Contract Document Management

Setup required before use	Who Can Use It?	Where Is It?
Contract folder structure	Assist. Project Manager Project manager Director Administrator System Administrator	Contract > Documents tab

Notices can be created from this menu.  All Notices can be created from the Notices tab within a Contract.

Progress Payment Certificates can also be created from within the Progress Payments tab, however the Final Certificate and the Certificate for Release of Security can only be generated from this menu.

Certificates available:

1. Progress Payment Certificate.
2. Final Certificate - See Final Certificate.
3. Certificate of Release of Security.

The following documents can only be created through this menu.

1. Contractor/Owner’s Statement of Evidence of Insurance.
2. Contract Summary.

1. Name / SubjectThe name of the file, or the subject line of the filed email.
2. File TypeAn image is shown to make it easy to identify the file type of the controlled document shown on each row. The available file type images are Word , Excel , PDF , Email message , Drawings (DWG,DXF), Images (PNG, JPG, JPEG, BMP), Text files , Unknown/Other . Unknown files are where no file type exists and the 'type' column for the document is blank, and Other is when the 'type' shown is not one of the specific types listed above.
3. Sender / CreatorPopulated for email message files that are in the controlled documents area only. Displays the name of the person who sent the filed email.
4. RecipientsPopulated for email message files that are in the controlled documents area only. Displays the name of each person the filed email was sent to.
5. DateThe last modified date of the file, or the sent date of an email message.
6. TimeThe last modified time of a file, or the sent time of an email message.
7. TypeThe extension. i.e. .docx, .xlsx, .msg, .pdf etc.
8. Version The number for the current version of the controlled file. This is the version that will open when edit/read-only modes are used. Check this column to see if previous versions of the controlled file exist to roll-back to, or open for review using the Properties function.
9. Edit/ReadView if the controlled file is checked-out by a user for edit , or if the a user has a read-only local copy of the controlled file .

1. Open in Explorer Click this button in the toolbar to open Windows Explorer and view the Contract folder. The Sub Folder selected in the folder list panel is opened and the files contained in uncontrolled documents are shown. Controlled files can only be viewed within Synergy.
2. Add Folder Add a new contract sub folder using the Add Folder toolbar button. Select the sub folder you want the new folder to reside within, then click the Add Folder button. Type the name of the folder and click the Add button. The created folder can be seen in Windows Explorer.
3. Refresh Use the refresh button in the toolbar to update the folder list and the documents displayed when you have updated the contents outside of Synergy. This is not required if you move to a different tab then back to the Documents tab, as the list will be automatically refreshed.
4. Edit Use this toolbar button to open the document for edit. If the file is in the controlled library the document is checked-out. Checking out a file locks the file to only be available to be edited or updated by you. Other Synergy users will not be able to make changes to the file until you have check- in the document again.
5. View Select this button in the toolbar to view/open the a read only copy of a controlled document. A local copy of the controlled document is created when this toolbar button is used. This button is only enabled when a Controlled document has been selected.
6. Check-in Select this button in the toolbar to check-in a controlled document after you have finished updating the file and making the required changes. This button is only enabled when a Controlled document has been selected.
7. Remove the local document copy* *Click the Remove local copy button when a controlled document has been checked out, or a read only copy of a controlled document is stored locally. If the file is checked out then this will remove/cancel the checkout of the file, and return to the previous version of the file. If you remove the checkout any changes you have made to the checked out file will be lost. If a read-only copy of the file exists this button will remove the local copy of the document from your computer. This button is only enabled when a Controlled document has been selected.
8. Properties* Select this option in the toolbar to view the details of a Controlled file. Update the security settings to restrict access to a certain Synergy access level and above for the controlled file. Setup the maximum number of versions to be stored for the file (if set to 0 this is unlimited), or choose to rollback to a previous version of the file. This button is only enabled when a Controlled document has been selected.
9. Import new Controlled document version* Select a controlled file in the document library that you want to add a new version of the document for. Locate a file on the network that you want to import to be the latest version of an existing controlled document. This option is used if the document changes have been saved locally to a computer using a different file name. The previous version of the file is still available to view in the document properties window.
10. Move Folder* Select this Move Folder button in the toolbar to change the sub folder that the Controlled file is stored within. This button is only enabled when a Controlled document has been selected.
11. Import* Select one or multiple Uncontrolled documents to be imported into the Controlled documents library, then click the Import button in the toolbar. Select multiple rows using the Shift or CTRL keys. This button is only enabled when a Uncontrolled document has been selected.
12. Export* Select one or multiple Controlled documents to be exported out to the Uncontrolled documents library, then click the Export button in the toolbar. Select multiple rows using the Shift or CTRL keys. This button is only enabled when a Controlled document has been selected. Only System Administrator access levels can export files to uncontrolled.
13. Request Check-in* Click this button to use the email wizard to send an email message to the user that has this file checked out. The automatic email created will be addressed to that user, and request that they check-in the file so that you can make changes. If a file is controlled and is checked out to another user, then this button is enabled.
14. Send Highlight a file in the contract documents folder that you want to send via email, then click the Send button . The email wizard opens an allows you to select which contracts, personnel or internal staff to send the document to via email. The body and subject line of the email is created using the selected email template.
15. PreviewSelect the Preview button in toolbar to enable the preview pane and view the contents of the documents. The preview will be enabled for the file types DOCX, PDF, Email MSG, JPEG, JPG, PNG. The preview of the file is available for both controlled and uncontrolled documents of these file types.
16. Filter (Location and Document Type)Click the Filter button in the toolbar to enable the Filtering options in the column headers, and the location or document type filters. Choose a location filter to limit the selected contract folder to show only controlled or uncontrolled files. Use the document type filter to limit the folder to only show only the selected type of file: PDF, Email, Word, Excel, Images, Drawings.
17. Filter (Header)Enter a value into the field shown at the top of each column. These fields are enabled after using the filter button in the documents toolbar. Next click on the advanced filter button at the top of the column to apply an advanced filter to the list and restrict what contract documents are shown. i.e. Apply a filter to the 'Date' column to only show files with the modified date of 22/8/2013, or apply a filter to the 'Name/Subject' column to only show files where the file name contains the keyword 'statement'.
18. Search documents Type a keyword into the search field shown in the documents toolbar and press enter to run the search. This will search the entire contract folder for the documents with the keyword in the file name. For controlled files is will also look for the keyword in the document. Click the 'Clear' button in the folder pane to remove the search results view. If the search for uncontrolled documents returns a large amount of results press the Cancel button to stop the search and view the results it found up till that point.
19. Search (Advanced) Type a keyword into the search documents field and press enter to run the search. Enable the filter and then enter another keyword into the 'Name/Subject' field and press enter to further limit the results. This will only return documents that contain both the keywords. Advanced search filtering can also be performed on the 'Sender/Creator', 'Recipients', 'Date. and 'Type' fields.
20. Checked out for edit* View a list of all controlled documents checked out for edit in the contract folder. The name of the file, folder, version number, date/time of check out, and user that checked out the file are shown. Click the 'Check-in' button to save a file you are editing back to the folder (this will create the new file version), or click the 'Remove' button to delete the check-out flag and rollback to the previous file version.
21. Read only copies* View a list of all controlled documents that users have a local copy stored on their local PC for the contact. The file name, folder, version number, date/time, and user that checked out the file are shown. Click the 'remove' button to delete the flag from the Synergy database that a local copy is on that users PC. NOTE: This will not actually remove the file from the users computer, it will only remove the indicator that the file exists on that PC in the Synergy database.

Send a document in the Contract Administration folder to contacts or internal staff using the Synergy email wizard. The document selected will be attached to the email message, and the subject line and body of the email will be created using the selected email template.

1. Open the Contract.
2. Go to the Contract > Documents tab.
3. Locate the Contract folder where the file is stored in the left explorer panel.
4. Highlight the document on the file list on the right.
5. Click the Send button in the documents toolbar.
6. (Optional) Select a Sub Project to enable the sub project email templates.
7. Select an email template to create the body and subject line of the email. (Contract, Project or Sub Project types).
8. Choose the recipients from the Contract Contacts, Project Contacts or Staff tab using the TO, CC and BCC buttons.
9. Click Send.

Click the image above to view the Contract Administration email wizard.

10. The new email message opens with the Contract Document attached addressed to the selected recipients. The email body and subject line is populated from the selected email template.

Click the image above to view the contract admin email with the document attached.