Multi Offices

Who can use it?	Where is it?
Director Administrator System Administrator	Administration tools > Offices

1. Staff and Staff Timesheets
   1. Define which office each staff member works within. This can be a single office or multiple office locations.
   2. Limit staff to allocate time only to the projects created in their office.
2. Projects
   1. Project creation can only be limited for only the office(s) that the staff member is allocated to. (Project manager security access and above).
   2. Project Prefix is defaults to a new project based on the primary office location you are allocated to.
   3. Store the default office working hours/day for using in the Resource and Capacity Management module.
3. Documents and Server Settings
   1. Create project directories on each of the office locations local servers.
   2. Store document templates on the local office server, instead of loading the template from the head office server over the network/VPN.
   3. Saving Synergy documents will default the save location to the local server settings.
   4. Control where the client version files are stored for each office location.
4. Reports
   1. Limit staff to view and report only the projects created in their office.
   2. Report will have a default "locked" filter on all reports for these security levels: User, Ass. Project manager and Project manager.
   3. Report filters, columns, and sorting/grouping options allow reports to be run using the " IS my office" option.

1. Double click the (Default) office.
2. Change the name if required.
3. Modify the settings for the default office.
4. Save and close.

1. Click New .
2. Fill in the general tab.
3. Modify settings under network tab. Please see below for more information. 
4. Set invoice numbering under Invoicing tab.
5. Under Projects set the default prefix for new projects.
6. Save.

Each staff member must be assigned their relevant office.  By default if you've activated use of Offices in an existing database, all staff will be allocated to the Default office upon upgrade.  You will need to change this over.

1. Practice > Staff.
2. On the general tab set the Office.
3. If the staff member needs to allow access to projects in other offices, select the Offices tab.  Check all relevant offices.

Review settings for multi office to restrict Project managers, Directors and Administrators to only their office. 

Create templates for each additional offices. The best option here would be to use the copy function within Document templates particularly if you already have templates registered for other offices.

1. Administration Tools > Document templates.
2. Highlight (don't double click) the template you'd like to copy.
3. Click the Copy button .
4. Type in a new for the template  (must be unique).
5. Provide a description.
6. Select which office the template belongs to.
7. Click save .

You will also need to change the office each project is allocated:

1. Open a project.
2. Select Action.
3. Select Change the office the project is linked to.
4. A window will appear.

5. Opt whether or not you want to move the project files and the MS Word® invoices as well.
6. Save.

Should you receive this error when trying to move the project file, it may be the link to the folder on your server has been disconnected or the folder does not exist.

Should you choose not to Move the project files, the Synergy database will continue to recognise it was created on the default server.  If you decide to manually move the project folders, or the folder already exists on the additional office server, you can map the directory.  Want to learn more?

Move Invoices

When you move the Project directory, you will be given an option to also move the Invoices for that one project to the secondary office. However if the Office Setting is set to store Invoices at the Head Office, then this option won't be available. 

Restrict project managers and templates

Project manager settings.

A setting exists within System settings, that will restrict only project managers (and below) to have access to projects within an office that has been attached to their staff record. If a staff member has 2 offices attached, then they will see projects for the 2 offices. 

As the project is created and once a project has been setup, the project manager list will return only managers attached to the project office. Similarly the list will return only managers attached to the office of the person creating the project. 

The same setting can also be applied to Director and Administrator.

Office templates setting

Another setting here also is restrict each office to use templates only for the office the project is associated with.

Name

The name is what you will see throughout the database in relation to multi offices.  You can change the (Default), it will remain in bold to differentiate the others as the default.

Operating As

Cannot be changed as this draws from the license which is based on the contract.  Please contact Total Synergy Support to change this.

There must be a Synergy folder for each of the office locations.  There are 2 options of how to create the Synergy folder location:

Invoices are saved in the 'Default' office server

When invoices are issued in MS Word® they are automatically saved to Synergy\Invoices directory on Office network server. You can elect to have the MS Word® invoices saved to the head office or default office. Want to learn more?

Use the same invoice/credit numbering

You can elect to use the system wide invoice settings, which essentially means even though there are 2 or more offices, they generate invoices out of the one numbering system.  Change only if the additional office needs it's own numbering sequence - perhaps due to synchronising to a different accounting file.

Uncheck either of these options, you will be required to set the invoice/credit prefix and counter settings. Click here for more information. 

Invoice due days

The due days can also be set to a different value to the Default office. Want to learn more?

Here you will be able to set which prefix should be the default when creating new projects.  New project prefix' can be created in Default data.

Refer to the Office Settings topic for detailed information.