Archiving and conversion to PDF

Archive Formats "4" and "7" convert to PDF to:
  • Allow users to retrieve and view the content with no specialized client software other than Adobe Reader
  • Comply with legal archiving requirement for a given industry

In order to comply with the legal archiving requirements for many industries it is necessary to store and retrieve documents in a format that complies with the PDF/a format (refer http://www.pdfa.org/en/pdfa-standard.html for details).

PDF/a is based on PDF version 1.4 with some options, such as font embedding, being compulsory and others, such as JavaScript, being forbidden in order to comply.

By default, EngageOne Deliver interfaces with Open Office (refer to http://www.openoffice.org.com) to convert message content and attached files to PDF. Open Office versions 2.4 and later support converting MS Office formats to PDF/a. PDF/a can be enabled in an Open Office instance by opening the Open Office Writer and exporting one file to PDF via File -> Export to PDF… -> and selecting PDF/A-1 in the General tab. Thereafter PDF conversions carried out by EngageOne Deliver calling that Open Office instance will return files of format PDF/A-1 for archiving.

EngageOne Deliver can be configured to use Open Office to convert any of the formats listed below into PDF or PDF/a. If content is of a different format and not supported by Open Office, EngageOne Deliver will not attempt to convert the said file. It will just retain the file's original format and a Work Flow Item will be created to manually process it.

If a PDF document is attached to an inbound email, EngageOne Deliver will not convert the PDF content, but simply archives the PDF attachment in the form it was received.

Formats that Open Office can convert to PDF are as follows:

  • Content-type = "application/msword" or file extension = ".doc"
  • Content-type = "application/vnd.openxmlformats-officedocument.wordprocessingml.document" or file extension = ".docx"
  • Content-type = "application/vnd.ms-excel" or file extension = ".xls"
  • Content-type = " application/vnd.openxmlformats-officedocument.spreadsheetml.sheet" or file extension = ".xlsx"
  • Content-type = "application/vnd.ms-powerpoint" or file extension = ".ppt"
  • Content-type = "application/vnd.openxmlformats-officedocument.presentationml.presentation" or file extension = ".pptx"
  • Content-type = "application/vnd.oasis.opendocument.text" or file extension = ".odt"
  • Content-type = "image/jpeg" or file extension = ".jpg" or ".jpeg"
  • Content-type = "image/tiff" or file extension = ".tif" or ".tiff"
  • Content-type = "image/gif" or file extension = ".gif"
  • Content-type = "image/bmp" or file extension = ".bmp"
  • Content-type = "text/HTML" or file extension = ".HTML" or ".htm"
  • Content-type = "text/rtf" or file extension = ".rtf"
  • Content-type = "text/plain" or file extension = ".txt"

When content fails to convert to the format configured for archiving, a Workflow Item is created. You can then access the message and content that failed to convert, download it, and either convert it with a third-party tool and upload the converted content for archiving or simply archive the content in its original format. You can do this through the Workflow Convert page. Refer to Conversion/Upload substitute content.