How to delete incorrectly imported contact records into GoldMine en masse.

Version 1

    Details

     

    How to delete incorrectly imported contact records into GoldMine en masse.

    e.g. A large number of contacts were imported into GoldMine using the import wizard incorrectly and need to be deleted en masse versus one by one.

     


    Resolution

     

    - Please keep in mind that the below steps may also affect not imported contact records and it should be considered to add for example as many criteria as possible to a filter, for example also when a certain Interest, Source etc was imported which is matching all imported records.
    - the below steps are rather a possible scenario and cover only the minimal criteria CREATEON field.

    A.1. Create a filter/group of these newly imported contact records in GoldMine for example upon the "CREATEON" field:
    (Note: Any contact records created manually on the day of the import will be included in this filter. If these contacts need to survive, then a group can be created and these contacts can be manually excluded from the group)

    1. Tools >> Filters
    Note: The "View Filters:" will default to the logged in user and can be changed if desired
    2. New
    3. Name the filter on the "Properties" tab
    4. Select the "Build" tab
    "Field Name" = "Createon"
    "Operator" = "Equals to"
    "Value" = "yyyy-mm-dd" (e.g. 2015-01-15)
    6. Insert Condition > OK
    7. Right click the filter > "Count" to verify the correct contact record count

    A.2. as alternative to a Filter: Creating a Group to manually exclude contact records that are to remain in the database:

    1. Tools >> Groups
    Note: The "View Groups:" will default to the logged in user and can be changed if desired
    2. New Group
    3. Name the group > Ok
    4. Select "Filtered Records" > Next
    5. Select "Build Filter"
    6. "Field Name" = "Createon"
    "Operator" = "Equals to"
    "Value" = "yyyy-mm-dd" (e.g. 2015-01-15)
    6. Insert Condition > OK  
    7. Next > Next > Finish
    8. Highlight the new Group 
    9. All members of the groups will appear in the "Members:" window below
    10. Contact records that need to be excluded from the deletion can be highlighted > right click > "Delete"


    B. Deleting the contacts included in the above filter/group:
    (Note: Make sure to have a full running backup of the current database as a Microsoft SQL backup of your GoldMine database before any mass deletion is performed)

    Logged in as a user with master rights:
    1. Tools >> Data Management >> Delete Records
    2. "OK" to the warning
    3. Select "Delete ALL (filtered) contact records" > Next
    4. Select the filter/group from the drop down list > Next
    5. Select all the boxes
    6. Verify that the "Filter:" information at the bottom of the wizard is the desired filter/group otherwise don't proceed but use the < Back button in order to select the appropriate filter/group
    7. Type in the following in the field provided
    Delete ALL Contact Records
    8. Finish

    The Process Monitor will show the progress of the deletion