External Links

The Documents module maintains links to files or web pages that are stored external to MC. The file path to the document is stored in the Documents module, providing users quick access to needed information. This approach is especially beneficial for providing up-to-date access to large files or information that is likely to change.

Linked files cannot be automatically printed or emailed with a work order or purchase order.

External Links can also be added to the Documents module on the fly directly from a record elsewhere in the system. For more information, see: Create New Documents from Attach > Documents tab.

ClosedView or Edit an External Link

  1. Select the record to be viewed from the Document List.

    The details stored with this link open in the Work Center.

  2. Make your changes.

    For more information on the options available, refer to the Document Details tab.

  3. Click the Document tab.

    The external link opens in a new window.

  4. Close the window when finished viewing the document link.

ClosedCreate a New External Link

  1. Click New.

    The New Document Window opens.

  2. Click the Link tab.

    The Document ID field is populated by default, but can be updated to a unique value if desired.

  3. Enter a document name in the Document Name field.

  4. Select the document type from the Document Type field.

  5. Select the repair center this link should be associated with from the Repair Center field.

  6. Enter the URL for the document in the Document URL field.

    Be sure to use the proper http:// or https:// protocol when identifying the URL.

    • If you are linking to a file stored on a file share application, locate the file and use the available Share option to obtain the correct link.

    • If you are linking to files stored on a shared server, we recommend managing this through a website virtual directory, which would result in a web based file path such as http://xyz.internal/documents/extruder.pdf.

      The file can also be mapped on a network drive that all users can access, which would result in a path such as V:\Documents\CMMS\extruder.pdf. We recommend you contact your IT Department for assistance in properly identifying the URL for files stored on your organization's servers. We also suggest that you refer to the Documents section of the MC User Connect Library for additional clarification.

      Those who you use Google Chrome as their preferred browser may be required to set up a virtual documents directory in order for these files to display properly.

  7. Click Apply.

    The Documents List refreshes and your new external link document displays.

  8. Locate and select the newly created external link from the Document List.

    The details stored with this link open in the Work Center.

  9. Make your changes.

    For more information on the available options, refer to the Document Details tab.

  10. Click Save.

     

  11. To preview the link to ensure it was created correctly, click the Document tab.

    The defined External Link opens in a new window. Close the new window to return to the Documents module. Return to the Details tab if any adjustments to the URL are needed.

 

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