Managing Documents & Reports

Standard workflow

A. Create

1. Open https://pirt.demo.weebpal.com/manage/content/documents inside the https://pirt.demo.weebpal.com/manage workspace.
2. Click the + Add new button at the top right.
3. Fill in the fields (see the table below). Required fields are marked *.
4. Click Save as Draft to keep it private, or Save and Publish if you have publish rights (Manager+).
5. The system auto-creates a URL alias (Pathauto) and pushes the entry into the search index.

B. Edit

1. From the https://pirt.demo.weebpal.com/manage/content/documents list, use the filters (title, status, category) to find the record.
2. Click the title — or the Edit action under the Operations column.
3. Update the content and click Save. Every save creates a new revision that you can review or roll back from the Revisions tab.

C. Publish / Unpublish

• Editor can only move content to In review (waiting for approval).
• Manager moves content to Published or Archived to remove it from the public site.
• Every status change is written to the activity log.

D. Delete

• Click Delete under the Operations column (Manager+ only).
• Drupal keeps the revision history; hard-delete requires an Administrator.

Fields

Field	Type	Required?	Editor's note
uid (author)	Reference (user)	Yes
status (published flag)	Boolean	Yes
moderation_state	List	Yes
title	Text (255)	Yes	Document title (shown on the listing card).
field_document_type	Entity reference (taxonomy: document_type)	Yes	Required. Taxonomy: Annual Report · Framework · Strategy · Policy · Other. Drives the listing category and the Annual Reports page filter.
field_publication_year	Integer	Yes	Required. Integer year (e.g. 2026) — sort key for listings.
field_file	File (PDF, DOCX)	Yes	Required. PDF or DOCX file; one per language (the field is per-language so EN and FR can hold separate files).
field_summary	Long text	No	Short summary (1–2 sentences) shown on the card.
field_thumbnail	Image	No	Thumbnail image (optional). Used as the card preview when set.

House style

• PDF: compress images before export; if the file is still > 25 MB, split into part 1 / part 2 (two Document entries).
• Filename: kebab-case English, e.g. pirt-annual-report-2025.pdf. Never use spaces or accents — Drupal slugifies them but the download filename stays awkward.
• Document type = Annual Report is what makes the document show up at https://pirt.demo.weebpal.com/our-work/annual-reports. There is no separate "Show on Annual Reports" toggle — the document type is the filter.

Public view

Editor vs Manager view

The same screen as each role sees it. Click a row to expand.

Editor

Manager