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Okay I'm showing two o'clock on my phone so I 
think it's a good time to get started welcome  

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everyone thank you all for joining us today for 
another edition of Equidox Webinar Wednesdays  

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it's been a while since we've done just a 
standard demonstration of how our software  

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works so this month we've chosen just to give 
any existing users a refresher demonstration  

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on how the product works or if you are a new 
user which if you are welcome this is going  

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to be just a quick overview about how you can 
use Equidox to remediate your PDF documents  

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so as always you can visit 
our website at www.Equidox.co

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so if you have any follow-up questions or if 
you'd like to set up maybe a more one-on-one  

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topic-specific demo and talk about documents that 
might be more relevant to your organization we  

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would love to chat with you so please feel 
free to reach out to us after this webinar

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at this time I'm going to jump into an actual 
demonstration of how the product works so here  

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I am in my Equidox application if you notice I'm 
actually operating directly through a browser the  

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advantage of Equidox being operated through 
a browser is that you don't have to install  

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or update or maintain software on any given 
machine which is really handy to deploy Equidox  

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to a much larger group of users so we work with a 
concurrent user licensing model and what I mean by  

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that is let's just say your organization were to 
purchase 20 concurrent licenses of Equidox that  

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means 20 different users could be logged in 
simultaneously and working on their documents  

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so we don't necessarily put a cap on how many 
people can have access to the tool it's just  

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about how many are using it at any given time 
being that it's web-based there's also a lot  

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of nice collaboration features built in we're 
able to share documents through the application  

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so if you needed to work with a subject matter 
expert on maybe a very technical document or if  

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they're if you're a new user and you have a very 
advanced document you'd like to ask for help with  

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you can do all of that through the application 
you can even have multiple people working on the  

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same document simultaneously so for a situation 
where you have maybe a very long document or a  

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document with a very tight deadline that you 
need to get remediated and posted right away  

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you could have your best remediators kind of 
sharing that workload working simultaneously  

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from their own individual computers they don't 
have to be in the same room nothing like that  

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they can be totally isolated working on different 
pages in that document so that you can kind of  

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power through those those large volume projects or 
those projects with tight deadlines very quickly  

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now what we're looking at here is just a list 
of documents that I've loaded into the tool for  

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just various demos and trainings that I do so 
these documents are are in my Equidox account  

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and they're ready to be worked on at any time 
to show you how to get documents into Equidox  

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I would first click over here on the import button 
so that's the second tab on the left hand side and  

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that will bring me to this import screen where 
I have two options I can either upload documents  

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directly from my hard drive or I can copy and 
paste URLs so this is particularly helpful if  

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you've done like a website audit you might have a 
spreadsheet or a .csv file that contains a bunch  

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of different URLs for PDFs that are scattered all 
over your website so instead of having to go and  

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download those individual PDFs which could be a 
full day project in itself you can actually just  

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copy and paste the URLs into this field and then 
Equidox can go and automatically retrieve those  

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documents for you through their URL in this case 
I've got plenty of PDFs on my hard drive so I'm  

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going to use the upload tab so if I just open up 
my folders I've already selected a few documents  

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so I'll just drag and drop these four documents 
into this gray area and then you'll quickly see  

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these green check marks indicating that the 
documents have been uploaded now once they're  

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uploaded I get this blue import button that will 
appear and pressing this blue import button will  

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kick off an automated process where Equidox 
will begin to evaluate these files and what  

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it's looking for during this import are things 
like existing tag structure so if the document  

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were previously tagged whether that be coming from 
the source file like microsoft word or indesign  

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when you hit save as PDF there are typically some 
PDF tags that are automatically generated however  

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those are not by any means guaranteed to make 
the document accessible and that's really what  

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a tool like Equidox is for to retroactively look 
at those PDF tags and just clean them up make sure  

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that they are accurate and make sure that that 
document is going to be compatible with assistive  

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technology so you can't always rely on existing 
tag structure now the alternative is that maybe  

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those documents weren't previously tagged in any 
way and that's fine as well because what Equidox  

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does during the import is it will automatically 
detect various elements of that PDF and it will  

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give you a head start on that remediation process 
so Equidox will find all of the text elements so  

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different paragraphs in the in the document 
it will find images it will find hyperlinks  

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fillable form fields pages that require optical 
character recognition just different elements that  

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make up the PDF document are going to be detected 
during that import and really it's all aimed at  

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making your process as you go through a little bit 
smoother so that you're not having to do as much  

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manual manipulation of the individual pages okay 
so now those four documents are imported while I  

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was talking there if I return to the main document 
list let me close out of this closed captioning

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I don't know why my internet is slow there we 
go so when I return to the main document list  

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I will see that I now have these four new 
documents here ready to be worked on at any  

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time I'm actually going to get started with this 
document here it's a pretty straightforward simple  

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document and it was actually previously tagged 
it's most likely just a Microsoft Word document  

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which is very common so it was actually created 
in Microsoft Word for Office 365. I can see that  

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right here on the document detail page one thing 
I like to mention on this document detail page is  

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that you have the ability to change the document 
title that's an important part of accessibility  

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so for example this document if you notice the 
file name actually took over the document title  

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so there was no document title provided you can 
update this right here in this title field so  

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you would certainly want to like make sure that 
you're inserting spaces between these words and  

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then you don't need things like the dot PDF 
suffix so a nice clean and consistent clear  

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document title is really important because 
that's typically the first touch point that  

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a user will have when they are navigating 
your site and looking for a specific document  

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you can also set language attributes at this point 
so if you have any documents that are presented in  

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different languages the primary one being English 
that's the default setting of Equidox but let's  

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say you have a Spanish version of this document 
you would just change the language attribute to  

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Spanish to trigger the screen reader to read 
from a Spanish library of words therefore it  

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won't be an English screen reader mispronouncing a 
bunch of Spanish words which will sound very silly  

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to the native Spanish speaker who is listening to 
that document through their screen reading device  

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you can also share this document with other 
users so that's important if you wanted to  

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ask for help on that document you can share 
it with other users in your account so if you  

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need help with anything you can obviously 
collaborate and work together as a team  

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now I'm going to jump in here into page one and 
take a look at what we have so we remember that  

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this document was previously tagged coming out 
of Microsoft Word and if you notice right away  

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what I'm looking at are these yellow boxes that 
are covering up the content on the page this  

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is all great we've got all of our different 
paragraphs recognized for us that's handy but  

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one thing I notice if I zoom in a bit is I can 
see that my heading level one is way down here  

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so for whatever reason whoever was publishing 
this document perhaps they were using heading  

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styles this got set as the heading level one 
for the document for some reason whereas I  

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would think that the heading level one should 
probably be up here at the very top of the page  

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so these yellow boxes that we're looking at think 
of these as a replacement to tags they really do  

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equate to tags we call them reading zones but all 
of these with labeled with the “TX” in the upper  

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left hand corner of the zone those are going to 
equate to P tags when we export the document and  

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then the number in the right hand corner of the 
zone that's indicating the reading order of the  

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page so the default assumption for the reading 
order is that it's left to right top to bottom  

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which will work fairly well for this document 
because it's pretty much a standard just top to  

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bottom reading order for every one of these 
pages so we don't have much to change there  

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now I'm not too satisfied with this heading level 
one being way down here I could change this and  

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turn this back into like a a Text Zone or maybe a 
heading level two and then set this as my heading  

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level one but before I go any further I want to 
show you a really important tool of within Equidox  

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that kind of helps automate things if I go to the 
page tab over here on the left hand side we have  

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this tool called the Zone Detector now the Zone 
Detector is handy if you don't like the initial  

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tag structure that you've been given or if you 
don't like the way that Equidox detected the the  

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structure and the layout of the page initially so 
if you don't like the structure you can use this  

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tool and you can slide this back and forth left 
and right and you'll notice how the granularity  

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of these reading zones starts to change so this 
is a way of helping to automate the process where  

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if you don't like what you've been given to start 
you can kind of change it to find that sweet spot  

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for the page and then you don't have to make as 
many manual adjustments to the individual zones  

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so just taking a quick look here you can see that 
I still have all those paragraphs nicely detected  

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and if I come up here to my preview button if I 
look up here this button in the right hand corner  

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it looks like a computer monitor if I press this 
at any time this is another really helpful tool  

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within Equidox this is an HTML preview of the 
page that I'm currently working on so I'm able  

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to see the structure that I've built in this very 
simple linear HTML view and this is essentially  

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just a reflection of what a screen reader is going 
to read out loud if I were to export this document  

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right now so as I make changes to my PDF page I 
will see those changes come to life over here in  

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my HTML preview now what I mean by that is let's 
say I bring the Zone Detector like way down to the  

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left and I get like individual paragraphs for each 
one of these lines of text this is obviously far  

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too granular and when I go to the preview you're 
going to see like the change that it's instantly  

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made obviously that's not correct we don't want 
each of these lines of text to be read as its own  

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individual paragraph at the same time if I bring 
the detection slider all the way to the right  

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this is a big giant paragraph over the entire page 
and that is going to render as this very clearly  

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incorrect giant paragraph where I need a I need a 
much more granular breakdown of these paragraphs  

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so I'm going to go back to something like I had 
before something along this along these lines in  

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this in this neighborhood of the Zone Detector and 
that's going to give me nice detection and from  

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here it's just a matter of setting a couple of 
headings so I'm gonna set this element here as my  

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heading level one now it's a Text Zone by default 
but I could change it to a heading through the  

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drop down menu or I can use my keyboard shortcuts 
so if I just tap “1” on my keyboard that will set  

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it to an H1 and when I look at the HTML preview 
I'll see much larger font to indicate that I  

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have in fact set that as a heading level one now 
down here I might elect to set this as a heading  

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level two so this is almost like an outline across 
this page it's these are subsections of this much  

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larger heading level one but if I wanted to set 
this as a heading level two I can simply tap “2”  

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on my keyboard and I will see that I have larger 
font here representing the heading level two  

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so the rest of this page is pretty much 
clean I don't really need to do anything  

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else to it so I can then move on to 
the subsequent pages in the document  

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so again this is another heading level one so I 
could just quickly change this to a heading level  

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two and the rest of this page looks pretty 
good if you notice there's a link inside of  

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this paragraph but Equidox detects that link 
automatically so I don't have to worry about  

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it the anchor point is already provided the 
zone is already there waiting for me and all  

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of my Text Zones have already been detected so 
when you get into documents like this you can  

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move very quickly through them if you know what 
you're trying to accomplish it's just a matter  

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of maybe bumping the detection slider setting 
a heading level two and then here we can use  

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break lines to identify these sort of different 
addresses and contact information and that will  

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render slightly differently in the HTML preview 
where you'll see it'll be more reflective of how  

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it looks in the PDF but essentially it will 
put a small pause at the end of each one of  

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these lines of text to read it a little bit 
more smoothly for something like an address  

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so a document like this once you get into the flow 
of using Equidox and you kind of understand what  

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you're trying to accomplish you can remediate 
a document like this literally in seconds  

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you know 30 seconds to a minute to get through 
four pages and then from there I would just save  

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the document close out of it to return back to 
the document detail page and then I would go to  

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my Output Tab now my Output Tab will allow me to 
export this document in multiple formats if I'd  

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like the primary one being PDF so I can simply 
press generate PDF and Equidox will produce a  

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brand new document for me and it's going to look 
and feel exactly the same as the original there's  

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not going to be anything different about this new 
document but it's going to have all of that tag  

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structure that I've just built so the headings 
and the reading order the hyperlinks all of that  

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is going to be automatically tagged by Equidox 
simply by exporting it so this is my new document  

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it's ready to be sent off wherever it needs to go 
posted to the website sent to a client whatever  

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whatever it needs this is your new PDF that can be 
used and replace the old one that might be sitting  

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on the website that was inaccessible now I'm going 
to jump into a different document now that has a  

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little bit more to it so there's a document that 
has well one of the primary challenges of PDF  

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accessibility is something like tables. tables 
can be really quite a burden to deal with so  

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let's just take a look at like this page here 
for example so this page here has some tables  

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on it and if you've ever done PDF remediation 
before you and you've done it probably with Adobe  

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Acrobat you know that tables are really one of the 
hardest elements to tackle there are so many steps  

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associated with it now this document was again 
previously tagged and I already have some table  

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structure here but let's assume that you don't 
have the table structure already maybe you arrive  

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at the table and it looks something like this very 
scary when you've got all these Text Zones for  

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each individual cell and if you look at the HTML 
preview you can see like this is not at all how  

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a table should be read by a screen reader that's 
quite a mess so what I can do to fix this is I can  

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just simply place a single zone over the entire 
table and then hit t on my keyboard t for table  

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or I could use the drop down menu and then this 
blue Table Editor button will appear so when I  

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pop open the Table Editor I will just be isolating 
this portion of the page for myself and you'll see  

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these green grid lines and this is Equidox's just 
initial guess at the basic cell structure of the  

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table it did an okay job as you can probably tell 
but it missed the mark on the columns especially  

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now we can improve upon this detection using our 
Table Detector so this is using a combination of  

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computer vision and machine learning so as I move 
these detection sliders back and forth left and  

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right you'll see how they the green grid lines 
start to change their detection of this table so  

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moving them around you can just again find like 
that ideal sweet spot where you get all of your  

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cells organized correctly so ins we remember how 
ugly this was before when it was just going to  

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be reading random bits of data in like a left 
to right top to bottom way now when I press  

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the preview button what we're going to have is a 
nice clean HTML table and then this will all be  

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read correctly through a screen reader and allow 
that user to navigate the table data so if they  

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find themselves in this particular cell they know 
that they are in the administrative assistant row  

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and they know that they are in the median lowest 
wage column so they can navigate freely through  

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this table data and always understand where they 
are located in terms of the table structure with  

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the rows and the columns so the beautiful part 
of Equidox is that all you're doing to tag this  

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table is interact with it here like on the surface 
level where you place these green grid lines in  

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the correct locations and then Equidox will show 
it to you in this nice clean HTML preview and it  

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does the hard part when you export the document 
it will actually convert this HTML structure  

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back into a PDF tag tree so you don't have to 
understand the many nuances of tagging a PDF table  

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where a table like this could easily take you an 
hour to work through in Equidox it takes I don't  

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know 10 to 15 seconds and then you would just save 
it and close out and if you notice all of those  

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individual Text Zones that were there before they 
have all been replaced by this single Table Zone  

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now tables can be even more complicated than this 
I have another document in here that has quite a  

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complex table which would literally be like 
this document you know would be like a clear  

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your calendar for the day if you had a document 
that was like this or full of tables like this  

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you have multiple column header levels up here 
you have spanning that you need to do and look  

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at all these data cells there are so many steps 
associated with tagging this document correctly  

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in Acrobat and you think well it's just one page 
how bad could it be I'm i'm telling you it could  

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literally take you many hours to get through a 
page like this all we do is hear horror stories of  

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how long it takes to remediate tables in Acrobat 
whenever we're doing product demonstrations or  

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talking to prospects and clients every single one 
of them across the board tells us how difficult  

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and how time-consuming table remediation is when 
you're doing it manually in Acrobat so with this  

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I'm just going to hit draw zone over the table 
hit “T” and open up the Table Editor and even  

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though this table has quite literally like like 
hundreds and hundreds of cells in it again I'm  

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just using the Table Detector here and it's going 
to do all of that hard work for me by giving me  

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all of these grid these gridlines here which if 
you can tell I miss one row at the bottom so I  

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can quickly just hit “R” for an extra row and 
then if I just go to my HTML preview what I'll  

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see is I've got basic table structure so I'm 
pretty close I just have to clean up the top  

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portion here where I have some spanning to do 
so if I go back here I've got a little bit of  

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a complicated mess up here with the different ways 
that the row and column headers are spaced out so  

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what I'm going to do is I'm going to just get rid 
of this row here by hitting “D” on my keyboard,  

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“D” for delete and then if I just start spanning 
all I'm doing is holding SHIFT and pressing “S”  

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and I'm going to hold SHIFT and press “S” and then 
that's going to accomplish those spans for me so  

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if you notice it turns green to indicate that 
you've spanned and then from here I just need  

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to get rid of this row and span straight down for 
these two cells now once I've done that when I go  

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back to my preview I'll see that I've cleaned 
up that top portion but the last thing I need  

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to address now is the fact that I have three 
rows of column headers so the column headers  

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are represented in that bold font same as the 
row headers they are represented with that  

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bold font to indicate that they will be tagged as 
table headers whereas the standard font style is  

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indicating table data so this table has three rows 
of column headers so I would simply just change  

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that here in my column and row header field so 
changing the column header from the defaults one  

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to three and then when I return to the preview you 
will see that now my top three rows all have that  

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bold font style to indicate table headers whereas 
the rest is standard font for table data so that's  

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how quickly you can tag a very complicated table 
like this by comparison if you could do that if  

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you could do this table in like less than an 
hour I would be stunned in Acrobat in Equidox  

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it doesn't take much to get it to a perfectly 
usable accessible version in less than a minute

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now another tricky element type that I want 
to address in in how we kind of address it in  

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Equidox are things like lists so if I open 
up a document that has some lists in it  

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so let's take a look here at this list so this 
list was again previously tagged so Equidox  

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imports that existing list structure but you 
won't always be so lucky you won't always have  

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existing tag structure so let's say you were to 
start with just a Text Zone now if I were to look  

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at the HTML preview this list is going to be read 
sort of just like a strange run-on paragraph if I  

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were to leave it as is it's not going to have any 
list structure to indicate that this is a single  

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list with three distinct items so what I'll do 
is just simply hit “L” on my keyboard and then  

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I have a List Detector that will appear and if 
I bump that slider from left to right that will  

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instantly detect that there are three list items 
in this list and then if I refresh my HTML preview  

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you'll see the change where now I have a real 
list delineated by three individual bullet points  

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to isolate the three list items so this list is 
now tagged and you can move on to other elements  

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in the document now of course I would want to 
clean up some other things on this page but we're  

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really just looking at this document to talk about 
lists I think you can see that just taking a quick  

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glance here the detection of Equidox it really 
gives you that great starting point where I'm  

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not having to manipulate much on this page maybe 
just setting a heading level one and tinkering  

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around with the reading order slightly I'm going 
to jump to page two to show you a nested list so  

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these nested lists are much more complicated and 
this is the type of mess that you can see coming  

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out of Microsoft Word where it tagged this as a 
list but it really made like I don't know what it  

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was doing whereas it's dragging that entire list 
all the way down here so this is an example of  

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sure the document was previously tagged but 
not tagged very well so if we just focus here  

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on the nested list portion if I just place 
again that single zone over this element and  

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the nested list is much more complicated in 
especially when doing it in Acrobat because  

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you have lists inside of list items so it 
really kind of compounds the complexity and  

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the time that's needed to remediate lists like 
this but in Equidox again I just put a single  

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zone around it hit “L” for list and then move my 
detection slider over a bit further when I move  

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it over and use the different settings it's 
going to invoke computer vision and machine  

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learning so you'll see how it's got the five 
main items detected based on the location of  

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their bullet points but then the computer vision 
looks inside of the items and it isolates the fact  

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that there are other lists in there and it's 
already drawn these zones for me so when I go  

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to my HTML preview what we'll see is I've built 
nested list tag structure in just a few seconds  

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again by comparison this is like maybe a 20 minute 
process in Acrobat depending on your skill level  

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but yeah if you could do it in 20 minutes I'd 
be pretty impressed there's just a lot of steps  

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associated with tagging all of the list labels and 
the list items and the list bodies stacking it all  

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together expanding and collapsing the tag panel 
it's very tricky very time consuming very slow  

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okay so that's lists just to mention a couple 
of other features we can instantly reset Reading  

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Order for a page so if I were to just use this 
page for example you're able to change the reading  

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order for the entire page using the default top to 
bottom or two three or four columns depending on  

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the layout so Equidox can instantly reorder the 
page if you don't like the reading order or if  

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you've made adjustments to the page and inserted 
new zones that have taken on a new a new slot  

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within the reading order you can quickly reset 
that reading order for the entire page you can  

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also click on an individual zone and change the 
order of it and you can actually use the decimal  

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system so if you want to set this zone for example 
to the first zone right on the page you might  

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think well if I change that to one then I have 
to change one to two and two to three and three  

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to four and play a game of like musical chairs 
with all of the zones on the page but in fact  

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you can actually just put a period in front of 
the four to make it point for and that will have  

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that element read first whereas everything else 
will fall in line behind it so you have multiple  

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ways of adjusting reading order in Equidox it's 
actually really really helpful and then also  

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if I jump to a document that has some images in 
it I also want to mention the fact that we do give  

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you a consolidated list of all the images in the 
document in one location so this is really handy  

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because you're able to see how many images there 
are the nature of the images are they decorative  

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things like logos or watermarks or are they 
something technical that's actually adding  

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value to the document so if you know what the 
images represent you can instantly apply your  

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alt text to them from this single list view or if 
you need a subject matter expert you can send them  

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this URL and say hey can you just go to the Images 
Tab and insert alt text for the images they might  

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not be a remediator per se but they can certainly 
use the Images Tab to describe the images because  

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assuming they were the ones that published or 
designed the document you can also do things  

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like artifact images so if you want to artifact 
all of the images with just a couple of clicks  

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you can I would not recommend that for a document 
like this but I see so many documents where it's  

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just a 100 page long report and every page has the 
same logo in the upper left hand corner you don't  

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need to tag the same logo 100 times with the same 
description that's very redundant so you have the  

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ability to artifact images with just a couple 
of clicks from this list view and now you can  

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also go into documents and you're able to click 
on images and maybe you need to read a paragraph  

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to understand the context of this image but you 
can actually apply your alt description right  

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here from this from the document detail view as 
well another quick thing we have one minute left  

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I noticed is setting heading templates so let's 
say you wanted to set this as your heading level  

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two if you hit two on your keyboard and say use 
as template when I go to subsequent pages what  

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Equidox will do is it will find all zones that 
have the same font characteristics and it will  

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automatically set that as your heading level 
two style for that document it's really really  

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helpful for sort of templatized documents that 
are consistently designed throughout because you  

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might have three 400 pages in a document and if 
you can set all of your heading level twos all  

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of your heading level threes if you can do all of 
that ahead of time then you don't have to think  

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as much as you're going through page by page so 
these are just a couple of the automated features  

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within Equidox there's so much more to talk about 
I just want to be respectful of everyone's time

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For more information about how 
Equidox Software Company can help you 

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00:27:44,280 --> 00:27:49,440
with PDF accessibility
Email us at EquidoxSales@equidox.co 

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Or give us a call at
216-529-3030 

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Or visit our website at www.equidox.co