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guero · Experienced Miner

Hello --We have a LOT of templates in our system - both word merge and email. We are trying to figure out which ones are actively in use and which ones are dead and could be removed.

Can anyone tell me how we would be able to find out
1)when a template was last used,
2)how many times it has been used in the past year, the year before that, etc.

I noticed that for word merge templates the dialog has an entry for 'Save History'. I presume that corresponds to a character setting in the FLAGS field in the FORMS db but I have no idea where or how that history is saved.

For email templates I look in MAILBOX, see columns for MAILDATE and MAILTIME that show last updated, but there is nothing to indicate when they were last used or how many times they've been used.

Can someone help point to the tables where this info might be located. Thanks!

bgannett · GoldMine Guru

I think that a general solution would be to use SQL Queries to search for the templates, based on their subjects in the Conthist table.

guero · Experienced Miner

I thought of that. A downside is that Goldmine allows for multiple templates with the same title, both within each user's folder and across folders, so I couldn't tell for sure which one was used last. I was hoping there was a table that saved the recid of the template along with the date last used, or that tracked usage by recid. Is there anything like that available? For Word merges, or for email templates?

DJ · GoldMine Guru

Each user has their own Templates, and can utilize the Templates of others.

I think that your only recourse is to have each user go throw their Templates and to delete the ones they are not utilizing. Remember that they must delete both the Link which is in GoldMine, and the Template which is outside of GoldMine.

bgannett · GoldMine Guru

DJ has posted a good response providing each user has their own templates as opposed to everyone just using the Public templates.

guero · Experienced Miner

Thanks for the feedback. I had one follow up question. In the word merge template dialog there is a menu entry titled 'Save History'. What does that mean? Is there a place where the usage history is actually saved? Just curious.

Paul Laufer · GoldBox Guru

Save history means to create a history record on the current contact indicating that there was a form merged.