Here's a tip for looking at the database with the Premium versions of ACT!:
http://blog.glcomputi
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Crystal pulling deleted records from ACT
Greetings,
We're in the process of migrating our Act database from v6 to Act 2009 Premium edition. I'm presently re-writing all the CR reports (CR XI rel1) and have come across a problem which we aren't really sure how to handle: CR will pull deleted company records into reports, but when we lookup the same company records in Act we don't see the 'extra' records (since they have been deleted). Obviously this is throwing off our numbers.
Our Act database (which is running on top SQL 2005) is re-indexed weekly. We do NOT have access to the SA password so logging directly into the SQL server is not an option.
Any ideas on how to address this/anyone have a similar experience.
Thanks in advance.
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Answers
Thanks for the input so far. The database is set to auto index weekly so it is up-to-date. It looks like the problem is the joins/virtual columns.
In researching this issue I did stumble upon the blog regarding getting the table structure, but unfortunately one needs Visio--which I do not have access to.
From what I can understand Act has the address table being used as virtual columns for the three entities: company, contact and groups. When I built a CR report that needed to pull data from the company table (and the custom company tables) I link the address table to the default company ACT company table using the companyID; the problem appears to be that it locates a number of matches (hence my original confusion regarding deleted records)--my guess is that since the address table is also being used by the contact tables, that more than one row of the can contain the same company ID.
I'm using the default linking options in CR to join the tables. I'm not sure how to handle the virtual columns so as to have CR pull the correct row. Any insight/help/suggestions?
So you are using ActReader? I think you need that for ODBC.
The best people for CRW in ACT! would be:
- Stan Smith at http://www.adsprogramming.
com/produc ts.htm - his Crystal Clear Essentials is a really great way to get started. Have a look at the trial. - Tami Sauer at http://www.designr1.com/ - does some great work with CRW in ACT!
I've just come up with a work-around that isn't 'optimal' but does address my specific problem. ACT treats the address table as virtual columns that get appended onto either the contact, company or group entities. The problem: when I link the companyID in the address table to the company table I need I get extra records; it looks like ACT handles the management of the virtual columns, so I have no way using Crystal to make that work correctly (please, correct me if I'm wrong).
My fix: create new address fields in the company tables and in ACT copy the values from the address table to my new custom address fields.
The only challenge I have remaining is that I would like to automate the copying of the fields so after hours the custom fields will get populated from the standard address fields.
Can anyone point me in the right direction on how I can automate database-wide field copies.
I don't know any that will do it as a batch. I know a couple that will do it on-demand, such as:
http://www.tnhg.com/pro
I would have a look at Clear Essentials from Stan... makes Crystal Reports much easier.
A third option for reporting that I've heard good things about (although haven't used him personally) it Steve Stroz - http://www.experts-exchang
Just wanted to follow up that I spoke with Stan and he experienced the same problems we are currently experiencing. His solution was to create a custom SQL command in Crystal's database expert. I'm trying to work that out with him.
And, as an update, I believe ACT does virtual tables with address, phone and emails.
It looks like it was a linking issue. We're using TopLine Designer to create custom entities. From these custome entities we were using the companyId to link to all the overflow companyId tables with inner joins. That's the problem. Apparently Act will only add a row to each of the overflow tables when a new record is created--if a field is being populated in that overflow table. So the company tables can be of different lengths.
End result is that that we had to link the custom entities to the main company table and then from their we had to link to the overflow company tables using left outer joins. We had to do the same with the address table link.
Took us a while to figure this out.
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by: dhobalePosted on 2009-06-19 at 07:32:08ID: 24666683
Check to see if the "Deleted records" are actually just inactivated. Use that inactivation criteria (eg. active = 0) in your selection and it should show only active records. CR can not show deleted records. Also check the join types you are using (outer joins may show data discrepancy. eg. if data from one table is deleted and the related data in other table hasn't been deleted, it may show up in outer join...depending on your query.)
You can check the column structure by using "sp_help" stored procedure or by using system tables through crystal.