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Fast Tip Friday: Creating a Smart Task Template #SageACT

by on ‎11-09-2012 08:20 AM (7,492 Views)

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As you learned last week, creating Smart Task templates can be made easier if you first plan your process, mapping it out to determine which steps may be automated, and which will require manual effort. Using the plan developed last week, you’ll reproduce that process in Sage ACT! as a Smart Task template.


Creating the 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
  • 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 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, such as “New Customer Welcome” for the Smart Tasks template. A name is required.
  • Under Access, select Public to ensure the template is available to all database users.

  • 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 Contact. 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, as well as the fields that are available when establishing criteria for executing the task.

  • Under Trigger, select Run when conditions are met.

  • Next, click Edit Conditions.

  • Set the following criteria:
    • Type: Contact
    • Field Name: ID/Status
    • Operator: Equal To (=)
    • Value: Customer


  • Select Run only once for any record if you want a Smart Task to be run against a record only once per user.

  • Click OK.


After completing these steps, your task template will be created; however, there will not be any steps to actually execute! Next week I'll take you through the process of adding steps to the template.