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The ACT! Data Cleanup Wizard
 Clean
up your data
Situation
Your database contains old or irrelevant data that you would like to
remove
Solution
The ACT! Data Cleanup Wizard is an application created by ACT!'s Database
Services Department. This wizard will selectively remove data from your
database, giving you the ability to clean up data using very specific
criteria. You can filter data by date range, selected user or users, or
individual data type.
How the Data Cleanup Wizard Works
1. When you run the program, you will have an opportunity to select the
database you want to cleanup. (For best performance make sure no one is
using the database in ACT! when you run the wizard.)
2. After you select the database, you will have an opportunity to select
your date range, and user options. It looks like this:
3. If you select "Within a date range" or "Before a certain
date," the wizard will remove data that is up to, but not including
the date(s) listed.
4. After you make those selections and click Next, you will be presented
with the data-type selection screen.
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There are check books for every data type there is in ACT!. You can
select all, none, or any combination of data types.
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If you choose to cleanup Uncleared activities, you have the option
to select uncleared calls, meetings and to-do's separately. If any
records in your database match the criteria you select, the record
will be deleted.
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The data type "Attachment" refers to Note/History records
of the type "Attachment" that are within the date and user
criteria that you selected.
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The option to cleanup"ALL invalid attachment" will remove
any attachments to files that are not present. (Usually because the
file has been moved or renamed). This applies to ALL invalid attachments
regardless of User, Date or the Type of record the attachment is associated
with, and in this case only, the attachment value is cleared, but
the source record is not deleted.
5. After you select your data type options, you will be given a chance
to review your settings. The review screen displays the date range, user
and type options you selected. It also tells you the numbers of records
of each type that will be affected by the change.
6. Clicking Finish will start the data cleanup process. This process
may take some time, especially on large databases. Your database will
be backed up before any changes are made. The backup file is created in
your database folder, and shares the same name as your database, followed
by a numeric date-time stamp, and the extension .ZIP. This backup is a
standard zip-compatible backup of your database and can be restored with
ACT! Restore or any other means to open and extract zip files.
7. If a large number of records have been affected, we recommend running
the standard Database Maintenance, Compress and Reindex on your database
when the process is complete.
Other Products by Sage Software
ACT! 6 & ACT! Upgrade —Full
ACT! 6 boxed product with manual. Upgrade to ACT! 6—must have a previous
version of ACT!
ACT!Alert —Quickly attach
editable POPUP messages to contacts in your ACT! Database.
ACT! Database Deduplication
Wizard —This wizard will merge duplicate contacts in your database.
Account Number Wizard —Automatically
create ID numbers for contacts based on dropdown lists and values that
appear in fields.
Attachment Migration Wizard
—Change the path of attachments stored within ACT!.
Touched Wizard —Create
a group of contacts that have had any of their data modified in a timeframe
you select.
Untouched Wizard —Create
a group of contacts that have not had any types of records modified based
on a timeframe you select.
Technical Support Information
Sage software
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