Home > Existing ACT Users, Tutorials > ACT 2010 Training Tutorial – Creating a shortcut to a folder

ACT 2010 Training Tutorial – Creating a shortcut to a folder

ACT By Sage 2010-Sage ACT 2011 Training Tutorials – The most fantastic ACT resource on the web – Step By Step Tutorials, videos, audios, advice and a whole host of value – www.act-2010.co.uk

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During a recent support call, it quickly became apparent that very few ACT users are aware of the ability to create shortcuts to folders.

OK, most people know you can use the Documents tab to link to individual files but linking to a folder, well that’s a whole different ball game.

Believe it or not, the process is relatively straight forward and I’ve put together a specific training video that will guide you through the whole process, step by step

Hope you enjoy it and see great value in it.  If so, please be kind enough to come back and post a comment right here on this blog

Remember, the more positive feedback I get,the more I am encouraged to keep providing this great education

Enjoy!!!

http://www.youtube.com/watch?v=soJt6O0VkNM

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  1. 03/03/2010 at 6:43 AM

    keith, great video blog. thanks, bevan

  2. 31/03/2010 at 7:33 PM

    Keith – great tip and very well explained! Definitely the most elegant way of doing this – and I can see my clients loving it!

    Cat

  3. Scott
    31/03/2010 at 9:58 PM

    Extremely helpful! thank you!

  4. 05/04/2010 at 11:27 PM

    Hi Keith. Great videos. I’ve created the system to allow for the folders to appear on my screen. Now I’m trying to make the file available for other persons who use sync to have access to the information. I’ve placed the folders on the computer that holds the main database. But still can’t get them to sync with other computers. Am I doing something wrong? Thank you!!!

    • 07/04/2010 at 8:33 AM

      Hi Bryan, thank you for your comment

      Assuming I understand you correctly, if the files you want to sync from the main database aren’t in the attachments folder, they will never sync. For this to happen, you would need to also use Windows own offline files sync option but I’m not sure how well that would work

      In respect of syncronisation, ACT only syncronises database changes and files contained within the main ACT folder and its sub folders, hence the need to put the files in the attachmnets folder

      I hope this helps but if you’re still none the wiser, please let me know and I will do my best to revisit this post

      Best regards, Keith

      • 14/04/2010 at 1:05 PM

        Hi Keith –

        Will ACT recognize files that are placed in sub-folders in the Attachment folder?

        Thank you,
        Bryan

      • sage50act
        16/04/2010 at 10:12 AM

        Hi Bryan

        What sort of files are you referring to?

        It all depends on the functionality you’re looking for as to whether the answer is yes or no

        Please elaborate so I can answer your question correctly rather than providing you with false information

        Kind regards

        Keith R Wilson Balanced Solutions

        The I.T. Centre, 20 Juniper Road, Southampton, SO18 4EJ

         Tel: 023 8063 8393  DDI: 023 8071 7101  Mob: 07899 914188  Fax: 023 8063 8394

        kw@balancedsolutions.co.uk kwww.balancedsolutions.co.uk

        This email contains information which is confidential and may also be privileged. It is for the exclusive use of the intended recipient(s). If you are not the intended recipient(s), please note that any form of distribution, copying or use of this communication, is strictly prohibited and may be unlawful. If you have received this email in error, please return it to the sender. Incorporated in England, Company Registration No 2213165

      • Bryan
        26/04/2010 at 7:13 PM

        Keith –

        On our server we have an Attachments folder that holds the items that we have added to the History. I’d like to use the same folder to add items that I plan to identify post using the shortcut method that you have previously described. Will this work?

        Bryan

      • Bryan
        27/04/2010 at 10:12 PM

        Hi Keith –
        OK, I’ve been able to create the shortcut on the system. In house, it works perfectly. But when I synch it does not work.

        I’ve looked at the URL for attachments in History. On the out of office computer the link to the attachment changes to a file on the out of office computer (i.e. c://…..). But on the shortcut it keeps the url with the same address that is on the main server (i.e. it does not convert it to an file or folder on the out of the office computer). Any suggestions? Thank you, Bryan

  5. 06/04/2010 at 10:36 PM

    Thanks for a great tip. We are just converting from Goldmine to ACT 2010 and no one knew how to do this.

    This saves us a lot of time and work and saves us some key strokes.

    Thanks again – David Engel, Montreal, Canada

  6. 07/04/2010 at 1:06 PM

    Hi Keith, is there a way to generate a “browse” button at the end of the blank box, so we can just go into the server folder to drag the link into ACT rather than doing a “cut and paste”?

    Regards

    David

    • 07/04/2010 at 1:31 PM

      Hi David

      I am sure you could create a brwose button with a bit of programming but within the core product, it isn’t possible

      Probably not what answer you were hoping for but at least it will save you the time trying to figure out something that you ultimately can’t do

      Hope this helps

  7. 19/04/2010 at 2:39 PM

    Hi Keith, Thanks the las answer.
    I have a new one. Is there a way to have a next action put into my calendar and then have it roll over to the next day, and so on, if I have not worked on the next action.

    In other words. Appointments should not roll over to the next day but work which I schedule, should keep rolling over until I have completed it.

    I like to schedule my work but sometimes need to have something roll to the next day as I ahve not gotten to it or finished it.

    Thanks – David.

    • 19/04/2010 at 4:26 PM

      Hi David

      Assuming I understand your question correctly, if you go to the Tools menu and choose Preferences, you can then click on the Calendar and Scheduling tab.

      Once in there, click Scheduling Preferences and you then see a complete list of all your activity types at the top. As you select each one, you’ll notice you can define a variety of parameters that relate specifically to that type of activity.

      Therefore, let’s assume you want to set all To-Do Activity types to roll over to the next day if not completed, simply tick the automatically roll over to today check box and then if you don’t complete it, it will appear tomorrow

      Notice you can also select to alarm every single activity for the desired type along with the preferred prior warning alarm popup(ie; 5 minutes/10 minutes etc)

      Hope this is what you were looking for

      Please let me know with some feedback

      Regards, Keith

      • 21/04/2010 at 2:04 PM

        Thanks Keith,

        However in Godlmine if I had an item which I set for Monday at 8 AM and did not complete it, it rolled over to Tuesday at 8 AM. However in ACT it does not “stick” at 8 AM on Tuesday (as it did in Goldmine) but shows up in the listing fields under the monthly calendar (on the right hand side of the screen).

        Is there a way to have these uncompleted tasks rollover and “stick” at the same time slot each day that the “task” rolls over as not completed?

        Regards

        David

        Is there a way to make the

  8. 21/04/2010 at 2:05 PM

    David Engel :Thanks Keith,
    However in Godlmine if I had an item which I set for Monday at 8 AM and did not complete it, it rolled over to Tuesday at 8 AM. However in ACT it does not “stick” at 8 AM on Tuesday (as it did in Goldmine) but shows up in the listing fields under the monthly calendar (on the right hand side of the screen).
    Is there a way to have these uncompleted tasks rollover and “stick” at the same time slot each day that the “task” rolls over as not completed?
    Regards
    David

  9. 27/04/2010 at 8:38 AM

    Bryan :

    Keith –

    On our server we have an Attachments folder that holds the items that we have added to the History. I’d like to use the same folder to add items that I plan to identify post using the shortcut method that you have previously described. Will this work?

    Bryan

    Hi Brian

    Assuming I understand the question correctly, this should work absolutely fine. The path to the attachments folder is written into the registry and although it can be modified, I wouldn’t ever recommend it.

    Obviously once you start using shortcuts rather than embedded files, the location of those new files is irrelevant as ACT will reference them whether they reside

    Hope this helps

    Regards, Keith

  10. 15/06/2010 at 8:31 PM

    Keith, I have written to you before and you were kind enough to answer my questions, so here is another one.

    We had migrated from Goldmine to ACT10 a few months ago and we are using the e-mail program within ACT but even if we use Outlook we have the same question.

    I have clients where we contact their advisors, who we list as secondary contacts, as they are not our clients but the advisors of our clients. In my small mind, my client is my primary contact and their advisors are secondary.

    When we send an e-mail to our clients we can not cc the secondary clients unless we do a copy and paste of the secondary e-mail address. We ask the local ACT people and they tell me we have to promote these secondary contacts to primary. But the whole idea of who is a primary and who is a secondary is wasted and only cloudies the database.

    These socondary contacts are not my clients. I may also want to send an e-mail to these secondary contacts without including the primary contact. I can do this but then when I want to a 2nd cc who is not a primary we are stiffled again and must copy and paste the e-mail address.

    Someone told me, this morning, that we can have an add-on for this but I am having trouble finding this add – on.

    Would you know how we can e-mail secondary contacts easlily without promoting them to primary? Or where we can purchase this add-on feature.

    It was a very simple task in Goldmine but an almost impossible task in ACT. Our office productivity has fallen by at least 35% because of this.

    Thanks

    David

    • 17/06/2010 at 8:58 AM

      Good morning David

      Firstly, let me give you ACT’s description for Secondary Contacts

      “Secondary contacts are individuals, such as an assistant or secretary, who usually work with the primary contact. Each contact’s detail view has a Secondary Contacts tab where you can maintain information for secondary contacts.

      You can call a secondary contact to set up appointments, discuss schedules with, and so on, in lieu of the primary contact. Secondary contacts do not have their own record, so you cannot send them letters or e-mail messages, or make them members of groups or companies. However, at some point, you may want to communicate with or track a secondary contact.

      You can promote the secondary contact to a primary contact. Once promoted, the secondary contact has its own contact record and is removed from the Secondary Contacts tab for the contact”

      So unfortunately, what you want to do is not possible. Now I don’t use or recommend too many add-ons for a variety of reasons but I have just done some research for you and I cannot find any reference to anything at all in relation to what you are looking for

      I fully appreciate the predicament as I have had several clients wanting to do exactly the same thing but to no avail

      I guess this is not the answer you were looking for but at least you now know its not possible

      My initial thought was to use the company level for primary contacts and the contact level for secondary contacts but I’m not sure this will work

      Give it some thought as you may decide that would be a suitable workaround

      Hope this helps

      Kind regards, Keith

  11. 22/06/2010 at 9:17 PM

    Keith, thank you for your answer. It is not what I want to hear or read. In some ways we find Goldmine a lot more effecient than Act and in others Act is more efficient than Goldmine.

    We do not want to promote secondary contacts to primary as this is a false contact, related to how we work. We are furstrated in that we did not fully understand the limitations of ACT and moved from Goldmine which handled tasks that we really require a lot more efficiently and was much more fluid than ACT.

    I spoke to some SAGE people a the local road show and it is as if I am banging my head against a wall. As far as I am concerned not every one is a primary contact and contacts advisors are secondary. I have a thick head 🙂

    We are thinking about moving back to Goldmine but am told that the migration from Act to Goldmine is a cumbersome job at best as Sage builds a fence around your information

    As mentioned before our efficency level has reduced by a good 35% and we are not happy about it. The local company who represents ACT also reprepsents Goldmine and they did not explain the difference enough for us to really understand these differences.

    Not your fault, just makeing our life a lot more stressful.

    So for all of you who are using Goldmine or Maximizer or any other contact managment system, make sure you understand your programs benfits and limitations versus the others and do not move before you do understand.

    Thanks again, David

    • 05/07/2010 at 11:09 AM

      Hi David

      Continuing this thread about ACT vs Goldmine, here are my totally honest comments, bearing in mind that I don’t personally have too much knowledge of Goldmine however, several of my clients have so here’s my own take on this constant debate

      On the whole, I truly believe Goldmine has the edge when it comes to functionality, it really is a feature rich product and considering the information you can dissect from the system, it seems to provide a more in depth analysis of the raw data

      That said, I think ACT wins hands down in respect of usability, value for money (including support costs) and the huge scope available when you consider the worldwide network of developers creating add-ons to cover almost every eventuality.

      For businesses already using Goldmine, I’d love to sit here and say ACT is the best thing since sliced bread and you must convert because you’ll see huge benefits in doing so, but you know what, I just can’t.

      In fact, even though I have a variety of documents at my mercy that have been provided by Sage that clearly document the many benefits of ACT over and above Goldmine, I still can’t really say you should as I’m certain Frontrange also provide similar documents to substantiate the benefits of Goldmine

      Also, from experience, the migration process is not as easy or smooth as is suggested and beware of spiralling consultation costs if it goes wrong

      In summary for what it’s worth, existing Goldmine users stick with what you’ve got unless you have a very specific reason for change

      For new users dipping their toes and embarking into the world of Contact Management, CRM or whatever you want to call it, in my opinion, ACT is a much better solution.

      OK it doesn’t necessarily have all the bells and whistles but new users don’t want that right from the outset anyway. They want something that’s easy to use and allows them to analyse their contact behaviour better than commonly used systems such as Outlook or worse still, Word or Excel.

      Plus with any new system, you must always consider the overall cost of implementation, not just the software cost because when you do weigh up the whole package, ACT will leave Goldmine standing every single time

      Hope this helps

  12. 30/06/2010 at 11:30 AM

    Keith,

    My son shared your video on shortcut to client folder. It was well done. Thank you for sharing your tips. I am certain I will have questions in the near future for you.

    Regards,
    Maggie

  13. Paul Blum
    10/07/2010 at 1:42 AM

    Thanks Keith for the video on security. Well presented. Points taken.

  14. Harvey Dun
    17/07/2010 at 6:12 PM

    Keith,

    Thank you for the video on the short cut for explorer folders. Great I have been trying to get this for ages, but even Act support didn’t know how to do it.

    Harvey

  15. Bella Simpson
    02/12/2010 at 8:00 PM

    Nice text. When will I get the more info?

    Bella Simpson
    polish escorts warsaw

    • 07/12/2010 at 3:23 PM

      Hi Bella

      The full tutorial is actually part of a coaching program I’m about to launch early in 2011. However, because I always try and provide the greatest value that I possibly can, I’ve decided to open this one up for FREE

      Hope you enjoy it and please be sure to come back and give me your feedback as to what you thought of the content

      http://www.act-2010.co.uk/archivevideos/ACT2010Folder_Shortcuts

      Warm regards

      Keith

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