By default, whenever you go to send a new email in GoldMine, the emails are set to font style Tahoma with a font size of 2. If you decide to change this to something more preferrable like Arial, the setting does not stay so you have to do this everytime you want to send a new email.

If you don’t want to use this font or don’t want to have to change the default font everytime, you need to create a “Default New” email template in the Document Management Center that will set the font style and size to something more preferrible. This way you won’t have to keep changing the font size when you want to send an email.

Instructions:

1. Access the Document Management Center – (View > Document Management Center)
2. Create a New Email Template – (Right click on Email Templates and select New)
3. Make sure you have HTML capability enabled – (Click on the Options Tab > Check the Rich text (HTML) check box
4. View the email source code – ( Right click in the message window and select > Edit HTML Source)
5.Change the default font and size to your own preference. (Change <FONT face=Tahoma size=2> to <FONT face=Ariel size=3> or what ever font style or size you want.
6. Save the template – (Give the email template a subject name ie; “Default New”, and save it.)
7. Set the template as the default new email – (Right click on the email template under the Email Templates folder in the Document Management center select > Set as Default > New Message

You could go a few steps further by adding your own signature file with logo and links back to your website.

You may send dozens, if not hundreds, of email messages every day. Something as simple as a professional email signature says a lot about you and your organization, and gives contacts everything they need to reach you and learn more.

A signature file may or may not contain an actual signature. Most often, it provides personal and company contact information, and maybe a company logo or descriptive phrase.

Create an email template with a touch of class using GoldMine’s signature file capability. Without investing in any additional HTML tools, you can create an impressive and artistic signature that is automatically included in every one of your outgoing GoldMine emails.

To create your own HTML signature file, follow these steps:

1. If you would like your emails to actually contain your personal signature, you will need to scan a copy of your signature into a file. You might just as well do it in color. Then, when you include this signature, it can look just like you signed the email with a blue pen.
2. Start a brand new email to someone (anyone will do). In the next steps, you will add some simple text and a couple of graphics to the empty window where you usually type the text of the email.
3. Add a couple of blank lines so your final document has room for you to start typing a message.
4. Type “Respectfully yours,” or whatever closing you prefer, and then add a couple more blank lines for your signature.
5. Type your name, title, company name, company web site, your phone number and your email address – each on separate lines.
6. Now comes the cool part. Position your cursor on the blank line between “Respectfully yours” and your name.
7. Click the Insert Picture icon and then “browse” to select the file in which you saved your scannedsignature.
8. Once you’ve filled in the Picture Source field, click OK.Note: You may need to resize your signature.

Your document should now look something like this:

Voilà! You’re in business and looking really professional. You can add a company logo and a slick catch phrase as well.

Organization Tree Data is stored in the “CONSUPP” Table under the RecType “O.”

Here is how the ConSupp Fields are used:

* All field values are set by the “system” as users manipulate the chart. To help you understand the values stored in the fields, here are some notes about the formatting:

CONTSUPREF is a character field but the segments are displayed using numbers (padded with zeros). They also pertain to the sorting of the entries in the Org Tree.

A new Organization might have the following value in CONTSUPREF: 10000 – If you add a section (Section1) to that organization you might use: 1000000500. 10000 is the parent and 00500 is the child. Now every link or section under Section1 must have at least this value (1000000500) in CONTSUPREF.

Now lets say you add another section (Section2) under the org (not within the previous section) you might use: 1000000510. 00510 is the child section and it will appear after (not inside of) Section1 because:

it shares the same parent (10000) and

its value is greater than Section1 (00510 > 00500).

Every link or section appearing under Section2 will have at least this value in CONTSUPREF.

Now lets say you want to add a Section (Section2a) inside of Section2. You might use: 100000051000500

Again the same rules apply. We can see how the parent number is here (1000000510) and the child number is appended (00500).

Organizations will start the initial parent number and only sections can add to it. Links do not add a child value they use the section’s value+space+Contact name. This provides a sorting mechanism for Links within a section. Adding ‘Seth Perelman’ to Section2 might yield: 100000510 Seth Perelman

Note that if the contact name gets truncated due to insufficient field length, it will not hurt the data.

You can have a maximum of 5 sections within an Organization.

As you can see, this in the not the easiest data structure, to say the least. This makes it challenging when it comes to report writing. It takes a very experienced Report Writer, who is also familiar with these tables, to make a useful report – but it can be done! For further assistance with Organizational Charts, contact First Direct Corp.

If you’ve ever taken a GoldMine training class with Bob Ritter, President of First Direct Corp. I’m sure you have heard the expression “Dirty data is the enemy of marketing!” Sometimes with all the bells and whistles of an advanced CRM system we forget that the most important element of any database is the data itself.

Reporting, analysis, marketing campaigns, direct mailings, e-mail blasts – All of these depend on a solid foundation of good data. Poorly managed data is why information is missing from your reports, why bounce-backs are in your inbox, and why “undeliverable” is stamped on a whole bunch of those nice glossy flyers you just mailed out. I am going to show you how to increase the consistency and the completeness of your data while at the same time making data entry quicker and easier, by explaining the features and functions of GoldMine’s lookups.

Every field in GoldMine has its own lookup list and lookup window. A field’s lookup list is simply a list of values that are appropriate for that particular field. A field’s lookup window is GoldMine’s interface used to select values and it also contains functions for managing the lookup list itself. To see a field’s lookup list, click into a field and click the little triangle at the end of the field. The last selection on the list is “lookup window…” which open’s the field’s lookup window. You can see that there are buttons to add, remove, and edit lookup list entries (“New”, “Delete”, and “Edit”). There are buttons on the bottom used to select an entry or to cancel out of the lookup window (“Select” and “Cancel”). Clicking the “Setup” button brings you to the F2 Field Setup window (F2 refers to the keyboard shortcut which can also be used to access a field’s lookup window – and a simple right click in a field will open the lookup window too.) You must have master rights in order to change the settings here. The Field Name textbox value is used to set the title bar text of the lookup window. Usually this matches the field’s label name.

The Field Settings area is where you can define how this particular lookup window interacts with the user. Let me explain those options and what they do when they are checked and turned on:

■Allow blank input – Allows the user to traverse through the field without entering any data in that field.
■Force valid input – If a value is entered into the field, that value must be selected from or match an entry in the lookup list.
■Insert Closest Match – Inserts the entry in the lookup list that is closest in alphabetical value to what the user typed into the field. (Only applicable when Force valid input is turned on.)
■Capitalize first letter – Forces the first letter of a value typed into a field to upper case.
■Pop-up when selected – When a field is selected (blinking cursor) the lookup window for that field will automatically pop-up.
■Allow Adding, Editing, and Deleting – Allows non-master users to perform these functions for this particular field’s lookup window. These checkboxes enable/disable the New, Edit, and Delete buttons mentioned previously.
■Auto-fill – Automatically fills the field with matching lookup list values as the user types characters into the field. Similar in functionality often seen in applications like Excel and web forms in browsers.
Lastly there is the checkbox and dropdown for “Import lookup entries from another field.” This is a great time saver when you have more than one field where the same lookup list applies. (Hint: The fields are actually listed by their lookup window Field Names/lookup window titles.) The import function copies the values from another field’s lookup list into the current field’s lookup window. It is not however a permanent link, just a one-time copy.

Here are some recommendations to help you get the most out of GoldMine’s lookup window features:

■Turn on auto-fill and force valid input whenever possible. This will not only make data entry more consistent but will also make data entry quicker and easier for users. Say goodbye to spelling mistakes and typos!
■When not allowing blank input and forcing valid input make sure you give users a way out. Create a selection for “n/a” or “Unknown”. Otherwise users will be forced to select a value which may not be relevant just to get out of that field.
■Do not allow non-master users to add/delete/edit lookup entries for important fields. You should determine who in your office will be responsible for maintaining your lookup lists. This person will need master rights, and will have to be able to respond to users’ requests in a timely manner. Users should know how to and to whom they should submit lookup requests.
■Do not use “Insert closest match”. It just seems to invite incorrect data entry.
■Do not turn pop-up and auto-fill on for the same field. Use one or the other there.
■Watch out for field lengths! It is possible to create a lookup entry that is too big for the field. Letters will get truncated, or the end chopped-off, when selected.
■Lookup entries can be coded with descriptions by using the “CODE // Description” notation. For example, let’s say we have a field called Territory. The lookup entries may look like this (N // North, S // South, E // East, W // West) Only the letters before the “//” go into the field.
■Putting a semi-colon after each entry in the lookup list allows for multiple entry. Let’s say we had a field called Product Interest. Since one contact can have interest in multiple products the lookup list might look like this (Books; , Pencils; , Paper;)
Hopefully this gives you not only a better understanding of GoldMine’s lookup window controls, but also illustrates that proper setup of GoldMine’s lookup lists and lookup windows directly impacts the consistency and ease of data entry. Please note that not only are there lookup lists for contact record fields, but also for all of the activity dialog fields when scheduling/completing calls, appointments, and other activity types as well. Following these guidelines should improve the integrity of your data and will lead to more accurate targeting, more complete reports, and an increased overall effectiveness of your efforts.

DbNetGrid is a fully encapsulated AJAX enabled grid component designed for use in Intranet/Internet development. It provides a fast and flexible way of presenting and updating database information in a browser environment. DbNetGrid can be used as a simple grid component integrated with your own applications, a web-reporting tool or as part of a fully functional web-application. No need to write any code.

Using GoldMines’ GM+View Tab & Browser you can display your DbNetGrid applications inside of GoldMine. DbNetGrid is a great solution for anyone who need GoldMine reports, or who wants to view non-GoldMine database information inside of GoldMine. For example, give your GoldMine users access to your customers accounting information by displaying accounting database information inside of a GM+View using DbNetGrid.

DbNetGrid can be added easily to existing HTML/ASP or ASP.NET in a few seconds and can be used in conjunction with tools such as VS.NET and Dreamweaver MX. A simple DbNetGrid application can be configured with as little as 3 lines of code. Grids can be generated from the DbNetGrid::Designer interface.

DbNetGrid has a massive array of capabilities that you can activate with a few lines of code saving hundreds of man-hours of development time. Some of these capabilities include:

■Update, insert and delete records (including custom validation).

■Point and click re-ordering.

■Search dialog (with the ability to use the full range of SQL relational operators)

■Ability to export results in HTML, Word, Excel or XML formats.

■Create charts using MS Excel

■ Save and restore run-time configuration with User Profiles.

■ Supports totals and sub-totals.

■Link to MS Word and perform automated mail-merges

Since day one GoldMine has been a great tool for tracking activities (Calls, Appointments, Actions, Email, etc.).  Now with the new GoldMine Premium Edition and its new Case Management capabilities you can manage technical support issues, customer service requests, and other types of matters. 

Case Management will be very useful for IT departments, customer service departments, administrators, and others who require a better way of tracking and managing their issues.  The new Service Center provides a consolidated view of all “cases.”  Within the Service Center one can filter by various elements and then drill down into more details on any specific case.

Cases are tracked against contact records or other “GoldMine Record Types.”  GoldMine’s Case Management enables you to categorize cases, track their origin, relate cases to a product, prioritize them, indicate a “due date,” and assign a person to manage each case. 

Incident tracking with Case Management provides the first step to a more proactive business process.  Case Management comes with other essential basic tools that will help organizations provide better service to their customers, thereby improving customer loyalty and helping them to manage their resources more effectively. 

The “Alerts” feature makes it easy to identify Open Issues in the Service Center which are “Past Due.” They can be escalated or reassigned as called for.  Statistics on open, closed, and past due cases provide a vital big picture and focus for both your support staff and supervisors. 

FrontRange Solutions realized that GoldMine’s Knowledge Base (a.k.a. the InfoCenter) could be applied to the handling of support issues and has integrated it into Case Management.  The Knowledge Base gives GoldMine users access to documentation which will help them to close cases more rapidly with less training.  Users can research a topic and then incorporate findings into a resolution and email them to the customer/client.

Since issues are tracked inside GoldMine, in the new “Cases” tab of the corresponding GoldMine record, the whole organization will be informed of issues.  Sales reps are kept in the loop on matters pertaining to their customers.  Case Management adds significant value to organizations.  And, it’s not all you get with the new GoldMine Premium Edition! 

Wish to see a personal demonstration of Case Management along with the other attractive features in the new GoldMine Premium Edition?  Email info@1stdirect.com or call (800) 935-4386. 

These are just a few of the big reasons why integrating your telephone system with your CRM system is appealing:

• Power-dialing (where your phone system dials contacts in a campaign automatically)can increase telesales productivity by as much as 300%!
• Using low cost Voice over Internet solutions versus traditional telecommunications carriers can save your organization 50% and more on phone bills.
• Integrating call tracking with your CRM data can provide major efficiencies and highly useful analytics.

New voice technologies are hot in general!  Expectations are that over 60% of organizations will move to a Voice Over Internet Protocol (VOIP) enabled phone system in the near future.  VOIP has many advantages including the potential to realize significant savings over time.  And, because “Voice over the Internet” enables organizations to extend their “phone system” beyond their physical office, beyond the local area network (LAN) and even beyond their wide area network (WAN) to include remote users, even cell phones. Such greater mobility offers strategic staffing options not available within environments running more traditional “PBX” phone systems.

Access to the low-cost, high-speed Internet access is making an explosion of the VOIP industry possible.  Marketing by residential VOIP providers such as Vonage has raised the awareness of the benefits of this technology. And, many telephony equipment providers such as Avaya, Mitel, 3COM and others who provide are realizing double digit growth.  Systems for small to mid-size businesses by providers such as Altigen and TeleVantage feature incredible functionality.  Software as a Service (Saas) providers have made VOIP easy and economical to deploy rapidly. But VOIP is one part of a better solution.  Phone system without integration to your contact database (CRM system) is still just a phone system, even if it is a better system.  

If you’re a GoldMine user in the market for VOIP, the desire to integrate with your contact database is probably one of the greater concerns facing you.  After all, buying a new phone system is costly enough, so you wouldn’t want to switch CRM systems as well in order to integrate the two. 

There are established vendors with VOIP systems that will integrate with GoldMine out-of-the-box.  But I believe FrontRange’s latest VOIP technology, Voice 5.1, offers superior integration.  With FrontRange Voice (FV) the value of your CRM database is extended to your phone system.  Inbound and outbound calls are more easily tracked.  Integrated screen-pop, power dialing, and skills-based routing provide efficiencies that can add huge value to your organization!

Frankly, I’ve been skeptical of GoldMine’s integrated VOIP technology to this point. FrontRange Solutions introduced Voice over IP products about 18 months ago, called IPCC and GoldMine Voice Suite, but I was not satisfied with their functionality or their stability.  The products needed to mature.  I see positive change coming with the release of FrontRange Voice 5.1.  This product is the next generation of FrontRange’s VOIP system and it incorporates the best of both products on one platform that supports integration between all of FrontRange’s products, HEAT, ITSM, and the full GoldMine CRM line with their Voice 5.1 product.  

FrontRange affirmed their commitment to this technology at the recent national sales conference.   Numerous awards, and over 100 installations, a detailed product map and strong R&D budget, as well as positive feedback by industry analysts on FrontRange’s vision all indicate that FrontRange Voice has a bright future.  So much so that I’m taking the plunge in my firm, First Direct Corp. and converting our phone system over to FrontRange Voice 5.1.  In a phrase, “I’m eating my own dog food.” 

There are many features in FrontRange Voice 5.1 that I’m excited about having, let alone selling.  It’s going to be a huge help with call campaigns.  “Call monitoring” along with “Silent Whispering” are great tools that will help us train and coach representatives.  Call transfer with GoldMine record screen-pop will help our organization’s teamwork. 

Remember, a phone system without integration to you CRM, is still just a phone system.   VOIP and CRM are a winning combination.  To request information on FrontRange Voice 5.1 click here.   

Use GoldMine Premium’s new “Grid Controls” technology to do “Grouping” within Record Tabs. This feature makes it easier to sort and filter the rows of data in History, Pending, etc. using the ability to Group (see local menu in the corresponding tab).

In records with considerable data in the tab area, Grouping helps you find and work through the information more efficiently. Grouping can be left on so that as you move from record to record it maintains the Grouping effect.

Enable Grouping by right clicking below the tab and selecting “Group” from the local menu. Then you can “drag & drop” a column header in order to instantly organize all the data by that column. You can drag more than one criterion in to the “Grouping Area.” In addition, with the new “drill down” arrows in the column headings you can quickly filter based on any value in those fields.

What’s also nice is that if you were to “Output” the information to Excel for example the Grouping is maintained within the spreadsheet that is created.

A week doesn’t go by that First Direct does not get several “tech support calls” from a GoldMine user who needs help to do something related to marketing and/or sales with GoldMine.  Although “support calls” are procedurally directed to our “help desk,” the real basis for such calls is often less of a “tech support” issue and more of a training matter. 

Would you agree that most of the software we own can do a lot more than we know how to do with it?  Yet, manufacturers are pressured to build more & more functionality into their products even though users tend to under-use what they already have.  I include myself in this! 

There is also a common misconception that I call “the silver bullet myth” – I define it as follows:  Just because the software maker says their product does something, you can get it to do it.  Others might call this marketing hype.  Let’s just say that manufacturers tend to “over simplify” in their marketing materials.

Lack of knowledge, or skill, translates into lack of use.  And when it comes to GoldMine, lack of use means less marketing and sales.  Whether it’s creating template emails or letters, building a marketing list using filters or groups, broadcasting emails to primary and select additional contacts, running needed reports or analyzing data, automating a drip marketing campaign, importing leads from lists or web forms, or something else, if you lack the skills to perform this function you’re limiting yourself and your organization’s success. 

The simple moral of the story here is this:  If you want to market better with GoldMine, learn how to!  First Direct is a great place to start.  Email me today and let’s review your needs and customize a training agenda.  Or, sign up for one of our upcoming topical web-based training events.