GoldMine Tip: Advanced Global Replace & allocate sequential number to customer records #goldmine

Here's a slightly 'advanced' tip to globally replace records with a sequential number between 1 and 5 and then have the lookup.ini (a special configuration file in your GoldMine folder to changes values of records automatically) assign an Account Manager based on this number.  Use this tip for example when trying to allocate an equal number of records to a team of salespeople.

Note: In my Example I have used the 'Key1' field as the account manager on my system.
Note: In my Example I have used the 'userdef01' field which is empty/non used field on my system.
Note: I strongly advised that you backup your Goldmine database before proceeding

1. Create a user defined field.

-You will require a temporary field for this process that is not used for anything else; I would normally use userdef01 (to 10) for this.
-You will need to make sure that your chosen temporary field is not in use

2. Create a lookup.ini file

-Browse using windows explorer to your Goldmine directory
-Create a new text file and call it... Lookup.ini

Note: If a lookup.ini file already exists then you must not overwrite this file!!!

Paste in the one following examples

Example A: Will only be used for a one off replacement

[Autoupdate]
USERDEF01=KEY1

[KEY1]
lookup1=contact2->userdef01
1=Penelope Pitstop
2=Jo Bloggs
3=Bob Dillon
4=George Doors
5=Luke Fletcher

Overwrite=1
Otherwise=

Example B: Will also assign all new records with an Account Manager between 1 & 5

[Autoupdate]
Newrecord= USERDEF01,KEY1
USERDEF01=KEY1

[USERDEF01]
Otherwise=&counter("RN",iif(counter("RN",0,0)>4,-4,1),1)
overwrite=1

[KEY1]
lookup1=contact2->userdef01
1=Penelope Pitstop
2=Jo Bloggs
3=Bob Dillon
4=George Doors
5=Luke Fletcher

Overwrite=1
Otherwise=

-Now save the lookup.ini
-Restart GoldMine
 
3. Globally replace records with a sequential number between 1 and 5

-Backup GoldMine
-Log into GoldMine as master
-Select... Tools | Data Management | Global Replace
-Select update a field using advanced options then next
-Select the 'Update Field' from the drop down box. Pick 'Userdef01
-In the replace method tick box select 'evaluate value as dbase expression'
-In the expression box please copy and paste the following dbase expression

counter("RN",iif(counter("RN",0,0)>4,-4,1),1)

-Select Next
-Select Next
-Pick your filter *** Note this is very important if you do not want to update the whole database ***
-Select Finish
-GoldMine will now work though the filter and assigned 1,2, 3 or 5 to the update fields

Note: If you wish to increase the range to say 1 through 6 then change the two instances of the number four to the range limit six minus one i.e 5.  Also add the extra name to the lookup.ini

For more information on how you can customise your GoldMine system to get it to do things automatically for you, contact Wizard Systems with your requirements on 01454-316800.

Disclaimer: Wizard Systems or its employees accepts no responsibility of any loss or damage resulting directly or indirectly from the use of this information.

 

Comments

[call centers]

great post , very informative , thanks