DocAccess & Canvas - Request an Accessible PDF Transcription

Overview

DocAccess is integrated with Canvas and can generate an accessible transcription of PDF files stored in course content and Files, making course materials easier to access and navigate. The transcription provides an alternate way to read and navigate PDF content. The original PDF is not modified, replaced, or remediated.

Students and instructors can request a transcription from eligible PDFs in Canvas. Once a transcription has been generated, it becomes available to anyone who can access the PDF in the Canvas course.

Depending on the PDF, a transcription may:

• Improve compatibility with screen readers.
• Present content in a structured format.
• Include descriptions of images and visual elements.
• Make lengthy documents easier to read and navigate.
• Provide an alternative to viewing the original PDF while preserving access to the original file.

Important Limitations

• DocAccess does not modify or remediate the original PDF.
• The accessible transcript is generated automatically and should be reviewed for errors, especially in tables, images, mathematical content, and complex layouts.
• Newly created transcripts may not appear immediately. Refresh the page or reopen the PDF if processing appears complete.
• The Printer-Friendly View preserves the document's visual appearance but should not be assumed to contain the accessibility tags found in properly remediated PDFs.
• DocAccess provides an additional access option. It is not a substitute for creating accessible source documents and properly tagged PDFs.
• Interactive PDF forms are not fully supported. DocAccess can transcribe form content, but form fields may not be usable in the transcript.
• Use a current web browser. Older browsers or restrictive browser privacy settings may prevent transcript requests from completing successfully.

Choose the Appropriate View

When a PDF has been processed by DocAccess, the viewer provides two viewing options.

Accessible Transcript View

Use this view for:

• Screen-reader access
• Structured headings and navigation
• Reflowed text on mobile devices
• Text resizing and improved readability
• Searching document content

Because the transcript is generated automatically, confirm that its content accurately represents the original document.

Printer-Friendly View

Use this view when:

• The original visual layout is important
• You need to examine graphics or formatting
• You need to print the document
• The document contains forms or content that depends on its visual arrangement

Interactive form fields may not function as expected in this view and may require use of the original PDF.

The Printer-Friendly View should not be assumed to be an accessible, tagged, or remediated PDF. Do not redistribute a PDF created with Print PDF as an accessible document unless its accessibility has been separately verified.

Students: Access PDF Content with DocAccess

1. Open the PDF from your Canvas course.
2. If the DocAccess viewer appears, select Accessible Transcript View.
3. Use the document headings, outline, search tools, and browser controls to navigate the content.
4. Switch to Printer-Friendly View when you need to examine the original layout, images, or formatting.

If a transcript was recently created, you may need to refresh the page or reopen the PDF before the accessible version appears.

Report a Problem

If a transcript is missing, inaccurate, or difficult to use:

1. Notify your instructor as soon as possible.
2. Explain what content you cannot access.
3. Include the course name, PDF filename, and a screenshot if available.

If the issue affects your ability to complete coursework:

1. Contact your instructor.
2. Use the Help option in Canvas or contact the UWM Help Desk.
3. If necessary, report a digital accessibility barrier .
   
   

Instructors: Create an Accessible Transcript

Process One PDF

1. Open the Canvas course.
2. Select Files from the course navigation.
3. If Canvas displays the older Files interface, select Switch to new Files page.
4. Locate the PDF.
5. Select the DocAccess control associated with the file and choose the option to create an accessible version.
6. Wait for processing to complete. Processing may take several minutes, depending on the file and system demand. Refresh the page if the transcript does not appear immediately.
7. Open the PDF.
8. Confirm that both Accessible Transcript View and Printer-Friendly View are available.
9. Review the transcript against the original PDF.

The transcript should be checked for:

• Complete and accurate text
• Meaningful heading structure
• Correct reading order
• Properly organized lists and tables
• Useful descriptions of meaningful images
• Accurate links, page references, and special characters

Using DocAccess Content for Long-Term Accessibility

UWM currently licenses DocAccess through the 2026-27 academic year. Instructors who plan to reuse PDFs may wish to save and review DocAccess-generated content for future use.

The Printer-Friendly View can provide a useful starting point for improving the accessibility of course materials while preserving much of the original document layout.

To use DocAccess content as part of an accessibility workflow:

1. Generate and review the DocAccess transcript.
2. Compare the transcript with the original PDF.
3. Identify missing, inaccurate, or poorly formatted content.
4. Use the Printer-Friendly View as a starting point for revisions.
5. Review and improve the content before republishing it in Canvas.
6. Use the Canvas Accessibility Checker to identify and correct accessibility issues.

DocAccess does not remediate the original PDF. However, reviewed and corrected DocAccess-generated content may provide a useful starting point for creating a more accessible replacement for the original PDF.

Note: The Printer-Friendly View should not be assumed to create an accessible, tagged, or fully remediated PDF.

Troubleshooting

The DocAccess Control Is Missing

Confirm that:

• You are using the new Files page.
• The item is a PDF stored in the Canvas course.
• The file opens normally in Canvas.
• You have permission to manage course files.
• The file is not an external link or assignment submission.

Refresh the page after switching interfaces.

A File Remains in Processing Status

Normal processing should not remain pending indefinitely.

1. Refresh the Files page.
2. Test another small PDF.
3. Download the affected PDF and upload a new copy.
4. Confirm that the new copy processes successfully.
5. Update any course links to point to the newly uploaded file.

In UWM testing, reuploading the PDF sometimes resolved processing jobs that appeared stuck.

If the same PDF processes successfully after being uploaded again, the original Canvas file record or DocAccess processing job may be stuck.

If multiple files remain stuck, contact the UWM Help Desk, rather than replacing every file manually.

Transcriptions May Contain Errors

IMPORTANT: Do not assume that a completed DocAccess transcript is accurate.

Review important content, including tables, images, mathematical notation, diagrams, and complex layouts before relying on the transcript. If important information is missing or incorrect, provide another accessible version of the material and contact the UWM Help Desk.

Privacy and Ownership

DocAccess does not claim ownership of original PDFs or generated transcriptions. Existing ownership and intellectual-property rights remain unchanged. DocAccess does not use customer documents to train shared AI models and does not require individual user accounts for general use of transcriptions.

Get Help

If you experience problems using DocAccess, contact the UWM Help Desk .

When reporting a DocAccess issue, include:

• Course URL
• PDF filename
• Processing status
• Screenshot, if available

The UWM Help Desk will collect troubleshooting information and route unresolved DocAccess issues to the appropriate support team.

Related Resources

• UWM Digital Accessibility