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Chapter 6: Task Management

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CHAPTER 6: TASK MANAGEMENT

Objectives

The objectives for this chapter are:

Describe activities and to-dos.

Set up teams and activities.

Create to-dos.

Assign activities to salespeople and teams.

Create recurring to-dos.

Modify to-dos.

Convert team to-dos.

Send meeting invitations.

Close, cancel and delete to-dos.

View statistical information about to-dos.


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Introduction

In the Sales & Marketing application area, all tasks you want to assign to your

salespeople can be recorded. With the program, you can track performance of

these tasks. In the program, such tasks are called activities and to-dos.

This chapter tells you how to assign to-dos and activities to an individual

salesperson or a group of salespeople and make the program record interaction

log entries whenever tasks are carried out.

Setting Up Teams

A team is a group of salespeople that is created for a specific purpose, such as

marketing, internal audit, or some other specific function within it.

Setting up a team includes two steps:

1. Creating a team code.

2. Adding salespeople to the team.

To create a team code, follow this procedure:

1. In the navigation pane, click the Home button, and then click

Teams. The list of the existing teams appears.

2. In the Action Pane, click New to create a new team code.

FIGURE 6.1 CREATING A NEW TEAM

3. In the Code field, enter a code for the new team.

4. In the Name field, enter a name for the new team.


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The team is created. Now you can add salespeople to it. However, the team may

be left empty.

1. To add salespeople to the team, in the Action Pane, click

Salespeople. The Team Salespeople window appears.

FIGURE 6.2 ADDING SALESPEOPLE

2. Click the AssistButton next to the Salesperson Code field and select

a salesperson you want to add to the team. The salesperson’s name

appears in the Salesperson Name field.

Repeat this step for each salesperson you want to add to the team. You can add as

many salespeople as you need.

Deleting Teams

If a team is no longer relevant, you can delete it. Follow this procedure:

1. Open the list of the teams.

2. Browse to the team you want to delete.

3. Press CTRL+D.

4. A message appears asking you whether you want to delete a team.

Confirm your intention by clicking Yes.

NOTE: The to-dos related to this team will not be deleted. If necessary, you

delete them manually. If to-dos are canceled, use the Delete To-dos batch job.

To-dos are described in the “To-dos Overview” topic in this chapter. To read


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more about deleting canceled to-dos, refer to the “Closing, Canceling, and

Deleting To-dos” section in this chapter.

Setting Up Activities

Activities are large tasks that may consist of several smaller tasks called to-dos.

By setting up activities, you can create a number of to-dos much more quickly

than if you create each to-do individually. Each to-do can be assigned a type,

priority, and date formula. The program uses the latter for calculating the date of

completing a to-do.

You set up an activity and the to-dos that make up that activity in the Activity

window. To set up an activity, follow this procedure:

1. In the navigation pane, click Departments > Administration >

Application Setup > Sales & Marketing > Marketing, and in

Lists, click Activities. The list of the existing activities appears.

FIGURE 6.3 A LIST OF THE ACTIVITIES

2. In the Action Pane, click New to create a new activity. The Activity

window for the new activity appears.


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FIGURE 6.4 CREATING A NEW ACTIVITY

3. In the Code field, enter a code for the new activity.

4. In the Description field, enter a description of the activity.

5. On the first empty line of the Lines FastTab, click the AssistButton

next to the Type field and select the type of a to-do to be included in

the activity. If the to-do you are creating is not a meeting or a phone

call, leave this field blank.

6. In the Description field, enter a description of the to-do.

7. In the Priority field, select a priority for the to-do.

8. In the Date Formula field, enter a date formula. The program will

use it to calculate when the activity step, meaning this to-do, it to be

completed. The program calculates the date by which the step is

completed basing on the date the activity was assigned. Date

formulas are entered according to the Microsoft Dynamics® NAV

rules for entering date formulas.

You can include as many to-dos to the activity as you need to.

To-Dos Overview

To-dos are tasks that are assigned to an individual person or a group of people.

To-dos can be part of activities or created individually. In the Microsoft

Dynamics NAV, each to-do has an individual card to store a variety of relevant

business information on.

To-dos can be of the following types:

Meeting

Phone Call

Blank


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To-dos of the Meeting type may contain multiple participants. You can associate

to-dos with contacts, salespeople, teams, campaigns, opportunities or segments.

Each to-do can be assigned a priority level and a status. A to-do can be marked as

closed if it is completed, or canceled, if it is no longer relevant, and/or if you

want to delete it.

You can create recurring to-dos, that is, tasks that must be repeated at a defined

interval.

Statistical information about to-dos can be viewed in the To-dos Matrix

window. Information displayed in this window can be customized to show you

precisely what you need to view.

To be able to assign to-dos and activities to teams, first it is necessary to set up

each of them.

Creating To-Dos

You can create to-dos for all the tasks that you want to assign to contacts,

salespeople or teams. If you need to assign to-dos to your employees, you must

register them in the program as salespeople.

You create to-dos in the To-do List window. Depending on where you open the

To-do List window from, the window shows to-dos either for contacts,

salespeople, campaigns, segments, opportunities or teams. The following

procedure shows how to create a to-do from a salesperson.

1. Open a list of salespeople. In the navigation pane, click the

Administration Sales/Purchase button, and then click

Salespeople/Purchasers.

2. Browse to the salesperson you want to create a to-do for and click

Related Information > Salesperson > To-Dos.

FIGURE 6.5 A LIST OF TO-DOS FOR A SALESPERSON


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3. In the Action Pane of the To-do List window, click Create To-do.

The Create To-do wizard appears.

4. Fill in the fields on the first page. The Description field is a

mandatory one and must be filled in before you can click Next. For

to-dos of the Meeting type, you must also fill in the Starting Time

field and the Duration field if the to-do is not an all-day event.

5. If a to-do is of the Meeting type that will last the whole day, select

the All Day Event check box.

NOTE: To be able to create a to-do of the Meeting type, a salesperson you are

creating the to-do for must have an e-mail address specified.

6. Click Next.

7. If you are creating a to-do of the Meeting type, then on the second

page in the Create To-do wizard, add attendees and fill in the fields

for each attendee. You can select them from among contacts and

salespeople.

NOTE: Information about the to-do organizer cannot be changed or deleted; this

salesperson is set as the to-do organizer since the to-do is created from this

salesperson’s card.

NOTE: If the to-do has been created from the place other than a salesperson

card, you must specify a salesperson or a team before you can click Next or

Finish.

Having added attendees of the meeting, you can send them invitations. When

dealing with to-dos, attachments are referred to as invitations. To be able to send

invitations, do the following:

8. Assign the interaction template which has an attachment inserted to

the to-do by clicking the AssistButton next to the Interaction

Template Code field and selecting a template with an attachment.

If you want to use your attachment as an invitation, first, you must insert this

attachment into an interaction template, and then use this template in the wizard.

You cannot create an attachment in the wizard, you can only modify it.

If at least one meeting attendee is of the Contact type, to be able to send an

invitation to that attendee, a to-do must have an attachment. The attendee will

receive a common Microsoft® Office Outlook

® e-mail message with the

invitation attached.

Attendees of the Salesperson type will receive invitations composed of the text

offered by Microsoft Dynamics NAV with merge fields in it. The program fills in

these fields automatically with information from salespersons’ cards when you


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are sending the invitation. Invitations for attendees of the Salesperson type are

also sent through Microsoft Office Outlook.

To be able to send invitations to contacts and salespeople added as attendees they

must have an e-mail address specified. To find out how to send invitations to

attendees, refer to the “Sending E-Mail Meeting Invitations” section in this

chapter.

In the Language Code field, you can change the language of the interaction

template.

FIGURE 6.6 CREATING A TO-DO OF THE MEETING TYPE

The Attachment field shows whether the interaction template, and therefore the

to-do, has an attachment. The Yes option in this field indicates that you can use

this interaction template for sending invitations to attendees. Moreover, if this

field contains Yes, you can view and edit the invitation by clicking Yes.

9. Fill in the other relevant fields on the following page in the wizard.

10. When you have completed the Create To-do wizard, the to-do

appears in the salesperson’s to-do list.


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FIGURE 6.7 A CREATED TO-DO ON THE TO-DO LIST FOR A SALESPERSON

The to-do also appears on the to-do lists of the invited attendees (salespeople and

contacts).

FIGURE 6.8 A CREATED TO-DO ON THE TO-DO LIST FOR A CONTACT THAT WAS AN ATTENDEE

When you create a to-do and assign it to a team, the to-do will appear not only on

team’s to-do list but also on the to-do lists of salespeople that are members of

that team.

Demonstration – Create To-dos for a Segment

This demonstration shows how to use a segment for creating to-dos for it.

To create a to-do for a segment, follow this procedure:


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1. Open the list of the existing segments. In the navigation pane, click

the Home button, and then click Segments.

2. Browse to the segment you need to create a to-do for.

3. Click Related Information > Segment > To-Dos. The to-do list

window appears.

4. In the Action Pane, click Create To-do. Follow the wizard

instructions. If you are creating a to-do of the Meeting type, the

program will add all contacts from the segment to the attendee list

for this to-do.

5. Click Finish, and confirm the following message:

FIGURE 6.9 CREATING A TO-DO FOR SEGMENT

If you click No, the to-do will not be created.

If you are creating a to-do of the Blank of Phone Call type, the program will

create a to-do for each contact in the segment.

There is another place in the program from which to-dos can be created. When

you print a sales quote, the program offers you to create a follow-up to-do. In

such a way, you can create a to-do to remind you to call a customer and follow

up on the quote.

Lab 6.1 – Create a To-Do for a Salesperson

In this lab, you will practice creating a to-do for a salesperson.

Scenario

You need one of your salespeople, Debra L. Core, to send a letter to Patrick Dalle

from Lovaina Contractors.

Challenge Yourself

Assign Debra L. Core a to-do to send a letter to Patrick Dalle from Lovaina

Contractors, with detailed information about the Millennium bicycle series.

Step by Step

1. In the navigation pane, click Administration Sales/Purchase >

Salespeople/Purchasers.

2. On the list of the salespeople, select DC for Debra L. Core and click

Related Information > Salesperson > To-dos.

3. In the Action Pane, click Create To-do.


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4. Leave the field with the to-do type empty. In the Description field,

enter “To send a letter to Patrick Dalle”.

5. Click Next.

6. In the Who is the contact? field, click the AssistButton and select

contact CT100219, Patrick Dalle.

7. Click Finish.

The created to-do appears on the to-do lists for Debra Core and Patrick Dalle.

Creating Recurring To-Dos

You can create recurring to-dos for tasks that occur periodically. You specify that

a to-do is a recurring one either on the last page in the Create To-do wizard or on

the Recurrence FastTab of the To-do Card once the to-do is created.

To specify that a to-do is recurring in the To-do Card window, take the

following actions:

1. Open the to-do card. You can do it on the to-do list by selecting a to-

do you want to make a recurring one and clicking Related

Information > To-do > Card.

2. Go to the Recurring FastTab.

3. Select the Recurring check box.

4. Specify a date formula in the Recurring Date Interval field. The

program will use this formula to assign this recurring to-do to a

salesperson or a team.

5. Specify the date the program will use as the first due date. Do it by

selecting Due Date or Closing Date in the Calc. Due Date From

field.

6. Now, when you close or cancel the to-do, the following message will

appear:

FIGURE 6.10 RECURRING TO-DOS

A new recurring to-do will be created.

For creating a recurring to-do in the Create To-do wizard, specify this

information on the last page in the wizard.

Demonstration – Create Recurring To-dos

This demonstration shows how to make a recurring to-do which must be

performed each month.


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You decide that the Identify key persons to-do must be a recurring one,

performed each month. This to-do is assigned to contact CT200107, Pete Male.

You make this change on the to-do card:

1. Open the list of the contacts.

2. Browse to the contact Pete Male.

3. Click Related Information > Contact > To-dos.

4. Select the to-do you want to be a recurring one, and click Related

Information > To-do > Card: the to-do card appears.

FIGURE 6.11 THE TO-DO CREATED

5. Go to the Recurring FastTab and select the Recurring check box.

6. The Recurring Date Interval and Calc. Due Date From fields are

now active, and you can enter information there.

The Recurring FastTab will then look like the following figure.


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FIGURE 6.12 CREATING A RECURRING TO-DO

Assigning Activities

You can assign large tasks (activities) composed of several to-dos to salespeople

or teams. If you need to assign activities to your employees, you must register

them in the program as salespeople.

Activities can be assigned using the To-do List window. The following

procedure shows how to assign activities to a contact.

1. Open a list of the contacts.

2. Browse to the contact you want to assign the activity to, and then

click Related Information > Contact > To-dos: the To-do List

window appears.

FIGURE 6.13 A LIST OF CONTACT’S TO-DOS


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3. Click Actions > Functions > Assign Activities. The Assign Activity

wizard appears.

4. Specify the activity code and the starting date for the activity. The

program automatically fills in the field with the responsible

salesperson copying it from the contact card. Click Next.

5. To link a campaign or a segment to the activity, select either or both

on the second page in the wizard.

6. When you click Finish, the program automatically assigns all the to-

dos within the activity to the contact. There will be no entry for the

activity itself as it is represented by to-dos it consists of.

FIGURE 6.14 ASSIGNED TO-DOS

If you assign an activity to a team, and this activity contains to-dos of the

Meeting type, you must specify a to-do organizer on the first page of the wizard.

FIGURE 6.15 ASSIGNING AN ACTIVITY

If you assign this kind of activity to a salesperson, the to-do organizer will be the

salesperson selected in the Salesperson Code field on the first page of the

wizard.


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Modifying To-dos

Sometimes you may need to modify a to-do by linking it to a contact or changing

its priority level or status. You do this on the to-do card.

If you need to add, delete, or change an attendee for a to-do of the Meeting type

or change the attachment that will be sent to attendees as a meeting invitation,

you can do this from the Attendee Scheduling card for that to-do.

To modify the to-do attendees, do the following:

1. Open a list of the salespeople and browse to the salesperson the to-do

is assigned to.

2. Click Related Information > Salesperson > To-dos.

3. Select the to-do of the Meeting type which you want to modify.

4. Click Related Information > To-do > Attendee Scheduling. The

Attendee Scheduling window appears.

FIGURE 6.16 MODIFYING A TO-DO

NOTE: If the salesperson you selected is not a meeting organizer, you can still

modify the to-do. No need to search for the to-do organizer and open this window

for him.

5. Add, delete, or replace the to-do attendees. The to-do organizer

cannot be changed.

In this window, you can also add or modify the attachment that will be sent to the

attendees.

1. To change the attachment for the to-do, go to the Interaction

FastTab, and in the Attachment field, click the Yes option if you are

about to modify the attachment or No if you want to import the

attachment.


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FIGURE 6.17 ADDING AN ATTACHMENT

In either case the Microsoft Word document opens.

2. If you clicked Yes in the Attachment field, an attachment is opened

in Microsoft Word. You can modify an attachment, save and close it.

Microsoft Dynamics NAV inserts an attachment you modified.

3. If you clicked No, Microsoft Word opens a blank document. Write

any text to want, save it and close. Microsoft Dynamics NAV asks

you if you want to import this document as an attachment. Click Yes.

The value in the Attachment field changes to Yes.

4. Click OK to save your changes.

FIGURE 6.18 AN INVITATION IS ATTACHED

Delegating To-Dos

A to-do assigned to a team or a salesperson can be delegated to another team or

salesperson. The following topics tell how to delegate


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A salesperson to-do to another salesperson.

A team to-do to a salesperson.

A salesperson to-do to a team.

A team to-do to another team.

Delegating a Salesperson To-Do to Another Salesperson

You may need to do delegate a to-do if the salesperson to which it has been

assigned cannot complete it.

For delegating to-dos use the To-do Card window. The following procedure

shows how to delegate a to-do assigned to a salesperson to another salesperson.

1. Open the list of the salespeople.

2. Browse to the salesperson the to-do has been assigned to, and click

Related Information > Salesperson > To-dos.

FIGURE 6.19 TO-DOS ASSIGNED TO A SALESPERSON

3. In the To-do List window, select the to-do you want to delegate to

another salesperson and click Related Information > To-do >

Card. The to-do card appears.


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FIGURE 6.20 A TO-DO CARD

4. To delegate the to-do to another salesperson, click the AssistButton

next to the Salesperson Code field and select the salesperson you

want to delegate this to-do to. The program automatically transfers

the to-do from one salesperson to another.

NOTE: You cannot change the salesperson code for to-dos of the Meeting type,

because this salesperson is a to-do organizer.

Delegating Team To-Dos to a Salesperson

To delegate a team to-do to a salesperson, do the following:

1. On the list of teams, select the team whose to-do you want to

delegate to a salesperson, and then click Related Information >

Team > To-dos. The To-do List window appears.

2. Select the to-do and open its card.

3. On the to-do card, click the AssistButton next to the Salesperson

Code field.

4. Select the salesperson you want to delegate this to-do to and click

OK.

5. Confirm the subsequent message.

When a team to-do of the Meeting type is delegated to a salesperson, the list of

meeting attendees is copied from the team to-do attendee list. If the salesperson

you delegate a to-do to was a to-do attendee, it then becomes the meeting

organizer. The meeting organizer of the initial team to-do becomes a meeting

attendee.


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Delegating Salesperson To-Dos to a Team

Perform the following procedure to delegate a salesperson to-do to a team:

1. Open a list of the salespeople and browse to the salesperson whose

to-do you want to delegate to a team.

2. Click Related Information > Salesperson > To-dos. The To-do

List window appears.

3. Select the to-do you want to delegate to a team, and open its card.

4. On the to-do card, click the AssistButton next to the Team Code

field.

5. Select the team to which you want to reassign this to-do.

If you delegate a salesperson to-do of the Meeting type to a team, then

salespeople included in the new team will be assigned to this to-do as attendees.

The to-do organizer will not be changed.

NOTE: You cannot delegate a to-do to both a salesperson and a team. If you

enter a salesperson code, the program automatically clears the Team Code field.

If you enter a team code, the program automatically clears the Salesperson Code

field. You cannot remove both the salesperson code and team code from To-do

Card – you must specify at least one of them.

Delegating a Team To-Do to Another Team

To delegate a team to-do to another team, do the following:

1. Open the list of the teams and select the team whose to-do you want

to delegate to another team.

2. Click Related Information > Team > To-dos. The To-do List

window appears.

3. Select the to-do you want to reassign to another team and open its

card.

4. On the to-do card, click the AssistButton next to the Team Code

field.

5. Select the team you want to delegate this to-do to.

6. Confirm the subsequent message.

If you delegate a team to-do of the Meeting type to another team, then

salespeople included in the new team will be assigned to this to-do as attendees.

The to-do organizer will not be changed.

Sending E-Mail Meeting Invitations

You can send meeting invitations using Microsoft Office Outlook e-mail

messages.


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When you send invitations to attendees, none of the attendees will receive an

Outlook meeting request. They will receive an e-mail message in their inbox,

informing him or her of the meeting. Because you send meeting invitations in

this way, you will not be able to receive the accepted/declined/tentative

notifications from the attendee.

To send a meeting invitation, do the following:

1. Open a list of the salespeople.

2. Browse to the salesperson which the to-do is assigned to.

3. Open the list of the to-dos for the salesperson.

4. Select the to-do of the Meeting type for which an invitation must be

sent and open the to-do card.

5. Click Related Information > To-do > Attendee Scheduling.

6. On the Lines FastTab, select the Send Invitation check box for the

attendees you want to send an invitation to (by default this check box

is selected for every attendee with an e-mail address).

7. Click Actions > Functions > Send Invitations. Confirm the

subsequent message.

FIGURE 6.21 SENDING AN INVITATION

To send an invitation to attendees of the Contact type, the to-do must contain an

attachment. Invitations can only be sent to those attendees for whom an e-mail

address is specified. You can add or edit an attendee's e-mail in the

salesperson/purchaser card or contact card. You can find more information about

invitations in the “Creating To-dos” topic in this chapter.

8. If you have already sent invitations to the attendees and want to

resend them, click Actions > Functions > Send Invitations and

confirm the subsequent message.

9. If you have not sent invitations to some attendees or added new ones

and wish them to receive an invitation, select the Send Invitation

check boxes for those attendees, and then click Actions > Functions

> Send Invitations. The following message appears:

FIGURE 6.22 RESENDING INVITATIONS

10. Select the appropriate option and click OK.


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Attachments will only be sent to attendees of the Contact type.

Attendees of the Salesperson type will receive the following text:

Dear [SP Name],

You are cordially invited to attend the meeting, which will take place on

[date] at [time].

Yours sincerely,

[Meeting Organizer's Name]

[date sent] [time sent]

The text in brackets is a merge field. The program automatically substitutes the

merge fields with the relevant information from the salespersons’ cards. You

cannot modify this text.

NOTE: When an invitation is sent to an attendee, the Invitation Sent check box

is selected for that attendee. A log entry is created in the Interaction Log Entries

table for all contacts to whom invitations were sent. The Send Invitation check

box is not editable for the meeting organizer – it is always selected.

Lab 6.2 – Send E-Mail Meeting Invitations

In this lab, you will practice sending an invitation for the meeting attendees.

Scenario

You need to create a to-do of the Meeting type with Annette Hill as the to-do

organizer and with Richard Lum and Yvonne McKay as the meeting attendees.

Moreover, you need to send the invitation to Yvonne McKay.

Challenge Yourself

Send the invitation to Yvonne McKay.

Need a Little Help?

1. Make sure Yvonne McKay, which contact number is CT100160, has

an e-mail address specified.

2. Create a to-do of the Meeting type with Annette Hill as the to-do

organizer.

3. Add Richard Lum and Yvonne McKay as the meeting attendees.

4. Send the invitation to Yvonne McKay.

Step by Step

Make sure Yvonne McKay has an e-mail address specified.


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1. Open the list of the contacts and browse to Yvonne McKay which

contact number is CT100160.

2. Open Yvonne McKay’s contact card.

3. Go to the Communication FastTab. Verify that an e-mail address is

specified in the E-Mail field.

4. Close the contact card.

Create a to-do of the Meeting type with Annette Hill as the to-do organizer.

1. Open the list of the salespeople/purchasers.

2. Select AH for Annette Hill and click Related Information >

Salesperson > To-dos.

3. In the Action Pane of the To-do List window, click Create To-do.

4. In the What is the type of the to-do? field, click the AssistButton

and select Meeting. Click Next.

5. On the second page of the Create To-do wizard, Annette Hill is

assigned as an organizer.

6. Click the AssistButton next to the Which template will you use for

this e-mail invitation? field and select BUS. This template has an

attachment imported in it so you can use it for sending invitations.

The Attachment field now contains the Yes option.

Add Richard Lum and Yvonne McKay as the meeting attendees.

1. On the second line, in the Attendance Type field, click the

AssistButton and select Required. In the Attendee Type field, select

Salesperson, and in the Attendee Name field, select Richard Lum.

2. On the third line, In the Attendee Type field, select Contact, and in

the Attendee No. field, select CT100160 for Yvonne McKay.

3. Click Finish to complete a to-do.

Send the invitation to Yvonne McKay.

1. In the To-do List window for Annette Hill, browse to the to-do you

just created and open its card.

2. In the To-do Card window, click Related Information > To-do >

Attendee Scheduling.

3. In the Attendee Scheduling window, click Yes next to the

Attachment field. A Microsoft Word document opens. Type the

invitation text, save and close the document.

4. Select the Send Invitation check box for Yvonne McKay and click

Actions > Functions > Send Invitation.

Closing, Canceling, and Deleting To-Dos

You can mark completed to-dos as closed. Once a to-do is closed, you can, for

example, choose to view only current to-dos in the To-dos Matrix window. If a


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to-do is no longer relevant, you can cancel it. If you have many to-dos that are

canceled, you may want to delete some or all of them.

Closing or Canceling Salesperson To-Dos

To close or cancel a salesperson to-do, follow this procedure:

1. Open the list of the salespeople and browse to the salesperson whose

to-do you want to close or cancel.

2. Click Related Information > Salesperson > To-dos. The To-do

List window appears.

3. Select the to-do you want to close or cancel and open its card.

4. Select the Closed or Canceled check box.

If you select the Closed check box, you will be prompted for a reply about

whether you want to create the interaction log entry or not. Clicking Yes runs the

Create Interaction wizard where you will need to fill in the relevant fields.

The procedure of closing and cancelling to-dos for contacts is similar to this.

Closing Team To-Dos

To close a team to-do, follow this procedure:

1. Open a list of the teams and browse to the team whose to-do you

want to close.

2. Click Related Information > Team > To-dos. The To-do List

window appears.

3. Open the to-do card for the to-do you want to close.

4. Click the AssistButton next to the Completed By field and select the

salesperson who completed this to-do.

5. Click Yes in the message box that appears. After that the to-do will

be closed.

FIGURE 6.23 CLOSING A TO-DO

When closing a team to-do, the program offers you to create an interaction log

entry for this to-do.

The procedure of closing and cancelling to-dos for campaigns and segments is

similar to this.


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Deleting To-Dos

To delete canceled to-dos, use the Delete To-dos window. You can specify filters

to choose which to-dos must be deleted. To delete canceled to-dos, follow this

procedure:

1. In the navigation pane, click Departments > Administration > It

Administration > Data Deletion > Marketing Activities > Delete

Canceled To-dos. The Delete To-dos request form appears.

FIGURE 6.24 DELETING CANCELED TO-DOS

2. To specify which of the canceled to-dos you want to delete, fill in the

relevant fields in the window. If no filters are specified, all canceled

to-dos will be deleted as you click OK.

3. Click OK to run the batch job and delete canceled to-dos.

Demonstration – Delete To-Dos

This demonstration shows how to delete canceled to-dos for a salesperson.

Annette Hill (AH) has a large number of canceled to-dos. After several to-do

were assigned to her and some of them are already closed, the list of to-dos for

her looks as shown in the following figure.


197

FIGURE 6.25 A LIST OF TO-DOS FOR A SALESPERSON

You want to clean the list of her to-dos by deleting the canceled ones.

1. Open the Delete To-dos window.

2. Click the AssistButton next to the Salesperson Code field and select

AH for Annette Hill. Leave other fields empty as you want to delete

all the canceled to-dos and only for Annette Hill.


198

FIGURE 6.26 DELETING A TO-DO FOR A SALESPERSON

3. Click OK to run the Delete To-dos batch job. The program deletes

all the canceled to-dos for Annette Hill.

Now, the list of Annette Hill’s to-dos looks as shown in the following figure.

FIGURE 6.27 A RENEWED LIST OF TO-DOS ONCE CLOSED TO-DOS ARE DELETED


199

Viewing Statistical Information About To-Dos

You can view statistical information about to-dos in several different windows.

The To-do List window lists the to-dos for a specific team, contact, salesperson,

segment or campaign, and the to-do card, containing all the details about an

individual to-do.

Another window that is used for displaying statistical information the To-dos

Matrix window. To display in this window what exactly you want to view about

to-dos, you need to specify filters in the To-dos window. You open this window

by clicking Departments > Sales & Marketing > Marketing > To-dos in the

navigation pane.

FIGURE 6.28 DEFINING FILTERS FOR DISPLAYING TO-DOS

The window has three FastTabs.

On the General FastTab, you can select whether you want to view

to-dos assigned either to a salesperson, team, contact, or campaign.

On the Filters FastTab you can specify on which individual

salesperson, team, campaign, or contact statistics must be displayed.

On the Matrix Options FastTab, you select time interval for the

amounts in the matrix to be viewed, and the range of values to be

displayed in the matrix.

Once all the filters are specified, in the Action Pane, click Show Matrix. The

To-dos Matrix window appears.


200

FIGURE 6.29 THE TO-DO MATRIX

Here, you can see salespeople and to-dos performed from month to month.

Demonstration – View Information About To-Dos

This information shows how to view statistical information about to-dos assigned

to a contact company.

You want to see how many to-dos relate to contact company CT000001, The

Cannon Group PLC. Follow this procedure:

1. In the navigation pane, click the Departments button, and then click

Sales & Marketing > Marketing, and under Tasks, click To-dos.

2. Go to the General FastTab.

3. In the Show as Lines field, select Salesperson.

4. In the Show field, select No. of To-dos.

5. In the View by field, on the matrix Options FastTab, select Month.

6. In the Action Pane, click Show Matrix.

FIGURE 6.30 THE SALESPEOPLE TO-DO MATRIX


201

7. Close the To-dos Matrix window. On the Filters FastTab of the To-

dos window, in the Contact Company No. Filter field, click the

AssistButton next to it, and select company CT00001, The Cannon

Group PLC. Click Show Matrix. The To-dos Matrix window now

looks something like this:

FIGURE 6.31 THE TO-DO MATRIX FOR THE CANNON GROUP

You can see how many to-dos are performed by the salespeople that relate to the

contact company, The Cannon Group PLC.


202

Summary

With help of Microsoft Dynamics NAV, you can effectively manage your tasks

by creating activities and to-dos and assigning them to salespeople, teams,

contacts, campaigns, or segments. Later, you can delegate to-dos to another

salesperson or team.

Using to-dos, you can send meeting invitations to the meeting attendees. If a do-

to is no longer relevant, you can close, cancel and then delete it.

The program offers you a possibility to view statistical information on

salesperson, team, campaign, or contact to-dos.


203

Test Your Knowledge

1. What do activities consist of?

2. True or False:

You can view information about to-dos in several different windows.

3. Complete the following sentence:

To create a recurring task, you must select the ________________ check

box.

4. How can you send an invitation to a contact?

( ) From the to-do list

( ) From the Attendee Scheduling window

( ) From the contact card

( ) You cannot send such an invitation

5. How can you delete a canceled to-do?


204

6. True or False:

Recurring tasks are tasks that you have to create periodically.


205

Quick Interaction: Lessons Learned

Take a moment to write down three Key Points you have learned from this

chapter:

1.

2.

3.


206

Solutions

Test Your Knowledge

1. What do activities consist of?

MODEL ANSWER:

Activities consist of smaller tasks called to-dos.

2. True or False:

You can view information about to-dos in several different windows.

MODEL ANSWER:

True: You can view to-dos statistics from the To-do List window, which lists the

to-dos for a specific team, contact, salesperson, segment or campaign, and the to-

do card, containing all the details about a specific to-do.

3. Complete the following sentence:

To create a recurring task, you must select the ________________ check

box.

MODEL ANSWER:

To create a recurring task, you must select the Recurring check box.

4. How can you send an invitation to a contact?

( ) From the to-do list

(√) From the Attendee Scheduling window

( ) From the contact card

( ) You cannot send such an invitation

5. How can you delete a to-do?

MODEL ANSWER:

You must use the Delete To-dos batch job to delete the canceled to-do.

6. True or False:

Recurring tasks are tasks that you have to create periodically.

MODEL ANSWER:

False: Recurring tasks are tasks that occur periodically.

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