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 details of both source files and destination files for the files you selected, along with linked files outside of your selection.
Use the linked files report to review where the values are sourced and which files are contributing link values. You can run a linked files report on a folder, project, or individual file. From the linked files report, you can also transition or download a list a linked files.
In the example below, it shows a folder containing a document, presentation, and a spreadsheet.
- Within the folder: The document uses a source from the spreadsheet, and the presentation uses a source from the document.
- Outside the folder: The document also uses values from another document and a spreadsheet outside the folder.
If you copied or transitioned this folder, it would also copy or transition the document outside the folder. Additionally, it would also make a copy of the spreadsheet outside of the folder. Using the Linked Files Report lets you see all the contributing files that would be included when you go to copy or transition.
Note: If you change links after you create a linked files report, you'll want to run a new report to get the latest details. It only captures link details as of time you create the report.
Create a Linked Files Report
Before you create a linked files report, you’ll want to view document health to check for any link issues.
To create a linked files report:
- In Files or Home, find the folder, project, or 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.
- After the report completes, click Open Report in the lower right.
You’ll also receive an email with a link to the report so you can access it at any time.
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. If you have access to transition classic files, you can start the transition process from a linked files report.
- Copy lets you start a copy of files and you can choose to include or exclude files.
- Transition starts the transition process and lets you choose which files you want to include or exclude in the transition.
- Export - You can export a list of files as a .csv to review or share with others.
- Selected Files contains the files that you selected to run the report. These could be files within a folder, 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 file below :
- 487 is the total number of links in the file
- 14 is the number of unique sources from that file
- 16 is the total number of link occurrences for that file
Copy from the Linked Files Report
Copying from the linked files report allows you to easily make copies of your source and destination files. You’ll also be able to select exactly which files from your linked files report you’d like to include in your copy.
Note: Copies from the Linked Files Report currently do not replicate the folder structure nor do they include processes or any uploaded files (such as PDFs) in the folder. If you need to maintain any of these items, Copy from files/folders instead.
- Click Copy on the top right of your linked files report.
- Review the files in your selection and use the checkboxes to select which items to include in your copy. Then click Next.
- Choose your copy settings.
Note: Because all of your source files were gathered through the report, you won’t be able to adjust your link settings.
- Click Copy to finish. You’ll receive an email with a link to the copied files.
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".