Last week you learned how to create a dynamic group that holds contacts that you have not recently contacted by phone or e-mail so you can re-connect with them. In this week’s tip, I’ll show you how you might apply that same logic in a Smart Task to automate the scheduling of a follow up activity.
Creating a Smart Task for Follow Up
1. From within Sage ACT!, click Schedule > Manage Smart Tasks.
2. In the Manage Smart Tasks window, click New Smart Task.
3. Complete the details such as the Name, Description, Access, and Record Type options.
4. From the “Trigger” drop down list, select Run at scheduled time.
5. In the Trigger properties section, select the frequency and time to run the task.
6. Then click Edit Criteria…
7. In the Smart Task Criteria box:
Select Contact from the “Type” list
Select Last Reach from the “Field Name:” list
Select Older Than [days] from the Operator list
Type 14 (or other appropriate value) in the “Value” box.
Click Add to List
8. Repeat these steps, adding the following criteria:
9. Click Preview and visually verify that the contacts included in the result are as expected.
10. Click OK to close the Smart Task Criteria dialog and save your criteria.
11. Click OK again to return to your Smart Task Template.
12. Select Run only once for any record to prevent this task from being run against the same record multiple times by the same user.
13. Click OK.
14. Now that the template has been created, you will need to do a couple things:
Enable the task to auto-run.
Configure steps to actually execute when the template runs.
1. With the newly created Smart Task selected, click Enable Auto-Run (in the upper right corner of the Smart Task window).
Creating Smart Task Steps to Execute
1. With the newly created Smart Task selected, click Click here to add a step and then click Schedule ACT! Activity.
2. Complete the activity details, including who the task will be scheduled for.
3. Click OK.
4. Click Close to close the Smart Task Manager.
5. The Smart Task will now run as scheduled, and on the first run, it is likely that several activities will be scheduled for each contact’s Record Manager. If follow up is actually occurring, then the number of tasks added to the calendar should be manageable!
Using one or more Smart Tasks to automate the scheduling of the follow up activity frees you from that task, and gives you time to take action and re-connect with leads so they are not forgotten. Furthermore, when activities are added to your calendar, and then cleared upon completion, you’ll have the data you need to report on productivity and evaluate your progress over time!