Document Management: Using DropBox for PDFs, Word, etc. Files
When adding documents and files to your webpage, consider the storage space, bandwidth, and download speeds available. To save our web servers from the large amounts of storage required and our users from long download times for documents (such as MS Word, PDF, Excel, etc.), we are using Dropbox as our primary document storage option.
NOTE: One can edit and make copies of PDFs in your PRM-Web Dropbox folders even when not logged in. The original file is still maintained and not altered. This is a Dropbox feature.
The reality is that every PDF is editable with a PDF editor.
To block all editing on a PDF, you’ll have to PROTECT it within Acrobat prior to uploading it to Dropbox. Find out how to protect your Acrobat files on the official website.
**Special Note About INTERNAL DOCUMENTS**
These
PRM-Web-NAME Dropbox folders are intended solely for storing public
documents. Internal documents need to be transferred to an
internal storage option such as Microsoft SharePoint or a separate unit
Dropbox account.
Set Up Your Georgia State Dropbox Account
The first step is to register/log into Dropbox (https://gsutech.service-now.com/sp?id=sc_cat_item&sys_id=5689ab3adbc224102c5b9696db96190f&referrer=recent_items). Dropbox accounts are free for all faculty and staff, but you still need to register your GSU email account to gain access to your PRM-Web-NAME Dropbox folder.
Let Digital Strategy Know You Need Access to Your Site's Dropbox
We are working with IT to set up website DropBoxes for all major colleges, schools, and units. These DropBoxes will only be used for documents (MSWord, PDF, Excel, etc.) and large image libraries used on your public WordPress site(s). Your Communications Director will need to contact us to request access to your site's Dropbox.
Add Your Site's Dropbox to Your Personal Dropbox folder
Once you have been added to your PRM-Web-NAME's Dropbox, log in to Dropbox (at https://www.dropbox.com/home) and look for the option on the left side labeled "Shared." Click on it. You will now see all the available Dropbox folders to which you have access.
Place your mouse over any folder you have not added to your Dropbox list yet, and the "Add to Dropbox" button will appear. Click on that button.
You can now see this folder under your "All Files" option in the left column.
Now you have access to your website's Dropbox and can add documents to it.
Setting Up Your Website Dropbox - Best Practices
The Communications Directors can set up subfolders under their charge to keep the items stored in a streamlined and properly sorted manner. Subfolder directories should be discussed and planned in advance to keep them organized and future-proof.
****We urge you to establish a clear, consistent naming and ordering convention (by category, date, etc.) for your folders that is easy for all users to understand and ensures that every file can be easily found within your Dropbox with minimal effort. ****
(NOTE: Dropbox has a feature where you can create automated folders and have uploaded documents auto-organized utilizing categories, renaming files, and adding tags, among other means.)
To add subfolders, click on the Website Dropbox in your "All files" folder that you want to add them to, and then click on the "+Create" button, and select "Folder".
You can then name the folder and select the people you would like to share it with. You can choose who has access to view or edit each folder. This is a great feature that will allow colleges and schools to break up their main folder into separate programs by creating each program as a sub-folder, and then adding sub-folders to those programs for items such as CVs, Forms, student documents, staff documents, etc.
Once again, we ask that each Communications Director responsible for a College, School, or Unit plan their folders and sub-folders before placing a single document in them. This will hopefully prevent future naming and location issues.
NOTE: Comm Directors, you have the option to organize your folders using multi-file options, set Naming Conventions, and add Automation. Each option is self-explanatory and easy to set up. These organizing options should be thoroughly explored to optimize the setup and ongoing usage.
Adding Documents to Your Folders
Once you have your folders set up, it's time to fill them up with all the documents that you have waiting. To do this, open the folder that you want, and you will see options to upload your items. You can either use your browser, the Dropbox mobile app, or the Desktop app. They all function in the same way.
Upload your document(s).
Sharing the Document (Copying the Link to Insert in WordPress)
Once your document has been uploaded, you need to give everyone who has the URL access, thereby making the document "public." To do this, put your mouse over the document that you want to make public and you'll see a button to "Share." Click on that.
Then click on "Settings."
Then, on the next screen, you should be able to see and select the tab for "LINK FOR VIEWING."
You will then see "People with this link can view," and "There isn't a link for viewing. Create link." Click on "Create Link."
Under "Who has access," select "Anyone with link." Then "SAVE".
On the next window that appears, you will see an option labeled "Copy link." Click on it to copy the link's URL. The option to copy the link is also always available on the document list next to each document. You can view the option by placing your mouse over the document for which you want to obtain the link.
**Special Note About MAKING THE LINK FOR VIEWING ONLY**
If the document is an MS Word or Excel file, the "Copy link" button opens a window that is initially set to "Link for editing." Click on the tab to the right of that option for "Link for Viewing." This is where you can change the document to be viewable (but not editable) to all who have the URL.
**Special Note About COPYING THE PUBLIC LINK**
Once you have made your documents available to "Anyone with the link," anyone else with access to the file can now copy the link URL and share it themselves. They can either grab the URL from the "Copy Link" graphic next to the file title, or open the "Share" option, click the "Link for Viewing" tab, and select "Copy Link."
**Special Note About EXPIRED DOCUMENTS**
Dropbox
is NOT AN ARCHIVE. Everything in there is publicly searchable. Remove your document when it’s no longer valid or has expired.
You can set an expiration
date for the link by switching the "Expiration" toggle to "ON" and entering an expiration date of your choice. Please remember to remove any expired documents from your folder after the fact. This will open up storage space for your folder.
**Special Note About SAVING YOUR CHANGES **
To ensure your users can view your document's PUBLIC LINK, you must click on the "SAVE" button. NOTE: Sometimes the "SAVE" button is covered by the "Undo - Close" pop-up options.
Adding the Link to your WordPress pages
Now, go to your WordPress site and locate the page to which you want to add this document link. Open the page and add the link wherever you need it to go (whether in a button, creative link, or just as a link within a paragraph). Make sure that the link "Opens in a new Tab." Save the page.
Accessible PDFs
For help in making your PDFs accessible and ADA-compliant, please read our article on Creating Accessible PDFs.
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