How Enterprises Can Scale PDF Accessibility Without Slowing Down

Big PDF accessibility projects and enterprise-sized teams require more than just remediation tools—they demand streamlined project management, team coordination, and oversight. Equidox’s robust administration features make it possible for large organizations to manage hundreds or thousands of documents and users efficiently, keeping projects on time and on budget.

Here’s how Equidox enables enterprise-scale efficiency.

1. Labels: Organize Projects Your Way

Labels help administrators and team members keep large volumes of PDFs organized. You can:

• Apply up to five labels per document for detailed categorization (e.g., by department, project, status, or  priority).

• Use color-coded, Global Labels so all users follow the same labeling system.

• Filter documents by label to instantly find specific project files among thousands.

This structured organization makes it easy to assign work, track progress, and prevent files from getting lost in the shuffle.

2. Groups: Streamlined User Management

For organizations with dozens—or even hundreds—of users, Groups keep workflows focused and prevent overlap.

• Assign users to specific teams or departments.

• Share documents only with the Groups that need them. This can be particularly useful for confidential or unpublished PDFs.

• Combine with Labels for layered organization—perfect for enterprises with multiple ongoing projects.

Groups are especially useful for higher education, government agencies, and corporations with large distributed teams.

3. Flexible Account Control

Administrators can:

• Add or remove users in seconds.

• Assign admin or standard permissions.

• Use single sign-on (SSO)  through Google or Microsoft cloud authentication
•  to simplify login and eliminate manual invitations.

• Track user registration and remove inactive accounts.

This flexibility ensures the right people have access when they need it.

4. Collaboration Tools for Faster Work

Equidox’s built-in communication and tracking features help teams work together efficiently:

• Validation Checkmarks mark completed pages, so team members can see progress at a glance.

• Page Notes let users flag issues, request help, or leave instructions for collaborators—right inside the document.

• Document Sharing allows admins to assign files directly to users or Groups.

These features cut down on email back-and-forth and keep all project details in one place.

5. Activity Dashboard

The Equidox Dashboard gives administrators a bird’s-eye view of:

• How many documents were imported, exported, or validated.

• Which Groups are most active.

• Trends over specific timeframes.

This data helps managers spot bottlenecks, reallocate resources, and measure team productivity.

6. Built-in Support

Need help? Use the integrated Help widget to:

• Submit support tickets without leaving your document.

• Attach files and screenshots for faster troubleshooting.

• Track all requests to ensure nothing gets lost.

Why These Features Matter for Enterprise PDF Accessibility

For large organizations—whether corporations, universities, or government agencies—PDF remediation at scale isn’t just about tagging documents correctly. It’s about managing people, projects, and priorities efficiently.

Equidox’s administration tools:

• Reduce time spent tracking files.

• Minimize duplication of effort.

• Provide visibility into project status.

• Keep teams aligned, even when working remotely or across departments.

When every document counts, these features make enterprise accessibility efforts not only possible—but scalable.

Nina Overdorff

Nina comes to Equidox with years of sales and marketing experience from a variety of industries and holds a BS in Language Arts Education. Nina has a passion for words, storytelling, and information, which she believes everyone should have access to regardless of ability. After spending time as a teacher with a blind student, she became much more aware of the limitations and abilities of web accessibility, and how essential it is to those experiencing disabilities. “Being able to access information equally ensures that everyone has an equal opportunity for education, employment, and success in life.”