Overview

This article provides guidelines for creating and uploading PDF presentations to the CLM (Closed Loop Marketing) module. Following these best practices ensures your PDF files open correctly on all devices and provide optimal user experience in the field.

PDF File Requirements

Technical Specifications

Required:

• Format: PDF version 1.4 or higher;
• Maximum file size: 50 MB per file;
• File must open without password protection;
• All fonts must be embedded.

Recommended:

• File size: 5-15 MB for optimal loading
• Resolution: 150 dpi for screen viewing (max 300 dpi)
• Orientation: Landscape for better tablet display
• Format: PDF/A for long-term compatibility

Step-by-Step: Creating PDF Files

Method 1: Export from Microsoft PowerPoint (Recommended)
Open your presentation in PowerPoint

1. Click File → Save As
2. Choose PDF as file type
3. Click Options and configure: 
   1. Select "Standard (publishing online and printing)"
   2. Check "ISO 19005-1 compliant (PDF/A)" if available
   3. Ensure "Bitmap text when fonts may not be embedded" is unchecked
4. Click OK → Save

Important: Do NOT use "Print to PDF" function - this may create corrupted files.

Method 2: Export from Google Slides

1. Open your presentation in Google Slides
2. Click File → Download → PDF Document (.pdf)
3. Wait for download to complete
4. Verify file opens correctly before uploading

Method 3: Export from Apple Keynote

1. Open your presentation in Keynote
2. Click File → Export To → PDF
3. Configure settings: 
   1. Image Quality: Good or Best
   2. Check "Include presenter notes" if needed
4. Click Next → Export

Method 4: Export from Adobe InDesign

1. Click File → Export
2. Choose Adobe PDF (Print)
3. Select preset: "High Quality Print"
4. Click Export

Pre-Upload Validation Checklist

Before uploading to CLM, verify the following:

Required Checks 

• File opens on desktop computer (using Adobe Reader or browser) 
• File opens on mobile device (iOS/Android) 
• All pages display correctly 
• No password prompt when opening 
• Images are clear and not pixelated 
• Text is readable and properly formatted 
• File size is under 50 MB

File Size Guidelines

Optimizing PDF Files

Reducing File Size

If your file exceeds recommended size, use one of these methods:

Online Tools (Free):

• iLovePDF.com → Compress PDF
• SmallPDF.com → Compress PDF
• Adobe Acrobat Online

Desktop Applications:

• Adobe Acrobat Pro: File → Save As Other → Reduced Size PDF
• Preview (Mac): Export → Quartz Filter → Reduce File Size
• PDF Compressor Tools: Various third-party applications available

Optimization Tips:

• Compress images to 150 dpi before creating PDF
• Remove unnecessary pages
• Avoid embedding large video files

• Use simpler graphics where possible

  Content Optimization

  Recommended Practices:

• Limit presentations to 30-40 slides maximum
• Use static images instead of animations (animations don't work in PDF)
• Compress images to 150-200 dpi for screen viewing
• Add bookmarks for easy navigation

• Include page numbers on each slide

  Troubleshooting Common Issues

  Issue: PDF Won't Open

  Possible Causes:

• File is corrupted
• Incorrect PDF version
• Missing fonts

Solutions:

• Recreate PDF using "Save As" instead of "Export"
• Try different PDF creation method
• Ensure all fonts are embedded
• Test with Adobe Acrobat Reader

Issue: File Size Too Large

Solutions:

• Use online compression tool (iLovePDF, SmallPDF)
• Reduce image resolution to 150 dpi
• Remove embedded videos
• Split into multiple presentations if necessary

Issue: Images Appear Blurry

Solutions:

• Use source images with minimum 150 dpi resolution
• Don't scale up small images
• Export PDF at higher quality settings
• Avoid over-compression

Issue: Password Protection Required

Solution:

• Open PDF in Adobe Acrobat
• Go to File → Properties → Security
• Select "No Security" from dropdown
• Save file

Issue: Missing or Incorrect Fonts

Solutions:

• Ensure "Embed all fonts" is checked during export
• Use standard fonts (Arial, Calibri, Times New Roman)
• Convert text to outlines if font embedding fails

Mobile Device Considerations

Tablet Optimization

Display Settings:

• Use 16:9 aspect ratio (standard presentation format)
• Minimum text size: 24pt for headings, 18pt for body text
• High contrast colors for outdoor viewing
• Test on actual device before field use

Navigation:

• Users will swipe to navigate between slides
• Include clear visual indicators for navigation
• Add table of contents on first slide
• Use bookmarks for quick access to sections

Testing Requirements

Always test your PDF on the device type you'll use in the field:

• iPad/iOS tablets
• Android tablets
• Mobile phones (if applicable)

File Naming Conventions

Best Practices

Format: ProductName_ContentType_Indication_Version_Date.pdf

Examples:

✅ Good: ProductA_Clinical_Efficacy_Oncology_v1.0_Jan2026.pdf

✅ Good: ProductB_Safety_Profile_Cardiology_v2.1_2026Q1.pdf

❌ Bad: presentation final final 2.pdf

❌ Bad: New Presentation (1).pdf

Guidelines:

• Use descriptive namesInclude version number
• Add date or quarter
• Use underscores or hyphens (no spaces)
• Keep total filename under 100 characters
• Use only English characters (A-Z, 0-9)

Metadata and Security

Removing Sensitive Metadata

Before uploading, clean metadata that may contain sensitive information:

1. Open PDF in Adobe Acrobat
2. Go to File → Properties → Description
3. Click "Additional Metadata"
4. Remove or update: Author, Title, Subject, Keywords
5. Click OK → Save

Version Control

• Include version number in filename (v1.0, v1.1, etc.)
• Remove old versions from CLM when uploading updates
• Document changes in file properties or separate change log
• Notify field team when critical updates are made

Quality Assurance Checklist

Before Upload PDF created using proper export method (not Print to PDF) 

• File size is under 50 MB (optimally under 15 MB) 
• Tested on desktop computer 
• Tested on target mobile device (iPad/Android) 
• All images display correctly and are clear 
• No password protection 
• Descriptive filename following naming conventions 
• Metadata cleaned of sensitive information 
• Version number included in filename 
• All stakeholders approved content

Post-Upload 

• Verify file appears in CLM module 
• Test opening from CLM interface 
• Confirm all pages accessible 
• Check loading time is acceptable 
• Verify on offline mode (if applicable)

Additional Resources

Recommended Tools

PDF Viewers:

• Adobe Acrobat Reader (free)
• Browser built-in viewers (Chrome, Safari, Edge)
• Mobile apps: Adobe Acrobat Reader Mobile

Compression Tools:

• iLovePDF.com
• SmallPDF.com
• Adobe Acrobat Online
• PDF Compressor (desktop)

Technical Support

If you continue experiencing issues after following this guide:

1. Create a support ticket in Zendesk
2. Attach the problematic PDF file
3. Provide details:

• Device type and OS version
• Steps you've already taken
• Error messages (if any)
• Screenshot of the issue

Expected Response Time: Within 24 business hours.