Once a user defined field is changed (extended in length) the GoldMine report where the field was originally added still shows data only with the original length

Version 1

    Details

    Once a user defined field is changed (extended in length) the GoldMine report where the field was originally added still shows data only with the original length

    [STEPS TO PREPARE]
    - on a demo database!
    1. Log in as Master
    2. Go To >> Reports >> Reports
    3. Select the own user from the User drop down
    4. Right Click on Contact Reports >> New
    5. provide a Report description for example Test + Provide a Report Filename for example Test


    6. OK
    7. Right Click on the new report >> Layout
    8. Right Click >> Insert >> Data Field (or alternatively F2)
    9. Select Database Name: Contact2  + Field Name >> Userdef02
    10. OK
    11. Drag and drop the field into the Sort 1 header
    12. Adjust display length as desired (you may use the whole page width just to make sure that the complete value will be displayed)


    13. Right Click >> Save or from Toolbar the yellow Save button or F10 in order to save the current layout
    14. Tools >> Configure >> Custom Fields
    15. Highlight USERDEF02 (which shows currently character 12) >> Button Properties
    16. Confirm the upcoming message Changing the field name or field type will DELETE ALL DATA stored in this field from all records in the database. Do you want to proceed? with Yes
    17. Change the Len value from 12 to 20


    18. OK
    19. Button Rebuild (in order to apply the changes) + OK
    20. Restart GoldMine again with master rights
    21. Go To >> Reports >> Reports
    22. Select the own user from the User drop down
    23. Repeat Steps 7. - 22. again, this time change the USERDEF02 to a Length of 30 characters
    24. Repeat Steps 7. - 13. again so that in the end on the report's layout the USERDEF02 appears 3 times

     


    [STEPS TO REPRODUCE]
    1. Browse to Bea Defkow
    2. Tab Fields
    3. Right Click >> Select Car custom view
    4. Enter into the User defined 2 field (should be now labeled as User Defined 2 field) the any value with 30 characters e.g. 1234567890ABCDEFGHIJ1234567890
    5. Go To >> Reports >> Reports
    6. Select the own user from the User drop down
    7. Double Click on the Test report from above steps in the Contact Reports tree
    8. Make sure to select Current Contact Only + Print Report Output to Window >> OK
    9. Verify the different lengths for the USERDEF02 field
    >> RESULT:
    - originally inserted USERDEF02 row shows 12 characters
    - the second inserted USERDEF02 row shows 20 characters
    - the third inserted USERDEF02 row shows 30 characters


     


    Resolution

    [REASON]
    - When the user defined field is inserted to the report layout it will also save it's current field length
    >> Therefore once the field properties are changed the field needs to be replaced on a GoldMine report's layout

    [STEPS]
    1. Make sure to have sufficient backups of the underlying report files
    Note Beside: usually the files are available in the shared GoldMine application folder, the location and file name of an individual report can be seen on the right upper pane in the Reports Center when highlighting the report 




    2. Go To >> Reports >> Reports
    3. Browse the specific report (you may need to select the appropriate User drop down)
    4. Right Click on the specific report >> Layout
    5. Highlight the original user defined field
    6. Right Click on the Field >> Edit >> Delete (or Del key)
    7. Right Click >> Insert >> Data Field (or alternatively F2)
    8. Select Database Name: Contact2  + Field Name >> Select the specific changed user defined field
    9. OK
    10. Drag and drop the field onto the original spot (where the field previously resided)
    11.  Adjust display length as desired
    12. Right Click >> Save or from Toolbar the yellow Save button or F10 in order to save the current layout
    13. Verify that the field shows now the expected amount of characters via executing the report against an appropriate contact record


    [CONCLUSION]
    - While it is always recommended to document any changes on user defined fields it is additionally recommended to add a further column in the documentation if such a user defined field is used on a GoldMine report as after modifying the field it will be necessary also to adjust the report accordingly.

    - Please keep in mind that GoldMine Technical Support does not recommend to change user defined field properties (even a warning message appears on the screen when trying to change the Field Properties), field changes other than for user defined fields are not supported in any way. (which means that this behavior also affects usually only user defined fields)