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Viewing Constituent System Activities

Paige Freeman
  • Updated

From the System Activities page, you can track certain events that pertain to a constituent. 

The primary examples of these system activities are:

  • Email notification is sent (from the NTS system) to acknowledge an order, payment, change of address, or other system event.
  • Mass email, fax, or physical mailing was sent (from the MKT system) for some purpose – fundraising campaign, meeting invite, update on a congressional hearing, and etc.
  • Some organizations may choose to convert order or other data from an old system into Personify360’s activity table, so there is a record of that event but they do not need to capture all of the financials and other pieces of data required by the order tables.
  • Some organizations may also decide to manually enter activity records to track certain circumstances – this is not a best practice (manual items should be entered as Contact Tracking) but the system allows that just in case.
  • Some organizations use the system activities table to note activities that happen in integrated applications.

To view System Activities, select System Activities from the Involvement tab. The System Activities page displays all system activities in which the MASTER_CUSTOMER_ID of the CUS_Activity record matches that of the customer you are viewing. If necessary, you can use the options in the filter section to sort through the list of constituent activities.

From the contextual menu in the grid, you can perform the following:

  • Download Email
    This option is displayed only if there is an email attached to the activity. When selected, the attached email file is downloaded.
  • Delete
    Select this option to delete the system activity.

Select the hyperlinked Activity name in the grid to view more information on the activity, such as activity codes, marketing information, and products related to the activity, as shown below. This screen is for information purposes only.

If there is an email message associated with the system activity, you can select the hyperlinked Attached Files file name to download the email file.

Manually Adding a New System Activity

To manually add an activity:

  1. From the System Activities page, select +New Activity.
    The Add New System Activity page displays, as shown below.
  2. Select the Activity from the drop-down.
    Values are populated based on the non-fixed CUS "ACTIVITY" system type. 
  3. Select the Subsystem from which the activity was generated from the drop-down.
  4. If necessary, select the Sub-Activity from the drop-down, which is a user-definable subcode that further defines the activity.
    Values are populated based on the subcodes for the non-fixed CUS "ACTIVITY" system type.
  5. By default, the Date is set to today. Change this if necessary.
  6. Enter any additional information in the Activity Text field as necessary.
  7. Select Save to save your changes and return to the System Activities page.

For YMCA & JCC clients, if the logged-in user does not have an assigned Branch within User Security, an error message will display if they attempt to add a new system activity.