Here are some ACT! Tips and Tricks we would like to share with you!
What can I do to keep my database running smoothly?
ACT! has a maintenance function built
into the program.
There are different types of database maintenance functions you can perform on
your ACT! database.
Warning: Depending on the health of your database when you perform these
procedures, data loss may occur. Before performing these steps, we recommend
that you back up your database. For help making a backup of your
database, see the next section.
Checking
for Duplicate Records
Display the Contact or Group window, depending on the type of duplicate
records you want to check for.
Click the Tools menu, click Scan For Duplicates.
A lookup of duplicate records is generated. You can decide whether to delete
records, copy information between records, and so on. You cannot
automatically merge duplicate records to make a composite record without the
ACT! DeDuplication software. However, you can copy and paste data
between fields in different records. It can be useful to use the
Contact List view when deciding how to manage your duplicate records.
Locking a
Database
Click the File menu, point to Administration, then click Lock Database. If
no other users are logged on to the database, it locks immediately. If other
users are logged on, the Lock Database dialog box appears listing the users
logged on to the database.
If the Lock Database dialog box appears, specify the amount of time until
the other users are automatically logged off the database, and then click
Lock. If it fails to lock, refer to the following document on what might be
causing this:
DO:
Backup your database before doing anything in theEdit | Define Fields area.
Create new fields instead of renaming existing fields
Make sure the Field Length (number of characters) is the lowest number possible for the expected data
Increase the Company Field length to 75 characters (50 characters just isn't enough for most databases)
Make sure your field Types are consistent with the data you'll be entering in the field (fields that will hold numbers should be of numeric type, etc.)
Create field Drop Down lists wherever possible
DON'T :
Ever rename existing fields, other than the User 1-15 fields
Set too many fields to Generate History (especially if you'll be importing data)
Create Linked Drop Downs
Add Indexed Fields if you're not sure how to do it correctly
Add more than 3 or 4 Indexed Fields even if you do know how to do it correctly
Cut and paste fields in the layout editor
In our
Using ACT! Level 2 - Advanced class, we teach students everything we
know about good database and layout design, methods of
contact categorization, economy of fields, technical best
practices with regard to ACT! customization, and much
more. Graduates of this class learn all the
skills they'll need to design and build a healthy and
functional ACT! database for their own company or
organization.
Our next class is April 29. Registernow and learn how to customize your fields, layouts, reports, menus, and toolbars. You'll also learn how to create macros of all your frequently-performed tasks and reduce the steps down to one click of an icon. It's a fun class that really helps you to get your ACT! together!
Acknowledgement: Thanks to Liz Hendon, ACC from Market Tech Services for providing this Tip.
I want to copy or move items from the Notes/History, Activities, Sales/Opportunitiestabs from one contact or group to another. How do I do this?
Lookup the particular contact or group that contains the original item(s) and select the appropriate tab: Notes/History, Activities, or Sales/Opportunities.
Highlight the item(s) you would like to copy or move by clicking on the grey box to the left of the item. (Select multiple items in a range by holding down the <Shift> key while selecting them. Select multiple items that are not in a range by holding down the<Ctrl> key.)
From the Edit menu, selectCopy(or Edit | Cut if you are moving the items).
Lookup the destination contact or group.
From the Edit menu, select Paste.
The items have now been pasted to the destination contact or group.
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