To open the Add new [activity type] page: From the Schedule menu, click Schedule activity. From the Add new activity page, select the type of activity you want to schedule, and then click Next.
The types of activities you can schedule are to dos, calls, appointments, and correspondence items (i.e., email, letters, envelopes, labels and postcards). Only timed activities (i.e., appointments and timed calls A call activity with a start and end time) will appear in My Schedule. All activities - regardless of whether you specified a start and end time - will appear in Today's business.
Important: Scheduled appointments or timed calls that are not linked to a contact record will be deleted from your database after one year. If you don't want them deleted, make sure that you link them to the associated contact record when you schedule them. Doing this allows you keep a permanent database record of appointments and calls.
To schedule an activity
In the Individual/Group activity section, select the Individual option button to schedule an activity without inviting other users.
This section is available only if you are creating a call or appointment activity, and have an assistant record entered in Top Producer 7i or are subscribed to a team/partner version.
Note: For information on scheduling a group activity, see Scheduling a meeting.
Enter the Activity details. More Info:
Start time - Enter the activity's start time. This option is available for calls and appointments only.
End time - Enter the activity's end time. This option is available for calls and appointments only.
Note: If you set a time for a call it will appear in both My schedule and in Today's business as an appointment.
All day - Select this option if the meeting will take the entire day.
Rest of day - Select this option if the meeting will take the rest of the day to complete.
Priority - Type or use the spin buttons to specify a priority level for the activity. This option is unavailable for timed calls A call activity with a start and end time or appointments.
Contacts - Click this link to select any contacts that you want to apply the activity to.
Assigned to - Use the drop-down list box to select the user who will be performing the activity.
[Activity] template - Click this link to apply a template to the activity. This option is only available when creating a correspondence activity (i.e., email, letter, envelope, label or postcard).
Sort mail by - Select how to sort the mailing by selecting an option from the drop-down list box. This option is only available when creating a letter, envelope, label or postcard activity.
Attachments - Click this link to attach a file to the activity. This option is only available when creating an email activity.
Send this email automatically - Select this option to send the email automatically instead of it appearing in Today's business as a scheduled activity.
Note: To send an email automatically, the recipient(s) must have an email address entered in their contact record(s).
In the Link to section, if the activity is related to a listing or closing, you can link the activity to it. Once the activity has been marked done, it will appear on the appropriate service report. More Info:
In the Link to section, use the option buttons to select whether to link this activity to a Listing or Closing.
The Select [listing/closing] property box displays the listing or closing this activity is currently linked to.
To choose a different listing or closing with which to associate this activity, click the Select [listing/closing] property box.
Select the listing or closing you want to link this activity to and click OK.
To set up a repeating activity, in the Occurrence section click Repeating, and then click the Setup repeating activity link to specify the recurrence pattern.
This option is only available when None is selected in the Link to section.
In the Reminder and Drop off section, set a reminder for a to-do activity, a call without a specified time, or a correspondence activity. More Info:
Select the Remind me check box.
Use the spin buttons to set the number of days in advance to be reminded.
The activity will start appearing in Today's business the set number of days in advance.
Select the Apply drop off to Today's business check box if you want to enable this option. The drop off date comes into effect if you do not mark the activity done on the scheduled date.
When the activity date has passed, the activity remains in Today's business for as many days as you set using the spin buttons.
Note: This option is unavailable for timed calls A call activity with a start and end time or appointments.
In the Reminder and Drop off section, set a reminder for a timed activity (i.e., appointments and timed calls). More Info:
Select the Remind me check box.
Use the drop-down list box to set the amount of time in advance to be reminded.
Enter the email address where you want the reminder sent.
A reminder email will be sent to the account you specify, in the time zone specified in Agent Setup.
If the system detects a Palm device, you can set a reminder on your Palm device. Use the spin buttons to select the time you want to be notified before the appointment.
Note: The system must be synchronized before the alarm is displayed on the Palm device.
Click Enter next to schedule another activity, or click Finish.