Project Document Template

Create a Project Document to display what drawings have been created in the project drawing register, .and also display the project contacts, project notes, and sub project details.

ClosedGetting Started
Who can use it? Where is it?

Administrator

System Administrator

 Administration tools > Document Templates

Tips:

What is a Project Document Template?

Project Document Templates can be generated from within the Project > Documents Menu > Create Project Document. Multiple project documents can be created in each Synergy database. This allows you to create a different document template for each type of task you would send out the project summary details on.

When creating the project document you can add bookmarks that can be placed anywhere within the MS Word® template document (document body or header and footer areas). Apply the formatting for these bookmarks within the MS Word® document template, to define what font, colours, and styles each of the bookmarks should be shown using in the output.

Data tables can also be added to the Project Document to show the project contact list, project notes details, sub project summary information, and a list of the drawings in the project drawing register. The data tables are formatted in Synergy in the Edit Bookmarks wizard to control if each row is bold, italic, or underlined. The font type and spacing for the table is defined in the MS Word® document template.

Why use a Project Document Template?

Create a summary of the Project for internal use or to send out to the Project Contacts.

Steps to create the template

ClosedStep 1: Create the Document Template Header
  1. Open Administration Tools > Document Templates.
  2. Click New
  3. Select the template type of Project.
  4. Type a template name. i.e. Project Document.
  5. Set the Default File Type (MS Word® or PDF).
  6. Provide a description.
  7. Select create a new template.
  8. Click save .

Click the image above to view a project document template.

ClosedStep 2: Edit Bookmarks

Bookmarks are added to the Project document template to ensure that the data is automatically populated from the relevant fields from your Synergy Project. Choose to a single field of data to be added as a Bookmark to the body of the document, or add bookmarks using data tables to create a easy to read list of Project information.

Setup the required bookmarks and data tables to be on the document template by:

  1. Double click to open the document template in the list.
  2. Select the Edit Bookmarks icon .
  3. Select the required bookmark in the 'Available Bookmarks' panel and click the 'Add>>' button.
  4. Add all the required bookmarks.
  5. Add any of the required data tables, from the end of the Available Bookmarks List. The Project Document Tables are:
    1. Project Contacts Table - Create a list of all the Project Contacts.
    2. Sub Projects Table - Create a summary list of all the Sub Projects.
    3. Project Notes - View the details of all the notes added to the Project.
    4. Drawing Register Table - View a list of all the drawings or documents that .have been entered in the drawing register. NEW 4.8.5

Click the image above to view the added bookmarks and tables.

  1. Click Next after all required bookmarks and tables have been added. The table setup will appear.
  2. Setup the Header to store a label for each of the columns by:
    1. Double click the cell.
    2. Type the text into the 'table cell' field.
    3. Save.
    4. With the cell highlighted select Bold or Italic buttons to make it the heading stand out.
    5. Repeat for each of the column headings required.
  3.  Setup the Body of the table by:
    1. Double click the cell.
    2. Locate the required bookmark in the list.
    3. Double click the bookmark.
    4. Save.
    5. Repeat for each of the required bookmarks to be shown in the table.
  4. Click Next. to continue to setup the next table.
ClosedView examples of transmittal tables
Contacts Table Sub Projects Table

Project Notes

Drawing Register Table

Display which contacts and personnel are listed on the project within the Project > Contacts tab.

Tips:

  • Add the contact classification bookmark to see the category for each of the project contacts.
  • Add column headings within the table and make the heading text bold so that it stands out.

Display the list of Sub Projects.

Tips:

  • Add the 'Manager' bookmark and see which internal staff member is listed as the Project Manger.
  • Add the bookmark 'Discipline' to see what type of work is required for each Sub Project.

Display a list of the Notes entered on the Project > Notes tab for the project.

Display a list of the drawings or documents entered in the Project Drawing Register.

Tips:

  • Add grouping to the table to group together the rows by the selected bookmark. I.e. Group by Sub Project Name, and then Drawing Document Type.
  • Add the bookmark 'Drawing Register Current Version' to show the most recently created version for the drawing row

  1. Configure all the added tables and add any required grouping. Click Next.
  2. Check the 'Open the Word Template on Close' box.
  3. Click Finish.
  4. Continue to Step 3 to setup the MS Word® document.

Tip: Add grouping in the Project Drawing Register table to make a long list of drawings easier to read.

ClosedStep 3: Update the MS Word® Template

Customise the Project document template in MS Word® to match your companies documentation look and feel. Adjust the MS Word® template to:

  • Include a company logo.
  • Add custom text.
  • Format colour, font, borders, shading, margins, or page layout options.
  • Move the location of the Synergy bookmarks to be within a paragraph or table you have added into the MS Word® template.
  • Move the location of the data tables.

Tip: Do not merge to data tables together. There must always be a space between the tables for the data to be able to populate into the table when the template is used.

ClosedView a samples of Project Document Templates
Document Template

MS Word® output

Open the MS Word® document template and move the bookmarks and tables, and format the font.

Tips:

  • Try making the headings bold in the table setup in Synergy, or to have a border outline on the header row. They will then stand out in the output.
  • Make sure that the tables always have at least one space between them. If you merge them together they will not populate.

Document template without the grouping applied to the drawings table.

Generate the document from within the Transmittal and the output looks as follows.

Tip: Notice the table heading is bold. This formatting was applied in the Synergy document template table configuration.
ClosedSteps to update your document template:
  1. Open Administration Tools> Document Template List.
  2. Double click to open the document template.
  3. Select the Open Word Template icon.
  4. Word opens the default Project template, which includes the added bookmarks and tables.
  5. Amend the MS Word® document to match your Project document format by:
    1. Add your company logo and address details to the header.
    2. Add a page count to the footer.
    3. Add spaces and other required text on the page.
    4. Move any added Synergy tables into position i.e. Drawing register table. 
      TIP: Do not join any tables together. There must be a space between each data table in the table for the Synergy data to be able to populate in the MS Word® output project document.
    5. Move the bookmarks using Cut and paste, to place the Synergy bookmarks into position.
      TIP: Ensure that bookmarks don't join together i.e. [project_title][project_number] doesn't end up like [project_title|project_number].
  6. Save and Close the MS Word® document. (Don't choose Save as).

Want to learn more?

Looking for more help? Try reviewing the following Drawing Register topics: Concept Link IconView Topics

Or try reviewing the following Document Templates topics: Concept Link IconView Topics

 

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