You can save web links on a document in Managemate, alongside its files. A web link points to a file your team keeps outside Managemate, such as in SharePoint, OneDrive, Google Drive or Dropbox.
A document can hold files, web links, or both.
When to use a web link
Use a web link for a file your team keeps and edits outside Managemate, such as a draft budget or a report under review. The link always opens the current version, so there is no second copy to keep up to date.
Add a web link to a document
Go to the Documents section from the main menu, or go directly to https://app.managemate.ca/documents
Open the document by clicking its name, or the view icon beside it
In the Files & Links section, click Add Link
Paste the web address into Link URL. Copy it using the Share or Copy link option in the app where the file is kept
Enter a name in Display Text, if you like. If you leave it blank, the full web address is shown instead
Click Save
To add another link, click Add Link again. Links are added one at a time.
You can also add web links when you create a document, from the Files & Links section of the Add Document popup, or in the Edit Document popup. In a popup, your links are kept when you click Create or Save at the top. To learn more about the edit popup, read How to edit or update an existing document's details.
Rules for web addresses
Only web addresses that start with http:// or https:// can be saved. If you leave out the start of the address, https:// is added for you.
If you see Please enter a valid URL, the address may contain spaces or be incomplete. Copy the link again using the Share or Copy link option in the app where the file is kept.
If a document has only web links and no files, type the document name yourself. Managemate does not name a document from a link.
Find and open web links
Files and web links are shown on separate tabs in the Files & Links section. Click LINKS to see a document's web links. The number on each tab shows how many there are.
The FILES tab opens first. If a document has only web links, you will see No files added until you click LINKS.
Each link shows its name, its web address, the date it was added and who added it. Click the link to open it in a new browser tab, so you keep your place in Managemate.
A web link does not give anyone access to the file. To open it, a person needs permission in the system where the file is kept, such as SharePoint or Google Drive. If someone sees a sign in page or an access request, ask the file's owner to share it with them.
Managemate saves the link, not a copy of the file. If the file is moved or deleted where it is kept, the link stops working.
Edit, copy or delete a web link
Click the arrow beside a link to see its options: Edit, View, Copy Link and Delete.
Edit lets you change the address or the name. Click the checkmark to save your change, or the X to cancel.
Copy Link copies the web address so you can paste it somewhere else.
Delete removes the link once you confirm.
Deleted web links cannot be restored. Unlike files, web links do not go to the recycle bin. They are removed permanently when you confirm.
Every web link added to or deleted from a document is recorded in the document's changelog, with who made the change and when.
Where web links appear
In the document, on the LINKS tab of the Files & Links section
In the Documents section, when you click the green arrow beside a document, alongside its files and linked records
In the management report, both the live view and the PDF, listed under each linked document. To learn more, read Generating a PDF Property Management Report.
In the email sent when you share a document. To learn more, read How to Share Records to Managers and Board Directors in Managemate.
Web links and financial statement notifications
Adding a web link to a financial statement document does not send the Financial Statement Change notification. The notification is sent when a financial statement document is created, or when a file is added to one. To notify directors of new statements, upload the statement file. To learn more, read How Financial Statement Notifications Work in Managemate.
Web links and linked records
A web link is different from linking a document to a project, activity or vendor. Linking records connects them inside Managemate, in the Linked Records section of a document. A web link points to a file outside Managemate. To learn more about linking records, read How to link documents to other records.
Web links can be added to documents. They are not available on activities, projects or vendors.
Summary
A document can hold files, web links, or both
Add a link from the Files & Links section by clicking Add Link. The name is optional
Web links are on the LINKS tab, and each one opens in a new browser tab
A link does not give access to the file. Access is managed where the file is kept
Deleted web links are removed permanently and do not go to the recycle bin
Web links appear in the management report and in share emails
Adding a web link does not send a financial statement notification
Have a question?
Contact us at +1-647-493-5008 or at [email protected].