Table of Contents

How To Create Activity Records Associated With Opportunities

Purpose

The purpose of this article is to provide an overview of how to create activity records (log a call, email, etc) related to an Opportunity record that updates the Opportunity's Last Activity field.

Intended Audience

  • Customer Service Managers (CSMs)
  • Account Executives (AEs)

Notes

  • The User should be logged into Salesforce prior to performing this process.
  • The Salesforce Lightning Extension has been added to the user’s Chrome browser.
  • The Outreach Extension has been added and activated in the user's Chrome browser.
  • The Google Chrome browser must be used.
  • A Contact record to be associated with the activity must exist in Salesforce prior to creating and associating an activity to the Opportunity
  • The Contracts object must be made visible in Salesforce Navigation

How To Create Opportunity Activity Records

Opportunity activity records for meetings, emails, and calls-logged can be entered directly into the Salesforce Opportunity record via the Activity widget, or via the Outreach Extension add-on.

Adding Activity Records Directly To An Opportunity Record

To add activity records directly in the Salesforce Opportunity record, follow the steps below:

Open the desired Opportunity record in Salesforce

In order for Opportunity activities to be associated (and reported) properly in Salesforce, the activities should always be entered from on the Opportunity record- not the Account or Contact records

Access the Activity Widget on the Opportunity record and click the desired activity to be created

Email- Click the email tab

  1. Click the Compose button
  2. Complete the fields below in the Email form
    1. To: Enter the Contact's name and select the Contact from the picklist to receive the Email
    2. Subject: Enter the Subject Line for the Email message
    3. Enter the Email's message
    4. Click the Send button

Log-A-Call- click the Log-a-Call tab

  1. Subject: Enter the subject of the call
  2. Department: Select from the picklist
  3. Comments: Enter Call Comments
  4. Name: Enter the Contact's name and select the Contact from the picklist to receive the Email
  5. Activity Type: Select from the picklist
  6. Outcome: Select from the picklist
  7. Click the Save button

Task (Quote Sent & Follow-up)- Click the New Task tab

  1. Subject: Enter the subject of the task
  2. Department: Select from the picklist
  3. Comments: Enter any task comments
  4. Due Date: Enter the due date of the task. If Activity Type is Quote-Sent, enter the date the quote was sent
  5. Name: Enter the Contact's name and select the Contact from the picklist to receive the Email
  6. Activity Type: Select from picklist
  7. Outcome: Select from picklist
  8. Click the Save button

Adding Activity Records To An Opportunity Record From The Outreach Extension

The Outreach Extension can also be used to record and track activities that are associated with a Salesforce Opportunity record. To record an opportunity related activity using the Outreach Extension, follow the steps below:

First- Associate the Opportunity To The Primary Prospect in Outreach

To associate an Outreach Prospect to an Opportunity record in Outreach:

  1. Open, or create the Opportunity record in Salesforce
    1. Remember to always add a Primary Contact to the Salesforce Opportunity record
  2. Expand the Outreach Extension on the right side of the Opportunity record
  3. Click Yes when prompted by Outreach to pull in the Opportunity record
  1. The Outreach Extension will populate with the Opportunity's information
Associate Opportunity Primary Contact As Outreach Opportunity Prospect
  1. From the Salesforce Opportunity- in the Outreach Extension, click the Edit button and select Add Prospects
  1. Complete the fields required to Assign the Opportunity to a Prospect in Outreach
    1. Prospects: Enter and select the name of the Primary Contact associated with the Opportunity
    2. Role: Select from the picklist
    3. Opportunity: Validate that the correct opportunity record has been selected
    4. Primary: Check this box
    5. Click the Assign button

How To Manage & Update Your Opportunity Activities

Manage Your Opportunity Activity From The My Open Pipeline List View

From the Opportunity tab in Salesforce, select the My Open Opportunities list view. See the List View Controls article for help

Inside the My Open Opportunities list view, the Outreach Extension can be expanded and updated by clicking the round blue icon next to the desired opportunity name.

Using the Outreach activity process steps above, activities can be created for each opportunity while working inside the list view

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