View April 2010 ACT Newsletter on Useful Custom Templates And Groups in a PDF
Text only version is below
Useful Custom Templates And
Two Timesaving Tools For More Timely And
The strength of your sales team lies in
its ability to make a personal connection
when speaking with prospects
and customers. You can increase the effectiveness
of your sales calls and telemarketing
campaigns with prompt written followup
correspondence, either by mail or e-mail.
By quickly following up on the initial phone
or in-person contact, you show the customer
or prospect that you appreciate their interest.
It also gives you an opportunity to reinforce
your message and put your product or service
information in their hands.
In this article, we will show how you can
have a professional follow-up message ready
to go whenever it is needed, using Custom
Templates. We also will show how setting up
Groups within ACT! by Sage allows you to
send your message to a targeted group of customers
Custom templates allow you to make the
follow-up process fast and effective for your
sales team. When you take the time up front
to create templates for follow-up letters and
e-mail messages, you save time while maintaining
a consistent and professional look to
your organization’s correspondence. And by
saving your sales team time you allow them to
get to the next sales visit or phone call faster.
Here we provide step-by-step instructions for
creating custom templates. You can use custom
templates either to follow up on a specific
sales call, or to send a follow-up e-mail
message to a group of prospects or customers
who indicated interest.
Create several templates so that your team
can select the one most appropriate to the
Here are the steps:
1. Choose Write, Edit Template from the
2. Select a template from the list that is
closest in style to what you need and click
3. From the menu, select File, Save As. Enter
a new descriptive name for the template,
and click Save. Do this before you edit the
template to avoid accidentally overwriting
the basic template.
4. Create the content for the letter or e-mail
message or copy and paste content from
past communications that you found to be
5. Insert place holders for fields to
personalize each letter or e-mail. Position
your cursor at the place in the document
where you want to insert the field. Then
select the field to insert from the Add Mail
Merge Fields dialog box and click Add.
6. Save and close the file.
You now are ready to merge the template
with any Group or Contact in your database
1. With the selected Contact(s) open, choose
Write, E-mail Message (from template) or
Write, Other Document (from template).
2. Select the template and click Open.
3. Add comments if desired and click Send
for an e-mail or Print for a letter.
Using Groups For Mail Merges
Another way to use custom templates is to
send them to an entire Group of contacts that
meet your specified criteria. In this example,
we create a Group of contacts identified as
customers, who also have e-mail addresses.
1. Click on the Groups icon at the left to go
to Group Detail view.
2. Click the New Group icon on the toolbar.
3. Enter a name for the Group.
4. Click the Add/Remove Contacts button
on the Contacts tab.
5. Click the Edit Criteria button in the Add/
Remove Contacts dialog. This will open
the Group Criteria dialog box (see Zoom
6. Click the Field Name drop-down and
select ID/Status. For the Operator,
select Contains. In the Value area, select
Customer. Click Add to list. For the
second row of the query, select the E-mail
field and choose the Operator of Contains
Data. Click Add to list.
7. Click Preview to check your results so far.
If it looks correct, then click OK to save
the query criteria for the group.
8. Click OK once again to save the group.
Creating a dynamic group by defining
Group criteria will help you keep your
Groups up to date. Any new Contact with an
ID/Status of Customer with an e-mail is automatically
added to the Group.
Please call us with your questions about
using Groups or Custom Templates.
Setting Activities As Private in ACT! by Sage
If you rely on ACT! by Sage to manage
your day, it makes sense to include your
personal as well as your work-related activities.
When everything is in one place, it is
easier to stay on top of your schedule and
But, what if your meeting or appointment
is of a personal or confidential nature?
Or perhaps you just want to block out some
uninterrupted time to work on a big project?
If you are using ACT! in a multi-user
environment, with others sharing the database,
other users can view the activities you
have scheduled. How can you stay on top of
your day while still protecting your private
For personal or confidential activities, you
can designate them as Private. While scheduling
an activity, simply click the Private check
box at the bottom of the dialog box. Activities
marked private will display in your Task List
and Calendar view just like any other activity,
with the addition of a padlock icon displayed
to the side.
Activities designated as private will not
display in other users’ Task Lists. However,
if someone wants to schedule an activity that
includes you, the Calendar will show that you
are not available at that time. The time will
be blocked and labeled with the word Private
next to your name.
Once an activity has been labeled private,
it carries that status with it throughout the
system. So when the activity is completed and
is moved into History, it will remain private.
ACT! Premium Extras
ACT! by Sage Premium allows you to
assign Limited Access to a Contact, and
select the users who have the right to view the
Contact record and associated activities.
Remember, private activities are only private
if you are in a multi-user environment,
and each user logs in to the database with a
unique user logon. Let us know if you have
any questions, we are here to help.
Contact Alan Lee at www.etechsys.com
© Copyright 2004–2010 Tango Marketing, LLC. www.tango-marketing.com All Rights Reserved. This
newsletter and its content have been registered with the United States Copyright Office. This content is
licensed by Tango Marketing LLC and can be distributed by licensee until 09/30/2010 at which time the
licensee must cease distribution and use of this content unless permission in writing is obtained from Tango
Marketing LLC. Reproduction in whole or in part without permission is strictly prohibited. The capabilities,
system requirements and/or compatibility with third-party products described herein are subject to change
without notice. Sage, the Sage logos, ACT!, and the Sage