Display mode

For selecting a view, the buttons on the symbol bar of the Entry portal are available.

The Open button (hourglass) is usually activated, so that only open (not yet finished) activities are displayed. However, you can also have activities displayed that have the in post process status, or that are done as main activities but have open follow-ups. For navigating to the past, you will certainly use the Calendar or the Team calendar (directly from the Entry portal or via the menu Sales/Start/...calendar) to also see finished activities.

In the calendar area of the Entry Portal, you can mark a period of several days by dragging the mouse pointer or by holding down the shift key when clicking. This causes your personal Entry Portal to be opened or displayed with the activities in the marked time window selected.

When marking, the Entry Portal always selects the display mode suitable for the time window. Examples:

• Several days marked: view for days or a week
• several weeks marked: view for four weeks or calendar weeks

You can define your visibility in the system. When you log out, your visibility is automatically set to “absent”.

At the top left, you can see the name of the currently logged-in user. If you click this name, you can have the Entry Portal displayed for employees whose superior you are in the internal company hierarchy. Hence, a manager can also see the activities of all employees part of her or his team or department.

You can access your own Entry Portal by select­ing “My portal” again via the user’s name. See also “Substitute” below.

The display of the activities in the list is organized by means of a filter button in the header of the activity list for Tasks, Appointments, Phone calls, Correspondences. The All filter button activates or deactivates the other filters.

Correspondences can be managed in the CRM mailbox. It can be opened in a browser window or tab (the default) from the main navigation (Sales/Mailbox), from the calendar, or from the Entry Portal by clicking the envelope icon.

Activities are stored as groups based on their start date and due date. Groups are separated by colored crossbeams that can be vertically unfolded or collapsed. For this, click the small triangular symbol at the right end of the respective group beam. Groups:

• escalated
• started / not escalated
• normal maturity (according to view)

Using hyperlinks, you can jump from the activity list directly into the activity (click with your mouse pointer on the entry in the Subject field) or directly into a linked project or case (click the entry in the Project field.

If you mark one or several activities, special functions are made available in the function bar. The details of the currently marked activity are indicated in the detail form below the activity list.

Shows, grouped by days, on the one hand the already escalated activities and on the other hand the currently starting activities that have not been escalated yet.

Shows, grouped by calendar weeks, on the one hand the already escalated activities and on the other hand the currently starting activities that have not yet been escalated.

Displays modified activities. The view includes all activities the logged-in user has worked on in the selected time period. This supports search approaches of users such as "I’ve worked on something for colleague X or have written something".

Shows all open or escalated activities you delegated.

If the logged-in user is a substitute in the current time period, the view "My Portal + Substitution" is automatically used as the default view when the Entry Portal is opened. The substitute’s activities are highlighted in blue. For better recognizability with multiple substitutions, the responsi­ble person is shown. (In normal operation, you can hide the column.)

For clarity, the blue representation is applied regardless of whether the activities are in the substitute period or not.

All blue activities = in substitution, everything not blue = your own activities.

If the substitution has ended, the "foreign" activities disappear from the list again. The substitute is determined from the initiator in the form my data/additional data in the field substitute and can be can­celed only by herself or himself. In the substitute selection, you can select any of the company’s staff members. However, it is preferable to always be represented by an employee from the same group (department) who knows your CRM objects.

Internal messages marked as "in substitution" are also displayed in a different color (blue).

In the list, the synchronization status of activities is presented. For every activity record, the infor­mation whether the activity has not been synchronized yet, was already exported, or was already imported again from the Groupware is given.

• [cross]: Activity was not yet exported
• [right arrow with GW symbol]: Activity was exported at the synchronization date (appointment in authori­zation or distribution)
• [left arrow with GW symbol]: Activity was imported at the synchronization date from the groupware (appointment was authorized internally)