Convert An Activity from One Type to Another

Convert An Activity from One Type to Another

You may convert an activity from one type to another type. Here is a scenario when this might be useful. Let's say you create a task to tell your assistant to schedule an appointment with a client. When he talks to the client, they agree on a date, time, and location for your meeting. At this point, the task is no longer useful, but you now need an appointment. Since you made some notes within the task about topics that you wish to discuss with the client, you want to make sure those notes are carried over to the appointment. Rather than have your assistant create a new appointment and remember to copy and paste your notes from the task, he may simply convert the task to an appointment, edit it with the time, place and attendees and be done with the process. The result? He saved time and you kept your notes!

To convert an activity, select it from any list or calendar screen, right-click and choose Convert To, and then select the new activity type.

Here are the activities and their allowed destinations:

 

 

 

Appointment

Task

Note

Review

Pipeline Event

Appointment

---

Yes

Yes

No

No

Task

Yes

---

Yes

No

No

Note

Yes

Yes

---

No

No

Review

Yes

Yes

Yes

---

No

Pipeline Event

Yes

Yes

Yes

No

---

 

Usage Notes:

  • You will be asked if you wish to "Keep the original activity after conversion?" If you do, choose Yes to keep both the original and the new activity record. Choosing No will cause the deletion of the original activity.

  • Basic fields are converted: Activity Description, Related To, Category, Date and Time, Owner, Date Closed, the Private flag, the Project, and the Link. All other extended fields are ignored, including any notification options.

  • You may select multiple activities to convert at once. If you select an item type that cannot be converted, it is ignored without warning.

  • When the process is complete, it will refreshes the screen that you were on, which may no longer contain the converted items! For instance, in the scenario described above, if the assistant converts the task into an appointment for the boss and doesn't choose to keep the original task, the new appointment will be on the boss' Home screen, not on the assistant's. This is probably exactly what you want, but it can confuse you briefly as well.

  • You may not Convert To a Review or a Pipeline Event under any circumstance.

  • Repeated conversions of the same item are not detected. If you do convert an activity twice (and keep the original), you will have duplicate new activities created.

 

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