Notes Links Part 2: Document Links

February 15 2005 04:00:00 AM Comments Disabled
In my first blog entry about links, Notes Links Part 1: Database, I introduced the general concept of "links" in the Notes/Domino world, as well as talked about Database links.  In this entry I will cover Notes Document Links.

When you create a Database Link, it allows you to easily open a database to its default view.  Notes Document Links allow you to get more granular, connecting you to a specific document.  Document Links can be used in many ways, here are a few examples:
  • Emailing a co-worker a link to a document you want them to read/edit.   Say you are reading a document stored in a TeamRoom that you think a co-worker should also read.   Instead of sending them the entire document, send them a link instead.  This way instead of having the "static document" (a snapshot of the document at the time of sending) in their email, they have a link to the "live document" so when they click on the link they will be reading the current content.
  • Creating a summary, or "table of contents" to many documents in one convenient place.  Let's say you are working on a project which you know has important content stored in several different databases; a TeamRoom has policy documents, a CRM database has links to vendors supplying parts, and a Product Catalog has documents with prices.   You can create document (or email) with links to the specific content stores in these various sources, and paste them all into a single document, providing you quick access to the specific content needed for this project.
  • When creating a calendar entry for a meeting, rather than typing the agenda into the meeting invite, paste a link to the agenda stored in a TeamRoom instead.  Not only does this provide a central repository for the content, it also allows you to change the agenda without having to update the calendar entry and resend it to all the participants.

To create a Document Link

With the document you wish to link to selected (either reading it on screen, or selected at the view level in a database) choose "Edit - Copy As Link - Document Link".
Image:Notes Links Part 2: Document Links

Or, right-click on the document you are reading and choose "Copy as Document Link"
Image:Notes Links Part 2: Document Links

Then in the document you wish to place the link (email, calendar entry, discussion document, etc) you can either choose Edit - Paste, right-click and choose Paste, or press CTRL+V.   Notes will create the link, represented as an icon of a document, Image:Notes Links Part 2: Document Links, that the reader than clicks on to open the document.

As I mentioned with Database Links, personally I like to highlight the link with a little more than just the icon.  For example:
>>Image:Notes Links Part 2: Document Links<<, or (Image:Notes Links Part 2: Document Links), or "Click here to open the document ---> Image:Notes Links Part 2: Document Links"

Additional Tip: Create Special Link Message

If your goal is to send a document link via email, Notes provides an automated way of assisting you.   With a document selected (either reading it on screen, or selected at the view level in a database) choose "Create - Mail - Special - Link Message" from the Notes menus.
Image:Notes Links Part 2: Document Links

Notes will create a "Link Message" type email, and automatically create the subject line, and add the document link to the body of the new message.   Now all you have to do is address the email, and click Send.
Image:Notes Links Part 2: Document Links

Notes document links are a great way to tell people about content that resides in Notes databases.  As I've mentioned before, and I am sure your IT department has, instead of sending files to people as attachments in email messages, instead store the files in a central repository like a TeamRoom or Document Library, and then email document links to the content instead.

Happy linking...