Managing Attachments and Links

You can remove an attachment or link from a document, hide the attachment or link, or you can convert an attachment to a document. You cannot, however, change the file or web address of an existing attachment or link in a document. If one needs to be changed, remove it, and then create a new one, see Attaching Files and Adding Reference Links.

Manage Attachments and Links

Use these options to manage attachments or links in a document.

  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. Select the attachments or reference links you want to remove, and then click Remove Selected.
    • To remove all attachments and links, select the check box in the column header, and then click Remove Selected.

  3. Click OK to close the Attachments window.

By default, attached files are accessible to assignees and they are expected to read them in addition to the main document. You can hide an external file attachment or web address link from assignees but leave it visible to those with permission to edit the document (the document owner, an assigned proxy author or writer, or an administrator). This retains the reference without requiring assignees to read the referenced material.

Note: Links to other Policy & Procedure Management documents cannot be hidden. They are always accessible to assignees.

  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 column with in the header, click to clear the check box of each external file attachment or web address link that you want to hide.

  3. Click OK.

When you attach an external file, Policy & Procedure Management only uploads a copy of that file into the application's database. You cannot be sure that a user has read an attachment because attachments are not tracked. If you want to control and track an external file, you will first need to convert it into a Policy & Procedure Management document.

Note: You can also convert an external file into a Policy & Procedure Management document while inserting a link to that file into the document (see Inserting a Link).

  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.

    • If you are editing a document after selecting Open with Microsoft Office Online or Open in Office (your screen looks similar to one of those below, with the PolicyTech Tools panel on the right), click Back to PolicyTech (if your screen looks like the first one below), or save the document and close the application window, and then click Back to PolicyTech and Continue (if your screen looks like the second one below).

      Then, in preview mode, click Attachments.

  2. In the Attachments window, in the Actions column, click Convert for an external file.

  3. In the Confirm window, click Convert Now.

  4. A new document opens with the Settings step of the Properties Wizard displayed and the attachment's file name as the title. Change the title, if desired, select a template, and then click Save.

    Note: If the external file is not a Word, Excel, PowerPoint, or HTML document, select an Upload File template.

  5. When you click Save, the external file is automatically uploaded into the new document.
  6. Back in the Attachments window of the original document, click OK. Notice that the Convert option for the converted document is no longer available.
  7. Click OK to close the Attachments window.