CMS Upload SOP — formatting, links, embeds, byline, tags, categories, preview tests
You will learn how to move your finished draft into your CMS without errors. This SOP shows you, step by step, how to format cleanly, place links, add embeds, set your byline, choose tags and categories, and run preview tests so your post looks professional on desktop and mobile. Graphics are placed below each heading to make things easy to follow. Written in simple English in second‑person voice.
Table of Contents
Why clean uploads matter
When your upload is clean, you save time for yourself and your editor. Readers get a smooth experience: headings look right, links work, videos play, and your author details show correctly. This SOP helps you make all of that happen in one calm run.
12‑Minute Quickstart
- Paste your draft as plain text or “paste without formatting.”
- Apply H2 and H3 correctly, add lists and quotes.
- Add internal and external links, test each one.
- Set the author/byline, add tags and category, then preview.
The SOP in 10 Steps (Detailed & Simple)
Step 1 — Create a new post and set the title & URL slug
Start a new post in your CMS. Paste your title exactly as you want readers to see it. Create a short, clean slug using lowercase letters and dashes (for example, /cms-upload-checklist). Avoid dates inside slugs unless your site requires them. If your CMS auto‑creates the slug, double‑check and edit it now.
Step 2 — Paste your draft without hidden formatting
Copy your final draft and paste it as plain text. This removes hidden styles from Google Docs, Word, or Notion. Hidden styles cause odd spacing and broken fonts. If you already pasted it normally, select all and click “clear formatting.”
Step 3 — Apply headings, lists, and quotes
Turn section titles into H2 and sub‑section titles into H3. Use bullet lists for steps and short items. Use blockquotes for quotes from people or sources. Avoid using bold as a fake heading. Headings help readers scan and help search engines understand your structure.
Step 4 — Insert internal and external links (and test them)
Add 2–5 helpful internal links to related posts to keep readers on your site. Add external links only to trustworthy sources. For long guides, consider anchor links at the top so readers can jump to sections. After adding links, click each one in preview to confirm it opens correctly and in the intended tab.
Step 5 — Add embeds (video, social posts, maps, code)
Use your CMS block for each embed type. For videos, paste the share URL or use the block and confirm it loads in preview. For social embeds, check that the site allows embedding and that the post is public. If embeds slow down your page, replace them with screenshots plus a link.
Step 6 — Set the byline and author box
Pick the correct author in the CMS. Add or update your author box: a one‑line bio, your role, and one link (site or social). Keep it consistent across posts. If you are ghostwriting, follow the site’s rule—choose the correct public author.
Step 7 — Choose tags and one primary category
Pick one main category that matches the post. Add a few tags for specific topics or tools. Do not create new tags unless they help readers find related posts. Reuse existing tags to keep your site tidy.
Step 8 — Set excerpt and meta fields (title/description)
Write a clear SEO title and a short, helpful description that matches the promise of your post. If your theme shows the excerpt on listing pages, write a simple 1–2 line summary. Keep it real, not click‑bait. If your CMS has an OG image field, set it now or confirm the default works.
Step 9 — Run preview tests (desktop, mobile, dark mode)
Open the preview link. Scroll from top to bottom on desktop and on your phone. Check that headings are not too large or too small, lines are readable, and code or tables do not overflow the screen. Tap every link. Play each video. If something breaks, fix it and preview again.
Step 10 — Schedule or publish, then re‑check
When everything is green, schedule the post or publish it. After it is live, load the live URL in a fresh tab and do a quick pass again to catch anything that only shows up after publishing (like cache or CDN issues).
Formatting rules (headings, spacing, lists, quotes)
- Paragraphs: 1–4 lines. Break long walls of text.
- Lists: Use bullets for steps and groups.
- Quotes: Use the blockquote style; add source link.
- Spacing: Keep one blank line between sections.
Links: internal, external, anchors
Link labels should say where the click goes. For example, “download the checklist PDF” is better than “click here.” Open external links in a new tab only if your site’s policy allows it. Use tracking parameters (UTM) only if your team needs them.
Embeds: video, social, code, maps
If a site blocks embeds or the preview looks broken, insert a lightweight fallback: a clean screenshot and a link with a short caption. This keeps your layout intact and helps readers who block third‑party scripts.
Byline, author box, tags, categories
Readers trust clear authorship. Make sure your name shows and your author box is accurate. Use existing tags where possible so your site’s tag pages stay useful. Choose a single primary category so the post appears in the right list.
Excerpt & meta fields (quick SEO)
For the SEO title and meta description, speak plainly about the benefit. Use the same language a reader would search. Avoid stuffing keywords. Your goal is honest clarity so people click and stay.
Preview tests: desktop, mobile, dark mode
Switch to mobile view in your browser or simply open the preview on your phone. Look for cut‑off tables, oversized images, and tiny fonts. Fix issues before scheduling.
Pre‑publish checklist tabloid
Tip: Paste this tabloid into your CMS so teammates can tick items together.
Mini examples
Good link text: See our internal linking guide for examples. Good excerpt: Learn how to upload your content to a CMS the safe way — clean format, tested links, working embeds, and a smooth preview pass.
FAQ
Should external links open in a new tab?
Follow your site policy. If allowed, external links can open in a new tab so readers don’t lose their place. Internal links usually open in the same tab.
What if an embed fails at publish?
Replace it with a screenshot and a clean link. You can fix the embed later without blocking the post.
How many tags should I use?
3–6 tags is enough. If you add too many, tags lose meaning and your site turns messy.