Managed Folders

One of the unique features of 12d Synergy is its ability to work with a managed folder. A managed folder is a folder with files and/or sub folders, which if you want to update, the entire folder has to be checked out. This means that the entire managed folder has to be checked out for making a change to any of if its constituent files or folders. 

A managed folder is displayed as . The blue coloured folder implies that the folder is a managed folder.  

A managed folder can have sub managed folders as well. So if any update needs to be made in the sub managed folders, the parent managed folder must be checked out. 

1.1. How to Create a Managed Folder

1.1.1. From the 12d Synergy Administration application

1. In the 12d Synergy Administration application, select the Jobs tab.
2. Select the Find tab and search for the job whose folders you want to define.
3. Click the Find button.
   The Edit Jobs window is displayed.
4. Select the required job and click the Edit button.
   The Job Tree window is displayed.
5. Right-click the job and select the Create Folder option.
   The Create a Folder  window is displayed.

1.1.2. From the 12d Synergy Client application

1. In the 12d Synergy Client application, do one of the following:
   • Right-click the required job or folder from the tree structure under which you want to create a new managed folder, and select the New > Folder option.
     The Create a Folder window is displayed.
   • Do the following to edit an existing folder to make it a managed folder. 
     1. Right-click an existing folder from the tree structure which you want to convert to a managed folder and select the Edit Folder option.
        The Edit a Folder: <folder name> is displayed.
        
        
        For information about other details displayed in the above window, please see here.  
     2. Select the General > General tab.
     3. Select the Is a managed folder check box and click the Save button.
        The selected folder is now changed to a managed folder. 

1.1.3. Create a Managed Folder

1. In the Create a Folder window, do the following:
   
   1. Enter a name for the new folder in the New folder box.
   2. Select the Managed Folder? check box if you are creating a managed folder.
      
      

      For information about other details displayed in the above window, please see here.  
2. Click the Create button.
   A new managed folder is created.
   

1.2. How to Check-out a Managed Folder

1. In the 12d Synergy Client application, select the managed folder that holds the files or sub folders you want to work on.
   
   
2. Click the Check Out icon in the quick access tool bar.
   All the files or sub folders in the managed folder are checked out. You can now open an individual file from the managed folder and update it. 

1.3. How to Check-in a Managed Folder

If the managed folder you are trying to check-in is a sub folder of a parent managed folder, then the parent managed folder has to be part of  

1. In the 12d Synergy Client application, select the managed folder that you want to check-in.
   
   
2. Click the tiny arrow beside the Check in  icon in the quick access tool bar.
   The following two options are displayed.
   1.  Check in
   2. Upload and keep check out
3. Do one of the following:
   • Click the Check in option to check-in the managed folder (which includes checking in all the files or sub folders of that folder). Selecting this option will check-in the entire managed folder and if you want to work on its files (or sub folders) again, you will have to check-out the entire managed folder.
   • Click the Upload and keep check out option to upload all the updated files into 12d Synergy, but continue to keep the folder (and its files or subfolders) in the checked out state. Selecting this option will upload all the files (or sub folders) of the managed folder into 12d Synergy, but the files are still in the checked out state. This means that you can still continue to work on the files. 
     The Check In Managed Folder window is displayed.
     
     This window summarises all the changes made to the managed folder as highlighted above.
     
     If no files or sub folders have been updated since the last check-out, then 12d Synergy prompts you if you still want to go ahead with the check-in. 
4. Enter a valid description in the empty box to the right of the Preview of changed data section and click the Submit button.
   Based on the option you have selected in Step 3 of this procedure, the files or sub folders are either checked in or uploaded to the 12d Synergy system.

1.4. How to Add or Delete a File (or a Folder) in a Managed Folder 

1. In the 12d Synergy Client application, select the managed folder that you want to update and check it out. 
2. Now right-click the same managed folder from the tree structure and select the Explore option.
   The selected managed folder is opened in the Windows Explorer.  
   
   
3. Do any of the following: 
   • Select the file(or folder) you want to delete and delete it.
   • Move, drag or copy a file (or folder) into this folder.
   • Create a new file (or folder) in this folder (right-click in the folder and select the New option).  
4. Close the Windows Explorer.
5. Check-in the managed folder. 
   The Managed Folder view is updated with the new additions/deletions.