Activities

Work with the right context

Plan meetings with a clear beginning and end, and record task due dates separately from meeting times. Notes should state the outcome and the next customer commitment. Marking a meeting complete should not close the deal or imply that a proposal has been accepted.

Keep the next action clear

Connect the individual mailbox only after the owner authorizes its scope. Imported messages are matched deliberately to customer records, with unmatched mail held privately. A paused or revoked connection stops new synchronization while retained business evidence follows the workspace policy.

Coordinate the workflow

Coordinate activity. Keep meetings with EndTime after StartTime and tasks with explicit due dates. Sync only the authorized mailbox from its configured boundary, deduplicating provider messages. Match messages to accessible contacts and activities; unmatched private mail stays private. A message receipt does not mark a task complete or imply consent.

Develop opportunity. Advance an open opportunity through permitted stages with an expected revision. Record each transition in StageChanges. Use contacts from the accessible account and maintain one primary buying contact. Amount is the sum of product lines in the opportunity currency; a stage change preserves its history.

Activity logging. An owned meeting appears at its actual time and completion is explicit. Reject a reversed time interval or attaching another team private note.

Email sync. A correlated provider message is linked once to an accessible activity. Reject another user private mailbox access and stop sync after revocation.

Coordinate a meeting and its follow-up

A discovery meeting needs a start time and an end time so the team can see when the participants are occupied. Its follow-up task needs a due date and a clear owner. Treat these as related pieces of work with different scheduling meanings. Stretching a task into a calendar block should not manufacture a customer appointment or mark that task complete.

After the conversation, record the customer’s decision, the unresolved question and the next commitment in the activity notes. A colleague taking over the opportunity can then understand why a meeting happened and what still needs attention. Keep the notes attached to the appropriate customer and deal instead of relying on a disconnected personal reminder.

Match email deliberately

An authorized mailbox connection may receive a message involving several companies or no recognizable opportunity. Hold unmatched messages privately until the owner chooses an appropriate accessible record. An email address match can suggest context, but it cannot authorize sharing every message in the thread with the entire sales team.

If synchronization repeats the same provider message, keep one CRM message link. If the owner revokes access, stop new imports and apply the configured retention policy to the evidence already retained. The sales team should see the shared conversation it needs for the next action, while unrelated mail stays outside the customer record. Meeting completion, message import and deal closure remain separate outcomes with separate authority.