Setting Options for the E-mail Tab

To send and retrieve e-mail through GoldMine, configure e-mail options on the E-mail tab.

NOTE: You cannot edit E-mail Options while the E-mail Center window is active on the screen.

1. Select Tools > Options.
2. At the User's Options dialog box, select E-mail.
3. In the Getting Mail area, complete the fields.
For the POP3 or IMAP protocols:

○ Server. Select the correct protocol radio button, then type your e-mail server name or IP address. It can be your local Exchange server, or the POP3 or IMAP server for your ISP.

○ UsernameClosed Use this name to log into GoldMine. Identifies the user's activities.. Type your login for the Exchange server or ISP e-mail account.

○ Password. Type your password on the Exchange server or your ISP e-mail account.

○ Use encrypted connection (SSL). Select this checkbox to use a secure connection. This ensures the privacy of the connection between your account and the server. Enabling SSL does not verify the identity of your account or the e-mail server, but does prevent a third party from listening or recording messages sent between them.

For the OAUTH2 protocol:

○ Server. Select the OAUTH2 protocol radio button.

○ Provider. Select your provider type from the drop-down menu. The server name will auto-fill based on the provider you select.

○ Connect button. Click to connect to your email server. You'll be asked for your e-mail address and e-mail account password to sign in with either Google or Microsoft Office. You'll then be asked to grant GoldMine PE permission to access your email with a secure connection. Once access is complete, and you're finished entering all e-mail options, your e-mail account will display by default in the Online folder of GoldMine PE's left navigation pane. To add other e-mail accounts, click the Accounts button.

○ Use encrypted connection (SSL). Select this checkbox to use a secure connection. This ensures the privacy of the connection between your account and the server. Enabling SSL does not verify the identity of your account or the e-mail server, but does prevent a third party from listening or recording messages sent between them.

4. Select the Use Outlook for linked E-mail Addresses option to set Outlook as the default e-mail application. After you make this change, any e-mail address link that you click will open Outlook to compose a new e-mail message. For more information about Outlook, see Outlook Integration Administration.
5. In the Sending Mail area, complete the fields:

○ SMTP server. Type your e-mail server name or IP address. It can be your local Exchange server or the SMTP server for your ISP. If you're using OAUTH2, the SMTP server auto-filled when you selected a provider.

○ Your return address. Type a complete e-mail address that you want all return e-mails to go to. This could be your e-mail address or one for a different department, such as marketing.

○ Use Start TLS or Use encrypted connection (SSL). Select one of these check boxes according to your provider's information. This ensures the privacy of the connection between your account and the server. Enabling TLS or SSL does not verify the identity of your account or the e-mail server, but does prevent a third party from listening or recording messages sent between them.

6. In the Network connection area, select:

○ User Dial-up networking. Dials your Internet provider automatically when you send and retrieve Internet e-mail. If you subscribe to more than one Internet provider, select the provider you want GoldMine to dial by selecting the Internet account in the drop-down list next to the field that appears below this option.

○ Hang up when done. Terminates the telephone connection after finishing sending and retrieving Internet e-mail.

7. Click More Options to configure e-mail settings in more detail:

○ Composing (see To Set E-mail Options on the Composing Tab)

○ Retrieval (see To Set E-mail Options on the Retrieval Tab)

○ Accounts (see To Set E-mail Options on the Accounts Tab)

○ Security (see To Set E-mail Options on the Security Tab)

○ E-mail Center (see To Set E-mail Options on the E-mail Center Tab)

○ Advanced (see To Set E-mail Options on the Advanced Tab)

8. The Accounts button takes you directly to the Accounts tab that is also available through More Options.

Define settings for GoldMine to apply when writing an Internet e-mail.

1. Select Tools > Options.
2. At the User's Options dialog box, select the E-mail tab.
3. Click the More Options button.
4. At the E-Mail Options dialog box, select the Composing tab.
5. In the General area, select:

○ Show public E-mail templates. The drop-down list in the e-mail Subject line lists all e-mail templates saved to (public) in the E-mail Templates dialog box.

○ Attach VCard to outgoing E-mail. Attaches your VCard (VCF file) to each e-mail message. A VCard contains information similar to a contact record. If the receiving system has VCard capabilities, the system will decipher the .VCF file to import this information.

○ When forcing line wrap, wrap at column x. Specifies how many characters GoldMine includes before the text wraps to the next line.

○ Send attachments as links for GM users. Provides the link to each attached file for GoldMine users instead of sending the files to each recipient. This is a space saver for users on the same shared network.

○ Enable autosave as draft. Enables GoldMine to save email messages in edit mode automatically.

○ Autosave interval (in seconds). Number of seconds to wait until the next attempt to save an email message in edit mode. This works only if the Enable autosave as draft option is selected.

6. In the Replies area, select:

○ Complete original message. Places the original message in the History tabClosed Lists completed activities associated with the Contact Record. when you reply or forward a message. If you do not want to designate the original message as a completed activity when you respond, clear the check box.

○ Use line quote style with prefix. Specifies the characters GoldMine uses to identify lines quoted from the original message when you copy those lines into your reply. By default, GoldMine uses >>.

○ Quote entire message by default. GoldMine copies the entire text of the original message in your reply, using the characters entered in Use line quote style with prefix.

○ Wrap quoted lines in replies at column x:. Specifies the number of characters GoldMine uses before wrapping to the next line of quoted text. You can use this option to create an indented block for text quoted from the original message.

7. In the Misc. area, select:

○ Use 8 bit encoding. Converts 7-bit encoding into 8-bit encoding. Useful for international GoldMine users.

○ Always send a BccClosed Blind Carbon Copy. A copy of a message sent in email, that cannot be seen by the main recipients. to myself. Sends a blind courtesy copy (bcc) of each outgoing message to your e-mail account.

○ Use user supplied VCard. Ensures the VCard attached to your outgoing e-mail includes updates.

○ Encode E-mail using character set. To encode your messages with a special character set, type the character set in the field. For example, to use the Western European character code, type iso-8859-1. If left blank, GoldMine uses the local default character set for encoding. GoldMine supports these character sets: UTF-8, ISO-8859-1, ISO-8859-15, and Windows-1252.

8. In the Default templates area, select Public or your user-defined templates in the drop-down lists:

○ For new outgoing E-mail messages

○ For replies

○ For forwarded messages

NOTE: Templates must be created before they are available in the drop-down lists.

9. Click OK to save the settings and close the window, or click the next Internet Options tab to configure.

Specify a variety of Internet e-mail retrieval options to define attachment locations, scan intervals, and the criteria GoldMine uses to select messages for retrieval.

1. Select Tools > Options > E-mail .
2. Click the More Options button.
3. At the E-Mail Options dialog box, select the Retrieval tab.
4. In the Retrieval Options area, select:

○ Open ‘Read E-mail’ dialog on retrieval. After the e-mail is retrieved, GoldMine opens and displays the first retrieved message.

○ Use date from mail header. Sets the date of incoming mail to the date sent as indicated in the header information of the message and posts e-mail in true chronological order on your calendar.

If you do not retrieve e-mail frequently, you might want to clear the check box corresponding to this option.

○ Scan mail for UUEncoded data. GoldMine scans the Internet mail server for any e-mail messages that contain UUEncoded attachments. Selecting this option does not affect the retrieval of MIME-encoded files.

○ Prompt if E-mail address is not on file. GoldMine displays the Attach E-mail to Contact dialog box upon retrieving an unlinked e-mail message. Options are available for linking the message.

○ Preview x lines of the message. Specifies the number of lines of text GoldMine displays in the lower pane of the E-mail Center. By default, GoldMine displays 15 lines.

○ Do not retrieve VCard attachments. If you select this option, GoldMine will not retrieve VCards with incoming e-mail.

○ Mark incoming messages as private. Limits the information available to other users about your incoming messages and prevents unauthorized users from reading the text.

Example: On the Pending tab, received messages are marked (Private); Master users can read the messages, but other users cannot.

5. In the Background E-mail Retrieval area, select:

○ Retrieve mail every x minutes. GoldMine connects with your POP3 mail server to check for new mail at the interval you specified. For example, to retrieve waiting Internet e-mail every 2 hours, type 120 in this field. The default value of 15 sets GoldMine to scan for and retrieve waiting e-mail every 15 minutes. If you do not select Auto-retrieve on the Accounts tab but select Retrieve mail every x minutes and Send queued messages, GoldMine sends queued mail only.

The following options are available only if you select Retrieve mail automatically every x minutes.

- Skip read mail (recommended). Bypasses displaying e-mail messages you already read.

- Skip mail larger than x KB. GoldMine retrieves only Internet e-mail messages that are equal to or smaller than the kilobyte (KB) value in this field.

- Skip messages from contacts not on file. GoldMine retrieves only e-mail from those contacts who have Internet e-mail addresses in their detail records.

- Send queued messages. GoldMine sends all queued messages when automatically retrieving mail.

6. Type or browse to the location of the Attachments directory. This is the destination folder for retrieved e-mail attachments.

NOTE: These directories should be shared so other users can access the attachments.

7. Select Save attachments as linked documents to link files attached to incoming e-mail to the senders’ contact records.

To prevent linking attachments to your contacts, clear this option.

8. Click OK to save the settings and close the window, or click the Internet Options tab to configure.

Add and edit additional Internet accounts for sending e-mail from GoldMine. Establish a non-standard authentication protocol for your primary account.

1. Select Tools > Options >E-mail.
2. Click the More Options button.
3. At the E-Mail Options dialog box, select the Accounts tab.

The accounts are listed in the field.

4. To add an account, click New.
5. At the E-mail Account Properties dialog box, define properties for an Internet e-mail account.

A user can log in and retrieve mail for up to 256 separate accounts.

6. To edit an existing account, select the account and click Edit.

At the E-mail Account Properties dialog box, make changes to the Internet e-mail account.

7. To remove an Internet account, select the account and click Delete.

WARNING: No confirmation prompt appears to verify the deletion.

8. With multiple accounts, set one account as your primary account by highlighting it and clicking Set as Default.

The default account is indicated by a green ball or dot in the accounts display box.

9. Select Show only the default account in the E-mail Center if you have multiple accounts but only want the default account to display in the E-mail Center.

The accounts set to display in the E-mail Center are indicated by eyeglasses to the left of the account name in the Accounts display box.

NOTE: By default, GoldMine shows all accounts in the E-mail Center letting you check Internet accounts from one location in GoldMine.

10. Change the order of the accounts displayed in the E-mail Center.

Click Move Up to move the highlighted account up one line. Click Move Down to move the highlighted account down one line.

11. Click OK to save the settings and close the window, or click the next Internet Options tab to configure.

If you have a digital ID (digital certificate) to verify your signature and receive encrypted e-mail messages, GoldMine lets you configure your Internet Options to include the information when sending a message.

TIP: For information about Windows Certificates, see Import Windows Certificates to Decrypt E-mails.

1. Select Tools > Options.
2. At the User's Options dialog box, select the E-Mail tab.
3. Click the More Options button.
4. At the E-Mail Options dialog box, select the Security tab.
5. Click Digital IDClosed Digital signature and encryption keys sent with email messages(s) to configure your IDs.

The Manage Digital IDs dialog box opens.

6. In the Signature Settings area, you can select one option:

○ Sign ALL outgoing E-mail with a Digital ID, by default. Sends all your e-mail messages with your digital ID. If you do not select this option, you can still encrypt individual messages by selecting Encrypt Messages on the Edit E-mail toolbar. The message is sent with a signature but is not encoded (clear), allowing recipients who cannot support S/MIME to read the message.

○ Encode any outgoing E-mail signed with a Digital ID (Recipients required to have S/MIME to read 'opaque' messages). Sends outgoing e-mail messages signed with your digital ID as S/MIME encoded (opaque). Older e-mail clients that do not support S/MIME cannot read the body of this type of e-mail message.

7. To encrypt all outgoing messages by default, select Encrypt ALL outgoing E-mail, by default (Recipients' Certificates are required in advance).

Selecting this option sets the encryption to digital IDs on outgoing messages. With this option selected, you can still select Do not Encrypt on the encryption menu on the Edit E-mail toolbar.

8. In the Other Settings area, select:

○ Import new/updated certificates for ALL incoming signed E-mails, by default. Automatically imports the digital ID on all signed incoming messages into the contact's Record Properties > Contact Details > Digital IDs tab.

○ Save ALL incoming S/MIME e-mails as 'clear' messages. Saves all S/MIME encoded (opaque) messages and all encrypted messages as clear, or not encoded. As clear-text messages, all GoldMine users with access to the e-mail record can read the messages. If this option is not selected, the messages are saved as they were received. Whenever GoldMine users want to read the e-mail message, they must enter the password for the private key of the GoldMine recipient.

NOTE: If you do not select this setting, encrypted messages from contacts are unreadable by other users on the History and Pending tabs. Carefully consider the consequences before clearing this option.

9. Click another tab or click OK to save and close the dialog box.

Certificates from Windows can be imported into GoldMine using the following actions procedure.

1. Select Tools > Options.
2. At the User's Options dialog box, select the E-Mail tab.
3. Click the More Options button.
4. At the E-Mail Options dialog box, select the Security tab.
5. Click Digital ID(s) to configure your IDs.

The Manage Digital IDs dialog box opens.

6. Click the Trusted Certificate Authorities tab.
7. Click the Import button.
8. Select the Import from your Windows system certificate stores option.

NOTE: Expired certificates from Windows are not imported into GoldMine and matching certificates between Windows and GoldMine are skipped during import.

9. Click OK.

NOTE: Some of the certificates that are imported into GoldMine are not available as “Trusted Root Certification Authorities” or “Intermediate Certification Authorities” in Windows.

Configure the E-mail Center using the E-mail Center tab of the Internet Options dialog box.

1. Select Tools > Options.
2. At the User's Options dialog box, select the E-mail tab.
3. Click the More Options button.
4. At the E-Mail Options dialog box, select the E-mail Center tab.
5. In the General Settings area, select:

○ Show both E-mail Address and Account Name (if available) for Online accounts. Select to list the accounts in the E-mail Center by both the E-mail Address and the Account Name. If the Account Name is left blank, GoldMine uses the e-mail address as the account name. If the Account Name contains an entry and you clear this option, GoldMine lists the account by the Account Name only.

○ Show Outlook Folder. Displays the Outlook folder from the local computer in the E-mail Center.

6. In the Trash Can Settings area, select:

○ Move deleted E-mail to Trash Can. Places deleted mail in the Deleted folder in the E-mail Center. GoldMine holds the mail until you select Empty trash can in the local menu.

○ Empty Trash Can when closing the E-mail Center. Automatically deletes any messages placed in the Deleted folder when you close the E-mail Center.

○ Confirm before emptying Trash Can. Displays a warning prompt for confirmation to delete messages in the Deleted folder.

7. In the Header Display Options area, select one option:

○ Hide Headers. Shows no header information in the e-mail message.

○ Show Summary Headers. Shows relatively high-level information only in the e-mail message such as date, sender, subject, recipient, and so on. This option does not show detailed routing information.

○ Show ALL Headers. Shows all header information in the e-mail message including routing information and message ID.

8. In the Mail Folders Display Options area, select one option:

○ Long date format. Spells out the date in the E-mail Center including the day.

○ Short date format. Uses numeric format for month, day, year, and transmission time.

9. In the Auto-filed Folders' Storage Options area, select one option:

○ Organize Auto-filed mail in month-year folders. Uses one level to store incoming messages by month, year.

○ Organize Auto-filed mail by year folders first, and by month sub-folders second. Uses two levels to store incoming messages in month folders under separate folders for each year.

10. Check the Show most recent Auto-filed folders at the top option if you want to sort the folders by most recent date.

○ Click More Auto-filed Folders’ Options to change the default month-name labels assigned to folders. The Auto-filed Folders' Month Names dialog box appears. Select Override the default month names and type the new label names to assign to the Filed folders.

11. Click OK to return to the E-mail Center tab.
12. Click OK to save the settings and close the window, or click the next Internet Options tab to configure.

Define advanced Internet settings to apply globally to your E-mail Center, existing attachment files, message operations, and data imported from a Web site.

Use the following procedure to set up Internet Options on the Advanced tab.

1. Select Tools > Options.
2. At the User's Options dialog box, select the E-mail tab.
3. Click the More Options button.
4. At the E-Mail Options dialog box, select the Advanced tab.
5. In the E-mail Center area, select from:

○ Enable ‘Delete All Server Mail’. Activate the Delete all messages on the server button on the E-mail Center toolbar to delete all messages on the Internet mail server. By default, GoldMine excludes this icon in the E-mail Center toolbar.

○ Download old messages first. Retrieve messages from the mail server in chronological order (oldest to newest). By default, GoldMine retrieves messages in reverse chronological order (newest to oldest).

○ Suppress file overwrite prompt. Do not display a warning before overwriting an existing file with an attached file having the same name.

6. In the Existing attachment default action area, specify the default method for handling a file of the same name:

NOTE: This option will not work automatically unless the Suppress file overwrite prompt option is also selected.

○ Overwrite existing file. Replaces the existing file.

○ Choose a new file name. Lets you rename the file.

○ Auto name assignment. Appends a number to the file name. If GoldMine cannot append a number (up to 64), a random, unique name assigns to the new file.

○ Do not save the file. Deletes the attached file.

7. In the Message area, select from:

○ Use HTMLClosed HyperText Markup Language. The authoring language used to define the structure and layout of a Web document by using a variety of tags and attributes. when creating new E-mail. GoldMine recognizes HTML encoding in incoming messages, and applies HTML formatting to outgoing messages. This option adds an HTML editing toolbar to the Create Internet E-mail dialog box letting you add a formatting attributes, such as color, picture file insertion, and alignment.

○ Auto spell-check before sending. Checks the spelling in a message when selecting Send in the Create Internet E-mail dialog box.

○ Link e-mail address to contact record by default. When retrieving an e-mail message that is linked to a contact record, selecting this option causes the From: address in the message to be linked to the same contact. To link messages to contacts without linking the e-mail address, un-select this option.

○ Mark attachments for synching by default. Marks e-mail attachments as linked documents to be synchronized, except for VCards an d transfer sets.

○ Delete attachments when deleting the mail. When an email is deleted any attachments are also deleted. The setting also deletes any references in the GoldMine Links tab. Once the email is deleted, to ensure that the attachments are also deleted, the email must be emptied from the GoldMine email trash. This is regardless of the location from where the email was deleted—such as: email center inbox, contact record, pending tab, or contact record history tab.

8. In the WebImport area, select from:

○ Import data when retrieving E-mail Center mail. Imports WebImport data when GoldMine retrieves e-mail messages. To manually import WebImport data, clear this option.

○ Import data on background e-mail retrieval. Imports WebImport data when GoldMine performs background e-mail retrieval.

○ Discard message after importing data. Deletes the WebImport message from the Web site after GoldMine retrieves the message.

9. In the Communication timeout field, type the number of seconds GoldMine remains idle before disconnecting from the mail server (default is 60 seconds).
10. Click OK to save the settings and close the window.