Add and Manage Activities

An activity is a historical record of calls, email, meetings, and visits and upcoming reminders/to-do’s for yourself or other Momentus Enterprise users. There are two types of activities: Activities and Reminder Activities. Activities record anything that has happened in the past while reminder activities record things you need to do in the future.

Activities are available throughout Enterprise for accounts, contacts, events, orders, and so on. If activities are available for an area of Enterprise, an Activities tab displays along with Add Activity and/or Add Reminder Activity menu options.

This article includes how to:

Add an Activity or Reminder Activity

You can add activities from various places within Enterprise. The below steps show adding an activity to an account but you can use similar steps in other areas. The available fields may vary depending on where you are adding the activity.

  1. Navigate to the Accounts page from the Main Menu. The Accounts page opens.
  2. Select the account for the activity.
  3. Right-click and select Add > Activities > Add Activity or Add Reminder Activity. The Add Activity window opens.
  4. Enter the text for the activity into the text field. Your initials will appear in the text field by default to show who added the activity. The initials are found in the Acronym field on a user's personnel account. 
  5. In the Activity Details tab enter the necessary information:
    • Account: Account for the activity. When adding an account from the Accounts page, this field defaults to that account and cannot be edited. 
    • Contact: Contact for the account which applies to the activity. For example, if you spoke to a contact at a certain account or need to reach out to a particular contact at an account.
    • Opportunity: Opportunity which needs the activity attached, if necessary. Only available when adding activities from certain areas, such as Accounts.
    • Recipient: Users responsible to complete the activity. Defaults to the user entering the activity but you can select additional recipients if necessary.
      • If multiple recipients are selected, a separate activity is created for each person.
    • Due: Date the activity should be completed by.
    • Due Time: Time on the due date that the activity should be completed by. 
    • Type: Type of activity such as Incoming Phone Call, Outgoing Phone Call, Email, and so on.
    • Status: the status of the task (new, in progress, completed, cancelled) 
      • Activities will default to Completed. If the due date or due time are updated to the future, the status will update to New. 
      • Reminder Activities will default to New. If the due date or due time are updated to the past, the status will update to Completed.
    • Priority: If checked, the activity is considered high priority. The Priority column on any Activities window displays with a red exclamation point (!).
  6. Select the Documents tab if you need to add documents to the activity. See Documents for additional details.
  7. Click OK to save the activity and close the window or click Save and Add New to save the activity and open another Add Activity window. 

Add an Account Activity to Multiple Accounts or Contacts

You are able to add an activity to multiple accounts by selecting the accounts or their contacts on either the Accounts or Contacts page.

  1. Navigate to the Accounts or Contacts page from the Main Menu. The Accounts or Contacts page opens.
  2. Select the accounts/contacts for the activity. Use Ctrl+Click or Shift+Click to select multiple accounts/contacts.
  3. Right-click and select Tools > Add Account Activities. A confirmation prompt displays.
  4. Click OK. The Add Activity window opens.
  5. Select whether the activity should be added to the account or to the accounts' opportunity type.
  6. Enter the necessary information. See above for more information about specific fields.
  7. Click OK to add the activity to the selected accounts and close the window or click Save and Add New to add the activity to the selected accounts and open another Add Activity window. 

Complete an Activity

Once you finish an activity, set the status to Complete to indicate no additional action is needed. 

  1. Navigate to the activity you need to complete.
  2. Select the activity to complete.
  3. Right-click and select Mark As > Mark As Complete. The activity status updates to Completed.

Forward an Activity

You can forward an activity to another user in your organization. When you forward an activity, a new activity is created with the original activity text included, similar to when you forward an email. You can enter additional activity text and assign a recipient to the forwarded activity.  

  1. Navigate to the activity you need to forward.
  2. Select the activity to forward.
  3. Right-click and select Tools > Forward. The Add Activity window opens with the text from the original activity.
  4. Enter any additional text into the text field.
  5. Select the Activity Details tab.
  6. Select a recipient from the Recipient drop-down.
  7. Click OK.

Reply to an Activity

You can reply to an activity within Enterprise. When you reply to an activity, a new activity is created with the original activity text included, similar to when you reply to an email. The original activity recipient defaults into the Recipient field.  

  1. Navigate to the activity you need to reply to.
  2. Select the activity to reply to.
  3. Right-click and select Tools > Reply. The Add Activity window opens with the text from the original activity.
  4. Enter any additional text into the text field.
  5. Click OK.

Cancel an Activity

You can cancel activities you longer need but still want to retain for record keeping purposes. 

  1. Navigate to the activity you need to cancel.
  2. Select the activity to cancel.
  3. Right-click and select Mark As > Mark As Cancelled. The activity status updates to Cancelled.

Delete an Activity

You can delete activities you no longer need or were entered in error. Deleted activities cannot be recovered.    

  1. Navigate to the activity you need to delete.
  2. Select the activity to delete.
  3. Right-click and select Mark For Delete. 
  4. Click Save.

Assign an Activity to Someone Else

You can assign an activity to another user by changing the Recipient on the activity. 

  1. Navigate to the activity you want to assign to someone else.
  2. Select the activity.
  3. Right-click and select Edit. The Edit Activity window opens.
  4. Select the Activity Details tab.
  5. Select the new recipient from the Recipient drop-down.
  6. Click OK.

Edit Multiple Activities

You can edit multiple activities at the same time.

  1. Navigate to the page that has the activities you need to edit.
  2. Select the activities to edit. Use Ctrl+Click or Shift+Click to edit multiple activities.
  3. Right-click and select Edit Multiple. The Edit Multiple Activities window opens.
  4. Check the check box next to the value you want to update and enter the new value for the field. Only fields that are checked will be updated.
  5. Click OK.

Activity Security

Allow Access To Managerial Activities

This access privilege controls the ability for users to access other users' activities on the My Activities page. Any users/roles assigned to the privilege can select other users in the Recipient filter so they can view their activities. Any users/roles not assigned to the privilege cannot access to the Recipient filter. If this privilege has no users/roles assigned. it is considered inactive and no users can access activities other than their own from the My Activities page.

Allow Back-Dating of Activities

This access privilege determines if a user can back-date an activity. Back-date means changing the activity's date and time to a date and time prior to the current date and time. This privilege is applies to all activities, even activities where the user is the author or recipient. Any users/roles assigned to the privilege can back-date activities. Any users/roles not assigned to the privilege cannot back-date activities. If no users/roles are assigned to this privilege, it is considered inactive and all users can back-date activities.

Allow Deletion of Received Activities

This access privilege determines if a user can delete the activities where he/she is the recipient. Any users/roles assigned to the privilege can delete activities they have received. Any users/roles not assigned to the privilege are not able to delete activities they received. If no users/roles are assigned to the privilege, it is considered inactive and all users can delete activities they received.

Allow Deletion of Unrelated Activities

This access privilege determines if a user can delete unrelated activities. An unrelated activity is an activity where the user is neither the recipient nor author. Any users/roles assigned to the privilege can delete activities where they are not a recipient or an author. Any users/roles not assigned to the privilege are not able to delete unrelated activities. If no users/roles are assigned to this privilege, the privilege is considered inactive and all users can delete unrelated activities.

Allow Editing of Dates/Time for Received Activities

This access privilege determines if a user can edit the activity date and time for activities where he/she is the recipient. Any users/roles assigned to privilege are able to edit the activity date and time for their received activities. Any users/roles not assigned to the privilege are not able to edit the activity date and time for activities they receive. If no users/roles are assigned to this privilege, the privilege is considered inactive and all users can edit the activity date and time for activities they received.

Allow Editing of Dates/Times for Unrelated Activities

This access privilege determines if a user can edit the activity date and time for unrelated activities. An unrelated activity is an activity where the user is neither the recipient nor author. Any roles/users assigned to the privilege can edit the dates and times for activities where they are not a recipient or an author. Any roles/users not assigned to the privilege are not able to edit the activity date and time for unrelated activities. If no users/roles are assigned to the privilege, then the privilege is considered inactive and all users can edit the activity date and time for unrelated activities.

Allow Editing of Recipient for Received Activities

This access privilege determines if a user can edit the activity recipient for activities where he/she is the recipient. Any users/roles assigned to the privilege are able to edit the recipient for their received activities. Any roles/users not assigned to the privilege are not able to edit the activity recipient for activities they received. If no users/roles are assigned to the privilege, the privilege is considered inactive and all users can edit the activity recipient for activities they received.

Allow Editing of Recipient for Unrelated Activities

This access privilege determines if a user can edit the activity recipient for any unrelated activities. An unrelated activity is an activity where the user is neither the recipient nor author. Any roles/users assigned to the privilege can edit the recipient for activities they are not a recipient or author. Any roles/users not assigned to the privilege are not able to edit the activity recipient for unrelated activities. If no roles/users are assigned to the privilege, the privilege is considered inactive and all users can edit the activity recipient for unrelated activities.

Allow Editing of Text for Received Activities

This access privilege determines if a user can edit the activity text for activities where he/she is the recipient. Any users/roles assigned to the privilege are able to edit the text for their received activities. Any roles/users not assigned to the privilege are not able to edit the activity text for activities they received. If no roles/users are assigned to the privilege, the privilege is considered inactive and all users can edit the activity text for activities they received.

Allow Editing of Text for Unrelated Activities

This access privilege determines if a user can edit the activity text for any unrelated activities. An unrelated activity is an activity where the user is neither the recipient nor author. Any roles/users not assigned to the privilege can edit the text for activities they are not the recipient or author. Any roles/users not assigned to the privilege are not able to edit the activity text for unrelated activities. If no roles/users are assigned to the privilege, the privilege is considered inactive and all users can edit the activity text for unrelated activities.

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Comments

13 comments

Date Votes
  • Sarah Gore-Clough

    Hi how can you view all diary entries in v20 as you can in v19 ??
    Sarah

    0 upvotes

  • Carrie Spalding

    Sarah,

    There are a couple ways to view all activities. If you mean all of your activities, but not specific to an event or an account, you can navigate to Activities via the Main Menu or the Global Navigation Bar. Then, using the filters and Advanced Search options, you can drill down to the specific criteria you are looking for and save it as a View.

    If you are looking to view all Activities for an Account, Contact, Event, etc. navigate to that specific item and view the Activities tab for that item.

    Thank you!

    --Carrie

    0 upvotes

  • Sarah Gore-Clough

    Hi Carrie thanks for this I will set up a new view for this requirement
    Sarah

    0 upvotes

  • Maude Lagacé

    Hi everyone! When navigating in Activities via the Main Menu or the Global Navigation Bar, we would like to have the criteria/filter: Event Status in the Advanced Search options. Could this be added? Thank you!

    0 upvotes

  • Maggie U.

    Hi Maude,

    Love hearing ideas! If you could post this in the CRM Product Ideas forum, then our Product Management Team can view it and evaluate for inclusion in a future release:

    https://supportcenter.ungerboeck.com/hc/en-us/community/topics/360001531614-CRM-Product-Ideas

    You can just copy and paste what you have written above along with your business case (what problem this solves for you).

    Thanks!

    Maggie

    0 upvotes

  • Maude Lagacé

    Thank you Maggie, will do this right away! 

    0 upvotes

  • Heather Gruppelaar

    If an event is canceled my reminder activity to do a task related to the canceled event disappears regardless of whether it was completed or not. Could you let me know if they're is an option to keep the activity open until the status has changed before it disappears? alternatively is there another way to remind me of the task related to the canceled event when it has been  canceled and therefore disappears from the calendar. thanks

    0 upvotes

  • Ryan Canny
    • Edited

    Hi Heather,

    I spoke with Product Management about this and currently there is not a way to keep the activities open when an event is cancelled. You can still see the activities for an event from the Cancelled and Archived Events page. You can also have a note generated when the event is cancelled using organization parameter EM 201. If an activity list is attached to this note class then those new activities will remain open.

    I hope this helps.

    Thanks,

    Ryan

    0 upvotes

  • Theresa Gorman

    @...

    I am sure there used to be a feature within the activity that timed it - e.g. if the activity type was phone call, when you started it, the timer would run and then stop when you completed, this enabled you to log the time you spent making calls.  Was this removed? 

    0 upvotes

  • Mike Johnson

    Theresa - You are correct that there was a feature for this in v19.  When you opened the Add Activity window, a timer would start.  When you saved the activity, it would stamp the start and end dates/times.  We did not carry this feature over to v20/30.  As you are probably aware, Activities and Traces were combined in v20/30.  As both were using the same fields differently in the database, we decided to go with the "Trace" approach.  The "Trace" approach was to not set these fields and only use the date.  You will see them in v30 as Actual Start Date and Actual End Date.  The can be manually entered/modified in v30.

    We can consider bringing back the Activity functionality but I do not see it being prioritized in the next 6-12 months.  I would be interested to hear what your thoughts are on how you would be using this as well as input from others.

    0 upvotes

  • Nina Dennison

    @Dustin Banks Can we set a default to the Activities that Excludes weekend dates from populating in the list?  We use business days "prior to" the event and not calendar days. So, we get weekend tasks that shouldn't be there, plus we have to create task with weekends added into our "days" prior to a show.   

    Also, is there a way for the Activities to only populate on the "days prior" vs all at once??  It's gets cumbersome when we have multiple events and the Dashboard shows all dates for each event instead of the current ones we need for that week or so. 

     

    1 upvotes

  • Dale Rossetti

    What is the difference between "Activities (92)" and "My Activities (147)"? Does "My Activities" always show "Current User" as a search criteria, and you can't change it unless you have the access privilege "Allow Access to Managerial Activities" set? 

    0 upvotes

  • Dustin Banks

    That sounds correct but Mike Johnson would know more.

    0 upvotes

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