Activities

The activity comes into being as the result of work with the partner, contact persons and documents. The book summarizes all the events regardless of the fact whether they relate to the partner, contact person or document. Activities in books can exist as superiors, event. subordinates (these are subordinate to another activity).

Activities list can be viewed on page 0. Flag in K column is visible in case comment exists to given activity. Flag in column M is visible in case of multiactivity.

Picture: Activities book

You can submit the activities by the following three ways:

From the Partner card – as the new one (by Shift+F6) or inferior one (on the 2nd page by Ctrl+F6),
From the Contact Person card – as the new one (by Shift+F6) or inferior one (on the 2nd page by Ctrl+F6),
From the Opportunities card – as the new one (by Shift+F6) or inferior one (on the 2nd page by Ctrl+F6),
From the Campaigns card – as the new one (by Shift+F6) or inferior one (on the 2nd page by Ctrl+F6),
from the documents of K2 card (invoices in and out, received and provided advances, sales orders...) and that on theirs 1st page in the Activities tab.
Directly in the book of Activities – as the new one (Ins), as the copy of the existing one (F6) or as the inferior one (Ctrl+F6).

Card of Activity

Basic Data (page 1)

Picture: Activities - 1st page (an inferior activity)

Description of Fields:


Type	Type of activities (defined by user). You can sort the activities by their type so that you can find out how many agreements have been made, how many opportunities have been sent, how many meetings have been realized or similar.
Document	Document (received invoice, advanced payment, sales order...) that is assigned to activity. Type of document is selected and appropriate book will be offered by pressing Document button.
Specification	Activity specification (description). Specific codebook exists for individual activity type.
Superior activity	The field is automatically filled if the superior activity exists (otherwise the field is empty).
Name	Brief activity description, what the activity relates to.
Number	The activity number that is preset automatically by the programme.
From	The date and time of the activity initiation. The current date and time is automatically filled in with the activity creating.
To	The date and time of the activity termination. It is preset to the value of 00.00.0000.
Contact person	Contact person which has been communicated with regarding this offer. After you select the contact person, the Partner field will be automatically pasted if it is submitted on the contact person card.
Next	Via Next button we can add other Contact Persons with Partners to activity. Button has menu offer to simplify selection of Contact Persons: Partner’s Contact Person - filter of contact persons, which are assigned to Partner selected in Activities card, displays. Name of partner , with whom the person is connected, will be displayed at selected contact person. Company's Contact Person - filter of contact persons, which are assigned to own company, displays. Contact Person - list of all Contact Persons displays. Name of partner, defined as main for this person, displays at selected contact person. After pressingNext button list of Contact Persons with Partners, which are assigned to activity, displays. Main contact person is marked with icon By double-clicking left mouse button at Contact Person with Partner we can edit the record. Number next to Next button displays number of other contact persons assigned to activity.
Partner	Partner with whom the activity was discussed. If partner is filled, then list of all contact persons, which are assigned tothe partner, is offered in Contact Person field (choice of contact persons is displayed).
Campaign	If the activity is related to any campaign, fill in the appropriate campaign to this field.
Opportunity	Binding the activity with Opportunity.
Resp. person	The person from “our“ firm who realized the activity.
Estimated implementation	Expected data that lead to activity implementation. Current activity data are visible in the card. Related fields are accessible in case opportunity exists for the activity.
		Probability	Percentage of business deal.
		Date	Expected business implementation.
		Capacity	Supposed capacity (amount) of business.
Status	Activity status. Field can be filled with value from user-defined code list. Field is important especially for linking documents to Workflow processes. The field has the record of the history of changes.
Folder	If you check the field, this activity becomes the global folder (see the description of activities grouping options in the chapter Partners – 2nd Page). After saving the newly created activity (with the F2 key), the program automatically fills in the # symbol in the Shortcut field before the entered name. It ensures that you do not have to enter the global folder for every firm separately. It will be automatically assigned to each firm that is submitted in the Partners module. The global folders are also loaded to the tree in the course of display of the activities grouping. Attention: The right Change Bit Folder in Activity secures the global folder against the unintended deletion. Unchecking the field would cause deletion of tree structure of the corresponding global folder of each firm! The number that states the amount of inferior activities to the given folder is parenthetically stated behind the name of each folder. Note: If you enter the global folders during work with the Marketing module, it might appear that the folders structure has been already created. However, these folders do not contain the hash symbol in front of the name in the Abbreviation field. It is recommended to define new global folders in accordance with the method described above, to remove the inferior activities to them and gradually overwrite the original folders and to create the common activities from them. The main advantage of the global folders is the fact that you can see them now in the sorting of the tree of activities and in the other modules as well (Contact Persons, Opportunities, Campaigns)
Cost Centre	Cost centre.
Contract code	Contract code.
Device	Reference to Device book.
Code 1	You can set here a code of the activity.
Code 2	You can set here a code of the activity.
Officer	Link to personal data.

Type of activities

Type of Activities code book allows to define own types and to monitor marketing activities. Type can be overwritten (if needed).

pic_3622

Picture: Type of Activities code book

Description of Fields:

Evaluation

Field is used to evaluate marketing activities and to monitor employees’ productivity or efficiency of marketing actions. Evaluation can be monitored in OLAP or in dashboards.

List of activities (2nd page)

The list of activities is displayed on the 2nd page of Activity card again in accordance with the selected type of sorting (see the description of activities sorting on the 2nd - page of Partners card). The tree structure will be displayed on this page at the superior activities that are bound with the inferior activities. The proper inferior activities will have this page empty.

Picture: Activities - 2nd page

Calendar (page 7) - ACTIVITIES

This page is identical with the 7th page of a Partner card. The description is stated in the Partners - Partner card - Calendar (7th page) chapter.

Comments and External Documents (8th and 9th Page)

Also in Activities, we can insert documents on page 9 that relate to the created activity. (The method of inserting is described in the chapter Partners.)

Working with activities

The activity in K2 means any aspect of the activities and work with a partner, contact persons or documents of K2. All these events are registered in the Activities book. Individual aspects of activity of a dealer, eventually another person, are distinguished by the activity type. Activity of the dealers can be planned by activities of the TSK - task type. Appointment can be registered by the APP - appointment activity type and the AGR - agreement activity is suitable for closed agreements.

You can create individual activities:

standardly in the Activity book,
from individual parts of marketing: that means directly from the Partner, Contact person, Opportunity or Campaign,
from individual documents of K2 (invoices in and out, sales orders, received and provided advances...).

If activities are created from K2 documents or from individual marketing areas then values from analytical axes (sales order code, cost centre, device etc.) are transferred to activity.

Activities can come into existence by an another way. In the K2 IS lots of scripts and functions that create activities are available. It deals e. g. with Create letters in bulk or Sending emails in bulk. To every created letter, eventually email the function creates the activity of a selected type too and the record about way of this communication comes into existence. Further there are available the Activity creation of partners or Activity creation of contact persons scripts in Marketing. These functions enables to create activities and to add them to the selected Partners and Contact persons by means of an easy form. Marketing enables to create activities also to the electronic mails in the Post module or to a post mails in the Letter post module by means of the script.

Over the activities there are available lots of reports that displays and prints theirs lists.

Reports over the Activities

Activity card


Process No.: CRM001	Report ID: SCRM021	File: AKT_KARTA.AM
Report description: This reports displays the basic information from the Activity card. Further the information related to Realization of this activity, information about the Root activity and Comment of activity are displayed.
Address in the tree: [Marketing - CRM ] [Activities] [Printing of records - lists]

Reports parameters:

Without parameters.

Linked Graphics K2_SESTAVY_XX

List of activities


Process No.: CRM001	Report ID: SCRM022	File: AKT_SEZ.AM
Report description: It deals with list of activities sorted by number of activity or by date from. There are displayed the basic information, information about realization of the activity and comment at individual activities.
Address in the tree: [Marketing - CRM ] [Activities] [Printing of records - lists]

Reports parameters:

GroupBy - Yes

The parameter for sorting of activities in the report. Yes - the activities are sorted by the number. No - the activities are sorted by the date from.

Linked Graphics K2_SESTAVY_XX

Tasks for individual acc. to weekly calendar


Process No.: CRM001	Report ID: SCRM029	File: PRINTTASKSBYDAYS.AM
Report description: The report displays the list of activities of the TSK type. Activities are grouped by the Responsible person. Before running of the report the form for selection of period, per that the activities will be displayed, is displayed.
Address in the tree: [Marketing - CRM ] [Activities] [Printing of records - lists]

Reports parameters:

Date_From - 1.6.2004

The date from that the activities will be displayed in the report.

Date_To - 11.11.2004

The date to that the activities will be displayed in the report.

NonInteraktiv

Yes - the initial form for selection of period will not be displayed.

List of linked activities


Process No.: CRM001	Report ID: SCRM056	File: AktDok_Sez.AM
Report description: You can run the report over a concrete document of purchase and sale and the list of activities that are linked to this document is always displayed here. By setting a parameter it is possible to display the inferior activities.
Address in the tree:

Reports parameters:

ShowAttachedActivities - No

Yes - the inferior activities are displayed in the report as well.

NumberOfLevels - 5

The number of levels of displayed activities. 5 is the highest level to display.

AktDok_Sez

Scripts, functions

Versioning activities


Process No.: CRM001	Script ID number: FCRM027	File: AKT_VER.PAS
Script description: The script is used for creation of a new inferior activity.
Address in the tree:

Script parameters:

Without parameters.

By means of this function it is possible to create new inferior activities to the activities by its transcription. The script can be activated only in Change mode over a concrete activity. If you save a new version of the activity, a new inferior activity will be created and an original activity will stay in Change mode. The values in an original activity are always chosen according to this, if it is monitored or not.

If the user creates an inferior activity from an original no monitoring activity, a new inferior activity will be saved as a no monitored and an original activity will be returned to the status before transcription, that means to the Change mode.

When transcription of monitored activity a new activity is always saved as a no monitored and on a original activity the values stay in an original status, except on the activity type. This will be changed on the TSK type (task). Ie., that this activity should be a task from the last generated inferior activity.

The part that is related toImplementation will be copied from a new created activity to the original activity at the request (probability, date, capacity, acquisitions).

Opening of the invoices in


Process No.: CRM001	Script ID number: FCRM001	File: FCRM001
Script description: The script creates the filter of invoices in to the partner of a concrete activity.
Address in the tree:

Script parameters:

Without parameters.

Via this script it’s possible to create container of received invoices from Activitybook. It is possible to run this script only over Activities book From activity, where ruler indicator is positioned, functions of partner and customer or their received invoices can be found out and container of these invoices created.

Finding of the cycling activities


Process No.: CRM001	Script ID number: FCRM005	File: AKT_CYKLY.PAS
Script description: This script finds and writes the finding cycling activities.
Address in the tree:

Script parameters:

Without parameters.

Save activity into the calendar


Process No.: CRM001	Script ID number: FCRM038	File: Act_SaveToVCalendar.pas
Script description: It is possible to create an event from a concrete activity (e. g. of the TSK Task type) in calendar of used mail client by means of this script and to use this event then. By using of this script you can influence the fields of the activity from that the individual aspects of a created event will be defined. Another script function is option to send Appointment to contact person. Appointment is created from activity and is sent to email address of responsible person. If user uses Build-in Client then Appointment itself is sent directly. If user uses mail client, e.g. Outlook, then Appointment is sent only in case if it doesn’t edit email before sending (EditMail parameter set to No value). In case email is edited before sending then email message with Appointment in attachment is sent to contact person. This function is available by setting SendToMail script parameter to Yes value. It is also possible to select type of electronic address of contact person from which email address will be uploaded.
Address in the tree:

Script parameters:

SendToMail - No

Yes - Appointment will be created and will be sent to email address of contact person set in activity. No - only the event of a calender will be created from the activity.

EditMail - Yes

Yes - email can be edited before sending.

EmailSubject

Parameter for presetting subject of email.

EmailText

Parameter for presetting text of email.

EmailType - EMAIL1

Parameter for selection of type of electronic address of a responsible person.

LocationField

The field of an activity for definition of a place of holding.

DecriptionField - KomMem

The field of an activity for definition of a description.

CategoriesField

The field of an activity for definition of a category.

PriorityField

The field of an activity for definition of a priority.

DateFromField - DateFrom

The field of an activity for definition of a date from.

DateToField - DateTo

The field of an activity for definition of a date to.

SubjectField - Abbreviation

The field of an activity for definition of an abbreviation.

Conversion of activities over documents


Process No.: CRM010	Script ID number: FCRM044	File: ConvAct.pas
Script description: This script is used for conversion of activities over documents in the K2 IS. Activities that are linked to the documents on their's 9th page are database-linked by means of this function. These activities are displayed on the 1st page of documents in the K2 IS on the Activities tab. The number of a document with that the activity is linked is entered into the Document field in converted activities. It is possible to define by parameter, whether the activities stay to be linked or not on 9th page of the document after conversion.
Address in the tree:

Script parameters:

ClearActivity - Yes

Yes - activities are deleted from the 9th page of document after conversion, No - activities stay linked on the 9th page of document after conversion.

Create activity from the document


Process No.: CIS002	Script ID number: FCRM051	File: Act_FromDoc.PAS
Script description: By means of this script it is possible to create activities to these documents of purchase and sale.
Address in the tree: [Marketing - CRM] [Activitites]

Script parameters:

CampaignAbbr

Parameter for setting abbreviation of campaign of activity.

Comment

Parameter for adding comments activity.

Description

Parameter for setting description of activity.

OfferAbbr

Parameter for setting abbreviation of opportunity of activity.

ActivityType

Predefinition of activity type in the form of script.

DateFrom

Predefinition of date from in the form of script.

DateTo

Predefinition of date to in the form of script.

DirectoryAbbr

Parameter for activity abbreviation that is a folder.

TimeFrom

Time from pre-set for created activity.

TimeTo

Time to pre-set for created activity.

Via this function can user create activities to any original documents of purchase and sale and he/she can link these documents with activities. Script can be initiated over created selection via filter or container. After activating the script the user form, in that the user fills the fields that will be filled into the created activities, will display. Following fields are considered Activity type, Specification, Description, Place in folder, Campaign, Opportunity, Date, Time, Responsible person, Comment. Values in these fields can be pre-filled after running this function. This can be done by means of script parameters.

Linked Graphics K2_SKRIPT

Picture: Activity parameters form

You can monitor the link of documents with created activities on a concrete documents on their's 1st page on the Activities tab. You can also monitor at the activities in the Document field.

The function enables to move the new activities to the folders. It is necessary to select a concrete folder in the Place to folder field.