The Outlook with GoldMine

               

The Perfect Marriage

    The perfect marriage: combining the excellent contact management / CRM capabilities of GoldMine with the industry standard email client of Outlook makes for the ultimate management tool for your customer interaction.

    GoldMine has advanced calendar functions and allows for complete contact information, activity tracking, relationships, and reporting.  It also has a very fine built-in email client.  If your corporate standard permits use of GoldMine’s email client, your total solution is accomplished – all correspondence, contact infor-mation, calendar information, and sales information is in one place.  However, there are some 70 million Outlook users, many of whom have been instructed by Corporate IT policy to use Outlook for email.  What are the GoldMine users suppose to do?  Without any level of integration, there will be two places to look for correspondence: in GoldMine history and in Outlook send and receive folders.  This article explores how GoldMine straight out of the box integrates with Outlook, describes two third party products that increase the integration, and addresses recently announced integration products from FrontRange Solutions.

 Current Default GoldMine and Outlook Integration

    GoldMine’s email client works with most email servers, including Microsoft Exchange, via SMTP and POP3 to provide users the ability to send and receive both local and internet email.  When these messages are sent or received they can be automatically linked to their associated contact record via the email address.  GoldMine also allows users to set up client rules to process incoming and outgoing email messages.

    On the inbound side for users also using Outlook, GoldMine provides the ability to browse that user’s Outlook folders from within the GoldMine email center.  This means that a user can use Outlook to receive all emails and then selectively mark which messages should be brought into GoldMine.  Messages are copied into their GoldMine inbox from Outlook’s inbox (or another Outlook folder) and linked to GoldMine contact records via the email address.  This process does not remove the email from the Outlook folder.

    On the outbound side, there is a way while in GoldMine to create an email directly with Outlook.  GoldMine allows you to create a new Outlook message filling in the email address of the current record’s primary email address.  When sent, GoldMine will create a history item noting that a message was sent via Outlook to the contact, but does not retain the body or subject of the email.

    Some of our clients use default GoldMine and Outlook together as follows: 1) receive all emails into Outlook and selectively mark and bring in only the ones that relate to a customer, prospect, vendor, or partner in their GoldMine database.  They leave the rest of general emails in Outlook so as not to clutter GoldMine.

2) When sending an email to anyone in their GoldMine database, they use the GoldMine email client that auto-links the communication to the contact’s master record.

 3) When sending an email to anyone not in their GoldMine data-base, they use Outlook.

What if you only want to use Outlook for email?

If your corporate email system decrees the use of Outlook you are still in luck.  The recent release of GoldLook from RT Group, Inc. enables you to automatically or manually link your sent and received email to your GoldMine contacts.  This is an inexpensive and easy to use add-in.  GoldLook is even designed to afford non-GoldMine users the ability to link email sent or received in Outlook to a contact’s history.  When an email is received from someone that does not have the same email address set up in GoldMine, the user is prompted with several options including: finding the contact and assigning the email address to that contact; adding a new contact; or simply not linking the message.  GoldLook only supports Outlook 2000 and newer.  Certain system components are required to be installed on the user’s workstation.

    FrontRange has developed a product called GoldMine Link for Outlook that will be going into beta testing shortly.  This product will only work with GoldMine Front Office Sales and Marketing.  We are told it will not operate with GoldMine v5.7.  Anticipated functionality is shown in the table below.

Function

GoldMine v5.7

GM Link for Outlook

Gold Look

Gold Exchange

Initiate Outlook email in GM

P

 

 

 

Initiate Outlook email in GM and auto update history w/ body

 

P

 

P

Update GM history manually with email created in Outlook

P

P

P

 

Update GM history automatic-ally w/ emails created in Outlook

 

P

P

 

Select GM contacts and groups from Outlook

 

P

 

P

Update GM history manually w/ emails received in Outlook

P

P

P

 

Update GM history automatic-ally w/ email received in Outlook

 

P

P

P

Create new GM contact record from within Outlook

 

P

 

P

What about Outlook calendar and contacts?

    If your workgroup uses Outlook for more than just email such as shared calendars and shared address books, another 3rd Party solution may be in order.  GoldExchange from NEMX Software Corporation allows integration of Outlook email, calendars, and address books for companies with a Microsoft Exchange server.  Users can work in the application they choose and have their calendar information synchronize to the other application as they work.  If a non-GoldMine user enters an appointment or other supported calendar activity in Outlook for a GoldMine user, the activity will automatically appear on the GoldMine user’s calendar.  Similar to GoldLook above, GoldExchange will link your outgoing email from Outlook into your GoldMine history.  The software also specially marks messages associated with GoldMine contacts in your Outlook inbox and sent items folders.

    FrontRange Solutions has announced a new product called GoldMine Link for Exchange that is similar in nature to Gold Exchange.  One key difference is that GoldMine Link for Exchange will only work with the FrontOffice Sales & Marketing version of GoldMine.  It is comprised of a “service” that loads on an NT server and synchronizes both contacts and calendars between GoldMine and Exchange.  Anticipated release is May or June of this year.

 * * * * *

 If you have come to realize the power of GoldMine, you know the value of being able to see the whole picture for a contact in your database.  GoldMine combined with soon to be released functionality or an existing add-on product means that Outlook users are no longer left on the outside looking in.  

 

                                                                     

                                                                           Copyright 2013 Beachwood Systems Consulting, Inc.    *    216-823-1800