Author Archives: Alberto Diaz

Screen Enhancements to AdmitGold – Part 3

As you have seen, several of the many enhancements introduced in AdmitGold 2016 improved the overall look and feel of the screens, making it easier for users to navigate the system and find what they need.  One of the screens that received a face-lift was the Tracking tab.  Our focus was to make it easier to read, adding titles, sections, and a splash of color. 

However, as we were creating this blog post, we decided to stop and add something we had slated for AdmitGold 2018.  It was an idea introduced to us by one of our customers and we have since then solicited the input from a few more. (Our thanks to all of you who contributed).

We have now added some adaptive color-coding to the Tracking tab, allowing the Recruiter/Counselor to more quickly see, at a glance, what documents are still missing to complete the file.  For example, when the Record Type is entered, the Tracking tab is automatically populated, based upon the requirements of the institution, showing everything that is needed from that student.  Now when that happens, items Needed are highlighted in Red, and items not needed are grayed out. 

As the documents are received and confirmed completed, the dates are entered into the Tracking tab, and the fields once again change color.

If you have any questions about the enhancements, want to learn more about how to adopt them, or have some suggestions of your own, please don’t hesitate to reach out to our team.


Enjoy and Happy GoldMining!!


Introducing GMPE 2017.1

Though we are still doing our in-house testing, we have received a fair amount of questions about GoldMine 2017.1 since its release last week.  That said, it seemed like the perfect time to make our own announcement to our customers, prospects, and blog subscribers.

For those of you that are using or have been thinking about using GoldMine Web, this version is definitely for you.  For those of you that use the robust link with Outlook but would prefer something a bit simpler, this version is definitely for you too!  For those of you that are using GM+Views, the IE Compatibility issue has been addressed.

Here’s the quick list for those of you who prefer an Executive Summary:

For All Users

  • Microsoft SQL 2016 & Server 2016 support
  • Cumulative Service Pack
  • Security updates

For GoldMine Web Users

  • New simplified email linking with Outlook Link (support for 2010 and later)
  • New home page summarizing key pending activities, emails, recent contacts, opportunities and cases
  • Prompt to schedule of follow up activities and carry over of notes
  • View cases with Pending and History items and Notes
  • Mobile responsive contact, opportunity and case lists


Here’s the detailed list for everyone else:

WHAT’S NEW IN GOLDMINE 2017.1 (includes all 2016.1 hotfixes)

GoldMine Premium > GoldMine Link for Microsoft Outlook
A new Outlook add-in for linking email messages to GoldMine contacts.

Link Email / Unlink Email

  • The “Link Email” button in the toolbar enables the user to link email messages, search a contact, or create a contact.
    • If the email address matches a GoldMine contact, it will be suggested.
    • Use “Search GoldMine” to search for a contact in GoldMine to link email messages.
    • Use “Create Contact” to create a new contact in GoldMine and link the email messages.
  • When an email message is linked, it will be filed to the contact’s History tab.
  • The “Unlink Email” toolbar button enables the user to unlink email messages.

View Contact in GoldMine

  • The “View in GoldMine” button in the toolbar enables viewing the contact in GoldMine.


  • The “Settings” toolbar button enables the user to set up or update GoldMine Link, enable/disable automatic linking, configure Outlook folders, specify linking exclusions and set up Outlook synchronization.
  • Settings for each user may also be configured from PE by a master user by going to Tools | Configure | GoldMine Link Outlook Settings…


  • Select the “Start/Stop Sync” button in the toolbar to start or stop Outlook synchronization with GoldMine.

Address Book

  • The GoldMine address book is added to the list of “Other Address Book Types” in Outlook upon installation of GoldMine Link.


GoldMine Premium > Environment Table Settings

  • A new flag – “forceUTF8ForOutgoingEmail” – for enabling the use the charset “UTF-8” when sending emails through the Email Center. This flag takes a value of “0” or “1”. When set to “1”, the charset used for sending emails will be “UTF-8”. It does not matter what charset is specified in PE.
  • The TLog query for synchronization has been refactored and optimized for performance improvements in release 2017.1. A new flag – “UseOptimizedCalDefTLogsQuery” – is introduced to enable GoldMine administrators to turn off this optimization, if needed. This flag can be set to “0” to turn off the TLog query optimization.

GoldMine Web > Home Page

A new default landing page after logging in with the following sections:

  • My Activities:  Displays a snapshot of upcoming timed activities, starting from the time at which the user is logged into web. Select the “Go to Activities” to view more activities on the existing Activities page.
  • My Pending Emails: Displays a snapshot of pending emails.  Select the “View More” to view more emails in a new My Pending Emails page.
  • Recent Contacts: Displays a snapshot of recently viewed contacts.
  • Recent Opportunities: Displays a snapshot of recently viewed opportunities.
  • Recent Cases: Displays a snapshot of recently viewed cases.

GoldMine Web > My Pending Emails

  • A new page containing a tabular view of pending emails for the logged in user.
  • Accessed from either the “My Pending Emails” section in the Home page or through the global menu at the top right of the browser, next to the GoldMine User ID.

GoldMine Web > Cases

  • The Pending and History activities associated with a case are accessible from the detailed view of a Case.
  • View and create Notes – both “Case Notes” and “Resolution Notes” (PE equivalent of the notes in the “Notes” and “Resolution” tabs).

GoldMine Web > Links

  • From the detailed view of a Contact record, users can now add a linked document stored in a cloud drive (eg. One Drive, Dropbox or Box etc) or shared network path to a contact by including a valid URL or UNC path to a shared drive.

GoldMine Web > Miscellaneous

  • Schedule a follow-up activity when completing an activity. Notes and other information are carried over to the follow up activity.
  • User-specific settings that are applicable to GoldMine Web within the “Access” and “Menu” tabs in PE’s Tools | Users Settings | <userid> are now reflected on web.
  • Contact record curtaining and ownership specified in PE are observed on web.
  • F2 look-up validation settings in PE are observed for Pending and History activities on web.
  • “Back to results” link added to the Opportunity details and Case details pages.
  • A “View All” link has been added to the Opportunities section in the detailed view of a Contact record.


WHAT’S CHANGED IN GOLDMINE 2017.1 (includes all 2016.1 hotfixes)

GoldMine Premium Edition

  • “Include items from the local windows index” and “Include items from remote Windows index” in Universal Search’s “Documents” tab are now disabled by default.

GoldMine Web

  • The Contacts, Opportunities and Cases lists for mid- to small- sized screens are mobile responsive. These lists are now displayed in a card format rather than tabular format for these screens.
  • The “Activities” page graphical calendar is hidden by default on small screens. Select the calendar icon to display or hide the calendar.
  • The “Activities” page Tasks and To-Dos are collapsed by default for all screen sizes.
  • When searching for Cases or Opportunities, the default result of the search is Status: All and Owner: All.
  • The Contact record “Cases” section displays all Cases for the selected Contact.
  • All links to GoldMine Mobile will now be redirected to GoldMine Web.


WHAT’S FIXED IN GOLDMINE 2017.1 (includes all 2016.1 hotfixes)

  • Create email on GoldMine internal user on Project’s team tab does not create internal email to User but instead creates email to Project’s primary contact.
  • French, German and also Danish characters corrupt in the email header when downloaded into the GoldMine inbox – displays fine online.
  • Zoom or any interactivity with GM+View Google Maps or Google Directions does not work on IE 10 or IE 11 but works in IE 9 or IE 8.
  • Google Maps and Google Directions GM+View appear always with message at the top ‘It looks like you have enabled Internet Explorer Compatibility View. Google Maps will not work correctly unless this is turned off. Learn how to do this’.
  • Body of e-mail flickers when replying to an e-mail with certain content – When replying to a HTML formatted email that contains external images, the cursor repeatedly flashes, alternating between the hour glass and pointer.
  • Linkedin GM+ View displays incorrectly formatted as the first search result is obscured by the menu items on the webpage.
  • When creating a recurring activity and editing the start date after creating the recurring series, if not clicking the recurring tab the last date of the recurring series drops off.
  • GoldMine – Outlook Synchronization will lose/destroy after several changes and synchronizations back and forth German special characters.
  • [GMWEB] Removing Edit Tab Folders right for a user, makes the user unable to complete activities in GoldMine Web | Contact’s Pending area while this is possible in GMPE on the Contact’s Pending tab.
  • When using Google Maps and Google Directions GM+View a message appears – You seem to be using an unsupported browser. This even re-appears when setting Google Maps to full instead of lite mode.
  • [GMWEB] Calendar date display is not available when first make browser windows smaller and then maximize view again.
  • [GMWEB] Feature request – Add the schedule a Follow-up option to GoldMine Web.
  • [GMWEB] Calendar loading with spinning wheel when the user has a lot of pending activities for the specific time frame scheduled >> this makes the activity list on the ACTIVITIES page not responsive, scroll may or may not work appears to hang in the list.
  • GM+Views for LinkedIn templates are distorted, scrambled, fields are overlapping and there is a lot of white space on the left and right, maybe even message, looks like you’re using a browser that’s not supported although IE 11 is installed and used.
  • Cross validated/context depending F2 lookups on OPMGR table: F2 values different in Opportunity’s/Project’s detail vs. Opportunity’s/Project’s properties view. Properties view shows no values as it looks for ‘ ‘ instead of set values.
  • Emails (either with certain encoding or from certain mailserver, mailclients) will destroy Special characters (for example GERMAN or FRENCH) within the body – initially reported for PLAIN but also for HTML.
  • Query times out or sync takes ages when a lot of users are in a GoldMine database, and / or filtered sync settings are used – offending query part seems to be C.USERID IN (‘BARBIE’,’BT’,’DD’,’DERY’,’….,KAREN’,’KATIE’…).
  • [GMWEB] When using forced valid input for the STATE F2 Lookup entry that contains comments in format value // comment the entry will not show as valid input in.
  • [GMWEB] Discrepancy between security settings in GoldMine Premium Edition and GoldMine Web – e.g. Menu restrictions – Schedule and Complete is not respected in GMWEB, Access restriction Edit Tab folders is only partly respected – GMPE disallows to change.
  • Google Apps Sync Configuration documentation is outdated and Google Apps has changed many areas and topics – even when trying to document never connects successfully.
  • [GMWEB] Responsiveness of Contact list – users on devices may need to know that they can scroll to the right in order to see Phone number – Request for making the list responsive too.
  • GoldMine column in Outlook no longer shows any box or check mark after upgrading to GMPE 2016.1.
  • When a different user completes a recurring single-user Activity scheduled for a different user, the completing user is taken over even with the variable added to the Environment table.
  • Change Request – Change of the Pop-Up message “Are you sure you want to delete all selected alarms?” as this deletes the related activities and not only alarms as the message lets one assume.
  • [GMWEB] Unable to set a date older than today when Adding a history item in GoldMine Web after upgrading to GMPE/GM Connect 2016.1 GA release.
  • The operation cannot be performed because the message has been changed when manually linking while creating an email in Outlook and then try to send.
  • Sent Email won’t link from Outlook to GoldMine when using the option “Link To: Additional Contact”.
  • Randomly on new contacts created by web import, the AP creates the activity and or history item but does not link it to the new contact.
  • [GMWEB] The Total and Forecast Column in OPPORTUNITIES list is to small and needs be extended.
  • API Assistance request – customer getting error – Object reference not set to an instance of an object on inserting data and retrieving data via API
  • Emails sent via GMPE do not include charset in heading if nothing is specified in Tools | Options | Email | More Options | Composing causing decoding to fail.
  • [GMWEB] Email address on partially curtained records visible in the Contact list or Search list in GMWEB.
  • [GMWEB] JSON error when opening ACTIVITIES page – Server Error Cannot deserialize JSON request input parameters.
  • Google changed the name of Google Apps to G Suite – references in the application should be changed as this is an official product name.
  • Compatibility Testing with Microsoft Windows Server 2016.
  • Unable to create PDA transfer set when using Outlook Sync with any kind of filter set – Outlook Sync is not possible at all.
  • Special characters destroyed when downloading emails
  • [GMWEB] Forced valid input for Reference field is not forced when Scheduling or Completing activities.
  • Ability to have by default the setting “Include items from the local windows index” under Universal Search | Options | Documents tab” disabled by default.
  • Creation transfer sets when selecting no users (or only specific) and a sync filter is set – An error occurred while creating the transfer set. for gathering TLOGS for CALDEF.
  • Wrong / outdated link on Record Type HTML Information screen – Welcome to GoldMine’s Record Types Administration Center! – Partner locator points to web site and is not correctly redirected – The requested page cannot be found.


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

Screen Enhancements to AdmitGold – Part 2

Click to Enlarge in New Window

Though we have made improvements to all of our views, the Enhanced View, as the name implies, includes all of the changes.  We have numbered each major change in the image below to help you match them up as we explain each one individually.

  1. Comments: The Comments field is a 100-character field that allows users to flag a record with a brief note that is always visible on the screen.  To the left of the Comments field is a “radio-button like” field that allows for the changes in color.  Using dBase formulas in the Color tab of the Comments field, we can change the display color based on the value, or lack thereof, in the radio button field.
  2. SMS Stop: This field, when configured in GoldSMS Blast, will prevent an E-Mail blast to the specified record, allowing for one more way to ensure you are honoring specific Opt Out requests.
  3. EM Bad?: Although this field already existed in many of the previous versions of AdmitGold, AG 2016 adds an additional benefit… color-coding.  When the EM Bad field is populated with a Y, it turns the E-mail value red, providing a visual alert to the recruiter to ask the student for a new or corrected address.  Of course, you would also monitor this field as part of your automated process logic, to avoid sending e-mails to bad addresses.
  4. Time Zone fields: These fields, using the state field as the reference, will automatically show you the contact’s time zone, and when adjusted to your own time zone, will show you the current time for that contact.  Now we make it easier so you can call your East Coast students earlier and your West Coast students later.
  5. Addr Complete: When the Address1, City, State, and Zip fields are all populated, the value of Yes appears in this field.  Now, when writing your automated processes, you only need to check 1 field, and not all 4, before printing your letter.
  6. Instagram: With the addition of this field, and some extra GM+View coding, we have added one more social media site to the list of those that can be easily accessed via AdmitGold.
  7. All Interests: This field is simply duplicated from the Detail Extract tab.  This gives the counselor easy access to what this prospective student’s hot buttons are when they have them on the phone.
  8. Extract Fields: As with the “All Interests” field, showing these Detail Extract fields on the primary view, just gives the counselors that much more data to work with, at a glance.
  9. Inst Search: If you’ve added Institutions in your prospective student’s database, you need an easy way to search by Institution name. Simply double-click on this field to begin your search.


If you have any questions about the enhancement, want to learn more about how to adopt them, or have some suggestions of your own, please don’t hesitate to reach out to our team.


Enjoy and Happy GoldMining!!


Displaying a Folder’s File List within the GM+View Tab

Sometime ago, we showed you how to Add a Folder Shortcut to the links tab.

Adding Folder Shortcuts to the Links Tab

Though that has been a popular post, I was recently asked by a customer to “one up” this entry.  They were asking me if they could display all the contents in a folder instead.  The answer was YES, but not via the Links tab.  The place to do that was the GM+View tab.  Here’s how to make that work.

  1. While logged into GoldMine with MASTER rights, go to Web | Setup GM+View…
  2. Click the New button
  3. Fill in the Template Name field (e.g. Client Files)
  4. Click inside the text body section to activate the toolbar
  5. Click the <H> button in the toolbar
  6. Replace the text that is added with the following one below and click the button with the Yellow Disk to save and work your way out

<!DOCTYPE HTML PUBLIC “-//W3C//DTD HTML 4.0 Transitional//EN”>
<META http-equiv=REFRESH content=”0;url=File:///G:\Company\Client Files\&lt;&lt;Contact1->Company&gt;&gt;\”>
<META content=”MSHTML 11.00.10570.1001″ name=GENERATOR></HEAD>
<BODY leftMargin=1 topMargin=1 rightMargin=1></BODY></HTML>

When used it will look something like this:

A few items to note:

  1. This assumes the folder name matches the value in the Company field.  In our example our folder was called 123 Company.
  2. This tab will show the files based on your default folder settings.  I purposely switched to Large Icons to showcase the feature.
  3. At this time, the HTML code does not refresh the folder contents as you move from record to record.  If I come across the code that will allow it, I will update this post.  In the meantime, switching off the tab and returning to it usually will trigger the refresh.


That’s all there is to it!
Enjoy and Happy GoldMining!!

Simple Duplicate Checking

Duplicate Checking, when done right, can be a rather complicated process. What makes it complicated is determining what is truly a duplicate, and in some cases, determining how much weight to give to a computer generated “match”. GoldMine has a built-in Merge/Purge wizard, GoldBox has some powerful features, MasterMine has some techniques to prepare the data, and so on. However, there is a simple way to locate duplicates that may be enough, or if not, can at least get you started.

You can access the SQL Query window within GoldMine by selecting Tools | SQL Query.

If you want to search for duplicates based on the name of the contact, try this query:

SELECT count (*), contact
FROM contact1
GROUP BY contact

The number in the first column tells you how many of each were found.

Want to search for records with the same phone number, replace the contact field with phone1, like so:

SELECT count (*), phone1
FROM contact1
GROUP BY phone1
HAVING COUNT(phone1)>1

Want to search by more than 1 field? For example, if both contact AND phone1 match, then we want to consider that a possible duplicate.

SELECT count (*), contact, phone1
FROM contact1
GROUP BY contact, phone1

Mix it up as much as you need to, even use more fields if applicable, just watch your punctuation!


That’s all there is to it!
Enjoy and Happy GoldMining!!

Default Alarm Settings

When properly used, GoldMine Alarms can be incredibly valuable.  One of the rules for using alarms properly, is to use them sparingly.  If alarms are over-used, they lose their value.  “If everything is urgent, then nothing is urgent”.  Use alarms for time-sensitive items, relying on your Activity List or Calendar for everything else.

If you are still using the default setting in GoldMine, then your alarms will be set to go off 10 minutes prior to your scheduled time, GoldMine will scan for alarms every 60 seconds, and the Ignore button will Snooze your alarm for 3 minutes.  If those work well for you, then read no more.  If not, here’s how to change them.

  1. Go to Tools | Options | Alarms tab
  2. Set the value in Alarm default lead time: to the desired number of minutes.
  3. Set the value in Scan for alarms every: to the desired number of seconds.
  4. Set the value in When I ignore alarms, snooze the ignored alarms for: to the desired number of minutes.

Note that in the screen capture below, I have increased all the settings to give myself more advanced notice and to remind myself less often.

While we’re here, let me share another tip.  Notice the More Options… button.  Here you can manage which activities should be alarmed by default.


That’s all there is to it!
Enjoy and Happy GoldMining!!


Using the Dear Field in GoldMine

When setting up new installations of GoldMine, conducting training, or simply helping users with email templates, we are regularly asked how best to use the Dear field.  During the early years of GoldMine, when printing letters was common and introductions were more formal, this field was traditionally used to store values such as Mr., Mrs., Dr., etc.  However, in today’s environment, very few customers print letters and most exchanges are informal, preferring “Dear John” or even “Hi John”, over “Dear Mr. Smith”.

As a result, many customers have opted to use the Dear field as the First Name field, or as with our AdmitGold customers, the field is relabeled as Prefers.  When this is needed, we will often use the lookup.ini to push the first name into the fields and it a can be manually changed as needed.  Therefore, on a record where Contact = “William Johnson”, the lookup.ini would push “William” into the Dear field. If applicable, someone can change it to read “Bill” if that’s what William prefers to be called. 

With that in place, e-mail templates and/or letters can use merge code variables such as “Dear <<&dear>>,” in the salutation/greeting of the template.  If all of your correspondence is formal, you can use the traditional method.  If all of your correspondence is informal, then the example just described will do the work nicely.  But what if you have a fairly heavy mix?  Using our AdmitGold customers as the example, for prospective students you might want your e-mails to read “Dear Bill”.  However, for many of the institution customers, “Dear Dr. Smith” would be more appropriate.  Yes, you can always type “Dr. Smith” into the DEAR field but here’s an easier and more accurate way to handle that.  You can add the following items to the lookup of the DEAR field:

AdmitGold customers should use the ones on the right as we are using the LASTNAME field for Last, First.

Now, when you choose an item from the list, GoldMine will overwrite or populate the DEAR field to show the formal salutation.


That’s all there is to it!
Enjoy and Happy GoldMining!!

Screen Enhancements to AdmitGold

This will be the first in a series of posts showcasing the new enhancements to AdmitGold 2016 Higher Education Recruiting CRM.  Where applicable, as we did with the Test/NewSAT tab, we will try to also show you how to implement some of these yourselves.  However, assistance in implementing any of these is just a HelpDesk ticket away.

New AdmitGold installations now have 3 new Primary Field views to start with when they begin the process of personalizing their AdmitGold installation.  We are presenting this to our existing customers in the event that they would like to adopt some of these changes into their current views.

The first 2 views are Prospective Student Views.  The first one we call the Enhanced View.  Its layout is designed for those customers who thrive on seeing as much information as possible on their screen.
We also have a Simple View.  Its layout is designed for those customers who may find the Enhanced View too busy and prefer a simpler layout.

Our final out of the box view is our Institution View.  With the addition of this view, not only does it allow for the storage of Institution records in the same database as students, it improves the overall data capture and collection by removing unnecessary fields from each respective view.  Moreover, the screen layout changes automatically when you switch between a student record and an institution record. 

In our next post in this series, we will describe some of the changes in more detail.


Enjoy and Happy GoldMining!!


Detail Extract has now been updated

Although it has been ready for several weeks now, we wanted to wait until a few customers were using it before making the announcement.  The latest version of Detail Extract (DX) for AdmitGold, our Higher Education CRM, now extracts information from the Test/NewSAT tab. 

As with all the other Test related extractions, it looks for the highest “official” composite score and pulls the various values for that score.  It also looks for the highest EBRW & Math scores among all “official” scores and creates a new recalculated Composite score.  In both those processes, the official scores are those identified as “O” (official), “T” (transcript) or “R” (residual).

Finally, it also provides the highest “unofficial” composite score.  Unofficial scores are those identified as “A” (anticipated), “S” (self-reported), or “U” (unofficial).

As a reminder, the Extract tab allows selected users the ability to more easily review, search, create filters and groups, and report on all the various detail records from one location.  Just double-click on any field label to start your search.

Note:  This version of DX, and all subsequent versions, will expect that the NewSAT fields be available in AdmitGold.  To install this new version, please contact Paul via the Help Desk.


That’s the scoop!
Enjoy and Happy GoldMining!!


New Cloud Hosting Option for 1-2 Users

Until recently, 1 and 2-user offices that wanted to move their GoldMine to the cloud, had to contend with signing up for a 3-user minimum pricing model.  Well, your pleas have been heard.  Recently, a new hosting partner has introduced a model geared just for you.


  • GoldMine Premium Edition (1 User)
  • GoldMine Web (Web Browser/Mobile Access)
  • MS SQL Server Express
  • Google Chrome browser
  • Unlimited hard drive space and unlimited data under fair usage policy


  • GoldMine Premium Edition (2 User)
  • GoldMine Web (Web Browser/Mobile Access)
  • MS SQL Server Express
  • Google Chrome browser
  • Unlimited hard drive space and unlimited data under fair usage policy


  • Free Tech Support for Office, Windows, Updates and Users
  • Security patches, Enterprise Firewall, Live Antivirus & Malware Protection
  • Multiple Daily Off Site Backups, Revisions, and Shadow Copies
  • Completely Customized
  • Performance Optimized
  • Fully Managed
  • No Hidden Charges
  • Seamless Hardware and Software Upgrades to Match Business Growth
  • Live 24/7 Monitoring & Free Tech support

* Additional savings apply for BYOL (Bring Your Own License) customers
* Microsoft Office Standard (Word, Excel, Outlook, & PowerPoint) available for $13/user/mo

That’s the scoop!
Enjoy and Happy GoldMining!!