Showing posts with label Handheld Contact. Show all posts
Showing posts with label Handheld Contact. Show all posts

Sync up to 45K contacts from #ActCRM to your mobile device with @HandheldContact

HHC

Introducing HHC+

Sync up to 45 000 contacts from your Act! database to Handheld Contact on your mobile device!


For those Handheld Contact customers that need more than 15,000 contacts on their mobile devices, we finally have a solution for you. Over the last two years HHC listened and increased the normal sync limit from 7000 contacts to the 15,000 limit where it is today, and that has proven sufficient for most of our subscribers.

However, we know some customers still require more, and for those people we're offering "HHC+" starting later in January for both IOS and Android device users. HHC+ will include an upgrade to an additional 15,000 contacts for only US$20 more per year, or an increase of 30,0000 contacts (for a total of 45,000) for only US$35 more. Australian and New Zealand pricing to be available soon.

One of the key changes we had to make to the mobile client was the ability to filter the export of the HHC contacts to the native address book, which you will soon be able to do through our new "Searches" feature. In other words, create a saved Search, do the lookup, and export those contacts (or updates) to your device's address book.

We caution some users with older devices (eg. iPhone 3 and 4) that increasing their sync contacts from 15,0000 to a total of 45,000 can cause some performance issues. Newer devices that we've tested have not demonstrated any degradation in performance.

We’ve recently upgraded Handheld Contact with some new features, if you haven’t checked out the: New versions of Handheld Contact for Act! CRM

Please contact your Act! consultant or GL Computing if you have any questions on obtaining the new versions or on anything else regarding Act! or Handheld Contact 

 

New versions of Handheld Contact for #ActCRM and a special

logo2

Handheld Contact is very pleased to announce new releases for Android and iOS (iPhones and iPads).

* See the bottom of this article for a special December-only offer

This is a list of functions that have been added, or are planned to be added very soon to both OS versions:

  • User Interface enhancements to further replicate the Act! experience on the mobile
  • NEW Home screen for easy access to popular Handheld Contact features.
  • NEW “Searches” feature that allows mobile users to create look-ups with up to ten fields, and save them for later use.
  • Send e-mail blasts from Handheld Contact to your Searches and let Handheld Contact effortlessly create History records for you.
  • NEW “Favourites” button that allows users to quickly access the contacts they call most, while preserving the Act! History tracking they’ve come to rely on
  • Download free app for Business Card Scanning (Camcard.com) to creates contacts in native address from a photo of the business card, and then use the new HHC Contact Importer to import that new contact into Handheld Contact, and then sync to Act!.
  • You can also use the new HHC Contact Importer to capture any contacts that are only in your native contact list on your iPhone/iPad, and import them into Handheld Contact, which will then create a new record for them in ACT once the syncing process has taken place.
  • History items now give you a warning to check the details before saving.
  • NEW Reschedule button has been added to Activities.
  • When dialling extensions, you can choose if you want a 3-second pause before automatically dialling extensions, or if you’d like to tap to dial the extension. This can be changed under Settings > Contacts > Extension
  • Monthly calendar fills screen width-wise on portrait mode.
  • Task List date filter has been moved from settings to the Task List, accessed via a funnel icon.

    When scheduling an Activity, the Timeless button is easier to press on some devices.

    Have a look at these videos, to see these in operation:

    Handheld contact v3.0 for Android

    Handheld Contact v7.0 for iOS (iPhone and iPad)

    Special Offer for December Only

    act4outlook

    ‘Tis the season for giving!

     

    With the new releases of Handheld Contact, the biggest upgrade in years for HHC users, what better way to say thank you to new Handheld Contact customers than to bundle their subscription with the new “Act4outlook” – a terrific enhancement to your desktop integration of Act! & Outlook.

    Act4outlook is an Actcessory designed to enhance your Act!-Outlook integration needs, while breaking the shackles of the performance sucking Act!/Outlook Address Book. Finally you can disable the Address book integration between Act! & Outlook, without compromising the email History attaching your business relies on. Act4outlook passively attaches all outbound Outlook email to the appropriate contact History quickly, and provides enhanced options for creating contacts & activities from your Outlook inbox.

    Act4Outlook includes the following features:

    • Send Outlook contacts to Act! by simply right clicking one or more contacts from your address book.
    • Send an email from Outlook (even with Act! closed), and it will be attached to the matching record in Act! within a second.
    • Disable the Act-Outlook address book integration that so often slows down computers, and get all the functionality back with Act4outlook. Select an email and automatically convert it to a Contact or Activity, but in a way that is faster than ever before.
    • Link Contacts to Companies, Groups, or Opportunities after sending to Act.
    • Send one or more Activities to Act! from your Outlook calendar.
    • Select an email in your inbox, and click on "Go to Contact", and Act4Outlook will find the matching contact in your Act! database.
    • Act4outlook reduces duplication by keeping track of previously imported activities. If an activity is updated in Outlook with new data, simply re-send the activity to Act which will update the previously imported Act activity.
    • Attach one or more email messages directly to Contacts, Groups, Companies, or Opportunities. Linking the email to more than one type of record at a time does not create a duplicate entry in the Act attachments folder.

    More information on the Act4outlook page

    That is why we're offering all Handheld Contact customers this new Actcessory for FREE with each new subscription from now until the end of this year.

    For clarity, any Handheld Contact customer that either signed up new or added a new subscription (excluding renewals) in December 2016 will be eligible for this promotion, and receive Act4outlook for free (a $25USD value).

    Happy Holidays from your friends at Handheld Contact and GL Computing

     

  • Some Handheld Contact for Act! tips #ActCRM

    Hansheld Contact for Act! CRM - iPhone, iPad, Android and Blackberry

     

    Recently, I’ve been asked a few common questions about Handheld Contact, so I thought I would put them all in this single article.

    First, a couple of worthwhile articles to read:

     

    How to upgrade to the current version of Handheld Contact?

     

    Updating the HHC console on the PC/Server

    If there is a later version, here are the steps needed to update the PC/Server HHC console:

    If you are unable to access Handheld Contact on the PC or server, go directly to http://www.handheldcontact.com/downloads.php to obtain the latest installer for your version of Act!

    1. Open Handheld Contact on your computer or server.
    2. Once you are in Handheld Contact click on Help-->Check for Updates
      A pop-up should be displayed on the bottom right of the screen.
      If it says:  "Download available click here to download" click on it.
      If the pop-up does not appear, see above to obtain upgrade install file.
    3. You will be taken to the Handheld Contact Downloads page (mentioned above).
    4. On the downloads page click on the Act! version that matches your installed database.  If you do not know this, open Act! first and click on 'Help' and choose 'About Act!'.
    5. Download file "HHC-3_x_x_x.exe" (for Act! 12.0/2010 to Act! 14.0/2012) or "HHC-4_x_x_x.exe" (for Act! 15.0/2013 and higher) and save it to the desktop.
    6. Once the file has been downloaded close the Handheld Contact application on the Desktop/Server (if it is still open).  It cannot be running while the upgrade is started.
    7. Find the HHC-3_x_x_x.exe (or HHC-4_x_x_x.exe) file and run it.  When prompted, choose yes to update 3.x.x.x (or 4.x.x.x) to this version.
    8. Once the install has completed, click Finish and Handheld Contact should open automatically.
    9. Then click Maintenance-->Synchronize Users, select the checkbox beside all users accounts and then hit Sync Now. This will take some time to send the current Act! data to each of the devices.

    Updating HHC on the mobile device

    Apple iOS - Includes iPhone and iPad

    In order to upgrade the software on this device, you must do it through the 'App Store'.

    1. Open Safari.
    2. Go to: www.handheldcontact.com/ota 
      This will redirect you to the Handheld Contact app on the Apple App Store.
    3. You can also go directly to App Store and click on 'Updates'.
      Click on Handheld Contact Professional, then click on 'Update'.
    4. Enter the Apple ID and then the download/upgrade will begin.
    5. No reboot is required.

    Android

    Upgrading Handheld Contact will be performed through Google Play.

    1. Go to www.handheldcontact.com/ota on your device's default Internet browser
      This will re-direct you to Handheld Contact on Google Play.
    2. If not, go directly to the Google Play Store and search for 'Handheld Contact'. 
      From there you can press 'Upgrade'.
    3. You may be required to enter your username/password for Google Play.
    4. No reboot is required.

    Note: For Android users there is an option for 'Allow automatic updating'.  This is found within the Google Play Store when viewing Handheld Contact (after installation).  If this option is selected, then the upgrade will take place automatically.

    BlackBerry 10

    1. On the BlackBerry 10 device, open the Browser icon.
    2. Go to: www.handheldcontact.com/ota 
      This will re-direct you to the Handheld Contact app on BlackBerry World.
    3. Select Download/Upgrade button in the top right to begin the process of upgrading.
      This will overwrite the previous version installed.No reboot is required.

    What are the default fields that sync with Handheld Contact?

    Below is a listing of all the default fields that sync with Handheld Contact Professional.  You have the ability to add up to 42 more custom fields.  The total number of fields that will sync are 73.

    Company
    First Name
    Last Name
    Title
    Department
    E-Mail
    Personal Email
    Phone
    Extension
    Fax Phone
    Home Phone
    Mobile Phone
    Pager
    Alternate Phone
    Alternate Extension
    Address 1
    Address 2
    Address 3
    City State
    ZIP Code
    Country
    Spouse
    Home Address 1
    Home City
    Home State
    Home Zip Code
    Home Country
    Web Site
    ID/Status
    Last Results

    How many characters can sync in a field between  Act! and a handheld device?

    When making changes in Act! and syncing to the device (or back to Act!), Handheld Contact has some character limitations (including spaces) that must be met.  Please see below.

    Syncing from ACT! to device:

    • Activity Regarding Field - 256 characters.
    • Activity Details Field - 985 characters before truncation - HHC will show "(Truncated)(RO)" - 'RO' meaning Read Only.
    • Notes - 1500 characters.
    • History Regarding - 256 characters.
    • History Details - 985 Plus HHC will show "(Truncated)(RO)" - 'RO' meaning Read Only.
    • Contact Character Field - 450 character MAX due to Act! limit.  Go to Tools - Define Fields to determine field max limit.
    • Contact Memo Field - 236 characters before truncation - HHC will show "(Truncated)(RO)" - 'RO' meaning Read Only.
    • Contact Location Field - 128 characters.

    Syncing from device to Act!:

    • Activity Regarding Field - 256 characters.
    • Activity Details Field - 1000 characters.
    • Notes - 1000 characters for iOS devices, 1500 for Android/BlackBerry devices.
    • History Regarding - 256 characters.
    • History Details - 1000 characters for iOS devices, 1500 for Android/BlackBerry devices.
    • Contact Character Field - 450 character MAX due to ACT! limit.  Go to Tools - Define Fields to determine field max limit.
    • Contact Memo Field - 236 characters.  Handheld Contact on device does not limit what can be entered into the field but if you exceed the max, the contact changes do not sync into Act! and no errors are produced.

    Most Common Issues with Handheld Contact

     

    Desktop/Server (console) application:

      1. Error message when syncing: "Communication with sync engine failed! The syncing process has been aborted! HHC Service is not running or doesn’t have the required permissions". Click here for solution.
      2. Message Queuing Service is not installed.  The error message is "Unhandled Exception occurred: Message Queuing is not installed or running on this PC".  Click here for solution.
      3. Logon Error when attempting to sync.  Error is "The user: {ACT NAME} failed to log on to the ACT! database: {DATABASE NAME}".  Click here for solution
      4. Cannot get beyond "Act! Administrator" screen on set up. Click here for solution
      5. Upgrading the desktop software.  Click here for solution.

    iPhone/iPad:

      1. Getting caller ID on device by exporting Contacts. Click here for solution.
      2. Handheld Contact on the iPhone/iPad unexpectedly closes.  Click here for solution
      3. Close Handheld Contact and restart it properly.  Click here for solution.
      4. The Contacts, Task List and Calendar icons are not available on the device.  Click here for solution.
      5. Syncing with both iPhone and iPad.  Click here for solution.
      6. Upgrading the device software.  Click here for solution.

    New Security options for Handheld Contact

    handheld_contact_logo_2As mobile demands grow, so do security concerns, and organizations using Handheld Contact have been asking for more control over their ACT! CRM data.

    Limiting features and data access is an excellent, proactive approach for organizations to protect their data. And today — thanks to popular feedback from clients — we are excited to introduce two new security features that enable Handheld Contact administrators to do just that: One-Way Sync and Export Contacts Control.

     

    One-Way Sync

    With One-Way Sync, a Handheld Contact administrator can disable data modifying and adding on a per-user basis. The end-user still gets to take advantage of Handheld Contact's powerful interface to access the data they need, and the organization can improve the security and integrity of their ACT! database by limiting functionality.

     

    Export Contacts Control

    Export Contacts Control allows a Handheld Contact administrator to disable the Export Contact feature on a per-user basis. Once disabled, ACT! data on the end-user's mobile device cannot be exported from the Handheld Contact mobile app to the device's built-in contacts app. The device's built-in contacts app is accessible by other services and third-party apps, so by disabling the Export Contacts feature, you eliminate the risk of ACT! contacts falling into the wrong hands.

     

    Using One-Way Sync and Export Contacts Control

    These new security features are available for you to use today and are conveniently accessible from the Handheld Contact computer application. Simply upgrade the ACT! server with the latest Handheld Contact computer application and all the associated Handheld Contact mobile devices with the latest mobile app and you're ready to go.

     

    ACT! Users Celebrate: Sage sells ACT! & SalesLogix to Swiftpage

    act_fanatics_hdrFor those who haven’t heard:
    Sage is selling ACT! and SalesLogix to Swiftpage
    And it’s great news for all involved

    Here are the relevant official releases:

    As someone who has spent more than 25 years supporting ACT! and supported more ACT! users than anyone else over that time, I have had hundreds of messages and questions about this since the Friday announcement. Mainly focused on these areas:

    1. How many owners has ACT! had?
    2. Why would Sage sell the products?
    3. Is Swiftpage a good choice for ACT! and the ACT! Community?
    4. What does this mean for Mike Lazarus 

    Let’s discuss these one at a time – However, as I haven’t worked in the SalesLogix space, my views are from an ACT! perspective.

    How many owners has ACT! had?

    From The History of ACT!, this is the 4th sale of ACT! – and, if you don’t count Pat twice, the 4th owner:

    • In 1993: Contact Software International (ex Conductor Software) purchased by Symantec
    • In 1999: Sold by Symantec to SalesLogix (owned by Pat Sullivan, one of the co-founders of ACT!) – later renamed as Interact Commerce Corporation
    • In 2001: Interact Commerce Corporation purchased by Sage Group Plc (Best Software in the US at that time)
    • And now sold to Swiftpage

     

    Why would Sage sell the products?

    It’s useful to understand the reason Sage wanted ACT! (and SalesLogix) in the first place … a decade ago, companies in the ERP arena like Sage, Microsoft and others believed that they could gain advantages in the small-mid business market by providing a front-office solution to complement their accounting and ERP solutions, in a similar way that solutions sold to larger enterprises had done to lock in users to a single vendor.

    This essentially failed for a number of reasons:

    • Sage never managed to achieve the promise of real integration between ACT! and their accounting products to a level where they could show an advantage in an SME customer purchasing both from the same vendor
    • Unlike with the enterprise users, small-mid businesses do not make the decisions on their accounting and their sales/marketing solutions at the same time or from the same management needs
    • Sage never fully understood that the CRM market is different to ERP in it’s use – especially for small-mid market users and for those in international markets

    Also, like SalesLogix (Interact), they thought that the ACT! base would become a feeder channel that they could convince to move to their bigger products – this belies the passion that most ACT! users have for the product and the reason why both Symantec and Sage couldn’t remove the ACT! branding to replace with their corporate ones. It also failed to appreciate how the needs of ACT! users differed from those of the other products.

    Sage has had a tumultuous relationship with ACT! and the community surrounding it:

    • They did recognise that, in order to add functionality that users wanted, ACT! needed to be re-engineered from the CodeBase architecture that the Symantec re-write had been based on. However they made the mistake of jumping on .Net and MS-SQL well before it was ready for prime-time (most tech support issues are related to the Microsoft components rather than Sage code) and this further limited the product in portability to Mac or other operating environments.
    • Most of the long-time ACT! staff were let go instead of being promoted. This created a vacuum of requisite knowledge of both the product and the users within the organisation
    • With the exception of the brief stewardship of David van Toor, senior management refused to engage the users and partners with any communication about problems or the direction of the product – to me, this was the single biggest error that Sage made. Although, since the more recent promotion of Ben Lederer to the Product Management position, this has been improving as I stated in the post: Looking ahead with #SageACT! 2013
    • They gave up on ACT! in many international markets such as Asia, India and recently outsourced the Australian and New Zealand market to ACT! CRM – at least this last one improved the resources for ACT! users and partners
    • Sage also failed to understand the mobile needs of the users – or that the mobile users for ACT! and SalesLogix have quite different needs. ACT! has been in the mobile market longer than most (since supporting HP95LX in 1992), but Sage’s years of trying to get their Sage ACT! Connect product (renaming it several times) working has been a distraction and a failure. It was the first time I’d ever publically advised against using a product with the ACT! brand in the post Getting ACT! on your phone and again in Problems with Sage Mobile for ACT! (new ACT! Mobile Live) and, most recently in this Sage ACT! Mobile Solutions Comparison. While the newer Sage ACT! Premium Mobile interface has some good functionality (when they get it right) for Premium users who can administer an IIS infrastructure, I’d suggest that Connect should be put to rest and that Swiftpage should work with Handheld Contact to provide a complete solution.

    I do not feel, as some others do, that making ACT! a pure SaaS product would have been the right answer for Sage. One of the long-time ACT! consultants, Paul Marentette, put it this way:

    I'm seeing a real backlash in the marketplace against high-cost, slow response plus the restricted controls endemic with SAAS. Remember, ACT! is uniquely positioned to work well over the web, but even better in on-premise/self-hosted environments while supporting mobile and remote users with the full features and fastest response only available from a local database.

    ACT! has, in fact, been available as a hosted solution (browser or remote desktop) since 2003 – and I agree with Paul, in that one of ACT!’s advantages has been the variety of remote support options and third-party integration products that are not available in full SaaS offerings. As well as the higher expense that monthly fees typically entail and the fact that ACT! was built around the mobile sales-warrior who will often need access where the internet is not readily available.

    That Sage has been wanting to sell off these products should come as no surprise. Most of us arrived at this conclusion seven months ago when Sage defined ACT! and SalesLogix as “non-core” as you can see in this discussion thread (despite Sage’s denials at the time)

    Sage has realised that it’s good business sense to focus on the solutions it knows best … and, like when Symantec made the same decision previously, I believe this is the right call and will be good for both Sage Group, plc and for the products they are selling.

    There are some who may think that the lack of corporate backing by Sage might hurt ACT!. Sage will maintain a 16.1% stake in the new ACT/SalesLogix operations, so there still is that backing to leverage off when it has value

    Is Swiftpage a good choice for ACT! and the ACT! Community?

    My answer: A resounding YES!

    The Friday announcement is the public statement of intent. It’s still subject to final regulatory approval (which can take from a few weeks in up to 3 months) and no specific details of their plans have been revealed.

    So, what is it about Swiftpage that I find so compelling and exciting?

    • Swiftpage understands the products and the market
      They have been working with the ACT! Community, as an add-on vendor, since about 2004. Senior Vice President and General Manager - Sage ACT! and Sage SalesLogix, Dan Wilzoch, pointed out:
      As an existing partner and provider of Sage E-marketing for Sage ACT! and Sage SalesLogix, Swiftpage also brings a thorough understanding of our customers, partners, products and the markets in which we compete.
    • Their partners find them great to do business with and they inspire loyalty
      I should point out that, unlike other members of the ACT! community, I haven’t had a lot of dealings with Swiftpage as I don’t sell directly to end-users and my client base tends to be ACT! Consultants, Resellers and Add-on vendors that prefer communications and news via forums such the LinkedIN ACT! Fanatics Group – in fact, I previously produced add-ons for ACT! that directly competed with them, such as MergeMaster! for ACT! 5/6. My only connection with them is that I have, at times, recommended them to users via this affiliate link: Swiftpage
      But, I know from all the many resellers and users that I deal with that Swiftpage has been a superlative organisation for them to deal with. They have been responsive and supportive of users and community, alike.
    • Swiftpage understands the sales and marketing mentality
      As their focus has been in digital marketing, they come from an appreciation of the needs of sales and marketing, which is quite different from those looking for an ERP or accounting solution.
    • They understand the real value of ACT!
      As a long-time add-on vendor, they know that ACT!’s value is in having a great, easy-to-use, core-product with users able to build the solutions they need via the huge number of add-on products available. Hopefully, this will means they will make it easier for such solutions to be created.
    • Swiftpage has been in the cloud for a long time
      While most ACT! users prefer the speed and functionality of local copies – as regional internet access improves and the market continues to mature, the benefits of having hybrid systems combining hosted (or SaaS) and on-premises solutions will be an area that ACT! is better enabled to take advantage of.
    • Swiftpage is an entrepreneurial enterprise – like most of the ACT! user-base
      ACT! has always flourished best when not constrained by the controls and red-tape associated with larger corporations that try to pigeon-hole it within their broader product range.
    • Swiftpage has the necessary financial backing
      Via investment from Accel-KKR, one of the preeminent private equity firms in the US. Accel-KKR has a reputation for creating high growth software companies. They would not be investing in Swiftpage if they did not think they have the skills and resources to make ACT! a big success
    • They intend to make the international market a focus
      Swiftpage has a lot of activity internationally and expects the international ACT! market to be an important point of growth going forward. 
    • I spoke to Swiftpage’s Chairman and Founder, Bob Ogdon, on the weekend. He reaffirmed that Swiftpage wants to reignite the energy and passion that the communities of both products still have in heavy supply. It is the intent of Swiftpage to  include the ACT! community in a very active role.  He told me that they want to make an impact and they need the key players in the ACT! community to be involved for that to happen.

    One can see from this thread that the “ACT! Fanatics” in the Community are very much behind this change:
    Announcement from ACT! Fanatics - ACT! and SalesLogix sold to SwiftPage

    What about the future?

    • They are bringing over 250 of the ACT! staff … this includes UK and US staff. Time will tell as to how many of those stay in place. There are many that I hope do just that – I won’t name those I especially think are important here, for fear of upsetting any I may inadvertently miss
    • As I mentioned above, ACT! CRM is distributing in Australia and New Zealand and I’d expect this to continue. While there are some changes I might make to the local policies, I have considerable faith and trust in Michael Bryant (the long-time ACT! Consultant behind the new distributor). He knows the local market, has a considerable investment in both money and time behind the product, and has shown himself to have exceptional business and entrepreneurial skills
    • I hope they listen to, and work with, the local Consultants in Europe and South America as well as looking at reigniting the markets in Asia, India and others that Sage left. Most especially, they need to understand some of the international issues that Sage had ignored. I’d be more than happy to assist them in this venture.
    • I do hope they remove the artificial barriers of international regionalisation that Sage implemented (especially amongst the partners). While this is de rigueur for ERP and accounting solutions, it’s counter-productive for contact managers and CRM
    • They should look at ending the annual upgrade cycle that makes more sense for ERP products than it does for CRM … good products should have their releases determined by development and QA, not by marketing, accountants and analysts.
    • They should refocus on the core product – and look at the options to leverage off both on-premises and SaaS. Then promoting the third-party vars for functions they are already doing so well.
    • More specific plans will be discussed and announced as the transfer proceeds to a close.

    The ACT! world is going to be fun again - In fact, the only negative I can see is that searching the web for “ACT!” produces far too many unrelated results, compared to “Sage ACT!” or #SageACT on Twitter

     

    What does this mean for Mike Lazarus 

    Well, after 25 years supporting ACT!, including over 13,000 posts to the Sage ACT! Community site, winning the Experts-Exchange Titan Award 3 times and running the LinkedIN ACT! Fanatics Group, I can’t see myself going anywhere in the near future … but I am looking to see what opportunities this may present.

    I must say that I have been delighted, humbled and a little amused by the posts in this ACT! Fanatics thread – while I don’t see the option of Pope being available, I would certainly be open to talking to Swiftpage and see how they could best leverage my skills, on-line reputation and passion for the product.

    It the mean time, I’m looking to set up an ACT! Fanatics Club to provide the type of training indicated in this thread – please let me know if this would be of interest to you and worth putting the effort in?

     

    Taking your ACT! on holiday

    mike-hc-boxAs we approach the festive season many of you will have your minds turning to travel … some of you to warm climates enjoying beaches and swimming, while others to cooler areas that might involve building snowmen or some skiing. So I thought it would be useful to discuss a couple of important areas before you finalise your plans:

    1. Have you checked your backups?
    2. Will you have access to your Sage ACT! data if you need it on the road?

     

    Checking your ACT! backups

    • If you have not already done so, set up the Sage ACT! Scheduler to automate your backups as per this ACT! Knowledge Base article:
      How to Use the ACT! Scheduler to Automatically Back Up Your Sage ACT! Database
    • If you have done this, make sure you check the Scheduler logs to be sure it’s running ok as it doesn’t notify you if it’s been failing
    • As an extra precaution, use another backup utility to store the backup in the “cloud” in case of a disaster. One easy way is to use Dropbox and backup to the Dropbox folder.
    • Before you go, do a test restore from your backup … use “Restore As” and restore to a different name or folder, then test you can log in and access your data. You really should do this about once a month anyway.

     

    Accessing your data on the road

    mike_hc_banners-calendar-summerWhile most of us prefer not to think about work while we’re having our much needed rest and relaxation, for those of us in small business we know this simply isn’t a realistic wish. It’s pretty certain that when we don’t have access is when something will arise that needs your data on hand.

    There are some things we need to consider to ensure that we have that data and can use it:

    • For those of you travelling outside of metro areas, you might find yourselves without decent WiFi or cellular data (or the costs to access these might get prohibitive). This could mean you can’t rely on access to web browser versions of Sage ACT!. So it’s always best to have your Sage ACT! data synchronised to a mobile device (smart phone or tablet).
    • If you’re travelling to another country, many of the sync links to ACT! do not properly support international country codes and dialling rules to dial in the country you’re in or to dial back to contacts in your country.

    mike_hc_banners-calendar-winter-2The product I use that does the best job of keeping my Sage ACT! data with me is Handheld Contact. It syncs data to iOS (iPhones, iPad, iPod touch), Android (phones and tablets) and Blackberry (phones and Playbook). It fully supports international dialling and has many other benefits that will save you time as well as taking away the stress of being away from your data so you can enjoy yourself.

    For more information or assistance with this, please contact your local ACT! Certified Consultant.

    Wishing you all a very relaxed, happy and safe time over the holidays and a successful and prosperous new year.

     

     

    SaaS/Cloud software and Regional Internet access

    Regional road trips. No doubt you’ve, “been there, done that before” and experienced what a nightmare it can be to get any internet coverage. No matter what the reasons for our travels out of town may be, one thing is certain: We still need our connection to the big, busy world via our trusty iPhones or Blackberries – or in my case, both!

    A short time ago, I had the pleasure of attending a friend’s birthday party on the Gold Coast of Queensland and spent 10 days there to catch up with some old friends.

    Ormeau-map

    I was based in Ormeau. For those who don’t know where this is, it is about 1 hour’s drive south of Brisbane (Australia’s third largest city) and is in Australian’s largest growing region.

    I had a great time catching up with friends in Brisbane, Gold Coast and Sunshine Coast (North of Brisbane).

    And of course, being me, I needed to have constant and regular access to my ACT! contacts, to email, and to various other office and on-line services and forums.

    I was carrying an iPhone4 and a Blackberry Pearl (both with Handheld Contact) to give me the remote access I needed and hoped to find Wi-Fi connections where convenient to sync and to access my other information.

    I suffered serious regional culture shock

    Now don’t get me wrong. Like most people, I love getting out of town and escaping the hustle and bustle, but coming from Sydney, I’m used to the comforts of being connected at anytime of the day or night. I’m used to having a 30Mbit connection and 3G/4G network coverage. That’s not the reality though for my regional friends as I discovered while on my road trip. Here’s what I discovered on my travels:

    • Mobile access was shocking: I had to wander from street to street, just to get a measly 1-2 bars on either the iPhone4 or Blackberry. As a customer of Telstra - this country’s largest telecommunications provider - it felt way short of my reasonable expectations for adequate coverage. It could have been worse – I could have had no coverage like any other poor person with the other carriers!
    • Not all regional areas have ADSL coverage: Telstra has only put in enough lines for about half the properties in this new estate so the place where I was staying only got access after a neighbour moved out – the new resident in their neighbour’s place would be out of luck.

    As frustrating as it was for me venturing out into this regional area...

    ...These frustrations are also being experienced in metropolitan areas of Australia!

    There is “business park” in Brisbane itself (Australia’s third-largest capital city), that has virtually no broadband access at all …

    Read that again if you need to, because the mind boggles. Even in a city like Brisbane, a business park doesn’t necessarily have broadband internet access. You can check out: Brisbane's NBN 'will transform people's lives' to get the lowdown on that story

    For now though you might be wondering how this is relevant to this blog dedicated to Sage ACT!, CRM and IT?

    Well, much in CRM is about mobility… and recently a lot of the press have jumped on the “trendy” technologies of cloud based computing – both for phone/tablet access and for general access.

    For those of us who have been in the computing industry for long enough, we remember that the PC was originally viewed (by IBM) as little more than a slightly more intelligent “dumb terminal” to main-frame applications. Later, as the power of PCs increased, more of the data was stored locally and out of IT control. This lead to a gradual pull-back of control via networking, and then via various remote solutions.

    question-cloud.JPG

    These remote solutions are collectively referred to as “cloud computing”:
    • ASP – Application Service Provider
    • On-demand software
    • SaaS – Software as a Service

    To be honest, I’m not sure how to really define the differences of those … other than that they are buzz-words from different decades.

    They are usually accessed via one or more of these methods:

    • Remote Desktop Protocol Connection (Terminal Services or Citrix)
    • Virtual Desktop (VMware, etc)
    • Virtual Private Network
    • Browser based applications

     

    Cloud-based technologies do have some benefits:
    • The data is live to the remote users
    • Software integration issues are largely eliminated from the client side
    • It can be platform independent – although, this can depend on browsers / versions that are supported
    • Key software systems are kept up to date, available, and managed for performance by experts
    • Improved reliability, availability, scalability and security of internal IT systems
    • A provider's service level agreement should guarantee a certain level of service
    • Access to product and technology experts dedicated to available products
    • Reduction of internal IT costs to a predictable monthly fee
    • Redeploying IT staff and tools to focus on strategic technology projects that impact the enterprise's bottom line
    But there are also some serious disadvantages:
    • The client must generally accept the application as provided since vendors only fully customize solutions for the largest clients
    • The client may rely on the provider to provide a critical business function, thus limiting their control of that function and instead relying on the provider
    • Changes in the market may result in changes in the type or level of service available to clients
    • Integration with the client's non-hosted systems may be problematic
    • Accessing data to convert to another system later maybe costly or not-available
    • Loss of control of corporate data
    • Loss of control of corporate image
    • Insufficient vendor security to counter risks
    • Lack of internet access (even temporarily) prevents users’ access to their data
    • What happens when the provider suffers problems? Twitter, Facebook, Foursquare, Salesforce and many others have been in the press during the past year for being down for periods of time. Or some, like Google for losing data.
    So where does that leave potential CRM users looking for remote access via the cloud?

    I wrote an article a year ago on “Supporting Remote Users with ACT! by Sage”. In selecting the best method for a specific site, there are two questions you need to ask:

    1. Will the master and remote users always have reliable connection when they need access? If not (especially in the case of regional access as per the beginning of this article), then you should look at a sync-solution. The users work off-line and sync the changes with the master
      This is especially important for smartphone and tablet users who may want to do work in areas not covered by their phone carrier or Wi-Fi (eg on a plane, some buildings and areas)
    2. Do you have the necessary reliable bandwidth and access to IT skills to self host or do you get it hosted by a third-party for an on-going fee? This is a bit more complex and can depend on:
      • How good is your internet connection (for host and remote)?
      • How responsive are your support options (in-house or out-sourced) if the server has issues?
      • For hosted solutions:
        • How reliable are they?
        • How good is their tech support? Do they provide a service guarantee?
        • How financial are they?
        • What happens to your connection and data if their business or service fails?
      • If the third-party host is down for a day, how much will the loss of access cost you? Will it be less if the remote users are using sync to local copies?
      • How secure is the connection? At a minimum, must use one or more of SSL, VPN, RDP
      • If you want to change application, will the hosted provider allow you to access ALL of the data in a format suitable for importing into other systems?
      • How customisable is the application? Can you integrate it with your legacy systems or add functionality that you might require?
    In Conclusion:

    While SaaS/cloud offering will be suitable for many users, there are some questions that you need to ask to determine if it’s the best solution for you.

    I feel certain that SaaS offerings will become more viable as time goes by, but right now I’m reminded of the line that for those on the bleeding edge of technology, that “a pioneer is frequently the guy with an arrow in his back!”

    Problems with Sage Mobile for ACT! (new ACT! Mobile Live)

    Part 3 of The Seven Day Blogging Challenge - Write a blog post on the same topic as one my most popular posts

    Well, the most popular posts previously have been:

    So I thought I would do another on mobile CRM with Sage ACT!.

    I have always supported ACT! as a mobile product … both with sync to laptops and remote offices and with sync to PDAs and smartphones. Over the years, I have purchased new devices along this path to use, test and support other users:

    • An HP95LX in 1992 for ACT! for HP95
    • Apple Newton in 1995 for ACT! for Newton
    • Handheld PC running Windows CE in 1997 for ACT! for Windows CE
    • Palm M505 in 2002 for ACT! for Palm OS
    • Blackberry in 2000 here I used Companion Link
    • Another Blackberry in 2003 using Handheld Contact
    • Since then, I have used various devices using Blackberry, iOS (iPhone and iPad) and Windows Mobile operating systems.

    I believe in the benefits of being able to access and enter my ACT! data wherever I am and understand the problems that mobile users have.

    Since 2003, I have been using Handheld Contact. But I have still tested other products to be satisfied that no other product is better for me to switch to.

    Despite ACT! for Palm being the best PDA/smartphone solution for ACT!, the ACT! developers have concentrated on products linking to the native address books and losing much of the functionality that real ACT! users should want. Without this, they may as well be using Outlook for their CRM.

    They have had “ACT! Mobile Live” in beta and release for around three years and recently renamed it as “Sage Mobile for ACT!”. It still has many of the bugs and issues I reported in the first beta.

    So I thought I’d let you know why I really don’t think users should consider it for their use.

    • The country code is not supported in phone fields - this means:
      • You can't dial international numbers
      • You can dial any numbers when travelling overseas
      • You can't enter contacts with international numbers
      • It causes problems if also using ACT! for dialling/faxing with other services
    • If sync's with Exchange, Outlook or Google, changes to the outlook profile will either delete records from the ACT! database or duplicate them ... results can be inconsistent
    • Some activity types are incorrectly handled causing data changes back in ACT!
    • Some activity time-zones cause activities to move
    • No formatting of fields
    • Not a multiuser service... so can't work with web or hosted environments
    • No tracking of History on calls, emails and sms made from the phone

    There are a number of other bugs and functional omissions but as the challenge (as mentioned top of this post) is for a limited number of words, I’ll do a longer post on this later.

    Considering Handheld Contact is only $50 more, I think the choice is a no-brainer

    Getting ACT! on your phone

    A comparison of various PDA links for ACT! by Sage

    This is an excerpt of the PDF: Getting ACT! on your phone

    Mobility has been one of the great driving forces behind the use of ACT!. From the ability to sync to laptops (originally supported with ACT! 2.0 for DOS) to PDAs (since the HP95LX version in 1992) and even Web versions, people have found the need to provide access to remote users and to staff on the road to be an essential aspect to their management of customer relationships and of their staff.

    I previously described many of the options for remote access of ACT! by Sage in the post:
    Supporting Remote Users with ACT! by Sage

    With the high uptake of "smart phones", there are now a wide variety of options available depending on your needs and I thought it would be useful to take a look at these and compare them.

    The contents of this document are the result of over 60 separate installs in various configurations over a two month period.

    Disclosure: I have been using Handheld Contact (on both Blackberry and iPhone) since switching from CompanionLink nearly ten years ago. I also support Handheld Contact resellers and users in Asia Pacific. However, I shall endeavour to provide an accurate an un-biased analysis of all the products.

     

    The products included in this evaluation:

    Testing environment:

    • Windows XP Professional SP3 (with all updates) on domain
    • Office 2007 SP2 (with all updates)
    • Exchange 2003 6.5 SP2 (with all updates)
    • Blackberry Pearl 8100 with OS 4.5.0.102 via BES
    • iPhone 3GS 32GB with OS 3.1.3 via Exchange OWA
    • HTC Touch Duel with Windows Mobile 6 Professional via ActiveSync 4.5
    • All regional settings set to Australia, Sydney

    Areas included in evaluation:

    • Supported ACT! versions
      • Method of sync
      • USB
      • Wireless via sync server
      • Via other software such as Outlook, Exchange, Google Apps
    • What ACT! data is supported
      • Contact fields
        • number of fields
        • data types and formatting
        • pull downs
        • field level security
      • Activities
        • linking to correct contacts (or multiple contacts)
        • clearing activities
        • viewing and scheduling for other users
        • custom activities
      • Notes / Histories
        • viewing
        • creating on the road (including from emails, phone calls and SMS)
        • linking to multiple contacts
      • Sales Opportunities - viewing and creating
      • International issues - date and phone number formats
    • Other functions
    • Administration
      • Ease of setup and implementation
      • Ability to control what each user has access to
      • Data reliability
      • Security
    • Support issues

     

    Conclusions

    After doing far more testing that I had planned for this document, my recommendation for the best product is Handheld Contact Professional for the following reasons:

    • It is by far the easiest and fastest product to setup and implement and it's just as easy for a single user setup on a local PC as for a 100+ user setup on a network using a computer dedicated to Handheld Contact
    • It is the easiest product to administer and maintain without technical skills
    • It provides the most "ACT!-like" experience on the phones it supports
    • It is a fully integrated application with Contacts, Activities and Notes/Histories in the one interface
    • Using its own application means that recording of emails, sms and call history can be automatically tracked and synced back to ACT!
    • It is one of only three products I couldn't cause to duplicate data in the ACT! database - the others being Handheld Contact Basic and 123 Synchronizer
    • It is one of only two products that operate using a Windows service, which I think is important for network security. The other being ACT! Mobile Live

    * A useful point to note for the future: Handheld Contact is working to incorporate the full Sales Opportunity tables as well as those of Accounts Master! towards the end of this year. That will mean Handheld Contact Professional users will be able to view the sales history with their customers, but also to be able to create invoices from the road. Accounts Master! will integrate many accounting/ERP systems into ACT! and Handheld Contact.

    It's only negatives are that it's limited to specific devices (Blackberry, iPhone, Windows Mobile Professional) and that the amount of data it requires means that on Blackberry there is a lower contact limit... although this limit is about to be significantly raised in an expected upgrade

    My 2nd choice was, to be honest, a surprise to me. I hadn't played with 123 Synchronizer before and was surprised how solid it appeared. If you are using devices that are not supported by Handheld Contact Professional or if your business wants their ACT! data to synchronise with Outlook/Exchange, then this is the way to go.

    • It is the only product other than Handheld Contact where I didn't manage to cause to duplicate data in the ACT! database
    • While it didn't run as a service, it does have the option to be called from a command line and run without requiring a user account to be logged into Windows.

    The only negatives I found are that it can be quite complex to set up in some configurations - I recommend using an ACT! Consultant - but check that they have done implementations of this product first. Also that it relies on Outlook/Exchange and possibly another product if you want wireless - while this would suit most users, you should check this before selecting it.

    If you are running ACT! versions prior to Sage or using a device not supported by Handheld Contact and also not using Outlook, then Companionlink is the choice. But be careful to keep good backups in case of duplication issues. Doublelook really needs to have the option to run as a service to be really considered as an “Enterprise” product.

    The free links should really be treated as a one-way option (from ACT! to the phone). The ability to cause problems in ACT! going both ways makes this a poor choice

    Regarding ACT! Mobile Live, having supported ACT! since 1987, it really pains me to say I would not advise users to consider this as a realistic option under any circumstances. It has been 20 months since Sage first publically announced the beta of this product. They would be doing a favour to their users and VARs if they either started from scratch or dropped it and purchased one of the other products.

    For full details, please see:

     

    ACT! Fanatics LinkedIN Group 1000th member prize

    act_fanatics_hdrThe LinkedIN ACT! Fanatics Group was created as a place where ACT! users, resellers, add-on vendors and Sage staff from around the world could communicate and share their knowledge of using ACT! by Sage

    The success of this is proven by the huge volume of valuable information that has been shared and now we are rapidly approaching 1000 members.

    As a special present, some of the add-on vendors who are members of this group have offered to put together two packs of ACT! add-ons:

    • One for the 1000th member to the group
    • One for a random member of the group at the end of the week that the 1000th member joins
      To be eligible for this prize, you must post a reply to the News article referring to this offer in the LinkedIN group stating why you would like to use any of the add-on products in this promotion.
      The decision on the winner will be made by me in conjunction with the add-on vendors taking part

    Both packs can be used by the winners or, if won by a reseller, Sage staff member or a user unable to use them, they can be sold at their retail values.*

    The following products are included in both packs:

    Handheld Contact – Professional Edition (1 yr)


    handheld_contact_logo_2

    Handheld Contact wirelessly syncs and manages your ACT! Contacts, Activities and Notes/Histories from your BlackBerry, Pocket PC, or Treo Smartphone - it's like having ACT! with you anywhere, anytime!
    *iPhone version now in beta and due soon
    itDial – Advanced

    dialit

    Enhanced calling interface from ACT! via TAPI phone systems and/or Skype VoIP.

    itDial for ACT! makes keeping track of telephone calls easier than ever. Using  itDial, ACT! users can dial and answer calls, update contact information, add new contacts, create history, and schedule activities for incoming and outgoing calls with just the click of a mouse.
    Company Wizard

    company_boxshot2

    Mass update and build company records based on a Lookup of Contact and create the contact links
    Duplicate Contact Wizard - Expert

    duplicate_boxshot2

    Powerful De-duplicating Contacts and Companies in your ACT! database while retaining the extended data (Notes, Histories, Activities, Attachments, etc).
    ACT! E-marketing (6 months)

    swiftpage-logo-smaller

    ACT! E-marketing helps you reach out to your contacts, grow your database, qualify new leads and automate your business processes. The offer will be 6 months of:

    • Pro service level
    • Silver Drip Marketing
    • 1 user on the account
    • 1,000 email per day send limit
    Stonefield Query (6 months)
    SFQ_Query_175X88
    Stonefield Query for ACT!® is a user-friendly database report writing, query, and data mining tool designed specifically for ACT! putting Business Intelligence reporting in the hands of the end-user where it belongs. Stonefield Query has been customized specifically for ACT! giving you an intuitive, easy-to-use BI reporting solution that you will love!

    * Option to resell does not apply to ACT! E-marketing or Stonefield Query

    Handheld Contact Professional Edition for Windows Mobile update

    Version 1.4.0.0 of the Windows Mobile application for Handheld Contact Professional Edition is now available.

    To upgrade, sync Handheld Contact from the device first to ensure the latest changes are updated in ACT! and then visit www.handheldcontact.com/ota on your Windows Mobile phone.

    This release of the Handheld Contact Professional Edition phone application includes improvements that include:

    • Integrated Google Maps with Contacts. Clicking an address will load it in the Google Maps application for Windows Mobile.
    • Handheld Contact application now supports mapping as many yes/no fields and date fields as desired up to the field mapping limit. Previously these fields were limited to 10 mappings.
    • Read only contacts fields in ACT! are now also read only on the phone.
    • Task list is now easier to read and use with updated interface.
    • Contact list is now easier to read and use with updated interface.
    • Calendar-Agenda view is now easier to read and use with updated interface.
    • Increased the activities custom type description to 60 characters.
    • Corrected an issue that could potentially stop the Handheld Contact application when placing a call.

    For more information of putting ACT! on your smart phone, see Handheld Contact

    Should ACT! by Sage move into the “Cloud”?

    There has been a lot of discussion about "cloud computing" or SaaS (Software as a Service) – even some by Sage management on the ACT! Community Leadership Blog. So I thought it would be a good topic to discuss

    With most ACT! users who have modern Smartphones/PDAs now wanting wireless updates. The options for that either require the user to have web infrastructure or use an externally hosted sync server. As most ACT! users (other than Prem for Web) not having the systems and/or skills, those PDA links doing this are using the cloud and charging for the service.

    Handheld Contact only offers subscription based, CompanionLink offers it as an option and Sage are looking at their own solution (ACT! Mobile Live)

    In a recent discussion in the ACT! Fanatics Group, Sharon Randall of SJR said she, and many of her users, prefer CompanionLink because it's a one-off purchase. Ignoring other feature differences to HHC, this also means it is only a connected cable sync - no updates on the road. It's also the primary reason I've seen when users pick CL over HHC.

    This is also one reason a user might choose ACT! over SalesForce. There are many others, but this is a core difference.

    But, at the same time, there are users starting to ask for more cloud options from ACT! – and there certainly has been movement in that direction, at least with a deal Sage Australia did with a local host.
    See comments below http://blog.glcomputing.com.au/2009/11/supporting-remote-users-with-act-by.html

    The ability to share remotely means cloud is nearly always the better option for users with PDAs - except for the single user who isn't sharing their data. But what about other functions? Or even ACT! itself?

    I also have a personal interest in your opinions on this... our soon to be released Accounts Master! (to integrate with accounting software like QuickBooks) will also use a subscription model. We did this because:

    • It will work for users where the accounts staff don't use ACT! and ACT! users don't have access to accounts – It will even work with Web versions, Sync users, Term Services and hosted.
    • It means we don't have to explain to users who upgrade ACT! and then get upset that they have to also pay for their add-ons to be upgraded - it does take work to accommodate changes with each new version of ACT!
    • We can roll out enhancements when they are ready, rather than having to wait till we have enough to justify an upgrade fee or having to really a build with bugs to meet a marketing timeframe - this is something I really like about Handheld Contact 

    So... after all this: What do you think about cloud/subscription Vs purchase/upgrade?

    • With some users wanting Cloud and others resisting, which camp are most ACT! users in now?
    • Will this change over then next year or two?
    • Should Sage wait for the ACT! user-base to demand this as they mature (if this is the future) or should they lead?
    • If Sage moves to early, it may upset some users... but will it upset enough that it's a worry?
    • Might this be an issue in some areas in the world where internet access, reliability and speeds are not as good?

    Alternatively, without the cloud, how would users feel to a subscription model for ACT! in their own office - an annual license key and has to be renewed, but includes upgrades? I guess this is like Upgrade Insurance

    For ACT! resellers, I've asked a follow-up in the ACT! Resellers Group on LinkedIN

    I’d appreciate any thoughts or comments you might have. Thanks.

    Update:

    For those looking at a SaaS offering for ACT! by Sage now, see http://glcomputing.actondemand.com/