Activities automations

Activities runs three scheduled jobs and sends its emails from five templates; some of its work also happens when an activity is saved or marked done. The options are explained in Activities settings.

The jobs are active once the app is installed, and off on a test copy of the database. An administrator stops or starts them in the scheduled actions of the technical menu (Developer mode and the technical menus).

Scheduled jobs

Activities: Send Reminders

• When: every ten minutes.
• What it does: for each line of Due Date Notifications, in every company, finds the open activities whose due time minus (or plus) the period fell since the last run. Each person concerned receives one email, "Activity Reminders", listing them by due time, in their language and time zone; archived users receive nothing.
• How to stop it: delete the lines of Due Date Notifications you do not want, or stop the job.

Activities: Refresh Overdue Status

• When: every ten minutes.
• What it does: recomputes the stored status of the open activities that are not on hold, so that Planned turns Today and then Overdue as days pass, in each assignee's time zone.
• How to stop it: stop the job; the statuses then stay as they were last computed.

Activities: Spawn Due Recurrences

• When: once a day.
• What it does: for each open recurring activity whose due time has passed, creates the next occurrence and archives the late one, which then counts as done. After Repeat Until, the late one stays open.
• How to stop it: stop the job; the next occurrence is then created only when someone marks the activity done.

Email templates

Activity: Created, Activity: Updated, Activity: Cancelled

• When: an activity is created; changed in a field that matters (not its status, timer or completion); or deleted. Only for the events that have a line in Event Notifications, none by default.
• What it does: sends "New Activity", "Activity Updated" or "Activity Cancelled" with the activity's title to the people the line ticks, one email each, from the activity's creator. At creation, someone already invited to the activity's meeting gets no second notice.
• How to stop it: delete the line of that event in Event Notifications.

Activity: Reminder Digest

• When: sent by Activities: Send Reminders only.
• What it does: the reminder email described above.
• How to stop it: as for the job.

Activity: Reminder

• When: never; the reminders use the digest, and the hidden Email Template column of Due Date Notifications is not read.
• How to stop it: nothing to stop.

When activities change

Next activity

• When: an activity is marked done and its type has a Next Activity.
• What it does: creates an activity of that type on the same record, client and center, assigned to its Default Assigned To, due its Due in after the day of completion, with a note naming the completed activity.
• How to stop it: clear Next Activity on the type.

Next occurrence

• When: a recurring activity is marked done.
• What it does: creates the next occurrence at once, as Repeat an activity explains.
• How to stop it: switch Recurring off on the activity.

Meeting of a meeting activity

• When: a Meeting activity with a due time is created, moved, reassigned or deleted.
• What it does: books, moves or deletes its calendar meeting and keeps the attendees in step with the assignees.
• How to stop it: use another activity type.

Archived user

• When: a user is archived.
• What it does: keeps the activities assigned to that user instead of deleting them.
• How to stop it: it cannot be switched off; reassign the activities.