[ADD] crm: utilize activities for sales teams
closes odoo/documentation#8590
X-original-commit: d27def362b
Signed-off-by: Zachary Straub (zst) <zst@odoo.com>
Signed-off-by: Jessica Rogers (jero) <jero@odoo.com>
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@ -9,3 +9,4 @@ Optimize your Day-to-Day work
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optimize/partner_autocomplete
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optimize/gamification
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optimize/utilize_activities
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content/applications/sales/crm/optimize/utilize_activities.rst
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content/applications/sales/crm/optimize/utilize_activities.rst
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==================================
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Utilize activities for sales teams
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==================================
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*Activities* are follow-up tasks tied to a record in an Odoo database. Activities can be scheduled
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on any page of the database that contains a chatter thread, Kanban view, list view, or activities
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view of an application.
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.. figure:: utilize_activities/activities-view.png
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:align: center
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:alt: The summary view of activities for leads and opportunities in an Odoo database.
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Planned Activities for Leads and Opportunities.
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Activity types
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--------------
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A set of preconfigured activity types is available in the *CRM* app. To view the list of available
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activity types, navigate to the :menuselection:`CRM app --> Configuration --> Activity Types`.
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.. note::
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Additional activity types are available within the database, and can be utilized through
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different applications. To access the complete list of activity types, go to the
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:menuselection:`Settings app`, then scroll to the :guilabel:`Discuss` section, and click
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:guilabel:`Activity Types`.
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The preconfigured activity types for the *CRM* app are as follows:
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- :guilabel:`Email`: adds a reminder to the chatter that prompts the salesperson to send an email.
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- :guilabel:`Call`: opens a calendar link where the salesperson can schedule time to call the
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contact.
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- :guilabel:`Meeting`: opens a calendar link where the salesperson can schedule time to have a
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meeting with the contact.
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- :guilabel:`To Do`: adds a general reminder task to the chatter.
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- :guilabel:`Upload Document`: adds a link on the activity where an external document can be
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uploaded. Note that the *Documents* app is **not** required to utilize this activity type.
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.. note::
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If other applications are installed, such as *Sales* or *Accounting*, other activity types are
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made available in the *CRM* app.
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Create a new activity type
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~~~~~~~~~~~~~~~~~~~~~~~~~~
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To create a new activity type, click :guilabel:`Create` at the top-left of the page to open a blank
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form.
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At the top of the form, start by choosing a :guilabel:`Name` for the new activity type.
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Activity settings
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*****************
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Action
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^^^^^^
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The *Action* field specifies the intent of the activity. Some actions trigger specific behaviors
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after an activity is scheduled.
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- If :guilabel:`Upload Document` is selected, a link to upload a document is added directly to the
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planned activity in the chatter.
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- If either :guilabel:`Phonecall` or :guilabel:`Meeting` are selected, users have the option to open
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their calendar to schedule a time for this activity.
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- If :guilabel:`Request Signature` is selected, a link is added to the planned activity in the
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chatter that opens a signature request pop-up window.
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.. image:: utilize_activities/action-field.png
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:align: center
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:alt: The Activity settings on a new activity type with emphasis on the Action field.
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.. note::
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The actions available to select on an activity type vary, depending on the applications currently
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installed in the database.
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Default user
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^^^^^^^^^^^^
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To automatically assign this activity to a specific user when this activity type is scheduled,
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choose a name from the :guilabel:`Default User` drop-down menu. If this field is left blank, the
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activity is assigned to the user who creates the activity.
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Default summary
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^^^^^^^^^^^^^^^
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To include notes whenever this activity type is created, enter them into the :guilabel:`Default
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Summary` field.
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.. note::
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The information in the :guilabel:`Default User` and :guilabel:`Default Summary` fields are
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included when an activity is created. However, they can be altered before the activity is
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scheduled or saved.
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Next activity
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*************
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To automatically suggest, or trigger, a new activity after an activity has been marked complete, the
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:guilabel:`Chaining Type` must be set.
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Suggest next activity
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^^^^^^^^^^^^^^^^^^^^^
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In the :guilabel:`Chaining Type` field, select :guilabel:`Suggest Next Activity`. Upon doing so, the
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field underneath changes to: :guilabel:`Suggest`. Click the :guilabel:`Suggest` field drop-down menu
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to select any activities to recommend as follow-up tasks to this activity type.
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In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
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configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
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decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
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deadline`.
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This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
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When all configurations are complete, click :guilabel:`Save`.
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.. note::
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If an activity has the :guilabel:`Chaining Type` set to :guilabel:`Suggest Next Activity`, and
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has activities listed in the :guilabel:`Suggest` field, users are presented with recommendations
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for activities as next steps.
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.. image:: utilize_activities/suggest-next-activity.png
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:align: center
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:alt: A schedule activity pop-up with emphasis on the recommended activities.
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Trigger next activity
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^^^^^^^^^^^^^^^^^^^^^
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Setting the :guilabel:`Chaining Type` to :guilabel:`Trigger Next Activity` immediately launches the
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next activity once the previous one is completed.
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If :guilabel:`Trigger Next Activity` is selected in the :guilabel:`Chaining Type` field, the field
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beneath changes to: :guilabel:`Trigger`. From the :guilabel:`Trigger` field drop-down menu, select
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the activity that should be launched once this activity is completed.
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In the :guilabel:`Schedule` field, choose a default deadline for these activities. To do so,
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configure a desired number of :guilabel:`Days`, :guilabel:`Weeks`, or :guilabel:`Months`. Then,
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decide if it should occur :guilabel:`after completion date` or :guilabel:`after previous activity
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deadline`.
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This :guilabel:`Schedule` field information can be altered before the activity is scheduled.
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When all configurations are complete, click :guilabel:`Save`.
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.. note::
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When an activity has the :guilabel:`Chaining Type` set to :guilabel:`Trigger Next Activity`,
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marking the activity as *Done* immediately launches the next activity listed in the
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:guilabel:`Trigger` field.
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Activity tracking
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-----------------
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To keep the pipeline up to date with the most accurate view of the status of activities, as soon as
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a lead is interacted with, the associated activity should be marked as *Done*. This ensures the next
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activity can be scheduled as needed. It also prevents the pipeline from becoming cluttered with
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past due activities.
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The pipeline is most effective when it is kept up-to-date and accurate to the interactions it is
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tracking.
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Activity plans
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--------------
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Activity types with the *Chaining Type* set to *Trigger New Activity* provide the opportunity to
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preplan a sequence of customized activities. Once an activity is marked as *Done*, the next activity
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is automatically scheduled.
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The *Chaining Type* setting on an activity type provides the opportunity to preplan a sequence of
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events, that can aide in the sales process.
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.. example::
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A salesperson adds a new lead to their pipeline, and schedules an *Email* activity for the
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following day. The email activity type is configured with the following settings:
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- :guilabel:`Chaining Type`: `Suggest Next Activity`
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- :guilabel:`Suggest`: `Call` `Meeting`
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- :guilabel:`Schedule`: `2 days after previous activity deadline`
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After sending an email to the lead, the salesperson clicks :guilabel:`DONE & SCHEDULE NEXT` on
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the :guilabel:`Schedule Activity` pop-up window. This opens a new pop-up window, where the
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suggested next activities are listed as recommendations for next steps.
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.. image:: utilize_activities/recommended-activities.png
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:align: center
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:alt: Schedule an activity pop-up window with recommended activities.
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The *suggested* or *triggered* activities will vary, depending on a variety of factors. See below
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for some suggested sequences:
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.. tabs::
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.. tab:: Sample #1
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- A salesperson adds a lead to the pipeline and schedules an *email* activity.
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- The *email* activity suggests scheduling a *call* or a *meeting* within two days of the
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previous deadline.
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- Both the *call* and the *meeting* activities trigger a *create quote* activity.
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- After the quote is sent, a *follow-up on quote* activity is scheduled within five days.
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.. tab:: Sample #2
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- A lead is :doc:`added to the pipeline <../acquire_leads/generate_leads>` through the
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website's contact form. The salesmanager assigns a salesperson and schedules an activity
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for a *call*.
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- The *call* activity triggers an *upload document* activity, so the salesperson can send over
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a proposal after a successful phone call.
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- The *upload document* activity suggests scheduling a *request signature* activity or a
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*meeting*. The salesperson chooses to schedule a meeting.
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.. tab:: Sample #3
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- A salesmanager notices several of their salespeople are neglecting to follow-up on their
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leads in a timely manner. As a result, high-value targets are not receiving adequate
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attention.
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- The salesmanager creates a new activity type, titled *follow-up*, which is configured with
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the :guilabel:`Action` set to :guilabel:`Reminder`.
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- The salesmanager adds *follow-up* as the next activity triggered or suggested to all of
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their teams activities.
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- After a salesperson schedules an *email* activity, a *follow-up* activity is scheduled for
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the next day. After they schedule a *meeting* activity, a *follow-up* activity is scheduled
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two days later.
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.. seealso::
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- :doc:`Activities </applications/essentials/activities>`
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