Scheduling Recurring Activities
Schedule recurring activities based on any interval of time; for example, schedule a weekly sales meeting for the next 3 months, an appointment on the same day each week over the next 12 weeks, or a reminder to send important clients a birthday card the week before their birthday each year.
Recurring activities can schedule follow-up calls or any type of repeating tasks. They contain the same information as a nonrecurring activity, including alarms and notes.
Important Considerations
■ Outlook does not support “weekdays only” (Skip Weekend) option for Yearly and Monthly recurrence. The Skip Weekends option is available only for daily recurrence.
■ Outlook does not support hourly recurrence.
■ The Hourly scheduling option is unavailable when scheduling forecasted sales.
■ Settings defined in the Advanced Recurrence dialog box override settings defined in the Recurring tab of the Schedule dialog box. For example, if the Fixed Frequency is defined as Daily in the Recurring tab, yet you select Monthly in the Advanced Recurrence dialog box, the Monthly selection from the Advanced Recurrence dialog box overrides the Daily selection in Recurring tab.
■ GoldMine and Microsoft Outlook do not recognize recurring activities when created in the other application. For example, if a user schedules a recurring activity in Outlook, then synchronizes to GoldMine, GoldMine creates each activity but does not “link” them as instances of a series.
■ If a GoldMine user changes or deletes one instance of the series, GoldMine does not prompt the user to change all members of the recurring activity. The same response occurs in Outlook for recurring activities originally scheduled in GoldMine.
To Schedule a Recurring Activity
NOTE: The availability of some options depend on the type of Activity selected. For example, An Event
Step-by-step instructions contained in an Automated Process, or track, that GoldMine must evaluate to perform a specified series of activities. An event consists of a trigger and an action. An Automated Process consists of a sequence of one or more events. does not allow the Hourly occurrence.
| 1. | Schedule an Activity (Call, Next ActionThe Automated Process action is the activity performed when triggered., Appointment, Event, Forecasted Sale, or Other Action). |
| 2. | In the Schedule <an Activity> dialog box, click the Recurring tab. |
| 3. | In the Date Range area, set the start date and time: |
○ Start date: First date to schedule the recurring activity. When the recurring activity is weekly or bi-weekly, the day of the week this date falls on is the day of the week all subsequent activities fall on.
○ Start time: The starting time to the activity.
| 4. | In the Date Range area, set the end date and time: |
○ End date: Last date to schedule a recurring activity. GoldMine only schedules an activity on this date if it falls on the correct day as determined by the schedule frequency. GoldMine does not schedule activities after this date. The End time field is only available when the Hourly option is selected in the Occurs area.
○ End after: This option allows you to select the number of occurrences of the activity before ending the recurrence.
○ No end date: Check this option if there is no end date to the activity recurrence.
| 5. | In the Occurs area, select an option and then complete the respective options in the area to the right. |
| 6. | The Remove Recurrence button resets and clears all recurrence settings for the activity. |
| 7. | Click Schedule to save and close the dialog box. |
Scheduling Activities Based on Series
If you want to schedule a series of activities with individual contacts for an activity, follow the steps below.
NOTE: You must select a contact, multiple contacts, or a contract filter/group before scheduling a series of activities.
| 1. | Schedule an Activity (see Scheduling Activities). |
| 2. | After Scheduling Activity Details, click the Series tab. |
| 3. | Set the follow options: |
○ Schedule the activity at the same time for all selected contacts schedules the same activity at the same time.
○ Schedule a series of activities with different times for different contacts schedules a series of activities for different contacts.
| 4. | If you select the Schedule a series of activities with different times for different contacts, you must complete the following fields: |
Time
- Start Date: Enter the date or select the start date from the calendar.
- Daily start time: Enter the start time or select a time from the drop‑down list.
- Daily End time: Enter the end time or select a time from the drop‑down list.
- Skip weekends: Check this option to schedule activities to run only on weekdays (Monday through Friday)
Set activity start times by (pick one option)
- Maximum activities per day: Enter the number of activities to schedule per day.
- Activity duration: Enter the length of the activity in hours or minutes.
Wrap up time after each activity: Enter the amount of time between the end of one activity and the start of the next in the series (lag time)
| 5. | Click Schedule to save and close the dialog box. |
