Adding and deleting attachments – links to supporting information
Types of attachment (Note, URL link, Data Table, Images, URL Link Library)
- Notes : Simple rich-text documents. They are an embedded component of Elements. A note is only attached to one specific activity
- URL : You can attach a link to any file format that you can access and launch using a URL
- Data Table : You can add a Data Table
- (PRO) URL Library : create and manage a library of URL links (e.g. to your Google Drive, SharePoint, Box or other repository of supporting information).
- (PRO) Images : Add screenshots or other images (GIF, JPG, PNG format)
Right click and select “Add attachment”
NOTE: If you are in a Pro Space, your URL links are automatically building up a URL Library – see below (second half of article)
Add free text notes, which can be rich text
The URL needs to include the full path of the document (including http:// or https://), so the easiest way to link URLs is to select ‘Add attachment’, ‘URL’ and then copy and paste the URL you want into the attachment window.
Data Tables are added as an attachment. Data Tables are added, edited and managed in the Elements home app, by clicking on ‘Data Tables’ on the left bar. Once you have a Data Table setup, you can add it to any activity on any Map in the current Space. If you copy a map to another Space, it will take a copy of the Data Table and add it to the Data Table library in that Space.
Images are a PRO feature (Upgrade a Space to Pro). You can add images in GIF, JPG, PNG format to any activity box such as screenshots or photos.
Why can I not link to files on my local device?
Todays’ world is one of location and device independent access to information. Building a cloud based application for Process Knowledge sharing, and then linking to local files on your device causes many potential access issues for people using the system.
Most organizations have documentation accessed via URLs. If you have not already implemented an appropriate solution, there are numerous enterprise-ready solutions for cloud based storage, with secure access, (from free editions of Google Drive, Dropbox, Microsoft Onedrive etc, through to business focused players like Box, SharePoint, Documentum, M-Files and FileNet).
To delete an attachment the simplest way is to click on the paperclip in edit mode. This opens the right panel on “ATTACHMENTS”. Then click on the ‘x’ on the far right of the attachment name.
Alternatively, with the right panel open (far right icon in top toolbar), select the appropriate activity box. Select the ATTACHMENTS tab. Click on the ‘x’ to delete an attachment.
PRO Only – Building using and managing a URL Library
The benefit of the URL Library is that it allows you to define a link once in your space, and reuse the link in multiple places. Also, if a URL changes, or you want to update a title, tags or other information, you can do so in one place, and all links and references to the URL across the space are instantly updated.
Here is the help topic on Managing the URL Library
To attach a link to an item in the URL library
As with any attachment, you simply select “Add attachment” from the right-click menu on an Activity. In a Pro space, you get the following dialog. You select the link(s) you want to attach (start typing to filter the list) – or search by Tags…
When you attach an item from the URL library you can define who this specific instance of the link is visible to (by User Group). In the ‘View rights’ field above, start typing the name of the User Group you want and select from the list of User Groups. You have to manage User Groups under the Users section on Space Management. For example you might attach a given policy that differs in 5 countries. You set the visibility rights for each country’s User Group – and they will only see their own. A senior manager or specific roles may need to see them all.
Access to the document itself must be managed by the document management system or app managing the document.
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