Entering an Activity - Persons Card
- Persons
- Paste Special
Person register, System module
- The Person doing the Activity. The initials of the current user are entered as a default.
- If the Activity is to be carried out by more than one Person, enter all appropriate initials, separated by commas. It will appear in all their Calendar views, Task Managers and Personal Calendar reports.
- If you need to use 'Paste Special' to enter several sets of initials, type the comma before opening the 'Paste Special' list. This will cause Hansa to add the next set of initials to those already entered. Otherwise, the previous initials will be overwritten.
- You can also enter a Display Group here. If so, when you press Tab or Return, the Display Group will be replaced by the initials of every member of the Display Group. This might be useful for scheduling meetings etc that are to be attended by all members of a department.
- If the Activity has an Activity Type that belongs to an Activity Class whose Create Project Transaction box has been checked, you can only specify a single Person here. This is because a Project Transaction will be created when the Activity is marked as Done and saved, and Project Transactions can only record the work of a single Person. If you use more than one Person in such an Activity, you will be given the message "Only One Person Allowed" when you try to save the Activity.
- Once an Activity has been marked as Done and saved, the Person cannot be changed.
- Cc
- Paste Special
Person register
- Enter the initials of anyone else that needs to know about the Activity (e.g. the person responsible for the Customer). Again, you can enter the initials of more than one Person, separated by commas, and you can also enter a Display Group. The Activity will appear in all their Calendar views and Personal Calendar reports, but it will only appear in their Task Managers if they so choose on the 'Filter' card.
- Supervisor
- Paste Special
Person register
- Enter the initials of the Person ultimately responsible for this Activity here. The Activity will not appear in their Calendar, Personal Calendar report or Task Manager.
- Language
- Paste Special
Languages setting, System module
- You can specify in the 'Define Document' window for the Activity document that Activities can be printed using different Forms depending on the Language of the Activity. Specify that Language here.
- Priority
- You can grade the importance of each Activity using the Priority field. The Priority will be shown in the Task Manager, and you can reduce the list in the Task Manager so that it shows Activities with a particular Priority only.
- Private
- Activities marked as Private will appear in your Personal Calendar and Activities, Customers reports, in the Task Manager and in any Calendar view when viewed by you, but not when viewed by any other user. They will also be excluded from most other reports when produced by other users. They can be viewed by users with access to the Activity register in the System module.
- Once an Activity has been marked as Done and saved, the Private box can still be changed.
