A Day in the Life

Presented by Justin Hill

For

September, 2013

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Contact Management and Administration

Creating Contact Records Like with everything else in GoldMine, there are a few different ways to get to the same place. In this case, to create a new Contact Record, simply click on the New Record button from the toolbar, or select File | New | New Record from the top level menu. -

Either selection will get you to the New Record Window, shown here.
Simply click into a field and type in the desired values. Hitting TAB will navigate you to the next field.

ProTip: When entering phone numbers, leave off the first digit of Long Distance numbers (the 1), else GoldMine wont know how to correctly format it.

Pro Tip: Use Copy to create a duplicate of the current contact record. Useful for when creating a new contact that belongs to an existing Company.

GoldMine will automatically check for potential duplicate records based on these criteria.

Editing Contact Records Editing field values in GoldMine is easy; simply click into a field to activate it, then just type in the desired value. Hitting TAB will navigate you to the next field.
You can always hit the gray arrow to bring up the Picklist for that field.

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Deleting Contact Records In GoldMine, deletions are forever. There is no undo, no second chance, absolutely no way (other than restoring from a backup) a deleted record is coming back. To Delete a contact record, simply click on the Red X toolbar button or select Edit | Delete Contact from the top level menu.

In any case, GoldMine will warn you of the severity with which it is considering your proposed Deletion;

Youll notice that not only is the contact deleted, but also all other tertiary data that is associated with it. ProTip: The ability to delete contact records can be taken away from Users by editing the Access tab of their User Properties (Tools | Users Settings).

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Record Ownership and Curtaining Record Curtaining restricts what information can be seen on a particular Contact Record. It restricts everyone other than the Record Owner. The Record Owner can be a GoldMine User or a GoldMine User Group. You may access the Ownership/Curtaining tab from the Record Related Settings window (Edit | Record Properties | Ownership Tab).

Curtaining Choices Semi Partial: Users who are not record owners can view the upper four panes, but cannot view the Tabs. Partial: Users who are not record owners can view only the contact name, and phone number areas. Complete: Users who are not owners cannot access any of the contact information.

ProTip: Users with Master rights can see any record, regardless of how it is curtained.

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Use the Owned By drop down to select the desired GoldMine User or User Group.

Contact Record Alerts Record Alerts are a way to uniquely and visibly identify a contact as requiring attention. Alerts are set through the Record Related Settings window, on the Alerts tab. The main idea here is that when you set an Alert for a contact record, that Alert will pop up for anyone viewing the record for five seconds or longer. Then the Alert must be acknowleged.
Check Enable Alerts to open the Alerts list.

Then you may mix and match a selection of applicable alerts.

For the set Alerts, you may also force a History item to be written to the contact record when an Alert is acknowledged.

You may create a new Alert by clicking on the New button. Page 5 of 36

An Alert consists of a Code, Description and Message. All these values are displayed to the Alerted user.

When any user views the contact record for more than five seconds, they will be prompted with the Alert window as shown here.

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Field Population and Picklists

Notice the little gray arrow to the right of the field; this is how to access the picklist. For example, let us click into the Source field and click the gray arrow to bring up the Picklist.

As you can see, this is a way to save frequently used field values in an easy-to-use list. You may add entries to this list by clicking New. Pro tip : You can hit your F2 key while in a field to bring up the picklist with your keyboard.

You can access more advanced Picklist options by clicking on Setup to get this window:

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Allow blank input lets the user enter a blank into the field. Force valid input forces the user to use a Picklist item. Deselecting Allow adding and Allow editing prevents a user from adding or editing Picklist items. The same behavior applies to the Allow deleting checkbox. Capitalize first letter works as you expect, as does Pop up when selected. Pro tip : It is a good idea to set up your Picklists before letting the users start entering data.

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Searching, Filtering and Exporting

We all know that Searching for Contacts is the most important thing we will ever do in our GoldMine; everything we choose from the top-level menu in some way affects the Current Contact Record. Consequently, using the Search Center has become second nature. We click over to look for someone, then back to the Contact Record and hardly ever think about it. So, it was easy for Frontrange to sneak in several amazing enhancements under the radar. Listing more than 10,000 records Those of you who have tried and given up on using the Search Center for looking at more than the default 10,000 records, rejoice! The 10,000 record limit can now be increased on a per-system level. 1. Log in as the MASTER user or equivalent 2. Go to Tools | Configure | System Settings from the top level menu 3. Click the Display Tab

Increase both values to the desired amount.

Note: Increasing these values may impact the performance of your Search Center.

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Accessing your Filters and Groups Did you know that you can Preview any of your Filters or Groups within the Search Center? Simply click on the Filters/Groups button to open the Filters and Groups tree view on the left hand side;

Click this button to reveal/hide the Filters and Groups Tree.

Navigate to the Filter/Group youd like to Preview and double click it.

When you double-click to Preview a Filter or Group, you may get this message;

Clicking Yes will allow you to provide a Filter Optimization (using a Beginning and Ending limit). This is entirely optional, and if youre not sure how to use a Filter Optimization, simply click No. Once the Filter/Group is Previewed, we can see so in the tab of the Search Center;

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To release your Previewed Filter in the Search Center, simply close the Tab. Using the Multi-Level Search You can search on more than one field by clicking the plus sign in the upperright hand corner of the Search Center. This will add a level to your Search Criteria.
Click the + to add a level, the - to remove a level.

You can see here that each level allows you to search on a field. In this case, Im looking for Customers in New York State.

Every level has a connector, which is defaulted to AND. OR is also available.

Every field on the Contact Record is available through this drop-down.

All of your favorite operators are available from the drop downs (begins with, equal to,etc).

Incidentally, you can now save your multi-level Search as a Filter or Group by clicking your Save button.
Selecting Filter or Group will allow you to create and name a new Filter/Group against the same criteria as used in the Search Center.

Exporting to Excel, Word or the Clipboard here is exactly the same as the right-click Output To functionality found in the other areas of GoldMine.

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Adding columns What good does all this fancy list-generating do you if you cant see the desired columns? Maybe you need a list with the Customer Type, perhaps you need one with Acct Rep listed. In either case, it is now easy to add columns to your Search Center. Adding columns is a per-user setting.
Click the Columns button to display the Select Browser Columns window.

Go to the Column Selection tab to add columns.

Add columns from the left (available) to the right (selected) by using the arrow keys in the middle.

You can re-order the columns you select by using the Up and Down buttons.

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Right-click Output To When you think about it all, the ability to customize columns, search criteria, save search criteria for later use, all of these great amazing things allow us to do one thing; create a list. Create lists easily, and now, easily get them into Excel. Anyone who has been using GoldMine for awhile now knows about the rightclick Output To functionality. Its available in virtually every list control within GoldMine. Invoking this item dumps all the rows out of whatever youre looking at in GoldMine, into Excel.

So, by using the five previous steps, we should be able to easily; Use the Search Center to create a custom filter Add any columns youd like List more than 10,000 records at a time Export the final list to Excel

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Calendaring and Following Up

Scheduling Activities To schedule an Activity for the Current Contact Record, you can do it a few different ways: Use the Schedule menu item from the top level menu:
When Scheduling an Activity, dont sweat the type too much. Keep it simple at first; stick to Calls, Appointments and Actions. You will soon see that all Activity Types are essentially equivalent.

Or click-drag out a block of time on your Daily or Weekly Calendar:

Just hold down your left mouse button and highlight a block of time for the Scheduled Activity.

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No matter how you get there, you end up at the Schedule an Activity window:
Every Activity is Scheduled for a GoldMine User, defaulted to yourself. Feel free to change this by dropping down the list.

Remember, each Scheduled Activity is scheduled for the Current Contact record. Each scheduled Activity has a Reference and Notes. Feel free to be copious in notes as there is no real limit to how much you can type here and it can only help you later on. You can change the Activity Type by dropping down this list here.

Every Activity obviously has a Date and Time. The benefit to dragging out your Appointment using the Calendar is that it automatically fills these values in.

Every Activity has the option to be Alarmed. When you enable an Alarm for a scheduled activity, you will get a pop up window in GoldMine when it comes time to complete the Activity.

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Viewing your Scheduled Activities As before, there are a few different places to view your Pending Activities. The Calendar (F7 or Go To | Calendar)
Need to view someone elses Calendar? Easy, just drop down the User List, here, and select the appropriate User.

Your Scheduled items are shown graphically on the Calendar as objects. You can change the Date and time of any Scheduled item by dragging it with your mouse. You can view your Calendar by Day, Week, Month or Year.

The Activity list (F6 or Go To | Activities)

The Activity List separates all your Pending (and Completed) activities within the Tree view here.

Use this drop down to change your Date Range, for instance, to This Month, or This Week.

Just like in the Pending and History Tab, the Preview shows detail regarding the selected Activity.

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The Pending Tab

The Pending Tab on the Contact Record shows all Pending Activities for the Current Contact.

You can sort a clients History by clicking on a column header. Click again to sort in the other direction.

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Completing Your Scheduled Items Just like before, we still need to Complete scheduled activities in order to get them into the clients History Tab. From where to choose to complete them doesnt matter. You can: Right click on the item within the Calendar and select Complete

Right click on the item within the Pending Tab and select Complete

or right-click on the item within the Activity list and select Complete

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Just like when we were Scheduling activities, those are all different ways to get to the same place. In this instance, the Complete window; The User is defaulted
You can change anything about the Completed item on its way to history. to you, but can be changed using this drop down list.

Feel free to add more notes as applicable.

The result is that the Scheduled item is now gone, and in its place we now have a History item, shown here in the History Tab:

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Completing Occasional (Unscheduled) Items There will be times that you will need to complete an unscheduled item. For instance, when a client calls in unexpectedly. To do this, go to the Complete menu in GoldMine.
Clicking an item here will simply bring up the Complete window, as shown previously.

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Using E-Mail Templates

Signatures vs. Templates The fist thing any GoldMine user is apt to do with an e-mail template is to create their signature. The Old School way to provide an e-mail signature is to use a .TXT (notepad) document, like this;

Simply save the text file somewhere, then use it for your GoldMine signature by going to Tools | Options | E-Mail | Accounts | Edit and using the Use Signature File checkbox, shown here;

However, those of you who are already doing is this way may have noticed some limitations to this approach. First of all, you cannot modify the font used for the signature. Secondly, there is so much more you can do with an e-mail template.

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Creating a simple signature e-mail template To create an e-mail template, we must go into the Documents Center in GoldMine. Select Go To | Document Templates.
Select your own username from the User drop down list.

To create a new e-mail template, right click on Email Templates, then select New

Now we can actually build the template.

When you are finished, simply click Save Template.

Go ahead and type in your e-mail signature as youd like to see it. You can of course use the buttons here to specify a font, insert a picture, etc.

Give your template a friendly name here in the Subject line. This is what our e-mail template will be called.

The <<CURSOR>> field code tells GoldMine where to place your cursor when using this template.

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You should now have your E-Mail Signature template available in the Documents Center;

Now we need to set it up to be the default template for New Messages, Replies, and/or Forwarded Messages. To do this, simply right-click on your template and select the appropriate option. Not all users choose Forwarding Message, but all do at least choose New Message.

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After we are finished doing that, we can always see what defaults are in use:

Now, when I go to create a new e-mail message, my template is automatically selected.

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Using Templates for E-Mail Blasting The previous exercise was just to get your comfortable with creating e-mail templates. The more widespread use of templates is of course to e-mail a subset of contacts from your GoldMine database. So lets see how to insert values from our Current Contact Record into an e-mail template. When creating the template, click on the Insert Field button, then select which contact details youd like to insert.

Ive selected First Name from the Insert Field drop down, and this is how the field code looks;

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Youll note that Ive inserted it between Dear and my comma ,. This way, the contacts name will always appear as Dear Justin,, or Dear John,. Here is the finished New Prospect Welcome template. Youll note that Ive added a hyperlink (right-click, Insert | Link) for blog.marksgroup.net. Ive also added a picture of our logo (right-click, Insert | Picture).

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Generating Lists
The GoldMine Report Writer GoldMine comes with its own reporting engine, which can be accessed to run a variety of canned reports. To view your Reports Center, go to Go To | Reports | Reports.

Your reports are listed along the left hand side. Let us consider one of the most popular reports, the History Wide Line, which is found under the Contact Reports folder.

To run the report, simply double click on it, bringing up the Print Report window. Then Hit Ok.

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Pro Tip : Before modifying anything about a report, do yourself a favor and back it up by right-clicking on the report and selecting Clone.
GoldMine reports are easily printed against the Current Contact or a Group/Filter. Please note that when Filter is selected, the default is ALL Contact Records. Print your report to either the Window or the Printer. If youre playing around, I highly suggest the Window option.

Using Report Options You may choose advanced reporting options by right-clicking on a report and selecting Properties.

The Profile tab allows you to provide notes about report usage and assign an owner. This tab is typically left alone.

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The Sort Orders tab allows you to (somewhat) change the way the report is sorted. In this case, our History Wide Line report is sorted by USERID (GoldMine Username). You may also use the Start At and End At text boxes to further filter the data (much in the same way you use the Optimize tab within a filter). Take care when changing the report sorts here! Some values will cause the report to stop functioning. Always take care to make one change at a time.

The Options tab is where we really want to be. Page 29 of 36

This allows us to really define whats being returned in our GoldMine report.

Use the Calendar Data checkboxes to control what Calendar Activity Types are returned by the report.

Further filter by Username for either Calendar or History.

Further filter by Date Range for either Calendar or History.

Further filter on tertiary records. If youre not sure, leave them all checked.

***NOTE: When you change values in the Options tab, those values persist and do NOT reset. Therefore, the next user running the same report should always go into the Options tab and double check the values in use. Using SQL Queries

For a full description of your GoldMine tables, please consult the appendices of your User Manual. I will outline the three we will be using below: CONTACT1 Primary contact data CONTACT2 User-defined fields CONTHIST Contact history data

The mighty SELECT Statement

At the core of every SQL query for GoldMine is a SELECT statement. That is to say, wed like to SELECT only certain rows from the underlying tables. Not only that, we will need to tell it FROM which table we want to SELECT. We will also need to provide a list of field names to SELECT FROM the underlying table. So, Page 30 of 36

SELECT CONTACT FROM CONTACT1 Will return every contact name in our database. SELECT CONTACT, COMPANY FROM CONTACT1 Will return both the contact and company names in our database.

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The WHERE Clause

Well, this is all well and good, but doesnt do us much in the way of Filtering customers. Thus, the WHERE clause was born. So, now we can tell it to only SELECT only those rows WHERE something is true. Example: SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = CA Will only return those customers in the state of California, much like our Filter did. Now lets get fancy: SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = CA AND KEY1 = Prospect Will only return those customers that are both in California and Prospects. (KEY1 is the underlying field name of our CustType field again an excellent time to open your appendices and see what columns are available)

A brief word about Boolean Logic

When you start using words like AND and OR, youre using Boolean Logic.
Which only means that the statement you are working with is going to be TRUE or FALSE. Pay attention to how much of a difference ONE AND or OR can make:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = CA OR KEY1 = Prospect Will return all records that are EITHER in California OR Prospects. This will be a greater number than the query above, because the query only cares that EITHER of the conditions are met.

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Using both ANDs and ORs

In typical usage, both ANDs and ORs are used within the same query, insulated from each other by parentheses. By inserting parentheses, we can exert flow control over our logic. They behave exactly the same way they did in high school trigonometry. For instance: SELECT CONTACT, COMPANY FROM CONTACT1 WHERE (STATE = PA OR STATE = NY) AND KEY1 = Prospect Will return Prospects from both Pennsylvania or New York. SELECT CONTACT, COMPANY FROM CONTACT1 WHERE (KEY1 = Prospect OR KEY1 = Customer) AND STATE = NY Will return both Prospects and Customers from New York only. Whats happening here is that the server is rendering each enclosed portion into an ultimate TRUE or FALSE statement. Only then does it run that value against the next part of the query. Here is a gotcha: SELECT CONTACT, COMPANY FROM CONTACT1 WHERE KEY1 = Prospect AND KEY1 = Customer This query returns no rows because it is impossible for a contact to be BOTH a Customer AND a Prospect!

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ORDERing rows returned by your Query

You can sort the output of any query by using the ORDER BY clause, added to the end of a query. For example: SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = PA AND (KEY1 = Prospect OR KEY1 = Customer) ORDER BY COMPANY ASC Will return the expected results, only sorted by Company is ascending mode. You could have alternatively used: ORDER BY COMPANY DESC To sort in descending order. Multiple levels of sort can be used, thusly: SELECT CONTACT, COMPANY, STATE FROM CONTACT1 WHERE STATE = PA AND (KEY1 = Prospect OR KEY1 = Customer) ORDER BY COMPANY, CONTACT ASC Returns the expected results, sorted by Company and then Contact, ascending order.

Using more than one table in a query

It is often the case that a single query runs against more than one table. In that case, the tables must be JOINED. This is in fact such a simple little word for such a fascinating (and frustrating) concept. The best part is that you can benefit from the samples I am going to provide here. The scope of this manual is not as such that could encompass all the many forms of JOINS and why they are used. Being able to JOIN tables requires that you know their PRIMARY KEYS and now would be an excellent time to open up that ol appendix and see whats what.

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JOINing CONTACT2 to get Userdefined fields

Youve created all those nice user-defined fields, so lets start using them! For the purposes of these examples, we will consider the user-defined fields named UPRODUCT (Product Interest) and USIZE (Company Employee Size). Let us further say that UPRODUCT can hold one of two values, Widget or Gadget. And let us suppose that USIZE is a raw number of employees, from 1 to 100. Here is how our JOIN will look within the query: SELECT CONTACT, COMPANY, UPRODUCT, USIZE FROM CONTACT1 INNER JOIN CONTACT2 ON CONTACT1.ACCOUNTNO = CONTACT2.ACCOUNTNO WHERE CONTACT = Justin Hill Notice the join is provided BEFORE the WHERE clause. Please also note the usage of TABLENAME.COLUMN, which is also common to see within queries that deal with more than one table. Ok, here is a query that will return all records that have Widget in UPRODUCT and more than 50 employees. SELECT CONTACT, COMPANY, UPRODUCT, USIZE FROM CONTACT1 INNER JOIN CONTACT2 ON CONTACT1.ACCOUNTNO = CONTACT2.ACCOUNTNO WHERE UPRODUCT = Widget AND USIZE > 50 Of course you can insert parentheses and ORDER BY as above. The important part is to get your JOIN working for you. Lets get fancy and tap both tables for a condition: SELECT CONTACT, COMPANY, UPRODUCT, USIZE FROM CONTACT1 INNER JOIN CONTACT2 ON CONTACT1.ACCOUNTNO = CONTACT2.ACCOUNTNO WHERE KEY1 = Prospect AND UPRODUCT <> Gadget AND USIZE > 75 This returns all records that are Prospects and do NOT have Gadget listed as a product interest and have more than 75 employees.

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Using subqueries and CONTHIST

The most common use of CONTHIST (Contact History) in SQL Queries is to either find out if they have no history, or no history within a certain range of days. This is done by sub-querying. Dont be frightened! This is actually easier than joining! A common query to find out records that have no history: SELECT CONTACT, COMPANY FROM CONTACT1 WHERE ACCOUNTNO NOT IN (SELECT ACCOUNTNO FROM CONTHIST) ACCOUNTNO as you may have guessed, is our PRIMARY KEY for GoldMine. The query is asking the server to return all records that have no corresponding rows in the history (CONTHIST) table. `This query returns those records that have no history within the last 90 days. SELECT CONTACT, COMPANY FROM CONTACT1 WHERE ACCOUNTNO NOT IN (SELECT ACCOUNTNO FROM CONTHIST WHERE ONDATE > (SELECT GETDATE() - 90) The important part of this query is of course the (SELECT GETDATE()) function, which always returns the current date. We then subtract 90 days from that date using the subtraction operator; (SELECT GETDATE() 90). Of course you can use both joins and sub-queries together. Good luck!

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