Important Licensing Notice for all Act! CRM Customers

Act! Circle LogoAct! Licensing Software Update

We have recently been informed that an embedded third-party software component of Act! that facilitates licensing services is being discontinued by the manufacturer at the end of 2018. As of January 1st, 2019, depending on what version of Act! you are running, there will be necessary steps that need to be taken to ensure uninterrupted access. You can read the statement from Swiftpage, here

This affects all Act! users

All Act! users will need to upgrade.

If you're on an old version, Act! may stop working in January.
If you have v18.2 or newer, YOU WILL NEED A PATCH
To Check Your Version in Act! – Help Menu > About Act!

As of January 1st, 2019, customers who haven’t updated Act! will no longer be able to:

  • Install Act! on new machines
  • Re-activate Act! on existing machines
  • Modify your user count
  • Make key modifications to existing machines (eg. Motherboard swap, network card swap)

If you make any of the changes listed above, your Act! product will fail to re-activate and you will lose access to the software completely.

*Note: If you are a NEW Act! customer (I.e. you are not upgrading from a different version), and you have purchased v21 on or after November 19th, 2018, you will NOT be affected by this issue.

Please refer to the obsolescence policy for your region below:

See below for the necessary steps for your version and the expected dates for updates.

If you have any questions, or need any help, please contact GL Computing by clicking on this button:

Contact GL Computing

Licensing Software Update: v17 and earlier

Solution:

Because you are on a retired version of Act! you are no longer eligible to receive critical updates and enhancements. In order to ensure uninterrupted access to your product, you must upgrade to latest version of Act! by December 31st, 2018.

More info

Licensing Software Update: v18.2

Solution:

Version 18 will be unsupported from Nov 30th 2018 as per the obsolescence policy linked above. In order to ensure uninterrupted access to your product, it is strongly recommended that you upgrade to latest version of Act! by December 31, 2018.

Should you elect not to upgrade to Act! v21, we have decided to make available a one-time update for v18.x products that seeks to address this specific issue in January, 2019. We cannot and do not make any representations as to how long this one-time update will provide the functionality of Act! that you expect. Please note that this decision to provide you with the update in this instance shall not be precedent, or require us to provide, neither now nor in the future, any fixes for additional issues that may or will arise after the date of obsolescence as specified in the Act! Support Obsolescence Policy.

  • Update 7 for v18.2 is expected to be available on January 8th, 2019.

*This page will be updated with the download link, when available.

More info →

Licensing Software Update: v19, v20 and v21

Solution:

In order to ensure uninterrupted access to your product, you must apply the update provided before December 31st, 2018.

*This page will be updated with the download links, when available.

More info

Winmail.dat replaces attachments sent by Office 365

attachment-winmailWhat is RTF, TNEF and Winmail.dat?

Outlook can use a special method, technically referred to as Transport Neutral Encapsulation Format (TNEF), to package information for sending messages. The use of TNEF is affected by settings in Outlook that are referred to as Rich Text Format (RTF). TNEF and RTF are not identical, but they are very similar.

A TNEF-encoded message contains a plain text version of the message and a binary attachment that "packages" various other parts of the original message. In most cases, the binary attachment is named Winmail.dat, and it includes the following information (if included in the message):

  • The formatted text version of the message (ie, font and colours).
  • OLE objects (such as embedded pictures and embedded Office documents).
  • Special Outlook features (I.e., custom forms, voting buttons, and meeting requests).
  • Regular file attachments that were attached to the original message.

Where to check for RTF settings in Outlook

When RTF is not working as expected (either all messages are RTF, or Meeting Requests and Voting are not working) there are several settings your need to check in Outlook.

Note: Exchange server administrators can also control RTF to Internet addresses. If the administrator disables RTF to Internet addresses, the settings in Outlook will not override them.

Global Properties

Composing new messages:

Outlook 2010, 2013, or Outlook 2016: File, Options, Mail and at the top. Set “Compose messages in this format” to HTML.

Outlook-TNEF Convert to HTML


Use this setting to control how messages created using RTF formatting or that require TNEF encoding are handled. If this is set to plain text or HTML formatting, Voting and Meeting Requests may not work unless you override the setting using Email properties.

Outlook 2010, 2013, or Outlook 2016: File, Options, Mail and scroll to the bottom of the dialog and set “When sending messages in Rich Text Format to Internet recipients” to “Convert to HTML format”.

Outlook-TNEF Convert to HTML

Recommended setting: Convert to HTML. Outlook will send all messages to the Internet using HTML unless you change the email properties (below).

Outlook 2007 and older: Go to Tools, Options, Email Format, Internet Options button.

You can also change the settings on a per-contact level by opening the contact card and double-clicking on the email address.

Registry Setting

If nothing seems to be working and you use Outlook 2007 SP2 or newer, you can use a registry value to end TNEF encoding once and for all. This will affect your ability to use features that require TNEF encoding, including Voting and Meeting Requests in native Outlook format.

  1. Close Outlook
  2. Start Registry Editor (type regedit in the Start Search box or Start menu, Run command and press Enter)
  3. Locate the following registry key:
    1. In Outlook 2016:
      HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences
    2. In Outlook 2013:
      HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Outlook\Preferences
    3. In Outlook 2010:
      HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Outlook\Preferences
    4. In Outlook 2007:
      HKEY_CURRENT_USER\Software\Microsoft\Office\12.0\Outlook\Preferences
  4. Add a new DWORD named DisableTNEF.
  5. Double click on DisableTNEF and in the Value data box, type 1
  6. Close the Registry editor and Restart Outlook

Act! 20.1 Update 6 is a great release! #ActCRM

Act-Premium_Plus_CMYKToday, Swiftpage has released Update 6 for Act! 20.1 and it has some significant improvements. Enough to be a service pack rather than just an update.

Twenty-two new or enhanced features and 90 closed defects!

Yes, you read that right! The developers and QA guys at Swiftpage have been putting in some serious effort to get this done – and yes, for those who don’t know, I have been contracted to help with QA as their Certified Act! Expert (the only one in the world) for the past year.

And here is the list:

Outlook integration improvements

  1. When sending an email to a someone whose email address isn’t in the database, you now have the option to create a new contact or to attach the email to another contact.

    Outlook - Add new Act! contact when sending email
  2. You can now enter ID/Status when creating a new contact from Outlook.

    Outlook - Adding Act! contact with ID/Status
  3. A preference setting to auto-attach histories to contacts and NOT to your My Record.

    Outlook - Auto-Attach Act! History

User Interface Improvements

  1. A Documents Tab option to save the selected file locally

    Act! Documents Tab - Save
  2. Contact column should display by default on Group and Company history tab
  3. Display preferences tabs on two rows

    Act! Preferences - Two Tab Rows
  4. Enable 'Look for' field in list views by default
  5. Move Lookup > Favorites further down the menu
  6. Remove inactive paging controls under the calendar task view
  7. Allow 'Create Lookup' from multiple selected companies (Windows client only)

    Act! Companies Lookup

Act! Premium for Web Improvements

  1. Left align the big button menu
  2. Managing opportunity processes to use the same terminology as windows
  3. Reduce Act! icon file size to improve performance
  4. Version numbers displayed should match windows client

Improvements to the Update

  1. Update Act! Notification link to point at the “What's Fixed” KB article
  2. Includes new Custom Tables package

SDK Improvements for custom add-on developers

  1. Add event where a contact, group or company is added to an opportunity
  2. Add events where opportunity total is modified or recalculated
  3. Add events where a relationship is added to a contact
  4. Add open and close events for the layout editor
  5. Provide consistent event for LayoutLoaded
  6. Record Created events are inconsistent or missing

Defects Closed

  1. FR- APFW - Task list view/ Activity Tab - Edit and Delete links are truncated
  2. FR- APFW - History list / Tab - Edit and Delete links are truncated
  3. FR- APFW - Notes Tab - Edit and Delete links are truncated
  4. TS - FR - Text Overlaps Button Edges When Deleting Contacts.
  5. TS - When creating a History item and selecting the Type as Other, the follow up button on the local install is greyed out, however it remains active on APFW.
  6. TS - Rescheduling a recurring activity with attachment does not create a rescheduled activity.
  7. Windows - Companies - Update linked fields messaging was not updated for "update linked fields" button
  8. LC - DE– Browse button is truncated on Save Copy As dialog
  9. LC - CF - Truncation in emarketing profile
  10. LC-FR-“Post” should be “Code postal” on Contact Detail View.
  11. LC–FR-On the Copy/Move Contact Data page, the text can’t be showed fully.
  12. LC–FR-On the “Reset Menus and Toolbars” truncation
  13. LC-DE- The selection box of “Opportunity (select one)” is misaligned in Act! Emarketing--Webpage dialog.
  14. Two same hotkeys “Alt + S” appear in the “Schedule Activity” box.
  15. Chrome-User Log out automatically with an error message occurred after using “Attach File…”.
  16. LC-FR-APFW: Truncation display on the Activity part on contact detail view
  17. Chrome – Dashboard – The activity cannot be deleted when we select “delete all activities in the linked series”.
  18. LC-FR-APFW: There should be more space between these buttons and the dialog frame
  19. TS - Relate Contact Window cannot be resized.
  20. LC-FR: Truncation in Email System Setup Outlook Address Books page
  21. TS - Act! Network Sync Service Update refers to Act! Update
  22. Lock/Unlock filter slider text needs to be centered as it's topmost currently
  23. TS - APFW - DE - Spelling error in Emarketing Opt Out menu.
  24. Space needed for easier reading Monthly contact limit
  25. Unable to connect to sync server error is incorrect
  26. APFW - The “Send At” field displays blank in the “Next Scheduled Email Campaign” section
  27. TS - APFW - Defunct 6 month survey appears
  28. TS - APFW - Error in Application when trying to change password when 'User cannot change password' is enabled.
  29. White icons of ‘Product Reports’ & ‘Opportunity Reports’ appear in New Report dialog.
  30. The ‘Favorite’ icon was changed from icon to text after resetting the Columns in the contacts List View.
  31. TS - APFW - Deleted Activities in IE do not disappear from list without refreshing page
  32. APFW - Calculated fields allow blank if set before choosing "calculated" as field type
  33. APFW - Activities - Schedule for dialog displays current user instead of "created by"
  34. LC - DE/FR/CF - Pro Welcome Page isn't directed to the correct regional page.
  35. Act! Update package (20.0 u5) references ACT2000
  36. TS - APFW - Unable to filter task list by keyword in IE.
  37. No scrollbar when creating calculated field with long formula
  38. TS - APFW - The advanced query open window doesn't always close in IE11.
  39. TS - Unable to delete a complete activity series in IE.
  40. TS - APFW - When using the 'replace' option when importing into APFW, information that is not being imported is removed from the record.
  41. TS - APFW - Company activities tab showing all activities after lookup in IE.
  42. TS - APFW - Standard Users unable to create secondary contacts if 'Delete Records' permission removed.
  43. TS - APFW - Able to create a remote database from another remote database via Web.
  44. LC-DE- Truncation issue occurred on Emarkting Overview.
  45. TS - APFW - Attempting to delete an in use opportunity stage gives misleading error.
  46. DE - Act! Notification message contains truncated text
  47. TS - APFW - Removing a field from a database when included in a 'customised columns' selection causes a logout
  48. LC-DE/CF/FR: The help descriptions of all charts are not translated into German or French.
  49. TS - APFW - Logged out of web or error message after adding a document to a new contact
  50. TS - APFW - Alarms window not appearing after a session times out
  51. TS - Old databases open in 20 without needing to update
  52. LC - CF/FR –Truncation issue occurred in Select Contacts dialog.
  53. LC_FR/DE/CF Truncation issue occurred in Act! Update Details dialog.
  54. LC – CF/FR Truncation issue occurred in Contact Merge Options dialog when import database.
  55. APFW - IE - Selecting "delete all occurrences" of recurring activities still only deletes one
  56. LC-DE Truncation issue occurred on the ‘Create, edit, or delete drop-down lists’ dialog.
  57. LC – CF/FR Truncation issue occurred in Opportunity Graph Options dialog.
  58. LC – DE/CF/FR APFW - Truncation issue occurred in Opportunity Pipeline Options dialog.
  59. TS - ISPA.exe runs at 100% CPU on TS environments.
  60. LC – CF ‘Share’ button is not translated to French on Open/Share database dialog.
  61. LC-FR/CF/DE – Translation issue occur during the creation of custom tables.
  62. LC – FR/CF/DE ‘Delete local preferences’ prompt box is not translated to French/Germany.
  63. LC – FR/CF/DE Some contents are not translated to French/Germany in Map Entity Fields page for Custom Tables.
  64. LC – FR/CF/DE Translation issue occur in Customize Columns dialog for Custom Tables.
  65. TS - APFW - History Result incorrect when sending an aem campaign via Web.
  66. TS - Email address from Outlook contact is used instead of email address in Act!.
  67. LC – FR/CF/DE The prompt box name – ‘Custom Tables’ is not translated to French/German.
  68. LC-FR/CF/DE – The contents of all prompt boxes are not translated to French and German when edit a record in the custom table.
  69. LC – FR/CF/DE - Truncation issue occurs in Mail Merge Wizard (7 of 7) dialog when mail merge by E-mail.
  70. TS - Upgrading Pro Databases to Premium 20.1 does not always update the Product Tier correctly.
  71. LC-DE Truncation issue occurred for ‘This contact is dynamically included in the groups listed below’ on the ‘Dynamic Groups Membership’ dialog.
  72. LC – DE/CF/FR The ‘company field’ is overlapped by the field selection box in Define Fields dialog.
  73. LC – DE ‘Browse…’ button is wrapped in Import List Items dialog.
  74. TS - History has no line break after the Regarding field in preview pane
  75. TS - APFW - Unable to schedule an activity series in Chrome when one of the activities is in the past.
  76. APFW-Custom Tables-Create a 2 Number fields and a Calculated Numeric field, using the Number fields, in Custom table via APFW gives errors
  77. APFW - Custom Tables - Creating a Field in Custom Tables before creating a custom table logs user out of APFW
  78. APFW - Custom Tables - Editing a custom table calculated field gives an error.
  79. APFW - Custom Tables - Cannot edit custom table field name.
  80. APFW-Custom tables-Clicking on Picture field in Custom table Layout Designer for Web gives error
  81. APFW-Custom Tables-Create 2 Picture fields in Custom table and add an Image in each of the fields via APFW, last Image added, overrides both fields
  82. APFW - Custom Tables - Industry Template Library option is unresponsive
  83. Custom Tables-Creating a Calculated field, based on Numerics, does not validate formula.
  84. TS - Web Info tab - Open Browser link uses IE and not default browser
  85. LC-FR : Missing translation for “Address” in Contact detail view.
  86. Pressing keyboard shortcut Ctrl+F5 when viewing AEM in Act! causes an error: Object reference not set to an instance of an object.
  87. Custom Tables - Calculated fields on Custom tables, break Schema export
  88. Deleting Series causes popup for delete recurring activity
  89. (Chrome) Warning in activity series doesn't let you continue
  90. Groups tree doesn't stick when navigating away

Emailing from #ActCRM via Gmail and SMTP on other ports.

Secure Email

One of the long standing issues in Act! has been the inability for the email clients (Windows Internet Mail and Act! Premium for Web email merges) to use alternate ports. You can record History from email sent via Gmail and you can sync the contacts and activities between act! and Gmail, but you can’t use it directly as your email server as stated in this Act! knowledge base article: What email systems are compatible with Act!?

Recently an Act! Consultant came to me to help find a workaround for an Act! Premium for Web (APFW) User who needed to do emails with Templates. They are using Google’s G-Suit as their corporate mail server.

The user did have Outlook on their users’ machines, but the APFW email merge only works from the server, direct to an SMTP server.

Always up for a challenge, I looked into a few options (both free and paid) and came up with the idea of setting up a simple IIS SMTP server on their server and having it route the emails via the Google servers.

As I thought this might be useful to many of you, I thought I’d describe the process.

Please note: These instructions are of a technical nature and should only be done by those with the appropriate skills and understanding. Should you need assistance with this, please contact your Act! Consultant or send me a message via the GL Computing Contact Form


Google Setup

Note: This section is only necessary for those wanting to email via Google.

First, you need to determine which Google system you’re using and what authentication is necessary to allow the SMTP traffic. There are three supported options to do this:

  • G-Suite SMTP relay (recommended) – Only for G-Suite customers
  • Gmail SMTP server
  • Restricted Gmail SMTP server – Only allows emails to other Gmail or G-Suite users, so probably not suitable for our use and won’t be covered.

G-Suite SMTP relay (recommended)

Gmail SMTP server

Sending Limits

A registered G Suite user can't relay messages to more than 10,000 recipients per day. For full SMTP relay limits, see Sending limits for the SMTP relay service.2,000 Messages per day. See Gmail sending limits.

Anti-spam filters

Suspicious emails may be filtered or rejected

Fully qualified domain name of SMTP service

smtp-relay.gmail.comsmtp.gmail.com

Configuration options

  • Options: Port 25, 465, or 587
  • Secure Socket Layer (SSL)/Transport Layer Security (TLS) protocols.
  • Dynamic IPs are allowed, but a static IP might be required due to authentication requirements.
  • Port 465 (SSL required)
  • Port 587 (TLS required)
  • Dynamic IPs allowed

Authentication requirements

Either a static IP address or a valid G Suite user login Your full Gmail or G Suite email address is required for authentication.

Please Note: I recommend selecting TLS and port 587 for security

Please Note: If selecting Gmail SMTP server or not using a reasonably stable IP, you can only authenticate with a single user account at Gmail and emails will go from that account. However, it is possible to assign multiple IP addresses to your server and configure each account to use a separate one.

Once you’ve decided on your preferred option, you need to enable that function.


Setting up your SMTP server

To workaround the problem with sending to SMTP on different ports, we’re going to setup our own private SMTP server which will then relay the emails to your ISP or Corporate server.

While there are many free or inexpensive SMTP server options available, I’m going to just cover the IIS one as every Act! user would have access to it.

While this can be setup on a Windows Desktop system, I wouldn’t advise doing this because of a number of limitations and reliability factors.

So, I’m going to include instructions for Windows 2008 R2 and Windows 2012.

Install Internet Information Services (IIS)

If you already have IIS installed (eg on your APFW server), you might be able to skip this section and go to “Install SMTP”.

  1. In Server Manager, select Add Roles
  2. On the Before you begin page in the Add Roles Wizard, select Next.
  3. For Windows Server 2008 R2:
    1. On the Select Server Roles page, select Web Server (IIS) and select Install.
    2. Select Next until you get to the Select Role Services page.
    3. In addition to what is already selected, make sure that ODBC Logging, IIS Metabase Compatibility, and IIS 6 Management Console are selected and then select Next.
    4. When you’re prompted to install IIS, select Install. You may need to restart the server after the installation is finished.
  4. For Windows Server 2012
    1. On the Select Installation Type page, select Role-based or Feature-based installation.
    2. On the Select destination server page, choose Select a server from the server pool, and select the server that will be running SMTP services. Select Next.
    3. On the Select Server Roles page, select Web Server (IIS), and then select Next. If a page that requests additional features is displayed, select Add Features and then select Next.
    4. On the Select Role Services page, make sure that Basic Authentication under Security is selected, and then select Next.
    5. On the Confirm Installation Steps page, select Install.

Install SMTP

  1. Open Server Manager and select Add Roles and Features. On Windows Server 2012, you might also need to select the correct server.
  2. On the Select Features screen, choose SMTP Server. You may be prompted to install additional components. If that’s the case, select Add Required Features and select Next.
  3. Select Install. After the installation is finished, you may have to start the SMTP service by using the Services snap-in for the Microsoft Management Console (MMC) – Windows Key + R > Services.msc

Setup SMTP

SMTP is an IIS6 feature, so the above steps will have installed that version and we’ll use it for setting up

  1. Start IIS 6 Manager – Start > Run > inetmgr6
  2. Expand the current server, right-click the SMTP Virtual Server, and then select Properties.
  3. We only need to worry about the Access and Delivery Tabs
  4. On the Access Tab:
    1. Select Authentication and make sure only “Anonymous” is checked. Click OK
      SMTP Access Authentication
    2. Select Relay. Select “Only the list below” then use the “Add” button to add the IP addresses (or ranges) of all your machines that are allowed to send emails. Click OK.
      SMTP Access Relay
  5. Go to the Delivery Tab:
    1. Select Outbound Security.
      • If using G-Suite SMTP Relay with IP authentication, select Anonymous access and check TLS encryption. Click OK.
      • If using G-Suit SMTP with SMTP Authentication, or if using the Gmail SMTP, then select Basic authentication and check TLS encryption. Click OK.
        SMTP Delivery Outbound Security
    2. Select “Outbound connections” and set the port to 587. Click OK.
      SMTP Delivery Outbound Connections
    3. Select “Advanced” and enter:
      • Fully-qualified domain name – The correct DNS entry to identify the public IP you’re server is on
      • Smart host
        • If using G-Suite SMTP Relay - smtp-relay.gmail.com
        • If using Gmail SMTP Server – smtp.gmail.com
  6. Close the dialog box and the Properties.
  7. Right Click on the SMTP Server in IIS6 and select “Start”

Test your setup

You can do a simple test from the command prompt. Windows Key + R > cmd.

  1. telnet
  2. set localecho
  3. o <your smtp server IP or FQDN> 25
  4. EHLO <your email domain>
  5. MAIL FROM:<sender@gmail.com>
  6. RCPT TO:<recipient@gmail.com>
  7. DATA
  8. <Type some text>
  9. Enter, type a period (.) and then Enter again
  10. If the server is working properly, you should get a response like this indicating that the message is queued for delivery:
    250 2.6.0 <INET-IMC-01UWr81nn9000fbad8@mail1.glcomputing.com.au.

Finally

Please Note: Make sure you correctly adjust your SPF records if using custom domains. This is essential if you don’t want your messages treated as spam.

Now you’re ready to set up your applications like Act! Internet Mail, Act! Premium for Web Email Merge, and Premium Mobile.

As always, you can let me know if you have any trouble with this or would like to book me to help you.

Saving memory when running #ActCRM on servers

Saving Server RamI was recently asked about how to remove some of the Act! items that load for each user from a machine used for Terminal Services, where only a few of the users needed Act!.
The following ideas are also worth doing on any system/server where Act!’s Outlook/Google Integration isn’t required. This also applies to Web Servers with Act! Premium for Web as the integration is done from the client end.
There are two basic areas where you can remove these components.

Startup Folder Shortcut

The All Users Windows Startup Folder can be found at:
C:\ProgramData\Microsoft\Windows\Start Menu\Programs\StartUp
These programs start up for all users. To open this folder, bring up the Run box (Windows Key + R), type shell:common startup and hit Enter.
From there, you can remove:
  • Act! Integration – this shortcut is only needed to set the Preferences for the ISPA (Integration Services Patch for Act!) that provides the synchronisation of Contacts/Activities with Outlook and/or Google.
Startup All Programs Folder - All Users
If you want to make this available to specific users, you can place the shortcut in their individual Startup folders, located at:
C:\Users\[Username]\AppData\Roaming\Microsoft\Windows\Start Menu\Programs\Startup
These programs start up for the current logged in user only. To directly access this folder for the current user, open Run (Windows key + R), type shell:startup and hit Enter.

Windows Registry Run Keys

Bring up the Run box (Windows Key + R), then type regedit and hit enter
Warning: We strongly recommend that you back up the system registry before making any changes. Incorrect changes to the registry could result in permanent data loss or corrupted files. Please make sure you modify only the keys specified. For detailed information on backing up the Windows Registry, click the link below:
How to back up and restore the registry in Windows
Check each of the following locations:
HKLM\SOFTWARE\WOW6432Node\Microsoft\Windows\CurrentVersion\Run
HKLM\SOFTWARE\Microsoft\Windows\CurrentVersion\Run
HKCU\Software\Microsoft\Windows\CurrentVersion\Run
From there, you can remove any of the following keys if you like:
  • Act! Preloader – This loads parts of Act! to make it faster when opening and using the program
  • Act.Outlook.Service – Needed to load the Act! address book in Outlook and for recording history
  • Act.Outlook64.Service – Needed to load the Act! address book in Outlook and for recording history
  • ACTSchedulerUI – Used for changing the Scheduler settings. Likely only needed for the admin
  • ISPA - Integration Services Patch for Act!. Provides the synchronisation of Contacts/Activities between Act! and Outlook, Exchange, Office365 or Google.
HKLM - Run Registry

Memory Saving

In my testing, removing all of these saves about 50MB Private memory and 200MB Commit memory per user for those not needing Outlook/Google integration with Act!.
Let me know, in the comments, if your results differ.