Name documents to be downloaded
This page explains how to name files downloaded from your site, such as PDF, Word etc.
The advice in name files and folders applies here too.
Easy management results from good file names
Note: There should be no spaces in file names. If there are spaces the file may not open for all users.
When to include a date in the name
Minutes or documents you frequently add more of to your site (rather than replacing an existing file) should start with the year, month and date (YYMMDD). The title part of the name will remain the same but the date will change for each addition.
This will list the same kind of document chronologically and be easy to find in your file structure. For example, 070611_internalcoms.pdf
When there should be no date in a file name
Avoid using dates unless absolutely necessary. Where you only have one version of a document don't give it a date, for example, handbooks, instructions, applications etc. Only have the current version available in your local and remote files.
For example, instead of calling the latest undergraduate handbook, ug_handbook07.pdf, call it ug_handbook.pdf.
This will prevent a build up of old files on your site. It also helps to prevent broken links and links going to old out dated versions as the filename always stays the same.
If old versions of documents are on the live server they will appear in search results and be available to access.
Group related documents together based on file name
Group all documents related to an area of your site together if there are several (for example, postgraduate).
Start each document file name with a meaningful abbreviation, for example, pg_. This example will keep all postgraduate files in your documents folder together and easy to follow in your file structure.
The example on the right from Student Administration shows all documents related to examinations displayed together as exam_, graduation as grad_, masters as m_ etc. It is easy to find files and keep related ones together.
Make sure you view as 'local files' (top of the files panel)
Note: Web support can enable Dreamweaver so you can open PDF and Word files directly from the file panel in Dreamweaver. Contact websupport@canterbury.ac.nz
Examples of filenames for downloads
| File name on k: drive | File name on the web |
| Quickfind Exams by Date order 100607.xl | exam_roomdate.pdf |
| 070525 Academic Letter Transcript.doc | transcript.doc |
| 2007 Undergraduate Handbook.doc | ug_handbook.pdf |
Related information to help you manage files
Keep original documents on K: drive
Original documents used to create documents on your site should be stored outside of your web files.
Store them on your department/unit K:drive so they can be found and accessed by you or someone else later.
How to do this and keep track of them using footer information is in Manage documents downloaded from your site.