Using the Activities Module

Activities in Aspire represent appointments, emails, tasks, issues, and milestones for which individuals in the organization are responsible. Activities are managed from the Activities module, the To Do List section of the Home screen, or from the Quick Menu.

Clicking Search Activities displays the Activity Search List screen.

Activities associated with an opportunity can be accessed and managed from the Opportunity screen. Activities associated with a work ticket can be accessed and managed from the Activity area on the Work Ticket screen. Activities associated with a property can be managed from the Next Activity field on the Properties screen.

The following table summarizes each of the five types of activities:

Activity Type	Description
Appointments	Appointments represent meetings or events that can be displayed on the Aspire Calendar screen and synchronized with the calendaring system if you use Outlook or Google.
Companies	Aspire maintains a simple list of companies with whom individual contacts can be tied. The primary purposes for maintaining the list of companies are: Association with customers (contacts of type Customer) for proper credit of invoices and payments – especially for commercial properties. Association with subcontractors (contacts of type Sub) to drive automatic subcontractor expense.
Tasks	Tasks represent activities that you need to accomplish. They can provide a due date.
SMS	SMS messages that you send. By integrating your Aspire account with Marketing Pro, you can view SMS messages sent by Marketing Pro campaigns directly in Aspire. These display as activities and include message content, delivery status (Delivered, Sent, Opt Out, Reply), and event counts.
Issues	Issues represent customer complaints or concerns. They can be created from an item on a Site Audit.
Emails	Emails are emails that you send or receive. By synchronizing your Aspire account with the Google or Microsoft Exchange mail account, email capability is provided.
Milestones	Milestones represent key target dates associated with an opportunity or work ticket. Milestones can only be created from the Activity Search List available on the Work Ticket screen or the Opportunity screen – not from the Activity Search List available from the Home screen or Property screen.

The logged-in user will only see activities associated with the branches to which they have access. The branch that the activity is closely associated with is determined by the first one of the following that has a value for the activity:

branch of the invoice associated with the activity
branch of the opportunity service for the work ticket associated with the activity
branch of the opportunity associated with the activity
branch of the property associated with the activity
branch of who created the activity

Clicking a line item in the search list displays the associated activity on a screen for that activity:

Appointment Screen
Issue Screen
Email Screen
SMS Screen
Task Screen
Milestone Screen

The New Activity button shows the types of activities you can create.

Below are some explanations of the fields you will see on the Activity screen:

Reference for Activity Screen
Search	Use this search bar for your quick keyword searches. The search results that populate will only contain an approximate match based on the string of characters that you enter in the search bar.
Advanced Search Tools	Use the advanced search tools to refine searches by group, filter, sort, and display search results in a manner that best suits your needs. Change the order in which fields are displayed by dragging and dropping the field name within your search list. Change the sorting of a field by clicking on the field name. Save the advanced search lists you configure by going to the three dots menu and selecting Save As after creating your list. Find your saved search lists in the dropdown menu to the right of your advanced search tools. The search lists you configure and save in one module will not apply in a different module.
New Activity	Select this field to create a New Appointment, Task, Issue, or Email.
More Actions Menu	Save As - Use Save As to save a search list that you have configured so that you are not tasked with attempting to recall exactly which advanced search tools you used to derive specific search results. My Default - Use My Default to designate a default search list. The default search list will automatically populate in the Select Attachment screen. Reset Advanced Search - This option will reset your search results to the system's default list. Your system default list will be pre-filtered to display the most relevant results based on the record type for which activities are selected. Print Screen - Print a screen capture. Export to Excel (Current View) - Export your search with only the fields you have selected included. Export to Excel (All Fields) - Export your search with all search fields.
Search List Entries	Within the activities search lists, are existing activities in Aspire that you can attach to communications you send to your customers such as emails. Use this list to select files to attach to the communications such as emails to your customer.

Activity Fields

You can group, filter, display, and group your activities using the fields below.
If you save a default search, this will automatically populate when navigating to the Activities module.
If you have not saved a default search, the Default Search [System] when first navigating to the Activities module.
The list below contains the default and additional fields to filter your searches.

Default Fields	Additional Fields
Activity Type	Branch
Activity Category	Completed Date
Assigned To Contact	Completed By
Notes	Created By User Name
Priority	Created Date
Property Name	Days Since Activity Created
Regarding	Due Date (only includes current or day before)
Start Date	End Date
Status	Include Client
Subject	Invoice Number
Regarding	Issue #
	Location
	Property Name
	Reminder

Using the Activities Module

Activity Fields

Default Fields

Additional Fields