GoldMine Grid Controls
Introduced in GoldMine Premium Edition 8.5, grid controls is one of those "how did we live without it all these years" type of feature. It makes finding specific items in GoldMine substantially easier and therefore allowing you to get what you need, FASTER!!
The best way to define what a grid is in relation to GoldMine is by example. When you go to the History Tab, the Activity List, the Contact Search Center, etc, the information is displayed as a list, in a row/column format (aka Grid). Every one of those grids has the same tools available to "control" the display. We will use the History tab of a contact record to explain the controls, but this functionality can be found throughout GoldMine.
1. Find a record with lots of History and click on the History Tab.
2. Right click within the list of history items to bring up the local menu.
At the bottom of the menu list you will see three grid controls, Group, Summary, Filter. In this post, we will cover only the Filter control, covering the others in future posts.
3. Select the Filter grid control, unless already checked. The column header will now have pull-down menus available, one for each column.
4. Click on the User column pull-down and you will see a list of all values in this column in this grid for this set of data. In other words, this list is dynamically generated. The reason these user names are listed in this pull-down is because these users have completed history items for this particular contact.
5. Simply select the User you want to filter and GoldMine will only show you history for that user. You can even choose multiple columns to refine your list even more.
6. When you're done, click the X at the bottom of the screen to turn off the filter, otherwise it will stay on even after you change records!
That's all there is to it!
Enjoy and Happy GoldMining!!
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Adding Members to an Existing Group
Though far from the only way to add members to an existing group, here is one that most people may not likely be familiar with.
1. Open the Contact Search Center and bring up the record or records you wish to add to your group.
2. On the left side of the Contact Search Center window you will see a blue "handle". When you move your mouse over it, your mouse pointer will change into an Orange pointer finger. Click on the blue handle to display a Filters & Groups management window.
3. Open the Groups tree to show the list of your existing groups.
4. Select the contact or contacts from the search center that you would like to add to the Group.
5. Using your left mouse button, drag selected contacts to the specific group you want them added to.
6. Once you release the mouse button, the Add Members to Group dialog box will appear.
7. Type in the Reference or select one from the F2 Lookup list if you'd like. You can also select the option to not specify the Reference for the remainder of your current GoldMine session. Select the "Do not show me again this message during this session (the above fields will be blank by default )".
8. Click OK and the contacts will be added to the Group.
9. You will then get a confirmation from GoldMine that your contact(s) has been added to the group.
That's all there is to it!
Enjoy and Happy GoldMining!!
GoldMine's Recently Viewed Contacts
If you are still running GoldMine Corporate Edition or Standard Edition, then no doubt you regularly wish you could see a running list of recently viewed or modified records in GoldMine.
One of the many new features available in GoldMine Premium Edition is the Recently Viewed contacts list in the new View Window. This list offers a quick overview of all the records you have been working with on a per-user basis.
You can quickly navigate through these contacts with a single click instead of trying to remember and then searching for that record. Over time, every additional click to complete a task adds up. Helping us use GoldMine more efficiently will reduce the amount of time spent performing the same actions over and over.
GoldMine's Recently Viewed list has a one user-defined parameter, the amount of records displayed. The default value is 5. Most users find that 5 is simply not enough, and prefer to increase the number of records displayed. Here's how to change your setting:
1. Click on Tools | Options | System tab
2. Change the value of the Recent items shown to the number of records you would like to see in the recently viewed pane.
That's all there is to it!
Here's a tip for Administrators: This number can be globally modified for all users at once. Of course you always want to backup your SQL database before making any changes. Once that's done, simply run the following query in SQL Server Management Studio:
UPDATE history
SET cnt = 15
Enjoy and Happy GoldMining!
GoldMine 9's Password Security Enhancements
One of the new, long-awaited enhancements to GoldMine Premium Edition 9 is the ability for an administrator to implement more stringent password policies. Now, a GoldMine Administrator can implement minimum password lengths, lock the account after several failed login attempts, and limit password repetition.
The following menu actions are only accessible by users with MASTER rights:
1. Click on Tools | Configure | System Settings.
2. Click on the Password Policy tab.
Here you can set all of the options previously listed. Note, this is a Global setting and will affect ALL users.
There is one more setting to show you which is login specific, and that is "how long" someone can use their password before it expires. This setting can be set differently for each user.
5. Click on Tools | Users' Settings...
6. Double-click the specific user account you wish to change.
Here's where you can set the number of days a user can use the same password and the date they will be due to change it.
One final note... here's where you go to "Unblock" an account when someone mistypes their password too many times and locks their account. 
That's all there is to it!
Enjoy and Happy GoldMining!
Using GoldMine Record Alerts - Part 2
So now you're using Record Alerts (maybe) but you want to make some changes to a previously created Alert, or you want to remove an Alert from the list. But you don't see where you can edit the list. In newer versions of GoldMine, FrontRange tells you where to find the list but it may not be very obvious.
When creating a new Alert, the New Contact Alert window tells you were to find that list.
How do you get there?
1. In GoldMine Premium Edition, click on GoTo | Knowledge Base…
In GoldMine Corporate or GoldMine Standard Edition, click View | InfoCenter.
2. Double-click the section titled Knowledge Base to show the books.
3. Open the System book.
4. Open the Contact Alerts folder.
5. There you will see the various pages, 1 for every Alert you have.
6. Right-click to Edit or Delete as needed.
One last tip for Admins... how to change the time delay for record alerts:
I mentioned in the last post, when a user lands on the record, approximately 7 seconds later, the Record Alert will pop up.
To change that time delay, place the following setting in the [GoldMine] section of the GM.ini file.
RecAlertSec= <number of seconds before the alert appears>
That's all there is to it!
Enjoy and Happy GoldMining!
Using GoldMine Record Alerts
1. Click on Edit | Record Properties… | Record-related Settings…
2. Click on the Alerts tab.
3. Check Enable alerts.
4. Select (check) the Alert(s) to assign.
(if none exist or apply, click the New Alert button)
5. You also have the option to select 'Log this alert in history when user is alerted'.
6. Click OK.
Now, when a user lands on the record, approximately 7 seconds later, the Record Alert will pop up, forcing him/her to "Acknowledge" the message before continuing.
That's all there is to it!
Enjoy and Happy GoldMining!
Quickly Closing Tabs in GoldMine PE
This week's tip is short and simple. As you are working through the day, you may find that too many tabs are open and it would be nice not to have to close them all separately. Or, at the end of the day, you may simply want to close the open windows so GoldMine will open faster the next time you open it. (GoldMine remembers all your open windows and reopens them the next time you launch it.)
Closing all your windows, except the Contact window, is quick and easy. You can even add it to your toolbar button list:
Simply click Window | Close All
That's all there is to it! In the example above, GoldMine would then close 6 of the 7 tabs in about a heart-beat.
Enjoy and Happy GoldMining!
Scheduling Activities with No End Date
As one of several enhancements introduced in GoldMine 9.0, GoldMine now gives users the ability to schedule an activity with "no end date". Previously, if you had a weekly sales meeting for example, you would have to schedule the recurring activity who knows how far out, and then do it again when you neared that end date. Now there is an easier way.
Start the scheduling as usual:
1. Schedule | Appointment
2. Set all the basic parameters, Reference, Date, Time, etc.
3. Click the Recurring tab
4. Click the No end date radio button and more options will be displayed
5. Once you've made your selections, click the Schedule button.
That's all there is to it!
Want more techie stuff, keep reading. If not, stop here.
So how does it work? First, the number of instances initially created depends on the recurrence period:
• for a daily or weekly activity, GoldMine will generate 1 year into the future
• for a monthly one, 2 years
• for a yearly activity, 5 years
Additional instances are created over time, based on a rollover period. For the daily or weekly activities, the rollover period is 6 months. When GoldMine detects that the activity has less than 6 months worth of scheduling it will create 6 more months, automatically! For the monthly appointments, the rollover period is 1 year. For yearly appointments, the period is 4 years.
At the present time, these settings are hard coded.
Enjoy and Happy GoldMining!
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Happy GoldMining!