Activities and attachments on a sales job

Activities and attachments on a sales job

Activities are the visits, meetings, and calls that belong to a sales job. Attachments are files associated with that same job so related work stays together. Both are available after the sales job is saved.

Before you start

Prerequisites

• Have a saved sales job.
• Have access to the Activities module and the attachment area. The Activities tab is unavailable to principal users, and Attachment is disabled for principal users.
• Have the activity title, priority, dates, and any visit or call details ready.
• Have the file and its file name ready when you need to associate supporting material.

The activity editor requires Priority, Title, Start Date, and End Date for visits and meetings. Calls also require Priority, Title, and Start Date. End Date cannot come before Start Date. Visit type, Call Use, and Description are optional where they appear.

Note: The Attachment tab appears after you save the activity.

Attach File is available when the related record exists and is editable. The Activities tab requires its subscription; the add control also requires the current Activities tab, the same branch, no input-driven record, and new-activity permission.

Find the sales job and open related work

A sales job is the saved workspace for one job and its related work.

Prerequisites

• Know which saved sales job you need to open.

Steps

1. Open the saved sales job from Find sales job work.

2. Select Activities to work with visits, meetings, and calls.

3. Select Attachment to work with files associated with the sales job.

4. In the activity list, select the filter that matches the work you need to review.

   If you need to review…	Select
   Every activity	All
   Visits	Visits
   Email activity	Email
   Meetings	Meetings
   Calls	Call
   Archived activity	Show archived activities

Result: The sales-job workspace shows the related-work area you selected.

Selecting an activity row opens that activity in a new tab. A non-mail activity also has Delete when the owner check passes.

Understand the activities and files surfaces

The Activities area lists work related to the sales job; the Attachment area lists files related to the same record.

The activity list uses these columns:

The attached-file list uses File name, Category, Tags, Size (B), and Modified. The file library uses Name, Type, Tags, Modified, and a size column without a label. An empty activity list displays No data and Count: 0.00. When no files are available, the attachment list displays No Files; while it loads, it displays loading....

Record a visit, meeting, or call

A visit, meeting, or call records a piece of follow-up work against the current sales job.

Prerequisites

• Open a saved sales job.
• Open Activities.
• Have the details for the activity ready.

Steps

1. In the Activities tab, select the add control.

2. Choose one activity type from the activity choices.

   If you need to record…	Choose
   A visit with the customer or another participant	Visit
   A scheduled meeting	Meeting
   A phone call	Call

3. Enter the required and optional information for the activity.

   Activity	Required fields	Optional fields
   Visit	Priority, Title, Start Date, End Date	Visit type
   Meeting	Priority, Title, Start Date, End Date	—
   Call	Priority, Title, Start Date	Call Use, Description

4. Set End Date on a visit or meeting to the same time as, or later than, Start Date.

5. Select Save to keep the activity open.

6. Select Save and Close to save the activity and close its editor.

The add control is available only when Activities is selected, the job is in the same branch, the page has no input-driven record, and you have new-activity permission. After a save event, the activity list reloads and the creation popup closes.

Result: The activity is saved in the sales-job activity list. The saved activity can expose the Attachment and Last Modifications tabs.

Attach and manage supporting files

Supporting files preserve the documents that belong with the sales job.

Prerequisites

• Open a saved sales job or a saved activity with an editable related record.
• Have the file ready to upload, or know which existing file to associate.

Steps

1. Select Attachment.

2. Select Attach File.

3. For a new upload, enter the file information.

   If you are completing…	Enter or select
   A file upload	File Name and Links
   A new library	Library name
   An attached-file category	Category

4. Choose the action for the selected file.

   Action	When to use it
   Link	Associate an existing file from the file library.
   Open	Open a selected file from the file library.
   Download	Download a selected file.
   Add/Remove tags	Change the tags on a selected file.

5. Select a file name in the attachment list to download it.

6. Select the file's Category value to set or change its category.

Result: The file is associated with the sales job and appears in the attached-file list.

Handle activity status and activity choices

An activity status tells you where the visit, meeting, or call is in its planned work.

Prerequisites

• Open an existing activity from the sales-job activity list.
• Use an editable activity when the action requires editing permission.

Steps

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

   When the activity is…	Select
   Due or Overdue	Done
   Done	Consider As Not Done
   Planned, Overdue, or Due and editable	Cancel This Activity
   Cancelled and editable	Undo Cancellation
   An existing activity whose minutes you need	Print Minutes Of Activity

2. Select Show archived activities when you need to include archived activity records.

3. Select Delete for a non-mail activity when you are the owner and the activity belongs to your branch.

Result: The activity list reflects the status or list choice you selected.

When an activity or file action fails

The message on screen identifies whether to correct the activity details, access, or file input.

Steps

1. Choose the correction that matches the message on screen.

   Message	Correction
   Action not allowed	Review the available status action.
   Your request was completed successfully	Continue after the requested activity or file action finishes.
   This action is only allowed if you belong to that branch	Use an activity in your branch.
   One topic and at least one note is required	Enter a topic and note in the activity.
   There is no topic to print	Add a topic before selecting Print Minutes Of Activity.
   Just '_'‘-''.' And '&' Characters Accepted	Remove the characters that the field does not accept.
   Forbidden characters detected. Please remove them and try again.	Remove the forbidden characters.
   A required field is empty	Enter the empty field, such as Priority, Title, or a required date field.
   End Date is earlier than Start Date	Correct the date range.

Result: The corrected activity or file action is ready to complete.

Out of scope

After you record the activity or attach the file

The sales job keeps its related activities and files together. Return to Activities to review the activity list, or return to Attachment to review and download an associated file. A saved activity can also expose Last Modifications for its record history.

For other work, continue with Find sales job work, Create an activity, Activity status, or Libraries and files.