Scheduling an activity

Use the Activity detail view to add or modify 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, modify, complete, accept or 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:

Complete or delete an activity. See Completing an activity
Modify an activity. See Modifying an activity
Schedule an activity.

To schedule an activity:

Click the required Activity type to schedule (Phone Call, Meeting, To-Do, or Personal Activity) on the Schedule menu.

Note: You can also click the Activities tab, and click Schedule Phone Call), or Schedule Meeting, or Schedule To-Do in any detail view. If the tab is not visible, click More Tabs. See More tabs.
Select an item from the list in the Regarding field.
Use the Location field to specify a location, or use the Availability tab to select a location resource.
Select the category of the activity in the Category field.
Select the importance of the activity in the Priority field.
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.
  - Click Calendar in the Start Time field 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.
  - Click Calendar in the Start Time field to select the date and time when the activity must occur, and then click OK.
  - Specify a value from the list in the Duration field.
Select the Alarm check box to set an alarm to notify you before the activity begins.
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.
Note:
- This option is only available if Timeless is selected.
- 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.
Click Find and use the lookup in the Leader field to select a leader if someone other than you is leading 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.
Type any notes for the activity in the Notes field.
Add the required records to associate with the activity under Associations:

Note: When you add an association, the activity displays on the Activities tab in the Associated detail view.
1. Click the drop-down arrow and select the type of record to associate, and then click the Associate icon.
2. Use the Lookup to find the records to associate with the activity, and then click Add Selected.
  Note: When you associate a record, related records are also associated automatically. For example, when associating a contact, the related account is also associated. To remove the associated record, click Delete.
3. If you associate contacts or leads, you are asked 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 to associate.
Hover over the record name to view limited detailed information after associating a record. The details that display depend on the record type.

Note: 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. See Availability tab

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

Note: Attendees are automatically added as associations and associated contacts or leads can be selected to be added as Attendees.
Click the Recurring tab to select how often the activity occurs (Once, Daily, Weekly, Monthly, Yearly). See Scheduling a recurring activity.
Click the Attachments tab to add or view a document or URL. See Attachments tab.

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 do not have calendar access, then the member can only view, copy or save attachments.
Click OK.