Activities Overview

Modified on Wed, 13 Aug at 7:29 AM

What does the Activities feature do?

The Activities feature in Softbase Evolution provides a central place to create, manage, and track tasks, follow-ups, and interactions related to customers, leads, and internal operations. Activities can be scheduled, assigned, updated, filtered, and now, commented on, making collaboration easier and more transparent.

Adding an Activity

Go to Activities from the Main Menu and click +Activity
Complete the required fields:
- Activity Name: Short title for the task.
- Assignee: The person responsible.
- Date / Starts At / Duration: When and how long it’s scheduled.
- Activity Type: Category (Call, Meeting, Email, etc.).
- Activity Entity: The related record (e.g., sales doc, AP invoice, journal entry). An additional field will come up after selecting the Entity to allow you to identify it, such as AP Invoice Number, Journal Name, Work Order Number.
Add any notes in Activity Notes.
Set Priority and Status if needed.
Click Save.

Editing an Activity

From the Activities list or home page, click the gear next to the Activity Name to select Edit.
This will open up the Activity Page and allow you to make changes.
**When editing the activity, comments can be added to the Activity as well.

Adding Comments (Permission required)

Search an activity
Click Edit from the Gear Button
Scroll to the Comments section.
Click Add Comment to post an update or reply.

You can edit or delete your own comments based on the permissions you have.

Permission for Adding, Editing and Deleting Activity Comments are setup in the Role of the logged in User under the Activity Comments section in Permissions.

Searching for an Activity

The Activity Management screen provides tools to quickly locate and review existing activities.

Search by Activity Name: Use the Search By Activity Name field to quickly find activities by typing part or all of the name.
Filters: You can refine your search results using the available filters (Advanced Filters)

Filter	Description
Status	Show activities by their progress state (e.g., New, In Progress, Completed)
Assignee	Filter activities assigned to a specific user
Activity Entity	Limit results to activities linked to a specific record type (e.g., Sales Document, AP Invoice, Journal Entry, Customer, Vendor)
Activity Type	Show only certain activity categories (e.g., Call, Meeting, Email, To Dos)
Activity Trigger Name	Filter by the automation trigger that created the activity (if applicable)
Date	Show activities due or scheduled for a specific date

Viewing Activities

You can switch between two views for managing your activity list:

List View: Displays activities in a sortable table with columns for key details.
Calendar View: Displays activities visually on a calendar based on their start date and time, ideal for scheduling and workload planning.

Automating Activities

For information on automating actions based on activity events, please visit: Setting Up Activity Triggers.