Activities, Notes & Communication

Activities on Contacts

Activities represent follow-up actions you schedule against a contact. They ensure nothing falls through the cracks. Activities are visible in the "Activities" kanban view across the entire system.

Types of Activities

• Call – Phone call to the contact.
• Meeting – In-person or virtual meeting.
• To-Do – A general task to complete.
• Email – Send an email.
• Demo – Product demonstration.
• Follow-Up – Generic follow-up activity. You can create custom activity types.

Creating an Activity

1. Open the contact record.
2. Click the Schedule Activity button (bell icon) in the top action bar.
3. Select the Activity Type (Call, Meeting, etc.).
4. Set a Due Date – when this activity must be completed.
5. Set an Alarm – remind you before the due date (e.g. 1 hour before, 1 day before).
6. Enter a Summary – brief description (appears in the kanban activity view).
7. Enter Notes – detailed notes for the activity (discussion points, preparation needed).
8. Assign to – yourself or a colleague.
9. Click Save. The activity appears on your dashboard, the contact's chatter, and the global Activities view.

Marking Activities Complete

From the contact record or the My Activities dashboard:

• Open the activity (click it in the chatter or the kanban card).
• Check the Done checkbox.
• Enter any additional notes about what happened.
• Click Save. The activity is moved to the chatter history.

Communication via Chatter

The chatter at the bottom of each contact record is the communication hub:

• Internal Notes – Type a message and click "Send" to add an internal note. Use @name to notify a colleague. Notes are visible to internal users only (not portal users).
• Email – Click the "Email" button to compose an email to the contact. The email is stored in the chatter. Replies from the contact (via incoming mail) are also attached.
• Log Note – A formal log entry (e.g. "Contract signed", "Support case closed"). Log notes are timestamped and appear in the chatter.
• Attachments – Drag and drop files (PDF, images, documents) onto the chatter. They are stored permanently against the contact.
• Field Tracking – If field tracking is enabled for any contact field, changes appear as automatic log notes in the chatter (e.g. "Email changed from old@email.com to new@email.com by John Admin").