Activities

Overview

Activity page shows all communications including emails with the customer, prospect or supplier of the login user for the business. 

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All activities performed by the login staff are listed in activity page. 

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, the user can perform the following activities.

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Viewing Activities:

To view activity, select Sales > Activity.

By default, Surfaccounts populates a weekly list of all activities. You can view today’s activity or monthly activity or all activities by clicking on the option at top right corner. 

Viewing Activities of Other Users in the Business:

The USERS option on the toolbar allows you to select activities logged by other staff members in the business. Select users from the toolbar and select user name from the drop down menu to view his/ her sales Activity.

Filter Activities:

Select Filter option from activity toolbar to display selected activities. For example, to view High Priority Sales meetings not started yet, select the check boxes not started, Sales, meeting and High respectively and deselect all other options from Filter window. 

Viewing Emailed Items:

You can display in activity page the invoices/ receipts/quotes & orders/ statements emailed by users. To display emailed items, select filter > invoices/ statements from the Activity column. The status column displays whether the email has been sent or queued. When the recipient views the emailed transaction, activity column updates the email status with the viewed on a date. 

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Completing Activities from the Activity Page:

Each activity in the page has a check box, select the check box to change the status of the activity ‘complete’.

Add an Activity:

To add a new activity, click on Add button on the toolbar. The following page will appear:

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Subject

Enter a subject of the activity. 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 a subject.

Activity

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

All Day Event

Select All day event check box, if the activity is duration covers total working hours of a day. 

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 a reminder of activities. A balloon will appear beside Surfaccounts logo as soon as remainder 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-contract of the activity. It may be another person related to the activity.

Notes

You can add notes to describe the activity plan.

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 the 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. The 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.

Note: Any meetings and holidays added through activity page appear in a diary and vice-versa. Any task, note or phone call added through activity appears in the side panel of the diary. Any transactions emailed by users also appear in activity page. However emailed records cannot be edited or deleted. 

Edit an Activity Entry:

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

Delete an Activity Entry:

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

Note: emailed activity cannot be deleted.

Adding a Recurring Entry:

You can add records which are recurring events or tasks or to do lists or meetings or phone calls. 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 a 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 a number of occurrences you need. For the fixed number of events.

 

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

 

Edit a Recurring Entry:

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 a Recurring Entry:

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

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