Managing project documents not compatible with the PDF Viewer

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In this video, we will discuss what is different about documents that are not compatible with the PDF viewer,

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upload a translation that is compatible with the PDF viewer to a document,

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and explore the relationship between a document and its translation.

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So let's take a look.

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You can upload practically any file type into Upchain.

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However, not all file types are compatible with the PDF viewer.

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This means that they cannot be previewed within the web application.

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This may not be an issue for the documents you work with.

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Perhaps your entire team has the required software to download and view the files there.

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In any case, you can still perform all the same actions on these files that have been previously demonstrated,

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including checking the file in and out, sending the document through a workflow to be published, cloning, sharing, archiving, and so on.

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However, there may be certain files that you wish other users to be able to view in the PDF viewer,

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perhaps because they don't have the required software.

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For this to happen, you can upload a translation of the document that is compatible with the PDF viewer.

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In this example, we've uploaded an SVG file.

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This file cannot be viewed in the PDF viewer, and so you will not see an option to do so in its action menu.

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We have also generated a PDF version of this file.

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This file type is compatible with the PDF viewer, so we'd like to associate it with the SVG file in Upchain,

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so that other users can view the PDF version instead.

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To do this, click the "Action" menu beside the file, and select "Import Viewable Files".

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Alternatively, in the Details panel, you can open the Linked Documents and Translations tab, and click the "+" button in the translation section.

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Either method opens this window.

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Here, click the "Add Documents" button.

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Locate the translation file on your computer that you'd like to upload.

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You can select more than one.

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Once uploaded, click "Okay".

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You'll find this document in the Linked Documents and Translations tab of the original files details pane.

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From here, you can remove the translation if it's no longer relevant.

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Click the eye icon to view it in the PDF viewer.

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And here you have all the usual tools to annotate the document, save a markup,

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download it with those markups, create investigation requests, and so on.

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You can download the translation to open it in its native program and view all versions of this translation.

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You can upload the translation again to create another version of it.

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Here, there is no check-in and out functionality for it, simply re uploading it creates a new version.

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This document is still in draft, which means we can check it out and back in again to make a new version.

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So, what happens to the translation when we version up the parent document?

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Let's explore that.

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We'll check it out,

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which downloads a copy of it to our local computer, where we can then make changes to it and generate a new translation.

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Once we've made changes to our document we can then check it back in.

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Be careful here which document you upload, and ensure the file name matches what it is in Upchain.

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We have now created a new version of that document.

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Let's have a look in the documents and translations tab.

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You'll notice now that there is no longer a document shown under the translation section of the linked documents and translations tab.

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This is because a translation document is linked to a specific document version.

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As soon as a new document version is created, the translation is removed,

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because it is assumed it no longer accurately represents the changes in the latest document version,

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very much in the same way that linking a document to another links specific document versions.

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You must now generate a new translation, and reupload it into this section.

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We have a look at it in the PDF viewer.

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You can see that it is a little bit different from before.

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We want to make sure our translations accurately represent the document.

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Now let's publish this document.

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Once the parent document is published, it is recommended that you do not upload any further translations.

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You should treat the publishing process as both the parent and translation being published at the same time.

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Before you publish any document, it is a good idea to ensure the translation is ready to be published as well.

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You should now have a better understanding of the differences between the documents that are and are not compatible with the PDF viewer,

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how to upload a translation to a document that is compatible with the PDF viewer, and the relationship between the document and its translation.

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Keep going to learn more.