# Set up reference document links

URL: https://engiprose.com/help/set-up-your-firm/reference-document-links
Updated: 2026-09-13
Audience: admin

Identify your document repository, attach useful links to proposals, and carry them into approval and Word export.

EngiProse can keep web links with each proposal, including one link to the
proposal's document repository. The repository setting gives matching links a
recognizable name and icon, while Word export includes all attached links as
clickable references.

:::checklist title="What you'll do"
- Name your organization's document repository
- Test the URL pattern used to recognize repository links
- Add, edit, or remove links on a proposal
- Mark one link as the proposal's reference repository
:::

## Configure the repository

An Admin or Organization Admin can open **Settings**, select **Integrations**,
and find **Reference Document Repository**.

::::steps
:::step
In **Repository name**, enter the label people know, such as `SharePoint`. This
name appears beside the proposal's marked reference link.
:::
:::step
In **URL pattern**, enter a regular expression that matches links in your
repository. Matching ignores letter case. Leave it empty if you do not want
EngiProse to recognize repository URLs automatically.
:::
:::step
Paste a representative address into **Test a URL against your pattern**. Check
for **Matches** or **Does not match** before saving.
:::
:::step
Select **Save Integration Settings**.
:::
::::

:::note
The URL pattern highlights matching links with the repository icon. It does not
turn every match into the proposal's marked reference link. That choice is made
on the proposal itself.
:::

## Add links to a proposal

Open the proposal and find **Reference Documents & Links**. This section also
appears on the final Export step, below the Word download.

If you can edit the proposal links, select **Add Link**, then enter:

- **URL**: a complete address beginning with `http://` or `https://`.
- **Label**: the words people should see and that Word export will use.
- **Mark as Reference Document Repository link**: select this only for the
  proposal's main repository location.

Select **Add Link** to save it. A matching repository URL uses a cloud icon.
The one explicitly marked as the reference link also carries the repository
name and **Reference** badge.

:::figure src="/help-figures/set-up-your-firm/reference-document-links-1.png" srcDark="/help-figures/set-up-your-firm/reference-document-links-1-dark.png" alt="The Export screen shows Fictional proposal repository at repository.invalid with a cloud icon and SharePoint (Reference) badge, above ordinary Fictional project notes at docs.invalid." caption="A marked repository link beside an ordinary proposal link" route="/proposals/$proposalId/finalize/export"
:::

A proposal can have many ordinary links but only one marked reference
repository link. If one is already marked, edit that link to remove the mark
before assigning it to another.

## Edit or delete a link

Use the edit action beside a link to change its URL, label, or reference mark,
then select **Save Changes**. Use the delete action and confirm **Delete this
link?** to remove it.

Reference links are operational delivery information, so authorized users can
correct them at every proposal stage, including after approval. The proposal's
approved content remains locked; changing a link does not reopen or alter that
content.

## Where the links appear

All proposal links are appended to Word exports under **Reference Documents**.
Each link is clickable and uses its saved label. The marked repository link is
not moved ahead of other links in the export; the saved link order is kept.

When a proposal is approved and has a marked reference link, the approval
banner offers a copy action for that repository address. The final Export step
keeps the full editable links section available, so you can record where the
downloaded document was stored.

::::faq title="Common questions"
:::q question="Why does a link have a cloud icon but no Reference badge?"
Its URL matches the organization's repository pattern, but it has not been
marked as this proposal's one reference repository link.
:::
:::q question="Why can't I mark this second link as the reference?"
The proposal already has one marked reference link. Edit the existing link to
remove its mark, then mark the replacement.
:::
:::q question="Can I fix a repository link after approval?"
Yes. Authorized users can add, edit, or delete proposal links after approval
without changing the locked proposal content.
:::
::::