Database to Multiple Databases

Database to Database Synchronization - With another database

Statement of Problem

When you synchronize ACT! with another database, that is fairly straightforward. You simply select the database in the dialog, and that is it. But if you want to synchronize with several databases, you have to go in to the menus and reset them for each individual. This is time consuming, and prone to error.

Unfortunately, in the ACT! SDK there is not a method or property to allow you to change this with a Visual Basic Script.

Suppose we want to synchronize a database, ACTDEMO, with three users, Beth, Bob, and Joe. We could do each one by one, synchronizing the Beth Group with the Beth database, but how can we automate the tasks..

Solution

This solution is using Macros. However, the macros included with ACT! are too restrictive, and not easily edited. The best Macro utility for this is called Aldo's Macros by Aldo Vargas. This utility allows you to edit the macro steps when necessary, and to copy and paste new macros to add on more databases.

You can download this very helpful utility from
http://www.aldostools.com/macro.html

Database to Database Synchronization Steps - a review

We will begin by reviewing the steps that must be performed to switch the destination or "target" database within the ACT! Synchronization Wizard. We start in the "source" or "master" database, to synchronize "out to" the target database.

Synchronization Setup Wizard Select With another database	Enter the name of the database to synchronize into in this case BOB.DBF
Select Notes/History, Activities, and Sales/Opportunities	Select just the "1Bob" Group to synchronize
Specify whether you would like to send and receive private data	If the database structures stay relatively constant you can select not to update database field definitions
If you do change field definitions, you should do those changes only in the source or "my database"	You could specify an automatic synchronization but remember it will only occur with the most recent database specified.
The first time you synchronize the source with a target database you should synchronize all records	After than, you can just synchronize the changed records to save time
Now you are ready to select Synchronize to start the process

Preparation and Setup for the Macro

Create Groups with a Unique First Character

First we need to set up some groups with names corresponding the databases. We suggest starting the group name with a number, such as 1 2 3 or other unique characters. There will be a point in the macro where we will need to be able to press one key to select a group.

In the example below, the BOB.DBF will synchronize only the records in the "1Bob" Group. The JOE.DBF will synchronize using the "2Joe" group, and BETH.DBF will synchronize just the "3Beth" records. The usefulness of the digits in front of the name are so that the "B" will not select Bob, when you want to select Beth. You can use digits or any character, just so long as the Group names start with a different character.

The uniqueness of the first character is very important. Otherwise, the wrong group might get synchronized with the macro.

Preparing the Tool Bar

For the File Synchronize command, it is handy to have a Tool Bar button for starting the Synchronization.

Automating the Steps with a Macro

Now, let's capture those keystrokes in to a Macro, using Aldo's utility.

Start in the Source database, from the main Contact screen of any contact.

Here are the Macro Steps

{Alt}f{/alt}z{Alt}n{/alt}{Alt}d{/alt}{Alt}n{/alt}c{Shift};{/shift}\act\database\bob.dbf{script}wait 1000{/script}{Enter}{Enter}{Alt}s{/alt}{Tab}1{script}wait 2000{/script}{Alt}n{/alt}{Enter}{Enter}{Enter}{Enter}

Explanation of the Steps

{Alt}f{/alt}	File menu
z	SynchroniZe
{Alt}n{/alt}	Next
{Alt}d{/alt}	Database synchronization
{Alt}n{/alt}	Next
c{Shift};{/shift}\act\database\bob.dbf	C:\ACT\DATABASE\BOB.DBF
{script}wait 1000{/script}	Wait 1000 milliseconds, or 1 second, to allow you to see what it is doing
{Enter}	Enter for Next
{Enter}	Enter for Next
{Alt}s{/alt}	Select Groups
{Tab}	Get cursor to the list of groups
1	Select the first letter of the group, for example 1 for the 1Bob group
{script}wait 2000{/script}	Wait 2000 milliseconds, or 2 second, to give the dialog time to react
{Alt}n{/alt}	Next
{Enter}	Enter for Next - keeping the default for sending private data
{Enter}	Enter for Next - keeping the default for sending field definitions
{Enter}	Enter for Next - keeping the default for automatic synchronization
{Enter}	Enter for Next - keeping the default for Send only Changed or All records

The macro leaves you ready to select the Synchronize button.
If you want, you select the Setup button to double check the settings first.

You can Edit the Macros as needed, to change the path of the database, for example to C:\ACT\DATABASE\JOE.DBF

With Aldo's Macros, you can copy the contents of one macro to make a new macro for a new user. For example, here is the above macro adapted for Joe. The changes have been put in bold for this illustration.

{Alt}f{/alt}z{Alt}n{/alt}{Alt}d{/alt}{Alt}n{/alt}c{Shift};{/shift}\act\database\joe.dbf{script}wait 1000{/script}{Enter}{Enter}{Alt}s{/alt}{Tab}2{script}wait 2000{/script}{Alt}n{/alt}{Enter}{Enter}{Enter}{Enter}

And here is the same for Beth

{Alt}f{/alt}z{Alt}n{/alt}{Alt}d{/alt}{Alt}n{/alt}c{Shift};{/shift}\act\database\beth.dbf{script}wait 2000{/script}{Enter}{Enter}{Alt}s{/alt}{Tab}3{script}wait 1000{/script}{Alt}n{/alt}{Enter}{Enter}{Enter}{Enter}

How to Use the Macros

When you are ready to synchronize, activate Aldo's Macros. You will see the icon in the Windows Status Bar. Double click to open it up.

With the File Macro List, Edit Macro List screen, you can place the 3 macros on your Macro drop down list for easy viewing and clicking.

You can simply copy and paste the above examples in to your macro list.

If you need more than 3 macros, you can copy the files and use the same pattern of commands, making the changes to the DBF path and Group Number as necessary.

Or you can download the above files and place them in the C:\Program Files\Aldo's Macro Recorder folder, where all the ".macro" files are stored.

ACTFileSyncDatabase1.macro

ACTFileSyncDatabase2.macro

ACTFileSyncDatabase3.macro

For new macros in this folder, you will need to put them on the drop down menu with the File, Macro List, Edit Macro List dialog illustrated above.

Test Run

Make sure you back up your databases first, then try out the macros. Remember you only need to be in the main database, the source.

Bring up the Macro list and start with the First Macro. Watch carefully what it is doing during the seconds of wait time. If all look ok, then press Synchronize.

Then go on to the next Macro.

It is possible to string them all together in to one macro with some advanced commands, but better to be safe than sorry. One mistake in the macro keystroke sequence could cause it to synchronize the wrong database. At least the macro makes it easy to do each one.