Outlook Integration

Navigating Google’s 2025 Security Update: Essential Steps for GoldMine CRM Users to Maintain Gmail Integration

Feb 25 goldmine oauth2 secure email

Google recently announced a critical security update taking effect in March 2025, which will restrict third-party applications like GoldMine CRM from accessing Gmail via basic username/password authentication. Instead, all connections must use the more secure OAuth 2.0 protocol. This change is part of Google’s broader effort to combat phishing, unauthorized access, and data breaches by retiring “less secure apps” (LSAs). For GoldMine users, this means proactive steps are required to ensure uninterrupted email functionality within the CRM.

Why Is Google Enforcing OAuth 2.0?
OAuth 2.0 is an industry-standard authorization framework that replaces the outdated practice of sharing passwords with third-party apps. Unlike basic authentication, OAuth 2.0:
- Eliminates password sharing: Users grant access via secure tokens, reducing the risk of credential theft.
- Granular permissions: Apps like GoldMine only receive access to specific scopes (e.g., sending emails, reading contacts) rather than full account control.
- Short-lived tokens: Tokens expire automatically, limiting exposure if compromised.
- Compliance: Aligns with modern security standards demanded by enterprises and regulatory bodies.

Google’s deadline means that after March 2025, apps using basic authentication (POP3/IMAP with passwords) will no longer connect to Gmail. Failure to switch to OAuth 2.0 will result in email sync failures, disrupted workflows, and missed communications in GoldMine.

How to Switch to OAuth 2.0 in GoldMine
For most users, upgrading to OAuth 2.0 is straightforward:
1. Navigate to Email Settings:
- Open GoldMine and go to Tools → Options → Email.
- Under the Getting Mail section, select OAuth2 from the dropdown menu.
- Choose Google or Office 365 Work/School, depending on your email provider.

2. Authenticate with Google:
- Click Connect. A browser window will open, prompting you to log into your Google account.
- Grant permissions for GoldMine to access your email (e.g., “View and send emails”).

3. Verify Configuration:
- Test sending/receiving emails within GoldMine to confirm the setup works.

What If OAuth 2.0 Isn’t Available?
If your GoldMine version only shows POP3 or IMAP options, you’re likely running an older release (pre-2020). To resolve this:
1. Upgrade GoldMine:
- Versions 2020.1 and newer natively support OAuth 2.0. Contact Wizard Systems to schedule an upgrade.
- Check your current version under Help → About GoldMine.

2. Temporary Workaround:
- For older versions, Google allows generating app passwords (if 2-Step Verification is enabled). However, this is a stopgap solution and not recommended long-term, as app passwords will also be phased out.

Why Upgrade GoldMine?
Beyond OAuth 2.0 compliance, newer GoldMine versions offer:
- Enhanced security features like MFA integration.
- Improved email tracking and synchronization.
- Compatibility with modern APIs and third-party tools.
- Critical bug fixes and performance optimizations.

 

Need more help?  Contact Wizard Systems support for more help!


How to Keep Your Outlook Connected to GoldMine by Staying on Classic Outlook

Goldmine new outlook

 

Microsoft’s forced migration to the New Outlook in 2025 threatens to disrupt critical integrations for GoldMine CRM users. Here’s what you need to know to preserve your Outlook-GoldMine workflow.

Why Classic Outlook Matters for GoldMine

GoldMine’s integration with Outlook relies on legacy features like COM automation and VBA support, which are completely removed in New Outlook. This impacts:

  • Email linking: Auto-linking sent/received emails to GoldMine contacts
  • Calendar synchronisation: Bi-directional sync for appointments and tasks
  • Contact management: Seamless access to GoldMine data within Outlook

New Outlook’s web-based architecture lacks these capabilities, risking broken workflows for businesses relying on GoldMine integrations.

How to Retain Classic Outlook

1. Opt Out Before Migration

If you see in-app alerts about the New Outlook switch:

  1. Go to Outlook Options > General
  2. Decline the update to stay on Classic Outlook

2. Registry Edit (For Advanced Users)

If already migrated to New Outlook:

  1. Open Registry Editor (type in Windows search)
  2. Navigate to:
    Computer\HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\Preferences
  3. Double-click UseNewOutlook and set Value Data to 0
  4. Restart Outlook

Warning: Back up your registry first. Incorrect edits can destabilise your system.

3. Reinstall Classic Outlook

  1. Uninstall the pre-installed Microsoft 365 suite
  2. Download Classic Outlook directly from Microsoft’s website
  3. Reinstall Microsoft 365 while retaining Classic Outlook

What If New Outlook Is Forced?

If your organisation mandates New Outlook:

  • Use Riva CRM Integration: Third-party tool from Wizard Systems, syncing GoldMine with Exchange/Office 365
  • Enable GoldMine Link: Lightweight alternative for basic email linking

Still, it’s possible to come back to the classic Outlook. And Microsoft should support the classic Outlook for existing installations on both perpetual and subscription licenses until at least 2029.

The Clock Is Ticking

Microsoft’s phased migration began in January 2025. Proactively blocking updates ensures uninterrupted CRM operations. For managed IT environments:

- Enforce Classic Outlook via group policies
- Disable automatic Office updates

 

Need help? Contact Wizard Systems support to:

  • Implement registry fixes
  • Explore Riva synchronisation
  • Configure enterprise-level update blocks

 


Keep Your Schedule Aligned: How Riva Syncs GoldMine CRM with Outlook Calendar

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Staying organised in today's fast-paced business world requires seamless integration between your various tools. When it comes to managing your customer relationships and daily schedule, ensuring your GoldMine CRM and Outlook Calendar are in sync is crucial.

This is where Riva comes in. Riva acts as a bridge, enabling bi-directional synchronisation between your GoldMine CRM and Outlook Calendar, keeping your appointments and activities constantly updated across both platforms.

Here's how Riva streamlines your workflow:

1. Effortless Data Exchange:

  • Riva automatically synchronises your appointments, meetings, recurring events, and phone calls created in either GoldMine or Outlook.
  • This eliminates the need for manual data entry, saving you valuable time and minimising the risk of errors.

2. Two-Way Street:

  • Changes made to calendar items in either GoldMine or Outlook are reflected in both platforms.
  • This ensures everyone on your team has access to the most up-to-date information, fostering better collaboration and communication.

3. Customisation Options:

  • Riva offers configurable sync settings, allowing you to tailor the sync process to your specific needs.
  • You can choose to sync specific data fields, control the direction of data flow (one-way or two-way), and even filter which users' calendars are synchronised.

4. Improved Productivity:

  • By eliminating data entry and ensuring everyone is on the same page, Riva boosts your team's productivity.
  • Sales reps can focus on building relationships and closing deals, while support staff can efficiently manage customer interactions, all with the peace of mind that their schedules are accurately reflected.

5. Mobile Accessibility:

  • With Riva, your synchronised calendar data is accessible from anywhere, anytime on your preferred mobile devices.
  • This allows you to stay on top of your schedule and manage your time effectively, whether you're in the office, on the road, or meeting with clients.

Conclusion:

Riva's seamless integration between GoldMine CRM and Outlook Calendar empowers businesses to streamline their workflows, improve collaboration, and boost overall productivity. By eliminating data silos and ensuring everyone has access to the latest information, Riva empowers teams to work smarter, not harder.


GoldMine Plus vs GoldMine Link - What's the best Outlook integration for you?

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Which is the best option as a GoldMine user for Outlook email integration? Join us on our next GoldMine 101 where we cover the pros and cons of each option to help you decide what's best for your organisation.

Please register in advance for this event which is going to be held on the Wednesday 16th of August at 2:00 PM UK time.

Register here for this event


New Hotfix for GoldMine to address Outlook Email link issue

GoldMine has released a hotfix to address issue 91377 - "GoldMine Link for Microsoft Outlook: Windows Server OS Trust Center pops up with a request to allow or deny access when trying to link an email, it also happens on Outlook Sync".

Users could experience Outlook security notifications when attempting to link encrypted as well as non-encrypted messages with the Outlook Link integration from GoldMine 2022.3.0 installed on a Windows Server remote desktop environment. Some Windows workstation Outlook Link installations could also experience this issue if anti-virus protection is not installed or is out of date. In this case, installing/updating the anti-virus would potentially resolve the issue on workstations.

The hotfix resolves the Outlook security notifications for non-encrypted messages. The security notification will remain for encrypted messages which require user approval to allow Outlook Link to decrypt the message so that it can be linked to GoldMine.

For more information please read kBase article (https://forums.ivanti.com/s/article/GoldMine-Link-for-Microsoft-Outlook-Windows-Server-OS-Trust-Center-pops-up-with-a-request-to-allow-or-deny-access-when-trying-to-link-an-email)

If you have a GoldMine Maintenance Contract, Wizard Systems can advise you on how to access this update.

 


GoldMine 2021 is out!

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GoldMine 2021.1 has been released and is available through Wizard Systems. Here's the highlights.

The GoldMine Link Add-in for Microsoft Outlook can be installed on a 64-bit Microsoft Office version. The GoldMine Plus can be installed on Microsoft Office on 32-bit only.


55802 GMWEB (GoldMine Web) - Extended Details are still showing fields which are not available in GMPE (as they have been marked for suppression in the extended details setup)

72126 GoldMine Link for Outlook - the Email template name bar is too short (20 char less than the GoldMine Plus for Outlook) which leads users often to select the wrong template

76107 GoldMine Web Since 2019.1.3 it is not possible anymore to get Sent emails into the system although the setup is correct

76639 When a user has several OAUTH accounts with a default set as the first account in the list>>after a while the default will change to one of the other accounts.

 

Please contact Wizard Systems for details!

 

Latest GoldMine System Requirements:

Download GM2021.1-CompatibilityMatrix

GoldMine 2021 Release Notes:

Download GoldMine_Release_Notes_2021.1


Colour Codes for automatic colouring of activities in GoldMine Calendar

By using the GoldMine 'lookup.ini' you can get GoldMine to automatically colour certain types of activities.  Your GoldMine lookup.ini must have a section like this:

[CalClrCode]
A = 3
C = 1
T = 4
M = 0
O = 2

On the left hand side of the equation you identify the activity that is to receive the specified
color that is contained in the coded number in the right hand side of the equation. Below we
have listed the coding for each side of the equation.


A = Appointments     0 = Bright Blue     5 = Bright Yellow     10 = Green
C = Calls                       1 = Bright Purple 6 = Cyan                   11 = Yellow
T = Next Actions        2 = Bright Red      7 = White                 12 = Blue
M = Messages            3 = Bright Cyan    8 = Gray                   13 = Purple
O = Other Actions   4 = Bright Green    9 = Red                     14 = Dark Grey

The lookup.ini is a very clever part of GoldMine.  Please contact Wizard Systems for more information.

 

 


Bison chooses Riva to sync GoldMine with Microsoft Exchange

Bison Machinery Ltd., a specialist supplier of high quality metalworking machinery, chose Riva to integrate GoldMine and Microsoft Exchange. Integral to the project’s success was Riva’s ability to seamlessly and transparently sync GoldMine appointments and emails to the native calendar apps on mobile devices such as iPhones, iPads, and other smartphones and tablet PCs. The company’s sales and customer service teams can now concentrate on their work rather than manually archive emails.

Overview

Bison Machinery Logo Bison supplies high quality metalworking machinery for fabrication, sawing, engineering, and sheet metalwork. The company, headquartered in Stafford, UK, is a trusted partner of the sheet metal and fabrication industry. With a history dating back to the 1800s, the team of 25 employees benefits from the combined experience and product knowledge that has been passed down from generation to generation in this family-owned business.

The Challenge

Bison implemented their CRM of choice, GoldMine, in 2012. There is one administrator responsible for providing IT support for all sales and customer service employees in the company using GoldMine to record and archive client email correspondence and meetings.

To better integrate GoldMine into Bison’s daily workflow, the company tried using a plug-in for GoldMine with less than satisfying results. Rather than performing the sync tasks automatically as Bison needed, users had to archive emails manually. This created an additional workload for the users and resulted in less than optimal use of the company’s CRM.

Summary of challenges:

  • Plug-in wasn’t synchronizing automatically
  • Plug-in slowed down the systems
  • Users needed to archive emails manually
  • Email history in CRM was inconsistent
  • No way to automatically sync calendars and emails on multiple devices

Bison was searching for a way to seamlessly sync emails and calendars between their CRM and email systems which they considered crucial in optimizing the workflows of their sales and customer service staff.

The company wanted to have the option to archive emails in CRM as well. GoldMine partner and CRM specialists, Wizard Systems, recommended Riva to solve their sync and archiving issues.

The Solution

“We’ve found Riva to be an excellent product that just simply works. It saves us significant time now that we no longer have to manually link emails into GoldMine,” said Guy Bushnell, director, Bison Machinery Ltd.

Riva is now used by Bison to sync GoldMine and Microsoft Exchange for 14 employees – adding customer value, relieving all of the company’s pain points, and providing reliable, customer data automation for the company’s CRM and email systems.

Wizard Systems worked closely with Riva during the implementation process and managed all support requests on behalf of Bison. This made for a smooth and easy setup that did not require much in the way of involvement on the part of Bison.

“Throughout the pre-sales process and our implementation of Riva at Bison, we received excellent support from Riva’s customer services team. Riva is a great fit for Bison. Many of our Goldmine users have multiple Exchange mailboxes. Riva easily and eloquently handles manages this and removes the need for unreliable client add-ons,” stated Luke Fletcher, Software Consultant at Wizard Systems.

Riva, and the product’s option for automated email features, enables Bison’s sales and customer service teams to save time and ensure consistent CRM entries.

The Results

Riva enables Bison’s sales and customer service teams to work more efficiently in GoldMine and Microsoft Exchange, and on their mobile devices – in connected and disconnected modes – which has improved the quality of information that is being automatically archived in GoldMine.

“The real value with Riva is that we now have the peace of mind that our data is automatically and seamlessly integrated between CRM and email, without our employees having to do any manual data entry. Previously we were often unsure if users had remembered to manually sync emails,” said Guy Bushnell, Director, Bison Machinery Ltd.

The company will continue to take advantage of the high flexibility and stability that Riva provides in the future.

 

For more information on Exchange Integration with GoldMine, please contact Wizard Systems.

 


Reliable CRM and Exchange Integration with Riva from Wizard Systems

Riva is your one stop shop for integration of popular CRM systems like GoldMine..

  • Syncs CRM data more reliably.
  • Improves CRM adoption.
  • Bridges key integration gaps.
  • Reduces flip-flopping between apps.
  • Proven performance.
  • Highly configurable.
  • Supports Office 365 and Exchange.
  • Supports all Gmail clients.
  • Supports custom fields and custom objects.
  • No client-side plugins, mobile apps, or browser extensions to install or manage

Contact Wizard Systems for more information