SharePoint provides framework for document conversion services, which can be extended based on load and functional requirements. PDF generator allows conversion of Microsoft Word, Excel, PowerPoint and many other document types stored in a SharePoint document library to PDF. The converted PDF file can also be in a compressed format (zip file). The conversion can happen on an ad-hoc basis or scheduled to run during off-peak time. PDF generator takes advantage of SharePoint conversion topology, in selecting the cells of the load balanced conversion servers for high loads of document conversions.

Documents can be converted to PDF and published to other lists in a different site (like an extranet site) with its original Metadata intact. Now documents can be created in a secure site following all the Information Management policy rules set by the company and can be published to other sites with read only functionality.

Solution has two modules – Configuration lists and Conversion services. Conversion configuration is stored in SharePoint lists, so maintenance is very easy. Configurations like document types to be converted, conversion schedule and type of conversion server are stored in the configuration list. Conversion service can run on a separate stand alone server or use the load balanced SharePoint conversion server, if conversion service is already available.

During conversion, various actions can be specified based on the results type. For example, if the conversion is successful, the converted PDF document can be moved to single or multiple lists, with or without Metadata, and any additional comments can be added to the moved document library items . Conversion schedule, on when the documents needs to be converted to PDF can be configured. Conversion can also happen based on business rules like when a document is created or status is changed to ‘Approved’.