The Activities-Consolidated view displays information on all Activity types: Account activities, Case activities and Lead activities.

• The information is view only.

• If you want to edit an activty in this view, click on the Edit Activity icon from the grid, and the associated activity view (Account Activity, Case Activity or Lead Activity) opens allowing you to edit the record.

• The information in this view can be exported to Outlook Tasks and/or Appointments.

• This view is sorted by 'Activity Source'. In the Search Criteria section, you can search for all 3 activity types (Account, Case and/or Lead). You can search for each activity type individually, or you can search for any combination of the three types.

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

Note: You cannot edit any of the fields on the Search Criteria/Grid page or on the Details page. If you want to edit an Activity, click on the 'Edit Activity' icon for the required record to open the associated Activity view for editing.

• 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.

• Edit Activity - opens the Activity view associated with the current record. The Account Activity, Case Activity or Lead Activity will open allowing you to edit information as required.

• Customer Code - displays the Customer Code assigned to the activity. Note: This field is blank for Lead Activity records.

• Customer Name - displays the full Customer Name associated with the Customer Code. Note: For Lead Activity records, the Lead Name displays in this field.

• Contact Name - displays the full Contact Name assigned to the activity. Note: This field is blank for Lead Activity records.

• Activity Source - displays the Activity Source (resource) from which the activity record originated. Valid option include:
  • A-Account Activities
  • C-Case Activities
  • L-Lead Activities

• Case No. - this field only contains information for Case Activity records. When a Case is created, a Case Number is automatically assigned. The Case Number is used to track the case as it flows through the system.

• Activity Owner - displays the Activity Owner for the current activity. The owner is the person dealing with the Activity. Note: Activity Owners must exist in the User Master.

• Type - displays the Type of activity that is taking place.

• Activity Type Icon - displays the image associated with the Activity Type selected for the record.

• Description - displays the short Description assigned to the the activity. The Description is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

• Detail - displays the Detail description assigned to the activity. The Detail description is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

• Stage - displays the Stage of the current activity. The Stage is the phase that the Activity is in for the currently selected Type.

• Activity Stage Description - displays the description associated with the Stage assigned to the activity.

• Busy Status - displays the Busy Status of the activity. The Busy Status is used in conjunction with the Export to Outlook Appointments options. There are 5 valid options:
  • blank – no status selected
  • 0-Free
  • 1-Tentitive
  • 2-Busy
  • 3-Out of Office

• Location - displays the Location at which the current activity is to take place. The Location is used in conjunction with Export to Outlook Tasks option.

• Completion Date and Time – displays the date and time the activity was completed.

• 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.

• 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.

• Default Subject-Outlook - displays the concatenated information entered in the Type and Description fields for the activity record. 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.

• Outlook Info - the following information displays in this field:
  • If the Activity Source is 'Account' or 'Case' Activity, the concatenated information from the Customer Code, Contact Name and Detail fields display in the Outlook Info section.
    • Note: If a Contact has not been entered OR if the Contact entered does not exist in the Contact Master (EC30), the Contact information displays as "N/A" for this record.

    • Note: If no Details were entered for the record, then "No Details" displays in the Details position.

  • If the Activity Source is 'Lead' Activity, the concatenated information from the Lead Name and Detail fields display in the Outlook Info section.
    • Note: The Contact always displays 'No Contact' for a Lead because Contact information is not entered in the Lead Activity view.

    • Note: If no Details were entered for the record, then "No Details" displays in the Details position.

  • In all cases, the information is used in conjunction with the Export to Outlook Appointments and/or Tasks fields.

For information on the functionality of each button on the Activities-Consolidated Search Criteria Results/Grid page, click here.

Activities-Consolidated - Details Page

The following list defines every field on the Details page:

Note: The information in the Activities-Consolidated View is view only and cannot be modified. If you want to edit a field, return to the Search Criteria/Grid page and click on the Edit Activity icon . The associated activity view (Account Activity, Case Activity or Lead Activity) will open allowing you to edit the record.

• In the Main Context section, the Company number, Customer Name, Activity Key and Activity Source display as reference information for the detail record you are viewing.

• In the General Info section:
  • Description - displays the Description of the activity.

  • Type - displays the Type of activity.

  • Customer Code - displays Customer Code for the Activity. Note: This field is blank if the activity is assigned to a Lead.

  • Lead Key - displays the Lead Key that is created for the record in the Lead Activity view. Note: This field is blank if the activity is assigned to a Customer or a Prospect.

  • Case No. - this field only contains information if the record is a case activity. When a Case is created, a Case Number is automatically assigned. The Case Number is used to track the case as it flows through the system.

  • Priority - indicates the level of urgency of the current activity. The Priority is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

  • Stage - displays the Stage assigned to the current activity. The Stage indicates the phase the activity is in for the currently selected Type.

  • Activity Owner - displays the Activity Owner responsible for the current activity.
    • 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 link available via the current Activity Owner.

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

  • Contact - displays the Contact key from the Contact Master (EC30) for the current activity. The actual name of the Contact displays as a link to the right of the Contact key. Note: This field is always bank for Lead Activities.

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

    • Note: When you export an Account or Case Activity record to Outlook Appointments or Tasks and the Contact field is left blank OR the Contact entered does not exist in the Contact Master (EC30), then the Contact information displays as "N/A" in the Appointment or Task.

    • Note: The Contact field is always blank for a Lead Activity record. When you export a Lead Activity record to Outlook Appointments or Tasks, the Contact information always displays 'No Contact' in the Appointment or Task.

  • Location - displays the Location at which the activity is taking place. The Location field is used in conjunction with the Export to Outlook Tasks option.
    • Note: If the Location is left blank and you use the Export to Outlook or Tasks option for the current record, the Location field in Outlook Tasks will be blank.

  • Detail - displays the Details of the Activity. The Details entered are used in conjunction with the Export to Outlook Appointments and/or Tasks options.
    • Note: If the Detail field is blank and you use the Export to Outlook Appointments or Tasks option for the current record, the 'Outlook Info' field displays "No Details" in the Detail position.

• In the Parameters section:
  • Start Date displays the Start Date of the activity. The Start Date entered in this field is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

  • Start Time - displays the Start Time of the activity. The Start Time entered in this field is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

  • Due Date - displays the Due Date of the activity. The Due Date entered in this field is used in conjunction with the Export to Outlook Appointments and/or Tasks options.

  • Due Time - displays the Due Time of the activity. 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 - displays the Date and Time that the activity was Completed.

  • Percent Complete - displays the Percent Compete status of the activity. This field is used with the Export to Outlook Tasks option.

  • Busy Status - displays the Busy Status for the activity. One of 5 options displays:
    • Blank
    • 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 '<crmactivity>' 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.

  • 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.

  • 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.

  • Outlook Info - the following information displays in this field:
    • If the Activity Source is 'Account' or 'Case' Activity, the concatenated information from the Customer Code, Contact Name and Detail fields display in the Outlook Info section.
      • Note: If a Contact has not been entered OR if the Contact entered does not exist in the Contact Master (EC30), the Contact information displays as "N/A" for this record.

      • Note: If no Details were entered for the record, then "No Details" displays in the Details position.

    • If the Activity Source is 'Lead' Activity, the concatenated information from the Lead Name and Detail fields display in the Outlook Info section.
      • Note: The Contact always displays 'No Contact' for a Lead because Contact information is not entered in the Lead Activity view.

      • Note: If no Details were entered for the record, then "No Details" displays in the Details position.

    • In all cases, the information is used in conjunction with the Export to Outlook Appointments and/or Tasks fields.

• In the System section, the fields are available for information purposes only and cannot be edited:
  • Creator - displays the user id of the user logged into the system when the record was created.

  • Date/Time Created - displays the date and time at which the record was created.

  • Modifier - displays the user id of the user logged into the system when this record was last updated.

  • Last Change - displays the date and time at which the record was last updated.

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