The Importance of My Record in ACT! - dummies

The Importance of My Record in ACT!

By Karen S. Fredricks

The first contact that you see when opening an ACT! database is your own — that’s your My Record. My Record is nothing more than a contact record that’s associated with a user of the database. Your My Record stores all your own information, which automatically appears in some of the preset templates that come with ACT!. For example, a fax cover sheet includes your telephone and fax numbers; a report has your name at the top; and a letter has your name at the bottom.

If someone else’s information appears as the first contact record that you see when you open your database, explore these three possibilities:

  • Did you log in as yourself? If not, do so. Then when you open ACT! again — logged in as yourself — your My Record appears.
  • Did you inadvertently change your own contact information? If that’s the case, change it back.
  • If you’re 100 percent certain that you logged in as yourself and haven’t changed your contact information, your database is likely corrupted. You’ll need to perform a little CPR on your database.

Taking the time to enter all your own contact information is very important. If you don’t, you might find that you’re missing key information when you start to work with templates and reports. For example, if you never enter your own fax number, your fax number doesn’t appear on the Fax Cover Sheet template, which means you have to fill it in every time that you send a fax. Save yourself the trouble and fill in your My Record right off the bat.

Your My Record also allows you to use a few other important ACT! features:

  • Permission to perform various functions is based on the security level of your My Record.
  • Contacts, notes, histories, activities, and opportunities marked as Private can be viewed only by the Record Manager who created them.
  • Every time you enter a new contact, group, company, or opportunity, your name appears as the creator of that contact.
  • When you delete a contact, a history of that deletion appears in the History area of your My Record.
  • Every time that you add a note to a contact record, your name appears as the Record Manager of that note.
  • When you schedule an activity, your name automatically attaches to that activity.