Salesforce Calendar - how to show tasks & other records
Summary
TLDRThis video provides a step-by-step guide on customizing the Salesforce calendar to display tasks alongside events. The process includes creating a new calendar for tasks, adding a due date and time field, and using checkboxes to filter which tasks appear. Additionally, it explains how to display opportunities in the calendar, including a feature to show opportunities one week before their closing date. The tutorial also covers adding public calendars and resources like conference rooms to enhance scheduling capabilities within Salesforce.
Takeaways
- 📅 Salesforce's default calendar only displays events, but tasks can also be added with customization.
- 🔧 You can create a custom calendar for tasks by selecting 'New Calendar' and using 'Task' as the source.
- 📝 To display a task's due date and time in the calendar, a new 'Date Time' field must be added to the task object.
- 💡 The task will appear as an all-day event unless a specific time field is added to the task layout.
- ✅ A checkbox field 'In Calendar' can be created to control whether a task appears in the calendar or not.
- 🔄 Tasks only show in the calendar once filters are applied, using the 'In Calendar' checkbox set to true.
- 📊 You can also create custom calendar views for opportunities by selecting the close date as the 'Start' field.
- ⏳ Opportunities can be shown a week before their closing date by creating a formula field that adjusts the close date.
- 🏢 Public calendars and resources (e.g., conference rooms) can be added for broader organizational use.
- 🔄 Custom filters and list views can be shared with all users to allow consistent calendar management.
Q & A
How can you show tasks in the Salesforce calendar?
-To show tasks in the Salesforce calendar, create a new calendar by selecting 'Tasks' under 'My Calendars.' Set the start field to the due date and add a subject field to display the task.
Why do tasks initially appear as all-day events in the calendar?
-Tasks appear as all-day events because they lack a time field. You need to create a new 'Date Time' field in the activity object to include both the date and time for the task.
What is the purpose of the 'In Calendar' checkbox?
-The 'In Calendar' checkbox allows users to choose whether a task should appear in the calendar. If checked, the task will be shown; if not, it will be excluded.
How do you add a 'Date Time' field to tasks in Salesforce?
-To add a 'Date Time' field, go to the activity object under 'Fields and Relationships,' create a new 'Date Time' field, make it visible to all profiles, and add it to the task layout.
How do you apply a filter to display only specific tasks in the calendar?
-Create a new list view where the filter is set to 'In Calendar' as true. Then, apply this filter in the calendar by editing the 'My Tasks' calendar and selecting the new list view.
Can opportunities be displayed in the Salesforce calendar?
-Yes, opportunities can be displayed by creating a new calendar. Set the 'Close Date' as the start field and display the opportunity name in the calendar.
How can you display an opportunity one week before its closing date in the calendar?
-Create a formula field that calculates the date seven days before the close date. Then, set this new field as the start field in the opportunity calendar.
Why was there no change in the calendar after creating the new 'Date Time' field for tasks?
-The calendar did not update because the start field needed to be changed to 'Due Date Time' in the task calendar settings. Once updated, the task appeared in the correct position.
What are public calendars and resources in Salesforce?
-Public calendars allow you to display events for entire departments, while resources can be used to book items like conference rooms. These can be managed under 'Public Calendars and Resources' in the setup menu.
How can you customize task layouts in Salesforce to show new fields?
-To customize task layouts, add any new fields (like 'Due Date Time' or 'In Calendar') to the global task layout by editing the 'New Task' global action and including the new fields.
Outlines
🗓️ Adding Tasks to Salesforce Calendar
The default Salesforce calendar only displays events, but tasks can be added as well. The speaker demonstrates how to display tasks on the calendar by creating a new calendar under 'My Calendars,' selecting tasks, and configuring the fields for start and subject. Although initially, the task appears as an all-day event without a specific time, a new 'Date Time' field is added to the activity object to allow tasks to have a defined time. This field is made visible only in the task layout, ensuring tasks have both date and time. After updating the task with this new field, it correctly displays in the calendar with a time slot.
✅ Filtering Tasks in Salesforce Calendar
The speaker continues by explaining how to prevent all tasks from showing on the calendar. A checkbox field called 'In Calendar' is created, ensuring that only tasks marked with this box will appear on the calendar. This new checkbox field is added to the task layout and made visible for all profiles. Once a task is created with this checkbox selected, it will display in the calendar. A filter is also applied to display only tasks with the 'In Calendar' box checked, which can be shared across users for more effective task management.
📅 Adding Opportunities to Salesforce Calendar
The next scenario involves adding opportunities to the Salesforce calendar, specifically those that are closing soon. A new calendar is created to show opportunities with a closing date, and the opportunity name is selected as the display field. However, the speaker wishes to see opportunities one week before their closing date, so they create a formula field on the opportunity object. This field subtracts seven days from the close date, allowing users to see the opportunity earlier in their calendar.
🏢 Utilizing Public Calendars and Resources in Salesforce
The speaker wraps up by showing how public calendars and resources can be added to Salesforce for departmental use or for booking resources like conference rooms. Public calendars and resources can be managed through the setup menu, allowing organizations to streamline scheduling across departments. This feature helps users customize and manage their Salesforce calendars more effectively.
Mindmap
Keywords
💡Salesforce Calendar
💡Tasks
💡Due Date
💡New Calendar
💡Date-Time Field
💡Global Actions
💡In Calendar Checkbox
💡List View
💡Opportunities
💡Formula Field
Highlights
Salesforce calendar only shows events by default, but tasks can be displayed by creating a new calendar for tasks.
To display tasks in the calendar, select 'New Calendar' next to 'My Calendars' and populate fields like start date (due date) and task name.
Tasks initially show up as all-day events in the calendar, so adding a new DateTime field for tasks allows specifying the time as well.
The new DateTime field must be created in the 'Activity' object and added to the task layout, excluding event layouts.
Global actions for new tasks need to include the new DateTime field, replacing the old due date to ensure tasks show both date and time.
In the calendar view, users must change the 'Start' field of tasks to the new due date-time field to accurately place tasks on the calendar.
A checkbox field called 'In Calendar' can be added to filter tasks that should appear in the calendar. Unchecked tasks will not display.
The 'In Calendar' checkbox is added to the task layout and the global actions to control task visibility in the calendar.
To manage tasks on the calendar efficiently, users can apply a filter that only shows tasks where 'In Calendar' is checked.
List views with filters can be created for tasks based on the 'In Calendar' checkbox, allowing users to limit task visibility as needed.
For opportunities, a new calendar can display opportunities closing on specific dates by selecting the 'Close Date' as the field for start.
A formula field can be created to display opportunities in the calendar a week before their actual close date.
The formula subtracts 7 days from the opportunity's close date, and the new calendar must be updated to show this adjusted date.
Salesforce calendars can also display public calendars and resources like conference rooms, which can be added under the 'Public Calendars and Resources' section.
The overall customization of Salesforce calendars enables more personalized views for tasks, opportunities, and public resources, providing users greater control over their schedule visualization.
Transcripts
out-of-the-box salesforce calendar will
show us only their events but what about
tasks for example if I go to this lead
norm I can see that I already created
tasks for today and I would like these
tasks to be shown on the calendar as
well it is very easy to edit next to the
my calendars I select new calendar here
I can see that I have lots of options
but now I select a task I have to
populate the field for start which will
be the due date and I have to populate
the field name to display apply a filter
and field for end is only optional so
here I select subject and I click Save
however I have to add a name to the
calendar as well in this case the name
will be my tasks and I click Save now I
can see that the task is in the calendar
however it doesn't have a time it seems
like it's the whole day so I add a new
time field to the task so I can populate
the time I go to the activity object and
under fields and relationships I create
a new date time field date time because
I want to populate the date and the time
as well the name will be due date time
so I add this field and I make it
visible for all the profiles and I add
it to the task layout only because I
don't want it to be available on the
event layout but we are not done yet we
have to go to the global actions and
under
new tasks I click on the layout and and
add this new field I created and delete
the due date in this way when I go to
the lead and create a new task I will be
able to see this new field as you can
see the date and the time field as well
so now I create a new task where I
populate the date and the time so I
select the time from the scroll down
menu and I click Save
so I go to the calendar now and what I
can see there is no change because I
have to change my tasks first so the
field for start change to due date time
and now as you can see the the task is
in the right place in the calendar
however if I have many tasks I don't
want to show every one of them on the
calendar so we can add a field now
called is calendar and if it's checked
the tasks will appear in the calendar if
it's not checked we don't want the text
to be in the calendar so I went to the
activity object and creating a new
checkbox field called in calendar it's
by default unchecked of course I make
this visible for all the profile for now
and I would like to show this field only
on the tasks layout I click Save I go
back and I would like to add it to the
new tasks global action as we did with
the due date time so I add this field as
well and click Save
when I go back to the new tasks I can
see that there is an in calendar check
box as well
I create a new task and I will populate
the date and time if I check the in
calendar checkbox the task will appear
in my calendar if I don't do that it
will not how I say this and I go back to
the calendar but now I can see two tasks
why because I have to apply a filter I
go to task and I create a new list view
where the filter will be in calendar set
to true and I would like to see only my
tasks I make this list view available
for all the users so they will be able
to add this filter to their calendar as
well so I go to the filter and select in
calendar and set it true
the owner remain my tasks as I can see
there is only one tasks with in calendar
check to true so I go to my tasks
calendar and edit the calendar and under
apply a filter I will select the newly
created list view my calendar tasks I
click Save and now I only can see those
tasks where the user or where I actually
selected in calendar there are other use
cases as well if I go to the opportunity
we have a field close date so for
example if I would like to see the
opportunity which is closing today in my
calendar
I go back to the calendar and I add a
new calendar here under object I select
the opportunity and click next calendar
name will be closing opportunities you
remember that I have to select a field
for start which will be the close date I
don't select a field for end and I don't
select an apply a filter but I select
the opportunity name has the field to
display in the calendar so if I go to
25th of May I can see that opportunity
but I would like to see the opportunity
one week before it's closing so I create
a new field a formula field on the
opportunity object I go to formula and I
select date this will be the field which
show me the date seven days before the
closing date so I select close date from
the inserting field and minus seven and
check the syntax it's working correctly
so I click next I will make this visible
for all the profiles and click Next I
save it I don't want to show this field
on any of the layouts because I just
need this field for the calendar view so
now I go back to the calendar i refresh
the page if you liked this video please
click like please subscribe and don't
forget the click on the bell button so I
came back to the calendar and as I can
see the opportunity is still in the old
place
why because I have to modify the closing
opportunities calendar to set the fields
for start to the field which I created
earlier so now as I changed it to the
formula field I can see that the
opportunity is one week before the
closing date in our calendar under other
calendars we can see that we can add
public calendars and resources as well
if we go to the setup under public
calendars and resources we can add these
recourse as well public calendars for
departments resources for conference
rooms for example so we can show those
as well in our calendar
I hope this video will help you to
customize the calendar view in
Salesforce and if you have any custom
solution please share this with us in
the comment section thank you for
watching and see you next time
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