Purpose

The purpose of this document is to provide instructions for creating Activity items in Tour de Force from Appointments and Tasks in Microsoft Outlook.

 

This technical bulletin contains the following sections:

 

1. Tour de Force tab on the Tour de Force Appointment form
2. Creating an Activity item from an Tour de Force Appointment form
3. Complete and Convert an Appointment item to an Activity item
4. Viewing Activity items Linked to an Appointment item
5. Tour de Force tab on the Tour de Force Task form
6. Creating an Activity item from a Task item
7. Complete and Convert a Task item to an Activity item
8. Viewing Activity items Linked to a Task item
9. Viewing Public Task and Appointment items on the Tour de Force tab

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. Tour de Force Tab on the Tour de Force Appointment Form

 

The Tour de Force tab is used to create new Records and Items related to that Appointment item.  The most common next action step is creating a new Activity item from the Appointment item. There are several buttons and fields used when creating a new Activity item from the Tour de Force Appointment form:

 

 

• Actions – This button is used as a next action command to create new Records and Items from the Appointment item currently open.

 

The Records and Items that can be created from a Appointment item are:

 

• Activity
• Appointment
• Asset
• Document
• Email
• Expense
• Note
• Opportunity
• Support
• Task

 

• New Activity – This button is used to create a new Activity item for the Appointment item currently open.

 

• Complete and Convert Activity – This button is used to mark the Appointment item as Complete and convert that Appointment item to an Activity item.

 

• Activity Type – This field is used to select which type of activity the Appointment item is related to. This field is used in conjunction with the Complete and Convert Activity button.

 

• Include – This field is used to choose what information is included in the new Activity item from the Appointment item. The options for the include field are:

 

• Notes
• Notes and Detail
• Detail
• Detail and Notes

 

• View Activities – This button is used to view any Activity items linked to the Appointment item.

 

• Public Item – These buttons are used by users who are uninvited, but still have public access to the Appointment item.

 

• Show Public Item  - The Appointment item in Tour de Force is a public copy of the Appointment item, while the Appointment item on the Calendar of the owner is a private copy of the Appointment item.

 

• Show Profile - The Appointment form  in Tour de Force .

 

• Open Parent – The Parent item such as Account, Contact that this appointment is attached

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Creating an Activity Item from the Tour de Force Appointment Form

 

Since most salespeople spend a lot of time managing Appointment items associated with prospects and customers in Microsoft Outlook, functionality to create and maintain actions such as Activity and Task items associated with these Appointment items can be created and maintained while viewing their Calendars.

 

In order to help users decrease the amount of time needed to create new items, functionality to create new Activity items has been added to the Tour de Force tab on the Tour de Force Appointment form.  

 

Note: Activity items can also be linked to Task and Support items.  The steps to linking an Activity item to a Task or a Support item are similar to linking an Activity item to an Appointment item.

 

Use the following procedures to create an Activity item from an Appointment item:

 

1. Open the appropriate Appointment from the Microsoft Outlook Calendar

 

 

 

 

 

 

 

 

 

 

 

 

2. Click the Tour de Force tab.

 

 

3. In the Include field choose what information gets copied from the Appointment item to the Activity item.

 

• Notes – Only copies information from the Notes section to the new Activity item.
• Details – Only copies Details of the Parent item.
• Notes and Details – Copies Notes section and Details of the Parent item.
• Details and Notes – Copies Details  of the Parent item and  Notes section.

 

 

4. Click the Activity Type field, and then select the appropriate type.

 

Note: Tour de Force automatically copies the Activity Type selected to the Activity Type field on Tour de Force Activity form.

 

For example, select Documentation Creation.

 

 

 

5. Save the Appointment item.

 

6. Click the New Activity button in the Tour de Force tab.

 

 

 

 

7. Enter in the necessary information in the new Activity item in the Tour de Force Activity form.

 

 

8. Click the Save button to save the new Activity item.

 

9. Click the Close button to close the Tour de Force Activity form.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3. Complete and Convert an Appointment Item to an Activity Item

 

The Complete and Convert to Activity feature associated with linking Activity items to a Appointment item allows companies to track and monitor the amount of time spent completing Appointment items.

 

Note: The steps to linking an Activity item to an Appointment item are similar to linking an Activity item to a Task item.

 

Use the following procedures to create a new Activity item in the Tour de Force Appointment form:

 

1. Open the appropriate Appointment in the Microsoft Outlook Calendar.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Click the Tour de Force tab on the toolbar.

 

 

 

3. Click the Complete and Convert Activity button.

 

 

 

 

 

 

 

 

4. The “Do you want to delete the Completed Item?” dialog box appears.

 

1. Click “Do Not Delete” in order to not delete the Microsoft Outlook Calendar Appointment

 

2. Click “Delete” in order to delete the Microsoft Outlook Calendar Appointment

 

3. Check the “Stop displaying this message”in order to stop displaying this message and  to not further delete  calendar appointments when completing and converting to an activity.

 

 

5. Create the new Activity item in the Tour de Force Activity form.

 

6. Click the Save button to save the new Activity item.

 

7. Click the Close button to close the Tour de Force Activity form.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4. Viewing Activity Items Linked to an Appointment Item

 

Tour de Force gives users the ability to create and link Activity items directly to Appointment, Task, and Support items.  Therefore, any user that has permission access to an Appointment, Task, and Support item can view the Activity items linked to that Appointment, Task, or Support item.

 

Use the following procedures to view Activity items linked to an Appointment item:

 

1. Open the appropriate Appointment item.

 

2. Click the Tour de Force tab.

 

3. Click the View Activities button.

 

 

4. Click the Open Folder button to view the Activity item.

 

 

 

5. Tour de Force Tab on the Task

 

The Tour de Force tab is used to create new Records and Items related to that Task.  The most common next action step is creating a new Activity item from the Task. There are several buttons and fields used when creating a new Activity item from the Tour de Force Task form:

 

Note:  See Section A. for similar explanation

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6. Creating Activity Items from the Tour de Force Task Form

 

Since most salespeople spend a lot of time managing Task items associated with prospects and customers in Microsoft Outlook, functionality to create and maintain actions such as Activity items associated with these Appointment items can be created and maintained while viewing the To-Do List.

 

In order to help users decrease the amount of time needed to create new items, functionality to create new Activity items is available on the Tour de Force Task form.

 

Note: Activity items can also be linked to Appointment items in order to track and monitor the amount of time spent during Appointment items. The steps to linking an Activity item to an Appointment item are similar to linking an Activity item to a Task item.

 

Use the following procedures to create a new Activity item in the Tour de Force Task form:

 

1. Open the appropriate Task item on the To-Do List.

 

 

 

 

 

 

 

 

 

 

 

 

2. Click the Tour de Force tab on the toolbar.

 

 

3. Click the Activity Type field, and then select the appropriate activity.

 

 

 

Note: Tour de Force automatically copies the value selected in this Activity Type field to the Activity Type on Tour de Force Activity form.

 

 

 

 

 

4. Click the Include field to copy the contents of the Notes field associated with the Task item to the Activity item.

 

For example, select Notes and Details.

 

 

 

5. Click the New Activity button.

 

 

 

6. Create the new Activity item in the Tour de Force Activity form.

 

7. Click the Save button to save the new Activity item.

 

7. Complete and Convert a Task to an Activity Item

 

The Complete and Convert to Activity feature associated with linking Activity items to a Task item allows companies to track and monitor the amount of time spent completing Task items.

 

Note: The steps to linking an Activity item to a Task item are similar to linking an Activity item to an Appointment item.

 

Use the following procedures to create a new Activity item in the Tour de Force Task form:

 

1. Open the appropriate Task item on the To-Do List.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Click the Tour de Force tab on the toolbar.

 

 

 

3. Click the Complete and Convert Activity button.

 

 

 

 

 

 

 

 

 

 

4. The “Do you want to delete the Completed Item?” dialog box appears.

1. Click “Do Not Delete” in order to not delete the Microsoft Outlook Calendar Appointment

 

2. Click “Delete” in order to delete the Microsoft Outlook Calendar Appointment

 

3. Check the “Stop displaying this message” in order to stop displaying this message and  to not further delete  calendar appointments when completing and converting to an activity.

 

 

5. Create the new Activity item in the Tour de Force Activity form.

 

6. Click the Save button to save the new Activity item.

 

7. Click the Close button to close the Tour de Force Activity form.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8. Viewing Activity Items Linked to a Task Item

 

Use the following procedures to view Activity items linked to a Task item:

 

1. Open the appropriate Task item.

 

2. Click the Tour de Force tab.

 

3. Click the View Activities button.

 

 

4. Click the Open Folder button to view the Activity item.

 

 

 

 

 

 

9. Viewing Public Appointment and Task Items button on the Tour de Force Tab

 

When an Appointment and Task item is created in Tour de Force, the Appointment and Task item is linked to the Parent Account, Contact, or Opportunity record, as well as placed on the private Calendars of all invitees associated with the Appointment and Task item.  The Appointment and Task item in Tour de Force has a public copy of the Appointment and Task item, while the Appointment and Task item on the Calendar of the owner is a private copy of the Appointment and Task item.

 

Use the following procedures to use the Public Item button on a Tour de Force Appointment and Task form:

 

1. Open the appropriate Appointment and Task item.

 

2. Click the Tour de Force tab.

 

 

Note: The owner of the Appointment and Task item in Tour de Force is the user that created the Appointment and Task item.  The user that created the Appointment and Task item is always the Owner, even when that user invites other users to attend the Appointment or assign the Task item.  

 

 

 

 

 

 

 

 

 

 

3. Click the Show Public Item button.

 

 

Note: The Appointment and Task item in Tour de Force is a public copy of the Appointment and Task item, while the Appointment and Task item on the Calendar of the owner is a private copy.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Use the following procedures to Show Profile of an Appointment and Task:

 

1. Open the appropriate Appointment and Task item.

 

2. Click the Tour de Force tab.

 

 

3. Click the Show Profile button.

 

 

Note: The Profile of the Appointment and Task Form in Tour de Force can be configured using the Screen Designer utility. Refer to Technical Bulletin 4513 – Screen Designer for assistance with the Screen Designer utility.

 

 

 

 

Use the following procedures to open the Parent Item associated with the Appointment and Task item:

 

1. Open the appropriate Appointment and Task item.

 

2. Click the Tour de Force tab.

 

3. Click the Open Parent button.