Content Management links

Content Management links can help users manage content records that have duplicate information but must be maintained as separate records. When one of linked content records is modified, it can trigger an email which lets the owners of any content record linked to it know the content has been updated.

Example: An organization has three linked content records that contain similar information but are written for three different geographical regions of business, Regional East, Regional West, and Global. Three Content Administrators maintain the content records for their respective regions. When the one of the three records is updated, the Content Administrators responsible or the other two are notified to update their records. This ensures linked content are consistent and up-to-date.

Linked records are visible in the library on the Linked Content Details panel. To see if a record has linked content, click the More OptionsMore Options menu menu and select Open Details Panel > Linked Content. The linked records are listed. For more information, see Linked Content .

Note: Users must have the Allow user to see features related to content management application permission granted to view the Link Content, Link to N, and Edit Link options.

Create a Content Management link

  1. Select the desired content record(s): 
    • For a single content record: Click the More OptionsMore Options menu menu and select More Tools > Link Content.
    • For multiple content records: Select the checkboxes of the content records you want to link. Click the More OptionsMore Options menu menu below the Search bar and select More Tools > Link Content.

      • Note: Once your content record(s) are selected, you will be in "Link Content Mode". The content record(s) you selected will be listed beneath the Search bar (e.g. Link to ID N1,N2,N3, ..., where N1,N2,N3, ... are the Content ID numbers of the selected records). To cancel the content linking, click Exit Link Content Mode.

  2. Select a record or group of records to link to the previously selected record(s).
  3. Click the Link to ID N1,N2,N3, ... button below the Search bar, where N1,N2,N3, ... are the Content ID numbers of the selected record(s). The "Link Content" dialog will display.
  4. Verify the selected content record(s) in the Link configuration between section.
  5. Under Link Type, select the Content Management checkbox. This is typically used to set up notifications to notify the owners of one set of content when the other set of content changes. Notifications can be turned off if you only want the link for reference.

    6. Note: For more information on the other link types, see the following: Also See links and Translation records.

  6.  Choose one of the following Notification Options: 
    • Notify the owners of A if B changes: An email will be sent to owner(s) of the "A" record(s) when updates are made to the "B" record(s).
    • Notify the owners of B if A changes: An email will be sent to owner(s) of the "B" record(s) when updates are made to the "A" record(s).
    • Notify all owners if either changes: An email will be sent to owner(s) of the "A" record(s) when updates are made to the "B" record(s), and an email will be sent to the owner(s) of the "B" record(s) when updates are made to the "A" record(s).
  7. Click Link.

Note: For more information on editing and deleting links, see Linked Content .