Edition: Professional, Business, Enterprise
User-level: User, Assistant Project Manager, Project Manager, Director, Assistant Administrator, System Administrator
Previous steps: N/A
The Document Register in Synergy provides users with features to help maintain document control, generate proposals, and so much more.
Upload or Generate Files
In the top-right corner of the document register page are options to add or create files:
Selecting Add files, will allow you to upload files from your device. Multiple files can be uploaded at one time.
Selecting Create, you'll see the following options; Proposal document, Project document or Project letter.
Each of these options will allow you to generate a file in the document register using templates from Synergy. Each has a different menu to ensure your document contains all the information you need. Below is an example of this - the Proposal document template menu:
Editing and Deleting Files
Most of the editing options you'll need in the document register are available via the Ellipses button, shown in the final column of each file:
The options are as follows:
Details - Opens the file, allowing users to add; document number, title, description, tags, comments, as well as changing the user access level and folder location.
Preview - Shows the first page of a file as a preview.
Download - Downloads a copy of the file to your device.
Upload New Version - Allows users to upload a new version of the file from their device.
Send - Allows you to share the file as a Transmittal or Informal Chat.
Manage Shares - Provides an audit trail of each time the file was shared, who it was shared with, and more.
Re-send Share Email - When files are shared, an email is sent to the recipients. This option will re-send the email to all recipients the file was shared with.
Lock - Locks the file, preventing any further changes from being made until it is unlocked.
Sharing Files
Files can be shared with clients informally or via a Transmittal.
To do this, use the tick-boxes to the left of each file you wish to share, then use the multi-select menu and select Share:
After selecting this a panel on the right will populate with a list of selected files to share:
Once you select the "Share with" option shown above, you will then be shown two share options:
Informal Chat - Shares the files with your project contacts through the Project Portal. Project contacts will be provided with portal access to download the files, and discuss them.
Transmittal - Shares the files as a transmittal with your project contacts. Transmittals are also shared through the Project Portal.
Selecting either option will require you to;
Enter a Subject
Select which contacts to share the files with;
and include an optional message, as shown below:
Transmittals have additional fields capturing the Reason for sending, and delivery method.
Every file has an audit log showing each time a file was sent, who the recipients were, and version/revision details. To access this, hover over a file and select the Ellipses button followed by Manage Shares:
Editing Document Information
Selecting any file in the document register will open its document page, as shown below:
There are several editable fields available within this page, listed below:
Document Number
Title
Description
Comments
Security access level - Allows you to define the minimum level of access required to view/edit this file.
Folder - Move the document to a different folder within the project's Document Register
Tags - Add a tag to the document. Tags are keywords allowing files to be found easily in the Global Search field.
Revision - Update the revision number. This can be numeric, alphabetical, or alphanumeric.