El enlace es una parte fundamental de la plataforma Workiva. It's the mechanism that connects data to a source and syncs it across all your linked files, ensuring those datapoints are always the same — no matter where they're displayed.
Smart links enhance this experience by allowing you to add custom data to your links, such as a name and description. Este contexto añadido ayuda a buscar y reutilizar vínculos en espacios de trabajo, o bien compartirlos con otros usuarios de la organización.
Requisitos
- The Cross Workspace Data Sharing Manager role is required to share smart links.
- To create or edit a smart link, you must be an Owner or Editor of the source file.
- Once a smart link has been created, any user with access to that file and section can use it.
Create smart links
Before creating a smart link, you'll need to create a new source link in your workspace or locate an existing one that you'd like to convert.
Once you have a standard source link in mind, you can turn it into a smart link by completing these steps:
- Right-click the source link, and select Link options > Convert to smart link.
- Name the smart link and provide an optional description. Click Convert to smart link to complete.
Tip: Smart links are meant to be shared, so choose a name and description that will be easily identifiable to others. You may even consider using a standard naming convention or format for all the smart links in your organization.
Once a smart link is created, it will be available to all permitted users in your workspace through the smart link library.
Insert links from the smart link library
The smart link library is where all of the smart links in your workspace — as well as those shared from other workspaces — are stored. From this space you can browse all the smart links available to you, view their details, and insert them into your documents.
Find smart links
To access the smart link library, open any file in your workspace and select the Linking section from the righthand panel. You can then browse for your selected link or search for it by name.
Note: Smart links will only appear in your view of the library if you have access to their source file.
View smart link details
To learn more about a particular link before inserting it in your doc, go to the Details tab.
From the Details tab, you can see:
- The link name
- The link description
- The last publish date
- The publisher name
- All shared users
- The last shared date
- If the link has been added to other workspace libraries ("connections established")
You can also select Go to source from the Library tab to open the link's source file.
Insert smart links
Once you have identified the smart link you would like to reuse, place your cursor where you would like the content to be placed and click Insert.
Share smart links with another workspace
Smart links are easily shared with other workspaces. As the owner of a smart link, you only have to select the specific workspace and user that you'd like to share it with. Once shared, the smart link recipient will then have the option to "extend access" to other users in that workspace.
You can share an individual smart link, all the smart links in a particular section, or every smart link in the file.
Note: The "Cross Workspace Data Sharing Manager" role is required to share smart links.
To share a single smart link:
- Go to the data source, and select the smart link you'd like to share.
- Click Share in the menu bar at the top left of the screen.
- When asked to select a scope, select the first option: Smart link.
Note: You can also share a single smart link through the "Details" section of the Linking panel on the right side.
- In the Search users field, enter the name of each person you'd like to share this link with.
Note: This field will auto-populate the names of users in your organization.
- (Optional) Add a short message describing the link. This will be shared with the recipients.
- Click Share to complete.
An email will be immediately sent to all recipients with information on how to access the smart link library.
Rather than share each smart link individually, you can share all the smart links contained in a particular section, sheet, or slide:
- Click Share in the menu bar at the top left of the screen.
- When asked to select a scope, select the middle option: All smart links in sheet/section/slide.
- In the Search users field, enter the name of each person you'd like to share this link with.
Note: This field will auto-populate the names of users in your organization.
- (Optional) Add a short message describing the link. This will be shared with the recipients.
- Click Share to complete.
An email will be immediately sent to all recipients with information on how to access the smart link library.
To share all smart links contained in a spreadsheet, document, or presentation:
- Click Share in the menu bar at the top left of the screen.
- When asked to select a scope, select the final option: All smart links in spreadsheet/document/presentation.
- In the Search users field, enter the name of each person you'd like to share this link with.
Note: This field will auto-populate the names of users in your organization.
- (Optional) Add a short message describing the link. This will be shared with the recipients.
- Click Share to complete.
An email will be immediately sent to all recipients with information on how to access the smart link library.
What can a smart link recipient do with the shared data?
Once a smart link is shared and accepted, the recipient can do a number of things with that content:
- They can copy the link data.
- They can search for the link from that workspace's library and insert it in another document.
- They can extend access to that link so other users in the same workspace can access it.
You can also go to the Details tab to see who has accepted a share and whether they've added it to their workspace library.
What if a smart link has already been shared with some users?
When bulk sharing a smart link with multiple users, existing users will only receive a notification if there has been a change to the underlying data.
If you need to remove existing users from a share, you must edit that particular smart link.
Add shared smart links to your workspace library
When a new smart link is shared with you, you'll receive an email to the address entered on your Workiva profile. The email itself doesn't contain a direct link to the shared item, but you can access it by opening any file in your workspace and going to the smart link library.
Here's how it works:
- Open any spreadsheet, document, or presentation in your workspace.
- Open the Linking panel on the right side of your screen.
- Click the Manage Library icon at the top-right of the Library tab.
Note: An orange dot indicates a new link or update is available in your library.
- Any shared links that haven't been accepted will appear in the Pending updates > New shared links section. Select the link and click Add new link to add it to your library.
Using shared smart links
Shared smart links will appear in your workspace’s library and function largely the same as native smart links. You will notice the Go to source link is disabled for shared links since the source file is located in a different workspace.
For information on inserting smart links into your documents, review the Insert links section of this article.
Extend permissions to shared smart links
Smart link recipients are automatically granted owner-level permissions to the shared link. As the recipient, this allows you to extend access to other users within the same workspace.
To extend access to other users:
- Open any spreadsheet, document, or presentation in your workspace.
- Open the Linking panel on the right side of your screen.
- Click the Manage Library icon at the top-right of the Library tab.
- Go to the Shared smart links tab.
- Click Extend access for the smart link you'd like to edit.
- Choose the necessary permissions and click Apply Changes.
For more information on managing permissions, see our Update file permissions article.
Permissions specific to smart links
| Propietario | Editor | Lector | |
| Search and insert a shared smart link from the library | x | x | x |
| Accept and publish updates for a shared smart link | x | x | |
| Can extend permissions to shared smart link | x | ||
| Compartir enlaces inteligentes | x | x |
Please note that the Cross Workspace Data Sharing Manager role is also required to share smart links.
Share smart link updates
Any smart link updates made in your primary workspace must be purposefully shared with other workspaces. This extra step gives shared workspaces a chance to review the incoming data before committing to the change.
- Open any spreadsheet, document, or presentation in your workspace.
- Open the Linking panel on the right side of your screen.
- Go to the Details tab.
- Click the Share icon at the top-right of the panel and select Share updates.
Note: An orange dot indicates a smart link has been updated but not shared.
- Enter a short description of your changes. This context is often used when recipients are in the middle of a review cycle or reporting on a prior period.
- Click Share updates to complete.
Accept updates to shared smart links
As the recipient of a shared smart link, you'll receive an email each time an update is published and shared. You'll also see a small orange dot in the Linking panel when an update is available.
- Open any spreadsheet, document, or presentation in your workspace.
- Open the Linking panel on the right side of your screen.
- Click the Manage Library icon at the top-right of the Library tab.
- Any updates that haven't been accepted will appear in the Pending updates > Updates to shared links section. Select the link and click Accept updates to receive the updated data.
Note: You can also click Review to see a side-by-side comparison of the changes prior to accepting an update.
Revisar actualizaciones
The Review button in the prior section allows you to compare changes before committing them to you workspace. When multiple updates are available, use the arrows in the bottom left to switch between each update.
When you are ready, click Accept updates to publish the new values to all destinations in your workspace.
Copy smart links
To ease the roll forward process, smart links can be optionally included when copying a file or folder. This allows you to maintain current links when copying files or reset them entirely.
The following options apply specifically to smart links:
- Include metadata for all source smart links: Check this box to retain names and descriptions on your copied source smart links. This will create duplicate entries in your library, but they can be edited later. Uncheck this box to exclude existing names and descriptions from your copied source smart links.
- Maintain cross-workspace destination links: Check this box to keep smart links from other
workspaces linked to their current source. Uncheck this box to remove the links.
Más información sobre copia de archivos y carpetas.
Note: These options only appear if smart links have been enabled in your workspace.
Revert and remove smart links
Once a smart link is added, you can revert it to a standard source link and remove it from the library. You can also directly remove old, unused, or abandoned smart links that have been shared from other workspaces.
Note:You must be the file Owner or have Editor permission to revert a source smart link.
To revert a smart link, go to the data source and:
- Right-click the source link, then select Link options > Revert to standard source link.
- Click Revert to confirm.
Once removed, your smart link will be removed from the library and can be managed as a standard link.
If the smart link has been shared across workspaces, it will remain in the destination workspace but no further updates will be transmitted. Any consumers of the link will be notified by email, and an owner or editor of the link in the destination workspace can then remove that smart link from their library.
If a smart link has been shared with you from a source workspace and then removed or reverted, you can also follow these steps to remove the abandoned link from your library.
Note: You must be the file Owner or have Editor permission to remove a link from the library.
- Open any spreadsheet, document, or presentation in your workspace.
- Open the Linking panel on the right side of your screen.
- Click the Manage Library icon at the top-right of the Library tab.
- Find your smart link on the "Shared smart links" tab, and click Manage > Remove link on the right side.
- Click Remove to confirm.
Once a smart link is removed from the library, any destination links will remain in place but no further updates will be transmitted.
Note: If the smart link is still shared with you, you can re-add it later from the Pending updates > New shared links section of the library.
Lo que hay que saber
- Links that originate from GRC workspaces are not compatible with smart links at this time.
- Smart links are included, and called out by name, in the Document Links report.