Attaching Events, Tasks, and Calls to Records and Transactions
You can create and save activities directly from relationship records, support cases, and transactions. When you create a task, call, or event directly from a record, the activity is created in its corresponding list and attached to the record.
Instructions are included in the following procedures:
You manage activities on the Communication subtab of transactions, relationship records, and case records. The Activities subtab has buttons for different actions as you can see in the following screenshot from a customer record.
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Creating Phone Calls
The following procedure includes the basic information you need to create a phone call from a record or transaction. For detailed information about call, see Working with Phone Calls.
To create phone calls from records and transactions:
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On the Communication subtab, click Activities.
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To schedule a call, click New Phone Call.
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In the popup window, complete the following required fields:
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Subject – Enter the subject of this phone call.
You can enter up to 100 characters.
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Organizer – Select the employee responsible for setting up or making this phone call.
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Status – Select Scheduled.
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Date – Enter a date or click the calendar icon to select a date.
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Complete the following additional fields if needed:
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Phone Number – Enter the number you’ll use for this call.
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Private Phone Call – Check this box to show this call only in your Phone Calls list.
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Reserve Time – Check this box to schedule this call on the calendar of the person organizing the call.
Enter the Start Time and End Time.
This time is scheduled on the calendar for the phone call date.
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Reminder Type – Select how the organizer should be reminded before the call starts.
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Reminder – Select when to send the reminder before the call starts.
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Message – Enter notes or an agenda for the call.
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Click Save.
Creating Tasks
The following procedure includes the basic information you need to create a task from a record or transaction. For detailed information about tasks, see Working with CRM Tasks.
To create tasks from records and transactions:
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On the Communication subtab, click Activities.
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To create a task, click New Task.
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In the popup window, complete the following required fields:
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Title – Enter a name for the task.
This name is the subject line of the e-mail sent to the assignee if you check the Send e-mail box.
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Assigned To – Select who the task is assigned to. Your name appears by default in this field.
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Priority – Select how important the task is.
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Status – Select the current status. The default for new tasks is Not Started.
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Start Date – Enter or select the date to start the task.
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Due Date – Enter or select the date the task needs to be finished.
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Complete the following additional fields if needed:
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Notify Assignee by Email – Check this box to email the person assigned to this task.
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Insert Before – Select where this task should appear on the assignee’s task list.
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Private Task – Check this box so that only the creator of this task or person assigned this task can view the task.
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Date Completed – When finished, select or enter the date the task was completed.
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Reserve Time – Check this box to schedule this call on the calendar of the person organizing the call.
Enter the Start Time and End Time.
This time is scheduled on the calendar for the phone call date.
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Reminder Type – Select how the organizer should be reminded before the task starts.
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Reminder – Select when to send the reminder before the task starts.
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Message – Enter notes or instructions for the task.
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Click Save.
Creating Events
The following procedure includes the basic information you need to create an event from a record or transaction. For detailed information about events, see Working with Events.
To create events from records and transactions:
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On the Communication subtab, click Activities.
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To create an event, click New Event.
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In the popup window, complete the following required fields:
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Title – Enter a name for the event.
This name is the subject line of the e-mail sent to those invited to the event. It also appears on your calendar and theirs.
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Event Access – Select how the event appears to others who have access to this calendar.
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Public – Everyone with access to your calendar can see this event and its details.
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Private – Only you can see this event on the calendar.
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Show As Busy – Everyone with access to your calendar will see this time as busy.
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Organizer – Select the person who's organizing this event. The event organizer is automatically set as an accepted attendee for the event.
If you edit the event to change organizers, the new organizer isn't automatically added to the attendee list.
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Status – Select the status for the event from the following options:
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Confirmed – The event is definitely happening.
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Tentative – The event might happen.
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Canceled – The event won’t happen.
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Date – Enter a date or click the calendar icon to select a date for this event.
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Complete the following additional fields if needed:
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Location – Enter where the event will take place.
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Reserve Time – Check this box if this event requires reserved time on your calendar, such as an hour meeting or another time period you want others to see as not available.
Clear this box for items you want to include on your calendar but don't have a set time, such as birthdays and anniversaries.
If you check Reserve Time, the following fields are available:
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Start Time – (Required) Select when the event starts.
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End Time – (Required) Select when the event ends.
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Reminder Type – Select how the organizer should be reminded before the event starts.
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Reminder – Select when to send the reminder before the event starts.
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Message – Enter the message you want to appear in the email invitation that is sent to attendees and is shown on the event record.
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To invite people to the event, click the Attendees subtab.
For instructions to complete this subtab, see Sending Event Invitations.
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Click Save.