Prepare PDF files for proofing

Ziflow can convert most PDFs into proofs without issue, but uploads may fail if the file is too large, too complex, or restricted by security settings. 

Use these guidelines when exporting a PDF for proofing:

• Embed all fonts - Prevents font substitutions and layout shifts in the proof.

• Use Print or Press Quality export settings - These presets preserve visual fidelity without introducing compatibility issues.

• Flatten transparency and layers when possible - Complex transparency and layered effects can cause rendering problems.

• Keep page dimensions within supported limits - Page width and height should not exceed 199 inches. Oversized pages are a frequent cause of upload failure.

  If you require sizes larger than 199 inches, let us know by clicking this link and telling us how important larger sizing is for your organization.

• Allow printing and content extraction permissions

• Do not password protect files

• If you want to export a PDF that includes review comments, do not create the proof from an encrypted PDF.

A PDF may be too complex if it contains

• Large numbers of individual objects (for example, hundreds of separate shapes, lines, or text balloons instead of merged/flattened artwork).
• Very high page dimensions or resolution that make rendering more demanding.
• Layers or effects that aren’t flattened (such as transparency, gradients, or detailed Illustrator exports).
• Heavy background builds (like a background made from dozens of lines instead of a single shape).

Signs your file is too complex

• Pages load slowly in Adobe Acrobat, with objects appearing one by one.
• Adobe Acrobat crashes when you try to flatten or simplify the file.

For more troubleshooting tips, see Common upload and proof issues.