Attributes

Attributes are a way to customise what data is captured throughout multiple parts of the database.  They are then used as filters and columns on reports and can appear on MS Word®documents and Email templates created from Synergy.

ClosedGetting Started
Who can use it? Where is it?

Create Attributes > Administrator, System Administrator

Apply Attributes > User, Assistant project manager, Project manager, Director, Administrator, System Administrator

 Default data > Attributes

Tips:

  1. If the attribute is setup to be mandatory, run a report to locate where the attribute is not assigned using: Attribute IS NULL or NOT SET to get the results.
  2. The Attribute field length is 250 characters long.

Create attributes

ClosedComplete the following steps to create an attribute

  1. Click New .

  2. Type a description.

  3. Select the type of attribute i.e. Project, Sub project, Contact, Personnel, Staff or Contract.

  4. Select the data type:
    List and Drop down > the bottom half of the screen will open up to allow the individual attribute list items to be added one by one.
    Text, currency, number do not require any further data to be setup.
    Date > an alert can be set and will appear on the Alert dashboard on My Synergy.

  5. (Optional) Check the Mandatory box. NEW 4.8
    Mandatory attributes must be completed before you can save the new/updated information on the 'Type' of attribute selected.
    If this box is left unchecked, the attribute will be optional for the user to complete.

  6. Save and Close.

List or drop down?

List indicates when being attached, you are able to select one or many from the attribute list. Drop down indicates you are able to select one only from the list. 

Mandatory Attributes

Mark an attribute as mandatory to ensure that all users populate this data when creating projects, contracts, staff records, contacts and personnel records. It can be helpful to setup mandatory attributes when you need to ensure that important information is always available on certain reports or Synergy documents. NEW 4.8

ClosedCreate a new mandatory attribute
  1. Click New.
  2. Type the attribute description.
  3. Select the attribute type.
  4. Select the data type.
  5. Make sure that you check the mandatory attribute box.
  6. Click Save.
  7. If you have selected List, or Drop Down List, or Number as the 'data type' complete the table or decimal places field that is shown after saving.
  8. Click Save and Close.
ClosedChange an existing attribute to be mandatory
  1. Before you update the attribute to be mandatory, a report must be run to check if the attribute is NOT populated on any existing records in Synergy. It is highly recommended that all these existing records be updated prior to making an existing attribute mandatory.
  2. Run the report by following the steps to create the 'Check for Missing Attributes' report.
  3. Update all records where the attribute is blank (NULL).
  4. Re-run the report to check that you didn't miss any records.
  5. Once all records do not have any blank values for the attribute, open Default Data > Attributes List.
  6. Double click the attribute in the list.
  7. Check the 'Mandatory' box.
  8. Save and Close.
  9. The next time a user creates a new record they will have to enter data into this attribute field before they can save the record.

The user will be prompted to enter the attribute data before they can make any changes to these records, if you do not run the report and correct the existing data. The mandatory attribute check will occur when saving changes for any data (on any tab) of these records. If the user viewing/updating the record does not know what the correct data is to choose for this attribute, then this could be an issue, as they will need to undo any work they have changed.

Project attributes

Use these at Project > Attributes

Any Project can have data such as name, number, scope, address, external Project Team and Sub Projects recorded against it - though you may have a requirement to store more information than just this.  We do this by creating attributes.

ClosedExamples

Description / group

Data type

Application

 Example of attribute list

Project Type/building type

List

select one or many from a list

Villa/townhouse; AND/OR

Library; AND/OR

Shopping centre

Service Type

Drop down

select one only from the list

Reburb; OR

New; OR

Alts + Adds

Commencement Date

Date

a date selected from a calendar control

6/6/2013

Purchase order/client reference

Text

free form text and number field, 200+ characters

PO # 389023

Construction cost

Currency

type a value only

$280,000.00

Lot number

Number

type a number only

456

* date attribute alerts are available, read below.

ClosedOther types

List

Project team, market sector (Commercial, residential, industrial etc)

Drop down

Overall Project discipline, region of the Project, soil classification (Class S, Class M etc), rise in storey (1-2, 3-5 etc), BCA guidelines

Dates

Estimated completion date

Tips:

Contact attributes

Use these at Contact > Attributes

These are assigned against the overall contact entity.  If you require a mailing list at the personnel level, use Personnel attributes.

ClosedExamples

Description / group

Data type

Example of attribute list

Client rating

Drop down

Category A, B, C etc

Credit check

Drop down

Yes

Supplier status

Drop down

A - High Quality Product and Service, B - Good Product Quailty and Service, C Poor Product Quaility and Service.

Personnel attributes

Contact > Contact Personnel > Attributes

Mostly we find the best application for personnel attributes is a mailing list of some sort, as you are able to export the data to MS Excel®, then use this as a data file for mail merge.

ClosedExamples

Description / group

Data type

Example of attribute list

Marketing

List

Xmas card mailout;

Client function;

Xmas party

Days at work

List

Mon, Tue, Wed, Thu, Fri

Sub project attributes

Project > Project Plan > Sub project > Attributes

Sub project attributes would be used in the case you need to track specific data pertaining to the individual phase.  This way each sub project has it's own values that can then be reported on or exported as fields on MS Word® documents.

ClosedExamples

Description / group

Data type

Example of attribute list

Date of inspection

Date

 

Start date

Date

 

Completion date

Date

 

Tasks to complete

List

a list of design tasks, points of contact etc

Staff attributes

Practice > Staff > Attributes

Store additional data on each staff record to then customise staff reports and draw out the information captured.

ClosedExamples

Description / group

Data type

Example of attribute list

Qualification

List

MIEng, CPA, MBA

Affiliations

List

ACEA, AIA, IEA

Date of birth

Date

 

Contract attributes

Contract > Attributes

Store additional data on the Contract, and customise reports to display the extra attribute details.

ClosedExamples

Description / group

Data type

Example of attribute list

Site region

Drop down

CBD, Rural, Interstate etc

Transfer attribute to Client reference #

In version 4.2.2 a new project field called client reference # was created.  Though some clients may have been utilising a project attribute to store such information that would then appear as a bookmark on the invoice.  This procedure is for those clients who had previously utilised the project attribute and now wish to transfer this text over to the client reference # on the project.

  1. Double click the 'Text type' attribute called purchase order or client reference.

  2. Selection Action from the toolbar.

  3. Select Update the Project Client Reference #.

  4. Click OK.  The text currently stored within the project attribute will be transferred to the client ref #.

  5. Save and Close.

Tip: The overwrite existing option will allow you to overwrite any text that may have already been added to the client reference # field on the project.

Using Contact attributes for syncing with MYOB

ClosedComplete the following steps
  1. Click New
  2. Provide a name and select the Type Contact. 
  3. Save.
  4. Then on the lower half of the screen add the description and assign the account code. 

ClosedAttach Contact Attributes
  1. Open a Contact. 
  2. Select the Attributes tab.
  3. Select the group and then a value.
  4. The value contains an Account Code setup in the Default Data area.

Tip: Need to make sure that your users always update a certain Contact attribute to use with the Connect interface? When creating the Attribute, check the Mandatory box. The users must then complete the attribute field before they can save the new Contact. NEW 4.8

Date attribute alerts

Alerts are available on all date attributes.

ClosedComplete the following steps to add an alert

  1. Double click a date type attribute.

  2. Select the Alert tab.

  3. Check the Active box to create an alert.

  4. Set the number of days and message.

  5. Save and Close.

ClosedModify the alert message

You can edit the message that will be issued to Project or Contract Managers. The field on the right hand side displays all fields available for you to add to the alert message, as well as adding free form text. Ensure the brackets are added as well, e.g. <Project>.  

Tip: The name of the attribute will display an alert heading, so there may not be a need to include this (Attribute Description) in the alert message. 

ClosedChange the number of days due

Are you wanting to notify a user before the date has reached or the fact that the date is now overdue? The number of days is used to help you get the message to a user in time, usually before the date is due. 

ClosedSet the Alert before and/or after

You can create an alert for the date attribute to appear before the due date, to notify it is impending and also an alert to appear after the date is reached to indicate it is now overdue. Set the Active check box for both options. 

Example

Attribute name Alert Within X days message alert

Insurances expire

The insurances for Project - 2010.084 Allison Road - will expire on xxx.

The insurances for project - <Project Number> <Project Title> - will expire on <Date>

 

 

More than X days message alert

Completion date

The completion date for 2010.084 Allison Road started 2 day(s) ago

The <Attribute Description> for <Project Number> started <Days> day(s) ago

Click here to learn how to view the Alert plugin on the My Synergy dashboard. If you're not sure if the Attribute alert is activated, go to System settings. 

Want to learn more?

Looking for more help? Try reviewing the following Default Data topics: Concept Link IconView Topics

Or trying reviewing the following Using Attributes topics: Concept Link IconView Topics

 

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