Updating Document Links
When a document in PolicyTech™ is changed in any of the following ways and that document is linked to from one or more other documents, the owners of those other documents containing the links are notified that the links need to be updated.
- A new version of the linked document is published.
- The linked document is deleted or archived.
If you're a document owner with links that need updating, a notification is posted to the MY TASKS page (see Working with My Tasks). It is also sent via your organization's email system if a document control administrator has set up PolicyTech™ to use that functionality (see Working with Notification Emails). Otherwise, it is also sent the Messages Inbox (see Using the Messages Inbox). If you haven't already used one of these notifications to update the links, you'll see a message informing you that you need to update links as soon as you open the document containing those links. The instructions below are for updating links from any of these notifications.
Updating Links from My Tasks
- Click MY TASKS, and then go to the Links section. What you see in the Links section depends on what action was taken to cause the link to become outdated. If the linked document was replaced by a new version of that document or by a different document, you will see a task similar to the following with the Accept Link and Change Link options.
If the linked document was deleted or archived without being replaced, the task will look similar to the following.
- PolicyTech automatically updates links to documents that were replaced by a new version or by a different document, but you are given the option of accepting the updated link (Accept Link) or manually changing the updated link to a different document (Change Link). If the linked document was deleted or archived without being replaced, your only option for completing the task is to manually take care of the now invalid link (Change Link).
In the Action column, take one of the following actions:
- Click Accept Link, and then, in the Update Links window, click Update Links.
- Click Change Link to open the document, and then, in the Update Links pop-up, click Close. Find the link in the document and then either delete the link and any text referring to it or replace it with a link to a different PolicyTech document. Replacing a link is best accomplished by deleting the link and then inserting a new one (see Inserting a Link to an Existing Document for details).
Note: It may take a few seconds for the Update Links pop-up to appear.
- Close the document.
Updating Links from a Notification Email
- Open the notification email. What you see in the body of the email depends on what action was taken to cause the link to become outdated. If the linked document was replaced by a new version of that document or by a different document, you will see a notification similar to the following.
If the linked document was deleted or archived without being replaced, you will see a notification similar to the following.
- Click the title of the document containing the automatically updated or invalid link.
- In the Update Links pop-up, click click here.
Note: It may take a few seconds for the Update Links pop-up to appear.
- Do one of the following, depending on whether the linked document was replaced or not.
- If the linked document was replaced by a new version or by a different document, you'll see a window similar to the one below. Click Update Links to accept the automatic link update, and then close the document.
- If the linked document was deleted or archived without being replaced, you'll see a window like the one below. Because the link could not automatically be updated, you must take care of the invalid link manually. Click Cancel, find the link in the document, and then either delete the link and any text referring to it or replace it with a link to a different PolicyTech document. Replacing an invalid link is best accomplished by deleting the link and then inserting a new one (see Inserting a Link to an Existing Document for details).
- Close the document.
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