To create an Activity Template, go to Settings from the main menu and select the “Activity Templates” option. This opens the Activity Templates management window, where you can see a list of Activity Templates.
To create a new template, click on the New button at the top left-hand corner of this window, and the following window opens:
New Activity-Template Window
In this window you should enter the basic information about the Activity Template. All the fields in this window are mandatory. Below is an explanation of the fields in this window.
| • | Name: In this field you should enter a name that clearly identifies the cases in which the template should be used. The name should also make the template easy to identify in the Templates List. A template’s Name field must be unique. The system does not allow for two Activity Templates with the same name. |
| • | Status: Activity Templates can be set as active or inactive. The Status is displayed in the Templates List. The system does not allow users to apply inactive Activity Templates. |
| • | Type: The Type button determines which entity in the Commit system (Accounts, Assets, Contracts, Tickets, Opportunities) the Activity Template applies to. An “Account Activity Template” is a template that can be applied to Accounts; a “Ticket Activity Template” is a template that can be applied to Tickets, etc. The Type field is an important classification, as there are slight differences in the activities (and activity features) that may be assigned to each Activity Template Type. |
After completing these fields, click the OK button. An Activity Template has now been created, and the template’s Details window appears:
New Activity Template Detailed window
There are two tabs in this window. In the General tab, most of the basic information about the template appears. (This information was entered in the previous window.)
In the center of the General tab is the Entries List. This is an important section of an Activity Template. In Commit Activity Templates, the term “entry” is a general phrase that refers to a specific activity assigned to an Activity Template. An activity “entry” can be a Task, Appointment, or Ticket.
The Entries List displays a complete list of all the entries already assigned to the template.
General Tab
You can also create new entries from this window. To create a new entry, click the New button at the bottom-left corner of the Entries tab. A pop-up menu then appears from which you should choose to create a Task, Appointment, or Ticket entry.
Note: In Ticket and Opportunity Activity Templates, users are given the option of creating Task or Appointment entries only. The system does not allow for Ticket entries in either Ticket or Opportunity Activity Templates.
After choosing which type of entry to create, a Details window opens. This window varies according to the activity and template Type. The different activities and template Types are explained in detail in the following sections of this manual.
In the Notes tab you may add details about the template, such as a more specific description of when the template should be used:
Notes Tab
These details are also displayed in the Activity Templates List. In addition, this tab contains some administrative information about the template, including the date the template was first created, who created the template, and when it was last updated.