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December 2007

Launch an external Application or File from GoldMine

How do I launch an application or access a file that I use often, from GoldMine?


Most of us often work with word documents and other software programs such as Microsoft Excel, Internet Explorer along with GoldMine. It will be very convenient if an icon of that MS Word file or software is added to GoldMine taskbar, so that you can launch them easily from within the GoldMine window

To do this, follow the instructions given below.
1. Right click anywhere on GoldMine taskbar and select Add New Item… This will launch Taskbar Group Item Selection dialog box.
2. From Item Type drop down list, select External Application.
3. Enter a suitable caption for the icon that is to be added to GoldMine taskbar.
4. Browse and select the application (.exe file) or the document (.doc file) that is to be added, by clicking on ellipse button […] placed next to Application text box.
5. The path of the chosen file will be automatically displayed in Start Directory text box.
6. Specify additional conditions that should be executed when the application is launched in Command Line. (Refer GoldMine online help for details)
7. Browse and select an icon for the file that you are adding by clicking on ellipse […] button next to Icon text box.
8. The icon of the application/file that should be launched will be displayed in the text area of this dialog box.
9. Click OK.


Launch an external Application or File from GoldMine

How do I launch an application or access a file that I use often, from GoldMine?


Most of us often work with word documents and other software programs such as Microsoft Excel, Internet Explorer along with GoldMine. It will be very convenient if an icon of that MS Word file or software is added to GoldMine taskbar, so that you can launch them easily from within the GoldMine window

To do this, follow the instructions given below.
1. Right click anywhere on GoldMine taskbar and select Add New Item… This will launch Taskbar Group Item Selection dialog box.
2. From Item Type drop down list, select External Application.
3. Enter a suitable caption for the icon that is to be added to GoldMine taskbar.
4. Browse and select the application (.exe file) or the document (.doc file) that is to be added, by clicking on ellipse button […] placed next to Application text box.
5. The path of the chosen file will be automatically displayed in Start Directory text box.
6. Specify additional conditions that should be executed when the application is launched in Command Line. (Refer GoldMine online help for details)
7. Browse and select an icon for the file that you are adding by clicking on ellipse […] button next to Icon text box.
8. The icon of the application/file that should be launched will be displayed in the text area of this dialog box.
9. Click OK.


Enabling the GMLink Add-On to Enable MSWord 2007 Integration with GoldMine Premium Edition or GoldMine Corporate Edition

Here’s how to enable your GMLink Add-On to enable MSWord 2007 integration with GoldMine Premium Edition or GoldMine Corporate Edition 7.04.70304 or higher on a Vista Operating System:

Requirements:

  • Local install of GoldMine Premium Edition or GoldMine Corporate Edition 7.04.70304 or higher
  • MSXML6 installed
  • If applicable, uninstall current link
  • If applicable, install GoldMine Plus for Microsoft Office. Version 6.7.217

To enable the Add-on from within MSWord 2007:

  • Open MS Word 2007
  • Right-click on toolbar>customize quick access toolbar>
  • On left hand pane>AddIns>down bottom, open the dropdown to select Disabled Items>click on Go>Enable GMLink.dot

The differences between GoldMine Standard and GoldMine Premium

Benefits of upgrading from GoldMine Standard Edition to GoldMine Premium Edition:
1)  Faster and even easier to use with a new, intuitive and modern interface.
2)  Faster operation on larger systems or larger number of users.  Databases over 5000 records, you should notice MS SQL to be faster.  There is also less 'load' on the system because of the way the 'client-server' system works.
3)  More options for remote access (e.g. over the Web or via a PDA).
4)  More options for integrating with other applications.
5)  More robust and reliable database format.
6)  Background maintenance and admin unlike dBase where users have to log off.  So very little downtime with an SQL system.
7)  Faster reporting on larger databases with the Crystal Reports system.
8)  GoldMine Corporate Edition includes all synchronisation software and Crystal Reports Professional.
9)  Better security over dBase systems.  DBase systems can be accessed easily via Windows Explorer and files opened via Excel.
10)  Compatibility with Vista and Office 2007.
11)  New Customer Service capability to track customer support problems/calls.

The importance of a GoldMine System Administrator

For any CRM system to succeed, someone internally must own it. That person is called the System Administrator. In the end, the CRM system is really just a database of important information that’s used as a tool to provide sales automation and customer service. If the data is incorrect or incomplete then users will lose confidence in the system and stop using it. The Administrator must make sure that this does not happen. If users are unable to do their work efficiently in the new system there must be an Administrator at the company who can hold their hand and help them so they don’t get frustrated and complain. If advanced tasks need to be performed (ie. mailings, data manipulation, maintenance) then the Administrator should be trained and responsible for accomplishing these duties. All questions, problems and issues should funnel through the Administrator and the Administrator should be trained where to go to address and resolve these matters. Rather than every employee calling an outside consulting firm or the software vendor with technical support questions these calls should go to the Administrator.

One misconception is that the Administrator needs to be a technical person, or someone from the IT department. This is absolutely not the case. In fact we recommend that the Administrator be a ‘power user’ – someone smart, with authority and the ability to self-learn and take initiative. We also recommend that this person work in the department using the software and has direct interaction on a daily basis with the users of the system. This person should already hold an administrative position with the company. I’ve learned that if the Administrator has the motivation then we can teach him or her anything. The IT person is only responsible for making sure the database is up and running and that users can access the data. The Administrator should be doing everything else.

When we talk about the costs of the CRM system, one of the hidden costs is the Administrator. Although already employed by the company, that person’s time will need to be allocated to the CRM project and this is a cost to the company. This cost can be offset by the savings in external consulting fees if the Administrator takes responsibility for user questions and help, as well as basic configuration and enhancements of the system

How to automatically add a Title to Contacts Records

Having problems with users typing Mr or Mrs etc in to the contact field in GoldMine? Create or add to the LOOKUP.INI file in GoldMine the following text. This will remove the Mr, Mrs etc and put the text in the secr field which is often used for the title. Amend accordingly
Contact=SECR,Contact
[SECR]
Lookup1=iif(upper(left(Contact1->Contact,3))="MR ","A","Z")
Lookup2=iif(upper(left(Contact1->Contact,3))="MRS","B","Z")
Lookup3=iif(upper(left(Contact1->Contact,2))="DR","A","Z")
Lookup4=iif(upper(left(Contact1->Contact,2))="MS","A","Z")
Lookup5=iif(upper(left(Contact1->Contact,3))="MR.","A","Z")
A=&substr(Contact1->Contact,1,2)
B=&substr(Contact1->Contact,1,3)
Overwrite=0
[Contact]
Lookup1=iif(upper(left(Contact1->Contact,3))="MR ","A","Z")
Lookup2=iif(upper(left(Contact1->Contact,3))="MRS","B","Z")
Lookup3=iif(upper(left(Contact1->Contact,2))="DR","A","Z")
Lookup4=iif(upper(left(Contact1->Contact,2))="MS","A","Z")
Lookup5=iif(upper(left(Contact1->Contact,3))="MR.","B","Z")
A=&substr(Contact1->Contact,4,40)
B=&substr(Contact1->Contact,5,40)
OtherWise=&&Contact
Overwrite=1

Displaying files for a Customer with the GM+View Tab

I have folders on my server that contains customer files. Each folder name matches the company name of the customer. Below is an option to create a GM+View that can be used to quickly access the files within this customer folder from the customer record within GoldMine.

Create a new GM+View tab and add the following HTML code replacing the folder route location as required

 

<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<HTML><HEAD>
<META http-equiv=REFRESH content="0;url=File:///G:\Customer Files\&lt;&lt;Contact1->Company&gt;&gt;\">
<META content="MSHTML 6.00.6000.16587" name=GENERATOR></HEAD>
<BODY leftMargin=1 topMargin=1 rightMargin=1></BODY></HTML>

The result can be quite useful

Gmview_documents


GoldMine User Defined Fields vs Detail Records

GoldMine administrators must decide what type of field (user-defined or detail) is most appropriate for the information they are recording when customising GoldMine. Consider the following factors when deciding to set up a field as either a “detail” or “user-defined” field:

  • Details allow unlimited multiple entries without the need for the repetitive creation of fields and Lookup Tables.
  • Details can be created quickly and easily without the need for packing and rebuilding GoldMine.
  • Unlike creating a new user-defined field, the addition of a new Detail does not allocate field space to every record in the database; therefore, less time is required to perform system maintenance.
  • All Details are indexed for fast searching and browsing.
  • User-defined fields can be updated using the Lookup.ini.
  • User-defined fields can be chronological, numeric, or character. User-defined fields allow for complex filtering.
  • Filters can be built on user-defined fields only.
  • Groups can be built on Detail.

With the above points in mind, administrators can refer to the Administrators Guide for GoldMine 6.0 (good for 6.5 also) for instructions on how to create user-defined fields and details. See Chapter 4, page 4-7