Contacts

This portion of the User Guide resource discusses how to manage the Contacts Directory - how to manage contacts, store contacts and search contacts quickly and easily within Synergy Document Management Software.

The Contact Directory is intended to store contact information on internal Synergy users, customers, vendors, and any other external contacts. You can manage, organize, transfer, store and retrieve data on an unlimited number of internal and external companies and contacts. You also have the use of a Personal Contacts Folder that maintains personal contact information for your own private use. Company and Contact information from other contact databases can be imported into Synergy.

As an additional security layer, an administrator can control Contact Directory accessibility through Access Permissions. This means that each Workgroup member can be denied or granted access to individual companies or contacts within the Contact Directory.

Contact Directory also provides a comprehensive Search feature to retrieve contact records by a number of different search criteria including: Company Name, Contact Name, Staff, Category, and Memo information.

Contacts Window
To start working with Contact Directory, click the Contacts icon in the Toolbar.
The Contact Directory window is divided into two sections, the Navigation menu and the Content Frame.

Navigation Menu
displays a list of Company names.

Content Frame
Displays the Company details selected in the Navigation menu. In the following example, the company Geo Satellite Systems Inc. is selected. The top of the Content frame displays the company addresses, telephone, and Internet details. The bottom Content frame displays the records of contacts associated with the company.

Contacts Icons
The following icons are associated with Contact objects:

• Personal Contacts folder
• Individual Company folder

Default Company List
The Default Company List represents a customized list of companies that you reference on a regular basis. This is a very useful feature when the number of Companies and Contacts stored in the Contact Directory becomes extensive. The Default Company List is displayed by default when you access the Contact Directory.

For example, an employee in the graphics department might create a Default Company List that consists of all their printing and design contacts, whereas an employee in the accounting department might create one that consists of tax and payroll contacts. Additionally, each of the users would probably include a few other companies that they might need to contact on a regular or semi-regular basis. In this way, each user can screen out the hundreds of other companies that would clutter up their screens whenever they access Contact Directory.

Options and Instructions on working with the Contacts Directory are below:

1. Contacts by Company
   Contacts are grouped into companies. Define the description of a company, edit or delete company information...  
   
   
2. Individual Contacts
   After creating a company, now manage the individual contacts within it. Add, edit transfer or delete contacts...  
   
   
3. Default Company List
   The Default Company List represents a customized list of companies that you reference on a regular basis. This is a very useful feature because...  
   
   
4. Search Contact Directory
   Find Companies and Contacts easily by searching the Contact Directory...