Category Archives: GoldMine Admin

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”>
<HTML><HEAD>
<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!!

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!!

Importing Data to GoldMine from Excel

One of the benefits of the GoldMine PLUS for Microsoft Excel is the ability to “push” data into GoldMine directly from Excel.  Though the data import gurus will find it a bit too rudimentary, and it does not allow for things such as matching to existing data, for simple contract record import’s it works fairly well.  It also allows you to import to any Contact1 or Contact2 (user-defined) field, as well as E-mail Address and Web Site Address.

Note:  For security and data integrity purposes, only users with MASTER rights can import data into GoldMine.

Before you begin however, make sure you have a current backup of your GoldMine database!

As another suggestion, if your data doesn’t already have one, consider adding a column called Source and add a unique value all the way down, such as Import 11/8/16.  Not only will this help you search for all these records later, it will allow you to “back out” the records if something goes wrong, or you’re not happy with the results of the import.

Define the Range
The first requirement is to Define and Name the Range.

  1. Open your data file in Excel.
  2. Select all the data you would like to import.
  3. If using Excel 2016, select the Formulas tab in the toolbar.
  4. Click the Define Name button in the Defined Names.
  5. When the New Name window appears, enter a descriptive name for the range.
  6. Click OK.
  7. Save your changes.importing_data_into_goldmine_from_excel_01

Begin the Export
But wait, aren’t we importing into GoldMine?  Technically yes, but from Excel’s perspective, you are exporting data from Excel.  A bit confusing, I know, but hopefully this won’t even slow you down.

  1. Click on the GoldMine tab.
  2. Click on the Export from Excel to GoldMine button.importing_data_into_goldmine_from_excel_02
  3. Click the Next button on the Welcome screen.
  4. Map the Excel Fields to the GoldMine Fields.importing_data_into_goldmine_from_excel_03
  5. When you have mapped all of the fields, click the Next.importing_data_into_goldmine_from_excel_03
  6. Click Finish.

Note:  If importing E-Mail Addresses, GoldMine may display a Duplicate E-Mail Address Warning message, if that address already exists.  GoldMine will then prompt you to either move the address, or leave it on the original record.

 

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

Displaying the Activity Code in the History Tab

Displaying the Activity Code in the History tab is a simple setting that I tend to take for granted because once it’s on, you just get used to seeing it. However, recently someone asked me if it was possible… which emphasized the need for a blog post on the topic.

By default, the GoldMine History tab shows the Result Code of the activity, however it doesn’t show Activity Code. For those of you that use Activity Codes when scheduling, it can be helpful to view and possibly filter the Activity Code in History.

  1. Tools | Options
  2. System tab
  3. Select the Show activity code in history tabs optionDisplaying_the_Activity_Code_in_History_01
  4. Click OK
  5. Check your history tab… viola!

You may want to rearrange things as I did but that’s just as easy.Displaying_the_Activity_Code_in_History_02
Note: This is a user specific change and would need to be done for each user who wants/needs to have this column.

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

Quick Snapshot – GoldMine Contact History Analysis

Have you ever just needed a quick snapshot of how hard you and your team have worked on a particular contact?  Reports and Dashboards are usually designed to give you the big picture, but what if you’re just looking for contact specific effort?  Well there’s a little gold nugget that is easily forgotten or often overlooked, the Contact Record Statistics report.

Find a prospect in your database you’ve been working for some time, or maybe an existing customer you have a new relationship with.  Any record with some history will do.  For my example, I chose a record with a fair amount of history.

  1. Click on the History tab
  2. Right-click anywhere inside the tab
  3. Select Options | Analyze…

This will show you the Contact Record Statistics report.GoldMine_Contact_History_Analysis_01

Note that this report will only look at the number of history records defined in the Right-Click | Options | Maximum number of records shown setting.

 

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

 

Adjusting GoldMine’s Inbox Display Limits

We last touched on GoldMine’s Inbox display limits a few years back.  Here is a link to the article which might be helpful to review.

GoldMine’s Inbox Display Limits

In that post, we explained that when a user has more than 2,500 e-mails in their inbox, GoldMine will still download messages into the inbox but will not display them all.  Limiting queries to a fixed number of rows to return, keeps applications from getting sluggish when the list is too large.  Until recently, the previous article was enough.  Users would simply be encouraged to pare down their inbox count.  Though we would still highly encourage that as the best solution, a few users have expressed the need to show more, even if only temporarily.

To modify the number of e-mails that GoldMine will show in any given folder requires changing the USERNAME.ini for that user.   Here’s how:

  1. Log the specific user out of GoldMine
  2. Open their USERNAME.ini, found in the root of the GoldMine folder on the server (e.g. \\SERVER\GoldMine\Albert.ini)
  3. Search for the section called [GM_Mail_Center]
  4. Add or change the MailListCapacity entry
  5. Save and exit
  6. Allow the user to log back into GoldMine

Your entry may look something like this:

[GM_Mail_Center]
MailListCapacity=3000

 

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

 

Finding Missing E-Mail Attachments

From time to time we will get a phone call or e-mail from a customer about e-mail attachments that have “disappeared”. They open an incoming or outgoing e-mail, which they are absolutely sure had an attachment, but whose attachment is not showing in the e-mail header as expected. Since GoldMine does not show the broken link, the hunt begins for “what happened to that attachment?”.

The good news is that the full path and filename of the attachment is embedded into the e-mail itself and can be retrieved when needed.

  1. Open the e-mail in question.
  2. Click the Actions button in the E-Mail windows toolbar (your button may be smaller if you are not showing button text).
  3. Then select the View in Web Browser option.Finding_Missing_Email_Attachments_01
  4. Your default browser will open showing the e-mail as received. At the bottom of the e-mail you will see the full path and file name of the attached file(s).Finding_Missing_Email_Attachments_02

When GoldMine opens the e-mail it looks for the file(s) as indicated in the Attached File line, but will continue without complaint if the file cannot be found. The next question we get is what can cause this to happen. A few things can cause this:

  1. The file has been deleted.
  2. The file was moved from outside of the GoldMine interface and is no longer at that location.
  3. The path is not visible by the user opening the e-mail.
    a.  A mapped drive has been lost.
    b.  User does not have rights to see the folder.
    c.  The path is local to another system.

Sometimes broken paths can be repaired simply by giving access to the folder or moving the file (back) to the location GoldMine is looking for it in. Other times a bit more IT effort may be required and you will need to contact your GoldMine partner.

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

Roll-over in the Activity List

Our last post brought to light the Options menu in the Activity List. The most noted one was the Roll-over option. In the same housekeeping spirit of Auto-Update, Roll-over allows you to work with a group of activities all at once. In this case, the ability to Roll-over activities from one user to another and/or from one date to another.

  1. Open the Activities List (Go To | Activities).
  2. Use the Show and the User menu as needed.Auto-Update_in_the_Activity_List_01
  3. Select the Open Activities folder or any appropriate sub-folder as needed.Auto-Update_in_the_Activity_List_02
  4. Continue to make adjustments until the ONLY records showing are the ones you want to take action on.
  5. Right-click | Options | Roll-over…Roll-Over_in_the_Activity_List_01
  6. The “Roll over ALL displayed activities” window will appear. You can now roll over to a different user and/or a specific date or number of days.Roll-Over_in_the_Activity_List_02

 

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

 

Auto-Update in the Activity List

So it’s time to do a little housekeeping, or you’ve found that you have a good number of activities scheduled for users that are no longer with the company, but whose USER has not yet been removed from GoldMine.  No matter what is prompting the need to complete or delete a large number of activities, GoldMine has an easy way to get the job done using the Auto-Update feature in the Activity List.

  1. Open the Activities List   (Go To | Activities).
  2. Use the Show and the User menu as needed.Auto-Update_in_the_Activity_List_01
  3. Select the Open Activities folder or any appropriate sub-folder as needed.Auto-Update_in_the_Activity_List_02
  4. Continue to make adjustments until the ONLY records showing are the ones you want to take action on.
  5. Right-click | Options | Auto-Update…Auto-Update_in_the_Activity_List_03
  6. The Auto-Update Activities window will appear. You can now complete or delete ALL or just some of the activities currently displayed. You also have the option of using a Result Code and/or Success flag to help identify those later as those you had completed in mass.Auto-Update_in_the_Activity_List_04

Note: Activities will retain the original user. However, just as normally occurs when completing GoldMine activities, Appointments retain their original date/time but Calls, Next Action, and Other Actions will record completed at the current date/time.
Hope you find this of value!
Enjoy and Happy GoldMining!!