When you upload PDFs as the source files for your documents, we recommend that you use these guidelines for producing those PDF files.

For Adobe Creative Suite (InDesign, Illustrator, Photoshop)

First, choose Export as PDF or Save as PDF, depending on the application. After choosing a directory to save to, the application will prompt you for PDF settings. We recommend that you use the following settings. Not all options will be available for all applications or versions.

  • General Settings
    • Compatibility: Adobe 8 (PDF 1.7)
    • Optimize for Fast Web View: On
    • Create Acrobat Layers: Off
    • Export Visible Layers Only: On
    • Export Non-Printable Objects: Off
    • Forms and Media: Appearance Only
  • Font, DPI, and Flattening Options
    • Subset Fonts When Percent of Characters Used is Less Than: 0; this ensures that all characters are embedded.
  • Security Settings
    • Do not apply security settings in the PDF.
  • Format
    • Compliant with the PDF/X standard

Note that this article only addresses uploading PDFs generated from Creative Suite; applications, not uploading the original files. Upload other Adobe Creative Suite; file types, e.g. .indd or .psd.

For Existing PDF Files

After generating the PDF, open it in Adobe Acrobat or Adobe Reader; and verify the settings from the File > Properties menu.

  • General tab
    • PDF Version: 1.4 through 1.7 without Adobe Extension Levels; using Extension Levels may result in display issues. See below.
    • Fast Web View: Yes; see below.

If the PDF contains images, we also recommend that you save it in a format compliant with the PDF/X standard. This ensures that images will render properly in Vault.

How to Re-Save with Fast Web View

If you have a PDF that does not use Fast Web View, you can change your preferences and re-save the file to change this setting:

  1. To change the setting: From the Preferences dialog, under Categories, select Documents. Under Save Settings, make sure that Save As Optimizes For Fast Web View is selected, and click OK.
  2. To re-save the file: Select File > Save As. Select the same filename and location. In the confirmation dialog, confirm that you want to override the existing file.

How to Re-Save Without Adobe Extension Level

If you have a PDF using an Adobe Extension Level, you can re-save the file as a base version PDF. This is only necessary if there is a display issue with the file when you upload it to Vault.

  1. Open the file in Adobe Acrobat.
  2. Select File > Save As Other > Reduced Size PDF or Optimized PDF.
  3. In the Make compatible with field, select Acrobat 8.0 and later.
  4. Click OK and save the new file. This action flattens layers, reduces the file size, and ensures that the PDF is viewable in Vault.

Secured PDF Files

Some PDF files include Adobe Acrobat security settings that prevent viewing of the files in Vault inline viewer. Admins can enable handling of these PDF files in the Admin area. If enabled, Vault can display and allow annotation of PDF files with permissions passwords enabled through Adobe Acrobat security settings, and XFA-based PDF files produced with Adobe Experience Manager; or Adobe LiveCycle Designer;.

Vault does not support the viewing of PDF files with document open passwords or certificate security.

Signed Documents

When digitally signing PDF files in Adobe Acrobat, you must select Lock document after signing. If you do not lock the document after signing, you will receive a “Signature validity is unknown” error in Adobe when you upload the document to Vault and download the source file again.

Javascript in PDF Files

PDF files that include Javascript do not always render correctly. If you see this problem, remove the Javascript from your PDF source file and re-upload the file.

About Supported Fonts

When Vault converts a Microsoft Office; document to PDF, it embeds non-standard fonts used in the document into the viewable rendition PDF. However, when a user uploads a PDF source file, Vault does not re-process the file and so it is important that non-standard, unique, and custom fonts are already embedded in the PDF to ensure that Vault can display it. The following fonts are treated as standard by Vault and therefore displayed in the viewer without requiring font embedding.

It is important to note that any PDF that will be distributed outside of Vault (submitted to a health authority, for example) should have all fonts embedded. This setting ensures that recipients can view the text as intended. The details below outline only how a PDF is displayed within Vault and do not indicate how the file may appear to other recipients.

  • Arial-Black (Regular, Italic)
  • Arial MT (Regular, Bold, Italic, Bold Italic)
  • Arial Narrow (Regular, Bold, Italic, Bold Italic)
  • Century Gothic (Regular, Bold, Italic, Bold Italic)
  • Courier New PS MT (Regular, Bold, Italic, Bold Italic)
  • Georgia (Regular, Bold, Italic, Bold Italic)
  • Impact
  • Lucida Console
  • Tahoma (Regular, Bold)
  • Times New Roman PS MT (Regular, Bold, Italic, Bold Italic)
  • Trebuchet MS (Regular, Bold, Italic, Bold Italic)
  • Verdana (Regular, Bold, Italic, Bold Italic)