Linked Documents

You can link documents or web sites in workflow tasks, subprocess task steps, and schedule tasks. If the document is defined at the task level, it is visible in all task steps.

In the Linked Documents area, you can attach a document or web site address for the person performing a running workflow task (or a subprocess task step) to reference. These documents can include anything that an operator requires to perform or complete an operation.

Linked documents appear in the Documents panel in the Task List and Task Management while a workflow is in a run-time state. They are embedded in this panel unless your Microsoft Windows configuration does not allow this, and can be in any application format that the user's workstation supports. However, if a document opens outside the linked documents panel, the user is responsible for closing it.

Tip: When you link a document at the workflow level, that is, to a task, it remains open while the task runs (unless the user closes it or opens another document). All embedded documents close automatically when a task is completed.

Restrictions for Linked Documents

Mobile Task List

In order to access a linked document on a mobile device, you must host the file on a web server. As a result, network file paths and non-web-based resources are inaccessible.

Access Permissions

Note: You must have the ability to apply or assign documents to a task.

Example for Linking Documents

Example

If a maintenance operator is performing a maintenance task on a piece of equipment that he has not worked on for some time, the service manual can be an important reference. The service manual can be linked and then viewed for reference while carrying out the maintenance work.

User Interface for Linking Documents

The following table describes the document linking options:

Note: The Display Name and URL/UNC properties allow you to build an expression or perform a bind.

Property	Value	Description
List	User-defined	Displays a list of documents that are linked to the selected item. They can be arranged by document name.
Add	User-defined	Click this button to add a linked document to the current item.
Preview	N/A	Click to view the document or web site you inserted.
Remove	User-defined	Click this button to remove a linked document from the current item.
Name	User-defined	Specifies a unique identifier for the document you are linking. Tip: This property is used only in a Write activity.
URL/UNC Text	User-defined	Specifies the name of the document you are linking, which is displayed in the Task List and/or Task Management during run time. Tip: The file name of any browsed document you attach is automatically entered in this field. You can accept this file name or enter a different name.
URL/UNC	User-defined	Displays the path to the document that you are linking. You can enter the full path, or select a document from a directory. You must always enter an absolute path. The following documents types are supported in Safari: .doc, .docx, .xls, .xlsx, .ppt, .pptx, .pdf, .jpg, .png, .gif Note: For URLs, you must enter `http://`.
Visible	System-defined	Indicates whether a document is available in the Task List. You can also set a bind or create an expression to alter the visibility of the document at run time. Note: Setting the Visible property to `False` does not close an open linked document. The document must be closed manually by the user. You can use this feature to configure documents in advance, and then allow the logic of the workflow to determine which document is required and used at run time.