Dynamic Tombstone/Bio Library: Updating content

Avatar
Written by Romain | Updated

UpSlide Dynamic Libraries give you access to relevant on-brand content such as tombstones or bios in a variety of formats directly within PowerPoint. This article is aimed at Administrator users looking to add or edit content. If you want to understand how to use this feature in your documents or reports, see this article.

Accessing the Dynamic Library source folder

To edit the Dynamic Library content you need to navigate to the folder where the information is stored.

Click on the Folder button at the bottom of the Dynamic Library pane and you will be taken to an area containing:

  • A folder called Images containing all of the image files required for the tombstones or bios
  • A folder called Templates containing the formats for the tombstones or bios
  • A CSV or XLSX file called Data
  • A CSV or XLSX file called Schema

Folder_Icon_Location_2.png

Add or edit existing content

Data

To add a new item in the Dynamic Library (tombstone, bio etc):

  • Open the Data file in Excel
  • Fill in a new row of the file - filling in all the required fields are filled in
  • Save the Data file
  • Search in the Dynamic Library to ensure your new entry inserts as expected

Each filter in the Dynamic Library relates to a column in the Data file. Make sure all the required fields are filled in and in the same format as previous entries.

Tip
Having issues once you've made some updates? Find a troubleshooting page here.

Filter_to_csv.png

If within one filter you spot twice the same text there is most likely a space within Excel file. For example: In the filter option Department we would see Consulting twice if written as following "Consulting" and "Consulting " in the Excel file. Please avoid using spaces after text.

Images

All image files that the Dynamic Library uses are stored in the Images folder. If the new content you are trying to add needs a new company logo or staff headshot, save the file in this folder with the same name that is in the image column of the Data file.

If you are updating an existing image, make sure the file name and extension are the same as the original or you will have to update the Data file.

Tip
Ensure that the file size and quality are reasonable (not too large or small) before adding to the folder.
If your images are appearing too large or too small, read below for tips to edit them.

Templates (Formats)

Administrator users are not currently able to edit the shape formats. Contact your UpSlide Consultant to request changes to your Dynamic Library templates.

Dynamic_Library_Formats.png

Schema

This file specifies the data type for each column within the data file and how they are visible as filterable options for users. Administrator users are not currently able to edit the underlying filters. Contact your UpSlide Consultant to request changes to your Dynamic Library filters.

Importance of backing up

UpSlide users will be directly accessing the source files in the shared folder every time they search the database (no local copy saved for each user). If you accidentally corrupt the Data.csv file, all users will be impacted immediately.

If the source files are stored in a SharePoint Online folder, this will be automatically backed-up and versioned so your IT can quickly restore previous version of the file.

If the source files are stored in a server folder we recommend you keep regular versions of all the materials in the Dynamic Library folder backed-up elsewhere. Then if anything happens to the shared folder you can quickly copy in a previous version.

Common administrator troubleshooting solutions can be found here.