Creating follow-ups and scheduling all meetings and activities in your SuperOffice Diary help you to always have a complete overview of what is happening, build up solid communication history, and keep your colleagues informed.
There are many ways to create a follow-up. This method works from anywhere in SuperOffice CRM and for all types of follow-ups.
Click +New in the top bar and select Meeting/Appointment, To-do/Task, or Follow-up/Call.
Some information is inserted automatically based on the context, for example, Today's date.
Click the Save button.
|Activities section tab
|Task button on a contact
Many fields have a list of predefined values you can choose from. Click the arrow to expand the list. Then select a value for that field. Alternatively, start typing in the field to search for a specific value, such as a company name.
If your SuperOffice has time zones turned on, you can select which time zone the follow-up will be created in. The time zones are displayed by country, and you can search both by country and city directly in the time zone field.
If you check All day, the time of the follow-up is set to the period specified as the default working day (All-day start time and All-day end time preference).
Select follow-up type.
Optionally, select a company and/or contact the follow-up pertains to.
Optionally, select a project and/or sale to link it to the follow-up. You can choose any project/sale regardless of which company you chose earlier.
Specify time and date. The Duration field is automatically adjusted.
If the new follow-up overlaps with an existing follow-up, an exclamation mark is shown next to the start and stop fields as a reminder (you can still add the follow-up). A suggestion for the first vacant time slot is shown. Click the proposed time to the right of First available to select this time instead.
When you create a new to-do, no time is displayed in the Start and Due fields. Today's date is inserted automatically, but you can change it to the required date. The date indicates the deadline for the to-do.
Optionally, select or enter the address where the follow-up will take place.
Select the Description tab to add a description of the follow-up (max 2048 characters).
Select the Participants tab to add attendees.
Click to set up a video meeting.
Create follow-up from Activities section tab
Click the Add button in the Activities section tab.
Or, double-click an empty row below the last activity in the list. If you see no empty rows, position the mouse pointer between the section tabs and the card above. The pointer changes to a double-headed arrow. Then click and drag the line up to expand the section tab area.
If you specify a time or duration for a follow-up you are creating from within the activities list, it is entered in the Diary.
Create follow-up from Task button
Click the Task button in the Contact card.
To create a meeting, select Request a meeting.
To register a call, select Make a phone call.
Enter information and click Save.
Create meeting from Diary
To choose a time slot: click the time at which you want the meeting to start and hold the mouse button down while you drag the mouse to the required end time for the task. A blue area is displayed while you define the time slot before the Follow-up dialog opens.
To use default duration: double-click a time in the Diary or right-click a time in the Diary and select New.
If you create the meeting from the View tab, you can choose to have attendees automatically filled out with the members of the view. To set this option, go to Personal settings > Preferences > Functions and set the Participants from group view preference to Yes. Click Save.
You can open another user's diary, or the diary of an available resource, to see when they are free or to create follow-ups for them directly.
Select the View tab in the Diary screen.
Click the diary owner list and select the person's diary.
Create a new meeting in this diary using the mouse.
In the Follow-up dialog, enter the required information.
Choose the attendee to include, if they are not automatically included.
Click Save. The meeting will be displayed in the selected person's diary.
You can also create a new follow-up by copying an existing follow-up to another time or day in the diary.
Open the diary and locate the follow-up you wish to copy.
If the follow-up is completed, right-click it and choose Completed to enable editing. (Remember to re-set the status after copying it.)
Hold down the CTRL key while you drag and drop the follow-up to a different time.