Attaching a PDF to a Shape

The PDF upload feature is available to users with Contributor role or higher.

The PDF upload feature lets you add supporting documents directly to a shape so users can reference supporting knowledge without leaving Procedureflow. This helps keep the flow focused on what to do, while making detailed reference material available when users need it.

Viewers can preview PDF documents when they are embedded in a flow they have access to.

When to attach a PDF to a shape

PDF documents are helpful when users need supporting information while completing a process:

  • Policies or compliance documents that support a specific step in a flow
  • Detailed operational instructions that are too lengthy to include directly in the flow
  • Forms, templates, sign-off documents, or other documents users need to review during a process
  • Training, onboarding, job aids, reference guides, or product info to provide additional context

Attaching a PDF to a shape

  1. Open the shape where you want to add the PDF, or add a new shape to the canvas.
  2. In the shape editor, place your cursor where you want the PDF link to appear.
  3. Click the Attach a file link (paper clip icon) on the rich text toolbar.
  4. Select the PDF file you want to upload. Note: PDF files must be 5 MB or smaller.
  5. The PDF link is added to the shape. By default, the link name uses the PDF file name. You can rename the link if you want users to see a different label in the flow.
  6. Click Add or Update to finish editing the shape.
  7. Save your changes.

Tip Use a clear, descriptive file name or link name so users can easily understand what the document is for. Uploaded PDF names are searchable, so meaningful names can also help users find the right supporting document later.

Previewing a PDF in a flow

When viewing a flow, click the PDF link in the shape.

The PDF opens in a preview window directly within Procedureflow, so you can review the document without leaving the flow.

To return to the flow, close the PDF preview window.

Tip  Use keyboard shortcut Ctrl+F (Windows) or CMD+F (macOS) to search within the PDF Preview.

Limitations

  • Only PDF files are supported.
  • PDF files must be 5 MB or smaller.
  • Users can preview PDFs, but cannot download them.
  • Password protected PDFs will not render in the Preview.

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