Why you need a document portal for publishing reports and handbooks

Nov 27, 2023

PDFs have long been a common way to publish reports and handbooks. But if readers primarily use these documents on screen, HTML in a document portal may be a better option. Here are five reasons why.

Accessibility

Many PDFs are designed primarily for print. Fixed layouts and poor document structure can make them difficult to read on small screens or with assistive technology. Well-structured HTML offers more flexibility for headings, navigation, and responsive layouts.

Publishing reports and handbooks in Readin can make them easier to use across phones, tablets, and computers.

Searching and finding content

Finding a specific passage across many PDFs can be cumbersome. A document portal can index content across files, helping readers find relevant information more quickly.

Readin supports full-text search and metadata filters to help readers narrow down results.

Usability

HTML is designed for the web, so content can adapt to different screens. Readers can follow links, navigate sections, and read long documents without constantly zooming in and out.

Structured public web pages can also be easier for search engines to discover.

Responsive pages can make long, illustrated reports more comfortable to read on phones and tablets.

Analytics

Once a PDF is downloaded, publishers have limited visibility into how it is used. A document portal can provide insight into which documents readers open and what they search for.

Readin analytics can help publishers identify content that needs improvement and make better-informed decisions.

Maintenance

When documents are copied and distributed as files, older versions can remain in circulation. Publishing updates in one portal makes it easier to direct readers to current content.

Readin's SharePoint integration lets authors publish updated reports and handbooks from their existing tools. Link checking and document-health features can also help identify issues.

Conclusion

A document portal can make reports and handbooks easier to find, read, and maintain. PDFs still have value for printing or downloading, but they don't have to be the primary reading format. Learn more in Don't publish your documentation as PDFs.