Adding a Hyperlink to Document

Usually when you add an item to Document, you are adding the actual file. However, on occasion you might prefer to add a hyperlink that points to the location where the file is stored. The linked file will then be accessible from within Document.

Example: There is an IRS publication that is relevant for several of your clients. To make it easy to access this publication while working with those client returns, you can add a hyperlink that points to this publication in those clients' Document folders.

To add a hyperlink to Document, do the following:

1. Locate the entity you are adding the hyperlink for on the navigation panel.
1. Click the entity type on the navigation panel.
2. Select filters for the office and business unit, if needed.
3. Begin typing the name of the entity you are looking for in the Name Lookup box. As you type, the system displays possible matches. Click the correct entity when you see it.

If you still do not see the entity you need, click in the List Options section to refresh the list, and then perform the search again. If you still cannot find the entity, verify that the entity has been set up in Dashboard.


2. Clicknext to the entity name to expand the folder structure and select the folder where you want to add the hyperlink.

Note: Selecting the entity and folder in this way will pre-populate the Entity type, Entity name, and Storage folder fields on the Add files window.

3. Click Add Hyperlinks on the button bar.
4. Edit the information in the Select entity and storage folder section to specify where the hyperlink should be saved, if needed.

Field	Description
Entity type	Select the type of entity you are adding the hyperlink for.
Entity name	Begin typing the name of the entity. Document will display a list of entity names that match what you type. Click the correct entity name when you see it listed. Note: If the entity you need does not display, verify that the entity has been set up in Dashboard.
Storage folder	Click to view a list of available folders for the entity, and then click the folder where you want to store the file.

5. In the Options section, select the Permanent check box if you want the hyperlink to be permanently retained in the folder. Select the Archive check box if you want the hyperlink to be archived.
6. Click Add Hyperlink on the button bar located below the Set file properties section. The system creates a new entry on the Hyperlink tab. By default, the class, subclass, and other metadata that you selected above is applied to this new entry.
7. On the Hyperlink tab, enter the following information for the new entry:
   • Hyperlink Name. Enter the text to be used as the clickable link text.
   • URL. Enter the Web address where the hyperlink should point to. You must include either http:// or https:// at the beginning of the URL.
8. Click Upload Selected Hyperlinks. You can monitor the status of the upload in the File upload progress section. If the File upload progress section is collapsed, click the Expand icon to open that section. Use the buttons in this section to pause the upload if needed. Paused uploads will resume during the next online session.

9. Click Close.