Edition: Professional, Business, Enterprise
User-level: Assistant Administrator, System Administrator.
Previous steps: Adding tables into Templates
Synergy document tables
Add Synergy tables to display information in document templates from your projects, invoices and more. 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.
What are Synergy document tables?
Each document template type has different tables available that can be used to show items like a breakdown of each fee for each stage, the invoice totals by stage, contact details for the project, project rate details.
To set up a table:
Go to Organisation drop down > Settings > Templates > Documents.
Edit a template by clicking the edit pencil.
From the edit page, click the "Select tables" button.
On the left hand side, you will see all table options for the type of Template you're editing. On the right hand side you'll find any tables already added to the Template.
Add additional tables by selecting the green plus on the right of the table name. You can edit this, and any table by selecting the pencil to the right of the table name.
Click the save button to confirm the table choice, and apply any changes you've made to the table.
Click "Select other tables" if you'd like to keep adding and modifying tables.
When you have finished editing, ensure you press save in the top right hand corner.
Add the bookmark 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 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 DETAILS TABLE for the 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?
Information you enter into Synergy during the life cycle of a project (ie. Project details and scopes, contacts, fees, work done, invoices generated etc.) is already there in Synergy, so to make your life easier and document generation faster and more accurate, you can use tables which will pull in data you have already entered! This means there's no second guessing manual data entry, which keeps things neat, tidy, and accurate! Not to mention giving you #moretimefordesign.
Document table types
Each document template type has different tables available. Below will break down what document template type contains which table types.
Contact document:
Contact statement - Enables you to pull in a statement of all Synergy invoices including the Invoice date, number, totals, credits, invoice status and Project details. All invoices that are pulled in with this document type related entirely to the Contact specifically.
Credit document:
Fee details - Enables you to pull in Project details such as the stage names and their fees, with a break down of Fee Types, the invoice value and credit value.
Project Contacts - Enables you to pull in Contact information from the Project, including name, phone number, email etc. This will pull in the data of all Project contacts.
Project Statement - Enables you to pull in a statement of all Synergy invoices including the Invoice date, number, totals, credits, invoice status and Project details. All invoices that are pulled in with this document type related entirely to the a Project specifically.
Invoice document:
Fee details table - Enables you to add a breakdown of the invoice total for each phase and/or stage. On each row you can add details about the phase or stage, along with the invoice values, and the invoice total. Grouping options for stages with fee types ‘hourly rates’ or ‘capped rates’. The grouping is applied in the transactions header rows section of the fee detail table.
Rate name / Rate value - you can see the # of units for each rate value / rate name combination.Rate name - you can see the # of units used for each rate name (the rate value per hour cannot be selected).
Staff name / Rate value - you can see the # of units for each rate value / staff name combination.
Project Contacts - Enables you to pull in Contact information from the Project, including name, phone number, email etc. This will pull in the data of all Project contacts.
Project Statement - Similarly to Contact and Credit note - this will bring in all invoice details related to the Project specifically.
Transaction Table - Enables you to break down all expense types and Staff rates being invoiced in the invoice you are generating with this template. You can include the stage name, dates of transaction, the rate names, staff name and notes, along with hours and the value of the transaction.
Work breakdown Stages - Enables you to pull in the originally agreed fees alongside how much of the Stage is complete so your client is able to keep track how how much work is left for invoicing.
Project Document
Project Contacts - Enables you to pull in Contact information from the Project, including name, phone number, email etc. This will pull in the data of all Project contacts.
Project Notes - Enables you to pull in any Notes on the project, along with the note's subject, who they were created by and the date in which they were created
Project Statement - Similarly to Contact and Credit note - this will bring in all invoice details related to the Project specifically.
Transaction Table - Enables you to pull in a full breakdown of all transactions on the Project.
Work breakdown overview - Enables you to provide a breakdown of the Work breakdown table, including Stage names, Stage manager, the Stage's fee type, Discipline and Status. You can also include additional information like Stage descriptions and Cost centers.
Proposal Document
Fee details - Similar to the table in Invoice Documents, the Proposal Fee details table enables you to bring in all information around the Fees on your project, alongside any estimated budgeted hours and how much they will cost.
Project Contacts - Enables you to pull in Contact information from the Project, including name, phone number, email etc. This will pull in the data of all Project contacts.
Proposal Stage details - Broken down by stages, this table enables you to pull in the stage details such as Stage name, Stage Manager name, Scope of work, Stage statuses, and more.
Purchase Orders document
Purchase order items - Enables you to pull in data from your Purchase orders including the purchase order line description, quantity, cost and tax options.
Transmittal document
Distribution list - Lists all contacts that have been included on the generated Transmittal, including contact name, staff name and email address.
Transmittal files - Enables you to list all of the documents included in a Transmittal and their details such as file name, revision number, revision date and the type of file, you can also include bookmarks such as a Document number.
Very handy Table tips!
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 upto 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.
A section is enabled if at least 1 row is included.
If all rows in the section are removed, the section is disabled.
You can use the Merge feature in a cell combine multiple cells together (like Merge cells in word) - apply the merge to any cell you don't want appearing separately.
To stop blank rows appearing in the table within the generated Document, delete the rows entirely.
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 colour 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 used to show the total value of the invoice.
Add rows and columns
This 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.
To add a new column:
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.
To add a new row:
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 and 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.
To move a row to the bottom, use the arrow on the right hand side of the row to shift it down, then click '-' to delete the row.
Delete a column and the far right column is deleted.
To move a column to the end, select the column then use the "Move column" arrow to shift it to the end of the section, then click '-' to delete it.
When no rows are shown in the section it is disabled, to stop a blank section being added to the Word document.
Adding bookmarks to a table
The bookmarks that are available for use vary for each Document type, Table type, and Section within that table. Review each section by double clicking in a cell, to open the list of available bookmarks.
Example
The 'Fee details table' has bookmarks for rate per hour 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:
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. The text along with the bookmark will appear in this part of the table (be sure to add a space, if it needs it).
Save.
Tips:
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' or 'only a bookmark', or both - typed text and a bookmark.
Keep the "General" rows for Column headings, otherwise you risk doubling up on every Rate type.
If you do not have a Phase in your Project, "Mixed Phase"/"Phase" will be omitted from your final generated document.
"Phased mixed" should be used if you have multiple Rate types being used, and if you only have one Rate type it will default to the Rate type's 'Phase' cell text instead (it's okay to use it either way).
Formatting options for tables
Formatting for text alignment and colours 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 document like paragraph or lining spacing.
The cell settings applied in Synergy will overwrite the settings applied in the Word document for the table.
Cell Formatting options are:
Bold
Italic
Left align text
Centre 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 colour - Select a Synergy colour to be used as the text colour for this cell in the table. Use this to make header row stand out in the table.
Background colour - Select a Synergy colour to be used as the background colour 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 setting to be larger on the header row of the table.
Make sure you save! Save your tables, save your table choices, and save your document template.
Where to next?
What other features does this relate to?