How to Create an Event in Salesforce - dummies

How to Create an Event in Salesforce

By Tom Wong, Liz Kao, Matt Kaufman

When you want to schedule activities in Salesforce that have a particular place, time, and duration, use event records. By using event records, you and your sales teams can keep better track of your calendars.

You can create an event from your home page, its calendar views, or the Open Activity related list of a record. The best method to choose often depends on what you’re doing. If you’re carving out meetings on a specific day, add events from your Home tab calendar’s Day View. If you’re working on a customer deal, you might create the event from an opportunity record. The end result is the same.

If you’re just getting accustomed to filling out records in Salesforce, create events from the record that’s most directly associated with the event. By using this method, many of the lookup fields are prefilled for you. So, when you save, you ensure that you can find the activity quickly because it’s linked to all the right records.

To create an event from a relevant record (such as a contact or account record), follow these steps:

  1. Enter a name in the search field in the upper left, next to the Salesforce logo. Search for the record to which you want to link the event and click the Go button.

    For example, if you want to schedule a meeting about an account, you search for the account name.

    When you click Search, a Search Results page appears.

  2. Click the name of the particular record you want.

    The record’s detail page appears.

  3. Scroll down to the Open Activities related list on the page and click the New Event button, as shown.

    A New Event page appears. If you created this event from a relevant record, the name of the person or the related record is prefilled for you.

    Creating an event in Salesforce.
    Creating an event in Salesforce.
  4. Fill in the relevant fields.

    Pay close attention to the required fields highlighted with a vertical red bar. Depending on your company’s customization, your event record might differ from the standard, but here are tips on some of the standard fields:

    • Assigned To: Defaults to you. Use the Lookup icon (the little magnifying glass) to assign the event to another user.

    • Subject: The event’s subject, which appears on the calendar. Click the combo box icon. A pop-up window appears, displaying a list of your company’s event types. When you click a selection, the window closes and your selection appears in the Subject field.

      To the immediate right of your selection’s text, add a brief description. For example, you might click the Meeting link and then type Define Requirements to explain the event’s purpose.

    • Related To: The standard event record shows two drop-down lists that you can use to link the event with relevant records, as highlighted in the figure. One relates to certain types of records — an account, opportunity, or case.

      The other relates to a person — a contact or lead. First, select the type of record and then use the associated Lookup icon to select the desired record. For example, if you select Account from the first drop-down list, you can use the Lookup icon to find a specific account.

      If you use the Related To fields on activities, you’ll rarely have problems finding an activity later. For example, if you sell through channel partners, you might associate a meeting with a partner contact, but you might relate the meeting to an end-customer account. When you save the event, it appears on the related lists of both records.

      Linking the event to related records.
      Linking the event to related records.
    • Time: Allows you to specify the start and end time. You can use basic shorthand and avoid unnecessary key strokes. For example, type 9a for 9:00 a.m. or 2p for 2:00 p.m.

    • Recurrence: Allows you to create a series of events that repeat over a duration of time. This saves you from manually re-creating an event for each occurrence. You can set the frequency of the event, and optionally, when the last occurrence of the recurrence (got that?) happens.

  5. Click Save.

    The page you started from reappears, and the event appears under the Open Activities related list for the associated records. The event also appears on the home page of the user assigned to the event.

    Alternatively, click the Save & New Event or Save & New Task button if you want to immediately create another activity. A new activity record appears in Edit mode.