Here are some best practices to help ensure your documents can be successfully included in generated PDFs. These recommendations also help minimize issues caused by document formatting or security restrictions.


To ensure your uploaded documents can be processed and included in generated PDFs, please follow these guidelines:


1. Use Supported File Types

  • Upload files in common, widely supported formats such as:
    • PDF (.pdf) (recommended)
    • Microsoft Word (.doc, .docx)
    • Microsoft Excel (.xls, .xlsx), if permitted
    • Image files (.jpg, .jpeg, .png), if permitted
  • Avoid uncommon or proprietary file formats unless specifically requested.


2. Submit Finalized Documents

  • Save and close the document before uploading.
  • Ensure the file opens successfully on your computer before attaching it.
  • If the file appears damaged or cannot be opened, recreate or resave it before uploading.
  • Be sure that the file name is not excessive long or contains too many symbols or spaces.


3. Do Not Password Protect Files

  • Remove any passwords or encryption from your documents.
  • Documents with security restrictions may not be readable by the system and could prevent PDF generation.


4. Remove Editing Restrictions

  • Files should not have restrictions that prevent:
    • Viewing
    • Copying
    • Printing
    • Content extraction
  • Protected PDFs may fail during processing.


5. Check for Corrupted Files

  • Verify that:
    • The document opens without error.
    • All pages display correctly.
    • Images and graphics load properly.
  • If necessary, create a new PDF by using Save As PDF or Print to PDF rather than copying an existing file.


6. Be Cautious with Hyperlinks

  • Standard hyperlinks are generally acceptable.
  • Extremely long URLs, especially those displayed in headers or footers, can sometimes cause formatting or PDF generation issues.  
  • When possible, replace long URLs with descriptive text (for example, "Portfolio Website") or use shortened, meaningful links.


7. Minimize Complex Formatting

Some formatting may not convert as expected. If possible:

  • Use standard fonts.
  • Avoid embedded multimedia, animations, or interactive forms.
  • Limit excessive transparency, layers, or complex graphics.
  • Flatten comments or tracked changes before uploading.


8. Review Headers and Footers

  • Keep headers and footers simple.
  • Avoid placing long web addresses, complex tables, or oversized images in headers or footers, as these can affect document rendering.


9. Use Standard Fonts

  • Use common fonts such as:
    • Arial
    • Calibri
    • Times New Roman
    • Verdana
  • If using specialty fonts, embed them when creating a PDF if your software provides that option.


10. Keep File Sizes Reasonable

  • Compress large images before inserting them into documents.
  • Large files take longer to upload and process and may be more likely to encounter issues.


11. Verify the Uploaded Document

After uploading:

  • Open the uploaded file (if available) to confirm it is the correct version.
  • Ensure all pages are present and readable.


If You Experience Issues


If your document will not upload or cannot be included in a generated PDF:

  • Try recreating the PDF using Save As PDF or Print to PDF.
    • Solution: Fix a broken PDF
      1. Download the PDF from the application by clicking the link and saving the PDF somewhere locally.
      2. Open the PDF using Chrome (or whatever you use to open PDFs). 
      3. Print the PDF using windows “print to PDF” feature. This will cause the document’s internal structure to be regenerated. (Note: name the PDF when you save it so its name matches the original PDF’s name.)
      4. Edit the application: remove the PDF from the application and attach the newly     saved document.
      5. Save the application.
  • Remove password protection or document restrictions.
  • Simplify complex formatting or headers/footers.
  • Confirm the file is not corrupted by opening it on your computer.
  • If the issue persists, contact your program administrator for assistance.


These practices help ensure that documents can be reliably processed, viewed by reviewers, and included in any PDF packages generated by the system.



Have more questions about this topic? Go to the Community Forum to pose the question to other users or submit a support ticket to InfoReady.