Define Activity Categories

1. At Home Base, click Utilities.
2. On the Utility Manager screen, open the General folder in the treeview.
3. Open the Activity Defaults folder and select Define Activity Categories.
4. Click the arrow to continue. The Manage Activity File Defaults window displays the previously defined activity categories in the list.
   
   This screen contains the following buttons:
   • Add: Add a new activity category.
   • Revise: Revise the highlighted activity category.
     
     Note: The Revise option does not enable you to change the Code field for the selected category. To change the code, run the Change Activity File utility.
   • Delete: Delete the highlighted activity category.
   • View: View the details of the highlighted category without modifying it.
   • Print: Print the Activity Fields Default Report, which includes detail information for all currently installed activity categories.
   • Exit: Exit the utility.
5. To add a new activity category, click Add and enter a four-character code for the activity category in the Code field. Make the code descriptive enough that you can remember it later.
   
   To revise an existing activity category, click Revise. TAM displays the code, description, and group of the highlighted activity category. TAM presents the previously installed data for these fields as default values as you proceed. You may revise the Description and Group fields as desired, but not the code. To change the code, run the Change Activity File utility.
   
   Note: Do not revise activity categories too often or you may run into problems with existing activity file entries.
6. Type a brief description for the activity category in the Description field.
7. If you wish to assign this activity category to a group, type the two-character code of the Group to which this activity category should belong, or double click the Group field to select from a default list of defined activity groups. Activity code groups are used to associate activity categories under a common heading. For example, a group code of TL could be used to group all activity categories which relate to telemarketing activities. A group code is not required.
8. Click OK.
9. Enter the number of days after filing such an entry that TAM should present an entry on the Follow-Up Report. For example, to be reminded of the entry fourteen days after you file it, enter 14. TAM allows you to default up to 999 days for these follow-ups. This number is used as a default value for the activity category, which may be changed as needed when you record such entries.
10. Indicate who typically follows up on this category of Activity file entries. Select from CSR, Producer, or Operator, or select Other if you do not want to default a particular group of people to follow up on these items.
    
    Note: The group of people selected determines the default values presented for the Who should follow-up field on Activity file entries of this type. For example, if you choose CSR for an activity category, TAM only presents CSRs as the people to follow up on the entry. No operators or producers could be substituted.
11. Enter the number of days after filing the entry to take further action on entries of this type. TAM allows you to default up to 999 days for further action.
12. Select an action to take for entries of this type. Each option is discussed below.
    • Appear as category on the Exceptions Report: Choose this option so that entries for this activity category that remain open until their action date are listed on the Exceptions Report from that date until they are closed. Double click in the field to the right to select the appropriate action code. Open entries are categorized under this action code on the Exceptions Report.
    • Generate customer formletter on action date: Use this option to generate a formletter on the action date for the customer for which the entry is filed. Double click in the field to the right to select the appropriate formletter. Formletters are installed through Document Setup. TAM assigns an action code of CFL to all activity categories for which you select this option.
    • Generate prospect formletter on action date: Use this option to generate a formletter on the action date for the prospect for which the entry is filed. Double click in the field to the right to select the appropriate formletter. Formletters are installed through Document Setup. TAM assigns an action code of PFL to all activity categories for which you select this option.
    • Automatically close the item on action date: If you choose this option, TAM automatically closes Activity file entries of this activity category on their action dates. The action code assigned to such entries is CL.
    • No further action; leave item open: Use this option to leave entries of this type open and indicate that no additional action needs to be taken. The entry continues to be an open item until you close it.
13. Click OK to save the information entered.