Using files

Make PDFs look great and user-friendly

Considering using a PDF? If so, ask yourself these questions:

1. Is the file a long reference document that would be hard to use as web content? (ex.: guidelines with tables)
2. Is the file explicitly intended to be printed? (ex.: forms completed by hand, checklists)

If the answer is yes to either question, consider publishing the file as a PDF.
If the answer is no to both questions, consider using a webpage or Knowledge Base article instead.

How to name PDFs for your webpages 

1. Make sure your original document has a user-friendly document name.
 
2. When uploading to Sitecore, keep the document name and the file name as close to each other as possible:

• Keep the file name as short as you can while still being clear.
• Put hyphens between each word of the file name (but not the document name).
• Include the month and year at the end, e.g., ECIS-Parental-Consent-Form-2015-04.
• Avoid symbols and spaces that some systems may not be able to read.

Keep your files organized 

File names need to be clear enough that people can easily understand what the document is and who it’s for.

EXAMPLE:

• Do: Family-Child-Care-Staff-Application-2019-08.pdf
• Don’t: StaffApplication.pdf

Disadvantages of including PDFs in your web content 

While PDFs are easy to create, they can pose a few problems for both end-users and agency staff.

• Reading them takes extra steps: Users need plugins or software on their computer or phone to open PDFs.
• They aren’t well-suited for mobile use: PDFs are designed to be read on an 8.5-inch by 11-inch piece of paper, not a mobile screen.
• They create version-control problems: Every PDF file needs to be updated separately. Plus, you will have no control over out-of-date versions that users previously downloaded.
• They may not be accessible to all audiences: Screen readers for people with visual impairments may not recognize text in PDF format.

Consider a knowledge base article instead 

Knowledge base articles are a great alternative to linking out to a PDF from your webpage.

• They are internal and don’t require a download or extra steps to access, which increases audience engagement.
• They maintain the same look and feel as your webpages, and help maintain a more consistent voice.
• They display well on mobile screens.
• They can be updated and edited as needed, eliminating those version-control problems associated with PDFs.
• They are more accessible and easy to navigate.
• Their content can be prioritized in SERP (search engine results page) and through your site’s search bar.

More on the knowledge base 

The Knowledge Base is a great option for you to share details about a program or service, or to publish How-To guides and answer FAQs. They work seamlessly alongside webpages and chatbot dialogues.