Global Controlled Documents

Use the search documents box in the toolbar to search for a keyword in all Synergy controlled documents. The search will look for the keyword in all Project, Contact and Contract Administration controlled documents. The search will look for a match to the keyword in:

• file name.
• file type.
• sender or email recipients.
• body of email or document.

Run a global documents search by:

1. Typing a keyword into the 'search documents' box in the top right corner of the toolbar.
2. Press the enter key to run the search.
3. The search results are displayed in the list.
4. Type a different keyword and press enter to run a different search, or close the list when finished reviewing the results.

Use the column headers to restrict the search results, when a large number of files are shown in the list. Each column header has a search box at the top which allows you to:

• Search for a keyword in only that field.
• Apply a filter to the search results.

Example 1 - Search for an additional keyword.

1. Type a keyword into the search documents field in the document toolbar and press enter to run the search. i.e. search for the keyword 'plan' in all controlled documents.
2. The search results across all projects, contacts and contracts are shown.
3. Type another keyword into the column heading field and press enter to further limit the results. i.e. Type the keyword 'PDF' into the 'Type' column to only display this file format.
4. The search results are now updated to display all the files that apply to both search keywords. i.e. All file names that have the word 'plan' and are of 'PDF' format.

Example 2 - Apply a date filter to the search results

1. Type a keyword into the search documents field in the document toolbar and press enter to run the search. i.e. search for the keyword 'plan' in all controlled documents.
2. Select a date from the drop down calender in the 'Date' column. i.e. 01/01/2013.
3. Click on the advanced filter button in the 'Date' column header.
4. Select the 'is greater than' advanced filter option.
5. The list of search results is updated to only show files that contain the word 'plan' and have a modified date greater than 01/01/2013.

View the contents of files in the document libraries using the Preview button in the toolbar. Preview is available within the search results shown in global documents list. The Preview will display the contents of Word docx files, PDF files, Image files (Png, Jpg, Jpeg, Bmp), and email message files (msg).

Example 1 - Email messages

Use the preview to scroll through a list of email messages, and check which email you require before opening the file. The email messages are shown in plain text format. The sender, recipients, subject line, and body of the email can be seen in the preview panel.

Click the image above to see a preview of an email message.

Example 2 - PDF files

Use the preview to view all the pages of a PDF file without opening a read-only or checked-out version of the file. Right mouse click in the Synergy preview panel and see the extra features available for PDF files. The extra features available are:

• Page number selection
• Rotate or flip the page
• Copy the selected area to clipboard for use in another application
• Zoom IN or OUT

How to Zoom In on a selected area of a PDF file:

1. Run a search in the global documents list by typing the keyword in the top toolbar, and pressing enter to run the search.
2. Turn on the Preview option using the toolbar button.
3. Select the PDF file in the search results to display it in the preview pane.
4. Right mouse click on the image of the PDF file to view the extra options.
5. Select Mouse Mode > Area Zooming Tool option.

Click the image above to view the right mouse click PDF options.

6. Drag the mouse to select an area of the image to Zoom In.

Click the image above to view selecting an Zoom area in the PDF.

7. Zoom in to an area of the file to read small text, or finer details in a drawing file.

Click the image above to view the Zoom In results.

8. To Zoom out and return to the original view (full page):
   1. Right mouse click on the PDF preview panel.
   2. Select Zoom > Fit image to viewer width (or height).

Click the image above to see the Zoom out options.

The document type filter is shown in the top left corner of the list. Use the document type filter to limit the search results to only show only the selected file type: PDF, Email, Word, Excel, Images, Drawings.

View a list of all controlled documents that users chosen to view. When viewing a file it creates a local copy on the users computer. This list displays all the existing local copies of controlled files for all staff members. These controlled file copies can be from either the project, contact or contract administration document libraries.

The details shown in the 'Read only copies' window are:

1. Project Number or Contact Name or Contract Number.
2. File name.
3. Folder the file is stored within in the controlled document library.
4. Version number of the controlled file.
5. Date/time that the file was checked out.
6. User name that checked out the file.

Actions available in the 'read only copies' window are:

1. Remove Click the 'remove' button to delete the flag from the Synergy database that a local copy is on that users PC. This action is available to System Administrators only. NOTE: This will not actually remove the local copy of the file from the users computer, it will only remove the indicator that the local file exists on that PC in the Synergy database.

View a list of all controlled documents checked out for edit in the entire Synergy database. Click the 'Checked out for edit' button in the bottom left corner of the global documents list and the Documents being edited list is opened. The number of controlled documents that all staff have currently checked out is shown in orange on this button. The number of checked out controlled documents shown is across all document libraries in Synergy (Projects, Contacts and Contract Administration libraries).

The 'Documents being edited' window shows the following details:

1. Project Number or Contact Name or Contract Number.
2. Name of the file.
3. Folder the file is stored within in the controlled document library.
4. Version number of the controlled file.
5. Date/time that the file was checked out.
6. User name that checked out the file.

Actions available in the 'Documents being edited' window are:

1. Check-in Click the 'Check-in' button to save a file you are editing back to the folder (this will create the new file version). This action is only available to the user that has checked out the file for edit.
2. Remove Click the 'Remove' button to delete the check-out flag and rollback to the previous file version.This action is only available to System Administrators. Use this function to force a check-in of a file when the user is unavailable to complete this task (i.e. the staff member has left the company, or is away for an extended period of annual leave).

1. Edit Use this button to open the document for edit. If the controlled file will be 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.
2. Check-in Select this button to check-in a controlled document after you have finished updating the file and making the required changes.
3. Import new Controlled document version Select a file in the search results list 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.
4. View Select this button to view/open a read only copy of a controlled document. A local copy of the controlled document is created when this toolbar button is used.
5. 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.
6. Properties Select this option 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.
7. Move Folder Select this Move Folder button to change the sub folder that the Controlled file is stored within.
8. 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.
9. Send Highlight a file in the global documents search results list, then click the Send button le. The email wizard opens an allows you to select which contacts, 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.
10. Preview Select the Preview button to enable the preview pane and view the contents of the documents shown in the search results list. The preview will be enabled for the file types DOCX, PDF, Email MSG, JPEG, JPG, PNG.
11. 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 Synergy database for the documents with that keyword in the file name or the keyword in the controlled document.

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 select a staff member or Synergy contact to send the file to.

1. ParentThis column displays if the found file is within a Contact, Project or Contract Administration record. The name of the Contact, Project Title - Project number, Contract Title - Contract Number is shown in this column. Double click the name in green to open the record.
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. Name / SubjectThe name of the file, or the subject line of the email.
4. Sender / CreatorDisplays the name of the person who sent the email.
5. RecipientsDisplays the name or email address of each person the email was sent to.
6. DateThe last modified date of the file, or the sent date of an email message.
7. TimeThe last modified time of a file, or the sent time of an email message.
8. TypeThe extension. i.e. .docx, .xlsx, .msg, .pdf etc.
9. 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.
10. 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 .