Cross References

Docwize lets you create and track cross references between documents. This feature is particularly useful in industries such as litigation and construction. For example, if a letter refers to other documents, you can link the letter to them with a cross reference. You can record the reason for each cross reference, and Docwize tracks its direction: which document refers to which.

A cross reference is made from the document that does the referring. It then shows on both documents: on the referring document as a link to the other one, and on the other document as a link back.

To create, edit or delete cross references, you need the Review Document permission, and you must be able to see both documents.

What you can do in Cross References

• Link a document to the documents it refers to, several at a time
• Record a reason and a description for each cross reference
• See a document's cross references, in both directions, in Document Details
• See the cross references as a diagram in Network View
• Edit or delete a cross reference

Cross References section

The Cross References section of a document's Document Details lists every document it is linked to. Use it to check what a document refers to, and what refers to it.

Cross References section of the referring document

Field	Description
Network View	Shows the cross references as a diagram. See Network View.
Search	Filters the list by a search term.
Toggle Density	Adjusts the row height of the list.
View Document Info (i icon)	Opens the Document Details of that row's document.
Direction arrow	A green arrow pointing right means this document refers to that row's document. A red arrow pointing left means that row's document refers to this one.
CR Reason	The reason chosen when the cross reference was made.
CR Description	The description typed when the cross reference was made.
Doc Number	The linked document's number. The other columns show the linked document's details.

The list shows only documents you are allowed to see.

On the other document, the same cross reference appears with a red arrow pointing left, because that document is the one being referred to.

Cross References section of a referenced document

Network View

Network View gives you a picture of a document's cross references instead of a list. It is useful when a document has many cross references and you want to see at a glance how they connect.

Click Network View in the Cross References section. The document whose details you are viewing is marked This document. Documents that refer to it and documents it refers to are shown in different colours, as the key at the top shows: References this and Referenced by this. Each line is labelled with the cross reference's reason. To find a document in a large diagram, type in Search cross references…. To go back to the list, click Grid View.

Network View

Click a document in the diagram to see its details in the Selected Document panel: its number, the cross reference's Reason, and its Note (the description). Click Open Document Details in the panel to open that document's Document Details. Right-click a document in the diagram to preview it or open its details.

Right-click functions

Right-click a row in the Cross References section to change or remove that cross reference.

Cross reference right-click functions

Function	Description
Copy Cell Text	Copies the text of the cell you right-clicked.
Edit Cross Reference	Opens the cross reference so you can change its reason or description.
Delete Cross Reference	Removes the cross reference after you confirm. The documents themselves are not deleted.
Refresh Cross References	Reloads the list.

How to create a cross reference

Create a cross reference when one document refers to others: for example, a letter that mentions a drawing and a set of meeting minutes. You start from the document that does the referring, the main document, and add the documents it refers to.

The right-click menu offers Cross reference while the main document's Document Details is open. Opening it in its own browser tab keeps it out of the way while you pick documents. The menu shows that document's description and number, so you can check you are linking to the right one.

The main document in the right-click menu

Step	Description
1	Open the main document's Document Details.
2	Click Open in New Tab in the toolbar of Document Details. The main document's Document Details opens in a new browser tab. Leave it open.
3	Go back to the original tab. In a folder or Dataview, tick the documents you want to link to the main document.
4	Right-click one of the ticked rows. The menu shows the main document's description and number.
5	Hover over the main document's description and click Cross reference in the menu that opens beside it. The Add Cross Reference window opens.
6	Choose a Cross Reference Reason. Save stays unavailable until you do. If you have the Lookup Lists permission, you can click + in the field to add a new reason.
7	Optional: type a Description.
8	Click Save.
9	Repeat steps 3 to 8 in other folders or Dataviews until every related document is linked.
10	Optional: go to the tab where the main document's Document Details is open. The new cross references are listed in its Cross References section.

'Add Cross Reference' window

Example: Creating a Cross Reference

The reasons on offer come from the Cross Reference Reasons list, which administrators manage in Manage Lists.

How to edit or delete a cross reference

Edit a cross reference when its reason or description is wrong. Delete it when the documents should no longer be linked.

Step	Description
1	Open the Document Details of either document and go to Cross References.
2	Right-click the cross reference's row.
3	To edit it, click Edit Cross Reference, change the Cross Reference Reason or Description, and click Save.
4	To delete it, click Delete Cross Reference, then confirm. The row is removed from both documents.