To-Dos

The To-Dos info area stores data on which appointments are due or need to be accepted or approved.

Attendees can accept or refuse using the context menus in the To-Do, Activity, Tasks or Absences info areas, as well as in the calendar.

The entry in the Type field in the to-do depends on the type of appointment:

"Appointment Planning" for activities
"Permission" for absences
"Completion" for tasks
"Edit Marketing Activity Target Group" or "Execute Marketing Activity" for marketing activities
"Calculate" for to-dos for CRM.server, CRM.server in the CRM.core Administrator Guide.

Adding To-Dos

To-Dos are added:

for activities, tasks and absences where the Create To-Do check box is enabled
for marketing activities, see To-Dos for Marketing Activities.
by triggers and workflows, see Triggers in the CRM.core Administrator Guide and the Aurea.CRM automator User Manual.
in the calendar, see Calendar Views.
in the To-Dos info area

To-Dos are added for the following reps:

Activities/tasks: To-Do records are only created for reps whose status is set to either "Necessary" or "Optional". A message is added for reps whose status is set to "Informational" if the Escalate To-Do check box is enabled, see To-Do Escalation.
If you add resources to an activity, the user entered as deputy for the resource in the Rep info area receives the To-Do record, see Rep in the CRM.core Administrator Guide.
Absences: The rep entered in the Approve by field receives a to-do. The Type field is set to "Permission", and the Part. Type field set to "Necessary". The Participation Status field is set to "Open". As opposed to activities and tasks, no To-Do record is added for the rep that added an absence.

A To-Do record is only created for the main activity record in a series of recurring appointments. Accepting or declining the appointment accepts of declines the entire series. The participation status is displayed in all appointments that are part of the series. To be able to accept or decline an invitation to a single meeting in the series, you need to add a corresponding To-Do record for that activity record.

Accepting or Refusing

Select Accept or Refuse from the context menu to accept or refuse an appointment or to approve or refuse an absence:

from the appointment (in the Activity, Tasks or Absences info area or from the calendar)
from the To-Do record (To-Dos info area).

The Participation Status is automatically updated.

The status in the participation list in the Activity info area is updated accordingly for the organizer (from "Open" to "Accepted" or "Denied").

Select Completed from the context menu in the To-Dos info area or in the calendar to set the Status of a task-related to-do to "Completed".

Once all a task's participants have set the status to "Completed", the Status field of the task as a whole is automatically set to "completed". If the task is a single job, only one user needs to set the status to "Completed".

Note: If the Escalate To-Do check box is enabled, the Edit Message level is automatically displayed. Once the message has been edited and sent, the organizer receives a message, see Adding and Editing Messages.

Context Menu for To-Dos

The following options are available from the context menu in the To-Dos info area:

My Own	Displays all your current to-dos.
Delegates	Displays all to-dos that you have delegated ( i.e. where you are entered in the Assigned by field).
Rep	Displays the to-dos for all reps. This entry is only available to the administrator.
Deputy	Additionally displays the to-dos for those reps where you are entered as deputy in the Rep info area, >> Rep in the CRM.core Administrator Guide.
All	Displays all to-dos.
Active	Displays all to-dos with the status "Open".
Completed	Displays all to-dos with the status "Completed".
Missed	Displays all to-dos with the status "Missed".
Accept	Accepts an activity or task or approves an absence.
Refuse	Refuses an activity, task or absence.
Completed	Sets the status of the to-do to "Completed". This option is only available for task-related to-dos if you are entered as the rep.
Execute	Starts the predefined trigger or workflow entered in the Execution Type and Execution format fields.
Load	Opens the associated activity, task or absence.

To-Do Escalation

If the Escalate To-Do check box is enabled in addition to the Create To-Do check box, the organizer of an activity or task receives a message if any "Required" participants have not accepted or refused the appointment by the start of the activity or task (date and time in the To-Do Until Date and To-Do Until Time fields).

Note: If the task is a single job, only one of the participants needs to accept in order to prevent an escalation message from being generated.

The rep that added an absence record receives a message if his superior (i.e. the user entered in the Approve by field) has not approved the absence by the start of the absence (date and time in the To-Do Until Date and To-Do Until Time fields).

Escalation messages can also be generated for marketing activities, see To-Dos for Marketing Activities.

The entry in the Type field is set to "Escalation" for escalation messages. This allows the user that created an activity, task or absence record to take appropriate action; e.g. contact the participants by other means.

In addition to the escalation message, an escalation record is created in the To-Do info area. The Escalate check box is enabled in the escalation record.

To-Dos for Marketing Activities

To-Dos also play a role in campaigns and marketing activities, see Marketing Activities. To-Do records are created during the following phases of an marketing activity:

The Rep entered in the Execution (Marketing Activity) info area receives a to-do of the type "Execute Marketing Activity", see Execution (Marketing Activity).

The Start on and Start at entered in the Execution (Marketing Activity) info area are entered in the Due on and Due at fields.

Once the rep has generated a target group (by selecting Generate from the Marketing Activity context menu), the Due on is automatically set to the date entered in the Edit target group until field. The rep has completed the first step; i.e. generated a target group. The date entered in the Due on field now indicates by when the rep needs to complete the marketing activity, e.g. send out a mailing, see Executing Marketing Activities.

The rep entered in the Rep (Marketing Activity) info area and responsible for editing the generated target group (the Target Group check box is enabled) receives a to-do of the type "Edit Marketing Activity Target Group", see Rep (Marketing Activity) and Editing Target Groups.

The Due on field contains the date stored in the Edit target group until field.

A rep (see below) is informed by means of a to-do with the type set to "Escalation", if the Rep entered in the Execution (Marketing Activity) info area has not generated a target group by the Due on and Due at entered in the to-do, see Execution (Marketing Activity) and Executing Marketing Activities.The escalation message is added for the following reps:
- The rep entered in the Escal. to field.
- If the Escal. to field is empty, the Rep entered in the Marketing Activity info area.

No message is generated if the same rep is entered in these fields as in the Rep field in the Execution (Marketing Activity) record.