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Timeline and view in lead entity

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Posted on by Sumaira Noor

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Hello community experts,
There is an urgent requirement where I have get the latest activity from the timeline for lead entity and it should display in view

Can you please tell me how to get the latest activity record?

Please guide it's urgent requirement

Thanks in advance

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Wahaj Rashid 11,321 on at

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Hi,

Thank you for your query.

You cannot show a single activity in a view. This means, we do not have TOP 1 kind of operations available.

If you wish to show a particular activity on Account or Lead, you can build an SSRS report (user TOP 1 in the fetch xml).

But if your requirement to list leads along with 1 latest activity (each), you cannot do this in a view or report.

If you are on an on-premise environment, you can use SQL Query to build report (Partition BY), else, you have to export this data for reporting purposes.

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Akanksha Srivastava 100 on at

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Hi Sumaira,

Can you please provide more information on the requirement? Do you need the activity displayed in Lead view or just form? Also, would it be any activity type or some specific ones only?

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Sumaira Noor 1,085 on at

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@Akanksha Srivastava and @Wahaj Rashid, thanks a lot for your response

For Example: I have a lead record with name "John Doe", when i open "John Doe" record, his activities such as task or email etc will be displayed in timeline. But i want to get the most recent task from that particular record's timeline and may be we can fetch that in a textfield and once it comes to textfield we can make it display in view is what i understand, but how to get that latest activity record from timeline to the textfield is what i dont know. Can somebody please guide me?

Thanks!

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Wahaj Rashid 11,321 on at

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Hi,

What do you want to show in the Text field? They Subject of the Activity? The type of the Activity?

Assuming, you need both, I would recommend creating a process or flow for this purpose. However, both the process or flow won't trigger on Activity table (entity), you have to create multiple processes/flows for each Activity Type.

Here are steps to follow:

Create 2 text fields in the Lead table (entity):

Recent Activity

Recent Activity Type (you can also create this as an option set and select existing optionset named "Activity Type")

Add these fields to the form and Publish changes.

Then create a real-time workflow which triggers on create of Task table (entity):

Add a Check Condition to verify if regarding object is lead.

Add an Update step to update the Regarding Lead to set Activity Subject and Activity Type:

Activate the workflow.

Test it by creating a Task.

Now, you have to repeat these steps for all Activity Types (Phone Call, Email, etc.) or at least for the ones you use.

Once you have this data, you can use these in a view.

If you can afford to wait for these fields to be updated, you can use Microsoft Flow to do the same as well.

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LuHao 40,892 on at

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Hi Sumaira,

You would like to create a field for Lead and this field shows the latest Task of the Lead, and the field also display as a column on the view, right?

If so, we can create a Task lookup field for Lead, and create a workflow to automatically update this lookup field when a Task regarding Lead is created, then create a flow to manually update all Lead based on existing Tasks.

Step 1. Create a Task lookup field for Lead.

Step 2. Create a workflow. Activate.

Step 3. Create an instant cloud flow.

Run it, if it runs successfully, turn off it or delete it.

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Sumaira Noor 1,085 on at

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@Lu and @Wahaj Rashid, many thanks again for the clear steps

But the problem here is, in one field he want the latest acitivity from timeline, whether it is email/task/phone call or any other activity

Can you please suggest how i can solve this scenario?

Thanks in advance!

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LuHao 40,892 on at

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Hi Sumaira,

So I think the only solution is to

1) create a single line of text field

2) then create multiple workflows, each for one Activity type, the step is to update the text field with the subject of the Activity.

3) run a flow to list multiple Activity type records, take the latest record for each Activity type. Then take the activity with the closest modification date from them, update the text field with this modification date.

If you need screenshots, I will provide them tomorrow.

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Sumaira Noor 1,085 on at

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@Lu Many thanks, I'll try the approach you suggested.

Yes i would like to have screenshots

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Wahaj Rashid 11,321 on at

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Hi,

In my answer, I have clarified that you have to repeat the steps for each Activity type.

That is the reason I have suggested to create 2 fields:

Recent Activity Type

Recent Activity Subject

The steps I provided are for Task, you can do the same for other Activities like Email, Phone Call etc.

I have highlighted the text in my original answer for your reference.

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Wahaj Rashid 11,321 on at

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If my answer was helpful, please mark it as verified (click 'Yes' under 'Did this answer your question').

This should make it easier for the other readers.

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