Help & Support

1. Opening PDFs

PDF AI Suite supports multiple ways to open PDF documents:

• File menu — Use File → Open (Cmd+O on macOS) to browse and select a PDF file
• Drag and Drop — Drag a PDF file directly onto the app window
• Recent Documents — Access recently opened files from the File menu
• iCloud Documents — Browse and open PDFs stored in your iCloud Drive

Supported format: PDF (.pdf). The app works with regular PDFs, scanned PDFs (with OCR), password-protected PDFs, and form-fillable PDFs.

2. Navigation & Page Management

Navigate through your PDF documents with ease:

• Page Thumbnails — Toggle the sidebar to see thumbnail previews of all pages
• Page Navigation — Use the previous/next buttons or arrow keys to move between pages
• Page Jump — Click the page number indicator to jump to a specific page
• Zoom — Pinch to zoom, use Cmd+/Cmd- on macOS, or the zoom controls in the toolbar
• Bookmarks — Bookmark important pages for quick access later. Access bookmarks from the sidebar panel
• Table of Contents — If the PDF has a table of contents (outline), navigate it from the bookmarks panel
• Search — Use Cmd+F (macOS) or the search button to find text within the document

3. Text Extraction

Extract text content from your PDF documents:

• Current Page — Extract text from the currently visible page
• Full Document — Extract text from all pages at once
• Copy to Clipboard — One-click copy of extracted text
• Export as TXT — Save extracted text as a .txt file

Text extraction works on native PDF text. For scanned documents or images, use the OCR feature first (see section 9).

4. Translation

Translate your PDF documents into 54 languages:

Getting Started

• You need an API key from Gemini, OpenAI (ChatGPT), or Groq to use translation. See the API Key Guide for setup instructions
• Go to Settings → API Keys to enter and save your key

How to Translate

1. Open a PDF document
2. Click the Translate button in the toolbar
3. Select your source language (or leave "Auto-detect")
4. Select the target language
5. Choose a provider: Gemini, ChatGPT, or Groq
6. Choose "Translate Page" for the current page or "Translate Document" for all pages

Viewing Results

• Translated text appears in a side panel with a built-in PDF preview
• Export as PDF or TXT file
• Copy translated text to clipboard

Tip: Set your preferred default target language in Settings → General to save time.

Translation Review NEW 1.2

After translating a document, the Translation Review pane verifies critical details for office workflows (notary, legal, translation):

What it extracts automatically

• Names & identities — personal names, company names, addresses, IDs
• Numbers, dates & amounts — currencies, percentages, registration numbers, document IDs
• Formatting & structure — paragraphs, lists, headings, page markers
• Legal & official terms — legal terminology, powers, obligations, seals, signatures
• Word balance delta between source and translation

Use the checklist on the right side to confirm each critical detail before delivering the translation to a client.

5. AI Summary

Get instant AI-powered summaries of your documents:

Requirements

• An API key from Gemini, OpenAI (ChatGPT), or Groq is required. See the API Key Guide
• The page or document must contain extractable text

How to Summarize

1. Open a PDF document
2. Click the Summarize button in the toolbar
3. Choose your provider: Gemini, ChatGPT, or Groq
4. Choose "Summarize Page" for the current page or "Summarize Document" for the full document
5. Wait for the AI to process (usually a few seconds)

Results

• The summary appears in a panel with key points and main ideas
• Export summary as PDF or TXT file
• Copy to clipboard

Note: Summaries are AI-generated and may not capture every detail. Always verify important information.

Structured Office Reports NEW 1.2

In version 1.2, summaries are now Professional Document Reports built for office files (notary, copy, translation):

Report sections

• Document Synthesis — 3-5 sentence executive brief
• Relevant Elements — facts, obligations, persons, dates, amounts
• Verification Checklist — items to verify (parties, dates, amounts, signatures)
• Office Observations — missing info, ambiguities, deadlines, signatures

Output format

• Plain text — no Markdown, asterisks, or AI intro phrases
• Page citations [Page N] referenced in every section where applicable
• Diacritic-faithful across all 54 languages
• Export as PDF (with polished office layout) or TXT

6. Chat with AI

Have a conversation with your PDF document using AI:

Requirements

• An API key from Gemini, OpenAI (ChatGPT), or Groq is required. See the API Key Guide
• The document must contain extractable text

How to Chat

1. Open a PDF document
2. Click the Chat button in the toolbar
3. Choose your provider: Gemini, ChatGPT, or Groq
4. Type your question in the input field
5. The AI reads the document context and provides relevant answers

Tips for Better Results

• Be specific with your questions
• Reference specific sections or topics in the document
• Ask follow-up questions to dive deeper
• The chat maintains context from previous messages in the conversation

AI Memory NEW 1.2

AI Memory lets the AI remember key takeaways from a chat across sessions, per document:

How to use it

1. Have a chat conversation about a PDF
2. Tap the Save to AI memory button at the top of the chat
3. The AI extracts and saves key takeaways linked to this PDF
4. Next time you open the same PDF, the AI automatically loads those notes as context

Memory is per-document and identified by a SHA-256 fingerprint, so it survives renames and moves of the PDF file. Memory is stored locally in your Application Support folder.

Document History NEW 1.2

Every chat session, summary, and translation is now saved automatically per document.

What's saved

• Chat sessions — multi-turn conversations with timestamps
• Summaries — full document or page-scoped, with provider and language
• Translations — with source/target languages and provider
• AI memory notes

How to access

• Open the History panel from the toolbar (clock icon)
• Recent Sessions strip in chat shows past conversations — tap to resume any of them
• Auto-restore: the last summary and translation load automatically when you reopen a PDF

7. Annotations

Annotate your PDF documents with a full set of tools:

Available Tools

• Highlight — Select text and highlight it in your chosen color
• Underline — Underline important text passages
• Strikethrough — Strike through text for editing or review
• Freehand Drawing — Draw freely with customizable pen size and color
• Sticky Notes — Add text annotations anywhere on the page

Color Picker

Choose from preset colors or use the full color picker to customize your annotations. Color settings are remembered between sessions.

Saving

Click "Save Annotated PDF" to save a new copy of your PDF with all annotations embedded. The original document is never modified.

Signature Pad (Mac) NEW 1.2

On macOS, you can now draw a signature directly in the app and place it anywhere on the page:

How to use

1. Open the Annotation toolbar in PDF AI Suite for Mac
2. Click the Signature Pad button
3. Draw your signature with the trackpad or mouse
4. Adjust ink color and stroke width in real time
5. Place the signature on the page, then move or resize it freely

You can also edit any ink annotation: drag to move, drag corners to resize, change color via the inspector. Print support is included — print annotated documents directly from File → Print.

Office Workflow & Delivery NEW 1.2

Designed for notary, copy, and translation offices. Track document status and deliver client-ready packages:

Document Status

• Live progress: Text ready, Translation ready, Summary ready, Review ready
• Document Preparation pre-flight: detects pages missing text, low-text pages, OCR'd pages
• Live OCR progress bar with clickable page chips

Office Case Sheet

• Attach client metadata to any PDF: client name, case number, service type, language pair, deadline, notes
• Travels with the document through every operation
• Persists across renames and file moves (SHA-256 fingerprint)

Delivery Packages

Bundle results into a single professional package. Choose from four presets:

• Client Package — original + summary + translation + AI review notes + case sheet
• Archive Package — full record including preparation report, for internal archive
• Translation Only — just the translated document
• Summary Only — just the summary report

Customize which sections to include via Included/Excluded toggles, then tap "Create client package" to generate the final delivery file.

8. PDF Operations

Merge PDFs

1. Click the Merge button in the toolbar
2. Add two or more PDF files
3. Drag and drop to reorder the files
4. Click "Merge" to combine them into a single PDF
5. Save the merged document

Split / Extract Pages

1. Open a PDF document
2. Click the Split button in the toolbar
3. Select which pages you want to extract (checkboxes)
4. Click "Extract" to create a new PDF with only the selected pages

Password Protection

• Lock a PDF with a password to restrict access
• Set owner password for editing permissions
• Save the locked PDF as a new file

9. OCR & Document Scanner

OCR (Optical Character Recognition)

• Extract text from scanned PDFs or image-based pages
• Powered by Apple's Vision framework — runs entirely on-device
• No internet connection required
• Supports multiple languages

Document Scanner (iOS)

• Scan physical documents using your device's camera
• Automatic edge detection and perspective correction
• Scan multiple pages in one session
• Save scanned documents as PDF

10. Settings & Configuration

Access Settings via the menu bar (Cmd+, on macOS) or the settings button:

Appearance

• Choose between Light, Dark, or System theme
• Theme preview cards show you how each option looks

API Keys

• Enter and save your Gemini API key (from Google AI Studio)
• Enter and save your ChatGPT API key (from OpenAI Platform)
• Enter and save your Groq API key (from Groq Console)
• Test buttons verify your keys are working correctly
• Status indicators show key validity (green = valid, red = invalid)

General

• Interface Language — Choose from English, Romanian, German, French, Italian, Spanish
• Default Translation Language — Set your preferred target language

Privacy

• View the complete privacy policy within the app
• Links to the full online privacy policy and terms of use

Contact & Support

We're here to help! Reach out to us through any of these channels:

• Support: support@pdfaisuite.com
• General: contact@pdfaisuite.com
• Business: business@pdfaisuite.com

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Last updated: May 2026