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Importing or exporting multiple kinds of records of selected contacts

Copper Contributor
Posts: 61
Country: United States

Importing or exporting multiple kinds of records of selected contacts

I am runnning ACT 2013 Premium. I am trying to create a new database with many less records of existing. So, I have selected active records for the past five years. I go to export and must decide what kind of records I would like to export: company, contact, group, and/or opportunity. I want all of these for the selected lookup; however, whenever I check more than one, it defaults to all records - won't allow me to select current lookup. How do I bring over the rest? I must be missing some connection between the data.

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Importing or exporting multiple kinds of records of selected contacts

Unfortunately, that's how it must be ... because it would need to check all links so that you weren't exporting a Company/Group/Opp with links to Contacts you're not exporting.

Export all, then delete the ones you don't want might be the simplest way
Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Importing or exporting multiple kinds of records of selected contacts

Or just File - Save As a copy of the database with a new name ... faster and more reliable

 

Then delete what you don't want in the new copy

Copper Contributor
Posts: 61
Country: United States

Re: Importing or exporting multiple kinds of records of selected contacts

Okay, I'll give that a try. I've tried creating an empty database and importing all the records (we have a very customized database of over 22,7000 contacts). Something is corrupt and it won't bring them all over. I've spent hours and hours with Swiftpage Support trying to fix this to no avail. I'll trying doing a save as copy and see if that works. Thanks.

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Importing or exporting multiple kinds of records of selected contacts

If you have a damaged database, make sure you have a good backup ... do you deal with an ACT! Consultant?
Copper Contributor
Posts: 61
Country: United States

Re: Importing or exporting multiple kinds of records of selected contacts

[ Edited ]

By consultant I'm thinking you mean someone outside of Sage/Swiftpage, right? If so, no, I have a support contract with Sage and contacted them. Oh, and I backup every weekday night.

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Importing or exporting multiple kinds of records of selected contacts

Many of the Certified Consultants have worked with Act! longer than anyone at the company (26 years for me)

It might be worthwhile speaking to a couple and seeing if you find one worth building a relationship with

Note: not all have the same skills and some specialise in specific areas. You might find this useful:
http://blog.glcomputing.com.au/2009/02/how-to-pick-right-crm-implementation.html
Copper Contributor
Posts: 61
Country: United States

Re: Importing or exporting multiple kinds of records of selected contacts

Well it made a copy rather quickly, bringing over all the records but it must have brought over the corruption as well. The only way we knew something was off was because SmartTasks won't run. And, out of 22,700+ records I noted that almost 19,000 of them said they were updated by another user all on 4/3/13. I was trying to create a new database with records that had been created or edit in  past five years and all 22,700+ came over. That's when I discovered the 4/3/13 incorrect edits. In the copy I just made, Smart Tasks won't run so I'm back to the drawing board. Thanks for the suggestions. Oh, I run Sage ACT! Premium 2013 Version 15.1.108.0

Platinum Elite Contributor
Posts: 14,384
Country: Australia

Re: Importing or exporting multiple kinds of records of selected contacts

There are a number of ways to fix that ... I'm off to bed now, but you might get a free eval and quote from my friends here:
http://techbenders.com/2010/07/act-database-repair-password-recovery/

Ask for Kim and say Hi from me :-)