Describe the capabilities of activity management.
Salesforce activities consist of tasks and events. Tasks help users to prioritize and track actions related to Salesforce records. Events are dated tasks, allowing users to schedule tasks in a calendar.
Activities such as tasks and events can be managed from different places within Salesforce. This includes:
The next five open tasks due today and the next five events scheduled today can be displayed in home pages. Tasks disappear from the list when they are closed, and events disappear when they are passed.
Because activities need to be linked to single Salesforce records, they can also be accessed and managed from record pages. The activity timeline displays passed as well as upcoming tasks and events related to records.
Lightning Experience also provides separate tabs for managing tasks and events. Tasks can be accessed from the Task tab. Based on their Status, tasks can be displayed in a kanban view. Events can be assessed and managed from the Calendar tab.
Activities can also be incorporated in Salesforce reports. This allows users to get insight into the progress and history of records related to tasks or events.
Tasks consist of a subject describing the action required and are related to a single Salesforce record. They can be assigned to up to 50 users if the Shared Activities feature is enabled. However, it is not possible to assign tasks to queues. If a task is assigned to multiple users, a separate task is created for each listed user.
Similar to cases, tasks can either be open or closed. A more granular status can be tracked in a status picklist. Additional fields such as a comment, priority, and due date are provided out-of-the-box. More custom fields can be created as needed.
Tasks can be created as recurring actions based on a schedule. It is also possible to set a reminder for the users assigned to a task.
Events consist of a subject describing the meeting and are related to a single Salesforce record. They can be assigned to up to 50 users if the Shared Activities feature is enabled. However, it is not possible to assign events to queues. If an event is assigned to multiple users, a separate event is created for each listed user.
Events have a start end date and can also be specified as all-day meetings. Additional fields such as a description, type, and location are provided out-of-the-box. More custom fields can be created as needed.
In contrast to tasks, events cannot be created as recurring meetings based on a schedule. It is also not possible to set a reminder for the users assigned to an event.
Salesforce calendar helps users to manage events and visualize dates in Salesforce records. Calendars can be shared between Salesforce users to identify event overlaps between relevant users.
With Lightning Experience, it is also possible to share calendars between Salesforce users. This helps to check if invited users are available for a meeting at a desired date and time.
Shared calendars from other users can be shown and hidden in a user’s own calendar, to identify event overlaps. The information visible in shared calendars can be configured on org-level with the default calendar access level. Users can further details this access level when sharing a calendar.
Apart from showing events in Salesforce calendars, it is also possible to visualize Salesforce records with a date field. For example, opportunities can be displayed in calendars based on the closed date value. Any other object with a data field can be added and displayed based on date fields available on an object.