Account Activity (CRMACTIVITY)

The Account Activity view allows you to create, modify and delete CRM activities for Customers and Prospects. CRM Activities include appointments, phone calls, meetings with Customers/Prospects, etc.

• The 'Continue' work flow in the Account Activity view takes you to the Activity Note view where you can add Activity Notes to each Account Activity as required.

• You can use the ‘Export to Outlook Appointments’ and/or the 'Export to Outlook Tasks' feature to export the Account Activity information to a UMS users Outlook Calendar or Task.

You can edit the Account Activity information in either the Search Criteria/Grid page, in the grid section, or on the Details page.

The following fields are available on the Account Activity view and are based on the order in which they appear in the grid on the search page:

• Company - every record in the PointForce iTopia SQL database includes the Company Number. When reviewing the results from your search, the Company Number will display for all Account Activity records. This field cannot be edited.

• Customer Code - displays the Customer Code assigned to the activity. This field cannot be edited.

• Customer Name - displays the full Customer Name associated with the Customer Code. This field cannot be edited.

• Contact Name - displays the Contact Name assigned to the activity. This field cannot be edited in the Search Results grid. To select a new contact, open the Details page for the correct record and enter a new contact in the Contact field found in the 'General Info' section.

• Type - displays the Type of activity that is taking place. You can edit this field as required. The Type field is maintained in the CRM Activity Type view. For more information, click here . This field is mandatory.

• Activity Type Icon - displays the image associated with the Activity Type selected for the record. The image changes if a new Type is selected. For more information on the location of images, click here.

• Description - displays the short Description of the activity that is used in conjunction with the Export to Outlook Appointments and/or Tasks options. You can enter a maximum of 128 alpha numeric characters in this field. This is a mandatory field.

• Detail - displays a Detail description of the activity that is used in conjunction with the Export to Outlook Appointments and/or Tasks options. You can enter a maximum of 1024 alpha numeric characters in this field.

• Stage - displays the Stage of the current activity. The Stage is the phase that the Activity is in for the currently selected Type. You can edit this field as required.
  • Note: The Stage selected must be associated with the Type entered. If you select a Stage that is not related the current Type, an error occurs.

  • Stages are maintained in the CRM Activity Stage view. For more information on Activity Stages, click here.

• Activity Stage Description - displays the description associated with the Stage entered. This field cannot be edited.

• Busy Status - displays the Busy Status of the account activity. The Busy Status is used in conjunction with the Export to Outlook Appointments option. There are 4 valid selections:
  • 0 - Free
  • 1 - Tentative
  • 2 - Busy
  • 3 - Out of Office

• Location - displays the Location at which the current activity is to take place. You can enter a maximum of 30 characters in this field. The Location is used in conjunction with Export to Outlook Tasks option.
  • Note: This field is optional. If, however, the field is left blank and you use the Export to Outlook Tasks option, the Location field in Outlook Tasks will be blank.

• Percent Complete - indicates the Percent Compete status of the activity. You can enter a maximum of 100 in this field. This field is used with the Export to Outlook Tasks option. Note: If the Stage field for this record is set to a Stage that has the Complete flag selected, then the Percent Complete defaults to 100.

• Start Date - indicates the Start Date of the activity. You can edit this field as required. The Start Date entered is used in conjunction with Export to Outlook Appointments and/or Tasks options.

• Start Time - indicates the Start Time of the activity. You can edit this field using the drop down list as required. The Start Times in the drop down list are incremented in 30 minutes intervals and range from 12:00 a.m. to 11:30 p.m. The Start Time entered is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

• Due Date - indicates the Due Date of the activity. You can edit this field as required. The Due Date entered is used in conjunction with Export to Outlook Appointments and/or Tasks options.

• Due Time - indicates the Time the activity is due. You can edit this field using the drop down list as required. The Due Times in the drop down list are incremented in 30 minutes intervals and range from 12:00 a.m. to 11:30 p.m. The Due Time entered is used in conjunction with Export to Outlook Appointments and/or Tasks.

• Duration - displays the length of time, in minutes, the activity is set to last. This field is calculated based on the information entered in the Start Date/Start Time and Due Date/Due Time fields. This field cannot be edited.

• Completion Date and Time - this field is automatically updated when the Stage field for this record is set to a Stage that has the Complete flag selected. You cannot manually update or edit this field. For more information on the CRM Activity Stage click here.
  • Note: If you change the Stage field back to a Stage that is not flagged as Complete in the CRM Activity Stage view, this field will be cleared.

• Activity Owner - displays the Activity Owner for the current activity. The owner is the person dealing with the Activity. You can edit this field as required. This is a mandatory field.
  • Note: Activity Owners must be set up in the User Master. For more information on setting up Users in the User Master, click here or see your system administrator for further information.

  • The user must have 'Read Only' access to the meta database (set up through the User Master-License view) to access the User Master through the Activity Owner lookup. Note: Even if you do not have access to the query, you can still enter a valid Activity Owner and update the record.

• Priority - indicates the level of urgency for the current activity. You can edit this field as required. The selection is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

  There are 3 options to choose from:

  • 0 – Low Importance
  • 1 – Normal Importance
  • 2 – High Importance

• Start Date & Time - Outlook - displays the concatenated information entered in the Start Date and Start Time fields and is used in conjunction with the Export to Outlook Appointments and/or Tasks options. This field cannot be edited.
  • For more information on the Export to Outlook Appointments option click here.

  • For more information on the Export to Outlook Tasks option click here.

• Due Date & Time - Outlook - displays the concatenated information entered in the Due Date and Due Time fields and is used in conjunction with the Export to Outlook Appointments and/or Tasks options. This field cannot be edited.
  • For more information on the Export to Outlook Appointments option click here.

  • For more information on the Export to Outlook Tasks option click here.

• Default Subject-Outlook - displays the concatenated information entered in the Type and Description fields. The information is prefixed with the phrase '<CRM>' to differentiate Appointments and Tasks that are exported to Outlook through PointForce iTopia from all others. The Default Subject-Outlook field is used in conjunction with the Export to Outlook Appointments and/or Tasks options. This field cannot be edited.
  • For more information on the Export to Outlook Appointments option click here.

  • For more information on the Export to Outlook Tasks option click here.

• Outlook Info - displays the concatenated information from the Customer Code, Contact and Detail fields and is used in conjunction with the Export to Outlook Appointments and/or Tasks fields. This field cannot be edited.

  Note: If a Contact has not been entered OR a Contact is entered that does not exist in the Contact Master(EC30), the Contact information displays as "N/A" as the Contact. If no Details were entered for the record then "No Details" displays in the Details position.

  • For more information on the Export to Outlook Appointments option click here.

  • For more information on the Export to Outlook Tasks option click here.

• Activity Key - displays the system generated key associated with every Activity record created in the CRM module of PointForce iTopia.

For information on the functionality of each button on the Account Activity Search Criteria Results/Grid page, click here.