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PDF Conversion Services (PCS) User Guide

Equidox by Onix™ User Guide

Introduction to Equidox

Equidox

Equidox was designed by Onix to simplify and improve the PDF remediation workflow. The easy-to-use interface streamlines the conversion of inaccessible PDF to HTML, EPUB, or PDF-UA. Equidox is hosted in the Google Cloud (GCP) and can be accessed from any web browser for collaborative preparation of WCAG 2.0 AA documents. This user guide outlines the powerful functionality of Equidox and best practices for PDF remediation.

Signing-in to Equidox

Sign in with an Equidox account or a Google account determined during the account registration.

NOTE: Users must be created by a system administrator.

Equidox Sign in

Enter a registered username and valid password into the Your Username and Password fields and select the Sign in button. A valid username and password will point to the Equidox homepage.

Primary Sidebar

Using the Primary Sidebar

The Primary Sidebar tabs provide access to any page in Equidox. From top to bottom, the tabs are listed: Home/Reports, All Documents (Submitted, In Progress, Completed, and Archives), Submit, Messages, Settings, Help, Sign out.

Primary Sidebar

Documents

The Documents tab presents a list of all active documents in Equidox. The documents will be ordered as defined.

Use color labels to easily identify related documents in the color group. Filter documents based on owner, import/modified date, label and name.

Submitted

Documents that have been uploaded but have not yet been edited or completed will appear under the Submitted tab.

In Progress

Documents that have been uploaded and edited but not yet completed will appear under the In Progress tab

Completed

Documents that have been uploaded and fully edited from start to finish will appear under the Completed tab

Archives

Documents that have been uploaded, fully edited, and archived will appear under the Archives tab.

Submit Documents

The Submit tab allows the user to select files from their computer or from the internet to upload into Equidox.

Equidox Submit Page

Submit Locally

Click anywhere on the import area to display an “Open file…” dialogue. Navigate the filesystem to find document(s) to import into Equidox or drag-and-drop a document in the Drop files to upload box.

Submit URL

The URL tab allows the user to import a document through a URL. Copy and paste URL(s) on a separate lines(s) into the URL text box and select the import button. NOTE: Currently, only public facing files are accepted in Equidox. Files requiring authentication will not be imported.

Messages

Select the Messages tab to view all of the messages generated for the account. Time-stamps allow the user to identify how new or old a message is. Delete a message by clicking on the red cross icon . The user can delete all messages by selecting the Trash icon at the top of the screen. Messages link to the respective document by clicking on the blue title in the message. Messages appear when a document is finished importing and when the status of a document has changed.

If a document finishes importing or a document status changes while the user is away from the Messages page, a modal popup will appear in the bottom right corner of the screen. The number on the Message icon indicates the number of new messages.

Settings

Select the Settings tab to manage labels, institutions , and accounts within Equidox.

Equidox Settings Page

Help

Select the question mark on the sidebar to open the Help page to access various support resources: Help Videos, FreshDesk, and a link to the End User Guide.

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Equidox Help Page The Help Videos illustrate the steps required to complete a specific task in Equidox. The FreshDesk enables a user to create and manage tickets to alert the Equidox team of potential bugs. A link to the End User Guide is located at the bottom of the page for the user to reference instructions on Equidox features.

Sign Out

Sign Out of Equidox and return to the Sign In page by selecting the symbol at the bottom of the sidebar. Or select Sign Out from the drop down list in the top right corner of the user’s email account page.

Primary Sidebar

Settings

User: Profile

Select the email address to open the drop down list in the top right corner of the page to view a user profile. Select Profile, modify the profile information, and select Save to apply the changes to the account.

Settings - User Profile

Settings: Labels

Labels allow users to organize documents in specific groups. Labels speed up and simplify the process of searching for documents. The Sort by bar on the Documents Page allows the user to sort the labels by selecting specific attributes. The user is able to create an additional label by selecting the blue + symbol. The Filter can be used to refine the list down to a specific label. Each label displays color, name, a brief description, and the trash button to delete the label.

Settings - Labels Page

Creating a Label

Enter the name, the description, and select the color for the label. When the label name and description are entered and the color is chosen, select the + button to create the label.

Deleting a Label

Select the red cross icon to delete the label. Once selected, the label will be removed from the list and all documents in which it's applied to.

Settings: Institutions

Institutions allow admins to restrict access for specific institutions and specific documents. Users will only be able to work on documents that belong to their institution.

Settings - Institutions Page

Creating an Institution

Enter the name and description into the appropriate fields. When the institution name and description (optional) are entered, select the green Create button to create the institution.

Deleting an Institution

Select the red cross icon to delete the institution. Once selected, the institution will be removed and all documents will no longer be assigned to this institution.

Settings: Accounts

The Accounts tab allows administrators to create and manage Equidox user accounts. Administrators can change the group(s) users are assigned to, see if accounts are registered or not, change administrator permissions for accounts, change passwords, delete users and create new users.

Creating an Account

Fill in the email field to create a new account. The admin has the option to assign the new user to a group(s). Select the Google Account checkbox if the account is created with a Gmail or Gmail related email address. The admin can select the Administrator toggle if they choose to assign the new account administrative permissions. When the information is entered, select the green Create button to create the account.

Settings - Creating an Account

Deleting an Account

Select the red cross icon to delete the account. Select Yes on the pop up dialogue to confirm that the user would like to delete the account.

Changing a user password

Users can click the Forgot your password? link on the sign in page to send an email with directions to reset their password. Alternatively, if the user is already signed in to their account and would like to change it, the user can simply navigate to the User Profile page and select the blue Change Password button. A modal will appear in the window which will prompt the user to enter their new password into the first textbox, enter the same password into the second textbox to confirm, and then select the green Save button.

Documents

Documents: Search, Filters, and Labels

The Documents tab presents a list of all active documents in Equidox. The documents will be primarily ordered by the date which they were last edited.

Assigning Labels

Each document can be color labeled to easily identify related documents in that color group. Labels can be assigned to a document by selecting the Edit button which links to the Document detail page where the Label field can be selected. Select one of the labels from the dropdown list and click the blue Save button under the Language field.

Filter documents based on its owner, import/modified date, label and name. The user can choose to display the documents in a list or a table format. Select the red Delete button underneath the title to delete the document.

Equidox Documents page

Table and List View

The table view presents a preview of a document in the form of a table, summarizing it into a table with the columns Name, Uploaded by, Status, Priority, Expected by, Pages, Images, Tables, OCR, MathML, and Progress %. The list view shows the name, label, status, images, pages, Progress %, and the expected by date. The list view also displays a preview of the first page. The user can choose between list and table view by selecting the the three lined list icon or the nine square table icon in the top right of the page.

Documents Page in Table View format

Document Detail

There are two ways to locate and open a document. The first way is to go to the Documents page and select the document to open. The second way is to go to the Messages page, find the message for the respective document, and click the light blue link to open the document.

Tabs are presented once the user opens a document: Messages, Images, Properties, Metadata and, if the document is completed, Download. The user can view and modify a variety of aspects pertaining to the document through these tabs.

The default tab is Properties, where the user can view all of the properties of the open document. Title, Label, and Language attributes can be viewed or modified. Information such as Original URL, Created Date, Last Modification Date, Producer, as well as the number of images and pages in the document can also be viewed.

Users have the options to Share or Delete a document in the upper right hand corner of the screen. Click the green Share button to share a document with other users who need access to a specific document.

Click the red Delete button in the upper right corner of the window to delete a document from Equidox. The delete function is useful when a document does not need remediation and can be removed to organize the documents page.

Equidox Document Details Page

Document Detail: Selecting a Page

The user can view and edit a specific page. Select a document to view the Document Details Page. Select one of the pages in the Page Preview list to be redirected to the Page Preview.

Equidox Document Details Page

Document Detail: Messages Tab

The Messages tab shows users and the changes they have made to the document.

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Equidox Document Details Page - History tab

Document Detail: Images Tab

Select Images for a list view of all the images in the document. Pages with green borders have been saved. From listview, the user is presented with a preview of the image, description of the image, and the page number the image appears on. The field will read No Description if no description has been assigned yet. Select the image preview, page number or pencil symbol to open the conversion page to locate the image and enter a description on the control panel.

Equidox Document Details Page - Images tab

Document Detail: Properties Tab

The properties of a document can be managed by changing the label, title, and assignment to different users. If required, enter a new title in the Title bar and choose a new label from the Label bar. Use the Language dropdown to select the language of the document. Click Download original document/PDF header to download the original document. View the page count in the Pages bar. Select Save to save all modifications.

Equidox Document Details Page - Properties tab

Document Detail: Metadata Tab

Select Metadata to view all the name and value pertaining to each piece of metadata. Click the Name and Value fields to edit the metadata. Add metadata to a document using the same process used to edit metadata. Click the + button to create and save or the red cross icon to delete metadata.

Equidox Document Details Page - Metadata tab

Inserting Metadata

Add more metadata search terms to make it easier to retrieve documents. For example, the user may want to group documents by the label “Organic Chemistry” and assign metadata for a specific author. Select a document. Select the Metadata tab. Enter or modify the name and value in the metadata fields. Select the + button on the right of the Metadata. Select Save to save changes.

Deleting Metadata

Remove search terms by deleting metadata from a document. Select a document. Select the Metadata tab. Select the red cross icon on the right of the metadata row.

Document Detail: Permissions

Institution Permissions

Manage and organize document permissions by selecting which users and institutions can or cannot view and edit certain documents. A new document will be automatically shared with an institution when uploaded by a user assigned to that institutions. Administrators can grant access to view and edit a document by manually sharing documents with institutions and individual users.

Sharing a Document

Administrators can share documents with other users. Select a document. Click the green Share button in the top right corner of the Document Detail page. Select “Share with Others” or “Share with an Institution” on the modal pop-up window. The “Share with Others” option presents a list of other users to share the document with and grant editing permissions. The “Share with an Institution” option presents a list of institutions to share the document with and grant editing permissions to all users within that institution.

Upon selecting the pick-list from under the “Share with Others” header, the user will be presented with a list of users in which the user can share the document with. Sharing a document with a user will grant that user access to editing the document, but not any other users in that institution (unless specified). Furthermore, selecting the pick-list from under the “Share with an Institution” header will present the user with a list of institutions to share the document with. Sharing a document with an institution will grant all users within that institution access to editing the document.

Equidox Document Details Page - Share Document

Document Detail: Download Tab

Edit the file name or preview the HTML document before From this tab, users can edit the file name or preview the HTML document before download. Equidox allows users to choose the proper output, which is currently WCAG 2.0 AA compliant HTML. We are also working on additional outputs like PDF-UA and ePub, and users will receive alerts when these updates are completed. Users can elect to download the entire document or individual pages when they are ready to output to HTML. When users click Download HTML the file is downloaded in a zip file, and from there the user dictates what they want to do with the document in terms of saving it or importing it into a CMS or LMS, if applicable.

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Equidox Document Details Page - Download tab

Output to HTML

Selecting Document pages to download

The user can download the entire document in HTML or download a selection of pages from the document. The entire document will be downloaded if the All radio box is selected when the user clicks Download HTML. To download a selection of pages from the document the user can enter the desired page numbers into the text box. Comma separate individual pages or use a hyphen to define an ascending order range of pages to download. Page selections in an invalid format will not download.

Examples:

  • Valid selection: 1, 2, 3
  • Valid selection: 1-3
  • Valid selection: 1-2, 3
  • Invalid selection: 3-1

Generate Page IDs

The user can toggle the option to generate page IDs. Toggling this on will export page IDs with the rest of the document upon export. ######## internal HREF reference! <span id=”page2”/> so you can create a link <a href=”#page2”> so if you have created a link that refer to a specific page in the document you will need to generate the Page IDs or the links won’t work.

Alternate: using Anchor (refer)

Filename

Edit the name of the document being exported in the Filename textbox.

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Equidox Document Details Page - Output HTML

Output to PDF

Filename

Edit the name of the document being exported in the Filename textbox. The document will export as its original name if this field is left blank.

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Equidox Document Details Page - Output PDF

Output to EPUB

Select Document pages to download

The user can export the entire document as Epub or download a selection of pages in the document. The entire document will be downloaded if the All radio box is selected when the user clicks the Download Epub button. To download a selection of pages from the document the user can enter the desired page numbers into the text box. Comma separate individual pages or use a hyphen to define an ascending order range of pages to download. Page selections in an invalid format will not download.

Examples:

  • Valid selection: 1, 2, 3
  • Valid selection: 1-3
  • Valid selection: 1-2, 3
  • Invalid selection: 3-1

Filename

Edit the name of the document being exported in the Filename textbox. The document will export as its original name if this field is left blank.

Equidox Document Details Page - Output Epub

Using Page Controls Page controls are located at the top of the Page Details page and allow the user to go to the next page of the document, the previous page, or return to the document details page.

Page Controls

Page controls are located at the top of the Page Details page and allow the user to go to the next page of the document, the previous page, or return to the document details page.

Page Controls