Document file naming guidelines
Before you begin working with documents on our website, please read the document naming guidelines.
Document file naming guidelines
Make sure the file name is meaningful and descriptive, but keep it short. Leave out words such as a, the, or, of, and etc.
Bad file name: the faculty sign up form.pdf
Good file name: faculty-sign-up-form or FacultySignUpForm.pdf
Spaces & Special Characters
Avoid spaces or special characters in your file names. They can cause issues on the web and increase the likelyhood of broken links to the file. If you need to create space in your file name, use a dash/hyphen (-)
Bad file name: file a & b.pdf
Good file name: fileab.pdf or file-a-b.pdf
Dates & Versions
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 that the URL will remain the same since the document URLs are based on their names (e.g.: shoreline.edu/documents/annualschedule.pdf will not work if you upload a new document called shoreline.edu/document/annualschedule-1.pdf.)
When to include dates or versions:
Include dates or versions when multiple versions of a document are available at the same time on the website. It's best to put the year before the month or season when including a date. For general file storing purposes, it's sometimes better to have the date before the actual file name, but for the website, it's best to have the descriptive text before the year & season/month.
Example:
FinalExamsSchedule-2018-Fall.pdf
FinalExamsSchedule-2018-Spring.pdf
FinalExamsSchedule-2019-Winter.pdf
XYZmeetingMinutesJune2017.pdf
XYZmeetingMinutesJuly2017.pdf
Acronyms
Name the file something that makes sense to the user; avoid acronyms.
Bad file name: NA.pdf
Good file name: NursingProgramApplication.pdf
These are general guidelines. Please consult with web support if you have any questions.
Replacing/Overwriting Documents
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If the document already exists on the website and you simply need a newer version of the document.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. File names are case sensitive.
- The new document must be the same file format as the original document.
If your published document does not meet our naming conventions, contact websupport@shoreline.edu, and we can help you rename it. Do not try to rename a published document on your own.
Steps
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 (see image below)
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 light bulb 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
- Your deadline for having the file approved and any other information that can help us determine the priority of the submission.
It can take 2-3 business days for approval of your submission.
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 the 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 websupport@shoreline.edu 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 the 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 login and edit instructions.
3. Type the text that makes sense as the hyperlink text
TIP: DO NOT use the words "click here" or "view" as your hyperlink text. Your text should describe the document.
E.g.: If linking to the fall schedule, then the hyperlinked text should read "fall schedule". You can write "view fall schedule" and link the entire phrase. But do not simply hyperlink the words "view" or "click"
4. Highlight the text that you'd like to hyperlink to the document
5. Click the hyperlink icon in your toolbar
6. If you are linking to something on our website, you must find the file/page using the file icon. Do not copy and paste an entire URL from our website into the address.
Use the file browser to find the page/document you are linking to.
7. When you select your file, you should see a number in the URL field (e.g.: {{f:10288491}})
8. Click the OK button
Deleting Documents
Never delete a document without first getting approval from Web Support. If you need to delete documents, please contact websupport@shoreline.edu for guidance.
Where to delete documents
If the document exists on the staging server, be sure to delete from there.
If you delete from the production server, and leave a copy on the staging server, your file may still end up being published when we republish the entire site for big scale projects.
If the document only exists on the production server, delete from the production server.
Steps to delete
1. Login to the website
2. Find the folder that has your documents
3. Check if your file exists on the staging server by clicking Staging in the top right corner of the file viewer.
4a. If the file exists on staging, select the file(s) by clicking the checkbox in the left column
Click Move To Recycle Bin in the top blue menu bar.
4b. If the file does not exist on the staging server, check to see if it exists on the production server by clicking Production in the top right corner of the file browser
If it exists on the production server, select the file(s) you want to delete by clicking the checkbox on the left of the file n ame.
Click delete file
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