Sherpa Activities

Activity Tab:

The Contact Activity tab is used for entering in all communication and activity with the account including Phone Calls, Appointments, and scheduling follow-up Activities.  You can also check your Activity list to see what items you have pending or past-due using the Activity List.  

To Complete a New Activity and Schedule a Follow up:

Once you have called or visited the account and are ready to log it into Compass, if you have no open activities on this account, you will click on the               button on the left-hand side of the screen to get started.  A form will populate to fill out the following information.  (Generally, the only time the “New” button will be used is if you are completing a brand new activity or scheduling a new pending activity. If you have previously scheduled the activity for yourself, you can just complete that activity - See Completing an Activity section below.)

Completing the New Activity - Step 1

1. Activity Date, Time & Duration – Enter the date and time you completed the activity, and duration.
2. Activity – Select from the drop down the type of Activity you are completing. Activities available are set by the Administrator.
3. Contacted by – Will automatically populate as the user who is logged in but can be changed by choosing another name from the drop-down list if you are completing an activity on behalf or another user.        
4. Contact – Enter the Contact name, it will default to the primary contact on the record, but you can select a different contact from the drop down, or, enter a new contact into the contacts tab by clicking the  button next to the contact name and adding the information just as you would in the Contacts Tab.  This new contact will be saved in the Contacts Tab as well as in the completed activity.
5. Objective – Enter your objective and what you were trying to accomplish by completing the activity.  This is a required field.
6. Notes – Enter your results and details of the activity in the Notes field.  For your convenience, you can also choose from predefined notes by choosing from the dropdown and choosing to add that text Before or After the notes you manually typed in.

 

Completing the Activity - Step 2

7. Complete Activity Now - Check this box to show your options to complete the activity.  
8. Date Completed - Enter the date you completed the activity.  It will default to the current date assuming you are completing the activity in Compass the same day you did it, however, if you are completing an activity that you did on a previous date you will want to put that date here.  
9. Attempted vs Successful – Tag as either a Successful or Attempted activity, (Successful - you successfully accomplished your objective. Attempted - you did not successfully accomplish your objective). This will color code your activities to allow you to easily see how successful your activities are. This doesn’t affect anything other than setting a color to the activity in the list view; whether you mark the activity as Successful or Attempted, your activity will still count as Completed.

Scheduling the Follow-Up - Step 3

10. Create Follow-Up Now - Check this box to show your options to schedule the follow-up activity.  If next to "Step 3" it says (required) instead of (optional), this means your Administrator has required you to schedule a follow-up whenever an activity is completed.
11. Check Outlook Calendar – Click on Check Outlook Calendar to have Compass check your Outlook calendar.  A message screen will pop up to show you your current appointments for the call back date entered.
12. Outlook Import – If you have entered an appt into Outlook, you can import that appt into your Sherpa follow-up activity. As soon as you are in the Follow-Up Activity area, click the Outlook Import button, select the appt you wish to import and hit Import. This will populate the Date, Time, Duration and Objective fields. You need to fill in the others before Submitting.
13. Activity Date – This is the date you will be doing the follow-up activity.  It will default to the following work day; if you want to select a different date, just pick it from the drop down.
14. Appointment Time / Duration – Enter the time and duration for your follow up activity if needed; this is not a required field
15. Reminder – To schedule a Compass reminder check the reminder box and pick from the drop down for when you want the reminder to pop up and remind you.
16. Activity - Pick the type of activity you are scheduling from the dropdown
17. Contacted By – Will automatically populate as the user who is logged in but can be changed by choosing another name from the drop down if you are scheduling an activity on behalf of another user.
18. Contact – Enter the Contact name that your activity is scheduled to be with.  It will default to the primary contact on the record, but you can select a different contact from the drop down, or, enter a new contact into the contacts tab by clicking the  button next to the contact name and adding the information just as you would in the Contacts Tab.  This new contact will be saved in the Contacts Tab as well as in the future activity.
19. Objective – Enter your objective and what you will be trying to accomplish.
20. Notes – Enter any miscellaneous notes or the details of the activity in the Notes field.  For your convenience, you can also choose from predefined notes by choosing from the dropdown and choosing to add that text Before or After the notes you manually typed in.

 

21. Mark as Urgent – Tagging an activity as urgent will place it at the top of the Contact Activity Tab and highlight it in Red when viewing it in the activity list.
22. Send to Outlook – If you would like to send a pending appointment to your Outlook Calendar click on Send to Outlook and the appointment will be sent to your Outlook calendar.  The Company name, Contact Name, activity notes and phone number will all be sent to Outlook creating an appointment for the date and time scheduled in Compass.  The duration and reminder time will also be set to what was entered in Compass.  

23. Save – Click on the Save button to save your entry and finish logging your completed activity and setting up your future activity.
24. Cancel – Click on the cancel button to exit the screen. This will not save any of your notes from the activity you just completed. You will have to redo everything if you cancel.

Scheduling a Pending Activity:

If you would like to simply schedule a future activity without completing an activity now, start by clicking on the on the       button on the left-hand side of the screen to get started.  A form will populate to fill out the following information.  (Generally, the only time the “New” button will be used is if you are completing a brand-new activity or scheduling a new pending activity. If you have previously scheduled the activity for yourself, you can just complete that activity - See Completing an Activity section below.)  Scheduling a pending activity is exactly like completing an activity, except you click on Save after "Step 1" instead of proceeding to "Step 2", and the Activity Date field is the date you are scheduling the  future activity for.

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Scheduling a New Activity - Step 1

1. Check Outlook Calendar – Click on Check Outlook Calendar to have Compass check your Outlook calendar.  A message screen will pop up to show you your current appointments for the call back date entered.
2. Outlook Import – If you have entered an appt into Outlook, you can import that appt into your Sherpa follow-up activity. As soon as you are in the Follow-Up Activity area, click the Outlook Import button, select the appt you wish to import and hit Import. This will populate the Date, Time, Duration and Objective fields. You need to fill in the others before Submitting. To Sync a calendar item to Outlook that was created in Sherpa, click the Sync with Outlook button in the Sherpa Activity to sync that activity and any future changes made to it.  To stop syncing the activity at any time, check the Stop Syncing box.  (see below)

Please note the Send to Outlook Calendar button (a one-time send feature) is irrelevant for any activities that are marked to Sync with Outlook (which will send as well as sync).

3. Activity Date, Time & Duration – Enter the date and time you completed the activity, and duration.
4. Reminder – To schedule a Compass reminder check the reminder box and pick from the drop down for when you want the reminder to pop up and remind you.
5. Activity – Select from the drop down the type of Activity you are completing. Activities available are set by the Administrator.
6. Contacted by – Will automatically populate as the user who is logged in but can be changed by choosing another name from the drop-down list if you are completing an activity on behalf or another user.        
7. Contact – Enter the Contact name, it will default to the primary contact on the record, but you can select a different contact from the drop down, or, enter a new contact into the contacts tab by clicking the  button next to the contact name and adding the information just as you would in the Contacts Tab.  This new contact will be saved in the Contacts Tab as well as in the completed activity.
8. Objective – Enter your objective and what you were trying to accomplish by completing the activity.  This is a required field
9. Notes – Enter any miscellaneous notes or the details of the activity in the Notes field.  For your convenience, you can also choose from predefined notes by choosing from the dropdown and choosing to add that text Before or After the notes you manually typed in.
10. Mark as Urgent – Tagging an activity as urgent will place it at the top of the Contact Activity Tab and highlight it in Red when viewing it in the activity list.
11. Send to Outlook – If you would like to send a pending appointment to your Outlook Calendar click on Send to Outlook and the appointment will be sent to you Outlook calendar.  The Company name, Contact Name, activity notes and phone number will all be sent to Outlook creating an appointment for the date and time scheduled in Compass.  The duration and reminder time will also be set to what was entered in Compass.  

12. Save – Click on the Save button to save your entry and finish logging your completed activity and setting up your future activity.
13. Cancel – Click on the cancel button to exit the screen. This will not save any of your notes from the activity you just completed. You will have to redo everything if you cancel

Completing a Pending Activity:

If you have a scheduled Activity that you would like to complete, double click on the activity in the Activity list for that account, the form will pop up to enter your notes, mark as either attempted or successful, and schedule your next activity.

Completing the New Activity - Step 1

1. Notes – Enter your results and details of the activity in the Notes field.  For your convenience, you can also choose from predefined notes by choosing from the dropdown and choosing to add that text Before or After the notes you manually typed in.

 

Completing the Activity - Step 2

2. Complete Activity Now - Check this box to show your options to complete the activity.  
3. Date Completed - Enter the date you completed the activity.  It will default to the current date assuming you are completing the activity in Compass the same day you did it, however, if you are completing an activity that you did on a previous date you will want to put that date here.  
4. Attempted vs Successful – Tag as either a Successful or Attempted activity, (Successful - you successfully accomplished your objective. Attempted - you did not successfully accomplish your objective). This will color code your activities to allow you to easily see how successful your activities are. This doesn’t affect anything other than setting a color to the activity in the list view; whether you mark the activity as Successful or Attempted, your activity will still count as Completed.
5. Save – Click on the Save button to save your entry and finish logging your completed activity and setting up your future activity.
6. Cancel – Click on the cancel button to exit the screen. This will not save any of your notes from the activity you just completed. You will have to redo everything if you cancel

You can link an Activity to an Opportunity by double clicking on the activity, then you will see a drop down to link your activity to your opportunity.  You will be able to select form your list of created Opportunities on an account and choose to reflect that the activity created is tied to the created open, pending, or completed activity.  

 

Edit Activity:

To edit an activity, highlight the activity field in the activity list of the activity you want to edit. Highlight the field you want to edit, and a dialogue box will open that you can type your changes into.  The Save Changes button will turn red indicating that you've made changes and need to save them. Columns that are solid colored (Status and Date Created) cannot be edited. Note: the ability to edit activities is determined by your Administrator.

If you want to undo a change that you made to an activity, click the "Undo Changes button before you click the Save Changes button.

Delete Activity:

To delete either a pending or completed Activity, highlight the activity and click on the Delete Button. It will ask you to verify that you want to delete. The ability to delete activities will depend on your security access set up by your Administrator.

Find:

Allows you to search all activities for that account by keyword.  Click the Find button and type in the keyword and the activity list will be filtered to just show any matches.

Click and Drag Grouping Feature:

By clicking on a header row and dragging it to the blue area at the top of the activity list, you can group any field in the Activity area.  Once you group by a field you can see how many results are in each and use the + button to expand the selection and view the details.  To undo the grouping, click on the field selection you dragged into the blue area, and drag it back to the activity list.

Save Grid Layout:

You can reorder the Activities tab columns to any desired order or sort & then click Save Grid Layout. This will save your preferences.

Load All:
The default view is the last 100 activities, but if you want to see all activities click the Load All button.

View Legend:

Click to view a definition of the color coding for the activities in the activity list.

Send to Outlook:

To send a pending activity to your Outlook Calendar, highlight the activity in the activity list and click the Send to Outlook button.  Make sure you have a time listed on the activity or it will not send to Outlook.

 

Add Document:

You can attach a document to a new or pending activity by using an Add Document option. You must first double click on the activity you want to add the document to, then a new window will open with an Add Document link in blue to link your document.  The Document Link feature is only compatible with documents being saved to our Document Storage module.

Activity List:

Click on the Activity List Button to view a list of all your pending current & past due activities.  This is a global list and shows activities for all accounts.

  

The following screen will open showing any activities you have scheduled for the past 6-months through the current date.

You can filter your pending activities by date range, Type of Activity, and by rep (if you’re a manager).

1. Activities in red font are past due, activities in green are due today, activities in black are due in the future, and activities with a red highlight have been tagged as urgent.
2. To select an activity, double click on the name of the company and you will be brought to that account record and the activity.
3. You can filter the list by Rep or Activity Type by using the Sales Rep and Activity drop-downs or click on any column header to sort by that field.  The * option in the dropdown will show all option from the drop-down list.
4. View/Print Activity List Details and Summary Reports allows you to print a list of the currently showing activities.
5. To automatically set a filter of just the accounts in your call back list, click the Filter Accounts by Activity List button.  Click End Filter to end the filter and view your Activity List.  

6. You can also use the "Click and Drag Grouping" feature and move columns around as explained in the previous Activities section.
7. Right click on any column header and choose, Column Chooser, here you will see additional columns, for contact email and phone. Once added select the “Save Grid Layout” option so they are loaded each time you come back into the list.
8. A Batch Edit feature is also available (if turned on for the user in the Manage Users area) to move activity dates, delete activities, and change the assigned rep, in bulk.  Choose the activities you want to batch edit, click the Batch Edit button, and choose the edit you want to make.