Creating a document

Learn how to add a new document to Mass.gov.

You can add a new document to edit.mass.gov in multiple ways.

Using the admin toolbar You can add a document to the system via the admin toolbar. At the top of the page, click the “+Add Document” button. This toolbar is also where you can select "+Add Content" to create new pieces of content on edit.mass.gov.

Using the “All Documents” tab You can also use the “All Documents” tab under the “Content” menu.

Listing description

Every document has a listing description field. Use this field to briefly describe the document for users — why they might need it, for example. When you add documents to Curated Lists, you can click a box to make sure this description appears along with your document.

Publishing frequency

This field defaults to “once,” which means the file is not published on a regular schedule. If the file is periodically published, select the time interval. For example: The state tax form that is updated once per year has an “annual” publishing frequency.

Timeframe

Start date is a required field and defaults to the date you create the document. If the document covers a specific period of time, or has a limited period of time when it’s applicable, you can also set an end date.

Labels

This is an optional field but it’s very useful to fill it out if you know the document is going to be used in Curated Lists. Labels let you automate the process of generating a Curated List of documents, rather than adding the documents one by one. When you enter a label in a Curated List’s automatic list, every document you’ve assigned that label to will appear. If you’ve already created a label, it will appear in the dropdown menu on the document’s label field.

Important: To prevent overlap with other organizations, create specific, unique labels. For example, use “DIA forms” rather than “Forms.”

Type

You can use this optional field to categorize documents by type like “regulation,” “press release” or “advisory.” Type can be selected from a dropdown menu. When you do this, the document will appear in search when a user applies a filter to narrow search results to a specific type.

Tags

This optional field lets you add tags to your document that describe what it’s about to help users find it. Search.mass.gov uses Google to index Mass.gov. These tags may help in search, but best practice is to make sure your document titles and descriptions, both in the CMS and in the document properties, accurately describe the content of the document. Google tends to look more at the actual content rather than tags when assigned rankings. You can also add tags into the document properties in Word, PDF etc., which are details about the file that describe or identify it.

Internal notes

This optional field lets you add notes that only internal users of Mass.gov will see. It’s a great place to leave a note when a document is updated, for example.

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