Workgroups in Synergy

There are three default Workgroups installed with Synergy: Administrative, Sales, and Staff. These Workgroups are samples and can be deleted or modified to suit your needs.

Note: Keep in mind that workgroups allow you to give other users access to data. They DO NOT provide you with the ability to control whether the members can view, add, edit, or delete the data. This is controlled by the System Role(s) each user is assigned to. Keep in mind that this may result in members of a workgroup not having the same access level to the same content.

Shared Workgroups

Shared workgroups are available for use by all users of Synergy. Generally it is the administrator that creates and maintains shared workgroups, however the administrator can allow users to also create shared workgroups. Only the owner or the administrator has the ability to edit a shared workgroup. The administrator can always view and edit ALL Shared Workgroups. The sample data that is installed with Synergy includes a "Staff" workgroup that consists of the Administrator and four sample users.

Private Workgroups

All users can create and maintain their own Private workgroups. Only the owner of the Workgroup can view or modify it. The administrator cannot access to private Workgroups.

Important Considerations

The built-in flexibility and power of System Roles and Workgroups poses some restrictions and considerations that you must be aware of.

If a User is a Member of Multiple System Roles:
The System Role that provides the user with the highest Access Level for a specific application determines the privileges the user has for that application.

Linked System Roles and Workgroups:
A Workgroup can only be linked to one System Role.

Removing or Adding Users to a Linked System Role / Workgroup:
If the linking rule is set to Automatically Update Workgroup, you cannot remove a user from a Workgroup that is linked to a System Role. You must remove the user from the System Role first. This automatically removes the user from the associated Workgroup. In addition, if you assign a user to a Workgroup that is linked to a System Role, the user is not automatically assigned to the System Role. However, if you assign a user to a System Role that is linked to a Workgroup, the user is automatically assigned to the Workgroup.

External Users:
The process of adding a user involves associating the account with a company that must exist in the Contact Directory prior to adding the user. Your own company information is automatically inserted during installation. However, if you have external users accessing Synergy, for example through a client extranet, the client Company information must be entered into the Contact Directory prior to adding the user(s).

Add a Workgroup

1. From the Preferences drop-down menu select User Preferences.
2. In the Navigation menu, under Contacts, select Manage Workgroups. A list of current Workgroups will be displayed in the Content frame.
3. In the Content frame, click the Add button to open the Add Workgroup form. Access Level allows you to define whether the Workgroup is Private, for your own personal use, or Shared, available for use by all users.
4. Complete the required information, and then click the Enter button to open the Edit the Information for this Workgroup form.
5. Click the View Workgroup Membership link to open the Membership Management form.
6. To add users to the Workgroup, from the Non Members column either double-click on the user name, or select the user names and then click on the < icon. Use the CTRL key to select multiple users at the same time.
7. Click the Done button.

Edit or Delete a Workgroup

1. From the Preferences drop-down field, select User Preferences. In the Navigation menu under Contacts, select Manage Workgroups.
2. In the Content frame, click the name of the Workgroup to edit or delete to open the Edit Workgroup Information form.
3. To delete a Workgroup, click the Delete button.
4. To edit a Workgroup, make the required modifications. To add or remove a user click on the View Workgroup Membership link. Make the required changes to the membership list and then click the Update button.

Note: Only the owner of a Workgroup or the administrator has access to edit or delete the Workgroup.

Enable Workgroup Creation

Enabling Workgroup creation allows users to create SHARED workgroups in Synergy Document Management Software. All users automatically have rights to create PRIVATE Workgroups.

1. From the Preferences drop-down field, select Application Administration.
2. In the Navigation menu under Contact Directory, select Workgroup Creation. This will open the Workgroup Creation form.
3. Select the Allow Users Access check box, and then click the Update button.

Note: The administrator can always create Workgroups regardless of whether this option is enabled or not.