ScreenSteps is an online knowledge management system. But, we understand that you and your end users may want to download a PDF version of your articles and manuals. So, instead of making you recreate all of your content in Word or Acrobat, ScreenSteps takes care of that for you.
Follow these instructions for setting up your PDF download options in ScreenSteps.
Create a new PDF template
ScreenSteps will use your PDF template to style and format your content in a PDF document. Once you get your settings right, ScreenSteps will automatically push the content out just how you want it.
In the ScreenSteps web browser application, click:
- Account
- PDF Templates.
Click the Create Template button
Name the template and click Create
Edit the template
After the template is created, click on its title to edit it.
You can create as many templates as you'd like.
Add your logo to the template
You can add your logo to the PDF Header and the Title Page.
Supported file formats
You can use the following formats for a logo in a PDF template:
- PNG
- JPEG
- GIF
- SVG
The header logo
- Click General
- Click Upload Logo
The title page logo
- Click Title Page
- Click Upload Logo
Select Your Fonts
PDF templates include support for Google Fonts. You can specify the fonts, font colors, and font sizes on the Fonts & Colors tab.
Navigate to the Fonts & Colors tab
- Click Fonts & Colors
- If you are not familiar with Google Fonts, click on the Preview fonts on fonts.google.com button to see what the various fonts look like.
- The Default Font is the font that will be used unless you specifically choose another font for a specific part of the PDF document. For example, in this screenshot the Header, T of C Title, and Chapter Title will all inherit the default font because no specific font has been selected.
- Select colors and font sizes for the text in your PDF document.
Add variables to insert dynamic content
Certain fields in a PDF template allow you to use variables to insert dynamic content. This article will show you which fields accept variables and which variables you can use. This is an optional step.
Header, Footer, Title Page Header and Title Page Footer Fields
[[Document_Title]] The name of the document. For a manual it is the name of the manual. For an article it is the name of the article.
[[Document_Type]] Manual or Article.
[[File_Name]] The name of the PDF file.
[[Date]] The date in the format configured in your account settings.
[[Date_Time]] The date and time in the format configured in your account settings.
[[YYYY_MM_DD]] Year, month and date formatted as YYYY-MM-DD.
[[MM__DD__YYYY]] Month, day and year formatted as MM/DD/YYYY.
[[HH_MM_SS]] Hours, minutes, and seconds formatted as HH:MM:SS. 24-hour clock.
[[HH_MM_SS_12HR]] Hours, minutes, and seconds formatted as HH:MM:SS. 12-hour clock with AM/PM.
Footer Numbering Field
[[Page_Number]] - The page number.
[[Page_Count]] - The total number of pages.
Add custom CSS (Cascading Style Sheets)
You can customize how things look by adding your own CSS. Check out this article for several CSS recipes that you can copy and paste into the CSS tab.
Continue making customizations
Notice that you can select options for the footer, headings, titles, etc.
Click the tabs along the top to navigate the main sections and make customizations.
Associate the PDF template to your site
You can specify which PDF template to use for each site in your account.
- Navigate to your site
- Click Settings
- Select a PDF template from the PDF Template menu.
- Click the Update button to save your changes.
The selected template will now be used when generating PDF documents for the site.
Choose a template for a specific manual
By default, when users download a PDF of a manual, the PDF template assigned to the site is the manual that will be used.
If you would like to use a different template for specific manuals, you can assign one.
Edit manual properties
From the manual contextual menu
- Click the chevron to the right of the manual's title
- Select Edit.
Select PDF template to use
Click the Update button to save changes
Do you want to download a PDF of the Manual, Chapter, or Article?
Download the entire manual
1. Click the manual action menu and select Download PDF
2. Select Generate PDF > Download PDF
Download a chapter
Only published articles will be shown in the PDF.
1. Click the chapter action menu and select Download PDF
2. Select Generate PDF > Download PDF
Download an individual Article
1. Select dropdown icon > Download PDF
2. Select Template > Generate PDF
Would you like to display PDF download links to end users viewing your published knowledge base?
Which template are you using?
Select the option below that matches the template you are using
When you click Site Template in the Admin area, you will see either the Old or New option selected. Choose the option below that matches the template you are using.
Update your PDF settings in the Site Template
Click Site Template
- Navigate to the site to which you would like to add PDF downloads
- Click Site Template
Check the boxes next to Download Manual PDF and Article PDF
There are two locations to check the boxes. The first section is for your site - when readers are viewing a table of contents, they will have an option to download the entire manual as a PDF.
The second section is for an article - when readers are viewing an article, they will have an option to download the entire manual as well as that specific article as a PDF.
For more details around customizing the sidebar, check out these instructions for customizing your site sidebar.
Preview Changes > Publish Changes
Don't forget to Preview Changes and then Publish Changes so that the update sticks.
Update your PDF settings in the Site Template
Navigate to Article
Turn Download PDF option(s) ON
Click Apply > Publish
Enable PDF Generation in Account Settings
Now you need to enable PDF generation in your Account Settings.
Click Account > Account Settings
Click Enable PDF generation
You're done with the set up!
That's it! You've set up your PDF template(s) and you know how to download the PDF versions from the Admin area and provide the option for end users to download PDFs from the published ScreenSteps site.
You're done with the set up!
That's it! You've set up your PDF template(s) and you know how to download the PDF versions from the Admin area.