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PRODUCT | Scan & Organize for Act!
Rid yourself of unnecessary paper and maintain immediate access to Client\Customer files from within Act!™
The Scan & Organize Addon for Act! allows superior document management INSIDE of Act! by creating a tab in your Act! layouts called 'Organizer'. The Organizer tab allows you to link to the desired Windows folder for each contact, company and/or group and manage the files within the Act! Interface.
With Scan and Organize for Act!, you can Scan, Attach, and Manage Documents from within the Act! interface!
Vertical Markets that can benefit from Scan&Organize:
Or any document intensive business or individual that uses Act!
Scan & Organize was originally created for the financial services industry as part of the Act4Advisors addon for Act! investment advisors, financial planners, insurance agents and stock brokers who have highly document-intensive businesses and require immediate access to client-related files, including applications, proposals, presentations, financial plans, blotters and more. The Scan & Organize program incorporated the philosophy of integrating the existing file folders that normally exist on the end-users computer system, with the Act! contact record.
* A "Seat" is a single computer where only one Act! user has access to the computer. Users of Citrix or Terminal Server are required to have a separate license for each user.
Scan & Organize for Act! is licensed for Act! 6.x OR Act! 2005 or newer. If you have purchased Scan & Organize for Act! 6.x, you can separately purchase the version for Act! 2005 or newer, at a discount of 50%. To receive the discount, the software must be installed on the same computer as the Act! 6.x version. To install on another computer, the user must uinstall and "unregister" the software using the unregister program provided by Allied Financial Software, Inc
Other products by Allied Financial Software, Inc.:
A custom Act! database and layout template designed specifically for financial services professionals. Customized contact, client and office management for financial advisors. Includes custom database, templates, layouts and reports.
Compare Scan & Organize with Act!'s Native Document Management Feature
Overview: Get a more detailed description
Act! 6 and newer
Compare Scan and Organize Addon for Act! vs. Act!'s Native Document Management Features
|Act!'s Document Management Features||Scan and Organize
|Attached Document to Notes, History or Documents tabs|
|Attach file to an Activity|
|Attach a file shortcut to Notes, History or Documents tabs||v2008+|
|Email files from inside of Act!||v2008+|
|Drag and Drop Files INTO Act!||v2008+|
|Drag and Drop Files FROM Act!|
|Drag and Drop Emails|
|Thumbnail View of Documents|
|Detail View of Documents|
|Attach file to an Activity Series|
|Scan Documents and Attach to Note, History, Documents tabs|
|Scan Documents and Attach to an Activity|
|Scan Documents and Attach to an Activty Series|
|Organize Files via Folders|
|Automatically Create Contact Folders and Subfolders|
|Go to a Contact by double clicking on the respective folder|
|Burn Files to CD or DVD|
|File Management Functions|
|Right Mouse Click Menu on File|
|Open Native Windows Explorer Folder|
Act! has the functionality to "attach" a document as a shortcut to the Notes tab. This feature is helpful in many cases but the Notes tab can get overly populated with attachments. Since these attachments are simply shortcuts to the file on your computer, you may lose their link to the file if the file of folder is moved or renamed.
The Organizer tab will allow you to automatically navigate to their contact's folder and manage the files within the Act! Interface. Simply lookup the contact and click on the Organizer tab. The client's folder will then be displayed.
From this folder window you can utilize most of the functionality that is normally available in the Windows Explorer. We have also included an optional feature that allows you to scan documents directly into this folder. The scanned document can be saved as either a BMP, JPG, PNG, TIF or PDF file and can be shared easily with the client, associates of others.
Configuration and Preferences
Before you begin using the Organizer, you should establish your Configuration Preferences. These preferences are stored with the database and will allow all networks users to share these settings.
1. Choose this option to automatically create a folder for acitive contact if a folder does not already exist. Folder will be named using #9 in the example below.
2. If the contact record is linked to a folder. The folder will open automatically in ACT upon Lookup.
3. Choose this option to create a lookup by double clicking on the folder list pane.
4. Scanned documents are copied to the client folder and attached to either Notes, History, or the Documents tab.
5. You may display or hide toobar in the Organizer.
6. Choose the default view for folder items.
7. This designates the ROOT folder where all client folders will be created as default.
8. This will allow you to move the Organizer tab to the desired position.
9. Scan and Organize will use the designated fields for naming a folder but you can change it manually.
10. Turn this function on to automatically create subfolders.
11. You may enable Scan&Organize function for Contacts, Groups, or Companies.
12. This will allow to select all available twain compatible scanners detected on your computer.
You should begin by creating or assigning a folder on your computer or network as the main client "root" folder. On a network, this folder should be the shared Documents folder as noted in you Act! |Edit | Preferences | General tab. It should have a common mapped drive letter, i.e. T: drive. All users on the network should have access to this same drive letter. For single users, simply choose your defaulted Documents folder for Act!. This is normally located under your My Documents\ACT\Document.
Once you have assigned the Root folder (see fig 7), choose the naming convention you would like for Act! to name the folder (see fig 9). You might want to name all client folders using the data entered into the contact's Last Name, First name and Zip, i.e. SmithJohn30004. This feature ins only required if you have checked, "Automatically Create Folder for Each Contact". Otherwise, you will have the opportunity to enter or select any folder name you would like.
We also recommend that you check "Automatically Navigate to Contact Default Folder". This feature will allow you to immediately view the contact's files and folder as you lookup the respective contact in Act!.