ACT Smart Tasks Tutorial – Smart Task Steps including Time Delays and Activities
To read the entire ACT Smart Task article (including screenshots!) click here.
Smart Tasks is a feature in Sage ACT!, which follows a series of common and connected steps. Examples of common steps include: scheduling an activity, sending an e-mail or send Sage ACT! E-marketing mail. Each Smart Task also defines when a step should be performed and who the Smart Task can be scheduled for. A Smart Task can be run manually or automatically based on a trigger. A trigger is an event that signals when a Smart Task should be scheduled to run.
Managing Sage ACT Smart Task Steps
This section explains how to add, edit, move or delete steps in a Smart Tasks template. To begin adding Smart Task Templates, you select a template and from the right pane, you can use the Click here to add a step drop-down list to begin adding steps to templates by selecting one of the following options:
- • Time Delay
- • Schedule ACT Activity
- • Send Email
- • Send E-marketing Email
Time Delay between Smart Task Steps
You can add or edit a time delay between Smart Task steps if you want to schedule time between completing one step and starting the next step. For example, you want to create a Smart Task with two steps. The first step is sending an e-mail and the second step is sending a follow-up e-mail one week later. After the first step, you can add a time delay of one week before the second step.
1. Open the Manage Smart Tasks dialog box.
2. On the Templates tab, in the left pane, select the Smart Tasks template you want to update.
3. 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.
4. 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.
5. Click OK.
Schedule ACT Activity
1. From the Templates tab, on the right pane, click the Click here to add a step drop-down arrow and select Schedule ACT! Activity. The Smart Task Step – Schedule Activity dialog box appears:
2. On the General tab, complete the following information:
- a. In the Step Name box, type a descriptive name for the step.
- b. 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.
- c. Select an Activity Type from the list.
- d. 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.
- e. Use the lists to select a Start Time and Duration. For a timeless activity, select Timeless.
- f. To have a banner for a timeless activity appear on your calendar, select Use Banner.
- g. Click the Schedule With Select button and select the contact or contacts you want to attend the activity. Select one or more of the following:
-
-Select Contacts – opens the Select Contacts dialog box and allows you to select one or more contacts.
-
-Contact – the contact selected when the Smart Task is started.
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-Record Manager – the user or users responsible for managing the records selected when the Smart Task is started.
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-Smart Task User – the user who started the Smart Task.
- h. To send an iCalendar message with the activity information to the attendees, select the Send invitation e-mail check box.
- i. 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. Click OK.
- j. In the Regarding field, type a description.
- k. From the Resources list, select a resource for the activity.
- l. In the Location field, type a location for the activity.
- m. To schedule the activity on behalf of another user, click Schedule For. Select the user. Click OK.
- n. Set the Priority and Color.
- o. In the Ring Alarm field, select a time for the reminder alarm.
- p. To schedule the activity on behalf of another user, click Schedule For. Select the user. Click OK.
3. Click the Details tab and do any of the following:
- a. In the text box, type or copy and paste text, such as the meeting agenda.
- b. To attach a file:
- i. Click Attach. Select File or Shortcut.
- ii. Browse to locate the file. Click Open.
- Click OK.
Free Sage ACT Feature Review
Click here to access and download our Free Sage ACT! Feature Evaluation and Review.
With this document, you will be able to identify the key improvements within ACT!.
Items addressed include:
- User interface enhancements
- Social Media
- E-Marketing, Mail-Merge and Online Surveys
- Sales Opportunity redesign
- Flexible Reporting, Dashboard and OLEDB interface
- Advanced Outlook Integration and Invitations
- Advanced Outlook Sync for Contacts and Calendar
- Simplified Importing design
- Smart Tasks (Workflow)
- Advanced Lead Management and Importing
- Administrative improvements
- and much more.
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