Finalize the Document: Check, Set Reading Order, and Export

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Introduction

Do not begin this process without final approval on your document.

Graphic Designers should follow the steps described in this course and use all available tools in InDesign to make the content as accessible as possible.  There are no automated checkers for InDesign– The Graphic Designer is the checker.

If the InDesign document is not built correctly, the resulting PDF will be riddled with errors that have to be manually remediated in Acrobat PDF. Remediation involves painstakingly taking the PDF apart to correct mistakes made in InDesign. Those corrections are only “good” for the life of that version of the PDF.  If the PDF is overwritten, those corrections cannot be recovered and must be completely redone. 

This is the reason it is in a Graphic Designer’s best interest to make an accessible source file in InDesign.  The process described in this course results in a correctly built, accessible InDesign source file that only needs a few minor adjustments in Acrobat.

Some adjustments are required in Acrobat because InDesign lacks that function. It is important to “upvote” new feature requests in Adobe forums for this reason– the more users ask for product enhancements, the more likely Adobe is to include those in a new InDesign release.

Check the Text

  1. Run the Check Document for Accessibility script to verify all text has a Paragraph Style. (Note that it is not fail-proof. It tests to ensure all text has a Paragraph Style, but it occasionally seems to remove PDF export tags from Paragraph Styles, and they must be re-added. It cannot test for whether the heading structure is logical. )
  2. Review all Paragraph Styles to ensure each is mapped to a PDF export tag and that all headings are used in the correct order. Verify all Paragraph Styles are mapped to export tags by choosing the “More” menu in Paragraph Styles and selecting “Edit all Export Tags.”
  3. Ensure all Hyperlinks are uniquely named and execute when clicked.
  4. Ensure “Shared Destination” is unchecked on all Hyperlinks.
  5. Ensure all Hyperlinks have alternative descriptions (alt-tags).
  6. Run spell check and/or have a writer/editor proofread the document.
  7. Check the table of contents to ensure it functions properly and page numbers are correct.
  8. If you used text variables, check to ensure they display the desired text.
  9. Go to Type > Show Hidden Characters and delete any extra spaces at the end of sentences. Verify that you have avoided both returns and used a “No Break” character style.
  10. Export a test PDF to check all interactive features of your document (links, buttons, form fields, video, et cetera) and ensure they work.

Check the Visuals

  1. Ungroup all grouped objects. (Grouped objects result in nested alt-tag errors that can only be manually remediated in Acrobat PDF.)
  2. Add alt-text to all visuals that convey meaning and artifact decorative visuals if you have not already done so.
  3. Run the Check Document for Accessibility script to make sure you addressed all visuals. (Note that it is not fail-proof. It verifies that all images have either been alt-tagged or artifacted. It cannot cannot test for whether the images have been treated appropriately, i.e. an image that should have an alt-tag is artifacted or that an image with an alt-tag has a meaningful alt-tag. Ignore the alert that visuals on Parent Pages need alt-tags – they do not.)
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Video: Checking the Document

Set the Reading Order: Thread Text or Use the Articles Panel

There are two ways to make an accessible PDF from InDesign: threading text frames or using the articles panel. Both methods establish a logical reading order for the document so the text is read in the correct order.

Thread Text

Thread all text frames in a logical reading order (i.e. the order in which someone would read the document.) This establishes the order in which the screen reader will read the document to a user.

Why?

InDesign makes a Section tag for all text frames.  It is often easier for Graphic Designers to work within a single Section tag to make the necessary adjustments required in Acrobat after export.

How?

Insert Frame Breaks

  1. Under Type, choose Show Hidden Characters.
  2. Insert a Frame Break at the end of each text box first under Type > Insert Break Character > Frame Break.
    • The keyboard command to create a Frame Break on a regular laptop keyboard is SHIFT + FN + regular enter button.
    • The keyboard command to create a Frame Break on a keyboard with a ten-key is SHIFT + Enter on the ten key pad.
  3. Ensure there are no extra spaces or other weird characters before the Frame Break. If there are, back them out.
  4. The Frame Break Character is represented by two double down arrows.

Do NOT thread text before adding Frame Breaks (or your text will get completely messed up.)

Thread Text

  1. Under View, choose Extras > Show Text Threads.
  2. Click the out port (largest white square) of the first text frame and hover over the upper right corner of the next text frame until you see a broken link icon. 
  3. Click on the next text frame to thread it. You should see a line directing you to the next frame.  That line is the text thread. 
  4. Repeat with all other frames in a logical order.
  5. Use the Undo button to correct minor mistakes and the Break Text Threads Script for big ones

Anchor Visuals to Text

Anchor visuals to text that relates to the visual when using the Thread Text method.

Why?

Anchored visuals will appear in the correct order in the Tags tree, ensuring they are read in context with the text that belongs with them.

Note that a <figure> tags inside a <p> tag will have to be manually remediated in the Tags tree, but it is only a two-click fix.

How?

  1. Click the blue port (square) on the object and drag your cursor over to the end of the line of text you want to anchor to. 
  2. A dashed blue line will appear and that is the anchor thread.
  3. If you make a mistake, right click on the anchored object and choose Anchored Object > Release.
  4. If there is no “release” option, choose “Anchored Object Options” and change the dialog to “Custom.” Then the “release” option will appear.
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Video: Thread Text Method

Use the Articles Panel

Drag all text and elements into the Articles Panel in the order in a logical reading order (i.e. the order in which someone would read the document.) This establishes the order in which the screen reader will read the document to a user.

Why?

InDesign will create an Article tag for each article in your document. The Article tag is not voiced, but there may be multiple Article tags the Graphic Designer must inspect to make the necessary adjustments required in Acrobat after export. This method may be preferred over the Thread Text Method – especially for complex documents.

How?

  1. Go to Window > Articles to turn on the Articles Panel.
  2. Drag all text and elements into the Articles Panel in the order in which they are meant to be read.
  3. Click the “more” menu in the Articles Panel and choose ” Use for Tagging Order in Tagged PDF.” (If this is not checked, the reading order will not export correctly and the PDF will be read out of order.)
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Video: Articles Panel Method

Check the Layers Panel


Why? 

Some access technologies follow the Order panel and not the Tags tree in Acrobat.  You must properly order items in the Layer panel in InDesign to ensure the document is read properly on different access technologies.

How?

  1. Ensure all items that need to be tagged are on a single layer.  (Items that are artifacted can be on another layer.)
  2. Delete all unused layers.
  3. Drag items up and down in the Layers panel to ensure the item on the bottom is the one that should be read first. 
  4. Ignore artifacted elements present in the Layers panel.
  5. It is fine to have a background layer for background elements that do not convey meaning (such as a rectangle with color fill behind text). Ensure those elements are artifacted, and you can ignore that layer. Make it easier by moving those background items to a parent page where they are automatically artifacted.

Export to Interactive PDF

Make sure you did everything described here before exporting to Interactive PDF.

  1. Choose File > Export > Adobe Interactive PDF.
  2. Under General, check Create Tagged PDF and Use Structure for Tab Order. 
  3. Under Advanced, choose Display Title > Document Title and set the Language.
  4. Under Compression, choose your preferred quality setting – JPEG lossy, maximum and 300 dpi are recommended.
  5. Export and open in Acrobat.

NOTE:  If you worked in CMYK, you will get the Transparency Blend Space warning upon export.  Switch to RGB under Edit > Transparency Blend Space > Document RGB to avoid color changes.

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Video: Export to Interactive PDF

Course Sections

Course Overview

  1. Understand Inclusive and Accessible Content
  2. Configure Your Workspaces
  3. Plan the Layout
  4. Work with Text
  5. Work with Visuals
  6. Create Drafts
  7. Learn Special Considerations for Publications
  8. Finalize the Document: Check, Set Reading Order, and Export
  9. Perform Post-Process in Acrobat
  10. Test the Document
  11. Make Additional Changes
  12. Explore Bonus Features
  13. Engage with More Resources

Checklist for Accessible InDesign Documents