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Customer and Lead record management
Automated Task Generation for Inactive Accounts
Automated Task Generation for Inactive Accounts

This feature helps keep track of inactive leads and customers

R
Written by Raymond Carrel
Updated over a week ago

This feature automatically creates tasks against leads and customers that have not seen any activity for a set period.

If you are interested in using this feature, please get in touch so that we can assist with installation.

Activity

The following events will be considered as activity:

  • Record save

  • Addition of note

  • Task creation

  • Opportunity creation

Task creation

A reminder task will be created for any inactive accounts. This can fall into any task work stacks that the assigned user may be monitoring.

The task name and text will be "No sales activity record for this customer".

The task will be assigned to the lead / customer record owner. If that owner's account is inactive, then there is the option to have it be assigned to another owner - this is covered in the config section.

Email notifications

Task assignees will also receive an email to notify them of the inactive leads and customers. This contains a link to each record.

Users will receive a single email that groups all relevant records together, each time the function is run.

Configuration

Users with Settings access can amend some settings.

To access the functions, go to Settings - Functions. The relevant functions will be under the Automatic Task Generation for Inactive Accounts tab by default.

Click on the Automated Task Generation entry.

  • Token: select a token to be used. This provides the script with user credentials to perform its tasks in the database.

  • Customer status: Choose which customer records are eligible, based on their status. If you choose none, no customer records will be checked.

  • Lead status: Choose which lead records are eligible, based on their status. If you choose none, no lead records will be checked.

  • User: This lets you set a default owner for tasks in the event that the lead or customer owner account is inactive.

Schedule

Generally, the function will be hooked up to a scheduler. This allows the function to be automatically run at a certain interval.

Administrators can amend the schedule by going to Settings - Scheduler. Locate the scheduler that corresponds to the Automated Task Generation function. Click on it to view its settings.

The schedule can be changed here. It's recommended to keep the function running before working hours begin.

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