Adding an Activity Plan

To create an activity plan, you define a group of activities as the plan, give the plan a name, and then use the plan with a single contact record. Once you create a plan, you can copy it, change it, or delete it and use it.

To add an Activity plan:

Key:

Menu:

What happens:

O

Other Options

the Other Options pop-up menu window appears

Y

work with activity plans

the work with Activity Plans screen appears

The Work with Activity Plans screen appears and if there are any previous plans that have been saved, they will be listed. The screen looks like this:

Work with Activity Plans

Type option(s), press Enter

2=Change 3=Copy 4=Delete

Opt

Plan id

Description

___

CB1

call back in 1 week . . . . . . . . .... .(example only)

___

CC1

Cust Care Call 30/60/90 days . . .(example only)

___

___

___

F3=exit . . .F5=refresh . . F6=add new plan . . . . F12=cancel

Use F6 to add a new plan:

Key:

What happens:

F6

the Work with Activity Plans screen appears

The screen looks like this:

Work with Activity Plans

Plan # ___

= ____________________________________

Author: userID

Reference Date

1*Today

3 _____

5 _____

7 _____

2 _____

4 _____

6 _____

8 _____

Type option(s),

change values, press Enter.

4=Delete

8=Activity Note

Opt

Stp #

Ref Date

Offset .. ± nnnn

. . Prf . . Day

Time

Pty

Type

Method

Docum, LitKit or Script name

Target User

__

10

__

__ _____

____

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_

_

____

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__

___________

________

__

20

__

__ _____

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_

_

____

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__

___________

________

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30

__

__ _____

____

____

_

_

____

_____

__

___________

________

__

40

__

__ _____

____

____

_

_

____

_____

__

___________

________

__

50

__

__ _____

____

____

_

_

____

_____

__

___________

________

__

60

__

__ _____

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____

_

_

____

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__

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70

__

__ _____

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____

_

_

____

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__

___________

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80

__

__ _____

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_

_

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________

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90

__

__ _____

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_

_

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___________

________

F3=exit

F5=refresh . . . . . . . . F7=fold/unfold

F12=cancel

What to do with these fields:

Work with Activity Plans screen:

Field:

What value is used in this Field:

Plan #

3 character prompt. Used to name the Activity Plan. This is the name that appears on the saved Activity Plan List

=

30 character prompt. Used for the description of the Activity Plan

Author

10 character prompt. Default is the userID of the person creating the initial Activity Plan. You can key any valid userID instead

Reference Date

8 Date slots. The first is reserved for a Default of *Today. You can key any current or future date into the other 7 slots. This dates are used later in the Ref Date column to set activities into the future as part of the Activity Plan.

Option 4

Use of this option will Delete the chosen line of the Activity Plan.

Option 8

Use of this option to create an acivity note to go with the chosen line of the Activity Plan

Stp #

Sort value used to number each step in the Activity Plan. Defaults are 10, 20, 30, etc. You can rearrange these values as suits or create your Activity Plan with 10 as the first activity, 20 as the second and so on.

Ref Date

One of 8 choices based on what was initially entered in the Reference Date Prompt

Offset ± nnnn

Offset date, a four character field preceded by a single character field (+ or -) to indicate whether the offset added to or subtracted from the reference date. You can enter the number of days (D), weeks (W), months (M), or years (Y) to obtain the date of the specific activity. For example, enter -2D for two days before the reference date, or enter 6M for six months after the date.

Prf Day

Preference day, the day of the week that is preferred for the activity. If the date after the offset is added to or subtracted from the reference date, or the date falls on a different day of the week from the one indicated, the date is adjusted to the preferred day of the week. Options include MON, TUE, WED, WKD, for weekday, and so on.

Time

Begin time for the activity to occur

Pty

Priority of the step using the Importance and Urgency codes

Type

The type of activity (ACTN, INFO, and so on)

Method

The method by which the activity is completed (HDOC, FDOC, and so on) The second field indicates the direction (O=outbound, I=inbound, and N=none).

Docum, LitKit Script name

The document, literature kit or script name

Target User

Designated Target user (userID) of the activity. There are also two special values for this field:

a *USER value in the Target User field means the userID of the person activating the Activity Plan will be used instead of an assigned userID.

a *OWN value in the Target User field means that the userID in the OWN field (labeled OWNERS) will be used instead of an assigned userID. The OWN field data denotes who "owns" the contact record.

In addition to these fields you can use the following function keys:

F3 and F12

F3 exits Activity Plans and F12 takes you to the prior screen without saving anything that you have keyed

F5

F5 is used to refresh the screen. Anything not saved is lost

F7

F7 is used to fold/unfold the Work with Activity Plan screen. There are several more fields available besides those already detailed. They are:

Fields:

What value is used in this Field:

Status

Status of the activity, updated by the system. PEND, COMPT, etc.

Code

8 character field to optionally code the activity. This code field appears on the ToDo list so it is important to key something that is relevant.

End

Displays end time for activity. You may specify an end time to meet your needs

Remind

This field is used if the user wishes to be reminded of the activity before it is due. Every decimal represents six minutes. A break message will occur at the time chosen to the target userID. Example: to be reminded of an activity 12 minutes prior to it being due, enter 2 in the decimal space.

Grace

This field represents the amount of time between the due date and notification to the author that the activity has not been completed. The target may complete the activity any time before the grace period ends. When the grace period ends, a break message is sent to the author if the activity has not been acted upon.

Msg Tgt

Possible values of Y (Yes) or N (No). Yes means that a break message will be sent to the Target whenever the activity is changed or completed. N (No) means no message is sent

Msg Aut

Possible values of Y (Yes) or N (No). Yes means that a break message will be sent to the Author whenever the activity is changed or completed. N (No) means no message is sent

User Field A1

A six character alpha field for your use.

User Field A2

A one character alpha field for your use.

User Field A3

A one character alpha field for your use.

User Field N1

A five digit numeric field with no decimals for your use.

User Field N2

A nine digit numeric field that can contain a number with up to seven integers and two decimals for your use. You must enter the decimal point to separate the integers from the decimals.

Once you have completed all the fields that comprise your Activity Plan you must Press Enter to save it to the Work with Activity Plans list. It will now be available to use at will.

Using Activity Plans

To use an Activity plan you must be on the desired contact record. Once there:

Key:

Value:

What happens:

A

Add

Add a new prompt window appears

A

an unrelated activity

The add an unrelated activity prompt window appears

F11

use Plan

The Select Activity Plan prompt window appears

Key the name of the Activity Plan that you would like to use into the prompt and Press Enter to use the Activity Plan. Alternatively, you may press F4 for a list of existing Activity Plans and than use Option 1, Press Enter twice to activate the Plan.

The activities in the Activity Plan are now created. Press Enter to finish the Activity Plan and place the activities on the contact record.

Key:	Menu:	What happens:
O	Other Options	the Other Options pop-up menu window appears
Y	work with activity plans	the work with Activity Plans screen appears

Work with Activity Plans
Type option(s), press Enter
2=Change 3=Copy 4=Delete
Opt	Plan id	Description
___	CB1	call back in 1 week . . . . . . . . .... .(example only)
___	CC1	Cust Care Call 30/60/90 days . . .(example only)
___
___
___


F3=exit . . .F5=refresh . . F6=add new plan . . . . F12=cancel

Work with Activity Plans screen:
Field:	What value is used in this Field:
Plan #	3 character prompt. Used to name the Activity Plan. This is the name that appears on the saved Activity Plan List
=	30 character prompt. Used for the description of the Activity Plan
Author	10 character prompt. Default is the userID of the person creating the initial Activity Plan. You can key any valid userID instead
Reference Date	8 Date slots. The first is reserved for a Default of *Today. You can key any current or future date into the other 7 slots. This dates are used later in the Ref Date column to set activities into the future as part of the Activity Plan.
Option 4	Use of this option will Delete the chosen line of the Activity Plan.
Option 8	Use of this option to create an acivity note to go with the chosen line of the Activity Plan
Stp #	Sort value used to number each step in the Activity Plan. Defaults are 10, 20, 30, etc. You can rearrange these values as suits or create your Activity Plan with 10 as the first activity, 20 as the second and so on.
Ref Date	One of 8 choices based on what was initially entered in the Reference Date Prompt
Offset ± nnnn	Offset date, a four character field preceded by a single character field (+ or -) to indicate whether the offset added to or subtracted from the reference date. You can enter the number of days (D), weeks (W), months (M), or years (Y) to obtain the date of the specific activity. For example, enter -2D for two days before the reference date, or enter 6M for six months after the date.
Prf Day	Preference day, the day of the week that is preferred for the activity. If the date after the offset is added to or subtracted from the reference date, or the date falls on a different day of the week from the one indicated, the date is adjusted to the preferred day of the week. Options include MON, TUE, WED, WKD, for weekday, and so on.
Time	Begin time for the activity to occur
Pty	Priority of the step using the Importance and Urgency codes
Type	The type of activity (ACTN, INFO, and so on)
Method	The method by which the activity is completed (HDOC, FDOC, and so on) The second field indicates the direction (O=outbound, I=inbound, and N=none).
Docum, LitKit Script name	The document, literature kit or script name
Target User	Designated Target user (userID) of the activity. There are also two special values for this field: a USER value in the Target User field means the userID of the person activating the Activity Plan will be used instead of an assigned userID. a OWN value in the Target User field means that the userID in the OWN field (labeled OWNERS) will be used instead of an assigned userID. The OWN field data denotes who "owns" the contact record.
In addition to these fields you can use the following function keys:
F3 and F12	F3 exits Activity Plans and F12 takes you to the prior screen without saving anything that you have keyed
F5	F5 is used to refresh the screen. Anything not saved is lost
F7	F7 is used to fold/unfold the Work with Activity Plan screen. There are several more fields available besides those already detailed. They are:
Fields:	What value is used in this Field:
Status	Status of the activity, updated by the system. PEND, COMPT, etc.
Code	8 character field to optionally code the activity. This code field appears on the ToDo list so it is important to key something that is relevant.
End	Displays end time for activity. You may specify an end time to meet your needs
Remind	This field is used if the user wishes to be reminded of the activity before it is due. Every decimal represents six minutes. A break message will occur at the time chosen to the target userID. Example: to be reminded of an activity 12 minutes prior to it being due, enter 2 in the decimal space.
Grace	This field represents the amount of time between the due date and notification to the author that the activity has not been completed. The target may complete the activity any time before the grace period ends. When the grace period ends, a break message is sent to the author if the activity has not been acted upon.
Msg Tgt	Possible values of Y (Yes) or N (No). Yes means that a break message will be sent to the Target whenever the activity is changed or completed. N (No) means no message is sent
Msg Aut	Possible values of Y (Yes) or N (No). Yes means that a break message will be sent to the Author whenever the activity is changed or completed. N (No) means no message is sent
User Field A1	A six character alpha field for your use.
User Field A2	A one character alpha field for your use.
User Field A3	A one character alpha field for your use.
User Field N1	A five digit numeric field with no decimals for your use.
User Field N2	A nine digit numeric field that can contain a number with up to seven integers and two decimals for your use. You must enter the decimal point to separate the integers from the decimals.

Key:	Value:	What happens:
A	Add	Add a new prompt window appears
A	an unrelated activity	The add an unrelated activity prompt window appears
F11	use Plan	The Select Activity Plan prompt window appears