Activity Log Records

To add a record to the log, and create activity steps:

1. Click the Action drop-down list for that account, and then click Activity Log.
2. On the Activity Log page, move the pointer over the Tasks menu, and then click Add Record.
3. Click the Add Record By menu, and then click the option that is appropriate for your agency:
   • Creating New Record if your agency does not use templates.
   • Using Activity Log Template if your company uses templates. Click the appropriate template below it.
4. Click Add.
5. From the Add Record page, complete all the necessary fields. Required fields are marked with an asterisk * since those are required, and also complete any other necessary fields. Here are some suggestions:
   • If you want to add inquirer information, expandTo expand a section, click the plus + symbol next to the name of the section. Once it expands, it will appear as a minus - symbol. You can click the minus - symbol to collapse it. Inquirer Information. To associate a plan with this record, click the Select Plan hyperlink. For more information on plans, see Plan Activities.
   • If you want to associate a request with this record, click the Select Request link. For instructions on how to create a request, see Create a Request.

1. Scroll down to the bottom of the page and select Add Activity.
2. Click Save. The Add Activity page appears.
   • If instead you see the Record page, point to the Tasks menu, and then click Add Activity.
   • If you want to associate a request with this record, click the Select Request hyperlink. For instructions on how to create a request, see Create a Request.
3. On the Add Activity page, complete all necessary fields. Required fields are marked with an asterisk *.
4. Click Save.

To add an activity or an attachment to a record:

1. Click the Action menu for the account, and then click Activity Log.
2. Find the account that you need. You can use the filters at the top of the page to sort the list.
3. Click the record number in the Record column to open the record.
4. Move the pointer over the Tasks menu, and then choose one of the record actions below.
   1. To add an activity:
      • Click Add Activity.
      • On the Add Activity page, complete all necessary fields. Required fields are marked with an asterisk *.
      • Click Save when you are finished.
      • If needed, you can use the breadcrumbsBreadcrumbs help you navigate BenefitPoint. In the upper left, beneath the tabs, you may see text hyperlinks showing recently visited pages. Click a hyperlink to navigate back to that page.Example: Cratco Investment >Activity log>Add Record.In this example, the first two are hyperlinks back to those pages, and the last would be the page you are currently viewing. at the top to navigate back to a previous page.
   2. To add an attachment:
      • Click Add Attachment.
      • If you want to assign an existing attachment, make your selections from the menus in Assign Existing Attachments, and then click Assign.
      • If you want to add a new attachment, complete all the fields marked with an asterisk * and then click Add.
      • Note the attachment now appears on the page with options to view Details, Download, or Delete.
      • If you need, you can use the breadcrumbsBreadcrumbs help you navigate BenefitPoint. In the upper left, beneath the tabs, you may see text hyperlinks showing recently visited pages. Click a hyperlink to navigate back to that page.Example: Cratco Investment >Activity log>Add Record.In this example, the first two are hyperlinks back to those pages, and the last would be the page you are currently viewing. at the top to navigate back to a previous page.

1. Log on to BenefitPoint as a Broker user.
2. On the top navigation bar, click Accounts.
   A list of Accounts appear. Locate the account you want.
3. From the Action drop-down list select Activity Log. This will list Records # that currently exists in the Activity Log for the account.
4. Click on the Record # in which you want to set up a Reminder. The Edit Record page appears.
5. In the Record Details section click the Assigned to field Pencil icon. The Select Assignee page appears.
6. In the Find User field type in the first three letter of the Assignee name.
7. Check mark Account Team Member, RTM and Account Access. A list of names appears below.
8. If you want to list all the names in the selected level in the Find User field type ALL and select all three categories. A list of all users in the level appears.
9. From the Select column check mark the appropriate user.
10. Click Save.

Use the Download to Calendar feature to create an Microsoft Outlook calendar appointment for the task, which includes a link to the task. An appointment is created in your Outlook calendar for a date and time you select. As with any appointment, you can set a reminder. The Download to Calendar link is only available on the Edit Recordpage.

To download to calendar:

1. On the Action list , select Activity Log.
2. Click the Record Number of the record you want to add to your calendar.
3. On the Edit Record page, click the Download to Calendar link.
4. When prompted to open or save the file, click Open. An Outlook message appears with details about the record.
5. Set the start and end times; you might want to select the due date for the activity, or a date prior to the due date to allow yourself time to work on the activity. Optionally you can also set a reminder.
6. Click Save & Close.

Open your Outlook calendar for the selected date. Notice that an appointment has been created for the selected time. You can view or modify the appointment as you would any other Outlook appointment. See Microsoft Outlook Online Help for more information.

1. Log on to BenefitPoint as a Broker user.
2. On the top navigation bar, click Accounts.
   A list of Accounts appear. Locate the account you want.
3. From the Action drop-down list select Activity Log. This will list Records # that currently exists in the Activity Log for the account.
4. Click on the Record # in which you want to set up a Reminder. The Edit Record page appears.
5. On the right click Tasks and select Add Activity.
6. Enter a Description.
7. The Select To field is assigned to the user. To change the Assigned To, click the pencil icon () to display the Select Assignee page.
8. Using the Find User field search the user you want. A list of names appears below.
9. Check mark the user and click Save.
10. Select the appropriate date in the Receive Follow-up Reminder On. This is the date you will receive a reminder for follow-up.
11. Select Yes in Notify Team Members via email ? if you wish to notify other team members of this reminder. If not, keep it as No.
    Complete other fields as required.
12. Click Save.
13. On the breadcrumb link, click Edit Record # to return to the Edit Record page. Scroll down to the bottom to see the reminder listed.
14. Click Save.

Your follow-up reminder is now set.

You can make unlimited updates to activities for a record. Each update is saved as a new entry in the Activity History section at the bottom of the page.

To update activities to a record:

1. In the Action list click Activity Log.
2. Click the Record Number.
3. In the Activities section, click View/Update for the activity you want to update.
4. As appropriate, change the Activity Status field and enter any notes about work performed so far in the Update field.
5. You can also make changes to fields such as the Assigned To or the Follow-up Reminder date, as needed.
6. Click Save.

The activity update is saved to the Activity History section at the bottom of the page. The Activity History section lists the original activity at the bottom of the page and all updates to the activity, with the most recent at the top. Once an update is saved, the Edit Record page is updated with the most recently saved Activity Status, Date Completed, Follow-up Date, and Total Time Logged.

1. In the Action list, click Activity Log.
2. Click the Record Number
3. In the Record Details section, change the Record Status field to Closed.
4. Enter your notes in the Resolution box.
5. In the Date Completed field select the date of completion.
6. If necessary, update the Time Logged field to indicate the amount of time spent on the activity for this update.

The time logged is cumulative. For example, if you update an activity, change the status to In Progress, and enter time logged as 1 hour, and then the next day you update the activity again and enter the time logged as 2 hours, the time logged for the activity (on the Edit Activity page) appears as 3 hours.

7. Clear the Follow-up Date field so that the assignees does not get a reminder on the follow-up date.

If a closed record is reopened, the Date Completed field is cleared and Days Open updates automatically from the original date created.

Deletion of Activity Log Records requires a Broker permission to Delete Activity Log Records. If you are unable to delete, contact your agency Broker Admin.

1. Log on to BenefitPoint as a Broker user.
2. On the top navigation bar click Accounts. A list of all accounts appears.
   Locate the account you want.
3. From the Action drop-down menu select Account Summary.
4. On the top navigation submenu click Activity Log. A list of all Activity Logs appears.
5. Click the Record # of the incorrect Activity. The Edit Record page appears.
6. Click Tasks and select Delete Record. The confirmation page appears.
7. Click OK.

Deleted records are permanently deleted and cannot be retrieved.

You can restrict the editing of an Activity Log — Long Description, after a record has been created or closed. This prevents users from changing Record information after it has been created or closed.

This is a firm setting that can be enabled for your agency. Create a Case in My Vertafore requesting access to this setting.