Difference between revisions of "Activities"

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Activities is a great tool to help you remember important tasks you need to complete with regard to your customers, sales leads, or any task you need to complete throughout your workday.
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An activity can be created to remind you or another SME user to follow up on a lead, customer, service order, invoice, and more.  You can set an activity in the modules throughout SME and you can manage your activities in the Activity window.
  
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The Activities allows you to set reminders on almost any section of SME and assign to any SME user. This allows collaboration throughout your organizations. In almost all modules throughout SME there is an Activities button, this button is important in performing certain actions like setting an activity or call back, or viewing a call back, or jump to source. Jump to source allows you to immediately jump to the customer or item you are viewing.
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== Create an Activity ==
  
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You can create an activity for a lead, proposal, customer, service order, invoice and more. In this example we are creating an activity in a Lead.
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[[File:DropDownOpen.jpg]]Setting and Viewing Activities Menu<br>[[File:ActivitiesMenu.jpg]]
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<br>1. In the lead, click '''Activities''' > '''Set Activity/Set Follow-up'''. (image below)
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<br>[[File:SetActivity-FollowUp.png]]
  
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Set Activity/Set Follow-up allows you to create a new activity for the record you are currently viewing.
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<br>2. In the Activity Editor window, enter the activity details and click '''OK'''.
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<br>[[File:ActivityEditorWindow.png]]
  
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View Activities For This Record shows any present or past activities for this record. Note that this only shows activities for the specific record. For example, if you set an activity on Customer record, but select View Activities from a Service Order for that customer, the Customer activity would not show, only activities on the specific Service Order.
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<br>'''Opened By''' - The SME user that created the activity
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<br>'''Work Group''' - You can assign the activity to a Work Group (group of SME users). Your SME Administrator has to setup the Work Groups.
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<br>'''Assigned To''' - You can assign the activity to an individual SME user.  
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<br>'''Date/Time''' - Set the date the activity is due.
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<br>'''Set Reminder to Activity Date and Time''' - Check here and at the date/time set in the Activity Editor the activity will display in the alerts section in the lower left corner of SME.
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<br>'''Notes''' - Enter a description for the activity such as what the activity is for.
  
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[[File:Example.jpg]]Activities Editor
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== View All Activities ==
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To see a list of all activities, click '''Activities''' in the Main Form Elements toolbar. (circled in image below)
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[[File:ClickActivitiesButton.png]]
  
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[[File:ActivitiesEditor.jpg]]
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In the Activity window, you can set whose activities you are viewing (<span style="color:orange">'''1'''</span>), select the day(s) you are viewing activities for (<span style="color:orange">'''2'''</span>), see a list of activities (<span style="color:orange">'''3'''</span>), and take action on the activities (<span style="color:orange">'''4'''</span>).
  
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The activities editor automatically fills in the Company, contact, phone number and state for the activity based on where it was created.
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<br>[[File:ShowingActivitiesWindow.png]]
  
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Fill in the Reason section as a short description of the reminder. Fill in the Notes section for a more detailed description of the reminder.
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<br><span style="color:orange">'''1'''</span> - '''Show Activities For'''. When you open the Activities window, it will default to your activities. You can use this field to select the SME User you would like to see activities for or select All Users.
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<br><span style="color:orange">'''2'''</span> - '''Calendar'''. When you create an activity you set a date on the activity. When viewing activities you can see the activities for one day or for all days. Click Show for All Days to see all activities or click Show for Selected Day and select the specific day on the calendar.
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<br><span style="color:orange">'''3'''</span> - '''Activities'''. This area shows all of the activities due for the date selected on the calendar. Double click on an activity and SME jumps to the source. Rearrange the order of the columns and remove columns you don’t want to view by clicking  in the upper left corner of the grid.
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<br><span style="color:orange">'''4'''</span> - '''Edit, Jump, Delete, etc'''. Select an activity and you can jump to the source (the record the task was created in), edit the activity, delete the activity or create a new activity.
  
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You can use activities as a reminder for yourself or for a collaboration tool to assign work to other users.
 
  
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Set the date and time that you want the reminder.
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== Alerts section ==
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If an activity that either you created or someone else created and assigned to you has the '''Set Activity Reminder to Date and Time''' checked, when the alert is due the activity will show in the Alerts section (circled in image below).
  
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Select "Set Reminder to Activity Date and Time" if you want a pop-up reminder at the designated time.
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<br>[[File:AlertsSection.png]]
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<br>
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<br>To open the activity window, click [[File:Openbutton.png]] next to the activity.
  
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Business Process Tip: When assigning activities to other users, it is recommended to Set a Reminder so they are aware that they received a new activity that they did not create themselves.
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<br>[[File:OpenAlert.png]]
  
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You can also see the record Notes or Sales Notes directly from the activity.
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<br>The Activity Window will open where you can read the reason or notes on the activity. Click Jump To Source and SME will open the record you created the activity in.
  
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[[File:DropDownOpen.jpg]]Alarm Reminder
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<br>In the Alerts section, you can click [[File:CheckToClose.png]] to mark the activity complete.
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If the "Set Reminder to Activity Date and Time" was set, then a reminder window will pop-up at the designated time for the selected user.
 
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[[File:AlarmReminder.jpg]]
 
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To dismiss the Alarm select Dismiss Alarm or select Dismiss All to dismiss all alarms.
 
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To Open the Activity Editor, select Open Item.
 
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To go to the activities screen, select Activities.
 
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If you want to be reminded later about the activity, select the Snooze For drop down and select Snooze alarm.
 
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Latest revision as of 21:15, 9 November 2012

An activity can be created to remind you or another SME user to follow up on a lead, customer, service order, invoice, and more. You can set an activity in the modules throughout SME and you can manage your activities in the Activity window.

Create an Activity

You can create an activity for a lead, proposal, customer, service order, invoice and more. In this example we are creating an activity in a Lead.
1. In the lead, click Activities > Set Activity/Set Follow-up. (image below)
SetActivity-FollowUp.png


2. In the Activity Editor window, enter the activity details and click OK.
ActivityEditorWindow.png


Opened By - The SME user that created the activity
Work Group - You can assign the activity to a Work Group (group of SME users). Your SME Administrator has to setup the Work Groups.
Assigned To - You can assign the activity to an individual SME user.
Date/Time - Set the date the activity is due.
Set Reminder to Activity Date and Time - Check here and at the date/time set in the Activity Editor the activity will display in the alerts section in the lower left corner of SME.
Notes - Enter a description for the activity such as what the activity is for.

View All Activities

To see a list of all activities, click Activities in the Main Form Elements toolbar. (circled in image below) ClickActivitiesButton.png

In the Activity window, you can set whose activities you are viewing (1), select the day(s) you are viewing activities for (2), see a list of activities (3), and take action on the activities (4).


ShowingActivitiesWindow.png


1 - Show Activities For. When you open the Activities window, it will default to your activities. You can use this field to select the SME User you would like to see activities for or select All Users.
2 - Calendar. When you create an activity you set a date on the activity. When viewing activities you can see the activities for one day or for all days. Click Show for All Days to see all activities or click Show for Selected Day and select the specific day on the calendar.
3 - Activities. This area shows all of the activities due for the date selected on the calendar. Double click on an activity and SME jumps to the source. Rearrange the order of the columns and remove columns you don’t want to view by clicking  in the upper left corner of the grid.
4 - Edit, Jump, Delete, etc. Select an activity and you can jump to the source (the record the task was created in), edit the activity, delete the activity or create a new activity.


Alerts section

If an activity that either you created or someone else created and assigned to you has the Set Activity Reminder to Date and Time checked, when the alert is due the activity will show in the Alerts section (circled in image below).


AlertsSection.png

To open the activity window, click Openbutton.png next to the activity.


OpenAlert.png


The Activity Window will open where you can read the reason or notes on the activity. Click Jump To Source and SME will open the record you created the activity in.


In the Alerts section, you can click CheckToClose.png to mark the activity complete.

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