How do I automate date based events?

Salesmate provides you the option to create and capture date based custom fields. You would like to capture some important dates like birthdates, anniversary date, contract start date, etc. Not just capture but be reminded to follow up on those days. With the power to create custom fields and run the workflows on them, Salesmate lets you achieve your desired target to be reminded and follow up with them.

How can you achieve this?

Taking an example of birthdate and sending out an automated birthday greeting to the concerned contact. Follow the below steps to achieve it:

1. Create a custom field for birth date
2. Update existing data with birthdates
3. Note: The birthdate has to be a future date ( Thus if someone's birthdate is 02/14/1984. Save it as 02/14/2020 i.e. such that the system should be able to detect it's next occurrence )
4. Create email template for birthday greetings
5. Create a workflow to send out automated birthday greetings 

1. Creating a custom field for birth date: 

• Hit the profile icon top right corner of the page
• Go to Setup
• Head to Customizations > Contact
• Hit New Custom Field
• Select type: Date
• Give Label: Birth Date
• Save

2. Updating existing data with birthdates:

• Export your existing data using Export action on the contacts
• Update the birth date field in the exported file

• Import this file again to contacts to update your existing data

3. Creating an email template for birth date greetings:

• Hit on More tab 
• Head to Email Templates
• Hit + New Template to create a new email template
• Select record type: Contact

• Template Name: Birthday Greetings
• Folder: Public Template ( Select relevant folder to store the template )
• Subject: Salesmate wishes you a Very Happy Birthday 
• Body: Design your email template and add the contents
• Save

4. Creating a workflow to automate the sending of birthday greetings:

• Hit the profile icon top right corner of the page
• Go to Setup
• Head to Sales Automation > Workflow Management
• Create a New Rule
• Basic Information:
  • Select Module: Contact
  • Rule Name: Wish contact on their birthday

• Execute On: 
  • Date based
  • Choose field: Birthdate
  • Date of Execution: On
  • Time of Execution: 09:00 AM
  • Execution Cycle: Every Year

• Rule Criteria
  • None

• Actions:
  • Send Alerts
  • Name: Send Birthday Greetings
  • Email Template: Birthday Greetings
  • Email Recipients: Contact
  • Save

• Hit Save on top of the Workflow page to Save the Workflow.

Thus, when the date occurs an automated greeting will be sent out at 9:00 AM on their birth date.