Monday, July 27, 2015

GoldMine : Out with the Useless

Useless Contact Records. They are a blight upon a fine GoldMine system!

You know exactly what I'm talking about; records with no History, records that haven't been touched in years. Records with no phone, no address, no email. How do they get in there? No, seriously. Why would you do this?

Here are a few different methods for identifying Garbage Records.

1.  Search for missing data. Simply, within the Search Center, use the "Is Empty" operator. Then just start searching for Contact, Lastname, Address, etc. The results may astonish you.

2. Search by LastContOn. This is the date of the most recent call to any Contact Record. It's available in the Search Center (way down that list next to "Search By"). Of course, you'll want to use the "Greater Than" and "Less Than" operators. So, if you search for LastContOn <= 01/01/2010, you get everyone that HASN'T had a call since 2010.

3. Search for missing history. This is done with an SQL query. Go to Tools | SQL Query and paste the following into the Query textbox.

This shows all records that have NO history whatsoever.

SELECT * FROM CONTACT1 WHERE ACCOUNTNO NOT IN
(SELECT ACCOUNTNO FROM CONTHIST)

This shows all records with no history since 2005.

SELECT * FROM CONTACT1 WHERE ACCOUNTNO NOT IN
(SELECT ACCOUNTNO FROM CONTHIST WHERE ONDDATE >= '01/01/2005')

Pro Tip : All these methods can be used to add records to a Group, which can then be used by the Delete Records Wizard.

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