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Version: 8.2

Events

Introduction​

Create an event from the Lead, Prospect, Contact and Opportunity forms. Simply click on the ‘Events’ tab, and then proceed to create an event. It’s equally possible to create an event from the ‘Events’ menu. In this case, you will need to link the event to an existing form. By default, four types of event are available on a file in the ‘Events’ tab:

  1. A meeting.

  2. A call.

  3. A task.

  4. A note.

tip

Create new categories in the ‘Event Categories’ menu.

Event categories​

Access : CRM → Configuration → Event Categories

In the ‘Event Categories’ list, you will find some default categories. It is always possible to create a new category by clicking +.

  1. Click + to create a new category.

  2. Enter the Name and Code.

  3. Select the type of event. Please note that event types cannot be customised. Select from : Event / Note / Call / Meeting / Task / Leave. Each type corresponds to a process.

  4. Save the changes you have made.

Create an event​

info

Events can be created in several ways: from the prospect or contact form, from the customer form or directly from the Events menu. Please note that you will then need to attach this event to a form, whereas creating an event from a form attaches it directly.

  1. On a lead, prospect, customer or contact form, open the ‘Events’ tab. In this example, an event is created from an opportunity.
caution

In order to create an event on a form, you need to fill in the ‘Customers / prospects’ and ‘Contact’ fields.

  1. Click on one of the proposed events:

  • Create a meeting ;

  • Create a call ;

  • Create a task ;

  • Create a note.

In the example, the chosen event is ‘Create a meeting’. A new ‘Events’ window will open.

  1. Event type : select an event type: Event / Note / Call / Meeting / Task / Leave.
note

See a video on ‘How to configure the Calendar’ depending on the external calendar application used. The calendar must be configured if the user wishes to synchronize events with another calendar and/or applications such as Office 365 or Gmail/Outlook. This feature is available in the commercial version of Axelor.

  1. Status : for certain events, it will be possible to define a status: Planned / Realized / Canceled.

  2. Partner/Contact field : the ‘Partner’ and ‘Contact’ fields will be filled in automatically, as they are based on the information entered in the form. For a lead form, there will be a Lead field.

  3. Assigned to : in the ‘Follow up’ section, the “Assigned to” field will be filled in automatically, but it is still possible to change the person that has been assigned.

  4. Category : select a category. This category allows you to sort the events. For example, for a Meeting, you can select from Event / Training / Customer Meeting / Supplier Meeting / Internal Meeting.

  5. Recurrence: add a recurrence if this is a recurring event.

  6. Description: add a description in this tab.

  7. Organization : in this tab, add geographical information.

  8. Information : fill in the information concerning visibility, similar to one in the planner.

  9. Guests : in the ‘Guests’ section, add a guest. You can then enter the status to define whether the guests will be present or not. Select from : Yes / No / Maybe. In case of synchronisation with a personal planner (Google or Microsoft 365), this information will be retrieved automatically.

  10. Campaign : if the Marketing app has been installed, “Marketing Campaigns” become active. It is therefore possible to attach marketing campaigns.

  11. Related to: in this field, link the event to another file (Partner / Contact, but also a Sale quotation or Order, or even another Event).

  12. You can also create a reminder. See ‘Create a new reminder’ and ‘Configuring email templates for reminders’.

info

With the help of Google and Office 365 Connector, it will be possible to synchronize calendar data and thus migrate event data to AOS.

tip

Existing and past events can be viewed in the ‘Events’ tab.

For an existing event, click on the ‘Done’ or ‘Cancel’ button to indicate that the event has either taken place or has been canceled.

This way, the status of the event changes on the event configuration page. For example, the status can change from ‘Planned’ to ‘Canceled’.

In the Events tab you will find other actions:

  • Create a note: is used for taking notes. The contents of the note are displayed.

  • Create a task: in the Event tab.

  • Events list: on the lead (or prospect, customer or contact) form, in the Events tab, the user can view all scheduled events. These events have different colored labels.

  • In addition, you can click on the ‘Done’ button to confirm that the event has taken place or ‘Cancel’ to cancel it.

  • Apply filters to the list of events.

  • Next scheduled event date/Last event date: on the form, in the space on the right, the user can consult the date of the next scheduled event and the date of the last completed event.

note

Events are not limited to use on a track form. It is also possible to create an Event from a Prospect, Contact or Customer file (the configuration principle is the same).

Recurring Event​

Users can configure recurring events, such as 'Follow-up meetings' for example. Click on ‘Create a meeting’ → then on the ‘Event’ window click on ‘+New’ in the ‘Recurrence’ field in the Characteristics section. A new Recurrence assistant window will then open. On the ‘Recurrence assistant’ page, configure the recurrence you are interested in.

  1. Recurrence : in the ‘Recurrence’ field, select the frequency of the reminder (for example, every week / day).

  2. In the Recurrence field, enter the number (for example, ”repeat every 3 days’).

  3. Select the day in the ‘Repeat the Sunday / Monday / Tuesday / Wednesday / Thursday / Friday / Saturday’ field. This option is valid when recurrence is set on a weekly basis.

  4. Repetitions number: enter the total number of repeats (e.g. 5 means that there will be a total of 5 repeats).

  5. At the bottom of the page, the user sees the summary on the recurrence once the configuration has been made (Every week on Monday, 5 times).

Events menu entry​

Access : CRM → Events → My events / All events

  1. There is also an ‘Events’ menu entry. Access to this menu entry will depend on the access rights granted to users.

  2. It is possible to filter the Events list by selecting a status or a group (click on ‘Assigned to’ and select ‘Group’ or ‘Ungroup’). The user can also apply the Advanced Search, which offers a wide choice of filters.

  3. Click on the calendar icon to activate the Calendar view.

  4. In the Calendar view, events can be sorted according to their nature.

  5. When the user clicks on an event in the calendar, they can modify or delete it.

  6. By clicking on the free space in the calendar, set up a new event. However, if the user creates an event directly from the calendar, it is essential to link it to a partner / lead / contact etc (in the Related to field).

note

Bear in mind that when the user creates an Event from the Lead, it will automatically be linked to the Lead form, which is not the case when creating an Event from the Calendar / or from the Event menu entry. Therefore, fill in the ‘Related to’ and ‘Add a guest’ fields.

Emails​

It is possible to send emails from the leads, prospects, customers and contacts forms.

  • Sending emails works in the same fashion for every form (lead / opportunity / prospect etc).

  • Sent/received emails are visible from on a form.

caution

You need to have a pre-configured email account in the software.

How to create an email:

  1. Open the Email tab.

  2. Click on ‘Create an email’ button on the file. You will then be redirected to the email generation window. Select the language and template. Click on ‘Validate’. Once you have clicked on ‘Validate’, you will be redirected to the email creation page.

caution

For a template to appear on the email generation window, it must be related to the subject of the email you are going to create, for example a lead.

Keep in mind, the template must be configured beforehand in Application config → Message → Templates.

On the Template configuration page, define Lead as the object in the ‘Model’ field so that it can be selected from a lead form.

  1. The template has been configured. In addition, on the message generation window, set the language and template. In the same window, click on ‘Validate’. You will then be redirected to the email creation page.

  2. On the email creation page, fill in the necessary information. Click on the ‘Send’ button to send it.

  3. In the ‘Related to’ field, you can see that this email is linked to an object, here a lead in our example. The emails sent will appear in the ‘Sent emails’ section on the relevant form, which will give you a history of the emails that were sent to a person from a form.

note

If the user uses the Gmail or Office 365 connectors, emails can be synchronized. Note, particular emails that were received by leads or contacts/customers, can be retrieved and attached to the form.

So, for example, if someone sends an email, and their contact exists in the CRM app, the email that was received, will be synchronized and will then appear on the contact's form.

Configure email templates for reminders​

Access: Application Config → Message → Templates → Create a new template for reminders

  1. In the ‘Templates’ menu, click + to create a new template.

  2. Enter the name.

  3. Select a media type. In the example it's an email reminder.

  4. Enter the template in the ‘Model’ field. The ‘EventReminder’ template must be entered. This template is used to create reminders for events.

  5. You do not need to add recipients, as the system will use the guest emails from an event that has been created on a form.

  6. In the content section, enter a subject.

  7. Add a signature if required.

  8. Save.

Create a reminder​

  1. On an Event form, click on the ‘Reminders’ tab.

  2. Reminders tab: here, create reminders for the event so that you receive an email / a note X days before or on a specific day. Click on ‘Create a new reminder’.

info

In order to send a reminder message, you need to define a message template.

  1. On the ‘Event reminder’ window, configure the last settings.

  • Operation mode: select either ‘At specific date’ or ‘Before start date’.

  • Before start date : if the operation mode has been set to ‘Before start date’, you will need to enter the duration and duration type (for example, 3 days before).

  • At specific date: if the operating mode has been defined as ‘At specific date’, select the sending date and time of dispatch.

  • Assigned to: select either ‘For me’ or ‘For all’. If you select ‘For all’, this reminder will be received by you, as well as any guests.