This article describes how to use HeSoft Doc Batch Tool , convert multiple ordinary PDF into PDF/UA-1 format in batches, which is suitable for scenes such as government and enterprise filing, educational material release, barrier-free reading and transformation of public service documents, etc. The article will explain the operation process completely from entering PDF tools, adding multiple PDF files, selecting PDF/UA-1 versions, setting the save location and starting processing, and reminding users to pay attention to the influence of source file structure, labels and reading order on PDF/UA compliance.
In the scenes of government affairs disclosure, enterprise system release, educational material distribution, public service document filing, etc., PDF should not only be able to open and read, but also meet the barrier-free reading requirements as much as possible to facilitate auxiliary tools such as screen readers to identify document contents. If you manually process PDF files one by one, the workload is large, easy to miss, and not conducive to unified standards. This article will introduce how to use office software HeSoft Doc Batch Tool , through the "PDF to other versions of PDF" function, batch convert PDF PDF/UA-1 format, reduce duplication of operations, improve file standardization processing efficiency.
Applicable scenarios: Which situations require batch conversion of PDF/UA
PDF/UA it is one of the PDF standards for accessibility and is commonly used in document publishing and archiving processes that need to improve document accessibility. The batch conversion function is especially suitable for users who have a large number of PDF files that need to be processed uniformly.
- government affairs and public service documents: convert PDFs such as announcements, guides, application forms, documentation, and more into a more accessible version.
- enterprise system and training materials: batch processing of employee handbooks, system documents, training PDF, unified output to PDF/UA-1 format.
- Education and Learning Materials: standardize PDF conversion of course handouts, learning manuals, reading materials, etc. for subsequent distribution.
- Filing and Compliance: when there are different PDF versions in the document library, you can reduce the repeated labor of saving one by one through batch conversion.
As you can see from the screenshot, HeSoft Doc Batch Tool It is a software for batch processing of office documents. The left side provides Word tools, Excel tools, PowerPoint tools, PDF tools, picture tools and other classifications. This operation uses PDF Tools version conversion capability in.
Effect Preview: What Changes Before and After Processing
before treatment: in the file list are a plurality of common PDF files, such as human-exploration.pdf, learning-tips.pdf, etc. They may come from different sources, PDF versions and specifications are not uniform, and need to be opened for inspection or conversion one by one.
After treatment: the software will batch convert the imported multiple PDFs according to the selected version. PDF/UA-1 version of the PDF file. The output file is still in PDF format, but the version target is changed to the relevant PDF/UA-1 standard for accessibility for subsequent publishing, archiving or further testing.
It should be noted that PDF/UA has specification requirements for document labels, structure, reading order, alternative text, etc. Version conversion in the software can help batch output to PDF/UA-1 target versions, but the structural quality of the source PDF still affects the final accessibility experience. For strict compliance scenarios, it is recommended to perform random inspection or professional verification after conversion.
Steps: Batch convert PDF to PDF/UA-1
step 1: Enter the PDF tool and select the version conversion function
open HeSoft Doc Batch Tool After that, click in the function category on the left. PDF Tools. The main interface will display multiple PDF-related batch processing functions, such as adding password protection to PDF, adding watermark to PDF, converting PDF to Word, and converting PDF to JPG pictures.
Locate and tap in the function card "PDF to another PDF". In the screenshot, this function is located in item 12 of the PDF tool list, and the description text is "batch convert PDF files to other versions of PDF".
Operation purpose: enter the PDF version conversion process to prepare for the subsequent selection of PDF/UA-1 standards.
Expected results: the software enters the "PDF to other versions of PDF" processing page and displays a step-by-step process: select the records to be processed, set processing options, set the save location, and start processing.
Step 2: Add PDF files that need to be converted
after entering the processing page, first stay in step 1. "Select records to process". The top right of the page can be seen "Add File", "Import files from a folder", "Empty", "More" wait for the button.
- If you only need to select a few PDFs, click add File.
- If the PDFs are stored in the same folder, click import files from a folder, import multiple files at once.
- If you have an import error, you can use empty re-select.
After the file is imported, the list displays information such as the serial number, name, path, extension, creation time, and modification time. In the screenshot example, 4 PDF files have been imported, and the number of records shown at the bottom is 4.
Operation purpose: add files that need to be converted to PDF/UA to the batch queue.
Expected results: all pending PDFs are displayed in the list with the extension pdf. After confirming that it is correct, click at the bottom of the page. Next step.
Step 3: Select PDF/UA-1 in Processing Options
go to Step 2 "Set Processing Options" after that, the page will list multiple convertible PDF versions, including PDF/A, PDF/X, PDF 1.0 to PDF 2.0, etc. In the right option you can see PDF/UA-1.
Check PDF/UA-1 as the target version of this batch conversion. The red arrow in the screenshot points to the PDF/UA-1 option.
Operation purpose: specify the target PDF standard as PDF/UA-1 and let the software batch convert according to that version.
Expected results: the PDF/UA-1 Single option is selected. After confirming that the selection is correct, click next step go to save location settings.
Step 4: Set the save location and start processing
according to the interface process, step 3 is "Set Save Location" step 4 is "Start processing". After selecting PDF/UA-1, continue to click next step, follow the page prompts to set the location where the converted file is saved.
After the save location is confirmed, proceed to the start processing step and execute the task. The software will batch convert the PDF files in the list to prevent users from opening, saving or repeatedly selecting versions one by one.
Operation purpose: determine the location of the output file and start the batch conversion task.
Expected results: the software batch generates PDF files with a target version of PDF/UA-1, which is suitable for subsequent archiving, distribution or barrier-free reading detection.
Frequently Asked Questions and Precautions
1. What is the difference between PDF/UA-1 and normal PDF?
Ordinary PDF mainly focuses on layout display, while PDF/UA emphasizes accessibility, such as document structure, semantic labels, reading order, etc. Converting documents to PDF/UA-1 helps bring them closer to accessibility standards.
2. After batch conversion, must it be fully compliant with PDF/UA?
It is not recommended to simply understand "after conversion must be fully compliant". PDF/UA compliance is not only related to the version, but also to whether the source file contains the correct label, title structure, image alternative text, reading order, etc. For official release or compliance review scenarios, it is recommended to use professional tools for verification after conversion.
3. What should I pay attention to before importing files?
It is recommended to confirm that the PDF file can be opened normally and is not a damaged file. If the file is protected by restrictions or encryption, it may affect the conversion process. You can organize the folder first, and then use "import files from folder" to improve the efficiency of batch import.
How many PDFs can be processed at one time?
It can be seen from the interface that this function supports adding multiple PDF files at a time and processing them in a unified list. The actual processing quantity is recommended to be reasonably arranged according to the file size, computer performance and task complexity. When there are many files, they can be processed in batches to facilitate the inspection of the results.
5. Do the converted files still need to be checked?
Recommended inspection. Especially for scenes with high barrier-free requirements such as government affairs publicity, public services, and educational materials release, after the conversion is completed, check whether the documents can be opened normally, and further verify the document structure and reading order.
Summary: Reduce the duplication of PDF/UA conversion with batch processing
by HeSoft Doc Batch Tool of "PDF to another PDF" function, you can convert multiple PDF files into a unified PDF/UA-1 the target version. The whole process is clear: enter the PDF tool, select the version conversion function, add PDF files, check PDF/UA-1, set the save location and start processing.
For office scenarios that require centralized processing of a large number of PDF documents, this batch conversion method can significantly reduce the time cost of repeated clicks and save one by one, and it is also easier to keep the file version standards consistent. It is recommended that you sort out the PDF files to be converted before processing, and then make necessary checks after conversion, so as to complete the barrier-free PDF document sorting work more efficiently.