Documents

Documents on your site, such as PDFs, can be managed from the "Documents" link on the admin sidebar. All the documents that have been uploaded to your site are listed - sorted either by when they were uploaded (the default) or by their title.

You may upload a wide variety of document types to your site but you may not upload video files. To display video on your site, you will need to upload your files to a video hosting service such as YouTube or Vimeo and then use our video embed block to display them on your site.

Adding Documents

Clicking on the "Add A Document" link in the upper right takes you to the add form which allows you to upload multiple documents at one time. Once a document is uploaded, you should edit the title to be something more human readable. The title is used in the admin search.

Privacy Restrictions

Document privacy is now handled by the collection. Instructions to setup a private collection can be found here. If you have private collections, you will be offered the chance to choose a collection for your document - or if you uploaded to the default collection, you can move it to another of your collections using the update form that signals a successful file upload. This form does not show privacy icons for the private collections; this is the reason we suggest clear names for collections used to enforce privacy options.

Editing Documents

Clicking on the file name in the "File" column will take you to the document itself. Clicking on the title in the "Title" column will take you to the edit form where you may change the title, tags, collection or upload a new version of the file.

Document list view with arrows showing where to click to edit the document information or download the file

NOTE: Uploading a new file changes every place that links to the file - as long as you use the 'document' option when creating links.

WARNING: "Delete" removes the document and all links to the document.

The "usage" count does not include links from within rich text blocks and so cannot be relied upon to know whether a document is in use or not. We do not have a way to recover deleted files so be careful!

The title and tags fields are used for the admin search feature; if your site will have a lot of documents, please edit those fields to make it easier for you to find the documents when creating links to them.

Creating Links to Documents

In Rich Text Blocks

The most common option for referring to the documents you have uploaded is to link to them from within some other content. For example, "For more information, download our 'Women in STEM' brochure". To create that link, type the text you want to appear in the link; then select that text and click the "Document" button - fourth from the right in the image below.

Clicking the Document button gives you to a popup window like the one below, where you can search for previously uploaded documents by document title or tag. If you have not already uploaded your document, you can use the "Upload" tab to add from the popup.

Once you have added a link, the text within the link will appear in teal and there will be an icon in front of it. Clicking on the icon allows you to remove the link (leaving the text as it was originally) or go back to the documents popup by clicking 'Edit'.

In Any Link Block

Any of our title + link blocks allow you to link to another page on this site, a document, or an external url. Please see the "Link Gallery" for a list of available link styles. For all styles, the interface for creating the link looks like the image below. Clicking the "Choose a Document" button will take you to the same popup described in the RichText section above. From that popup you can search for one of your previously uploaded documents or upload a new one on the Upload tab.