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outliner or checklist?

New Member
Posts: 4
Country: United States

outliner or checklist?

[ Edited ]

Hello

 

can I create something like a outliner or checklist?, well the point is that I'm using Act! to follow some export business, and each time I must send something to other country, I need to check all the documents, then I want to use Act! to remind me this, my idea is to have some kind of activity or to do, and by selecting it, it will show me all the documents and details of each documents.

 

any idea?

 

thanks in advance!!

Message Edited by sirrick on 12-02-2008 10:57 AM
Silver Elite Contributor
Posts: 3,305
Country: United_Kingdom

Re: outliner or checklist?

One option is to create a series of fields for each document. These could be check-boxes, i.e when Document A is received you check the box, or date fields, where you could have Doc "A" Sent [Date] and Doc "A" Received [Date]. You can then set activity triggers to fire when you change something in the fields (in Define Fields).  This works reasonably well, the main limitation being that if you need to organise a second shipment to the same client you have to overwrite the fields, so check the Create a History box as well in Define Fields so that you don't lose this information.

 

Perhaps a neater approach would be to create a Custom Activity called "Exports" and then create a list of document stages in the Regarding field. When you start a new Export project with a client you create a new Export activity, then update the dates and stages as documents are sent or returned. This has the benefit that you have a "one-to-many" relationship i.e. one client can have many exports, which are all retained in ACT and can be viewed and filtered on the Task-List View. You also have only one Export Activity for each project which remains open until the Export is completed.

 

Jeff

Jeff Granger
UK ACT! Specialist and Trainer

ACT Training Throughout The UK
www. bigbluemarketing.co.uk
Avid Listener
Posts: 33
Country: United States

Re: outliner or checklist?

Well, I do something similar.  When we get a new client, there are about 10 things that must be completed.

 

I created an Activity Series with 10 TODOs.  You can set a delay for the due date for each one (ie 5 days after the Activity Series starts), and you can also attach documents to each one.  I even created a new field and set it so that when I click INTO the field, it launches the Ativity series for me. 

 

To create the Activity Series, go here:  Schedule -> Manage -> Activity Series Templates

 

It took me a while to get the series just right--I deleted it and re-created it a few times, but now it's AWESOME!  My TODO descriptions start with #s (01 Call Client; 02 Schedule Appt; etc) so that I can sort my Task List (or Dashboard with some customization) to group together all of the clients who need each task done. 

 

Good luck!

 

New Member
Posts: 4
Country: United States

Re: outliner or checklist?

Jeff Granger

thank you for your ideas:

about the first one, yes it's a problem to not be able to have two shipments in progress, because that's happen often.

about the second, the problem is that I can't define a stage for the documents progress, because I never get them in order, and apart of that I want something to remind me about the details for everyone, like just for example, the invoice date must be the same as the certificate of origin date.
New Member
Posts: 4
Country: United States

Re: outliner or checklist?

actscott

thank you for your idea too

but well in my case, I must do everything in the same day, but I will get the documents in different days, and I don't want to have 10 todo’s for each shipment!!!!, if I have 4 shipments I will have 40 todo’s, and apart of that I need to add some details, and when you create an activity series only allows you to put the name and type of the activity, and not description that you will be able to see in the task list neither when you select that todo!
Platinum Elite Contributor
Posts: 6,651
Country: USA

Re: outliner or checklist?

If you have ACT! 10.0.2 or later you could use an addon to setup a custom table with checkoffs for each item. Because the table would be a one to many table you could have more than one that you were processing for a contact and when completed you would have a history of the ones that you had processed.
Roy Laudenslager
ACT! Certified Consultant
ACT! Report Expert
Durkin Impact Report Designer
www.techbenders.com
royel@techbenders.com
541-343-8129
New Member
Posts: 4
Country: United States

Re: outliner or checklist?

thanks for your help, I never checked the available addons, I will look for something like you told me, a list with checkoffs, or checklist or something like that!!

thanks!!

Platinum Elite Contributor
Posts: 6,651
Country: USA

Re: outliner or checklist?

For what you need, I would suggest the TableMaker Pro addon. It's simple to setup and should do everything you need.
Roy Laudenslager
ACT! Certified Consultant
ACT! Report Expert
Durkin Impact Report Designer
www.techbenders.com
royel@techbenders.com
541-343-8129