Handbook PDFs and Translations
An enabled handbook page provides Download PDF in its header. PDFService creates a printable copy from the current published handbook messages. The online handbook remains the place to find the most current information; a downloaded or printed copy is a snapshot.
Authors maintain the handbook through its CommCenter messages. They do not need to create, upload, or replace a separate PDF each time the content changes. See Handbook Template for how to assemble those messages.
Which Pages Can Provide Downloads?
Downloads require a publicly available page using the supported Handbook template, an eligible published district or school organization with an ASD20-hosted website, and the PDF integration enabled in that website's deployed version. The handbook must include an introduction and at least one topic, with content that can be prepared for export.
Selecting the template is part of the setup, but it does not by itself enable the website's download service. If Download PDF is absent, have the website administrator check the page configuration and deployed website integration. External websites and other page templates do not automatically gain this functionality. Course guides, Board Policies, and uploaded documents are not covered by the current handbook download workflow.
PDFService uses published public content. It does not export unsaved edits or provide a draft-PDF preview. Publish the intended page and messages before checking the public download, and remember that the public page may also need a website rebuild for structural changes.
Downloading a Handbook
- Open the public handbook page and confirm its content.
- Leave the language set to English, or select a different language and wait for translation to finish.
- Select Download PDF. While the service prepares the file, the button reads Preparing PDF… and is disabled to prevent repeated requests.
- Wait for the browser to save the file. Large handbooks and a first request after changes can take longer than a repeat download.
- Open the PDF and check its language, completeness, Contents, and generation date before distributing it.
The service prints the complete handbook, not only the topic currently selected on the website. There is no need to open every topic or expand every accordion before downloading.
What the PDF Contains
The generated document includes:
- A school or district cover with the organization name/logo and school year. School covers use the School Handbook title; district covers use the introductory message's title to distinguish handbooks.
- The first message's Details as introductory cover content. Important information that must also appear online belongs in a topic message.
- Contents with actual page numbers and links to the handbook's topics and headings.
- All topics in the page's assigned message order, with their summaries and complete supported body content, including expanded accordions.
- In-body images, readable text and tables, and supported links. Links to uniquely matched included topics can lead to destinations inside the PDF.
- A repeated footer with the organization logo, handbook title, page numbering, and the original generation date and time in Mountain Time.
The school year runs July through June and is determined when the PDF is generated. Download filenames include the organization abbreviation and generation date, such as AEES School Handbook - 2026-10-13.pdf. A non-English filename also includes a language code, such as AEES School Handbook (es) - 2026-10-13.pdf.
Menus, feeds, notifications, and other website surroundings are not the handbook document. Put required handbook content in its messages rather than relying on those surrounding features. Interactive content needs a suitable print alternative.
Why a Download Can Have an Earlier Date
PDFService checks the current public handbook and required images each time a visitor requests a PDF. If a usable PDF already matches that content, language, and renderer version, the service reuses it. Reuse keeps the same file and original generation date; the date does not change just because someone downloads it again.
Changes to handbook text, topic order, titles, relevant organization information, images, translations, or the renderer can require a new PDF on the next request. An image replacement can trigger regeneration even when its URL stays the same. Unrelated menu/feed changes and editorial timestamps do not automatically generate another copy. A missing, damaged, or expired private cached artifact may also require regeneration.
For example, a PDF generated October 13 can still be the current download on October 15 if the relevant handbook content has not changed. Its footer and filename retain October 13. That is expected behavior, not evidence of a failed update.
There is no editor action to rebuild every PDF after each save and no need to re-upload a file to refresh it. To check a published correction, open the current handbook and request its PDF again. If the correction is absent, confirm public publishing settings and website deployment before reporting the issue.
Translated Handbooks
Visitors use the website's language selector to choose from the available languages. On websites with the current handbook translation integration, the page and PDF use the same complete handbook translation. Wait until Translating handbook… finishes and the selected language is displayed before downloading.
The translated PDF includes translated handbook content and document labels. Its filename identifies the language. Organization storage folders retain their original names. Automated translations are not verified by a native speaker; review important wording with the appropriate language-support staff before relying on it for communication with families.
If translation fails or remains incomplete, English remains visible and the translated download is unavailable. Use Retry translation or View and download English. The service does not silently substitute an English PDF for a selected translated handbook.
If the published English source changes after the page was translated, the download may report: The handbook changed. Its translation has been refreshed; try Download PDF again. Review the refreshed translation and select Download PDF again. Changing language or navigating away can cancel an obsolete request.
Translations and PDFs are reused separately. Unchanged handbook wording can reuse its complete translation while an updated image requires a new PDF. Correct the original English messages in CommCenter to correct source wording; downloading another copy does not edit a translation. Report translation-quality issues with the language, topic, and source wording to the Communication Department.
Translated downloads require the updated website integration. If a particular website still shows older behavior or a Coming Soon notice, contact the website administrator rather than assuming backend availability has updated that website automatically.
Generated PDFs in Files and Search
Published handbook PDFs use the existing Files storage, within the organization's Handbook folder. Each generated publication has its own filename and metadata. English and translated PDFs share that organization folder, and earlier publication files are retained.
Search indexing selects the newest publication for each handbook and language. Older files remaining in storage are not a separate source of current handbook content and are not all shown as current search entries. Search updates can lag behind generation while reconciliation runs.
Link families to the online handbook so they can read it and request the current PDF. A direct link to an older generated PDF continues to identify that snapshot; it does not become the newest file when the handbook changes. Do not routinely rename, overwrite, or delete generated publications to update the handbook. Edit its source messages instead. See Files for ordinary uploaded-file management.
Accessibility and Review
Generated PDFs include document language/title information, heading navigation, tagged structure, and pagination information. Those features depend on well-structured source messages. Use genuine heading styles, meaningful links, image alternatives, and properly marked table headers.
Automated generation and structural checks do not certify every PDF as accessible or verify translation accuracy. Review the actual download as well as the online content, including long tables, images, links, and any languages your audience needs. Keep the online handbook available for readers who need another way to access the information. See Accessibility and Universal Design and Documents.
Troubleshooting
| What you see | What to check or do |
|---|---|
| No Download PDF button | Check the Handbook template, public page/organization eligibility, and deployed website integration. |
| Content needs publication review | Review the introduction, heading structure, unsupported content, and print alternatives. A message preview does not replace export review. |
| Translation loading or failed | Wait for completion, retry translation, or explicitly choose English. |
| Translation refreshed after a source change | Review the updated translation and request the PDF again. |
| Earlier generation date | Check whether relevant content changed; unchanged PDFs intentionally retain their original date. |
| Preparing PDF… or download failed | Allow the job to finish; use the displayed error guidance and retry after a failure. Check connectivity and public content availability. |
| A policy or image is missing | Confirm the message is assigned and publicly available, required information is in a topic, and essential images are placed in Details. |
| An old PDF appears in a saved link or attachment | Return to the online handbook and download a current copy. |
If a problem continues, send the Communication Department the handbook URL, selected language, approximate time, error text, and whether the online content and English download work. Include the filename and generation date when reporting an issue with a downloaded copy.