1 00:00:01,289 --> 00:00:04,008 Accessible PDF forms 2 00:00:04,032 --> 00:00:07,240 An important part of digital accessibility 3 00:00:07,698 --> 00:00:10,184 are accessible PDF forms. 4 00:00:11,329 --> 00:00:16,121 In this video we explain what accessible PDF forms are 5 00:00:16,494 --> 00:00:19,721 how to plan them, create them in Microsoft Word 6 00:00:20,122 --> 00:00:23,436 and finalize them in Adobe Acrobat Pro. 7 00:00:24,524 --> 00:00:28,112 Finally, we will show you how to check their 8 00:00:28,284 --> 00:00:30,307 accessibility and how to adjust it if necessary. 9 00:00:30,638 --> 00:00:34,115 Step 1: What are accessible PDF forms? 10 00:00:34,146 --> 00:00:38,673 As an electronic document, a PDF form can be both read and filled out by a machine 11 00:00:38,891 --> 00:00:43,128 thus enabling the standardized recording of the entries. 12 00:00:43,393 --> 00:00:48,344 Accessible forms also contain structural information, 13 00:00:48,802 --> 00:00:51,711 which enable visually impaired people 14 00:00:51,911 --> 00:00:54,198 to read and fill out the forms 15 00:00:54,198 --> 00:00:56,676 independently with a screen reader. 16 00:00:57,449 --> 00:01:00,719 This includes tags and bookmarks in particular 17 00:01:01,120 --> 00:01:06,571 as well as alternate texts or tooltips for the individual form fields. 18 00:01:07,830 --> 00:01:09,499 A note to begin with: 19 00:01:10,240 --> 00:01:13,060 Accessible PDF forms should only be used 20 00:01:13,153 --> 00:01:16,917 if a form is to be filled out on the computer, 21 00:01:17,854 --> 00:01:21,503 but printed and sent by post afterwards, 22 00:01:22,276 --> 00:01:25,258 for example because a signature is necessary. 23 00:01:26,403 --> 00:01:28,213 If no printout is required, 24 00:01:28,442 --> 00:01:31,701 you should give preference to web-based forms, 25 00:01:31,901 --> 00:01:36,000 as these are less prone to errors and more machine-readable. 26 00:01:36,812 --> 00:01:39,849 Additionally, this allows the data 27 00:01:39,919 --> 00:01:42,382 to be electronically processed immediately. 28 00:01:42,429 --> 00:01:44,496 Step 2: Plan the form 29 00:01:44,521 --> 00:01:46,863 If you are planning a form that will be used 30 00:01:46,888 --> 00:01:49,467 across faculties at the University of Potsdam, 31 00:01:49,492 --> 00:01:52,349 create its structure in Microsoft Word 32 00:01:52,593 --> 00:01:56,342 and contact the Center for Information Technology 33 00:01:56,367 --> 00:01:59,046 and Media Management for everything else. 34 00:01:59,580 --> 00:02:03,894 We'll show you now, how to create such a structure in Word. 35 00:02:04,667 --> 00:02:06,368 However, if it is a form, 36 00:02:06,626 --> 00:02:10,238 that should only be used in your faculty or department, 37 00:02:10,724 --> 00:02:13,163 for example for an upcoming conference, 38 00:02:13,593 --> 00:02:18,522 we will also show you how to create the actual form yourself. 39 00:02:19,523 --> 00:02:23,316 Start by planning the content and structure of the form: 40 00:02:23,860 --> 00:02:27,371 Which data should be recorded and in what form? 41 00:02:28,030 --> 00:02:30,000 Keep to the principle: 42 00:02:30,631 --> 00:02:33,486 As much as necessary and as little as possible. 43 00:02:34,431 --> 00:02:35,650 Also make sure, 44 00:02:35,869 --> 00:02:41,158 that your queries are compliant with data protection according to GDPR. 45 00:02:41,747 --> 00:02:44,789 For example, should your form contain fields, 46 00:02:45,013 --> 00:02:48,185 in which the free input of content is possible? 47 00:02:48,251 --> 00:02:52,409 Or should the data be entered in a specific format? 48 00:02:53,297 --> 00:02:55,817 Should your form contain radio buttons, 49 00:02:56,046 --> 00:02:58,908 so fields where people filling in the form 50 00:02:59,010 --> 00:03:01,752 have to choose one of the options listed? 51 00:03:02,134 --> 00:03:04,535 Or should there be list boxes 52 00:03:04,735 --> 00:03:07,116 where any number of items 53 00:03:07,288 --> 00:03:09,771 can be selected from a given list? 54 00:03:10,573 --> 00:03:13,264 Which of your form fields are optional 55 00:03:13,264 --> 00:03:14,824 and which are mandatory? 56 00:03:15,511 --> 00:03:19,747 And should your form be monolingual or multilingual? 57 00:03:20,129 --> 00:03:22,254 Step 3: Create a form in Microsoft Word 58 00:03:22,279 --> 00:03:26,980 Once you have planned the content of your form, you can now create its structure. 59 00:03:27,115 --> 00:03:29,550 This is possible in different programs, 60 00:03:29,779 --> 00:03:34,975 e.g. Microsoft Excel, Open Office or Adobe InDesign. 61 00:03:35,662 --> 00:03:39,243 In this tutorial we will explain it for Microsoft Word. 62 00:03:40,015 --> 00:03:42,625 Here you create a normal text document, 63 00:03:42,997 --> 00:03:47,623 which is only then converted into a form in Adobe Acrobat. 64 00:03:49,274 --> 00:03:51,607 We have already created a document here. 65 00:03:52,008 --> 00:03:54,306 Let's take a closer look at that now. 66 00:03:54,374 --> 00:03:56,906 The most important thing are these lines. 67 00:03:57,521 --> 00:04:01,128 They serve as placeholders for the form fields later on, 68 00:04:01,312 --> 00:04:03,734 which will be used to enter text. 69 00:04:03,906 --> 00:04:08,633 You create these lines via the menu item "Insert"> Shapes. 70 00:04:09,422 --> 00:04:11,225 Here you select a line and place it 71 00:04:11,397 --> 00:04:14,908 directly above the corresponding text. 72 00:04:15,452 --> 00:04:18,847 The line will later be automatically recognized 73 00:04:18,871 --> 00:04:22,044 as a form field for text in Adobe Acrobat. 74 00:04:22,559 --> 00:04:25,522 It is best to copy the first line over and over. 75 00:04:26,209 --> 00:04:28,929 So later all lines have the same length. 76 00:04:29,711 --> 00:04:31,086 Another note: 77 00:04:31,190 --> 00:04:34,937 Please do not use tables as placeholders. 78 00:04:35,595 --> 00:04:40,505 Adobe Acrobat can convert these into form fields without any problems, 79 00:04:40,877 --> 00:04:44,862 screen readers, however, always have problems with tables. 80 00:04:45,349 --> 00:04:48,231 As you can see, no lines are set above 81 00:04:48,461 --> 00:04:52,279 "matriculation number", or the master types. 82 00:04:52,618 --> 00:04:56,193 This is because we want to use special form fields here, 83 00:04:56,460 --> 00:04:58,770 three radio buttons in this case. 84 00:05:00,724 --> 00:05:03,114 These will be created later in Acrobat. 85 00:05:03,772 --> 00:05:07,167 This is why here in Word, we have left some space 86 00:05:07,192 --> 00:05:09,612 for the boxes next to the terms. 87 00:05:10,356 --> 00:05:13,110 If you just create the structure of 88 00:05:13,253 --> 00:05:15,272 the form and then send it to the ZIM, 89 00:05:15,558 --> 00:05:18,700 it makes sense to use an existing form 90 00:05:18,989 --> 00:05:22,801 and take screenshots of relevant elements 91 00:05:22,969 --> 00:05:25,664 to insert them here as placeholders. 92 00:05:25,876 --> 00:05:31,270 This makes it easier for colleagues at the ZIM to correctly complete the form. 93 00:05:32,014 --> 00:05:34,706 I'll show that using the matriculation number. 94 00:05:34,971 --> 00:05:37,364 To do this, I open an existing form. 95 00:05:37,679 --> 00:05:40,319 To screenshot the matriculation number area, 96 00:05:40,777 --> 00:05:46,646 press the keyboard shortcut Windows logo key + Shift + S. 97 00:05:47,305 --> 00:05:51,446 You can now insert the screenshot under the matriculation number. 98 00:05:57,473 --> 00:06:01,741 If you create your accessible PDF form completely independently, 99 00:06:02,085 --> 00:06:05,214 you can of course do it without these screenshots. 100 00:06:07,007 --> 00:06:09,444 A few more words about the design: 101 00:06:09,794 --> 00:06:12,562 As always with the creation of accessible documents, 102 00:06:12,992 --> 00:06:15,364 when creating a form, you should make sure to 103 00:06:15,507 --> 00:06:20,822 use templates and stick to the principles of accessible design. 104 00:06:22,487 --> 00:06:24,991 All texts are designed uniformly. 105 00:06:25,908 --> 00:06:30,289 The title of the document is correctly marked as Heading 1. 106 00:06:31,376 --> 00:06:34,384 The next heading below as Heading 2, 107 00:06:34,929 --> 00:06:38,061 the following as Heading 3 etc. 108 00:06:39,235 --> 00:06:43,580 All other text elements are shown as normal paragraph text. 109 00:06:44,639 --> 00:06:50,221 The fonts are sans serif and unnecessary decorative elements have been omitted. 110 00:06:50,850 --> 00:06:54,783 The contrast between text and background is as high as possible. 111 00:06:55,843 --> 00:06:58,932 All mandatory fields are marked as such. 112 00:07:00,421 --> 00:07:03,657 Now you should define the language of your texts. 113 00:07:03,886 --> 00:07:06,560 This is important so that a screen reader knows 114 00:07:06,760 --> 00:07:09,890 The intonation with which the text should be read out. 115 00:07:11,035 --> 00:07:15,085 Currently the standard setting for the entire text is "German", 116 00:07:15,514 --> 00:07:18,550 however, our form also contains English texts. 117 00:07:18,951 --> 00:07:22,891 These would quickly become incomprehensible with a German intonation. 118 00:07:23,663 --> 00:07:26,915 Therefore select the respective English text 119 00:07:27,316 --> 00:07:30,241 and choose the correct language below. 120 00:07:31,249 --> 00:07:34,036 Do the same with all paragraphs. 121 00:07:38,111 --> 00:07:44,146 If your document contains graphs or images, they will need Alternate Text. 122 00:07:44,646 --> 00:07:48,181 To add this, right-click on the image 123 00:07:48,761 --> 00:07:51,635 and select "Edit Alt Text". 124 00:07:51,941 --> 00:07:54,893 Here you enter a concise description that describes 125 00:07:54,918 --> 00:07:59,209 the content of the graph clearly to visually impaired people. 126 00:07:59,370 --> 00:08:02,726 If the illustration is a mere decorative element, 127 00:08:02,956 --> 00:08:04,857 you mark it as such. 128 00:08:05,373 --> 00:08:08,488 The screen reader will then skip it. 129 00:08:10,034 --> 00:08:14,522 Now check again whether your document contains all the elements you want, 130 00:08:14,923 --> 00:08:19,405 because a subsequent addition is very cumbersome and time-consuming. 131 00:08:20,007 --> 00:08:24,419 If you are satisfied with the check, save your document as a PDF. 132 00:08:31,688 --> 00:08:33,289 Another note: 133 00:08:33,289 --> 00:08:38,599 If your form includes a long explanatory text, e.g. terms and conditions, 134 00:08:38,882 --> 00:08:42,000 this should not be part of the PDF form, 135 00:08:42,199 --> 00:08:44,765 but rather be provided as a separate document. 136 00:08:44,866 --> 00:08:47,655 Step 4: Finalize the form in Adobe Acrobat Pro 137 00:08:47,834 --> 00:08:50,474 Now open your PDF in Adobe Acrobat. 138 00:08:50,615 --> 00:08:53,676 First of all, a basic note on the procedure: 139 00:08:54,188 --> 00:08:58,470 Save your PDF under a new name after each step, as some 140 00:08:58,613 --> 00:09:02,863 of the adjustments that have to be made cannot be undone. 141 00:09:03,407 --> 00:09:06,334 Otherwise, if you make a mistake, you'll 142 00:09:06,335 --> 00:09:08,773 have to start over from the beginning. 143 00:09:09,403 --> 00:09:13,240 First, let's convert our document into a form. 144 00:09:13,899 --> 00:09:19,212 To do this, go to "Tools" and select "Prepare Form". 145 00:09:19,785 --> 00:09:24,871 Check under "Change" whether all options are ticked and confirm with OK. 146 00:09:25,415 --> 00:09:29,085 Now you can press "Start". This looks pretty good: 147 00:09:29,446 --> 00:09:33,330 Acrobat has converted all of the lines into form fields. 148 00:09:33,960 --> 00:09:36,520 Let's take a closer look at the form fields: 149 00:09:36,979 --> 00:09:40,622 On the right you can see all fields of your form that have been detected. 150 00:09:42,330 --> 00:09:47,535 Each field was automatically assigned the title of the text field in front of it. 151 00:09:48,222 --> 00:09:52,937 By right clicking on the form field and selecting "Properties" 152 00:09:53,194 --> 00:09:55,060 this text can be customized. 153 00:09:55,347 --> 00:09:58,998 It is important that the "Tooltip" field is also filled in, 154 00:09:59,198 --> 00:10:04,699 because this text will be used as description by the screen reader. 155 00:10:05,386 --> 00:10:10,246 Here you also determine whether this field is required to be filled out. 156 00:10:10,246 --> 00:10:14,347 It has now changed to red after closing the "Properties" dialogue. 157 00:10:14,528 --> 00:10:18,241 Continue like this with all form fields. 158 00:10:21,575 --> 00:10:25,355 This field was correctly recognized as a signature field. 159 00:10:25,727 --> 00:10:30,887 Those using a digital signature can insert it here. 160 00:10:31,419 --> 00:10:34,024 Everyone else signs the printout. 161 00:10:35,198 --> 00:10:38,245 This field is not supposed to be a form field. 162 00:10:38,703 --> 00:10:40,762 It was created by mistake 163 00:10:40,946 --> 00:10:44,194 because a line was set as a visual separator. 164 00:10:44,680 --> 00:10:47,815 We simply select the field and delete it. 165 00:10:49,041 --> 00:10:52,750 For the field "Date of birth" you can also 166 00:10:52,750 --> 00:10:55,872 specify that the entry has to be made a certain way: 167 00:10:56,158 --> 00:10:59,125 To do this, open the "Properties" again. 168 00:10:59,497 --> 00:11:03,905 Use the “Format” tab to select “Date” as format category 169 00:11:04,105 --> 00:11:06,887 and define the details of formatting. 170 00:11:08,651 --> 00:11:13,075 Remember: we left some blank spaces in Word 171 00:11:13,218 --> 00:11:16,864 in order to insert radio buttons here in Acrobat. 172 00:11:17,093 --> 00:11:18,510 We will do that now. 173 00:11:20,028 --> 00:11:23,804 At this point, people filling out this form should choose 174 00:11:23,829 --> 00:11:25,748 one of three options. 175 00:11:26,290 --> 00:11:29,396 You can see various types of forms above. 176 00:11:29,797 --> 00:11:32,838 With this circle we create radio buttons. 177 00:11:33,411 --> 00:11:36,343 Drag the field to the desired location. 178 00:11:36,885 --> 00:11:41,215 Enter the name of the field in "Radio Button Choice", 179 00:11:41,473 --> 00:11:44,218 and a title including all three options 180 00:11:44,465 --> 00:11:46,605 under "Group Name" 181 00:11:47,325 --> 00:11:51,540 If it is a required field, you can also specify this here. 182 00:11:52,342 --> 00:11:54,793 You create the other two fields 183 00:11:54,793 --> 00:11:58,575 by selecting "Add Another Button". 184 00:11:58,804 --> 00:12:02,258 The “Group Name” is now automatically correct. 185 00:12:02,682 --> 00:12:06,924 Should you create several radio button groups in your form, 186 00:12:07,004 --> 00:12:12,000 make sure that your radio button is assigned to the correct group. 187 00:12:12,858 --> 00:12:18,165 If your three circles are not the same size, you can adjust this. 188 00:12:18,452 --> 00:12:22,946 To do this, select all three fields with the Shift key pressed 189 00:12:23,175 --> 00:12:28,586 and in the top right under “Match Size” select “Match width and height”. 190 00:12:28,901 --> 00:12:34,740 Then you can align all three circles with the "Align" menu. 191 00:12:35,244 --> 00:12:38,128 Alternatively, you can also select the fields 192 00:12:38,271 --> 00:12:41,444 and position them manually with the keyboard controls. 193 00:12:43,687 --> 00:12:45,789 We are still missing two form fields. 194 00:12:46,247 --> 00:12:49,983 We want to copy these from an existing form. 195 00:12:50,212 --> 00:12:55,488 Before you do this: Make sure that the form has been created correctly. 196 00:12:55,832 --> 00:12:58,882 This will prevent mistakes from being copied. 197 00:12:59,082 --> 00:13:01,144 Open the desired form 198 00:13:01,259 --> 00:13:06,000 and choose "Prepare Form" from the "Tools" menu. 199 00:13:06,369 --> 00:13:11,721 In our case, the form field for entering the matriculation number should be copied. 200 00:13:12,220 --> 00:13:16,279 To do this, select the desired field with the mouse and copy it. 201 00:13:16,880 --> 00:13:20,690 Then go back to your form and paste the field. 202 00:13:21,119 --> 00:13:23,907 By selecting Properties, you can 203 00:13:23,908 --> 00:13:26,754 double-check Name and Tooltip 204 00:13:26,897 --> 00:13:30,750 and classify the field as “required” if desired. 205 00:13:31,437 --> 00:13:34,429 This method is particularly useful if 206 00:13:34,429 --> 00:13:38,936 your form field is a complex one to create. 207 00:13:39,508 --> 00:13:45,687 In this case, we want to insert the form field "Degree currently pursued". 208 00:13:46,431 --> 00:13:49,601 This is a drop-down field with a lot of options. 209 00:13:49,974 --> 00:13:53,641 So copy it again and paste it into our form. 210 00:13:54,872 --> 00:14:00,450 Then position it correctly and correct the Properties if necessary. 211 00:14:01,023 --> 00:14:06,147 Through the tab "Options" you can also add or remove options 212 00:14:06,262 --> 00:14:08,991 to your drop-down field, or change the text. 213 00:14:15,483 --> 00:14:19,415 Although the form fields now all appear to be correctly positioned, 214 00:14:19,730 --> 00:14:24,000 they might not be in the right order yet 215 00:14:24,000 --> 00:14:26,695 when using the keyboard with the tab key. 216 00:14:26,824 --> 00:14:31,842 This is based on the field sequence that you can see in the overview on the right. 217 00:14:32,529 --> 00:14:35,361 Therefore, it is best to check it again. 218 00:14:35,819 --> 00:14:37,901 A lot got mixed up there. 219 00:14:38,388 --> 00:14:40,368 We can easily correct this, 220 00:14:40,597 --> 00:14:45,108 by dragging the fields to the correct position with the mouse button pressed. 221 00:14:45,652 --> 00:14:48,925 You can test the order of your fields again by going 222 00:14:49,068 --> 00:14:53,479 through them once with the help of the tab key. 223 00:14:54,224 --> 00:14:55,380 That looks good. 224 00:14:56,411 --> 00:14:59,753 Now check that all elements you want your form to contain 225 00:14:59,868 --> 00:15:03,376 are present before you continue. 226 00:15:03,891 --> 00:15:07,972 And it's best to save your form under a new name. 227 00:15:12,412 --> 00:15:16,304 For a screen reader to reliably allow reading, 228 00:15:16,304 --> 00:15:19,024 navigating and filling out the form 229 00:15:19,253 --> 00:15:22,807 Make sure your form has tags. 230 00:15:23,294 --> 00:15:27,492 These define, for example, whether a text is a heading 231 00:15:27,570 --> 00:15:32,426 or a standard text or identify a form field as such. 232 00:15:32,689 --> 00:15:38,581 You can check this in the toolbar on the left by selecting the "Tags" tab. 233 00:15:39,383 --> 00:15:43,375 If you have created your PDF in Word with templates and 234 00:15:43,453 --> 00:15:48,935 correctly exported it as PDF, the correct tags for images, 235 00:15:48,935 --> 00:15:51,935 headings and paragraphs should be available. 236 00:15:52,938 --> 00:15:58,167 If there are no tags, you can use the "Accessibility" tool 237 00:15:58,282 --> 00:16:03,570 to "Autotag" the document and adjust it manually if necessary. 238 00:16:05,345 --> 00:16:08,573 Find out how this works in the tutorial 239 00:16:08,802 --> 00:16:12,835 "Adapting existing PDFs to accessibility standards". 240 00:16:13,493 --> 00:16:16,940 The form fields must also be tagged as such: 241 00:16:17,513 --> 00:16:20,387 To do this, open the "Reading Order" tool 242 00:16:20,616 --> 00:16:23,596 in the "Accessibility" tool area on the right. 243 00:16:24,427 --> 00:16:27,704 Now select your first form field with the mouse 244 00:16:27,991 --> 00:16:30,783 and mark it as a "Form Field". 245 00:16:31,184 --> 00:16:33,511 Repeat this with all the fields. 246 00:16:39,650 --> 00:16:43,334 We can also see that the German and English texts 247 00:16:43,563 --> 00:16:47,669 are incorrectly summarized in a paragraph tag. 248 00:16:48,355 --> 00:16:52,507 This is a mistake, as the screen reader reads 249 00:16:52,507 --> 00:16:55,638 both languages ​​with the same intonation. 250 00:16:56,096 --> 00:17:00,513 You can solve this problem with the help of the "Reading Order Tool". 251 00:17:01,028 --> 00:17:04,107 Here you select the English part with the mouse 252 00:17:04,451 --> 00:17:07,379 and mark it as a separate paragraph. 253 00:17:08,095 --> 00:17:12,441 Then right-click on the tag to access its "Properties" 254 00:17:12,612 --> 00:17:18,114 and assign it a language. Do the same for all text tags. 255 00:17:18,973 --> 00:17:22,336 Next we need to check the reading order: 256 00:17:22,825 --> 00:17:26,438 To do this, we open the "Reading Sequence" tab on the left. 257 00:17:26,982 --> 00:17:30,219 In the “Reading Order” tool, you also switch 258 00:17:30,219 --> 00:17:33,476 from “Structure types” to “Page content order”. 259 00:17:33,762 --> 00:17:36,154 Each element now has a number. 260 00:17:36,555 --> 00:17:42,294 This shows the order in which the elements are read out by the screen reader. 261 00:17:43,010 --> 00:17:46,333 In our case there is still quite a mess. 262 00:17:47,135 --> 00:17:50,885 We fix this by manually dragging the elements 263 00:17:51,028 --> 00:17:54,900 to the correct position on the left in the "Reading Sequence" tab. 264 00:17:55,971 --> 00:17:59,390 First the logo and the title should be read out, 265 00:17:59,533 --> 00:18:02,462 then the sender and the first form field. 266 00:18:03,214 --> 00:18:07,202 Work your way through the entire document like this. 267 00:18:07,889 --> 00:18:13,283 Ideally you will now check, whether your document also has bookmarks. 268 00:18:13,655 --> 00:18:17,686 To do this, select the menu item "Bookmarks" on the left. 269 00:18:18,000 --> 00:18:23,491 These show the document structure as it is set for the visually impaired. 270 00:18:24,552 --> 00:18:28,837 Bookmarks allow users to navigate through a document, 271 00:18:29,037 --> 00:18:31,647 without having to flip from page to page. 272 00:18:32,363 --> 00:18:35,516 In our case there are no bookmarks yet. 273 00:18:36,000 --> 00:18:40,674 However, after having clearly structured our document with the help of tags, 274 00:18:41,077 --> 00:18:45,467 we can select the command "New Bookmarks from Structure". 275 00:18:45,982 --> 00:18:50,444 Here we see how the document is structured and can choose 276 00:18:50,559 --> 00:18:54,237 which elements should be part of the table of contents. 277 00:18:55,124 --> 00:18:58,928 It makes sense to only use the headings here 278 00:18:59,272 --> 00:19:03,864 by selecting them while pressing the shift key and confirming. 279 00:19:06,874 --> 00:19:09,288 Step 5: Check and adapt accessibility 280 00:19:09,313 --> 00:19:12,617 Now we can carry out the accessibility check of our form. 281 00:19:12,702 --> 00:19:16,259 To do this, select on the right in the tool "Accessibility" 282 00:19:16,488 --> 00:19:19,569 the "Accessibility Check" option. 283 00:19:19,970 --> 00:19:26,037 Make sure to select the category “Forms, Tables and Lists” 284 00:19:26,381 --> 00:19:28,301 and start checking. 285 00:19:28,902 --> 00:19:31,654 A couple of errors are being displayed. 286 00:19:32,198 --> 00:19:35,878 The "Logical Reading Order" is listed first. 287 00:19:36,451 --> 00:19:39,717 But we have just carefully corrected that, 288 00:19:39,917 --> 00:19:42,845 so that we can confirm with a right click. 289 00:19:44,331 --> 00:19:49,198 Next, we are told that our form does not yet have a title. 290 00:19:49,857 --> 00:19:53,123 For this title to also be read out by the screen reader 291 00:19:53,381 --> 00:19:58,548 - instead of the file name - open the "Properties" under "File". 292 00:20:01,651 --> 00:20:07,052 Under “Initial View”, select “Document Title” under “Show”. 293 00:20:07,510 --> 00:20:12,000 Then select "Fix" by right-clicking on the error message. 294 00:20:12,555 --> 00:20:15,827 The next error message concerns the color contrast: 295 00:20:16,196 --> 00:20:19,377 Since we only worked with black letters on white, 296 00:20:19,577 --> 00:20:24,461 the contrast is as high as possible and should not cause reading difficulties. 297 00:20:24,833 --> 00:20:28,908 With a right click we can also select "Pass". 298 00:20:29,424 --> 00:20:33,498 The last error message concerns three missing Alternate Texts: 299 00:20:34,329 --> 00:20:39,656 This refers to the logo and these two visual separator lines. 300 00:20:40,057 --> 00:20:43,332 The logo needs an Alternate Text. 301 00:20:46,991 --> 00:20:50,158 Since the two lines do not convey any content, 302 00:20:50,158 --> 00:20:53,071 we should mark them as decoration. 303 00:20:56,280 --> 00:20:57,960 Now it's almost done. 304 00:20:58,418 --> 00:21:03,467 As a last step the PDF/UA identifier has to be set. 305 00:21:03,982 --> 00:21:07,213 Because for a PDF to be considered technically accessible, 306 00:21:07,471 --> 00:21:09,829 the meta information must be available, 307 00:21:10,029 --> 00:21:14,634 which marks the document as PDF/UA compatible. 308 00:21:15,053 --> 00:21:20,513 Open “Print Production” on the right and select the “Preflight” option. 309 00:21:21,057 --> 00:21:24,512 Select the wrench in the preflight window. 310 00:21:24,970 --> 00:21:28,405 Under "Document info and Metadata" 311 00:21:28,777 --> 00:21:32,750 you will see the menu item "Set PDF/UA entry". 312 00:21:33,151 --> 00:21:37,342 Select this and click on "Fix" at the bottom right. 313 00:21:37,571 --> 00:21:40,365 You can now save the final PDF. 314 00:21:45,150 --> 00:21:46,766 Checklist 315 00:21:46,791 --> 00:21:49,146 A summary of the most important steps: 316 00:21:49,171 --> 00:21:53,086 First, plan the content and structure of your form. 317 00:21:53,515 --> 00:22:00,000 Then create the structure in Microsoft Word and save it as a PDF. 318 00:22:00,577 --> 00:22:06,000 Now convert your document into a form in Adobe Acrobat 319 00:22:06,325 --> 00:22:10,157 and add further form fields if necessary. 320 00:22:10,615 --> 00:22:16,523 Then assign titles and tooltips to your form fields and specify 321 00:22:16,666 --> 00:22:20,167 whether they are optional or mandatory fields. 322 00:22:20,940 --> 00:22:26,200 Then tag your form fields and correct the reading order. 323 00:22:26,544 --> 00:22:31,914 Now check the accessibility and fix the error messages. 324 00:22:32,544 --> 00:22:36,590 Finally, set the PDF/UA identifier. 325 00:22:37,579 --> 00:22:42,259 If you do run into technical difficulties, you are welcome to 326 00:22:42,374 --> 00:22:47,662 contact the “Center for Information Technology and Media Management”.