Is there a way to modify the "Reference:" entry of a History Item on a filter or group of contact records after merging it to a Word/Excel Document Template?

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    Details

    Is there a way to modify the "Reference:" entry of a History Item on a filter or group of contact records after merging it to a Word/Excel Document Template?


    The default history entry of a merged document template entry displays:

    Date:
    Time:
    Activity = Form
    Contact:
    User:
    Result = EDT
    Reference = <Template Name> (Contact Name)

    * NOTE: The history item can be edited manually if a merged Document Template is completed to one contact record. The below is to customize the History Item to a filter or group of contact records that are to be merged with a Document Template.

     


    Resolution

     

    By default, the "Activity", "Result" and "Reference" fields are populated when a document template is merged to contact record(s). 

    A Pending Activity can be created for the Contact Record Filter or Group merged to the Document Template with the desired "Reference" and "Notes" populated. Then completed using the Auto Update feature in the Activity List to populate the History Tab of the Contact Records Filter or Group.  

    [WORK-A-ROUND]

    1. Uncheck  the option to "Create History when merging" in the properties of the Document Template in the Document Management Center

    a. Right click > "Properties" of the desired Document Template.

    2. Merge the desired Document Template to the pre-existing Filter or Group of contact records.
    Note: Please refer to the Help File or User's Guide for creating a Filter or Group

    3. Schedule a Pending Activity to the Filter or Group of contacts that was merged to the above Document Template
    a. Schedule > Other Action
    b. Populate the "Reference Line", "Date" and "Time"
    c. Populate the "Notes:" section, if desired
    d. Click on the button with the figure and magnifying glass just right of the linked contact field > Select Filter or Group
    e. Select the desired Contact Record Filter of Group > OK
    f. Click "Schedule
    g. Verify that the Scheduled Activity has populated the Pending Tab of the desired Contact Record Filter or Group

    4. Complete the above pending activities by
    a. Right click on one of the activities > Complete
    b. Complete the activity for ALL contacts
    c. If desired fill in further details
    d. OK

    OR Alternatively

    5. Using the "Auto-Update" feature within the Activity List in GoldMine
    a. Go To > Activities
    b. Use the folders to the left and drop downs on the tool bar of the Activity List to view the above scheduled activity
    c. When the desired Scheduled Activities are listed:
    d. Right click in the results > Options > Auto-Update
    e. Select "Complete ALL of the Activities currently displayed" > OK
    f. Verify that the Completed Activity has populated the History Tab of the desired Contact Record Filter or Group

    [ADDITIONAL NOTES]
    - This task can be done also via Automated Processes, but this feature might be restricted by the GoldMine Administrator - see also related Knowledge Article # 18499 - Create customized History entries e.g. with additional notes or different "Reference:" entry when performing a mail merge to a filter or group of contact records