Use Distribute Activity if you wish to duplicate an Activity to multiple Users, Accounts, or to specific profiles of Accounts.
For example: Send 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 recipients to fill in when they receive it, indicating it's been read or acknowledged.
NOTE: This action is available for Activities only (not Transactions).
How does Distribute Activity action work?
There are 2 Activity types involved - the initial Activity that is started by a user (we'll call it the primary Activity), and then the secondary Activity that is created and distributed to the indicated recipients.
The recipients are selected by the initiator of the primary Activity 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.
How to set up the Distribute Activity action in the Workflow
Note: You should first create the secondary Activity, because you will need to reference it in the Duplicate action setup.
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.
Destination - select from Users, Accounts, Users of Selected Accounts (in the next field you'll have to select the profile name)
- User List - a dedicated 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 is defined as a custom field, and refers to the filtered User Lists created in the Users section. For details on creating User Lists see: User Lists
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 Activity Lists 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.