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.

ClosedGetting Started

Setup required before use

 Who Can Use It? Where Is It?

Office Settings > Controlled*

Project Folder Template

Folder creation settings

User

  • Assist. Project Manager
  • Project manager
  • Director
  • Administrator
  • System Administrator
    		•

    Project > Documents

    Tips: 

    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.

    ClosedMatch the directory to Synergy
    1. Open Windows Explorer.
    2. Browse to the Project directory.
    3. Make sure the directory name matches the ProjectNumber followed by the Project Reference Name with a space between the two.
    ClosedMatch Synergy to the directory

    Follow these steps if you do not want to change the physical directory in Explorer.

    1. Open the Project in Synergy.
    2. 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.  
    ClosedWhy 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. 

    ClosedDo 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.

    ClosedExample

    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.   

    1. For Contracts: Select Specific Location.
    2. For Projects: Select custom folder location.
    3. Click the browse button .
    4. Locate the new directory path location that the Projectin Synergy will now permanently link to.
    5. Click OK.
    6. 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. 

      Problem Solution

    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: 

    1. change the Project directory to match the Project number and ProjectReference exactly with only one space in between the two

    1. 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: Concept Link IconView Topics

     

    © 2019 Total Synergy Pty Ltd

    Open topic with navigation