News & CRM Blog

Keeping your GoldMine data clean is essential for your business.  Duplicate and “bad” records can cause havoc with reporting, filters, merges, etc.  Here are two ways to clean up your data.

Merging GoldMine Records:

You can consolidate information from multiple contacts from the Contact Search Center using tagged records.

NOTE:  DO NOT use the Merge Purge Wizard to combine records as this will cause issues and a restore of the database will be needed.

1. Open the Contact Search Center and search for the duplicate records to merge

2. From the result list, check the box next to the records to merge.
   1. Select the record you want to keep first.
   2. Then check the rest.

3. Select Tools -> Merge/Purge Records -> Merge Tagged Records. The Merge/Purge Tagged Contact Records dialog box appears.
4. The dialog box reminds you that the first record tagged will be the surviving record with data from the other records consolidated on that one record. Once consolidated, the other records are deleted.

NOTE:  GoldMine updates the first tagged contact record and deletes all other tagged contact records.

THIS IS NOT REVERSABLE WITHOUT RESTORING FROM BACKUP!

5. Click Yes
6. Navigate to the surviving record and verify all were merged

Deleting GoldMine Contact Records

To delete all or part of a record, the record must be active on the screen, and you must have both Delete and Edit Tab Folders permissions.

1. Select the contact record to delete.
2. Click Delete in the Contact toolbar.

3. At the Delete contact record dialog box select an option.

NOTE:  By default, all checkboxes are selected. Review selected boxes before selecting Delete. You cannot undo deletions.

1. Delete the selected contact record. Deletes the current contact record, including its related additional contacts, detail entries, and referrals. History records for the contact are not deleted, but become unlinked activities.
2. Delete contact’s scheduled activities. Deletes all pending activities for the current contact.
3. Delete contact’s history records. Deletes all history of activities for the current contact record. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of a contact record affects the activity analysis statistics for all the users who have completed those activities.

NOTE:  E-mails are not deleted but only unlinked. This is valid for pending e-mails (scheduled) and also for filed e-mails (history).

1. Delete contact’s opportunity/project records. Deletes all opportunity and/or projects linked to a contact. These records are removed from the Opportunities tab and/or the Projects tab. Selecting this option does not delete the opportunity or project from the Opportunity/Project Manager.
2. Delete contact’s cases. Deletes all cases linked to an opportunity.
3. Synchronize this record’s deletions. Let’s deletions associated with this contact record be synchronized with remote sites.

4. Click Delete. GoldMine deletes the contact record.

So you’ve successfully upgraded GoldMine to the lastest 2018 version.  Everything is working except you are getting an error when trying to run a filter or query and possibly the Contact Search Center.  This is because the new versions require a read only user be added for querying the database.

Don’t worry though.  You can quickly add it to GoldMine and filters/queries will work.

To add the read only user to GoldMine:

1. You must be logged in as a user with Master rights
2. Navigate to Tools -> Databases -> Alias Manager
3. Select the database you are using from the list and click Edit Alias

4. Check the Enable SQL Queries checkbox
5. Type “ReadOnlyUser” into the Read-Only User box
6. Type in a password for the user. It is suggested using the same password as the SQL sa account

7. Click OK to save
8. GoldMine will close. Log in.
9. Go to Filters and preview a filter to ensure it works

Tired of manually adding Holidays on the GoldMine Calendar?  Maybe you would like to add employee birthdays. You can add them to the Calendar settings so they display automatically.

To add Holidays to the Calendar:

1. Navigate to Tools -> Options
2. Click on the Calendar tab and then click Holidays

3. You may be asked to import a predefined set of holidays. If so, click Yes
4. The Calendar Options dialog box opens with the Holiday tab active.
5. From the Holiday Categories list, select the type of holidays to display. Holidays for the selected categories display in the Holidays list.

6. Navigate to the calendar as you will see the Holidays on the date

To create a new Holiday Category:

1. Click New in the Holiday Categories section
2. Enter the name in the Add a Holiday Category window.
3. Click OK. The new category adds to the list.

4. To remove a holiday category, click on the Remove button
5. To edit a holiday category, click on the Edit button

To add a holiday to a Category:

1. Click New in the Holiday Section
2. Enter the name of the holiday in the Holiday textbox
3. Select how often the holiday repeats in the Every: x year(s)
4. Select the number of days the holiday lasts in the # Days: field.
5. Enter a specific date for the holiday or select the week, the day of the week, and the month in the drop-down lists.
6. Click OK.

7. To remove a holiday, click on the Remove button
8. To edit a holiday, click on the Edit button