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Task Status Triggers can automatically create additional tasks or initiate a variety of communications based on the task start, due, or complete date, as well as on the status due date.
Go to Maintenance
> Task > Task Status Triggers.
Select a task status from the drop-down list and
then click New on the ribbon
to create a new trigger for that status.
Type in a Description for the trigger.
Select the Trigger Type from the drop-down list. The following choices are available:
Call - Create a call record for each task that meets the criteria at the time the trigger is processed.
Email - Send an email for each task that meets the criteria at the time the trigger is processed.
Letter - Generate a printed letter for each task that meets the criteria at the time the trigger is processed.
Email/Call - Send an email for each task that meets the criteria. If the email is being sent to a client and they don't have an email address on file, a call record will be generated instead.
Email/Letter - Send an email to each client linked to a task that meets the criteria. If the email is being sent to a client and they don't have an email address on file, a printed letter will be generated instead.
SMS - Send an SMS text message for each task that meets the criteria at the time the trigger is processed.
SMS/Call - Send an SMS text message for each task that meets the criteria. If the text is being sent to a client and they don't have a phone number that is SMS-enabled, a call record will be generated instead.
Task - Generate an additional task for each task that meets the criteria at the time the trigger is processed.
Choose your Trigger Date option:
Status Due Date - With this option, the trigger can be based on the date a task is changed to this status, or a date that is "x" number of days before or after the status due date.
Task Due Date - With this option, the trigger is based on the task due date. Select On Task Due Date or enter the number of days before or after the due date.
Task Start Date - With this option, the trigger is based on the task start date. Select On Task Start Date or enter the number of days before or after the start date.
Task Complete Date - With this option, the trigger is based on the task complete date. Select On Task Complete Date or enter the number of days before or after the complete date.
Choose to exclude "Do Not Market" and/or "Do Not Call" clients if desired.
Enter and/or select the appropriate Trigger Behavior. These options will vary based on the trigger type you've selected.
Click OK to save the trigger.
Spectra will set up the trigger for processing by filtering through your database and excluding records that may have fit the criteria in the past. This prepares the trigger for use going forward. Triggers can be processed by going to Utilities > Run Status Triggers.
For more information on using triggers throughout Spectra, please see the "Triggers" topic in the "Spectra Tools" chapter.
