Exact Synergy Enterprise

Viewing documents

Menu path

Modules ➔ Documents ➔ Reports ➔ Documents ➔ Search

Introduction

This page displays a document for viewing.

Roles and rights

All users are able to view a document depending on its security level.

Note:

For more details on function rights, go to Modules ➔ System ➔ Setup ➔ Security ➔ Function rights.
For more details on roles, go to Modules ➔ System ➔ Setup ➔ Security ➔ Roles.

What version are you using?

The information in this document is applicable to product update 258 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I view documents?

On the Documents: Search page, define the relevant criteria.
Click Show or Search to display documents that match the defined criteria.
Click the hyperlink under the Subject column to display the respective document.

How do I edit documents?

On the Documents: Search page, define the relevant criteria.
Click Show or Search to display documents that match the defined criteria.
Click the hyperlink under the Subject column to display the respective document.
Click Edit, and then make the necessary changes.
Finally, click Save.

How do I delete documents?

On the Documents: Search page, define the relevant criteria.
Click Show or Search to display documents that match the defined criteria.
Click the hyperlink under the Subject column to display the respective document.
Click Edit.
Click Delete. A message will be displayed to ask for confirmation.
Click OK to continue.

How do I copy documents?

On the Documents: Search page, define the relevant criteria.
Click Show or Search to display documents that match the defined criteria.
Click the hyperlink under the Subject column to display the respective document.
Click Copy. The Document: New page will be displayed with the content and document properties automatically defined based on the document being copied.
Make the necessary changes, and then click Save.

How do I archive documents?

On the Documents: Search page, define the relevant criteria.
Click Show or Search to display documents that match the defined criteria.
Click the hyperlink under the Subject column to display the respective document.
Click Edit.
Click Archive.

Keep in mind: When you archive a document, all reply documents for this document will be automatically archived as well.

How do I restore documents?

On the Documents: Search page, define the relevant criteria.
Click Show or Search to display documents that match the defined criteria.
Click the hyperlink under the Subject column to display the respective document that has been archived.
Click Restore.

Keep in mind: When you restore a document, all reply documents for this document will be automatically restored as well.

How do I add tags to documents?

On the Documents: Search page, define the relevant criteria.
Click Show or Search to display documents that match the defined criteria.
Click the hyperlink under the Subject column to display the respective document.
Click Tags. The Tag Manager page will be displayed.
Type the tag in the box next to Add, and then click Add. Repeat this step to add more tags.
Click Done.

Buttons

Note: By default, five buttons will be displayed upfront. For document types that have more than five buttons, the rest of the buttons are displayed only after clicking the icon. When all the buttons are displayed, the icon will then be available, allowing you to hide the additional buttons.

Close

Click this to exit.

Edit

Click this to edit the document.

Note: This is available only if you are the creator of the document being viewed or you are given the rights to modify the document, and the document is not “checked out” by another person (applicable if the Owner and Check in / Check out check boxes are selected at Modules ➔ Documents ➔ Setup ➔ Maintenance ➔ Document: Types, under the Share tab). Once you have clicked this button, the document will automatically be “checked out”, thus other people who have the edit rights will not be able to modify the document.

Check in

Click this to allow the document to be edited by other people with the relevant rights.

Note: This is available only if the document is “checked out” and you are the person who is "checking out" the document, the direct manager of the creator of the document or you have the Documents administrator role.

Check out

Click this to prevent the document from being edited by other people.

Note: This is available only if the document is “checked in” and you are the person who is "checking in" the document, the direct manager of the creator of the document or you have the Documents administrator role.

Reply

Click this to write a reply to the document being viewed.

Copy

Click this to create a new document with the same content and attributes or properties as the document being viewed.

Request

Click this to create a request based on the document. For more information, see New request menu.

Approve

Click this to approve the document.

Note: This is available only if the document requires approval and you have the relevant role.

Reject

Click this to reject the document. After clicking, type a reason for the rejection and select the Creator checkbox if it is necessary to inform the creator of the rejection.

Note: This is available only if the document requires approval and you have the relevant role.

Versions

Click this to view all the versions created for this document. For more information, see Viewing versions of documents listing.

Note: This is available only if you have selected the Versions check box at Modules ➔ Documents ➔ Setup ➔ Maintenance ➔ Document: Types, under the More properties tab.

New: Version

Click this to create a version of this document. For more information on how the version numbers are assigned, see Renumbering of versions for existing documents when version format changes.

Note: This is available only if you have selected the Versions check box at Modules ➔ Documents ➔ Setup ➔ Maintenance ➔ Document: Types, under the More properties tab and you have the rights to edit the document or function right 520 – Allows to create new document version for person without edit rights. When this is clicked, any attachment in the current version will also be available in the new version.

Restore

Click this to restore the document from the archive status. By restoring this document, all documents that have been created within the same thread (by clicking the Reply button) will also be restored.

Note: This is available only if the document is already archived.

Fields

Content section

The title of this section follows the title of the document. This section displays the content of the document. You can hide or display the content by clicking the or icon respectively, located next to the header of this section.

If you are using Internet Explorer as your browser, you can click Edit with Word to open and edit the document content in Microsoft Word. If you have installed the Office Add-in application, clicking Edit with Word will open the document in Microsoft Word with Office Add-in whereas if you have the Synergy Office Integration application installed, clicking Edit with Word will open the document in Microsoft Word with Synergy Office Integration. However, if you have the Office Add-in and Synergy Office Integration applications installed, clicking Edit with Word will open the document in Microsoft Word with Synergy Office Integration. The document will be checked out when Edit with Word is clicked if you have selected the Check in / Check out check box under the Share tab for the document type. For more information on check-in and check-out, see Creating and modifying document types.

More / Information section

Click More to expand this section to view more information about the document, such as the subject, document type, and security level. This section will then be named Information. The information shown depends on the main category’s settings.

Tags section

This displays the tags that are tagged to the document. When you mouse over the tag, the number of times the tag has been used will be displayed. Clicking the tag will display the list of documents that are using the tag.

Attachments section

This section displays the attachment(s) that are attached to the selected document. Click View to view the attachment (available only for attachments that cannot be edited), Download to open or save the attachment, or Edit with XX to open and edit the attachment in Microsoft Word, Excel, or PowerPoint. However, the Edit with XX hyperlink is available only if you have installed the Synergy Office Integration application in your system and if you are using Internet Explorer as your browser. If you have selected the Check in / Check out check box under the Share tab for the document type (for more information on check in and check out, see Creating and modifying document types), the document will be checked out if you click Edit with XX.

The following table displays the file types that are supported for previewing, editing, or downloading attachments:

File types of attachments	Open and view in separate window or Internet Explorer tab	Editing allowed with Office Add-in or Synergy Office Integration	Downloading allowed
bmp, htm, html, txt, ico, jpe, jpeg, gif, tif, tiff, png, xml, sql, vb, asp, aspx, bas, c, cpp, ini, log, pdf, htx	YES	NO	YES
doc, docm, docx, dotm, xls, xlsm xlsx, potm, ppsm, ppt, pptm, pptx	NO	YES	YES
Other file types	NO	NO	YES

Replies section

Click this to expand this section to view the replies of the document.