Overview
Some PDFs may open and display correctly in a PDF reader but still cause problems when a board book is generated in OnBoard. This happens because OnBoard merges multiple documents into a single Meeting Book.
Common issues include:
- Agenda bookmarks linking to the wrong page
- Bookmarks linking to the last page of the previous document
- Incorrect page numbering
- Pages appearing out of order
- Pages displaying with the wrong orientation (portrait vs. landscape)
- Rendering or display problems in the generated book
PDF Formatting Differences
Why can a PDF work normally but fail when a book is built?
A PDF can work normally in a viewer but fail during the book build, because PDFs are structured differently depending on how they are created.
When OnBoard merges files, it must interpret each file’s internal structure. Complex formatting can cause inconsistencies in:
- Page numbering
- Bookmark destinations
- Page layout and orientation
- Overall rendering
What PDF characteristics can increase the likelihood of issues?
Certain characteristics make PDFs more complex to process. These do not always cause problems, but they increase the risk:
- Mixed page sizes (Letter, Legal, A4)
- Documents combined from multiple source files
- Pages rotated using PDF settings instead of being saved in final orientation
- Files created from different tools (e.g., Word, PowerPoint, scanners)
- Mixed orientations and layouts within the same file
Even with these traits, most PDFs still work correctly. However, when issues occur, these factors are often involved.
Identifying the Problematic PDF
How can I find which PDF is causing the issue?
To find the problematic PDF, isolate it using the following process
Step 1: Identify the Section Containing the Issue
To identify the section with the problematic PDF:
- Start with the first section in the agenda.
- Move all files from Section Documents to Supplementary Documents.
- Click Save.
- Click Build Scheduled → Build Now to rebuild the book immediately.
- Open the rebuilt book and check if the issue is resolved.
Repeat this process for each section:
- If the issue persists → Continue to the next section.
- If the issue disappears → The problematic PDF is contained within the most recently tested section.
Step 2: Identify the Specific PDF File
Once the section is identified, isolate the exact file:
- Leave all files from previously tested sections in Supplementary Documents.
- Move one file at a time back into Section Documents.
- Click Save.
- Rebuild the book.
- Test for the issue.
Interpret the results:
- If the issue does NOT appear → Leave the file in Section Documents and move to the next file.
- If the issue DOES appear → The most recently added file is the problematic PDF. Continue to the Creating a New PDF section to recreate the file and verify the issue is resolved.
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IMPORTANT: While uncommon, more than one PDF can cause issues in the same book. To avoid missing additional problem files, once the problematic PDF has been corrected or replaced,
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Recommended Fix: Creating a Clean PDF
How can I fix a problematic PDF?
To fix a problematic PDF, you can create a new version with a standardized structure.
Preferred Method: Chrome or Microsoft Edge
This is the most reliable method.
Steps:
- Open the PDF in Google Chrome or Microsoft Edge
- Select Print
- Set Destination to Save as PDF
- Save the new file
- Upload the new PDF to the agenda
- Rebuild the book and verify the issue is resolved
Why this works:
This process rebuilds the PDF structure while keeping the visual appearance the same.
This process rebuilds the PDF structure while keeping the visual appearance the same.
Alternative Method: Microsoft Print to PDF
This method can also work but requires caution.
Steps:
- Open the PDF
- Select Print
- Choose Microsoft Print to PDF
- Save the file
- Review the output carefully
- Upload and rebuild the book
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ORIENTATION WARNING (Microsoft Print to PDF Only):
If orientation issues are introduced, use the Chrome or Edge → Print → Save as PDF method instead. |
Case Example
What is an example of this issue and its resolution?
Here is a real-world example:
Symptom
- Agenda bookmarks linked to the last page of the previous document instead of the selected item
Root Cause
The PDF:
- Was built from multiple source files
- Included presentation slides
- Had mixed page sizes and orientations
- Used rotation settings instead of fixed page orientation
Resolution
- The PDF was opened in Chrome
- Re-created using Print → Save as PDF
- Re-uploaded and book rebuilt
Result
- Bookmarks navigated correctly after rebuilding
Key Takeaway
What is the fastest way to resolve most PDF issues?
If a PDF works normally but causes issues in a board book, the fastest solution is:
Re-create the PDF using Chrome or Edge → Print → Save as PDF
This method standardizes the file and resolves most:
- Bookmark issues
- Page numbering problems
- Navigation errors
- Rendering inconsistencies
FAQs
Why do bookmarks go to the wrong page?
Bookmarks may point to the wrong page due to how the PDF defines page structure or offsets inside the document.
Why do pages appear out of order?
Pages may appear out of order if the PDF contains mixed formats, embedded documents, or inconsistent internal structure.
Can multiple PDFs cause issues in the same book?
Yes, multiple PDFs can cause issues, although this is uncommon. Always reintroduce files gradually to confirm.
Is it safe to always recreate PDFs before uploading?
Yes, recreating PDFs using Chrome or Edge can reduce the risk of issues and improve consistency.
Does this issue affect all PDFs?
No, most PDFs work without issues. Problems typically occur only with complex or mixed-format files.
Learn More
You can explore additional articles in the OnBoard Help Center:
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