User`s Manual - Sage ACT! add-ons
Contents
1. date Ex 2005 e Month returns the 2 digit month of today s date Ex 05 for May e Monthname returns the name of the current month Ex May e Day returns the 2 digit day of today s date Ex 20 for May 20th e Hour returns the 2 digit hour e Minute returns the 2 digit minutes e Second returns the 2 digit seconds Functions e LCase string converts the string to lowercase Ex LCase Company Inc returns company inc e UCase string converts the string to uppercase Ex UCase Company Inc returns COMPANY INC e Trim string removes leading and trailing spaces Ex Trim Company Inc returns Company Inc Note the semi colon in between the arguments of the functions below e Left string x returns the first x characters of string Ex Left Company Inc 3 returns Com e Right string x returns the last x characters of string Ex Right Company Inc 3 returns nc e Mid string x y returns y characters starting at position x Ex Mid Company Inc 3 2 returns mp AutoNumbers for ACT records User s Manual 10 Examples Here are a few examples UCase Left TBL CONTACT COMPANYNAME 3 NextNumber extracts the first 3 letters of the company name converts them to uppercase and adds the next number preceded by an hyphen If the Company name is Company Inc and the next number 00075 il will return COM 00075 Year Month Day Hour Minute Second will return the date in the following format 2005 05 31 212. 30 07 for May 31 2005 at 9 30 07 pm QUO Year Month NextNumber If today is May 31 2005 and the next number is 025 it will return QUO 200505025 QUO Year Month NextNumber If today is May 31 2005 and the next number is 025 it will return QUO 200505025 NextNumber Initials TBL CONTACT MANAGERUSERNAME If the contact manager is Chris Huffman and the next number is 000234 000234 CH Rev J uly 29 2008 v 6 0
3. Another efficient and affordable ACT Add On by e ponenciel AutoNumbers for ACT records for ACT 2008 and up v 6 0 AutoNumbers for ACT records User s Manual Table of content lluvia M 3 Installatton procedure oie eei secs co et please ceca eee nis ie ane Nn Ie dei vea a E Qe E SEXE ENNIO NS CEU xE ein EN NOE en ERU eine U RUE 3 Defining the AutoNumbers Syntax eee e ecce eee ee e eee eee eee esee es etae ette eese e ss eee eese sees s sse e ette ee 3 ZAUEONNUTIDEE S VIVO e A um qoas ib Qe E Ai E EEG I bU Dod Muda Um mM DUM MU dn 4 AN Utomattc MOGO6 4 eiie ne tertie taiedvieielca desunt cttm enu Eb hoa ieee deed 6 IAI Od oS seer Si8 M E TR 6 How to add a button to your LAYOUL ccccccssssssssssscccccccssssssssccccccccsssscssscccsccsessssssccsssesssssceess 6 AutoNumbering a single record a oret CO NES EEE EIER t NEED KEINEN GS NER PRENNENT NEUEN US NE IDA REERUUE ARES 7 AutoNumbering multiple records e eee eee eee eee eee eee ee ee esee ees sss ee etes sess osse e ee eeee 7 Restricting access to regular Users eie eese vena oar e e eee Yay Ca P Ee vete n UY E e Ea Ee TREE RV EUN ESSERE Y E HUE ee de 7 Sharing your settings over a network eee ee eee e ee e ee eee eee eee eee s eaae ette eese sss eee e esee eese ss eate oeste 8 K oisterme your DEO UCU scisssceeatesucdsanscdcdssansivessnesicdeeeseedescne
4. calculation in the sense that it is composed of a juxtaposition of characters variables and functions There is no need here for operators like or amp AutoNumbers for ACT records User s Manual 6 Automatic Mode You may choose to have AutoNumbers for ACT run automatically each time a new contact company group or opportunity record is created Simply check Run automatically when creating a new record NOTE Any change made to this section will only take effect once ACT is re started If you want to have the ability to confirm or edit the AutoNumber before it is written to the target field check Display a prompt screen in automatic mode The following screen will show up Auto Number to be written ta the User 1 field DDU75 COM Manual Mode There are two ways to manually create an AutoNumber either through the main screen of the program or by clicking a button in the layout see below To get a confirmation screen before the number is written to the target field check Display a prompt screen in manual mode NOTE The confirmation screen will only be displayed when numbering the current record How to add a button to your layout To add a button to your layout go to ACT Layout Editor Tools Design Layouts then add a label you need to select the text tool under Drawing to your layout Toolbox Custom Drawing k Pointer A Text N 5l Image Rectangle Ellipse Then t
5. e dimmed update more than one contact at once ie the Current lookup and All records options are dimmed AutoNumbers for ACT records User s Manual S Sharing your settings over a network If you have multiple users you need to share your settings with other users so that numbers are automatically incremented no matter the user who generates the AutoNumber To share your settings with other users go to the Preferences menu and select Options Under Data folder select a folder accessible to all users and repeat this operation on all machines If you have already defined your AutoNumbers on your local drive simply copy the content of the local data folder to the new location Registering your product To continue using this product passed the trial period please buy a license at www exponenciel com Licenses are issued for one ACT username and will only work for that username Once you get a license code either click the Register now button of the nag screen or go to the Help gt About menu and once the About window opens type the registration code in the appropriate box and click OK You might need to close and restart ACT to complete the registration process Support For support contact support exponenciel com AutoNumbers for ACT records User s Manual APPENDIX Variables e NextNumber returns the next number When this number is used it is automatically incremented e Year returns the 4 digit year of today s
6. laceholders by the real value NextNumber IBEL CONTACT COMPANYNAME AutoNumbers for ACT records User s Manual In this example the Next number will be directly followed by the company name of the contact record You may type any character you want inserted anywhere For instance if you want to separate the incremented number and the company name by an hyphen type the hyphen in the syntax editor E J Syntax Editor Fields Company iv Functions iv Variables NextNu uimber ITBL CONTACT COMPANYNAME See the appendix for more explanations on the variables E J syntax Editor Fields o dew Functions ivl Variables NextNumber TBL CONTACT COMPANYNAME Neat Number Second Year You may also use functions to format your AutoNumber Below is an example of formatting The Left function will only keep the first 3 letters of the company name and the UCase function will convert them to uppercase E J Syntax Editor Fields PO iil Functions jo CoA Variables NextNumber UCase Left TB n CONTACT COMPANYNAME 3 For a list of functions see the appendix Once your AutoNumber is formatted properly close the window and choose to keep your changes when prompted Note for the users of TriggerCalc Pro if you are accustomed to using TriggerCalc Pro the syntax editor is familiar to you But please note that the syntax of an autonumber is different from a
7. ns EO En S aae ESSE vacessssonetaveeeensys 8 SUBDDOEE irent Rr mr SERRE Te eR ee ea eii i 8 NW AMADIS ce E E E E M M 9 diti reri ee 9 AutoNumbers for ACT records User s Manual 3 Purpose of the add on AutoNumbers for ACT records is designed to number contacts companies groups or opportunities either automatically when a record is created or manually through the program interface or a button in the layout except for opportunities Installation procedure Download the program file from our download page and double click it to start the installation Note that contrarily to versions supporting previous ACT versions and because of the changes in ACT add ons are now DLL files and not executable files This means that they are automatically initialized by ACT when placed in ACT plugin folder a subfolder of the main ACT directory and cannot be started from the Windows Start menu anymore This is why you are not given a choice of installation directory during the installation process Defining the AutoNumbers Syntax Launch the add on from the ACT toolbar and go to the Edit menu Choose either Contact AutoNumber Settings Company AutoNumber Settings Group AutoNumber Settings or Opportunity AutoNumber Settings it Contact AutoNumber Select the field to hald the autanumber Auto Number Syntax Next Number Next number to be used NM Automatic mode any change re
8. quires a re start of ACT to take effect L Run automatically when creating a new record Display a prompt screen in automatic mode Manual mode Display a prompt screen in manual mode First the settings window allows you to select the field character field only where the AutoNumber will be stored AutoNumbers for ACT records User s Manual 4 AutoNumber Syntax Second it allows to define the syntax of the AutoNumber The AutoNumber may contain An automatically incremented number Any field of the record itself System variables like date time etc Functions that allow to format the data of the AutoNumber The automatically incremented number may contain leading zeros and may be adjusted in the Next number to be used text box So you may use 00001 as next number It will increment to 00002 00003 etc The syntax is composed of variables and functions that help format variables The easiest way to define it is to click the Edit button next to the syntax text box This will open the syntax editor By default the variable NextNumber is already inserted it Syntax Editor Fields iv Functions ivl Variables NexcNumber To insert fields or variables all you need to do is use the Fields and Variables drop down lists to select the item you want to insert a Syntax Editor This will insert the proper placeholder in the syntax When the program runs it will automatically replace the p
9. ype the following text for the label an caption where caption is the text you want to appear on your button Here is an example AutoNumbers for ACT records User s Manual size and location of the button The button will be placed at the same location as the label t will have the same width as your label so you may resize it as needed The height is automatic and therefore not tied to the height of the label AutoNumbering a single record If you set up AutoNumbers for ACT records to run automatically as described above then re start ACT and the add on will automatically autonumber the new records once they are created Since autonumbering may involve field values from the new records the autonumber is only created once the new record is saved If you prefer to autonumber records manually either add a button to your layout see above or launch the add on from the ACT Toolbar AutoNumbering multiple records You may autonumber the current lookup or all records contact company group or opportunity To do this run AutoNumbers for ACT records from the proper screen a contact screen to autonumber contacts a company screen to autonumber companies etc Then select Current lookup or All records in the main window and click Run Restricting access to regular users Under Options gt Preferences you can restrict access the ability of non administrators users to edit calculations 1e the Edit and Preferences menu ar
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