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The Edit DataLink action allows you to manage database record links associated with documents in Alfresco Content Services. This feature enables you to connect document metadata with external database records.

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Prerequisites

  • Administrator permissions are required to manage datalinks
  • The document must not be in the Trashcan
  • The document must have compatible content properties configured by your administrator
You can access the DataLink management dialog from multiple locations in Alfresco Content App:
1

From the Document List

  1. Select a document in the file list
  2. Click the More Actions button (three dots) in the toolbar
  3. Select Edit DataLink from the menu
2

From the Document Viewer

  1. Open a document in the viewer
  2. Click the More Actions button in the viewer toolbar
  3. Select Edit DataLink from the menu
3

From the Context Menu

  1. Right-click on a document
  2. Select Edit DataLink from the context menu
The Edit DataLink action is only visible to users with administrator permissions. If you don’t see this option, contact your system administrator.
When you open the DataLink dialog, you’ll see the “Manage DataLink” window with the following components:

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Tabbed Interface

The dialog displays tabs for each configured datalink type. Your administrator configures these datalink types based on your organization’s database schema and business requirements.
  • Each tab represents a different type of database connection
  • The tab label shows the datalink type name
  • Switch between tabs to manage different types of linked records

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Linked Records Table

Each tab displays a data table showing records currently linked to the document:
  • Columns: Display fields from the database records (configured by your administrator)
  • Rows: Each row represents one linked database record
  • Multi-select: Click checkboxes to select multiple records for bulk operations
  • Empty state: If no records are linked yet, you’ll see “No linked data yet.”

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Available Actions

The dialog footer provides three action buttons:
Add: Opens the search dialog to link new database records to the documentDelete: Removes selected records from the document (disabled when no records are selected)Close: Closes the dialog and returns to the document view

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Common Workflows

  1. Open the DataLink dialog for your document
  2. Select the appropriate tab for the type of record you want to link
  3. Click the Add button
  4. Use the search interface to find and select records
  5. Confirm your selection to link the records
  1. Open the DataLink dialog for your document
  2. Navigate to the tab containing the records you want to remove
  3. Select one or more records using the checkboxes
  4. Click the Delete button
  5. The selected records will be unlinked from the document
You can select multiple records at once and delete them in a single operation. This is useful when you need to remove several outdated links.

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Viewing Linked Data

  1. Open the DataLink dialog for any document
  2. Browse through the tabs to see all linked records across different datalink types
  3. Review the record details displayed in the table columns
  4. Click Close when you’re done reviewing

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Error Messages

You may encounter the following error messages:
  • “Not available for folders”: The DataLink feature only works with files, not folders. Select a document instead.
  • “Not compatible content”: The document doesn’t have the required properties configured. Contact your administrator to set up the necessary content model.
  • “No elements selected”: You attempted to delete records without selecting any. Select at least one record before clicking Delete.

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Next Steps

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