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Calendar and Activities > Managing Calendars and Activities > Working with Activity Lists
Working with Activity Lists
You can open the Activity List page from a record Detail page or from a Calendar page. The list of records that is shown when you open the Activity List page depends on how you access the page.
What Is Shown When You Open the Activity List Page from a Record Detail Page
When you open the Activity List page by clicking the Show Full List link in a list of activity records on a record Detail page, the Activity List page shows the activities that are linked to the record. The list can include open activities, completed activities, or a combination of both, as shown in the following table. In all cases, you see only the records to which you have visibility.
List
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Records Displayed
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Activities
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- The linked tasks on which the completed date is blank.
- The linked appointments on which the completed date and time are later than the current date and time.
- The linked tasks on which the completed date and time are earlier than the current date and time.
- The linked appointments on which the completed date and time are earlier than the current date and time.
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Completed Activities
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- The linked appointments on which the completed date and time are earlier than the current date and time.
- The linked tasks on which the completed date and time are earlier than the current date and time.
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Open Appointments
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The linked appointments where the value in the Completed Date field is not in the past.
NOTE: If the Completed Date field is not populated by the user who creates the appointment, then it is automatically populated with the same value as the End Time field of the appointment.
When an appointment’s completed date is reached, the appointment is removed from the Open Appointments list and becomes part of the Completed Activities list. The information in the Open Appointments and Completed Activities related information sections of the parent record's Detail page is updated when the page is refreshed.
The records in the Open Appointments list are sorted by the date and time in the Start Time field, with the appointment that has the earliest start date and time appearing first in the list.
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Open Tasks
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The linked tasks that do not have a value in the Completed Date field or a status of Completed, provided that your company uses the default set of values for the Status field.
NOTE: When a task is marked as completed, the Completed Date field is automatically populated with the date and time in the time zone of the user who marks the task as completed. Users can also populate the Completed Date field on a task manually. When the Completed Date field on a task is populated, the task is removed from the Open Tasks list and is included in the Completed Activities list.
The information in the Open Tasks and Completed Activities related information sections of the parent record's Detail page is updated when the page is refreshed.
The records in the Open Tasks list are sorted by the Due Date field, with the task that has the earliest due date appearing first in the list.
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Open Activities
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A combination of the Open Appointments and Open Tasks lists.
NOTE: The records in the Open Activities list are sorted by the Completed Date field. Records on which the Completed Date field is blank appear at the bottom of the Open Activities list. Therefore, open tasks appear at the bottom of the Open Activities list, after all open appointments. If you do not want the related open tasks and open appointments on a record Detail page to appear in this order, then it is recommended that your company administrator adds the Open Tasks and Open Appointments related information sections to your record Detail page instead of the Open Activities related information section.
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What Is Shown When You Open the Activity List Page from a Calendar Page
When you open the Activity List page by clicking a Show Full List link on a Calendar page, the list shows all open activities that are assigned to you. Other lists are also available to you in the Activity Lists page. The set of lists that is available to you can include both the standard lists that are distributed with Oracle CRM On Demand and custom lists for your company. Your visibility to records is determined as follows:
- For all lists except the lists of delegated activities, your visibility to records is limited to those activities where your name appears in the Owner field or in the list of users, unless you have the View Private Activities privilege or the Delete Any Activity privilege in your role.
- For lists of delegated activities, your visibility to records is limited to those activities where your name appears in the Delegated By field.
- For all lists, the filter that is applied to the list determines which records are displayed in the list.
NOTE: If your company administrator added you to a group, then a Group Tasks tab appears on your calendar pages.
About Access to Private Activities in the Activity List Page
If you have the View Private Activities privilege and the Can Read All Records setting for the Activity record type enabled in your user role, then you have visibility to all activities that are marked private, regardless of the owner of the activity. The View Private Activities privilege does not allow you to update or delete an activity that is marked private and is owned by another user.
If you have the Delete Any Activity privilege and the Can Read All Records setting for the Activity record type enabled in your user role, then you can delete activities that you do not own or activities that are marked private. Typically, the Delete Any Activity and View Private Activities privileges are given to company administrators only.
What You Can Do From the Activity List Page
The following table describes what you can do from the Activity List page.
NOTE: If you access the Activity List page through a record Detail page, then some of these features may not be available.
To do this
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Follow these steps
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Add activities to books or remove activities from books
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On the Activity List title bar, click Menu, and select Batch Assign book. Complete the steps described in Assigning Records to Books.
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Create a new list of activities
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On the Activity List title bar, click Menu, and select Create New List. Complete the steps described in Creating and Refining Lists.
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Create a task
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On the Activity List title bar, click New Task. On the Task Edit page, enter the required information and save the record.
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Create an appointment
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On the Activity List title bar, click New Appointment. On the Appointment Edit page, enter the required information and save the record.
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Delete all records from the list
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On the Activity List title bar, click Menu, and select Batch Delete. Complete the steps described in Deleting and Restoring Records.
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Export the list
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On the Activity List title bar, click Menu, and select Export List. Complete the steps described in Exporting Records in Lists.
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Find an activity (task or appointment)
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Click the Subject column header to sort the data. Then click a letter in the alphabet bar. For activities beginning with numbers, click 0-9.
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Manage all the activities lists
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On the Activity List title bar, click Menu, and select Manage Lists. Complete the steps for your required task described in Manage Lists Page.
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Refine the search criteria for the list
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On the Activity List title bar, click Menu, and select Refine List. Complete the steps described in Creating and Refining Lists.
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Restore a deleted list of records
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On the Activity List title bar, click Menu, and select Batch Restore. For more information about restoring deleted lists of records, see Deleting and Restoring Records.
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Show more/fewer records
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In the Number of records displayed drop-down list at the bottom of the page, select a number of records to see at one time.
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Update a group of activity records at once
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On the Activity List title bar, click Menu, and select Mass Update. Complete the steps described in Updating Groups of Records.
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Update an activity
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Edit fields inline on the Activity List page or select the activity to open the Details page. For more information on updating records, see Updating Record Details.
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View a subset of activities (tasks or appointments)
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On the Activity List title bar, click the drop-down list and change the selection (Completed Tasks, Open Tasks, My Tasks, or My Appointments).
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View all activities (tasks and appointments)
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On the Activity List title bar, click the drop-down list and select All Activities.
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Standard Activity Lists
The following table describes the standard lists.
Activity List
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Filters
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Completed Tasks
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Tasks that have a completed date in the past
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Delegated Tasks - Completed
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Tasks that have your name in the Delegated By field and that have a completed date in the past
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Delegated Tasks - Open
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Tasks that have your name in the Delegated By field and that have a blank completed date or a completed date in the future
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Delegated Tasks - Overdue
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Tasks that have your name in the Delegated By field and that are overdue
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My Activities
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All of your activities, including tasks and appointments
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My Appointments
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All of your appointments
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My Daily Calls
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Referral calls, review calls, or birthday calls to make today
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My Open Tasks
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Your tasks on which the Completed check box is not selected and that are due to be completed in the next 90 days
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My Tasks
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All of your tasks
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My Weekly Calls
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Referral calls, review calls, or birthday calls to make this week
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Open Activities
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Combined list of:
- Tasks assigned to you that have a blank completed date or a completed date in the future
- Future appointments that are assigned to you
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Open Tasks
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Tasks on which the Completed check box is not selected and that are due to be completed in the next 90 days
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Planned Calls
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Your planned calls
NOTE: This list is specific to Oracle CRM On Demand Life Sciences Edition.
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