Data tables in document templates

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

Each document template type supports different data tables for use. Please review the table below.

These Synergy data tables are available for the following Synergy document template types:

Template type	Proposal Sub Projects	Fee detail	Sub projects notes	Transmittal Drawings, Contacts and Staff	Note comments	Statement	Fax recipient	CSA work items table	Work items table	Breakdown assessment	Contract insurances
Invoice + Credit
Proposal
Sub project
Transmittal
Project				* *Drawings table only
Contact
Fax
Contract VQR
Contract CSA
Contract INS
Contract PCA
Notes

1. Creating a new template using these instructions.
2. Select Edit bookmarks.
3. Scroll to the end of the list of available bookmarks. Any available tables are shown at the end of the list in CAPS.
4. Select the table in the left panel you want to use, and then click the Add >> button. This will add the table name to the right panel 'bookmarks in schedule'.
5. Click Next.  
6. Add any table formatting to areas like:
   • Headings - Double click into the header cells to type text to appear as the heading for each row. Repeat this for each heading required.
   • Bookmarks - Double click a section cell to add a Synergy bookmark to display data in the table. Repeat this for each bookmark required.
   • Footers or Totals - Many tables have a footer section. Add any text or bookmarks required in this section.
   • Borders - Apply border to sections, rows, or cells as required.
   • Text or Font - Choose if each cell is bold or italic, or aligned left/right, font size (when different to default), font colour (background or text). NEW 4.9.2 and 4.9.3 Learn more about the formatting options.
7. When finished the table setup, Click Next.
8. If a second table was included in the template, then this is now shown for setup with bookmarks and formatting. Next.
9. On the final window check the box to 'Open the document in MS Word® and then click Finish.
10. The data table will appear as 1 row at the end of the document, cut and paste into position.

Click the image above to see an invoice FEE DETAIL TABLE

Click the image above to see the data table as 1 row in the MS Word® template

Data tables are made up of different sections. Each table has different sections available for example the project contacts table has three sections a Header, Body, and a Footer and appear down the left hand side.

Each section of a Synergy table can contain up to 10 rows - which allows you to display a small or large amount of data is displayed in each sections as required. The data tables also support 10 columns - to allow you to show a large amount of data across the page.

Each section is enabled if at least 1 row is included. If all rows in a section are removed , then the section is disabled . Disable a section if you will not be adding any bookmarks into that area to stop blank rows appearing in your table in the document output.

Example of using common table sections available - Header, Body and Footer.

Header

The Project Contacts Table has a header section. Here you can type the column heading text that relates to the bookmarks selected in the Body section of the table. This table prints a list of the people attached to the Project Contacts tab, and is often used in Project type documents. Adding colours to the background, or text in the 'header' section will help the heading to stand-out in the document table output. You can also apply a bold style to the font to make it stand out more in the table.

Click the image above to see the header section in the project contacts table.

Body

The body section of a table is used to add the bookmarks to display the Synergy data in the output. Bookmarks can be added across a single row, or multiple rows can be created to add more data. For example when using the Proposal Sub Projects table in a Proposal type document you might have the sub project name shown along with the sub project note where you have entered a sub project scope of works. As the sub project works description can be quite long, you wouldn't want to many rows in the body section of this table.

If a 'group header' section is shown, use this to group the body details in the document table output. For example in the table below, the Phases are set as the grouping item. This means that the Sub Projects will be shown in their phase group, and they will be sorted to display in the same order that is setup for the Project > Sub Projects tab.

Click the image above to see the Proposal Sub Projects table body.

Footer

The footer is the last section shown in a data table and is used to tally the data in the body section. An example with either Proposal or Invoice templates is in the FEE DATA TABLE, the footer section is names 'totals' and is used to show Totals ex tax, only tax, or inc tax at the end of the table.

Click the image above to see the Totals Footer in a Proposal fee detail table.

Each section in the table has different bookmarks available.  Look at each section separately to add rows, and bookmarks. Double click in a cell to open the list of available bookmarks.

Example: The Invoice table body has bookmarks for charge out rates and number of units in the rates section, and in the fixed fee section it has bookmarks for the agreed fee value and % complete.

Add bookmarks into a table by

1. Double click a cell in the section you want to add the bookmark.
2. Select a bookmark from the right panel list of 'Available Bookmarks'.
3. Double click the bookmark to add, or highlight the item and click the 'add selected item' button.
4. The bookmark appears in the 'Table cell' in the left panel.
5. Add any extra text into the 'table cell' by typing before or after the added bookmark.  This text along with the bookmark will appear in this part of the table.
6. Save.

An example of the bookmarks available in the Fixed Sub Project section of the Invoice FEE DETAIL data table

Formatting for text alignment and colours should be added to the Synergy data table within the bookmark schedule. Formatting that can be applied to the table in the MS Word® template file are settings for paragraph or line spacing. Most other settings in MS Word® are overwritten by the settings below in the Synergy data table.

Section rows

1. Add new row - will add a row to the highlighted section. Up to 10 rows can be added to each section. New rows are added to the end of the selected section (not in between).
2. Delete row - will remove the last row from the highlighted section.
3. All rows disabled - will be shown after all the rows are deleted in a section. The table section will not be shown in the document template, but can be enabled again later is required using the add new row button.

Columns

1. Add column - will add a new column will be added to the far right. Up to 10 columns can be added to a table.   
2. Delete column - will remove the last column shown to the right. 

Formatting Options

Text formatting for the data table needs to be done in Synergy to appear in the final MS Word® document. Use the arrow keys to scroll to between cells that require formatting.

1. Bold text - Use this option to make the table heading text stand out.
2. Italic text - Use this option to for descriptive or legal text.
3. Left align text.
4. Centre text.
5. Right align text.
6. Clear all cells - will remove all the entered data text and bookmarks in the table. Colour formatting is not removed.
7. Borders - Add borders to a cell, row, section, or the whole table by selecting a part of the table that need then border then choosing this button. 
8. Merge cells - selected the cell on the right of the cell you want to merge with.  The highlighted cell is then merged into the cell on the left. In the MS Word® table output the text will appear across the full length of the merged cells.
9. Background colour - NEW 4.9.2 and 4.9.3 - Add a background colour to a cell to make it stand out in the document table. Try using this for column header rows, or phase/sub project names, or invoice totals. Click the '...' button to select a colour or to enter a HEX#.
10. Text colour NEW 4.9.2 and 4.9.3 - Add colour to text in a cell to make it stand out in the document table. Try using this for column header rows, or invoice totals. Click the '...' button to select a colour or to enter a HEX#.
11. Font Size NEW 4.9.2 and 4.9.3 - By default this is blank which means it will use the font size applied in the MS Word® file. If you want a cell an increase the font size to make it stand out on the table in the document output.
12. Clear all formatting NEW 4.9.2 and 4.9.3 - Removes the colours, fonts, alignment, bold and italics settings from the entire table.
13. Copy cell formatting NEW 4.9.2 and 4.9.3 - Copy the formatting from one cell to another. This feature makes it quick to setup the formatting on all the cells in the header row.

Using the colour selector - NEW 4.9.2 and 4.9.3

Select the '...' button in the background or font boxes at the top of the data table and the colour selector is shown. Use one of the following options to apply colour to your document tables:

1. Apply a standard colour - In the colour wheel select a colour and click OK.
2. Add a custom colour - Type the HEX code into the 'Current #' box (overwrite and existing text) and click OK.
3. Save your companies custom colours - Select a blank white box at the bottom of this panel. Type the hex code for the item into the 'Current #' box and then click the add custom colour button. Repeat for each custom colour required.

Click the image above to see the colour wheel.

Extra Option - Only for the 'Rates section' body configuration

Select Options button from within the Rates body or Capped Rates body section of the Fee Detail table. 

Only show specific rates tick box

• Selected: this displays rates manually entered on the sub project. Only rates marked as specific are shown.
• Not selected: this will display a list of all rates from the Staff Rate group setflected on the Sub Project.