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Is CRM what i need to use to automatically send an email to my backup if i forget to do a task and forget to login to Outlook? RRS feed

  • Question

  • Hello, can you please tell me if the CRM approach is the best approach to making sure that my backup is contacted/emailed if i forget to do a critical task and go on vacation or get hit by that proverbial bus?
    Here is what i really need to implement but am not sure of the best or latest most effective approach using MS tools:
    1. Set up a series of MS Outlook tasks which  will continuously poll the Outlook incoming mailbox and check for an email address match or a keyword match within an email, let’s call “task1”.

    2. When an email address match is found, Outlook will trigger “task2” which will present a popup window with a textbox and “yes/no” button and the textbox will contain a question like “ Is this the XYZ email ? ”.

    3. If the “yes” button is selected, “task2” will activate “task3” which will “continuously” present another popup window at “preset” time intervals, for example the COB of every business day.

    4. When a “preset’ date time is reached, “task3” will present it’s popup window with a textbox and “yes/no” button and ask: “ Has the XYZ task been completed ? “ and if “yes” is selected, “task3” will be deactivated and  if “no” is selected, “task3” will remain active and continue to present the “task3” popup window at every “preset” date time interval.

    5. If the “task3” window is not responded to within several days with a “yes/no” answer, an automatic email will be sent to a “preset” email address with a “preset” alert message.

    Saturday, January 2, 2010 5:09 PM

Answers

  • You can probably achieve the business outcome with CRM but not exactly using the method you suggest.

    In CRM you can trigger a workflow off the creation of a task which will sit there and wait until the due date and then, if the task is still open, will send an email to your backup.

    As for the followup tasks workflow can auto-create these at fixed periods before the due date of the original task.

    No persistant popups though (your users may thank you). There will have to be some user training on checking their emails/tasks periodically.

    Leon Tribe

    Want to hear me talk about all things CRM? Check out my blog

    http://leontribe.blogspot.com/

    or hear me tweet @leontribe
    Want to hear me talk about all things CRM? Check out my blog http://leontribe.blogspot.com/ or hear me tweet @leontribe
    Saturday, January 2, 2010 7:54 PM
  • We commonly use the CRM Worfkow to monitor priority activities/opportunities/leads/etc. for certain timeframe before completion, if not, the CRM workflow will email and/or reassign to the higher up or backup.


    Follow Workopia on Twitter

    http://www.workopia.com/Links.htm

    Saturday, January 2, 2010 10:47 PM
    Moderator

All replies

  • You can probably achieve the business outcome with CRM but not exactly using the method you suggest.

    In CRM you can trigger a workflow off the creation of a task which will sit there and wait until the due date and then, if the task is still open, will send an email to your backup.

    As for the followup tasks workflow can auto-create these at fixed periods before the due date of the original task.

    No persistant popups though (your users may thank you). There will have to be some user training on checking their emails/tasks periodically.

    Leon Tribe

    Want to hear me talk about all things CRM? Check out my blog

    http://leontribe.blogspot.com/

    or hear me tweet @leontribe
    Want to hear me talk about all things CRM? Check out my blog http://leontribe.blogspot.com/ or hear me tweet @leontribe
    Saturday, January 2, 2010 7:54 PM
  • We commonly use the CRM Worfkow to monitor priority activities/opportunities/leads/etc. for certain timeframe before completion, if not, the CRM workflow will email and/or reassign to the higher up or backup.


    Follow Workopia on Twitter

    http://www.workopia.com/Links.htm

    Saturday, January 2, 2010 10:47 PM
    Moderator
  • Ok thanks Leon and Frank i will ponder your'alls comments further!

    Have a great! 2010 all

    BobK
    Sunday, January 3, 2010 12:50 AM