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Configuring Activity Types

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What does this section cover?

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.

ActionValidationsRestrictionsAdditional Information
GeneralMultiple 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.
Create
  • Mandatory Fields must be defined
  • Related to Status Transitions - AVAILABLE FROM CRM.COM R9.0.0
    • Any entity 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 which are not considered as final statuses. (i.e. Completed)
    • There are no Status Transitions related to an initial status (i.e. Draft) which in its turn is related to a final life cycle state of an entity.
    • There are no duplicate entity statuses either among the initial status in the Status Transitions or among the destination statuses.
    • The same Status cannot exist as the initial and the destination status of a 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, 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
Allowed Attributes

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

AVAILABLE FROM CRM.COM R9.0.0

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

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 "NEW"
    ACTIVITY TYPES

  3. Main Information

    1.  Provide the required information

  4. 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

      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 

    3. Allowed Category

        1. Click Find to search for the category based on your needs
          1. A modal window opens with a tree structure of the available categories. 
          2. Click to select the category you need

  5. Allowed Organisational Units

    1. Click on "ADD" and select between
      1. COMMUNITY
      2. GROUP
      3. UNIT
    2. Use the Search modal to select the Organisational unit you would like to add.
    3. You can select any type of Organisational unit according to the restrictions that you would like to set or none at all.

    Organisational Unit selection

     

     

  6. Status Transition - AVAILABLE 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
  7. From the Top Menu click on SAVE

  8. Log Information

    Log information section keeps all the logging information related to the specific record

    • Basic set of information available in all entities
      • Created By User: The user that created the entity
      • Created By Unit: The unit of the user that created the entity
      • Updated By User: The user that last updated the entity
      • Updated by Unit: The unit of the user that last updated the entity
      • Date Created: The date the account was entity
      • Date Updated: The date the account was last entity
        LOG DETAILS

Deleting an Activity Types

  1. Search for the entity that you would like to delete
    Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
  2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
  3. From the actions menu click on "DELETE"
     The entity will be deleted given that the validations are satisfied

 

Visit Understanding Activities for business examples related to Activity Types

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