Category Archives: GoldMine E-Mail

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!!

GoldMine Printing Options

Just like the default print button in Microsoft Office, many of the print buttons in GoldMine automatically print everything to the default printer. In most cases that’s exactly what user’s want. However, sometimes we want more control over printing. We want to change printer or print only selected pages. Here’s how you can do just that.

Normally GoldMine uses the printer set as the Windows default. If you want to change your default for GoldMine, you can click Tools | Configure | Printer Setup…GoldMine_Printing_Options_01


But what about printing only select pages? Where users seem to really want to do that is when printing e-mails. Here’s how that works:

  1. Open the e-mail, not just via the Preview.
  2. Right-click anywhere within the e-mail itself and select Actions | Print Pages…GoldMine_Printing_Options_02

You can now select a different printer, page range, copies, etc.


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


Using and Managing the Manual Recipient List

Occasionally, even the most dedicated GoldMine user has to send an e-mail to someone who is NOT in the database and doesn’t need to be in the database. GoldMine refers to those as Manual Recipients. We send to those by choosing the Manual recipient… option in the To menu.Using_and_Manging_the_Manual_Recipient_List_01


When selected, GoldMine will display the Manual Recipient Entry dialog box. Once you send out an e-mail using this method, GoldMine will save the e-mail address for you, allowing you to use it again in the future. If you’ve used this before, your previous addresses will show on the list allowing you to select them again.Using_and_Manging_the_Manual_Recipient_List_02


But how do you manage this list if you want to remove or even add entries? This list is managed, per user, via their user.ini file. Just open the specific user.ini (e.g. albert.ini) and scroll down to the [Last E-mail Addresses] section.

The text will look like this:

[Last E-mail Addresses]

Now you can add and remove as needed. If you remove an address, you don’t need to re-number anything but if you add a new address, you won’t want to repeat a number or GoldMine will ignore the new address. You will need to exit GoldMine and log back in for the change to take effect.

That’s all there is to it!

Enjoy and Happy GoldMining!!


Retaining E-Mail in your Inbox

If you’re like most GoldMine users I know, you let GoldMine automatically fast-file e-mails once you reply to them.  However, every so often you want to reply to an e-mail but you don’t want the original e-mail to be auto-filed.  Maybe you just replied with a confirmation but haven’t actually provided a complete response to the request.  As a result, you want to leave it in your inbox to remind you to reply properly.

So what are your choices?

  • You can change your settings, but then you have to remember to change it back. That’s my least favorite.
  • You can use the Forward button, but then you have to re-select the contact, your subject has a FWD:, and the original message shows in the body as a Forwarded Message. Personally I don’t like the way that looks.

So what else can you do?  Glad you asked….

  • An easier option that might not be as intuitive is to use the File It button. By changing the Disposal method and the Before completing items, you can Reply and Retain. This window also gives several other options, including the ability to Schedule a Follow-up activity right from this window.Retaining Email in your Inbox_01
  • My favorite method however, especially for the quick and easy Reply and Retain is to reply from the History tab of the record. I simply switch to the contact record tab, right-click the specific email in the Pending tab and select the Reply… option.  Now I can select Retain in In-Box and continue as usual. Retaining Email in your Inbox_02


That’s all there is to it!


Side Note: The setting that decides whether you want to auto-file the original message can be found by going to Tools | Options | E-Mail tab | More Options… button | Composing tab | Complete original message.


Enjoy and Happy GoldMining!!


Adjusting GoldMine’s Inbox Display Limits

We last touched on GoldMine’s Inbox display limits a few years back.  Here is a link to the article which might be helpful to review.

GoldMine’s Inbox Display Limits

In that post, we explained that when a user has more than 2,500 e-mails in their inbox, GoldMine will still download messages into the inbox but will not display them all.  Limiting queries to a fixed number of rows to return, keeps applications from getting sluggish when the list is too large.  Until recently, the previous article was enough.  Users would simply be encouraged to pare down their inbox count.  Though we would still highly encourage that as the best solution, a few users have expressed the need to show more, even if only temporarily.

To modify the number of e-mails that GoldMine will show in any given folder requires changing the USERNAME.ini for that user.   Here’s how:

  1. Log the specific user out of GoldMine
  2. Open their USERNAME.ini, found in the root of the GoldMine folder on the server (e.g. \\SERVER\GoldMine\Albert.ini)
  3. Search for the section called [GM_Mail_Center]
  4. Add or change the MailListCapacity entry
  5. Save and exit
  6. Allow the user to log back into GoldMine

Your entry may look something like this:



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


Moving E-Mail Attachments

Who would have thought that Attachments would be such a popular subject? This will be our 3rd post in an impromptu series on Attachments. Our last 2 posts were about Finding Attachments.

Finding Missing E-Mail Attachments
Finding E-Mail Attachments

Since those posts, some of the questions we have received revolve around the Management of E-Mail attachments, specifically properly moving attachments once they arrive.

Note:  This also applies to users using the Outlook link when you write both the e-mail and the attachment into GoldMine. For Outlook users, you will want to find the e-mail in GoldMine and follow the instructions below. This will have no impact on how Outlook is storing the attachment.

In order to ensure that the link is not broken in the process, you must move the attachment from within GoldMine. If GoldMine moves the attachment for you, then it will automatically update the location so it can be located later. If you move the attachment outside of GoldMine, then you’re back to the “Finding Missing E-Mail Attachments” problem.

Assuming you have read the other posts or you are already up to speed on the background, let’s dive right into the solution.

  1. Right-click on the attachment to bring up the menu and select “Move…”.Moving_Email_Attachments_01
  2. Browse to the appropriate folder you want to store the file. Note that if you want others to be able to access the attachment, they must have access to this network share or drive mapping.Moving_Email_Attachments_02
  3. When you have found the correct folder, click OK.

The attachment will now show (assuming you have the full path option on), in its new location.Moving_Email_Attachments_03
That’s all there is to it!


Hope you find this of value!
Enjoy and Happy GoldMining!!

Finding E-Mail Attachments

Our last blog post, regarding how to find missing e-mail attachments, received a lot of positive feedback and some additional questions.

Note: Your feedback and questions help drive the topics so please keep them coming.

Apparently missing attachments weren’t the only kind of attachments users needed to find. I know, “How do I find attachments that aren’t missing?” can be an odd-question… but we are talking computers here. 😀  In this situation we can likely reword it to read: “How can I track down where the file is located?”

When e-mails containing attachments arrive in GoldMine, your User Preferences dictate where and how the attachment is automatically stored.

For a refresher on that please check out this previous post: GoldMine E-Mail Attachments

The attachment will then be visible in the header of the e-mail message.Finding_Email_Attachments_01

Right-clicking on the attachment will allow you to turn on an option that will “Show full path name” of the file.Finding_Email_Attachments_02

With that option selected, you can now see exactly where the file is.  Normally I keep this option on all the time.Finding_Email_Attachments_03

Though there is no “Open Folder” option, there is the “Copy name to clipboard” option.Finding_Email_Attachments_04

Now you can use that text, minus the file name, in Windows Explorer or the Windows Run command, to open the folder where that file is located.



Hope you find this of value!
Enjoy and Happy GoldMining!!

Finding Missing E-Mail Attachments

From time to time we will get a phone call or e-mail from a customer about e-mail attachments that have “disappeared”. They open an incoming or outgoing e-mail, which they are absolutely sure had an attachment, but whose attachment is not showing in the e-mail header as expected. Since GoldMine does not show the broken link, the hunt begins for “what happened to that attachment?”.

The good news is that the full path and filename of the attachment is embedded into the e-mail itself and can be retrieved when needed.

  1. Open the e-mail in question.
  2. Click the Actions button in the E-Mail windows toolbar (your button may be smaller if you are not showing button text).
  3. Then select the View in Web Browser option.Finding_Missing_Email_Attachments_01
  4. Your default browser will open showing the e-mail as received. At the bottom of the e-mail you will see the full path and file name of the attached file(s).Finding_Missing_Email_Attachments_02

When GoldMine opens the e-mail it looks for the file(s) as indicated in the Attached File line, but will continue without complaint if the file cannot be found. The next question we get is what can cause this to happen. A few things can cause this:

  1. The file has been deleted.
  2. The file was moved from outside of the GoldMine interface and is no longer at that location.
  3. The path is not visible by the user opening the e-mail.
    a.  A mapped drive has been lost.
    b.  User does not have rights to see the folder.
    c.  The path is local to another system.

Sometimes broken paths can be repaired simply by giving access to the folder or moving the file (back) to the location GoldMine is looking for it in. Other times a bit more IT effort may be required and you will need to contact your GoldMine partner.

Hope you find this of value!
Enjoy and Happy GoldMining!!

Using Constant Contact with GoldMine – Part 5

This will be our 5th and final installment on our Using Constant Contact Series.

If you missed our 4 previous posts here ya go:

Using Constant Contact with GoldMine – Part 1
Using Constant Contact with GoldMine – Part 2
Using Constant Contact with GoldMine – Part 3
Using Constant Contact with GoldMine – Part 4

By now we have setup the Constant Contact integration in GoldMine, compiled and exported our list of contacts, sent our campaign, received the results back into GoldMine, and located a list of contacts who have “clicked-through” our campaign. Now it’s time to schedule a follow-up call to that list.

If you activated the SQL Query from Part 5 or saved the Query, you can now use that Query in the Contact Search Center to display those records.

  1. Copy that Query so it is ready to use below.
  2. Open the Contact Search Center (also available via Go To | Search | Contact Search Center).
  3. If you are not already showing the SQL query editor in the Search Center, which is off by default, click the Options button and turn that option on in the Lookup tab.Using_Constant_Contact_with_GoldMine_10
  4. Click OK and a new window will appear in the Contact Search Center.
  5. Click the Edit button.
  6. Highlight the existing query, if there is one in there, and replace it with our copied one.
  7. Click the Preview button.Using_Constant_Contact_with_GoldMine_11
  8. Right-click within the search results list and select Tag All.
  9. Now click the Schedule button and select All Tagged Records | Call…
  10. You can even use the Series tab to spread out the calls and the Users tab to assign the calls to several users, spreading out the workload as needed.


Hope you find this of value!
Enjoy and Happy GoldMining!!

Using Constant Contact with GoldMine – Part 4

Continuing with our series, today’s post will show you how to access and leverage the information you get back from Constant Contact.

If you missed our 3 previous posts here ya go:

Using Constant Contact with GoldMine – Part 1
Using Constant Contact with GoldMine – Part 2
Using Constant Contact with GoldMine – Part 3
Now that all the Campaign results have arrived in GoldMine, Bounces, Opt-Outs, Open, Clicks, and so on, how do we use this information?Using_Constant_Contact_with_GoldMine_02

Let’s say that you now want to make a call to all of those contacts who performed a clicked-through on one of your previous broadcasts. For this we will use the GoldMine Lookup Wizard. For a more in-depth review of the Lookup Wizard, please review that previous post.

Using the GoldMine Lookup Wizard

  1. Click Tools | Lookup Wizard.
  2. Select Contact information.Using_Constant_Contact_with_GoldMine_06a
  3. Click Next.
  4. Click Specify completed activity match options.Using_Constant_Contact_with_GoldMine_06b
  5. Click Next.
  6. Place a checkmark next to Result Codes and the Wizard will prompt you to select the Code or Codes you would like to use.  For this example, we will use CLK for Clicks.
  7. Click the Add>> button.Using_Constant_Contact_with_GoldMine_07
  8. Click OK.
  9. We can now add additional parameters to be more specific. (e.g. adding the Reference line to focus on a specific campaign).Using_Constant_Contact_with_GoldMine_08
  10. Once you are done with your entire selections, click Next, and Next again.Using_Constant_Contact_with_GoldMine_09a

From here you can Activate SQL statement to see the results immediately, save the Query for later use, or copy it to use in Reports or the Search Center.

In our next and final installment, we will show you how to use the Query results to schedule that follow-up call.


Hope you find this of value!
Enjoy and Happy GoldMining!!