Preparing Large PDFs for Salesforce Knowledge: A Simple, Smarter Approach

If you’re managing a knowledge base in Salesforce Knowledge—especially with Einstein AI—you’ve probably encountered the challenge of large PDF files. Here’s the deal: importing big, bulky PDFs directly into Salesforce Knowledge is a recipe for frustration. They’re messy, inefficient, and far from ideal for AI-driven systems. Let’s break down why they’re a bad idea, how to convert them into Markdown, and tools to split them into manageable pieces.

🛑 Why Large PDFs Are a Problem for Salesforce Knowledge

1. 💔 Poor AI Compatibility:
   • Large PDFs are often complex, with inconsistent formatting, embedded images, and multi-topic content.
   • Einstein AI struggles to make sense of this mess, leading to poor recommendations and inefficient search results.
2. 🔍 Difficult Searchability:
   • PDFs don’t play well with Salesforce’s indexing system. Users might search for a term and end up lost in a 50-page document, unable to pinpoint the exact section they need.
3. 🐌 Performance Issues:
   • Large files slow down your system and increase the risk of import errors.
   • They can also bog down users trying to access them, leading to poor user experience and frustration.
4. 🛠️ Limited Update Flexibility:
   • Imagine needing to update just one section in a massive PDF. You’d have to edit the whole document, re-export it, and re-import the entire file. Smaller, modular files solve this problem.

✅ The Solution: Convert and Split Your PDFs

Step 1: Convert Your PDF into Markdown

Instead of wrestling with bulky PDFs, convert them into a simpler format like Markdown. Markdown is lightweight, easy to edit, and perfect for importing into Salesforce Knowledge. Use tools like:

• 🛠️ MarkThisDown: Converts PDFs to Markdown quickly and effectively.
• 📄 Docling: Another excellent option for document conversion.
• 🌐 FOSS Tools: Explore free, open-source solutions to find what works for you.

Example: Using Docling to Convert an OCR PDF into Markdown

Docling is a powerful tool for converting OCR PDFs to Markdown, even embedding links to images from the original document. Here’s how to use it:

1. Install Docling:
   • Visit the Docling GitHub repository to download and install the tool.
2. Run the Conversion: Use the following command to convert your OCR-enabled PDF into Markdown with linked images:docling convert input.pdf --output output.md --embed-images

- input.pdf: The PDF file you want to convert.
- output.md: The name of the resulting Markdown file.
- --embed-images: This flag ensures that images from the PDF are included as links in the Markdown file.

1. Check the Output:
   • Open the generated Markdown file to confirm the structure, text, and linked images.
   • You’ll find Markdown-friendly text with [image](path/to/image) links embedded wherever the PDF included graphics.

Step 2: Split Markdown into Smaller Files

Once your Markdown file is ready, split it into smaller, focused pieces. Each file should cover one topic or solution to make it easier for Salesforce Knowledge to process and serve.

Step 3: Import and Optimize

With your Markdown files prepared and split, importing them into Salesforce Knowledge becomes seamless. Here’s why this process wins:

• Better AI Performance: Smaller, focused files allow Einstein AI to deliver more accurate suggestions.
• Improved User Experience: Users can quickly find the exact article they need, enhancing their satisfaction.
• Efficient Updates: Making changes is faster and less prone to errors.

Wrap-Up: Why This Approach Matters

Large PDFs are the enemy of a clean, efficient Salesforce Knowledge base. By converting them into Markdown, splitting them into smaller files, and embedding linked images where needed, you:

• Eliminate formatting and performance issues.
• Set up Einstein AI for success.
• Make life easier for your users and your team.

So, grab your PDFs, convert them with tools like Docling, and split them with split-md. Your knowledge base (and your users) will thank you!

-MunVaRay