17Activities

This chapter contains the following:

Overview of Activities

Salespeople use the Activities pages to schedule appointments, create tasks and call reports, and view scheduled activities on their calendars.

Key features include:

  • Calendars: My Calendar provides a full set of calendar functionality. You can change colors to make calendars more friendly-looking. Associate assets with activities so that salespeople can view the asset calendar and manage their appointments.

  • Notifications: After you set up notifications, salespeople receive them in the notifications list and can drill-down into activities.

  • Call reports: Call reports help salespeople track key updates to their sales activities.

  • Delegation: After you set profile options, salespeople can delegate activities to another user.

  • Default record sets: You can configure the default sets of records for salespeople to access tasks and appointments in the Activities tab from other objects such as opportunity and leads.

See the related topics in this chapter for more setup information. See the Using Sales guide for salesperson tasks.

Activity Search and Views

Enable the Search of All Activities

Let salespeople search all activities by setting the profile option, All Records I Can See Enabled, to Yes. By default, the value is No, meaning salespeople can only search activities they own or are associated with as a resource. You can set the profile option either for the whole site or for individual users.

Setting the profile option to Yes enables the search for all activities, but only in Advanced Search. Here's how to set the profile option.

  1. In the Setup and Maintenance area, go to:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Activity Profile Options

  2. Click the ZMM_ACTIVITY_ENABLE_ALL_RECORDS link.

  3. To enable access at the site level, select Yes in the Profile Value field.

  4. To enable access for specific users::

    1. Click the Add icon.

    2. In the Profile Level field, select User.

    3. In the User Name field, search for and select the user name.

    4. Select Yes in the Profile Value field.

  5. Click Save and Close.

Configure Default Activity Search

Salespeople access tasks and appointments in the Activities tab from other objects such as opportunity and leads. A search Show filter determines the default list of activities that display when a user lands on a page.

You can configure the default set of records by modifying a lookup type. The available values for Activity search types are Open Activities, Completed Activities, and All Activities. To change the default search:

  1. Navigate to the Manage Standard Lookups task in Setup and Maintenance.

  2. Search for the ORA_ZMM_ACTIVITY_FILTER_TYPE lookup type.

  3. Set the order of the default values to the order in which you want them to appear in the Show filter.

    The application displays the first one by default, followed by the second one, and then the third one.

Note: You can't add, delete, or change the end date of values provided in the list.

Activity Notifications and Delegation

Set Up Activity Notifications

You can configure company-level and user-level notifications for activities. You also can set the default appointment reminder, and the default appointment duration, calendar view, and calendar start time.

Company-Level Notifications

For the entire company, you can specify whether users:

  • Receive notifications as owners of an activity

  • Receive notifications if they aren't the owners of an activity

  • Receive task notifications if changes are made to completed tasks

You can specify the following for both appointments and tasks:

  • Whether users receive email notifications

  • Whether users receive notification messages in the notifications list

Note: If you enable email notifications at the company level, each individual user can still choose not to receive email notifications. If you enable notifications in the notifications list, each individual user can still choose not to receive notifications in the notification list.

Here are the profile options for setting up company-level activity notifications:

Profile Option Name Default Value Description

Task Notification to Contacts and Consumer Customers Enabled

N

Enables notifications to external participants when tasks are created, updated, or deleted

Appointment Notification to Contacts and Consumer Customers Enabled

Y

Enables notifications to external participants when appointments are created, updated, or deleted

Disable Appointment E-Mail Notification

N

Specifies whether to disable appointment email notifications

Disable Task E-Mail Notification

N

Specifies whether to disable task email notifications

Disable Task Notification List

N

Specifies whether to disable task notifications in the notifications list

Disable Appointment Notification List

N

Specifies whether to disable appointment notifications in the notifications list

User-Level Notifications

You can set several profile options at the user level to control the behavior of notifications. The user preferences setting are stored in the profile options. Users can modify their notification preferences using the preferences pages, located under their user names in the global area.

Here are the user-level profile options for activity notification preferences:

User Name Default Value Description

Appointment Owner Notifications

N

Enables receiving appointment notifications when the user is the owner of the appointment

Appointment Resource Notifications

Y

Enables receiving appointment notifications when the user is a resource or invitee of the appointment

Task Owner Notifications

N

Enables receiving task notifications when the user is the owner of the task

Task Resource Notifications

Y

Enables receiving task notifications when the user is a resource on the task

Task Notifications For Completed Tasks

N

Enables receiving task notifications for tasks that have already been completed

Notification List Appointment Notifications Enabled

Y

Enables receiving appointment notifications in the notifications list

Email and List Appointment Notifications Enabled

NA

Enables receiving appointment notifications in the notifications list and through email

Notification List Appointment Notifications Enabled

Y

Enables receiving appointment notifications in the notifications list

E-Mail Task Notifications Enabled

Y

Enables receiving task notifications by email

E-Mail Appointment Reminders Enabled

Y

Enables receiving appointment reminders by email notifications

Notification List Appointment Reminders Enabled

N

Enables receiving appointment reminders in the notifications list

Owner Initiated Task Notifications Enabled

N

Enables receiving task notifications when a user creates, updates, or deletes a task and he's the owner of the task

Owner Initiated Appointment Notifications Enabled

N

Enables receiving appointment notifications when a user creates, updates, or deletes an appointment and she's the owner of the appointment

How to Disable Notifications for the Entire Company

You can disable activity notifications globally, so that no one in the company receives notifications. To disable notifications:

  1. In the Setup and Maintenance area, go to:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Administrator Profile Values

  2. Enter the profile option to disable email or appointment notification, in the Profile Option Code field.

    Here the items you can disable and the profile options you use to disable them company-wide:

    What to Disable Profile Option

    Appointment email notification

    ZMM_ACTIVITY_DISABLE_EMAIL_APPT_NOTIF

    Task email notification

    ZMM_ACTIVITY_DISABLE_EMAIL_TASK_NOTIF

    Appointment notification in the notification list

    ZMM_ACTIVITY_DISABLE_LIST_APPT_NOTIF

    Task notification in the notification list

    ZMM_ACTIVITY_DISABLE_LIST_TASK_NOTIF

  3. For each item you're disabling, change the related site-level profile value to Yes.

Enable Drill-Down Capabilities in Notifications

You can enable salespeople to drill down to an activity from a notification list or an email. To use the enhanced notifications feature, salespeople must set their preferences to accept notifications. You enable the enhanced capabilities by opting in to the feature and setting profile options. With enhanced notifications, salespeople can take actions on an activity from a notification list or an email. For example, they can click a link in an email to accept or decline an appointment or mark a task as completed.

Note: While you can revert to opt out of the enhanced notifications, Oracle recommends that you don't opt out of the enhanced notifications between releases.

Setup Overview

Preform the following steps to set up the enhanced notifications:

  1. Opt in to the Activity Drill-down and Actionable Notification feature in Setup and Maintenance.

  2. Set site-level profile options that enable the notifications.

  3. Set profile options that enable the users to set their preferences for notifications. The profile options can be set at site-level or user-level.

If salespeople opt in for the capability to drill down and act from activity notifications, then they receive both a notification list and an email. Salespeople don't have the option to choose only one type of notification.

Opt in to Activity Drill-Down and Actionable Notifications

To opt in to the Activity Drill-Down and Actionable Notifications feature:

  1. Sign in as a setup user.

  2. In the Setup and Maintenance area, go to the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

  3. Click the drop-down button on Sales Foundation.

  4. Click View Feature Selection.

    The Edit Features: Sales Foundation page appears.

  5. Select the Enable check box for Activity Drill-down and Actionable Notification.

  6. Click Done.

To revert to the earlier setup, clear the Enable check box.

Set the Profile Options for Enhanced Notifications

Use profile options to enable email or list notifications at the site level. After you enable the profile options, if salespeople opt in for enhanced notifications, then they receive both list and email notifications with drill-down capabilities.

To set the profile options:

  1. In the Setup and Maintenance area, go to the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Administrator Profile Values

  2. In the Profile Display Name field or Profile Option Code field, enter the profile option name or code and click Search.

    The following table lists the profile options.

    Profile Display Name Profile Option Code Description

    Email and List Appointment Notifications Enabled

    ZMM_ACTIVITY_APPT_NOTIF_LIST_EMAIL

    Enables appointment notifications in notification lists and emails.

    E-Mail and List Task Notifications Enabled

    ZMM_ACTIVITY_TASK_NOTIF_LIST_EMAIL

    Enables task notifications in notification lists and emails.

    In addition to enabling the site-level profile options, you must also enable profile options for the user preference settings. The following table lists the profile options that you enable at site or user level.

    Profile Display Name Profile Option Code Description

    Email and List Task Notifications Enabled as per User Preference

    ZMM_ACTIVITY_TASK_NOTIFICATIONS

    Use to enable users to receive task notifications in the notification list and through email according to their preference settings.

    Email and List Appointment Notifications Enabled as per User Preference

    ZMM_ACTIVITY_APPT_NOTIFICATIONS

    Use to enable users to receive appointment notifications in the notification list and through email according to their preference settings.

For more information, see the related topics.

Enable Activity Delegation

You can enable the ability for all sales users in your implementation to delegate their activities, such as calendar appointments and tasks, to another user. To enable the delegation functionality, you set separate profile options for appointments and tasks.

When a user delegates an activity, he simply changes the owner of the activity. After a user delegates an activity to another user, both the user (who's the original owner) and the person to whom the activity is delegated (the new owner) can edit or update the activity.

To enable activity delegation:

  1. In the Setup and Maintenance area, go to the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Administrator Profile Values

  2. Search for and set two profile options according to your business needs. The following table lists the profile options.

    Profile Option Display Name Profile Option Code Description and Setting

    Appointment Delegation Enabled

    ZMM_ACTIVITY_APPT_DELEGATION

    Enables sales users to delegate appointments to other sales users. Set to Yes at site level to enable all users in the site to use the delegation feature.

    Task Delegation Enabled

    ZMM_ACTIVITY_TASK_DELEGATION

    Enables sales users to delegate tasks to other sales users. Set to Yes at site level to enable all users in the site to use the delegation feature.

  3. Save your changes.

Activity Types and Subtypes

About Activity Type and Subtype

Managers track the performance of salespeople by their activity type, such as email, call, and so on. Managers can track more details of an activity using the Activity subtype field. The Activity Subtype field is dependent on the Activity Type value. The activity function types are appointments, tasks, and call reports. For example, the activity type email has subtypes outbound, inbound, and others.

The type and subtype values are populated from the parent activity to the child activity. After you add the Activity Subtype field to the application, you can:

  • Create values for the Subtype field depending on the type of activity.

  • Define relationships between the two values.

  • Auto-populate the type and subtype values for:

    • Autocreated tasks, such as logging calls.

    • Follow-up activities created in the context of an activity, such as creating a call report.

    • Follow-up appointment or task.

  • Auto-populate supplied values from the parent activity when you create a call report or a follow-up appointment or task.

  • Add a new type using the Activity Type Subtype task.

    Note: If you add a new lookup type, ensure that the lookup code tag has: APPOINTMENT:TASK:CALLREPORT.

Use Application Composer to make the Subtype field available on the create and edit pages of appointments, tasks, call reports, and list pages in the Activities UI. Use the Manage Activity Type and Subtype task to create and edit type and subtype values related to activities.

Add an Activity Subtype Field

Add an activity subtype field so that salespeople can classify their activities in detail for each activity type, such as an appointment, task, or call report. Remember, salespeople can add subtypes only for active activity types. And, the subtype field is always dependent on the activity type selected. You enable the Subtype field in Activities using Application Composer.

Here's how to enable the Subtype field:

  1. Ensure you're working in an active sandbox.

  2. Click Navigator > Configuration > Application Composer.

  3. In the Objects navigation tree, expand Standard Objects and then expand Account.

  4. Click the Pages node.

  5. Ensure that the Application Pages tab is selected.

  6. On the Details Layout page, click the Reorder Subtabs icon.

  7. In the Configure Subtabs dialog, move the Reference Systems subtab to the Selected Subtabs box.

  8. Click OK and then click Done.

  9. Test the changes and publish the sandbox according to your company's business practices.

Associate Activity Type with a Function and Subtype

An activity type categorizes actions of salespeople. When you associate an activity type with a function and subtype, salespeople can further classify details of an activity. You can associate a type value with one or more activity function types such as an appointment, task, and call report. Then map the activity type with a subtype. Use lookups to associate a type value with a function type.

Here's how to associate a type value with a function and then a subtype.

  1. In Setup and Maintenance, go to the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

  2. Search for Manage Activity.

  3. Click the Manage Activity Type and Subtype task.

  4. In the Manage Activity Types: Manage Activity Types by Function page, select the relevant activity type. For example, for the activity type Call, select Appointments, Call Reports, and Tasks. The activity type is now mapped to the activity function.

  5. Click Next. The Manage Activity Subtypes: Manage Subtypes by Activity Type page appears.

  6. Map the activity type to a subtype. For example:

    • Select Call in the Select Activity Type field and then click the add icon.

    • Create subtypes of Inbound and Outbound.

    • Select the Enabled option.

  7. Click Save and Close. The activity type is mapped to the subtype.

Additional Configurations

Let Salespeople Associate Addresses with Activities

You can enable selection of addresses from a drop-down list. From the address selector users can then select an address that's associated with an activity's account or contact. You can expose the address selector using the Application Composer. The address for activities can be exposed on the create and edit pages of tasks, appointments or call reports.

To expose the address selector:

  1. Ensure you're working in an active sandbox

  2. Navigate to Configuration > Application Composer.

  3. In the Objects navigation tree, expand Standard Objects and then expand Activity.

  4. Click the Pages node.

  5. Ensure that the Application Pages tab is selected.

  6. Scroll down to a section where you want to expose the address selector:

    • Creation Page Layouts: Task Create, Call Report Create, Appointment Create

    • Details Page Layouts: Task Details, Call Report Details, Appointment Details

  7. Duplicate the required standard layout and edit the resulting copy.

  8. Click Show next to the Address option to enable the address selector.

  9. Click Done.

  10. To validate whether the address selector is available on the Activities UI:

    1. Navigate back to the respective Task, Appointment, or Call Report pages.

    2. Click Create or Edit on the Task, Appointment, or Call Report page on which you enabled the address selector. Ensure that you can view the address selector on the page.

  11. Publish the sandbox according to your company's business practices.

View and Edit Calendar Appointments of Users

As a sales administrator, you can view and edit the calendar appointments of your users by enabling the profile option, Share All Appointment Details (ZMM_ACTIVITY_SHARE_ALL_APPT_DETAILS), at site level.

Here's how to set the profile option:

  1. In the Setup and Maintenance area, go to:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Administrator Profile Values

  2. Search for the Share All Appointment Details (ZMM_ACTIVITY_SHARE_ALL_APPT_DETAILS) profile option and set it to Yes at site level.

Note: The users whose appointments you want to view must not have set them to private.

Change Calendar Colors

You can change the color of various items on salespeople's calendars. Providing color codes makes calendars look colorful and more friendly.

You can use any standard HTML color codes. You can find color codes in many places on the internet, for example, http://html-color-codes.info/.

Change Calendar Colors

Here's how you change calendar colors:
  1. In the Setup and Maintenance area, go to the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Activity Standard Lookups

  2. Click ZMM_ACTIVITY_TYPE.

    The ZMM_ACTIVITY_TYPE: Lookup Codes area appears.

  3. In the Tag field, enter an HTML color code in for each item you want to change.

  4. Click Save and Close.

Enable Default Task Status

Administrators can set the default status of a task and provide a sequence number using the lookup type ZMM_ACTIVITY_STATUS_CD. The sequence that you define determines the sequence in which the task statuses are available for selection in the list of values. The lowest sequence number corresponds to the default status of the task.

  1. In the Setup and Maintenance area, go to the following:

    • Offering: Sales

    • Functional Area: Sales Foundation

    • Task: Manage Activity Standard Lookups

  2. In the Manage Activity Standard Lookups page, click the ZMM_ACTIVITY_STATUS_CD link.

    The ZMM_ACTIVITY_STATUS_CD: Lookup Codes area appears.

  3. Enter a display sequence. The lowest sequence number defines the default status of a task.

  4. Click Save and Close.

Considerations When Setting Up Call Reports

Call reports let salespeople capture the outcome of a sales activity, make related changes, and track key updates. When setting up call reports, consider these points:

  • You can modify lookup types and profile options related to call reports.

  • You can configure call reports using Oracle Application Composer, to suit the requirements of your organization.

Modify Activity Objectives and Outcomes

Call reports record a snapshot of the outcome of a sales activity, including summaries, meeting minutes, complete objectives, attendees, attachments, notes, and so forth. You can use the Manage Activity Standard Lookups task in the Setup and Maintenance work area to update or modify the lookup type values for activity objectives and outcomes.

Here are the lookup types for objectives and outcomes:

Lookup Type Display Name Description

ORA_ZMM_ACTIVITY_OBJECTIVE

Activity Objective

Possible objectives of a sales activity.

ZMM_ACTIVITY_OUTCOME

Activity Outcome

Possible outcomes of a customer activity.

Enable Call Report Submissions

Use the Submit Call Report Action Enabled (ZMM_ACTIVITY_ENABLE_SUBMIT_CALL_REPORT) profile option to enable submission of call reports. These are the options:

  • Yes: The Submit button is enabled on the Create Call Report page. When you click Submit, the application sets the call report to read-only and salespeople can't modify the call report.

  • No: The Submit button isn't displayed on the Create Call Report page. This is the default value.

Access the profile option from the Manage Administrator Profile Values task in the Setup and Maintenance work area.