Activities - FAQ

Scenario 1: Tasks/Events related to other CRM records:

Currently you cannot import tasks and events related to other CRM records from the Activities module. However, you can import these records from Setup > Data Administration Tools > Migrate data from other CRM page, provided they have the proper mapping-relationship with Leads/Contacts (Who ID) and other CRM entities (What ID). You can use this option if you are importing data from other CRM systems.

Scenario 2: Independent Tasks/Events:

You can use the Zoho CRM - Outlook Plug-in to synchronize your tasks and events between Outlook and Zoho CRM. For more details, refer: Synchronizing Outlook Calendar with Zoho CRM

Ans: In XLS or CSV file ensure that users' Zoho CRM ID is present so that records will be automatically assigned to the corresponding users. Please note that, records with blank values for Zoho CRM ID will be assigned to the person who imports the data. In addition, data belongs to wrong user names will not be imported.

Ans: You can remove the imported data by following these simple steps below:

1. Click on Setup > Data Administration Tools > Import History.
   
2. Check the file that you uploaded and then click on Rollback button.

Ans: In Zoho CRM, users need not close an event manually. The event will be automatically closed once the End Time is elapsed. For example, if the "End DateTime" is 09/17/2007, event will be closed automatically next day, i.e., 09/18/2007.

Ans: By default, Hour View is displayed while clicking on the Mini Calendar. In addition, you can also select the Week or Month view.

Ans: Once the activity (Task or Event) is completed, it is moved to the activity history section so that you can focus only on pending tasks and upcoming events.

How to customize Task Subject?

Ans: By default, Email, Call, Meeting and Send Letter fields are available in Task Subject field. To customize the Subject field as per your requirements follow the steps below:

1. In the Activities homepage select a Task
2. Click Edit
3. Customize the Subject field.

Ans: In order to invite other members for an event, you need to first create and save an event. Then in the Event Details page, below the event in the related list options you will find the Invitees option. Click on Add Invitees to add other members for the event.

Ans: While creating event/task you can set the reminder in the range of 15 min, 30 min, 1 hr ... 12 hrs, ... 1 day .. 6 days, 1 week ... 3 weeks. To set reminders follow these simple steps below:

1. Select a task or an event
2. Click Edit in Event/Task details page and check Remind at and click Save.

Note: Reminder function is available only in the paid version.

Ans: The closed tasks are displayed under Closed Activities related list in each module. You can select the Closed Activities view to track the archives.

Ans: Select the Send Notification E-mail option while creating task/event for the user.

Ans: If you change the record (leads, contacts, accounts and other) owners, all the open tasks/events are assigned to the new record owner.

Ans: Yes you can delete the activities, provided you have delete permission. Use the Delete option available in the Activities home page.

Ans: Yes, you can customize the tasks/events fields.

Ans: Currently you cannot assign a task/event to group of users.

Ans: Yes, you can create tasks/events for other users. First create a task/event and then change the user in Assigned To field.

Ans: In Calendar only events are displayed, as these are time bound, which you have to attend within a stipulated period. Where as tasks are status bound, which can be completed anytime in a specified day.

Ans: Currently you cannot create recurring tasks/events.

Ans: You can send e-mail notification to the user to whom the tasks/event is assigned.

In the Activities tab, we have provided the default view "Today's Tasks". You may use that view to see the current day's activities.

You can edit the view and add the Task Owner from the columns. This will display your name as the owner for the activities.

Can you specify a criteria based on relative date instead of specifying absolute date? For example, I created a new Date/Time Task field called Tickler Date. I would like to add a Criteria to the View that includes all Tasks where Tickler Date is after NOW (where NOW is the current timestamp).

Currently the feature is not available, we have plans to implement this feature in our near future. Once the feature is done, we will keep posted the update.

Currently we dont have the option to have the criteria for variable value for a field. But we do have plans to implement this feature.

You can look at other users events by following the below steps:

1. Click on the Activities tab
2. In the Activities home page, Select "All Events" List View from view drop-down list.

The view page displays the events of all users.

You can associate an account/contact to a task through API. Below is the sample XML for associating an account/contact to a task.

<Tasks>
<row no='1'>
<fieldlabel value='Subject'>test 11111111</fieldlabel>
<fieldlabel value='Due Date'>20/12/2008</fieldlabel>
<fieldlabel value='CONTACTID'>xxxxxxxxxx</fieldlabel>
<fieldlabel value='SEMODULE'>Accounts</fieldlabel>
<fieldlabel value='SEID'>xxxxxxxxx</fieldlabel>
</row>
</Tasks>