Tasks
The tasks group all the commercial actions that cannot be considered either an appointment or a telephone call.
They offer simplified features and behavior in order to take into account the widest spectrum of different actions.
When synchronizing with Outlook:
- The setup information required to establish the synchronization, and the general principles and conditions for forcing the synchronization are available in the documentation: Synchronization Sage X3 - Outlook: installation.
- The list of synchronized information, the synchronization sign as well as any special features that apply to this context are detailed in the documentation Sage X3 - Outlook: functional applications.
Prerequisite
Refer to documentation Implementation
Screen management
the information concerning a task are classified in the Task and Report tabs, but can be completed, modified or deleted.
Header
Presentation
A task can be generated in three different ways in Sage X3:
- Manually, directly from this function (menu File/New).
- Automatically, when assigning a service request to a commercial service.
- Automatically, during the synchronization of an Outlook task if the latter is active in the folder (see the help on the CRMSYNC - Synchronization management and CRMSYNCTSK - Tasks synchro management parameters) and provided that the synchronization parameters of the current user allow it.
The header screen is then used to identify a X3 task:
- by assigning it a sequence number. It is a unique key, that can be incremented automatically from the ACT sequence number counter or manually entered if the manual assignment of the ACT sequence counter number is authorized.
- By specifying a sales site by default. Generally, the value of this field depends on the profile function of the current operator but can in fine depend on automatic assignment rules of the representatives and sites (parameters of the CRM chapter, REP group: CRMDEFREP - connected/default Representative, CRMREPSIT - Representative site recovery, and CRMREPTSK - connected rep priority task). In all cases, a site must necessarily be entered.
- By associating a BP code (Referenced BP in the BPARTNERledger) and potentially, a contact sequence number. It can be either an automatic (the BP contact by default is preloaded but remains modifiable) or a manual association. Since the BP code is not mandatory, a Sage X3 task can be entered as from an independent contact. Several possibilities are then suggested using the tunnels accessible from the "Contact" field. They can first select a contact that already exists in the database. A selection window opens and lists all the already referenced contacts. The user can also access directly the contacts management function Contacts.
Likewise, concerning the Outlook contacts management, known as "contact" in X3, it is also possible to select a contact already existing in the database. A selection window opens, that lists all the already referenced contacts. Finally the user can carry out a search of contacts from the identification menu. - By associating it to a project. Various selection tools of a project are available from this field: The first contextual menu is used to display the list of projects managed for the BP, or the contact person if no BP is specified. The second contextual menu "Project" allows the direct access to the object Project from which a choice can be made. The third contextual menu is used to select a project from the complete list of all the projects entered in the application.
- By assigning it a status. A task considered as closed can manually be ticked as "done". The status of a default task depends on the value of the general parameter DONDEFTSK - Task performed by default (CRM chapter, DEF group), but remains modifiable.
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Fields
The following fields are present on this tab :
Block number 2
Block number 1
| This field specifies the site on which the task in question is mainly managed. Several setups intervene in the default site preloading. It can be the site linked with the profile function of the current user or the site linked with the Sales rep in charge of the commercial action (CRMREPSIT setup, CRM chapter, REP group). |
| This field is used to store the unique key for the record. This key is calculated by the ACT sequence number counter. By default, this counter is made up of a sequence number made up of 15 characters. This counter is provided as standard with an automatic operation, but its allocation can be manually performed. To ensure the correct functioning of the Task object, it is strongly advised to conserve these standard characteristics. The ACT sequence number counter is shared by the Tasks, Appointments, Calls and Actions objects. Indeed, this is used to exploit the functionality and the Crystal Report reports working with the notion of commercial activity in its broadest sense. |
| It is possible to identify a task for all the different business partner types. A field displayed with regard to the BPs makes it possible to know the BP type selected. |
| This field is used to identify either a default contact from the BP concerned (modifiable field), or a contact for whom the task must be carried out in the case where no BP is identified. Several contact selection tools are available from this field: The first "selection" contextual menu is used to select a contact among a contact list irrespective of the BP code mentioned in the task header. The second "Select contacts" contextual menu is used to select a contact among the list of existing contacts also linked with the BP entered in the header. If no contact has been assigned to the BP, no contacts selection list is displayed. The third contextual menu "Contacts selection" is used to select a contact the complete list of all the contacts entered in the application. |
| Reminder of the contact's full identity entered in the task header. |
| A task can be attached to a corresponding chrono (issue). This chrono can be selected manually, directly from the field or pre-loaded depending on the contact chrono previously entered in the task header. |
| This field is used to identify the project for which the task must be carried out. Various selection tools of a project are available from this field. The second contextual menu "Project" allows the direct access the Projects object and to carry out a specific selection. The second contextual menu is used to select a project among the list of all the project linked with the BP entered in the task header. The third contextual menu is used to select a project among the list of all the project linked with the contact entered in the task header. |
| This field transforms the status of the tasks from "To do" to "Done". This modification mainly leads to the disappearance of the task from the sales representative's workbench. |
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Tab Task
Presentation
The Task tab is used to enter more detailed information on the current task, as well as its sequence (task triggering event, description of stages...). Temporal information can be added (start date, due date, delay)
From this screen, it is possible to enter a task successive and detailed description.
In the same way, the origin of a task is expected to change in time. To do so, it is possible to unlock by right-clicking on the Link field (triggering event), then by selecting an event type and a specific record.
Notes on a task's origin:
This link field of the section "Origin" displays the action at the origin of the task creation. The origin of a task can be a service request (assignment of the service request to a commercial department), a marketing campaign, especially a marketing operation (mailing, call campaign, trade shows or media campaign), an Outlook task synchronization. The origin of a task can also be manual (direct creation from the Task object).
Irrespective of the task' origin, it is still possible to unlock a posteriori the field from the contextual menu available by a right-click. Once the field can be accessed in entry, the user can modify the origin (values selection from a check list). For instance, attaching a project to a marketing campaign is used to feed the return statistics.
Every task created in Outlook, then generated in Sage X3 following the launch of the synchronization processing, implies that the origin will take the value "synchronization". This is true on the condition that the synchronization parameters allow it (parameters CRMSYNC -Synchronization Management, CRMSYNCTSK - tasks synchro management, and Synchronization function).
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Fields
The following fields are present on this tab :
Block number 4
Planning
| This field contains the date from which the task must appear in the workbench of the sales representative concerned. This field is also set by default to the current date during the creation of a new task. |
| This field contains the date for which the task must be carried out. During the creation of a new task, this date is automatically defined as the current date +1. |
| The category is used to group the tasks for statistical or identification purposes. Entering this field is not mandatory, but the possible values are controlled in the 431 miscellaneous table. |
| This field specifies the priority assigned to the task. Entering this field is not mandatory, but the possible values are controlled in the 405 miscellaneous table. |
| This field contains the name of the sales representative who must carry out the requested task. Several setups intervene when loading this field:
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| This field is used to enter the number of days late above which the requester would like to be informed in their workbench of the non execution of the task in date and time. |
Description
| This field, of Clob type, is used to enter a description of the task. |
Source
| Current date at which the CRM activity has been created. This information cannot be modified. |
| Current time at which the CRM activity has been created. This information cannot be modified. |
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| This is the code for the current user which is responsible for the creation of the CRM activity. This information cannot be modified. |
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| When a task originates from a service request, a maketing campaign or a marketing operation, this field displays the most exactly linked record number. |
| When a task originates from a service request, a marketing campaign or a marketing operation, the number of the original document is displayed but a line number in the recording can also be associated. |
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Action icon
Tab Report
Presentation
The Report tab is used to enter conclusion comments on a task, but also to value the time spent on the current task.
Fields
The following fields are present on this tab :
Report
| This field, of Clob type, is used to enter a compete report on the task once it is accomplished. |
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Time spent
| When the task is completed, it is recommended to indicate the time taken to complete it. |
| This field specifies the time unit in which the task is expressed. |
| When the task is completed, it is recommended to indicate the time taken to complete it. |
| This field specifies the time unit in which the task is expressed. |
| When a commercial action is completed, it is recommended to record if the objective has been reached. This information can the be used later to establish the statistics to help with the progressive improvement of the different teams efficiency |
Reports
By default, the following reports are associated with this function :
BUSINESS1 : Sales activities/date
BUSINESS2 : Sales activity/sales rep
This can be changed using a different setup.
Menu Bar
Plan/Actions/Appointment
The "Actions/Plan/Appointment" menu in the tool bar is used to create an appointment directly in the "Appointments" function.
Plan / Actions / Call
The "Actions/Plan/Call" menu in the tool bar is used to create a call directly in the "Call" function.
Save / Actions / Appointment
The "Actions/Save/Appointment" menu in the tool bar is used to create an appointment directly in the "Appointments" function.
Save / Actions / Call
The "Actions/Save/Call" menu in the tool bar is used to create a call directly in the "Call" function.
Save / Actions / Project
The "Actions/Save/Project" menu in the tool bar is used to create a project directly in the "Projects" function.
Save / Actions / Service Request
The "Actions/Save/Service request" menu in the tool bar is used to create a call directly in the "Service Request" function.
Option/Entry traceability
This option gives access, via a tunnel, to the Journal traceability inquiry function that makes it possible to view and browse the hierarchy of the entries originating the document or coming from it.
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
No representative has been assigned. Creation is refused.
This message is displayed if no representative has been entered for the task and the automatic assignment has failed on creating the task.
No representative has been mentioned.
This message is displayed when confirming the modification of a task. No representative has been entered for the task and the automatic assignment of the task has failed.