Configuring Auto Trace Codes and Auto Traces

You can create Auto Trace Codes and configure auto traces so that activities are created automatically under certain configured conditions. The process of creating and applying Auto Trace Codes involves creating a Trace Code, tying the Trace Code to a Trace Group (account, contact, activity, or block), and defining the conditions under which the Trace Code functions.

To create Auto Trace Codes requires an active OPERA Cloud OSEM license. You also must have the activity management user tasks.

Creating a Trace Code

Trace codes are pre-defined filters that trigger activities depending on the behavior of the record.

1. From the Administration menu, select Client Relations, select Activity Management, and select Trace Codes.

2. Click New.

3. Select a Trace Group from the list of configured groups: Accounts, Activities, Blocks, or Contacts.

4. Create a Trace Code to represent the new trace code.

5. Create a Description of the new Trace Code.

6. Click Save.

Creating Trace Owner Mapping

This function enables you to map the new Trace Code to the Trace Owner Code.

1. From the Administration menu, select Client Relations, select Activity Management, and select Trace Owner Mapping.

2. Click New.

3. Select an Owner Code. This is the owner responsible for the trace trigger (a logged-in user).

4. Select the Trace Owner Code. This is the owner code on whose name the new trace activity should be created.

5. Click Save.

Creating Trace Definitions

Trace Definitions determines the conditions under which a Trace is triggered.

1. From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.

2. Click New.

3. Select the Trace Group to which the auto trace is linked. The following check box options appear:

   1. On Update of Field – creates the activity when the selected field gets changed.

   2. On Creation – creates the activity when a new record gets created.

   3. On Deletion – creates the activity when a record gets deleted.

4. Select the Trace Code from all of the configured Trace Codes for the selected Trace Group.

5. Select an Activity Class Appointment or To Do.

6. Select the Activity Type, such as follow up or send brochure, to trigger by either the Appointment or the To Do you selected.

7. Select an Owner from one of the following:

   1. Current – assigns the activity to the logged in user when the activity is generated.

   2. Primary – provides an Owner Assignment check box and a Trace Owner Mapping field for selecting the user mapped in Trace Owner Mapping.

   3. Custom – lets you search and select a different owner.

8. Write a brief description of the Trace Code in the Purpose field.

9. Click Manage Expressions to set up additional conditions or conditional and/or statements required to trigger the activity. On the Manage Expressions dialog, you can set up single or multiple conditions:

   1. Click Add or click Add().

   2. Select an Attribute and an Operator.

   3. Click OK.

10. Click Save.

Copying Trace Definitions

When logged into the Hub level, you can copy Trace Definitions to other properties within the Hub under certain conditions. The Trace Code and Trace Group must be available in the target property. The target property must have an active OPERA Cloud OSEM license.

1. From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.

2. Click the page level vertical ellipsis and select Copy.

3. Select the source Property, and enter the Trace Group, or Trace Code.

4. Click Search.

5. Select the trace code and click the down arrow to move it to the selected section.

6. Click Save.

7. Select the destination Property. Only properties with active OPERA Cloud OSEM license will be available. If the same owner assignments are available in the target property, you can leave the Copy Owner Assignment check box selected.

8. Click Save.

9. Click Copy and Continue.

Editing Trace Definitions

1. From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.

2. On the Trace Definitions screen, search and select the required trace definitions that you want to edit and then click on the vertical ellipses.

3. Click Edit.

4. Update configuration.

5. Click Inactive to mark inactive.

6. Click Save.

Deleting Trace Definitions

1. From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.

2. On the Trace Definitions screen, search and select the required trace definitions that you want to delete.

3. Click on the vertical ellipses and then click Delete.

4. Confirm the deletion.

5. Click Save.