Create and manage activities

Schedule a service activity

Navigate the service calendar

Find the next available time before creating a service activity

Create a service activity without checking for conflicts

Schedule a service activity

Use this form to search for an available time for a service activity. You can either search for an open time using search criteria that, at a minimum, includes selecting a service, or you can define a more complex set of criteria. You can also create a service activity without checking for conflicts in the scheduled service. The service activity appears as a color block on the service calendar

You can’t create a recurring service activity. Create individual service activities as needed.

See Also

Find the next available time before creating a service activity

Create a service activity without checking for conflicts

Navigate the service calendar

In the Service calendar, you can do the following tasks and activities:

  • View your organisation’s daily, weekly, and monthly schedule of appointments and service activities.
  • View work schedules and service activity schedules for a variety of resources.
  • Create new appointments and schedule service activities.
  • Change the status of an existing service activity.
  • Search for conflicts in the schedule.

You can’t customise the Service calendar or change the default view with the application. However, you can ask your system administrator to change the colors of the time blocks.

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  1. Go to Service > Service Calendar. (How do I get there?)
  1. A list of resources is displayed on the left side of the calendar in alphabetical order. To view the resources, appointments, and service activities for anyone in your organisation, in the Type list, select Resource, and then in the View list select the resource view.
  2. To find a specific resource, in the Search box, enter the first few letters of a name.
  3. To view the details of any resource, appointment, or service activity, select the record in the list to the left of the calendar, and then at the bottom of the calendar, under the Zoom scale, click or tap the Expand button to expand the preview pane. You can also double-click a record to open it.
  4. The Calendar pane appears on the right side of the calendar. It can be collapsed or expanded. To change the date, click or tap a date in the calendar. Use the arrows on either side of the month to change the month displayed.
  5. To change the number of days that are displayed in the linear calendar, click or tap any of the calendar options in the Calendar pane.
  6. To change how much of the calendar is available to view, use the Zoom scale. Select specific date ranges to view in the From and To lists.

Legend of colors and statuses

Appointments and service activities appear in the linear calendar as labeled color blocks. Move your mouse over these blocks to see the status of the appointment or service activity.

See Also

Create a service activity without checking for conflicts

Schedule a service activity

Create or edit an appointment

Basics of service and service scheduling

Find the next available time before creating a service activity

Avoid conflicts while scheduling services by finding the time the resources are available beforehand.

green_diamond_arrow Check your security role

a. Follow the steps in View your user profile.

b. Don’t have the correct permissions? Contact your system administrator.

  1. Go to Service > Service Calendar. (How do I get there?)
  2. Choose Schedule.
  3. On the Schedule Service Activity form, type or change information in the text boxes.

Hovertips provide hints about what to enter.

  • Under Requested Time, select criteria for the times you want:
  • To search for a time on a specific date, in Start Date, select Specific Date, and then enter the date you want.
  • To search within a range of dates, select Range of Dates, and then enter the On or After and On or Before dates. You can also select specific days of the week.
  • You can also search for times based on dates relative to the current date, such as Today, Tomorrow, This Week, Next Week, or Next Month.
  • Similarly, to search within specific range of time, in Start Time, select Specific Time, Range of Times, or Morning, Evening, Afternoon.
  • Do not clear the Use Default Duration check box and change the duration unless you want to schedule more time than the default duration of the service. The maximum duration of a service activity is 10 days.
  1. Click Find Available Times. The next available times are shown.
  2. Under Available Times, select the time for which you want to schedule the service activity, and then click Schedule.

The Schedule Service Activity form closes, and Microsoft Dynamics CRM fills in the information from the selected time in the Service Activity form.

  1. Type or modify information in other text boxes, as required.

Hovertips provide hints about what to enter.

  1. When you’re ready to save your data, click Save.

The service activity appears as a color block on the Service calendar.

tipTip

If you want to find an available time without any time restriction, do not specify any criteria under Requested Time, and click Find Available Times.

See Also

Create a service activity without checking for conflicts

Navigate the service calendar

Create a service activity without checking for conflicts

Make sure you provide timely and efficient service to your customers by creating a service activity that defines who will perform the service and when. In Microsoft Dynamics CRM, a service activity uses one or more resources to perform a service at a specific time and place. You can create a service activity by finding the next available times of resources for a service or simply without checking for conflicts.

You can force a service activity into a time slot to squeeze another service activity into the leftover time from a previous service activity.

If you save a service activity without finding available times in the schedule, then Microsoft Dynamics CRM displays the service activity in the schedule without checking for conflicts.

One reason to force a service activity into a time slot is to squeeze another service activity into the leftover time from a previous service activity.

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  1. Make sure you have the Scheduler security role or equivalent permissions in Microsoft Dynamics CRM.
  2. Go to Service > Service Calendar. (How do I get there?)
  3. On the command bar, choose Service Activity.
  4. On the Service Activity form, type or change information in the text boxes. Hovertips provide hints on what to enter.
  5. When you’re ready to save your data, choose Save.

tipTip

You can record a customer’s preferences for a specific time, day, service, facility, equipment, and customer service representative in the customer record on the Administration tab. As you are scheduling a service activity, the customer’s preference is displayed in the Form Assistant pane.

noteNote

  • If at any time before you save this service activity you want to search the schedule for an available time, you can choose Schedule in the Actions group to open the Schedule Service Activity dialog box.
  • To check the schedule for conflicts, in Service Calendar, in the Actions group, choose Conflicts.

See Also

Navigate the service calendar

Find the next available time before creating a service activity

Basics of service and service scheduling

Create or edit a service