Intacct : Smart Events

image

Why work harder when you can work smarter (and more efficiently)?

If I had to come up with a slogan for Intacct Smart Events that would be it! Smart Events automate emails that would usually be created manually. (You can even set them to notify you when certain things happen! For example if a new Sales Order comes over from the Sales Department).

So now that you’ve gotten a feel for writing Smart Rules (here) and your whole world has probably changed (thanks Intacct for that cool little gem!) now is the perfect time to flip your world upside down again (hopefully nobody gets motion sick!). If you thought Intacct Smart Rules were pretty cool just wait until you meet Smart Events! I like to think of Smart Events as taking the foundation of Smart Rules and rather than creating an Error or Warning, they trigger an Email ( HTTP post, Log, or API).

So let me give a little background on how I stumbled upon these. The workflow at my company goes like this: the Sales Rep will first close a deal in SalesForce. They then sync the order to Intacct as a Sales Order into our little queue. Once that happens, accounting edits the Sales Order and sets it up on a recurring order entry template followed by an email sent to the Sales Rep to notify them their order was processed. This email takes time, so I thought why not automate it?! Hello Smart Events!

Smart Events can be used to send emails when an event is Set (edited), Added, or Deleted. Take it a step further and you can specify conditions when to have the email sent. So in our case, when the Sales Order is edited and the status changes from “Pending” to “Converted” or “Converted by Line”… Wait a second. Did you see that?! We just defined the conditions that need to be met in order for Intacct to know to send an email! Once you know that, it’s almost all pretty easy from there. So let’s do the step by step!

Where are these mysterious Smart Events? (Navigation)

Customization Services > Smart Events Catalog > Add

imageStep 1: Choose Object to Extend

This step is the same as the Intacct Smart Rules Step 1. This says: where are we finding the information that will trigger the email to go out? In this example the Object is an Order Entry Transaction and the Document Type is a Sales Order. (I want the email to trigger when a Sales Order is edited).

image

Step 2: Select Event Properties

This is where we are going to select an Event and write our condition. This lets Intacct know under what circumstance to fire off the email.

image

Writing the Condition:

This part is a little tricky (so bear with me as I guide you through my Sherlock Holmes thought process!). I ended up not needing a condition. (Let me explain!) I had tried to set this condition: {!SODOCUMENT.STATE!}!=”Pending”. Seems straightforward but there was something strange going on in the background where orders being converted by line still showed “Pending”. So those e-mails wouldn’t get sent. What I ended up doing was leaving the condition blank and just leaving “Set” as the action that triggers the email. This works perfectly for our company because we really only edit the Sales Order once. Then, once your Sales Order is converted or converted by line, Intacct doesn’t allow you to hit the “post” button again so no other e-mail will trigger. Perfect! (The only time an email would trigger again is if someone deletes the recurring order that was created and the sales order becomes active again. It works for us!) Sales Reps are happy because no one is forgetting to email them and my department is happy because it’s less work for us! Win win!

Aside: What I love most about Intacct is there’s no right answer! It’s so customizable to what your company needs that if one way doesn’t work there’s always a different creative solution! (Don’t give up! I promise you’ll find something that works! And if you can’t maybe some outside perspective might help. My email’s somewhere around here).

*If you set the Event to “Add” the email would trigger when a Sales Order is added to your queue (could be helpful!).

Step 3: Select Email Properties

One last hard part and we’re done! (Woohoo! This is my favorite step! It’s so cool how customizable it is and almost works like little Excel VLookups). This step allows us to change the following fields of the email that will be fired: Recipient, Subject, Body, and whether a PDF is attached.

imageYou’re probably thinking holy moly that’s a lot of Intacct Injection language! Before you get overwhelmed let me explain what they are. (If you need a refresher on where to find these and how to write them check this post: Smart Rules).

Email: This is where the recipient’s email will go. I want the email to go to the Sales Rep who’s opportunity it is so I used the catalog to find the name of that object (SODOCUMENT) and field (SF_EMAIL). (This part was a little tricky at first – we had to make a custom field (SF_EMAIL) so when the order is synced from SalesForce it includes the sales rep’s email).

Subject: This is whatever you want the subject of the email to be. (It could be anything! “<your name here> is Awesome!” would be my first suggestion. You hold the power, might as well have the whole company thinking you’re awesome). I was boring however and chose to include the name of the Opportunity that was converted – I mean I guess that’s more practical. (I suppose I’ll save my brain washing for another time). The injection: {!SODOCUMENT.PONUMBER!} (*a little note: if you’re like my company, and not a manufacturer you might not use PO’s. Intacct uses the opportunity name as the PO number. Kind of helpful hint there!)

Attach PDF: Check this if you want the email to include a copy of the Sales Order.

Body: What do you want to tell the recipient? Intacct Injections are really cool to use here because it includes in the email the details of the converted order. I liked that you can include a link to the SalesForce opportunity here. (https://na3.salesforce.com/{!SODOCUMENT.OPPORTUNITY_ID!} (cool tip, right?!)

*Since Injections can be kind of hard to figure out just from the catalog if you have any questions about the ones I used in the image, e-mail me. I would be happy to help you find yours!

Step 4: Select Deployment Options

Look at that you made it to the last step! All that’s left to do is to name your Smart Event. (Just like Smart Rules no spaces or special characters here).

image

Happy brain-washing! I mean…. Smart Eventing! 🙂

Advertisements

One thought on “Intacct : Smart Events

  1. Pingback: SalesForce: Formulas | excelwizards

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s