Activity

The Activity Details page shows one activity: its title, details, status and fields, with its files, comments and action log.

To open it, select an activity’s title on the Activities page, on a customer, asset or lead, or in a reminder or invite email. ◄ Activity List takes you back to the list. On a phone, see Activity in the mobile app.

You can open an activity that you own or created, or whose owner is in one of your companies. Only its owner and its creator can change it.

The activity

The page shows the status at the top right, then the title and the details, and these fields: Date/Time, Duration, Reminder, Type, Owner, For, Team Assigned, Created By, Last Updated and Recurrence. For, Team Assigned and Recurrence appear only when they are set. For shows what the activity is for, such as a customer, asset or lead: select it to open that record. On an activity that TrakIT created from a recurrence, View series lists all the activities of the series.

Change the status

Mark as Completed or Cancel Activity closes a planned, in progress or overdue activity.
Re-Open Activity opens a completed or cancelled activity again: it is then planned, in progress or overdue, depending on its dates.

These buttons need the Update permission.

Change an activity

You can change an activity while it is not completed or cancelled.

Select the pencil icon (Edit Activity).
Change the Title, Detail, Date/Time, Type, Duration, Reminder, Team Assigned or Recurrence.
Select Update.

The owner and what the activity is for cannot be changed. Once the next activity of a series exists, the date and the recurrence cannot be changed either. If the activity has a calendar invite, TrakIT sends an updated invite to you and the team.

Delete an activity

Select the trash icon (Delete Activity). The page shows the activity as it will be deleted.
Select Delete.

Only the person who created the activity, or a system administrator, can delete it, and only while it is not completed or cancelled. If it had a calendar invite, TrakIT sends a cancellation.

Activity Files tab

The Activity Files tab lists the files attached to the activity, with their title, type, status, expiry date and size. Select an icon to download, preview or print a file.

To add files while the activity is open (not completed or cancelled):

Select Add Files.
Enter a File Title, and choose a Document Type, a Document Status and a Document Expiry if needed.
Drag the files onto the box, or select Select File(s). The upload starts at once.

Each file can be up to 20 MB, of the types listed in the dialog. To change a file’s details, cancel it or delete it, select its pencil icon (Modify Document).

Comments tab

The Comments tab holds comments about the activity. To post one, select Add…, write the comment and select Post; to record a spoken comment, select the microphone button. You can sort the comments, show them by status, and change a comment’s status. Comments on activities are not emailed, even to the users listed under Comment Recipients.

You can delete your own comment within 30 minutes of posting it, if your role has the Delete Comment permission in the Work Orders section.

Action Log tab

The Action Log tab lists what was done to the activity and when: creation, changes (with each changed field), status changes and calendar invites. Use Search to find a user, action or value, and Show Page Loads to include page views. Select Export to download the log as an Excel file. How long the log is kept depends on your installation’s data retention policy.

Who can use this page

Your role needs these permissions in the Activities section:

Permission	Allows you to
Read	Download, preview and print files.
Update	Change the activity and its status, add and change files, and post comments.
Delete	Delete activities you created.