Completing an Activity

When you complete an activity or mail merge, the related details are saved in the Notes/History tab for the related records.

You can complete a scheduled activity, or an unscheduled activity, such as an unplanned phone call.

If you do not want to complete the activity, click Cancel to return to the previous view.

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, sales orders,quotes, campaigns, returns, defects or tickets that you can access.

To complete

  1. You can perform one of these:
    • Open the activity you want to complete, and click complete_new.
      Note: If you click Complete from the Edit view, any changes you made is automatically saved and visible in the Complete Activity view.
    • From any of the Activities tabs, click Complete.
    • From the Activities List view, right-click an activity and select Complete Activity.
    • On the Schedule menu, select Complete an Activity. From the Complete an Activity dialog box, you can select a scheduled activity or create a new unscheduled activity to complete.
    • On the Alerts or Alarms tab, select the activity you want to complete, then click (Complete Selected Activities).
  2. If you selected a recurring activity and are prompted, select Complete this Occurrence or Complete all Occurrences, and then click Continue.
  3. Specify this information:
    Regarding
    The purpose of activity.
    Location
    The location at which the activity is organised.
    Category
    The category in which the activity is set.
    Priority
    The priority set for the activity.
  4. Perform any one 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.
    • Click the Duration drop-down arrow and select a value from the list.
  5. If required, modify the Completed date. To modify the date, click (Calendar) to select the date and, if necessary, time.
  6. If required, modify the Scheduled date. To modify the date, click (Calendar) to select the date and, if necessary, time.
  7. In the Result field, select an item from the list.
  8. In the Leader field, click (Find) and use the lookup to select a leader if someone other than you completed 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.
  9. Under Associations, add the records you want to associate with the activity.
    Note: When you add an association, the activity will appear on the Activities tab on the associated detail view.
    1. Click the drop-down arrow and select the type of record you want to associate, and then click the Associate icon.
    2. Use the Lookup to find the records you want to associate with the activity, and then click Add Selected.
      Note: When you associate a record, related records may be associated automatically. For example, when associating a contact, the related account is also be associated. To remove the associated record, click the (Delete) icon.
    3. If you associated contacts or leads you will be asked if you want to add the contacts or leads as attendees.

      * To add associated contacts or leads to the Attendees tab, click Yes.

      * To leave the records as associations only, click No.

    4. Repeat steps a-c for each record you want to associate.
  10. In the Notes field, specify any additional information about this activity.
  11. If necessary, specify a follow-up activity in the Follow-Up field. Select the Carry Over Notes or Carry Over Attachments check box to copy notes or attachments from this activity to the follow-up activity.
  12. Click the Availability tab to select and view members and resources who participated in the activity.
  13. Click the Attachments tab to add a document or URL to the activity.
  14. Click the Attendees tab to include additional contacts and leads who are expected to attend the activity. Any contacts or leads on the Attendees tab will see a history record of the completed activity on the Notes/History tab on the associated Contact and Account Detail view or Lead Detail view.
    Note: Attendees are automatically added as associations and associated contacts or leads may be selected to be added as Attendees.
  15. Click As Scheduled to complete the activity using the Scheduled date and time. Or, click Now to complete the activity using the current date and time. If you scheduled a follow-up activity, the Schedule an Activity dialog box appears for you to complete.
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