Diary

Overview

Diary appears in calendar format and is used to remind users of tasks, events, phone calls, to-do-notes, and meetings that need to be completed by a certain date. It reflects public holidays of a business based on the business location. Users can add other holidays as well in the diary. In Surf Accounts, Diary is aimed to reflect all staff meeting and holidays.  Business phone calls, notes, and task appear in the side panel. 

User Rights: 

You can provide specific user rights to login users to view, add, edit or delete print diary activities. Based on the access rights provided, a user can perform the following activities.

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Viewing a Diary:

To view a diary select Sales >> Diary.  Diary can be viewed as Monthly calendar, weekly format, and daily format. By default, diary appears in monthly format however you can change the view by clicking on the Day, week, month icons on the toolbar. Month view displays all activities falling within the selected month within a month calendar. Note that the days on which the events are recorded are also grayed-out in the dates at the bottom right corner. Select Filter from the toolbar to filter entries of a particular Status, Type, Activity or Priority. By default, all options are selected.

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Holidays and meeting appear within the diary page, task, phone, note records appear on the side panel.

Quick add a Record:

To quickly add a meeting, task, event, phone call or to-do-note, simply click on a date cell. The following page will appear. 

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Subject

Enter a subject of the diary entry. Subject appears on the face of the diary page on a particular date. Tasks, phone and notes appear on the side panel of the diary. However, if contact is added to the activity, contact name appears on the diary instead of subject

Activity

Select from the dropdown the type of activity you are adding in diary. You can add a task, meeting, note, phone or holiday in the diary.

All Day Event

Select All day event checkbox, if the activity is duration covers total working hours of a day. If you select this option the record appears on the top as header, in the day view of the diary.

Recurring

Select this option to create recurring activity schedule in your diary. You will be guided to a recurring option. Select appropriate mode of recurrence.

Private

Staff can add personal activities in the diary, which will be visible only to the login staff

Starts

Enter activity start time in date hours and minutes

Ends

Enter activity end time in date hours and minutes

Reminder

You can set reminder of activities. A balloon will appear besides Surf Accounts logo as soon as reminder falls within the scheduled time range.

Status

By default, an activity is created with ‘not started’ status. The other available status options are in progress, completed, deferred, waiting.

Contact

Add a contact person of the activity. You can create new customer from the look up or select an existing customer to add to the activity.

Sub Contact

Add a sub-contact of the activity. It may be another person related to the activity.

Notes

You can add notes to describe the activity plan.

Add Records in Detail:

Select the Advanced Button or click the Add button to add activity in details.

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Description

Add a description of the activity

Set alert before start time

You can set alert to the activity. Once created, a balloon will pop up on Surf Accounts logo. Click on the balloon to view the list of activities. The dismiss button beside each activity lets you switch off the alert. You can select an activity and edit the details or alert time from this page.

Follow up date

You can set a follow up date of the activity.

Follow up Alert

Set an alert to remind user of the follow up activity. The balloon beside Surf Accounts will display in number all the alerts. Click on the balloon and view the list of activities.

Type

You can select a Type of the activity. Default selection is None.

Priority

Select a priority of the activity. By default, an activity is set to medium priority. You can choose a low or a high priority. On selecting a high priority activity, a record appears with a red star in the activity page.

Opportunity

If you have already created an opportunity for the chosen contact, opportunity lookup will populate these records. Select the appropriate opportunity to add to the activity.

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Reminder Settings:
Select the mode of reminder you prefer to receive from Surf Accounts. Go to Settings >> Diary Settings >> Send Reminders. Select from the drop-down any of the options from none, SMS, email and both. On selecting email or SMS, a message will appear in the email address of the user attached to the specific activity, or SMS will appear in the user’s registered phone.

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Note: Any records added through diary are available also in activity page.

Edit a Diary Entry:

To edit a record in diary, click on the record from diary. The record opens in edit mode. Simply edit the details of any fields and save the record to amend the changes.

Delete a Diary Entry:

To delete a record in diary, click on the record from diary. And select the delete button. A message appears “Are you sure you want to delete this activity?” select ‘yes’ to confirm deletion.

Adding a Recurring Entry:

You can add records which are recurring events or tasks or to do lists or meetings or phone calls in diary. Add a record click on the recurring check box. You will be provided with the following options;

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Recurring

Select the mode of repetition of the event. Options are: Daily, Weekly, Monthly or Yearly.

Repeat Every

Select the interval at which the recurrence should appear. For example, selecting weekly option and 3 from the ‘Repeat every’ field will generate recurring events after every 2nd week

Repeat On

If you select weekly option, you can mention the days on which the records will be generated

Starts On

Add the start date of the recurring event

Ends on

The ‘ends on’ option has three more options. Select ‘ Never’ if you do not wish to create the recurring event.

 

Select After * occurrence, and put number of occurrences you need. For fixed number of events

 

Select ends on date , if the event has to be repeated till certain point of time

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Edit Recurring Entries:

You can edit details of a particular record from a batch of recurring events. To edit particular record select the record, and edit necessary changes and click on ‘done’ button. Surf Accounts will prompt ‘Are you sure you want to change ‘only this event’ or ‘all event’? Select ‘this event’ to amend changes in the selected record or select ‘All events’ to amend changes in all the records of the batch.

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Delete Recurring Entries:

To delete recurring batch entry, select the recurring record and select Delete option. This will delete the batch recurring entry.

Print Meeting Schedule from Diary:

Print option is available on the toolbar. If you are in Monthly view, Print option will print the month calendar along with the diary entries within the date. If you are in weekly view, Print option will print the week calendar along with the events and so for the day view. 

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