GoldMine Web (GMWEB) - How to display 'system fields' like CREATON, ACCOUNTNO, STATUS etc. in GoldMine Web

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    GoldMine Web (GMWEB) - How to display 'system fields' like CREATEON, ACCOUNTNO, STATUS etc. in GoldMine Web

    [STEPS TO REPRODUCE]
    - with master rights
    1. Create a custom view for example Admin
    2. Place on the Admin view the following fields
    OWNER, STATUS, CREATEON, CREATEAT, CREATEBY, ACCOUNTNO, LASTUSER, LASTDATE, LASTTIME, RECID
    3. Browse to Bea Defkow
    4. Edit >> Record Properties >> Record-related Settings
    5. Tab Ownership
    6. Set Owner to MASTER (leave curtaining as None)
    7. OK
    8. Browse to the Fields tab and open via right click the Admin view
    9. Verify on Bea Defkow's contact record that the appropriate information appears and all fields are visible
    >> RESULT: As expected all fields are visible and also updated with the latest information (for example the Owner and Last Date/Last Time information)

     
    10. Restart IIS
    11. Log into GoldMine Web also as Master
    12. Browse to Bea Defkow's Contact record
    13. Open the Custom View >> Admin
    14. Verify on Bea Defkow's contact record that the appropriate information appears and all fields are visible
    >>  RESULT: Only the fields CREATEBY and OWNER are available, all other fields are not available

     







    Resolution

    [CAUSE]
    - Current GoldMine Web versions do not have the capability to display certain 'system fields' by intention
    - This is RM # 233197


    [WORKAROUND]

    - If there is a real business need to display one or some of those 'system fields' the desired fields need to be put in place via

    - It is strongly recommended to make sure to have a  full running backup of the GoldMine database prior any customization and  especially when the step 4 is necessary for updating existing contact records

    - Please keep in mind that after every customization >> adding new user defined fields or changes of the LOOKUP.INI a restart of IIS is necessary

    1. Creating and adding user defined fields for example UACCTNO, USTATUS, UCREATEON etc. (while all other user defined fields should reflect the base field's field type, e.g. CREATEON and UCREATEON as date fields, the LASTTIME, CREATEAT need to be set as character fields)
    2. Put those fields onto the Admin custom view and make sure to set the Update rights to the MASTER in the field properties
    3. Put a LOOKUP.INI in place which populates the user defined fields with the information from theses 'system fields'
    The below is only a sample LOOKUP.INI and may require additional adjustment

    [AutoUpdate]
    NewRecord=ucreateon, ucreateat, uaccno, urecidno, ulastdate, ulastuser, ulasttime, ustatus
    lastdate=ulastdate, ulasttime, ulastuser
    status=ustatus
    ;createon=ucreateon, ucreateat, urecidno, uaccno
    ; as this is only necessary for updating existing records, once the existing records are updated
    ; this can be deleted and applies only when new records are created

    [ucreateon]
    lookup1=contact
    otherwise=&createon
    Overwrite=0

    [ucreateat]
    lookup1=contact
    otherwise=&createat
    Overwrite=0

    [uaccno]
    lookup1=contact
    otherwise=&accountno
    Overwrite=0

    [urecidno]
    lookup1=contact
    otherwise=&recid
    Overwrite=0

    [ulastdate]
    lookup1=contact
    otherwise=&lastdate
    Overwrite=1

    [ulasttime]
    lookup1=contact
    otherwise=&lasttime
    Overwrite=1

    [ulastuser]
    lookup1=contact
    otherwise=&lastuser
    Overwrite=1

    [ustatus]
    lookup1=contact
    otherwise=&status
    Overwrite=1

    >> RESULT: Screen in GMPE for a new contact record and the same view in GoldMine Web:


     

    4. For existing records the Global Replace feature  should be used to update the already existing records with the user  defined field values via
    a. Tools >> Data Management >> Global Replace
    b. Exchange the values in two fields
    c. Select in both fields CREATEON
    d. Activate Update linked fields (based on Lookup.ini)

    e. All or desired filter of records to be globally replaced



    Additional Note:
    Please keep in mind that such customization should be documented and testing wherever possible on a test environment prior applying to a production system.