Matrix Tutorial Uploading a PDF

into Matrix

Contents

Matrix PDF properties ................................................................................................................ 1

Uploading a PDF into Matrix ...................................................................................................... 2

Details Screen ............................................................................................................ 8

Metadata Screen .................................................................................................... 9

Populating the Metadata screen of a PDF ............................................................................ 9

Making a PDF live in Matrix ..................................................................................................... 10

Adding multiple PDFs at once to Matrix .................................................................................. 12

1

Matrix PDF properties Although we allow currently allow PDFs to be uploaded to Matrix, we are starting to reduce the number we have on the NTU site. Before uploading try to incorporate the information into the page directly, ideally by the use of an accordion. PDFs uploaded to Matrix need to have -

1. A maximum file size of 300kb 2. The file name should be descriptive of the PDF, lowercase, ideally 4-5 words with

each word separated by a hyphen e.g. bsc-zoo-biology-course-specification.

2

1. Click on the New button in the top left of the Matrix toolbar.

2. An Asset Creation Wizard will appear. Click on the Files option from the left hand menu.

Uploading a PDF into Matrix

Before you can add an PDF to an asset, it must first be uploaded and stored in the system.

3

3. Click on the PDF option from the right hand menu.

4. The PDF wizard screen will appear. We need to populate every field marked with a red asterisk.

5. Click on the Choose file button and select the PDF you wish to upload to Matrix.

4

8. The PDF you selected is provisionally added to the wizard.

9. A file name is automatically added to the Enter a name field based on the filename. We don’t want the hyphens or the .pdf at the end so click in the field and rename it. The system title should be descriptive of the PDF. In this example the filename will be

BSc Zoo Biology Course Specification

6. Select the PDF you wish to upload.

7. Click open.

5

10. We now need to select a location in the system to store our PDF. Please note all PDF’s in matrix are stored within the Media folder. Click the Select New Location button.

11. Select the folder you wish to add the PDF to making sure it is highlighted in blue.

12. Click Select.

The Asset Finder will open. Navigate to –

Media> Documents

All PDFs are stored in the Documents folder within the Media folder. PDFs are organised into folders based on what content they are used on and then subdivided into school.

6

14. The system will then process your request, uploading and creating a PDF asset in the specified location.

13. When you have selected a –

1. File 2. System name 3. Location

Click the Create button.

7

15. When the Wizard Complete screen appears the PDF has been successfully uploaded. We now need to populate some fields on the Metadata screen and make the PDF live so it can be applied to other assets.

16. Click Edit to go straight to the PDF you have just uploaded.

8

18. If the warning message is displayed click the Metadata Screen button or Metadata tab at the top of the screen.

If the PDF has been uploaded to a publications or prospectus folder the details screen will show a warning message stating that the asset cannot be made live until fields on the metadata screen are completed.

17. The Details screen of the PDF will open. Here you can view all the data we input previously.

If NO warning message is displayed the metadata screen can be ignored and the PDF made live.

Details Screen

9

All the fields marked with a red asterisk need to completed in order to make the PDF live.

Untick Use default and enter a print code

Select a Mode of Study by unticking Use default and selecting the chosen study mode making sure it is highlighted in blue.

Select a Level of Study by unticking Use default and selecting the chosen study level making sure it is highlighted in blue.

Select a Year of Entry. Please note only 1 year of entry per upload can be selected.

Metadata Screen

Populating the Metadata Screen of a PDF

Please note the metadata screen will only need to be populated for PDFs stored in the prospectus or publications folders. If you have not added a PDF to these locations the metadata screen can be ignored and the PDF made live.

Click Save in the top right hand corner.

10

Making a PDF live in Matrix

1. From the Details screen go to the Status section at the top of the screen and click the Change dropdown.

2. Click on the Approve option.

The screen will change showing an Add workflow comment box.

3. Add a comment detailing what you have done. E.g. if it is a new PDF put New PDF upload.

Click Save in the top right hand corner.

11

4. The screen has now changed showing the status bar in yellow and the caption Approved To Go Live. This is your final check before making the PDF live. If anything is incorrect click the Change drop down and select Reject Changes to go back and amend the upload.

5. If everything is correct click the Change drop down and select Make Live.

Click Save in the top right hand corner.

6. The screen will now show the status bar in green and the caption Live. The PDF is now live within the system and can be applied to other assets.

12

1. After populating all the required fields on your first image upload click the +Add More button at the top left of the wizard.

Adding multiple PDFs at once to Matrix

If you have a lot of images to upload you can upload more than one at a time.

2. The screen will change showing a new PDF upload window to populate.

4. You can create up to 9 PDF assets in one go. Click Create.

3. A list of PDFs you have scheduled for creation will appear in the left hand menu. To go back and change the details of any PDF simply click the name from the menu. Click the pink circle with a minus in it to delete any PDF.

13