eProductivity Weekly Tip: May 6, 2011   

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Weekly Tip: How to Link Projects and Actions to External Files


After taking some time off from Weekly Tips to launch all the new eProductivity improvements and new products, we're back this week with a new tip article. We're going to look at a quick way to link external files such as Word docs or Excel spreadsheets to your eProductivity projects and actions.
Linking to External Files (e.g. Word docs, Excel files)
Occasionally we get asked how to link projects and actions to other files on your computer such as Word documents or Excel files. Why would you want to do this? The answer is, for quick access to project and action supporting materials.

Now while you can't use the handy Lotus Notes' built-in doclink functionality for this purpose, it's actually still quite easy to do. (Note that the steps below apply to computers running Windows. Other operating systems may vary significantly).

What you want to do is create a shortcut to your file. So let's say you've got a Sales Pipeline document that you've been working on as part of a project. Let's select this file...

Select your desired document


...and then right-click it. On the menu that appears, select 'Create Shortcut'.

Create the shortcut


Your shortcut will be created in the same folder.

The shortcut has been created


Now, you just need to copy-and-paste the shortcut into your Project or Action.

The shortcut has been created


That's all there is to it. Now you can easily access your supporting document just by clicking on the shortcut.

Now you may wonder why we didn't just paste the original document itself into our project, rather than a shortcut. While you certainly can do that and it's a viable alternative, you then will have two copies (or more!) of the same document floating around your system. For ease of document updating and maintenance, it's generally a better practice to have one master copy, and then use shortcuts to access it from other locations. This is the same idea behind Notes doclinks.
Until Next Week...
In this tip you saw how using shortcuts, you can efficiently link supporting documents - that don't live in Lotus Notes - to your eProductivity projects and actions. More tips coming up next time!

If you have a tip to share or a topic you'd like to see covered, please let us know. We'd love to hear from you!