Text in your file isn't just rendered. It's accessible.

Why it matters

A file that you can read but cannot search, copy, edit, or analyze costs your team time on every review cycle. Reviewers retype passages they want to comment on. Content compliance teams squint at scanned PDFs trying to find a specific claim. AI tools cannot help because they cannot see the words. Edits require exporting the file to another tool and re-uploading the result.

Aproove eliminates these gaps. Once text is extracted, it stays extracted, accessible to every part of the platform that benefits from knowing what is in the file. Search runs across projects. Compare highlights changed text between versions. AI Agents read passages and flag risk. Microsoft 365 integration lets reviewers go from spotting a needed change to making the change without leaving the platform. It’s software for regulatory approvals and version tracking that doesn’t weight your processes down.

The text in your file becomes a first-class citizen of the review experience.

Two methods of extraction

PDF text extraction via proprietary Agent work. PDFs and other text-bearing formats are processed by Aproove's Processing Agent, which extracts text directly from the file structure. PDFs are notoriously difficult to extract text from because the format stores characters and their positional coordinates, not words or sentences. Aproove's engine reconstructs the word concept from character-level data, so what looks like a sentence on the page is a sentence in search, in copy operations, and in AI analysis. PDF hyperlinks are extracted in the same pass and made clickable in the Review Interface.

AI-powered OCR for non-text formats. For image-only PDFs, scanned documents, photos of documents, or any file that does not carry embedded text, Aproove's AI infrastructure runs OCR against the rendered visual representation. This brings legacy assets, photographs, and scan-based content into the same text-aware experience as native files.

The user does not need to know which method applies. Aproove decides at processing time and applies the right approach automatically.

What you can do with extracted text

Deep project search across files. Search for a keyword, claim, disclosure, brand term, or banned phrase, and Aproove returns every file in the project where it appears, with its location. Search runs across all proofs in the project, regardless of source format. Useful for finding every place a regulated claim appears, every file that mentions a specific product, or every disclosure that needs the same revision.

Copy, paste, and select directly from the proof. Reviewers can highlight text in the rendered proof and copy it. The Text Extraction Markup Tool lets reviewers draw around a text region and pull the contents into a Note (which remains editable after creation). No retyping. No screenshot-and-OCR workarounds.

See exactly what text changed between versions. Compare View, combined with text extraction, surfaces text-level differences between proof versions. Reviewers see precisely which words were added, removed, or changed across rounds. Critical for compliance review where a single word in a disclosure can determine whether the asset is approved.

Font, type size, and style at a click. Highlighting any text in the proof displays the font name and type size for that text. Production teams catching the wrong font weight on a regulated disclosure, or confirming a brand-mandated font is in use, see what they need without leaving the Review Interface.

AI Agents that read, reason, and flag. Aproove's AI Agents work directly on the extracted text. A spell-check Agent surfaces misspellings. A regulatory Agent reads disclosure language and flags claims that need substantiation. A brand Agent compares the text against your style guide and flags departures. Because the text is structured and bound to its location in the file, Agent findings come back with precise references: which paragraph, which page, which component.

Edit Word, Excel, and PowerPoint directly via Microsoft 365. Through Aproove's Microsoft 365 integration, reviewers can move from review to edit without leaving the platform. Word, Excel, and PowerPoint files open in Microsoft 365 for the web with three permission modes: Preview (read-only), Edit (commit changes), or Co-author (real-time collaborative editing with other users). Changes auto-save. The reviewer is not switching tools, they are working in Word, in Excel, in PowerPoint, inside Aproove. When the edit is complete, the workflow continues from where the review left off.

Benefits

Advanced text extraction in your document proofing software gives you access to quicker, accurate approvals.

• No retyping. Text in the file is extracted once and available everywhere a reviewer or Agent might need it: search, copy, AI analysis, edit.
• Scanned files become first-class. AI-powered OCR brings image-only documents into the same text-aware experience as native files. Legacy archives, PDF scans, and photographed documents are no longer dead ends.
• Cross-project visibility. Search finds every instance of a phrase, claim, or term across all files in a project. Reviewers can confirm consistency, find every disclosure that needs the same edit, or audit a campaign for a compliance phrase.
• Version-to-version text precision. Comparison highlights every changed word between rounds, not just every changed page. Critical when a regulated disclosure differs by one word and that word matters.
• Font compliance on demand. Highlighting any passage shows font and type size. Brand and prepress teams confirm or catch type-related issues without exporting the file to an inspection tool.
• AI on real text. Agents read the actual extracted text, not a screenshot. Findings are accurate, attributed to specific components, and actionable.‍
• Review and edit on one platform. Microsoft 365 integration lets reviewers fix text issues in place. No download, no upload, no version sprawl.

Who it's for

• Compliance and regulatory teams scanning files for required language, banned phrases, or claim accuracy.
• Brand teams verifying approved language and approved fonts are used consistently across markets and channels.
• Production and prepress teams confirming font, type size, and style on production-bound files.
• Marketing and creative teams moving fluidly between reviewing a Word or PowerPoint file and editing it.
• Legal teams comparing disclosure language across versions of an asset to confirm required edits were made.‍
• Operations leaders managing review programs that include image-based archives, scanned documents, or other non-text formats.

Under the hood

Aproove's text extraction operates at upload via the Processing Agent. For PDFs, text is extracted at the character level (the PDF spec stores text as characters with positional coordinates rather than as words or sentences) and then reassembled into word-level structure through Aproove's word-extraction logic. Configuration options control character-level versus word-level extraction granularity. PDF hyperlinks are extracted alongside text and made clickable in the Review Interface. For image-based files, AI-powered OCR using multimodal AI models identifies and extracts text from rendered pages. Extracted text is indexed for project-level search, made available to system tags (currentProofsRawTextContent, currentProofsTextContentAsJson) that feed AI Agent prompts at runtime, and bound to the proof so that Markup Tools (including the Text Extraction tool) can pull text into Notes. Font and type-size metadata is rendered through the Adobe PDF Library (APDFL) for PDFs and made visible in the Review Interface as a user-configurable preference. The Microsoft 365 integration renders Word, Excel, and PowerPoint files in-browser via Microsoft's services, with permission tiers (Preview, Edit, Co-author) configurable per workflow step or schema.