Why can't I link an existing item?

Making a Custom Type Available for Linking

How to enable a custom type so its records can be linked, and why some items are missing from the Link field.

Contents

• 1. Introduction & Context
• 2. Key Features & Functions
• 3. Requirements
• 4. Step-by-Step Guide
• 5. Common Issues & Troubleshooting
• 6. Related Articles

1. Introduction & Context

When creating or editing a record, you may want to link an existing item, such as a Risk, Audit, Incident, or Control. Whether you can depends on the Custom Types setup. If the required custom types are not enabled in your configuration, they will not appear as options to link.

You can learn more about custom types in the Custom Types article.

Who is it for? Admin users who enable custom types for linking, and anyone wondering why an item is missing from the Link field.

What does it impact? Enabling a custom type makes its records available to link from other records. It does not change the records themselves.

2. Key Features & Functions

• Linking relies on custom types: a custom type must be enabled before its records can be linked from a form.
• Active or disabled: a custom type shown in red is disabled and cannot be linked until it is enabled.
• Add a type to the list: you can add a custom type to the linkable section so its records become available.
• Not every combination is allowed: some modules cannot be linked to all other modules and their custom types.

3. Requirements

• Only Admin users can add or modify custom types.

4. Step-by-Step Guide

To make a custom type available for linking:

1. Go to Admin > Custom Types and select the item type you are working with.
2. Click Edit.
3. Check that the relevant type (for example Risk, Audit, Hazard, or Action) is listed under the Custom Types section and is active. A type shown in red is disabled.

The Custom Types section. A type shown in red is disabled.

4. If the custom type you want to link to is not in the section, add it by clicking the section, typing its name, and saving.
5. Once enabled, you will be able to link existing items of that type in forms.

5. Common Issues & Troubleshooting

If certain items, such as Hazards or Actions, do not appear in the Link field, there are two usual causes.

You can learn more about security groups in the Security Groups article.

6. Related Articles