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Could ACT! Secondary Contacts Keep Your Secrets?

ACT! Version 2010/2011 Standard & Premium
Date August 2011
Reference 2011-8-013

Could ACT! Secondary Contacts Keep Your Secrets?

These days keeping “usernames” and “passwords”, along with the website login address, for all of my accounts is challenging to say the least. Going paperless is certainly a great idea but keeping track of how to log in to see my statement (instead of just opening the envelope) is becoming frustrating. Of course it’s not prudent, and sometimes not even possible, to use the same password for each account so how do you manage it all whilst managing to keep hold of your sanity!!

One of the great things about ACT! is it’s flexibility. It’s easy to innovate, taking a specific feature that was meant for something else and re-purposing it for your own use.

Could ACT! Secondary Contacts Keep Your Secrets?-fig1Take the Secondary Contacts feature. It was designed to provide a way to keep an unlimited number of alternate contacts that would be used for information purposes only (since you can’t keep history or include in mail-merges). I regularly use this feature to hold details of Accounts Staff, Secretaries or Receptionists. However I also use Secondary Contacts to keep track of other things as well.

For example, I also use it to remind me of usernames and passwords. You can create a contact record in ACT! for “Government Gateway” or you could create a catch-all record with the name “Chris Logins” (which you can mark as Private or as Limited Access so that only specific associates can see the record and associated data).

You could use the Secondary Contacts feature to keep track of your customer logins.

Now create a new Secondary Contact record.

Procedure: To add a Secondary Contact

1. On the Contact’s record, display the Secondary Contacts tab.
2. Click the New Secondary Contact button on the tab.
3. Fill in the data as desired. For example, in the Contact field, enter the type or purpose of the record, such as ”AMX Login”. In the Title field, enter your username and password. Enter a Customer Support phone number if you like. In the Web site, copy and paste the actual login website url that takes you straight to the login screen. Mark the record as Private if it will be in a multi-user database and you don’t want others to see your password.
4. Click OK.
Note: The Secondary Contacts list displays in alphabetical order (ascending or descending) by whichever column you choose. In this case “Company”.

Could ACT! Secondary Contacts Keep Your Secrets?-fig2

Note that the Secondary Contact has been marked Private (denoted by the Padlock symbol), so only you can see the username and password. Double-click to display the weblink.

Entering the username and password in the Title field allows for quick reference. Double-click any Secondary Contact to display the complete information from where you can click the hyperlinked “Web site” field to open the site in your default Internet browser.

You can create as many Secondary Contact records as you like.

I love figuring out different ways to use things to be more productive. Have you used this feature for something different?