Link Project Documents

In this function the drawing register rows are linked to the actual file in the Project Document Library. This step is required as the drawing register rows are often created before the actual file exists for the project.

The Link Documents window displays all the drawing register rows that have not yet linked to an actual project document. The linking process allows you to choose which file in the Project Controlled or Uncontrolled document library will be available to be sent out on a Transmittal Summary Document.

Link drawing register rows to project documents by

1. Open the Project > Documents > Drawing Register tab.
2. Click the 'Link Project Documents' button in the toolbar.
3. Locate the drawing register row that you want update.
4. Click the '...' browse button on the right.
   1. Select a folder and file - Navigate to the project folder that contains the file. Highlight the required file and press the 'Select' button.
   2. Search the project folder - Or type a keyword in the search box in the top right corner and press enter to run the search. Highlight the required file and press the 'Select' button.
5. Repeat this for each drawing register row that requires a document link.
6. Save.

Tips:

• To clear the search results either select a project folder, or delete the search word and press the enter key.
• The 'Date Linked' column in the drawing register list displays the date that the link to the project document was created.

Update the file that is linked to the drawing register row if the file has been moved to a different location in the Project Folder, or imported to be a Controlled Document.

1. Open the Project > Documents > Drawing Register tab.
2. Click the 'Link Project Documents' button in the toolbar.
3. Change the filter to 'All'.
4. Click the '...' browse button on the right.
   1. Select a folder and file - Navigate to the project folder that contains the file. Highlight the required file and press the 'Select' button.
   2. Search the project folder - Or type a keyword in the search box in the top right corner and press enter to run the search. Highlight the required file and press the 'Select' button.

5. Repeat this for each row that requires an update.
6. Save.

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.

Use the filter to change which drawing register rows are displayed, which is located in the top right hand corner of the window. NEW 4.8.8Options are:

1. Unlinked DrawingsThis displays only drawing register rows that are not yet linked to a project document file. This is applied by default if there are drawing register rows where no project document link has been setup yet.
2. Broken Links NEW 4.8.8View all the drawing rows where the link to the project file is returning an error. This is normally due to the file being moved to a different folder or being deleted from the project folder. Use this filter to find all the files that need the link to the project file updated before a new transmittal version can be created.
3. AllBoth linked and unlinked drawing register entries are shown using this filter. This filter is shown by default if all drawing register rows have a project document link setup.

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 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 row is linked to is shown.
2. NumberThe drawing number assigned to the row in the drawing register.
3. TitleThe title entered for the drawing within the drawing register.
4. File TypeThe file type selected on the drawing register row is shown.This can be used as a visual queue for what sort of file to locate in the File drop down list.
5. File Type Warning A warning is shown if the drawing register row requested a file type that is different to the linked document. I.e. Drawing register row requested a MS Word® .docx extension. If a PDF file is linked to that row instead of a .docx file, then a warning will be shown to advise there is a mismatch.
6. Document Library AreaAn indicator to show if the selected file is located in the Controlled or Uncontrolled area of the Document Library. If you are using Synergy Foundation, all files within the project folder will be shown as Uncontrolled documents. Upgrade to Synergy Enterprise to create Controlled files in the Document Management module.
7. FolderThe selected project folder that contains the file is shown. If this field is blank then a project document has not yet been linked. Click the browse '...' button to select a project document to use on a transmittal.
8. TitleThe name of the selected project document file is shown. If this field is blank then a project document has not yet been selected for the drawing row. Click the browse '...' button to select a project document to use on a transmittal.
9. Broken Link Warning A warning is shown if the currently linked file is no longer found within the project folder. The link can be broken to the file if the linked file is moved to a different folder or deleted. Use this filter to find all the drawing rows that need to have their links updated before a new transmittal version can be created.