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How do I set up remote database synchronization in Act!?

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Question:  How do I set up remote database synchronization in Act!?
 
Product: 
Product Family:  Act!
Product:  Act! Pro, Act! Premium
Version: 2006 and higher
 


Answer: 
 
There are three different methods that you can use to synchronize remote databases in Act!.
 
  • Application Synchronization (Act! Pro and Act! Premium) – Requires Act! to be open on the server during synchronization and the remote database must be inside the Local Area Network (LAN) or Virtual Private Network (VPN) in order for changes to transfer between computers  

  • Network Synchronization (Requires Act! Premium) – Allows synchronization to take place across a LAN or VPN regardless of whether Act! is open on the server or not by using the Act! Network Sync Service. For information on installing and configuring the Act! Network Sync Service, refer to the following knowledgebase article:

    How do I install and configure the Act! Network Sync Service?


  • Internet Synchronization (Requires Act! Premium) – Allows synchronization to take place when a remote synchronization user is outside of the network by using an internet connection to connect to the server. This method requires the installation of the Act! Internet Sync Service. For more information on installing and configuring the Act! Internet Sync Service, refer to the following knowledgebase article:
     
    How do I install and configure the Act! Internet Sync Service?

 
 
Important notes:
 
  • All Act! users must be using the same edition and version of Act! in order to successfully synchronize
  • Prior to attempting to create a remote database, ensure that you are signed into Windows with local administrative rights. For more information, refer to Microsoft.
  • In Windows Vista and newer computers, User Account Control settings must be disabled during this process. For more information, refer to Microsoft.
  • You must be logged into the Act! database as an Administrator or manager user to create a remote database
  • A unique remote database must be created for each remote user that you intend to synchronize with. This remote contains all the Contacts, Notes, Histories, Activities, and Opportunities specified in the Sync Set.
  • Remote synchronization can only be configured for users who have a database security role of Administrator, Manager, or Standard
  • Remote databases should be created from the machine where the Publisher database resides
  • Generally, remote databases can be relatively large in file size. It is recommended that you have some form of removable media, such as a USB Drive or CD to copy the remote database to once it has been created, and use this to transfer it to the remote machine
  • Because remote database synchronization transfers data via network or Internet connection, it may be necessary to add exceptions to your antivirus or firewall in order to establish a connection and synchronize the database. For information regarding using Act! with your firewall, refer to the following knowledgebase article:

    Using your antivirus/firewall software with Act!


 
 
 
Enabling synchronization and creating a sync set
 
Before you can create a remote database, you need to enable synchronization and create a sync set. Refer to the instructions below:
 
  1. Open your Act! database on the server
  2. Depending on your version of Act!, do the following:
    • Versions 2013 and newer: Click Tools > Synchronize Database > Synchronization Panel…
    • Versions 2012 and older: Click Tools > Synchronization Panel
     
  3. In the Synchronization Panel, click Enable Synchronization
  4. Click Manage Sync Set to create a sync set. For more information on how to creating and managing sync sets, refer to the following knowledgebase article:
     
    How to Manage Remote Database Sync Sets in Act!

 
 
 
Creating a remote Database
 
  1. In the Synchronization Panel, click Create Remote Database
  2. Enter the quantity of remote databases you wish to create, then click Next  

    Note: Multiple simultaneous remote database creation is only possible in Act! versions 2010 and newer. If you are using 2009 or older, skip to step 3.
     
  3. Under Remote Database Name enter a name less than 32 characters long that begins with a letter and contains only letters, numbers, and underscore characters
  4. Under Location, if desired, click Browse… to select the location where the remote database(s) will be saved, then click Next
  5. On the Select a Sync Set screen, select the sync set you wish to use for your remote database(s), then click Next
  6. On the Database Synchronization Options screen, select whether to synchronize supplemental files
  7. Under Attachments select one of the following:
     
    • Allow this database to synchronize attachments
    • Do not allow this database to synchronize attachments
       
      Note: If you choose to disallow the databsae to synchronize attachments, you can choose whether to include the attachments in the creation of the remote database(s), however any new attachments added after creation will not synchronize.
       
  8. Select a number of days that can pass before Act! starts to remind the remote synchronization user to synchronize, then click Next
     
    Note: In Act! versions 2012 and older, if no synchronization takes place for longer than the span of time specified, the remote database will expire and will no longer synchronize with the main database. It will be necessary to create a new remote for this user if this happens. It is recommended that regardless of what version you are using, that you synchronize regularly (especially if using multiple remote databases), as failure to do so can result in large amounts of data to transfer, which can lead to inability to synchronize and a need to recreate the remote database(s) due to too much data to transfer between all remotes and the main database.
     
  9. On the Select a Sync Server Connection Screen, Select either Network (inside a firewall) or Internet (outside a firewall)
  10. Follow the directions below based on the method of synchronization you wish to use:
       
    • Network (inside a firewall) (Act! Pro or Act! Premium)
       
      a. Verify the Machine Name of the computer hosting the sync server. This will automatically be populated
      b. Enter the Port number being monitored by the sync server. This will also be populated automatically and can be changed, but is not recommended
      c. Click Next
       
    • Internet (outside a firewall (Act! Premium only))
       
      a. Enter the URL or IP address of the Act! Internet Sync Server. This will be the address of the internet page that you have already set up. If you are unsure what this is, contact your Network Administrator.
      b. Click Next

  11. In the Preview and Edit Remote Database Settings screen verify that the information is correct. If desired, you may change the name(s) of your remote database(s) here. Click Next when finished with this screen
     
    Note: The Preview and Edit Remote Database settings screen is only available in Act! versions 2010 and newer. If you are using versions 2009 and older, skip to step 12.

  12. On the Build Remote Database screen, choose whether or not to password protect the remote database(s) file(s)  

    Note: This password is different from a database password and cannot be retrieved if forgotten. Ensure that you keep the password somewhere safe, as it will be needed in order to unpack the remote database to the remote user’s machine.
     
  13. If satisfied with all the settings, click Finish to begin creating the remote database(s)
  14. When completed, close out of the Synchronization Panel
  15. Browse to the location where the remote database(s) file(s), or .RDB file(s) saved
  16. Copy the .RDB files to a media device for use in transferring to the remote machine
 

Note: If you are using Act! Pro, or if you are using Application Synchronization, you must perform the following steps before proceeding to the next section:
 
  • Versions 2013 and newer: Click Tools > Synchronize Database > Accept Incoming Syncs
  • Versions 2012 and older: Click Tools > Synchronize > Accept Incoming Syncs
 
If you are using Network and/or Internet Sync, ensure that the Network and/or Internet Sync Services have been installed and configured before proceeding to the next section.
 


Unpacking and Restoring the Remote Database
 
Once the .RDB file has been transferred to the remote machine, it must be unpacked before the user can synchronize. Follow the steps in the knowledgebase article below:

How to unpack and restore a Remote Database (.RDB) file


Note: Once the .RDB file has been unpacked, it is no longer needed as it creates the .PAD, .ADF, .ALF and database files folder of the actual remote database. It is strongly recommended that you delete this file to prevent from accidentally unpacking the remote again after synchronization takes place.
 
 
Synchronizing the remote database
 
For information on synchronizing remote databases, refer to the following knowledgebase article:
 
How do I synchronize my remote database?


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