How to create an activity?

Create activities

1. Access Marketing & Sales | Contacts and Opportunities | Activities or from the menu of the CRM available in the several Entities/Editors (ex. Customer File);
2. Define the Activity Type to para control a few activity characteristics;
3. Define the activity summary;
4. Define the Main Contact, for example, the entity type (ex.:"customer"), the entity specification (ex.: company "Sofrio, Lda") and the main contact of the selected entity (ex.: "Mr. José Sofrio");
   Note: If the Activity type has a Contact type associated, the system suggests the contact automatically. For example, the activity type Phone Call has associated, on the file Activity Type, a type of Management Contact. If there is a contact of that type on the Customer file;
5. Specify the activity Priority  level, and specify its priority;
6. Specify the State it's on: Awaiting execution or already Executed;
7. Define if you wish to integrate with the email system;
   Note: The option Includes Main Contact defines if the email notification includes the contact set as "Main". The option Includes Main Contact defines if the email notification includes the contact set as Other Contacts;
8. Fill in the necessary data in the several tabs (see table below);
9. Finally, click Save.

On the following table, you can view other available options to create an activity:

using the CRM menu, available on the different editors or entity files, you can create/view associated activities to the selected Entity.

To make filling in the activity description easier, you can define a set of descriptions, using for it the field Description. On the menu bar, the option Lists allows to view the list of execution Pending Activities. The list can be viewed quickly and automatically using the short key F4.

Create activities from the entity files

1. Access Marketing and Sales | Sales | Customers or Purchases | Purchases | Suppliers or [Marketing & Sales /Purchases] | Inventory | Items;
2. ClickF4 to get the customer list;
3. On the grid, on the customer row for which you intend to create one or more activities, right click and select the option Create Activities;
4. Check if the Activity Creation window is presented;
5. On the wizard, specify if you wish to create an activity for each entity or a common activity for all entities;
6. Define the mapping between the data on the list and the activity, that is, specify if the column "Customer" of the list on the activity must be considered as the entity or the activity recipient being created;
7. If the entity option is selected, specify the Entity Type (e.g.: Other Debtor) and the Type of Contact (e.g.: Commercial contact or Technical);
8. Click Next;
9. In this step, define the activity properties:
   - Type of activity to be executed;
   - Description of the activity to be executed;
   - Priority it possesses;
   - State it is on;
   - Entity the activity is directed to (in that case, specification of the customer company);
   - Campaign (if the activity is associated to a Marketing campaign);
   - Integrate with Outlook to define if you wish to integrate with Outlook (active if the type of activity is Email Sending);
10. Click Next;
11. Specify, besides the recipients, the activity periodicity properties (Start, End, With or Without Periodicity and corresponding definitions);
12. On the next step, a summary of all definitions performed previously is presented to confirm the performed operation. The rules defined can be used again when the same list is used to create activities, for that, simply select the corresponding option;
13. Click Next to proceed to the creation of the activity.

The activity created can later be viewed in Contacts and Opportunities, on the option Scheduled Activities or on the option Activities of the Day.

Create periodic activities

1. Access Marketing & Sales | Contacts and Opportunities | Activities;
2. Create a new activity;
3. Select the option With periodicity;
4. Click the option Periodicity;
5. Specify the activity duration. This value will be used to update the activity end date;
6. Define the Periodicity. These values will be used to integrate with Outlook;
7. Specify the activity validity;
8. Finally, click Save.

On the menu bar, the option Lists allows to view the list of execution Pending Activities. The list can be viewed quickly and automatically using the short key F4.