Linked Record
Introduction
Linked Record is a special field in a checklist that allows you to link and reference two different records together and make changes to those records without navigating to the record in which changes are made. The records that are linked can be of the same process process or two completely different processes.
This is useful when you need to connect related records across different workflows without duplicating information. Linked Records can also display and let you edit specific fields from those related records, depending on what your admin has configured.
Feature capabilities
Link records across processes- You can link records from one process to another, such as linking a CAPA to an audit finding or a supplier record to a complaint.
Link records within the same process- You can also link records from the same process if the process is designed to allow internal referencing.
Interact with embedded fields- You may see specific fields from the linked record embedded in the current checklist. These can often be edited directly without navigating away, depending on access permissions.
Live synchronization of data- Any change made in the embedded fields is instantly reflected in the linked process.
Flexible record selection- You may be able to select existing records, create new ones, or do both depending on admin settings.
View record metadata- Linked records may display details like status, owner, and due date to give you immediate context.
Record-specific conversations- All changes made through a Linked Record are logged in the conversation thread of the target record to maintain traceability.
Revision compatibility- If revision tracking is enabled, you will be allowed to manually link the first revision of a record even if no revisions exist yet.
How to use linked record
Navigate to the process:
Go to the record in Unifize where a Linked Record field is included in the checklist.
Locate the Linked Record field:
Look for the field that allows linking- this will appear as a button with name “+ Add [Process Name]”
Add or select a record:
Click on the “+ Add [Process Name]” button. You may be able to select an existing record, create a new one, or do both based on your configuration. Use the search bar if you're selecting from existing records.
Expand embedded fields (if applicable):
If the record has embedded fields, click on the expand icon to see more details. Some fields may be visible by default; others may only appear on expansion.
Make changes to embedded fields:
If editing is enabled, you can directly update certain fields within the linked record. These changes are automatically synced to the original process and appear in its checklist.
View conversation activity:
If the record title is clickable, you can navigate to the linked record and view its conversation window. Any changes made from your checklist will appear as a chat notification in that record.
Revision-specific behavior:
If revision functionality is active, you may be allowed to link to a first revision of a record even if no subsequent versions exist yet.
Work with field conditions:
Some Linked Record fields may appear only after certain checklist values are selected. You might not see the field until a condition (like “Risk Level = High”) is met.
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.
Roles and permissions
Admin
Configure Linked Record fields, set permissions, choose embedded fields, and define field behavior.
Org Member
Link records, view and edit embedded fields (if permitted), and create or select linked records.
External User
View linked records and embedded fields based on admin-defined visibility settings. Editing is usually restricted.
Best practices
Understand when to link records: Only link records that are relevant to the current checklist and necessary for decision-making. Avoid unnecessary or unclear references.
Use embedded fields purposefully: Only interact with the embedded fields that are relevant to your work. Do not change data that you don’t understand the impact of—changes affect the original record.
Be aware of your permissions: Your ability to select, create, or edit linked records depends on how your admin has configured the process. If something is disabled or missing, it may be restricted.
Pay attention to field visibility: If you don’t see a Linked Record field, it may be hidden due to checklist conditions. Complete earlier steps first to reveal it.
Use revision linking when required: If you are working with documents or specifications, you may need to link to a specific revision. Link the correct version as instructed.
Avoid accidental navigation: If hyperlinks are disabled, stay focused on your current record. If hyperlinks are available, only navigate to the linked record when necessary.
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