Uploading files and creating folders

Everything you need to know about how to publish content into Napp® and organizing it into folders.

What you will get

The ability to upload and organize content is the very foundation of Napp. It is the the starting point for distributing relevant content to your sales reps and collecting valuable data on their content usage.

What to do

Below are step-by-step guides to creating folders and publishing files in Napp. First, we will start with the folders, then comes publishing. When you have published a file, you simply place it in a folder via drag-and-drop.

Creating folders

  1. Click Publish in the main menu and navigate to Publications. This is your publication manager with overview of your folder structure to the left and a selected folder’s content to the right.
  2. To create a new folder, click the small, blue button next to home Base Folder which is the very “root” of your structure. Give it a name and click Create.
  3. If you want to create a new folder inside a folder, click the three-dots icon in the folder tree on the left, and then the 'plus' icon which appears after you click. You can also edit the folder or delete it.

Upload a file

  1. Click Publish in the main menu and navigate to Publications. Here you'll see an overview of all previous publications. If you haven’t published before, this view will be almost empty.
  2. Click the New button in the upper right corner of the screen which will send you to the New Publication view.
  3. Upload your file by either clicking “Browse” in the light-blue drop area or simply by dragging your file “onto” it. If your file is already online you can click the tab “Upload from URL” which will give you the option to insert a link to the file. 
  4. If you want to change the thumbnail image, you can click the Change image button in the preview box to the right to select another. 
  5. Don’t forget to give your file a title. The title field is required.
  6. The category field is also required. Keep in mind the category you add will have teams linked to it. For example, if the category called 'Brochures' has Marketing and Sales to it, those teams – and all the people in them – will have access to the files you upload into the category. But only if the teams were added to the category when it was created, this is usually done by admins. Click the plus Create new button to the right to create a new category.

Optional, next steps

  1. Allow sharing: Decide if you want your people to be able to share the file. Note, if you add the team called Public, which is a predefined team in Napp® which essentially just means everyone can see it, the Allow sharing will always be set to Yes and can’t be turned off – because it’s public.
  2. Description: It can be a good idea to fill the description field with important information from the file such as product numbers, titles or maybe even the entire table of contents. Because when you or your people search for files in the app, the search functionality will search for matches both in the titles and the description field. Adding a description will make it easier for you to search and find files, unless you have the Full Text Search extension, where all pages and their content in your file will be made searchable.
  3. Link to publication is automatically generated, but if you want to change it you can do it here. This is the direct link to the publication in the Napp® viewer. Hit Copy to copy the entire link. The only thing you can’t change is of course the URL to the viewer for your company, which is why it’s grey. 
  4. Schedule publication allows you to set a start and end date for the file. If an end date is set, the file will be deleted after that date.
  5. Auto-linking is not a part of all Napp® solutions, and might not be visible to you. If you have purchased the auto-linking extension (also known as auto-tagging) you can set the auto-linking setting for your file here. With auto-linking, Napp® will go through your file and automatically add web shop links to your Product IDs, Product Names or other content depending on your settings.

That’s it! If you’re done, go ahead and scroll back to the top to click check Save.

Tip: PDF Document requirements

Check out our article with a complete list of guidelines and best practice for PDF documents.

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