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Create Activity from Template

Required Permission
Workflow - You must have the Workflow permission to access this setting.

The Create Activity from Template action schedules activities using your pre-configured activity templates. This automates task creation, follow-up scheduling, and checklist generation.

Prerequisites​

Activity templates must be configured before they can be used in workflows:

  1. Navigate to Settings > Calendar > Activity Templates
  2. Create templates for common activities
  3. Configure due dates, assignments, and descriptions
Template Setup Required

Activity templates must be configured in Settings > Calendar > Activity Templates before they can be used in workflows.

Configuration​

  1. Select Create Activity from Template as the action type
  2. Choose one or more Activity Templates
  3. Activities are created based on template settings

Selecting Templates​

Single Template​

Select one template to create a single activity:

Template: "Production Kickoff Meeting"

Multiple Templates​

Select multiple templates to create several activities at once:

Templates: "Production Kickoff Meeting", "Order Materials Checklist", "Schedule Site Visit"

Each template creates a separate activity, all linked to the workflow execution.

Template Settings​

The activity inherits settings from the template:

SettingDescription
Activity TypeCall, Meeting, Task, etc.
CategoryGrouping for the activity
Due DateWhen the activity is due (relative calculation)
Assigned UserWho is responsible
DescriptionDetails and instructions
ReminderNotification settings

Due Date Calculation​

Templates can calculate due dates relative to:

  • The workflow execution date
  • A date field on the record
  • A fixed date

Examples:

  • "Due 3 days after workflow runs"
  • "Due 1 day before Appointment Date"
  • "Due on Contract Start Date"

Assignment Rules​

Templates can assign activities to:

  • A specific user
  • The record owner
  • A user field on the record (e.g., Salesperson)
  • The workflow creator

Use Cases​

Post-Sale Onboarding​

When a contract is signed, create the onboarding checklist:

Templates:

  • "Welcome Call"
  • "Send Welcome Kit"
  • "Schedule Kickoff Meeting"
  • "Production Setup Checklist"

Follow-up Calls​

Create follow-up tasks after contact creation:

Milestone Reviews​

Set up review activities at project milestones:

Template: "Milestone Review Meeting" Due: "On Milestone Date field"

Appointment Reminders​

Create reminder tasks before appointments:

Template: "Appointment Prep Checklist" Due: "1 day before Appointment Date"

Example Workflow​

VIP Templates:

  • Executive Welcome Call
  • Dedicated Account Manager Assignment
  • VIP Kickoff Meeting
  • Custom Solution Design Session

Standard Templates:

  • Welcome Call
  • Standard Onboarding Meeting
  • Product Training Session

Activity Linking​

Created activities are automatically linked to:

  • The record that triggered the workflow
  • The workflow execution (for tracking)

This allows you to:

  • View activities on the record
  • Track which workflow created them
  • See activity status in execution history

Best Practices​

Create Focused Templates​

Each template should represent one specific activity:

  • Clear purpose
  • Specific due date rules
  • Appropriate assignment

Use Descriptive Names​

Template names should be self-explanatory:

  • "3-Day Follow-up Call"
  • "Pre-Production Checklist"
  • "Contract Review Meeting"

Plan Template Groups​

Group related templates for common scenarios:

  • Onboarding package
  • Close-out checklist
  • Milestone reviews

Test Due Date Calculations​

Verify due dates calculate correctly:

  • Check relative date calculations
  • Test with various record dates
  • Confirm business day logic (if applicable)

Troubleshooting​

Template Not in List​

  • Verify template exists in Settings > Calendar > Activity Templates
  • Check if template is active (not archived)
  • Ensure template is for the correct activity type

Activities Not Created​

  • Check execution history for errors
  • Verify template configuration is complete
  • Confirm required fields are set in template

Wrong Due Date​

  • Review template due date settings
  • Check relative date field values
  • Verify date calculation rules

Wrong Assignment​

  • Review template assignment rules
  • Check if assigned user field has a value
  • Verify user exists and is active

Next Steps​