Confusion on Activities views

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Posted on by rmcanally65

Hi all:

I have some questions on the Activities views (in this case, within Accounts):

I have a sub-grid in the main form that has "All Associated Activities" as the view; in the case of the Account I am referencing here, this view shows 12 records (some completed, some open, etc.). However, if I go to the nav bar and select "Activities", then select "All Associated Activities" and filter on All, I see 79 records.

My question is: what is the difference, and how can I show this within the sub-grid?

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Mamatha Swamy 5,426 on at

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The sub-grid only shows activities that are regarding Account. Ex: emails/tasks/other activities with 'Regarding' field set to the Account.

The associated view shows activities that are rolled-up from activities and its related entities. Ex: emails/tasks/other activities with 'Regarding' field set to Account/contact/Opportunity/quote/other entities related to Account.

The simple way to resolve the confusion is to remove the sub-grid from the form. If that is not an option then you can customize the sub-grid filter. Refer to the post below for the approach on how you can filter sub-grid

social.microsoft.com/.../associated-views-and-deep-queries

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Aileen Gusni 44,524 on at

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Rob,

Agree with Mamatha.

The Activities Associated View is a Special View, you can choose whether you want to only show the "this record only", or all related activities, and it is a rollup.

So let's say you have 12 records to the related Activities to this Account record, it means that all of those activities are linked to this Account DIRECTLY, connected by a REGARDING Field and some connected as Activity Party, for example Phone Call "Call To/From", eventhough your regarding is a Case, but if this Account is the Call To or From, it means it is related.

And for the All Activities view with Related "Regarding" record criteria, it is all of the activities related to this Account record, including child, grand child, and also Contact.

So for Example: Company BizNet, you are the Contact person.

Then, you make a phone call, it will also appear in the BizNet Activities, if you choose the "Related 'regarding' record", not the this record only.

So, let's say you have Case then create activity, it is also link to your company record, BizNet Account.

And also BizNet has branches or sub-accounts, then all of the related activities will also be rolled-up.

So you can see the whole activities related either directly or indirectly to the Account.

But, this is only in the Associated View, not available in the subgrid, in the subgrid you can only show Activities that linked to an Account using "Regarding" field only.

Hope this helps you, Rob.

Thanks.

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Community Member on at

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Aileen, Nice explanation - thank you

harihar

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rmcanally65 on at

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Thanks, Aileen!

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rmcanally65 on at

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Thanks, Mamatha!

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