Activities, Notes & Emails
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Activities are a tool for recording client communication, staff collaboration and your work notes. Anytime you need to make a note against something, you should use an activity - and you're able to keep track of your time.
- There are lots of links in AffinityLive for you to add an activity.
A key feature of activities is the ability to send an external email. By sending the email from AffinityLive you can be confident that the conversation will be tracked in the correct place (such as a Prospect, Issue or Job record). Replies are automatically captured as email activities if you have email integration enabled.
Activities aren't a replacement to your email program, but a complement to it. You should email from AffinityLive if you want to track your time, and make sure the conversation history is against something more specific that just the company record.
The features are focused around tracking time, completing tasks and keeping your team in the loop:
- The timer is used to track your effort against a task
- Use the Attention field to send a copy of this activity to a colleague (a notification is emailed to them). This activity will sit on their To-do list until they either reply or mark it as actioned.
Activities or Email
The table below may help you work on when it is helpful to be sending emails from within AffinityLive, and when you can simply continue working from your email inbox:
| Function | Typical Email Client | AffinityLive Email/Diary |
| Email editor | Strong | Text only; can only email known contacts |
| CC'ing and BCC'ing | Unlimited | No BCC. CC'ing limited to staff, contacts and contributors |
| Attachments support | Strong | Upload 1 at a time; attachments stored against record in Affinity |
| Tracking time | Captured emails default to 3 mins | User can designate the time |
| Activity location | If new, email stored against To: contact. Need to then relocate. If thread already in Affinity, then against existing conversation. | Against wherever you initiate the activity |
| Auto Notifications | None | Typically CC's you, colleagues involved with that record and BCC's the account manager |
Note that emails between colleagues will be captured (by default) if the conversation started in AffinityLive - such as from an activity note, or an email to a client. If you wish to disable this feature, please contact your account manager.
Emailing from Affinity
1) Emails from Affinity may have a slightly different skin, or look & feel, to emails from your mail client, but they won't show the client any information about the job, task, issue or prospect (for example) that you are emailing from.
2) You're allowed to track time against an email - this won't appear on the email that is produced though, this information stays in AffinityLive.
3) If you want the email activity to appear on your to-do list, then just Send it. Send and Action will ensure it doesn't hang around your To-do list.
4) Use Save & Followup to send this email, action it, and start entering another activity which will be nested under this one.
5) When you do a followup in Affinity, the ---Original Message--- section shows the content of the previous activity, but this content wont always be included for Email followups > so be sure to edit this line to include it in the body of your activity if needed.