Adding Documents, Pins & Dot Voting

Jump to:

• Pins
• Dot Voting

Let’s take a closer look at how to post and manage documents.  Once uploaded, each document has additional tabs or functions accessible by a Manager or Administrator of the site.  Under the Edit tab within a document or when using the Add New Document button, settings for each document can be changed.

Documents Dashboard

 

Documents can be managed from the dashboard, such as edit , unpublish , delete  

• Document size is limited to 25mb by default to improve the loading time for users on slow internet connections or older computers. If your document is larger than 25mb, we recommend to compress it or to split it into multiple PDFs.
• It is important to save your documents as Adobe optimized PDFs as this provides the best type of compression.
• Do not use special characters in a filename.  This increases the chance that it will interfere with the file fully loading and the system mishandling the filename. 

Create Document

• Title - Name of document.  
• Call to Action - Show above.  Customizable to your desired message. 
• Short Introduction - Shown above.  Displayed on the homepage under the title and on the document detail page.  

Plan Library - Status - will be available to set on a document if the Plan Hub is enabled on your site.  Keep status set to N/A to exclude documents from Plan Library.  Add/edit status levels on the Settings tab of the dashboard. 

Document Options

• Download - by checking or unchecking the “Allow Document to be Downloaded” you will control if a download button is displayed at the top of the document for participants to download the pdf.  If the button is unchecked viewers will not be able to download the document.
• Show Table of Contents - Konveio automatically displays a Table of Content navigation showing all bookmarks defined in your PDF. No button will show if your PDF does not contain bookmarks or if this setting is disabled. 
• Pin to Top of Homepage - Selecting this will display the document on the top of the list or in the first tile of the documents homepage.  If selected on multiple, documents will revert to be sorted by date loaded.  
• Set Page Format to Single Page Continuous - Enable to change spread into a single page view. 
• Glossary Tooltips - Our glossary feature allows you to add help text popups over every instance of common jargon words or acronyms, adding clarity to your documents for the average visitor.  When visitors hover over an underlined word, a help-text definition will appear.  To create a glossary, you'll upload a spreadsheet in CSV format with two columns as in our step by step guide:  Adding an Interactive Glossary to your PDF.

General Settings

By default, all documents will be categorized under General.  If Teams are enabled select the correct team.   

• Teams - Available to Enterprise clients.  if your assigned Administrator has added Departments to your site in the Settings tab, you will be able to select if you want a document to be assigned to a particular department.  Departments allow the functionality to limit the visibility of documents, forms, overviews and discussion on the backend of your Konveio site to the department they are assigned.  If you do not want to categorize your documents leave all documents, forms, overview pages under the "general" category.  
• Project - If enabled select applicable project to add the document to the project. 
• Show on Homepage - To hide the document from the homepage uncheck the radio button.  This can also be used to allow a limited group to have access to the document by only sending the direct link to selected users. 
• Thumbnail - Reduced size version of an image or picture displayed with the document.  Files must be less than 100 MB.
  • Allowed file types: png gif jpg jpeg.
  • Images must be smaller than 2024x2024 pixels.
  • Images should be a square image.  If it is not, images will resize/crop into a square resulting in a portion being cut off or undesired white space.
    • Default Image - if customized thumbnail isn’t uploaded. 
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• Document Password - Set a password to limit who can access or strengthen the security of document.
  • Document can only be accessible when embedded.  Users will not be able to see the document from the Konveio url but will only be able to see the document when embedded into another website. 
• PDF Translation - If Google translate is enable on the Settings tab, you will be able to turn off the translation of the document.  This may be desired if the document has been professionally translated. 

Comment Setting

Select the Active, Archived or Off radio button to manually update the commenting on a document.   After updating the commenting, logout or paste url in a different browser to test your settings.  

• Limit to reply to your comments only will allow participants to reply ONLY to a manager or admin comment left on the document.  This will limit the location where users can drop comments on the document and allows the manager to provide a prompting question or guidance for the comment.  Add a Featured Comment to highlight the comment bubble with dark yellow  participants to click, read and reply.  Only an admin or manager when logged in, will have the option to select the featured comment, if leaving a comment on a document. 
• ADA Accessible - To ensure your document is accessible to all, review our Accessibility Considerations FAQ. 
• Comment Visibility (Choose who can see other users comments) By selecting either the Unregistered User or Registered User option, you control whether comments are visible on the document within that category of participants. 

If comment visibility is hidden, when a particpants leaves the page, previously submitted           comments may no longer appear, but they have been successfully saved.

When embedding Konveio within external platforms such as Go Vocal or eHQ, all users are treated as unregistered on the Konveio site. In these cases, enabling or disabling the Unregistered User option will determine whether comments are visible to all users or hidden from all users.

• Comment Period End Date - Enter a date and time to set an end date for the commenting period.  Once the document is closed to comments, commenting will be Archived and the homepage will reflect that commenting is closed and show “read only” status over the thumbnail.  The comment period end date will be deleted out once the Archived setting is set.
• Thumbs up/down - support can be turned on/off

 

• Enable file upload for comments - allow users to upload one file per comment. Max file size 20mb, allowable file format pdf, jpg
• Comment Instructions - Update the instructions in the green bar across the top of a document.

AI Services

AI search feature by default only works on documents uploaded after a site is updated (it will not apply to past documents).  Read more on the Anatomy of Konveio's AI.  

Auto-tagging - Add predefined tags to a document to automate the assignment of tags on the comments.  This will allow the AI to review the comments and assign up to three tags per comment if relevant. 

Auto-Theming - Enable to generate cross cutting themes within the tags assigned to the comments, sections (i.e. chapters), types or featured (uploaded comments).  Generate a summary produced by AI that will highlight and summarize common themes across a comments.  Comments left by a manager or admin on the site will not be included in the theme analysis.   Download the theme report in Word or PDF. 

AI Search & Assistant - Enable AI Window to engage a personal document assistant, powered by AI. Users can ask questions and AI will review the document to provide a summary, and answers with page references. Answers will be generated from document references. 

Display AI Window by Default will engage the AI pop up window to open first when viewing a document. 

AI Search - Will display a standard response that you can design and indicate the page numbers of the relevant information.  Is powered by OpenAI's GPT. When asked a question it will scour through each page of a document to provide a list of pages within the document that are relevant to their question. 

AI Assistant - Takes AI Search one step further by returning a short and easy-to-read answer to the question assuming the document contains relevant information. 

Section

Build out sections for your document but title and page range to analyze comments in the Theme reports.  This makes it easier to identify emerging themes and trends.

Summary

Enable Summary to create interactive summaries to help visitors explore your document on their own terms. 

          

• Start with a full-width welcome intro section.  Summarize anything with half-width detail sections that can jump visitors to a particular page, bookmark, or chapter within your document.  Each sub-section can include formatted text and even embedded content like YouTube videos.  Full depth: Use your summary to link across multiple PDFs within the same “document.”

Step-by-step Guide

Enabling this allows you to add a quick introduction and content to guide users through your document.  Content will appear on the associated pages and PDF file selected.  Multiple steps can be added within a guide by clicking + Add another item button.  

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User Tracking - Video

Enable the user tracker

User tracking lets you collect participant details with a form and automatically attach the form submission to every comment or survey response submitted thereafter.  Once collected, the data stays synced to the participant via a cookie, so their information can follow them across multiple activities.  When you export results to CSV, the intake fields appear alongside each comment or response, making it easy to segment and analyze participation. 

• Add tracking forms to Discussions and Webforms
• Support multiple tracked activities on a single page
• Include tracking data directly in Activity reports
• Typical uses include demographics (e.g., Zip code, role) or require acknowledgements like terms and conditions or member IDs.

To set it up, create an intake form in the Form Builder and enable Set tracking cookie after form submission in the form’s settings. Then, for each activity (e.g., a document, comment board, or survey), open Edit → User Tracking, toggle Enable user tracking, and select your intake form from the dropdown (only forms with the cookie option enabled will appear). You can present the form as a mandatory splash screen on a documents, or host it once up front (linked or embedded) and skip the splash on individual boards—the cookie will carry the data across as long as User Tracking is enabled on each activity. After participants submit, they can proceed as usual; all subsequent comments and survey entries will include the linked user fields in reporting.

Enable Splash Screen Form - set to enable a form tracking with a document.

Make the Splash Screen Form Mandatory to require users to complete the form/survey prior to viewing the document.   

Menu Setting 

• Provide a menu link - Checking radio button will add a link to the navigation bar at the top of the page or navigation site menu.   
• Parent Item - Can be selected to add multiple drop down under a parent item.
• Weight - Determines the order of multiple links horizontally. 
• Provide a Back Link - Select radio button to create a link shown in the upper left hand corner back to a different document or overview page.  Add in your own text for link and back link.  As you type in the name of a document or page on your Konveio site, the Back Link will automatically populate. 

URL Path Settings - The URL will automatically be generated from the input of the “Title” field of the document.  Alternatively, you may uncheck the box and enter in a custom URL alias.

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Authoring Information

The admin or manager that uploaded the pdf document.  Change the author by starting to type desired user name and selecting from the dropdown.  Author will have access to delete the document and will receive email notifications for comments on this document, either immediately or daily, depending on their account settings. Authored on specifies the date the document was added to the site.  This can be manually changed and used to change the order in which the documents appear on a tile layout homepage. 

Embed Document

You can embed a document to another website by opening the Embed tab>Copy Code>Paste into desired location.  

Multiple Documents

• Uploading by Chapter - Split a file/document to load in multiple chapters or subtitles to simplify the navigation.  Arrange order of chapters by dragging and dropping up or down.

All users will have the functionality to use a drop down bar under the Current Selection to view the chapters of the document to navigate through.   

Dot Voting - Video

Enable stakeholders to quickly prioritize feedback by placing dots directly on documents—replicating the experience of in-person engagement activities.

• When viewing a document, add the Dot Voting by selecting the Comment dropdown bar. 
• A transparent box will appear, allowing you to position the Dot Voting area on the page. Once placed, the Dot Voting setup panel will open on the right, prompting you to add a title. This title is used for reporting purposes only and will not be visible to users. Click Post to save the title.  

• After resizing the dot voting box, your changes are saved automatically. A green “Saved Successfully” message will appear to confirm.
• Once your box is saved, it can be repositioned by using the cross-arrow handle.   

• Dot voting works alongside commenting. When commenting is turned on, participants can add comments in addition to casting their votes. 
• Votes cannot be changed or deleted by participants or admins.  When testing this feature, use a test document that can be hidden, unpublished or deleted. 

Content Overlay Pins - Video

Content overlays should feature clear and descriptive hover text. Before a participant will hover and read your text, the preview icon is what will advertise the value, type of media, or interaction (forms/surveys) being offered. 

• Within the document view, you can add new pins by selecting the Comment dropdown bar.  Pins can be placed anywhere within a document, either in the sidebar or directly within the content. Content pins can be easily repositioned by dragging them using the cross-arrow handle.    

    

• Sidebar Pin – Appears on the left-hand side of a document within a defined page range. Pins can be reordered using the Priority setting when creating or editing. To add a Sidebar Pin, select the Add Pins button—the + symbol will appear, allowing you to enter details on the side of the document.

• Content Pin – Displays directly within the document page. To add a Content Pin, select the Add Pins button - the + symbol will appear allowing you place the pin on the desired location of the page. 

  • Create Pin - The Create Pin form will include the following categories  
    • Flyout Title - Title that appears on hover
    • Icon - The icon selected for the pin will be a symbol used to represent the content. Name of “Font awesome” icon (see here, icon must always start with fa-). Or upload your own icon graphic. 
    • Pages - Sidebar Pins can be displayed throughout a page range or on a single page, eg “1-5 or 8 or 1, 3,6”
    • Priority - Sidebar Pins are sorted by priority.  Higher priority Pins float to the top of the list, lower ones to the bottom
    • Text or HTML - General text
    • Link - hyperlink to a different location in the website or to an external website
    • Embed Code - Embed code from third party services, like Google Street Views
    • ArcGIS Maps and Apps - Paste embed code from ArcGIS online or Enterprise
    • Video - YouTube video
    • Webform - Create and add in web form, survey or questionnaire.   If your document requires the same form in multiple places, you can now reuse one form and simple add a location identifier to track within the comment reporting where in the document it was submitted.  3.5 release available March 2020

                                       

• Discussion - Create a new content overlay (pin) and select discussions. If the feature is available to your plan level, you will find the discussions dropdown available at the bottom of the list of content types.
• View/Delete Existing Pins - Pins can be modified or deleted within the document by opening the Pin from the cog
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• All Pins within a document can be viewed on the Pins tab. Here Pins can be filtered by Type or Author. Existing Pins can be Edited, Unpublished or Deleted from the Pins tab.