Documents Tab - System Settings

Learn how to configure the Documents Tab within System Settings. Use the setting to control which fields are mandatory for entry within the Project Drawing Register, and define the numbering sequence to be used within the Drawing Register and when creating Transmittals. Switch on Transmittal Approvals to ensure that the Project Contacts get sent the manager approved drawing or document version. NEW 4.8.5

ClosedGetting Started
Who can use it? Where is it?

System Administrator

Tools > System Settings > Documents Tab

Tips:

What is the Documents Tab?

Choose what is shown for the project drawing number using the divider and number of digits settings. The drawing numbers are used with the prefix options created in Default Data > Drawing Register > Prefixes. Determine which fields are mandatory or optional entry in the Project Drawing Register. It is suggested that these fields are made mandatory if they will be shown on Transmittal Summary Documents.

Define the transmittal project and system wide numbering sequences. These transmittal numbers are auto allocated to each Transmittal created, and can be displayed on the Transmittal Summary Document sent out to the Project Contacts and looked-up in the Search feature.

Internal Manager approval maybe required before Transmittals and attached drawing or document are sent out to the Project Contacts. Use Transmittal Approvals to ensure that the manager checks and approves the documents and document version that will be displayed on the Transmittal Summary Document, and that the files can be sent out to the Project Contacts.

Why use the Documents Tab?

Define the drawing and transmittal numbering sequences, and which fields will be mandatory for entry in the Project Drawing Register.

Switch on Transmittal Approvals to ensure that each drawing version is approved as suitable to be sent out to the Project Contacts on the Transmittal.

Actions available

ClosedDrawing Register Settings
ClosedConfigure the drawing register numbers

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. PrefixClosedA 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. DividerClosedChoose which type of divider will be shown between the prefix and the drawing number. The divider options available are [None - . ;].
  3. Number of digitsClosedEnter 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 numberClosedCheck 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'.
ClosedExamples of drawing numbers

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

Tips:

  • The minimum drawing number shown for each prefix is 0, and will auto generate the next number required up to the maximum number setting. i.e. The maximum number is set to 999, therefore the first drawing will be numbered 000.
  • Drawing number settings must be configured before you can begin using the Project Drawing Register.
  • These numbering settings are company wide, however different prefixes can be created for each office or team to use.
ClosedSetup fields to be mandatory within the drawing register

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. ScaleClosedDescribes the scale of the drawing that will be created. I.e. 1:100, 1:200 etc.
  2. SizeClosedDescribes the intended paper size to be used to print the drawing. I.e. A4, A3, A0 etc.
  3. File TypeClosedDescribes the type of file that will be created for the drawing register. I.e. PDF, DOC, XLS etc.
  4. Document TypeClosedDescribes 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.

Tip: The information entered within the Project Drawing Register is used to create the Project Transmittal document.

ClosedTransmittals Settings
ClosedSetup the Project Transmittal Number

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.

ExampleClosedMaximum 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.

ClosedSetup the System Transmittal Number

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.

ExampleClosedMaximum 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.

ClosedEnable manager approval of Transmittals

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.

Tip: Learn more about the approval process in the Project Transmittals Overview topic.

ClosedFormat for name of the packaged drawings NEW 4.8.8

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

Tips:

  • Do not put a space inside of the brackets! It will cause the bookmark to become invalid. Add a space between bookmarks if required.
  • Special characters in file names are replaced with an x in the output.
  • Be careful NOT to use too many bookmarks when creating the file name! Windows has a maximum file name length of 255 characters, and cannot accept a file to be within a transmittal zip file package that is longer than the maximum Windows approved file name length.

Want to learn more?

Looking for more help? Try reviewing the following System Settings topics: Concept Link IconView Topics

Or try reviewing the following Drawing Register topics:Concept Link IconView Topics

Or try the following Transmittals topics:Concept Link IconView Topics

 

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