How to: Link from Records to External Information or Programs
You may want to attach a hyperlink to a document or website to a specific record, such as a customer or document in Microsoft Dynamics NAV. Or, you may want a link that opens a new empty email to a specific recipient when you select it. Some cards, such as customer and vendor cards, include a Home Page field where you can enter a URL. To include other links, you can use the Links functionality. For example, when you receive printed invoices from vendors, you can scan them and store them as .pdf files on a SharePoint site. Then you can make a link from a purchase invoice in Microsoft Dynamics NAV to the corresponding invoice on Microsoft SharePoint Server. Or, you can make a link from an item card to the corresponding page in your vendor's online catalog.
The following procedures describe how to add links to records, how to view links, and how to delete links.
To link to a document or website outside Microsoft Dynamics NAV
Open the record that you want to attach the link to, such as a customer card or sales order. If you want to attach the link to a specific line, such as a journal line, select the line.
If the Links FactBox is not displayed on the page, customize the page to display Links. For more information, see How to: Customize FactBoxes.
In Links, choose Actions
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, and then choose New.In the Link Address field, enter an address for the file or website, such as C:\My Documents\invoice1.doc or www.microsoft.com.
Fill in the Description field with information about the link.
Choose the Save button.
To open a program outside Microsoft Dynamics NAV
Open the record that you want to attach the link to, such as a customer card or sales order. If you want to attach the link to a specific line, such as a journal line, select the line.
If the Links FactBox is not displayed on the page, customize the page to display Links. For more information, see How to: Customize FactBoxes
In Links, choose Actions
, and then choose New.In the Link Address field, enter a specific string to open different programs, for example:
To open OneNote with a specific page, enter onenote:///C:\My Documents\test.one.
To open Outlook with a new empty email to a specific alias, enter mailto:testalias.
Fill in the Description field with information about the link.
Choose the Save button.
To view a link
Open the relevant record, such as the sales order. If the link is attached to a specific line, select the line.
In Links, choose the link in the Link Address field. The appropriate program, such as Microsoft Word or Microsoft Internet Explorer, opens and displays the link target.
To delete a link from a record
Open the record that contains the link that you want to delete. If the link is attached to a specific line, select the line.
In Links, select the link that you want to delete.
Choose Actions
, and then choose Delete.Choose the Yes button to confirm the deletion.
Note
You can only delete a link if the IT administrator has assigned the necessary user permissions to you. If a user deletes a single record, such as a sales order line, a sales order, or a customer card, then all the links attached to the record are deleted. However, if you delete records using a batch job, such as the Delete Invoiced Sales Orders batch job, then the links are still stored in the Record Link table. To delete the links from the database, run the Delete Orphaned Record Links codeunit.
To run delete orphaned record links
In the Search box, enter Data Deletion, and then choose the related link.
On the Data Deletion page, choose Tasks, and then choose Delete Orphaned Record Links.