Linking Email Messages to GoldMine Contacts

You can link email messages from any of your Microsoft Outlook folders to GoldMine contacts either manually or by enabling automatic linking of email messages. If needed, you can manually link email messages that you are still composing or working with in the Outlook draft folder. Note that Goldmine Link for Outlook does not support moving emails to an different Outlook PST file (e.g., archive folder) and then trying to link to them from there.

NOTE: In GoldMine, any linked email messages will be filed in the GoldMine contact’s History, and will appear within the History tabLists completed activities associated with the Contact Record..

Using Templates in Email Messages

GoldMine Link enables you to select predefined GoldMine document templates for inclusion in linked email messages, whether as part of the message or as an attachment.

Note that the process of selecting a template for the message occurs after you have linked a GoldMine contact. At that point, you can choose to add a predefined template to the email message from the GoldMine Templates drop-down list. A prompt will display indicating that the message body will change according to the template selected.

Manually Link Email Messages

You can manually link email messages (either completed or in draft form) from Outlook to GoldMine contacts by using one of the following methods:

■ Select an email message in Outlook, then select the Link Email button in the GoldMine toolbar.

■ Select several email messages in Outlook and click Link Email in the GoldMine toolbar.

At the Link Email dialog seen below, select an option to link your email message(s) to GoldMine.

When multiple email messages are selected the following dialog is displayed.

Link to Contact / Link All Messages to Contact

If the email address in the selected email message(s) is (are) found in GoldMine, this section will contain information about the GoldMine contact whose email address matches the one in the selected email message(s).

■ Selecting this option will link your selected email message to the GoldMine contact.

■ To link a previously linked email message to a different contact, first unlink the email message from the original contact, then link the email message to the GoldMine contact of your choice.

If the email address is not found in GoldMine, the Link to Contact option is disabled, as seen in the following dialog.

When multiple email messages are selected and the email address is NOT found in GoldMine, as seen in the following dialog.

Search GoldMine

The Search GoldMine option enables you to search GoldMine Premium Edition for a specific contact, with whom to link the Outlook messages.

Browse your GoldMine contacts and additional contacts using the Search window, or enter a contact name, company, or email address in the search field to narrow your search results.

NOTE: If you want to view more information about a contact before linking it, you can right-click the contact and select View Contact.

You will be prompted on what to do next, depending on whether the email address in the selected message already exists in GoldMine.

If the email address does not exist in GoldMine, you will see the following options:

To add the email address to the contact you choose, and link the email message.

To only link the email messages to the contact you chose. The email address will not be added to the contact.

Selecting either one of these options will link the email messages to the GoldMine contact. See the following example.

If the email address already exists in GoldMine, you will see the following options instead:

To remove the email address from the contact it is currently attached to and add it the contact you have chosen from the Search window. Then link the email message.

To only link the email messages to the contact you have chosen from the Search window. The email address will not be added to the contact.

Selecting either one of these options will link the selected email message/s to the GoldMine contact. See the following example.

Create Contact

The Create Contact option, shown in the following example, enables you to create a new contact in GoldMine and link your selected email message(s) to the new GoldMine contact.

Enter the contact name and company and verify the email address of the GoldMine contact you want to create within the Create Contact window.

Select OK and GoldMine will attempt to create the new GoldMine contact and link the email message(s) to it after the contact is created.

■ If BOTH the contact and company name matches an existing GoldMine contact, you will be prompted to select whether or not you wish to create a duplicate GoldMine contact with the same contact name and company as seen in the following example.

○ Select Yes and OK to create a duplicate GoldMine contact.

○ Select No and OK to return to the Create Contact window. You can then change any values, as needed.

■ If the email address matches the email address of an existing GoldMine contact, you will see the following options:

To remove the email address from the contact to which it belongs and add it to the contact you create. Then link the email message.

To only link the selected email messages to the contact you create. The email address will not be added to this contact.

Selecting either option will link the email message to the newly created GoldMine contact.

■ If the contact and company name matches an existing GoldMine contact and the email address matches an existing GoldMine contact’s email address.

You are prompted to select whether you wish to create a duplicate GoldMine contact with the same contact name and company.

You will see the following two (2) options:

To continue with creating a duplicate GoldMine contact without the email address, and link the email message.

To remove the email address from the contact it is currently attached to and add it the new duplicate GoldMine contact. Then link the email message.

Selecting either one of these options will in future always link the email message to the newly created GoldMine contact. See the following example.

Automatically Link Email Messages

Enable automatic linking in GoldMine Link to automatically track Outlook folders for new email messages to link to GoldMine contacts.

For more information about enabling automatic linking and specifying Outlook folders for tracking, please refer to Setting Up Automatic Linking in GoldMine Link.

Automatic linking works by matching email addresses in the email messages to existing GoldMine contacts.

■ If an email address matches a GoldMine contact’s email address, the email message will be linked to that contact.

■ If the email address does not match any GoldMine contact’s email address, the email message will not be linked.

■ If an email address matches the email addresses of multiple GoldMine contacts, automatic linking will skip the email message. It will not be linked to any contact.

Linked email messages will appear within the History tab for the GoldMine contact.