Write an activity

This page shows how to post an activity on a customer record and bring colleagues into it. For how activities fit together, see Activities.

Before you start

• Your role needs View and post on the Activities row. With View you can read activities but not post them.
• You can post on an account, contact, lead, opportunity, quotation or invoice that you can see.
• Decide who should read it. An activity on a record is visible to everyone who can see that record, plus the people involved — see Who can see activities.

Steps

1. Open the record the activity is about and select its Activities tab.
2. Select Write a note, New task, Schedule event or Log communication, or choose one under Log activity in the record’s header. You can still change the Type — Note, Task, Event or Communication — and choose a sub-type beside it if your company uses them.
3. For a task or an event, enter the Title, which is required. Write the Text.
4. To bring a colleague in, type @ and the start of their name, then choose them from the list.
5. To email that colleague straight away, select that colleague’s Urgent: name button under Mark urgent.
6. To link another record, type # and the start of its name or number, then choose it. On an account, contact or opportunity, Also link offers its open quotations and opportunities to select with one tap.
7. To add files, select Attach files, or Add an image to show a picture in the text.
8. Check any warning about mentioned people, then select Post note, Post task, Schedule event or Save communication.

Mention a colleague

A normal mention appears in your colleague’s message centre, and is emailed only as their notification settings say. An urgent mention is emailed at once unless their settings say otherwise. You can send each colleague at most 3 urgent mentions in a clock hour: a fourth in the same hour is sent as a normal one. easySales tells you which colleagues it applies to, in a message under the activity.

What happens next

The activity appears on the record, newest first, and on every record you linked with #. Colleagues you mentioned receive it in their message centre. Anyone who can see the activity can reply underneath it.

Replies and changes

• Select Reply under an activity to answer it. You can edit or delete your own replies.
• A reply or edit that adds a new @ shows “Everyone you @mention can see this whole thread, including its earlier replies.” A new # link shows “Everyone who can see a record you link can see this whole thread.”
• The ··· menu on an activity offers Edit and Delete to its writer and to anyone with Manage others’ activities. A deleted activity stays on the timeline as a deleted entry, and only someone with Manage others’ activities can Restore it.
• Once an activity or reply has been edited, History in the ··· menu lists its earlier versions. Anyone who can read the activity can open them.
• A note’s title is optional and is added by editing the note. To remove one, clear the title and save.
• Follow on an activity sends you its replies and changes. You follow an activity you write, reply to, or are mentioned in, assigned or invited to.
• Who can see this, on an activity, lists the reasons someone can read it: the people involved, by name, and the records, space and managers it reaches through.
• To react to a message, point at it and select Add reaction, then pick one of six emoji; select your emoji again to take it back. On a touch screen the button is always shown. Anyone who may reply can react, and a reaction sends no notification.

Rules to know

• An activity or reply that an AI posted for someone carries a tag beside their name: Internal AI assistant for @easy, or Third-party AI and the connection’s name for an AI app they connected. The same tag shows in the activity’s edit history.
• When you mention someone who cannot see a record you linked with #, easySales warns you and names them. They still get the activity, but not that record.
• A colleague without a display name appears as the part of their email address before the @.
• An urgent mention is for something that cannot wait. Past 3 an hour to the same colleague it is sent as a normal one.
• A colleague’s own settings still apply: they can switch urgent email off, and easySales sends at most 6 notification emails to a person in an hour, so further ones wait.
• The text holds up to 20,000 characters. It takes Bold, List, Checklist, italic and links, but no tables or colours.

Why it works this way

The record decides the readers. Posting on the quotation rather than in a private message means everyone who works on that quotation sees the activity, now and later. Choosing the record is choosing the audience, which is why easySales asks you to decide it first.

A mention shares the whole thread. A colleague brought into a conversation needs its context, so a mention lets them read the earlier replies too. easySales warns you before you post, so nothing earlier in the thread surprises you.

Urgent is rationed. If every mention could be urgent, none would be. The limit of three urgent mentions per colleague per hour keeps an urgent email meaning “read this now”, and your colleague’s own settings still decide how they are reached.

Changes are visible. An edited activity shows edited and keeps its versions under History, so a reply never ends up answering words that were later changed without trace.

Work faster

• Log from the header. Log activity opens the form on the kind you choose and scrolls to it, even from the bottom of a long record.
• Use the buttons for @ and #. Mention a colleague and Link a record insert the sign where your cursor is; then type the start of the name.
• Open a thread on its own page. When an activity opens in a side panel — from My work, the calendar or the message centre — Open on its own page gives it an address you can send to a colleague who can see it.
• Ask the assistant in the thread. Where your company uses it, mention @easy in an activity to ask about the record; the answer is posted as a reply that everyone in the thread can read.

Examples

An urgent mention past the cap

At 4.40 pm Marcus Tan is finishing a quotation for Harbour Café and needs Siti Nadia to confirm the price of the timber counter before the café closes at 5. On the quotation he writes “@Siti Nadia can you confirm the counter price?” and selects Urgent: Siti Nadia. He has already sent Siti three urgent mentions this hour, so the mention goes out as a normal one and a message under the activity says so. It waits in Siti’s message centre, and is emailed only as her settings say. Marcus rings Siti instead and logs the call as a communication on the quotation.

A link someone cannot see

Mei Tan posts a note on invoice INV-10000412 and links quotation QN-10000233 with #. She also mentions Priya Nair, who cannot see that quotation. Before posting, easySales warns that Priya cannot see QN-10000233. Mei posts anyway, and adds the agreed price to the note so Priya has what she needs.

Bringing a colleague into a thread

Daniel Lim replies to a thread on Harbour Café’s kitchen-refit opportunity and mentions Mei Tan, who has not been in it before. The form shows “Everyone you @mention can see this whole thread, including its earlier replies.” Daniel reads the earlier replies, finds nothing Mei should not see, and selects Reply. Mei receives the mention in her message centre and can read the thread from the start, so Daniel does not have to repeat what was agreed.

Common questions

• How do I mention a colleague in easySales? Type @ and the start of their name in the text, or select Mention a colleague, then choose them. They receive the activity in their message centre.
• What does marking a mention urgent do? It emails that colleague at once, even during their quiet hours, unless they have switched urgent email off. Each colleague can receive at most three urgent mentions from you in an hour.
• Can I edit or delete an activity after posting? Yes, if you wrote it or have Manage others’ activities. A deleted activity stays on the timeline as a deleted entry.
• Can one activity appear on more than one record? Yes. Post it on one record and link the others with #; it appears on each of them.
• What does “edited” mean on an activity? Someone changed it after posting. History in the ··· menu shows each earlier version.
• Can I format the text of an activity? Yes: bold, italic, lists, checklists and links. Tables and colours are not supported.

Related

• Activities
• Who can see activities
• Message centre
• Notification settings