Convert to PDF/A

The PDF/A tab is used to convert PDF files to PDF/A. It also allows to save the files, print them or send them. The tab has the following sections:

PDF/A Conversion Settings

Profile

Select the PDF/A format you wish to convert the documents too.

PDF/A-1b: Use of PDF 1.4 to create a “minimal compliance” level for PDF/A. PDF/A-1b requirements are meant to ensure that the rendered visual appearance of the file is reproducible over the long-term. It requires exact visual reproduction only.

PDF/A-2b: A new development of PDF/A to address some of the new feature added with versions 1.5, 1.6 and 1.7 of the PDF Reference. PDF/A-2 is backwards compatible, i.e. all valid PDF/A-1 documents should also be compliant with PDF/A-2. However PDF/A-2 compliant files will not necessarily be PDF/A-1 compliant. Based on PDF 1.7 (as defined in ISO 32000-1) which supports a range of improvements in document technology such as JPEG2000 compression, transparency effects and layers, the embedding of OpenType fonts, and provisions for digital signatures in accordance with the PDF Advanced Electronic Signatures standard. PDF/A-2 also allows archiving of sets of PDF/A compliant documents as individual documents in one file.

Note: The PDF/A-2 support for JPEG 2000 is restricted in ways that increase compatibility with PDF/X, e.g., constraining the number of colour channels (to 1, 3, or 4)

PDF/A-3b: adds one feature to PDF/A-2. Permitting the embedding within a PDF/A file (or files) in any other format, not just other PDF/A files (as permitted in PDF/A-2). This has important implications for archival

Note: In a PDF/A-3 file, any embedded files should be considered 'non-archival'. In other words, the embedded file is considered as only of short-term or temporary use. Only the primary PDF content with its visible page display should be considered as 'archived' for the long term.

PDF/A conversion options

Unsupported Annotations - Choose whether to "Delete" any unsupported annotations or to "Fail" (i.e. do not convert the original PDF to PDF/A).

Transparency - Choose whether to "Remove" any transparency in the document or to "Fail" (i.e. do not convert the original PDF to PDF/A).

Embedded Files - Choose whether to "Delete" any embedded file in the document or to "Fail" (i.e. do not convert the original PDF to PDF/A).

If conversion fails

Use this section to set the settings to apply when the conversion of the document to PDF/A fails:

Add annotations to document - Check this box to add annotations when there were specific issues with the document that prevented it from being converted to PDF/A.

Append report to document - Choose this box to add a report at the end of the document with issues that prevented it from being converted to PDF/A.

Output Routing Options

This section determines what happens once the PDF document has successfully been processed. If the processing fails for any reason the document will instead rout the document using the settings set in the Trouble Handling tab.

Print the PDF DocumentPrint the PDF Document

Use this section to print the PDF file as part of processing it. Click on "Edit Details" to set the settings.

Printer

Select the printer you wish to use here. When the job is running and the printer you selected is now not available, then the current system default printer will be selected instead.

Print Range

All: prints all the pages in the document

Page Range: enter a single page, a page range, or multiple pages and ranges, separated by commas.

Page Handling

Auto Rotate: rotate the printout to match the width and length with the paper. The portrait / landscape setting set by the user will be ignored.

Center In Printable Area: center the page in the paper. No effect if the pages in a document are larger than the paper they are being printed on.

Reduce Large Pages to Printer Margins: shrink pages so that they fit in the paper. No effect if the pages in a document are smaller than the paper they are being printed on.

Expand Small Pages to Printer Margins: expand pages to fill the paper they are being printed on. No effect if the pages in a document are larger than the paper they are being printed on.

Options

Number of Copies: the number of copies of the document to be printed

Collate Sheets: keeps pages in order when printing multiple copies. For example, if unchecked, two copies of a three-page document will print in this order: 1,1,2,2,3,3. If checked, the order will be 1,2,3,1,2,3. This option is not available when printing only one copy.

Duplex Processing: the options to print on the front and back of pages

Single (no duplex): prints only one page per sheet
Duplex (long edge): prints two pages per sheet flipping the page on the short edge
Tumble (short edge): prints two page per sheet flipping the page on the long edge

Print to File: Use this option to send the printer output to a file instead of the printer. When the option is checked, an output folder is necessary to know where to save the printer output files.

Output Folder: the full path to a local directory (on the server) to send the file

Note: This directory is local to where the server is running not the PAS Manager and so the file path must follow the format set by the OS of the server.

Specify Paper Source: Use this option to select a specific tray for paper source on the selected printer. When this option is left unchecked, the default tray on the printer will be used.

Change the Output File NameChange the Output File Name

Use this section to change the name of the PDF file before saving. Click on "Edit Details" to set the settings.

Renaming Options

Start with the current file name: You may use a file name based on the existing file name with some simple modifications. You may specify one string of characters to be removed. If that string is found and deleted, then the replace string will be inserted at the same location. You may also specify a prefix to use at the start of each name, and a suffix to place at the end.

If Present Remove: the text you wish to be removed from the file name if present
And Replace With: the text you wish to replace the text removed above with
Add a Prefix: the text you wish to add to the beginning of the file name
Add a Suffix: the text you wish to add to the end of the file name

Replace with new file name: You may replace every incoming file name with a new name. This is useful in some E-Mail situations. If you use this option in other situations, consider appending a counter or time stamp to prevent name conflicts.

File Name to Use: The exact file name you wish to use (excluding extensions such as .pdf, .jpg, etc... as these will automatically be added by the process)

Tracking Options

Append date and time stamp: You can add a date a timestamp to the file name as well. This will be added to the very end of the file name based on the options set above.

_YYMMDD_HHMMSS: appends a 2 digit year, 2 digit month, 2 digit day, hour (in 24 hour format), minutes, & seconds (i.e. Mar 4th, 2016 02:05:39 = "_160304_140539")
_YYMMDD: appends a 2 digit year, 2 digit month, & 2 digit day (i.e. Mar 4th, 2016 02:05:39 = "_160304")
_HHMMSS: appends the hour (in 24 hour format), minutes, & seconds (i.e. Mar 4th, 2016 02:05:39 = "_140539")

Append an incriminating counter: If you have elected to append a counter, then as long as this value is zero (0) the counter will continue to increment as each file name is prepared. If you set this to any positive integer, then the next time a file name is prepared the new value will be used and the counter will increment from there.

Start Value: the starting number of the incremental counter when the task is started
Total Digits (zero pad): the number of digits to use in the counter using zeros as padding. For example: if set to 4 digits and the current count value is 15 it will display as "0015"

Save the Output File to a FolderSave the Output File to a Folder

Use this section to save the file to a folder after setting the permissions. Click on "Edit Details" to set the settings.

Location

Folder Path: the full path to a local directory (on the server) to watch for files.

Note: This directory is local to where the server is running not the PAS Manager and so the file path must follow the format set by the OS of the server.

Save

In one ZIP file: when checked all processed files will be placed into a single .ZIP file in the directory chosen.

Name Collision Logic

When a prepared output file has the same name as an existing file the existing file could be overwritten. You may choose to have a unique name created by appending a numeric or alphabetic counter to the end of the file name. Be careful when using the overwrite option.

Add a Unique Numeric Suffix: appends a unique number to the end of the file that will increment by 1 for each occurrence (i.e. _1, _2, etc...)
Add a Unique Alphabetic Suffix: appends a unique letter to the end of the file for each occurrence (i.e. _A, _B, etc...)
Overwrite the Previous File: Overwrites the existing file in the original storage location that contains the exact same name

FTP the Output FileFTP the Output File

Use this section to send the file to an FTP server after setting the permissions. Click on "Edit Details" to set the settings.

Destination

Server: the host name of the FTP server, such as ftp.example.com

Folder: the directory on the FTP server to watch for files

User: the user name to access the server

Password: the password for the user set above

Save

In one ZIP file: when checked all processed files will be placed into a single .ZIP file in the directory chosen.

Name Collision Logic

Add a Unique Numeric Suffix: appends a unique number to the end of the file that will increment by 1 for each occurrence (i.e. _1, _2, etc...)
Add a Unique Alphabetic Suffix: appends a unique letter to the end of the file for each occurrence (i.e. _A, _B, etc...)
Overwrite the Previous File: Overwrites the existing file in the original storage location that contains the exact same name

E-Mail the Output FileE-Mail the Output File

Use this section to send the file by e-mail after setting the permissions. Click on "Edit Details" to set the settings.

Recipients

Send List: the "To:" field when sending the email. Multiple email addresses can be entered by using a comma and a space (i.e. john@example.com, jane@example.com)

Copy List: the "Cc:" (carbon copy) field when sending the email. Multiple email addresses can be entered by using a comma and a space (i.e. john@example.com, jane@example.com)

Importance: sets the importance of the email being sent. Can be set to Low, Normal, or High

Sensitivity: sets the sensitivity of the email being sent. Can be set to Normal, Personal, Private, or Confidential

Content

Subject: subject line of the email being sent

Message: message to be sent with the email. The message will be sent as plain text in the body of the email.