Activities & Assignments: Copy or Move
Firms use Assignments for mailing lists to identify who requested a contact receive a particular mailing. When the mailing is complete, the mailing may be recorded as an Activity.
To make things easier, you can create an Activity from an Assignment (or an Assignment from an Activity) using the Copy/Move Activities or Copy/Move Assignments function.
Start by locating the Activity or Assignment to generate your new items. Next, we'll create Activity records from Assignments (see the first image).
Use Select All to highlight all of the records that you wish to copy/move. You can use Ctrl+A from your keyboard, or choose Select All from the List menu.
With the desired records selected, go to the Edit menu and select Copy/Move Assignments or Copy/Move Activities, depending on the item type you have highlighted.
If you have highlighted Assignments, the Copy/Move Activities menu will be active; if you have selected Activities, Copy/Move Assignments will be active.
In the first example, Assignments were highlighted initiating the Update Activity Items dialogue (as seen in the second image). If we searched and selected Activities, Update Assignment items would have appeared.
Now, set up the Activity (or Assignment) that you wish to create. Remember that one Activity will be generated for each Assignment that was highlighted (or one Assignment for each Activity).
Click Next and the Copy/Move Assignments dialogue will appear (see image 3).
Now you'll decide whether to Copy or Move. If you choose Copy, the original records will remain and new records, generated from the copied records, will appear.
For example, if you Copied Assignments (to create Activity Records), the original Assignments would remain and new Activity records would also appear. If you chose Move, the original Assignment records go away and new Activity records remain.
If you entered a Note into the Update Activity, you will need to decide what to do with it. The following options are available:
- Append the original Note (adding the new note to the end of the existing one)
- Prepend the original Note (adding the new note to the beginning of the existing one)
- Replace the note altogether
Finally, click OK to generate your Activities or Assignments.