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Automatically edit ACT! fields based on conditions present

New Member
Posts: 1
Country: United States

Automatically edit ACT! fields based on conditions present

We currently have an ACT! field where we indicate snail-mailing a newsletter---we want to send more of these by e-mail and would like to know how we can automatically look for e-mail fields and if there is an address present to automatically un check "snail mail newsletter" and check "e-mail newsletter."  Any ideas on how this can be done within ACT! 2009 (11.0) Version 11.1.183.0, Hotfix 1?  I suppose this is an "if-then" exercise...
Platinum Elite Contributor
Posts: 6,537
Country: USA

Re: Automatically edit ACT! fields based on conditions present

You can do an Advanced Query to find the contacts that have "snail mail" and also have an email address. Then change the "snail mail" and "email newsletter" fields.

Step 1 - Lookup

- Go to Lookup/Advanced/Advanced Query

Field: Email (not "email newsletter")

Operator: Contains Data

Click Add to List

Field: Snail Mail field

Operator: Equal to

Value: True

Click Add to List

Click Preview to preview the results and OK to run the query

The results should be all contacts who have data in the Email field AND have the "snail mail" box checked

When you closed the advanced query box you will be prompted to save the Query. You can save it you would like to run the same query later.

 

Step 2 - Change Field Values

Once you have done the Lookup, you can change the values for the "email newsletter" and "snail mail" checkboxes for all the contacts in the lookup together.

- Go to Edit/Replace Field

- Choose the "snail mail field" and for Value type in False

- When you click OK, it will uncheck that box for all the contacts in the lookup

- Go back to Edit/Replace Field

- Choose the "email newsletter" field and type True in the Value box

- Click OK to check this box for all the contacts in the lookup

 

It is strongly advised you backup your database before changing the field values, in case you make an error.

Greig Hollister

Note: Effective 6/1/13, Sage no longers provides support for the Act! software. This is now provided by Swiftpage.