The GoldMine - Presidio CRM Blog

GoldMine's E-Mail Client - Linking to E-Mail Addresses and Contacts

If you are using GoldMine for E-Mail, and are new to GoldMine at the same time, you have our deepest respect.  GoldMine is a powerful e-mail client, but it can be difficult and doesn't always play nicely with its users. Those of us who have been using GoldMine for a long time are familiar with its peccadillos;  it sometimes decides to not open an oddly formatted e-mail message, hangs up on its own inbox without explanation, demands perfect behavior from POP3 (receiving) servers and Sending servers, and isn't the easiest to deal with when you want to send nicely formatted e-mail messages using HTML, colors, pictures, and so on.

This post is meant to explain the behavior GoldMine exhibits when it wants to Link unlinked e-mail messages, and when it wants to keep your database free of duplicate e-mail addresses. 

First, we need to talk about the most important function that differentiates GoldMine from other e-mail clients:  its ability to Link inbound and outbound e-mail messages to the appropriate contact record.  This desirable feature, while powerful, is often misunderstood.

How to Manually Link E-Mail Messages in GoldMine: Important to Know!

GoldMine can link both inbound and outbound e-mail messages to the appropriate contact record.  Typically it will automatically link inbound messages to the contact record that contains the sender’s e-mail address.   In most cases, this makes sense; you would expect mail from Ed Sample to be attached to Ed’s contact record.  This linking process happens automatically for all messages received from a sender once GoldMine recognizes the sender’s e-mail address in the contact set.

The “Attach E-Mail to Contact” Dialog, shown below, is GoldMine’s way of creating a new link for an e-mail message.  It will pop up anytime you manually retrieve e-mail from a sender e-mail address that is not yet linked in GoldMine.  You can also force this dialog to appear by clicking on the “Link Message to Contact” button, found in the Read E-mail window.  (Shown with the red circle around it, below- click to enlarge).

 

 

Pressing the Link button opens a dialog.  The “Attach E-Mail to Contact” Dialog, shown below, is GoldMine’s way of creating a new link for an e-mail message.  It will pop up anytime you manually retrieve e-mail from a sender e-mail address that is not yet linked in GoldMine.  (If GoldMine already has the sender's e-mail address on file, it will link the e-mail automatically to the contact record without you doing a thing).

Regardless if a message is linked to a contact, you can force this dialog to appear by clicking on the same “Link Message to Contact” button, as above.

The "Attach E-Mail to Contact"  lets you link any e-mail message to any contact (the first option), or link the message to a new additional contact (second option), or create a new contact record based on the name and e-mail address of the sender (option 3), or unlink the message / leave the message unlinked (option 4).

The first 2 options will launch the search center, where you find and select a contact record (double-click to select) to which the message will be linked.

Notice the small checkbox on the bottom of the dialog.  "Link the address xyz@xyz.com to the contact"  is an IMPORTANT CHOICE. When checked, it will attach the sender’s e-mail address to the record you want to link the message to.  If the e-mail address already exists in GoldMine, it will MOVE the e-mail address from its current location to the new location you are selecting.

Depending on the situation, you will check or uncheck this option.

Most of the time, you would leave it checked.  For example, an existing contact with no e-mail address on his record sends you e-mail for the first time.  Or, an existing contact with a NEW e-mail address sends you e-mail from that new address for the first time. In both cases, all future e-mail messages from that sender will link automatically to the record you are selecting.

Some of the time, you will uncheck the option to link the address.  For example, if you are in the insurance agency business, an insurance carrier sends you information about a policy belonging to a client.  You want to attach that e-mail to the client record.  Ensure the “Link/Unlink the ‘From’ E-mail address is not checked.  If you do not, that insurance carrier’s e-mail address will appear on the client record.  Worse, future e-mail messages from that sender will link automatically to the client record.  UNCHECKING the option means that only the message itself will be linked to the client record, which is what you want.

E-Mail Addresses in GoldMine Are Unique.

It is because of this powerful  auto-linking capability that by default, e-mail addresses are unique in GoldMine.  You cannot have the same address on more than one contact record.    This is why, when you attempt to add an e-mail address to a contact record and it already exists in the contact set, you may get this from GoldMine:

Often, this little dialog appears to users who have unknowingly moved an e-mail address from one record to another (remember the previous discussion on linking messages and moving the corresponding e-mail address) and have attempted to type in the now missing e-mail address on the correct record.  Now you know:  the e-mail address is not missing.  With a little help, it moved!  It's important to read the message carefully and make the right selection.

This dialog lets you link any
 e-mail message to any contact (the first option), or link the message to a new additional contact (second option), or create a new contact record based on the name and e-mail address of the sender, or unlink the message.

 

The first 2 options will launch the search center, where you find and select a contact record (double-click to select) to which the message will be linked. 

Finding Contacts with or without a Relationship Tree

Here is a simple SQL query that will locate contacts in GoldMine who have no relationship tree. This is useful if you are cleaning up your database and want to locate those records that may be lacking. This may prove to be useful if you count on those org charts or trees and want to see who does not have one.

SELECT accountno, company, contact from CONTACT1 where accountno NOT in (SELECT accountno from CONTSUPP where rectype = 'O') order by company

IConversely, if you want to locate all records in GoldMine that DO have a relationship tree in place, just remove the 'NOT' from the query and run it again:

SELECT accountno, company, contact from CONTACT1 where accountno in (SELECT accountno from CONTSUPP where rectype = 'O') order by company

We hope this is useful.

GoldMine Training from $69.00.

It's often been said, GoldMine is not an easy application to learn or, to use if you're not trained in it.

You might not be aware, but we've been offering these training programs for GoldMine for years.  It can be a little frustrating to use GoldMine when you really don't know how to use it.  What in that sentence speaks to absolute logic?

Now, we're offering inexpensive, modularized training.  It's one on one, over the web, and you even get the module step-by-step notes so you can look back on them and actually retain the information you get during the training session.  Just saying; the most often heard complaint about all computer training is that it goes unremembered.

The modular approach is pretty smart too, we think, even if we do say so ourselves, because you only need to learn what you are actually using an application for.  If you already know the basics, but want to get to designing great e-mail merge campaigns, the e-mail module is what you'll want.  This little document explains it all, and if it doesn't, just call us at 800.218.7778 and we'll fill in the details. (if your browser does not support Flash for the document preview below, here's a direct link to it)

Finally, if you're looking for more formalized, classroom style, on-site, presentational instruction in GoldMine, we can do that, too, with one of the best GoldMine instructors in the business.  It won't be for $69.00, of course, but it will be worth every penny.  More information on our on-site training is here.

 

 

Creating Groups from SQL Query Results

SQL Queries in GoldMine offer a useful way of locating contacts with criteria that fall outside of the usual "contact field, operator, value" method used by GoldMine's filters. SQL Queries are much more powerful than filters, since users can query GoldMine's database for scheduled items, history, contsupp (that is, e-mail addresses, linked documents, referrals, organizational or relationship charts, additional contacts, profile or detail records, etc.). Plus, SQL queries can search for combinations of these items.  Visit the GoldMine community forums for more examples of SQL Queries in GoldMine.  There is actually a specific forum for GoldMine SQL Queries.

The SQL Query can produce results. To work with the result (e.g., you want to do a word merge to all contacts in the query result), you then create a GoldMine Group. Here's how to navigate the SQL Query window and build a group based upon the results of the query.

First, you have to apply a query. To do so doesn't mean you need to write the query-- someone else can do that-- and SQL queries are a whole subject unto themselves. Standard GoldMine queries are often traded between users, and a query that will work on someone else's copy of GoldMine will also often work on yours. For more specific queries that search on a specific field or look for specific values within your database, you can call us or your GoldMine partner for help. 

For now, we'll keep it simple. We'll use a query that locates contacts in GoldMine that lack an e-mail address. Here is that query, which is completely generic and will work on any GoldMine system without editing. Just copy it from below:

SELECT accountno, company from CONTACT1 where accountno not in (SELECT accountno from CONTSUPP where rectype = 'P' and contact = 'E-mail Address')

To create a group of records found with this query, navigate first in GoldMine's menus to Tools->SQL Query (In the Classic Menu system, it's Lookup->SQL Query). It's a good idea to associate the query with your own user name, but you can make use the dropdown to select another user name or use (public) if you like. Paste the query into the upper box as shown below. Then, press the "Query" button for a result. The lower window should quickly fill with the result from the query.

 
TIP: If this query is one you plan to run again, you can save it. Click on the "Save" button and give your query a descriptive name so you will remember what it is used for later.

Now you are ready to build the group from the query. Click on the Groups tab, and select "New Group".

You will name the Group, and then select "Build the Group".  Checking the "Synchronize the Group" toggle means that the new Group will synchronize to other undocked or site GoldMine systems.  If you don't use Synchronization at your site, don't bother with it.

Once you select OK, the group Building Wizard will start up.

Select the SQL Query records option and press Next. 

You can select a Sort field if you like, to sort the group by-- often LAST name is the best choice.  However you can always re-sort a group once created.  Since Groups are just static lists of contacts, they can grow stale quickly. 

I like to reference a date in the reference field so I know when a contact was added to a group.  This is an important point, since you will ultimately want to delete this group once it has grown old.  The query is actually the source of your accurate information.  As Contacts change, get added or deleted, the group will become less accurate.  However, running the SQL Query will always produce an up-to-the-moment accurate result. Press NEXT, Finish, and your Group will get created.

Now that you have your group created from your query, you can run your merge from the Document center, Export the contact records to a separate file,  apply a global field replacement, or perform whatever operation you want to perform on the Group.  You've turned your query result into a Group that you can act upon. 

Remember two things about Groups-- you can sort them anyway you want by right-clicking on the Member panel and selecting SORT, and they are STATIC and don't change without your intervention (yes, you can add and remove contacts to and from groups-- but this manual editing approach is not a good one, since you want your records to be accurate and capable of being called up by a query, without you having to eyeball the result every time.  So don't do manual edits to Groups if you can possibly avoid doing so.  Instead, edit your contact records!). 

If you are using a group such as the above example repeatedly, it's a good idea to simply delete this group and rebuild it to reflect the changes to your data that the query will certainly pick up over time.  Ultimately you want your group to accurately reflect your query result.

If you have more questions about setting up groups within GoldMine, feel free to call us at (800)218-7778.

Expired FrontRange Support? Upgrade to GoldMine 9 with "Welcome Back"

This is the best offer I have seen from FrontRange for expired Maintenance and Support customers. 

This offer, called "Welcome Back" is scheduled to start within a week and applies to any customer using GoldMine PE who has been off Maintenance and Support for six months or longer.  Those of you who purchased GoldMine 8.0x and then let your maintenance expire because of the expense involved in renewing can now step forward and get the latest version of GoldMine PE for just 3 months of back support plus, of course, the coming 12 months.  In plain English, if for example your site is 5 or less seats, you would pay $695.00 USD plus just $173.75 USD to get back on Support.  Larger sites would pay based on the number of seats they have at $139.00 per seat per annum plus 25% of that amount for reinstatement.

Here's the specifics:

Existing FrontRange customers only, who are not current on maintenance and have been off maintenance for 6 months or longer, can reinstate Maintenance at a special one-time price of 3 months back Maintenance, together with a new full 1 year M&S agreement going forward. All FrontRange products are eligible for this offer and all seats of the current system must be renewed for pricing to be valid.

Offer available directly from FrontRange and from authorized Partners.

Offer expires January 31, 2012. Purchase of M&S required at the current published rate for the renewed product(s).

So-- there you have it.  If you have an older version of GoldMine, such as GoldMine 7 or GoldMine 8, this is worth considering since it's always a good thing to have up-to-date software.  If you're interested, call us at 800-218-7778 to find out more.



Wireless Sync for GoldMine Using Google Calendar and Contacts

For a long, long time now, we've been waiting for a reliable method of synchronizing GoldMine contact and calendar data to our handheld BlackBerry, iPhone, or similar type smartphone.  If you're a small business person with one to five other GoldMine users at your office, this is a very desirable function.  Your calendar can be updated, or you can update your GoldMine calendar, while you are on the road or otherwise away from the office. 

via blog.presidiocorp.com

This post from June 2010 remains useful and in fact wireless sync using Google has become very, very reliable. You can throw away that old USB cable. CompanionLink updates automatically and syncs unattended very well. I recommend setting the sync so that the calendar is 2 way, but contacts should just sync from GoldMine out to the handheld. Also, do not integrate the Facebook or other third party calendars on your device-- this will create duplication of holidays and any other information that is on that third party calendar. Otherwise, it's great.

Get a 20% Bonus On New SupportPaks Purchased in November

In the month of November, when you purchase a SupportPak for the first time, we'll add 20% to the amount of time you have purchased. This means on a block of 5 hours, you get 6 hours of support!

Our SupportPak service is growing, since most GoldMine sites do need more support than the tertiary Help Desk support offered by our friends at FrontRange. While that support can be good to have, it has boundaries when it comes to troubleshooting environmental problems and does not always manage to solve the problem.

We recognize that while technical problems might not always originate with the application, they still need to be resolved. We provide a 4 hour response time guarantee, and a 30 day warranty on each incident, so that you don't wait, and you don't get billed for more than one occurrence of the same problem in that timeframe. Below, an additional information piece on SupportPak service.  (If you do not see the document, your browser does not support Flash.  Here's a link instead.

 

To order, just call us at 800-218-7778 or e-mail for more information.

SQL Query to find contacts of a Certain Age Range

If you need to locate contacts in your database who are of a certain age-- say everyone who is older than 20 and less than 31-- you can use the DATEDIFF function in a SQL query to get the result.

Here's the query:

SELECT  company, lastname, contact, phone1, UBIRTH as 'Birthdate' FROM CONTACT1, CONTACT2 where CONTACT1.ACCOUNTNO = CONTACT2.ACCOUNTNO AND ((DATEDIFF(Year,CONTACT2.UBIRTH,GETDATE())>'20') AND (DATEDIFF(Year,CONTACT2.UBIRTH,GETDATE())<'31')) order by lastname

The variables are shown in yellow and red, where "UBIRTH" is the example name of the user-defined date of birth field, 20 is the low end of the age range and 31 is the high end.  You will need to know the correct name of the user-defined field that contains the birthdate.  Once you have a result, build a group from it.

$379.00 Toshiba Tablet Arrives in Canada!

I've always liked Toshiba portables-- laptops, notebooks, netbooks.  Toshiba typically makes really solid, well-built machines.  They've entered the Tablet area with the Toshiba Tablet (also known in the US as the Toshiba Thrive).  The price point is excellent-- the Toshiba tablet starts at $379.00 in Canada with the most expensive model at $499.00.  What I like about this new Tablet is the heft (I know, tablets are not supposed to be hefty, but if you're a butterfingers kind of guy like I am, it's nice to grab on to something a little bigger and more rubbery than an iPad.)

The tablet is a larger 10.7 inch device--  again, I like the bigger display-- and offers an HDMI port, full-size USB/mini USB ports and interchangeable battery.  You can make full use of the device with 7 hours or so of battery life.  (Speaking of which, I am not crazy about the charger.  It is bulky and you'd think you could charge through the USB interface but alas, no.)  That said, Toshiba Tablet is getting good reviews from C|net users-- read those here.  The Toshiba Tablet is in stock in Canada.  You can buy it online, or through Presidio (we still maintain our Toshiba Dealership status because we still really like Toshiba stuff.)  I would also recommend purchasing the Portfolio or Protfolio 360 accessory case to protect the tablet-- (I have seen now too many tablets with broken glass.  With a case you have at least a fighting chanceif you drop it).  There is also an extended warranty option.  The standard warranty is for 1 year.

Happy Tableting!

 

See the new wMobile!

You are invited to attend a 30 minute live web event where the capabilities of wMobile will be demonstrated and to answer any of your questions. New Web Based Desktop User Interface Finally a web based user interface that mirrors the GoldMine Premium user experience. On a laptop or desktop computer, PC or Mac, your users can connect live to your central GoldMine Premium data, connecting quickly through a web browser such as Internet Explorer, Safari, Firefox or Google Chrome. High Performance and Scalable Technology wMobile Phone and Desktop Edition will scale to support 100’s of users on a single web server. wMobile’s light weight web clients support worldwide access to GoldMine from a single web server location. No Remote Installations Your wMobile users are up and running in seconds with no software to install. Just add a new web address to your web browser and you are up and running. No Monthly User Charges wMobile is an inexpensive one time purchase giving you a perpetual license to web enable your remote CRM users. New Email Integration to GoldMine wMobile can be configured to automatically link email sent to and received from contacts to their GoldMine Premium CRM contact interaction history. Remote users can send and receive email using any smart phone or web based email system without plug-ins or any user action to add the email to the central GoldMine contact history. New Support for Multiple GoldMine Contact Sets For GoldMine Premium systems using multiple contact sets - wMobile now supports users switching at will between contact sets. New Dedicated Google and LinkedIn Tab Show Google satellite map, directions, blog or web searches for the currently viewed contact. Check to see if the current contact is in your LinkedIn network. New Automated Process Support wMobile users can now attach automated process tracks on contacts to automate marketing and administrative tasks using GoldMine’s powerful automated process feature. wMobile also shows the processes tab on contact records to allow users to manage existing tracks. New Filter Based User Security wMobile supports a new easier to manage security model of limiting users access to information subject to a common GoldMine filter rule rather than complex ownership and curtaining maintenance. New Relationship Tree Handling New Support of GoldMine Premium Relationship Trees in Both Phone and Desktop Editions of wMobile. SEPTEMBER 2011 Eastern USA Time 15 THURSDAY 11 AM 22 THURSDAY   2 PM 29 THURSDAY 11 AM