Adding Activities

To add activities to a form, you must first create the activities and then add them to the form.

To add an activity:

  1. Click Activity Type Listunder eForms on the Tools & Setup window.

The Activity Type List page displays.

  1. Click the Add button.

The New Activity Type page displays.

  1. Enter the Name of the activity.

NOTE: If the activity is to be used on a form, the Name must start with the word “PACKET” in all caps with no spaces between words (e.g., PACKET_Quiz_Notification).

  1. Add the Message Text.

This will display on the activity and in the e-mail notification sent to the user to describe the action the user must take. For example: “Please sign off on the Customer Complaint.”

  1. Select the activity Category.

This allows you to categorize activities when adding notification tabs to forms. For example, you might have a category called “Customer Complaint Activities” with a number of activity types in it:

“Please enter product information”

“Please signoff your acknowledgment of customer complaint”

“Please enter recommended follow-up action”

These activities could be used on the form and assigned accordingly. When you select the Notify checkbox on the New (or Edit) Form Field page, you will then be able to select the activity category that relates to the specific form. The user, when sending activities, will be able to select the specific activity from the Activity Type drop-down list on a manual form. The TMS Workflow Module allows you to automatically assign the routing of the form using the specific activity types designed. The form is part of a workflow. The activity can be assigned to the step of the workflow.

  1. Add the User Prompt text.

Text in this field is displayed and forces the user to enter a password before completing the activity. If this field is left blank, a user can select the Comp'd (Completed) checkbox without signing off. This field can be used to provide additional information over and above the message text field. For example, you might allow a user to complete an activity such as a review activity, but a signature activity would require a more descriptive explanation with a forced password entry.

When creating your user prompt text, you can use the parameters ‘@user@’ and ‘@manager@’ to allow the prompt to insert the current logon user name and department manager name. For example:

“You are verifying that you are @user@ and have reviewed the customer complaint and are approving the information.”

  1. Assign overdue reminders for this activity.

The system will automatically pull the default settings from Application Options if these are not set. If the Application Options are set to 0 for these settings, then No Overdue notifications are sent.

  1. When you are done completing the fields on the New Activity Type page, click the Save button to save the activity type.

NOTE: The following fields are not used when defining a form activity type: User Complete Message, Can Manager Complete, Manager Prompt, and Manager Complete Message.