How to create a custom field to differentiate between primary and additional contact records when exporting both simultaneously from GMPE.

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    When exporting BOTH primary and additional contact records in GoldMine Premium Edition at the same time it can be difficult to tell the difference between the two record types after the data has been exported. These steps will create a custom field which can be used to identify if the record is a PRIMARY contact record or not. 

     


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    Please Note: This process does require the use of multiple administrative tools in GoldMine Premium Edition, and it is required to make a FULL backup of the GoldMine SQL Database before some steps are taken. If you do not know how to backup your GoldMine SQL Database, or you do not know the status of the backups please DO NOT follow these steps without first confirming you have a good database backup.

    Also it might be possible that not all steps are required for example if a spare field is (still) available, for example the EXT fields or USERDEF01-USERDEF10, in such cases the first set of steps can be skipped 

    Steps to follow:
    The first set of steps is to create a custom field which will serve as a marker for if the contact record is a PRIMARY record or not. 
    1. Make sure all undocked users (if any) have synchronized successfully. 
    2. Make sure all users are logged out of GoldMine, and not attempting to log back in during this process. 
    3. Make a FULL backup of the GoldMine SQL Database in SQL Server Management Studio.
    4. Log into GoldMine as a user with MASTER rights. 
    5. In the primary contact view, right click in the contact information area and select "NEW FIELD"
    6. Choose the new field from the drop down menu - scroll down to the bottom of the list and select a not used Userdef field.
    NOTE: If no fields are available or all stock userdef fields are already in use, click on New Field button next to drop-down to create a new database field
    7. Click OK to place the new field in the main view.
    8. The window now changes to a screen design view. Drag the custom field to the location you want it to be displayed.
    9. Once placed, click off of the field to save the location.
    10. The field properties window opens.
    11. In the label used for other record type field, type the name you wish to be displayed in GoldMine for this custom data - example would be "PRIMARY"
    12. Click OK to save these changes. 

    The second set of steps is to populate this field with a value that will signify which records are primary records. This custom field does not exist for the ADDITIONAL contact in the contact record, so only the PRIMARY contact records will be affected in this process. 

    1. Make sure all undocked users (if any) have synchronized successfully. 
    2. Make sure all users are logged out of GoldMine, and not attempting to log back in during this process. 
    3. Make a FULL backup of the GoldMine SQL Database in SQL Server Management Studio. 
    4. Log into GoldMine as a user with MASTER rights. 
    5. Click on TOOLS>>DATA MANAGEMENT>>GLOBAL REPLACE.
    6. The Global replace wizard opens. 
    7. Select the option to replace a field with a value, and select NEXT.
    8. In the replace field drop-down menu, select the custom field created in the previous steps.
    9. In the With Value field, type in the word 'YES' 
    10. Click NEXT.
    11. Review the changes about to made, and click NEXT.
    12. Select which contact records should be modified by this process. Default option is ALL Contact Records, but you can also select a filtered set of contact records, or a contact record group from this drop down.
    13. Click FINISH to replace the field with the data as specified. 

    With this completed, users can now include the custom field labeled PRIMARY in exports. Only the primary records will have this data included, which will make it very easy to tell the difference between primary and additional contacts when looking at the exported results.