Scheduling Activities

• Opening the Schedule a New Activity Window
• Scheduling a New Activity for a Single User that Does Not Recur
• Scheduling a Recurring Activity for Multiple Users
• Scheduling an Activity for Another User with RSVP
• Making Your Notes Private
• Scheduling an Activity to Appear on a Group Calendar
• Using the Contacts Button to Choose a Contact for Your Activity
• Attaching Your Activity to an Extended Profile using the Attach to Profile Button

Opening the Schedule a New Activity window

1. In the Account Summary window, Under the Activity menu, Select Schedule a New Activity.

Scheduling a New Activity

Below, you will find instructions for scheduling new activities. These scheduled activities will then show up on your Daily, Weekly, and Monthly Calendars as well as the Activity Logs for the Extended Profile record, Account, or Contact for which the activity is scheduled.

Scheduling a New Activity for a Single User that Does Not Recur

You will find, in the following, instructions for scheduling a new activity assigned to only one user that does not recur.

1. In the Category drop-down list, Select a category.





2. Click on the Date field to open the calendar.





3. Select the Date of your activity, then Press the OK button.





4. Select a Regarding from the drop-down list.





5. Select a User from the drop-down list.





6. Select an Activity Type from the drop-down list.





7. Set the Time of the Activity.
8. If you would like Winouch to alert you before the activity is scheduled to begin, check the Set Alarm box and set the time of the activity for 15 minutes before the activity actually begins.





9. Set the Priority of your Activity. Reserve urgent priorities, like High or Urgent or Act Now for critical activities. Otherwise they will lose their impact.





10. Enter the Duration of the Activity. Even if you don't know exactly how long the Activity will last, it is useful to enter an approximate duration for each of your activities. Doing so will help you to manage your time more efficiently.





11. In the Notes box, concisely enter information about the activity. Ideally, the information you provide should be enough that any member of your team could take over the activity if the person for whom it is scheduled becomes unavailable.





12. Press the OK button.

Scheduling a Recurring Activity for Multiple Users

This activity differs from the last one in two ways. First it is assigned to multiple users rather than just one. (Compare Step 5 in the two procedures.) Second, this activity recurs monthly, whereas the last occurred only once. (See Steps 12 & 13 in the following example. There are no parallel steps in the first example.)

1. In the Category drop-down list, Select a category.





2. Click on the Date field to open the calendar.





3. Select the Date of your activity, then Press the OK button.





4. Select a Regarding from the drop-down list.





5. Select User(s) from the drop-down list. To select more than one User, hold down the Ctrl key as you highlight each User.





6. Select an Activity Type from the drop-down list.





7. Set the Time of the Activity.
8. If you would like Winouch to alert you before the activity is scheduled to begin, check the Set Alarm box and set the time of the activity for 15 minutes before the activity actually begins.





9. Set the Priority of your Activity. Reserve High and Act Now for critical activities. Otherwise they will lose their impact.





10. Enter the Duration of the Activity. Even if you don't know exactly how long the Activity will last, it is useful to enter an approximate duration for each of your activities. Doing so will help you to manage your time more efficiently.
    
    
    
    
11. In the Notes box, concisely enter information about the activity. Ideally, the information you provide should be enough that any member of your team could take over the activity if the person for whom it is scheduled becomes unavailable.





12. Check the Recurring Activities box.





13. Select the number of times and frequency with which you would like this activity to repeat.



Note: This activity is now scheduled to occur on the 19th of each month for the next six months, i.e. 2/19, 3/19, 4/19, 5/19, 6/19, 7/19, and 8/19.





14. Press the OK button.

Scheduling an Activity for Another User with RSVP

If you schedule an activity for another user, you have the option of checking the RSVP box. If you do, the User you scheduled the activity for will not be able to change or clear the activity you assigned to them without you receiving notification in the form of an email.

Note: For the RSVP feature to work, the email addresses for all users involved must be saved as the Account-Contact Email address in Account ID 1, which should be your main company account.

1. Use the Account ID Search tab to search for Account ID 1.





2. Under the Contact menu of the Account Summary window, hover over Profiles, and select Edit Account-Contact Information.





3. Make sure that the email address in the Account-Contact Profile Email field is correct for both the activity's creator and its user(s).





4. Once you have confirmed that the Account-Contact Profile email addresses are correct in Account ID 1, simply check the RSVP box, as depicted in the screen shot below, to receive email notification of any changes made to the scheduled activity.






Note: If you are scheduling an activity for another user, be sure to include specific notes so that s/he can adequately prepare for the activity.




Making Your Notes Private

If the notes for a particular activity contain sensitive material, Wintouch gives you the option of making those notes private. If you check the Private Notes box, only you and those users with Administrator privileges will be able to see the notes for the activity.

• Check the Private Notes box to limit visibility of notes to you and those with administrator privileges.






Scheduling an Activity to Appear on a Group Calendar

Any activity you schedule will appear in the Daily, Weekly, and Monthly Calendars for that user, as well as the activity logs for the Extended Profile record, Account, or Contact for which it is scheduled. To make the activity appear on a group calendar, you must select one from the Group Calendar fields drop-down list. Activities that take place in shared spaces, like conference rooms, should be saved to the appropriate group calendar.

• In the Group Calendar field, select the appropriate group from the drop-down list.






Using the Contacts Button to Choose a Contact for Your Activity

The Contacts button allows you to select or change the Contact associated with an activity from either the Schedule a New Activity or Scheduled Activity windows. Instead of having to clear an activity that is associated with the wrong contact, you can simply edit the contact field value. When you Press the Contacts button, the Contacts window will open, allowing you to select a contact from those associated with the account.

1. In the Schedule a New Activity window, Press the Contacts button.





2. Select a contact from the list, then Press the Select button.





3. Verify that all fields are complete and correct, then Press the OK button.




Cancelling a Scheduled Activity

Open the Scheduled Activity window for the activity you wish to cancel by clicking on its row in the Daily, Weekly, or Monthy Activities or the Activity Log window.

1. To Cancel a Scheduled Activity, Press the Clear button in the Scheduled Activity window.





2. Press the Yes button in the dialog box to confirm.






Attaching Your Activity to an Extended Profile using the Attach to Profile Button

In many cases, the activities that you schedule will be related to an extended profile record. For example, activities related to a particular sale or incident should be related to a record in the sales history or incident log extended profile, respectively. Attaching your activity to a record in an extended profile is like storing it in a folder. It will allow you to easily look at the activities associated with that particular extended profile item, without having to look through all activities associated with the account or contact.

In the following procedure, we will attach multiple activities to an extended profile so that you can see how the process works.

The first activity we are going to schedule in this example has already occurred. Therefore, you should Complete a New Activity rather than Schedule a New Activity. Click here for insttructions on completing activities.

1. In the Account Summary window, Under the Activity menu, Select Complete a New Activity.





2. Complete the fields in the Complete a New Activity window, Press the Attach to Profile button, and Select the appropriate Extended Profile.





3. When the Extended Profile Listing window opens, Click to Highlight the record you want to attach your activity to, then Press the Select button.





4. When the Extended Profile Listing window closes, Press the OK button in the Activity window.




The next three activities are future events, therefore use the Schedule A New Activity feature.

5. In the Schedule An Activity or Scheduled Activity window, Press the Attach to Profile button, and Select the appropriate Extended Profile.





6. When the Extended Profile Listing window opens, Click to Highlight the record you want to attach your activiy to, then Press the Select button.





7. When the Extended Profile Listing window closes, Press the OK button in the Activity window.



8. In the Schedule An Activity or Scheduled Activity window, Press the Attach to Profile button, and Select the appropriate Extended Profile.





9. When the Extended Profile Listing window opens, Click to Highlight the record you want to attach your activiy to, then Press the Select button.





10. When the Extended Profile Listing window closes, Press the OK button in the Activity window.



11. In the Schedule An Activity or the Scheduled Activity window, Press the Attach to Profile button, and Select the appropriate Extended Profile.





12. When the Extended Profile Listing window opens, Click to Highlight the record you want to attach your activity to, then Press the Select button.





13. When the Extended Profile Listing window closes, Press the OK button in the Activity window.




The incident in this example has been resolved with four activities, and all of those activities have been linked to the incident record in the incident log extended profile. Now, let's look for them in the activity log for the incident record.



14. Open the Incident Log Extended Profile by clicking on the Incident Log icon.





15. In the Incident Log window, Click to Highlight the incident, then Press the Activity Log button.






You can see the activities related to this incident in its Activity Log. The initial call-in activity was completed,. so it shows up in the Completed Log. The other three, not yet complete, activities show up in the Scheduled Log.



16. To open any activity, Double Click on it.






Complete your activities as they occur.



17. To complete a scheduled activity, Double Click on its row to open it, then Press the Complete button. Click here for instructions on Completing Activities.






Once you have completed the Activities associated with this incident, you will find them listed in the Completed Log.



18. To open any activity, Double Click on it.






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