Shorten URL
Generate and manage shortened URLs for easy sharing and tracking
Overview
The Labii Shorten URL feature allows you to generate short, trackable links to your records and data. Instead of sharing long, complex URLs, you can create simple shortened URLs that are easy to remember, share, and track. This feature is particularly useful for:
Easy Sharing: Share concise links via email, messages, or presentations
Link Tracking: Monitor how many times your shortened URLs have been accessed
Professional Appearance: Present cleaner, more professional-looking links
Data Accessibility: Direct people to specific records and forms without complex navigation
Workflow Integration: Generate URLs dynamically using variables in forms and tables
Accessing Shorten URL Feature
The Shorten URL feature can be accessed and created in multiple ways throughout Labii:
From Share Table View
The Share table provides a dedicated interface for managing all your shortened URLs:
Navigate to the Support menu from the main navigation bar
Click on Shorten URL to access the Share table
View all your existing shortened URLs in the table with details like name, clicks, creator, and creation date
From Share Form View
When creating new shortened URLs or editing existing ones:
From the Share table, click the + ADD SHORTENURL button
Fill in the form fields with your shortened URL details
Submit the form to create your shortened URL
Share Table Overview
The Share table displays all your shortened URLs with the following information:
Name: Descriptive label for the shortened URL
Clicks: Number of times the shortened URL has been accessed
Updated By: User who last modified the shortened URL
Date Created: When the shortened URL was created
Is Archived: Whether the shortened URL is archived or active
Filtering and Searching
Use the search and filter capabilities to find specific shortened URLs:
Search Bar: Type keywords or shortened URL names to quickly locate specific links
Active/Archived: Filter by status to view only active or archived URLs
Date Range: Filter by creation date or last modified date
Creator: Filter by who created the shortened URL
Creating a Shortened URL
Using the Share Form
To create a new shortened URL:
Access the Shortened URL Form
Navigate to Support → Shorten URL
Click the + ADD SHORTENURL button
The form opens with required and optional fields
Fill in Required Fields
Name (Required)
Enter a descriptive label for the shortened URL (max 100 characters)
Examples: "Lab Results July 2025", "Client Survey Form", "Project Dashboard"
Make the name meaningful so you can easily identify the link later
Use the GENERATE button for AI-assisted name suggestions
Original Url (Required)
Paste the full destination URL that this short link will redirect to
This can be:
A Labii record detail view URL
A form submission link
An external website URL
Any valid web address
The full URL will be displayed in the shortened URL details for reference
Submit the Form
Review the entered information for accuracy
Click the SUBMIT button to create your shortened URL
Your shortened URL will be generated and added to the Share table
You'll receive a shortened URL that you can immediately start sharing
Creating Shortened URLs in Share Form/View Context
When working with records in share form views, you can also create shortened URLs directly:
Open a record or data form that supports sharing
Click the Share or Add Shortened URL button (if available in your view)
The shortened URL creation form will appear with the current record URL pre-populated
Add a descriptive name for easy identification
Submit to create the shortened URL for quick sharing
Generating URLs with Variables
Labii supports dynamic URL generation within forms and table views using special variable syntax. You can automatically generate shortened URLs using the built-in variable function.
Using SHORTENURL Variable
The {{SHORTENURL:URL}} variable allows you to dynamically create shortened URLs in your documents and forms:
Syntax:
How It Works:
In any text field support variables (forms, widgets, etc.), use the variable syntax
Replace URL with the actual URL you want to shorten:
The system automatically:
Recognizes the SHORTENURL variable
Generates a shortened URL for the provided link
Displays the shortened URL in place of the variable
Tracks clicks to the shortened URL
Variable Examples:
Static URL:
{{SHORTENURL:https://labii.com/documentation}}Record Link:
{{SHORTENURL:https://your-instance.com/projects/lab-project/records/sample-001}}Form Link:
{{SHORTENURL:https://your-instance.com/forms/data-entry-form}}
Use Cases for SHORTENURL Variable:
Automatically generate shortened links for record URLs in notifications
Create compact links in email templates
Generate trackable URLs in documents and reports
Include shortened links in table cells or form fields
Build dynamic sharing URLs that update as data changes
Variable Integration in Contexts
In Email Notifications:
In Document Templates:
In Table Cell Display: Configure table columns to display shortened URLs dynamically for easy access to linked records.
Managing Your Shortened URLs
Viewing Shortened URL Details
In the detail view of a shortened URL, you can see:
Original URL: The full destination URL
Shortened URL: The generated short link (clickable for copying)
Clicks: Total number of times the URL has been accessed
QR Code: Visual code for scanning and sharing (if available)
Created By: User who created the shortened URL
Date Created: When the shortened URL was created
Last Updated: When the shortened URL was last modified
Copying the Shortened URL
To share your shortened URL:
Open the shortened URL from the Share table
Locate the Shortened Url field in the detail view
Click the copy icon next to the shortened URL
The short link is copied to your clipboard
Paste the link in emails, messages, or anywhere you want to share it
Using QR Codes
If your shortened URL includes a QR code:
Open the shortened URL detail view
Locate the QR code in the Shortened Url section
Click DOWNLOAD QR CODE to save the QR code image
Include the QR code in printed documents, presentations, or materials
Users can scan the QR code with their phone camera or QR code reader to access the link
Editing Shortened URLs
To modify an existing shortened URL:
Navigate to the shortened URL in the Share table
Click the EDIT button in the detail view
Update the name or original URL as needed
Click SAVE to apply your changes
The shortened URL remains the same, but the destination URL can be updated to point to a new location
Tracking Click Analytics
Monitor the usage and reach of your shortened URLs:
Clicks Column: See the total number of accesses directly in the Share table
Tracking Details: View click counts in the detail view
Analytics: Use click data to measure:
Link effectiveness in communications
Document sharing reach
User engagement with shared resources
Popular records and forms
Archiving and Deleting Shortened URLs
Archiving Shortened URLs
Archive shortened URLs you no longer actively use but want to keep for reference:
Select the shortened URL in the Share table
Change the Is Archived status to true
The shortened URL continues to work but is hidden from the active list
Use filters to view and restore archived URLs if needed
Deleting Shortened URLs
To permanently remove a shortened URL:
Select the shortened URL in the Share table
Click the DELETE button or icon
Confirm the deletion when prompted
The shortened URL is permanently removed and no longer accessible
Deleting a shortened URL is permanent and cannot be undone. The short link will no longer work for anyone trying to access it. If you think you might need it again, consider archiving instead of deleting.
Best Practices for Shortened URLs
Naming Conventions
Use descriptive, clear names that indicate what the link points to
Include relevant dates if the link has time-sensitive content
Avoid generic names like "Link 1" or "URL"
Use consistent naming patterns across your organization
Security Considerations
Only shorten URLs that are appropriate to share publicly or with intended recipients
Be aware that shortened URLs will track access and clicks
Avoid shortening sensitive or confidential URLs
Review who has access to your shortened URLs in the share table
Effective Sharing
Include context when sharing shortened URLs (explain what users will find)
Use QR codes for print materials and presentations
Include shortened URLs in email signatures for relevant resources
Track click metrics to understand which links are most valuable
Organization
Use a consistent naming scheme for easy searching
Archive outdated shortened URLs to keep your list clean
Group related URLs by prefix or category in the name
Regularly review and clean up unused shortened URLs
Usage Examples
Laboratory Sample Tracking
Create shortened URLs to reference samples across different systems:
Form Distribution
Generate trackable links to data collection forms:
Document References
Link to standard operating procedures and documentation:
External Collaboration
Share lab data with external partners:
Troubleshooting
Shortened URL Not Generating
If your shortened URL isn't being created:
Verify the Original URL field contains a valid URL
Ensure the URL is complete and properly formatted
Check that you have permission to create shortened URLs
Try clearing the form and re-entering the information
Shortened URL Not Redirecting
If clicks on a shortened URL aren't working:
Verify the original URL is still valid and accessible
Check that the destination hasn't been moved or deleted
Review user permissions to access the linked resource
Edit the shortened URL to update the destination URL if needed
Click Count Not Updating
If the click count appears stuck:
The system may cache click data; wait a few moments and refresh
Verify the shortened URL is being accessed by users
Check that tracking is enabled for the shortened URL
Contact support if the issue persists
Best Practices for Link Longevity
Regularly verify that shortened URLs still point to valid destinations
Update destination URLs if content moves to a new location
Archive personal or temporary shortened URLs after use
Document important shortened URLs and their purposes
Periodically review analytics to identify and remove unused links
The Labii Shorten URL feature provides a powerful way to create trackable, shareable links for your laboratory data and resources. Whether you're using the dedicated Share table, creating URLs directly from form views, or generating them dynamically with variables, shortened URLs streamline your data sharing and accessibility workflows.
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