Managing & Publishing Web-Linked Documents
A streamlined process to get your documents published to CALS Web quickly and efficiently
Quick Summary: This is a new offering from CALS Web regarding how documents linked on our website and intranet are stored and updated. Participating departments and units will have a more streamlined process, saving time, frustration, and lost assets. No more emailing PDFs to the Web Team or tracking broken links!
Why should you consider this?
- Instant gratification: Internal updates happen in minutes after publishing. No more waiting 24–48 hours for the web team to update a link.
- Built-in safety net: You can edit documents directly in SharePoint without worrying about public/employee eyes seeing half-finished work. Drafts stay hidden until you hit "Publish."
- No more version clutter: Goodbye Proposal_2026_v2_FINAL_useTHISone.pdf. SharePoint keeps a complete history of every version behind the scenes so your folders stay clean.
- Links never break: Once a link is set on the website, it works forever—no more tracking down broken links after a document update.
How does it differ from what we used to do?
| The Old Way | New SharePoint Way |
|---|---|
| Fill out a project request or email a PDF to the web team and wait. | Save directly to your department’s SharePoint folder. |
| Worry that people are reading an outdated Proposal_2024.pdf. | The link always points to the latest version. |
| Accidental publishing of working drafts. | Drafts (1.1, 1.2) are private; only Major versions (2.0) go live and only approved editors can see minor versions. |
| Cluttered folders full of "FINAL_v3" files. | Clean folders with built-in version history restoration. |
Your part is finished at "Publish"
After you hit "Publish" on your document in SharePoint, you are done. Your Internal documents are live to when you decide to publish. Automations we link to your library will forward the alerts to the appropriate Teams channel.
Interested?
During a consultation with CALS Web, we will familiarize ourselves with your department's current document lifecycle and set up the Libraries and PowerAutomations you need to get started. Training on SharePoint publishing will also be provided.