Uploading Files as Attachments in KB (i.e. PDF files)

Use the "Attachments" tool to add resource files to your document. This can be used to add not only images (.JPG and .GIF) to your document, but other resource files as well (e.g. .PDF, .PPT, .DOC, etc.). Please note that individual images and attachments must be smaller than 40MB. Multiple 40MB images can be attached to a single document but each individual attachment must be smaller than 40MB.

A. Once logged-in to the KB Admin Tools (https://kb.wisc.edu/kbAdmin/), select "Documents" from the tabs listed at the top center of the screen.

B. Once the Documents tab is open, select "New Doc" from the menu on the left-side of the screen. This will open a page with the heading "Creating a New Document" for your use.

C. On this page, type in the desired document title, the relevant keywords (used for searching) and a brief summary of the document you are uploading in the corresponding labeled fields: Title, Keywords, and Summary.

D. Once you have added your title, keywords and summary, scroll down and click the "Save Change" icon located under the "Body" text box. Saving the document will automatically assign a 5-digit document number that will be tied to your document moving forward. (If a pop-up box appears requiring that text be entered in the "Body" text box, simply enter the word "test" or a space as a placeholder in order to move forward with saving the document.)

E. Once saved, you will notice that the document will now display "Editing Document XXXXX" at the top. It is now time for you to upload your file to the KB.

F. Scroll down under the "Body" text box to locate the word "Attachment" followed by a link labeled "Create Doc XXXXX Attachment Folder" specifying your 5-digit document number. Click the "Create Doc XXXXX Attachment Folder" link and select "OK" when the pop-up asks "Are you sure you want to create an attachment folder for document XXXXX?"

G. A new pop-up box will appear. Click the "Choose Files" icon and select the file from its storage place on the server or in your personal computer files. Please note: It is important that the document/file name be exactly as you would like it to appear as a link in the KB to external users. Once selected, click "Upload" and once the file name appears in the table on the screen, click "Close" to move back to the editing screen.

H. Once back on the editing screen, click the "Place file link" in the Attachments section and scroll up to see the link that now appears in the Body text box. Add any other text you would like to include in this section and click "Save change" under the body text when complete.

I. Scrolling down the editing screen, under the "Topics" section, select the topic(s) under which this attachment should be stored in the KB. Please note that you can drill down the Topic headings to specific subtopics by clicking the "+" icon in front of the primary topic heading. Select appropriate topics by checking the box by each desired topic/subtopic.

J. In the "Write Access" section, check the box by "Owner" to restrict editing to you only or check the box by "Owner group+owner" to allow editing by other internal parties. James and Kathi will be a valuable resources should you have specific question on who this "owner group" includes.

K. In the "Site Access" section, check the box by "GSAdmin -external" and/or "GSAdmin - internal" to allow the document to be viewed by internal and external users. Please note that most KB content will be viewed by both Internal and External users. If you would like additional details on when it might be appropriate to limit document access to internal users only, please contact James or Kathi for additional assistance.

L. In the "Select Status" section, check the box for "In progress" if you are still working on building your file in the KB. Check the box for "In Review" if the document draft is complete, but needs to be reviewed by other parties prior to becoming active. Check the box for "Active" once the document is finalized and ready to be viewed by internal and/or external users.

M. Select an "Expiration Date" by either leaving the default expiration date provided (4-years in the future), selecting "Never" if you prefer the document does not expire, or typing in the desired date of expiration. You will be notified prior to the document expiration for review, edits and reactivation of the document if appropriate.

N. Once all steps have been followed, click "Submit" at the bottom of the editing screen. You will be taken to a screen that allows you to either "View Document XXXXX" or "Edit Document XXXXX" at this time.

O. See KB User's Guide - Embedding Attachments in Documents for more information about embedding attachments in documents.

Keywords:   Doc ID:33085
Owner:Alissa E.Group:VCRGE and Graduate School
Created:2013-08-28 14:33 CSTUpdated:2017-07-12 12:14 CST
Sites:VCRGE and Graduate School
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