Post on 15-Aug-2020
Document
Management
Using Synergy
Types of Documents to Store?All Types that are Paper Based or Electronic
� Communications to Accounts / Business Partners /
Government Agencies
� Marketing Documents – Promotional Information, Product
Literature
� Human Resource Documents – Medical Insurance Forms,
Company Policy Manual
� ……Many other examples
Document TypesAll Document Types that can be stored on your computer network
can be stored in Synergy. These include:
� E-Mails
� Word
� Excel
� PowerPoint
� PDFs
� Images, such as Pictures
� Video Recordings
� Sound Recordings
Document StatusesDocuments Have Statuses in Synergy that Provides Visibility of
the Document to Resources. These Statuses include:
� Draft
� Open (But Not Approved)
� Rejected
� Approved
� Archived
Storing Documents
Synergy Office Integration
� Outlook
� Word
� Excel
� PowerPoint
Scanning into Synergy
� Automated
� Manual
Saved via Event Manager Tasks
Created within Synergy
Imported into Synergy
� Excel
� Bulk Uploads
Adding Documents Via SOI� You may add documents from Microsoft Office Products such
as Word, Excel, Outlook and PowerPoint Using the Synergy
Office Integration (SOI) Functionality.
� E-Mails may have Multiple
Attachments Linked.
� Additional Fields may be
Required due to Document Type
Settings.
Scanning Documents� You may scan documents and store them as PDFs into
Synergy.
Scanning Options� Two Primary Vendors to Partner With:
Scanning FunctionalityScanned documents are sent from a scanner to file directories.
The uploading of the documents from these files is based upon
the method used in attaching them to Synergy Enterprise (Manual
or Automated).
Scanning FunctionalityImage Capture is scanning software used in different modes for
sending documents to Synergy Enterprise:
�Manual Uploading
�Automatic Uploading
�Bar Code Recognition
�OCR Recognition
Manual UploadingAllows a Resource to manually select the “Type” and other
criteria for each saved Synergy document.
Automated UploadingSend all documents within a file directory to pre-defined
“Criteria” within Synergy Enterprise.
Bar Code RecognitionSend all documents within a file directory and a certain bar code
within a section of the form (or cover sheet) to a pre-defined
“Criteria Type” within Synergy Enterprise.
OCR RecognitionSend all documents within a file directory and certain OCR
recognizable field(s) within a section in the form to pre-defined
“Criteria Type” within Synergy Enterprise.
Workflow CreationAs Documents are uploaded (or scanned) into Synergy
Enterprise, workflow requests can be created for further actions
to be completed by your employees.
Importing DocumentsYou may add documents directly into Synergy from:
� Synergy’s Bulk Upload Functionality
� GLM Systems Import Documents Tool using Excel
� Upload documents (such as e-Mails) from use of the Event
Manager
Creating DocumentsYou may add documents directly into Synergy from the “New
Documents” function.
Drag / Drop of AttachmentsDocuments allow Drag & Drop for Attachments from Directories
Document LinksDocuments can be optionally linked to Synergy Components such
as Accounts, Projects, Items, Opportunities, Contacts,
Assortments or Employees.
These Links May be Optional or Mandatory. They are setup
using Document Types.
Full Text Search of Documents� Full Text Search within Database is Possible
� Background Job Indexes Word Documents, PDFs and
Workflow Requests
� Results Finds Text in e-Mails, Word Documents, Excel,
PowerPoint and Searchable PDFs
Searching for DocumentsDocuments can be easily located by various criteria, with Simple
or Advanced Searches.
SearchingDocuments can be easily located by various criteria:
� Standard fields available in Document Search
� Custom Fields, such as GLM Systems Document Plus Free
Fields Tool
Document Search Results can have many of the search criteria
fields displayed.
ElasticsearchThe ‘Search All’ functionality can be
added to your Synergy Enterprise
environment.
You can search in one place for the following
entities: Resources, Accounts, Documents,
Requests, Items, Projects, Contacts
and Attachments.
A widget is available for insertion into a
Workspace.
Pivot AnalysisPivot Analysis Views are available in Synergy for Quick Analysis
Tags� Tags can be Used to Provide a Descriptive Keyword.
� Used to Group Documents with Similar Content.
� May be Added to Document Types or Individual Documents.
� Multiple Tags Can be Added to a Document.
Document Types� Document Types are created to take advantage of your
Organization’s Filing Requirements.
� Document Types are easy to modify without customizations.
� Loosing Documents is difficult with Synergy.
Document Security LevelsDocuments have a Security Level attached as they are added to
Synergy. Documents that are Security Sensitive can be hidden
from Individuals that do not have the proper security level to view
it.
�Level 0 All
�Level 1 Customers
�Level 2 Partners
�Level 3 Customer (Specific)
�Level 4 Partner (Specific)
�Levels 10 – 99 Internal
�Level 100 Resource (Specific)
�Level 101 Project (Specific)
Document Creator SecurityDocument Creators may be limited in a similar fashion as
viewers, using Roles (with levels) or specific Security Levels
Document Mandatory FieldsDocuments may have Mandatory fields to be entered prior to the
saving within Synergy. They include:
� Division
� Assortment
� Items
� Opportunities
� Projects
� Person (Resource)
� Additional Free Fields (and Types of data fields) Available
from GLM Systems
Documents View LogSynergy has a Built-In Log to see who has viewed the Document.
Documents Modified LogSynergy has a Built-In Log to see who has Modified the
Document Criteria.
Documents ApprovalDocument Approval Process may be Required for Specific Types.
This Process Requires that a Document is “Approved” before it is
Available for Others to View.
Document LayoutDocument Layouts are Used to Influence the Look and Feel of
Documents When Viewed.
Word Merge� Word Merge of Documents Used in:
�Accounts
�Contacts
�Resources
�Projects
� Word Merge Documents Created and Modified in
Microsoft Word
� Word Merge Documents can be E-Mails or Letters
Document Check-In / Check-Out� Document Check-In & Check-Out Functionality.
� Documents May be Checked Out by a Resource.
� Other Resources May View the Document, however until the
Document is Checked Back In, No Other Resources Can Edit
the Document, Saving it Back into Synergy.
Document Versions
� Document Version Functionality is built into the Software.
� A Document may have Multiple Versions in the Database, but
Only One Active Version for Resources to View.
� Previous Document Versions May be Made Active or Viewed
by Resources.
Document Deletion
Document Deletion Functionality is built into the Software. They
may be deleted:
� Manually (Single & Bulk)
� Based upon # of Days
Deletion utilizes Synergy Security
Document ArchivingDocuments may be set up with Auto Archiving, utilizing a
Synergy Background job based upon Number of Days:
� After Creation
� Last Modified
� Last Read
Linking Multiple Items to Docs
� Multiple Items Can be Linked to a Single Document.
� This Function is Provided by GLM Systems, a Business
Partner with SynergyExpert.com.
Linking Multiple Accounts to Docs
� Multiple Accounts Can be Linked to a Single Document.
� This Function is Provided by GLM Systems, a Business
Partner with SynergyExpert.com.
Linking Free Fields to Docs
� Free Fields May be Linked to a Single Document. Field Types
Include:
�Text
�Date
�Yes / No
�Amount
�Number
�GUID
� This Function is Provided by GLM Systems, a Business
Partner with SynergyExpert.com.
Multiple Document Approvals
� Create a Document Belonging to a Specific Type. Upon the
Final Stage, the Document is Approved and Made Available
for Resources to View.
� Multiple Approvers Can Be Set up in a Role and Required for
the Request to Move Forward.
� Remarks Can Be Added by Resources Involved in Process.
� This Function is Provided by GLM Systems, a Business
Partner with SynergyExpert.com.
Uploading of Documents from Excel
� Import Tool Uploads Documents that Exist in a File Directory,
with the Path Existing in the Excel Spreadsheet.
� This Function is Provided by GLM Systems, a Business
Partner with SynergyExpert.com.
More Information
Please contact us to schedule a demo or
receive additional information on our tools
Dave Kloepfer
Sales Manager
SynergyExpert.com
dkloepfer@synergyexpert.com
847-956-6500 (Office)
847-867-4401 (Cell)