Syncrofy 101: Finding Your Data

By: Joe Mandato | February 1, 2018

We want to make it simple for you to learn about the power of Syncrofy’s features and all the ways it can help you get the most out of your EDI data. That’s why our “Syncrofy 101” series of posts will highlight a specific task in Syncrofy and illustrate how easy it is to carry out. In this post, we’ll take a closer look at the different ways you can discover your documents and data and find the information you need, when you need it.

You already know that Syncrofy provides users with real-time analytics on their data, allowing them to take action faster and catch discrepancies before they become larger issues. But do you know about all the ways Syncrofy enables users to find that important information at a moment’s notice? Let’s take a closer look at all the ways you can uncover that critical business data you’re looking for.

 

 Search

The most common way to find data quickly is to utilize the Search feature. Search allows you to sort through the information that isn’t relevant to your job duties. Simply type in a specific document number (like a purchase order or invoice) and voila! Syncrofy will turn up all the relevant results.

In addition to docs, you can look for words and phrases that may be contained in any comments that have been entered for a specific document. You can also search for partners by their Business Identifier by utilizing the “Search partners” box on the main Partners screen.

 

Document Filters

If you’re unsure of the document number or looking for range of documents, you can filter down by type and an array of other criteria, including: 

  • Flow Direction
  • Document Name
  • Business Partner
  • Loaded On Date
  • Filename
  • Document Date
  • Data Format
  • Number of Line Items
  • Functionally Acknowledged or Acknowledgment Status
  • Last Commented On
  • Type

You may recognize there's a document from a partner on a specific date but forgot the invoice number or you just may need to find all of the docs from a partner that are over $100. With Syncrofy, you can customize your filters so you can find the exact data you need.

The filters you create can be shared with other users or saved for future use, so there’s no having to go back and recreate them. Simply select the “My Filters” button to access and apply previously saved filters.

 

Timeline

There may be situations when you find the document you need, but want to dive deeper. Timeline allows you to do just that. You might have a purchase order but are curious to know when and if a corresponding invoice went out. Instead of trying to find it manually, you can just click on the PO’s Timeline to view all of the corresponding documents and associated exceptions, including the date and time of creation. You can even utilize the Watch feature to monitor the Timeline and be alerted when a new document in the flow has been processed. No more guesswork - just the data you need, the second it’s processed.

 

Files

Let’s say you need to find a specific file rather than a document itself. Thanks to Syncrofy’s Files feature, you can see each file and obtain complete visibility as it’s processed through the system. You’ll also be able to view all of the documents contained in the file and create customized filters (like with Documents). You can sort by size, name, format, or loaded on date. You can also download or reprocess the file right there in Syncrofy!

 

Alerts & Notifications

Let’s say you’re looking for a document that hasn’t arrived yet. For example, an inbound purchase order or an exception to a business process like a late shipment. For these instances, you can set up a notification to alert you when a document is processed with a specific string. You’ll then receive an alert, both in-app and via email, when that exact document arrives. The same goes for files. Simply set up a “Custom Notification” and let Syncrofy do the work. Forget checking your documents or files everyday to see if the one you’re looking for has been processed. Set it and forget it!

 

Data Retention

You can access unlimited amounts of data with Syncrofy, but did you know you can also control how much you’re seeing and how far back you want to search? Set how long Syncrofy will store your information before it’s purged, effectively allowing you to take back full control over your data, regardless of when it came in. For example, let’s say your business doesn’t typically answer EDI-related questions concerning data that’s older than 18 months or you know a trading partner typically reuses purchase order (PO) numbers after a year. You wouldn’t want to be finding documents from 2012 or four POs with the same number when performing searches.

With a few clicks of the mouse, your Syncrofy administrator can go in and make the appropriate changes. Here’s how setting it up works: Go to the Settings page and click “Data Management.” Then, under “Data Retention,” click the Edit icon. Enter the number of months you would like to retain each document within the system before it’s deleted. It’s that easy!

 

Dashboards

Dashboards provide you with dynamic visuals of your business data in real-time, allowing you to see trends and the overall health of your operation. But dive a little deeper you can also see the data associated with each dashboard widget. To view the actual data contained in a given chart, simply click the View underlying data button and the data contained in the chart will be displayed in table format with sortable columns.

Those are just some of the ways that Syncrofy makes it fast and easy to find the information you’re looking for, on-demand. The best part? Anyone can do it. Syncrofy is designed with non-technical users in mind, reducing the burden on your IT department.

To learn more about Syncrofy’s features and how they can help you find your data, visit our Help site. To discover the power of Syncrofy, visit www.syncrofy.com.

Categories:Syncrofy, EDI, Data Retention, Dashboards, Document Search, Timeline, Notifications