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Back to Activities Main Page

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Learn how you can to configure Activity Types

What does this section cover?

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Table of Contents

Table of Contents
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Navigating to Activity Types

Info

CONFIGURATION > CRM APPLICATION > ACTIVITIES > SET UP TYPES

What are Activity Types?

Activity types define the behavior and the Types is a module used to define the behaviour and 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.

ActionValidationsRestrictionsAdditional InformationGeneralMultiple Activity types can exist in the system, but each one should have a unique name and alternative code.
  • 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.
"Visit  Understanding Activities  to find out more about Activity Types Network Characteristics

Activity. Allowed Statuses, Categories, Cancellation Reasons as well as the Users allowed to create Activities of the specific Type can be defined through Activity Types.

  • Navigate to Activity Types and explore existing entries via the Summary page.  
  • Click on the link (Name or Number) of the entry of your interest to enter the Data Entry page and see more detail. 
  • Use the Actions Menu to create a NEW Activity Types, modify (EDIT) or DELETE  an existing one.  
  • Use the BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Activity Types
  • Click on the Audit Trail button to view a log of changes performed on the displayed Activity Type.

Check the Validations & Restrictions Table below for a list of available Actions when working with Activity Types, including each Action's related validations, restrictions, and additional information. View the Attributes Table for a comprehensive description of the Activity Types fields.

 ACTIVITY TYPESImage Added

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validations
validations
Validations & Restrictions

ActionValidationsRestrictionsAdditional Information
Create
  • Mandatory Fields must be definedRelated to Status Transitions -
    Status
    colourRed
    titleAvailable from CRM.COM R9.0.0
    Any entity status .
  • A unique Name and Alternative Code is required.
  • In relation to Status Transitions:
    • Any Status included in Status Transitions of an Entity Type is also included in the Entity Type's Allowed Statuses.
    • There is one Status Transition
    • within the Entity Type's status transitions
    • for each
    • one
    • of the
    • Entity Type's
    • Allowed Statuses of Entity Types which are not
    • considered as
    • final
    • statuses.
    • (i.e. not Completed).
    • There are no Status Transitions related to an
    • initial status (i.e. Draft) which in its turn
    • initial ('Draft') Status which is related to a final
    • life cycle state of an entity
    • Life Cycle State.
    • There are no duplicate
    • entity statuses either
    • Statuses among the initial
    • status
    • Statuses in the Status Transitions
    • or among
    • , the destination
    • statuses.The same Status cannot exist as
    • Statuses or the initial and
    • the
    • destination
    • status
    • Status of a single Status Transition.
  • The Entity's life cycle state restrictions are aligned with the status transitions. This means that the available destination statuses must be related to the exact subsequent life cycle state compared to the initial status's related life cycle state.
  • There should be one Status Transition for each available Life cycle state transition, i.e. a Status Transition with an initial state related to the initial life cycle state of the entity and a destination status having a life cycle state which follows the state of the initial status. For such Status Transitions, there should be only one destination status. Multiple destination statuses can still be configured but only if they have distinct Allowed organizational units.

 

  • 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 Code*The alternative code of the activity type
DescriptionA description of the activity type
Estimated Completion Time*The time that is estimated to be spent on activities of this type in order to complete it
    • One Status Transition should be present for each (available) Life Cycle State Transition, i.e. two Status Transitions with initial Life Cycle State 'Draft' and destination Life Cycle State 'Pending' can be present provided they have distinct Allowed Organisational Units.
  •  Not Applicable
  •  Not Applicable
Edit
  • Mandatory Fields must be defined.
  • A unique Name and Alternative Code is required.
  • In relation to Status Transitions:
    • Any Status included in Status Transitions of an Entity Type is also included in the Entity Type's Allowed Statuses.
    • There is one Status Transition for each of the Allowed Statuses of Entity Types which are not considered as final (i.e. not 'Completed').
    • There are no Status Transitions related to an initial ('Draft') Status which is related to a final Life Cycle State.
    • There are no duplicate Statuses among the initial Statuses in the Status Transitions or the destination Statuses.
    • One Status Transition should be present for each (available) Life Cycle State Transition, i.e. two Status Transitions with initial Life Cycle State 'Draft' and destination Life Cycle State 'Pending' can be present provided they have distinct Allowed Organisational Units.
  •  Not Applicable
  • Not Applicable
Delete
  • Not Applicable
  • Activity Types cannot be deleted if they are in use by Activities which are not completed.
  • Deleted Activity Types are still visible on Activities which were created using those Types.

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attributes
attributes
 Attributes

An * indicates a field is mandatory.

Available from CRM.COM R9.0.0

Name

Description

Main Information
Name*The Name of the Activity Type.
Alternative Code*The Alternative Code of the Activity Type. Unless otherwise specified, the Codes for new entries default to the Name initials in capital letters.
DescriptionA Description of the Activity Type.
Estimated Completion Time*

How long Activities of this Type are expected to take to be completed, measured in minutes, hours, days, weeks, months or years. This information is used to automatically set the

estimated completion time on each activity of this type

Estimated Completion Time on Activities of each Type.

Allowed Attributes

Default Status on Start Progress

It determines Determines the status Status that should be automatically selected on starting the activity Activity progress. The available Available options include all the allowed statuses which are related with the in progress life cycle state'Allowed' Statuses associated with the 'In Progress' Life Cycle State.

Default Status on Complete

It determines Determines the status Status that should be automatically selected on completing the activityActivity. The available Available options include all the allowed statuses which are related with the completed life cycle state'Allowed' Statuses associated with the 'Completed' Life Cycle State.

Default Status on Cancel

It determines Determines the status Status that should be automatically selected on cancelling the activityActivity. The available Available options include all the allowed statuses which are related with the cancelled life cycle state'Allowed' Statuses associated with the 'Cancelled' Life Cycle State.
Allowed Statuses*The activity statues Activity statuses which are allowed to be used in activities Activities of this type. At least one status per each activity life cycle state Activity Life Cycle State should be specified in this section. The default activity Activity status is also specified in this section.
Allowed CategoriesThe activity categories which are allowed to Activity Categories which can be used in activities Activities of this typeType.
Allowed Services

The services Services which are allowed to can be used in activities Activities of this typeType. Only one time services One-Time Services can be specified.The following information is specified on each allowed service'Allowed' Service:

  • A product Product classified as one time servicea One-Time Service
  • Classification: mandatory or optional
  • Automatically appliedApplied: Yes / No
  • Minimum time spent: It defines Time Spent: Defines the minimum time that should be spent on each specified serviceService, measured in hours, days, weeks or months. During the completion of an activity Activity, the system System validates the time that was spent on a service Service against the specified minimum time.
  • Time Spent Logging Method: It determines if the time spent on each activity service Activity Service should be:
    • Fixed
      : The minimum time spent is automatically set on each activity service Activity Service and cannot be modified by users.
      Users, or 
    • Flexible.
      : The time spent is set by the userUser.
Allowed Organisational UnitsThe organisational units Organisational Units that can use the specific activity type
Status
colourRed
titleActivity Type.

Status Transitions

Status Transitions define the allowed or disallowed transitions between statuses Statuses of a specific entity based on a set of conditions that include the initial and destination status Status value, the type Type of the entity and the user User or unit Unit who is performing the status transitionStatus Transition.

StatusThe initial status Status of the entity for which the allowed transitions are defined. Only one initial status Status can be defined per for each Status Transition per Entity Type. The entity status Entity Status must also be included within the Entity Type's Allowed Statuses , if any are defined.
Status Transitions

A list of statuses Statuses that can be used as destination statuses Destination Statuses when the specified status Status needs to be changed. Each entry consist of the following:

  • Status: The status to where the selected status Status that can be changed to
    selected. At least one status must be specified, however you can define multiple statusesAllowed Organizational Status or several can be defined.
  • Allowed Organisational Conditions: The Units or Users allowed to change to the specified statusStatus. This condition is optional, which means that if no Organizational ;  if no Organisational Units are defined then all users Users are allowed to change the status of the entity.

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

  • Navigate to Configuration > CRM Application > Activities > Set Up Types
    • Either search for an existing one or from the Top Menu click on "NEW"
    ACTIVITY TYPESImage Removed

  • Main Information

    1.  Provide the required information

    • Allowed Attributes

  • 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 servicesImage Removed 

  • 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 StatusesImage Removed 

    • Allowed Category

    Include PageAdding a Category - GlobalAdding a Category - Global

    Allowed Organisational Units

    Include PageSetting Allowed Organisation Units - GlobalSetting Allowed Organisation Units - Global 

  • Status Transition - 
    Status
    colourRed
    titleAvailable from CRM.COM R9.0.0

    1. Click on ADD
      1. From the modal Status Transition select the Status for which you would like to define Status Transition rules
      2. Click on SAVE
    2. Click on the Status you have added from the list to select
      1. From the right hand side click on ADD under the status name
        1. To Status (Life Cycle State): From the drop down list select the To Status
        2. Allowed Organizational Unit: 
          Click on ADD ALLOWED ORGANIZATIONAL UNITS to add the users/units that will be allowed to use the specific status transition
          1. Through the modal click on ADD USER or ADD UNIT
          2. Search and add the User or Unit
          3. Click on SAVE
      2. You can repeat the process to add as many status transitions you want for the select Status
    3. You can repeat the process to add more statuses and their related transitions
  • From the Top Menu click on SAVE

    • Log Information

    Include PageLog Information - GlobalLog Information - Global

    Deleting an Activity Types

    Include PageDeleting a record - GlobalDeleting a record - Global

     

    NoteVisit
    • Status of the entity.
    Log Information
    Log DetailsThe standard set of Log Details information available in all entities.
    Note

    View Understanding Activities for business examples related to Activity Types.

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