ASI's CRM Blog

To Sync, or Not to Sync?

DID YOU KNOW…when you should consider using GoldMine’s built-in undocked laptop feature, GoldSync?

GoldSync is the reliable and powerful sync engine that is embedded into GoldMine that synchronizes changes over the Internet between a local GoldMine database on a laptop and the one on the server. 

GoldSync is versatile and powerful.  It can work from laptop-to-server, or even server-to-server.  In addition, GoldSync tracks changes to the field level to allow multiple users to edit the same record (unlike with many competing sync systems).  If this sounds fancy…it certainly is!  And GoldSync is built-in to GoldMine!

So then, what is the purpose of this article?  

In the past, Internet access on-the-go meant shoddy, low-speed connections that were only available at certain locations.  Remember dial-up modems (300 baud anyone?), hotels without internet access and the days before mobile broadband?  Those were the times that gave birth to GoldSync.

Comparatively, GoldSync is more powerful (and thus, more complex) than the other remote-access options* available today.  In today’s post, we will suggest when to use GoldSync and we will review the advantages and disadvantages of using GoldSync.

*Contact us today and we can forward you information on the various alternative options available.

When Should I Consider Using GoldSync?

• When target users are:
  • Power users, i.e. they are not just entering data and looking-up contacts
  • Frequent visitors to areas without decent connectivity (e.g. airplanes, rural locations)
  • Suitably positioned that it makes economic sense to provide them dedicated systems
  • Not subject to frequent turn-over
• When your IT resources are capable of administering GoldMine, and have the bandwidth to do so (or, your GoldMine partner is on retainer…seriously)
• When you have sufficient GoldMine CE or PE licenses to dedicate to undocked users

Advantages of GoldSync as a Remote Access Tool

• Accessibility

  • Use GoldMine even if no connection available at the time
  • GoldMine Office plugins work natively, with the Office applications on the local system

• Security

  • With the Sync filter tool, a subset of corporate GoldMine data can be provided to remote users
  • Remote-wipe tool can be used to remotely remove data from a remote laptop at the next sync

• Redundancy

  • For example, a business owner can have an external system (e.g. his home PC) sync at set intervals with the office server, thus achieving redundancy in the event of a catastrophe at the office.

Consideration When Using GoldSync as a Remote Access Tool

• Security

  • Corporate data sits on a database on a user’s laptop that can be stolen or mis-used.

• Accessibility

  • GoldSync requires that some GoldMine licenses be assigned for the exclusive use of remote users
  • Problems with GoldSync remotes may require physical or remote-control access to the remote machine
  • Remote access that exclusively relies on GoldSync will be restricted if the remote is disabled (i.e. the user simply cannot access GoldMine from another remote system)

• Administration & Performance

  • GoldMine will only perform as well as the laptop (or system) it resides on.  This is only a limitation with large databases and/or really over-taxed laptops.
  • With GoldSync, there are always two separate databases that must be kept up-to-date, even if the process is simple and can be automated.
  • Each GoldSync remote is, in essence, an independent GoldMine server, and will require periodic administration and troubleshooting.

So, in a nutshell, GoldSync is a very powerful, versatile tool that effectively sets-up multiple independent systems that need to be administered.  If this administration overhead is manageable, and there is value in providing an offline option to specific users, we can definitely recommend GoldSync.  Otherwise, you may be better-off reviewing the other available remote-access options.