27 Convert to PDF/A

27.1 Description

The Convert to PDF/A task converts a PDF to PDF/A format, which is designed for long-term archiving of documents. PDF/A ensures that the document can be displayed faithfully in the future.

Typical Use Cases

• Long-term Archiving: Make documents archivable for 10+ years
• Compliance: Meet legal archiving requirements
• DMS Import: Prepare documents for document management systems
• Government Communication: Meet requirements for electronic files

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27.2 General Settings

Enabled

Enable this option so the task is executed for matching PDF files. Disabled tasks are skipped.

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27.3 PDF/A Conformance Level

Select the desired PDF/A version:

Version	ISO Standard	Description	Usage
PDF/A-1b	ISO 19005-1	Basic conformance, visual representation guaranteed	Maximum compatibility, older systems
PDF/A-2b	ISO 19005-2	Extended, with JPEG2000 and transparencies	Recommended standard for archiving
PDF/A-3b	ISO 19005-3	With arbitrary attachments	ZUGFeRD, Factur-X, e-invoices

Note: The program supports the “b” variants (Basic), which ensure reliable visual reproduction. The “a” and “u” variants (with additional structure information or Unicode mapping) are not supported.

Recommendations

Use Case	Recommended Version
Standard archiving	PDF/A-2b
ZUGFeRD/E-Invoice	PDF/A-3b
Maximum compatibility	PDF/A-1b

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27.4 Storage Location

Directory

Specify the target directory for the PDF/A file.

Note: It’s recommended to use a separate folder for each processing step to ensure clear separation.

Filename

Set the name for the PDF/A file.

Examples:

Input	Result
(empty)	Document.pdf (original name)
<FileName>_PDFA	Document_PDFA.pdf

Name Collisions

Choose what should happen if a file with the target name already exists.

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27.5 File Date

Adjust Creation and Modification Date

Optionally, you can change the file date of the PDF/A file.

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27.6 Afterwards

Call External Program

After conversion, an external program can be started automatically.

Parameters: Available placeholders: - <PathIncludingFilename> - Full path of the PDF/A file - <ParentDirectory> - Path of parent folder - <Filename> - Filename

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27.7 Example: Invoice Archiving

Initial Situation

Incoming invoices should be stored in a long-term stable format for the legally required archiving period.

Configuration

1. Enabled: Yes
2. PDF/A Version: PDF/A-2b
3. Directory: D:\Archive\PDF-A\<TodaysYear4>\<TodaysMonth>
4. Filename: <FileName>

Result

Original	Converted
C:\Incoming\Invoice_001.pdf	D:\Archive\PDF-A\2024\12\Invoice_001.pdf (PDF/A-2b)

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27.8 Example: Preparation for DMS

Initial Situation

Your document management system requires PDF/A-1b for all incoming documents.

Configuration

1. Enabled: Yes
2. PDF/A Version: PDF/A-1b
3. Directory: \\Server\DMS\Import
4. Filename: <RuleId:1(DocumentNo)>_<TodaysYear4><TodaysMonth><TodaysDay>

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27.4 Tips and Notes

What Happens During Conversion?

PDF/A conversion may include: - Embedding all used fonts - Removing JavaScript and multimedia - Converting transparencies - Standardizing color spaces - Adding XMP metadata

Non-Convertible Elements

The following elements may cause problems during conversion: - Non-embeddable fonts (will be substituted) - Encryption (will be removed) - JavaScript (will be removed) - Embedded multimedia content (will be removed)

File Size

PDF/A files may be larger than originals because all fonts must be embedded.

PDF/A-1 vs. PDF/A-2/3

Aspect	PDF/A-1	PDF/A-2/3
Base	PDF 1.4	PDF 1.7
JPEG2000	No	Yes
Transparencies	No	Yes
Attachments	No	Only PDF/A-3
Compression	Less efficient	More efficient options

Validation

Validate your PDF/A files with an appropriate tool: - Adobe Acrobat (Preflight) - veraPDF (Open Source) - Online validators

Already Converted PDFs

If a PDF is already in PDF/A format, it will be converted to the selected version or copied unchanged during conversion.