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Activities

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

The CRM considers activities as events that can be normally found in your desktop calendar. 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 with Potential at all.

Tasks and events have time notice in order to plan Activities easier. Moreover additional information reffering event can be added, status of tasks can be attended and people who takes part can be invited.

All calls and meetings (events) are scheduled in user's Calendar. Tasks are not seen in Calendar.
Activities' notes are not only for scheduling but also for writing all kinds descriptions referring to these activities (e.g. conclusions). Written conclusions are helpful when reviewing past Activities of certain Potential.

Sequence of Activities

Click Save after entering task or event. A new window opens.

Select the following Activity or click No.

Tasks

Produs IO makes feasible to plan events. System user or system user group is always assigned for a task. Tasks can be alloted to other assigned user.

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

All the data can be entered on this page. Please note: always enter data into required field.

  • Subject:

Enter a name or a subject of task.

  • Assigned To:

System user that creates a task is assigned user selected automatically by Produs IO. Other system user or system user group can be selected. The task is written out in field „My Upocoming and Pending Activities“ on home page of assigned user.

  • Related To:

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

  • Send Notification:

If this field is ticked off, the notification will be sent to: - assigned user of a new task - assigned user of 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 already selected date.

Only the first of repeatable task is shown on Opened tasks list.

Click Save after entering the data.

Click Save and new to create similar task. A new form with the same Subject opens. In this way is not necessary to enter all task's data.

===== Events: calls, meetings, e-mail, letter, fax, etc. =====

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

1. Enter directly on Potential

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

Our advice is to use this way of entering data, because all the Potential's data are automatically transferred into form of event.

2. Click "New event" for entering

The second way of entering event is by clicking New event on entry section. A new page opens to enter a new event (see form). The difference between first and second way of entering data is that here the data of Account is not transferred automatically, it has to be entered manually. How to do it, read more in continuation.

3. Enter directly into Calendar

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

==== Enter event ====

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 entered in order to save the data.

  • Subject:

Enter the title of event.

  • Assigned To:

System user that creates a task is assigned user selected automatically by Produs IO. Other system user can be selected. After saving the event, the event is written out in a Calendar and out in field „My Upocoming and Pending Activities“ on home page of assigned user.

  • Related To:

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

  • Activity Type:

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

All events marked with call or with meeting are seen in Calendar.
  • 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 already selected date.

Only the first of repeatable event is shown on Opened events list.
  • Send Notification:

If this field is not ticked off, the notification will be sent to assigned user.Če polja ne odkljukate, bo obvestilo prejel zadolženi za dogodek. If this field is ticked off, the system will ask you to which participant invitation will be sent. A dialog box opens:

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

  • Send Reminder:

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

  • Description:

Enter all additional data referring to event.

If Sent Notificationis ticked off, the contents of this field will be seen to all invited to the event.

Click Save in order to save the enter.

Click Save and new in order to create similar event. A new event with the same subject as previous event opens. In this way is no need for all data of event to be entered.

==== Invitations for event ====

Invitation for event is always sent to assigned user for event. If Send Notification is ticked off, the invitation will be sent to selected Contact. Also other users or more Contacts can be invited to the event. How to do it, see a picture below.

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

More Contacts can also be invited to certain event. Contacts from list can be invited only. Click Select Contact as it is shown on picture above.

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