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E-mail archive / recovery strategy
PostPosted: Sun May 08, 2011 9:15 am Points: 0 Reply with quote
JimGunther
GoldMine Journeyman
Joined: 02 Jan 2008
Posts: 45




Believe it or not, I have never archived e-mails.

I'm running the last D-base version - single user - no syching or any special stuff

Ignorance is bliss but, the 2 gig limit appears to have just bitten me. D-Base maint is good on every file - EXCEPT mail.

The good news, I've got multiple (fairly) current back ups but, I'd like to preserve as many of the latest / most current e-mails.

So, can I - SOMEHOW - restore a good version of the mail files (let's say 4/15/11) - archive-off a lot of stuff -then - recover e-mails received SINCE 4/15/11.

Thanks for any info (and encuraging words).
Jim

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PostPosted: Sun May 08, 2011 1:06 pm Points: 0 Reply with quote
JimGunther
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Joined: 02 Jan 2008
Posts: 45




As a supplement to my earlier enquiry:

If I'm able to archive old e-mail messages, will the "header / subject" remain attatched to the contact record (So I can tell there's an archived message somewhere)?

I was intending to archive
1.) (actually, I could delete) all of the misc mail that is not associated (linked to) any contact record
2.) All e-mails prior to a certain date - received prior to May 1, 2008

Any suggestions what either (or both) filter would look like?

TIA Again, Jim

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PostPosted: Sun May 08, 2011 6:15 pm Points: 0 Reply with quote
BobTaylor
GoldBox Guru
Joined: 07 Sep 2007
Posts: 1216
Location: Jacksonville, FL




On my web site page for Views

http://www.goldboxbob.com/examples0.html

there is a link (with a red note about the existence of instructions) for doing the Archiver. As for recent messages, the best I can tell you is to make a fresh backup and hope for the best. If you are at the 2GB barrier, you'll have to rebuild the Mailbox table first. Hopefully you won't lose much, but if you are certain that you have, you could use the Mirror Update to put messages back in, after you've done your archiving, and the rebuild that follows that. That's a very time-consuming process, but it works.

You will have to do something different from my directions to be able to leave the History pointer for Archived E-mail in GoldMine. You will select the option for NO deletions when running the Archiver; then follow with a Global Delete of the Mailbox table, using the same filter you used with the Archiver and the optional checkboxes that will give you what you want.

CAUTION on trying to remove unlinked E-mails. It can be done, but it requires a special filter. If you don't get it right, you can find that you have deleted Mailbox folders, E-mail Templates and all sort of other things. Recommend that you go with a GoldBox pro for that.

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PostPosted: Sun May 08, 2011 6:37 pm Points: 0 Reply with quote
JimGunther
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Joined: 02 Jan 2008
Posts: 45




Hey Bob,

Thanks = I hadn;t seen that thumb view earlier.
I'll probably run the process tomorrow..

I get the impression (from your note below) that having a reference to the archieved e-mail is not the way things are usually done and -maybe- beyond my abilities - Yes?.
BTW: I was thinking of the kind of "the body of this e-mail is missing" but the subjewct line still shows, not do-able?


>>>>>You will have to do something different from my directions to be able to leave the History pointer for Archived E-mail in GoldMine. You will select the option for NO deletions when running the Archiver; then follow with a Global Delete of the Mailbox table, using the same filter you used with the Archiver and the optional checkboxes that will give you what you want.

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PostPosted: Sun May 08, 2011 6:48 pm Points: 0 Reply with quote
BobTaylor
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Posts: 1216
Location: Jacksonville, FL




As I was writing the instructions, I felt the need to simplify as much as possible, so I left that option out. When I do archiving for a client, leaving the pointer in there is common. I don't mean it's beyond your abilities.

If you leave the History record there and the E-mail is gone, you will get that message. Because the History record is there, its Ref is there.

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PostPosted: Mon May 09, 2011 1:29 am Points: 0 Reply with quote
JimGunther
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Joined: 02 Jan 2008
Posts: 45




I frustrate myself with the "simple" stuff.

Duplicating the screenshot, (changed date to *12/31/2001* (Yes with the asteriks) changed folders to Hist2002, Emal2002, and Link2002
the screen where I create the expression says "Not valid expression....etc...

Forced to to run and get "Expression expected
line 239

Tried again:

Got rid of the "CtoD" par of the expression and the astericks RESULT = Falso (Which, I guess, is good a valid expression, no?)

seemed to run OK - examined 575,458 of 575,458
"Done 0 Attach 0"

Looks like the expression isn't "catching" anything.

Suggestions?

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PostPosted: Mon May 09, 2011 2:49 am Points: 0 Reply with quote
BobTaylor
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Joined: 07 Sep 2007
Posts: 1216
Location: Jacksonville, FL




You'll need to post the LifeRing of the Setup.

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PostPosted: Mon May 09, 2011 6:18 am Points: 0 Reply with quote
JimGunther
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Joined: 02 Jan 2008
Posts: 45




BobTaylor wrote:
You'll need to post the LifeRing of the Setup.


Now I REALLY feel dumb.

The life ring didn't seem to be where I expected to find it. (Usually at the top of the set-up page if doing an import or a merge / purge.)
I'll post it as soon as I find it.

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PostPosted: Mon May 09, 2011 6:33 am Points: 0 Reply with quote
BobTaylor
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Joined: 07 Sep 2007
Posts: 1216
Location: Jacksonville, FL




I'm assuming that you have a relatively recent version of GX5. Point to the area of the setup screen directly to the left of the SAVE button. Right click and select Save, LIFE RING document

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PostPosted: Mon May 09, 2011 7:40 am Points: 0 Reply with quote
JimGunther
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Joined: 02 Jan 2008
Posts: 45




Thanks Bob,

I'm not certain I EVER 'woulda found the life ring for this process<G>

Here's the life ring from several processes (NONE of which gave me what I expected)



WINDOWS System: Windows NT version 5.01
FREE DiskSpace: 109,880.275 Megabytes
B D E Version: 5.1.1.1
Folder: C:\Program Files\Borland\Common Files\BDE\IDAPI32.CFG
GOLDMINE Versn: 6
Exe: c:\goldmine
GMbase: c:\goldmine\gmbase
User: JJG
Sync: ON
GOLDBOX-5 Vers: 2011-A
Folder: c:\goldbox5
Serial #: 5G000087
Licensee: HARVARD AIMES GROUP

OPERATION: HISTORY/EML ARCHIVE
Category: HIST-ARCHIVE
Description: History E-mail Archive
Launch ID: HA593AM

CONTACT FILE: c:\goldmine\common\
CALLS: NO
LETTERS: NO
LIT REQUESTS: NO
APPOINTMENTS: NO
EVENTS: NO
TO DOs: NO
NEXT ACTIONS: NO
OTHER ACTIONS: NO
SALES: NO
EMAIL MESSAGES: YES
FILTER: Conthist->Ondate<=1/31/2011
PREVIEW COUNT: NO
DRY RUN: NO
ARCHIVE PATH: c:\goldbox5\aHistEml
HISTORY TABLE: HIST2002
EMAILS TABLE: MAIL2002
LINKS TABLE: LINK2002
DELETE ATCHMTS: NO
3-VIEW CREATED: NO

(END OF LISTING) Created 05/09/2011 10:09:33 AM

[b]Tried Dupe of your set up example DATE 12/31/2001[/b

]WINDOWS System: Windows NT version 5.01
FREE DiskSpace: 109,880.029 Megabytes
B D E Version: 5.1.1.1
Folder: C:\Program Files\Borland\Common Files\BDE\IDAPI32.CFG
GOLDMINE Versn: 6
Exe: c:\goldmine
GMbase: c:\goldmine\gmbase
User: JJG
Sync: ON
GOLDBOX-5 Vers: 2011-A
Folder: c:\goldbox5
Serial #: 5G000087
Licensee: HARVARD AIMES GROUP

OPERATION: HISTORY/EML ARCHIVE
Category: HIST-ARCHIVE
Description: History E-mail Archive
Launch ID: HA593AM

CONTACT FILE: c:\goldmine\common\
CALLS: NO
LETTERS: NO
LIT REQUESTS: NO
APPOINTMENTS: NO
EVENTS: NO
TO DOs: NO
NEXT ACTIONS: NO
OTHER ACTIONS: NO
SALES: NO
EMAIL MESSAGES: YES
FILTER: Conthist->Ondate<=CtoD(*12/31/2001*)
PREVIEW COUNT: NO
DRY RUN: NO
ARCHIVE PATH: c:\goldbox5\aHistEml
HISTORY TABLE: HIST2002
EMAILS TABLE: MAIL2002
LINKS TABLE: LINK2002
DELETE ATCHMTS: NO
3-VIEW CREATED: NO

(END OF LISTING) Created 05/09/2011 10:19:20 AM

Same as Prev Sep up with ref “CtoD “ removed

WINDOWS System: Windows NT version 5.01
FREE DiskSpace: 109,879.939 Megabytes
B D E Version: 5.1.1.1
Folder: C:\Program Files\Borland\Common Files\BDE\IDAPI32.CFG
GOLDMINE Versn: 6
Exe: c:\goldmine
GMbase: c:\goldmine\gmbase
User: JJG
Sync: ON
GOLDBOX-5 Vers: 2011-A
Folder: c:\goldbox5
Serial #: 5G000087
Licensee: HARVARD AIMES GROUP

OPERATION: HISTORY/EML ARCHIVE
Category: HIST-ARCHIVE
Description: History E-mail Archive
Launch ID: HA593AM

CONTACT FILE: c:\goldmine\common\
CALLS: NO
LETTERS: NO
LIT REQUESTS: NO
APPOINTMENTS: NO
EVENTS: NO
TO DOs: NO
NEXT ACTIONS: NO
OTHER ACTIONS: NO
SALES: NO
EMAIL MESSAGES: YES
FILTER: Conthist->Ondate<=(12/31/2001)
PREVIEW COUNT: NO
DRY RUN: NO
ARCHIVE PATH: c:\goldbox5\aHistEml
HISTORY TABLE: HIST2002
EMAILS TABLE: MAIL2002
LINKS TABLE: LINK2002
DELETE ATCHMTS: NO
3-VIEW CREATED: NO

(END OF LISTING) Created 05/09/2011 10:28:37 AM

Set up removed asterisks - ran operation but no records found

WINDOWS System: Windows NT version 5.01
FREE DiskSpace: 109,879.939 Megabytes
B D E Version: 5.1.1.1
Folder: C:\Program Files\Borland\Common Files\BDE\IDAPI32.CFG
GOLDMINE Versn: 6
Exe: c:\goldmine
GMbase: c:\goldmine\gmbase
User: JJG
Sync: ON
GOLDBOX-5 Vers: 2011-A
Folder: c:\goldbox5
Serial #: 5G000087
Licensee: HARVARD AIMES GROUP

OPERATION: HISTORY/EML ARCHIVE
Category: HIST-ARCHIVE
Description: History E-mail Archive
Launch ID: HA593AM

CONTACT FILE: c:\goldmine\common\
CALLS: NO
LETTERS: NO
LIT REQUESTS: NO
APPOINTMENTS: NO
EVENTS: NO
TO DOs: NO
NEXT ACTIONS: NO
OTHER ACTIONS: NO
SALES: NO
EMAIL MESSAGES: YES
FILTER: Conthist->Ondate<=(1/31/2011)
PREVIEW COUNT: NO
DRY RUN: NO
ARCHIVE PATH: c:\goldbox5\aHistEml
HISTORY TABLE: HIST2002
EMAILS TABLE: MAIL2002
LINKS TABLE: LINK2002
DELETE ATCHMTS: NO
3-VIEW CREATED: NO

(END OF LISTING) Created 05/09/2011 10:32:59 AM

Changed date to 1/31/2011 thinking I would, perhaps, harvest KNOWN e-mails dated 1/31/11

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PostPosted: Mon May 09, 2011 8:11 am Points: 0 Reply with quote
BobTaylor
GoldBox Guru
Joined: 07 Sep 2007
Posts: 1216
Location: Jacksonville, FL




You told me that you got rid of the CtoD() around the date, which was a mistake. That expression should look like this:

Code:
 Conthist->Ondate<= CtoD("01/01/2011")


You should use the calendar provided in the Expression Builder when entering a date. I don't have time to look through additional setups; the first one should work, once you fix the filter. If it doesn't, that suggests there's a problem. Did you backup and rebuild your Mailbox file? Naturally, this can only be done when everyone is out of GoldMine. The example I put on the web does NOT assume that you have already hit the 2GB wall, and I think you said you have. I think I've gone about as far as I can in this venue. Recommend that you contact a GoldBox specialist for fee-based help.

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Bob Taylor Consulting
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PostPosted: Mon May 09, 2011 8:25 am Points: 0 Reply with quote
JimGunther
GoldMine Journeyman
Joined: 02 Jan 2008
Posts: 45




Thanks Bob - I appreciate you spending as much time as you have already.

Maybe my eyes are getting worse but, I thought there were asterisks arund the date in one of the example.

I'll post any developments

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PostPosted: Mon May 09, 2011 8:33 am Points: 0 Reply with quote
BobTaylor
GoldBox Guru
Joined: 07 Sep 2007
Posts: 1216
Location: Jacksonville, FL




When I do this kind of work for clients, I do it at night or on the weekend. Too many details can bring things to a halt, and cost a busy office a day's productivity if you don't do it that way.

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Bob Taylor
Bob Taylor Consulting
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www.goldboxbob.com
Consulting with GoldBox and GoldMine since 1997.
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PostPosted: Mon May 09, 2011 9:37 am Points: 0 Reply with quote
JimGunther
GoldMine Journeyman
Joined: 02 Jan 2008
Posts: 45




Just FYI:

Removing the asterisks (Don't know where THEY came from??) seemed to do the trick.

Now trying to 'figger the Views, taskbars, and other stuff I've managed to avoid using all these years.

I'll post as the discoveries unfold<G>.

Thanks again (BTW: Seems like you're up in the middle of the night too.)

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PostPosted: Mon May 09, 2011 9:50 am Points: 0 Reply with quote
BobTaylor
GoldBox Guru
Joined: 07 Sep 2007
Posts: 1216
Location: Jacksonville, FL




What you are seeing as asterisks are actually double-quotes, just as in the example I pasted in for you, above. The quotes are an essential part of the expression, but if you'll use the calendar when building the expression, GoldBox will configure it for you properly.

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Bob Taylor Consulting
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www.goldboxbob.com
Consulting with GoldBox and GoldMine since 1997.
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