Though you can manually assign tasks through SharpSpring's Task Manager, consider assigning sales tasks with specially configured automation. SharpSpring's Sales Optimizer provides you with ways to automatically schedule reminders for your sales teams when a lead triggers a specific workflow. This means that you do not need to solely rely on email notifications to update your teams as to what their tasks and goals are. Automated sales tasks ensure that there is no downtime between when a lead triggers your created automation and a user or lead owner being alerted to continuing the sales process. This article will provide information on how to schedule task reminders using automation.
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Understanding Sales Task Reminders
When you add sales task reminders to an automation, the task reminder will be scheduled when the workflow or action group is triggered by a lead. It will be due the set date and time. Those that are assigned to these tasks will find the scheduled reminder in their Task Manager window.
In addition, the assigned task will be highlighted in purple, which shows that it was created via sales automation with the Sales Optimizer. These reminders will notify the assigned user of the task in the same way that manually assigned tasks do.
Creating Triggers in Workflows
Sales task reminder actions require workflows with triggers to function.
Creating Visual Workflows
To create a visual workflow with a trigger, do the following:
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Creating Opportunity Workflows
To create an opportunity workflow with a trigger, do the following:
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Adding Sales Tasks to Visual Workflows
Once you have created a visual workflow with a trigger, you can add a sales task reminder action.
To assign tasks and schedule reminders with sales task actions in workflows, do the following: |
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Under the added trigger, click + Add > Action. |
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Click Create Sales Task. |
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Select the desired task type from the Task Type
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Note: Reminders are scheduled according to the assigned user's time zone.
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Select one of the following Due Date options:
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Note: When Wait until next available business hours is checked, sales tasks will only be assigned during business hours.
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Enter a title for the task in the Title text field. |
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Select the user to assign the task to in the Select Assignee drop-down menu. |
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Optionally, do any or all of the following: |
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Click OK. |
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Complete the workflow with other triggers, filters, delays, or actions. |
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Set the Activity toggle to Active. |
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Adding Sales Tasks to Opportunity Workflows
Once you have created an opportunity workflow with a trigger, you can add a sales task reminder action.
To assign tasks and schedule reminders with sales task actions in workflows, do the following: |
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1. |
Under the added trigger, click + Add > Action. |
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2. |
Click Create Sales Task. |
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3. |
Select the desired task type from the Task Type
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Note: Reminders are scheduled according to the assigned user's time zone.
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4. |
Select one of the following Due Date options:
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Note: When Wait until next available business hours is checked, sales tasks will only be assigned during business hours.
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5. |
Enter a title for the task in the Title text field. |
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6. |
Select the user to assign the task to in the Select Assignee drop-down menu. |
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Optionally, do any or all of the following: |
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8. |
Click OK. |
Important: For a sales task to appear on an opportunity as a result of the Sales Optimizer, you must add a time delay to the workflow.
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9. |
Complete the workflow with other triggers, filters, delays, or actions. |
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10. |
Set the Activity toggle to Active. |
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Adding Sales Tasks to Action Groups
You can add sales task reminders to action groups. To assign tasks and schedule reminders with sales task actions in action groups, do the following:
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In SharpSpring's top toolbar, click |
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Under Start or an applicable action, click |
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4. |
Click Create Sales Task. |
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5. |
Select the desired task type from the Task Type
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Note: Reminders are scheduled according to the assigned user's time zone.
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6. |
Select one of the following Due Date options:
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Note: When Wait until next available business hours is checked, sales tasks will only be assigned during business hours.
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7. |
Enter a title for the task in the Title text field. |
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8. |
Select the user to assign the task to in the Select Assignee drop-down menu. |
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9. |
Optionally, do any or all of the following: |
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10. |
Click OK. |
Important: For a sales task to appear on an opportunity as a result of the Sales Optimizer, you must add a time delay to the workflow.
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11. |
Complete the action group with other filters, delays, or actions. |
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Set the Activity toggle to Active. |
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Regarding Time Delays
If you want to schedule a task a certain amount of time after the automation is triggered, you will need to add time delays to your reminder automation.
If there are no time delays attached to the sales task action, the task reminder will be scheduled the same day the automation was triggered.
If there is a time delay attached to the sales task action, the task reminder will be scheduled a specified number of days in the future from the time when the automation was triggered.
In addition, for a sales task to appear on an opportunity as a result of the Sales Optimizer, you must add a time delay to the workflow.