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proper use of global replace wizard to set ownership

proper use of global replace wizard to set ownership

proper use of global replace wizard to set ownership

(OP)
If you are familiar with my previous post I was advised to setup separate groups for each user and assign curtaining rights to each to limit access to each users history tabs. When done on an account by account basis this works wonderfully. But I do not have the patience to do this for each of the thousands of records. So following a guide I found (http://blog.presidiocorp.com/blog/2011/05/private-...) I attempted to make a global alteration for each user. Needless to say I am quite happy that the author advised a full backup prior to following his guide. The settings I used are as follows:

For update field Owner I used the name of the group the user was in
(BOB)

For update field Status I used the command string advised to assign as with no curtaining
substr(contact1->status,1,1)+"0"

the end result was that the user and all other users had no access to the history tabs and under record properties for any of the altered accounts it still showed as (public) whereas any of the manually altered accounts showed properly as (BOB).

Please feel free to point out my error so I don't have to do another database restore.

RE: proper use of global replace wizard to set ownership

When you updated the owner with (BOB), was (BOB) from a dropdown selection or did you manually type that in?

If you manually wrote it in (BOB) is just a label, what you need to do is figure out what the behind-the-scenes name is.

My recommendation is to go to a record that you want to have (BOB) assigned to and assign the group (BOB) to that records ownership. Then go to the Search center and add the Owner column to the layout. Use the value that you see there to determine what you should actually use within the Global Replace. We have a group named (ALL MEMBERS) and the behind-the-scenes is named "1all mem"

RE: proper use of global replace wizard to set ownership

(OP)
I did as you said and see that even though (BOB) was how it showed within the dropdown of groups, when I did a customer search I found that it is listed as 7BOB. Now I just have to wait for tonight when nobody is actively using Goldmine and can try this again. Thank you for the sagelike advice.

RE: proper use of global replace wizard to set ownership

You might be wiser putting all of your Users into a User Group, and then assigning the User Group to the record as is appropriate. Even if your User Group only contains a single UserID, it allows for additional UserIDs to be added later to the User Group without having to change Record Ownership.

DJ Hunt
Phone: (978)2-3333
WebSite: http://www.DJHunt.US

- GoldMine Premium - The Definitive Guide
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http://www.DJHunt.US

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