2. Why you need document management.
STORE, MANAGE, TRACK
3. STORE DOCUMENTS
Secure and centralised storage | All file types
MANAGE DOCUMENTS
Manage access | Control use
TRACK DOCUMENTS
Versioning and roll-back | Views | Audit trail
4. WHY USE DOCUMENT MANAGEMENT
Clearly identify changes and revisions
Lock-down documents provided by external entities to prevent
editing
Prevent ‘accidental’ issuing of earlier document revisions or obsolete
documents
Secure final versions of documents
Control who has access to files
Manage and store many file types including email
5. DOCUMENT MANAGEMENT IN SYNERGY
Store project documents as controlled or uncontrolled
Import documents into the controlled library to enable versioning
Set document templates to save certain types of documents to the
controlled library on creation
Create emails in Synergy using email templates
File / save emails to Synergy using the Outlook plugin
Use separate folder locations to manage projects, contact and
contract admin documents
System administrator becomes the ‘knowledge manager’ for all
controlled documents
7. CONTROLLED OR UNCONTROLLED?
Controlled
Versioning and ‘roll-back’
Time and date stamping for
versions (check in time)
Search for a keyword in files
Restrict user access
Access controlled documents
only through Synergy
Email sender /recipient
displayed
Uncontrolled
No restrictions on editing
Search for a keyword in the file
name
Access to folders determined
by network permissions
Basic email filing – email
subject and save date only
Use for ‘working’ files where
versioning isn’t needed
9. SETTING UP CONTROLLED DOCUMENTS
Create a new ‘controlled’ folder in the shared Synergy folder, or in
another location
Create a network or domain user account that will be used to
control access to the folder
Set the folder permissions so only the new account has access
Enter the user details into Tools > Office > Library
Make sure ‘Allow Controlled Documents’ is enabled
Browse to the ‘Controlled’ folder to set the path
User access to the controlled folder is then only available through
Synergy
10. CONTROLLED DOCUMENT LIBRARY SETTINGS
Controlled library settings are
configured through Synergy
office settings
12. OUTLOOK PLUG-IN
Link Outlook to Synergy using the Outlook plug-in
‘Save on send’ available for immediate filing of outbound emails to
project folders
File inbound emails using ‘drag and drop’
Choice of saving emails with, or without attachments
Save to controlled or uncontrolled
File to controlled to maintain the integrity of the email and for easier
searching and filtering
13. Enable ‘Save on send’ to automatically file outbound email
Save to controlled documents for enhanced search functionality
14. OUTLOOK PLUG-IN
Email ‘save as’ name is configured through Synergy system settings
‘Save as’ name becomes the default email naming convention for all
Synergy users
Default bookmarks are available in system settings
Custom ‘save-as’ formats can be used
Set default ‘email in’ and ‘email out’ folders in Synergy project folders
for consistent filing across projects, contacts and contracts
16. Documents tab or global search – there are differences.
DOCUMENT SEARCH
17. DOCUMENTS TAB SEARCH
Search function available in the documents tab in projects, contacts
and contracts
Keyword search
Controlled – search the file contents
Uncontrolled – search in the file name
Filter on location and / or document type
Filter the search results
Search results are limited to the project, contact or contract you are
currently viewing
19. GLOBAL DOCUMENT SEARCH
Search keywords in controlled files across all Synergy projects,
contacts and contracts
Parent displays the project title and number
Drill into the parent column to open the project, contact or contract
Preview file contents
Refine the search using filter options
Central control for knowledge managers to:
Force a check-in for any controlled file
Remove read-only (local copy) flags for controlled files
22. THE BACKGROUND
A specifications document was created containing details of a
particular brand and type of exterior door lock
The manufacturer subsequently advised that model had been
discontinued. Specifications of the replacement model were then
supplied
The specifications document was updated with the details of the
replacement model
23. THE PROBLEM
The original specifications document (Version 1) was saved to the
project folder
The updated specifications document (Version 2) wasn’t saved to the
same location
A project team member was asked to email the specifications to the
builder
They emailed the version located in the project folder (Version 1)
Work commenced based on these specifications
The locks were subsequently delivered to site ready for installation
and…didn’t fit..
Rectification work was required
24. IF ONLY THEY HAD….
Used Synergy to create their project folder structures
A specifications folder would exist within all projects
Specifications relevant to the project would be saved to the correct folder
Created a controlled library
Versioning of documents would have allowed them to have version 1 with the
original lock specifications and version 2 with the replacement lock specifications
Set email-in / email-out folders
The outbound email would have been stored in a pre-defined location
Installed the Outlook plug-in with ‘save on send’ enabled
The outbound email would have been saved to the controlled library enabling
keyword searching
26. They work together to support your internal QA and workflow
requirements.
Use controlled when versioning, security and global searching is required.
Use uncontrolled for working documents.
CONTROLLED AND
UNCONTROLLED DOCUMENTS
ARE NOT MUTUALLY EXCLUSIVE
27. Use project folders, document templates, email templates
and document management to generate and track
documents consistently across all your projects, contacts
and contracts.
SYNERGY FEATURES WORK
TOGETHER
28. File emails in a central, relevant location to ensure they are
accessible to all staff.
SYNERGY AND OUTLOOK
WORK TOGETHER
29. “Files are like contracts. No one really
needs them until there’s a problem.”
Cynthia Kyriazis. Productivity coach and author.
Editor's Notes
Welcome to this afternoon’s session on the power of document management
We’ll look at what document management is, and why we need it
We’ll revisit document management in Synergy and work through a case study to show the benefits of using document management
What is document management and why do we need it?
Key areas - store, manage and track
Let’s look at these concepts in a little more details
Store documents – secure and centralized storage for all file types
Manage documents – manage access to documents and control their use
Track – versioning allows you to revert or ‘roll-back’ to an earlier version of the document. Read only views of documents are also tracked
Tracking gives you an audit trail of the document – who has used it and when
Why should we use document management?
It’s a way to identify revisions and changes
It can be used to ‘lock down’ documents provided by external suppliers to prevent editing
Use it to prevent accidentally sending out the wrong document
Secure final versions of documents – correspondence, reports and drawings
Control who can access the files – much easier to store centrally and then control who can access the files
Manage many different file types including email
Document management has been available in Synergy for some time
Blue filing cabinet indicates it’s active on your license
Allows you to store files as controlled or uncontrolled
Versioning and roll back is available
Automatically save Synergy generated documents to the controlled library – set the options on your document templates to do this
Generate emails from Synergy and file to your project, contact or contract admin folders using the Outlook plugin
With document management enabled, the next decision is – how should your files be stored and managed
Lets re-visit the differences between controlled and uncontrolled
Controlled – as the name suggests, you have greater control over how documents are managed
Versioning and roll back
Time /date stamp – check in time
Enhanced searching – look for keywords in a file
Restrict access to files for certain user levels – they can see the file name but can’t do anything with it
Access to the documents is through Synergy only – you can’t access then through Windows file explorer
Email – sender and recipient details are available
Uncontrolled – and hopefully not out of control
No restrictions on editing – very easy to update the incorrect document
Search on file names only
Open access through Windows file explorer
Email – basic details available
Ideal for working files where versioning isn’t required OR check out/ check in would be counter productive
How do you tell the difference between controlled and uncontrolled documents?
Background colour indicates which is which, so a good visual cue
White background is controlled, salmon background is uncontrolled
Emails – send and recipient details are available and the date is actually the date the email was sent or received
Typically, the uncontrolled environment for projects is already set up
Project folders are available and accessible through Synergy or perhaps as a mapped drive
The controlled library needs to be configured
A new ‘ controlled’ folder is created
A dedicated user account is created that has full access to the folder – this is the part that requires input from your IT team
Folder and user details are entered into your Synergy office settings – this is completed by the Synergy system administrator
Slide for controlled folder and credentials – show in app
Next step – the Outlook plug-in
Outlook plug-in – what does it do?
Links Outlook to Synergy for easier email filing.
‘Save on send’ for outbound emails
Drag and drop filing for inbound emails
Save emails with their attachments or file them separately
File to controlled or uncontrolled
Controlled is the better choice as
Better searching available (keyword in file)
Sender / recipient details available
Maintains the integrity of the email
The ‘Save on send’ option allows emails to be saved immediately to the relevant project, contact or contract admin folder
Settings can be preconfigured in Synergy to make it easier for users to file
Default email in’ and ‘email out’ folders are set through the project folders layout.
You’ll find this under Administration tools
The “save as’ name or file name is configured through Synergy system settings
Becomes the standard naming convention for all emails filed using the Outlook plug-in
Bookmarks used for the file name can be configured by the Synergy system administrator
Select from the samples provided, or use custom bookmarks
The email is saved using the format specified in the Synergy system settings
If you do need to change this at a later stage you will need to
Make the changes in the system settings
Have the users uninstall and then reinstall the Outlook plug-in to pick up the new settings
We can now file documents and emails – but how do you find them again?
You can use the documents tab in projects, contacts and contract admin or use the global search
There are differences, so let’s see what they are
Documents tab search
The document tab is available in many locations
You can perform keyword searches
Uncontrolled – file name only
Controlled - file contents
Filter on location or document type and also filter the final search results
Remember the search is only relevant to your current location
For example, iIf you are in particular project, the search is run against the folders that relate to that project only
Document tab search
Global document search
More powerful search
Searches controlled documents only, but you can search across all projects , contacts and contracts
Search results can be filtered
Central location for the knowledge manager (system administrator) to force a check in on controlled files that are still out for edit.
They can also remove read only flags for controlled files that are being ‘viewed’ by users
Global search results
We’ve discussed what document management is and how it can be configured in Synergy. But how can it be used to prevent the mismanagement of files.
Let’s look at a case study where documents were not managed correctly, and then we’ll see how this could have been avoided
The background
Specifications document created
Original lock discontinued, new specs for replacement model were provided
The documentation was updated
The problem
Two different versions of the specs were created. Version 1 with the details of the original door locks was saved to the project folder
Version 2 with the updated details was saved elsewhere (not in the project folders)
The old specifications were issued by mistake – a costly mistake
To recap
Working together
Controlled and uncontrolled work together
Controlled – when you need versioning, better security and global search functionality
Uncontrolled – the ability to see working files in the project folders without restricting productivity
Each have their uses but work well together
Synergy features work together
Centrally controlled folder creation for projects, contacts and contracts works in with document templates, email templates and the document management module to generate and track documents consistently
Synergy and Outlook work together to allow emails to be filed centrally so they are accessible to all staff – not sitting in someone’s inbox or sent items folder
Controlled and uncontrolled work together
Controlled – when you need versioning, better security and global search functionality
Uncontrolled – the ability to see working files in the project folders without restricting productivity
Each have their uses but work well together
Synergy features work together
Centrally controlled folder creation for projects, contacts and contracts works in with document templates, email templates and the document management module to generate and track documents consistently
Synergy and Outlook work together to allow emails to be filed centrally so they are accessible to all staff – not sitting in someone’s inbox or sent items folder
To wrap up, documents (files) are important and need to be looked after.
Prevent problems using the 3 key document management principles – store, manage, and track.
Believe me, they do work together.