Training Vignette Script
E-mail Center Filing E-mail ®
This vignette will cover what it means to file GoldMine e-mail and the several methods there are to do so. In general, in order to properly manage your Inbox, you should file or delete your e-mail after you have ® read it. Filing an e-mail is similar to completing a GoldMine Calendar activity. If the e-mail is linked to a contact, it will be moved from the contact’s Pending tab to their History tab. If you are displaying ® completed messages (i.e., e-mail) on your GoldMine Calendar, then it will have a line going through it to show it has been filed. There are several methods to filing e-mail and each method can be performed from the File It button on the E-mail Center’s Local Toolbar, from the respective options in the right-click menu when the desired email is selected, or, if the e-mail is open, from the respective button in the e-mail’s Local Toolbar. The first method for filing e-mail that we will cover is the quickest and most common. It’s called Fast File. To Fast File an e-mail, have it selected in the E-mail List and either click on the File It button and select Fast File or right-click on it and select Fast File. If the e-mail is open, you can find the Fast File button ® as the first one with the red checkmark. It also has a lightning bolt on it. GoldMine automatically creates ® the appropriate folders and subfolders and files the e-mail into them. By default, GoldMine will create a subfolder labeled with the month and year the e-mail was delivered, but Ticomix recommends using the other setting which first creates a folder for the year and then a subfolder for the month. These settings can be changed by going to the Main Menu and selecting ToolsOptionsE-mailMore Options E-mail Center. The middle-right section within the E-mail Center tab contains the Auto-filed Folders’ Storage Options. There are two options: 1) “Organize Auto-filed mail in month-year folders” 2) “Organize Auto-filed mail by year folders first, and by month sub-folders second” Again, Ticomix recommends the second option because you can minimize the folders of each year so all of those monthly subfolders do not take up so much space in the Mail Folders List. Please keep in mind, however, that changing this setting does not retroactively change the way e-mail is filed. Only e-mails getting filed moving forward would be affected. Another method for filing e-mails is called File It, which gives you more control over where the e-mail is filed and other properties that can be set before the move. To do this, have the e-mail selected in the Email List and either click on the File It button and select File It or right-click on it and select File It. If the e-mail is open, you can find the File It button as the second one with the red checkmark. The “Complete an E-mail” window pops up, which has two sections. In the “Message Handling” section you can choose to reply to, forward, or redirect the e-mail before completing it. The “File in History” section looks very similar to completing a calendar activity. You can give the e-mail an activity code, a result code, select a ® different date, select a different GoldMine user to file it under, mark it as private, change the “Reference:” line (which is viewed in the linked contact’s History tab and is traditionally the subject line) and you can also select exactly which folder to file the e-mail into. You can even automatically schedule a follow-up activity of your choice once the e-mail has been filed away. If you don’t want to change any of the properties, then select the File To option and then the desired folder from the resulting list. The third method for filing an e-mail is by dragging-and-dropping the e-mail into the desired folder. Not only is this quick, but you can also have multiple e-mails selected at a time to drag-and-drop to a folder in one move. If you wish to move an e-mail from one filed folder to another, you must use the drag-and-
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Training Vignette Script
drop method. You cannot move a filed e-mail back to the Inbox. This makes sense because a filed email is just like a completed activity and you cannot un-complete an activity. Furthermore, each folder can have properties set on it that will affect each e-mail that is moved into it. Right-click and select Properties to bring up the “Folder Properties” window. There are three sections: “Privacy,” “Encryption,” and “Attachments.” Whatever changes you make here, clicking on the Apply Settings Now button will make the changes to any e-mails that currently exist in the folder and to any future ones as well, where as clicking OK will only affect future e-mails filed to the folder. Be aware, however, that the Apply Settings Now button for a folder will cause e-mails in its subfolder(s) to be moved to the parent folder with all settings activated, but will not activate the settings for any of the subfolders themselves. Therefore, future e-mails being placed in the subfolders would not have their settings modified according to the changes made on the parent folder. Now let’s talk about e-mail attachments. If the e-mail has an attachment you will see a red paperclip as part of the icon in the E-mail List. Attached files are stored in a separate place from the e-mail itself. By ® default, this location is in the GoldMine root directory, in the “…\Mailbox\Attach\” subfolder, but you can specify this location yourself by modifying your e-mail settings. For more information on this, please refer to the vignette titled, “Setting Up a GoldMine E-mail Account.” Upon opening the e-mail, you will see file names of each attachment inside the e-mail header, directly below the “To:” field. By right-clicking on an attachment, you are given several options. You can: 1) Open the file. 2) Move the file to another location on the network. If you use any other method of moving the ® attachment, GoldMine will not be aware of it, and the link will be broken. 3) Make a Copy of the file and put it in another location on your PC or the network. 4) Copy name to clipboard – which will allow you to paste the full path and file name into other documents as you see fit. 5) Show full path name in the e-mail header. 6) Delete the attachment. 7) And, lastly, you can view the file Properties. If the link to an attachment does get broken within an e-mail, although the e-mail will still contain the “Attachment:” line, the file name will not appear. The only way to determine what the file name was that used to be attached is by right-clicking inside the open e-mail and selecting View in Web browser. This will open the e-mail in your default web browser and show the original paths and file names of all attachments at the bottom. This is helpful information for troubleshooting.
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