To add an activity, right-click the Activity workspace and choose Add from the menu. Depending on the activity type you select, the appropriate screen displays.
Note: This menu also contains options for editing and deleting existing activities.
Use the Details tab to record the details of the activity you are adding.
Select the profile with whom this activity is associated.
Select the contact with whom this activity is associated. If you have already selected a profile, the associated contacts will display in the list box.
Select the person responsible for performing this activity. The field label depends on the activity type you have selected.
For Appointment activities, the user specified in the Responsible field must be authorized to perform Activity Synchronization. For details, see Maintaining Exchange Server Settings
Telephone Number/Location/Address/Script Code/Template Name
You may have to enter information in all or some of these fields, depending on the activity type you have selected.
Enter the date and time when the activity is to start.
End Time/Duration/All Day Event check box
Indicate the date and time when the activity is expected to be completed, or enter the duration. Select the All Day event check box if the appointment activity lasts all day. The field name displayed will depend on the activity type you have selected.
Select the Reminder check box if you want to set up a reminder alarm for the activity. Indicate the required options.
Send Reminder by E-mail
Select this check box and enter your e-mail ID if you want the reminder to be sent to your inbox.
Enter any comments related to the activity that you want to record.
Select the Priority, Categories, Reference, Organizer, and Status details for the activity. Select the Private check box if you do not want other users to have access to this activity.
Note: The Other Information and Associate It With options are available in the Further Details tab for E-mail type activity.
Associate It With
Click this button to display the Select Associates window. Through the Select Associates window, you can associate the activity to any other profile, contact, opportunity, campaign, installed base, or issue.
Note: This button is available in the Further Details tab for Appointment type activity.
An Appointment activity also has a section named Other Attendees. In this section, you can record the details of the users and contacts who may participate in the meeting for which you are setting up an appointment. Users refers to internal contacts or salespersons within the organization. Contacts are external contacts or customers who are invited for the meeting.
Appointment Details: Other Attendees
When you save an appointment activity, you are prompted to decide whether to send notifications to the attendees.
Yes. Choose this option to send notifications.
If the Send Appointment Notification window displays, choose the users and contacts to whom you want to send invitations by selecting the respective check boxes. Some user and contact names may appear non-updateable for any of the following reasons:
Invitations are sent to them directly through the Microsoft Exchange Server. For this to happen, Exchange Server integration with QAD CRM must be enabled.
E-mail IDs of the users and contacts are either missing or invalid.
When the appointment notification is sent out, the attendees who are not authorized for activity synchronization see the appointment in the Activity view in QAD CRM and can accept or decline it. Attendees who are authorized for activity synchronization additionally receive an invitation in Microsoft Outlook and can accept or decline the appointment in Microsoft Outlook, not in QAD CRM.
Note: The activity is not sent to Microsoft Outlook until the synchronization is performed.
No. Choose this option if you do not want to send notification now. You can send notification later by clicking the Send Appointment Notification button on the toolbar.
Use the History tab to record a transaction history for the activity. When you process activities, you create transaction history records. This tab serves to maintain records of those activities that have been processed.
Select the columns you want to display in the transaction history. You can also add notes for the records displayed.