Documents Tab - System Settings

Each document entered into the drawing register is assigned a unique number for the project. The same drawing number can be used within multiple projects, but only once within each project. This is used as a reference for the document and is shown on Transmittal documents created from within the Project.

The drawing number is made up of four components:

1. PrefixA prefix is selected when entering items into the drawing register, to group together similar types of documents together in the drawing register and on transmittal summary documents. Multiple prefixes can be setup for use in the drawing register. For example the prefix of 'AD' could be created for Architectural drawings, or 'MD' for Mechanical drawings.
   
   The prefixes are setup within Default Data > Drawing Register > Prefixes List.
2. DividerChoose which type of divider will be shown between the prefix and the drawing number. The divider options available are [None - . ;].
3. Number of digitsEnter the maximum number of digits that will be part of the drawing number. For example if you want the drawing number to include 4 digits, enter '9999' into the maximum number field.
4. Use '0's to pad out the numberCheck this box if you want the drawing number to add zero's in front of the drawing number to ensure same number of digits are always shown. For example when the maximum digits is '9999', when creating the eighth drawing entry in the register, the drawing number will be shown as '0008' with this option checked. If the option is unchecked, then the drawing number would be shown as '8'.

Create the style of drawing numbering required in your company by reviewing the following examples:

Sample	Prefix	Divider	Maximum Number of Digits	Use 0's to pad out the number
AD-5468 Architectural drawing #5468 for the project.	AD	-	9999	Yes
MD12 Mechanical drawing #12 for the project.	MD	None	99	Yes
E-101 Electrical drawing #101 for the project.	E	-	999	Yes
302 Building plan #02 for the project.	3	None	99	Yes

Make fields mandatory if you intend to display them on the Project Transmittal document. Making a field mandatory will ensure that the user always enters the data so it can be displayed within the documents sent to the client. The following fields can be setup as mandatory for entry within the Project Drawing Register:

1. ScaleDescribes the scale of the drawing that will be created. I.e. 1:100, 1:200 etc.
2. SizeDescribes the intended paper size to be used to print the drawing. I.e. A4, A3, A0 etc.
3. File TypeDescribes the type of file that will be created for the drawing register. I.e. PDF, DOC, XLS etc.
4. Document TypeDescribes the document type or category of the document that will be created in the drawing register. I.e. Structural, Mechanical, Fire etc.

If the box is checked , then the field is mandatory for entry in the Drawing Register. If the box is unchecked, then this information is optional for entry in the Drawing Register.

The Maximum Project Number setting controls what the highest Transmittal Number will be within the Project. The project transmittal number is commonly shown on the Transmittal Summary Document which is sent out to the client. This number is a count of how many Transmittals have been sent out to date on the Project. Check the 'Use '0's to pad out the number' box if the transmittal number always requires to be a set length of numbers. The maximum number that can be entered into this field is 999,999,999 and this allows you to have up to 1 million transmittals within a project if required.

ExampleMaximum Project Number is set to 999, and 'Use '0's to pad out number is checked. This will create a Project Transmittal Number Sequence that will start at 001 and run upto 999 within each Project.

The Maximum System Number setting controls what the highest Transmittal Number will be within the entire Synergy database. The system transmittal number is a unique number for this transmittal across the entire Synergy database, and can be displayed on Transmittal Summary Documents. Check the 'Use '0's to pad out the number' box if the transmittal number always requires to be a set length of numbers. The maximum number that can be entered into this field is 999,999,999 and this allows you to have up to 1 million transmittals within the entire Synergy database.

ExampleMaximum System Number is set to 999999999 to enable Synergy to have upto 1 million Transmittals in the entire database. The '0's to pad out number is checked. The System Wide number sequence will be shown as 000 000 001 upto 999 999 999. The next available number in this sequence is assigned when a new transmittal is created within any project in the database.

Approval of which drawings or documents are sent to the Project Contacts can be switched on by checking the 'Approval is required from the project manager or higher' box. This setting will be required to be switched on if the manager wants to check what document versions are sent to the project contacts, or if the manager wants to check the information displayed on the Transmittal Summary Document.

When this box is checked the Submit, Approve, and Decline buttons are shown within the Create Transmittal screen. All users will be able to submit a transmittal for approval, but only the staff with project manager or higher can approve or decline the transmittal. If this setting is Off, then all staff access levels can use the Approve button to send out the transmittal and create the transmittal summary document.

The default file name for the drawing versions included in the transmittal zip file package are named the 'drawing number'.'file extension. i.e. A-012.pdf.

Use this system setting to change the file name to a custom format. Changing this setting will change the transmittal package file names for all Synergy users.

Common transmittal package file names are:

• <drawing.number/> - Revision <drawing.version/>.<file.extension/> - These bookmarks will create a file with 'A-012 - Revision 2.pdf'.
• Project <project.projectnumber/> - <drawing.number/> - Revision <drawing.version/>.<file.extension/> - These bookmarks will create a file with 'Project SY14-0012 - A-012 - Revision 2.pdf'.
• <drawing.number/> - Revision <drawing.version/> <file.modifieddate[dd-MM-yyyy]/>.<file.extension/> - These bookmarks will create a file with 'A-012 - Revision 2 14/7/2014.pdf'.

Customise your transmittal package file name by:

1. Open System Settings > Documents tab.
2. In the 'Format for name of the packaged drawing' box select one of the options from the drop down list.
3. If the file name type you require is not shown then type the require bookmarks into this field. The Available Bookmarks list below shows all the possible bookmark options. When considering which bookmarks to use REMEMBER that windows has a maximum file name length of 255 characters. Ensure the bookmarks you combine together are shorter than this maximum Windows set limit.
4. If typing the required bookmarks into the field ensure that you do not add any spaces inside the < > brackets or any special characters.
5. Save.
6. When you create your next transmittal you will be able to see the files inside the ZIP package file use the new name format.

Available bookmarks:

1. <drawing.number/>

2. <drawing.filetype/>

3. <drawing.title/>

4. <drawing.version/>

5. <drawing.clientnumber/>

6. <drawing.documenttype/>

7. <drawing.prefix/>

8. <drawing.scale/>

9. <drawing.size/>

10. <subproject.name/>

11. <project.projectnumber/>

12. <transmittal.transmittalnumber/>

13. <transmittal.systemnumber/>

14. <transmittal.date[any valid date format]/>

15. <file.name/>

16. <file.extension/>

17. <file.modifieddate[any valid date format]/>

Valid date formats

Use any valid Windows date format in the transmittal file name bookmarks. Examples of valid date formats are below:

• dd-MM-yyyy = 16/07/2014
• MM-dd-yyyy = 07/16/2014
• dd-MM-yy = 16/07/14