Overview of the Linked Files Report
The Linked Files Report lets you see the relationship of source links and destination links between files. It contains both details of source files and destination files for the files you select and linked files outside of your selection. This lets you see and review where the values are sourced and the number values different files are contributing.
In the example below, it shows a project containing a classic document, presentation, and a spreadsheet.
- Within the project: The document uses a source from the spreadsheet, and the presentation uses a source from the document.
- Outside the project: The document also uses values from another classic document and a spreadsheet outside the project.
If you copy or transition this project, by default it would also copy or transition the document outside the project. Additionally, it would also make a copy of the spreadsheet outside of the project. Using the Linked Files Report lets you see all the contributing files that would be included when you go to copy or transition.
Note: Any changes to links after the report has been created are not updated the report after the fact. It captures links as of the time you run the report.
Create a Linked Files Report
Before you create a linked files report, typically you’ll want to run project validation. To create a report:
- In Files or Home, find the project, folder or classic file.
- Right-click the item and select Linked Files Report .
- Click Create Link Report. You’ll see the status of the report in the lower right.
- Once the report completes, click Open Report in the lower right.
You’ll also receive an email with a link to the report.
Review the Linked Files Report
After you create your linked files report, you’ll want to review it to see all of the linking details. The linked files report contains two sections with several details.
- Selected Files contains the files that you selected to run the report. These could be files within a project, or just a single document.
- Additional Linked Files contains sources that are outside of the selected files. This tab is excluded if there aren’t any outside files.
- Selected Files Names contains the files name and icon to indicate the file type.
- Source Files lists all of the files that have source links, split into two categories:
- Outside Sources shows sources not in files you selected to run the report, such as files outside of a folder.
- Already included in selected files shows the files you selected to run the the linked files report, such as the files in a folder.
- Sources / Occurrences shows the overall number of source links for that file, then a breakdown of unique sources and the total number of times that source link is used in a file.
For example, in the Master Working File below :
- 1186 is the total number of links in the file
- 667 is the number of unique sources from that file
- 1006 is the total number of link occurrences for that file
Create a List of Files Links
You can now view a listing of all the links for a specific file. This is helpful when you want to review the total listing of all links in a file.
- Find a file in your linked file report.
- Place your cursor on the file.
- Click Create Spreadsheet of File Links from the drop-down menu.
- After it is created, click Open Report in the notification in the lower right.
After I edit my files, can I continue using the same report?
No. The report is a snapshot based on the time it was created. If you make changes to links, you can run another linked files report.
Who can view a linked files report?
Once you create a linked files, anyone in the workspace can view it using the report URL. If someone doesn’t permission to a particular document it will show up as “Unable to access document".