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The Act Emarketing Menu

Act’s Email Marketing Options Have Changed So Make Sure You Call me to Discuss Your Options

The Act E marketing menu option is somewhat outdated because there is a new option for sending emails within Act. It is called Act marketing automation and if you are just starting this process of sending emails directly out of Act this is the best option. You can also use Microsoft Outlook for sending emails as well. The bottom line is this, review it with me so we can discuss your ultimate goal and purpose for sending out an email in the first place. Tony Holowitz 781-728-9777

Understanding Security Roles in Act: As your business grows, know your Act Options

Small businesses are confronted with organizational issues as their business grows. Maybe they’ve hired new sales staff and/or employees and they need them to be able to access act. What are their options? How do you make sure your data is safe in the office and on the web? Most of my clients are small businesses that don’t have a great deal of time on their hands. In other words, they cannot take the time to become act administrators and database managers.

Having stated that, it is still important to understand that act is powerful enough to be flexible and secure your with your data. In this day and age, that’s important. Below is some much more detailed information about act and security levels. Reach out to me if you have questions.

Question: What are the different security levels and their associated permissions available in Act!?  Security Roles in ActThere are 3 different types of Security in Act!: Database Level, User Level and Record Level security.

From the Act  Knowledge Base Answer ID 15284   |    Updated 12/07/2015 05:59 PM

Database Level Security:

Database Level Security is designed to only allow users with login access to open the database. Users must validate their login information through a currently active user name and password. Users can exist in the database but might be marked as Inactive, which would prevent them from opening the database. This also prevents users who are not members of the database from viewing the data, as they will not have a user name and password.

Single user databases do not require the user to log in. However, adding a password to the single user will then require the user to enter their user name and password when opening the database. Multi-user databases will always require each user to log in with their individual login information.

Act Premium Cloud Logo 6-2015User Names:
By default, user names will match the Contact field of the ‘My Record’. User names are not case sensitive.User names can be changed by Administrator level users only.
Passwords:
Passwords are not required and unless there are security reasons for using a password, it is recommended that a password not be created. When creating a user, or when changing the password on an existing user, the password field can be left blank. When a password is blank, typing anything into the password field will produce an Invalid user name or password error when logging into the database.
For more information on Managing Users, please refer to the following Knowledge Base document:

For ACT! by Sage 2006:

Title: How To Manage Users in Act!
Answer ID: 15283

For ACT! by Sage 2007 and later:

Title: How To Manage Users in Act!
Answer ID: 19474

User Level Security:

There are 5 different User Security Levels in Act!. Each of the 5 levels have different access rights which are described below:

Administrator – The Administrator Security Role is designed for users who need to have access to all sections of the program. When a database is created, the first user is always an Administrator (this can be modified at a later time). Administrator is the highest level of access and is reserved for those users that are responsible for database maintenance, backup, restore and other general database management. The only information the Administrator does not have direct access to is the private data of other users. Administrators do have the ability to change the passwords of other users.

Manager – The Manager Security Role grants access to all primary functions within the program. Manager users have nearly the same access as the Administrator but are limited in some of the database management and maintenance tools. Managers have access to all things the Administrator does, EXCEPT for the following: Manage Users, Delete Database, Database Maintenance, Restore Database, Administer Custom Tables, or View/Archive Logs.

April-2015 (199)Standard – The Standard Security Role is designed for users who only create, and modify their own records, companies, and groups. Standard users do not need to manage the contacts of other users. Standard users can delete records only if they are the Record Manager. Standard users will also have the ability to modify menus, toolbars, reports, and word templates but will not be able to add fields or modify the layout. In addition, Standard users are not able to setup synchronization.

Restricted – Restricted users have very limited access to the database. A user with the Security Role of Restricted will be able to add contacts, create activities, and create Sales opportunities. Restricted users also have the ability to create Activity series, and run Reports. However, a restricted user cannot add companies or groups and cannot delete data even if they are the owner. Furthermore, restricted users are not allowed to modify any portion of the database, including menus, tool bars, and layouts. Restricted users will still have access to E-mail and Fax features.

Browse – Browse users have the most limitations. Browse users are only able to view database information and cannot modify this information in any way. However, a user with the Security Role of Browse will still have access to Reports and Word Processing functions. All other functions are disabled for Browse users.

Note: Restricted, or Browse users may not initiate a Synchronization.

Additionally, custom permissions may be granted by the Administrator to Manager and Standard users to allow them to perform additional tasks within Act!. These custom permissions are:

  • Accounting link tasks – Allows the user to install and use an Accounting/back-office link.
  • Handheld device sync – Allows the user to synchronize Act! with handheld devices.
  • Remote administration – Allows the user to back up, restore, and check and repair a remote database they belong to.
  • Manage Sync Subscription List (ACT! by Sage 2009 and higher) – Lets a remote database user add and remove contacts from their sync set
  • Export to Excel® – Allows the user to export data in a list view to Excel. (Premium versions only)
  • Delete records – Allows the user to delete contacts, companies, groups, activity series, notes, histories, opportunities, and secondary contacts the user owns. (Premium versions only)
  • Emarketing Web to Lead – Allows a standard user to use Web Leads as if they were an Administrator
  • Emarketing Administration – Allows a standard User to administrate and use Act! emarketing as if they were an Administrator


These permissions are set in the Manage Users – Add Permissions dialog box:

 Additional Permissions for Manager and Standard User Roles  


The following charts show specifically what features that each different Security Role has access to:

Contacts:

Administrator
Manager
Standard
Restricted
Browse
Create/Edit Contacts
X
X
X
X
Delete “My Contacts”
X
X
X
Delete Other User’s Contacts
X
X
Move Contact Data
X
X
Manage Other User’s Contacts
(change Record Manager and control access)
X
X
Promote Secondary Contacts1
X
X

X


Opportunities:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit Opportunities
X
X
X
X
Delete “My Opportunities”
X
X
X
Delete Other User’s Opportunities
X
X
Manage Opportunity Process
X
X
Manage Opportunity Products
X
X
Manage Other User’s Opportunities
(change Record Manager and control access)
X
X


Companies:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit Companies
X
X
X
Add / Link Contacts to Companies* X X X
Delete “My Companies”
X
X
X
Delete Other User’s Companies
X
X
Manage Other User’s Companies
(Change Record Manager)
X
X

*Standard users can only link Contacts to Companies when they are Record Manager for the contact.

Groups:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit Groups
X
X
X
Delete “My Groups”
X
X
X
Add Contacts to Groups* X X X
Delete Other User’s Group
X
X
Manage Other User’s Groups
(Change Record Manager and control access)
X
X

*Standard users can only add contacts to Groups they have access to

Activities:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit / Delete “My Activities”
X
X
X
X
Manage Custom Activity Types List
X
X
Manage Priorities List
X
X
Manage Resources
X
X
Update Activities with Outlook
X
X
X
X
Create / Edit Events
X
X
Edit Delegate for All User’s and Resources
(cannot be removed)
X
X
Schedule For (any users)
X
X
Schedule For (when granted specific access)
X
X
X
X


Activity Series:

Administrator
Manager
Standard
Restricted
Browse
Run Activity Series
X
X
X
X
Create / Edit Activity Series
X
X
X
Delete My Activity Series
X
X
X
Delete Other User’s Activity Series
X
X
Manage Other User’s Activity Series
(Change Record Manager)
X
X


Reporting:

Administrator
Manager
Standard
Restricted
Browse
Run Reports
X
X
X
X
X
Create / Edit Reports
X
X
X
Delete Reports
X
X
X
Delete Other User’s Reports
X
X


Communications:

Administrator
Manager
Standard
Restricted
Browse
Enable Email
X
X
X
X
Enable Telephony
X
X
X
X
Enable Word Processing
X
X
X
X
Create / Edit Word Processor Templates
X
X
X


Data Exchange:

Administrator
Manager
Standard
Restricted
Browse
Import Data
X
X
Export Data
X
X
Export to Excel® X X X


Customization:

Administrator
Manager
Standard
Restricted
Browse
Access Layout Editor
X
X
Customize Menus / Tool bars
X
X
X

 

User Management:

Administrator
Manager
Standard
Restricted
Browse
Manage User’s
X
Reassign Contacts / Activities / Opportunities
X
X
Manage Teams
X
X


Database Management:

Administrator
Manager
Standard
Restricted
Browse
Run Act! Update
X
X
X
Access All Non-Private Data
X
Lock/Unlock Database
X
X
Delete Database
X
Database Maintenance
X
View / Archive Logs
X
Customize Fields
X

X

Administer Custom Tables
X
Backup Database
(Does not include Backup Remote Database)
X
X
Restore Database
(Does not include Restore Remote Database)

X

Edit Duplicate Checking Settings
X

X

Enable/ Disable Allow Files/E-mails Attachment to Database
X
Enable/ Disable Allow History/Notes Editing
X

X

Set Contact Name Preferences
X

X

Set Company Creation Preferences
X

X


Synchronization:

Administrator
Manager
Standard
Restricted
Browse
Enable Synchronization
X
X
Initiate synchronization
(remote database only)
X X X
Manage Synchronization Setup
X
X
Manage Subscription List
X
X
X
Manage Other User’s Device Sync Setup
X
X
X


Online Access

Administrator
Manager
Standard
Restricted
Browse
Run Act! Update
X
Internet Access
X
X
X
X
X

 1 Standard users may only promote Secondary Contacts where the user is the Record Manager for the primary contact

 

Record Level Security:

Record level security controls access to records in the Act! database. The record manager has the ability to mark records as Private and therefore make these records unavailable to other users. Private data is only visible to the owner. Even users with an administrator role cannot view private data.

Contacts:
Contacts are unique, they have three security options: Public, Private and Limited Access.

  • Public – Public contacts can be seen by all users.
  • Private – Private Contacts can only be seen by the Record Manager assigned to that contact record. Administrators do not have the ability to view another users private contacts. A private contact will, by default, have private notes, histories, activities, and opportunities. A User’s ‘My Record’ cannot be made private, but may contain private notes, histories, activities, and opportunities.
  • Limited Access Limited access allows the record manager to identify certain users/teams and give access to these Contacts. When a user is removed from the Limited Access list, the user will continue to have open activities and opportunities with that contact. However, when they clear that activity or change the opportunity in a way to generate a history, they will be notified that they are creating a history for a contact they no longer can access. Once a user is removed from the ACL (Access Control List), they cannot create new activities or opportunities with that Contact.Note: Limited Access is only available in Act! Premium.

For additional information on configuring Access Controls for users, refer to the following Knowledge Base Answer:

Title: How To Set Access Controls for Users in Act!
Answer ID: 15228

 

Notes, Histories, and Opportunities:
If a user has access to a contact; notes, histories, and opportunities can be created and designated as private. Private items/records are not viewable by other users in the database, even if the other users can view the contact record. When a contact is deleted, all notes, histories, and opportunities are deleted, even if they are private.

Activities:
Act! users will have the ability to view the details of another user’s calendar unless the other user’s activity is private. In this case, the calendar will reflect Busy time for this user, with no reference to any activity details. If an activity is public, but the contact is private, the activity will display but the contact name will not. You cannot add an activity to another user’s calendar, unless you have been given delegate permission’s to do so. By default, all administrator users will have edit permission. Any user involved in the activity can modify the alarm settings, priority and activity color. However, unless you are a delegate or an organizer for an activity, you cannot modify any other property of the activity.

Groups and Companies:
Standard, Manager, and Administrators can create companies and groups. By default, the creator of the company or group is the Record Manager. The Record Manager can make the group private to other users. Making a company or group private, does not make the contacts and other entities of that company or group private.

Reassigning records:
An administrator or manager can reassign ownership of non-private contacts, activities, opportunities, groups, and companies from one user to another user. Items that cannot be reassigned are Activity series, and History records. Historical fields, such as “Created By” will be unaffected by reassignment. An administrator or manager can reassign records to any user in the database with the exception of Browse users. Records can be reassigned to a user that is not on a contact’s Access Control List (ACL). If the designated user is not on the contact’s ACL, a notification will be displayed telling the administrator or manager that the user does not have access to that contact. However, the administrator or manager can still reassign the contact to that user.

Mass Reassigning:
Reassignment can be done on a per record basis (per activity, opportunity, etc) or on a per user basis where every record associated with one user may be reassigned to another user. When a record is reassigned, the designated user becomes the record manager of that item.

Mandatory Reassignment:
In the case of mandatory reassignment (deleting a user from the database), private records will be deleted from the database.


User Preferences (under the Tools menu)

Administrator and Manager level users have access to all options under Preferences.

Standard and Restricted users do not have access to following Preference options:

  • Allow history editing (General)
  • Allow notes editing (General)
  • Names Preferences (General)
  • Duplicate Checking options (General)
  • Company Preferences (Startup)
  • Automatically check for updates (Startup)

Browse users do not have access to the following Preference options in addition to the ones listed for Standard and Restricted:

  • Salutation preferences (General)
  • Dialer preferences (Communication)

Source: Act! Customer Support – Act! Knowledgebase

Originally posted 2016-01-27 17:24:27.

3 Tools Act Users Should be Familiar With For Their Business

Many Act Users are Small Business People and Entrepreneurs.

wordpress logo

If you are and act user, you should make yourself familiar with QuickBooks, WordPress for web design and Microsoft Outlook for email. These three tools can help you become much more productive when using act for sales, marketing and general organization.

Luckily for you, I offer free training videos on QuickBooks and Microsoft Outlook. Word press can be used to maintain your website and blog. Your blog can be used in your email marketing efforts. In a nutshell, these three pieces of software can help your business become much more effective and efficient.  This website is designed using WordPress and I can teach you a great deal about pulling all of this together to become more effective with act.

Quickbooks_Logo_2016

Originally posted 2016-04-04 16:22:44.

ACT Groups: Group Therapy Part 3: Let’s Get Visual

When you look at a computer screen all day it is imperative that you make the viewing easy on the eyes. Act by Swiftpage is no different.

My tutorials on working with act groups suggest different ways to organize your information. However, one of the easiest ways to organize your information in act is by creating a layout with act check-boxes. I love check-boxes because they are so visual and easy to use. Because they are so visual, it is simple to change and update information.

Check boxes in an Act Layout

This tutorial asks you to imagine that you are the ice cream business and illustrates some ways you can use checkboxes organize your information in act using checkboxes, and then using what you’ve done to create data rich groups.  The goal here is simple. If you need to send a quick email out to your customers and prospects that like both chocolate and pistachio ice cream it is important that their information is at your fingertips and easily accessible. At the end of the day, a little planning is all it takes to get the most out of act for your business.

Act accordingly and act groups will make your life easier.

An ACT database can hold thousands of contacts.  Many of my clients have no idea how to find the contacts in ACT that are relevant to their business; for example, prospects and clients.  They haven’t taken the time to organize their contacts properly and they cannot find them when they need them.  Please watch my videos to learn more:


 

 

Originally posted 2015-07-06 02:48:41.

The Act Tools Menu

The Many Options of The Act Tools Menu Revealed

The Act Tools Menu is a great place for getting more customized and personalized with your Act software to modify it for your particular needs. I recommend you get assistance and training in this area of Act. Contact me so I can help advise you. Tony Holowitz: 781-728-9777

Originally posted 2019-09-03 08:38:55.

Connecting Act and Alexa: Part 2. How do you do it? Should you do it?

Understanding & Navigating the Act Contact Screen

When you open Act and look at the contact screen there is a lot of information staring you in the face. It can be overwhelming and confusing. In this video I try to simplify what you are seeing on the screen. My advice to you is this: focus your attention on the things you use on a daily basis and ignore things that are irrelevant to the way you work.

Sometimes when using software it is more important to understand what not to worry about and be distracted by during your workday. Over time, you will learn more about different aspects of Act software.

Originally posted 2018-02-12 09:15:11.

Act Flak: Act Pro users are Quacking the Loudest about Act Subscription Prices

With the introduction of Act’s new subscription service some Act Pro users are trying to justify the cost of purchasing a subscription.

The purpose of this article is to try to put into perspective the differences between Act Pro and Act’s $25 per month subscription service. For the purpose of this article I am going to compare the cost of buying Act Pro without any discounts whatsoever. The cost of act Pro is $270 and my experience has been that most act Pro users buy the latest version approximately every three years. Therefore, the overall cost of owning act Pro is going to be $270 for the initial purchase and $199 to upgrade at some point within that three-year period.

Your total cost is going to be $470 if you are a typical Act user.

If you purchase Act’s $25 per month subscription service your total cost over three years is going to be $900. The difference between the two prices is $430. Based on all of my experience with dealing with the average act user I feel this is a fair assessment of the cost of owning act Pro.  In my mind Act has to create $430 worth of value to make this process cost effective for you.

The debate is comparing $900 to $470

I have created a list of why I believe a subsciption is worth $430 and I’d appreciate your feedback:

 

  • Free technical support
  • Free upgrades to the latest version of Act
  • The subscription service provides you with Act Premium which is $499, not Act Pro.
  • You can cancel at any time
  • If you cancel, you could go back act Pro
  • Free Act emarketing Email Account for up to 500 contacts

For an Extra $10 Per Month You Can have Your Act Data in the Cloud

 

  • In other words, Act is everywhere.
  • Act will be on your smart phone.
  • Act will be in your web browser.
  • Act will be on any computer you use that has Internet access.
  • You will never have to concern yourself with the cost of upgrading act when you least expect it.
  • For example, when you add a new employee or you upgrade Microsoft office.
  • Your Data is backed up nightly
  • No IT Support Expenses

Originally posted 2015-08-26 14:38:27.

The 20-80 Rule of Software.

I recently taught a community education class that included Microsoft Word, Excel, Outlook and PowerPoint.

Quite honestly, I typically don’t teach these classes but I did it because a friend of mine is the director of the local community education and she asked me to do these classes. I don’t teach classes in a classroom setting because I think there is a better way to learn about computers.

Tony Holowitz Photography (14)Approximately eight people signed up for these classes. Four people did reviews. Two people liked the classes and two people didn’t like them. Honestly, I don’t think they liked my approach to computer classes. For you see, we didn’t use computers. What I did is I showed that my top 20 tips on each subject and I then led them to my website www.TeachAnOldDogNewTricks.com where they could watch videos I had created each subject matter.

Why am I telling you this?

I believe learning has changed forever. If you don’t know how to do something, just Google it and you will find instructions and videos on how to accomplish what you don’t know. My experience has been that if I taught people on computers they would have forgotten most of what I taught them. What I was trying to teach them is that it’s okay to forget most of what you’ve learned because you always have websites like mine and Google to quickly find instructions on what you’ve forgotten how to do. My feeling is that it is more important in this day and age to expose people things they should know about and let them realize that they don’t have to remember everything.

If you really learn a piece of software I believe you will only use about 20% of its capability on a regular basis. It is good to be exposed to some of the other 80% and it is okay to recognize within yourself that you are most likely to forget 90% of that 80%. When you do, there were resources to help you remember how to do something you might have seen a year ago. Just Google it. Even though I’m referencing software, this can apply to virtually anything you want to learn about and the sooner you start thinking in that respect the easier it will be to recognize that you don’t have to remember everything.

My experience has been that that is an incredibly freeing realization. So as we approach the year 2015 don’t be afraid to forget.

 

Originally posted 2014-12-29 14:48:08.