Company Contacts

Synergy Document Management Software allows you to work with as many contacts as you like. The Contacts Directory organizes these into larger groups, called companies. Just the same as the real world.

This part of the User Guide resource explains how to manage company contacts - add a company, edit a company and delete companies within the Synergy system.

Add Company

1. From the Toolbar select Contacts.
   
2. In the Navigation menu, click the Add button to open the Add Company form.
   
3. Type in the required information, and then click the Enter button.
   
4. Click the Done button.

Field Definitions:
Contact Name:  staff member who is the contact for the company.
Display Type:  determines the display format for names and addresses. The following table details the different formats.
Company Name:  refers to the name of the Company.
Category:  categorizing companies allows you to easily sort them into related groups. There are six default categories to choose from: Associates, Client, Customer, Other, Supplier, Supplier and Customer. Your administrator can add to this list.
Shipping Address:  complete if the shipping address is different then that entered in the Company Information section.
Additional Information, Custom 1, Custom 2, Custom 3:   use these fields to enter data about the Company that does not belong in any of the other fields. You are limited to a maximum of 100 characters in each field.
Memo:enter additional general information about the company. You are limited to a maximum of 255 characters.
Access Permissions:  only those with administrative privileges have access to this field. This feature allows an administrator to control who has access to which companies or contacts in the Contact Directory. The default setting for this field is All Workgroups. Users belonging to a Workgroup that does not have permission to access a certain company will not be able to view, edit or search for that company or any of its contacts.

View / Edit Company

1. From the Toolbar select Contacts.
2. In the Navigation menu, click the name of the Company.
3. In the top frame, click the Edit button to open the Edit Contact page.
4. Make the required modifications, and then click the Update button.

Note:  Changes made to fields that are automatically transferred to new contact records (i.e. Display Type, Company Name, Address 1, Address 2, City, Province/State, Postal/Zip Code, Country, Work Phone, Fax.) are NOT updated in any of the existing Contact records.

Delete Company

1. From the Toolbar select Contacts.
   
2. In the Navigation menu, click the name of the Company.
   
3. In the top right frame, click the Delete button. At the Delete Confirmation message, click the OK button.

Note:  Companies that contain Contact records cannot be deleted. You must either delete or transfer all contacts from the company prior to deleting the company. The Personal Contact folder cannot be deleted.