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GoldMine – Merge or Delete Contact Records

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.

NOTEDO 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

  1. 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.

  1. Select Tools -> Merge/Purge Records -> Merge Tagged Records. The Merge/Purge Tagged Contact Records dialog box appears.
  2. 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!

  1. Click Yes
  2. 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.

  1. 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.
  1. Click Delete. GoldMine deletes the contact record.

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GoldMine – Adding the Read Only User

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

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

  1. Click OK to save
  2. GoldMine will close. Log in.
  3. Go to Filters and preview a filter to ensure it works
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GoldMine – Add Holidays to the Calendar

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

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

  1. 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.

  1. To remove a holiday category, click on the Remove button
  2. 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.

  1. To remove a holiday, click on the Remove button
  2. To edit a holiday, click on the Edit button
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GoldMine – Restoring the GoldMine Database

As the GoldMine Administrator you may need to restore the GoldMine database after making changes, running updates, etc.

To Restore a SQL Database:

  1. Open SQL Server Management Studio.
  2. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Right-click the Databases section and choose Restore Databases. The Restore Database – GoldMine window opens.

  1. Select Device and click on the Browse button (…).
  2. Navigate to the folder location of the backup file. (e.g., C:\GoldMIne\Backup) on the left and select the .bak file to restore on the right.

  1. Click OK.
  2. Select the backup file and then click OK
  3. The Restore Database window will load the files names and locations.
  4. CHANGE THE DATABASE name to GoldMine_Restore.
    1. If you do not change the name it will overwrite your current data

  1. The location/file path will display in the list. Click on it to select.
  2. Click the OK button at the bottom of the window. The restore will begin.  If the OK button is not enabled, click on the Verify Backup Media.  The OK button will then be enabled.
  3. Progress will be displayed at the top of the window.
  4. When the backup is done a message will display.

  1. Click OK and the windows will close.
  2. The database name (e.g, GoldMine) will be added to the Databases list on the left. The data files are now connected from the SQL Server and can used in applications and queries.
  3. If you don’t see the database name in the list and you did not receive an error, right-click on the Databases section and choose Refresh.
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GoldMine – Detach and Attach the GoldMine Database

As the GoldMine Administrator there may be times when you need to detach and/or attach the GoldMine database.  Some examples would be to move or copy the files, remove or add a restored database or when connecting other databased to the SQL Server.

To Detach a SQL Database:

  1. EVERYONE MUST BE LOGGED OUT OF GOLDMINE.
  2. Open SQL Server Management Studio.
  3. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Expand the Databases section in the Object Explorer on the left.
  3. Right-click on the database to detach and choose Tasks –> Detach. The Detach Database window opens.

  1. If there is a message that there are still active connections, check the box under Drop Connections.

  1. Click OK to detach the database.
  2. The database name (e.g, GoldMine) will be removed from the Databases list on the left. The data files are now disconnected from the SQL Server and can me moved, copied, etc.

To Attach a SQL Database:

  1. Open SQL Server Management Studio.
  2. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Right-click on the Databases section in the Object Explorer on the left and choose Attach. The Detach Database window will open.

  1. Click the Add The Locate Database Files window opens.
  2. Navigate to the folder the backup is in on the left and select the actual backup file on the right.

  1. The database will display under Databases to attach and the file details will display in the lower section. Click OK to attach the database.
  2. The database name (e.g, GoldMine) will be added to the Databases list on the left. The data files are now connected from the SQL Server and can used in applications and queries.
  3. If you don’t see the database name in the list and you did not receive an error, right-click on the Databases section and choose Refresh.
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GoldMine – Backing Up the GoldMine Database

Before you make changes to the GoldMine database such as importing records, doing multiple merge purge actions, or global replaces, a quick backup of the can be a life saver.  Backing up the database will also be needed if you are moving the server or saving archives.

To back up the GoldMine database:

  1. Open SQL Server Management Studio.
  2. Connect to SQL Server.

The server name should be the LOCALMACHINENAME\INSTANCENAME

Authentication:  SQL Server Authentication

Login: sa username

Password: sa password

  1. Click the Connect
  2. Expand Databases on the left and right click on GoldMine. Choose Tasks –> Back Up.  The Back Up Database – GoldMine window opens.

Database:  GoldMine

Recovery Model:  SIMPLE

Backup Type:  Full

Backup component:  Database

Back up to:  Disk

If a database location is displayed, select it and click the Remove button.

Click the Add Button and then click the Browse (…) button to navigate to the location you want to store the backup file. (e.g., C:\GoldMIne\Backup).

Enter a File name:  e.g., GoldMineBackup5-8-19.bak

  1. Click
  2. The location/file path will display in the list. Click on it to select.
  3. Click the OK button at the bottom of the window. The backup will begin.
  4. Progress will be displayed in the bottom left of the window under Progress.
  5. When the backup is done a message will display.

  1. Click OK and the windows will close.
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GoldMine: Creating a Group Based on a Filter

Groups are static and based on membership.  Filters and SQL queries, on the other hand, are dynamic and based on the field criteria by which they are built.  Creating a group based on a filter or query allows for a stable list of contacts (originally based on field criteria) that can be added to or removed from by manually adding or deleting a contact’s membership to that group. Read more