Productivity and Collaboration Flashcards
Activities
- Made up of BOTH Tasks and Events
- Can be created from a Parent records or from the task, events, and calendar object home page
- Can be created, viewed, and related to records such as Accounts, Cases, Contacts, and Opportunities
- Can be independent as a personal task or event
- Can be viewed from the Calendar for Events or Task List on the home page for Tasks
- Related to Standalone (Personal Tasks and Events)
Shared Activities
- A Task or Event that is related to multiple contacts (for example, recording attendees of a meeting)
- Up to 50 contacts can be related to a shared Task or Event. This includes a designated primary contact
- When a Primary Contact is selected, the name appears in the ‘Name’ field and can be used in search filters
- MUST be enabled in Setup
Archived Activities
- Salesforce permanently stores these types of activities, which can be viewed from the timeline by clicking the ‘View All’ option
- Can be viewed in the ‘Activity’ timeline
Activity Settings
- Controls general activity behavior and functionality
- The following settings can be enabled or disabled:
1.) Group Tasks
2.) Activity Reminders
3.) Multi-Day Events (events that are more than 24-hour durations)
4.) Recurring Tasks and Events (SF Classic ONLY)
Activity Timeline
- Displays next steps and past activities on an Opportunity, Lead, Account, Contact, Contract, and custom objects that have activity enabled
- Above the feature is the Activity Composer, which allows Tasks and meetings to be added easily
- Upcoming & Overdue: This section displays Open Tasks and Upcoming Events
- Overdue Tasks’ dates are shown in red
- Filters may be used to only display activities that meet chosen criteria
Account Timeline
- Feature which shows how events and tasks can be managed without leaving the record page
- Tasks can be added easily and will appear in the Upcoming & Overdue section
- Tasks can be closed in 1 link
- Tasks can be updated from the Activity Timeline
Task
- A To-Do item that can have a due date as an option
- Can be assigned to other Users
- 1 component of Activities
- Can be customized with custom fields, validation rules, record types, and page layouts
- Can be assigned to a Queue and can be completed by any Queue member
- Can be copied by clicking the ‘Create Follow-Up Task’ or ‘Create Follow-Up Event’ buttons
- These can be set for Recurrences
- List view can be accessed from the _____ tab
- Today’s, open, overdue, and recently completed _____ can be shown
- These fields can be edited directly on the List View. The fields displayed can be customized
- Users can view their own _____, and managers can see their team’s _____
- Can be shared to multiple contacts in a Case record
Group Task
- Can be assigned up to 200 Users
- A separate copy of the Task is created for each User with this feature
- After the Users are selected, and before the Task is created, the total number of Tasks to be created is displayed
Events
- Scheduled Calendar events with a duration
- Can be assigned to other Users
- 1 component of Activities
- Can be customized with custom fields, validation rules, record types, and page layouts
- Can be set for Recurrences
Multi-Day & Repeating Events
Events that last for more than 24 hours; these can be enabled or disabled by navigating to ‘Activity Settings’ in Setup
WhoID Field
- Represents the related Leads or Contact records
- Both Tasks and Events have this field
WhatID Field
- Field which is used for relating to Account, Opportunity, Campaign, Case, and other objects
- Both Tasks and Events have this field
Recurrence
- Repeat event or Task wherein the frequency can be set
- Can be set for Tasks and Events
Salesforce Classic
- No ‘Activities’ tab
- Activities are created and viewed ONLY from the related record
Lightning Experience
- A ‘Task’ List View is available
- Tasks can be created from the List View
- The ‘Open Activities’ and ‘Activity History’ related lists are replaced with the ‘Activities’ component
Roll-Up Setting
- When this setting is updated:
1.) Only new Activities are affected
2.) Existing activities are only affected if they’re updated in a way that causes this is be recalculated, such as when an Activity is closed - In an org where Contacts can relate to multiple accounts, it is NOT recommended to update this setting
Calendar
- A visual form of tracking Events
- Can be personal or public
- Personal _________ can be shared with users
- Public _________ can be shared with public groups, roles, and users
- If a User creates an Event and associates a file to it, ANYBODY with access to the Event can also view this file
- Every User has a personal ________. Owners can grant access to other Users
- Admins can create public _________ and resources
- Public _________ and resources can be shared with manager subordinate groups, manager groups, public groups, Roles, Roles & internal subordinates, territories, territories & subordinates, and Users
- By default, NO sharing is set up
- Can be used to view and organize individual or group meetings and _________
- Individual _________ cna be scheduled or hidden
- There is a limit of 150 items that can be displayed in a day or week view. Beyond that limit, SF already prompts an Alert and hides items on other _________
- This can be customized by applying a List View
- A User can share the MyEvents _________ with a manager or other colleagues, but NOT with personal and public groups
Public Calendars
Calendars which are used to manage group activities
Resource Calendars
Calendars which can be used to schedule the use of shared _________, like a conference room or equipment
Lightning Sync
- Feature which can be configured to synchronize contacts and events between Salesforce and Outlook
- This feature can also synchronize Contacts and Events between a Microsoft Exchange-based calendar and Salesforce
- Can be configured to define who can sync and what items they can sync
- Private events can be set up to sync between Outlook and Salesforce
- Event attendee details sync automatically when the event organizer is set up to sync events and the email addresses match Contacts, Leads, or User Profiles
- It can be customized to determine whether Users sync events, and in some cases, in which direction
- Filters can be created to limit contacts or events from syncing
- This feature can be set up such that deleting a syncing Event removesvits counterpart from the other system automatically
- This feature is no longer available to customers who purchase SF starting in Winter 2021
6 Activity Management Capabilities
1.) Tasks & Events
2.) Activity Timeline
3.) Calendars
4.) Group Tasks
5.) Shared Activities
6.) Multi-Day & Repeating Events
Notification Cards
Events and Task Reminders display as these
Resources
- When these are needed for a meeting, they can be booked in calendar events such as attendees
- A ________ calendar can be used to schedule and organize the use of a shared ________, such as equipments and conference rooms
- Ex: Computers
Event Series
- Another term for ‘Repeating Events’
- Allows Users to create Events that repeat at a specified interval
- Can be scheduled by creating a new event in the Calendar tab
- The ‘Repeat’ checkbox MUST be selected
- Frequency (daily, weekly, monthly, or yearly) and a series end date (none, after a specific number of events, or on a specific end date) need to be specified