In the 2013 version of Sage ACT!, significant work was undertaken to expand the functionality and practical usefulness of Smart Tasks. Prior to the upcoming release, Smart Tasks was quite powerful already, with the ability to automate key activities including simple things like sending a welcome email to a new customer. You could also automate more complicated multi-step tasks and accommodate a virtually unlimited number of permutations as process flows evolved with their businesses.
Starting with Sage ACT! 2013, we have greatly increased the usefulness of Smart Tasks by implementing a few significant new capabilities based on feedback from existing Sage ACT! users. The first of these new features is the ability to run a smart task offline. We like to refer to this as “set it and forget it!”; this feature allows users to configure any Smart Task to run from the server without the need for Sage ACT! to be running. You can still continue to have all your existing Smart Tasks work as they have in the past, as well as create new Smart Tasks that you desire to execute only when Sage ACT! is running, but now, this option is also available to you for every Smart Task. You can turn off your machine at night and still rest assured that your tasks will run while you are away.
Another significant advancement in Sage ACT! 2013 is the addition of the data/field triggers. This allows you to save precious time by automatically updating records once certain conditions are met, for example changing the status to “Closed-Won” once the opportunity has reached the sales fulfillment stage. Simply put, this feature allows you to configure Smart Tasks to proceed with flow of the Smart Task once the specific user-defined field conditions are met.
Here is a simple example of how to define a field trigger that waits until the specified conditions defined by the logic are met. The important *new* capabilities in this dialog are the “trigger” condition that states “Run when conditions are met”. That means the user has defined this to trigger or continue ( or “fire”) when a change occurs on a contact record *AND* the State field being saved therein contains any of the state abbreviations for Arizona, New Mexico, or Nevada.
As you might imagine, the sheer number of combinations of conditions and fields that can be configured provide you with a nearly limitless ability to automate tasks—without having to wait for any specific time of day or periodic checking being necessary.
These new features will go a long way to help in the automation of repetitive tasks so that you can instead spend more time with your customers.