Step-by-step instructions for converting PDF to PDF/A

PDF/A is an ISO-standardized format specifically designed for long-term archiving of electronic documents. It ensures that documents remain readable and visually identical even after many years.

Why PDF/A?

• ISO-standardized archive format (ISO 19005)
• Self-contained documents with embedded fonts
• No external dependencies
• Required for many compliance regulations
• Long-term readability guaranteed

Step 1: Create a new profile

Create a new profile with a descriptive name such as "Convert to PDF/A". Set up the monitored folder where documents for archiving are placed.

Step 2: Activate the "Convert to PDF/A" task

Go to the task view and select the "Convert to PDF/A" task. Activate the task and configure the conversion settings.

Step 3: Select PDF/A conformance level

Choose the appropriate PDF/A conformance level:

Recommendation: Use PDF/A-2b for general archiving or PDF/A-3b when you need to embed attachments.

Step 4: Configure font handling

PDF/A requires all fonts to be embedded. Configure how missing fonts are handled:

• Embed missing fonts: Automatically embed fonts that aren't included
• Substitute fonts: Replace unavailable fonts with standard alternatives
• Fail on missing: Reject documents with non-embeddable fonts

Step 5: Handle non-compliant content

Some PDF features are not allowed in PDF/A. Choose how to handle them:

• Transparency: Flatten transparent elements
• JavaScript: Remove interactive scripts
• External references: Remove or embed external content
• Encryption: Remove password protection

Step 6: Configure storage location

Specify where the converted PDF/A documents should be saved. A meaningful folder structure makes it easier to find documents later:

D:\Archive\PDF-A\<TodaysYear4>\<TodaysMonth>

Alternatively, you can overwrite the original file directly if you only need the PDF/A version.

Result

After configuration, all PDF files placed in the monitored folder are automatically:

• Analyzed for PDF/A compliance
• Fonts embedded as needed
• Non-compliant content handled
• Converted to the specified PDF/A level
• Saved as archive-ready documents

Tips & notes

• Validate output: Use PDF/A validation tools to verify the converted documents are fully compliant.
• File size: PDF/A files may be larger due to embedded fonts.
• Combine with OCR: For scanned documents, apply OCR first to make them searchable before PDF/A conversion.
• ZUGFeRD: For e-invoices, use PDF/A-3 to allow embedding the invoice XML data.

Other step-by-step instructions

Getting Started

• Getting Started - Your first profileBeginner
  
• Understanding Data ExtractionBeginner
  
• Placeholder System ExplainedBeginner
  

Basic Tasks

• Automatically print PDF filesBeginner
  
• Automatically rename PDF filesIntermediate
  
• Automatically move PDF filesIntermediate
  
• Automatically split PDF filesIntermediate
  
• Automatically merge PDF filesIntermediate
  
• Automatically send PDF files by emailIntermediate
  
• Automatically make PDF files searchable (OCR)Beginner
  
• Automatically save PDF attachmentsBeginner
  
• Automatically extract PDF form dataIntermediate
  
• Extract PDF dataIntermediate
  

PDF Editing

• Add watermarksIntermediate
  
• Stamp contracts automaticallyIntermediate
  
• Remove cover pages and blank pagesIntermediate
  
• Embed receipts with invoicesIntermediate
  
• Insert barcode/QR codeAdvanced
  
• Anonymize documentsIntermediate
  
• Compress PDF filesBeginner
  

E-Invoicing & Archiving

• Create ZUGFeRD e-invoicesAdvanced
  
• Archive invoices automaticallyIntermediate
  

Practical Examples

• Send payslips with passwordAdvanced
  
• Process delivery notes and invoicesAdvanced
  
• Sort applications automaticallyIntermediate
  
• Use file groupingAdvanced