How to import a multi-user database and retain the Record Manager

Summary

This article explains how to import a multi-user database and retain the record manager.

Answer

ACT! 6 and below – The import and export process does not transfer attachments that are linked to contacts, for example, emails and documents. Therefore, we recommend you convert your database to preserve these attachments.

Note: Before you can import data from an earlier version, you must convert or upgrade it to your current version of ACT! For further information about this, please refer to Ask Sage Articles:

17657 To convert ACT! v3 – v6 to Sage 50 ACT! 2005 and above or ACT! by Sage 2009
17658 To upgrade ACT! v7 – v8 or Sage 50 ACT! 2007 to Sage 50 ACT! 2008
21520 To upgrade ACT! v7 – v8, Sage 50 ACT! 2007 or Sage 50 ACT! 2008 to ACT! by Sage 2009

This article explains how to export to another database and contains the following sections:

  • Import information – This section explains the limitations of importing data and the steps you need to take to ensure data is imported accurately.
  • To prepare the target database – This section explains how to prepare the database before importing into a blank or existing database.
  • To prepare the source database – This section explains how to prepare the source database before exporting the database.
  • To import the database – This section explains how to use the Import Wizard.
  • To copy supplemental files – The supplemental files for an ACT! database are included in the Attachments, Backup, Layouts, Queries, Reports and Templates sub folders of the database folder. This section explains how to copy these files to the target database.
  • To export users – You must export current users to the target database then create users from their Contact Records in order to preserve record managers.
  • To set duplicate checking – You must ensure that duplicate checking fields are the same for both the source and target database. At least one of the duplicate checking fields must have unique data for unique records to be identified.
Import information
  • Only ACT! users with security level of administrator or manager have access to the Import or Export options.
  • You cannot import or export data between ACT! by Sage and ACT! by Sage Premium.
  • Imported user records change to contact records in the target database. To retain record managers, you must export user records from the source database first then create users from these records in the target database.
  • Users with security level of less than manager must be changed to administrator or manager in both the source and target databases. This allows private contacts and activities, for which they are the record manager, to be imported to the target database.
  • Each user with private contacts or activities must login to both the source and target databases to import or export their data.

Sage 50 ACT! v8 – Opportunity user fields cannot be mapped during the import or export process. Before the data is imported,
you must ensure that changes made to the opportunity user fields in the source database, are changed in the target database.

Note: If data is imported or exported into an incorrect opportunity user field, you cannot correct this data using the
Replace, Swap, or Copy field options.

You are now ready to prepare the target database. For further information about this, please refer to the following section.

To prepare the target database

Export all user contact records, recreate each user in the target database, and then login to activate that user. For further
information about this, please refer to the section To export users later in this article.

  • Change all user security levels to manager or higher. The security level can be changed back after the import or export.

Check that the Duplicate Checking option includes fields that contain data in both the source and target database. The default duplicate checking fields are company, contact and phone. For further information about this, please refer to the section To set duplicate checking later in this article.

To import to a blank database:

If you do not have a database with existing contacts to use as a target database, we recommend you create an empty copy of your original database. This ensures that your target database has the same structure, including modified opportunity user fields, activity types, priorities and events. Activities with custom activity resources must be recreated before importing otherwise those activities do not import. To copy layout, report, and document templates that have been changed to the target database, please refer to the section To copy supplemental files later in this article.

To import to an existing database:

If you are using an existing database, all database fields must have the same attributes. For example, name, data type, behaviour and triggers. Activity types, priorities, and resources that have been modified must also exist in the target database. After the Import, you can copy any modified layouts, reports, document templates and activity series templates to the new database.

You have now prepared the target database and should now prepare the source database. For further information about this, please refer to the following section.

To prepare the source database
  • To allow all fields to import, open the Tools menu, choose Define Fields then select the Allow Editing check box for all fields.

Change all user security levels to manager or higher. The security level can be changed back after the import or export.

You have now prepared the source database.

To import the database

Note: Before importing the database you must complete the following:

  • If you are importing into a database with existing contacts, you must take a backup of the target database. For further information about this, please refer to Ask Sage Article 14516.
  • Login as the Database Administrator to perform the first import.
  • You must login as the same database user for both the source and target databases. This ensures the record creator and
    record manager is maintained and extended data is attached to the correct parent record. For example, Contact record,
    Company record or Group record.

1. Open the File menu then choose Export.
The Welcome to the Export Wizard window appears.

2. If required, select the Check to hide in the future check box then click Next.
The Specify Destination window appears.

3. Complete the Specify Destination window as follows:

4. To continue, click Next.
The Specify record type(s) window appears.

5. Within the What kind of records would you like to export? area, select Company records. Within the Which records do you want to export? area, select All records then click Next.
The Contact Map window appears.
Note: The Map this Field column displays the fields in the source database. The To this Field column displays the fields in the target database.

6. To continue, click Next then from the Specify Merge Options window, click Next.
The Completing Export Wizard window appears.

7. To complete the export, click Finish.
The ACT! desktop appears.

Tip: If required, to import Group records, repeat steps 1 to 7 and select Group records at step 5.

You have now imported your Company and Group records, for further information about importing Contact records, please refer to the section To export users later in this article.

To copy supplemental files

1. To check the location of the supplemental files, open the Help menu and choose About ACT! then click Database
Information.
The Database Information window appears.

2. From the Database Settings Information are, locate Supplemental File Location then note the path in the Current Value
column.
Tip: If required, to view the entire location, move the scroll bar to the right.

3. To close the Database Information window and return to the Sage 50 ACT! desktop, click OK then click OK.

4. Open Windows Explorer, browse to the location of the source database supplemental files folder then from the left-hand
pane, select the Layout folder.
The contents of the Layout folder appear in the right-hand pane.

5. Open the Edit menu, choose Select All.
The contents of the right-hand pane are highlighted.
Tip: If you want to copy only specific files, select those files from the list.

6. Open the Edit menu then choose Copy.
The files are copied to the Windows Clipboard.

7. Browse to the location of the target database supplemental files folder then from the left-hand pane, select the Layout folder.
The contents of the Layout folder appear in the right-hand pane.

8. Open the Edit menu then choose Paste.
The files held on the Windows Clipboard appear in the right-hand pane.
Note: To copy the remaining supplemental files from the source data, repeat steps 1 to 8 replacing Layout with the required folder name, for example, Templates.

9. To close Windows Explorer or My Computer and return to the Windows desktop, open the File menu then chose Close.

You have now copied the supplemental files from the source database to the target database.

To export users

1. Within the source database, open the Lookup menu, choose Advanced then choose Users.
The users appear in the Contact List window.

2. Open the File menu then choose Export.
Tip: If required, to export individual users to the Target database, select the required users then click Lookup Selected.
The Welcome to the Export Wizard window appears.

3. If required, select the Check to hide in the future check box then click Next.
The Specify Destination window appears.

4. Complete the Specify Destination window as follows:

5. To continue, click Next.

The Specify record type(s) window appears.

6. Within the What kind of records would you like to export? area, select Company records. Within the Which records do you want to export? area, select All records then click Next.

The Contact Map window appears.

Note: The Map this Field column displays the fields in the source database. The To this Field column displays the fields in the target database.

7. To continue, click Next then from the Specify Merge Options window, click Next.
The Completing Export Wizard window appears.

8. To complete the export, click Finish.The ACT! desktop appears.

9. Within the target database, open the Tools menu then click Manage Users.

Tip: If you are prompted to login, you must login as the administrator who completed the export.

The Select a User window appears.

10. To continue, from the Manage User Tasks pane, select Create New User.

The Create New User window appears.

11. Select the Create User from Contact – Create a new User from an existing Contact option then click Next.

The Choose Contact window appears.

12. Select the required contact then click Next.

The Enter User Information window appears.

13. If required, enter and confirm a password and from the Security Role drop-down list, choose Manager or Administrator then click Next.

The Specify Access window appears.

14. From the Logon Access area, select the Active – Pending log on option then click Finish.

The Select a User window appears.

Note: Repeat steps 10 to 14 for each user.

15. When all the users have been created as managers or administrators, to close the Select a User window and return to the ACT! desktop, click Close.

16. Close ACT! then restart the PC.

The Windows desktop appears.

You have now exported the users to the new database.

To set duplicate checking

1. Within the source database, open the Tools menu then choose Preferences.
The Preferences window appears.

2. In the Duplicate checking area, click Duplicate Checking.
The Duplicate Checking window appears.

3. From the drop-down lists, choose the required fields for checking duplicates in your data then click OK.
The Preferences window appears.

4. To close the preference window and return to the ACT! desktop, click OK.

Note: Repeat steps 1 to 4 within the target database, choosing the same fields in the same order for duplicate checking.

You have now set duplicate checking in both the source and target database.

For further advice or technical queries

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01603 516350

enquiry@mintmis.com

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