You need an activity to get done? Do not reach out for the phone. Don’t send an email. Instead, follow these simple steps:
- Click on Activities in the left menu
- Click on the activity option
- Fill in the details
The Activity Form
The fields of the activity form are as follows:
- Activity Type: Select the desired activity type: task, call, meeting, email, visit, event
- Activity name: Write a short description of the activity.
Example: Repair 3rd floor air conditioner.
- Description: Add more details to explain the activity if necessary.
Example: the 3rd-floor air conditioner is dripping water when in cooling mode. If nobody answers the door when you get there, find the doorman at building entrance. He has the keys.
- Assigned to: Select the people who will perform this activity. The default is to assign it to yourself. You can select more than one assignee.
- Priority: You can set priority to Low, Normal, or High. This field is useful when sorting activities.
- Scheduled start: Optionally, you can enter a start date for this activity.
- Due date: Enter the date when you want this activity to be completed. You can also make this a recurring activity. A new activity will be automatically created with a new due date pushed forward by the period you select here. User recurring activities for periodically repeating actions like service contract renewals, equipment maintenance, meetings, visits etc.
- Add a reminder: This option lets you set up reminders that will be sent to the assignees. You can add multiple reminders for a single activity.
- Related records: Use this field to connect this activity to other records like customers and orders. When you create an activity under another record, this field will be automatically filled in.
- Tags: Use this field to classify activities easily.
Access Rights and Activities
The bottom section of the activity form has fields to set editors and readers.
Assignees are automatically added to the readers’ list, so they can learn what they are asked to do. They can also update the completion ratio of an activity, even if they are not listed as editors.
Note that editors may change activity names, assignees, and due dates. Do not grant editor rights to assignees if you do not want them to be able to change activity details and due dates.
What happens when you create an activity?
- When you create an activity, it is listed on the activities list as an active activity.
- If it is assigned to others (not yourself), email and mobile notifications are sent to the assignees to inform about the new activity.
- Reminder emails are sent to the reminder times set.
- Daily upcoming due date reminders are sent starting 3 days before the due date.
Note that a user’s notification settings may prevent some of these notifications.
Now that we know how to create an activity, let’s see how an assignee updates it as the activity progresses.
Next Topic: Updating An Activity