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:

Creating Phone Calls
Creating Tasks
Creating Events

You manage activities on the Communication subtab of transactions, relationship records, and case records. The Activities subtab includes buttons for various actions as shown in the following screenshot from a customer record.

Screenshot of the Communication, Activities subtab on the customer record.

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:

On the Communication subtab, click Activities.
To schedule a call, click New Phone Call.
In the popup window, complete the following required fields:
- Subject – Enter the subject of this phone call.
  
  You can enter up to 100 characters.
- Organizer – Select the employee responsible for setting up or making this phone call.
- Status – Select Scheduled.
- Date – Enter a date or click the calendar icon to select a date.
Complete the following additional fields as appropriate:
- Phone Number – Enter the phone number to be used for this call.
- Private Phone Call – Check this box to have this call show only in your Phone Calls list.
- 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.
- Reminder Type – Select the type of reminder the call organizer should receive before the start time of this task.
- Reminder – Select the amount of time before the call start time to deliver a reminder for the organizer.
- Message – Enter notes or an agenda for the call.
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:

On the Communication subtab, click Activities.
To create a task record, click New Task.
In the popup window, complete the following required fields:
- Title – Enter a name for this task.
  
  This name is the subject line of the e-mail sent to the assignee if you check the Send e-mail box.
- Assigned To – Select the name of the person the task is assigned to. Your name appears by default in this field.
- Priority – Select the importance of the task.
- Status – Select the current status. The default for new tasks is Not Started.
- Start Date – Enter or select the date the task should be started.
- Due Date – Enter or select the date the task needs to be finished.
Complete the following additional fields as appropriate:
- Notify Assignee by Email – Check this box to send an email message to the person this task is assigned to.
- Insert Before – Select the placement of this task on the task list of the person the task is assigned to.
- Private Task – Check this box so that only the creator of this task or person assigned this task can view the task.
- Date Completed – When finished, select or enter the date the task was completed.
- 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.
- Reminder Type – Select the type of reminder the call organizer should receive before the start time of this task.
- Reminder – Select the amount of time before the call start time to deliver a reminder for the organizer.
- Message – Enter notes or instructions for the task.
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:

On the Communication subtab, click Activities.
To create an event, click New Event.
In the popup window, complete the following required fields:
- Title – Enter a name for this 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 on the calendars of those invited to the event.
- Event Access – Select how the event appears to others who have access to this calendar.
  - Public – This event and its information appear to everyone with access to the calendar.
  - Private – This event appears only to you on the calendar.
  - Show As Busy – This event appears as a busy time slot to everyone with access to the calendar.
- Organizer – Select the person who is 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 is not automatically added to the attendee list.
- Status – Select the status for the event from the following options:
  - Confirmed – This event is definitely going to occur.
  - Tentative – This event may occur.
  - Canceled – This event will not occur.
- Date – Enter a date or click the calendar icon to select a date for this event.
Complete the following additional fields as appropriate:
- Location – Enter the location where this event will take place.
- 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 do not have a set time, such as birthdays and anniversaries.
  
  When Reserve Time is checked, the following fields are available:
  - Start Time – (Required) Select the time this event begins.
  - End Time – (Required) Select the time this event ends.
  - Reminder Type – Select the type of reminder the call organizer should receive before the start time of this task.
  - Reminder – Select the amount of time before the call start time to deliver a reminder for the organizer.
- Message – Enter the message you want to appear in the email invitation that is sent to attendees and is shown on the event record.
To invite people to the event, click the Attendees subtab.

For instructions to complete this subtab, see Sending Event Invitations.
Click Save.