Activities Calendar

TABLE OF CONTENTS  [Hide]

Introduction
Navigating Activities
Searching Activities
Creating Tasks
Creating Events
Deleting Activities
Printing Activity Details
Customizing Activities

Introduction

Activities plays an important role in daily business operations. Activities can be either time bound calendar events, such as meetings, seminars, appointments, etc or status bound tasks, such as send status report to manager, send e-mail to customer, etc. In Zoho CRM most of the records have activities as a related list for a better 360 degrees view. You can associate activities with modules, such as leads, accounts, contacts, potentials, campaigns, etc.

You can perform the following operations in Activities module:

• Navigate activities
• Search activities
• Manage tasks
• Manage events
• Delete activities
• Customize activities

Navigating Activities

You can navigate activities from the Activity List.

To navigate activities

1. Click the Activities tab.
2. In the Activities Home page, under the Activity List section, select Tasks or Events from the View drop-down list to display the list of tasks or events respectively.
3. In the Activity List section, click the Previous or Next link to access the respective list of activities.

Searching Activities

You can search the activities alphabetically or filling the required information in the Search box.

To search activities

1. Click the Activities tab.
2. In the Activities Home page, under Find Activities section, specify the search criteria in Search box and click the Go button. You can also use the alphabetical search links.
3. In the Activity List page, a list of activities is displayed as per your search criteria.

Creating Tasks

Tasks are displayed under the Zoho CRM user's Home page, Activities page, and some of the related modules, such as Leads, Accounts, Contacts, etc.

List of Standard Task-related Fields

In the Task: Edit form, you need to specify the task-related information. The following table provides descriptions of the various fields in the form.

Field Name	Description	Data Type
Subject*	Specify the subject of the task. This is a mandatory field.	Text box, alphanumeric (50)
Due Date	Specify the due date of the task.	Date (yyyy/mm/dd)
Priority	Select the priority of the task.	Pick list
Assigned To*	Select the user to whom the task is assigned. This is a mandatory field.	Picklist
Status	Select the status of the task.	Pick list
Select Module	Select the modules other than contact and lead name with which the task is associated.	Pick list
Select Contact/Lead	Select the contact or lead name with which the task is associated.	Pick list
Send Notification Email	Select the check box to send a notification about the task to the Zoho CRM user to whom the event is assigned.	Check box
Description	Specify any additional details about the task.	Text Area (long text)

To create tasks

1. Click the New Task link. Alternatively, click the Task button from records, such as leads, accounts, contacts, potentials, cases, and others.
2. In the Task: page, specify the task-related information. Refer to List of Standard Task-related Fields section for more details about mandatory fields.
3. Click Save. Task details are displayed in Activities page under Activity List.

Creating Events

Events are displayed under Zoho CRM user's Home page, Activities home page, Calendar, and other related modules.

You can perform the following operations in Events module:

• Create events (Form filling and quick create options)
• Search events (Alphabetical/Advanced search)
• Navigate events through Events List
• Associate events with other records

List of Standard Event-related Fields

In the Event: Edit form, you need to specify the event-related information. The following table provides descriptions of the various fields in the form.

Field Name	Description	Data Type
Subject*	Specify the subject of the event. This is a mandatory field.	Text box, alphanumeric (50)
Event Owner*	Displays the user to whom the event is assigned. This is a mandatory field. This is a mandatory field.	User Name
Start Date & Time*	Specify the starting date and time of the event. This is a mandatory field.	Mini Calendar
End Date & Time*	Specify the completion date and time of the event. This is a mandatory field.	Mini Calendar
Select Module	Select the modules other than contact and lead name with which the event is associated.	Pick List
Venue	Specify the location of the event.
Select Contact/Lead	Select the contact or lead name with which the event need to be associated.	Lookup
Select Contact/Lead	Select the contact or lead name with which the event need to be associated.	Lookup
Send Notification E-mail	Select the check box to send a notification about the event to the Zoho CRM user to whom the event is assigned.	Check box
Invitees	Specify email ID of the event participants	Lookup, Email ID
Repeat Event	Select this option to repeat the same event in future. Options: Daily, Weekly, Monthly, and Yearly
Send Reminder	Select this option to send reminder before start of the event.	Pick List
Description	Specify additional details about the event.	Text Area (32 Kb)

To create events from Activities

1. In the Zoho CRM Home page, click the New Task link. Alternatively, click the Task button from records such as leads, accounts, contacts, potentials, and trouble tickets.
2. In the Task: page, specify the task-related information. Refer to the List of Standard event-related Fields section for more details about mandatory fields.
3. Click Save. Task details are displayed in Activities page under Activity List section.

To create events from Calendar

1. Click the Calendar.
2. In the Calendar page, by default, Day View is displayed. Click the time (for example 08:00 hrs), at which you have to set up a event.
3. In the pop-up dialog, select the event option, type the subject in Subject field, and click the Save button.
4. In the Activity <event Name> page, click the Edit button to update the event details.
5. In the Activity <event Name> page, enter the other event related details. Refer to List of Standard event-related Fields section for more details.
6. Click Save.

Note: Events get closed at the specified elapse time and date by itself. There is no status update for the events. 

Deleting Activities

Occasionally, you may need to remove some of the unnecessary activities from the Zoho CRM system for a better user experience. You may consider removing activities that are not useful for future reference.

Warning: Deleting activities is a destructive operation, hence use this option judiciously.

To delete activities

1. Click the Activities tab.
2. In the Activities: Home page, select the activity.
3. In the Activity: <Activity Name> page, click Delete.
4. In the Confirmation dialog, click OK to delete the activity permanently.

Printing Activity Details

You can view a printable form and print the activity details using browser’s Print function.

To print activity details

1. Click the Activities tab.
2. In the Activities: Home page, under the Activity List section, select the required activity.
3. In the Activity: <Activity Name> page, click the Print Preview button.
4. In the Activity: < Activity Name> page, click the File -> Print Page button to print the document.

Customizing Activities

(Access Privilege: Customize ZohoCRM.com permission)

Customization of the activities module includes, renaming the tab name, modifying the pick list values in standard fields, adding new custom fields, and modifying activities (tasks and events separately) page layout as per activity management requirements.

For more details refer: Customizing Zoho CRM

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