Create and use binders

Binders allow you to combine files and attachments in one location, so you can export the content as a single PDF. This process preserves document and attachment markup upon export, which is especially useful during the digital tie-out process. In this article, you will learn how to create a binder, add and manage files, and export the content. 

 

Create a binder 

To create a new binder: 

1. From Home, select Create.
2. Choose Binder. The new binder opens automatically. 
   
   
3. To update the default binder name, select Rename.
   
   
4. Enter a personalized name and select Rename.
   

You now have a binder that you can add and store files in.

 

Add files  

You can add files from your current workspace to the binder, or you can choose to upload files from your computer. 

Note: A binder has a limit of 100 files.

Add files from your workspace

To add files from your workspace to the binder: 

1. Click the green Add File button, or select Add File under the Edit tab, to choose From this workspace.
   
2. Select the check boxes to the left of the files you want to add.
   
   

   Note: You must have viewer, editor, or owner permissions to a file in order to add it to a binder.

3. Click Open.
4. To add additional files, click the green Add File button or select the Add File option located under the Edit tab.
   
   

Workiva files that are added to new binders will display the date and time of the file’s current revision at the time it was added. Update file revisions as needed, or change the default setting in the Binder Properties. 

 

Add files from your computer

To add files from your computer to the binder: 

1. Click the green Add File button, or select Add File under the Edit tab, to choose From your computer.
   
2. Choose a file from your computer and select Open.
   
3. To add additional files, click the green Add File button or select the Add File option located under the Edit tab.
   
   

Uploaded files that are added to new binders will display the date and time that the file was uploaded.

Once you've added files into your binder, you can organize them tabs and move them around if needed. To learn more, view Organize files in a binder. 

 

Replace file

You can easily replace non-Workiva files in the binder. 

To replace a file:

1. Click on the file that you want to replace in the binder.
2. In the Properties panel, click on the dropdown arrow.
3. Select Replace file.
4. Choose a file in your computer and select Open.
5. If you have comments from the original file that you want to keep for the replacement file, check the Apply original comments to the replacement.
   
6. Click Replace.
   

 

Add placeholder for a file

If you don’t have the file yet to put in your binder, you can add a placeholder.

Add placeholder

To add a placeholder in your binder, you can click on the Add placeholder button at the bottom of the binder or click Add placeholder in the Edit toolbar.

Upload file to placeholder

When you're ready, you can upload a file to a placeholder.

To upload a file:

1. Click on the placeholder in the binder.
2. In the Properties panel, click on the dropdown arrow.
3. Select Upload file.
   
4. Choose a file in your computer and select Open.

Manage file details and attachments

After files are added to the binder, you will have the ability to update the file display name and include document markup and attachments for workspace files.

Update display name

After the files are added, you can update the document’s Display name within the Properties panel.

Note: Updating the Display name of a file changes how the name appears within the binder, but it doesn't affect the filename within the overall application.

 

Include document markup

For documents added from your workspace, you can select Include document markup in the Properties panel. Any document markup that was added to the document will be included in the binder export. 

 

Include file attachments

For files added from your workspace, you can use the Properties panel to select additional options for your document, presentation, or spreadsheet attachments: Include attachment labels, Include attachments, and Include attachment markup.

Attachment option	Description
Include attachments labels	All customized labels used for attached files will be included in the binder.
Include attachments	External files that were added to your Workiva files as an attachment will be included in the binder.
Include attachment markup	This attachment option will appear when 'Include attachments' is selected. Any markup added to the attachment within the Markup Viewer will be included in the binder.

 

Update file revisions

Workiva files that are added from your workspace will display the date and time of the file’s current revision at the time it was added to the binder. Revision Management allows binder owners and editors to control when the most recent revision of a file is displayed in the binder. You can update a selected file or all files to show the latest revision.

To update a single file to the latest revision, click on a file in the binder and select Update file to latest revision in the Properties panel. 

To update all files in the binder to the latest revision, select Update all revisions in the Edit toolbar. 

Binder owners can change the default revision management setting in the Binder Properties. Selecting the checkbox next to Auto-update revisions prompts the latest file revisions to automatically pull into the binder.

 

Binder properties

Binder owners can customize the binder properties. 

To update the binder properties: 

1. Select Properties in the Edit tab.
   
2. Customize the properties to fit your needs. You have the option to update the Name, General Options, Revision Management, Spreadsheet Options, Size, Orientation, and Scale of the binder.
   
   
3. Click Save Changes to apply changes to your binder.  

    

Export a binder

There are two ways to export your binder: 

• Save as PDF
• Print

When you select Save as PDF, the binder will download as a PDF file to your computer. If you choose Print, a preview of the binder will open in a new tab within your current browser; this will allow you to print, download, or preview the binder.

For both export options, you can choose to save the entire binder or the file that is currently selected. 

Remove files

To remove files from your binder: 

1. Click the grey 'x' next to the listed file.
   
2. Select Remove to confirm you want to remove this file.
   

Delete a binder

You can delete a binder by right-clicking on it from Home or using the drop-down menu to select Delete.

 

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