The Last Activity Utility was developed by PowerObjects to provide visibility to the last interaction with a client or potential client. In this blog, we’ll briefly describe how the Last Activity utility works and then walk through how to configure it to display properly on the CRM record.
How it Works
This great little plugin functions on the lead, account, contact, opportunity and case. It will automatically track the last date associated with any sort of activity such as an Email, phone call, appointment, etc. This plugin actually works for all “activity parties” on an activity. If an Email is addressed to two contacts and tracked in CRM, and then also ‘set regarding’ an Opportunity, then the Last Activity date will be updated on both the contacts AND the opportunity.
The Last Activity Utility meets a number of business use cases that are frequently needed in CRM. First, you will not only be able to see the last time a record was touched, but it also allows you to query or report based on this information. Users can see if a case has been open for 30 days, but no one has been in touch in the past 15 days. Second, users can see a list of their leads, and sort that based on when the lead was last touched. Lastly, users could also set up workflows to email notifications when a record hasn’t been touched in the past week, in the past month, or in the past year.
How to configure the Last Activity Utility
Once the Last Activity Utility has been installed, you will need to configure it to show on the various records in the desired manor.
- Go to your Settings tab and select Customizations
- Click on the Customize the System
3. This will open up a configuration screen where you can configure the 5 Entities that the Last Activity Utility can have fields placed on. This will open up a configuration screen where you can configure the 5 Entities that the Last Activity Utility can have fields placed on.
4. Click on the expander to the left of Entities
5. Click on the expander to the left of Account
6. Click on Forms
Note: For the purpose of this demo I will be using the out of the box main Account form
8. You can place the Last Activity and Last Activity Date fields anywhere on the form. Generally most clients place these fields on the “Header” section of the form so that as you scroll you always have visibility of the Last Activity and Last Activity Date for the record.
The Header section will not be outlined in blue. This means that this is the active section.
10. On the right side of the form is the Field Explorer section scroll down until you see the two fields we are looking for; Last Activity and Last Activity Date.
11. Click and drag these two fields onto the Header section.
In CRM 2013 you can place up to 4 tiles in the header section in order to utilize the new header layout format. If you place more than 4 field on the header section there will be a warning from CRM saying “Header tiles don’t work with the current customizations and will be displayed in compatibility view. With header tiles you can’t have more than four fields or multiline fields, and you can’t use web resources and inline frames”. It is generally advised to keep the header fields at a minimum due to the fact that the header fields do take up the form real estate. Use your best judgment as to how many fields to add to the header section.
Header with 4 or less fields
Header with more than 4 fields (compatibility mode)
12. Once you have your fields placed in the header section, or wherever you decided to place them, click Save then Publish.
There you have it! Now you have eyes on the last activity that has been completed for each of the 5 entities the Last Activity Utility included. PowerObjects is 100% focused on Dynamics CRM. Our full time R&D group often develops various gadgets and tools that have helped overcome little CRM hurdles. Check out more of our PowerUtilities for even more Dynamics CRM fun!