Documentation
Activities
Activity is the auditable CRM follow-up record for scheduled or completed customer-facing work such as calls, meetings, tasks and other configured engagement types.
What Activity is for
Use Activity to record work that must be planned, owned and related to a CRM business record. The active screen can link an Activity to a Lead or Opportunity and keeps subject, type, status, priority, owner, dates, reminder, direction, channel, location and notes together.
Activity is the transaction record. Activity Calendar is a planning view over scheduled Activities.
Quick reference
Activity operating summary
| Area | Reviewed behavior |
|---|---|
| Required on save | Subject, Activity Type, Status, Owner User, Entity Type and Entity. |
| Entity linking | Lead and Opportunity have dedicated selectors; other configured Entity Types fall back to Entity ID entry. |
| Entity locking | Once both Entity Type and Entity ID are established, the active form locks the entity selector. |
| Scheduling | Start, End and Reminder are optional but have strict dependency/order rules. |
| Timezone handling | Server normalizes Activity date/time values using the effective user timezone for storage. |
| Actions | Save, Apply and Close. |
| Calendar | Scheduled Activities can be reviewed by Month, Week or Day. |
Activity fields
| Field | Requirement | Meaning / significance |
|---|---|---|
| Subject | Hard save requirement | Short statement of the follow-up or task. |
| Activity Type | Hard save requirement / configuration-driven | Classifies the work such as Call, Meeting, Task, Email or another maintained type. |
| Status | Hard save requirement / configuration-driven | Describes the activity lifecycle/outcome. |
| Priority | Optional / configuration-driven | Relative urgency/importance. Reviewed standard priorities include High, Medium, Low and Urgent. |
| Owner User | Hard save requirement | User responsible for completing/following the Activity. |
| Direction | Optional Value Set | Direction from CRM_ACTIVITY_DIRECTION, for example inbound/outbound where configured. |
| Start Date | Conditional | Planned/actual Activity start. Required when End or Reminder is provided. |
| End Date | Optional, depends on Start | Must be later than Start. |
| Reminder Date | Optional, depends on Start | Must be earlier than Start. |
| Channel | Optional Value Set | Communication/engagement channel from CRM_ACTIVITY_CHANNEL. |
| Entity Type | Hard save requirement | Business record class from CRM_ACTIVITY_ENTITY_TYPE. |
| Entity | Hard save requirement | Related Lead, Opportunity or other configured entity reference. |
| Location | Optional | Meeting/site/location context. |
| Description / Notes | Optional | Detailed follow-up context, outcome or instructions. |
Activity Type, Activity Status and Priority are maintained CRM configuration. Direction, Channel and Entity Type are Value Set-driven controls. This makes the Activity model adaptable without requiring users to type lifecycle codes manually.
Reviewed standard Activity configuration
| Control | Reviewed examples | Meaning |
|---|---|---|
| Activity Type | Phone Call, Call, Meeting, Site Visit, Email, WhatsApp, SMS, Task | What kind of engagement/work is being recorded. |
| Status | Planned, In Progress, Completed, Canceled, Not Responding, Call Not Connected, Call Back, Client Not Available, Meeting Scheduled, Meeting Rescheduled, Holding | Operational outcome/progress. Actual choices follow active CRM setup. |
| Priority | High, Medium, Low, Urgent | Relative urgency. |
| Direction | CRM_ACTIVITY_DIRECTION | Configured directional context. |
| Channel | CRM_ACTIVITY_CHANNEL | Configured communication channel. |
| Entity Type | CRM_ACTIVITY_ENTITY_TYPE | Controls the kind of record the Activity belongs to. |
Activity date/time validation
| Rule | Why it matters |
|---|---|
| End requires Start | An Activity cannot have an end with no defined beginning. |
| Reminder requires Start | The system needs a scheduled start point to validate reminder timing. |
| Start must be before End | Prevents invalid negative-duration scheduling. |
| Reminder must be before Start | A reminder is intended to occur before the planned Activity. |
| Typed date/time must parse correctly | The active UI rejects invalid Start, End or Reminder values before mutation. |
| Timezone is normalized | The server converts incoming Activity date/times using the effective user timezone before DB storage. |
Entity relationship behavior
When Entity Type is LEAD, AkshaERP provides a Lead selector. When Entity Type is OPPORTUNITY, it provides an Opportunity selector. Other configured entity types can use the generic Entity ID field.
After an Activity has both Entity Type and Entity ID, the active selector is locked. This protects the meaning of the follow-up history instead of allowing an existing Activity to be silently reassigned to an unrelated customer record.
Activity actions
| Action | What it does |
|---|---|
| Save | Creates/updates the Activity and returns to the originating entity when a return path was supplied, otherwise to the Activity list. |
| Apply | Saves and keeps the Activity open. |
| Close | Returns to the originating entity or Activity list without using Save. |
- Subject, Activity Type, Status, Owner User, Entity Type and Entity are hard save requirements.
- Lead and Opportunity links use CRM record selectors rather than free text in the reviewed active flow.
- Changing Entity Type before an entity is locked clears the previous Entity ID/name so mismatched relationships are not retained.
- Activities are scoped to CRM access/ownership rules in the reviewed core repository.
- Calendar ordering uses Activity Start Date/Time.
Common tasks
Activity task guide
| Task | Recommended steps |
|---|---|
| Schedule a Lead call | Create Activity → choose Call type → Owner → Entity Type Lead → select Lead → Start/Reminder → Save. |
| Schedule an Opportunity meeting | Create Activity → Meeting → select Opportunity → Start/End/Location → Save. |
| Record a follow-up outcome | Open Activity → update Status and Description/Notes → Save/Apply. |
| Review upcoming work | Open Activity Calendar → choose Month/Week/Day → open the required Activity. |
Troubleshooting
Activity issues
| Symptom | What to check |
|---|---|
| Activity will not save | Check Subject, Type, Status, Owner, Entity Type and Entity. |
| End Date gives an error | Enter Start Date and make sure Start is before End. |
| Reminder gives an error | Enter Start Date and make sure Reminder is earlier than Start. |
| Entity selector is disabled | The Activity is already related to an entity; the active form locks that relationship. |
| Activity not visible in Calendar | Check that Start Date/Time is populated and that the Activity is within your current CRM owner/access scope and calendar date range. |
Related pages
Frequently asked questions
Can an Activity exist without a Lead or Opportunity?
The active save flow requires Entity Type and Entity. Lead and Opportunity have dedicated selectors; other configured entity types can use the generic entity reference.
Is Start Date always mandatory?
Not by itself, but it becomes mandatory when End Date or Reminder Date is entered.
Why can I not change the Entity on an existing Activity?
The active form locks an established entity relationship to preserve follow-up history.