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:

To schedule an activity

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 a 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 Category field, select the category of the activity.
In the Priority field, select the importance of the activity.
Determine if the activity is timeless:
- 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 Start Time field, click (Calendar) to select the date when the activity must occur, and then click OK.
- Clear the Timeless check box to create an activity that occurs on a specific date, and a specific time.
  - In the Start Time field, click (Calendar) to select the date and time when the activity must occur, and then click OK.
  - 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. In the box, 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.
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.
In the Notes box type any notes for the activity.
Under Associations, add the records you want to associate with the activity.

Note: When you add an association, the activity appears 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 will also be associated. To remove the associated record, click the (Delete) icon.
3. If you associate 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.
After associating a record, you can hover over the record name to view limited detailed information. The details that display depend on the record type. To hide these details, move the cursor to a different location in the view.
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 Attendees tab to include contacts and leads.

Note: Attendees are automatically added as associations and associated contacts or leads may be selected to be added as Attendees.
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.