Creating Activities (End User)

Using activities, you can assess the investment in time and resources to maintain and grow account relationships. Sales managers also have a record of the activities of their sales representatives as they manage account relationships. Sales teams can use activities to avoid duplicating efforts across the team, and to share information about pending and completed activities.

Activities that are assigned specific dates and times appear on both the Activities and the Calendar screens. For more information, see Siebel Fundamentals.

Note: The My To Do filter allows you to view each activity that has been designated as a To Do item using the Display In field. Select My To Do List from the visibility filter to access this feature. You can further refine the To Do List by using the predefined queries that appear in the Queries drop-down list. For example, if you select the Uncompleted Activities query, then the To Do items that do not have a status of Done appear. You can also view uncompleted To Do items in the To Do list that appears on the calendar screen. This list, by default, shows only To Do items that are not yet complete.

To create an activity

  1. Navigate to the Activities screen, then the Activity List view.

  2. In the Activity List, create a new record, and complete the necessary fields.

    Some fields are described in the following table.

    This table describes the fields to complete when creating a new record in the Activity list.
    Field Description

    New

    Displays a star when ownership is changed from the activity creator to another user. This field is automatically cleared when the new owner views activity details by drilling down on the Type field.

    Description

    Type text for additional information about the activity.

    Type

    Select the activity type. Default values include Call, Correspondence, and Email.

    Account

    Select the account associated with the activity.

    Due

    Select the date and time by which the activity must be completed.

    Status

    Select a status for the activity. Default values include Acknowledged, Cancelled, Declined, Scheduled, and Completed.

    Priority

    Select a priority value for the activity. Default values include 1-ASAP, 2-High, 3-Medium, and 4-Low.

    Comments

    Type text for activity notes and information to share with the team.

    Start

    Select the date and time for the activity creation.

    Duration

    Select a value for the duration of the activity. Default values are in minute segments, for example 5, 10, 15, and 20.

    End

    Select the proposed date and time for the activity completion.

    Private

    Select the check box to indicate the activity is visible only to the users listed in the Employees field and the application administrator.

    Opportunity

    Select an opportunity for the activity.

    Owner

    Select the primary employee associated with the activity. The default value is the user ID for the creator of the activity. The new Owner value that you select replaces the primary employee that appears in the Employee field. Conversely, if you add a new primary to the Employee field, then this new primary appears in the Owner field.

    Employees

    Select the user ID of the activity creator. You can select multiple employees for an activity, but only one employee can be designated as primary.

    Display In

    Select a location value that determines where an activity appears. The field has the following values:

    • Calendar and Activities

    • To Do and Activities

    • Activities Only

    • Communication and Activities

    For example, if you want an activity to appear in your calendar, then you must set the Display In field to Calendar and Activities, and make sure that the activity has a start time.

    If you set the Type field to To Do, then the Display In field automatically changes to To Do and Activities. On the home page, To Do activities appear in the My Activities list and do not appear in the My Calendar list.

    If you select Communication and Activities and the Email - Inbound type, then the activity appears in the Comm Inbound Item List Applet in the Inbound Item List view of the Communications screen.

    Billable

    Select the check box to indicate the activity is a revenue-generating event.

    Alarm

    Select the check box to set the activity reminder. A reminder dialog box appears when the activity is due. You can either set an alarm for an individual activity, or you can set a default alarm for all your activities. For more information, see Siebel Fundamentals.

    Repeat Until

    Repeat the activity until the value specified in this field. Select the date and time for the last interval of the final meeting in the series.

    Repeat Frequency

    Select a value for the interval at which the activity repeats. Default values include daily, weekly, monthly, and yearly.

    Created

    Displays the date and time the activity was created.

    Created By

    Displays the user ID of the user who created the activity.

  3. Drill down on the Type field of the record, and navigate to the More Info view to complete more fields.

    Some fields are described in the following table.

    This table describes the fields to complete in the More Info view.
    Field Comments

    Activity #

    Displays the account number associated with the selected account.

    Global Owner

    Select the employee who is responsible for the activity.

    Meeting Location

    Type the location information to share with the sales team. Examples of meeting locations are Conference Room B and Main Campus Facility.

    Cost Estimate

    Type the monetary value associated with the activity.

    Price List

    Select the price list that is associated with a billable activity.

    Rate List

    Select the rate list associated with a billable activity.

    Project

    Select the project for the activity.

    Category

    Select a value to specify a category for the activity.

    Service related activities are often created by one individual (such as a call center agent) and completed by another individual (such as a service repair representative). Consequently, when a service related category value is selected (such as Diagnostic, Field Engineer Activity, Preventative Maintenance or Other), the owner of the activity is deleted so that the activity is unassigned. The user can then reassign the activity by adding a new value to the owner field. If you are using Siebel Assignment Manager, then the activity is automatically reassigned.

    Audience

    Select a value to specify the audience that can view the activity. Examples of values are employees, partners, and customers.