Goldmine contacts missing

Posted on 2009-05-04
Last Modified: 2013-11-15
I use Goldmine 6.5. Every month, I make a report of all contacts in our database. However, I recently noticed that some contact that showed up in the previous month's report, did not show up in this month's report. What could be the reason? Is it archiving? Can I retrieve these contacts back? My computer is running on Windows XP.
Question by:bobox00
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LVL 11

Expert Comment

ID: 24296370
It sounds like you're using GoldMine on a standalone PC, yes? Or are you on a network, sharing a database with other user?

Could be your database needs maintenance (i.e. File | Maintain Databases or Tools | Maintain Databases).

Or, if your report is actually based on a filter (could be internal to the report, if it's a custom report or modified report) it could be that these contacts no longer meet the criteria of the filter.

Author Comment

ID: 24296856
Goldmine is on a network, and only one user updates it. I only do monthly reports - I never add or remove. The user says she never deletes any contact, and I'm sure she wouldn't.
To generate my monthly report, in Goldmine, I go to Tools | Import/Export Wizard | Export Contact Records. Then I select five fields to be in the report, but specify no conditions whatsoever.
I will do the maintenance. This is still quite a mystery.

Author Comment

ID: 24298048
Its not a matter of criteria, because when I look up one of such contacts by name, the contact doesn't come up at all.
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LVL 11

Expert Comment

ID: 24299280
So the report you're generating is not in GoldMine? You mention that you export the data, and then run a report? What's the final report generation program? Crystal Reports? Excel? Access? Something else?

Its not a matter of criteria, because when I look up one of such contacts by name, the contact doesn't come up at all.

I infer from this that you can see the contact in GoldMine, but not in whatever you're exporting to -- is this right?

Author Comment

ID: 24299354
I export all contact records from Goldmine, but specify 5 fields to be displayed in the exported file - no criteria specified. Goldmine exports to a .dbf file, which I then view with Excel. In this month's report, I have narrowed down the missing contact to only one. No I need to find out exactly what happened to that one contact. The contact was in last month's report, but he's not in this month's report. I searched for him in Goldmine, he's not there either.

Are there any logs I could view to find out how this contact was removed?
LVL 11

Accepted Solution

stevengraff earned 500 total points
ID: 24301409
If the contact is not in GoldMine, there's no way it could be in your "report." You can't export it if it doesn't exist.

As a "best practice" you should make sure no one has deletion rights, nor merge/purge rights, nor master rights, other than yourself. Make sure your password is secure.

Even so, it's possible for a contact to "disappear" if someone were to simply update all a contact's fields, i.e. contact, company, phones, address, etc. This may be unlikely in your case... we usually see this only where a new, raw, untrained user does this, not realizing that they are overwriting an existing record.

There's no easy way to track down how a record was deleted, so don't get your hopes up. One chance would be to go to View | GoldMine Logs, then drill down to Contact File Logs, then Contact1. You'll see the company name on the right; possibly you can find the deletion record.

And ask your user(s) if they have done any kind of merge/purge operation. This operation deletes records (that's the "purge" part) and you don't need explicit deletion rights in order to do it.

Author Closing Comment

ID: 31577528
Thanks. You're very helpful.

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