How to Save and Open PDFs in Files App with Shortcuts: Specify Path and Filename for Better Access
When using Shortcuts on iOS to print content to PDF, ensuring that the file is saved to a specific path with a designated filename can significantly improve file management. This method also ensures that the PDF file appears in the Files App's "Recent Projects" section, making it easier to locate and access later. Here’s how to set it up:
Step-by-Step Guide
1. Create a New Shortcut
- Open the Shortcuts app.
- Tap the "+" button to create a new shortcut.
- Tap "Add Action" and follow the steps below.
2. Configure the Shortcut to Save PDFs
Step 1: Receive Shared Content
- Add the "Get Shared Items" action.
- This action allows the shortcut to receive content (e.g., a webpage or file) shared via the iOS Share Sheet.
Step 2: Generate a PDF
- Add the "Make PDF" action.
- This converts the shared content into a PDF file.
Step 3: Save to a Specific Path
- Add the "Save File" action.
- Configure the path:
- Select "Shortcut Folder" or a specific folder within iCloud Drive where the PDF should be saved.
- Set the filename:
- Enable "Ask Where to Save" to specify the file name dynamically each time.
- Alternatively, add a "Text" action before saving to dynamically generate a file name (e.g., including the current date).
Step 4: Open the File
- Add the "Open File" action.
- This ensures that the saved PDF is immediately opened in the Files App, which automatically adds it to the "Recent Projects" list.
Complete Shortcut Workflow
Here’s a summary of the Shortcut’s actions:
- Get Shared Items: Receives content from the Share Sheet.
- Make PDF: Converts the shared content to a PDF.
- Save File: Saves the file to a specific folder and allows you to specify the filename.
- Open File: Opens the saved PDF in Files App to ensure it appears in the "Recent Projects" section.
Why Open the File After Saving?
Opening the file immediately after saving ensures that iOS recognizes it as a "recently opened" document. This makes it appear in the Files App's "Recent Projects" list, providing quick access without navigating through folders.
How to Use the Shortcut
- In any app that supports the Share Sheet (e.g., Safari, Files), tap the Share button.
- Select the "Print to PDF" shortcut you created.
- Enter the filename (if prompted) and confirm the path.
- The shortcut will save the PDF and open it in Files App.
Additional Tips
-
Custom Folder for PDFs: Create a dedicated folder in Files App (e.g.,
ShortcutsPDF/) to store all PDFs generated by this shortcut. - Dynamic Filenames: Use the "Text" action to add dynamic elements like the current date, time, or other identifiers to filenames for better organization.
By following this guide, you’ll have a streamlined shortcut for saving PDFs with precise file paths and filenames, ensuring they’re easy to find in the Files App’s "Recent Projects". This method is perfect for anyone who frequently works with PDFs and wants better control over file organization on iOS.
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