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Scheduling Sales Task Reminders in Visual Workflows and Action Groups

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Forest Myers
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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:

  1. In SharpSpring's top toolbar, click
    Automation > Visual Workflows.
  2. Create or edit a visual workflow.
  3. Under Start, click + Add > Trigger.
  4. Select the desired trigger.
  5. Configure the trigger as necessary.
          


Click to enlarge.



Creating Opportunity Workflows 

To create an opportunity workflow with a trigger, do the following:

  1. In SharpSpring's top toolbar, click
    Automation > Visual Workflows.
  2. Create or edit an opportunity workflow.
  3. Under Start, click + Add > Trigger.
  4. Select the desired trigger.
  5. Configure the trigger as necessary.
  


Click to enlarge.


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:

  


Click to enlarge.

1. 

Under the added trigger, click + Add > Action.

  

2. 

Click Create Sales Task.

  

3. 

Select the desired task type from the Task Type
drop-down menu:

   •   General    •   Phone
   •   Email    •   Meeting
 
Note: Reminders are scheduled according to the assigned user's time zone.

4. 

Select one of the following Due Date options:

   •   Days after task is assigned
   •   Hours and minutes after task is assigned
 
Note: When Wait until next available business hours is checked, sales tasks will only be assigned during business hours.

5. 

Enter a title for the task in the Title text field.

  

6. 

Select the user to assign the task to in the Select Assignee drop-down menu.

7. 

Optionally, do any or all of the following:

   •   Click the Wait until next available business hours checkbox
   •   Click the When available, assign to lead owner instead checkbox
   •   Enter task notes in the Note section
   •   Click the Send calendar invite checkbox
   •   Enter a Smart Mail name in the Select Smart Mail text box
   •   Enter a Media Center asset name in the Select Media Center Asset text box
   •   Attach a trackable link to a Media Center asset in the Select Trackable Link drop-down menu

8. 

Click OK.

    

9. 

Complete the workflow with other triggers, filters, delays, or actions.

10. 

Set the Activity toggle to Active.
   


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:

  


Click to enlarge.

1. 

Under the added trigger, click + Add > Action.

  

2. 

Click Create Sales Task.

  

3. 

Select the desired task type from the Task Type
drop-down menu:

   •   General    •   Phone
   •   Email    •   Meeting
 
Note: Reminders are scheduled according to the assigned user's time zone.

4. 

Select one of the following Due Date options:

   •   Days after task is assigned
   •   Hours and minutes after task is assigned
 
Note: When Wait until next available business hours is checked, sales tasks will only be assigned during business hours.

5. 

Enter a title for the task in the Title text field.

  

6. 

Select the user to assign the task to in the Select Assignee drop-down menu.

7. 

Optionally, do any or all of the following:

   •   Click the Wait until next available business hours checkbox
   •   Click the When available, assign to lead owner instead checkbox
   •   Enter task notes in the Note section
   •   Click the Send calendar invite checkbox
   •   Enter a Smart Mail name in the Select Smart Mail text box
   •   Enter a Media Center asset name in the Select Media Center Asset text box
   •   Attach a trackable link to a Media Center asset in the Select Trackable Link drop-down menu

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.  

9. 

Complete the workflow with other triggers, filters, delays, or actions. 

  

10. 

Set the Activity toggle to Active. 

  
   


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:

 1. 

In SharpSpring's top toolbar, click
Automation > Action Groups.

  


Click to enlarge.

 2. 

Create or edit an action group.

  

3. 

Under Start or an applicable action, click
+ Add > Action.

  

4. 

Click Create Sales Task.

  

5. 

Select the desired task type from the Task Type
drop-down menu:

   •   General    •   Phone
   •   Email    •   Meeting
 
Note: Reminders are scheduled according to the assigned user's time zone.

6. 

Select one of the following Due Date options:

   •   Days after task is assigned
   •   Hours and minutes after task is assigned
 
Note: When Wait until next available business hours is checked, sales tasks will only be assigned during business hours.

7. 

Enter a title for the task in the Title text field.

  

8. 

Select the user to assign the task to in the Select Assignee drop-down menu.

9. 

Optionally, do any or all of the following:

   •   Click the Wait until next available business hours checkbox
   •   Click the When available, assign to lead owner instead checkbox
   •   Enter task notes in the Note section
   •   Click the Send calendar invite checkbox
   •   Enter a Smart Mail name in the Select Smart Mail text box
   •   Enter a Media Center asset name in the Select Media Center Asset text box
   •   Attach a trackable link to a Media Center asset in the Select Trackable Link drop-down menu

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.  

 11. 

Complete the action group with other filters, delays, or actions.

  

 12. 

Set the Activity toggle to Active.

  
   


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.

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