Introduction
From the Activity Overview on the Compliance Tracker, further Activity details can be found by clicking the name of individual Activities. Upon doing so, GEMS displays a dedicated page for the Activity that contains the following sections: Activity Details, To-Do Items, Documents, Recurrence, and Notes/Queries.
Activity Details
Within the Activity Details section, a general overview and key information surrounding an Activity are provided. Depending on the Activity, certain custom fields may also be included. Common fields provided will be the Activity Title, the Status of the Activity, the related Entity or Entities for a given Activity, the Owner of the Activity, and the Assignee for that specific Activity.
All fields under Activity Details can be edited via the Edit Activity Details button.
Please note: If editing the Activity Details for a closed Activity (i.e., an Activity with a Status of “Completed,” “Not Required,” or “Superseded”), the “Closed by” and “Date Closed” fields must remain populated. If they are left blank, the Activity cannot be saved.
To-Do Items
Within the To-Do Items section, an overview of all To-Do Items is shown. The current Assignee along with the Due Date for the To-Do Item and the To-Do Item Statuses can be updated from here.
For more information on To-Do Items, see Working with To-Do Items.
Documents
The Documents section provides an overview of any Documents that are related to the Activity displayed, including all Documents added to each To-Do Item.
To add a Document to an Activity, click Add Document.
Select the relevant file or files by clicking Select Files or, if the Document is already in GEMS, Add Existing GEMS Document.
Enter the Document’s properties in the Document Properties section, then click Upload & Save.
For information on adding Documents to specific To-Do Items, see Working with To-Do Items - Adding Supporting Evidence.
Recurrence
If an Activity needs to recur on a specific timeframe, this can be selected under the Recurrence section. Activities can recur on a daily, weekly, monthly, or yearly timeframe.
Please note: When setting up a monthly or yearly recurrence, the next occurrence will be due on the same date or date and month as the previous occurrence.
If selecting a daily recurrence, the frequency of days can be specified (e.g., every day, every two days, etc.).
If selecting a weekly recurrence, the day on which the Activity should occur can be specified (e.g., Every Monday, Tuesday, Wednesday, etc.).
If selecting a monthly recurrence, the Activity can recur every month and be due on the same day as the original Activity is closed. It can recur on particular months and on a specific day (e.g., the 10th day of every second month). Users can also configure the the Activity to recur on the specific occurrence of a day of the week every so many months.
If selecting a yearly recurrence, a user may specify how many years the Activity occurs.
Notes/Queries
The Notes/Queries section of the Activity Overview allows GEMS users to view or add Notes and review Queries concerning the Activity and its progress. For example, Notes and Queries can communicate relevant updates or information to those who may be working together on the Activity such as Activity progress, changes, or issues. They may also be used to record additional information that may be needed in conjunction with the information given in the Activity or To-Do Item descriptions.
Type of Communication/Collaboration | Recommended Use Cases |
Queries | Raising questions, requesting information. Used where a “response” is needed for quick communication in a conversation-style format. |
Notes | Adding updates, reminders, or flags. Used where “responses” are not needed to add additional information. |
The Complete Activity Button
Activities can be completed by clicking the Complete Activity button above the Activity Details section.
Please note: Completing an Activity will auto-complete the outstanding To-Do Items associated with an Activity. When completing an Activity, the date of completion must be selected, and this will be associated with each outstanding To-Do Item. Outstanding To-Do Items for an Activity will display beneath the “Date Completed” on the confirmation screen.
Please note: If an Activity has a recurrence, GEMS will automatically create a new Activity upon completion.
Please note: If an Activity is auto-generated by a transaction in GEMS and that transaction is deleted, GEMS will automatically close the Activity and mark that specific Activity as “Not Required”.
Please note: If the Entity associated with an Activity is deleted, GEMS will automatically close the Activity and change its status to “Not Required.”
Once Complete Activity is clicked, a confirmation notification appears to ask what date the Activity was completed and if applicable to confirm that any outstanding To-Do Items will be marked “Done” upon completion.
To continue, click on Complete Activity and To-Do Items.
Please note: Activities that have been completed can be re-opened from the Activity Details page by editing the "Status" field.