Viewing activities

Activities can be viewed and completed from different locations.

• List view. View your activities in a traditional activity list. See your activity progress, choose displayed columns and sort the order of activities by the different columns.
• Board view. View your activities on the activities board. Create and configure multiple board views, setting custom lists and criteria that dynamically show activities matching the list criteria.
• Calendar view. View your activities in a calendar view, with options to view daily, weekly, or monthly activities.
• My Activities Sidebar. Get quick access to all of your activities by clicking on the right-hand My Activities sidebar option.
• Activity Plug-ins. Some Hornbill apps include an activity plug-in that allows you to create and completed activities for a selected entity.

Activity types

Activities can come in various forms but are summarized as follows:

• Manually created activities. Each user can create their own activites or assign activites to other users.
• Workflow Human Tasks. Users can be assigned an activity as part of an automated workflow. These are known as Human Tasks because they required human interaction rather than being an automated workflow task.
• Authorizations. Authorizations can be assigned to users as part of an automated workflow. Authorizations can’t be manually created.

Activity attributes

• Title. The activity name which is prominantely displayed in the different views to indentify the activity.
• Description. Details relating to what need to be completed in the activity.
• Personal. Option to mark the activity as private. Users that have the right to view your activities will not see these in their list.
• Schedule. Option to set a schedule for the reoccurrence for the activity.
• Category. Select the Category for the Activity, and in turn it’s defined outcomes - you can create your own Activity Categories and custom outcomes from the Manage Activity Categories link in the related articles section.
• Priority. Set a priority for the activity.
• Assign To. Select if the activity should be assigned to a named user, role or group and select the relevant user, role or group accordingly:
  • Me. Assign the activity to yourself. Optionally choose which of the groups you are a member of, you would also like this activity assigned too.
  • User. Assign the activity to a user. Optionally choose which of the groups the user is a member of, you would also like this activity assigned too.
  • Group. Assign the activity to a group. Optionally choose a user in the group, to assign the activity to.
  • Role. Choose the role to assign the activity too, all users with that role will be assigned the activity.
• Starts On. Select when the activity is required to start - select a date and time or choose the All Day option.
• Due On. Select when the activity should be completed by. With a Due Date and time selected, an option to set reminders for the assignee and owner will be presented.
• Add Checklist. Create a checklist and checklist items which need to be completed as part of the activity.
• Enforce Completion. Mark if the checklist must be complete before the activity can be completed.
• Attach File. Optionally attach files relevant to the activity you are creating.

Scheduled activities

This list displays all of the user’s scheduled activities. A scheduled activity is an activity that has been scheduled to be automatically added to the activity list using a defined recurrence pattern.

• Delete a scheduled activity.
• Edit the recurrence pattern.
• Stop or start the recurrence of an activity.

  Tip

  If a scheduled activity has been stopped for some time, and the Next Run displays a time in the past, the activity will be run as soon as it is re-started. By clicking on the scheduled activity, the next run date can be modified before re-starting the activity.

• Edit the scheduled activity.

Manage categories

Each activity has the option to set a category to help with grouping similar activities which can be used to help organize views, lists, and reports. The Manage Categories view provides a way to modify the available categories.

Manage templates

Activity Templates can be set up to provide users with selectable, pre-defined templates that are used for common activities. This ensures that all users that perform a particular activity are using the same configuration. Templates are only available to use when manually creating an activity.