Manage Activities
Use this screen to add, manage, and track activities within the Capture & Contracts domain. You can associate these activities with opportunity, contract, subcontract, and/or lead/contact records, as well as add generic activities that are not specifically tied to a record.
You can associate a single activity with only one opportunity, one contract, and/or one subcontract record, but an opportunity, contract, or subcontract can have multiple activities linked to it.
You can also add multiple tasks and resources to an activity. Contacts that you can associate with the activity include employees, vendors (both regular and prospective), customers (both regular and prospective), leads, and other resources.
You can do a query to see if you are an activity owner or a resource of any records, or if there are pending tasks assigned to you. You can also do a search on records based on start and end date/time, completed date, as well as on the type of records associated with the activity (for example, you can search for specific opportunity records tied to the activity).
Manage Activities allows you to add the activity or task to your Outlook calendar. In Form view of the main screen and the Tasks subtask, you can click the Download Outlook (.ics) button to download an .ics file containing information about the activity/task. After downloading the file, you can open it and save it as is, or you can make modifications to the file before adding the activity/task to your Outlook schedule.
This screen is also available as a subtask of the following applications:
- Manage Opportunities
- Manage Contracts
- Manage Subcontracts
- Manage Leads and Contacts
- Manage Contract Management Customer Info
- Manage Contract Management Vendor Info
You enter related opportunity, contract, and subcontract records on the main screen of Manage Activities, while you can add related lead/contact, customer, and vendor records through the Resources subtask.
When you link the activity to a specific record in Manage Activities, that activity together with the resource and task information also display on the Activities subtask of the respective application. For example, if you associate the activity record to an opportunity record and a contract record, that activity will display on the Activities subtask of the Manage Opportunities and Manage Contracts screens. That same activity record will not be viewable in Manage Subcontracts and Manage Leads and Contacts since no subcontract and lead/contact records are linked to the activity.
Similarly, activities you create on the Activities subtask on these screens are loaded in Manage Activities.
When you access this screen in a mobile device, additional functionalities are available. For example, you will be able to use List View (where records are displayed in a consolidated list) and display saved query tabs. For more information, see the topics under Costpoint Mobile Features.