Simple Document Numbering Question

[kpoor]

Please have patience with me - I am a newbie!

I have been tasked with creating a document numbering system for our small company. Currently, all useres consult a list, cross off the last number, and manually enter the number into their document. (Keep in mind - very small company!) Not all documents will be associated with the contact - there is not enough "discipline" to do that.

I have created a simple Excel spreadsheet to do this. I believe it can be placed in the Info Center to be used by all. However, I have been asked to create a table within Goldmine to access the doc number, and not use an "add-on". The Table would contain DocNum, Username, ContactName, DocTitle. I don't believe that this can be done as you cannot build new databases with Golmine, you can only populate the database that comes with Goldmine and as I mentioned, all documents are not associated with a contact.

Can I create a new table with this info in GoldMine? Thanks in advance for your response. -Kris

 

[richardy]

The issue here is really that the users wont link the documents into GoldMine. If they did that then you could use a mechanism called COUNTER. This accounts (funny this) like a counter that will add 1 or however many to a given variable eg if you went to the comments tab right clicked, clicked new and entered ~ltrim(str(counter("DOC",1))) and then select it, you'll see that it adds one each time.

Now you can either put this into a template as a field to be merged ie insert a field, right click on it and select TOGGLE FIELD CODES you'll now see something like { DDEAuto GoldMine Data &Contact \*CHARFORMAT }

You can alter the bit of & to &LTRIM(STR(COUNTER("DOC",1))) so that it looks like: {DDEAuto GoldMine Data &LTRIM(STR(COUNTER("DOC",1))) \*CHARFORMAT } and resave your template.

Now when you create documents through GoldMine they will each be given a unique number.

The alternative is that when you link the documents back to GoldMine that you do pretty much as your doing - GoldMine is CRM tool not a document management tool (although it does a good deal of it).

Regards,

Richard.
PRIOR Analytics UK

http://www.prior-analytics.com

Superior GoldMine & HEAT Solutions

 

[kpoor]

Thanks so much for your response - I learn so much every time I read these posts! -Kris