How To Use The Foxit Action Wizard To Make A PDF Accessible

Today’s post shows how to use the “Make Accessible” Foxit action wizard. This is a powerful tool that simplifies the process of making PDFs accessible and compliant with PDF/UA and WCAG standards.

Video Guide

Accessing the Foxit Action Wizard

To begin making a PDF accessible, follow these steps:

• Launch Foxit PDF Editor.
• Click the “File” button in the top left corner of the interface.
• From the dropdown menu, select “Action Wizard.”
• In the Action Wizard menu, choose the “Make Accessible” option.

The “Make Accessible” action wizard guides you step-by-step to make your PDF accessible.

Configuring Metadata

You must configure metadata correctly to make your document accessible. Metadata includes essential information such as the title, author, and subject, which helps screen readers and other assistive technologies identify and describe the document. Here’s how you can configure it:

1. Access the Metadata Dialog Box:
   • After selecting “Make Accessible,” a toolbar appears on the right side of the screen.
   • The first step is to set up your document’s metadata.
   • A dialog box appears where you can edit the metadata fields.
2. Update Metadata:
   • Title: Enter a descriptive title for your document, like “Sample Agenda.”
   • Subject: Specify the document’s subject, such as “Agenda.”
   • Author: Include the author’s name, e.g., “Shawn Jordison.”
   • Keywords: Add relevant keywords, like “agenda” and “accessibility.”
   • After entering the necessary information, click “OK” to proceed.

Setting the Reading Language

Setting the correct reading language is crucial for screen readers to accurately interpret and pronounce the text in your document. Here’s how you set it:

• After configuring the metadata, the wizard prompts you to set the reading language.
• Select the appropriate language for your document, such as “English.”
• Confirm your selection by clicking “OK.”

Handling Alternate Text for Images

If your PDF contains images, you need to add alternate text (alt text) for each one. Alt text provides descriptions of images, allowing screen readers to convey the content to users who cannot see the images. Here’s how to handle alt text:

1. Detect Images in the Document:
   • The wizard scans your document for images.
   • If no images are found, the process skips this step.
   • If images are detected, a dialog box prompts you to enter alt text for each image.
2. Add Alt Text:
   • For each image, type a brief, descriptive explanation of what the image represents.
   • After entering the alt text, click “OK” to move on to the next image or step.

Saving the Accessible PDF

Once you’ve configured all the necessary settings, save your document to finalize the accessibility adjustments and prepare it for validation. Here’s how:

• The wizard prompts you to save the file after making all adjustments.
• Choose a location on your computer where you want to save the document.
• Click “Save” to finalize and store your changes.

Troubleshooting Role Mapping Issues

You might encounter role mapping issues, which occur when the tags in the document do not match the expected structure. These issues can prevent your document from passing accessibility checks. Here’s how to troubleshoot them:

1. Identify Role Mapping Issues:
   • After saving the file, use the PAC (PDF Accessibility Checker) tool to validate the document.
   • If the PAC tool identifies issues, such as incorrect role mappings, you need to address them.
   • One common issue is the presence of unnecessary or incorrectly mapped tags.
2. Edit Role Mapping:
   • Open the “Tags” panel in Foxit PDF Editor.
   • Identify the problematic tag, such as an “RT” role incorrectly mapped to a “span.”
   • Right-click the tag and select “Edit Role Mapping.”
   • Correct the role or delete the incorrect mapping.
   • Confirm your changes by clicking “OK.”
3. Re-save the Document:
   • After making the necessary adjustments, save the document again to apply the changes.

Validating the PDF with the PAC Tool

After saving your accessible PDF, validate it to ensure it meets accessibility standards. The PAC tool helps you do this efficiently. Here’s how:

1. Launch the PAC Tool:
   • Open the PAC tool on your computer.
   • Drag and drop your saved PDF file into the PAC tool.
2. Run the Validation:
   • The PAC tool automatically runs checks against PDF/UA and WCAG standards.
   • If the document passes, it will be marked as compliant.
   • If there are remaining issues, the tool provides feedback on what you need to correct.

Reviewing the Tag Structure

After the PAC tool confirms compliance, manually review the tag structure of your document to ensure everything is in order. Here’s what to do:

1. Open the Tags Panel:
   • In Foxit PDF Editor, open the “Tags” panel to view the document’s structure.
2. Check Headers and Lists:
   • Ensure that headers (H1, H2, H3, etc.) are correctly tagged.
   • Check that lists are properly nested and tagged as well.
   • If you find discrepancies, edit the tags to correct them.

Final Validation and Review

After reviewing the tag structure and resolving any issues, perform a final validation using the PAC tool. If everything checks out, your document is now accessible and ready for distribution.

Conclusion

Creating an accessible PDF ensures that all users, including those with disabilities, can access and understand your content. Using the “Make Accessible” Foxit action wizard allows you to efficiently configure metadata, set the reading language, add alt text for images, and validate the document against accessibility standards. Following these steps will help you produce a PDF that complies with PDF/UA and WCAG standards, making your content accessible to a wider audience.

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!