Fast Tip Friday: Automate Scheduling with an Activity Series #SageACT
bybwhalen_sage04-22-201108:22 AM - edited 04-22-201108:24 AM
For many of
us, we experience a bit of déjà vu as we schedule the same series of activities
for new clients, or as part of product/service fulfillment. For example, if you
routinely perform software upgrades for clients, you may need to first contact
the client alerting them to a new version of software, inventory existing
systems, order software, schedule the upgrade, perform the upgrade and then
follow up to ensure your client is satisfied. This series of activities can be
applied to multiple clients and would be a pain to re-create every time a
client was in need of an upgrade. Sage ACT! provides a couple mechanisms for
automating the creation of tasks associated with routine operations:
Tasks (Sage ACT! 2011 and up)
we’ll explore Activity Series, and in the coming weeks, look at the differences
between Activity Series and Smart Tasks, as well as learn how to create Smart
Creating an Activity Series:
1. In Sage ACT!, click Schedule > Manage > Activity Series
2. In the Activity Series Template
Creation Wizard, select Create a new
activity series,and then click Next
3. Name the Activity Series and specify
whether it should be Public (available
to all Sage ACT! users) or Private (available
only to you), and then click Next.
4. On the next
screen, click the Add button to
begin adding each step in the series:
the Add Activity window, specify:
Activity Type (call, meeting, to-do,
the activity Starts. Activities can
be scheduled on, before or after an anchor date. The anchor date is usually the
most significant event in the series, such as the actual date of a product
release, the end of a quarter. For example, you may want to schedule a software
upgrade task “2 weeks Before Anchor Date”, where the anchor date is the actual
release of the software.
the activity using the Regarding field.
a Priority, corresponding Color, and lead time for an Alarm.
the activity falls on a non-working day, such as a weekend, you can optionally
select to have the activity scheduled the next work day.
the Schedule For option to schedule
the activity for another user in your database. This will effectively add the
activity to that user’s calendar:
you have specified the activity settings, click OK to return to the Activity Template Creation window and continue
to add steps as required until you have created a series of activities.
Finish and you will be prompted to
schedule the activity now or later.
an activity series is scheduled, all
steps in the series are added to the calendar.