Start with the work
Collect a representative sample: long reports, scanned pages, forms, links and documents with tables. Test the tasks you actually repeat instead of relying on a feature list.
Criteria table
| Criterion | What to inspect | Useful question |
|---|---|---|
| Reading and navigation | Zoom, thumbnails, continuous view, bookmarks and page jumps. | Can a reader move quickly without losing context? |
| Annotation | Highlights, notes, drawing, redaction workflow and export. | Are changes clear and reversible? |
| Search | Exact terms, accents, scanned text and result navigation. | Does search find what the document visibly contains? |
| Compatibility | Fonts, forms, links, attachments and different PDF versions. | Does the file look consistent across test devices? |
| Accessibility | Keyboard access, zoom, contrast, screen-reader behavior and tags. | Can people with different needs complete the same task? |
| Privacy | Local versus remote processing, permissions, telemetry and sharing. | Where does a sensitive document travel? |
Recommended flow
- Define the task and sensitivity of the files.
- Run the same sample through each candidate.
- Record friction, output changes and accessibility barriers.
- Re-test after updates and document the decision.
Care points
Do not infer security, accessibility or compatibility from branding alone. Check the current documentation, your organization’s policy and the behavior of your own files.
Checklist
- Representative files tested
- Navigation and search verified
- Annotations and exports reviewed
- Accessibility needs included
- Privacy assumptions documented