Adding Trace Definitions
From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
Click New.
Select or confirm the Property.
Select the Trace Group to which the auto trace is linked, such as Accounts, Activities, Blocks, and Contacts. Additional options appear depending on the Trace Group you select. The options enable you to select additional conditions for triggering a trace. Examples of options include the following:
On Update of Field – creates the activity when a specified field is updated. When you select the On Update of Field option, the Attribute field appears enabling you to select the specified field.
On Creation – creates the activity when you create a new record. The record is the Tract Group you selected in the Trace Group field.
On Activity Deletion – creates the activity when a record gets deleted.
Trace Code – defines the trace code for the Trace Group you selected.
Select the Trace Code from all of the configured Trace Codes for the selected Trace Group.
Select an Activity Class. Options are Appointment or To Do.
Select the Activity Type from the list, such as follow up or send brochure, to trigger by either the Appointment or the To Do you selected.
Purpose. Enter the purpose that will appear on the Activity (Field will default with the Activity Type description).
Enter or select the following:
For Time. Available for Appointment or To Do Activity Classes. Select the time for the activity to start.
Date Calculation. Select a date field from the list.
+/– Days. Select whether you would like to go forward (plus) or backward (minus) from this date and the number of days. Leaving this field blank will generate the Activity with a start date equal to the date in the field selected in Date Calculation.
Select an Owner from one of the following:
Current – assigns the activity to the logged in user when the activity is generated.
Block Owner– assigns the activity to the block owner and displays the Owner Assignment check box. Selecting the check box opens the Trace Owner Mapping field for mapping the trace to one or more owners.
Room Owner– assigns the activity to the room owner and displays the Owner Assignment check box. Selecting the check box opens the Trace Owner Mapping field for mapping the trace to one or more owners.
Catering Owner – assigns the activity to the catering owner and displays the Owner Assignment check box. Selecting the check box opens the Trace Owner Mapping field for mapping the trace to one or more owners.
Custom – lets you search and select an owner.
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:
Click Add or click Add().
Select an Attribute and an Operator.
Click OK.
Click Save.
Copying Trace Definitions
Note:
For more information see Copying Configuration Codes to Multiple Properties.Editing Trace Definitions
From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
On the Trace Definitions screen, search and select the required trace definitions that you want to edit and then click the vertical ellipsis.
Click Edit.
Update the configuration.
Click Inactive to make the trace definition inactive. Inactive trace definitions do not appear in search results unless you click the Actions ellipsis and select Show Inactive.
Click Save.
Deleting Trace Definitions
From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
On the Trace Definitions screen, search and select the required trace definitions that you want to delete.
Click the vertical ellipsis and then click Delete.
Confirm the deletion.
Click Save.
Parent topic: Activities