Miscellaneous ACT Issues

Miscellaneous ACT Issues

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How To Set Contact Access Controls for Users in Act!

Answer ID 15228   |    Published 08/17/2005 11:13 AM   |    Updated 08/12/2011 05:18 PM

You would like to know how to set Contact access controls for your Users in your Act! Premium database.

Three levels of user access are available for contact records in a shared Act! Premium database. Limited Access, Public and Private. When a contact record is assigned to a Team or User, it becomes a Limited Access contact. Public contacts are available to all database users while Private contacts are only available to the Record Manager of that contact.

Contact Access information is found under the Contact Info tab in the Contact Detail view. Use this section to edit Contact access for a single contact  from the Contact Detail view:          

Note: The Limited Access option is only available in Premium products.  

Click the Select Users/Teams button to invoke the Select Users and Teams dialog box:

Grant access to selected Users or Teams by adding them to the right pane. Click OK to complete the process.

Note: The Teams option is only available in Premium products.

 

How to Edit Access from the Contact Detail or Contact List Views
Right-click anywhere on the Contact Detail screen or right-click after selecting a contact in the Contact List view, and then point to Edit Contact Access from the shortcut menu.

  • Click Make Contacts Private to invoke the Make Contact Private dialog box:
    Click Yes to complete the process or No to cancel.
  • Click Make Contacts Public to invoke the Make Contact Public dialog box:
    Click Yes to complete the process or No to cancel.
  • Click Edit Access List to invoke the Select Users and Teams dialog box:

    Add or remove selected Users and/or Teams access to the contact record as desired, and then click OK to complete the process.
Multiple Contacts List Views  - With more than one contact record selected in the Contact List view; right-click, and then point to Edit Access List:

  • Click Make Contacts Private to invoke the Make Contacts Private dialog box:
    Click Yes to complete the process or No to cancel.

  • Click Make Contacts Public to invoke the Make Contacts Public dialog box:
    Click Yes to complete the process or No to cancel.

  • Click Add Users/Teams to invoke the Add Users/Teams dialog box:
    Enable the desired Users and/or Teams, and then click OK to complete the process.
     
  • Click Remove Users/Teams to invoke the Remove Users/Teams dialog box:

    Enable the desired Users and/or Teams, and then click OK to complete the process. If any Private or Public access contacts are among the multiple records selected, the following  dialog box appears:

    Click Yes to continue, or click No to cancel.

  • Click Create New Access List to invoke the Create New Access List dialog box:
Modify Users or Teams access as desired, and then click OK. The following Act! dialog box appears:

Click Yes to complete the process or click No to cancel.

  • A column displaying Access Level can be added to the Contact List view.
  • Users can create a Lookup of contacts with a specific level of user access.
  • Users can right-click in the Contact Detail or Contact List views to Edit Contact Access.
  • Administrator or Manager users, or the Record Manager, can edit access levels or create a new access list for multiple contacts.

For a description of these features, refer to the corresponding section below:

How to Add the Access Level Column to the Contact List
  1. Right-click within the Contact List view, and then click Customize Columns. The Customize Columns dialog box appears: 
  2. Click the Access Level field in the Available fields list, and then click the add button. The field displays at the bottom of the Show as columns in this order list.
  3. To move this field toward the left in the Contact List view: Click to select the Access Level field in the right pane, and then click the Move Up button until the field is positioned as desired.
  4. Click OK to complete the process.
    How to create an Access Level Lookup
  5. Click the Lookup menu, point to Advanced, and then click Contact by Access. The Lookup Contacts by Access dialog box appears:

  6. In the Search for section:
    • Click the first drop-down arrow to select from Limited Access Contacts, Public Contacts, Private Contacts or <Any Access>.
    • Enable the desired Accessible to option to allow access for specific users or teams.
    • Click on the For contacts with record manager field to lookup contacts with a specific Record Manager.
  7. Click OK to complete the process. Your lookup appears in the Contact List view.

How To Unpack and Restore a Remote Database for Synchronization

Answer ID 16517   |    Published 10/10/2005 05:41 PM   |    Updated 12/15/2011 04:52 PM

You would like to know how to unpack and restore the .RDB file created for remote sync users from the Publisher database.

Important Note: If you are synchronizing a database, ensure that you and your sync partners are using the same version and edition of ACT!. You can verify your installed version number by clicking About ACT! from the Help menu. The version number is displayed near the upper-right corner. The edition is displayed at the top of this dialog box as either ACT! Premium for Workgroups or ACT! for Windows.

A Remote database must be created for each remote user you are synchronizing with. This database file contains all the Contacts, Notes, Histories, Activities, and Opportunities included in the Sync Set. It can also contain supplemental files and attachments. A Remote database has a file extension of .RDB and is generally very large. You can create this .RDB file on your computer or the remote computer that it will be used on. Because of the large size, you will normally not be able to e-mail this .RDB file as an attachment. For example; when supplemental files and attachments are included, a Remote database created for the ACT7Demo database will produce a file that is over 7MB (megabytes) in size. Recommended methods of delivering the .RDB file are to burn it to a CD, or use an FTP (File Transfer Protocol) Site.

Unpack and Restore Remote Database:
Remote users will need to unpack and restore their remote database before they will be able to synchronize. Use the following steps to unpack and restore a remote database:

Note: Before beginning this process, ensure the RDB file has been copied to the local harddrive.

  1. Click the File menu, point to Restore, and then click Database. The current database closes as the Restore Database dialog appears:

  2. In the Select type section, enable Unpack and Restore Remote Database, and then click OK. The Restore an ACT! remote Database dialog box appears:

  3. Click the Browse button at the Select the remote database file to restore field, browse to and open the remote database (.RDB file). At the Database Location field, click the Browse button and (if necessary) browse to the directory that you wish to restore the database to. You may enable the Share this database with other users option here, if necessary.
  4. Click OK. A Restore Database progress indicator appears as your remote database is restored.

  5. The following ACT! dialog will appear once the restoration has successfully completed.
  6. Click OK.
  7. To open this database, click the File menu, and then click Open Database, or click the Open Database  button. An Open dialog box appears.
  8. Navigate to (if necessary) and Open the database (.PAD) file.

Note: Unpacking and Restoring the .RDB file will create the .PAD, .ALF and .ADF files that make up an ACT! database


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