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Hello everyone,

We have zaps set up to take submissions from certain Forminator forms on our website and then do one of two things in ACT!:

  1. If the contact exists in our ACT database (based on the submitted email address), it will add a note to the record, and then add an activity (usually a “to-do” to call the contact and follow-up).
  2. If the contact does not exist in our ACT database (based on the submitted email address), it will create a record for the new contact, THEN add a note to the record, and the activity.

The issue is: It adds the activity and assigns it to me (using my email address). I, like every other staff member here, have an ACT record as an employee.

However, what we need it to do is assign that activity to a different staff member using their email address, because otherwise we have to go in and manually reassign all of the activities. 

I’ve tried to do this several different ways, all of which seemed like they should’ve worked, but they don’t. I tried entering the staff member’s email address in the “Schedule with” field of the Add Activity step, both by just typing it in and using their ACT ID. Doesn’t work. I tried adding a step before the Add Activity step to find her contact and then use it to schedule the activity with her. Doesn’t work. Copilot is basically walking in circles. It ended up rendering one of the zaps unusable from all the edits, and I had to delete it and recreate it.

Does anyone have any ideas on how to do this?

Thank you!

 

Hey ​@gs120,

I think you can use schedule with option in the Add activity action to schedule it for another team member.

 



See more about it in this article- https://support.act.com/s/article/How-Can-I-Schedule-Activities-on-Behalf-of-Other-Users-in-Act-CRM. Referencing some points from the article-

  • If you have the security role of Manager or Administrator, you will always be able to schedule Activities on behalf of others, however if you do not have this access, then the user with whom you wish to schedule on their behalf will need to specifically grant you permission to do so.
     

Hope it helps!

So once I’m granted manager or admin access in ACT, where/how would I configure the activity step in the zap to assign it to that other user?

Hey ​@gs120,

As said earlier use this-

 

I think you can use schedule with option in the Add activity action to schedule it for another team member.
 

 

Hope it helps!

Hey ​@gs120,

As said earlier use this-

 

I think you can use schedule with option in the Add activity action to schedule it for another team member.
 

 

Hope it helps!

But what I’m asking is: would I just manually type their email address in that field?

Hey ​@gs120,

You probably have to click the little information icon on the field to see what it accepts or see into ACT API documentation for more information. Hope it helps!

Okay I may have used the wrong terminology. Here’s what I’m trying to do:

When it creates the Activity in ACT, I want it to create that activity on the record of the person who completed the form - BUT I want the organizer to be one of our staff members. Instead, it’s making me the organizer of every activity. But I don’t see where to change that in the zap.

Nevermind, I figured it out. It was based on the ACT user account being used for the connection. I reset the connection using the other staff member’s credentials, and now it shows her as the organizer of the activity.

Thanks for following up to share the solution, ​@gs120! Really appreciate you taking the time to let us know how you got it sorted. 🤗 I'll get that marked as the best answer to help surface it to others who might have the same question.

And thanks to ​@Sparsh from Automation Jinn for jumping in to offer some help here! 🙌

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