How to Fix the PDF Preflight Embedded File Entry Error
Question details
The user needs to resolve a Preflight error indicating that a PDF contains an embedded file entry, which prevents successful conversion to the PDF/A format.
- Product
- Device & OS
- not provided
- Scenario
- Converting a standard PDF document into a PDF/A compliant file for long-term archiving.
- Observed behavior
- The Preflight validation process fails and displays an error stating the document contains an embedded file entry (EF), blocking the PDF/A conversion.
Before altering the document structure to meet PDF/A compliance, verify what the embedded files are, as removing them will result in a permanent loss of that attached data.
Remove Attachments and Run a Preflight Fixup
Manually delete attached files from your PDF and use a dedicated Preflight fixup to strip out any remaining embedded file entries from the document structure.
The PDF/A standard strictly forbids embedded files or attachments because they can compromise long-term document preservation. Standard sanitization tools might miss deeply embedded entries, making manual removal and targeted Preflight fixups necessary.
Launch your advanced PDF editor (such as Adobe Acrobat) and open the Attachments panel, typically represented by a paperclip icon on the left sidebar.
Select all files listed in the attachments pane, right-click, and choose the option to delete or remove them from the document.
Navigate to the Preflight tool, search for a fixup profile specifically designed to 'Remove embedded files' or 'Remove file attachments', and execute it.
After the fixup completes, save the document as a new file and run the PDF/A Preflight validation again to ensure the error is resolved.
Easily Manage and Remove PDF Attachments with WPS PDF
WPS Office provides a powerful yet lightweight PDF editor that allows you to effortlessly view, manage, and delete embedded files or attachments, ensuring your documents are clean and well-structured.
- 1. Open the PDF: Launch WPS Office and open your PDF document using the WPS PDF tool.
- 2. Access Attachments: Click on the 'Attachments' (paperclip) icon located on the left-hand navigation pane.
- 3. Select Embedded Files: Review the list of attached or embedded files displayed in the panel.
- 4. Delete Entries: Right-click the files you no longer need and select 'Delete' to remove them from your PDF.
- 5. Save Changes: Click 'File' and select 'Save' to apply the removal of the embedded files permanently.
Frequently Asked Questions
Why does the PDF/A format prohibit embedded files?
PDF/A is an ISO-standardized format designed for the long-term archiving of electronic documents. It prohibits embedded files (like Excel sheets or other standard files) because there is no guarantee that the software required to open those specific embedded formats will be available in the future.
Will 'Sanitize Document' fix the Preflight embedded file error?
Not always. While standard document sanitization removes hidden metadata and some attachments, it frequently misses deeply embedded file entries (EF) within the document structure. A targeted Preflight fixup is usually required to completely strip these entries out.
How can I tell if my PDF contains hidden file attachments?
You can check for visible attachments by opening the Attachments panel (usually a paperclip icon) in your PDF reader. For hidden entries, running a Preflight analysis in an advanced PDF editor will generate a report identifying any non-compliant embedded file entries.
