Using Activities and Appointments Outside of InterAction

If you need activity or appointment information outside of InterAction, you can do one of the following:

• Send another user an email message containing a link to an activity or appointment. This is useful if you need to share information about the activity or appointment with another user.

  Note that this sends a link to the InterAction item – it does not send the actual activity or appointment text. When the recipient reads the email, he or she can use the link to open the Web Client and display the item. Therefore, the recipient must have access to InterAction.

• Copy the activity or appointment information to the clipboard, then paste it into another application.
• Print the activity or appointment. You can print items one at a time, or print a report that includes multiple activities and/or appointments.

The upper-right corner of the View Activity dialog box has links for these shortcuts.

Links for Printing, Copying and Emailing Activities

See the following topics:

• Send an Activity or Appointment in an Email Message
• Receive an Email Activity or Appointment
• Copy an Activity or Appointment to the Clipboard

For details about printing activities or appointments, see Viewing and Printing Activity and Appointment Reports.

Send an Activity or Appointment in an Email Message

Tip: You can also send an activity in an email while creating or editing the activity. Select the Open an e-mail to send a link to this activity check box. In this case, the email is created after you save the activity.

1. Select the activity or appointment to send.

   You can select the item from any of the following places:

   • The My Alerts page

   • An Overview page for a contact

   • The Activities page for a contact

   • The Appointments page for a contact

   • The search results page for an activity or appointment search

   Note: Only one activity or appointment can be emailed at a time.

2. Choose Actions > E-mail Activity or Actions > E-mail Appointment.

   The New Message window from your current email system is displayed and filled in with information about the activity or appointment.

   • All message recipient fields (To, CC, BCC) are blank.
   • The message subject is set to Activity: <Activity Summary>.
   • The body of the email includes a link to the activity in InterAction.

   Sending an email from the Web Client requires that your machine have a special component. For details, see Send an Email Message to a Contact.

3. Enter or select recipients in the To, CC, and/or BCC fields as you normally do for email messages.

4. Add any additional text to the body of the email message.

5. Send the message the way you normally do.

Email Message Containing a Link to an Activity

Receive an Email Activity or Appointment

When the recipient of the email chooses the link from the email message, the corresponding InterAction activity or appointment is displayed in a browser using a full-page window.

Note: InterAction security is enforced for access to the activity. If the recipient does not have access to the contact or the activity, a message is displayed in the Activity Detail window.

Copy an Activity or Appointment to the Clipboard

To copy an activity or appointment to the clipboard:

1. Find the activity or appointment to copy.

   There are multiple ways to do this including the following:

   • Open the overview page for a contact and expand either the Activities or Appointments sections.
   • From the left-hand menu, choose Activities or Appointments from the Search for drop-down list. For more about finding activities or appointments, see Finding Activities and Appointments.

2. Select the item and choose either View > Activity or View > Appointment.

   Tip: You can also double-click the activity or appointment to open the View Activity\Appointment dialog box.

3. In the upper-right corner of the View Activity dialog box, choose the Copy to Clipboard link.

   You can now switch to a different application (such as a Microsoft Word) and paste the information.

What Information is Copied?

When you copy an activity or appointment, the following information is copied and can be pasted into a different application:

• Activity or Appointment Type
• Date (for an appointment, this is the Start Date)
• End Date (appointments only)
• Location (appointments only)
• Summary
• Description

Copying an Activity or Appointment

[A] Activity displayed in InterAction

[B] Information you would see when pasting the activity into a different application

The information for an appointment is similar to this, with the addition of the End Date and Location.