Issues Displaying Documents
How many times have you seen this warning message in PowerDMS?
If you haven’t — count yourself lucky.
But if you have, you know how disruptive it can be.
This message usually pops up when PowerDMS is unable to display a document as a browser-friendly PDF — which is the format it uses to let users view documents directly in the system without needing to download them.
Contrary to popular belief, that doesn’t mean everything needs to be a PDF.
PowerDMS accepts a variety of file formats — but only if they can be successfully converted into a browser-friendly PDF for viewing.
Here’s a full list of supported file types straight from PowerDMS: Acceptable File Types and Helpful Hints
When a file can’t be converted, PowerDMS prompts the user (or an assessor) to download it and open it outside the platform.
That might not sound like a big deal… until you realize:
Assessors may be using a laptop or workstation without Word or Excel installed — they may not be able to open the file at all.
Users must leave PowerDMS just to see a document, increasing friction and confusion.
If this happens inside your Policies and Procedures, users can download the original file — and potentially edit, save, share, or print a modified version.
See the risk?
Even if PowerDMS locks the file for editing within the platform, once it's downloaded, that protection ends.
Let’s fix that before it becomes a problem.
Here are the top things to check if you run into this error:
1. Is the file type compatible?PowerDMS does a much better job rendering newer file types like .docx, .xlsx, and .pptx than older formats like .doc or .xls.
If your file uses an older extension, simply open it and use File > Save As, then re-save it in the current format.
2. Check your system settingsGo to the Admin Menu > Settings > Documents and make sure the box labeled:
“Show New Documents in a Browser Friendly Way”
Render non-browser-friendly documents (such as Word, Excel, PowerPoint) in a browser-friendly way (PDF)
…is checked. If it's not, PowerDMS won’t even attempt to convert your files for in-browser viewing.
3. Use the “View as PDF” optionIf you see the error, click the three vertical dots in the upper right corner of the document viewer.
From there, select “View as PDF.”
If the option is missing, it likely means the document is already a PDF…
Or there’s a problem with it — such as being locked, protected, or corrupted — which prevents it from displaying properly.
Old file formats – as mentioned earlier, update to .docx, .xlsx, or .pptx.
Corrupt or protected PDFs – these will not render correctly in PowerDMS.
If a policy in PowerDMS throws this error, that means your end users will also be prompted to download and open the file in its native application (Word, Excel, etc.).
They won’t be able to change the version within PowerDMS…
But once it’s open on their device, they can edit, save, or even print the modified version.
That’s a major issue when version control and integrity of documentation are critical.
Don't wait until this pops up during an assessment or causes confusion with your staff.
Take a few minutes to:
Check your document settings
Update older file formats
Review anything that throws this error
And convert key files into a browser-friendly PDF view whenever possible
Small fix. Big impact.
Who do you know that could benefit from these accreditation-friendly tips and resources? Consider sharing this link with a colleague so they can sign up:https://www.accreditationacademy.net/signup
Areaka P. Jewell
Accreditation Academy
areaka@accreditationacademy.net
(305) 360-1075