Creating shortcuts for files in your Content Library allows you to easily share specific files across multiple Workspaces and Divisions without duplicating them. This feature is particularly useful for files that need to be accessible across various teams or projects.
Why Use File Shortcuts?
- Streamline Access Across Teams: Shortcuts enable you to share key documents across Workspaces and Divisions without having to re-upload files or manually move them.
- Reduce Redundancy: By using shortcuts instead of copies, you avoid creating unnecessary file duplicates, saving storage space and minimizing confusion over multiple versions of the same file.
- Organize Efficiently: Place shortcuts in different folders to keep files accessible within the context where they're most useful.
Creating a Shortcut for a File
Follow these steps to create a shortcut:
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Navigate to the Content Library
- Go to Settings > Content Library > Files to access your file library.
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Select the File
- Find and select the file for which you want to create a shortcut.
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Create the Shortcut
- Click on More > Create Shortcut. This option will prompt you to select where the shortcut should be stored.
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Choose Workspace, Division, and Folder
- You’ll be prompted to select the Workspace, Division, and Folder where you want to save this shortcut. Choose the desired location that best suits your sharing needs.
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Submit and Save
- Once you’ve selected the location, click Submit to save the shortcut.
Note: If you want a file accessible to all Workspaces and Divisions, consider moving it to the Company Wide section instead.
This is the final look!
Deleting a Shortcut
Removing a shortcut does not delete the original file. Here’s how to delete a shortcut:
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Access the Content Library
- Go to Settings > Content Library > Files.
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Select the Shortcut
- Find and select the shortcut you want to delete.
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Delete the Shortcut
- Click Delete. This action will remove the shortcut only, leaving the original file intact.
Important: If the original file is deleted from the Content Library, all associated shortcuts will also be removed.
Additional Tips
- Centralized File Management: Moving essential files into the Company Wide area allows them to be universally accessible, ideal for company policies, templates, and resources used across multiple projects.
- Efficient Collaboration: By creating shortcuts, you ensure team members in different Workspaces and Divisions always have easy access to up-to-date files.
For any further questions, please reach out to support@clientpoint.net.