Setup the default document template layouts which include Synergy bookmarks and tables. Document templates can be used to create documents for projects, proposals, invoices, credit notes, contacts, and staff.
Setup required before use | Who can use it? | Where is it? |
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n / a |
Director access Assistant administrator System administrator |
Settings > Templates > Documents |
What are document templates?
Document templates allow you to automate the process of creating a Word documents. Setup templates to include the headers and footers, body text or copy, Synergy bookmarks, and Synergy tables. Add the Synergy bookmarks to the template to control what Synergy data will be shown in the document output. Bookmarks are the used to identify and map to the location of the required data in Synergy to ensure it shows in the correct in the Word document. Learn more about the formatting options for Synergy tables.
Add document templates to create Word documents in: projects, proposals, invoices, credit notes, contacts, and staff.
Each Synergy organization includes a default template sample for each type. Update these templates as required, to customize the bookmarks shown or the tables that are included. The Synergy Professional product level doesn't allow you to create additional templates, but the default sample templates can be edited.
Synergy Business and Enterprise products allow you to create multiple document templates. in addition the feature to 'upload a document' to have the uploaded files are automatically added to new records when they are created for projects, contacts or staff.
Why use document templates?
Create document layouts for each type of document required, which include Synergy bookmarks and tables in the Word document.
Actions available
Edit the sample templates to meet your requirements with the following steps:
- Update the template general details
- Click the template in the document templates list that you want to update.
- The edit document template page opens, in which you can update the following details as required:
- Save.
- Change the Synergy bookmarks or tables
- Add bookmarks for tables by
- In the open template, click the page actions button and choose the 'select bookmarks' option.
- Expand the groups of bookmarks on the left side. These are grouped by the data type.
- Check the box next to each of the bookmarks that you require, which can be in multiple of the bookmark groups.
- Click the save button, and the bookmarks (or tables) appear in the selected list.
- Remove any bookmarks or tables that are not required
- In the open template, click the page actions button and choose the 'select bookmarks' option.
- In the 'selected' panel on the right is a list of all the bookmarks and tables in this template.
- Uncheck the box for each bookmark you want to remove.
- Click the save button, and the list of selected bookmarks will be refreshed.
- Add bookmarks for tables by
- Update the Word document template
- In the open template, click the page actions button and choose the 'download layout for edit' option.
- Your browser downloads the Word file to be edited. Open the downloaded file.
- Edit the details about your organization in the document header or footer. e.g. Company logo, address, phone number.
- Edit the body of the document by adding extra text as required into the document.
- Cut and paste the Synergy bookmarks into the required positions within the text.
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Format the document text, tables, and Synergy Bookmarks. Apply font sizes, colors, paragraph or line spacing etc.
- Save the Word document to a location you will remember.
- Go back to Synergy > Document templates list.
- Click the row action button against the template you are updating, and select 'upload new layout'.
- Click the 'chose file' button and browse to the location that you saved the Word document.
- Click the 'save' button to upload the new layout file.
Important Word notes
- Cut and paste - When you copy the bookmarks make sure you copy the 'brackets' around the bookmark name like [Current_Date]. These brackets identify the Synergy bookmarks and are required to stay attached to the bookmark name to be able to populate with the Synergy data when creating the document output.
- Bookmark brackets are lost - If the brackets are lost by mistake, then use the 'download layout' option again to get a new copy of the template file that includes all the bookmarks.
- Add duplicate bookmarks - Add the required bookmark to the 'selected' list multiple times if you want to show the same information in different locations in the document. Each bookmark can only be in the Word file once. E.g. [Current_Date] and [Current_Date1] would both be shown in the edit bookmarks panel to show today's date in two places in the document template.
- Don't delete bookmarks - In the Word document don't delete the bookmarks. First remove the bookmark from the 'selected bookmarks' list and save. Then you can re-download the Word template and remove the bookmark within the template.
Tips:
- Each Synergy organization includes sample templates for each document template type: Invoice, credit note, proposal, project, contact, and staff document types.
- There is a restriction that only one template of each type can exist for the Synergy Professional product. Edit the sample documents that Synergy provides for each type of document if required. Additional templates cannot be created for this product level.
- Have multiple document templates for each document type with the Synergy Business or Enterprise products. Edit the sample templates provided, or add extra templates to cater for different types of business cases.
*This feature is available with the Synergy Business or Enterprise products.*
Create a new document template by completing these steps:
- Create the template and enter the general details
- Open Document templates and click 'add' in the top right corner.
- Select the template 'type' first, as this controls the fields shown.
- Type a 'name' for the template, to be shown in drop down list.
- Select a 'file name' to be used for the document created by this template from the drop down list. (Not available for invoice or credit note types.)
- Type a 'description' to explain when to use the template.
- (Optional) Select the 'folder' the documents this templates creates should save to in the project / contact / staff record. (Note: This is not available for invoice or credit types).
- (Optional) Select the 'security level' to control who can read the created document.
- Select the 'create using' option of 'blank word (DOCX)'.
- Save.
- Click the page actions button and choose the 'select bookmarks' option.
- Expand the groups of bookmarks on the left side. These are grouped by the data type.
- Check the box next to each of the bookmarks that you require, which can be in multiple of the bookmark groups.
- Check the box for the 'fee detail table' which is found in the 'standard - tables' group.
- Save and the bookmarks are added to the 'selected' panel on the right.
- Repeat until all the required bookmarks are in the 'selected list.
- If you have added a table, then click 'edit' next to the table to update the details to be shown in the table. Learn more about formatting Synergy tables.
- Save and close to return to document template list.Add the Synergy bookmarks or tables
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Example
If the same Synergy bookmark needs to appear in your document multiple times, you will need to add it to the 'selected' panel, as many times as required.
Example of this is that the 'project number' needs to appear both at the top of a document and also in the footer as a reference. When the bookmark is added to the list of bookmarks twice the results will look like ' Project_Number' and 'Project_Number1' in the 'bookmarks selected' panel.
- Update the Word document template
- In document template list click the row action button and select 'download layout for edit'.
- Your browser downloads the Word file to be edited. Open the downloaded file.
- Add details about your organization in the document header or footer. e.g. Company logo image, address, phone number.
- Create some blank space at the top of the file to start adding your content by
- Select all the bookmarks and text that are automatically added into the Word file.
- CTRL X to 'cut' the text and bookmarks.
- Press the enter key a few times to create some space at the top of the file.
- Then paste (CTRL V) the cut bookmarks back onto the last line.
- Add the required text copy into the document.
- Cut and paste the Synergy bookmarks into the required positions within the text.
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Format the document text, tables, and Synergy Bookmarks. Apply font sizes, colors, paragraph or line spacing etc.
- Save the Word document to a location you will remember.
- Go back to Synergy > Document templates list.
- Click the row action button against the template you are updating, and select 'upload new layout'.
- Click the 'chose file' button and browse to the location that you saved the Word document.
- Click the 'save' button to upload the new layout file.
Important Word notes
- Cut and paste - When you copy the bookmarks make sure you copy the 'brackets' around the bookmark name like [Current_Date]. These brackets identify the Synergy bookmarks and are required to stay attached to the bookmark name to be able to populate with the Synergy data when creating the document output.
- Bookmark brackets are lost - If the brackets are lost by mistake, then use the 'download layout' option again to get a new copy of the template file that includes all the bookmarks.
- Add duplicate bookmarks - Add the required bookmark to the 'selected' list multiple times if you want to show the same information in different locations in the document. Each bookmark can only be in the Word file once. E.g. [Current_Date] and [Current_Date1] would both be shown in the edit bookmarks panel to show today's date in two places in the document template.
- Don't delete bookmarks - In the Word document don't delete the bookmarks. First remove the bookmark from the 'selected bookmarks' list and save. Then you can re-download the Word template and remove the bookmark within the template.
Tips:
- Each Synergy organization includes sample templates for each document template type: Invoice, credit note, proposal, project, contact, and staff document types.
- There is a restriction that only one template of each type can exist for the Synergy Professional product. Edit the sample documents that Synergy provides for each type of document. Additional templates cannot be created for this product level.
- Have multiple document templates for each document type with the Synergy Business or Enterprise products. Edit the sample templates provided, or add extra templates to cater for different types of business cases.
*This feature is available with the Synergy Business or Enterprise products.*
Save a file automatically to the Synergy folders when a new project, contact, or staff record is created. This allows you to have the standard forms, contracts, or images required in all folders to be copied across automatically as your team create new items.
This option is available for the document types: Contact, Project, Staff, and Proposal (not invoice or credit).
Setup the files to copy to new records by:
- Open document templates list and click the 'add' button.
- Select the template 'type'.
- Type a name and description for the template to explain the purpose to other staff.
- Select the create using 'upload document' method.
- Click the 'choose file' button to browse to the file (single item) that you want to be applied when this template is used.
- Select the folder that you want the file to save to in the new project, contact, or staff record.
- Check the 'copy on new' checkbox. If this is ticked, the then file automatically copies to all new records for the 'type' selected.
- Save and close.
Tips:
- The option to be able to create extra templates to use this option with requires the Synergy Business or Enterprise products.
- Need to save multiple files to each record that is created, then create multiple 'upload document' templates for that record type. One for each file you want automatically included.
Make the template inactive to stop the document template from being used in the future by staff creating documents, and to hide it from drop-down lists. Change a template to inactive by:
- Go to: Settings > Templates > Documents.
- Open/Customise the relevant template.
- Change the template status from 'Published' to 'Draft' and select save.
Tips:
- Use the list filter 'all' to find both active and inactive templates.
- A strike-out style is applied to rows that are inactive.
*This feature is available with the Synergy Business or Enterprise products.*
Delete a template if it is not required to be used to create any future documents. Delete a template by:
- Go to: Settings > Templates > Documents and use one of the following methods:
- Single row - Click the row action button and select 'delete'.
- Multi row - Select the check box(es) on the row left for each item you want to delete. Then click the multiple rows action button and choose 'delete'.
- The list refreshes and the item(s) have been removed.
Tip: Unable to delete a template? Mark the template as inactive to remove it from drop down lists.
Search
When a large number of templates exist use the search or filter options to limit the number of templates in the list.
Search by clicking the search button and typing the keyword into the search box. To return to seeing all items in the list click the clearbutton in the search bar.
Tip: Learn more about searching with the list search or the global search.
Filter
Filter the list by selecting the search button. The filter options are:
- Active - View all items that can be used to create templates. Inactive templates can no longer be used or seen in drop down lists.
- Types - Choose which type of templates are shown in the list. Types available are: Proposal, Project, Invoice, Credit, Staff and Contact.
Tip: Return to the default view by choosing the clear button in the search bar.
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