Common Challenges When Merging Documents and How to Overcome Them

• 22 August, 2023

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Merging multiple PDF files and documents is a fast and efficient way to organize and store data. It helps you combine data from two different files into a single document.

 

However, even when you merge PDF documents with the best software tool, you are likely to encounter some peculiar challenges. This is because, in addition to applying the right PDF tool, other factors can influence the overall quality of a merged document.

 

Fortunately, these challenges are avoidable and manageable. This article will explore common issues individuals and businesses face when merging documents and provide practical solutions to overcome them.

 

Let’s go through them together.

Getting the right document size

Challenges related to document size can include large file sizes or inconsistencies in font sizes across merged documents.

 

Some documents may contain large or high-resolution images that can crash or affect the merging process. When merging documents over 2GB, it’s best to compress them separately before introducing them to the main document for the final merge.

 

Compressing large document files before merging will make the final document easier to share and upload to cloud storage.

 

Lumin has a document compression feature that allows you to compress a document without altering its overall quality. However, you can also use other online compression tools.

 

If you have inconsistent font sizes in the merged documents, do some final editing to ensure perfect alignment. This will enhance readability and overall visual consistency before sharing the document.

Maintaining the document layout

Document layout inconsistency is a common issue when you merge documents with different page orientations.

 

Each document has its original layout, but merging them with others can disrupt this layout, resulting in a cluttered and unprofessional appearance.

 

To avoid this problem, always check the page settings of all documents you intend to merge and make the necessary adjustments to achieve a consistent layout.

 

Lumin is an online PDF editor that allows you to realign your document’s layout. Use Lumin to ensure consistency in font, headers, margins, and other elements.

Keeping sensitive data confidential

When you merge files into one PDF, sensitive data risks being exposed by unauthorized users. To prevent these issues, actively protect your sensitive data when merging files.

 

Lumin offers features to help you safeguard your information, such as redacting sensitive parts of a document, encrypting files, and enforcing permission controls.

 

Protecting the integrity of your sensitive data and preventing data breaches should not be a hassle. Lumin has a robust list of features that go beyond helping you merge documents into one PDF but also protect them.

 

Always make sure that only authorized individuals have access to encryption keys and passwords.

Dealing with compatibility and file formats

File compatibility is a common challenge when merging documents because files are often created in different formats.

 

Files in various formats can be complex and sometimes impossible to merge, even with the best PDF combiner online.

 

To address this, review each PDF before attempting to merge. If a file format is not compatible with your merging tool, use PDF software like Lumin to convert the files and ensure uniformity before merging.

Confirming the approval workflow

In a work environment needing a defined structure and transparent collaboration processes, tracking document review and approval can be challenging. Merging PDFs in such an environment becomes more complex due to the involvement of multiple stakeholders.

 

To bridge communication gaps and improve workflow, use Lumin to automatically notify stakeholders, track every change to the document, and manage version control.

 

To effectively address this challenge, clearly define each team member’s responsibilities, prioritize open communication, and automate processes as much as possible.

How to overcome document merging challenges

Considering the challenges mentioned above, here are some valuable tips to help you merge documents correctly without losing vital business data.

Use document merging tools like Lumin

Using the right tool solves a large part of the document merging challenges. That’s why you need a user-friendly solution that is compatible with multiple document formats.

 

Lumin is a robust PDF editor that enables you to merge PDFs online. It’s user-friendly, versatile, and efficient.

 

In addition to merging PDFs, Lumin allows you to edit any PDF, streamline your team’s efficiency, automate workflow, and collaborate with team members.

Establish an organizational structure

Create folders and group your documents accordingly. Follow a strict naming policy to enhance identification and retrieval.

 

Be diligent about storing every merged document in its proper folder. This will make it easier for your team members to locate vital documentation.

 

Finally, ensure that every team member knows how to merge PDFs accordingly.

Track every version

Version control makes it easy to track changes and make adjustments, especially when multiple people have access to one document. Lumin not only helps you merge files but also allows you to track changes on a PDF.

 

Tracking every version of your document will also alert you if there has been any unauthorized access or alteration. Make every necessary adjustment to avoid losing important data in your document.

Back up every file

If something goes wrong during the merging process and you don’t have a backup, you may risk losing your files permanently.

 

As a precaution, back up every file or manually create a copy before merging.

 

Lumin allows you to back up your documents to secure cloud storage solutions such as Google Drive or Dropbox.

 

Cloud storage solutions are ideal for securing your files because they are safe and easy to retrieve.

Conclusion

Merging PDFs can help you manage and store multiple files efficiently, but specific challenges can make your efforts counterproductive.

 

Lumin is a comprehensive PDF editor designed to provide you and your team with a seamless PDF workflow.

Establish an organized structure for storing your documents, backing up every file, and tracking every version using Lumin.

By leveraging Lumin for your document management, you’ll be well-equipped to handle the common challenges associated with merging documents.