Training Vignette Script
E-mail Center Sending E-mail ®
This vignette will cover how to compose and send e-mail in GoldMine . ®
There are a variety of ways to send e-mail in GoldMine . You can compose and send an e-mail to one person, multiple people, or you can merge contact records to an e-mail template and send separate emails that way. For more information on sending e-mails using e-mail templates, please refer to the vignettes titled, “Single E-mail Merges” and “Mass E-mail Merges.” You can start composing a regular e-mail without having the E-mail Center open: 1) 2) 3) 4)
From the Main Menu by selecting ActionsE-mail, Selecting ScheduleGoldMine E-mail, From the Global Toolbar by clicking on the E-mail button, or If you have the Contact Record window open to the contact you want to e-mail, then you can click on the “E-mail:” link in the Main View.
With the E-mail Center open, you can start an e-mail by clicking on the New Message button. ®
Whichever way you decide to start composing an e-mail, GoldMine will open the Edit E-mail window and have it already linked to the active contact record. If you don’t want the e-mail linked to a contact, deselect the “Link to…” checkbox. Naturally, if an e-mail is not linked, this means it cannot be viewed in any Pending or History tab, but can still be viewed from the E-mail Center, Calendar, and Activity List. If the contact you are composing an e-mail to has multiple e-mail addresses, you can choose any of the alternative e-mail addresses from the “To:” field’s drop-down list. Other options for deciding who to send an e-mail to can be found by clicking on the right arrow button next to the “To:” field. This brings up a list to choose from. Select:
Contact to bring up the Contact Search Center and find a different contact record. Manual recipient to open the “Manual Recipients Entry” window and either type in a new address or select from a previously entered one. The idea here is to have a list of e-mail addresses that are not associated with any contact record. ® GoldMine user or Group to bring up the list of GoldMine usernames and any groups that have been created. How this feature works is that the e-mail is not actually sent out to an email server. Instead, the information is directly written to the database for the selected ® GoldMine user or groups (giving the feel of sending an Instant Message). Sending an e-mail this way may not be permissible by your compliance department, so check with them first. Distribution List to bring up the list of available distribution lists you have previously created. Please refer to the vignette titled, “Distribution Lists” to learn more about this topic. Outlook (MAPI) recipient to bring up your Outlook address book. This can only work if you have Outlook set as your default e-mail program. ®
You can tell GoldMine to send the same e-mail to additional addresses using the “Additional Recipients:” field directly below the “To:” field. Each e-mail address gets its own line and you can choose to address each one as To, CC, or BCC by clicking on the Addressee Type button and selecting the respective option. Then, click the button again, select Add and select the desired type of recipient. Or, you can click on the silhouettes next to the Addressee Type button to open the Contact Search Center and find the desired contact. If the contact has multiple e-mail addresses, another window, called the “Select Email Address” window, will appear for you to select the desired address. You can also change and remove additional addresses using the right-click menu. Keep in mind that the e-mail will not be linked to any of the additional contacts that are included. In other words, the sent message will only be seen in the History tab of the contact record displayed in the “To:” field.
______________________________________________________________________ © 2010 Ticomix™, All rights reserved. 1
Training Vignette Script
Before moving on to composing the e-mail, there are two other tabs to review. There are three tabs in the top left of the “Edit E-mail” window. The top tab is the Recipients tab and is what was just covered. The middle tab is called Options and is split into two sections. The left is for general e-mail settings and the ® right only affects other GoldMine users. “Rich text (HTML)” is an option to format the e-mail in ways that are not possible with a plain text e-mail. You can italicize and change the color of the font, embed pictures, align text to the center, etc. The “Wrap lines” option allows the text of your e-mail to automatically detect the end of the window and start a new line as the text draws near to it which allows for easier reading by eliminating the need to scroll left to right. The “Attach VCard” option attaches a .vcf file that acts like a virtual business card containing your contact information. These are only useful if the recipient’s system has VCard capabilities. The last option in the first column is to “Request a return receipt.” If the recipient’s e-mail provider supports this feature, it will send an acknowledgement e-mail back to you letting you know they received your e-mail. The “Oppty:” and “Case:” options are not used in the Breaking Away System. By selecting the checkbox next to “Private” you make the e-mail readable by only the recipients, the ® sender, and GoldMine users who have master rights. ®
“RSVP” is only available when the e-mail is sent to a GoldMine username (instead of an e-mail address) ® and will have GoldMine send you an e-mail notice when the recipient files or deletes your e-mail. ®
The “Alarm” option is also only for GoldMine users and will cause an alarm to pop up for the recipient when they receive the e-mail. ®
The last option, “Send a copy of the attached file(s) to GM recipients,” means that GoldMine will actually ® send a separate copy of each attached file to the GoldMine user you are e-mailing instead of providing links to each original file. This is an important distinction to make, because the default settings would ® make it so that if this checkbox wasn’t selected, and a GoldMine user deletes the e-mail you sent to them via their username, the original document would also get deleted. You can also queue the e-mail to be sent for a later time by clicking the Queue, Calendar and History ® options button. Set the “Date:” and “Time:” you wish to send the e-mail and tell GoldMine whether or not to create a history record to save the text of the e-mail with the history record that normally gets created. You can also give the e-mail an activity code, a result code, and a reference line – all of which affect its appearance in the History tab of the linked contact record. The changes made in the Options tab are only for the current e-mail being composed. The defaults are set in the E-mail Preferences. For more information, please refer to the vignette titled, “Setting Up a GoldMine E-mail Account.” The bottom tab is the Mail Merge tab. Please refer to the vignette titled, “Mass E-mail Merges” for more information. Next, give the e-mail a subject. This is important nowadays because many SPAM filters will automatically consider an e-mail with a blank subject line as questionable and therefore may block its delivery. If the message you are sending is in regards to an opportunity, project, or case, you can use the “Regarding:” field.
______________________________________________________________________ © 2010 Ticomix™, All rights reserved. 2
Training Vignette Script Place the cursor in the body of the “Edit E-mail” window and begin composing your message. If you have Rich Text (HTML) turned on, a toolbar will be displayed just below the “Subject:” field that gives you quick access to the most commonly used formatting tools. They allow you to change the font type, style, size, color and justification. You can also insert pictures, backgrounds, and hyperlinks. Other tools are available from the right-click menu. You can even edit e-mail using HTML source code, giving you the most control over the look and feel. Using Rich Text (HTML) is what allows you to have a company stationary for all of your e-mails. Combine that with e-mail templates and you’ve got a great way to create individual e-mail signatures. To learn more about this feature, please refer to the vignette titled, “Creating and Editing E-mail Templates.” If you have Rich Text (HTML) turned off, then you are composing a plain text e-mail, which is compatible with all e-mail programs. If you need to attach files to the e-mail, you can either click on the Attach Files paperclip button of the Local Toolbar or right-click in the body of the e-mail and select ActionsAttach. You will be prompted to select the file(s) you wish to attach. Hold down the
key on your keyboard to select multiple files at a time and click Open to attach them. The Edit E-mail window displays each attached file between the “Subject:” line and the body. Now you can right-click on each file and select to:
Attach more files, Open the one you clicked on, Change the settings to View the attachment icons as Small Icons or as a List, Remove the selected attachment, or View the file Properties of the selected attachment
While composing an e-mail, you may need to save the work you’ve done and come back to it later. You can do so by clicking on the Save as Draft button and the e-mail will close and be moved to the Drafts folder. To edit an e-mail in the Drafts folder, just double-click to open it up. Or, if it’s an e-mail that is taking a while to compose and you wisely want to save it periodically while continuing to work on it, click on the same button’s arrow and select Save as Draft – Continue Editing. If you are done composing the e-mail but don’t want to send it quite yet, Queue it for later delivery. If it is ready to go out, click the Send button. ®
When a message has left GoldMine , a copy of it is placed in the appropriate Sent subfolder. If the e-mail was linked to a contact, you can now read what you sent from their History tab, maintaining an easy to find/track “paper trail” of your correspondence. If the sent message has an attachment, it is important to ® be aware that attachments are not stored in the GoldMine database along with the e-mail. Instead, what you see in the e-mail is a shortcut to the original location of the attachment. Therefore, if you move the file from where it was originally stored when the e-mail was sent, the link will be broken within the e-mail ® stored in GoldMine . Consequently, viewing the sent e-mail would no longer reveal that particular attachment even though it was sent. ®
Similar to other e-mail programs, GoldMine ’s E-mail Center can perform Reply, Reply-All, and Forward ® functions on e-mails. What stands out within GoldMine , however, is its ability to Re-Direct e-mails. This acts like you are forwarding an e-mail to someone else, but it does not modify the “Subject:” line (e.g., by inserting FWD: before the subject text), nor does it modify the body of the e-mail. Furthermore, and this is the best part, when the person you redirected the e-mail to replies, it is automatically going back to the original sender of the e-mail instead of you – as would be the case if it was forwarded. Basically, the Redirect feature should be used when you receive an e-mail that was intended for or would be better followed-up by someone else. That way, they will receive the message just as you had with the only difference being the “From:” line will have the text by way of appended to it. This also means the e-mail stays linked to the correct contact record. Suppose you needed to resend an e-mail for whatever reason. You can resend the e-mail by opening the respective sent subfolder, selecting the appropriate e-mail and either clicking the Re-Send button on the
______________________________________________________________________ © 2010 Ticomix™, All rights reserved. 3
Training Vignette Script
Local Toolbar, or right-clicking on the e-mail and selecting Re-send. If you happen to have the e-mail opened, the Resend Message button is the third from the left. The message is immediately sent out again and another copy of that sent message appears in the appropriate sent subfolder. If you want to edit the e-mail prior to resending it, or perhaps change the address so it is going to one of the contact’s additional e-mail addresses, you can re-queue the message into the Outbox so it will rest there first. Emails waiting in the Outbox can be edited before being sent. To re-queue an e-mail from the Sent folder, have it selected and either click the Re-Queue button on the Local Toolbar or right-click on the e-mail and select Re-queue. If you happen to have the e-mail opened, the Re-queue Message button is the fourth from the left.
______________________________________________________________________ © 2010 Ticomix™, All rights reserved. 4
