> ## Documentation Index
> Fetch the complete documentation index at: https://docs.knowlix.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Activities

Activities in Knowlix are action items linked to specific records throughout your system. They help teams coordinate follow-up tasks, track pending work, and ensure nothing falls through the cracks.

Think of activities as smart reminders attached to your business records. Whether it's a phone call to schedule with a lead, an email to send to a customer, or a document to review, activities keep your work organized and visible.

Each activity type is represented by a distinct visual indicator:

* **Clock icon:** Standard activity or task
* **Phone icon:** Scheduled call
* **Envelope icon:** Planned email
* **Checkmark icon:** To-do item
* **People icon:** Meeting or appointment
* **Upload icon:** Document upload request
* **Signature icon:** Signature collection task

**💡 Pro Tip:** Ask Your Knowlix to schedule activities for you. Try: *"Schedule a follow-up call with John tomorrow at 2pm"* and Knowlix Teammates will create the activity automatically.

***

## Creating Activities

You can create activities from multiple locations throughout Knowlix, giving you flexibility to add tasks wherever you're working.

### From the Activity Feed

The activity feed (located in the right panel of most records) provides a central place to manage all communications and tasks related to a specific item.

**To create an activity from the feed:**

1. Open any record (lead, ticket, project, etc.)
2. Click the **Schedule Activity** button at the top of the activity feed
3. Complete the activity form that appears
4. Click **Schedule** to save

\[Screenshot: Activity feed with Schedule Activity button]

**💡 Using Your Knowlix:**
While viewing a record, ask: *"Schedule a meeting about this next week"*

### From Board View

When working in board view (your visual pipeline), you can quickly add activities directly to cards.

**To create an activity:**

1. Locate the card you want to add an activity to
2. Click the activity icon at the bottom of the card
3. Select **+ Schedule An Activity**
4. Fill out the activity form

> **Note:** If a card already has activities, the icon changes to reflect the next upcoming activity type. Click it to schedule additional activities.

\[Screenshot: Board view card with activity icon]

### From List View

List view provides a spreadsheet-like interface for managing multiple records simultaneously. You can add activities directly from this view.

**To create an activity in list view:**

1. If the Activities column is hidden, reveal it by clicking the column selector (gear icon in the header)
2. Click the activity icon for the relevant record
3. Select **+ Schedule an activity**
4. Complete the form

> **Note:** Records with existing activities show the next scheduled activity's icon instead of a generic icon.

\[Screenshot: List view with Activities column visible]

### From Activity View

Activity view provides a comprehensive overview of all scheduled activities across your records. This view is perfect for managing workload and identifying bottlenecks.

**Accessing activity view:**

Look for the activity view icon in the top-right corner of your module (among other view options). Click it to switch to activity view.

**Layout explanation:**

* **Columns:** Represent different activity types (Email, Call, Meeting, etc.)
* **Rows:** Represent individual records (leads, tickets, projects, etc.)
* **Colors:** Indicate urgency
  * Green: Future due date
  * Orange: Due today
  * Red: Overdue

Each column header shows color-coded bars indicating how many activities of that type are scheduled. Numbers in cells show the total count of activities scheduled for that record.

**To schedule an activity from this view:**

1. Hover over the cell where you want to add an activity
2. Click the **+** icon that appears
3. Fill out the activity form

\[Screenshot: Activity view with color-coded activities]

> **Note:** Activity colors and their relationship to due dates remain consistent throughout Knowlix, regardless of where you view them.

**💡 Your Knowlix Tip:**
Ask: *"Show me all overdue activities"* or *"What activities are due today?"* for quick reports.

***

## Activity Form Details

The activity form is where you specify what needs to be done, when, and by whom. This form appears whenever you create or edit an activity.

### Required and Optional Fields

**Activity Type** (required)
Select the nature of the activity. Default options include:

* Email
* Call
* Meeting
* To-do

Additional activity types may appear depending on which Knowlix modules you have installed and configured.

**Summary** (optional but recommended)
A brief title for the activity. Examples:

* "Discuss contract terms"
* "Send quote"
* "Review implementation plan"

**Due Date** (required)
Select when this activity should be completed. Use the calendar picker to choose a date.

**Assigned to** (defaults to current user)
Choose who should complete this activity. By default, the person creating the activity is assigned, but you can select any user from the dropdown.

**Notes** (optional)
Add context, instructions, or relevant information. This field supports longer text for detailed guidance.

\[Screenshot: Activity form with all fields visible]

### Action Buttons

After filling out the form, choose how to proceed:

**Schedule**
Creates the activity and adds it to the record. The activity appears in the activity feed under "Planned Activities."

**Schedule & Mark as Done**
Logs the activity details in the feed but marks it as completed immediately. Useful for documenting actions you've already taken.

**Done & Schedule Next**
Marks the current activity as complete and immediately opens a new activity form. Perfect for chaining related tasks.

**Open Calendar** (appears for Calls and Meetings only)
Opens your Knowlix calendar to schedule the activity at a specific time slot. Click a date and time, and a calendar event form appears. The activity summary pre-fills the event title.

**Cancel**
Closes the form without saving. Any information you entered is discarded.

**💡 Agent Alternative:**
Instead of clicking through forms, try natural language: *"Mark this call as done and schedule a follow-up email for next Monday"*

***

## Viewing All Activities

Knowlix provides a centralized activity dashboard accessible from anywhere in the system.

**Accessing the dashboard:**

Click the **activity icon** in the main header (top-right corner of your screen). A dropdown menu appears showing all your scheduled activities, organized by module.

If you have activities waiting, a red notification badge displays the count on the activity icon.

**Dashboard organization:**

Activities are grouped by module (CRM, Helpdesk, Projects, etc.), then further divided by where within that module the activity lives.

Each section shows activity counts in three categories:

* **Late:** Overdue activities requiring immediate attention
* **Today:** Activities due today
* **Future:** Upcoming activities

**Example scenario:**

In the Time Management module, you might see:

* "Time Off Requests" section with 1 activity
* "Leave Allocations" section with 6 activities

These appear as separate expandable lists in the dropdown, making it easy to focus on specific areas.

\[Screenshot: Activity dropdown menu with grouped activities]

**💡 Your Knowlix:**
Ask: *"What do I need to do today?"* or *"Show my team's activities this week"*

***

## Managing Activity Types

Activity types define the categories of work your team tracks. Knowlix comes with default types, but you can customize them to match your workflow.

### Viewing Activity Types

To access the activity types configuration:

1. Navigate to **System Settings**
2. Scroll to the **Communication** section
3. Click **Activity Types**

This opens a list of all configured activity types available system-wide.

> **Note:** Some modules have their own activity type configurations. For example, to customize CRM-specific activities, go to **CRM → Configuration → Activity Types**.

\[Screenshot: Activity Types configuration page]

### Editing Activity Types

To modify an existing activity type:

1. Click on the activity type from the list
2. Make your desired changes on the form
3. Changes save automatically (or click the save icon to force a save)

### Creating New Activity Types

To create a custom activity type:

1. Click **New** from the Activity Types page
2. Enter a **Name** for the activity type
3. Configure the settings described below
4. Save your changes

\[Screenshot: New activity type form]

**💡 Using Your Knowlix:**
Try: *"Create a new activity type called 'Quality Review'"*

***

## Activity Type Configuration

### Basic Settings

**Action**
Select what happens when this activity type is used. Options include:

* **Upload Document:** Automatically adds a document upload link to the activity in the feed
* **Call or Meeting:** Enables the "Open Calendar" button for time-specific scheduling
* **Request Signature:** Adds a signature request link to the activity (requires signature collection module)

The available actions depend on which modules are installed in your Knowlix system.

**Folder** (appears when Upload Document is selected)
Specify where uploaded documents should be stored in your document management system.

**Default User**
Automatically assign this activity type to a specific user whenever it's created. Leave blank to assign to whoever creates the activity.

**Default Summary**
Pre-fill the summary field with standard text. Users can edit this before saving the activity.

> **Note:** Default User and Default Summary are starting points. They can be changed before the activity is finalized.

**Keep Done**
When enabled, completed activities of this type remain visible in activity view instead of disappearing. Useful for tracking completion patterns.

**Default Note**
Pre-populate the notes field with instructions, templates, or context relevant to this activity type.

\[Screenshot: Activity type configuration form showing settings]

### Activity Chaining

Chaining allows activities to trigger or suggest follow-up activities automatically. This creates workflows where completing one task prompts the next logical step.

**Chaining Type**
Choose how the next activity is handled:

* **Suggest Next Activity:** When the current activity is completed, Knowlix recommends a follow-up activity
* **Trigger Next Activity:** Automatically creates the follow-up activity when the current one is completed

> **Note:** Chaining is not available for Upload Document activities.

**Suggest/Trigger** (field name changes based on chaining type)
Select which activity type should be suggested or triggered as the follow-up.

**Schedule**
Define when the follow-up activity is due:

1. Enter a number (e.g., 2, 5, 10)
2. Select the time unit: Days, Weeks, or Months
3. Choose the reference point:
   * After previous activity deadline
   * After completion date

**Example:** To automatically create a follow-up call 3 days after a proposal email is sent, you would:

* Set Chaining Type to "Trigger Next Activity"
* Select "Call" as the triggered activity
* Set Schedule to "3 Days after completion date"

\[Screenshot: Activity chaining configuration]

**💡 Workflow Tip:**
Use chaining to build standard processes. For example: Initial Call → Send Proposal (3 days later) → Follow-up Meeting (5 days after proposal)

***

## Best Practices

### Assign Activities to the Right Person

Always assign activities to whoever is best positioned to complete them. Don't leave everything assigned to managers or team leads.

### Use Descriptive Summaries

Instead of "Follow up," write "Follow up on pricing questions from discovery call." Specific summaries help everyone understand context at a glance.

### Set Realistic Due Dates

Due dates should reflect actual workload and priorities. Constantly overdue activities create noise and reduce the system's usefulness.

### Leverage Activity Chaining

Build common workflows using activity chaining. This reduces manual work and ensures consistent follow-through on standard processes.

### Review Activities Regularly

Make it a habit to review your activity list daily. Address overdue items, reschedule when necessary, and mark completed tasks as done.

### Use Activity Types Meaningfully

Don't create too many activity types. Each type should represent a genuinely different kind of work. Too many types create confusion rather than clarity.

***

## Related Documentation

* [Workflow Stages](Workflow_Stages.md) - Learn how activities interact with stage-based workflows
* [Calendar Integration](../09_Productivity_Tools/Calendar.md) - Sync activities with your calendar
* [Email Templates](../09_Productivity_Tools/Email_Templates.md) - Automate email activities with templates
* [Team Collaboration](../09_Productivity_Tools/Team_Collaboration.md) - Coordinate activities across teams

***

## Need Help?

**Ask Your Knowlix:**

* "Schedule a call with Sarah tomorrow at 10am"
* "What activities are overdue?"
* "Show me all activities assigned to the sales team"
* "Create a meeting activity for Friday afternoon"
* "Mark this activity as done and schedule a follow-up email"

**Contact Support:**
If you need assistance configuring activity types, setting up workflows, or troubleshooting activity-related issues, contact Knowlix support through the Help menu.