Outlook with GoldMine
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
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
Default GoldMine and Outlook Integration
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
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.
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.
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
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.
When sending an email to anyone not in their GoldMine data-base, they
if you only want to use Outlook for email?
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
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.
about Outlook calendar and
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.
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.
* * * *
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.