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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Activity usage
Microsoft Dynamics CRM (Archived)

Activity usage

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Posted on by Trellist1 40

I've been trying to configure activities to work the way my company would use them.  We typically use the terms Accountable and Responsible for jobs that need to get done.  I'm trying to configure everything so on each activity, "Owner" is the Accountable party and "Sender/Caller/Task Doer" is the Responsible party.  The problem is, I've created a custom field in Task activities that is called "Task Doer".  The Task Doer field is not part of the activity party and therefore if I create a task, and I'm the owner, the person who is responsible for getting the task completed can not see it in their My Activities view.  Does anyone have any suggestions?  Is there a way that I can put Task Doer into the Activity Party?  Is there just an overall better approach to assigning and monitoring assigned tasks?

Thanks in advance. 

Jaime

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  • Verified answer
    Neil Benson Profile Picture
    Neil Benson 7,369 User Group Leader on at

    I have to admit, your terminology is a little confusing to me. Accountable and Responsible sound like synonyms: if I am accountable for the task getting completed, then I'm responsible for completing the task.

    But ignoring my confusion, assuming you want to use the Regarding field for something else, then we can't use that. So you might need to create a custom 1:N user to task relationship. I'd use the original Owner field to indicate the person responsible for completing the task, and use the custom user lookup field for the person who asked the owner to complete the task (I think you call this the accountable user).

    Then, you'll need to modify the My Tasks view if you want accountable users to see tasks that other people are responsible for doing on their behalf.

    You'll need to repeat this for all other activity types too. I wouldn't re-use any of the standard activity party fields for your requirement.

  • Trellist1 Profile Picture
    Trellist1 40 on at

    Neil,

    Thank you very much for responding, and please pardon my green-ness to CRM.  

    Confusion aside, it sounds like you very much understand my problem.  Using Owner as the "responsible" field, and the custom user lookup as the "Accountable / Task-Assigner" seems to makes sense in the situation a user would need to reassign a task to another.  I also understand how to customize the views.  For the other activities (phone, fax, letter, etc.) I understand you recommend to remove the default activity-party "caller/sender" fields and create a new custom lookup as I did in Task.  

    Regarding the 1:N user to task relationship... what will creating this achieve?  How do I go about creating the 1:N user to task relationship?  Assuming it works for task, I will simply replicate for the other activity types.  Will this work for appointments and email as well?  I understand email activities operate a little differently.  

    Thanks!!

    Jaime

  • Neil Benson Profile Picture
    Neil Benson 7,369 User Group Leader on at

    Jamie, the Resource Center will provide lots of informative articles about how to customize CRM. For example, here's how to create arelationship: rc.crm.dynamics.com/.../source_cust_entity_1n_relationship.htm.

    However, I would advise you not to take the CRM 2011 Customization & Configuration training course before customizing CRM. This course will give you a solid understanding of the customization principles so you end up with a solid system. Or contact a local Microsoft CRM partner for assistance.

    Regards, Neil

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