Automatic alerts when there has been no meeting for an account

I would like to trigger an email to each KAM when a meeting has not been registered for an account for x amount of days/weeks/months.

In addition to this I would like to be able to take out frequent reports on these accounts.

Is this possible to do?

  • Perhaps you should articulate requirements more clearly 

    E.g. as a KAM I has to have at least one meeting registered (in terms of DateEntered and AssignedTo?) on (which StartDate?) in status (which status? held or planned? or whatever?) related to (Account ? or any Contact/Case/ect related to account?) in X days, where X is calculated from what starting point and for which entity? for the very each Account?

    From solution perspective, clarifying that may allow to calculate  the number of meetings that fall into the criteria for each Account regularly (daily?), and then escalate the Accounts with zero number of such meetings to KAMs - at the time of criteria control

    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient

  • Sorry! Let me try to explain

    So each KAM is responsible for several accounts with different relationships and relation status. Depending on status the KAM has a target to meet the account 1-6 times a year (meeting registered) 

    What I would like to do is to set a rule where each KAM receives an alert or an email saying that we need to schedule a meeting for these clients within this month OR an email/alert saying that these accounts are overdue. (no meeting has been registered within the target)

  • Hello  , 

    Thank you for your question.

    As Dmytro suggested, this business request is nuanced, and there are several different ways to implement it depending on your exact requirements.

    If you wish to trigger a notification based on Account data, you might consider using a Scheduler, BPM, or Logic Hooks. These tools can review the Account data and trigger an email when specific criteria are met.

    Another option would be to pre-populate meetings based on the type of Account. For example, if a tier-one account requires six meetings, these can be created in Sugar the entire year. In this case, I recommend using Sugar Automate, which provides visual support for scheduled meetings. 

    These meeting records can also trigger notifications or reminders as needed.

    In terms of reporting, if you choose to create the meeting records at the start you can then report on the meeting status (Scheduled vs Completed) for each account to check the progress on each account.

    Please let us know which approach suits you best, and we can narrow down the specific steps to implement it.

    I hope this helps, 



  • I've understood a common idea - we faced many times the generic task of controlling KAMs that should keep in touch with the very account assigned to them,  but "the devil in the details" when it comes to automation - the criteria should be defined to very values for getting the expected automation and  not to confuse staff with notifications

    Lets have one example

    Imagine I'm a KAM and try to keep an account base delegated to me under control, and A is the account I care of (assignedTo).
    And here is the data in the system:
    My last meeting status=held related to A account has startdate 2024-06-02
    Also I'm assignedTo for another meeting with a status=scheduled related to contact C of customer A (so meeting is indirectly related to A), the meeting was registered at 2024-06-11 to startdate=2024-07-02 

    Now, if my Sugar is set to check daily for alerts and no changes to that data happen in the system to the specified date, what notifications the system should sent to me (if any) on the following days :
    a) 2024-06-03
    b) 2024-06-04
    c) 2024-06-12
    d) 2024-07-03

    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient

  • Also, if i may, targets in the number of meetings do not help in meeting finance targets, cause for some unexperienced it takes 10 meetings to reach the finance target of developing customer, while other talents can make it with one meeting - motivation on meetings number KPI barely works and statistics shows performance which often does not correlate to outcomes. We'd  suggest relying on agreements concluded  with customer (so called covenants) and  helping customers to fulfill those covenants and create new one with KAMs efforts and estimate  KAM efficiency from there, rather then calculating the number of sometimes useless actions in KPI

    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient

  • Thanks for the input! I am well aware that meeting numbers itself is not converted directly to revenue, but in our case we have a huge amount of accounts with very low or zero activity. And we need to start making sure that we have dialogues with these accounts. It seems that Sugar automate would be the best solution here!

  • I'd consider using tasks that are not requested to be bound to the time but rather to the date and also could be related to the particular product or subject (with some studio adjustments).
    Also  auto-scheduled activity does not mean actual attention but rather a record "flagged for todo" 

    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient

  • Thanks! Is there a guide anywhere on how to do this in the most efficient way?

  • Okay, the straightforward way I know for mass creating tasks with Sugar Automate is that the admin to set up the Smart Guide template for the meetings/tasks, then the template to be assigned to the list of filtered records with the mass update functionality - that will initiate smart guide for the records and consequently create meeting/tasks (see the picture below)

    I'd suggest trying this on a sandbox before applying to a production instance to ensure the mass assignment will go with no Sugar overload for the records amounts you have in place.

    However, again, I'm not sure that such a mass tasks/meeting generation would help in better utilization of potential with KAMs efforts than regular (daily/monthly) detecting "customers with no proper activity" per assignedTo with clear criteria of control  - as you were requesting with the initial post.

    Best Regards,
    Dmytro Chupylka
    We make work in Sugar CRM system faster, more convenient and efficient