Workflow for providing proper steps when the partner/customer should create a new GoldMine database for production use - Rehosting current database into a new shell

Version 1

    Details

    Workflow for providing proper steps when the partner/customer should create a new GoldMine database for production use - Rehosting current database into a new shell

     

     


    Resolution

     

    Recommended/additional information for this workflow:
    a. No user is working in GoldMine as long as the data is ‘copied’ into a fresh database and until the system is approved by the GoldMine Admin (it is strongly recommended to do this after or before business hours – all steps should be either verified on a test system or documented in case a rollback must be made)
    b. The steps below should already cover the correct adjustment of DBALIAS.INI and GM.INI but a further check after the end of this process is recommended
    c. Sporadic or generic verification of data (e.g. by the amount of records in tables before and after and also from a visibility e.g. checking sporadic emails, activities, contacts)
    d. It might be necessary to adjust any backend or integrating applications like Crystal Reports or perform the same steps again for copying into the previously used database again (e.g. via making a final backup of original GoldMine database, deleting the database from the MS SQL backend, creation of the database again from within GoldMine and of course verifying and adjustment as stated before)
    e. Please be aware that this change is not sync-aware so it might be necessary also to apply on remote sites (same as original workaround and verification)
    f. Any existing MS SQL maintenance plans need to be adjusted to be performed on the correct GoldMine database (e.g. regular backups, indexing etc)
    Steps:
    1. Log ALL users out of GoldMine
    2. Close any application that has an external link to GoldMine (e.g. Microsoft Word, Microsoft Outlook or Microsoft Excel, GoldSync, IIS)
    3. Open GoldMine as a MASTER user
    4. Tools >> Databases >> New Database
    5. Tick option for Create or copy data for contact set tables + Tick option for Create or copy data for contact set tables >> Next
    6. Press Alias Manager button
       a. New Alias
       b. Alias Name (appears in Help >> About GoldMine >> System)
       c. Server Type (MS SQL)
       d. Host (MS SQL Server usually MS SQL hostname or MS SQL instance name e.g. hostname\SQLEXPRESS)
       e.Database (Database name on the backend)
       f. Owner = dbo
       g. Login (SQL Login)
       h. Password (related SQL Login password)
       i. Press Create New Database (a message appears that the database was created successfully)
       j. OK >> OK
    7. Open drop down from Please select the database alias for the new contact set tables and select the above created new alias + enter a description (appears in the status bar of GoldMine e.g. Our Customers) + open drop down from Please select the database alias for the base GoldMine tables and select the above created new alias >> Next
    8. Tick option Copy data from currently active database >> Next
    9. Enter a Contact Set Code (Please be aware that this would be important for Synchronization and either after everything is up and running again GoldSync and Sites need to be adjusted or the Contact Set File Code needs to be reverted to the original value) >> Next >> Finish
    10. At the end of this process, a message appears Your data has been successfully hosted on the MS SQL database. Would you like to use the new MSSQL databases as the default GoldMine database? >> YES (in this specific scenario!!! As this will set the GM.INI to the new GoldMine base table set GOLDDIR)
    11. GoldMine requires a new log on as the GM.INI changed. Log in as a user with master rights
    12. A message appears Would you like to install Universal Search? Select as desired Yes or No (Please keep in mind that installing Universal Search may slow down the system until the Full-text search catalog is filled completely)
    13. Tools >> Databases >> Open Database
    14. Try to open the appropriate database >> this might be already the opened contact set if so a message appears this Contact Set is currently open.
    15. Recommended to clean up already the not necessary old Contact set and reset the Contact Set File code
       a. Highlight the previous used Contact Set  (make a note of the actual set File Code) >> Press Delete button >> Confirm Deletion (this will not delete the database but only the Contact Set information within GoldMine)
       b. Highlight the new used Contact Set >> Press Properties button >> in File Code enter the value you noted from previously used Contact Set (step 15.a.) >> OK >> Close
    16. Tools >> Options >> Login Tab
       a. Make sure that GoldMine database is set to newly created alias (should be already correct), if applicable select appropriate NEW database alias (from step 6.a)
       b. Make sure that Default Contact database is set to the newly created alias, if applicable select appropriate NEW database alias (from step 6.a) >> OK
    17. Help >> About GoldMine >> System >> verify that GoldMine Files and Contact Files are set to proper Alias (from step 6.a.) if this is not the case then go back to step 13 and perform all following steps again >> OK
    18. Tools >> Databases >> Alias Manager
       a. Highlight the old Alias >> Press Delete Alias button >> Yes >> OK
    19. Advise your users that there might be a message to select the correct contact set on their next start of GoldMine (COMMONDIR entry is also stored user specifically), inform them which contact set and alias they need to choose (although assuming that there would be only one contact set or at least identifiable contact set)
    20. Advise your users that any Microsoft Outlook integration must be adjusted for the new alias

       a. Start GoldMine as themselves

       b. Start Microsoft Outlook

       c. GoldMine menu/Ribbon
       d. Read GoldMine Settings >> OK >> Verify Options >> Close
    21. On the database backend, it is recommended to make a final backup from the PREVIOUS used database and then to delete it from MS SQL
    22. Make a first initial backup of the NEW database
    23. Sometimes it might be useful to run a full rebuild of the new database
       a. Log ALL users out of GoldMine
       b. Close any application that has an external link to GoldMine (e.g. Microsoft Word, Microsoft Outlook or Microsoft Excel, GoldSync, IIS)
       c. Open GoldMine as a MASTER user
       d. Tools >> Databases >> Maintain Databases
       e. All Database Files >> Next
       f. Leave default settings (Files in GoldMine Directory + Current Contact Set file) >> Next
       g. Tick the Option for Rebuild and Pack (ignore the upcoming message that this is usually not necessary for MS SQL databases >> OK) + Tick the Option for Sort the database file + Tick the Option for Verify the data and synchronization information  >> Next
       h. Finish
    24. Verify the original reported behavior again