Creating GoldMine® e-mail Templates
GoldMine® e-mail templates can be extremely powerful! We find
them especially useful when combined with GoldMine® Automated Processes.
Here is a quick guide to creating e-mail Templates and a short list of some of the data
fields that can be called to automatically insert information into e-mail templates.
1. First you must open the "Create Internet e-mail"
Window. From the File bar in GoldMine® select EMAIL/SEND INTERNET EMAIL. You will see a
screen similar to example below.
2. Ignore the "From" and "To" lines.
Enter a Subject Line. This subject line will be the title for your e-mail template. Choose
something descriptive and unique to help remind you of the e-mail's content.
3. Enter your text for the e-mail. Note that you may also use calls to your GoldMine®
database. You can have a template automatically insert the Company, Contact or other
information. This is very useful for merges and allows easy customization.
4. Select the "Template" button. This is where we will control the e-mail
templates. This area allows you to edit, save, and create new e-mail templates.
5. Check the settings of the "e-mail Templates"
window. The "e-mail templates" windows should be blank. You should choose a user
name under "Templates of Users" (using "public" is NOT recommended in
the current GoldMine® build, 505). The "save message as new template" radial
button should be highlighted. Once everything is set, click on "OK".
6. You should now see the "Create Internet e-mail"
window. This is now your new GoldMine® e-mail template! Now close this window by selecting
cancel.
7. It's easy to use you e-mail template. First, open the "create internet
e-mail" windows as described above. Then simply pull down the Subject List and choose
the template you wish to use.
EDITING YOUR TEMPLATE
To edit your template first open the template as described in 7, above. Then select the
template button... you will now see the "e-mail Templates" window. Verify you
have selected the correct template in the "e-mail Templates" field... select the
"Edit selected e-mail template" radial button... click OK.
You will be returned to the "Create Internet e-mail" Windows. REMEMBER that you
are now in edit mode! Once you have made changes you must save them by, once again,
selecting the "Templates" button... select the "Save message to selected
template" and click "OK" to save your changes.
PLEASE EXERCISE CAUTION... it is rather easy
to overwrite your e-mail templates. Be sure to read the screen messages and radial button
selections to avoid mistakes and other difficulties.
MERGING DATA FROM GOLDMINE
You can merge data from GoldMine® into your e-mail templates. Here is an example and some
of the fields from which you can merge data.
Create a new template and enter the following text in the body of your e-mail template:
First Name = <<&FIRSTNAME>>
Last Name = <<&LASTNAME>>
Full Name = <<CONTACT>>
Company = <<COMPANY>>
Contact Title = <<TITLE>>
Salutation = <<DEAR>>
Now save your template. Note that the resulting e-mail has merged your GoldMine® data!
There are many other data fields that can be used. Here is a list of most of them.
| GoldMine®
Data Fields for e-mail Templates |
| current date |
<<dtoc(date())>> |
| current time |
<<TIME()>> |
| company |
<<company>> |
| contact |
<<contact>> |
| department |
<<department>> |
| contact first name |
<<&firstname>> |
| contact last name |
<<lastname>> |
| title |
<<title>> |
| dear |
<<dear>> |
| source |
<<source>> |
| assistant |
<<secr>> |
| status |
<<status>> |
| phone1 &
extension1 |
<<phone1>>
<<ext1>> |
| phone2 &
extension2 |
<<phone2>>
<<ext2>> |
| phone3 &
extension3 |
<<phone3>>
<<ext4>>
this is not a typo! |
fax phone &
fax extension |
<<fax>>
<<ext3>> |
| address line 1
& 2 |
<<&address>> |
address 1&2,
city,
state, zip, country |
<<&fulladdress>> |
contact
company
address 1&2
city, state, zip, country |
<<&nameaddress>> |
contact
title
company
address 1&2
city, state, zip, country |
<<&nametitleaddress>> |
| address line 1 |
<<address1>> |
| address line 2 |
<<address2>> |
| city |
<<city>> |
| state |
<<state>> |
| zip code |
<<zip>> |
| city, state, zip |
<<&citystatezip>> |
| country |
<<country>> |
| Key1 |
<<Key1>> |
| Key2 |
<<Key2>> |
| Key3 |
<<Key3>> |
| Key4 |
<<Key4>> |
| Key5 |
<<Key5>> |
Primary
e-mail address |
<<&emailaddress>> |
| GoldMine® Notes |
<<notes>> |
| User defined fields |
<<contact2->userdef01>>
simply change number "userdef02", etc. to address other User
defined fields |
custom created
fields
|
<<contact2->CUSTOMFIELDNAME>>
replace name (CUSTOMFIELDNAME) with YOUR custom field name |
| Default GoldMine®
Directory |
<<&CommonDir>> |
| GoldMine® Base
Directory |
<<&GoldDir>> |
Number of Users on
your GoldMine® License |
<<&LicUsers>> |
| Your GoldMine®
Serial Number |
<<&SerialNo>> |
Name of the
current GoldMine® user |
<<&UserName>> |
Your GoldMine®
version number |
<<&version>> |
GoldMine® record
account number |
<<accountno>> |
| last date record
was edited |
<<lastdate>> |
| time record was
last edited |
<<lasttime>> |
last GoldMine® user
to edit record |
<<lastuser>> |
| last action time |
<<contact2->actionat>> |
| last action date |
<<contact2->actionon>> |
| close date |
<<contact2->closedate>> |
| comments |
<<contact2->comments>> |
| last attempt date |
<<contact2->lastatmpon>> |
| last contact time |
<<contact2->lastcontat>> |
| last contact date |
<<contact2->lastconton>> |
| next meeting time |
<<contact2->meettimeat>> |
| next action |
<<contact2->nextaction>> |
| open date |
<<contact2->opendate>> |
| potential sales |
<<contact2->potnsales>> |
| previous results |
<<contact2->prevresults>> |
| sales probability |
<<contact2->probability>> |
|
