The Activity Window

The Toolbar

From the toolbar you can create new activities, save changes, delete items and much more. Find out more about tools in Mamut screens in Important Tools.

New activity. Find out more in Creating New Activities.

Check availability. By clicking on this icon you can a see a Schedule for employees and resources linked to the activity. Find out more in Schedule.

Duplicate activity.

Open the related element in MS Outlook. This icon will only show if you have activated the Outlook integration. To find out more about Outlook integration, read Outlook Integration.

Send e-mail: Opens a new e-mail message. Contacts linked to the activity, which have a valid e-mail address, will automatically be added as recipients. The subject of the activity will be inserted as the subject of the e-mail. In the e-mail, you can attach any documents linked to the activity.

User Settings and Company Settings. The User Settings allow you to specify how you want to work with activities, e.g. how the windows for activity management look or which default values you want present when creating a new activity. Find out more in User Settings for Activity. Use the arrow button in order to open the Company Settings. Read more in Company Settings for Activity.

Below you will find a description of every field. If some of the fields are missing from your screen, this could be because the tab card/note field is maximised. Clicking [---] at the bottom of the screen will make more fields visible.

Tip! By default, the program chooses an interval for between which dates activities are displayed in the activity list. If you cannot find an activity in the list this could be due to the activities' date being outside the preset time interval.

Field descriptions

Subject: A short description of the nature of the activity.

Start time: Set a date and time for when the activity is to commence. The time does not have to be accurate for activities in the Task list. Read more in Calendar.

End time: This is adjusted automatically in relation to the start time, based on the company settings for activities where you are able to choose a Default duration for new activities. This duration can be overridden by changing the proposed end time.

Alarm: Select whether the activity is to be fitted with an alarm and how long before the start time the alarm is to go off.

Note! If you have selected to transfer activities to Microsoft Outlook you cannot select when the alarm is to go off. Instead, the alarm will work according to the settings in Microsoft Outlook.

Type: Activity types are an important categorisation for extracting statistics. Additionally, they help you to filter the Activity list. The activity type also controls whether the activity will be available in the list for Customer Service, Product Service and Telemarketing. You can view the activity in the graphic calendar, either in the actual calendar or the task list. The setting for this is made on the Activity card via the Misc. tab.

Status: Choose from predefined statuses to follow-up on the progress of activities. You can also create your own status types by clicking View - Settings - Company - Properties Register.

Tip! Fields that contain a selection of alternatives in the properties register, can be updated via the shortcut Change in properties register. You can right click the fields directly to enter or change new alternatives.

Example: In Order registration, in the Text tab, right click in the drop-down list next to Select text, and click Change in properties register.

When you set an activity to completed in the Activity list, the status will automatically change to 'Completed'. If you would rather that this action assigns a different status, then you can select an alternative status through the company settings for activities.

Resp: Everyone listed within the Employee Register can be set as the person responsible for an activity. Through the user access rights you can also bar employees from editing any activities other than their own.

Link: Clicking this button allows you to link Contacts, Employees and Resources that are involved in the activity. Read more in Linking Activities to Contacts/Employees/Resources.

Project: If the activity is to be linked to one of your projects you can select this here. If you are creating an activity directly from the Project module, this field is filled automatically.

Tip! If you have selected a project, you can right-click in the field and select Go to project.

Priority: Select between High, Medium and Low priority, or (none) if you prefer not to prioritise your activities.

Show time as: Select how the activity should be displayed in the calendar: Busy, Free or Out. This is particularly relevant when linking employees to other activities. Read more in Linking Activities to Contacts/Employees/Resources

Private: You can use the Private activity function to limit other users' access to the activity. If you check the box, only users with sufficient access rights will be able to view the activity's detailed information. Please note that an activity defined as private will be displayed in the calendar, so that other users can see that you are busy. The Super User will always be able to view the activity's detailed information. Read more in User Access Rights.

Colour Code: By using the drop down list next to the Private check box, you can associate the activity with a Colour - if the activity type can be displayed in the calendar. You can define a default colour for each activity type in the Properties Register. This way, you will not be required to define a colour for each individual activity.

Tabs

You define via your user settings, which tabs your activity card contains. Below, you will first find a description of icons which can be found in multiple tabs.

Link: Click Link in order to link the activity to a product, quotation, order, time sheet or document.

Delete link: If you would like to remove a link to an existing product, quotation, sales order, purchase or time sheet, you can do so by clicking on the Delete link button. The link to the item is removed so that you cannot open it from the activity anymore.

Status: Via the Status list you can filter the entries in the list by status, so that you e.g. only see invoices in the Sales and Invoicing tab.

Notes

Enter any notes you may have in connection with the activity here. The user settings for activities allow you to decide whether information about Time and Name of the user to appear for each entered note.

Product

Here you can add products that are linked to the activity.

This card is also used in connection with Product Service, where you enter which products are included in the service, any possible Resources needed for the service and possible working hours accumulated. This information can then be directly transferred to invoicing.

If you want to create a regular invoice, we recommend that you do so from the Sales and Invoicing tab.

Quotation

You can prepare a quotation directly from within the activity. This requires that the activity is linked to one or more contacts. The list of quotations created from the activity can be filtered out through the Status drop-down list. The Link button opens a list of existing quotations which can be linked to the activity.

Tip! You can create a new Quotation or a Quotation repeating directly from the activity. These will then be linked to the activity.

Sales and Invoicing

You can create orders directly from the activity. The list of orders created from the activity can be filtered out through the Status drop-down list. The Link button opens a list of existing orders and you can link these to the activity.

Purchase

Under the Purchase tab you can either create a new purchase based on the activity or you can link in an existing one.

Time Sheet Input

Here, you can register time sheet lines that are linked to the activity or link in existing time sheets.

Documents

Create documents or link in existing documents that are relevant to the activity from here. The list of documents created from the activity can be filtered out through the Status drop-down list.

You can import documents with the help of the relevant button. Read more in How to import Document Files.

Delete: Here you can delete the selected document(s). Documents with a link to other modules will only be unlinked from this location.

Send e-mail: Via this button you can directly send documents by e-mail: Select the check box next to the document(s) you want to e-mail and click Send e-mail. Your default e-mail editor for Mamut Business Software will open with the selected documents(s) attached. Note, that you cannot attach merge documents.
Tip! You can select the default e-mail-editor for your user via View - Settings - User - Settings per Module - Outlook. Read more in Outlook Integration.

Misc.

Here you will find your user-defined fields. These can be activated and customised through the company settings for activities. Additionally, you can also determine whether the activity will be displayed in the task list or the actual calendar.