Scheduling Follow Up Actions When Recording Emails to Salesforce from Outlook

LinkPoint Connect users are able to create follow up Tasks for themselves or team members when recording an email. This helps users capture next steps with a prospect or customer while working with the communication. In this section, you will learn how to create a follow-up action as part of the email recording process.

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Scheduling Follow Up Actions When Recording Emails to Salesforce from Outlook

Example: In this example, we will schedule a follow up Task. The process is similar for scheduling Appointments. Tasks are typically chosen if the action is to be completed by a single individual. Appointments are typically chosen if the action includes other participants.

Select the Follow Up tab in the Record window.

Select an option from the Follow up with drop-down list to create either a Task or Appointment.

Tip: Follow up options are off by default, and the option for Nothing is selected by default. Items will not be added to your Calendar or Task list unless you enable and schedule the follow up manually.

Enter the necessary details in the Due field to note when the Task should be completed.

Tip: Users with Smart Forms enabled for the Follow Up Task or Event option within the Record window will see a different layout for the follow up item.

Additional Resources: Refer to the Configuring Smart Forms section of this User Guide for more information.

Review the content in the Subject field and make any necessary changes. This will name the Task on your Task List. Note that LinkPoint Connect pre-populates this field with Follow up Email: followed by the Subject.

Tip: Changing the Subject for a scheduled Task or Appointment can make it easier to find when looking at the item in your calendar or task list at a later date. Often with back and forth communication, the same subject line is reused. Changing this field will not change how the actual email subject line is displayed to the recipient.

Select the Contact or Lead to associate the Task with from the Reference drop-down list. This list will include any related Contacts that were added to the Selection tab within the Record window.

Tip: Selecting a Contact to include in the Reference field simply associates the Task with their record in Salesforce. It does not send a Task or Appointment invitation to the individual.

Enter notes regarding the Task in the Comment field. Select Append email body to the follow up? to include the content of the email with the Task.

Select the checkbox for Append email body to the follow up? to include a copy of the original email text to the Task or Appointment you are creating.

Set the Task owner in the Assign To field. The default is your own Salesforce profile. Search the Assign To field for any member of your team by entering their first or last name. This option is only available for Task creation (not Appointment creation).

Click the Record Now button to record and send the email.

Tip: The newly created follow up item (i.e. Appointment or Task) is created within Salesforce and saved to your Salesforce calendar or task list (or a team member’s task list if assigning to another user) as part of the Record process. Depending on your LinkPoint Connect Sync settings, the Salesforce calendar item or task will sync with your Microsoft Outlook calendar and task list.

Download: Access the complete LinkPoint Connect: Outlook + Salesforce User Guide in .pdf format. Get the User Guide

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