Total Synergy

Practice management software integration between Total Synergy and tiny+

You must be a tiny+ Account Admin to set up a Total Synergy integration. Additionally, you must have an Administrator account in Total Synergy to connect the applications together.

The purpose of this document is to detail the integration between Synergy and tiny+.

This integration is intended for those customers using both systems to eliminate double data entry and ensure both systems hold the latest information about your projects, clients and contacts.

This documentation identifies how different records are synced between each system, which fields are kept in sync, and the direction of synchronisation.

The following table represents which types of records are kept in sync, and how information flows between the two systems.

Synergy

Sync direction

tiny+

Projects

<>

Projects

Contacts

<>

Companies

Personnel

<>

Contacts

Staff

>

Team Members

How does the integration work?

When enabled and given appropriate authorisation to access your Total Synergy account, tiny+ will periodically check with Synergy for new and updated records, and also will provide Total Synergy with changes made and new records in tiny+ for the same period.

Changes and additions in one system will be reflected in the other system typically within 1-4 minutes.

Initial setup

This initial setup process may take you 5 minutes or up to a few hours, depending on the quantum of records in both tiny+ and Total Synergy which you need to initially sync. Please set aside some time to read these instructions carefully before proceeding.

Firstly, navigate to Account Settings -> Synergy.

Click sign in to Synergy, and log in with your Total Synergy credentials. When you return to tiny+, click Create Sync.

You should now see the configuration page. Your next steps are determined by whether tiny+ or Synergy currently holds data that you would like synced. For the moment, you can leave the Master Switch set to Off.

You can control which types of records should be automatically synced between tiny+ and Total Synergy.

If you are planning to enable a sync of Projects, you should first enable and sync Companies and link your Staff / Team Members. This is because all projects in Total Synergy must have a matching client Contact set.

Linking your Staff / Team member records

You should do this before completing the Companies / Contacts or Projects initial syncs.

Assuming you have already created staff / team member records in both tiny+ and Total Synergy, you need to link each person's records together. Under the Which record types should be synced? box, choose Link Team Member records. On the page that appears, link each team member and staff member record as required, then click Save.

Setting up a Companies / Contacts sync

Firstly, toggle the Companies switch in Which record types should be synced? to On. Then, enable the Master Switch.

Run an initial sync

You should now see a panel of Manual Sync Controls appear. Depending on whether your tiny+ account or your Total Synergy account has companies (contacts), you now need to run a manual sync in one or both directions.

If you have companies (contacts) in Total Synergy that you would like to appear in tiny+, click Download all from Synergy. A progress bar will appear, and may take a few moments to complete depending on the number of records.

If you have companies (contacts) in tiny+ that you would like to send to Total Synergy, click Upload all to Synergy. A progress bar will appear, and may take a few moments to complete depending on the number of records.

Setting up a Projects / Projects sync

You should first set up a Companies / Contacts sync before you attempt a Projects sync setup.

Toggle the Projects switch in Which record types should be synced? to On. Then, enable the Master Switch.

Before we can enable a Projects sync, we need to do some field matching.

Configure Project Statuses

Total Synergy and tiny+ both hold a Project Status value. We need to match these values between the two applications so that projects move between these statuses in a predictable way.

If you need to make some changes to your tiny+ statuses, check out the Designing your project pipeline article.

First up, select Configure Project Statuses option.

On the screen that appears (example above), you need to match your configured tiny+ Project Pipeline statuses and phases with your Total Synergy project statuses.

Configure Project Types

In Total Synergy, you have a configurable list of Project Types, which identifies a project typology such as Commercial or Education. For this field to sync between tiny+ and Synergy we must first tell tiny+ about Synergy's available options.

Navigate to Configure Project Types under the Which record types should be synced? box. This page may take several moments to load while it determines Synergy's configured Project Types. Once this is completed, click Save.

Run an initial sync

You should now see a panel of Manual Sync Controls appear. Depending on whether your tiny+ account or your Total Synergy account has projects, you now need to run a manual sync in one or both directions.

If you have projects in Total Synergy that you would like to appear in tiny+, click Download all from Synergy. A progress bar will appear, and may take a few moments to complete depending on the number of records.

If you have projects in tiny+ that you would like to send to Total Synergy, click Upload all to Synergy. A progress bar will appear, and may take a few moments to complete depending on the number of records.

Sync reference

Projects / Projects

  • When enabled, all projects added in Synergy are automatically synced to tiny+.

  • When enabled, all projects added in tiny+ are automatically synced to Synergy.

  • It is possible to lock certain project statuses in tiny+ so they are not synced to Synergy.

  • For existing project records in either system, manual sync tools are provided.

What fields are synced?

Changes made to synchronised fields in either system and reflected in the other system. Arrows in the table below indicate the direction of sync for each field.

Synergy

tiny+

Notes

Name

<>

Project Name

Status

<>

Project Status

Project #

>

Project Number

Synergy generates this number automatically. If you set a project number in tiny+, the number will be overridden by Synergy.

Client

<>*

Client Company

Once set, this field can only be edited by Synergy. It will be locked in tiny+.

Project Type

<>

Project Type

Make sure you set up your linked Project Types before activating your sync.

Please note: due to a limitation in accessing a complete list of project types from Synergy, new list items added to the project type list will not appear until a project of that type is created in Synergy.

Project Manager

<>

Assigned To

The team member must be a user synced with a matching Synergy staff member. Otherwise the user will default to the user who activated the tiny+/Synergy integration.

Project Address

<>

Project Address

Total Fee

<>*

Fee Value

Once set, this field can only be edited by Synergy. It will be locked in tiny+. tiny+ will show the sum of all project stages fee values.

Scope

<>

Description

>

External URL

We automatically populate this field with a link to the project in Synergy.

* - initial sync can come from tiny+, after that only Synergy may change this field.

Companies / Contacts

  • When enabled, all ‘Contacts’ added in Synergy are automatically added as Companies in tiny+.

  • When enabled, all Companies added in tiny+ are automatically synced as ‘Contacts’ to Synergy.

  • For existing company records in either system, manual sync tools are provided.

What fields are synced?

Changes made to synchronised fields in either system and reflected in the other system. Arrows in the table below indicate the direction of sync for each field.

Synergy

tiny+

Name

<>

Company Name

Office Address

<>

Physical Address

Email

<>

Email

Website

<>

Website

ABN

<>

ABN

Mobile

<>

Mobile

Phone

<>

Office Phone

Twitter

<>

Twitter

>

External URL

We automatically populate this field with a link to the company in Synergy.

Contacts / Personnel

  • When enabled, all ‘Personnel’ added in Synergy are automatically added as ‘Contacts’ in tiny+.

  • When enabled, all Contacts added in tiny+ are automatically synced as ‘Personnel’ to Synergy, as long as they have a related company that is also synced to Synergy.

  • For existing contact records in either system, manual sync tools are provided.

  • Due to a bug, the Title/Role field is currently not synced.

What fields are synced?

Changes made to synchronised fields in either system and reflected in the other system. Arrows in the table below indicate the direction of sync for each field.

Synergy

tiny+

Notes

First Name

<>

Name

The first name and last name fields in Synergy and merged in tiny+, and vice versa.

Last Name

<>

Name

Phone

<>

Direct Telephone

Title

X

Role

Due to a bug, this field is currently not synced.

Email

<>

Email

Website

<>

Website

Mobile

<>

Mobile

Office Phone

<>

Office Phone

Twitter

<>

Twitter

Parent Contact

<>

Related Company

If this field is blank in a contact added in tiny+, and/or the related company is not synced with Synergy, then the contact will not be synchronised from tiny+ to Synergy.

>

External URL

We automatically populate this field with a link to the contact in Synergy.

Team Members / Staff

  • All ‘Staff’ added in Synergy are automatically added as Ghost Team Members in tiny+. Ghost team members are not able to log in and do not incur a fee to your account. Ghost team members can be activated in tiny+ manually at any time.

  • No changes made to staff members are synchronised back to Synergy. Fields controlled by Synergy are greyed out in tiny+.

  • For existing staff records in Synergy, manual sync tools are provided to connect these with tiny+ staff accounts. These can be used without enabling a continuous sync.

What fields are synced?

Changes made to synchronised fields in Synergy are reflected in tiny+. Arrows in the table below indicate the direction of sync for each field.

Synergy

tiny+

Notes

First

>

Name

The first name and last name fields in Synergy and merged in tiny+, and vice versa.

Last

>

Name

Email

>

Email Address

Work

>

Direct Phone

Mobile

>

Mobile

Job title

>

Title

>

External URL

We automatically populate this field with a link to the team member in Synergy.