GoldMine’s “AutoUpdate” feature within the GoldMine system Lookup.ini allows you to automatically populate the data in fields to save time and improve data quality. Some common examples of when it is appropriate to do so include:

■Entering Territory and/or Sales Rep based on State or Logged-in User
■Entering “User Login” name for appropriate sales rep to work in conjunction with Automated Processes
■Entering a numeric total into a field based on the sum of other numeric fields
You can configure GoldMine to update fields automatically when a user either creates a contact record or enters data in specified fields by Including the [AutoUpdate] section in LOOKUP.INI.

To configure GoldMine to update one or more fields automatically when a user creates a contact record include the following statement in the [AutoUpdate] section in LOOKUP.INI.

NewRecord=field(s)

Example 1.
[AutoUpdate]
NewRecord=Key1

This will update the Key1 field whenever a contact record is created. To specify the value to appear in the Key1 field, add a [Key1] section to LOOKUP.INI.

Example 2.
[Key1]
Lookup1=&username

JDOE=John Doe

This will place the full name of user JDOE in the Key1 field.

Example 3.
[URep]
Lookup1=State

CA=Jon
NY=Mike
Otherwise=Mark

This will update the Rep field in every new contact record with Jon when the State entry is CA, with Mike when the State entry is NY, and with Mark for any other State entry.

Updating Fields upon Record Creation

You can configure GoldMine to update fields automatically when a user enters data in specified fields by including the [AutoUpdate] section in LOOKUP.INI. Place the following setting(s) in the [AutoUpdate] section of LOOKUP.INI. field a=field b will update field b when a user types a value in field a.

For example:
[AutoUpdate]
State=uSalesRep

Zip=Key5

This will update the SalesRep field as soon as a user types a value in the State field, and will update the Key5 field as soon as a user types a value in the Zip field.

You can set GoldMine to update multiple fields when a user types a value in one field.

For example:

[AutoUpdate]

State=uSalesRep, Key1

This will update both the SalesRep field and the Key1 field when a user types a value in the State field.

Creating Auto-fill expressions can be more challenging than many of the ordinary GoldMine administrator functions, so it may be a good idea to work with your Solution Partner for assistance.

You can use GoldMine’s “tagging” feature to select records for targeted follow-up. Tagging is a means of building a temporary filter. You can tag records on the Contact Listing, Members in Groups, and Records on the Activity List. To Tag records, hold your “Control Key” down and select items from the views above with a single left mouse click. A second left click will un-tag the record. Bear in mind that you are actually “tagging” the Record, not the activity! So the filter corresponds to the Primary Contact, not an Additional Contact, should the Activity even be with another contact.

Here’s an example of how Tagging can be used. Suppose you have a load of literature follow-up calls in your Activity List – by glancing down the Codes and Notes, you can select from the entire list of calls those records that you want to send a quick personal email. Then use the mail/email merge capability to efficiently communicate with all of them.

Other useful ways to use tagging:

• Build Groups based on Tagged Members from an existing Group.
• Tag and merge duplicate records
• Tag and delete records
• Tag and globally replace data in records
• Tag and “Group Schedule” calls

Sometimes there are just too few hours in the day, and you need a trick to help you be more efficient. Tagging is one of the those features in GoldMine that you can find a dozen uses for … and when you start to use it like this, you’ll definitely accomplish more!

When building and managing Groups in GoldMine, you can opt to have any Contact1 or Contact2 field displayed in the “Reference” column of the Group. Often this data can be helpful to view data from the record when viewing and working with Group Membership.

To populate the Reference column with field data, you use an expression when building or sorting the Group. For example, if you want to see the record’s city, use the expression {contact1->city}. To display a different Primary field (top half of the screen) just substitute that field name. To use fields from the Summary or Fields tab, change the expression to {contact2->db field} and enter the exact database field name, not the label.

Another point about Groups, Sorting members can be very useful when working with Groups. You can sort the list by any Contact1 or Contact2 field. Keep in mind that the Sort field is limited to the first eight characters. Once you sort the membership, the “Find” box corresponds to the values in the “Sort” column.