Folder Templates

Who can use it?	Where is it?
Director Administrator System Administrator	Administration Tools > Project Folders

Add a new sub folder to the template by

1. Highlighting the folder you want the sub folder to reside within. i.e. Select the <Project> folder.
2. Click Add folder button in the toolbar.
3. Type a name for the folder.
4. (Optional) Set the default access level for a folder. i.e. 'User' level allows all staff to use the controlled documents in that folder.
5. Save.
6. Repeat for each additional sub folder that is required.

Delete a folder from the template and it will not be used in the next new project, contact or contract admin folder structure created. Using the remove folder button will not delete the folder from existing projects, it will only stop it being applied to the new records.

Delete a folder from the template by

1. Select the folder in the list that needs to be deleted.
2. Click Remove folder button in the toolbar.
3. Confirm the delete message with Yes.

When emails are saved to Synergy using the MS Outlook® plugin a default folder will be shown to make it quick to save the emails to Synergy. New emails you are sending will default to be saved to the Email OUT folder, and emails that you have received will default to the Email IN folder. The default folder is shown automatically in the email filing wizard within the MS Outlook® plugin.

Update a folder to be the email filing folder by

1. Double click an existing folder in the list, or click the 'Add folder' button in the toolbar.
2. Check the box to indicate this folder is the default location for:
   1. Email In
   2. Email Out
   3. Both Email In and Out (Check both boxes).
3. Save.

This feature enables you to allow only certain access levels to view data in particular sub folders. Restrict who can view sensitive data stored in a Project directory, and by enabling Document Management and storing this data as a Synergy Controlled documents. Setup selected sub folders to default all files to be available only to a selected access level and above.

Example

When creating your Project directory you create a folder called 'Proposals'. This is where the proposal and fee letters are saved to. You don't want access level User to view these documents.

1. Click the 'Add folder' button.
2. Enter the folder name as 'Proposals'.
3. Change the default access level to Assist. Project Manager.
4. Save.

Change the name of an existing folder in the template by

1. Double click a folder.
2. Over-type the name as required.
3. Save.

Folder Structure Details	Example
Project folder only If no folders are added in the structure then the default <Project> and <Sub Project> folders will be created for use with Synergy documents. Folders are only automatically created if this setting is enabled in the Tools > System Settings > Projects tab.
Project folder with sub folders Import or add folders to either the <Project> level or the <Sub Project> level. Activate the use of Project folders using Tools > System Settings > Projects tab. Settings that control the style of the project folder structure are also available. The list of sub folders under the <Sub Project> heading will be created for each Sub Project added to the Project. If you don't require sub folders at this level then leave this grouping blank. Project folders are created once in each project (not repeated for each Sub Project). Folders are displayed in alphabetical order in Windows and Synergy. If you require a different order try numbering the folders 01, 02, 03 etc to force the folders to be shown in a set sequence. The default 'Email IN' and 'Email OUT' folders must be within the <Project> level group of folders. If these defaults folders are within the <Sub Project> level group the MS Outlook® plugin cannot use this as the automatic location for saving emails to the project. The default Email In / Out folders locations can be set to the different folders, or both the default flags can be added to a generic folder such as 'email correspondence'.
Contact folders <Contact> folders are created automatically the first time that the Contact > Documents tab is opened or that an email is filed to a contact using the MS Outlook® plugin. If no folder structure exists in the template a folder will still be created for the <contact name>. Sub Folders can then be created manually when required within the Contact using the 'Add folder' button. Folders are displayed in alphabetical order in Windows and Synergy. If you require a different order try numbering the folders 01, 02, 03 etc to force the folders to be shown in a set sequence. The default Email In / Out folders locations can be set to the different folders, or both the default flags can be added to a generic folder such as 'email correspondence'.
Contract Administration folders <Contract> folders are created automatically the first time that the Contract > Documents tab is opened or that an email is filed to a contract using the MS Outlook® plugin. Contracts can be setup to use the <Project> folder structure instead. If this is the case in your setup, ensure the folders exist in the <Project> group for storing all your Contract Administration documents. If no folder structure exists in the template a folder will still be created for the <contact name>. Sub Folders can then be created manually when required within the Contact using the 'Add folder' button. Folders are displayed in alphabetical order in Windows and Synergy. If you require a different order try numbering the folders 01, 02, 03 etc to force the folders to be shown in a set sequence. The default Email In / Out folders locations can be set to the different folders, or both the default flags can be added to a generic folder such as 'email correspondence'.

 

When folders have been added to the <Sub Project> group in the template these additional folders can be created automatically and grouped together within an additional folder. How this works depends on how System Settings for Projects have been configured in your Synergy database. Learn more the about System settings > Projects tab

System Settings to configure when using Sub Project folders are:

1. Sub Project Folder - Type the title used for the grouping folder for Sub Projects. i.e. Type Sub Projects and an a folder with be created with this title. Inside this folder an additional folder for each Sub Project will be stored. If this field is blank then the sub project folders are mixed into the project folders and not grouped together.
2. Automatically create sub project folders -Enable this setting to have the Sub Project folders created at the same time the Project folders are automatically created. Option 1 is to create the folders within the project structure, or option 2 is to create the folders within each individual Sub Project folder.

The image above shows the System Settings that control Sub Project folders.

Examples of how these system settings affect Sub Project folders are shown below.

Example 1: Sub Project folders with Grouping

Keep the sub project folders together in the project folder structure to make them easier to locate. This occurs when a 'sub project folder name' has been entered in the System Settings > Project tab.

The folders added to the <Sub Project> area in the Folder Templates reside within the Sub Project folder. The example below has sub projects named Fee Proposal, Concept Design and Architectural Design. A folder is created for each of these Sub project under the grouping 'Sub projects' folder. These folders are displayed in alphabetical order. The created structure can be viewed in the Project > Documents tab.

Click the image above to view the Sub Project folders with grouping.

Example 2: Sub Project folders mixed into the Project folder structure

Store the Sub Project folders in the Project folder structure. When this occurs entire project directory is sorted in alphabetical order. This can make the Sub Project specific folders more difficult locate easily in list views.

Click the image above to view Sub Project folders mixed with the Project folders.

Import an existing folder structure is the easiest way to create a project folder template. The sub folders within the chosen folder will be added to the template to form the folder list that is automatically created by Synergy when a new Project is created.

1. Select Import folders.
2. At source folder browse to the location of your Project folder tree.
3. Highlight to root folder directory.
4. Ensure the 'Only import the sub folders from the source directory' is checked.
5. Save.

Folders will be created for all Active and ProposalDraft, In Progress and Practical completionProjects in Synergy when the rebuild button is used. The folders will be created in the Project folder in the Synergy directory.

Scenario

A new folder has been added to an existing project folder template. Next you need to add this folder to all Projects that already exist and have already got a Project folder structure.  The 'Rebuild' feature will add this new folder to all Active and ProposalDraft, In Progress and Practical completion status Projects.

Rebuild filter

This enables a user to select a screen filter and/or select only Projects requiring the rebuild. The rebuild function exists also in Office settings (Tools menu) under the Action menu bar. The filter available are: My projects, Project Manager or Active projects.

Click the image above to view the rebuild project folders wizard.