You can upload PDF document types to Cognition for use in training workflows, such as signing off on your organization's policy procedures, or for users to view in other ways. There are a few different document types, but in this article we will cover static documents (PDFs with no dynamic fields).

Creating a Static Document

Using the top menu bar, navigate to Learning and within the Learning sub menu select Documents.

Open

Now select the green Add New button to start the creation process.

Open

Fill out the Code, Name, and Description.

Ensure the Type dropdown box is set to Static Document.

The Active checkbox should be enabled if you wish for this document to be displayed to your users.

After you have filled out those fields, select Finish to create a Document.

You will then be brought to this page where you now add the static document to Cognition. Press Add New Language or Version to begin this process.

The above popup will appear to allow you to upload your PDF document. Click the grey button with three dots next to PDF File Name. Once clicked your file explorer will open. Use this to locate the PDF file you are looking for and select it.

After you select the PDF file, the file name will display next to the grey button. You may select the Language of the document you are entering and can control the document’s visibility with the Active checkbox. Once completed, select Save to finalize your changes.

You have now created a Static Document that can be utilized with workflows that use documents, such as Compliance Learning Modules.

Template Features

Your PDF file will be displayed as a Template. Giving you a short summary of the Filename, Language, Version number, whether it is active or not, and three options to Edit, Preview, or Remove the Template.

• Edit: Is a popup window where you control whether a Template is active or not. It also displays a more detailed view for who uploaded this specific template.

• Preview: Displays a preview of the document in a new tab in your browser.

• Remove: Deletes the Template. (You can only remove a template if it has never been viewed by users.)

You may also set different language types to give users a choice. The language option for the document will be displayed to the user when they launch the document.

You can also upload an updated version of your template. If users have already viewed the first version, then the first version will be deactivated and the updated version will become active.

General Information

The Public checkbox allows unauthenticated users to view this Document using the link in the “View URL” field. This is useful when you want to make information available outside of the training workflows, such as linking to a document from a Public Landing Page.

Security Tab

You can restrict administration access to this document using Security Groups. This will limit access to only certain Enterprise Administrators.

To do this, select Add Security Groups and a popup will display. Search and select the Security Groups you want to have access. Add the ones you want, and once you’re finished press Add Selected.

The Security Group will then show in the list and your document should now be secured.