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Fast Tip Friday: Adding Steps to a Smart Task Template #SageACT

by bwhalen_sage on ‎11-16-2012 09:08 AM (3,301 Views)

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After you have planned your Smart Task, and created the template, you may begin adding steps that are the actual actions to be carried out such as scheduling an activity, updating a field, sending a standard e-mail message from Outlook, or even kicking off third-party integration like a Sage ACT! E-marketing campaign. This week you will complete automating the business process introduced earlier in this series by adding task steps to the template.

 

Adding Steps to the Smart Task Template:

 

As a reminder, the following business case is the basis for our template:

 

 

When a prospect in your Sage ACT! database purchases a product/service, you do the following:

  • Create a new contact (if one does not exist)
  • Update the Contact ID/Status field from “Prospect” to “Customer”
  • Create an Opportunity with associated Products/Services
  • 1 day later, you E-mail the customer a Thank you/Welcome kit
  • After the message is sent, you want the Last Results field to state “Welcome Kit Sent”
  • Schedule a follow-up call for one week following the creation of the Opportunity

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 “New Customer Welcome” Smart Task Template on the left, and then click the big Click here to add a step button!

 

Adding the Email Step

 

1. Select the Send E-mail step

 

 

2. Complete the following details:

  • Step Name: Type a descriptive name for the step such as “Welcome Kit Email to New Customer”

  • Select Automatically send e-mail without prompting the user to send the e-mail without any user interaction, and/or to send it even if Sage ACT! is closed.

  • To/CC: Select recipients for the message.

  • Subject: Type a subject for your email message.

  • Attachments: Attach any additional files; for example, you may include a PDF that describes your product/service offering.

  • Message: Type your message. Keep it simple, and in this case, you might set the expectation that you will be calling the customer to follow up within a week.

  • More Options: Under more options, you may specify:
    • History Type
    • Send as HTML: Send the message as an HTML message. This would be appropriate if you have pasted HTML code in the Message box.
    • Request Read Receipt: prompts the recipient to reply if he/she received the message.
    • Make history private: The history entry would only be viewable by the sender (Smart Task user that executes task).

3. Click OK to save the step.

 

Adding an Update Field Step

 

If you also wanted to update the “Last Results” field with text that said, “Welcome Kit Sent”:

 

1. Add a new Update Field Step

 

 

2. Complete the following details:

  • Step Name

  • Select Automatically update this field without prompting the user.

  • Update contents of: Select the Last Results field.

  • In the With value: box, type “Welcome Kit Sent”

3. Click OK to save the step.

 

Adding the Activity Step:

 

Finally, to add the follow up phone call activity:

 

1. Select the Schedule ACT! Activity step

 

 

2. 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 Call as 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 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 Details tab, 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.

 

 

So, at this point, you have reproduced the steps in your everyday business process as an automated Smart Task! Next week, I’ll show you a couple different options you have for running the task!

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