Pages 2.0

What are Linked Pages?

Linked Pages are like handy shortcuts within your page group’s navigation. They can jump directly to other important page groups or specific pages in different parts of your intranet, streamlining navigation and improving information accessibility.

Here’s how they can benefit your page groups:

• Improved user experience: Instead of users having to dig through multiple levels of navigation within different page groups, linked pages offer a direct route to relevant information, making it faster and easier to find what they need.
• Enhanced information discoverability: Important resources or frequently accessed information can be prominently featured in relevant page group navigations.
• Cross-departmental collaboration & awareness: Linked pages can help break down silos by making information from different teams or departments easily accessible to everyone, fostering better understanding and collaboration across the organization.

Use cases

Here are some use cases with examples:

• Onboarding new employees: - Scenario: New hires need to access a variety of information spread across different departments to get onboarded effectively.

  • Linked pages: The "New Employee Resources" page group could contain relevant linked pages such as: - "Welcome & Introduction" (a page within the HR page group).
    • "IT Setup Guide" (a specific page within the IT Support page group).
    • "Company Culture & Values" (a page within the About Us page group).

• Linking to related department information: - Scenario: An employee in the Marketing department needs to quickly access the Sales team's latest product brochures.

  • Linked page: Within the Marketing page group's navigation, a linked page titled "Sales Resources" could point directly to the Sales page group or a specific "Product Brochures" page within it.

• Providing access to company-wide policies: - Scenario: Employees in various departments need to easily find the company's HR policies.

  • Linked page: The main employee portal page group could have a linked page in its navigation called "HR Policies" that directs users to the HR department's page group where all policies are stored.

In essence, linked pages are a convenient tool for creating a more interconnected and efficient intranet, allowing users to navigate seamlessly between different areas and access the information they need quickly and easily.

You can also use Linked Pages to link to pages within the same page group. This is helpful when a page fits naturally as a subpage under a broader topic but is important enough that you want it to appear directly in the main navigation for easier access.

For example:

• A Product Roadmap page that sits under a broader Product Strategy page within the Product Department page group – but deserves direct visibility because it’s frequently referenced.
• A Benefits Overview page that’s technically a subpage of Employee Handbook, but is a high-traffic page that employees often need quick access to.
• A Brand Guidelines page sitting under a broader Marketing Resources page, but critical enough to warrant a shortcut for designers and content creators.

How to create a Linked Page

1. Go to the relevant page group.
2. Click the edit icon (top-right) to enter the editor.
3. In the left navigation, select Pages.
4. Click Add page (blue button) → Link to existing Page.
5. Select the target: - Link to an entire page group (all of its pages and subpages).
   • Or link to a specific page or subpage within a page group.
   • Use search or expand arrows to browse page groups/pages.
   • ⚠️ Important: When you link a page that has subpages, those subpages are linked too—you can’t pick and choose individual subpages at this step. This ensures users always see the full, relevant context.
6. Click Select. The link appears in your current page group’s navigation and takes users to the chosen page group/page/subpage.

How to remove a Linked Page

1. Open the page group that contains the linked item.
2. Click the edit icon (top-right).
3. Select Pages from the left navigation.
4. Find the linked item, hover, click the three dots, then choose Unlink.

What happens: The item is removed from this page group’s navigation only. The original page group/page remains intact at its source.

⚠️ Important: If you linked a page that has subpages, unlinking removes the entire linked page (with its subpages) from the navigation. You cannot unlink individual subpages in isolation. This keeps navigation consistent and avoids partial, out-of-context structures.

Pages 2.0 behaviors

Pages 2.0 introduced deliberate UX improvements that change how Linked Pages appear. These are not bugs—they’re designed to standardize navigation, reduce confusion, and preserve context:

• Unified navigation experience for linked items: In Pages 2.0, a linked page adopts the current page group’s navigation presentation. You’ll see dropdowns for linked content so users can browse the linked page and its subpages from where they are. This allows users to keep their place while exploring related content—no disorienting jumps.
• No nesting-inside-nesting: Pages 2.0 intentionally prevents placing a linked subpage under another linked page—avoiding deep, compounded nesting that confuses users and complicates maintenance.

Best practices

There are a few tips you can refer to when deciding when to use a linked page vs. restructuring your page groups.

Use linked pages when:

• You need to provide quick access to related but distinct content: If information naturally lives in separate page groups (perhaps managed by different teams) but is frequently needed together, linking is ideal.
• You want to highlight key information without duplicating it: Instead of copying content to multiple page groups, link to the original source. This ensures everyone sees the most up-to-date information.
• You want to create shortcuts for specific user journeys: If users often navigate between two particular page groups or specific pages within them, a linked page can streamline this process.
• The content is relevant to a specific context within a page group: If a page or page group is particularly relevant to the content or audience of another page group, a link can provide valuable context without fundamentally changing the structure of either.
• You want to maintain the autonomy of different teams or departments: If different teams manage their own page groups, linking allows for cross-referencing without requiring them to merge their content or navigation entirely.

Consider restructuring your page groups when:

• You notice significant overlap in content or audience across multiple page groups: Imagine you have a page group called "Marketing Materials" containing product brochures, sales decks, and case studies. You also have a "Sales Enablement" page group with many of the same product brochures and sales decks, along with training guides.
• Users are consistently struggling to find information despite using linked pages: Let's say your main "Employee Portal" page group has linked pages to "HR Policies," "IT Support," and "Finance Information."
• The number of linked pages within a page group becomes excessive: Too many linked pages can clutter the navigation and make it just as confusing as having to dig through multiple levels.
• User feedback consistently points to confusion or difficulty in navigating the current structure: Pay attention to what your users are telling you about their experience.

In summary:

Think of linked pages as helpful shortcuts for specific, contextual connections between otherwise logically separate areas. They enhance navigation without fundamentally altering your information architecture.

Think of restructuring as a more significant undertaking to improve the overall organization and flow of information when the current page group structure is no longer serving your users effectively.

FAQs

Can I reorder the linked pages within my page group's navigation?

You can definitely reorder the linked pages within your page group's navigation.

Can I edit the link of a Linked Page?

No, the link of a Linked Page cannot be edited directly. If you need to change the link, you’ll first need to remove the existing Linked Page and then add a new one with the correct link.

Is there a limit to the number of linked pages I can have in a page group's navigation?

There is not a technical limit to the number of linked pages you can include in your page group's navigation.

What happens if the target page group or page I've linked to is archived?

If a page group or a page that you've linked to is archived, the link will break, and users will encounter a 404 error when trying to access it.

Can I customize the display name of a linked item in my navigation?

While you can't directly customize the display name of a linked item from within the page group where the link is located, there's definitely a way to change it!

How do the individual permissions of a linked item affect whether users can access it through a link?

A linked page group’s or page’s permissions are what ultimately determine whether a user can access it through the link.