Client Intake Forms

The term Client Intake Form can have multiple meanings. It could refer to the form you use to initially capture information about a new client during an interview. Or it could be the form that you use during a client visit to confirm information already on file. But in this case, Client Intake Form means the various important items of information in a new client's contact record that absolutely must be filled in when the contact record is initially created or when it is updated to reflect that the investor has transitioned from prospect to client.

Our clients often request that we build a screen in the Fields tab to serve this purpose. But we think there is a better way, as follows:

Step #1 - Location

All of the most important information about a client should appear either in the top half of their contact record or in the top portion of the At A Glance screen in the Fields tab. In this way, your team doesn't have to hunt for this essential information.

This is simply a matter of copying fields to available space in either the top half of the contact record or the top portion of the At a Glance screen in the Fields tab (as explained in a previous video titled Creating a Second Copy of an Existing Field in the group of videos under the category Non-Master Contact Records).

Step #2 - Colour

Once your important items of client information are positioned in one of these two prominent locations, utilize colours to further highlight these data entry fields. In the video that accompanies this newsletter, we used green, amber and red labels to indicate the status of these fields. In our example, a green label indicates that an important field contains data as it should. An amber label indicates that an important field (in our video, the Contact Type field) possibly requires data. And a red label indicates that you have yet to enter information into an important field.

The video below explains how to manipulate the colour of a field's label. But in a nutshell, you simply right click on a field's label and choose Properties. In the displayed Field Properties window, select the Color tab and change the Label Color from Fixed Color to Expression. And then it's just a matter of entering a suitable dBase expression. We can build these expressions for you or supply you with a few samples if you are comfortable trying this yourself. Please refer to the video for a demonstration of how this all works so well.

A Closer Look

To watch a 12 minute video that demonstrates how to highlight your most important client data entry fields to essentially create a Client Intake Form within a client's contact record, click here.

As always, if you have any questions, please don't hesitate to contact us.

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Important GoldMine News - Changes to Many of the World's Email Servers

Back in April of 2020, we alerted all of our clients re an imminent change to many of the world's email servers. Specifically, these servers were tightening the security of their email messages via something called OAuth authentication. The technical details aren't relevant here. What matters is that (a) that change was delayed due to the onset of covid, (b) the change is finally in the process of happening and specifically some Microsoft and Google email servers now require that email clients (including GoldMine) support OAuth and (c) if your GoldMine is older than the final 2020 version and your email suddenly stops working, it is the OAuth issue and you'll need to update your GoldMine. If you've renewed your annual GoldMine Support and Maintenance contract every year then you can download the updated GoldMine for free and we can apply the update in a few minutes. But if you haven't kept your GoldMine Support and Maintenance contract up-to-date then you must renew it in order to gain access to the latest versions of GoldMine.

Please contact our firm if you have any questions. We've already updated hundreds of our clients over the past few months (and those of our clients using the cloud version of GoldMine are automatically updated). We anticipate that at least a thousand more will require updating over the remainder of 2022. But there will be even more clients that won't be effected by this change because not all email servers are embracing this new technology. So if you're not sure if your office will be impacted, reach out to us and we can provide direction.

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