Documents save-as location

Setup required before use	Who Can Use It?	Where Is It?
Document templates	Assist. Project Manager Project manager Director Administrator System Administrator	Projects > Invoices tab Open Project > Documents Menu

To help the users be able to find and re-use these files, the creation process now saves the output files to an easy to find location on the users computer - User local PC location - My Documents\Synergy Documents.

Click the image above to see the Synergy Documents folder.

Files saved in this location are automatically named as either the document template name, or the file name entered on the document template. These names are setup by your Synergy System Administrator when they create the document template.

Each time the same document template is used it will create another version of the file. Each additional version is numbered automatically to help you find the most recent file either on the version number, or sorting on the date column. Versions numbered like (1) (2) (3) etc. This means you can open a previous version of the same document saved here, to help you compare and create the new document if required.

Click the image above to see the saved document template outputs.

Each save option in the document wizard has a different default save location and conditions. Try using another save-as options in the document wizard or templates.

• Don't Save, just open - Documents always save to My Documents\Synergy Document location on the users computer when a DOCX template is used to create the file. If a DOT template is used, then the file is not automatically saved.
• Save into selected location - Default save location to the users My Documents\Synergy Document folder too. However the user can browse and select to save the file in alternate folder on the network. This is the default location in the Synergy document creation wizard for DOCX and DOT templates.

• Save into uncontrolled - This saves to a selected folder in central location for the Project or Contact. Applies to both DOCX and DOT templates.
• Save into controlled documents - This is saves to the secure controlled documents location for the Project or Contact. Controlled documents allow you to have a version history, and easily roll-back to previous versions of a file. Applies to both DOCX and DOT templates.

Any invoice document printed for a DRAFT invoice is automatically saved to the users local PC - My Documents\Synergy Documents\Draft Invoices folder.

Click the image above to see a DRAFT invoice.

The draft invoice documents are saved to allow the user to have a central place to save the files they are sending to their account or finance team for approval, before the invoice is finalised and sent to the client. Having all the draft invoices saved in a central location on their PC, lets them find a previous invoice version, and copy any custom text across to the new version of the file more easily.

The files in this folder are automatically named as <project number> - DRAFT - <today's date>. If that name has already been used then a version number (1) or (2) is applied to the end of the file name.

Click the image above to see the users Synergy Documents\Draft Invoices folder.

A draft invoice number can be assigned by clicking the blue text 'Invoice #' at the top of the draft invoice. This will assign the next available invoice number in the sequence to the draft invoice.

This also changes where the draft invoice document is saved. It moves the file versions from the users local PC, to the shared Synergy folder on a network location. Draft invoices with the number assigned are saved to the Synergy\Invoices folder along with the documents for the finalised invoices.

This keeps all the invoice documents saved in a centralised location, making it easier for other team members to find and review files.

We recommend that Synergy shared folder on the network is included in a 'backup' routine implemented by your IT team.

Click the image above to see a draft invoice with an 'invoice #' assigned.

The Synergy\Invoices folder will then contain both the draft invoice documents and the finalised invoice file.

Each time a draft invoice is re-created, the previous version of the file is kept and can be referred back to when required. This means if the Project Manager wants to copy the custom text added to the previous draft invoice version, then they can open the old file and easily copy it across to the new file.

Click the image above to see draft and finalised invoice in the Synergy\Invoices folder.

Only a draft status invoices can be re-printed. Once the invoice has been finalised, the user cannot re-create the invoice from scratch again.

When selecting to print an invoice document, and warning message is shown if a file already exists. This allows the user to either go ahead and create a new file version, or to open the existing draft invoice document.

The same message is shown when the draft invoice is finalised. This allows the user a last opportunity to re-build the invoice document as the invoiced is finalised and the content in Synergy is locked to stop further edits.

Click the image above to see the re-create the draft invoice document pop-up.