How to edit a transcript in DocAccess using Workbench

Today’s blog post explores how to edit a PDF in DocAccess using the Workbench tool. DocAccess by CivicPlus makes PDFs on a website instantly accessible by providing a transcript view, which presents the PDF content as accessible HTML.

Our video example uses a complex PDF with green text, several tables, small type, and dense content. Because the original PDF is particularly complex, DocAccess flags areas that may be difficult to understand. Workbench gives you the tools to refine the transcript and correct accessibility issues.

Video Guide

Review the Transcript in Workbench

Workbench gives you access to document metadata, transcript editing tools, and a built-in WCAG scanner. The transcript is the accessible version DocAccess creates from the original inaccessible PDF, and this is where you review and correct the content.

In the example, some green text fails accessibility requirements. We used the remediation option to correct the issue. DocAccess darkened the green heading text to pass color contrast requirements.

Compare the Transcript with the Original PDF

Because DocAccess is working from an inaccessible source file, compare the transcript with the original PDF to make sure the content came through correctly. This is especially important when OCR is involved.

All transcript details need to match the original PDF. For example, if someone uses the DocAccess transcript view to register for a program, the contact info, schedule information, and other details must be accurate.

In our case, DocAccess correctly captures the information from the source PDF, including the content inside the tables.

Make Changes with the Workbench Editor

Workbench lets you edit the transcript easily by describing what you want to change in the chat. Select a problem area, type an instruction, and apply the update without manually editing the underlying PDF structure.

Use this approach to fix individual issues or make broader changes across the page. For example, select text with poor contrast and ask DocAccess to change the font color to one that passes accessibility requirements. If the same low-contrast green appears throughout the page, you can ask Workbench to update all of it at once.

Workbench can also correct heading structure. In our video example, “Specialty Classes” was changed from heading level 4 to heading level 3 to fit the surrounding content. You can also select a larger section and ask DocAccess to reevaluate the heading hierarchy, correct skipped levels, or assign appropriate heading levels.

These chat-based edits make it easy to address accessibility issues throughout the transcript while maintaining the document’s structure.

Run the Accessibility Scan

After you make your edits, run the accessibility scan before marking the document as complete. The scanner helps identify issues that may still need attention in the transcript.

Review items such as image alt text, heading structure, list items, table content, etc. Keep comparing important details with the original PDF so the accessible version stays accurate.

The scan helps identify technical issues, while your review confirms that the transcript represents the source document correctly.

Review and Certify the Document

Workbench keeps a revision history so you can see the changes made during remediation. Once you confirm that the transcript is accurate and the accessibility issues have been addressed, mark the document ‘Certified’ and save it.

A practical workflow:

Review DocAccess complexity warnings.
Inspect the transcript view of the PDF, noting accessibility issues.
Correct accessibility issues in the chat.
Compare OCR results with the original PDF.
Run the accessibility scan.
Review the revision history.
Certify and save the document.

Make Complex PDFs Usable with DocAccess

DocAccess provides the accessible transcript view automatically, while Workbench gives you an easy way to refine that transcript when a PDF is too complex for automatic processing alone. By using Workbench to correct structure, content, contrast, and other accessibility issues, you can make sure even complicated PDFs deliver a clear and accurate experience through the DocAccess transcript view.

Let me be your champion for inclusion. I offer tailored solutions (and self-paced courses!) to ensure your documents meet and exceed compliance expectations. For more detailed insights, tutorials, and in-depth discussions on accessibility and related topics, don’t forget to check out my YouTube channel: The Accessibility Guy on YouTube. Subscribe for regular updates!