Linked Documents - WebTMA 5

Linked Documents Link

The Linked Documents link on the Action Menu opens the Linked Documents popup window where you can review or add documents, graphics, audio files, video files, URLs, and UNCs.

Files can be added from the window that is currently open. In addition, linked files that have been added to other sources, for example documents added to Tasks that are attached to a Work Order, are also displayed on the Linked Documents window.

Note that documents or images linked to other sources can only be edited or deleted from the original source record. Click the underlined text in the Document Source column to zoom to the source record.

Files are launched from the Linked Documents window in the correct application or viewer. Some have editing and formatting functionality. The Linked Documents link is enabled in View mode.

The default view is the All Linked Documents Subtab that shows every linked file name associated with the record. Click the Pictures Subtab to filter the list and see only the graphic files. The Pictures Subtab includes a thumbnail (120 x 120) version of the image as well as a Show on Report check box. See Image Documents and Reports for more information about including an image on reports. Click the Non-Image Documents Subtab to see the other types of files except graphic files.

Add a UNC path to your internal network manually. To link local/network documents, type or paste the location of the file in the UNC Path text field. Preface your path with \\. No other prefix is needed when you create the link. A UNC link shares with the UNC drive only, not with your C: drive. It does not import the document to the database.

All linked files are limited to a maximum size of 4MB. WebTMA returns an error message if you try to link a larger file.

NOTE: The application used to create the selected file must be installed on or available to the WebTMA workstation in order to launch a file with Linked Documents.

How to Add Linked Documents

Some linked documents may also be present on a Linked Documents window because they are linked to other sources. 

Document files can be linked from any of the three Subtabs; however, the Type field selection list is restricted to image files on the Pictures Subtab, and Image is not a selection on the Non-Image Documents Subtab.

  1. Click Linked Documents on the Action Menu to open the Linked Documents window.
  2. Click the Add Document link at the top of the grid to open the Document Entry popup.
  3. Type a Title and Description to help you identify the file when you want to retrieve it later.
  4. Select the File Type of the file you plan to link, e.g., audio, image, document, etc.
  5. (Optional) Type a Document Type to help you classify the contents as a certain document category, such as project, invoice, setup, etc.
  6. Click the Browse button and locate the file to be linked.
  7. Click the Save button on the popup.
  8. Click the Save button on the Linked Documents window.

Regardless of the appearance of the Linked Documents window before you click Save on the window, all entries on the Document Entry popup display after you click Save on the Linked Documents window.

How to Delete a Linked Document

Some files listed on a Linked Documents window cannot be deleted because they are linked to other sources. 

  1. Open the applicable record.
  2. Click Linked Documents on the Action Menu.
  3. Click the Trash Can icon adjacent to the File Name.
  4. Click OK on the "Are you sure..." prompt.
  5. Click the Save button on the window.
  6. Click the Close button on the window.

How to View an Existing Linked Document

Depending on the type of file you attempt to view, your browser may inform you of the location to which the file will be downloaded. Regardless of your selection of Open with or Save to Disk, the file is downloaded to the desktop.

  1. Click Linked Documents on the Action Menu.
  2. Click the underlined file name in the list of linked files.

Graphic and .txt files open in a default viewing window. For IE users, graphics linked using a UNC Path open in a browser window.

Select the Open with radio button or Save to Disk button. By default, the system recognizes the application that was used to create the doc.

You can modify an open file. Be sure to save the modified file with a new name and remember that it is on the Windows Desktop. After saving, the new file must be linked using the steps outlined in the topic How to Add a New Document.

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