How do you keep reference docs connected to the records they explain?

Question

Curious how others handle this. Our bases are tidy, but the context behind them lives elsewhere: a spec doc for the intake form, a spreadsheet a client sent, research notes for why a field exists. Linking URLs in a long-text field works until there are dozens of them and nobody opens them. Attachments help for files but not for live docs.

Do you keep a ‘docs’ table linked to projects, use interface pages with embeds, or just accept a separate folder? Interested in what has actually held up after a few months.

VedaSync_Aziz · Answer

Hi ​@plexiidesk,Of your three options, the Docs table is the one that holds up. Each doc becomes a record with a URL, a type (spec, client sheet, research) and a “last checked” date, linked to the projects or forms it explains. That fixes the “dozens of URLs in a long text field” problem, because every link has a label and you can see which records it belongs to.People open docs when they’re in front of them, so on the project’s interface page add the linked Docs as a small grid. Open a project and its spec, client sheet and research notes are right there. A separate folder is where they get forgotten.For the “why does this field exist” notes, use the field description. It shows as a small info icon on the column, in the base and in interface grids, so the reason stays on the field itself.

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