ACT! --  too much to too many?



Author: Larry Goldberg

Date: August , 1993

Keywords: Act database contact manager contacts schedule contact
project software program application review 

Text:
I never liked those all-in-one stereo systems - I've always been an
advocate of component systems because I felt you got better individual
products with better features.  I never liked software like Microsoft
Works for this same reason.  I feel that the individual components are
adequate, but not really excellent by themselves.  I suspected ACT! for
the same reason.  Promoted as a contacts manager with database
capabilities, word processing & mail merge, schedule manager, report
generator and project manager, it seemed that the product was trying to
be too much to too many people.
Well, on inspection and use this initial criticism is both true and
false.  To start with, like most database programs, you really need to
read the manual - a step most Mac users avoid like the plague (I mean
if you need to read manuals, why own a Mac!)  ACT! is a very powerful
and flexible program, but to use it requires a fair commitment of time
and energy to learn the intricacies of use.
Installation is easy with self compressing files and, like most new Mac
software, it requires a fair amount of disk space (2.4 MB) and RAM (1.4
MB).  Most of the files involve templates, layouts, tutorials and the
like which can eventually be removed, but be aware of what you are
removing in case you need a particular layout template for future use.
This program provides a fairly straight-forward Rolodex-style database
(figure 1) which can be customized to your own use.  I found it
interesting that while it provided over 20 spaces initially (with over
70 available optionally) for all sorts of information on a contact, it
only initially provided one space for phone number when, in fact, most
people have 2 or more numbers where they can be reached.  It's
relatively easy to merge databases or import and convert databases from
other formats (including all dBase formats, WKS, ASCII delimited or
text files).
You can select various activities to conduct and schedule including
phone calls, meetings, letters to write (with built-in word processor),
to-do items and calendar scheduling.  You can print calendars for the
day, week or month (figure 2) and activity priorities (similar to many
other to-do list schedulers).
Search features are excellent with the ability to search by any field,
priority or date of event.  You can also customize a search by
programming field names and values you're looking for into a special
window (if you have a natural bent to programming).  
Scheduling can be easily conducted with ACT! and conflicts are flagged.
 Meetings can be identified by priority and alarms are set based on the
lead time you program (that way you're reminded of a meeting an hour
before hand so you can drive or get materials ready in time). 
Unfortunately, in order for the alarms to run ACT! needs to be running
in the foreground (which is doubtful if you have limited RAM or don't
use ACT! on a regular basis).
If you're like me and have a million phone numbers to manage, ACT! is a
good phone number database which provides another useful feature - an
autodialer.  Not since I used SideKick over five years ago have I seen
a useful autodialer built into a database.  It's not as handy as a
pull-down utility, but it's useful if you have a lot of phone calling
to do and are already working in the ACT! environment.
ACT! also supports a word processor with spell checker which functions
much the same as most word processors.  It allows the import of files
from most other word processors and also provides templates for typical
business correspondence (including fax cover sheets, business letter
templates and envelopes).  Using the word processor you can prepare
letters or memos for groups of people at the same time with the mail
merge features.  You can also import graphics pasted from the clipboard
to a document (good for creating customized letterheads too).
One nice feature of ACT! for those who work in multiple platform
environments, ACT! changes files directly between DOS, Windows and Mac
environments (it was originally developed for the Windows environment).
My bottom line feelings about ACT! are that it's a moderately useful
contact management utility if you're working in an environment with
lots of contacts, schedules and data to manage, but less than intuitive
or useful if you only need to use it once-in-a-while or have a small
list of contacts to manage.  Naturally, the hardest thing about getting
full use out of a product like this is inputting all the data (which
took me considerable time) and learning to use it in a routine manner. 
I felt there was too much documentation to learn and, while it's
feature-rich, it's a product which violates my first rule of software -
KISS (keep it simple, stupid!)  It could be just as useful a product
and far more user-friendly if it were stripped down to basic features
and available as a pull-down utility instead of a full-blown program
which hogs memory.  It's a must-have if you're a professional
salesperson, but a doubtful addition (especially at $250+) for the rest
of us.
ACT! available from Contact Software International.  Suggested retail:
$395 Street price: $249

Copyright © august , 1993 by Larry Goldberg