Monday, October 27, 2008

QuickBooks users whose data files are backed up on a network server want to know if they need to backup from within the QuickBooks program?

Even if your data file is backed up regularly as part of your network server backup, it is highly recommended that you use the QuickBooks internal backup procedure periodically. There are certain internal processes that “must” be performed regularly, and the only way to do them is to use the QuickBooks backup procedure. QuickBooks backup procedures verify data integrity which is essential to a smooth running data file. It will check for errors and fix them if necessary. If these processes are not performed, your data file will begin to run more and more slowly. Making backups is quick and easy!

QuickBooks users whose data files are backed up on a network server want to know if they need to backup from within the QuickBooks program?

Even if your data file is backed up regularly as part of your network server backup, it is highly recommended that you use the QuickBooks internal backup procedure periodically. There are certain internal processes that “must” be performed regularly, and the only way to do them is to use the QuickBooks backup procedure. QuickBooks backup procedures verify data integrity which is essential to a smooth running data file. It will check for errors and fix them if necessary. If these processes are not performed, your data file will begin to run more and more slowly. Making backups is quick and easy!

An Enterprise client wants to know if there is a way to exclude expense reimbursement to subcontractors from amounts reported on Form 1099?

Yes, QuickBooks allows you to map your lines on the 1099 form to specific general ledger accounts charged for your sub-contractors services.
To do this, select Edit>Preferences>Tax:1099. On the Company preference tab, choose the line in which you report your sub-contractor payment (for example, Box 7: Non-Employee Compensation). In the account field for that box choose the account or accounts for which 1099 amounts will be reported for this box.
When you pay your subcontractor, only assign 1099 taxable amounts to one of the selected accounts. Expense reimbursements that you do not want reported in the 1099 amounts should not be assigned to one of these accounts. When you run your 1099 reports, you will see that only the amounts linked to the selected 1099 accounts will appear in your report.

An Enterprise user wants to know why QB's automatically generates an "Undeposited Funds" account and what is its purpose?

Undeposited Funds is an account that QuickBooks automatically adds to your chart of accounts the first time you receive a payment from an invoice or sales receipt. QuickBooks uses this account to hold money you've collected until you deposit it in a bank account.
The Undeposited Funds account makes bank reconciliations less time consuming because it allows the user to deposit a number of receipts on one deposit ticket.
Use of this account can be set as a default in the “Sales and Customers” Company preferences. This preference causes QuickBooks to set Undeposited Funds as the default account for depositing payments. When this preference is off, QuickBooks displays the Deposit To field on the Receive Payments and Enter Sales Receipt windows. You must click a destination account from the drop-down list.
You can change the name of the Undeposited Funds account to something that suits you better. The new name will appear in your account register. Renaming the account does not affect preference settings. If you have your Sales and Customers preferences set to use Undeposited Funds as the default account, payments you receive will still go to this account.
To do this task:
Go to the Lists menu and click Chart of Accounts.
Select the Undeposited Funds account.
Click Account at the bottom of the list and click Edit.
Enter a new name for this account.
Some suggestions for new names: Sales Income Holding Account, Payments Received, Funds from A/R, or Payments to be Deposited.
Click OK.

Sunday, October 26, 2008

A QuickBooks user asks, “How do I backup my QuickBooks data file and is there a recommended backup routine?

Back up your company file at the end of each session or each day to a network drive; external hard drive; removable storage device such as a CD, USB flash drive, or Zip disk; or to a remote site over the Internet using QuickBooks Online Backup.

(Important: Do not store routine backups on your computer's hard drive where you store your working data—if your computer's hard disk fails, you may lose your backup files as well as your working data.)

You can:
1·Have QuickBooks back up your company file when it closes. This is the simplest option. QuickBooks runs the backup after the company file closes a certain number of times. You set the number of times the file will close before being backed up.
2·Schedule automated daily backups. This makes backups more convenient. QuickBooks runs the backup daily or on set days and times. You decide the days and times that QuickBooks should run the backup. Just leave the computer on and close the company file, and then let the backup run by itself. You can schedule a backup to a network drive, USB flash drive, or Zip disk.
Be sure to tell your QuickBooks what your Windows password is so it can run the scheduled backup.
3·Back up your company file manually. This gives you the greatest control. You open the backup wizard and manually make your selections, or you can set default options. You can back up to:
CD using Windows XP, Vista or 2000; USB Flash drive, Zip disk or network folder.
If you prefer, you can also create a reminder for yourself to back up the file.
4·Use a combination of the above. For example, schedule daily backups but manually run the backups you store off premises.

Whichever method you choose, you will need to set your options for backups including: the default location of your backup; whether to add the date and time to your filename; and the number of backups you want to store at the location you set. QuickBooks will use these settings each time it runs a backup until you change them.

If you're backing up locally;
1. Each day, back up onto removable media to keep in the office.
2. At least once a month, make a backup copy to keep off premises.
3. At the end of your fiscal year, make a copy of your data to keep off premises.

A Company using QuickBooks Enterprise Edition has several employees entering invoices and wants to know the best way to track missing or duplicate

Many businesses need to control invoice numbers for a variety of reasons; to prevent fraud, to control document flow, for auditability and more. Because QuickBooks is so flexible and it allows the user to change invoice numbers, sometimes numbers are duplicated or skipped.
A simple way to find these errors is by using the “Missing Checks” report.
To access this report select: Reports>Banking>Missing Checks. You will be asked to select an account and instead of selecting a checking account, select your Accounts Receivable account. (Note that in QuickBooks you can have multiple Accounts Receivable accounts – and each one of these has its own separate invoice number sequence).

Note that the report highlights where there are missing numbers as well as duplicate numbers. This can be very helpful if you have an audit, or if you are trying to catch problems before they get out of hand.

Many of our QuickBooks users ask if there is any way to adjust the font size of their QuickBooks windows?

Many of the QuickBooks fonts are very small, especially the fonts of the QuickBooks lists. There is no preference setting for font sizes, but here is a tip on how to make some adjustments in QuickBooks.
To do this we need to edit the “QBW.INI” configuration file. PLEASE USE CAUTION when making these adjustments. This file contains a number of settings, and you should be careful to change only those that you are absolutely sure about.
(NOTE: these instructions are for QuickBooks 2008 release and there could be variations in other years releases.)
Before changing anything, always backup your company file.
Next, press the F2 key. This displays the "Product Information" window.
From this window, press the F3 key. This opens the "Tech Help" window.
Select the Open File tab, scroll down the file list and click on QBW.INI, and click the Open File button. This will open the file in Windows Notepad.
In the "[Fonts]" section, before the next line that starts with a square bracket, add two lines exactly as follows:
Select File, then Exit. Save the file.
Exit QuickBooks, then restart it.
Many but not All fonts will be changed. If you are not happy with the results, follow the same procedure to delete the lines that were added. This will return the fonts to the original size.

Heat: Managers Console Problems

A client asked this: When we upgraded from Heat 7.x to Heat 8.x, our Managers Console stopped working. Specifically, we can only connect one workstation to the Managers Console server. Is there a workaround?

Depending on the version of Heat 8.x you are using, there is a known issue with Heat 8.x not allowing multiple Manager’s Console connections to the Manager’s Console Server. If it is not practical to upgrade to Heat 8.45, then there is a workaround for other versions of Heat 8.x

The workaround is to allow Manager’s Console to run as server on more than one machine. In order to accomplish this, the metrics from the live HEAT database need to be copied locally to each machine that is going to run Manager’s Console.

There are two options below for migrating the metrics from the live database to a local .MDB file.

Option 1: Load a .haf file of the live database to a copy of the HEATDemo.mdb file locally to the machine(s) running Manager’s Console.

* Login to the Administrator module on the live Heat database.
* Select Database > Export.
* Select the Archive button and click Browse in order to save the file with a specific name to a desired directory location.
* Click Export.
* Create a System DSN ODBC connection on the Manager’s Console machine(s) named ManCon Metric Log.
* Configure this ODBC connection to access the HEATDemo.mdb file. Launch LoadDB.exe selecting ManCon Metric Log as the ODBC datasource and Browse to the .haf file exported.
* Click the Load button.

Option 2: Export the live database’s HEATGen table and import it to a copy of the HEATDemo.mdb file locally on the Manager’s Console machine(s), overwriting the existing HEATGen table.

* Export the contents of the HEATGen table from the live HEAT database.
* Import the contents exported from step 2A into the local HEATDemo.mdb file’s HEATGen table selecting to overwrite the existing data.
* Export the metrics from the live databases’ HEATGen table and import them to a copy of the HEATDemo.mdb file locally to the Manager’s Console machine(s), overwriting the existing metrics.
* Export the contents of the HEATGen table from the live databases specifying all rows with a Gcode of MC. Example: SELECT * from HEATGen WHERE GCode = ‘MC’
* Import this data to the local HEATDemo.mdb file’s HEATGen table selecting to overwrite the existing GCodes of ‘MC’.

Heat: Limit Field Lists to Logical Values

A client wants to know: How can I limit fields on the Call Logging form based on other fields? For example, based on the Call Type I select, I would like to view only Categories related to that Call Type. I currently see all Categories regardless of the Call Type selected.

This is done using Validation Constraints located in the Administrator module under Database > Validation Constraints. See the following for detailed instructions:

Step 1: Launch the HEAT Administrator module and use the data source set up to access the HEATDemo sample database.

* Select Database>>Validation Constraints.
* On the Validation Constraint screen, highlight CallLog->Category and use the Remove button to delete it from the list. You will now rebuild this constraint.
* Click on the Add button.
* The Define Validation Constraint screen has three major sections. Both the first and third sections refer to the Table where the constraining action will take place.
* Select CallLog from the Table dropdown and Category for the Field.

Sttep 2: This second section is used to indicate which field on the validation table for the field in the first section will be used to constrain the choices. In our example, Category choices are validated against the Category table so here we must supply the name of the field on the Category table should be referenced; in our example this is the Call Type field..

* Select CallType from the Field dropdown.
* Value – This third section is used to indicate which Table/Field must match the field indicated in the second section. In effect, this says that the field (CallType) on the table (CallLog) must match the CallType field (second section) on the Category validation table.

Step 3: The very bottom of the Define Validation Constraint screen has two settings that can toggled On or Off. The first one essentially means, "Don't let anyone place a value into the constrained field (Category) until they put a value into the field forcing the constraint (Call Type)." The second toggle setting will disable the Show All button when a validation is being done on a field.

* Select both toggles and OK out of the validation constraint screens.
* Exit the HEAT Administration module.
* Launch Call Logging using the data source for this sample database.
* Go to any open ticket.
* Delete any value appearing in the Call Type field.
* Click in the Category field, and do an F9. A warning screen will appear.
* Go back to the Call Type field and select the value Printer.
* Click back into the Category field and do an F9.

Try clicking on the Show All button. It should now be disabled thereby forcing ServiceDesk personnel to only use values provided that match.

Heat: Assignment Group Constraint

A client asked this: Is it possible to limit the Assignment Group selections available based on the user’s login id for Call Logging?

There are several step involved but you can most definitely limit the Assignment Group selection values available to users based upon the user’s login id for Call Logging.

Step 1: Creating Fields in Administrator

* Launch the HEAT Administrator and select File > New Edit Set.
* Open the AssgnGrp table view.
* Create a new field of Text type.
* Assign the field size as 50.
* Select the Validate option with the Tracker table and SecGroup field and check the box for Show selections in a drop-down list.
* Add the field to the form.
* Close the AsgnGrp table and open the CallLog table view.
* Create the SecGroup field here as well.
* Make this field a Text field and assign the field size as 50.
* Select the Auto fill option with Depends on: as Tracker and Fill from: as the SecGroup field.
* Add the field to form if preferred, but it is not necessary.
* Commit the Edit Set.

Step 2: Creating the Validation Constraint

* Launch HEAT Administrator module and select Database>>Validation Constraints.
* Select New to add a new validation constraint.
* In the Constrained field section, select Asgnmt as the Table. Select GroupName for the Field
* In the Validation section, select SecGroup as the Field.
* In the Value section, select CallLog as the Table and SecGroup as the Field.
* Check the box for Require that the field providing the value is filled in before allowing the constrained field to be validated.
* Click OK twice to finish the creation of the new validation constraint.

Step 3: Setting SecGroup Associations for Assignment Groups in Call Logging

* Launch Call Logging and select Accessory > Table Maintenance > AssgnGrp table.
* Highlight and edit an assignment group record.
* Select the SecGroup associated to the login used to login to Call Logging and save the record.
* Close Table Maintenance and create a new assignment to test the constrained functionality.
* Assign SecGroup values for the rest of the assignment groups.

Heat: Answer to "Cursor is Read Only" Error

A client asked: We are experiencing a "Cursor is Read Only" when attempting to modify tables using Table Maintenance. What causes this and can it be correct?

This is caused by the need for a primary key in the table being changed. To add a primary key and resolve this error, you would do the following:

NOTE: Create a back up of the database before making these or any other changes.

* Login to the HEAT Administrator module and open a new Edit Set by selecting File > New Edit Set.

* From the Tables section of the Edit Set window, highlight the table the error is generated from and click the Open Table button.

* Add a field to the table by either using the New Field Wizard > Add Field or clicking on the Add Field icon.

* In the Field Definition window, give the new field a value for Field Name and ensure the Size will accommodate a count of the number of records this table may contain.

NOTE: Do not make this field Primary Key at this time since values do not already exist for this field on the table. With the Primary Key attribute, a field cannot have more than one empty value and the database will reject this setting when attempting to commit the Edit Set.

* Add the new field to the Form and the Grid (either selecting the Add Field to Form and Add Field to Grid icons, or select these options from the Field menu.

* Select File > Commit to apply the Edit Set changes.

* Login to Call Logging and select Accessory > Table Maintenance and choose the table the new field was added to from the drop down list.

* Edit each entry on this table giving a unique value for the new field.

* Close out of Call Logging.

* Login to HEAT Administrator and select File > Quick Customize.

* From the Tables section of the Quick Customize window, highlight the table the error was generated from and click the Open Table button.

* Double-click on the new field, check the box for Primary Key in the Field Definition window and click Ok.

* Apply the Quick Customize changes by selecting File > Apply Quick Changes.

Login to Call Logging and verify that changes to this table no longer produce the “Cursor is Read Only” error.

Heat: Track Sensitive fields

A client recently asked: We have a field that we want to track and record whenever it is changed and who changed it. Is this possible?

Yes, you can use the Activity Log to track up to three user-defined fields plus a number of system defined fields that are tracked by default.

To add your field(s) to the Activity Log, you would do the following:

Before adding your field(s), check the out of the box fields that are tracked. The field you want may already be there. In Call Logging, select View > Activity Log and edit any of the lines recorded.

Also be aware that the current character size limitation for Watch Fields is 25. Do not attempt to add a field larger than 25 characters as a Watch Field as this will produce data truncation errors in the Call Logging client.

To add your field(s):

* Launch the HEAT Administrator module.
* Select Defaults > Activity Log > Preferences.
* In this panel there are three optional Watch Fields with drop downs.
* Click the drop down to select the proper field to use as a Watch Field and Label the field as needed.

Note: Do not select a field larger than 25 characters in length because this will cause errors for data truncation.

* Click OK to exit the Activity Log Preferences window.
* All users will need to re-launch Call Logging in order for these changes to take affect.
* After launching Call Logging, go to a call ticket and select View > Activity Log.

The new Watch Field should now show in the grid.

Thursday, October 23, 2008

MS CRM: Duplicate Detection vs. Disk Space and Performance

The built-in Duplicate Detection tool is a powerful feature in CRM. But the improper application of Duplicate Detection Rules can be responsible for huge and unwanted growth in your database.

1) Turn off duplicate detection during a data migration
If duplicate detection is ‘on’ during a large import, prepare for a long day (or night). Best practice is to disable all rules before attempting any significant data migration.

2) Duplicate rules that include ‘blank’ fields dramatically increases the number of duplicates
Every ‘blank’ field matches every other ‘blank’ field, e.g. all empty email addresses are considered duplicates of every other empty email address.

3) Avoid running system-wide duplicate detection jobs
If you aren’t sure of how many duplicates you have, do not run a system-wide duplicate detection job on all records without pre-testing with some simple SQL. As a best practice only run your duplicate detection rule during record creation/updates or on small groups of records at a time.

4) Prevention is the best policy
Configure your lookup fields to ensure that anything you are checking for dupes on could be searched. Make it EASY for users to find the records they need and they will be less likely to create duplicates of existing records.

Thanks to Scott Sewell for the tip

MS CRM: New Accounts

To avoid repetitively entering the address on both an account record and the new contact record, do one of the following:

1) Enter the account first, then open the account to add the contact (notice the address is auto-populated)


2) Enter the Account details in leads and immediately convert it to an Account and Contact record. This automatically also creates the link between the parent and child records.

Spell-check MS CRM by using tabs for browsing

You can spell check e-mails in MS CRM browser client without needing an add-on. If you are using a Google toolbar or similar with the spellcheck button, this will perform spell checking for you.

If your CRM e-mail windows are still popping up without toolbars, all you need to do is make a small change in the IE7 settings: Go to Tools>>Internet options>>General. Click on the Tabs Settings button, and check the "Always open pop-ups in a new tab" radio button.

All the e-mail windows you open will now be contained within the bigger IE7 window with its toolbars, address bar (which is also very handy at times), and spell checking button.

Thanks to for the tip

MS CRM: Change the 'Regarding' on a history email

A simple way to change the association on an email already in history:
  1. Go into the opportunity (case, whatever) and delete the email from the history within CRM.
  2. Go back to Outlook, highlight the email (do not open) and then press "track in CRM" button. CRM will say that the email is already being tracked in CRM and would you like to make another copy? Answer Yes.
  3. Now when you double-click the email, you will notice that the regarding field is cleared. You can now re-associate it to the correct opportunity etc.

Count records in MSCRM

Need an easy way to count your leads or other type of records?

  1. In any view, click Export to Excel, select Static Worksheet with Records from All Pages in the current view, and then click Export.
  2. In the File Download box, click Open.
  3. Look at the line number of the last line that contains data in the Excel file.

Tuesday, October 21, 2008

A GoldMine user asks, “How do I know how many records I’ve got?” Using SQL Queries to Count Records

Ever wonder how many primary contacts, secondary contacts, or history items you have in your GoldMine database? Here are three simple SQL Queries to give you an answer.

First, go to Tools>Filters & Groups>SQL Queries Tab. Copy and paste the queries into the top half of the screen then click the Query button.

For a count of primary contacts:
Select count(*) from contact1

For a count of secondary contacts:
Select count(*) from contsupp where rectype = 'C'

For a count of history records:
Select count(*) from conthist

A GoldMine user asks, “How can I tell if there are Notes in the Notes tab without having to check every time?”

Here’s a handy indicator to put on the top half of the contact window.

First, while logged in with master rights do a Right-Click>New Field.

Select dBASE Expression from the drop down list and click OK.

Move the field to an area of the screen where you have open space, then Double-Click on it.

In the Field Data Expression area, type in "Has Notes" with the double-quotes. You don’t need a Field Data Name in Database for this function. Choose the Color tab, and in Data Color select Expression. Type or paste in

iif(trim(notes) > ' ', 255, 16777215)

Finally, in the Layout tab, set the Field Label to be 0 and the Data Size to be 10. Then click OK.

The “Has Notes” field will only appear if there are notes in the Notes tab.

One word of caution in GoldMine Premium Edition. If you put a note in, then delete it, it actually stays in the database so the indicator may still say "Has Notes" even though the tab looks empty.

A GoldMine user asks, “Is there a way to get the GoldMine alarms to pop up without being logged in to GoldMine?”

The GoldAlarm option runs the alarm options in GoldMine, even when you are not logged into the application - just Windows.

To activate the GoldAlarm options in GoldMine, select Tools>>Options and go to the Alarms tab.

Select Place GoldAlarm icon on my desktop and Run GoldAlarm when Windows starts. Click OK to save the settings and close the User's Preferences.

Exit GoldMine.

Double-click on the GoldAlarm icon on your desktop to launch the notification service and place the GoldAlarm icon in your System Tray.

If you right-click on the GoldAlarm icon in the System Tray, the local menu appears. You can select the following:

GoldMine: Launches GoldMine
About: Opens the GoldMine About window.
Exit: Closes GoldAlarm and removes the icon from the system tray.

A GoldMine user says, “We’ve tagged our holiday gifting – now I need to see who we’ve tagged!” Searching and Filtering Using the Merge Code

If you are only working with primary contacts use a filter that looks like this:

Merge (Mergecodes) Contains HC

In this case, the field you are filtering by is Merge, the operator is Contains, and the code is whatever code you are searching for. Remember to use Contains as your operator since there may be multiple values in that field.

Once you’ve built your filter you can see the list from the Filter’s Preview tab as well as from the Contact Search Center. You can then export from the search center, use GoldMine’s reports to print labels, etc. If you want additional contacts as well as primary, use GoldMine's Export Wizard available under File>Import and Export>Export Contact Records. You can choose what type of format you want to export to, whether you want to export primary and/or secondary contacts, and limiting the export to a merge code.

Which brings us to our last method of export: SQL Query. You can copy and paste these to your SQL query function, found under Tools>Filters and Groups>SQL Query tab.

Here’s one for primary contacts:

select company, contact, title, address1, address2, address3, city, state, zip, phone1, contact1.accountno from contact1 where mergecodes like ‘HC’ order by company, contact

Here’s one for secondary contacts without an address (it’ll pick up the address from the primary contact):

select,, contsupp.title, contact1.address1, contact1.address2, contact1.address3,, contact1.state,,, contact1.accountno from contact1, contsupp where rectype = 'C' and (contsupp.address1 is null or contsupp.address1 <= '') and contact1.accountno = contsupp.accountno and contsupp.mergecodes like ‘HC’ order by company, Finally, one for secondary contacts with an address: select,, contsupp.title, contsupp.address1, contsupp.address2, contsupp.address3,, contsupp.state,,, contact1.accountno from contact1, contsupp where rectype = 'C' and contsupp.address1 > ' ' and contact1.accountno = contsupp.accountno and contsupp.mergecodes like 'HC'order by company,

Just change the ‘HC’ in each query to the mergecode you’re using. After running each, you can do the Right-Click>Output to Excel trick and you’re on your way!

A GoldMine user says, “We’re prepping for the holiday season!” Using the Merge Field to Tag Records

Here’s an easy way to tag which clients get holiday cards, which get gifts, and so on. You can apply this method to any type of specialized contact you want to have with your clients. This method uses the “Merge” field – and is usable for both primary and secondary contacts.

To configure the merge field for Holiday or specialized use, you just have to change the lookup values for the primary contact. The same merge codes will automatically be used for secondary contacts.

Right-Click within the Merge field to bring up the Lookup List.

Click on the New button to add different merge codes. You may want to use a single one or multiple depending on how you handle cards and gifts. The two in this example are:

HC for Holiday Card
HG for Holiday Gift

Use this format:

HC;//Holiday Card (Code, semi-colon, two slashes, and then description).

Only the code will be placed in the field. With this format (a two-letter code) you can fit up to 5 codes in the merge code field. Select one code, as you normally would when using the lookup list, then select a second as needed in the same manner. GoldMine will automatically place a comma and space between the two instead of replacing one code with another.

A GoldMine user says, “I need to change our Sales Regions.” Territory Realignment

Easily done with the help of GoldMine’s “Territory Realignment” function.

First, create a group or filter that will provide you with the contact records you want to reassign.

From the main menu, go to Tools>>Data Management>>Territory Realignment.

Select the applicable group or filter and click Next. In the next screen you will be able to update two contact fields and record ownership. To realign the territory, choose the third set of fields and change Owner to the appropriate user.

The next screen enables you to reassign activities from one user to another – for example, if Bob Smith leaves your company, you may want to reassign his appointments etc to his successor, Jane Doe. You can choose a date range and the types of activities you want to reassign as needed.

Click Finish and GoldMine will do the rest.

A GoldMine user says, “I need to look at two contact records at once.”

By default, GoldMine opens one contact window, which must stay open. If you need to see a second window at the same time, go to Window>>New Contact Window.

This will bring up the Contact List, from which you can choose the second contact you want to see. Double click on that contact.

The second contact window will open. You will see a second record tab at the top of your screen. If you want to view the records as tiled, click on the Tile tab at the top left of the record – the small tab with four small boxes on it.

A GoldMine user says, “Someone is changing the information in our database! How can I track who it is?” Logging Changes to History

Nothing can be more frustrating than trying to figure out who changed the information in a field and trying to remember what the previous value was. A name changed, a company misspelled, addresses changed incorrectly can all put a damper on your day.

Fortunately, there is a quick and easy solution! Note: you will need master rights to do this.

Right-Click on the field in question and select Properties on the field label. Then select the Security tab and check Log changes in history. This setting is universal (affects all users and all contacts).

Now, whenever changes are made to that field, the user making the change, the date, the old value, and the new value will be logged on the history tab.

A GoldMine user asks how to use the Dear field.

The Dear field in GoldMine is given top billing in the upper-left quadrant – but how should it be used?

The Dear field should contain whatever comes after the word “Dear” in a letter or email, for example:

• Dear Jeremy
• Dear Mr. Davis
• Dear Dr. Davis

This allows for personalized marketing via letter merges with Microsoft Word or email blasts with GoldMine.

You may be on a more informal acquaintance with some of your clients, in which case “Dear Jeremy” would be the correct choice. Others you may wish to address more formally.

To make this a quick, easy, and error free entry enter the following codes in your Lookup List for the Dear field:

~"Dr. "+Contact1->Lastname
~"Mr. "+Contact1->Lastname
~"Mrs. "+Contact1->Lastname
~"Ms. "+Contact1->Lastname

When you choose one of these selections the Dear field will automatically populate with the salutation you want to use.

A GoldMine user says, “What do I do with duplicate entries?” Merging and Purging

You can easily combine two records into one with a Merge/Purge. Information on the contacts, details, referrals, history, links, opportunity, and project tabs will be combined into a single record.

The record tagged first will be designated as the primary record, and all the information in the second record will be subordinate to it. Empty fields in the first record will be automatically populated from the second record.

In the Contact Search Center, tag the two records you want to merge by clicking on the ticky boxes on the left of the line (in GM 7.X and lower, do this by holding down the Ctrl key and left-clicking on the two records you want to merge together).

There is no way to undo a merge/purge so be sure you have the correct two records tagged. Check and Double-Check! If you want to un-tag the records simply click on the ticky box again, or close the Contact Search Center.

With the two records tagged, choose Tools>>Data Management>>Merge/Purge Records>>Merge Tagged Records from the main menu.

GoldMine will ask if you’re sure - click Yes to complete the Merge/Purge.