Introduction
The Compliance Tracker, accessed via the Activities Hub icon, is the primary avenue for interacting with Activities.
The Activity Overview Page
Within the Compliance Tracker, the Activity Overview page displays a user’s assigned activities within GEMS. Users can switch between “Active”/”Closed” Activities and To-Do Items by changing the dropdown at the top of the screen.
Activities use a traffic light system to highlight To Do Items that are overdue (red), due in the next 30 days (orange), or with 30 days or more remaining for completion (green).
Activities and To-Do Items may also be filtered using the dedicated filter feature to the top right of the screen.
After clicking the Filter button, multiple filters may be combined to drill down to the desired records using the Add icon.
From the Activity Overview of the Compliance Tracker, properties of individual Activities/To-Do Items can be seen such as the related entities for an Activity, the Owner(s) and the Assignee(s) of an Activity, the progress of each Activity, the Due Date and Status, and what percentage of an Activity’s To-Do Items have been completed.
Owners and Assignees are defined as follows:
Owner | The user/Internal Contact Group responsible for the overall tracking and managing of the Activity. |
Assignee | The user(s)/Internal Contract Group assigned to carry out and manage to-do items. |
The % Complete will indicate how far to completion a particular Activity is (i.e., how many of the total To-Do Items have been completed).
By clicking the Activity hyperlink, further details surrounding each Activity can be explored including Activity Details, To-Do Items, Documents, Queries and Notes relating to that Activity, and details on whether an Activity will recur as seen below. See Viewing and Working with Activity Details for more information.
In addition, if an Activity was created automatically after a transaction was saved in GEMS (e.g., an appointment to a Business Entity or changing the company registered office in the United Kingdom), then a Transaction Details button will appear as seen below. Once clicked, the specific screen representing that transaction will open.
View activities via the Calendar
Activities can be easily visualized via the Calendar view of the Compliance Tracker.
You can easily select a date to view only activities on that date.
1. When in the Activity Overview or To-Do List view click the Calendar button.
2. Select a date to view the activities or to-do items on that date. This will filter those Activities or To-Do list items by the date selected.
Completing Activities from the Activity Overview Page
Activities can be completed by selecting the Complete Activity button on the Activity Overview.
Please note: Completing an Activity will auto-complete the outstanding To-Do Items associated with an Activity. When completing an Activity, the date of completion must be selected, and this will be associated with each outstanding To-Do Item. Outstanding To-Do Items for an Activity will display beneath the “Date Completed” on the confirmation screen.
Please note: If an Activity has a recurrence, GEMS will automatically create a new Activity upon completion.
Please note: If an Activity is auto-generated by a transaction in GEMS and that transaction is deleted, GEMS will automatically close the Activity and mark that specific Activity as “Not Required”.
Please note: If the Entity associated with an Activity is deleted, GEMS will automatically close the Activity and change its status to “Not Required.”
Once Complete Activity is clicked, a confirmation notification appears to ask what date the Activity was completed and if applicable to confirm that any outstanding To-Do Items will be marked “Done” upon completion.
To continue, click on Complete Activity and To-Do Items.
Please note: Activities that have been completed can be re-opened. See Viewing and Working with Activity Details for more information.
Deleting Activities from the Activity Overview Page
To delete an Activity, click the Actions icon next to the Activity while on the Activity Overview Screen.
Please note: Deleting an Activity will also delete all associated To-Do Items and all future recurrences of this Activity.
Please note: If upon deletion an Activity has associated Documents, only the associated link to the Document will be deleted. Deleting an Activity will not delete the Document itself from GEMS. If Document deletion is required, the Document can be deleted from the Activity before the Activity is deleted or deleted from GEMS as normal after an Activity is deleted.
Please note: Browse users are unable to delete Activities, To-Items, or Documents.
Once the confirmation notification appears, click on Delete Activity to complete the process.
Please note: If an Activity is deleted from GEMS, an audit trail record will be made for the Activity deletion, and a separate entry will also be made for the deletion of each of the To-Do Items.
Re-opening Closed Activities
When Activities are marked “Complete,” “Not Required,” or “Superseded,” the Activity is considered closed. To re-open such Activities, follow these steps:
From the Activity Overview page within the Compliance Tracker, change the “View” dropdown to “Closed.”
Click the name of the Activity to be re-opened, then click Edit Activity Details within the Activity Details section.
Change the “Status” field to “In Progress” or “Not Started,” depending on the desired Status.
Click Save. The Activity will be re-opened and will appear within its Owners’ and Assignees’ Activity Overview when the “View” field is set to “Active.”
Please note: If the previously-closed Activity had Recurrence settings that caused GEMS to create a new Activity at the time of the original’s closure, those subsequent Activities will be closed and given a status of “Superseded.” Upon the completion of the re-opened and recurring Activity, GEMS will create a new Activity based on the Recurrence settings.
The To-Do List Page
In addition to the Activity Overview, the Compliance Tracker also provides a To-Do List feature. The To-Do List provides an overview of a user’s assigned To-Do Items. Here, as they can within the Activity itself, users can update and complete To-Do Items.
To-Do Items also use a color-coded system to highlight To-Do Items that are overdue (red), due in the next 30 days (orange), or with 30 days or more remaining for completion (green).
The To-Do List fields such as the “To-Do Item,” “Assignee,” “Due Date,” and “Status” can be easily updated by clicking on the required field.
To delete a To-Do Item while viewing the To-Do List, click the Actions icon, then click the Delete To-Do Item option from the drop-down menu that appears.
