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FAQs

Background Information

What is the London Gazette Submission website?

Who can use the site?

Submitting Notices In Word Format

How do I submit notices in Word format?

Does it matter how many notices are contained in a single document?

Can I submit multiple documents?

What happens when a document is submitted?

What should I do if a notice passes validation checks?

What should I do if a notice does not pass validation?

What should I do if I submit a document by mistake?

What happens if I submit the same document twice?

What is the cut-off time for submitting notices?

Viewing Submissions

How do I view a list of my submissions?

Can I see submissions that other editors have made?

How do I delete a failed submission?

How do I preview a submission?

How can I download a copy of a file that I submitted?

Approving Submissions

Who can approve submissions?

Should I preview a submission before deciding to approve it?

How do I approve a submission?

What happens when a submission is approved?

How do I decline a submission?

What happens when a submission is declined?

Can I retract a submission that has already been approved?

Cutting Requests

How do I make a cutting request?

When will I receive requested cutting(s)?

Billing Reports

What is a billing report?

Can anyone view a billing report?

How do I view a billing report?

Managing Your Account Details

How do I view my own account details?

What information can I update?

Can I update account details for other users?

Account Administration

How do I access account information for users in my group/department?

How do I add a new user?

How do I remove a user?


Background Information

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What is the London Gazette Submission Site?

The London Gazette submission site has been designed to streamline the way in which notices for the London Gazette are received and processed before going to print. All notices are submitted and validated via this site, whether they are created using Microsoft Word or XML.

Who can use the site?

All London Gazette editors should use this site to submit notices in either Microsoft Word or XML format. Users are assigned to one of three groups, which determines the level of access and available options on the site. The three types of user are summarised below:

Editors

Editors can:

  • submit and manage their own documents
  • manage documents submitted by other editors in their group/department
  • view and update their own user details

Administrators

Typically, an administrator will also be a line manager, responsible for a number of London Gazette editors. Administrators can:

  • submit and manage their own documents
  • manage documents submitted by other editors in their group/department
  • view and update their own user details
  • view and update user details for other editors in their group/department
  • add new users for their group/department
  • view a billing report for notices submitted by their group/department

Super Administrators

  • Super administrators have access to all areas of the site and can manage submissions and user details at all levels.

Submitting Notices In Word Format

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How do I submit notices in Word format?

To submit a document, follow the steps below:

1.  Select the submit notices option from the navigation bar at the top of the page.

This will always be the default 'home' page when you first access the system.

2.  If you have read the terms and conditions for data submission, select the check box to confirm that this is the case.

You will not be able to submit a document if you have not selected this option. Please note that terms and conditions may be updated at any time, therefore you should read them on a regular basis.

3.  Click the browse button to open the choose file window. This is a standard Windows Explorer-type window.

4.   Navigate local and/or network drives and select the file that you wish to submit. Once you have selected a file, the submit notices page will be updated with the name of that file.

5.  If you are satisfied that this is correct, click the submit button. The document will be validated and confirmation of success or failure is displayed.

 If you have selected the wrong file, click the clear button and browse again.

Does it matter how many notices are contained in a single document?

No. When a document is submitted, each notice is extracted and sorted for the Gazette. A document can contain as many notices as you require.

Can I submit multiple documents?

You can only submit one document at a time, but there is no limit as to the number of documents that you can submit. The only thing to bear in mind is that each submission must have a unique file name.

What happens when a document is submitted?

The following events take place when a document is submitted:

  • checks are made to determine whether the submission is a Microsoft Word document or an XML document
  • any Microsoft Word documents are checked to ensure that they comply with the standard London Gazette Word template (for example, to ensure that only valid styles have been used). If yes, the document is converted to XML
  • all XML documents (either converted from Word or submitted directly) are validated against a set schema
  • if a document passes all validation checks, submission is successful and the document is set to a status of pending
  • You can view the status of your submissions using the my notices option from the navigation bar at the top of the page.

What should I do if a notice passes validation checks?

If a document passes validation checks, it is set to a status of pending. You should then:

1.  Access the my notices option from the navigation bar at the top of the page

2.  Preview the document to see how it will appear in the London Gazette

3.  If you are satisfied with the preview, approve the submission

4.  If you are not satisfied with the preview and wish to withdraw the document, decline the submission 

What should I do if a notice does not pass validation?

If a document fails validation checks, it is set to a status of failed. You should then:

1.  Access the my notices option from the navigation bar at the top of the page

2.  Delete the failed submission and amend your original document

3.  Submit the document again

What should I do if I submit a document by mistake?

  • if the document passed validation checks but has not been approved, you can decline the submission instead of approving it.
  • if the document did not pass validation checks, you can delete the failed submission 
  • if the document has already been approved you should contact your administrator

What happens if I submit the same document twice?

If you attempt to submit a duplicate document, you will be warned that the document already exists and will not be able to proceed with the submission. If you are in any doubt regarding such a message, please contact your administrator.

What is the cut-off time for submitting notices?

Notices can be submitted (or retracted) up until 11am on the day of publication.

Viewing Submissions

How do I view a list of my submissions?

A list of submissions can be viewed using the my notices option from the navigation bar at the top of the page. When you first access this page, any failed notices are displayed (i.e. notices that failed initial validation checks and need to be deleted). If you wish to view submissions that have been validated, select the passed submissions hyperlink, immediately above the list.

If you choose to view passed submissions, the hyperlink will change to failed submissions so you can toggle between views.

Failed Submissions

All failed submissions (since the system has been live) are displayed - i.e. all submissions that failed initial validation checks and need to be deleted. Each submission is displayed in a table with the following information:

Table Heading

Description

date submitted

Shows the date that the document was submitted.

submitted by

Shows the name of the person who submitted the document.

filename

Shows the name of the file that was submitted.
The filename is presented as a hyperlink so you can download a copy of a submission if required.

publication date

It is possible that a document contains notices that will be published on different dates. The publication date shown here will be the earliest publication date found in the document.

status

Shows what percentage of notices (within the submission) were validated).

view report

Select this option to view summary information about the submission.

delete

Click this button to delete the failed submission.

Passed Submissions

Passed submissions will include:

  • pending submissions for the last three months - i.e. all notices that have passed validation checks but have not yet been approved
  • approved submissions for the last three months - i.e. all notices that have been validated and approved but not yet published
  • published submissions for the last three months

Each submission is displayed in a table with the following information:

Table Heading

Description

date submitted

The date that the document was submitted.

submitted by

The name of the person who submitted the document.

filename

The name of the file that was submitted.
The filename is presented as a hyperlink so you can download a copy of a submission if required.

publication date

It is possible that a document contains notices that will be published on different dates. The publication date shown here will be the earliest publication date found in the document.

stage

Submissions will be set to one of three stages:

  Pending

The submission passed initial validation checks but is not approved.

  Approved

The submission has been approved but contains notices that have not yet been published.

  Published

All notices within the submission have been published.

A submission can contain notices with different publication dates. A submission will only be set to this stage once ALL notices have been published.

view report

Select this option to view summary information about the submission and access further options. Available options will vary, depending on what stage the submission is set to - see below:

  Pending

Click the preview PDF button to preview notices as they will appear in the Gazette

Click the approve submission button to approve the submission

Click the decline submission button to decline (withdraw) the submission

Click the request cutting button to request a cutting for the submission

  Approved

Click the preview PDF button to preview notices as they will appear in the Gazette

  Published

Click the preview PDF button to preview notices as they will appear in the Gazette

Can I see submissions that other editors have made?

Editors and administrators will see their own submissions, together with submissions from other editors in their department. Super administrators will see all submissions from all users.

How do I delete a failed submission?

If a document has been submitted but failed initial validation checks, it should be deleted and re-submitted once appropriate amendments have been made. To delete a failed submission:

1.       Select the my noticesoption (from the navigation bar at the top of the page) to display a list of failed notices.

2.       Locate the entry that you wish to delete.

3.       Click the delete button to the right of the entry that you wish to remove. Summary information is displayed for the notice and you are asked if you are sure that the submission should be deleted.

4.       If you are sure that you have selected the correct submission, click the confirm button - otherwise click the cancel button.  

How do I preview a submission?

The preview facility allows you to see notices within a submission in PDF format, as they will appear when published (although the sort order of notices is likely to change prior to actual publication). To preview a submission, follow the steps below:

1.       Select the my noticesoption (from the navigation bar at the top of the page) to display a list of failed notices.

2.       Select the passed submissions hyperlink to display notices that have been validated.

You can preview submissions that are pending, approved or published but you cannot preview failed submissions.

3.       Locate the entry that you wish to preview.

4.       Click the view report hyperlink to display summary information and further options.

5.       Click the preview PDF button. A download window is displayed and you are asked to choose whether you wish to open the PDF file directly or save a copy to your computer first.

6.       Click the open button to open the PDF directly.

If preferred, follow on-screen instructions to save a copy of the PDF file to your computer so that you can view it later.

How can I download a copy of a file that I submitted?

If you wish to download a copy of the file that was submitted, follow the steps below:

1.       Access the my notices option (from the navigation bar at the top of the page) to display all failed submissions.

If you wish to download a file for a submission that passed validation, select the passed
           submissions link.

2.       Click the filename for the required submission (which is a hyperlink).

3.       Follow on-screen instructions to download a copy of the file to your computer.  

Approving Submissions

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Who can approve submissions?

  • an editor can approve his or her own submissions and any submissions made by other editors in their group
  • an administrator can approve his or her own submissions and any submissions made by other editors in their group
  • a super administrator can approve any submissions

Should I preview a submission before deciding to approve it?

Yes. The preview facility allows you to see notices within a submission, as they will appear when published (although the sort order of notices is likely to change prior to actual publication). You are strongly advised to preview any submission before it is approved, to ensure that it looks as you would expect.

How do I approve a submission?

If you are satisfied that a submission is correct and ready for publication, follow the steps below to approve it:

1.  Select the my noticesoption (from the navigation bar at the top of the page) to display a list of failed notices.

2.  Select the passed submissions hyperlink to display notices that have been validated.

You can only approve submissions that are currently set to a stage of pending.

3.  Locate the entry that you wish to approve.

4.  Click the view report hyperlink to display summary information and further options.

5.  Click the approve submission button. The submission is approved and confirmation is displayed on screen.

What happens when a submission is approved?

Once notices have been approved, they will be prepared for publication. The system will collate notices into the correct order, convert them to formatted objects and produce finished PDF publications for the Press.

How do I decline a submission?

If you have submitted a document in error or wish to make amendments, the submission should be declined. To decline a submission, follow the steps below:

1. Select the my noticesoption (from the navigation bar at the top of the page) to display a list of failed notices.

2. Select the passed submissions hyperlink to display notices that have been validated.

You can only decline submissions that are currently set to a stage of pending.

3. Locate the entry that you wish to decline.

4. Click the view report hyperlink to display summary information and further options.

5. Click thedecline submissionbutton. Summary information is displayed for the submission and you are asked if you are sure that you wish to proceed.

If you are satisfied that this is correct, click the confirm button. The submission is declined and confirmation is displayed on screen.

What happens when a submission is declined?

When a submission is declined the document is removed and can be re-submitted at a later date.

Can I retract a submission that has already been approved?

If you wish to retract a submission that has already been approved, please contact your administrator.

Cutting Requests

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How do I make a cutting request?

If required, you can request a copy of the published output for a submission - this is known as a cutting request. To request a cutting, follow the steps below:

1. Select the my noticesoption (from the navigation bar at the top of the page) to display a list of failed notices.

2. Select the passed submissions hyperlink to display notices that have been validated.

You can only request a cutting for submissions that are currently set to a stage of pending.

3. Locate the required entry.

4. Click the view report hyperlink to display summary information and further options.

5. Click the request cuttingbutton.

When will I receive requested cutting(s)?

Cuttings are emailed as soon as all notices in the submission have been published. If a submission contains notices for different publication dates, the cutting will only be sent when the latest notice is published.

Cuttings are emailed to the email address that is shown for your account under my details.

Billing Reports

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What is a billing report?

Administrators have the facility to view a breakdown of submissions for billing purposes using a billing report. The billing report shows the following information:

  • issue number
  • notice count
  • image count
  • submission date
  • department
  • submitted by

Information is shown in tabular form. You can click on any table heading (listed above) to sort information in that order. If required, you can use fields at the top of the page to refine information displayed. You can:

  • search by date. Use drop down lists to select a date range for information shown. The date is based on submission date and these fields are inclusive. For example, to list submissions only for the 20th April 2004 you would enter a date from 20 April

  • 2004 and to 20 April 2004.

  • search by issue number. Enter a specific issue number to view information only for that issue of the London Gazette.

Can anyone view a billing report?

The billing report option is only available to users with administrative permissions.

How do I view a billing report?

To view a billing report, simply select the billing report option from navigation bar at the top of the page.

If the billing report option is not displayed on the navigation bar, you do not have sufficient permissions to access this information. Please refer to your system administrator if this is a requirement.

 

Managing Your Account Details

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How do I view my own account details?

When a user is created for the London Gazette submission website, the following information must be entered:

  • forename
  • surname
  • username
  • password

To view this information, select the my details option from navigation bar at the top of the page.

What information can I update?

You can update any information shown on the my details page, including your username and password.

Can I update account details for other users?

An administrator has account administration access for any users in his or her own group/department. A super administrator has account administration access for all users.

Account Administration

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How do I access account information for users in my group/department?

If you are an administrator you can access account information for users in your group/department as follows:

1.  Select the account admin option (from the navigation bar at the top of the page) to display an A-Z index. By default, any users with a surname that starts with 'A' are displayed beneath this index.

If the account admin option is not displayed on the navigation bar, you do not have sufficient permissions to access this information. Please refer to your system administrator if this is a requirement.

2.  Select the A-Z index entry for the surname that you wish to view. All users with a surname starting with the selected letter are displayed as hyperlinks.

3.  Click on the name of the person that you wish to view.

How do I add a new user?

To add a new user, follow the steps below:

1.  Select the account admin option (from the navigation bar at the top of the page) to display an A-Z index. By default, any users with a surname that starts with 'A' are displayed beneath this index.

If the account admin option is not displayed on the navigation bar, you do not have sufficient permissions to access this information. Please refer to your system administrator if this is a requirement.

2.  Click the add new user button to display the add user page. Complete details as below:

Account Information

Description

forename

Type the first name of the user. It does not matter if you use upper, lower or mixed case.

surname

Type the last name of the user. It does not matter if you use upper, lower or mixed case.

department

Select the required department from the drop down list.

username

Type a username in the form of an email address, which will be used to log into the website. Type the last name of the user. It does not matter if you use upper, lower or mixed case.

password

Type a password for the user. This must be supplied when logging into the system and must be typed exactly as it is entered here.

confirm password

Re-type the password entered previously.

account type

Select the type of account required from the drop down list. If you are an administrator, you can choose for a user to be an administrator or a user. If you are a super administrator you can choose for a user to be a super administrator, an administrator or a user.

3. Click the submit button to confirm the entry. The new user is created and can use these credentials for immediate access to the website.

How do I remove a user?

To remove an existing user, follow the steps below:

1. Select the account admin option (from the navigation bar at the top of the page) to display an A-Z index. By default, any users with a surname that starts with 'A' are displayed beneath this index.

If the account admin option is not displayed on the navigation bar, you do not have sufficient permissions to access this information. Please refer to your system administrator if this is a requirement.

2. Select the A-Z index entry for the surname that you wish to remove. All users with a surname starting with the selected letter are displayed as hyperlinks.

3. Click on the name of the person that you wish to remove.

4. Click the delete button to the right of the name that you wish to remove.

5. You will be asked to confirm that this is the correct action. If you are satisfied that this is the case, click the confirm button.