Updating Activities in Salesforce - dummies

By Tom Wong, Liz Kao, Matt Kaufman

Things happen: Meetings get canceled, and small tasks suddenly become big priorities. With Salesforce, you can perform many of the actions that a normal time-management tool would allow you to do, including delegating activities to other users, rescheduling, editing information, deleting records, and so on.

You can do the following basic functions by clicking buttons at the top of an activity record:

  • Edit: Update any of the fields in the record whose fields now appear, and make sure that you save.

  • Delete: Delete the record. A pop-up window appears in which you can confirm the deletion.

  • Create a Follow Up Task: Generate a related task. A New Task page opens, prefilled with information from the prior record.

  • Create a Follow Up Event: Schedule a related meeting. A New Event page appears, prefilled with information from the prior record.

Assigning activities in Salesforce

Sometimes, you may create activities and assign them to others (intentionally, not because you’re trying to shirk your duties). Sales Development reps often do this as they set up meetings for their account executives. Salesforce lets you easily reassign tasks and events, and notify users of assignments.

To assign an activity, open the activity record and follow these steps:

  1. Click the Edit button.

  2. Click the Lookup icon to the right of the Assigned To field.

    A pop-up window appears, displaying a list of your Salesforce users.

  3. Use the Search field to search for the user or select the user from the list.

    After you make a selection, the pop-up window disappears, and your selection appears in the Assigned To field.

  4. (Optional)Select the Send Email Notification check box to alert the user by e-mail and then click Save.

    The activity record reappears, and the Assigned To field has been modified.

Completing a task in Salesforce

When you’re done with a task, you want to gladly get it off the list of things to do. You can mark a task as complete from your home page or from the Open Activities related list in which the task link is displayed.

To complete a task, follow these steps:

  1. If you’re viewing the task from an Open Activities related list, click the Cls link (Salesforce shorthand for “Close”) to the left of the task.

    If you’re looking at the task on the home page, click the X link in the Completedcolumn.

    Both links create the same result: The task appears in Edit mode, and the Status field changes to Completed. (Your company might have its own terminology for the Completed status.)

  2. Type any changes and click Save.

    Some reps update the Comments field if they have relevant new information. The detail page reappears, and the completed task now appears under the Activity History related list.