Authoring - Creating an external location

You can directly incorporate all kinds of media files from any external location in HelpServer topics. However, always consider the following.

The file content does not remain in the topic body. Instead, a reference to the file is saved separately on the database and you actually create a link to the file in the topic. The file is referred to as the link target.


If you are working in a project the file is added to the project gallery.


If you insert the same file again from the external location then a new instance of the file is created and saved in the database. Also, the file will be added a second time to the gallery.


The media files are not available on your local file system. They are located upon your server in a directory or via a URL.

If you want to enable the access to external locations you start by creating an external location. The creating, maintenance, and assignment of external locations is typically an administrator’s task but this can be changed in the security profile.

Adding an external location

Popup the menu of the 'External locations' root item and select ‘New>External location’.

Creating the external location

Enter a recognizable description such as ‘Our webdirectory’ and click 'OK'.

The new external location

Available locations

URL directory where files are available. If access to the files in the directory are protected, enter the username and the password in order to access that directory.


Server directory is a directory that is located upon the computer where the HelpServer application is installed.



By default external location 'Data URL on file request' is already available. With that location, you determine the complete URL on file request.


HelpServer retrieves the information from the URL. Make sure the server is able to achieve the information. It might be required to define proxy definitions. Click in the menubar 'Window<Administrations<Urls'.


and update optional the proxy definitions.


 About HelpServer
 Starting up and logging on
 The basic working principles
 Using the content in help and documentation systems
 Formatting the content
 Searching and replacing text
 Reusing content with shares
 Navigating with hyperlinks
 Navigating with pointerpaths
 Using bookmarks and jumps
 Duplicating content with clones
 Using tables
 Including media files
 Inserting files from the file system
 Inserting files from an external location
 Creating an external location
 Inserting files from an external location
 Using the files from the project gallery
 Video and audio
 Application and text files
 Reloading files
 Restoring files
 Navigating to web pages
 Using embedded chunks
 Including html code
 Navigating with menus
 Using snippets
 Spelling checking
 Using the view mode
 Creating an index
 Creating a FAQ
 Creating a glossary
 Team authoring
 Working with projects
 Setting up structured authoring
 Generating file based output
 Creating printed output
 Importing files and folders
 Loading files in the project gallery
 Converting legacy content
 Including legacy content in real time
 Transferring objects between installations
 Customizing the look and feel
 User accounts
 Working with templates
 Working with metadata
 Workflow management
 Using event exits
 Appendix A: The URL parameters
 Appendix B: The object indicators
 Appendix C: Play Javascript