Attaching Files and Adding Reference Links

Within the attachments list of a document, you can add reference links to other PolicyTech documents and websites. You can also attach (upload and link to) any type of external file. This feature is useful for referencing other materials, in addition to the document content, that you want assignees to review.

You can add attachments that can only be seen by those with permission to edit the document (the document owner, assigned proxy authors and writers, and administrators). For example, you might want to attach or link to reference material used to write a document that you do not want to require assignees to review.

Important: PolicyTech does not track whether an assignee reviewed attached files or linked documents or websites.

Attach a File or Reference Link

  1. Find and open the document for which you want to add a file or link.

  2. Do one of the following:

    The way you access the Attachments list depends on the type of document you are working with and which Microsoft Office integration PolicyTech is set up to use.

    1. To access the Attachments list, do one of the following:
      • While editing a document after selecting Open with Microsoft Office Online or Open in Office, expand the Insert Link menu in the PolicyTech Tools panel, and then click Attachments.

      • Click the Edit Document tab and, if the content looks like that shown below, click Links & Attachments, and then click Attachments.

      • Click the Edit Document tab and, if content looks like either of the following, click Attachments.

    2. Click PolicyTech Document.

    3. Do one of the following:
      • If you accessed Attachments from the PolicyTech Tools panel (while editing a document after selecting Open with Microsoft Office Online or Open in Office), skip to the next step.
      • Click Existing Content.

    4. Find the document you want to link to, and then click its title.

    5. Do one of the following:
      • Click Add Another, and then repeat step 4 above.
      • Click Done.

    The way you access the Attachments list depends on the type of document you are working with and which Microsoft Office integration PolicyTech is set up to use.

    1. To access the Attachments list, do one of the following:
      • Click the Edit Document tab and, if the content looks like that shown below, click Links & Attachments, and then click Attachments.

      • Click the Edit Document tab and, if content looks like either of the following, click Attachments.

        Important: If you are editing a document after selecting Open with Microsoft Office Online or Open in Office, you need to return to preview mode to be able to create a new document and link to it at the same time. Save your work, click Back to PolicyTech, and then click Attachments.

    2. Click PolicyTech Document.

    3. Click New Document.

    4. A new document opens with the Settings step of the Properties Wizard displayed. Type a title, select a template, and then click Save.

      Note: You can finish creating the new document at any time. The steps that follow are for completing the action of adding a link to the original document.

    5. The link to the new document is added to the Attachments window. To return to the original document and finish the new document later, do one of the following:
      • Minimize the new document window.
      • Click More or Options, and then click Save and Close.
    6. Do one of the following:
      • Click Add Another, and then repeat steps 4 and 5 above.
      • Click Done, and then move on to the next step.

    Using the Attachments window, you can add a web address link to any file type without having to insert a link into the document content. An assignee can then access the link by opening the Attachments window. The way you access the Attachments list depends on the type of document you are working with and which Microsoft Office integration PolicyTech is set up to use.

    1. To access the Attachments list, do one of the following:
      • Click the Edit Document tab and, if the content looks like that shown below, click Links & Attachments, and then click Attachments.

      • Click the Edit Document tab and, if content looks like either of the following, click Attachments.

      • While editing a document after selecting Open with Microsoft Office Online or Open in Office, expand the Insert Link menu in the PolicyTech Tools panel, and then click Attachments.

    2. Click Web Address.

    3. In the Add Web Address box, do the following:
      • For Web Address, type or copy and paste the URL of the web address.
      • For Display Text, type a descriptive name for the link that will appear in the Attachments window.
      • Click Add.

    4. (Optional) To add more web address links, click Add Another, and then repeat the previous step.

    5. (Optional) By default, links added in the Attachments window are accessible to assignees and they are expected to read the linked material in addition to the main document. To hide a link from assignees, click to clear its check box in the column.

      Important: If you also insert this link into the document's body, clearing the check box does not hide the inserted link.

    You can attach any type of file to a document in PolicyTech. However, you may want to create or upload a document into PolicyTech instead of attaching it so that the file can be controlled and tracked.

    Considerations when using Attachments

    • Attachments are not indexed or searchable.
    • Attachments are not controlled independently.
    • Attachments cannot be attested to independently (cannot be marked as read, for example).
    • Attachments cannot be linked to from within any document.
    • Attachments cannot be printed in bulk if they are not Word or Excel files.
    • Attachments are only accessible from within the documents where they are added.
    • Attachments are uploaded, static copies of external files. Updates to the external files will not be reflected in uploaded attachments.
    • Attachments file types can vary which means the assignee must have a program installed locally to open that type of file.

      Note: The way you access the Attachments list depends on the type of document you are working with and which Microsoft Office integration PolicyTech is set up to use.

    1. To access the Attachments list, do one of the following:
      • Click the Edit Document tab and, if the content looks like that shown below, click Links & Attachments, and then click Attachments.

      • Click the Edit Document tab and, if content looks like either of the following, click Attachments.

      • While editing a document after selecting Open with Microsoft Office Online or Open in Office, expand the Insert Link menu in the PolicyTech Tools panel, and then click Attachments.

    2. In the Attachments window, click External File.

    3. Click Browse. Find, and select the file, and then click Open to add the file name to the Select File to Upload box.
    4. Click Upload File to create a copy of the file within PolicyTech.

    5. Do one of the following:
      • Click Add Another, and then repeat the previous step.
      • Click Done.

    6. (Optional) By default, links added in the Attachments window are accessible to assignees and they are expected to read the linked material in addition to the main document. To hide a link from assignees, click to clear its check box in the column.

      Important: If you also insert this link into the document's body, clearing the check box does not hide the inserted link.

  3. Click OK to close the Attachments window.