If you have been following this blog for the past several weeks, you have planned a Smart Task template, created it, and added steps to automate a sample business process. This week, you’ll learn how to manually execute those tasks.
Running Tasks Manually
1. Prior to running a Smart Task manually, consider looking up the Contacts or Opportunities that you are going to run the task against. This ensures your task does not mistakenly run for Contacts or Opportunities you did not intend.
2. To run Smart Tasks defined for Contacts or Opportunities, click Schedule > Run Smart Task.
3. Select the task to run from the list on the left.
4. Under Apply To:, select which records to affect:
Selected records: If you have selected one or more records in the Contact or Opportunity list prior to running the task, selecting this option will run the task against those records.
Current Lookup: If you have looked up records prior to running the task, selecting this option will run the task against those records.
All Contacts: If selected, the task will be run against all records, but may be restricted by the conditions defined within the Smart Task template if the next option is selected.
When manually running the selected Smart Task, apply the defined conditions: If selected, the conditions defined in the Smart Task template (Contact ID/Status = “Customer”, for example) will limit which records are affected. If cleared, then the task will apply to all records specified previously (Selected records, Current Lookup, or All Contacts).
5. Click Run to begin executing the task.
6. After tasks have started, the Pending Smart Tasks window appears with a list of steps to be executed:
7. From this window, you may select:
Preview: Preview the task step, and then click OK to execute the task.
Run: Execute the task step.
Delete: Delete the task without executing.
8. Using the list in the lower left, you may also “snooze” this window for a specified time frame and Preview/Run/Delete tasks steps later.
So, after you have done the more challenging work of planning and creating your Smart Task templates and steps, you may easily execute them on demand. True automation of tasks requires that tasks run automatically, and that will be the focus of next week's tip!