Introduction: In this ACT tip, Tony Holowitz addresses a common query raised by a new client, Maria, who wanted to know how to add a note to multiple contacts in the ACT database efficiently. With a step-by-step guide and valuable insights, Tony demonstrates the straightforward process of adding notes or history to multiple contacts, enabling users to streamline their data management tasks.

1. Identifying the Contacts: Tony begins by explaining the need to perform a lookup to identify the contacts to which the note or history needs to be added. In this example, Tony looks up all contacts with the first name “John,” resulting in seven contacts.

2. Using List View for Selection: To select multiple contacts simultaneously, Tony suggests using the List View, which can be accessed either by clicking on “List View” or using the keyboard shortcut “F8.” By holding down the “Shift” key and clicking on the first and last contacts, users can effortlessly select all the contacts within the lookup.

3. Adding Notes to Multiple Contacts: Tony demonstrates how to add a note to multiple contacts by selecting the desired contacts and clicking on “Note.” In this example, he adds a test note for Maria, and the note is instantly applied to all selected contacts. This approach allows users to efficiently distribute a common message to multiple recipients.

4. Including History for Multiple Contacts: Alternatively, Tony illustrates the process of adding a history entry to the same set of contacts. By clicking on “History” and selecting the appropriate history type, users can input relevant details, such as meeting notes. The history entry is then applied to all the selected contacts, making it easy to track shared interactions.

5. Cautionary Note: Shared Note/History Deletion: While adding notes or history to multiple contacts is a time-saving feature, users should exercise caution when considering deleting a shared note or history. Tony highlights that deleting a note for one contact will remove it for all contacts to which the note is linked. Thus, users should be mindful of the potential impact before proceeding with deletions.

Conclusion: Tony Holowitz’s tutorial on adding notes or history to multiple ACT contacts demonstrates how to efficiently manage data and communication tasks. By utilizing List View and the simple selection process, ACT users can streamline their workflows and ensure that relevant notes and history are applied to the right contacts. Understanding the potential implications of shared deletions also ensures data integrity. Embrace these helpful tips to optimize your ACT experience and improve your data management efficiency. Thank you for reading, and have a great day!