# Working with Hyperlinks in RIM Submissions Publishing Hyperlinks within eCTD submissions are a vital navigation aid for reviewers of submitted content, and missing hyperlinks can result in a slower approval timeline. Within Submissions Publishing, you can manage hyperlinks using: * [Vault Link Annotations][1] * [Dynamic Links][2] * [Keyword Links][3]
## Creating & Navigating Link Annotations {#link-annotations} Submissions Publishing leverages Vault's [link annotation](/en/lr/15303/) functionality by converting link annotations and MS Word links to standard relative PDF links upon publishing. This allows you to create cross-reference links within Vault once documents are finalized, outside the context of a submission. When you create a link annotation and select multiple targets of the same type (for example, permalinks only or anchors only), Submissions Publishing determines the most appropriate target, based on the logic outlined in [Link Publishing][4]. This can be useful, for example, when the same source document is used in multiple regions, but the target document differs from region to region. ### Creating Links to Submitted Documents {#submitted-doc-links} When you create a link to _Submissions Archive Content_-type documents that were imported or published previously, the following must be true in order for Vault to publish links correctly: * The _Actual Submission Date_ field must be set on the target document's related _Submission_ record. * The _Dossier Status_ field on the target document's related _Submission_ record must not be set to **Publishing Active**. ## Creating Dynamic Links {#dynamic-links} While authoring submission content, you can create document permalinks within the source document that navigate users to other content within Vault. Cross-document links in MS Word documents can persist even as content changes during the authoring process. See [Using Dynamic Linking](/en/lr/57859/) for more information. ## Creating Keyword Links {#keyword-links} RIM can compare _Keyword_ statements and other product information to automatically suggest and create [link annotations](/en/lr/9777/) to relevant reference materials via the _Suggest Links_ action. There are four ways to link to a _Keyword_: * **Suggested Links**: When you click the _Suggest Links_ button on a document, Vault generates Suggested Links which you must review and accept or reject. * **Approved Links**: When you accept a pending Suggested Link, it becomes an Approved Link. * **Auto Links**: When you click the _Suggest Link_ button on a document, Vault generates Auto Links for exact text matches, which do not require review or approval. Your Admin may disable Auto Links. * **Keyword Links**: When creating link annotations on documents with non-text content, such as embedded images or on video documents, you can select the _Keyword_ type to manually create a link to a single approved, matching _Keyword_ and its references. ### Using the Suggest Links Action You can automatically generate links for some document types. The _Suggest Links_ button appears at the top of the Doc Info page when: * You have _Annotate_ and _Edit Relationships_ permissions on the document. * Suggested links have not yet been generated by clicking the _Suggest Links_ button. * There is at least one matching approved _Keyword_. Vault notifies you if the _Suggest Links_ action fails or takes longer than three (3) minutes. When the _Suggest Links_ action is complete, the _Suggest Links_ button becomes the _Suggested Links_ button and you will see a notification. ### Reviewing & Accepting Suggested Links When the _Suggest Links_ action is complete, click **refresh** in the notification or click the **Suggested Links** button to open the Suggested Links view. Once generated, suggested links appear to the right of the document. Click a Suggested Link to view it, then click **Accept** to add the link or **Reject** to reject the suggestion. You can also hover over the name of the document in the Suggested Link for more information, or click the name to open the document. To view the _Keyword_ record that Vault used to generate the suggested link, click its name in the **From** field. If you select a target or document type that is disabled by your Admin after you open the _Select Anchor_ dialog, you will receive an error message. When you accept a Suggested Link, Vault creates an Approved Link annotation. You cannot move, add, or remove references from the resulting Approved Link annotation, and these options will not appear in the annotation toolbar. Accepting a Suggested Link triggers [continuous publishing](/en/lr/48608/#continuous_publishing). Vault displays the related _Keyword_ records for all Suggested and Approved Links in _Pending_ and _Approved_ status in the _Keywords_ section of the document fields panel. Hover over the _Keyword_'s name for details, or click it to go to the _Keyword_'s record detail page. If you reject all Suggested Links for a _Keyword_, it no longer appears in this section. ### About Auto Links In cases where there is an exact text match or a wildcard, Vault creates an Auto Link annotation authored by the user performing the _Suggest Links_ action. Auto links are similar to Suggested Links, but, depending on your Vault's configuration, Vault may add the resulting annotations without requiring approval. You cannot move Auto Links or edit their references; however, an Auto Link's author can edit its comments and tags and delete the annotation. Vault displays the related _Keyword_ records for all Auto Links in the _Keywords_ section of the Doc Info panel. ### Manually Linking to Keywords Vault does not generate links for non-text content. You can add _Keyword_ links to documents manually if manual linking to _Keywords_ is enabled in your Vault, the document has a viewable or video rendition, and the _Suggest Links_ action is enabled for the doctype. To add links to _Keywords_ manually: 1. Click the **View annotations** button to enter annotation mode. 2. Select the link cursor mode. 3. Select **Keyword** from the drop-down. If your Admin has changed the label for the `annotation_keywords__sys` object in your Vault, you will see this label in the drop-down instead. 4. Highlight the area or text to place the link to open the record picker dialog containing all _Approved Keywords_ you have permission to view. Vault auto filters these _Keywords_ based on matching fields. 5. Select the desired _Keyword_, then click **Close** to create the annotation. If you close the record picker dialog without making a selection, Vault does not create the link annotation. Vault displays the related _Keyword_ records for _Keyword_ Links added manually in the _Keywords_ section of the Doc Info panel, and documents containing _Keyword_ Links appear in the _Where Used_ panel of a _Keyword_ record detail page. You must be in a [document role](/en/lr/2572/) with _Annotate_ and _Edit Relationships_ permissions to manually link to _Keywords_. ### About Self-Referencing Links When adding links to a document, it is possible to create a link to an anchor elsewhere within the same document and version. However, Vault prevents you from creating whole-document links to the same document version. Therefore, some situations may result in a Suggested Link or Auto Link that does not include a link component for that reference in the resulting annotation. For example, Document A is the only reference for _Keyword_ 001. If Jane performs the _Suggest Links_ action on Document A, the resulting annotation contains only a link to _Keyword_ 001 and does not contain a link to Document A. Additionally, if a user creates a _Keyword_ Link by selecting a _Keyword_ that references the same document version at the document level, Vault does not include a link component for that reference in the resulting annotation. For example, if Document A contains a PDF file, and Jane creates a _Keyword_ Link and selects _Keyword_ 001 in the record picker dialog, the resulting annotation contains only a link to _Keyword_ 001 and does not contain a link to Document A. ### Removing Suggested Links To undo the _Suggest Links_ action and delete all Suggested Link and Auto Link annotations from a document: 1. Click the **View annotations** button to enter annotation mode. 2. Click the **Remove Suggested Links** button. 3. In the pop-up dialog, click **Continue**. This action removes all Suggested Links and Auto Links from a document, but does not prevent other users with the correct permissions from using the _Suggest Links_ action on the document in the future. ### Keyword Linking Limitations The following limitations apply to _Keyword_ Linking: * Vault cannot create Suggested Links on non-text content. * Suggested Links in _Pending_ status cannot find _Match Text_ that spans across multiple pages. * Suggested Links in _Pending_ status do not appear in _PDF With Annotations_ or _Export Annotations_ downloads. * You cannot download Suggested Links in _Pending_ status with the [_Download Notes_](/en/lr/9777/#download-csv) action. * You cannot run the _Suggest Links_ action or accept pending links on archived documents. Note that removing pending links is allowed. * Vault does not bring forward Suggested Links in _Pending_ or _Approved_ status or Auto Links. * When using the _Make a Copy_ action on a document, Vault temporarily shows pending Suggested Links, Approved Links, and Auto Links in the unsaved new document. These annotation types are not copied to the new document once it is saved. Manual Links and _Keyword_ Links are copied to the new document when using the _Make a Copy_ action. * When using the [_Make a Copy_](/en/lr/3591/) action on a document with Approved Link or Auto Link annotations, Vault does not copy the associated linked document relationships unless _Include Linked Document relationships from Auto Links_ is enabled for your Vault. Contact Veeva Support to enable this feature. ## Link Publishing {#link-publishing} During publishing, Vault: * Compiles the link annotations and dynamic links within the document and converts them to standard PDF links with relative paths to the target documents, determined by the _Published Output Location_ (`xml_xlinkhref__v`) field within the same submission and application. * Includes the application and sequence folder in the link path, if your documents include links to _Submission Archive Content_-type documents that were previously published or imported. You cannot publish a link that is pointing to a document that is in a submission that is actively being published (Continuous Publishing is enabled) or hasn't been submitted yet (Actual Submission Date is not populated). * Links to the latest possible version of the target document in the current submission, unless the link annotation or URL targets a specific document version. * Searches prior eCTD submissions in the current application if the target document doesn't exist within the current submission. If the target document doesn't exist in either location, Vault creates links to documents in a different submission as long as the application has the same _Lead Market_, _Health Authority_, and _Healthy Authority Division_, and the _Allow Cross Application Linking field_ is set to _Yes_ on the _Country_ record selected as the lead market. * Resolves dynamic and keyword links based on the _Source for Published Document_ when set to a [Custom Rendition](/en/lr/3037/), such as the _Publishable Rendition_. Vault link annotations are resolved only when this field is set to _Viewable Rendition_. * Automatically suppresses weblinks and mailto: links on documents matched to a specific _Content Plan Item_ when the **Suppress Weblinks** checkbox is **Yes**. Vault also supports cross-application PDF links, allowing users to navigate easily to referenced pages within a target document. ### Publishing Dynamic Links During the publishing process, Vault also converts permalinks created with copied Bookmark or Destination links in Vault to standard PDF hyperlinks with relative paths based on the _Published Output Location_ (`xml_xlinkhref__v`) field on the _Content Plan_ record. ### Link Publishing Limitations * Vault ignores link annotations created in the source Vault when publishing [CrossLink documents](/en/lr/23145/). * During publishing, Vault renders all links to display in blue text, even if [this setting](/en/lr/153330/#link-settings) isn't enabled in your Vault. [1]: #link-annotations [2]: #dynamic-links [3]: #keyword-links [4]: #link-publishing [5]: #submitted-doc-links