The activity is used to assign an employee the task to hold a meeting with a client. Each meeting is associated with an item of the CRM app—lead, deal, company, etc. The information about meeting results and postponed meetings is recorded on the app item’s page.
The apps for which you can assign the Meeting type task within a business process are selected in the CRM task type settings.
Place the activity on the process diagram and double-click on it to open its settings.
General tab
- Name*. Specify the activity name displayed on the process diagram.
- Task Name. Check the Generate name from template option to include context variables in the name shown in the executor’s task list and on the task page.
- Template*. On the right side of the field, click {+} and select a variable. You can also add a date to the template using the DateTime() function. To do that, click the f(x) icon.
- Notification. When this option is selected, the executor will see a notification about the task in the #Activity stream when it is assigned.
- Item*. Select a variable of the App type from the process context referring to the app for which a task of the Meeting type is available. You can either select a variable that already exists from the drop-down list or create a new one.
This option is used to associate the task with a specific app item, for example, with a certain deal. Task information such as postponed or completed meetings is recorded on the app item’s page, so you can easily track communications with each client.
Please note that the value of the context variable must be defined in the business process before it reaches the Task “Meeting” activity. To assign a value to it, use the Assign Value activity.
- Executor*. Select the employee who will execute the task. You can use a context variable of the Users type.
- Start date. Specify the time when the executor will start the task:
- Exact Time. Specify after how many minutes, hours, or days the executor must hold a meeting with the client. The time can be indicated taking into account the Business Calendar settings.
- Variable. Specify a Date/Time type variable from the context or create a new one. Adjust the time if necessary. For instance, you can increase the value by a day.
This option is useful when the exact task start time is unknown. For example, if you need to arrange a meeting one day after the commercial proposal was sent to the client.
- Complete by. Specify when the executor should complete the task. The field is filled in in the same way as the Start date. When the deadline expires, the task will be marked as overdue.
Field Values tab
When executing a task of the Meeting type, the user will see fields with information such as Contacts, Description, Priority, etc. These fields can be filled with data from the business process context. To do this, you need to enter the data into the process context before it reaches the Task “Meeting” activity, for example, using the Assign Value activity or within a task.
To configure the data transfer, map properties on the Field Values tab: select task fields in the left column and process variables in the right column.
You can change the set of fields for the Meeting type task in the CRM task form settings.
Connectors tab
To complete a task, the user clicks on one of the buttons on its page. Depending on the button settings, the task is simply completed or additional actions take place, for example, you can configure closing a deal or lead, sending an email, etc. You can change the available buttons in the CRM task type settings.
You can define which path the current process will go on when you click on a certain button. To do this, on the Connectors tab, match the outgoing connectors of the Task “Meeting” activity with the configured buttons. For example, if the user clicks Done, the process will continue along the main path, if Closed—it will go to the final activity.
Please note that you must select the default connector in the settings.
It is not necessary to assign a connector to each configured button. If the user clicks on a button that is not mapped to a connector, the default one will be activated.
After you have specified all the settings, click Save.
How to work with the Meeting task
When the process reaches the Task “Meeting” activity, the system assigns the executor the task to hold a meeting with the client.
This task is displayed in the Tasks > My tasks workspace and on the page of the app item associated with the meeting. Here the user can close or edit the task as well as leave a comment that will be displayed in the associated activity stream of the app item. Read more about working with the task in the CRM tasks article.