Schedule items and tasks appear in the Schedule workspace.

Schedule workspace

The Schedule workspace helps you keep your time organized, plan items involving contacts and other users, and manage your tasks. It displays your schedule items by day, week, or month. A schedule item is a type of action item that has defined start and end times, such as a meeting. The Schedule workspace also displays your tasks. A task is a type of activity that does not need to occur at a defined time and must be assigned to one or more users.

The Schedule workspace is divided into the following main sections:

• The schedule navigator in the top left. Enables you to select specific dates from a calendar for the schedule to display.
• The schedule in the center of the workspace. Enables you to manage schedule items and displays schedule items for the date range selected in the calendar.
• The Schedules zone on the left. Enables you to select other users' schedules for display in the center of the workspace.
• The tasks zone at the bottom of the workspace. Enables you to track tasks assigned to you, tasks you have assigned to others, and the tasks that have been assigned to other users.

Schedule items

A schedule item is a type of action item that has defined start and end times, such as a meeting. Schedule items contain the following tabs and fields:

Detail tab
This tab displays the following schedule item details:

Description
Contains a concise explanation of what the schedule item is. For example, "Lunch with Joe to discuss quarterly review."
For
Indicates which contacts are associated with the schedule item. When a schedule item is associated with a contact, it appears in that contact's Activities journal and Calendar journal.

Assign To
Indicates which users are associated with the schedule item. When a schedule item is associated with a user, it appears in that user's Schedule workspace.
Location
Indicates where the schedule item is taking place.
Date (Start Date and End Date)
All schedule items must have a defined start date and time, and end date and time. These values determine where the schedule item will appear on the associated users' and contacts' schedules and calendars. For all day items, select the All Day checkbox. Use the Find Free Time link to view other's schedules and find the best time for all attendees.
Reminder
If a reminder is set for a schedule item, an alarm will be received at that time if NexJ CRM is running. If it is not running, the alarm will be received the next time you sign in.
Recurrence
This shows if this schedule item will repeat, and if so, how frequently and for how long.
Status
Every schedule item must have a status value. Typical status values include Outstanding, Tentative, On Hold, and Completed. The Status field is used to indicate whether a schedule item has occurred or not.
Priority
Every schedule item must have a priority value. The Priority field is used to indicate the importance of the schedule item.
Touches
If the schedule item has been configured to be a part of the activity tracking system, then you can select what type of tracking you want to be updated by this schedule item when it is completed.
Notes
Lets you enter detailed information about the schedule item. For example, if you have a meeting with someone, you can enter your notes or minutes from the meeting into this field.
Dates Updated
Located under the Notes field. The Created date displays the date and time that the schedule item was created, and the initials of the user who created it. The Edited date displays the most recent date and time on which the schedule item was edited, and the initials of the user who edited it.

Attendees tab
This tab is visible if the meeting invitations feature is enabled. It displays the contacts and users the item is associated with, indicates who will receive invitations, shows the responses of each attendee, and specifies whether invitations have been sent yet.

Related tab
This tab displays the schedule item's related campaign, opportunity, product, event, service request, or account. It also displays any follow-ups assigned to the item such as additional schedule items, tasks, or documents.

Attachments tab
This tab displays attachments that are included in the schedule item. An attachment can be any document or image. You can add, remove, and select attachments in the list area on the left. When you select an attachment, if a preview is available, it is displayed in the details area on the right. In a recurring schedule series, attachments can be added to either the whole series or to individual occurrences. For more information on attachments in a series, see Recurring schedule item attachments.

Security tab
This tab displays the view and edit security settings for the schedule item. You can specify whether all users, a group of users, or only you can view or edit the schedule item.

Schedule tasks

Schedule tasks are activities that users can schedule, assign, and perform in NexJ CRM.

Tasks contain the following tabs and fields:

Detail tab
This tab displays the following task details:
Description
Contains a concise explanation of what the task is. For example, "Finish the review of the presentation."
For
Indicates which contacts are associated with the task. When a task is associated with a contact, it appears in that contact's journal.

Assign To
Indicates which users are associated with the task. This field is used to assign tasks to yourself and to other users. By default, tasks you create are assigned to you, however, you can modify task templates to automatically assign different types of tasks to one user or many users. This is done by business administrators with appropriate privileges on the Customize workspace in the Task Management tab. For more information, see Configuring tasks.
Dates (Start Date and Due Date)
All tasks must have a defined start date. The start date is used when filtering or sorting the task list by date. Due dates are optional for tasks.
Reminder
If a reminder is set for a task, an alarm will be received at that time if NexJ CRM is running. If it is not running, the alarm will be received the next time you sign in.
Recurrence
This shows if this task will repeat, and if so, how frequently and for how long.
Status
Each task can have a status value. Typical status levels include Outstanding, Tentative, On Hold, and Completed. The Status field is used to indicate whether a task has been completed or not.
Priority
Each task can have a priority value. The Priority field is used to indicate the importance of the task.
Touches
If the task has been configured to be a part of the activity tracking system, you can select what type of tracking you want to be updated by this task when it is completed.
Notes
Lets you to enter detailed information about the task. For example, it might contain instructions on how to complete the task.
Dates Updated
Located under the Notes field. The Created date displays the date and time that the task was created, and the initials of the user who created it. The Edited date displays the most recent date and time on which the task was edited, and the initials of the user who edited it.

Related tab
This tab displays the task's related campaign, opportunity, product, service request, or account. It also shows any follow-ups assigned to the task such as schedule items, additional tasks, or documents.

Attachments tab
This tab displays attachments that are included in the task. An attachment can be any document or image. You can add, remove, and select attachments in the list area on the left. When you select an attachment, if a preview is available, it is displayed in the details area on the right.

Security tab
This tab displays the view and edit security settings for the task. You can specify whether all users, a group of users, or only you can view or edit the task.

Reminders

Set reminders for tasks and schedule items to notify you at a specified time. If NexJ CRM is running at the time for which the reminder was set, a notification dialog opens, displaying the task or schedule item's information. It also displays reminders for any other activities whose reminders have not been cleared, such as a reminder that occurs when NexJ CRM is not running.

You can remove the reminders by clicking Dismiss or Dismiss All, which removes the selected reminder and all reminders, respectively. You can also delay the reminders by selecting a delay time from the Remind me again (in) drop-down list and clicking Snooze, which delays the reminder respectively. You will receive another notification dialog after the specified amount of time has passed.