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How to add, reuse, and edit Document / File assets

What should I use it for?

Document/File assets allow you to attach files, such as PDFs, Word documents, and other common file types, to your guide. This will present users with a link they can use to download a copy of the file to their computer. These asset types are ideal for sharing handouts, assignments, presentation slides, or just about any other file you want to share.

What shouldn't I use it for?

Document/File assets can't be used to embed or stream content. For example, although you could upload a PDF or MP4 file (within the file size limit), users would have to download it before they could view it -- they cannot view it directly on the page. For streaming videos, instead consider using a third-party service (such as Vimeo or YouTube) to host your video, then add the embed code they provide to a Media/Widget asset in your guide.


Add a new document/file to a guide

To create a brand new document from scratch and add it to your guide:

  1. While editing your guide, click on the  Add / Reorder button at the bottom of the box where you want add this.
  2. Select Document / File from the dropdown menu.
  3. Give your document a name in the Document Title field.
    • This is what display's as the text of the document's link (i.e. what users will click on).
    • It's also how the document will be identified in your assets library and statistics.
  4. If you would like to add a description of the document, enter it in the Description field.
  5. To customize how the description appears on the page, choose your preference from the Description Display options.
    • Display beneath item title: this will display the full text of the description on the page, right below the title.
    • Hover over item title: this will display the description in a popover when a user hovers over the title.
    • Hover over "info" icon: an info () icon will appear next to the title. When a user hovers over it, a popover will appear displaying the description.
    • Hide description: if you would like to hide the description, select this option. This will not hide the More Info field.
  6. To upload your file to the document asset, click the Select File button and select the file from your computer.
    • There is a maximum size of 10 MB per file (20 MB if you have CMS).
    • Each LibGuides system has a total allotment of 5 GB for all uploaded files.
    • You can upload virtually all file types, except for Flash or streaming media files.
  7. If you have LibGuides CMS, you can optionally require a password in order to download the file. Simply enter the password you want to use in the Password field.
    • Note: this will not prevent admin users from editing the asset and removing the password or viewing the document, so you may not want to use this for extremely sensitive or confidential documents.
  8. Use the Position option to choose where the new asset should be inserted in the box. (Don't worry: you can always reorder it later.)
  9. Optionally, you can assign resource icons to your document. Click on the Assign Resource Icons panel to select the icons to use.
  10. Optionally, you can display a thumbnail image (such as a logo) next to your document. Click on the Assign Thumbnail Image, then click the Browse button to upload or select an image from your Image Manager library.
    • Note: document assets already display a small file type icon next to the title (e.g. a PDF icon will display next to a document asset with an attached PDF file).
  11. Click the Save button.

Assigning subject categories

  1. If you would like to assign your document to a subject category, click on the Subject Associations tab and select the subject(s) to assign. This will allow you to filter your assets by subject in your assets library.

Selecting Document/File from the Add/Reorder dropdown

Creating a new document / file asset


Reuse an existing document/file

It's always best to reuse existing assets as much as possible. This will help reduce duplication in your assets library, while also making it easier to analyzing statistics for a particular asset.

To reuse an existing document from your assets library (Content > Assets):

  1. While editing your guide, click on the  Add / Reorder button at the bottom of the box where you want add this.
  2. Select Document / File from the dropdown menu.
  3. In the Add Document / File window, click on the Reuse Existing Document tab.
  4. In the Search for Document / File field, start typing in the name of the asset you want to add.
  5. Select the asset you want to add from the list of results.
  6. A summary of the asset info will appear.
    • Not the document you are looking for? No problem: search again and select a different one.
  7. By default, a mapping of the original asset will be added to your guide. If you would rather create a copy of the original asset, select the Copy checkbox.
    • Using a mapping is convenient because any changes made to the original asset will automatically be reflected on your guide.
    • The drawback of mapping is that you won't be able to edit the asset yourself (except for adding a custom description just for this one mapping).
    • If you need to customize more details of the asset, then select the Copy checkbox. This will create a standalone copy of the asset that you own and can fully customize.
  8. Use the Position dropdown to select where in the box the new asset will be inserted. (Don't worry: you can always reorder this later.)
  9. Click the Save button.

Selecting Document/File from the Add/Reorder dropdown

Selecting an asset to reuse

Saving a reused asset


Group, edit, and remove documents in a guide

  1. To manage a document, click on the its Edit () icon.
    1.  To add another document to this asset group, select  Add to Group and follow the steps above to create or reuse a document.
      • What's a group? When you add documents next to each other in a box, they will automatically form a group.
      • Documents in a group can be sorted by title; plus, when reordering content, you can move the entire group at once instead of each document individually.
    2. To customize the document's description, select  Edit.
      • If this is a mapped asset, please note that this will only apply to this single mapping of the link. It will not affect the original link's description.
    3. To remove the document from your guide, select  Remove.
      • This will only remove the document from your guide. It will not delete the document from your assets library (Content > Assets) and can still be reused.

Options for editing a document


Editing documents in your assets library

The assets library is where all reusable assets are stored in your LibGuides system. From here, you can centrally manage your assets, as well as create new ones.

  • Admin users can edit any asset in the system.
  • Regular users with the Manage Assets permission (CMS only) can also edit any asset.
  • All other Regular and Editor users can only edit the assets they own.

To edit your document assets:

  1. Go to Content > Assets.
  2. Use the filters at the top of the page to filter the assets library (such as by type or owner).
  3. To edit an asset, click on its Edit () icon in the Actions column.
    • Changes made to the asset will be reflected everywhere the asset is being used.
    • The only exception is if a mapping of the asset is using a custom description. In that case, the custom description will continue to display on that guide.

Navigating to the Assets page

Filtering the assets list

Clicking an asset's Edit icon

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