6.6 Defining Settings For An Activity Template

In the tab Settings you can specify various settings regarding the template’s activities, such as form selection for each activity, due date and activity availability in the Zegeba app. There will be more settings in future versions of Zegeba.

Go to the Activity Template editor’s tab 6 – Settings to define the settings for this template. From Zegeba 4.8 these are the following Settings:

Enable Form Filtering

If you have defined several forms in the template’s 3 – Forms tab and check this setting, you can for each activity select which of these forms should apply to that specific activity.

This is done in Create New Activity’s tab Forms. In the picture below we have selected the forms “Service checklist” and “Inspection checklist” to be a part of this activity:

Due Date

By defining a due date on an activity you give the user a visual reminder in the app of when the activity is due – or if it’s overdue.
The actual time is set for each activity in the “Create New Activity”‘s INFO tab.
Check Enable due date on activity and specify the following options:

• Display as: Time remaining first counts the days remaining, then the hours and minutes until due
• Display as: Date shows the actual date and time the activity is due
• Time format: UTC shows the time in Coordinated Universal Time, in winter equivalent to Greenwich Mean Time
• Time format: Local time shows the time in the user’s local time zone

In the picture below we see parts of an activity list in the app where the top activity has no due date set. The second one has Due Date Display as Date, the third one is overdue and the bottom one has Due Date Display as Time remaining.
The times can also be found in the Activity Details for each activity.

Recurring Activity

By activating due date on an activity you are given the ability to choose if you want the activity to recur.
This will loop the activity in a interval of your choice.
Check allow activity to recur and you can choose to set default values for the activity template or set them pr. activity.

• Choose between Daily, Weekly, Monthly or Yearly recurrence.
• You can choose to skip weekends
• Set end to the recurrence.
• You also set visibility from - to. this is when the the activity is visible in the App.

When using weekly, monthly or yearly recurrence, you can also choose to set custom week, months and years, giving you endless combinations.

Availability

By specifying the availability of an activity you decide when the activity should appear in the users’ and/or when it will disappear.
The actual times are set for each activity in the “Create New Activity”‘s INFO tab.
Check Enable availability on activity and specify the following options:

• Check Enable availability from to allow for the option to set a start date and time for the appearance of the activity in the app
• Check Enable availability to to allow for the option to set an end date and time for the appearance of the activity in the app
• Time format: UTC shows the time in Coordinated Universal Time, in winter equivalent to Greenwich Mean Time
• Time format: Local time shows the time in the user’s local time zone

Other Advanced Settings

• Do not notify users when they have been assigned a new activity:
  This setting switches off automatic mail notification when new activities in this activity template are assigned to users. You can however still select Notify new assignees when you assign activities to send notifications individually, see Managing: 5.2 Creating and copying tasks.

• Hide tasks from activities list in app:
  This setting is used when there are contexts defined on the server. In a standard setup users can then choose to open their activities from the menu option Activities or from the context types listed in the menu (see picture below with context types Customers, Vessels, Orders). When this option is checked, activities issued in this activity template will only be listed under the context they belong to, not under Activity.

• Hide Activity Attachments section:
  Available from Zegeba v 4.8: Check this to remove the option to add Activity attachments from the template’s activities in the app and the activity wizard in the Dashboard.

• Hide Bulk PDF button:
  Available form Zegeba v 4.8: Check this to remove the [Bulk PDF] button from activities for this template in the app.
• Custom activity assignment message:
  The standard activity assignment email sent to app users is the generic Zegeba mail “Greetings – you have been assigned a new activity”. In The Dashboard’s Settings, you can define your own email text to be sent for new activity assignments. See Managing: 2.2 The Dashboard menu for more information on this. In this section you can create an email that is more appropriate for this specific activity template. See the example below. The list of parameters shows codes you can add that will fetch and display in the email relevant settings for the activity being assigned. In the example below the parameters include the Meta Data fields (Test no, Data and time, and Project) as well as two internal fields (Activity URL and State). You must include the Activity URL if you want the users to be able to open the activity directly form the email. The State code will show the current state of the activity.

You can also specify email messages to be sent when an activity reaches a specific activity state. That email will then be sent instead of the one you’ve created here. See more information on activity state specific emails in Managing:
6.2 Adding Task States for a task template.