There are two types of activities: Tasks and events.
Tasks
Tasks are used to represent to-do items or actions such as phone calls, emails, physical mailings, and so on. Tasks have a scheduled due date, with an optional reminder at a specified time.
Task Completion
Tasks are moved from “Open Activities” to “Activity History” when the task status is “Closed”:
The below task “Call” is status “Completed”, therefore it is displayed under activity history. If the task’s status was not “Closed” (as shown above), then it would be listed under open activities.
Assigning Multiple Users to Tasks
When you create a task, you can assign the task to multiple users. Note that this actually creates a duplicate task record for each user; it does not assign a single task to multiple users. The resulting tasks are not linked in any way.
Events
Events are used to represent scheduled meetings, similar to appointments in your Outlook calendar. Events have a scheduled start and end time.
Event Completion
Events are moved from “Open Activities” to “Activity History” when the start time of the event is in the past. For instance, if an event starts at 1:00PM and ends at 1:30PM, then it will appear under open activities until 1:00PM, and will appear in activity history after 1:00PM.
Associating Activities to Custom Objects
Activities can be associated to most standard objects. In order to link an activity to a custom object, you must ensure that the “Allow Activities” checkbox is enabled within the object properties:
Summary Comparison
Tasks |
---|
To-do Items (Phone Calls, Emails, etc.) |
Due Date w/ Reminder |
Activity History when Status "Closed" |
Events |
---|
Appointments (e.g. Outlook Calendar Entry) |
Specified Start & End Time |
Activity History when Start Time has Passed |
Events are moved from “Open Activities” to “Activity History” when the start date of the event is in the past. It should be ” start time” and not date, right?
Yep thanks, updated
Please suggest:
what type of customization can be done on activities events and tasks?
A.workflow rules B.validation rules C.Assignment rules D.custom Fields
thanks
I would like to know this answer as well
Looks like ABD
Hi John,
I couldn’t see Activity history for events and tasks on the home page. These activities are not associated with any objects or records. Is this normal or do I need to enable something to see the activity history related list on the home page?
Thanks
This is normal- you will only see open activities on the home page
Hello,
Let’s consider activity is in the related list on the case pagelayout . And OWD for case is set as “Read only” . Let us consider a person who owns a case created an Activity . By default this activity is not visible to other users although they have read access to the case. How to make this activity visible to the users who are having read access to this case.
In OWD settings you can set activity to “controlled by parent” which would grant access to the activities if they have access to the case
My OWD on Case is set to “Public Read Only” while Activity is set to “Private”. I created a case and a task as an admin but when I login as an another user, I am still able to have “read access” on the task in related list which are assigned to admin. I checked role hierarchy which is not the reason.
If this is normal then what is the purpose of “Private setting on Activity object”. If not then what I am missing.
Yeah this is one of those exceptions, see:
https://success.salesforce.com/ideaView?id=08730000000BrSoAAK
Hi John
Is there a place where the members from our group who have taken the exam passed/failed had shared their experience? or a way to get intouch with the folks?
Regards
Bala
There are various comments on this site, but ultimately no I don’t know of a centralized place for that sort of thing.
Hi John,
I thought if an event starts at 1:00 and ends at 1:30, it will move down to history after 1:30 PM. Is it a typo or could you clarify, please.
Many thanks
Vida
No it does move down after the event has started- feel free to test in your org.
I tried this scenario by creating an event that started already from 15 minutes ago and ends after 15 minutes , when i open i found 2 records on activity history and open activities and after the 15 minutes passed , 2 records for same event under the activities history , thought it may be a caching issue but still 2 records after closing and reopening the object . i think its a bug on system.
please ignore my question , something wrong happened created 2 events with same title and different timing. thanks John
Hello John
I could not find the Tab for creating and Managing Tasks and events. Can you provide me navigation ?
Thanks
Bala
There is no tab by default (there is a free appexchange tab that can add one) – you manage tasks/events from your home page and the record where it is scheduled (lead, contact, account, etc.).
Hi john,
Just thinking that to assign to multiple people we should have pr-created group in org..
Just guessing.
Thanks.
Tejal.
I can’t find the multiple user tab under look up
John can you assign tasks even multiple tasks to multiple contacts rather than to users?
When You Transfer Ownership Of An Account, The New Owner Will Also Gain Ownership Of The Following Records Related To The Transferred Account Automatically:
Choose 3 Answers.
A. Any Notes That Belong To The Existing Owner.
B. All Contacts That Belong To The Existing Owner.
C. All Opportunities–Open And Closed
D. All Open Activities Assigned To The Existing Owner. Note That Completed Activities Will Not Be Transferred.
I would like to know the answer for this. I am confused little bit. I’m thinking its ABD
Thanks
It depends on what you check when you change the account owner. Notes will get transferred, closed activities will not. I don’t think you would get a question like this on the exam, its too vague.
Thanks John. I passed admin 201 last week on first attempt. Your guide helped me alot.
Awesome congrats Neeraja!
Congrats, Neeraja. Taking my test on Wednesday.
Possible sentence issue: “The below task “Call” is status “Completed”, therefore it is displayed under activity history.” It just seems a little awkward, not necessarily wrong, but I’m not quite sure.
For events I’m a little confused on history tracking. Verbiage above says event will appear in history after the start date/time has passed. Summary comparison says when end time has passed. I searched help in Salesforce and it says events appear in history the day after it completes. I’m testing this now to see….thanks
Thanks Woody-this is corrected. Events appear in history after start time has passed.
You might also add that you can set a reminder for events as well, and that reminders are optional.