Скачать или смотреть How to Use a PivotTable to Understand Your Act CRM Data

This guide by Tony Holowitz focuses on leveraging PivotTables to understand and clean Act CRM data, specifically the "ID Status" field, to organize contacts effectively. He begins by explaining the importance of categorizing contacts, as having undefined contacts complicates business workflows. Using Act's "Lookup" feature, users can identify contacts with blank fields in the "ID Status" field, providing a clear starting point for data cleanup.

Tony demonstrates how to find these blank entries by using Act's "Lookup ID Status" function and selecting the "Does not contain data" option, pulling up a list of all contacts lacking a defined "ID Status." This step is essential for managing contact information, as contacts without defined categories, like clients, prospects, or vendors, can create inefficiencies.

To address this, Tony exports the contact list to Microsoft Excel, converting it into a format that can support a PivotTable. This tool allows for quick analysis of the database, particularly in evaluating and categorizing contacts by the "ID Status" field. He guides users through customizing the Act display by adding the "ID Status" column, ensuring that the field is visible before exporting to Excel.

Once in Excel, Tony explains how to create a PivotTable, easing any concerns about its complexity. By choosing "Insert" and selecting "PivotTable," users can organize contact information by categories, or by types, such as clients or leads. This categorization helps pinpoint gaps and ensure all contacts have an appropriate "ID Status."

The PivotTable setup involves dragging the "ID Status" field into the rows section, showing contact distribution by type. Adding "ID Status" to the values section also displays a count for each type, making it easy to see how many contacts fall under each category or remain uncategorized. This structured data view is essential for Act users, providing a straightforward way to keep databases organized, updated, and useful for business needs.

By regularly exporting Act data and using PivotTables, users can routinely audit their database, ensuring information is current and accessible.

Key Takeaways:
Act CRM's "Lookup" feature helps identify contacts missing "ID Status" information, allowing users to clean up data.
Exporting data to Excel allows users to leverage PivotTables for a structured view of contact categorization.
PivotTables in Excel help visualize data gaps, showing counts for each "ID Status" type, including blanks.
Adding the "ID Status" field in Act before exporting ensures that contact categories are clearly displayed in Excel.
Regularly auditing Act CRM data using PivotTables can improve data quality and business efficiency.