The Settings Tab

On this page:  Selection Group I Selection Order I Text Direction I Selection Tool I Highlight Color I Business  I User Tags I About

The “Selection” Group  Screen shot of the Selection Group on the Settings tab in the CommonLook PDF Global Access Ribbon.

This Group controls the content in the document that may be selected for tagging.

Exact – Allows the user to select and work with exactly what content, tag, etc. is clicked on or highlighted.

The rest of the Selection Group is organized into three columns.  Users may specify selection criteria from the first column OR the second column.  For example, Text, Images, and Annotations may be chosen in any combination with each other.  However, “Text” (in the first column) cannot be chosen along with “Tags” from the second column.  The third column, containing “Tagged” and “Untagged,” allows the user to control from where the content can be selected (from the Tag Tree, the Untagged Content panel, or both).

  1. Text – With this checkbox turned on (checked), text may be selected.  If the checkbox is turned off (unchecked) then text cannot be selected, even if there is text in the highlighted section of the Physical View.
  2. Images – With this checkbox turned on (checked), images may be selected.  If the checkbox is turned off (unchecked) then images cannot be selected, even if there is an image in the highlighted section of the Physical View.
  3. Annotations – With this checkbox turned on (checked), annotations may be selected.  If the checkbox is turned off (unchecked) then annotations cannot be selected, even if there is an annotation in the highlighted section of the Physical View.

Tip:  Turning on and off the options listed above can be very helpful.  For example, in the Physical View of the document, a link can contain text (the website target, for example), an image (the blue underline), and an annotation (the “clickable” part of the link that makes it go to the actual target).  By turning off “Images” and then selecting the link, the text and the annotation will be correctly tagged and the image will not be brought into the structure of the <Link> tag.

The second column contains two options, “Tags” and “Artifacts.” The explanation of this functionality follows:

  1. Tags – Will select the tag that the text, image, or other highlighted portion of the document is in as opposed to selecting the word or image itself.
  2. Artifacts – Turning on or off this checkbox will allow the user to control whether or not artifacts are also selected when highlighting content or choosing tags in the Tags Tree.  In addition, turning off the other checkboxes and leaving “Artifacts” checked makes it easier to set the properties of artifacts (layout, pagination, attached attribute, etc.) or to tag them to be read.

The last column with options for “Tagged” and “Untagged”

  1. Tagged – Turning on or off the “Tagged” checkbox controls whether or not tagged content may be selected.  This can be helpful, for example, when a user wants to select only tagged content on a page that contains both tagged and untagged items.
  2. Untagged – Turning on or off the “Untagged” checkbox controls whether or not untagged content may be selected.  This can be helpful, for example, when there is untagged content on the page that should be tagged.  Switch the selection to Untagged only, select the content, and then tag it accordingly.      

The “Selection Order” Group  Screen shot of the Selection Order Group on the Settings tab in the CommonLook PDF Global Access Ribbon.

There are two options for selecting content in a document.

When using the first choice, Physical Order, to select and move content, the text, images, etc., will be ordered in the Tag Tree as they appear in the Physical View (reading top to bottom and left to right).

The second option, Logical Order, will cause content to be selected, moved, and reordered according to how it is currently organized in the Tag Tree.

The “Text Direction” Group Screen shot of the Text direction Group in the Settings Tab of the CommonLook PDF Global Access Ribbon.

Changing the text direction, when highlighting content in the physical view, is necessary when remediating a document in which the text is read from top to bottom and right to left.  Choosing “right to left” in the “Text direction” group, highlighting the content to be tagged in the physical view (from right to left), and then tagging that content, will result in the text runs being reordered in the tag from right to left.

Note:  While the text runs will be placed in “right to left” order, the characters inside the text runs will still be arranged left-to-right.  To remedy this, place the text inside a “ReversedChars” tag.  (See the Insert and Convert Tag tab webpage for more details.)

 

The “Selection Tool” Group  Screen shot of the Selection Tool Group on the Settings tab in the CommonLook PDF Global Access Ribbon.

In CommonLook Global PDF, there are two different ways to select content.

The first option, Text Selection, will allow the user to select text from the PDF document.  This could be useful, for example, when assigning Alternative Text to an image in a <Figure> tag.  Choose “Text Selection,” highlight the text in the document that will be used for the Alt. Text, and copy it to the clipboard (Ctrl+C).  Then, paste the text (Ctrl+V) into the Alt Text field in the appropriate <Figure> tag.

The second option, CommonLook Selection, allows for selecting the text runs, tags, and other items necessary to remediate the document.  This is, in fact, the default setting for CommonLook PDF.  So, unless one wants to copy text from the PDF, for example, this setting rarely needs to be changed.

The “Highlight Color” Group  The Highlight Color Group and dropdown menu in the ribbon on the Settings tab in CommonLook PDF GlobalAccess.

In this group, a drop-down menu allows the user to change the color that’s used to highlight elements in the physical view when these elements (or their tags, text elements, etc., in the Tags tree) are selected.

The “Business” Group  Screen shot of the Business Group on the Settings tab in the CommonLook PDF Global Access Ribbon.

The Business Group in the Settings Tab on the Ribbon contains a User Preference menu and a button to Reset Panel Locations.

In the User Preferences menu, users may choose settings to:

  1. Check a checkbox to “Consider elements containing only empty spaces to be empty.”  If this checkbox is checked, then when a clean-up of the document is run, tags with empty text runs (blank spaces) will be deleted.
  2. Check or uncheck the box to “Copy Contents of Selected Tags to Find Text” (useful in Find and Replace).
  3. Generate Bookmarks up to a specific Heading Level by choosing from a drop-down menu.

On a side note:  Empty text runs are common in PDF documents, being created when the author of the document hits the Enter key, for example, at the end of a paragraph.  This option will safely delete the “empty” text runs.

When clicked, the “Reset Panels Location” moves all of the panels (table tools, Tags, Untagged Content, etc.) back to their default positions.

The “User Tags” Group  Screen shot of the User tags Group on the Settings tab in the CommonLook PDF Global Access Ribbon.

This group allows the user to add other commonly used tags to the ribbon for easy access.  For example, if a user frequently creates Sect tags, then adding that option to the ribbon would be helpful.  To add tag types to the ribbon, click on the “User Tags” icon and then, in the box, type the desired tag type (up to nine tags can be added here).  When finished, click “Close.”  The added tags will then be available in both the Insert Tag and Convert Tag tabs on the ribbon.

Screen shot of the User tags group open.

The “About” Group  Screen shot of the About Group on the Settings tab in the CommonLook PDF Global Access Ribbon.

There is a button in the About Group that users may click to check on version and licensing information.

Next Pages

Follow the links below to view other pages in the software manual:

Page 1- Welcome, Getting Started

Page 2 – The Toolbar and Ribbon

Page 3 – Insert Tag and Convert Tag Tabs

Page 4 – The Settings Tab

Page 5 – The Windows Tab

Page 6 – The Operations Tab

Page 7 – The Tag Properties Panel

Page 8 – The Integrity Validator

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