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How to handle Sales teams Contacts from being seen

Tuned Listener
Posts: 16
Country: United States

How to handle Sales teams Contacts from being seen

Just looking at the setup of ACT premium and have a question in regards to handling separate Contacts for each user.


Current Setup:


 4 Members of our Sales Team have there OWN contacts currently being managed by Outlook

Each of your Sales Members are given a territory which really isn't specific State or even ZipCode.


The question is how do I import each users individual contacts to the main Server stored Database and allow only that User to view his/her own contacts. But giving the Manager of Sales access to the entire Database.


Is this handled with Team setup? Or would it be best to setup an ID/Status value to be for example 01- John Doe. Then adding this field to the import list so when importing the outlook contacts they are being told to assign to 01-John Doe. Then when creating a remote database create a sync set for that User and query using the ID/Status of Territory 01.


Any help would be greatly appreciated.





Platinum Elite Contributor
Posts: 6,537
Country: USA

Re: How to handle Sales teams Contacts from being seen


Using the sync sets for remote databases based on a field criteria would be the best way to do this. However, If the users are going to access a shared database, then you could use Limited Access to restrict the view of the contact to the individual salesperson and the managers. Please see KB Article 15228 for information on setting up contact access. You can change the access for multiple contacts by selecting them in the contact list view, right-clicking and choosing Edit Contact Access.

Greig Hollister

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

New Member
Posts: 7
Country: USA

Re: How to handle Sales teams Contacts from being seen

Is there a way to "dynamically" assign limited access? For example, rather than selecting individual contacts and assigning them limited access, is it possible for limited access to be assigned based on a contacts' State or Zip Code?


I tried creating a group and assigning it to a team using limited access. The team member cannot access the group (it is grayed out), which is what I would have expected, but all the contacts within that group are still available in the main contact list.


Thank you.