Your Group(s) Up-to-date
Last week I confessed to living with CRS. I can't yet be accused
of having had a "Senior Moment," but sometimes I
forget to do some of my basic ACT! stuff. Like putting new
contacts into their appropriate group(s) in my database. So
without sticking Post-it notes all over your monitor, how
does one keep group membership(s) up to date?
last week's Tip you may recall that one of the reminders that
can be set in ACT! is "Run group membership rules."
This can be done with the "Set Reminders" function
(as previously described), or by accessing the "View
Rules" dialog box from the "Group" pull down
menu in the ACT! "Groups" view (Group//Group Membership//View
Rules). The "View Rules" dialog box has a check
box option to set the periodic reminder. Running group membership
rules when reminded will keep information in your database
up to date.
run through an example of setting up a group membership rule.
you send out a periodic mail merge through ACT! with some
pertinent company information to all your prospects (special
pricing, inventory clearance, etc.) You always remember to
use the "ID/Status" field when creating new contacts
to identify your prospects, but sometimes forget to do the
group membership thing.
automate the updating of this group, open the ACT! "Groups"
view. Highlight the group you wish to work with by left clicking
on it once. From either the "Group" pull down menu,
or by right clicking your mouse, select "Group Membership//Define
Rules." This will launch the group rules wizard.
first screen will ask you to identify a Query that you may
have saved or allow you to choose any data field in your database.
For our example, choose "ID/Status." Click "Add
Value." Click the down arrow on the right side of the
field, and click again on "Prospect," and then the
"OK" button. You may add as many values as you need
for each field by repeating this process. The "Next"
button will advance you to another screen where you can add
a value(s) for a second field, if you so choose.
clicking the "Next" button, a summary of your choices
appears. Click "Finish" and ACT! will ask you if
you'd like to test your rule. This may take a few minutes
and completes the process.
the rule is in play. However, to beat CRS syndrome you will
have to remember to set the reminder. If your short-term memory
hasn't gone up in smoke, you can run the rule yourself by
clicking the toolbar icon with the red exclamation point in
the "Groups" view.