In ProdSys, the Activities module serves as a comprehensive calendar and task management tool, allowing users to track and manage various activities related to projects, orders, and other business processes. Activities are used to keep team members organized and ensure that important tasks are completed on time. This article will guide you through the key features of the Activities module and explain how to utilize it effectively.
Key Features of Activities
Each activity in ProdSys includes several essential fields that provide detailed information and help in managing tasks efficiently:
Title: A short description of the activity that gives an overview of what the task is about.
Description: A more detailed explanation of the activity, outlining the specific objectives, requirements, or instructions.
Start and End Date: Specifies the time frame during which the activity is scheduled. This allows for proper planning and allocation of time and resources.
Priority: Indicates the importance of the activity (e.g., high, medium, low), helping team members prioritize tasks effectively.
Status: Tracks the progress of the activity (e.g., not started, in progress, completed), providing visibility into what stage each task is in.
Responsible Person: The individual assigned to manage or execute the activity, ensuring accountability and clear ownership.
Responsible Company: The company or organization responsible for the activity, if it involves external parties.
Linking Activities to Other Modules
One of the most powerful features of ProdSys is the ability to link activities to other system elements, such as orders, documents, or articles. This ensures that all relevant information is connected and easily accessible, streamlining workflows and enhancing collaboration.
Order Link: Activities can be linked to specific orders, allowing teams to associate tasks with larger projects or customer requests.
Document Link: You can attach documents to activities, ensuring that all necessary files, such as contracts, reports, or specifications, are readily available to team members.
Article Link: Link activities to specific articles (e.g., products or materials) to track tasks related to production, quality control, or inventory management.
Participant List: Activities can include a participant list, which details all individuals involved in the task. This feature facilitates collaboration by keeping everyone informed about who is responsible for what.
Configuring Activities
Activity Types:
Navigate to the main menu and select System / Settings / Activity Type:
Click on "+ New" to create a new activity type.
Fill in the description.
Mandatory Fields for Activities:
Navigate to the main menu and select System / Settings / Mandatory Fields for Activities:
Click on "+ New" to create a new activity type.
Fill in the description.
Using the Activities Module
Here’s a step-by-step guide on how to create and manage activities in ProdSys:
Step 1: Create a New Activity
From Activity list
Navigate to the main menu select Contact / Activities:
https://beta.prodsys.no/#/activitiesClick the + New Activity button to create a new task.
Fill in the Title, Description, Start Date, and End Date fields to define the basic parameters of the activity.
From Order form
Open the Order from the Order List:
https://beta.prodsys.no/#/ordersNavigate to the Activities section in upper right corner ProdSys.
Click the + New Activity button to create a new task.
Fill in the Title, Description, Start Date, and End Date fields to define the basic parameters of the activity.
Step 2: Set Priority and Status
Choose a Priority for the task to indicate its importance.
Update the Status of the activity to reflect its current progress. You can set it to "Not Started," "In Progress," or "Completed" as the task moves forward.
Step 3: Assign Responsibility
Select the Responsible Person who will oversee or complete the activity.
If the task involves an external party, assign a Responsible Company as well.
Step 4: Link to Orders, Documents, or Articles
Use the linking feature to connect the activity to relevant orders, documents, or articles.
This ensures that all related tasks and information are stored in one central location, making it easy for team members to find the information they need.
Step 5: Add Participants
Include all relevant team members or stakeholders in the Participant List to ensure that everyone involved in the task stays updated.
Step 6: Save and Track Progress
After entering all necessary details, save the activity.
Regularly update the Status and track progress using the calendar or activity list view in ProdSys.
Conclusion
The Activities module in ProdSys is a versatile and powerful tool for managing tasks, schedules, and responsibilities across various projects and business processes. By utilizing the key features such as priority, status, and linking options, you can ensure that all tasks are completed on time and connected to relevant data. This helps your team stay organized and efficient, contributing to overall project success.