Category Archives: GoldMine Corporate

Using ‘Dummy’ Accounts in GoldMine

With GoldMine’s concurrent licensing model, the number of names in the user’s table is not limited to the number of licenses a company owns.  As a result, GoldMine gives us the ability to create ‘Dummy’ or ‘Role-Based’ accounts that aren’t used for day-to-day user access.

These user accounts can be used for Vacation Calendars, Trade Show Events, or my favorite, E-Mail Marketing.  For many of our customers, we recommend creating an E-Mail Marketing User for sending out the broadcast blasts.  Something like ZMARKET is a good one to consider.Using_Dummy_Accounts_In_GoldMine_01

Here are a few good reasons to use a role-based account?

  1. History Grouping/Filtering – Now when you are looking at the GoldMine history tab of a contact record, you can easily differentiate transactional e-mails from marketing e-mails.
  2. Reporting – When looking at activity reports, the data isn’t skewed by the occasional high-volume blasts.
  3. SMTP Credentials – You can set up the user to use a service instead of your own standard SMTP server.  Services allow for higher volume and less risk to your reputation.
  4. Multi-tasking – I like launching a separate Remote Desktop session, logging into GoldMine as the dummy user, and starting the merge from there.  While that’s merging and sending, I can get back to work in my own GoldMine.


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


Using Social Media Icons in E-Mails

With the rise in Social Media Marketing, many of my customers have been asking about the best way to add those icons to their GoldMine e-mail signature templates.  Having seen a rising use of “attaching” of icons, we figured it was time to show the best way to add icons the right way.  Who wants to keep getting e-mails with a half-dozen attachments per e-mail??

First, let’s start with the basics.  First, how to create GoldMine E-Mail Templates… we already have a blog post on how to do that:
Using E-Mail Templates

Second, how to insert HTML images in E-Mail Templates:
HTML Images in E-Mail Templates

With that foundation, here’s how to take that skill and apply it to Social Media Icons.

  1. Find your icons.  A Google Search for “linkedin icon for email” will give you a whole page of images.  Just find your favorite.  Make sure it’s the right size.Using_Social_Media_Icons_in_Emails_01
  2. Save the image to your PC and e-mail it off to your web team, requesting they e-mail you back a link to that image on your website.  This should be a rather common request and they should know what to do.
  3. Once you get the link back, going back to the HTML Images in E-mail Templates blog post, use that link to insert the icon in your e-mail template.
  4. Now log into your Social Media account and copy the link address to your page so recipients can simply click on the icon and get taken to your page.Using_Social_Media_Icons_in_Emails_02
  5. Go back to your e-mail template in GoldMine, right-click on the icon and click the “Insert Hyperlink” button, and paste in the address.Using_Social_Media_Icons_in_Emails_03
  6. Now repeat for all the other icons as needed.
  7. Last but not least, test, test, and test before going live with the new template.

Lastly, if don’t know how to use it as a default signature file in GoldMine for all your new e-mails? Well, we have that one too:
Setting Up Different E-Mail Templates


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


Using the GoldMine Lookup Wizard

The Contact Search Center, discussed in our last post, is a great way to find field-level information in GoldMine.  However, sometimes we need to find information stored in the Calendar, History, and other areas of GoldMine.  If you know how to write SQL Queries, that can be a rather simple task.  If you don’t, well… that can be a bit more challenging.  Unless however, you use the Goldmine Lookup Wizard.

The Goldmine Lookup Wizard is a tool that will build your SQL query for you, walking you step by step through the process.

  1. From the GoldMine menu click Tools | SQL Query.
  2. On the right-hand side, click the Build… button.  This will start the GoldMine Lookup Wizard.
  3. Pull down the Category list and choose the appropriate item.  For this post we will select the “Pending activities (Calls, Forecasted Sales, E-mails, etc.)” option.Using_the_GoldMine_Lookup_Wizard_01
  4. Click Next.
  5. Select your criteria.Using_the_GoldMine_Lookup_Wizard_02
  6. Click Next.
  7. Select your options (All, unlinked, or linked) and click Next.
  8. Your new query is ready to use.Using_the_GoldMine_Lookup_Wizard_03
  9. Click Finish and GoldMine will insert this new Query into the window.
  10. Click the Query button and viola’, you now have a list of all the records that met that criteria.  That list can be used dynamically, changing the active contact record with each row.
  11. Right-click anywhere in the list and select Output to, if you want that list in Excel or elsewhere.


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


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!!


Using The GoldMine Taskbar

The GoldMine Taskbar, introduced in GoldMine 5.7, is another one of those little gems offered in GoldMine that is very powerful yet underutilized.  From an efficiency standpoint, it gives you quick, one-click access to frequently used items and tasks, keeping you inside of GoldMine instead of having to be constantly hunting for things.  These items include: GoldMine menu items, GoldMine Macros, External Applications, Document Links, and Websites.  Taskbars can also be “Global” (available to all users) or “Local” (for your use only).

To turn on the taskbar in GoldMine Standard and Corporate Edition, simply click the Window menu and select Taskbar.  For GoldMine Premium Edition users, right-click in the toolbar area and select Taskbar.

In GoldMine Standard and Corporate Edition (left image) the taskbar is typically docked on the left-hand side of the screen.  In GoldMine Premium Edition (right images) the taskbar is located in the toolbar area.  The top-right image below is a standard “out-of-the-box” taskbar.  The bottom-right one is an example of one that has been customized into logical Groups (Web Sites, Sales, Admin, etc). Using_The_GoldMine_Taskbar

Accessing the menus to add and remove items is easy.  For GoldMine Standard and Corporate Edition, you simply need to right-click inside the taskbar area.  For GoldMine Premium Edition, click the Customize… button to the right of the taskbars.  From there, you can Add & Remove Groups and Items to fit your needs.


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


Configuring E-Mail Auto-Responders in GoldMine

This is a question we get fairly often.  “How do you set up an auto-reply in GoldMine?”  We begin by telling customers that if they are looking to setup an out-of-office vacation auto-responder, I am sorry to say, GoldMine may not be the best solution.  The best place for that is their e-mail server or e-mail host.  Here’s why:

  • GoldMine must be open and auto-downloading ALL e-mail for it to be able to send out the response.
  • If GoldMine shuts down, or is logged off, or there is a power or network interruption, the auto-responder will stop working.
  • Setting it up and turning it on could be a little cumbersome.

If you still want to use GoldMine for your auto-responder, make sure you have a decent spam filter setup.  The last thing you want to do is auto-reply to spam… confirming this is a good address to send even more spam to.  Also, be sure to write good e-mail rules.  If you auto-respond to every e-mail, you might auto-reply to someone’s auto-reply and end up creating a crazy loop.  However, using GoldMine’s E-Mail Rules to auto-respond to specific items, move attachments, file to folders, mark as private, etc, can be extremely powerful.  All that said, let’s get started.

  1. Setup your e-mail template.  If you don’t already know how to do this, see the following blog post. Using E-Mail Templates
  2. Setup your e-mail rule.
    • Open the E-Mail Center, click the Actions button
    • Select Set up E-mail rules
    • Click the New button on the toolbar
    • Name the Rule and click Next
    • Click New to add ALL the various Conditions as you see fitConfiguring_Auto-Responders_01
    • Click Next
    • Click New to add the ConditionConfiguring_Auto-Responders_02
    • Click OK, then click Finish
    • After excluding various conditions, add a catch-all “From is Not Empty”.
    • Click the Save button on the toolbarConfiguring_Auto-Responders_03
  3. Configure your E-Mail Preferences.
    • Tools | Options | E-Mail tab | More Options… button | Retrieval tab
    • Turn on the “Retrieve mail every ___ minutes”
    • Consider activating “Skip messages from contacts not on file.  See GoldMine’s Built-in Spam Filter
    • Accounts button, then Edit button
    • Turn on “Auto-retrieve” and “Auto-delete”
    • OK, OK, OK
  4. Turn on/off the Rule as needed.  Notice the checkmark next to the title of the rule.  With that, you can turn it on when you are ready to leave the office and turn it off when you return.  Be sure to hit the Save button every time.

Again, an “out-of-office” isn’t the only reason one might want to set up an auto-reply from GoldMine.  Unlike most other auto-responders, GoldMine’s solution gives you a wide-variety of conditional logic you can apply, and can therefore be very helpful for many users!Configuring_Auto-Responders_04

A subject containing the work of “RMA” can be Re-directed to another user.  A body containing the word “Confidential” can cause the e-mail to be “Set as private”.  In the Actions window you can create multiple conditions such as Reply, Forward to another user, AND also Send E-mail, using another e-mail template, to someone else. The possibilities are endless!


Enjoy and Happy GoldMining!!


Using GoldMine Lookup Lists – Part 2

In “Part 1” we showed you how to configure the lookups list settings to help improve the quality of the data being entered into GoldMine.  Part 2 will provide some additional tips on how to add comments, string multiple values, and use dBase expressions to add data to a field.

Adding Comments
Comments inside your lookups provide additional information to your users in order to help them select the correct values.  By using the ‘//’ at the end of the value, you are telling GoldMine not to display the remaining text when the entry is selected.  Selecting any of the items below will only enter the number and not the description.Using_GoldMine_Lookup_Lists_06


Allowing for Multiple Entries
If you would like to be able to string along multiple values into a single field, such as ‘0001, 0002’, using the previous example, to indicate multiple interests, you can use the semi-colon ( ; ) at the end of the entry.  When you use this feature, GoldMine will automatically add the comma and space between your selections.Using_GoldMine_Lookup_Lists_07

For both comments and multiple entries, just use them in this order:  value, semicolon, forward slashes, description.Using_GoldMine_Lookup_Lists_08

Also, note that any entry without a semi-colon ( ; ) will replace the current values instead of adding it as a string.  In the example above, “None” will replace any and all existing values.


Using dBase Expressions
To add the results of a dBase expression to a field, type a ~ followed by the expression.  For example, ~age(field) will calculate the age of that other field and enter that value in the field.Using_GoldMine_Lookup_Lists_09

Other examples might include:

~proper(contact1->contact) in the Contact lookup to do a one off “Convert to Proper Case”.
~dtoc(date()) to put today’s date in a text field

and many more…


Enjoy and Happy GoldMining!!


Using GoldMine Lookup Lists – Part 1

GoldMine lookup lists provide businesses a multitude of benefits including saving time by avoiding manual type-in of data and reducing data entry errors such as misspellings.    However, most organizations seem to be using them haphazardly.

When you bring up any lookup list in GoldMine, you will find a Setup button to the right of the list of entries.  Clicking that button will bring up the F2 Field Setup window for that specific list.
Here are some simple steps administrators can use to ensure their lookup lists are properly configured.

  1. Lock down the list.  Not all lookup lists need to be populated and the ones that are, likely do not need to be changed by every user. To prevent users from Adding, Editing, or Deleting items from the list, remove the checkmarks next to those options.  Feel free to do this for fields such as Address1-3, and the Phone fields, to keep users from adding lookups where not needed.Using_GoldMine_Lookup_Lists_02
  2. Lock down the users.  With many lookups, you may not want stray entries, especially for marketing and reporting.  Force them to use only items in the list*, and decide if it’s OK for this field to be left blank.Using_GoldMine_Lookup_Lists_03
  3. Auto-Fill (or not).  If you turn ON the Auto-Fill, GoldMine will “fill-in” the value as you are trying (see example on the left-side of the image below).  If you are using GoldMine Premium Edition and you turn OFF the Auto-Fill, GoldMine displays a dynamic lookup list as you type. (see example on the right-side of the image below).  In this example, if you wanted to select President, you can simply down arrow twice and hit the Enter key.Using_GoldMine_Lookup_Lists_04
  4. Name the Lookup List.  Though not as important as the others above, this makes the window look cleaner and is helpful if you later have to copy this list to another list. Using_GoldMine_Lookup_Lists_05

* Turning OFF “Allow blank input” will only force the user to pick from the list, only if they enter the field itself)


Stay Tuned for more Lookup Tips in our next post!
Enjoy and Happy GoldMining!!



Creating a Template User Account

GoldMine has a good number of user settings and preferences that are controlled at the user level.  Each user can customize their GoldMine account to meet their own needs, and those settings are available to them from anywhere they log into GoldMine using their login.  However, making sure all users are set up correctly from the beginning can be an important task for GoldMine administrators.  Therefore, we recommend the creation of a TEMPLATE user that can be “Cloned” to help create all future GoldMine users.  If your GoldMine was installed by us, then there’s a pretty good chance that we already set this up for you.  If not, here’s all you need to do:

1.  Tools | User’s Settings…  (for CE and SE: File | Configure | User’s Settings…
2.  Click the New button.Creating_a_Template_User_Account_013.  Configure the various tabs (Membership, Access, Menu, etc.

See our post on creating Menu Security
GoldMine Menu Security

4.  Click OK to create the user.
5.  With the user now created, click on the Preferences button to configure those.

If you don’t already have a TEMPLATE user, you might consider Cloning an existing user to get your TEMPLATE user started… just be sure to go through all the settings carefully.

Once your TEMPLATE user is ready, simply right-click the account and select the Clone… option from the right-click menu.


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


Merging Duplicate Records

Although GoldMine provides several ways to perform a merge, Merging Tagged Records is the simplest and least aggressive (dangerous) way to do so.  When you come across two or more records that are duplicates and need to combine them, you can simply “tag” those records and ask GoldMine to combine them for you. That said, we would be negligent if I did not still recommend that you make sure everyone is out of GoldMine and that you backup your databases first… just in case.

  1. Click the Search button on your toolbar and find your duplicates.  (You can also open the Contact Search Center by using the F4 key on your keyboard.)
  2. Determine which will be the “master” or “surviving” record.  In other words, which record the other ones will be merged into.  This is the one that will need to be selected FIRST in the next step.
  3. Select the records you wish to merge by clicking on the first record.  Then, hold down the CTRL key, and select the next record(s).Merging_Duplicate_Records_01
  4. Click on Tools | Data Management | Merge/Purge Records | Merge Tagged Records…Merging_Duplicate_Records_02
  5. Click Yes to merge the Tagged Records.Merging_Duplicate_Records_03

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