This area allows you to create Standard Activities that form part of an Activity Plan. It is important that the relevant Activity be assigned to the appropriate Target and Target Status. An Activity will appear as a Task in the task list of the Calendar when it is due to commence. An Activity may be assigned to a sales staff, a personal assistant, sales coordinator, support assistant or any other specific employee e.g. Sales Manager.

Important Note: Activities and Activity Plans are Department configurable, therefore it is important before creating any Activities or Plans that you select the appropriate Department from the Department Drop Down List.

The grid below describes the different Target and Target Status’ applicable to an Activity:

Important Note: Activities and Activity Plans are Department configurable, therefore it is important before creating any Activities or Plans that you select the appropriate Department from the Department Drop Down List.

1.       Click on the Administration button.

2.       Under CRM, select the Standard Activity option.

3.       Click on the New button.

4.       Enter a Name for the new Activity – this is normally a code or a unique identifier e.g.: List

Thanks

5.       Enter a Description for the new Activity. e.g.: Send Listing Thank You Letter. This describes

what you want someone to do for this activity.

6.       Select the appropriate Target from the drop down list (see above table). e.g.: Listing

7.       Select the appropriate Target Status for that Target. e.g.: Current.

8.       Select the appropriate Action from the drop down list. e.g.: Email and Letter

9.       Select the Include activity on report check box, if you would like this activity to appear on

an activity report that may be sent to the contact on a periodic basis to display correspondence & activities performed within a specific period.

10.     Nominate the Activity Due Date for this Activity to commence when the Activity Plan is

attached. You will need to determine when the start due date should be, either as a Fromdate or a Reverse From date. e.g.: instead of the Activity starting 7 days after the date listed, you may nominate to start 7 days before the expiry date etc. The dates will vary depending on the Target and Target Status. (See table below)

1.       Should this activity require any advance notice, nominate the number of days into the Days

Notice required field. E.g. Send purchaser flowers, you may need one day’s notice to organise the flowers with the florist. In this case, the task created would appear one day prior to the actual due date in the task list underneath the appointment Calendar.

2.       If the Activity is a Recurrent Activity, in other words the Activity will be repeated, enable the

Repeat Every Check Box, then select the repeat frequency by indicating the value and then the frequency time frame from the drop down list. E.g. Every 2 weeks.

3.       If this Activity should cease after a certain number of times, you may indicate its cessation by

only nominating the repeat frequency to last for a limited duration. e.g. Every 2 weeks For 10 Times, would mean that the activity would run every 2 weeks for a maximum of 11 times (or 22 calendar weeks) – as this includes the original activity.

4.       If the Activity requires the association of a letter or other document, use the Browse button to

select the Document Template. Alternatively leave blank if the task is simply a phone call or reminder.

Note: The location of Mail Merge documents is found by the process below:

If a full path to a document i.e. S:\REM Mailmerge\Listings\list_thanks.doc is on the task then this path will be used otherwise,

 

If only Listings\list_thanks.doc is entered; the system will look to the ‘mail merge documents folder’ path that is entered in the Administration > Setup Tables > Setup Options area to locate the document/s required otherwise,

 

If the path that is setup in the ‘mail merge documents folder’ in Administration > Setup Tables > Setup Options can’t be found on the user’s network, the system will look in the Shared Documents folder on the local machine otherwise,

 

If the documents aren’t found in this folder, the system will look in the user’s My Documents folder.

5.       If the Activity is associated with a letter or other document and is suitable for e-mailing to the

Target, enter an appropriate E-mail Subject and select the appropriate Option Button for its format. Either as an Attachment or Email (body of the e-mail). Note: When setting up your documents that are to be used for Standard Activities with an Action Type of Email or Email/Letter then the document must contain the merge field for the email address of the recipient. See Mailmerge – create a new document.

6.       Indicate who this task should be assigned to using the appropriate Option Button. e.g.:

Salesperson, Salesperson’s Personal Assistant, Salesperson’s Sales Coordinator, Salesperson’s Support Assistant or if Others is selected, nominate the appropriate employee from the Staff Code drop down list.

7.       Click on Save and Close to save the information entered, alternatively click on the X at the

top right corner of the screen, a message will appear “Do you want to save changes?” Select Yes, No or Cancel accordingly.