Hierarchy Organization Software & Document Management

Synergy is a document organization software that organizes documents into a logical hierarchy, or structure - Cabinets, Drawers, Categories, Folders and Documents. Learn about the Synergy Document Management structure in the following sections along with how to create, edit, delete folders; manage all aspects of documents; easily organize and do a basic or advanced search within the document hierarchy.

Document Hierarchy

Prior to working with Documents, it is important to understand how Synergy organizes documents.
Synergy groups documents into four hierarchical levels: Cabinets, Drawers, Categories(optional), and Folders. The following diagram displays an example of a document hierarchical tree.

• Cabinets and Drawers
  A Cabinet is the first hierarchical level. Access to a Cabinets' contents can easily be controlled through the use of Workgroup(s). As in your paper filing system, cabinets contain drawers. Drawers are the second hierarchical level in the library. Only System or Library Administrators can create, modify properties, and delete Cabinets or Drawers.


• Categories(optional)
  Categories provide you with a third hierarchical level for organizing your related documents. Categories are optional and can be created by any User when adding or editing a folder. When you create a category, it is made available to all users, however only the System or Library Administrators can delete or rename Categories. If a Category is deleted while in use, the category assignment will automatically be removed from the document folder.


• Folders
  Folders provide you with a fourth level of organization and contain the document objects. Folders cannot contain subfolders. For ease of maintenance, folders can be moved or cloned to other Cabinets and Drawers, however only the System or Library Administrators can move or clone folders. Moving a folder moves all documents stored within the folder to the new destination. Deleting a folder deletes all documents stored within the folder. Only the folder owner and System or Library Administrators can delete folders.
  
  
  • Create a Folder
  • View/Edit Folder Properties
  • Delete a Folder
  
  
• Documents Documents represent the files stored within the hierarchical tree. Any type of document, including Worksheets, databases, images, and sound files can be uploaded to the Documents application for sharing. Permission to add, modify, or delete documents is dependent on the System Role and Workgroup the user is a member of. See the System Roles and Workgroups section for additional information.
  
  
  • Add a Document to a Folder
  • View/Edit Document Properties
  • Version Control
  • View a Previous Version of a Document
  • Manage Linked (Compound) Documents
  • Manage Documents - Copy, Transfer, Delete
    
  • Document Search - Basic
  • Document Search - Advanced
  • Document Search - Full Text
  
  

Working with Cabinets / Drawers / Folders

To open a Cabinet, Drawer or Folder first, from within Documents, select the name of the Cabinet from the drop-down field. This will display a list of Drawers found in the Cabinet. A plus sign next to the Cabinet name indicates there are Drawers in the Cabinet.
Click the plus (+) to expand the Drawer. A plus next to the Drawer name indicates there are Folders (or Categories) in the Drawer. Next click the name of the Folder. The contents of the Folder will be displayed in the right Frame.

Note:If a folder is empty, the folder icon will appear gray.

The top frame displays a list of all documents stored in the folder that is selected in the Navigation menu. The bottom frame displays details on the document that is selected in the top frame.
Only cabinets you have access to will appear in the Select a Cabinet drop-down and only folders you have access to will be listed in the hierarchy tree.