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Learn how you can configure Activity Types

What does this section cover?

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What are Activity Types?

Activity types define the behavior and the nature of each activity. Via Activity Types you can define allowed statuses, categories, cancellation reasons as well as who will be allowed to create activities of the specific activity type

Creating, Editing

&

and Deleting Validations

&

and Restrictions

Activity types cannot be deleted if they are already used by activities which are still not completed. Deleted activity types are still visible on activities which were created using those types., as this entity is a Controlled Selection Access Entity.

ActionRestrictionsAdditional Information
General
  • Multiple activity types can exists in the system, but each one should have a unique name and alternative code. 
  •  An activity type can be used by users only if they are included in the allowed organisational units.
Create
  • Activity Statuses must already be configured
 
Delete
  • Activity types cannot be deleted if they are already used by activities which are still not completed.
  • Deleted activity types are still visible on activities which were created using those types. 

Activity Types  attributes 

Name

Description

Name*The name of the activity type
Alternative codeCode*The alternative code of the activity type
DescriptionA description of the activity type
Estimated completion timeCompletion Time*The time that is estimated to be spent on activities of this type in order to complete it, measured in minutes, hours, days, weeks, months or years. This information is used to set the estimated completion time on each activity of this type

Default Status on Start Progress

It determines the status that should be automatically selected on starting the activity progress. The available options include all the allowed statuses which are related with the in progress life cycle state

Default Status on Complete

It determines the status that should be automatically selected on completing the activity. The available options include all the allowed statuses which are related with the completed life cycle state

Default Status on Cancel

It determines the status that should be automatically selected on cancelling the activity. The available options include all the allowed statuses which are related with the cancelled life cycle state
Allowed Statuses*The activity statues which are allowed to be used in activities of this type. At least one status per each activity life cycle state should be specified in this section. The default activity status is also specified in this section.
Allowed CategoriesThe activity categories which are allowed to be used in activities of this type
Allowed Services

The services which are allowed to be used in activities of this type. Only one time services can be specified.The following information is specified on each allowed service:

  • A product classified as one time service
  • Classification: mandatory or optional
  • Automatically applied: Yes / No
  • Minimum time spent: It defines the minimum time that should be spent on each specified service, measured in hours, days, weeks or months. During the completion of an activity the system validates the time that was spent on a service against the specified minimum time
  • Time Spent Logging Method: It determines if the time spent on each activity service should be:
    • Fixed
      The minimum time spent is automatically set on each activity service and cannot be modified by users.
      or 
    • Flexible.
      The time spent is set by the user.
Allowed Organisational UnitsThe organisational units that can use the specific activity type

Defining your own Activity Types  tailored to your company's needs

  1. Navigate to Configuration > CRM Application > Activities > Set Up Types
  2. Either search for an existing one or from the Top Menu click on on "NEW"
  3. MAIN INFORMATION

    Main Information

    1.  Provide the required information 

  4. ALLOWED ATTRIBUTES

    ALLOWED SERVICES

    Allowed Attributes

    1. Allowed Services

      1. Click on "Add" and search using the search modal for the Service you would like to add. 
      2. Select the service and click on "Select"
        1. Select a classification of the service between Mandatory and Optional
        2. Select whether the service will be fixed or flexible
        3. Define the minimum time spent (whether is fixed or flexible)
        4. Add a check in the box if you would like the service to be automatically applied
          Defining Activity Type services 
    2. ALLOWED STATUSES

      Allowed Statuses

      1. Click on "Add" and search using the search modal for the status you would like to add. 
      2. Select the status and click on "Select"
      3. Add at least one status per available Life Cycle State
      4. Check the box of the status that you would like to set as default. i.e. when a new activity is created
        Allowed Statuses 
      ALLOWED CATEGORIES

    3. Allowed Category

      1. Include Page
        Adding a Category - Global
        Adding a Category - Global
    ALLOWED ORGANISATIONAL UNITS

  5. Allowed Organisational Units

    1. Include Page
      Setting Allowed Organisation Units - Global
      Setting Allowed Organisation Units - Global
       

  6. LOG INFORMATION

    Log Information

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

  7. From the Top Menu click on Saveon "SAVE"

Deleting an Activity Types

Include Page
Deleting a record - Global
Deleting a record - Global

 

Note

Visit Understanding Activities for business examples related to Activity Types

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