GoldMine Blog

What's the best reporting tool for GoldMine?

We’re often asked at Wizard Systems what’s the best tool for creating reports from GoldMine. The answer often depends on what you want to report on, where is the data, what are you going to do with the report, who is the report for and the skills of the person either creating or running the report.

Here’s a very BASIC run down of the different report options you have for GoldMine.  Please note this is a basic review and is not intended as a comprehensive comparison.  The choice is always down to the user and other factors I have mentioned.

 

 

	GoldMine Report Writer	Crystal Reports	Dashboards	MasterMine
Included with GoldMine?	Yes	Yes	Yes (PE Only)	Extra
Sample reports provided?	Yes	No	Yes	Yes
Create Graphs	No	Yes	Yes	Yes
Print Reports	Yes	Yes	No	Yes
Export Data (e.g. to Excel)	No	Yes	No	Yes
Include Data in report from other sources	No	Yes	Yes	Yes
Drill Down capability	No	Yes	Yes	Yes
Create Mailing Labels	Yes	Yes	No	No
Update GoldMine based on report	No	No	No	Yes
Report Level security	No	Yes	No	Yes
How much training needed to create new reports?	Some	Formal Training needed	Formal Training needed	Some

 

To find out what GoldMine reporting solution is best for you, please contact Wizard Systems.

#GoldMine Tip - Using a macro field to merge extended detail records

In an email from GoldMine you're able to bring in ('merge') all the information from an expanded detail record type. An example would be perhaps an expanded detail tab showing Products sold. My example is a Detail record that lists all the servers, Desktop and laptop PCs sold to that customer.

In the extended fields I have stored other information such as Make, Model , supply date, serial number etc.

In an email template you use the following merge field  <<&Profiles.computer.server.4>> The result of this when emailing shows a list of detail records that are marked as Computer and have a reference of Server. The “4” shows all of the extended values.

Eg. my example produces:

Computer Server Dell Pentium 2.0 Ghz 256 MB 01/09/1990 
Computer Server HP Pentium 1.4 Ghz 1234 01/01/2012

 

GoldMine Tip: Ensuring data entered into your CRM database is clean! #crm

Here’s a SQL Query that will show  any records created within the last 30 days that are missing one or more of the following: Company, contact, source, address1, city, state, zip or phone1.

To change the date range simply change the last number in the query from 30 to however long you’d like to go back.

Copy and paste the following text into your SQL Query window in GoldMine:

 

 SELECT company ,

       contact ,

       source  ,

       address1,

       city    ,

       state   ,

       zip     ,

       phone1  ,

       key1    ,

       createby,

       createon

FROM   contact1

WHERE  (

              ISNULL(company, '')  = ''

       OR     ISNULL(contact, '')  = ''

       OR     ISNULL(source, '')   = ''

       OR     ISNULL(address1, '') = ''

       OR     ISNULL(city, '')     = ''

       OR     ISNULL(zip, '')      = ''

       OR     ISNULL(phone1, '')   = ''

       OR     ISNULL(key1, '')     = ''

       )

AND    createon > GETDATE() - 30

 

GoldMine Tip: Where are all my linked documents stored? #goldmine

The following SQL query will give a count and provide the top level location of all documents in the GoldMine Links Tab.

-Select Tools | SQL Query -Copy and paste in the following query and press 'query'

 

 

select

 count(*) ' Count',

 case when charindex('\', address1,4) = '0' then 'Empty' else left(address1,charindex('\', address1,4)) end 'Location'

from contsupp with (NOLOCK)

Where

 rectype = 'L' and

 address1 is not null

group by

 case when charindex('\', address1,4) = '0' then 'Empty' else left(address1,charindex('\', address1,4)) end

order by

 case when charindex('\', address1,4) = '0' then 'Empty' else left(address1,charindex('\', address1,4)) end

 

Integrate Outlook email, Lotus Notes emails and iPhone emails to GoldMine #crm

Do you have colleagues who never use GoldMine or never have access to it, but you want to ensure that all their emails they send and receive are tracked against a customer record in GoldMine CRM?
Now it's possible with the e-mail Fetcher capability of wMobile for GoldMIne.

wMobile for GoldMine is normally supplied as a popular tool for real time access to GoldMine from your smartphone, tablet or web.  But it can also be used as an enhanced way of tracking your emails outside of GoldMine if you use Outlook or maybe the native phone system on your iPhone.

Now just one thing, apart from wMobile, you'll also need to use the IMAP protocol for handling your emails.

The simple screen below shows the wMobile Managers Console where the administrator can setup the email processing options.  Processes can also be setup for linking emails into GoldMine history where the email address does not exist.

For more information on wMobile and linking in emails from other systems into GoldMine, please contact Wizard Systems.

 

A simple GoldMine Dashboard.....

Here's a simple Dashboard to get you started with GoldMine's Dashboard feature:

 

For more information on how to create Dashboards, or if you want Wizard Systems to create one for you, please contact us on 01454 316800.

 

 

 

GoldMine Tip: How to check customers read your emails #goldmine

In GoldMine there's no option to switch on read receipts as default, however you can get around this with the email template feature, which you could incorporate into any signature files and mailings.
 
For New Templates
 
Select Go To > Document Templates
-Right Click on Email templates
-Select New
-Type your subject name
-Create your email in the Body
-Tick the option 'Request a return receipt'
-Select Save template
 
For Previously created templates
 
Select Go To > Document Templates
-Right Click the Email Template you want to amend
-Select Edit
-Tick the option 'Request a return receipt'
-Select Save template
 
This will save the option against the template for when you next use this.
 
This option has only been tested in the latest version GoldMine 9 however it may work in previous versions.

For more information on GoldMine tips or GoldMine training, please contact Wizard Systems on 01454 316800.

 

GoldMine Tip: Advanced Global Replace & allocate sequential number to customer records #goldmine

Here's a slightly 'advanced' tip to globally replace records with a sequential number between 1 and 5 and then have the lookup.ini (a special configuration file in your GoldMine folder to changes values of records automatically) assign an Account Manager based on this number.  Use this tip for example when trying to allocate an equal number of records to a team of salespeople.

Note: In my Example I have used the 'Key1' field as the account manager on my system.
Note: In my Example I have used the 'userdef01' field which is empty/non used field on my system.
Note: I strongly advised that you backup your Goldmine database before proceeding

1. Create a user defined field.

-You will require a temporary field for this process that is not used for anything else; I would normally use userdef01 (to 10) for this.
-You will need to make sure that your chosen temporary field is not in use

2. Create a lookup.ini file

-Browse using windows explorer to your Goldmine directory
-Create a new text file and call it... Lookup.ini

Note: If a lookup.ini file already exists then you must not overwrite this file!!!

Paste in the one following examples

Example A: Will only be used for a one off replacement

[Autoupdate]
USERDEF01=KEY1

[KEY1]
lookup1=contact2->userdef01
1=Penelope Pitstop
2=Jo Bloggs
3=Bob Dillon
4=George Doors
5=Luke Fletcher

Overwrite=1
Otherwise=

Example B: Will also assign all new records with an Account Manager between 1 & 5

[Autoupdate]
Newrecord= USERDEF01,KEY1
USERDEF01=KEY1

[USERDEF01]
Otherwise=&counter("RN",iif(counter("RN",0,0)>4,-4,1),1)
overwrite=1

[KEY1]
lookup1=contact2->userdef01
1=Penelope Pitstop
2=Jo Bloggs
3=Bob Dillon
4=George Doors
5=Luke Fletcher

Overwrite=1
Otherwise=

-Now save the lookup.ini
-Restart GoldMine
 
3. Globally replace records with a sequential number between 1 and 5

-Backup GoldMine
-Log into GoldMine as master
-Select... Tools | Data Management | Global Replace
-Select update a field using advanced options then next
-Select the 'Update Field' from the drop down box. Pick 'Userdef01
-In the replace method tick box select 'evaluate value as dbase expression'
-In the expression box please copy and paste the following dbase expression

counter("RN",iif(counter("RN",0,0)>4,-4,1),1)

-Select Next
-Select Next
-Pick your filter *** Note this is very important if you do not want to update the whole database ***
-Select Finish
-GoldMine will now work though the filter and assigned 1,2, 3 or 5 to the update fields

Note: If you wish to increase the range to say 1 through 6 then change the two instances of the number four to the range limit six minus one i.e 5.  Also add the extra name to the lookup.ini

For more information on how you can customise your GoldMine system to get it to do things automatically for you, contact Wizard Systems with your requirements on 01454-316800.

Disclaimer: Wizard Systems or its employees accepts no responsibility of any loss or damage resulting directly or indirectly from the use of this information.

 

GoldMine & QuoteWerks Tip: Configure the 'Data link' #quotewerks #goldmine

QuoteWerks can be configured to automatically pull the customer profile from a field in your contact manager using the DataLink feature. 

1. To change the Data Link Setup..

-Log into QuoteWerks as Administrator
-Select Contacts | Setup Contact Manager
-Press Data Link Setup (On my system I am linked to GoldMine)
-Select New
-Pick your Contact Manager Field
-Pick your QuoteWerks field
-Press OK | OK | OK

2. To test your link goto the 'Sold To / Ship To Tab' and pick a contact

See the 'Contact Management Chapter' in the QuoteWerks manual for more details.

Disclaimer: Wizard Systems or its employees accepts no responsibility of any loss or damage resulting directly or indirectly from the use of this information.

Please contact Wizard Systems for any support on GoldMine or QuoteWerks.

 

GoldMine Tip: Get Google directions to an appointment #goldmine

Create a taskbar menu option to instantly get directions from your office to a customer location.

Customise the Taskbar, right click and select Add New Item

Make sure the Item Type is Website as below

Copy and the details from the screen-shot below but amend the postcode “BS37 5HZ” to be your own start location.

Once done, when you are on a record, select this item from your taskbar drop down and it will run Google maps with directions to the customer site.

 

For more information on how to link GoldMine to other applications and web resources, please contact Wizard Systems on 01454 316800.