Hello Salesforce Thinkers, in our previous blog we learned about Order Of Execution in Salesforce and in this blog we are going to learn about Activity Management In Salesforce.

Activities are made up of Tasks and Events. If you use Salesforce Activity and Task Management tools it will help you and your sales team to organize and manage your day in an effective manner, also helps to prepare for any meetings and help to identify which task is on the highest priority right now.

Task:- A task is an activity not scheduled for an exact day and time. It is a to-do item that can have a due date that is not required.
Ex: A list of phone calls you need to make.

Events:– An event is a calendar event scheduled for a specific day and time. Ex: Meetings.

You can easily schedule tasks and events, assign tasks to other team members, prioritize your tasks and events by due date, and then track them through custom lists and dashboards. Automatic alerts can also be used.

Task and Events can be customized with custom fields, Validation rules, Record types, and Page Layouts.

Activities can be related to records such as Accounts, Contacts, Cases, and opportunity, or standalone as a personal Event and Task.
Activities can be viewed from the calendar or Task list on the home page.

Task and Events can be assigned to other users. Open Tasks and Events can be tracked in open Activities related list.

and Closed tasks, Past Events and Sent Emails can be tracked in Activity History related List.

Task list view in Lightning:-

Sales managers can use Salesforce Activity and Task Management to view individual and overall team task progress.

In Salesforce Classic There is no Activity tab.
Activities can be created and tracked from related record.

In lightning Experience Task list view is available, Tasks can be created from the list view.

Create a Task:-

On the Home Tab under my tasks, Click New.

Recurrence can be set for tasks Frequency and the last occurrence can be set.

The Task can be created from many places, some of them are following.

1. From the Detail Page of Another Record

• Open Activities related list >>> click New Task.
• Activity History related list >>> click Log a Call to add a task record with a status of Completed.

2. In a Calendar Day or Week View, under My Tasks, click New.

3. In a Chatter Feed, if you create a task in the feed for a record such as a Account, Salesforce automatically relates the task to the record.

4. Home tab, In the Sidebar, Create New drop-down list, select Task. 

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.

Can be enabled or disabled from Activity settings, >> “Enable Group Tasks”.

On the New Task page, click the lookup icon next to the ‘Assigned To‘ field.

Select the Multiple Users tab. Select the appropriate choices and
click Done.

On the New Task page, see your selections display next to the Assigned To field with the total number of tasks you are creating.

When you save the task, your selected users will be assigned copies of the task.

Create Events:-

On the Home, Tab go to the calendar and click New Event then click New.

Recurrence can be set for Events Frequency and the last occurrence can be set.

Events can be created from many places, some of them are following.

1. From the Detail Page of Another Record, Open Activities related list >>> click New Event.

2. In a Calendar Day or Week View, under My Events, click New.

3. In a Chatter Feed, if you create a task in the feed for a record such as an Account, Salesforce automatically relates the event to the record.

4. Home tab, In the Sidebar, Create New drop-down list, select Event. 

Shared Activities:-

Enabling shared activities is done using the “Allow users to Relate Multiple Contacts to Tasks and Events” and can take up to 48 hours.

A shared Activity is a task or event that is related to multiple contacts, for example, to record attendees of a meeting.

Up to 50 Contacts can be related to a shared task or event.

A Primary Contact is selected and is shown in the Name field and is used in search filters.

Shared activities must be enabled in setup. Setup >>> Activity Settings  
Select “Allow users to relate multiple contacts to events and tasks”.

Click on the lookup Icon Next to the name field and select appropriate Contacts.

Activity Timeline:-

In Lightning Experience, the Activity Timeline displays next steps, Ex:-Open Tasks, Upcoming meetings, and what has already happened (Past Activity) on an Account, Contact, Opportunity, Lead, Contract and custom objects that have activity enabled.

The activity timeline is divided into (1)Next Steps and
(2)Past Activity so you can see what’s planned and what’s already happened.

If you need more details about an activity, click the expand button (3) next to the left of the activity and click the button again to close it when you’re done. Or, click (4) Expand All to see details for all the activities.

See more of what’s coming up by clicking (5)More Steps Or go further into the past by clicking (6) Load More Past Activities. Click (7) View All to see all of the customer’s history.

Above the timeline is the activity Composer which allows tasks and meetings to be added easily.

Activity Timeline Filters may be used to only display that meet the chosen criteria.

Use the filter feature to narrow your search. By filtering on activity type and date range, you can find the key details in no time.

Filter criteria include date range, “all” or “my” activities and choosing activity types, such as email, events, and tasks.

You can also Change activity details from the activity timeline.

As you review the list, you can update an activity. From the activity row, click the dropdown arrow and editing options appear. Or, as you complete a task, click the checkbox to mark it complete.

That is all about Activities in Salesforce, Hope it’s helpful.