Creating a Publication page
How to create a Publication page to provide downloadable documents.
When to create a Publication page
Create a Publication page to:
- provide a file for download, such as PDF, CSV, ICS or a Word, Excel, or Powerpoint document
- group together a number of related files, for example, all the minutes from meetings held by one committee
Don't create a Publication page:
- to upload images, videos or audio files - use the University agreed hosting solutions instead
- if there is an existing Publication for this content and your document can be added to that page
- to provide information that should be added to the website as text
- to upload forms that ask for sensitive financial details like credit card numbers to be submitted by email – contact the IT Security Manager instead
Before you create a new piece of content, search the website to see if it already exists and talk to other people who could be responsible for it. We don't want to duplicate content on the website as this can be confusing for users.
Naming your Publication page
You shouldn't necessarily use the name of the document as the title for your Publication page.
Give your Publication page a unique name so the content is clear ("Energy and Environment Annual Report 2014", not "Energy and Environment Report" or "Annual Report").
Think about terms which users might enter to search for your document and which will stand out in search results. For example, instead of using "Agreement to amend the terms of your employment" (the name of the document for employees using University's cycle lease scheme), you should use "Cycle scheme lease agreement" as this is the purpose of the document.
The title for your Publication page should:
- be easy to understand – use simple English and avoid using technical terms if possible
- be limited to 65 characters if possible so users can read it in entirety on search results
Your title shouldn't:
- include the word 'publication' (this is automatically displayed on the page)
- be a question
- contain commas or dashes as this will create confusing URLs – use a colon instead if you need to separate phrases
Writing a Publication page summary
Explain the purpose of the document and why a user might want to download it.
Make sure the summary concisely describes what the Publication is so users can tell if it will be useful or help them complete a task.
Adding additional information
Add any extra details about the Publication that users will find helpful in the 'Additional information' field in the publishing platform.
Include links to any associated pages, for example:
"If you want to know more about the scheme before applying, download the Cycle Scheme brochure."
Resources to help you write your Publication page content
The University's style guide will help you make sure you're using the same terminology, style and tone as the rest of the website. This is important so that website users can understand us easily through the consistency of our content.
Our formatting guide will help you create appropriate headers, links, lists and other formatting for your page. This is important because it makes the information we provide clearer to website users.
You must include at least one attachment on your Publication page, but you can add multiple attachments.
Files must be in one of these formats:
All files attached to Publications should follow these naming conventions:
- all letters must be lowercase
- must use hyphens to separate words for readability, not underscores or spaces
- don’t use punctuation
- don’t include version indicators like 'v4' or comments like 'final'
- Incorrect: University_Financial_report_2016_Final-V4.1.pdf
- Correct: university-2016-financial-report.pdf
If you are adding multiple attachments, make sure the naming conventions are consistent – for example, if you are uploading programme specifications, name the files 'bsc-chemistry-programme-specification.pdf', 'bsc-physics-programme-specification.pdf', and so on.
If you replace an attachment, make sure that the new file has exactly the same file name as the one you are replacing. If you don't do this, the old attachment will not be deleted and will be available as an orphaned document on the internet.
Making documents accessible
You must make all the documents you upload accessible to users with disabilities.
Microsoft Office has guidelines for tagging PDFs to make it easier for assistive technologies to determine a logical reading order and navigation.
You can also use Microsoft's Accessibility Checker (available in all versions of Excel, PowerPoint and Word from 2010 onwards) to identify any accessibility issues that need addressing.
Adding responsible organisations and groups
After you have added all your content – including any images, media and contact details – you will able to select an owner or associated group for your page. This allocates permissions for who in the organisation is able to maintain the content.
A guide for adding responsible organisations and groups is available to help you do this.