7 Replies Latest reply on Jul 3, 2017 10:54 AM by JErste

    Can I export the contents in the Notes tab?

    neocrm Apprentice

      Hi,

       

      Can I export the contents of the Notes tab in text format? So far the only way I can find to get the contents us to print a report.

       

      Thanks

      Neo

        • 1. Re: Can I export the contents in the Notes tab?
          John Neighbors SSMMVPGroup

          You can do it, using GM's export wizard (just pick NOTES out of the fields list), but by golly, may the Lord be with you on then trying to use that data in any reasonable manner.

           

          The export wizard bundles all the potentially MULTIPLE NOTES records into one set of output (into a single NOTES field), per GM record.

           

          Recognize that the notes can be all kinds of free-form data, with embedded carriage returns and line feeds, etc. The contents of the actual notes themselves can royally screw-up the layout/format of text files (CSV, etc.).

           

          It's similar to trying to export EMAILS to text files.  I have people asking for that all the time, but it flat doesn't make sense.  Large volume data with various line breaks and such just doesn't make sense to take to TEXT FILES.  (Not meaning to be critical of your request, just acknowledging the disjoint in realities here.)

           

          I realize you have a reason for asking for TEXT files, but I would avoid such like the plague.

           

          Ideally, I like dealing with NOTES (and email) type data as simply SQL-based data, copying and carrying SQL databases from one location to another, etc.

           

          Worst case, you can also export such to a DBF file, which still beats a TEXT file, hands down, when it comes to this type of data.

           

          I realize this may not be helpful feedback, but saying NOTES and TEXT file all in the same sentence causes me to cringe.

          • 2. Re: Can I export the contents in the Notes tab?
            neocrm Apprentice

            Thanks for the reply John, I did try exporting Notes using the wizard both to CSV and DBF but the export file is just blank. In the DBF file, there is a column called Notes but no data.

            • 3. Re: Can I export the contents in the Notes tab?
              John Neighbors SSMMVPGroup

              Hmmm, not sure what to suggest then. 

               

              Because I've been working with GoldMine for 20+ years, I know the product sometimes changes various facets without my potentially catching such.  Therefore, before replying yesterday, just in case something changed with exporting notes at some point that I may have missed, I went and did two exports from my local GoldMine (running GM PE 2017.1), both choosing ACCOUNTNO and NOTES as my only two fields, one to CSV and one to DBF.  In both cases, I then spot checked the exported data, including checking the results for some notes I added to a record just yesterday, as well some notes that have been in our GoldMine for well over a decade.  They all exported just fine (although still being the crazy notes reality that I shared to begin with).

               

              So, just why you are not getting notes exported, I could not say.  GoldMine definitely appears to support such. Sorry I couldn't be of more help.

              • 4. Re: Can I export the contents in the Notes tab?
                neocrm Apprentice

                Thanks again John, I will give it another try

                • 5. Re: Can I export the contents in the Notes tab?
                  neocrm Apprentice

                  The export still only shows a blank column under Notes, however, when exporting to DBF, a DBT file was also created, I opened the DBF file with Access and it brought in the notes from the DBT file as well and I can export the notes from Access to Excel.

                  • 6. Re: Can I export the contents in the Notes tab?
                    John Neighbors SSMMVPGroup

                    A DBT file is where dBase stores MEMO fields, such as NOTES, so that makes sense. I simply didn't mention that detail in my feedback yesterday, but that is how DBFs work. I simply use some DBF friendly utilities, which is essentially what you're doing using ACCESS.

                     

                    Still not sure why you couldn't see the notes in CSV files, but DBF is far cleaner anyway.

                     

                    Glad to see that you're moving along.

                    • 7. Re: Can I export the contents in the Notes tab?
                      JErste Specialist

                      Another approach is to use a SQL query ( SELECT * FROM [NOTES] ) from within GoldMine, then exporting the results directly to Excel by right-clicking on the result set and selecting the 'Output to > Excel...' option from the pop-up menu.  This will remove the HTML coding from the notes in the output.

                       

                      The resulting Excel sheet may have blank lines throughout.  These can be removed by using these steps:

                      1. Highlight the first column
                      2. Press F5
                      3. Click the 'Special...' button
                      4. In the 'Go To Special' window that opens, select the 'Blanks' option
                      5. Click the OK button.  This will change the selection so only the blank cells are highlighted.
                      6. Under the Home ribbon, in the 'Cells' section, click the down arrow below 'Delete'
                      7. Click the 'Delete Sheet Rows'.  This will remove the entire row for each of the blank cells.