Improving course accessibility does not always mean repairing every file stored in Canvas. Use this four-step process to focus your time on materials students will actually use and make the greatest improvement in your Ally Course Accessibility Report.
TWU’s goal is an overall Ally accessibility score of 90% or higher.
Do not spend time remediating files that students will not receive.
Create a folder in OneDrive or Google Drive named “[Course Name] – Archived Files.”
Copy unused and unpublished files into the archive folder.
Open several files to confirm that the backup was successful.
Verify that the files are not linked from a module, page, assignment, discussion, quiz, or syllabus.
Remove the unused files from Canvas Files.
Files kept privately as archived instructional materials do not need remediation unless they are later returned to Canvas for student use.
After removing files, select Settings → Validate Links in Content. Repair any links that point to deleted or replaced files.
Replacing a low-scoring PDF is often faster and more effective than repairing it.
Search the TWU Library
Search for research articles, book chapters, reports, and other publications using:
Document title
Author
Publication title and date
DOI
ISBN for books or chapters
When you find the resource, use the database’s Permalink, Stable Link, or Document URL. Do not copy the temporary URL displayed in the browser’s address bar.
Use descriptive link text in Canvas:
Good: “Read Title of Article through the TWU Library”
Avoid: “Click here” or a pasted web address
A library database may provide the original PDF along with an HTML full-text version. HTML is frequently easier to navigate using screen readers, text-to-speech programs, magnification, and mobile devices.
You do not have to search for every title yourself. Create a list containing as much of the following information as possible:
Title
Author
Publication or publisher
Publication date
DOI or ISBN
Course module or week in which the resource is used
Send the list to your subject-area librarian. The librarian can search the appropriate databases, locate available versions, and help identify the correct permalinks.
Find and Contact Your Subject Librarian
This video demonstrates how to locate and add Library permalinks to a Canvas course.
Watch How to Add Library Permalinks in Canvas
Check the author’s, publisher’s, professional organization’s, or government agency’s website for:
An accessible HTML page
A newer PDF
An accessible Word document
A properly structured online chart or table
Ally also lets instructors add a Library Reference when an accessible version can't be found immediately.
Whenever possible, repair the Word or PowerPoint source file instead of editing the PDF.
Open the source file and select Review → Check Accessibility. Review and correct:
Missing or inadequate alternative text
Missing headings or slide titles
Incorrect reading order
Tables without designated header rows
Merged or split table cells
Unclear hyperlink text
Insufficient color contrast
Images of text that should be actual text
Missing document language or document title
The Accessibility Checker may not identify every issue, but correcting the reported problems can substantially improve the document and its Ally score.
After correcting the source file:
Select File → Save As or Save a Copy.
Choose PDF as the file type.
Open Options.
Confirm that Document structure tags for accessibility is selected.
Save the PDF.
Review the exported PDF before uploading it.
Microsoft instructions for creating accessible PDFs
Keep the exact same filename as the existing Canvas file.
Open the same folder under Canvas Files.
Upload the corrected file.
When prompted, select Replace.
Do not select Change Name, because that creates a duplicate.
Allow Ally time to rescan the replacement.
Only begin PDF remediation after confirming that an accessible replacement or original source file is unavailable.
Try selecting a sentence or searching for a word with Ctrl+F or Command+F.
If the text can be selected or searched, the PDF already contains text. Do not apply OCR.
If the document looks like text but nothing can be selected or searched, it is probably an image-only scan and needs OCR.
In your Canvas course, locate the PDF.
Select the Ally accessibility score indicator next to the file.
Confirm that Ally identifies the file as a scanned PDF.
Download and save a copy of the original PDF before continuing.
Select Preview and Apply.
Allow Ally time to recognize the text and generate a preview.
Review several pages, especially pages containing columns, tables, names, numbers, or unusual formatting.
Select Apply when you are satisfied with the preview.
Ally will create an OCR-processed PDF and replace the original course file.
Allow Ally to rescan the file, and then open the accessibility feedback again to address any remaining issues.
Important: Applying this Ally quick fix overwrites the original PDF and cannot be undone. Always download a copy before selecting Apply.
See Anthology’s instructions for PDF remediation options in Ally.
This message usually means Ally could not process the PDF. It may be caused by the document’s size, number of pages, scan quality, security settings, or a damaged page.
Try These Actions
Download and save the original PDF before making changes.
Check the file size and number of pages. Anthology recommends fewer than 100 pages when generating an OCR format. Files uploaded through Ally’s Instructor Feedback panel are limited to 50 MB.
If the document is too long or large, divide it into smaller, logically organized PDF files, when permitted, and process each file separately.
Open the downloaded PDF and check for:
Blurry, faint, or low-contrast text
Sideways or upside-down pages
Cropped or missing text
Shadows, handwriting, or marks covering the text
Blank, damaged, or unusually formatted pages
Rescan or replace unclear pages with cleaner copies.
Check whether the PDF is password protected or has security restrictions. Ally cannot process password-protected content.
Upload the corrected or smaller PDF to Canvas and allow Ally time to rescan it.
Open the Ally accessibility indicator and try Preview and Apply again.
Warning: Do not repeatedly submit the same unchanged PDF. If its size, page count, security, or scan quality is causing the error, Ally will likely return the same message.
If Ally still cannot process the file, use Option 2: Apply OCR Using Adobe Acrobat Pro, replace the PDF with an accessible digital version, or ask the TWU Library about an accessible copy or permalink.
If a clear PDF containing fewer than 100 pages and less than 50 MB continues to produce the error, contact technical support. Include the course name, PDF filename, file size, number of pages, screenshot of the error, and the approximate time the error occurred.
For additional information, see Anthology’s Alternative Formats FAQs.
Download the PDF and save a working copy on your computer.
Open the copy in the Acrobat Pro desktop application.
Select All Tools → Scan & OCR.
Under Recognize Text, select In This File.
Select the pages and correct document language.
Select Recognize Text.
Save the document.
OCR only converts an image of text into searchable text. It does not automatically create:
Headings
Logical reading order
Table headers
Accessible lists
Alternative text
Descriptions of charts
Descriptive links
Correct document language
A document can pass OCR and still remain inaccessible. Other PDF options may be available in Ally to correct heading structure, or you may need to contact your subject-area library to see whether an accessible copy of the document is available.
You do not have to resolve every accessibility issue on your own. The TWU Library and the Instructional Accessibility Designer can help you locate accessible resources, use permalinks, interpret Ally feedback, and determine the best remediation approach.