Streamline SharePoint Document Management with Infowise

Introduction

Managing documents in SharePoint is an essential part of day-to-day business processes. Whether you're handling contracts, proposals, project files, or reports, the ability to link documents efficiently and intelligently to your list items is critical for accuracy, collaboration, and compliance.

While SharePoint provides a basic Attachments feature, it has several limitations. It stores files as attachments inside list items, without version history, permissions, metadata, or centralized document library features. This makes it unsuitable for organizations that need structured document management.

That’s where the Infowise Document Link column comes in.

Available as part of the Infowise Ultimate Forms suite, the Document Link column is a powerful and flexible SharePoint column type. It allows users to link existing documents from one or more document libraries - or even upload new files directly - without duplicating content or losing metadata. It’s designed to enhance SharePoint’s native capabilities by providing smarter document linking, advanced configuration, and dynamic source selection.

Let’s explore how this feature works, its real-world benefits, and how you can use it to streamline document management in SharePoint.

Why Not Just Use SharePoint Attachments?

The Attachments column in SharePoint lists is convenient for quick document uploads, but it falls short in many use cases:

• Lack of version history: Once attached, documents are static and can't leverage SharePoint's versioning features.

• No metadata: Attached files don’t benefit from custom metadata columns used in document libraries.

• Limited permissions: Attachment security is tied to the list item, not the file itself.

• Redundancy: Documents are copied, not referenced. This leads to duplication, storage bloat, and version confusion.

If your documents already reside in one or more SharePoint libraries, or if you need to manage them with version control, approval workflows, or compliance tagging, attachments simply aren’t enough.

What Is the Infowise Document Link Column?

The Document Link column is a specialized column type included in Infowise Ultimate Forms. It allows list items to reference documents from one or more SharePoint libraries without creating copies or attachments. The column opens a configurable document picker where users can:

• Browse and select existing documents

• Upload new documents to a designated library

• Link multiple files to a single list item

• Dynamically select the source library based on other column values

• Attach documents to other documents - unlike the built-in Attachments column, Document Link is also available in document libraries

This creates a seamless connection between structured list data and your organization’s central document repositories - preserving metadata, permissions, and document lifecycle management.

Key Features and Capabilities

1. Multi-Document Linking

Users can link multiple documents to a single list item. For example, a project list item might be associated with a proposal, timeline, budget file, and signed contract - all from different libraries, if necessary.

2. Upload or Link Mode

Users are given the choice to either select existing documents or upload new ones directly to a library. This keeps documents centralized and avoids unnecessary duplication.

3. Dynamic Library Targeting

One of the most advanced features of the Document Link column is its ability to dynamically select the source or target library based on another column's value in the list. For example:

• If your organization has three libraries - Sales, Finance, and Research - you can create a Department choice column in your list.

• The selected department determines which library the document picker opens when users click Add Link.

• This ensures documents are stored in the correct location, without manual navigation.

This approach reduces user error, enforces filing consistency, and makes document management more intuitive.

4. In-List Preview

Once documents are linked, users can view the associated files directly from the list view. There’s no need to open the item or search through libraries. The link is visible, clickable, and accessible from the list column itself.

Real-World Use Cases

Project Management

Projects often involve a variety of documents - plans, risk assessments, contracts, and reports. With the Document Link column, project managers can link all relevant documents to a single SharePoint list item while maintaining their storage in centralized document libraries.

Task Tracking

Each task in a workflow might require supporting documentation - checklists, specifications, or reference materials. Instead of uploading these as attachments, users can link existing documents that are already maintained with version history and approvals.

Event Management

For each scheduled event or meeting, link agendas, minutes, and presentation decks from a document library. Use dynamic source selection to separate event types or departments.

Legal and Compliance

When dealing with contracts, policies, or compliance documentation, it’s critical to maintain strict control over document versions and metadata. The Document Link column ensures legal files remain in managed libraries while staying connected to related list items such as audits, reviews, or case records.

How to Configure the Document Link column

Setting up the Document Link column is easy using Infowise Ultimate Forms, which provides a no-code interface for adding and managing columns.

1. Create or choose a SharePoint list (or even document library!) where you want to link documents.

2. Add a new column, selecting Document Link column from Infowise’s column types.

3. Configure the following options:

   • Source library: Choose the default document library to link or upload documents to.

   • Enable dynamic targeting: Link the source to another column (like Department) to dynamically adjust the library.

   • Allow multiple selections: Let users link multiple documents if needed.

   • Allow uploads: Give users the option to add new files during the linking process.

4. Save and publish your form layout using Ultimate Forms Form Designer.

Now, when users open the form, they’ll see a document picker tailored to their selection, and they can link files with a few clicks.

Benefits for Business Users and Administrators

For Business Users:

• Faster document access from list views

• Fewer mistakes - the right document goes to the right place

• Reduced complexity - no need to navigate libraries manually

For Administrators:

• Improved document control through centralized libraries

• Better compliance with policies and metadata requirements

• Scalable solution adaptable across departments and use cases

Enhanced Integration with Other Infowise Ultimate Forms Features

The Document Link column works seamlessly with other components of Infowise Ultimate Forms:

• Use Dynamic Rules to set values automatically.

• Trigger Actions when a document is added, such as sending notifications or starting workflows.

• Include linked documents in Print and Export templates for reports and summaries.

• Use Permissions settings to restrict who can view or modify links.

Together, these tools form a complete no-code solution for advanced document-based workflows in SharePoint.

Getting Started with Infowise Ultimate Forms

If you haven’t yet explored the power of Infowise Ultimate Forms, the Document Link column is a perfect entry point. It’s practical, powerful, and solves a real problem for nearly every organization using SharePoint.

You can try the full-featured version of the solution for 30 days and experience how much smoother your document workflows can be.

👉 Start your free trial today

Final Thoughts

The Infowise Document Link column is a powerful enhancement for SharePoint users who work with structured documents and want to avoid the limitations of attachments. By enabling secure, metadata-rich, and version-controlled document linking - along with dynamic source selection - this column makes document management in SharePoint smarter, cleaner, and more efficient.

If you're ready to move beyond the basics and bring intelligence and automation to your document workflows, the Document Link column is the upgrade you’ve been looking for.