goldlink doc mover - prior analytics limited

GoldLink Doc Mover

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GoldLink Doc Mover

Author: Claire Robinson Version: 1.0 Last update: July 2015 Further help and Support: Visit the Prior Analytics web site at www.prior-analytics.com or send an e-mail describing your problem to [email protected] Please note that we will help wherever possible, but will always give priority to customers with valid support arrangements.

GoldLink Doc Mover

Doc Ref:GMPE_ GoldMine Linked Doc Mover.docx /17 Ó Copyright Prior Analytics Ltd 2015

GoldLink Doc Mover


TableofContents1 GOLDMINE UTILITY SUITE – INTRODUCTION ................................. 42 GOLDMINE UTILITY SUITE .............................................................. 43 ADMINISTRATION TOOLS ............................................................... 6

3.1 Edit Lookups ....................................................................... 63.2 Field Options / Security ........................................................ 63.3 Decode SyncStamps / RecIDs ............................................... 73.4 Import Data ....................................................................... 8

4 GOLDMINE HOUSKEEPING ............................................................ 104.1 Complete Activities ............................................................ 104.2 File Emails ........................................................................ 104.3 Resolve Cases ................................................................... 114.4 Delete History Records ....................................................... 124.5 Check / Fix Contact2 Data .................................................. 12

5 DATABASE ADMINISTRATION ....................................................... 145.1 View / Edit Data ................................................................ 145.2 Delete Records .................................................................. 155.3 Execute Query .................................................................. 155.4 Remove Duplicate Records ................................................. 165.5 Setup Contact2 Fields (SQL) ............................................... 16

GoldLink Doc Mover


1 GoldMine Linked Doc Mover – Introduction

This GoldMine utility suite has been developed by Prior Analytics to assist with housekeeping tasks and data maintenance pertaining to documents within GoldMine. WARNING: The GoldMine Linked Doc Mover is a powerful tool which will make changes to your data and database. Prior Analytics Ltd cannot guarantee that problems resulting from the incorrect use of this utility be resolved other then restoring from your own backup. Use the Linked Doc mover at your own risk, try out new routines on a test system first and ensure you have a full and easily restorable backup before you start. GoldMine Utility Suite When you first run the suite you will be prompted for your activation code. This will have been supplied upon purchasing the product. The first screen you are face with (below) shows the different sections available and an outline of the options you can access.

You can choose to:

GoldLink Doc Mover


Simply Update your Links – this won’t move files. OR you can… Physically Move Files – this will take more time but will actually move the documents. Use GoldMine API – will make the program sync aware and invoke the GoldMine API. Use SQL Connection – this will be faster but not sync aware. Process in Batches – this is used for larger databases and will ensure sufficient processing power to complete the task. The standard GoldMine option frequently has insufficient resource to move larger datasets and this option resolves this issue.

GoldLink Doc Mover


2 Administration Tools

2.1 Edit Lookups

The utility suite is split into three areas, Admin tools, Housekeeping and Database Admin. The Edit Lookups function falls under Admin tools. This will allow you to look at GoldMine F2 lookups within your database by using the field name then you can edit and save these back in a simple text box editor. It also allows copy and paste so lists can be used multiply times for different fields.

In the example above we typed in the field name (KEY1), then loaded the lookup list. You can simple edit the list or completely replace or delete the list then Save the lookup back into GoldMine.

2.2 Field Options / Security

This function again falls within Admin tools and allows you to alter and change any or all field level security and allows for setting the history logging to active. Simply tick the required field set the required security and options and click Update Options

GoldLink Doc Mover


Also using the Green + or Red – buttons you can easily toggle all or no fields selected.

2.3 Decode SyncStamps / RecIDs This function under Admin tools is a simple way to decode the date and time stamps used within GoldMine known as SyncStamps and RecIDs. Sometimes you may need to determine when something was created in GoldMine and the only reference you have is the GoldMine SyncStamp or RecID. This will allow you to work this out.

The additional benefit is you can do multiple Stamps at once.

GoldLink Doc Mover


2.4 Import Data

This is powerful tool allowing you to import into GoldMine but into any table within GoldMine. It takes a little time to configure and you must test before use.

First you select your import file, excel or CSV files are accepted. Then you can select an existing configuration (Previously saved by you) or a New configuration. On Clicking New you will be prompted to name the configuration then you will face the configuration options.

GoldLink Doc Mover


In the Import Configuration screen you can select the GoldMine table you wish to import into, for the above I am showing Conthist. You will then see a list of the existing fields and you enter your mappings to field in your import file. There are also additional options displayed on the screen for functional entries and options to call data from other tables using a query. Once configured hit OK then you will return to the original Import Data screen. On here you will see your new mappings and have the option for additional Duplicate checking queries.

Once you are happy it is advisable to use the Preview Data option to display your import data as it will be processed allowing you to confirm your mappings. Once satisfied click Import Data to proceed. Always have backup before doing anything major to the database.

GoldLink Doc Mover


3 GoldMine Houskeeping

3.1 Complete Activities

We now start looking at the GoldMine Housekeeping functions within the suite. These allow data cleansing and tidying and give functions to clean old items and complete activities, file email etc. The first function is Complete Activities.

This powerful tool allows you to complete numerous pending activities for all, some or just a single user. It will also allow you to select a range of contact records from the current open record to a filter/group or all records. Firstly you select the user/users you wish to complete activities for then select the required activities. You have a further option to complete as Successful and enter a Result Code or if required you can choose to delete the activities (these are not recoverable), additionally you can select a subset of dates for the activities and add additional SQL criteria if you wish to. You can use this for additional tasks such as adding an accountno for a contact you wish to not complete for.

3.2 File Emails The next function under housekeeping is File Emails. In addition to pending activities you can also automatically file users emails from within there inbox.

GoldLink Doc Mover


This is similar to the complete activities function but has less options. As with the complete activities you have the option to select one/all or some users and again you can select what contact records. Also you can subset the dates as well. In addition you can choose to create the Folder for filing by date and you have an option to file or ignore unlinked emails and add additional SQL criteria if you wish to. You can use this for additional tasks such as adding an accountno for a contact you wish to not complete for.

3.3 Resolve Cases The next function under housekeeping is Resolve Cases. This function focuses on the cases section within GoldMine. Again it is a similar layout to the other functions. You have the usual User options, contact record options and additional SQL.

GoldLink Doc Mover


In addition to the normal criteria you have some Case elements for checking Case status setting resolved by user, resolving or abandoning the case and a Case resolution type.

3.4 Delete History Records This Housekeeping function allows you to Delete History records, letting you clean up and remove unwanted or un-required old history items. You as with most of the functions have the normal criteria for User options, contact records and the additional SQL options. As with the complete activities function you also have an option to select what history entries you want to remove and you can subset on dates again.

3.5 Check / Fix Contact2 Data This housekeeping tool allows you to check and maintain contact2 records. From time to time GoldMine will create additional records or orphan records or even miss out some records within Contact2, this function allows to check and repair these anomalies.

Please be sure before using this that you understand what you are doing.

GoldLink Doc Mover


All though the function is based on Contact2 it does have additional functionality built in to be used against any GoldMine table. Once you click on an option you will be faced with an additional screen.

On this screen you can select the table and set additional options, you may also export the data so you have a copy of what will be removed.

GoldLink Doc Mover


4 Database Administration

4.1 View / Edit Data

This is the first function within the Database Administration section of the suite. When you use this you will notice it is the same function as used in the Check / Fix Contact2 Data. The function allows you to run criteria on the database on any table using SQL but in addition allows you to then query the data using the query button next to the SQL query box. You can then export the data or Enable the Edit Mode, this allows you to view the data in the bottom pain of the screen and you can then actually edit within the window directly into the database

If we use the SQL to bring back the top 100 rows from contact2 then you can edit the data directly.

GoldLink Doc Mover


The blue highlighted square is being edited on leaving the cell the data is automatically updated within the database table. This direct editing function is very useful but very dangerous and should only be used if you know what you are doing.

4.2 Delete Records This Database Admin function simply allows for the deletion of records from any table.

You select the table and enter any additional SQL criteria. If nothing is entered then all records will be deleted.

4.3 Execute Query This is simply just a more in depth SQL query tool similar to GoldMine’s but with additional functions not being disabled, you can run UPDATE / DELETE statements using this query tool.

GoldLink Doc Mover


4.4 Remove Duplicate Records This Database Admin function can be used to assess and remove duplicate entries in any GoldMine Database Table.

Simply select the table, select what to keep oldest or newest, add any additional SQL criteria and select the fields to indicate what needs to not match for the record to be unique.

4.5 Setup Contact2 Fields (SQL) This is the final function from Database Admin. It allows you to see/alter and create new contact2 fields directly within SQL. This will allow for the fields to be useable without a database rebuild.

GoldLink Doc Mover


goldlink doc mover - prior analytics limited

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