This feature automatically searches for text matching Dive step names within files linked as "Related files" in your SOP, and inserts links to open those steps directly. You do not need to specify which row or cell to paste into. Text and layout remain unchanged, so you can use your original format.
Without this feature, you would manually search for each item in a document, look up the URL for each step, and paste them one by one. For checklists with dozens of items, this is impractical. This feature performs matching and insertion at once, and lets you review a list of "which step corresponds to which location in the file" before pasting.
Whereas PDF, Excel, and PowerPoint export create new files from your Dive content, this feature adds links only to your existing files and returns them. Use this when you want to keep checklists and work standards that are already used every day on the shop floor as-is, and connect them to your video steps.
Export is available on Pro and Enterprise plans. It is performed by someone who can edit the SOP using a PC browser. Users must also have permission to download attached files.
Supported files
Only files linked as "Related files" in the Basic information tab of the SOP editor that meet the following conditions are eligible. An "Add Dive links" button appears only in the row of files that meet the conditions.
- Excel (.xlsx / .xlsm), Word (.docx / .docm), PowerPoint (.pptx / .pptm), or PDF (.pdf)
- Legacy formats (.doc, .xls, .ppt) are not supported. They can be read as reference materials for AI analysis, but link insertion requires returning the file unchanged. Please save your file in the new format.
- The file must be uploaded to Dive. External files registered as URLs cannot be accessed and are not eligible.
- PDF files must not be password-protected.
Not only SOPs used as reference materials for AI analysis, but also checklists and inspection sheets added later are eligible. The file "Role" setting does not matter.
Add links
- Open the Basic information tab in the SOP editor and open the "Related files" panel
- Click "Add Dive links" in the row of the target file
- Text in the file automatically matches with step names, and a review screen opens
- If there are steps you do not want to add, uncheck the box at the left end
- Click "Download with links", "Save to Dive", or "Add to the Microsoft 365 file"
How to read the review screen
Matching results are divided into three types by match type.
- Exact match - The step name and text in the file are the same (differences in full-width and half-width characters, spaces, and line numbers or symbols at the beginning of the line are ignored)
- Partial match - The step name is contained as-is in the text in the file
- Estimate - Text does not match exactly. This occurs when characters are degraded in scanned materials. The degree of match is displayed as a percentage.
"Where it goes" and "Text at that location" show the actual position where the link will be attached and the text written there. If it is not where you intended, uncheck it. Steps with unchecked boxes will not have links added.
For PDFs, page images appear on the right side. Clicking a table row moves to that location and the frame blinks. Orange frames are "Estimate" entries. You can drag the boundary between the table and page images to change the width.
Steps that could not be linked appear together at the top of the screen.
- Steps not found in the file
- Ineligible steps - Steps with fewer than three characters in the step name, or steps with duplicate names
Difference between download and replace
Download
The file with inserted links is downloaded immediately. The file name becomes "original_file_name_with_links.extension". Use this when you want to distribute outside of Dive.
Save to Dive (replace related file)
The file with inserted links is saved to Dive and the content of the related file is replaced. The file accessible from the SOP is always the latest version with links.
Even after replacement, the original before adding links is preserved. The next time you run "Add Dive links", it always creates from the original, so links will never be added twice.
Add to the Microsoft 365 file
For files imported from Microsoft 365 (Teams, SharePoint, OneDrive), "Add to the Microsoft 365 file" appears instead of "Save to Dive". The content with inserted links is written back to the original file at its original location. Without downloading and redistributing, the checklist on SharePoint opens so users can jump directly to the SOP.
When you run this for the first time, a screen requesting permission to write to Microsoft 365 is displayed. Once you consent, it will not appear again. If your settings require administrator approval, contact your IT department.
Writeback will not occur in these cases:
- The original file is open in Excel, Word, PowerPoint, or SharePoint (close it and wait a moment before trying again. If checked out, check-in is required)
- The original has changed since Dive last viewed it (to avoid overwriting others' edits)
For import and connection methods, see Import files from Microsoft 365 (Teams, SharePoint, OneDrive).
Links inserted
What is embedded is a Dive URL that opens that step directly. When clicked, Dive's playback screen starts from that step.
The URL itself has no viewing rights. Whether it can be opened depends on folder access rights after logging into Dive. If someone who is not logged in or who does not have viewing permission for that folder clicks it, the SOP will not be displayed. External sharing URLs cannot be embedded.
For ways to share SOPs with people outside your organization, see External SOP Sharing: Usage Guide (External Sharing URL / Guest Invite).
What changes and what does not in the original file
Text with links is displayed in blue with an underline so recipients understand it is clickable (except in PDFs). Text content, layout, and format remain unchanged.
- Excel - Hyperlinks are set in the corresponding cells, and text is colored blue with an underline. Grid lines, fill, alignment, and number format inherit the original formatting. Cell values, formulas, row and column sizes, shapes, and checkboxes are not modified.
- Word - Text in the corresponding paragraph becomes a link, and the standard "Hyperlink" character style is applied. Paragraph formatting and layout remain unchanged.
- PowerPoint - Text in the corresponding paragraph becomes a link. Color and underline follow the theme's hyperlink formatting. Shape position, size, and font size remain unchanged.
- PDF - Link regions are added to pages. Page content is not modified, so appearance remains as-is (links are not visible)
When links are not added
To avoid distributing links to incorrect steps, we do not add links when determination is uncertain. Links will not be added in these cases:
- When phrasing or endings differ ("Fix jig" and "Fixing jig" are treated as different text)
- When the step name has fewer than three characters
- When there are multiple steps with the same name (we cannot determine which step, so we add to neither)
- When the same text appears in multiple locations in the file. For example, when a step name appears in both the table of contents and the body. We add only when we can narrow it down to one location between adjacent steps.
- In Excel, we look only at cells containing text. One link per cell, one location per step.
- In Word and PowerPoint, paragraphs that already have links set are ineligible (to avoid breaking original links). We cannot add when the step name spans multiple paragraphs.
- In Word, text inside text boxes or shapes, and paragraphs with remaining change history are also ineligible.
- In PDF, rotated text is ineligible.
If no matches are found, "No matching step names were found in the file" is displayed and the file is not created. Step names closer to the original document format match more easily.
When you revise the SOP
Inserted links point to step numbers. If you change step names or rearrange steps after adding links, links in exported files will point to shifted steps.
When you try to publish in that state, "The file exported with links will become out of date" is displayed. After publishing, run "Add Dive links" again from Basic information > "Related files" to export the file again.
For revisions where step names and order do not change, this message does not appear. Links in exported files continue to work as-is.
About step name matching
We continue to improve step name matching. If you notice examples of successful pasting or unintended placement, please let us know through support.