View July 2010 ACT Newsletter on Introducing Sage's ACT! 2011 in a PDF
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Coming soon: Sage ACT! 2011. The
newest release is in final testing and
will be available soon. With each new
release, Sage conducts extensive research to
provide the tools customers need most. For
this release, Sage collected input from customers
via in-product surveys and searched
the Sage ACT! Community Forums. This
wealth of input was then prioritized through
discussions and additional surveys to arrive
at an overall set of themes and objectives for
The Sage ACT! 2011 release focuses
on these key areas: Smart Tasks, Microsoft
Outlook® Integration, Getting Started, and
Sage Business Info Services for ACT!. In this
article we will discuss Smart Tasks, a powerful
feature that allows you to automate tasks
such as scheduling activities. The Sage ACT!
development team designed Smart Tasks to
be very easy to use and included pre-defined
automated tasks so you can get a jump start
on using them.
What Is A Smart Task?
Instead of manually performing each
step in a workflow, with Smart Tasks you
can schedule a series of steps in Sage ACT!
to occur in sequence, automatically. If you
have a workflow in Sage ACT! that contains
a sequence of steps or series of tasks that you
perform frequently, it is an ideal candidate
for Smart Tasks. A well thought out Smart
Task can save workers time and dramatically
Smart Task Components
When building a Smart Task, you will
define three things:
»» When: You can manually trigger or
schedule a time for the Smart Task.
»» Who: Use advanced query parameters to
filter Contacts or Opportunities.
»» What: The action of the Smart Task: send
e-mail alert, schedule activity, or send an
Sage ACT! e-mail template.
Here we will use an e-marketing campaign
as our Smart Task example.
Let’s say you set the When to be Monday
at 9 a.m., so that your message will be waiting
in the customers’ in-box first thing in
the morning. The Who could be defined as
all Opportunities with a dollar value greater
than $5,000, and the What could be to send
Sage ACT! 2011
(continued on page 2)
New Smart Tasks Offer The Potential For A
Dramatic Boost In Productivity
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As a customer of Sage ACT!,
you may receive discounts on
useful business services that can
save you money and enhance
your productivity, including Online
Meetings, Remote Access,
Payment Solutions, and Voice-
Over IP for Sage ACT!.
a specific e-marketing template that you
have created with your targeted messaging.
So, rather than having to remember to send
a marketing e-mail at the beginning of each
week, with Smart Tasks you can make it happen
automatically with a few mouse-clicks.
Smart Task Templates
Sage ACT! 2011 comes with a selection
of pre-defined Smart Task templates. Several
will include Sage E-marketing for ACT! steps.
You can use them as they are, or customize
them to meet your needs. The following are
examples of templates:
»» New Contact Smart Task
»» Incomplete Information Alert
»» Birthday Reminder Smart Task
»» Opportunity A Week From Close Alert
»» Neglected Contacts Smart Task
»» Opportunity Follow-up Reminder
»» High-Value Opportunity Alert
Smart Task Designer
With Sage ACT! 2011, customizing the
Smart Task templates is easy; the Smart Task
Designer gives you the ability to simply drag
and drop information into individual Smart
Task steps. Out-of-the-box integration to
Sage E-marketing for ACT! is included. And
because Smart Tasks have been developed
using Windows Workflow as the foundation,
you can extend their use to other integrated
Smart Tasks can be created and run on
Contacts or Opportunities. The filter criteria
in the Designer matches the advanced query.
For activities and e-mail, you can dynamically
assign the following:
»» Contact in Focus
»» Record Manager
»» Static Contact(s)
»» User starting the Smart Task
You can build in a fixed delay after the
completion of other steps before an e-mail
is sent. You have two options on sequencing,
»» Time steps to sequence after a specified
time. For example, send an e-mail 3 days
after an activity is scheduled.
»» Set up your Smart Task to schedule a
sequential step when the previous step is
completed . For example, send an e-mail
when an activity is completed.
If you check the Run Once check box you
can prevent a scheduled Smart Task from running
over and over for the same Contact. The
Run Once feature is overridden if you run the
Smart Task manually; it will execute the Smart
Task for all Contacts that fit the criteria.
Running A Smart Task
Any Smart Task can be run manually by
right-clicking it or from the schedule menu.
Smart Task steps can be set to run in the background
or the foreground. If foreground is
selected, you will be able to see the steps being
executed in the Pending Smart Task Steps
Dialog. Each step in a Smart Task sequence
starts only when the previous step is complete.
Smart Task Visibility
Once you have a collection of Smart Tasks
running, you will want to be able to check on
them. A screen displays all Smart Tasks running
on the database for the current user. You
can filter the list of Smart Tasks to find the
one you are looking for easily, then pause or
activate it as needed.
A well-designed set of Smart Tasks can give
your organization a tremendous productivity
boost. Call us to discuss how Smart Tasks can
be put to work for you.
Sage ACT! 2011
(continued from cover)
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page 2 • STAR-INFO Newsletter
The intuitive Smart Task interface makes it easy
to edit Smart Task templates or design new Smart
(( Tips & Tricks ))
Creating New Activity Types
There are six Activity Types included with
Sage ACT! 2011: Call, Meeting, To-Do,
Personal Activity, Appointment, and
Vacation. You can create additional
activity types if you need them. For
example, you could create a Trade Show
activity type, or use additional call types
such as Telemarketing or Customer
Support. Take the time to think it through
before you start, though. Activity Types
cannot be deleted, only edited and
You must be assigned an Administrator or
Manager Role to create Activity Types. To
create a custom activity type:
1. Select Schedule, Manage, and then Activity
2. Click the Add button.
3. Name the new activity type. If you have
access to icon files, you can use the Browse
button to select an Icon for your new
4. Select a Result, click Edit, and modify the
Result name to include the new Activity
Type name, and click OK. To add a new
Result, click Add, type the new Result
Name, and click OK.