Share database structure

[dbish]

Hi,

I have ACT 2010 Ver. 12.1.181 and a colleage has 2010 Ver 12.0.409.0

I've customized my fields to fit my needs then helped him do the same to his via remote access to his computer.

Now, I'm making a few changes here and there, adding a few more fields, updating some drop downs, etc.

We both maintain our own seperate data and don't want to combine our contacts. But I'd like an easy way to send him the updates I make to the fields and layout structure. Is there an easy way to do this without us having to combine all our contacts?

Thanks,

Dan

[lkamerman]

Dan - sorry to be the bearer of bad news, but rather than leave you hanging...

You can't do it with separate databases - you'd have to share a database.  You could share a DB and use features of the Premium version of ACT! to set who has access to what, but it's probably not ideal.

[gmartin · Accepted solution]

There isn't a automated way to get just your new fields and layouts to the other person, but you can create an Empty Copy of your database and give it to them.  They would then have to do an import of their original database into the Empty Copy you give them.  You would have repeat this process each time you make updates to your database's field/layout.

If your colleage has their own custom fields that are not contained in your database, this process will not work because your Empty Copy will not contain their fields. 

Also, to share a database or use the Empty Copy option - you will have to get the other installation of Act! up to the same build as yours (12.1)

How to create an Empty Copy

[dbish]

Hi Greg,

A follow up question: I'm a beta tester for the mobile version of ACT and my business partner, whom I help with this since he's not very tech savvy, is not. I can upgrade him to the mobile database and covert his records. My question is this: should we then apply the upgrade that just came out?

Thanks,

Dan

[gmartin]

Hey Dan,

You'll definitely need your partner to update.  It'll be the only way the Empty Copy solution will work.  Since he is on 12.0, he won't be able to open a 12.1 database.

[dbish]

Is the update that is available via the Help, Act Update menu item the same as the mobile beta version? (ACT! by Sage 2010 Version 12.1.181.0, Hot Fix 1)

Thanks,

Dan

[gmartin]

Correct, they are the same.  They both apply the Service Pack 1 Hot Fix 1 update.

[lkamerman]

While this is technically possible it's not the "easy" solution that was asked for or one that I'd recommend to anyone who needs to do this on a regular basis.  It's time consuming and will require a constantly changing database names and require either additional steps or changing backup, Outlook, and other settings.

Also while the last few versions have had pretty reliable data importing, I wouldn't set anyone up in scenario that requires importing a complete database on a regular basis - that's asking for problems.

[dbish]

Thanks Len, that's true- it could cause some problems. There's also another issue- when I first set up his database for him and imported his existing data, the database it was imported into was somehow owned by me. Now that he needs to apply the 12.1 update, it says he can't because he's not the administrator. Do you know how to fix this so he can do it?

THanks,

Dan

[gmartin]

The 'Administrator' message is common on Vista and Windows7 operating systems and resolved by running the Act! program as Administrator.  To do this: close Act! > right click on the Act! icon > select 'Run As Administrator'.

If this does not resolve the issue, you will need to make sure that the Act! username is set to Administrator in the database.  This is done under the Tools > Manage Users screen.