Introduction
There are several ways to create and generate Activities in GEMS. This guide will explore each method.
Via the Quick Add Button
The button allows an Edit User to create a new activity independent of any specific transaction and is available on every screen. The Edit User clicks on the Quick Add button and then chooses Activity from the drop-down list.
Users will be prompted to select an “Activity Type” which dictates what “Activity Details” will be mandatory for the Activity and the minimum list of To-Do items for that Activity Type (if applicable). Users will also be prompted to provide an “Activity Title” which will act as a description of the activity and be displayed on the Activity Overview Screen.
Please Note: Administrators use Activity Types in conjunction with the Activity Configuration wizard to determine what Activity Details are Mandatory and then outline the minimum To-Do items for that Activity Type
Once an Activity Type is selected users will be prompted to enter the remaining Activity details defined by the Activity Type as seen below.
To add the Activity to multiple Entities, search for and add the Entity names in the Entities field. This will apply the activity to all the listed entities at once.
To add or change the Owner or Assignee, click on the appropriate Update option as shown below.
In the example below, the Owners of this Activity will be one of the Internal Contacts - Approvers, Verifiers, or Updater. For more information about setting up Internal Contacts, see the article How to Assign Internal Contacts using the Internal Contacts Wizard.
The activity will also be populated with the minimum To-Do items for the Activity Type. If required additional To-Do Items can also be added for the specific Activity.
Should an activity need to recur, recurrence information may be included.
When the key Activity Details have been provided the Activity can be Saved.
Manually Created Activities Based on Transactions
An Administrator may choose to allow an Edit User to manually create an Activity based on a specific transaction in GEMS. To create an activity from a transaction simply click the icon from within the desired transaction.
Once clicked a list of Activity Types available that are related to that transaction will appear, the relevant activity can then be created by clicking the relevant hyperlink.
If there are no Activity Workflows configured for this activity, a message will appear to notify a User that there are no Activities configured to create a manual activity based on the record screen.
Accessing Activities Through the Transaction Screen
For direct access to the Activities and To-Dos that were auto-created or linked to a specific record in GEMS open the transaction details screen and click on the icon.
Please note: Hovering over the icon will also highlight how many open vs closed activities a transaction currently has associated with it.
Please note: This icon will only appear on a transaction that has associated Activities.
Once clicked a list will appear displaying all the Activities related to this particular transaction.
Activity Auto-Creation
Activities can be configured by an Administrator using a Workflow. That Workflow can be used to set up Activities and To-Do Items to be auto-created based on specific record changes/transactions in GEMS. GEMS will notify the user that it has created an Activity with To-Do Items for this transaction. The Administrator may also configure that same Workflow to prompt a user what to do with outstanding Activities and To-Do Items related to that same transaction if the transaction is deleted.
Auto-generated Activities can be seen via the Notifications icon after they are created, or within the Compliance Tracker or associated transaction.
