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Lookup Contact Activity Report

New Member
Posts: 3
Country: USA

Lookup Contact Activity Report

[ Edited ]

Update:  Just figured out that on the Activity tab, the "show cleared" option was not selected.  When I selected this, the contacts now show cleared activities after the 9/14/2014 date.  

 

 

During project to clean up old/unnecessary contacts, ran the Contact Activity Report.

The parameters included:

"look for contacts 

Not Changed since 9/14/2014

Search in Notes, Opportunities and Activities"

 

This report was used to delete contacts.  The issue is that we continue to see contacts that don't have anything in Notes/Opportunities/Activities tabs.  In all cases, these contacts were created prior to 9/14/2014.  

 

When looking at the Notes/Opportunities/Activities tab, the selection includes all Dates, All statuses and All users.

 

Why would these contacts not be selected when running the Contact Activity Report using these parameters above?

 

ACT version is 

Act! Premium Version 16.3.11.0, Hot Fix 1 and running on shared database under Windows 7 Professional

 

 

Copper Super Contributor
Posts: 64
Country: USA

Re: Lookup Contact Activity Report

Hi Sharon!

 

If the contacts you're looking for have had no changes since 2014, then you can probably simplify your search. Just create a lookup based on the "edit date" field instead of using the contact activity report. 

 

If you still do not get any results (or if they are less than you expect), then it's possible that those contacts HAVE been changed - possibly just access level changes to reassign to a different user or a field change (i.e. ID/Status changed to "inactive"). In that case, you can try changing your parameters on the Contact Activity report screen to select (1) Not Changed, (2) 9/14/2014, and (3) select ALL of the checkboxes including "histories" and make sure "all" is the option in the dropdown below Histories and Activities (if those are present).

 

I hope that helps.

 

 

Wendy Cummins
ACT! Certified Consultant
Patricia Egen Consulting
Bronze Elite Contributor
Posts: 1,635
Country: United_Kingdom

Re: Lookup Contact Activity Report

Have you considered searching on the last edit date as this updates when almost anything is changed so will show all records with no activity etc before the search before date.

New Member
Posts: 3
Country: USA

Re: Lookup Contact Activity Report

The edit date seems to be connected with Contact Details and we have updates to those details that we don't want to include in our search criteria.
New Member
Posts: 3
Country: USA

Re: Lookup Contact Activity Report

The edit date seems to be connected to Contact details and we didn't want to include that in our search criteria.
Copper Super Contributor
Posts: 64
Country: USA

Re: Lookup Contact Activity Report

What would a contact need to have (or not have) in order for you to want to delete them? For instance:

not edited since xx/xx/xxxx

no activities (or calls/meetings/etc) since xx/xx/xxxx

no histories since xx/xx/xxxx

created before xx/xx/xxxx

Wendy Cummins
ACT! Certified Consultant
Patricia Egen Consulting
Bronze Elite Contributor
Posts: 1,635
Country: United_Kingdom

Re: Lookup Contact Activity Report

The only way (I know) to do this is to run your query again but this time for everything that does contain notes, activity and opportunity history.

 

Now tag these records by filling in a field (or creating a new field, say tick box) and then running a new query on all records that does not have that field filled in. This is now a lookup of the records with no activity. You can view them and if you want delete them.

 

NB The tagging will update the last edit field so if you use this field to track record updating it may not be a suitable solution.