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README FILE This file contains information about changes made since the docu- mentation went to press. Please review this information before running ACT!. You may also want to print a copy for future reference. Documentation Corrections ========================= 1) User's Guide page 3-5, step #4 should read: Select the File, Save As option by pressing ALT,F,A or F12. ACT! displays the Save Contacts dialog box. 2) User's Guide page 3-14, additional note for step #3: Although the date stamp can be changed, it is not advisable to change the date that ACT! automatically inserts. Once a note date is changed - even if the format is correct - ACT! does not change the date internally to match the date you enter. Therefore, when running reports that extract Notes based on a date range, such as the Notes Report, the note may not be included in the report output. 3) User's Guide page 7-7; Reference Manual pages D-38 and D-41; Version 1.1 Addendum pages 25 and 28: new Direct Link Settings dialog box. The Direct Link Settings dialog box displays the status of each COM port next to the COM port. ACT! can report the following for COM port status: Mouse, Modem, Unavailable and Free. Select a Free COM port to use for Direct Link. If there is not a Free COM port, select Mouse. 4) User's Guide page 7-44; Addendum page 44: GOTO command options should read LAST_CONTACT (instead of LASTCONTACT) and FIRST_CONTACT (instead of FIRSTCONTACT). Also, the LOOKUP command options should read: LAST_NAME (instead of LASTNAME), FIRST_NAME (instead of FIRSTNAME) and MY_RECORD (instead of MYRECORD). HP 95LX Users -- Read Before Using Direct Link ============================================== If you currently use Direct Link in ACT! for DOS to transfer data to/from ACT! for the HP 95LX, please note the following before using Direct Link in ACT! for Windows: Before using the Direct Link feature in ACT! for Windows, you will first need to reconcile the HP database in the ACT! for DOS version. If the HP database is not reconciled in ACT! for DOS using the process described below, you may receive duplicate records including duplicate Notes, History and Activities in the ACT! for Windows database when receiving HP data. 1) Use the Direct Link command in the ACT! for DOS to Receive data from the HP 95LX into your PC database. After the HP data is merged into your ACT! for DOS database, do not make any changes to the HP database. 2) Convert your ACT! for DOS database into ACT! for Windows database format using the File, Open command. Select the "ACT!/1stACT!" file type. (For complete details, refer to Chapter 6 in the User's Guide.) 3) Once the database has been converted, use the ACT! for Windows Direct Link command to send your database (or selected records from the database) to the HP 95LX. After data has been sent to the HP, you can once again add or modify records in the HP database. Please refer to Chapter 7 in the User's Guide for details on the Direct Link feature. Import MAP Files for Importing from Other Applications ====================================================== ACT! ships with several pre-defined map files used for importing data created in other applications and saved in ASCII delimited format. Maps included are: LOTUSORG.MAP (Lotus Organizer), MAXIMIZE.MAP (Maximizer), PACKRAT.MAP (Packrat) and YOURWAY (YourWay). A map file for Commence data is not included. In order to import data from this program, save the YourWay database in dBASE format. Use the dBASE import filter provided with ACT! to import this data. See Chapter 6 in the User's Guide for details on importing. NOTICE: In order to successfully import data from Lotus Organizer, make sure that all records in the Lotus file have the exact same number of address lines. Otherwise, the data will not import correctly into ACT!. ACT! as a WinFax Phonebook Server ================================= ACT! functions as a phonebook server to Delrina's WinFax PRO. In order to use this feature you must have the most current version of WinFax PRO 3.0 maintenance release. This feature allows you to select a group of contacts from the currently open ACT! data- base as fax recipients. NOTE: If an ACT! contact Notes window is currently open, you will not be able to fax a document from within ACT! except to the active contact, regardless of what contacts are selected in the phonebook as recipients. Additional Layouts ================== Two additional layouts are available: Alternate and Large Monitor. The Alternate layout contains most fields from Contact Layout 1 and 2. Large Monitor incorporates all fields from Contact Layout 1 and 2 (except User 15) into one layout and is designed to be used when running in high resolution mode. Calendar in Query ================= Calendar is a new Query menu command. You can also access the calendar by pressing the {F4} key. Use the calendar to insert a date into a field by selecting the date from the calendar and choosing OK. Updated Reports =============== The telephone country code and primary phone extension fields have been added to the following reports: Future Activity, Completed Activity, Task List, Status, Notes and Directory. These reports are included with the Complete Installation. If you are updating to version 1.1 from a previous version of ACT! for Windows, these modified reports are not installed with the Update Installation option. You can install these reports using the Custom Instal- lation option. Uppercase Field Data Type ========================= Uppercase is a field data type that allows alphanumeric data. Characters entered into a field with this data type are auto- matically capitalized. You can access this data type using the Edit, Field Attributes command. Once a field has been set to the Uppercase field data type, any data already entered into the field will automatically be converted to uppercase. Warning: Data stored in an Uppercase field cannot be changed to lowercase or mixed case by changing the field data type to another type, such as Character. Clearing Startup Settings ========================= Using the Edit, Preferences, Startup Settings command, you can assign a default database or reference library file. Use the Browse button to specify the default file name. Use the Clear button to remove the specified default file. If you do not specify a default file, ACT! automatically loads the last database you accessed. Basic Fields for Merge and Direct Link ====================================== Merge settings include an option for merging only Basic fields into a new record in the destination database. Basic fields include the following: Contact, Company, Phone, Extension, Country Code, Title, Salutation, Secretary, Address1, Address2, Address3, City, State, Zip, ID/Status, Alternate Address1, Alt Address2, Alt City, Alt State, Alt Zip, Owner and Manager. Overview of DDE Templates Provided with ACT! ============================================ ACT! ships with the following document and template files located in the \ACTWIN\DOCS directory: File Name Description ACT!.DOC Word document file with links established for addressing a letter. Also includes the FormLetter macro. Executing this Word macro prints the document for each person in the active group of your open ACT! database. ACT!.DOT Word template file which includes the FormLetter macro described above. WORDLINK.DOC Word document file with links established for addressing a letter. Links can be updated each time you access this document to extract the infor- mation from the active ACT! contact. MINIACT.DOT Word template file which includes the MiniACT macro described later in this document. AMILINK.SAM AmiPro document file with links established for addressing a letter. Links can be updated each time you access this document to extract the infor- mation from the active ACT! contact. MINIACT.SMM AmiPro macro file which includes the MiniACT macro described later in this document. WPLINK.WP5 WordPerfect document file with links established for addressing a letter. Links can be updated each time you access this document to extract the information from the active ACT! contact. Note to Microsoft Word users: Word version 2.0c or above is recommended for using the document and template files provided with ACT!. Contact Microsoft to obtain an update. MiniACT! Template for Word and AmiPro ===================================== ACT! includes MINIACT.DOT (Word template file) and MINIACT.SMM (AmiPro macro file). These files are installed in the \ACTWIN\DOCS directory during installation. In order to use these templates, it may be necessary to copy these files into your word processing directory. The MiniACT templates include the MiniACT macro. The MiniACT macro included in each template uses DDE commands to control ACT! from within Word or AmiPro Version 3.0. The MiniACT macro will allow you to perform the following ACT! functions from within Word or AmiPro: 1. View contact information from the current database Including Name Contact Phone Address Address 1 City State Zip Code Last Results 2. Insert new contacts into the current database 3. Modify contact information 4. Perform Lookups in current database including Queries 5. Insert contact information into Word or AmiPro 6. Dial contact phone numbers The MiniACT macro is designed to provide an example of what you can do using ACT!'s DDE commands in a Word or AmiPro macro. Refer to the User's Guide, Chapter 7, for details about ACT!'s DDE commands. ACT! Field Name Table for DDE ============================= Use the following field list to reference ACT! field names in DDE template files. Be sure to spell the fields exactly as listed below, including capitalization and punctuation. DDE Field Title Description Name company name Contact contact's name Address primary address - line 1 Addr1 primary address - line 2 Addr2 primary address - line 3 City city State state Zip_Code zip code/postal code Phone primary telephone Fax fax number Ext primary telephone extension Title contact's title Sec contact's secretary/assistant Dear salutation Last_Results last results ID/Status identification/status Referred_by referred by User_1 user field 1 User_2 user field 2 User_3 user field 3 User_4 user field 4 User_5 user field 5 User_6 user field 6 User_7 user field 7 User_8 user field 8 User_9 user field 9 User_10 user field 10 User_11 user field 11 User_12 user field 12 User_13 user field 13 User_14 user field 14 User_15 user field 15 Last_Reach last reached date Last_Attempt last attempted date Create_Date record create date Edit_Date record last edited date Alt1Last_Reach date last reached first alternate contact Alt2Last_Reach date last reached second alternate contact Last_Meet date of last meeting Letter_Date date of last letter Merge_Date date last merged Alt_Phone alternate (secondary) telephone Alt_Ext alternate (secondary) telephone extension Alt_Address1 alternate (secondary) address - line 1 Alt_Address2 alternate (secondary) address - line 2 Alt_City alternate (secondary) city Alt_State alternate (secondary) state Alt_Zip alternate (secondary) zip code/postal code Asst_1 first alternate contact's name Alt1_Title first alternate contact's title Alt1_Phone first alternate contact's telephone Alt1_Ext first alternate contact's extension Asst_2 second alternate contact's name Alt2_Title second alternate contact's title Alt2_Phone second alternate contact's telephone Alt2_Ext second alternate contact's extension Letter_Name last letter name Owner record owner's name Manager record manager's name Logon email logon identification Carrier email carrier's name Access printing access (public or private) Country_Code country code Car_Phone car phone Library name of attached reference library First_Name contact's first name Last_Name contact's last name (surname) User userid (currently not used) Merge_ID merge identification CC_Index country code index number Unique_ID unique record id Edit_Time last edited time Last_Compress last compressed date/time Notes notes memo field Call next scheduled call date Call_Time next scheduled call time Call_RE next scheduled call regarding Meeting next scheduled meeting date Meeting_Time next scheduled meeting time Meeting_RE next scheduled meeting regarding To-do next scheduled to-do date To-do_Time next scheduled to-do time To-do_RE next scheduled to-do regarding Specifying Database File Name in DDE Documents and Templates ============================================================ When using the provided DDE documents: WORDLINK.DOC, WPLINK.WP5 and AMILINK.SAM, the links to the current ACT! database have already been established. If you create your own DDE document file by cutting and pasting links, the links will automatically be hard-coded to the ACT! database that you are currently using. In order for these links to apply to any ACT! database, you can edit the links to show the word "DATABASE" as the File Name instead of an actual file path and name. Refer to your word processing application documentation for details about editing DDE Links. Hewlett Packard Printer Users ============================= If you use a Hewlett Packard laser or deskjet printer, we recommend that you ensure you have a current Windows printer driver installed. Using an older printer driver with ACT! can potentially cause printed output to be flawed. You can contact Hewlett Packard to obtain a current printer driver for your printer or the Universal Printer Driver. This driver is suitable for most Hewlett Packard printers. CompuServe users may also get printer driver updates via modem. Accessing a version 1.1 database with an older version of ACT! ============================================================== Once a database has been opened in version 1.1, it cannot be read in an older version of ACT! for Windows. In order to use a version 1.1 database in a 1.0x version of ACT!, use the File, Save As feature to create an ACT! for DOS format database by selecting the "ACT!/1stACT!" file type. Refer to Chapter 6 in the User's Guide for details. Once this new database has been created, in the 1.0x version of ACT!, use the File, Open feature to import this data- base. A description file used with version 1.1 cannot be used with a 1.0x version of ACT!. Version 1.1 Updates 1.0x Databases ================================== The first time an ACT! for Windows database is opened with version 1.1, ACT! displays a message indicating that the database must be updated. During the update process, ACT! writes new Unique Id numbers for each Contact record and every activity, history and note entry. The database is also reindexed to generate an index for the Unique Id field. This field is used as a record matching criterion in the File, Merge feature. The description file is also updated when used with version 1.1.