This feature automatically searches for text in files linked as "Related files" to your SOP that matches the step name, then automatically inserts links that open those steps directly. You do not need to manually specify which row or cell to paste into. Your original text and layout remain unchanged, so you can use the file in its current format.
If you did this manually, you would need to locate each item in the document one by one, look up the URL for each step, and paste it in. For a checklist with dozens of items, this is not practical. This feature performs the matching and insertion in one step, and lets you review a list of "which step maps to which location in the file" before the links are added.
Unlike PDF, Excel, or PowerPoint export, which create new files from Dive content, this feature adds links only to your existing file and returns it. Use this when you want to connect your checklists or work standards that are already in daily use at your site to video SOPs, without recreating the documents.
Export is available on the Pro and Enterprise plans. It is performed from a PC browser by someone who has permission to edit the SOP. You also need user permissions that allow download of attached files.
Eligible files
Eligible files are those linked in the "Related files" panel in the [Basic information] tab of the SOP editing screen and meet the following conditions. The [Add Dive links] button appears only on the row for files that meet these conditions.
- Excel (.xlsx / .xlsm), Word (.docx / .docm), PowerPoint (.pptx / .pptm), or PDF (.pdf)
- Legacy formats (.doc / .xls / .ppt) are not eligible. Although they can be read as reference materials for AI analysis, link insertion is not supported because this feature returns the original file unchanged. Please save your file in the new format
- The file must be uploaded to Dive (external files registered as URLs are not eligible)
- For PDFs, the file must not be password-protected. PDFs that do not require a password to open but do restrict printing, editing, or copying are also not eligible (links must be inserted, which requires modifying the file). Please provide a file with protection removed
Not only SOPs used for AI analysis, but also checklists and inspection sheets linked later are eligible. The file's "Role" setting does not matter.
Adding links
- Open the [Basic information] tab in the SOP editing screen and open the "Related files" panel
- Click [Add Dive links] on the row for the file you want to edit
- The system automatically matches the text in the file with the step names, and a confirmation screen appears
- If there are any steps you do not want to add links to, uncheck the box on the left
- Click [Download with links] or [Save to Dive]. For files imported from the cloud, buttons for adding to the original file ([Add to the Microsoft 365 file] / [Add to the file in Google Drive]) appear instead of [Save to Dive]
Reading the confirmation screen
The matching results are divided into three categories based on the type of match.
- Exact match — the step name is identical to the text in the file (comparison ignores differences in full-width/half-width characters, spaces, and numbers or symbols at the start of a line)
- Partial match — the text in the file contains the step name as is
- Estimated — the text does not match completely. This appears when text is degraded, such as in scanned materials. The degree of match is shown as a percentage
[Location to paste] and [Text at that location] show the exact position where the link will be added and the text written there. If this is not the intended location, uncheck it. Links will not be added to unchecked steps.
For PDFs, images of the pages are displayed on the right side. Click a row in the table to jump to that location, and a frame will flash. Orange frames indicate [Estimated] matches. You can drag the boundary between the table and page images to change the width.
Steps for which links could not be added are displayed together at the top of the screen.
- Steps not found in the file
- Ineligible steps — steps whose names contain fewer than 3 characters, or steps that have duplicate names
Differences between download and replace
Download
The file with links inserted is downloaded immediately. The filename is "original_filename_with_links.extension". Use this when distributing the file outside of Dive.
Save to Dive (replace the related file)
The file with links inserted is saved to Dive and replaces the related file. The file that can be accessed from the SOP is always the latest version with links.
After replacement, the original file before adding links is retained. The next time you click [Add Dive links], it will always be created from the original, so links will never be added twice.
Add to the original cloud file
For files imported from the cloud such as Microsoft 365 or Google Drive, buttons for adding to the source ([Add to the Microsoft 365 file] / [Add to the file in Google Drive]) appear instead of [Save to Dive]. The content with inserted links is written back to the original file at that location. Without needing to download and redistribute it, anyone who opens the checklist at the original location will be able to jump directly to the SOP.
For any cloud source, if the original file has changed since Dive last saw it, the write-back will not occur (to avoid overwriting edits by others). For how to import and connect files, see Import cloud files (Microsoft 365 and Google Drive). You can set up the connection from the user menu in the top right of the screen → "External service integration".
Notes specific to each cloud source are as follows.
Microsoft 365 (Teams, SharePoint, OneDrive)
The first time you run this, a screen appears asking for permission to write to Microsoft 365. Once you agree, it will not appear again. If your administrator requires approval, please contact your IT department.
If the original file is open in Excel, Word, PowerPoint, or SharePoint, the write-back will not occur. Close it and wait a moment, then try again. If the file is checked out, you must check it in first.
Google Drive
For files imported from Google Docs, Sheets, or Slides, links are added directly to the original Google Docs, Sheets, or Slides. The file is not converted to Office format and re-uploaded, so comments, suggestions, and formatting remain intact. In this case, the only button on the confirmation screen is [Add to the file in Google Drive]. If you want to save a version with links to your computer, export it from Google Drive's "Download".
Links will not be added in the following cases:
- Paragraphs or cells that contain your own pasted links, change suggestions, smart chips, or images
- Cells with formulas, cells with partially different formatting, hidden sheets
- If the original file has changed since you saw it on the confirmation screen (start over from the confirmation step)
Links can only be added when you are connected with the Google account used to select the file in the material addition screen. If someone else performs the operation or you reconnect with a different Google account, "Please grant access to this file" is displayed. Select the file from [Select the file and grant access], and you can continue. You also need edit permissions for the file in Google Drive.
Inserted links
The embedded links are Dive URLs that open the step directly. When clicked, Dive's playback screen starts from that step.
The URL itself does not carry viewing rights. Whether it can be opened depends on your login to Dive and your access permissions for the folder. If someone who is not logged in or does not have view permission for that folder clicks it, the SOP will not be displayed. External Sharing URLs cannot be embedded.
For how to share SOPs with people outside your organization, see Sharing SOPs externally: usage guide (External Sharing URL / guest invitation).
What changes and what stays the same in the original file
Text with links is displayed in blue with an underline so recipients can see it is clickable (except in PDFs). The text content, layout, and format remain unchanged.
- Excel — hyperlinks are set in the relevant cells, and text is displayed in blue with an underline. Borders, 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 relevant paragraph becomes a link and the Word standard "Hyperlink" character style is applied. Paragraph formatting and layout do not change
- PowerPoint — text in the relevant paragraph becomes a link. Color and underline follow the theme's hyperlink format. Shape position, size, and font size do not change
- PDF — link areas are added to the page. The page content is not modified, so the appearance remains the same (links are not visible)
When links are not added
To avoid sharing incorrect step links, we do not add links when there is uncertainty. Links will not be added in the following cases:
- When wording or endings differ ("Fix the jig" and "Fixing the jig" are treated as different text)
- When the step name has fewer than 3 characters
- When multiple steps have the same name (links are not added to either because we cannot determine which step is intended)
- When the same text appears in multiple locations in the file, such as in both a table of contents and the body. Links are added only if the text can be narrowed down to one location between adjacent steps
- In Excel, only cells containing text are considered. One link per cell, one location per step
- In Word and PowerPoint, paragraphs that already have links are not eligible (to avoid breaking existing links). Steps whose names span multiple paragraphs cannot be added
- In Word, text in text boxes or shapes, and paragraphs with tracked changes are not eligible
- In PDF, rotated text is not eligible
If no matches are found, "No matching step names were found in the file" is displayed and no file is created. Changing the step name to match the wording in the original material makes matches easier to find.
When you revise the SOP
The inserted links point to step numbers. If you change step names or rearrange steps after adding links, the links in the exported files will point to the wrong steps.
When you try to publish in this state, a confirmation appears saying "The file exported with links will become out of date". After publishing, run [Add Dive links] again from [Basic information] → "Related files" and export the file again.
If the step names and order have not changed in the revision, this confirmation will not appear. Links in exported files can continue to be used as is.
About step name matching
We are continuously improving step name matching. Please let us know if you notice any instances where links were placed well or in unintended locations.