Chicago  ACT! USER GROUP

Meeting Notes

Meeting Date: July 1998

NEWS YOU CAN USE:

The ACT! 4.0.2 patch has been released by Symantec and is available via LiveUpdate. The patch updates both ACT! 4.0 and ACT! 4.0.1 for Windows to ACT! 4.0.2 for Windows.

Here's WHAT'S NEW in ACT! 4.0.2:

• Outlook 98 is now supported.
• ACT! 4.0.2 is compatible with Microsoft Windows 98.
• New report: the History Summary Classic. This report is similar to the ACT! 2.0 History Summary report.
• New report fields are available for custom reports on history.
• New feature: you can now specify whether to display company names or contact names on calendars.
• Adds the install disks so you can reapply the patch later if necessary.
• Has installs for both stand alone and network installed/shared exe versions.
• Fixes some bugs like:
• Label and envelope printing (improved)
• Internet links for Yahoo! (updated)
• ACT! on Windows NT 4.0 Internet links (function properly)

WE DOWNLOADED...

7082KB of data via LiveUpdate. The download took 33 minutes using a 56K modem connected at 48,000 bps. The update then started and FAILED. Installation would not continue with ACT! open. The install program did not allow us to close ACT!. After a few attempts, we received the message: "Update failed, please try again". The text in a dialog box asked something to the effect of "Do you want to end your Internet LiveUpdate connection?" (which was confusing). Fortunately, Symantec informs users how to restart without doing the download again (see below). We exited ACT!, restarted the patch which then worked fine.

The restart instructions are:

"LiveUpdate has downloaded this installer to your system and placed it in: c:\program files\symantec\act\updates\4.0.2 If you need to re-apply this update, run: c:\program files\symantec\act\updates\4.0.2\disk1\setup.exe."

This month’s meeting feature focuses on a topic that was discussed at an ACT! User Group meeting held earlier this year and whose meeting summary, up until now, escaped publication. We hope to see all of you very soon, though. The next meeting of the ACT! User Group will be held on September 15 (the 3rd Tuesday of the month instead of the usual 2nd Tuesday). ACT! User Group meeting notices are now available via e-mail. If you would like to receive meeting reminders via e-mail, simply send a message to info@etechsys.com.

MEETING FEATURE: THE PORTABLE OFFICE - ACT! SYNCHING

Alan Lee, ACT! Certified Consultant, led a discussion of synching. Synching refers to the transferring of information back and forth between two PCs so as to make the ACT! data identical on both. For example, field salespeople might enter customer information on laptop PCs while a master customer database is maintained at the office. Using ACT!’s synching feature, the master database on the office system can be easily updated with information from the field. Remember, synching is a two-way flow of information. So, during synching, the office system might receive product orders and personnel changes from the field while sales reps might receive contact records of new leads from the office.

Synching only works between two ACT! databases. Plus it’s important that the software revision numbers match. In other words, all users must have the same version of ACT! for synching to work properly. (You can check the revision number of ACT! using the command HELP, ABOUT.) To reduce the likelihood of errors, there should be a one-to-one match of fields between PCs.

Data Transfer Methods

Users have several options available to them when it comes to transferring data (synching). Users may do a direct transfer between two databases located on the same disk drive (or network). This, however, is not recommended. It is also possible to exchange information via direct modem connection between two PCs. The drawback to this option is that both PCs must be manned at the same time. A better option might be to synch via e-mail. This is probably the least secure way of transferring information but it eliminates the problem of needing people at both locations in order to exchange data.

The easiest and arguably the best way to exchange data for the purposes of synching is to use a "shared folder". A shared folder is a specific file folder (on the hard drive) where synch data is stored. Data is transferred, in this case, via floppy disk. Note that for Macintosh users, a shared folder is the ONLY option for transferring synch data.

How It Works

Synching is accomplished through what ACT! calls a "transaction log". The transaction log is basically a record of every change to every field in a database. ACT! bundles this data into "synch packets" which can be sent via modem, e-mail, or stored on a diskette. (The command used is FILE, SYNCHRONIZE, SYNCHRONIZE.)

• Use ACT! groups to divide the database so that the east coast rep gets just the updates pertaining to his customers and the west coast rep only gets the updates pertaining to him.
• Use ACT!’s Wizard function to help get set up.
• To set up for synching via a shared folder, choose this option from the CONNECT VIA menu. (The other choices include "modem", CompuServe, MS Exchange, and cc:Mail.) You’ll need to specify a directory where the synch packets will be stored.
• Make sure the data on all PCs is "clean". This means eliminating duplicate records and making sure field names and types match across all PCs running ACT!.
• Before implementing a company-wide program, start small, test, and document the outcomes as you go BEFORE rolling out.

Also, you may want to check out Symantec’s fax back information service for more tips on synching. There is some very good information on the topic available which goes above and beyond what is in the manual. Finally, if you are having problems with synching, make sure you have the current version of ACT!. For Windows users, this is 3.0.8. Unless you have version 3.0.7, you will have to upgrade to 3.0.7 before upgrading to 3.0.8.

OPEN FORUM:

Q: Can you recommend a program or backup utility for ACT!?

A: Sure. Both Windows 95 and Windows 98 have a built-in backup utility called MS Backup which will work fine for backing up your ACT! data. Configure MS Backup to back up the complete database directory, all documents, templates, and reports, plus queries. Another alternative is Seagate’s backup application. One user explained that this application will automatically shut down any copy of ACT! running on any network workstation before backing up which, of course, makes for more convenient use.

Q: How do I consolidate several single-user databases into one so I can start synching?

A: The first step is to create a new (empty) master database. Next, clean up all existing databases by deleting ‘dead’ and duplicate contacts. Then execute the command SEND to a shared folder for each database. Finish up by opening the new master database you created and APPLY each existing database to the new one.

OUR NEXT MEETING …

will be Tuesday September 15, 1998. At that time we’ll update you with the latest ACT! news and information from Symantec and, of course, answer your ACT!-related questions during our Open Forum Q&A session. The meeting will be held at the Schaumburg Prairie Center for the Arts Lecture Hall located at 201 Schaumburg Court (just off Schaumburg Road, between Plum Grove and Roselle Roads).

The ACT! User Group (a SIG of the C.C.S.) holds meetings on the second Tuesday of the month, eight months out of the year. User Group meetings are free and open to the public.

E Tech Systems is an ACT! Certified Consulting firm and Symantec Authorized Training Center. E Tech has installed, configured, and customized ACT! for dozens of companies and trained hundreds of ACT! users. Alan Lee can be reached at E Tech at 847-352-4770 or via e-mail to alee@etechsys.com.

© Copyright 1998 by Alan M. Lee. Other nonprofit computer user's groups may reprint this material providing credit is given the author and C.C.S. Future rights for publication reserved by Alan M. Lee. ACT! is a registered trademark of Symantec Corporation.

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