Managing Linked or Compound Documents

The Document Link feature allows you to manually establish a link with any number of documents. This is a very useful feature when documents are related to each other yet may reside in different locations, have different profiles assigned, or have no obvious associations. Linking provides additional ease and control over document management, enhancing collaboration. Linked documents help the user quickly locate and retrieve documents that are related to the current document.

The number of documents linked to the current document can be identified by the number under the [+] field. The example below shows that the document INV110 has one linked document associated with it.

Example

Sally from the accounting department has just issued a Credit Memo (CR110) towards an Invoice (INV110) for a new PC. The invoice is stored in the 'Invoices' folder and the Credit Memo is stored in the 'Credit Memo' folder. Sally creates a link between the two documents so that she or anyone else can easily retrieve either document when they are viewing one of them. The invoice already has a link to the scanned copy of the cheque for the invoice.
In this case the Invoice has two linked documents (credit memo and cheque), the credit memo has one linked document (invoice), and the cheque has one linked document (invoice).

Create a Link

1. In the Documents Content frame, click the relevant document link.
   
2. In the bottom frame click the Add Link button. This will open the Find a Document form.
   
3. Enter the details of the document you want to link to.
   
4. Click the Search button. A list of documents that match the search criteria will appear in the lower content frame.
   
5. Click on the document link of the document you want to link to. This will establish the link between the two documents.
   

The bottom of the frame lists the document link (INV110) associated with the Credit Memo (CR110) in the top of the frame. The [+] field represents the number of document links associated with the linked document. To view the linked document, in this case INV110, click the document link.
To sort the linked document list, click on the field header you want to sort by.

Note:  You must have permission to view folders that contain the linked documents.

Remove a Link

1. Select the check box next to the name of the document.
   
2. Click the Remove Link button, and answer Yes to the confirmation message.