Control an Activity Record’s Processing Options
1. Select the Controls tab; the Details sub-tab will open by default.
2. In the Controls section, fill out the Org Level fields to set the record visibility settings for the various hierarchically organized groups within your organization. Only users with organizational rollups corresponding to, or higher than, the organizational rollup you select for the record will have access to it.
3. In the Access Level field, set the security level from 1 to 5. Each security level corresponds to a specific security description, such as Classified. Only users with the same security Access Level as the one you select (or higher) will be able to view the record.
4. Set the Activity Status to one of the following descriptors:
· Open - Report Required—The meaning of open is dependent on your organization’s definition of this status. Generally, an open record means that it is actively being worked on or, possibly, is inactive for a finite amount of time. This status would normally be assigned to an open activity that requires additional information.
· Closed - Report Completed—The meaning of closed is dependent on your organization’s definition of this status. Generally, a closed status means that the record is no longer being worked on due to completion or inactivity for an indefinite amount of time. This status would normally be assigned to a closed activity that is no longer being worked on and that contains a report.
· Closed - No Report—This status would normally be assigned to a closed activity that is no longer being worked on and that does not contain a report.
5. Select the most appropriate description of the activity’s current standing in the Disposition field (e.g., Inactive, Under Investigation, Waiting for Approval).
6. From the Record Owner pick list, select the Person record that corresponds to the individual who is responsible for the closing the record. If a Person record does not already exist for this individual, use the Quick Add function to create one.
7. If you want to archive the Activity record making it unavailable for users to access, check the Archive (Record is not visible) box.
8. If any policy, legislation, or business rule pertinent to your organization’s procedures requires information about the record, or the persons involved in the record, to be kept for a certain length of time, enter the end date of that period in Expiry Date.
Note: No information will automatically be deleted on this date; it is for tracking purposes only.
