GoldMine Dashboards, after setting up a Year's drop down list, the year's values are multiple times available, why is this and can it be changed?

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    GoldMine Dashboards, after setting up a Year's drop down list, the year's values are multiple times available, why is this and can it be changed?

    [PRE-REQUISITS]

    - Having a custom dashboard which contains a Year drop down which is based on the same Data Source as the graph, list etc. with the real data -  the below screenshots show a simple custom dashboard which provides the amount of records created of type Prospects in a list view and the user should be able to select a certain year from the drop down which refreshes the list with the appropriate results.

    [STEPS TO REPRODUCE]
    1. Go To >> Dashboards
    2. Browse to the specific dashboard (here Prospects - Contact count)
    3. Open the drop down and verify how often there appears 2014

    >> RESULT:
    a. The drop down offers 5 times the year 2014


    b. the results for all 2014 selections from the drop down are the same and correct


    4. Open the drop down and verify how often there appears 2015

    >> RESULT:
    a. The drop down offers 2 times the year 2015


    b. the results for all 2015 selections from the drop down are the same and correct


    the results are verified as correct by a SQL query:

     


    Resolution

     

    [CAUSE]
    - The current Year drop down list is based on the creation date (CONTACT1->CREATEON) of the contact records and the Dashboard is setup also to consider the Month part of the creation date. This leads to the fact that for example contacts created in January 2015 and February 2015 are treated is 2 possible drop down entries for 2015 (and depending on a larger GoldMine database in which in every month matching records were created the corresponding year value would appear per each month, means at maximum up to 12 entries for one year entry)

    [RECOMMENDED RESOLUTION]
    - Change the existing Data Binding of the Year drop down to have more ‘static’ years drop down values

    >> GoldMine default dashboards provide already such a setup which can be used for this matter
    >> on very large or complex dashboards the performance should be much faster with a simple list than to query all records for their CREATEON->YEAR-part, which would be necessary only for generating the drop down list for the year and not providing any other real data

    [STEPS]
    - there might be different steps to resolve this, the following approach is to use already existing 'Years' drop down possibility, especially as they also additionally provide All, Current, Next and Last entries

    A. Make sure to have a full running backup of the GoldMine database
    B. It is strongly recommended to have also a backup of the existing dashboard via the Export feature (further information via Online Help >> Help >> GoldMine Help >> Administration Guide > Dashboards Management > Import and Export Dashboards) and/or create a copy of the current custom dashboard (further information via Online Help >> Help >> GoldMine Help >> Administration Guide > Dashboards Management > Dashboard Management > Creating a Copy of a Dashboard.
    C. Either you take the existing Data source for Years or you create a new one for the drop down manually (further information via Online Administration Guide > Dashboards Management > Data Source Management > MD_Manage_Data_Sources) or alternatively create a copy of the existing dashboard with copying also the data sources and then Edit the desired data source through the Data Source Manager again, as the current available Year drop down should be sufficient for a lot of needs and does not need to be adjusted in most cases it can be simply taken here

    1. Go To >> Dashboards
    2. Browse to the desired Dashboard (for example Copy_from_Prospects - Contacts count)
    3. Design Button (to open the dashboard designer)


    4. Highlight the Drop Down list2 (for Year)
    5. at the bottom right pane open the + Data Binding or alternatively Right Click on the Drop down list2 >> Edit Data Binding (which will also expand the bottom right Data Binding Property)

    a. Change Data Category from Contact Details to Manually typed (this will wipe out the Data Source, Text Field, Value Field)
    b. Change the Data Source to Years (or the own created or self created manually typed data source for this matter)
    c. Change the Text Field from to text
    d. Change the Value Field to value

    6. Button Save (to save the changes)
    7. Button View (to leave the Dashboard Designer again)
    8. Verify the new Year drop down list


    >> RESULT:
    a. The drop down offers now the years only one time


    b. additionally further selections are possible for example Current, Last, All

    c. the results for the selected year from the drop down are correct