Document Linking

Creating document links is a feature available by default on all systems.

Document linking allows you to manage a single file from multiple locations. Permissions on the document can be applied at each location, allowing you to extend the flexibility of the permissions within the Document store.

Example: HR manage a file called “New Starters”. This file is stored within the HR folder, and access to this folder is strictly limited to members of the HR team only. However, the receptionist at the company also needs to edit this file occasionally to update some of the details. It would be possible to just grant permissions for the receptionist to access the file in it’s current location, but this may either be inappropriate or too complicated for the receptionist to have to navigate to another area of the Document store. Using a link, you can grant access for the Receptionist to view and edit the file within a Document Folder that they are more familiar with, whilst still retaining a single copy of the file and ensuring that version control and audit on a single file is maintained at all times.

How to create a link...

1. Locate the document that you would like to create the link for. 2. Add this document to your clipboard (Tick the check-box to the left of the document then click on Clipboard)

3. Navigate to the folder that you would like to create the link within. (And check for the correct path in the Clipboard)

4. Click on the “Link” button within the Clipboard.

NB: It will appear as if it is a real document. The document properties will show you all of the locations that the document is accessible from.

You can now define permission on the document in it’s new location. By default, the document will inherit the same permissions of the folder that it has been added to. Please bear this in mind as you may have to review these permissions to ensure that you have not inadvertently granted inappropriate permissions.

Should you have any further questions or comments about this, please contact support@claromentis.com and provide reference to this page.