The Email activity is used to assign an employee the task to send a client a message or a letter. Each Email task is associated with an item of the Leads, Deals, or Companies app. The information about the reschedule or completion of the task is recorded on the deal’s page.
Place the activity on the process diagram and double-click on it to open its settings.
General tab
- Name*. Specify the activity name displayed on the process diagram.
- Task name. Check the Generate name from template option to include context variables in the name shown in the executor’s task list and on the task page.
- Template*. On the right side of the field, click {+} and select a variable. You can also add a date to the template using the DateTime() function. To do that, click the f(x) icon.
- Notification. When this option is selected, the executor will see a notification about the task in the activity stream when it is assigned.
- CRM app*. Select a variable of the App type from the process context. It has to be a variable storing an app from the CRM workspace. You can either select a variable that already exists from the drop-down list or create a new one.
This option is used to associate the task with a specific app item, for example, with a certain deal. Task information such as postponed or sent emails is recorded on the deal’s page, so you can easily track communications with each client.
Please note that the value of the context variable must be defined in the business process prior to executing the Email activity. To assign a value to it, use the Assign Value activity.
- Executor*. Select the employee who will execute the task. You can use a context variable of the Users type.
- Start Date. Specify the time when the executor will start the task:
- Exact time. Specify after how many minutes, hours, or days the executor must email the client. The time can be indicated taking into account the Business Calendar settings.
- Variable. Specify a Date/Time type context variable that stores the time when the task will be started or create a new one. Adjust the time if necessary. For instance, you can increase the value by a day.
This option is useful when the exact task start time is unknown. For example, if you need to send an email half an hour after the calling the client.
- Duration*. Specify the duration of the task, for example, 1 hour. When this time passes, the task in the Tasks workspace will be marked as overdue.
- Show in shared calendar. If this box is checked, the task will be shown in the executor’s personal calendar.
How to work with the Email task
When the process reaches the Email activity, the system assigns the executor the task to send an email or a letter to the client.
When the user clicks the task name, the app item page associated with the task opens. The user can close or edit the task as well as leave a comment that will be displayed in the associated activity stream of the app item. Read more about working with the task in the CRM tasks article.
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