Scan PDF Item Attachments for Accessibility Compliance

Customers with the CommonLook Clarity integration enabled can scan new and previously uploaded PDF item attachments for accessibility compliance. This article will show you how to upload and scan new PDF item attachments, scan existing PDF item attachments, and review PDF validation scan results.

Important Notes

• You must have the CommonLook Clarity integration enabled to use this functionality. Please contact your Customer Success Manager if you are interested in adding this integration to your site.

• The following files will not be scanned by the CommonLook Clarity PDF validation tool:

  • Confidential files

  • Any files in formats other than PDF (such as Word documents, Excel spreadsheets, or similar)

  • Untagged PDFs that cannot be read by screen readers

  • Files hosted in and shared from OneDrive or Google Drive

• This integration will alert you to a PDF's compliance and generate a report of what needs to be fixed. It does not automatically make the document compliant. You remain responsible for document remediation.

Upload and Scan New PDF Item Attachments

1. Sign in to your site if you have not already

2. Upload the desired agenda item attachments

   Notes:

   • It is important to ensure that you are using the Upload function and that any item attachments you intend to scan are tagged PDFs. PDFs should also be marked "Non-Confidential." Failure to meet these conditions will prevent a scan from taking place or result in a failed scan.

   • Once you click the Add Attachment button, the system will automatically attempt to run the PDF validation scan.

     

3. On the Item Files page, an In Process icon (two green circular arrows) will appear in the PDF Validation column to the right of the attachments' names when a scan is in progress

   Note:

   Processing tends to be fairly quick, but timing will depend on the size of the file.

4. Once a PDF validation scan is complete, icons in the PDF Validation column will automatically update to reflect the outcome of the scan

   

5. Click or hover over an icon in the PDF Validation column to review your PDF validation scan results, as applicable

   Note:

   If the processing of your PDF does not update the outcome of the scan, try refreshing your browser.

Scan Existing PDF Item Attachments

1. Sign in to your site if you have not already

2. Navigate to the Meetings module

3. Select the desired agenda

   

4. Select the item that has the previously scanned PDF attachment

   

5. Navigate to the View menu and select the Item Files option from the dropdown list

   

6. Scroll to the Attachments section

   

7. PDF attachments eligible for scanning will have a Scan Now button to the right of their names; click this button to start a scan

   

   Note:

    Attachments that are ineligible for scanning, including all non-PDF documents, will have an alternative icon where the Scan Now button would be. For information about each PDF validation icon, see the PDF Validation Icons section below.

8. An In Process icon (two green circular arrows) will appear in the PDF Validation column to the right of attachment names when a scan is in progress.

   

   Note:

   Processing tends to be fairly quick, but timing will depend on the size of the file.

9. Once a PDF validation scan is complete, icons in the PDF Validation column will automatically update to reflect the outcome of the scan

   

   Note:

   If the processing of your PDF does not update the outcome of the scan, try refreshing your browser.

10. Click or hover over the icons in the PDF Validation column to review your PDF validation scan results, as applicable

Review PDF Validation Scan Results

Note:

Skip to step 7 if you have just completed the Upload and Scan New PDF Item Attachments or Scan Existing PDF Item Attachments instructions above, and are still on the Item Files page.

1. Sign in to your site if you have not already

2. Navigate to the Meetings module

   

3. Select the desired agenda

   

4. Select the desired item

   

5. Navigate to the View menu and select the Item Files option from the dropdown list

   

6. On the Item Files page, scroll to the Attachments section

   

7. View the PDF Validation column for the desired attachments and take action as desired

   1. Successful Scans: Successful PDF validation scans will result in a checkmark or warning symbol (triangle and exclamation mark icon) appearing in the PDF Validation column. When either of these symbols is present, a CommonLook Clarity File Compliance Report has been prepared for the item attachment.

      1. Click the icon to view the report.

      2. Once the File Compliance Report window opens, scroll through the document to review areas in which the attachment meets or fails compliance checks against  2.2 (AA) standards.

         Note:

         You can click the Export PDF button in the lower-right corner of the PDF Validation Report window to download a copy of the report to your computer.

      3. Use the report as a guide to address any accessibility concerns within your document outside Agenda and Meeting Management Select.

      4. Once the document has been remediated, you can use the Edit function on the Item Files page to replace the old PDF and re-run the scan.

   2. Unsuccessful Validation Scans: A red X icon to the right of an attachment name indicates that the system attempted to scan the PDF but failed to do so

      1. Click the icon to view details about why the scan was unsuccessful.

         Note:

         Validation scan failures typically occur when a PDF that has been uploaded has not yet been tagged. Tagged PDFs include structural information to assist screen readers and other assistive technologies. Untagged PDFs cannot be read by screen readers and are therefore not accessible. You can learn more about Tagged PDFs and how to resolve this issue in our Tagged PDFs article.

   3. Prevented PDF Validation Scans: PDF validation scanning is automatically blocked for documents that do not meet basic system requirements. The letters N/A in the PDF Validation column indicate that a scan is not possible due to the file's format or origin. If the system detects any file type other than PDF (such as Microsoft Word or Excel documents), or determines that the files are shared from OneDrive or Google Drive, a scan will not be attempted. A lock icon to the right of attachment names indicates that the system has detected that the file has been marked "Confidential." Confidential attachments will not be scanned.

      

PDF Validation Icons

Several different icons can appear in the PDF Validation column on the Item Files page. Use the table below to learn more about each icon and when they might be displayed.

Need Help?

The Agenda and Meeting Management Select Support team is happy to assist with technical questions related to our integrated CommonLook PDF Validation tool. For instructions on how to reach out to Support, view our Contact CivicPlus Support article.

For help with Allyant’s PDF Remediation Services, contact Allyant Customer Support.

Resources

• CivicPlus® Partners with Allyant® to Empower Local Governments with PDF Accessibility Remediation

• CommonLook Clarity Accessibility Integration

• Add Attachments to Agenda Items