Creating Sales Tasks and Adding Notes for a Lead or Opportunity

This chapter provides an overview of sales tasks and discusses how to:

Create and assign sales tasks.
View and manage tasks.
Add notes and attachments.

Understanding Sales Tasks

A task is any day-to-day activity, such as a meeting or a conference call, that you add to your calendar. You use tasks in many PeopleSoft Enterprise Customer Relationship Management (PeopleSoft CRM) applications.

See Working with Tasks.

A sales task is any day-to-day activity associated with managing a lead or an opportunity. Sales tasks might include making sales calls, attending meetings, or following up on prospects. You can use functionality in the Lead component (RSF_LEAD_ENTRY) and the Opportunity component (RSF_OPPORTUNITY) to manage sales tasks.

Creating and Assigning Sales Tasks

This section discusses how to create and assign sales tasks.

Pages Used to Create and Assign Sales Tasks

Page Name	Object Name	Navigation	Usage
Lead - Tasks	RB_TSK_EDIT_GRID	Sales, Search Leads. Select a lead, and select the Tasks tab.	Create and track sales tasks to follow up on a lead, close a sale, or convert a lead to an opportunity.
Opportunity - Tasks	RB_TSK_EDIT_GRID	Sales, Search Opportunities. Select an opportunity, and select the Tasks tab.	Create and track sales tasks that are needed to follow up on an opportunity and close the sale.

Page Name

Object Name

Navigation

Usage

Lead - Tasks

RB_TSK_EDIT_GRID

Sales, Search Leads.

Select a lead, and select the Tasks tab.

Create and track sales tasks to follow up on a lead, close a sale, or convert a lead to an opportunity.

Opportunity - Tasks

RB_TSK_EDIT_GRID

Sales, Search Opportunities.

Select an opportunity, and select the Tasks tab.

Create and track sales tasks that are needed to follow up on an opportunity and close the sale.

Creating and Assigning Sales Tasks

Access the Lead - Tasks page or the Opportunity - Tasks page.

Note. The Tasks page appears in both the Lead component and the Opportunity component. While the following example shows the Lead component, the information applies to both leads and opportunities unless otherwise indicated.

Identify each task that is required to manage the lead or opportunity and close the sale. When you identify tasks and save the page, the system saves the task to the calendar and to the task list.

	Click the Task Details button to access the Task Details page and enter or view detailed information about the task.
Task Subject	Enter a description of the task.
Task Type	Select a task type. Set up task types on the Tasks Type page under Common Definitions, Task Management.
Task Status	Select the task status. Values are Cancelled, Completed, In Process, and Open.
Task Priority	Select the task priority. Values are High, Medium, and Low.
Start Date	Enter a start date for the task.
Start Time	Enter a start time for the task.
View	Filter the tasks that appear in the Task Summary list. Values are All My Tasks, My Closed Tasks, and My Open Tasks. The default is My Open Tasks.

Assign Task

Task Subject	Enter a description of the task.
Owner Name	Enter the user to whom the task is assigned.
Contact Name	Enter the name of the contact person for the task.

Set End Date

End Date and End Time

Enter the date and time when you expect to complete the task.

Comments

Enter comments describing the task.

Managing and Viewing Tasks

This section discusses how to:

Manage and view tasks.
Associate a task with a lead or opportunity.

Pages Used to Manage and View Tasks

Page Name	Object Name	Navigation	Usage
Task Details	RB_TSK	Sales, Search Leads or Sales, Search Opportunities Select a lead or opportunity, select the Tasks tab, and then click the Task Details icon next to the task that you want to view or edit. Click the Add Calendar Entry button in the My Calendar component. Click the Add Task button on the My Tasks page.	View task details.
Transactions for the Task	RB_TSK_TXNS	On the Task Details page, click the View or Link Transactions link.	Associate a task with a lead or opportunity.
My Tasks	RB_TSK_MY_TASKS	My Tasks	Manage and view tasks.
Monthly Calendar	RB_TSK_CALENDAR	My Calendar	View tasks in calendar format.

Managing and Viewing Tasks

You can view tasks in several ways:

Access the Lead - Tasks page or the Opportunity - Tasks page for a specific lead or opportunity.
Click the Task Details icon next to a task on the Lead - Tasks page or the Opportunity - Tasks page to access the Task Details page, where you can view or edit details for the task.
View the calendar to determine the tasks that are due to begin on various dates, and click a task to access the corresponding Tasks page.

See Using Calendars.
Access the My Tasks page for a list of tasks.

Access the Task Details page.

Note. When you enter and save a task on the Lead - Tasks page or the Opportunities - Tasks page, the system associates the task with a lead or opportunity and writes that task to the calendar (if applicable for the selected task type). However, when you enter a task directly into the My Calendar component or the My Tasks component, the system does not associate it with a lead or opportunity. You must click the View or Link Transactions link on the Task Details page to associate the task with a lead or opportunity.

Lead and Opportunity

The systems displays a link to the lead or opportunity with which the task is associated. Click the link to view the lead or opportunity.

View or Link Transactions

Click this link to access the Transactions for the Task page, where you can associate the task with a lead or opportunity.

Associating a Task with a Lead or Opportunity

Access the Transactions for the Task page.

Primary

Select this check box to indicate the primary transaction to which the task belongs. A task can be associated with multiple transactions. In that case, one transaction must be designated as the primary transaction for the task.

Transaction

Select Lead or Opportunity to link the task with a lead or opportunity.

Lead or Opportunity

The system displays one of these fields after you make a selection in the Transaction field. Select a lead or opportunity with which the task is associated.

Add Transaction

Click this button to associate the task with the lead or opportunity that you selected.

Adding Notes and Attachments

This section discusses how to enter and view notes and attachments.

Pages Used to Add Notes and Attachments

Page Name	Object Name	Navigation	Usage
Lead - Notes	RSF_LEAD_NOTES	Sales, Search Leads Select a lead, and then select the Notes tab.	Enter notes and attachments related to the lead.
Opportunity - Notes	RSF_OPP_NOTES	Sales, Search Opportunities Select an opportunity, and then select the Notes tab.	Enter notes and attachments related to the opportunity.

Page Name

Object Name

Navigation

Usage

Lead - Notes

RSF_LEAD_NOTES

Sales, Search Leads

Select a lead, and then select the Notes tab.

Enter notes and attachments related to the lead.

Opportunity - Notes

RSF_OPP_NOTES

Sales, Search Opportunities

Select an opportunity, and then select the Notes tab.

Enter notes and attachments related to the opportunity.

Entering and Viewing Notes and Attachments

Access the Lead - Notes page or the Opportunity - Notes page.

Note. The History page appears in both the Lead component and the Opportunity component. Although the following example shows the Opportunity component, the information applies to both leads and opportunities.

Select

Select this check box to indicate that you want to send the note to the customer by email or to view the entire note.

Subject

Click to display the Note Details section at the bottom of the page.

Email

Click this button to access the Outbound Email page, where you can send an email message with notes and attachments to the customer.

View

Click to view the entire note.

Add Note

Click to display the Add a Note section at the bottom of the page.

Apply Note

Click to add the note to the Notes Summary section of the page.

Add an Attachment

Click this link to add an attachment to the lead or opportunity.

See Working with Notes and Attachments.

Lead and Opportunity	The systems displays a link to the lead or opportunity with which the task is associated. Click the link to view the lead or opportunity.
View or Link Transactions	Click this link to access the Transactions for the Task page, where you can associate the task with a lead or opportunity.

Primary	Select this check box to indicate the primary transaction to which the task belongs. A task can be associated with multiple transactions. In that case, one transaction must be designated as the primary transaction for the task.
Transaction	Select Lead or Opportunity to link the task with a lead or opportunity.
Lead or Opportunity	The system displays one of these fields after you make a selection in the Transaction field. Select a lead or opportunity with which the task is associated.
Add Transaction	Click this button to associate the task with the lead or opportunity that you selected.

Select	Select this check box to indicate that you want to send the note to the customer by email or to view the entire note.
Subject	Click to display the Note Details section at the bottom of the page.
Email	Click this button to access the Outbound Email page, where you can send an email message with notes and attachments to the customer.
View	Click to view the entire note.
Add Note	Click to display the Add a Note section at the bottom of the page.
Apply Note	Click to add the note to the Notes Summary section of the page.
Add an Attachment	Click this link to add an attachment to the lead or opportunity.