Standardise documents. Optimise quality automatically.
Docuflair Normalize
Ensure all your documents have a consistent appearance – automatically. Whether format conversion, watermarks or metadata: Every document follows your standards, without manual rework.
What Makes Docuflair Normalize Special
Optimise your document processing with intelligent format normalisation and seamless integration.
Increased Efficiency
Automated conversion and normalisation reduces manual work and significantly accelerates your workflows.
Higher Data Quality
Uniform document formats and optimised structures ensure consistent, high-quality results.
Cost Reduction
Less rework and more efficient processes sustainably reduce your operating costs.
Compliance & Security
Meet regulatory requirements with standardised formats and traceable processes.
Seamless Integration
Integrates effortlessly into existing systems and workflows.
Traceability
Complete documentation of all conversion and normalisation steps for audits.
Universal Input Formats
Process documents from all common sources
Microsoft Office
Word, Excel, PowerPoint and all Office formats
PDF Documents
All PDF versions and PDF/A formats
Emails
MSG, EML and other email formats with attachments
Web Pages
HTML documents and web content
Image Files
TIFF, JPEG, PNG and other image formats
Consistency in One Click
Everything you need for professional document normalisation
Format Conversion
- Conversion to PDF/A for long-term archivinghttps://www.docuflair.com/en/pages/resources/glossary/document-management/" class="glossar-link-inline" title="Glossar: Archiving">archiving
- Creation of searchable PDFs with OCR
- Automatic format adaptation according to specifications
Structure Harmonisation
- Standardisation of layouts and page formats
- Standardisation of headers and footers
- Normalisation of tables and formatting
Watermarks
- Visible watermarks for document protection
- Invisible watermarks for data leak detection
- Flexible positioning and design
Automation & Quality
- Standardisation of page sizes and page rotation
- Adjustment of font colours and sizes for optimal readability
- Expansion of table columns without information loss
- Intelligent format optimisation for various output purposes
Discover More Strengths
Text Normalisation
Standardisation of fonts, character sets and text formatting for consistent documents.
Metadata Management
Automatic extraction, standardisation and enrichment of document metadata.
Certificate Verification
Validation of digital signatures and certificates to ensure document authenticity.
Optimised File Size
Intelligent compression for smaller file sizes while maintaining quality.
OCR Integration
Text recognition for scanned documents and images to create searchable files.
Batch Processing
Efficient processing of large document volumes with automated rules.
Use Cases
How organisations benefit from Docuflair Normalize
Long-term Archiving
- Conversion to PDF/A for audit-proof archiving
- Standardised metadata for easy searching
- Uniform formats for long-term readability
Document Protection
- Watermarks for marking confidential documents
- Invisible markings for tracing data leaks
- Verification of digital signatures for authentication
Document Exchange
- Uniform formats for external document exchange
- Optimised file size for fast transmission
- Compatibility with various recipient systems
What the PDF engine can do
Evidenced properties of the native processing, as of August 2026
read in and converted into one consistent target
PDF/A-1, -2 and -3, up to 3u
PDF/A, PDF/X, PDF/UA and XMP metadata
password-protected and encrypted PDFs are read too
The PDF engine is implemented natively to ISO 32000-2 — no third-party library at its core.
Further reading
Background from the Docuflair blog
33 good reasons
Why organisations run their document processes on their own infrastructure.
View the reasonsGlossary: IT infrastructure
Interfaces, protocols and operational terms at a glance.
To the glossaryRelevant for these industries
Derived from the target groups of this page
Government
Record-keeping with a duty of evidence: electronic files, substitute scanning and access requests with reliable redaction.
To the industry pageEnterprise
Invoices, contracts and HR records across every department, each with its own filing logic.
To the industry pageInsurance
Applications, claims files and policies at scale — subject to retention duties and holding sensitive personal data.
To the industry pageIT services
Several customer environments in parallel, each with its own rules. It has to be standardisable and tenant-separated at once.
To the industry pageFrequently Asked Questions
Answers to the most important questions about Docuflair Normalize
What is document normalisation?
Document normalisation is the process of converting various input formats into a standardised output format. The system optimises, validates and enriches documents with metadata to ensure consistent processing and archiving.
Which input formats are supported?
Docuflair Normalize supports all common document formats: PDF, PDF/A, TIFF, JPEG, PNG, BMP, Office documents (Word, Excel, PowerPoint), emails and many more. The software also processes already digitised and scanned documents.
How does format conversion work?
The software analyses the input document, applies automatic optimisations (image enhancement, text extraction via OCR) and converts it to the desired target format. The conversion preserves all important properties such as text content, formatting and metadata.
What are invisible watermarks and what are they used for?
Invisible watermarks are markings that cannot be seen by the human eye but you can embed in documents. They enable unique identification and tracking of documents without affecting appearance - ideal for confidential documents and compliance requirements.
How are digital signatures verified?
Docuflair Normalize validates existing digital signatures for validity and integrity. During conversion, you can retain, update or create new signatures. The system documents validation results and can output them in audit logs.
Can Docuflair Normalize be integrated into existing systems?
Yes, the solution integrates seamlessly into existing workflows and systems. The system automatically processes documents via hot folders, web service APIs and direct connection to DMS/ECM systems. Configuration is managed centrally via Docuflair Manager.
Complementary Products
Discover additional solutions that pair perfectly with Docuflair Normalize
Docuflair Scan
Digitize documents in high quality – for an optimal basis for normalization.
Learn moreDocuflair Archive
Archive normalized documents in a unified PDF/A format for revision-proof storage.
Learn moreDocuflair Flow
Automatically classify normalized documents and route them to the right destination.
Learn moreDocuflair Translate
Translate normalized documents into other languages while preserving layout.
Learn moreCompliance across international markets
Docuflair supports the legal requirements of the European Union, the United Kingdom and the United States – with configurable rule sets for further jurisdictions.
European Union & EEA
PDF/A (ISO 19005) is the format that keeps a document legible for the length of a retention period — Docuflair produces levels 1b, 2b and 3b and detects PDF/A, PDF/X and PDF/UA on the way in.
United Kingdom
BS 10008-1:2020 on the evidential weight of electronically stored information: a stable archival format is the precondition for it, not an optional extra.
United States
IRS Rev. Proc. 97-22 for electronically stored records — supported through conversion into an archival format that stays readable without the original application.
Other jurisdictions
Configurable retention profiles, jurisdiction-specific rule sets and your choice of data residency – on-premises or dedicated private cloud. OCR covers 99 languages.
Runs on Windows and Linux
Docuflair is cross-platform. The server applications run on Windows Server just as they run on Linux — with an identical feature set, an identical administration interface and an identical data model. Choosing the server platform is therefore a question of your IT strategy, not of the product.
- Windows
- Linux
- macOS
- Android
- Browser
Free choice of server platform
Windows Server 2019, 2022 and 2025, or Linux — tested on Debian 12 and Ubuntu 22.04 LTS and newer. Further distributions on request. Switching platform later is possible without losing configuration or document repository.
No IIS, no Apache
The web server is part of the application (.NET 10). There is no additional server role to install, harden and patch — which shortens deployment and reduces the attack surface.
Workstations of every kind
The client applications run on Windows, Linux and macOS, the mobile app on iOS and Android. Administration and self-service run in the browser — with no local installation at all.
Virtualised or containerised
Operation on Hyper-V, VMware, Proxmox VE and Citrix, as well as in Docker or Podman containers and in LXC. On Linux each instance runs as its own systemd service.
See Docuflair Normalize in Action
See in 15 minutes how incoming documents are automatically converted to your standard format.