San Francisco Real Estate: “The Scoop”

Creating a New Database for Brokers

(Including import from Win2Data to ACT!)

 

 

1. Install ACT 6
2. Copy a few files and folders:
   1. COPY a few files from the P:\ACT\WIN2DATA folder as follows:

                                                               i.      The file: Win2Data to ACT 2.map should be copied to:    

C:\Program Files\ACT\

                                                             ii.      The file: actmap2.dwl should be copied to:

                                                C:\WIN2DATA\TRWTABLE folder

          

3. Start ACT
   1. If this is a first time install, go through the “Quick Start Wizard”
   2. When asked, do check for any updates
   3. Set your Word Processor to MS Word
   4. Setup e-mail with Microsoft Outlook

                                                               i.      Leave the default settings

3.  
   5. SKIP database setup!!!!
   6. That’s it
4. You are now in ACT with a blank screen
5. Pull down File / Restore
6. The file TO RESTORE is on the P: drive.
   1. BROWSE to   P:\ACT\Database
   2. Select “DB Shell”
   3. Click “Open”
7. The “TO FOLDER” should be normally be left as is (goes to you’re “My Documents / ACT / Database” folder).

 

 

8. Click Start
9. Don’t worry about the “backup” or “maintenance” notices you may get
10. Now you are in the single user DB Shell Database
11. Find the little button that says “No Group” near the bottom right corner of your screen.  Just to the left of “No Group” is the place where you can change your layout.  Click on the current layout (probably “Contact Layout 1024×768”) and change it to  MM Generic Layout 1.1.

 

12. Now you want to create your OWN database
13. Pull down File / Save Copy as
    1. Create an EMPTY COPY
    2. Call it “anything you like” (Like “Joe”, “Alison’s Wonderland”, etc.)
    3. Fill in the MY RECORD info with YOUR information.
    4. Click on OK
14. Now Open up YOUR database 
    1. File / Open
    2. You’re done with database creation
    3.  Now you can proceed to import data from Win2Data. 

 

Gather your WIN2Data 

 

1. Now you can proceed to do you search ….. whatever you wish.  Once you are satisfied with the search, move on to step 2.

 

2. Pull down:  File, click on  Export  to File (Download)…
   1. File name:  anything you wish

                                                               i.      Do put “.TXT” after the 8 character (or less) name

                                                             ii.      Pay attention to the folder it will be placed in (on the right side under “Folders:”

2.  
   2. Save As Type:  Text Format (*.TXT)
   3. Download Format:  select

               actmap.dwl

2.  
   4. Record
      Range: All
   5. Case Conversion

Use Upper and Lower Case

2.  
   6. Date Format: select “Four Digit”
   7. Click “Start download”

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Import the data into your ACT database 

1.      Go into your  ACT  Database

a         Suggestion – it is ALWAYS a good idea to BACKUP before you do a major import (you never know…..) 

ii         Pull down File / Backup

iii        Backup up to;  C:\my database 11 20 02

iiii      Click on the OPTIONS tab and UNCHECK EVERYTHING

ivi      Click on Start

2.      Pull down File > Data Exchange > Import

3.      Import Wizard Screen #1

a         File type:  Text-Delimited

b        File Name: Browse to the file you just saved (click on the “…”)

 

 

 

 

 

 

 

 

 

 

 

4.      Next screen – “Contact records only:

 

5.      Click on “Use Predefined map”, and select the Win2Data to ACT 1 map

 

6.      Click Next

7.      Click on FINISH

a         As it imports, if it finds any duplicate, you should say “ADD” because you want all properties for the owner

 

8.      Now you have your data in ACT!

 

If anything went wrong, you can go back to ACT before you did the import by doing a “File > Restore” and restore the database that you backed up before you did the import.  You did back up didn’t you?!!