Re-open closed week
Depending on your system set-up, once close week has been finalised, calls and/or meetings can no longer be edited. If you notice a mistake, however, the close week codes can be reset to provisional to allow changes.
Reopening a week has implications for reporting so should not be carried out unless necessary. Some systems are configured to allow you to reopen your own weeks. If not your manager or client administrator will be able to reopen your week for you.
Edit and complete a task
Tasks can be managed from the diary or from the task list.
The task list will appear before the home page each time you login to actisCRM, or from the menu select Activities, Tasks
On the task list use the radio buttons and tickboxes to select which tasks and reminders to display:
- All Tasks: tasks are added to the diary as actions for yourself
- Reminders Only: reminders are created for follow-up appointments from the contact record
- Include Actioned: include completed tasks and/or reminders
- Include Inactive: include cancelled or deleted tasks and/or reminders
Edit the task
- Make any changes to the task as required and click the Save and Exit button to confirm the changes
Complete the task
- Tick the Actioned checkbox to indicate the task is closed
- Click the Save and Exit button to confirm the change
Cancel or delete the task
- Untick the Active checkbox to remove the task from the list and diary
- Click to select the task in the list
- Click the Delete Task action
- Click the Save and Exit button to confirm the change
Close week is used to record the days spent working on territory which, together with confirmed calls and meetings become part of the activity reporting within actisCRM (call rates).
Close week ensures that:
- All activities for the week have been recorded
- All working days on territory have been accounted for
- Any spec appointments that were not completed are removed from the diary
It is good practice to ensure close week is completed correctly for each week. Days can be finalised separately or in groups (finalise multiple days).
Important: Close week must be provisionally set in the diary before calls and meetings can be uploaded from actisCRM Offline (Actis iPad app)
Close week can be accessed from the diary Actions tab or from the menu
The close week screen will open, the close week codes will be shown as a red circle and all actions will be available:
The drop-down menus for each morning and afternoon provide choices for both working and non-working time.
Set Provisional: Close week with provisional codes. Adding meetings, spec or confirmed appointments to the diary may require provisional codes to be set. Provisional codes will change to an orange circle. Click the Save and Exit button to confirm.
Set Finalised: Close week with finalised code. Finalised codes will change to a green circle and all confirmed calls and meetings will be included in activity reports.
Select the morning and afternoon activity from the drop-down choice available and click the Save and Exit button to confirm.
A warning message will appear if the diary contains unactioned calls. Click the Cancel button and exit the close week reporting process to action the calls appropriately.
Alternatively, click the OK button to continue and unactioned calls will be removed permanently from the diary and activity reporting.
Set Whole Day: The default position is off, but switch on where the same value is to be used for each whole day of the reporting week. The PM column will become inactive and the days’ activities will be recorded in the AM column only.
Previous Week: Navigate to the close week screen for the previous week.
Next Week: Navigate to the close week screen for the next week.
Update Multiple Days
Alternative bulk update options are available by expanding the close week window. This can be used to quickly record holidays, etc.
Use the radio buttons to select the period that the AM and PM activity should apply to.
Select the AM and PM activity from the drop-down list options.
Click the Apply button.
Important: Depending on your actisCRM set-up, Close Week reporting may be compulsory. If this is the case a reminder will appear at the top of the screen on the contact or meeting record and you will need to set provisional codes in order to proceed. Remember to finalise the week to ensure calls and meetings are counted for reporting purposes.
Create a task
Tasks record activities which are personal to the user and are never connected to a Location or Customer record.
Tasks can be configured to measure time spent on internal activity where that is measured by the organisation. Where this is the case, an additional Task Type field will be added to the contact record. Some or all task options may be available depending on your system set-up.
Reminders can be set which will display each time a new actisCRM session is opened.
- From the diary click the Add Task action to open the task record.
- Complete the subject, type, start and end date and time, and any notes for the task
- Tick the Reminder checkbox and set the reminder period using the period and interval boxes, i.e. a period of days and an interval of 4 would mean that the reminder will appear on the launch screen four days before the task is due (reminder days include weekends).
- Click the Save and Exit button and a message will display at the bottom of the screen to confirm that the task has been saved.
The task will be added to the diary and to the task list, and reminders will appear when they are due each time actisCRM is launched.
The diary is used to record all confirmed calls & speculative appointments, meetings and tasks. It allows schedule planning and review.
Contacts and meetings will be automatically entered into the diary as they are recorded against the customer or location, either directly from the records or from the Call to Action List. These are used for activity reporting.
Tasks are independent of contacts and meetings and are entered into the diary manually. Reminders can be set which will display each time a new actisCRM session is opened.
The diary can be displayed in different formats, be exported as csv file which will open in Excel or exported as a pdf.
The diary is accessed from either the large button on the home page or from Activities on the menu bar
The diary will open at a week to view which is the default. Hover over each diary entry to see the full details of each call, meeting or reminder.
Navigation and display buttons for the diary are available at the top of the display:
Previous (left arrow): Moves to the previous period depending on the layout selected. If the diary displays weeks, then the display will switch to the week before. If the diary displays days, then the view will switch to the day before.
Next (right arrow): Moves to the next period depending on the layout selected. If the diary displays weeks, then the display will switch to the week after. If the diary displays days, then the view will switch to the day after.
Today: Moves to today’s date regardless of the display period selected.
Calendar: Choose the display date.
One Day: Switches the diary to a daily view.
Working Week: Only show days in the working week (Monday to Friday).
Full Week: Show the entire week.
Full Month: Show the entire month.
Agenda: Shows a list of your calls, meetings and reminders for the week. Hover the mouse over the entry to display more information.
The diary entries are colour coded to help distinguish between types. The colours are assigned automatically by actisCRM and cannot be changed. The Legend indicates the entry type.
AM/PM: Activity(Closed): will only appear once you have entered the Close Week information required for reporting purposes.
Important: Depending on your system set-up, Close Week reporting may be mandatory in which case the option to provisionally close the week will appear as soon as a call or meeting is saved to the diary.
The Action tab provides the following options:
Close week: Close the displayed week to confirm all activities and days worked.
View/Edit Entry: Select a diary entry to open the entry record. Note: This action item is dynamic and will refer to the diary entry selected, i.e. it may be View/Edit Task or View/Edit Meeting, etc.
Open Record: Select a diary entry to open the entry record. Note: This action item is dynamic and will refer to the diary entry selected, i.e. Open Customer, Open Location, etc.
Export to PDF: Exports the diary as a pdf ready for printing. Select the date range for the export.
Export to CSV: Exports the diary as a csv file which can be opened in Excel. Select the date range for the export.
New Task: Add a new task to the diary and create a reminder.
Show Meeting Contacts: Displays the customer information for each calendar entry – this can appear as multiple entries for the same meeting where more than one person is invited.