Document Libraries - Add Link To A Document

Overview

Instead of uploading documents into ShareVision, you can set up your document libraries to link to documents that have been saved to an online drive such as Google Drive or OneDrive. 

This feature will help to reduce the size of your ShareVision database* as your users will have the option link to documents instead of uploading them to ShareVision. 

*A maximum storage limit is included in each ShareVision subscription. A ShareVision subscription includes 5 GB of storage while a ShareVision Plus includes 10 GB. Overage charges will be applied and are charged annually for databases exceeding the maximum storage limit.

Requirements/Dependencies

• ShareVision Administrator permissions are required.
• An online drive such as Google Drive or OneDrive that has been shared with your ShareVision users.

Document Library Setup

1. Login to ShareVision 

   You will need to login with ShareVision Administrator permissions. 

2. Go to Site Administration
   
   
   
   
3. Select View All Lists and Libraries.
   
   
   
   
4. earch for and select the Document Library that you want to set up with the Add A Link To A Document feature. For this example, we will use the Individual's Documents Document Library.
   
   

   For ShareVision sites that were upgraded from an earlier version

   If your ShareVision site does not have the Library tab, please skip steps 5 to 9. For the Document Library Setup steps for upgraded sites, please go to step #10 below. 

5. On the ribbon, select the Library tab and then, select Library Settings.
   
   
   
6. Scroll down to the Content Types section and select Add from existing site content types
    
7. Select Link to a Document in the Available Site Content Types and then select Add.
   
   
   
8. Select OK
   
   
   
   
   

9. Link to a Document will now be listed as a Content Type in this Document Library.
   
   
   

   About Steps 10 to 19

   The steps below apply to ShareVision Version 4 sites that have been upgraded from an earlier version of ShareVision.

   If the steps above worked on your site, go to the next section to learn how the Link to a Document feature works on your site.

   
   
   

10. In the Document Library, select Settings
    
11. Then select Document Library Settings
    
    
12. Select Advanced Settings
    
    
    
13. For Allow management of content types, select Yes
    
14. Scroll to the bottom and select OK
    
15. In the Content Types section, select Add from existing site content types
    
16. From the list of Available Site Content Types, select Link to a Document
    
17. Select Add
18. Select OK
    
    
    
    
19. The Link to a Document Content Type will now be available for this Document Library and will be displayed in the Content Types section
    

Displaying the Link to A Document in the Documents PagePart on your ShareVision Site

To allow your users to add a link to a document to any document library where you the link to a document feature has been enabled, you will need to display the Link to a Document section on the Documents PagePart on your site. 

1. Login to ShareVision 

   You will need to login with ShareVision Administrator permissions. 

2. Go to Site Administration
   
   
3. In Site Administration, select Configure Portal Settings
4. Select the Documents PagePart for the Document Library that Link to a Document was enabled on in the section above. In this example, Individual Docments is selected. 
5. Scroll down to the PagePart Buttons section and check the box next to Display "Link to a Document" Section 
6. Scroll to the bottom of the Documents PagePart settings and select Save. 
7. Select Close on the Success message that appears
8. Scroll to the top of Documents PagePart settings and select View PagePart 
9. The Document Library will open in a new tab and the Add Link To A Document link is displayed.  

Hiding the Upload Document in the Documents PagePart on your ShareVision Site

To prevent your users from uploading documents to any document library where you the link to a document has been enabled, you can hide the upload document area on the Documents PagePart on your site. 

1. Login to ShareVision 

   You will need to login with ShareVision Administrator permissions. 

2. Go to Site Administration
   
   
3. In Site Administration, select Configure Portal Settings
4. Select the Documents PagePart for the Document Library that Link to a Document was enabled on in the section above. In this example, Individual Docments is selected. 
5. Scroll down to the PagePart Buttons section and uncheck the box next to Display "Upload Document" Section 
6. Scroll to the bottom of the Documents PagePart settings and select Save. 
7. Select Close on the Success message that appears
8. Scroll to the top of Documents PagePart settings and select View PagePart 
9. The Document Library will open in a new tab and only the Add Link To A Document link is displayed. The Upload Document section is hidden so that the only option users have is to link to a document. 

Using the Link to a Document on your ShareVision Site

1. You will need to copy the URL of the document that you would like to Add A Link to. Go to the online drive and locate the document. Copy the URL. 
   
   

2. Next, in ShareVision, navigate to the Document Library that enabled the Add Link To A Document feature on and select Add Link To A Document
   
   
   

1. In the window that appears, enter the Name, paste the URL and enter a description.
   
   
   
2. Select Save.
   
   
3. The linked document will now be listed in the Document Library. When selected, it will open.