Qualified Lead Actvities: Change the Set Regarding to the Newly Created Opportunity

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Hello,

Is there a way to change the regarding on emails, phone calls, and other activities to automatically be the newly created opportunity instead of the lead? I know we can manually change the regarding on activities but is there a way to do it (without coding!) when the lead is qualified?

Our VP of Sales wants to see the last activity date on opportunities. Often the latest activities reflected in the Activities tab were created under the lead and retain the lead as the Regarding. Due to this they aren't counted as activities on the opportunity and they won't show in the view he created for himself.

Any ideas?

Thanks!

Beth

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Shidin Haridas 3,499 on at

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Suppose you have a lead with 5 phone calls, 2 emails and so on.

When you qualify the lead, ALL activities from the lead will be visible on the Activities tab of the Opportunity record.

But, as you said, the regarding field is still set to the original lead itself.

Now if you have to go with a no-code approach, doesn't leave you with many options other than to modify the view the 'VP of sales' has created to include these ones as well.

So, if you could share the view created, perhaps we could modify it to include the activities from leads.

Cheers,

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Community Member on at

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Hi Shidin,

Thanks for responding. Your view suggestion would have been interesting.

I showed the VP how to change the regarding on the activities. He then showed the Sales team. They should now be able to have the activities show where they need to show for their reporting.

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David Carr 45 on at

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Hi Beth,

I have two no-code ideas, one old school, and one new:

One old-school no code solution would be to create a bunch of workflows, add custom fields on the lead and the opportunity, and map them... Something like this:

- Create a custom field: 'lastactivitydate' on both lead and opportunity

- Map the lastactivitydate between lead and opportunity.

- Create a workflow on each activity entity type you use (task, phone, etc.). On create and update of the regarding field on the activity, set the 'lastactivitydate' on the regarding (lead or opportunity) entity.

- Use the new lastactivitydate field in the VP of Sales views.

End result: the lead 'lastactivitydate' will continually update until it gets converted to an opportunity, at which time this new opportunity will now have the last date (can also run a workflow on creation of an opportunity to update the lastactivitydate then, if you wish). Then, when a new activity is added regarding the opportunity, the opportunity.lastactivitydate field will be updated.

You can then use the opportunity.lastactivitydate field on views, without requiring (or in addition to) the sales guys modifying the regarding activities. Note that you can use this technique for custom entities, custom activity entities, and this can work for account.lastactivitydate, contact.lastactivitydate, etc.

BTW, the reason you can't really do what you want without code, and loop through all of the activities linked to the lead, and re-link them, is that historically, workflows can't loop.

Which is what leads me to idea #2: Power Automate. (a/k/a Flow). You can loop through records returned via a query in a flow using the "List Records" action, so you should be able to trigger the flow on the creation of an opportunity, use the originatingleadid link to find the lead with one "list records" action, loop through this one record and find all activities linked to this lead with another "list records" action, and within this second loop, re-link each activity to the opportunity (that triggered this flow).

Hope this helps,

Dave

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