Synergy document tables
Add Synergy tables to display extra details in document templates. Each template type has different tables available to help you show more information in the document output for items like projects, stages, contacts and invoices.
|Setup required before use||Who can use it?||Where is it?|
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|Settings > Templates > Documents > Edit bookmarks > Edit table|
What are Synergy document tables?
Each document template type has different tables available that can be used to show items like a breakdown of fees for each stage, the invoice totals by stage, contact details for the project, project rate details. Setup the document table by:
- Add the required table(s) to the 'selected bookmarks' list when updating the document template.
- 'Edit' the table and add the required columns and rows to each section of the table.
- Add the bookmarks to the table, and apply any required cell formatting options.
- Save the table, and download the Word document layout.
- Edit the font size or type, paragraph spacing around the table as required in Word.
- Upload the new layout for the document template to Synergy.
The created Word document will show the data table from synergy as a single (1) row only, even if it was setup as many rows in Synergy. The text shown in the table inside the word document is the Synergy table name added e.g. FEE DETAIL TABLE for an invoice or proposal document.
Tip: The table bookmarks for all data table types are configured in Synergy in the 'edit table; process, not within Word. A default font type, font size, line spacing for a paragraph etc can be applied to the table in Word.
Why use Synergy document tables?
Setup the Synergy bookmarks and cell formatting to be applied to tables for each document type.
Each document template type has different tables available. Examples of document tables are:
- Invoice > Fee detail table - Add a breakdown of the invoice total for each phase or stage. On each row add details about the phase or stage, along with the invoice values, and outline the overall invoice total.
- Proposal > Fee detail table - Add a breakdown of the fees being proposed by phase or stage. Add extra details from the stage to the fee summary rows, and include details from the project budget.
- Proposal > Proposal stages table - Display the stages of a project along with the stage scope of works description, and any other general details about the stage, or list the tags assigned to each stage.
- Proposal > Project contacts table - Show a list of the people in the project team, which can be either internal staff and external contacts.
- Creating a new template using these instructions.
- Open the 'select bookmarks' page.
- Expand the 'standard - tables' group, to find the available tables listed with the table image next to the name.
- Check the box next to each table you want to add, and click save.
- The tables chosen are now shown in the selected bookmarks panel on the right.
- Click 'Edit' on the table in the selected bookmarks panel.
- Add any table formatting to areas like:
- Headings - Double click into the header cells to type text to appear as the heading for each column. Add shading or color to the header row as required.
- Bookmarks - Double click a cell to add a Synergy bookmark to display data in the table. Repeat this for each bookmark required to be added in each column and row.
- Footers or Totals - A footer or totals section is used to add a summary of the table. 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, aligned left or right, adjust the font size (when different to default), change the colors of the cell background or text.
- When finished the table setup, click the 'save and close' button.
- Select to 'Download the layout for edit'. This will download the Word document with the table included at the end of the document.
- Cut and paste the table into position in the Word file and save.
- Apply any formatting to the table in Word as required such as font, color, spacing etc.
- In Synergy select to 'upload new layout', browse to the saved file and upload this to Synergy.
Tips about using tables
- Each table has different sections available. For example the project contacts table for proposal type documents has three sections: header, body, and footer.
- Each table section can contain up to 10 rows.
- Each table can have up to 10 columns. If a column is added the column is included in all the sections that are enabled.
- Each section is enabled if at least 1 row is included.
- If all rows in a section are removed, the section is disabled.
- Disable a section to stop blank rows appearing in the table in the Word document output.
How the table sections are commonly used
- Header - Double click in a cell to add a 'column heading'. The column heading text can then be formatted as bold, or have the color adjusted to be more noticeable in the document output.
- Body - Double click in a cell and choose to add text, or Synergy bookmarks. Add bookmarks across a row, or add extra rows into a section if you need to display more details.
- Footer - This is the last section in the table, and used to tally the data in the body. For invoice or proposal documents this is used to show the total value of the invoice.
Add rows and columns
The sections of the table are shown as collapsed when you first open the table. Expand the section to see the current number of columns or rows. Added columns appear on the right, and rows appear at the end of the current list.
Add a new column by:
- Click the 'add column' button in the top right, and a column is added to ENTIRE table (all sections).
- The new column appears on the right.
- Use the 'move column' arrows to adjust the order of this column. This will re-order the columns in the ENTIRE table.
Add a new row by:
- Expand the section that you want to add the row within.
- Click the 'add row' button on the right side of that section.
- The row is added to that section only. Added rows cannot be moved or re-ordered.
Delete rows or columns
If the row or column is not going to be used in the table, then remove it from the layout so that blank rows or columns will not appear in the created Word document. Delete a column or row by using the '-' button for that area.
- Delete a row and the last row in the section is deleted.
- Delete a column and the far right column is deleted.
- When no rows are shown in the section it is disabled, to stop a blank section being added to the Word document.
The bookmarks that are available for use vary for each 'document type' and 'table name' and 'section of the table'. Review each section by double clicking in a cell, to open the list of available bookmarks.
The 'invoice table body' has bookmarks for charge out rates and number of units in the 'hourly rates' section, and in the 'fixed fee' section it has bookmarks for the agreed fee value and % complete.
Add bookmarks into a table by
- Double click a cell in the section that you want to add the bookmark.
- Select a bookmark from the right panel list of 'Available Bookmarks'.
- Click the bookmark to add it into the 'Table Cell' in the left panel.
- 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.
- The bookmarks will appear in the cell with brackets either side of text e.g. <Agreed Fee>. The brackets will be omitted when the document is generated.
- Use the add bookmarks window to add 'typed text' only, or 'only a bookmark', or both typed text and a bookmark.
Formatting for text alignment and colors should be added to the Synergy data table within each cell. Formatting that applies to the entire table can be applied to the table in the Word template like paragraph or line spacing.
The cell settings applied in Synergy will overwrite the settings applied in the Word document for the table.
Cell formatting options are:
- Left align text
- Center text
- Right align text
- Merge cells - Select the cell on the right of the cell that you want to merge. The highlighted cell is then merged into the cell on the left.
- Borders - Add borders to a cell, row, section, or the whole table. Select the part of the table that requires the border then click this button to apply the border.
- Clear all - Remove all the entered bookmark data and text from all sections and cells in the table.
- Text color- Select a Synergy color to be used as the text color for this cell in the table. Use this to make header row stand out in the table.
- Background color- Select a Synergy color to be used as the background color for this cell in the table. Use this to make header row stand out in the table.
- Font size- Select a font size to be used for selected cells. By default the font size used is applied to the table in the Word document. Use this font size option to override that font size setting to be larger on the header row of the table.