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Keping track of mailings

Tuned Listener
Posts: 35
Country: United States

Keping track of mailings

Hi everyone,

 

We have a database of about 2,000 prospects and clients, and we do monthly mailings to them. Because of the size of the mailing, I export the names and addresses and our shop does the production work.

 

Any suggestions on a good way to record that someone was sent a mailing? I looked into the "mass update" using History, but the way it works it tries to tie all 2,000 records to the History screen, and usually freezes.

 

It's pretty easy for just a few letters, but for the montly mailings I could use some help.

 

Thanks!

Mike

Copper Contributor
Posts: 27
Country: United States

Re: Keping track of mailings

Create a lookup of the contacts.  Go to Contact List and select all (Click on top, hold down shift, click last contact) of the contacts.  Ctrl H so your create history box comes up.  Type in your note of what you sent.  Hit OK.  A history is recorded for all of the contacts. 
Tuned Listener
Posts: 35
Country: United States

Re: Keping track of mailings

Thanks for the tip. I tried it, but after about 20 minutes it was either still updating the 2,000 records or locked up. I think the larger number of records to update may not lend itself to this method, but it's a great one for a smaller number.
Nickel Elite Contributor
Posts: 934
Country: USA

Re: Keping track of mailings

My ACT! 10 locked up also using 2200 contacts. It was taking 5 seconds to update each contact, then hung up ACT! after 15 minutes.

I use YES/NO fields for doing similar task. Perhaps that is a option for you?

After you generate your mailings, do a Edit, Replace field to set the selected records to vallue of Yes/True...

In one application I use multiple yes/no fileds to have a nice visual of progress( progress meter )..

Good luck -

Cheers - FSB

 

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Tuned Listener
Posts: 35
Country: United States

Re: Keping track of mailings

Hi Bill,

 

That's a good idea. I could add Yes/No fields for every month and then fill them.

 

Thanks!

Mike

Nickel Elite Contributor
Posts: 934
Country: USA

Re: Keping track of mailings

You can also create just 1 drop dowwn field  and have the 12 months in that drop down list.

I just tested it and that works also.

Cheers - FSB

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Nickel Elite Contributor
Posts: 934
Country: USA

Re: Keping track of mailings

You could also try using the ACT! Schedule feature

 

Perhaps use the To-Do's or Schedule an Event, add new events, etc..

 

Cheers - FSB

Bill Williams - Owner/Consultant/Trainer at Fill Staff "ACT! FOR RECRUITERS"
Manage Your ACT! Backups http://fillstaff.com/backupfolderspro.html - FREE
BIG ACT! LAYOUTS for Larger Monitors www.bigactlayouts.com
Protect your Files & Folders with Folder Lock Pro by New Software http://download.cnet.com/Folder-Lock/3000-2092_4-10063343.html
Tuned Listener
Posts: 35
Country: United States

Re: Keeping track of mailings

Bill,

 

That's a capital idea! I'm going to give it a try.

 

Thanks!

Mike

Copper Contributor
Posts: 27
Country: United States

Re: Keping track of mailings

Break it down smaller.  Maybe do it state by state or in groups of 100 at a time.  I did ours for 198 and had no problems.
New Member
Posts: 7
Country: USA

Re: Keping track of mailings