How to Use Act Archives | MondoCRM

How to Add a Line Break to a Memo Field in Act!

Mondo — Fri, 19 Jan 2018 18:05:46 +0000

For Act! users, a memo field (aka notes) field is useful to add to the top half of your contact screen. This allows you to have an important message that doesn’t get lost in history. If you want to write a note that requires to press enter between lines, it won’t respond.

The solution is to press CTRL-Enter to get the line break between lines. Memo fields behave a little differently than standard notes or history in Act!.

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How to Fix the Act! Record Manager field if history appears to have been written by a non-employee

Mondo — Wed, 08 Nov 2017 21:07:22 +0000

A common mistake in Act! is a new sales rep joins the database, and instantly updates “My Record” with a prospect’s name instead. This can lead to your sales rep’s notes appearing to belong to someone who doesn’t work for your company.

Here is how to fix it:

Login to Act! as the user you’re trying to change.
Go to Lookup -> My Record. This will show that your sales rep’s “My Record” actually has a prospect’s name instead. and here is a video on how to do this.
Go to Contacts -> Duplicate Contact -> Use All Fields. This ensures you have all the relevant info in a regular contact record.
Go to Lookup -> My Record. Update the record with the sales rep’s correct info. So if the Act! user is “Chris Huffman”, but the contact name is “James Bond” on the My Record. You will change “James Bond” to “Chris Huffman”.
Press CTRL-S

If you have notes, history or activities to move, you can cut/paste them to the correct record as well.

How to lookup the Act! My Record

Copy and paste history between Act! records.

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Create Companies from Contacts Shortcut Guide for Act!

Mondo — Fri, 21 Jul 2017 14:56:42 +0000

For Act! versions 2005 to 2013, Act! didn’t make it easy create company records and link multiple existing contacts to them after an import or conversion from legacy Act!. This guide below shows you how to do this if you have these versions of Act!.

Alternatives;

Upgrade to v16+ of Act!
Purchase this utility that converts existing data.

Here is a guide if you don’t want to upgrade or buy the plugin.

http://www.mondocrm.com/wp-content/uploads/2017/07/MondoCRM-Create-Companies-from-Contacts-Guide.pdf

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How to Scan for Duplicates and Merge Them in Act!

Mondo — Mon, 12 Jun 2017 17:01:54 +0000

Here is the article on how to do this in Act!, and you can only merge two contacts at a time. If you want to do this en masse, you need Duplicate Merge Wizard instead. Here is what’s cool about this plugin.

It will merge the contacts without going through the arduous 7 step wizard
You can use up to 7 criteria to match duplicates
When contacts merge, it will merge the notes, history, activities and opportunities; then, add notes to the new merged record that tell you the historical contact field data.
Here is what happens:
For example: The program merges Contact A with phone number 312-555-1234 and Contact B with 312-527-3133 to have Contact A with phone number 312-555-1234. Contact B is gone.
Contact A has the notes from A&B.
Contact A has a note in Act! now, “Merged Phone Number from Contact B of 312-527-3133”.
So you don’t lose the historical information from the merge. The merge program decides whether A or B is the best record by the most recent edit date.

The Duplicate Merge Wizard offers a trial version of their software.

Quick video (No Audio) on the steps in Act!

Unable to display content. Adobe Flash is required.

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How to Setup Act! Scheduler for Remote Database Synchronization

Mondo — Mon, 08 May 2017 19:14:27 +0000

If you use Act! for remote database synchronization, you can add an automated task to synchronize automatically based on time. Act! cannot automatically sync based on whether you have a valid connection to the internet or your local network etc.

This video demonstrates the setup. Have your Act! user name and password ready. For a text-based tutorial, here is an article from their website.

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Determine if Reps Have Synchronized Act! in Two Clicks

Mondo — Thu, 16 Feb 2017 19:12:23 +0000

If you have reps in the field, and they synchronize the database, you don’t have to ask them whether they have synchronized recently. Just click on the Act! dashboard first from your main (aka publisher) database.

If the rep hasn’t synchronized recently, they can go to Tools-> Synchronize Panel -> Synchronize Now in Act! then synchronize the data.

If you have trouble implementing this or troubleshooting errors, we can help. Mondo^CRM has been working with Act! synchronization since 1998.

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Creating an Act! Report to Excel Using the Contact List and Dynamic Groups

Mondo — Tue, 27 Dec 2016 18:18:51 +0000

If you need to export a set of contacts regularly to Excel for external e-mail systems, direct mail, mailing labels or to a quoting system, here is how to simplify the process:

Create a dynamic group in Act! and create the lookup.
Customize the columns in the list view (Press F8 if you don’t see the list view). Then customize the columns by pressing Tools -> Customize -> Columns
Export to Excel by pressing Tools -> Export to Excel

If step 2 is too tedious, use this app to save time. It saves customized versions of the contact list view so you don’t have to rebuild this every time you come back to it.

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Easy Way to Record Phone Call Results in Act!

Mondo — Wed, 07 Dec 2016 20:04:06 +0000

The easiest way to record a phone conversation in Act! is to lookup a contact record and press CTRL-H.

History allows you classify what happened, and it can start helping you or your sales manager tally how many calls or meetings or presentations you made this week. For Act! 2011-2013, this free tool resets Act! so CTRL-H defaults to “Call Completed” not “Appointment Held”. With v18, you can customize the activity type and result.

With v16+, you can create reports using the “History List” view without using another app or wasting admin time compiling additional reports.

Act! History icon.

Quickly see what you or you team did by any date or any history type.

Change default Act! history entry preference

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How to Import History into Act! without a Plugin

Mondo — Thu, 13 Oct 2016 20:20:46 +0000

In Act!, importing contacts allows you to add a note to a field, but you cannot put in a history. If you are doing this for a one-off like importing names from a trade show; then recording the fact they attended the show as a “Meeting Held” is preferred to a note.

This would work on v17+, and not tested for earlier versions.

Create a lookup of contacts in Act! (Sample Video)
Change Act! preferences to “Create a separate activity for each contact” (Video)
Schedule a meeting for all the contacts (Video)
You can clear multiple activities at once (Video)

This will create a unique history for each contact record. If you find yourself doing this quite often, we recommend contacting us to learn about Oak!Merge Advanced Edition. This plugin to Act! enables you import multiple histories at once and other entities.

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Keyboard Shortcuts with Act! and Windows and Web Browsers

Mondo — Wed, 05 Oct 2016 16:13:30 +0000

Sometimes, keyboard shortcuts in Act!, Windows or web browsers are faster than using the mouse.

Or, you can press ALT-L ; then, L. Here is a complete list, and it doesn’t matter which version you use. The keyboard shortcuts have been consistent since 1987.

For everyday work, I use these Windows shortcuts because it’s faster than looking around others’ desktops to find their icons.

Windows + R – Brings up the Windows Run command. In Windows 7+, you can even use this file search tool
Windows + E – Brings up Windows Explorer
Windows + D – Brings up Windows Desktop
CTRL-ESC – Brings up the Windows Start Menu
Fastest way to start a browser and website is to press Windows + R then type in the website address and press Enter. This brings up your default browser along the with the website

Here is a complete list for Windows, Internet Explorer, Firefox and Chrome.

If you are trying to make any data entry process faster in Act!, send the request to me. Chances are I may have a solution for you.

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