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
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.