Documents & files
With the ConvertAPI integration, Armiflow uses a document conversion service, for example when documents need to be converted between Word and PDF. Credentials are stored encrypted, and the app shows you the exact scope.
Document conversionWord and PDFCredentials encryptedPart of Documents & files
ConvertAPIDocuments & files+
Template convertedExample · document conversionConvertAPI is an online service that converts documents from one file format to another via an API. Armiflow connects ConvertAPI in the Documents & files area for document conversion, for example with Word and PDF templates such as those used in the template studio and for contracts. The app shows you which conversions are used in your account. Credentials are stored encrypted.
Benefits
Documents are written in one format and needed in another. A template is created as a Word file, but the client should receive a clean PDF. ConvertAPI handles such conversions as a service in the background.
Armiflow works with documents in several places: the template studio uses AI to create suitable PDF and Word templates and translates them, contracts are created from templates as Word or PDF, and signed contracts are archived as PDF. Wherever formats need to be converted, a conversion service helps. The app shows you exactly when Armiflow uses ConvertAPI.
For a conversion, a document is transferred to the service. If it contains names, addresses or contract data, clarify under the GDPR (EUR-Lex) whether a data processing agreement is in place with the provider. Spot-check converted documents before they go to clients. In Armiflow, quotes and contracts only go out after your approval anyway.
At a glance
The key facts about the ConvertAPI integration in Armiflow, in short.
| Item | Details |
|---|---|
| Tool | ConvertAPI |
| Category | Documents & files |
| Used in Armiflow | Armiflow |
| What Armiflow does with it | Convert documents between formats, such as Word and PDF. |
| Status | Available |
| Credentials | Stored encrypted, roles and 2FA for your team |
| Approval | Customer emails and actions involving money only after your confirmation |
Connect
Create an account with ConvertAPI if the app asks for your own access.
Add your credentials in Armiflow. They are stored encrypted.
Work with templates and documents as usual. The app shows where conversion happens.
Review converted documents before they go to clients or into contracts.
Working together
Conversion is one building block. These pages show what goes well with it.
Contracts from Word or PDF templates, signed by hand on screen.
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Connect documents from your Google account.
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Connect spreadsheets from your Google account.
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Storage for invoices found by the AI helper.
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Security & data protection
Encrypted credentials. Whatever you store for ConvertAPI in Armiflow is encrypted. Every customer account has its own database schema and daily backups.
Team roles. With roles and two-factor sign-in you decide who on your team may use or change the ConvertAPI connection.
Your approval counts. Customer emails only go out after you approve them, and actions involving customers, money or deletion wait for your confirmation in the chat.
GDPR covered. Access and erasure under Art. 15 and 17, consent per channel and the public-authority filter apply to all data in Armiflow.
FAQ
Short, clear answers about this feature. Missing a question? Write to support@armiflow.com.
Armiflow uses the ConvertAPI integration for document conversion, meaning converting documents from one file format to another. This applies, for example, to Word and PDF templates such as those used in the template studio and for contracts. The app shows you exactly when conversion happens and which formats are involved.
To connect ConvertAPI, create an account with the provider if required and add your credentials in Armiflow. The credentials are stored encrypted. During setup, the app shows you whether your account needs its own access or whether conversion is already available.
Because documents are edited in one format and sent in another. A Word file is easy to adapt, while a PDF looks the same for every recipient and is suitable for archiving. The ConvertAPI integration helps you switch between these formats without converting files by hand.
Armiflow’s template studio uses AI to create suitable PDF and Word templates and translates them. Where templates switch between these formats, document conversion may be needed. The ConvertAPI integration is one possible building block for this. The app shows which steps in the template studio it takes over in your account.
No. Signed contracts remain unchanged in Armiflow, even if you revise templates later. Your client draws the signature by hand on screen, and the signed PDF is archived with evidence, including name, time, IP address, browser and SHA-256 checksum. A later document conversion does not change anything in this archived version.
Yes, for a conversion the document is transferred to the conversion service and the result is returned. That is why data protection is worth a look: if a document contains personal data, agree a data processing agreement with the provider. How long the service keeps files is governed by its terms.
That depends on the provider and your contract with them. The ConvertAPI integration transfers documents for conversion, and Armiflow stores the credentials encrypted. Whether the processing meets GDPR requirements, for example through a data processing agreement, is something to clarify with the provider and your data protection adviser.
If you use your own ConvertAPI account, the provider bills its services directly according to its own terms. What your Armiflow plan includes is shown on the pricing page; the details can change. During setup, the app shows you whether your account needs its own access.
First check the template: unusual fonts, nested tables or embedded objects often cause deviations during conversion. Simplify the template and convert it again. If the problem persists, write to support@armiflow.com and include a description, without confidential data.
Yes. To connect ConvertAPI to Armiflow, you only add your credentials, and Armiflow does the rest in the background. You continue working with templates and documents as usual. You do not have to control technical details such as APIs or file formats yourself; the app shows you what is used.
A workflow with the ConvertAPI integration starts with a template, such as a contract or a service description. You edit the template in Armiflow, and wherever a different format is needed, the service takes care of the conversion. You then check the result, and the document only goes to the client after your approval.
Access is best managed by a person with an admin role who also knows the agreements with the provider. Anyone who only edits templates does not need rights to change the connection. You define this with roles and custom roles, and two-factor authentication additionally protects the accounts.
Clarify whether your own account with the provider is needed, which costs arise there and whether a data processing agreement is in place. Also check which documents actually need to be converted. Documents without client data, such as blank templates, are less critical from a data protection perspective than completed contracts.
Common issues are templates with many fonts, floating graphics or complicated tables that shift after conversion. Missing placeholders or outdated versions also happen often. Keep templates simple, use the template versions in Armiflow and check the result of a conversion before you use it further.
The template studio translates templates with AI, while conversion takes care of the file format. Together, both help you provide templates in several languages as Word or PDF. Have translated templates checked by someone fluent in the language before first use, especially for contracts.
Armiflow designs invoices with its own PDF designer, including invoice checks under § 11 UStG for businesses in Austria, gapless numbering and cancellation instead of editing. The app shows you whether an external conversion is involved. For the mandatory details on an invoice, the content is what matters, not the conversion tool.
Only convert what is necessary, and avoid unnecessary intermediate steps for highly confidential documents. Clarify with the provider how long it keeps files. In Armiflow, a separate database schema for each customer, encrypted credentials, roles and daily backups protect your documents.
The app shows you which conversion services Armiflow supports. Your templates and archived documents stay in Armiflow, regardless of the service that converts formats. If you plan a switch, test a few typical templates beforehand so that layout and content look as usual after conversion.
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