Fix PDF/A Files Cannot Be Sent for Review Error
Question details
The user is unable to initiate a collaborative review because the document is saved as a PDF/A file, which imposes archiving restrictions.
- Product
- Adobe Acrobat / Word Processors
- Device & OS
- not provided
- Scenario
- Attempting to send a PDF document for review and collaboration.
- Observed behavior
- Acrobat displays an error stating that PDF/A files cannot be sent for review due to long-term archiving standards restricting document modifications.
Verify whether the document must strictly remain in the PDF/A format for legal or compliance reasons before removing its archival restrictions.
Disable PDF/A Compliance in Your Word Processor
Prevent the error at the source by exporting a standard PDF instead of an archival PDF/A from your original word processor.
PDF/A is a specialized format designed for the long-term archiving of electronic documents. Because it strictly embeds all elements and restricts external dependencies, Adobe Acrobat automatically disables certain interactive features like collaborative review workflows.
To bypass this limitation, you need to generate a standard PDF from the original source file (such as WordPerfect, Microsoft Word, or WPS Writer).
Launch the original document in your word processor, such as WordPerfect or Microsoft Word.
Navigate to the 'File' menu and select 'Publish to PDF', 'Save As', or 'Export', depending on your software.
Open the PDF Settings or Options dialog box within the save window.
Uncheck the option labeled 'PDF/A compliance', 'ISO 19005-1 compliant (PDF/A)', or 'Archival format'.
Save the file as a new PDF document. You can now open this standard PDF in Acrobat and successfully send it for review.
Remove PDF/A Information Using Adobe Acrobat
If you do not have access to the original source file, you can strip the PDF/A compliance directly within Acrobat.
Use WPS Office to Seamlessly Export and Review PDFs
WPS Office provides robust built-in PDF tools that let you easily export standard PDFs without archival restrictions, allowing for smooth collaboration and commenting workflows.
- 1. Open your document: Launch WPS Writer and open the text document you want to send for review.
- 2. Access PDF Export: Click on 'Menu' in the top-left corner and select 'Export to PDF'.
- 3. Configure PDF Settings: Click 'Advanced Settings' in the export window and ensure that the 'PDF/A' compliance checkbox is left unchecked.
- 4. Export and Review: Click 'Export' to generate a standard PDF that can be seamlessly annotated, commented on, and sent for review.
Frequently Asked Questions
What exactly is a PDF/A file?
PDF/A is an ISO-standardized version of the Portable Document Format (PDF) specialized for the digital preservation of electronic documents. It disables features like encryption, audio, and external hyperlinks to ensure long-term readability and formatting stability.
Why does Adobe Acrobat restrict reviews for PDF/A files?
Because PDF/A is strictly meant for long-term archiving, its core design prevents modifications and dynamic content. Collaborative review processes require modifying the document to add comments and markups, which inherently violates the strict archiving standard.
Can I convert a PDF/A back to a standard PDF without the original source file?
Yes. Most advanced PDF editors, including Adobe Acrobat and WPS PDF, allow you to easily remove the PDF/A information from the file or use the 'Save As' function to export it as a standard PDF, stripping away the strict archiving restrictions.
