Activities

Activities are dated tasks, calls or meetings, each with a type, an owner and, if needed, a team, a reminder and a recurrence. An activity can be for a customer, an asset or a lead, or be general. The Activities page lists them and creates new ones.

To open it, select Operations > Activities. On a phone, see Activities in the mobile app.

Choose whose activities to see

The list at the top of the page chooses what the page shows:

• My Activities Only: the activities you own.
• All Activities: the activities of all the users in your companies.

TrakIT remembers your choice. Changing it clears the filters.

Below it, a box for each status shows how many of these activities have that status: Planned, In Progress, Overdue, Completed and Cancelled. Select a count to list only the activities with that status.

Activity statuses

Status	Meaning
Planned	The activity has not started yet.
In Progress	The activity has started and its duration has not ended.
Overdue	The activity has ended, or started if it has no duration, and is not marked completed or cancelled.
Completed	Marked as completed.
Cancelled	Cancelled.

Find activities

1. Set the filters.
2. Select Search.

TrakIT remembers your filters. Reset clears them and lists the planned, in progress and overdue activities.

Filter	Finds
Title, Details	Activities whose title or details contain the text.
Status	The statuses to include.
Type	The activity types to include.
Owners	The owners to include. It appears with All Activities.
For	Activities for a customer, asset or lead whose name or number contains the text.
Document Status	Has Documents or No Documents.
Document Title, File Name	Activities with an attached file whose title or name contains the text.

The list

The list shows 20 activities per page, the latest start first.

Column	Shows
Date/Time	When the activity starts, and how long from now.
Title	The title, and the start of the details. Select the title to open the activity.
Type, Owner, Team	The type, the owner and the team assigned.
Recurrence	How often the activity repeats, for example Every 2 Weeks.
For	What the activity is for. Select it to open that record.
Duration, Reminder	How long the activity lasts, and how many hours before it the owner is reminded.
Status	The status.
Docs	The number of attached files.
Created, Updated On	Who created the activity and when, and when it last changed.

Completed activities are shown in grey, and cancelled ones in red.

To download all the activities that match your filters as an Excel file, select Export.

Create an activity

1. Select New Activity.
2. In Activity For, choose General, Customer, Asset or Lead, then choose the customer, the asset (by Asset Type, then Select Asset) or the lead.
3. Enter the Title and the Activity Date/Time, and choose the Activity Type.
4. Fill in the other fields you need:
   • Team Assigned: other users who take part.
   • Details.
   • Duration.
   • Reminder: how long before the start to remind the owner by email.
   • Owner: [Myself], or another user of your company.
   • Recurrence: to repeat the activity every so many days, weeks or months.
   • Send Calendar Invite: on by default.
5. Select Create.

Reminder starts at 1 hr. For an activity that starts within about two hours, or in the past, choose No Reminder; otherwise TrakIT reports Activity Date/Time is too close for selected Reminder. An activity with a start in the past is saved as completed.

The customer, asset and lead pages also have an Add Activity button that opens the same form, with the record already chosen.

What TrakIT sends

• Calendar invite: with Send Calendar Invite on, the creator and the team receive an invite titled Activity: followed by the title. If there is no duration, the invite lasts 10 minutes.
• Reminder: when the reminder time is reached, the owner receives an Upcoming Activities email listing their upcoming activities. It is sent once per activity.
• Recurrence: when a repeating activity has started, TrakIT creates the next one, with the same details, a new start date and the status planned. On an activity that TrakIT created this way, View series lists the whole series.

Who can use this page

Your role needs these permissions in the Activities section:

Permission	Allows you to
Read	Open the page.
Create	See New Activity and create activities.
Export Activities	See Export.