Product Catalogues

Product catalogues appear on the website's download page, organized by year of release. This guide covers adding, replacing, and removing catalogue PDFs in SharePoint.

What you'll accomplish: Upload, update, or remove catalogue PDFs available for download on the website.

Time required: 5-7 minutes

What you need:

  • Access to SharePoint (Marketing Assets for 2023 directory)

  • Catalogue PDF file (under 30 MB)

  • Year of release

Where You're Working

SharePoint Directory:

Documents → Website Assets → Download page

Catalogues are organized by year in this directory. Each year gets its own folder.

Catalogue File Requirements

Folder naming:

  • Format: [Year] Release

  • Example: 2023 Release, 2024 Release

PDF file naming:

  • Format: catalogue-[year]-release.pdf

  • Example: catalogue-2023-release.pdf

  • Must be lowercase with hyphens

PDF file size:

  • Maximum: 30 MB

  • Larger files will cause issues for users

Add a New Catalogue

Step 1: Create the Year Folder (If Needed)

Check if the year folder already exists. If not, create it.

1. Navigate to Download page directory

2. Create a new folder

  • Name it the year of release

  • Format: [Year] Release

  • Example: 2023 Release

Your folder structure:

Step 2: Prepare Your Catalogue PDF

Before uploading, confirm:

1. File name is correct

  • Format: catalogue-[year]-release.pdf

  • Example: catalogue-2023-release.pdf

  • Must be all lowercase

  • Use hyphens between words

2. File size is acceptable

  • Check the PDF file size

  • Must be under 30 MB

  • If larger, compress or reduce the PDF file

3. File type is PDF

  • Only .pdf files are accepted

Step 3: Upload the Catalogue

1. Select and open the year folder

  • Example: Click into 2023 Release

2. Upload the PDF file

  • Click Upload

  • Select your catalogue PDF

  • File uploads to the folder

3. Verify the upload

  • Check that the file is in the correct year folder

  • Verify file name: catalogue-[year]-release.pdf

What Happens Next

After uploading the catalogue:

  1. Backend detects the new catalogue as a triggered event

  2. Maps to download page by year folder

  3. Syncs to website - catalogue appears in downloads section

  4. Available for download on the website

Sync timing: 10-15 minutes typically. Check the download page on the website.

Replace a Catalogue

If you need to update a catalogue with a newer version:

Step 1: Delete the Current Catalogue

1. Navigate to the year folder

  • Example: Download page / 2023 Release

2. Select the PDF file that needs to be replaced

  • Example: catalogue-2023-release.pdf

3. Delete the selected file

  • This step is required first

  • Don't skip it

Step 2: Upload the New Catalogue

1. Prepare the new PDF

  • Use the same file name as the old one

  • Example: catalogue-2023-release.pdf

  • Ensure it's under 30 MB

2. Upload to the same year folder

  • Same process as adding a new catalogue

  • File name must match exactly

3. Wait for sync

  • New catalogue replaces old one on website

  • Typically 10-15 minutes

Delete a Catalogue

If you want to remove a catalogue from the download page:

1. Navigate to the year folder

  • Example: Download page / 2024 Release

2. Select the PDF file that needs to be removed

  • Find the catalogue you want to delete

3. Delete the selected file

  • Select and delete

  • That's it

What happens:

  • Catalogue is removed from the website download page

  • Users can no longer download it

  • Sync happens automatically

Important Notes

File Naming is Strict

The PDF file name must follow the exact format:

Correct:

  • ✅ catalogue-2023-release.pdf

  • ✅ catalogue-2024-release.pdf

Incorrect:

  • ❌ Catalogue-2023-Release.pdf (uppercase)

  • ❌ catalogue_2023_release.pdf (underscores)

  • ❌ 2023-catalogue.pdf (wrong structure)

  • ❌ catalogue-2023.pdf (missing "-release")

If file name is wrong:

  1. Delete the incorrectly named file

  2. Re-upload with correct name

File Size Limit: 30 MB

PDFs larger than 30 MB will cause issues for users to download and load

If your PDF is too large:

  • Compress the PDF using Adobe Acrobat or online tools

  • Reduce image quality/resolution in the PDF

Check file size before uploading to avoid issues.

One Catalogue Per Year

Each year folder should contain one catalogue PDF.

Structure:

Delete Before Re-Upload

When replacing catalogues or fixing incorrect files:

Always:

  1. Delete the current file FIRST

  2. Then upload the new/corrected file

Don't: Try to overwrite or replace in place.

Troubleshooting

Issue: Catalogue not showing on download page

Solutions:

  • Verify file name is exactly: catalogue-[year]-release.pdf

  • Check that it's in the correct year folder

  • Confirm file type is .pdf

  • Ensure file size is under 30 MB

  • Wait 10-15 minutes for sync

  • Refresh the website download page

Issue: Uploaded catalogue but wrong year showing

Solutions:

  • Check which year folder you uploaded to

  • Verify the file name matches the folder year

  • Example: 2023 Release folder should have catalogue-2023-release.pdf

Issue: Can't upload PDF - file too large

Solutions:

  • Check PDF file size (must be under 30 MB)

  • Compress the PDF using tools like Adobe Acrobat

  • Reduce image quality in the PDF

  • Remove unnecessary pages if possible

  • Try online PDF compression tools

Issue: Replaced catalogue but old one still downloading

Solutions:

  • Verify you deleted the old file first

  • Check that new file has exact same name

  • Wait for sync to complete (10-15 minutes)

  • Clear browser cache

  • Try downloading again

Issue: File name rejected or not syncing

Solutions:

  • Verify exact format: catalogue-[year]-release.pdf

  • Must be all lowercase

  • Must use hyphens (not underscores or spaces)

  • Delete incorrect file and re-upload with correct name

Common Scenarios

Scenario 1: Adding first catalogue for new year

  1. Navigate to Download page directory

  2. Create new folder: 2024 Release

  3. Prepare PDF: catalogue-2024-release.pdf (under 30 MB)

  4. Upload to 2024 Release folder

  5. Catalogue appears on website download page

Scenario 2: Updating catalogue with revised version

  1. Navigate to year folder: 2023 Release

  2. Delete current file: catalogue-2023-release.pdf

  3. Upload new PDF with same name

  4. Updated catalogue available on website

  5. Old version replaced

Scenario 3: Removing outdated catalogue

  1. Navigate to old year folder: 2020 Release

  2. Select catalogue file

  3. Delete it

  4. Catalogue removed from website downloads

  5. Folder can remain empty or be deleted

Scenario 4: Fixing incorrectly named catalogue

  1. Realize file is named Catalogue-2023-Release.pdf (wrong case)

  2. Delete Catalogue-2023-Release.pdf

  3. Re-upload as catalogue-2023-release.pdf (correct)

  4. Catalogue now syncs and appears on website

Scenario 5: Adding catalogues for multiple years at once

  1. Create year folders: 2023 Release, 2024 Release

  2. Prepare PDFs with correct names for each year

  3. Upload catalogue-2023-release.pdf to 2023 Release

  4. Upload catalogue-2024-release.pdf to 2024 Release

  5. Both catalogues appear on download page organized by year

File Organization Example

Well-organized Download page directory:

Best Practices

Before uploading:

When replacing:

File management:

  • Keep old year catalogues unless they need to be removed

  • Create new year folders at the start of each year

  • Delete test files or incorrectly named files promptly

Related Guides

Pro tip: When preparing your annual catalogue PDF, optimize it for web download BEFORE uploading. Compress images, use web-optimized settings when exporting from design software, and aim for the smallest file size possible while maintaining quality. This makes downloads faster for users and ensures you stay well under the 30 MB limit. Also, name the file correctly the first time to avoid the delete-and-re-upload hassle.

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