Tips, Tricks, News & Updates on GoldMine Software for CRM (Customer Relationship Management)

There are many ways to encourage users to fill out fields… Here’s a very non-draconian and non-invasive way to encourage the users to fully fill out a record. This method will make the field label red if the field is left blank, therefore drawing attention to the field.

In our example we’ll use the Company field; however, this can be done for any field in the top-half of the screen or the Fields tab. First, do a Right-Click | Properties on the Company field while logged in as a user with ‘Master’ rights. Then go to the Color tab.

Click on the Expression radio box under Label Color and enter this:

iif(trim(company) <= '', 255, -1)

If you are using a different field you’ll need to substitute that field name for ‘Company’. The 255 is the color red while the -1 is the default label color.

Then OK.

So now the Company field is Red if the field is left blank.

Happy GoldMining!

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Let’s say you want to find all contacts in Florida who are Customers…  We want to filter on these two fields.

This example will work for filtering or segmenting on any standard or custom GoldMine field.

First double-click on the first field to bring up the Contact Search Center based on that field.  For our example we’ll use State as the field to double-click on.

Click the “+” sign to add another filter criteria.

We can then change the highlighted items to an additional search criteria, e.g. “Account Type” and “Customer”.

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So, the spring season has now begun and, it’s time for some Spring cleaning on our GoldMine database!

Today’s tip is how to do a ‘Merge Purge on Tagged Records’.  When a merge/purge is done we combine two records into one.  Information on the contacts, details, referrals, history, links, opportunity, and project tabs will be combined into a single record.  For fields like contact, company, etc. the record we tag first will win.  If the first record tagged is missing information, say a fax number, but the second tagged record isn’t, the fax number will be populated in the surviving record.  This is my favorite method for removing duplicate records from my GoldMine!

First, we need to Tag two records.  This is done in the Contact Search Center by holding down the Control key and doing a Single-Left Click on the two records you want to merge together.

If you’re using GoldMine Premium Edition, we’ll still do this within the Search Center, but just click the check boxes to the two duplicates.

After tagging two records you’ll notice the title bar of your contact record will tell you that you have two tagged records.

… or in GoldMine Premium Edition

There is no undo after a merge/purge so be sure you have the correct two records tagged.  Check and Double-Check!

With the two records tagged choose Tools | Merge/Purge Records | Merge Tagged Records from the main menu.

Or in GoldMine Premium Edition choose Tools | Data Management| Merge/Purge Records  |Merge Tagged Records

GoldMine will warn you…

Click Yes to complete the Merge/Purge.

Happy GoldMining!

If you use GoldMine’s Links tab it’s easy!

In each GoldMine record you will have “Links” tab.  Often times I’ll rename it “Docs” when I implement, but it’s the same thing.  If you don’t see it, you may need to turn it on with the Tab selector button.

Here is our Links tab.

Once a document is on the Links tab a simple Double-Click will open it.  Any kind of document, from Word, to Excel, to PDF, to a Graphic can be ‘linked’ via the Links tab.

To manually add a document…  First, Right-Click | New from within the white area of the Links tab.

This will bring up the Linked Document window.  Type in a few words to describe the document in the Document Name area.

Then click the Open button, I’ve high-lighted that in Red in the graphic.

This will bring up the standard Windows Open Dialogue box.  Navigate to where you’ve saved the document, select it, then click Open.

That doesn’t actually open the document; it just tells GoldMine where you’ve saved it.  If you want other people in your office to be able to open the document from GoldMine as well as yourself, you’ll need to save it somewhere on the network where everyone is able to access it.  GoldMine doesn’t save the document in its database, it’s saving a pointer to the document.

Click OK, and it’ll show up on the links tab!

If you’re saving a Word or Excel document, and you have the GoldMine link to Word and Excel installs you can save that document to the Links tab simply by selecting Save as Linked Document from the GoldMine menu.