Fix campaign download links that send outdated sales documents

Find the documents buyers can still reach

A website may display a current offer while its download button opens last season's sponsor pack. Old attachments also survive in agency folders, email templates and sales bookmarks. The visible landing page is only one part of the document-distribution problem.

Inventory links from active campaigns, country pages, proposal templates and follow-up messages. Record the actual destination and document contents, not just the filename. A file called latest-pack can remain outdated, while a dated file may still contain the approved information.

Check meaning as well as destination

Tell buyers what each link opens. W3C's link-purpose guidance explains why descriptive names help people understand the action and destination. Replace vague labels such as click here with the document's purpose, and identify format or relevant version details when helpful.

Inspect dates, availability claims, contracting identity and commercial qualifications inside the document. Government business-advertising guidance is relevant when outdated material makes inaccurate claims. A disclaimer on the website will not necessarily make a contradictory document clear to its reader.

Build a document release worksheet

Create one row per distributed asset containing the canonical location, approved version, owner, linked pages and known templates. Test each link in a fresh session and on a mobile device. Confirm that the destination is usable without an internal login.

Ask a colleague unfamiliar with the asset to find the correct procurement guide or sponsorship pack using the page alone. Record where similar labels or filenames cause confusion. Provide an accessible alternative when the document format creates a barrier.

• Link text identifies the intended document.
• Contents match the approved offer and availability.
• Active templates point to the controlled location.
• Superseded files have a deliberate retention or replacement policy.

Control future distribution

Prefer controlled links over repeatedly attaching uncontrolled copies when the buying process allows it. Keep a release record and tell sales and agencies what changed. Do not remove historically necessary contract material without consulting the relevant owner.

Schedule document review around genuine triggers such as a season change, service revision or new contracting entity. Re-run the link inventory after releases. The objective is not merely removing broken links; it is ensuring that accessible material supports the same current commercial story.