Workiva's standard linking feature allows you to establish links between a data source and multiple destinations, ensuring data remains in-sync throughout your workspace. Range linking builds on this foundation by allowing you to manage multiple cells simultaneously.
As compared to normal linking, range linking makes it easy to introduce structural changes to previously linked data. You can add or remove entire rows and columns, adjust the cell values and links, and then publish the entire range. Your changes will automatically sync across your workspace — with no reconciliation needed.
Requirements
- To create or edit a range link, you must be an Owner or Editor of the source file.
- Before using range links, you should be comfortable with standard linking.
Create a range link
In Workiva, a source link is the primary location of a particular data point. When that source link is copied and pasted to another location, the new data point becomes a "destination link." That destination link is thus tied to the original data point and can receive updates instantly whenever a change is made.
Range links work much the same way, except they span multiple cells and can be managed as a single entity. This allows you to create a single "block" of cells that can be easily managed across sheets.
- Select a range of two or more cells within your source sheet.
- Right click on the range and select Link options > Create range link. You can also use the shortcut Ctrl + Shift + ; (Windows) / CMD + Shift + ; (Mac).
- Right click and copy your selection. You can also use the shortcut +C .
- Go to the destination sheet where this content will be pasted.
- Right click and paste your selection anywhere in the sheet. You can also use the shortcut +V.
Note: If pasting into a Document, your selection must be within a table.
- Select Paste as range link, then choose which formatting options should be applied from the source:
- Apply formatting - Check this box to apply the source's formatting to your range link. If left unchecked, the range link will inherit its formatting from the table it's pasted into.
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Apply column width - Check this box to apply the source's column width to your range link. If left unchecked, the range link will inherit its column width from the table it's pasted into.
Note: These options only apply to the original paste. If formatting should continually flow through to the destination, right-click on your range and enable the "Use formatting from source" option after it's pasted.
- Click Paste to finish.
Once pasted into the destination sheet, any existing content will be removed so that the sheet contains only the range link. This cannot be undone.
Edit a range link
Once a range link is created, you can manually adjust its bounds by editing the source range.
- Right click anywhere within the source range, and select Link options > Edit range link.
Note: Your source range is outlined in blue. Learn more about linking.
- Enter a new range in A1:A2 format — where "A" represents the column and "1" represents the row — and then click Save.
Note: Range links are limited to a maximum of 10,000 cells.
- When you're ready, click Publish at the top left to update all destination ranges with the new bounds.
Note: Your adjusted source range is outlined in orange; once published, it will switch back to blue. Learn more about linking.
Add a row or column to a range link
You can also adjust the bounds of a range link by inserting a row or column directly into the source range.
- Find the location in your source range that you'd like to adjust.
- Right-click the cell location you'd like to modify, and select Insert to add a row or column. The range will automatically expand to accommodate this addition.
- When you're ready, click Publish at the top left to update all destination ranges with the changes.
Remove a range link
A range link is simply a collection of multiple links bundled together. When a range is removed, the individual links contained within that range will still remain. You can then manage those links individually or re-create the deleted range at a later time.
- Right click anywhere within the range, and select Link options > Remove range link.
- Confirm the removal, and click Remove range link.
Note: When a source range is removed, any destination ranges linked to it will also be removed and converted into standard links. Destination ranges, however, can be removed without impacting the source.
Remove all links
You an also clicking Linking > Remove all links in the data toolbar to remove all links in your file.
Understanding range links and colors
As mentioned in the beginning of this article, range linking follows many of the same rules as standard linking. This also applies to the link colors you'll see throughout your workspace. Use the key below to quickly identify the ranges in your workspace:
Newly-created or otherwise up-to-date source ranges are outlined in blue. This matches the individual links in your workspace which are marked with a blue triangle in the upper left corner.
Source ranges with unpublished changes are outlined in orange. This matches the individual links in your workspace which are marked with an orange triangle in the upper left corner.
Note: You can only publish the links you have permission to access, meaning you may not always be able to publish the complete range on your own. When this occurs, the entire range will remain orange until all changes are published.
All destination ranges are outlined in green. This matches the individual links in your workspace which are marked with a green triangle in the upper left corner.
Things to know
- A range link can't be pasted if the range contains locked cells.
- A sheet can only contain one destination range link.
- A single source range can have no more than 20 destination ranges.
- A range link can contain a maximum of 10,000 cells.
- Workiva Sync doesn't automatically update the source range link if new columns or rows are added. You must manually edit the range link in your source file.
- You can use the shortcut Ctrl + Shift + ; (Windows) / CMD + Shift + ; (Mac) to create a range link.
FAQ
How do I convert an existing linked table into a range link?
To convert a linked source table into a range link, simply select the table range and click Create range link.
To convert an existing destination table, copy the source range link and paste it exactly over the destination table. This will create a new source range with all comments, attachments, and XBRL tags left intact; formatting can also be preserved if the "apply formatting" option is applied during the paste.
Can I convert an existing table that includes sub-cell tags?
Yes. You will need to create the range link, then override the destination cells and paste your subcell links into them.
Alternatively, you can create a duplicate of the destination table, paste the range link, and copy/paste your subcell links into the new destination range. The duplicate table can then be deleted. This approach doesn't require manual adjustments to sub-cell links and reduces the risks of lost data.
Can I tag multiple links in a cell?
Yes, you can link multiple sources to a single cell using either normal links or range links. You can additionally add XBRL tagging.
Learn more: Create multiple links in a cell
Can I add new rows or columns to a destination range?
No; the size of a destination range is controlled by the size of its source range.
Do hidden rows or columns in a source range automatically hide at the destination?
Not at this time.
Can I create range links within a presentation or chart table?
Yes, range links are supported by all table types.
Can I remove individual links within a source range?
Not permanently. There are no "gaps" allowed within the bounds of a range link, so any unlinked cells will be re-linked as soon as the range is published.
The links in the following example, for instance, would be immediately re-added on the next publish:
To avoid this, you must remove the entire row or column from the range.
Can I merge cells in an existing source range?
Yes, but it's a two-step operation:
- Delete any links you no longer require. This can be done in bulk.
- Merge the cells.
Can I create range links over connected sheets?
Yes, but it's not recommended when extensive data manipulation will be required at the destination.
Here's why:
- When updates are made to a query or connection output, any comments, notes, or other annotations linked to a specific cell will remain in their original location. They will not adjust when new rows or columns are added around them.
- Content cannot be inserted into the middle of a connected sheet, meaning any new rows are automatically added to the bottom of the sheet.
- When this occurs, cell values in the sheet may shift unexpectedly at the destination range.