Introduction
There are many 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 are configured by an Administrator using a Workflow. That Workflow can be used to set up Activities and To-Dos 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-Dos for this transaction. The Administrator may also configure that same Workflow to prompt the preconfigure what to do with outstanding Activities and To-Dos related to that same transaction if the transaction is deleted.
Please note: Where GEMS EDO (Event-driven output) is currently available for a transaction and is enabled within System Management > General, EDO will display instead of the Auto Created Activity. The Activity will still be viewable within the Compliance Tracker. The user will also be able to generate the forms/reports at that time, too.
Below an example of an auto-generated activity is shown.
Users may mark items as done, generate reports, or click on the Action button to either delete or complete the activity.
In addition to the auto-generated activity notification seen above, the related transaction will show that there are Activities related to the transaction. This will also show the number of items “Active” or “Closed”.
To view the Activity related to the transaction, click on the number of “Active”|” Closed”
This will open the Associated Activities Screen which displays the details of the Activity.
By clicking on the hyperlink of the related Activity, the details of the related activity can be edited as needed, or the activity itself may also be completed/deleted.
To action, a To-Do item, click on the arrow to view the list.
