10 Replies Latest reply on Mar 18, 2016 7:52 AM by PJohns

    territory access

    HTang1 Rookie

      hi.

      i'm the admin to goldmine premium 2013.1 and i am experiencing a problem where one salesperson's contacts are being accessed by multiple other salespersons.

      i've checked and both group membership as well as ownership are set correctly in user settings. i can't figure what is going on here. help please.

        • 1. Re: territory access
          Doug Castell Expert

          What is the curtaining level on the contacts?

          • 2. Re: territory access
            John Neighbors SSMMVPGroup

            Ownership settings for a given GM user, within their user settings, purely indicates what record ownership will apply for NEW records that THEY add to GM.  It really doesn't indicate what settings existing records may have.  Further, Ownership is one thing, Curtaining is another.

             

            I'd suggest you query the data in question, in regards to both Ownership AND Curtaining and see what results you get.  I'm short on time or I'd elaborate more.

             

            For starters, run this query in your system (changing Key3 to whatever field you use to designate your Sales Rep...I strictly used it as an example):

             

            select key3 as 'Sales Rep', owner, substring(status,2,1) as 'Curtain', count(*) as 'Count' from contact1 group by key3, owner, substring(status,2,1) order by key3, owner, substring(status,2,1)

             

            I highly suspect this will at least HIGHLIGHT your issue.  (Then resolving such is another story.)

             

            Hope this feedback helps. Please let me know if I need to clarify anything.

            • 3. Re: territory access
              HTang1 Rookie

              hi doug,

               

              i'm afraid i don't know what you mean. still new to goldmine. can you elaborate?

               

              thanks,

              hue

              • 4. Re: territory access
                HTang1 Rookie

                hi john,

                 

                thanks. i ran the query you gave me and for the salesperson in question, there are 2 results, one with a curtain of 0 and the other being 2. what does each mean? and how do i fix it so that access to customer records is restricted by ownership and group membership and 'sales rep' (key4 in my case)?

                 

                hue

                • 5. Re: territory access
                  HTang1 Rookie

                  hi john,

                   

                  nevermind, i found the curtain settings. searching the term 'curtain' in help yielded nothing, but 'curtaining' did.

                  thanks. i'll give it a go and let you know what happens.

                   

                  hue

                  • 6. Re: territory access
                    HTang1 Rookie

                    hi john,

                     

                    so i got it to work. thank you very much it is a curtaining issue.

                    can this be applied universally instead of 1 record at a time?

                    i basically what to change all 0's to 2's for all owners.

                     

                    and how would i set the default curtain to have a value of 2 for any new contacts created...by all salespersons?

                    • 7. Re: territory access
                      DHunt Specialist

                      I don't see it here, but you should consider putting Users into User Groups and assigning the Ownership of the Record to the User Group.  This should be done even if the Sales Person is the only one in the User Group in my opinion.  Always think about the future.

                      • 8. Re: territory access
                        HTang1 Rookie

                        hi dj,

                         

                        i think this is already the way it's set up. the "owner" value is not the same value as the salesperson. this is also true of the user group. each salesperson is assigned to a user group, and this user group is only assigned to a single salesperson.

                        in the lookup.ini file, we have values that define what "owner" each salesperson is related to. and when i do a territory realignment, i always explicitly assign ownership to match as well.

                        • 9. Re: territory access
                          John Neighbors SSMMVPGroup

                          Hue Tang,

                           

                          "can this be applied universally instead of 1 record at a time?"

                          The curtaining value on a given record is stored in the 2nd character of the 3 character STATUS field in the CONTACT1 table.

                          Although we do TONS of things directly in SQL (making sure to obey all business logic for GoldMine, etc.), this is one of those cases whereby I recommend most people simply use the Global Replace feature in GoldMine.

                           

                          When wanting to make GLOBAL Curtaining changes, simply reference an applicable Filter or Group (or do all records, if applicable), and then change the STATUS field (make sure it's the correct "Status" field and not a custom field by a similar name) to this value:

                           

                              left(contact1->status,1)+'2'+substr(contact1->status,3,1)

                           

                          When using the Global Replace wizard, choose the "Update a field using advanced options" AND "Evaluate Value as dBASE expression".

                           

                          "how would i set the default curtain to have a value of 2 for any new contacts created...by all salespersons?"

                           

                          For EACH GM ID, when editing the properties of that ID, click the Ownership button and set the "Record Curtaining" option as desired. 

                           

                           

                          The 2 that you reference is "Complete".  I presume the "New records owner" setting is already as it should be?!?!?

                           

                          Hope this feedback helps. Please let me know if I need to clarify anything.

                          3 of 3 people found this helpful
                          • 10. Re: territory access
                            PJohns Apprentice

                            To keep an eye on this I would create an "Admin" screen to the record that can only be viewed by the administrator. Add the Owner and Status field to the screen so you can quickly see the owner and curtaining that has been applied. Remember that the group name in  Owner will be slightly different to the group name E.G. Group Name = John Sales Owner = JOHNSA1. Also take a look at the lookup.ini which can be setup to apply owner and status automatically when the record changes.

                            1 of 1 people found this helpful