Insert documents in CMS

It's important to plan before uploading a new document to our site. Our search only looks at the first 5 mb of the document, so important information is better served on an already existing or a new web page. These processes will not make your document ADA compliant (contact Web Help for more information on that process.)

Getting Word documents ready

  1. Open the document in Word.
  2. Save it using the Web file naming conventions in this guide.
  3. Click File on the top menu
  4. Click on Properties, and then click Advanced.
  5. A new box will open up.
  6. First enter the title of the document, make sure it matches the actual name presented on the file when it is opened. The title is most important. Make sure you use a descriptive title containing keywords that may be part of a user's search.
  7. Then type in the author or office who put the document together and owns the content.

Getting PDFs ready

New documents must include keywords consistently in the content, document title, and file name helps our users find what they are searching for. This does not

  1. Open the PDF in Adobe Acrobat DC.
  2. Go to Document Properties under File - Document Properties.
  3. There are three textboxes to fill in:
    1. First enter the title of the document, make sure it matches the actual name presented on the file when it is opened. The title is most important. Make sure you use a descriptive title containing keywords that may be part of a user's search.
    2. Then type in the author or office who put the document together and owns the content.
    3. As a bonus, you can put in keywords, or words people will use to search for your document, in the keywords box.
  4. Save your PDF file with a unique yet informative file name. The file name will appear in the web address (the URL), so it should be able to stand on its own, even if customers navigate to it directly. See Web file naming conventions in this guide for more information.
  5. Now you must ensure the document is in Fast Web View for quick loading online:
    • In Adobe Acrobat DC: click File > Save As Other > Reduced Size PDF select OK and rewrite the document you just filled in the properties for.
    • Older versions of Adobe Acrobat: click File > Save As.. > Reduced Size PDF and overwrite the document you just filled in the properties for.

 

Linking to the document

Now your document is ready to be uploaded to our website and linked to.

  • Once you link the document on a page, also add the document type and size
  • Example: WSDOT Drupal basic guide (pdf 714 kb)

 

Linking to PDF, Word, or other documents is a two-step process.

  1. Upload the document to the CMS Web server (called the Resource Gallery).
  2. Link to the document from your Web page.

Check your document file name

Before you upload a document, make sure that the document file name is:

  • Less than 25 characters long
  • Does not contain any spaces or special characters such as commas or hyphens. Because spaces are not allowed, it is helpful to begin each word in the document file name with a capital letter.

Example: TravelOptions1108.pdf
Travel Options Info - November, 2008.pdf

I. To upload file to Web server

  1. Click on the Document Manager button.

    Document Manager button

    The Document Manager appears.
     
  2. Navigate to the folder location where you would like to store the document. To view the sub files or folders, double-click on the folder.
     
  3. Click on the folder where the document will be stored. You should see the folder address in the Directory box.
     
  4. Click on the Upload Documents tab.
     
    Display Name
     
       Description  
    The display name that you enter will appear in the Resource Gallery. it will not display on your page   Use at your discretion. You might want to leave information about the file for future users.  

     
  5. Click on Browse, locate your document file, and click Upload.

    Your document is now uploaded to the Web server.

    The maximum file size allowed for documents is 5 mb.
     
  6. Close the Document Manager.
     


Now you need to link the document.

 

    II. To link a document  

    1. Select the text or image that will become the hyperlink to your document.
       
    2. Click on the Document Manager button.
      Document Manager button

      The Document Manager appears.
    3. On the Document Manager, click the Browse button, locate the document, and then select it.
       
    4. In the Tooltip box, type your ALT tag. The ALT tag is a short summary of the document contents or purpose.

      The icon of the wheelchair denotes options that increase accessibility.Tooltips/ALT tags are required for accessibility. They are read aloud by accessibility programs. 
       
    5. Leave the Target box blank.
       
    6. Click Insert. Your document is linked.

      Test the linking using Preview on the Web Author Console.
       
    7. Add the file type and size after the link.

      For example:

      File name (pdf  100 kb)

      File name (doc 30 kb)

     


      Tips on Linking Documents

      • Don't Overuse Document Files

        Web pages download faster and are more accessible than Word or PDF files.  If your content can easily be converted, make your Word .doc or PDF into a Web page.
         
      • Word Is For Internal Use Only

        Do not use Word documents on the external site. Users need the Word program to download the file - you can't guarantee that every computer has the program.
         
      • Make All Documents Web Optimized

        Large file sizes and unsearchable PDFs are not helpful for our customers. You should always save your files to be Web optimized and consider the search properties of any document. Learn more about PDF optimization and searchability.