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Version: 7.3

Opening shortcuts from SharePoint

Introduction​

The Convert archived files to shortcuts function allows users to convert archived files in the SharePoint Archive to shortcuts. This option is generally used for archived items older than 1 or 2 years, depending on the company's requirements.

During the conversion process, the Administrator can select the shortcut type to use:

  • Keep original – The files are converted into shortcuts, while the files on SharePoint retain their original format, unless the shortcut cannot manage the version history.
  • HTML shortcut – The original SharePoint items are replaced with HTML files. The entire version history is deleted, and the archived item can be opened through the actions available on the HTML shortcut.
  • Modern shortcut – The archived file is replaced with an .alink shortcut file. The shortcut uses Microsoft 365 M365 File Handler technology, which allows SharePoint to recognize the file type and automatically redirect the user to contentACCESS when the shortcut is opened.

For more information about the archive job and the Convert archived files to shortcuts option, see SharePoint Archive job configuration.

Open HTML shortcuts from SharePoint​

To open an archived file using an HTML shortcut:

  1. Click the shortcut file.

  2. The shortcut preview opens and displays basic information, such as the archiving time, file URL (the location of the item on SharePoint), and size.

    The following actions are available:

    • Preview – Opens the archived file's preview. Right-click the Preview button and select Open link in a new tab. The user is redirected to the Preview service, where the original file can be downloaded, saved as PDF, or restored.

    • Download – Downloads the original file instead of the shortcut. Right-click the Download button and select Open in new tab.

    • Open in Portal – Opens the archived item in contentACCESS Portal. In the Portal, the user can view the version history of the selected file, view the item or file preview, download the document, and view other items from the same folder. For more information, see Item list and item preview.

    • Restore original – Restores the shortcut to the original file. The selected item is opened in contentACCESS Portal, where the restoration process is displayed in a pop-up window. When the process is complete, the user can open the restored file in SharePoint in a new tab or remain in contentACCESS Portal. This option works similarly to the Recover selected item(s) function in contentACCESS Portal.

Open Modern shortcuts from SharePoint​

Modern shortcuts can be opened in SharePoint in two ways:

  • Click the file name.
  • Open the context menu (… → Open → contentACCESS Shortcut handler).

In both cases, the selected file opens in a new window and its content is displayed.

Within the file preview, the user can:

  • Download the original file.
  • Save as PDF.
  • Restore the shortcut.

The header also provides the following options:

  • Open the documentation using the question mark.
  • View the initials of the logged-in user.
  • View the user's name and email address.
  • Open View account.
  • Log out.
  • Open the related item directly in contentACCESS Portal using Open Portal.

Restore Modern shortcuts​

Modern shortcuts can be restored from either the preview or the context menu.

Restore from the preview​

To restore a shortcut from the preview:

  1. Click Restore.

  2. The Restore in progress window is displayed while the process is running.

  3. When the process is complete, the Restore is done! message is displayed.

After closing the preview, the file is available again in SharePoint in its original format.

Restore from the context menu​

One or more shortcuts can also be restored directly from SharePoint:

  1. Select one or more shortcuts.

  2. Open the context menu (…).

  3. Select Restore archived file.

The Restore Shortcuts window opens, where multiple files can be processed at the same time.

  1. Click Restore to start the process.

When the restoration is complete, the following options are available:

  • Open file – Opens the restored file. This option is available only when restoring a single file.
  • Open containing folder – Opens the SharePoint folder containing the restored file.

Screenshot: Restore single item

Screenshot: Restore multiple items

Limitations while using modern shortcuts in SharePoint​

While modern shortcuts provide access to archived files without storing the original content in Microsoft 365, some Microsoft 365 functions and user scenarios have limitations. The following sections describe the limitations that apply when using modern shortcuts in SharePoint, including opening shortcuts, supported links, guest user access, and recommended practices for compliance and offloading.

Not all Microsoft 365 link types work with modern shortcuts. The following are supported:

  • Copy link – links created for People in MSFT or People you choose
  • Share – links created using this SharePoint function for People in MSFT or People you choose

When sharing or referencing a modern shortcut, use these two methods.

Conversely, the following are not supported:

  • Copy path - the path copied from the detail panel
  • Copy URL - the URL copied from the browser address bar
  • Insert link – links inserted through Microsoft 365 applications (e.g., Word, Excel, PowerPoint) or other applications

Guest user access​

Guest users without a contentACCESS user account cannot access archived content through modern shortcuts, as contentACCESS sign-in is required.

Best practices for compliance​

For compliance-related jobs, consider the following practices:

  • Create a backup copy of files modified within the last 6 months
  • Run the job on a daily or weekly basis

Best practices for offloading​

For offloading jobs, consider the following practices:

  • Focus on larger files, for example files larger than 5MB
  • For files that have not been modified in the last 6 months, remove older versions and keep only the last version
  • For files that have not been modified for 2 years, convert the files to modern shortcuts
  • Run the shortcutting job monthly