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SEAMLESS OPPORTUNITIES LITE

What versions of Act! does Seamless Opportunities Lite work with?

Seamless Opportunities has been built to run with:

  • ACT v16-19
  • ACT! Pro and Premium and Act! Premium for web (networked only, not for the Web portal at present)
  • You will need to have .Net 4.5 or above installed

What version of Windows does Seamless Opportunities Lite work with?

All Seamless Opportunities kits work with Windows Vista, 7, 8 and 10 (Act! version 16 and 17 require a hot fix for Windows 10).

It also runs Windows Server 2008 and higher.

What version of MS Office does Seamless Opportunities Lite work with?

All Seamless Opportunities Kits work with MS Office versions 2007 and higher. It also works with Office 365 provided that there is a local install of Office.

Seamless Opportunities also works for 64 bit MS Office with Act! version 19.

Is my licence to use Seamless Opportunities Lite valid for a set period of time?

All Seamless Opportunities kits are sold on an annual licence so your software is valid for use for 1 year.

As Part of the licence, you will be eligible for all updates and support (see more details about support on the product pages).

How do I set up quotation template folder locations?

Template Locations – Local Networks
All Seamless Opportunities kits allow the user to create as many templates as they want. It has been designed as a two tier structure, a main templates folder and a user templates folder. On installation, by default, both folders are placed in the Public location of –
C:\Users\Public Documents\Seamless Opportunities
A folder called “Main Templates”
Within the “User’s” folder e.g. Chris Huffman,
C:\Users\Public\ Documents\Seamless Opportunities\Chris Huffman
there are two folders, “Local Templates” and “Quotations”.
(All these settings are user configurable, so can be placed where wanted).

Example of a configured main templates locationSO Lite - Main Template Location SetupExample of a configured local user templates locationSO Lite - User Setup screen

When the user logs into ACT! and at point of mail merge, Seamless Opportunities does a one way sync of the contents of the main templates folder to the user’s local templates folder. It will only sync new files. If a template is modified (i.e. the name does not change), nothing will update as it will find that a file of that name already exists. This is so that if a local template has been modified for a local user’s purpose, it will not get overwritten.

It is quite possible, if so wished, for the main templates and local user templates folders to be all in the same location. Then everyone will be working off the one set.

Template Locations – Remote ACT! databases
For remote databases, the same information is true as for local networked setups. The difference is that the Main templates folder is held on the “server” with the server database.
At point of setup, the remote database settings thus needs to be modified, to point to the main templates folder to the server database main templates folder. Thus, this needs to be in an accessible location for the remote database (as obviously does the main database) on the VPN. When thus set and a Seamless Opportunities synchronisation takes place, any new templates, will be copied to the remote database local templates folder.

Example of a configured main templates location
SO Main template path - remote DB

How do I modify and create quotation templates?

The Standard template editor on the Seamless Opportunities menu, allows the Admin user to amend their local templates in a similar way to that done by ACT!. Then, if they want to copy and paste specific user templates just to one other user they can using the windows browser, or else they should copy them to the main templates folder and they will automatically be synchronised to all users’ local folders the next time they each log on, mail merge a quote or sync a remote database.

Select the templates option from the menuSO Menu Select Templates

You will be given the option of choosing what template you wish to edit.SO Select Templates pop-up

Word will open and a floating table field chooser window will appear. for Office 2013 and higher versions, the field chooser window will float over all Windows programs. From the the field chooser you can select fields from the Contact, Opportunity, My record (User), Company, Calculated fields and Act! product line fields. We have also created some special fields with merge address lines together into blocks.
Just place the cursor in the word document where you want the field, select the field of your choice and press the “insert” button or double click. Seamless Opportunities has a mechanism for modifying templates that does not require you to have to type in the field name. But if you wish to do so, then you use the same familiar name you would use in doing a lookup e.g. [contact.contact].
SO Word template edit and menu pop-up

If you wish to create a new template, you must either do a “Save As” as new file and then modify the new file, or in Windows explorer, copy a template and then modify it from the Seamless Opportunities template editor. When you save the file, it must be then saved in the same local or main templates folder you have configured in the settings. Ideally it should be a template format, but Seamless Opportunities does work with ordinary word document formats. Remember, if you save the template in the main templates folder, it will be distributed to the other users, the next time they synchronise, but only if the document name is different to the others.
SO Lite Word template edit fields pop-up
SO Word template edit fields pop-up - Contacts expanded

PLEASE NOTE:

  1. Mail merge fields can be inserted into headers and footers.
  2. Mail merge fields can be inserted into tables but NOT text boxes
  3. If you are creating a table for listing the details of the quote (the order line items), you can have more than one order line field to each cell on the same line of the table. but keep summary fields e.g. [Opportunity.Total] outside the table otherwise the merged products will engulf the summary information.
  4. The Special fields have been created to assist formatting addresses.
  5. If you use the company table fields in a template, they will only merge if the contact has been linked to a company first.

How to customise a Menu or Toolbar in Act!

To add Seamless CRM products to the quick launch toolbar, please refer to
Swiftage’s knowledge base article no.14284 by following this link

How to set up Seamless Opportunities Lite with remote Act! databases.

Installation of Seamless Opportunities Lite is straight forward and requires no significant user systems knowledge. But it needs to be done by someone with ACT! administrator privileges and Windows administrator rights.

All computers that have ACT! Software installed and use the same database (including remote databases which sync to it), need to have Seamless Opportunities installed. This is to prevent un-authorised use of the Standard ACT! quotation module within Opportunities.

If it is to be run in a network environment with a main ACT! database running on a “server”, install and configure it first on the server installation, before installing it on other networked pc’s. For users with “remote” ACT! databases, open and sync to the main database (after it’s configuration) prior to installation on the remote database. Seamless Opportunities, creates additional fields in ACT! and it cannot do so on a remote database due to ACT!’s architectural design of remote databases. Thus the remote database must sync first and get the updated table fields from the main database prior to installing seamless Opportunities.

How can I set up synchronising a remote Seamless Opportunities Lite database to the main database?

Seamless Opportunities Lite has the ability to work with remote databases, for those who work away from the main database.

To set up Seamless Opportunities Lite with a remote ACT! database, please see the knowlede base article about setting up Seamless Opportunities with remote ACT! databases.

A remote ACT! database, once installed and configured will synchronise to the main database when the remote pc has a network connection (either through an internal network connection or via a VPN). Depending on the verison of ACT!, it will sync using the sync service.

Seamless Opportunities Lite currently relies on the the user to manually sync in a timely manner using the synchronise option on the Seamless opportunities menu.
This synchronisation process performs a two way sync between the Seamless Opportunities Lite remote database and the Server database. It perfoms a one way synchronisation of the main database settings such as the mapped fields between Seamless Opportunities and ACT!
It synchronises the templates folder (if so configured). It also performs a two way synchronisation of all the Opportunity quote numbers produced in Seamless Opportunities Lite.

I can't register my copy of Seamless Opportunities. I get an error message.

If you cannot activate your product after having entered the licencing information, it is most likely to do with a typing error. You are best off copying and pasting the company name and licence key. Please contact our support services by using the “Request Help” button below.

Seamless Opportunities Lite is installed on my networked PC but not linking to my server.

You can check if the installation has gone correctly, by navigating to the Act! Plugins folder on the local machine e.g. C:Program Files (x86)ACTAct for WindowsPlugins and see if the two DLL files have been installed: SO_ACT.DLL and SO_DLL.DLL.

If they have, then it has installed correctly.

The answer is most probably that Seamless Opportunities Lite cannot access the Act! SQL database on the networked machine. This most often occurs when Windows cannot resolve the machine name of the target database. By editing the *.pad file with the UNC address, this should address the issue. Another thing to do is to check with your IT support how the DNS has been set up and get them to resolve the issue.

Seamless Opportunities Lite does not need the SQL server program to be installed locally for it to run with networked databases. It will only need it (as Act! does) if a local database is to be used.
You can check if the SQL server program has been installed by either looking at your programs list or simply trying to create a new Act! database from the file menu. If it is greyed out, then SQL has not been installed.

Actions: Re-run the install routine for Act! and make sure that you choose to install the SQL server program for local databases. Check the pad file and use the UNC or even the IP address if necessary. It is also advisable to ensure that the .net programs are kept up to-date on all machines.

When I try to back up Seamless Opportunities Lite remotely I get an error message

Backing up Seamless Opportunities Lite can only be done on the machine where the Act! database resides. You cannot, for example, back up a networked Act! database which sits on a server to a networked PC from the networked PC, otherwise you will get the following message:

SO Backup Error msg2

If you try and use the networked PC to back up the server database to a server location you may also get an error with the following message:

SO Backup Error msg1

This is due to the user having insufficient SQL privileges, which would need to be changed by your IT systems administrator.  The best practice is to run the back up locally on the server machine.

When I log into Act!, I get an error message "Access to the path '....' is denied"

Access to the path... is denied

When a user logs into an Act! database, the first thing that Seamless Opportunities does on start-up is to check the location of the Main templates folder as defined in the settings menu and then see if there are any new templates for it to copy into the user’s local templates folder as defined in the “user” setting. For remote databases, it does this when it synchronises.

This error occurs if the Main templates folder location is not accessible to the user’s pc.
In the example above, the Main template location on a server was set up with the local drive letter rather than the machine name and the shared folder location such as ‘\server\documents\ACT\ACT Data\Seamless Templates’.
Thus, when the user logged in, the locally installed program was trying to access a database on a network location and was trying to identify the file path as it’s own hard drive and not the folder on the networked machine.

So set the location to be the shared folder location.
(NOTE: If using a mapped network drive, all machines must be using the same drive letter pointing to the same shared folder. It is recommended to use the machine name as in the example above).

REQUEST HELP

SEAMLESS OPPORTUNITIES FOUNDATION

What versions of Act! does Seamless Opportunities Foundation work with?

Seamless Opportunities has been built to run with:

  • ACT v16-19
  • ACT! Pro and Premium and Act! Premium for web (networked only, not for the Web portal at present)
  • You will need to have .Net 4.5 or above installed

What version of Windows does Seamless Opportunities Foundation work with?

All Seamless Opportunities kits work with Windows Vista, 7, 8 and 10 (Act! version 16 and 17 require a hot fix for Windows 10).

It also runs Windows Server 2008 and higher.

What version of MS Office does Seamless Opportunities Foundation work with?

All Seamless Opportunities Kits work with MS Office versions 2007 and higher. It also works with Office 365 provided that there is a local install of Office.

Seamless Opportunities also works for 64 bit MS Office with Act! version 19.

Is my licence to use Seamless Opportunities Foundation valid for a set period of time?

All Seamless Opportunities kits are sold on an annual licence so your software is valid for use for 1 year.

As Part of the licence, you will be eligible for all updates and support (see more details about support on the product pages).

How do I set up quotation template folder locations?

Template Locations – Local Networks
Seamless Opportunities Foundation allows the user to create as many templates as they want. It has been designed as a two tier structure, a main templates folder and a user templates folder. On installation, by default, both folders are placed in the Public location of –
C:\Users\Public Documents\Seamless Opportunities\
A folder called “Main Templates”
Within the “User’s” folder e.g. Chris Huffman,
C:\Users\Public Documents\Seamless Opportunities\Chris Huffman
there are two folders, “Local Templates” and “Quotations”.
(All these settings are user configurable, so can be placed where wanted).

Example of a configured main templates locationExample of a configured local user templates locationSO User template path - networked DB

When the user logs into Act!, Seamless Opportunities does a one way sync of the contents of the main templates folder to the user’s local templates folder. It will only sync new files. If a template is modified (i.e. the name does not change), nothing will update as it will find that a file of that name already exists. This is so that if a local template has been modified for a local user’s purpose, it will not get overwritten.

It is quite possible, if so wished, for the main templates and local user templates folders to be all in the same location. Then everyone will be working off the one set.

Template Locations – Remote ACT! databases
For remote databases, the same information is true as for local networked setups. The difference is that the Main templates folder is held on the “server” with the server database.
At point of setup, the remote database settings thus needs to be modified, to point to the main templates folder to the server database main templates folder. Thus, this needs to be in an accessible location for the remote database (as obviously does the main database) on the VPN. When thus set and a Seamless Opportunities synchronisation takes place, any new templates, will be copied to the remote database local templates folder.

Example of a configured main templates location
SO Main template path - remote DB

How do I modify and create quotation templates?

The Standard template editor on the Seamless Opportunities menu, allows the Admin user to amend their local templates in a similar way to that done by Act!. Then, if they want to copy and paste specific user templates just to one other user they can using the windows browser, or else they should copy them to the main templates folder and they will automatically be synchronised to all users’ local folders the next time they each log on, mail merge a quote or sync a remote database.

Select the templates option from the menuSO Menu Select Templates

You will be given the option of choosing what template you wish to edit.SO Select Templates pop-up

Word will open and a floating table field chooser window will appear. for Office 2013 version, the field chooser window will float over all Windows programs. From the the field chooser you can select fields from the Contact, Opportunity, My record (User), Company, and Seamless Opportunities Order & Order line Fields. We have also created some special fields with merge address lines together into blocks.
Just place the cursor in the word document where you want the field, select the field of your choice and press the “insert” button or double click. Seamless Opportunities has a mechanism for modifying templates that does not require you to have to type in the field name. But if you wish to do so, then you use the same familiar name you would use in doing a lookup e.g. [contact.contact].
SO Word template edit and menu pop-up

If you wish to create a new template, you must either do a “Save As” as new file and then modify the new file, or in Windows explorer, copy a template and then modify it from the Seamless Opportunities template editor. When you save the file, it must be then saved in the same local or main templates folder you have configured in the settings. Ideally it should be a template format, but Seamless Opportunities does work with ordinary word document formats. Remember, if you save the template in the main templates folder, it will be distributed to the other users, the next time they synchronise, but only if the document name is different to the others.
SO Word template edit fields pop-up
SO Word template edit fields pop-up - Contacts expanded

PLEASE NOTE:

  1. Mail merge fields can be inserted into headers and footers.
  2. Mail merge fields can be inserted into tables but NOT text boxes
  3. If you are creating a table for listing the details of the quote (the order line items), you can have more than one order line field to each cell on the same line of the table. but keep the summary fields e.g. [Order.TotalNet] outside the table otherwise the merged products will engulf the summary information.
  4. The Special fields have been created to assist formatting addresses.
  5. If you use the company table fields in a template, they will only merge if the contact has been attached to a company first.

How to customise a Menu or Toolbar in Act!

To add Seamless CRM products to the quick launch toolbar, please refer to
Swiftage’s knowledge base article no.14284 by following this link

How to set up Seamless Opportunities Foundation with remote Act! databases.

Installation of Seamless Opportunities Foundation is straight forward and requires no significant user systems knowledge. But it needs to be done by someone with Act! administrator privileges and Windows administrator rights.

All computers that have Act! Software installed and use the same database (including remote databases which sync to it), need to have Seamless Opportunities installed. This is to prevent un-authorised use of the Standard Act! quotation module within Opportunities.

If it is to be run in a network environment with a main Act! database running on a “server”, install and configure it first on the server installation, before installing it on other networked pc’s. For users with “remote” Act! databases, open and sync to the main database (after it’s configuration) prior to installation on the remote database. Seamless Opportunities, creates additional fields in Act! and it cannot do so on a remote database due to Act!’s architectural design of remote databases. Thus the remote database must sync first and get the updated table fields from the main database prior to installing seamless Opportunities.

How can I set up synchronising a remote Seamless Opportunities database to the main database?

Seamless Opportunities Foundation has the ability to work with remote databases, for those who work away from the main database.

To set up Seamless Opportunities Foundation with a remote Act! database, please see the knowlede base article about setting up Seamless Opportunities with remote Act! databases.

A remote Act! database, once installed and configured will synchronise to the main database when the remote pc has a network connection (either through an internal network connection or via a VPN). Depending on the verison of ACT!, it will sync using the sync service.

Seamless Opportunities Foundation currently relies on the the user to manually sync in a timely manner using the synchronise option on the Seamless Opportunities menu.
This synchronisation process performs a two way sync between the Seamless Opportunities remote database and the server database. It perfoms a one way synchronise of the main database settings such as:

  • Exchange rates
  • Mapped fields between Seamless Opportunities and ACT!
  • Product fields
  • Taxation codes

It synchronises the Product database and the templates folder (if so configured). It also performs a two way synchronisation of all the Opportunity quotes produced in Seamless Opportunities.

But if for some reason a quote has been started or modified in e.g. the main database and then is also in e.g the remote database; prior to a Seamless sync, a conflict will arise as to which version should take precedence. In this case the Seamless quote from the main database will overwrite the remote one.

I can't register my copy of Seamless Opportunities. I get an error message.

If you cannot activate your product after having entered the licencing information, it is most likely to do with a typing error. You are best off copying and pasting the company name and licence key. Please contact our support services by using the “Request Help” button below.

Does Seamless Opportunities Foundation manage VAT on quotes?

Yes it does.

You can manage taxation rates on the ‘Tax’ tab in the global settings within Seamless Opportunities. This is usually done at set up. The default options are standard, exempt and zero but you can add other rates.

SO Setup -Tax

 

Taxation rates are set globally and then for each product/service you choose which rate to apply.

SO Setup - Product detail

The amount of tax is determined by the rate applying to the product in the country of origin. There is also a country tab which allows you to choose whether or not to apply the taxation.

SO Setup - Countries

At the moment whether tax is applied in the quote is determined by the country you have chosen in the dropdown in the quote header. This applies or excludes tax based on the global settings.

Example with the United States selected (Sales Tax Applies – not ticked in global settings)

SO Quote - Select Country - US

Example with the United Kingdom selected (Sales Tax Applies – ticked in global settings)

SO Quote - Select Country - UK

Seamless Opportunities does not currently allow you to manage tax based on the different rates applicable in countries you are selling to i.e. the destination country.

Therefore if you are quoting to deliver ‘digital services’ (see HMRC definition) to consumers in the EU, according to the new VAT rules which came into force in January 2015, we advise that you modify your quote template so that it does not display VAT or the gross value field.

When Seamless Opportunities updates the quote to Act! the figure which is inserted in the Act! Opportunity Total field is always net so your pipeline values are not affected.

SO Setup - Opp Summary

Please note that this guidance does not constitute business or financial advice and you should check with an expert to see what taxation rules apply to your company and how to comply.

Seamless Opportunities is installed on my networked PC but not linking to my server.

You can check if the installation has gone correctly, by navigating to the Act! Plugins folder on the local machine e.g. C:Program Files (x86)ACTAct for WindowsPlugins and see if the two DLL files have been installed: SO_ACT.DLL and SO_DLL.DLL.

If they have, then it has installed correctly.

The answer is most probably that Seamless Opportunities cannot access the Act! SQL database on the networked machine. This most often occurs when Windows cannot resolve the machine name of the target database. By editing the *.pad file with the UNC address, this should address the issue. Another thing to do is to check with your IT support how the DNS has been set up and get them to resolve the issue.

Seamless Opportunities does not need the SQL server program to be installed locally for it to run with networked databases. It will only need it (as Act! does) if a local database is to be used.
You can check if the SQL server program has been installed by either looking at your programs list or simply trying to create a new Act! database from the file menu. If it is greyed out, then SQL has not been installed.

Actions: Re-run the install routine for Act! and make sure that you choose to install the SQL server program for local databases. Check the pad file and use the UNC or even the IP address if necessary. It is also advisable to ensure that the .net programs are kept up to-date on all machines.

When I back up Seamless Opportunities remotely I get an error message

Backing up Seamless Opportunities can only be done on the machine where the Act! database resides. You cannot, for example, back up a networked Act! database which sits on a server to a networked PC from the networked PC, otherwise you will get the following message:

SO Backup Error msg2

If you try and use the networked PC to back up the server database to a server location you may also get an error with the following message:

SO Backup Error msg1

This is due to the user having insufficient SQL privileges, which would need to be changed by your IT systems administrator.  The best practice is to run the back up locally on the server machine.

When I log into Act!, I get an error message "Access to the path '....' is denied"

Access to the path... is denied

When a user logs into an Act! database, the first thing that Seamless Opportunities does on start-up is to check the location of the Main templates folder as defined in the settings menu and then see if there are any new templates for it to copy into the user’s local templates folder as defined in the “user” setting. For remote databases, it does this when it synchronises.

This error occurs if the Main templates folder location is not accessible to the user’s pc.
In the example above, the Main template location on a server was set up with the local drive letter rather than the machine name and the shared folder location such as ‘\\server\documents ACT\ACT Data\Seamless Templates’.
Thus, when the user logged in, the locally installed program was trying to access a database on a network location and was trying to identify the file path as it’s own hard drive and not the folder on the networked machine.

So set the location to be the shared folder location. (NOTE: If using a mapped network drive, all machines must be using the same drive letter pointing to the same shared folder. It is recommended to use the machine name as in the example above).

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SEAMLESS FOLDERS

Download a comprehensive user manual (PDF) from here

What versions of Act! does Seamless Folders work with?

Seamless Folders works with ACT v11-18 Pro and Premium.
It has not been tested on ACT! for Web at present.

What versions of Windows does Seamless Folders run with?

Seamless Folders runs with the following MS Windows operating systems:

XP
Vista
Windows 7
Windows 8

Can I run Seamless Folders using Dropbox or Google Drive?

Not at present because the link location of your Dropbox or Google Drive folder is on your installed drive e.g. C:UsersDonaldGoogle Drive.

The software installed on your PC then knows that that folder is linked to a web service and thus synchronises to it.

If another ACT! user attempts to connect to that shortcut, it will attempt to connect to their C: drive and not find your user account, and thus will fail.

Can I upgrade from the Foundation to Elite versions without having to re-install the software?

Yes you can. You just need to buy a licence upgrade. Please enquire about the cost.

Is my licence to use Seamless Folders valid for a set period of time?

When you buy Seamless Folders, like your ACT! software, its use is not limited by time. Whilst there is an expiry date in the registration, it is set for six years in the future. If you are still using it then you will be offered a discount on the price of the latest version of the software available at that time.

Will Seamless Folders work with remote databases?

Only if the remote database is connected to the network via a VPN. Speed of connection may cause the user performance issues as with any data connection.

Does Seamless Opportunities manage VAT on Quotes?

Yes it does.

You can manage taxation rates on the ‘Tax’ tab in the global settings within Seamless Opportunities. This is usually done at set up. The default options are standard, exempt and zero but you can add other rates.

SO Setup -Tax

 

Taxation rates are set globally and then for each product/service you choose which rate to apply.

SO Setup - Product detail

The amount of tax is determined by the rate applying to the product in the country of origin. There is also a country tab which allows you to choose whether or not to apply the taxation.

SO Setup - Countries

At the moment whether tax is applied in the quote is determined by the country you have chosen in the dropdown in the quote header. This applies or excludes tax based on the global settings.

Example with the United States selected (Sales Tax Applies – not ticked in global settings)

SO Quote - Select Country - US

Example with the United Kingdom selected (Sales Tax Applies – ticked in global settings)

SO Quote - Select Country - UK

Seamless Opportunities does not currently allow you to manage tax based on the different rates applicable in countries you are selling to i.e. the destination country.

Therefore if you are quoting to deliver ‘digital services’ (see HMRC definition) to consumers in the EU, according to the new VAT rules which came into force in January 2015, we advise that you modify your quote template so that it does not display VAT or the gross value field.

When Seamless Opportunities updates the quote to Act! the figure which is inserted in the Act! Opportunity Total field is always net so your pipeline values are not affected.

SO Setup - Opp Summary

Please note that this guidance does not constitute business or financial advice and you should check with an expert to see what taxation rules apply to your company and how to comply.

REQUEST HELP

SEAMLESS LINK REPAIR

Download a comprehensive user manual (PDF) from here

Is Seamless Link Repair for Act! only ?

No, you can use Seamless Link repair to repair any broken links made by the movement of the original file to a new location.

Is my licence to use Seamless Link Repair valid for a set period of time?

Yes it is.
You can either buy a 30 day or 12 month licence key.
This product is intended principally (though not exclusively) for use by Systems Administrators and IT technicians when network systems have been changed and files moved. Please watch our video for more information.

Why is there no trial version of Seamless Link Repair?

Because it is intended for one off use to solve a specific problem. A 30 day licence would be enough time to fix all of your broken links. Our demo video fully demonstrates how the software works.  If you would like a live on screen demonstration please ask using the “Request Help” button below.

What guarantee do you give that Seamless Link Repair will work?

Due to the nature of what you are doing (renaming the link files in your selected folders), we have made it so that you can run it in test mode and identify a link that needs repairing. If you then perform a manual renaming as per the demonstration, you will see that it works. Further tests can be made using sample data on a test rig.

We cannot guarantee that link files will be renamed correctly if the software is not correctly configured.
It is also the responsiblity of user of this software to take steps to back up their data prior to doing any system changes such as this.

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