GoldMine Productivity Boosters

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I value your email privacy. I will never ever spam you or rent/share your email address with anyone. Period.

Yes, I am still alive!  I know its been a while since our last blog post, but I’ll try to make it up to you in the near future!

I received an email question on the lookup.ini and how to use it to deal with ranges.  So, for example, we want to assign our sales rep by the employee count of a contact.

There’s some good basic information on how to create and where to find the lookup.ini in GoldMine’s help file so we won’t go too much into detail on that.  Basically, it’s a file that tells GoldMine to auto-populate some fields based on others.  For our example here we’re assuming we have a custom field, UEES, # of Employees, that tracks a contact’s number of employees.  We then want to auto-populate the Key4, Account Manager, field based on that.

Lookup INI 1

Our criteria is going to be:

<= 99: Mike
100 – 499: Bill
> 500: Sam

The basic syntax we’re going to be using here is iif(Expression,True,False).  So if the expression is true, it returns the middle section of the formula, and false the end. We’re then going to nest some additional iif in the false area so we can do multiple evaluations. Here’s the code and a screen shot of what the lookup.ini would look like for this:

iif(contact2->uees <= 99, ‘Mike’, iif(contact2->uees >= 100 .and. contact2->uees <= 499, ‘Bill’, iif(contact2->uees >= 500,’Sam’,’Error’)))

Lookup INI 2

I’ve been doing some cool things with Dashboards recently, I think we’ll try to feature some of them in the next posts.  Until then, enjoy the Spring!

It’s bound to happen, you’ll come across a dreaded duplicate contact in your GoldMine!

GoldMine Duplicate 1

From the Search Center, though, it’s easy to take care of.  Simply select each of the records by far left box.

GoldMine Duplicate 2

Then go to Tools | Data Management | Merge/Purge Records | Merge Tagged Records.

GoldMine Duplicate 3

GoldMine will consolidate the records into one, merging the history, pending, opportunities, etc.


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I received this question from a long time blog reader, “Do you have a SQL Query that can list the Companies where there has been NO CHANGE, no pending record entered or History Record in the last year?”

Well, no I don’t, but let’s see what we can do!

So here’s the query:

FROM contact1 c1
WHERE lastdate < getdate() - 365
 AND c1.accountno NOT IN
 (SELECT accountno
 FROM cal
 WHERE createon >= getdate() - 365)
 AND c1.accountno NOT IN
 (SELECT accountno
 FROM conthist
 WHERE createon >= getdate() - 365)
 AND c1.key1 <> 'Unqualified'

Ignored Accounts SQL

So a couple of things to note.  You’ll notice I’m using getdate() – 365 to automatically go back one year, you could replace this with a date, e.g. < 1/1/2015, if you want to hard code the dates.  Also, I am excluding any contact marked Unqualified in the key1 field for those contacts that you do not want to contact often.

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

  • Auto-Login
  • Toolbar
  • Navigation Pane
  • 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.