Options Assigned to a Linked URL

Creating a Link URL

The user can connect to the URLs with the chosen folders or to the selected Document space.

Select the Link a URL option from the Options context menu.

The Link a URL window opens displaying the Add Details tab.
Enter a name for the URL.
Provide the URL link that you wish to add in the Type URL field.
Describe the URL (optional).
Navigate to the URL Parameter tab to add parameters (Optional).
Click the Save option.

A success message appears.
The URL gets created in the selected folder.

The user can see the linked URL by opening the created sample URL.

Adding or Removing a URL Parameter

The user can add or remove parameters to the linked URL by using this option.

Navigate to the URL Parameter tab.
Two options for adding URL properties get displayed:
- Add User Properties
- Add System Properties

By clicking the Add User Properties option, the user requires to add Parameter Name and Parameter Values.
- By selecting the User Properties option, the administrator needs to insert a valid user custom field. (E.g., In the below-given image, parameter Param 1 passes the defined value for the city custom field provided for the selected user).
By clicking the Add System Properties option, the user requires to add Parameter Name and Select a system property via a drop-down menu.
- By choosing the System Properties option, it requires the administrator to select an option from the available system properties drop-down menu. (E.g., in the below-given image, parameter Param 2 passes the authentication Token as system properties to link the URL).
Click the Save option to save the information.

Note: a. The user can easily connect internal URL links by using the parameters, while the external URLs require security permission to link.

b. The user can click the Remove option provided next to an added parameter to remove the parameter.

Options Assigned to a Link URL

A document with Linked URL is credited with various options in a context menu by using a right-click on it as displayed below:

Open in New Tab

Select a linked URL document.
Select the Open in New Tab option from the context menu.

The concerned document with the linked URL gets opened in a new tab.

Properties

Select a linked URL document.
Select the Properties option from the context menu.

The Properties window appears with four options:
- Properties: Properties tab of the linked URL document gets displayed IT displays the Version, Creator's name, space, date of creation and date of modification. The description entered by the user also gets displayed.

Uploading Image using the Properties Tab

Click the Browse option to upload an image.
Click the Save option to save the updates.

A success message appears after uploading the image.

The image gets uploaded.

The linked URL document is shared with the selected user(s).

Select the Share with User on the Properties window.
Search a specific user by using the search bar.
Select a user or all the users by using the checkmarks in the given box(es).
Click the Save option.
A success message appears stating that the document privilege is updated.

The document gets shared with the selected user(s).

The linked URL document can be shared with the selected group.

Select the Share with Group option from the Properties window.
Search for a specific User group by using the search bar.
Select one group or all the groups by using the checkmark(s) in the given box(es).
Click the Save option.
A success message appears stating that the document privilege is updated.

The document gets shared with the selected group(s).

Exclude User

The selected user cannot access the linked URL file.

Select the Exclude User on the Properties pop-up screen.
Search for a specific user using the Search bar.
Select a user or all the users by using the checkmark(s) in the given box(es).
Click the Save option.
A success message appears, and the document privilege gets updated to exclude the selected user(s).

Please Note: Click the Copy Link icon to copy the open document link of the Link URL. The copied Open link can be pasted to the desired place.

If a URL file is shared with the user(s) or group(s) via the Share With option, then it opens as a view-only copy for the selected user or selected user group.

Modifying a Document (URL information)

Select the Modify Document from the URL options context menu.

The Modify Linked URL window opens.
The user can modify the following information (if required).
- URL Name
- URL Link
- Description
- The URL Parameters can be edited from the URL Parameter tab (if needed).
Click the Save option.

A success message appears to inform the user that the selected URL has been updated.

Adding/Removing a URL Document to/from Favorites

The user can add a URL document to or remove it from the Favorites section.

Select a linked URL document.
Select the Add to Favorites option from the context menu.

A message, “Document added to Favorites” appears.

The selected link URL gets added to the Favorites section.

Navigate to the link URL you wish to remove from the Favorites section.
Use right-click on the URL to get the remove option.
Click the Remove from Favorites option.

Navigate to the original URL document.
Use the right-click to open the context menu.
Click the Remove from Favorites option.

A message appears stating, “Document removed from Favorites” and the selected document with linked URL gets removed.
The URL file gets removed from the Favorites section.

Moving a URL File

Select the Move to option from the Link URL context menu.

The Move to window appears displaying the available folders.
Select a folder.
Click the Move icon.

The user gets redirected to the next screen with the selected folder displayed on the top.
Click the Save option.

A message appears to notify the user that the concerned document has been moved.

The concerned document with a linked URL gets moved to the selected folder.

Renaming a URL Document

Select the Rename option from the Link URL context menu.

The Rename window opens.
Enter a New Name for the URL document.
Click the Save option.

A success message appears.
The linked URL document gets renamed.

Copying a URL Document

It is possible to copy a link URL and paste it into a different place.

Select the Copy option from the Link URL context menu.

Select another folder and use the right-click to get Paste option in the context menu.

Use right-click on the blank space of My Documents or Public Documents.
A context menu appears with the Paste option.
Select the Paste option.

A new window appears.
The Name mentioned in the pop-up window shows the prefix ‘Copy of-’ before the original name of the folder (E.g., Product Overview gets a new name Copy of Product Overview).
Click the Save option.

The copied link URL gets replicated with a different name.

Deleting a URL Document

Select the Delete option from the URL Options context menu.

The Delete window appears to confirm the deletion.
Click the Delete option.

A confirmation message appears, and the selected URL file gets removed.

Scheduling the Report Burst

Select the Report Burst option from the Link URL context menu.

The Report Burst window opens.
Add the users or user groups.
Provide a subject.
Provide description (optional).
Schedule the report.
Click the Save option.

A success message appears.

The open document link of the report gets shared with the selected user(s)/ user group(s).

Steps to Stop the Scheduled Report Burst

The Inactive button gets changed into the Active button after the report bursts details get saved.

Click the Active button.
Click the Save option.

A success message appears to inform the user that the schedule has been stopped.

Please Note: The Move to and Delete option are not available for the link URL shared under the Public Documents, but the Link URL documents created under the Public Documents folder get these two options.

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Last updated 4 years ago

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