Recurring Activities in wMobile

by Fred Block on September 1, 2015

In the world of CRM there is a lot of focus on scheduling our time. We may be scheduling calls, appointments, or other types of activities that need to get done for ourselves or for others in our organization. At certain times, scheduling requires us to "repeat" the same activity over several days, weeks, months, years. For example: scheduling a weekly conference call for the next 12 months, a training appointment on the same day each week over the next 4 weeks, or even a reminder to send someone a birthday card a week prior to their birthday each year. 

The wMobile Desktop and wMobile Phone editions both support creating and working with recurring activities. We'll jump right in and walk through creating a recurring activity in wMobile Desktop and then do the same in wMobile Phone. For our examples, we'll use the conference call scenario mentioned above (i.e., scheduling a weekly conference call for the next 12 months). Notes will be provided within these two examples detailing items to be considered when scheduling the recurring activity. For the most part, creating a recurring activity is very similar to creating a one-time activity but having a few more settings needed to specify the recurrence desired.

A note about the examples in this blog article:

There are many paths that can be taken to schedule activities in wMobile Desktop and wMobile Phone. For the two examples that follow (one in each edition), we'll use one path, starting from a point where a contact is located and "then" the activity is scheduled. However, please keep in mind you may create recurring activities by starting in the other contexts within both wMobile editions that allow scheduling. Also - both examples will use the "same" settings for the activity (i.e., dates, times, duration, reference, notes, etc.) so that the two examples can be compared if you're learning to use both editions. 

Creating a Recurring Activity in wMobile Desktop

To start, find/select a contact to create a recurring activity for (I chose "Kelly Jones").

From the toolbar, select: Activities > Schedule > Call

 

The Schedule Activity dialog opens. Here is a screenshot of the Detail tab already populated for this example:

 

The call's Reference value is "Conference Call" and the calls are scheduled to start on at 10:00 AM with a duration of 30 minutes. We want to meet "Tuesdays" of every week starting on 9/8/2015. Notes were added to remind us of the meeting's topics and a Code (PRY) was set. (NOTE: PRY = Priority; you may use any code you wish from your system.) 

Other Options to Set:

You may optionally (as shown in dialog above) link the activity to an Opportunity or a Case, set an Alarm, Notify via Email, Auto-generate RSVP, Mark as Private, and set a Color value. The Primary User (JACK in our example) may be changed if you are scheduling this for a user other than yourself. The Users tab allows you to set the activity for multiple users. In our example, we'll leave this set only for JACK as the Primary User.

The Schedule Activity dialog's Recurring tab is populated:

Above, the dialog shows how we setup the calls to be scheduled:

  • Start Date = 9/8/2015; End Date = 8/30/2016 (totaling a year's worth)
  • Start time = 10:00 AM (the time we want to meet; the Duration was set previously)
  • Occurs = Weekly
  • Repeats = Every week (user for every week; no skipping in our example)
  • By Day of the Week = Tuesday

Finally, to create the series of recurring calls, click the Schedule button.

On the Pending tab, we see they were created (only three shown here):

When the Reference link for one of these recurring activities is clicked on, wMobile Desktop will display this dialog:

 

The user has the option to edit either the "current occurrence" or the "recurring series" of activities by selecting one of the radio buttons in the dialog presented (see above). Note: The "current occurrence" is activity that was clicked within the list. After clicking OK, the Edit Dialog opens where edits to the activity can be made and saved (or activities of the entire series).

If an activity is to be deleted the user will be prompted to delete the "current occurrence" or the "recurring series". The dialog is similar to the one displayed prior to editing.

Creating a Recurring Activity in wMobile Phone 

To start, find/select a contact to create a recurring activity for (again, I chose "Kelly Jones") and make that contact visible on the Contact Detail page.

 

From the Contact Detail page, select Call in the New Pending drop-down and then click the GO button.

The Schedule Call page opens. Here is a screenshot of the Detail tab already populated for this example:

 

The call's Reference value is "Conference Call" and the calls are scheduled to start on at 10:00 AM with a duration of 30 minutes. We want to meet "Tuesdays" of every week starting on 9/8/2015. Notes were added to remind us of the meeting's topics and a Code (PRY) was set. (NOTE: PRY = Priority; you may use any code you wish from your system.)

Other Options to Set:

You may optionally (as shown on the page above) link the activity to an Opportunity or a Case, set an Alarm, Notify via Email, Auto-generate RSVP, Mark as Private, and set a Color value. The Primary User (JACK in our example) may be changed if you are scheduling this for a user other than yourself. The Users tab allows you to set the activity for multiple users. In our example, we'll leave this set only for JACK as the Primary User.

The Schedule Call page opens. Here is a screenshot of the Recurring tab already populated for this example:

Above, the page shows how we setup the calls to be scheduled:

  • Start Date = 9/8/2015; End Date = 8/30/2016 (totaling a year's worth)
  • Start time = 10:00 AM (the time we want to meet; the Duration was set previously)
  • Occurs = Weekly
  • Every = 1 Week (user for every week; no skipping in our example)
  • Tuesday (we select the day of the week)

Finally, to create the series of recurring calls, click the Schedule link.

On the Contact Pending Calls page, we see they were created (only three shown here):

When the Edit link for one of these recurring activities is clicked on, wMobile Phone will display this page:

The user has the option to edit either the "current occurrence" or the "recurring series" of activities by selecting one of the buttons on the page presented (see above). Note: The "current occurrence" is activity that was clicked from the Contact Pending Calls page. After clicking a button, the Edit Pending Call page opens where edits to the activity can be made and saved (or activities of the entire series).

Editing Recurring Activities (Special Notes for Behavior Based on GoldMine Versions)

As noted in sections above for the Phone and Desktop editions, the user has the option to edit either the "current occurrence" or the "recurring series" of activities. However, please note that users running different versions of GoldMine will have different capabilities: 

GoldMine 9.x and higher:

Users running GoldMine 9.x and higher will be able to edit the recurring details (i.e., the start/end dates/times) as well as the activity details such as reference, activity code and notes.

GoldMine 8.x, 7.x, and 6.x:

Users running GoldMine 8.x, 7.x, and 6.x will only be able to edit the activity details such as reference, activity code and notes. The recurring tab will not be displayed for editing the recurring details (i.e., the start/end dates/times).

The Users Tab

When creating recurring activities, more than one user can be added to the activity. This is accomplished using the Users tab in both wMobile Desktop and wMobile Phone editions.

wMobile Desktop

Here is a screenshot of the Users tab in wMobile Desktop:

  

NOTE: The Primary User linked to the activity is set on the Detail tab:

Other users can be added to the activity by selecting them in the User list and clicking the arrow pointing to the right (see the following screenshot). Repeat as necessary to add the users to the activity. The opposite can be performed to remove a user from the list on the right once it's populated. There are also buttons for adding or removing "all" of the users at one time from ether list using the >> and << buttons. In wMobile Desktop a user can add the members of a User Group by selecting that group from the User Groups List and using the right arrow.

wMobile Phone

Here is a screenshot of the Users tab in wMobile Phone:

NOTE: The (primary) User linked to the activity is set on the Detail tab.

Other users can be added to the activity by placing a tick in the checkbox next to their username in the list presented.

 

Conclusion 

Recurring Activities in wMobile allow you to have more scheduling capability while away you're out of the office to get you and your staff scheduled.

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PRODUCT: wMobile

AUDIENCES: Administrators End Users

Fred Block
Application Specialist at W-Systems
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