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Excerpt
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Find out how to create a new Activity

What does this section cover?

Table of Contents
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Navigating to Activities

Info

CRM > ACTIVITIES > MANAGE ACTIVITIES

Explaining Activities Fields

 

Name

Description

NumberAn auto-generated number that uniquely identifies each Activity
Type *The type of the Activity
Status *The status of the Activity
CategoryThe category of the Activity
Life Cycle State

The life cycle state of the Activity which can be one of the following:

  • Pending
  • In Progress
  • Completed
  • Cancelled
Contact Information *The person or company for which the Activity is planned for. New and existing contact information can be used
DescriptionA description of the Activity
Shared NotesShared notes for the Activity
Key Dates *

The key dates of the Activity which include the following:

  • Start date: Defaults to the date that the Activity is created, although it is editable
  • Estimate completion time: Defaults to the estimated completion time as set on the related Activity Type, although it is editable, measured in minutes, hours, days, weeks, years. It is the difference between the start date and expected completion date and is updated automatically whenever the expected closing date is modified.
  • Expected completion date: The date that the Activity is expected to be completed and it equals to the start date plus the estimated completion time. It is calculated automatically when the estimated completion time is set or modified, although it can also be manually set. Automatically calculated or Manually Set
  • Actual completed date: The date that the Activity is actually completed. The actual completed date is read-only and is set automatically on completing the Activity i.e., on setting the Activity on a status which is mapped on the completed life cycle state. Automatically calculated
  • Time to completion: The time that is left up to the expected completion date. Automatically calculated
  • Time overdue: The time past the expected completion date. This information is calculated dynamically, based on the expected completion date and the date of execution, if the Activity is not completed yet and has passed the expected completion date.Automatically calculated
Assigned To *

The assignment information for the Activity, since it is an /wiki/spaces/internal/pages/11144489 

Owned by group *The group owning the Activity, since it is an /wiki/spaces/internal/pages/11144483 
Privacy LevelThe privacy level of Activity, since it is an /wiki/spaces/internal/pages/11144483 
Services To Be Provided

The services that will be provided as part of the Activity and the time that was spent on each one, measured in minutes, hours, days, weeks, months and years. Only one time services can be specified, which should also be included in the list of the allowed services as specified in the related Activity Type.

Services are optional, although they should be specified if they are defined as mandatory in the related Activity Type. All services have a billing directive, which is always set to "To Be Billed" if the Activity is performed for a job having a job type classified as billable. Finally services might be added automatically if they are configured to do so, again in the related Activity Type.

Performed For

The entities which are related to the Activity and can include one of the following:

  • Subscription
  • Job
  • Service Requests
  • Leads

Log Information

Includes the standard log information plus shared notes

Attachments

The attachments related with the specific Activity

Creating and Saving, Validations and Restrictions

 

ActionValidationsRestrictions
Create

 

Save
  • Mandatory Fields:
    • Type
    • Status
    • Category
    • Estimated Completion Time (If not already filled in, based on the Activity Type)
    • Assigned To (Either a unit or a user)
    • Owned By Group (If you do not assign anything then the Group of the logged in user will be used)

 

 

Creating an Activity

  1. Search using the criteria available in the summary page
  2. From the top menu click on "NEW" to open the Activities data entry page
    Every time you complete a tab click on the "NEXT" button 

  3. Contact Information

    Include Page
    Select between new or existing Contact Information via another entity - Global
    Select between new or existing Contact Information via another entity - Global

  4. Activity Characteristics

    1. Type: Select the type of the activity
    2. Status: Select the status of the activity. The life cycle state of the activity is set automatically based on the activity status selected
    3.  Category:
      1. Include Page
        Adding a Category - Global
        Adding a Category - Global
    4. Description: Add a description of the activity
    5. Performed For
      1. Using the Search Boxes search add the entity that the Activity is related to. The selection can be between
        1. Subscription
        2. Job
        3. Lead
        4. Service Request

  5. Services To Be Provided

    1. One time service information
      1. Click on Add to add a new row
      2. Search for the services that will be provided with the activity
      3. Select the service to be added
    2. Provide the time spent for each service
      If the time is set as fixed in the Activity Type then Type then the "Time Spent" will be read only
    3. Scheduling a Resource

      You can either book a request directly  or you can save the activity and book a resource at a later stage either via the Activity Page or the Resource Request Page

  6. Key Dated & Assignment

    1. Dates and times can be selected using the calendar icon

      1. Start Date: The date is set to the current date but can be manually updated
      2. Estimated Completion Time: Update if required. (Will automatically update Expected Completion Date)
      3. Expected Completion Date: Update if required

  7. Communications

    Include Page
    Viewing Communications related to a record - Global
    Viewing Communications related to a record - Global
     

  8. Attachments

    1. Include Page
      Attachments - Global
      Attachments - Global


  9. Log Information

    The following information is automatically set by the system on saving the Activities

    1. Include Page
      Log Information - Global
      Log Information - Global


  10. From the Action Menu click on "SAVE"

System Processing

 

  1. The activity will be saved and a unique number will be assigned
  2. Relation will be created between the activity and the referred entity if one was defined.
     
Note

Visit Understanding Activities for business examples related to Creating Activities

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