Document 504, Updating Reports when Upgrading to GoldMine 4.0
Covers GoldMine 4.x or higher
This document is intended to provide assistance in updating the reports when upgrading to GoldMine 4.x or higher from previous versions of GoldMine. When a previous version of GoldMine is upgraded to a current version, the data is not overwritten. This results in the report descriptions and the report files from the previous version remaining on the system. In some cases this will result in a blank Reports Menu listing when printing reports.
It is highly advisable that the individual following this document have an excellent working knowledge of file management in Windows and the local GoldMine installation. The FrontRange Solutions GoldMine Sales team at 800.755.2100 Option 4, then 1, can provide the name of a local GoldMine Authorized Solutions Partner to consult on this matter.
By default the Windows 9x operating system hides the DLL files, the virtual device drivers (VXD), and common file extensions (like EXE, COM, DOC, XLS, and DOT) from view. This setting can be turned on with the following instructions that must be completed on the machine that will be used to perform these steps.
1. Open Windows Explorer and select Tools>>Folder Options.
2. Select the View tab in the Folder Options dialog box.
3. Select the Show all files radio button and uncheck the Hide file extensions for known file types check box.
4. Click on the Apply button and then the OK button for the changes to take effect.
For Windows 2000 follow the steps above, in Step 3 select the Show hidden files and folders radio button.
It will be necessary for all GoldMine users to log out of GoldMine to properly update the reports.
GoldMine for Windows (version 2.5a) did not have any 32-bit reports, which results in an empty report listing in GoldMine 4.x or higher. By design the installation program does not differentiate between versions of GoldMine and defers to the existing list of 32-bit reports. This list did not exist with GoldMine for Windows, a 16-bit program. To correct this, the current version of GoldMine must be temporarily installed to a different location on the network or local hard drive. The following instructions explain how to do this.
1. Install the current version of GoldMine from the CD-ROM to a different folder than the current installation. The setup program will detect the location of the current install or default to C:\Program Files\GoldMine if the current installation is not found.
To change the location of the install, select the Browse button and either type in a new location like C:\Temporary\ or browse to a known empty folder on the local machine or network. Be sure to note the location for both the current installation and the temporary installation.
2. If the View settings for Windows Explorer have not been changed, complete those changes now.
3. In Windows Explorer, select the folder that GoldMine was temporarily installed to, and then select the Reports sub-folder in that folder. Select Edit>>Select All to highlight all of the report files and select Edit>>Copy to copy the files.
4. Next select the folder of the upgraded or ‘Live’ installation of GoldMine is in and select the Reports sub-folder in that folder. Select Edit>>Paste to complete the copy of the default report files to the live installation.
5. Next return to the temporary install folder and select the GMBase sub-folder. In the right hand pane, locate the Report32.DBF, Report32.DBT and Report32.MDX files then select them by holding down the Ctrl key and click on each file to highlight them. With all three files highlighted, select Edit>>Copy to copy them.
6. In upgraded installations from GM 3.x and older the GMBase folder will not be present. To complete the copy, select the folder where the live installation is, then select Edit>>Paste. This will replace the files that store the Reports Menu information with the default information.
7. Since the installation program replaces the desktop shortcut to GoldMine, a new shortcut must be created.
a. Make sure that the Windows desktop is visible behind Windows explorer
b. Locate the GoldMine executable (i.e. gmw5.exe for GoldMine 5.x) for the live installation, then right-click and drag it to the desktop. When the mouse is released, select the Create Shortcut(s) Here option on the popup menu to create a new shortcut.
The new shortcut will look like the one shown with the name of the executable for the installed version of GoldMine.
8. To test the new reports, open GoldMine with the new shortcut and select File>>Print Reports. In the Reports Menu, choose the Analysis Reports category and select the Forecasted Sales Funnel by User report. If there are no errors when the report is printed, then the installation of the default reports was completed successfully. The report will be blank if there are no forecasted sales
9. To un-install the temporary installation, delete the contents of the folder that it is installed in and the shortcut on the desktop that is associated with it. The shortcut will have the program name, i.e. GoldMine 5.0.
GoldMine 95 (version 3.2) unlike GoldMine for Windows (version 2.5a) does have 32-bit reports, which results in the existing report listing remaining in GoldMine 4.x or higher. By design the installation program does not differentiate between versions of GoldMine and defers to the existing list of 32-bit reports. This results in the default and custom GoldMine 95 reports remaining on the system. To correct this, the current version of GoldMine must be temporarily installed to a different location on the network or local hard drive. The following instructions explain how to do this and retain the custom reports.
1. This step can be done after upgrading the GoldMine installation. Open Goldmine and select File>>Print Reports to open the Reports Menu dialog box. For each custom report, perform the following steps.
a. Highlight the Report Description and click on the Properties button to open the Report Profile dialog box. Write down the Report Description and the Report Filename that is displayed. Click on the Cancel button to close the dialog box.
b. Click on the Sorts button to open the Report Sorting dialog box. Write down the Sort Levels as shown. Click on the Cancel button to close the dialog box.
c. Click on the Options button to open the Contact Report Options dialog box. For reports in the Calendar Printouts category, this will open the Calendar Report Options dialog box. Write down the options for the report as they are displayed. Click on the Cancel button to close the dialog box.
d. Write down the Reports Categories the report is in.
Once this is completed for each of the custom reports then proceed to the next step.
2. Follow the instructions in the section on Upgrading from GoldMine for Windows or replacing all of the Reports on page 2. When this is completed, continue with this section to add the custom reports back to the list in the Reports Menu.
3. Open Goldmine and select File>>Print Reports to open the Reports Menu dialog box. For each custom report, perform the following steps.
a. Select the Reports Categories for the report as noted in Step 1d.
b. Right click in the Report Description area and select New from the popup menu to open the Report Profile dialog box. Type in the Report Description and the Report Filename from Step 1a. Click on the OK button to close the dialog box and save the information.
c. Highlight the Report Description and click on the Sorts button to open the Report Sorting dialog box. Set the Sort Levels as noted in Step 1b. Click on the Save as defaults button to save the Sort Levels and then OK close the dialog box.
d. Click on the Options button to open the Contact Report Options dialog box. For reports in the Calendar Printouts category, this will open the Calendar Report Options dialog box. Set the options for the report as noted in Step 1c. Click on the Save Settings button and then the OK Button to close the dialog box.
Once this is completed for each of the custom reports then proceed to the next step.
4. Due to structural changes with the introduction of GoldMine 4.x, some fields on the custom reports will need to be updated in order for the report to properly work. Make sure that the break fields, expressions, filters, and fields in the reports’ layout is also update for each custom report. A list of the frequently used fields is provided here.
|
Old Field Name |
New Field Name |
|
|
Cal->time |
Cal->ontime |
|
|
Cal->date |
Cal->ondate |
|
|
Cal->user |
Cal->userid |
|
|
Conthist->time |
Conthist->ontime |
|
|
Conthist->date |
Conthist->ondate |
|
|
Conthist->user |
Conthist->userid |
|
|
Contsupp->user |
Contsupp->userid |
There are special considerations that need to be addressed when upgrading the reports when a previous version of GoldMine is upgraded to an Enterprise License. It is noted here that the upgrade will convert the previous versions data structure to match the current version. The program will then re-host the dBase tables to the SQL database. If needed, an Un-Docked user license can be created for use with the temporary installation.
To discard the custom (user created) reports and only update the default reports follow these instructions. To retain the custom reports, follow the instructions on page 3 using these instructions for Step 2 on page 3. The special considerations are addressed with the following instructions.
1. Confirm that the data has been re-hosted to the SQL tables from the dBase tables.
In GoldMine, select Help>>About to open the About GoldMine dialog box and click on the System button to display the system information as shown. The license will start with the letter E for an Enterprise License. The GoldMine Files and Contact Files lines that are displayed are similar to the ones shown then note the BDE Alias and continue with this section. If they are similar to the System files path, then follow the instructions in the section on Upgrading the Reports and Keeping the Custom Reports on page 3, then follow the instructions on re-hosting the database to SQL server provided with the upgrade package. Click on the OK button to close the About GoldMine dialog box.
2. To retain any custom reports, follow Step 1 in the section on Upgrading the Reports and Keeping the Custom Reports on page 3 then return to this section.
3. Temporarily install GoldMine to a different location that is accessible to the live copy using the Un-docked License installation option. It is not necessary to license this copy since it will be removed later on.
4. Close GoldMine and have all users exit from GoldMine if this has not already been done. In the GoldMine folder for the live installation, locate and rename the GM.INI to GM.old. This can be done by selecting the file then right clicking on it to get the popup menu and choosing Rename from the menu. Locate the Master.ini and rename the file to Master.old. GoldMine will create a new Master.INI with the default settings the next time the Master user signs in.
5. Use Notepad or a similar text editor to create a new GM.INI as shown in the example. If this is done at a workstation make sure that the correct drive letter and path is used for the location of the temporary installation, UNC paths can be used instead of the DOS paths shown.
Example GM.INI file
[GoldMine]
CommonDir=e:\program files\goldmine\gmbase
GoldDir=e:\program files\goldmine\common\
This will allow the live copy to access the dBase files of the temporary installation.
6. Open GoldMine with the Master user id and confirm that the dBase tables are the ones that are currently open. The default password is access if it has not been changed.
Select Help>>About to open the About GoldMine dialog box and click on the System button to display the system information as shown. Check the paths for the GoldMine Files and Contact Files to confirm that they match the ones in the GM.INI created in Step 5. Click on the OK button to close the About GoldMine dialog box.
7. Select File>>New Database… to open the Databases Wizard.
Enter a description of the file, select the Microsoft SQL Server Database radio button, and then click on the Next button.
8. Select the BDE Alias for the database as noted in Step 1 for both the Contact Files and GoldMine files. Select the Copy the data from the current files to the new databases radio button, check the Rehost individual tables check box, and then click on the Next button.
9. Click on the Yes button for both warning messages that will appear to continue with the process.
10. Check the Reports check box, click on the Next button and then the Finish button to complete the re-hosting of the Reports table.
11. Close GoldMine. In the GoldMine folder for the live installation, locate and delete the GM.INI and the Master.INI. To restore the original settings, locate and rename the GM.old to GM.INI. This can be done by selecting the file then right clicking on it to get the popup menu and choosing Rename from the menu. Locate the Master.old and rename the file to Master.INI.
12. Using Windows Explorer, copy the contents of the temporary installations Reports folder to the live installations Reports folder. The temporary installation can be uninstalled after copying the reports has completed. To retain any custom reports, complete Step 3 in the section on Upgrading the Reports and Keeping the Custom Reports on page 3.
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