Creating Efficient Views in the Activities and Sales App

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Creating Efficient Views in the Activities and Sales App

In Xeppo, you can easily search for the data you need to see using filters. When using the Activities and Sales App, there are a variety of filters available so you can search for Activities, Projects, Leads, and Opportunities. Once you have added your filters, you can then save your search as a View.

Some Views may already be available for you to use as Shared Views. These are views that have been created by someone within your Practice that help you find the data you need quickly and can be used by everyone in your Practice. Any views that you create will be shown under the heading Personal Views.

When creating a View in Activities or Sales Apps, there are a lot of filters available to apply to view specific data. Here are a few examples of the way you can use filters to create your views in either the Activities App or the Sales App.

My Activities– all activities assigned to me.

In the Activities App, you can quickly view which tasks required your attention. You will need to apply two filters from the filters tab. Select Activities – Activity Status and in the dropdown box select due and overdue. If this filter is already applied and shows other activity statuses, you can remove them by selecting the X icon next to the name of the status. Then select the filter Activities – Assigned User.

By default, the two filters Activities – Is Template, and Activities – Is Project Template should be applied at set to false. If not, apply these filters to ensure that no templates are displayed in your list.

From the dropdown, select ‘Me’. By selecting these filters, you will be able to view all activities that have been assigned to you that are due today or are overdue. If you are managing a team, you can also either use the Activities – Assigned Team filter to view a specific teams activities, or you can select multiple users names in the Activities – Assigned User filter.

Activities not assigned to a User or Team – activities that are not assigned to a user

This view can be used to keep your data clean and make sure no activities are missed. It will display any activities that have not been assigned to a user or a team in Xeppo. This means that no one has the work assigned to them, so no one will be notified that the task needs to be completed.

You will need to apply two filters from the filter tab for this view. Select the filter Activities – Assigned Team, then select the option ‘Is Empty’. Next Apply the filter Activities – Assigned User. Do not select any options from the dropdown, it should default to show ‘No Data’. If a name is displayed in this field, you can select the X next to the name to remove it from the filter.

By default, the two filters Activities – Is Template, and Activities – Is Project Template should be applied at set to false. If not, apply these filters to ensure that no templates are displayed in your list.

This will show you all activities not assigned to a user or team. If you would like to view activities with a particular status, such as anything that is due or overdue, you can apply the Activities – Activity Status filter.

Projects that need to be reassigned - projects that are unassigned, or assigned to a disabled user

This view can be used to ensure all projects have been assigned to a user, so nothing gets missed. If a user leaves the practices, this view can be used to see their Projects, and reassign them in bulk.

You will need to apply two filters to view this data. Select 'Project - Assignee Status', then select Disables and Unassigned. Also apply 'Project - Status' and select Active. This will allow you to view all active Projects that are assigned to disabled users, or that are unassigned.

My Leads and opportunities – all leads/opportunities assigned to me.

In the Sales App, you can use filters to see which new business leads and upsell opportunities are assigned to you. While you will need to search for Lead and Opportunities from specific pages in Xeppo, the filters you apply are very similar.

To view your leads, select Leads > Search Leads from the Sales App. From the filter tab, apply the Lead – Assigned to filter and select ‘Me’ from the dropdown menu. Then apply the Lead – Status filter and select ‘New’. Select Update Results to show all your leads that require action.

To view your opportunities, select Opportunities > Search Opportunities form the Sales App. From the filter tab, apply the Opportunity – Assigned to filter and select ‘Me’ from the dropdown menu. Then apply the Opportunity – Status filter and select ‘Active’. Select Update Results to see Opportunities assigned to you. This will also update the tiles at the top of the page that show the estimated value of your opportunities to only show an ‘Active’ opportunity amount.

These are just a few ways you can use filters in the Activities and Sales Apps. Additional suggestions on how you can filter your Groups and Clients and create useful views are available here.

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