Save time with Email Templates

Catch the replay of our last livestream where we explained how to use and create Email Templates in GoldMine:

Our next GoldMine event - 7th March and spring clean your GoldMine

As the seasons change, so too should your approach to maintaining the integrity and efficiency of your GoldMine CRM database. A well-organised database isn’t just a luxury—it’s a necessity for businesses aiming to maximise productivity, enhance customer relationships, and streamline operations. For users of GoldMine CRM, the arrival of spring presents an ideal opportunity to declutter your system, remove redundant data, and ensure your CRM remains a robust tool for driving growth. Below, we explore actionable steps to revitalise your GoldMine database, drawing on best practices and decades of expertise in CRM management.

If you're a GoldMine user, please join us for a free event on Friday 7th March at 2pm and we'll cover the basics.

REGISTER HERE

In the meantime, this is a fairly comple list of things and activities to consider:

 

THE CRITICAL IMPORTANCE OF DATABASE HYGIENE IN GOLDMINE

A cluttered CRM database can lead to inefficiencies that ripple across your organisation. Duplicate records, obsolete user accounts, and outdated information not only slow down system performance but also compromise the accuracy of reports, forecasts, and customer interactions. Redundant contact entries can result in misdirected communications or duplicated efforts, while bloated email tables may degrade response times during critical operations.

GoldMine’s architecture, particularly in its Premium Edition, is designed to handle vast datasets, but even the most robust systems benefit from periodic maintenance. Regular clean-ups ensure that automated processes—such as opportunity tracking and customer service workflows—function seamlessly, preserving the platform’s ability to deliver complete CRM dashboards and action-oriented insights.

STEP 1: IDENTIFYING AND MERGING DUPLICATE RECORDS

The Risks of Duplicate Data
Duplicate records are a common challenge in CRM systems, often arising from manual entry errors, incomplete imports, or inconsistent data practices. In GoldMine, these duplicates can fragment customer histories, skew sales pipelines, and create confusion during client outreach.

Merging Records via the Contact Search Centre
GoldMine’s Merge/Purge functionality offers a straightforward solution. Begin by navigating to the Contact Search Centre and executing a search for potential duplicates using criteria such as company name, email address, or phone number. Once identified, tag the records—ensuring the primary record is selected first—and use Tools > Merge/Purge Records > Merge Tagged Records to consolidate information.

Caution: Merging records is irreversible without a backup. Always complete a full SQL database backup before proceeding.

For larger datasets, the Merge/Purge Wizard provides a scalable alternative. This tool allows administrators to define matching rules (e.g., company name and postcode) and systematically merge duplicates across the entire database. However, exercise caution: improperly configured rules may inadvertently merge distinct records.

STEP 2: ARCHIVING OR DELETING OBSOLETE RECORDS

Establishing Data Retention Policies
Not all historical data warrants preservation. Emails from a decade ago or inactive client records often occupy valuable storage space and contribute to system lag. Establish clear retention policies—for example, retaining emails for 10 years and purging contacts with no activity in five years.

Executing Bulk Deletions
GoldMine permits bulk deletions through SQL queries or third-party tools. To remove outdated emails, navigate to the Mailbox table and filter by date. Similarly, identify inactive contacts using criteria such as:

SELECT Contact, Company, LastActivityDate
FROM Contact1
WHERE LastActivityDate < DATEADD(year, -5, GETDATE())

This query isolates contacts without interactions in half a decade, enabling targeted archiving or deletion.

Managing User Accounts
Employee turnover inevitably leaves behind dormant user accounts. These accounts clutter access logs and may retain pending activities or unfiled emails. To address this:

1. Reassign pending items: Transfer unresolved tasks and emails to active users.

2. Purge obsolete accounts: Delete inactive users via Tools > User Configuration, ensuring compliance with data governance standards.

STEP 3: OPTIMISING EMAIL AND ATTACHMENT STORAGE

Streamlining the Mailbox Table
GoldMine’s integration with Outlook often results in a rapidly expanding Mailbox table. Over time, this can degrade performance, particularly in environments with frequent email exchanges. To mitigate this:

• Purge ancient emails: Use SQL scripts to delete messages older than your retention threshold.

• Compress attachments: Configure GoldMine to store attachments in yearly or monthly subfolders, simplifying future clean-ups.

Addressing Redundant Attachments
The Mailbox\Attach directory frequently accumulates redundant files, such as corporate logos or social media icons attached to every email. Periodically audit this folder and remove non-essential files to free disk space and improve system responsiveness.

STEP 4: ENHANCING DATA QUALITY THROUGH STANDARDISATION

Normalising Company Names
Inconsistent company naming conventions—e.g., “Wizard Systems Ltd” vs. “Wizard Systems Limited”—hinder accurate reporting and parent-child account hierarchies. Use GoldMine’s Lookup Lists to enforce standardised entries, or employ SQL queries to identify and rectify discrepancies.

Restructuring Flat Data Fields
GoldMine’s lack of custom tables often leads to “flat” data structures, where related information is stored in repeated fields (e.g., “Property1,” “Property2”). Migrating this data to a relational CRM system? Consider transposing these fields into dedicated tables to enhance query efficiency and reporting clarity.

STEP 5: PREPARING FOR MIGRATION OR UPGRADES

Evaluating Data Relevance
If transitioning to a cloud-based CRM, assess which GoldMine datasets justify migration. Prioritise active records and recent history, as cloud storage costs can escalate with legacy data. Tools like GoldMine’s Database Analysis Spreadsheet help quantify data value and guide retention decisions.

Maintaining Parallel Access
Post-migration, retain GoldMine access for at least a year. This safeguards against unforeseen data gaps and allows users to retrieve pre-migration records if needed.

CONCLUSION: PARTNERING FOR LONG-TERM SUCCESS

Spring cleaning your GoldMine CRM isn’t a one-time task—it’s an ongoing commitment to data excellence. By systematically addressing duplicates, obsolete records, and storage inefficiencies, organisations can unlock the full potential of their CRM investment, driving sales efficiency and customer satisfaction.

For over 30 years, Wizard Systems has empowered businesses with comprehensive GoldMine solutions, including training, support, and data migration services. Our expertise ensures your CRM remains a strategic asset, today and in the future. Explore our offerings at www.wizard-systems.co.uk and transform your CRM experience.

Final Tip: Always back up your database before major clean-ups. When in doubt, consult Wizard Systems’ GoldMine specialists for tailored guidance.

Mastering Customer Onboarding: Build a Powerful Automated Welcome Sequence in GoldMine - Event 10/1

First impressions matter. When a new customer chooses your business, those initial interactions set the tone for your entire relationship. But managing a consistent, high-quality welcome process manually can be overwhelming – especially as your business grows.

That's why we're hosting an exclusive webinar on January 10th to show GoldMine users how to automate their customer welcome journey. You'll learn how to create a seamless system that delivers personalized communications, ensures timely follow-ups, and maintains quality standards without increasing your workload.

Why Automate Your Welcome Process?

Automated welcome processes aren't just about efficiency – they're about delivering a better customer experience. When properly configured, automation helps you:

• Ensure every customer receives timely, consistent communications
• Free up your team to focus on high-value interactions
• Never miss crucial follow-up steps
• Track and measure your onboarding success
• Scale your customer service without increasing headcount

What You'll Learn

Our practical session will walk you through creating an automated welcome sequence in GoldMine, including:

• Building customizable email templates
• Setting up intelligent task assignments
• Creating automated calendar entries and reminders
• Configuring notification rules
• Measuring process effectiveness

Whether you're new to GoldMine automation or looking to enhance your existing processes, you'll come away with actionable strategies to improve your customer onboarding.

Join us on January 10th at 2pm GMT to transform your customer welcome experience.

REGISTER HERE

Space is limited, so secure your spot today.

Nurture those Long-term enquiries with GoldMine Automated Processes - Event 12/12

Are your valuable long-term prospects slipping through the cracks due to limited resources? Join us for an exclusive webinar where we'll reveal how to leverage GoldMine CRM's powerful automation features to maintain meaningful connections with prospects throughout extended sales cycles.

Some companies may have opportunities that may take months or even years to convert. While these prospects require consistent nurturing, manually keeping in touch can strain your sales team's resources and time. That's where GoldMine's automated processes become your secret weapon for maintaining engagement without overwhelming your team.

In this practical, hands-on webinar, Wizard Systems will demonstrate how to:

• Design and implement automated communication sequences that keep your company top-of-mind
• Schedule timely, personalized touchpoints that feel natural and meaningful
• Create intelligent triggers for sales team follow-up calls at optimal intervals
• Monitor prospect engagement and adjust your approach accordingly
• Balance automation with personal interaction for maximum impact

You'll learn easy to implement strategies for building automated processes that maintain consistent contact with prospects while freeing your sales team to focus on high-priority activities. Our experts will share proven templates and best practices that you can implement immediately in your organization.

Don't let valuable long-term opportunities fade away due to resource constraints. Join us to discover how GoldMine automation can transform your prospect nurturing strategy.

Webinar Details: Thursday 12th December at 2pm UK time.  Duration about 20 minutes

REGISTER HERE WITH THIS LINK

Space is limited, so reserve your spot today. Attendees will receive exclusive access to automation templates and a recording of the session.

Presented by Wizard Systems, your trusted GoldMine CRM expert. Our team has helped countless organizations optimize their sales processes through intelligent automation.

Register now to learn how to keep your long-term prospects engaged while maximizing your team's efficiency.

Your first GoldMine Automated Process - Event 28/11

Our next GoldMine 101 event on Thursday 28th November (at 2pm UK time), we'll be demonstrating a really simple automated process to create in your GoldMine system to ensure that all new enquiries are followed up.

This event is aimed at existing GoldMine CRM users.

PLEASE REGISTER HERE FOR THIS EVENT

 

 

Never get that lost feeling: Mastering GoldMine CRM's Universal Search - Event 6/9

In today's fast-paced business environment, the ability to quickly access and utilise customer data is paramount. For GoldMine CRM users, the Universal Search feature is a powerful tool that can significantly boost productivity and streamline workflows. If you're not yet fully leveraging this feature, you're missing out on a game-changing aspect of your CRM system.

What is Universal Search?

Universal Search is GoldMine's comprehensive search functionality that allows users to search across multiple record types and fields simultaneously. Unlike traditional search methods that might require you to look in separate areas for contacts, activities, or opportunities, Universal Search provides a holistic view of all related information from a single search box.

Key Benefits of Universal Search

1. Comprehensive Coverage: Universal Search scans contacts, activities, history, cases, opportunities, and linked documents, ensuring no stone is left unturned in your quest for information.
2. Real-Time Results: As you type, the search provides instant results, saving valuable time in your day-to-day operations.
3. Relevance Ranking: Search results are intelligently ranked, with the most pertinent information appearing at the top of the list.
4. Faceted Search: Refine your results quickly using filters on the left side of the results page, allowing for precise narrowing by record type, date range, or other criteria.
5. Preview Pane: View basic information about a search result without opening the full record, speeding up your information gathering process.

Upcoming Webinar: Become a Universal Search Power User

To help our valued GoldMine users make the most of this powerful feature, we're excited to announce our upcoming webinar: "Mastering GoldMine's Advanced Search Capabilities". This in-depth session will cover:

• The ins and outs of Universal Search syntax and operators
• Techniques for searching across different record types
• Tips for filtering and refining search results
• Methods for saving and reusing searches
• Advanced techniques and best practices

Whether you're a seasoned GoldMine user or relatively new to the system, this webinar promises to elevate your search skills and boost your overall efficiency.

This webinar aimed at existing GoldMine users will be on Friday 6th September at 2pm UK time.  REGISTER HERE

Can't make it live? Register anyway and watch the recording.

Universal Search in Action

Imagine you need to quickly find all interactions with a key client over the past quarter, including emails, meetings, and related opportunities. Instead of jumping between different modules, a single Universal Search query can pull up all this information in seconds.

For example, a search for "Acme Corporation Q2 meeting" might return:

• Contact records for Acme Corporation employees
• Calendar entries for Q2 meetings with Acme
• Email history related to these meetings
• Opportunities linked to Acme Corporation created or updated in Q2

This comprehensive view allows you to prepare for client interactions more thoroughly and make more informed decisions quickly.

Maximising Your GoldMine Investment

By mastering Universal Search, you're not just learning a new feature—you're unlocking the full potential of your CRM data. This powerful tool can help you:

• Respond to client enquiries more quickly
• Prepare for meetings more thoroughly
• Identify cross-selling and upselling opportunities
• Track the progress of deals and projects more effectively

Don't miss out on the opportunity to transform your GoldMine experience. Join us for our upcoming webinar and learn how to harness the full power of Universal Search.

REGISTER HERE

GoldMine Group feature - Join our Webinar on 1st July for a comprehensive guide!

Are you looking to streamline your contact management and boost your team's efficiency? Join us for an enlightening webinar on maximising the Groups feature in GoldMine CRM. Learn how to organise your contacts effectively and take your customer relationship management to the next level.

In this webinar, we'll cover:

1. The power of Groups in GoldMine
2. Creating and naming Groups strategically
3. Adding contacts manually - individual and bulk methods
4. Managing Group membership with ease
5. Practical applications for marketing, sales, and project management
6. Expert tips and tricks to enhance your workflow

Whether you're new to GoldMine or a seasoned user, this webinar will provide valuable insights to help you leverage the full potential of the Groups feature.

Don't miss this opportunity to refine your CRM skills and boost your productivity!

Date: 1st July 2024
Time: 14:00 BST
Duration: 20 minutes

Register now at: www.goldminecrm.co.uk/webinars/mastering-groups

Spaces are limited, so secure your spot today. We look forward to seeing you there!

Would you like me to modify or expand any part of this blog post?

Seamlessly Adjust Sales Territory Alignments in GoldMine - Event 14/6

Is your sales force battling inefficient territory setups due to organisational changes or growth? With GoldMine's powerful Territory Realignment tool, you can rapidly re-map your sales territories with just a few clicks whenever regions need reshuffling or new sales hires come aboard.

Join us on 14th June at 2pm for a live online event, walking you through the feature.  Register here

The Pain of Static Territory Alignments
Traditionally, realigning sales territories has been an enormously tedious administrative burden when things change, such as:

• Expanding into new geographic markets
• Restructuring sales verticals or product lines
• Onboarding new sales representatives

Without an easy way to reassign accounts, leads, and opportunities, your customer relationships and revenue prospects can suffer. Reps get overloaded in some areas while others are underutilised. Idle reps miss opportunities while stretched teammates provide sub-par customer service.

The Territory Realignment Advantage
GoldMine's Territory Realignment tool eliminates this territory management headache. With flexible rules for setting the alignment criteria, you can instantly redraw territory boundaries and re-distribute data based on factors like:

• Geographic regions or travel radius
• Product line or service offerings
• Account type, size, or industry
• Sales revenue potential
• Existing customer relationships

With a few simple clicks, GoldMine automatically reassigns all relevant records to the properly aligned reps according to your specified rules. No more manual data entry drudgery!

Streamlined Territory Transitions
Whether you've hired several new sales team members, expanded into different regions, or restructured your sales organisation, GoldMine's Territory Realignment tool allows you to proactively re-balance workloads with ease. Simply set up your new territory definitions, run a what-if analysis to preview the changes, then commit the realignment.

All impacted accounts, leads, opportunities, and customer details instantly reassign to the correct reps based on your own alignment criteria and business rules. New sales hires automatically receive their pre-defined book of business while veteran reps get rebalanced for optimal coverage and efficiency.

Don't let operational changes and growth pains disrupt your sales productivity. Keep your teams selling with seamless territory realignments using GoldMine's must-have tool. Optimise your sales resources today!

Streamline your inbox with GoldMine Email Rules

If your inbox is constantly flooded with emails, you know how time-consuming and overwhelming it can be to sort through them all. As a busy sales or marketing professional using GoldMine CRM, you need ways to organize your inbox so you can efficiently prioritize the most important emails.

Luckily, GoldMine offers a handy built-in feature called Email Rules that can help streamline your inbox in a few clicks.  Join us on our next GoldMine 101 event where we show you how Email Rules in GoldMine can streamline your email processing.  Event is on Tuesday 9th January at 2pm UK time.  Registration is required at:

https://attendee.gotowebinar.com/rt/5846898705498595670

 

Here are some of the major benefits of setting up Email Rules:

Automatically File Emails into Contacts
One of the biggest advantages of Email Rules is that you can automatically file emails from leads and contacts into their respective contact records in GoldMine. This saves you from having to manually drag-and-drop emails to contact profiles each time. With a simple rule, emails can be automatically linked to contacts as they arrive in your inbox.

Categorize Emails by Type or Topic
You can also set up rules to apply categories to incoming emails based on keywords, subject lines phrases, or sender email addresses. For example, rule could file all emails with the subject “Sales Inquiry” to a “Sales Leads” folder. This makes related emails easy to locate later.

Forward Emails to the Right Team Members
GoldMine Email Rules can automatically forward emails to others in your organization based on criteria you determine. You can send sales inquiries directly to sales reps or new product suggestions to your product team - without any manual work on your part.

Effortlessly Keep Email Records
Finally, Email Rules enables you to effortlessly comply with email recording regulations in regulated industries like finance and healthcare. Rules can automatically copy or move important emails into designated folders or cases for record storage and oversight.

With a vast range of customizable rule criteria and actions, GoldMine Email Rules can save you tons of time organizing your bulging inbox. Creating some rules tailored to your email and CRM workflow takes just minutes but provides long-term benefits. Give yourself a break and let automation do the filing for you!

Streamline your inbox with GoldMine Email Rules

If your inbox is constantly flooded with emails, you know how time-consuming and overwhelming it can be to sort through them all. As a busy sales or marketing professional using GoldMine CRM, you need ways to organize your inbox so you can efficiently prioritize the most important emails.

Luckily, GoldMine offers a handy built-in feature called Email Rules that can help streamline your inbox in a few clicks.  Join us on our next GoldMine 101 event where we show you how Email Rules in GoldMine can streamline your email processing.  Event is on Tuesday 9th January at 2pm UK time.  Registration is required at:

https://attendee.gotowebinar.com/rt/5846898705498595670

 

Here are some of the major benefits of setting up Email Rules:

Automatically File Emails into Contacts
One of the biggest advantages of Email Rules is that you can automatically file emails from leads and contacts into their respective contact records in GoldMine. This saves you from having to manually drag-and-drop emails to contact profiles each time. With a simple rule, emails can be automatically linked to contacts as they arrive in your inbox.

Categorize Emails by Type or Topic
You can also set up rules to apply categories to incoming emails based on keywords, subject lines phrases, or sender email addresses. For example, rule could file all emails with the subject “Sales Inquiry” to a “Sales Leads” folder. This makes related emails easy to locate later.

Forward Emails to the Right Team Members
GoldMine Email Rules can automatically forward emails to others in your organization based on criteria you determine. You can send sales inquiries directly to sales reps or new product suggestions to your product team - without any manual work on your part.

Effortlessly Keep Email Records
Finally, Email Rules enables you to effortlessly comply with email recording regulations in regulated industries like finance and healthcare. Rules can automatically copy or move important emails into designated folders or cases for record storage and oversight.

With a vast range of customizable rule criteria and actions, GoldMine Email Rules can save you tons of time organizing your bulging inbox. Creating some rules tailored to your email and CRM workflow takes just minutes but provides long-term benefits. Give yourself a break and let automation do the filing for you!

Stay organised - Best practices for file attachments in GoldMine CRM

Streamline your sales process and supercharge GoldMine by leveraging file attachments! Join our 30-minute webinar to learn best practices for attaching documents, managing files, and getting the most out of GoldMine's attachment features.

Webinar is on Thursday 23rd November at 2pm UK time.  This webinar is aimed at GoldMine CRM Users.  Register for free here.

Here are some key benefits of using attachments with GoldMine CRM:

• Store supporting documents and files within each contact, lead, or opportunity record - Having attachments directly linked to records makes it easy to find and access relevant documents when you need them. This could include things like sales proposals, contracts, correspondence history, etc.
• Attach emails to records - Email threads can be attached to GoldMine records to keep a history of communication all in one place. This provides context when viewing a contact or opportunity.
• Centralized document storage - Storing attachments in GoldMine eliminates the need for a separate shared folder or drive for documents. Everything is accessible right within each record.
• Share attachments with team members - Any attachments uploaded to GoldMine records can easily be viewed, downloaded, edited, etc. by other GoldMine users on your team with the appropriate access. This facilitates collaboration.
• Attach images and screenshots - Visually documenting interactions, issues, etc. by attaching images to GoldMine can help with recalling specifics and conveying information.
• Link research documents or background info - Attachments allow sales reps to link relevant articles, company information, or other research documents to leads and contacts for reference.
• Keep a record of correspondence - By attaching email threads, scanned documents sent/received, and other communication records, there is a documented history within GoldMine.
• Organized digital filing system - Well-utilized attachments in GoldMine create a structured digital file cabinet for key documents, files, and communication related to customers and deals.