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Email attached to too many contacts

New Member
Posts: 2
Country: United States

Email attached to too many contacts

Act 2010 w/hotfix3

Outlook 2007 w/sp2

Windows XP w/sp3

 

In ACT, five contacts may have the same insurance agent so the insurance email field value is mary@xyz.com for all five.

 

From Outlook, we’d like to email Mary concerning one contact and attach it to the history of that one contact. What we’re experiencing is all five contacts get a history record of the email.

 

Settings in ACT:

The Email Setup wizard 5/8 is E-mail subject, message and all attachments

6/8 is a) E-mail subject, message and all attachments b) QuickAttach “From” contact only and c) exclude MyRecord from history.

 

Outlook steps:

New email, To: mary@xyz.com, Subject and content and attachments are completed.

To chose the contact we click Add-Ins, click Attach to ACT! Contacts, select the one contact from the list, click OK to end the selection.

Send the email.

 

In spite of choosing one contact, all five will now have an email sent history record.

 

Thanks for enlightenment and help.

Bronze Elite Contributor
Posts: 2,548
Country: New_Zealand

Re: Email attached to too many contacts

Working as designed. ACT! will record History against all the records of matching email address.

 

Possibly another way to work with the data is use the Relationships tab in ACT! Have clients of the agent, Mary of XYZ Company, as related contacts. In that way you can quickly navigate from agent to client. Does that help the process?

Graeme Leo
Xact Software - consultants and developers
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New Member
Posts: 2
Country: United States

Re: Email attached to too many contacts

Working as designed... too bad.

 

To take care of our problem I'm going to replace most of the email data type fields with text fields, leaving only the contact's email as an email data type.

 

Thanks for your help, Graeme.  

 

Copper Contributor
Posts: 60
Country: United States

Re: Email attached to too many contacts

You can choose 'none' under ACT! History while sending the email and then manually attach the email from the sent items to the record you want to attach it to.

 

We have several contacts in ACT with the same email address and when we need to attach emails to just one record we manually attach it from sent items in Outlook.

 

Let me know if this helps!