document management using...

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.



Linking Free Fields to Docs

� Free Fields May be Linked to a Single Document. Field Types

Include:

�Text

�Date

�Yes / No

�Amount

�Number

�GUID



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.



Uploading of Documents from Excel

� Import Tool Uploads Documents that Exist in a File Directory,

with the Path Existing in the Excel Spreadsheet.



More Information

Please contact us to schedule a demo or

receive additional information on our tools

Dave Kloepfer

Sales Manager

SynergyExpert.com

[email protected]

847-956-6500 (Office)

847-867-4401 (Cell)