Templates - Document templates

Edit the sample templates to meet your requirements with the following steps:

1. Update the template general details
   1. Click the template in the document templates list that you want to update.
   2. The edit document template page opens, in which you can update the following details as required:
      • Template name change the name shown in the drop down list.
      • File name select a file name from the drop down list, or type a default file name to be used by this template. This is not available for invoice or credit note type documents.
      • Description to explain to staff why to use this template, which is important if you have multiple templates for a template type.
      • Folder name choose which folder in the project / contact / staff record that the created document should saved into automatically. This option isn't available for invoice or credit types.
      • Security level control who views the created files from this template. E.g. User access level and above allows all staff access to the document.
   3. Save.
2. Change the Synergy bookmarks or tables
   1. 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.
   2. 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.
3. Update the Word document template
   1. In the open template, click the page actions button and choose the 'download layout for edit' option.
   2. Your browser downloads the Word file to be edited. Open the downloaded file.
   3. Edit the details about your organization in the document header or footer. e.g. Company logo, address, phone number.
   4. Edit the body of the document by adding extra text as required into the document.
   5. Cut and paste the Synergy bookmarks into the required positions within the text.

   6. Format the document text, tables, and Synergy Bookmarks. Apply font sizes, colors, paragraph or line spacing etc.

   7. Save the Word document to a location you will remember.
   8. Go back to Synergy > Document templates list.
   9. Click the row action button against the template you are updating, and select 'upload new layout'.
   10. Click the 'chose file' button and browse to the location that you saved the Word document.
   11. Click the 'save' button to upload the new layout file.

*This feature is available with the Synergy Business or Enterprise products.*

Create a new document template by completing these steps:

1. Create the template and enter the general details
   1. Open Document templates and click 'add' in the top right corner.
   2. Select the template 'type' first, as this controls the fields shown.
   3. Type a 'name' for the template, to be shown in drop down list.
   4. 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.)
   5. Type a 'description' to explain when to use the template.
   6. (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).
   7. (Optional) Select the 'security level' to control who can read the created document.
   8. Select the 'create using' option of 'blank word (DOCX)'.
   9. Save.
   1. Click the page actions button and choose the 'select bookmarks' option.
   2. Expand the groups of bookmarks on the left side. These are grouped by the data type.
   3. Check the box next to each of the bookmarks that you require, which can be in multiple of the bookmark groups.
   4. Check the box for the 'fee detail table' which is found in the 'standard - tables' group.
   5. Save and the bookmarks are added to the 'selected' panel on the right.
   6. Repeat until all the required bookmarks are in the 'selected list.
   7. 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.
   8. Save and close to return to document template list.Add the Synergy bookmarks or tables

2. 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.

3.  Update the Word document template
   1. In document template list click the row action button and select 'download layout for edit'.
   2. Your browser downloads the Word file to be edited. Open the downloaded file.
   3. Add details about your organization in the document header or footer. e.g. Company logo image, address, phone number.
   4. 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.
   5. Add the required text copy into the document.
   6. Cut and paste the Synergy bookmarks into the required positions within the text.

   7. Format the document text, tables, and Synergy Bookmarks. Apply font sizes, colors, paragraph or line spacing etc.

   8. Save the Word document to a location you will remember.
   9. Go back to Synergy > Document templates list.
   10. Click the row action button against the template you are updating, and select 'upload new layout'.
   11. Click the 'chose file' button and browse to the location that you saved the Word document.
   12. Click the 'save' button to upload the new layout file.

*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:

1. Open document templates list and click the 'add' button.
2. Select the template 'type'.
3. Type a name and description for the template to explain the purpose to other staff.
4. Select the create using 'upload document' method.
5. Click the 'choose file' button to browse to the file (single item) that you want to be applied when this template is used.
6. Select the folder that you want the file to save to in the new project, contact, or staff record.
7. Check the 'copy on new' checkbox. If this is ticked, the then file automatically copies to all new records for the 'type' selected.
8. Save and close.

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:

1. Go to: Settings > Templates > Documents, and use one of the following methods.
   • Single template - Click the row and the template opens for 'edit'. Uncheck the 'active' box, and then save and close.
   • Multiple templates - In the list check the box(es) on the left of the name column, and then click the multi rows action button. Choose 'set as not active' option.
2. The list refreshes and only the active items remain in the list.

*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:

1. 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'.
2. The list refreshes and the item(s) have been removed.

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.

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.

1. Name: The name for the document template that is shown in drop down lists. Make this name meaningful so your team know when to use the template.
2. Type: The document template type is shown. Types available are: Proposal, Project, Invoice, Credit, Staff and Contact.
3. Description: A note or description to outline the reason staff should use this template. This is important when you have two of the same type of template, so the staff know when to use each of the templates you have designed.
4. Copy on new: View if the 'copy on new' option has been selected on a template. This feature copies files that have been uploaded into the folders as the record is created. Copy on new is not available for invoices and credit note type templates.
5. Default: There can be one 'default' template for each type of template. The default template is automatically chosen for all staff when that type of template is created. The other templates for that type are still available in the list to select if required.