Merge Scanned PDFs and Transcription Files into a Searchable PDF Using Zapier

Step 1: Set Up the Trigger

Create a new Zap and select the application that will provide the source documents.

For example, use Google Sheets – New Spreadsheet Row with separate columns containing the scanned PDF and transcription-file URLs. You can also use another trigger that provides both files.

Connect the application and test the trigger. Confirm that Zapier retrieves both source documents.

Step 2: Add the Merge PDF Action

Add an action and select PDF.co.

Choose Merge PDF as the action event. Connect your PDF.co account when prompted and authorize Zapier to access it.

Configure the action:

• Source Files URLs: Map the scanned PDF and transcription file in the order they should appear. Separate multiple URLs with commas.
• Automatically Convert Non-PDF Files: Enable this option when the transcription is a TXT, DOC, DOCX, image, or another supported format.
• Output File Name: Enter a name such as merged-document.pdf.

When using files from Google Drive, select the file value provided by Zapier when available. The source files must be accessible to PDF.co during processing.

For the complete list of settings, see the Merge PDF documentation.

Step 3: Test the Merge

Test the PDF.co action.

Open the temporary output URL and verify that:

• Both documents are present.
• The pages appear in the correct order.
• The transcription file was converted properly.

The merged PDF is now ready for OCR processing.

Step 4: Make the Merged PDF Searchable

Add another PDF.co action and choose Convert Scanned PDF to Searchable PDF.

Configure the action:

• Source PDF URL: Map the output URL from the Merge PDF step.
• OCR Language: Select the primary language used in the scanned pages.
• Output File Name: Enter a name such as searchable-document.pdf.

If the document contains more than one language, select a supported language combination when available.

Test the action. PDF.co will apply OCR to the scanned content and add a searchable text layer to the PDF.

See the Convert Scanned PDF to Searchable PDF documentation for the available settings.

Step 5: Save the Searchable PDF

Add a final action to save or distribute the completed document. For example, upload it to Google Drive, Dropbox, or OneDrive.

Map the output URL from the searchable-PDF step to the destination application’s file field. Test the complete workflow, then publish the Zap.