# Activity status

## Activity status at a glance

An activity status is the current work position of a planned Visit, Meeting, or Call.
The product lists the statuses in this order: Planned, Overdue, Done, Due, and Cancelled.

| Current status | Available action |
| --- | --- |
| **Overdue** or **Due** | **Done** |
| **Done** | **Consider As Not Done** |
| **Planned**, **Overdue**, or **Due** | **Cancel This Activity**, when editable |
| **Cancelled** | **Undo Cancellation**, when editable |

| If you need to… | Go to |
| --- | --- |
| Find an activity and read its status | [Find an activity](#find-an-activity) |
| Understand the list and activity fields | [Understand the activity status screen](#understand-the-activity-status-screen) |
| Complete, reverse, or cancel an activity | [Change an activity status](#change-an-activity-status) |
| Create a new activity | [Create an activity](doc:create-activity) |
| Work with the activity workspace | [My Desk activities](doc:my-desk-activities) |
| Continue with tasks and activities | [Tasks and activities](doc:tasks-and-activities) |

## Before you change a status

An activity must be saved before its status actions become available. Cancellation actions also
require an activity that you can edit.

**Prerequisites**

- Open a saved activity from the activity list.
- Check the current status in the activity record or the list's **Status** column.
- Confirm that the activity is editable before using **Cancel This Activity** or
  **Undo Cancellation**.

The available action depends on the current status:

| Current status | Action available | Additional condition |
| --- | --- | --- |
| **Overdue** or **Due** | **Done** | Job changes do not block the action. |
| **Done** | **Consider As Not Done** | Job changes do not block the action. |
| **Planned**, **Overdue**, or **Due** | **Cancel This Activity** | The activity is editable. |
| **Cancelled** | **Undo Cancellation** | The activity is editable. |

**Result:** You know which status action can appear for the activity you opened.

## Find an activity

The activity list is the place to locate a saved activity and read its current **Status**.

**Prerequisites**

- Know which activity you need to review.

**Steps**

1. Open the activity list.
2. Select the filter that matches what you need to review.

   | If you need to… | Select |
   | --- | --- |
   | View all activity types | **All** |
   | Review visits | **Visits** |
   | Review email activities | **Email** |
   | Review meetings | **Meetings** |
   | Review calls | **Call** |
   | Include archived activities | **Show archived activities** |

3. Read the activity's value in the **Status** column.
4. Identify the activity by comparing its **Title**, **Visitors**, **Activity purpose**, **Company**,
   and `Startdate` values.

![Read the activity list headers and status column.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/28fc35fa048657f4587675fe876d6adb.png)

![Choose an activity filter from the list.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/6a28be50580bece1bd14d11b2a4861db.png)

**Result:** The activity list is filtered to the work you need to review, and its current status is
visible in the **Status** column.

## Understand the activity status screen

The activity surfaces combine a list status with activity-specific fields. Visit and Call records
use separate **Priority** controls; both offer `High`, `Medium`, and `Low`.

| Activity surface | Field | Options or value rule |
| --- | --- | --- |
| Visit | **Priority** | `High`, `Medium`, `Low` |
| Visit | **Visit type** | `Project Meeting`, `Marketing`, `Technical Opening`, `Follow Up`, `Commercial Opening`, `Service Activities`, `Procurement` |
| Visit | **Start Date** | Required |
| Visit | **End Date** | Required; it cannot be earlier than **Start Date** |
| Call | **Priority** | `High`, `Medium`, `Low` |
| Call | **Call Use** | `Phone`, `Skype`, `Viber` |
| Call | **Start Date** | Required |
| Call | **Description** | Optional |

The activity list shows **Title**, **Visitors**, **Activity purpose**, **Company**, `Startdate`,
and **Status**. The activity list includes **Refresh**, **Table Layout**, **Settings**, and **Visit**.

The activity editors provide these fields:

| Activity | Field | Entry rule |
| --- | --- | --- |
| Visit | **Priority** | Required; choose `High`, `Medium`, or `Low`. |
| Visit | **Start Date** | Required. |
| Visit | **End Date** | Required; it cannot be earlier than **Start Date**. |
| Visit | **Visit type** | Optional; choose `Project Meeting`, `Marketing`, `Technical Opening`,
  `Follow Up`, `Commercial Opening`, `Service Activities`, or `Procurement`. |
| Call | **Priority** | Required; choose `High`, `Medium`, or `Low`. |
| Call | **Call Use** | Optional; choose `Phone`, `Skype`, or `Viber`. |
| Call | **Start Date** | Required. |
| Call | **Description** | Optional. |

When you create or edit a non-email activity, the editor provides **Save** and **Save and Close**.

The status controls are:

| Control | Available when |
| --- | --- |
| **Done** | A saved Visit or Call is **Overdue** or **Due**, and job changes do not block the action. |
| **Consider As Not Done** | A saved Visit or Call is **Done**, and job changes do not block the action. |
| **Cancel This Activity** | A saved, editable Visit or Call is **Planned**, **Overdue**, or **Due**. |
| **Undo Cancellation** | A saved, editable Visit or Call is **Cancelled**. |
| **Print Minutes Of Activity** | A saved Visit is open and job changes do not block the action. |

## Change an activity status

Use the status action that matches the activity's current status and your editing permission.

**Prerequisites**

- Open a saved Visit or Call.
- Check the current status in the activity record.
- Confirm that the activity is editable when the action requires it.

**Steps**

1. Select the action that matches the current activity status.

   | Current status | Select |
   | --- | --- |
   | **Overdue** or **Due** | **Done** |
   | **Done** | **Consider As Not Done** |
   | **Planned**, **Overdue**, or **Due**, when editable | **Cancel This Activity** |
   | **Cancelled**, when editable | **Undo Cancellation** |

2. Check the activity's **Status** value after the action.

**Result:** The activity remains available for the next status action supported by its current
status.

## Choose the applicable status branch

The status action depends on both the activity type and its current status. Use the matching branch
rather than selecting an action from another activity type.

For a saved Visit or Call, check the current status. For **Cancel This Activity** or
**Undo Cancellation**, confirm that the activity is editable. Then use the matching row in
[Change an activity status](#change-an-activity-status).

**Result:** You have the status branch that matches the activity type, current status, and edit
permission.

## When a status change goes wrong

Use the message on screen to choose the next action.

| Message | What to do |
| --- | --- |
| `This action is only allowed if you belong to that branch` | Open an activity belonging to a branch you can work with. |
| `One topic and at least one note is required` | Add one topic and at least one note before using the action that requires them. |
| `There is no topic to print` | Add a topic before selecting **Print Minutes Of Activity**. |
| `An error occurred while processing your request` | Review the activity details and try the action again. |
| `Your request was completed successfully` | Continue by checking the activity list or record. |
| `Forbidden characters detected. Please remove them and try again.` | Remove forbidden characters and repeat the action. |
| `Action not allowed` | Check the activity status and your permission before trying again. |

Messages owned by other pages are outside this activity-status procedure:

| Message | Continue in |
| --- | --- |
| `You already have a contact with this name` | Contacts |
| `Just '_'‘-''.' And '&' Characters Accepted` | Files |

## After checking or changing a status

After a status action, return to the activity's **Status** value before continuing. For broader
activity work, continue in [My Desk activities](doc:my-desk-activities). To add a new activity,
use [Create an activity](doc:create-activity). For task-based follow-up, use [Create a task](doc:create-task).

Use [Tasks and activities](doc:tasks-and-activities) for the combined work area.

![Confirm the status column in the activity list.](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/6a28be50580bece1bd14d11b2a4861db.png)

**Result:** You know where to continue with the activity or its related follow-up work.