What is a shortcut? - Use Documents - Foundation 24.1 - Foundation 24.1 - Ready - Perceptive Content - external

Use Documents
Platform
Perceptive Content
Product
Use Documents
Release
Foundation 24.1
License

You must store each document that you capture in a folder that acts as the electronic file storage point for the document. However, you can also create pointers, called shortcuts, to the document within other folders in your environment. Shortcuts allow you to reference a document in multiple folders but maintain the integrity of the original document in a single location.

For documents that were previously referenced in projects in earlier versions of Perceptive Content Perceptive Content, a shortcut appears in each folder that corresponds to the project name. Shortcuts only exist in a folder context.

You can perform actions using a shortcut to modify the target document or folder as long as you have the security privileges to do so. For example, if you have the Open privilege granted for the document type but have the Edit Keys privilege denied for the drawer, you can use the shortcut to open the document but you cannot change the document's property values. If you do not have the necessary privileges to view the target document or folder in search results, the shortcuts do not appear in folder content search results. Deleting, moving, or renaming a shortcut does not affect the target document or folder.

Updating certain properties assigned to the shortcut does affect the target document or folder. A document shortcut shares Field1, Field2, Field3, Field4, Field5, Type, and any assigned custom properties with the target document. A folder shortcut shares Type and any assigned custom properties with the target folder. For example, if you change the Type value assigned to a shortcut, the system updates the Type value assigned to the document as well as to any other shortcuts to the document. In addition to having the required security privileges to modify document properties, any changes you make to the Drawer and Type properties for the shortcut, target document, or target folder must follow the folder hierarchy restrictions that your administrator defines.

You can also view the locations of any shortcuts that you have security privileges to view from the viewer menu, the explorer menu, or by right-clicking the item in the explorer. If there are multiple shortcuts to the document or folder you select, a list of shortcut locations appears and you can filter that list to refine it. You can also open a folder to view shortcuts. If there are no available shortcuts, or the available shortcuts reside in a location you do not have security privileges to view, the list is empty. If there is only one shortcut to the content, the folder opens automatically.

For example, after a doctor visit, a patient's doctor requires that the patient visit to a specialist within the same hospital system. The patient's pathology report was captured in his chart folder at his primary doctor's office, but the specialist also needs the report in the patient's chart at his office. Rather than faxing a copy of the document, which creates separate instances of the report, the specialist creates a shortcut to the original pathology report in the patient's chart folder, which opens the document captured in the chart folder associated with the patient's primary doctor. After he creates the shortcut, the specialist can annotate the document and make notes as he normally would, and his changes are immediately visible to the patient's primary doctor. Similarly, Jonas is an admissions counselor at Perceptive Software University and is responsible for recruiting at four local high schools. His system stores individual student folders in a folder hierarchy for records management that makes quick navigation difficult. Jonas creates a new folder for each school in his recruitment area and then creates shortcuts to the original student folders for quick access each time he logs in.