by Date Range
I recently received this e-mail from a sales rep I know:
what the #$@%
Date: 12/5/01 5:29 PM
I would like to sort by dates in Lookup and I notice that
some fields are not highlighted or not even listed as fields
although they appear on the screen. So, I can't sort by create
date as far as I can tell. Do I need to create and input a
create date myself even though the system has it. What is
this all about?
for your help (or pointing me to where I can get it).
sales rep is correct. After running a "Lookup" based
on the "Create Date," the "Lookup" can't
then be sorted by date. This is also true for the "Edit
Date" and "Merge Date" fields. However, there
are four standard data fields that are available to sort by
date after a "Lookup." They are: "Last Attempt,"
"Last Meeting," "Last Reach," and "Letter
Date." The dates in these fields are automatically picked
up from the "Notes/History" (respectively, "Call
Attempted" or "Call Left Message," "Meeting
Held," "Call Completed," and "Letter Sent").
does this matter? Perhaps you are interested in who you have
been talking to recently on the phone, and would like to see
those contact records listed in chronological order from today
back to some other date. From the "Lookup" pull
down menu select "By Example." When the dialog box
appears click into the "Last Reach" field under
the "Status" tab. Enter a date range as follows
"MM/DD/YY..MM/DD/YY" where the first date is the
beginning of your range and the latter is the end (today for
this example). The two periods ".." are the Boolean
operator that signifies "range". Clicking the green
exclamation point creates the "Lookup" of contact
records with whom you have completed a phone call during the
specified date range.
display the "Lookup" as a list, and sort it by date,
click into the "Contact List" view (from the "View"
toolbar typically placed vertically on the left). By right
clicking the mouse anywhere on the table of contacts, and
selecting "Add Columns," a dialog box will pop up.
Scroll down to "Last Reach" and highlight this entry
by clicking it once. Next click the "Add" button
and finally "Close." The new column of information
will be displayed at the far right of the view, so you may
have to scroll to uncover it. Now click the header "Last
Reach" at the top of the column. This will sort the list
by date in the column with the oldest at the top of the list.
Clicking the header again will reverse the order and place
the most recent date at the top of the list.
as our sales rep suggested, you create a new data field to
record dates in your database, be sure to select "Date"
in the "Type" field under the "Attributes"
tab in the "Fields" section of the "Define
Fields" dialog box. Otherwise you will not be able to
"Lookup" by date ranges in this data field, only
by specific characters.
to Carl Glendening of Lebon Press in Hartford, CT for bringing
his dilemma to my attention. For his refusal to believe that
ACT! couldn't do what he wanted it to, and his willingness
to ask for help, Carl receives an "ACT! Tip of the Week"
Tipster Atta'boy! Carl also receives my thanks for relieving
me of the burden of having to come up with a topic so close