Configuring Activity Trace Definitions

Trace definitions are the rules that define when a sales activity is automatically generated based on the creation, update or deletion of an entity. In multi property operations you can copy Activity Trace Definition configuration to other properties from a hub location. For more information, see Copying Configuration Codes to Multiple Properties

Adding Activity Trace Definitions for Sales Accounts

From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
Click New complete the following:
1. Property: Enter or select the property.
2. Trace Group : Select Accounts trace group
3. Trace Code : Select a trace code.
4. Event
  1. On Update of Field: Select to trigger activity creation when a selected field is updated.
    1. Attribute: Select a field from the list.
  2. On Account Creation: Select to trigger activity create when a sales account is created
5. Activity Class
  1. Appointment: Select to create an appointment activity.
  2. To Do: Select to create a to-do activity.
6. Activity Type: Select an activity type from the list
7. Purpose: Enter the purpose to appear in the Activity (Field will default with the Activity Type description).
8. For Time: Select the time for the activity to start. Available for Appointment or To Do activity classes.
9. Date Calculation: Select a date field from the list.
  1. +/– 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.
10. For Owner
  1. Current: Assigns the activity to the logged in user when the activity is generated.
  2. Primary: Assigns the activity to the primary owner for the contact.
    1. Owner Assignment: Select check box to use the owner mapping.
      1. Trace Owner Mapping. Select a code from the list. For more information, see Configuring Activity Trace Owner Mapping.
  3. Custom: Select a specific owner.
    1. Owner Code: Select an owner from the list.
11. Based On. Click Manage Expressions to set up conditions to trigger the activity creation. On the Manage Expressions dialog, you can set up single or multiple conditions:
  1. Click Add or click Add() to set order.
  2. and / or: Select AND or OR boolean operator (if applicable).
  3. Attribute: Select a field from the list.
  4. Operator: Select an operator from the list.
  5. First Value: Enter a value.
  6. Second Value: Enter a value (if applicable).
  7. Click OK.
12. Click Save.

Adding Activity Trace Definitions for Contacts

Available when the Contacts OPERA Control is active

From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
Click New and complete the following:
1. Property: Enter or select the property.
2. Trace Group: Select Contacts trace group
3. Trace Code: Select a trace code from the list.
4. Event
  1. On Update of Field: Select to trigger activity creation when a selected field is updated.
    1. Attribute: Select a field from the list.
  2. On Contact Creation: Select to trigger activity create when a contact profile is created.
5. Activity Class
  1. Appointment: Select to create an appointment activity.
  2. To Do: Select to create a to-do activity.
6. Activity Type: Select an activity type from the list.
7. Purpose: Enter the purpose to appear in the Activity (Field will default with the Activity Type description).
8. For Time: Select the time for the activity to start. Available for Appointment or To Do activity classes.
9. Date Calculation: Select a date field from the list.
  1. +/– 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.
10. For Owner
  1. Current: Assigns the activity to the logged in user when the activity is generated.
  2. Primary: Assigns the activity to the primary owner for the contact.
    1. Owner Assignment: Select check box to use the owner mapping.
      1. Trace Owner Mapping: Select a code from the list. For more information, see Configuring Activity Trace Owner Mapping.
  3. Custom: Select a specific owner
    1. Owner Code: Select an owner from the list.
11. Based On: Click Manage Expressions to set up conditions to trigger the activity creation. On the Manage Expressions dialog, you can set up single or multiple conditions:
  1. Click Add or click Add() to set order.
  2. and / or: Select AND or OR boolean operator (if applicable).
  3. Attribute: Select a field from the list.
  4. Operator: Select an operator from the list.
  5. First Value: Enter a value.
  6. Second Value: Enter a value (if applicable).
  7. Click OK.
12. Click Save.

Adding Activity Trace Definitions for Blocks

Available when the Business Blocks OPERA Control is active.

From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
Click New and complete the following:
1. Property: Enter or select the property.
2. Trace Group: Select Blocks trace group
3. Trace Code: Select a trace code from the list.
4. Event
  1. Block Deposits.
    1. On Update of Field: Select to trigger activity creation when a selected field is updated.
      1. Attribute: Select a field from the list.
    2. On Deposit Creation: Select to trigger activity create when a deposit request is created.
    3. On Deposit Deletion: Select to trigger activity create when a deposit is request deleted.
  2. Block Details.
    1. On Update of Field: Select to trigger activity creation when a selected field is updated
      1. Attribute: Select a field from the list.
    2. On Block Creation: Select to trigger activity create when a block is created.
    3. On Block Deletion: Select to trigger activity create when a block is deleted.
5. Activity Class
  1. Appointment: Select to create an appointment activity.
  2. To Do: Select to create a to-do activity.
6. Activity Type: Select an activity type from the list.
7. Purpose: Enter the purpose to appear in the Activity (Field will default with the Activity Type description).
8. For Time: Select the time for the activity to start. Available for Appointment or To Do activity classes.
9. Date Calculation: Select a date field from the list
  1. +/– 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.
10. For Owner
  1. Current: Assigns the activity to the logged in user when the activity is generated.
  2. Block Owner: Assigns the activity to the overall block owner.
    1. Owner Assignment: Select check box to use the owner mapping.
      1. Trace Owner Mapping: Select a code from the list. For more information, see Configuring Activity Trace Owner Mapping.
  3. Rooms Owner: Assigns the activity to the rooms owner.
    1. Owner Assignment: Select check box to use the owner mapping.
      1. Trace Owner Mapping: Select a code from the list. For more information, see Configuring Activity Trace Owner Mapping.
  4. Catering Owner: Assigns the activity to the catering owner.
    1. Owner Assignment: Select check box to use the owner mapping.
      1. Trace Owner Mapping: Select a code from the list. For more information, see Configuring Activity Trace Owner Mapping.
  5. Custom: Select a specific owner.
    1. Owner Code: Select an owner from the list.
11. Based On: Click Manage Expressions to set up conditions to trigger the activity creation. On the Manage Expressions dialog, you can set up single or multiple conditions:
  1. Click Add or click Add() to set order .
  2. and / or: Select AND or OR boolean operator (if applicable).
  3. Attribute: Select a field from the list.
  4. Operator: Select an operator from the list.
  5. First Value: Enter a value.
  6. Second Value: Enter a value (if applicable).
  7. Click OK.
12. Click Save.

Adding Activity Trace Definitions for Activities

From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
Click New and complete the following:
1. Property: Enter or select the property.
2. Trace Group: Select the Activities trace group
3. Trace Code: Select a trace code from the list.
4. Event
  1. On Update of Field: Select to trigger activity creation when a selected field is updated
    1. Attribute. Select a field from the list.
  2. On Activity Creation: Select to trigger activity create when an activity is created.
  3. On Activity Deletion: Select to trigger activity create when an activity is deleted.
5. Activity Class
  1. 1. Appointment: Select to create an appointment activity.
    2. To Do: Select to create a to-do activity.
6. Activity Type: Select an activity type from the list.
7. Purpose: Enter the purpose to appear in the Activity (Field will default with the Activity Type description).
8. For Time: Select the time for the activity to start. Available for Appointment or To Do activity classes.
9. Date Calculation: Select a date field from the list.
  1. +/– 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.
10. For Owner
  1. Current: Assigns the activity to the logged in user when the activity is generated.
  2. Primary: Assigns the activity to the primary owner.
    1. Owner Assignment: Select check box to use the owner mapping.
      1. Trace Owner Mapping: Select a code from the list. For more information, see Configuring Activity Trace Owner Mapping.
  3. Custom: Select a specific owner.
    1. Owner Code: Select an owner from the list.
11. Based On: Click Manage Expressions to set up conditions to trigger the activity creation. On the Manage Expressions dialog, you can set up single or multiple conditions:
  1. Click Add or click Add() to set order .
  2. and / or: Select AND or OR boolean operator (if applicable).
  3. Attribute: Select a field from the list.
  4. Operator: Select an operator from the list.
  5. First Value: Enter a value.
  6. Second Value: Enter a value (if applicable).
  7. Click OK.
12. Click Save

Editing Activity Trace Definitions

Inactive trace definitions do not appear in search results unless you click the Actions ellipsis and select Show Inactive.

From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
Enter search criteria and click Search.
From your search results, select the trace definition, click the vertical ellipsis Actions menu, and select Edit.
1. Update the configuration.
2. Inactive: Select check box to make the trace definition inactive.
Click Save.

Deleting Activity Trace Definitions

From the Administration menu, select Client Relations, select Activity Management, and select Trace Definitions.
Enter search criteria and click Search.
From your search results, select the trace definition, click the vertical ellipsis Actions menu, and select Delete .
Click Delete to confirm.