act! tips by tech benders

Karen’s Top 10Techniques

Tip # 1: When Frustrated Check Your Filters!

This is an oldie but goldie that Applies to ALL Versions of Act.

• Notes & Histories Tab

• Task List and Calendars

• Opportunities List

For additional training contact Tech Benders, 561-470-5450

Tip # 2: Get into a RelationshipApplies to Act! 2009 and Higher

• Relate any two contacts together

• Define the Relationship – husband/wife; brother/sister; attorney/client; referral source/prospect.

• Keep Track of multiple leads/referrals

If you don’t see the Relationships Tab – Turn it on via the Design Layouts Tool

For additional training contact Tech Benders, 561-470-5450

And know what Companies you keep!Applies to Act! 2013?? and Higher

• Automatically create Companies when you have more than XXX contacts working at the same company

• Turn it on in the Preferences

For additional training contact Tech Benders, 561-470-5450

Tip # 3:Scan for Duplicates

Act! 2008 and Higher

• Every Database Has Them

• Duplicates match ALL criteria

• Change Your Search Criteria – I use E-mail

For additional training contact Tech Benders, 561-470-5450

Tip # 4: History Should Not Repeat Itself

Act! v16 and v17

Tip # 5: Back Up Your Data!!!

How upset would you be if you lost your ENTIRE database.

DON’T. EVER. NEVER – Back up to the backup folder in your database files structure.

SET YOUR Act! SCHEDULER – Backups, Maintenance and synch. Must run on the Server!

DON’T. EVER. NEVER – Trust your IT guy when he says he is “backing up the entire system.”

Tip # 5: And make sure you run Routine Maintenance!

How upset would you be if you lost your ENTIRE database.

Lack of Maintenance Results in Strange Things....

SET YOUR Act! SCHEDULER

DON’T. EVER. NEVER – Trust your IT guy when he says he is “I’m doing maintenance.”

Karen’s Rule of Thumb – Those that don’t do maintenance also fail to do proper backups……

Tip # 6: Use the Documents Tab Correctly!!!

Act! 2005?? & Higher

• File – Clones the document; the original document remains as a separate document and does not change when you change the document stored in Act!.

• Shortcut – Links to a file in your internal network. Can’t be seen by remote users.

Act! v17 - DROPBOX ANYONE??

• Link – Links to a file saved at an external location

Tip of the Day - create a URL field and link to folders by typing file:// and then pasting in the folder properties

OR Right-drag the folder to your desktop to create a Short cut and then drag the folder to the Documents tab

For additional training contact Tech Benders, 561-470-5450

Tip # 7: Understand Outlook IntegrationYou can’t just “synch” Act! to Outlook…..

• CONTACTS – Synchronizes your Outlook contacts to your Act! contacts

• Be careful, be very, very CAREFUL –

• You don’t have to synch contacts to sync Act!/Outlook e-mail

• CALENDAR – Synchronizes your Outlook calendar to your Act! calendar

• E-MAIL – Records an Act! History when you send an e-mail in Act! using Outlook as your e-mail client

Think twice if you have an Ipad or Iphone

For additional training contact Tech Benders, 561-470-5450

• DON’T. EVER. NEVER…

NEVER - Set your E-Mail –Record History option to

“E-mail subject, message and all attachments”!

Tip # 8: Do Your Math!

Act! v16 & v17

• Works on Number, Currency or Date Fields

• You have to fill in a number or 0 in all fields

• Automatically calculates when you “Save” or move off of the record

• If you make a Boo Boo delete the calculated field and try again

For additional training contact Tech Benders, 561-470-5450

Calculated Date Field

Slide 13

Calculated Number or Currency Field

Slide 14

Tip # 9: Use Act! for Your E-Marketing

• Create a Dynamic Group for your E-marketing contacts – Use a Query based on marketing preference, location, area of interest, etc.

• Use Act! to isolate various sectors – Do you know about Gmail’s “Promotions” tab??

• Use the Marketing Results tab to find Opt-Outs, bounces, etc

• Use the Call List to make you some money!

Tip # 10: It’s all about Big Data

• Do you know what your sales force is doing?

• Can you predict future revenue?

• Are contacts “falling through the cracks”?

• Can you easily identify your biggest customers and your hottest leads based on various criteria?

• Are you marketing to specific segments of your database?

• Can you send out an e-blast in less than an hour?

• Act! is more than a Rolodex & Calendar – Welcome to the world of CRM!

For additional training contact Tech Benders, 561-470-5450