--- title: "C.R.M: Jobs - Actions" canonical: "https://wiki.soft1.eu/space/SS5EN/12060536/C.R.M%3A%20Jobs%20-%20Actions" format: markdown --- In module you can enter the actions/transactions related to calls, meetings, jobs, email communication, as well as marketing campaigns and sales opportunities. ## Personal calendar Personal calendar displays the actions of the user that has accessed the application. The actions displayed (proposed as filters) belong to the Series set through the Actions & CRM parameters, ![image](media://f806190f-0272-462f-89e6-0d56ec0c3a1c) The filters for the display of results in the "Options" are the following: - Format: select whether the Calendar is to be displayed per day, workweek, week, or month. - Series: the default Series is the one set in the actions parameters. - Status: select to display actions with certain statuses. - States: select to display actions of specific states. - Branch: the default branch is the one to which the user logged in as a company person is connected. - User: the default user is the one logged in the application. - Department: the default department is the one that corresponds to the user logged in the application. Selecting symbol > Macro (inline-media-image) "To be activated", "In progress". ![image](media://0f6c1c08-3e4f-4d1b-9dc3-4ea0c67d422c) Selecting symbol > Macro (inline-media-image)  displays the calendar where you can easily select a date interval. ![image](media://80e7f051-0bb9-4dd8-9074-a562d1ad9bb1)   ## Group calendar Group Calendar displays all actions of the users that belong to the same department with the user that is logged in the application. The actions displayed belong to the Series set through the Actions & CRM parameters. The filters for the display of results in the "Options" are the following: - Format: select whether the Calendar is to be displayed per day, workweek, week, or month. - Series: the default Series is the one set in the actions parameters. - Statuses: select to display actions with certain statuses. - States: select to display actions of specific states. - Branch: the default branch is the one to which the user logged in as a company person is connected. - Users: select users. - Department: the default department is the one that corresponds to the user logged in the application. ![image](media://bf6819f9-a6e2-417f-a491-c77dc16dd581) Selecting symbol > Macro (inline-media-image) (of the specific department). The printout shows the actions whose state status is either "To be activated", "In progress". Selecting symbol > Macro (inline-media-image) Right clicking on the day - time desired, you have the ability to post actions in both calendars. The posting options are the actions of the Series set in the parameters. Moreover, right-clicking in Group Calendar provides option which displays person-user data. ![image](media://d905383a-2a98-4a65-a59e-bc3e8ae59fad) ## Actions ### Calls --- In calls you enter: - The direction (incoming /outgoing telephone call). The default setting of the field is the one set in the action type. - The subject of the call (table in which you can have preset subject remarks/names). - Call date and start-end times. The start and end times are completed in accordance with the settings you have entered in the action type and can be modified by the user. - The labeling of the call. - Priority - Project - The trading party data (customer, supplier). - Originator /operator: the application enters automatically as the originator and operator of the call the user that is logged in the program.  Originator is the person who received the call and operator is the one who will ultimately handle the subject. ![image](media://c483420b-cf42-4163-8e3b-e7c6de31b344) ### Meetings --- In Meetings you enter: - Direction (meeting inside / outside company). The default setting of the field is the one set in the action type. - The subject of the meeting (table in which you can have preset subject remarks/names). - Meeting date and start-end times. The start and end times are completed in accordance with the settings you have entered in the action type and can be modified by the user. - The labeling of the meeting. - Priority - Project - The trading partner data (customer, supplier) and/ or collaborator. - Originator /operator: the application enters automatically as the originator and operator of the meeting the user that is logged in the program.  Originator is the person who entered the action and operator is the one who will execute the meeting. - The participants to the meeting. Participants may be internal or external parties (employees - contacts). Participants posting creates as many actions /entries, as there are users-persons who will participate. Each meeting action shall have the respective user as its operator. ![image](media://9f027fe0-599c-446a-b634-5745932e79bc)   When participants / persons of the company are entered in a meeting, upon modification of the certain action, a message is displayed on whether such modification is to be posted in the entries of the other users. ### Tasks --- In tasks you enter: - Direction (task inside / outside the company). The default setting of the field is the one set in the action type. - The subject of the task (table in which you can have preset subject remarks/names). - Task date and start-end times. The start and end times are completed in accordance with the settings you have entered in the action type and can be modified by the user. - The labeling of the task. - Priority - Project - Originator /operator: the application enters automatically as the originator and operator of the task the user that is logged in the program.  Originator is the person who created the task and operator is the one who will execute the task. ![image](media://c00d815d-157d-44b0-a18d-023b48d626d0) ### General actions --- In General actions you enter: - Direction (task - action inside / outside the company). The default setting of the field is the one set in the action type. - The subject of the action (table in which you can have preset subject remarks/names). - Action date and start-end times. The start and end times are completed in accordance with the settings you have entered in the action type and can be modified by the user. - The labeling. - Priority - Project - Originator /operator: the application enters automatically as the originator and operator of the action the user that is logged in the program.  Originator is the person who created the action and operator is the one who will execute the task/action.   ![image](media://e571e42d-7df6-4117-bedc-2e5ba048a2b3) ### E - Mails --- For email operation, from system selection - Settings - Internet set the email type used (Microsoft outlook, POP3 mail server, IMAP mail server).  ![image](media://d8775696-3f23-4965-9414-2103746e41d3) The emails administration browser displays the entire electronic communication of the company (incoming and outgoing emails). Use "New" entry to create a new email. ![image](media://57121d3a-8822-4a04-b831-ead093501e0d) In enter the following: - The subject of the email - Date - The message transmitted, as well as - The addresses data (from - to). Specifically: - From address: it is completed automatically by the application, if you have entered an email for the user. - To: the default email is the one of the customer/ contact selected in .  If you select the link, the email addresses selection dialog opens. ![image](media://456ea4e0-446a-43fb-9329-e84f459e78ee) In enter the following: ![image](media://11cb33be-edb5-40ec-b620-e6af7cf3cd8a) - Email status - The operator - The trading party - Additional email data: CC, BCC (same with the "to" address, the link provides the selection of email addresses).   In the related email jobs you can select the following: - Attached. On the main page of the email appears option "attached" and you can right click to select "add file" / as, "delete" or "save as". - Send. Email sending updates field "Sent: Yes". - Reply. Automatically create a new email in response to the initial one (reply). - Reply to all. Automatically create a new email in response to the initial one, sent to all parties involved. - Forward. Automatically create a new email to forward the initial one. - Templates. Select among the templates you have created. ### General actions data --- **Direction -Labeling** All actions are divided into incoming - outgoing / internal-external from the Direction (In-Out). The default direction is the one designated in the type of the action.  The labeling of actions is related to the status (indifferent, to be activated, in progress, completed, canceled). For each labeling define in which module it shall appear as default.   **Access levels** For every action you have the ability to define access. If you link an action with an Access level, this action shall be available to view only for the users set in the respective level. ![image](media://96e85761-4a09-4e37-b2bf-d6aeeeefdf6f) ![image](media://9ec6e049-12cd-4711-a80d-29d5c29275da)   **Continue action - History** All actions are related and thus an actions History is created. To connect actions: - In related jobs select . In this case, the dialog for the selection of the next action is displayed. There you select the operator data, the new action start-end, etc. ![image](media://0769afde-1f2e-44ef-850f-ace88073bf4a)   - Select at the lower left part of the action view proposing the actions connected as a continuation of the action entered. Upon selection of the action, the new transaction/entry is created automatically. The actions displayed as default in are set in Actions & CRM parameters (see Parameters) ![image](media://ae07f884-dc42-431d-a7f7-c143085bdbe0) - Through the related jobs of the action select to connect the action with another one to be labeled as "Initial."  This displays a dialog for the selection of the previous action with the following search filters: - Trading party: completed automatically if the action from from which you select includes a trading party entry. - Status: select the status of the action searched. - Sub-module: select the module (general actions, call, meeting, task, email) through which to search the action - Action: select the action to be connected as "initial" to the one entered. ![image](media://500fc054-8474-4c67-a6db-31ea7f243b1d) Selection Related jobs > Actions History displays the history of actions, which records all actions executed according to their order (step). ![image](media://b12bdbae-1872-4dcf-b182-2ae0907953e7) ![image](media://13584468-0c92-47f4-acbf-5a2c2c523af9)   **Campaign Response - Sales lead** Each action includes the option for Marketing Campaign and Lead Sales Response where you can connect Lead data (source and status). ![image](media://ffb66d4e-eb5f-4395-abfd-cdc9e7c153c8) ![image](media://0d9c413d-6207-4fe7-9f47-5027384fd976) Options "Response" and "Lead" can be filled automatically through the selection of the Series, in the type of which you have executed the respective configuration (see Action types).   **Repeat action** The actions Related jobs include the Repeat action option. In the repetition you can set the labeling with which the new actions are to be created, as well as their occurrence. ![image](media://f061e28f-5cee-4f1b-bfde-ffdd85c940e1) ![image](media://67ab3122-bcb1-4536-9050-a09afdf9c6c6) Selecting to run the job creates as many actions as defined in the time interval definition. These have the exact same data (i.e. project, comments, trading party) with the initial action.   **Reminders** To activate reminders, through System selection –Settings  -Parameters, select "Set reminders on". On page of actions -Reminder, set the reminder for the specific entry (in emails this option is found on page ). ![image](media://bbba3396-d83d-49ec-ae25-be0e8d511738) When you select "Reminder: Yes", the reminder time and date is defined to be the one set as the beginning date and time of the entry. In field "Before start", set the time (before start) that the reminder will be displayed to the user.   ## Connections ### E-mail import --- Selecting email import you can import emails for the selected journal interval. ![image](media://39b81d42-55c1-4636-b30c-05ea7f84ae71)   Selecting Dates, folder and Mail Check, emails are displayed. To import them in the application either select the desired email and "Import", or select on the lower left part of the view. ### Check Sent --- Check sent displays the emails that cannot be sent. Option "Update records" checks email entries recorded and if there is a problem to send them to Other data, it updates the faulty emails with delivery problem "Yes". ### Import Outlook contacts --- Using job Import Outlook contacts, you can import contacts entered in Outlook. Contacts can be stored in the application either as contacts, or as company employees.  To import them in the application you must execute the following steps: 1. Select "Outlook contacts" in order to display all outlook contacts registered. 2. In option "Insert to" select the module (Employees/ Contacts) to register the people. 3. If the job is run, contacts are inserted to the program. 4. If the people are already registered in the application, select "Modify existing" to modify their data. ## **Mass save actions / send email** Through the trading parties - contacts files you can enter massively actions, administrate mass email sending. ### Save action --- To execute mass save action select the trading parties (customers / suppliers / debtors / creditors), or the contacts desired and right click to select "Save action". The selection and execution of this task creates an action per trading party / contact. ![image](media://42c3e5ff-dab4-4381-bc8f-49d9a4f60897)   ### Send email --- For mass email sending, same as with mass save action, select the trading parties, or contacts desired and right click to select "Send email". If you select email send, the dialog screen displays the following: - Field "To" with formula [# [CUSTOMER.EMAIL] #], "reads" the emails of the trading parties / contacts. - In fields "CC", "BCC" enter the emails of the persons to whom the email is to be communicated. - Templates: select the template to be used. - Attached: select to add file. - Entry data: - Recording: If you select [Yes], the emails will be stored as actions (email) in the program. - Save content: select [Yes] to save the contents of the email. - Series: select the Series of the action that will save the emails. - Project: select the project which will be stored in the actions. - Delay (sec): set the interval, in seconds, for the transmission of each email. ![image](media://b65e164b-09b1-4fe9-89fb-34871ed58487)   If you run muss email send and you wish to temporary interrupt the job, you must select "Termination". To complete the job you must select "Run" again. Parameter runs a check  so as not to resent the same email to a customer that has already received it through the previous transmission.