PDF asset management for relias.com

This document is a guide for uploading new PDF assets and updating existing assets on http://relias.com.

Creating new PDF assets

1. Prepare the PDF for upload. 

   1. Make sure that the PDF is under 1mb, if possible. Multi-page assets may exceed this limit, depending on size. White papers and single-page assets should be less than 1mb.

      1. If you need to compress a PDF’s size, you can use smallpdf.com. Secure and easy to use. Ignore the Pro offerings; even though they downplay it, free compression is usually just as good.

   2. Make sure that the file name contains no version numbers or unneeded characters. Be sure to maintain Creative’s file number and the year, if these numbers exist (usually at the beginning of the file name). Some file naming conventions will vary by year:
      
      Examples (remove what’s in red):

      21-PAC-2929-Ebook-BuildYourOwnNurseAideCertProgram_final.pdf

      20-HHS-2793-Whitepaper-Building-Resilience_v02 (01).pdf

      WhitePaper_Relias_HHS_BH_TIC-compressed.pdf
      
      

2. Log in to https://www.relias.com/wp-admin

3. Go to Media in the left sidebar menu

4. Click Add New next to Media Library, above the grid of images and assets. You can either drag the file into the box that opens, or click Select Files to add one or more files from your computer.
   
   

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5. Once the file is uploaded, you will see it load as the first item in the grid. Click it to see its information:

    

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6. In the right-side panel, you will see the file’s URL next to File URL. This is the full path to the new asset that any visitor on http://relias.com can use to see the asset. 

7. Copy the file URL and go to the Relias Resources Spreadsheet.

8. Go to the appropriate tab for the type of resource you just uploaded, and create a new line at the top of the spreadsheet. Fill in all the fields for the new asset on the spreadsheet.

   1. If you need a gated resource page created on http://relias.com for the new PDF asset, contact the UX/Dev team with a Jira ticket to get help setting it up.
      
      

Updating existing PDF assets

1. Prepare the new PDF for upload. See steps 1a. and 1b. under Creating New PDF Assets above. 

2. Additionally, check to make sure whether the asset has a resource download page on ’s resource library. If it does, request a new cover image from Creative. This should be a JPG or PNG of the white paper or PDF cover page that serves as a preview on the resource’s download page (see steps 13 through 15 below for steps to replace this image once Creative has created it):
   
   

    

3. Log in to https://www.relias.com/wp-admin

4. Go to Media in the left sidebar menu

5. From here, you’ll need to know the file name of the existing PDF you want to replace. You can type all or any part of the file name in the Search bar at the top right of the grid, and the library will sort the grid results to match your query.

6. Once you’ve found the existing PDF you want to replace, click on it to bring up its details.

7. In the detail window for the asset, click Upload a new file near the bottom of the right-side detail panel (cont below):
   
   

    

8. You will now see a screen where you can replace the existing file:
   
   

    

9. First, click Choose File to select the new asset that will replace the existing PDF from your computer.

10. Next, scroll down to verify whether the URL should be updated. In most cases, you will want to keep the URL the same, since the URL may be used in a resource download page or elsewhere on the site. This will be the default selection, so you won’t need to take any action here. You should replace the date as well, which will also be selected by default:
    
    

     

11. Once you’ve verified the replacement options and the date options, click Upload to replace the old file with the new one. Note that this will delete the old file forever, so download a backup beforehand if you need to keep it archived.

12. Make any relevant updates to the file data in the Relias Resources Spreadsheet. Most info will usually stay the same, but the Creative file number may be different now.

13. If the asset has a gated resource page in the Relias resource library, find the asset’s page and go to its edit screen (you will need to remain logged in to do this):
    
    

     

14. From here, you will be able to update the asset’s cover image provided by Creative:
    
    

     

15. Hover over the image and click the Pencil icon. You will be able to upload the cover image to the Media Library in the window that opens. Once you’ve selected it and you see the new image in the editor, click Update to publish your changes.