Recent Activity - The Recent Activity Tab

Recent Activity

The Recent Activity Tab

Click the Home Toolbar button and select the Recent Activity tab.

The Recent Activity list allows you to see every item that has been added or edited by the Employee selected in the title bar. Items displayed depend upon the filter selections on the left of the screen, as described below.

Recent Activity

Listed are all of the appointments, notes, tasks, email messages, documents, communications, pipeline events, and reviews for all Contacts, Clients, and Groups that match the Filter criteria.

  • Double-click an appointment to edit the appointment.

  • Double-click a note to edit the note.

  • Double-click a task to edit the task.

  • Double-click an email message to view the message. If an email was archived and later moved or deleted outside of Advantage, it will continue to be displayed on this screen since its abstract is stored in the database. <!--kadov_tag{{<spaces>}}--> <!--kadov_tag{{</spaces>}}-->However, if you double-click to open it from this screen, you will find that it is not available to be viewed.

  • Double-click a document to view the document. Only documents categorized and/or given abstracts using the Edit Document Properties dialog are displayed. If a document was copied or moved to Document Management but was never "registered" in the database using the Edit Document Properties dialog, then it will not be displayed on this screen since its abstract and category were not stored in the database. Conversely, if a document was "registered" but later moved outside of Advantage, it will be listed, but double-clicking it will fail to open it.

  • Double-click a touch or comm to view or edit the communication.

  • Double-click a pipeline event to edit the pipeline event.

  • Double-click any review event to edit the review.

Filter

Use the filter selections to find specific types of events. 

Originated By / Assigned To

You may view the Recent Activities Originated By or Assigned To the employees of your firm. This distinction applies only to Appointments and Tasks; for other activities there is no difference between Originated By and Assigned To.

Employee

This determines the person who originated or is assigned to the items you wish to view using the Employee filter on the right side of the title bar. Select one employee from the list or All. By default, you are the Employee selected.

Appointments

Check the Appointments box to list all Calendar appointments originated by or assigned to the selected Employee. The date listed is the appointment's Begin Date.

Notes

Check the Notes box to list all notes originated by the selected Employee. The date listed is the note's Opened date.

Tasks

Check the Tasks checkbox to include all tasks originated by or assigned to the selected Employee. The date listed is the task's Due Date.

Email

Check the Email box to list every email message originated by the selected Employee. The date listed is the Email's File Date.

Documents

Check the Documents box to list documents originated by the selected Employee. The date listed is the document's File Date.

Touches/Comms

Check the Touches box to list communications from a group originated by the selected Employee. The date listed is the Communication Date when the touch was recorded in the Group's History tab.

Pipeline

Check the Pipeline box to list pipeline events originated by the selected Employee. The date listed is the date recorded in the Pipeline Event dialog.

Reviews

Check the Reviews box to view all document Reviews originated by the selected Employee. The date listed is the Review Date. Reviews include discussions about Investment Policy Statements, Performance Reports, Retirement Projections, Risk Tolerance, and Fee and File reviews.

Last Edit Date / Date Range

Enter a beginning date and ending date to filter the items that will be displayed. <!--kadov_tag{{<spaces>}}--> <!--kadov_tag{{</spaces>}}-->By default, the range displayed is based on the range set for the Client and Contact Activities screen. See Home's Options tab and select the Activities sub-tab.

 

Select either Last Edit Date or Date Range. 

Item type

Last Edit Date

Date Range

Notes

the date last edited

the date in the Note's Opened field

Tasks

the date last edited

the date in the Task's Due Date field

Appointments

the date last edited

the date in the Appointment Date field

Email

the date archived

the date archived

Documents

the date originally linked to Advantage

same as Last Edit Date

Touches

the date recorded in the communication record in the Group History tab

same as Last Edit Date

Pipeline

the date stored in the pipeline dialog

same as Last Edit Date

Reviews

the date of a review

same as Last Edit Date

 

For example, if an appointment is scheduled for 12/1/2009 and added to the database on 10/1/2009. If the Last Edit Date range is 11/1/2009-12/1/2009, the appointment will not appear.If the Date Range is 11/1/2009-12/1/2009, it will appear.

Hide future items

Checking this box will prevent the display of items that occur in the future. It is most useful if Last Edit Date is selected.

For example, if Last Edit Date range includes today, and if today I create a recurring appointment with ten occurrences on the first of every month, I will see all ten appointments on the Recent Activities screen, because the appointment was created on a day that falls within the range of the dates entered. If Hide Future Items is checked, only the first will appear.

If Date Range is selected instead of Last Edit Date, I will see only the occurrences where the actual appointment date falls within the Date Range and the Hide Future Items check box will probably not be useful.

Containing text

Enter a word or phrase to find all of the appointments, notes, tasks, and reviews that contain the entered text.

Status

Select Open, Closed or Both to view only those activities that you wish to see.

Remove Filter

Click the Remove Filter button to check all items, reset the Between date to a year ago today, the And date to today, the Containing Text field to blank, and the Status field to Both.

Note: Advantage will remember the last selected item filter. If you opt to view only Tasks and Appointments, those options will be selected automatically the next time you return to the Recent Activity screen.

 

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