Scheduling an Activity

Use the Activity Detail view to add or edit an activity or to see in-depth information about an activity, including date, time, duration, and notes. You can also complete or delete an activity after you schedule it.

Note: The calendar security determines whose activities you can schedule, edit, complete, accept/decline, or delete. You can also view activities associated with contacts, leads, accounts, opportunities, or tickets that you can access.

On this page you can:

Perform one of the following:
- On the Schedule menu, click the type of activity you want to schedule (Phone Call, Meeting, To-Do, or Personal Activity).
- On the Contact, Account, Opportunity, or Ticket Detail view, click the Activities tab, and click (Schedule Phone Call), (Schedule Meeting), or (Schedule To-Do). If the tab is not visible, click More Tabs.
In the Regarding field, select an item from the list.
Use the Location field to specify a location, or use the Availability tab to select a location resource.
In the Start Time field, click (Calendar) to select the date and time when the activity must occur, and then click OK.
You can perform any of these:
- Select the Timeless check box to create an activity that occurs on a specific date, but at no specific time and without a specific duration. Timeless activities are displayed on the Calendar day view.
- In the Duration field, specify or select a value from the list.
Select the Alarm check box to set an alarm to notify you before the activity begins. Type or select a length of time.
Select the Auto rollover to next day check box to automatically roll over the activity to the next day if it is not completed on the scheduled date. This option is only available if Timeless is selected.

Note: A recurring activity cannot be rolled over. If you select this option and then set Recurring options, the Auto rollover to next day option is cleared.
If required, select Contact or Lead.
Click (Find) next to the appropriate box (Name, Company, Account, Opportunity, Ticket) to open the Lookup. Find the record you want to associate with the activity, and then click OK. (If you are scheduling a personal activity, proceed to the next step.)The contact or lead can be added to the Participants tab as the primary. To keep the contact or lead associated with the activity, but select a different primary, click (Find) and select a different contact or lead.

Note: To remove an Account, Opportunity or Ticket from the Activity, click (Remove) next to the appropriate box. Clicking the (Remove) button removes a Contact or Lead from the activity. Contacts and leads must be deleted from the Participants tab.
After selecting a contact or lead, you can hover over the record name to see limited detailed information.
In the Priority field, select the importance of the activity.
In the Category field, select the category of the activity.
In the Leader field, click (Find) and use the lookup to select a leader if someone other than you is leading the activity. Not all users are available. You can only choose a user to be an activity leader if you have access to the user's calendar.
Click the Availability tab to select and check the availability of the members and resources participating in the activity.

Note: You can only add members or resources to phone calls and meetings.
Click the Participants tab to include additional contacts and leads.

Note: If the Show history for all participants option is not selected, then you can view see a history item for only the primary participant. See Setting Activities Options for more information.
Click the Recurring tab to select how often the activity occurs (Once, Daily, Weekly, Monthly, Yearly).
Click the Attachments tab to add or view a document or URL.

Note: If an activity member has calendar access to the activity leader, then the member is able to add or edit attachments. If the member does not have calendar access, then the member can only view, copy or save attachments.
Click OK.