Managing Activities

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The Activities feature helps you keep track of upcoming appointments, sales calls, follow-up contact, and other to-do tasks related to sales accounts, contacts, and blocks. You can use Activities to create reminders to send or to follow up on correspondence, make appointments, and establish project planning milestones. You can invite other sales owners to your activities, with each owner receiving a separate copy of the activity. Once an activity is complete, you can edit the activity and mark it as complete and set up a follow-up activity if needed. When the Attachments OPERA Control is active, you can also attach documents, images, and other files to Activities. You can add the Activities, Appointments, and To Do List dashboard tiles to the pages of your Home Dashboard.

You can create Activities from the I Want To . . . menu in Manage Activities or from the I Want To . . . menu of a search result record in Manage Profile or Manage Blocks.

Note:

If an activity is created from a business block, the sales account and contact linked to the block defaults on the new activity. If an activity associated with a business block is canceled, the activity is automatically marked as Completed, and an activity note is automatically added indicating that the block was canceled.

Adding Sales Activities

1. From the OPERA Cloud menu, select Client Relations, select Profiles, and then select Managing Profiles.

   OR

   From the OPERA Cloud menu, select Client Relations and then select Activities.

   OR

   From the OPERA Cloud menu, select Client Relations, select Blocks, and then select Manage Blocks.

2. Enter search criteria and click Search.

3. Click I Want To . . . and select Create Activity.

4. Enter or select the following:

   1. Property: Enter or select the property.

   2. Activity Class: Select to add an Appointment or a To Do.

   3. Purpose: Enter a text explanation of the Activity’s purpose

   4. Owner: Enter or select the sales owner responsible for the activity.

   5. Type: Select an activity type from the list. For more information, see Configuring Activity Types

   6. Start Date/Start Time: Enter the date and time.

   7. End Date/End Time: If the activity is an Appointment, enter or select the end date and time. If the activity is a To Do, the Start Time/End Time options do not appear.

   8. Trace Code: Select an Activity trace code from the list; auto-trace codes should be used for re-tracing an activity based on the activity type or completion date or any of the other activity fields. (Available when the Auto Traces OPERA Control is active). For more information, see About Sales Activities Auto Traces

   9. Account: Click to search and link a Sales Account (travel agent, company, or source profile) with your Appointment or To Do..

   10. Contact: Click to search and link a contact profile with your Appointment or To Do.

   11. Block: Click to search and link a block your Appointment or To Do.

   12. High Priority: Select the check box to identify the Appointment or To Do as urgent.

   13. Notes: Enter any notes or other the details of the Activity.

5. Click Save or, click Save Activity and Add More Details to save and edit the Activity.

Editing Sales Activities

1. From the OPERA Cloud menu, select Client Relations and then select Activities.

2. Enter search criteria and click Search.

3. Click the value in the Type column to open the Activity presentation or click Activity Details for the Activity Details panel.

4. Click Edit.

5. Make your updates.

6. Click Save.

Table 2-1 Activity Detail Links

Activity	Notifications
Invite Owners	Attachments
Linked Blocks
Linked Profiles

Deleting Sales Activities

1. From the OPERA Cloud menu, select Client Relations and then select Activities.

2. On the Manage Activities screen, enter or confirm the Property name, select an Owner, enter any additional search criteria, and then click Search.

3. From your search results, select one or more Activities the click Delete.

4. Click Delete to confirm.

Completing Sales Activities

When completing an activity, you can select the Follow Up check box to copy the activity to a future date for follow-up. The current Activity attributes (except for the Completion status) are copied to the Follow Up Activity.

Note:

If an activity is linked to a business block that is later canceled, the activity is automatically updated to Completed status and a note is added to the activity indicating that the linked block has been canceled. 

1. From the OPERA Cloud menu, select Client Relations and then select Activities.

2. Enter search criteria, then click Search.

3. Select one or more activities in the search result, then click Complete.

4. In the Edit Activity Overview:

   1. Complete: Select the check box to update the Activity status to completed.

   2. Follow Up: Select the check box to create a follow up activity.

      1. Start Date: Enter or select a date for the Follow Up activity.

      2. Start Time: Enter a start time for the Follow Up activity.

   3. Result: Select an activity result from the list (Available when the Activity Results OPERA Controls is active).

   4. Click Save.