URL Library is a PRO feature that allows you to define a link once in your Space and reuse that link in multiple places. Also, if a URL changes, or you want to update a title, tags, or other information, you can do so in one place. All links and references to the URL across the Space are instantly updated.
A URL could be an app screen, e.g. Salesforce new Opportunity, an item in a cloud document management app, internal webpages or wikis, or an external webpage.
- If the URL link changes, change it just once in the URL Library.
- Bulk load the URL Library from a CSV file.
- Sync local URL attachments with the URL Library to update links.
- Report on how many times a link is used and where.
URL Library can only be managed by a user with URL Library Manager permission on a PRO space.
Using the URL library
Whenever you click to Add link I URL for requirements, stories or process activities or Add documentation I URL for Org/Ref Model nodes you will see the following screen that will allow you to choose one of the already existing links.
Adding links to the URL library
Navigate using the left menu to the URL Library and then click on NEW URL on the top bar (URL Library Manager permission needed).
Each URL has a name, URL and description. You can tag URL items so that they can be filtered.
Alternatively, you can just select the LINKS tab (for requirements, stories and process activities) or the DOCUMENTATION tab (for Ref and Org Model nodes) to add a new URL link straight away. When adding a URL link straight to the item the user with URL Library Manager permission will be able to save that URL in the library.
Loading URL library from CSV file
Click on the additional menu items icon and select "Import from CSV".
The CSV file format is below.
No header row – row one is imported.
E: External ID (only imported if D has a value)
F: Tags (space separated list, if a tag does not exist, it will be added)
Syncing local URL links with the URL Library
Your URL Library may not always be up-to-date. The editors might use numerous URL links that are not part of the library. To make sure that your library is up-to-date, and URLs used by various editors are correct and approved, you might want to use the sync functionality.
You can sync URLs attached to a requirement, reference model, and diagram. First export local URLs, i.e. URLs that are not in the Library, as a CSV file from a process, requirement or reference model. You can do this by clicking on the three-dot dropdown menu for an item as seen in the image below.
Check the file, update as required, and import the file into your URL Library. Once your Library is up-to-date, return to the item (requirement, reference model or a diagram in diagram editor) and select "Sync URLs" option. The system will then check all URL links, and if the matching link is found in the library then the local URL will be exchanged for the URL Library record.
Reporting on URL Links
There are two reports available. Click on the report icon in the upper-right menu and select "Add new report".
There are two report types:
- URL List: this is the contents of the URL Library
- URL Usage List: this is where each URL link is used - requirements, stories, process activities and model nodes.
All reports are run in background mode and a notification will appear when the report is available. Click on the report icon when a notification appears and select the newly generated report to open it in a new tab where it can be filtered, sorted, exported and printed.