This documentation refers to an older version of CiviCRM (3.4 / 4.0). View latest version.

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This page refers to CiviCRM 3.4 and 4.0, current STABLE version.

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CiviCRM 3.4 and 4.0 Documentation

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Make sure to check out the FLOSS Manual Understanding CiviCRM as well! You can also support this project by ordering a hard copy.

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Assign and Track Activities

The Activities function allows you to track meetings, phone calls and other custom types of activities that you set up. You can assign and track activities for any of your Contacts.

Search for and open a contact record. You will see the navigation tabs:

Choose the Activities tab. Here you can view Open Activities and Activity History, Edit and Delete Activities.

At the contact record, just below the Contact Name, you will see icons that allow you to schedule and log Meetings, Calls and Other Activities. Select the activity you wish to assign to the contact.

Other Activities

For Other Activities, a Custom Activity Type must be setup by the Administrator. See Administer Activity Types

Open Activities and Activity History

Activities you enter and which are not marked "Completed" are Open Activities. Once you mark an activity as Completed it becomes an Activity History record. Also, interactions and transactions recorded from constituent actions become Activity History records (i.e when they make an online donation, register for an event, etc.)

Schedule or Log a Meeting

In the contact record, just below the Contact Name, you will see icons that allow you to schedule and log Meetings, Calls and Other Activities. Select the activity you wish to assign to the contact.

You are required to enter a Subject as well as the Date and Time, either manually or by clicking on the calendar icon and selecting a date. You may choose to include a Location, Duration and Details.

The Status will default to Scheduled. Activities with Scheduled status will appear as Open Activities in the Activity Tab. When the Status is changed to Completed, the Activity will appear in the Activity History.

Click Save to save the activity, Cancel to cancel entering the activity.

If successful, you will see a message like:

"Meeting "Sales Call" has been saved."

Log a Meeting asks for the same information but the Status defaults to Completed.

Schedule or Log a Call

In the contact record, just below the Contact Name, you will see icons that allow you to schedule and log Meetings, Calls and Other Activities. Select the activity you wish to assign to the contact.

You are required to enter a Subject as well as the Date and Time, either manually or by clicking on the calendar icon and selecting a date. You may include a Phone Number from the drop-down list of existing phone numbers for that Contact or enter a New Phone. You may also include Duration and Details.

The Status will default to Scheduled. Activities with Scheduled status will appear as Open Activities in the Activity Tab. When the Status is changed to Completed, the Activity will appear in the Activity History.

Click Save to save the activity, Cancel to cancel entering the activity.

If successful, you will see a message like:

"Phone Call "Sales Call" has been saved."

Log a Call asks for the same information but the Status defaults to Completed.

Other Activities

In the contact record, just below the Contact Name, you will see icons that allow you to schedule and log Meetings, Calls and Other Activities. Select the activity you wish to assign to the contact.

Choose an activity from the drop-down list of Activities.

You are required to enter a Subject as well as the Date and Time, either manually or by clicking on the calendar icon and selecting a date. You may choose to include a Location, Duration and Details.

The Status will default to Scheduled. Activities with Scheduled Status will appear as Open Activities in the Activity Tab. When the Status is changed to Completed, the Activity will appear in the Activity History.

Click Save to save the activity, Cancel to cancel entering the activity.

If successful, you will see a message like:

"Event "Annual Fundraiser" has been saved."

Choose the Activities tab in the contact record to view Open Activities and Activity History, Edit and Delete Activities.

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