There is a setting that allows email addresses to not be "unique". If you change the email address from its default unique status then I don't believe you will get that warning anymore. The idea behind that default setting was to hopefully warn duplicate contact setups.
Don't do it !!!! My advice is to keep emails unique unless there is a special case. If you put the same email address on multiple records then the incoming email will link to the record which had the email address 1st. It would be helpful to know the scenario that causes the issue. E.G. why are you getting emails from the address of a different record?
Thank you for posting this, Paul. This issue has been giving us trouble for years.
The problem occurs when someone replies to an email that has been linked to a different contact record than the original sender.
There are legitimate reasons why an email would be linked to a different record. In addition to prospects and customers, we also have GoldMine records for employees and suppliers. It is common to receive an email about a customer from another employee or supplier. We link these emails to the customer's contact record. However, if someone replies to one of these emails, GoldMine displays the prompt mentioned above which defaults to Yes (move email). If an email address is assigned to the correct record to begin with, it is highly unlikely that you would ever need to move it to another record.
Many users continue to make the wrong choice with this confusing prompt even after repeated training sessions. I agree with Paul that it would be better to default this prompt to No or provide some method to disable the prompt. Removing the "Unique" setting as Martin suggests would not be a preferred solution since preventing duplicate records is very important.
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I find linking these types of e-mails to other contacts is much easier using the Outlook add-in for GoldMine, and eliminates your issue altogether.
What about those that do not use Outlook? Should GoldMine users be required to also use Outlook?
I agree completely with Adam.
We have the same problem with linking because of the pop-up dialog and the default to Yes and despite frequent reminders to Users not to link employees email addresses to Clients, we still have it happen.
I have to run a daily query to see if any employee email addresses have been linked to a Client. If it does get linked, it puts all email sent to the employee in the Clients record, which then have to be unlinked or linked to the correct Client. We have over a hundred GM users and thousands of active Clients, the amount of hours spent each month fixing the results of this problem are way to many and a complete waste of effort.
Even changing the Default setting to No would help.
There is an option in the user's email settings, in the Advanced tab, "Link Email Address to Contact Record by Default". If that is checked, the from email address of the email you are linking to a 3rd party record, will be added to that record. Check that option and I'm betting that is what's causing the issue. With new installs and users, that option is checked by default, so you'll want to uncheck it.
Hope that helps.
On our new setups we do check to disable this Email Options setting, it is possible that it is missed or gets turned on later, though. However, that is not the problem that we are to resolve. As Adam states above (March 25, 10:24 am) "However, if someone replies to one of these emails, GoldMine displays the prompt mentioned above which defaults to Yes (move email).". It occurs in these circumstances and people have a tendency to ignore the dialog and press Enter. If this is supposed to be an exceptional event, the default should be No and you have to force the exception by selecting Yes.
In your case, I believe that if the user wants it to be done automatically, they can use the Advanced setting you describe above. I have not tested it to see how this setting works in every type of case, so I don't know if the dialog will pop-up or not.
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heck, I've actually had to write a trigger for one client that prevents all but a specific set of users from changing the accountno on any e-mail address detail. If an e-mail address ever changes accountno, it rolls the transaction back and un-does the change, basically.