To-do List Window

Shows the to-dos that have been assigned to salespeople or teams. To-dos can be linked to contacts and/or campaigns. This window displays different information depending on where you open it from. For example, if you open it from a contact card, you can see the to-dos in which that contact is involved.
In this window, you cannot insert to-dos directly. The program automatically inserts a new line each time you create a to-do using the Create To-do wizard.
Canceled and closed to-dos are displayed at the end of the list.

How to: Create To-dos

You can create to-dos for all the tasks involving contacts that you want to assign to salespeople or purchasers. You can only assign to-dos to salespeople or purchasers. You create to-dos from the To-do List window. Depending on where you open the To-do List window from, the window shows to-dos for contacts, salespeople, campaigns, or teams. The following procedure shows how to create a to-do from the Contact card.

To create a to-do

In the Search box, enter Contacts, and then choose the related link.
Select the contact to create the to-do for.
On the Navigate tab, in the Contact group, choose To-dos.
In the To-do List window, on the Home tab, in the Process group, choose Create To-do. The Create To-do wizard opens.
Fill in all the fields in the first window of the wizard, and then choose the Next button. The Description field is required and must be filled in before you can choose the Next button. The text in this field will be used as the subject for email invitation. For a Meeting to-do, you must also fill in the Starting Time and the Duration fields if the to-do is not an all-day event.
If the to-do is a meeting, in the second wizard window, select the template for email invitation and its language code. The Attachment field shows whether the invitation for this to-do has an attachment. To view and edit the attachment, select the field. Attachments are available only for attendees of the Contact type.
In the Attendees Scheduling lines, fill in all fields for each attendee. Information about a to-do organizer cannot be changed or deleted. The Show Calendar option is only available for attendees of the Salesperson type. The Send Invitation option is only available for contacts and salespeople with an email address.
If the to-do is either Blank or a Phone Call , in the second wizard window, you must fill in the Salesperson Code field or the Team Code field before you can choose the Next or Finish buttons.
Fill in the other relevant fields in the following wizard windows. If the to-do is recurring, fill in the fields in the last wizard window.
When you have entered all the necessary information, choose the Finish button.

How to: Delegate To-dos

You can delegate a to-do to another salesperson or team, for example, if the salesperson or team to which it has been assigned cannot complete it. You can delegate to-dos from the To-do List window. Depending on where you access the To-do List window from, the window shows to-dos for contacts, salespeople, campaigns, or teams. The following procedure shows how to delegate a to-do for a team.

To delegate to-dos

In the Search box, enter Teams, and then choose the related link.
Select the team the to-do has been assigned to.
On the Navigate tab, in the Contact group, choose To-dos.
In the To-do List window, select the to-do you want to delegate.
To open the To-do card, on the Actions tab, in the General group, choose Edit Organizer To-Do.
To delegate the to-do to another team, in the Team Code field, select the delegated team. To delegate the to-do to a salesperson within the team, in the Salesperson Code field, select the delegated salesperson.

Note: You cannot delegate a to-do to both a salesperson and a team. If you enter a salesperson code, the Team Code field is cleared. If you enter a team code, the Salesperson Code field is cleared.

How to: Delete To-dos

You can close a to-do, for example, when it has been performed, but only canceled to-dos can be deleted.

To delete to-dos

In the Search box, enter Delete To-dos , and then choose the related link.
On the To-do FastTab, fill in the default filters.
Add any other filters you may need to select the canceled to-dos you want to delete.
Choose the OK button. After you have deleted a to-do, the to-do is automatically removed from the To-dos window.

Recurring To-dos

You can create recurring to-dos for tasks that occur periodically. To do this, in the last window of the Create To-do wizard, you must do all of the following:

insert a check mark in the Recurring field
specify a date formula in the Recurring Date Interval field
and specify the date the program will use as first due date

See How to: Create To-dos for more information.

Example

To create a task that has to be completed every second week:

Create the to-do by filling in the fields in the first three windows of the Create To-do wizard.
In the last window of the wizard, insert a check mark in the Recurring field.
In the Recurring Date Interval field, enter +2w.
In the Calc. Due Date field, click the field and select Due Date.

How to: Assign Activities

You can assign large tasks, composed of several to-dos, to salespeople or purchasers. Only employees recorded as salespeople or purchasers can be assigned activities.
You can assign activities from the To-do List window. Depending on where you access the To-do List window from, the window shows to-dos for contacts, salespeople, campaigns, or teams.
The following procedure shows how to assign activities from the Salesperson/Purchaser Card card. The steps are similar for contacts, campaigns, and teams.

To assign an activity

In the Search box, enter Salespeople, and then choose the related link.
In the Salespeople window, select the salesperson that you want to assign the activity to.
On the Navigate tab, in the Salesperson group, choose To-dos.
In the To-do List window, on the Actions tab, in the Functions group, choose Assign Activities. The Assign Activities wizard opens.
Fill in the fields in the wizard. The Activity Code, Date, Contact No., and Salesperson Code or Team Code fields are required.
Choose the Finish button.