Project Contacts
There are many advantages to storing an external Project
team of consultants, client, project manager, builder and the like to
provide up to date contact details, automate correspondence and to allow
internal staff to take all the guess work out when liaising with the external
Project team.
Tips:
- When removing a Contact from
a Project/Contract, they are
not deleted from the system.
- Project contacts cannot be deleted if they are included on a Transmittal. Learn more about Transmittals.
- Click on an email address to use the Synergy email wizard to email contacts and staff. The body and subject of the email are created using email templates.
Attach a contact to the
Project
- Select a role from the list of Classifications
i.e. Client.
- Under the Contact heading start to type the name of
a company and then select.
- Select a Contact Personnel from the list.
- Save.
Alternatively, you can start from the Personnel list
- the Contact will be attached automatically.
Create a new Contact
on a Project
If you've attempted browsing the Contacts
and you're unable to find a Personnel Contact or Company Contact, you
can create one from within the project.
- Select
New Contact.
- Complete the details as
with creating a new Company Contact and ensure you attach Company Personnel.
Save and Close.
- When you're returned to
the project, the Contact and the last Personnel entered will be attached,
simply assign a role.
- Save.
Tip: If no Personnel are created against the Contact, a 'Manager' record
will be attached to the project instead.
Set key contacts
Primary
contact
The Primary Contact would usually be the person
that has brought the project into your practice, this may or may not be
the end client. There are Contact performance reports
that will enable you to see who your best Primary Contacts are.
Invoice
contact
When the invoice is created you will be required
to attach the Invoice to a Contact/Personnel combination. Setting
the Invoice Contact will default to this person.
- Highlight a Contact/Personnel
combination attached to the Project.
- Select the Invoice icon.
Contract Admin contacts
All communication documents created within
Synergy
will be issued to either the Owner or Contractor. The
document templates are designed to display either of these 2 fields, so
it's very important the correct Owner and Contractor are attached to your
Contract.
This can be done by selecting the relevant
button:
Owner
Contractor
Change contact role
Once you've attached a contact to the Project/Contract,
the role specified can be easily changed. Click in to Role and select
from the list. Save.
Change contact personnel
Easily change the personnel name attached to the Project/Contract.
Complete the following steps
- Click the personnel you want to change.
- A drop down will appear, select this.
- Select a personnel from the list - they must be attached to
the Contact record first.
- Save.
Tip: Should you
need to add a personnel to the Contact first, double click the Contact
name, add them and then attempt the above steps to attach the new personnel.
Update contact or
personnel details
Complete the following steps
- Double click a Contact in the grid.
- The maintenance screen will appear.
- Make changes.
- Upon returning to the Project/Contract
the relevant details will be updated in the window.
- To edit a personnel's details, double
click the icon adjacent to the name in the far left hand column.
Remove a Project/Contract contact
There may be a requirement to remove a Contact or personnel from the
Project/Contract. NOTE
this will not delete the Contact/Personnel from the system, only detach
them from the Project/Contract.
- Highlight the person in the grid.
- Select the delete button
on the Contact tab.
Tip: If the project contact has been used on a Transmittal it cannot be deleted. Instead uncheck the 'Active' box to make the project contact inactive and stop further use.
Inactive Project/Contract
contacts
By default when you select the Project/Contract
contacts tab, the display on the screen filter is Active Project/Contract
contacts. Changing the view will list all Contacts and Personnel
that had previously been active in the system.
You can also make a contact inactive on the Project/Contract,
without having to terminate the personnel or make the contact inactive:
- Uncheck the active check box against the person you want to
make inactive on the Project/Contract.
- Save.
Tips:
- Click to learn more about terminating
personnel and making contacts
inactive, click here.
- Mark a project contact as 'inactive' and they cannot be included on any future transmittals. Any transmittals they have been previously sent they can still be viewed against, but now your team cannot accidentally include that 'inactive' project contact on a future transmittal document.
Sync
Contact to MS Outlook®
Any Contact/Personnel combination can
easily be sync'd to MS Outlook®.
- Select a Contact.
- Select Sync to Outlook.
- Configure sync options.
- Select Sync Now.
Want to learn more? Sync contacts to MS Outlook®
Suggested reports
|
Contacts
|
Contact Project Detailed
Report
|
|
|
Add the
following filters:
Project
Status = Active
Add the
following Sorting
& Grouping:
Group
by = Contact Name (uncheck the New page option)
|
Want to learn more?
Looking for more help? Try reviewing the following Projects topics: View Topics
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2019 Total Synergy Pty Ltd
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