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How to Manage Sage ACT Smart Task Activities and Email Automation

Written By: Cliff Ford on July 5, 2012 No Comment

How to manage Sage ACT Workflow using Smart Task steps

This article discusses the ways to create, edit or delete individual steps within an ACT Smart Task template.

In order to begin adding a Smart Task Template step, first you will need to choose a template. Then, from the right panel, please use the “Click here” button in order to add a step drop-down list. In order to start adding steps to templates, select one of these 4 options: (a) Time Delay (b) Schedule ACT Activity (c) Send Email. We will now describe the details of these options.

Configuring a Smart Task for “Time Delay”

Users are able to add or edit a time delay between Smart Task steps. They would do this in the case that they want to schedule time between (a) completing one step and (b) beginning the next step.

Here is an example: You desire to create a Smart Task with two steps.

  • The first step is toi send an e-mail
  • The second step is to send a follow-up e-mail one week later.
  • Here’s the key: After the first step, you can add a time delay of one week before the second step.

Here’s how to do this:

  • First, open up the Manage Smart Tasks dialog box. Then, on the Templates tab, in the left pane, select the Smart Tasks template you seek to update.
  • Next, in the right pane, find the step that occurs before the step you want to delay, click the Click here to add a step drop-down arrow and select Time Delay.
  • Lastly, you will use the arrows to select a number in the box, and then select Minute(s), Hour(s), Day(s), or Month(s) from the drop-down list. Then click OK.

Configuring a Smart Task to Schedule an ACT Activity

You may want to configure a Smart Task to schedule an ACT activity. Here’s how:

When you are on the Templates tab, go to the right pane and click the Click here to add a step drop-down arrow. Then choose Schedule ACT! Activity. The Smart Task Step “Schedule Activity” window box appears.

Next, on the General tab, you will want to complete the following information:

  • For starters, in the Step Name box, type a descriptive name for the step.  Then select the Automatically schedule activity without prompting the user option if you do not want to be prompted to view the Schedule Activity dialog box before the Smart Task automatically schedules it when this step is triggered. If you do want to be prompted, clear this option.
  • Select an Activity Type from the list. Then use the Start Date 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.
  • Use the lists to select a Start Time and Duration. For a timeless activity, select Timeless.  In order to have a banner for a timeless activity appear on your calendar, select Use Banner.
  • Click the Schedule With Select button and select the contact or contacts you want to attend the activity. In order to send an iCalendar message with the activity information to the attendees, select the Send invitation e-mail check box.
  • If you want to associate a group, company, and opportunity with the activity, click the browse button (…) next to the Associate With field. Select a group, company, and opportunity and then click OK.
  • In the Regarding field, you will want to type a description. Then from the Resources list, select a resource for the activity.
  • In the Location field, type a location for the activity. To schedule the activity on behalf of another user, click Schedule For. Select the user. Click OK. You will then want to set the Priority and Color. In the Ring Alarm field, select a time for the reminder alarm.
  • If you want to schedule the activity on behalf of another user, choose the option Schedule For. Choose the user and then click OK.

Configuring a Smart Task to Send an Email

Users may desire to configure a Smart Task to schedule an auto send of an Email. here are the steps for performing this function.

When you are on the Templates tab, on the right pane, select the Click here to add a step drop-down arrow and then select Send E-mail. The Smart Task Step “Send E-mail” window appears.  Please realize that this function only works when ACT is integrated with MS Outlook.

Here are the specific steps for this configuration. Begin in the Send E-mail dialog box:

  • In the Step Name box, type a clear name for the step. Then choose the “Automatically send e-mail without prompting the user” option in the case that you do not want to be prompted to view the Schedule Activity dialog box before the Smart Task automatically schedules it (when this step is triggered). Thus, if you do want to see this prompt, you will want to clear this option.
  • On the Delay Time list, please pick when this step should run after the start of the Smart Task or completion of the previous Smart Task step.
  • Then hit the To: Contacts button in order to pick who should actually receive this e-mail. You will want to select one or more of the following options (a) Select Contacts – this opens the Select Contacts dialog box and allows you to select one or more contacts (b) Contact – this is the contact that is selected when the Smart Task is started (c) Record Manager – this is the user when the Smart Task is started (d) Smart Task User – this is the user who started the Smart Task.
  • Hit the CC: Contacts button to select who should receive a copy of the e-mail. Select from the options just like above for the To option.
  • Within the Subject box, you will want to type the e-mail subject as you want it to appear in the e-mail when it is sent.
  • Hit the button “Attachments Browse”. Then browse to the file you want to attach to the e-mail.
  • Within the Message window, type the text that should appear in the e-mail message.
  • Lastly, you will want to choose any of the following options (a) Send as HTML (b) Request Read Receipt (c) History is private

Sage ACT ReviewFree Sage ACT! Feature Analysis

Click here to receive our Sage ACT Feature Analysis at no charge.

Using this Feature Analysis for Sage ACT, you can grasp the chief features and enhancements within the recent release of ACT.

Items discussed:

  1. User Screen
  2. Social Media integration
  3. E-Marketing options
  4. Mail-Merge into Microsoft Word
  5. Performing  Web Surveys
  6. Sales Opportunity redesign
  7. Advanced Reporting  redesign
  8. ACT Dashboard redesign
  9. OLEDB interface redesign for reporting into Spreadsheets
  10. Improved Outlook Integration
  11. Microsoft Outlook Invitations
  12.  Advanced Outlook Sync for Calendar
  13. Google Contact Sync
  14. Simplified Importing design
  15. Smart Tasks design

About the author

Cliff Ford Author: Cliff Ford. CRM Solution Comparison has provided CRM cloud software reviews and evaluations for several years. Our staff of CRM certified partners implements, tests and uses the various systems discussed within this blog. We have created a number of excellent CRM comparison and evaluation tools that we provide our readers. Google

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