Query-Driven
Automation
Automation
These days, a good portion of my time is spent automating GoldBox routines. In addition to the traditional
GoldBox automation, like Imports and Exports, I'm doing more and more Query-Driven Automation (QDA).
If you are familiar with GoldMine's Automated Processes, you know that they are a powerful and versatile
way to almost effortlessly stay in touch with your Contacts. For Prospects, you may want to run a marketing
campaign that sends letters or E-mails periodically, depending on whether you have received a response.
For Customers, you may want to run different marketing campaigns, or make sure you send birthdays cards,
renewal notices...any number of things, really.
Well, as good as GoldMine's APs are, they do have some shortcomings. They can be quite complicated, with
lots of Track switching and progressive filters. And they do have some significant limitations; there are many
things they simply cannot do.
_____________________________
Enter QDA, powered by GoldBox. QDA uses a radically different approach to automation that is simpler, yet
more powerful, than APs. QDA focuses on the desired results (the same real world results you'd get from
APs). Instead of long lists of Preemptive and Sequential Events using progressive filters, QDA starts with a
list of desired results, and builds lists of conditions under which each result can be allowed to occur.
For each desired result, that list of conditions becomes a SQL query. Because SQL queries are far more
powerful (and can be much more precise) than progressive sequences of filters, we can retrieve exactly the
right list of Contacts for a given result. Then, we simply apply that result to those Contacts.
Now all that remains is to assemble an automated batch that runs the queries for ALL our desired results,
and applies the results to the appropriate Contacts. GoldBox has almost everything we need to do that. The
final part is Windows' Task Scheduler; it awakens and runs our single GoldBox batch file (Q-file) at the
appropriate times.
_____________________________
Of course, a working knowledge of SQL queries and of GoldBox are needed to set things up. But I have
designed a set of GoldBox Views to simplify the process of communication between my clients and me; it
helps enormously with the design process, making it very easy for my clients. The Views also serve as the
project's documentation, and are much easier to understand than any AP documentation I've ever seen.
An option exists to attach Detail records (using a dedicated Tab) that show the details for each automation
result that is applied to a Contact. (Because of the ephemeral nature of AP records, this is something not
available with GoldMine APs.) For the most security conscious, these records can even be "pseudo Details"
that do not show up in GoldMine, but which are managed by GoldMine (they even sync!). They can be
accessed with GoldBox Views, and the Views can be restricted to specific Users.
Finally, QDA can work right alongside existing APs, if you like. In fact, when I need to send an E-mail
through QDA, I create a GoldMine AP Event to do it, because GoldMine is better equipped to send E-mail than
GoldBox is. You might say that there's just no reason not to try QDA for your next automation project...and
you'd be right!
GoldBox automation, like Imports and Exports, I'm doing more and more Query-Driven Automation (QDA).
If you are familiar with GoldMine's Automated Processes, you know that they are a powerful and versatile
way to almost effortlessly stay in touch with your Contacts. For Prospects, you may want to run a marketing
campaign that sends letters or E-mails periodically, depending on whether you have received a response.
For Customers, you may want to run different marketing campaigns, or make sure you send birthdays cards,
renewal notices...any number of things, really.
Well, as good as GoldMine's APs are, they do have some shortcomings. They can be quite complicated, with
lots of Track switching and progressive filters. And they do have some significant limitations; there are many
things they simply cannot do.
_____________________________
Enter QDA, powered by GoldBox. QDA uses a radically different approach to automation that is simpler, yet
more powerful, than APs. QDA focuses on the desired results (the same real world results you'd get from
APs). Instead of long lists of Preemptive and Sequential Events using progressive filters, QDA starts with a
list of desired results, and builds lists of conditions under which each result can be allowed to occur.
For each desired result, that list of conditions becomes a SQL query. Because SQL queries are far more
powerful (and can be much more precise) than progressive sequences of filters, we can retrieve exactly the
right list of Contacts for a given result. Then, we simply apply that result to those Contacts.
Now all that remains is to assemble an automated batch that runs the queries for ALL our desired results,
and applies the results to the appropriate Contacts. GoldBox has almost everything we need to do that. The
final part is Windows' Task Scheduler; it awakens and runs our single GoldBox batch file (Q-file) at the
appropriate times.
_____________________________
Of course, a working knowledge of SQL queries and of GoldBox are needed to set things up. But I have
designed a set of GoldBox Views to simplify the process of communication between my clients and me; it
helps enormously with the design process, making it very easy for my clients. The Views also serve as the
project's documentation, and are much easier to understand than any AP documentation I've ever seen.
An option exists to attach Detail records (using a dedicated Tab) that show the details for each automation
result that is applied to a Contact. (Because of the ephemeral nature of AP records, this is something not
available with GoldMine APs.) For the most security conscious, these records can even be "pseudo Details"
that do not show up in GoldMine, but which are managed by GoldMine (they even sync!). They can be
accessed with GoldBox Views, and the Views can be restricted to specific Users.
Finally, QDA can work right alongside existing APs, if you like. In fact, when I need to send an E-mail
through QDA, I create a GoldMine AP Event to do it, because GoldMine is better equipped to send E-mail than
GoldBox is. You might say that there's just no reason not to try QDA for your next automation project...and
you'd be right!
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