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Sharing a database with multiple users centralizes management of the database, layouts, templates and other administrative functions such as back up. However, when multiple users are working with the same data, you may need to apply security to Contact, Group, or Company records to ensure only authorized users are able to manage certain records. Setting Record Creation Options enables you to apply security immediately at the time a new record is added to the database, simplifying maintenance of record access control.

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When sending e-mail, history may be automatically recorded to a contact record, and possibly even other Sage ACT! user’s history. When sending e-mail internally between users of the same database, you may want to disable recording of history for messages sent between Sage ACT! users. Administrators of a Sage ACT! database can disable history recording for e-mail sent between users in the same database. Here’s how!

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When you execute a Universal Search, 50 results are returned by default. If you would like to display more results, you will need to change a configuration file for the service. This week’s tip explains how!

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As you learned last week, drop down lists are a great way to manage data entry, and encourage users to properly input data while minimizing effort! Some drop-down lists may contain codes that identify a Country, product, service, or other piece of data, and are not entirely intuitive to users. You can apply this week’s tip to display additional details in drop-down lists, so users may confidently select correct list items as they enter data in the database.

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Fast Tip Friday: Creating Drop-Down Lists #SageACT

by on ‎01-01-2012 07:46 PM (5,176 Views)

Drop-down lists are a great way to manage data entry, and encourage users to properly input data while minimizing effort! In this week’s tip, you’ll learn how to create a drop-down list to minimize data entry errors and effort.

 

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Sage ACT! supports importing data from a variety of sources, including Microsoft Excel, text files (delimited by commas, or tabs), other Sage ACT! databases, and Microsoft Outlook. When importing from another source, consider adding a custom field or column to the source data that identifies the source, prior to importing.

 

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This week, I’m continuing the theme of tuning Outlook Sync. As you are probably aware, the Outlook Sync Preferences tool in Sage ACT! enables you to create sync sets that specify which contacts will sync to Microsoft Outlook. However, there isn’t a tool to configure a sync set that controls which contacts sync from Outlook to Sage ACT!. There is a work-around, however. That’s what you’ll learn in this week’s tip!

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As you may be aware, Sage ACT! 2012 Service Pack 1 was recently released (read more by clicking here). This service pack includes several cumulative fixes to various high priority issues in the product, and even includes a couple new features that are worth exploring. One such feature is a new button that enables easy removal of all activities synced between Sage ACT! and Microsoft Outlook. If you’ve ever had duplicated information, and wanted to basically reset the calendar sync without digging for obscure files, now you can!

 

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Sage ACT! 2012 enables you to sync contacts between Sage ACT! and Microsoft Outlook. If you have synced contacts from Sage ACT! to Microsoft Outlook, but would like to revise the list of contacts synced, or remove unwanted contacts from Microsoft Outlook, simply revise the sync set in Sage ACT!. Then after the next sync cycle, your Sage ACT! contacts in Microsoft Outlook will be removed/added to reflect the new sync set!

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Fast Tip Friday: Sage ACT! Scratchpad Tips #SageACT

by on ‎11-23-2011 08:48 AM (2,785 Views)

Whether you are getting ready for Turkey day, shopping Black Friday deals, or working, you might turn to the Sage ACT! Scratchpad to jot down those random tasks. This special holiday tip provides some ideas for making the most of the Sage ACT! Scratchpad.

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As covered in an earlier Fast Tip Friday article about the Sage ACT! Scratchpad, this little tool helps you capture random tasks, or appointments, and eliminate the hassle of finding paper notes when you need them. You can even send relevant items to Sage ACT!, and associate them with Contacts, Groups, Companies, or Opportunities. If you have begun to depend on this tool, you may want to periodically “back up” your list. Here’s how!

 

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As we have been reviewing in the past couple posts, Universal Search is a great tool for finding things in your Sage ACT! database without having to know the details of what you seek. This week, you’ll learn more about searching for data when you can’t remember the details of a message, or contents of a note, or attachment, for example. Using special characters in your search enables you to perform targeted searches without using precise text.

 

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Fast Tip Friday: Universal Search vs. Keyword Search #SageACT

by ‎11-04-2011 08:45 AM - edited ‎11-11-2011 08:35 AM (2,674 Views)

Universal Search is a great tool for finding things in your Sage ACT! database without having to know the details of what you seek. You can type part of a word, a couple words, or even wildcards and see a list of results. Sounds similar to keyword search, doesn’t it? Well it is, but it’s different. Each has its advantages, as you will learn in this week’s tip!

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Fast Tip Friday: Sending Google Gmail in Sage ACT! #SageACT

by ‎10-28-2011 10:08 AM - edited ‎11-11-2011 08:36 AM (4,513 Views)

In the past few weeks, we’ve spent some time learning about the really useful Google integration features such as Contact, Calendar, and Gmail History integration in Sage ACT! 2012. If you are an avid Gmail user, you may want to send Gmail from a contact record, rather than having to open your web browser, log in to Gmail, address a message, and then send it. The Web Info tab in Sage ACT! is a built-in browser that may be customized to pass Sage ACT! data to remote web sites. Using this clever tip, you can create a custom link for Gmail and send messages directly from a contact record. Here’s how!

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Fast Tip Friday: Recording History of Gmail #SageACT

by ‎10-21-2011 09:18 AM - edited ‎11-11-2011 08:16 AM (1,905 Views)

If you prefer to use Gmail as your email client of choice, but have limited using it due to lack of integration with Sage ACT!, you’re in luck! In addition to Contact and Calendar integration, Sage ACT! 2012 may be configured to record history of Google Gmail sent/received so you never lose track of important messages shared between you and your clients. In this tip, you’ll learn how to configure Gmail History Integration in Sage ACT! 2012.

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As you learned last week, Sage ACT! 2012 includes Google integration capabilities so you can manage business and personal contacts from Sage ACT!. In this tip, you’ll learn how to integrate your Sage ACT! and Google Contacts, so you can be confident your changes to a contact in either application are current, regardless of where you look!

 

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Fast Tip Friday: Integrating with Google Calendar #SageACT

by ‎10-07-2011 08:26 AM - edited ‎11-11-2011 08:37 AM (107,033 Views)

With Sage ACT! 2012, you don’t have to check two different places or manage two different calendars for a complete view of your business and personal lives. Sage ACT! works seamlessly with tools like Google Gmail, Contacts, and Calendar, so you can keep all or just a subset of your emails, contacts, and activities updated in both places. In this tip, you’ll learn how to integrate your Sage ACT! and Google Calendar, so you are always aware of upcoming tasks and activities!

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With Sage ACT! 2012, you don’t have to check two different places or manage two different calendars for a complete view of your business and personal lives. Sage ACT! works seamlessly with tools like Google Gmail, Contacts, and Calendar, so you can keep all or just a subset of your emails, contacts, and activities updated in both places.

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Fast Tip Friday: Sharing Made Easy #SageACT

by ‎09-23-2011 09:32 AM - edited ‎11-17-2011 09:07 AM (2,126 Views)

Centralizing data in a shared database has several advantages, including the ability to share templates, layouts, contacts, opportunities and other data. Additionally, administrators only have to back up the central database rather than each individual database. To take advantage of these benefits, the Sage ACT! database must be shared, and that is a task that has been made easier in Sage ACT! 2012.

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Fast Tip Friday: Connecting to New Services #SageACT

by ‎09-16-2011 07:15 AM - edited ‎11-17-2011 09:08 AM (2,129 Views)

With Sage ACT! 2012, learning about, trying, and using Sage Connected Services for ACT! are easier than ever. The new Connections page provides access to powerful subscription-based sales and marketing services, desktop applications, and web-based productivity tools. Now you can more easily use and maintain each of these services from a single view.

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Fast Tip Friday: Stop Looking and Start Finding with Universal Search #SageACT

by ‎09-09-2011 07:31 AM - edited ‎11-17-2011 09:08 AM (738 Views)

Sage ACT! includes many ways to find data. If you’re looking for one simple tool for locating nearly anything in Sage ACT!, then look no further. Universal Search is a faster, more expansive search option that gets you to that key document or piece of information you need in your notes, history, and even attachments. You can enter a word, or multiple words, along with special characters and operators, to help you find information in Sage ACT!. In this tip, you’ll learn how to quickly execute a search, and filter the results to pin-point the data you are seeking!

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Fast Tip Friday: Take Note of the Sage ACT! Scratchpad! #SageACT

by ‎09-02-2011 11:02 AM - edited ‎11-17-2011 09:09 AM (3,712 Views)

We all do it...write random notes on pieces of paper that get lost on our desk, in the wash or end up in the trash. Capturing this information in the new Sage ACT! Scratchpad can eliminate the hassle of finding your notes when you need them, and entering them in Sage ACT!.

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Fast Tip Friday: Export to Excel #SageACT

by on ‎08-26-2011 09:41 AM (3,333 Views)

For the last installment of Fast Tips for 2011, we’ve brought back a long time favorite feature! Exporting data to Microsoft Excel is a fast and easy way to share your Contacts, Activities or analyze Opportunities. This tip will show you how to export the exact data you would like to review, print or analyze in Microsoft Excel!

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If you have several Opportunities that are in various stages other than sales fulfillment, you may want to send correspondence, or make a follow-up phone call with those contacts to find out what you can do to move the deal forward. You can quickly build a list to merge to e-mail, or make those calls by using the Lookup (magnifying glass) button on the Opportunity List View toolbar.

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Fast Tip Friday: Import Your Product List #SageACT

by ‎08-12-2011 08:02 AM - edited ‎10-06-2011 12:18 PM (5,497 Views)

If you have a product/service list that is regularly updated from an external source, such as a vendor supplied product list, you can quickly import that list into Sage ACT!. Here’s how:

 

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Fast Tip Friday: Reassigning Records #SageACT

by on ‎08-05-2011 09:15 AM (100,974 Views)

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.

 

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Fast Tip Friday: Customizing List Views #SageACT

by ‎07-29-2011 08:31 AM - edited ‎07-29-2011 08:33 AM (1,718 Views)

Whether looking at your Contacts, Companies, Opportunities, or Tasks in a list view, you’ll want to view information that is most relevant to you. Personalizing Sage ACT! by customizing the columns displayed in list views enables you to view, and even manage critical information more efficiently.

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Fast Tip Friday: Customizing the Quote Template #SageACT

by on ‎07-22-2011 08:31 AM (9,502 Views)

If you are new to Sage ACT!, you may have generated a few quotes and wondered how to customize the Quote template with your own logo, terms, or other information. Here’s how!

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The Contact List is a great tool for managing multiple contacts. Whether you are updating e-mail addresses, phone numbers, or other data, the contact list enables you to locate, tag, and update multiple records. If you have a lot of contacts in your list, then it may be a bit cumbersome to scroll through the list and find contacts. Enabling the “Look for” box can help you pinpoint contacts in the list.

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Data Charts are an exciting dashboard component because they enable you to use pre-defined queries to pull data from your Sage ACT! database into a graphical view as part of a dashboard. The Data Chart component even supports customization by enabling you to modify underlying queries to pull new and different data into your dashboard.  This week’s tip will show you how to add and configure a Data Chart component in a Dashboard.

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Fast Tip Friday: Dashboard Drilldown #SageACT

by on ‎07-01-2011 08:13 AM (2,861 Views)

When you’re busy and need to quickly size up daily activities or top opportunities in order to prioritize your time, Dashboards are the place to look. Dashboards provide one location where you can view and work with important information.

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Fast Tip Friday: Database Maintenance #SageACT

by on ‎06-24-2011 08:13 AM (4,506 Views)

Your Sage ACT! database is the lifeblood of your business. As such, it’s important to keep it operating in top condition. Routine database maintenance is an important part of keeping your database, and your business running smoothly. This week’s tip includes some tips regarding preventative maintenance and a link to a fantastic Knowledgebase Article on the topic of Database Maintenance.

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Fast Tip Friday: Cleaning Up Old Data #SageACT

by on ‎06-17-2011 09:17 AM (1,912 Views)

Last week, you learned that the Help > About window can provide valuable information about your database, including how much space is being used by Notes, Activities, and other entities in Sage ACT!. After using Sage ACT! for some time, you may want to perform housekeeping with the Remove Old Data tool to free up more space in your database, and improve performance.

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Have you ever wondered what hotfix level your current database is at, or how much space activities are taking up in your database? Anytime you get news of a new update, or are curious whether maintenance should be performed on your database, these questions become critical. The answers to these and other questions are just a couple clicks away in the Help > About ACT! window. This week we’ll look at exactly what information can be gleaned from this important tool.

 

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If you work with more than one database in Sage ACT!, maybe one for prospects/potentials and another for customers or you simply want to share a cool layout with another Sage ACT! user, you may want to copy your customized layouts, reports, templates, and queries from one Sage ACT! database to another. Here’s how!

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Fast Tip Friday: Managing Pending Smart Tasks #SageACT

by on ‎05-27-2011 08:06 AM (3,750 Views)

After you set up your Smart Tasks, you may be reminded that a task is about to run. This reminder displays in the Pending Smart Task Steps dialog box and opens whether the step was started manually or was triggered automatically within a running Smart Task. You can also open this dialog box at any time to review your tasks. The following tip shows you how to manage tasks in the Pending Smart Task Steps dialog box.

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Fast Tip Friday: Smart Task Nuances #SageACT

by on ‎05-20-2011 08:13 AM (2,382 Views)

Smart Tasks help you get more out of every day by automating routine tasks. There are a couple nuances of Smart Tasks that you should be aware of so you know what to expect when you start using Smart Tasks to improve your productivity. I’ve included some of the major things that may help you better understand how they behave and avoid any confusion! So, in no particular order, here they are!

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Adding Steps to a Smart Task Template #SageACT

by on ‎05-13-2011 08:36 AM (3,475 Views)

Last week, you learned how to create a Smart Task template that defines general properties like the name, access permissions, and whether or not the task should run automatically. However, the task won’t do anything exciting until you add steps to execute.

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Creating a Smart Task Template #SageACT

by on ‎05-06-2011 08:35 AM (2,863 Views)

Smart Tasks simplify many daily processes, such as following up with new prospects, thanking customers for recent business, or other routine activities. Smart Tasks consist of a template that defines general properties like the name, access permissions, and series of task steps to execute when the task is run.

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Fast Tip Friday: Activity Series vs. Smart Tasks #SageACT

by on ‎04-29-2011 08:31 AM (5,144 Views)

As you learned in previous weeks, Sage ACT! provides a couple mechanisms for automating the creation of tasks associated with routine operations...

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Fast Tip Friday: Automate Scheduling with an Activity Series #SageACT

by ‎04-22-2011 08:22 AM - edited ‎04-22-2011 08:24 AM (3,078 Views)

For many of us, we experience a bit of déjà vu as we schedule the same series of activities for new clients, or as part of product/service fulfillment. For example, if you routinely perform software upgrades for clients, you may need to first contact the client alerting them to a new version of software, inventory existing systems, order software, schedule the upgrade, perform the upgrade and then follow up to ensure your client is satisfied. This series of activities can be applied to multiple clients and would be a pain to re-create every time a client was in need of an upgrade. Sage ACT! provides a couple mechanisms for automating the creation of tasks associated with routine operations...

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Fast Tip Friday: A Calendar That Works For You #SageACT

by ‎04-15-2011 08:51 AM - edited ‎04-15-2011 09:08 AM (1,578 Views)

Managing activities and other tasks in Sage ACT! is central to business and personal relationships. Out of the box, the calendar works great and is easy to use. However, you can get more out of your Calendar by customizing preferences so that it works the way you want it to and in some cases, for you.

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In life, and in work, it’s always nice to have some help from others. In Sage ACT!, you can enlist the help of others to complete tasks by scheduling activities on their behalf.In life, and in work, it’s always nice to have some help from others.

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Fast Tip Friday: Hiding Tabs in Sage ACT! #SageACT

by on ‎04-01-2011 08:48 AM (4,559 Views)

Sage ACT! has a wealth of fields for tracking information about contacts, groups, companies, and opportunity data. There are so many fields in fact, that each of the detail views includes several tabs to organize this data. If some of these tabs are not necessary, you may customize your layout to hide one or more tabs from view.

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Contact Relationships enable tracking this information about relationships between contacts who interact with each other, but who are not part of a group or company. If you want to quickly establish which of your Contacts have relationships, you may run a Keyword Search to find them.

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Fast Tip Friday: Quickly Creating Contacts #SageACT

by on ‎03-11-2011 09:24 AM (3,110 Views)

There’s no getting around the fact that you will have to get contact data into Sage ACT! for it to be useful! Luckily, there are several methods you can employ to quickly create contacts and populate your database. The next time you have to enter a contact in Sage ACT!, try one or more of these methods and see if you can save some time!

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Linking Company to Contact fields is a great way to update multiple contacts with new information. Depending on the data you track related to contacts or companies, you may want to modify which fields are actually linked; this tip will show you how!

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Fast Tip Friday: Linking Companies to Contacts for Easy Updates #SageACT

by on ‎02-11-2011 12:43 PM - last edited on ‎02-14-2011 11:45 AM by (11,717 Views)

As you learned earlier, you may use Sage Business Info Services to update existing Company data in your database. After that data is updated, you can quickly cascade those updates to multiple contact records if they are linked. Linking Contacts and Companies has the following benefits...

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As you may know, Sage ACT! 2011 includes Sage Business Info Services (powered by Hoovers™) that help you find new leads based on the traits you’re looking for, along with business info for known contacts and companies, including profiles, financials, industry information, news, and more. After you have located and imported new leads, you can keep address and phone information current with a quick and simple import! You may also use this same strategy to update any existing Contact or Company in your database, providing the Contact or Company can be located in the Sage Business Info Services database.

 

Updating Contact Data with Sage Business Info Services for ACT!:

 

 

1.  From within Sage ACT!, lookup a Contact.

 

2.  From the Contacts view, click the Web Info Tab

 

3.  Under the ACT! Business Info heading, select the Company Contacts link.

 

4.  Select the Contact(s) to update, and then click Import Selected Contacts…

 

5.  When prompted to Open or Save the file, choose Open. The Sage ACT! Import Wizard launches.

 

6.  To quickly update your Contacts with new data, select the Typical import option, or to customize the merge behavior or field mapping, select Custom import.


7.  Click Finish to complete the update; the selected Contact(s) will be updated with any data that may have changed since you created or imported the contact!

 

If you are looking for new business, you will need to find new prospects to tell about your great products and services. In today's Fast Tip, learn how to do easier prospecting with Sage Business Info Services for ACT!

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