TAP is currently using Affinaquest Activity Reports for logging interactions as opposed to Salesforce Activity. TAP is missing out on growing Salesforce functionality such as the To Do list, Pipeline Inspector, and increased efficiency in the Outlook Integration while using AQ Activity Reports. Please take a look at the video below for some of the potential that can be gained by using Salesforce Activities.

To unlock this functionality, TAP has chosen to adopt SF Activity. This will require analysing the functionality of SF Activity and what limitations we will need to factor into TAP business processes.

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SF Activity-based Functionality Demo

AQ Activity Reports vs SF Activity

TAP's is currently using the Affinaquest Activity Report functionality instead of the native Salesforce Activity object. AQ has duplicated the SF Activity product because the SF Activity object automatically archives its data after 1 year, we can request and extension of up to 10 years if we can show a strong business reason for storing data for such an extended period.  

The process for creating AQ Activity Reports has more steps and more fields to complete in comparison to SF Activities. Please see the comparison in this Miro board.

Migrating to SF Activity

Moving to SF Activity will require a reasonable amount of preparation to avoid data loss and support change management. Some of the key actions that will be needed for this migration include:

• Map the fields we want to keep from AQ Activity Reports to SF Activities. There should be a review of existing business processes and what value it adds eg the Substantive Activity field on the AQ Activity Report has no definition and causes a great deal of confusion to DOs as it impacts their KPIs. 

• Review the existing Activity Report data. There are over 350k Activity Reports and there are data issues such as date fields from as early as 1939 because of the way the PG team used the date field to show the date of the executed Probate instead of the date of communication. Other examples include Activity Reports that should clearly be in campaigns eg on 29/9/21 an invite for a webinar was added as an Activity Report instead of as a campaign. 

• Clean the fields on the existing Tasks and Activity objects. In the 2 years since go live teams such as CG, PG, GA, and GI have added ad hoc fields that will not be relevant to most users. These fields should be assessed and possibly used in different record types or limited to just users with specific profiles or permissions. 

• Revert the changes to page layouts that AQ made to remove the SF Activity buttons from Opportunities, Contacts, and Accounts. This work is tedious and should be listed out for each page layout where the AQ Activity Report needs to be switched to the SF Activity because it will be very easy to miss quick action buttons that need to be changed. 

Impact on Business

Activity Reports are currently a core part of the DOs KPIs. Most have a KPI around logging 100+ Activity Reports with the Substantive Activity flag each year. Optimising the process of logging these interactions and unlocking additional productivity capability will enable DOs to focus their time on strategic planning and engagements instead of general admin. There have been 15,690 Activity Reports created in 2023, 2,390 of these are Introduction and Meeting Requests. 

Concerns

Carrying it out mid-year. Work impact on the DRS team, snowflake reporting, and historical data. retrospective reporting.