Because Interactions and Tasks work tightly together we offer a number of useful functions to connect details in order to reduce the need for users to click around in order to find historical details (when in a Task) and future details (when in an Interaction).
Once an Interaction is saved and Quick Actions are presented as the Next Step (i.e. Create Task, Create Meeting, Send an Email, etc.) and the user selects “Create Task”, the “Next Step” field details (from the Interaction) will auto populate in the Task item’s “Summary” field.
A Task icon will appear in the Next Step field on the Interaction Display form to indicate there is a Task connection. The Task icon is hyperlinked to the Task itself.
The Create Task icon no longer appears on the Action Bar of the Interaction - ensuring the user cannot create another Task.
Configuring
This system should not require setup if a Flex Template newer than 2015 is used. This function should be working as described below. If your Flex Template was purchased before 2015 then follow these steps to configure.
- From the Task List go to List Settings.
- Ensure the Task List Settings contain the Columns shown below.
- Next, take steps to create a new Task from an Interaction using Quick Actions.
- Put the Task form in Edit Mode.
- From the Web Part Editor, scroll down to locate the “Copy Down” section and ensure the following items are entered.
Note: your field names may be different. Search the “Copy Down” section of this Guide for further information.
- Click OK to exit the Web Part Editor, then save the new Task.
- Go to the Task Display for this item. The Related Interaction Details section of the Display form should appear at the bottom (see screenshot below).
- To add it if it is not on your Task Form, click Page/Edit Page.
- Click “Add a Web Part”. Under the Categories section, select Miscellaneous (A), in the Parts section, select CRMDisplayFormFields (B), and click Add (C).
- Drag the new Display Form web part down the page until it is situated under the main Task form, then click “Edit Web Part” as shown below.
- Select “Flex Configuration” (A), then click the “…” box to the right of Columns for Table 1 (B) to launch the Text Editor.
- Use the syntax shown below in the Fields (for Table 1):
- Add a Title and set the Table 1 Title style, Title column style and Value column style as shown below.
- Click OK and Save settings. Refresh the page and the Related Interaction Details WebPart now appears on the Task Display. Also, search the “Copy Down” section of this Guide for more information.
- Next map the Task and Calendar fields to be used to receive the Next Step value from the Interaction. Ensure the following Settings and fields are set up.
Setting Name: TaskFromInteractionMapping
Setting Value: Default is [Summary]=[Next Step]
Setting Name: CalendarItemfromInteractionMapping
Setting Value: Default is [Summary]=[Next Step]
The Left bracket contains the field in the Calendar/Task item (ie. Summary) and the right bracket contains the field in the Interaction (ie. Next Step). This Setting controls the copying of the Interaction “Next Step” value into the Summary field value of the Calendar/Task Item.
The previous Setting Name was “AppointmentFromInteractionMapping”. Either Setting will work.
- Add these two ID fields to the Interaction Column list if they do not exist.
- FollowUpAppointmentId
- FollowUpTaskId
- Additionally, ensure the following fields are set up in their respective lists:
- Interaction List – “Next Step” (Text Field)
- Task List –“Summary” (Text Field)
- Calendar List – “Summary” (Text Field)