PDFs and Supplemental Files

There are multiple reasons you may want to add additional files to your records. You might have reading notes for a Book Club Kit you want to upload, notes from a Library Board meeting, or a sample waiver for special equipment you might circulate. 

How to Upload a PDF

1. Click into the detailed record view for a title. You must be in the record view for a specific format, not for the entire grouped work.
2. Scroll down to Staff View.
3. Click Upload PDF Version to add a PDF to a record. The PDF must be 50MB or less.
4. Once uploaded, you will see two new options underneath the Place Hold button: View PDF and Download PDF. You can also see all uploaded PDFs in the Staff View section under Uploaded PDFs.

Removing a PDF

1. On the record page where you want to remove the PDF, click Staff View, then scroll to the Uploaded PDFs section.
2. Click the Delete button next to the PDF(s) you want to remove.

Uploading Supplemental Files

1. Click into the detailed record view for a title. You must be in the record view for a specific format, not for the entire grouped work.
2. Scroll down to Staff View.
3. Click Upload Supplemental File. The file must be 50 MB or less and must be one of the following types: .CSV, .DOC, .DOCX, .ODP, .ODS, .ODT, .PDF, .PPT, .PPTX, .XLS, .XLSX.
4. Once uploaded, you will see a new option under the "Place Hold" button that says Download Supplemental File. You can also see all uploaded supplemental files in the Staff View section under Uploaded Supplemental Files.

You will need the Upload Supplemental Files permission to upload files to records. Some of the default roles, such as "opacAdmin," have this permission included.

You can edit "Download Supplemental File" to another label of your choosing with Translation Mode.

Removing a Supplemental File

1. On the record page where you want to remove the file, click Staff View, then scroll to the Uploaded Supplemental Files section.
2. Click the Delete button next to the file(s) you want to remove.

If you don't want to upload PDFs to a record but still want to link to or embed them within a web builder page, you can upload PDFs directly to Aspen within the Web Builder module.  You can find this section in Aspen Administration > Web Builder > PDFs. These PDFs can be embedded within a web builder page or directly linked to via a menu link.

Find out more information here.