Contact Personnel List

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

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. Create a new personnel record by:

1. Click the New Personnel button in the toolbar.
2. Select the company or individual contact name that this person works for from the drop down list.
3. Select the Salutation. i.e. Mr, Mrs, Miss etc.
4. Type the Given Name (first name).
5. Type the Family Name (surname or last name).
6. Type the position name (job title).
7. Save .
8. The business phone, mobile, fax, and email are copied from the company contact selected. Update these details as required.
9. (Optional) Add extra contact details for the personnel on the Personnel Details tab. i.e. Private mobile number or address.
10. (Optional) Add Attributes to the personnel record on the Attributes tab. i.e. Enter if they will receive marketing material.
11. Save and Close .

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.

Terminate personnel records when the person has stopped working at the company contact. Terminated personnel records are marked as 'inactive' and will not be shown in the drop down lists when creating new records. The personnel will be shown in grey text after being terminated, and can still be found using the 'Not Active' or 'All' list filters.

Terminate a personnel record by:

1. Double click the Personnel record in the list to open.
2. On the General Tab, change the personnel 'Status' to Terminated.
3. Save the change to the personnel record.
4. The personnel history pop-up is shown.
   1. Enter the date the personnel left the company contact, or click using the calendar in departure date field to select a date.
   2. Type a Note to describe why you made this change.
   3. Save.
5. Save and Close .

When people switch which company they work for, this can also be updated within Synergy on the personnel record. i.e. 'Bob Child' may have worked for ABC Constructions. He is now moving to work for XYZ Consulting. Update the Contact record that Bob is linked to within Synergy to update Bob's employment details.

Switch the personnel company contact by

1. Double click to open the Personnel record.
2. Use the 'Contact' drop down list to select the new Company or Individual contact from the list.
3. Click Save .
4. Click Yes on the move personnel record pop-up message. Note: If you press No the change to the personnel record is not saved.

Click the image above to view the move personnel pop-up message.

5. A copy personnel details pop-up is shown. Click Yes if you want to keep current personnel contact details, or click No to have the details copied from the new company contact record. Note: These details can be updated after the personnel has been moved to the new company.

Click the image above to view the copy personnel details pop-up message.

6. The personnel history pop-up is shown. Use this window to enter the termination details for the personnel from the previous contact by:
   1. Select the departure date from the calendar.
   2. Type a note to describe the reason for changing this record. i.e. which company he is moving to.
   3. Click Save.

Click the image above to view the personnel terminated pop-up window.

7. Personnel List is refreshed. The personnel is now shown as 'Active' against the new company contact, and is also shown as 'Inactive' against the previous employer. The note entered to describe the reason for change can be viewed on the Career History tab of the personnel record.

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

1. Highlight the personnel 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 selected personnel. Change the To, Address Of, Attention To, or Dear fields to a different personnel 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 Personnel by:

1. Click the fax number in the list, or highlight the personnel 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 selected personnel. Change the To, Address Of, Attention To, or Dear fields to a different personnel 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 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 email address (shown as a blue hyperlink) for the personnel record in the list.
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.

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

1. My Project PersonnelThe personnel 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 to displays a list of all the personnel linked to your most used projects.
2. AllAll the active and inactive personnel are displayed in the list.
3. ActiveOnly active personnel are displayed.
4. Not ActiveOnly inactive personnel are displayed. Inactive personnel have been terminated from working at the company contact.
5. SearchSelect the search list filter to look-up a keyword in the Given Name, Family Name, or Contact Name field of the personnel record. Click the advanced button to also search for a phone number.

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 personnel record is linked to a company contact or an individual contact .
2. SalutationThe title of the person is shown. i.e. Mr, Mrs, Miss etc.
3. Given NameThe first or given name of the person.
4. Family NameThe family name or surname of the person.
5. ContactThe company or individual contact name.
6. ActiveIf the personnel record is active the image is shown. If this field is blank the personnel record has been terminated, and made inactive.
7. MobileThe mobile phone number for the personnel record.
8. PhoneThe office phone number for the personnel record.
9. FaxThe office fax number for the personnel record. Click the fax number shown as a blue hyperlink to create a New Fax document.
10. EmailThe email address for the personnel record. Click the email address shown as a blue hyperlink to launch the Email wizard to send a new email message to the personnel record.