Linked Record
Introduction
The Linked Record is a configurable checklist field type that allows users to select and reference records from any other process. Linked record can be used to link two different processes that exist inside an org in Unifize platform. Admins can configure this field to allow single or multiple record selection, choose which fields are displayed, apply filters, and control visibility using checklist logic.
Feature functionality
Cross-process linking- Use Linked Records to create relationships between two processes within your Unifize organization. This helps connect data across quality, compliance, and operational workflows. Records of linked conversations will show
Same process linking- You can also link your existing process to the same process. This way, end users will be able to link the current record to any record of the same process if needed.
Two-way process interaction- You can also use embedded fields where you can link specific checklist fields of any process to any other process. By doing so, changes to a process can be made via any process that specific process is linked to. For example, we can link process A and process B, it will create a two-way relation between these 2 process. So if an individual has access rights to Process A and not process B but you want to provide them access to specific fields of Process B, not have complete view or edit access to entire process B, then Linked records can be used.
Embedded fields- Admins can selectively expose fields from a target process within another process. For example, users without access to Process B can still view or edit specific fields from Process B via Process A, based on access controls.
Live data reflection- Any changes made to linked fields in one process are immediately reflected in the corresponding checklist of the linked process. This ensures real-time data consistency across processes.
User action control and visibility logic- Admins can control how the linked record appears (compressed, with status metadata), whether the record title is clickable, and define what actions users can perform—selecting, creating, or both.
Chatroom notification- Changes made in one process will also be lodged in the conversation window of the process for which changes were made as chatroom notification.
Revision flexibility- Linked Records support manual linking of the first revision of a record even if no other revisions have been created.
Admin user journey
1. Set up the field
Admin can navigate to the Manage view section → open an existing process or create a new process by clicking on the “New Process Template” button
Then, move to the Checklist section
Click on Add Fields section
Choose the field type as Linked Record
Then click on the “Add Field” button
Once your Linked Record field is added, give your Linked Record field a name to move forward with the process
2. Configure the settings section
To control the specific behaviour of your Linked Record field, you can start by going to the settings section and configuring the below setting
Linked Record settings
Setting
What this setting is
Use cases
Process
Specifies the target process to which the existing process needs to be linked
Linking CAPAs to Supplier records, linking SOPs to Training Records
Add Embedded Field
From the process that you have selected for linking to the existing process, select which specific Checklist fields needs to be linked to your process. By doing this, those specific Checklist fields will be visible in the Linked Record of the process that’s linked By default, embedded fields in a Linked Record are in a collapsed mode. You will notice a feature of “Visible by default”, which will make specific Checklist fields visible outside the collapsed mode.
Display Checklist fields like Supplier Rating, Document Number, or CAPA Owner directly in other process. Users who have access to the other process can directly make changes to the fields in your process without having to actually open your process.
Consumption options
Allow multiple- Enable users to add multiple records of the same process. By enabling this, users can add different records of the same process. If you disable this option, you will only be allowed to add one record. The button to add Linked Record will disappear after you add one record. You will still have the option to delete the existing record and replace it with another record of that process. Allow archived conversations- By default, in a Linked Record, when the end user try to link any record to a process, all archived records are hidden. With this won’t be able to see what archived records You can link archived conversations
If you want to track what changes were made by which users, different instances can be created of the Linked Record. This way, changes made by each person is saved separately
Auto fill related conversations
Allow multiple- Auto-links related conversations from selected records into the current record Allow archived conversations- By default, in a Linked Record, when the end user try to link any record to a process won’t be able to see what archived records You can link archived conversations
Maintains conversation traceability across linked records like Parent and Child CAPAs
Preview options
Show status, owner and due date- Adds metadata like status, owner and due date to the preview card or table (read-only) Suppress title hyperlink to the record- Disables navigation from linked record title to the actual process or record to which the current process is linked to
Efficiently view multiple linked items like material lots or inspection steps
Linked field relation
Parent/ Child- Defines if the linked record is the parent or child in the relationship. While creating a Linked Record, you can assign the existing process as a parent or a child. The system will automatically mark the linked process as the other relation
Used in hierarchical workflows like CAPA → Change Request (Parent) or Audit → Findings (Child)
Other options
Allow only selecting- This option enables users to select records from the linked process. Their actions are limited to selecting from existing linked records and not be able to create a new linked record. Allow selecting and creating- Enables both selection from existing process and creation of new records in the Linked Record field. Upon creating a new linked record, a new record window will be automatically created Allow only creating- Users cannot select existing records and must create new ones from this field. This way, any user who opens the Linked Record will be able to create a separate record of the linked process and the changes they make will reflect as chatroom notification in the record for which the changes are made Only show Linked Record- Limits the checklist preview to only the fields selected in "Add Embedded Field"
Ensures control where records must be pre-approved, like approved suppliers or validated test plans. Speeds up workflows where new records may need to be created during review Ensures a clean start for every issue log, complaint, or investigation
Allow manual revision linking even when there are no revisions created
Lets users manually link the first revision of a Linked Record even though the second revision hasn’t been created yet
Used in early-stage document or spec workflows before formal revisions are in place
Note: Linked Record support a semi-expended view by default. Admins can choose which embedded fields should always be visible when a record loads. All remaining fields can still be accessed via the “View all fields” toggle.
Configure the Condition field
As a next optional step, you can control the visibility of your Linked Record by configuring specific conditions fields
Conditions field
Setting
Description
Use case
Show until condition met
The linked record field is visible by default. Once met, the field will stay in shown state until the condition is met and there’s a behavior selected
Show a linked CAPA field unless a defect is marked as “Minor” — helps declutter the checklist in Quality workflows.
Hidden until condition met
The field stays hidden until a condition is satisfied. Useful for progressive disclosure of fields.
In a product change request, show linked testing reports only if the change is marked "Major".
Mandatory until condition met
The field is required by default but becomes optional once the condition is met.
Make linking a supplier record mandatory unless the item is marked “Internal”.
Disable until condition met
The field is locked until a condition is true to prevent accidental inputs. You can still interact with elements inside a Linked Record, just cannot add or change the records linked.
Disable linking a “Cleanup Task” until a preliminary review is marked complete.
Condition (Field + Qualifier)
Select a source field and qualifier value to define how that field will act. Multiple conditions can be combined using AND logic.
Trigger linked record visibility based on a picklist like "Risk Level = High".
Behavior options
Explicit control over what happens when the condition is met: hide the field, show it, or disable it. A behavior state is only applied if the condition is met, if its not met it simply falls back to the default state. Dependent linked field include- You can include certain linked records of the selected process based on the defined condition. Dependent linked field exclude- You can exclude the visibility of certain linked records from the process for the end user
Show a “Linked Review Record” only when status = “Under Review” — supports stage-based PLM visibility.
Mandatory if not hidden
Enabling this option will let users Makes the linked record mandatory only if it is visible.
Enforce supplier linking only when “Requires External Approval” = Yes.
4. Save and publish
Once all the configurations are complete, save the updated process.
Org Member user journey
Access the relevant process- Begin by navigating to a process where a Linked Record field has been configured within its checklist
Locate the Linked Record field- Identify the checklist field labeled as a Linked Record. This may appear in either a compressed card view or a table view, depending on the admin configuration
Add or select a linked record- Click the “+ Add [Process Name]” button. You’ll be presented with a selection modal to either choose from existing records or create a new one based on whether your admin has enabled "selecting", "creating", or both. You can search for existing records using a pre-configured search field (like title or ID)
View and interact with embedded fields- If the admin has added embedded fields, you’ll see an expand icon or arrow next to the linked record entry. Clicking this icon reveals the embedded checklist fields from the linked process
Make updates to embedded fields- You can directly edit embedded fields if your admin has permitted interaction. Any changes you make are synced in real time to the source record of the linked process. Fields that are locked or restricted will appear read-only.
Understand what actions are permitted- Your ability to edit, create, or select records depends on the configuration chosen by the admin (e.g., “Allow only selecting”, “Allow only creating”, or “Allow selecting and creating”). You may only see specific embedded fields if the admin has enabled the “Only show linked fields” setting
Access the linked record directly (if enabled)- If the “Suppress title hyperlink” setting is disabled, the title of the linked record will be clickable. Clicking it opens the full record, allowing you to view its conversation window, attached files, and audit trail. Any updates made via the Linked Record will show up as chatroom notifications in the target process’s conversation thread
Revision handling (if enabled)- If your admin has enabled revision controls, you can manually link the first revision of a record even when no other revisions exist. This is useful in workflows involving early-stage documentation, specifications, or initial versions of linked records
Conversation sync and visibility- All changes you make via the Linked Record field are logged in the conversation window of the target record. This ensures visibility and traceability of actions even if the record was updated from another process
Conditional field behavior- Some Linked Record fields may be hidden, disabled, or required based on other checklist field conditions. For example, you may not be able to link a record until a preceding review step is completed
Linked Record data storage
To view or interact with Linked Record data:
Go to Manage View: Navigate to the Manage View section and go to the Processes section.
Open your specific process: There, in the Processes section, select the specific process for which you want to access the Linked Record data for.
Expand the column: Click the expand icon on a record’s Linked Record field to reveal any embedded fields that have been configured by the admin.
Interact with embedded fields: Based on permissions, you may be able to view or edit these fields. Any edits will reflect directly in the original record and log a change in the chatroom of that record.
Supported field types in Linked Record
Linked Records support a wide range of field types as embedded fields. These include basic field types like Text, Number, Picklist, Date, Status, and Owner. More advanced types like File Upload, PDF, Users, Approval, and Form fields are also supported, with a few limitations. Form fields can be embedded, but when you want to view the form data, the actual form data is only visible in the target process to which the form belongs- only the field name is visible in the linked process.
Unsupported field types in Linked Record
Sections and subsections are not supported as embedded fields inside Linked Record fields. These structural elements are used for layout purposes within a process and do not function properly when referenced through a linked record. Additionally, comparison charts based on Linked Record values are not supported due to the complexity of cross-process value evaluation.
Nested Linked Record fields
In a Linked Record process is added, you can use embedded fields to add various checklist fields form the process that is linked. During this, you will also be able to add Linked Record field as an embedded field to the existing process. This created a nested linked record in that process, which basically means there will be linked record fields inside a linked record.
However, there’s an exception to this process. If you link two processes in your Linked Field Record, it automatically assigns the existing process as the parent process and the linked process as the child. For example, if you link process a and Process B, while adding embedded field in Process A, you will be basically referencing checklist fields of Process B, but when you want to add Linked Record of Process B to Process A, you will realize, you won’t be able to see the option to add that. This is because Linked Record of process B is actually just Process A and when you try to add Process B Linked record field to Process A, you’re essentially just linking Process A to Process A.
Linked Record notification
An interesting functionality of Linked Record feature is that when two or more users are working on the same Linked Record field, it will reflect real-time on the checklist fields without either of the users having to hit the "Refresh" button to see the changes. This will avoid discrepancies and allow easy collaboration.
Since in a Linked Record fields, any changes you make in the embedded fields are only visible as chatroom notification in the source record and not the record in which the changes are being made, it’s difficult to track changes between multiple collaborators. These instant field updates without the need to hit refresh will allow clarity when multiple users are working on the same Linked Record field.
Roles and permissions
User role
Permissions
Admin
Can link two processes together and add embedded fields in the linked process via settings
Org Member
Can edit and modify embedded fields in the linked process; can link two processes inside a Checklist field
External User
Can view the fields based on admin configuration
Best practices
Plan process relationships before linking- Determine which processes need to be connected and whether the existing process is the parent or the child of the connected process.
Use embedded fields selectively- Embed only critical fields needed for user context. You can also make some fields visible by default and keep others to be only visible upon clicking the expand button. Overloading the preview with too many fields can clutter the checklist and reduce usability.
Restrict access based on roles and permissions- Ensure embedded fields do not expose sensitive data from restricted processes. You can restrict end user access to your Linked Records both via the Role Management of your Org Settings and via the Linked Record settings.
Enable conversation previews for clarity- Turn on options like “Auto-fill related conversations” and “Show status, owner and due date” to improve traceability. These help users stay informed without opening the full record.
Use linking within the same process only when needed- Linking to the same process can be useful for recursive relationships but should be used with intention. If you have multiple records of the same process, then this can be useful.
Suppress hyperlink if record navigation isn’t needed- Disable title hyperlinks when users shouldn’t leave the current checklist. This helps maintain focus, especially during audits or structured reviews.
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