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Administrator of remote DB needs to see all users activity

New Member
Posts: 8
Country: United States

Administrator of remote DB needs to see all users activity

We have ACT premium 2008 set up with Internet sync.  We have the master DB sitting on a remote server and all users, including the internal administrators and managers, use remote databases to work on each day.  The synce sets were configured to give the managers all their salespeoples records and each rep sees only their own territory.  The sales managers and administrators want to be able to see their salespeople's activities using the reports and dashboard features built into Act on their own copies of the remote DB.  The problem is that, since all of these managers are using remote DBs, they are only able to view their own personal activities and history in the dashboard.  When we log onto the server master DB, via remote desktop, we are able to see everyone's status the way we expect, but that's not practical for everyday operations.  Is there any way to allow remote users to view other user's data in the reports and dashboard?  Is this possible in remote databases or is it only possible in the Master Database?

 

Thanks

Bronze Super Contributor
Posts: 1,170
Country: USA

Re: Administrator of remote DB needs to see all users activity

Histories are not really exposed in the dashboard - there is no history dashboard component in Act! 2008.  You can 'back into' history by including cleared activities in the Activities By User component.
New Member
Posts: 8
Country: United States

Re: Administrator of remote DB needs to see all users activity

Hi Scott,

Thanks for you reply but that's not what we're looking for.  Specifically, I need to know whether or not all users' activity can be viewed in remote databases.  We are able to see that activity in reports and on the dashboard on the master DB which resides on a the server.  But we need to be able to see that same user activity data in reports and dashboards in the managers REMOTE databases as well.  Right now, only the remote DB's owner activity can be viewed via reports and dashboard.  He needs to see his entire team's activity.

 

Any ideas?

 

 

Platinum Elite Contributor
Posts: 14,384
Country: Australia
Copper Super Contributor
Posts: 138
Country: United States

Re: Administrator of remote DB needs to see all users activity

Hey, schar.

 

In the "Entity" and Sync Subscription model, Activities follow the Contact(s), not necessarily the User.  Similar to Notes and Histories, for example.   Because all User Contact records (the "My Records") are Public and always sync, that facilitates things like Scheduling.

 

Bottom line, only those Activities scheduled with one or more Subscribed Contact(s) will sync.  Activities follow Contacts, not Users.  Here are a couple of examples:

 

Scenario 1:

  • User "Fred" has Meeting scheduled with Contact "Joe Smith" whose State is "CA"
  • Sales Manager has Remote database driven/defined by Syncset with criteria:  State = "TX"
  • On the Sales Manager Remote database, the "Fred" Contact (and User) record is there.  However, neither Contact "Joe Smith" nor the Meeting that "Fred" has with Joe Smith is there on that Remote.

 Scenario 2:

  • User "Fred" has Meeting scheduled with Contacts "Joe Smith" whose State is "CA", and "Mary Aiken" whose State is "TX"
  • Sales Manager has Remote database driven/defined by Syncset with criteria:  State = "TX"
  • On the Sales Manager Remote database, the "Fred" Contact (and User) record is there.  Contact "Joe Smith" is NOT on the Remote because it again does not meet the Sync Set criteria.  However, Contact "Mary Aiken" IS on the Remote as it matches the criteria - this is a Subscribed Contact.
  • Because "Mary Aiken" is a Subscribed Contact, all of her Notes, Histories, Activities and Opportunities will be on the Remote.
  • The Meeting between User "Fred" WILL now be on the Remote database, however it will only show Contact "Mary Aiken".

 

Again, the current Sync model is one of Contact centricity - Contacts pull their associated data, the associated data does not pull any Contacts associated to it.

 

This does, unfortunately, leave a potentially incomplete User Calendar on Remote databases.

 

Hope this helps understand the feature and how to possibly configure.

 

Bill Blakey
ACT! Development Team
Sage Software