When you click on the View Record Details icon for a specific record on the Activity – Owners Search/Criteria Grid page, the Activity - Owners Detail page opens for that record.

There are many sections on the detail page of the Activity - Owners view. The following list defines every field in each section:

• In the Main Context section, the Company Number and Customer Code display as reference information for the detail record you are viewing.

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

  • Type - the Type indicates the type of activity that is taking place. You can enter or select a Type from the lookup. The Type is maintained in the CRM Activity Type view. For more information, click here. This field is mandatory.

  • Priority - indicates the level of urgency of the current activity. Select from the drop down list the Priority for the activity. There are 3 options to choose from:
    • 0 – Low Importance
    • 1 – Normal Importance
    • 2 – High Importance

    The Priority is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

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

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

  • Stage - enter or select from the query the Stage of the current activity. The Stage indicates the phase the activity is in. The Stage is associated with the Type selected; when Stages are set up, they are each linked to a Type. This is a mandatory field.
    • Note:You cannot enter/select a Stage that is not associated with a Type.

    • The Stages are created in the CRM Activity Stage view. For more information about Stages, click here.

    Note: If you select a Stage that is flagged as Complete, there are a number of other fields/options that are impacted:

    • The Completion Time and Date is automatically set.

    • The Percent Compete field is set to 100.

    • If the record is exported to Outlook (Tasks), the Task is removed from the Task List (because it is complete).

  • Activity Owner - enter or select from the lookup the Activity Owner responsible for the current activity. This is a mandatory field.
    • Note: Activity Owners must be setup in the User Master view. 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.

  • E-mail Owner Flag - this field is reserved for future use.

  • Contact - using the lookup, select the Contact for the current activity. This field is used in conjunction with the Export to Outlook Appointments and/or Tasks options.
    • Note: This field is optional. However, if the Contact is left blank, the 'Outlook Info' on the Details page will not be populated, and when you use Export to Outlook Appointments or Tasks, the body of the Task or Appointment will also be blank.

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

  • Detail - enter the Details of the Activity. You can enter a maximum of 1048 alpha number characters in this field. The Details entered are used in conjunction with the Export to Outlook Appointments and/or Tasks options.
    • Note: This field is optional. However, if the Detail field is blank the and you use the Export to Outlook Appointments or Tasks option with the current record, the 'body' field in Outlook Appointments/Tasks will be blank.

• In the Parameters section:
  • Start Date - indicates the Start Date of the activity. You can enter or select from the calendar icon the Start Date. The Start Date entered in this field is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

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

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

  • 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.

  • 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.

  • Busy Status - select from the drop down list a Busy Status for the activity. There are 3 options available:
    • 0-Free
    • 1-Tentative
    • 2-Busy
    • 3-Out of Office

    The Busy Status is used in conjunction with the Export to Outlook Appointments option.

• In the Outlook Reference section:
  • Default Subject - Outlook - displays the concatenated information entered in the Type and Description fields. The information is prefixed with the phrase ‘’ 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.

  • Start Date & Time - Outlook - the Start Date & Time 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.

  • Due Date & Time - Outlook - the Due Date & Time 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.

  • 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.

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

• The Activity Notes section only displays information if the selected Activity record has an Activity Note associated with it.
  • CRM Activity Notes - displays an embedded view that includes the Note Number, Note Text and CRM Note Category for the selected record. You can edit this Activity Notes information by clicking Continue or or by clicking on the 'Activity Note' option found in the Related Resource section at the bottom of the view.

For information on the functionality of each button on the Activity-Owners Details page, click here.