Project Folders
Synergy folder is stored on the server,
with Sub directories in which documents such as drawings, emails, letters, and other project communications are stored in a central location.
Tips:
- Creating
a document from within Synergy will automatically point to save the
document in the Project folder.
- Learn more about creating the default Project
Folders structure.
- Add the 'Project Directory' column to your 'Project List' report to check where all your Synergy project folders are located. If they have a standard default folder location, or a custom folder location.
View the Project directory
Clicking the yellow folder within the Project
or the Project list screen will open
the Project directory.
Here you can locate any file type and open it through
the windows browser.
The Project directory can also
be opened via the Documents option on the menu bar in a Project.
Using
Sub directories
As
the Project directory is created,
so too will sub directories that have been setup in theProject Folders template tree. If required, new
sub directories can then be manually added to the individual Project directory and/or sub directories in
the Project directory.
Sub Project folders
An option also exists to generate folders
for the Sub Projects attached to a Project. Review
Project
settings and Project
folders for more information.
Relink the directory
If the link between Synergy and your data server is broken, you
will need to relink them.
Match the directory
to Synergy
- Open Windows Explorer.
- Browse to the Project
directory.
- Make sure the directory name matches the ProjectNumber
followed by the Project Reference
Name
with a space between the two.
Match Synergy
to the directory
Follow these steps if you do not want to
change the physical directory in Explorer.
- Open
the Project in Synergy.
- Change
the Project Reference
Name
to match the directory. Though, the number will
need to match Synergy. If this is not suitable,
use the Change folder location.
Why is the link broken?
By default the directory created on the data server will consist of
2 parts - the Project Number
followed by the Project Reference
Name.
The folder name in explorer must match the Project Reference Name in Synergy.
Though this
will depend on the settings for the directory setup options. Refer
to Project System Settings topic
for more information.
Do the names have to be the same?
If you use the Change Project Folder
Location, the 2 can be different - as you will be telling Synergy
to look for a directory with a different name. Similarly
though if the directory name is changed in Explorer, then Synergy
will lose the link again.
Change
the Project folder location
Project> Documents > Change Project Folder Location
Contract
> Contract Settings>Options
This would allow Project
managers to set the Project within the Synergy
database to point to a Project directory NOT located
within the Synergy directory on your company file server.
Example
A new Project
is created in Synergy, and as it is saved, a Project directory is created in the default
directory path e.g. //Server01/Synergy/Projects/08/08021
- Lend Lease Polaris Apartments.
However, you've decided
that all Projects for Lend Lease are
stored within a directory for the client, so their Projects
are easier to find.
Go to the Project > Documents
> Change Projectfolder
location or for Contract Admin
Contract > Options
> Contract Settings.
Alternatively,
go to the General tab of the Project or Contract. Select
the cog 
at the Project Directory.
- For
Contracts: Select Specific Location.
- For
Projects: Select custom folder location.
- Click the browse button
.
- Locate the new directory path location
that the Projectin
Synergy
will now permanently link to.
- Click OK.
- Save.
All other Projects though will
remain being directed to the default Synergy path e.g. //Server01/Synergy.
Rebuild Project folders
This would be used only if you've had Project folders being
created by Synergy, however there were no sub directories
being generated. So by clicking the rebuild option within the Project,
any new sub directories that have been added the template tree will be
generated. This will not override a sub directory
with the same name, for example if you select rebuild and a sub directory
named 'Emails' already exists in the Project
directory, it will skip creating it, as it already exists - this way no
data can be lost.
Link
has been lost to the Project directory
Synergy will maintain a link to the Project directory automatically.
Though through the following scenarios, the link
may be broken and may need to be re-established.
|
Scenario 1
|
Special characters were used when creating the Project;
a Project folder was not created
|
Rename the Project title and/or renumber
the Project. Go
to Documents | Rebuild Project folders. The
folder will be generated for this one Project
and all available sub folders.
|
|
Scenario 2
|
The ProjectReference was wrong; a typo was corrected
and the Project directory can no longer
be opened
|
Because we use the ProjectReference to maintain the link to the
Project directory, it has now
been lost. 1 of 2 things can be done here:
-
change
the Project directory to match
the Project number and ProjectReference exactly with only one space
in between the two
-
Use
the 'Change
the Project
folder location' should you not want to edit the Project
directory name.
|
Want to learn more?
Looking for more help? Try reviewing the following Projects topics: View Topics
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2019 Total Synergy Pty Ltd
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