ActionCycles, ActionSteps and ActionCycle Aliases

What is an ActionCycle?
Focus3 uses ActionCycles to navigate contacts through the inquiry to sale conversion process - also known as the SalesPathTM. Each ActionCycle consists of one or more scheduled events (mail, phone, email) which are used as a communication plan to help build a Relationship. ActionCycles are designated to automate and ensure proper follow up with a contact. All contacts are placed on an ActionCycle to put them in motion. One Action Cycle could queue multiple ActionSteps.

What is an ActionStep?
ActionSteps are independent actions which are automated within the ActionCycle. ActionCycles consist of a series of one or more Action Steps in a specific order and separated by a pre-defined number of days. For example, the Introduction - Req Info action cycle consists of two Action Steps:

• Introduction Letter/Brochure/Email (Correspondence)
• Intro - Follow-up (Call)

What is an ActionCycle Alias?
An ActionCycle Alias is an alternative name for an ActionCycle. ActionCycle Aliases allow for a single ActionCycle to be referenced by multiple names. For example, an ActionCycles Alias named Not Interested and an ActionCycles Alias named Not Qualified could both point to a Future Prospect Action Cycle. ActionCycle Aliases are the options visible in the ActionCycle drop-down menus located in the Call Details, Inbound Details, Reservation Details, and Tour Details pages.

Administration - ActionCycles, ActionSteps, ActionCycle Aliases

When an ActionCycle Alias value is selected in the ActionCycle drop-down menu and the Action is saved, the contact will be placed on the related Action Cycle.

Sample ActionCycle Workflow

1. A prospect makes an inquiry about the Property via telephone, email, postal mail, or as an on-site walk-in.
2. A User with the "Add Contacts" Permission adds the prospect as a new contact in Focus3 and selects the appropriate ActionCycle for the contact. This automatically scheduled the first active Action Step in the contact's selected ActionCycle. For example, the first Action may be sending a Correspondence - a personalized letter from the assigned Sales Executive. The scheduled Correspondence Action will appear on the contact's record in Focus3.  Note: The ActionCycle must be active to appear in the drop-down menu on the Add Contact screen. 
3. 3. Users with the "Generate Fulfillment" Permission will be alerted in the Fulfillment area that the Correspondence Action is ready to be completed. The User will generate and print the correspondence and update the Fulfillment status as "Completed".Note: The next ActionStep of the Action Cycle will be triggered only when the status of the currently scheduled ActionStep has been changed to "Completed".
4. Completing the correspondence will automatically schedule next active step of the contact's selected Action Cycle, perhaps a follow-up call from the assigned Sales Executive. The Sales Executive will be alerted to complete the call on the date scheduled.
5. When the Sales Executive completes the call, a new ActionCycle is selected based on the results of the call and the customer's response.

Using ActionCycles
ActionCycles automatically schedule Actions that prompt Sales Executives and Sales Assistants to follow up with their contacts as needed.

When a contact is added to Focus3, an initial ActionCycle must be selected. After each interaction (call, tour, etc.) with a contact, the designated Sales Executive or Sales Assistant may select a new ActionCycle to ensure the contact is followed up with appropriately.

Contacts should always be placed on an ActionCycle unless a tour is Scheduled or a Sale is Pending. Upon the completion of the Tour or Sale Action, contacts should be placed on the appropriate ActionCycle to ensure proper follow-up.

To prevent a contact from "stepping off" an ActionCycle when completing the last ActionStep -- for instance, if a Sales Executive forgets to select a new ActionCycle when completing the last Action Step of an ActionCycle -- we recommend adding a Loop Step value to the last ActionStep in each ActionCycle. This will ensure that follow-up Actions will always be scheduled for contacts.

It is recommended that the last ActionStep of each ActionCycle schedule a call so the assigned Sales Executive may assess the contact's status and intent.

Placing a contact on an ActionCycle that contains no active ActionSteps will not schedule any follow-up Actions. The contact will remain "on-hold" until they are placed on a different ActionCycle that contains ActionSteps.

You must add Correspondence/Email options before creating Correspondence/Email Action Steps. See "Correspondence" and "Emails" for instructions.

Related Tasks

Managing ActionCycles

1. Click on the "Admin" tab in the universal navigation bar to display the Admin page.
2. Click on the "ActionCycles" link to display the ActionCycles page. The ActionCycles page lists all active ActionCycles by default. All ActionCycles may be displayed by selecting "All ActionCycles" in the drop-down menu on the upper-right.
3. Click on an existing ActionCycle Name, to edit an existing ActionCycle, or the "Add New Action Cycle" link to add a new ActionCycle. The ActionCycle Detail page will be displayed.
4. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
5. Click the "Save" button to create a new Action Cycle that contains no ActionSteps.
6. If desired, continue to create ActionSteps for the selected ActionCycle. Click the "Add ActionStep" link to display the ActionStep Details page.
7. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
8. Click the "Save" button to create the new ActionStep.
9. Repeat steps 6-8 until all ActionSteps are created as desired.
10. Click on the last ActionStep of the ActionCycle and select a Loop Step, if desired. Click the "Save" button.

Here is a sample that walks you through creating a 3 step ActionCycle

Managing ActionCycle Aliases

To allow Users to select an ActionCycle on Action detail pages, add ActionCycle Aliases that point to each ActionCycle as desired.

1. Click on the "Admin" tab in the universal navigation bar to display the Admin page.
2. Click on the "ActionCycle Aliases" link to display the Action Cycle Aliases page. The Action Cycle Aliases page lists all active ActionCycle Aliases by default. All Action Cycle Aliases may be displayed by selecting "All ActionCycle Aliases" in the drop-down menu on the upper-right.
3. Click on an existing ActionCycle Alias Name, to edit an existing ActionCycle Alias, or the "Add ActionCycle Alias" link to add a new ActionCycle Alias. The ActionCycle Alias Detail page will be displayed.
4. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
5. Click the "Save" button.