Issuing

The Issuing feature in the 12d Synergy is an inbuilt secure data transmission tool. Documents or files to be issued are grouped into file sets/issue sets. These sets can then be transmitted to one or more individuals who are added as Synergy contacts, both internal and external. During the process, receipt transmittals can be automatically populated from a built-in template, if desired. The Issue section of 12d Synergy captures a snapshot of the files as they were at the time of issuing, ensuring files can be recalled if needed later.

There are various options for the transmission of issue sets. A brief description of each is mentioned below:

• Via Email (Server) – This option issues the file set via an automated email from the Server. The recipient’s email size limit is a limitation in this method. While this method tracks the details of the file set sent, there is no proof that the files have been received and accessed by the recipients.

• Via Email (Outlook) – This option issues the file set via an editable email from your Outlook. The recipient’s email size limit is a limitation in this method. While this method tracks the details of the file set sent, there is no proof that the files have been received and accessed by the recipients.

• Via Publishing – This option issues the file set via a secure web link that can be password-protected. It then sends an automated template email with the web link to recipients. This option can track both, the issue details and the receipt details.

• Via Publishing (Outlook) – This option issues the file set via a secure web link that can be password-protected. It then creates an editable email with the link from your Outlook. This option can track both, the issue details and the receipt details.

• Manually – This option zips the file set and saves it in the local Downloads folder for manual submission. A record is maintained that a file set has been issued manually.

• Internally – This option saves the file set to a location in the 12d Synergy Client application and shares an automated link to the 12d Synergy users via email. A record is maintained that a file set has been issued internally.

1.1. How to Create a File Set

1. In the job tree, click Issued files.
   The File Set Types are displayed in the tree structure and also in the right panel of the window. These file set types are created by your 12d Synergy Administrator to organise your issued files.
   
   

2. Click the required Set Type.
   All the file sets issued in that set type are displayed in the top-right panel of the window.

3. Click the Create Set icon.
   The Create a File Set window is displayed.
   
   

4. Enter a name for the file set you are creating in the Set name box.

5. Select the required set type from the Set type list.

6. Enter a description for the file set in the Description text editor.

7. Select the Add all referenced files check box if you want to add all relevant references for the files being issued. The relevant references are determined at issue time.

8. Click the Create button.
   A prompt asking you if you want to select the files to be issued is displayed.
   
   

   • Select the Yes option to browse and select the files to be issued as a part of the file set you are creating, from the Select files to issue <job name> window.
     The file set is created and is displayed in the top-right panel of the Issued files view. The files selected as a part of the file set are displayed in the Files tab of the bottom-right panel of the Issued files view.

   • Select the No option to define the file set later.
     The file set is created and displayed in the top-right panel of the Issued files view.

1.2. How to Create a File Set with a Folder Structure

You can issue a folder with subfolders and files in the 12d Synergy Client application.

1. In the 12d Synergy Client application, select a folder from the job tree structure that needs to be issued with all its contents (files, subfolders, and their contents).
   

2. Right-click the folder to select the Data Out > Issue option.
   
   The Pick a File Set Type window is displayed.

3. Click the required Set Type.
   The following 12d Synergy window is displayed.
   

4. Do one of the following:

   • To issue the selected folder structure and the files included in the structure, click Yes.

   • To issue only the files with unique names in the selected structure, click No.
     The Create a File Set  window is displayed.

     If there are two files in the selected folder structure with the same names, then the application prompts a message notifying the file name which has been used for naming more than one file. Unless you change the names of the files to unique names, you will not be allowed to create a file set with the selected files.

5. Enter a name for the file set you are creating in the Set name box.

6. Select the required set type from the Set type list.

7. Enter a description for the file set in the Description text editor.

8. Select the Add all referenced files check box if you want to add all relevant references for the files being issued. The relevant references are determined at issue time.

9. Click the Create button.
   A prompt asking you if you want to select the files to be issued is displayed.

   

   • Select the Yes option to browse and select the files to be issued as a part of the file set you are creating, from the Select files to issue <job name> window.
     The file set is created and is displayed in the top-right panel of the Issued files view. The files selected as a part of the file set are displayed in the Files tab of the bottom-right panel of the Issued files view.

   • Select the No option to define the file set, later.
     The file set is created and displayed in the top-right panel of the Issued files view.

You can now issue the file set like any other file set.

1.3. How to Issue a File Set

1. In the job tree, click Issued files and the required Set Type.

2. Select the required file set from the top-right panel of the window.
   The contents of the file set are displayed in the Files tab of the bottom-right panel.

3. Click the Issue icon.
   The Issue File Set window is displayed.
   
   
   By default, the File set version is the Current  version (or the latest version) of the file set.

   
   

   Once a file set has been issued, a version of the file set is created. You can issue previous versions of the file set by clicking the Change button displayed against the File set version field and selecting a different version from the Change File Set Version  window.

4. In the Issue Mode section, select one of the following options from the Issues these files list:

   • Via Email (Server) – This option will issue the file set via an email from the Server.

   • Via Email (Outlook) – This option will issue the file set via an email from Outlook.

   • Via Publishing – This option will publish the file set over the internet, which is viewable in any web browser.

   • Via Publishing (Outlook) – This option will publish a link to the file set via an email from Outlook.

   • Manually – This option will issue the file set in a zip format for download. It can be downloaded to the default Downloads folder on your system. A record is maintained that a file set has been issued manually.

   • Internally – This option will save the file set at a specific location in the 12d Synergy Client application. This location is then shared with selected 12d Synergy users via email.

5. In the Required Attributes section, enter the values for the required attributes.

6. In the Contacts section, do the following:

   • In the To tab, using the Quick Search option and   icons, add the contacts to whom the file set has to be issued.
     

   • In the CC tab, using the Quick Search option and   icons, add the contacts to whom a copy of the email with the issued file set, has to be sent.

   • In the Receipts  tab, select the relevant checkboxes to add the contacts to whom a notification of an issued file set with a transmittal has to be sent.

     
     

     You can click the Add Team button in the To, CC, and Receipts tabs to send emails, notifications, or receipts respectively to the entire Team. To know who constitutes a team, refer to the Teams page.

7. Select the Include transmittal cover sheet check box to include an overview of the files being issued as the cover sheet.

8. Select the Zip files check box to zip the files before issuing them.

9. Based on the mode selected for issuing the file set, one of the following events occurs.

1.3.1. If the issuing mode is Via email (Server), then do the following:

1. Click the Issue button.
   The Email files window is displayed.
   

2. Enter a different subject for the email, if required, in the Subject box.

3. If you want to add any additional information to the email, enter it in the box below the Subject box.

4. Click the Email button.
   A prompt notifying that the file set has been issued successfully is displayed.

1.3.2. If the issuing mode is Via email (Outlook), then do the following:

1. Click the Issue button.
   An email is drafted in your Outlook with the file set attached.
   
   

2. You can make any edits to the email, if required, and then click the Send button.
   A prompt asking you if you want to add the message to 12d Synergy after the email is sent is displayed.

   • Click Yes to save it in one of the respective jobs using a Select a Job window and then send the email.

   • Click Noto just send the email.

1.3.3. If the issuing mode is Via Publishing, then do the following:

1. Click the Issue button.
   The Publish this issue window is displayed.
   
   

2. Select the Available Until check box and click the calendar   list to select a date until when the issued files will be available for download.

3. Select the Password check box and enter a password if you want the files to be password protected.

4. Select the Send password check box to send the password in the published email to the selected recipients.  If this check box is not selected, then the password has to be communicated to the recipients manually.

5. Enter any information you want the recipients to know in the Extra info field.

6. Select the required template for the download page from the Download Page list.

7. Select the Always show download page check box to view the download page for downloading the check box. If this check box is not selected, the issued files are directly downloaded into your Downloads folder.

8. Select the Notify me when the files are downloaded check box to receive a notification when the published files are downloaded by the recipients.

9. If your 12d Synergy Administrator allows you to send issued files from different email addresses, then the Send email as me check box is enabled. You can select this check box to send the issued files as emails from your email address.

10. Click the Notifications button to add notification recipients in the Publishing Notifications window and then click the Set button.

11. Click the Publish button.

1.3.4. If the issuing mode is Via Publishing (Outlook), then do the following:

1. Click the Issue button.
   The Publish this issue window is displayed.
   
   

2. Select the Available Until check box and click the calendar   list to select a date until when the issued files will be available for download.

3. Select the Password check box and enter a password if you want the files to be password protected.

4. Select the Send password check box to send the password in the published email to the selected recipients.  If this check box is not selected, then the password has to be communicated to the recipients manually.

5. Enter any information you want the recipients to know in the Extra info field.

6. Select the required template for the download page from the Download Page list.

7. Select the Always show download page check box to view the download page for downloading the check box. If this check box is not selected, the issued files are directly downloaded into your Downloads folder.

8. Select the Notify me when the files are downloaded check box to receive a notification when the published files are downloaded by the recipients.

9. If your 12d Synergy Administrator allows you to send issued files from different email addresses, then the Send email as me check box is enabled. You can select this check box to send the issued files as emails from your email address.

10. Click the Notifications button to add notification recipients in the Publishing Notifications window and then click the Set button.

11. Click the Publish button.
    An email with the link to the published files is drafted in your Outlook.
    
    

12. You can make any edits, if required, and then click the Send button.
    A prompt asking you if you want to add the message to 12d Synergy after the email is sent is displayed.

    • Click Yes to save it in one of the respective jobs using a Select a Job window and then send the email.

    • Click No to just send the email.

1.3.5. If the issuing mode is Manually, then do the following:

1. Click the Issue button.
   The Browse for Folder window is displayed.
   
   

2. Select the location on the system where you want to save the issued file set and click the Ok button.

   
   

   Click the Make New Folder button in the Browse for Folder window to create a new folder in the selected location for saving the issued file set.

1.3.6. If the issuing mode is Internally, then do the following:

1. Click the Issue button.
   The Select a Folder window with the tree structure of the 12d Synergy Client application is displayed.
   
   

2. Select a folder to save the issued file set.

   
   

   • Click the Change job button to save the issued file set in a different job using the Find a job window.

   • Select a folder or job in the job tree and click the New folder button to create a new folder using the Create a Folder window.

3. Click the Select button.
   The Email files window is displayed.

4. Enter a different subject for the email, if required, in the Subject box.

5. If you want to add any additional information to the email, enter it in the box below the Subject box.

6. Click the Email button.
   A prompt notifying that the file set has been issued successfully is displayed.
   

1.4. How to Modify a File Set

A file set can have different versions of itself. A version of a file set is created after you issue a file set and then modify it. You can modify the file set by adding a new file to it, deleting an existing file, or changing the version number of a file in it. The different versions of the file set are displayed in the File Set view > Files tab page in the bottom-right panel.

1. In the job tree, click Issued files and then the required Set Type.

2. Select the required file set from the top-right panel of the window.
   The version-wise contents of the file set are displayed in the Files tab of the bottom-right panel.

3. Click the Modify icon.
   The Modify File Set window is displayed.
   
   

4. In the Details tab, you can modify any of the following:

   • Set name field – the name of the file set

   • Add all referenced files check box – whether or not to include the files referenced by the files of the file set at issue time.

   • Description – a description of the issued file set.

   • Change Type – the file set type of the issued file set.

   • Delete – delete the file set permanently.

5. In the Files tab, you can modify any of the following:
   
   

   • To Add files to the file set, click the Edit icon to browse and select more files from the Select Files to issue - <job name> window and click the Select  button.

     
     

     When trying to modify a file set created out of a folder structure, you can add, modify, or delete only the contents within the structure. To add files to be issued as a part of the structure, you must first add the files using the Add files button in the Folder View and then modify the file set to include the newly added file.

   • To Delete files from the file set, select the file in the Modify File Set window, and click the Delete icon.
     The selected file is deleted from the file set.

   • To Change the version of a file in the file set, hover the mouse on the version column of the required file and click the Change button to select the required version of the file from the Select Version  window.

     
     

     To change the version of the file to its latest version, select the file and click the Update Versions button. You can select multiple files by pressing the Ctrl button while selecting the files.

     When you modify the file set name in the Set Name field, select or clear the Add all referenced files check box, or add a description to the file set, a new version of the file set is NOT created. It is only created when you make changes to the files included in an issued file set, like adding or deleting files and changing the version number of the included files.

6. Click the Modify button.
   The file set is modified and is displayed as the next version in the Files tab.

1.5. How to View Issued File Details

1. In the job tree, click Issued files and then the required Set Type.

2. Select the required file set from the top-right panel of the window.
   
   The version-wise contents of the file set are displayed in the Files tab of the bottom-right panel.

3. Click the Issues tab to view the issued file sets.
   
   

4. To view the details of any issued file set, click the View details link of that issued file set.
   The Issue Details window is displayed.
   
   
   You can view all the details related to the issued file set in this window.

1.6. How to View Publishing Information

1. In the job tree, click Issued files and then the required Set Type.

2. Select the required file set from the top-right panel of the window.

3. Click the Issues tab to view the issued file sets.

4. Click the View details link of the required issued file set.
   The Issue Details window is displayed.
   
   
   In the Details tab, if the value of the Issue Method is Published, then the View Publishing Info button is displayed.

5. Click the View Publishing Info button.
   The Publishing Information window is displayed.
   

1.6.1. To view the Publishing Information on your Mobile Device

You now have the option to view the Publishing information on your mobile device by scanning the QR code generated for the required published file set.

1. In the Publishing Information window, click the Save QR Code to Windows button.

   

   
   

2. Save the QR code as an image on your local system.

3. Access the image and scan the QR code using your mobile device.
   You will be able to view the publishing information on your mobile device.

1.7. How to View and Download a Transmittal

A transmittal is a document that summarises the details of an issued file set. It can be sent as a cover page when a file set is being issued.

1. In the job tree, click Issued files and then the required Set Type.

2. Select the required file set from the top-right panel of the window.

3. Click the Issues tab to view the issued file sets.

4. Click the View details link of the required issued file set.
   The Issue Details window is displayed.
   
   

5. Click the Download Transmittal button.
   The Save Transmittal File as window is displayed.

6. Enter a name for the transmittal in the File name box.

7. Click the Save button.
   A prompt asking you if you want to view the transmittal file is displayed.

8. Click Yes.
   The transmittal is displayed in .html format in your browser.