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Prerequisites

Activities can help your organization document communications, schedule follow-up, assign work, and maintain a history of interactions in akoyaGO. This article explains the available activity types, where to view activities, and how activities relate to other records.

Activities Overview
Where Activities Can Be Accessed
How Activities Relate to Other Records
Activity Types
Outlook Integration
Activity Views
Custom Fields and Generic Activities View Limitations
Related Microsoft Resources

Activities Overview

Activities are records used to document completed interactions or work that a user plans to complete. Depending on the activity type, an activity can include information such as a subject, description, owner, due date, start and end time, participants, direction, duration, status, and related record.

Activities can help your organization:

Document communications with contacts, donors, applicants, grantees, and other stakeholders.
Assign follow-up work to yourself or another akoyaGO user.
Schedule meetings and appointments.
Track phone calls, emails, and correspondence.
Maintain a history of interactions on the related record's Timeline. For more information on timelines, please see Understanding and Using Timelines
Create views and dashboards that help users manage outstanding work. For more information on views, please see Managing and Creating Views

Each activity type is stored in its own table. For example, Appointments are stored in the Appointment table, while Phone Calls are stored in the Phone Call table. akoyaGO can also bring common activity information together in the generic Activities table.

Where Activities Can Be Accessed

Location	What It Displays	When to Use It
Timeline	Activities and other Timeline records associated with a specific record.	Use the Timeline to review the communication and activity history for one record or to create an activity already related to that record.
Activities Table	All activities together and filtered in different ways (views).	Navigate to the Activities table when you need to manage activities across the system, review your assigned work, or find activities without opening each related record
Dashboard	An activity view or chart added as a dashboard component.	Use a dashboard to monitor assigned tasks, upcoming appointments, overdue activities, or another activity-based workload.
Outlook	Supported email, appointment, and task records synchronized or tracked between Outlook and akoyaGO.	Use Outlook integration when an item needs to be available in both Outlook and akoyaGO.

When you create an activity from a record's Timeline, the Regarding field is populated with that record. Always review the Regarding field before saving to confirm the activity is associated with the correct record.

How Activities Relate to Other Records

The Regarding field identifies the primary record the activity concerns. For example, an activity may be regarding a Contact, Constituent, Donor, Request, Fund, or another activity-enabled record.

Activities may appear on more than one Timeline when the activity contains supported relationships to multiple records. Depending on the activity type, these relationships may include:

Regarding
From and To
Organizer
Other supported activity relationships

For example, an activity created regarding a Request will also appear on the related Applicant Constituent timeline.

Do not assume that every Timeline entry automatically rolls up through every related record. Timeline display depends on the record type, the activity relationships, and the Timeline configuration. Always set the Regarding field to the record where the activity should be primarily tracked.

Activity Types

The activity types available to a user depend on the organization's configuration, the app being used, and the user's security permissions. Common activity types include:

Activity Type	Description	Common Uses	Outlook Integration
Appointment	A scheduled commitment with a start time, end time, duration, organizer, attendees, and optional location.	Donor visits, applicant meetings, site visits, committee meetings, follow-up meetings, or scheduled calls.	Appointments can synchronize between akoyaGO and Outlook when the user's mailbox and synchronization settings are configured.
Task	Work that an owner needs to complete, typically with a due date, priority, description, and status.	Reminders, application review steps, data cleanup, donor cultivation tasks, or work assigned to another staff member.	Tasks can synchronize between akoyaGO and Outlook when the user's mailbox and synchronization settings are configured.
Email	An email communication created in akoyaGO or tracked from Outlook.	Documenting correspondence with applicants, donors, fundholders, grantees, vendors, and other contacts.	Emails can be sent from akoyaGO or tracked from Outlook by using the Dynamics 365 App for Outlook and server-side synchronization.
Phone Call	A record of an inbound or outbound telephone call, including the parties, direction, duration, subject, and description.	Logging donor calls, applicant questions, grantee follow-up, constituent outreach, etc.	Phone Calls are maintained as activity records in akoyaGO and are not Outlook calendar items.
Letter	A record used to document that physical or electronic correspondence was prepared or delivered.	Tracking acknowledgments, formal notices, grant/scholarship letters, or other mailed correspondence. *Please note the Letter Activity Type is not referring to akoyaGO Letter Templates.	Letter activities are maintained in akoyaGO and do not synchronize as Outlook calendar items.
Custom Activity Type	An organization-specific activity table created to track a type of interaction that is not represented by the standard activity types.	Specialized interactions that require their own form, fields, status choices, views, or reporting.	Custom activity types do not automatically synchronize with Outlook. Outlook behavior depends on the supported platform capability and the custom configuration.

Configuration Note: Custom activity types are advanced customizations. Before creating one, confirm that an existing activity type and custom fields cannot meet the need. Custom activity types increase the number of forms, views, security permissions, and app components you must maintain.

Outlook Integration

Outlook integration allows supported Outlook items to connect to records in akoyaGO. The primary supported activity types are:

Email: Track an Outlook email to a record in akoyaGO by setting the Regarding record.
Appointment: Synchronize supported appointments between akoyaGO and Outlook.
Task: Synchronize supported tasks between akoyaGO and Outlook.

To use Outlook integration, the user's mailbox must be approved, tested, and enabled. Configure the applicable synchronization methods and filters.

When tracking an email or appointment from Outlook, select the appropriate Regarding record so the activity appears in the correct akoyaGO history. For more information on Outlook integration, please see Email Tracking in akoyaGO and Outlook

Best Practice: Track only business communications that should become part of the organization's record history. Avoid automatically tracking all Outlook email, as this may save unrelated messages and consume unnecessary storage.

Activity Views

Within the Activities table, several out-of-the-box System Views can help you view and manage Activities. Below are some examples

View or Location	Description	Recommended Use
My Activities	Displays activities assigned to or owned by the current user, based on the view's filters.	Use this view to manage your own tasks, appointments, calls, and other assigned work. You can also add it to a Personal Dashboard.
All Activities	Displays multiple activity types together by using the common activity record structure.	Use this view for a broad activity history or workload list when you don't need activity-specific custom fields.
Activity-Specific View	Displays records from one activity table, such as Appointment, Task, Email, Phone Call, Letter, or a custom activity table.	Use an activity-specific view when you need fields or filters that exist only on that activity type.
GOportal Log Sections	Displays activities related to GOapply, GOfund, or GOdonate	Use these views to organize activities by GOportal, making it easy to monitor invitations, recent sign-ins, and other portal activity.

Custom Fields and Generic Activities View Limitations

Although the Activities area can display multiple activity types together, each activity type is stored in a separate table. The generic Activities view is based on the common activity record structure and can only display fields shared across activity types.

Common activity fields may include:

Subject
Activity Type
Owner
Regarding
Status
Priority
Created On
Modified On
Scheduled Start or Due Date, where applicable

Custom fields added to a specific activity table are not common fields. For example, a custom field added only to the Appointment table does not exist on Task, Email, Phone Call, or Letter records. Therefore, you can't add it as a column in the generic Activities view.

To display, filter, export, chart, or report on an activity-specific custom field:

Use the table for the applicable activity type.
Create or modify a view for that activity table.
Add the custom field as a column or filter in that activity-specific view.
Confirm the table and view are included in the app.

Important: Adding a custom field to an activity table does not make the field available in the generic Activities view. It also does not automatically add the activity-specific table to the application's navigation.

Requirement	Use Generic Activities View	Use Activity-Specific View
Review several activity types together	Yes	No, each view displays only its activity table.
Display common fields such as Subject, Owner, Regarding, or Status	Yes	Yes
Display a custom field added only to Appointment	No	Yes, use an Appointment view.
Filter by a Phone Call-specific field	No	Yes, use a Phone Call view.
Report on fields from a custom activity type	No	Yes, use a view or report based on the custom activity table.

Related Microsoft Resources

Note: Microsoft interface labels and navigation may change as Power Apps is updated. If the options in your environment differ from these instructions, search Microsoft Learn using the table, view, Timeline, or App Designer feature name.

Keywords: Activities, tasks, notes, timelines, My Activities

Activities in akoyaGO