Contact Filters

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Contact filters allows users to slice the database and only export the data that is needed.
In all filter settings, the "Include Private ACT! Contacts" and "Match ACT! Record Manager Field for Contacts and Activities" is applied.


Process All Contacts

In Convert All, all the contacts in the ACT! database are converted to the user's Outlook Folder. Intelligent Updater The contact Intelligent Updater speeds up contact updates. By default, this option is automatically set. Basically, only contacts that have been modified after the Modification Date Filter are selected to be processed. This filter gets set to the time and date of the last conversion/sync.

Process Only Contacts With Calendar

In Process Only Contacts With Calendar, only contacts that have a corresponding calendar items i.e. a Meeting, Call or Todo, are converted over to Outlook. This is a good way of processing only the ACT! Calendar to Outlook. Note: If the contact folder is not set, the calendar items are transferred as independent items and no contact link is established.

Process Group

Select a group to be converted using the Select Group button and the group is converted. You can choose to convert the subgroups as well. When To Use: When you only want to convert a group (with/without subgroups).

Group Conversion Options On certain instances, you may want to keep the Outlook Folder to be exactly the same as the Groups in ACT!. This is important when you have dynamic groups in ACT! that change and you want the Outlook folder to reflect that. In addition, while you want to keep the Outlook folder the same, you also do not want to delete any items in ACT! that are deleted in Outlook. For example, on basic synchronization methodology, if the item is deleted in Outlook, that item will also be deleted in ACT!. The Group Conversion Options allow you do the following: · Keep the Outlook Contact Folder the same as the ACT! Group without deleting contacts in ACT!.   · Enable Dynamic groups to be synched with Outlook without deletion side effects from contacts being removed from the contact folder.   · Enable Contact synchronization of data, history and new contacts.   · Enable the removal of Activities related to contacts that have been removed from the group to be removed in Outlook as well without those activities being deleted in ACT!   · Enable the creation of New ACT! Contacts from Outlook via our identification system   Enable Removal of Outlook Contacts not in Group/Subgroup   This option ensures that all the contacts in the contacts folder match the contacts in the group. If any extraneous contacts are found in the Outlook Contact Folder, these contacts will be removed so that the contact folder matches the ACT! Group Membership. If you wish to create new contacts/activities in Outlook and have them sync back to ACT!, enable Remove Only Items created by Act-to-Outlook Pro Advanced Edition option.   Enable Removal of Outlook Activities related to Contact   When enabled, if a contact is deleted from the Outlook folder by A2O Pro Advanced, then all the related activities are also deleted from the Outlook Calendar and Tasks. If this option is not set, if a contact is deleted, then all the Outlook calendar items related to that contact are left and become orphans.   Remove only items created by A2O Pro Advanced.   When enabled, only contacts created by the synchronization software are removed. If there are new contacts created by the user or any other program, these contacts are left alone and synched back to ACT! as new contacts.

Process Only Private Contacts

Only contacts that have the private flag enabled in ACT! are converted/synched to Outlook.

Process Only Meetings/Todos/Calls

Only meetings/calls/todo's are converted into Outlook. If the contact exists in Outlook i.e. it if has been transferred previously to Outlook, then a link is established to that contact. Otherwise, if the contact does not exist, an independent Calendar/Task item is created.

Process Contacts From A File

This option instructs the software to process a contact list from a File. The file needs to contain all the GUID's for the contacts that need to be processed in the database. Each GUID has to be delimited by an CRLF (Carriage Return-Line Feed). If you wish to create a file from a lookup, use the preview option in A2O Pro Advanced and select the Tools->Create GUID File and a file is then created.

File Conversion Options On certain instances, you may want to keep the Outlook Folder to be exactly the same as the list of contacts in the input file provided to A2O Pro Advanced. Hence, we provide these options for you. For example, on basic synchronization methodology, if the item is deleted in Outlook, that item will also be deleted in ACT!. The File Conversion Options allow you do the following: · Keep the Outlook Contact Folder the same as the items in the input file without deleting contacts in ACT!.   · Enable dynamic communication with A2O Pro Advanced via a file that can be passed to it.   · Enable Contact synchronization of data, history and new contacts.   · Enable the removal of Outlook Activities related to contacts that have been removed from the input file without affecting the activities on ACT!.   · Enable the creation of New ACT! Contacts from Outlook.   Enable Removal of Outlook Contacts not in input file.   This option ensures that all the contacts in the contacts folder match the contacts in the input file. If any extraneous contacts are found in the Outlook Contact Folder, these contacts will be removed so that the contact folder matches the data in the input file. If you wish to create new contacts/activities in Outlook and have them sync back to ACT!, enable Remove Only Items created by Act-to-Outlook Pro Advanced Edition option.   Enable Removal of Outlook Activities related to Contact   When enabled, if a contact is deleted from the Outlook folder by A2O Pro Advanced, then all the related activities are also deleted from the Outlook Calendar and Tasks. If this option is not set, if a contact is deleted, then all the Outlook calendar items related to that contact are left and become orphans.   Remove only items created by A2O Pro Advanced.   When enabled, only contacts created by the synchronization software are removed. If there are new contacts created by the user or any other program, these contacts are left alone and synched back to ACT! as new contacts.   File Post Processing Options After the contacts are processed you have 3 options of what A2O Pro Advanced can do with the input file: 1. Nothing. Just leave it alone. Next time synchronization is run, the same contacts are synched.   2. Delete the File. Here, the file is deleted so that the same contacts are not synched all over again.   3. Rename the File. The input file is renamed with a timestamp so that in case you need to analyze past input filenames.

Process Contacts from a Lookup

This option allows you to process contacts from a stored lookup in our software. In our example, we would process only the contacts from San Francisco.

Lookup Conversion Options On certain instances, you may want to keep the Outlook Folder to be exactly the same as the list of contacts in the Lookup provided to A2O Pro Advanced. Hence, we provide these options for you. For example, on basic synchronization methodology, if the item is deleted in Outlook, that item will also be deleted in ACT!. However, these options bypass the ACT! Deletions. The Lookup Conversion Options allow you do the following: · Keep the Outlook Contact Folder the same as the items in the ACT! Lookup without deleting contacts in ACT!.   · Enable dynamic communication with A2O Pro Advanced via Lookups that can be passed to it.   · Enable Contact synchronization of data, history and new contacts.   · Enable the removal of Outlook Activities related to contacts that have been removed from the Lookup without affecting the activities on ACT!.   · Enable the creation of New ACT! Contacts from Outlook.   Enable Removal of Outlook Contacts not ACT! Lookup.   This option ensures that all the contacts in the contacts folder match the contacts in the Lookup. If any extraneous contacts are found in the Outlook Contact Folder, these contacts are removed so that the contact folder matches the data in the Lookup. If you wish to create new contacts/activities in Outlook and have them sync back to ACT!, enable Remove Only Items created by Act-to-Outlook Pro Advanced Edition option.   Enable Removal of Outlook Activities related to Contact   When enabled, if a contact is deleted from the Outlook folder by A2O Pro Advanced, then all the related activities are also deleted from the Outlook Calendar and Tasks. If this option is not set, if a contact is deleted, then all the Outlook calendar items related to that contact are left and become orphans.   Remove only items created by A2O Pro Advanced.   When enabled, only contacts created by the synchronization software are removed. If there are new contacts created by the user or any other program, these contacts are left alone and synched back to ACT! as new contacts.

Do Not Convert Contacts

This option instructs the software Not to perform any conversion activity for this user. When to User: Use this option if you have multiple users converting contacts to a single contact folder and then converting the activities. If you are sharing a contact folder, make sure the contact folder is set.