GoldMine Utility Suite - Prior Analytics

GoldMine Utility Suite

Prior Analytics Ltd, Suite1.7,7StJohn’sRoad,Isleworth,Middlesex,TW76NH Tel: 0845 6588 121 Fax: 0845 6588 122

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GoldMine Premium

GoldMine Utility Suite Authors: Brian Coome/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


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wherever possible, but will always give priority to customers with a valid support contract.

TableofContents1 GOLDMINE UTILITY SUITE – INTRODUCTION ................................. 32 GOLDMINE UTILITY SUITE .............................................................. 43 ADMINISTRATION TOOLS ............................................................... 5

3.1 Edit Lookups ......................................................................................... 53.2 Field Options / Security .......................................................................... 53.3 Decode SyncStamps / RecIDs ................................................................. 63.4 Import Data ......................................................................................... 7

4 GOLDMINE HOUSKEEPING .............................................................. 94.1 Complete Activities ................................................................................ 94.2 File Emails ............................................................................................ 94.3 Resolve Cases ..................................................................................... 104.4 Delete History Records ......................................................................... 114.5 Check / Fix Contact2 Data .................................................................... 11

5 DATABASE ADMINISTRATION ....................................................... 135.1 View / Edit Data .................................................................................. 135.2 Delete Records .................................................................................... 145.3 Execute Query .................................................................................... 145.4 Remove Duplicate Records ................................................................... 155.5 Setup Contact2 Fields (SQL) ................................................................. 15



1 GoldMine Utility Suite – Introduction

The GoldMine Utility Suite has been developed by Prior Analytics to assist with a variety of housekeeping tasks and data maintenance within GoldMine. WARNING: The GoldMine Utility Suite comprises a powerful set of tools which will make changes to your data and database. Prior Analytics Ltd cannot guarantee that problems resulting from the incorrect use of the Utility Suite can be resolved other then restoring from your own backup. Use the Utility Suite 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. Please note, however, that this toolkit is fully sync aware and uses the GoldMine API rather than simply writing directly to the tables.



2 GoldMine Utility Suite

When you first run the suite you will be prompted for your activation code. This is supplied by Prior Analytics. If you need a code, please call 0845 65 88 121 or email [email protected] The first screen you are shown (below) displays the different sections available and an outline of the options you can access. However to activate the utility suite you must first tick to accept the disclaimer.

Once you accept the disclaimer the options will be activated and available for use.



3 Administration Tools

3.1 Edit Lookups The Suite is split into three functional 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 so you can then edit and save these back in a simple text box editor. It also allows copy and paste so lists can be used multiple times for different fields.

In the example above we typed in the field name (KEY1), and then loaded the lookup list. You can simply edit the list or completely replace or delete the list then Save Lookup list back into GoldMine by clicking on the disk icon.

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



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

3.3 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.

An additional benefit is that you can decode multiple Stamps at once.



3.4 Import Data This is a powerful tool allowing you to import into any GoldMine table. It takes a little time to configure and you must test your routine before using it live.

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 be presented with the configuration options.



In the Import Configuration screen you can select the GoldMine table you wish to import into – the example above shows the ContHist. You will then see a list of the existing fields and can enter relevant 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, OK will return you to the original Import Data screen. This screen will display the new mappings and present 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 a full and easily restorable backup available before proceeding in a live environtment.



4 GoldMine Houskeeping

4.1 Complete Activities This is one of the GoldMine Housekeeping functions within the suite. These all 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. You 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 (please note that these are not recoverable except via backup restore). 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.

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



This is similar to the complete activities function but has fewer options. As with the complete activities you have the option to select one/all or some users and, again, you can select the required contact records and subset of dates. 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 as required.

4.3 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.

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.



4.4 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. The familiar criteria for User options, contact records and the additional SQL options are present in this section. As with the complete activities function, you also have an option to select what history entries you want to remove and you can narrow your choice with a subset of dates too.

4.5 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 to promote the ‘good health’ of your database.

If you are unsure at any stage, please do contact Prior support. This is a powerful and tool which will make significant changes to your contact tables. Although this 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.



5 Database Administration

5.1 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. In addition it 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.



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 are confident with SQL and have a full backup.

5.2 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.

5.3 Execute Query This is a more in depth SQL query tool similar to GoldMine’s but with additional functions enabled – e.g, you can run UPDATE / DELETE statements using this query tool.



5.4 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.

5.5 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.

GoldMine Utility Suite - Prior Analytics

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