Activities are tasks or reminders for tasks that you need to carry out by a certain date and time. Planning your activities with B2B Sales is a great way of staying in touch with your contacts. This article describes how to edit activities of different activity types.
In this article:
- Editing an activity of the type phone call, visit, or other activity
- Adding/Editing an activity of the type letter, fax, email or internal email
- Selecting a template as a basis for your letter, fax, email or internal email
- Finalizing an activity of the type letter or fax
- Finalizing an activity of the type email
- Editing/Sending an activity of the type internal email
Editing an activity of the type phone call, visit, or other activity
- Do one of the following:
- For a new activity: From the Activity dialog box, select the Visit or Phone or Other Activity
- For an existing activity: From the list of activities select the activity of the type phone call, visit or other activity (task, meeting, contract) and select the Edit.
B2B Sales displays the Activity dialog for the selected activity. For new activities, B2B Sales defaults the respective activity type (Visit or Phone or Task) into the SubType field.
The header of the Activity dialog box displays the name of the account and the name of the contact person on the left. On the right the display indicates that there are currently no file attachments for this activity.
From the Activity dialog box, you can edit the activity, attach files, view and delete them (Attachments tab), and record optional custom-specific details (Options tab) by selecting the respective tab.
See Activity dialog table for a description of the fields in the Activity dialog.
- Fill in or modify the fields as required.
- Use the Remarks box to enter additional comments regarding the activity. Also use the box to enter the results of the activity.
- When you have entered the activity details,
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- Select the Attachments tab if you want to attach a file to the activity.
- Select the Options tab to record custom-specific information pertaining to the activity.
- Select Ok to save the activity or select Cancel to restore the previous settings.
B2B Sales returns to the list of activities and displays the new activity on the screen.
Table: activity dialog – description of fields
Note: ** means that this field is only available for activities of the type Other.
Field Name or |
Description (for letter, fax, email, and activities of the type Other) |
Priority |
Select the down arrow and select the required priority status for this activity from the pickbox. High-priority activities will be highlighted in yellow in the list of activities. |
Sales Rep |
When you create a new activit this field displays your name by default. By selecting another name you can assign the activity to another sales rep. Tip: You can also send activities to sales reps who are not assigned to this account i.e., use this function to exchange activities with all other users. |
Subject** |
Description of an activity. For example “Meet new contact” or “Present new offer.” You can edit the description, if required. If you require entering more details than fit on the subject line use the Remarks box (below) to enter more information. |
SubType |
Activity type. The system displays the activity type that was first created. You can change the type, if required. Select the down arrow and select the type of activity from the pickbox. You have the following options: |
Date** |
Due date for the activity i.e., the date on which the activity should be carried out. B2B Sales automatically defaults today's date. If you need to change the date type in the new date or select the required date from the calendar available by selecting the down arrow. On the due date, B2B Sales will automatically display all open activities with the respective date in the list of open activities. |
Time** |
Scheduled time for the activity i.e., in the case of the visit this will be the appointment time with the client. |
Duration** |
Expected time required to carry out the activity. This field can also remain empty and be used to record the real duration when you have seen the client and are summarizing your visit. |
Status |
Select the down arrow and select the status for the activity from the pickbox. You have the following options: Open: System default for new activities. On the due date, B2B Sales will automatically display open activities in the list of open activities. In Progress: Change the status to In Progress for activities that have started and have not been concluded yet. Done: Change the status of resolved activities to Done. As long as you do not mark the activity as resolved B2B Sales will keep displaying it in the list of open activities. When you change the Status field to Done the Done date is automatically filled in by B2B Sales. Once you have set the Status field to Done the system will suggest to create a follow-up activity. Note: For letter, fax, email and internal activities, B2B Sales will automatically set the Activity status to DONE, once you have saved and returned from the letter or sent the activity. Then, the system will suggest to create a follow-up activity. |
Result** |
Outcome of the activity – this field is grayed out and is only activated when you have changed the Status field to Done. Select the down arrow and select the outcome of the activity from the pickbox. The available entries are user-definable and depend on the standard set by the hotel chain. Typical options are contract requested, contract signed, follow up, complaint, group request, etc. |
Done** |
Date on which the activity is marked as don i.e., resolved. The Done date is automatically filled in by B2B Sales when you change the Status field to Done. You can overtype this date, if necessary. |
Remarks |
Use this free-entry note box to enter any additional information required to describe the activity or any other details pertaining to the activity. The Remarks box is especially useful to sum up the outcome of an activity. Tip: If you want to insert a line break simply press Ctrl + Enter. |
Date-and-time stamp for Remarks |
For adding the date, the time, and/or your user ID, right-click and select the required stamp. You have the following options. Short Date 17.10.21 B2B Sales bases the date and time format on the Regional Options settings in the Control Panel. |
Info Fields: Last*/ Created*/Sales Rep* |
These read-only fields are for information only and cannot be edited. They display the user ID of the person who last edited the contact and the last edit date, the creation date of the contact, the respective user ID, and the sales representative for the contact. |
Open button |
Opens the letter, fax, or email. |
Send button |
Sends the email or fax. |
Open Potential button |
Only visible if this activity was created for a potential. |
Adding/Editing an activity of the type letter, fax, email or internal email
Do one of the following:
- For existing letters, faxes, or emails:
From the list of activities select the activity of the type letter, fax, email or internal email, and select the Edit icon.
- For new letters, faxes, or emails:
Activities of the type letter, fax, or email require the selection of a template that is used as a basis for your letter or email.
Selecting a template as a basis for your letter, fax, email or internal email
If you want to create a new activity (letter, fax email or internal email), you have to select a template first.
- From the Activity dialog box, select the Letter, Fax, Email or Internal Email icon.
B2B Sales displays the respective Template Selection dialog box for letters, faxes, and or (internal) emails.
Note: The system defaults the language entered in the contact record of this contact.
For template files B2B Sales offers local templates (= templates you have created) and global templates.
Global templates are determined by the hotel chain; they are highlighted in bold. You will not be able to edit them (i.e., change the template as such) or delete them, unless you have special user rights.
- Under Templates, select the required template and then select the Use button to open a copy of the selected template.
B2B Sales merges the codes in the template with the details of the contact, such as name, address, salutation, etc.
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- For letters and faxes: B2B Sales starts Microsoft Word and displays the individual letter or fax on the screen for editing.
- For emails: B2B Sales starts the email program and displays the individual email on the screen for editing.
- For letters and faxes: B2B Sales starts Microsoft Word and displays the individual letter or fax on the screen for editing.
You are now ready to print, send your letter or send your email.
Finalizing an activity of the type letter or fax
- In the merged document on the screen, make any changes required to personalize the letter for this contact in specific.
- If you need a printout of the document, point to the File menu, and then select Print.
- When you are done, select the File menu and then select Save & Return.
B2B Sales displays the Activity dialog for letters/faxes. - Complete the activity details for example record the name of the document template you have chosen so you can later tell at one glance in the activity list, which letter you have sent.
- If you want to edit the letter again, select the Open button.
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Select the Options tab to record any custom-specific details regarding the letter.
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When you have recorded all the details for this activity, select Ok.
B2B Sales returns to the list of activities and displays the new activity on the screen. The clip in the Attachment column indicates that there is a file attachment for this activity.
In addition, as you can see from the display B2B Sales has automatically filled in the done date for this letter/campaign. Filter by e.g. All Done Activities to locate this activity in the list of activities.
Finalizing an activity of the type email
After adding a new email activity and selecting an email template B2B Sales starts the email program and displays the individual email on the screen for editing.
- In the merged email on the screen make any changes required to personalize the email for this contact in specific.
- If you want to attach a file to your email select the paperclip button
and browse for the required file. - Do not forget to fill in the subject and to add any required recipients.
- When you are done, select the Send button to send the email.
Note: If a message box from your email system appears, allow B2B Sales to access your email system. Otherwise you cannot send the email.
B2B Sales sends the email directly from your email system and displays the Activity dialog box for emails.
B2B Sales automatically uses the Subject line of the email and defaults this text into the Subject line of the activity. You can change the Subject, if required. - Complete the activity details.
- If you want to edit the email again, select the Open button.
Note: You should not edit the email again, once you have sent it, unless you want to carry out a resend.
- Select the Options tab to record any custom-specific details regarding the email.
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When you have recorded all the details for the email activity, select Ok.
B2B Sales returns to the list of activities and displays the new activity on the screen. The clip in the Attachment column indicates that there is a file attachment for this activity.
In addition, B2B Sales has automatically filled in the done date for this activity. Filter by All Done Activities to locate it in the list of activities.
With letters, emails and faxes B2B Sales will automatically display the follow-up activity dialog, once you have selected the respective email or fax template and selected the Send option.
Editing/Sending an activity of the type internal email
Internal emails are used when you want to inform the Sales management team or some other sales user of an activity done or required for a specific account and contact.
Internal email activities never go the selected contact of the account but are SAVED as an internal activity for the contact and can be accessed and viewed again from there.
For instance, the account type of an account has to be set from prospect to account.
- In the Template Selection dialog box make sure that you have selected the required template and then select Use.
B2B Sales merges the codes in the template with the details of the contact. Then B2B Sales displays the individual email on the screen for editing. You can make full use of all options provided by Serenata E-Mail.
In our example, there is a default email address going to the Management team of the hotel group. They receive all internal email activities, unless you manually change the email address in the To line by overtyping it. - Make any changes required to provide further information for the internal email activity.
- If you want to attach a file, select the paperclip button
and browse for the required file. - Do not forget to check the subject line and change the default, if required and to add any additional recipients.
- When you are done, select the Send button to send the internal email.
Note: If a message box from your email system appears allow B2B Sales to access your email system. Otherwise you cannot send the email.
B2B Sales sends the internal email to the Email Inbox of the recipient. At the same time, the internal activity is stored with the list of activities for the account and contact and can be accessed from there.
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