Activities

The Activities tab displays all activities associated with the job.

An activity can be a Task or an Appointment:

A Task is a to-do item that must be completed in a specified time frame.
An Appointment is an event scheduled for a specific time.

Activities can also be accessed via the Activity Search widget, which can be added to the Job Costing business flow menu.

Note: When using the Exo Business CRM module, activities can be synchronised with Microsoft Outlook. Tasks are converted to Outlook Tasks and Appointments are converted to Outlook Appointments.

Creating an Activity

Click the New Activity toolbar button to create a new activity (this button is available on the Activities tab and the Details tab). Alternatively, right-click on the Task Scheduler calendar in the time slot that you want to create the activity in.

The Activity Window

This is the window for entering new activities; use the table below as a reference for completing the fields in this window.

Field	Description
Activity Type	Select whether the activity is a Task or an Appointment.
Type	This is a user-definable classification for the activity. Select a type from the list, or select "Edit List..." to create a new type.
Sync with Outlook	If this box is ticked, the activity will be synchronised with Outlook whenever a sync is performed. If this box is not ticked, the activity will not be included in synchronisation operations.
Subject	Type a brief description of the activity and its purpose.
Company Contact	Assignment of an activity to a Company and/or Contact is optional. Where assigned, the activity will appear on the Activities tab of that company (Debtor, Creditor, Non Account) and/or the Contact screen. Note: When entering the Company name, use the search option by typing ? and pressing TAB.
Opportunity	This field is only available when the Exo Business CRM module is licensed. Specify an Opportunity to associate the activity with. This field is optional.
Label	A label can be specified for the activity - this affects how it will appear on calender displays.
Priority	A priority (Low, Normal or High) can be specified for the activity. Low and High priority tasks are indicated with an icon on calendar displays.
Status	The Status setting has predefined list entries, but these may be edited or added to using the "Edit List..." option. For Tasks, clicking the Mark Complete toolbar button automatically updates this property to "Completed".
Assigned To Assigned By	The Exo Business Staff members that the activity was assigned to and by.
% Complete	This property applies to Tasks only. Specify the percentage completion by entering a number or using the arrow controls. Clicking the Mark Complete toolbar button automatically updates this property to 100%.
Start Time End Time	The start and end time for the activity.
All day event	If this is selected, the selections for the time of day will disappear as they are no longer valid.
Reminder	If you tick this checkbox, the system will pop up a reminder from the system tray after adding a reminder icon. Reminders can be enabled or disabled using the Enable Reminders option on the Tools menu of the Activity Search window/Dashboard widget.
Show time as	This property applies to Appointments only. Select how to display the time for this activity on the Task Scheduler. Choose from: Free Tentative Busy Out of Office

Note: The relationship between the Status and % Complete properties is automatically maintained. For example, setting Status to "Completed" automatically updates the % Complete value to "100" and vice versa.

Once all properties are configured, click Save and Close on the toolbar to save your changes.

Activity Recurrence

Click the Recurrence button to set an activity as recurring and establish the frequency.

Configure the recurrence options and click OK to assign this to the new or edited task. If you are editing an existing task and no longer need this recurrence to continue, click Remove recurrence to remove this from the calendar.