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Automated Product Enquiry Management

Automated Product Enquiry Management

What does this Task do?

This automated Task takes the details entered by a person making an enquiry on the web site and checks them against the application database. If it is a new enquirer, a new record is created in the application using the details supplied. In both cases, the appropriate Sales Person is informed of the enquirer’s details by SMS text message and the enquirer receives a response by email.

What are the business benefits?

Automating this process provides the following benefits:
• Provides real-time of notifications of enquiries to the right Sales Person the instant they are received.
• Improves customer service by providing an immediate response to the enquiry
• Frees up staff to do other tasks, rather than having to manually update the company application, and contact   the appropriate Sales Person.

How was the Task created?

The automated Task was created by simply dragging and dropping the following Tools onto a Task Plan:

Automated Product Enquiry Management SMTP
This Event Tool was used to create the first Step in the process that triggers the Task to run when an email is received from an enquiry on the web site.
Automated Product Enquiry Management Text Parser
This General Tool was used to create the second Step in the process that extracts the enquirer’s details from the email.
Automated Product Enquiry Management Run VB Script
This Execute Tool was used to create the third Step in the process that runs a script to check the existing customer details in the company application and creates a new record if no matching customer is found. An activity is also created.
BPM for Sage AccPac - Automated Notification of Large New Order Format As Text
This Format Tool was used to create the fourth Step in the process that merges the enquiry details into a text document
BPM for Microsoft Dynamics GP - Automated Account Credit Managemen Send Message (SMTP)
This Output Tool was used to create the fifth Step in the process that sends an email to the enquirer acknowledging his enquiry and informing him that a Sales person will contact him shortly.
BPM for Microsoft Dynamics CRM - Automated Lead Management Decision
This General Tool was used to create the sixth Step in the process that directs the process depending on whether the Sales person is working internally or externally.
Access Horizons - Automation of Reports Send SMS
This Output Tool was used to create the seventh Step in the process. If the result of the Decision Step is that the Sales Person is working externally, he is sent SMS text message that includes the enquirers contact details. If he has access remotely to the company application, he may also look at the new customer record that has been created
BPM for Microsoft Dynamics GP - Automated Account Credit Managemen Send Message (SMTP)
This Output Tool was used to create the last Step in the process. If the result of the Decision Step is that the Sales person is working internally, he is sent an email that includes the enquirer’s details contained within smart tags that link directly to the new customer record created in the company application.