PDF documents are a digital representation of a printed documents. PDF's should be use appropriately and not as a replacement of an HTML web page.
When to use a PDF
When NOT to use a PDF
Recommended standard: trinityu-filename.pdf
Not recommended: filename_version1_final_final_no_seriously_this_is_final1-2-4-year-2015.pdf; filename-2015.pdf
Please do not include the year in the file name. If the document requires that you include the version or last updated date, include it within the text or footer of the actual pdf.
Acceptable file formats for images: .pdf, .doc , .docx
Note: .doc or .docx files are not recommended unless they are in a protective format. Please convert all .docx or .doc files into PDFs
Note: if your file image is too large, please compress it first by using Adobe Acrobat.
If your document needs to be behind a t-mail login in, please use Google Drive, and share it with all people in T-Mail. To learn how to add a google drive to a page, please visit the adding a link section, and follow the instructions there with the sharable link from google drive.
Every time you upload a document or image using File Attachments, it is attach to that page and that page only. If you click remove, it will not permanently delete the file. It will disassociate itself from the page, and will float around in Drupal space. It will not appear in the list of File Attachments. What is Drupal space? The file will move into a directory that is still searchable by Google. A place unknown until you realize that the file is linked elsewhere and is discovered by search.
To REPLACE an existing file, download the live version from File Attachments to your machine, make your edits, and upload the new version with the same file name. After approximately 1 hour, the new file should show on the website. If you need assistance, please submit a web request.
Remember to check web links in existing PDFs. PDFs are static documents, links are not, and website architectures are bound to change based off the business need. Before uploading a new version of your PDF into Drupal, please check your links and correct as needed. The Web Team can certainly help locate a missing link, but we are not liable for maintaining links in PDFs uploaded by Web Champions.
Great question! You can view the total number of PDFs on your site by taking advantage of our SiteImprove program. Check the number of PDFs by logging into siteimprove.com > Quality Assurance > Inventory > Documents > PDFs. If you do not have access to SiteImprove, please send a web request to web-request [at] trinity.edu.