Controlled Documents Setup

Setup required before use	Who Can Use It?	Where Is It?
Office Settings > Controlled* Folder Templates	User Assist. Project Manager Project manager Director Administrator System Administrator	Project > Documents

	Controlled Server/Synergy/Controlled	Uncontrolled Server/Synergy/Projects
Edits to the file tracked by Synergy
Rollback to a previous version of the file
Users can find the file using Windows Explorer
Audit changes to email message text or attachments
Drawings (.dwg files) editable
Store final drawing output (PDF)
Keyword search in Synergy within the body of the file
Email Sender and Recipient details shown in Synergy
Archive all the file versions in a compressed ZIP file
Types of documents
Drafts, personal, drawings
Final specifications, PDF drawings, Policies, Agreements, Proposals
Email messages and email attachments

Uncontrolled documents and file can be found using Windows Explorer in the Synergy directory. Separate document library locations exist for:

1. Projects
2. Contacts
3. Contract Administration

Access to these folders and files is controlled by the access granted to your network user account and the permissions levels granted to the Synergy shared folder/sub folders. As part of the Synergy installation the access rights will have been configured to allow all Synergy users to have 'full access' (read/write/delete) to the highlighted sub folders below that reside in Synergy directory.

Click the image above to view the standard Synergy directory with Project, Contact and Contract Admin folders.

Documents stored in the controlled document libraries cannot be seen using Windows Explorer by the Synergy users. The setup process for controlled files ensures that the files are only available to view/edit using Synergy. This is done to enable version control and auditing of the controlled files.

Click the image above to view that Controlled files cannot be accessed using Windows Explorer.

The controlled files are stored in the Synergy shared folder (recommended) and access for users to browse to this folder in Windows Explorer is removed during the initial setup. Only Administrator accounts are granted access to this location. This forces people to lookup files or update files within Synergy.

When the controlled folder is viewed in Windows Explorer by an Administrator account, the following folder structure can be seen. A separate sub folder exists for each of the document libraries - Projects, Contacts and Contract Administration.

Click the image to view the default Controlled folder locations.

Within each document library a sub folder exists for each record. For every Project or Contact record a sub folder exists that contains all the controlled files for that record. The image below shows that a sub folders is created with a random string of characters for each controlled document stored for that record. Within this sub folder additional folders are created by Synergy for each version of the controlled file.

Click the image above to view the controlled file version folders.

The following steps will completed by a Synergy consultant with your internal IT resource to setup controlled documents. This is completed during the training and setup for controlled documents.

1. Call the Synergy Support Team and get Document Management enabled on your license. To have this module enabled training is required.
2. Create a new network user account call 'SynergyDM'.
3. Add the 'SynergyDM' account to the Administrators group.
4. Within the Synergy directory for the main office location create a new folder called 'Controlled'.
5. Change the access to the controlled folder to:
   1. Remove the access to the Synergy users or Domain users from this folder. All users should not have access to this folder.
   2. Add 'full control' access for the 'SynergyDM' account to the controlled folder.
6. Repeat steps 4 and 5 above for each other office location where a Synergy directory exists.
7. In Synergy go to the Tools menu > select Office Settings.
8. Complete the following for each office location:
   1. (Multi Office only) Double click to open the setting for the main office location shown in bold.'
   2. Open the Library tab.
   3. Check the 'allow controlled documents' box.
   4. Click the '...' browse button and locate the 'controlled' folder within the Synergy shared folder for the office location. Press OK to select the folder.
   5. Double check the location path returned shows the UNC path and not a shared drive letter. All users will be able to access the location if the UNC path is used, but some users may not have the same mapped drive letters setup as are shown in your login account. i.e. \\Server\Synergy\Controlled is a UNC path, and a mapped drive path would show O:\Synergy\Controlled.
   6. Enter the network user name, password and domain for the SynergyDM account.
   7. Click the 'test connection' button to confirm the username and password entered is correct.
   8. Save and close .
   9. Repeat this for each office location (Multi office clients only).

Click the image above to view the Library tab configured within Office Settings with a UNC path entered.

9. The controlled document features will now be shown within Projects, Contacts and Contracts when you log-out and log back into Synergy. The MS Outlook® plugin can now be installed via the User Settings > Links tab.

1. Document check-out Alerts. Go to System Settings > Alerts tab and configure what alerts are shown on the My Synergy dashboard to warn if documents have been checked out for too many days. If a user has the document checked out no other users can make changes.
2. Outlook plugin default email 'save as' format. Go to System Settings > Links tab and configure what bookmarks will be used to create the default email file name format when saving emails to Synergy using the MS Outlook® plugin.