GoldMine Productivity Boosters

Primary Email:

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Anytime you’re using a system like GoldMine, it’s a good idea to evaluate how often a field is populated and the different values that are being put in.  For example, here we have our Industry field.


Are people using it?  If so how many records do we have for the different industries? Fortunately this is an easy question to answer with a pretty simple SQL Query. First, however, you’ll need to do a Right-Click | Properties on the field to get the field name. This is how it’s referenced in the database.

Industry Properties

So our SQL Query to analyze this will be:

SELECT key3, count(*) as '#' FROM contact1 GROUP BY key3

Simply copy and past the SQL Query into Tools | SQL Query and hit query.  You’ll see a result like this.  You’ll notice there’s two blank areas, one for blanks and one for nulls, but essentially they’re the same thing.


You can switch out the fields just be sure to change the name after the select as well as after the group by.  You can also use this for other tables, for example contact2, for custom fields, just change the table name after the FROM.


Global Replace

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  • Tabs



In our last post we talked about automatically creating Relationship Trees to link all of the contacts at a single company together.  There will come a time, though, when you want to update all of the contacts within that Relationship Tree.  For example, if one of those organizations becomes a customer.

First, go to the top level of the organizational chart, and then change the value of the field you’ll want to replicate.

GoldMine Replicate 1

Then Right-Click on the top entry and choose Replicate data…

GoldMine Replicate 2

Then choose the field or fields to replicate.

GoldMine Replicate 3

Issue # Description
160813 Prompt if E-mail address is not on file when Auto-Linking received email –
message box causes further downloaded emails not to be handled
correctly -NOT auto linked at all and/or no further  prompts
200761 When display name has a comma (e.g. Doe, John) on a sent email linked
via Outlook integration and reply to all is used original sender’s name will
be split into 2
201654 Prompt for E-mail file options when deselecting the option “Prompt if E-mail
address is not on file when Auto-Linking received Email.”
215970 Outlook hangs when trying to link emails to GoldMine when images have
been removed and only the placeholders exist.
220492 Outlook Messages Linked to Contact Goes to “Pending” Instead of “History”
204139 Wrong user is being associated to an email after being linked though the
Outlook Integration
220493 The wrong user is shown for a user’s activity in history.

GoldMine’s relationship tree is a great tool to see all of the contacts at a particular company.  However, creating them and keeping them up to date can be a chore.

GoldMine Relationship Tree 1

However, there’s a nice tool within GoldMine’s data management utilities to do this for you.  Go to Tools > Data Management > Create Default Relationship Trees.

GoldMine Relationship Tree 2


Normally you’ll be building the relationship trees based on the Company field.  You can also have GoldMine create subsections (folders) based on a secondary field, in the example I chose State, and finally, I like to replace all existing relationships, that way all the relationship trees are rebuilt.

217142 Blank notification email sent if “Page me with alarm when not
acknowledged within..” option is checked
218285 The body of new email retrieved in GoldMine Mobile 2014
is unavailable in the activity list.
218288 When completing an email message from the activity list
in GoldMine Mobile 2014 the email does not complete in
GoldMine or the Mail module for GoldMine Mobile
218857 In GMME when creating a new activity, click ‘Add Contact’
and the heading of the screen selector is ‘title’ when it
should be ‘Add Contact’.

Global Replace

  • Before your Global Replace
    • Backup!
    • Filter/Group
  • Types of Global Replace Operations
    • Replace a Field with a Value
    • Update a Field with Advanced Options
      • Formatting
      • dBASE
    • Exchange Value of Two Fields




Spring is finally here and it’s time for some Spring cleaning on our GoldMine database!

Here’s a SQL Query that’ll show you any duplicate email addresses you have in GoldMine.  This is probably one of the most important queries you can run to ensure that any email blasts you do via GoldMine don’t result in duplicate emails being sent to the same person.

SELECT   ,   ,
FROM     contact1 c1
         INNER JOIN contsupp cs
         ON       c1.accountno      = cs.accountno
WHERE    ISNULL(cs.contsupref, '') <> ''
AND      cs.contsupref IN
         (SELECT  contsupref
         FROM     contsupp
         WHERE    CONTSUPP.rectype = 'P'
         AND      CONTSUPP.Contact = 'E-mail Address'
         GROUP BY contsupref
         HAVING   COUNT(*) > 1

Simply copy and paste into GoldMine’s SQL Query window and hit query. Goldmine SQL

If you have two different records with the same email address do a merge/purge of the records.

How to Effectively Use ‘Dummy’ Uses in GoldMine

I got a great question on this from Susan Hallam from Hallam Internet,  basically how to do marketing calendars or other public calendars in GoldMine.

One of the great things about GoldMine is that its licensing is based on concurrent users, or who is actually logged in.  So that gives us a lot of flexibility in creating ‘dummy’ users to use for a variety of reasons.  However, for our topic today, let’s say we have a marketing calendar that includes email blasts, attendance at conferences and the like.

We can create a user in GoldMine called ‘Market’, the username is limited to 8 characters, but we can put ‘Marketing Calendar’ as the full name.

Dummy Users 1

You’ll then be able to access the Marketing Calendar from the calendaring module by changing the user.

Dummy Users 2

When scheduling activities on the calendar I’d recommend using Events since they can show up as multi-day activities, for things like conferences, trade show booths, etc.  Since the Events probably aren’t related to any specific contact just be sure to uncheck the Linked box when scheduling.  Also, be sure the user for the Event you’re scheduling is Market.

Dummy Users 3

If you’ve been using GoldMine for a while you’re probably very familiar with previewing a filter.  Here we have a list of all of our Web Import records.

Filter Drill Down 1

What you may not have noticed is the Drill Down button in the lower-right, and what it’s for.  So, once you have a filter like this previewed, go back to the Filters tab, and select another filter.  I’ve selected California.

Filter Drill Down 2

Go back to Preview and click Drill Down.

Filter Drill Down 3

You’ll see GoldMine has combined the two filters, so we’re only seeing records in California that are Web Import records.  If this is a useful filter for you, click Save to save the combined filter as anew filter.

Filter Drill Down 4

In our previous entry we discussed using the merge code fields to tag who should be getting holiday cards and gifts. Now that you’ve gone through the process of adding the appropriate merge codes to your contacts, you probably want to see who has been tagged!

If you are only working with primary contacts I suggest using a filter… Your filter will look something like this:


The key here is to use the Contains operator, as there may be multiple values in the field.

Once you’ve built your filter you can see the list from the Filter’s Preview tab as well as from the Contact Search Center!

You can, then, export from the search center, use GoldMine’s reports to print labels, etc…

You can also use GoldMine’s Export Wizard available under File | Import/Export | Export Contact Records (Or Tools | Import/Export Wizard | Export Contact Records in 7.x or below).


The wizard gives you a variety of options of the export format (dBASE, ASCII, etc.) as well as whether you want to export primary and/or secondary contacts as well as limiting the export to a merge code.


Once exported, you can use MS Word® to print labels, etc. My only complaint with the Export wizard here is that if the additional contact doesn’t have an address listed the Export wizard won’t automatically pick up the address of the primary contact.

Which brings us to our last method of export, a SQL Query, actually three.

Here’s one for primary contacts:

select company, contact, title, address1, address2, address3, city, state, 
zip, phone1, contact1.accountno from contact1 where mergecodes like '%HC%' 
order by company, contact

Here’s one for secondary contacts without an address (It’ll pick up the address from the primary contact):<

select,, contsupp.title, 
contact1.address1, contact1.address2, contact1.address3,, 
contact1.state,,, contact1.accountno 
from contact1, contsupp where rectype = 'C' and 
(contsupp.address1 is null or contsupp.address1 <= '') 
and contact1.accountno = contsupp.accountno and contsupp.mergecodes like 
'%HC%' order by company,

Finally one for secondary contacts with an address:

select,, contsupp.title, contsupp.address1, 
contsupp.address2, contsupp.address3,, contsupp.state,,, contact1.accountno from contact1, contsupp where 
rectype = 'C' and contsupp.address1 > ' ' and 
contact1.accountno = contsupp.accountno and contsupp.mergecodes like '%HC%'
 order by company,

Just change the ‘HC’ in each query to the mergecode you’re using. After running each you, can do the Right-Click | Output to Excel trick and you’re on your way!

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It’s getting to be that time of year again, and with it the challenge of figuring out who should be getting what during the holiday season.

There are several different ways of doing this in GoldMine, but let me show you my favorite… This method uses the “Merge” field – and is usable for both primary and secondary contacts.

Primary Contacts:


Secondary Contacts:


To configure the merge field for holiday use we just have to change the lookup values for the primary contact, the same merge codes will automatically be used for secondary contacts.

Within the Merge field, either use the Right-Arrow or use the F2 key on the keyboard to see the Lookup list.


Single Left-Click on the New button to add different merge codes.  You may want to use a single one or multiple depending on how you handle cards and gifts.  The two I have here are:

HC for Holiday Card and
HG for Holiday Gift.

We use the format:

HC;//Holiday Card (Code, semi-colon, two slashes, and then description).

Only the code will be placed in the field.  With this format you can fit up to 5 codes in the merge code field.  Select one code, as you normally would when using the lookup list, then select a second in the same manner.  GoldMine will automatically place a comma and space between the two instead of replacing one code with another.


You can use any number of letters or numbers for the code but all codes should have the same number of characters.  I prefer two which allows up to 5 codes in the merge field but also makes it easy to remember what each is for.  You may want to use HC for Holiday Cards, but H1, H2, and H3 for different levels of gifts…

Get started on this and in our next  entry we’ll discuss getting that list out of GoldMine using SQL queries and the export wizard.