In this article, we will briely go over setting up the Knowtifier to send a basic birthday email to Contacts in your Act! database. More advanced notices can easily be set up using the concepts described below.
Before continuing, please ensure you are running Knowtifier while being logged in as a Windows administrator, and have the appropriate read/write access to your Act! database.
- Install Knowtifier by running the Knowtifier installer and following the on-screen prompts. If you are upgrading Knowtifier from an older version, you will be prompted to stop the Knowtifier service, in which case, click Yes to continue installation and then manually start the service.
- After the installation is complete, start up Knowtifier and enter your license key if needed. On the main Knowtifier screen, click on the small ellipsis button to browse for your Act! database.
- If your Act! database is hosted on your computer, navigate to your Act! database's PAD file and then click open.
Note: If your database is hosted on a different machine (e.g. a server), and you are accessing it over the network, please contact your Act! administrator. Your administrator will be able to assist you in determining the correct location of your database.
- Once you have selected the database, type in your Act! username and password and click Log In.
- After logging in, you will need to install and start the Knowtifier service. In addition to this, you will need to enter your email credentials so that Knowtifier can send emails on your behalf. The email address entered is what the end user will see when they receive an email from you.
- Click on the Email Options button on the main screen of the Knowtifier.
- Enter your email credentials and server settings in the fields displayed. These settings are different for each email provider. Please contact your email administrator for the correct email server settings.
- In the Service Settings section, enter the Start Time of your choosing. Knowtifier will run once a day at the time specified and process all notices sequentially.
- Finally, click on the Install button to install the service, and click on the Start button to start the knowtifier service. Ensure the Service Status displays "Running".
- Click OK to close the Email Options window and press Apply to save your settings.
- Now that you are logged in, you must create a template which will be used to send out the emails to your Contacts. For this example, we will create a birthday reminder email notice.
Note: If you have installed Knowtifier on a machine that is running a Remote Database, please ensure you are logged in to Act! prior to making any changes to templates. Failure to do so will result in changes not synching properly to the server.
- Click on the Template Editor button to start the editor.
- In the main Mail Merge window, enter the message you would like to send to your client. To enter a placeholder for items such as the Contact's name, navigate to the Insert Merge Field window, click on the Record Type dropdown and select Contact. Finally, select and field labelled Contact and click the Insert button. This will enter a placeholder in your document for the Contact's name and this palceholder will be replaced by the actual Contact's names when the notice runs. Similarly, if you are setting up a notice that uses custom tables, or opportunities, select the respective record type from the dropdown menu, and this will show you a list of all fields available for that record type.
If you accidently close the "Insert Merge Field" window, you can re-open it by clicking the "Insert Merge Field" button on the Home tab of the editor.
- Once you are satisfied with the template, click File > Save and give the notice a meaningful name, such as "Birthday notice". Close the template editor after the changes are saved.
- From the main Knowtifier screen, click on the Add button.
- On the General tab, type in a meaningful name for the notice, such as "Birthday Reminder".
- Click on the ellipsis button to browse for the template file, and select the birthday notice template you created earlier.
- Click on the Notice Enabled checkbox to enable this notice.
- On the record settings tab, select the Record Type you are working with. In this case, we will select Contact. If you are working with a Custom table, select Custom table from the dropdown which will enable the Custom Table Name field which will allow you to select the appropriate custom table.
- In the Filter Criteria section, you can define filters which will help you exclude any contacts from your database that do not match certain predefined conditions. In our example, we will assume that you record the contact preferences under the ID/Status field. If this field contains the word "Do Not Contact", then this Contact should not be sent an email. To add this condition, click on the Add button and select the field and value similar to what is shown below. These filters will be different depending on how the database is used so please take extra caution in defining these filters. Failure to properly filter your database will result in too many, or too little contacts receiving your communications.
- You can define as may filters as you like. If you define more than 1 filter, only the Contacts that pass all filters will be included in your email blast. Once you are happy with the filter, you can quickly verify the results by clicking the Preview button. In our demo database, we only have 1 Contact that matches this filter.
- Click on the Trigger Settings tab, and select Date Field from the dropdown menu.
- From the Field Name dropdown menu, select the "Birth Date" field.
- Next, you will define how often the Contact will receive an email. Since this is a birthday reminder, it will be sufficient to send an email on their birthday. For other notices, such as Renewal notices, you can send an email 30 days before renewal and repeat every week.
- Click on the Add button, and enter 0 in the Days field, and press OK. This trigger will now be activated when the "Birth Date" field's value is the same as the current date.
Important Note: If a field type in Act! is set to "Annual Event", then only the month and day parts of the field will be compared. This means that if the Birth Date field's value is 1/1/1980, and today's date is 1/1/2016, the notice will be triggered because the month and day parts match. For regular date fields, the year part must also match. For example, if you record the expiry date of a subscription plan, make sure the field type is set to "Date" and not "Annual Event" otherwise the email notice will be triggered every year instead of trigger on the expiry date.
- Click on the Email Settings tab, and give the email an appropriate subject and enter any email addresses to CC or BCC as required.
- In the Email Type section, make sure that Send Email to Contact is selected.
- In the Additional Actions tab, you can perform certain actions such as record history, or create an activitiy for a user in your database. In this example, we would like to record a history once an email is sent, and set the history type to Email Sent.
- Finally, click OK to save the notice, and click Apply to save your settings. Your contacts will now receive an automated birthday notice on their birthdays!