Smart Tasks simplify many daily processes, such as following up with new prospects, thanking customers for recent business, or other routine activities. Smart Tasks consist of a template that defines general properties like the name, access permissions, and series of task steps to execute when the task is run. This week you’ll learn how to create a Smart Task template, and over the next couple weeks you’ll learn how to create various steps that may be executed when you run Smart Tasks.
Creating a Smart Task Template:
1. Start by opening the Manage Smart Tasks tool by clicking the Schedule menu, and then Manage Smart Tasks…
2. To create a new Smart Task Template, click New Smart Task
3. When creating a task template, enter the following information:
Smart Task Name: type a brief but descriptive name for the SmartTaskstemplate. A name is required.
Select Public if the template should be available to other users.
Select Private if the template should be available only to you.
In the Description box, enter additional information to describe this template. This information is helpful when users review the list of tasks available, prior to executing a selected task.
In the Record Type list, select either Contact or Opportunity. This can only be set at the time the task is created, and will determine which record types in Sage ACT! the task can be executed upon.
Under Trigger, select Run manually only or Run at scheduled time.
If you select to Run at scheduled time, select a frequency option:
Daily - Select Every day to run the task every day including Saturday and Sunday or select Every weekday to run it every day not including Saturday and Sunday.
Weekly - Select the days of the week that the task should run.
Monthly - Select the day of the month to run the task or select the week of the month and day of the week that the task should run.
From the Time list, select or type the time of the day to run the Smart Task.
To set/change criteria for selecting records that the Smart Task is run, under Filter, click Edit Criteria. Select the criteria, and click OK.
Select Run only once for any record if you want a Smart Task to be run against a record only once per user.
After completing these steps, your task template will be created; however, there will not be any steps to actually execute! Depending on what process you are automating, you'll need to create corresponding task steps to include in the template. More on that next week