Create Document Templates

Who can use it?	Where is it?
Administrator System Administrator	Administration tools > Document Templates

Add a new document template by completing these steps :

1. Click New .
2. Select a template type.
3. Type a template name.
4. Select an Office location. (*Synergy enterprise only - if multi office is enabled)
5. Type the default file name.
6. Select the access level.
7. Select the default file type - Word or PDF output types.
8. Set the default save option.
9. Set the default folder location when using the settings to save to the Controlled or Uncontrolled areas in Synergy. The folder field is not shown for the other save-as options. Learn more about the save-as options for the template.
10. Type a description.
11. Select the create new template options of:
    1. create a new template - start with a blank MS Word® document to add the Synergy bookmarks and tables, and type the required text copy around these elements.
    2. import an existing - use this option to import an existing file to be the basis for this new template. The browse button will allow you to select a DOT, DOTX or DOCX format file to be imported. DOC format files are not supported for import.
       The imported file is renamed to the 'template name' and save to the Synergy\Templates directory in your Synergy shared folder.
12. Click save .

Add the Synergy Bookmarks to the template to control what Synergy data will be shown in the document output. The Synergy Bookmarks are the used to identify and map to the required data in Synergy to ensure it shown in the correct location in the created MS Word® document.

1. Select a template in the list.
2. Select Edit bookmarks button in the toolbar.
3. The bookmark schedule will appear.
4. Highlight one or many of the 'available bookmarks' on the left hand side. Use the CTRL key to select multiple items.
5. Select the Add>> button.  The bookmarks will appear on the right hand side in the 'Bookmarks in schedule' panel.
6. Click Next.
7. Format any Synergy tables added as required and click next.
8. Select to open the MS Word® template and click the Finish button.

Click the image above to see the edit bookmarks.

Each Synergy Document template type has different Synergy tables available. For example the invoice template must contain the FEE DETAIL TABLE to function. For example the Contract Administration CSA template should include the WORK ITEMS TABLE. Refer to the data tables topic for a full list of the default Synergy tables.

Each Synergy table has it's own set of available bookmarks that you can configure. The initial edit bookmarks window allows you to select the bookmark items that you want to place in the MS Word® document outside of the document table. Scroll to the end of the 'Available Bookmarks' list to see the available tables in CAPS with the word table at the end of the bookmark name.

Add a table to your document template by:

1. Create a template using the instructions above.
2. Select Edit bookmarks.
3. Scroll to the end of the list of 'available bookmarks' to find the table names. Tables are in CAPS and end with the word table to make them easy to find in the list.
4. Select the table you require and click the 'Add' button to move the table name to the right panel 'Bookmarks in Schedule'.
5. Click Next.
6. The configure the table bookmarks window is shown. Double click in a cell to see the list of available bookmarks.
7. For more details on the sections, rows, columns and formatting see the 'data tables' topic.
8. Click Next, and then click Finish to save the changes to your document table.

An example of a invoice fee detail table with colour formatting applied.

An example of a contract administration table.

Use the Open MS Word® template option to open the document in word and check the placement of the Synergy bookmarks and document tables through the file.

Editing the file lets you check the formatting (font size or colour, tables layout, headers and footers) that exist in the document. Add any additional copy to the document template that is required, and we suggested highlighting the background colour in a bright colour like yellow for the parts of the document that the user will have to change when they use the template.

Open the MS Word® template file by:

1. Select a template in the list.
2. Select Open Word template button in the toolbar.
3. The document will be opened in MS Word®.
4. The newly added bookmarks will appear at the bottom of the existing document template.
5. Cut and paste the bookmarks into their required positions.
6. Format the document text, tables, and Synergy Bookmarks. Apply font sizes, colours, paragraph or line spacing etc.
7. Save and close the Word document .

 

Find a template that already exists, and copy the template to be a new template for a similar task. The copied template can then be updated to have different bookmarks, or formatting in the MS Word® file as required.

Learn more about using copy document templates feature.

Import a sample template file that has been sent to you via Synergy Support to review the contents of the file. Or export a template file to save the document template layout (bookmarks and tables) with the Word file into a .Resource file on your PC to send to Synergy Support.

Detailed instructions on using these features are available in the import and export templates topic.

Use the change the sort order window to make sure that your most important document templates are shown at the top of the list.

All document templates of all types (even inactive templates) are shown in this window. All items are shown to make sure if you re-activate a template that it has a valid position in the sort order applied.

The sort order is used in the document creation wizard to choose which order to show the type of documents. i.e. Which invoice template is shown at the top of the list when creating/printing a new invoice document.

Use the Up or Down arrows in the toolbar to adjust the templates to your required order and Save.

Use the download button in the top toolbar to find the Synergy sample templates that can be downloaded. Try using these template to quickly amend the default template to include you company details in the MS Word® file.

Learn more about downloading template files.

In the top right corner of the list view the following filters are shown

1. ActiveDefault list filter. Use to see all the current templates that staff can use in Synergy.
2. Not ActiveSee all the previous templates that are not longer available for future use in Synergy.
3. AllBoth Active and Inactive document templates are shown in the list.
4. Search...Use the search to find a document template in a long list of items. Search for a keyword in the fields document name, type, or description.

If the document template can be used in Synergy the end column in the list is blank.

If a warning symbol is shown, then there is an issue with the template. Double click to open that document template item, and in the bottom banner of the General tab the details of the warning are shown. In most the warnings are trying to show that:

• The template file was never created and now needs to be opened using the 'word template' button to start the setup.
• The existing document template file is missing and needs to be re-created.

The template type controls where in Synergy the document template can be used or accessed from. The bookmarks shown in the template setup relate to the selected Synergy 'type' area. Click on the template type name to see more details about setting up that type of template.

Template type	Description	Create these types from
Credit	Detail the particulars of the credit including the original invoice value and new invoice total. Copy an invoice as a credit is available.	Open Credit > Show Credit Details > Select Credit >
Contact	List full Contact data.  Table available to produce a Statement to your client.	Open Contact > Documents menu
Fax	Traditional fax with author and recipients. Recipient table can be added that lists the project contacts.	Double click a fax number or select fax icon
Invoice	Generate the MS Word® document that will be issued to your client. Modifications can be made to the invoice before printing.	Open Invoice > Select Create Word Invoice
Letter	Standard letter bookmarks, not necessary limited to your traditional letter - could use this document type as a Specification, mailing label etc.	Open Project > Documents menu OR Select the letter icon
Personnel	Detail the Personnel data including contact and personnel attributes.	Open Contact > Documents menu Open Personnel > Documents menu
Project	The most project information you can get on a document.  Populate contacts attached to the project, sub projects, project directory, project notes.	Open Project > Documents menu
Proposal	Inserts the sub projects as a table with the agreed fee.  Available only when a project or single sub project's status is set to proposal.	Open Project > Documents menu
Staff	Available only to System Administrator and Director security levels within the staff record.	Open Staff > Documents toolbar
Sub project	Created from within the sub project this can detail the sub project name, so that correspondence can be generated for a specific sub project as opposed to the overall project.	Open Sub Project > Documents menu
Note	Provides details attached to notes including dates, meeting agenda, phone number and recipient list.	Open Note > Document Links > Template
Transmittal	Create a transmittal summary document to show the drawings and file versions being sent out, and a distribution list of the contact the transmittal was sent to.	Open Project > Transmittals tab > Print transmittal

Template type	Full description	Create these within the contract
Contract CSA	Contract Sum Adjustment	Sum adjustment tab
Contract Instruction	Contract Instruction	Contract instruction tab
Contract PPC	Progress Payment Certificate	Progress Payments tab Documents > Certificates
Contract RFI	Request For Information	RFI tab > outbound RFI
Contract Defect	Contract Defect	Defects tab
Contract AOT	Contract Adjustment of Time	AOT tab
Contract CRS	Certificate for Release of Security	Documents > Certificates
Contract NPC	Notice of Practical Completion	Notices tab > New notice
Contract WNAPC	Notice - Works Not at Practical Completion	Notices tab > New notice
Contract INS	Statement of Evidence of Insurance	Documents > Other documents
Contract NPCOTP	Notice of Practical Completion - Owner Taken Possession of the Works	Notices tab > New notice
Contract LD	Notice of Application of Liquidated Damages	Notices tab > New notice
Contract NPCORO	Notice of Practical Completion - Owner Remained in Occupation	Notices tab > New notice
Contract CFC	Certificate of Final Completion	Documents > Certificates
Contract Summary	Contract Summary	Documents > Other documents
Contract PCA	Progress Claim Assessment	Documents > Other documents
Contract NACCW	Assessment of Costs of Completing the Works	Notices tab > New notice
Contract NDWSP	Notice of Division of works into separable parts before practical completion	Notices tab > New notice

1. Template typeSelect the required template type. The type selected will control where in Synergy the template can be used, and what bookmarks and tables are available to add to the template. Refer to the tables above for more details on each type.
2. Template nameThe template name shown to users when they are creating document templates. Help users know which template is used for each type of task by making this name meaningful.
3. Default file name  - Once a document is created it can then be saved to a Project directory. As you go to save the document in MS Word® if you type a default file name here, it will be added to the file name of the document. You can then add text after that.  Example: Your naming convention may be that you place a 3-digit code at the front of each document when it is saved. Adding LTR (letter) or RPT (Report) as the default file name will do this automatically. 
4. Office The office location that this document templates is setup to be used within is shown. This field is only shown if the multi office feature is enabled on your Synergy license. If the system setting is enabled for multi office, then this will restrict the template to only be available to staff in that location. If you need to use the same template for many office locations, then copy the template and change the office setting for each office. location.
5. Default Access LevelThis setting allows you to define which user access level (and above) will be able to see/use this Document Template. Example - The Project Document Template Type is available to be selected by 'User' access level and above by default. You can use this setting to amend the access level to Project Manager, so that instead only users with an access level of Project manager or higher can view the Document Template and create the document output with that template.
6. Default Save Option - Default save option is applied when creating the document output. Options are
   1. OpenThe created document opens after it has been created in file type option selected below (MS Word® or PDF format). For DOT templates the file is opened to allow the user to preview the file, and manually choose where to save the details. For DOCX templates the file has been saved to the users My Documents\Synergy Documents folder to be created and is then opened from that location to preview.
   2. Save into selected location The user can select a location to save the file when creating the document. This is used when saving to a location outside of the Synergy folder such as a location on their computer, or on the network. When creating document outputs this defaults to the users PC in the My Documents\Synergy Documents location.
   3. Save into the UncontrolledSave the file to the Uncontrolled area in the Document Library. The file is opened to preview, and any changes will save by default back to the defined uncontrolled location. When this option is chosen a 'default folder' must also be selected. This keeps the file in a centralised location in the project/contact/contract admin, to allows other users to view the created documents in the Documents tab of the record. Uncontrolled documents are available for Foundation and Enterprise licenses.
   4. Save into the Controlled documents Save the file to the Controlled area in the Document Library. When this option is chosen the 'default folder' must also be defined. This saves the created files to the selected folder location inside the controlled area for the project/contact/contract administration area. Controlled documents are part of the Document Management module (*Synergy Enterprise clients only*).
7. Default folderWhen saving to the Controlled or Uncontrolled document areas this field is available. Specify which sub folder within a Project\Contact\Contract Administration directory that the created document should be saved to by default. The user can override this setting when creating the document if required. This option is not shown when the save options 'open' or 'save into selected location' have been chosen.
8. Default File TypeChoose the default file type output for the template to be either MS Word® .DOC or PDF format. The DOC MS Word® option will creates the document output in DOCX format if template is DOCX format. If the template is saved in DOT format, then the output will be created as DOC to support the older versions of MS Office®. The user can change the file type selected when creating most of the document types.
9. DescriptionAdditional information that the user can view when creating the documents. This lets the users see more information about which template to use for each scenario. Important to show others the reason that the template was created, and to know which one to use to create the output file.
10. Template file pathThis is the location where the document template is saved. The templates will be saved by default to the Synergy\Templates folder, and this location needs to be accessible by the other Synergy users to allow them to create the document output.