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PDF Manual - OAK!Merge

1. ACT Table Contacts Delimited File csv or txt Table CSV Table Unmap All Display Mapped Only Merge Source Source Field or Value Matching Fields ACT Fields Data Regu T Source Table Column k x User 3 String Source Table Column x User 4 String Source Table Column x User 5 String Source Table Column k x User 6 String Source Table Column k x User String Source Table Column ki x User amp String Source Table Column 7 x User 9 String Source Table Column x ecord String gt Link To Companies by Company Name string Source Table Column k x Link To Companies by ACT GUID String Source Table Column end X Link To Groups by Group Name String Source Table Column ki Link To Groups by ACT GUID String Source Table Column Record Manager Name Login or GUID String EXECUTE OPTIONS If a Match is Found Tf a Match is NOT Found Add Contacts can be linked to existing Company records via the Link to Company by Company name or current GUID of the company If a custom company field called OAKMergeID exists in the database you will also get the option to Link the Contact to the Company using the OAKMergelID field Page 27 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Adding the OAKMergeID field is done via define fields under
2. Contact Detail Company Boomers Atworx aag Address 8907 E Rosebud Lane ID Status Prospect v Contact Emily Dunn laad Suite 25 Referred By ACCT system v Salutation Emily Key Contact Customer ID A_0023 Title Sales Representative v City Scottsdale v First Purchase v Department v State AZ v Last Years Purchases Phone 602 555 4874 Lead Ext ZIP Code 85258 Trivia Mobile 602 555 1142 Country United States v gH Fax 602 555 8848 Web Site Alt E mail Last Results v Last Edited by Chris Huffman Last Reach 7 3 2001 v Last Meeting v Last Letter v Last E mail 6 9 2005 v Last Edited 12 6 2007 v Opportunity f Notes History Activities Opportunities Groups Companies Secondary Contacts Documents Contact Info User Fields Home Address Snapshot List Dates All Dates v B Select Users ce ES Date TEST BIG NOTE as a TABLE Company Contact Dashboard 7 3 2001 12 00 AM left voice mail Chris Huffman Boomer s Ar GROUP_NAME end s i Boomer s Artworx Emily Dunn TEST1 end pun 7 3 2001 12 00 AM TEST BIG NOTE as a TABLE Company Contact Chris Huffman sh Boomer s Artwor
3. Page 76 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc io ACT by Sage Premium ACT10Demo File Edit view Lookup Contacts Groups Companies Schedule Write Reports Tools Help Id 1790f184 DI amp Contacts Contact List HHS SSR T a R A o Contact Detail View Groups Comparies Company Yellow Jersey Bikes ie Address 315 Center Dr ID Status i Contacts Contact shley Allan Suite 100 Referred By i icd Salutation Ashley Key Contact Customer ID Groups Title YP of Sales v City San Diego E First Purchase 1 27 2001 v A Department v State CA v Last Years Purchases 250 mln Phone 619 555 8890 Ext ZIP Code 92109 Trivia Companies bi s United S Mobile LJ Country nitec states v 2ail Fax 619 555 7800 lad Web Site www yjbikes com Calendar Alt L E mail ashley yjbikes com Last Results v Last Edited by Chris Huffman Task List Last Reach 6 11 2005 Last Meeting 4 25 2007 v Last Letter L v Last E mail v Last Edited 5221 2007 v lt Opportunity List Notes History Activities Opportunities Groups Companies Secondary Contacts Documents
4. AsiaPac Employees Record Manager Chris Huffman European Employees Access Level Public Page 140 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 23 Exporting all data from tables OAK Merge Version 14 3 Standard Edition and later supports exporting data from Act It exports all the exportable columns in the selected table and includes all the records in that table Basic edition does not do exports It goes from an ACT table TO a CSV or XML format The Source is an Act database table and the only supported destinations or target are a CSV text file or XML formatted file OAK Merge will export the tables that each version can import starting at Standard Only one table is non exportable secondary contacts See the Roadmap for the capabilities of each version For note activity history items if the corresponding item is linked to more than one parent item company contact opportunity or group it will be exported multiple times for each parent item Delimited File csv or txt Table Contact Groups E ACT Table Companies Contacts History Notes Delimited File csv or txt Fi Activities Name Prefix g Opportunities FIX mae Products t First Name s R ME Users Middle Name Page 141 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Gu
5. CSV Table Habsy Type Source Table Colum TYPE Se Teale Fegardara Loroce Tobe Colon RE Se Tanio Cease Daami Table Coto Comtact wee Tam Compas Source Table Coloma Compaen Ne TEE Start Time teare Tabi Cohan DATE wo Trier You must use the standard words for history types Use the Results codes Page 44 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Most history types that are not supported by Act in a merge will come in as a TO_Do Done There are few ACT rejects and will skip that row See the next list for a few know ones that do not import Know good Result Types for History Access Access Changed Activity Deleted Activity Updated Appointment Completed Appointment Erased Appointment Not Completed Attachment Call Attempted Call Completed Call Left Message Call Received Contact Deleted Contact Linked Contact Unlinked Contact Updated Data Moved E mail Attachment E mail Auto Attached E mail Not Sent E mail Sent Error Fax Not Sent Fax Sent Field Changed Letter Sent Marketing Call Completed Marketing Call Not Completed Meeting Held Meeting Not Held New Opportunity Opportunity Inactive Opportunity Lost Opportunity Opened Opportunity Stage Update Opportunity Won Personal Activity Cancelled Personal Activity Completed Personal Activity Not Completed Personal Activity Postponed Quote Rec
6. Click the run button to execute the merge Page 31 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Optional Save Mapping and Profile information Profile Information Specifies the full pathname for the import file and target database for this merge plus the user name and password if specified Click the SAVE button to name the profile After you save a profile it will display when you start OAK Merge Save and using Profiles requires the Standard version or higher Mappings Information Specifies the full pathname for saving the mappings for this merge Note Basic and Standard versions do not support Profiles but do allow saving the mappings Saved profiles can also be used to run a merge from a scheduler or clickable link batch file The Advanced version is required for the unattended merges feature Profiles are listed on the first screen when OAK Merge starts Saved profiles look like this Welcome to OAK Merge NEW MERGE Welcome to OAK Merge the data import tool for your Contact Management system You can start a new import merge by clicking Next or you can select the existing merge configuration in the panel below SELECT EXISTING MERGE CONFIGURATION Select existing merge configuration profile If nothing is selected the new merge will start CO Add Contcts from MAS 10 10 2009 10 9 2009 10 9 2009
7. Page 68 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc You will receive a validation dialog box if you have fields not mapped or mapped to more than one field or appending only etc Review the warnings and select Yes if you want to proceed as is The end field is used in some of the examples as a way to visually review the CSV in excel to verify it has the right delimiters It is not mapped in OAK Merge In some you have to each row OK to proceed then the yes button a Validation mE There are warnings Please review items in the list and click Yes if you are OK continuing to the next step The Yes button is disabled if there are warnings that require special attention please acknowledge them by clicking Click Here icon next to the issue a Severity Issue Items Page 69 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 The progress bars give you the overall status of the merge If you cancel it waits until the next step to stop Cancel does not interrupt the active step Execution Step Frogress Status O In progress Executing x 00 00 01 af Step 1 Indexing target ACT data Complete y Step 2 Loading source Delimited File csv or txt data for processing Complete CG Step 3 Pro
8. T Target Files 2 Target Table 18 Test Run 30 Time Fields 181 TIP 5 17 23 26 29 30 31 33 34 36 37 38 43 48 55 60 72 75 77 86 87 88 91 94 95 116 117 118 121 122 128 132 136 139 142 144 145 171 177 183 Transformation Definitions 127 Transformations 126 130 Trim 128 Type 16 U Unattended Mode 2 116 UNC 175 Page 195 of 195 Updates and Upgrades 183 Upper Case 126 127 URL 175 176 URL Fields 182 User ID 16 87 UTF 180 V Validate Execution 30 34 99 Validation dialog box 29 69 W warning 29 69 Warranty 189 X XML how to export in XML format 151 XML format as a Source 151 Y Yes No Fields 181 Copyright 2015 E Tech Systems Inc
9. AllContacts Chris Networking Breakfast Group Customers W CH TechONE Group International Employees Customers AsiaPac Chinai Description Country Not United States ID Status Contains Employee Customers ONE Component Edit Date 5 13 2007 Customers TWO Component Last Edited by Chris Huffman Customers USA Key Contacts Customers without email addresses Database Users Employees AsiaPac Empl i ee Contacts Notes History Activities Opportunities Documents Group Info address European Employees Procter Phos M a AA Fors ebele USA Employees Create Date 6 23 2005 Hierarchy Employees gt International Employees Friends Record Creator Chris Huffman Subgroups Hot Deals anne armen NATIE Board Members Record Manager Chris Huffman uropean Employees a Prospects Access Level Page 138 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Sample Data Samples Groups_WITH_Divisions_For_Hierarchy_14_4 csv Group LINK_TO_Parent FaceBook Friends LinkedIN Friends Employees Staff Shift 1 Employees Shift 2 Employees Shift 3 Employees Note that the Employees Group is in both columns above It is a sub group of Staff and has its own subgroups that link to it TIP The Groups in the Link_to_Parent field abo
10. Contact Info User Fields Home Address ES Dates All Dates v Status All v gt Select Users iw New Opportunity Options Dashboard Status Opportunity Name Stage Probability of Product Name Total Weighted Total Record Manager Associate Closed Lost Test_Opp_Name_c105 Needs 88 None 0 00 0 00 Chris Huffman 3 Inactive Test_Opp_Name_c108 Negotiation 0 None 0 00 0 00 Chris Huffman E mail Open Test_Opp_Name_c103 Needs 25 ONE Component 0 00 0 00 Chris Huffman Inactive Test_Opp_Name_c110 Negotiation 0 None 0 00 0 00 Chris Huffman x Closed Won Test_Opp_Name_c107 Sales Fulfillment 100 None 0 00 0 00 Chris Huffman Inactive Test_Opp_Name_c109 Initial 0 None 0 00 0 00 Chris Huffman e Open Test_Opp_Name_c101 Initial 10 ONE Component 0 00 0 00 Chris Huffman aai Closed Won Test _Opp_Name_c106 Needs 100 None 0 00 0 00 Chris Huffman Open Test_Opp_Name_c102 Initial 22 ONE Component 15 76 3 47 Chris Huffman Open Test_Opp_Name_c104 Presentation 40 Service Contract 177 76 71 10 Chris Huffman Lookup All Contacts Opportunities 10 Weighted Total 74 57 Grand Total 193 52 amp fam 2 Windows Explorer gt A ACT by Sage Premiu tal Oakmerge10_Manual Snaglt 32 Capture Pr OAK Merge Wizard 4 06 PM You can match on any field or fields in the opportunity if you want to find and update or delete an opportunity TIP You can create a custom field in the opp
11. users Page 91 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Example 12 Act Activities Merge Complex The sample file is Activities Complex_12_2 csv B G D E F G H l J Contact ICompany Type Regarding Start Time End Time Use all day ban Lead Minutes Is Alarmed Details 2 Sean Duffy Circle Photograp Call Test_Activity_Regarding_01 1 1 2010 8 01 30 Yes This is a note 3 Sean Duffy Circle Photograp Meeting Test_Activity_Regarding_02 1 2 2010 11 00 1 2 2010 14 00 Test 2 4 Sean Duffy Circle Photograp To do Test_Activity Regarding 03 1 3 2010 16 00 5 Sean Duffy Circle Photograp Vacation Test_Activity Regarding 04 1 4 2010 9 00 1 6 2010 9 00 Yes Yahoo Delimited File Source IMPORT SOURCE Type Delimited File File bE Tech Systems ACT OAK Merge 1 Samples ctivities Complex_1 _ csv Comma First Row Contains Field Names MAP as shown Merge Rules Delimited File csv or txt Table CSV Table i Unmap All Display Mapped Only Merge Source Source Field or Value z ACT Fields Data Type Required Transformation Rul ear i Contacts by Full Contact Name ae No Transformation Source Table Column X X Activity Type No Transformation Source Table Column X X Regarding String No Transformation Source Table Column Details X Details String No Transformation Source Table Column Start Time X Start Time DateTime No Transformation So
12. Add Contcts from Accounting System C Batch44 10 15 2009 10 15 2009 10 15 2009 Test for unattended merge using scheduler Group_import 12 16 2009 12 16 2009 12 16 2009 Page 32 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Profiles are stored in the Profiles Folder in the OAK Merge installation directory They can be renamed edited or deleted there They are in XML so editing them in notepad or with an XML editor is for advanced users TIP an easy way to delete unneeded profiles it to click on Tools Support button and select Support Folders then Profiles You can right mouse click on any profile in the files list to rename or delete it Activate Manual PDF Application Management Support Blog OAK Merge Web site Support Folders Profiles Version Comparison Logs Buy Now Documentation About Sample Data Page 33 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Logging Level is set here Select Full logging for testing and debugging but not for normal merges Full logging slows down the merge and can produces large files EXECUTION OPTIONS Validate only Test Run limited to Complete Run Execution Logging Level Errors and Warnings No Logging Errors Only Errors an d Warnings
13. button is disabled if there are warnings that require special attention please acknowledge them by clicking Click Here icon next to the issue Yes Mo severity Issue Items Accepted J Warning Some Source Fields have not been mapped RECORD _CONTACT_NAME RECORD CONTACT GUID RECORD_CONTACT_ID RECORD COMPANY NAME RECORD_COMPANY_GUID RECORD _ OPPORTUNITY _ NAME RECORD_OPPORTUNITY_GUID RECORD _ GROUP RECORD _GROUP_GUID RECORD_USER ACTIVITY _TYPE HISTORY _TYPE REGARDING DETAILS START_TIME END TIME ATTACHMENT_NAME ATTACHMENT _ FILENAME a Fsnsnsnenonononsnsnonsnnanananananananai Special Note the results page will show Added instead of Deleted The counter seems off but the deleting works correctly OAK Merge is internally adding the records to a special routine that deletes them The counter is used for all merges and in this case the results presented are not intuitive Unfortunately it cannot be changed based on the type of merge The records are deleted even though they are counted as added NOTES are done the same way Export the Notes table then pick the ones to delete import to Delete Notes table Page 164 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Section 4 Activation Activation is required to unlock the software It ties it to a specific PC Upgrading to a newer
14. x Middle Name String Last Name String Name Suffix String l Salutation string TX Contact String 4 No Transf x Company String No Transf Department String x Title String No Transf x Address 1 String No Transf Chick on the X after Source Field to clear the mapping for any row that does not need to be mapped Fields that are not mapped are not updated in Act f Merge Source Source Field or Value Matching Fields ACT Fields Data Required Tran T Source Table Column ki ki Name Prefix Siring Source Table Column First Name String Source Table Column ki ka Middle Name String Source Table Column x Last Name String Source Table Column Name Suffix String Source Table Column Salutation String Source Table Column Contact x Contact String No Ti Source Table Column Company X Company String No Ti Source Table Column k Department String Foce Te coun i E mie fe or Source Table Column 7 Address 1 String Source Table Column Address 2 String Source Table Column Address 3 String Page 25 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Checking Display Mapped Only shows less rows ACT Table Contacts Delimited File csv or txt Table CSV Table Merge Source Source Field or Value v Matching Fields ACT Fields Data Required Transformation Rule Source T
15. 2015 e Tech Systems inc Selecting Import Source and Merge Destination IMPORT SOURCE be pemean O MERGE DESTINATION ACT PAD File C Wsers Public Documents ACT ACT Data Databases ACT2014Demo pad User Id Page 65 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Select Opportunity Table Merge Rules Opportunites t Opportunity Name Status Process stage Probability of Close Page 66 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Set the Mappings and execute options at the bottom This one is set to match on opportunity name update it IF it is found otherwise ADD it Each opportunity is also LINKED to contacts and companies Linking is optional for opportunities but is usually done to tie the opportunity to a contact The OAKMergeID field can also be used for linking See example 17 or OAKMergelID in the index for more information Process and stage are required fields and are not in the sample CSV so you have to add them to the mapping as Constant Values They could be in the CSV and different for each opportunity If they are not valid in the target database that row OAK Merge will try one from the demo database Process CH1 Sales and Stage Initial Communication If that fails then the row is sk
16. ACT GUID is NOT updateable You can use it to match on to find and update an existing User Record Export the users to get the GUIDs Page 103 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Importing table Users from CSV Table If you have ACT open you may need to refresh the current view to se Import for table Users has completed succesfully 5 1 6 6 0 0 6 0 0 0 0 Additional details Execution time 2 sec 520 msec In ACT you get new contacts and user accounts Page 104 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems inc Version 18 1 1 Revised December 8 2015 Page 105 of 195 Select a User Select a user to change passwords security roles and other settings ast Logon Allison Mikola Allison Mikola Manager Inactive 4 16 2008 10 79 Betty Browser Browse Inactive CJ Standard Inactive Chris Huffman Administrato Active Cindy Standard Active Pending Ernst Anderson Standard Inactive Fred Fenderline Fred Fenderline Standard Inactive Jane Jones JJ Administrato Actrve Pending John Evans JE Standard Inactive Jonathan Somm Jonathan Somm Standard Inactive Juliette Rossew Juliette Rosseuw Restricted Inactive ij 6 13 2010 8 57 F 4 18 2008 12 59 43 2008 11 33 F 7 You have enough licenses for 4 additional active users Copyright 2015 E
17. Act user who was used as a log in to do the merge GUID This adds a new GUID Globally Unique Identifier Page 132 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Example 21 Adding Divisions to Companies e Tech Systems inc OAK Merge Version 14 3 and later supports Adding Companies as divisions of other companies You can have multiple levels of Division to Division to Company CH Holding has 3 levels with 3 companies in the 3 level in the Hierarchy shown below You can create a Hierarchy of Divisions under parent companies This does NOT use the Division Field in the company View faa List View amp e Se Ha Q AcTDemo 3 g Lookup lt Dial Number Call Chris i No Connection Company Field All Companies 25 company s 8 divisionis Cwm dey Ane Pet Store Franchises CH TechONE AVE Enterprises Contains P g Best eee Fang compen Sree OOO O a Fr Fre eano a s Ar Phone 217 555 2485 More Options Brandee s Bakery Fax 212 555 8745 Related Tasks Prushy s Golfing World Toll Free 800 555 2157 Create New Contact from Company Lookup Company Contacts View Fields Linked to Contacts Update Fields Linked to Contacts Write E mail Using Template Schedule Activity Series Modify Layout View Groups Companies Griping International Wilis Enterprises Yellow Jersey B
18. Albert Barry Mercury Production M Ea Alexander O Brien Get the API Key here W Manxsys Financial Alice Sweet VoiceComUsA Allison Mikola CH TechONE Page 157 of 195 e Tech Systems inc Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Account Apps amp Integrations Connected Accounts Plans amp Billing Connections to Facebook will allow you to associate p These connections currently do not import contacts t security Gmail connection allows you to import your Google co Preferences f Facebook Gmail Remove Connection API Key Your API Application Programming Interface token gr can be used to connect to a variety of web services N account and the content in your account Use of this k be used only with integrations you fully trust GFG iSOuaUTiObFxC YoBOA Page 158 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Example 27 Delete History or Notes Delete Specific history or note records OAK Merge Standard or higher allows deleting specific history or notes entries rows in the table by specifying their ID number You export the notes or history to find the ones you want to delete and use their IDs to specify which ones you want deleted The export does respect the limit to contacts in the OAKMERGE_EXPOR
19. Assessment ONE Component 3 25 1 3 2010 end 5 Yelow Jersey Bikes Ashley Allar Test_Opp_ Open ACT Sales Cycle Presentation service Contract 4 44 44 40 1 4 2010 end 6 Yellow Jersey Bikes Ashley Allar Test_Opp_Lost ACT Sales Cycle Needs Assessment Service Contract 5 750 50 7 7 1977 end Yellow Jersey Bikes Ashley Allar Test_Opp_ Won ACT Sales Cycle Needs Assessment Service Contract 6 100 100 12 12 2000 end 8 Yellow Jersey Bikes Ashley AllarTest_Opp_ Closed VWACT Sales Cycle Sales Fulfillment Service Contract f 1000 100 12 13 2000 end 9 Yellow Jersey Bikes Ashley AllarTest_Opp_ Inactive ACT Sales Cycle Negotiation TechONE System a 10000 0 12 14 2000 end 10 Yellow Jersey Bikes Ashley AllarTest_Opp_Inactive ACT Sales Cycle Initial Communication TechONE System 9 5676 99 12 15 2000 end 11 Yellow Jersey Bikes Ashley AllarTest_Opp_ Inactive ACT Sales Cycle Negotiation TechONE System 10 1000000 0 12 15 2000 end 12 Company Contact Name Status Process Stage Product Act Sales Initial Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c101 Open Cycle Communication ONE Component Act Sales Initial Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c102 Open Cycle Communication ONE Component Act Sales Needs Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c103 Open Cycle Assessment ONE Component Act Sales Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c104 Open Cycle Presentation Service Contract Act Sales Needs Yellow Jersey Bikes Ashley Allan Test _Opp_Name_c105 Los
20. CSV Page 101 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt bE Tech Systems ACT OAK Merge Delimiter Comma First Row Contains Field Names MERGE DESTINATION ACT PAD File C Wsers Public Documents ACT ACT Data Databases ACT 20 14Demo pad User Id Users table is the target Merge Rules Page 102 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Mapping You can select fields to match on if you need to update other fields Merge Rules ACT Table Users Delimited File csv or txt Table CSV Table Unmap All Display Mapped Only T Merge iii Source Field or Value Mat i ACT Fields Data T Required ii Rule j E Source Table Column username Z L E username 0 Ea Source Table Column Password xX C Password String No Transformation Source Table Column ContactName X E ContactName String No Transformation Source Table Column Role xXx O Role String No Transformation Source Table Column Status x C Status String No Transformation Source Table Column X E Record ID ACT GUID String The Record ID
21. Chris Huffman Chris Huffman 0 None 0 None 0 None Initial Initial Initial Test_Opp_Name_Simple_101 Test_Opp_Name_Simple_108 Test_Opp_Name_Simple_107 Open Inactive Closed Won Lookup All Contacts Opportunities 11 Weighted Total 3 000 00 Grand Total 12 000 00 amp Snaglt 32 Capture Pr 1 OAK Merge Wizard 3 50 PM ay Oakmerge10_Manual fam 2 Windows Explorer gt fey ACT by Sage Premiu TIP The Total and Weighted dollar amount fields are not updateable if you want Opportunities to have a Total and Weighted dollar amount you must add at least one product Page 72 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 7 Opportunity Merge with one Product A simple merge with one product per Opportunity Source File Example 4 Microsoft Excel Oppoutunity with Products 10_3_4 csv File Edit View Insert Format Tools Data Window Help Daeesa amp 2ay B amp B Or A E A he C arial 10 BLU B22 amp amp HA A Al E Company 1 2 Yelow Jersey Bikes Ashley AllarTest_Opp_ Open ACT Sales Cycle Initial Communication ONE Component 1 0 10 1 1 2010 end 3 Yellow Jersey Bikes Ashley AllarTest_Opp_ Open ACT Sales Cycle Initial Communication ONE Component 2 7 66 22 1 2 2010 end 4 Yellow Jersey Bikes Ashley Allar Test_Opp_ Open ACT Sales Cycle Needs
22. Full Logging MAPPING INFORMATION Name Save PROFILE INFORMATION Save Description MERGE CONFIGURATION database C Users Alan Documents ACT ACT Data Databases ACT2011Demo PAD 1mm m user Chris Huffman pwd Delimited File lt ACT Contacts CSV Table Merge Options Matching Fields Click RUN to perform the merge TIP When you select Validate Preview Act is NOT updated It is to preview what will happen if you do a full merge and is useful for error checking the source file to see how many records would be skipped as a dup deleted added or updated Ready to Run EXECUTION OPTIONS 2 Test Run limited to 32 rows Complete Run Page 34 of 195 Copyright 2015 E Tech Systems Inc OA K M e rg e e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Progress bars and timers show the progress of the merge Merging Execution Step Progress Status G In progress Executing 00 00 00 Step 1 Indexing target ACT data Comme fe Step 2 Loading source Delimited File csv or txt data for processing Executing 00 00 00 Step 3 Processing required updates Soheduied Step 4 Write data to ACT Scheduled The Results appear next OAK Merge 2014 16 1 0 Enterprise OAK Merge Review Merge Results Importing table Contacts from
23. M tions Add only mode all source rows will be appended to the target table Link To Contact by Full Name Source Table Column Contact No Transformation Link To Company by Name Source Table Column Company No Transformation History Type Source Table Column TYPE No Transformation Regarding Constant Value Attachment No Transformation Start Time Source Table Column START No Transformation Attachment Description Source Table Column DESC No Transformation Attachment File Name Source Table Column ATTACHMENT No Transformation Page 52 of 195 Copyright 2015 E Tech Systems Inc User s Guide Version 18 1 1 Revised December 8 2015 Importing table History from CSV Table If you have ACT open you may need to refresh the current view to see up Initial import numbers Rows in source table 10 Rows in target table 0 Import for table History has completed succesfully After import numbers Total rows processed 10 Rows in target table 10 By Status Rows processed successfully 10 Rows processed with warnings 0 ows skipped due to errors 0 Merged rows summary 0 Deleted from target oO Skipped in source 0 Duplicates in source D Additional details Execution time 1 sec Processed Completely Processed OA K M e rg e amp e Tech Systems inc Documents TAB imports are only slightly different than to the History Tab They both are to the History table To import files to the Documents tab you
24. Name String Source Table Column regarding String No Transformation m Source Table Column DateTime No Transformation 7 Page 59 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Note a custom field called OAKMergeID was added to this ACTDemo database to the Companies so it appears as an option for Linking notes to companies It is not available for linking to Opportunities because the opportunity table in ACT does not have a custom field called OAKMergelID TIP If you link Notes to contacts you do not also need to link them to companies They roll up anyway as viewable in ACT Merge Rules Delimited File csv or tet Table CSV Table Merge Source Source Field or Value Source Table Column Source Table Column Source Table Column k Source Table Column ki x gt Source Table Column x Source Table Column x Source Table Column x Source Table Column x EXECUTE OPTIONS Link To Link Ta gt x Link Ta Link To ACT Fields Contacts by Full Contact Name Contacts by ACT GUID Companies by Company Name Companies by ACT GUID Companies by OAKMergelD Link To Link Ta Link To Link To Opportunities by Opportunity Opportunites by ACT GUID Groups by Group Name Groups by ACT GUID Unmap All Data Type Re Transformation Rule String No Transformation String Stri
25. Reach E eal Mobile Personal E mail fe Meeting eee Lal i Actes pran istry aa Doaments Gouna panies Secondary Contacts RelatiopBhips Web Info Personal Info Contact Access New Secg a Promote i l Options Title Phone Extension E mail Address 1 City State Z Sales Representati 8907 E Rosebud Lane Detroit MI Jimmy Gingerich Joe Gladney Jack Mertens Gales Representatn 602 555 4874 8907 E Rosebud Lane Atlanta GA Adam Poe Paul Shank GA Manager 310 622 1500 2000 Santa Monica Frwy Los Angeles CA Example 15 Act User Merges Page 100 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc To add Act users or transfer Act users from one Act data base to another use the Pro version of OAK Merge You can import a list of names to create the my records and Act User accounts Input fields include the Contact Name and User Name Note the GUID is not transferred when doing an Act to Act merge The user name can be used by OAK Merge to set the record manager in other merges The sample file is User_12 csv ContactName Password UserNameRole Status Jane Jones Red JJ Administrator Active Tom Smith Test tSmith Manager Active Cindy Cindy Standard Active Temp Employee password temp Browse Inactive John Evans JE Inactive Carl Jones CJ Inactive Sample Merge of Users from a
26. Record 23 7 r m u r a a m m Sample log files from C Program Files E Tech Systems OAK Merge 12 Logs Opened in Notepad You can open the XML file in other programs or import into EXCEL to view batch3_200808200702 run log 2008 08 20 07 02 28 911 00000001 batch3 Loading profile 2008 08 20 07 02 30 770 00000001 Validating the definition 2008 08 20 07 02 30 802 00000001 Execution begins 2008 08 20 07 02 31 270 00000001 Execution finishes 2008 08 20 07 02 31 286 00000001 See detailed execution log at C Program Files E Tech Systems OAK Merge 10 Logs batch3_200808200702 htm Execution complete batch3_200808200702 xml below shows 10 records from the source file were read and 4 new contacts were added while the 6 matched records were NOT updated They were set to skip on match in the stored profile You can open the XML file in other programs or import into EXCEL to view Page 178 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc lt Subject gt Import for table Contacts has completed with warnings lt Subject gt lt Details xml Y gt lt EndTableProcessing gt lt Table table Contacts sourceTable CSV Table gt lt Numbers tgtRows 179 updated 0 deleted 0 skipped 6 dedupedFromSource 0 gt lt Numbers gt lt EndTableProcessing gt lt Details gt lt LogEntry gt lt
27. To use this feature create a field called OAKMergelID as a text field You can then populate it with any text or numbers you wish to use to link on A typical example is a unique contact ID number you can put in each contact and the associated history records you wish to append and link Page 106 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Use Tools Define Fields in Act to add the custom field OAKMergeID You can create an OAKMergelID field in any or all of Companies Contacts or Opportunities tables o Derne feds I TT T E Back Forward hy Home Enter field name and type For each field you create or edit you can select options to describe specify how the field functions Field name OAKMergelD Field data type Character Customize field behavior Allow Blank This field can accept empty values Step 1 Merge the Contacts with OAKMerge IDs 12 4 csv to populate the OAKMergelID Company Contact Phone Title Address1 Address City State ZIP OAKMergelD YTD_SALE AR Balanc Credit Lim Boomer s Emily Dun 602 555 Sales Repi 8907 E Ro Suite 25 Scottsdale AZ 85258 4 0023 o 1000 Boomer s Bettie James Sales Repi 8907 E Ro Suite 25 Scottsdale AZ 852584 A_0024 100 500 2000 Corleone Morty Mai 480 555 Director o 8800 Paste Suite 200 Scottsdale AZ 85258 4_0025 1000 5000 Duke Indu Nathan Cu 310 622 1507 4075 San
28. Tools Help Miira amp mi w ai Hw Q New Call Meeting To Do Note History Lookup Contacts E ose Suave M a o ES BFS Oe Lookup Business Card Mikire Contact Fi eld Contact CE Address 1 2907 E Rosebud Lane Contains Title Sales soo __ City 1m Salutation Country z States Phone 607 55548 74 x Fax C Mobile Fersonal E mail Doo f More Options Related Tasks View All Contacts Write Letter Attach File Print Current Screen o Print hdsiline shele 2 FE 4 Rel fionship Marketing Results New Secondary Contact Promote EiSaoposiea A Contact Title Phone Extension E mail Ad Task List Ei Opportunities secondary Contacts A sample file is in the OAK Merge samples folder called Secondary_Contacts_12 csv Page 97 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 G D E E G H l J K Contact Company Contact Company Phone Title Address Line 1 Address Line 2 City State ZIP end A Primary_Contact Prima 2 Emily Dunn Boomer s Artworx Jack Merti IBM 602 555 Sales Repi 8907 E Rosebud Suite 25 Atlanta GA 22222 end 3 Emily Dunn Boomer s Artworx Linda Cark GM Sales Repi 8907 E Rosebud Suite 25 Detroit MI 33333 end 4 Emily Dunn Boomer s Artworx Adam Poe end 5 Emily Dunn Boomer s Artworx Joe Gladn SIEMENS end 6 Emily Dunn Bo
29. Using a History export as an example there are 3 possibilities 1 The OAKMerge_Export Group does not exist You get all histories linked to all entities Companies Contacts Groups Opportunities 2 The OAKMerge_Export Group exists and is empty This is the same as the Group does not exist You get all histories and all links to all entities 3 The OAKMerge_Export Group exists and has 1 or more contacts You get all histories linked but only to those contacts in the group You only the Page 149 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc hsitories and and links contacts in the group not any histories linked to Companies Groups or Opportunities 4 For example if you had 50 contacts in the OAKMerge_Export group and you exported the history only the history linked to those 50 contacts would export All exports are filtered this way if this group exists and has 1 or more contact members Both Static and Dynamic group memberships are used The Standard export for the ACTDEMO database that is not Filtered will export 1462 rows of history It has 397 Histories linked to Companies 843 for contacts 1 for Groups and 221 for Opportunities The export of all contacts via a Filtered export yields only the 843 history records for the contacts The other history linked to Companies Groups and Opportunities is NOT exported TIP If you w
30. choices the user previously made for First name Middle name or Last name for that contact Contact names can be blank but a period is inserted as the last name as a place holder It can be deleted in Act TIP the Prefixes and Suffixes MUST exist in the Name Preferences Lists in ACT Page 172 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example import test of Prefixes and Suffixes TEST CSV FILE Contents as viewed in notepad ID STATUS Prefix First Name Middle Name Last Name Suffix P_TEST 1 2 3 4 5 P_TEST Mr John M Smith Jr P_TEST Dr Joe b Cool lil P_TEST Dr P_TEST bob jones Results in ACT The row for 1 2 3 4 5 were not in the Name Preferences Lists in ACT and did not get into the Prefix Suffix fields in ACT Contact Name Prefix First Name Middle Name Last Name Name Suffix Dr Dir Dr Joe b Cool III Dr Joe b Cool III bob jones bob jones Mr John M Smith Jr Mr John M Smith Jr Set the Prefixes and Suffixes Names lists in Act under Preferences ADMIN TAB Name Preferences Button Page 173 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Calendar amp Scheduling Email amp Outlook Sync Communication sep Amn g Notes and Histon m Add Remove Last name prefixes Mr John Von Do
31. e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 13 Custom Table Merges You can append or update records to ACT custom tables in ACT 12 or later just like Contacts or Companies You pick what fields to match on then select the execute options What to do if the matches and what to do if it does not match All the custom tables in a database will be available as targets in the merges The word custom appears in front of the table name You Link the custom table rows to Contacts Companies Groups or opportunities using the Link To Fields Merge Rules ACT Table Delimited File Table ESN Tabe Billing Contacthame String Private Boolean m BilingContactEmail String BilingContactCompany String Link Te Contact by Full Name String m Link To Company by Name string Link To Opportunity by Name String Link To Group String Record Manager String OO OO Oooo Page 96 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 14 Secondary Contact Merges To add Contacts data to the Secondary Contacts tab use the Pro version to merge to the secondary contacts table You link to a primary contact and company using the Contact Name OR Contact Name PLUS Company You cannot link secondary contacts to primary contacts based on other fields File Edit View Lookup Contacts Schedule Write Reports
32. field from the list to edit or d Edit field Field Tasks menu to the left Delete field View fields for Field Security a Le Sample import to the Product table has 4 fields you can update Merge Rules ACT Fields Data Type Matching Fields Required Merge Source Sou senior z SERE ae EEES Ere z ETAETA NEE E ETE Cost Decimal O Source Table Column Price Decimal T Source Table Column Page 79 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 When you add custom fields for the products they ARE available to store data with each opportunity Add Edit Product ONE Component aoa TEST 1 There are 2 ways Tables that OAK Merge can add products to an Opportunity You can have products in Opportunity merges but it is only one product at a time if you are doing an opportunity update If you need three products on the Same opportunity you would need to do one merge to the Product_Opportunity Table or three merges to the Opportunity table One to add the opportunity along with the 1 product and then two more to add one product each Page 80 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Example 9 Multiple Products to Multiple Opportunities Merges You can merge Add one or more products to existing Opportunities by s
33. is a markup language that defines a set of rules for encoding files in a format which is both human readable and machine readable Tip OAK Merge exports ALL data elements each time but not all XML programs do Some XML generators only include data elements IF DATA IS PRESENT If you are using XML as a source for unattended merges you will need the same data elements in the source file each time in order for the OAK Merge profiles to work Page 151 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Example The contacts table exported to XML starts out as Ej Out_Contacts xml Notepad File Edit Format View Help lt XMLWriterDataAccessProvider lt Contacts gt lt NAMEPREFIX lt NAMEPREFIX lt FIRSTNAME lt FIRS TNAME lt MIDDLENAME lt MIDDLENAME lt LAS TNAME lt LAS TNAME lt NAMESUFFIX lt NAMESUFFIX lt SALUTATION Triple J lt SALUTATION lt FULLNAME Lames Jawson lt FULLNAME gt lt COMPANYNAME HAL s Consulting Corp COMPANYNAME lt DEPARTMENT Space Fontier lt DEPARTMENT lt JOBTITLE Man In Charge lt JOBTITLE lt BUSINESS_LINE1 gt 10 Countdown Loop lt BUSINESS_LINE1 gt lt BUSINESS LINE2 Monalithe 500 lt BUSINESS_ LINE2 lt BUSINESS_ LINE3 Room 1001 lt BUSINESS_LINE3 lt BUSINESS_CITY Bogusta lt BUSINESS_CITY lt BUSINESS POSTALCODE 97 600 lt BUSINESS POSTALCODE lt BUSINESS STATE OR lt BUSINESS STATE gt l
34. is disabled f there are warnings that require special attention please acknowledge them by clicking Click Here icon next to the issue Severit lesue Items mcepted iH Waring Some Source Fields have not been mapped You can click the Yes button and proceed to the next step run or No to return to the mapping screen Page 188 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Appendix 9 Software License Warranty Terms and Conditions of use ATTENTION USE OF THE OAK MERGE SOFTWARE IS SUBJECT TO THE ACCOMPANYING SOFTWARE LICENSE TERMS USING THE SOFTWARE INDICATES YOUR ACCEPTANCE OF THESE LICENSE TERMS IF YOU DO NOT ACCEPT THESE LICENSE TERMS YOU MAY NOT INSTALL USE TRANSFER OR DISTRIBUTE THE SOFTWARE The following License Terms govern your use of the OAK Merge Software unless you have a separate signed agreement with E TECH SYSTEMS INC IN SCHAUMBURG IL USA ETS ETS AND SWIFTPAGE MAKE NO WARRANTIES EITHER EXPRESS OR IMPLIED OF ANY KIND REGARDINGTHE ENCLOSED SOFTWARE WHETHER ITS MERCHANTABILITYOR ITS FITNESS FOR ANY PARTICULAR USE OR ANY OTHER WARRANTY License Grant ETS grants you a license to Use one copy of the Software Use means storing loading installing executing or displaying the Software You may not modify the Software or disable any licensing or control features of the Software Th
35. line for errors only is C E Tech Systems ACT OAK Merge 13 OakMerge UI ACT batch44 1 Or C E Tech Systems ACT OAK Merge 13 OakMerge UI ACT batch44 Errors TIP For testing the BAT file right mouse click to edit it and add a second line pause This will allow you see it run and debug it if you have errors See example below is C Windows system32 cmd exe Co Users Alan Desktop gt C E Tech Systems ACT XOAKtMerge 12 0akMerge UI ACT crown _Import Co Users Alan Desktop gt pause Press any key to continue a a Page 117 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Select Program to Schedule Samples Bah Adding Contacts to a GROUP _10 csv LSJ Ba Company _10 csv My Recent Pah Contacts_10 csv Documents Contacts_10 txt E History_10 csw Bah History_Attachments_10 csv Bah Notes_10 csv E3 RUN_OAKmerge bat File name RUN_OAKmerge bat My Networe Files of type Sample Run_OAKmerge bat with Remarks to display as it runs rem batch file to run a merge from a stored profile in OAK Merge C E Tech Systems ACT OAK Merge 17 OakMerge UI ACT batch44 rem All Done log files with results are in C E Tech Systems OAK Merge 17 Logs rem rem remove the pause below to run unattended from a scheduler Pause TIP to see what the unattended merges have been doing check the Logs file To monitor w
36. or Access installed to see all the options On some systems the XLS and MDB options will work even if excel or Access are not installed Delimited File csv or tet ACT File Delimited File csv or txt MS Excel 2000 2003 ods Delimiter MS Excel 2007 2010 xdsx MS Access 2000 2003 Database mdb MS Access 2007 2010 Database accdb MERGE DESTINATION Type ACT ACT PAD File Users Public Documents ACT ACT Data Databases ACT2014Demo pad User Id Chris Huffman Password TIP OAK Merge also has Act as a source for Act To Act Merges of some of the tables and for exporting You can use the COPY UP button to copy the lower panel to the top one so you have ACT the source and destination You can merge ACT to ACT within the same database or between 2 different ones Page 17 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Step 3 of 4 Select Target Table and Map Fields The Next Screen has the mappings First select the Target Table no mappings fields appear until you select a target table This is where you need to put the data in Act You cannot update more one table per merge You can create a batch file to merge data to several tables in one operation by chaining several predefined merges together See unattended merges section The PRO version displays the tables below as well as any custom tables The Standard version wi
37. support exporting and looks like this ACT Table v lt 4 Select a Target Table Companies Source Table n _ Display Mapped Only ACT Fields Data Type Matching Required Source Field or Value Transformation Rule Does your data have a with the names of the fields There could be data or field names in row 1 OAK Merge always uses the first actual row as the field names unless you uncheck the box for First Row Contains Field Names If your first row is data then uncheck the box IMPORT SOURCE MS Excel 2000 2003 bs vv File Page 21 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc IMPURT SUURLE Type Delimited File csv or Bet ese File Delimiter First Row Contains Field Names Page 22 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 The Standard and above versions add Act as an Import source and export Destination IMPORT SOURCE Type ACT FAD File C WsersPublic Documents ACT ACT Data Databases FROM_DB_Demo pad User Id Password MERGE DESTINATION ACT PAD File Users Public Documents ACT ACT Data Databases TARGET_ACT2014Demo pad User Id Password Mapping means specifying which field names in the import source are set to write to which field names in Act If the first recor
38. versions of SalesForce for Contact Group Professional and Enterprise work with the Migration kit However not all versions of SalesForce have been mapped or tested Special editions such as the Wealth Management or Not for profit editions of SalesForce have not been tested and will probably need adjustments to the standard field mappings supplied OAK Merge Em OAKMerge Data Migration Kit SalesForce to ACT Migration Kit QOAKTMerge Enterprise Version 14 Build 728b Starting Migration Page 190 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 OAK Merge mport or update data as easy as 1 2 3 Version 14 0 0 Enterprise Edition Page 191 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc OAK Merge Enterprise with SalesForce Data Migration kit e Uses a standard data backup ZIP from SalesForce containing over 40 files and all the attachments e Imports the Users from SalesForce and creates Act users so the record managers in Act will match the Owners in SalesForce e Converts the Accounts in SalesForce to Companies in Act e Converts the Contacts in SalesForce to Contacts in Act and links them to the Companies e Also converts the future tasks activity history opportunities and attachments e Includes all OAK Mer
39. x Add Delete Options ey History List Name ltem Quantity Cost Adjusted Price Discount btota Opportunities TechONE System T1iSYS 1 00 5 000 00 50 000 00 0 0000000000 50 000 00 10 001 Cusiom Field info 1 ONE Component ONE 2 00 1 000 00 350 00 0 0000000000 700 00 10 002 Custom Field info 2 Us Reports ONE Component ONE 3 00 1 000 00 355 00 0 00000000007 1 065 00 10 003 Custom Field info 3 E Dashi j Service Contract sc 4 00 750 00 4 000 00 0 00000000007 16 000 00 10 004 Custom Field info 4 Service Contract sc 5 00 750 00 299 00 0 0000000000 1 495 00 10 005 Custom Field info 5 Q Search Fields available for mapping include any custom product fields Page 84 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 ACT Fields Data Type Re Link To Opportunities by Opportunity Name sting X Link To Opportunities by ACT GUID String X Link To Products by Name String gt LinkTo Products by Item Number String X Link To Products by ACT GUID string X Cost Decimal gt X Price Decimal X Discount Decimal X Quantity Decimal X TESTi string X Test2 string Type string If Opportunities have a custom field called OAKMergeID then that is a 3 option for LINKING products to the Opportunity ACT Fields Data Type Re amp Link To Opportunites by Opportu
40. 06e1e783b25 3db9da29 d59d 44b8 bf7c e4683aebef67 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 66a60b7e b59d 4aa2 8753 02eb990eedac 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 3839c0f 8615 49d2 95af 1c9d90ff00c1 c18labec 9f97 435f a20d 1cfa358e2b31 c18labec 9f97 435f a20d 1cfa358e2b31 Allison Mikola Chris Huffman Allison Mikola Allison Mikola Chris Huffman Chris Huffman Chris Huffman Chris Huffman Chris Huffman Ernst Anderson Chris Huffman Chris Huffman Chris Huffman Allison Mikola Allison Mikola Chris Huffman Chris Huffman Chris Huffman Chris Huffman Allison Mikola Chris Huffman Allison Mikola Allison Mikola Chris Huffman Chris Huffman Chris Huffman Chris Huffman Allison Mikola Chris Huf
41. 1 Place quarterly order 4 7 20141 New Opportunity ACT Sales Cycle Sales Fulfillment 100 10 2 2014 Parts for Bakery ACT Sales Cycle Presentation 40 4 18 2014 1 New Opportunity ACT Sales Cycle Negotiation 65 7 17 2014 1 Place quarterly order 10 1 2014 1 New Opportunity ACT Sales Cycle Initial Communication 1 HHHHHHHHHH Place quarterly order 1 7 2014 1 New Opportunity ACT Sales Cycle Negotiation 65 4 18 2014 1 New Opportunity ACT Sales Cycle Initial Communication 1 4 18 2014 1 New Opportunity 2 000 00 rtfl ansi ansicpg1252 deff0 11 14 2014 SC ACT Sales Cycle Needs Assessment 25 4 18 20141 Run another merge to Delete the history for the IDs in your edited file K L 1 ACTIVITY_HISTORY_TYPE wwn Ou AWVN NIN ie le le le le le le pad SISIBISIBIS S GIEIGIBIEIS 3 8 M REGARDING e Tech Systems inc DETAILS N Oo P Q R START_TIME END_TIME ATTACHM ATTAC Field changed Field ID Status changed from C 1 2 2015 1 Field changed Field Waiting for Service change 1 3 2015 1 Contact Bettie James linked 12 1 2014 1 Contact Bettie James linked 12 1 2014 1 Prepare Quote 4 10 2014 1 Contact Emily Dunn linked 12 1 2014 1 Field changed Field Waiting for Service change 1 3 2015 1 Contact Emily Dunn linked 12 1 2014 1 Field changed Field Waiting for Service change 1 3 2015 1 Field changed Field Waiting for Service change 1 3 2015 1 Field changed rtf1 ansi ansicpg1252 deff0 11 14 2014 LA Office AC
42. 1 2 3 4 wizard There is a welcome screen were you can pick a predefined merge via a Profile or you can configure and execute a merge in 3 more steps Welcome pick an existing profile or Next button Pick source and target data sources Map data and select matching linking options Execute eee aa a This manual goes through examples of merges to each area of Act using the Act demo database as a target The sample source fields are in the OAK Merge Samples file folder Page 7 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 Example 1 Merge FROM a CSV to Act Contact Fields Start OAK Merge After installation you will find the OAK Merge program in START OAK Merge for Act The splash screen appears when the program launches OAK Merge 2014 mport or update data as easy as 2 3 Version 16 1 0 Enterprise Page 8 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Step 1 of 4 Beginning a New Merge Page 1 of the Wizard will appear Here you can select an existing merge configuration called a Profile if any have been saved In the screen shot below 2 existing Profiles have been previously saved This feature is discussed later OAK Merge 2014 1610 Enterprise am E Welcome to OAK Merge NEW MERGE Welcome
43. 1 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc got pushed to the right into the wrong columns If there is NO header row exists the fields will be Called Field1 Field2 Field3 Appendix 2 Contact Name update rules Pre fix Suffix Suffix Importing or updating Contact Names has some special rules because of the way Act works In Act you enter Contact names then Act will guess at the First name Middle name and Last name If the first part of the contact name matches an item on the Act list of Prefixes it will be used as a Prefix not a Firstname If the last part of the contact name matches an item on the Act list of Suffixes it will be used as a Suffix not a Last name Users can manually override the choice name by Act for First Name Middle Name and Last Name Use Caution When Updating Contact Names First Name Last Name Prefix Suffix are not updatable fields You can update the entire contact field not parts of it Use First Name Middle Name and Last Name fields only when adding new contacts or replacing the entire contact field Users and OAK Merge CANNOT pick or update how Act parses the contact name When using an OAK Merge action that updates the Contact field OAK Merge automatically updates the First Name Last Name and Salutation fields according to Act Preferences for Names This will over write any manual
44. 15 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Select your Source Table or Query Contacts MS Access Database Table ACTI Fields oO Accra Contacts bo a GROUP_10 fe Contacts 10 Contacts Exbemded_10 History 10 Notes 10 Opportunities 10 Query Example joins 2 Tables and continue merge as other merge examples TIP An ACCESS query may include a table connected to an external data source like a SQL server or may have joins that pull selected data from several tables Fresh data will be extracted each time OAK Merge opens and runs Page 88 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Example 11 Act Activities Merge Simple A simple merge of activities is the sample file Activities Simple_11_1 csv The Advanced version of OAK Merge supports merges to the Act Activity table A C D E Contact Regarding Start Time 2 Sean Duffy fCall Test Activity Regarding 01 1 1 2010 8 01 3 Sean Duffy Meeting Test Activity Regarding 02 1 2 2010 11 00 4 Sean Duffy To do Test Activity Regarding 03 1 3 2010 16 00 i Sean Duffy Vacation ITest_Activity_Regarding_04 1 4 2010 21 00 Pick type as delimited file Page 89 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tec
45. 2 15 98 Merges 6 10 11 26 32 88 89 101 118 N Notes 2 6 57 Number of Rows to Skip 31 Page 194 of 195 O Oakhurst 169 OAKMerge_Export Filtered Export 150 OAKMerge_Export Group Name 149 OAKMergelID 27 28 51 60 67 74 77 106 107 109 110 114 115 OAKMergeID 136 P Password 16 87 101 166 Phone Fields 181 Prefix 5 172 173 Product 2 73 Profile 2 9 32 Profile Information 32 Profile Information 183 progress bar 70 Proper Case 126 128 Q Quantity 73 R Reserved Key Words 126 RTF to Plain Text 128 145 Run 2 11 30 68 92 99 116 118 S SalesForce Data Migration Kit 190 Samples 13 50 54 57 101 118 178 Scheduled For Scheduled By 91 94 95 Scheduler 116 Secondary Contact 6 97 98 Simple Opportunity 64 SKIP 31 Slow Exports 148 SOFTWARE LICENSE 189 Some fields have not been mapped 29 188 Source 2 12 15 24 73 87 88 92 Source column names 171 Source Field 24 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 Source Files 2 Sub Groups 138 Substitute a 129 Substitute a 129 Substitute a blank for a field that is a 130 Substitute a blank for a field that is blank or a space 130 Suffix 5 172 173 Support 169 Support Blog 183 Swap buton 142
46. 2015 E Tech Systems Inc e Tech Systems inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Using OAKMergeID will work for Contacts Companies Opportunities and or Custom tables If you create an OAKMergelID field in all three it would look like this on a table merge Merge Rules ACT Table History Delimited File csv or txt Table CSV Table Merge Source Source Field or Value ACT Fields Data Type Require T Source Table Column k X Link To Contacts by ACT GUID String Source Table Column OAKMergeID X Link To Contacts by OAKMergeIL String Source Table Column k X Link To Companies by Company Name String Source Table Column gt Link To Companies by ACT GUID String Source Table Column kai Link To Companies by OAKMerg String Source Table Column kai X Link To Opportunities by Opportunity Name String Source Table Column X Link To Opportunities by ACT GUID String Source Table Column 7 x Link To Opportunities by OAKMergeID String Source Table Column x X Link To Groups by Group Name String Source Table Column Link To Groups by ACT GUID String Source Table Column Record Manager X Record Manager Name Login or GUID String Source Table Column TYPE X History Type String H Source Table Column Regarding X Regarding String 3 e mer eee mee F Above is for LINKING the rows in a History table to Contact Company or Op
47. 5 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Merge Rules ACT Table History Delimited File csv or txt Table CSV Table Unmap All isolay Mapped Onh Merge Source Source Field ACT Fields Data Type Require Source Table Column Contact X Link To Contacts by Full Contact Name String Source Table Column X Link To Contacts by ACT GUID String Source Table Column X Link To Companies by Company Name String Source Table Column X Link To Companies by ACT GUID String Source Table Column X Link To Companies by OAKMergeID String Source Table Column X Link To Opportunities by Opportunity Name String Source Table Column X Link To Opportunities by ACT GUID String Source Table Column X Link To Groups by Group Name String Source Table Column X Link To Groups by ACT GUID String Source Table Column X Record Manager Name Login or GUID String Source Table Column TYPE X History Type No Transformation A Source Table Column RE gt Regarding e No Transformation v Source Table Column X Details No Transformation z p Upper Case ALL CAPS Lower Case all lower case EXECUTE OPTIONS Proper Case Initial Caps Trim removes leading and trailing spaces If a Match is Found If a Match is NOT Found j Substitute a for an entire field that is blank Substitute a
48. 7 3 2001 Phone cal Regional Ernst Anderson Yellow Jer Ashley All CallCompleted 7 4 2001 Called and left a mejZ777 ASHLEY Ernst Anderson Yellow Jer Ashley All MeetingHeld 7 5 2001 Met a Hilt Ashley JdZ77 ASHLEY Betty Browser Yellow Jer Ashley AllToDoDone 7 6 2001 Sent prop Quoted n iBetty Browser Mapping Link to Contacts by OAKMergeID Page 110 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Merge Rules History S CSV Table reses sarerea ACTF aame Reed Ta SE A QAKMergelD mney x ink To Contacts by OAKMergelD Soms Record_Manager X Record Manager Name Login or GUID String No T TYPE X History Type String q No T Regarding X Regarding String H No T Details X Details String No T Start_Time gt X Start Time DateTime 3 No T Results in ACT are Page 111 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Importing table History from CSV Table If you have ACT open you may need to refresh the current view to see updated di Import for table History has completed succesfully After import numbers Total rows processec 6 Rows in target table 6 By Status Rows processed successfully 6 Rows processed with warnings O Nesconset e in target Deleted from target E a oped in sourc
49. ACT if the source data is blank 1 Substitute a_ for an entire field that is blank Converts a blank field in the source to one period Other text values are not affected This means if input is blank put a in the field This could be used in a field where data is required A Is small and does not stand out on ACT layout 2 Substitute a for an entire field that is blank Converts a blank field to three tildes Other text values are not affected This means if input is blank put a In the field This could be used in a field where you what to identify the blanks in a particular import or needed to do a search and replace in ACT after the merge In Act you could search for a and replace with another string or have a dynamic group to find them Page 129 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Three ways to FORCE blank fields into ACT if the data in Act is blank or has data Use 1 of 2 transformations or a Reserved Key Word BLANK Title x No Transformation v Address1 M 7 1 Substitute a blank for a field that is exactly a Overwrites a field in Act with a blank field if the source is exactly equal to 3 tildes Other text values are not affected This means if input is blank out the field in Act 2 Substitute a blank for a field that is blan
50. AK Merge under Tools Support Documentation Online Page 184 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Support Blog OAK Merge Software News and Support Jews Tips and support knowledgebase for OAK Merge I xport Tool for ACT About Oakhurst Software Products OAKIMERGE 17 1 1 for ACT posted by alanmlee October 17 2014 Searon was released today Enhancements included in OAK Merge 17 1 1 CATEGORIES t Supports the new ACT vi17 PRO PREMIUM and Web versions select Category 2 Export the Group Names linked to contacts and opportunities This adds a new field to the contact and opportunity table exports called __Groups__ This new field contains the comma delimited names of the ARCHIVES all the groups each contact or opportunity is a member of Both Static and Dynamic group memberships are included October 2014 3 Allows a double click to open file dialog box or select the mapping to June 2014 tiie September 2013 4 Import data directly from remote web sites v17 Supports WEB URL May 2013 as a path to a source file Source files can now be on a website A an March 2013 December 2012 October 2012 September 2012 August 2012 April 2012 example is http www oakmerge com downloads Contacts_10 csv note path is case sensitive 5 Supports constants as a matching field This is useful if you h
51. AKMergelDs 12 4 csv 5 21 2013 8 35 PM ray Contacts Curr_test csv ray Contacts_10 csv Gel Contacts_WITH_OAKMergelDs 12 4 csv 5 21 2013 8 35 PM lh Groups _WITH_Divisions_For Hierarchy 1 5 21 2013 8 35 PM Wm Company Boomer s Artworx Boomer s Artworx Boomer s Artworx Duke Industries Duke Industries Duke Industries Duke Industries Jake Flakes Inc Mad House The Yellow Jersey Bikes History 10 csv al History_1 xi History_TEST_100K csv Fal 4 EE u Tarn Tr Contact Emily Dunn Emily Dunn Emily Dunn Nathan Cutting Brittles Nathan Cutting Brittles Nathan Cutting Brittles Nathan Cutting Brittles Bella Minoal Greg Hart Ashley Allan Page 50 of 195 5 21 2013 8 35 PM 6 13 2015 11 02 PM 5 21 2015 8 35 PM 5 21 2013 8 35 PM 5 21 2015 8 35 PM 5 21 2013 8 35 PM 6 20 2015 7 25 AM res ens a a Ir Me Type Microsoft Excel Microsoft Excel Microsoft Excel C Microsoft Excel Microsoft Excel C Microsoft Excel C Microsoft Excel C n Microsoft Excel C Microsoft Excel C Microsoft Excel C Microsoft Excel Microsoft Excel C re r TYPE STARTDATE DESC Attachment 7 7 2001 Attachment 7 2 2001 Attachment 7 3 2001 Attachment 7 4 2001 Attachment 7 5 2001 Attachment 7 6 2001 Attachment 7 7 2001 Attachment 7 8 2001 Attachment 7 9 2001 Attachment 7 10 2001 Company Con Tact TYPE S TART DESC A TTACHMENT T EMP_end Boomer s Art
52. CSV Table If you have ACT open you may need to refresh the current view to see updated data Initial import numbers Rows in source table Rows in target table Import for table Contacts has completed succesfully After import numbers Total rows processed 10 Rows in target table 202 By Status Rows processed successfully 10 Rows processed with warnings 0 Rows skipped due to errors 0 Merged rows summary Added to target 0 Updated in target 10 Deleted from target 0 Skipped in source 0 Duplicates in source 0 Additional details Execution time 1 sec Processed Completely Processed With Warnings Skipped Due to Errors C Information in the Tabs at the bottom of the screen is controlled by the logging level set on the Ready to Run page Select Full Logging for the most info Page 35 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Full Logging After import numbers Total rows processed 10 Rows in target table 202 By Status Rows processed successfully 10 Rows processed with warnings O Rows skipped due to errors 0 Merged rows summary Added to target D Updated in target 10 Deleted from target 0 Skipped in source oO Duplicates in source D Processed Completely Processed With Warnings Row Contact Emily Dunn E Row Contact Bette James E o Row Contact Morty Mani
53. Column RECORD_GROUP_GUID X Link To Groups by ACT GUID String No Transformation Source Table Column RECORD_USER X Record Manager Name Login or GUID String No Transformation Source Table Column HISTORY_TYPE X History Type String No Transformation Source Table Column REGARDING X Regarding String rae ee eee pews _ aE a oom Qe ees Source Table Column END_TIME X End Time DateTime Source Table Column ATTACHMENT_NAME X Attachment Description String No Transformation Source Table Column ATTACHMENT_FILENAME X Attachment File Name String No Transformation Source Table Column _RECORD_ID__ X Record ID ACT GUID String No Transformation Page 143 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 TIP use the transformation Transform RFT to plain text for details to remove formatting characters 3 Run Ready to Run EXECUTION OPTIONS C Validate only i o 4 Test Run limited to i00 MAPPING INFORMATION Page 144 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Importing table Contacts from Contacts If you have Delimited File csv or txt open you may need to refresh the cu Initial import numbers Rows in source table 711 Rows in target table i Import for
54. Company String No Transformation Source Table Column Title X Title String No Transformation Source Table Column Phone X Phone String No Transformation Source Table Column Contact X Web site String No Transformation Source Table Column Address Line 1 X Address Line 1 String No Transformation Source Table Column Address Line 2 X Address Line 2 String No Transformation Source Table Column City X City String No Transformation Source Table Column State X State String No Transformation Source Table Column ZIP X Zp String No Transformation Use complete Run to write the info Validate Preview does NOT write anything to Act Page 99 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Ready to Run EXECUTION OPTIONS ce Complete Run The results show edited added and elapsed time The new secondary contacts show up on the Secondary contacts tab IF the Primary Contact exists If no match is found for the Contact Company the contact gets added to the Act my record for the user doing the merge If the Contact is blank the row is skipped ee e ure he A w F mesie mri enes e ae p rae era aar arar Wm ll Business Card Address Status Contact es Address 1 8907 E Rosebud Lane ID Status Title Sales Sone ___ City Scottsdale Latest Activities Salutation a CSE Emai Fhone x Fax Call Attempt
55. EST1 end Duke Industries Marion Morrison TEST1 end Duke Industries Kirby York TEST1 end Duke Industries Ethan Edwards TEST1 end Boomer s Jake Flakes Inc Bella Minoal TEST1 end Artworx Emily Dunn 7 3 2001 Mad House Thekes Ashley Allan TEST2 end Temp_end Nathan Duke Cutting Industries Brittles 7 4 2001 left voice mail Temp_end Select Notes as the target Act Table Selecta Target Table Groups Companies Contacts ACT Fields History Source Field or Valu Notes Activities Opportunities Products Users Secondary Contacts Map the Date Time and Regarding The Link To fields connect the notes to contacts companies groups opportunities or custom tables Page 58 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Merge Rules pata Type Re Transformation Ru Moi Secondary Contacts Linking rules Only the name GUID or a custom field called OAKMergeID can be used to LINK notes to top level tables If a custom field called OAKMergeID exists in the top level table then the LINK using it will appear as an option in the mapping for that table Map the note info to Regarding and Date or Date Time to Time Merge Rules Notes ka CSV Table Merge Source Source Field or V ACT Fields Data Type ead Transformation Rule Fee O Source Table Column ontaci X Link To Contacts by Full Contact
56. LogEntry gt lt RequestThread gt 00000001 lt RequestThread gt lt RequestThreadIndex gt 0 lt RequestThreadIndex gt lt RequestDate gt 2008 08 20 lt RequestDate gt lt RequestTime gt 07 02 31 270 lt RequestTime gt lt RequestThreadIdentity gt lt Level gt Information lt Level gt lt LevelNumeric gt 11 lt LevelNumeric gt lt LevelClass gt Information lt LevelClass gt lt Category gt Merge Controller lt Category gt lt Subject gt Merge process successfully finished lt Subject gt lt Details gt lt LogEntry gt lt xmlLog gt Page 179 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Appendix 5 Valid Data and Formatting for various Data Types OAK Merge can successfully process data which is in ASCII or UTF 8 format A file with an invalid UTF 8 character may not be readable by OAK Merge Data corruption can include this type of problem as well as other issues Valid data formats for data types are controlled by what Act will accept Define Fields E Back gt Forward hy Home Enter field name and type For each feld you create or edit you can select options to de specify how the field functions Field name New Field 1 Field data type ACT has these data types for fields that OAK Merge can update Characters Initial Caps Lowercase Uppercase Address and email These are plain text fields with
57. OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 User Guide v18 1 1 OAK Merge is the leading data import export and update utility for OAK Merge act Page 1 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Unlimited uses update sales info in Act with mainframe data matching on customer number update sales territory matching on zip codes What OAK Merge import trade show or web leads etc can do for you Yy Add Update Skip or Delete records from any of Act s updateable tables Contact Group Company Product Opportunity or Custom Tables Match on one or more fields for updating Append data to Notes History or Activities and link them to Contacts Companies Opportunities or Groups Delete History and notes Export all data in a selected table Import Act Users or Copy Users from one Act database to another Use with unlimited number of Act databases Updates ONLY the Act fields you specify All other Act data remains unchanged OAK Merge Allows constants key words or transformations to be done as part of mapping the data Adds Contacts to be members of static groups Provides mapping to define which field s to update and which field to match on maps can be saved amp reused later Profiles include mappings Profiles also allow saving Source files an
58. ORT SOURCE Type File Delimiter Text delimited files are supported in Basic and Standard versions Excel ACCESS and XML are supported in Advanced and Pro versions and Act to Act in the Pro version Specifies the full pathname for the input file containing the data to merge into the target Act database Click the Browse button to select the input file Comma or TAB TO the MERGE DESTINATION File User ID Password Page 16 of 195 This is the target Act database It specifies the full pathname for the Act database to update with data from the input file Click the Browse button to select the database The target Act database can be open or closed at the time of the merge IF you are exporting the Destination can be ACT Delimited or XML Optional for single user databases Specifies the user name used by OAK Merge to log on to the target Act database All changes made during this merge are recorded with this user name Optional for single user databases Specifies the password for the user name used to log on to the target Act database Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Click on Next If you have the Advanced or PRO version you can pick other data types such as MS EXCEL for your input source type ACCESS and EXCEL 2000 through 2013 are supported XLS XLSX mdb or accdb or XML You need to have Excel
59. Services of UK Angela Ives Test Opp Name Simple 105 Lost PPG end T Al Sewices of UK Angela ves Test_Opp_Mame_Simple_106 Won 12 12 2000 end Oo AT Services of UK Angela Ives Test Opp Name Simple 10 Closed V on 14 13 2000 end 9 Al Services of UK Angela ves Test Opp Name Simple 108 Inactive 12 14 2000 end 10 81 Services of UK Angela Ives Test Opp Name Simple 109 Inactive 12 15 2000 end 11 51 Services of UK Angela ves Test Opp Name Simple 110 Inactive 12 15 2000 end 12 13 14 OAK M e rg e e Tech Systems in Estimated Close Company Contact Name Status Date A1 Services of UK Angela Ives Test_Opp_Name_Simple_101 Open A1 Services of UK Angela Ives Test_Opp_Name_Simple_102 Open A1 Services of UK Angela Ives Test_Opp_Name_Simple_103 Open A1 Services of UK Angela Ives Test_Opp_Name_Simple_104 Open A1 Services of UK Angela Ives Test_Opp_Name_Simple_105 Lost Al Services of UK Angela Ives Test_Opp_Name_Simple_106 Won Closed Al Services of UK Angela Ives Test_Opp_Name_Simple_107 Won A1 Services of UK Angela Ives Test_Opp_Name_Simple_108 Inactive A1 Services of UK Angela Ives Test_Opp_Name_Simple_109 Inactive A1 Services of UK Angela Ives Test_Opp_Name_Simple_110 Inactive Page 64 of 195 Copyright 2015 E Tech Systems Inc end 1 1 2010 end 1 2 2010 end 1 3 2010 end 1 4 2010 end 7 7 1977 end 12 12 2000 end 12 13 2000 end 12 14 2000 end 12 15 2000 end 12 15 2000 end OAK Merge User s Guide Version 18 1 1 Revised December 8
60. T Sales Cycle Needs Assessment 25 4 10 2014 Contact Benjamin Braddock linked 4 10 2014 2 T Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Linked Contact Bettie James linked Contact Bettie James linked Contact Emily Dunn linked Contact Emily Dunn linked Contact Benjamin Braddock linked Contact lt empty gt linked Contact Elaine R Braddock linked Contact Mr McGuire linked Contact Chris Huffman linked Contact Chris Huffman linked Contact Keifer Saccucci linked Contact Bella Minoal linked Contact Bella Minoal linked Contact Bella Minoal linked Contact Suzie Lee linked Contact Jason Mighty linked Contact Howard Smith linked Contact Melissa Weather linked Linked to company AVB Enterprises 12 1 2014 13 31 HHHHHHH 12 1 2014 13 26 HHHHHT 12 1 2014 13 26 HHHHHHHH 12 1 2014 13 31 HHHHHHHH 4 10 2014 23 53 HHHHHHHH 4 10 2014 23 54 HHHHH 4 10 2014 23 53 HHHHHHHH 4 10 2014 23 53 HHHHHHHH 5 1 2014 19 03 HHHHHHH 4 30 2014 12 34 HHHHHHHH 5 6 2014 18 22 HHHH 12 1 2014 13 29 HHHHHHHH 12 1 2014 13 31 HHHHHHHH 12 1 2014 13 30 HHHHHH 5 6 2014 18 22 HHHH 4 23 2014 11 25 HHHHHHHH 4 23 2014 11 25 HHHHHT 4 23 2014 11 23 HHHHHHH 5 6 2014 18 22 HHHHHT The only field you will map is
61. T group The only field you map is the ID of the history or note records Steps Export the history table PCIE CUING LTP OLUT CE dai IMPORT SOURCE Type ACT ACT PAD File C Users Alan Documents ACT ACT Data Databases ACT2014Demo PAD User Id Password CHANGE MODE Copyup Copy Down swap 4 MERGE DESTINATION Type Delimited File csv or txt File C E Tech Systems ACT OAK Merge 17 Samples History_to_Delete_18_1 csv Delimiter Comma V First Row Contains Field Names Page 159 of 195 Copyright 2015 E Tech Systems Inc Version 18 1 1 Merge Rules OAK Merge User s Guide Revised December 8 2015 RECORD CONTACT NAME fstoy Pe Merge Source ACT Source Field or Value RECORD _CONTACT_GUID RECORD _CONTACT_ID RECORD_COMPANY_NAME RECORD _COMPANY_GUID RECORD _OPPORTUNITY_NAME RECORD_OPPORTUNITY_GUID RECORD _GROUP RECORD _GROUP_GUID RECORD_USER Source Table Column vi m Source Table Column m Source Table Column an Source Table Column a m Source Table Column iii Source Table Column Source Table Column a Source Table Column w Source Table Column aa Source Table Column m Source Table Column Source Table Column Source Table Column ki m Source Table Column 5 m Source Table Column Source Table Column m Source Table Column al Source Table Column Page 160 of 195 Copyright 2015 E Tech Systems Inc e Tech Systems i
62. TOOLS menu It has to be spelled OAKMergeID with no spaces Leave the Field data type as Character Numbers for Field data type does not work E Back oO Forward hy Home Enter field name and type For each field you create or edit you can select options to describe the field or specify how the field functions Field data type Character Customize field behavior Allow Blank This field can accept empty values E Generate History Track changes made to this field s value in history E Primary Field Copy this field when duplicating the record E Use drop down list This gives you the option of using the custom field OAKMergeID to link info to Companies If you need to link info to Contacts or Opportunities you will need a custom field in those tables too Merge Source Source Field or Value Matching Fields ACT Fields Source Table Column Source Table Column B Source Table Column B Source Table Column E Source Table Column m Source Table Column Source Table Column i Source Table Column Source Table Column i Source Table Column E Source Table Column Source Table Column i Source Table Column Page 28 of 195 4 KO KJ AJK AJAJ AX AJAJ AXI JAIS User 4 String User 5 String User 6 String User 7 String User 8 String User 9 String Record ID ACT GUID String Link To Companies by Company Name String Link To Companies by ACT GUID String Link To Groups by Group Name String Link
63. Table Contacts x Delimited File csv or txt Table CSV Table Unmap All Display Mapped Only Merge Source Source Fieldo Matching Fields Source Table Column Contact Source Table Column Company Source Table Column GROUP_NAME X Contact String Company String Link To Groups by Group Name String No Transformation EXECUTE OPTIONS If a Match is Found Update If a Match is NOT Found Skip TIP If you don t have a group name in a field in the source file you can use a constant value in the mapping to add all the contacts to the same group Remember the group MUST exist in Act before you can add contacts to it OAK Merge can also import Groups even as subgroups of groups Page 55 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 Example You put the group name in the source file Each row in a source file will update the group membership for all the contacts that match but only the first one will be used if there are duplicate rows in the source file based on the fields selected for matching If you are matching on Contact name this works CONTACT GROUP_NAME Contact A Group 33 Contact B Group 7 Contact C Group 33 Above is adding 3 people to one group each May be the same or different groups Below is One person trying to add them to 3 groups at once If you are matching on Contact name this doe
64. Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 16 Setting the record manager All the editions of OAK Merge BASIC to PRO versions 12 3 0 or later allow you to set the record manager Use the User Name not the contact name See the example below on OAKMergeID o A Manage Users A m Som Back Forward Home User Tasks Create New User Edit User Information Select a User Select a user to changaal mquords security roles and other settings Security Rol Log On Status Last Logon 2 Inactive 4 16 2008 10 15 ese Inactive istrato Active amp 132010 8 57 H angard Active Pending tangard Inactive 4 18 2008 12 59 aard Inactive Contact Nameg ee Name There are enough licenses for 5 active users in this database mdard Inactive gandard Inactive sseugmestricted Inactive 41812008 1133F T rm Example 17 Using the OAKMergelID field for linking History Notes etc to Contacts OAK Merge Version 12 4 0 and later supports linking history notes etc to Contacts Companies and or Opportunities via a special field instead of the Contact Name Company Name or Opportunity Name Previous versions support Linking only by Contact Name Company Name or Opportunity Name This is to link a history note activity record or custom table record to a contact company or opportunity
65. To Groups by ACT GUID Sting Record Manager Name Login or GUID String Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc A warning ina validation dialog box will appear if some fields are NOT mapped Or some are mapped more than once Yes will proceed forward to the final wizard step and No will go back to the mapping Items ACCT_ID YTD_ SALES Credit Limit AR Balance end TIP if you add a new field to Act with OAK Mege open you must Start OAK Merge over to get the new Act fields to show up in the mappings area Page 29 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Step 4 of 4 Ready to Run Select Execution Option and Execution Logging level at the top of the screen Validate Preview A test merge for all records that writes nothing to Act Test Run Partial run writes only the selected number of records Complete Run Complete merge that reads and writes all records EXECUTION OPTIONS Validate only Execution Logging Level Pree Complete Run Number of rows to skip MAPPING Contains Field Mapping and Merge Rules Name Create Description PROFILE Contains Complete Merge Configuration Including Mapping Name Create Description MERGE CONFIGURATION ACT Contacts CSV Ta
66. able Column Company x Company String No Transformation Source Table Column Title C Title String No Transformation Source Table Column Address xX m Address 1 String No Transformation Source Table Column Address2 Xx m Address 2 String No Transformation Source Table Column City xX oO City String No Transformation Source Table Column ZIP x m ZIP Code String No Transformation Source Table Column State xX m State String No Transformation Source Table Column Phone x E Phone String No Transformation EXECUTE OPTIONS If a Match is Found If a Match is NOT Found Set EXECUTE OPTIONS at the bottom of the screen If a match IS found you can UPDATE SKIP or DELETE the record If a match is NOT found you can ADD or SKIP the record TIP This option is a key feature of OAK Merge You may want to map incoming data differently if it matches or not That would require 2 separate merges with different execute options and field mappings Page 26 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems inc Version 18 1 1 Revised December 8 2015 The next to last field in the mappings is Link To Group Contact records are automatically added to the specified group The group must exist You can add each contact to a different static group or all contacts to the same group See example 4 for group assignment sample merge
67. act does NOT match you can add or skip Oe MERGE RULES related to matching Tf a Match is Found Update e If a Match is NOT Found Add For cases where Contact does match you can update skip add or delete ee MERGE RULES related to matching If a Match is Found Update nal If a Match is NOT Found Add To update existing and Add new MERGE RULES related to matching EPEC CES NRERNARNKNN UNN ENER NANNAN RMA ENRRRANAENNENNNNRNNANNARN KNN RNA ENARRARE ENA RNNEN If a Match is Found Update i If a Match is WOT Found Add Dae eeeeeneceseneeeesemenemenee name emeeeaeeneeeneeneeens sea Geeseneemennnnnemnneenae Above works for Contacts Companies Groups Opportunities Users and Products Custom tables History Activities Notes Secondary Contacts Product_Opportunities are append only Page 125 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Example 20 Transformations and Reserved Key Words You can use transformations or Reserved Key Words on text fields to change them as they are imported Reserved Key Words will trigger data actions if found in ANY source field They are always active and you do not have to use a transformation rule to use one of them Transformations are not usable in date or numeric fields For example you could transform random text all UPPER case or all lower case to upper lower Prop
68. al email activations requested for reasons such as moving the application to a new PC or reformatting the hard drive are available at no charge for the current version Email Technical Support at support oakmerge com Use Tools Support Activation email activation request to reactivate OAK Merge on a different PC You must uninstall OAK Merge from the old PC before installing and activating it on a new PC Page 169 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Section 6 Appendices Appendix 1 Filters for Mapping view Information displayed in the mapping screen can be filtered to display needed info There is a Filter Row with active Filters on columns at the top of the Mapping screen This is different than the CTRL F feature to do a quick find of a word CTRL F keys press together hold Crtl key down and tap the F key addr ki Find f Clear l ACT Fields T 7 source Tebe coum Se oe m j a eee p nC SRST Source Table Column BUSINESS_LINE3 x Miess 3 Source Table Column CONTACTWEBADDRESS Web Site Source Table Column HOME LINE Home Address 1 Source Table Column HOME LINE Home Address 2 Source Table Column HOME LINES X Home Address 3 The Filter row allows filtering on some of the columns Typing addr for the ACT fields will list only fields that contain addr Page 170 of 195 Co
69. and Numbers 181 Memo 181 Date 181 Date Time 181 Decimal 181 Phone 181 Time 181 URL 182 OAK Merge does not currently update these data types in Act 182 Calculated Field 182 Annual Event 182 Picture 182 Public Limited Access lists 182 Appendix 6 Updates and Upgrades 183 Appendix 7 Features Roadmap 186 Appendix 9 Software License Warranty Terms and Conditions of use 189 Appendix 10 SalesForce Data Migration Kit Enterprise Edition 190 Index 193 Page 4 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc User s Guide Preface Warning OAK Merge updates your Act database Make a backup copy of your database before using this product ALWAYS execute a sample request on a test Act database before using OAK Merge on your production database Disk Space Caution Each time you execute a merge OAK Merge can create a log file that contains specific information about each contact record processed by OAK Merge Make sure you have enough disk space to hold a potentially large file Caution If you merge data into Act fields that have the History attribute on Act creates a History record for each field updated If Synchronization is enabled Act creates a record for the Transaction Synchronization Log Database Use Caution When Updating Contact Names First Name Last Name Prefix Suffix are not updatable fields See Ap
70. ansformation Source Table Column Address2 Xx C Address 2 String No Transformation Source Table Column Address 3 String v EXECUTE OPTIONS If a Match is Found Update If a Match is NOT Found Add www oakmerge com Support Tools j Close Back Next The Matching checkboxes are the fields used to check to see if a record already exists in Act The Red in the Required columns indicate which fields are required Red when adding new records For example Contact or First Name or Last Name must be mapped if ADDING a contact However the data can be blank A period is inserted as a placeholder This can be removed later in ACT via an EDIT REPLACE command from the main contact menu The X at the end of the Source Field or Value field is to remove the mapping for that field This is how you map to none Below has one field selected for matching Page 24 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems inc Version 18 1 1 Revised December 8 2015 Merge Source a Source Table Column Source Table Column Source Table Column Source Table Column Source Table Column Source Table Column Source Table Column Source Table Column Source Table Column Source Table Column Source Table Column 4 Source Field or Value ACT Fields Data Required Transforn Matching Fields Cy ES Contact Company Title Address1 First Name String
71. ant history linked to contacts but not the links of history to Companies Groups and opportunities create a OAKMerge_Export Group with all contacts OR no contacts and then do the history export A dynamic group of Create Date Contains data will always have all contacts This will export the history for all contacts but not for the other entries TIP Exporting Group memberships greatly extends the run time for exports with groups so if you don t have them then don t map __Groups___ on the export map This will speed up the Contacts export For example 208 contacts in the Demo database went from 71 seconds to 3 seconds for the export Page 150 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Example 25 Import and Export Data in XML Format Import and Export data in XML format XML format is supported for both imports and exports Imports must be a simple data set An XML file for use as a source may have more than one table but only one may be selected to be use during a merge This is similar to picking which table or query to use in an ACCESS database or which worksheet in an Excel workbook The XML format is an XML table You can export and import using this format You can open exported XML files as an XML Table in Excel Do an export and open in notepad to see the raw format Extensible Markup Language XML
72. ave several matching criteria but not all are columns in the source data Page 185 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Our Facebook page is at OAK Merge OAK Merge No Recent Updates 19 http www facebook com pages OAKMerge 285607537880 Appendix 7 Features Roadmap Download the current version of this as a PDF at www oakmerge com downloads Oakmerge _Roadmap pdf Full size on next page or_click here to download Merge Festures Roadmap aier rarm p i img kunt HDA rer Pagan ating ter AT bey ie Te oye at rer ae as lerri Pi ih mls eam od Ww Oakimerge com Set Beige ice a eh Sins brs E EA rer dpr LE HEt n nire ra reani pee haga ff FT Page 186 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc A OAK Merge Features Roadmap Sores Syste Data Import Export utility for ACT by Swiftpage Hue Shading KEW feature at this bee Suggested Bartell Price SAP 1 5149 295 5359 6499 S995 import data to these ACT Tables Cr Gets Woli Acpend only Actes Apei coke Y Cialo Tahlia 1023 1 Tia y Corilects Uiii Export these ACT Tables to GV or AMIL Condi jah Geoup Memberships i fe q a a wat ma a i t ma font ont nt on em ont on l om em em om ot et lt lt lt
73. ble Update Add Contact E Aee N TIP Always review the Match Found and Match Not Found options shown at the bottom carefully If they are wrong you will get very different results You may have to scroll to see them Page 30 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Number of Rows to SKIP _ This is the count of rows that will be skipped from the beginning of the source file This allows merges to start later on in the source file not at the first record It is an optional filter that works on all 3 executions options Validate Preview Test Run and Complete Run Leave empty to skip 0 rows For example if you have 5 000 rows in a CSV You do a test merge of 100 and then want to run the rest You need to start on row 101 so you SKIP 100 rows TIP Excel puts a header at the top so the row numbers are one more than the counts If Jack Smith in on ROW 227 in excel and you want to start with him as the first row to process would SKIP 225 rows Note the number of rows reported in the results page counts for Skipped is for those that were processed and does not include these rows skipped at the beginning TIP This feature allows you to run test merges of a few records that do not start with the first row For example you could run 3 tests of 25 records each but each test starting at different points in the source file
74. ble Column START X Start Time DateTime No Transforr Source Table Column DESC X Attachment Description String No Transforr Source Table Column ATTACHMENT amp Attachment File Name String No Transforr Note that the Regarding has been set to Attachment as a constant variable It could have been in the import table Regarding is required so it has to be in the import file with data or set via a Constant Value or use the transformation to add a period if it is blank The history is linked to the contact by Full Name The Link to Contact using OAKMergeID would be available here only if a custom field called OAKMergeID exist in the Contact You cannot use BOTH Link to the Contact by Full Name AND Link to Contact using OAKMergeID Ready to Run Screen Page 51 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems inc Version 18 1 1 Revised December 8 2015 OAK Merge Wizard 13 3 2 Enterp Ready to Run EXECUTION OPTIONS Validate only Execution Logging Level Test Run limited to 100 rows Errors and Warnings v Complete Run MAPPING INFORMATION Name PROFILE INFORMATION Name OAK Merge Description MERGE CONFIGURATION Delimited File E Samples History_Attachments 10 csv database C Users Alan Documents ACT ACT Data Databases ACT 1mm mp User chris huffman pwd Comma
75. c OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 IMPORT SOURCE Type ACT ACT PAD File Users Public Documents ACT ACT Data Da bass ACTA Devo pad User Id Password MERGE DESTINATION Type ACT ACT PAD File Users Public Documents ACT ACT Data Database User Id Fassword Tip You need to be able to open both Act databases in Act on the same PC where OAK Merge is installed Both Act databases must be same version as the installed version of Act You then pick the table for source and target Normally it is the same in ACT to ACT merges but you can do cross table merges to change groups into opportunities for example You can only merge from to Contacts Companies Groups Products and Opportunities Plus History Notes or Activities was added in 17 2 Page 122 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 The top one is the Merge Destination Table also called the target The lower one is the import source table Merge Rules Tables for target and source A contact TO opportunity merge might be mapped like this Merge Rules map m Merge Source Source Field or Value v Matching Fields ACT Fields Data Required Transformati Source Table Column USERS iv Opportunity Name String No Transform Constant Value Initial Communication Status String No T
76. ce Table Column Source Table Column Source Table Colur Constant Value Constant Value St murre Tahle nhimn SOUFCE ISPRIVATE CUST_SnapshotContactGr CUST_SnapshotContactRe CUST_SnapshotFavorites_ CUST_SnapshotWhols_07 SPOUSENAME CUST_Trivia_081318328 USER 10 ows SUSERS USERS ISFRA GUID ROW USER DATE DATETIME TIME see keywords section for definitions Results in BD BF BG v USERI USER10 USER2 30dcT716 4dd9 49cd 9727 3a2892197695 b93ae4fd ab00 4fdf ac83 cd429aa7381f 80bc7053 83e4 4ff2 9358 9afc42e35fad 75679789 52a3 439d b2587 17aebc86be 4a 18cc21fb 7c16 4327 b17d d670fd287755 03878556 a fc 445a baf cabbse4ie5la 3597T19T3 f4T6 4815 a4cf 3b7b0d1d53d0 69353485 728T 4151 8f6c 9676086cT741 1 Alan 2 Alan 3 Alan 4 Alan 5 Alan 6 Alan 7 Alan 8 Alan EXPORTING THE GROUP MEMBERSHIPS LIST This exports a CSV of all the Group Names linked to each Contact or Opportunity These are in a field in exports called _ GROUPS __ which contains the comma delimited list of names of the groups Both Static and Dynamic group memberships are included This adds a column to contacts and opportunities but not companies Companies are not allowed in ACT Groups Bl USERS 12 27 2011 12 27 2011 12 27 2011 12 27 2011 12 27 2011 12 27 2011 12 27 2011 12 27 2011 This does not give you a list of all the contacts in a Group It does tell you which groups each perso
77. cessing required updates 0 CG Step 4 Write data to ACT Scheduled Results page appears next Page 70 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Review Merge Results Importing table Opportunities from CSV Table If you have ACT open you may need to refresh the current view to see updated data e Tech Systems inc Import for table Opportunites has completed succesfully After import numbers Total rows processed 10 Rows in target table 389 By Status Rows processed successfully 10 Rows processed with warnings O Rows skipped due to errors 0 Merged rows summary 7 3 0 0 0 All Rows Processed Completely Processed With Warnings Page 71 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc ie ACT by Sage Premium ACT10Demo File Edit I4 4 6o0f184 D bi Contacts Contat List SEAS B amp eo a Contact Detail View Lookup Contacts Groups Companies Schedule Write Reports Tools Help 6 amp o CETA F A amp Company Al Services of UK Address 67a Station Road ID Stat
78. ch and are updated to a blank for the target field by using the Source Constant in the OAK Merge mapping OR you can use BLANK as a value in the actual source data for some or all the rows in the source data for the target field ACT Table Contacts are eae Unmap All Y Display Mapped Only ACT Fields Data Type Matching Fields Required erge Source ource Field or Value Transformation Rule Contact String M X No Transformation gt Referred By String X No Transformation Or in the data for example RecordID Referred By 1001 Trade Show 2009 1002 BLANK 1003 Trade Show 2011 1004 Trade Show 2011 1005 Trade Show 2011 1006 Trade Show 2009 1007 BLANK 1008 Trade Show 2011 Row 2 in 7 would over write any data in Act for Referred by and blank the field only for that contact This assumes you are matching on RecordID and Updating the contacts Page 131 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc TIP an example of using a BLANK would be clear out old address 2s or Sales reps that have changed and there should be no data in the field for some records ALL KEYWORDS BLANK see previous section SROWS This adds the row number from the source file DATES This adds current system date DATETIMES This adds current system date and time STIMES This adds current system time USER This adds current
79. cotti Row Contact Natha Cutting Brittles The tabs opffhe results screen give different views The on the left will expangollapse the rows They are all expanded by default to allow quick visual scans TIP use a CRTL F to FIND info you need in a long list such as Skipped Page 36 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Find Skipped Z Match whole word only Highlight all matches r Start Over r Another Run q Start Over clears all the settings and starts a new merge Another run will go back one screen to the Ready to Run screen You can then use the Merge rules button to adjust the current mappings Finish will exit the program TIP When checking ACT for changes you may need to VIEW REFRESH or F5 to refresh the information displayed by Act in order to see the updated information Page 37 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Information from each merge is stored in the logs folder The information in the results page is stored in a file ending in htm and can be reviewed later See the logs file info in Appendix 1 for how to find records skipped added deleted or merged Activate Manual PDF Application Management Support Blog OAK Merge Web site Support Folders Profil
80. csv or txt Table CSV Table Unir F Merge Source Source Field or Value Matching Fields ACT Fields Data Type Required Transforma T i Source Table Column Source Table Column Company x Company String H No Transfor Source Table Column Addressi x Address 1 String H No Transfor Source Table Column s52 x k String Source Table Column OAKMerg String MERGE RULES related to matching If a Match is Found Update If a Match is NOT Found Skip Step 2 Merge the History linking on OAKMergeID Use History_12_4 WITH_OAKMergeID csv Link on the OAKMergelID not the company and contact Page 109 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt File C E Tech Systems ACT OAK Merge Delimiter Comma First Row Contains Field Names MERGE DESTINATION Type ACT ACT PAD Fie Users Public Documents ACT ACT Data Databases ACT20 14Demo pad User Id Password Company Contact TYPE Start_Time Regarding Details JOAKMergelD Record Manager Boomer s Emily Dun Attachment 7 1 2001 C E Tech see attach A 0023 Chris Huffman Boomer s Emily Dun CallCompleted 7 2 2001 Phone cal Windy Ernst Anderson Boomer s Emily Dun CallCompleted
81. ctivity_Regarding_01 Fred Fenderline ikl 1 2 2010 11 00 AM Low Sean Duffy Test_Activity_Regarding_02 Ernst Anderson 1 3 2010 4 00 PM Low Sean Duffy Test_Activity_Regarding_03 Fred Fenderline ad 1 4 2010 9 00 PM Low Sean Duffy Test_Activity_Regarding_04 Ernst Anderson Page 94 of 195 Copyright 2015 E Tech Systems Inc OAK M erge amp e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 TIP Be careful mapping Scheduled With vs Scheduled For Scheduled With is set via the LINK TO mapping whereas Scheduled For is set by mapping the record manager They are both set to something for each activity For new activities the scheduled with is set to whatever the activity is LINKED to It will be defaulted to the RECORD MANAGER if there is no LINK to data for a contact company group or opportunity If there is no data for RECORD MANAGER then the my record of the user doing the OAKMerge import will be used for the Scheduled with For new activities the scheduled for is set to user mapped as Record Manager If no record manager is mapped or the data is invalid then the scheduled for is set to the Act user doing the OAKMerge import OAK Merge does not let you specify the Scheduled BY It is always set to the Act user doing the OAKMerge import Page 95 of 195 Copyright 2015 E Tech Systems Inc OAK M erge
82. cts to groups linking companies to a parent company linking group to a parent group linking opportunity to contact company linking note activity history to a company contact opportunity Linking is handled by GUID Name or OAKMergelID of the corresponding record groups do not have OAKMergeID A GUID is unique internal ID Act uses It is an acronym for Globally Unique Identifier A key capability in OAK Merge is you decide IF you need to match to update and then what to do if you match versus what to do if you don t match This means you can specify what action to take if data in the input file matches records in the Act database and what action to take if data in the input file does not match any records in the Act database OAK Merge updates only the specified field s in the Act database all other Act fields remain unchanged If you don t select any fields to match on then you will append all the records You can still do linking if you are using matching or not OAK Merge dedups the source file using what you select as matching fields Page 10 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc You are guided through the OAK Merge process in three main steps using Wizard style screens Each step focuses on various options selection criteria and field mappings specific to a merge You can save the settings for a mer
83. d Target files as well as the mapping Run OAK Merge from a scheduler in unattended batch mode Page 2 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Table of Contents 5 Section 1 Overview of OAK Merge 6 Section 2 Using the OAK Merge Wizard 7 Example 1 Merge FROM a CSV to Act Contact Fields 8 Step 1 of 4 Beginning a New Merge 9 Step 2 of 2 Select the Source and Destination 16 Step 3 of 4 Select Target Table and Map Fields 18 Step 4 of 4 Ready to Run 30 Section 3 Examples of Other Merges 40 Example 2 Merge to History 40 You can ADD or DELETE info to the History tab in Act You cannot UPDATE it Example 3 Merging Attachments into History Tab or Documents Tab 49 Example 4 Group Assignment Merge 54 Example 5 Notes Merge 57 Example 6 Simple Opportunity Merge 64 Example 7 Opportunity Merge with one Product 73 Example 8 Merging info into the PRODUCT table 78 Example 9 Multiple Products to Multiple Opportunities Merges 81 Example 10 Using an ACCESS database as a Source 87 Example 11 Act Activities Merge Simple 89 Example 12 Act Activities Merge Complex 92 Example 13 Custom Table Merges 96 Example 14 Secondary Contact Merges 97 Example 15 Act User Merges 100 Example 16 Setting the record manager 106 Example 17 Using the OAKMer gelD field for linking History Notes etc to Contacts 106 Example 18 Runnin
84. d contains field names they can be used to aid the mapping process The import fields that are named close to the Act field names will automatically map Those should be checked for proper mapping TIP you can map each source field to multiple fields or no fields in the target Page 23 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 The unmapped fields should be mapped if they need to be updated in the Act database Fields are not required to be mapped to an Act field Map from Source to Target Merge Rules Q ACT Table Contacts O Delimited File csv or txt Table csv Table l Unmap All a eaaa Merge Source Source Field or Value Matchin ACT Fields Data T Required Transformation Rule sil E ey Source Table Column 7 EA C Name Prefix String Source Table Column X v gt E First Name String Source Table Column v v gt C Middle Name String X Source Table Column X v gt E Last Name String Source Table Column X gt C Name Suffix String O Source Table Column v v gt C Salutation String C E Source Table Column Company xX E Company String No Transformation v Source Table Column X v gt C Department String Source Table Column Tite X Title String No Transformation Source Table Column Address1 Xx C Address 1 String No Tr
85. e Duplicates in source Additional details Execution time 1 sec All Rows Processed Completely Page 112 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 PCH TechONE Key Contact Title Sales Representative openers O Disatu Poa Date AIl Dates Last Edited 6 13 2010 Last Reach Last Edited by Ons Hien Last E mail 692005 m Last Letter Mobile Last Meeting Last Years Purchases First Purchase cry sms E Notffs History Actjties Opportunities Groups Companies Secondary Contacts Relationships Documents Web Info Contact Access User Fields Personal Info N E E are AIN2001 12 00 AM Call Completed F 2 2001 12 00 AM 12001 12 00 AM Page 113 of 195 Resources page for Boat Licenses Penmits Registration amp other Information Resources include online registration PDF forms and more Ernst Anderson Phone call on sales of a new boat with along description of the contents Windy City Yacht Brokerage LLC was founded by Jett Pierce in 2004 to bring the very highest level Ernst Anderson of service and marketing to the owners of larger boats in the Chicago area Listings are published in YachtWord CAME Tech Systems ACT OAK Menge 12 Documents Oakmernge_Manual_ 12 pdf Chris Huffman see attachment rrr k Copyright
86. e T Bone s Steakhouse Verge Records Widget Corporation Williams Consulting Willis Enterprises Yellow Jersey Bikes Execute Options can be to add new skip or update existing Companies The Merge connects a division to its parent The Link To Company by Name is to make the company a division of its parent The Link To Company by Name has the parent s name Page 135 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Merge Rules y CSV Table Data Type Matching Fi Required Merge Source Source Field or Value Transformation Rule String M Source Table Col COMPANY X No Transformation X String O Source Table Col LINK_TO_Parent X No Transformation hd LAAMA A A A A E A AE AAAA EEEE AMAR AAR H EAS ACT Fields Company EXECUTE OPTIONS If a Match is Found If an OAKMergeID field was created in the Company it may be used to link the Division to the Parent Company The ACT GUID of the Parent is also available to link the Division to the Parent Company Link To Company by Name String O Source Table C Link To Company by ACT eD String m Source Table C Link To Company by OAKMergelD String T Source Table C TIP You cannot link to a Company that does not already exist Page 136 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Sys
87. e Delimited File csv or txt File C E Tech Systems ACT OAK Merge 15 Samples History_10 csv Delimiter Comma First Row Contains Field Names MERGE DESTINATION Type ACT ACT PAD File Users Public Documents ACT ACT Data Databases ACT 20 14Demo pad User Id Password Pick the target table History eta History Groups Delimited File csv or txt Table COmParies LOEW IGAL oS i History Merge Source Opportunites MAP at least Type Start Time this is the date or date time and Regarding fields then LINK to the Contact and or Company and or Opportunity TIP You do not need to link to BOTH the contact and company Contact histories rollup to the company automatically when viewed in Act Page 42 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Merge Rules Meroe Source Debied Fle ort Grace Fiore ACTI Cpe Ft Source Table Column xX Link To Contacts by Full Contact Name String X History Type Result String No Transformation X Regarding String No Transformation X Start Time DateTime TIP Use the X after Source Field in the mapping to remove any auto mapped fields that are not needed Other optional fields include setting the record manager for the history or adding note info into the details field Merge Rules CSV Table merge source Serceorvake acn
88. e Dr 22 Acacia Ave 315 Suite 100 Center Dr Version 18 1 1 Revised December 8 2015 Ci ty Scottsdale Scottsdale Scottsdale Los Angeles Los Angeles Los Angeles Los Angeles Tempe Manhattan Beach San Diego e Tech Systems inc State ZIP end AZ AZ AZ CA CA CA CA AZ CA CA 85258 end 85258 end 85258 end 90029 end 90029 end 90029 end 90029 end 85281 end 90266 end 92109 end Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Select the Import Source and Merge Destination Below is a CSV going into an Act database If you want to export then the Source is Act Selecting Import Source and Merge Destination e Tech Systems inc Type Delimited File csv or tet File CE Tech Systems ACT OAK Merge 16 Samples Contacts_10 csv Delimiter Comma First Row Contains Field Names Type ACT ACT PAD File Users Public Documents ACT ACT Data Databases ACT20 14Demo pad User Id Chris Huffman Password Page 15 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 Step 2 of 2 Select the Source and Destination Identify the source input file the Act target database Act user name and password if necessary location of the mapping database and the specific data map to use FROM the IMP
89. e Samples folder to test with the Act Demo database A typical location for the sample import data files is C E Tech Systems ACT OAK Merge 17 Samples Look in O Samples Ba Adding Contacts to a GROUP_10 csv oo E Company_10 csv My Recent Eee aee les Documents Bah History _10 csv ea History _Attachments_10 csv Desktop My Documents ys My Computer File name Contacts_10 csv My Network Files of type Cancel Page 13 of 195 Copyright 2015 E Tech Systems Inc Company Boomer s Artworx Boomer s Artworx Corleone s Pasta Company Duke Industries Duke Industries Duke Industries Duke Industries Jake Flakes Inc Mad House The Yellow Jersey Bikes Contact Emily Dunn Bettie James Morty Manicotti Nathan Cutting Brittles Marion Morrison Kirby York Ethan Edwards Bella Minoal Greg Hart Ashley Allan OAK Merge User s Guide Phone Title 602 555 Sales 4874 Representative Sales Representative 480 555 Director of 4512 Manufacturing 310 622 1507 310 622 1500 Founder 310 622 1506 310 622 1501 Consultant 310 555 President 2244 619 555 VP of Sales 8890 Page 14 of 195 Addressi1 Address2 8907 E Rosebud Lane 8907 E Rosebud Lane 8800 Pasta Way Suite 25 Suite 25 Suite 200 4075 Santa Monica Frwy 4075 Santa Monica Frwy 4075 Santa Monica Frwy 4075 Santa Monica Frwy 1680 N Suite 40 Devill
90. e Software is licensed to be installed on one computer and used by one user at a time Ownership The Software is owned and copyrighted by ETS Your license confers no title to or ownership in the Software and is not a sale of any rights in the Software ETS third party suppliers may protect their rights in the event of any violation of these License Terms Copies and Adaptations You may only make copies or adaptations of the Software for archival purposes or when copying or adaptation is an essential step in the authorized Use of the Software You must reproduce all copyright notices in the original Software on all copies or adaptations You may not copy the Software onto any public network No Disassembly or Decryption You may not disassemble or decompile the Software unless ETS prior written consent is obtained In some jurisdictions ETS consent may not be required for limited disassembly or decompilation Upon request you will provide ETS with reasonably detailed information regarding any disassembly or decompilation You may not decrypt the Software unless decryption is a necessary part of the operation of the Software Termination ETS may terminate your license upon notice for failure to comply with any of these License Terms Upon termination you must immediately destroy the Software together with all copies adaptations and merged portions in any form U S Government Restricted Rights The Software and Documentation have been de
91. e Sr C Last name suffixes Mr John Von Doe Sr f the contact name contains more than two names e g John Von Doe automatically show the Contact Name dialog box OK canes Page 174 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Calendar amp Scheduling E mail amp Outlook Sync Communication Startup Admin am M Notes and Histor Ermi Name prefires and sufixes C First name prefixes Attac Mr John Von Doe Sr _ Last name prefixes Mr John Von Doe Sr F the contact name contains more than two names e g John Von Doe automatically show the Contact Name dialog box gt coed Appendix 3 Source and Destination path options UNC and URL locations Import Source and Merge Destination locations can be local paths mapped drives or UNC paths to networks shares such as Server data ACTDATA Contact_Info csv Appropriate permissions are required Page 175 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt First Row Contains Field Names MERGE DESTINATION Type ACT ACT PAD File C WUsers Public Documents ACT ACT Data Databases ACT20 14Demo PAD User Id Password Import Source locat
92. ee Date Rented 7 Source Table Column Link To Opportunities by Opportunity Name String al Source Table Column ki amp Link To Opportunities by ACT GUID String Source Table Column ki X Link To Groups by Group Name String Source Table Column ki Link To Groups by ACT GUID String Source Table Column ki Record Manager Name Login or GUID String Source Table Column TYPE x String Source Table Column IRE x String Source Table Column X String Source Table Column DATE X Start Time DateTime 3 al Source Table Column gt X End Time DateTime Source Table Column gt Attachment Description String Source Table Column z x Attachment File Name String Source Table Column X Record ID ACT GUID String EXECUTE OPTIONS 1ra Match is oud a Matek is NOT Found Page 43 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Note that there is no Matching Fields column History is an append only table so is Notes and Activities The Update Skip execute options at the bottom of the mapping screen are grayed out inactive Pick the Execute option and run it Delimited File Subit L Discumeert eed Sertengs Ales y mg TETE ETE eT Dorotei ACT ACT for Widows L a B ern a Databases ACTi iDems PAD inminlinmasiin ii aink Ea en h ber nae T FoR pap diim Com rs
93. egarding 03 1 3 2010 16 00 Fred Fenderline Sean Duffy Vacation Test_Activity Regarding 04 1 4 2010 21 00 Ernst Anderson I Above file is in the samples folder Activities Simple _Plus_Users_14_5 csv Then map the new column to the record manager Delimited File csv or txt Table CSV Table Unmap All Display Mapped Only Merge Source Source Field or Value v ACT Fields Data Type Required Transformation Rul gt Beer ee ts Link To Contacts by Full Contact Name ren No Transformation Source Table Column XxX Activity Type String No Transformation Source Table Column aa X Regarding String No Transformation Source Table Column Details X Details String No Transformation Source Table Column Start Time X Start Time DateTime No Transformation Source Table Column Is Alarmed X Is Alarmed Boolean No Transformation Source Table Column Use all day banner X Use All Day Banner Boolean No Transformation Source Table Column Lead Minutes X Lead Minutes Int32 No Transformation SINS you activities scheduled for different Act users to complete Notes History Activities Opportunities Groups Companies Secondary Contacts Relationships Documents Web Info Contact Access User Fields Personal Info Call Log Marketing Results Dates fan Dates Types All z Priorities All BES Select Users 2 i iori Scheduled With Regarding 0 Associate With i a tf 1 1 2010 8 01 AM Low Sean Duffy Test_A
94. eived Sync Replace Fields Log Sent Sync Timer To do Done To do Not Done Vacation Cancelled Vacation Completed Vacation Not Completed Library Document Library Document results require a File Path Page 45 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 History Types Results Know not to work as is are listed below They will be converted to a type of To Done and added Call Meeting Todo Call Erased Meeting Erased Personal Activity Erased Vacation Erased To do Erased Erased Library Document Attached Any other unknown Type Result code is converted to a To Do Done The sample file History_10 csv used above has 1 error to demonstrate errors Click on the errors tab to see it The regarding field cannot be blank See the tip below on how to fill it in during an import Review Merge Results A Importing table History from CSV Table If you have ACT open you may need to refresh the current view to see updated data Initial import numbers Rows in source table 10 Rows in target table 0 Import for table History has completed with errors After import numbers Total rows processed 10 Rows in target table 9 By Status Rows processed successfully 9 Rows H with s 0 Merged rows summary Added to target Updated in target Deleted from target Skipped in source Duplicates in source Additiona
95. electing the target table of Products_Opportunties The Opportunity and the products must exist before the merge If not the row will be skipped and no error warning is reported SAMPLE Merge file Products for Opportunties csv Name of OPP for LINKING Test_Opp_Name_c101 Test_Opp Name_cl01 Test _ Opp Name _cl101 Test_Opp Name cl101 Test_Opp Name_cl01 Widget Corporation Replacement Parts Widget Corporation Replacement Parts Widget Corporation Replacement Parts Wooo py om on Be u Boomer s Artworx Boomer s Artworx H Mi Product Name for LINKING Quantity Price TechONE System ONE Component ONE Component Service Contract Service Contract ONE Component TechONE System Service Contract TechONE System Service Contract Desc Test 50000 Custom Field info 1 350 Custom Field info 2 355 Custom Field info 3 4000 Custom Field info 4 299 Custom Field info 5 360 Custom Field info 6 80000 Custom Field info 7 8 3500 Custom Field info 8 9 99000 99 Custom Field info9 10 2500 88 Custom Field info 10 m OF of w fh e Test Number as Text l 10 001 10 002 10 003 10 004 10 005 10 006 10 007 10 008 10 009 10 010 This example includes 2 optional custom product fields Test1 and Test2 Page 81 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Selecting Import Source and Merge Destinati
96. er 8 2015 amp e Tech Systems inc Appendix 6 Updates and Upgrades Updates are free and upgrades have a small cost Updates are minor feature updates and bug fixes Free Updates are provided for the current version of OAK Merge Upgrades have new features and are redone to work with the latest version of Act Maps can be used with newer versions Mappings are XML files in the profiles folder of the previous version They are not deleted when you upgrade but can be manually copied to the new location A Typical copy of Profies and mappings for a v15 to v17 upgrade would be from to C E Tech Systems ACT OAK Merge 15 Profiles C E Tech Systems ACT OAK Merge 17 Profiles TIP Update to the newest version you are licensed for 10 11 12 13 1415 16 or v17 Those downloads are at www oakmerge com Past Major Versions and their last update 16 1 1 15 5 2 14 5 2 13 3 3 12 4 3 11 1 4 You can purchase upgrades to the current version from your consultant or online at www oakmerge com Send suggestions and corrections to support oakmerge com This manual and additional lab exercises are being updated regularly The Support blog has updates news tips and support questions and answers you can search Updates and the support blog are at Page 183 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc www oakmerge com Or in O
97. er Case using the Proper Case Rule Delimited File Table CSV Table ACT Fields Data Type Matching Fields Required String Merge Source Source Field or Valug ItemNumber String Source Table Column v Standard transformations include Upper Case ALL CAPS Lower Case all lower case Proper Case Initial Caps Trim removes leading and trailing spaces Substitute a for an entire field that is blank Substitute a w for an entire field that is blank Substitute a blank for a field that is wrere Plus Substitute a blank for a field that is blank or a single space In Addition to transformation Rules Reserved Key Words can be used to alter text in if they are the source field value The first Key Word released is BLANK It can be used in a source file for some records or as a Source Constant Value for all rows For example you could match on contact name and blank out all the Referred By fields Page 126 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 arge Rules ACT Table Contacts Delimited File Table CSV Table Unmap All Display Mapped Only ACT Fields Data Type Matching Fields Required ource Field or Value Transformation Rule Contact String vj ource Table Column ContactName v X No Transformation gt Referred By String X No Transformation Transformation Definitions Click the down arrow to see the availab
98. er import numbers Total rows processed Rows in target table By Status Rows processed successfully Rows processed with warnings Rows skipped due to errors Merged rows summary Added to target Updated in target Deleted from target Skipped in source Duplicates in source See amp HM oS amp oc amp All Rows Processed Completely Processed With Warnings Skipped Due to Errors Record 8 could not be merged due to errors Issues Regarding Source value for required target field is empty blank The source value is coming from column Note Issues Regarding Source value for required target field is empty blank The source value is coming from column Note 2 test records were skipped because a required field Regarding was blank Notes imports require a date and regarding Any rows that are not properly linked will be added to the My record of the ACT user specified in OAK Merge where the target database was picked If no record manager is specified in the source file or as constant they will all be set to the ACT user specified in OAK Merge where the target database was picked Page 62 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc i ACT by Sage Premium ACT 10Demo File Edit View Lookup Contacts Groups Companies Schedule Write Reports Tools Help 1of1 E conses contat uist FHS SR OHARA TVR BOCOHE
99. es Version Comparison Logs Buy Now Documentation About Sample Data eee reer rere rr errr errr ttre rer ter ere rrr rt re tr You can double click on them to see the results page of previous merges More information is in Appendix 1 on Logs There are also the detailed logs ending in XML that have the details of the merge You can open and review them to see details of a merge operation Tip You can open the XML log with Excel to see which rows were Added Merged or Skipped Look in column M or Subject Level LevelNumert LevelClass Category Subject Details 19 Information 11 Information Merge Execution Record 18 was merged 20 Information 11 Information Merge Execution Record 19 was merged Barai 21 Information 11 Information Merge Execution Record 20 was merged 22 Information 11 Information Merge Execution Record 21 waSadded _ Poi Information 11 Information Merge Execution Record 22 was added 24 Information 11 Information Merge Execution Record 23 was added 25 Information 11 Information Merge Execution Record 24 was added Page 38 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Level LevelNumerii LevelClass Category Subject Details xml 11 Information Merge Execution Record 18 was 11 Information Merge Execution Record 19 was 11 Information Merge Execution Record 20 was 11 In
100. fman Chris Huffman Chris Huffman Chris Huffman Chris Huffman Chris Huffman Chris Huffman Chris Huffman K ACTIVITY Call To do To do To do To do To do To do Opportunity Won Opportunity Won New Opportunity New Opportunity New Opportunity Opportunity Won New Opportunity Opportunity Won New Opportunity Call Completed To do Done To do Done To do Done New Opportunity New Opportunity New Opportunity To do Done New Opportunity To do Done New Opportunity New Opportunity Opportunity Won New Opportunity Field Changed Field Changed Contact Linked Contact Linked To do Done Contact Linked Field Changed Contact Linked Field Changed Field Changed Field Changed Opportunity Stage Update Contact Linked M N Oo REGARDING DETAILS Home Office 12 000 00 Clos rtf1 ansi ansicpg1252 deff0 7 30 2014 1 Plano Plant 12 000 00 Close rtf1 ansi ansicpg1252 deff0 4 18 2014 1 New Opportunity ACT Sales Cycle Commitment to Buy 100 4 18 2014 1 New Opportunity ACT Sales Cycle Needs Assessment 25 4 18 2014 1 SC ACT Sales Cycle Negotiation 65 1 5 20141 New Opportunity 12 000 0 rtfl ansi ansicpg1252 deff0 5 17 2014 1 New Opportunity ACT Sales Cycle Initial Communication 1 1 4 2014 1 New Opportunity 9 000 00 rtf1 ansi ansicpg1252 deff0 5 17 2014 1 New Opportunity ACT Sales Cycle Commitment to Buy 100 1 2 2014 1 Cold Call 10 22 2014 Place quarterly order 7 2 2014 1 Place quarterly order 7 7 2014
101. for an entire field that is blank TIP When linking History Notes or Activities you link them to the CONTACT you do not need to link them to the company too If you view a company in ACT where the contacts have been linked to the company you will see a rollup of the contact history Linking history to Companies is only needed if you want the history at the company level only Page 48 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 3 Merging Attachments into History Tab or Documents Tab Merging history with files attached is slightly different mapping for history Review the sample file Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt File C E Tech Systems ACTIOAK Merge 15 Samples Histor Delimiter Comma First Row Contains Field Names MERGE DESTINATION Type ACT ACT PAD Fie Users Public Documents ACT ACT Data Databases ACT 20 14Demo pad User Id Password Page 49 of 195 Copyright 2015 E Tech Systems Inc SS OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 S O ETech Systerns ACT OAK Mergel5 Samples e Tech Systems inc Mame 5 Date modified GE Adding_Contacts_to_a GROUP_10 csv 5 21 2013 8 35 PM ray Company _10 csv GL Company_WITH_Divisions_For Hierarchy 5 21 2013 8 35 PM E Company_WITH_O
102. formation Merge Execution Record 21 was 23 Information 11 Information Merge Execution Record 22 was 24 Information 11 Information Merge Execution Record 23 was m r n m r ee a r a m am Page 39 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Section 3 Examples of Other Merges Example 2 Merge to History You can ADD or DELETE info to the History tab in Act You cannot UPDATE it You ADD the history and link it other objects Contacts Companies Opportunities or Groups See the index for the example for Deleting History or Notes Use the History files in the Samples folder to try these merges with the Act demo database There is an important difference in History for a TYPE and a RESULT The TYPE used as a filter in ACT to limit the choices but only the RESULT is stored in the database So the Result of Call Completed is stored not the TYPE of Call You schedule an activity by picking a TYPE but to get it into history you must select a RESULT KEY POINT When Adding History you have to specify the RESULTS not a TYPE A New History Page 40 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 TE am s AORERE T ai Search Samples P z ie E Name j Date modifier Compa
103. fy Julie Julie Miles Rose Rose Sayer Jordan Jordan Benedict Lucy Lucy Connor Wwwman anu fF wn Ted Theodore Barrett Jr Carl Carl Spackler Albert Barry Page 153 of 195 Formulas Data Review View Add ins A Properties EE a Open in Browser Export Refresh X g Unlini Header Row C Total Row Banded Rows External Table Data LE i Fete Design C First Column C Last Column C Banded Columns Table Style Options e Tech Systems inc Ej DEPARTMENT Space Fontier HAL s Consulting Corp A1 Services US Operations Twelfth Dream Modern Electric Supply Liberty Savings amp Loan Mears Insurance Django Consulting Duke Industries Corleone s Pasta Company A1 Services of UK Circle Photography Robertson Joinery River Rat Tours Bick s Longhorns Studio Designs Sky Diving Verge Records Golf Greens Extraordinaire Mercury Production Management Studio 3 Ba sostite Man In Charge VP of Sales Chief Social Media Officer President CEO New Accounts CEO Captain Director of Manufacturing Chief Designer Sales Representative VP of Sales President Vice President Operations Chief Engineer Director of Research Chief Product Manager Fa BUSINESS LINE1 10 Countdown Loop 2131 W Tiny Rd 2010 Act Way 1919 Tecoma Dr 100 E Bayard St 172 Edison Street 14 East St 4075 Santa Monica F 8800 Pasta Way Unit 34 Unit 43 Dobson Ind Est Dene Road 150 Lafaye
104. g in Unattended Mode On a Schedule 116 Example 19 Act to Act Merges 120 Example 20 Transformations and Reserved Key Words 126 Transformation Definitions 127 Upper Case 127 Lower Case 127 Proper Case 128 Trim 128 Transform RTF to plain text 128 Two ways to avoid blank fields in ACT if the source data is blank 129 Three ways to FORCE blank fields into ACT if the data in Act is blank 130 Key words are available for special situations to change the target field 130 BLANK 131 ALL KEYWORDS 132 Example 21 Adding Divisions to Companies 133 Example 22 Adding Sub Groups to Groups 138 Page 3 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Example 23 Exporting all data from tables 141 Example 24 Filtered Export will Export data for only selected Contacts 148 Example 25 Import and Export Data in XML Format 151 Example 26 Import and Export from Act Essentials 155 Example 27 Delete History or Notes 159 Section 5 Support Policy 169 Section 6 Appendices 170 Appendix 1 Filters for Mapping view 170 Appendix 2 Contact Name update rules Pre fix Suffix Suffix 172 Appendix 3 Source and Destination path options UNC and URL locations 175 Appendix 4 Log Files 177 Appendix 5 Valid Data and Formatting for various Data Types 180 Characters Initial Caps Lowercase Uppercase Address and email 180 Currency
105. ge Pro version features for use after the migration What the SalesForce Data Migration kit brings in from SalesForce e SalesForce users accounts contacts leads opportunities tasks events activity history notes attachments Each migration kit includes 1 hour of telephone support for setup and conversion efforts Custom conversion support is available from Act Consultants worldwide for an additional fee The data migration kit does not import custom fields hierarchies reports documents cases policies or households This type information can be imported by OAK Merge Pro which is included OAK Merge Pro is an advanced powerful data import tool for technical users and consultants Page 192 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 Index BLANK 130 131 132 DATE 132 146 DATETIME 132 GUID 132 146 ROW 132 146 TIME 132 USER 132 146 __GROUPS__ 146 A ACCESS 6 16 19 87 88 ACT GUID 136 Act Essentials 155 Act Essentials API KEY 158 Activation 7 165 166 167 168 Activation Manual 169 Activities Merge 89 92 Activity Types Know Good 45 ASCII 180 B blank Contact Names 24 188 C cancel 70 Change Mode 142 Character Fields 180 Checkboxes 181 Complete Run 30 68 92 Constant 51 55 67 126 130 131 145 Contact F
106. ge in a named data map for repeated use with future merges There are six buttons available on some of the Wizard screens e Tools Support View the support activation and documentation of OAK Merge e Close Exit OAK Merge e Back Move back to the previous Wizard screen e Next Move forward to the next Wizard screen e Start Over Start at page 1 of the Wizard e Merge or Run Perform the merge Page 11 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Click on Next Screen 2 of the Wizard appears Selecting Merge Destination and Import Source Browse to an import source file by selecting Delimited for TYPE and clicking on the 3 dots at the end of the File box to select a CSV to TXT file Or double click in the white area of the file name box OAK Merge 2014 16 1 0 Enterprise IMPORT SOURCE Type MERGE DESTINATION Type ACT ACT PAD File C Users Public4focuments ACT ACT Data Databases ACT 20 14Demo pad User Id OAK Merge Password LOAD IMPOR RULES MAPPINGS f Close Seal Start Over im Next IMPORT SOURCE Type Delimited File csv or txt DD th l i Delimiter Comma First Row Contains Field Names Page 12 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 There are samples included in th
107. h Systems inc Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt Delimiter Comma First Row Contains Field Names MERGE DESTINATION ACT PAD File Jsers Public Documents ACT ACT Data Databases ACT2014Demo pad Merge Rules Map as shown Page 90 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Merge Rules ACT Table Activities Delimited File Table CSV Table Display Mapped Only y Type ros Regarding String Source Table Column Re Regarding x No Tranformation Link To Contact String Source Table Column Contact No Tranformation Start Time DateTime Source Table Column Start Time No Tranformation Results in Act are on the Calendar Task List and Activities TAB jo p User Fields Marketing Results Groups Companie Web Info Personal Info Contact A nr Gi Ge 117 2010 6 01 AM Test_Activity_Regarding_01 1 22010 11 00 AM a ai Test_Activity_Regarding_O2 132010 4 00 PM Low Sean Duffy Test_Activity_Regarding_03 1 4 2010 5 00 PM Low Sean Duffy Test_Activity_Regarding_04 All Dates 4 Activities 1 Call 1 Meeting 1 To do 1 Custom Activity Chris Huffman TIP All the above activities are scheduled for the user name used by OAK Merge to log into the database See below to specify different Scheduled For
108. h Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 26 Import and Export from Act Essentials OAK Merge supports importing and exporting to the Act Essentials cloud version The first table supported is the Contacts You can add new contacts delete or update info in existing contacts You can also export all the contacts Just pick Act Essentials as a source or target and add your API key Delimited File csv or txt MS Excel 2000 2003 Gds MS Excel 2007 2010 xlsx MS Access 2000 2003 Database mdb MS Access 2007 2010 Database accdb CHANGE MODE Copy Up MERGE DESTINATION Type ACT ACT PAD File C Wsers Public Documents ACT ACT Data Databases ACT20 14Demo pad User Id Password Page 155 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems inc Version 18 1 1 Revised December 8 2015 Selecting Import Source and Merge Destination IMPORT SOURCE MERGE DESTINATION ACT PAD File Password Page 156 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Bo https mycloud act com people contacts all 552692 cObdSedb075cabSace o i Contacts Name All Contacts EA si Florida Golf Buddies fm Al Jones Making Technology C Alan Lee Tech Systems Contacts Golf Buddies Happy Holidays List Leads from EXPO 2015
109. hat happened on unattended merges open the merge report file in the logs folder Each merge creates a log file ending in htm with the results of the merge The default location is C E Tech Systems ACT OAK Merge 17 Logs Just double click on it to view it Page 118 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems inc Version 18 1 1 Revised December 8 2015 Example Merge Report Merge report Mozilla Firefox File Edit View History Delicious Bookmarks Tools Help C A P file C E Tech Systems ACT OAK Merge 12 I gs OakMerge_201005300849 htm Googe OOOO ah 4 R A B See RTE Tr P Pandora Radio Listen to Free Inter x OAKPRO Site Map x Facebook OAKIMerge x Importing table Contacts from CSV Table If you have ACT open you may need to refresh the current view to see updated data Initial import numbers Rows in source table 3029 Rows in target table D Import for table Contacts has completed with warnings After import numbers Rows in target table 3029 Total rows processed 3029 By Status Rows processed successfully 2311 Rows processed with warnings 718 Rows skipped due to errors 0 Merged rows summary Added 3029 Updated Additional details Execution time 3 min 2 sec Page 119 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems
110. ide Version 18 1 1 Revised December 8 2015 Example Step by step Exporting the History table 1 Use the Swap Button to set the Import Source Type to ACT and the Merge Destination Type to Delimited File CSV or txt Selecting Import Source and Merge Destination ACT PAD File Users Public CTACT Data Databases ACT2015Demo pad User Id Password CHANGE MODE aT l Copy Down File CE Tech Systems ACT OAK Merge 17 Samples History_10 csv Delimiter Comma First Row Contains Field Names TIP The Change Mode buttons are to Copy the lower panel info UP or Down or the Swap them Page 142 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc 2 When exporting always pick the same table name for the source and destination mapping on the merge rules Merge Rules All available fields are mapped You can unmap any you don t want exported Merge Rules ee v Merge Source Source FieldorValue ACTIFields DataType Required Transformation Rule Source Table Column RECORD_OPPORTUNITY_GUID X LinkTo Opportunities by ACT GUID String No Transformation Source Table Column RECORD_OPPORTUNITY_ID X LinkTo Opportunities by OAKMergeID String No Transformation Source Table Column RECORD_GROUP X LinkTo Groups by Group Name String No Transformation Source Table
111. ields 8 Page 193 of 195 Copy Down buton 142 Copy Up button 17 142 corruption 180 Currency and Number Fields 181 D Data Types 180 Date Fields 181 Date Time Fields 181 Decimal Fields 181 Delete 120 Delete History 159 Delete Notes 164 Delimiter 16 Division 133 Documents Tab 49 53 Duplicate Rows 56 E Email Support 169 Enterprise Edition 190 Errors and Warnings 29 67 69 81 117 188 EXCEL 6 16 17 19 38 69 177 178 Exporting 2 21 141 142 148 F Facebook 186 Features Roadmap 186 Field names changed 171 File 12 16 73 92 First Row Field Names 21 22 Formattig Data 180 FTP 177 G Group Assignment 54 Group Membership List Export 146 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 H Hierarchy 133 138 History 2 5 6 40 50 109 159 Attachments 49 HTTP 176 HTTPS 176 I Import Source Files 10 12 23 98 Initial Caps Fields 180 Input File 10 16 Inserting a blank contact 5 24 172 K Keywords 132 KeyWords 145 L Linking 10 27 106 109 110 Log Files 30 34 38 116 117 118 170 177 Lower Case 126 127 M Map Fields 18 Mapping 23 32 67 110 183 Mappings Information 32 Matching 10 24 56 Matching vs Linking 10 Memo Fields 181 Merge Destination 1
112. ikes Page 133 of 195 Web Site waw CHTechONE com n Side CitDate 6 Making Technology Co Mercury Production Management dus fs mia L MI Business Plan Inc of Employees fs Parsley Group Sewing Room The Tertoy t Company Desc CH TechOWNE Accounting CH TechONE Administration CH TechONE Sales Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 Example Sample merge in the Samples folder Samples Company_WITH_Divisions_For_Hierarchy_14 4 csv COMPANY Boomer s Artworx Subsidary 1 Boomer s Artworx Subsidary 2 Boomer s Artworx Subsidary 3 AAAA Flakes Inc BBBB Flakes Inc Vacation Tax Haven Before in ACT Page 134 of 195 LINK_TO_Parent Boomer s Artworx Boomer s Artworx Boomer s Artworx Jake Flakes Inc Jake Flakes Inc Yellow Jersey Bikes Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Tii keg a he bn ee i a I All Companies 25 company s 6 divisionis AVE Enterprises Best Lender Financing Black Forest Baking Boomers Artworx Erandee s Bakery Brushy s Golfing World CH Holding Circle Photography Freemont Corp Green Plastics Griping International Making Technology Co Mercury Production Management MI Business Plan Inc Mutthound Enterprises Parsley Group Sewing Room The Swing Softwar
113. inc Example 19 Act to Act Merges You can merge some the tables from an Act database to another Act database in the Pro version Both Act databases must be same version as the installed version of Act where OAK Merge is installed You can merge or append one table at a time For example Contacts to Contacts or Companies to Companies Contacts to Companies Groups to Opportunities Custom table to Custom table Users to Users Products to Products but not custom product fields Append Notes and link them to other tables Append History and link them to other tables Append Activities and link them to other tables One interesting merge is to DELETE all the contacts companies groups opportunities or rows in custom tables in the target Act database if they match the source This deletes all the records that match any duplicates Page 120 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Select ACT as the Type for both Merge Destination also called the target and ACT as the Import Source ing Import Source and Merge ACT FAD File C Users Public Documents ACT ACT Data Databases ACTSource pad User Id Password ACT PAD File User Id Password TIP You can also make the source and target the same database to merge Groups to Opportunities for example Page 121 of 195 Copyright 2015 E Tech Systems In
114. ions can also be a valid Web URL such as http www oakmerge com downloads Contacts_10 csv If Login password is required then this access method will not work Selecting Import Source and Destination IMPORT SOURCE Type Delimited File csv or txt File Delimiter Comma First Row Contains Field Names TIP Web URL paths are often CASE Sensitive http is required for a valid web url HTTPS is currently not supported Page 176 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc A path to an FTP resource is not supported Appendix 4 Log Files Information from each merge is stored in the logs folder The information in the results page is stored in a file ending in htm and can be reviewed later There are also the detailed logs ending in XML that have the details of each merge You can open and review them to see details of a merge operation The log files have the info on which records skipped added deleted or merged when FULL LOGGING is selected as the logging level Activate Manual PDF Application Management Support Blog OAR Merge Web site Support Folders Profiles Version Comparison Logs Buy Now About Documentation Sample Data You can double click on them to see the results page of previous merges Tip You can open the XML log with EXCEL to see
115. ipped do to an error See Appendix on Errors and Warnings for other messages Opportunites h Delimited File csv or txt Table CSV Table Unmap All V Display Mapped Only Merge Source Source Fieldor Matching Fields ACT Fields Data iis Re boota Rule T pa Table Column status Status String No Transformation 35 String No Transformation stage String No Transformation Source Table Column Estimated Clo Estimated Close Date DateTime Source Table Column Contact X Link To Contacts by Full Contact Name String EXECUTE OPTIONS If a Match is Found Update If a Match is NOT Found Add Page 67 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Status for Opportunities can be specified as e Open e Won OR Closed Won e Lost OR Closed Lost e Inactive Select Complete Run Ready to Run EXECUTION OPTIONS O Validate only C Test Run limited to 32 rows Full Logging Execution Logging Level MAPPING INFORMATION Name save 1 PROFILE INFORMATION Name i Save 1 Description MERGE CONFIGURATION jamel Delimited File csv or txt 4 file_ name CAE Tech Systems ACTIOAR Merge 15 database C Users Poblic Documents ACT ACT amples Oppoutumty Simple 10 3 4csv Data Databases ACT2014Demo pad first_row_as header True as user delimiter Comma pwd
116. k or is equal to one or more spaces Overwrites a field in Act with a blank field if the source is blank Other text values are not affected This means if input is blank then blank out the field in Act This transformation will replace all the target records for this field blank or new data from the source Note that the default without this transformation is the source field is skipped if blank and the target field is not updated to blank The default is OAK Merge does not change fields to blank if there is data in ACT and the import source is blank 3 Use the Key word BLANK described below Key words are available for special situations to change the target field They may be used in the source file as data or as a constant value in the Mapping section For text fields the key words can be part of the string but for date and numeric fields key words must be exactly equal to the string Page 130 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc SBLANK SBLANK overwrites a field in Act with a blank field if the source is contains BLANK Other text values are not affected This means if input is BLANK then remove all the data from the field in Act If BLANKS is in the source file for a field or set as a Constant Value in the mapping then the field will be blanked This allows you to set all the records that mat
117. l details Execution time 1 sec Al Rows sid Processed Completely Processed With Warnings I Skipped Due to Errors D Issues History Type Result Source value for required target field is empty blank The source value is coming from column TYPE Page 46 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 TIP If you have blanks in some regarding fields you can add a character such as a period in the source file before you import it OR use a transformation Substitute a for an entire field that is blank to substitute a for any blank regarding fields Merge Rules tess Table History Delimited File csv or txt Table CS Table Display Mapped Only M Unmap All Merge Source Delimited File csv or txt source Field or Value ACT target Fields Data Type Required Transformation Rule T Source Table Column Contact amp Link To Contacts by Full ContactName String No Transformation Source Table Column TYPE X History Type Result String No Transformation Source Table Column DATE gt Start Time DateTime No Transformation Upper Case ALL CAPS Lower Case all lower case Proper Case Initial Caps Trim removes leading and trailing spaces Substitute a veer for an entire field that is blank Another example Page 47 of 19
118. le transformations vi Display Mapped Only r Value Transformation Rule X No Transformation X No Transformation X No Transformation X No Transformation x No Transformation No Transformation i aad ase fi el a Proper Case Initial Caps Trim removes leading and trailing spaces Substitute a for an entire field that is blank Substitute a r for an entre field that is blank hi Upper Case Converts Text to ALL CAPS This is a test is transformed to THIS IS A TEST Lower Case Converts Text to all lower case This is a TEST is transformed to this is a test Page 127 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Proper Case Trim Converts Text so that the First Letter Of Each Word Is Capitalized and the rest is set to lower case This is a TEST is transformed to This Is A Test Note abc company or ibm is transformed to Abc Company or Ibm Removes leading and training spaces Spaces before and after becomes Spaces before and after X Wo Transformation h No Transformation Upper Case ALL CAPS Lower Case all lower case Proper Case Initial Caps Substitute a for an entire field that is blank Substitute a for an entre field that is blank Transform RTF to plain text Converts Text from RTF format to plain text Source Table Column RECORD USER xX No Tra
119. leted from target Skipped in source Duplicates in source Additional details Execution ime 1 sec Page 83 of 195 Copyright 2015 E Tech Systems Inc e Tech Systems inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 In Act the products are added to the opportunity e Tech Systems inc act Q a gs ante Et P e Back New Call Meeting To Do Note History E mail Help Topics rE Opportunities Detail View List View 1of1 B amp s amp amp D AcTDemo Lookup ii A a Q lt Dial Number gt Call James amp No Connection d Z Settings Opportunity Field A A Opportunity Name ONE E Contacts Contains Ashley Allan Go Opportunity Name Test_Opp_Name_c101 Groups Companies dentate x Status Open Process Stage 3 Welcome Closed Won Process CHT1 Sales A J Closed Lost Stage Initial Communication E Total Connections Inactive 69 260 00 amp Contacts Weighted Reason Probability 10 6 926 00 g Groups Gross Margin Est Close Date Actual Close Date Open Date Days Open 52 510 00 Ey Companies 1 1 2010 8 25 2013 2 aa d 7T Calendar AR Task List Contacts Groups Companigs Products Services Nofes Activities History Documents Strategy Opportunity Info User Fields
120. ll only display the 5 tables it supports which are Companies Contacts Groups History and Notes Merge Rules ACT Table 4 Select a Target Table Groups Delimited File csv or tet Table Companies nmap Display Mapped Only Merge Source Activith a Type Required Transformation Rule T iiir No image d Products for Opportunities Users Secondary Contacts Page 18 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Different versions show different tables Advanced version has additional tables Activities and Opportunities 4 Select a Target Table ACT Table Source Table signe l Companies Contacts q Source Field or Value History F Motes Activities Eo Opportunaties In the Advanced or Pro version you can pick the worksheet name or table query name to use if you are using Excel or ACCESS as an input source Only one worksheet or table can be used in any particular merge XML is also supported Page 19 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Source Table i ACT Fields Company _1O Source Field or Value Contacts 106 History _104 Page 20 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 The BASIC version does not
121. lt lt lt lt lt aa i an a om wal om font p sty j mg ee ee om eet pet pet font Pomme f amt ag Pay Pa ng ng og mag fami fy ft Psa yy Yt Ya fq lt j lt lt lt lt lt lt ex TRF Upaitade from piiki viraka Liparidae fom cider ari For more morns on plese vert www oakme reEe com CE Mae i a Padernare of E Teed Sates ine EE 214 Thi nfermatien subpect te charge witheul aolha preted Lae 1 847 352 4770 Page 187 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Appendix 8 Errors and Warnings Several Error and Warning messages can be displayed when leaving the mapping page There may be many fields in a source file You do not have the map use all of them Some are required That varies by which table you are working with and weather you are adding skipping or updating or not matching at all which is adding appending rows For example if you are updating and skipping Contacts you do NOT have to map the contact field but if you ADD and contacts you must map the contact field even if all the contact names are blank If you do not map some of the fields in the source you will get a warning Some fields have not been mapped a Validation Oo There are warnings Please review items in the list and chck Yes if you are OK continuing to the next step The Yes button
122. must use a Type Result of Library Document and map the Attachment File Name path field Page 53 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Example 4 Group Assignment Merge Contacts may be added as static member of a group You UPDATE or ADD a contact while setting the LINK to field Adding Contacts to groups is shown in the sample file GROUP_10 csv Sample data looks like Company Contact GROUP_NAME end Boomer s Artworx Emily Dunn TEST1 end Boomer s Artworx Bettie James TEST1 end Corleone s Pasta Company Morty Manicotti TEST1 end Duke Industries Nathan Cutting Brittles TEST1 end Duke Industries Marion Morrison TEST1 end Duke Industries Kirby York TEST1 end Duke Industries Ethan Edwards TEST1 end Jake Flakes Inc Bella Minoal TEST1 end Mad House The Greg Hart TEST2 end Yellow Jersey Bikes Ashley Allan TEST2 end The Group names must exist and be unique The sub group parent name is not used and cannot be set Top level and sub groups are all treated the same Use the Link to Groups by Group Name field In this example we are using 2 fields to match on Contact and Company then updating one field the link to Group buy Group name field Page 54 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Merge Rules ACT
123. n is in Page 146 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc TIP The Group tab in ACT shows many opportunities but they are a roll up of opportunities within contacts like history The opportunities export does not list these Look at the groups that are in the Groups Tab in opportunities Merge Rules gt gt S O Delimited File csv or txt Table ACT Table Merge Source Source Table Col Source Table Col Source Table Col Source Table Col Source Table Col Source Table Col Source Table Col Source Table Col Source Table Col Source Table Col Source Table Cg Source Tablefcol Source Table Com Carre Tahla Cal USER1 USER10 v USER2 v USERS v USER4 v USERS USER6 v USER7 USERS USERS Contacts Contacts ACT source Field or Value DECADN COMDANV CLITh mM me OM Delimited File csv or Display Mapped Only USER 1 String USER 10 String USER2 String USER3 String USER4 String USERS String USER6 String USER7 String USERS String USERS String String String String DECADN COMDANV Ctrinn Data Type Transformation Rul No Transformation No Transformation No Transformation No Transformation No Transformation No Transformation No Transformation No Transformation No Transformation No Transformation No Transformation N
124. nc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Open the output file in excel Delete the rows you want to keep in Act Create a new CSV with only the rows you wish to delete i 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 aT 28 29 30 31 32 33 34 35 36 37 a e fel D RECC RECC RECC RECORD_COMPANY_NAME Freemont Corp Llcircie Photography Circle Photography Circle Photography Mutthound Enterprises Mutthound Enterprises Mutthound Enterprises Mutthound Enterprises Mutthound Enterprises Black Forest Baking Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Brandee s Bakery Boomer s Artworx Boomer s Artworx Boomer s Artworx Boomer s Artworx Boomer s Artworx Boomer s Artworx Boomer s Artworx Boomer s Artworx Boomer s Artworx Boomer s Artworx Green Plastics Green Plastics E F G H J RECORD_ RECORD_CRECORD_ RECORD_CRECORD_ RECORD_USER 59134f70 ce89 4730 bb93 3743a5febd35 5446d914 17a2 4ef9 9ad6 7453fa464ef6 5446d914 17a2 4ef9 9ad6 7453fa464ef6 5446d914 17a2 4ef9 9ad6 7453fa464ef6 4ca069af 6ead 4dbb 9e55 006e1e783b25 4ca069af 6ead 4dbb 9e55 006e1e783b25 4ca069af 6ead 4dbb 9e55 006e1e783b25 4ca069af 6ead 4dbb 9e55 006e1e783b25 4ca069af 6ead 4dbb 9e55 0
125. ng String String a String String String string Execute options for Notes History and Activities are always grayed out They are append only There is no matching to find and update data in these tables EXECUTE OPTIONS If a Match is Found Support Tools If a Match is NOT Found Page 60 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems in User s Guide Version 18 1 1 Revised December 8 2015 Set execute and logging options the Run to execute OAK Merge Wizard 13 3 2 Enterp 7 bol xX ___ sin Ready to Run EXECUTION OPTIONS Validate only Execution Logging Level Test Run limited to 100 rows Full Logg T Complete Run MAPPING INFORMATION Name Save PROFILE INFORMATION Name OAK Merge Description MERGE CONFIGURATION CSV Table Merge Options Source Table Column No Transformation Source Table Column No Transformation Source Table Column No Transformation Source Table Column No Transformation www oakmerge com Support Tools Close Back Start Over Run Page 61 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Review Merge Results Initial import numbers Rows in source table 10 Rows in target table 0 Import for table Notes has completed with errors Aft
126. nity Name String amp Link To Opportunites by ACT GUID String Opportunities by OAKMergeI0 string X Link To Products by Name String Link To Products by Item Number String X Link To Products by ACT GUID string X Cost Decimal X Price Decimal X Discount Decimal X Quantity Decimal X Type String Page 85 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc TIP To use the GUID for linking you would need to create the opportunities then export them using OAK Merge to expose the Opportunity GUIDs r Contacts Companies Groups Opportunities and Products Page 86 of 195 Copyright 2015 E Tech Systems Inc User s Guide Version 18 1 1 Revised December 8 2015 Example 10 Using an ACCESS database as a Source Pick MS ACCESS DATABASE as the source Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt ACT Delimited File csv or txt MS Excel 2000 2003 ds File Delimiter z MS Access 2000 2003 Database mdb MS Access 2007 2010 Database accdb MERGE DESTINATION Type ACT ACT PAD File Users Public Documents ACT ACT Data Databases ACT20 14Demo pad User Id Password ACCESS 2003 2007 or 2010 Is supported TIP User ID Password is often not required for Act or ACCESS OAK M e rg e e Tech Systems inc Page 87 of 195 Copyright 20
127. no formatting The data must be printable characters If the source is too long it will be truncated and the first part used A warning is logged if warnings or full logging is selected Page 180 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Currency and Numbers Currency and numbers fields will accept positive and negative numbers Do not use commas or dollar signs 123 45 50000 10 22 22 33 33 4 Yes No Yes No fields are for Checkboxes They are Boolean for the condition are they checked Yes or no Yes Y 1 True No N 0 False Memo Holds up to 64 000 Characters Date USA Settings are 12 31 2003 1 22 1996 07 04 1776 Date Time Examples 12 31 2003 23 58 1 22 1996 3PM Decimal Examples 5 4 333 12345678 Phone Dashes no local country code Examples 312 555 1212 44 7 301 225 Time HRS MIN SEC 22 55 44 6 10 06 55 00 Page 181 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc URL URL are entered as a text string www CHTechONE com www oakmerge com OAK Merge does not currently update these data types in Act e Calculated Field e Annual Event e Picture e Public Limited Access lists Page 182 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised Decemb
128. nsformation Source Table Column NOTE_TEXT Xx No Transformation Ai Source Table Column NOTE_TIME Proper Case Initial Caps Trim removes leading and trailing spaces Source Table Colum ATTACHMENT NAME i i wae sensi Substitute a for an entire field that is blank Source Table Column ATTACHMENT _FILENAME Substitute a wer for an entire field that is blank Source Table Column RECORD ID _ Substitute a blank for a field thatig mre Substitute a blank for a field thatis blank or a single space TIP Review the sample_exports zip file in the samples folder to see the notes_text in RTF format notes csv and transformed notes_transformed csv TIP The transformations regarding blanks are similar to each other but work differently The first 2 AVOID a blank field in ACT and the 2 two FORCE a field in Act to be blank Also a reserved key word is available to blank a field A Reserved key word is NOT a transformation rule but is another way to do the same thing in the case of BLANK Page 128 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide amp e Tech Systems inc Version 18 1 1 Revised December 8 2015 The top 2 below AVOID a blank and bottom 2 FORCE a blank Title x No Transformation v Address1 Substitute a for an entire field that is blank Substitute a or an entire field that is blank ra field that is mew ra field that is blank or a single space Two ways to avoid blank fields in
129. ny Contact TYPE D A ctivities_Complex_12 2 csv 12 16 2009 T J as RE t x E EL Activities_Complex_12_3 csv 7 5 2010 11 4 D 7 m ape h ek 7 f gt 2 Eh Activities_Simple_11_1 csv a F mi E i a i Actrvities_Simple_Plus_Users_14 5 csv 2 22 2012 121 2 O le j R d ver Adding_Contacts_to_a_GROUP_10 csv 10 5 2009 10 om a r am na A E a 2 Company_10 csv 2 15 2009 8 31 3 ui a i s pe E E Company_WITH_Divisions_For_Hierarchy 1 13 2012 9 3 sangi 7 C i DT ia si y Company_WITH_OAKMergelDs 12 4 csv 6 19 2010 9 1 magha haps a mae 7 2 2001 Phone call Contacts_10 csv 2 15 2009 8 3 Contacts WITH_OAKMergelDs 12 4 csv 6 21 2010 12 a aa with a long Groups_WITH_Divisions_For_Hierarchy 1 1 15 2012 10 des cr 3 t j on o th e GL EENET csv 2 15 2009 8 31 p 5 CE contents end 5 History_12_4 WITH_OAKMergelDs 6 13 2010 11 i oi ahaa Boomer s Artworx Emi ly on sales of a new boat History_Attachments_10 csv 2 15 2009 8 3 History_TYPE_TEST csv 5 23 2010 11 ee SR oe eted History_WITH_DETAILS and OAKMergel 6 21 2010 124 7 4 q IETT voice EM Notes 10 raw 2 15 2009 RM T mail en i a m Duke Industries Nathan CSV CSV File csv Page 41 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Selecting Import Source and Merge Destination IMPORT SOURCE Typ
130. o Transformation No Transformation Na Tranefarmstan Page 147 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 TIP Avoid slow exports Exporting Group memberships greatly extends the run time for exports with groups so if you don t have them then don t map __Groups__ on the export map This will speed up the export Delimited File csv or txt Table Conkact ACT Table Contacts Display Mapped Only Delimited File csv or Data Type Transformation Rule Source Table Col USER 10 X USER10 String No Transformation Source Table Col USER USER String No Transformation Source Table Col USERS USERS String No Transformation Source Table Col USER4 USER4 String No Transformation Source Table Col USERS X USERS String No Transformation Source Table Col USER6 USERS String No Transformation Source Table Col USER rf xX USER String No Transformation Source Table Col USERS g USERS String No Transformation Source Table Col USERS USERS String No Transformation Source Table Col String No Transformation Source Table ol String Source Table ce a _ APANY String No Transformation Ceuirees Tahla Cal DEAD MDO ARWY fl IT xY DODECADODMA CARADAR C trimr Kin Trane farm star Example 24 Filtered Export will Export data for only selected Con
131. oduct Merge Rules ACT Table Opportunites ki Delimited File csv or txt Table CSV Table l Unmap All F Merge Source Source Field or Value Matching Fi ACT Fields T Source Table Column Name x Opportunity Name Source Table Column Status x Status Source Table Column Process x Process Source Table Column Stage x Stage Source Table Column Probability of Clase x Probability of Close Source Table Column Estimated Close Date x Estimated Close Date 3 Source Table Coum gt fa ae a aa ee SS T a Source Table Column Source Table Column Display Mapped Only Data Type R Transformation F String No Transformatie String No Transformatie String No Transformatic String No Transformatie Int32 DateTime sting No Transformati String Decimal eo EXECUTE OPTIONS If a Match is Found Update If a Match is NOT Found Add TIP If you link it to contact and the contact does not exist a NOT be added The opportunity shows up under the Act my login used for doing the import Page 75 of 195 new contact will record of the user Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Complete Run Ready to Run EXECUTION OPTIONS O Validate only Execution Logging Level Pd Results Impar ting tabe Opporhunatees from CV Table
132. omer s Artworx Paul Shan TOYOTA 310 622 1 QA Manag 2000 Santa Monica Frwy Los AngeliCA 90029 end 7 Emily Dunn Jimmy Gingerich end 8 Bettie James Boomer s Artworx Heather B CNN 310 622 1501 4000 Santa Monica Frwy Los Angel CA 90029 end 9 Bettie James Boomer s Artworx Philip Lom SEARS Consultan 16 N Deville Dr Suite 40 Tempe AZ 85281 end 10 Bettie James Boomer s Artworx Tammy Dc US PATEN 310 555 Analyst 22 First Ave New York NY 11111 end 11 Bettie James Boomer s Artworx Bill Griffin Univ of XYZ 92109 end Start a new merge and pick delimited file as import source and the Merge Destination as the Act Demo database IMPORT SOURCE Type Delimited File csv or txt File E Tech Systems ACT OAK Merge Delimiter Comma First Row Contains Field Names MERGE DESTINATION Type ACT ACT PAD File Wsers Public Documents ACT ACT Data Databases ACT20 14Demo pad User Id Password Select Secondary Contacts as the Act table to merge to Page 98 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Merge Rules Check the Display mapped only box to condense list The primary_company and end field does not need to be mapped Merge Rules lll v Source Table Column Primary_Contact Link To Contacts by Full Contact Name String No Transformation o gt Soar T eee Source Table Column Company X
133. on IMPORT SOURCE Type Delimited File csv or txt File HYE Tech Systems ACTIOAK Merge 1 MERGE DESTINATION Type ACT ACT PAD File C Wsers Public Documents ACT ACT Data Databases ACT2014Demo pad Password Select Products for Opportunities Merge Rules Map the info Page 82 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Merge Rules Delimited File csv or txt Table CSV Table Merge Source Source Field or Value ka ACT Fields Data Type Require gl Source Table Column Name of OPP for LINKING x Link To Opportunities by Opportunity Name String Source Table Column Product Name for LINKING amp Link To Products by Name String Source Table Column Price X Price Decimal m Source Table Column Quantity X Quantity Decimal gt Source Table Column sting SS as Test Number as Text 5 Je String Run the merge and get the results Itis an append only merge No matching to find and update info Initial import numbers Rows in Source table 10 Rows in target table 0 Import for table Products for Opportunites has completed succesfully After import numbers Total rows processed 10 Rows in target table 10 By Status Rows processed successfully 10 Rows processed with warnings O Rows skipped due to errors 0 Merged rows summary Updated in target De
134. on also includes Secondary Contacts Custom Act Tables and Act Table to Act Table Merges e Enterprise Version with Salesforce Data Migration Kit imports data from a Salesforce data backup into Act with one click OAK Merge 17 is compatible with Act 9 10 11 12 13 14 15 16 and 17 i e Act v17 1 and 17 2 2015 PRO Standard Corporate Premium and the Act for Web server Not all current features of OAK Merge will work with previous versions of Act OAK Merge internal code generations share code and features e Gen 1 Act 4 5 2004 and6 these use OAK Merge v6 only e Note Act 2005 v7 and 2006 v8 versions are not supported by OAK Merge e Gen 2 Act 2007 v9 and 2008 v10 0 e Gen 3 Act 2008 v10 2 and 2009 vil e Gen 4 Act 2010 v12 2011 v13 2012 v14 2013 v15 v16 and v17 See the Feature Roadmap in Appendix 3 for more information and details Page 6 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Section 2 Using the OAK Merge Wizard After initial installation OAK Merge will operate in Free Trial mode for 10 days and write up to 10 records per merge After 10 days if it has not been activated it will not allow Trial runs to update Act It may be activated to use more features at any time without reinstalling via the Tools button See Activation section below for more information amp e Tech Systems inc OAK Merge uses a simple
135. on or registered manually you should get a Activation succeeded message box You may have to close OAK Merge and restart to use new features The Trial warning should be gone Page 168 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Section 5 Support Policy Oakhurst Software products offer no charge technical assistance for installation support via email only Free Phone support is not included in the purchase Many questions are installation and operating system related and best served by your dealer and or an on site consultant directly The dealer who sold the software should be the first call for support Telephone Technical Support Access to OAK Merge help desk line Covers assistance with not only OAK Merge Software but data conversion networking and most other related technical support issues Call 847 352 4770 Monday through Friday 9 00 a m to 5 00 p m CST to request paid support Fee Telephone Support is 170 per hour 1 2 hour minimum Help desk accepts Visa MasterCard AMEX and Discover Card No charge Email Technical Assistance related to installation is available for 90 days after purchase This does not include training on how to use the products to fit your specific needs The Technical Support team will attempt to answer emails within 1 business day of receipt but will not guarantee response time Manu
136. ortunity called OAKMergeID if you want to use it to LINK other table info like History back to the opportunity Page 77 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 8 Merging info into the PRODUCT table You can have products in Opportunity merges but they must be valid product names in Act You can manually create the products in ACT or import the product names with OAK Merge before importing opportunities with Products When you import info to the Products area of Act only 4 fields are available to map to No custom Product fields are available in the Products table Custom Product fields can be used for a specific Opportunity You cannot set defaults for a custom product fields Act s Manage products view and table do not have custom fields Manage Product List Enter product list items ltem Number Cost Price 1 000 00 2 500 00 750 00 2 000 00 TechONE System 5 000 00 12 000 00 TWO Component 1 750 00 4000 00 When you add custom Product fields in the Define Fields area they do not show up in the view above Page 78 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Define Fields e see 2s ETE s Back Forward d Home Create edit or delete fields Create new field Create a new field or select a
137. pendix 2 on Contact Name updates for more info When using an OAK Merge action that updates the Contact field OAK Merge automatically updates the First Name Last Name and Salutation fields according to Act Preferences for Names Contact names can be blank but a period is inserted as the last name as a place holder It can be deleted in Act TIP If you are matching and adding and you have multiple rows for the same contact OAK Merge recognizes that as a duplicate and will only take the first one to update the matching contacts Blanks count as valid data to match on You can sort the CSV in date order before importing it to get the one you want used for your import NOTE If Act is open you must Refresh to see the data updates VIEW REFRESH See the warranty section for terms and conditions of use Page 5 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Section 1 Overview of OAK Merge OAK Merge Versions There are 6 versions of OAK Merge currently released Trial Basic Standard Advanced Pro and Enterprise You can purchase at any level and upgrade to any level e Basic version includes merges to Contacts and Companies e Standard version also includes merges to Notes History and Groups e Advanced version also includes merges to opportunities activities products unattended merges EXCEL and ACCESS support e Pro versi
138. portunity This LINKING method is often used to associate History with contacts but you do not need to also link to Companies History at the contact level is rolled up to the company level in Act Page 114 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc The same screen if there are NO OAKMergelID fields in the database would not contain the Link using OAKMergeID options Group records does not support the OAKMergeID linking field Page 115 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Example 18 Running in Unattended Mode On a Schedule Run Automatically from Windows scheduler or another program OAK Merge can be run automatically from a scheduler program or command line A scheduler program is not included in OAK Merge but a free scheduler is included in Microsoft operating systems For example in XP it is in Accessories System Tools and is called Scheduled Tasks In Windows 7 it is the Task Scheduler This feature requires the Advanced version or higher of OAK Merge If you try to run from another version you will get this error i The version you are running is Standard A This version does not support unattended run i First run your merge from inside OAK Merge and save it as a Profile Then you can repea
139. pyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Fields Data Type Required Merge Source Source Field or Value pT nn E Source Table Column BUSINESS LINE1 reee String Source Table Column BUSINESS LINE X Address 2 String Source Table Column BUSINESS LINES X Address 3 String Source Table Column HOME_LINE1 X Home Address 1 String Source Table Column HOME_LINE X Home Address 2 String Source Table Column HOME_LINE3 Home Address 3 String But the Data Type field uses a filer list to one or more possible values to be selected Display Mapped Only ACT Fields Select All Boolean DateTime Decimal Int32 String String No Transformation String No Transformation String No Transformation TIP Field names in the source file may be different in the mapping for OAK Merge if needed Since no blank or duplicate field column names are allowed by OAK Merge any of those will changed The logic is if one or more columns match then a number suffix is added to the dups _1 _2 If you had 3 fields called STATE in your source OAK Merge would use STATE STATE_1 STATE_3 If you see one or more Field is the new column number in the source then you can assume you had some rows of data not fall into the same column as other rows and some new columns were created The data walked and Page 17
140. ransform Constant Value CHT1Sales Process String No Transform Source Table Column REFERREDBY x Referred By String No Transform Source Table Column __RECORD_ID__ a OAKMergeID String Source Table Column USER1 x Opportunity Field 1 String Source Table Column USER2 x Opportunity Field 2 DateTime Source Table Column USER3 a Opportunity Field 3 String Source Table Column USER4 ae Opportunity Field 4 String Source Table Column USERS aE Opportunity Field 5 String Source Table Column USER6 a Opportunity Field 6 String Source Table Column __RECORD_ID__ e Link To Contacts by ACT GUID String MERGE RULES related to matching If a Match is Found 1 ates NOT Foun Page 123 of 195 Copyright 2015 E Tech Systems Inc e Tech Systems inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc You get a Validation dialog to warn you that you have not selected any matching fields so you will be appending all records You Click here and then the yes button to proceed von SEVEN Issue Items Accepted see ae a Ma a Some Source Fields have not been mapped Address 2 Address 3 Country Private Group State FIP Code Page 124 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 You pick what to match on and the Merge Rules For cases where Cont
141. rver to activate the product This may trigger a message from your personal firewall Click on Allow Page 166 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 If you cannot get temporary Internet access you will need to send an email with an email activation request In less than 24 hours you will receive a response with your registration keys The registration keys are not required if you can complete the online activation Enter your License Id and password and click on prepare Activate Your Product You are currently running License ID and password Sedar kavaton pion Online Activation Prepare Email Activation Request _ Register Using Your Registration Keys Enter your license ID and password in boxes below Click the button and copy the content of a memo field in the email request The generated request will be added to your system s Clipboard OAK Merge License ID Password Prepare Paste Email Activation Request info into an email and send to Support oakmerge com with your name and purchase date Note the manual email request above is NOT required if you can successfully do online activation Page 167 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 When you have successfully done an online activati
142. s NOT work CONTACT GROUP_NAME Contact A Group 33 Contact A Group 7 Contact A Group 4 Page 56 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Example 5 Notes Merge You can ADD Notes and link them to Contacts Companies or Opportunites You can also DELETE Notes See the index or table of contents for how to Delete notes You cannot UPDATE existing Notes Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt File C E Tech Systems ACT OAKMerge 15 Samples Notes_10 csv Delimiter Comma First Row Contains Field Names MERGE DESTINATION Type ACT ACT PAD File C Users Public Documents ACT ACT Data Databases ACT20 14Demo pad User Id Password Samples Notes_10 csv Company Contact Time Note Temp_end Boomer s Artworx Emily Dunn 7 7 2001 C Oakmerge_Roadmap_Versions4 xls Temp_end Boomer s Phone call on sales of a new boat with a Artworx Emily Dunn 7 2 2001 long description of the contents Temp_end Page 57 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 TEST BIG NOTE as a TABLE Company Contact GROUP_NAME end Boomer s Artworx Emily Dunn TEST1 end Boomer s Artworx Bettie James TEST1 end Corleone s Pasta Company Morty Manicotti TEST1 end Duke Industries Nathan Cutting Brittles T
143. t BUSINESS COUNTRYNAME United States lt BUSINESS COUNTRYNAME lt BUSINESS EMAIL LamesJawson jawson email lt BUSINESS EMAIL lt BUSINESS_ PHONE 503 555 2232 lt BUSINESS_PHONE lt BUSINESS_SUFFIX lt BUSINESS_SUFFIX gt lt FAX PHONE 503 555 1234 lt FAX_PHONE lt FAX SUPFFIX lt FAX SUFFIX gt lt MOBILE_ PHONE 503 555 1212 lt MOBILE_PHONE gt lt PAGER_PHONE lt PAGER_PHONE lt PAGER_SUFFIX lt PAGER_SUFFIX lt ALTERNATE PHONE lt ALTERNATE PHONE Or you can open XML exports as Table in Excel or ACCESS Any XML from an OAK Merge export can be opened in Excel as an XML Table Page 152 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 IN EXCEL you get 2 questions click on OK a C As a read only workbook C Use the XML Source task pane Lo comet _ The specified XML source does not refer to a schema Excel will create a schema based on the XML source data _ In the future do not show this message Home Insert Page Layout Table Name ig Summarize with PivotTable Tablet E Resize Table Remove Duplicates Convert to Range Properties Tools SALUTATION J FULLNAME Triple J Lames Jawson Amanda Amanda Form William William Buckley Thomas Thomas Andrews Mary Mary Bailey Irene Irene Murphy Dan Dan Minnick Nathan Nathan Cutting Brittles Morty Morty Manicotti Ann Ann Goodall Sean Sean Duf
144. t Cycle Assessment Service Contract Act Sales Needs Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c106 Won Cycle Assessment Service Contract Act Sales Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c107 Closed Won Cycle Sales Fulfillment Service Contract Act Sales Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c108 Inactive Cycle Negotiation TechONE Syster Act Sales Initial Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c109 Inactive Cycle Communication TechONE Syster Act Sales Yellow Jersey Bikes Ashley Allan Test_Opp_Name_c110 Inactive Cycle Negotiation TechONE Syster Page 73 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Selecti g Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt Delimiter Comma First Row Contains Field Names MERGE DESTINATION Type ACT ACT PAD File Users Public Documents ACT ACT Data Databases ACT20 14Demo pad User Id Password Or optionally use OAKMergeIDs to link the Opportunities to the contacts First update the OAKMergelID field in the contact then you can link to the Contact using OAKMergeID Sample file is Oppoutunity_with_Products_and_OAK MergeIDs_12_4 csv Page 74 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems in Version 18 1 1 Revised December 8 2015 Map Product Price and Quantity to add a pr
145. t it from a batch file command line or scheduler Format for command line is lt path gt OakMerge ULACT lt profile name gt optional logging level switch Example to run 3 in a row C E Tech Systems ACT OAK Merge 13 OakMerge UI ACT batchONE C E Tech Systems ACT OAK Merge 13 OakMerge UI ACT batch2 C E Tech Systems ACT OAK Merge 13 OakMerge UI ACT batch3 Steps 1 Create Save and test a Profile in OAK Merge Note the name of the profile 2 Edit and test your command line using a DOS BATCH file like the RUN_OAKmerge bat file A sample command line is C E Tech Systems ACT OAK Merge 13 OakMerge UI ACT batch44 3 Set your scheduler to run using the same command line you tested in the Run_OAKmerge bat file It can then run on your desired schedule TIP use profile names with no spaces or enclose them in quotes Merge from QB Page 116 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc would not work but Merge_from_QB or Merge from QB would The Logging Level Switch is optional The default level is Full The default level will be used either when no level is specified or invalid level is specified The possible values are None Cor 0 for No Logging Errors Cor 1 for Errors Only Errorswarnings or 2 for Errors and warnings Ful Cor 3 for Full Logging A sample command
146. ta Monica Fi Los Angel CA 90029 4 0026 400000 20000 50000 Duke Indu Marion Mi 310 622 1 Founder 4075 Santa Monica Fi Los Angel CA 90029 4 0027 500000 50000 Duke Indu Kirby York 310 622 1506 4075 Santa Monica Fi Los Angeli CA 90029 4 0028 600000 50000 Duke Indu Ethan Edw 310 622 1501 4075 Santa Monica Fi Los Angel CA 30029 A_0029 700000 50000 Jake Flake Bella Minoal Consultan 1680 N De Suite 40 Tempe AZ 8528114 0030 800000 50000 Mad Hous Greg Hart 310 555 President 22 Acacia Ave Manhattai CA 90266 4 0031 3900000 50000 Yellow Jer Ashley All 619 555 VP of Sale 315 Cente Suite 100 San Diego CA 92109 222 ASHLEY 1 4000000 60000 2000000 Page 107 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt File Delimiter Comma MERGE DESTINATION ACT PAD File C Users Public Documents ACT ACT Data Databases ACT 20 14Demo pad User Id Page 108 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 In this example we matched on 3 fields and updated only the OAKMergeID custom field to populate the OAKMergelID field in Contacts That makes it available for Linking history for example to contacts Merge Rules ACT Table Contacts Delimited File
147. table Contacts has completed succesfully After import numbers Rows in target table 711 Total rows processed 211 By Status Rows processed successfully 211 Rows processed with warnings O Rows skipped due to errors O Merged rows summary Added Updated Deleted Skipped Duplicates Additional details Execution time 6 sec 725 msec Processed Completely TIP Review the sample_exports zip file in the samples folder to see how the data is exported Use the RTF to Text transformation if you want plain text for the details in History or Note_text in notes There is also a sample of the notes_text in RTF format notes csv and transformed notes_transformed csv in the sample_exports zip file in the samples folder TIP You can use Constant Values and or KEYWORDS in both imports and exports They also can be inserted with other text or combined except BLANK Page 145 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide e Tech Systems inc Version 18 1 1 Revised December 8 2015 Delimited File csv or txt Fi Data Type Required Private Contact Boolean Snapshot Contact Grade String Snapshot Contact Rank Int32 Snapshot Favorites String Snapshot Whols String Spouse String Trivia String amp User 1 String User 10 string User 2 String User 3 String User 4 string User 5 string lear A Gtrina Merge Source Source Table Column Source Table Column Source Table Column Source Table Column Sour
148. tacts This affects only Contacts Notes Histories or Activities Not the companies Groups users or Opportunities tables Companies Groups users or Opportunities Export runs will export ALL rows every time you select one of them OAK Merge Version 17 1 2 Standard Edition and later supports exporting data from Act for only the contacts in a specified group Page 148 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Filtered Exports limit exports to contacts in a group called OAKMerge_Export It has to be call this OAKMerge_Export The ty All Groups 18 group s 14 subgroup s CH TechOne AllContacts Chris Networking Breakfast Group an Act Certified Conreutant Customers D Customers without email addresses Group OAKMerge_Export Database Users i Employees Description Friends Hot Deals Edit Date 11 25 2014 Leads from Seminar g 1 14 NATIE Board Members Last Edited by Chris Huffman Prospects Recently Added Contacts iat Regan Notes History TechONE Seminar Add Remove Contacts Upcoming Birthdays Upcoming Opportunites Contacts Opportunities Documents 1 William Cadbury 0121451 This will limit the exports to contacts or records linked to the contacts that are in a specific group called OAKMerge_Export This can filter the Contacts Notes Histories or Activities
149. tems inc User s Guide Version 18 1 1 Revised December 8 2015 After All Companies 25 company s 14 divisron s Ace Pet Store Franchises AVE Enterprises Best Lender Financing Black Forest Baking Boomer s Artworx Subsidary 1 Boomers Artworx Subsidary 2 Boomers Artwork Subsidary 3 Erandee s Bakery Brushy s Golfing World CH Holding Circle Photography Freemont Corp Green Plastics Griping International Making Technology Co Mercury Production Management MI Business Plan Inc Mutthound Enterprises Parsley Group Sewing Room The Swing Software T Bones Steakhouse Verge Records Widget Corporation AAAA Flakes Inc BEBB Flakes Inc Mini Soft Williams Consulting Willis Enterprises E Vacation Tax Haven Page 137 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 SIC Code company Desc Hierarchy Widget Corporation gt Jake Flakes Inc AAAA Flakes Inc BEBE Flakes Inc B Jake Flakes Inc Wiliams Consulting Willis Enterprises Yellow Jersey Bikes Example 22 Adding Sub Groups to Groups OAK Merge Version 14 3 and later supports Adding Subgroups to groups You can have multiple levels SubGroup to SubGroup to Group This is very similar to linking companies above You can have many Groups in a deep Hierarchy Before All Groups 15 group s 14 subgroups
150. the last column _ RECORD_ID_ _ Page 161 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 Run an import CSV to Act SC Selecting Import Source and Merge Destination IMPORT SOURCE Type Delimited File csv or txt File CHE Tech Systems ACT OAK Merge 17 Samples History_to Delete _18 i csv MERGE DESTINATION Type ACT ACT PAD File C Users Alan Documents ACT ACT Data Databases ACT2014Demo PAD User Id Page 162 of 195 Copyright 2015 E Tech Systems Inc e Tech Systems inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Select Delete History as the target Act Table Merge Rules Products for Opportunities Users Secondary Contacts Map the one field _ RECORD_ID _ Merge Rules Mee Suse Demed vor Ge Fedor vale ACT oe Peds a Source Table Column M RECORD ID _ Record ID ACT GUID String MERGE RULES related to matching a ate i Found i ate is NOT Foun Page 163 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc Clcik Yes for warnings that some field are not mapped E Validation There are warnings Please review items in the list and click Yes if you are OK continuing to the next step The Yes
151. to OAK Merge the data import tool for your Contact Management system You can start a new import merge by clicking Next or you can select the existing merge configuration in the panel below SELECT EXISTING MERGE CONFIGURATION Select existing merge configuration profile If nothing is selected the new merge will start Name 4 Created Last Updated Last Executed Mapping Name add products to existing opps 5 2 2013 5 2 2013 5 2 2013 Add Multiple Products to Multiple Opportunities BY Export ALL Contacts to web 7 11 2013 7 11 2013 7 11 2013 SS a OAK Merge Page 9 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc MATCHING vs LINKING OAK Merge merges or appends data from an external file into an Act database on a field by field basis You can use a variety of import source files as your input you specify one or more Act fields to match on and you can specify the Act fields to update You can also link some records to others such as linking a history record to a contact In OAK Merge terms Matching is to find and update an existing record whereas Linking is to connect 2 records together Merges do not have to use matching or linking to just add records to Act OAK Merge supports the following relationships to connect one record to another linking contacts to companies linking conta
152. tte St Two Cavalry Row Acorn Close 4589 N Taylor St 1800 Boca Club Drive 66 Flash Rd Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 A History export in XML and viewed in Notepad looks like this T rectory for Diam Motoped me fee foma Vee lt XMLWriterDa steg taAccessProwidier gt lt History gt lt RECORD_CONTACT_NAME gt Amanda Form lt RECORD_CONTACT_NAME gt lt RECORD_CONTACT_GUID gt bd398c71 111f 48c2 a350 021lea757ect lt RECORD_COMPANY_NAME gt lt RECORD_COMPANY_NAME gt lt RECORD_COMPANY_GUID gt lt RECORD_COMPANY_GUID gt lt RECORD_OPPORTUNITY_NAME gt lt RECORD_OPPORTUNITY_NAME gt lt RECORD_OPPORTUNITY_GUID gt lt RECORD_OPPORTUNITY_GUID gt lt RECORD_GROUP gt lt RECORD_GROUP gt lt RECORD_GROUP_GUID gt lt RECORD_GROUP_GUID gt lt RECORD_USER gt Allison Mikola lt RECORD_USER gt lt HISTORY_TYPE gt New Opportuni ty lt HISTORY_TYPE gt lt REGARDING gt New Opportunity ACT Sales Cycle Negotiatic lt DETAILS gt lt DETAILS gt lt START_TIME gt 10 1 2013 6 10 00 AM lt START_TIME gt lt END_TIME gt 10 1 2013 6 10 00 AM lt END_TIME gt lt ATTACHMENT_NAME gt lt ATTACHMENT_NAME gt lt ATTACHMENT_FILENAME gt lt ATTACHMENT_FILENAME gt lt __RECORD_ID__ gt 07eaf069 8a2e 441c a058 24c156058d57 lt __F lt History gt Page 154 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tec
153. urce Table Column Is Alarmed X Is Alarmed Boolean No Transformation Source Table Column Use all day banner X Use All Day Banner Boolean No Transformation Source Table Column Lead Minutes X Lead Minutes Int32 No Transformation Complete Run Page 92 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Ready to Run EXECUTION OPTIONS Validate Test Run limit sto Complete Run Merged rows summary Added 4 Updated Deleted 0 Using company will add the activity to all contacts at that company Sat PLL i Genera Activity Type _ Vacation Page 93 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 TIP You can schedule Act Activities for various ACT Users Just map their user name to the Record Manager field in the mapping section If no user or an unknown user is specified then the user logged in to do the merge from screen one is used See the tip below for more on the defaults Steps Add the user s name you want the activities scheduled for in a column B D Contact Type Regarding Start Time Sean Duffy Call Test _ Activity Regarding 01 1 1 2010 8 01 Fred Fenderline Sean Duffy Meeting Test Activity Regarding 02 1 2 2010 11 00 Ernst Anderson Sean Duffy To do Test Activity _R
154. us Prospect Contacts Contact Angela Ives Referred By icd Salutation Angela Key Contact Customer ID Groups Title Music and Lighting Coordinator City Blackpool v First Purchase v FA Department E v State Lancashire v Last Years Purchases min Phone 0174287623 Ext ZIP Code BP127HT Trivia Companies bi United Kined Mobi C t t obile Lod ountry United Kingdom v gh Fax 0174287623 Web Site Calendar alt E maili Last Results v Last Edited by Emst Anderson Task List Last Reach Last Meeting v Last Letter v Last E mail Last Edited 5 20 2007 v Ba iz Opportunity List Notes History Activities Opportunities Groups Companies Secondary Contacts Documents Contact Info User Fields Home Address Dates All Dates v Status All v S Select Users E New Opportunity Options Pe Dashboard Opportunity Name Probability of Product Name Total Weighted Total ba Record Manager Test_Opp_Name_Simple_104 Initial 0 None Chris Huffman 1 Inactive Test_Opp_Name_Simple_110 Initial 0 None Chris Huffman E mail Open Test_Opp_Name_Simple_103 Initial 0 None Chris Huffman Open Test_Opp_Name_Simple_102 Initial 0 None Chris Huffman ei Inactive Test_Opp_Name_Simple_109 Initial 0 None Chris Huffman Closed Lost Test_Opp_Name_Simple_105 Initial 0 None Chris Huffman aes Closed Won Test_Opp_Name_Simple_106 Initial 0 None Chris Huffman Chris Huffman
155. ve have to exist OAK Merge will not add them if they do not exist It will add GROUP column entries but not link to Group Staff did not exist in the DEMO database so you can run a merge to map Link_TO_Parent column to GROUP field to create any needed Groups Another way of saying this is you cannot link to Group that does not already exist ACT Table crous Delimited File csv or txt Table CSV Table Unmap All ACT Fields Data Type Matching Required Merge Source Source Field or Value Transformation Rule gt Group Name String Vv Source Table v Group X No Transformation sf String Source Table v LINK_TO Parent X No Transformation v EXECUTE OPTIONS If a Match is Found Update i If a Match is NOT Found Add v Page 139 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 e Tech Systems inc Import for table Groups has completed succesfully After import numbers Rows in target table Total rows processed By Status Rows processed successfully Rows processed with warnings Rows skipped due to errors Merged rows summary TEL Deleted Skipped Duplicates eccreu een ni Additional details Execution time 1 sec 936 msec Edit Date 5 13 2007 z Last Edited by Chris Huffman Group Info Create Date 6 23 2005 Hierarchy Staff gt Employees gt International Employees Record Creator Chris Huffman
156. veloped entirely at private expense They are delivered and licensed as commercial computer software as defined in DFARS 252 227 7013 Oct 1988 DFARS 252 211 7015 May 1991 or DFARS 252 227 7014 Jun 1995 as a commercial item as defined in FAR 2 101 a or as Restricted computer software as defined in FAR 52 227 19 Jun 1987 or any equivalent agency regulation or contract clause whichever is applicable You have only those rights provided for such Software and Documentation by the applicable FAR or DFARS clause or the HP standard software agreement for the product involved Page 189 of 195 Copyright 2015 E Tech Systems Inc OAK M erge amp e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Appendix 10 SalesForce Data Migration Kit Enterprise Edition The SalesForce data migration kit converts a standard backup ZIP from Salesforce into an Act database The SalesForce data migration kit includes all the SalesForce users accounts contacts leads tasks activity history notes opportunities and attachments All this in a load and go one click utility OAK Merge Enterprise The SalesForce Data migration kit has a separate manual with a step by step check list lt is a simple three step process 1 Download and install the OAK Merge Enterprise Edition with SalesForce Migration Kit 2 Unzip the contents of a full backup with attachments from SalesForce 3 Click Launch to Go The standard
157. version or to a more powerful version requires the purchase of a license This license ID and password will activate the software so it will function Once you have your license ID and password click on the Tools Support button at the bottom of the wizard to activate the software Support Tools Activate MERGE DESTINATION Type ACT File C Users Alan Documents ACT ACT Data Databases ACT2011Demo PAD IMPORT SOURCE Type Delimited File File C E Tech Systems ACT OAK Merge 13 Samples History_13 csv Q 5 x O Delimiter Comma M First Row Contains Field Names Activate Manual PDF Application Management gt Support Blog OAK Merge Web site Support Folders gt www oakmerge com Page 165 of 195 Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Fill in the License ID and Password from your registration email Activate Your Product o Your Current Activation Status You are curently running License ID and password Select Your Activation Option Prepare Email Activation Request i Register Using Your Registration Keys Online Activation Enter your license ID and password in boxes below OAK Merge Close If the PC is on the Internet leave on the Online Activation method and then click on the Activate button Note the OAK Merge UI EXE will establish a TCP connection to the license se
158. which rows were Added Merged or Skipped Look in column M or Subject Level LevelNumerii LevelClass Category Details 19 Information 11 Information Merge Execution Record 18 was merged 20 Information 11 Information Merge Execution Record 19 was merged 2 i Information 11 Information Merge Execution Record 20 wasmerged 22 Information 11 Information Merge Execution Record 21 waSadded 23 Information 11 Information Merge Execution Record 22 was added 24 Information 11 Information Merge Execution Record 23 was added 25 Information 11 Information Merge Execution Record 24 was added Page 177 of 195 Copyright 2015 E Tech Systems Inc OAK Merge User s Guide Version 18 1 1 Revised December 8 2015 amp e Tech Systems inc You can also use the Text to columns feature of EXCEL to split the Subject column into separate columns based on a delimiter of a space This will give you the word Added Merged or Skipped in its own column After Text to Columns feature is used in EXCEL you have several new columns Level LevelNumerit LevelClass Category Subject Details xml 19 Information 11 Information Merge Execution Record 18 20 Information 11 Information Merge Execution Record 19 21 Information 11 Information Merge Execution Record 20 22 Information 11 Information Merge Execution Record 21 23 Information 11 Information Merge Execution Record 22 24 Information 11 Information Merge Execution
159. worx Em ly Dunn Attach ment 7 7 20 O1 ROADMAP ie Oakmerge_R nandman varg ATTACHMENT C Program Files OakHurst OakMe ROADMAP Act Documents Samples History_ TEST C Program Files OakHurst OakMe Attachment Act Documents Samples History_ C Program Files OakHurst OakMe Act Documents Samples History_ TEST C Program Files OakHurst OakMe TEST TEST TEST TEST TEST TEST Attachment 5 Act Documents Samples History_ C Program Files OakHurst OakMe Attachment 6 Act Documents Samples History_ C Program Files OakHurst OakMe Attachment 7 Act Documents Samples History_ C Program Files OakHurst OakMe Attachment 8 Act Documents Samples History_ C Program Files OakHurst OakMe Attachment 9 Act Documents Samples History_ C Program Files OakHurst OakMe Attachment 10 Act Documents Samples History_ C Program Files OakHurst OakMe Attachment 11 Act Documents Samples History_ Copyright 2015 E Tech Systems Inc OAK M erge e Tech Systems inc User s Guide Version 18 1 1 Revised December 8 2015 Merge Rules i ACT Table History T Delimited File csv or txt Table CSY Table f Unmap All ACT Fields Merge Source Source Field or Value Data Type Regui Transformal T gt Link To Contacts by Full Contact Name Stings o o No Transforr Source Table Column TYPE X History Type String 3 No Transforr i String NoTransforr Source Ta
160. x Bettie James TEST1 end IK GROUP_NAME end Corleone s Pasta Company Morty Manicotti TEST1 end Boomer s Artworx Emily Dunn TEST1 end Duke Industries Nathan Cutting Brittles TEST1 end Boomer s Artworx Bettie James TEST1 end Filla raen Sieadans iiea TESTi end Corleone s Pasta Company Morty Manicotti tries Kirby York TEST1 end TEST1 end Duke Indus z Duke Industries Nathan Cutting Brittles TEST1 Duke Industries Ethan Edwards TEST1 end ndustries Nathan Cutting Brittles Pre ee eget 12 00 AM Phone call on sales of a new boat with a long Chris Huffman Mad House Thekes Ashley Allan TEST2 end description of the contents 7 2 2001 gt LL 12 08 AM Page 63 of 195 Copyright 2015 E Tech Systems Inc E User s Guide Version 18 1 1 Revised December 8 2015 Example 6 Simple Opportunity Merge C E Tech Systems ACT OAK Merge 13 Samples Oppoutunity_Simple_10_3_4 csv Ed Microsoft Excel Oppoutunity Simple 10_3_4 csv File Edit wiew Insert Format Tools Data Window Help DHA SRAY sae A ft 4 iy 2 ara 10 B 7z U E C1 A B E E F G 1 Company Contact Name Status Estimated Close Date end 2 A1 Services of UK Angela Ives Test Opp Name simple 101 Open 141 2010 end 3 Al Senices of UK Angela ves Test Opp Name Simple 102 Open 1 2 2010 end 4 Al Services of UK Angela Ives Test Opp Name Simple 103 Open 143 2010 end 5 Al Services of UK Angela ves Test Opp Name Simple 104 Open 1 4 2010 end 6 AT

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