In the History Tab:
You can set the number of history records listed in the History Tab by simply right clicking and selecting Options>Max Records and entering the number you wish to view.

In Filters, Groups and Contact Listing:
If you are using GoldMine with MS SQL database, you can enter the following under the [GoldMine] section of .INI file in the GoldMine installation folder. MSSQLMaxBrowseRecs=8000 Now you can view up to 8,000 records in GoldMine!

Several manufacturers and distributors have applied this approach to help their staff locate reps or dealers who carry a certain line of products within a geographic area.

To begin with, you can track all the “lines” that their dealers carry in the Details tab. Then they build groups based on those Details in order to have dealer list by line to select from. (Under Groups, create a new Group based on “Contact Supplemental Data.” Sort the members of the Group by Zip.)

This way, when you get a call from a prospective customer looking for a dealer near them who carriers a specific line, you can simply view that Group and enter the first few digits of the caller’s zip into the “Find” box. Bingo – You have it!

These Groups will also come in handy for your own dealer communications.

Think ahead in naming your product lines in the Detail Reference Lookup list. By using a standard convention, which contains more than the specific line, you can do some clever things with searches, reports, etc. (e.g. maybe you add to the name of the line, the qualification level or the year they became active).

By the way, with GoldBox you can automatically rebuild your Groups, so that they are always up-to-date based on the Details in all your records.

Ever feel like no matter how hard you try you can never get caught up? Here’s one way to clean house – and deal with outdated activities that hang over you.

One nice feature in the Activities List is the option to “Auto Update” your pending activities. This local menu feature, within any of the open activities tabs (open, calls, appointment, action, etc.), enables a user to complete or delete all the activities in view.

By selecting your date range and applying a filter beforehand, you can select those activities you want to complete or delete in one fell swoop.

You can also assign an Activity Code to all the activities you complete. This may even be a non-descript code, such as “FLD Filed” which doesn’t indicate whether you did or did not do the actual activity, rather that it was pending and now it’s filed. Or, you may have addressed a whole bunch of literature call backs with emails or fax follow-up and you therefore chose to use a code that indicates so.

There is also a “Roll-over” option in the same local menu. This will enable you to push forward a whole group of activities. Again, you may want to limit the view by date range and filter. (Caution – there is a known issue with rollover not honoring the “filter”, so test this on a limited date range before you do it for large date range.)

On-the-Fly Email Templates are possible in the GoldMine email client. Rather than creating and saving an email template for one-time usage with a single record or a small audience such as a tagged list of records, it’s very handy to build a template on-the-fly.

I love using this feature in combination with the ability to tag records in groups or in my activity list, as a way to do quick targeted sales follow-up. It’s even more powerful if you apply filters in the activity list. For example, you could identity all the records that you have “Literature Follow-up Calls” for regarding a certain reference, and then compose a quick note to send them all.

In the client, you’ve noticed there is a tab for “Mail Merge.” Within the tab is the option to “Merge this email to a group of contacts.” It gives you the same recipient options (primary, addition, other, limit to merge code) as found in the document management center. Of course, the client lets you choose between sending now or queuing. If you know the expressions for inserting GoldMine Contact1 and Contact2 fields, you can type them into your email and they will be applied when the mail is sent or queued.

You can also start with an existing email template by selecting it from the “subject drop down list” and then editing it to suit your needs. This does not edit the original template. However, be careful that you don’t make any edit changes until you switch to the “Mail Merge” tab, otherwise you will lose the merge field feature. (GoldMine will even warn you if you make this easy mistake.)

Here’s a very quick and simple way to compose an on-the-fly email template with more graphical HTML. Just copy and paste content from your website into your email. You can even personalize it by adding a merge field for the contact at the top and your personal contact information at the bottom. Your email should maintain the links and code – although they will not be active until you view the email after it’s queued or sent.

Too much of anything, even a good thing, can lead to problems. So it is with the popular use of SPAM email and mass faxing.

With anti-spam blocking and FCC banning unsolicited faxes, what are businesses to do? To begin with, careful attention to documenting and honoring opt-in and requests for removal/opt-out. Then make sure selective before any broadcast transmissions in order to ensure we do not violate the wishes of our consumers, let alone the laws which may subject us to costly fines.

GoldMine has several features that aid one with managing email and fax distribution lists including but not limited to:

· Drill down option with filters to limit records that have opted in/out
· Merge codes to identify at the contact level for both print and email
· Fields to designate multiple other criteria which is the basis for including or excluding records

(If handling email “removal requests” automatically is your goal, check out BounceLinker. This powerful GoldMine add-on is a must for any GoldMine user that does volume email marketing. In addition to handling “removals”, it can also identify records with undeliverable emails, and even attach automated processes in the event of a duplicate or removal request.)