Documentation

1.App Overview #

CiviMobile App allows CiviCRM users to have the best nonprofit CRM within arm’s reach at all times. Accessed through an icon on the smartphone’s desktop, it empowers nonprofit employees with wide functionality while keeping all data in one place.

Installing CiviMobile App means going mobile without losing a firm grip with the CiviCRM database; keeping up with contacts, events, etc. without endless notetaking; keeping the personal touch with constituents without getting too pushy. When doing fieldwork or having face-to-face interactions outside the office, just reach out to your pocket and add or edit details to your contacts, events, cases, memberships and contributions, subscribe to an event or update yourself on latest news and changes.

Made more accessible with CiviMobile app, CiviCRM extends its functionality to mobile teams, ensures that employees stay in tune with updates, have an event coordination tool at hand and opportunity to handle internal processes or forge deeper relationships with contacts, fundraisers and prospects all the time.

CiviMobile offers rich CiviCRM experience on the phone. This includes:

  • generating new contacts with just one touch of your fingertip, organizing them, updating their personal data, tracking their relationships with other constituents;
  • viewing any additional relevant information about contacts in custom fields configured in CiviCRM;
  • scheduling appointments, creating tasks, having an immediate access to created cases, assigned activities or subscribed events in Calendar;
  • tracking all contributions, event payments, donations from third parties, and membership fees while filtering them by date and time;
  • viewing and renewing your membership status;
  • searching through and registering to events right away; checking event details and sharing them just in one click;
  • registering and tracking participants to events, sending or scanning tickets at the entrance;
  • applying adjustable filters and sorting;
  • configuring the app to required needs and preferences.

CiviMobile keeps all data protected against any unauthorized use and server-side attacks. It’s achieved with data encryption, secure log-in process, strong user authentication and authorization. All private data are kept safe during Server data transfer as CiviMobile extension uses CiviMobile REST API to connect to CiviCRM. One may also manage permission rights and keep data on the server to distribute roles and achieve higher security accordingly.

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2.Use Cases #

The CiviMobile app use cases vary with the type of nonprofit organization, size, activities, funding, etc. To better understand the benefits consider the list of some essential use cases:

  • Acquiring new members. Nonprofits rely heavily on donations. Suppose a person or company wants to make a monetary donation to help the diseased, support people in need, etc. Yet they may have no idea that your nonprofit even exists. When the nonprofit app is available on the app store, people searching via the app store to find places nearby can find you and choose your charity to support.
  • Keeping contacts in the loop. Organization membership is just one of many activities a person is involved in. No wonder the date of their membership dues or the upcoming event might simply escape their memory. Plus, it’s not like organization members can always answer the phone, have access to their emails, or carry computers wherever they go. However, when members create their own accounts in CiviMobile, they have all required information readily available to them at will. Push notifications will serve as a reminder.
  • Contact management. Once the account is created, it offers the contacts a personalized experience, while employees get a chance to manage the organization constituents more efficiently. Suppose one of the employees attended a fundraising event where they made new contacts or found supporters. The app allows adding contact information and creating profiles on the go. For better management the contacts can by grouped or marked with tags.
  • Task management. Nonprofit employees spend their working days interacting with contacts and completing other mission-oriented tasks both inside and outside the offices. It means they should have instant access to contact profiles, schedules, tasks and real-time updates – all CiviCRM data – when traveling between location. As an example, consider the scenario when an employee is responsible for enrolling volunteers for a summer internship. By adding their contact information to CiviMobile contacts, they can be accessed the very moment the need be.  Besides, no way contact information drops out of sight lost somewhere among private contacts.
  • Cross-office collaboration. An organization development staff, volunteer coordinator or fundraising manager might work in different departments across the country or outside when the organization goes global, expands its nonprofit’s offerings to another country or merges with another nonprofit. In cases like these, staff members still get to access the same real-time data, irrespective of compatibility issues related to platforms. Say the field organizer is currently running some local/international outreach program or GOTV programs door-to-door, an access to schedule and real-time updates on case activities is essential.
  • Activity tracking. Organization officers depend on the ability to monitor calls, appointments, notifications and follow-up notes at speed and on the road. To give an example, the treasury officer who oversees the financial responsibilities of the organization creates an activity associated with financial planning and adds other members. Assuming the treasurer is leaving for the conference and the financial planning is a burning issue that can’t be scheduled for a later date. The treasurer then reschedules the activity for the earliest possible date before the trip. The app ensures the colleagues receive notification about the scheduled meet-up instantly. What’s more, the treasurer might add an activity to the case and monitor the status of activities within the case.
  • Visits Planning. Suppose that an employee plans to attend the Project Management Conference. CiviMobile app displays the event details, such as location, time and date of the event, participants, contact email, address, Google Map location and directions to the destination point. CiviMobile functionality also allows setting the reminder, registering for the event and getting a ticket. With this information accessible from CiviMobile, the employees will plan their event visits and meetings more efficiently.
  • Event coordination. When an organization hosts an event, CiviMobile supports event coordination. To illustrate, a nonprofit plans an event dedicated to the discussion with nonprofit leaders the opportunities and implications of artificial intelligence in the nonprofit space. Employees responsible for event coordination use CiviMobile to add all members of the event and ensure the payments have been submitted by using a QR scanner to identify the unique QR code.
  • More volunteer opportunities. CiviMobile provides opportunities for volunteers to coordinate events on-site with ease. Let’s say an organization sets out to host a forum to discuss how new and accounting and auditing standards will impact not-for-profit entities. Volunteers will use CiviMobile app to manage the flow of attendees by checking-in participants, tapping the participants’ profiles, checking their statuses and roles, giving directions or showing them to their seats.

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3.Getting Started with CiviMobile #

To start using CiviMobile it’s necessary to have CiviCRM downloaded from CiviCRM.org and installed on your CMS platform. Then proceed to CiviMobile installation process, which is easy and requires no professional help. The guide below will provide you with step-by-step instructions.

Step 1. Install an API extension:

  • Go to the CiviCRM administration panel
  • Select Administer > System Settings > Extension
  • Navigate to the Add new tab
  • Click “Download” for CiviMobileAPI extension
  • Click “Enable” button

Step 2. Install CiviMobile app into your smartphone from App Store or Google Play Market

Step 3. Open the app on your smartphone and fill out the authorization form by entering the same login information you use for a web version (username and password) and your CiviCRM website URL – a URL you enter to access your CiviCRM system.

Pic. 1 Login Screen

Next time you open the app the login page will be skipped unless you log out of the app.

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4.Online vs. Offline Mode #

Have access to data anytime and from any place as CiviMobile app can run in online and offline mode. Contrary to CiviCRM web version, CiviMobile is an native mobile application which performs faster on a smartphone, more efficiently and works independently of the web

When online, you are directly connected to CiviCRM database with unlimited access to real-time data. The app will also store data in your mobile device.

CiviMobile can be used offline. So when the field agents work outside the office interacting with potential constituents, supervising the volunteers’ work done on-site, assigning duties to field staff, visiting contacts that are not available through direct mail, e-mail and the Internet, etc. they still have access to all CiviCRM data.

When offline, you are still able to access and work with your data, make changes (e.g. add and update contacts, activities, events, memberships, relationships). When an internet connection resumes, mobile and WEB version will be synchronized and all changes you made will be reflected in your WEB version.

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5.Calendar #

Keep track of your schedules, to-do lists and due dates with CiviMobile graphic calendar to know exactly what’s coming up.

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5.1.Filter Activities by Type #

The “Filter” button is located on the upper right of screen and allows selecting all or certain types of agenda issues (cases, activities or events) for display (Pic. 1).

Pic. 1 Calendar Filter

At the touch of any item on your agenda you’ll view further details: type, status, priority, participants and case (for activity).

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5.2.View your Calendar #

The calendar offers different views (Day / Week / Month) of your schedule. The weekly view appears on top of the screen with color indicators that mark the type of activity scheduled for the date (green square stands for events, yellow – activities, red- cases) (Pic. 2).

Pic. 2 Calendar Weekly View

Tap a specific date to quickly scroll down to the needed date and view a list of events/activities/cases sorted by time and date and marked with color indicators (Pic. 3).

Pic. 3 Calendar Daily ViewPic. 4 Calendar Monthly View

To change to the monthly view of the calendar (Pic. 4), touch the central bar (Pic. 3) below the calendar weekly view and swipe it down.

 

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6.Contacts #

Get all your contacts in one place, within easy reach and in perfect order with CiviMobile app.

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6.1.Search for a Contact #

The search functionality is available from every page. You can find the search box at the top of each page. Type in the contact name. As you start typing a contact name or a company name, the app instantly provides relevant suggestions. If a record doesn’t directly start with the letters you type, but only contains them, the app will display the most relevant search results. From there you can tap on whichever result fits best what you were searching (Pic. 1).

Pic. 1 Contact Search

The app keeps recent searches in your history. Tap the search box to bring up recent contacts on the screen.

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6.2.View Contact Details #

The type of information displayed on the contact profile page is associated with an individual, organization or household. The profile of an individual contains such information as name, phone, email address, website, address, gender, birthday date. The organization profile includes the list of participants and address with the approximate location on the map.

Follow these steps to browse the details of a contact:

  • Select “Contacts” from the menu bar
  • Select the contact you want to view
Pic. 2 Contact Profile Page

You can make a call, send an email, view a calendar, contact’s relationships, memberships, contributions or note details directly from the profile page. Tap the phone icon next to the phone number or the envelope button next to the email address. Or use the icons below the profile picture to reach the contact, view the calendar and other details.

Pic. 3 Contact Profile Icons

The profiles allow viewing additional information by simply clicking “Additional info” button in the bottom middle of the contact profile (for ref. see section Add custom fields).

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6.3.Add a New Contact #

Follow these steps to add a new contact:

  • Select “Contacts” in the menu bar
  • Tap the “+” button in the upper right corner
  • Select the type of contact (individual, organization, household)
  • Fill out the required details
  • Tap the button in the upper right corner to save the profile (Pic. 4)
Pic. 4 Add New Contact

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6.4. Edit or Delete a Contact #

Follow these steps to edit or delete the contact profile:

  • Select “Contacts” from the menu bar
  • Find the necessary  contact in the contact panel or use search bar to find the contact
  • Select the contact that you want to edit
  • Change the contact details by tapping  “Edit” button located to the right of the display
  • Delete the contact profile by tapping the basket button at the bottom of the screen
Pic. 5 Profile Details
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6.5.Add or Edit Custom Fields #

View data that are related to the organization’s specific area of interest by clicking “Additional info” button on the bottom of the contact profile.

Click “Additional info” button to access Custom Fields group screen with the contact’s language level, awards, high school graduation date or any other information that might be important to the organization. You may choose to change information in custom fields by clicking “Edit” button next to the custom field. Then change the details.

Pic. 6 Additional Info

Custom fields are added in the web version of CiviMobile. Follow these steps to create custom fields:

  • Go to Administer > Customize Data and Screens > Custom Fields
  • Click “Add Set of Custom Fields” button to create custom fields group and fill in the required fields:

– Set Name – title of Custom Group;

– Used For – select Contacts type, because CiviMobile will use custom field for contacts only;

– Order – regulate the order of the custom groups displayed in the contact profile

  • After being redirected to Custom Field Set open Create Custom Field form by clicking “Add Custom Field” button and filling in the required fields:

– Field Label – title Custom Field; Data Field Type – select data types to be stored in the custom field (alphanumeric, integer, number, note, link and other);

– Input Field Type – select the type of data input (Text, Select, Checkbox, Radiobox)

– Database field length – maximum number of characters a user will be able to enter in the field;

– Order – the order of the Custom Field display in Custom Group;

  • Once you selected such Input Field Type as Select, Checkbox or Radiobox enter options to select from:
Pic. 7 Custom Field Configuration
  • Click ‘Save’ button and the custom field will be created.

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6.6.Assign Relationships #

Track relationships between individuals, organizations in your database with CiviMobile Relationship functionality.

Tap “More” button on the Menu tab bar of the contact profile to access relationships and view how the contact in question is related to other contacts from your database. The information displayed includes: the name and contact photo of a related individual or organization, type of relationships, and start/end date of the relationship.

Follow these steps to assign relationships:

  • Tap “+” button in the top right of the Relationships screen (Pic. 8)
  • Add the required information: select Relationship Type out of the list*, enter Contact(s) into the search contact screen and add the start/end date (Pic. 9)

 

Pic. 8 RelationshipsPic. 9 Create Relationship

Tap More Options  (“…”) icon to edit, disable or delete the record

    *Relationship Type can be  added in the web version of CiviMobile.

Follow these steps to create new relationship type:

  • Go to Administer > Customize Data and Screen > Relationship Type.
  • Tap “Add Relationship Type” button to create Relationship Type or “Edit” – to edit Relationship Type and “More” – to disable or delete Relationship Type.
Pic. 10 Create New Relationship Type

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6.7.Manage Groups #

Organize contacts in groups to manage them easily. With Groups functionality you’ll streamline such daily tasks as setting up access rights, sharing files, sending emails or invitations to members of the same group, making instant calls.

Follow these steps to access Groups:

  • Tap “More” button on the Menu tab bar of the contact profile
  • Select the Groups menu tab and access the Groups list screen with three available sections: Actual, Past and Smart Groups.

The Actual Groups section displays the list of groups the contact is currently a member

The Past Groups section gives information about the list of groups the contact is no longer a member

The Smart Groups section is configured to automatically add contacts that share specific common characteristics.

  • Tap More Options (“…”) icon that opens a pop-up window with the following options:

– Remove (a contact will be removed from the selected group and the group will move to the Past groups section )or Delete (a contact will be removed from the selected group and the group – deleted from the group list) for Actual Groups;

– Rejoin (a contact will be included into the selected group and the group added to the Actual groups section) or Delete for Past Groups (the selected group will be deleted from the group list)

Pic.11 Contact ProfilePic.12 Profile Menu Tabs

Follow these steps to add a contact to the group:

  • Tap “+” button in the upper right corner to access the Groups screen
  • Search for the required group by typing the group name in the Find groups field
  • Select the group or groups from a set of checkboxes
  • Tap “Add” button
Pic. 13 Groups page

Use the web version to add a new group to the group list.

To create additional group types go to Administer > System Settings > Option Groups > Add New Option Group.

Pic.14 Groups Web

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6.8.Tags #

Make use of tags to segment the contacts and gather the data you need. Tags functionality will allow you to view, add and delete Tags for a contact.

Follow these steps to access Tags:

  • Tap “More” button on the Menu tab bar of the contact profile
  • Select the Tags menu button and access the Tags list screen with two available sections: Tag Tree and Tag Sets (Pic. 15)
Pic. 15 Tags Screen

Tag tree serves to group the tags, while the relationship between a Tag set and Tag tree is that of a generic term and a specific instance of it. For example, tag set categorizes the type of organization (i.e educational, religious, instructional/training, health services, scientific research, professional association etc) , whereas the tag tree suggests whether it’s a state-owned entity or a regular enterprise, donor or volunteer, etc.Follow these steps to add Tags to Tag Tree or Tag Sets section to the contact (Pic.2):

  • Tap the “+” button next to the Tag Tree or Tag Set
  • Select the tag (s) from a set of checkboxes
  • Tap “Add” button to move tags to the Tag Tree section or the selected Tag Set in the list of tags.
Pic. 16 Tag Search

The “X” icon, located next to each tag, removes the tag from the list of tags related to a particular contact. Tags can be created in the web version of CiviMobile. Follow these steps to add tags:

  • Navigate to Contacts > New Tag in the main menu.
  • Click on the required tag from the list of existing tags to delete it if need be
  • Click “Add Tag” button to open the New Tag window
  • Fill in the required fields (select “Contacts” in the field “Used for” only) (Pic. 17)
Pic. 17 New Tag

Tags can be grouped in tag sets (i.e People Care About tag set might contain the tags “affordable housing”, “racial justice”, or “water quality”)

Follow these steps to add tag sets:

  • Go to Contacts > New Tag in the main menu (Pic. 18)
  • Click the “+” button in the upper left corner to open the New Tag Set window
  • Fill in the required fields (select “Contacts” in the field “Used for” only)
  • Add tags to the tag set.
Pic. 18 New Tag Set

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6.9.Quick Notes #

Take over the information overload, jot down or share some insights from recent events, appointments by adding, viewing or editing notes in CiviMobile.

Follow these steps to access the notes:

  • Tap “More” button on the Menu tab bar of the contact profile
  • Select “Notes” menu button  (Pic. 19) You’ll see the basic info about the note: title, short description, contact name of a person who created a note and date.
Pic.19 Notes Screen
  • Tap the selected note to view the Note details screen which includes (Pic. 20): subject, author’s name (printed in blue allows access to the profiles, when in red – the access is restricted ), view mode (private or public), note.

To edit or delete the note tap “Delete” or “Edit” icon in the upper right corner.

Pic.20 Note DetailsPic.21 Edit Note

Follow these steps to create a note (Pic. 21):

  • Tap the “+” button in the upper right corner to access the Note screen
  • Fill in the required details: subject, privacy option selection (“None” button allows public view; “Author Only” allows only admin user to access view mode), note itself
  • Tap “Save” button.

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7. Memberships #

Keep up with your membership statuses and membership statuses of your contacts with CiviMobile app.

Follow these steps to check your membership status or membership due dates of your contacts:

  • Tap “More” button on the Menu tab bar of the contact profile
  • Select “Memberships” menu button (Pic. 1)

The information displayed includes: Membership Type (general (regular), student, honorary members etc)*, start/end date of the membership, membership fee, submission date and payment method.

Pic. 1 Membership Details

Once the membership is about to expire, renew it in one tap “Renew” button. *Membership records and types are added in the web version of CiviMobile.

Follow these steps to create new Membership record:

  • Go to Memberships > New Membership
Pic. 2 New Membership Record Web

To set up additional membership types follow these steps:

  • Go to Administer > CiviMember > Membership Types
  • Select “Add Membership Type” (Pic. 3)
Pic. 3 New Membership Type Web

You can cancel or edit membership by searching for a particular contact and then clicking on the Membership tab. You can now edit or delete the record.

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8. Contributions #

Monitor where the donations come from and track their history with CiviMobile Contributions functionality. You will see the whole picture of all annual transactions made by you or organization members since the first contribution.

The information displayed includes: the financial type title, the date the contribution was received, amount, contribution status.

Follow these steps to track contributions:

  • Tap “More” button on the Menu tab bar of the contact profile
  • Select “Contributions” menu button
  • View the Contributions list on the screen (Pic.1)
Pic. 1 Contributions

The All Contributions section displays the following information:

  • Type of financial contribution;
  • The date the contribution was received;
  • The amount submitted
  • Contribution status

Tap “Summary” button to find two tabs, giving information about contributions made in the current calendar year (Current tab) and for the whole period (Total tab) (Pic. 2).

Pic. 2 Contributions Summary

The information displayed includes:

  • Amount – amount of contributions with status Completed
  • Average amount – average amount of contributions with status Completed
  • Completed – contribution totals with status completed

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9.Events #

Turn event management into a hassle-free experience with CiviMobile app:

  • It provides a solution supporting events viewing, sharing, planning and registration. You’ll be able to check the venue location and invite to the event by email.
  • Use CiviMobile app to register for the event conveniently on your phone. Event Registration functionality also allows registering other contacts for the event.
  • CiviMobile delivers mobile optimized ticketing for the convenience of event organizers and participants.
  • See about every part of attendee management by reviewing the participant list for the event, statuses and optimizing the event check-in process with QR scanner functionality.

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9.1.View Event Details #

A list of all events created in the system, sorted by date, will be displayed on the Events List screen with two available sections: My Events, All events.

Follow these steps to view the events details:

  • Select “Events” on the lower tab of the menu bar panel to be navigated to the Event List Screen
  • Go to the All Events section to view the list of events created in the system with date and type specified.

The “Filter” button is located on the upper right of the Events List screen and allows selecting certain types of events for display based on the date and event type (conference, exhibition, fundraiser, meeting, performance, workshop) (Pic. 1)

Pic. 1 Events List
  • Tap the selected event to be navigated to the Event Details screen. On the Event details screen you will see full description of the event with start/end date, address, venue, Google Map location, contact phone, contact e-mail, attached files. You may also use social media tabs to share the event or tap the event registration button.

My Events section displays the events the contact is registered for. The events are sorted by date with more details coming upon the tap on the specified event. The details include (Pic. 2): description, start/end date, participants, contact email, address, Google Map location, contact e-mail.

Pic. 2 Event Details

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9.2.Registration #

A user will need Event Owner permission to be able to Register participants.

Follow these steps to register for the event:

  • Navigate to the Event Details Screen (see View Event Details section)
  • Tap the event registration button to be redirected to the Event Registration screen 
  • The registration form is automatically populated with data (the contact first and last name, email)
  • Tap “Register” to be redirected to the Successful Registration Screen

Follow these steps to register participants for the event:

  • Go to the Participants section on the Event Details screen
  • Tap the contacts icon to view the Participants List page
  • Tap “+” button in the upper right corner (assuming a user has corresponding permission) to be redirected to the Event Registration screen* (Pic 3).
  • Press +” button next to contacts to navigate the Search Contact screen and select participants. The “+” button next to Participant role and  Participant status assigns a role to participants (attendee, volunteer, host, speaker) and a status accordingly.
Pic. 3 Event Registration

In case of paid registration, the Event Fee(s) section will additionally appear on Event Registration screen.

  • Tap “Registerbutton to complete the registration for selected contacts  

*Event fee(s) are created in the web version. Navigate to Event (top menu) > Dashboard > Configure >Fees (Pic. 4).

Pic. 4 Add Event Fee

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9.3.Ticket #

After the registration has been completed, the participant will receive a ticket with QR code for use at the event entrance. The event will now appear in the My Events section. 

Follow these steps to view a ticket for the selected event (Pic. 5):

  • Tap the selected event to be navigated to the Event Details screen
  • Find the Ticket icon in the upper right corner of the screen to move to the Ticket screen.
Pic. 5 Ticket View

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9.4.Check-in participants #

Follow these steps to review the list of registered contacts for the event (Pic. 6):

  • Select “Events” on the lower tab of the menu bar panel to be navigated to the Event List Screen
  • Go to the All Events/My Events section and select the required event to be redirected to the Event Details section
  • Access the Participants section which takes you to the Participants screen (available for users with permission to view the participants)
Pic. 6 Participants

Follow these steps to check-in the participants:

  • Tap the QR icon in the upper right corner 
  • The phone switches to scanner mode
  • Check-in a participant by scanning their ticket (Pic. 7)
  • After a participant has been checked, the participant’s status check-box on the Participants list screen changes from Registered to Attended.

Unchecked checkbox means a participant has not shown yet (status registered in database); checked and gray checkbox means that a participant is present already.

Attended status check-box is editable (Pic. 8).

Pic.7 QR CodePic.8 Check-in

Check-in screen is available for the event owner only. It allows keeping track of participants attendance. A user will also need Event Owner permission to change the status of the participants on the Participants list screen of the registered event (Pic. 6).

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10.Activities #

Use Activities to generate, edit and view all the actions you perform when interacting with the organization members, partners or contributors. The CiviMobile screen for Activities helps to keep the list of tasks organized not to miss out on any of them. 

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10.1.View Activity List #

Follow these steps to view the list of events:

  • Select “Activitieson the lower tab of the menu bar panel to be navigated to the Activities List Screen 

The Activities List Screen displays a list of activities along with the associated data (action to be taken, name, time and date, status) and allows the user to process and manage activities. The records are organized with respect to the activity start date, the nearest will be the first in the list (Pic. 1)

  • Tap an activity filter option located on the upper right of the Activities List screen to select certain activities for display based on the date, status, role (responsible, performer etc.), type (booking, contribution, conference, change membership status, change registration, email, etc.)(Pic. 2) 

 

Pic.1 Activities ListPic.2 Filter

The system default is to show all activities. 

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10.2.View Activity Details #

From the Activities List Screen expands further to give you a clear picture of all the essential details related to the specific activity.  

Follow these steps to view the activity details (Pic. 3):

  • Navigate to the Activity List Screen by tapping Activities” on the lower tab of the menu bar panel
  • Select the required activity from the list to be redirected to the Activity Details Screen
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Pic. 3 Activity Details

Tapping the specific activity, gives you the following details based on the activity type: 

  • name, 
  • date and time, 
  • activity type, 
  • status, 
  • priority, 
  • performer, 
  • creator, 
  • responsible one, 
  • details, 
  • duration. 

The activity details are editable and can be accessed from the Activity details screen upon a tap on the pencil icon in the upper right corner (Pic. 4).

Pic. 4 Edit Activity

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10.3.Create New Activity #

Follow these steps to create a new activity (Pic. 5):

  • Select “Activities” in the main menu bar 
  • Tap “+” button in the upper right corner
  • Fill in the details (name, date and time, activity type, status, priority, performer, creator, responsible one, details, duration)
  • Tap “Save” button located in the upper right corner.

 

Pic. 5 Create Activity

Activity types are added in the web version of CiviMobile. Follow these steps to add activity types:

  • Go to Administer > Customize Data and Screens > Activity Types
  • Click “Add Activity Type” button and fill in the required fields:
Pic. 5 Add Activity Type

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11.Cases #

Get a big picture by viewing the activities not as separate tasks but as a series of related interactions within cases. When a sequence of activities relate to the over-arching subject of your interactions with the organization members, partners or contributors, make use of cases to better manage the workflow, distribute case-related tasks and coordinate activities.

 

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11.1.View Case List #

Follow these steps to review the list of cases:

  • Select “Cases” on the lower tab of the menu bar panel to be navigated to the Cases List Screen

The Cases list Screen displays a list of cases along with the associated data (name, date, status). The records are organized with respect to the activity start date, the nearest will be the first in the list (Pic. 1).

  • Tap a case filter option located on the upper right of the Cases List Screen to select specific cases for display based on the case name, date, role or type (Pic. 2).

The system default is to show all activities. 

Pic. 1 Case ListPic. 2 Filter

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11.2.View Case Details #

The activities details are displayed in a list under the over-arching subject-related case details.

Follow these steps to view the case details (Pic. 3):

  • Select “Cases” from the main menu bar to view the Case List Screen
  • Tap the required case from the list to be redirected to the Case Details Screen.
Pic. 5 Case Details

The Case Details screen expands to include several sections:

    1. Information about the case consists of such fields:
        • case name;
        • date
        • case type;
        • status
    2. The Activities section lists all case-related activities with basic information:
        • activity type
        • activity name
        • date and time
        • status

      Select the required activity to view all necessary details or tap the add button in the Activities section field to create new activity within the case.

    3. The Participants section includes a list of participants with assigned roles. Select the contact to view the contact profile details (phone, email, address, calendar) or tap “Add” button in the Participants section field to assign a role and contact to the case.

Cases are created or edited in the web version of CiviMobile.

Follow these steps to create or edit new case:

  • Go to Administer > CiviCase > Case Types
Pic. 6 New Case Type
  • Click “Edit” button or “New Case Type” button and fill in the required fields
Pic. 7 Case Type

Case Rolesselect the roles you wish to be included from “Add role” drop-down shown below the listing of roles or  create a new custom role by clicking the drop-down and typing the name of the new role into the field. You may also mark one of the roles as “Assign to Creator” or  Is Manager.

Pic. 8 Roles

Actitvity Types – navigate to the Activity Types tab and create a list of custom activity types (phone call, email, meeting, follow up) that users might want to add to  the case. 

Use the Max Instances element to specify the number of times a certain activity type can be used in a case. 

Pic. 9 Activity Type

Standard Timeline –  is a standardised workflow for a case type. It starts with a predefined activity (Open Case) then select/ create an activity using the drop-down list. Activities are scheduled using the Reference and Offset fields and relative to the date the case is opended.  Select any activity in the case type as a reference which activates an additional activity. You can use the end date of a case (i.e the final defined activity) as your reference and use negative offset values to schedule activities as in the example.

Pic. 10 Standard Timeline

The Select option is used when there are multiple instances of the reference activity type and it allows you to select whether the oldest or most recent instance of the reference activity should be used.

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