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Activities, Persons

This page describes the Activities, Persons report in the CRM module.

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The Activities, Persons report is a list of Activities sorted by Person. The Private Activities of the Person producing the report are included, but those of other users are not. A particular user's To Do and Timed To Do Activities will be not be shown in the report if the Person producing the report has been denied access to that user's Task Manager in the Task Manager Access setting in the System module.

When printed to screen, the Activities, Persons report has the Standard ERP Drill-down feature. Click (Windows/Mac OS X) or tap (iOS/Android) on a Customer or Supplier Number to produce an Activities, Contacts report for that Customer or Supplier for the same period, or on an Activity Date to open the corresponding Activity record.

Period
Paste Special    Reporting Periods setting, System module
Enter a reporting period: Activities whose Start Dates fall in this period will be shown in the report. To produce a report for a particular day, simply enter the date once and it will be converted to the period format automatically.

Person
Paste Special    Person register, System module and Global User register, Technics module
Range Reporting    Alpha
Enter a Person's Signature to list the Activities recorded, scheduled or carried out by this Person. If you list the Activities of another Person, their Private Activities will not be included.

If you have more than one Company in your database, the Person that you specify here must have a Person record in the Company in which you are working, otherwise their Activities won't be included in the report. If you leave this field empty or enter a range of employees, the report will only include Persons in the range that have Person records in the Company in which you are working. This is because the report will be constructed by looping through the records in the Person register in the current Company, and listing each Person's Activities in the same Company.

Display Group
Paste Special    Display Groups setting, System module
If you enter a Display Group here, the report will list the Activities recorded, scheduled or carried out by each Person belonging to that Display Group.

Customers
Paste Special    Customers, Suppliers and Contact Persons in Contact register
Range Reporting    Alpha
Enter a Customer or Supplier Number or a range of Numbers to list Activities recorded or scheduled for that Customer or Supplier (or for the range of Customers or Suppliers). These are Activities in which the specified Customer or Supplier has been entered in the Contact field.

By default, the 'Paste Special' list shows Customers. Click the [Suppliers] button in the top left-hand corner of the 'Paste Special' window if you need to see Suppliers, and the [All Contacts] button if you need to see Customers, Suppliers and Contact Persons.

Cust. Classification
Paste Special    Contact Classifications setting, CRM module
Enter a Classification Code in this field if you need to list Activities related to Customers and Suppliers with a particular Classification. If you enter a number of Classifications separated by commas, the report will only list Activities for Customers and Suppliers that have all the Classifications that you have entered. If you enter a number of Classifications separated by plus signs (+), Activities for Customers and Suppliers featuring at least one of the Classifications listed will be included in the report. If you enter a Classification preceded by an exclamation mark (!), the report will include Activities for all Customers and Suppliers featuring any Classification except the one listed.

For example:

1,2
Lists Activities for Customers and Suppliers with Classifications 1 and 2 (including those for Customers and Suppliers with Classifications 1, 2 and 3).

1+2
Lists Activities for Customers and Suppliers with Classifications 1 or 2.

!2
Lists Activities for all Customers and Suppliers except those with Classification 2.

1,!2
Lists Activities for Customers and Suppliers with Classification 1 but not those for Customers and Suppliers with Classification 2 (i.e. those for Customers and Suppliers with Classifications 1 and 2 are not shown). Note the comma before the exclamation mark in this example.

!1,!2
Lists Activities for all Customers and Suppliers except those with Classification 1 or 2 or both. Again, note the comma.

!(1,2)
Lists Activities for all Customers and Suppliers except those with Classifications 1 and 2 (Activities for Customers and Suppliers with Classifications 1, 2 and 3 will not be listed).

!1+2
Lists Activities for Customers and Suppliers without Classification 1 and for those with Classification 2 (Activities for Customers and Suppliers with Classifications 1 and 2 will be included).

(1,2)+(3,4)
Lists Activities for Customers and Suppliers with Classifications 1 and 2, and for those with Classifications 3 and 4.

1*
Lists Activities for Customers and Suppliers with Classifications beginning with 1 (e.g. 1, 10, 100).

1*,!1
Lists Activities for Customers and Suppliers with Classifications beginning with 1 but not 1 itself.

*1
Lists Activities for Customers and Suppliers with Classifications ending with 1 (e.g. 1, 01, 001).

1*,*1
Lists Activities for Customers and Suppliers with Classifications beginning and ending with 1.

Cust. Category
Paste Special    Customer Categories setting, Sales Ledger
If you need the report to list Activities related to Customers and Suppliers belonging to a particular Customer Category, specify that Category here.

Activity Type
Paste Special    Activity Types setting, CRM module
If you need the report to list Activities with a particular Activity Type, enter that Activity Type here.

Activity Class
Paste Special    Activity Classes setting, CRM module
If you need the report to list Activities with Activity Types belonging to a particular Activity Class, enter that Activity Class here.

Function
Use these options to control the level of detail featured in the report. In both cases, the report will be sorted by Person, Task Type and Date.
Overview
This report contains a single row for each Activity, showing the Start Date, Activity Type, Customer Number, Contact Person, Cost (Time), an indication whether the Activity is a Profile Activity, and Text (from the Activity header). AM's second Activity in the illustration below is a Profile Activity and so has an "x" in the "P" column:

Detailed
In addition to the information shown in the Overview, this option prints the notes and comments entered on the 'Text' card of each Activity.

Specify
Use these options to determine whether the report is to list Activities that have been marked as Done, Activities that have not been marked as Done or both.

Task Type
Use these options to specify whether Activities of various Task Types are to be included in the report.

In the report, each Person's Activities will be divided into sections representing each Task Type.

Calendar Types
Use these options to determine whether the report is to contain Activities where the Calendar Type is Time, Profile or Don't Show, or any combination. For each Person, the report will show separate totals for Time and Profile Activities.

Show Cust. instead of Contact Name
By default, a single row will be printed for each Activity, including the Contact Name (from the Contact Person field in the Activity). Select this option if you want the Customer or Supplier Name (from the Name field in the Activity) to be printed instead.

Include All Companies
Select this option if you have a multi-Company database and you want to list Persons from every Company.

Selecting this option will mean that the report will be constructed by looping through each Company, checking the records in the Person register in the each Company, and then listing that Person's Activities in the same Company. For example, if Person A is stored in the Person register in Company 1, the report will list Person A's Activities in Company 1. If Person B is stored in the Person register in Company 2, the report will list Person B's Activities in Company 2. But Person A's Activities in Company 2 and Person B's Activities in Company 1 won't be included.

If you use the Drill-down feature to click (Windows/Mac OS X) or tap (iOS/Android) on an Activity Date to open an Activity record, the Activity will only be opened if it is stored in the Company in which you are currently working. If you click or tap on a Customer or Supplier Number to produce an Activities, Contacts report, the report will only list Activities in your current Company.
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Reports in the CRM module:

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