Creating Sales Tasks and Adding Notes for a Lead or Opportunity

This chapter provides an overview of sales tasks and discusses how to:

Create and assign sales tasks.
View and manage tasks.
Add notes and attachments.

Understanding Sales Tasks

A task is an day-to-day activity such as a meeting or a conference call that you put on your calendar. You can use tasks in many PeopleSoft CRM applications.

See Working with Tasks.

A sales task is an day-to-day activity associated with managing a lead or an opportunity. Sales tasks might include making a sales call, attending meetings, or following up on prospects. You can use functionality in the Lead and Opportunity components to manage sales tasks.

Creating and Assigning Sales Tasks

This section discusses how to create and assign sales tasks.

Pages Used to Create and Assign Sales Tasks

Page Name	Object Name	Navigation	Usage
Lead - Tasks	RB_TSK_EDIT_GRID	Sales, Search Leads. Select a lead. Select the Tasks tab.	Create and track the sales tasks to follow up on a lead, close the sale, or convert the lead to an opportunity.
Opportunity - Tasks	RB_TSK_EDIT_GRID	Sales, Search Opportunities. Select an opportunity. Select the Tasks tab.	Create and track the sales tasks that are required to follow up on an opportunity and close the sale.

Page Name

Object Name

Navigation

Usage

Lead - Tasks

RB_TSK_EDIT_GRID

Sales, Search Leads.

Select a lead. Select the Tasks tab.

Create and track the sales tasks to follow up on a lead, close the sale, or convert the lead to an opportunity.

Opportunity - Tasks

RB_TSK_EDIT_GRID

Sales, Search Opportunities.

Select an opportunity. Select the Tasks tab.

Create and track the sales tasks that are required to follow up on an opportunity and close the sale.

Creating and Assigning Sales Tasks

Access the Lead - Tasks page or the Opportunity - Tasks page.

Note. The Tasks page appears in both the Lead and Opportunity components. While this screen shot is from the Lead component, the information applies to leads and opportunities unless otherwise indicated.

Identify each task that is required to work the lead or opportunity and close the sale. When you identify tasks and save the page, the system saves the task to the calendar and to the tasks list.

	Click the Task Details button to access the Task Details page to enter or view detailed information for the task.
Task Subject	Displays a description of the task.
Task Type	Displays a task type. Set up task types on the Tasks Type page under the Common Definitions, Task Management menu.
Task Status	Displays the status of this task. Values are Cancelled, Completed, In Process, and Open.
Task Priority	Displays a priority for the task. Values are High, Medium, and Low.
Start Date	Displays a start date for the task.
Start Time	Displays a start time for the task.
View	Select the tasks (All My Tasks, My Closed Tasks, or My Open Tasks) that you want to view in the Task Summary section. The default is My Open Tasks.

Assign Task

Select the Assign Task grid tab.

Task Subject

Displays a description of the task.

Owner Name

Displays the user to whom the task is assigned.

Contact Name

Displays the name of the contact person for the task.

Set End Date

Select the Set End Date tab.

End Date and End Time

Displays the date and time when you complete the task.

Comments

Displays comments to further describe the task.

Managing and Viewing Tasks

This section discusses how to:

Manage and view tasks.
Associate a task with a lead or opportunity.

Pages Used to Manage and View Tasks

Page Name	Object Name	Navigation	Usage
Task Details	RB_TSK	Sales, Search Leads or Sales, Search Opportunities. Select a lead or opportunity. Select the Tasks tab, and then click beside the task that you want to view or edit. Click the Add Calendar Entry button from the My Calendar component. Click the Add Task button from the My Tasks page.	View task details.
Transactions for the Task	RB_TSK_TXNS	From the Task Details page, click the View or Link Transactions link.	Associate a task with a lead or opportunity.
My Tasks	RB_TSK_MY_TASKS	My Tasks	Manage and view tasks.
Monthly Calendar	RB_TSK_CALENDAR	My Calendar	View tasks in calendar format.

Managing and Viewing Tasks

You can view tasks several ways. You can:

View tasks for the specific lead or opportunity on the Lead - Tasks page or Opportunity - Tasks page.
Click the Task Detail icon that is next to a task on the Lead - Tasks page or Opportunity - Tasks page to access the Task Detail page, where you can view or edit details for that task.
View the calendar to determine which tasks are due to begin on which dates, and click any task to access its relevant Tasks page.

See Using Calendars.
Use the My Tasks page to view lists of tasks.

Note. When you enter and save a task on the Lead - Tasks page or Opportunities - Tasks page, the system associates the task with a lead or opportunity, and writes that task to the calendar if applicable for the task type selected for the task. However, when you enter a task directly in the My Calendar or My Tasks components, the system does not associate it with a lead or opportunity. You must use the View or Link Transactions link from the Task Details page to associate the task with a lead or opportunity.

Lead and Opportunity

The systems displays a link to the lead or opportunity to which the task is associated. Click the link to view the lead or opportunity.

View or Link Transactions

Click this link to access the Transactions for the Task page, where you can associate the task with a lead or opportunity.

Associating a Lead or Opportunity With a Task

Access the Transactions for the Task page.

Primary

Select this check box to indicate the primary transaction to which the task belongs. A task can be associated with multiple transactions. When this situation exists, one of the transaction must be marked as the primary transaction to which the task belongs.

Transaction

Select Lead or Opportunity to link the task with a lead or opportunity.

Lead or Opportunity

The system displays one of these fields after you make a selection in the Transaction field. Select a lead or opportunity with which the task is associated.

Add Transaction

Click this button to associate the task with the lead or opportunity that you select.

Adding Notes and Attachments

This section discusses how to enter and view notes and attachments.

Pages Used to Add Notes and Attachments

Page Name	Object Name	Navigation	Usage
Lead - Notes	RSF_LEAD_NOTES	Sales, Search Leads Select a lead. Select the Notes tab.	Enter notes and attachments about the lead.
Opportunity - Notes	RSF_OPP_NOTES	Sales, Search Opportunities Select an opportunity. Select the Notes tab.	Enter notes and attachments regarding the opportunity.

Page Name

Object Name

Navigation

Usage

Lead - Notes

RSF_LEAD_NOTES

Sales, Search Leads

Select a lead. Select the Notes tab.

Enter notes and attachments about the lead.

Opportunity - Notes

RSF_OPP_NOTES

Sales, Search Opportunities

Select an opportunity. Select the Notes tab.

Enter notes and attachments regarding the opportunity.

Entering and Viewing Notes and Attachments

Access the Lead - Notes or Opportunity - Notes page.

Note. The History page appears in both the Lead and Opportunity components. Although this screen shot is from the Opportunity component, the information applies to leads and opportunities.

Select

Select this check box to designate that you will send the note to the customer by email.

Subject

When you click a subject link, the system displays the Note Details section at the bottom of the page.

Email

Click this button to access the Outbound Email page, where you can send an email with notes and attachments to the customer.

Add Note

When you click this button, the system displays the Add a Note section at the bottom of the page.

Apply Note

When you click this button, the system adds the note to the Notes Summary section of the page.

Add an Attachment

Click this link to add an attachment to the lead or opportunity.

See Working with Notes and Attachments.

Task Subject	Displays a description of the task.
Owner Name	Displays the user to whom the task is assigned.
Contact Name	Displays the name of the contact person for the task.

Lead and Opportunity	The systems displays a link to the lead or opportunity to which the task is associated. Click the link to view the lead or opportunity.
View or Link Transactions	Click this link to access the Transactions for the Task page, where you can associate the task with a lead or opportunity.

Primary	Select this check box to indicate the primary transaction to which the task belongs. A task can be associated with multiple transactions. When this situation exists, one of the transaction must be marked as the primary transaction to which the task belongs.
Transaction	Select Lead or Opportunity to link the task with a lead or opportunity.
Lead or Opportunity	The system displays one of these fields after you make a selection in the Transaction field. Select a lead or opportunity with which the task is associated.
Add Transaction	Click this button to associate the task with the lead or opportunity that you select.

Select	Select this check box to designate that you will send the note to the customer by email.
Subject	When you click a subject link, the system displays the Note Details section at the bottom of the page.
Email	Click this button to access the Outbound Email page, where you can send an email with notes and attachments to the customer.
Add Note	When you click this button, the system displays the Add a Note section at the bottom of the page.
Apply Note	When you click this button, the system adds the note to the Notes Summary section of the page.
Add an Attachment	Click this link to add an attachment to the lead or opportunity.