Document #362, Procedure for Mass replacing Groups of Records with New Ownership
Covers GoldMine versions 4.x or higher
To change or set the record owner for multiple contacts in a single pass, use the Replace a Field with a Value option in the Global Replace Wizard. The Record Ownership tab available in the Record Properties option on the Edit menu will only work for one record at a time. Before making any global changes to the data, make a complete backup before proceeding. Please note that Document 503, Backing up data from GoldMine 4.x and 5.x only applies to dBase installations. Please consult with your Data-Base Administrator for backing up data with SQL installations.
1. Make a complete backup before proceeding with these changes.
2. Select Tools>>Global Replace Wizard to start the wizard and select the Replace a Field with a Value radio button.
3. Select the Next button and choose the Owner field from the Replace Field drop down list.
4. Type in the With Value line, the GoldMine user name (e.g. MASTER) that will be used making sure upper case is used and then select the Next button.
5. Verify the correct field is about to be replaced then select the NEXT and Finish buttons to complete the process.
1. Make a complete backup before proceeding with these changes.
2. Set the owner for a contact to the User Group name that will be used.
3. Select Lookup>>Company and set the third column as Owner making a note of what is displayed for the record in the Owner column (2channel).
4. Select Tools>>Global Replace Wizard to start the wizard and select the Replace a Field with a Value radio button.
5. Select the Next button and choose the Owner field from the Replace Field drop down list.
6. Type in the With Value line, the User Group name from step 4 for the Owner field making sure that lower case is used then select the Next button.
7. Verify the correct field is about to be replaced then select the NEXT and Finish buttons to complete the process.
Once the OWNER to a record has been specified Record Curtaining can be assigned as follows:
1. Make a complete backup before proceeding with these changes.
2. Select Tools>>Global Replace Wizard to start the wizard.
3. Select the Update a field using advanced options radio button then select the Next button.
4. Select the Status field from the Update Field drop down list.
5. Select the Evaluate Value as dBase expression radio button.
6. Type in the Expression line one of the following expressions:
SUBSTR(CONTACT1->STATUS,1,1)+”0”+SUBSTR(CONTACT1->STATUS,3,1)
SUBSTR(CONTACT1->STATUS,1,1)+”1”+SUBSTR(CONTACT1->STATUS,3,1) SUBSTR(CONTACT1->STATUS,1,1)+”2”+SUBSTR(CONTACT1->STATUS,3,1)
‘0’ turns off ‘Curtaining’ if it has been enabled, ‘1’ enables ‘Partial Curtaining’, and ‘2’ enables ‘Full Curtaining.’
7. Select Next button to proceed.
8. Verify the field name and expression are correct and select Next button twice to proceed.
9. Select Finish to complete the process and update the field.
1. Make a complete backup before proceeding with these changes.
2. Select Edit>>Record Properties… and click on the Ownership Tab. Set the Owner for a contact record to the Group name that the records will be changing to by selecting it from the Owned by: drop down list.
3. Select Lookup>>Company and set the third column as Owner making a note of what is displayed for the record in the Owner column (0account) for the contact record the Owner was changed on.
4. Lookup a record that is owned by the User Group that ownership will be changing from. Make a note of Group Name for the record in the Owner column (2channel).
5. Select Lookup>>Filters… and create a new filter based on CONTACT1->OWNER equal to the value of the records owner as determined in Step 4 (CONTACT1->OWNER=”3sales”) and Activate the filter. The actual dBase expression reads as follows:
upper(contact1->owner) = "1MIS "
This is because GoldMine automatically looks for data in the database as uppercase. The dBase upper function converts the data to uppercase even if it is stored as lowercase or proper case.
6. Select Tools>>Global Replace Wizard to start the wizard and select the Replace a Field with a Value radio button.
8. Select the Next button and choose the Owner field from the Replace Field drop down list.
7. Type in the With Value line, the User Group name from step 3 for the Owner field making sure that lower case is used then select the Next button.
9. Verify the correct field is about to be replaced then select the NEXT and Finish buttons to complete the process.
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