To add an information field to a CRM task definition

The procedure to add an information field to a CRM task definition is as follows:

1. Navigate to Quick Menu > CRM > Configuration > CRM Task Definition. The CRM Task Definition Configuration window is displayed.
2. Expand a category heading from the alphabetical list and select an associated CRM task definition, or type its name into the Search Task Definitions field. By default the list is filtered to show Current definitions. An alternative filter can be applied using the Select view drop-down field: Expired, Future or All combinations 1.
3. Click on Information. The Information tab is activated.
4. Click on New Information Field. The Task Information Field window is displayed.
5. Enter a Description for the new CRM task information field into the box provided 2.
6. Enter the Label into the field provided i.e. a pseudo (friendly) name that will be meaningful to the end user and convey the purpose of the information field.
7. Using the Companies drop-down field, multi-select all companies for which this information field is relevant, or choose the All option, as required 1.
8. Using the Response data type drop-down field, select the desired format to match the information field - Date and Time, Date Only, Decimal, Field Specific Lookup, Integer, Lookup, System Lookup, Table Lookup, Text, Time Only, True or False, User Defined Lookup (summarised in the table below).
9. Specify the required data type criteria, range or user-defined lookup list to control the permitted end user response. Optionally, where Field Specific Lookup is selected, click on Define Lookup Values to construct the arbitrary list of parameter values. This requisite step is covered separately in the topic To assign custom lookup values to a CRM task information field.
10. Where progression of the task is dependent on the information field response, activate the Mandatory tick box provided.
11. Optionally, where the information field is to be made available as an entity tag within the Advanced Statement Builder, enter the desired caption into the Data tag name field provided.
12. Using the Display order field, enter a numeric value to specify the relative position of the information label within the overall list. The Up and Down arrows are available to increment or decrement the value, as required.
13. Choose an Effective from date for this CRM task information field i.e. the date on which it came into effect 3.
14. Choose an Effective to date if the CRM task information field status is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the response requirement will never expire.
15. Click on Confirm. The new entry is displayed in the Information Fields summary table, confirming the assigned attributes.
16. Click on Save.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as required; the All tick box will be automatically removed once an item is deselected.

Note

1 The Search Task Definitions field will match against any element of the CRM task description.

2 System validation rules ensure that the description entered for each new information field is unique for the CRM task definition within the same effective period.

3 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

CRM task maintenance overview

To assign custom lookup values to a CRM task information field

To create a new CRM task definition