Predefined and Custom Activity Views - Zoho Desk Knowledgebase

Predefined and Custom Activity Views

The Activities module is where you can create and keep track of all the tasks, meetings, demos, calls, and events. Each activity has vital information on the start time, duration, priority level, status, and other parameters that can be accessed from within an activity. You can neatly organize the numerous activities by using the list views.

Zoho Desk provides you with a list of pre-defined activity views that can be used out of the box. You can also create custom activity views according to your requirements. Likewise, administrators can create shared activity views that can be accessed by all of the agents in your helpdesk.

How can I Access Activity List Views?

Activity list views can be accessed from the home screen:
  1. Click the Activities module.
  2. In the Activities Home page, select a standard list view from the left panel to view the activities (i.e., tasks, events, and calls) underneath it.
    The 'All Activities' view will be displayed during your first access. The system will thereon remember your last seen View and lists the same during successive access.

Following are the standard activity list views that are available in Zoho Desk:
  • All Activities
  • All Canceled Activities
  • All Completed Activities
  • All Open Activities
  • My Activities
  • My Canceled Activities
  • My Completed Activities
  • My Open Activities
  • My Overdue Activities
  • My Team Activities
  • Overdue Activities
  • Spam Activities
  • Today + Overdue
  • Todays's Activities
You must click the subject of a task, event or a call to view its details. In the activity details page click the Close icon (), to return to the List View. 

Creating Custom Activity List Views
You can create custom list views by defining criteria as per your requirement. The custom views will be listed on the left panel, following the standard views.
To create a custom list view:
  1. Click the Activities module. 
  2. In the Activities Home page, click the Plus icon (  ) located next to Activities on the left panel.
  3. In the Create New View page, enter the custom View Name.
  4. Specify the criteria to filter the activities.
  5. Specify the visibility for this custom view. You can choose between Only me, All agents and Specific agents.
  6. Click Save.
What are the List View Criteria Available?

In the Filter Criteria section, you must specify the criteria based on which the activities will be filtered under the view. The following table lists the criteria options for certain types of fields:


Field Type
Criteria Options
String Fields like:
  • Owner
  • Subject
  • Category
  • Ticket            
  • Status
  • Priority
  • Description
               
Numeric Fields like:
  • Age in Days
  • Duration
                 
Date & Time Fields like:
  • Due Date
  • Created Time
  • Modified Time
  • Start Time
  • Remind me
                 
Other Fields like:
  • Created By
  • Modified By
  • Contact Name
  • Activity Type
  • Direction


Here are some tips to get you started:
  • Age in Days option is very useful for the Date and DateTime fields. It can be used to filter activities that were created within the last 7 days or those that are overdue in the past 30 days.
  • You cannot edit the standard activity views that are provided in Zoho Desk. You may add a custom view to address any specific requirements.
  • You can right click on a custom activity view to open the view on a new tab.

Editing Custom Activity Views
You can edit the custom activity views that were added by your agents.
To edit a custom view:
  1. Right-click on a custom activity view.
  2. Click Edit from the menu.
  3. Make the necessary changes and click Save.

Deleting Custom Activity Views
You can delete a custom activity view that you think will no longer be required for your agents.
To delete a custom view:
  1. Right-click on a custom activity view.
  2. Click Delete from the menu.
  3. In the confirmation dialog box, click Yes.

Sort, Filter and Set Display Preferences for Views
I. Activities in the list view can be sorted as per your needs. Here are the eight ways you could sort the activities:
  • Activity Type
  • Subject
  • Category
  • Due Date / Start Time
  • Status
  • Priority
  • Created Time
  • Modified Time
  • Latest to Oldest and vice versa (click the  icon)



II. Activities in a View can be filtered based on the following parameters:
  • Agent and
  • Due Date / Start Time
      

These filters will be useful when you've chosen some of the generic views like All Activities, Open Activities, Overdue Activities, etc.,

III. By default, Zoho Desk will display only 10 records (activities) per page. However, you can choose the number of records to be displayed on a single page. A maximum of 50 activities can be viewed per page. The system will remember your selection, the next time you access activity views. 

Mass Actions in Activity Views
Views allow you to perform certain updates to many activities at once. This way, you need not fiddle with each of your activities and can save a lot of your time. You can perform the following mass actions on activities:
  • Delete Activities
  • Change Owner



II. To delete one or more activity(ies):
  1. Select the activity(ies).
  2. Click Delete from the mass actions list.
  3. In the confirmation dialog box, click Delete.

III. To change the owner for one or more activity(ies):
  1. Select the activity(ies).
  2. Click Change Owner from the mass actions list.
  3. Select an agent or a team to assign the chosen activities.
    You can use the search bar to find an agent or a team by their name quickly.

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now





              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                  Zoho SalesIQ Resources



                      Zoho TeamInbox Resources




                                Zoho DataPrep Resources

                                  Zoho DataPrep Demo

                                  Get a personalized demo or POC

                                  REGISTER NOW


                                    Design. Discuss. Deliver.

                                    Create visually engaging stories with Zoho Show.

                                    Get Started Now











                                                          • Related Articles

                                                          • Predefined and Custom Event Views

                                                            You could create an event for time-bound activities like meetup or demonstrations for your customers to introduce them to the newly launched feature or a product. These events can then be grouped together based on a defined set of criteria using List ...
                                                          • Predefined and Custom Call Views

                                                            Call List Views are used to group your calls based on a defined set of criteria. For example, you can see a list of the calls that were missed, completed or are due today. Besides these, you can use the Call Views to change owner or update two or ...
                                                          • Working with Activities in Zoho Desk

                                                            The Activities module is where you can create and keep track of all the tasks, calls, and events. Each activity has vital information on the start time, duration, priority level, status, and other parameters that can be accessed from within an ...
                                                          • Predefined and Custom Ticket List Views

                                                            List Views are used to group records based on a defined set of criteria. For example, you can view a list of Open tickets that are unassigned, a view for tickets that are overdue, or a view for tickets that are created in the last week. This way ...
                                                          • Predefined and Custom Task Views

                                                            Task List Views are used to group your tasks based on a defined set of criteria. For example, you can see a list of the tasks that were completed or of those that are due today. Besides these, you can use the Task Views to change owner or update two ...

                                                          Resources

                                                          Videos

                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                          eBooks

                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                          Webinars

                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                          CRM Tips

                                                          Make the most of Zoho CRM with these useful tips.



                                                            Zoho Show Resources