Controlling what emails are recorded in ACT

[suewhoserves]

We just upgraded from 2000 and I am thrilled with the connectivity to Outlook; however, the boss is not.

When we send emails from Outlook directly we don't want them recorded in ACT. Only if we send emails directly from ACT would we want them recorded automatically. Is there any way to have a bit more control over this other than moving all of our email address out of the email field? If not, we are going to have to revert to the old copy/paste from OL to ACT Notes for better control of what is recorded and what isn't. And that would be a drag.

[GLComputing]

In Tools | Preferences, you can set the default for what emails get recorded ... None, Subject only, Subject and Message, subj+message+attachments

You can change this for specific emails that you want linked differently

[suewhoserves]

Thanks. That controls how a message is recorded (we've reverted to subject only to keep the file size down), but any message we send via OL (to our staff, vendors, etc) gets recorded in ACT and we only need client related correspondence recorded.

Actually, the boss would prefer none of his emails get recorded - only as he chooses - which in other programs I've been able to control by sending via the CRM the emails I want recorded in the CRAM and sending via OL the emails I don't (majority of our correspondence).

[GLComputing]

Size isn't usually an issue ... the ACT! database can work up to 10GB (for the ADF) - more if you change to SQL Standard

If ACT! is sending via Outlook, it's all the same.... when sending the email in Outlook, there should be an area "Addins" at the top ... there you can change the setting for that email

In Tools | Prefs | Admin - you can stop it recording any emails between users - that's database specific, not machine based like the other email options.

[suewhoserves]

Oh and how do you control this on an email by email basis?

      From your post: You can change this for specific emails that you want linked differently

[GLComputing]

When sending the email in Outlook, there should be an area "Add-Ins" at the top ... there you can change the setting for that email

[gleo]

It can be done from the new message window, Add-ins tab in Outlook 2007 or 2010. Refer the attached image. The chosen default as setup in preferences will be applied unless you operate the field dropdowns to choose other than the default. Is it a little cumbersome?, well yes, but ACT! is entirely reliant on Outlook's toolbar/ribbon design. It was actually best under Outlook 2003, where there were less steps.     

Choosing save options from create message window.jpg ‏46 KB

[suewhoserves]

Ahh, yes I see that now. Good to know.

But still not seeing a way to STOP OL from automatically creating history records for emails just because it is finding the email address in ACT.

Size is an issue as we are accustomed to backing up to a flashdrive every night and taking it off site. So we are seeing the db grow daily. I've stopped using the &attachments option and we may have to revert to subject only.

Maybe the only way is to set the E-mail Record History option to None and the Email Attach to ACT Contacts option to E-mail subject and message. Then we can manually choose to attach emails when we want.

[Jeff_Granger]

I have a client who asked me exactly the same thing today. In their case they wanted to record Email generated in ACT! but NOT record email generated in Outlook. It would be neat if there was some way to configure this as a default, but there's no way of doing it.

However, I do question how much recording the Subject and Body of an email actually increases the size of the database. ACT basically copies over the text with very little formatting so I suspect this option shouldn't increase the DB size unduely. Saving attachments would give the greatest concern.

[gleo]

I don't know how many users you have working in ACT!, nor what version of ACT! you are running but possibly it is growing for other reasons. Maybe you are doing mail merges with attachments, maybe you have sales people sending colorful multipaged brochures as attachments to outbound email. Generally speaking, there should be no issue so if the backup is growing inordinately it could point to something else causing it. Compare the backup file size across the week and see if it makes sense, or if it is growing way beyond what you would expect. If so it indicates other problems that need resolving. 

It is good practice to be backing up ACT! and taking the data off site, however possibly flashdrive is not the best option. One option is an external hard drive and set ACT! to backup via the scheduler say 30 minutes before the end of your working day so it is ready when you are about to leave for the day. Perhaps don't include attachments in every backup and backup including attachments say every 2 weeks.

While ACT! attach e-mail isn't refined to the extent it could be, in my view it is very acceptable and practical as long as users practise good 'ACT! habits', making intelligent choices before they hit the send button