Have Act Scheduler Automatically Synchronize Your Act Data
You can have your Act software database automatically synchronize by using the Act scheduler. The Act scheduler is a feature in Act that you can set up to synchronize your database, do routine maintenance and automatically backup your data.
A client called me to buy a new license or subscription for Act Premium Cloud and I talked him out of it.
He currently has one subscription and he felt he would need a second subscription in order for his assistant to do work on his behalf. The key question is this: how important is it to be able to distinguish between items that he created and items that his assistant created?
When you buy Act Premium Cloud you can access your database via the web. You can also download and install the Act desktop software on two computers. For example, you might want to have Act on your desktop (or primary computer) and a second laptop computer. The potential exists that his assistant could use the second computer and login as him: John Smith.
Everything is assistant does will have John Smith’s name on it. If it is important to be able to distinguish who does what, for example who created that note in Act, then a second license would be appropriate. But in this case, I want my client to get the full benefits of using Act Premium Cloud.
Act Groups are a great way to keep your information organized and relevant. Here is the tricky part: many people lack organizational skills.
Many years ago I attended a luncheon and I never forgot what the speaker talked about. He was in the computer business and he said that “most people think computers will keep them organized and that just isn’t true.” He noted “if you are disorganized before you get a computer, you will be disorganized after you get a computer.”
I have always believed that if you are disorganized before you get act, you will be disorganized after you get act.
When I start working with a new client, the first thing I try to figure out is whether or not they have a working plan. For example, is thier database broken down into clients and prospects? On the assumption that they’ve done this, an example of a plan would be how often they plan on sending a prospect and email.
Act ID Status
The simplest way to organize your contacts and act is by focusing on the ID status. From there, you can organize your contacts more effectively if you have use the ID status to start.
Act’s Last Email Field is one of the most important fields in your act database.
Let’s face it, sending email to a number of contacts in ACT is easy and can be very productive. But it is important to make sure you know the last time you sent an email to a contact in ACT. It doesn’t matter whether or not you sent the email directly from ACT or from Microsoft Outlook.
When I talk to new clients about act, I always tell them that act will tell you a story if you let it. After you have been using act for a period of time you can look back on what has taken place with your contacts. A story unfolds. Because sending email is such a relevant part of our day-to-day business as it pertains to working with contacts, it is vital that you understand the relevance of the last email field in act. To oversimplify, this will tell you the last time you sent an email to a contact.
In this tutorial I will show you why the last email field is so relevant and in my opinion so important.
When you enroll in act’s new subscription model Act Premium Cloud service you get the best of both act worlds. The Cloud and on act your Desktop (just like you are used to using)!
I have received a number of phone calls from long time act users that are confused by the way the sales staff at Swiftpage Act are explaining act’s new premium cloud subscription service. It seems as if act is pushing people to the new web-based cloud service. What I’m finding is that dedicated act users find the web-based version of the software just different enough to question whether or not they want to subscribe to act. They are left feeling like it might be time to look for another piece of software.
That is a shame, let me explain why.
Let me be clear, when you subscribe to act premium cloud you also have access to the traditional act for desktop software. My experience has been that they don’t do a good job of making this point clear. You do not have to compare apples and oranges. If you like chocolate, you don’t have to settle for vanilla. If you like the desktop version of act better, no problem. People are coming away from the conversation thinking their only option is the act premium cloud web-based version of act. Trust me, it is not.
Let me explain how Act Premium Cloud works.
You will take your existing act data and you will upload it to the cloud. This will give you the ability to access all of your act data on any device that has Internet access. If you would like to have act on your desktop, you can download and install the act desktop version as well. Next, you can create a remote database for the desktop version of act. The remote database is simply a database that can be synchronized with the web version of act.
Let me create a few scenarios to explain this concept.
You have your act database in the cloud and on your desktop. You can then schedule act on your desktop to synchronize automatically once a day with act in the cloud. All the changes you make working in your office today will synchronize to the cloud version of act daily. If you don’t leave your office for 30 days, or 60 or 90 days for that matter, no problem.
Next, you go on vacation and the only computer you have access to is someone else’s and you need to access your act data. No problem. Simply open a web browser and navigate to the web-based version of act that has been set up for you. Work like you were sitting in your office. When you get back to your office and synchronize your desktop version of act everything will be in perfect order. In other words, regardless of where you work, on the web or on the desktop, everything is just as you need it.
It really is just that simple. So don’t be confused. If you are confused or have questions give me a call.