Document & Record Lifecycle Software

Synergy System Settings


Synergy provides a fully integrated system for security settings to protect your vital data. Varying levels of encryption, IP blocking and security keys provide the system administrator with the control he/she needs to effortlessly manage the global settings for any number of users in an integrated office environment. User self registration allows users to start their Synergy sessions themselves. Registration information is also available with details pertaining to your particular license details.


Security Settings

The Synergy Security Settings provide a wide range of flexible options that can be tailored to suit your company security needs.

  1. From the Preferences drop-down field, select System Administration.
  2. In the Navigation menu, select Security Settings to open the Edit Security Settings form.
  3. Make the required modifications, and then click the Update button.

Field Definitions
Framework: turns on/off the availability of the Synergy Frameworks.
IP Blocking: controls access to Synergy by specifying individual IP addresses that are allowed access or blocked from the system. See the section on To View or Edit IP Blocking.
Time Period: controls user access during specific time periods each day.
Day of Week Allowed: controls user access for specific days during the week.
Logon Attempts Allowed: restricts the number of consecutive unsuccessful logon attempts a user can make prior to Synergy logging the failure in the Security Logs and sending an onscreen message to the user. This does not prevent the user from continuing to attempt to logon. The setting can be defined between 3 and 20.
Session Timeout: Session Timeout is based on accessing the Synergy Server NOT keyboard activity. This field can be set between 10-10,000 minutes. The Auto-Logoff User After Session Timeout option ensures the user is logged off when their session times out. ColdFusion also has a timeout setting. Synergy defaults to the lowest of the two timeout settings.
Characters Minimum: controls the minimum number of characters required in a password. This can be set between 4 to 20 characters.
Allow Password Reuse: controls whether passwords can be reused from one password change to the next. This does not track passwords utilized previous to the current change.
Password Expires: controls whether the user is forced to change their password after a set number of days. The number of days can be set between 1 and 99.
Logging: Log Access Violations (Security Logs), Log Application Errors (Application Logs) , and Log Usage controls whether access violations, application errors, and system usage are tracked.

Security Keys

The Security Key section allows administrators to manage the encryption keys that are integrated within Synergy.

Synergy utilizes the following Security Keys:

  • Master Key - used by Synergy to protect all other keys
  • Authentication Key - used when encrypting Synergy passwords
  • Backup Key - a backup of the Master key>
  • File Encryption Master Key (FEMK) - used when encrypting / decrypting documents that are uploaded to Synergy.
  • Message Authentication Code (MAC) Master Key (MACMK) - used when encrypting specific database fields associated with documents in Synergy.

Note: Security keys cannot be deleted. All 5 security keys are required to run Synergy.


Generate a Security Key

  1. From the Preferences drop-down field, select System Administration.
  2. In the Navigation menu, select Security Key. The list of Security keys will be displayed in the Content frame.
  3. Click on the name of the Security to generate. This will display the Security Key details in the lower Content Frame.
  4. Click on the Generate button. This will open the Generate File Encryption form.
  5. Select the Key Type. The following Key Types are supported:
    AES (128 bit)
    TripleDES (192 bit)
    Blowfish (128 bit)
    Blowfish (192 bit)
    Blowfish (256 bit)
    Blowfish (320 bit)
    Blowfish (384 bit)
    Blowfish (448 bit)

    Note: You have the option of selecting the encryption algorithm and the bit level of encryption.

  6. Enter the Expiration date in the Expires field. Check the Never check box to specify the key never expires.
  7. Click the Generate button.

IP Blocking

IP Blocking enables the Administrator to control access to the Synergy system by specifying individual IP addresses that are allowed access or are blocked from the system.

If any IP addresses are specified in the "Allow Access" section, Synergy will allow only those IP's access to the system, blocking everything else. If any IP addresses are specified in the "Deny Access" section, Synergy will allow access from all IP addresses except those that are specified.

If IP addresses are specified in both "Allow Access" and "Deny Access", "Deny Access" settings will over-ride any IP address overlap between the two.

For example, when set as follows:
Deny Access:  192.168.0.15 | | Allow Access:  192.168.0
Synergy will allow access to all IP's containing the address 192.168.0 except 192.168.0.15

  1. From the Preferences drop-down field, select System Administration.
  2. In the Navigation menu, select Security Settings to open the Edit Security Settings form.
  3. Click IP Blocking to open the Edit IP Blocking form.
  4. In the IP's to Deny Access field, enter the IP addresses to deny access, and then click the Add button. If addresses are specified in the Deny Access field, ALL other addresses are allowed access.
  5. In the IP's to Allow Access field, enter the IP address to allow access and then click the Add button. If addresses are specified in the Allow Access field, ALL other addresses are blocked.
  6. If addresses are specified in both deny and access fields, Deny Access settings over-rides any IP address overlap between the two lists.
  7. Click the Done button.

Note: It is not possible to edit a blocked IP Address. If any changes are required to an existing IP Address, it must be deleted and then re-added.


Global Settings

The Global Settings function allows the administrator to define default System Settings implemented across all document management applications. In order for individual users of Synergy to customize their set up, some of these settings can be modified by the end-user through User Preferences.

  1. From the Preferences drop-down, select System Administration.
  2. From the Navigation menu, select Global Settings to open the Edit Global Settings form.
  3. Make the required modifications, and then click the Update button.

Field Definitions
Main Path: URL for Synergy.
Logon Message: message presented to users on the logon screen. The original message is "Welcome to Synergy". This can be modified. The maximum field length is 255 characters.
Storage Path: location for any files and/or folders that are uploaded to the system.
Time Zone: represents the local time differential (in hours) to Greenwich Mean Time (GMT). There are 62 Time Zone selections from which to chose. This setting can be overridden by individual users in the User Preferences module.
Default Date Format: date format that is used in all Synergy applications. There are three options: yyyy/mm/dd, mm/dd/yyyy, dd/mm/yyyy
Default Time Format: time format that is used in all Synergy applications. There are two options: HH:mm, hh:mm tt
Version Control: To automatically have Synergy generate the Document Number and Version when uploading a document, select System Generated. To allow the user to manually set the version number, select Manually Generated. You cannot change the Document Number and Version on previous versions of the document.
Language: language used in Synergy.
SMTP Settings: SMTP settings must be specified for the Notification function. Enter the IP address for the SMTP server that will act to relay messages from Synergy. In many cases this is set to the IP address of Localhost (127.0.0.1). Synergy does not require connection to a POP server when using notification functionality.
Email Account: company admin account. This is the email address that will be found in the FROM: field when Synergy sends email notifications to users.


User Self Registration

The User Self Registration option streamlines the user registration process by allowing new users to register themselves based on a predetermined set of parameters defined by the administrator.

Once User Self-Registration has been enabled, new users on their first logon will be required to complete a form containing the following information:

User Name, First Name, Last Name, New Password, New Password (confirm),Title, department, division, work phone and email.

All Self-registered users will be assigned the Company, Workgroup and System Role settings the administrator specified when configuring User Self Registration. In order to ensure that users from all companies register their correct company name, at the time of self-registration they will be required to enter a company name in the Your Company Name field. This information is written to the Custom 1 field in the user's Contact Directory listing and the company name is preceded by "Self-Registered Company". This provides the administrator with a means of identifying electronically which company each user is associated with, making it easier to sort and organize each contact record.

  1. From the Preferences drop-down, select System Administration.
  2. In the Navigation menu, under System Settings, select User Self-Registration. This will open the User Self-Registration form.
  3. Enter the required information, and then click the Update button.

Field Definitions
Allow Self-Registration: When checked, users can register themselves in Synergy.
Default Company: This is the Company to which all self-registered users will be assigned in the Contact Directory.
Default Workgroup: This is the Workgroup with which the self-registered users will be associated.
Default System Role: This is the System Role to which all self-registered users will be assigned.


Registration Information

The Registration Information section displays the Synergy document management software licensing details specific to your installation. To change this information you will require a new Registration Code. To do this, please contact your Filehold representative.

  1. From the Preferences drop-down, select System Administration.
  2. From the Navigation menu, under Registration, select Registration Information to open the Registration Information form.
  3. Make the required modifications, and then click the Update button.

Field Definitions:
Station Name: represents the type of installation, as defined by the information provided with Synergy.
Registration Code: registration number supplied with Synergy.
Station ID / Version: The information in these two fields is filled in automatically and is based on the entries in Station Name and Registration Code.
User Limit: denotes the maximum number of Synergy Users allowed. This data is filled in automatically and is based on the entries in Station Name and Registration Code. If there is no User Limit this field will not be visible.
Language: Synergy is available in five (5) different languages. The languages available to this installation are listed. The information in this field is filled in automatically and is based on the entries in Station Name and Registration Code.

 

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