Publishing Boundary Maps

– Content Publishing

School Boundary Documents

Content Contributor(s):Planning Assessment Services Administrative Assistant(s)

Content Approver(s):Webmasters

Workflow Details:Content Creation > Submission for Approval > Approval

Approval:YesVersioning:NoWorkflow:Yes

Creating a newBoundary document

1. Create the new Boundary document (if file is already a PDF skip to Step 3)
2. Generate a PDF version of the document using Adobe Acrobat, combining all appropriate files. All files must be distilled from the original file – not scanned PDF files. Scanned PDF files will not be accepted.When prompted to choose a file name, give the file the following name: “[SchoolCode].pdf”. For example, “BHRD.pdf” (for easy access, temporarily save this file on your desktop). For rural boundries, name the file “[SchoolCode]_rural.pdf”. For example, “BHRD_rural.pdf”. For city-wide boundaries, name the file the name of the area, for example “Georgetown.pdf”
3. Open this new PDF file in Adobe Acrobat (if not already open) and adjust the properties of the document by going to File > Properties – fill out the following information (please ensure you are using the proper cAsE:
4. Title – This should be filled out with the full name of the school or area followed by “Boundary Map”. For example: “St. Christopher Boundary Map”
5. Author – This field should be the name of the department who is publishing – in this case it must be “Planning & Assessment Services”
6. Subject – This should always say “Boundary Map”
7. Click OK to close the PDF file properties window
8. Navigate to the Boundary Maps(publishing site) page by visiting this page for easy reference later
9. Using the ribbon bar on the top of the screen click on Documents. This will open the document ribbon bar below (you may or may not have the options listed below depending on your access level)

1. Click on the Upload Document button
2. Click on the Browse button on the Upload Document dialog box
3. Find the new PDF file you created above (if you saved the PDF file above to your desktop check there), select it, and click the Open button
4. Click OK
5. Once you have successfully uploaded the new PDF file, a dialog box will open allowing you to add additional information about this file which is required for categorization

Use this window to add the appropriate information:

1. Name – This should already be correct, but if it is not, make adjustments here so that the name indicates the financial year and document type (as indicated above)
2. Title – Leave this blank
3. Scheduling Dates – You can leave these blank.
4. Map Type – Using the drop down, select the appropriate document type
5. School – Click on the right most button to open a list of available schools. Find the school in the list this boundary pertains to and double click it. This will add the name of this school to the field

1. Click on the SAVE button to save this new boundary document
2. If you are ready to make this document available (and begin the check-in process):
3. Find the document you just added in the boundary maps document library
4. Mouse over the blue document name, clicking on the down arrow
5. Select Check In from the menu. This will make this document public. Until this step occurs any changes or additions to the file will not be public.

Updating an existingboundarydocument

1. Make the appropriate changes to the existing boundarydocument
2. Before continuing, navigate to the Boundary Maps (publishing site) page by visiting this page for easy reference later) and find the existing boundary document that you are replacing. Make a note of the NAME of the existing file (excluding the file extention, PDF)
3. Return to the updated file. Generate a PDF version of the document using File > Save As PDF from Microsoft Word or Adobe Acrobat. When asked to choose a file name, make the file name EXACTLY the same as noted in Step #2 above. If the file was already a PDF, then you must still ensure the file is named correctly (the file name should be EXACTLY as it appears above – ie. BHRD.pdf or BHRD_rural.pdf or Burlington.pdf)
4. Open this new PDF file in Adobe Acrobat and adjust the properties of the document by going to File > Properties – fill out the following information (please ensure you are using the proper cAsE:
5. Title – This should be filled out with the full name of the school or area followed by “Boundary Map”. For example: “St. Christopher Boundary Map”
6. Author – This field should be the name of the department who is publishing – in this case it must be “Planning & Assessment Services”
7. Subject – This should always say “Boundary Map”
8. Click OK to close the PDF file properties window
9. If you are not already there, navigate to the Financial Reports (publishing site) page by visiting this page for easy reference later)
10. Using the ribbon bar on the top of the screen click on Documents. This will open the document ribbon bar below (you may or may not have the options listed below depending on your access level)

1. Click on the Upload Document button
2. Click on the Browse button on the Upload Document dialog box
3. Find the new PDF file you created above (if you saved the PDF file above to your desktop check there), select it, and click the Open button
4. Ensure the “Overwrite existing files” is checked
5. Click OK
6. Once you have successfully uploaded the new PDF file, a dialog box will open allowing you to add additional information about this file which is required for categorization

Use this window to add the appropriate information:

1. Name – This should already be correct, but if it is not, make adjustments here so that the name indicates the financial year and document type (as indicated above)
2. Title – Leave this blank
3. Scheduling Dates – You can leave these blank.
4. Map Type – Using the drop down, select the appropriate document type
5. School – Click on the right most button to open a list of available schools. Find the school in the list this boundary pertains to and double click it. This will add the name of this school to the field

1. Click on the SAVE button to save this new document
2. If you are ready to make this document available (and begin the approval process):
3. Find the document you just added in the financial reports document library
4. Mouse over the blue document name, clicking on the down arrow
5. SelectCheck In from the menu. This will start the approval process
6. Document approval will begin. Please allow up to 5 business days for approval to complete. You will be notified via email once this is complete and your document is made public. The document approval process ensures the file meets the standards set out in this document, not the contents of the file itself.

Deleting an existingboundary document

1. Navigate to the Boundary Maps (publishing site) page by visiting (bookmark this page for easy reference later)
2. Mouse over the file name and click on the DOWN ARROWthat appears beside the file name.
3. Select Delete from the menu
4. This will move this document to the Recycle Bin where it can easily recovered if required later on

Modifying properties on an existingboundary document

1. Navigate to the Boundary Maps (publishing site) page by visiting (bookmark this page for easy reference later)
2. Mouse over the file name and click on the DOWN ARROWthat appears beside the file name.
3. Select Check Out
4. Select Edit Properties from the menu
5. Make any required changes to the document
6. Click on Save to complete then select Check Infrom the drop down menu

NOTE: The properties indicated above are NOT the same properties available when editing the PDF properties. To edit the PDF properties you are required to use the Edit Document item from the menu which will open up either Microsoft Word or Adobe Acrobat where you can adjust the file properties

If at any time during the approval process you have any questions, please do not hesitate to contact the web development team who can assist you with any issues or questions you may have.