Send an Activity to a Group of Users

It is possible to send an activity to groups of users. There are two ways to do this: 

  1. Select to multiple recipients on the Add Activity window.
  2. Use a pre-configured Recipient List.

Send to Multiple Recipients

To send an activity to multiple recipients, you can select all desired recipients in the Recipients drop-down. When saving the activity, a separate activity is created for each recipient and any transaction made to an activity will only update this user's activity. Enterprise does not have one activity controlled by multiple users. To add an activity see the Activities article.

Send to a Recipient List

If there is a group of people who should always receive an activity, use Recipient Lists. You can use Recipient Lists to create groups of users to receive an activity.

Configure a Recipient List

  1. Navigate to the Recipient List page and click Add. The Add Recipient List window opens.
  2. Enter the following information:
    • Description: Name of the recipient list.
    • Code: Unique alphanumeric code.
    • Individuals: Users to include in the recipient list.
    • Wildcards: Fields which may have users assigned to receive the activity. For example, if you select Account Representative, then the user assigned as the Account Representative on the account for the activity receives the activity.
    • Retire: If checked, the recipient list is no longer available for selection.
  3. Click OK.

Assign a Recipient List to an Activity

  1. From the appropriate area of the software (Accounts, Events, Invoices), open the Activities tab.
  2. Click Add.
  3. In the Recipients field, begin typing or search for and select the name of the recipient list. The individuals in the recipient list display in the Recipients field.
  4. Click OK. An activity is created for each user in the recipient list.

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Comments

6 comments

Date Votes
  • Sean Tame

    But what if this is a single activity that is being sent to a group of people where only one of them needs to complete the task?

    https://supportcenter.ungerboeck.com/hc/en-us/community/posts/203051058-Can-activities-with-Multiple-Recipients-be-linked-?page=1#community_comment_241192788 

    0 upvotes

  • Chuck Catotti

    Agreed.  This is a real need.  Can we please do this??

    0 upvotes

  • Dale Rossetti

    Why is it that if we go to just Activities (i.e. not activities for an event, account, service order, etc.) that the Recipient Lists are unavailable? Why do we have to go into Accounts, Service Orders, Events, etc. and create activities there to gain access to Recipient Lists?

    0 upvotes

  • Erin Luber

    Hi Dale,

    You don't have to start in the accounts window but you do have to select an account on the activity prior to selecting a recipient list. 

    Thanks,


    Erin 

    0 upvotes

  • Mirko Harrison-Gall

    Good Morning,

    If we change the "account status" on accounts/contacts an automatic activity will be created for a specified reciepent. (Designation change) In previous versions of the software - this activity was set with the status "new". Since we upgraded to 98.B the same activity will be created but the status is "completed". Does anyone has an idea why thats the case and how to change that behavior?

    Thank you,

    Mirko

    0 upvotes

  • Ryan Canny

    Hi Mirko,

    I just tested this in .98 D and when changing the account status of an account/contact the activity designation status is set to new which is the expected behavior. I am not sure why the behavior in .98 B is different with changing the activity designation status to complete. Once you upgrade to patch D you should no longer have this problem but please reach out to our Client Care team if for some reason you still do.

    Thanks,

    Ryan 

    0 upvotes

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