Project Documents

Double click on a document row and the file will open. If the file is in the uncontrolled library then you can edit/update the file. If the file is controlled, then the opened file is a read-only copy. Check-out controlled files if you want to make changes.

View the contents of project files using the Preview button in the toolbar. Preview is available within the folder view or when looking at search results within the project folder. 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. Open the Project > Documents tab.
2. Locate the folder that contains the document, or by typing the keyword in search box in the top toolbar and press enter to run the search.
3. Turn on the Preview using the toolbar button.
4. Select a PDF file in the list to display it in the preview panel.
5. Right mouse click on the image of the PDF file to view the extra options.
6. Select Mouse Mode > Area Zooming Tool option.

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

7. 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.

8. 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.

9. 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.

Use the search documents box in the toolbar to search for a keyword in the all the documents in this project's folder.

The search will look for the keyword in:

• file name.
• file type.
• sender or email recipients (Controlled documents only).
• body of email or document (Controlled documents only).

Run the project 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 press the 'clear' button in the folders panel to return to the normal documents tab view.

Use the filter button in the Documents toolbar and the Advanced filtering options for Location and Document Type are shown at the bottom of the folder/search results panel.

By Location

View all the Controlled and Uncontrolled documents within the project directory. The Uncontrolled documents will appear in an orange highlight, whereas Controlled are displayed without a highlight (white row). When selecting a document it will change to a blue highlight.

Limit the list to just show Controlled or Uncontrolled document by using the location filter options.

Document Type

Select a Document Type from 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. All files with the selected file type will be displayed.

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'.
2. This searches within the project folder for the file name in uncontrolled files, and the file name and body of the document for controlled files.
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.

Click on a column heading to sort in ascending. Click the column heading again to sort in descending order. Click the heading a third time to remove the sorting.

Highlight a file in the project folder that you want to email, then click the Send button .

The email wizard opens an allows you to select which project 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.

When saving emails from MS Outlook® to Synergy the file name shown in the email filing wizard can sometimes contain to many characters. When this occurs the saved email cannot be opened in Windows.

In the Synergy 4.9.4 release (or higher) a warning is shown in the documents tab to let users know that the email they have saved has too many characters in the file name. Use the new 'rename file' button in the documents toolbar to adjust the file name to be a valid length that can be opened in Windows Explorer.

Click the image above to see the rename file button.

When this warning is shown you can:

• Click the rename file button in the documents tab toolbar.
• Update the save as name by over typing the file name in the 'file name field' to be less than the max characters shown. e.g. In the above image the max characters for the file name is 153. The current email file name is 175 characters, and cannot be opened in Window Explorer. Edit the file name to be 153 characters or less before saving.

Click the image above to see the rename file window.

The maximum number of characters for Windows Explorer is 260 characters. This is calculated using a combination of the folder path of where the file will be saved, and the file name itself. If you have a long folder path of where you plan to save the email into, then less characters will be available for the file name itself.

Learn more about the long file names when saving emails in Outlook.

The left panel inside the documents tab displays a list of the project folders. Click the arrow '>' next to a folder to expand and view the linked sub folders. The folder structure shown in Synergy is an exact match to the folder structure shown in Windows Explorer.

Toolbar actions available are:

1. Open in Explorer Click this button in the toolbar to open Windows Explorer and view the Project 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 project 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 also 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.

Files can be moved between controlled and uncontrolled libraries by selecting a single project file, or using the Shift or CTRL keys to select multiple files.

• Import Select the Uncontrolled files (shown in orange) that will be imported into the Controlled documents library. Click the Import button in the toolbar, and the rows will alter to white colour to show they have been imported. The controlled files cannot be found using Window explorer, and can only be accessed using Synergy. This import button is only enabled when a Uncontrolled document has been selected.
• Export Select the Controlled files (shown in white) to be exported out to the Uncontrolled documents library. Click the Export button in the toolbar and the latest version of the controlled file is exported to the uncontrolled area (shown in orange). All other versions of the controlled document are lost when the document is exported to uncontrolled. This button is only enabled when a Controlled document has been selected. Only System Administrator access levels can export files to uncontrolled.

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
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.

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 / Creator*Populated for email message files that are in the controlled documents area only. Displays the name of the person who sent the filed email.
4. Recipients*Populated for email message files that are in the controlled documents area only. Displays the name of each person the filed email was sent to. Hover over this field to see longer recipients lists. The recipient list is also shown in the email preview pane.
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/Read*View 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 .