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Sage ACT 2013 Smart Tasks – Automation and Workflow Feature

Written By: Cliff Ford on September 3, 2012 No Comment

Sage ACT 2013 – Smart Tasks provide Automation & Workflow

Sage ACT 2013 includes workflow automation via a module called Smart Tasks. These Smart Tasks allow users to create automated tasks that are triggered on specific fields or events. For example, if you want your customer to receive a birthday email, just set up (a) a birthday email template and (b) configure the Smart Task to send out that email several days before the birthday.

Sage has included this product for several versions. Now in Sage ACT 2013, these events are triggered without ACT needing to be open. How does this happen? It takes place based on the Smart Task service that is running on your PC in the background…even if ACT is closed! Smart indeed!

Sage ACT 2013 Smart Tasks – Video Tutorial

 

How to Configure Smart Task Templates to Automatically Run

In order to set a Smart Task to run automatically there must be a condition that specifies exactly when the Smart Task is supposed to run -as well as specific criteria which identifies exactly which database records that the designated Smart Task should be pointed towards.

Also, please note that the Auto-Run option should be checked off for the Smart Task. Keep in mind that the Auto-Run option is on a per user basis. Thus, if there is a shared Smart Task in a specified database, User A could have configured it to auto-run, but it won’t auto-run for User B until that user also selects the ‘auto-run’ option.

In the case that an ACT Smart Task is (a) configured to run at a scheduled time and (b) Auto-Run is enabled, then at the time that is designated in the Smart Task template, the Smart Task is then triggered for all records that match that specific condition.

In order to prevent a Smart Task from being triggered against a specified record multiple times, please choose the option “Run only once for any record”.

When an ACT user changes a Smart Task after configuring the task to run automatically, then that specific user is required to disable auto-run and then re-enable it in order to affect the changes in any future running instances of the Smart Task

Special note for Sage ACT versions 2010, 2011 and 2012:

Please note that ACT Smart Tasks (prior to version 2013) typically run only when you are logged in to Sage ACT!. If you are not logged in when the Smart Task is triggered the Smart Task will not run. That said, in the most recent version of ACT, this limit is being updated – due to the fact that Smart Tasks will now run as a separate Windows Service rather than within ACT.

Here are some specific steps: First,from the Manage Smart Tasks dialog box on the Templates tab, in the left pane, select the Smart Tasks template you want to run automatically. The Smart Tasks template details appear in the right pane. Second, Hit the option to Enable Auto-Run. Then, the Smart Task will run automatically when the trigger conditions are met.

How to Prevent an ACT Smart Task from Automatically Run

Sometimes, a user will want to prevent a Smart Task from running automatically. Please realize that this option is available only if the Smart Tasks template trigger is set to run at a scheduled time.

In order to prohibit Smart Tasks from running please follow these steps. First, from within the Manage Smart Tasks dialog box on the Templates tab, in the left pane, pleaes choose the Smart Tasks template you want to run automatically. The Smart Tasks template details appear in the right pane. then hit the option to Disable Auto-Run. Thus, the Smart Task will not run automatically even if the trigger criteria are met.

Sage ACT 2013 Features – including Smart Task Enhancements

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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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