How do I add PDFs that do not require users to log in to view?

Modified on Wed, 16 Nov 2022 at 05:40 PM

Any PDFs uploaded by speakers via the Speaker Portal or PDFs uploaded via Auto-association require users to log in to view. These uploads offer additional functionality:

  • Text within the files included in Global Search
  • EventPilot PDF viewer with note taking, PDF file download, and bookmarking
  • Log in protection


If you need to provide PDF files that do not require a login, you can still add those in different ways : 


CMS Manual Upload via Media Page

  1. Go to the CMS  > Media > Media Data
  2. Click the Add Medibutton and select PDF Link
  3. Enter a title for your PDF (e.g. match the session or abstract title)
  4. Enter. a short subtitle (e.g. 'Opens PDF File')
  5. Optionally add a URL to an icon image (follow these instructions to use a custom icon)
  6. Click Save
  7. Wait for the file to finish uploading and the PDF Link dialog to appear. The media item has been created. You can associate the media item to multiple different records (sessions, speakers, exhibitors) from this view. 
  8. To link the PDF to a session for example, click the PLUS button next to Sessions
  9. Select the session where the PDF should appear in the detail view
  10. Publish when you have completed uploading all files


CMS Manual Upload to Session, Speaker, Exhibitor Directly

  1. Go to the CMS  > Agenda > Sessions or Agenda > Speakers or Expo > Exhibitors
  2. Search for and then click on the record where you want to display the link to the PDF file
  3. In that record detail view, next to the header Media click the Plus button
  4. You have not yet created the media item to select. Therefore, click the PLUS button next to Add New
  5. Select PDF Link
  6. Enter a title for your PDF (e.g. match the session or abstract title)
  7. Enter. a short subtitle (e.g. 'Opens PDF File')
  8. Optionally add a URL to an icon image (follow these instructions to use a custom icon)
  9. Click Save
  10. The PDF media item has been created and associated to the record. To edit media items, we recommend using the CMS > Media > Media Data page in the CMS.


Data Source Imports from Spreadsheet (CSV)

  1. Upload your PDF files to your web server and collect the URLs for all the files. Ensure the file names are formatted well in lower case without symbols, spaces, or extra periods. 
    1. Correct file name: my-session-handout.pdf
    2. Incorrect file name: My Session Handout & info [v1].2023.pdf
      spaces, symbols & and [ ], extra period in the file name
  2. Create a spreadsheet with the required media columns and fill in each row per PDF file. In the type column, enter pdfall lower case. 
    1. As an EventPilot Pro user, contact your project manager to receive a Google Sheet template
    2. Follow the instructions on how set up a correctly formatted CSV using the CSV specifications
  3. Follow the instructions to set up a data import source and import your CSV file or CSV link to your Google Sheet
  4. Once you have imported all media items, you need to associate them to the sessions, speakers, exhibitors as needed. Follow the instructions for an associated data import.


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