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Different number of contacts

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New Member
Posts: 15
Country: United States
Accepted Solution

Different number of contacts

Currently I have the administrator rights of our database. We have 2797 contact in our database. Now when I open the database it shows 2797 contacts. However, if a manager with manager rights opens the ACT! databse they get a different number of total contacts. Also is the same if a user with standard rights opens ACT!, they get a different number of total contacts in ACT!. I'm using ACT! 2008 v. 10.0. I guess I wouldn't be really concerned if this number was off by 1 or 2 total contacts, but we are talking being off by 200 to 300 total contacts. Is there a reason why I as an administrator see more total contacts than a manager with manager rights or a user with standard rights? Or does this even have anything to do with rights? I just think that whoever it is that logs in, everyone should see the same amount of contacts. Please help. Any information would be helpful.

 

Thanks a ton!


Accepted Solutions
Solution
Accepted by topic author wslc1
‎09-25-2015 03:20 AM
Platinum Elite Contributor
Posts: 6,653
Country: USA

Re: Different number of contacts

You can check limited access at Lookup | Advanced | Contact by Access. The Administrator rights would have access to all limited access contacts, all other login rights can be limited by the state of limited access.
Roy Laudenslager
ACT! Certified Consultant
ACT! Report Expert
Durkin Impact Report Designer
www.techbenders.com
royel@techbenders.com
541-343-8129

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All Replies
Platinum Elite Contributor
Posts: 6,653
Country: USA

Re: Different number of contacts

Private contacts? Limited access?
Roy Laudenslager
ACT! Certified Consultant
ACT! Report Expert
Durkin Impact Report Designer
www.techbenders.com
royel@techbenders.com
541-343-8129
Tuned Listener
Posts: 31
Country: United States

Re: Different number of contacts

Both individual Contacts and Groups can be marked as Private. If you use Groups, you might run a group report under each user to see if there are differences. Having administrative rights you will be able to see all contacts, but if someone gets marked Private then only the record manager or someone with a higher security role will see that contact in their list.

Tuned Listener
Posts: 31
Country: United States

Re: Different number of contacts

You might also check your Startup Preferences. Tools, Preferences, click on the startup tab and look to see what your record creation settings are set to. It could be that someone has changed something in this area.

New Member
Posts: 15
Country: United States

Re: Different number of contacts

Where do I go to check this limited access? I guess now I'm confused. Would this access have to do with rights?
Solution
Accepted by topic author wslc1
‎09-25-2015 03:20 AM
Platinum Elite Contributor
Posts: 6,653
Country: USA

Re: Different number of contacts

You can check limited access at Lookup | Advanced | Contact by Access. The Administrator rights would have access to all limited access contacts, all other login rights can be limited by the state of limited access.
Roy Laudenslager
ACT! Certified Consultant
ACT! Report Expert
Durkin Impact Report Designer
www.techbenders.com
royel@techbenders.com
541-343-8129
Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Different number of contacts

You might try: Start | Run | ACTDIAG

Databases | Database List - select the database

Actions | Database Structure |  Table Rowcounts Report

 

You'll see in it something like this:

 

 ENTITY: Contact
  Table Displayname                 Records            Table Physicalname
  --------------------------------  -----------------  --------------------------------
  Contact                           249                TBL_CONTACT
    --- Type Breakdown ---
    *Contacts                       190      
    *My Records (Users)             10       
    *Secondary Contacts             49       
    --- Access Breakdown ---
    *Limited                        138      
    *Private                        2        
    *Public                         60      

Copper Contributor
Posts: 10
Country: United States

Re: Different number of contacts

That's cool!...Here's my problem, I run the "lookup-advanced-contact by access" for Private and get 0 results.  I do the ActDiag you suggest and see 6 private.  Now I'm curious why I can't find them.  Thoughts?

 

-Matt Lear

Lear Technology Services

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Different number of contacts


mlear@learfield.com wrote:

That's cool!...Here's my problem, I run the "lookup-advanced-contact by access" for Private and get 0 results.  I do the ActDiag you suggest and see 6 private.  Now I'm curious why I can't find them.  Thoughts?

 

-Matt Lear

Lear Technology Services


You might not be the Record Manager.

Copper Contributor
Posts: 10
Country: United States

Re: Different number of contacts

Good call!  That fixed it.  Thanks.