Automated Activity Templates

Automated Activities are a great way to ensure that a prescribed set of tasks are completed consistently following a key trigger (such as a Project being won or a new user being added to CMap). 

The Automated Activity Template tool enables you to set up templates of Activities for Companies, Contacts, Leads and Users. For example, a New Starter Checklist could be created and used each time a new user is added to CMap.

In this article, you’ll learn how to:

  • Create an Automated Activity Template
  • Build up a list of Activities
  • Edit an Activity Template
  • Archive Automated Activity Templates

Create an Automated Activity Template

1. From your Dashboard, head to CMap's Admin area by clicking on the icon, found on the right-hand side of the page.

2. Under the heading TEMPLATES, click Automated Activity Template.

3 Select the appropriate Office from the drop-down list at the top of the page.

4. Click  on the right-hand side of the page. A pop-up box will appear. Here you can add the following:

  • Type the name of the template into the Name Field.
  • Select the Type of template from the drop-down list. Template Types are where your template will take effect, you should have the option of either Project Templates or HR Templates (if you use CMap's HR Module).

You can add as many templates as you wish, but we recommend that you carefully name each one, so they are easily recognisable to anybody when they come to use them.

Build up a list of Activities

Now that you have created a Template, you can start to build up the Activities you want to trigger when this template is applied.

1. Head back into the Automated Activities Templates Tool. A list of your Templates will appear.
The most recently added template will appear at the bottom of the list.

2. Click the name of the Template and this takes you through to a page where you can start to decide which Activities you want to trigger.

3. Click  and a pop-up box will appear. Here you can add the following information:

Field

Description

Activity

Name the Activity in the first text box.

Notes

This may be a description of what needs to be done.

Note: This is an optional field.

Start Date Offset

How many days after the trigger point this Activity should be completed.

Duration

How many days the responsible person must complete this Activity.

Responsible for Type

Choose one of two things:

Named Person: Select a named person from your CMap user list to be responsible for the activity.

Role: Choose a role from the Project to be the responsible person for the activity, so this could be the Project Manager, Co-Pilot, or the Owner.

Responsible

Select the appropriate CMap user from the drop-down list.

Category

Select what kind of activity the activity should be.

4. When you have completed the above fields, click Save.

You can keep adding your Activities to this list by repeating Steps 3-4.  This will then become a template of Activities to be performed whenever the Activity Template is selected in CMap by a User.

Edit an Activity Template Name

1. From your Dashboard, head to CMap's Admin area by clicking on the  icon, found on the right-hand side of the page.

2. Under the heading TEMPLATES, click Automated Activity Template.
3 Select the appropriate Office from the drop-down list at the top of the page and a list of your Automated Activity Templates will appear.
4. Find the Template you would like to edit and click the  icon at the end of the row. A pop-up box will appear. Here you can change the Template name.

5. Now click Save to store your changes or Cancel to return to the list of Activity Templates.

Edit an Activity Template

1. Head back into the Automated Activities Templates tool. Find the Template you wish to edit and click on its name.
2. Find the Activity you wish to edit from the list and then click on the icon found at the end of the row.
3. Now make the necessary changes to the following fields:

Field

Description

Activity

Name the Activity in the first text box.

Notes

This may be a description of what needs to be done.

Note: This is an optional field.

Start Date Offset

How many days after the trigger point this Activity should be completed.

Duration

How many days the responsible person must complete this Activity.

Responsible for Type

Choose one of two things:

Named Person: Select a named person from your CMap user list to be responsible for the activity.

Role: Choose a role from the Project to be the responsible person for the activity, so this could be the Project Manager, Co-Pilot, or the Owner.

Responsible

Select the appropriate CMap user from the drop-down list.

Category

Select what kind of activity the activity should be.

4. If you are happy with the changes, click Save or press Cancel to return to the Activities list.

Archive Activity Templates

To remove any Activity Templates or their associated Activities that are no longer required, simply click the  icon and a pop-up box will appear. You will be asked to confirm that you wish to archive the template or activity. Click Yes to remove it, or Cancel to return to the previous page.

Hey presto! You should now be able to create new Automated Activity Templates that CMap Users can use to guide them through set Activities. To ensure these templates are fit for purpose, you can also edit  them or archive any that are no longer required.

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