Using Copy/Move Records

Move a single record or a group of contact records to a Contact DatabaseClosed A collection of data fields and related tables, storing information that facilitates access and retrieval.. Copy/Move is a synchronization process. To copy or move only some of the records, build the appropriate filter or group first.

IMPORTANT: When copying or moving records that have cases linked to the records, they will not appear in the “Other” contact set.

NOTE: It is recommended that you back up your database before moving data.

For example, move contacts into an archive database, or copy records from a leads database to a customer database once the lead becomes a customer.

1. Select Tools > Data Management > Copy/Move Records. The Copy/Move Records Between Contact Sets dialog box appears.
2. From the Select Target Contact SetClosed Database consisting of the contact information: Contact1, Contact2, ContSupp, ContHist, ContGrps, ContUdef, Conttlog, and sometimes Lookup. GoldMine allows you to have more than one contact set drop-down list, select the Contact Database. The records copy or move from the open database.
3. In the Record Selection area, select either:

○ Current Record. Copies or moves the active contact record.

○ GroupClosed Fixed set of contact records that meet an initial set of conditions. Once selected, member records subsequently have instantaneous access to the subset. This method can be used instead of filters, to maintain a subset of data. of Contact Records. Copies or moves all records in the filter or group selected from the drop-down list.

4. In the Transfer Method area, select either:

○ Copy Records: Creates a duplicate of the records in the target contact set. The duplicate records have the same account numbers as the original records, and all associated notes, history, additional contacts, detail, and referral records also copy.

○ Move Records: Moves records from the current Contact Set to the target file. Records delete from the original file.

IMPORTANT: Shared data (such as Opportunities, Scheduled ActivitiesClosed A time-specific or event-based action linked to Contacts; for example: calls, appointments, letters, To Do tasks, or events that are assigned to users., and Cases) must be carefully considered before deletion. This data exists only once in the Base tables and is shared between all contact sets. If shared data is selected when deleting a contact record from one contact set that has been copied to another contact set, it will no longer be available from either contact set.
It is recommended that you use the copy feature only. Copy and verify the data in the new contact set, and delete the data that is not shared in the originating data set.

NOTE: Scheduled Activities, Opportunities, and E-mails (shared data) MUST be completed (filed) in the correct Contact Set. Otherwise, the History information will go into the wrong Contact Set.

5. If you selected Move Records, select Sync Deletions to mark moved records as deleted. Selecting this option marks the TlogsClosed The general name for the two types of logs: ContTlog and GMTlog. They track date and time stamps for changes to fields and the synchronization of the data. for the records as deleted and GoldMine does not recognize attempts by another GoldMine system to re-synchronize the records.
6. Click Details to read a description of the Sync Deletions option.
7. Click Go. The Copy/Move begins.

The ProcessClosed A sequence of two or more events, which are the step-by-step instructions that GoldMine evaluates to perform a defined series of activities. Also known as an Automated Process. Monitor displays progress in the process.