Contracts Manager™ | Step-by-step Guide: Content Linkages

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Contracts Manager™

Step-by-step Guide: 

Content Linkages

A step-by-step guide to linking websites, videos, images, and documents to your contracts, adding relevant information, and increasing utility for your users.

What is Content Linkage?

The Content Linkage feature of Contracts Manager allows users to link websites, videos, images, and other documents to existing contracts providing additional information when necessary. The following are the types of content linkages:

Ø Web Links – Link websites to contracts.

Ø Videos – Attach videos in MP4 format (Video Size: 960x540)

Ø Images –Attach images in any format to contracts.

Ø External Documents – Attach documents in PDF, Word, Excel, or PowerPoint format from your hard drive to contracts.

Ø   Internal Documents - Attach documents located within the Contracts Manager software to other contracts.

This guide covers the following information. Please note that before Content Linkages can be created, a system Admin must upload the content through Linked Content Management.

 Linking content

 Viewing linked content

  Linking documents

There are 2 ways to link documents. Registered Users must link content through Projects. Admins may link content through Document Tree Setup.   

     Linking documents via Projects

  1.Click on the Projects icon

  2. On the left-hand side of the screen, click Content Linkage.

 3. Click the magnifying glass icon to search for the contract that you would like to work with.

4. Click the name of the contract, and the following screen will appear.

 5. Navigate the tabs for Web Links, Videos, Images, External Documents, and Internal Documents. To link content to your selected contract, click the name of the content in the “Available” box. Click the right arrow to add it to the “Selected” box.

6. To remove content from a selected contract, click the name of the content in the “Selected” box, and click the left arrow to return it to the “Available” box.

 7. Click Update to save your selections.

 Linking documents via Document Tree

 To add Content Linkages through the Document Tree, you must have Admin privileges.

           1. Hover your mouse over the Setup icon.   Click Document Tree Setup.

2. Navigate the Document Tree to locate the contract for which you would like to add Content Linkages. Click the name of the contract, and the following box will appear. Click Content Linkage in the top right of the window. 

3.  The following screen will appear.

4. Navigate the tabs for Web Links, Videos, Images, External Documents, and Internal Documents. To link content to your selected contract, click the name of the content in the “Available” box. Click the right arrow to add it to the Selected box.

5. To remove content from a selected contract, click the name of the content in the Selected box, and click the left arrow to return it to the Available box.

6. Click Update to save your selections.

7. Click Save Meta Data to close meta-data screen.

Tip!

Admins can also access linked content through Document Tree Setup, by selecting a document, and clicking View Document in the Meta Data window.

Viewing Linked Content

            All users, including Anonymous/General Users, are able to view linked content through the P&P library.

1.          1. Click the Main icon to access P&P library. Navigate the folder structure to locate the contract that you would like to view.

2.         2. Click the name of the contract, and the Document Viewer window will appear.

3.         3.  If the document has linked content, up to four icons will appear in the top right-hand side of the Document Viewer window, indicating the number and type of content linkages that are associated with this contract.

         Indicates that there is a video linked to this document. In this example, there is one video.

 

         

 

       Indicates that there is an image linked to this document. In this example, there are two images.

      Indicates that there is a web link linked to this document. In this example, there is one web link.

     Indicates that there is an internal or external document linked to this document. In this example, there are two documents.

Hover over each icon, and a small box will appear, containing links to access each type of content. In the following example, you can see that there are two internal documents linked to this contract. Click the name of each document to view.