Contacts List

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

A company contact is a registered business. Create a new company contact to store their phone details, office street address and postal address details in Synergy. Add Personnel to the contact record to outline which staff members you deal with from that company. This information can be used throughout Synergy in Projects, Contracts, Reports and Document Templates.

Create a new company contact by:

1. Click the New button in the top toolbar.
2. Select the 'Create New' type of 'Company'.
3. Enter the contact name, phone number details, and address information on in the General tab.
4. Select a Default Classification from the list. This is the category of the Contact.
5. Go to the Attributes tab, and enter any Mandatory attributes shown with blue text.
6. Save .
7. Select the Personnel tab.
8. Click New on the Personnel tab.

Click the image above to view a Company Contact record with multiple Personnel Contact records attached.

9. Fill in the Personnel's details. Learn more about creating personnel.
10. Save and Close the personnel record.
11. The Contact record is shown. Repeat the steps to add all the personnel records required to the Company Contact.
12. Save and Close the contact.

An Individual Contacts is a person or client that does not work for a company that you deal with, and does not employ any staff. to Create a new Individual Contact record to record their details phone and address details in Synergy. A personnel record is automatically created for each Individual Contact with the same details shown on the Personnel record as on the Individual Contact.This information can be used throughout Synergy in Projects, Contracts, Reports and Document Templates.

Create an Individual Contact by:

1. Select the New button in the top toolbar.
2. Select the 'Create New' type of 'Individual'.
3. Enter the contact name, phone number details, and address information on in the General tab.
4. Select a Default Classification from the list. This is the category of the Contact.
5. Go to the Attributes tab, and enter any Mandatory attributes shown with blue text.
6. Save .
7. A Personnel record is automatically created.
8. Save and Close the contact.

Click the image above to view an Individual Contact.

A contact record can be deleted if it is not linked to other Projects, Contracts, Expenses, or Personnel records. To delete a contact:

1. Double click to open the contact record.
2. Click the Delete button in the top toolbar.
3. Click Yes on the delete confirmation pop-up.
4. Contact List is refreshed, and the contact has been deleted.

Make a contact record 'Inactive' when you want to stop the record showing in drop down lists in Synergy. Change a contact to be inactive if it is already linked to Projects, Contracts, Expenses, or personnel records and cannot be deleted.

Make a Contact Inactive by:

1. Double click to open the Contact record.
2. Uncheck the Active box on the General tab.
3. Save and Close .
4. The contact is shown in grey text in the list to show that it is Inactive.

The Contact record will still be in the system, however will no longer appear as an available Contact to select when attaching Project Contacts.  The Inactive Contact will appear greyed out on any Project they are currently attached to, and can be found using the 'Inactive' filter on the Project Contacts tab or in Contacts List.

Use the Synergy Letter Document Templates to send a letter to send out to a Contact by:

1. Highlight the contact in the list.
2. Click the New Letter button in the toolbar.
3. The Letter wizard opens. Complete the following steps:
   1. Select which staff member is sending the letter from the 'Sender' drop down list.
   2. Choose a 'Letter' type document template from the list.
   3. Select if the output file will open, save to the project folder, or save to the controlled or uncontrolled document library.
   4. Choose the file type of MS Word® or PDF.
   5. 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'.
   6. Click Next.
   7. The letter is automatically address to the 'Manager' at the selected Contact. Change the To, Address Of, Attention To, or Dear fields to a different personnel record if required.
   8. Click Finish.
4. The letter opens in MS Word®. Update the template document and save to the required project location.

Use the Synergy Fax Document Templates to send a fax document to fax to a Contact by:

1. Click the fax number in the list, or highlight the contact in the list and click the fax button in the toolbar.
2. The Fax wizard opens. Complete the following steps:
   1. Select a 'Fax' type document template from the list.
   2. Select if the output file will open, save to the project folder, or save to the controlled or uncontrolled document library.
   3. Choose the file type of MS Word® or PDF.
   4. 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'.
   5. Click Next.
   6. The fax document is automatically address to the 'Manager' at the contact. Change the To, Address Of, Attention To, or Dear fields to a different personnel record if required.
   7. Click Finish.
3. The fax document opens in MS Word®. Update the template document and save to the required project location.

Send a new email message to a Synergy Contact record using the Synergy Email Wizard. This feature allows you to use the email templates to automatically populate the email subject line and body of the message. All 'Contact' type email templates are available for use. Learn more about email templates.

Send a new email message by:

1. Add the 'Optional column' of 'Email' to the list view via a right mouse click in the list.
2. Click on the email address (shown as a blue hyperlink) for the contact record in the list.
3. The Email Wizard opens.
4. Select an email template from the list. If an email template is not chosen, then the new email message will be opened as a blank message not using any template.
5. Select which contacts personnel or internal staff the email will be sent TO. The email address you clicked on in the list automatically checked in the list.
6. Check the To, CC, or BCC boxes to send the email to extra contact personnel or staff to the email.
7. (Optional) Add an extra contacts or personnel to the email by:
   1. Go to the Search Tab.
   2. Type part of a name next the Search symbol.
   3. Press enter to run the search.
   4. Check the To, CC, or BCC boxes to add the people to the email message from the search results.
8. Click Send.
9. The new email message opens addressed to the selected contacts or staff. If a email template was chosen, then the subject and body of the email has also been automatically populated.
10. Update the email message, and send to the email recipients.

Store the documents and files that relate to this company using the Synergy uncontrolled or controlled document libraries. Contact Documents allow you to store files in a centralised location that relate to the Synergy contact.

Click the 'Open uncontrolled documents folder' button in the top toolbar to view all current documents for the selected contact.

The Edit Card ID's button allows the Card ID to be assigned to all contacts which are missing a card ID number. Use this feature when you are using the Connect interface to send all your Synergy financial information to your accounting package like Xero or MYOB. Learn more about using Edit Card ID's.

Add the details of the Synergy Contact records into MS Outlook® as a new Contact card. Choose which fields of contact information will be transferred to MS Outlook®, and which Synergy Contacts will be sync'd to MS Outlook®.

1. Select a list filter in Contacts List so that is displays all the contacts you want to sync to MS Outlook®.
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 records that you want to sync to MS Outlook®.

Use the quick search in the Contacts toolbar to look for a keyword or number in the contact name, phone, fax, or address (street, suburb, postcode) fields.

Use the quick search by:

1. Type a search keyword next to the Contacts search image.
2. Click Enter to run the search.
3. The list updates to show only those results that contain the keyword. The 'Find Results' filter is applied to the list.
4. Open the contact record from the list as required, or try searching for another keyword.
5. Change the list filter back to 'Active' contacts, or another list filter option to return to the previous list view..

The list filter is located in the top right corner of Contacts list. The following filter options are available:

1. My Project ContactsThe contacts listed on the Project > Contacts tab for all your My Projects are shown.My Projects is used to create a list of your most used projects in Projects List. This list filter allows you to display a list of all the contacts linked to your most used projects.
2. ActiveAll contacts that are at Active status are shown.
3. Not ActiveAll contacts that are at Not Active (inactive) status are shown.
4. AllContacts that are at both Active and Not Active (inactive) status are shown.
5. CompaniesAll contacts that are a 'Company' type are shown. Company type contacts are registered business that have staff employed that are entered as personnel on the Synergy contact record.
6. IndividualsAll contacts that are a 'Individual' type are shown. Individual type contacts are not registered business, or do no employ any staff.
7. Blank Account CodesView all the contacts records where the Account Code field is blank on the General tab of the Contact.
8. Blank Card ID'sView all the contacts records where the Card ID field is blank on the General tab of the Contact.
9. Search...Select the search list filter to look-up a keyword in the Contact Name, Personnel Name, or Classification fields of the Contact record. Click the advanced button to also search within the Phone, Fax, Account Code, or Card ID fields.

Export the data from the list in either MS Excel® format or using Synergy reports. Use the Synergy report option if you want to create a PDF file with the list data, or email the list data to a Synergy staff member or contact.

1. Company or Individual The symbol is shown to show if the Contact record is a company contact or an individual contact . This is a default list column that is always displayed.
2. NameThe company or individual contact name. This is a default list column that is always displayed.
3. Active 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 column is blank, and the contact details are shown in grey text within Synergy. Inactive contacts are not shown in drop down lists. This is a default list column, but can be removed from view using the Optional Columns list via a right mouse click in the list view.
4. 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). This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
5. 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.This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
6. PhoneThe main office phone number for the contact. This is a default list column, but can be removed from view using the Optional Columns list via a right mouse click in the list view.
7. FaxThe main office fax number for the contact. This is a default list column, but can be removed from view using the Optional Columns list via a right mouse click in the list view.
8. MobileA mobile phone or cell phone number for the contact. This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
9. OtherThe details of what was typed in the 'Other' field on the general tab of the contact. This is used to store additional phone numbers for the contact. This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
10. EmailThe main office email address for the contact. This is a default list column, but can be removed from view using the Optional Columns list via a right mouse click in the list view. Click the email address to send the contact an email using the email wizard.
11. Web SiteThe corporate website address for the contact. This is a default list column, but can be removed from view using the Optional Columns list via a right mouse click in the list view.
12. Street AddressThe contacts office location is entered as the street address on the General tab of the Contact record. The street address fields available are Contact Street Address Line 1, Street Address Line 2, Street Town, Street State, Street Postcode, Street Country. This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
13. Postal AddressThe contacts postal address location is entered on the General tab of the Contact record. The postal address fields available are Postal Address Line 1, Postal Address Line 2, Postal Town, Postal State, Postal Postcode, Postal Country. This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
14. 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. This is a default list column, but can be removed from view using the Optional Columns list via a right mouse click in the list view.
15. 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. This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
16. Account ManagerView 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. This is an optional column. Add this via a right mouse click in the list, and selecting it from the Optional columns list.
17. Invoice Terms NEW 4.9.2 and 4.9.3See which contact records have the default invoice terms (payment days default) defined. The selected invoice term for the contact will default onto each new created invoiced, but can be changed to an alternate value for that invoice when required.