Counselors: Troubleshooting PDF Upload Errors

Cristina Hernandez Updated by Cristina Hernandez

If you see an error when uploading a PDF, it usually means the file does not meet the formatting requirements needed for documents to be sent through Scoir.

Below are the errors you might run into, what they mean, and general suggestions that may help resolve them.

"File exceeds the 2MB size limit."

What this means

Common App can’t accept PDF files that are larger than 2MB. Since Scoir sends documents into their system for schools using the integration, we must follow that same limit. 

Files often go over this size limit when:

  • The PDF includes scanned pages, which are treated as large images
  • The document was exported using print-quality or “high resolution” settings
  • The file contains photos or graphics that increase size
How to check a PDF's size

On a Windows PC:

  1.  Right-click the PDF file.
  2. Select Properties from the drop-down menu.
  3. The file size will be displayed on the General tab. 

On a Mac:

  1.  Right-click the PDF file.
  2. Select Get Info from the drop-down menu.
  3. The file size will be displayed in the General section of the Info window.
How to fix it

You’ll need to bring the PDF under 2MB before uploading it again. Here are some options you can try:

  • Re-export the PDF using lower quality settings. Look for options like:
    • “Standard”
    • “Medium Quality”
    • “Optimize for Web”
    Avoid high-resolution or print-quality modes as they can result in  much larger files
  • Reduce images or graphics when possible

    If the PDF includes scanned pages, photos, or other graphic elements, these can increase the file size quickly. Try removing any unnecessary images and re-exporting the file to help shrink the file.
  • Use your PDF tool’s compression feature

    Most PDF editors include a built-in “Reduce File Size,” “Optimize PDF,” or “Compress PDF” option.

    Below are guides you may find helpful:

“File is encrypted or password protected.”

What this means

Neither Scoir nor Common App accept encrypted PDFs. Encryption locks a file so only certain people or programs can open it, which results in colleges being unable to access or read the document once it’s sent.

In many cases, PDFs downloaded from services like Parchment or other transcript providers are automatically encrypted, which can cause this error.

How to fix it

To upload the file successfully, the encryption needs to be removed or you’ll need to save a new, unencrypted version. Here are some options you can try:

  • Request an unencrypted version

    If the file came from another system or source, it may have been encrypted automatically. In that case, you can try to request a non-encrypted copy from whoever provided the document.
  • Use “Print to PDF” (or a similar option) to create a new digital copy

    Printing a file to PDF creates a new copy, which often removes encryption or security settings that were added by the original system. 

    In your PDF tool (such as Adobe Acrobat):
    1. Open the file.
    2. Click Print and choose Print to PDF. This will save a new, non-encrypted version of the document to your computer.

    On Mac:
    1. Open the file in Preview and select File > Export to generate a new digital copy of the document. 
    2. Rename the file, and select where you’d like to save it. Ensure that PDF is selected for the Format and that Create PDF/A is checked.

On a Windows PC:

  1. Hit Ctrl + P on your keyboard or click on File > Print. This will open the print window.
  2. Click on the drop-down menu under Printer and from the options presented select Microsoft Print to PDF.

“File contains invalid formatting.”

What this means

This error means the file includes formatting that the Common App system cannot accept. This can happen when a document has missing metadata or unusual fonts/settings that make the file incompatible. Because Scoir delivers documents directly to Common App on your behalf when using the integration, we cannot accept files that Common App does not support.

How to fix it

Re-saving the document as a new PDF usually generates a clean copy that can be uploaded without errors. Here are some options you can try:

  • Use “Print to PDF” (or a similar option) to create a new digital copy

    Printing a file to PDF creates a new copy, which often removes encryption or security settings that were added by the original system. 

    In your PDF tool (such as Adobe Acrobat):
    1. Open the file.
    2. Click Print and choose Print to PDF. This will save a new, non-encrypted version of the document to your computer.

    On Mac:
    1. Open the file in Preview and select File > Export to generate a new digital copy of the document. 
    2. Rename the file, and select where you’d like to save it. Ensure that PDF is selected for the Format and that Create PDF/A is checked.

On a Windows PC:

  1. Hit Ctrl + P on your keyboard or click on File > Print. This will open the print window.
  2. Click on the drop-down menu under Printer and from the options presented select Microsoft Print to PDF.

If These Steps Don’t Help

Because every school uses different tools and systems to generate PDFs, the suggestions above may not work in all cases. If you continue to see the same error, please contact Scoir Support. Our team can help troubleshoot what might be causing the issue and guide you toward next steps.

Seeing a document stuck in Pending?

This can happen when an older uploaded file does not meet current PDF requirements. Contact Scoir Support and we can assist with troubleshooting and help get the document sent.

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