GoldMine 8 For Dummies Cheat Sheet - dummies
Cheat Sheet

GoldMine 8 For Dummies Cheat Sheet

From GoldMine 8 For Dummies

By Joel Scott

GoldMine business software helps you organize contacts, track activities, schedule appointments, create reports, and more. Strengthen CRM (customer relationship management) skills by mastering GoldMine 8: Know how to move tabs to suit your needs, find contacts (records) in a flash, and link your records to view relationships among your contacts.

How to Move Tabs in GoldMine

GoldMine 8 CRM software comes with 18 defined tabs, and you’ll use some more than others. Rearrange GoldMine tabs by moving them up or down, in order of preference, importance, or frequency of use.

Before you start moving your GoldMine tabs, however, be aware that you can’t see all of them simultaneously unless you click the down arrow to the left of the tabs being displayed. You then see a drop-down list of all available tabs, and you can even navigate to each of these areas by clicking any item in the drop-down list.

Here are two examples of Goldmine tabs to consider candidates for demotion from the first tier to the second:

  • Summary tab. Consider demoting this tab to the second tier and replacing it with the Links tab. The Links tab helps you keep track of all the documents and files associated with each record. You’ll likely use the Links tab more often than several of the original tabs that are displayed by default.

  • Referrals tab. Although you’ll use the Referrals tab, you’ll likely not use it all that often.

Follow these steps to demote a tab and promote another one at the same time.

  1. Click the down arrow to the left of the tabs.

    A drop-down list appears.

  2. Click Customize at the bottom of the list.

    The Display Tabs screen appears.

  3. Highlight the tab you want to promote or demote.

    You don’t need to touch the checkbox to the left of the tab description. Just highlight the name of the tab and then click the Move Up or the Move Down button as many times as you want. You can see the selected tab moving up or down as you click.

  4. When you’re done rearranging all your tabs, click OK.

    GoldMine returns you to the main work area. Your changes have taken effect.

These changes apply only to the current logged-in user and do not affect anyone else. There’s no global or companywide setting for this.

If any of the tabs annoy you so much that you just want to eliminate them, you can do so from your Options screen by deselecting the box next to whatever tab you want to remove. If you change your mind, click the Reset button to restore all the original, default settings.

2 Ways to Find Records in a GoldMine Database

When using GoldMine 8 CRM software, finding a record may be the most frequent task you perform. You can locate any record — no matter how many are in your GoldMine database — by using a simple search or a more detailed search.

With just a little practice, you’ll save time and build customer relations as you put GoldMine to work. For example, you’ll need to look up records for scheduling activities, writing notes, or checking a client’s history. And every time the phone rings, you may want to quickly check the caller’s record.

The semi-secret and fast way to find a GoldMine record

If you handle many phone calls every day, some may be from people who clearly know who are, but you can’t recall who he or she is. The last thing you want the mystery vendor-client-caller to know is that you don’t remember him or her. With GoldMine, you can quickly and quietly find a client’s record while you’re saying hello and making small talk.

Most of the fields on the main screen allow you to point your mouse at a label and double-click, which opens a browse window. For example, if you double-click the Last label, a browse window, like the one shown below, appears. This browse window is actually called the Search Center.

In this sample browse window, you’ll see that the letter “g” is in the search field, so GoldMine is listing all the accounts that have a primary contact whose last name begins with that letter:


To make the browse window (Search Center) appear, be sure to double-click the field label — not the text box in which you enter data.

The detailed way to search GoldMine

The GoldMine 8 Search Center enables you to do complex searches, such as searching on multiple fields at the same time. For example, you might want to find all the accounts in California that have fax numbers. You expand your search from a simple, single-field search to multiple fields by clicking the Search button in the upper-left corner of the GoldMine screen.

When the Search Center window appears, select which fields to display by clicking the Columns button in the upper-right corner of the Search Center. Doing so displays the screen shown below:


Fine-tune the fields you see in the Search Center.

You can add or delete fields (columns) from the Search Center display by highlighting the particular field and selecting the left or right arrows in the middle of the screen to add or delete the column.

How to Link Records Using the GoldMine Referrals Tab

The Referrals tab on the GoldMine 8 main screen enables you to link one record to another or one record to many others. GoldMine’s Referrals tab is relational, meaning that one piece of data links to multiple pieces of other data.

By linking one record to another, you can quickly see what the relationship between two or more records might be. Suppose for example, that your accountant referred 17 other clients to you. You thank her and record each of the referrals in your accountant’s GoldMine record. Makes her look a lot more important, doesn’t it?

An important note is that the Referrals tab is bi-directional, so after you link A to B, B is linked back to A. The relationship works like a toggle switch. By double-clicking a referral listing, the record that the referral is linked to appears. You can get right back to the original record by double-clicking the referral listing again.

In this image, you can see two records linked to each other in the Referrals tab:


Even if you don’t have to track leads you have given out to dealers, you may want to use the Referrals tab for some kind of related activity. Working with an account that uses a consultant (or an accountant, or an attorney) presents an opportunity to employ the Referrals tab. A referral is especially useful if this same consultant pops up in other accounts of yours, and it’s also relevant if you’re part of a multi-level distribution system.

To create a referral link, follow these steps:

  1. From the main GoldMine screen, click the Referrals tab.

  2. Right-click in the area below the tab and choose New from the shortcut menu.

    A window displaying all the records in your database appears.

  3. Double-click the record you want to link to.

    The Referral Properties dialog box appears, enabling you to enter the referral information. On the left side of the dialog box, you see the original record and an empty Reference field below it. On the right side of the dialog box is the listing for the record to which the referral is being placed. You use the two reference fields (one for each record) to indicate what the relationship is between the two records.

Each of these two Reference fields can have a lookup list. If you plan to make extensive use of referrals, you should set up these lookup lists to ensure some consistency in the relationships you use.