Options for Linking to External Documents and Applications

Have you ever used the Web Link content type in policyIQ?  A Web Link is just like a Page or File content type, as it can be linked to other items and stored within Folders in your site.  The benefits of using a Web Link may not be obvious, so we’ll examine the different possibilities:

Link to Large Files on your Network

policyIQ restricts uploaded file attachments to 15 MB, so larger files on your network could not be loaded into policyIQ.  One way to workaround this limitation is to point a Web Link at this local file.  Your users would need to have access to this local drive, so a shared drive is the likely destination.

To create a Web Link that points to a local file, simply click Add>New Web Link from the Create And Edit module.  On the New Web Link panel, choose the link type “File://”:

This marker denotes that you’re linking to a shared drive rather than a web hyperlink address.  Next, you’ll want to populate the link address with the full path (drive included) to the file:

Once the Web Link has been saved, you’re now free to index it within a Folder or link it to other objects (such as Pages or Files).  This can be a useful alternative to uploading larger file attachments, and accessing the Web Link from the Attachments/Links tab is similar to downloading a file attachment:

Linking to Commonly Used Web References

Clients that use references to corporate, industry or other standards could use the Web Link function to link back to these standards.  The alternatives would be to provide links within the body of your policyIQ Pages, or save the web information onto a series of Pages within your site.  If a link changes and needs to be updated, the first alternative would be very cumbersome to maintain, as there wouldn’t be an easy way to locate and update this information in bulk.  Also, if the content of the standards change, the information that you’ve saved might be out of date on your reference documents.

Instead, try creating a series of Web Links that point to this web content, and store them in a central Folder within your site.  You could also link the Web Links to any Pages that must reference these standards, and the links would be easy to access via the Attachments/Links tab.  By creating a series of Web Links that reference these standards, you’re assured that the information is up to date, and that users have visibility to locate and maintain this information.

Other Options for Linking

Remember that you are able to include hyperlinks within the Rich Text fields of your Pages, although they could pose problems to maintain as mentioned above.  To insert a hyperlink, highlight an area of text within your Rich Text field, then click the Link icon:

The text area highlighted will now become a clickable hyperlink to the URL entered.  Note that to test your new hyperlink, you’ll need to save the Page then open it in “View” mode.  The hyperlink will now be clickable on the Page:

Have questions?  Check out your Help Guide online, or contact our support team for assistance!

This entry was posted in Features by Stacey Zearott. Bookmark the permalink.

About Stacey Zearott

Stacey is the Operations & Sales Coordinator for policyIQ. She is coming up on her 1 year anniversary with the company. She has a very strong background in sales and operations with 15 years in the communications sales industry. Not only does she bring this knowledge and background to the team, but a love of theatre, fun hair and just the need for a daily dose of laughter.

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