Using Activities for Internal Communication

How to: Use activities for internal communication.

Environment: Comsense Enterprise

In this article:

Using the Activities Tool

Activities are a tool in Comsense that help organize, manage, and track tasks. To learn more about the main functions of the Activities tool, see Using the Activities Tool.

Utilizing Activities for Internal Communication

The benefits of using activities for internal communications are:

  • Making communication accessible to other users
    • Accessing information while a coworker is out of office
    • Improves workflow
  • Tracking communication in the system
  • Having communication directly linked to a transaction

Following Internal Communication Guidelines

If you are using activities for internal communication, we recommend you follow these guidelines:

  • Include your name or initials after your message
  • Include the date after your message
  • Do not include highly sensitive information
  • Do not include personal information
  • Do not edit previous messages
  • Notify the receiver or set an alert if this is a new practice for internal communication
  • Check your activities regularly

Using Activities for Internal Communication

Using activities for internal communication requires:

  1. Writing a Clear Subject in the Subject Field
  2. Selecting the Appropriate Activity Type
  3. Writing a Clear Message in the Description Tab
  4. Using the Owner Field as the Send To Field
  5. Filling In the Remaining Fields
    • E.g. Importance, Contact etc.

For more details on the other activity fields, see Using the Activities Tool Table 1.

Writing a Clear Subject in the Subject Field

A clear message is important because it is the first thing the recipient sees.

Click image to enlarge
Activity window; shows the location of the subject field with an example subject.
Image 1: Subject Field

Selecting the Appropriate Activity Type

Always select an activity type related to the issue or transactions for future searchability.

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Activity window; shows the location Activity Type field with an example activity type.
Image 2: Activity Type Field

Writing a Clear Message in the Description Tab

Enter your message to the receiver in the description tab and always sign the message with your initials and date. When messages go back and forth it is important to note who said what and when.

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Activity window; shows and example communication in the Description tab.
Image 3: Original Message

When responding to a message, enter your response below the last message with your initials and date.

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Activity window; shows an example response in the Description tab.
Image 4: Response Message

Using the Owner Field as the Send To Field

The activity owner is the user that sees the activity in their Activities window and receives any alerts. The owner field automatically populates to the creator of the activity.  Update the owner to the recipient of the message.

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Activity window; shows the recipients name in the Owner field.
Image 5: Original Recipient

When you respond to a message, always update the owner to the next recipient.

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Activity window; shows the name of the original sender in the Owner field as the next recipient.
Image 6: Response Recipient

*Note: The next recipient does not have to be the original sender.

Filling In the Remaining Feilds

The remaining fields are not required to use activities for internal communication but may be useful. Some uses for the remaining fields are:

  • Alert for an urgent issue
  • High importance for an urgent issue
  • Contact information for a related customer or vendor
Click image to enlarge
Activity window; shows the Importance field, Alert field, and Contact field with example data.
Image 7: Importance Field, Alert Field, & Contact Field

Checking Your Activities

When using activities for internal communication, it is important to check your activities regularly in the Activities window. 

To check your activities, Filter by owner e.g. type your username above the Owner column.

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Activity List window; shows the a list of activities filtered by Owner.
Image 8: Filter by Owner

To update the activity, Click the Subject and the Activity window will open.

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Activity List window; shows the location of the Subject field.
Image 9: Activity Subject
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