Opportunities - Activities
In this article, we will explain the "Activities" tab that we find in the opportunities view. Activities refer to all those actions that we can carry out with a generated business opportunity. These actions include the interactions we have had with the client, such as: the first call to the client, reviewing the client's documentation, sending emails to the client, among others. Additionally, keeping a detailed record of activities allows sales and customer service teams to have a complete view of past interactions, improving coordination and efficiency in handling each business opportunity.
It is crucial that all actions are reflected, since they constitute the client's history, therefore every user who performs an action must make sure to leave it recorded. Automatic actions are automatically recorded when they are performed, making it easy to track and manage all customer interactions.
Where can I find this option? → Settings → Opportunities → Opportunity
Remember that this tab will only be visible if you have it pre-configured in the substate in which the opportunity is located and the permissions of the opportunities group are activated → see-activities-opportunity-tab In this view, we will record all the actions we perform with our end client. However, before registering them, we must create all the activities that we want to have available in the "Types of activities" section found in the platform settings.
To create a new type of activity, we click on "Create type of activity" and a window will open where we must fill in the name of the activity, choose a color and an icon to identify it, as well as the estimated time and its units (days , hours) in case this activity has a time limit to be carried out. Finally, we select whether or not this activity will be enabled to be used when creating a new activity and click save.
From left to right we first find the create activity option. These activities can be actions taken in the present, actions we plan to take in the future, and automatic actions.
-Present activities: They include those actions that have been carried out at that same moment with the client, such as phone calls, emails, creation of offers, among others. These activities allow you to keep an immediate record of all interactions and ensure that every step of the sales or customer service process is documented.
To create a new activity you must follow these steps: select the type of action performed, write all the details of the action performed, save the activity so that it appears in the history.
-Future activities: These are the actions scheduled to be carried out with the client in the future, such as phone calls, emails, creation of offers, among others. These activities are reflected in the "Calendar" section (see article about the calendar), which allows the user to have a clear view of their pending tasks and better plan their time. Scheduling these actions helps ensure adequate monitoring and efficient management of business opportunities. Future actions are also reflected in the customer opportunity, providing a comprehensive view of planned interactions.
To create a new future event we must first name the event to be carried out, then indicate the client to whom the action is to be carried out and specify the date on which it will be carried out, making sure that the end date is equal to or later than the start date . Next, select the user who must perform the action, who will receive an email with the action to be performed. The action will appear in the calendars of both the user who generated it and the assigned user. Indicate the details of what needs to be done at the event, the type of activity to be carried out and select the client opportunity. Although the latter is usually preselected, if the client has more than one opportunity, you can choose which one you want to carry out the activity. Then, specify the time at which the activity should be carried out and the place, especially if it requires travel. Finally, save the action
-Automatic activities: These are those configured to be carried out automatically according to certain predefined criteria. Once an automatic activity has been carried out, it is reflected in the "Activities" section. These actions help save time and reduce the possibility of human error, ensuring that routine and repetitive tasks are managed efficiently and consistently. To create an automatic action see article Flow configuration - Automatic actions
In the center of this tab we see a summary of the activities created for that client, organized by date from most recent to oldest, we can see the name of the user who created that activity, we can edit or delete it and we also have a search engine to find specific activities quickly.
On the far right, we find the "Upcoming events" section, here we will see the events that we have previously assigned to this opportunity. This action appears on the calendar of the person who generated the event. Once the action is performed, it is necessary to close it. At the end of the event, a pop-up appears where we must write down what happened (notes). The comment is reflected in "Activities".
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