A document library is a good way to display PDF and Word documents. However, many document libraries are impenetrable blocks of links, or disorganised lists that make browsing a chore and discourage engagement.

The document library tool allows you to organise your documents into attractive, easy-to-navigate collections. It helps you keep your publications organised and under control, while making browsing easy for your visitors.

This is an example of how the Document Library tool can be displayed on a page. All titles, descriptions, groups and arrangements are easily customisable.

🖼️ Examples

Here's some examples of how you can configure the Document Library tool:

⚙️Settings

After selecting the Document Library tool and placing it in the desired location, a new settings dialogue box will appear to configure your tool with the following tabs:

Basic

  • Add Item - add a document to the library. This will take you to the File Manager where you can add an existing document or upload a new file.
  • Add Group - create a group so documents can be sorted and managed without relying on unsightly lists.
  • Edit - displayed when a document has been added. Allows for swapping a document or changing its title or description.
  • Delete - displayed when a document has been added. Removes the document from the library.

Display

  • Show Document Type Thumbnails - document thumbnails display as image icons representing the type of document.
  • Number of Items - determine the number of documents that will be displayed before a drop-down pop-up is displayed.

Advanced

  • Block Title - add a heading to display at the top of the tool.
  • Block Description - add a sub-heading or descriptive text to display beneath the heading.

🎯 Key Actions

Key actions you can perform in the Document Library tool:

  • Select Add Item. This will take you to the File Manager.
  • To select an existing image from the File Manager, click on the thumbnail of desired image.
  • If your file is in the File Manager, click on 'Upload File' on the upper right hand corner. Once the upload is complete, click on the green Choose File option.
  • Once the file has been added, you will notice a thumbnail added to the File field.
  • Create a title and description and then select Add once completed.
  • Select Add Group.
  • Create a title and, if required add a description.
  • Use the blue up/down arrows on the right hand side of the document to move the document up or down by one spot.
  • Alternatively, click and hold the three lines (or hamburger) icon on the left hand side of the document and drag it to another position in the list.
  • Documents can also be dragged from one group to another, or out of a group altogether.

If you are wanting to add documents to the File Manager before you have added a Document Library block to a page, you can do this by visiting:
Dashboard > Files

Depending on your site access level you will either be able to see and add files to all sets or just the sets of documents you have been assigned too.

Then using upload files in the top right hand corner of the page you can add all the documents you are going to need.

Practice Tips

  • Use groups - grouping documents can make document libraries clearer. For instance, you can designate different kinds of documents or documents from different stages of a project.
  • Avoid having too many documents in a library - even a well-organised document library can become unsightly and difficult to navigate if it is too long.
  • Keep your documents small - many people will be engaging on a mobile device and won't want to download lots of heavy documents.
  • Preference web text - PDFs and Word documents lock your information and publications in unsearchable, difficult to read formats.
  • Think about accessibility - if you are adding a PDF you may need to include an accessible Word version to comply with accessibility guidelines.