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How To Calculate Number Of Years

Bronze Contributor
Posts: 1,393
Country: USA

How To Calculate Number Of Years

Is it possible with ACT to enter a year and have the number of years calculated on today's date? For example, date entered would be 1/1/2004. The calculated number of years would be 11.
John Purdy
ACT! Premium 2016 (V. 18)
Main: HP 9470M 8GB, Win 10 Pro, & Exchange 2013 & Office 365, 32bit
Remote: Dell XPS Ultrabook with 4GB & Win 10 Pro, Office 365 32bit & Exchange 2013
Moderator
Posts: 131
Country: United_Kingdom

Re: How To Calculate Number Of Years

Hi John, yes you can have this functionality be creating a custom date field, and creating a calculated field.

 

***Please note*** It is always a good idea to backup before making changes to your database.

 

Using the example you quoted below, the first step would be to create a custom Date field which is where you would enter your dates. To do this, you would need to make sure you are logged into Act! as an administrator, and make sure you are the only user logged into the database. Then perform the below steps:

 

Click Tools > Define Fields
Click Create new field
Name the field, and make sure the field type is set to Date
Select any other field options you want and click Next
Modify the field behavior if needed and click Next
Set any field triggers if needed and click finish

 

This is the field you will use to enter your dates on your Contact records. We will also create a calculated field that will automatically work out the number of years for you:

 

Make sure you are still in the Define fields section

Click Create new field
Name the field, and make sure the field type is set to Calculated

Click Next and choose Date from the dropdown

In the field dropdown, choose the custom date field that has just been created previously

Under the Formula section, choose the options for Years Since (date to today)

Click Finish

 

The final step is to add both fields to your layout. You can find instructions on amending your layout in the following article:

 

15332 Designing Layouts in Act!

http://kb.swiftpage.com/app/answers/detail/a_id/15332/

 

You should now have a date field that you can amend for any contact in Act!, and a calculated field. Once you have entered a date into the date field, the calculated field will automatically enter the amount of years it has been since that date (You may need to hit F5 on your keyboard just to refresh the screen).

 

I hope this helps John, let us know how you get on.

Bronze Contributor
Posts: 1,393
Country: USA

Re: How To Calculate Number Of Years

Is it possible to edit the calculated field after it has been created?
John Purdy
ACT! Premium 2016 (V. 18)
Main: HP 9470M 8GB, Win 10 Pro, & Exchange 2013 & Office 365, 32bit
Remote: Dell XPS Ultrabook with 4GB & Win 10 Pro, Office 365 32bit & Exchange 2013
Moderator
Posts: 131
Country: United_Kingdom

Re: How To Calculate Number Of Years

Hi John, no it is not possible to edit a calculated field, if you want to make changes you would need to delete the field and create a new one.

 

Since data is populated in fields automatically, then it's not the same as deleting normal fields where you would lose the data you entered yourself manually. If you wanted to, you could always create the previous calculated field again to get your data back.