Predefined and Custom Activity Views

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.

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