Regenerate Searchable PDF rebuilds a document's processed PDF and its searchable text layer (OCR) from the native PDF. It's the fix for PDFs that fail or display badly, such as files with a corrupt text layer, CAD drawings, malformed PDFs, and oversized images.
Available in NextGen databases only.
When to Use It
- A PDF won't display correctly, or fails to load in the document viewer.
- A redaction won't apply, including Auto-Redactions that miss text you can see on the page.
- The document's text looks wrong, for example search doesn't find words that appear on the page, or selected text doesn't line up with the page.
- A Bates stamping job finished with errors. Regenerate the affected documents, then re-stamp the folder. Only the documents that errored are re-stamped, and they keep the Bates numbers already assigned.
Use It Only When Something Isn't Working
Regenerating always re-runs OCR, which can replace good text with weaker OCR text. Don't regenerate documents whose text is already searching and displaying correctly.
Regenerate a Document's Searchable PDF
- Open the document in the document viewer.
- Click Regenerate Searchable PDF in the document viewer toolbar. Regeneration starts right away; there's no confirmation step.
- Wait for the processing indicator to clear.
- Try your redaction or stamp again.
How to Tell It's Done
- Success: the processing indicator clears and a confirmation message appears. The button is then disabled for that document, and a "Regenerate Searchable PDF" entry, with the date, time, and user, appears under Views, Edits, and Markups > Modifications.
- Failure: you'll see "PDF regeneration failed." Contact support@nextpoint.com with the document ID.
Regenerating Many Documents
You can regenerate one document at a time. If many documents need it, contact support@nextpoint.com; our Support and Services teams can regenerate documents in bulk.
What Happens to Existing Work
Regenerating replaces only the processed PDF and its text layer.
| Item | After regenerating |
|---|---|
| Coding, notes, and metadata | Unchanged |
| Page edits (deleted, rotated, or reordered pages) | Unchanged |
| Bates numbers and confidentiality designations | Unchanged. Spot-check them after regenerating. |
| Search text | Replaced with new OCR text, which may be weaker than the original text |
| Redactions | Always included in the regenerated PDF |
| Highlights | Optional; included only if you choose to include them |
If the Problem Continues
If regenerating doesn't fix the issue, contact support@nextpoint.com with the document ID and a short description of what you're seeing.
Related articles: Auto-Redactions, Bates Stamping in the NextGen Experience
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