What Does it Mean to Link a File?
Linking allows users to share files selectively and securely without exposing an entire project.
This feature is ideal when you need to share specific files with others by creating a separate folder for them and linking only the required files there.
Types of Linking
Link Type | Description |
Static | The source file updates but the linked file does not reflect these updates. |
Dynamic | Updates to the source file are automatically synced with the linked file. |
TIP: You can identify the type of link applied via the S (Static) or D (Dynamic) icon on the linked file.
Required Folder Permissions
To link files within the same project or across projects, users must have the following:
Minimum linking permissions in the source folder:
View and Link or any higher permission.
Minimum publishing permission in the destination folder:
Publish or any higher permission.
How Do I Link a File?
Select the required Project(s).
Navigate to the Files tab.
Select the file(s) you want to link.
Click the More Options
icon (top-right). 
Click Link File(s).
In the pop-up choose the target folder and click Select.
A new page will appear, where you can:
Distribute the linked file to a user, role or organisation.
Assign a task and deadline to selected users, roles or organisations.
Complete the required fields:
Version Number
Document Reference
Revision Number
Document Title
Purpose of Issue
Status
Revision Notes
Check Private if the linked file should remain private.
Click Submit to confirm linkage.
NOTE: Linking files between projects requires selecting all relevant projects in the first step of the process.
TIP: You can also link files by right-clicking the selected files and choosing Link file(s).
Dynamic Linkage Options
When creating a dynamic link, you can choose how updates are applied:
Option | Description |
Always | The linked file automatically updates whenever the source file is updated. |
Status | The linked file automatically updates only when the source file reaches a specified status.
You can define status rules using:
|
button.
Users can also choose to link superseded versions of the file when creating a dynamic link.
If the Link Superseded Rev. is checked, all older revisions of the source file will be made available alongside the linked file.
NOTE:
If a status condition is set, it applies only to new revisions of the file.
Older revisions remain available regardless of whether they match the set status.
Bulk Linking Files
If multiple files are selected for linking, you can apply settings in bulk.
Tick the Bulk Apply checkbox to enable the arrow
icon which lets you apply the entered value to that specified field across all selected files.
Error Codes
If a file is greyed out, it means it cannot be linked. The error code indicates why.
Error Code | Description |
LE | The file is already a link. |
DLE | A dynamic link to the same document already exists in the selected folder. |
DE | A file with the same filename or document reference already exists in the selected folder. |
ODSLE | A static link to a file with the same name already exists in the selected folder. |
AVL | All versions of the file are already linked in the target folder. |
PH | The selected revision is a placeholder and cannot be linked. |
FPERM | You need View and Link, Publish and Link or Admin permission on the subfolder. |
NOTE:
Linking a file is equivalent to publishing it in a new location.
For audit and security purposes, unlinking is not supported, however, you can deactivate the file if required.
Check: FAQs
Related Articles: Watch Files