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Four Best Practices for Cleaning Up data in Sage ACT

Written By: Cliff Ford on June 12, 2012 No Comment

This blog covers the 4 best practices that we have discovered in managing data in Sage ACT. Not just managing it but cleaning it up.

How to best clean up data in Sage ACT

Feel free to implement these four best practices to maintain your ACT database in the best possible condition.

  1. De-Duplication by merging contacts. The three top toolsfor de-duplicating ACT are (a) The Duplinator [this tool works only in ACT 5/6 (b) The Fuzzy Logic De-duper by the folks at E-Grabber (c) The De-duplication Wizard by Pat Egen (aka PEC). These provide 3 high-quality options:
    • Deduping multiple contacts all at once
    • Fuzzy Logic evaluation. The user is now empowered to combine John Smith, John H. Smith and Dr. John Smith into a single contact.
    • Make sure you have no loss of data: If multiple contacts are combined into one, then several note records are created in order to capture the data from the mulitple, combined and deleted contacts.
  2. Clear/Delete old tasks and flag them as “Not Completed”. Many times, hundreds (or thousands) of old activity records are left uncleared. These bloat the database and should be removed. The user can either highlight these multiple activities and (a) erase them or (b) clear them as “not completed”. Even though erasing these records is a simpler option, it removes all traces of the activity and is thus not recommended. Instead, clearing them as “not completed” clears them, but differentiates them from all other activities (which are normally cleared as “completed”. Please note that when multiple activities are cleared at the same time, the history date is “today” rather than the date that the activity was scheduled for.
  3. Get rid of Old Data. Under Tools|Database Maintenance|Remove Old Data, the administrator is able to remove unnecessary data. We recommend backing up the database before performing any data removal. That said, the only type of data that we can generally recommend is the removal of cleared activities (because these have already been turned into histories).
  4. Take care of “previous Employes/Users”. We don’t suggest deleting previous users from the database. The reason for this is that you will lose all the data associated with that user – including activities, histories and notes. Rather than deleting old users, we suggest(a) making these users Inactive and (b) changing the User Name as well as the Contact Name from “First Last” to “xFirst Last”. This sorts all of the previous users to the bottom of the list when selecting the record manager of any type of record.

How to get the Most of ACT!

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About the author

Cliff Ford Author: Cliff Ford. CRM Solution Comparison has provided CRM cloud software reviews and evaluations for several years. Our staff of CRM certified partners implements, tests and uses the various systems discussed within this blog. We have created a number of excellent CRM comparison and evaluation tools that we provide our readers. Google

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