Office Settings

Who Can Use It?	Where Is It?
Administrator System Administrator	Tools menu > Office Settings

The name is what you will see on reports and throughout the database if you're using multi offices.  You can change the (Default), it will remain in bold to differentiate the others as the default.

The operating as appears on reports and in the My synergy user welcome plugin. This field cannot be changed as this draws from the license which is based on the License Agreement.  Please discuss with your sales rep should you need to change this.

By adding phone and fax here, for each staff member that is created, these fields will copy over automatically.  So if you have multiple offices, create all the staff for one office and then change the contact details and add the remaining staff.

This will be the UNC path for the Synergy folder.  NOTE the folder name Synergy does not need to be included here.  An example of the UNC path would be \\SERVER01\Data\Company.  The Synergy folder would reside within the Company folder in this example.

Should you need to move the Synergy directory from it's current position, refer to the topic Move the Synergy Directory.

1. Tick the 'Allow Controlled Documents' box.
2. Enter the location of the controlled documents folder on the network. This will defaults to a Synergy folder named 'Controlled'. To change this to a alternate location:
• Select the '...' icon to browse for folder on the network.
• Or type a new folder path. If this folder location does not exist on the network, it will be generated in the desired location once Synergy is closed and reopened, and the document library is opened for the first time.
3. Type the network username (i.e. john.smith).
4. Type the network domain (i.e. totalsynergy)
5. Type the network password, which is valid for the network username/domain account.
6. Click the test connection button. This will check that the location, and network settings entered are valid.
7. Save.

If you've already started using Controlled file management and you now wish to move the Controlled directory to a different location than within the Synergy directory there's a few changes to be made.

Example

TRANSFER \\SERVER01\Synergy\Controlled TO \\SERVER01\TS secure (etc) 

The library is currently set to \\SERVER01\Synergy\Controlled and files have been save to this location. You now want the Controlled directory to reside at \\SERVER01\TS secure - here's what you need to do. 

1. Ensure this is done when no users are accessing the Synergy Controlled Files.
2. On SERVER01 create a directory called TS Secure.
3. Copy and Paste the ROOT directory found with the \\SERVER01\Synergy\Controlled directory.
4. Go to Office Settings > Library and at location browse to \\SERVER01\TS secure and select OK.
5. Save and Close.

This will set the default location where all files will be transferred to when wanting to use the Controlled feature of Document Management.

We strongly recommend a new user be created on your domain called Knowledge Manager. This person maintains a specific role in relation to Document Management however is not necessarily IT personnel, as the user will need to be aware of the use of the Synergy product and your business processes. 

What does the Knowledge Manager do

• Retrieving a document from the Controlled location via explorer.
• Edit/maintain document template/generated documents settings.
• Receive alerts pertaining to documents checked out by users beyond the nominated edit/view days.
• Check in documents by users who've left the office with a file checked out/viewed.

Invoice Prefix

Enter invoice number prefix and invoice number counter starting point.  The prefix enables sequential numbering within each Prefix entered.  This is useful when entering Historical Project financials, as part of a data conversion i.e. PRE, SYD, 000.

Minimum Invoice Number

Enter the next number that should be sent out to a client i.e. if the last invoice sent was SYD02030, then this field will be 02031.

Credit number source

As credits are produced a number is generated.  Here you can nominate what this will be as this will flow through to your accounting package

• Same as original invoice / a credit invoice will be generated with the same number as the original invoice  Eg invoice SYD02030 is credited therefore a credit SYD02030 is created. Note: This option is not available from Synergy version 4.8.5 or higher.
• New Invoice Number / in this case the credit amount will be allocated to the next number in sequence  Eg invoice SYD02030 is credited therefore a credit SYD02199 is created.
• New Credit Number  / finally this option allows a whole separate numbering sequence  Eg invoice SYD02030 is credited therefore a credit ADJ00055 is created.

Credit Prefix

When the New Credit Numbering system is used allocate a 3 digit prefix i.e. ADJ, C00 etc.

Minimum credit number

If already using credit numbers, enter the next number that should be sent out to a cli.e.nt i.e. if the last invoice sent was ADJ02030, then this field will be 02031.

Enter the Default payment due days here.  At the time of invoicing if this setting is different to the default, make a selection from the list in the drop down box.

1. Check the box for each day that staff are expected to be in the office.
2. Enter the default number of hours per day that staff are expected to work.
3. Save.

Browse the Synergy directory.  If you're unable to open the directory through, it either doesn't exist or is not shared and therefore cannot be seen or it has been renamed.

Create the sub directories within the Synergy folder required to keep the Synergy database functioning.  Without these sub directories, document templates, invoices and Project directories will not be created.

There is a function that will create a Project folder for all Active and Proposal status Projects on the specified network server. Refer to Project folders topic for more information.   

The filter

A filter has been added to the rebuild function for Project folders. This enables a user to select a screen filter and/or select particular Projects requiring the rebuild.

Refer to Office settings in Administration tools for more if you are using Multi Offices.