Personnel details

Setup required before use	Who Can Use It?	Where Is It?
Create contacts Attributes	User Assist. Project Manager Project manager Director Administrator System Administrator	Contacts > Contacts personnel

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

Personnel records can be deleted if they are not already attached to an invoice or attached to a Project. To delete a personnel record:

1. Locate the personnel record in the list.
2. Double click to open the record.
3. Click the Delete button in the top toolbar.
4. Click Yes on the delete confirmation pop-up window.
5. The list view is refresh to show the personnel record has been deleted.

If the details for the personnel record are out of date, you're able to copy the phone, address, and email details from the Contact record.The phone, fax, mobile, email address, and street address can all be updated using this method.

Refresh the Contact details by:

1. Double click to open the Personnel record that you want to update from the list.
2. Select the Refresh Contact Details button in the toolbar.
3. The top row of the 'Update Personnel Details' pop-up displays the current Details for the contact.
4. In the Contact row (top row) check the box for the field you want to copy to the personnel record.
5. Repeat this for each field you want to copy. i.e. Phone, Fax, Mobile, Email, or Street Address.
6. Click save.
7. The details have been copied to the personnel record.

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 Personnel 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 Personnel record using Synergy Fax Document Templates. Review this topic for step by step instructions on how to use the Fax Wizard.

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

1. Double click the personnel 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 Personnel 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 personnel record you want to sync to MS Outlook®.

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 Personnel 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.

Send a new email message to a Personnel 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' and 'Personnel' type email templates are available for use. Learn more about email templates.

Send a new email message by:

1. Click on the 'business email' heading (shown as a blue hyperlink) on the general tab.
2. The Email Wizard opens.
3. 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.
4. Select which contact personnel or internal staff the email will be sent TO. The email address you clicked on in the list automatically checked in the list.
5. Check the To, CC, or BCC boxes to send the email to extra contact personnel or staff to the email.
6. (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.
7. Click Send.
8. The new email message opens addressed to the selected contact personnel and staff. If a email template was chosen, then the subject and body of the email has also been automatically populated.
9. Update the email message, and send to the email recipients.

Whilst the Personnel record is open, you are able to open the Company Contact, say if you need to check an address or phone number for example. Adjacent to the Company Contact name there is a heading Contact that is blue and underlined. Click this to open the Company Contact record.

The fields available in the General tab are:

1. ContactThis is a mandatory field. Select the company or individual contact record from the drop down list that this personnel should be linked to. If you change the contact on an existing personnel record, it will move the personnel record to be linked to the newly chosen company. Learn more about switching the contact on a personnel record.
2. SalutationSelect a salutation to be used for this personnel on document output from Synergy. The items in this drop down list are defined in Default Data > Salutations List.
3. Given NameType the first name of the personnel.
4. Family NameThis is a mandatory field. Type the surname of the personnel.
5. PositionType the job title or position title that the personnel holds at the company contact.
6. Business PhoneThe phone number of the company contact will default into this field. Change this phone number to store their direct phone number at the company contact.
7. Business Mobile The mobile phone number of the company contact will default into this field. Change this to be the mobile phone number for the personnel if their direct number is known.
8. Business Fax The fax number of the company contact will default into this field. Change this to be a different fax number if the personnel works in a different office location.
9. Business Email The email address of the company contact will default into this field. Change this to be the email address of the personnel. i.e. Instead of the email admin@abcbuilders.com change the address to be lexluthor@abcbuilders.com.
10. StatusThe status of a new personnel record defaults to be 'employed' Employed records are active and available for use within Synergy. Change a personnel record to 'Terminated' to make them inactive as they have left the company. Inactive personnel records are not shown in drop down list in Synergy.

Update these details to be different to the details that default from the company contact if you want the personnel details to be shown on document template outputs. The Company Personnel's Address and Contact Details are available for use as bookmarks in document templates.

Details displayed:

1. Personal Address DetailsThe address details are copied from the 'Street Address' of the parent contact record. Update the Address Line 1 or 2, Suburb/Town, State, Post Code, or Country fields if different details are required. Click the map pin button on the right side to look up the address in google maps.
2. Personal Contact DetailsEnter the personal private phone, mobile, fax, or email address. This can be used to store secondary contact details for the personnel.

A list is displayed that shows all of the Projects that this personnel record is attached to. The personnel will be listed on the Contacts tab of these Projects.

Details displayed:

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. RoleThe Role selected for the personnel on the Projects > Contacts tab.

Add a new note to record when you have a phone call, meeting, or a follow-up action required with this personnel. Existing notes linked to this personnel record will be displayed in the list .Learn more about how to create Notes.

Actions available:

1. New NoteType into the note field to save a new note against the personnel record. Click Save 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.

This tab displays the details entered when a personnel record is terminated (made inactive) or moved to work for a different contact.

Details displayed:

1. Departure DateThe date selected when terminating an personnel record.
2. Previous EmployerThe contact name that this personnel was linked to when they were terminated. If the personnel was moved to a new employer, this displayed the name of the contact they were previously linked to.
3. NotesThe note entered to describe why the personnel record was terminate or moved to be linked to a different company contact.

Store custom fields that allow for additional reporting on the personnel records. i.e. Add details to specify if the personnel should be included in your Marketing campaigns, or add extra details about their skills or job position within the company contact. Learn more about how to create Attributes.

Details displayed:

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 personnel 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.

Actions available:

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 Personnel Attributes tab. Click the Show Unused Attributes button to display all attributes in the Personnel Attributes tab.