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.

ClosedGetting Started

Setup required before use

 Who can use it? Where is it?

Contacts

Classifications

User

Assistant Project Manager

Project Manager

Director

Administrator

System Administrator

 Project > Contacts

Tips:

Attach a contact to the Project

  1. Select a role from the list of Classifications i.e. Client.
  2. Under the Contact heading start to type the name of a company and then select.
  3. Select a Contact Personnel from the list.
  4. Save.

Alternatively, you can start from the Personnel list - the Contact will be attached automatically.

ClosedCreate 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.

  1. Select New Contact.
  2. Complete the details as with creating a new Company Contact and ensure you attach Company Personnel. Save and Close. 
  3. When you're returned to the project, the Contact and the last Personnel entered will be attached, simply assign a role.
  4. Save.

Tip: If no Personnel are created against the Contact, a 'Manager' record will be attached to the project instead.

Set key contacts

ClosedPrimary 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. 

ClosedInvoice 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. 

  1. Highlight a Contact/Personnel combination attached to the Project.
  2. Select the Invoice icon.
ClosedContract 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.

ClosedComplete the following steps
  1. Click the personnel you want to change.
  2. A drop down will appear, select this.
  3. Select a personnel from the list - they must be attached to the Contact record first.
  4. 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

ClosedComplete the following steps
  1. Double click a Contact in the grid.
  2. The maintenance screen will appear.
  3. Make changes.
  4. Upon returning to the Project/Contract the relevant details will be updated in the window.
  5. 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.

  1. Highlight the person in the grid.
  2. 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:

  1. Uncheck the active check box against the person you want to make inactive on the Project/Contract.
  2. Save.

Tips:

Sync Contact to MS Outlook®

Any Contact/Personnel combination can easily be sync'd to MS Outlook®.

  1. Select a Contact.
  2. Select Sync to Outlook.
  3. Configure sync options.
  4. Select Sync Now.

Want to learn more? Sync contacts to MS Outlook®

Suggested reports

Report Category Report title

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: Concept Link IconView Topics

 

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