Monthly Archives: May 2013

GoldMine’s Inbox Display Limits

From time to time we get the frantic call from a customer that “GoldMine is deleting my e-mails!” or “I can’t see any of my new e-mails!”… what’s actually happening is that the user’s inbox is full.  Well, not really “full”.  What’s really happening is that the user has more e-mails in their Inbox than GoldMine is able to display.  The maximum GoldMine Inbox display limit in the newer GoldMine Premium Edition versions is 2,500. For those using older versions of GoldMine, that display limit is typically 1,000.

The first thing we try to do is “talk them off the ledge”.  Nothing is LOST!  The mailbox did not really overflow.  All the e-mails are still there but they simply aren’t displaying.  In GoldMine Premium Edition, it’s much easier to diagnose.  The mailbox folder may look something like this:GoldMine_Inbox_Display_Limits_01

In older versions of GoldMine (GoldMine Standard and GoldMine Corporate), we simply make the assumption and move forward.

Unlike Outlook, which simply stores everything in your Inbox, then prompts you to Archive, GoldMine expects e-mail to be Replied To or Filed (moved to History).  Only if they are truly junk does a message typically get Deleted.  In GoldMine, the Inbox is for e-mails that still require attention (Pending).

As our words may not have completely relieved the panic, the first reaction might be to mass delete… but valuable e-mails may be lost in the process.  If surgically going through the list is not possible, which often it’s not once panic has set in, we recommend Fast Filing in mass.

Here’s how to do this:

  1. From within your Inbox, scroll to the bottom of the list… assuming we want to File the oldest ones first.
  2. Highlight the last e-mail and scroll up a little.
  3. Shift-Click (holding the shift key while clicking the left mouse button) to select a range of messages.
  4. Click on the Fast File button in your Inbox toolbar.

Try not to select more than 100 messages or so at a time… or the wait, while too many messages are being filed, may appear painfully long.  As you file your older messages you may notice that your newer messages are “appearing” in your Inbox.  That’s all there is to it!


Hope you find this of value!
Enjoy and Happy GoldMining!!


Creating “Filters on the Fly”

If you have ever created filters using GoldMine Standard or Corporate, you know it can sometimes be a bit cumbersome to do so.  Although that same interface is available in GoldMine Premium, most day-to-day filters can be created right in the Contact Search Center.  What makes that Contact Search Center better?

  • Dynamically see the results of your filter
  • Easily add or change your search criteria (no need to recreate the filter from scratch)
  • Add/Remove Columns to your view
  • Easily export your results to Excel, Word, Clipboard, or Printer
  • Quickly perform activities/actions using your query results
  • And more…

Now let’s walk through how to use the Contact Search Center to create our “Filters on the Fly”:

  1. Open the Contact Search Center by any method you prefer (click the Search button on your toolbar, double-click a field label, etc.)
  2. Select your first field from the Search by drop-down list.
  3. The Operator will likely default to “Begins with”, change it if needed.
  4. Type the value of your search.
  5. Now here’s where it gets powerful… click the Add button (the plus symbol circled in the image below) located at the far right of the Search by menu.
  6. Select the AND or the OR option as needed.
  7. Select the field, operator, and value for this second row.
  8. Repeat steps 5 -8 as many times as necessary to create your filter.

Example using the AND option:Creating_Filters_on_the_Fly_01

Example using the OR option:Creating_Filters_on_the_Fly_02

Note that the minus button will allow you to remove rows as well.


Hope you find this of value!
Enjoy and Happy GoldMining!!