Sales Automation Manager for Act!

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Sales Automation Manager for Act!Sales Automation Manager (SAM) adds the power to automatically schedule activities and automatically create correspondence according to patterns (called “campaigns“) you define in Act!.

SAM is designed to complement Act!, a leading contact and customer manager.  Act! has many great features, but it requires that you manually create followup activities after a customer interaction (i.e. a “touch point”). As you probably know, it’s nearly impossible for a busy salesperson to do follow-up consistently and well.  Because SAM lets you pre-define the follow-up steps for any situation at a touch point, SAM finally gives you follow-up you can count on.

Sales Automation:

SAM’s goal is to “automate everything that can be, so the salesperson/Act! user can be most efficient“. Our Sales Automation Manager Act! addon finally gives you “true sales automation” with Act!

Our Sales Automation Manager’s automation can:

  • Look at fields and decide next steps
  • Schedule Calls, Meetings, or To-dos
  • Wait a number of days
  • Merge and send emails, letters, or faxes
  • Assign different record managers to incoming leads – in round-robin fashion, or by zip code, state, etc.
  • Much more…

Sales Automation Manager’s features can help you implement campaigns like these:

  • Turn new Prospects into Customers
  • Implement “Drip Marketing” for your new prospects
  • Periodically stay in touch with your best customers
  • Send out your monthly newsletter
  • Send out monthly “dunning notices” for overdue invoices
  • Automatically schedule a long series of To-Dos needed to fulfill an order
  • Automate client portfolio reviews for a financial analyst
  • Automate the loan processing workflow for a mortgage broker
  • Automatically generate and send birthday cards
  • Watch for upcoming meetings and then email reminders to participants
  • Remind customers to renew service contracts or renew maintenance contracts

Marketing Automation

Sales Automation Manager was originally designed to automate the sales process, but its powerful features can also implement complete marketing automation. Here’s a recipe for achieving “total marketing automation” with SAM:

  1. Generate marketing collateral to cause prospects to visit your web site.
  2. Design a web form to gather their contact information, and especially, to ask “qualifying questions” that indicate the size of the opportunity or urgency.
  3. Setup our WebProspect to automatically merge the data from your web forms into ACT, and also insert the contact into a Prospects campaign.
  4. Design the Prospects campaign to “triage” contacts – route highly qualified leads to your valuable salespeople for telephone followup, and route the lower priority leads to an automated email campaign.

SAM’s flexibility lets you customize campaigns, including “drip” campaigns. For example, SAM can send out personalized letters from your company President, from the CTO, from a specific salesperson, or from a sales engineer.

With careful design, you can reserve your valuable direct human interaction for only the most important clients or the most important touch points.

Office Workflow

Sales Automation Manager can also automate the workflow of a whole company.

Workflow is just a sequence of steps. Because Sales Automation Manager can look at database fields and make decisions about “next steps,” it can automatically create Calls, Meetings, and To-dos, and it can guide each customer through the critical steps needed to execute an order. For example: many of our customers use SAM to automate mortgage loan fulfillment steps.

Sample Campaigns Included

Sales Automation Manager includes the following sample campaigns:

  • Birthday Card– Sends a birthday card to each contact in the campaign
  • Faxit– Sends a fax to each contact in the campaign
  • Renewals– Sends a reminder to renew an annual contract
  • Sample Annual Premium Notice– Sends a reminder to renew an insurance premium
  • Sample Sell Condos– Shows how to automate real estate sales
  • Sample Web Prospects– Illustrates how to automate marketing to people who visit your website
  • Simple Email Followup– Sends a sequence of emails to contacts
  • Status Reporter– A campaign specially designed to send you status reports on the progress of your campaigns
  • Test– A campaign that includes tests of various features, and which you can add to yourself


  • Act! 2013 and beyond – all versions (except for Act! for Web client)
  • Word 2003 or later (for letters and faxes)
  • Microsoft FAX (optional part of Windows) (for faxing)
  • A standard (SMTP) internet mailbox (for emailing) /or/ the Swiftpage email service
  • Northwoods Mail Merge must be installed for E-mailing (but does not need to be licensed for use with SAM alone.)

Optional Integration With Swiftpage Email

We have integrated Sales Automation Manager with the Swiftpage email service. So you can send your emails using EITHER your own SMTP mailbox, OR via the Swiftpage service. Swiftpage is an email marketing solution fully integrated into Act!. Swiftpage gives you the tools to create templates using a simple online editor or allows you to import your own HTML, send to your contacts directly from Act! and track opens, clicks, bounces suppressed and more.

The combination of SAM with Swiftpage means Act! users can now get the combined benefits of SAM’s true sales/marketing automation with the other benefits of the Swiftpage email service. NOTE: Swiftpage support is only available in SAM for Act! 2013 (or later). A separate subscription is required to use Swiftpage email. .

Pricing and Installation

You only need one copy of SAM… your purchase allows the same user to install SAM on two computers.

  • We strongly recommend you install one copy on the same computer that hosts the Act! database (your “server”). This gives SAM the fastest access to your database.
  • The other copy can be installed on the “campaign designer’s” computer
  • We recommend that our SAM Client program be installed on the “office administrator’s” computer and/or database user’s computers. The SAM Client allows contacts to be added to campaigns, and correspondence to be sent out, but prevents modification of the campaigns.


SAM runs campaigns extremely quickly. Here are some measurements of Sales Automation Manager performance to help you understand how fast SAM’s automation runs (made on a two year old desktop):

  • 1700 contacts per minute
  • 7000 campaign steps (transitions) per minute

Consulting Available

Help with setting up your campaigns and designing a campaign strategy is part of our affordable fee-based practice.

Additional information
Active Act! Users

1-5, 6-10, 11-30, 31-100, 101-499

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