Knowledgebase articles
- Welcome to the Knowledge Base
- Introduction
- Training
- Getting Started
- Preferences
- Activities
- Cases
- Importing Data
- Leads
- Marketing
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Products
- Mailshots
- Upload Library
- Templates
- Event Management
- Compliance Records
- Spotler Integration
- What is Spotler?
- Navigating your Spotler homepage
- GatorMail
- GatorLeads / Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- GatorSurvey
- GatorWorkflow
- GatorPopup
- Opportunities
- Projects
- Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
- Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
- Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
- Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
- RevenueGrid Intelligence and Engage
- Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
- Outreach
- Installation
- Outreach Authentication
- Sync People to Outreach Prospects
- Sync Organisations to Outreach Accounts
- Sync Workbooks Opportunities to Outreach
- Sync Tasks/Activities from Workbooks to Outreach
- Sync Outreach Sequences to Workbooks
- Sync Outreach Sequence States to Workbooks
- Sync Outreach Sequence Step Numbers to Workbooks
- Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
- Sync Outreach Tasks/Calls/Meetings to Workbooks
- Scribe/Workbooks Connector
- RingCentral
- Auditing
- Comments
- People & Organisations
- Reporting
- Introduction to Reporting
- Using Reports
- Introduction to Charts
- Exporting Reports
- Advanced Reporting
- Report Snapshots
- Dashboards
- Transaction Documents
- Introduction to Transaction Documents
- Displaying & Adding Transaction Documents
- Copying Transaction Documents
- Transaction Documents Fields Help
- Transaction Documents Line Items Help
- Printing & Sending Transaction Documents
- Managing Transaction Document Currencies
- Managing Transaction Document Statuses
- Setting a Blank Default Currency on Transaction Documents
- Credit Notes
- Customer Orders
- Invoices
- Quotations
- Supplier Orders
- Contract Management
- Sagelink
- Introduction to Transaction Documents
- Configuration
- Introduction to System Administration
- Users & Security
- Database
- Accounting
- Email & Integration
- Customisation
- Creating & Modifying Picklists
- Theme
- Record Types
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- Sign In Customisation
- Automation
- Contact Support
- Releases & Roadmap
Introduction to Activities
Creating Activities in Workbooks enables you to track and record the interactions you have with People, Leads and Organisations. You can schedule an Activity to take place in the future, specifying the date that the Activity should take place and/or you can document an Activity that has already taken place (such as an inbound telephone call).
Activities can be linked to other records, most commonly (but not exclusively) a person and that person’s name and contact details will appear on the Activity record as the Primary Contact.
Within Activities, you can configure:
- Types: Tasks (which can be a Phone Call or a To-do) and Meetings. The principal difference is that Meetings include fields to record the start and end dates and times for the Meeting. In addition, Meeting Activities can be downloaded in iCal format so they can be shared easily with an external calendar such as Outlook.
- Attendees: Tasks can have attendees just like Meetings. By default, this section is hidden on the Form Layout. You can customise the Layout to show this section and place it in the desired position on the Task Form Layout if required.
- Notifications & Reminders: You can set reminders to ensure that Activities aren’t overlooked. The default behaviour of these is controlled within Preferences.
- Uploading Attachments: Files can be uploaded to an Activity record for reference. Documents uploaded in this way can be accessed by other Workbooks users too.
- Activity Notes: You can use the Description field to add notes, which can be a useful reminder about the purpose of the Activity and any previously agreed actions.
- Follow-on Activities: Workbooks can complete an open Activity and generate a follow-on at the click of a button. There are two options that can be used, either clicking complete & follow-on or customising the Form Layout to include two new fields to simplify creating a Task of the same type.
- Emails: Emails can be sent from within an Activity and are automatically related to the Activity.
- See all records connected to a specific Activity from within the Related Items tab.
- Watch specific Activities, and customise your My Activities Landing Page, so you can easily see your most important Activities.
In addition, you can map the status of an Activity to an Associated State of either ‘open’ or ‘closed’. Activities with an Associated State of open will appear in the various open views on an Activity Landing Page whilst those with an Associated State of closed will show in the closed view.