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Thrilled to have one of our wonderful Act! Certified Consultants sharing her knowledge in today's Fast Tip - thanks Patricia!

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Fast Tip Friday: Getting Started with E-marketing #ACTCRM

by bwhalen_sage on ‎05-17-2013 09:36 AM (1,172 Views)

If you have been following ACT!, you know we have recently joined the Swiftpage family! Swiftpage has been a close partner of ours for years providing powerful e-mail integration features that enable you to quickly and easily send professional email communications to your prospects and customers. This week, I am going to share a few helpful resources that will help you learn more and/or get started with this powerful service.

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Quick Print is a great tool to use when you simply want to print a view in ACT!. For example, you may be viewing activities for a contact and want to quickly print the list for offline viewing. It’s a simple tool to use, but did you know you can customize default settings for the Quick Print feature? Here’s how!  

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After you complete activities, it is important to clear them in ACT! and record the results so that you can pull reports, or simply review past history with a contact to quickly get up to speed on your past interactions. It’s pretty common that completion of a task leads to another, and ACT! makes it easy to schedule follow up activities as you are recording history. Read on to find out how simple it is to record history and schedule a follow-up with just a few mouse clicks!

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Last week I showed you how to quickly create a company from an existing contact. The inverse can also be done to quickly create a contact from a company, saving you time as address and other basic contact data are quickly copied to the new contact.  

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Fast Tip Friday: Creating Companies from Contacts #ACTCRM

by bwhalen_sage on ‎04-19-2013 08:19 AM (1,109 Views)

Companies are a convenient way to group multiple contacts that are associated with the same organization. Organizing contacts into a Company enables you to view a roll-up of activities, notes, history, opportunities and other data from all contacts in a company, and makes it easier to send targeted communications, or pull reports for just the members of a given company. In this week’s tip, I will show you how you can save time by creating a company from a contact.

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Fast Tip Friday: Prioritizing Contacts #ACTCRM

by bwhalen_sage on ‎04-12-2013 08:31 AM (2,492 Views)

Throughout the course of your day, you are likely to interact with prospects, customers, associates and others that already exist in your ACT! database, or need to be created. When creating or updating records, you can leverage the ID/Status field to categorize, and even prioritize your contacts so that you are spending your time with the right people. In this week’s tip, I’ll show you a few ideas that you might apply when using the ID/Status field to prioritize contacts.

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ACT! provides several methods for reporting on your activities and productivity. A simple method for creating a quick report that shows what you or your team has been up to can be created by exporting your Task List to Microsoft Excel. Here’s how…

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After you and others in your organization have granted permission to one another’s calendar, you can enlist each other’s help as you work on projects, sales opportunities, and other activities. Using the “Schedule For” option enables you to actually schedule an activity on another user’s calendar. Here’s how…

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Fast Tip Friday: Allowing Others to Access Your Calendar #ACTCRM

by bwhalen_sage ‎03-22-2013 08:57 AM - edited ‎03-22-2013 11:01 AM (2,194 Views)

When you work in an environment where you need to view other user’s activities, and/or enable others to schedule activities for you, you need to have a shared calendar that supports this level of interaction. Calendars in Sage ACT! may be set up so that others can view your activities alongside their own, and also schedule activities to be placed on your calendar. Here’s how…

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Recently I was asked whether contacts may be added to multiple companies. One of the great benefits of Sage ACT! is its flexibility as a productivity tool. You may use Companies to track multiple individuals that are related to a company, but not necessarily employees of the company for example. You can add a single contact to multiple companies; however a single contact may only be linked to a single company. Read on to find out more…

 

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Fast Tip Friday: Changing Your Startup View #SageACT

by bwhalen_sage on ‎03-08-2013 08:35 AM (3,055 Views)

Sage ACT! 2013 SP1 enables you to save yourself a click and a few seconds each day by setting Sage ACT! to automatically open to your favorite view. This setting is stored in your preferences and is modified via the Preferences Tool, enabling you to get to work on your contacts, opportunities, or dashboard just a little quicker. Read on to learn how to change your startup view.

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Fast Tip Friday: Securing Multiple Contacts #SageACT

by bwhalen_sage on ‎03-01-2013 09:16 AM (1,031 Views)

In multi-user databases, you may have records that require some level of security so that only authorized users are accessing, or modifying data. Working from a contact list, you may secure multiple contacts at the same time. Here’s how.

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As you meet contacts or prospects, you may be entering as much data as possible about them in your database. However, you may not have the complete details at the moment, but as you build your relationship, these details will get filled in. To quickly locate all of the contacts in your database that may have missing or incomplete data, you may create Groups that use dynamic criteria to add/remove users. Then, you can simply open a Group and have a list of all contacts whose contact data needs filling out.

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Fast Tip Friday: Attaching Web Pages to Contacts #SageACT

by bwhalen_sage on ‎02-18-2013 07:31 AM (1,452 Views)

Sage ACT! integrates with many popular programs including Microsoft Word, Excel, Outlook, and Internet Explorer. Collecting and archiving information you share with contacts is easy with a clever tool that gets added to Microsoft Internet Explorer when you install Sage ACT!. In this week's tip, I’ll show you how to attach a web page to a contact.

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Fast Tip Friday: Salutations! #SageACT

by bwhalen_sage on ‎02-08-2013 08:47 AM (6,597 Views)

When you enter contact names in Sage ACT!, you may prefer to include a Mr., Mrs. or some other prefix. This prefix may or may not be included in your salutations when you perform a mail merge- it’s up to you and how you configure your preferences. This week I’ll show you how to update your salutation preferences in Sage ACT!.

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Fast Tip Friday: Merging Duplicates in Sage ACT! #SageACT

by bwhalen_sage on ‎02-01-2013 08:28 AM (4,601 Views)

As you learned last week, duplicates are part of life when working in a database. Sage ACT! includes a Copy/Move Contact Data Wizard that enables you to copy or move data from one contact record to another, consolidating information. Here’s how.

 

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Fast Tip Friday: Finding Duplicates in Sage ACT! #SageACT

by bwhalen_sage on ‎01-25-2013 08:22 AM (16,211 Views)

Whether you are a single database user, or sharing your database amongst several people in your organization, removing duplicates in your database is a necessary maintenance task. Finding duplicates can be a bit tricky, and is sometimes both art and science. This week I’ll show you how to enable, and alter duplicate checking in your database.

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Fast Tip Friday: Timing Your Activity #SageACT

by bwhalen_sage on ‎01-18-2013 09:49 AM (1,191 Views)

Time is money, right? When you make/take a call from a prospect or customer, you may want to capture how much time you are spending on that activity. Using the Sage ACT! Timer, you can capture the exact amount of time spent on your activities.

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Sage ACT! 2013 Service Pack 1 was recently released and includes much anticipated compatibility updates so you can install Sage ACT! on the latest and greatest Microsoft Windows platforms, as well as an improved Social Media integration feature. Previously, you were limited to viewing up to 25 posts from Facebook and/or LinkedIn, while now you can view the entire social profile page of a contact without leaving Sage ACT!. There are some significant advantages of the new design of this feature, which I’ll share with you in this week’s tip!

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Recording history of your completed activities is such a valuable tool in Sage ACT! because it enables you to quickly recall recent interactions with a prospect or client. You can capture history automatically when sending emails, or clearing activities. You can also manually record history for multiple contacts if you want to capture historical details for impromptu activities. For example, if you recently held a seminar, and want to document (via history) attendance, or have just completed a phone or email campaign and want to capture details for all relevant contacts, you can do this quickly and easily. Here’s how.

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Fast Tip Friday: Removing Cleared Activities #SageACT

by bwhalen_sage ‎12-28-2012 09:27 AM - edited ‎12-28-2012 09:29 AM (1,568 Views)

Many of you that use Sage ACT! do so because it enables you to track all your interactions with your customers, and recall information about those interactions via the History tab. History may be manually or automatically recorded when you clear an activity, send an e-mail, or complete other actions. Over time, cleared activities may begin to clutter the database, so considering a New Year is just around the corner; it’s a great time to clean up your database a bit by removing these older entries. Here’s how!

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Fast Tip Friday: Scheduling Periodic Maintenance #SageACT

by bwhalen_sage on ‎12-21-2012 09:13 AM (3,601 Views)

Sage ACT! includes maintenance commands such as Integrity Checking and Reindexing that may be manually run from the Tools menu. You may also run these commands automatically, and routinely to keep your database optimized and prevent errors. In this week’s tip, I’ll show you how to automatically schedule routine maintenance.

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Fast Tip Friday: Exporting Groups #SageACT

by bwhalen_sage on ‎12-14-2012 10:28 AM (5,593 Views)

If you have ever attempted to export groups from the Group List in Sage ACT!, you may have noticed that only the list of group names, and associated detail are exported. In this week’s tip you’ll learn how to export group members from Sage ACT!.

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Fast Tip Friday: Running Smart Tasks Offline #SageACT

by bwhalen_sage on ‎12-07-2012 08:17 AM (3,780 Views)

If you have been following this blog for the past several weeks, you have planned a Smart Task template, created it, and added steps to automate a sample business process. This week, you’ll learn how to automatically execute those tasks, even if the Sage ACT! program is closed. This is referred to as running Smart Tasks “Offline”, and here’s how you set it up!

 

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Fast Tip Friday: Running Smart Tasks Manually #SageACT

by bwhalen_sage on ‎11-30-2012 08:36 AM (4,135 Views)

If you have been following this blog for the past several weeks, you have planned a Smart Task template, created it, and added steps to automate a sample business process. This week, you’ll learn how to manually execute those tasks.

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After you have planned your Smart Task, and created the template, you may begin adding steps that are the actual actions to be carried out such as scheduling an activity, updating a field, sending a standard e-mail message from Outlook, or even kicking off third-party integration like a Sage ACT! E-marketing campaign. This week you will complete automating the business process introduced earlier in this series by adding task steps to the template.

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Fast Tip Friday: Creating a Smart Task Template #SageACT

by bwhalen_sage on ‎11-09-2012 08:20 AM (5,114 Views)

As you learned last week, creating Smart Task templates can be made easier if you first plan your process, mapping it out to determine which steps may be automated, and which will require manual effort. Using the plan developed last week, you’ll reproduce that process in Sage ACT! as a Smart Task template.

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Fast Tip Friday: Planning a Smart Task Template #SageACT

by bwhalen_sage on ‎11-02-2012 09:42 AM (3,062 Views)

As you learned last week, Smart Tasks have several new features that make it even more useful as you automate your routine processes. This week, we are taking a step back and a closer look at planning a Smart Task template. You’ll use the process introduced last week, map it out and learn more about the details to consider as you plan your Smart Task template.

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Smart Tasks (introduced in Sage ACT! 2011) enable you to automate routine tasks such as scheduling a follow-up phone call, e-mailing a prospect, or even updating a field in the database after you complete a task step. If you consider a typical day in your work life, what tasks are routine? Do you have a sales/service process that you typically follow when you acquire a new customer or close a deal? In the coming weeks, I am going to put Smart Tasks in the spotlight, and show you what’s new for Sage ACT! 2013, as well as review how you might put them to use in your day-to-day life!

 

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Sage ACT! 2013 supports synching Calendar and/or Contact data between Sage ACT! and your favorite applications such as Microsoft Outlook, Google Contacts, or Google Calendar. This ensures your information is up to date regardless of the application you happen to be using. However, there may be instances where data does not sync successfully and you need to know what is potentially causing the problem. In this week’s tip, I’ll show you how to access the Contact/Calendar sync logs to view details about the sync process.

 

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Last week I showed you how to move a database on the same machine using the new Move Database Wizard. However, there may be cases where the database needs to be moved to an entirely different machine. Imagine you purchase a new server and would like to move your current database to the new server. In that case, you will need to follow two separate steps for completing the move. Read this week’s tip to learn how!

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As technology improves, and prices decline, you may want to upgrade the hard drive in your computer. Making a hardware change such as this will require you to move your database from the previous location to a new location. In the past, this was a bit of a cumbersome task, but in Sage ACT! 2013, you may use a simple wizard to easily step through the process.

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When you need local access to Sage ACT! data, but do not have a persistent high speed connection to the main database, then sharing a database is no longer an option. Synchronization enables you to restore a copy of the database on one or more machines so that remote/disconnected users are able to work with data and keep data current on both the central server and the remote clients. Application, Network, or Internet synchronization provide the underlying technology to do this, and in Sage ACT! 2013 Premium, setting up Internet Sync is a little simpler thanks to a new graphical tool. Check it out in this week’s Fast Tip!

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When you need to keep a copy of local data on a second machine, such as a laptop, then you’ll typically want to set up synchronization. Previously, you had to configure several settings, using multiple wizards to get set up. In Sage ACT! 2013, you can use the Set Up Remote Synchronization Wizard to more easily set up sync. This week’s Fast Tip shows you how!

 

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Sage ACT! Premium Mobile gives you real-time, mobile access to your Sage ACT! Premium contact, calendar, and opportunity details your iPhone®, iPad®, or AndroidTM device. Even better, if you are a Sage ACT! Premium (access via web) customer, Sage ACT! Premium Mobile is included with your purchase! In this week’s tip, I’ll share an overview of working with Opportunities on your mobile device.

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This week's installment is a classic- if you need to quickly copy essential contact information like name, address, and phone number out of Sage ACT! and into another document or e-mail, then you'll want to check out this week's tip!

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With the launch of Sage ACT! 2013 around the corner, I’m hoping you are excited about a few of the new features to be included, like Smart Task enhancements, further Social Media integration, and mobile access to your contacts, calendar, and opportunities! For more information about what will be included, check out the latest edition of ACT!ion eNews. Mobility has been trending pretty hot, so I am going to review some resources you may use to get Sage ACT! Premium (access via web) installed on your server.

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Connecting to Sage ACT! Data with ACTReader #SageACT

by bwhalen_sage on ‎08-17-2012 10:21 AM (3,576 Views)

After the ACTReader password has been set, you may create a data connection from a third party program such as Microsoft Excel and use the ACTReader account and password to successfully connect to a database. This enables you to view and generate custom reports in third party programs such as SAP Crystal Reports, or Microsoft Excel. For example, you may connect to the Sage ACT! database from Microsoft Excel, import data, and create a pivot table or chart to work with that data. In this week's tip, I'll show you how to create a data connection outside of Sage ACT!.

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Fast Tip Friday: Configuring ACTReader #SageACT

by bwhalen_sage on ‎08-10-2012 08:57 AM (1,649 Views)

Included as part of Sage ACT! Premium, the ACT! Reader account provides read-only access to most of the data tables within a Sage ACT! Premium Database. ACTReader is actually a user account in the ACT7 instance (Microsoft SQL Server) that you may leverage to access your Sage ACT! database from programs other than Sage ACT!. To use this account successfully, you will need to assign it a password. In this week’s tip, I’ll show you how!

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Fast Tip Friday: Sorting Within Contact Reports #SageACT

by bwhalen_sage on ‎08-03-2012 10:10 AM (3,698 Views)

Sage ACT! includes over 50 pre-defined reports that make creating reports easy. The trade-off to being able to create reports so easily is that data is sorted based on settings in the template. With a little extra effort, you can quickly update the sort order to display data to your specifications. Here’s how.

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I’ve seen this error myself, and I know many customers struggle with it based on the support calls we receive, as well as discussions amongst community members. The typical scenario is that you reboot or fire up your computer for the day, hoping to get a lot done, and when you open Sage ACT!, you receive an error such as “"The database could not be accessed. In order to access this database, check your network connection and verify that your database server is available. It may be necessary to disable any firewall software...". Despite improvements made to auto-correct this issue, it may require manual intervention, and that’s exactly what you’ll learn how to do in this week’s tip!

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When you generate reports in Sage ACT!, you have several default output options including HTML, Rich Text, E-mail,  your Printer, and more. Although those options suit most requirements, you may want to expand your options to include Microsoft Excel, TIFF image, or a Microsoft Word document. I’ll show you how in this week’s tip!

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After you have been working in Sage ACT! for a while, you’ll accumulate a lot of data about your contacts, including notes, histories, and activities. As part of routine maintenance, you may want to clean up old histories using criteria other than the date it was recorded. If you would like to clean up old histories of a specified type, for example, you can use a grouping trick to expedite this process.

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Sage ACT! Pro and Premium support record access permissions that ensure data is secured in a multi-user database. Following an import, or as part of routine maintenance, you may need to update record level permissions to ensure your contacts are secured; here’s how!

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Fast Tip Friday: Creating a Keyboard Shortcut #SageACT

by bwhalen_sage on ‎06-29-2012 08:53 AM (5,989 Views)

Sage ACT! is loaded with time saving features that increase your productivity. You can even tailor it to the way you work by adding custom menu items, or keyboard shortcuts as you’ll learn in this week’s tip!

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Fast Tip Friday: Clearing Multiple Activities #SageACT

by bwhalen_sage on ‎06-22-2012 08:36 AM (1,859 Views)

I was recently browsing the Sage ACT! Community boards and came across a great question, and some equally great answers! The question was this: “Is clearing activities required?”. The short answer is “Yes!”. If you want an accurate history of how you spent your time, and your database finely tuned, you should be clearing activities. In this tip, I’ll show you how to clear multiple activities, and provide additional rationale for why you should clear your activities.

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Fast Tip Friday: Sorting Data in Detail Views #SageACT

by bwhalen_sage on ‎06-15-2012 08:52 AM (2,703 Views)

As any database increasingly accumulates more data, you will be inclined to find, sort and filter data so that you can use it more efficiently. Sage ACT! includes sorting options in the Contact/Opportunity Detail views, as well as the List Views. Have you ever wanted to view contacts by Last Name in the Detail View, or Opportunities by Create Date? Learn how in this week’s tip!

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Fast Tip Friday: Creating and Printing Envelopes #SageACT

by bwhalen_sage on ‎02-10-2012 09:15 AM (4,260 Views)

Contrary to what the Internet may have you believe, printed correspondence sent through the mail is still relevant! Printed correspondence needs an envelope, and this week you’ll learn a couple tips that will enable you to send customized envelopes to groups of contacts in your database.

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When you configure Microsoft Outlook to be your preferred e-mail client, and also add your Sage ACT! database as an address book to Outlook, you can take advantage of several useful integration features. In addition to creating contacts and activities, you may also attach e-mail messages to contact records in Sage ACT!. As with any feature, it’s great when it works, but what do you do when it doesn’t? This week, I’ll share some tips about troubleshooting this integration when it doesn’t appear to be working.

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