Uploading event documents (limits, types & PDF optimization)

Applies to: Q4 Studio → Events & Webcasts → Documents
Goal: Attach investor materials (e.g., earnings slides) that download quickly and reliably.

What’s supported

• Common file types: PDF (preferred), PPT/PPTX, DOC/DOCX, XLS/XLSX, JPG/PNG.

• Size limits: Your site may enforce a per-file limit (often between 25–100 MB, set per tenant). If you see “file exceeds limit”, optimize or split the file.

• Best practice: Publish PDF for investor decks to ensure stable rendering, accessibility, and smaller size.

Tip: Use a clear naming convention, e.g., 2025-10-29_Earnings_Presentation.pdf.

Upload steps

1. Q4 Studio → Events & Webcasts → open your event.

2. Go to Documents (or Files) tab.

3. Upload your file and wait for the processing indicator to complete.

4. (Optional) Edit Display Name, set Public/Visible toggle, and Reorder if multiple docs.

5. Publish the event (or Republish if already published).

6. Republish the relevant pages (Events/Standalone Event page) and allow a few minutes for cache/CDN.

PDF optimization (to get under size limits without ruining quality)

• PowerPoint/Keynote export

  • Export to PDF (Standard), not “High quality/print”.

  • Remove unused master slides and hidden slides.

  • Compress images inside the deck before export (target 150–200 dpi).

• Adobe Acrobat Pro

  • File → Save as Other → Reduced Size PDF (or Optimize PDF).

  • In Optimize: downsample images to 150 dpi; keep text as text; embed fonts; retain tags if you need accessibility.

• macOS Preview

  • File → Export… → Quartz Filter: Reduce File Size (check readability—sometimes too aggressive).

• Images & media

  • Replace ultra-large images/screenshots with compressed PNG/JPG.

  • Remove embedded videos/animations from the deck (link to webcast archive instead).

• Split large decks

  • If still too big, split into Part 1/Part 2 and upload both; link both on the event page.

Common errors & fixes

• “File exceeds limit” → Optimize to < your site’s limit; split if needed.

• “Upload failed” or spins forever → Try a smaller test PDF; verify your network, then retry.

• File uploads but won’t appear → Ensure Public/Visible is on; Publish the event; republish site pages; clear cache.

• PDF looks blurry → Re-export at 150–200 dpi; avoid scanning slides as images; ensure fonts are embedded.

FAQs

• What size should I target for earnings decks?
  Under 10–25 MB is usually ideal for fast downloads and mobile investors.

• Can I upload PPT instead of PDF?
  You can, but PDF is strongly recommended for consistency, security, and file size.