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Document Management – linking to external files

Updated this week

When uploading a document, it is possible to link to an image in a system external to Coins ERP+ by storing the URL rather than storing the actual image in Coins ERP+. For example, you can use this to link to documents stored in the cloud.

Linking to a Single Document

  1. Click the Add Document button.

  2. On the Upload Document tab, select the Single Link radio button.

  3. In the External File field, enter the URL of the external document you want to link to.

    You can check that the link is correct by clicking the button. If the link is correct, the document will open in a new tab or window.

  4. Enter a Description for the file, and if appropriate select a Document Group.

    Upload Document Screen

  5. Click Next.

Linking to multiple documents

You can add links to more than one document at the same time. Each entry will create a separate document record.

  1. Click the Add Document button.

  2. On the Upload Document tab, select the Multiple Links radio button.

  3. In the Multiple Links field, enter the URLs of the external documents you want to link to, with each link on a separate line with two parts: <URL>,<Description>.

  4. Enter a default Description for the files (this is used if you omit the description from the Multiple Links field), and if appropriate select a Document Group.

  5. Click Next.

Viewing external documents

  1. Click the Documents Exist button.

  2. On the Browse Documents tab, click either the button or the link in the

    Browse Documents Tab

    You will need to enter any credentials (such as user name or password) that are required to open the document.

    The document opens in a new window or tab.

  3. If you were the user who entered the link (or if you are an admin user), you can edit the link:

    Browse Documents – Editing the External File Link

    You will not be able to see or edit links entered by other users; this is for security.

Parameters

DM/DMEXTDOC

Enable document links to be used instead of actual files

Where this value is set to Y, a URL can be saved against a document in place of an actual file.

If any specific user details or passwords are required to view the external document, they can be saved in the document notes. Sensitive usernames or passwords should not be stored.

Related Parameter

  • DM/DMEXTDWL - Allow list for sites to be considered as safe for external file links

DM/DMEXTDWL

Allow list for sites to be considered as safe for external file links

A comma-separated list of websites that can be considered to be safe to allow links to be stored from.

This must be set as a vault parameter only. If no value is set in the vault, external file links will not be permitted. Wildcards are accepted.

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