Document Scanning Service Information
Written by Emily Mickan
Updated over a week ago

Digital marketing content must conform to the Red Marker File Specification (as amended from time to time), set out below:

How to get the best output from Red Marker based on the file type you are uploading:

  • PDFs: The PDF should be created using the export or save as function from the application in which the underlying campaign asset was created (typically Adobe InDesign or Adobe Photoshop).

    • For files converted to PDF from doc(x) or ppt(x) source files, we recommend using the ‘export to PDF’ (Microsoft) or ‘download as PDF’ (Google) option instead of the ‘print to PDF’ option due to subtle differences in the conversion scripts.

  • doc(x) files: These files should be created directly from the source program (Microsoft word, TextEdit, Google Docs).
    Note: Red Marker converts these files into PDFs when uploaded.

  • ppt(x) files: These files should be created directly from the source program (Microsoft PowerPoint, Google Slides).

    Note: Red Marker converts these files into PDFs when uploaded.

  • jpg/png: Image files can be uploaded and reviewed as long as the resolution is reasonable.

    • For low quality images such as scans and screenshots, Generally, if you can read it, we can generally read it.

    • For high quality images such as creative artwork, consider compressing the pictures prior to upload. Images over 179 million pixels cannot be uploaded due to issues impacting infrastructure safety. Documents containing these large images cannot be rendered and reviewed.

      Note: Red Marker converts these files into PDFs when uploaded.

  • Resolution Recommendation: The recommended resolution for images/PDFs for accurate text detection is 1024 x 768.

  • File Size Limits: There are limits on the size of files that can be reviewed by Red Marker.

    • There is a 50MB limit of files uploaded to the Red Marker app or sent to the app via our Word or PowerPoint Add-Ins.

    • There is a 10MB limit on files that are emailed into the Red Marker app.

    • In addition to limits on file size, if a file is under the maximum number of MBs but contains one or more images which are too large (over 179 million pixels), Red Marker cannot render and review the file.

  • Content Format: Content should be in a ‘near-final’ state (i.e. the format in which it will be sent to the recipient/consumer including all details of the offer, applicable disclaimers, print-ready and layout and images.)

    • Placeholders: Placeholder elements to indicate a variable field that will be included in the document production process (such as <offer_date> or <xx December 2023>)are acceptable as long as there are no rules designed to flagged on variables which are not specified at the time of the review, such as specific offer dates.

    • Files: For best results, we recommend uploading one file per asset per campaign. If a Single files contains multiple with different campaign assets, ensure there is only have one assetcampaign per page.

    • PDF created for direct mail campaign assets in the form of a single or bi-fold letter.

Challenges to be considered, which affect Red Marker giving the BEST results:

  • How PDF's are created: PDFs created by printing out a copy and then scanning that copy back in can create a low resolution result. Accuracy in reviewing these types of scanned documents is subject to the limitations of the OCR capabilities.

  • Screenshots: Similar to the guidance on jpg and png above, screenshots can be uploaded to Red Marker but experience and performance will be affected by low resolution screenshots. If you do upload screenshots, we recommend ensuring they are of a high resolution to ensure optimal performance.

  • Content not intended for Red Marker review:

    • Cover sheets and associated documents cannot currently be uploaded to Red Marker as an ‘attachment’ to the reviewed document.,

    • If an asset contains text which is obscured by annotations, comments, notes, instructions or boxes, the obscured text cannot be extracted and reviewed for risks

    • Text presented in ‘track changes’, ‘mark-up’ or ’revision’ mode (using strikethrough and underlining for deletions/ insertions), may not be extracted accurately potentially leading to false negatives.

    • Print marking that will not be present in the final content received by the customer

    • Variables within the asset, indicating alternative phrasing for different potential readers, often separated from the surround text by brackets [ ] or braces { }. For example, different offers to different segments might appear in an asset as [Offer to segment 1 - $50 annual fee discount], [Offer to segment 2 - $99 annual fee discount]). These variables may impact the performance of risk detection rules, particularly rules based on proximity between text in the variables (eg prices) and surrounding content.

    • Documents which display more than one campaign asset per page. Any ridk identification rules designed to trigger once per page would only trigger for the first relevant asset on that page.

    • Non standard Unicode characters in PDF files. Some applications use non-standard encoding for unusual characters; while Red Marker converts all standard characters in the same way as Adobe, unusual encoding will be flagged to the user.

      • Text presented in interactive PDF forms.

      • Heavily stylised layouts such as font style, style sheets or templates which present content in non-contiguous formats may lead to extraction errors.

      • PDF created for direct mail campaign assets in the format of a tri or four-fold letters may not extract at all or in the order in which a recipient will typically read the letter.

        • This includes PDF assets designed to be folded, such as direct mail campaign assets in the form of tri- or four-fold letters. Content in these may not be extracted in the order in which a recipient will typically read the letter.

        • If in doubt, please provide an example asset in the relevant layout or template to your Client Success manager to confirm compatibility.

    • Unusual or brand-specific type fonts may need to be loaded to the Red Marker application to ensure font detection capabilities are working as expected



  • Generate PDFs directly from the source program (Adobe In-design, Photoshop) using save/export.

  • When converting a doc(x) file to a PDF, using ‘export to PDF’ or ‘share as PDF’ options instead of ‘print to PDF’ options due to subtle differences in the conversion script.

  • Generate doc(x) files directly from the source program (Microsoft word, TextEdit, Google Docs). Generate ppt(x) files directly from source program (Microsoft PowerPoint, Google Slides).

  • Turn ligature settings off where possible (see Advanced Font settings in most applications).


  • Each content format type must be provided to confirm compatibility.

Note: Each new content type and channel will need to be agreed with Red Marker with the relevant rules built, appropriate testing and optimization.

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