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Activities

Jo Grant -

The system comes with a pre-defined set of Activity types. Each activity has a description and category which, by default are both:

  • Task.
  • Email.
  • Meeting.
  • Phone call.
  • Requisition.

The above can be deleted or added to as new activity types with new descriptions, however the categories remain static. Activity types can be deleted, amended or created in File maintenance. For more information on that see our section on Activity types.

Task, email, meeting, phone call and any new activities follow the below format. Requisitions are a different type of activity are are typically used in conjunction with calendar bookings. For more information on that see our section on Requisitions and Calendar bookings.

Generating a new activity:

Activities can be created from within the activity tab in any of the records where that tab appears. This includes: Clients; Prospects; Leads; Client contacts; Jobs; Opportunities; Phases.

Once you select 'new' you will be presented with the activity input form:

ActivityDetails.jpg

The details tab contains seven main sections:

Description
Type: This is a dropdown containing all the active types you have set up in File maintenance.
Subject: This is a short description of the action or topic of the activity; it is this field which is displayed in the activity list screens
Detail: This a text field which can be added to at length. Below is a list of topics (auto text) which the user might want to utilise in the detail field. The list of topics changes, depending on the type of activity (again set up with the activity type in File maintenance).

Linked to
This identifies where the activity sits (Client, job, phase etc.) and provides links to those tables.

Status
Complete:
Activities can be ticked as completed once finished.
Priority:
An activity can be set to 3 priority levels "High", "Med" & "Low"
Status/Category: These are look up fields which can be set up on site via File maintenance.

People
Contact: 
Client contact name.
Team: 
If you have divided your resources by team you can enter the team here. 
Owner: 
The owner is the primary person responsible for this activity.
Others: This is a multi select field where any secondary owners can be added.

Alerts
There are various types of alerts that can be pushed from activities. For more information on this, see our section on .

History summary
A summary of the history tab is displayed here along with the ability to create follow up activities. For information on this, please see our section on .

Custom fields
If you have set up any custom fields for activities, these will be displayed here.

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