 | How best to keep "EMPLOYEES" in GM... |  |
 Posted: Tue Nov 11, 2008 11:25 am |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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When we keep employees as "contacts" their email addresses inevitably keep getting linked to other companies and it creates a linking MESS!!!
Is there a way to have your Employees as contacts in GM but not have this linking problem? |
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| Posted: Tue Nov 11, 2008 11:31 am |
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| DJ |
| GoldMine Guru |
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| Joined: 29 Jun 2006 |
| Posts: 2055 |
| Location: Fitchburg, MA, USA |
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Create two Employee records.
Link them via the Relationship Tree.
Designate one as viewable by all, and put the E-mail Address on that record.
Designate the other as Owned by only Master Rights users, fully Curtained from everyone else.
If a crosslinking occurs it will be caused by those having Master Rights who should know better then the average employee.
Alternatively, give each employee two e-mail addresses. One for the publicly owned record, and one for the private record.
Alternatively, although I don't recommend it, turn on the AllowDupEmails setting. |
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_________________
DJ Hunt
Phone: (978)342-3333
Email: DJ@DJHunt.US
GoldMine Premium - The Defintive Guide
One-on-One GoldMine Technical Support ( Fee Based )
www.DJHunt.US |
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| Posted: Wed Nov 12, 2008 3:48 pm |
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| bgannett |
| GoldMine Guru |
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| Joined: 07 Sep 2007 |
| Posts: 1820 |
| Location: Pacific NorthWest |
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| What is your full version of GM? I want to run a test but want to do it with your specific build (if I have it on my system). |
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| Posted: Thu Nov 13, 2008 8:18 pm |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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| DJ - I'm alittle confused on your first answer... I'm not sure what that would do if the email address is linked to the public record....what is the purpose of the curtained record? Could you claifiy? |
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| Posted: Thu Nov 13, 2008 8:19 pm |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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BOB, my build is 7.00.70302
thank you |
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| Posted: Thu Nov 13, 2008 8:38 pm |
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| DougCastell |
| GoldMine Guru |
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| Joined: 15 Jun 2006 |
| Posts: 1639 |
| Location: Los Angeles, CA |
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Edit|Record Properties
You can hide part of the contact record, the entire contact record, etc..
It's controlled by the contact1.status field combined with the contact1.owner field.
It could very-well be part of your problem here.. |
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| Posted: Fri Nov 14, 2008 6:14 am |
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| DJ |
| GoldMine Guru |
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| Joined: 29 Jun 2006 |
| Posts: 2055 |
| Location: Fitchburg, MA, USA |
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| Quote: |
| I'm not sure what that would do if the email address is linked to the public record....what is the purpose of the curtained record? |
The purpose of the fully curtained record is for Human Resources activities against the employees record. You wouldn't want everybody in the company to be able to see other employees annual reviews would you? You wouldn't want everyone in the company to see communications that you had with another employee would you? So one record is for HR while the other record is for public communiqués. |
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_________________
DJ Hunt
Phone: (978)342-3333
Email: DJ@DJHunt.US
GoldMine Premium - The Defintive Guide
One-on-One GoldMine Technical Support ( Fee Based )
www.DJHunt.US |
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| Posted: Fri Nov 14, 2008 7:58 am |
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| bgannett |
| GoldMine Guru |
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| Joined: 07 Sep 2007 |
| Posts: 1820 |
| Location: Pacific NorthWest |
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Tomp - If I understand you correctly, when employees receive email they sometimes link that email to other contacts and, in the process, their email address also moves to that contact. This is a problem that I just tested and verified is with your version of GM (and many earlier versions). To help prevent this go to Edit>Preferences>E-mail. Then go to "More Options" then "Advanced Options" and remove the check mark from ""link/unlink address ...."
This should help prevent this (if I correctly understand your problem). |
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| Posted: Fri Nov 14, 2008 7:11 pm |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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DJ, Bob's got it! (but thanks for your clairification however...)
Bob, YES... it is a huge problem, I believe I have done what you are describing (for each user)... but I will review to be sure and respond.
tomp |
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| Posted: Fri Nov 14, 2008 8:15 pm |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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Yep...  I had already done this...
because this is such a problem we had to take all employee's email address out of their contact record.
Obviously this causes frustration... But it's better than having all sorts of emails from cliens end up in the history tab of other clients!
There has GOT to be a better way!
This linking thing is going to drive me nuts. |
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| Posted: Fri Nov 14, 2008 8:21 pm |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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| DougCastell wrote: |
Edit|Record Properties
You can hide part of the contact record, the entire contact record, etc..
It's controlled by the contact1.status field combined with the contact1.owner field.
It could very-well be part of your problem here.. |
Are you saying if I hide the record (no email showing) this would some how make it so emails coming between employees about another contact... will prevent their email address from attaching to this other contact?
t |
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| Posted: Fri Nov 14, 2008 8:31 pm |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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| Bob, is this problem fixed in 7.5 or 8.0? |
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| Posted: Fri Nov 14, 2008 8:43 pm |
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| DougCastell |
| GoldMine Guru |
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| Joined: 15 Jun 2006 |
| Posts: 1639 |
| Location: Los Angeles, CA |
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I'd say a properly built SQL trigger could combat/undo this problem instantly...
Something like:
| Code: |
If the accountno on an e-mail address record changes
and
the original accountno's contact record's company name = my company name
then change it back to the original accountno (relink it to the proper employee record) |
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| Posted: Sat Nov 15, 2008 6:32 am |
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| DJ |
| GoldMine Guru |
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| Joined: 29 Jun 2006 |
| Posts: 2055 |
| Location: Fitchburg, MA, USA |
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| I guess that I'm just not understanding the process. How is an E-Mail Address from a client getting linked to an employee record? Aren't the GoldMine E-Mail Addresses linked based on the From: field? I think that all we are talking about here is proper end-user training. |
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_________________
DJ Hunt
Phone: (978)342-3333
Email: DJ@DJHunt.US
GoldMine Premium - The Defintive Guide
One-on-One GoldMine Technical Support ( Fee Based )
www.DJHunt.US |
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| Posted: Sat Nov 15, 2008 4:32 pm |
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| Tomp |
| GoldMine Apprentice |
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| Joined: 11 Nov 2008 |
| Posts: 12 |
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| DJ wrote: |
| I guess that I'm just not understanding the process. How is an E-Mail Address from a client getting linked to an employee record? Aren't the GoldMine E-Mail Addresses linked based on the From: field? I think that all we are talking about here is proper end-user training. |
Actually it's the other way around... the employee's email addresses are getting linked under different clients... and yep the "from address" is what the link is based on... So when the Sales rep's email address is under a "client account" every email to that employee or that that the employee sends - would end up in the history of this client. (and since the email address would jump from client to client... whatever client their email address was currently linked too would get unrelated emails in their history! (And we have 9 sales reps each is a contact in GM and it made for a crazy volume of miss linked emails).
And thankx for the reminder on the HR sheild I had forgot to set this up... Now all our employee contact records are curtin'd to themselves as the owner (oops!). Will curtinging the employee record somehow help the problem? Shouldn't there be a "LOCK" to set or a Warning... on an email address so it can't be moved? |
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