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IPPO Help Centre

Publish, Export & Share

Deliver a document or manage access through a share link.

  • 4 articles
  • Generated 18 October 2026
  • Online version: http://localhost:8811/help/publishing

Publish, Export & Share

Publish, Export & Share

Export a guide as PDF or DOCX

Create a reviewed document in the format and language your audience needs.

http://localhost:8811/help/publishing/export-document2026-10-05

Prepare the guide

Review the current guide and confirm that edits have saved. Check screenshots, sensitive content and language versions. Project permissions and download policies determine which delivery actions are available.

Choose a format

PDF DOCX
Best for Fixed-layout review and distribution Further editing in Microsoft Word
Layout Fixed, as shown in the preview Editable after download
Languages One file per selected language One file per selected language
Button Export PDF Export DOCX

Both formats use the Document layout, branding and document settings you choose in Publish.

Create the document

Choose a document format, languages and layoutExample with sample data
Example with sample data: the individual-guide Publish page rendered from current source. Select the format, languages and layout before exporting. This fixture does not run an export or verify account permissions.
  1. Choose PDF for fixed layout or DOCX for further editing.
  2. Select the language versions and inspect the document layout.
  3. Start the export once, follow Export activity and inspect the downloaded file.

Choose a document format, languages and layout

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Source-rendered single-guide Publish controls with PDF and DOCX, language versions, document layout and the export action, annotated in reading order.

Example with sample data: the individual-guide Publish page rendered from current source. Select the format, languages and layout before exporting. This fixture does not run an export or verify account permissions.

  1. Choose the format

    Open Publish from the guide. In Export as document, choose PDF for fixed-layout review or DOCX for an editable Word document.

  2. Select languages

    Select the language versions to export. Each selected language produces its own file.

  3. Check the layout

    Choose a Document layout and inspect the available preview. Check branding and document settings before continuing.

  4. Export

    Choose Export PDF or Export DOCX. For several languages the button shows the number of files. Follow Export activity and allow the browser to download the completed files.

  5. Check the file

    Open the file and check the cover, step order, images, page breaks and selected language.

Inspect the completed document

Inspect a sample finished guideExample with sample data
Example with sample data: a document rendered locally by IPPO's current export renderer. It illustrates the output layout with fictional content, not a completed export from a live account.
  1. Confirm the title and selected language.
  2. Read the instructions in order and compare each screenshot.
  3. Check the actual downloaded file, including page breaks, before sharing.

Inspect a sample finished guide

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Illustrative finished guide rendered by IPPO's document renderer with a sample title, instructions and screenshot; teaching callouts identify what to check.

Example with sample data: a document rendered locally by IPPO's current export renderer. It illustrates the output layout with fictional content, not a completed export from a live account.

Compare the downloaded file with the saved guide. Confirm the title, selected language, step order, screenshots and any overview content you included. Check the actual file before distributing it; the sample above illustrates an output layout and does not confirm that your export completed.

Understand export activity

Export activity records status and timing. A completed history record does not guarantee a download remains stored: temporary files may already have been removed. Use Download when available or Export again to create a new file.

Publish, Export & Share

Create, revoke and remove share links

Share a guide under the project's access rules and stop access when the link is no longer needed.

http://localhost:8811/help/publishing/share-links2026-09-29

Create a link

  1. Open the guide's Publish page and find Share link.
  2. Check that project policy permits sharing. Select the available expiry option.
  3. Choose Create share link, or Copy active link if an active link already exists.
  4. Test the link in a separate browser session before distributing it. Confirm the recipient sees the intended guide and access requirements.

Manage existing links

Use Copy to copy an active link. Choose Revoke, then Revoke link in the confirmation to stop access. Regenerate opens a separate confirmation with Regenerate link; review it because recipients will need the new link.

Expired or revoked links can offer Remove. Check Remove share link record?, then choose Remove record to clear the inactive record. Use Revoke to stop an active link. Project policy can also pause sharing.

Important

Use Revoke to stop an active link. Remove only clears an inactive link record from the list.

Downloaded copies

Revoking access cannot recall files someone already downloaded. Review download policy before sharing, and follow your team's process for withdrawing distributed documents.

Publish, Export & Share

Share a guide with password protection

Configure the project's sharing rules, then verify the recipient experience.

http://localhost:8811/help/publishing/protected-sharing2026-09-29

Set the project sharing policy

Review sharing and accessExample with sample data
Example with sample data: the project's Sharing & access settings control share links, guests and password protection. Password protection is off in this example; enable it and set a password when required.

Review sharing and access

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Project Sharing and access settings with Share link, Guest access and Password protection switches and Save access settings.

Example with sample data: the project's Sharing & access settings control share links, guests and password protection. Password protection is off in this example; enable it and set a password when required.

  1. Open the project, choose Settings, then Sharing & access.
  2. Enable Share link for the project.
  3. Enable Password protection and enter a password that satisfies the displayed requirements.
  4. Review Guest access. With it on, people with the link can open it subject to password and expiry; with it off, recipients must be signed-in project members.
  5. Choose Save access settings and wait for confirmation. To control downloads, open Settings → Security, review Allow downloads and choose Save security settings.

Permission

Only the project administrator can change these settings. They can affect shared links for multiple guides in the project.

Create and test the share link

  1. Open the guide's Publish page and create or copy its share link.
  2. Open the link in a separate browser session that has not already passed its password check.
  3. Confirm the access prompt and enter the password. Check that the guide and available downloads match the project policy.
  4. Send the password through an appropriate separate channel. Revoke the link from Publish when access is no longer required.

Project-wide settings

These controls belong to the project and can affect more than one guide. Review existing shared guides before changing the policy. Password protection does not grant project membership or editing access.

Publish, Export & Share

Brand documents and export a guidebook

Prepare consistent project branding and combine selected guides into one document.

http://localhost:8811/help/publishing/branding-guidebook2026-09-29

Set up project branding

Open the project, then Settings → Branding & customization. Use Upload icon or Replace for the project icon and review the document branding fields. Choose Save branding, then preview an export.

Check the logo’s size and contrast on the actual document cover before distributing the file.

Permission

Changing project branding requires project administrator access.

Export a project guidebook

Export a project guidebookExample with sample data
Example with sample data: Export all guides lets you choose PDF or DOCX and arrange the guide sequence and language. The illustrated Export ready status is a sample result.

Export a project guidebook

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Export all guides dialog with PDF and DOCX choices, guide sequence, language selection and an example Export ready status.

Example with sample data: Export all guides lets you choose PDF or DOCX and arrange the guide sequence and language. The illustrated Export ready status is a sample result.

  1. Open the project and choose Export all guides.
  2. Review Guide sequence. Drag guides into order or use Move up and Move down; Reset order restores the initial sequence.
  3. Choose PDF or DOCX, then choose the Language for each listed guide before continuing.
  4. Choose Export followed by the guide count shown on the button. Wait for Export ready and open the download.
  5. Check guide ordering, headings, screenshots and document layout.

Expected result

The guidebook combines the listed guides into one document in the chosen format.