Account Activities

Contents

Introduction
Viewing Activities
Creating Activities
Repeating Activities
Activity Reminders
Activity Reminder Emails
Activity Attachments
Additional Information
Configuring Activity Settings
Reporting on Activities
Related Guides

Account Activities

Activities is NeonCRM's "moves management" feature. This feature allows system users to record and track interactions with constituents, whether they have already taken place or you are scheduling the activity to happen in the future. Activities can also be linked with Prospects and Grants. This guide explains how to use activities independently from prospects and grants, though the creation process is the same.


Viewing Activities

There are several ways to view your activities in NeonCRM.

Activities Dashboard

The main Activity dashboard can be found by navigating to: Account > Activities. This screen will only show activities assigned to you as a system user.

A more advanced Activity browser can be found by clicking View All Activities. This will display all activities within your NeonCRM system, including those assigned to other system users.

From this page, you can filter the list of activities by nearly any activity data field. Select your options from the drop-down menus and click Search. Click on the column headers to sort the results.

Activities that are happening in the near future will display on your system's main dashboard. They will also appear as highlighted squares on the calendar.

Finally, activities will display on an account's record. Look for the Activities section.


Creating Activities

Activities can be created by clicking the New Activity button, found in many of the places mentioned above.

System User

This is the NeonCRM staff user to whom the activity is assigned.

Client

This is the person with which the activity is taking place. Use the magnifying glass icon to search your database for accounts.

Status

This is the status of the progress of the activity.

Custom Status

Like Status, this is an indicator of progress. You can change the values of this field in your system settings.

Subject

This is a description of what the activity is about.

Solicitation Method

This describes how the interaction takes place. These can be edited under System Settings > Account Settings > Edit Solicitation Methods

Start/End Date, Start/End Time, Time Zone

These fields indicate when the activity is to take place.

Location

Use this to describe where the activity will take place.

Created / Updated

This is a record of which staff user has created the activity and who was the last person to update it.

Color

This is a way to categorize activities. You can configure your colors under System Settings > Contact Activity > Edit Activity Color Categories

Internal Note

This field is for adding any additional relevant information to this activity. It is not sent in reminder emails.


Repeating Activities

When creating an activity that will occur on a regular basis, you can enable repeating. This will generate copies of this activity, based on the repeating schedule you specify. You can choose to have your activity repeat on a weekly, monthly, or yearly basis. It can repeat a specified number of times, or you can define an end date.


Activity Reminders

You can tell NeonCRM to automatically send you a reminder email for each activity. You can define how far in advance of the activity to send it, and whether you want to send a reminder to the constituent whose account has an activity as well.

You can also copy others on the reminder email that sends to the System User by entering the email address into the BCC field.

The content of the External Note field will be sent in the reminder email to the Account. Use this to add a personal note to the reminder email, or include content such as images and hyperlinks.

Activity Reminder Emails

The Activity Reminder Email template cannot be customized. It will populate with the activity details in addition to any content you entered into the note fields. A recipient can reply to an activity reminder email.

The sender email and reply to email are pulled from organization contact email specified under Your Organization Profile in system settings.

Below is the template for the reminder email that is sent to the constituent (client).

<<Organization Name>> would like to remind you about the following activity:

Subject: <<Activity Subject>>

Contact Person: <<Activity Owner>>

Start Date: <<Activity Start Date>>
Start Time: <<Activity Start Time>>

Location: <<Activity Location>>

If you have any questions regarding this email or this activity, please feel free to contact us by replying this email.

Thank you for your continuous support!

Sincerely,
<<Organization Name>>
<<Organization URL>>

This e-mail transmission contains information that is confidential and may be privileged. It is intended only for the addressee named above. If you receive this e-mail in error, please do not read, copy or disseminate it in any manner. If you are not the intended recipient, any disclosure, copying, distribution or use of the contents of this information is prohibited. Please reply to the message immediately by informing the sender that the message was misdirected. After replying, please erase it from your computer system. Your assistance in correcting this error is appreciated.

Below is the template for the reminder email that is sent to the System User. This email will use your default header image.

Note: The System User designated as the activity owner must have the "Email" field populated on their System User account in order to receive this reminder email.

This reminder email was sent by NEON on behalf of <<Organization Name>>. You received this as you are the designated owner of the following activity.

Subject: <<Activity Subject>>

Owner: <<Activity Owner>>

Client: <<Activity Client>>

Start Date: <<Activity Start Date>>
Start Time: <<Activity Start Time>>

Location: <<Activity Location>>

Note: <<Activity Note>>
<<Activity Series Note>>

This e-mail transmission contains information that is confidential and may be privileged. It is intended only for the addressee named above. If you receive this e-mail in error, please do not read, copy or disseminate it in any manner. If you are not the intended recipient, any disclosure, copying, distribution or use of the contents of this information is prohibited. Please reply to the message immediately by informing the sender that the message was misdirected. After replying, please erase it from your computer system. Your assistance in correcting this error is appreciated.


Activity Attachments

You can attach a file to an activity. This file will remain with the activity, and can be accessed by staff users only. This cannot be sent as an attachment in email reminders. Click Browse to select a file, then click Upload to attach it.

activity-attachment.png


Additional Information

This section is for custom fields. You can create custom fields for Activities by navigating to: System Settings > Contact Activity > Activity Custom Fields


Configuring Activity Settings

More information about configuring activity settings can be found here.


Reporting on Activities

In addition to viewing activities from the Accounts tab, you can view and search on activity data from Reports as well.

Go to Reports > New Report > Activity and run the Activity Report to view a list of activities based on a variety of criteria including basic account, activity, and prospect data. The Activity Report returns one row per activity; if a single account has more than one activity attached to it, each activity will get its own row.

The following account-based reports allow you to search for accounts based on Activity standard and custom fields:

  • Mailing Report
  • All Accounts Report
  • Household Report
  • Email Audience Report
  • Stats Report

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The following reports have available output columns to view activity data:

  • Mailing Report
  • All Accounts Report
  • Stats Report

zd_general_activity_output_fields.jpg

These reports return one row per account. If an account has more than one activity, the following data will display in the above Activity columns:

  • If any activity fields are included in the search criteria, the output columns will display data from the activity that fits that criteria;
  • If no activity fields are included in the search criteria, the output columns will display data from the most recent activity on the account.

In addition, the All Accounts report offers the following output columns:

  • Next Activity Subject
  • Next Activity Internal Note
  • Last Activity Subject
  • Last Activity Internal Note

The Next Activity is considered the most recent activity whose Start Date/Time is greater than or equal to the Current Date/Time.

The Last Activity is considered the most recent activity whose Start Date/Time is less than the Current Date/Time.

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