Working with Links
In this Topic
You can attach a link to an outside website address (also known as a URL) to your project, proposal, or any other entity in the system. Any user with your active role who has permission to access the entity will be able to access the attached link. You can also give users whose role does not allow them access to the entity permission to access the attached link.
You can access links on any component by clicking the Actions menu on a row or component header, and then clicking the link you want to follow.
Note: Deleting an entity row automatically deletes that entity row's links as well as any links belonging to child rows of the entity. The system does not delete the links belonging to any associated entity rows (for example, if you delete a proposal, its associated projects are not deleted, and neither are the projects' links).
The Links Overview component contains a list of rows for all the links that have been attached to the entity by you or another user with your active role. You can access the Links Overview by selecting Links from the Actions menu on a row or Summary component header. The system displays the following fields for each link in the list:
If other roles have been granted permission to access the link, the row will also display the total number of roles that have access.
To make changes to a link, click anywhere in the link's row. You can add or change information in any field except the Link field. Subordinate rows are displayed for any additional roles that have been granted access to the link.
To go to a linked website, click the value in the Link field. The system opens the website in a separate browser window.
To delete a link, select Delete from the Actions menu on the link's row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button.
To remove role access for a link you created, click the Mark for Deletion button on the role's row. You cannot remove role access for links you did not create. To reverse the mark for deletion, click the Undo button.
When you are finished, click the Save button. The system displays a message to confirm that your changes were saved in the database.
If your role has been granted permission by another user to access a link attached to an entity you cannot access, you can view this attachment on the Links tab of the Global Links Overview component (select Links from the Actions menu on the Menu Bar).
Attaching a Link to an Entity
Follow these steps to attach a new link to an entity:
Navigate to the entity to which you want to attach the link.
Select Links from the Actions menu on the entity's row or the component header.
The system takes you to the Links Overview component for the entity.Click the New button.
The system adds a new row at the bottom of the rolling list of existing links. All fields in the new row are blank.To create a link, you must enter information in the URL and Link Name fields.
It is not required, but you can enter information in the Description field to record additional information about the link.
Click Save to save the link to the entity.
Granting Security Access to a Link
Follow these steps to allow users with other roles to access an attached link:
On the Links Overview page, locate the link for which you want to grant access.
Choose Select Roles from the Actions menu on the link's row.
The system displays a modal window for selecting roles.In the modal window, use the Quick Find search box to locate the role to which you want to grant access, or click Show first 10.
The system lists all the roles that meet your search criteria.Click the row for each role you want to grant access.
The system adds a check mark beside each role you select and shades the row. To cancel a selection, click the selected row again.Click the Add to Link button.
The system closes the modal window and takes you to the Links Overview with the new roles added as subordinate rows to the link's row. You can delete a newly added row by clicking the Delete button at the end of the row.Click Save.
The system displays a message to confirm that your changes were saved in the database.
Removing Security Access to a Link
You can remove role security access only from links that you created. Follow these steps to remove security access for a role:
On the Links Overview page, locate the link for which you want to remove access.
Expand the link row to display rows for the roles that have access to the link.
Click the Delete button at the end of the row for each role from which you want to remove access.
The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button.Click Save.
The system displays a message to confirm that your changes were saved in the database.
