Document file naming guidelines
Before you begin working with documents on our website, please read the document naming guidelines.
Document file naming guidelines
Avoid spaces or special characters in your file names. If you want to create space in your file name, use a dash/hyphen (-)
Bad file name: test a&b.pdf
Good file name: testab.pdf or test-a-b.pdf
Avoid dates and versions in file names except when there are multiple variations of the file available to the user at the same time. This is especially important if you plan to have the document replaced/updated on a regular basis.
Bad file name: AnnualSchedule-2017.pdf
Good file name: AnnualSchedule.pdf
Annual Schedule is a document that gets updated annually and we only have one version available at a time. In order to avoid breaking links to that document, we want to keep the name the same so we can replace the
When to include dates or versions:
When multiple versions of a document are available at the same time on the website.
Name the file something that makes sense to the user; avoid acronyms.
Bad file name: NA.pdf
Good file name: Nursing-Program-Application.pdf
These are general guidelines. Please consult with web support if you have any questions.
When to replace a document
If the document already exists on the website and you simply need a newer version of the document.
Why follow this process?
Follow this process in order to avoid breaking the various links that point to your document on our website and beyond.
IMPORTANT FILE NAMING: In order to replace a document on the website, you must name the new document with the exact file name as the original document. The document must also be the same file format. The file names are case sensitive. If your published document does not meet our naming conventions, please rename the published documet in the content management system, then proceed to name your new document exactly the same as the published version.
1. Log in to our website
Click the © copyright symbol in the footer of the page
User your shoreline username & password to login
2. Go to PAGES breadcrumb link in top left of your browser
3. Locate the folder where your document is stored
*TIP - LOCATING FILE: If you don't know the folder, but have a url/link to the file, you can use that to help you.
Start from the left of the URL. Each backslash is another folder except for the last item in the sequence. For this file, you would go to the areas-of-study folder, then the documents folder, then the majorPlanningSheets folder. In that folder, you'll find the CNRG-Clean-Energy-Technology-and-Entrpn-AAAS.pdf
*TIP - IDENTIFY URL: If you don’t know the link path:
visit a page on the site where the document is linked from
Place your mouse over the link
The url of the document will be in the bottom left corner of your browser
4. Naming file: Once you've located your file on the website, double check to make sure that your new file is named exactly the same name as the file on the website and is saved in the same format. Remember, the file name is case sensitive.
5. Make sure you are working in the Staging server.
Staging should be highlighted in white. If not, then click on Staging to activate staging server.
6. Click the upload button
7. Check the "overwrite existing" option and then proceed to add your file(s) by clicking the green ADD button. Reminder - the file names of the existing and new document must be an exact match for the overwrite to work.
TIP ADDING FILES – You can drag your file(s) directly from your desktop into the upload window.
8. Click the blue START UPLOAD button
TIP UPLOADING: You'll notice an "Upload in progress" notice at the bottom of your browser window. If your file seems to be taking more than 10 minutes to upload – try refreshing your screen. The status may simply be stuck and your file may have already finished uploading.
9. Click the lightbulb icon next to the document you just uploaded and make sure it turns yellow.
TIP DATE: Make sure the date/time next to your file matches the current date/time of the upload. Otherwise, the file may not have properly uploaded.
10. Hover your mouse over the area next to the time/date modified column of your file (it will appear empty, but once you hover over, you'll see your options)
11. Mouse over the Publish option
12. Select Submit for Approval
13. In your message, be sure to let us know:
- What changes you've made to the document
Replacing multiple documents in the same folder
If you're replacing multiple documents that live in the same folder, you can add or drag all those files in at the same time instead of doing one by one. You would still need to double check that all the new files have exact same file name as the files you are replacing.
Adding and linking new documents to a web page
Adding documents to Shoreline.edu
Before adding any new documents to www.shoreline.edu , please be sure to contact firstname.lastname@example.org to make sure you are adding the document to the correct folder on the site.
Adding documents to Intranet.shoreline.edu
You may add documents to intranet.shoreline.edu without approval, provided they are part of an already established collection or series of documents (eg: meeting minutes
If you are starting a new collection or series of documents, you must work with Communications & Marketing to determine the appropriate folder for your documents.
Follow these directions once you have approval to add documents
1. Visit the page where you want to place a link to a document.
2. Log in and enter the edit mode. If you're not sure how to do this, follow the log in and edit instructions.
3. Type the text that you'd like to hyperlink to your document
4. Highlight the text that you'd like to hyperlink to the document
Never delete a document without first getting approval from Web Support. If you need to delete documents, please contact email@example.com for guidance.
Once given approval to delete documents, follow these steps:
Log in to OU
Locate your document in the appropriate folder