Activity Category Configuration

In this area, you can add, revise, or delete the options that display in the Category dropdown menu when a user adds an activity. You can add multiple activity codes to each category so that those codes are the only options available for selection on activities within that category.

You can add contact classifications to activity categories so that contacts with that classification populate in the Who to Contact section of activities in a given category. Depending on the classifications applied to an account’s contacts, the system does one of the following:

• If only one contact on the account has the classification, the system uses that contact.
• If multiple contacts on the account have the same classification, the system uses the primary contact. If none of the contacts with the classification is the primary contact, the system uses the earliest contact entered who has the classification.
• If no contacts have any of classifications associated to the category, the system uses the account’s primary contact.

You can also run reports on activity categories to obtain information on the activity codes assigned.

Accessing Activity Category Configuration

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:

1. • 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 Categories on the navigation panel.

A list of activity categories in your system displays. To change the sort order, click the column heading.

Managing Activity Categories

Perform the following workflows to create and modify activity categories for your organization. For instructions on adding contact classifications to activity categories, see the Add an Activity Category and Edit an Activity Category sections below.

1. • Add an Activity Category

     1. From the activity Categories screen, do one of the following:

        • Click the Add button to the left of the list.

        • Click New > Activity Category on the options bar.

        • Click File > New > Category on the menubar.

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

     2. The active language displays in the Language dropdown menu and is based on your Primary Language in Regional Settings Configuration.

     3. Enter the new activity category in the Description field.
        1. If you have more than one language available, the Description you enter populates for every language.
        2. To change the Description that will display in a different language, select the Language from the list or the dropdown menu and enter a Description.
        3. The Update matching descriptions in other languages options defaults as checked or unchecked based on your previous selection for it. The option cannot be changed during this workflow.

     4. To associate activity codes to this category, click the Add button next to the Codes Assigned to this Category list.
        
        In the Available Activity Codes pop-up window, select the checkbox for each activity code to assign to the category and then click Finish.
        
        To remove an activity code from the list, click to highlight the code and click the Delete button next to the list.

     5. If necessary, add one ore more contact classifications to each category by clicking the Add button in the Contact Classifications for Who to Contact frame.

     1. The Add Classifications pop-up window displays. Select the checkbox for each classifications you wan tot add to the category.
     2. Do one of the following:
     • Click Add to apply the selected classification(s) to the list. Classifications you have already added are removed from the Classification list, and the pop-up window stays open so you can add more classifications.
     • Click Finish to add the selected classification(s) to the list and close the pop-up window.
     • Click Cancel to close the pop-up window without adding classifications.

     3. Ensure that the classifications are listed in the correct order, since this order determines the default contact on new activities for which you select this category. That is, if the account contains no contacts with the first classification, the system uses the second classification, and so on. Select a classification, and click the up and down arrows to change its position in the list.

     4. If you need to remove a contact classification from the list, click to highlight the contact classification and click the Delete button .

     6. Click Finish or press [Enter] to complete the record.
        
        Click Add to add this record 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 an Activity Category

     1. Click to highlight the activity category in the list and do one of the following:

        • Click the Edit button to the left of the list.

        • Click File > Open on the menubar.

        • Double click the activity category.

        • Press [Enter].

     2. Revise the activity category in the Description field on the right.

        1. If the Update matching descriptions in other languages option is checked and descriptions for multiple languages match, any change you make to one description will be applied to the other description after you click Finish. Deselect this checkbox if you prefer to update each description individually.

     3. Click Include Inactive or Exclude Inactive to include or exclude inactive codes assigned to the selected category.

     4. To associate activity codes to this category, click the Add button next to the Codes Assigned to this Category list.
        
        In the Available Activity Codes pop-up window, select the checkbox for each activity code to assign to the category and then click Finish.
        
        To remove an activity code from the list, click to highlight the code and click the Delete button next to the list.

     5. If necessary, add one ore more contact classifications to each category by clicking the Add button in the Contact Classifications for Who to Contact frame.

     1. The Add Classifications pop-up window displays. Select the checkbox for each classifications you want to add to the category.

     2. Do one of the following:

     • Click Add to apply the selected classification(s) to the list. Classifications you have already added are removed from the Classification list, and the pop-up window stays open so you can add more classifications.

     • Click Finish to add the selected classification(s) to the list and close the pop-up window.

     • Click Cancel to close the pop-up window without adding classifications.

     3. Ensure that the classifications are listed in the correct order, since this order determines the default contact on new activities for which you select this category. That is, if the account contains no contacts with the first classification, the system uses the second classification, and so on. Select a classification, and click the up and down arrows to change its position in the list.

     4. If you need to remove a contact classification from the list, click to highlight the contact classification and click the Delete button .

     6. Click Finish or press [Enter] to complete the record.
        
        Click Add to add this record 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.

   • Inactivate/Reactivate an Activity Category

     Inactive activity categories will not be available for selection when users add activities. By default, only the active categories display in the list in this configuration area. To see the inactive categories as well, click the Include Inactive link label.

     1. Click the activity category in the list.

     2. Do one of the following:
        • Click Actions > Inactivate/Reactivate on the options bar.
        • Click Actions > Inactivate/Reactivate on the menubar.
        • Right click the activity category and select Inactivate/Reactivate.
     3. You are prompted to confirm the action. Click Yes.

   • Print a List of Activity Categories

     1. To print a list of the activity categories in your system, 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.