Setting up the Initial Syncronization for an Undocked User

Setting up the Initial Synchronization for an Undocked User

Document #520, Setting up the Initial Synchronization for an Undocked User

Covers GoldMine 4.x

Introduction

This document explains how to create an undocked user from the GoldMine® Network, setup the “remote” system (the single user) as an undocked user system, and synchronize information to the new system. Copying the database files from one system to another by using DOS or the Windows® Explorer as a substitute for the Synchronization process is not recommended or supported by GoldMine Technical Support as it will cause problems with Synchronization and may result in loss of data. The synchronization process for GoldMine 4.0 does not require the use of Goldsync®. However, the use of Goldsync is recommended for automating the synchronization of multiple users. It is assumed that the users have already been created on the GoldMine Server. For help creating a user on the server, please see the section “Setting up Security and Access Rights” in the GoldMine 4.0 Reference Manual.

Customizations

In GoldMine 4.0, customizations made to databases can now be synchronized. They do not need to be, nor should they be copied manually, which was the procedure for GoldMine 3.x and below. To avoid confusion, customizations should be performed by the GoldMine Administrator at the main GoldMine installation. If your site plans to synchronize with another GoldMine site, the customizations should only be performed on one main GoldMine installation, as opposed to allowing multiple remote users to customize local copies and synchronize them with the network version.

User Defined Fields

Step 1: Creating The Undocked User

1. From the server copy, select File>>Configure Goldmine>>License Manager.

2. Select the Undock users button.

3. Check the box next to the username you would like to create an undocked user license for. (only one at a time).

4. Select the button marked Create Undocked License, read the following agreement, then select, I AGREE.

5. The next box that pops up will display the newly created undocked user license. Be sure to write down the entire serial number as displayed. (i.e. U-0001-12345678-ABC123-1234-BOB).

Step 2: Setting Up GoldMine On The Undocked System

Now that the undocked user license has been created, the next step is to install GoldMine using the newly created undocked user license, on the undocked system. To do this, install GoldMine as per the instructions in the GoldMine 4.0 User’s Guide, (typical install is fine) except when GoldMine asks you for the serial number, enter the undocked user license serial number created from the server. When GoldMine asks you for the username and password information, be sure to enter the information for the person the undocked license was made for.

Step 3: Creating Databases On The Undocked System

All databases that need to be synchronized from the server to the remote, need to be duplicated on the remote before the synchronization of those databases can take place. Contact set codes should be given to each database that is going to be synchronized. Contact set codes are a unique value given to each database that GoldMine uses to associate the transfer of data between the database on the server and the associated database on the remote. Using a contact set code also allows synchronization of multiple databases at once. To insert a contact set code to a pre-existing database, select File>>Open File, highlight the database to add the contact set code to and select Properties. In the Contact File Profile dialog box, insert the contact set code in the File Code box.

For example, an east coast branch office and a west coast branch office might have virtually the same database. Each branch office wants to synchronize data from their local contact set with the other office. The east coast office named the database Industrial, using the contact set code of “1A2B” while the west coast office named the same database Manufacturing, using the contact set code of “1A2B”. Since each office assigned the same ‘Contact set code’ value to the local copy of the database, the changes made to the Industrial database will synchronize to the Manufacturing database.

1. To begin creating databases, use Windows Explorer to create a folder in the GoldMine directory (preferably the same name as the corresponding folder on the server).

2. Open GoldMine, select Tools|Create Databases.

3. In the Create GoldMine Database dialog box, type in a descriptive name in the Please enter the description of the new file box (preferably the same name as the corresponding database on the server). Be sure that the radio button “native” is selected and “DBASE” is selected in the drop down box at the bottom of the wizard. Select Next.

4. check the box marked Create a new contact database. Insert the path of the folder you just created in the Goldmine directory, in the Create a new contact database box, or select the browse button and browse to the newly created folder. Select the radio button Create empty tables. Select Next.

5. Insert the contact set code (this is the same code as the code for the database on the server), in the Contact set code box. Select Next, then select Finish. Repeat this process for all databases (all databases that the remote will be accessing). Note: For more help on creating databases, please see the chapter regarding, “Managing Multiple Databases” in the GoldMine 4.0 Reference Manual.

Step 4: The First Synchronization (creating the transfer set)

If new User Defined Fields have been created and populated with data on your main/network GoldMine installation, and you want to synchronize them to another GoldMine system for the first time, synchronization of the User Defined Fields and Fields MUST be performed first. The steps listed below show how to synchronize manually. However, you may synchronize using any method you prefer, according to the GoldMine 4.0 Reference Manual.

Note: For additional help with the synchronization process, please refer to the “Remote Synchronization” section of the GoldMine 4.0 Reference Manual.

1. To begin synchronizing, from the server, select File>>Synchronization>>Sync with another Goldmine Site.

2. Select Start a new session, then select Next.

3. Select Create a transfer set, then select Next.

4. In the Create a transfer set dialog box, type in the location, or select the browse button and browse to the location to place the transfer set. Select Next.

Note: The transfer set can be placed anywhere, for example c:\windows\temp, and Goldsync will create any necessary directory folders for you.

5. There are 3 options that need to be changed in this portion of the wizard. In the “Please select the type of data to send to the remote” dialog box, be sure to change the box to “all changed records since”. Also, change the date to 1/1/80 (the time of day does not need to be changed). Once this is done, select the Send Options button. Under the Database Files column, right click, and select clear all, then place a check in the box next to User Defined Fields and Fields. Be sure to check the boxes for the contact sets to send to the remote. Select Ok. Then select Next.

6. When asked, “Would you like to save this synchronization profile?”, select the No radio button.

Note: If more than one undocked system needs to be configured then you may save the transfer set (transfer.gts) and copy it to each system for retrieval

7. Select Finish.

Step 5: The First Synchronization (retrieving the transfer set)

Once the transfer set has been created, copy the transfer set from the server to the remote system for retrieval. To do this, copy ‘transfer.gts’ (the file name of any transfer set) from the server to the remote machine. You may place the file anywhere on the remote system.

1. To retrieve the transfer set, select File>>Synchronization>>Sync with another GoldMine Site .

2. Select Start a new session, then select Next.

3. Select Retrieve a transfer set, then select Next.

4. Type in the path of the location of transfer.gts (the transfer set), or select the browse button next to, Path for the transfer set to be retrieved, and browse to the location of the transfer.gts. Select Next.

5. Select the Retrieve Options button. Right click in the middle column underneath Database files, and choose Select all. Be sure to check the boxes for the contact sets to retrieve. Select Ok, then select Finish.

6. When the transfer set is finished being retrieved, GoldMine will automatically rebuild the files. This is done because the Contact2 Table must be rebuilt any time a User Defined Field is created.

Step 6: The Second Synchronization (creating the transfer set)

Once the customizations have been synchronized to the remote system, the remaining data can now be synchronized. The steps listed below show how to synchronize manually. However, you may synchronize using any method you prefer, according to the GoldMine 4.0 Reference Manual.

1. To begin synchronizing, from the server, select File>>Synchronization>>Sync with another Goldmine Site.

2. Select Start a new session, then select Next.

3. Select Create a transfer set, then select Next.

4. In the Create a transfer set dialog box, type in the location, or select the browse button and browse to the location to place the transfer set. Select Next.

Note: The transfer set can be placed anywhere, for example c:\windows\temp.

5. There are 3 options that need to be changed in this portion of the wizard. In the “Please select the type of data to send to the remote” dialog box, be sure to change the box to “all changed records since”. Also, change the date to 1/1/80 (the time of day does not need to be changed). Once this is done, select the Send Options button. Under the Database Files column, right click, and choose select all. Be sure to check the boxes for the contact sets to send to the remote. Select Ok. Then select Next.

6. When asked, “Would you like to save this synchronization profile?”, select the No radio button.

Note: If more than one undocked system needs to be configured then you may save the transfer set (transfer.gts) and copy it to each system for retrieval.

7. Select Finish.

Step 7: The Second Synchronization (retrieving the transfer set)

1. To retrieve the transfer set, select File>>Synchronization>>Sync with another GoldMine Site .

2. Select Start a new session, then select Next.

3. Select Retrieve a transfer set, then select Next.

Once these procedures have been completed, the remote system will be ready for use. Again, this procedure is for setting up the undocked system for the first time. All synchronization sessions after this point can be performed normally as described in the GoldMine 4.0 Reference Manual.

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