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Overview

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.

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Creating Activities

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

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

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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.

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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.

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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
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.

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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.

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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.

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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”

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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. 💡 Your Knowlix: Ask: “What do I need to do today?” or “Show my team’s activities this week”

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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.

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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.

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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)

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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
💡 Using Your Knowlix: Try: “Create a new activity type called ‘Quality Review‘“

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Activity Type Configuration

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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.

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

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Best Practices

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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.

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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.

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Set Realistic Due Dates

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

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Leverage Activity Chaining

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

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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.

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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.

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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.