Prepare documents for an online application
Scholarship, visa, admission and job portals all enforce their own upload rules: a JPG passport photo under 200 KB, a single PDF of certificates under 2 MB, one file per field. This workflow gets a folder of phone photos into that shape.
The problem
Your certificates are phone photos, your passport photo is a 4 MB image, and the portal rejects each upload for a different reason: wrong format, too large, or too many files.
Step by step
- 1
Crop each photo to the document edges
Remove the desk, fingers and shadows around the page. A tighter crop improves readability and cuts file size before any compression.
Open Crop Image - 2
Shrink the photograph to the stated limit
Use the quality slider and check the size next to the before/after preview until it sits under the portal's cap, then download.
Open Compress Image - 3
Combine the certificates into one PDF
Add the images in the order the portal asks for and produce a single document instead of one upload per certificate.
Open Image to PDF - 4
Bring the PDF under the document size limit
Compress the combined PDF, then open it and confirm that names, dates and grades are still legible.
Open Compress PDF
Worked example
A 4000 x 3000 phone photo of a passport picture compresses to roughly 180 KB at quality 55 with smart downscaling, and four certificate photos convert to a single PDF that compresses to about 1.2 MB, which satisfies a 200 KB image plus 2 MB document rule.
Limitations to know
- Read the portal's stated rules first. Size, format and dimension requirements differ between portals and are enforced strictly.
- Over-compressing a scanned certificate can make small print unreadable to a human reviewer even when the file passes the upload check.
- Some portals also require a specific aspect ratio for photographs, which needs cropping rather than compression.
Frequently asked questions
Why does the portal reject my passport photograph?
Usually file size or dimensions. Compress the image to the stated limit, and crop to the required aspect ratio if the portal specifies one.
Should each certificate be a separate file?
Follow the portal. When it asks for one document, combine the images into a single PDF in the order listed in the instructions.
Is it safe to process ID documents in the browser?
These tools process files locally in your browser, so the documents are not intentionally uploaded to Berlvis servers. The upload to the portal itself is of course a normal upload.