We’ve upgraded Activities and moved them to their own page, which you can find in the sub-menu bar.
Creating New Activities
You can add Activities in a multitude of pages within CMAP, so the first thing to consider is where you should add the activity.
For example: If the activity is just a general note against a contact and not related to any project, you will want to add it via the Contact Details page; whereas if the activity relates to a specific project, you will want to add it via the Project Details page so that it is intrinsically linked to the project.
To add a new activity, click the New button in the top left-hand corner.
You are then able to an Individual Activity or Add From a Template.
Adding an Individual Activity
Click Add an Activity and the Add an Activity pop-out will appear, prompting you to complete the following fields:
- Activity– Provide a short description of the activity e.g. “Call to see what they thought of proposal”
- Notes – If required, more detailed notes can be recorded.
- Attachment – If relevant, browse and upload a file, such as a proposal, email, spreadsheet, etc.
- Responsible – Set a responsible individual for the activity (this defaults to you, but you can set activities for other users and use the My Delegated Activities dashboard to monitor them)
- Contact – Select a contact at the company to relate the activity to (this option will only appear if relevant)
- Start Date – Set a date for your activity to start from.
- Due Date – Set a date for your activity to be completed.
- Category – Set what type of activity it is e.g. Telephone Call, Meeting, Email, etc.
- Status – Set whether it’s an Open (i.e. waiting to be actioned) or Completed activity
Once completed, click Save.
Adding Activities From a Template
To add an activity from a template, click Add From a Template and the Add Activities From a Template pop-out will appear, prompting you to set a start date and to select the pre-defined template of Activities that you wish to apply.
Click Save and the list of Activities will automatically appear.
You are only able to Edit and Delete an activity if you are the person that created the activity or the person that the activity was delegated to.
There is however a new security permission within Security Groups which will enable you to override this.
The Global Activity Edit permission will allow users with this permission ticked to edit/delete activities which are not theirs or delegated to them.
The Activities Grid can be filtered to allow you to refine your view.
The search bar along the top of the grid not only allows you to search but also select filters
Such as the Category of the Activities
Or to refine the Activities Start Dates
You are also able to Sort your Activities, so for example you can see which Activities are close to their Due Date.
The Actions Menu can be found in the top left-hand corner of your screen. If you click on the Action Menu, a list of options will appear.
You can move the dates of the Activities individually or in bulk. Just select which activities you wish to move by ticking the box on the left-hand side of the activity, or alternatively to bulk update all activities, select the tick box in the search bar.
Once you have selected the activities you wish to move, click on Move Dates in the Actions Menu and the following box will appear.
Add the number of days you wish the activities to be moved by (this can also be a negative number to move the dates backwards) and click save.
Update Responsible Person
Updating the person the Activities are allocated to works in the same way as Move Dates. You can select individual activities or bulk update.
Highlight the Activities that you wish to update, and select Update Responsible Person from the Actions Menu. The following box will appear.
Simply select the person you wish to transfer the task to and click Save.
Mark as Complete
This feature also works in the same way as Move Dates and Update Responsible Person. Select the Activities you wish to complete, this can be one or multiple, and click on Mark as Completed in the Actions Menu.
The following box will appear to confirm that you are sure that you want to mark the activities as completed.
Click Yes and the update will be made.
You can view your Activities in Gantt format. From here you have the ability to update start/end dates by dragging and dropping the bar across the calendar and also change your view to show in a Daily, Weekly and Monthly format. You can also update the dates by clicking on the dates next to the activities descriptions to reveal a calendar control.
You can also Export the Activities Gantt view into Excel. Click on the Actions Menu and select Export
You will then be given the option to download the Daily, Weekly or Monthly view.
Activities can also be viewed in a calendar format by clicking on the Calendar option in the middle of the screen.
You are also able to click into each Activity and see an overview
My Activities Dashboard
Your My Activities Dashboard can be viewed in Grid format….
Or Calendar format
You can also add Personal Activities, for example ‘Remember to buy a pint of milk on the way home’. Personal activities can only be viewed by yourself.
Automated Activity Templates
For more information on Automated Activities please refer to the dedicated Knowledge Base article.
You now have the ability to manage the list of activity categories yourself. This can be done using the Dropdown List Options admin tool.
For more information on the Dropdown List Options admin tool please refer to the dedicated Knowledge Base article.
Status Update Emails
If you have open Activities, CMAP will send you a Status Update Email which details how many activities you have due today, how many new activities have been assigned to you within the last 24 hours and how many overdue activities you have.
The email will also provide you with a handy link which will take you straight to your CMAP Dashboard, allowing you to see a full breakdown of your Activities.
Just click on the Go To Your CMAP Dashboard link.