1. Others
  2. Action and Document Management
  3. Activities

Set up a task to create or update an activity
Application task

You can set up a task that creates or updates an activity. For each task to create or update an activity, you define the activity settings. Based on these settings, the activity is created or updated. You can also define for which record an association is added to the activity.
The workflow input records, as defined by the query or staging table of the trigger, are the input for the task. When the task is run, first a check is done if the parent type is enabled for activities. If so, the defined activity action is checked. Accordingly, an activity is created or updated.
If an activity is:
  • Updated, the properties of the existing activity are updated with the values as set for the task properties.
  • Created, the properties of the new activity are filled with the values as set for the task properties.
You can view the activities here: Common > Common > Activities.


Standard procedure

1. Click Action and document management design.
2. On the Process flows tab, in the list, find and select the desired record.
3. In the list, click the link in the selected row.
4. On the Workflows tab, in the list, find and select the desired record.
5. Click Workflow designer.
6. Sub-task: Create task.
  6.1 In the Tasks section, click New.
  6.2 In the Task field, type a value.
 

Note: To put the tasks in the correct sequence, you can use a number in the task field. For example, if it is the fourth task in the workflow, enter 004.
  6.3 In the Task type field, select 'Action'.
  6.4 In the Action type field, select 'Create/update activity'.
  6.5 In the Description field, type a value.
  6.6 Click Save.
7. Sub-task: Set task properties.
  7.1 Click Activity action.
  7.2 Choose the action to be done by the task:
- Always create: Always an activity is created.
- Create or update: An open activity is searched for the input record, parent type, data source, and purpose. If the activity exists, it is updated. If the activity does not exist, it is created.
- Create if not exist: An open activity is searched for the input record, parent type, data source, and purpose. If the activity exists, nothing is done. If the activity does not exist, it is created.
  In the Activity actions field, select an option.
 

Note: To be able to search for an existing activity, the activity must have an association defined.
  7.3 In the Category field, select an option.
  7.4 In the Purpose field, type a value.
  7.5 In the Responsibility field, enter or select a value.
 

Note: You can select responsibilities as defined here: Sales and marketing > Setup > Sales management > Responsibilities.
  7.6 Select the worker who is responsible for the activity.
  In the Responsible field, enter or select a value.
  7.7 In the Description field, type a value.
  7.8 You can use a predefined method to set the start date for the case.
If you select an 'add' method, replace 'integer' with a number. Example: (addDays(3)) sets the start date three days after the case creation date.
  In the Start date field, enter or select a value.
  7.9 You can use a predefined method to set the end date for the case.
If you select an 'add' method, replace 'integer' with a number. Example: (addMonths(1)) sets the end date one month after the case creation date.
  In the End date field, enter or select a value.
  7.10 You can define if the created or updated activity is closed or not.
If you use the task to:
- Create activities, you usually set Closed to Yes.
- Update activities, you can choose to set Closed to No.
  In the Closed field, select an option.
8. Sub-task: Set activity association properties.
  8.1 You can define for which record an association is added to the activity.
Make sure the entity type, data source, and field are in line with the data source and workflow input from the query or staging table.
  In the Parent type field, select an option.
  8.2 In the Data source name field, enter or select a value.
  8.3 In the Field name field, enter or select a value.
 

Note: The value of the defined field is set as the Parent ID in the activity association.
  8.4 If an association is added to an activity, also automatically the linked references of the added association are added to the activity associations. For example, if a sales line is linked to a project, also an association for the project. If not desired, you can skip this.
  Select Yes in the Skip project association field.
 

Note: This property is only used on creation of an activity.
9. Click OK.
10. Close the page.
11. Close the page.
Related to Notes

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