Considerations for Using Tasks in Salesforce Classic | Salesforce
Considerations for Using Tasks in Salesforce Classic
Be aware of these considerations for owning, viewing, creating, and updating tasks.
Available in Salesforce Classic in: All Editions Except Database.com
Recurring Tasks ()
Only the Default Record Type Is Allowed
If you apply a record type other than the default, Salesforce still applies the default record type to your recurring task. Salesforce doesn’t display picklist fields associated with the default record type.
No Due Date in Recurring Tasks
The Due Date field is disabled in recurring tasks because tasks in the series have different due dates.
Effects of Changes to a Task Series and Single Tasks in a Series
Changes to a series of recurring tasks override changes to single tasks that are due in the future. (Changes to a series don’t affect tasks due before the current date.) If you change either of the following settings in a series, links to tasks due in the future break. Triggers and workflows are also reset.
Recurrence start or end date
You can’t change the status of a task series. You can only change the status of single tasks in a series.
If you create a recurring task and you leave the reminder checkbox selected, you receive a reminder for each single task in the series.
Attachments to Tasks
You can attach files to a series of recurring tasks. After you create a series, you can add or delete attachments to each single task in the series.
Attachments are displayed on the task detail page only, not on the detail page for other records that the task is related to. If you don’t see the Attachments related list on the task detail page, ask your Salesforce admin to add it to the task page layout.
Maximum Number of Tasks and Calculating the End Date
There is a limit to how many recurring tasks you can create in a series, and the limit varies based on task frequency. The latest possible end date depends on the maximum number of tasks.
For example, a recurring task that repeats every month supports up to 60 tasks in the series, so the end date can be scheduled up to 5 years after the start date.
Maximum Number of Tasks
Latest End Date (From the Start Date)
Your limits may be different, depending on your Salesforce implementation.
Relating Tasks to Multiple Contacts (Shared Activities)
Maximum Number of Related Contacts
You can relate a task to up to 50 contacts (but only one lead) in the Name field, including one primary contact. If you don’t see next to the Name field, ask your Salesforce admin to enable Shared Activities.
No Support for Recurring Tasks or Multiple Task Assignees
You can’t relate multiple contacts to a recurring task series or a task assigned to multiple users.
Task Is Assigned to User Who Created It
By default, a task is assigned to the person who creates it. To assign independent copies of a new task to multiple people, click next to Assigned To; in the window that opens, click the Multiple Users tab. The Assigned To field isn’t available in Personal Edition.
Depending on the way that your Salesforce admin has configured your Salesforce org, one of the following can happen:
You automatically receive an email notification for every task assigned to you. You can turn off these notifications by going to the Reminders & Alerts page in your personal settings and deselecting the Email me when someone assigns me a task checkbox.
You don’t automatically receive an email notification for every task assigned to you. If you want an email sent to anyone you assign a task to, including yourself, select Send Email Notification when you create a task. (Depending on how your Salesforce admin has configured your Salesforce org, this checkbox may be unavailable.)
Mobile Task Notifications
Salesforce1 has separate settings for the task assignment notifications that you receive via your mobile device.
Tasks in Chatter
New Tasks Appear in Chatter Feeds
If a new task is related to a record likea lead, account, or custom object, the task appears in the feed for that record. On any record that you follow, you see feed items for all tasks, regardless of who created them.
Creating Tasks in Feeds
Your Salesforce admin can specify whether you can use Chatter to create tasks for different types of records. For example, some people can view but not create tasks in the feeds for accounts that they have access to.
No Recurring Tasks in Chatter
Your Chatter feed doesn’t display recurring tasks, either in series or singly, and you can’t follow recurring tasks in Chatter.
No Email or Call Logging in Case Feeds
On cases, feeds don’t include email tasks or call logging tasks.
Viewing Associated Emails
If your organization has enabled Email-to-Case or On-Demand Email-to-Case, some tasks are associated with Email-to-Case or On-Demand Email-to-Case emails. To view the associated email, click the link at the top of the task . See Working with Case Emails for more information.
Salesforce for Outlook
Tasks that are emails received via Email to Salesforce or Salesforce for Outlook sometimes display a banner that links to the My Unresolved Items page. Use this page to assign any unassociated emails to related Salesforce records.