File Links: symbolic references
Introduction
Sometimes the same (non-versioned) reference file needs to appear in more than one place. A report makes sense both in the patient's folder and in a specialty's folder; a brand manual serves several campaigns; a specification is a reference for multiple project packages. The obvious workaround — copying the file into each folder — creates problems: it takes up space needlessly and, worse, produces versions that diverge over time.
The File Link solves this. It is a symbolic reference to an existing file: it appears as an item in the folder, but points to the original file instead of duplicating it. A single file, visible in as many places as you need — always the same content, with no copies to keep in sync.
When to use File Links
Use a File Link when the same file must be found through different paths:
- Multiple organizations of the same collection — a report accessible by date and by patient
- Shared material — a reference document used by several projects or folders
- Curation — gathering shortcuts to scattered files into a single folder, without moving them from their place of origin
If you need an independent copy (one that will evolve on its own), then make a real copy — the File Link is for when the content should stay the same.
Key Concepts
What a File Link is
A File Link is a content item of type reference that holds a pointer to a source file. It contains no bytes of its own: when you open or download the link, you get the content of the original file.
Rules
- The source must be a file — you create a File Link pointing to a real file, not to another File Link, nor to a web/video/audio link.
- Same project — the source and the link live in the same project.
- The source file does not have versioning enabled — the File Link is for reference material, which stays stable. A file under versioning has a draft, check-out, and published versions; referencing it in multiple folders would make it ambiguous what each link delivers. That's why the source of a File Link is always a reference file.
- One file, many links — the same source file can be referenced by as many File Links as you want, in different folders.
- Cascade deletion — if the source file is deleted, its File Links cease to exist (they would point to nothing). Deleting a File Link, on the other hand, affects neither the original file nor the other links.
File Link vs. Copy
| File Link | Copy | |
|---|---|---|
| Content | The same file, referenced | A new, independent file |
| Space | Consumes no extra storage | Consumes it (duplicates the bytes) |
| Sync | Always reflects the original | Diverges as soon as either one changes |
| Use when | The content should stay the same everywhere | You want a version that evolves separately |
Roles and Permissions
| Action | Owner / Admin | Member | Viewer |
|---|---|---|---|
| View and open File Links | Yes | Yes | Yes |
| Create and delete File Links | Yes | Yes | No |
Creating and removing File Links is a content-editing operation (owner, admin, or member). Viewers can open and follow the links, but not create them.
Best Practices
- Point to the right source — choose as the "original" the place where the file is actually maintained; the other places receive links.
- Name the link by the destination context — a File Link can have a name of its own, useful when the same file appears with different roles in each folder.
- Remember the cascade — before deleting a heavily referenced file, consider that all of its links disappear along with it.
- Don't chain links — always point to the source file, never to another File Link.
Frequently Asked Questions
Q: Does a File Link take up storage space?
A: No. It holds only a pointer to the source file; the bytes exist a single time, in the original.
Q: If I edit the original file, do the links reflect the change?
A: Yes. Because the File Link points to the source file, it always shows the current content of the original.
Q: What happens if I delete the original file?
A: All File Links that pointed to it are removed automatically (cascade deletion), since they would start pointing to nothing. Deleting a single link does not affect the original.
Q: Can I create a link to a link?
A: No. The source of a File Link must be a real file — not another File Link, nor a web/video/audio link.
Document Version: 1.0 Last Updated: July 2026 Author: Sutram Development Team