The GoldMine Knowledge Base

The GoldMine Knowledge Base provides a resource for maintaining any type of information useful to an organization or an individual. It can provide easy accessible storage for graphics, multimedia files, and/or program applications. This information can then be linked to a contact record (displays the record whenever you access that topic).

The Knowledge Base consists of the Knowledge Base, and the Personal Base. Configure them to present newly added information to the GoldMine user, control user reading and updating privileges, and search for specific entries based on user-defined criteria.

If your organization is not using the GoldMine Knowledge Base now is a great time to start.

GoldMine Knowledge Base Toolbar

Knowledge Base Topic Text Local Menu

HTML means HyperText Markup Language. The authoring language used to define the structure and layout of a Web document by using a variety of tags and attributes.

To add an attachment to a Knowledge Base document

GoldMine’s Universal Search is set to be the “default” search in the search box of the new “Left Navigation” area in GoldMine Premium.  I do NOT recommend that!

First of all, the new GoldMine Universal Search capability is great when you need to find a needle in a haystack. So if you’re looking for an obscure piece of information (e.g  part or serial number)  that could have been stored anywhere in GoldMine and you don’t want to hunt & peck around for it GoldMine’s Universal Search is great.

Universal Search in GoldMine will return a long list of ranked search results based on all the places where it finds what you’re looking for stored in GoldMine history, notes, emails, etc.   Therefore, if you’re looking for a name and you use universal search that name will come up on pending and history activites, emails and a lot more places than you need to sift through when you just want to pull up a contact who’s just called in for you.  That’s what the “Contact Search Center” is better for.  And, that’s what you want the quick GoldMine Navigation look-up window to use when you type your search value and press go!

Last but not least, if you haven’t implemented GoldMine Universal Search properly and you are not regularly indexing the data and you haven’t optimized the configuration in SQL and GoldMine for Universal Search to work well it is ineffective anyway.  That’s one more reason to change the default.

Changing the Default Search to the Contact Search Center is not hard, but it is little tricky.

Here’s all you need to do:

1. Open up the Universal Search

2. Click “Advanced”

3. Select Options

4. Uncheck the Default setting.

You will see that there are many other settings to consider – way more than I cover here.  And, there are all sorts of great search tools in GoldMine Premium!  Universal Search,  SQL Queries,  Lookup Wizard, as well there is a lot that you can do with the Contact Search Center.  An expert can show and explain these functions.

If you’re going to encourage users to capture data in GoldMine you ought to know how to find it, report it, analyze it, and use it!

Your Mailbox/Attach folder is where all the attachments you receive from GoldMine e-mails ends up. Over time this folder can get cluttered with unwanted attachments from SPAM emails, forwards, and chain mails.

When you delete an email in GoldMine, the attachments WILL NOT be removed, by default. If you want to delete the attachments also along with the email, then you will have to customize GoldMine by following the steps given below.

Note: If you do not want the attachments to be deleted for all emails then you may want to toggle this option.

GoldMine  4.x -6.7

1. Click ‘Edit’ >> ‘Preferences’.
2. Click ‘Internet’ tab.
3. Click ‘More Options’ to open ‘Internet Preferences’ dialog box.
4. Click ‘Advanced’ tab.
5. In ‘Message’ area select ‘Delete attachments when deleting the mail’ option.

GoldMine Premium Edition 8.x

1. Click on ‘Tools’ >> ‘ Options’
2. Click ‘E-mail’ tab
3. Click ‘More Options’ to open ‘Internet Preferences’ dialog box.
4. Click ‘Advanced’ tab.
5. In ‘Message’ area select ‘Delete attachments when deleting the mail’ option.

 The GoldMine taskbar is great for GoldMine users to have quick, one-click access to common things like:

• all of the menus in GoldMine
• external files
•  external applications
•  web resources (like Multimap, Dun and Bradstreet, etc…) 
• GoldMine Macros (and Macros once created, can be shared with other GoldMine Users)

Taskbars can be ‘Global’ (for all Users) or ‘Local’,  for the current logged in user.

To display your Taskbar, go to the Window menu option and select Taskbar.  Once displayed, right-click over the Taskbar to display options like creating new items/buttons.

We’ve all said it! …  “’I’ll follow-up with you next week.”  Then we go into GoldMine and schedule ourselves a call for the next week so we actually remember to call the person back.

Here’s a GoldMine tip/trick to make that process a little bit easier.

In the Date field when scheduling a call, appointment, next action, etc. etc.  instead of typing in a date, or using the lookup to bring up a calendar, type in 1W.

Then, magically, when you tab or click, to the next field the date will be set for 1week from today.

Assume, then, that you want to schedule the activity 2 days from now, well, just type in 2D, for 3 days 3D.

D works for Days, W for Weeks, and M for Months.  So to schedule something 2 months from now, Just type in 2M!

Back in GoldMine 6.x, GoldMine administrators were introduced to a new feature called User Override Controls that allows administrators to centrally control/override what the users set for their preferences. This is done from the GM.ini under the [GoldMine] section via the [User-Override:<user.ini section>] header.

Through the GM.ini, the GoldMine Administrator, can set a global setting presence for your GoldMine.

For example, to disable all users access to the GoldMine taskbar the GM.ini would read as follows:

[GoldMine]
[User-OverRide:gmbar]
show_gmbar=0

This next one sets the GoldMine default tabs that are to be displayed for all users. You are defining a
global setting for the default GoldMine tabs, overriding any user selected tab order.

[User-OverRide:GoldMine]
RoTabItems1 = 1;2;4;5;6;7;8;9;10;11;12;13;14;

These overrides are a great way for the GoldMine Administrator to enforce company wide standards for their GoldMine.

NOTE: Any override settings configured by the Administrator in the GM.ini will ALWAYS override a user’s settings, even if they attempt to change their local preferences – GoldMine will never apply the username.ini settings if a corresponding user-override exists in the GM.ini.

Here’s  how to rename your GoldMine tabs to something more meaningful to your organization. For example, if you use the GM+Views tab, you might want to rename it to Intranet, or Web – this makes the tab name look more appropriate, as the GM+Views tab is a built in web browser for GoldMine.

You can add the following string to each USERNAME.ini file and it will override the default tab names on a user by user basis:

ROTabs1=Summary,Fields,INTRANET,Notes,Contacts,Details,Referrals,Pending,History,Links,Members,Tracks,Opptys,Projects,Tickets,Events,Licenses,Products,Renewal,Sales,Sent

Or, alternatively, you can change every users tab names by adding the following to the GM.ini file:

[User-OverRide:GoldMine]
ROTabs1=Summary,Fields,INTRANET,Notes,Contacts,Details,Referrals,Pending,History,Links,Members,Tracks,Opptys,Projects,Tickets,Events,Licenses,Products,Renewal,Sales,Sent

As you can see, you need to just change the tab name to the required text. Simple as that!

NOTE:  Adding the ROTabs1 field to the .ini file won’t affect the ROTabItems1 values. The ROTabItems1 option holds the order in which each users tabs are displayed – and fickle users will get angry if you change it! All we are doing here is changing the default name mappings, NOT the order of the tabs.

If you attempt to run a workstation installation (GMSetup.exe) for GoldMine Premium Edition and for some reason decide to cancel it before it finishes, the next time you try to run the installation you might get the following error message:

Another GoldMine installation is running.

What you need to do is:

Run regedit (Start> Run> regedit).

Go to HKEY_LOCAL_MACHINE >> SOFTWARE >> FRONTRANGE SOLUTIONS.
Delete the folder GMinProgress.
Exit regedit.

Retry the installation.

Note: If you can’t find the FRONTRANGE SOLUTIONS Registry Key, search for it by clicking on Edit >> Find, in the Registry Editor.

In  GoldMine if you attempt to print a GoldMine  report with Notes in it you may run into an issue where  all of the HTML coding that was used when creating the note is displayed.  To turn off the HTML formatting in all Notes, place the following entry in the [GoldMine] section of your GM.INI file.

”HTML_CAL_Notes=0”

NOTE: The GM.ini file can be found in your GoldMine Directory, ie;  G:\GoldMine or C:\Program Files\GoldMine

If you are not sure of your path, in GoldMine go to Help >> About GoldMine >> and then click on System.  The System Files path will tell you the root directory for GoldMine.

Have you ever had the need to go back to a record you were previously on, but can’t remember who the contact or company was? In all versions of GoldMine, you can hold down the Shift Key and hit the Page Down key to scroll through the last five contacts that you previously visited.

In GoldMine Premium there is a ‘Recently Viewed’ contacts window that will display the last 20 or so contacts that you visited. You can change the number of recently viewed contacts that are displayed.