Activities

Adding Activities

To add an activity:

1. Select (Daily business) > New Activity.
2. Select who the activity should be added for (person, account, record in your favorites). Search for and select the desired account or person.
3. When adding an activity with a person, you need to select or add their role (the function of the person at a particular company).
4. The activity is opened.

   

5. The current date and time are automatically entered as the start of the activity. You can edit the date and time.
6. Enter further information concerning the activity on the following tabs (not all tabs are available for all activity types):
   • Subject
   • Participants: Select the activity's participants.
   • Questionnaires/Portfolios: You can enter a questionnaire (either manually or within the scope of a marketing activity) that should be answered within the scope of the activity, see Carrying Out a Survey.
   • Marketing Activity: You can enter a person’s response to a marketing activity here, see Responses.
   • Links: The fields in this tab are used to link the activity to various other records. This can occur automatically as part of a process or you can enter the link manually in the appropriate field.
7. Save the record.
8. Choose whether to open the activity in the calendar or tree view.

You can add additional external participants, see LINK.

Adding Internal Participants

Enter internal participants in the Required, Optional and For Information fields:

• Click on Add a value and select an entry from the drop-down list:

  

• Or click on Add a value and begin typing the name of the rep. Aurea CRM lists all matching reps.
• Click on (Select Rep), to select the desired rep in a separate window, see Selecting Reps. You can then select the desired participation type from the rep’s context menu.

  

Adding External Participants

You can add external participants to an activity under Participants below the record.

1. You can choose to add a company, person, a person linked to the current company or a record in your favorites.
2. Select the desired person or company.

   The selected participants are displayed under Participants below the record.

   The participation type is indicated with an icon:

   • In the T (Type) column: = Required, = Optional and = For Information
   • In the S (Status) column: = Accepted, = Open, = Declined, = Not relevant

   The person or company for which the appointment was added is displayed as a link.

3. To change the participation type and status, select the options available under Participation Type or Participation Status in the participant’s context menu.
4. Save the record.

Recurring Activities

You can add recurring activities that take place at regular intervals.

You can determine the frequency (e.g. daily, weekly, monthly or yearly) in the first activity (the main activity), from which you can then generate the remaining appointments.

Adding Recurring Activities

To add a series of recurring activities:

1. Add the first (main) activity.
2. Select Recurrence from the context menu. The Appointment Recurrence window is displayed.

   

3. Determine the whether the activities should recur on a Daily, Weekly, Monthly or Yearly basis.
4. Depending on your settings, you can determine when the activity is repeated:
   • Daily: The number of days before the activity is repeated.
   • Weekly: The number of weeks before the activity is repeated and the day of the week. You can select multiple weekdays.
   • Monthly: The number of months before the activity is repeated; the day of the month; the day of the week.
   • Yearly: The number of years before the activity is repeated; the day and month; the day of the week.

   When repeating activities on a monthly or yearly basis, enable Do not create substitute activities to prevent activities that would fall on a holiday or weekend from being moved to the next work day.

5. Enable the Weekends and Holidays options if activities should also be added on holidays or weekends.
6. Define the Series duration:
   • Ends after: The number of recurring appointments after which the series ends.
   • Ends on: Date on which the series should end.
7. Save the data. The activities are generated. Recurring activities are indicated using the icon.

Editing Recurring Activities

To edit activities that are part of a series of recurring activities:

1. Edit the first activity in the series that you want to apply changes to.
2. Save the record.

   You are asked whether you wish to apply your changes to just the one activity or to the remaining activities in the series starting from the current activity.

   Note: Fields that are not transferred from the main activity to other activities in the series are not transferred when applying these changes, see Adding Recurring Activities.
3. Select the desired option and confirm with OK.

Displaying the Main Activity of a Series

To display the main activity of a series:

1. Select (Collaboration) > Activities to display activities in list view and search for an activity in the series.
2. Select Main Record in Series from the context menu. The main activity is displayed.

Deleting Activities in a Series

To delete one or more activities that are part of a series of recurring activities:

1. Select Delete from the activity’s context menu.

   You are asked what you wish to delete:

   • Just this activity
   • This activity and all subsequent activities
   • The entire series
   Note: If you have chosen to delete the main activity, you can only choose to delete the entire series.
2. Choose the desired option and confirm with OK.

Editing the Recurrence Pattern

To edit the recurrence pattern of an entire series:

1. Select Recurrence from the main activity’s context menu.
2. Edit the recurrence pattern and click on Save.

   The activities in the series are deleted and new activities are generated based on the new settings. The main activity is not deleted.

To edit the recurrence pattern for part of a series:

1. Open the activity in the series from which point on you wish to change the recurrence pattern.
2. Select Recurrence from the context menu.
3. Edit the recurrence pattern and click on Save.

   A message is displayed informing you that this activity is part of a series of activities, and you are asked if you wish to use the activity as the main activity of a new series.

4. Click on OK.

   All activities in the series following this activity are deleted and the appointments in the series are generated anew.

Activities and E-mails

Notifying Reps

You can send an e-mail to all an activity’s internal participants, e.g. if you need to reschedule the appointment.

To notify the reps:

1. Select Notify Recipients from the context menu of the activity.

   If your administrator has determined that e-mails are sent from your e-mail client, your e-mail client is opened. If e-mails are sent by via the Aurea CRM server, the following window opens:

   

2. Enable the check boxes next to the persons you wish to notify under Recipients.
3. You can add additional recipients to the Additional internal recipients and Additional external recipients fields.
4. The contents of the Subject and Text fields in the activity are transferred to the e-mail, but you can still edit them in the e-mail.
5. Use the following check boxes to carry out the corresponding action: Insert Aurea CRM web link, Insert Aurea CRM win link, Request a delivery receipt, Request a read receipt. Your administrator is responsible for defining which options are available.
6. If your administrator has enabled the corresponding option, click on Insert Signature to insert your e-mail signature.
7. The documents linked to the activity are added as attachments.
   Note: Your administrator can determine that certain types of files or files exceeding a certain size are not sent. When sending e-mails from your e-mail client, no attachments can be added.
8. Click on Send to send the e-mail.