How do I export data from one Act! database to another

Question: How do I export data from one Act! database to another

Product Details:
Product Family: Act!
Product: Act! Pro, Act! Premium
Version: 2010 and later

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Answer:

Important Note: Before proceeding with the steps in this article, it is strongly recommended that you create a backup of both the source and the destination databases. For information on creating backups, refer to the following knowledgebase article:

How to back up and restore an Act! database



General Guidelines:

• The source and destination databases must be on the same edition and version of Act!. You cannot export Act! Pro data to Act! Premium or vice versa
• Imported user records will change to contact records once exported to the destination database. If you wish to retain your Record Managers, you must export user records from the Source database first, create Users from these records in the destination database, then export the rest of the records from the source database. For information, refer to the following knowledgebase article:
  
  How do I export database users from one database to another?
  
   
• Act! users with security levels lower than Manager must be changed to Administrator or Manager in both the source and destination databases to allow Private Contacts and Activities, for which they are the Record Manager, to be exported to the destination database
• Each user with Private Contacts or Activities must login to both the Source and Target databases to export their data
• Before exporting your data from the source database to the destination database, it is imperative that you verify the duplicate checking criteria for the database into which you will be exporting. To check the Duplicate Checking settings, refer to the following knowledgebase article:
  
  How to set Duplicate Checking preferences in Act!
  
   
• If you have custom fields in your source database that do not exist in your destination database, it will be necessary for you to manually create them in the destination database, ensuring the field types match prior to exporting your data. For information on modifying fields, refer to the following knowledgebase article:
  
  How to create and manage database fields in Act!
  

1. Login to the source database as an Administrator or Manager user
2. Click File > Export…
3. In the Export Wizard Welcome screen, click Next
4. On the Specify Destination page, ensure Act! Database is chosen
5. Click Browse…, then browse to the destination database, select it, then click Open
6. Enter the Admin or Manager User Name and Password for the destination database, then click Next
7. Under “What kind of records would you like to export?” select one or more of the following options:
   • Contact records
   • Group records
   • Company records
   • Opportunity records


8. Under “Which records do you want to export?”, choose one of the following options:
   • Current record
   • Current lookup
   • All records
     
   
   Note: If you chose more than one option in step 7, you will only be able to export All records in step 8


 
9. Click Next
10. In the Contact Map screen, compare the “Map this Field” column on the left with the “To this Field” column on the right
11. If any rows do not have the same field on the left as the right, click the right field, then click the drop-down to select the correct field from the list for each field that is missing from the right column
    
    Note: You can only map a field to one other field. Selecting the field again in this list will blank or remove the first selection. Leaving a field blank on the right column will result in data from the corresponding source field not getting imported
     
12. Click Next
    
    Note: If you chose more than one option in step 7, you will have the mapping dialog box for each option you chose.
     
13. On the Specify Merge Options screen, click the button labeled with the record type you want to specify merge options for
14. Under If source records match destination records, click the first drop-down on the list and choose what you wish to do for that type of record:
    • Replace with newest
    • Merge
    • Replace with Source
    • Do not change


15. Repeat step 14 for additional drop-downs in this list as needed
16. Under If source records do not match destination records, click the first drop-down and choose what you wish to do with that type of record:

• Add
• Do not add

Repeat step 16 for additional drop-downs in this list as needed

Click OK,

If desired, change the following settings:

Include attachments

Confirm each match

Include other user’s public activities

Click Next, then click Finish to begin the export

Once the export is complete, access the destination database to view the exported contacts