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Anyone who uses Sitecore, the email builder, and/or produces files that are viewed publicly on the intranet or web should have a basic understanding of the proper file naming conventions and best practices for the Wisconsin School of Business. When adding or updating items in the media library you should always consider the filename, how you can best meet accessibility standards, and the location of the file in the Media Library.

Below is an overview of the best ways to name files (documents and images) in order to support search engine optimization, accessibility, and reduce the amount of maintenance required.

Recommended File Types:

  • Documents, spreadsheets, and presentations should be saved as a PDF

    • Unless you would like people to be able to edit what you provide them.

  • Images should be saved as a JPG or PNG

General File Naming Standards

When naming files and uploading them into the media library be sure to simplify the filename and if applicable add the dimensions of an image. To better manage versioning of your documents, ATW recommends that you add a version name to the content of the document itself. One way of doing this would be to add the words Version or Date Created with a number or date to the footer or last page of your document.

Document

  • wisconsin-unit/department-description
    Simple file no specific year or revision associated with the file. Used when a single file is updated yearly.

  • wisconsin-yyyy-mm-dd-unit/department-description or wisconsin-yyyy-semester-unit/department-description
    A file that is featured in an archive and has multiple items featured. You can add the level of specificity that works best for your archive.

Example PDF

  • Original filename: mkt_237_415_syllabus.pdf

  • Random original file name is updated to proper naming conventions: wisconsin-syllabus-415-marketing-communications

Image

  • description-dimensions
    Simple file no specific year or revision associated with the file. Used when a single file is updated yearly.

Example Image

  • Original Filename: MikeSanders-NMahon12

  • Proper Filename: fostering-badger-connections-116x116.jpg

    • Alternate Text: Mike Sanders sitting at his desk with a cup of coffee.

Files that are Updated Frequently

Files that are updated frequently can be named in a way that reduces the amount of maintenance on the bus.wisc.eduwsb.wisc.edu, and on Issuu.com. The purpose and frequency of updates should be considered each time you upload new or change existing files.

When possible try to name files in a manner that reduces the likelihood of the file name needing to be changed, thus reducing the need to update hardcoded links. (Note: Always use Sitecore links when possible.) This will allow you to attach new files over existing files and publish the updated media item with the new content. This will save you time, and preserve the links.

Naming files in this manner saves us a few steps and reduces the amount of redirects that need to be set up. This same style of naming also applies to the files we create on Issuu.com. Things like the program brochures/viewbooks are updated yearly, and old versions of these files do not need to be maintained. If we have more simplistic url’s, we can simply upload the new brochure/viewbook over the old one.

Example: The Ph.D. Viewbook on Classic

Pages with Files That are in an Archive

Some website pages do have archives of older content. When multiple versions of a PDF are being archived and featured, you should add a level of specificity to your file name that still allows you to upload over files when updates need to be made.

Where to Upload Your Files

At a very high level always upload your files into folders and try to be as consistent as possible. Try to create folders in a way that allows them to be easily navigated.

Media Library Images

The Media library folder structure over time should match the site navigation and page structure. The folder structure is ordered based off the navigation bar, utility bar, and then breadcrumbs. In order wards, if you are working the website page [About Us > Facilities and Event Services > Catering Menus] the best folder structure in the Media Library would be [Media Library > About Us > Facilities and Event Services > Catering Menus].

  • Follow proper File Naming Conventions
  • All folders, files, and item names should be lowercase and use hyphens for spaces. No special characters should be used. There is no need to include prepositions - words like and, the, with, etc.

    • Example: For Faculty and Research the filename in the media library is faculty-research

bus.wisc.edu (Legacy/Classic Website)

There are some basic locations where you should be uploading your images and documents depending on their use case.

  • Website Page Content: /sitecore/media library/Bus/unit

  • Blog Content: /sitecore/media library/Blogs/unit

  • Email Content: /sitecore/media library/email/unit/yyyy/mm

Box Best Practices

Any documents that are linked to on the website and hosted on box should be hosted on the ATW Box account Documents (Shared) folder. This is a department based account and ensures that the web team has access to files hosted on the web. It also allows the web team to grant editing rights to individuals as needed.

  • Box: ATW will provide you with a folder to host your documents. Your department folder will be shared with you.

  • Use PDF versions of your document when they are being used as a reference material on the web.

  • Maintain the document in a separate design file.

  • Upload new versions of your file over previous ones to ensure the link that goes to the file stays the same.

wsb.wisc.edu (Redesign Website)

Images for the redesign website currently are uploaded based on the page the images are used on. So the media library should mirror the navigation and page structure of the website pages. At this time only ATW team members are able to edit and maintain content on wsb.wisc.edu.

  • Every unit or section of the site has a /documents and /images folder.


Inclusive Design and Accessibility Resources

Inclusive Design and Accessibility Resources

Accessibility Settings for PDFs

All PDFs that are linked to on the website should be accessible. The campus resources Accessibility compliance: PDF files without images outlines the minimum accessibility standards for PDFs. Please see our Accessibility Compliance and Inclusive Design: Resources or the Webaim PDF Accessibility standards for more information.

Accessibility Settings for Images

All images used on the website should be accessible and have alternative text.. Please see the Webaim Accessible Images and Alternative Text standards for more information.