# Record activities from My Desk

Use the standalone **Activities** tab to review sales follow-up across jobs or add a Visit,
Meeting, or Call. For work tied to one sales job, continue in
[Sales job activities and files](doc:sales-job-activities-and-files).

## Record activities from My Desk

An activity records sales follow-up across jobs so you can review visits, meetings, and calls
from one workspace.

| If you need to… | Go to |
|---|---|
| Review activities across jobs | [Find and review activities](#find-and-review-activities) |
| Narrow the all-job list | [Filter the activity list](#filter-the-activity-list) |
| Add a Visit, Meeting, or Call | [Add a Visit, Meeting, or Call](#add-a-visit-meeting-or-call) |
| Choose the right activity form | [Choose the activity type and handle its differences](#choose-the-activity-type-and-handle-its-differences) |
| Resolve a validation or action message | [When activity work goes wrong](#when-activity-work-goes-wrong) |
| Work with activities for one sales job | [Sales job activities and files](doc:sales-job-activities-and-files) |
| Understand activity statuses | [Activity status](doc:activity-status) |

## Before you start

The standalone activity workspace is available when your organisation includes the Activities
subscription and you are not a principal user.

Prerequisites

- Open **My Desk**.
- Confirm that **Activities** is available as a tab.
- Have the information for the activity ready before you open its form.
- For a Visit, prepare the title, **Priority**, **Start Date**, and **End Date**.
- For a Meeting, prepare the title, **Priority**, **Start Date**, and **End Date**.
- For a Call, prepare the title, **Priority**, and **Start Date**.

Use the activity-specific fields listed in [Choose the activity type and handle its differences](#choose-the-activity-type-and-handle-its-differences).

## Find and review activities

The activity list is the all-job view of recorded sales follow-up. Its visible headers identify the
information available for review, and each row can expose actions for opening or deleting an activity.

Prerequisites

- You are on **My Desk**.
- **Activities** is available.

Steps

1. Select **Activities**.
2. Read the activity rows under the visible headers.

   ![Activity list with its visible filters and column headers](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/f194584d63927f3c2ee6fb020d32321d.png)

3. Select **Open** for an activity you are allowed to view.
4. To remove an activity you own, select **Delete**.

**Result:** The activity list is open for review, or the selected activity opens in its activity view.

The list currently draws **Title**, **Visitors**, **Activity purpose**, **Company**, `Startdate`,
**Status**, and **Importance**. Work from the headers visible in your list when the columns differ.
Use **Refresh**, **Table Layout**, and **Settings** in the activity list toolbar.

## Filter the activity list

The activity filters let you review one activity type or include archived activities without leaving
the all-job list.

Prerequisites

- The activity list is open.

Steps

1. In the activity-type filters, select the view that matches what you need to review.

   | If you need to… | Select |
   |---|---|
   | Review every activity type | **All** |
   | Review visits | **Visits** |
   | Review email activity | **Email** |
   | Review meetings | **Meetings** |
   | Review calls | **Call** |

2. Select **Show archived activities** when archived activity records are part of your review.

   ![Activity filters above the all-job activity list](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/e8db9011e06f3a16d8c8accd4dee2508.png)

**Result:** The activity list displays the filter view you selected.

## Add a Visit, Meeting, or Call

Use an activity form when you need to record sales follow-up from the all-job My Desk workspace.

Prerequisites

- The activity list is open.
- You know which activity type describes the follow-up.
- You have the required information listed in [Before you start](#before-you-start).

Steps

1. Select the unlabeled plus icon beside the **Activities** tab.
2. Select one activity type.

   | If you are recording… | Select |
   |---|---|
   | A visit or site contact | **Visit** |
   | A scheduled discussion | **Meeting** |
   | A telephone follow-up | **Call** |

3. In the form, select **Priority**.
4. Enter the title for the selected activity type.
5. Complete the type-specific fields listed in [Choose the activity type and handle its differences](#choose-the-activity-type-and-handle-its-differences).
6. Enter **Start Date**.
7. For a Visit or Meeting, enter **End Date** no earlier than **Start Date**.
8. If the form displays **Reminder**, set the reminder for the saved activity.
9. Choose how to finish saving the activity.

   | If you need to… | Select |
   |---|---|
   | Save and keep the form open | **Save** |
   | Save and close the form | **Save and Close** |

**Result:** The selected activity form has been completed and submitted with the values you entered.

## Choose the activity type and handle its differences

Visit, Meeting, and Call are three activity types for different kinds of sales follow-up; choose the
one that matches the work you are recording.

Prerequisites

- The activity type has been selected.

Steps

1. Review the fields for the selected activity type.

   | Activity type | Complete these fields |
   |---|---|
    | **Visit** | **Priority**, **Visitors**, **Start Date**, **End Date**, and **Visit type** |
    | **Meeting** | **Priority**, **Start Date**, and **End Date** |
    | **Call** | **Priority**, **Call Use**, **Start Date**, and **Description** |

2. For an existing activity, use **Reminder** when it is displayed for the saved activity.
3. Use the activity's edit-only tabs when the activity has already been saved.

**Result:** You know which fields apply to the selected activity type and which saved-activity controls are available.

The add menu offers **Visit**, **Meeting**, and **Call** for this workspace. Use one of these three
choices when you add an activity.

## When activity work goes wrong

Use the message text on screen to identify the correction needed.

| What you see | What it means | What to do |
|---|---|---|
| `Priority is required` | **Priority** is empty. | Select **Priority**. |
| `Title is required` | The activity title is empty. | Enter a title. |
| `Start Date is required` | **Start Date** is empty. | Enter **Start Date**. |
| `Date is required` | The Call date is empty. | Enter **Start Date** on the Call form. |
| `This action is only allowed if you belong to that branch` | The action is restricted to the activity's branch. | Use an activity belonging to your branch. |
| `One topic and at least one note is required` | Completing the activity requires a topic and a note. | Add one topic and at least one note before completing it. |
| `There is no topic to print` | The activity has no topic available for printing. | Add a topic before using the print action. |
| `An error occurred while processing your request` | The requested activity action did not complete. | Review the activity and retry the action. |
| `You are about to delete this activity, are you sure?` | PAMS is asking you to confirm the deletion. | Continue only when you intend to remove the activity. |

**Result:** The message identifies the correction or the page that owns the related work.

### Out of scope messages

These messages belong to the owning pages listed below.

| Message | Owning page |
|---|---|
| `Your request was completed successfully` | Record activities from My Desk |
| `Forbidden characters detected. Please remove them and try again.` | General error messages |
| `Action not allowed` | Record activities from My Desk |
| `You already have a contact with this name` | Contact record |
| `Required Receiving Date` | Record payment |
| `This field is required` | Contact record |
| `Invalid input. The value must be greater than 0 and cannot exceed 999,999.00` | Sales job record |
| `Invalid input. Please enter a non-negative value` | Sales job record |
| `An account with this name already exists` | Accounts |
| `Error: Vendor not saved yet` | Accounts |
| `Error: Client not saved yet` | Accounts |
| `This Field Is Required` | Accounts |
| `Custom fields saved successfully` | Sales job record |
| `Job updated successfully` | Sales job record |
| `Job deleted successfully` | Sales job record |
| `Job regretted successfully` | Sales job record |
| `Job cancelled successfully` | Sales job record |
| `Job missed successfully` | Sales job record |
| `Job reactivated successfully` | Sales job record |
| `Converted to offer successfully` | Sales job record |
| `Converted to inquiry successfully` | Sales job record |
| `Error saving custom fields` | Sales job record |
| `Cannot be un-delivered — a due invoice already exists` | Sales job record |
| `All offers must be in draft status to revert to inquiry` | Sales job record |
| `A project with this name already exists` | Sales job record |
| `Please save opened inquiry first` | Sales job record |
| `All inquiries must be in draft stage to revert to potential` | Sales job record |
| `Please enter action for each milstone` | Sales job record |
| `Please save opened cost sheet first` | Sales job record |
| `Booked quantity for this job is greater than the required BOM quantity` | Bill of materials |
| `You cannot edit or delete the product after the purchase package is created` | Bill of materials |
| `Cannot be deleted. Product is in purchasing` | Bill of materials |
| `You cannot edit the product after the PO is created` | Bill of materials |
| `This product is already included in BOM` | Products |
| `The first variant cannot be deleted` | Products |
| `An error occurred while connecting to your CRM system.` | Products |
| `Please select one product` | Products |
| `Required Receiving After` | Purchase job information |
| `Package must have at least one item` | MRQ record follow-up |
| `You cannot save without adding at least one product` | MRQ record follow-up |
| `Please enter at least one email` | Purchase job record |
| `Inquiry must have at least one item` | Purchase job record |
| `Offer must have at least one item` | Purchase job record |
| `Order must have at least one item` | Purchase job record |
| `Items labeled as ‘Ready for Shipment’ or ‘Delivered’ cannot be deleted` | Purchase job record |
| `Please select one or more items to create a RFQ.` | Purchase job record |
| `Required Offer Type` | Purchase job information |
| `Required Bid Due Date` | Purchase job information |
| `Error loading accounts` | Delivery notes |
| `Serial you have entered already exist and belong to same manufacturer` | Reference list data |
| `There is error in serial you have entered` | Reference list data |
| `Minimum: At least one serial` | Reference list data |
| `LG has one or more extensions or deductions and cannot be reverted to the requested stage` | L/G lifecycle |
| `Please choose a date after the current expiry date` | L/G lifecycle |

## Continue with job-filtered activity work

The standalone My Desk list covers activities across jobs. Use the sales-job activity page when you need
to review or manage activities in the context of one sales job.

**Result:** Continue with [Sales job activities and files](doc:sales-job-activities-and-files) for
job-filtered activity work.