Documentation checklist

This page provides specific examples to implement the documentation techniques for accessible documents in Lotus Symphony Documents.

Some users may not be able to access documentation if it is not in an accessible format. The following techniques provide information to create accessible Lotus Symphony Documents.

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The following techniques are the minimum required to meet Checkpoint 1 from the IBM Documentation Accessibility Checklist for documents created with Lotus Symphony Documents:

1.1 Non-text Content: All non-text content that is presented to the user has a text alternative that serves the equivalent purpose.

1. Provide alternative text for all images.
   
   Example 1
   Select the image and open the Graphic Properties via Layout-Properties-Graphic Properties. Select the Alternative Text tab and in the Alternative Text field, enter a text description of the image.
   
   
2. Provide a text description in addition to alternative text for complex charts and graphs.
   
   Example 2
   For images or charts provide alternative text for the image. If the image cannot be adequately described using alternate text, provide a more detailed description in the surrounding text

1.2 Information and Relationships: Define information, structure, and relationships.

1. Define document structure.
   
   Example 3
   Properly format all text used as section headings by using styles such as "Heading 1", "Heading 2", etc. This allows screen readers to create an outline of the document. Using bold text to indicate headings is not sufficient to create an accessible document.
   
   
2. Do not use text formatting as the only way to convey meaning.
   
   There are no unique examples for this technique in Symphony Documents. Please follow the general examples for text formatting to meet this checkpoint.
   
   
3. Identify the purpose of each link in the link text.
   
   There are no unique examples for this technique in Symphony Documents. Please follow the general examples for accessible link texts to meet this checkpoint.
   
   

1.3 Color & contrast: Any information that is conveyed by color is also evident without color.

1. Do not use color as the only way to convey meaning.
   
   There are no unique examples for this technique in Symphony Documents. Please follow the general examples for color to meet this checkpoint.
   
   
2. Provide sufficient contrast between text and the page background.
   
   There are no unique examples for this technique in Symphony Documents. Please follow the general examples for text contrast to meet this checkpoint.

1.4 Meaningful sequence: Define document reading order.

1. Define document reading order.
   
   Example 4
   Ensure that document elements are presented in a logical reading order. Avoid complex layout, sidebars and other ornamentation as they make it difficult to maintain a logical reading order.

1.5 Forms: Define form element labels.

1. Provide an accessible label for form fields.
   
   There are no unique examples to implement links in Symphony Documents. Please follow the general examples for implementing labels to meet this checkpoint.

1.6 Tables: Identify table cells and relationships between cells.

1. Identify row and column headers for data tables.
   
   Example 5
   To create accessible data tables:
   • Select the Column Header and Row Label checkbox to add column and row headers to a data table via the Table-Table Properties-Row and Columns tab.
   • Provide an accessible label for form fields.
   • Do not use tabs or spacing to create tables. While it may visually look like a table, it will not be recognized as a table by assistive technology and will not be accessible.
   • Add a caption above or below the table to summarize the purpose of the table. Select the table by placing the cursor in a cell of the table, then select Create - Caption to add the caption. Alternatively, add a caption by right-clicking anywhere on the table and selecting Add Caption.

1.7 Threshold violations: Do not include text or images that flash more than 2 times in a one second period.

1. Do not include text or images that flash more than 2 times in a one second period.
   
   There are no unique examples for this technique in Word. Please follow the general examples images that flash to meet this checkpoint.

1.8 Navigation: Provide an accessible method to navigate long documents.

1. Provide an accessible method to navigate long documents.
   
   Example 6
   Properly format all text used as section headings by using styles such as "Heading 1", "Heading 2", etc. This allows screen readers to create an outline of the document and make the outline available to the user for navigation. Using bold text to indicate headings is not sufficient to create an accessible document.
   
   Example 7
   Provide a Table of Contents for long documentation. Table of Contents enables the screen reader user the ability to easily navigate to specific sections of the document.

1.9 Language of Page: Define the default language.

1. Define the language of the document.
   
   Choose File - Preferences - IBM Lotus Symphony - Language Settings - Languages to verify the primary language of the document is accurate so screen readers can correctly read the content.

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The techniques above are required; the following techniques are recommended to enhance accessibility:

• Spell check all documents before distributing them to users.
• Implement non-essential elements (e.g. running headers or footers, numeric only page numbers) so screen readers can ignore them.
• For providing a Table of Contents, it is recommended that a long document be quantified as greater than 5 pages.

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Test the documentation to ensure that it complies with accessibility requirements. The techniques listed here are specific for Lotus Symphony documents.

Required test software

• screen reader

Techniques