Activities

Activities are used for planning, performing and following up on the customer related activities and communication. Sweet’s Outlook connection makes it easy to connect and save appointments and e-mails between Sweet and Outlook so there is no need for double registration.

There are four different types of activities in Sweet One:

Appointment - activity which can be connected to the Outlook calendar

Task

Phone call

E-mail - activity which can be connected to the Outlook calendar

Activities in Sweet One can be accessed from:

• the main side menu: start page, calendar, activities, selection, follow-up
• activity lists on other objects

Activity lists

An activity list shows the: type, date, time, subject, relations and status of the activity.

Activities with an overdue date have a red marking and upcoming have a blue one.

If the activity is connected and synchronized to the Outlook calendar the green outlook symbol is visible If the activity is connected but not synchronized to Outlook calendar the grey outlook symbol is visible On the right-hand side there is a done/not done symbol. By clicking on the symbol the status of the activity changes.

TO DO

Activities with status ‘not done’ are listed in the TO DO list (as well as on the start page). The list is sorted in chronological order. The list shows all upcoming activities and those with start date within the past year.

Activities

Lists all activities related to the user (done and not done) planned for the future, as well as, activities from the past 3 months.

Done

Lists the user’s performed activities during the past 3 months, as well as, all upcoming activities marked as done.

Email

Lists all the email activities related to the user from the past 3 months.

Activities - create new

New activities can be created from:

• the side menu - go to ‘create new’ - ‘new activity’
• calendar - simply click on the period of time in the calendar when the activity is set to be scheduled (for instance the 4th of September at 8:00 -9:00 a.m.). A pop-up is shown where you can choose the activity type. Here you can read more about how to save and connect appointments to Outlook from the Sweet calendar.
• every object view (for example: company) - default relations on the activity card are created depending on the object the activity is created from, if the activity is created on the company card, for example, the relation to this company will be created by default.

*On objects, the new activities are created from the more menu in the action bar.

Registration view

Start (date and time) - is by default set to today’s date and current hour and the duration is by default set to 1 hour. If the activity takes the whole day the ‘all day’ box can be selected. If created from the calendar the selected period of time is set.

The activity can be marked as done if it has already been performed.

Relations - can be added during registration; participants (responsible users, contacts and private persons) and related companies.

Save - the activity is saved and appears in lists and in the calendar.

Save in Outlook - appointment is saved both in Outlook and Sweet calendar with an option to send the calendar invitations to participants (related users, contacts and private persons). Invitations are sent by Outlook.

Work with activities

Perform - activities are marked as done by changing the status in lists or by marking the check box as done in the action bar in the activity view.

Edit - general information about the activity can be edited by clicking the edit button in the activity’s information header.

Actions

Insert button - uploads files. The uploaded file will be visible under the ‘documents’ tab.

Map symbol (appointment only) - shows the location of the appointment in Google maps

Done check box - the activity can be marked as done or not

Response symbol - the response can be marked as positive or negative

Outlook symbol (appointment only) - the shortcut to: update the activity to the Outlook calendar, disconnected it from Outlook or invite participants.

Tag symbol - helps to set and edit tags on activities

More menu - allows adding the relation to other existing items or creating new ones.

Tabs

Relations - list of items related to the activity, relations can be deleted in the list.

Notes - list of notes registered on the activity, the user can add, edit or delete the notes created on the activity card. Notes can be both internal and external.

Document - the list shows all the files inserted with the insert symbol

Forms - the tab shows all the available form templates published on the object. To start a new form from a template, click on it. The list shows both ongoing (can be opened to continue) and finished forms (can only be previewed). The PDF icon enables to download the form (in PDF format). The bin icon enables to delete a form. The envelop icon enables the user to send a form with an e-mail (sent as PDF attachment).

Assign

To assign an activity to another user you add the related user as the responsible person to this activity:

• when creating a new activity you can search and relate another user in the registration view. It is possible to add one or several users in the ‘responsible field’
• existing activity - you can relate responsible user from the more menu on the activity view

After creating the relation, the assigned user gets new notification. The notification is visible in the upper right-hand side corner. After clicking on the notification symbol the user sees a list of all the notifications, read ones are marked grey and unread ones are marked white.

The related user will see the activity in the calendar and the activity lists.