SharePoint Online PDF Converter
Encodian's cloud PDF conversion service allows you to convert documents held in both SharePoint classic and modern document libraries, enabling users to quickly convert, OCR, encrypt, watermark and merge documents into PDF or PDF/A format whilst maintaining permissions and metadata.
Features
- Convert common document formats to PDF or PDF/A
- Merge multiple documents to one PDF
- OCR documents to make them text searchable
- Copy permissions to converted document
- Copy metadata to converted document
- Watermark converted documents with text or images
- Encrypt and password protect converted documents
Benefits
- Quickly convert common file types into PDF/A format
- Merge multiple files into a new single PDF document
- Ensure converted documents are text searchable
- Copy permissions to maintain security
- Copy metadata to maintain association with source file
- Ensure regulatory compliance with PDF/A format
- Protect documents with AES 256 encryption and password protection
- Quickly add watermarks to documents prior to distribution
Pricing
£0 to £349 a licence a month
- Education pricing available
- Free trial available
Service documents
Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format,
email the supplier at james.sales@encodian.com.
Tell them what format you need. It will help if you say what assistive technology you use.
Framework
G-Cloud 11
Service ID
1 1 8 7 6 9 9 1 7 6 3 9 2 4 3
Contact
Encodian
James Sales
Telephone: 0808 109 2005
Email: james.sales@encodian.com
Service scope
- Software add-on or extension
- Yes
- What software services is the service an extension to
- SharePoint Online
- Cloud deployment model
- Public cloud
- Service constraints
-
Planned maintenance work will be communicated to buyers in advance.
Platform service levels are governed by the hosts platform, Office 365 and Azure. - System requirements
- SharePoint Online license
User support
- Email or online ticketing support
- Email or online ticketing
- Support response times
- Target response times for for online support Monday - Friday, are as follows P1 - 1 hour, P2 - 2 hours, P3 - 4 hours, P4 - 8 hours. Evening and weekend support can be provided at extra cost.
- User can manage status and priority of support tickets
- Yes
- Online ticketing support accessibility
- None or don’t know
- Phone support
- Yes
- Phone support availability
- 9 to 5 (UK time), Monday to Friday
- Web chat support
- No
- Onsite support
- Yes, at extra cost
- Support levels
-
Encodian’s standard issue priorities and are detailed below. Each issue should be communicated to Encodian in accordance with the agreed procedure defined by the selected support service. Upon raising an issue our team would work with you to agree and assign one of the following priorities.
Priority 1 - Access to the either the core solution or agreed business critical components is unavailable or severely limited.
Priority 2 - Access to parts of the core solution are unavailable or severely limited and for which a workaround is not available.
Priority 3 – Non-critical component(s) are unusable or hard to use having an operational impact, but with no direct impact on services availability. A workaround is available.
Priority 4 - Non-critical or personal component(s) are unusable, where a workaround is available or a repair is possible. - Support available to third parties
- Yes
Onboarding and offboarding
- Getting started
- User documentation is available via the Encodian support website at http://support.encodian.com
- Service documentation
- Yes
- Documentation formats
- HTML
- End-of-contract data extraction
- Users can contact Encodian support to request an extract of any data we hold about them or their organisation.
- End-of-contract process
-
Every subscription level from Free through to Enterprise allows full conversion functionality but will be constrained by number of operations, document size and data throughput at each price point.
If a paid subscription is not renewed at the end of a term then the organisation will revert to our free subscription.
Using the service
- Web browser interface
- Yes
- Supported browsers
-
- Internet Explorer 11
- Microsoft Edge
- Firefox
- Chrome
- Safari 9+
- Application to install
- No
- Designed for use on mobile devices
- Yes
- Differences between the mobile and desktop service
- There are no differences between mobile and desktop services.
- Service interface
- No
- API
- Yes
- What users can and can't do using the API
- All functionality available via the SharePoint Online PDF Converter is also available via a REST API in Microsoft Flow.
- API documentation
- Yes
- API documentation formats
- Open API (also known as Swagger)
- API sandbox or test environment
- Yes
- Customisation available
- Yes
- Description of customisation
-
Administrators can configure default values for functionality of the PDF converter via a configuration list in SharePoint. The values that can be configured include:
Copy Permissions
Copy MetaData
Overwrite File
Enable PDF/A Compliance
Enable Advanced UI Features
PDF/A Version
Remove Markup
Watermark Image
Watermark Text
Watermark Text Colour
Watermark Text Font
Watermark Text Size
Watermark Text Max Characters
Scaling
- Independence of resources
- The Encodian SharePoint Online PDF Converter is hosted on the Azure platform and takes advantage of native auto scaling functionality as demand increases.
Analytics
- Service usage metrics
- Yes
- Metrics types
-
The following service metrics can be retrieved by the user:
Subscription level
Operations per Month
Data per Month (MB)
Operation Size Limit (MB)
Expiration Date
Operations Usage
Data Usage
Application Installation Status - Reporting types
- Real-time dashboards
Resellers
- Supplier type
- Not a reseller
Staff security
- Staff security clearance
- Staff screening not performed
- Government security clearance
- Up to Developed Vetting (DV)
Asset protection
- Knowledge of data storage and processing locations
- Yes
- Data storage and processing locations
- European Economic Area (EEA)
- User control over data storage and processing locations
- No
- Datacentre security standards
- Complies with a recognised standard (for example CSA CCM version 3.0)
- Penetration testing frequency
- At least once a year
- Penetration testing approach
- Another external penetration testing organisation
- Protecting data at rest
- Physical access control, complying with CSA CCM v3.0
- Data sanitisation process
- No
- Equipment disposal approach
- In-house destruction process
Data importing and exporting
- Data export approach
- Users can contact Encodian support to request an extract of any data we hold about them or their organisation.
- Data export formats
- CSV
- Data import formats
- CSV
Data-in-transit protection
- Data protection between buyer and supplier networks
- TLS (version 1.2 or above)
- Data protection within supplier network
- TLS (version 1.2 or above)
Availability and resilience
- Guaranteed availability
- We guarantee 99.95% up time of the application. Conversion credits will be added to a users account should our up time guarantee not be met.
- Approach to resilience
- Encodian SharePoint Online PDF Converter is hosted on the Microsoft Azure platform and is subject to the resilience features available including failover to UK and European data centres.
- Outage reporting
- Email alerts will be issued to registered service users if there there is a service outage.
Identity and authentication
- User authentication needed
- Yes
- User authentication
- Other
- Other user authentication
- Users are authenticated via their own Office 365 subscription to their own SharePoint Online tenant.
- Access restrictions in management interfaces and support channels
- There are no management interfaces and access to support channels is available to registered users of a SharePoint Online tenant.
- Access restriction testing frequency
- At least every 6 months
- Management access authentication
-
- 2-factor authentication
- Username or password
Audit information for users
- Access to user activity audit information
- Users contact the support team to get audit information
- How long user audit data is stored for
- At least 12 months
- Access to supplier activity audit information
- Users contact the support team to get audit information
- How long supplier audit data is stored for
- At least 12 months
- How long system logs are stored for
- At least 12 months
Standards and certifications
- ISO/IEC 27001 certification
- No
- ISO 28000:2007 certification
- No
- CSA STAR certification
- No
- PCI certification
- No
- Other security certifications
- No
Security governance
- Named board-level person responsible for service security
- Yes
- Security governance certified
- Yes
- Security governance standards
- ISO/IEC 27001
- Information security policies and processes
- https://www.microsoft.com/en-us/TrustCenter/Compliance/ISO-IEC-27018
Operational security
- Configuration and change management standard
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Configuration and change management approach
- Further details can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647
- Vulnerability management type
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Vulnerability management approach
- Further details can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647
- Protective monitoring type
- Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
- Protective monitoring approach
- Further details can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647
- Incident management type
- Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
- Incident management approach
- Further information can be found here - https://www.microsoft.com/en-gb/download/confirmation.aspx?id=26647
Secure development
- Approach to secure software development best practice
- Conforms to a recognised standard, but self-assessed
Public sector networks
- Connection to public sector networks
- No
Pricing
- Price
- £0 to £349 a licence a month
- Discount for educational organisations
- Yes
- Free trial available
- Yes
- Description of free trial
-
The free version of the service is not time limited and provides all the conversion functionality with the following constraints:
50 conversion operations
2MB operation size limit
50MB of data per month
Service documents
Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format,
email the supplier at james.sales@encodian.com.
Tell them what format you need. It will help if you say what assistive technology you use.