PDF management - Troubleshooting document issues

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Purpose: The eFiling website has strict document requirements that must apply in order to allow the eFiler to upload a document. This help document covers several different tips and tricks for resolving those issues. 

Applicable Users: eFile users

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Ensure the document meets requirements

In general, most document issues can be avoided by following the below guidelines. To ensure a smooth conversion from Microsoft Word to PDF, adhere to the following standards:

• Signature Blocks:
  • Exclude signature blocks in the document.
  • For documents requiring a court official's signature, include a blank 3-inch top margin.
• Page and Text Specifications:
  • Maximum page size: 12"x18"
  • Use standard fonts (e.g., Arial, Calibri, Cambria, Geneva, Tahoma, Times, Times New Roman).
  • Font size: 12 point.
  • Avoid using columns and footers unless necessary.
• Content Restrictions:
  • Do not embed JavaScript, macros, document security features, or digital signatures.
• Scanning Guidelines (if applicable):
  • Preferably scan documents in black and white. Color scanning is reserved for maps and photos when needed.
  • Recommended scanning resolution: 300dpi. Reduce dpi cautiously to decrease file size if necessary, but note that it may impact clarity.

Document contains form content

Form content can increase the size of a document, and simply saving a Word document as a PDF may not remove these elements. To effectively eliminate form content, use the 'Print to PDF' function instead of saving directly as a PDF. Options include Microsoft Print to PDF, CutePDF Writer, and Foxit Reader PDF Printer. This process, known as 'flattening,' ensures form content is converted to non-editable graphics.

For detailed instructions on flattening PDFs, refer to the article, How to flatten PDFs to remove form content.

Document type not .docx

The eFiling site only allows for .docx format, which is created by using Microsoft Word 2007 or later versions of Word. To convert a document from .doc to .docx follow the below steps:

1. Open the Word document that is .doc.
   Note: The top of the window will say [Compatibility Mode].
2. Go to File > Save As and browse to the location you want to save the file to.
   1. Change the Save as type to Word Document.
   2. It is recommended to select the option Maintain compatibility mode with previous versions of Word which will temporarily disable new or enhanced Word features so the document can still be edited by people using the earlier version of Word and also preserves the layout of the document.
      
3. Then select [Save] to save the document.
4. Check your document for any formatting changes that may be necessarily of you didn’t use the Maintain compatibility with previous versions of Word
5. Upload the .docx version to the eFiling website.

Documents exceeding size limit

When a PDF documents exceeds the allowed size to be efiled with the circuit court (10MB) or the Supreme Court and Court of Appeals (20MB) there are often options available to reduce the size which will allow you to eFile them. Below are several options available to try:

1. Simplifying font styles and spacing can reduce document size. Using Adobe Acrobat Pro try using the menu option File>Save As Other>Optimized PDF. This option is also available from the Tools 
2. There are various web-based applications available to users for compressing documents; however they are used at your own risk. It is recommended that you work with your IT department prior to downloading them onto your computer. Furthermore, it is recommended that you understand what happens to the document once you upload it to the software, especially if the document contains confidential information. For instance, some free compression applications may actually save a copy of the document to the cloud for future access.
3. If PDF exceeds the maximum size limitation it can be split into several smaller files for submission to the eFiling website. This option should be used as a last resort for a brief or appendix that contains bookmarks and links for easy accessibility because it will affect those features.

Detailed steps for splitting a PDF are located in the How to split a PDF file article.