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Need help creating new database from old info

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Posts: 4
Country: United States
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Need help creating new database from old info

I am working on cleaning up our ACT! database.  I have created a group called "Inactive."  I would like to take all of those entries and delete them from the active database, while exporting them to a new, different database.  I am having the following issues that I hope you can help with. (1) How do I create a report of contacts which have not been active since 2002?  I created a report of those with activity from 2003 and am now cross-referencing, but there has to be a better way than cross-referencing a close to 3,000 pages PDF with close to 9,000 contact entries! (2) Once I do the above, is there a way to automatically take those inactive contacts and remove them from the current database into a new one? (3) Failing #2, can I take the members of a certain group and move them into their own database, automatically deleting them from the source database? I really appreciate all your help. Thank you so much, Aliza

 


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Accepted by topic author aliza
‎09-25-2015 03:20 AM
Moderator
Posts: 4,395
Country: USA

Re: Need help creating new database from old info

[ Edited ]

Aliza,

 

You can do a lookup on the Edit Date field for contacts that haven't been changed since a certain date. 

 

Go to the Lookup menu and select Other Fields...

Find Edit Date in Look in this field drop down list.

Use the following criteria for Search For - On or Before:  12/31/2002

 

This will do a lookup of all the contacts that haven't been edited since 12/31/2002.

 

Then you can export the current lookup to your other database.

How to Export Your ACT! Database to Another ACT! Database

 

 

 

Message Edited by dlunceford on 07-22-2008 10:43 AM

View solution in original post


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Solution
Accepted by topic author aliza
‎09-25-2015 03:20 AM
Moderator
Posts: 4,395
Country: USA

Re: Need help creating new database from old info

[ Edited ]

Aliza,

 

You can do a lookup on the Edit Date field for contacts that haven't been changed since a certain date. 

 

Go to the Lookup menu and select Other Fields...

Find Edit Date in Look in this field drop down list.

Use the following criteria for Search For - On or Before:  12/31/2002

 

This will do a lookup of all the contacts that haven't been edited since 12/31/2002.

 

Then you can export the current lookup to your other database.

How to Export Your ACT! Database to Another ACT! Database

 

 

 

Message Edited by dlunceford on 07-22-2008 10:43 AM
New Member
Posts: 4
Country: United States

Re: Need help creating new database from old info

Thank you so much!  The search worked perfectly.  However, as I look carefully at the URL you sent me about exporting, I am having some trouble.  I am running the Wizard.  As I reach the point called "Contact Map" it has the whole left column (source) filled in, but I the right (destination) side is empty and I can't get it to fill in with what it should say.  Any ideas?  Thanks for all your help.
New Member
Posts: 4
Country: United States

Re: Need help creating new database from old info

The other piece I'm wondering is.... if I do get the export of the lookup to wrok, and I export all those entries, will they be removed from the old database or not?