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  •     QAD Glossary

  • Activity Management
    This chapter provides an overview of managing activities. It then covers the management of Opportunities Activities, Tasks, Emails, and Letters.
    Activity Management - Overview
    In this chapter you learn how to communicate with your Profiles, Contacts and Internal Contacts using Exercise – Managing Opportunities Activities, Tasks, Emails, and Letters in QAD CRM.
    Learning Objectives
    By the end of this chapter, you will be able to do the following
    Describe Activities and Tasks.
    List the Activity Types.
    Add and process an Activity.
    Add a Task.
    Synchronize Activities and Tasks
    Describe a Contact Note.
    Explain how to send Email.
    Synchronize Emails.
    Explain how to send a Letter.
    Activity Calendar
    The QAD Customer Relationship Management (QAD CRM) Application describes Activities as business related activities and Tasks as “to-do’s” that you can assign to yourself or others. You can schedule both for a particular date, but Activities such as Appointment and Telephone also have due time. Tasks have a due date but not a time.
    Accessing Activities and Tasks
    The Activities Module ensures that your sales and marketing teams always have the relevant customer, market, and sales information at their fingertips. This module is available in both Sales Management and Marketing Management: Main Menu | Sales Management | Activities or Main Menu | Marketing Management | Activities.
    When you choose Activities from the application menu, the Activities calendar displays in the left portion of the workspace. The calendar display is defined by the view you select - Day, Week, Work Week, Month or All.
    The Task Area is not displayed in the All View. The All View displays all activity records, irrespective of the day, week, and month in a list that can be filtered as there can be a great many records.
    To further clarify your results, the All View also utilizes a strike through format for those activities that have already been processed and activities are color coded according to the default settings. For instance, red color indicates overdue activities and blue color is for high-priority activities.
    Note: The All View does not display the Task Area or the calendar.
    You can integrate the QAD CRM Calendar with Microsoft Outlook. Integration with Lotus Notes is scheduled for a future release.
    Adding Activities
    There are many ways to add an activity including:
    Right-click in the Activity Tab Window from the Profile, Contact, or Opportunity Records.
    Right-click in the Calendar from the Activity Module.
    Use the Add an Activity from the QAD CRM Toolbar.
    The Activity Type Dropdown will display a list of activity types: Telephone, Appointment, Letter, Email or Script.
    The Telephone and Appointment types appear in all of the Calendar Views and the Activity Tab on the Profile, Contact and Opportunity Records. The Letter and Email types appear on the All View in the Calendar and the Activity Tab for the Profile, Contact and Opportunity Records. Scripts have their own tab on the Profile and Contacts Records.
    Note: We will discuss Scripts in a later chapter.
    Steps - Adding an Appointment
    Let’s add an Appointment together and discuss the fields and processing.
    Your customer Margaret Smith at Medical Supply Company would like a demonstration of the new product line. She is free next Tuesday from 1:00 p.m. until 3:00 p.m. and would like you to come to her offices. Create an appointment and invite Barry Whitehead a CSR with your organization.
    Navigate to the Medical Supply Company Profile and select the Activity Tab.
    Right-click in the Activities Tab and select Add |Appointment.
    The Appointment Screen opens to the Appointment Detail Tab. The Profile, Contact, and Responsible fields are filled. The Contact field contains the default contact - Margaret Smith. If you wanted another contact you would have to choose Select Contact.
    Although the Location Field has a drop-down list associated with it, you can also type in a value. Type in Medical Supply Company.
    Contact Time Zone, Organizer and Priority are filled in.
    Add the Categories of Key Customer and Strategies for reporting purposes.
    You could mark this is a Private Meeting by selecting the Private Checkbox but for this meeting that would not be appropriate.
    Click the Further Details Tab and add the User Barry Whitehead.
    Save the appointment. Do NOT notify the attendees now as we are not integrated to a mail server in this environment. When appointment notification is sent out to internal users it is reflected in their activity calendar.
    View the new appointment in the Activities Calendar, Profile, and Contact. Select the All Activities View (if the appointment does not appear, select File | Refresh and try again).
    Right-click the Appointment in the All View, choose edit and change the priority to A-High. Save.
    Notice that the Appointment changes color to blue based on its priority.
    Steps - Processing an Appointment
    After creating a telephone or appointment activity you are required to process it either on or before the scheduled date. When you process an activity you document what happened and next steps. You can even create a follow-up activity. When you process activities, you create transaction history records.
    You just returned from the Demonstration with Margaret and her team. They were quite impressed with the new products and would like you to return next week for another presentation this time to Margaret’s manager. Let’s set the new presentation up and record our results.
    Navigate to the Appointment and double-Click to open.
    Update the Contact Notes, Outcome and select Follow-up Activity to create another demo.
    Save the new appointment.
    Open the appointment and check the appointment history.
    Note: You can also Process the appointment by right-clicking the appointment, and selecting Process from the menu. Opening the appointment or right-clicking on the appointment will take you to the Process Activity Screen.
    Exercise - Adding / Processing an Appointment
    Complete the following hands-on exercise to test your knowledge on how to add and process an Appointment.
    Hands-on Scenario
    Every month you meet with your top customers. Set-up a lunch appointment with Ann Blake of Electronics Mart. During lunch Ann mentions that she wants to talk with the Product Manager and ask him some questions about the future of the products - create a follow-up.
    Create a lunch appointment.
    Process the appointment.
    Create a follow-up activity - a conference call with the Product Manager. Please note that you need to set-up a telephone activity.
    Bonus Question How to you view all of your team’s open activities.
    Task Management
    Tasks are “to-do’s” that you can assign to yourself or to others in your team through the Activities Module. Tasks assigned to you display in the Task Area on the Activities Calendar. Tasks assigned to others display on their Activities Calendar. You can view all Tasks created by you by selecting the correct Task View.
    Tasks records have different views. Right-click the Task Area to select the required view from the options.
    You can select the number of Tasks you want to display by selecting the Options button available just below the Tasks area in the workspace.
    You close a Task by selecting the Check Mark next to it. Closed Tasks are displayed with strike-through text.
    You can associate a Task with a Profile, Contact, Opportunity, Campaign, Installed Base or Issue. When you associate a Task to a record, you are allowed to open the associated record from the Task. The Task does not appear on the record.
    Note: Task Email Reminders functionality is disabled in the training environment but can be used if your production environment is integrated with Microsoft Outlook (
    Steps - Adding a Task
    Tasks are added by Right-clicking in the Task Area of the Activity Calendar. Let’s add a Task together.
    In reviewing the new product features you believe some of your customers can benefit from the new release. There are benefits in giving one presentation vs. many. Create a Task to review your accounts and associate the Task with those Customers that should attend the presentation.
    Main Menu | Sales Management | Activities.
    Choose the Calendar Day View from the Application Toolbar.
    The Task Area displays in the lower right-hand corner. Right-click and choose Add from the menu.
    The Task Detail Screen displays. There are five (5) required fields: Subject, Responsible, Start Date, Priority, and Status. Responsible, Start Date, Priority and Status are pre-populated with default values. Enter the following:
    Subject = New Feature Release Review
    Responsible = Default (Your User ID) You can assign to another User in this field
    Due Date = Choose a Future Date
    Start Date = Default Today’s Date (click the check mark)
    Comments = New Feature - Customer List
    Priority = Change to A-High
    Status = Change to Open
    Associate it With = Acme Steel, Auto Manufacturing
    Save the Task. The Task displays in the color blue as it has a Priority of A-High.
    Exercise - Adding a Task