Clearing User Activity List

Hi,

Ive got a user in Goldmine which has a lot of old items in their activity list which needs to clear out/deleted but Im only able to delete one at a time, is there a way where we can highlighted more than one and delete in one go? Ive highlighted more than one but when we hit delete, it only deletes one of them?? Ive included a screenshot of the activity list.

Thanks

Activity-List.jpg
daiwhyteAsked:
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GMGeniusSoftware Development Manager/DeveloperCommented:
Right click on the list and select - Options - Auto Update

there you can select to delete or complete en mass
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daiwhyteAuthor Commented:
Ok, I tried this and highlighted a handful of activities (not all of them) and it worked. I tried it again with twice has much and when the auto process screen appears, it just freezes?

Any ideas?
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GMGeniusSoftware Development Manager/DeveloperCommented:
Did you wait for it to complete?

You might want to try to re-index, and i say re-index not re-build - all users will have to be out of GM when you do this

File > Maintain databases > individual files > all files > next > next > force all users to exit!
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daiwhyteAuthor Commented:
I did leave it for about 10 mins. I will wait for tonights backup to run and then do a re-index.
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automationstationCommented:
You can also use GoldBox to purge activities or history, etc.
www.redstonesoftbase.com
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GMGeniusSoftware Development Manager/DeveloperCommented:
GoldBox is not a user friendly application. and its overkill for 1 task.

GoldBox is a Consultants tool , I use it alot myself

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stevengraffCommented:
If no one's synchronizing a remote copy of your database you could do this through the "back end" using

delete from cal where userid = 'JOE' and ondate < '1/1/2010'

or equivalent (substitute actual GoldMine user name and actual date you want to use as your cutoff)
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automationstationCommented:
That is why I recommended GoldBox which is sync aware. It is a powerful tool for importing, exporting, group building and data manipulation. I sell GoldBox with every copy of GoldMine.
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GMGeniusSoftware Development Manager/DeveloperCommented:
As I said though GoldBox is not a end user tool. it is too complicated for such a simple task, and besides

GoldMine can delete these activities, and if it cant then there must be an issue with indexes or performance.

Infact, if this is not a syncing system. you can safely truncate the TLOG tables, these can often cause sstem performance issues.

I stress here only do this if you are not using Sync , if you do this you will loose information on what data was changed and as such the changes will not be syncronized to the remote users.

Open your SQL Managment studio and open a query and select the GoldMine database
Type in and execute

Truncate table GMTLOG
Truncate table CONTTLOG

If you have never done this before and you have been using GM for a long time, these tables are likely to hold a huge volume of records.
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automationstationCommented:
I know "you" think GoldBox is not an End User tool, but I disagree. For this one task, GoldMine should be able to accomplish the goal, but you don't know (and neither do I) what other tasks this GoldMine user may be needing. This is a good tool for any GoldMine admin. Another great tool is Inaport (http://www.inaplex.com).

I am just giving the poster some options... you already gave him the "GoldMine Solution".
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GMGeniusSoftware Development Manager/DeveloperCommented:
Fair comment automation,

appologies if i sounded negative, that was not my intention :-)
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stevengraffCommented:
GoldBox is an absolutely wonderful data manipulation tool!

However, I would never recommend it to an end-user with a fairly simple objective in mind. There is a steep learning curve and, sometimes, a steep investment in just getting it installed.

On the other hand, Dave, I think, does not work with a Solutions Partner, and seems to be doing some fairly advanced stuff with GoldMine. GoldBox could be a good investment. Just be sure to practice a little on an off-line copy of your production database, and always have a good backup on hand, so you can do a restoration in case you make a mistake.

Again, I don't remember if you're synching or not, but gmgenius's idea about clearing the t-logs and reindexing does make sense. And, if you have access to the back-end, my sql delete statement will have you all fixed up in less time than it's taken me to type this.
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daiwhyteAuthor Commented:
Since trying to delete the entries, we have experienced some performance issues with Goldmine so I think there is some housekeeping needed to sort this out (had to reboot the server today for the first ime ever during the day as a result). Since rebooting the server, everything was fine for about an hour but actions are starting to take some time to complete.

Steven is right in his assumption that Im not working with a Solution Partner and Im learning everything has a go along. To be honest, Goldmine has been great to date, most queries which Ive raised have be covered off by all people in this thread but Im the first to say, my knowledge and experience is nowhere near any of your level. All your suggestions above sound great but they do fill me with a little fear.

To recap, I still need to remove the activities from the user in question after which I think I need to carry out the some of the suggestions above the keep the database in good shape. Now that we all know my skill level, can we come up with a solution which fits my ability guys?


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automationstationCommented:
Do you have laptops or other GoldMine sites that sync with the GoldMine Server? Handhelds syncing with GoldMine server?
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GMGeniusSoftware Development Manager/DeveloperCommented:
I suggest you follow my previous tips on truncting the TLOG tables above , if you DONT have sync users
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daiwhyteAuthor Commented:
we have no remote users or laptop users, there is 10 machines in the office and they are connect to Goldmine via the lan. Im not aware of any sync users.

GMGenius, can this process you mention be done whilst users are in the logged in?
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daiwhyteAuthor Commented:
also, does it take a long time for the scripts to complete?
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automationstationCommented:
If you are comfortable in the SQL Query window in SQL Studio Management, you can get the select statement to get the records that you want and then change it to a delete statement (but be careful with delete statements... if you forget a "where" clause, you will whack the whole table.)

As an example... the select statement:

select * from cal where userid = 'ERIC' and rectype = 'C' and ondate = '03/24/2010'

... finds all Scheduled Calls for Eric for today.... then look at those records to verify that this list is what you want to delete... then, once comfortable with what your select statement is finding, you can then just change it to a delete query.

delete from cal where userid = 'ERIC' and rectype = 'C' and ondate = '03/24/2010'

... but be sure your select statement is finding what you want or otherwise, you will delete too much.
 
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GMGeniusSoftware Development Manager/DeveloperCommented:
Yes you can truncate the tables while users are using the system with no worries

no they shouldnt take too long

Just out of interest, before you truncate the tables, run these

select count(*) from gmtlog
select count(*) from conttlog

just to see how many records they contain , also check the database size before and after.
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daiwhyteAuthor Commented:
Attached is the select results, Ive backed up the database and its current size is 2.6Gb

So, I think Im ready to run the following commands

Truncate table GMTLOG
Truncate table CONTTLOG

After running this, will it resolve the performance issues which started after I removed entries from the activity lists?
select-station.jpg
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GMGeniusSoftware Development Manager/DeveloperCommented:
It should help, i would say solve
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daiwhyteAuthor Commented:
Ok, ran the script and it was over in a second! Did another backup of the database and it shrank to 1.6gb.

I tried to remove more of the unwanted activities in the above mentioned user but the auto process monitor is not moving, Ive left it for at least 10 minutes.

Any ideas why Im not able to delete these activities?
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stevengraffCommented:
1. Could be that your Calendar table has some "issues" that might be resolved by re-indexing or, even, rebuilding it. (Try the individual table option in the Maintenance Wizard.)

2. Could be that GoldMine is just plowing through them... how many do you have? select count(*) from cal where userid = 'joe' will tell you. If you have several thousand, it could take a while (though it's probably done by now, I'd expect!).

3. Keep in mind that as GoldMine deletes a cal record, it also creates a tlog record, so it has more work to do than the simple delete query (as per my post above).

4. If all efforts to do this from within GoldMine don't pan out, using the delete query is a viable option, as you're not synching.
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GMGeniusSoftware Development Manager/DeveloperCommented:
I would be inclind to think you have a large volume to delete and you just need to wait it out.

If you are curious you could run an SQL profile trace and see if GoldMine is actually doing the delete process. Of even as steven suggests , count how many are there and re-issue the query a few mins later and see if that changes.
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daiwhyteAuthor Commented:
Ok, despite the truncating of the log file as per GMGenius suggestions, we are still experiencing slow responses within the product and its now becoming a real issue.

I think I need to do the re-index next, what do you all think?
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stevengraffCommented:
Yes, David, do reindex.

Reindexing is the first line of defense against declining performance (and other problems). It's easy, quick, and free!

Most systems we set up we configure (in SQL) to automatically reindex every night at 1am; but that's a seperate discussion.

For now, from within GoldMine: File | Maintain Databases | All | Next | Next | Next | Finish
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daiwhyteAuthor Commented:
Its done, Im just waiting on feedback from the users.

I already have some maintenance plans in SQL which run each day, I wonder if thats what your talking about (can start another thread for this I thinks?)
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daiwhyteAuthor Commented:
Not worked, users still saying slow responses when changing status on records and amending activity lists.

Starting to be a massive problem now. What would be the next bit of advice guys?
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stevengraffCommented:
Well, the main thing addressed in this thread has been your cal table and your tlog tables, neither of which would be expected to impact anything related to "changing status."

So, whatever's causing the slowness is likely a coincidence related to some other problem on your network or server.
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daiwhyteAuthor Commented:
Ok, Im going to close and award points and open up a new thread
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