Template UT

Basic WebHare tips

For management of websites via de Publisher application

Folders and files

Name of a file or  folder

the name can be seen in the web address (URL) of your web page. An extension (.docx, .pdf, .whlink, etc.) is placed after the file when you create/upload. Never remove this extension!

Always use small letters the minus sign (-). Other signs (such as #$%^&) and spaces do not belong in a web address and can create problems. We strongly advise you against using capital letters in the name.

Do not change the name or as little as possible). Other websites or print media may have placed a link to this page. The link no longer works if your change the name. Therefore never include a version number or date in the name of your document if you would later like to change it, so that you can always keep the same name.

the name can be found on the web page itself. If you do not enter the name of a file, said file can no longer be seen on the website. However, people can still find it via Google. You should therefore remove the file in its entirety if you no longer need it. Otherwise there is a chance that people can still wind up on old pages via Google.

Summary of rules for file/folder names

Although Webhare itself gives no limitations for the naming of folders and files, for clarity and consistency purposes the following rules apply for naming files and folders:

  • The name of a folder or file may not contain any capitals.
  • The name of a folder or file may not contain any spaces. Instead, use a hyphen (‘-’).
  • The name of a folder or file should be short and to the point. Therefore, use a maximum of 10 characters. Use the ‘Title’ field of the folder or file to give an extended name description.
  • The title of a folder or file should always begin with a capital letter.
  • Avoid using special characters in the name of a folder or file. Examples of special characters are: “, \, &, ^, $ en €.

FILE DESCRIPTIONS

A description can be added for every file of your WebHare site. Search engines are able to use this description. In some cases WebHare will display this description. The following rules apply to the description of files:

  • Adding a description of a file is not required, but highly recommended.
  • A description may contain a maximum of 2048 characters. A shorter description is recommended.
  • A description may contain HTML source code. However, using HTML source code is strongly discouraged. Incorrect HTML code may limit the correct functioning of your website.

Deleting files > Redirect them to other page

Deleting files and folders can have major consequences: the link will no longer work if someone has linked to your file or folder. You should therefore make sure that people who try to open the URL of the deleted file will be redirected to another page. How to redirect a page:

  1. Copy the old URL before deleting the file.
  2. Select the file people need to be forwarded to when opening the old URL. 
  3. Open the menu in the right upper corner and go to EDIT > URL HISTORY. 
  4. Hit add an add the URL of the file that fill be deleted to this list. From now on the old URL is linked to this file and will users will automatically be redirected when trying to access the old file.

Index file

 (file with an arrow in front of it ): Be careful with this file because it is very important. If a folder that no longer has an index file it is often the case the entire folder can no longer be accessed and has disappeared from the website. Preferably set a Word document as index file (via the characteristics of the file); this will provide you with more possibilities to use photos and formatting on your website.

Languages

Keeping Dutch and English separated 

Keep the Dutch and English information strictly separated, you can only switch to a different language version of your website via a button in the menu. This is very important for the findability (& ranking) in search engines. Do not place English texts on Dutch websites and vice versa.

NL and EN, they are both needed

You should also create a Dutch website if your website is entirely in English. One simple page with a small text about your organisation containing the most important keywords is sufficient (keywords: from the discipline, famous researchers, large projects). If you do not have a Dutch page, your website will not be found by people who search on the basis of Dutch words.

InternAL links

 Can only be created if you link to a file in your own WebHare‐environment. Internal links have a major advantage over external links: they change automatically if the file/folder to which they link is moved/renamed. Therefore you should use internal links when linking to a page that is available in your Publisher.

Content links (a specific internal link)

 Show the content of a WebHare text page in the location of the content link. Never place the same file in two different locations in WebHare. Place you file once and create a content link if you also want to display it in a different location.

Media/Pictures

Cropping photos

Never place photos directly from your camera on the internet, because the file is often much too large. Varius options for reducing the size of a photo can be found at www.utwente.nl/webhare > photo/video. 

Photos from the Internet

You cannot automatically use photos you have found on the Internet on your website. Most images that can be found are protected by copyright, for example via Google Images (even if this is not stated). The UT has its own set of photos in the image bank, which can be found at www.utwente.nl/webhare > foto/video. You can also search via www.EveryStockphoto.com for photos without copyright. You do often have to state the name of the photographer.

Videos

It is very simple to add videos if you first place them on YouTube or Vimeo. You can them embed them on the page. How this works exactly is described at www.utwente.nl/webhare > photo/video.

Other

Statistics received

Each manager of a website in WebHare has access to the statistics of his website. The UT uses Google Analytics for this purpose. Via www.utwente.nl/webhare > Manual & Tips: > General information > Request statistics.

Rights

User rights are simple and can be set at any every level and accounts are free. Do not log in using a colleague's account, but request the correct righs for the right person (the whole website or a part of a website). You can also give other users rights for WebPack forms that you have created. You apply for website rights via www.utwente.nl/en/websites > WebHare/websites > Login/User rights.

Manuals, Tips and courses

Various manuals and tips are available at www.utwente.nl/en/webhare. Courses are offered as well. These are free of charge. Take this opportunity, because it makes working with WebHare easier.