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How to Fix Invalid Links

The Document Viewer provides a list of (or rather "Descriptions" for) all the documents linked to each of your clients and policies. All of these "Descriptions" are in the client's database record, whereas the actual files linked to them could be anywhere on your computer, server, or network. Ideally the actual physical documents should be stored in each client's sub-folder within the one called "Documents" in the main Durell data folder called "Imw-Data" (e.g. S:\Imw-Data\Documents\A\AARON F 4168), though this is not essential. Indeed one of the benefits of the Document Viewer is that it can link to documents held anywhere (e.g. on a separate hard drive) and immediately list all of them against each client.

Unfortunately over time it is almost inevitable that some of the real physical files will get deleted, moved or re-named, typically by new staff who aren't aware of the existence of this linking system, as a result of which some of the "Descriptions" in the Document Viewer will acquire "Invalid Links".

The first step is to check whether you have any such invalid links. To do so, starting from a current client record in Durell...

Document Viewer, With INVALID LINKS.png

You should now see a list of all the documents linked to the current client (regardless of policy folders, etc) that have invalid links. If the list is blank then you don't have any invalid ones, and need not concern yourself further. However if you do see some listed you can choose to either leave them, fix them or delete them....

How to Delete Descriptions with Invalid Links

To delete the Descriptions with invalid links...

Document Viewer, Delete button.jpg

 How to Fix Descriptions with Invalid Links

As per the first illustration in this section, click the "Rename / Edit" button, which will display a pop-up showing the "File name and path" of the actual document linked to this Description (shown as "Name in document viewer". The filename and path can be very long, for example the full (but invalid) path to the highlighted Description above was...

N:\Imw-Data\TEMPLATE\Policy Register\Commercial\A S SITE SERVICES LTD 60073 COMM Invoice   Full Payment 11092012.doc

....so a useful trick is to copy it temporarily into the Windows "Notepad" where you'll be able to refer to it again, if needs be. To do so...

Document Viewer, Using Notepad.png

Now that you know the name and original location of the actual document you should click the "Browse" button to see whether it is still in that location, but possibly renamed. This typically happens, when for example, staff see a file name like the one above with lots of spaces between the word "invoice" and the word "Full" - it's very tempting to rename such a file "correctly", but in so doing one might easily be making its Durell link invalid. So if you can see a slightly renamed version in the "Find Documents" pop-up, shown below, simply double-click it, return to the Durell pop-up and click the "OK" button - which will fix the link.

However in the example below there are no files at all - which is hardly surprising as in this case the Description was linked to a file in the "Template" folder of Imw-Data, instead of the "Documents" one (n.b. you can see the filepath below is "Template, Policy Register, Commercial"). So it would have been very tempting for someone to move this file to the client's folder - hence invalidating the link.

Within this "Find Documents" pop-up you could try navigating to the current client's document folder to locate the file there, but such a manual search is typically time-consuming and fruitless. A better solution is to navigate to the root of the current hard drive by double-clicking it on the left of the pop-up (in this example by double-clicking "Network Data (N:)") and then copying & pasting just file name from your copy in Notepad (in this case "A S SITE SERVICES LTD 60073 COMM Invoice   Full Payment 11092012.doc") to the "Search" field at the top right of the pop-up (showing "Search Commercial", because it's in the "Commercial" folder at this particular moment).

Document Viewer, No docs found.png

As you can see below, the search rapidly found the file in one of the client's policy folders (as expected, and more quickly than you could do manually), which can be double-clicked to bring it back to the Durell pop-up, where it can then be saved by clicking the "OK" button. 

Document Viewer, Found doc.png

A final useful tip when using Windows Search is to click the drop-down icon at the top right of the pop-up, which will then allow you to switch the display between "Details" (as shown), icons, etc. When searching you're almost always best off using the "Details" option in case there are similarly named files in different locations. It allows you to check the found documents' true filepaths and original dates, as illustrated above.