Heretto Portal PDF Handling

You can publish PDF files to Heretto Portal by adding them to a map or referencing them in a topic. PDFs publish as downloadable resources that open in a new tab in the browser.

Publishing PDF files to portal is especially useful to:

  • Provide a PDF version of a document for your audience to download and use offline.

  • Provide additional, third-party resources to your audience.

PDF files can be:

  • Added to maps with the topicref element that contains the format="pdf" attribute. For example:

    CODE 
    <map>
    <title>(...)</title>
        <topicref format="pdf" href="pdf_file.pdf"></topicref>     
</map>

  • Referenced in topics with the xref element that contains the format="pdf" attribute. For example:

    CODE 
    <topic>
    <title>(...)</title>
    <body>
        <p>To download a PDF version of this document, go to <xref format="pdf" href="pdf-file.pdf"/>.</p>
    </body>
</topic>

Important Considerations

  • PDF handling supports publishing PDFs hosted only in Heretto CCMS.

  • PDF handling is supported in maps, bookmaps, and sitemaps, as well as in any topic type.

  • PDF files published to portal are not indexed or returned in search results.

  • By default, the PDF file name is used as the navigation menu text or the link text. Custom text can be specified in the navtitle element for maps and in the topicref element in topics.

  • When using the Next and Previous buttons in portal to navigate between pages, PDF files are skipped.

  • PDF files added to a map as the first element in a sitesection or topichead element do not consistently open the PDF in a new browser tab. This is a known limitation. We do not recommend using this structure.

    An example of this structure in a sitemap:

    CODE 
    <sitemap>
    <title>Sitemap</title>
    <sitesection>
        <topicref format="pdf" href="pdf_file.pdf"></topicref>
        <topicref href="dita_file.dita"></topicref>
    </sitesection>
</sitemap>

Add a PDF File to a Map

You can add a PDF file to a map, sitemap, or bookmap and publish it to Heretto Portal.

Upload a PDF file to Heretto CCMS

  1. In the Content Library, navigate to the folder where you want to upload your files and click Upload a new file .
  2. In the Select files to upload window, click to choose files or drag and drop files to upload.
    Select files to upload window
  3. If you selected any files that already exist in the Content Library folder and you don't want to overwrite them, clear the corresponding Overwrite files with the same names check box.
  4. Click Upload Files.

Add the PDF file to a map, sitemap, or bookmap

  1. Open a map and in the bottom left corner click Open Library.
  2. Navigate to the PDF file that you uploaded to the CCMS and drag-and-drop it on your map.

    A topicref element that references to PDF is added to the map:

    CODE 
    <topicref href="PDF-file.pdf"/>
  3. In the map tree pane, hover over the topicref element referencing the PDF and click Edit element properties .
    1. Optional: In the navtitle attribute, add the navigational title for the PDF that you want to be visible in the portal navigation menu.

      When navtitle is not specified, the PDF file name is used in the portal navigation menu.

    2. Scroll down to the format attribute and add the pdf value.

Once the map is published to portal, the PDF file becomes visible in the portal navigation menu. When a user clicks the navigation menu item associated with the PDF, the PDF file opens in a new tab.

Add a PDF File to a Topic

You can reference a PDF file with the cross-reference (xref) element in any topic type.

Upload a PDF file to Heretto CCMS

  1. In the Content Library, navigate to the folder where you want to upload your files and click Upload a new file .
  2. In the Select files to upload window, click to choose files or drag and drop files to upload.
    Select files to upload window
  3. If you selected any files that already exist in the Content Library folder and you don't want to overwrite them, clear the corresponding Overwrite files with the same names check box.
  4. Click Upload Files.

Add the PDF file to a topic

  1. Open a topic and place your cursor where you want to insert a link.
  2. In the Content Editor toolbar, click Insert Link .
  3. In the Link dialog, click Select file and select the PDF you uploaded. Click Link to File.

    An xref element referencing the PDF file is added:

    CODE 
    <xref href="PDF-file.pdf"></xref>
  4. Open the Attributes tab for the xref element, scroll down to the format attribute and add the pdf value.
  5. Optional: Change the link text by placing your cursor in the xref element and entering custom link text.

    When link text is not specified, the PDF file name is used.

In portal output, clicking the link opens the PDF file in a new tab.