GoldMine CRM

This will show you how to use GoldMine’s merge functionality to merge two records together. It’s essentially the same effect you get from running the Merge/Purge wizard, but only against two records.

1. Isolate the records in the Search Center.
2. Check the two records to indicate them as Tagged. You NEED to check the “surviving” record FIRST.
3. Go to Tools | Data Management | Merge/Purge Records | Merge Tagged Records.
4. Just hit “Yes” and you’re good to go!

Remember, there is NO UNDO for this, so use with care. If possible, ensure there is a database backup available.

We’re going to talk eventually about merging two duplicate records, but let us first speak of how to circumvent the issue in the first place.

These are, in order, the most important steps you can take to prevent manually entered duplicate records:

1. Search the database. I am continually surprised at how little this first step is ignored. Remember, you can use the percent sign (“%”) as a wildcard in your searches.
2. Make sure, in the New Record window, that your Duplicate Checking options are enabled.
3. Ensure that duplicate e-mails are disabled in Tools | Configure | System Settings | Advanced.

Remember, the best duplicates are no duplicates!

Did you know that you can control how many items are shown in any given list view? This is easy.

1. Right-click within the list you want to control (in our case, the History Tab).

2. Select Options | Maximum Number of Records Shown.

3. Input the new number of records you want to see.

4. Ok your way out.

Decreasing this number can help boost GoldMine performance, but use with care!

Did you know that you can turn Universal Search on or off? This is actually pretty easy to do.

1. Log into GoldMine as MASTER or equivalent.

2. Go to Tools | Configure | System Settings.

3. Go to the Advanced Tab.

4. Click the button to Install/Uninstall Universal Search.

5. Ok your way out.

Try it, and have some fun!

Are you sick and tired of putting your GoldMine username into the login window at startup? I don’t blame you. There is actually a way to do this within your GoldMine shortcut.

1. Right-click on your GoldMine shortcut, select Properties.
2. In the Target box, add the following text: /u:USERNAME (USERNAME being *your* username).
3. Ok your way out!

Did you know you can set the tabstop (field order) for the fields on the top half of the contact record?

1. Right click on the field, select Properties.

2. Go to the Layout tab.

3. Set the Position number to correspond to the tabstop order you want to use.

Note: You will need to set ALL field positions for this to work correctly. Try it and have fun!

Did you know you can control how picklists behave for each field by clicking the “Settings” button?

Some popular configuration choices include;

• Turning off “Allow Blank Input”essentially turns the field required.
• “Force Valid Input” ensures that a valid picklist item is used to fill the field.
• “Pop up When Selected” prompts the user with the picklist when they click into the field.
• Turning off “Allow adding/editing/deleting” makes it so the non-master users can’t edit the picklist.

Lock down that data and have fun!

It’s like the best kept secret in GoldMine! Did you know that you could display the count of items in ANY list view?

It’s easy, simply right-click and select “Summary” within the list control. You can do this anywhere items are in a list format (History, Pending, Contact Search Center, etc).

Have fun!

Did you know that you can remove single menuitems from folks top-level menus. Not only is this a way to prevent catastrophe (for example, the Delete Records Wizard can wipe out your entire database), it’s also a way to make the GoldMine interface friendlier for end users.

You can edit the menu under Tools | Users Settings | Properties | Menu Tab.

Simply use the tree to turn items on (in green) or off (in red). The Save Menu Layout tool works as you might expect: it saves the current menu template so it can be easily applied to other users.

Some Common Items I see Removed:

1. Everything under Tools | Data Management.

2. Everything under Tools | Synchronize.

3. All the “weird” items under Complete (i.e. Event, Other Action, etc).

Have at it, and good luck!

Another client of mine was hit by this recently; the issue of improperly using the Notes Tab. We had found that an end-user was completing calls using the tab (instead of properly using Complete from the top level menu). To be sure, the Notes tab is handy but should be used for general “non-transactional” items. Like driving directions, shipping instructions, etc. You will also run into eventual issues exporting data from the Notes tab should you ever choose to go to a different CRM product.

Here are a few ways to mitigate your Notes Tab issues;

1. Make sure that end users understand the difference between Notes and History.

2. Turn the Notes tab off for everyone under Tools | Users Settings | Preferences | Record | Tabs.

3. Place some easy-to-use Complete a Call buttons on the tool bar using the toolbar designer (Add/Remove Buttons | Customize | Commands | Complete).

Again, use the Notes tab sparingly and with caution. And good luck!