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Lookup Help for Contacts who have not been touched within past x number of days

Copper Contributor
Posts: 133
Country: Canada

Lookup Help for Contacts who have not been touched within past x number of days

ACT v16

 

First, I know I can use the lookup contact activity tool but I have to reset all the paremters every time I run it. 

 

OBJECTIVE

Create a Group/Lookup to filter contacts who have entries in the following fields that are over a set number of days; in other words, customers we haven't spoken with, emailed or corresponded with in the past year. 

 

FIELDS

Last Meeting

Last Email

Letter Date

Last Reach

 

PROBLEM

I can create a lookup based on these 4 fields. I've set the filter to "older than [days]" = 365 for each field; set the And/Or to OR; and grouped the the entries with an opening and closing parenthesis.

 

However, this is producing undesirable results. We may have called a contact within the past 365 days but not emailed them for more than 365 days. In this case the contact will show up on the filtered list in error. We only want to see contacts who have not bee spoken to or emailed in the past year. 

 

The available options for th operator of this filter are not sufficient. 

 

REQUEST

Is there a way to create a filtered lookup like the Contact Acitivity Lookup? 

 

Thanks...rd

Copper Contributor
Posts: 30
Country: Netherlands

Re: Lookup Help for Contacts who have not been touched within past x number of days

Did you include "Last Reach" in the queries? If you choose in Act! v16

And you do a <Lookup><Advanced> with

 

<Last Email><Older than (days)>"365"<OR>

<Last Reach><Older than (days)>"365"<End>

 

And run that query, do you get the desired results?

Hein Campmans
http://connect2act.com
Copper Contributor
Posts: 133
Country: Canada

Re: Lookup Help for Contacts who have not been touched within past x number of days

Hi Hein,

 

Thanks for your submission. 

 

I did include Last Reach in the query and I am using v16. 

 

I tried running the query, as you stated below and it gives me the opposite results to what I am looking for. For example, one contact record that resulted from this query is someone I have not spoken on the phone with for more than 365 days but I have dialoged by email with them just a few weeks ago. 

 

What I'm trying to produce is a lookup that shows me a list of contacts that I have not had contact with (phone, email, letter, or meeting) for more than 365 days.

 

Based on this information, would you have any other suggestions? 

 

Many Thanks...rd

Copper Contributor
Posts: 30
Country: Netherlands

Re: Lookup Help for Contacts who have not been touched within past x number of days

Over here it gives the expected results, but I saw the query is not complete, it needs to be added: <Last Reach>"Does not contain Data", and of course <Last Email>.

 

First I would figure out if this is A DATABASE-issue, OR Another issue.

 

Go to <Help><About> for your version-information.

Over here: Act! Premium Version 16.0.291.0, Hot Fix 5

On Windows 7, latest updates

 

Updating Act! v16 to the latest hotfix might help.

 

And test the same query, the above gives no result, but:

 

<Last Email><Older than (days)>"365"<OR>

<Last Reach><Older than (days)>"3"<End>

 

Gives me 9 hits...., in your situation you can check yourself.

 

If results in your case are not as expected, it is another issue.

 

If it's a database-issue, you can backup your database, and do database-maintenane according to:

http://www.act.com/media/en-us/docs/documentation/ACTDiagUsersGuide.pdf

 

Hein Campmans
http://connect2act.com
Copper Contributor
Posts: 133
Country: Canada

Re: Lookup Help for Contacts who have not been touched within past x number of days

Thanks.

 

I don't think this is a database issue. I get results - just not the results I am seeking.

 

<Last Email><Older than (days)>"365"<OR>

<Last Reach><Older than (days)>"3"<End>

 

For example: Using the filter above, "Contact A" I may not have a record of speaking with him in the last 365 days but i have had dialogue with him by email; the last one on record just 10 days ago - yet he shows up on teh list....   I don't want to see this client on my filtered list becuase there has been active dialog.

 

I want to know who is being ignored. A filtered list (dynamic) of only people whom I have NOT had any contact with - by email, meeting, phone or letter - over the past 365 days. 

 

From my experimenting, ACT has no field that records last date of contact, regardless of whether it was by phone, email letter or meeting, which is why I'm wondering if what I want is simly not possible... ?

 

Does help to clarify?

 

Many Thanks...rd

Copper Contributor
Posts: 30
Country: Netherlands

Re: Lookup Help for Contacts who have not been touched within past x number of days

Thank you for your feedback. What you probably are looking for is the "Edit date"-field. This is the last date in Act! that a contact has been edited.

Hein Campmans
http://connect2act.com
Nickel Elite Contributor
Posts: 935
Country: USA

Re: Lookup Help for Contacts who have not been touched within past x number of days

You can also create your own fields and apply them to your layouts;

ex: Last Contacted Date/time  -or-  Last Emailed Date/time  -  make it a date or date/time field..

That makes your task easy. - cheers - FSB

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Copper Contributor
Posts: 133
Country: Canada

Re: Lookup Help for Contacts who have not been touched within past x number of days

Hi guys, thanks for your feedback - much appreciated.

 

EDIT DATE FIELD

This will not work because the record could have been edited for any number of reasons. Someone may have updated another field but not have dialogued with the contact.

 

I only want to see contacts with whom I have NOT had any dialog with in the past year (by meeting, email, phone, or letter).

 

LAST CONTACTED/LAST RESULTS FIELDS

I've been down this road before with the Last Results field that we always seem to forget to update because it is a manual entry. In my experience, staff input the history of a phone call and then forget to go update the Last Results field because it is another step in the process.

 

I was hoping to filter by a system generated field like Last Email, Last Reach, etc. because these are updated when I meet with, call, email or send a letter to a contact. 

 

It's looking like this may not be unachievable goal...

Nickel Elite Contributor
Posts: 935
Country: USA

Re: Lookup Help for Contacts who have not been touched within past x number of days

[ Edited ]

Did u read my post above? Thats how. let me know if you need help with that task.

Anyway that can work from today forward. Doesn't help so much with your previous past goings on stuff.  Smiley Happy

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html