Document #533, Handling Internet E-Mail for other GoldMine Users
Covers GoldMine 4.x or higher
GoldMine versions 4.00.811 and later have the capacity to allow one GoldMine user to act as a ‘mail proxy’ for other GoldMine users. This feature allows one user to send and receive e-mail for multiple users when using the Automatic Retrieval Mode only. This means that if only one person in the office has access to the Internet, they can send and receive the Internet e-mail for all GoldMine users.
This procedure does require that all GoldMine users have separate Internet e-mail accounts. The ISP hosting the mail server can provide information on additional accounts if they are needed. Alternatively, an SMTP/POP3 compliant mail server can be setup on the local area network to give the users access to Internet E-Mail.
The following steps explain how to setup one GoldMine user to check the e-mail for several users.
1. Sign into GoldMine as the user that that has access to the Internet. To access the Internet Preferences in Goldmine, select Edit>>Preferences then click on the Internet tab. The information on the Internet tab is the default account for the logged in user. With GoldMine 4.x and GoldMine 5.x this will set the default account for the user. If the Internet connection is a Dial-up connection, check the Use Dial-up networking check box, select the connection from the drop down list, and check the Hang up when done check box.
2. Click on the More Options… button to display the Internet Preferences dialog box.
In GoldMine 5.5x the Accounts screen has changed as shown below. It can be accessed by clicking on the Account button on the Internet Tab in Preferences or by clicking on the More Options button in the same tab then selecting the Accounts tab.
3. Click on the Accounts tab and check the Show all accounts in the E-mail Center to display all the accounts that GoldMine can send and receive e-mail for. In GoldMine 5.5 or higher uncheck the Show only the default account in the E-mail center check box to display all accounts.
To set the default account with GoldMine 5.5x , select the account and click on the Set as Default button (this feature is not available with GoldMine 4.x).
4. To add new accounts to the list, click on the New button and fill in the needed information on the Accounts tab for the new account. Make sure that each new account has the Auto-retrieve check box checked, this must be set in order for the sending and retrieving of e-mail to work correctly for all accounts.
In GoldMine 5.5x the Advanced account settings appear as shown below.
5. Click on the Advanced button and select the Account user: for the account. This is how GoldMine determines which user the retrieved mail is for. By default this is left blank and the retrieved mail is placed in the Inbox for the user that is checking the e-mail.
6. Click on the OK button to close the Advanced account settings dialog and then the Save button to save the new account information. Repeat Steps 4 and 5 for each additional new account.
7. Click on the Retrieval tab to select it. Check all of the check boxes as shown above to activate the automatic retrieval function in GoldMine. As long as the logged user is signed into GoldMine, an attempt will be made to send and receive Internet e-mail at the set time interval.
8. Click on the OK button to save the changes to the Internet Preferences and close the dialog box then click on the OK button to save the changes and to close the users preferences dialog box.
For the user to send the mail for all of the GoldMine users that they are checking the mail for, the following must be added to their preferences manually. The following steps explain how to do this.
1. Close GoldMine.
2. Using Windows Explorer, locate the GoldMine folder on the server and select it to display the contents of the folder in the right hand pain.
3. Locate the username.INI where username is the GoldMine users login name that is checking the Internet mail for the other GoldMine users. Right click on the file and select Open from the pop up menu. This will open the preferences file in Notepad for editing.
4. Add the following line to the [Internet] section of the username.INI file.
Format:
SendQueueFor=user1;user2;…;usern
Example Usage:
[Internet]
SendQueueFor=valeria;john;gene;carol;mark;darryl
Make sure that each GoldMine user name listed on the line is separated by a semicolon (;).
5. In Notepad select File>>Save to save the edits to the preferences file then select File>>Exit to close Notepad.
GoldMine is now ready to send and retrieve Internet Mail for several GoldMine users.
The other GoldMine users will each need to set their Internet Preferences as shown above. Each user can do this individually by selecting Edit>>Preferences then clicking on the Internet tab and typing in the correct information after the sign into GoldMine.
Alternatively, a user with Master Rights and access to the Users Settings… can update this information for each user. This can be done by selecting File>>Configure GoldMine>>Users Settings…, selecting the username, and then clicking on the Preferences button.
Other users should queue their E-mail instead of sending it. To set the date and time, select the Options tab on the Create E-mail dialog box then click on the Queue, Calendar and History options button. This will open the Queue, Calendar and History options dialog box. The date and time will default to the current date and time. If the queue date and time is set in the future, GoldMine will not send the e-mail until that time has pasted.
To queue the outgoing E-mail,
click on the Queue for delivery
icon.
To set the date and time, select the Options button on the Create Internet E-mail dialog box then select the Queue E-mail for sending: radio button. The date and time will default to the current date and time. If the queue date and time is set in the future, GoldMine will not send the e-mail until that time has pasted.
To queue the outgoing E-mail,
click on the Queue for delivery
icon.
Each user can read their e-mail after GoldMine has completed retrieving the mail from the ISP’s server in their own Inbox. This will work fine as long as the user that has been set up to do this is logged into GoldMine.
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