How do i set up the Knowtifier?


In this article, we will briely go over setting up the Knowtifier to send a basic birthday email to Contacts in your Act! database. More advanced notices can easily be set up using the concepts described below.

Before continuing, please ensure you are running Knowtifier while being logged in as a Windows administrator, and have the appropriate read/write access to your Act! database. 


  1. Install Knowtifier by running the Knowtifier installer and following the on-screen prompts. If you are upgrading Knowtifier from an older version, you will be prompted to stop the Knowtifier service, in which case, click Yes to continue installation and then manually start the service.
  2. After the installation is complete, start up Knowtifier and enter your license key if needed.  On the main Knowtifier screen, click on the small ellipsis button to browse for your Act! database.

  3. If your Act! database is hosted on your computer, navigate to your Act! database's PAD file and then click open. 
    Note: If your database is hosted on a different machine (e.g. a server), and you are accessing it over the network, please contact your Act! administrator. Your administrator will be able to assist you in determining the correct location of your database. 
  4. Once you have selected the database, type in your Act! username and password and click Log In.
  5. After logging in, you will need to install and start the Knowtifier service. In addition to this, you will need to enter your email credentials so that Knowtifier can send emails on your behalf. The email address entered is what the end user will see when they receive an email from you.
  6. Click on the Email Options button on the main screen of the Knowtifier.
  7. Enter your email credentials and server settings in the fields displayed. These settings are different for each email provider. Please contact your email administrator for the correct email server settings.
  8. In the Service Settings section, enter the Start Time  of your choosing. Knowtifier will run once a day at the time specified and process all notices sequentially.
  9. Finally, click on the Install button to install the service, and click on the Start button to start the knowtifier service. Ensure the Service Status displays "Running".
  10. Click OK to close the Email Options window and press Apply to save your settings.

Notice Configuration

  1. Now that you are logged in, you must create a template which will be used to send out the emails to your Contacts. For this example, we will create a birthday reminder email notice.

    Note: If you have installed Knowtifier on a machine that is running a Remote Database, please ensure you are logged in to Act! prior to making any changes to templates. Failure to do so will result in changes not synching properly to the server.
  2. Click on the Template Editor button to start the editor.

  3. In the main Mail Merge window, enter the message you would like to send to your client. To enter a placeholder for items such as the Contact's name, navigate to the Insert Merge Field window, click on the Record Type dropdown and select Contact. Finally, select and field labelled Contact and click the Insert button. This will enter a placeholder in your document for the Contact's name and this palceholder will be replaced by the actual Contact's names when the notice runs. Similarly, if you are setting up a notice that uses custom tables, or opportunities, select the respective record type from the dropdown menu, and this will show you a list of all fields available for that record type.

    If you accidently close the "Insert Merge Field" window, you can re-open it by clicking the "Insert Merge Field" button on the Home tab of the editor.

  4. Once you are satisfied with the template, click File > Save and give the notice a meaningful name, such as "Birthday notice". Close the template editor after the changes are saved.
  5. From the main Knowtifier screen, click on the Add button.
  6. On the General tab, type in a meaningful name for the notice, such as "Birthday Reminder". 
  7. Click on the ellipsis button to browse for the template file, and select the birthday notice template you created earlier.
  8. Click on the Notice Enabled checkbox to enable this notice.

  9. On the record settings tab, select the Record Type you are working with. In this case, we will select Contact. If you are working with a Custom table, select Custom table from the dropdown which will enable the Custom Table Name field which will allow you to select the appropriate custom table.
  10. In the Filter Criteria section, you can define filters which will help you exclude any contacts from your database that do not match certain predefined conditions. In our example, we will assume that you record the contact preferences under the ID/Status field. If this field contains the word "Do Not Contact", then this Contact should not be sent an email. To add this condition, click on the Add button and select the field and value similar to what is shown below. These filters will be different depending on how the database is used so please take extra caution in defining these filters. Failure to properly filter your database will result in too many, or too little contacts receiving your communications.

  11. You can define as may filters as you like. If you define more than 1 filter, only the Contacts that pass all filters will be included in your email blast. Once you are happy with the filter, you can quickly verify the results by clicking the Preview button. In our demo database, we only have 1 Contact that matches this filter.

  12. Click on the Trigger Settings tab, and select Date Field from the dropdown menu.
  13. From the Field Name dropdown menu, select the "Birth Date" field.
  14. Next, you will define how often the Contact will receive an email. Since this is a birthday reminder, it will be sufficient to send an email on their birthday. For other notices, such as Renewal notices, you can send an email 30 days before renewal and repeat every week.
  15. Click on the Add button, and enter 0 in the Days field, and press OK. This trigger will now be activated when the "Birth Date" field's value is the same as the current date. 

    Important Note: 
    If a field type in Act! is set to "Annual Event", then only the month and day parts of the field will be compared. This means that if the Birth Date field's value is 1/1/1980, and today's date is 1/1/2016, the notice will be triggered because the month and day parts match. For regular date fields, the year part must also match. For example, if you record the expiry date of a subscription plan, make sure the field type is set to "Date" and not "Annual Event" otherwise the email notice will be triggered every year instead of trigger on the expiry date.

  16. Click on the Email Settings tab, and give the email an appropriate subject and enter any email addresses to CC or BCC as required. 
  17. In the Email Type section, make sure that Send Email to Contact is selected.

  18. In the Additional Actions tab, you can perform certain actions such as record history, or create an activitiy for a user in your database. In this example, we would like to record a history once an email is sent, and set the history type to Email Sent.

  19.  Finally, click OK to save the notice, and click Apply to save your settings. Your contacts will now receive an automated birthday notice on their birthdays!


Author: Ahsan
Last update: 2016-10-28 22:45

Unable set up a Gmail account in an Act4 Product

If you are unable to use a Gmail account in the Email settings section of any Act4 Products, then you will likely need to disable the enhanced security features on your account.

To do this, please follow the steps below, or refer to the article provided by Google which can be found here: 

  1. Visit the following link:
  2. Log in to your Gmail account if prompted.
  3. Click on the Turn on option.

Author: Ahsan
Last update: 2017-02-07 15:22

The Act4 product is not working as intended

If your Act4 product is not working as intended, or you see missing DLL errors, please ensure that your antivirus software is not interfering with the installation or use of the software. Due to the differences between all antivirus softwares, exact steps on adding your Act4 product to the antivirus software cannot be provided. Please contact your IT Administrator, or antivirus vendor for detailed instructions on how to disable the antivirus, or add exceptions.

Identifying If Antivirus Is Blocking Act4 Proucts

The easiest way to identify if you antivirus is causing issues is to simply disable the antivirus temporarily. Once disabled, reinstall the application and verify if the application is now working as intended. If the application is working correctly, re-enable the antivirus, and add the installation directory to the antivirus exceptions. 

Adding Installation Folders To Exceptions

Most Act4 products run as Act! plugins and therefore, have certain components installed in the Act plugins directory. By default, this folder should be one of the folders listed below based on if you machine is 32-bit or 64-bit:

32-bit Folder:     C:\Program Files\ACT\Act for Windows\Plugins
64-bitFolder:      C:\Program Files (x86)\ACT\Act for Windows\Plugins

Ensure the plugins folder is added to your antivirus exceptions.

In addition to the Act! plugins folder, certain Act4 products are installed in different locations. These folders will also need to be whitelisted. These folders are listed below:



If your product was not installed in the default location, please pick the correct folder where the application resides.

Author: Ahsan
Last update: 2016-12-26 23:24

How do I find my Act! database PAD file?

To find your database PAD file, please follow the steps below:

  1. Log in to your Act! database.
  2. Click on the menu Help > About Act

  3. Click the button Database Information

  4. The PAD file location is displayed near the top of the window. You can now copy and paste this location in the other software that requires this PAD file.

Author: Ahsan
Last update: 2016-12-12 18:21

Where do I find the Knowtifier logs?

The Knowtifier logs are stored in the application data folder of the user set to run the Knowtifier service. In most cases, this user is the "System" account. Below are the default locations of this folder based on operating system type:

Operating System   Folder Location
64-bit C:\Windows\SysWOW64\config\systemprofile\AppData\Roaming\Knowtifier
32-bit C:\Windows\System32\config\systemprofile\AppData\Roaming\Knowtifier


In case you have manually assiged a certain Windows or domain user to run the Knowtifier service, the log folder can be found at the following location (replace USERNAME with the username of the windows or domain user account): C:\Users\USERNAME\AppData\Roaming\Knowtifier

Author: Ahsan
Last update: 2017-02-28 18:00

How do I update my Act4work product?

To run the Act4Work updater manually, please follow the steps below. You can either run the updater via the Windows Start menu, or navigate to the updater installation folder and run it directly.

Updating via Start Menu

To update via the Start Menu, click Start > All Programs > Act4Work > Update Act4Work Applications

Updating via File Explorer

Navigate to the following folder and launch "Act4WorkUpdater.exe"
C:\Program Files (x86)\Act4Work\Act4Work Updater

Author: Ahsan
Last update: 2017-09-06 17:07

Activation is lost once the user logs off from the machine.

If any Act4Work application loses it's activation information after the user logs off from their profile, it is possible that the required registry keys are not preserved due to certain group policies.

In order for the applications to remain activated, the data in the following keys and their subkeys, needs to be preserved:

  • HKEY_CURRENT_USER\Software\Classes\CLSID\
  • HKEY_LOCAL_MACHINE\Software\Classes\CLSID\
  • HKEY_CURRENT_USER\Software\Wow6432Node\Classes\CLSID\
  • HKEY_LOCAL_MACHINE\Software\Wow6432Node\Classes\CLSID\

Author: Ahsan
Last update: 2017-11-01 21:02

Unable to update Act4Work product

If you are unable to run the Act4Work updater to update any of our products, it is likely that the website used by the updater is blocked by your firewall. This website can be found at the following URL:

If you are unable to access this site, please ensure this URL and all pages belonging to this website are whitelisted by your firewall system. If your firewall is controlled at the router level, please consult your IT department and they should be able to assist you.

Author: Ahsan
Last update: 2018-05-15 00:15

How to re-download all available updates for Act4Work products?


  1. Launch the Act4Work Updater from either the Start menu or directly through file explorer.
    If you wish to know how to launch the updater, please see Article ID 1018
  2. As soon as the updater is launched, press and hold the Shift key on your keyboard.
  3. Once the program finishes scanning, it should now display available updates for all installed Act4Work products.




Author: Ahsan
Last update: 2018-05-22 22:20


How do I set up Act4Wealth?

After installing Act4Wealth, Launch Act!.  You will see the following screen:

  1.  Enter the Activation Key
    1. Click Activate 
    2. Click Close

  2.  Click on Act4Wealth on the Act Menu Bar and select Act4Wealth Setup

  3. Act4Wealth Setup – Click Next

  4.  Click Next

  5. Choose the features you wish to install (Minimum Required: Contact Schema/Layouts) 

  6. Click Next