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When uploading and reviewing content in Vodori, you may occasionally encounter differences in how fonts, layouts, or annotation positions appear. 

What you see in the viewer adjusts to fit your screen: if the document is wider than your display, it scales down to fit; if it’s narrower, it displays at its original size. This article walks you through how to troubleshoot layout, font, and upload issues so your content appears just as expected.

 

About custom fonts

Some fonts, like Times New Roman and Verdana, are available across systems. However, when you’re designing documents, you may use custom fonts to achieve a specific style.

Custom fonts, on the other hand, are not guaranteed to be available on all systems. When they’re not available, they’re replaced with a close match. This is usually what happens when you see a font-related issue in Vodori.

You have a few options, listed below, to help fix that issue.

 

Embed your fonts

Microsoft Office allows you to embed fonts in your files to ensure others who view the file see it as you intended. The process to embed fonts is simple but may vary depending on your operating system and which version of Microsoft Office you’re using, so see their help documentation for instructions.

Please note that embedded fonts must be in .TTF format. Vodori relies on Microsoft Office to pass the fonts from Microsoft Office to generated PDF files. At this time, Microsoft Office only accepts .TTF font files. File types of .OTF and Type 1 are not supported. You may need to convert .OTF font files to .TTF. 

To determine what font types are used in your document:

  • Save the file as a PDF
  • Open the PDF in Adobe Acrobat
  • Navigate to File > Document Properties > Fonts
  • Each font and the font type will be listed

It's important to note that embedding fonts increases the size of your file, especially if your file uses multiple fonts and weights.

Upload issues with complex PDFs

Occasionally, the system may fail to upload a PDF file that meets the file size requirements due to the file’s complexity or overall shape/layout (e.g. PDFs with many layers or pages of varying sizes) this typically happens when files are over 100mbs but can vary. 

In these cases, we recommend trying these options:

  1. Compress or flatten the file in Adobe. The Acrobat PDF compression tool balances an optimized file size against the expected quality of images, fonts, and other file content. Flattening the file will remove all layers. 
  2. Ensure pages in the PDF are of a uniform size and layout. 
  3. Break apart particularly long or wide pages into multiple pages. Save each section separately and aggregate them into one PDF using Adobe.
  4. If you’re still having trouble uploading a PDF, you can upload a simplified version of your file to Vodori first, and then upload your original PDF as a rendition. A simplified version could be an image file (JPEG, PNG) or a zip of the file if you want to maintain the original file.

Other layout issues

  • Complex elements: If you have a PDF or Illustrator file with complex vectors and gradients, you may see unexpected shapes and colors when you upload the file to Vodori. Try simplifying the complex elements to avoid those issues. For example, remove some shapes or gradients to reduce complexity, or save complex elements as images before using them in your file. Note that layered .PSD files will be displayed as a rasterized version (flattened with layer information removed). 
  • Unexpected characters: If you see unexpected characters in the highlighted text pulled into an annotation, that may be a sign that your file is corrupted. In particular, this can happen when you edit a PDF in Preview, the PDF viewer on macOS.
  • In other cases, Preview has a tendency to corrupt PDF files, so we recommend making PDF edits in Adobe Acrobat instead.
  • If all else fails, there may be an issue with the way the PDF was saved. Try making a minor change, re-saving the file, and re-uploading it into the system.

Provide your own viewable rendition

If you are experiencing issues with fonts, layers, or other scenarios as described above, you can upload your own viewable rendition of the document. This will allow you to maintain the original file format for the document being routed in Vodori but annotate on a viewable rendition that more closely matches the final document. 

  1. Open your file.
  2. Select File > Save as.
  3. Select PDF as the file format and save.
  4. Navigate back to the document in the Vodori system. 
  5. Click "Details" in the bottom left.
  6. Click on the Renditions tab.
  7. Click “Upload” and select the PDF, PNG, or JPEG rendition of your file. 
  8. Navigate back to the Viewer.

 

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