{"id":241,"date":"2021-07-15T06:06:07","date_gmt":"2021-07-15T06:06:07","guid":{"rendered":"http:\/\/collaboriscom.wpengine.com\/?p=241"},"modified":"2024-04-26T09:43:33","modified_gmt":"2024-04-26T09:43:33","slug":"how-to-use-a-link-to-a-document-in-place-of-a-real-document-in-sharepoint","status":"publish","type":"post","link":"https:\/\/www.collaboris.com\/how-to-use-a-link-to-a-document-in-place-of-a-real-document-in-sharepoint\/","title":{"rendered":"How to use a \u2018Link to a document\u2019 in place of a real document in SharePoint."},"content":{"rendered":"

How to use a \u2018Link to a document\u2019 in place of a real document in SharePoint.<\/h1>\n

Note: <\/strong>The information in this post relates to on-premises SharePoint only<\/strong>.<\/strong>  If you want to see the equivalent information for SharePoint Online \/ Office365 \/ Microsoft 365, please go here<\/a>.<\/p>\n

SharePoint is an amazing place to store documents and important information. SharePoint documents are searchable, sharable and secure. SharePoint security ensures any sensitive information does not get into the wrong hands.<\/p>\n

From time to time you may need to give the effect of storing documents in SharePoint, without them actually being stored in SharePoint document libraries. Maybe you have documents in external systems that you want to make available with SharePoint or you have found an interesting blog post or video that you want to share with your colleagues. Creating Links to these documents opens up a whole new world of opportunities.<\/p>\n

Documents can be made available in SharePoint with a few easy steps using the ‘Link To a Document<\/strong>‘ content type. This ‘SharePoint How to’ post will first illustrate how this is set-up and how to create a link. Then we will consider how to distribute that ‘link’ with DocRead. Using DocRead will mean that you can request that users read and confirm the document by a deadline.<\/p>\n

So – let’s get started:<\/p>\n

Allowing external links to be created<\/h2>\n

The first step is slightly different depending on which version of SharePoint you are using:<\/p>\n

SharePoint 2019 Modern view<\/h3>\n

Navigate to the document library where you want to add the \u2018Link to document<\/strong>\u2019. Select the “Cog” icon in the top right corner of your screen and then the \u2018Library Settings<\/strong>\u2019 option.<\/p>\n

\"\"<\/span><\/p>\n

SharePoint 2013, 2016 and 2019 Classic<\/h3>\n

Navigate to the document library where you want to add the \u2018Link to document<\/strong>\u2019. From the Ribbon select \u2018Library<\/strong>\u2019 and choose \u2018Library Settings<\/strong>\u2019.<\/p>\n

\"Library<\/span><\/p>\n

Now select \u2018Advanced Settings<\/strong>\u2019.<\/p>\n

\"advanced<\/span><\/p>\n

Ensure \u2018Allow management of content types<\/strong>\u2019 is set to \u2018Yes<\/strong>\u2019 and click ‘OK’.<\/p>\n

\"content<\/span><\/p>\n

Select \u2018Add from existing site content types<\/strong>\u2019.<\/p>\n

\"add<\/span><\/p>\n

<\/a>Choose \u2018Link to a Document<\/strong>\u2019 from the list in the left. Then click \u2018Add<\/strong>\u2019 to move it into the right-hand column and click \u2018Ok<\/strong>\u2019.<\/p>\n

\"select<\/span><\/p>\n

Note:<\/strong> you will only need to do this once per library.<\/p>\n

Now that we have done this, we are able to add \u2018Links to a document\u2019. So let\u2019s try it!<\/p>\n

Creating an external link to a Document<\/h2>\n

Again, these steps are slightly different depending on which version of SharePoint you are using:<\/p>\n

SharePoint 2019 Modern View<\/h3>\n

Firstly, navigate to the document library where you want to add the \u2018Link to document<\/strong>\u2019. From the + New<\/strong> menu select \u2018Link to a Document<\/strong>\u2019.<\/p>\n

\"select<\/span><\/p>\n

SharePoint 2013, 2016 and 2019 classic<\/h3>\n

Navigate to the document library where you want to add the \u2018Link to document<\/strong>\u2019. From files tab select  \u2018New Document<\/strong>\u2019 and then \u2018Link to a document<\/strong>\u2019.<\/p>\n

\"link<\/span><\/p>\n

Add the document name and provide a URL (use the test option to check that it works)<\/p>\n

Note:<\/strong> The URL can be *anything<\/strong>* such as a URL from an Internet\/Intranet web page, a document in another document library, YouTube video, document in another system and so on. In fact, as long as it can be navigated to by the end-user it can be linked to and stored in your document library.<\/p>\n

The links to documents are stored in the same libraries as your normal SharePoint documents.<\/p>\n

\"document<\/span>__CONFIG_colors_palette__{“active_palette”:0,”config”:{“colors”:{“16871”:{“name”:”Accent Darker”,”parent”:”43816″,”lock”:{“saturation”:0}},”43816″:{“name”:”Main Accent”,”parent”:-1},”4592d”:{“name”:”Accent Lighter”,”parent”:”43816″,”lock”:{“lightness”:1,”saturation”:1}}},”gradients”:[]},”palettes”:[{“name”:”Default”,”value”:{“colors”:{“16871”:{“val”:”rgb(3, 3, 3)”,”hsl_parent_dependency”:{“h”:80,”l”:0.01,”s”:-0.05}},”43816″:{“val”:”rgb(171, 212, 107)”,”hsl”:{“h”:83,”s”:0.5497,”l”:0.6255,”a”:1}},”4592d”:{“val”:”rgb(244, 250, 235)”,”hsl_parent_dependency”:{“h”:84,”l”:0.95,”s”:0.58}}},”gradients”:[]},”original”:{“colors”:{“16871”:{“val”:”rgb(29, 23, 12)”,”hsl_parent_dependency”:{“h”:38,”s”:0.41,”l”:0.08,”a”:1}},”43816″:{“val”:”rgb(255, 204, 102)”,”hsl”:{“h”:40,”s”:1,”l”:0.7,”a”:1}},”4592d”:{“val”:”rgb(250, 246, 236)”,”hsl_parent_dependency”:{“h”:42,”s”:0.58,”l”:0.95,”a”:1}}},”gradients”:[]}}]}__CONFIG_colors_palette__ <\/p>\n

Are your policies <\/span>read on time and by the right people?<\/strong><\/span><\/h3>\n

DocRead makes compliance simple<\/p>\n

See how<\/span><\/span> <\/a> <\/p>\n

Using DocRead to ensure the right people read and acknowledge your document<\/h2>\n

Now you have your new link set up, you may need groups of people within your organization to read the document (or watch the YouTube\/training video etc.). This can be arranged really easily using a third party tool like DocRead<\/a> to assign all relevant people a task.<\/p>\n

The first step is to ensure the DocRead properties are available in the Link to Document content types. (Note: if you are already using DocRead and have other links to documents within this library, chances are that these columns are already recognized by DocRead so you can skip to step 4).<\/p>\n

1) From the Content Types<\/strong> section, select ‘Link to a Document<\/strong>‘.<\/p>\n

\"link<\/span><\/p>\n

2) Then select ‘Add from existing site or list columns<\/strong>‘.<\/p>\n

\"add<\/span><\/p>\n

3) Select ‘Reading Task Link<\/strong>‘, ‘Recommended Audiences<\/strong>‘ and ‘Required Audiences<\/strong>‘ from the Available columns box on the left hand side. Then click ‘Add’ to move them into the right-hand side ‘Columns to add’ box and click ‘OK’.<\/p>\n

\"select<\/span><\/p>\n

4) When you view the \u2018Edit Properties<\/strong>\u2019 screen for the link to your document, you will now see the Reading Task Link, and Recommended and Required Audiences elements. If not, review the last 3 steps to make them visible.<\/p>\n

Now you can tell DocRead which individuals or groups of people need to read it. You can achieve this by using the ‘Recommended Audiences<\/strong>‘ and \u2018Required Audiences<\/strong>\u2019 boxes. Simply choose some groups and give them a set number of days to complete the task!<\/p>\n

DocRead steps for SharePoint 2019 modern view<\/h3>\n

In a document library that you have already activated DocRead on, select “+New” and then “Link to a Document”.<\/p>\n

\"Image<\/span><\/p>\n

Add the details of the document (or website address) that you want to create a link to.<\/p>\n

\"Image<\/span><\/p>\n

Then access the DocRead settings for the link you have just created and set the audience you want the item to be assigned to.<\/p>\n

\"Image<\/span><\/p>\n

DocRead steps for SharePoint 2013, 2016 and 2019 classic<\/h3>\n

\"edit<\/span><\/p>\n

<\/a>Once the link is \u2018Checked In\u2019, \u2018Published\u2019 and \u2018Approved\u2019 (if workflow is enabled), DocRead will create \u2018Reading Tasks\u2019 to all of the people in the groups specified. (e.g \u2018Health and Safety Group\u2019 and \u2018United Export Members\u2019). Each person will then be given a set number of days to confirm reading the ‘Top tips for ladder safety’ document before it becomes overdue (in this case 7 days). Users will receive an email notifying them that they are required to read the document. In addition to this, the DocRead web part is usually placed in a prominent place in SharePoint so that users can never avoid their required reading!<\/p>\n

The screen below is an example of what the end user sees when they click on the new reading tasks. They can view information about the document (which is really a link), and also click \u2018View Document<\/strong>\u2019 to view it. So in this case, when they click \u2018View Document\u2019 a new browser window will be shown with the Ladder page on it.<\/p>\n

\"\"<\/a><\/span><\/p>\n

<\/a>Once the user is happy they have read the page, they are then required to confirm the document using the 3rd<\/sup> tab, by clicking the \u2018I agree<\/strong>\u2019 and clicking ‘Confirm<\/strong>‘<\/p>\n

\"\"<\/a><\/span><\/p>\n

Conclusion<\/h2>\n

I hope this post has shown how easy it is to incorporate external sources of information to your environment and also how to ensure users read a document that\u2019s initially stored outside of SharePoint. <\/p>\n

I am sure you will agree – this is a really neat way to increase the number and types of documents that can be issued and tracked with DocRead.<\/p>\n

Why not take a more in-depth look at DocRead by taking the tour<\/a> ?<\/p>\n

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How to target and track your SharePoint content<\/h3>\n

DocRead has been helping our customers target and track their Policies, Procedures and any other SharePoint content for over 12 years.<\/p>\n

find out how<\/span><\/span> <\/a> <\/p>\n

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How to use a \u2018Link to a document\u2019 in place of a real document in SharePoint. Note: The information in this post relates to on-premises SharePoint only.  If you want to see the equivalent information for SharePoint Online \/ Office365 \/ Microsoft 365, please go here. SharePoint is an amazing place to store documents and important […]<\/p>\n","protected":false},"author":10,"featured_media":2106,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_lmt_disableupdate":"no","_lmt_disable":"","footnotes":""},"categories":[1,28],"tags":[],"class_list":["post-241","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-docread","category-sharepoint"],"yoast_head":"\nHow to use a Link to a Document in SharePoint - Collaboris<\/title>\n<meta name=\"description\" content=\"Follow this step by step guide to create a link to a document in SharePoint and then learn how to request users read and acknowledge it.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.collaboris.com\/how-to-use-a-link-to-a-document-in-place-of-a-real-document-in-sharepoint\/\" 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