05-14-2008 01:50 PM
Hi - I am a new user trying to set up a database for our sales dept. I have created a Group for each sales rep within our database. For example, for all of Lisa's contacts I have created a group named "Lisa" (I know - very original!!) My question is - how (if possible) can I import existing contacts from Outlook into a specific group in ACT? I have 9 sales rep and have created a group for each one - how can I import each of their contacts into their specific group? Thanks!!!!
05-15-2008 02:37 AM
05-15-2008 07:49 AM
Hi Mike - thanks for the info - this is making me crazy!!! This is what I did:
Created a Group "Lisa Goldwasser"
Record Manager "Lisa Goldwasser"
Logged out/ signed in as "Lisa Goldwasser"
Imported a test contact from Outlook
Result: Contact was imported but did not receive the group assignment
05-15-2008 10:27 AM - edited 05-15-2008 10:29 AM
Do you have have a dynamic group criteria set up?
Log in as Lisa Goldwasser
Do your import
Go into the Group Details page
Select group "Lisa Goldwasser"
Click on "Add/remove contacts"
Click on "Edit Criteria" in the dynamic members window
Fill in the following: Type-Contact Field Name-Record Creator Operator-Equals Value-Lisa Goldwasser
Click OK (That now becomes a rule of that group)
Click OK (your now back to group details window)
Your group should now contain all contacts created by Lisa Goldwasser
You can also set up the criteria for record manager as well.
05-15-2008 11:34 AM
Hey Matt - well, I followed those instructions and the following happened:
1. the test contact was not added to my group
2. only 1 of my prior contacts (of 26 total) that i had manually assigned to my group are no longer visible when you click on "contacts"; I do see them on the group detail page when my group is selected; when i click on contacts it says i have 1 of 1 contacts
what am i doing wrong?
05-15-2008 11:44 AM
after you import that test contact, go to it in contact view and look under the contact info tab. who is listed as record creator and manager?
After you set up the dynamic membership for the groups, they should be automatic. in your group list (select on left pane) when you clik on a group (Lisa) are they all listed in the window on the right? or just the one contact?
2. you may have accidentally performed a lookup and are now looking at that lookup of one contact (ie: 1 of 1 contacts) and need to select lookup|all contacts.
05-15-2008 12:01 PM
cool - i did hit the lookup - so all the contacts are there!! (such a rookie!!!)
Your instructions work (after a few rookie user errors!!!)!!! This is awesome - thanks a million!!
05-15-2008 12:29 PM
I have one more question for you:
when i manually assigned contacts to my group i see the group name on the contact screen under group/companies....i dont see that on the ones that i imported following your instructions, but they are physically in my group...is that a problem?
05-15-2008 12:37 PM
I dont think ACT displays dynamic memberships thre automatically. if you click on "display dynamic group membership" on the groups/companies tab, it should display there.
To answer your question, I dont think its a problem.