Category Archives: GoldMine Document Management

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!!

Document Linking from Word & Excel

So you’re looking at a Word document or an Excel spreadsheet and this document is not currently linked to a GoldMine record.  Or you would prefer to link it to another GoldMine record as well.  If you have the GoldMine Plus for Microsoft Office Word & Excel link installed, you can quickly and easily link the open file to the active GoldMine record.

The GoldMine Plus for Microsoft Office add-in will provide you with a GoldMine tab on the navigation ribbon of Word & Excel.  That tab includes, among other tools, a Save As GoldMine Linked Document button. Document_Linking_from_Office_01

When you click on that button, Word/Excel will prompt you with a standard “Save As” window.  This is your opportunity, if you’d like, to give the file a new name and/or location before linking.  Maybe this file is already linked and you want to link a separate version of this file as well.

Once you click the Save button, the document is now automatically linked to the active GoldMine contact record.  If you were sitting on the Links tab when you started the process, you may have to refresh the display by switching away and then back to the Links tab.Document_Linking_from_Office_02

Note that the name in the Document column will be the same as the File name, but of course you can change that if you’d like.
That’s all there is to it!
Enjoy and Happy GoldMining!!

Setting up Different E-Mail Templates for New Messages, Replies, and Forwards

E-Mail templates are a great solution for automating the closing section of your e-mails.  In previous blog posts, we showed you how to create e-mail templates, e-mail templates with html logos, and e-mail templates with merge codes. Here they are again as a refresher:

Creating E-Mail Templates

HTML Images in E-Mail Templates

Typically, we teach our clients to create 2-3 templates for their signature files.  One for New messages, one for Replies, and optionally one for Forwards.. though the reply template can be used for forwards as well.  We subscribe to the philosophy that as you are exchanging e-mails, your recipients really don’t need ALL your contact info, logo, quotes, icons, etc… EACH AND EVERY TIME.  So your New e-mail templates have all the cool info.

However, your reply template can be nice and simple.


If you and your contact are quoting each previous text with each back and forth, you will both appreciate the reduced clutter. So will your database and your printer.

Once you create both templates, you can set them as defaults for your various message types.  Right from within the Document Management Center, right-click the desired template, click Set as Default, and choose which default you want to set (New, Reply, or Forward).



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


Purchasing Options for Office 2010

Though not a topic one would expect to find on a GoldMine blog, as businesses are considering new Server 2008, Windows7, and now Office 2010, we have been getting asked on a regular basis about the flavors and version of Office. As a Microsoft reseller, we also had to take it one step forward… What “type” of license should I buy?

If all you need is to find out which suite is right for you, here is the Microsoft link for that information: Note, that as per Microsoft, “Office Home and Student” licenses are not to be used in a “for-profit” business.

If you are only buying a few licenses, stop here, the rest of the article will just add extra info you won’t need.

The real research came when asked about Volume License vs. Box Product.  Why should I spend more (or not) on Volume Licensing?

  • Can be deployed using 1 license key. No need to keep track of which key is installed on which PC.
  • Allows for disk image deployment. You can install it on one PC, then you can image that install, and roll it out to other PCs.
  • Includes “Networking” rights: The ability to install Office 2010 on a Thin Client Server and not have to provide that server its own per user license of Office too.
  • Includes “Downgrade” rights. If need be, you can opt to install an older version of Office instead.

And if you’re interested, here is the link comparing the 2 flavors of volume licensing suites:



E-Mail Merge Codes – Part 2

Since our Using E-Mail Merge Codes post, we have heard from several customers that they were interested in the concept but it seemed like too much work to change their current “record” level setup. So here’s what we would recommend. Send your broadcast in 2 batches. The 1st batch to just your Primary contacts, and the 2nd batch to your slowly growing list of secondary contacts whose merge codes you have populated.


Therefore, over time your broadcast will contain more and more recipients without having to change all your contacts at once.