Note: Effective in Fall 2016, all new and updated PDF documents posted to dese.mo.gov need to be checked for accessibility by one of the Office Web Publishers.
The first step you will need to do after Web Publisher training complete:
- Open Acrobat DC
- There are two action wizards you will be copying into your copy of Acrobat DC in order to automate accessibility checking of pdf and pdf form files
- Tools - Action Wizard - Manage Actions (button towards top)
- Import button
- Navigate to:
I:\training\accessibility-training\Copy for Web Publishers
and import Make Form Accessible.sequ and Make PDF Accessible.sequ. These will now be added to your Wizard menu. These wizards options are referenced in the
The following steps are specific to checking pdf forms only:
Once your form fields are added, you need to add tagging to the form fields for accessibility, then run through the Make Accessible steps
What are the steps?
- Tools – Accessibility
- Click Autotag Form Fields
- Click Autotag Document – it will tell you it’s already been done, but do it again. This step will make sure the tagged form fields from the previous stepped are incorporated into the tag structure of the document
- Action Wizard – Make Form Accessible (steps you through a series of tasks to test accessibility)
- A report then displays on the left side. the bolded headings indicate there are errors if you expand. Expand and it will list errors to fix.
Note: if you fix any accessibility errors as you review the report, you can click the little menu icon below the "Accessibility Checker" icon and select "Check Again" - this will rerun the report and clear any errors you fixed.
- Please see "Areas that need to pass the accessibility check" below for guidance on what to strive for when checking a pdf document.
Do the following steps for all other non-form pdf documents:
- Action Wizard – Make PDF Accessible (steps you through a series of tasks to test accessibility)
- Select Start and it will run you through a series of steps, including these
- Check Document Description
- Set Reading Language
- Autogtag Document (this should be done if converted to PDF correctly)
- Set Alt Text
- Run Accessibility Full Check
- Note that if you need to share the report with someone, it saves the report here: c:\Users\(username)\documents
- Leave defaults – Start Checking
- Information shows on the left
- Note: if you fix any accessibility errors as you review the report, you can click the little menu icon below the "Accessibility Checker" icon and select "Check Again" - this will rerun the report and clear any errors you fixed.
Please see "Areas that need to pass the accessibility check" below for guidance on what to strive for when checking a pdf document.
Discovering a PDF document that is a scanned image
This type of document will obviously need to be converted to text. See the edit scanned documents video tutorial or use the Tools - Action Wizard - Enhance Scans feature.
Areas that need to pass the accessibility check
The following is a screenshot of what an Adobe Acrobat DC accessibility check. Included here is outlined what areas should pass the accessibility check with a passing checkmark. You will note areas that, for now, we will not worry about. We are going to use a phased approach in remediating errors in pdf files. Further training needs to be done to cover all the types of error that one may come across.
For now, check that the following areas pass with a checkmark:
- All the items under Document (logical reading order and color contrast will always flag for a manual check)
- Page Content: Tagged content (the others below tagged content, don't worry about those, they usualy pass, if they don't, don't worry about it.)
- Forms: Tagged form fields and field descriptions (most times if you do encounter errors here when you know your content has fields descriptions, it might be regarding unnecessary fields that were added when you used the automate form fields feature)
- Alternate Text: Figures alternate Text
Tips in reading accessibility error messages:
- Table errors - if you receive table errors on a table that is simply being used as layout (like a form), drill down under tables and right click "Show in Tags Panel" - right-click table tag and click "delete tag"(understand that this deleting the tag, not any data displaying on the form) Repeat this step if there are multiple tags
- Figures alternative Text error - highlight the figure and choose Fix - apply alternative text
- Tagged annotation error - link - if you have a link that is stating it is not tagged, do the following: Go to the tags panel (last icon on lower left) - select the menu icon and choose find unmarked links - find - as it finds them
For now, make sure that Document, Page Content and Alternate Text sections show all green check marks (minus the two manual check items under Document). We will need to conduct a more advanced PDF Accessibility class to better understand editing tag structure.