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One of the great benefits of the upcoming CRM 2013 release is the reduced number of clicks for adding activities. Everything you want to see is easy to access. This blog will guide you through various ways of accessing and creating activities within the new CRM platform.
There are multiple places you can access activities:
We'll cover each in detail below.
In CRM 2013, you'll be able to click on the Sales block that is placed right after the home button to show a set of bars to pop open. You'll see the Activities block below.
From here, you can either make a task, phone call, email or a regular appointment or a recurring appointment.
On the top right corner, you will find a Create button.
This button can be used to create any record or activity in CRM. Once you click on the Create button, you'll see another set of bars open up where you can choose what activity you want to create. You'll have the option of creating a task, a phone call, an email or an appointment:
Another way you can access activities is when you actually open a record. For example, when you open a contact record, you can click on Activities to see the different types of activities you can add to that record.
Creating activities in CRM 2013 works slightly differently than in CRM 2011. Rather than having to open multiple pages, you'll be able to access everything under one page. This makes everything much cleaner and more accessible.
Once you click Task, a New Task page opens up. Similar to the old task, you can save it and mark as complete. You can also customize the entire task form. The only out-of-the-box required field is the subject field.
Phone calls are very similar to the old activity as well. You can save the phone call, mark as complete, and customize the phone record form:
The required fields are Subject, Call From, and Call To fields. The Call From field is automatically filled with the user who is responsible of creating the phone call record. However, there is also an option to add another user with the lookup field. You can write the description of the call as well as document whether it is an incoming or an outgoing call.
Email activities in CRM 2013 aren't too different from the older version either. You can save and send the email, insert email templates and articles, and customize the email form. You can also attach files to the emails.
You can set two types of appointments in CRM 2013—appointments that happen just once or recur overtime.
You also have the option for the appointment to start off as a one-time appointment and then convert it into a recurring appointment. When creating a one-time appointment, the only required fields are Subject, Start Time and End Time.
The required field lets you list out the required attendees, and you can add more than one participant. You also have the option of choosing one of the following types of attendees:
You have the ability to choose the optional attendees by using the Optional field. You can also choose more than one attendee.
Subject is just a text field used to provide a name for that event. You can select the Location of the event by typing the location field, which is not required. The Regarding field lets you state what the event is about. You have a list to choose from:
At that point you're required to enter the date and time for the event. In order to make the one-time occurring event to a recurring event, select the Recurrence button.
At this point, another page will open up where you can set the time, duration, recurrence pattern as well as the range of the recurrence.
Have fun exploring and happy CRM'ing!