Category Archives: GoldMine Corporate

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!!

Introducing GoldSMS

Though this product has been on the market for several years now, this is our first of what will likely be several blog posts announcing this product.  Having implemented at several customer sites over the last year and seeing very good results, introducing it here was long overdue.

For 99% of you, scheduling and completing Appointments, Calls, Next Actions, etc., is second nature.  And, for those using the GoldMine e-mail client or the GoldMine Integration with Microsoft Outlook, having all your e-mail correspondence also available, alongside those activities in the History tab, is priceless.  But what about those of you that also engage in texting with your contacts?  That’s where GoldSMS comes in.  GoldSMS is an add-on that facilitates “True SMS texting” directly through GoldMine.  GoldSMS allows for:

1-to-1 Texting
Sending a text to a contact or to one of your staff regarding a contact.

Scheduled Texting
Scheduling a text to go out on a future date/time.

Group Texting
Sending a text to a group/filter of contacts in GoldMine.

Texting via Automated Processes
Automatically send out a text when some database trigger occurs.

introducing_goldsms_01

As mentioned before, among a long list of benefits related to texting in general, the benefits of texting from GoldMine are that the texting history is automatically linked to the contact record.  Moreover, in-bound text replies from your contacts are linked and logged in GoldMine as well.

This is accomplished by using a private number; think of it as the “corporate text number.” Your contacts will see that messages are coming from this number.  When they respond, their messages are retrieved directly into GoldMine.

Look for more details on GoldSMS in future posts.

 

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

 

Using and Managing the Manual Recipient List

Occasionally, even the most dedicated GoldMine user has to send an e-mail to someone who is NOT in the database and doesn’t need to be in the database. GoldMine refers to those as Manual Recipients. We send to those by choosing the Manual recipient… option in the To menu.Using_and_Manging_the_Manual_Recipient_List_01

 

When selected, GoldMine will display the Manual Recipient Entry dialog box. Once you send out an e-mail using this method, GoldMine will save the e-mail address for you, allowing you to use it again in the future. If you’ve used this before, your previous addresses will show on the list allowing you to select them again.Using_and_Manging_the_Manual_Recipient_List_02

 

But how do you manage this list if you want to remove or even add entries? This list is managed, per user, via their user.ini file. Just open the specific user.ini (e.g. albert.ini) and scroll down to the [Last E-mail Addresses] section.

The text will look like this:

[Last E-mail Addresses]
0=Test@180DegreeSolutions.com
1=Test@yahoo.com
2=Test@gmail.com
3=Test@verizon.net
4=Test@hotmail.com

Now you can add and remove as needed. If you remove an address, you don’t need to re-number anything but if you add a new address, you won’t want to repeat a number or GoldMine will ignore the new address. You will need to exit GoldMine and log back in for the change to take effect.

That’s all there is to it!

Enjoy and Happy GoldMining!!

 

Moving E-Mail Attachments

Who would have thought that Attachments would be such a popular subject? This will be our 3rd post in an impromptu series on Attachments. Our last 2 posts were about Finding Attachments.

Finding Missing E-Mail Attachments
Finding E-Mail Attachments

Since those posts, some of the questions we have received revolve around the Management of E-Mail attachments, specifically properly moving attachments once they arrive.

Note:  This also applies to users using the Outlook link when you write both the e-mail and the attachment into GoldMine. For Outlook users, you will want to find the e-mail in GoldMine and follow the instructions below. This will have no impact on how Outlook is storing the attachment.

In order to ensure that the link is not broken in the process, you must move the attachment from within GoldMine. If GoldMine moves the attachment for you, then it will automatically update the location so it can be located later. If you move the attachment outside of GoldMine, then you’re back to the “Finding Missing E-Mail Attachments” problem.

Assuming you have read the other posts or you are already up to speed on the background, let’s dive right into the solution.

  1. Right-click on the attachment to bring up the menu and select “Move…”.Moving_Email_Attachments_01
  2. Browse to the appropriate folder you want to store the file. Note that if you want others to be able to access the attachment, they must have access to this network share or drive mapping.Moving_Email_Attachments_02
  3. When you have found the correct folder, click OK.

The attachment will now show (assuming you have the full path option on), in its new location.Moving_Email_Attachments_03
That’s all there is to it!

 

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

Finding E-Mail Attachments

Our last blog post, regarding how to find missing e-mail attachments, received a lot of positive feedback and some additional questions.

Note: Your feedback and questions help drive the topics so please keep them coming.

Apparently missing attachments weren’t the only kind of attachments users needed to find. I know, “How do I find attachments that aren’t missing?” can be an odd-question… but we are talking computers here. 😀  In this situation we can likely reword it to read: “How can I track down where the file is located?”

When e-mails containing attachments arrive in GoldMine, your User Preferences dictate where and how the attachment is automatically stored.

For a refresher on that please check out this previous post: GoldMine E-Mail Attachments

The attachment will then be visible in the header of the e-mail message.Finding_Email_Attachments_01

Right-clicking on the attachment will allow you to turn on an option that will “Show full path name” of the file.Finding_Email_Attachments_02

With that option selected, you can now see exactly where the file is.  Normally I keep this option on all the time.Finding_Email_Attachments_03

Though there is no “Open Folder” option, there is the “Copy name to clipboard” option.Finding_Email_Attachments_04

Now you can use that text, minus the file name, in Windows Explorer or the Windows Run command, to open the folder where that file is located.

 

 

Hope you find this of value!
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!!

Scheduling and Completing a Group Activity

So you’ve now completed an activity, such as mailing a trade show invite, to a group of contacts. You may have printed labels using GoldMine, or you may have outsourced the activity, but now you want to record in History that the mailer went out for each of those records.

For this lesson, we will assume that you already know how to create a Group or Filter in GoldMine, which you used to generate the list for the mailing. Otherwise, at least one example:

Creating Filters on the Fly

Once the filter or group is activated, you simply schedule the activity, maybe a Next Action, using the following method.

Scheduling a call to a Filter/Group

You now have an activity scheduled for all those contacts. Possibly a Next Action with a reference such as “Mailed Tradeshow Invitation Card”.

Scheduling_and_Completing_a_Group_Activity_01

Now the new stuff…

  1. Select any one of the occurrences currently scheduled and choose Complete.  Since they were all created together, GoldMine will now prompt you to either complete the single activity or complete them all.
  2. Select the option to Complete the activity for ALL contacts.Scheduling_and_Completing_a_Group_Activity_02
  3. Click OK. You will now get a slightly different version of the Complete window.Scheduling_and_Completing_a_Group_Activity_03
  4. Enter in the Result Code or anything else needed and click OK.

All the activities will be completed “in one fell swoop” and you now have a record of having sent those invites.
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!!