Use Distribute Activity if you wish to duplicate an Activity to multiple Users, Accounts, or to specific profiles.
- A manager sends out a form with a notification about a tradeshow or special offer, and add a "Response" field or a checkbox "Got it!" field for the reps to fill in when they receive it, indicating it's been read or acknowledged.
- A manager sends a task out to specific reps. They will acknowledge receiving it, and send a response.
The manager sends the tasks from the web app only. The reps may receive them and respond within the mobile app on any device.
NOTE: This action is available for Activities only (not Transactions).
How does Distribute Activity action work?
There are 2 Activity types involved - the primary Activity that is started by a user who indicates recipients (Accounts / Users) of the secondary activity, and then the secondary Activity that is created and distributed to the indicated recipients.
Let's call the user who initiates the activity the "manager" and the user/s receiving the duplicated activity the "rep/s".
The recipients are selected by the manager from a list of Users, Accounts, or profiles.
The Activities that are duplicated are the secondary Activity with a form that includes the response fields that the recipient will fill in.
The manager can also pass instructions or other fields to the secondary activity. In order for these fields to "pass" they must exist in the secondary Activity. Make sure to create fields with the SAME EXACT name in the secondary activity, so the values will pass between the activities.
For example if the manager wants to send a task with instructions to the reps, then he will have a field called TSAInstructions in the primary activity, so make sure to create TSAInstructions in the secondary activity as well.
Remember, the manager initiates the tasks and selects users from the web app only. The reps receive and respond to the tasks on the app on any mobile device.
How to set up the Distribute Activity action in the Workflow
Create the primary (started by manager) and secondary (received by reps) activities.
Important: for both Activities you must select "This Activity will not be assigned to any Account" from the Accounts tab. (If you do not have the Accounts tab enabled, contact Pepperi support to enable it for you).
Note: You should first create the secondary Activity, because you will need to reference it in the Distribute action setup.
Create the secondary Activity with the relevant fields that the receiving user should fill in. For example:
- An acknowledgement that the activity was received (check box)
- A response text field where the user can type a response or comment
Also, make sure to add the fields that are "passed" from the primary activity (described above).
Now create the Primary Activity.
Create a form with the relevant fields, such as instructions, or any other field you wish to be passed to the selected users.
Make sure to add a list of users to select from as a custom field of type "List of Objects"
Edit the Workflow to trigger the Distribute Activity action:
Settings -> Sales Activities -> Activity Types -> Edit the primary Activity type
Edit the transition in the Workflow of the primary Activity where you want to trigger the Distribute Activity action.
Most probably it's In Creation -> Submitted
Select the Distribute Activity from the Actions list.
Destination - select from Users, Accounts, Users of Selected Accounts (in the next field you'll have to select the profile name)
- User List - a list of your Pepperi users will appear on the Activity, and the initiator will select users from this list to receive the secondary Activity. The user list refers to the User Lists created in the Users section. For details on creating User Lists see: User Lists
The User list you select here, must be the same User List that is on the Activity Form that the manager selects from. The User list is a custom field of type "List of Objects".
Select Type for New Activity - select the "secondary" Activity Type you created that will be duplicated for all the selected Users
Select Workflow transition for new Activities - select the transition in the Workflow that the duplicated Activities should be in when created. This will determine the actions that will be available when the duplicated Activities are submitted, and the status the duplicated Activities will be in once submitted. Most probably you will need it to be New => In Creation, unless you have a special Workflow for the secondary Activity that needs to be started elsewhere.
Select reference field from original Activity for destination - open the groups of fields and tick the boxes for the fields that you want to be available in the duplicated secondary Activity. Fore example, if you select the custom field "TSAInstructions" then create the same custom field in the secondary Activity type, and any value entered in "Instructions" on the primary Activity will be copied to the same field in the secondary Activity.
Create the relevant Activity Lists
Create an Activity List displaying the primary Activity for the profile that will be initiating the duplication, so they can see all the initial Activities they sent to select recipients. Also create lists for the initiator
Also, create Activity List for the profiles receiving the duplicated Activities, so they can see a list of the unsubmitted secondary Activity that was "sent" to them that require their attention, as well as a list of those they have already opened/submitted/responded to in a separate list.
You can shortcut to these lists directly from the App Home Screen for their convenience.