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, 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 of the Documents listing page takes you to the Add Document form, which allows you to upload multiple documents at a time. Once a document is uploaded, you should edit the title to be something human-readable, not least because that title is matched against when searching within the documents listing.

Privacy Restrictions

Document privacy is now handled by the Collection the document is in. Instructions to set up a private collection can be found here. If you have custom collections, you will be offered the chance to choose a collection for your document when you upload it. If you uploaded it to the default collection, you can move the document to another collection using the update form that appears after a successful upload.

Note that this form does not show privacy icons for the private collections, which is why we suggest descriptive names for Collections that are used to enforce privacy options. e.g. "Campus Only" or "Requires Login".

Editing Documents

Clicking on the filename in the "File" column of the Document listing page 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, or collection, or upload a new version of the file.

NOTE: Editing a Document by uploading a replacement file changes every place that links to that file – as long as you use the 'document' option when creating links, rather than copy-pasting the URL.

WARNING: "Delete" removes the document from your site, as well as all links to that document. 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 use 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, select that text, and click the "Document" button - second 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 a document directly 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 shows a popup that allows you to either re-open the Document chooser by clicking Edit, or to remove the link (leaving the text as it was originally) by clicking Delete.

In Any Link Block

Any of our 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.