A resource is a single item in the library — a file, a link or both. This article covers adding and managing individual resources.
Where to add
Go to Resources → New resource.
Fields
Basic
- Name — the headline users see. Year 7 Handbook 2026, Library Catalogue, Term Dates 2026.
- Category — pick from the category tree. See Organising resources with categories.
- Description — short explanatory text shown alongside the resource.
- Ordering — sort order within the category. Lower numbers first.
Content
A resource has either a file, a URL, or both:
- File — upload a document (PDF, image, video, anything else). The file is stored in PortalHQ and served via the resource detail page.
- URL — link to an external resource. Users clicking through go to the URL.
For most resources, pick one or the other:
- File only — for school-produced documents.
- URL only — for external services (library catalogue, Canvas, Office 365).
- Both — for resources where you have a local copy and the official source (e.g. download the handbook or read it on the web).
Visibility
- Audience — who can see this resource. Public, Parents, Students, Staff, Specific groups. See Publishing public vs. internal resources.
- Active — untick to retire without deleting.
Display
- Image / thumbnail — optional image shown next to the resource in the list.
- Open in new tab — for URL resources, open the link in a new tab.
Editing a resource
Open the resource and edit any field. Changes apply immediately.
For file resources, uploading a new file replaces the old one — the URL stays the same so any links to the resource continue to work but now serve the new file. Use this for 2026 handbook replacing 2025 handbook without breaking links.
Retiring a resource
Two options:
- Untick Active — the resource is hidden from the public library but the record stays. Use when content is paused or temporarily out of date.
- Delete — removes the resource entirely. Use for resources added in error.
If links to the resource exist elsewhere (other pages, the dashboard), deleting it breaks those links. Untick is safer.
Tracking downloads
PortalHQ tracks downloads of file resources. The resource detail page shows:
- Total downloads.
- Recent download history.
- Most-frequent downloaders (where available).
Useful for confirming a key document (e.g. Parent Code of Conduct) is reaching its audience.
File size and types
- Maximum file size is configured per school. Typical limit is 50 MB. Talk to your portal admin if you need larger.
- All file types are supported. PortalHQ doesn’t restrict by extension — you can upload PDFs, Word docs, images, videos, ZIPs.
- For very large files (e.g. videos over 100 MB), consider hosting externally (YouTube, Vimeo, school file server) and using a URL resource instead.
Multiple files in one resource
The resource model is one file or one URL per resource. For collections (e.g. Year 7 Camp documents), create a resource category with multiple individual resources inside.
Or use a resource page (see Creating resource pages) for richer content that includes multiple file links inline.
Tips
- Use clear names. Year 7 Handbook 2026 is much more useful than Handbook v2.
- Update descriptions. A two-line description helps users decide whether to download.
- Replace files in place. Don’t delete-and-recreate when updating a document — replace the file on the existing resource to preserve links.
- Audit annually. Resources go stale — old handbooks, dead links, retired services. Schedule a yearly review.