Editing Activities

Activities can be edited from the Activity Details screen. You can edit activities linked to a specific record (contact, referral, listing, or closing) by accessing them from the Activities tabs within their respective records.

To edit an activity:

1. Open the Activities Summary screen. How?

   • From the Main Menu bar, go to Calendar > Activities Summary.

2. Click the row of the activity you want to edit to display the Activity Details screen.

   Tip: To view multiple activities, select the check boxes beside the activities you want to view, and then click the Mass Open Activities link. Click the <Prev and Next> links at the bottom of the screen to view the selected activities.

3. Change/update the activity's details. For a complete list of the fields and their meanings for each activity type, see the "Activity Details screen" reference topic.

   Note: You can change most fields when editing an activity - except the activity type. If you need to change the activity type, delete the old activity and create a new one. You cannot change the template once you have edited the instance that is linked in the activity. Similarly, you need to delete the old activity and create a new one.

4. To set a reminder for appointments, use the Reminder fields. More Info:

   You can receive email reminders for your appointments. If you also use the Google Calendar, you can set up Top Producer Google Sync to receive additional reminder types, including mobile alerts on your device and pop-up reminders. If instead you use the Outlook Calendar, you can set up Top Producer Outlook Sync to receive these additional reminder types.

   1. Select when you want to receive the reminder from the Reminder drop-down list, and then select Remind me by email.

   2. By default, the reminder is sent to the email address specified in your My Account settings. Specify a different email address in the field provided, if desired.

   Note: To ensure you receive your email reminders on time, if you set the reminder to 30 minutes or less, you will receive a reminder via email 30 minutes before the appointment. Example: If you set a reminder for 5 minutes before an appointment, you will receive the email reminder 30 minutes before the appointment is scheduled.

5. Contacts linked to the activity appear in the Contacts section. You can view, add or remove contacts in this section. More Info:

   • To view all contacts associated with the activity, click the Mass Open Contacts link. Click the <Prev and Next> links at the bottom of the screen to view the selected contacts.

   • Add new contacts by dragging and dropping contacts from the Contact Look-up portlet, or click the Search & Attach Multiple Contacts link to use the Search for Contacts feature. For more information on the fields available when performing a search, see the "Search for Contacts Screen (Activities)" reference topic.

   • Remove linked contacts from the activity by clicking their Delete icons. Alternatively, remove multiple contacts by following these steps:

   • 1. Click the View/Remove Contacts link. This link will only be visible if you have more than 8 contacts linked to the activity.

     2. From the Linked Contacts dialog box, select the check boxes beside the contacts you want to remove, or click the check box in the header to select all contacts.

     3. Click Remove Contacts, and then click Yes to confirm deletion.

     4. Click Close to return to the Activity Details screen.

6. If the activity is a correspondence activity, the Template section will be visible and the fields editable. More Info:

   • Preview the template by clicking the Template Preview link.

   • Edit the template that will be used for the current task by clicking the Edit Template link. This only affects the template version used by the current task and does not alter the template that resides in your Template Library.

   • If you have multiple contacts attached to the activity, you can customize the content for each recipient:

   • 1. Click the Save & View [Template Type] button.

     2. Use the <Prev and Next> links to locate the contact you want to customize the content for. The contact names appear along the top of the screen.

     3. Once you've located the contact, make your modifications. The changes you make will only appear for the displayed contact.

     4. Repeat steps b and c above to customize the content for additional contacts.

     5. Once finished, click Save & Close.

7. Any notes associated with the activity appear in the Notes section. You can view, add, modify, print or delete the activity notes.

8. When your changes are complete, you have the following options:

   • Click the Save Activity button to save your changes.

   • (For emails) Click the Send action link to send the email and mark the activity as done.

Note: If any of the selected contacts do not have an email address entered in their record, the Email Address Missing dialog box appears. Click Yes to send the email to the remaining contacts.

1. • (For letters, envelopes, labels and postcards) Click the Print Preview action link to preview and print the template instance.

   • Click the Mark Done action link to save your changes and mark the activity as complete.

   • Click the Delete Activity icon to delete the activity.

   • Click the Cancel button to cancel any changes made.