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Configuring Activity Types

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Navigating to Activity Types

CONFIGURATION > CRM APPLICATION > ACTIVITIES > SET UP TYPES

What are Activity Types?

Activity Types is a module used to define the behaviour and nature of each 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 TYPES

Validations & Restrictions

ActionValidationsRestrictionsAdditional Information
Create
  • Mandatory Fields must be defined
  • Unique Name and Alternative Code is required
  • Related 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 final. (i.e. Completed)
    • There are no Status Transitions related to an initial Status (i.e. 'Draft') which is related to a final Life Cycle State.
    • There are no duplicate Statuses among the initial Statuses in the Status Transitions, the destination Statuses or the initial and destination Status of a single Status Transition.
    • 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 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 Organisational Units
  •  Not Applicable
  •  Not Applicable
Edit
  • Mandatory Fields must be defined
  • 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 Status (i.e. 'Draft') 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.

 Attributes

An * indicates a field is mandatory.

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 Activities of each Type.

Allowed Attributes

Default Status on Start Progress

Determines the Status that should be automatically selected on starting the Activity progress. Available options include all the 'Allowed' Statuses associated with the 'In Progress' Life Cycle State.

Default Status on Complete

Determines the Status that should be automatically selected on completing the Activity. Available options include all the 'Allowed' Statuses associated with the 'Completed' Life Cycle State.

Default Status on Cancel

Determines the Status that should be automatically selected on cancelling the Activity. Available options include all the 'Allowed' Statuses associated with the 'Cancelled' Life Cycle State.
Allowed Statuses*The Activity statuses 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 can be used in Activities of this Type.
Allowed Services

The Services which can 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 a One-Time Service
  • Classification: mandatory or optional
  • Automatically Applied: Yes / No
  • Minimum Time Spent: 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.

Status Transitions

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

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

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

  • Status: The Status that can be selected. At least one Status or several can be defined.
  • Allowed Organisational Conditions: The Units or Users allowed to change to the specified Status. This condition is optional;  if no Organisational Units are defined then all Users are allowed to change the Status of the entity.
Log Information
Log DetailsThe standard set of Log Details information available in all entities.

View Understanding Activities for business examples related to Activity Types.

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