Activities

Lists of tasks and events are accessed in two ways, by:

• a list of „My Upcoming and Pending Activities“ on Home page or
• „Key Metrics“ on Home page.

Tasks and events are Activities that can be normally found in user's Calendar. These are meetings, calls or tasks that occur mainly with Account's Contact or Potential.

Tasks and events have time notice in order to plan Activities easier. Moreover, you may add general information about the event, monitor the status of completion and invite other people to it.

Click on Save button to transfer an Activity to the system. A new window opens.

Select the following Activity or click No.

Produs IT helps to schedule tasks. System user or system user group is always assigned for a Task. Other users can not be invited to a Task nor can more than one Contact be linked to a Task. Tasks can be transferred to others by changing the owner.

Click New task on entry section to create a new Task. A new window opens (see picture below).

Enter details for Task. Please note the entries into required fields.

• Subject:

Enter a name or a subject of Task.

• Assigned To:

System user that creates a task becomes an assigned user automatically. Other system user or system user group can be selected. Note that this will move the Task to the Upcoming and Pending Activities list at Home page of the new assigned user.

• Related To:

Task can be attached to existent Potentials and Contacts. Here, direct entries are not possible. The only option is to select data from stored data in the system by clicking on yellow folder icon beside. Note that this will show the Task also at selected Account and Contact.

• Send Notification:

If this field is ticked off, the notification will be automatically sent to: - assigned user of a new Task - assigned user about changed Task - original user reffering to an end of task - previous and present assigned user reffering to a change of assigned user

• Recurring Tasks:

Repetition of Tasks is feasible. Select Recurring Task (daily, weekly, every two weeks, monthly, every two months, etc.). When momentary task with selected Recurring Tasks is done, the system offers you a new form for entering next task with an already selected date.

Click Save after entering the data.

Events can be entered into Produs IT in three different ways.

Look up for a certain Potential or other record reffering to event. Open it. Detailed view of a record opens (see page below). New event can be found below record.

The second way of entering an event is by clicking New event on entry section. A new page opens to enter a new event (see form). The difference between the first and the second way of entering data is that here the data of Account is not transferred automatically. It has to be entered manually. Read more about how it can be done below.

The third way of entering data is to enter data directly into Calendar. More about this way can be read in the Calendar chapter.

new page for entering eventopens irrespective of the choosen way. See picture below.

Enter data into form (see picture above). Asterisk indicates required field. These fields have to be filled up in order to save the data.

• Subject:

Enter the title of an event.

• Assigned To:

System user that creates a task is assigned to it automatically. Other system user can be selected. After saving the event, the event is written out in a Calendar and out in field „My Upcoming and Pending Activities“ on Home page of assigned user.

• Related To:

Event can be attached to existent Potentials and Contacts. Here, direct entries are not possible. The only option is to select data from the already existent data in the system. Click on yellow folder icon beside. Event can also be seen at selected Account and Contact respectively.

• Activity Type:

Select Activity Type: call, meeting, e-mail, letter, fax, etc.

• Recurring Events:

Repetition of events is feasible. Select Recurring Task (daily, weekly, every two weeks, monthly, every two months, etc.) on event. When momentary event with selected Recurring Tasks is done, the system offers you a new form for entering next event with a already selected date.

• Send Notification:

If this field is not ticked off, the notification will be sent to assigned user. If this field is ticked off, the system will ask you, to which participant the invitation should be sent. A dialog box opens:

After saving the event, the notification is sent by e-mail. Participants can be informed about the change.

• Send Reminder:

If „yes“ is ticked off, Produs IT will inform the user about the incoming event by email. User, selected contact and all invited to this event receive the notification automatically.

• Description:

Enter all additional data, referring to this event.

Click Save in order to save the enter.

Invitation for N event is always sent to assigned user for event. If Send Notification is ticked off, the invitation will be sent to selected Contact. other users or more Contacts can also be invited to the event. See the picture below.

Click Select User in order to invite a new user. Select user from a list of users. After selecting the user, the event is automatically shown in My Upcoming and Pending Activities.

More Contacts can be invited to certain event. Only contacts from list can be invited. Click Select Contact as shown on picture above.