02-18-2014 02:10 AM
Hi, I am new to Act so apologies if this is a silly question. I have tried searching several times but not found the exact answer to my question so far.
I am overseeing deployment of Act across three sites for six users, including myself (so not a big set up). We have a shared database on a central server. All users are on Windows 7 64 bit systems using Act! Pro Version 16.0.291.0, Hot Fix 4. Some are using Microsoft Office 2010, others Office 2013.
I am using Outlook 2010 and am currently evaluating and setting up Act to best meet our needs. I would like Act to automatically record all emails sent to contacts in Act using the Email button at the top of the Companies page. I set up Outlook through the wizard and it seemed to work OK but now Outlook is running extremely slowly. I checked the queue and could see that emails that were nothing to do with Act (e.g. to my work colleagues) were being processed through Act, which was slowing it down tremendously (I am on a VPN which isn't super fast).
My question is, is there a way for Outlook to function as before and emails to be attached to Act contact history ONLY when initiated through Act itself? I really want to have emails logged in history but I can't work as it stands and neither will my colleagues.
All help is gratefully received!
02-18-2014 08:12 AM
tools/preferences Email & Outlook TAB settings - cheers - FSB
02-18-2014 10:10 AM
Hi, thanks for your response but I don't see how any options under 'Outlook & Email Sync' would address this particular problem. Could you elaborate?
02-18-2014 04:30 PM - edited 02-18-2014 06:23 PM
I'm not an expert in this area of interfacing outlook with ACT!, but I think you are either in or out when it comes to the interfacing of the two? Normally I do not suggest having multiple act databases but sometiimes it may work better. If you dont want certain folks emails being logged to the act history, then remove those contacts or their email addresses from that specific act database? That prob isn't what you want to hear. I'm not sure why it matters if everyone in a act database gets their emails logged to the act history, cus you can prob filter history items to show only what you want to show and report on.? Using the history tab filters? Also reference ACT lookup / search on keywords feature for searching out and reporting on history items. -hope that helps. cheers - FSB
02-18-2014 04:32 PM
So if you go to Tools>Preferences and click on the Admin tab, make sure there is no tick in "Allow history crateion for e-mails sent from a user of this database to another user".
Also if you have staff added into act as contacts you can remove there email address from the email address field and emails will not attach to the contact records.
If you are connecting to act! database thru a VPN it might be best to look at using remote database as connecting to the database thru a VPN would be slow.
Maybe have a look at this link is for act! 2013 but will be the same process. http://kb.swiftpage.com/app/answers/detail/a_id/30305/