PDFs allow for standalone PDF files to be added to a collection. End users can view and download PDF files much the same way that they would a book.
To create PDF content, navigate to the PDF section under Content Publishing in the left-hand navigation menu, then click on “+ Create PDF” button at the top right. In the resulting popup menu, name your PDF content and enter the author’s name. This will bring you to the Details section of your PDF and allow you to start building your content.
The next page will display the name of your PDF in bold. On the right side, you will see three dots, which open the options to edit or delete your PDF asset. Clicking “Edit Details” allows you to add a description for your file, which will appear under “Show PDF Description.”
Uploading or selecting a PDF begins with clicking the “Select asset” button on the right-hand box.
Note: PLEASE use the search bar under the “Select existing Media Asset” section to search for your media asset before uploading a new one to prevent multiple copies of large media files.
If you are selecting an existing PDF, you can search for the file by title and click “Use selected media.” A preview will display, and you can choose to select a different asset, cancel, or use the selected media.
Uploading a new PDF requires you to upload the document from your computer using the “Select File” button and providing a title. An option to “Automagically set file name as asset title” will appear in blue to simplify the process. Clicking “Create a new pdf asset” will take you back to the builder, where the file will now appear with a “Last updated” watermark.
Above the Media Asset box, you will see a description of your file with the option to publish. Publishing requires an uploaded asset and linking it to a collection, but there are additional options to enhance the visibility of your file.
The top task bar displays the author and status for the file, and it allows you to add an icon and publish the file. To add an icon, click the “Update” button, choose a file, and crop it as necessary. Click “Save Icon”, and the icon will now display where the grey camera icon was previously defaulted. (Adding an icon is not required, but it is recommended.)
The Category Tags dropdown allows you to add tags to the file which will enhance the retrievability of that file. You can add as many tags as you like, and they will populate in that space. To remove a tag, simply click the “X” button to the left of the category title.
The file must be linked to a collection before it can be published. Clicking the “Link” button will open a popup window displaying the available collections with icons, team ID, and a blue button to link your PDF to that collection. Any collections chosen will populate under Linked Collections, and they can be unlinked by simply clicking the red icon to the right.