Web Team

Web Team

Manage documents downloaded from your site

Original word documents used to create PDF files for downloading from websites should be stored on your department/unit k: drive. This is also where PDF files should be created. Move PDFs from here to your website files. Copies of PDF files are not stored on k:drive.

This information will show you how to:

  • Archive the original documents used as downloads on your website so you (or your colleagues) can easily identify and find them
  • Name your files so they display chronologically, are easy to scan and you find what you need
  • Manage updates to documents downloaded on your site

Benefits for you and your department/team

  • Save time trying to figure out where the original word documents for PDF files are
  • Shared information is accessible to your colleagues
  • At a glance identify on your site that the latest up to date document is being used
  • Users of your site access documents with a standard look and feel, clear title and date last modified

What you need to do first

Go through your site and sort out your documents. Identify the correct versions and temporarily keep a copy of them outside of your site (in a folder on your p: drive or on your desk top). You need to do this before you do anything else (including asking for help) so there are documents to work with.

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Related information

File structure for k: drive

  1. Create a new folder at the root level of your department k: drive called web document originals
  2. Inside this create an appropriate folder(s) based on sub-teams in your unit, function or individual websites. For example, Student Administration has folders based on function (examinations, graduation, Phd etc). If you use more than 6 downloads across 2 or more sections of your site you are best to create sub-category folders. For example, postgraduate, intermediate applications, handbook etc. Some departments only have a few downloads and don’t need sub-category folders.
    Note: Web Support can help you work out a file structure. You need to sort out the correct versions of your documents first
  3. Inside each sub-category folder create a folder called past versions. If you don’t have sub-categories create a past version folder at the root level of the web document originals.

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Process for creating documents for your site

  1. Download the document template for web downloads to the folder web document originals (on your k: drive). If you have sub-category folders copy this file into each folder
  2. Open template.doc and the original word document to be prepared for your site
  3. Copy the content from the original word document into the template. Save as. The file name format must be: year, month, day title of the document (yymmdd title.doc). For example, 070530 Examination Instructions.doc. This format will list your files in chronological order and make managing them easy
  4.  Update the top of the document so it has:
    • Your college/department/centre/unit/team name at the top
    • The title of the document in the black line (this will be the same as the name of the link on the website)
    • Date last modified (top of the body of the document)
  5. Update the footer of the document:
    • Double click on the footer so it is selected
    • Highlight the file path and select ‘file path and name’ from insert auto text options
    • It will update to show the file path to your k: drive. The original file path and the one you’ve just updated will show in the footer. Delete the old file path
    • Add your user code to Created by: or Last Modified by: as appropriate
    • Save
  6. If the document needs to be a PDF create it now
  7. Either email the PDF to your Web Maintainer, or, cut and paste it into the documents folder in your website files
  8. Only the original word doc is stored on k: drive. Delete PDF files from k: drive (if you copied instead of cut it)
  9. Alternatively, if the document is to remain a word document on your site, either email it to your Web Maintainer or copy and paste it into the documents folder in your site.

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Process to update documents on your site

The footer on the first page of your document will tell you where on your k: drive the original document it stored. This is the original document. Use it to make changes.

  1. Open k: drive to where your original document is stored
  2. Copy the file you are about to update. Paste it into the past version folder
  3. Go back to the original of the file. Rename the file so it has today’s date (yymmdd). The title will usually stay the same
  4. Open the document
  5. Make changes to the content
  6. Update the following:
    • Date last modified (top of the body of the document)
    • Add your user code to Last Modified by (footer)
    • If you have renamed the file (step 3 above), the new name will need to show in the footer. Right click the file pathway and update field
    • Save
  1. If the document needs to be a PDF create it now
  2. Either email the PDF to your Web Maintainer, or, cut and paste it into the documents folder in your website files
  3. Only the original word doc is stored on k: drive. Delete PDF files from k: drive (if you copied instead of cut it)
  4. Alternatively, if the document is to remain a word document on you site, either email it to your Web Maintainer or copy and paste it into the documents folder in your site.

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