Classification

Classification of the documents to be displayed. Access to documents can be restricted based on user security levels.

Select the classification from the drop-down list to filter the documents displayed.

Document Type

Type of document. For example:

• Microsoft Word Document
• JPG Photo
• Adobe Acrobat File
• Microsoft Excel Spreadsheet.

Note: The document types set up are those that are used at your organisation.

Select the type of document from the drop-down list to filter the documents displayed.

Description

Filter the documents to those which have the typed words in the description.

Source Reference

Filter the documents to those which have the typed words in the source reference.

Created Date

Date and time the document, spreadsheet or picture was imported into Synergetic.

Classification

Classification of the item.

Classifications are maintained in the luDocumentClassification lookup table. See Maintaining lookup tables in the System maintenance manual.

Description

Short description of the item.

Source Code

Source of the item. Typical examples include:

• Archive
• Magazine
• Newspaper
• School Photo
• Website.

Document sources are maintained in the luDocumentSourceCode lookup table. See Maintaining lookup tables in the System maintenance manual.

Source Date

Date the item was published or received.

Source Reference

Cross-reference to the source. For example the name, issue date and page of a newspaper where the student's photograph appeared.

Source Path

Location of the document in the file system or URL.

This field shows the document's original location if the file has been embedded in the Synergetic database.

Type

Type of document. Typical examples include:

• DOC, DOCX (Microsoft Word document)
• JPG (photo using the Joint Photographic Experts Group format)
• PDF (Adobe Acrobat file)
• XLS, XLSX (Microsoft Excel spreadsheet).

Document types are maintained in the luDocumentType lookup table. See Maintaining lookup tables in the System maintenance manual.

Seq

Unique number identifying the document.

Open the highlighted item in the appropriate application to view or change the item.

For example, a community member's record includes a Microsoft Word document in the DocMan tab. Click to open the document in Microsoft Word.

Import a document, spreadsheet, picture or link an external web page. See:

• Linking documents using a tag list in the Introduction manual
• Importing one or more documents
• Updating existing documents.

Export a document, spreadsheet or picture.

To copy a document, spreadsheet or picture from the Synergetic database and save it in a Windows folder:

1. Click .
2. Browse for the folder.
3. Click .

Open the highlighted item on the DocMan tab and update the information about the item.

Note: You cannot update fields if the document is a photo loaded using Photo Maintenance.

Delete the highlighted item from the DocMan tab.

Note: Deleting an embedded record deletes the original document, spreadsheet or picture from the Synergetic database. Deleting a linked document removes the link from the Synergetic database but does not affect the original document.

Maintain the community members linked to the document, spreadsheet or photo. You can:

• view the community members who share a link to the document
• link a document to:
  • one or more community members
  • community members in the current tag list.
• remove the link to the:
  • highlighted community member
  • community members in the current tag list.

See DocMan Links window key buttons below.

Add a community member to share the document.

See Sharing a document with other community members in the Introduction manual.

Add the document to the DocMan tab for each of the community members contained in the current tag list.

Remove the document from the DocMan tab of the highlighted community member.

Remove the document from the DocMan tab of all community members in the current tag list.