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combining duplicate records

 
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J.M.S



Joined: 05 Nov 2008
Posts: 9
PostPosted: Tue Jan 06, 2009 2:04 pm    Post subject: combining duplicate records Reply with quote
For no rhyme or reason, we have hundreds of duplicate contacts in GM (7.5 CE)
Everything I've seen says to shy away from Merge/Purge in GM itself, but I'm not convinced either of those is what we want to do anyways.
There is no definitive correlation between duplicate contacts such as activity date or create date, i.e. meaning I couldn't merge "old records" with new ones.

Basically I want to take the contact history from the record I don't need and just move it to the record I want to keep. I understand this will probably have to be a manual process, but is it worth it?

Thoughts/suggestions appreciated!

Jon
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bgannett



Joined: 14 Sep 2007
Posts: 2828
Location: USA
PostPosted: Tue Jan 06, 2009 2:39 pm    Post subject: Reply with quote
Run a SQL query to verify that you do not have duplicate accountno's in Contact1 table.

Get GoldBox (www.redstonesoftbase.com) and use it to merge/purge your dups.  It gives you many options to include merging the newest with the oldest record or merging the oldest with the newest record.

You should determine how and why you have dups.  There could be many reasons and we do not have enough information upon which to comment.

Make sure you backup your database before taking any action.
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Chad Smith



Joined: 13 Sep 2007
Posts: 526
Location: Southeast Michigan
PostPosted: Tue Jan 06, 2009 2:52 pm    Post subject: Re: combining duplicate records Reply with quote
J.M.S wrote:
For no rhyme or reason, we have hundreds of duplicate contacts in GM (7.5 CE)
Everything I've seen says to shy away from Merge/Purge in GM itself, but I'm not convinced either of those is what we want to do anyways.
There is no definitive correlation between duplicate contacts such as activity date or create date, i.e. meaning I couldn't merge "old records" with new ones.

Basically I want to take the contact history from the record I don't need and just move it to the record I want to keep. I understand this will probably have to be a manual process, but is it worth it?

Thoughts/suggestions appreciated!

Jon


Here's a post on how to merge two records together:

http://www.thegoldmineblog.com/2007/03/time-for-some-goldmine-spring-cleaning-with-mergepurge/
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Doug_Castell



Joined: 01 Jan 1970
Posts: 1948
Location: Los Angeles, CA
PostPosted: Tue Jan 06, 2009 6:14 pm    Post subject: Reply with quote
Quote:
You should determine how and why you have dups.


I agree.  

You can merge purge 10 times a day, but if you have three sales people synchronizing their PDA's in a two-way fashion with GoldMine, their Outlook at the office and their Outlook at home and expecting it all to flow smoothly, you'll just keep getting oodles and oodles of duplicate records.  Might as well hire a duplicate record merge person to sit and do it over and over -- unless you first figure out the cause of the problem.
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GoldMineRealEstate



Joined: 30 Oct 2007
Posts: 29
PostPosted: Wed Jan 07, 2009 12:47 am    Post subject: Duplicate account numbers found Reply with quote
[quote="bgannett"]Run a SQL query to verify that you do not have duplicate accountno's in Contact1 table.

GoldMine 6.760.70226 on Windows XP:

In one of my agent's PCs we discovered we have duplicate (pairs) Account Numbers on several records. Had a prblem using the manual merge-purge where GM would just hang. So investigating two records we intended to merge, I noticed that the ACCOUNT NUM displayed via Lookup -> Indexed Fields -> Account No.. that the two records had identical record IDs.

Not sure how that happened. History of this computer is that it has been synched over the years with an undocked license in the past, several different handhelds fromTREO, Pocket PC and now Blackberry as user upgraded to different units. A few months ago a tech had tried to retore some missing records from a reported corrupted GM install apparently from copying a GM data file (not sure which one) from an older back up set. (the user did not have a current backup set).
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GoldMineRealEstate



Joined: 30 Oct 2007
Posts: 29
PostPosted: Wed Jan 07, 2009 12:49 am    Post subject: Duplicate account numbers detected in GM database Reply with quote
[quote="bgannett"]Run a SQL query to verify that you do not have duplicate accountno's in Contact1 table.

GoldMine 6.760.70226 on Windows XP:

In one of my agent's PCs we discovered we have duplicate (pairs) Account Numbers on several records. Had a prblem using the manual merge-purge where GM would just hang. So investigating two records we intended to merge, I noticed that the ACCOUNT NUM displayed via Lookup -> Indexed Fields -> Account No.. that the two records had identical record IDs.

Not sure how that happened. History of this computer is that it has been synched over the years with an undocked license in the past, several different handhelds fromTREO, Pocket PC and now Blackberry as user upgraded to different units. A few months ago a tech had tried to retore some missing records from a reported corrupted GM install apparently from copying a GM data file (not sure which one) from an older back up set. (the user did not have a current backup set).
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DJ Hunt



Joined: 01 Jan 1970
Posts: 12666
Location: Fitchburg, MA USA
PostPosted: Wed Jan 07, 2009 1:14 pm    Post subject: Reply with quote
I strongly agree with Douglas. You want to make sure that your synchronizations are from GoldMine and to Outlook only. The bidirectional sync is a direct request for duplicates.
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