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Adding Steps to a Smart Task Template #SageACT

by on ‎05-13-2011 08:36 AM (3,541 Views)

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Last week, you learned how to create a Smart Task template that defines general properties like the name, access permissions, and whether or not the task should run automatically. However, the task won’t do anything exciting until you add steps to execute. Steps can include adding an activity to your calendar, sending a standard e-mail message from Outlook, or even kicking off third-party integrations like Sage ACT! E-marketing campaigns. Let’s look at the fundamentals of creating a task step.


Adding an Activity Step:


1. Start by opening the Manage Smart Tasks tool by clicking the Schedule menu, and then Manage Smart Tasks…



2. To add steps to your Smart Task Template, select the Smart Task Template on the left, and then click the big Click here to add a step button!


3. Select the type of step you would like to add:



  • Time Delay: select a time frame, such as 7 days, when the next step in the workflow should start based on when the previous step completes
  • Schedule ACT! Activity: specify an activity type, time, duration, contacts, regarding information, alarms, details and more for an activity that will be added to your calendar (or even another user’s calendar).
  • Send E-mail: with Microsoft Outlook configured as your default e-mail client, you can send simple e-mail messages automatically.
  • Send E-marketing E-mail: If you have a Sage E-marketing for ACT! account, you can include automated sends of e-marketing templates as part of a workflow.
  • Add to Drip Marketing: If you have a Sage E-marketing for ACT! account, you can even add contacts to an existing Drip Marketing campaign to send a series of e-mail messages to customers or prospects.

4. After selecting the type of step to create, a dialog opens that enables you to configure specific properties of the task step. In the following example, the Activity Step dialog is displayed:



5. In the Smart Task Step – Schedule Activity dialog box, you may set various properties for your task step, including:

  • Step Name: Provide a descriptive name for the step.

  • Automatically schedule the activity without prompting the user: select this option to add the activity to your calendar without being prompted. If this is not selected, a pop-up dialog appears prior to the task actually being executed.

  • Activity Type: Select the type of activity to schedule from the list.

  • Start Date: Use the arrows to select the number of days between the date that the step is triggered and the date that the activity should be scheduled to start. This may be used as an alternative to the “Time Delay” step.
  • Use the lists to select a Start Time and Duration.

  • Use Banner: Select this option to have a banner for a timeless activity appear on your calendar.

  • Under Schedule With use the Selectbutton to select the contact or contacts you want to participate in the activity. Select one or more of the following:

    • Select Contacts - opens the Select Contacts dialog box and allows you to select one or more contacts.

    • {Contact} - the contact selected when the Smart Task is started.

    • {Record's Contact List} - the contacts associated with the selected opportunity (applicable to Smart Tasks Templates that run against Opportunity records)

    • {Record Manager} - the user or users responsible for managing the records selected when the Smart Task is started.

    • {Smart Task User} - the user executing the Smart Task
  • Select the Send invitation e-mail check box to send an iCalendar message with the activity information to the attendees.

  • Click the browse button (...) next to the Associate With field to associate a group, company, and opportunity with the activity. Select a group, company, and opportunity. Click OK.

  • Regarding: type a description for the activity. This information will appear on your calendar when the step executes!

  • Resources:  select a resource for the activity.

  • Location: type a location for the activity.

  • Set the Priority and Color.

  • Ring Alarm: select a time for the reminder alarm.

  • To schedule the activity on behalf of another user, click Schedule For. Select the user. Click OK.

  • To make the activity private so that other users cannot access it (except those the activity is scheduled with), select the Private check box.


  • Click the Detailstab, and then do any of the following:
    • In the text box, type or copy and paste text, such as the meeting agenda.

    • To attach a file: Click Attach, and then select File or Shortcut. Browse to the file and click Open.
  • Click OK to add the step to the overall Smart Task workflow.

6. Continue adding task steps to your Smart Task template to model the process/workflow you would like to automate.




For more ideas of processes you might want to automate, check out the Spring Edition of ACT!ion eNews.