- Copy problem note from Action Notes to Word document and save in a shared location on the network
- Create a static Action Query to find notes containing signatures / logos (e.g. Notes, Type equals Email or Notes, Specific Notes, Email Description equals [value])
- Create an Action Export and select query from step 2, export:
Action Import ID
Action Notepad Import ID
Action Notepad Title
Action Notepad Description
Action Notepad Notes - Export to Excel format
- Open file in Excel - remove the problem Notes column, add new column 'NewNotes' - enter value to show where to view email content e.g. Email copy in P:\Notes\Document.doc (path being location of document saved in step 1)
- Save file as CSV
- Import and Update Existing Records using Constituent Action Notepad Import
Fields to be mapped are:
Action Import ID to Action Import ID (CALink)
Action Notepad Import ID to Notepad Import ID (CANoteImpID)
New Notes to Notes (CANoteNotes) - Update Statistics
- Rebuild Indexes
- Shrink the database
How to add notes to avoid database increase
Option 1
Remove any pictures and/or signatures from any documents before copy and pasting into the Notes field.
Option 2
- Globally add actions to the specific group of constituents
- Add the Action Information
- Instead of adding the document to Notes - use the Document field to enter the path where the document is saved. The document should be saved to a shared folder so all users can access the path.