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Continuing GoldMine Education : June 2012

Prepared by Justin Hill

For

www.marksgroup.net / Justin@marksgroup.net

The Search Center

Automated Processes

SQL Queries

Dashboards

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The Mild Mannered GoldMine Search Centerjust add a phone booth

We all know that Searching for Contacts is the most important thing we will ever

do in our GoldMine; everything we choose from the top-level menu in some way affectsthe Current Contact Record.

Consequently, using the Search Center has become second nature. We click overto look for someone, then back to the Contact Record and hardly ever think about it.

So, it was easy for Frontrange to sneak in several amazing enhancements under the

radar.So, we present

The Top 5 Things the GoldMine Search Center can Do but is Never Asked To

#5 - List more than 10,000 records

Those of you who have tried and given up on using the Search Center for looking

at more than the default 10,000 records, rejoice! The 10,000 record limit can now be

increased on a per-system level.

1. Log in as the MASTER user or equivalent2. Go to Tools | Configure | System Settings from the top level menu3. Click the Display Tab

Note: Increasing these values may impact the performance of your Search Center.

Increase both

values to the

desired amount.

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#4 - Accessing your Filters and Groups

Did you know that you can Preview any of your Filters or Groups within theSearch Center? Simply click on the Filters/Groups button to open the Filters and

Groups tree view on the left hand side;

When you double-click to Preview a Filter or Group, you may get this message;

Clicking Yes will allow you to provide a Filter Optimization (using a Beginningand Ending limit). This is entirely optional, and if youre not sure how to use a Filter

Optimization, simply click No.

Once the Filter/Group is Previewed, we can see so in the tab of the Search Center;

To release your Previewed Filter in the Search Center, simply close the Tab.

Click this butto

to reveal/hide th

Filters andGroups Tree.

Navigate to the

Filter/Group

youd like to

Preview and

double click it.

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#3 - Using the Multi-Level Search

You can search on more than one field by clicking the plus sign in the upper-

right hand corner of the Search Center. This will add a level to your Search Criteria.

You can see here that each level allows you to search on a field. In this case,Im looking for Customers in New York State.

Incidentally, you can now save your multi-level Search as a Filter or Group by

clicking your Save button.

Click the + to

add a level, the -

to remove a level.

All of your favorite

operators are

available from thedrop downs (begins

with e ual to etc .Every field on the

Contact Record is

available through

this drop-down.Every level has a

connector, which is

defaulted to AND. OR is

also available.

Selecting Filter or Group will allow you to create

and name a new Filter/Group against the same

criteria as used in the Search Center.

Exporting to Excel, Word or the Clipboard here

is exactly the same as the right-click Output To

functionality found in the other areas of

GoldMine.

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#2 - Adding columns

What good does all this fancy list-generating do you if you cant see the desiredcolumns? Maybe you need a list with the Customer Type, perhaps you need one with

Acct Rep listed. In either case, it is now easy to add columns to your Search Center.

Adding columns is a per-user setting.

Click the Columns

button to display the

Select Browser

Columns window.

Go to the Column

Selection tab to add

columns.

Add columns from

the left (available)

to the right

(selected) by usingthe arrow keys in

the middle.

You can re-order the

columns you select

by using the Upand Down

buttons.

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#1 - Right-click Output To

When you think about it all, the ability to customize columns, search criteria, save

search criteria for later use, all of these great amazing things allow us to do one thing;

create a list. Create lists easily, and now, easily get them into Excel.

Anyone who has been using GoldMine for awhile now knows about the right-

click Output To functionality. Its available in virtually every list control withinGoldMine. Invoking this item dumps all the rows out of whatever youre looking at in

GoldMine, into Excel.

So, by using the five previous steps, we should be able to easily;

- Use the Search Center to create a custom filter- Add any columns youd like- List more than 10,000 records at a time- Export the final list to Excel

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Automated ProcessesDrip marketing through the firehose

GoldMine Automated Processes

Let us consider what a GoldMine Automated Process is. Simply, it is a list ofinstructions that will be carried out against a Contact Record. This would include things

like Schedule a Call, or send an E-Mail.In the nutshell, an AP is attached to a Contact Record. Once attached, it must be

scanned, during which time the AP runs through its instructions.

To illustrate how this works, well imagine were creating a Prospect WelcomeAP. This AP will send a series of marketing e-mail templates to the attached contact,

waiting a few days to pass between the sending of each.

The easiest way to see how this works is to create one! Select Tools | Automated

Processes | Manage Processes from the top level menu.

This is the Automated Processes (AP) center. To get going and create a new AP,right click and select New.

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Like most things in GoldMine, this uses a Wizard interface.

Give your Automated Process a friendly

name.The Process Code is optional.

Make sure to check Allow only

one attachment of this

process, otherwise you

could have Prospects with

multiple Prospect Welcome

APs

We also want to make sure th

Users can attach this AP.

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The Events window is where we will spend most of our time. These are the

instructions the AP will carry out for every contact it is attached to. To start creating an

Event, click New.

Every AP Event is comprised of a Description, a Trigger and an Action. In thiscase we want our AP to send a series of E-mails, so the Trigger for our first event isImmediate. This means the Action is performed right away, when the AP is scanned.

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Note weve selected E-mail message as our Action. Clicking in the Options

button will reveal the detail on which template to use:

Hit OK to proceed. You can see now we have one Event within our AP.

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Lets add another e-mail to be sent, two days after the first. Click New again.

Dont forget to check your options for the E-mail message. In this case youllnotice Ive selected a different e-mail template:

Our Trigger is now set to

Elapsed Days, as we

just want the Process to

wait a few days before

sending our second

Prospect Email.

We want to send yet

another e-mail message

so we have this selected

again.

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So now we start to get a sense of how the AP is going to work. First, it will

immediately send our first email. Then it waits two days before sending the second.

Lets add yet another e-mail to our list of Events.

Our trigger is still set to Elapsed

Days. This means that the Process will

wait two days after the lastEvent

before this Event is triggered.

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This is how our third Event looks:

And here is our resulting list of Events:

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At this point, we need to mention the two major Types of Events we can have

within our Process. To this point, weve been adding SequentialEvents. This means the

Events happen in asequence. When a Process is scanned, it goes to the nextSequential Event in the list and, depending on the Trigger, executes it.

The other Type of Event isPreemptive. All Preemptive Events are evaluatedevery time a Process is scanned. These events are also scanned before the Sequential. So,

a good use of a Preemptive Event is to check and see if our Prospect has become a

Customer, and if so, remove the Prospect AP.

Click New to create yet another Event:

As with virtually every kind of Trigger, we must specify the Options by clicking on theOptions Button, shown here:

Make sure you select Preemptiv

Our Trigger is going to be a

dBase condition (simply, we are

looking for a certain value in a

field).

This Event will Remove the

current Automated Process if the

dBase Condition is satisfied.

Use this expression builder just as

you would if you were making a

Filter. In this case, were

checking to see if our Prospect is

now showing Customer in the

Customer Type field.

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So now our Process looks like this:

Go ahead and Finish out the Wizard. Your Process should look like this now:

Every time this Process is

scanned, it checks to make sure if

the record is a Customer yet. If

not, it goes to the next

Sequential Event in the list.

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Executing your Automated Process

Once you are happy with your Automated Process, you need to Attach and Scanit! To do this, select Tools | Automated Processes | Execute Processes.

This is where it all happens, the Execution window. This is where you Attach

your Process and also scan it to move it along that list of Events.

Make sure you select the

Process youd like to attac

these records. If your Proc

are already attached, you c

leave this alone.

You can choose to add the

Process to a certain subset of

records, using a GoldMine

filter.

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SQL QueriesSeriously getting the ducks in a row

Fun Facts about SQL

- Designed by IBM in 1974- Standardized in 1986 by ANSI- Takes a fraction of the time to run compared to xBase and Filter expressions- Enjoys long walks on the beachThe main point here is that SQL has been in use since the old days, and

consequently, there is no more powerful way to ask questions of a SQL database. Thesyntax is not exactly user-friendly but is well worth the effort to learn. Plus, existing

queries can be re-used by tweaking field names and values rather easily.

Underlying Tables

For a full description of your GoldMine tables, please consult the appendices ofyour User Manual. I will outline the three we will be using below:

CONTACT1 Primary contact data

CONTACT2 User-defined fields

CONTHIST Contact history data

The mighty SELECT Statement

At the core of every SQL query for GoldMine is a SELECT statement. That is to

say, wed like to SELECT only certain rows from the underlying tables. Not only that, we

will need to tell it FROM which table we want to SELECT. We will also need to provide

a list of field names to SELECT FROM the underlying table.

So,

SELECT CONTACT FROM CONTACT1

Will return every contact name in our database.

SELECT CONTACT, COMPANY FROM CONTACT1

Will return both the contact and company names in our database.

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The WHERE Clause

Well, this is all well and good, but doesnt do us much in the way of Filtering

customers. Thus, the WHERE clause was born.

So, now we can tell it to only SELECT only those rows WHERE something is

true.

Example:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = CA

Will only return those customers in the state of California, much like our Filter

did.

Now lets get fancy:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = CAAND KEY1 = Prospect

Will only return those customers that are both in California andProspects. (KEY1

is the underlying field name of our CustType field again an excellent time to open yourappendices and see what columns are available)

A brief word about Boolean Logic

When you start using words like AND and OR, youre usingBoolean Logic.

Which only means that the statement you are working with is going to be TRUE or FALSE. Payattention to how much of a difference ONE AND or OR can make:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = CA

OR KEY1 = Prospect

Will return all records that are EITHER in California OR Prospects. This will be agreater number than the query above, because the query only cares that EITHER of the

conditions are met.

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Using both ANDs and ORs

In typical usage, both ANDs and ORs are used within the same query, insulated

from each other by parentheses. By inserting parentheses, we can exertflow controlover

our logic. They behave exactly the same way they did in high school trigonometry.

For instance:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE

(STATE = PA OR STATE = NY) AND KEY1 = Prospect

Will return Prospects from both Pennsylvania or New York.

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE

(KEY1 = Prospect OR KEY1 = Customer) AND STATE = NY

Will return both Prospects and Customers from New York only.

Whats happening here is that the server is rendering each enclosed portion intoan ultimate TRUE or FALSE statement. Only then does it run that value against the next

part of the query.

Here is a gotcha:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE

KEY1 = Prospect AND KEY1 = Customer

This query returns no rows because it is impossible for a contact to be BOTH aCustomer AND a Prospect!

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ORDERing rows returned by your Query

You can sort the output of any query by using the ORDER BY clause, added to

the end of a query.

For example:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE STATE = PA

AND (KEY1 = Prospect OR KEY1 = Customer) ORDER BY COMPANY ASC

Will return the expected results, only sorted by Company is ascending mode.

You could have alternatively used:

ORDER BY COMPANY DESC

To sort in descending order.

Multiple levels of sort can be used, thusly:

SELECT CONTACT, COMPANY, STATE FROM CONTACT1 WHERE

STATE = PA AND (KEY1 = Prospect OR KEY1 = Customer)

ORDER BY COMPANY, CONTACT ASC

Returns the expected results, sorted by Company and then Contact, ascending

order.

Using more than one table in a query

It is often the case that a single query runs against more than one table. In that

case, the tables must be JOINED. This is in fact such a simple little word for such afascinating (and frustrating) concept. The best part is that you can benefit from the

samples I am going to provide here. The scope of this manual is not as such that could

encompass all the many forms of JOINS and why they are used. Being able to JOIN

tables requires that you know their PRIMARY KEYS and now would be an excellenttime to open up that ol appendix and see whats what.

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JOINing CONTACT2 to get Userdefined fields

Youve created all those nice user-defined fields, so lets start using them!

For the purposes of these examples, we will consider the user-defined fields

named UPRODUCT (Product Interest) and USIZE (Company Employee Size).

Let us further say that UPRODUCT can hold one of two values, Widget orGadget. And let us suppose that USIZE is a raw number of employees, from 1 to 100.

Here is how our JOIN will look within the query:

SELECT CONTACT, COMPANY, UPRODUCT, USIZE

FROM CONTACT1

INNER JOIN CONTACT2 ON

CONTACT1.ACCOUNTNO = CONTACT2.ACCOUNTNO

WHERE CONTACT = Justin Hill

Notice the join is provided BEFORE the WHERE clause. Please also note theusage of TABLENAME.COLUMN, which is also common to see within queries that deal

with more than one table.

Ok, here is a query that will return all records that have Widget in UPRODUCT

and more than 50 employees.

SELECT CONTACT, COMPANY, UPRODUCT, USIZE

FROM CONTACT1

INNER JOIN CONTACT2 ON

CONTACT1.ACCOUNTNO = CONTACT2.ACCOUNTNOWHERE

UPRODUCT = Widget AND USIZE > 50

Of course you can insert parentheses and ORDER BY as above. The important

part is to get your JOIN working for you.

Lets get fancy and tap both tables for a condition:

SELECT CONTACT, COMPANY, UPRODUCT, USIZE

FROM CONTACT1INNER JOIN CONTACT2 ON

CONTACT1.ACCOUNTNO = CONTACT2.ACCOUNTNO

WHERE

KEY1 = Prospect AND UPRODUCT Gadget AND USIZE > 75

This returns all records that are Prospects and do NOT have Gadget listed as a

product interest and have more than 75 employees.

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Using subqueries and CONTHIST

The most common use of CONTHIST (Contact History) in SQL Queries is to

either find out if they have no history, or no history within a certain range of days. This is

done by sub-querying. Dont be frightened! This is actually easier than joining!

A common query to find out records that have no history:

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE

ACCOUNTNO NOT IN (SELECT ACCOUNTNO FROM CONTHIST)

ACCOUNTNO as you may have guessed, is our PRIMARY KEY for GoldMine.The query is asking the server to return all records that have no corresponding rows in the

history (CONTHIST) table.

`This query returns those records that have no history within the last 90 days.

SELECT CONTACT, COMPANY FROM CONTACT1 WHERE

ACCOUNTNO NOT IN (SELECT ACCOUNTNO FROM CONTHIST WHERE

ONDATE > (SELECT GETDATE() - 90)

The important part of this query is of course the (SELECT GETDATE())function, which always returns the current date. We thensubtract90 days from that date

using the subtraction operator; (SELECT GETDATE() 90).

Of course you can use both joins and sub-queries together. Good luck!

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Creating a Simple GoldMine DashboardDoing it for yourself

A Very Simple Dashboard

We in the industry are all very excited about the Dashboard capabilities inGoldMine 9. It is something that is not only very useful, but incredibly flexible.

Therefore, we will only be covering a basic Dashboard in this manual, both a Data Gridand Chart view. Once you get the hang of it, there is much more to explore.

The Parts of a Dashboard

When we think of a GoldMine dashboard, we must understand the constituent

parts:

- Dashboard : The highest level object, think of it as a blank page to put stuffon. A Dashboard is nothing but a collection of Controls.

- Control : Controls are objects which are dragged onto the Dashboard, anddisplay data. An example of a Control would be a Chart or a List of records.

- Data Source : What underlies each Control, and provides data to the Control.

Designing Your Dashboard

To access your Dashboards in GoldMine, select Go To | Dashboards.

Youll notice in the top left corner you can navigate through the canned

dashboards. These are actually quite useful and can give you a good idea of what is

possible.To get into Design mode, click the New Dashboardbutton at the bottom of the

Dashboards list.

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Adding a simple Grid

When working in the Dashboard designer, you drag Controls from the Palettepane into your work area. Go ahead a drag a Table View into your workspace.

Now, each Control (like the Table View we just dragged into our Dashboard) hasa set of Properties, which are accessed from the Properties pane on the right.

You can change

most of the

cosmetic aspects

of how the

Control isdisplayed.

Use the Data

Binding browse

button to bind

data to this

Control.

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However, before the Table View will show us any information, we must Bind it to a Data

Source. Click on the browse button next to Data Binding. This is where everything

happens; all the heavy lifting that a Dashboard does.

At this point you can actually hit Ok, then click the View button to see your

Dashboard in action.

So, true to its name, the Table View gives you, well, a Table View.

Select a Data

Category. In this

case we simply

want a list of

records.

You must add item

to the Bound Field

list to see them in

the Table View.

Column Properties

re available for

ach field. Most

seful is the

Visible checkbox,

hich can hideystem columns not

elevant to the end

ser.

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Adding a simple Chart

Much in the same way we added our Table View, go ahead and drag a Chartcontrol onto your Dashboard. Just like you did for the Table View, click the Data Binding

browse button. Then go to the Details tab.

The data source mustbe slightly different

from the Table View

source as we want

summarized values (in

this case a count).

As a Chart is a

Summary, you

must select what

to summarize the

data by. In this

case we are using

SOURCE. We

also need to

specify the

Summarized

Values as the

tems Count.

Multiple series

are an advanced

function,

illustrating the

fact Dashboards

are quite flexible.

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So this is the finished product. Looks a little rough around the edges, but

hopefully you get the idea.