Use timeline

Timeline is a control that allows you to view information that is connected to a row in a table and occurs over time in a single stream. Some information that can be logged into the timeline are notes and posts in addition to displaying activities such as emails, appointments, phone calls, and tasks.

Timeline allows you to:

  • Access the command bar to perform common actions quickly
  • Filter and view important notes, posts, and activities using multiple filter options
  • View and manage email conversation threads with ease

Timeline Browser Overview.

Timeline functionality

The timeline section on the table form is intended to centralize access to information and streamline effort to accomplish actions. The following is an overview of how the timeline functionality works in each section on the table form.

When enabled by your system administrator, you can use the icons that are displayed on the top-right navigation in the timeline for quick access to do the following:

The timeline dashboard displays only the entities that are configured for the signed-in user. So, what you see on the timeline may differ from what another user will see. The signed-in user will see any rows they've followed if those rows are configured to display on the dashboard. For example, if only email and appointments are configured to display, then the signed-in user will only see email that relates to them, which can be email they've sent, email sent to them, and email they follow. The same would be true for appointments in this scenario. For more information on setting up timeline, see Set up the timeline control.

Note

The Notes feature is not available from the timeline.

Create a timeline row

When enabled by your system administrator, you can use the Create a timeline record feature to quickly create appointments, tasks, send emails, as well as make notes and posts and associate them with other rows.

  1. Select Create a timeline record icon.

    Create a timeline row icon.

  2. Select the type of row you want to create from the display options available.

    Select type of timeline row.

For information on timeline row configuration, Set up the timeline control.

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.

Timeline filter functionality.

Legend:

  1. The timeline Filter Filter. icon is located in the top-right navigation on the timeline.
  2. The filter pane displays when the filter icon is selected.
  3. Use the carats to expand or minimize selections.
  4. When enabled by your system administrator, row and activity types are displayed in the filter pane. Row and activity types can be filtered by selecting the corresponding box next to the item.
  5. The Clear all filters. icon removes and clears all filter selections from the filter pane.

Filter rows on timeline

Filters are valuable for sorting data. You can easily filter through rows and activity types using multiple options to quickly see what matters to you. The filter is available for the activities, notes, posts, and custom entities that are present in timeline.

Filter icon display

  • When the Filter icon displays as a transparent Clear Filter icon., it means the filter pane is empty and nothing has been applied.
  • When the Filter icon displays as dark Dark Filter icon., it means filters are applied.

Filter options

The following category and sub-category options are available on the filer menu:

Category Sub-category
Row type
  • Notes
  • Posts
  • Activities
  • Activity type
  • Appointment
  • Campaign Activity
  • Campaign Response
  • Email
  • Fax
  • Case Resolution
  • Letter
  • Opportunity Close
  • Order Close
  • Phone Call
  • Quote Close
  • Recurring Appointment
  • Social Activity
  • Task
  • Project Service Approval
  • Booking Alert
  • Conversation
  • Session
  • Customer Voice survey invite
  • Customer Voice survey response
  • Custom activities (as configured by your system administrator)
  • Activity status
  • Active
  • Overdue
  • Closed
  • Activity due date (active)
  • Next 30 days
  • Next 7 days
  • Next 24 hours
  • Last 24 hours
  • Last 7 days
  • Last 30 days
  • Posts by
  • Auto post
  • Users
  • Modified date
  • Last 24 hours
  • Last 7 days
  • Last 30 days
  • Work with rows

    When working with rows, you can view key information at a glance or expand rows to view more details. When you hover over a row, actions display that you can use.

    Expand all rows

    When enabled by your system administrator, you can view timeline rows quickly in a collapsed format or expand a row to see more details for ease of use.

    Expand all rows functionality.

    Legend

    1. The Expand all records Expand all rows. icon is used to expand all rows listed on the timeline.
    2. The carats in the bottom-right corner of rows allow you to expand (^) or minimize (v) display views.
    3. Each row has a list of commands relevant to their row type that displays in the top right corner for ease of use.
    4. Row backgrounds change to grey when you hover over it, and it becomes transparent again when you move the mouse away.

    More commands

    The More commands option contains refresh, sort, and email functionalities.

    More commands timeline functionality.

    Legend

    1. The More commands More commands. icon, when expanded, provides additional functionality options.
    2. The Refresh timeline command updates row details in the timeline.
    3. The Sort newer to older or Sort older to newer command is used to sort rows.
    4. The Always show email as conversations or Always show email as individual messages command is used to enable or disable threaded email views.

    Threaded email views in timeline

    Use the threaded email view option to save valuable space when you have emails with multiple replies. This view consolidates email threads when collapsed.

    Collapsed threaded email view Collapsed threaded email view.

    Legend

    1. When enabled using the Always show email as conversations option under More commands More Commands., emails with multiple responses are grouped together into threaded emails.
    2. The Show more link appears in the bottom-left corner of the last visible email in the thread to view the complete string of email responses.

    Expanded threaded email view

    Expanded threaded email view.

    Legend

    1. When expanded, the most recent 10 email responses in the thread will display. To display more, select Show more to expand the view again.
    2. Emails in the same thread are displayed as being 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 the specific entity, in the specific form, for each specific timeline.

    Threaded email views can be enabled in timeline via two options:

    Option 1:

    You can enable the threaded email view using the More Commands More Commands. feature, located on the right-hand side of the timeline.

    Enable threaded email through the More Commands option

    Steps:

    1. Use the More commands More commands. icon on timeline which displays a flyout menu.
    2. Select Always show email as conversations to thread and group all emails in that specific timeline.

    Enable threaded email view - option 1.

    Option 2:

    Enable threaded email through Personal Options setting

    To enable threaded email via this option, go to the command bar and select Settings, then Personalization Settings. This will display the Set Personal Options dialog box so you can use the following steps to enable threaded email view on timeline.

    Steps:

    1. Select the Email tab.
    2. Select the Show emails as conversation on Timeline check box.
    3. Select OK.

    Enable threaded email view - option 2.

    Note

    The emails as conversation view is based on the user's preference. Personal settings are tied to the user, not the form, which means when you enable the threaded email view, the setting is applied to all of your timeline views.

    Search rows on timeline

    When enabled by your system administrator, you can easily search for rows in the timeline. When you search for a phrase in the timeline, it searches in the title, subject of the row, body, or description fields of the row and displays the row for you.

    Enable threaded email timeline view - option 2.

    Legend

    1. The Search bar allows you to quickly find rows using keywords or phrases that the search feature will retrieve and display below the search bar.
    2. Keywords that are used are highlighted.

    Work with notes and posts

    Notes allow 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 row. The mention capability is available in timeline only when rich text notes and rich text posts are enabled.

    When you type the @ symbol, the results you see are matches with the first name, last name or email address of system users starting with your search string. When you mouse over the profile image, you can view the user's detailed profile card and online presence status. More information: View the profile card for a contact or user

    When you type the # symbol, the results you see are matches with the account and contact name table rows starting with your search string.

    Add a note or post to a row on timeline

    When enabled by your system administrator, you can either add a note or a post to a row on timeline. Each note and post has a maximum size limit of 100,000 characters.

    You can also enter a note and add it to a row, but you can only add one attachment per note. If note is not enabled by your system administrator, you can't add an attachment.

    Note display view

    When enabled by your system administrator, the Note field is displayed under the Search feature on timeline.

    Add a note to a row on timeline.

    Note

    You can only add an attachment in a note.

    Post display view

    When enabled by your system administrator, the Post field is also displayed under the Search feature on timeline. Add a post to a row on timeline.

    Note

    You can't add an attachment in a post.

    Access the command bar to perform actions

    When you hover your cursor on or expand an activity, post, or note, the command bar appears in the top-right corner of the row with the specific options that support that activity, such as assigning it to others, adding it to a queue, converting it to a case, liking or replying to a post, editing a note, or deleting an activity. However, not all rows can perform the same actions.

    Command actions by row

    Command bar actions in timeline.

    Legend

    1. Only the actions associated with that row are displayed in the top-right command bar displayed in the row.
    2. Each row displays a different set of associated actions. Not all actions work on all rows.

    The following is an overview of the command bar icons and the actions they support:

    Icon Name Description
    Assign. Assign Lets you assign a task.
    Close activity. Close Activity Lets you close the activity row.
    Add to queue. Add to Queue Lets you add a task to a queue.
    Open row. Open Row Lets you open a row.
    Delete. Delete Lets you delete the row.
    Reply. Reply Lets you reply to an email. Note: This command is only available for Email.
    Reply all. Reply All Lets you reply to all for an email. Note: This command is only available on Email.
    Forward. Forward Lets you forward an email. Note: This command is only available on Email.
    Like a post. Like this post Lets you like a post. Note: This command is only available on Posts.
    Edit. Edit this note Lets you edit a note. Note: This command is only available on Notes.

    The following is an overview of the default command bars for frequently used activities, notes, and posts:

    Activity Command bar icons Notes
    Email (draft) Open Row, Delete
    Email Reply, Reply All, Forward, Open Row
    Appointment Assign, Close Activity, Add to Queue, Open Row, Delete
    Appointment (closed) Assign, Add to Queue, Open Row, Delete
    Task Assign, Close Activity, Add to Queue, Open Row, Delete
    Task (closed) Assign, Add to Queue, Open Row, Delete
    Phone Call Assign, Add to Queue, Open Row, Delete
    Note Edit, Delete
    Post (user) Like, Reply, Delete Only the author of the post has the ability to delete it. The author always has the ability to delete regardless of user privilege.
    Auto-post Like, Reply, Delete

    Work with notes

    The Note message box has a rich text editor that enables you to use rich text and create well-formatted content.

    Timeline notes rich text editor.

    Legend

    1. Note title field for adding headings and subjects.
    2. Notes have a rich text editor so you can format and structure your messages.
    3. The rich text editing tool expands to a full menu for quick access to formatting features.
    4. The paperclip is used to attach files to your note.
    5. Attached files are displayed at the bottom of the note.

    Note

    • 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.

    Add a mention or reference a team member in a note

    Add a mention or reference to a team member in a note on timeline.

    Legend

    1. Typing the @ sign in the Note field will display a flyout menu with a list of users that have been recently used.
    2. If the user row is not displayed, typing the name after the @ sign refreshes the rows in the flyout menu using the Quick Find search engine that's operating in the background.
    3. Switch views using Advanced to display the Lookup Records pane. In the Lookup Records pane, you can switch between the Recent records and All records view to search rows.

    When you mouse over the profile image, you can view the user's detailed profile card and online presence status.

    View user profile card.

    Note

    You can mention only a system user, i.e. a team member within your organization, in a note.

    Add an attachment to a note in timeline

    When enabled by your system administrator, you can add an attachment, such as a file, to a note in timeline to share with users.

    Note

    • The list of allowed attachments is configured by your system administrator.
    • On iOS and Android you can only select and attach a picture or video.

    Select the paperclip paperclip. icon to attach a file to a note.

    Attachment icon.

    Edit Note

    When you attach a file to your note, the Edit note screen displays, and attachments show at the bottom of the Edit note screen.

    Important

    You can only add one file attachment per note.

    Edit note screen.

    Work with posts

    When enabled by your system administrator, you can either add a post to a row or mention to another user or timeline.

    Add a mention or reference a team member in a post

    Add a mention or reference to a team member in a post on timeline.

    Legend

    1. Typing the @ sign in the Post field will display a flyout menu with a list of users that have been recently used.
    2. If the user row is not displayed, typing the name after the @ sign refreshes the rows in the flyout menu using the Quick Find search engine that's operating in the background.
    3. Switch views using Advanced to display the Lookup Records pane. In the Lookup Records pane, you can switch between the Recent records and All records view to search rows.

    When you mouse over the profile image, you can view the user's detailed profile card and online presence status.

    View user profile card.

    Note

    You can mention only a system user, i.e. a team member within your organization, in a post.

    Add references in a post in timeline rows

    To add a reference such as links in a post to a timeline row, select the Create a timeline row. icon and select Post, then follow the steps below:

    Add a link.

    Legend

    1. Links can be added to a row by typing # which will display a flyout menu with a list of rows recently accessed. Type a keyword after the # tag and the display refreshes in the flyout menu via the Quick Find search engine that's operating in the background.
    2. Rows displayed can be of any row type, such as accounts, contacts or leads.
    3. The icons beside the row names in the flyout menu indicate the row types, which helps you determine which row to select.
    4. Advanced provides more options when a row cannot be located by allowing the user to switch to a different view or create a new row.

    Look up rows in posts in timeline

    Lookup rows pane.

    Legend

    1. The Lookup Records pane provides users with options to switch between the Recent records and All records view to find a row.
    2. Change View to see rows from a different view.
    3. New Record allows you to create a new row if you can't find the row you need.

    For more information on notes and post functionality and configuration, see: Set up the timeline control

    Use the rich text editor toolbar

    The rich text editor toolbar provides features and functionality that allows you to work with rich text format in notes.

    Formatting options

    The following table describes the different formatting features and functionality options that are available in the rich text editor that you can use in notes.

    Note

    You can access your browser's context menu by selecting Ctrl + right-click. This is useful if you need to use your browser's built-in spellchecker. Otherwise, you can right-click to provide contextual formatting for any element you are using.

    Icon Name Shortcut key Description
    Format Painter. Format Painter Ctrl+Shift+C, Ctrl+Shift+V Apply the look of a particular section to another section.
    Font. 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. Font size Ctrl+Shift+P Change the size of your text. The default size is 9pt.

    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. Bold Ctrl+B Make your text bold.
    Italic. Italic Ctrl+I Italicize your text.
    Underline. Underline Ctrl+U Underline your text.
    Text Highlight Color. Text Highlight Color Make your text stand out by highlighting it in a bright color.
    Font Color. Font Color Change the color of your text.
    Bullets. Bullets Create a bulleted list.
    Numbering. Numbering Create a numbered list.
    Decrease Indent. Decrease Indent Move your paragraph closer to the margin.
    Increase Indent. Increase Indent Move your paragraph farther away from the margin.
    Block Quote. Block Quote Apply a block-level quotation format in your content.
    Align Left. Align Left Ctrl+L Align your content with the left margin. (Commonly used for body text to make it easier to read.)
    Align Center. Align Center Ctrl+E Center your content on the page. (Commonly used for a formal appearance.)
    Align Right. Align Right Ctrl+R Align content to the right on the page. (Commonly used for a formal appearance.)
    Link. 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.
    Remove Link. 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. Superscript Type small letters just above the line of text.
    Subscript. Subscript Type small letters just below the line of text.
    Strikethrough. Strikethrough Cross out text by drawing a line through it.
    Insert Image. 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:
    • Select Browse to navigate to the image on your computer.
    • Or specify the web address of the image, and properties to define how the image will appear in the email or article.

    • Note:
      • If the image is located on the external server, use the full absolute path.
      • If the image is located on a local server, you can use a relative path.
      • If you want the image to be linked to a target, add a URL for the image.
      • You can also specify if you want the targeted page to open in a new window, topmost window, same window, or parent window.
    Left to Right. 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. 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 Typing Undo changes you made to the content.
    Redo Typing. Redo Typing Redo changes you made to the content.
    Clear All Formatting. Clear All Formatting Remove all formatting from a selection of text, leaving only the normal, unformatted text.
    Add a Table. Add a Table Add a table to your content.

    After adding a table, you can do any of the following:
    • Resize table columns by clicking and dragging your mouse to resize to the columns to the desired width.
    • Select one or several cells within a table and apply specific formatting, add links to the selection, or cut, copy, or paste entire rows or columns.
    • Right-click to access the properties. This supports features such as cell type, width and height, word wrapping, alignment, merging and splitting cells horizontally and vertically, inserting or deleting rows and columns, row and column span, and cell and border color.
    Expand Toolbar. 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 Rich text editor control configurations.

    See also

    Set up timeline control

    FAQs for timeline control

    FAQs about Activities and the Timeline Wall