Auto-Linking Outlook Messages

Auto-linking links messages automatically from senders in your Outlook mailbox to Contacts in your GoldMine database. By default, messages are not set to link automatically to Contact records. If you want to set up auto-linking, follow the procedure below.

TIP: You can link multiple messages to a Contact by pressing the Ctrl key on the keyboard and then selecting multiple messages.

To Setup Auto-Linking of Messages to Contact Records

1. In Outlook, open the GoldMine menu and select Setup GoldMine Plus.
2. Click the Options tab.
3. In the GoldMine Auto-Linking and Attachments section, use the following options to set up how you want the auto-linking feature to work.

○ Enable Auto-Linking when sending E-Mail enables the drop-down list for To Sender or To First Recipient.

This option is for automatically linking of messages when the recipient/sender is one of your GoldMine Contacts. Checking this option enables the following options:

- Prompt if E-mail address is not on file when Auto-Linking sent E-Mail.

- Save a copy of outgoing attachments.

○ Enable Auto-Linking when receiving E-Mail enables the drop-down list for To Sender or To First Recipient.

This option is for automatically linking of messages when the sender/recipient is one of your GoldMine Contacts. Checking this option enables the following options:

- Enable auto-linking for messages previously read in other e-mail clients.

- Prompt if E-Mail address is not on file when Auto-Linking received E-Mail.

○ Do not prompt me to handle file names that already exist.

This option allows you to send attachments with the same name without having to click OK on the overwrite warning dialog box for a file that already exists. This is especially useful for files such as a signature GIF or other files that are sent repetitively.

With this option checked, retrieved attachments are processed using the attachment handling settings configured in the user's GoldMine e-mail preferences. For more information, refer to To Set E-mail Options on the Advanced Tab.

With this option checked, retrieved attachments are processed using the attachment handling settings configured in the user's GoldMine e-mail preferences. For more information, refer to "To Set E-mail Options on the Advanced Tab" in the GoldMine Administrator Guide or in the Online Help.

4. Click Close to apply the changes and close the dialog box.

To Set How the E-Mail is Linked to a Contact

1. In Outlook, open the GoldMine menu and select Setup GoldMine Plus.
2. Click the Options tab and, in the GoldMine E-Mail Center section, select one of the following options:

○ As a pending activity in the E-Mail inbox folder

○ As a completed activity in the filed E-Mail folder

3. Click Close to apply the changes.

To Setup Linking Exclusions

When linking multiple messages to GoldMine, there might be certain e-mail address that you do not want to include, such as anyone from your company or spam e-mail. You can add these e-mail addresses to the Linking Exclusions list, which prevents them from being linked to GoldMine. Manual linking of single messages can still be performed.

1. In Outlook, open the GoldMine menu and select Setup GoldMine Plus.
2. Click the Linking Exclusions tab.
3. Enter the e-mail address you want to exclude on the E-mail Address text box.
4. Click the Add to List button to add this address to the Linking Exclusions list.

The asterisk (*) can be used as a wild card; you can add whole domains by using the *@domain format, such as *@ivanti.com.

You can also add beginning of addresses by using the name@* format, such as spam@* or info@*.

5. Click the Save button to save the list.

You can update this list any time by adding more entries or removing entries that you no longer want to block.