Document & Record Lifecycle Software
Synergy implements a complete user authentication mechanism, requiring users to logon by providing a user name and password. Roles-based access levels provide fine-grained control over Synergy applications. This means that the applications users have access to, and the actions they can perform are determined by the permissions granted to the System Role(s). The use of Workgroups provides control over access to data. It is important to note that users must have the appropriate permissions to perform activities that involve accessing or modifying application data.
Ensure that prior to creating System Roles and Workgroups you thoroughly understand the functional roles of each employee and data they wish to share. This helps you develop a roadmap of the System Roles and Workgroups your company requires, streamlining the process. See Case Example: Adams Consulting Company for a working example of how to implement System Roles and Workgroups.
Learn how to Add, Edit and Delete Users in Synergy Document Management Software
System Roles and Workgroups Overview
Ensure that prior to creating System Roles and Workgroups you thoroughly understand the functional roles of each employee and data they wish to share. This helps you develop a roadmap of the System Roles and Workgroups your company requires, streamlining the process. See the Case Example: Adams Consulting Company for a working example of how to implement System Roles and Workgroups.
The following diagram illustrates the relationship between System Roles and Workgroups. You can also click the following link to learn more about System Roles
Application Access Levels
The next step in successfully setting up a System Role is to assign an access level to each of the applications. Application access levels control whether members of a System Role can view, add, edit, or delete application data. The following five access levels are available:
| Access Level | Privileges |
| 1 | Read |
| 2 | Read, Add |
| 3 | Read, Add, Edit |
| 4 | Read, Add, Edit, Delete |
| 5 | Admin |
When setting application access rights, there are restrictions on the minimum access level that can be applied for each of the applications.
| Application | Minimum Access Level |
| Start Page | 3 |
| Announcements | 1 |
| Contacts | 1 |
| Workflow | 1 |
| Documents | 1 |
| Library Administration | 5 |
| System Administration | 5 |
Learn how to define Access Levels in Synergy document management software.
Workgroups
Workgroups allow you to filter and control which users have access to what data. The purpose of a Workgroup is to group users based on specific content they need to share and collaborate on. The actions these individuals can perform on the data are dependent on the access level they have inherited through the System Role they are assigned to. Workgroups are defined through the User Preferences/Manage Workgroups function.
