When employees permanently leave your company, you may need to reassign contacts/accounts to another sales person. However, before granting new ownership to the data, Sage ACT! Administrators may want to evaluate the data first. By logging in as the former user, an Administrator can determine how private data should be handled, and then deal with those records that should be transferred to the new owner. This week’s Fast Tip shows you how to locate private data, and subsequently reassign it to a new owner.
Assigning Records to New Users
First, log in as the former employee and lookup all of the Private data exclusively accessible to that user:
For each view, from the Lookup menu, select Other Fields…
From the “Field:” drop down box, select Access Level
Select Equal To (=) from the Operator list
And type Private in the last drop down box.
Click OK to execute the search. In the list of results, evaluate whether any records should be removed, or re-assigned.
To reassign records, start by narrowing the record list to only those records you would like to reassign to a new owner:
For contacts, tag them in the list, and then click the Lookup Selected button. Delete any records you do not wish to reassign.
For Groups or Companies, delete any unwanted Groups or Companies, leaving only those records you would like to reassign.
After the records to reassign have been located, select Edit > Replace Field
From the “Replace contents of:” list, select Record Manager
In the ”Value” box, select the new Record Manager from the list of Sage ACT! Users.
Repeat these steps for each set of records to reassign (Contacts, Groups, or Companies).
After you have completed this task, the new Sage ACT! user will have full control over records for which he/she owns!