(Activity management and collaboration 3%) Describe Flashcards
activity management capabilities
task & events, activity timeline, calendars, group tasks, shared activities, multi-day & repeating events
tasks & events
activities can be ether tasks or events. a task is a to-do item with an optional due date. an event is a scheduled calendar event with a duration
activity timeline
a lighting experience feature that shows next steps, including open task and upcoming events, and past activities
calendars
calendars can be personal or public. Personal calendars can be shared with users. public calendars can be shared with public groups, roles and users
group tasks
a group task is a task that can be assigned to up to 100 users, which creates a separate copy of the task for each user
shared activity
can be enabled. Up to 50 contacts, including a designated primary contact, can be related to a shared task or event
multi-day & repeating events
events that last for more than 24 hours and repeating events can be enabled or disabled by navigating to activity settings in setup
specifying activities
related or stand alone:
related: activities
specifying activities
related or stand alone:
related: activities can be related to records such as accounts, contacts, cases, and opportunities
stand alone: activities can be independent as personal task or event
whoID
task and event objects have a whoID field used for relating to lead or contact objects
whatID
task and events objects have a whatID field used for relating to account, opportunity, campaign, case, and other objects
viewing activities
activities can be viewed from the calendar for events or task list on the home page for tasks
activity management salesforce classic vs lightning
classic:
+no activities tab
+activities are created and viewed only from the +related record
lightning:
+task list view is available
+tasks can be created from the list view
+the open activities and activity history related lists are +replace with the activities component.
activities roll up
tasks or events of a contact cam also be displayed in the activity feed of the related account record
activation of roll up
activity settings in setup> enable ‘roll up activities to a contact’s primary account’
what happens when roll up settings are updated?
the activities are affected in different ways.
application:
only new activities are affected
consideration:
existing activities are only affected if they’re updated in a way that causes the roll up to be recalculated, such as when a activity is closed
recommendation:
in an org where contacts can relate to multiple accounts, it is not recommended to update the roll up setting
where can the task list view be accessed?
tasks tab
group tasks
a group task can be assigned up to 200 users
individual task
a separate copy of the ask is created for each other
total task
after the users are selected, and before the task is created, the total number of tasks to be created is displayed
group tasks: classic vs lightning
classic: group tasks can be assigned to a selection of public groups, roles, or multiple users
lightning experience: group tasks can be assigned to multiple users or groups
shared activities
shared activity is a task or event that is related to multiple contacts
limit on shared activities?
50 contacts
what do activity settings control?
general activity behavior and functionality, which can be enabled or disabled like group tasks, activity reminders, multi-day events, recurring tasks and events
activity settings for admins where
in setup
shared activities for admins is enabled how?
is done using the setting “allow users to relate multiple contacts to tasks and events” and can take up to 48 hours
default view for admin activity setting can be set to what?
either related lists or activity timeline
activity settings for users
end users can customize settings for tasks and events
event and task reminders display as what
notification cards
task queues
a task when assigned to a queue can be completed by any queue member.
calendar
visual form of tracking events
file attachments in calendar
if a user creates an event and associates a file to it, anybody with access to the even can also view the file
personal calendar
every user has a personal calendar, owners can grant access to other users
public calendars
administrators can create public calendars and resources
public calendar sharing
these calendars can be shared with different roles by default.
calendar: lightning experience visibility, item limit
individual calendars can be shared or hidden, item limit there is a limit of 150 items that can be displayed in a day or week.
what is a resource calendar
resources, such as computers and other equipment, needed for a meeting can be booked
what do you see on the calendar interface?
a list of the personal and public calendars
what are public calendars vs resource calendars used for?
public calendars are used to manage group activities, while resource calendars can be used to schedule the use of shared resources
who can you share public and resource calendars with?
individual users, roles, or public groups
object calendar
easy way to track upcoming events or campaigns related to an object like closing opportunities
what are repeating events call in lightning experience
event series
activity timeline
displays next steps and past activities on an opportunity, lead, account, contract, and custom objects that have been actively enabled
what are next steps in activity timeline
open tasks and upcoming meetings
what is a activity composer
above timeline, which allows tasks and meetings to be added easily
what is upcoming and overdue in activity timeline
this section displays open due tasks and upcoming events
what are filters in activity timeline
display activities that meet chosen criteria
what are criteria in activity timeline
what you want to filter by. can include data range, ‘all’, ‘my’ activities, activity types, such as email, events, tasks
archived activities
where salesforce permanently stores archived activities, which can be viewed from the timeline by clicking the “view all” option
