Tracking Activities

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Modified on: Wed, 23 Nov, 2022 at 5:18 PM

Viewing Activities on your Dashboard

A view of your Activities can be added to your Dashboard, by selecting the option from the blue spanner icon. You will be able to view:

• My Activities- Those created or assigned by you
• Recent Activities- ALL Activities you and your colleagues have created
• This Week- A list of all Activities from today and onward for a week 

Viewing Activities within the Database

You can record interactions and engagement with journalists to help increase transparency on your campaigns across your team. 

Existing Activities are displayed alongside the Journalists biography.

The drop-down arrow allows you to expand the Activity and provides you with a summary including:

• Tags (how you have classified the action)
• Outlet associated with Folder (where you have saved the activity
• People who have interacted with in the activity 

Quick Tip: Clicking on Expand all at the top of the activities section gives you a detailed overview of your colleagues who have built up a relationship with this journalist or publication, what topics have been discussed and over what time frame.

Viewing Journalist Activity

Clicking on View More/Edit allows you to review or edit an existing Activity. 

Adding an Activity

To log a new activity, click on the Add activity button on the grey action panel. You can add an activity for an individual journalist, a media outlet, or an entire distribution list.

Quick Tip: To create a new tag, type your text into the Assign field and press enter. You can search with each of these criteria later on, so it makes it easy for you to reference and filter with your own specific categories.  

Adding Journalist Activity

In the pop-up window, fill in the fields to detail your activity: 

• Type - allows you to select the kind of activity you want to record ie: meeting, enquiry, telephone call, email etc.
• Subject/Notes – allows you to keep a detailed description on the activity
• Status - indicates the stage of your activity. ie: draft, complete, declined or cancelled
• Date – assign a date to your activity. If this date is in the future, An Add to calendar button will appear and you can add this activity to your outlook or other mail calendar Assign - allows you to add publications, journalists, folders or your own tags to the activity. Start typing to search for existing items, or create a new tag.
• Assign Press officer – allows you to assign the activity to a colleague
• Attachments – allows you to attach up to 3 files with a combined size of 5MB 

Filtering and searching your team’s activities

The Activity section under the media database drop-down menu displays all the activities and press releases for your whole team on one page. It is easy to filter, search and report on your team’s PR efforts from here.

The filter panel on the task bar on the right hand side determines what information displays on the left of the page. You can search for specific activities associated with a particular date, author, tag, folder or notes to find just what is relevant to you. 

Searching by date range enables you to find past and/or future events.

Searching by type enables you to find specific kinds of activity.

Searching by status enables you to find activities in the planning stage/completed activities and determine how many cancellations occurred.

Searching by folder enables you to look for activities you have stored in particular place.

Searching by notes enables you to search through the text you have added.

Searching by tags enables you to reference with the tags you have created.

Searching by attendees enables you to search through journalists and media outlets.

Searching by author enables you to find activities logged by one or more team member

Quick Tip: You can download this data into an Excel spreadsheet at any time – click the button at the top of the grey action panel.  

Activity Reporting

The graphs at the top of the page can be designed to give you a visual overview of your activities. 

You can switch between the various displays and reports available via the Chart Type dropdown menu. Choices include: Bar, Pie, Stacked Bar and Line

Quick Tip: The Hide Chart button minimises the graphic and maximises the list of activities.  

The show and breakdown tabs enable you to categorise your charts by day, time, status, tags and author, giving you flexibility on the metrics upon which you wish to report.