Enterprise CRM: Create an Activity on a Travel record

What Are Travel Records?

Travel records allow you to associate events, notable time periods (like semesters, fiscal quarters, etc.), campuses, and other information you'd like to record with a specific location, time period, and Contact records.

How and when you use Travel records will vary depending on your internal business practices. Once a Travel record is created you are able to add activities as needed per your internal business practices.

There are several types of Activities that can be added from a Travel record:

  • Tasks are best used as a To-do list within CRM and can be used to assign yourself or other users to different tasks such as making a call or sending a letter, set dates for reminders, and provide notes to give context to the task.
  • Events are best used to designate particular blocks of time for things like conference calls, in-person meetings, or other notable events that you may want to block off on your calendar. You are able to invite both Users and Contacts to events, even if they are not using their Salesforce calendar.
  • Log a Call is best used when you are recording an interaction that has happened with a particular contact and perhaps a follow-up Task is needed. It will automatically create a Task with Call as the Subject and you are able to simultaneously fill-in information for a follow-up Task to assign to either yourself or another User.
  • Send an Email allows you to send an email associated with the Travel record to a single or multiple Contacts by either typing, copying and pasting in content, or using any Email templates your business unit has within the system.

What Are My Privacy Options?

Travel is a record type that is private to your business unit. Any information within the Travel record is private to your business unit. Any record associations with the Travel are also private to your business unit.

Navigate to the Travel record (if needed)

  1. If you have enough information to find the Travel record you may want to use the Global Search bar.
  2. If you do not have enough information to search or are working from a specific List View click on the Travel Tab if showing in your default tabs or click on the All Tabs (+) button and click on Travel in the list.
  3. Click on Travel in the list.
  4. From Travel Home you can either click on the name of the Travel record, if showing in your default View, or select the appropriate selection from the dropdown in the View: Menu and click Go!
  5. Once the appropriate Travel is visible click on the Travel Name in the list to bring up the Travel record.

Create a Task

  1. Once on the Travel record there are two ways to get to creating a New Task:
    • At the top of the Travel record hovering over the text for Open Activities brings up a window where the New Task button is able to be clicked.
    • Further down on the page underneath the Travel Detail there is an Open Activities section of the page where there is a New Task button that is able to the clicked.
  2. Once on the New Task screen fields can be manipulated as needed. How you manipulate these fields will likely be determined by internal business processes.
    • Assigned To will default to you as the User but if needed the Lookup icon can be used to assign the Task to a different User. 
    • The Subject field will likely be determined by internal business processes and should be something descriptive or useful to the User the Task is being assigned to or another User that may be viewing the record.
    • Due Date will default to empty but can be manipulated as needed and will automatically affect the Reminder field below (which can then still be updated as needed).
    • Comments are where you will be putting the descriptive information that the Task is being created for and may be determined by internal business processes. Something useful to someone consuming the information should be put within this box.
    • The Related To field will automatically be filled in with the Travel record you created the Task from.
    • The Name field can be filled in as needed by using the Lookup icon to find and associate up to 50 different Contact records. 
      • Note: Since you are associating the private Travel record you can add Contacts without making the Task public on those Contact records. Internal business processes, however, will still dictate when, how, or why you associate Contacts with Task records.
    • Related Case allows you to use the Lookup icon to associate a Case with the Task as needed.
    • Type should be set according to internal business practices.
    • Direction should be set according to internal business practices.
    • Status should be set according to internal business practices.
    • Priority should be set according to internal business practices.
    • Phone and Email cannot be manipulated here and will pull from any associated Primary Contact record if applicable.
    • If the task should be recurring the Create Recurring Series of Tasks checkbox being checked off will bring up options for selecting recurrence and date ranges.
    • Reminder will be pre-populated based on selections in the Due Date and Recurrence areas but can be manipulated here as needed.
    • If there are any supporting documents or other necessary attachments the Attach File button can be clicked in the Attachments section at the bottom of the screen.
  3. Fill in all desired fields for the Task and if you would like to add another Task for this Travel record click on Save & New Task at the top or bottom of the screen.
  4. Fill in all desired fields for the Task and if you are done adding Tasks to the current Travel click on Save to be brought back to the Travel record.

Create an Event

  1. Once on the Travel record there are two ways to get to creating a New Event:
    • At the top of the Travel record hovering over the text for Open Activities brings up a window where the New Event button is able to be clicked.
    • Further down on the page underneath the Travel Detail there is an Open Activities section of the page where there is a New Event button that is able to the clicked.
  2. Once on the New Event screen fields can be manipulated as needed. How you manipulate these fields will likely be determined by internal business processes.
    • Assigned To will default to you as the User but if needed the Lookup icon can be used to assign the Event to a different User.
    • The Subject field will likely be determined by internal business processes and should be something descriptive or useful to the User the Event is being assigned to or another User that may be viewing the record.
    • The All-Day Event checkbox allows you designate the Event as all-day on any associated calendars. This will also affect the Reminder field below (which can then still be updated as needed).
    • Start and End allow you to designate the time period during which the event will take place and will automatically update the Reminder field below (which can then still be updated as needed).
    • The Related To field will automatically be filled in with the Travel record you created the Event from.
    • The Name field can be filled in as needed by using the Lookup icon to find and associate up to 50 different Contact records.
      • Note: Since you are associating the private Travel record you can add Contacts without making the Event public on those Contact records. Internal business processes, however, will still dictate when, how, or why you associate Contacts with Event records.
      • Clicking on Add to Invitees will add the Event to the Contact's Salesforce Calendar and changes the Save button to Save & Send Update. This will email associated Contact(s) an invite to the Event once this button is clicked. 
        • The Subject, Description, and Location information from the Event are included in this email communication. 
        • As most Contacts will not have access to their CRM Calendar note that the email also gives the contact the option to save to their own calendar outside of CRM with appropriate Start and End or All-Day Appointment information.
    • Related Case allows you to use the Lookup icon to associate a Case with the Task as needed.
    • Type should be set according to internal business practices.
    • The Private checkbox cannot be used in this instance as there is already a record other than your own associated with the Event.
    • Location allows you to enter a location that will show as the Where for any Users or Contacts getting emails about the Event.
    • The Show Time As dropdown allows you to designate how you would like the Event to appear on your own Salesforce calendar.
    • Phone and Email cannot be manipulated here and will pull from any associated Primary Contact record if applicable.
    • Description is where you will be putting information about the Event that you want to communicate to Contacts and/or other Users that are either invited to the Event or viewing the Travel record. 
      • Note that if you have invited any Contacts or Users this will also get pulled into any emails generated by the Event.
    • Reminder will be pre-populated based on selections in the All-Day Event, Start, and End areas but can be manipulated here as needed.
    • If there are any supporting documents or other necessary attachments the Attach File button can be clicked in the Attachments section at the bottom of the screen.
  3. Fill in all desired fields for the Event and based on the selections made you may be seeing different buttons:
    • If you have clicked on Add to Invitees to invite any Contacts or Users to the Event you will want to click Save & Send Update to save the Event and send any relevant email invites.
    • If you have not invited any Contacts or Users you can click on Save to be brought back to the Travel record.

Log a Call

  1. Once on the Travel record there are two ways to get to Log a Call:
    • At the top of the Travel record hovering over the text for Activity History brings up a window where the Log a Call button is able to be clicked.
    • Further down on the page underneath the Travel Detail there is an Activity History section of the page where there is a Log a Call button that is able to the clicked.
  2. Once on the Log a Call screen fields can be manipulated as needed. How you manipulate these fields will likely be determined by internal business processes.
    • Assigned To will default to you as the User but if needed the Lookup icon can be used to assign the Task to a different User. 
    • The Subject field will default to Call.
    • Due Date will default to today's date but can be manipulated as needed.
    • Comments are where you will be putting the descriptive information that the Task is being created for and may be determined by internal business processes. Something useful to someone consuming the information should be put within this box.
    • The Related To field will automatically be filled in with the Travel record you created the Task from.
    • The Name field can be filled in as needed by using the Lookup icon to find and associate up to 50 different Contact records. Since the record is associated with a Travel record the Task will remain private and not be viewable on the Contact record by users of other business units.
    • Related Case allows you to use the Lookup icon to associate a Case with the Task as needed.
    • Type should be set according to internal business practices.
    • Direction should be set according to internal business practices.
    • Status will automatically be filled in as Completed.
    • Below the information for the initial call there are fields available to create a follow up Task with the available fields of Assigned To, Subject, Due Date, Comments, Related Case, Type, Direction Status, Priority, and Reminder that can be manipulated per business practices.
  3. Fill in all desired fields for the Call and Follow-up Task (if creating) and click on Save to be brought back to the Travel record.

Send an Email

  1. Once on the Travel record there are two ways to get to Send an Email:
    • At the top of the Travel record hovering over the text for Activity History brings up a window where the Send an Email button is able to be clicked.
    • Further down on the page underneath the Travel Detail there is an Activity History section of the page where there is a Send an Email button that is able to the clicked.
  2. Once on the Send an Email screen fields can be manipulated as needed. How you manipulate these fields will likely be determined by internal business processes.
    • Email Format will either be HTML or Text Only. Clicking on the Switch To... text in the brackets will switch between the two options.
      • HTML will allow you to apply additional formatting and/or paste in formatting from external sources.
      • Text Only will remove formatting and send a plain text version of the email.
    • To allows you to use the Lookup icon to associate a Contact as the recipient of the email.
    • The Related To field will automatically be filled in with the Travel record you created the Email from.
    • Additional To, CC, and BCC fields allow you to select co-workers and contacts as additional recipients or to be copied or blind copied on the email.
    • Subject will be the subject of the email in the inbox of any recipients. This may be dictated by internal business processes.
    • The Body field will either be plain text or, if you have clicked the Switch to HTML button, will allow you to apply formatting. You can type, copy and paste, or click on the Select Template button at the top or bottom of the page to choose an Email Template from your available folders.
      • Note: If using a template and modifying text your changes are only reflected in the HTML version of the template. The changes are not reflected in the text-only version of the email sent to recipients.
    • Attach File can be clicked if a file needs to be added to the email.
    • Preview allows you to view what the email will look like prior to sending.
    • Check Spelling can be clicked to look for any spelling errors prior to sending.
  3. Fill in all desired fields for the Email and click on Send to send the email and be brought back to the Travel record.