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Linking Articles in Documents


Document links in BlueDocs allow you to create connections between different documents and pages within your organization. When you link to another document, it creates an interactive reference that users can click to navigate directly to the linked content. These links are "smart" - they show previews when you hover over them and automatically adjust if documents are moved or renamed.



While Creating or Editing a Document


  1. Open the Document Editor: Create a new document or edit an existing one
  2. Position Your Cursor: Place your cursor where you want to insert the link
  3. Click the Link Icon: In the editor toolbar, click the Link to Document or Pages button (📎 icon)
  4. Search for Documents: A dialog will open showing all documents in your organization
  • Use the search box to find specific documents by title
  • Browse through the list of available documents
  • Documents show their type (SOPs, Knowledge, Policies, Training), category, and status
  1. Select a Document: Click on the document you want to link to
  2. Link Created: The link will be inserted into your document as a clickable reference


What You'll See


Once a link is inserted, it appears as:

  • A clickable button with the document title
  • A border around the link to make it visually distinct
  • A hover preview that shows:
  • Document icon and title
  • Content preview or table of contents
  • Document type and status information




Document links are intelligent and adapt to different contexts:


  • Internal Links: When viewing documents within BlueDocs, links navigate directly to the document
  • Public Links: If viewing a public document, links will only work if the target document is also public
  • Broken Links: If a linked document is deleted or no longer accessible, the link shows a warning message



When you hover over a document link, you'll see:

  • Document Title with its type icon
  • Content Preview: Either a table of contents (if the document has headings) or a snippet of the content
  • Accessibility Status: Whether the document is available to view
  • Click to Navigate: Click anywhere on the preview to open the document


Self-Reference Protection


The system prevents you from linking a document to itself - you won't see the current document in the list when adding links.



  • Work when viewing documents within your BlueDocs organization
  • Navigate directly to the target document
  • Show full content previews
  • Available to all organization members with appropriate permissions


  • Function in publicly shared documents
  • Only work if both the source and target documents are public
  • Show a warning if the target document isn't publicly accessible
  • Useful for creating public knowledge bases or documentation sites


Best Practices


  • Reference Related Information: Link to supporting documents, policies, or procedures
  • Create Learning Paths: In training materials, link to prerequisite or follow-up content
  • Build Knowledge Networks: Connect related articles in your knowledge base
  • Policy References: Link from procedures to relevant policies or guidelines


  • Use Descriptive Context: Place links within meaningful sentences rather than standalone
  • Group Related Links: Consider creating a "Related Documents" section
  • Keep Links Current: Regularly review and update links as your document library evolves
  • Test Public Links: Verify that public document links work as expected for external users


Troubleshooting


Problem: Link displays "This document is not available"

Solutions:

  • The target document may have been deleted
  • You may not have permission to access the target document
  • For public links, the target document may not be publicly shared
  • Contact your administrator if you believe you should have access


Problem: Clicking a link doesn't open the target document

Solutions:

  • Check if you're viewing a public document but trying to access an internal link
  • Verify you have the necessary permissions for the target document
  • Try refreshing the page and clicking the link again


Problem: Document doesn't appear in the link selection dialog

Solutions:

  • Use the search function to find documents by title
  • Check if the document exists in your organization
  • Verify the document hasn't been archived or deleted
  • Ensure you have permission to view the document


Permissions and Access


  • Any user who can edit documents can add links
  • Links respect the same permission structure as document access
  • You can only link to documents you have permission to view


  • Links are visible to anyone who can view the containing document
  • The ability to follow links depends on permissions to the target document
  • Public document links follow public sharing settings


Technical Notes


  • Document links are stored in your organization's database
  • Link relationships are tracked for reference and maintenance
  • Links automatically resolve to the correct document URLs


Performance

  • Link previews load dynamically when you hover
  • Preview content is optimized for quick loading
  • Large documents show summarized content in previews



  • Document Categories: Organize documents to make linking easier
  • Document Search: Use search functionality to quickly find documents to link
  • Public Sharing: Control which documents can be linked in public contexts
  • Permissions Management: Control who can access linked documents


Remember that document links create valuable connections within your knowledge base, making it easier for users to discover related information and navigate your organization's documentation effectively.

Updated on: 07/07/2025

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