Export Notes from Act!

How to Export Notes from Act!
(Hint: You cannot do this within the native program)

Data Screenshot by Sai Kiran Anagani courtesy of Unsplash.com

In case you are looking go at it alone or with your I.T. contractor, you can export some of the data, but not all the data.  For instance, the contact list view doesn’t export the unique IDs so notes, history, opportunities or the calendar won’t connect to their proper contacts when you import them into another CRM or an ERP.  When you are trying to use any Act! native tool such as the ACTREADER, SQL Studio or ODBC connection, these tools alone cannot strip out the RTF/HTML code formats as shown here.  Our services get the data into CSV format for the other systems along with the unique IDs..

Sources:

For current Act! users, here are a couple ideas.

If you are trying to get more than what the standard history list provides and you want to remain in Act!, we implement Keystroke Dash (formerly TopLine).  You can export on the notes or history tables and add additional fields to the reports standard Act! doesn’t provide.

You can create dashboards, charts or lists with Keystroke Dash.  We find it very easy to train people on this program and it offers extensive customization.

We also support Microsoft Power BI, where you can combine Act! with other data sources to gain additional insight into the business.  Check out our case study.

Options:

We offer alternatives to Act!, and we convert the data.

Check out our approach.

MondoCRM is platform agnostic, which means we aren’t tied to one CRM’s limits, and we can weigh a couple options.

Additional Platforms:

If you CRM or ERP isn't listed here, we can still help.

Export Abstract
Photo by Kevin Ku from Pexels

We offer the Act! export service, so you can take the spreadsheets to your consultant so they can do the import.  We have done this for companies moving to Salesforce, Hubspot, or other industry specific ERP or CRM system.

Fee:

  • Budget $600.


How to Update The Act! License Count

For Act! v18.2+, Act! corporate changed the licensing software component.   If you add or remove users from your initial purchase, we have seen the user count on workstations not reflect the update properly.

So, it’s a best practice on each workstation and the server to manually refresh the activation count.  The screenshot below shows you how it’s done.  The database doesn’t have to be open.  Once you refresh the activation, restart the program to see the updated count.


How to deactivate an Act! license

Since the end of 2018, Swifptage (the publishers of Act!) has cracked down on how many PCs can be installed per Act! user license.  In other words, if you have 5 Act! licenses, you can install it on 10 PCs.  As you replace PCs, you will need to de-activate the license on the PC you are about to replace before installing Act! on the new PC.

If the PC hardware failed before you can do this, you need to call Swiftpage customer service and manually request they de-activate the PC off their list.  Swiftpage tracks by using the UNC name of the PC (ex: \\MONDO-LAPTOP).  This video shows you how to deactivate the license.


Act! Preventive Maintenance

Tips on Act! Maintenance

Here are a couple quick ideas on maintaining Act!, which can be automated from the Act! server also by going Tools -> Act! Scheduler.

  • Go to File -> Backup.  Do this early and often!
  • Go to Tools -> Database Maintenance -> Check and Repair


Act! License Service Discontinued for Act! v17 v16 2013 2012 2011 2010 2009 2008 2007 2006 2005

We have recently been informed that an embedded third-party software component (Protexis license service for Act!) for legacy versions (listed below) of Act! that facilitates licensing services is being discontinued by the publisher (Arvato) on December 31st, 2018.

As of January 1, 2019, certain common actions Act! users may take that interact with the licensing component will cause Act! to fail and you will no longer be able to access your database.

Examples of these common actions include:
  • Attempting to install Act! on new hardware
  • Modifying existing hardware
  • Modifying your user count
  • For a complete list of actions, click here.

If you are on a legacy version of Act!, and you wish to continue using Act!, you will need to upgrade.

Versions that will require an upgrade:
  • v17
  • v16
  • 2013/v15
  • 2012/v14
  • 2011/v13
  • 2010/v12
  • 2009/v11
  • 2008/v10
  • 2007/v9
  • 2006/v8
  • 2005/v7

Versions that will have a patch issued between November 20th, 2018 and January 10th, 2019.