Activity Work Group Configuration

While activities are convenient for helping employees manage their work, responsibility for some routine work items belongs to teams rather than individuals. Create Activity Work Groups to allow group members to save time and provide more efficient customer service by working activities from a common queue. Any group member can view and complete activities assigned to the group. You can create as many groups as needed, but each activity can have only one Who/Owner, whether a work group or an individual.

Once you have created work groups in this area, configure activities to default to those work groups so group members can begin sharing responsibility for them. Employees cannot add or remove themselves from work groups.

1. From the Home screen, do one of the following:

• Click Configure on the navigation panel.
• Click the down arrow next to Home on the menubar and select Configure.
• Click Areas > Configure on the menubar.

From any other area of the program, do one of the following:

• Click the down arrow to the right of the Home options bar button and select Configure.
• Click Home > Configure on the menubar. The Configure screen displays.

2. Click Activity on the navigation panel or Areas > Activity on the menubar.
3. Click Work Groups on the navigation panel.

You can do one of the following from here:

• Add a Work Group
  1. Do one of the following:

  • Click the Add button  to the left of the list.
  • Click New > Work Group on the options bar.
  • Click File > New > Work Group on the menubar.
  • With focus on the list, press [Insert] on your keyboard.

  2. In the Detail section, enter a unique Code for the work group.
  3. In the Descriptions section, the active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration.

  The Update matching descriptions in other languages checkbox enables the same description to populate for every language available in your system. It defaults selected or deselected based on the last saved selection for it on any screen in the Configure area. You cannot change this selection when adding a work group, only when editing an existing work group. See the Edit a Work Group section below for detailed instructions.

  Do the following:

  1. Enter a Description for the group. This description will display in the Who/Owner Name field on the Activities list. Including the word “group” (or an abbreviation of it) is recommended for easy identification.
  2. If the Update matching descriptions in other languages checkbox is deselected, select any other Language in which your organization conducts business from the dropdown menu, and enter the Description in that language.

  4. You must assign at least one employee to the group in the Members section. To show or hide inactive employees in the list, click the Include Inactive or Exclude Inactive link label in the header. To add members, do one of the following:

  • Click the Add button .
  • With focus on the list, press [Insert] on your keyboard.

  5. The Add Members pop-up window displays. Select the checkbox next to each employee you want to add to the group.

  • Filter the list of Available Employees if necessary:
  1. Select a Search where and compare type value.
  2. Enter at least one character in the search field.
  3. Click Find.
  • You can also use the Select All link label to quickly select all employees currently displayed in the list.

  6. When you are done adding employees to the group, do one of the following:

  • Click Add to add the selected employee(s) to the group and continue adding employees.
  • Click Finish or press Enter to add the selected employee(s) to the group and close the pop-up window.

  7. Click Finish or press [Enter] to complete the work group.

  Click Add to add this work group and create another one.

  Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, “Do you wish to discard changes?” Click Yes.

• Edit a Work Group
  1. Click to highlight the work group in the list and then do one of the following:

  • Click the Edit button  to the left of the list.
  • Click File > Open on the menubar.
  • Double click the work group.
  • Press [Enter] on your keyboard.

  2. Revise the information in the Detail and Description sections on the right.

  • To update the Description for any language, click the language in the list or dropdown menu and then edit the corresponding Description.
  • If you want the same description to populate for all languages the next time an item is added anywhere in the Configure area, select the Update matching descriptions in other languages checkbox. This selection only applies to new items, however, not the work group you are currently editing.

  3. Edit group membership in the Members section if necessary. To show or hide inactive employees in the list, click the Include Inactive or Exclude Inactive link label in the header.

  • To add members, see the instructions in the Add a Work Group section above.
  • To remove a member, click on the member in the list and then click the Delete button .

  4. Click Finish or press [Enter] to save your changes to the work group.

  Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted, “Do you wish to discard changes?” Click Yes.

• Delete a Work Group

  You cannot delete work groups that have been used; you must inactivate them instead.

  1. Click to highlight the work group in the list.
  2. Do one of the following:

  • Click the Delete button to the left of the list.
  • Click File > Delete on the menubar.
  • Press [Delete] on your keyboard.

  3. You are prompted, “Do you wish to delete this record?” Click Yes.
• Inactivate/Reactivate a Work Group
  1. Select the work group from the list.
  2. Click Actions > Inactivate/Reactivate on the options bar or menubar.
  3. You are prompted, “Do you wish to inactivate/reactivate the following work group?” Click Yes.
• Print the List of Work Groups
  1. To print the list of work groups, do one of the following:

  • Click the Print button to the left of the list.
  • Click Print > Listview on the options bar.
  • Click File > Print > Listview on the menubar.

  2. Print this list as you would any other document.