2011 User's Guide Copyright

Manage Activities

Create or edit an activity

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

1. 
   Navigate to activity records.
   

- OR -

2. 
   To add new activities from the Activities list, on the Activities tab in the New group, click the type of activity you want to add.
   

3. 
   To add a new activity from a record, click Add New Activity. Select an activity type, and then click OK.
   
4. 
   Enter the information that you want. At a minimum, entering information in the following boxes is useful when you or others in your organization refer to the activity at a later date:
   

• 
  Subject
  

• 
  Regarding
  

• 
  Owner
  

• 
  Duration
  

• 
  Due
  

Tip

• 
  To automatically update the Regarding field with information from a record, click the Expand button in the right pane to open the Form Assistant pane, and then select a record.
  

5. 
   Some activities also have the following optional fields:
   

• 
  Sender
  

• 
  Recipient
  

• 
  Category, Sub-Category
  

6. 
   Click Save or Save and Close.
   

If you are using the activity to track something that has already been completed, on the File menu, click Save as Completed.

When you save an activity as completed, duplicates will not be detected.

Notes

• 
  To create the same activity for multiple records, use a quick campaign. More information: Work with Quick Campaigns (on page 372)
  
• 
  You cannot edit multiple activities at once.
  
• 
  You cannot schedule recurring activities.
  
• 
  You cannot reactivate or edit a closed activity. However, you can add a note to a closed activity.
  
• 
  You cannot change one activity into another type of activity.
  
• 
  You cannot set reminders in Microsoft Dynamics CRM for Microsoft Office Outlook for faxes, phone calls, e-mails, letters, or campaign responses activities created in the Web application or Microsoft Dynamics CRM for Outlook.
  
• 
  When the duration of an activity is more than 60 minutes (an hour), the time you enter is converted into hours. When the activity is saved, the value is rounded up and might change from the entry that was originally displayed when it was converted from minutes into hours. Note that rounding is only observed on the hundredth of an hour. The exact value for the duration, however, is stored in the database in minutes, and this value is used to calculate the total billing time when resolving cases.
  
• 
  The letter and fax activities record when the letter or fax is sent or received. When you create the activity, you attach the letter or fax document, such as a Microsoft Office Word file, to the record. With the mail merge feature, you can write your letter and include Microsoft Dynamics CRM data. More information: Create Customer-Ready Documents and Messages (on page 158)
  

Related Topics Manage Activities 22 Create an Activity in Outlook 446 Send Direct E-mail to Customers 165