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Convert Document Format Action

Convert Document Format actions can convert files from one format to another. For example, document conversions from MS Word to PDF are often used to restrict editing in a contract document that's sent to an outside party once the basic terms are agreed upon. However, if you're using an eSignature process such as AdobeSign or Docusign, this is usually not necessary because these methods automatically convert any MS Word files to PDF before generating the document for signature.

Conversions from PDF to MS Word can be used to make PDFs submitted by third parties easier to edit during contract negotiations. Conversions to MS Word are also useful for copying language from an executed contract to create a draft of a new contract document with similar terms. Convert Document Format actions are only compatible with .docx files from Microsoft Word 2010 or later, older .doc files are not supported.

These actions can be used to convert the following formats:

  • MS Word to HTML
  • MS Word to PDF
  • MS Word to Text 
  • MS Word to OOXML
  • OOXML to MS Word
  • PPT to PDF
  • HTML to Text
  • HTML to HTML
  • PDF to MS Word 
  • PDF to Text 

Conversions from PDF to MS Word or Text offer a best-effort approach. They are generally not 100% accurate, particularly for complex PDF files, and the conversion inserts blank pages that indicate the page numbers in the original PDF. This is true whether you use the built-in converter, which leverages the Aspose library API, or Microsoft Word services integration, which uses the same functions that you see if you open a PDF in Word directly and save it as a .docx file.

Prerequisites

  • If you want to use integrated Microsoft Word services,  Agiloft must have access to Microsoft Word. For more information about configuring your knowledgebase to use Word, see Microsoft Word Services Integration.
  • In the table where you'll create the Convert Document Format action, you must have at least one File with Versioning field to hold the source file and, if desired, a second File with Versioning field to save the newly converted file.

Create a Convert Document Format Action

You can access the Actions wizard in several ways, but the easiest way is to select Setup [Table] from the table where you want to create the action.

  1. From the top nav bar, expand the table's drop-down and select Setup [Table].
  2. Select the Actions tab in the Table wizard.
  3. Click Create Convert Document Format Action. The Convert Document Format action wizard opens.

  4. Provide a name and description for the action.

    Once your action is saved, the system automatically adds an F: before your given title to distinguish it as a Convert Document Format action.

  5. Select the format conversion you want to use.
  6. Select the field that contains the source file.
  7. Choose whether to open the converted document in the browser or store it in a file field.
  8. If you store the file in a field, select the field and choose whether to append new files or overwrite existing files.
    Options tab
  9. On the Output Format tab, select the options that appear for the format you chose. Some formats offer no additional options, while others might offer some or all of these:
    • Use Hosted MS Office Service to convert documents. If Microsoft Word services have been configured, select this checkbox.
    • Remove HTML code added by MS Word. This option removes MS Word-only elements from a final HTML product.
    • Exclude all attributes. This option strips formatting and other attributes from the source material, with the option to list exceptions if desired.
    • Filter data in these tags. This option strips content contained in certain tags such as <div>.
    • Filter these attributes. This option strips formatting and other select attributes.
  10. Click Finish.

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