Changing or replacing a PDF in the CMS

Updated
Chris Wang
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PDF documents can be uploaded and displayed on the nsw.gov.au website so citizens can easily download relevant information to be filed or printed. 

When creating content on the nsw.gov.au site, we strongly suggest you consider whether PDF content can be re-worked into a resource page format. The nsw.gov.au content formats are designed to be easily translated, improve accessibility and optimise user experience, and are easier to maintain and change than PDF content. 

However, in instances where PDFs are displayed on the site, there are two ways to change and replace PDFs to keep them up to date.

To keep an archive of a previous version:

  1. Upload the new version of the PDF as a new media file in the CMS.

    The Add File section in the CMS showing mandatory fields Title, File, Agency and Editorial Group.
     
  2. Search for the old version of the PDF in the media section of the CMS and select 'usage'

    The Usage tab, to the left of the Edit tab, selected for 'Using a rapid antigent test' file.
     
  3. Go to each usage reference and replace the old file reference with the new one.  
  4. If this document is also displayed on another site, contact that site's administrative team to replace the link on those pages. If you're unsure if there are other references to the old document you can contact us and we can run an additional report.
  5. Return to the old version of the pdf and select 'unpublish' and 'noindex' - this will stop search engines from cataloging this version of the file. You can also insert [ARCHIVE] in the title name to prevent further confusion about which document is the updated version.

    The noindex checkbox unchecked under the Published checkbox.
     
  6. If you would like the old version of the document to be removed from view of other CMS editors, you can send a request using our online form.

To keep the same URL:

  1. Find the file in the media section of the CMS.

    The Media section of the CMS under Home, Administration and Content.
     
  2. Ensure that the 'Overwrite original file' box is checked (like below) and upload the replacement file in the 'replace file' section of the page.

    The Replace file section of a media file, showing the 'Choose File' button and the 'Overwrite original file' checkbox checked.
  3. Explain the reason for the change, or describe the differences between the old and new file in the 'Revision log message'

    The Revision Information section with the Revision log message textbox where explanation and revision notes can be typed.
     
  4. Click 'Save'.

Please note that the old version of the file will not be saved or archived. 

Need any more help?

If you have any questions, or require assistance with anything mentioned in this article, submit a request via the webform.

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