Drawing Register Tab

Enter each of the drawings or documents that need to be created for each Sub Project into the Drawing Register. This can either be done by typing the details into the list, or by using one of the copy from template options.

Drawings and Documents can only be added to the Project or Sub Project has the status is Proposal or Active.

Add items into the drawing register list

1. Click into the Sub Project field next to the Add symbol .
2. Select a Sub Project from the list that the drawing will be created for.
3. Select a drawing number prefix.
4. Define the drawing number by:
   1. Leave the number field set to zero, and allow the system to assign the next available number for the prefix.
   2. Type the required drawing number into the 'Number' column.
5. (Optional) Type the Client # to store the external reference for the drawing row.
6. Type the title for the drawing or document. This can be different to the intended file name that will later be created.
7. Select the document type. I.e. Architectural, Mechanical, Electrical etc.
8. Select the file type. I.e. PDF, CAD, DOCX etc.
9. Select the size. I.e. A4, A3, Letter etc.
10. Select the scale. I.e. 1:1, 1:100 etc.
11. (Optional) Type a note to describe the reason the drawing or document is required.
12. Save .
13. Repeat the above steps for each drawing or document that is required for the Project.

Using Custom numbering for the drawing rows

The system will auto assign the next available drawing number to each row when the number field is set to 'Auto'. Or if the drawing row has already been numbered, then type '-1' into the field and Auto will be shown.

Assign a custom drawing number to a row by typing it into the number field. After saving this custom drawing number, the next available number for the prefix will be set to next number after the manually entered number.

Example

The drawing number of 10 needs to be assigned, however the next available number in the sequence for the prefix is 5. Type '10' into the number field. After saving the drawing row the next available number for the prefix is now set to 11.

If you want to assign the numbers 6-9 that were skipped, this needs to be done manually. The auto allocation of numbers will always apply the next available number for the prefix, after the highest number that was assigned to a drawing row.

Tip: The drawing number and prefix combination can only be used once in the entire project. i.e. A drawing already exists in the project with the prefix/number of A-044. This combination cannot be used again for this project. However you can use the number 044 with another drawing prefix.

Switch the drawing numbers

Switching the numbers on two drawing rows may also be required. When this happens you need to change one row at a time, making sure you are not entering a number that already exists. As the drawing number is unique no two rows can exist with the same number for a drawing prefix.

Example

Drawing number A-10 and A-15 exist, and you want to change the A-10 row to be A-15, and A-15 will be changed to the next available number in the sequence which is A-33. Update the numbers by:

1. Locate drawing number A-15 in the list.
2. Type the number '-1' so the field displays Auto when you tab out.
3. Save the updated row, and the next available number of 33 will be applied.
4. Locate drawing number A-10 in the list.
5. Type the new drawing number of '15' into the field.
6. Save the changes.

Make sure you save each change to remove the number A-15 from use in the system, before you try to apply it to another drawing register row.

Copying drawings into the register using one of the template options

Quickly add drawings to the register by copying the details from either a:

• Drawing Templates
• Budget Template
• Sub Project Template
• Existing Synergy Project
• Select from a list of Project Documents
• Duplicate an existing drawing row NEW 4.8.8

Learn more about the steps required to use each of the Drawing Register copy options.

Tip: Use the Select All button on any of the copy tabs to easily add all the items listed into your drawing register.

When the project document has been created, link the drawing register row to the actual document. The document can be stored in either the Controlled or Uncontrolled Document Library.

Learn more about this feature in the linking to project documents topic.

Choose which versions of the project document are allowed to be used on the Transmittal Summary Document. This feature is used for both Controlled and Uncontrolled project documents.

Learn more about this step in the selecting the document versions topic.

The 'Progress' column is used to track the % complete of the actual drawings and documents that have been entered in the register. Type the % complete for each drawing row, and the 'Progress' column updates to show a progress bar. The orange bar and % complete value allows you to see how close to being finished each drawing is.

Changes to the 'progress' % value are tracked within the Project Audit.

If the rows displays the locked symbol on the right, then editing is not allowed as the information has been used on a Transmittal Summary Document. The Drawing Register row will become automatically locked once Transmittal Versions have been assigned.

The row can be unlocked by a user with System Administrator access level, if an urgent change is required. However this is not recommended if a Transmittal Summary Document has been sent to the client, as then there will be a mis-match between the data stored in Synergy and that on the original document sent to the client or Project Contacts.

To unlock a row

1. Select the row in the list.
2. Click the unlock button in the toolbar.
3. Make the required changes to the drawing or document information.
4. Save .
5. Click the lock button in the toolbar, to secure the drawing row data again.

Use the Undo button in the toolbar to remove any unsaved changes. Unsaved changes will display the Save button on the right side of the row. Undo will refresh the list to show the last saved values for each of the rows.

A row can be deleted if created in error if no Transmittal Versions have been assigned, and it has not been used on a Transmittal Summary Document. Locked rows cannot be deleted.The drawing register row has already been used on a Transmittal Summary Document. To delete a row:

1. Select the row in the list.
2. Click the delete button in the toolbar.
3. The list is refreshed to show the row has been removed.

Copy an existing drawing row to a different Sub Project and update the prefix or drawing details at the same time. Using the duplicate feature keeps the link to the current project file and allows you to create a new transmittal version all in the same action.

This copy method is intended to be used when the initial design set of drawings need to be copied to construction documentation. When this occurs the drawings need to be linked to the 'construction documentation' sub project, and the prefix needs to be adjusted to 'CD' Construction Documentation. This method lets you choose which of the files are ready to move to the new sub project by copying each row individually, but saves you time setting up the new drawing rows as the project file link and version creation can all be done on the one window. Learn more about using the duplicate drawings feature.

The drawing register note field can be updated at any time, even on a locked drawing that has been sent on a transmittal. The ability to change the drawing note was added to allow this field to be used to store internal notes about the progress of the drawing file. This allows you to update the % complete field to track the progress of the file, and type a note for other staff to view regarding what work will be completed next on the file. The drawing note can be added to document templates as a bookmark if required to be displayed to the project contacts too.

New entries, amendments, and deletions from the drawing register are tracked within the Audit. The audit also contains a list of the approved versions of the drawing register row that can be used on a transmittal summary document. Learn more about how to use this feature in the Drawing Register Audit topic.

The list filter is located in the top toolbar, and is used to alter what drawing register rows are shown. The options available are:

1. Active NEW 4.8.8This is the default list filter. All drawing rows that are valid (active) to be sent out on a transmittal document are shown in the list.
2. AllShow all document register rows.
3. Not ActiveAny drawing rows that have been made inactive to stop the files being sent out on transmittals are shown.
4. Ready for TransmittalLimit the list to display rows that have had at least one transmittal version assigned.
5. Document not linkedLimit the list to display rows that have had a document linked from the Controlled or Uncontrolled document library.

Export the data from the list in either MS Excel® format or using Synergy reports. Use the Synergy report option if you want to create a PDF file with the list data, or email the list data to a Synergy staff member or contact.

Export the data to MS Excel®:

1. Right mouse click in the list.
2. Choose 'Export to MS Excel®' from the menu.
3. A new MS Excel® file will open with the list data and column headings shown.

Export the data to Report:

1. Right mouse click in the list.
2. Choose 'Export to report' from the menu.
3. The report window will open to allow you to:
   1. Save as a PDF file using the save button in the top toolbar, then selecting PDF from the menu.
   2. Email the report by using the 'Email' button in the bottom toolbar, and selected a staff member or Synergy contact to send the file too.

1. Sub ProjectThe sub project that the drawing will be created for is shown. Sub Projects are shown in this drop down list if the status is Proposal or Active. Sub Project entry is mandatory for each drawing row.
2. PrefixSelect a prefix to use to create the drawing number. The prefix description is also shown in the drop down list.
3. NumberSet to -1 (minus one) and Auto will be shown in this field. This will default the drawing number to the next available number for the chosen prefix. The drawing number sequence starts from 0 up to the maximum number entered in the Document Register System Settings. Type an alternate value into this field if you want to define a custom drawing number for this entry. Use the Up.Down toggle arrows to select a alternate drawing number. The drawing number '0's padding' option if selected in system settings, will be shown in the MS Excel® and MS Word® document output.
4. Client #Type a external reference number for the drawing that has been provided by the client for the drawing or document.
5. TitleType the title of the drawing or document that will be created. If the title already exists in the register add a number or additional description of the drawing to save the row. i.e. If the drawing 'Floor Plans' already exists, to save the row enter a title like 'First Floor Plan' or 'Floor Plans - Zone A' to allow the save of the row.
6. Document TypeSelect the category of the document that will be created. This field is used for grouping purposes, and can be displayed on document transmittals. i.e. Mechanical, Fire, Architectural etc.
7. File TypeSelect the type of file that will be created. i.e. PDF, DOC, XLS etc.
8. SizeSelect the paper size that should be used to print this document. i.e. A4, A3, A0 etc.
9. ScaleSelect the scale the drawing has been created using. i.e. 1:100, 1:200 etc.
10. NoteType a note to describe the drawing that is to be created. The drawing note can be updated during the life of the drawing to provide updates to your team on the progress of the work on the linked file.
11. Date LinkedThe date of when the project document link was created for this drawing register row. If the link is altered from one file to another in the Link Project Documents function, then this date will be updated to show the date the new link was created.
12. ProgressType the % complete for each drawing register row, to allow the project team to monitor the progress of completion for each drawing. This column will display the % complete as graph to allow users to see at a glance if the linked drawing is the final version, or is still in progress. Updates to this field are tracked within the Project Audit.
13. VersionThe most recently created version number of the transmittal drawing is displayed. If this field is blank then no version for the drawing row has been created. Use the Drawing register audit to see a list of the older versions that exist for the drawing row. If the warning symbol is shown in this column then the linked project document has been changed, but the new transmittal version has not yet been created.
14. ActiveEach row is active by default. Uncheck the active box to stop the drawing row being allowed for use on any further Transmittal Summary Documents. If a row is inactive it is not shown in the Link Project Documents or Transmittal Versions windows. Reactive the row if you need to create a new transmittal version.
15. Lock The Lock symbol is shown when the a Transmittal Version has been attached. If this symbol is shown the row cannot be amended, to stop the details changing from what has been shown on a Transmittal Summary Document send to the project contacts. A System Administrator can Unlock the row and make amendments if required.
16. Project Document LinkWhen a project document has been linked to the drawing register entry this column is populated. If it is linked to a Uncontrolled document this image is shown. If it is linked to a Controlled document this image is shown.
17. Transmittal Version When a version of the project document has been selected for use, the image is shown. This indicates that there is a version attached that is ready for use on a Transmittal Summary Document.
18. Attached to a Transmittal Once the project document has been used on a Transmittal Summary Document this image is shown. A drawing cannot be deleted if it has been used in a transmittal.