Clean up Act!

September 11, 2022 | Josh Noonan

Too many duplicates? Too many attachments? Database too large? Did you know that you can merge all duplicates in bulk; or move all attachments to OneDrive? Here are some great solutions.

Duplicates

When a database has multiple records for the same person or business, this can result in your team acting on incomplete or out-of-date information on one record, unaware of the information on the other record. Imagine a customer on credit hold receiving another delivery because the duplicate record didn’t indicate credit hold.

Duplicates can be created by accident, perhaps when importing data without the appropriate duplicate checking, or by users forgetting to look for an existing record before creating a new one. You can find a list of duplicates by clicking Scan for Duplicates in the Tools menu. Try matching on just email or just mobile phone, etc… Act! comes with a wizard to merge one pair of duplicate contacts at a time, however this is time-consuming, and may not suit if you have a large number of duplicates, and does not merge companies.

The Duplicate Remover Wizard add-on allows you to specify match criteria & merge all duplicate contacts in bulk, and/or merge all duplicate companies in bulk. We recommend purchasing a support session to assist with first use for the best outcome, and always backup first.

Attachments

After years of attaching documents, quotations & email messages to history, we have seen databases accumulate between 10Gb to 300Gb of attachments. This can affect database performance, but also make it more difficult to synchronise a copy of the database to laptops, or to manage backups. If your Act! database is in the cloud, this can add to your hosting cost.

The Attachments2OneDrive add-on moves your attachments to the 1000Gb+ of OneDrive cloud storage included in your Microsoft 365 Business plan, retaining shortcuts in Act! to open attachments hosted in OneDrive, so you elimate local attachment storage, save on cloud storage costs & boost performance.

Database Maintenance

Databases can become larger & slower than necessary due to, for example, a build up of temporary or obsolete data; or bad formatting due to how data is copied & pasted in (or recorded by plugins); or picture fields populated with images larger than required. The causes can vary greatly.

Our Database Expert Optimisation service can analyse your database to identify & resolve many issues for an affordable fixed fee.

A final word from Act Today

If this page made you pause and think about how you manage your client relationships, that’s a good start.

Most businesses don’t struggle because they lack effort. They struggle because their systems don’t quite support the way they actually work. That’s where the right CRM setup can make a real difference.

Everything we share about Act! Advantage comes from working with businesses across Australia and New Zealand who want to retain clients, improve communication, and make better decisions from their data.

If you’d like more practical insights about CRM, client retention, and running a smarter client database, you’re welcome to explore the Act Today resources and articles.

And if you’d like to see how Act! Advantage could work in your business, we’d be glad to walk you through it.

14 Day Free Trial
Explore Act! Advantage at your own pace.
28-Day Guided Trial
Work with an Act Today consultant to set up three key CRM functions for your business.

28-Day Guided Trial

Set Up Properly, Decide with Confidence

The 28-day extended trial is designed for businesses that want to experience Act! Advantage working inside their business, not just explore features.

To access the extended trial, you’ll book an initial session with an Act Today consultant based in Australia or New Zealand. During this session, we’ll help you set up three key CRM functions that matter most to your business, such as client follow-ups, communication workflows, retention tracking, or referral visibility.

At the 14-day mark, you’ll have a second check-in with your consultant to answer questions, refine your setup, and remove any roadblocks. This ensures you’re not left guessing and that the system is actually supporting your work.

By the end of the 28 days, you’ll know exactly how Act! Advantage fits your business and whether it delivers real value.

What you’ll get from the 28-day extended trial:

  • Guided setup by a local Act Today CRM consultant
  • Three high-impact CRM functions configured for your business
  • A mid-trial review to answer questions and fine-tune usage
  • A realistic view of outcomes, not just features
  • Confidence to decide based on real experience
START YOUR EXTENDED TRIAL

14-Day Free Trial

Get Hands-On with Act! Advantage CRM

The 14-day free trial gives you full access to Act! Advantage CRM so you can explore how it works in your own time. This is the standard Act! trial used by businesses across Australia and New Zealand who want to see the platform before making a decision.

During the trial, you can add contacts, explore client records, test communication tools, and see how Act! Advantage handles day-to-day client management. It’s a straightforward way to understand how the system is structured and whether it feels right for how you run your business.

This option suits businesses that are comfortable exploring software independently and already have a clear idea of what they want from a CRM. There’s no obligation, no setup required, and no pressure,  just time to assess fit.

What you’ll get from the 14-day free trial:

  • Full access to Act! Advantage CRM features
  • A clear look at how contacts, activities, and communication are managed
  • The ability to test the system across desktop and mobile
  • A simple, no-commitment way to assess fit
  • Confidence before taking the next step
START YOUR TRIAL

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