Creating Group Activities

View - Activity - Create group activities

A group activity is directed at more than one contact. The Create group activity function allows you to define a selection of contacts at which the activity is to be directed and other parameters which apply to the activity. You also choose whether to create only one activity that includes all the contacts, or create several activities, one for each contact.

You start the wizard for creating group activities using the View menu where you select Activities and Create group activities.

Step 1

Select whether you wish to create a joint activity directed at all of the contacts, or whether one activity is to be created for each contact.

The latter may prove useful if different customer service agents are to perform the activity separately for each contact (e.g. in Telemarketing).

Click Next.

Step 2

Make a selection of the contacts which are to be involved in the activity. Read more about this window.

The selection may be changed in the next step, but it is recommended that you make as careful a selection as possible.

Click OK.

Step 3

Adjust the selection by moving the contacts which will not be included in the activity into the left window.
This is done in one of the following ways:

Double-click on the contact to be moved across.
Select the contact(s) not to be included in the activity, and click on the single arrow that points to the left.
Move all the contacts across with the double arrow. You can now move just the contacts for which you are creating the activity back to the right again. This can be useful if you only are going to have some of the contacts in the selection in the future.

Step 4

Select who is to be responsible for the activity/activities from the drop-down list.

If you have chosen to create several activities (one for each contact) you can set a random distribution of activities, over several customer service agents.

Click Next.

Step 5

To make it easier to check the selection, you can print out a report of which contacts and contact persons will have activities created.

Step 6

Click Complete to create the activity/activities. If you wish to adjust the selection, you can go back in the wizard by clicking Previous.

You can also print out a report of the activities that are being created, this time with activity numbers.

Step 7

Fill in the parameters that will apply for the activity/activities. Read more about this here.

If you create several activities, you cannot change which Contacts, Resources or Employees are linked to the activity. This must be done for each activity retrospectively. When you save and close this activity card, the changes are copied to the activities you have created in the wizard.