Selecting a Relative Path or an Absolute Path for File Attachments

When you link a file to the File Attachments field in a reference, you have the option of saving a relative path to the file or an absolute path to the file.

What is a Relative Path Versus an Absolute Path?

When you insert a link to a file with the File Attachments > Attach File command from the References menu, the file dialog includes a checkbox titled, "Copy this file to the default file attachments folder and create a relative link."

Relative Path (checkbox selected)

When this checkbox is selected, EndNote makes a copy of the original file and places it in the .Data\PDF folder that is part of your EndNote library. This saves the file as a "portable link" that can move as part of the library. EndNote will always be able to access the file, even when you share your library with a colleague through Library Sharing or by giving them a copy of your library files (always include the complete .Data folder along with the .enl file).

File attachments stored in the .Data folder will sync and be included in libraries shared through the Library Sharing feature.

If you edit the original file on your computer, those changes will not be reflected in EndNote. You would need to make the changes to the copy in your library or clear the file from your EndNote reference and reinsert the file. To make changes to the copy in your library, open the file in the default application for that file type by selecting File Attachments > Open File from the References menu.

Absolute Path (checkbox selected)

When this checkbox is selected, EndNote will use the complete path and filename to look in the original folder for the inserted file. This can be helpful if you plan to edit the original file and you want those changes reflected when you access the file from within EndNote. However, if you ever move the file from the original folder, EndNote will not be able to access it unless you clear the file from your EndNote reference and reinsert it from the new folder location. If you send your library to a colleague, the file will not be available.

File attachments outside the .Data folder will not sync and will not be shared through the Library Sharing feature.

How Can I Tell Which Type of Path Was Used?

In the Summary Panel

At the top of the Summary panel you will see a list of attached files. Files showing only a file name are stored in the .Data\PDF folder and have relative links. Files showing path information are not stored in the .Data\PDF folder and have absolute links.

In the Edit Panel

Go to the Edit panel for the reference, then scroll to the File Attachments field. Hold your mouse pointer over the file icon.

If the file was linked with an absolute link, the file name will not include the .Data\PDF folder for your library.
If the file was linked with a relative path, the file name will include the .Data\PDF folder for your library.

You can also determine the type of path by previewing the File Attachments field. Use an output style such as Show All Fields, which includes the File Attachments field, or make your own custom style. See Introduction to Output Styles for information on creating custom styles. In the preview, file attachments appear as:

Files with relative links in the .Data folder begin with "internal-pdf" while files with absolute links show a full path name.

Selecting a Default Setting for the Path

Since you likely will want most of your linked files treated the same way, you can select a default setting for the "Copy this file to the default file attachments folder and create a relative link" checkbox. You can change the default setting from the Preferences panel. See URLs and Links Preferences.

You still have the option to override the default setting each time you insert a file into the File Attachments field.

Converting Absolute Paths to Relative Paths

If you are working with a library that was created with a version of EndNote prior to version X, all of your existing linked files are saved with absolute paths. You can easily change your absolute paths to relative paths, which will allow you to easily share your library, along with linked files, with colleagues.

To convert absolute paths to relative paths:

Before you begin, back up your EndNote library. This change cannot be reversed. You can find information on creating a compressed library as a backup at Saving a Compressed Copy of a Library.
In the Reference List, select the references you wish to modify.
From the References menu, select File Attachments > Convert to Relative Links.

For each selected reference, EndNote locates each file linked in the File Attachments field and copies those files into the .Data\PDF folder for the library.

Inserting the Same File Again

If you try to insert a link to the same filename again in the same reference, your results are different depending on whether you are inserting files with a relative path or an absolute path.

Relative Path: The relative path always points to the library’s .Data\PDF folder. EndNote will attach the file again, giving it a new name.

Absolute Path: Because you could have several absolute paths pointing to the same filename in different folders, it is possible to link to the same filename numerous times.