Timeline is a control that allows you to view different activity types that are connected to an entity record and occur over time in a single stream. Some activities that can be logged in the timeline are notes, phone calls, emails, appointments, and tasks.
Timeline allows you to:
- Quickly access on the command bar to perform common actions with ease.
- Filter and view your important activities using multiple filter options.
- View and manage email conversation threads with ease.
How to use timeline functionality
The following is an overview of how the timeline functionality works in each section on the entity form. The timeline section on the entity form is rich in features and functionality to help you navigate and streamline efforts.
The icons displayed in the top right nav in the Timeline give quick access to the following capabilities, when enabled by your system administrator:
- Create a timeline record
- Work with Filters
- Work with Records
- Explore more commands
- Search Records
- Add attachments
Create a timeline record
When enabled by your system administrator, the Create a timeline record icon allows you to quickly create appointments, send emails, and make notes and posts and associate them with other records. You can select the plus icon to view the options that are available for use.
For information on timeline record configuration, see Configure activity record types
Work with filters
When enabled by your system administrator, the timeline Filter further streamlines your productivity by allowing you to customize your experience and view data relevant to you.
|1||The icon allows you to Filter.|
|2||A list of items that is enabled by your system administrator is displayed that you can filter.|
Filters are valuable for sorting data. You can quickly filter activities, posts, and notes with multiple options to see what matters to you. The filter is available for the activities, posts, notes, and custom entities that are present in timeline. Timeline filters and displays the records and the count that are present in the timeline.
You can limit the records you're seeing by using the data filters.
When the Filter icon is transparent in the Timeline, it means there's no filter applied. When you select the icon, filter options are shown.
When you select the filter icon, the Filter by menu is displayed and you can filter items based on the following categories:
Category Sub-category Record type
- Campaign Activity
- Campaign Response
- Case Resolution
- Opportunity Case
- Order Case
- Phone Call
- Quote Close
- Recurring Appointment
- Social Activity
- Project Service Approval
- Booking Alert
- Customer Voice survey invite
- Customer Voice survey response
- Custom activities (as configured by your administrator)
Activity due date (active)
- Next 30 days
- Next 7 days
- Next 24 hours
- Last 24 hours
- Last 7 days
- Last 30 days
- Auto post
- Last 24 hours
- Last 7 days
- Last 30 days
For example, when you select the Activities check box under Record type and Overview check box under Activity status, only the activities with status as Overdue are displayed.
When the Filter icon is dark, it means filters are applied. To view what filters are selected, select the Filter applied icon Filter. The screen expands to show the filters selected/applied.
Select or clear the check boxes to apply or clear a specific filter.
To clear all the applied filters, select the Clear all filters icon icon.
Work with records
When working with records, you have key information at-a-glance, can view more by expanding records, and when you hover over a record, you have actions you can use.
Expand all records
When enabled by your system administrator, you can view timeline records at-a-glance in a collapsed format or expand a record to see more details for ease of use.
|1||When you select the icon, it expands all records listed on your timeline.|
|2||When the caret is in the upright position (^) in the bottom right corner, the record is displayed in the expanded view and a list of commands appear in the top right corner. Also, when you hover over an activity you want to view, the background turns grey. When you hover away from the record, the background becomes transparent again.|
|3||When the caret is in the down position (˅), the record is collapsed.|
The More commands icon contains refresh, sort, and email functionalities.
|1||When you select the More commands icon, the additional options are displayed.|
|2||The Refresh timeline command allows you to update the details in the timeline.|
|3||The Sort newer to older / Sort older to newer command allows you sort records.|
|4||The Always show email as conversations / Always show email as individual messages command enables or disables threaded emails.|
Threaded email views in timeline
To save valuable space, emails with multiple replies are consolidated into email threads and collapsed.
|1||Emails with multiple responses are grouped into threaded emails.|
|2||To view the complete string of email responses, you can select Show more in the bottom left corner of the last visible email in the thread.|
|3||When expanded, the most recent 10 email responses in the thread will display. To display more, select Show more to expand the view again.|
|4||Emails in the same thread are displayed as linked together.|
Enable threaded email views in timeline
Enabling the threaded email view is done via the timeline configuration in Power Apps. Threaded email views must be done in this setting for each specific timeline, for the specific form, for the specific entity.
You can use any of the following options for enabling threaded email views in timeline:
Select the More commands icon on the timeline, which will display a flyout menu.
Select Always show email as conversations. Now your emails will display in timeline threaded together.
On the command bar, select Settings > Personalization Settings. The Set Personal Options dialog box appears.
Select the Email tab.
Select the Show emails as conversation on Timeline check box.
The emails as conversation view is based on the user's preference. Personal setting are tied to the user and not the form, which means once you enable the threaded email view, the setting is applied to all your timeline views.
Search records on timeline
When enabled by your system administrator, you can easily search for records in the timeline. When you search for a phrase in the timeline, it searches in the title or subject of the record or body or description fields of the record and displays the record for you.
|1||Use the Search bar on timeline to quickly find records.|
|2||When you enter keywords or phrases, the search feature will retrieve and display results below the search bar.|
|3||The keywords that you use to perform your search will be highlighted.|
Work with notes and posts
Notes allows you to record richly formatted information and images for reference, summary, or investigation. You can easily add a mention to another user or a reference to a timeline record using Posts.
Add a note or post to a record on timeline
You can either add a Note or a Post to a record on timeline only if your system administrator has enabled the features.
- You can enter a Note to add to a record. If your system administrator does not have Notes enabled, you cannot add an attachment. Also, you can only add one attachment per note.
- You can enter a Post to add to a record.
Access command bar to perform actions
When you hover the cursor on or expand an activity, post, and note, the command bar appears with the options specific to the activity, such as marking an activity complete, assigning it to others, adding it to a queue, converting it to a case, liking a post, replying to a post, editing a note, or deleting the activity.
The following is an overview of the command bar icons and the actions they support:
|Assign||Lets you assign a task.|
|Close Activity||Lets you close the activity record.|
|Add to Queue||Lets you add a task to a queue.|
|Open Record||Lets you open a record.|
|Delete||Lets you delete the record.|
|Reply||Lets you reply to an email. Note: This command is only available for Email.|
|Reply All||Lets you reply to all for an email. Note: This command is only available on Email.|
|Forward||Lets you forward an email. Note: This command is only available on Email.|
|Like this post||Lets you like a post. Note: This command is only available on Posts.|
|Edit this note||Lets you edit a note. Note: This command is only available on Notes.|
Not all records can perform the same actions.
|1||Each record has a different set of actions associated with it.|
|2||Only the actions associated with that record are displayed in the command bar.|
Work with notes
The message box has a rich text editor that enables you to use rich text and create well-formatted content.
|1||Enter a title.|
|2||Use the rich text editor to format and structure your messages.|
|3||Expand the rich text editing tool to access the full menu of formatting features.|
|4||Use the paperclip to attach files to your note.|
|5||View and confirm file has been attached to your note.|
|6||Select Add note to save.|
- Only Notes have rich text capability, and it is only available in the timeline.
- You can only format the message body of a note, not the title.
- The rich text editor is available only for Unified Interface.
- If you create a rich text editor note in Unified Interface and then view the note in the Web Client, it will display in HTML syntax.
For more information on the rich text editor feature, the following is a list of functionality:
|Format Painter||Ctrl+Shift+C, Ctrl+Shift+V||Apply the look of a particular section to another section.|
|Font||Ctrl+Shift+F||Select a font of your choice. The default font is Segoe UI.
Note: When you select any formatted content, the font name for that content displays. If your selection contains multiple fonts, the topmost font name of your selection is displayed.
|Font size||Ctrl+Shift+P||Change the size of your text. The default size is 12.
Note: When you select any formatted content, the font size for that content displays. If your selection contains multiple font sizes, the topmost font name of your selection is displayed.
|Bold||Ctrl+B||Make your text bold.|
|Italic||Ctrl+I||Italicize your text.|
|Underline||Ctrl+U||Underline your text.|
|Text Highlight Color||Make your text stand out by highlighting it in a bright color.|
|Font Color||Change the color of your text.|
|Bullets||Create a bulleted list.|
|Numbering||Create a numbered list.|
|Decrease Indent||Move your paragraph closer to the margin.|
|Increase Indent||Move your paragraph farther away from the margin.|
|Block Quote||Apply a block-level quotation format in your content.|
|Align Left||Ctrl+L||Align your content with the left margin. (Commonly used for body text to make it easier to read.)|
|Align Center||Ctrl+E||Center your content on the page. (Commonly used for a formal appearance.)|
|Align Right||Ctrl+R||Align content to the right on the page. (Commonly used for a formal appearance.)|
|Link||Create a link in your document for quick access to web pages and files.
Pasted or typed URL text is converted into a link. For example, "http://myexample.com" will become "http://myexample.com".
In the Link dialog box, choose the type of link you'd like to insert.
The Link Info tab allows you to choose the link type as well as set the link protocol and URL.
The Target tab is only available for the URL link type. It specifies the location where the link will open after you select it.
|Unlink||Delete a link in your email or document.
When you place the cursor on a link, the Unlink button on the toolbar becomes active. Select the button to remove the link and make it plain text.
|Superscript||Type small letters just above the line of text.|
|Subscript||Type small letters just below the line of text.|
|Strikethrough||Cross out text by drawing a line through it.|
|Insert Image||You can insert an image by directly copying and pasting it inline in the editor, dragging and dropping it from your desktop or local folder directly into the editor, or by typing a URL. The following formats are supported: .PNG, .JPG., or .GIF.
To insert an image inline in your article:
1. Drag and drop the image or copy and paste it directly into the article.
2. Drag any corner of the image to resize it.
To insert an image using a URL or navigating to the local image:
1. Choose Insert Image.
2. In the Image property dialog, choose from the following options:
|Left to Right||Change the text to left-to-right for content such as a paragraph, header, table, or list. Commonly used for bi-directional language content. This is the default setting.|
|Right to Left||Change the text to right-to-left for content such as a paragraph, header, table, or list. Commonly used for bi-directional language content. The default setting is left-to-right.|
|Undo Typing||Undo changes you made to the content.|
|Redo Typing||Redo changes you made to the content.|
|Clear All Formatting||Remove all formatting from a selection of text, leaving only the normal, unformatted text.|
|Add a Table||Add a table to your content.
After adding a table, you can do any of the following:
|Expand Toolbar||Appears when the toolbar is collapsed. Click to expand the toolbar and make all options visible.|
The rich text editor is enabled by default. Your system administrator can enable or disable the editor for you. For more information, see Enable rich-text editor for notes in timeline.
Work with posts
Add a mention or reference to a team member in a post on timeline
To add a mention or to reference a team member in a Post, use the following steps:
In the box that appears, type @ sign. When you type @, a flyout menu opens with a list of users you’ve recently used.
You can select one of the user records, or start typing the keyword. When you start typing, the records in the flyout menu are refreshed to match the keyword. In the background, the Dynamics 365 Quick Find search is in use.
If you don’t find a record, you can switch to different views. To do this, select Advanced. The Lookup Records pane opens.
In the Lookup Records pane, you can switch between the Recent records and All records view to find a record.
You can mention only a system user in a post.
Add references in a post to timeline records
To add a reference to a timeline record in a Post, use the following steps:
In the Timeline section, select the icon.
To add a link, type # in the box that appears.
When you type #, a flyout menu opens with a list of records that you have recently accessed. These records could be of any record type, such as accounts, contacts or leads.
You can select one of the records or start typing the keyword. When you start typing, the records in the flyout menu are refreshed to match the keyword. In this case, too, the search happens using the Dynamics 365 Quick Find search. The icons beside the record names in the flyout menu indicate the record types, which help you determine the record to select.
If you don’t find a record, you can either switch to different views or create a new record. To do this, select Advanced.
In the Lookup Records pane, switch between the Recent records and All records view to find a record.
Select Change View to find to see records from a different view. For example, if you want to find one of your open opportunities, select Change View > Opportunities > My Open Opportunities. The records in the Lookup Records pane will be refreshed to show only the open opportunities you own.
If you don’t find a record you are looking for, select New Record to create a record.
For more information on Notes and Post functionality and configuration, see:
Add an attachment to a note in timeline
You can add an attachment, such as a file, to a note in timeline to share with users.
Your system administrator must first enable notes for you to add an attachment.
Select the paperclip icon to attach a file to a note. You can only add an attachment to a note that is attached to a record.
Select the file you want to attach. You can only add one file per note.
The Edit note screen will appear, and your attachment will be displayed at the bottom of the Edit note screen.
Select Add note to save and close the Edit note screen.