Contact details

Setup required before use	Who Can Use It?	Where Is It?
Card IDS Classifications Attributes	User Assist. Project Manager Project manager Director Administrator System Administrator	Contacts

Use the New button in the top toolbar to create a new Company or Individual contact record. Add new contact records and link personnel records to include their details on Projects or Contracts, and document outputs from Synergy. Review the step by step instructions to create new personnel.

Use the New Letter button in the toolbar to open the create Letter wizard. This allows you to create a new letter addressed to the selected Contact record using Synergy Letter Document Templates. Review this topic for step by step instructions on how to use the Letter Wizard.

Use the New Fax button in the toolbar to open the create Fax wizard. This allows you to create a new Fax addressed to the selected Contact record using Synergy Fax Document Templates. Review this topic for step by step instructions on how to use the Fax Wizard.

Click the button in the top toolbar, or choose the open uncontrolled document folder option within the Documents menu.

The document folder for the contact record will open, and display the uncontrolled documents. This feature is available to Synergy Enterprise and Foundation clients.

Create the folder structure for your Contact documents folder using the Templates that are setup under Administration tools. The folders created by the rebuild process are located under the <Contact> group in the folder template.

Rebuild the contact folder by

1. Open the contact.
2. Select the Documents Menu > Rebuild Folders option.
3. Click OK on the folders regenerated successfully pop-up message.

This sync process will create a MS Outlook® contact card for the selected Synergy contact record. Sync the Contact record to MS Outlook® by:

1. Double click the contact record to open it from the list.
2. Click the Sync to Outlook button in the toolbar.
3. Select where the new MS Outlook® contact card should be created in either:
   1. Sync to the default location - Select the 'Default Contacts folder' option on the General Settings tab.
   2. Sync to a custom location - Enter the name of your MS Outlook® Contacts group into the 'My Sync folder' field on the General Settings tab.
4. Select the Contact Fields tab and check the boxes for each field you want to sync to MS Outlook®.
5. Click the Sync Now button at the top of the Outlook Synchronisation window.
6. Click OK on the Sync completed pop-up message.
7. Repeat the above for each contact record you want to sync to MS Outlook®.

Each contact when created is either created as a Company (a registered business) or an Individual contact. If the contact type was chosen in error and you need to amend the contact type.

After updating the company or individual contact details you can copy the updated phone numbers or address to the linked personnel records. The phone, fax, mobile, email address, and street address can all be updated using this method.

Update the personnel details by:

1. Double click to open the Contact record.
2. Update the phone number and address details of the contact required (if required) and save these changes.
3. Select the Action Menu > Update Personnel Details option.
4. The Update Personnel Details window opens and shows the current contact details of the company contact, and the all the linked personnel.
5. The top row of the 'Update Personnel Details' pop-up displays the current Details for the contact.
6. In the Contact row (top row) check the box for the field you want to copy to the personnel records.
7. Repeat this for each field you want to copy. i.e. Phone, Fax, Mobile, Email, or Street Address.
8. Click save.
9. The details have been copied to the personnel record.

In some cases staff will create a new contact record to use on a project, even though one already exists with the a very similar name. Clean-up your Synergy contact list and merge duplicate contact records together. This feature is available for System Administrator access only.

Merge duplicate contact records by:

1. Open the contact record - the one you want to keep!
2. Go to the Action Menu and select Merge Contact
3. In the 'merge with contact' drop down box select the contact to be deleted.
4. Click the Merge button.
5. The two contact records have been combined.

Click the image above to see the Merge Contacts feature.

The contact merge feature will automatically move all related details from the deleted record to the 'master' contact record. In short all the items are moved to the contact being kept, and the other item is deleted.

The items moved to the 'master' contact are:

• personnel
• projects - where they were listed as a contact
• contract administration - where they are listed as a contact
• invoices - where they are listed as the invoice contact
• transmittals - where they were listed as being send the transmittal
• supplier expenses - where they were listed as the supplier/sub contractor
• notes - where they were linked as a contact or personnel to the note

vCards are an electronic business card enabling you to send yours or someone else's business details via email. Find this feature in the Action menu of an open contact record. Import vCards that may have been attached in an email or that you've exported from another application. You can also export a Contact from Synergy that can then be imported to any application that accepts vCards or .vcf file format. Learn more about Contact vCards.

The document templates are created by the Synergy System Administrator in Administration Tools > Document Templates. Create a new Personnel or Contact document by:

1. Double click to open the Contact record.
2. Select the Documents Menu and choose either 'Create Personnel Document' or 'Create Contact Document'.
3. Select a Word Template from the list. The templates shown are of 'Contact' or 'Personnel' type.

4. Select if the output file will open, save to the project folder, or save to the controlled or uncontrolled document library.
5. Choose the file type of MS Word® or PDF.
6. If save to a project folder or document library option is selected, then select which 'folder' the file will be saved to and type the 'file name'.
7. Click Create.
8. The document opens in MS Word®. Update the document and save to the required project location.

1. Copy the addressClick the Copy button on the right side of the contact record, to copy the postal address entered to also be the street address for the contact.
2. Show on mapClick the Map symbol next to the postal or street address fields, and Google Maps will open and displayed the address location.
3. Look-up a postcodeClick F2 in the Suburb, State, or Post Code fields of the contact, and the postcode search screen will open. If a Suburb\Town has already been entered, the post code for that town will be displayed. Select the postcode you want to add from the list, then press the Save button to add it to the contact address.

1. Create New - Company or Individual When adding a new contact record, select if you are creating a company contact or an individual contact . After saving the new contact record the company or individual symbol will be shown in the top right corner. Use the Action menu to convert the type of a saved contact record. This is a mandatory field when creating a new contact.
2. ContactType the company contact name. This is a mandatory field when creating a new Company contact. This field is not shown for Individual contact type.
3. SalutationEnter the title of the individual. i.e. Mr, Mrs, Miss etc. This field is not shown for Company contact type.
4. Given NameEnter the first name of the individual. This field is not shown for Company contact type.
5. Family NameEnter the surname or last name of the individual. This is a mandatory field when creating a new Individual contact. This field is not shown for Company contact type.
6. Default ClassificationWhen creating a new contact this field is shown to allow selection of the default classification or category for the contact. This is the 'role' that this contact will be grouped in for use on the project. This is a mandatory field when creating a new contact. After saving the new contact this detail can be viewed on the Classification tab.
7. ACNThe ACN number for the contact. ACN stands for Australian Company Number, and this is a unique 9 digit number is issued to every registered company by the Australia Securities and Investments Commission (ASIC).
8. ABNThe ABN number for the contact. ABN stands for Australian Business Number and is a unique number issued by the Australian Business Register (ABR) which is operated by the Australian Taxation Office.
9. PhoneThe main office phone number for the contact.
10. FaxThe main office fax number for the contact.
11. MobileThe main office mobile phone number (or cell phone, hand phone etc) for the contact.
12. OtherThis field is used to store additional phone numbers for the contact.
13. EmailThe main office email address. The reception email address is often entered into this field, or the email address of the main contact within the company. Click the 'Email' heading underlined and the email wizard will open to email the contact using email templates. Up to 100 characters can be entered.
14. Web SiteThe office web site address is entered into this field. Up to 100 characters can be entered.
15. Postal AddressThe contacts postal address location. The postal address fields available are Address Line 1, Address Line 2, Town, State, Post code, Country. Press F2 when you are in the Suburb, state, or Postcode fields of the address to search for the postcode.
16. Street AddressThe contacts street address location. The postal address fields available are Address Line 1, Address Line 2, Town, State, Post code, Country. Press F2 when you are in the Suburb, state, or Postcode fields of the address to search for the postcode.
17. Card IDThe card ID number is a unique number for the contact record, which is used by the MYOB and Xero Connect interfaces. Learn more about Card ID Numbers.
18. Account CodeAccount codes are entered store the income or expense code. This is used by the Connect interface when sending information to your account system. Learn more about account codes.
19. Account ManagerSelect which internal staff member is responsible for this contact's account. This is the Project Manager or Account Manager at your company that they would manage this client's account.
20. Invoice Terms NEW 4.9.2 and 4.9.3Set the default invoice terms (payment days # default) for this contact record on all future created invoices. The selected invoice term can be changed to an alternate value on the invoice if required.
21. ActiveAfter saving an active check box is shown in the top right corner of an open contact record. If the contact record is active then it is available in drop down lists for use in Synergy. If the contact record is inactive this active box is unchecked, and the contact details are shown in grey text within Contact List. Inactive contacts are not shown in drop down lists.

1. Add new personnel Click the Add button in the toolbar to add a new personnel record to the contact. Learn more about how to create new personnel records.
2. New Letter Click the New Letter button in the toolbar, to create a new letter document addressed to the highlighted personnel record using Synergy Document Templates.
3. New Fax Click the New Fax button in the toolbar, to create a new fax document addressed to the highlighted personnel record using Synergy Document Templates.
4. Open a personnel recordDouble click a personnel record to open it and view/edit the details.
5. List filterUse the filter in the top right corner of this tab to toggle between viewing Active, Not Active, and All personnel that are linked to this contact. Not Active personnel records have terminated their employment at the company contact.

1. PersonnelThe name of the personnel record is shown. This is made up to the Salutation, Given Name, and Family Name.
2. Position NEW 4.9.1The position from the personnel record is shown. Use this field to find which person in a company contact to call/email about a query.
3. MobileThe Business Mobile number entered on the General tab of the Personnel record.
4. PhoneThe Business Phone number entered on the General tab of the Personnel record.
5. FaxThe Business Fax number entered on the General tab of the Personnel record.
6. EmailThe Business Email Address entered on the General tab of the Personnel record.

1. Project #
2. Project NameThe Project Reference Name.
3. Project StatusThe current project status. Use the tab filter in the top right corner to view Projects of other statuses.
4. PersonnelThe name of the personnel which is attached to the Project.
5. RoleThe Role selected on the Projects > Contacts tab.

1. Open the invoiceDouble click to open the invoice by clicking on the invoice #field, or on the invoice fields not shown in green.
2. Open the ProjectClick on the project # shown in green to open the project and view/edit the details.
3. Open the Word Invoice documentDouble click on the word invoice symbol to open the invoice in MS Word® and view the details.

1. TypeView if the row shown relates to an Invoice , Cancelled Invoice , or Write-off .
2. Invoice #The invoice number is shown. If overdue is shown next to the invoice number, then the invoice has not yet been paid and is outside the payment terms stated on the invoice.
3. Project #The Project number is shown. Double click the Project # in green to open the Project and view/edit the details.
4. DateThe invoice date entered when creating the invoice is shown.
5. Due DateThe date the invoice payment is due from the client. This is the invoice date + # of days shown in the payment terms.
6. Total Ex TaxThe total value of the invoice excluding taxes.
7. Total Inc TaxThe total value of the invoice including any taxes.
8. Paid Inc TaxThe total value of the invoice that has been paid to date.
9. Credits Inc TaxIf a credit note (discount or adjusted invoice lines type) exist, then the value of the credit note is shown.
10. Owed Inc TaxThe invoice value that is outstanding, awaiting payment from the contact.
11. Word Invoice exists When the Word Invoice symbol is shown, the invoice document template exists for the row. Double click the MS Word® invoice symbol to open the invoice and view the details.

1. DateThe invoice date entered on the General tab of the expense.
2. Invoice #The invoice number entered on the General tab of the expense.
3. DescriptionThe Description selected on the General tab of the expense.
4. Total Ex TaxThe total value of the expense excluding the taxes.
5. Total Inc TaxThe value entered into the 'Invoice total' field of the expense.

1. New NoteType into the note field to save a new note against the contact record. Click Save o to store the note.
2. Open a NoteDouble click an existing note to open it, or click the Note Details button in the toolbar.
3. Delete a NoteHighlight a note in the list, and click the delete button in the Notes Toolbar to remove it.

1. Open a Contact record.
2. Select the Classifications tab.
3. Click the Add Classification button in the toolbar.
4. Check one or more of the additional Classification boxes.
5. Save.
6. The list is updated to show the extra classifications. This contact will now be shown when this role/classification is selected on the Project > Contacts tab.

1. Select the classification in the list.
2. Click the Delete button in the toolbar.
3. Click Yes on the confirm pop-up message.
4. The list is updated to show this classification has been removed.

1. Name / SubjectThe name of the file, or the subject line of the filed email.
2. File TypeAn image is shown to make it easy to identify the file type of the controlled document shown on each row. The available file type images are Word , Excel , PDF , Email message , Drawings (DWG,DXF), Images (PNG, JPG, JPEG, BMP), Text files , Unknown/Other . Unknown files are where no file type exists and the 'type' column for the document is blank, and Other is when the 'type' shown is not one of the specific types listed above.
3. Sender / CreatorPopulated for email message files that are in the controlled documents area only. Displays the name of the person who sent the filed email.
4. RecipientsPopulated for email message files that are in the controlled documents area only. Displays the name of each person the filed email was sent to.
5. DateThe last modified date of the file, or the sent date of an email message.
6. TimeThe last modified time of a file, or the sent time of an email message.
7. TypeThe extension. i.e. .docx, .xlsx, .msg, .pdf etc.
8. Version The number for the current version of the controlled file. This is the version that will open when edit/read-only modes are used. Check this column to see if previous versions of the controlled file exist to roll-back to, or open for review using the Properties function.
9. Edit/ReadView if the controlled file is checked-out by a user for edit , or if the a user has a read-only local copy of the controlled file .

1. Open in Explorer Click this button in the toolbar to open Windows Explorer and view the Contact folder. The Sub Folder selected in the folder list panel is opened and the files contained in uncontrolled documents are shown. Controlled files can only be viewed within Synergy.
2. Add Folder Add a new contact sub folder using the Add Folder toolbar button. Select the sub folder you want the new folder to reside within, then click the Add Folder button. Type the name of the folder and click the Add button. The created folder can be seen in Windows Explorer.
3. Refresh Use the refresh button in the toolbar to update the folder list and the documents displayed when you have updated the contents outside of Synergy. This is not required if you move to a different tab then back to the Documents tab, as the list will be automatically refreshed.
4. Edit Use this toolbar button to open the document for edit. If the file is in the controlled library the document is checked-out. Checking out a file locks the file to only be available to be edited or updated by you. Other Synergy users will not be able to make changes to the file until you have check- in the document again.
5. View Select this button in the toolbar to view/open the a read only copy of a controlled document. A local copy of the controlled document is created when this toolbar button is used. This button is only enabled when a Controlled document has been selected.
6. Check-in Select this button in the toolbar to check-in a controlled document after you have finished updating the file and making the required changes. This button is only enabled when a Controlled document has been selected.
7. Remove the local document copy* *Click the Remove local copy button when a controlled document has been checked out, or a read only copy of a controlled document is stored locally. If the file is checked out then this will remove/cancel the checkout of the file, and return to the previous version of the file. If you remove the checkout any changes you have made to the checked out file will be lost. If a read-only copy of the file exists this button will remove the local copy of the document from your computer. This button is only enabled when a Controlled document has been selected.
8. Properties* Select this option in the toolbar to view the details of a Controlled file. Update the security settings to restrict access to a certain Synergy access level and above for the controlled file. Setup the maximum number of versions to be stored for the file (if set to 0 this is unlimited), or choose to rollback to a previous version of the file. This button is only enabled when a Controlled document has been selected.
9. Import new Controlled document version* Select a controlled file in the document library that you want to add a new version of the document for. Locate a file on the network that you want to import to be the latest version of an existing controlled document. This option is used if the document changes have been saved locally to a computer using a different file name. The previous version of the file is still available to view in the document properties window.
10. Move Folder* Select this Move Folder button in the toolbar to change the sub folder that the Controlled file is stored within. This button is only enabled when a Controlled document has been selected.
11. Import* Select one or multiple Uncontrolled documents to be imported into the Controlled documents library, then click the Import button in the toolbar. Select multiple rows using the Shift or CTRL keys. This button is only enabled when a Uncontrolled document has been selected.
12. Export* Select one or multiple Controlled documents to be exported out to the Uncontrolled documents library, then click the Export button in the toolbar. Select multiple rows using the Shift or CTRL keys. This button is only enabled when a Controlled document has been selected. Only System Administrator access levels can export files to uncontrolled.
13. Request Check-in* Click this button to use the email wizard to send an email message to the user that has this file checked out. The automatic email created will be addressed to that user, and request that they check-in the file so that you can make changes. If a file is controlled and is checked out to another user, then this button is enabled.
14. Send Highlight a file in the contract documents folder that you want to send via email, then click the Send button . The email wizard opens an allows you to select which contacts, personnel or internal staff to send the document to via email. The body and subject line of the email is created using the selected email template.
15. PreviewSelect the Preview button in toolbar to enable the preview pane and view the contents of the documents. The preview will be enabled for the file types DOCX, PDF, Email MSG, JPEG, JPG, PNG. The preview of the file is available for both controlled and uncontrolled documents of these file types.
16. Filter (Location and Document Type)Click the Filter button in the toolbar to enable the Filtering options in the column headers, and the location or document type filters. Choose a location filter to limit the selected contact folder to show only controlled or uncontrolled files. Use the document type filter to limit the folder to only show only the selected type of file: PDF, Email, Word, Excel, Images, Drawings.
17. Filter (Header)Enter a value into the field shown at the top of each column. These fields are enabled after using the filter button in the documents toolbar. Next click on the advanced filter button at the top of the column to apply an advanced filter to the list and restrict what contact documents are shown. i.e. Apply a filter to the 'Date' column to only show files with the modified date of 22/8/2013, or apply a filter to the 'Name/Subject' column to only show files where the file name contains the keyword 'statement'.
18. Search documents Type a keyword into the search field shown in the documents toolbar and press enter to run the search. This will search the entire contact folder for the documents with the keyword in the file name. For controlled files is will also look for the keyword in the document. Click the 'Clear' button in the folder pane to remove the search results view. If the search for uncontrolled documents returns a large amount of results press the Cancel button to stop the search and view the results it found up till that point.
19. Search (Advanced) Type a keyword into the search documents field and press enter to run the search. Enable the filter and then enter another keyword into the 'Name/Subject' field and press enter to further limit the results. This will only return documents that contain both the keywords. Advanced search filtering can also be performed on the 'Sender/Creator', 'Recipients', 'Date. and 'Type' fields.
20. Checked out for edit* View a list of all controlled documents checked out for edit in the contact folder. The name of the file, folder, version number, date/time of check out, and user that checked out the file are shown. Click the 'Check-in' button to save a file you are editing back to the folder (this will create the new file version), or click the 'Remove' button to delete the check-out flag and rollback to the previous file version.
21. Read only copies* View a list of all controlled documents that users have a local copy stored on their local PC for the contact. The file name, folder, version number, date/time, and user that checked out the file are shown. Click the 'remove' button to delete the flag from the Synergy database that a local copy is on that users PC. NOTE: This will not actually remove the file from the users computer, it will only remove the indicator that the file exists on that PC in the Synergy database.

1. Save Use the Save button after entering or updating the attributes.
2. Clear selected attribute Select a attribute row, and click the clear button to remove the attribute values from the selected row.
3. Complete Highlight a row that has an Date Attribute alert, and click complete to show that the task is done.
4. Active Highlight the row with a completed date attribute alert, and mark it as active to display the alert for the personnel in the My Synergy > Alerts Panel.
5. Hide Unused Attributes Click the Hide Unused Attributes button to not displayed the blank attribute rows. Only the entered attribute values are then shown on the Contact Attributes tab. Click the Show Unused Attributes button to display all attributes in the Contacts Attributes tab.

1. Attribute NameThe attribute name is from the 'description' field of the attribute. The name is shown in grey text is the value has not been entered for this contact record, and will change to black text after the attribute value has been defined.
2. ValueThis field is blank if the attribute value has not yet been defined. Click into this field to select/enter the attribute value.
3. Alert An alert is shown if the Date Attribute shown was setup as 'Active' to warn if the date is 'within x days' or is 'more than x days ago'. Double click the Alert symbol to view more details about this attribute alert. If the alert symbol is not shown, then the attribute alert has not been triggered, as the date has not been reached.