CRM Help

Working with Tasks & Events

Activities play an important role in daily business operations. Activities can be either time bound calendar events, such as meetings, seminars, appointments, etc., or status bound tasks, such as send status report to manager, send email to customer, etc. In Zoho CRM, most of the records have activities as a related list for a better 360 degree view. You can associate activities with modules, such as leads, accounts, contacts, potentials, campaigns, etc. Under the Activities Module, you can store information related to Tasks, Events, and Calls.

 Create Tasks

A task is a specific piece of work required to be done within a given time frame. They are listed in the Zoho CRM's Home page of the user, Activities home page and in other related records.

Availability

Profile Permission Required: Access to the Activities Tab that includes View, Create, Edit and Delete permissions.

 

To create tasks

  1. In the Activities module, click New Task.
    You can also create a task from within a record by clicking the New Task link in the Open Activities related list.
  2. In the Create Task page, specify the task details. 
  3. Click Save.

Note:

  • Tasks will be closed, only when the Status of the task is updated as Completed.
  • The status, Completed, is a system defined field. An alternate custom field with the same label will not close the task automatically.

 Create Events

An event is an activity that happens at a given place and time. They are listed in the Zoho CRM's Home page of the user, Activities home page, Calendar and in other related records.

Availability

Profile Permission Required: Access to the Activities Tab that includes View, Create, Edit and Delete permissions.

 

To create events

  1. In the Activities module, click New Events.
  2. In the New Event popup, specify the event details. 
  3. Click Save.

To create events from Calendar

  1. Click the Calendar icon and select the Day, Week or Month view.
  2. In the Calendar, click the Create link or click on a time slot in the calendar.
  3. In the New Event popup, specify the event details.
  4. Click Save.

Note:

  • Events are automatically closed at the specified end date and time. There is no status update for events.

 Create Recurring Activities

An activity can be repeated by using the recurring option while creating tasks and events. You can also create recurring tasks in bulk from the list view.

Availability

Profile Permission Required: Access to the Activities Tab that includes View, Create, Edit and Delete permissions.

 

To create recurring activities

  1. In the Activities module, click New Task or New Event.
    You can also create a task from within a record by clicking the New Task/New Event link in the Open Activities related list.
  2. In the Create Task/Event page, specify the activity-related details.
  3. Select the Recurring Activity check box and do the following:
    • Specify the Start Date and End Date for the activity to be repeated.
    • Specify the Repeat Type for the activity and select the options accordingly (Refer to the table below).
    • Click Save.
Daily - FieldsDescription
EverydaySelect this if the activity should be repeated everyday.
Recur every ___ day(s)Select this to specify how often in days the activity should be repeated.
Weekly - FieldsDescription
Recur every ____week(s)Enter how often in weeks the activity should be repeated.
Days of the weekSelect the check box(es) that correspond to the day(s) of the week on which the recurrence should occur.
Monthly - FieldsDescription
On day __ of every ___ month(s)Enter how often in months and on the specified date the activity should be repeated.
On____ ____ of every ___ monthSelect a particular day when the activity should be repeated every month.
Yearly - FieldsDescription
On every___ ____Enter how often in a year the activity should be repeated.
On ____ ____ of ____Enter how often in a year and on the specified date the activity should be repeated.

To create recurring activities in bulk

  1. Click the [Module] tab.
  2. From the list view select the checkboxes of the records for which you want to create recurring tasks.
  3. Click MoreActions > CreateTasks.
  4. In the popup, specify the task details and click Repeat to specify the recurring details.
  5. Specify the StartDate and EndDate. Refer to the table given above for more details.
  • Daily Repeat Type - Recurrence can be set for maximum 30 days.
  • Weekly Repeat Type - Recurrence can be set for maximum 30 weeks.
  • Monthly Repeat Type - Recurrence can be set for maximum 30 months.
  • Yearly Repeat Type - Recurrence can be set for maximum 10 years.
  • Click Done and then Save.

 Set Reminders

There are two options for reminders:

  • Alert through Email 
  • Alert through Pop-up

For tasks, you have the option to choose the type of reminder you want. For events, both the reminders options are enabled and cannot be disabled while adding an event from the Activities tab. However, your Calendar may have different reminder options. In your calendar preferences, you can turn off just the Email reminder. The pop-up reminder cannot be disabled.

Availability

Profile Permission Required: Access to the Activities Tab that includes View, Create, Edit and Delete permissions.

 

To set reminders for tasks

  1. In the Activities tab, click on the task for which you want to set reminders.
  2. In the Task Details page, click Edit.
  3. Select the Reminder check box and do the following:
    • Specify the date and time when you want the reminder.
    • Specify the recurrence pattern. (Daily, Weekly, Monthly, etc.)
    • Choose Alert Through Email or Alert Through Pop-up as required.
  4. Click Save.

 Add Invitees

To invite multiple users, leads, or contacts to the event

  1. In the Activities tab, click on the event for which you want to add invitees.
  2. In the Event Details page, click Actions > Add Participants.
    You can also click Edit and add participants for the event in the popup box.
  3. In Add Participants pop-up window, select the group from which you want to add participants.
    You can also directly search for Users, Leads, Contacts, etc.
  4. In the list of Users, Leads, or Contacts, select the corresponding check box(es).
  5. In the Invite by E-mail Address text box, specify email address of people you want to invite and whose details are not available in Zoho CRM.
  6. Click Add.

You will receive email notifications on the RSVP status each time an invitee accepts, declines or holds your invitation. And when you don't hear from them at all, you can also re-invite particitpants individually by clicking Reinvite under Actions from the Participant Status window.

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