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. See Completing an unscheduled activity

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

Note: The calendar security determines whose activities you can schedule, modify, complete, accept or 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 an activity:

  1. Access the required activity to complete, and click Complete New.
    Note: To complete an activity you can also:
    • Click Complete from any of the Activities tabs.
    • Right-click an activity and select Complete Activity from the Activities list view.
    • Select Complete an Activity from the Complete an Activity window on the Schedule menu. You can select a scheduled activity or create a new unscheduled activity to complete. See Completing an unscheduled activity
    • Select the activity to complete, then click Complete Selected Activities on the Alerts or Alarms tab.
  2. Select Complete this Occurrence or Complete all Occurrences, and click Continue if you selected a recurring activity.
  3. Specify this information:
    Regarding
    The purpose of activity.
    Location
    The location at which the activity is organized.
    Category
    The category of the activity.
    Priority
    The priority set for the activity.
  4. Select the Timeless check box to create an activity that occurs on a specific date, but not at specific time and without a specific duration.
    You can click the Duration arrow and select a value from the list.
  5. Modify the Completed date if required.
    Note:  To modify the date, you can click Calendar to select the date and, if required, time.
  6. Modify the Scheduled date if required.
    Note: To modify the date, you can click Calendar to select the date and, if required, time.
  7. Select an item from the list in the Result field.
  8. Click Find and use the lookup in the Leader field, to select a leader if someone other than you completed the activity.
    Note: Not all users are available. You can only choose a user to be an activity leader if you have access to the user calendar.
  9. Add the required records to associate with the activity under Associations.
    Note: When you add an association, the activity is displayed on the Activities tab in the associated detail view.
    1. Click the arrow and select the type of record you require to associate, and click the Associate icon.
    2. Use the Lookup to find the records you require to associate with the activity, and click Add Selected.
      Note: When you associate a record, related records can be associated automatically. For example, when associating a contact, the related account is also be associated. To remove the associated record, click Delete..
    3. If you associated contacts or leads you are asked if you require to add the contacts or leads as attendees.

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

      To leave the records as associations only, select No.

    4. Repeat steps a-c for each record you require to associate.
  10. Specify any additional information about this activity in the Notes field.
  11. Specify a follow-up activity in the Follow-Up field if required. 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. See Availability tab
  13. Click the Attachments tab to add a document or URL to the activity. See Adding an Attachment
  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 can view a history record of the completed activity on the Notes/History tab on the associated Contact and Account detail view or Lead detail view. See Attendees tab
    Note: Attendees are automatically added as associations and associated contacts or leads can 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.
    Note:  If you scheduled a follow-up activity, the Schedule an Activity window displays for you to complete.
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