Many Act! users routinely head to the Export Wizard to send their information not realizing that there is a much easier method for exporting Act! data.
You’ll find the Export Current List to Excel icon at the top of the Contact, Group, Company, Opportunity, History and Task List views. If the button is “greyed out” it means one of two things:
· You are not a Manager or Administrator of the Act! database, or you are a Standard user but do not have the permission to export to Excel.
· You don’t have Excel installed on your machine or your version of Excel is not compatible with your version of Act!. For example, you may be using Act! v25 but your Office version is 2010 or 2013.
With Act!, exporting your basic Contact Data to Excel is as Easy as 1,2,3:
- Create a Lookup
- Customize the List View to show the fields you want to include.
- Click the Export Current List to Excel icon.
In a matter of moments Excel will spring to life with a new spreadsheet containing a list of all your contacts with their corresponding field information like their physical and email addresses, phone numbers and website. For some of you this might be all you need. However, many Act users are trying to export their entire Act database to another CRM product and need to extract their Act Notes, Histories and Opportunities. This gets a bit more complicated but can be accomplished with a bit of SQL knowledge.
In order to extract all of your Act data it is important to understand the structure of a relational CRM database like Act. Most CRM’s are comprised of many “tables;” for example, Act consists of separate tables for Contacts, Secondary Contacts Companies, Users, Groups, Notes, Activities, Histories and Opportunities. The various tables are tied together using a globally unique identifiers (GUIDs). As an example a Note may include two GUIDs: one to tie the Note to the correct Contact Record and another to indicate the User who created the Note.
If you are in need of a complete export of all your Act data, please call the friendly Act! consultants at Tech Benders at 561-470-5450 or send us an e-mail.
I am trying to export my ACT DB, and I am wondering about the notes field.
Is there any way to export those? I have tried three different ways to export data, and it’s appearing that I am not
getting all of my data.
Is it possible to export the ACT! notes to SSRS?
Yes, there are ways to export your notes from Act but you must have special tools to do so. You could do it through QL Server Management Studio (SSMS)but it would probably take you hours to figure out how to get your data out in the format that you need or want. We do a full extraction of all your data at a cost of $500.
Yes, absolutely. Or we will do a full export for a flat fee of $500. Feel free to reach out to me if you’re interested.
I have 150 – 200 Act databases that I need to export into CSV files. Do you have an on prem application that could handle this? Unfortunately, due to the nature of our business we are unable to share these databases, it must be completed 100% on premise.
Thanks
Thanks for reaching out! I am not sure what you are envisioning by exporting your Act! “contacts and history at once.” The data in a database is too big to fit on a single spreadsheet if that’s what you’re thinking. Each Act! table (notes, histories, contacts) will be in a separate spreadsheet. If you have tons of notes you might end up with more that one spreadsheet for the notes. But you will have every last drop of your data.
If you tell me what you’re planning on doing with your data I might be able to give you a better answer. If you’re moving to SalesForce or Zoho I export the data in a way to make it easy to import into those products.