Question: How do I attach a document to a Contact, Group, Company, or Opportunity in Act!?
Product Details:
Product Family: Act!
Product: Act! Pro, Act! Premium, Act! Premium (access via web), Act! Premium Cloud
Version: v17 and later
Answer:
When adding documents to the Documents tab, you can add a file or a shortcut to a file or folder that resides on your hard drive. Additionally, you can add URLs that will allow you to link to documents stored on file hosting services, including, but not limited to, Dropbox or Google Docs™.
Follow the steps in the sections below, depending on which type of addition you’d like to make to the Documents tab:
Adding a File
When you add a document or file, a copy of the document is attached to the database and associated with the record it is attached to. This means that the file will also be backed up with the database during database backup creation.
To add a file:
Once attached, the document or file can be opened by anyone who has access to that record from directly within Act! by double-clicking the file, or by highlighting the file and clicking Edit. The file will open using the appropriate application for that file type (as long as an appropriate application is installed on your computer), and can be viewed, edited, and saved.
Adding a Shortcut to a File
Note: This feature is not available in Act! Premium (access via web) or Act! Premium Cloud
When you add a shortcut to a file, the file is not added directly to the database, rather a shortcut link is created to the location the file resides. These files can still be opened via Act! the same way an attached file would be, however they are not backed up with a database backup, and in order for other database users to access these files, they must have access permissions to the file’s storage location in addition to the Act! record.
To add a shortcut to a file:
Adding a Shortcut to a Folder
Note: This feature is not available in Act! Premium (access via web) or Act! Premium Cloud
Adding a shortcut to a folder allows you to quickly access a folder that resides on your hard drive. This is useful if you have a group of files in a folder related to a record. Like adding a shortcut to a file, the folder and files in that folder are not included in an Act! backup.To add a shortcut to a folder:
Adding a Link (URL)
Adding a URL to the Documents tab allows you to link to files that are stored on a cloud based file storage system. These files, like folder and file shortcuts, are not backed up in a database backup. To add a URL:
Note: Anyone who clicks this link will need to be logged into the cloud storage system where the file resides in order to access the file.
Product Details:
Product Family: Act!
Product: Act! Pro, Act! Premium, Act! Premium (access via web), Act! Premium Cloud
Version: v17 and later
Answer:
When adding documents to the Documents tab, you can add a file or a shortcut to a file or folder that resides on your hard drive. Additionally, you can add URLs that will allow you to link to documents stored on file hosting services, including, but not limited to, Dropbox or Google Docs™.
Follow the steps in the sections below, depending on which type of addition you’d like to make to the Documents tab:
Adding a File
When you add a document or file, a copy of the document is attached to the database and associated with the record it is attached to. This means that the file will also be backed up with the database during database backup creation.
To add a file:
- Browse to the record you wish to add the document to
- Click the Documents tab
- Click Add > File…
- Browse to and select the file you wish to add, then click Open
Once attached, the document or file can be opened by anyone who has access to that record from directly within Act! by double-clicking the file, or by highlighting the file and clicking Edit. The file will open using the appropriate application for that file type (as long as an appropriate application is installed on your computer), and can be viewed, edited, and saved.
Adding a Shortcut to a File
Note: This feature is not available in Act! Premium (access via web) or Act! Premium Cloud
When you add a shortcut to a file, the file is not added directly to the database, rather a shortcut link is created to the location the file resides. These files can still be opened via Act! the same way an attached file would be, however they are not backed up with a database backup, and in order for other database users to access these files, they must have access permissions to the file’s storage location in addition to the Act! record.
To add a shortcut to a file:
- Browse to the record you wish to add the document to
- Click the Documents tab
- Click Add > File...
- Browse to and select the file you wish to add a shortcut for, then click Open
Adding a Shortcut to a Folder
Note: This feature is not available in Act! Premium (access via web) or Act! Premium Cloud
Adding a shortcut to a folder allows you to quickly access a folder that resides on your hard drive. This is useful if you have a group of files in a folder related to a record. Like adding a shortcut to a file, the folder and files in that folder are not included in an Act! backup.To add a shortcut to a folder:
- Click Add > Shortcut to Folder…
- Browse to the folder you wish to add, then click OK
Adding a Link (URL)
Adding a URL to the Documents tab allows you to link to files that are stored on a cloud based file storage system. These files, like folder and file shortcuts, are not backed up in a database backup. To add a URL:
- Click Add > Link (URL)...
- In the Name field, type what you want to call the link
- In the Address (URL) field, paste the address to the file, then click OK
Note: Anyone who clicks this link will need to be logged into the cloud storage system where the file resides in order to access the file.