|
Add Screenshots after reskin
MyAssistant Tasks can be set up to only send someone an email when new information has been entered in Sage. Examples include being notified when a new Job, Vendor, Employee, Customer, Subcontract, Purchase Order or Invoice has been entered in Sage. This is done by comparing what was found the last time the Task ran to the most recent time the Task ran. If any new items not previously sent in an email were found, those new items are sent to the recipients.
The following steps outline how to set up a Task to send a list of new items entered in Sage:
1.Create a new Task: Click the "New" button in the main MyAssistant window to create a new Task
2.Pick what new items to check for: Choose to send a list in the "What to Send" step, then pick what new items MyAssistant should check for (for example: new Jobs).
3.Choose which items to send: Use a prebuilt or create a new Condition in the "What to Send" step (for example: JC In-progress Jobs). The Condition will find all items in Sage, but settings in later steps will only send the new ones to recipients.
4.Set criteria of which items to send: Create or customize the Condition in the "Condition" step to ensure MyAssistant is looking for the right information
Important: It is encouraged that the Condition be as simple as possible (for example: Job Number is not blank) to ensure that no new information is unintentionally excluded from emails sent by the Task. Again, the Task Condition will initially find all items -- not just the new ones. This is expected.
|
5.Schedule how often to check for new items: Specify if the Task should run on a Schedule in the "Schedule" step.
Note: Because the Task (when finished) will only send emails when new information has been entered, it can be ran on a more frequent basis than how often emails should be received. For example, a Task could be run multiple times a day every day of the week, but emails will only be sent when there's new information.
|
6.Create the list: Select the list's columns by adding Sage fields to the table at the bottom of the "Email" step
7.Choose who to email: Specify the recipients that should be emailed when new information is entered in Sage.
Note: MyAssistant individually tracks the recipients on a Task that sends only new information. If a new recipient is added after the Task has been previously run, it is recommended that the Task is run (but doesn't send emails) as outlined in the Prime the Queue step below.
|
8.Turn on "Notify Once": Click the "Notification Frequency" field at the top of the "Options" step and select "Once". This controls how often each recipient is emailed about each item (for example: Job) found by the Task. Click "Finish" to close Task Setup after naming the Task
9.Prime the Queue: Click "No" when prompted to run the Task and send Notifications after finishing Task Setup (the Task will still be activated). Next, select the Task in the main MyAssistant window and click "Run" in the ribbon. Running the Task but not sending any emails will identify all the information (for example: Jobs) currently in the Sage software, and mark them as sent to each recipient despite no message(s) being sent. This ensures that recipients will only be emailed when new information is entered in Sage.
Note: Each time the Task runs, the count in the completion message will be the number of items that met the condition; not the number of new items. MyAssistant will then only email the items not previously sent.
|
