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.