Using document management (DocMan)

Modified on Sun, 19 Apr at 11:20 PM

Many of the Synergetic modules include a DocMan tab that allows you to attach useful documents or photos to the community member's record.

How to:

Import any document, spreadsheet or picture into Synergetic and link a community member to it. See Importing one or more documents.
Import a document, spreadsheet or photo to everyone in a group of community members using a tag list. See Linking documents using a tag list.
Modify the details of an imported document or replace the document itself. See Updating existing documents.
Share a document with other community members. See Sharing a document with other community members.
Share a document with several community members using a tag list. See Sharing a document with community members using a tag list.
Export a DocMan item out of Synergetic into a Windows file. See below.

DocMan tab key fields and buttons
Fields

Field	Description
Classification	Classification of the documents to be displayed. Access to documents can be restricted based on user security levels. Select the classification from the drop-down list to filter the documents displayed.
Document Type	Type of document. For example: Microsoft Word Document JPG Photo Adobe Acrobat File Microsoft Excel Spreadsheet. Note: The document types set up are those that are used at your organisation as defined in the luDocumentType lookup table. See luDocumentType lookup table in the Synergetic System maintenance manual. Select the type of document from the drop-down list to filter the documents displayed.
Description	Filter the documents to those which have the typed words in the description.
Source Reference	Filter the documents to those which have the typed words in the source reference.

Grid area fields

Field	Description
Created Date	Date and time the document, spreadsheet or picture was imported into Synergetic.
Classification	Classification of the document. Classifications are maintained in the luDocumentClassification lookup table. See luDocumentClassification lookup table in the System maintenance manual.
Description	Short description of the document.
Source Code	Source of the document. Typical examples include: Archive Magazine Newspaper School Photo Website. Document sources are maintained in the luDocumentSourceCode lookup table. See luDocumentSourceCode lookup table in the System maintenance manual.
Source Date	Date the document was published or received.
Source Reference	Cross-reference to the source. For example the name, issue date and page of a newspaper where the student's photograph appeared.
Source Path	Location of the document in the file system or URL. This field shows the document's original location if the file has been embedded in the Synergetic database.
Type	Type of document. Typical examples include: DOC, DOCX (Microsoft Word document) JPG (photo using the Joint Photographic Experts Group format) PDF (Adobe Acrobat file) XLS, XLSX (Microsoft Excel spreadsheet). Document types are maintained in the luDocumentType lookup table. See luDocumentType lookup table in the System maintenance manual.
Seq	Unique number identifying the document.

DocMan tab buttons

Button	Description
	Open the highlighted item in the appropriate application to view or change the item. For example, if you highlight a Microsoft Word document and click Microsoft Word is launched to open the document.
	Import a document, spreadsheet or picture. See: Linking documents using a tag list Importing one or more documents.
	Export a document, spreadsheet or picture. To copy a document, spreadsheet or picture from the Synergetic database and save it in a Windows folder: Click . Browse for the folder. Click .
	Open the highlighted item on the DocMan tab and update the information about the item.
	Delete the highlighted item from the DocMan tab for the selected community member(s). Delete the highlighted item from either: just the community member all community members who are linked to the document.
	Display the community members who the document is linked to. Link a document, spreadsheet or photo to everyone in a group of community members using a tag list, as described below. You can also remove a community member from the list.

DocMan Links window key buttons
Buttons

Button	Description
	Add a community member to share the document. See Sharing a document with other community members in the Introduction manual.
	Add the document to the DocMan tab for each of the community members contained in the current tag list.
	Remove the document from the DocMan tab of the highlighted community member.
	Remove the document from the DocMan tab of all community members in the current tag list.