A link represents a relationship between two entities.
The Head and Tail properties of the link define the relationship.
You can create links between IBM® Enterprise
Records entities
and other Content Engine objects
in Application Engine or Workplace XT. A record can share links
with other records, documents, and record folders. Similarly, a record
folder can share links with records and with records folders in both IBM Enterprise
Records and Application Engine or Workplace XT.
By creating links, you can reference or associate related records
and information, such as notes, attachments, and email-return receipts
to a specified record. Only authorized users are allowed to change
or delete links and associations. IBM Enterprise
Records supports the following
types of links:
- Extract Link This link establishes an association
between an extract and the record from which it originated. You can
use extracts to make a portion of a document available to specific
users. An Extract link can be created between records and between
a record and a document. The Extract link is used to reference a selected
portion of the record's content instead of the entire content. For
example, if you want to make certain portions of a large document
available to specific users, then you can create a new document that
contains selected details from the parent document, declare the child
document as a record, and then create an Extract link between the
parent record and the child record.
- Hybrid Folder Link This link establishes
a relationship between a hybrid folder and a physical or electronic
folder. It is useful for the PRO data model because IBM Enterprise
Records uses a single folder that
can have both electronic records and physical markers.
- Record Copy Link This link is for internal
use only and establishes an association between the original record
and different copies of the original. The system automatically creates
this link for a record when you create a copy of that record. Note
that when a copy of a record is created, the links associated with
the record do not get copied.
- Record Folder See Also Link This link establishes
an association between two related folders. The Record Folder See
Also link can be established between IBM Enterprise
Records record folders or any
other folder outside of IBM Enterprise
Records.
In addition, this link can be created between a record and a record
folder. For example, you can use the Record Folder See Also link to
associate a record having Payroll details with an Accounts record
folder.
- Record See Also Link This link establishes
an association between records having related content. For example,
when you create a record that contains the entries for Accounts Receivable,
a corresponding See Also link can be created for the Accounts Payable
record. While browsing the Accounts Receivable record, you have the
option of viewing the Accounts Payable record as well. You can establish
this kind of link with records or documents.
- Reference Link This link establishes an
association between a record and its references. A Reference link
can be created with other records, documents, or record folders having
associated content. A Reference link is different from a See Also
link. A Reference link provides links to records or documents having
associated content as references for a topic, whereas a See Also link
lists all of the records or documents that contain information having
related content.
- Rendition Link This link establishes an
association between a record and its renditions. A rendition refers
to an instance of a record rendered into another software format without
loss of content. The content and most of the metadata are identical.
You use renditions for preservation or access/viewing purposes. A
rendition of a document can be created using any other application.
For example, you have a Microsoft Word document and it is already
declared as a record. You want to convert this Word document into
a PDF document. So, you create a new PDF document using this Word
document, then declare the PDF document as a record. Later, you can
establish a Rendition link between the two records. Users can view
existing renditions for this single record.
Attention: - When a linked record is deleted, all of that record's associated
links are also deleted.
- When you relocate, transfer, or export records, all links between
records are retained.