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GoldMine Corporate Edition User Guide

1. 202 206 Purging See Merging and Purging 140 Q Query Parameters a se 79 Queued Documents Literature Fulfillment Center 100 QuickStart Wizard Data Importing ssssssss 60 Document Management 61 Industry Templates 61 Key Fields ce indeed 62 User Information esssssse 63 User Setup et ee ette eti ad 63 QuickStart Wizard sss 59 Quota Analysis sess 149 R Record Index Contact see Contact Records 67 Creation Options sssessssse 18 Curtaining About det esta de 70 Fields uu ROI 186 Properties Contact Details 72 Record Related Settings 70 Related Settings sssssss 70 Types ADIE ct rb n Een 9 Greating tee ers 13 Edilirig epit 13 Record Types Administration Center R leS 1 ee eee 14 ReJecting i itenim 100 Removing Attached Automated Process Tracks 213 Report Properties ssssssss 164 Reports ADOUL iternm 161 Answer Wizard ssseese 174 257 GoldMine Corporate Edition User Guide Greatlng unire nete 165 Editing oneri eu 168 Previewing 169 Printilig 52 ed deter ala hia 169 Properties nnm et nies 164
2. 75 Contact Sets Databases oett oett 111 Contacts Tab Adding cttam ud 68 Converting OUT OOK aes i aie tides 138 Copyrights nates RR 1 Creating Custom Fields sssini 23 Custom Screens sessirnir 23 Databases Srno anin at 111 112 E mail rules ie eee eee 94 One Button Synchronization Brorle n eye rionmuseimdlem 195 Opportunities 102 Primary Fields Views 21 Record type Creating iubet ens 13 R l8S46 eet rcm denn 17 Records neben renes 67 Crystal Reports RUNNING see tete eene 165 Custom Screens Creating inserendo 23 Editing cote et 19 Customizing Auto dialer settings 102 Background iR tds 7 Field Typl g irren 25 Primary folds rnn 20 Properties ssssssssssssess 155 Toolbars t edet eret ens 8 Customizing ardiren aa a aa 7 D Databases EE a E eee Een 111 OPENING eei a a 111 DDE Ma0 Serce iae AR a TER 45 Deleting Contact Records n 143 Primary Fields Views 22 Details Tab Adding zt eoe ens 69 Digital IDs Certification Authorities 94 Configuring era a A 72 Digital signatures esses 94 KeyS icc deudeeevesdodec e eia c Hee uode ede 94 251 GoldMine Corporate Edition User Guide Reading e mail ssssssse 96 Sending Signed inn 96 Digital IDSs iei mbil 94
3. ssssssseeeemeenemen 60 Using the Document Management QuickStart Wizard sss 61 Using the Industry Template QuickStart Wizard ssssseeee emn 61 Using the Key Fields Customization QuickStart Wizard sssseeee 62 Importing Postal Codes into your GoldMine Database sse 62 Using the User Information QuickStart Wizard sseseeee 63 Using the User QuickStart Wizard sssssssssseeeeee eene 63 GoldMine Users niu ite E ED etd n n etat d n S Pd dati 65 About User Properties nu RR SMERERER ER ERR M RR DRE EE RM PA A 65 About User Preferentea une oot eH PEU PEE Da eek Paste Hi Pb ah Pere don 65 setting the User Profiles 5n eiecit RR E 66 Creating User Groups xen eadein n adeb em el recie e n es 66 Gontact Mariageilment utt d dere dett b date t ike do Rota t eet ipe d Rota t eset 67 About Contact Records xe o DE RE erede E de e E e p eu vga 67 GoldMine Corporate Edition User Guide About Creating Contact Records sssssssssssessseee eene en nennen nnns 67 Creating Contact Records niue e ger e cb gui nte dee aged tct le 67 Adding Additional Contacts erp mer te br e iet e ate br e Smet roe 68 Adding Detail Fegcords ie E d tn i eid ten Pide dde mE 69 Displaying Multiple Contact Records ssssssseeeene eene ennemis 69 Editing Contact Records nnde eae editi 70 Linking File
4. ssesssee eene 144 Sales Marag Mentoren et den ete un pond bte ten Pit tote Edd 145 About Sales sitet reda oet oat eee ttm patie 145 Scheduling Forecasted Sales rut e RR a RR EAT RR seeds 145 Completing Forecasted Sales no eH RAE MORE ER EE RAE 146 Using Analysis Tools rot te e fea E et et heus 147 Using Forecasted Sales Analysis ssssessse eene nennen 147 Using Graphical Analysis srra n e aE a ea eE E R EARNE EETA 147 Using Quota Analysis 5 2 iei dd edited edd d edd i ded edd edd ced a 149 Using oSales Analysls eicere teste roe UM etes oe E eet ei 150 Using Statistical Analysis 5e e neveu ned eu 151 Using Territory Realignitrient ricis cct ocu o hoec aote on Reborn beg ecc tup oe ds 152 About Territory Realignment sssssssssssssseseee eene ener nenne nnnm nenne 152 Using the Territory Realignment Wizard sse ene 152 Opportunity and Project Management ssssssssssseeeee eene nemen nennen 155 About the Opportunity and Project Managers sssssee een emen 155 Customizing the Opportunity and Project Managers Properties ssseeeeeess 155 Working with Opportunities ssssssssssssseseeeeneneeee eene nennen enne n nnne 156 Using the Opportunity Manager aicese n eem eem ennemi nnns 156 Using the Opportunity Wizard e aee eaae a aer AA EEA EAER eee mener nnn nnns 156 Creating Opportunit
5. 1 500 1 000 500 Sales over Quota by 500 Quota Diff Percentage Displays the result of the equation Quota Closed Sales as a percentage for the specified period A percentage above 100 indicates it is below Quota See the examples below 10 000 9 000 11196 Sales under Quota by 11 1 000 1 500 66 Sales over Quota by 66 Sales Management Forecast Diff Displays result of the equation Closed Sales Forecasted Potn for the specified period A value returned in parentheses indicates it exceeds Forecast See the examples below 9 000 0 9 000 Forecasted Potn trail Closed Sales by 9000 1 500 2 000 500 Forecasted Potn exceed Closed Sales by 500 9 000 9 000 0 Forecasted Potn meet Closed Sales Forecast Diff Percentage Displays the result of the equation Forecasted Potn Closed Sales as a percentage for the specified period A percentage above 100 indicates it exceeds Forecast See the examples below 0 9 000 0 No revenue stream 2 000 1 500 133 revenue stream exceeds closed sales by 33 10 100 10 revenue stream equals 10 of Closed Sales 9 000 9 000 100 revenue stream is equal to Closed Sales Activity Cd When an activity code is entered in this field GoldMine includes only those forecasted sales and closed sales with the specified activity code When the field is left blank GoldMine includes all forecasted sales and closed sales Resu
6. Sync Stamp The date and time when the field was synchronized from the remote site and the date and time the field was modified by a user local to this system Note On the transfer set creation side the Sync Stamp is used with the cut off date and time to determine if the field level change should be included in the transfer set Log Stamp The date and time when the field was modified by a user local to the system the Sync Spy is run on Note On the retrieval system the Log Stamp is used to compare which system has the latest change Field Name Field modified in the selected database Note Curtained fields are viewable in the Sync Spy If this is a security concern for your organization disable the Sync Spy option for non Master Rights users you do not want viewing the fields Select File gt gt Configure gt gt User Settings Highlight the user and click Properties Click the Menu tab and expand Tools Disable the Sync Spy menu option for the user User User who made the modification to the field Also shows if the modification was made by a remote or local user If the name includes a tilde character it indicates the field was updated locally 3 To select a database for the Sync Spy to display if values for the tab are stored in more than one database select the Database in the drop down list For example the Fields tab information is stored in Contact2 Select Contact2 from the drop down list to view the values
7. 249 GoldMine Corporate Edition User Guide B Background Customizing naiari aiaa 7 Backing Uesi inina RAR 124 C Calendar OCCASIONS x Lcd ted bienes 199 Shared sued date 203 Task LlSt onc eet rtt e 199 Calendar tette 199 Calendar Color Codes 43 Calendar Options Dialog Box 9 Calendars Publishirig i oos coe etre 205 Shating s eani eb 202 Campaign Creation Wizard 220 Campaign Management Center 219 220 Certification Authorities 94 Cloning Reports 35er rte aim 166 AbOUE 6 5 dne Mi pa tate 83 Completing ACUO S iic bred eee 106 Configuring 250 Free busy times sssssss 203 My Gold Mine niie 225 Record Creation Options 18 Contact Details ssessssse 72 Contact Record Tabs 70 Contact Records Configuring free busy times 72 Creating sm dete tubes 67 Deleting 22 ee 71 Digital IS ient tt tes 72 Editing 2 eee enters 70 Multiple Contact Records 69 Searching di mRP 73 Contact Records ecin 67 Contact Search Center Activating 81 Creating Filter 2t 78 Drilling down eene 73 Filters Greatlhg 5 ecce erue 78 Editing 78 Optimizing EE E 77 Previewing saved searches 81 Searching lean 74 Contact Search Center
8. 4 To view field values stored in another database click the tab containing the values to view 5 To display data in the Sync Spy for another contact click the Contact Record and scroll through the database 186 Synchronization 6 Use the local menu to access Find and Output options Using the Synchronization Wizard About the Synchronization Wizard Use the GoldMine Synchronization Wizard to synchronize with another remote GoldMine system using an IP Network connection or Internet e mail GoldMine can initiate or accept a connection from a remote GoldMine system and perform the synchronization by transferring data across the selected carrier Save settings in a profile for use in future synchronization sessions The wizard lets you specify the settings needed to synchronize with another site Synchronize data in one direction to send new leads to a salesperson or synchronize bidirectionally to let a traveling salesperson exchange data with the home office To use the Synchronization Wizard you must Have Internet e mail configured in GoldMine if sending and retrieving transfer sets by e mail Subscribe to a dynamic Internet Protocol IP or for frequent synching via the Internet a static address A dynamic IP address is the standard type of address randomly assigned by an Internet Service Provider ISP to subscribers A static IP address must be specially requested To set up a static IP account contact your ISP Us
9. 719 555 5555 Select the username Select the user in the drop down list who will become the owner of the records and who the calendar and history activities will be assigned to Select one duplicate checking option Do not import duplicate records Does not import any records where the company contact and phone fields in Outlook match a GoldMine record Import all record to GoldMine Imports all selected records into GoldMine without checking for duplicate records Click Next The Contact Folder s dialog box appears To select Contact folders to import click Add The Select Folder dialog box appears Select a contact folder to import and click OK Repeat the process for each contact folder to import Click Remove to delete a highlighted folder on the Contact Folder s dialog box If not importing any contact folders click Next without adding folders to the Folder list Click Next The Calendar Folder s dialog box appears To select Calendar folders to import click Add The Select Folder dialog box appears Select a calendar folder to import and click OK Repeat the process for each calendar folder to import Click Remove to delete a highlighted folder on the Calendar Folder s dialog box f not importing any calendar folders click Next without adding folders to the Folder list Click Next The Calendar Options dialog box appears Data Maintenance and Management To set the date range of calendar reco
10. Configure the Free Busy tab Click Options and select Show Contact s to display the contact s free busy time on the Free Busy tab Change the Scan Dates and use Find Time to easily locate a compatible time for both parties without time consuming phone calls meeting requests or e mail messages This example shows the GoldMine settings and uses Outlook as the contact s default calendaring program Configuring user free busy settings Initializing user free busy publishing Reading a contact s published free busy time Scheduling based on free busy times Distributing your free busy URL to others GoldMine Edit gt gt Preferences gt gt Calendar gt gt More Options gt gt Free Busy ifb Automatically After the Free Busy tab is configured GoldMine begins publishing based on a specified time Manually Tools gt gt Publish Calendar gt gt Publish Free Busy Times Select Contact Record and then Edit gt gt Record Properties gt gt Contact Details gt gt Free Busy tab ifb Select Schedule gt gt select activity and configure Detail Resources and Free Busy Click Options and select Show Contacts Copy and paste the URL into an e mail message to send to a contact Outlook Tools gt gt Options gt gt Calendar Options gt gt Free Busy Options vfb Note See the Outlook online Help for more detailed information Automatically After the Free Busy Options are configured Outlook begins publis
11. False Do not perform the action and do not proceed to the next sequential event Once GoldMine completes the sequential events it processes the next track for the Contact Record or if there is no track to process GoldMine goes to the next Contact Record When creating an Automated Process define the track then allocate the events triggers and actions to the track Example of the planning to do 208 Automated Processes New Prospect Welcome e 1x per Contact e Immediately Execute e Anyone can Attach Update Territory Rep Field e Preemptive e Condition e Update Field Sold Attach Customer Welcome Track e Preemptive e History will trigger e Attach Track Send Auto E mail e Sequential e Immediate Print Thank You for Interest Letter e Sequential e Immediate e Print Schedule TeleSales Rep Call e Sequential e 5 Days e Schedule Send Literature e Sequential e History e Schedule TU G An Aan Using the Automated Processes Center View 1 Select Tools gt gt Automated Processes gt gt Automated Processes Center The Automated Processes Center appears 2 Create or modify processes using tool and menu options Toolbar Tracks Local Menu Events Local Menu Process Options Update 209 GoldMine Corporate Edition User Guide Manage processes using these options Creating Tracks Creating Events Editing Tracks Editing Events Attaching Tracks Executing Tracks Deleting Tracks
12. GetSmart Firebird Genesys Genesis 2000 GlobalCall GoldBox GraphOn and GO Global Great Plains Hewlett Packard IBM Lotus and Lotus Organizer InaPlex and Inaport Intel Pentium and Dialogic Intuit QuickBooks QuickBooks Pro ITIL KNOWLIX LANDesk Linux Maximizer Enterprise Microsoft Active Directory Microsoft SQL Server ActiveX Outlook Windows Windows NT Visual FoxPro Microsoft Exchange Server and Microsoft NET Netcensus Netilla Netscape and Netscape Navigator Novell Netware and Groupwise OmniRush formerly FaxRush Oracle Palm MyPalm Palm Powered Palm Net Palm OS and PalmPak Pink Elephant Red Hat RightFax Rolodex Sage Line SaleMaker SAP Scansoft amp and SpeechPearl amp SPARC Sun Java and Solaris Sybase Symantec PCAnywhere and WinFax UNIX VNC Voxpoint Visor FrontRange Solutions Inc COMPANY CRM Division of Best Software Inc Adobe Systems Inc Apple Computer Inc Avaya Inc Computerese Borland International Inc Calyx Software Cisco Technology Inc Citrix Systems Inc Corel Corporation Business Objects S A dBASE Inc Financial Computer Support Inc Fast Search and Transfer SAS FirebirdSQL Foundation Incorporated Australia Genesys Telecommunications Laboratories Inc Genesis 20
13. Printer Generates the report and sends it to your designated printer T Click OK to generate the report Saving Reports with Data After previewing a report with specified Report Properties save report results as a file and access the information later 1 In the Report Center configure the Report Properties and preview the report Click Save ba The Save the Report to a Disk File dialog box appears Select the location Type a File name Select Native Format FRC in the Save as type drop down list Click OK The report saves to that location N Oo RON To view a saved report click View saved report on the Report Center toolbar Sorting Report Data Present data in order of selected field s GoldMine provides 3 levels of sorting for each report For example if you select Company as the first sort field GoldMine orders all the records in the report alphabetically by company name However if you select Zip as the first sort field GoldMine lists records by ZIP code GoldMine queries the database in the most efficient way available If you set up a multilevel sort or a single level sort on a field not already indexed GoldMine builds a report sort table This 169 GoldMine Corporate Edition User Guide additional step lets other users access GoldMine data while the report is printing and also speeds the printing process Note The Sorts option is only available for Contact Reports Analysis Reports and Other R
14. are recommended because data corruption may not be discovered for several days Only 1 or 2 backups may contain corrupted data Use tape or diskettes as a backup medium For added security and recovery keep a backup in secure offsite location a bank deposit Ensure you periodically update the backup Note Maintain regular backups of GoldMine contact data setup data and program files To back up contact data in GoldMine on an MSSQL database use a utility designed to back up SQL data Restoring SQL Databases To use the SQL restore utility find the SQL Server Enterprise Manager and right click the database name Select All Tasks gt gt Restore Database The SQL Server Restore dialog box appears Select the backup file to restore and click OK The Restore Progress window shows the restoration process status Using the GoldMine Maintenance Wizard Configure these maintenance options Indexing Ensures data integrity and quick access to the data in indexed fields Rebuilding and Packing Creates fresh data files and builds tables then repacks the database minus deleted records Sorting and Verifying Sort reorders records in the tables based on the most used indexes Verify checks data for readability It checks to see if all fields in the synchronization records of the database files are populated and for any duplication of unique fields Important Always back up your database before maintaining GoldMine 1 Select File gt
15. 7 Resources Reports Contact Set TLoas M InfoCenter Primary TLogs System Logs TH Import Export 7 Databases Directory E Leads Analysis Opportunity Manager PT Leads Distribution Reset All lt Back Next gt Cancel 17 Click Set All 18 Click Next The Database Access dialog box appears 19 From the Allow access to drop down list accept the default public This grants access to all users and groups 20 In the Contact set code text box type a unique value such as GM7 L 21 Clear the Allow database access only from this GoldMine installation check box 22 Click Next The Creating Database Files dialog box appears 23 Click Finish The status dialog box appears When complete a message appears asking if you want to open this new database now 24 Click No Database Alias Manager About Database Alias Manager The Database Alias Manager lets you establish an alias for each database management system used with GoldMine An alias is required to connect your database to the application It tells GoldMine where to find the database collecting information from which to build the ADO connection string Use the Manager if you are already using an existing or multiple databases with GoldMine It imports any existing MSSQL BDE aliases Note The Database Alias Manager creates the alias and the shell only two of the three stages for creating a database If you are creating a new database use
16. Automated Processes ixn tegit ot n tet ert te ett 207 About Automated Processes ssssssssssssee eene enne rrr en nennen enne nnns 207 Designing Automated Processes ssssssssesseeeeee eene nennen nennen ener nenne 207 Using the Automated Processes Center ssssssesseeeeeeene eene 209 Working with Automated Processes sssssssseeee nennen nere 210 Creating Tracks eie eee tee ede ete e leet ees 210 Creating Events es atibus ete e Pbi terete eb epe Chute reete ebore deed ds 211 Attaching Tracks to a Contact i eara mener nennen 211 Exec ting TEacks 2 ertet dno eigi tpe de te e ted daniel ee 212 Removing Attached Automated Process Tracks sssssssseeeem 213 Opportunity Trigger Dialog Box ennemis 214 Project Trigger Dialog BOx ie nie aie a ede dei e edet ius 214 Server Agents cx ote tte tete hibet edicta ERE E T 217 About the Server Agents Administrator sss eee 217 Starting the Server Agents tette Ad LARGE RERO ERR 217 Marketing Tools ett irr emenda melee rte ted 219 About the Leads Management Center enne enne 219 Using the Leads Management Center eene nens 219 xiii GoldMine Corporate Edition User Guide About the Campaign Management Center sssssssssseeee ener 219 Using the Campaign Management Center ssssssssssee eene mene 220 Using the Campaign Creation Wizard ssssssseseeen
17. Create New Database Test Connection Cancel In the Alias Name text box type GM7 Leads From the Server Type drop down list select MSSQL MSSQL and Firebird are available In the Host text box type the name of the computer hosting the database In the Database text box type GM7 Leads In the Owner text box type dbo typical for MSSQL aliases In the Login text box type the username for the database such as sa In the Password text box clear the asterisks and type the password for the database such as sa Click New Database to register the alias It notifies you if the alias was created successfully 11 12 13 14 15 16 120 Click OK The Database Alias Manager dialog box reappears Click OK The Create GoldMine Database dialog box reappears Select the Create a new contact database check box to create a new Contact Set From the drop down list select GM7 Leads the alias just created Accept the default Rehost individual tables Click Next The Rehost Selected Tables dialog box appears Data Maintenance and Management j Rehost Selected Tables x You can index specific data files within a database to save time when only one or certain file indexes need to be regenerated Contacti E Calendar Mail Box Contact2 F2Lookup M Tracks Contact History E Fields Personal Conts Contact Supp E Filters Scripts Contact Groups F Forms Sync Files User Defined Fields
18. Digital Signatures ss 94 96 Document Management Center ADOUE oit c aba e i eed 83 AGING nitidis 83 235 Editing ic ee ette bee 84 E ifiall i tette 88 Pririting ice dete 86 Wizard 2 eir eerie 61 Documents Prilitllig 22 rh thru 86 Template Srinata air 83 84 DOS NOt6S iiini ete atte dd 133 Duplicate records 67 140 E Editing Contact records 70 Custom screens ccein 19 Documents eseeeee 84 100 Field Properties sssssss 24 Filters cae et at 78 GM View sssseeeeeeeenet 19 28 252 Literature Fulfillment Center 100 101 Primary fields essssssss 19 Record types re 13 Rep otts s Einbau rts 168 E mail GOenter c sor PRU 88 CONTQUIMING icici 2 Loc enr reet rennen 90 Encrypted ine DRE aes 96 Reading Digital IDS 2 nets 96 Reading 2 ice cs 93 IRetrieving nitide 92 Rules 24 aeu 94 Sending Digitally SIQNed c ceeeeeeeeeeeeeeeeeees 96 Document Management Center 88 Encrypted iiss sim 96 Templates e 86 94 Encrypted oncidii a EIDEM 96 Events em n ecations 211 Examples Lookup ini em a ees 42 Excel Templates sss 235 Using etes 222 Executing Tracks eerren 212 Exporting Considerations essesss 131 Export Wizard ssssssssss 132 AM eo
19. Right click the left pane and select New Rule Set The E mail Rules Wizard appears 3 Type a name in the text box 4 To apply the rules to different types of messages select from Incoming E mail Outgoing E mail Incoming and Outgoing 5 Click Next The Edit Rule Conditions dialog box appears 6 Select ALL of the following conditions must be true or ANY ONE of the following conditions may be true T To define or change a condition click New or Edit The E mail Rule Condition dialog box appears To delete a selected rule condition click Delete 8 Click Next The E mail Rules Actions dialog box appears 9 After configuring actions click Finish GoldMine adds the rule to the selected rule set The name of the rule appears in the left pane under the rule set The selected conditions and actions of the rule set appear in the right pane Using Encryption and Digital IDs Using Digital IDs with E mail Messages If you and your contact use digital IDs to verify signatures and send encrypted e mail messages use GoldMine to configure your Internet Preferences and the Record Properties gt gt Contact Details gt gt Digital IDs to include necessary information for S MIME enabled e mail Your digital ID also known as a digital certificate is a file sent with an e mail message identifying you as the authentic sender Digital ID certificates are files issued by a certified security authority such as VeriSign Inc or from your Microsoft
20. Select Schedule gt gt an activity The Schedule an activity dialog box appears Complete the Details tab with the appropriate information On the Details tab select Send a Meeting Request to the contact On the Users tab select the GoldMine users to include in the activity On the Resources tab select the resource s to schedule with the activity gua co N c 201 GoldMine Corporate Edition User Guide 6 Onthe Recurring tab select the date span frequency and monthly schedule of a recurring activity Note Outlook is unable to resolve the Skip Weekends option in GoldMine If you are sending a recurring meeting request to Outlook users do not select skip weekends in GoldMine T In the Group Schedule tab select the group of contacts to send the meeting request to 8 After configuring scheduling options click Schedule A meeting request is sent to all participants Responding to Meeting Requests You can respond to a meeting request in your e mail you can respond several ways 1 In your GoldMine E mail Center double click to display the message in a window 2 From the e mail header select one option Accept Accepts the meeting date and time and creates the activity in your calendar Displays the Meeting Request Reply dialog box Tentative Tentatively accepts the date and time Displays the Meeting Request Reply dialog box Decline Declines the meeting Displays the Meeting Request Reply dialog box
21. Synchronization 5 Click Next The Finish dialog box appears 6 Click Finish and the Welcome to the Process Wizard dialog box appears or right click on the server name and select New The Welcome to the Process Wizard dialog box appears Creating Server Processes Use the Process Wizard to configure processes you are running on the GoldSync Server 1 In the GoldSync Administration Center right click on the server name and select New from the local menu The New Process dialog box appears 2 Select the Server and the Process Type from the drop down lists 3 Click OK The Welcome to the Process Wizard dialog box appears 4 The Welcome to the Process Wizard dialog box displays the Server Name and the Process Type you are configuring If you are continuing from the Server Wizard you start on this dialog box 5 The Process Name displays the process you are configuring Click Next If configuring IP to IP Network or Shared Directories the Number of Connections dialog box appears f configuring E mail Scan for incoming transfer sets the Incoming E mail Settings dialog box appears f configuring E mail Sends outgoing transfer sets the Outgoing E mail Settings dialog box appears Running GoldSync as a Service When your GoldSync server is running on a computer with a Windows 2003 Server Windows XP or Windows 2000 Server operating system run GoldSync as a Service A service runs an application in the background Ru
22. T Select Merge Calendar History and ContSupp records to move this data to the surviving Contact Record from the purged record This option moves data from these records Calendar History Additional contact Referral Detail 142 Data Maintenance and Management 8 Click Next The Save the Merge Purge Profile dialog box appears Merging Visible Contacts You can merge two or more visible contact records The active Contact Record is updated with information from the other record The non active contact is deleted 1 Select View gt gt New Contact Window A second contact window opens 2 Display the second record you are merging Make the record you are keeping in the database the active Contact Record 3 Select Tools gt gt Merge Purge Records gt gt Merge Visible Records The Merge Purge Visible Contact Records dialog box appears 4 The dialog box reminds you that the active Contact Record will survive Information from the other records will be consolidated on the surviving record and the other records will be deleted 5 Click Yes Merging Tagged Records You can consolidate information from all tagged contact records into one contact record IMPORTANT GoldMine updates the first tagged contact record and deletes all other tagged contact records 1 Tag the records to merge 2 Select Tools gt gt Merge Purge Records gt gt Merge Tagged Records The Merge Purge Tagged Contact Records dialog box appears 3 Th
23. The Installer should be sitting in a folder named Installers under the plug in directory Plug in Security Using GM ini or the User ini a user or administrator can block the use of plug ins altogether block individual plug ins and add user specific directory for more plug ins GM INI has precedence over the user INI file Two methods are available 56 Customizing Optimistic PlugIns allow by default 1 Pessimistic Plugins deny by default 1 allow by default 0 is the same as deny by default 1 and vice versa If the keys are missing the method is assumed to be Optimistic If Optimistic you only need to add blocked plug ins to the INI files If Pessimistic you must give a plug in permission to run To block with Optimistic Plugins allow by default 1 or deny by default 0 EVIL PLUGIN 0 To allow a plug in with Pessimistic PlugIns deny by default 1 or allow by default 0 GOOD PLUGIN 1 Adding a Local Plug in Directory By default the plug in directory is under SysDir Plug ins For server installs this means that all users have the plug ins under that folder If users want to add their own local plug in directory they could add it to the user INI PlugIns LocalPath c personal GMPlugIns The user still gets the global level programs assuming they are not blocked so ensure there is no duplication Security The ShowActvForCurtained setting in GoldMine section of the GM ini file l
24. Tip We recommend using the copy feature only Copy and verify the data in the new contact set and delete the data in the originating data set 9 If you selected Move Records select Sync Deletions to mark moved records as deleted Selecting this option marks the Tlogs for the records as deleted and GoldMine does not recognize attempts by another GoldMine system to resynchronize the records 6 Click Details to read a description of the Sync Deletions option 185 GoldMine Corporate Edition User Guide T Click Go The Copy Move begins The Process Monitor displays progress in the process Using the Sync Spy When synchronizing records you may need to use the Sync Spy to check the records updating in the sync logs Use Sync Spy to view the sync stamp log stamp field name and user Note With Sync Spy you determine if there is a sync stamp for the field and whether you set the cutoff date back far enough The Sync Spy window contains an upper and lower pane The upper pane is summary information for the active Contact Record The lower pane reflects the information stored in the Contact file Tlogs ContTlog This log file holds synchronization information for the contact set Each contact database has its own ContTlog file 1 Select Tools gt gt Sync Spy The Sync Spy window opens On the Contact Record for which you are checking the updates click the field in question Database Name of the database you are currently evaluating
25. When closing the sale GoldMine moves the record into the contact s History tab Scheduling and completing a forecasted sale is similar to scheduling and completing other types of activities However forecasted sales differ from other activities because they involve a product or service an anticipated sale amount and the probability of closing the sale Some transactions involve one salesperson and one client for a relatively brief period while others involve multiple components and require the coordinated efforts of a team over a relatively long sales cycle View sales on these levels Individual sales Assigned to a single user and involve the sale of a product or service to a single contact GoldMine provides tools to schedule or forecast an individual sale The tools also help managers assign and analyze sales quotas Complex sales Involve multiple participants over a longer period and typically involve multiple components of products or services bundled as a package individual sales can be planned tracked and recorded as part of a complex sale A complex sale is known as an opportunity Scheduling Forecasted Sales A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts Forecasted sales are different from other activities because they include a product or service an anticipated sale amount and the probability of the sale closing 1 With the contact to scheduling for
26. doc file The dynamic fields display data from the active GoldMine Contact Record Saving the document as a template Select File gt gt Save as from the Word menu Save the template as filename dot If you are using this file as a Word template in GoldMine save it in the GoldMine Template folder Note If you are sending a mail merge to a group of contacts using GoldMine Plus for Microsoft Office and a required field is not populated in a contact record an error message may appear Ensure all required fields are populated Tip For information on setting preferences in GoldMine Plus for Microsoft Office see Setting Preferences in GoldMine Plus for Microsoft Office Exporting to GoldMine From Microsoft Excel Once GoldMine Plus for Microsoft Office is installed data can be exported from Microsoft Excel to your GoldMine database using new menu options in Excel GoldMine Plus for Office adds an export feature to the GoldMine menu in Excel Use this menu option to map Excel columns to GoldMine fields and initiate the export process Important Backup your database before beginning Note Before proceeding with the export verify that phone numbers are formatted consistently and make changes as needed The format of the phone numbers in your Excel spreadsheet must be the same for the Excel ODBC to interpret the numbers correctly If formats are inconsistent the ODBC driver interprets all the values in the column as null and you lose phone
27. enter the name of the field to be used next to the question number on the worksheet Most fields in the contact record can be used to store script responses Now you are ready to enter the script in GoldMine Creating Telemarketing Scripts 1 Select View gt gt Sales Tools gt gt Scripts The Telemarketing Script dialog box appears 2 Click Maintain Scripts The Branching Scripts Listing dialog box appears Using Telemarketing Scripts Use telemarketing scripts to construct structured dialogs with customers 1 Select View gt gt Sales Tools gt gt Scripts The Telemarketing Script dialog box appears Note All the responses you log while using the script are applied to the current Contact Record 2 Select the script in the Script drop down list and begin asking questions Update fields as needed Customizing Auto dialer Settings With the advent of multiple area codes in metropolitan areas and telephone dialing capabilities in computers GoldMine developed a method for differentiating between local and long distance 102 Contact Communication calls letting GoldMine users dial the phone using the modem in a computer without entering special dialing codes A user created configuration settings file called predial ini that is placed in the GoldMine folder handles the differentiation between local and long distance calls The file consists of four sections City Prefix Suffix and PBX Each section is scanned in the lis
28. licensed with the correct licenses E license S and Y licenses and G licenses Systems with U licenses do not have access to the GoldSync Administration Center The GoldSync Administration Center is the point of access for the site groups sites servers and processes servers perform as defined for each site group View 189 GoldMine Corporate Edition User Guide tS GoldSync Administration Center Wi 35 ge X va Site Groups Eg Network Synchronization E Accept incoming connection create T set in advance Y Filter ALL Contact Records Site USERNAME username 8 One button Sync Profile lt Usemame gt One button Servers J GOLDSYNC SERVER QB IP to IP Network Sh IP to IP Network Initiate remote connections IP to IP Network Accept incoming remote conne By E mail i E mail Sends outgoing transfer sets _ E mail Scan for incoming transfer sets a9 Shared Directories Shared Directories Create retrieve transfer sets Description Name Sync Type Enabled Site Codes Send Changes To Remote Receive Changes From Remote Delete Filter Contact Cutoff Next Scheduled Sync Last Syne lt C There are no logs Value USERNAME username Accept incoming connection cre Yes Yes Yes none 10 14 2003 10 25 AM 10 14 2003 10 25 AM 1 Select File gt gt Synchronize gt gt GoldSync Administration Center The GoldSync Administration Center window appears 2 Configure or
29. lt PlugInDef gt lt ProgID gt myApp ClassInstance lt ProgID gt lt Installer gt myAppInstaller exe lt Installer gt Description Language Locale 1033 IsDefault 1 gt lt Name gt G Mail lt Name gt 55 GoldMine Corporate Edition User Guide lt Publisher gt Google lt Publisher gt lt Description gt Launches Google s Gmail Service lt Description gt lt Menu gt Launch GMAIL lt Menu gt lt Language gt lt Language Locale 4000 gt lt Name gt eegay ale may lt Name gt lt Publisher gt oogle Gay lt Publisher gt Description aunches Lay oogle Gay s eegay ale may Urvice Say lt Description gt lt Menu gt aunch Lay eegay ale may lt Menu gt lt Language gt lt Description gt lt OnDemand gt 1 lt OnDemand gt lt Startup gt 1 lt Startup gt lt MultipleInstance gt 0 lt MultipleInstance gt lt Modal gt 0 lt Modal gt lt DefaultPos gt lt top gt 50 lt top gt lt left gt 50 lt left gt lt DefaultPos gt lt DefaultSize gt lt width gt 800 lt width gt lt height gt 600 lt height gt lt DefaultSize gt lt Visible gt 1 lt Visible gt lt PlugInDef gt PlugInDefs ActiveX plug in details Although it is very similar to the HTML plug in description there are 2 primary differences the ProgID and Installer nodes instead of the URL and QueryString nodes The ProgID is the ProgID for your ActiveX control and the Installer is the installer name for the application
30. perform mail merges and run Automated Processes Click the Configure Web Import button on the toolbar A wizard appears Use it to create the HTML form and the script for Web imports Web import capabilities help you collect contact information from interested visitors directly from your Web site to feed that into marketing campaigns Using the Campaign Management Center Create modify or delete campaigns using the Campaign Management Center Use the Toolbar or Navigation Pane Menu to access actions 1 Select View gt gt Marketing Tools gt gt Campaign Manager or click View and manage Campaigns on the Getting Started toolbar The Campaign Management Center information page appears 2 Click OK The Campaign Management Center dialog box appears 3 Options Create Campaigns Clone Campaigns Rename Campaigns Create a New Campaign Task Complete a Campaign Task Delete Campaigns Delete Campaign Tasks Modify Campaign Properties Using the Campaign Creation Wizard Provides an organized stream of activities for conducting a marketing campaign Options are importing Data Import leads and contacts from a variety of data sources Mail Merge Communicate with contacts using GoldMine s document envelope and label templates E mail Merge Communicate with contacts using predefined e mail templates through queued Internet e mail messages Call Schedule outgoing telephone calls to initiate contact or follow up i
31. subsection in the Lookup ini that updates this field 3 Select Update with dBASE Expression and type a dBASE expression in the text box Example Updated 5 15 2003 4 Click OK Using the Lookup ini to Launch External Applications Automatically launch external applications for further processing to occur outside of GoldMine after record data is changed OnNewRun Sets up external applications for each type of contact related record OnEditRun Launches applications when a record is changed Records in Contact1 Contact2 Cal ContHist and ContSupp can be considered by the OnNewRun and OnEditRun sections Set up specific record types in Cal ContHist and ContSupp to launch different applications by appending the rectype to the table name 41 GoldMine Corporate Edition User Guide Example OnNewRun Cal S SaleCApp exe Cal C CallCApp exe Cal CalApp exe ContHist S SaleHApp exe ContHist CI InCallHApp exe ContHist HistApp exe ContSupp P ProfileApp exe Contact1 NewContact exe Otherwise AnyApp exe AppendRecNo 1 DisableFromAP 1 Or specify entries under OnNewRun and OnEditRun for each contact related record and record type GoldMine first checks for a specific Rectype entry then for a general table entry not suffixed with a Rectype Example when a sale is completed check for ContHist S If no ContHist S check for the general ContHist If no ContHist entry check for Otherwise Thus GoldMine launches
32. xiv Table Of Contents Inter p ET 237 Integrating with HEA T aeter eol tete Leste ede eoe ended aie 237 About Integrating with HEAT sse eene nennen nennen 237 How the HEAT Integration Works saine AE ARR emere nnns 238 Launching HEAT from GoldMine ssssssseeeseeeneen nennen nennen 238 Ticket Transfer Utility with HEAT Integration ss mme 238 Integrating witli NET 2 5 cout rt cu re cott Hte e LH ERE E age Eo P e et ns 239 Integrating With NET nn Pot ROB eod ete is 239 E S Sle d ERE 241 hg 249 XV FrontRange Solutions Inc FrontRange Solutions is the leading provider of service management and CRM applications designed specifically for the small to medium sized enterprise and distributed enterprise markets The FrontRange suite of business solutions including award winning GoldMine and HEAT software is designed to provide integrated applications that drive customer loyalty employee productivity and sales effectiveness and build extraordinary relationships FrontRange Solutions is headquartered in California with offices in Colorado United Kingdom Germany South Africa Australia Singapore and China For international locale information refer to the Global Sites area of the FrontRange Solutions Web site Worldwide Headquarters 5675 Gibraltar Drive Pleasanton CA 94588 USA Phone 1 800 776 7889 For information about GoldMine amp HEATG and FrontR
33. 155 Opportunity Trigger Dialog Box 214 Optimizing Contact Search Center TT Org Chart Creating cec ee 82 Org Chart 25er tet ete di 81 Organization Chart see Org Chart mii te 81 Outlook Converting sse 138 IMPOMING eiie ttt 138 Qutlook eT tee ae 183 Outlook Conversion Wizard 138 P Pali ici E Motion aon 183 Personal Rolodex sssssss 104 Plug ins ADOUL n n ten iter dia eed 53 ActiveX Controls ieee 53 256 Adding a Local Plug in Directory 58 Description File sesssssss 54 HTML Integrations 54 SOCUIILY nice obiter p Edd 57 Pocket P G nhe RD s 183 Previewing RREPOMS c ia ii Gs 169 Saved searches 81 Previewing ierit netten 169 Primary Fields Views Changing 3 32 eR 19 21 Greating ccs eere 21 Deleting eiiie petens 22 MIGWS P eio it T Te 20 Printing Correspondence cccceceeeeeeeeeeees 83 Envelopes and labels 86 Reports Rote nets 169 Printing epe 86 Private Key i eene n i ign 94 Process MORIILOT aa a iie aaa 144 Project Trigger Dialog Box 214 Projects Creating irene ere ee 160 Manager etate 158 Wizard ettet 159 Projects oisi nie A 155 Pu KOV iiit 94 Publishing Calendar information 202 Free busy times
34. 171 GoldMine Corporate Edition User Guide Note The ADDRESSS3 field data found in the GoldMine CONTACT 1 table is included in those macros that return address information Calendar Printouts Section Only 172 amp Detail1 Displays the information that has been specified in the Options window for the report amp Year Returns the value of the current year in four digit format such as 1998 The macro will also return the value of the year for all dates within the specified date range under the report s options For example if the date range is set as 01 01 95 to 01 31 97 the macro will return all values that fall within the date range i e 1995 1996 and 1997 amp Month Returns the numeric equivalent of the current month For example January 1 February 2 etc The macro also returns the value of the month for all dates within the specified date range in the report s options For example if the date range is set as 10 01 96 to 01 31 97 the macro will return all values that fall within the date range i e 10 11 12 and 1 amp CMonth Returns the name of the current month For Example January February etc The macro will also return the value of the month for all dates within the specified date range under the report s options For example if the date range is set as 10 01 96 to 01 31 97 the macro will return all values that fall within the date range i e October November December and January amp CMonthYr Return
35. 5 Select Private if the completed action will be available only to the selected user 6 Select the Product in the F2 Lookup list 7 In the drop down list select the Opportunity Project to associate the sale with 8 Select the Code from the F2 Lookup list 9 Select the Result code from the F2 Lookup list 10 Type the number of product Units sold 11 Type the Price of each unit 12 The Amount field automatically calculates the total based on the entries in the Units and Price 13 Select Closed Sale or Lost Sale in the Success drop down list 14 Type any Notes related to the sale 15 Select Schedule a Follow up and the follow up activity in the drop down list 16 Click OK After completing a sale GoldMine changes the forecasted sales record into a history record View the record in one of these 146 Sales Management Contact Record The sales record moves from the Pending tab to the History tab Activity List The sales record moves from the Forecasts tab to the Closed tab Also see the completed sales record in the Real Time tab Calendar If you configure the Calendar to show completed forecasted sales the sale record appears in the Day tab or the Week tab on the date completed Using Analysis Tools Using Forecasted Sales Analysis Generate an analysis of forecasted sales activities in the database To access this analytical data select the Forecast tab of an open Activity List and right click Select Analy
36. Center eene emen 98 About the Literature Fulfillment Center sssssseeneenem emen 98 Adding Documents to the Literature Fulfillment Center ee 99 Editing Documents in the Literature Fulfillment Center ssem 100 Fulfilling or Rejecting Scheduled Literature Requests sse 100 Fulfilling or Rejecting Queued Documents sssee meme 100 vii GoldMine Corporate Edition User Guide Editing Scheduled Literature Requests ssssessseeee eme 101 Using Telemarketing Scripts sse eene enne nennen nnns 101 About Telemarketing Scripts sssssessseeeeeenen A EARE AA SAARET TA 101 Creating Telemarketing SCripts seeriad a ranei AEA EA T EAE RETR 102 Using Telemarketing Scripts conia a a R aii acai eH RH ERR en 102 Customizing Auto dialer Settings ssssessseeeenm emen enne 102 Making and Answering Calls with SoftPhone sssssseseeeee emen 103 About SottP hone tenete editam nta it 103 Using SoftPhone EE 103 Using the Personal Rolodex ee tete pet haved e tete Re sheen hiner etes 104 About the Personal Contacts sssssssseseeneee ener ener nen 104 noirs EET 105 About Actlvitles oet oe iot eet e d M 105 Benefits Of USING Activities aote ite toot Hee bmx epo bea eee ebur iba cuc ipM eed utt 105 Scheduling and Completing Activities mmn 105 About
37. Closed compares the number of completed sales as a percentage of completed call activities The average sales value per completed call activity also displays Analyze Calculates the totals in the display Close Closes the dialog box Print Prints analysis results Using Territory Realignment About Territory Realignment Use GoldMine to reassign large groups of contacts and scheduled activities from one user to another Use the Territory Realignment Wizard to manage dynamic sales territories assign existing contacts to a new sales representative based on user defined criteria or change the contact base for a sales representative reassigned to a different territory Then select settings for synchronization updating the databases of sales representatives working in the field Use the Territory Realignment Wizard to Assign a set of existing contacts to users based on a filter or group Reassign activities from one user to another user Globally update fields relevant to a territory realignment Set up synchronization to update the databases of remote users affected by the realignment Important We strongly recommend you back up data before performing territory realignment Note To reassign contacts and scheduled activities build a filter or group containing the contacts associated with the sales territory to be realigned If no filter or group exists create one now By default GoldMine tracks and stores the filtered records
38. Contact list click New Complete the various drop down boxes and text boxes as needed Contact Management 7 To remove a URL from the pane select the contact and click Delete 8 Click OK to close and save the URL Important If accessing a contact s free busy time on an http location you must configure the Internet Information Services to accept ifb More Searching for Contacts About Searching for Contact Records When working in a large database trying to locate a contact or for information on a Contact Record by scrolling through the Contact Records one at a time is inefficient and time consuming To facilitate efficient searching use these options Contact Search Center Locate Contact Records using features of the Contact Search Center Lookup Menu Search using options on the Lookup menu Indexed fields E mail addresses Additional Contact Names Detail fields Filters SQL Queries Values in primary contact fields Values in all fields Values in fields below tabs Values in the Notes Location of the record Record number displays n a by default Tip A search using a Lookup menu command depends on the label assigned to the field For example if you change the label on the Company field to Corporation the Lookup menu command to search this field appears as Corporation Drilling Down Within a Saved Search Limit the results of a saved filter or group being previewed by creating and adding additional
39. Create New User Create a new user Update Existing User Select the name of the user you are editing in the drop down list 5 Click Next and use the dialog box to create or modify these user settings depending on whether you selected Create New User or Update Existing User GoldMine Username If creating a new user type the user name up to 8 characters in the text box User s Full Name Type the first middle and last name as appropriate for your company Temporary GoldMine Password Type a password the user uses when logging into GoldMine Note The user may change the password in the Personal tab of the Users Preferences dialog box 6 Select Enable Master Rights if you are granting the user unrestricted access to GoldMine features and settings except other users Personal Contacts and PersonalBase in the InfoCenter Important Only GoldMine administrators or other authorized individuals should have Master Rights T If using GoldMine with a SQL database type the MS SQL Login Username and MS SQL Login Password in the respective text boxes 8 Select Add a QuickStart Wizard icon to the GoldMine Taskbar for the icon to appear on the taskbar selected in the drop down list 9 Click Finish The GMQSW dialog box appears New or edited user settings save 10 Click Yes to add another user Click No to return to the QuickStart Wizard dialog box 11 Select another option or click Done 64 GoldMine Users About Us
40. Edition users In comparison information displayed in the GoldMine Corporate Edition Details tab is stored in the ContSupp table Information is transferred here using the Sales amp Marketing Ticket Transfer feature The ContSupp Table The ContSupp table stores information about a GoldMine Corporate Edition customer s additional contacts and e mail addresses for all contacts Additional contacts display in the Contact tab in the Customer window Note The e mail addresses that autofill in the Contact1 Profile and Subset forms in HEAT Call Logging cannot be modified Launching HEAT from GoldMine If using GoldMine with an E License and you configured HEAT integration launch HEAT from GoldMine 1 Select File gt gt Login to HEAT 2 Call Logging appears Ticket Transfer Utility with HEAT Integration If using GoldMine with an E License on an SQL database and you integrate with HEAT the processes work together as shown 238 Integration Ticket Transfer Utility gt Ticket Transfer AAN eas Ticket Transfer HEAT Call Logging iyi ah E E Baaaes HEAT Administrator Legend ODBC MENM ADO EENEI 1 Data flows two way between the databases and the applications using ODBC between the HEAT database and the HEAT modules It flows between the GoldMine SQL database and the GoldMine application by way of the ActiveX Data Objects ADO 2 Contact information is vali
41. Exchange Server administrator Digital IDs have an expiration date and must be renewed periodically to remain valid A digital ID typically contains Your name and e mail address as a digital signature Your public key 94 Contact Communication Expiration date of the public key Name of the Certification Authority CA who issued your Digital ID Serial number of the Digital ID Digital signature of the CA Using Digital IDs A digital signature provides security by verifying the message originated from a specific person and that the message has not been altered A digital ID also works as a message encryption method Digital ID encryption scrambles a message with a recipient specific algorithm Public and Private Keys The digital ID encryption uses a system of key pairs that include a public key used to encrypt a message and a private key used to decrypt a message The sender of a secure e mail must have the recipient s public key to encrypt the message When the message is received it is decrypted using the recipient s matching private key Using GoldMine you can exchange encrypted e mail messages with a contact You must have the contact s digital ID that includes his or her public key and the contact must have your digital ID that includes your public key In GoldMine you must then import the contact s Digital ID using the contact s Record Properties gt gt Contact Details gt gt Digital IDs tab and import your Digital ID using y
42. Key1 is Equipment If it is Equipment display the Equipment record otherwise display the Standard record type Creating Record Type Rules Based on Field Values Use Record Type Rules to determine the record type that displays Define the rules by field values dBASE expressions or make them inactive Field value based rules are the easiest to use and are required for creating new records based on record types To create field value rule select Field value based on the Rule Definition for Record Type dialog box Field value based rules evaluate the value in only one field at a time but can trigger the display of different record types depending on the value in the field The dialog box displays field names values and record types 17 GoldMine Corporate Edition User Guide Rule Definition for Record Type GoldMine allows you to optionally define rules for displaying the available Record Types and their associated Primary Fields Custom Screen and GM View tab folders To determine how your Record Type s will be displayed please choose from one of the options below Rule Definitions Field value based dBase Expression resul based Inactive disable rules First please choose the field to evaluate in this rule Next chose the value required for the rule to be applied Field Name Acct Type Key Lastly please specify which one of the following Record Types will be displayed based on this Acct Type fiel
43. Note When the Meeting Request Reply dialog box appears select Send reply Edit reply before sending or Don t send reply Propose new time Sends a counter proposal to the meeting organizer Displays the activity editing dialog box where you change the date and time of the meeting then send an updated Meeting Request to the contact View Calendar Displays your calendar for the date of the received meeting notice so you can check your schedule before accepting If you accept the new activity appears in your Calendar GoldMine updates according to the option selected Sharing Calendar Information About Sharing Calendar Information GoldMine enables several calendaring options including sharing your free busy times or publishing your entire calendar Also access a contact s shared calendar Sharing GoldMine User Calendars 202 To publish your calendar as ics and htm select Preferences gt gt Calendar gt gt More Options gt gt Publishing tab To automate with Server Agents select Tools gt gt Server Agents gt gt Agents Administrator gt gt Calendar Manually publish by selecting Tools gt gt Publish Calendar gt gt Publish Calendar s To publish your free busy time as ifb select Preferences gt gt Calendar gt gt More Options gt gt Free Busy tab Manually publish by selecting Tools gt gt Publish Calendar gt gt Publish Free Busy Times ifb is an iCalendar standard extension Calendars To export your calendar as ics
44. One button Synchronization dialog box appears indicating the GoldSync administrator has configured your system for One button Synchronization 2 Click Sync The Process Monitor appears indicating synchronization status Creating One Button Synchronization Profiles 194 Synchronization Use the One button Sync Profile Wizard option after creating site group members or from the GoldSync Administration Center Sites local menu One button synchronization profiles include the Instant Sync option to remind undocked users to synchronize when it detects a network connection 1 In the GoldSync Administration Center highlight the site right click and select New One button Sync Profile The Welcome to the GoldSync Site One button Sync Profile Wizard dialog box appears 2 Type the descriptive name of the profile in the text box Click Next The Connection Method dialog box appears 3 Select a connection method Connect to remote using IP to IP Network method Send a transfer set to remote by E mail 4 Click Next The Connect Send E mail to Remote dialog box appears for Connect to remote using IP to IP Network or Send transfer set to remote by E mail Retrieving One Button Synchronization Profiles When the GoldSync administrator creates or makes changes to your One Button Synchronization Profile he can e mail you the profile One button synchronization profiles include the Instant Sync option to remind undocked users to synchronize
45. Saving with data sssssss 170 Sorting OA ir a 170 Usilig sss crt en a 163 MIeWilDg iaceat arre ut dee eet ador 171 REPOS ic Deru en aec oda aene 171 Reports Center see Reports 161 Resources Auto Updating seeeesesss 221 Creating m nieaniopmaso ete 222 Viewing Schedule 221 222 R6SOUICGS eade Lees orsus 221 Restori sic e dele ees 125 Retrievihg reine Ghd 195 Rolling Up see Org Chart i ueste ie die 81 Rules E ttiall isi team RE 94 Running GoldSync Service ssuuss 193 258 Tracks inde ees 212 S Sales Managing i ue tb neige 145 Sales Analysis 150 Saving Query parameters sssssss 79 Reports with data sss 170 Schedule Literature Requests 100 Scheduling Forecasted Sales sss 145 Free Busy URLs ssss 200 Using Calendar ssssss 199 Sclieduling o ie ote trees 105 Scripts see Telemarketing Scripts 101 102 Searching All Elelds 2 tnit tod 74 Contact Records sssrinin 74 Contact Search Center 75 Lookup wizard ssssssesess 79 Security BEI 65 Selecting dens 141 Sending ioris 88 96 Server Greatlrig eater et 192 Processes soie onte ies 193 Server Agents see Server Agents Administrat
46. The text the user sees for a menu item OnDemand Determines if the plug in is added to the plug ins menu 1 True 0 False If false the item is started up with GoldMine StartUp Determines if the item is started up with GoldMine This is for situations where you want it to start but if the user closes the window you want them to be able to access the plug in via a menu 1 startup with GoldMine 07 don t start with GoldMine Multiplelnstance Determines if multiple instances of the plug in are allowed 1 allow multiple instances O false When false if the user chooses the menu item for that plug in GoldMine will bring that window to the front and give it focus non OnDemand Modal and non visible plug ins are automatically single instance Modal Determines if any action can occur outside of the window in GoldMine 1 Modal 0 Modeless Startup non OnDemand items cannot be modal Modal items are strictly single instance DefaultPos The coordinates where your dialog first appears This is only used the first time the plug in is run and is ignored for Modal plug ins which automatically center in relation to the GoldMine window DefaultSize Describes the height and width of the dialog box for first time use or for modal windows which cannot be resized Visible Determines if the user can see the window Not recommended for HTML based plug ins ActiveX Structure for the ActiveX plug in lt PlugInDefs gt
47. Types Administration Center appears Expand the Record Types Details tree and expand Custom Screens Select the Custom Screen to edit The fields appear in the upper right pane To change the name the tab or the access to the view right click the view name and select Edit The Custom Screen Profile dialog box appears Make necessary changes To edit field properties for example to make a field a required field right click the field in the upper right pane and select Edit The Fields Properties dialog box appears Make necessary changes Click Apply Changes A to apply the changes to GoldMine records Editing GM Views 1 2 Select File Configure Record Types Administration Center The Record Types Administration Center appears Expand the Record Types Details tree and expand GM Views Select the GM Views to edit The template name appears in the upper right pane and the view of the template displays in the lower right pane To change the name and edit the template right click on the view name and select Edit The Edit template name GM View dialog box appears Make necessary changes Click Apply Changes A to apply the changes to GoldMine records 19 GoldMine Corporate Edition User Guide Customizing Primary Field Views About Primary Field Views Primary field views are customized views of primary fields Primary fields are in the upper four panes of a Contact Record and are Contact1 fields Since moving thes
48. Use the following buttons to manage the resources in the Resource Schedule dialog Complete Displays the Complete dialog box where you enter information to complete the activity Delete Deletes the scheduled activity Selecting this option does not delete the resource Edit Displays the Activity dialog box such as Appointment where you edit basic information for the scheduled activity Auto Update Displays the Auto Update Resources dialog box Alternatively right click and select an option from the local menu Complete Displays the Complete dialog box Auto Update Displays the Auto Update Resources dialog box Resources Find Displays the Find dialog box Output to Output the schedule to the printer Word Excel or the clipboard Delete Deletes the selected scheduled resource Edit Opens the scheduled activity for editing 6 Click Close to exit the dialog box 223 My GoldMine About My GoldMine Use My GoldMine to view current information from GoldMine and from the Internet in a customizable window The My GoldMine desktop contains columns and sections you can personalize to display business critical content from the Web or from within GoldMine Personalize My GoldMine layout content and refresh rate Add and remove content from My GoldMine to optimize your efficiency and instantly access information such as stock quotes e mail weather pending activities or other relevant information for pl
49. Usethe InfoCenter toolbar to navigate and manage 3 View information by selecting a tab KnowledgeBase Maintains information created by for and about an organization and available to multiple users Note Depending on rights all users can potentially view all KnowledgeBase topics However only users with Master Rights can add edit or delete KnowledgeBase items PersonalBase Maintains information useful to an individual user that only the user can view and update The only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase What s new Presents KnowledgeBase items in reverse chronological order keeping users aware of current material Note GoldMine automatically adds topics to What s new as users add the topics to the KnowledgeBase This tab lists most recent KnowledgeBase topics first A user can view every topic to which read access rights are granted A user with Master Rights can open and edit a What s new topic To display What s New when logging on to GoldMine select Edit gt gt Preferences click the Misc tab then select Show What s New in the InfoCenter when logging in 4 Create edit and search the InfoCenter Set security and notification for users 5 Create and edit topic text and linked files See Adding HTML Text and Adding Attached Files 6 Click X to close 197 Calendars About the Calendar The Calendar works as a time management tool Quickly
50. a user defined field Move Up Reposition the selected field above other fields Move Down Reposition the selected field below other fields Click the Labels tab Follow instructions on dialog box Click the Tabs tab Select from these options owm For each tab title listed clear the associated checkbox to hide tab from view Move Up Reposition the selected tab above other tabs 155 GoldMine Corporate Edition User Guide T 8 9 appears Move Down Reposition the selected tab below other tabs Reset Return the tabs to default order Click the Options tab Select the checkbox to make this option available Click OK From the toolbar click Properties The Opportunity Project Properties dialog box Review your modifications Working with Opportunities Using the Opportunity Manager Use the Opportunity Manager to oversee complex sales involving many components The Oppty tab in the lower pane of the Contact Record displays the opportunities associated with the contact Select View gt gt Sales Tools gt gt Opportunities The Opportunity Manager window appears Use the toolbar to perform general actions and the local menu for other actions To view the opportunities assigned to a user user group or all select the user in the Manager drop down list To narrow displaying opportunities select the Status in the drop down list The results are based on win lose processing and not on any user defined status
51. and creates the database specified It will not exist without this step even though it appears in the list on the left You cannot test it prior to this step 14 Click Test It notifies you if the alias was created successfully 15 Repeat this process for each alias you want to create 16 Click OK when done See Editing an Alias Editing an Alias 1 From the menu bar select Tools gt gt Databases gt gt Alias Manager The Database Alias Manager appears To edit an alias select an alias from the list Click Edit This activates the associated form Make appropriate changes to the information in the text boxes Bom 123 GoldMine Corporate Edition User Guide 5 Click Save 6 Click OK 1 To delete an alias select the alias 2 Click Delete 3 Click OK Maintaining Databases About Maintaining Databases GoldMine includes a database Maintenance Wizard that generates indexes rebuilds and packs the data and sorts and verifies the database Indexing ensures data integrity and quick access to the data in indexed fields Rebuilding and packing creates fresh data files and builds tables and then repacks the database minus the deleted records Sorting the database orders database files by the most used indexes Verifying data ensures it is readable that the fields in the synchronization records are populated and readable and that unique fields are not duplicated Indexing Databases Rebuilding and Packing Databa
52. as the amount of time you are dedicating to the contact and the amount of sales generated by the contact Completed Completed activity information of an individual user a group of activity users or on a system wide basis This analysis provides insight into your or others performance Forecasted A summary analysis of sales performance by one or more sales individuals or sales teams displays actual numbers and percentage of goal figures for quotas forecast sales and closed 163 GoldMine Corporate Edition User Guide sales for a period of time Graphical Summary graphs displayed as a bar or line graph of user analysis of activity data based on criteria Graphs represent activity for a activities defined period of time or one of several defined types of activity and also represent total activities a comparison of all users or selected users Leads Calculated profitability of marketing sources or groups of campaigns GoldMine reports the total number of leads generated from each seminar advertisement or trade show source the total sales volume and potential sales pending from each source value Identify the most effective lead sources in terms of total leads or total sales volume generated The actual performance of individuals against assigned quotas for a specified period This analysis uses data about the assigned quota forecast sales completed sales and lost sales to derive a percentage of quota or a percentage
53. box appears Delete this contact record the Delete This Contact Record dialog box appears Monitoring Processes About the GoldMine Process Monitor The GoldMine Process Monitor launches automatically when executing or running processes within GoldMine including synchronization Automated Processes importing and exporting or merging and purging The upper pane displays processes running and general status while the lower pane displays the status of the component tasks Use the toolbar or the local menu to manage process options The Process Monitor uses color codes assigned to text or the background to indicate process status Color Meaning Black text on default Operation normal background Blue text on default Notice background Black text on yellow background White text on red background Maii Green text on default Task successfully background completed 144 Sales Management About Sales Plan schedule and record sales Individuals can forecast sales they are responsible to close Managers can assign and track sales quotas GoldMine also provides the Opportunity Manager for a sales team to manage a complex sale composed of multiple components and participants Understanding Sales A forecasted sale is an estimate to record the anticipated close date of a pending sale with one of your contacts GoldMine stores potential sales information in the same database where it stores contact information
54. box Select a GoldMine user or user group To Distribution list Displays the Distribution List dialog box Select a predefined distribution list To Outlook MAPI recipient Launches your local or network Outlook address book 4 Select Link to link the e mail message to the current contact and file the message in the History tab when sent 5 To add recipients click Cc A popup menu appears Select one To Adds recipients to the To list Cc Sends copies to other recipients Bcc Sends a blind copy to other recipients 6 Click the right facing arrow again and select one of the recipient types listed above Multiple types of recipients are allowed 7 Type a subject in the Subject text box or select a template in the Subject drop down list 8 Type a message in the message text box To use HTML formatting in the message select Rich text HTML in the Options tab Check your spelling by right clicking and selecting Actions gt gt Spell check 9 Configure settings for Attachments tab Options tab Mail merge tab 10 Click Send to send the message immediately or Queue to queue it for sending at the times defined in the Server Agents Administrator Spell Checking E mail Use the E mail Center to check the spelling in the message improve professional presentation and customize the spell checker Use the Speller tab of the User Preferences dialog box for basic customization however you can customize the spe
55. criteria Compare this to optimizing a search From the Center click View Saved Searches e The Saved Search pane expands Select a filter or group right click and select Preview The filter or group results display Add drill down criteria by selecting a field from the Lookup list In the that field select the filter expression operator from the list In the value text box type a search value after the filter expression operator Click Insert Condition The criteria displays N ooRON Click Drill Down amp The new criteria runs against the previewed search with AND as the Boolean operator The results return in the browser columns Performing Searches 73 GoldMine Corporate Edition User Guide Searching All Fields Search all fields the primary contact fields details and fields tab fields using the All Fields option Note Text Search can take longer than other methods of locating a contact because GoldMine searches each record in the database sequentially for the Search Value The time required to search for a record increases based on the number of records in the database However searches using indexes take less time regardless of the number of records Tip If you search frequently on a non indexed field use an indexed key field for this data Use GoldMine s Global Replace Wizard to exchange data between fields 1 2 3 4 Select Lookup gt gt Text Search gt gt All Fields The Searching All
56. current Contact Record Synchronization GoldMine s remote synchronization is a process that can update one GoldMine system with new or changed information that has been entered in another GoldMine system SyncStamp Contains the time and date when the record was last successfully retrieved during synchronization SysDir Used in the GM ini it specifies the location of gmw6 exe T Task group A group of task items on the GoldMine Taskbar Task item An item on a taskbar that launches an action Taskbar Frequently used GoldMine Menu commands and macros links to documents and files and a quick step for launching applications and websites Tickets tab Displays tickets from HEAT Call Logging when GoldMine HEAT integration is installed Tlogs The general name for the two types of logs ContTlog and GMTlog They track date and time stamps for changes to fields and the synchronization of the data Track A sequence of two or more events which are the step by step instructions that GoldMine evaluates to perform a defined series of activities Also known as an Automated Process Tracks tab Lists the Automated Process tracks attached to the Contact Record Transfer set A database of all the changes made to Contact Records during a specified time frame The database with the changes is sent to other GoldMine locations and retrieved updating that database with the new information Transformation sheet A language for
57. dialog box appears 2 From the Detail tab gt gt Detail field select a predefined value from the Detail F2 Lookup list 3 In the Reference field type or select a value from the Reference F2 Lookup 4 If entering an e mail address select Primary Address for this address to be the default 5 In the Notes field type additional information up to 64 000 characters Notes are unique to each detail record 6 Add further information by selecting the Info tab or click OK Note On the Info tab update up to eight fields Customize the field labels through the Setup tab Each field can be controlled by the F2 Lookup requiring users to input consistent information Displaying Multiple Contact Records Display many Contact records in the GoldMine work area Only one record can be active on the screen 1 Select View gt gt New Contact Window A new contact window appears with the same information as the first contact window 2 Scroll through the contacts or search using the Contact Search Center to locate the new contact to display Note Each new contact window you open is a duplicate of the active window 69 GoldMine Corporate Edition User Guide Editing Contact Records Update Contact Records whenever information changes or new information is available 1 Position the mouse cursor inside the field to edit and click to activate a cursor Tip Also access the editing menu by typing ALT E Select Edit Contact The cursor app
58. edit these settings using the wizards Site Group Wizard Creates a site group with the connection method and transfer set you select Site Group Member Wizard Adds members to the newly created site group Server Wizard Adds servers synchronizing with remote sites Process Wizard Defines the processes performed for the site 3 After configuring various aspects of the GoldSync Administration Center use the toolbar the Site local menu and the Servers local menu to manage and edit the functions 4 For synchronization to work automatically you must start the processes Expand Servers the server name and the server process Highlight the process to start right click and select Start to initiate the selected process or AutoStart On for GoldSync to run automatically during the times designated in the Server Agents Administrator Note You must start the processes in the GoldSync Administration Center of the computer running the synchronization processes 5 GoldSync can be also be run as a service 6 To close the window click the X in the upper right hand corner Working with GoldSync Creating Sites Sites are Site Group Members They commonly have the same communication method and similar settings in the Site Group Customize site send and retrieve options and filters 190 Synchronization There are two ways to create sites in the GoldSync Administration Center after you create the Site Group or from the loca
59. fields If the name starts with UPHONE GoldMine recognizes the field as an extra phone field 4 After placing or receiving a call adjust the speaker and microphone volume 5 To use SoftPhone by default select Edit gt gt Preferences gt gt Telephony and select Use SoftPhone by default Important You may record phone calls through the use of the Licensed Software The law on recording phone calls varies from country to country and state to state FrontRange recommends that you inform the other party or parties to your phone call that you are recording their conversation However it is your responsibility to comply with all applicable laws and regulations in your use of the Licensed Software You agree to abide by all applicable communication privacy and similar rules directives and other laws in your use of the Licensed Software In no event will FrontRange be liable for any action or inaction on your part which leads to or causes you to break the law Using the Personal Rolodex About the Personal Contacts To keep a separate phone log for other important or commonly used telephone numbers use the Personal Contacts feature to maintain a private file you can access easily while working in GoldMine Only the user who created the file can access a Personal Contacts Select View gt gt Personal Contacts Your Personal Contacts dialog box appears Click Dial to use the Phone Dialer Click New to add a new entry Click Edit to change th
60. from Meeting Requests The GoldMine Meeting Request option e mails meeting request to GoldMine Outlook and other iCalendar enabled applications You can Be the meeting organizer or the recipient of the e mail meeting request Schedule an activity from a Meeting Request received in your e mail from a contact whether the sender created the activity in GoldMine or another iCalendar enabled contact management application Retrieve the meeting notice as you would in other Internet e mail After retrieving the notice if you accept GoldMine records the activity in your Calendar GoldMine decrypts the winmail dat meeting requests created by Outlook and displays them to users making it easier to work with Outlook generated meeting requests When retrieving e mail messages from GoldMine s E mail Center the incoming messages look like the following BEGIN VCALENDAR PRODID FrontRange Solutions GoldMine 5 7 EN VERSION 2 0 METHOD REQUEST BEGIN VEVENT RGANIZER MAILTO username global not ATTENDEE CN Jerry Gooligan ROLE REG PARTICIPANT RSVPZTRUE MAILTO userl gl o obal not DTSTART 20020808T1 700002 DTEND 20020608T1 700007 TRANSP OPAQUE SEQUENCE 0 1D 39304544334459292E5B244D4F307 Bi global not DTSTAMP 200208507T144210Z SUMMARY Train xi Z Creating Meeting Requests As organizer of an activity you can send a meeting request for the activity to a user or contact who has iCalendar enabled
61. frontrange com Note GoldMine must be installed locally in order to install the Acrobat Link It will not function from a shared folder location This Document Management QuickStart Wizard directs you to an informational web page It does not install any add on products 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box appears 2 Click the Document Management Wizard em 3 Aweb page opens in your browser showing details about the GoldMine Plus suite of products Using the Industry Template QuickStart Wizard Customize GoldMine for your industry by enabling selection of Industry Solution templates or GoldMine PLUS integration products Note Available for users with Master Rights Installing an industry solution template provides a customized environment with fields screens merge forms reports and other items for your industry The GoldMine PLUS add ons are applications that link GoldMine to other applications For example by linking GoldMine with your accounting software you can work more efficiently by reducing double entries and provide team members with access to information about contacts and accounts IMPORTANT Before downloading templates or GoldMine PLUS products connect your computer to the Internet 61 GoldMine Corporate Edition User Guide 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box appears 2 Click the Industry Template ic
62. included in the last synchronization session s transfer set for a remote site based on the Territory Realignment By performing this filter qualification process GoldMine automatically includes records with changes affecting Territory Realignment in the current synchronization session This ensures the remote sites update on the next synchronization Using the Territory Realignment Wizard Use the Territory Realignment Wizard to reassign contacts and scheduled activities 1 Select Tools gt gt Territory Realignment The Territory Realignment Wizard appears 2 Click Next The Filter Selection dialog box appears 3 Select the filter or group in the drop down list To change the filters or groups to those of a different owner select lt Filters of gt or lt Groups of gt The Select a User dialog box 152 Sales Management appears Select the user in the drop down list and click OK to return to the filters and groups drop down list Select the filter or group and click Next The Replace dialog box appears You can replace the data in up to two fields and change the owner in the third In the Replace drop down list select the field to replace In the with text box type or select the value to appear in that field In the third Replace field you can reassign record ownership Select Owner in the drop down list 9 n the with text box select the new user or user group you are assigning ownership of the contacts to oeuoons No
63. is set to return record types other than PRIMARY the amp Title macro returns the value in Notes field in CONTSUPP for the current supplementary record amp Phone Returns a telephone number from the currently selected Contact Record similar to the action of the amp Address1 macro Use the amp Phone macro to return an additional contact telephone number using the RECORDOBJ SETRECORD subfunction amp Profile s Includes two related macros amp Profile Returns the first matching detail record for the selected contact amp Profiles Returns detail records for the selected contact These macros take optional parameters Each parameter must be separated by a period Although GoldMine does not typically pass parameters with a DDE macro the structure of amp Profiles must be different for DDE fields in Microsoft Word document templates which do not take DDE commands These examples show the syntax for the amp Profile s macros amp Profile Example 1 amp Profile ProfileName Reference Flags Retrieves the first profile that matches the ProfilleName and Reference amp Profiles Example 1 amp Profiles ProfileName Reference Flags Retrieves all profiles matching the ProfileName and Reference In both of these examples the Reference parameter is optional If passed it acts as a begin with condition on the profile reference If the Reference parameter is not passed all ProfileName profiles are evaluated Flag Para
64. number data during the export process For example you cannot have one phone number that is 1235557894 and another that is 777 555 1236 Before exporting to GoldMine specify one format and update all phone numbers in your spreadsheet to match the selected format When the phone number format is consistent begin exporting to GoldMine 1 Launch GoldMine 2 Open the Excel spreadsheet you are exporting to GoldMine 3 Select the cells you are exporting to GoldMine and specify the Named Range In Excel select Insert gt gt Name gt gt Define The Define Name dialog box appears See Excel Help for details Note To perform this function in Microsoft Office 2007 select the cells to export to GoldMine right click on the selected cell range and select Name a Range from the drop down menu You may also select the Formulas tab then select Define Name gt gt Define Name from the Defined Names sub menu 4 In the Names text box type the desired name of the range 234 GoldMine Plus for Microsoft Office Note The first row of the selected range must contain only header data 5 Select either Workbook or Sheet from the Scope drop down menu 6 Select GoldMine gt gt Export Data to GoldMine The Export Data to GoldMine dialog box appears T The Welcome to the GoldMine Plus for Microsoft Excel Export Wizard appears 8 Click Next The field mapping dialog box appears 9 To map columns to GoldMine fields highlight the column in the Ex
65. of the field macro format 6 To save the edited template to the same file select GoldMine gt gt Update GoldMine Form 7 To save the edited template as a new template select GoldMine gt gt Save as GoldMine Form Type a new Title and click OK Faxing Correspondence Fax from GoldMine if you install one of these applications Symantec WinFax PRO 7 01 or later Check the version of WinFax PRO by selecting the WinFax main menu command Help gt gt About To use Symantec WinFax PRO you must have Microsoft Word version 7 0 or later installed with the WinFax PRO printer driver RightFax a network faxing system To use RightFax you must install a printer driver in Windows named RightFax configured to print to the RightFax server Zetafax 7 5 or later Note Third party add on OmniRush provides an integrated fax support solution For details visit www frontrange com or the Z Firm LLC Web site at www zfirmllc com Fax correspondence by selecting either One of the templates available in GoldMine s Document Management Center or Your default fax template GoldMine opens the application used to create the template such as Microsoft Word then displays the template with information merged from the contact s record Add headings and text as needed and send the fax from the word processor For example if you used Microsoft Word from Word s main menu select File gt gt Send To gt gt GoldMine Contact via WinFax or your install
66. options assigned to the opportunity To create a new opportunity right click the upper pane and select New See Creating Opportunities Influencers Contacts associated with the opportunity Products Products or services you are pursuing as a sales opportunity Tasks Schedule a plan of action with specific tasks assigned to users or user groups Team GoldMine users and contacts contributing to the opportunity Issues Possible roadblocks to the successful completion of the opportunity Notes Type free form notes related to the opportunity Competitors Create a list of companies that are competitors for the sale Details Links Simple details and allows you to link documents Pending Scheduled activities for the opportunity History Completed activities for the opportunity Tip To sort opportunities or projects in alphanumeric order by one of the column criteria click the column label For example to list records in alphabetical order by company name click the Company label To complete an opportunity select the opportunity right click and select Win or Lose To close the window click the X in the upper right hand corner Using the Opportunity Wizard Use the 1 2 156 Opportunity Wizard to create a sales opportunity and configure the basic information Select View gt gt Sales Tools gt gt Opportunities The Opportunity Manager window appears Right click the upper pane and select New The New Opportunit
67. performed only if all users are logged out of GoldMine Click OK to save the user s Profile settings without configuring the detailed user security settings or click the Membership tab to continue configuring the user s properties Creating User Groups Logically group users according to functions they perform User group names store in the Lookup table user group members are encrypted in the User dbt table 1 2 3 66 Select File gt gt Configure gt gt User Groups The User Groups Setup dialog box appears Click New Type the User Group s name in the text box and click OK The user group displays in the User Groups box To add users click Members Setup The Group Membership Setup dialog box appears To add individual users or all members of an existing group to the Group Members box double click the user in the User List or the group in the Group List to add users to the Group Members list Click OK After creating groups and adding members click Close Contact Management About Contact Records GoldMine uses the Contact Record as the core component to which all information is tied When a contact is added to GoldMine s database a Contact Record is created The Contact Record contains such basic information as name address and telephone information about a person or company you keep in contact with The record s many fields record pertinent and updated information always making the newest information available t
68. publishing options Free Busy How your scheduled busy times display Customizing Record Types About Record Types Record types are customized combinations of Primary Fields Views Custom Screens and GM Views Linked and applied based on user defined rules record types determine what users see when working in GoldMine The full record type combination Primary Field View Custom Screens and GM View is an entity Manage record types in the Record Types Administration Center Effective use of the Record Types Administration Center depends on a sensible workflow The Workflow Creating Primary Fields Views Custom Screens and GM Views 1 Defining Primary Fields Views Creating Primary Fields Views Editing fields Using Field Typing 2 Creating Custom Screens Creating Custom Screens Adding Fields to Screens Editing fields Using Field Typing 3 Creating GM Views Using the Record Types Administration Center GoldMine Corporate Edition User Guide The Record Types Administration Center manages record types 1 Creating Record Types 2 Configuring Record Type Rules Using Record Types and Contact Records After creating record types and configuring the in the Record Types Administration Center the record type entity displaying in GoldMine is based on how the record meets the rules criteria With the Field value based rules activated the File gt gt New Record menu expands to include record types with t
69. record type Custom Screens drop down list The Custom Screen to associate with this record type GM View drop down list select The GM View to associate with this record type 4 To specify the fields to populate when creating a record based on the record type click New Record Creation Options The Record Type New Record Creation Options dialog box appears 5 Select Set as Default Record Type to use the current record type as the default when record type rules are not met The default record type could be a generic view or the record type used by the largest number of users Only one record type can be the default at one time Selecting this option on a different record type makes it the default Bold Type in the Record Types Details pane identifies the default record type 6 Click Apply Changes A Editing Record Types 1 Select File gt gt Configure gt gt Record Types Administration Center The Record Types Administration Center appears 2 Expand the Record Types Details tree and expand Record Types Select the Record Types to edit The associated Custom Screen GM View and Primary Fields display in the upper right pane The lower right pane displays the fields for Custom Screens and Primary Views and the HTML template for the GM View when the object is selected in the upper right pane 3 To edit change the Record Type Name reconfigure new record selection options or select new Primary Fields Custom Screens or GM
70. record types field views and fields and screens Two files store user related information username ini and username tbi The username is the GoldMine login name For example JohnB ini and the JohnB tbi are files in the GoldMine directory Customizing the GoldMine Background About Customizing the Background Customize the background of the work area with Background Wallpaper Specialized Logos Custom Text Note Users with Master rights can define global settings that apply to all workstations Any user can set individual settings to personalize the work area on a single system 1 Select Edit gt gt Custom Background The Edit Background dialog box appears 2 The Background tab contains options for Global Background Bitmap Settings and eee Background Bitmap Settings Background bitmap Type of browse to the location of the of the bmp file to use as wallpaper Position Select where to place the graphic If you select Tile the graphic file repeats to fill the work area Other options specify unique positions Margins X Y Specify margins around the graphic X sets the side margins and Y sets vertical margins Depending upon the Position selected for the graphic file margin options vary For example if you select Center Top only the Y margin can be edited Adding Items to the Taskbar About Adding Items to the Taskbar GoldMine installs a default Getting Started taskbar Customize this taskbar as needed 1 Right c
71. row This example tests the selection of the fifth Details tab ch DDEInitiate GoldMine Data If DDERequest Ch amp RoTabPage lt gt 5 ThenMsgBox You must select a profile record first End If amp SerialNo Returns the serial number of the installed GoldMine program amp ShutDown Logs out the currently logged user and quits GoldMine amp State Customizing Returns the State field from the active Contact Record similar to the action of the amp ADDRESS 1 Use the amp State macro to return an additional contact state using the RECORDOBJ SETRECORD subfunction amp SysDir Returns the GoldMine system directory amp SyslInfo Displays system information as returned by Help About GoldMine System information amp Title Returns the Title from the active Contact Record Normally this value is extracted from the Title field in the primary display portion of the contact record however use the RECORDOBJ SETRECORD subfunction to change the returned record type to additional contact or another type of supplementary record When the RECORDOBJ SETRECORD type is set to return record types other than PRIMARY the amp Title macro returns the value in the Title field in CONTSUPP for the current supplementary record amp User Var Returns the defined field value from all users a specified user or the currently logged user The amp User Var macro allows GoldMine users to store specific data that can be retrieved l
72. sending e mails back and forth when trying to schedule calls or appointments with each other The contact uses Outlook to manage his time and publishes his free busy time to his Web site so he can access it when he is out of the office The contact indicated he would like to know your free busy times as well and asks you where you publish them You configure GoldMine and the contact configures Outlook so you can quickly evaluate each others available time when scheduling activities with each other Your contact publishes his Outlook free busy time to a file ftp or http location You publish your GoldMine free busy time to a file ftp or http location Your contact configures his entry for you in his Outlook Contacts to access the URL location you publish your GoldMine free busy time to You configure the Record Properties free busy time to access the URL location your contact publishes his free busy time to Using a Contact s Free Busy Time when Scheduling in GoldMine Note For this scenario the contact publishes her free busy time and provides you with the published location 203 GoldMine Corporate Edition User Guide 1 Configure the contact s free busy settings With the contact active in GoldMine select Schedule gt gt Appointment The Schedule an Appointment dialog box appears gue Configure the Detail tab Select a date time and duration Configure the Resource tab Selected resources display on the Free Busy tab
73. the City field Seattle Aspen Kansas City USalesRep Lookup1 Contact1 gt City Seattle Janice Parks Aspen Danny Davis Kansas City Ken Linden If a match is found for example the City field contains Seattle Lookup ini populates the USalesRep field with Janice Parks Seattle Janice Parks For every possible entry in the City field a Lookup must be listed if it is to update another field Checking a Sequence of Fields to Update Field A company requires the Salesperson field USalesRep automatically update when the GoldMine user entering data populates the City field If no city is matched the State field or other geographic boundary must be evaluated so a second attempt is made at populating the Salesperson field Apply a second Lookup command If GoldMine cannot match the City field with one of the listed values it moves on to the next Lookup which in this case is State If required a maximum of 9 different Lookups can be defined AutoUpdate City USalesRep USalesRep Lookupl Contactl City Seattle Janice Parks Aspen Danny Davis Kansas City Ken Linden Lookup2 Contact1 State WA Janice Parks CO Danny Davis MO Ken Linden If the City field does not contain Seattle Aspen or KansasCity the State field is evaluated If the State returns a value of CO the USalesRep field populates with Danny Davis Set every parameter to update the field correctly If no Match is Found 36 Customizing A company req
74. the RECORDOBJ SETRECORD subfunction amp Dial1 Returns the Phone1 entry from the active Contact Record The returned phone number is formatted for dialing GoldMine applies the same rules used to dial the phone via TAPI If selected PREDIAL INI settings are applied to phone number selection amp Dial2 Returns the Phone2 entry from the active Contact Record For details see amp Dial1 above amp Dial3 Returns the Phone3 entry from the active Contact Record For details see amp Dial1 above amp DialFax Returns the FAX entry from the active Contact Record For details see amp Dial1 above amp EmailAddress Returns the primary e mail address for the selected contact amp Fax Returns the fax number as it is sent to an auto dialer for automatic fax transmission amp Filter Returns the activated filter expression amp FirstName Returns the first name of the current contact amp FullAddress Returns a string containing the address for the Contact Record composed of values of amp Address1 amp Address2 amp City amp State and amp ZIP Customizing The action of this macro string is similar to the action of the amp Address1 Use the amp FullAddress macro to return an additional contact address using the RECORDOBJ SETRECORD subfunction amp GetRoTabID Returns the ID of the currently selected tab Typically this value verifies that the correct tab is selected when a user starts a custom application The fol
75. the active contact then returns to an idle mode Scan a group of contacts Select ALL Contact Records or a filter or group as the basis for selecting contacts GoldMine processes the contacts in the filter or group then returns to idle mode 3 GoldMine scans to evaluate and execute attached tracks In the Scan Method area select from Scan once Executes the track as you attach it 211 GoldMine Corporate Edition User Guide Scan continuously Scans the database continuously as configured in the Server Agents Administrator Do not scan Attaches the track but does not evaluate it for execution available only when selecting Attach Track to selected contacts 4 Select Attach Track to selected contacts 5 Select the track to be attached from the drop down list 6 Click Process The Process Monitor appears tracking the attachments and the events triggered Executing Tracks Execute a track for a single contact a group of records based on a filter or group or for all contacts Execute a track manually whenever necessary or set GoldMine to scan the database continuously or use the Automated Process Server Agent 1 Select Tools gt gt Automated Processes gt gt Execute Processes The Automated Processes Execution dialog box appears E Automated Processes Execution Select the scan criteria of the automated processes Below you can attach a track to each contact before execution C Scan current contact AL
76. the other activity categories defined in GoldMine To do Priority ranked activities without an activity date appear on a separate To do list rather than the date based Scheduled Activities windows Note By default GoldMine does not link To Do activities Each To Do activity is forwarded daily Event Date specific activities scheduled for one or more days such as conferences and conventions 16 Select Reassign unlinked activities to include the user s scheduled activities not linked to a contact record 17 Click Next 18 Click Finish 153 Opportunity and Project Management About the Opportunity and Project Managers Sales processes often involve multiple contacts and multiple organizations GoldMine offers two systems for handling the processes Project Manager Oversees complex long term projects with multiple components Projects are usually not related directly to a particular sale although they can be converted to an Opportunity when it becomes apparent that a project has become a sale The Project Manager window contains relevant information needed to track a long term project involving the same components and contacts as a large sales opportunity Opportunity Manager Lends itself to a complex sales process involving a group of users working as a team with multiple organizations and contacts The sale may involve multiple products or services as a package deal where the customer purchases a part of the pa
77. these screens to logically group user defined fields Create up to 20 screens each one with maximum of 250 fields Custom screens are a key component of the record typing in the Record Type Administration Center 1 Select File gt gt Configure gt gt Custom Screens The Custom Screens Setup dialog box appears 2 Click New The Custom Screen Profile dialog box appears 3 After configuring the Custom Screen Profile dialog box click OK The Custom Screens Setup dialog box reappears 4 Click Close Now add fields to your new custom screen Creating Custom Fields GoldMine s flexibility meets a range of business information needs The ability to create user defined custom fields goes beyond the variety of options in GoldMine and better tailors the Contact record to meet your company s needs Plan custom field implementation by considering these What is the field type What data is going into the field Will the field calculate 23 GoldMine Corporate Edition User Guide When adding user defined fields create a custom screen to display the related fields Note Always back up your databases before creating user defined fields Tip Create telephone number fields that format numbers like other phone fields Create a field named UPHONEn where n is a user defined number 1 Select File gt gt Configure gt gt Custom Fields The User Defined Fields dialog box appears 2 Select New The User Defined Field Profile dialog b
78. track who brings in the lead who and how contact is made and the lead s progress through the sales cycle Select View gt gt Marketing Tools gt gt Leads Management Center or click Administer leads on the Getting Started toolbar Use the Leads Management Center along with the Campaign Management Center and Web Import to design test and implement customer treatment strategies and campaigns to improve marketing efficiency and measure effectiveness Using the Leads Management Center 1 Select View gt gt Marketing Tools gt gt Leads Management Center or click Administer leads on the Getting Started toolbar The Leads Management Center appears 2 Select from these options to process your set of leads Import data from a variety of sources including ACT DBF ASCII SDF SQL or XML files Assign an owner manager and record curtaining to control who can update or view a lead Assign an Automated Process to process the leads according to a predefined track of actions and triggers Schedule an activity to route manage and schedule one or more activities using calls next actions appointments literature requests forecasting sales events to dos and e mail communication Organize filters groups to work with leads and filter and group Create new add or remove members from existing or modify the criteria of filters and groups To add a current lead to an existing filter or group you must walk through the steps of editing
79. users with the correct password Messages sent as Encrypt using Digital ID can only be sent using the recipient s public key and can only be decrypted and read using the recipient s private key Sending Encrypted Messages Using GoldMine Sending Encrypted Messages Using Digital ID To automatically encrypt outgoing messages with digital IDs configure your settings on the Security tab in your Internet Preferences Use the Encrypt Message toolbar button 7 drop down menu to select Do not Encrypt and send a message without encryption Sending Digitally Signed E mail When digitally signing a message you must have a digital ID configured in GoldMine The digital signature contains your private key and confirms for the recipient your From address matches the signature Configure your Internet Security settings to automatically sign all outgoing messages with your digital ID About Digital IDs E On the toolbar click the Sign with Digital ID button or select Actions gt gt Encrypt gt gt Sign with Digital ID on the local menu Your digital signature adds to the outgoing message Reading E mail Sent with Digital IDs 96 Contact Communication Receive e mail messages digitally signed and encrypted from non GoldMine users To send you a signed e mail message the sender must have a Digital ID from a valid Certificate Authority To send you an encrypted e mail message the sender must have your Digital ID public key from a valid Cert
80. using DDE amp City Returns the City field from the active contact record similar to the action of the amp Address1 Use the amp City macro to return an additional contact city using the RECORDOBJ SETRECORD subfunction amp CityStateZip Returns a format string of text containing the City State and Zip fields from the active contact record This string returns in this format City State ZIP The action of this macro string is similar to the action of the amp Address1 Use the amp CityStateZIP macro to return an additional contact city state and ZIP Code using the RECORDOBJ SETRECORD subfunction amp CommonDir Returns the BDE alias where the contact sets are located amp Contact 45 GoldMine Corporate Edition User Guide 46 Returns a contact name from the active Contact Record Typically this value is extracted from the Contact field in the primary display portion of the contact record however use the RECORDOBJ SETRECORD subfunction to change the returned record type to additional contact or another type of supplementary record When the RECORDOBJ SETRECORD type is set to return record types other than PRIMARY the amp Contact macro returns the value in Contact field in CONTSUPP for the current supplementary record amp Country Returns the Country field from the active Contact Record similar to the action of the amp Address1 macro Use the amp Country macro to return an additional contact country using
81. value is entered When the Address1 field on the additional contact record is blank the amp Address1 macro returns the value in the Address1 field in the primary display portion of the contact record When the RECORDOBJ SETRECORD type is set to return a record type other than CONTACTS the amp Address1 macro returns the value in Address1 field of the primary display portion of the contact record amp Address2 Returns the second Address field from the active Contact Record Typically this value is extracted from the Address2 field in the primary display portion of the contact record however when using the RECORDOBJ SETRECORD subfunction to change the returned record type to ADDITIONAL GoldMine returns the value from the Address2 field on the additional contact record if an entry exists in the Address2 field on the additional contact record When the Address2 field on the additional contact record is blank the amp ADDRESS2 macro returns the value in the Address2 field in the primary display portion of the contact record When the RECORDOBJ SETRECORD type is set to return record types other than PRIMARY or ADDITIONAL the amp Address2 macro returns the value in the Address2 field of the primary display portion of the contact record amp BrowseRecNo Returns the record ID of the last selected record in a browse window amp CalRefresh Refreshes the graphical calendar display Set up GoldMine to run this macro after adding calendar records
82. when it detects a network connection 1 In the GoldMine E mail Center double click on the e mail message with the subject line of One button Sync Profile 2 AGoldMine message box appears indicating the message has a sync profile attached Click Yes 3 The profile installs The One button Sync with GoldSync Server menu option becomes active Use One button Sync with the GoldSync Server 195 InfoCenter About the InfoCenter The InfoCenter provides a resource for maintaining any type of information useful to an organization or an individual It can provide easily accessible storage for graphics multimedia files and or program applications This information can then be linked to a Contact Record displays the record whenever you access that topic The InfoCenter consists of the KnowledgeBase Personal Base and What s new Configure them to present newly added information to the user control user reading and updating privileges and search for specific entries based on user defined criteria Topic pages are arranged in outline format Locate information by navigating through different sections conducting a search or opening a linked file InfoCenter material is stored in the InfoMine table Note Users with Master Rights can set up user access to the KnowledgeBase each connected user can set up information in his or her PersonalBase Using the InfoCenter 1 Select View gt gt InfoCenter The InfoCenter window appears 2
83. where the key1 field value equals Customer the Customer record type displays Each record where the key1 field value equals Equipment the Equipment record type displays Sum of Two Fields Expression Assuming Key1 can contain the value Supplier or Customer and Key2 can contain Insured or Uninsured and assuming four record types are named Supplier Insured Supplier Uninsured Customer Insured Customer Uninsured use this expression trim contact1 gt key1 trim contact1 gt key2 Results The expression returns lt Key1string gt lt space gt lt Key2string gt If the value in Key1 is Supplier and the value in Key2 is Uninsured then the Supplier Uninsured record type display for the record When moving to another record where the value of Key1 is Customer and the value in Key2 is Insured then the Customer Insured record type display for the record If Then Else Expressions An even more effective expression is the dBASE IIF statement The structure of the iif statement for example iif trim contact1 2key1 Supplier Supplier Customer reads as If the statement is true contact1 key1 Supplier then display the Supplier record type else if statement is not true display the Customer record type Simple IIF Expression Assuming Key1 can have Supplier or Customer as a value and assuming record types are named Supplier and Customer use this expression iif trim contact1 gt keyl Supplier Supplier Custome
84. 00 Inc IDT Corporation copyright of Redstone SoftBase Company GraphOn Corporation Great Plains Software Inc Hewlett Packard Company IBM Corporation InaPlex Limited Intel Corporation Intuit Inc The Office of Government Commerce Peregrine Systems Inc LanDESK Group Ltd Linus Torvalds Multiactive Software Microsoft Corporation Tally Systems Corporation Netilla Networks Inc Netscape Communications Corp Novell Inc Z Firm LLC Oracle Corporation Palm Inc Pink Elephant Inc Red Hat Inc Captaris Inc Rolodex Corp The Sage Group plc SaleMaker Corp SAP Aktiengesellschaft Corporation Scansoft Inc SPARC International Inc Sun Microsystems Inc Sybase Inc Symantec Corporation UNIX System Laboratories Inc AT amp T Laboratories Cambridge Cayo Communications Inc Handspring Inc Zetafax Equisys PLC Company GoldMine Corporate Edition User Guide Other products and brands are registered trademarks or trademarks of their respective owners or companies Welcome Welcome to GoldMine GoldMine is a powerful tool designed to automate and manage your day to day business activities Use GoldMine to build and maintain business relationships manage time and achieve goals more easily than ever before GoldMine automates key areas of daily business activity Client contact management GoldMine maintains a database of information on contacts prospective clients and current cust
85. 259 GoldMine Corporate Edition User Guide Timeouts Synchronization Settings 183 Toolbars Customizing ae r A 8 DLIOTIS ient tp ER 8 Tracks Attachirig ED o oO 211 Creating 2 sci Aaa ee 210 Executing tante tete ate 212 U Update a Field with an Expression Dialog BOX ien D ed eget 41 User GrOUpDS o toe eR 66 Users Gfreatirig in aie onmi 63 Preferences pipe 65 Properties x ence 65 66 Territory Realignment 152 Using Campaign Creation Wizard 220 260 Campaign Management Center 220 F2 LOOKUP E eges 33 GoldSync Administration Center 189 Leads Management Center 219 Lookup Wizard sssessssss 79 My GoldMine scata 226 ISGpOFtS ie aa Lia 163 V rm 183 Ww Weblmport see Weblmporting 131 Weblmport sssssseeeee 131 Weblmporting eeeeeeeees 131 What s New eeeemm Hem 6 Wizards Import 34 2 o ott Lo mns 132 Maintenance 125 Synchronization s eeen 187 X XML 3i entendi etos 133
86. B Company Phone Ext Contact Phone2 Ext Dept Last Phone3 Ext Title Dear FAX Ext Source Asst E mail Web Site Address Acct Type E N Industry i City Sales Rep i State Zip Sales Territory Country Merge Open 20 Customizing Important We recommend not moving primary fields and not moving existing user defined fields into the primary field panes Note Whenever a form of DDE is used the external application extracts data based on the hard coded Field Name irrespective of the Field Label Save different modifications to primary fields as primary fields views The Contact1 table stores primary field data 1 Right click on the field and select Properties The Field Properties dialog box appears 2 Modify field properties using the Field Properties dialog box Working with Primary Field Views Creating Primary Field Views Primary field views are customized modifications to the primary fields saved as views They are in the upper four panes of a Contact record Tips When creating your first primary field views create a named view based on your current view before modifying the fields to create your new view f you already have several primary field views to create a new one select the view that most closely resembles the view you are creating create a new named view based on that view before modifying the fields to create your new view 1 Before modifying the fields right click in t
87. BQN 8 Select File gt gt Configure gt gt Users Settings The Users Master File dialog box appears Click New to create a new user or select an existing user and click Properties The user s Properties dialog box appears Click the Profile tab Type the Username up to 8 characters must begin with a letter Type the user s Full Name In ue Security area configure these settings Master Rights Select to give the user unrestricted access to all of GoldMine Password Type the password assigned to the user You must provide the user name and password you created so the user can log into GoldMine Valid for days In the drop down list select the number of days the user s password is valid or accept the default Always Next change If you change the Valid for days field select the date the password becomes invalid and the user cannot launch GoldMine Ownership Displays the New Record Ownership dialog box Ownership lets you specify whether the new Contact Records the user adds to the database are public records or owned by a specific user or user group In the Forced log out area Forced log out time Select the time of day to automatically log the user out of GoldMine When idle for Select the period of inactivity for users before they are automatically logged out of GoldMine Tip For an administrator the Force log out options are important in managing a limited number of licenses Also many maintenance functions can be
88. Base Expression result based Evaluates an expression that returns a string the name of a record type Inactive disable rules Turns off the record type rules When the rules are inactive manually change the primary field view custom screen or GM View 4 Click Apply changes A to apply the changes to your GoldMine records Notes Field value based rules are limited to 32 If you have 33 or more no rules are evaluated Ifthe rules are not met GoldMine displays your default record type Creating Record Type Rules Based on dBASE Expressions Use Record Type Rules to determine the displaying record type Define rules by field values and dBASE expressions or make them inactive dBASE expressions are for advanced users If you activate the dBASE expression rules you cannot create new records based on record types Activate field value rules to create new records based on record types 1 Select dBase Expression result based on the Rule Definition for Record Type dialog box The dialog box displays an Expression text box 14 Customizing Rule Definition for Record Type GoldMine allows you to optionally define rules for displaying the available Record Types and their associated Primary Fields Custom Screen and GM View tab folders To determine how your Record Type s will be displayed please choose from one of the options below Rule Definitions C Field value based dBase Expression resul based Inactive disa
89. Creates one contact record by merging information from all tagged records Caution Merging and purging permanently changes the database We recommend backing up the database first Using the Merge Purge Wizard Use the Merge Purge Wizard to select records based on a predefined profile or define your own criteria Set up a custom merge purge profile by defining Contact record fields Select as many as you want GoldMine to use during the evaluation process to match records 140 Data Maintenance and Management Method Select a criterion for each record match which can be case sensitive case insensitive Soundex or first n characters Weight Select and assign a numeric weight to each criterion When a record is evaluated each match with a criterion accrues the assigned weight value If the total weight earned by matches between two records and the specified criteria equal or exceed the qualifying weight value GoldMine selects the records as duplicates You can also select the method for disposing of duplicate records Merge data from two duplicate records to create one updated record or delete one of the duplicates according to a condition such as deleting the older record Specify GoldMine process the merge purge automatically or display duplicate records for viewing or manual deletion Caution Merging and purging permanently changes the database We recommend you back it up before performing a merge purge Note We high
90. Edition User Guide 8 Rehost GoldMine Database Select source of data for the new database Create blank tables no data except a few system records Copy data from the currently active database Copy data from 6 x dBASE tables Advanced settings C Select individual tables to rehost Select the data source for your new database using the radio buttons Create blank tables no data except for a few system records Select to create an empty database Click Next or go to Select individual tables to rehost below to individually select the tables for your new database Copy data from the currently active database Select to copy records from the currently active database into the new database Click Next or go to Select individual tables to rehost below to individually select the tables for your new database Copy data from 6 x dBASE tables Select to open a dialog for defining paths to external dBASE data Advanced Settings Select individual tables to rehost Select this check box to choose individual tables to rehost in your new database Click Next The Rehost Selected Tables dialog appears Once dBASE and Rehosting processes are completed or if these optional steps are not selected the Database Access dialog appears 114 Database Access Data Maintenance and Management In addition to the security enforced by the database server GoldMine can restrict access to only certain users Below you ca
91. F C XML 3 Click the Detail tab 4 From the Report drop down list select one of the reports contained in Microsoft Reporting Services 5 From the Schedule area select a Start Date and Start Time 6 From the Delivery area select By e mail or Shared directory E mail is sent by MSSQL Reporting Services not from within GoldMine T From the Render format area select Excel HTML PDF or XML The report is delivered in this format The formats mimic those available in Microsoft Reporting Services 8 If you have selected Shared directory click the Delivery tab Note If you selected Shared directory and do not configure the Delivery settings an error is logged in the GoldMine Process Monitor and the report is not delivered 178 Reporting Schedule a report i x Detail Delivery Please enter the name and the UNC path ex computername sharedfolder for the report that will be generated based on this subscription You need to enter the credentials used to access this file share and also how you prefer to handle if a file with the same name is found at this location Overwrite File name NE C Do not overwrite Path UNC Overwrite with newer file Po v Add a file extension when the file is created C Increment file name r File Share Credentials Username Password 9 If you selected Shared directory on the Detail tab configure the path here 10 In
92. Fields dialog box appears Type the complete or partial search value in the Find What text box When you start typing the dialog box expands to display a status meter and a Search button Click Search GoldMine searches fields beginning with the typed value When a match is found it adds the record to an internal list of matches To stop the search at any time click Cancel When the search is completed the dialog box returns to the smaller size Click Next or Previous to move through the Records matching the Find What value Searching for Contact Records Search based on indexed fields primary and additional contacts e mail addresses and user defined fields 6 7 size 74 In the Record double click on an indexed field label such as company or contact The Contact Search Center appears with the selected field in the Lookup text box From the Lookup drop down list select the contact or user defined field to be searched Or select Contact primary Searches the primary contacts based on the search criteria Name additional Searches for additional contacts based on the search criteria E mail Searches for e mail addresses based on the search criteria Note Type ALT O to select Additional Contacts In that field select the filter expression operator from the drop down list In the value text box type the value after the filter expression operator If necessary change the displayed columns Note Change the w
93. Front gt SOLUTION S GoldMine Corporate Edition User Guide Table Of Contents FrontRange Solutions Ing otii ht teg en d om mens E PHP ates 1 Worldwide Headquarters 2 3 en eur edd qeu eee 1 For information about GoldMine amp HEAT and FrontRange products sssssss 1 Meroe c 1 Trademark ntormatilon ue o rre ea a od Hed i t EE eL ed eta 2 esl aan 5 Welcome to GoldMirie 42 reete redet AA sesta ertet vta ees 5 Whats New OVerVieW ni ni ete inditum die nice 6 GustOmlzing x5 iar necesita ia eim 7 About Customizing GoldMine sssssseeneeene eene nennen nennen nennen nnne nennen 7 Customizing the GoldMine Background sssssse eene een nemen 7 About Customizing the Background sssssssssseeeeeenm eene enne nnns 7 Adding Items to the Taskbar eade aide ed ede ge a e eta eod Led a ud 7 About Adding Items to the Taskbar sssssssssssseeeeeeenm emnes 7 Customizing Toolbars 2 citare tenir eda nde s ie i dba nde d udine va ded n 8 About Customizing Toolbars S enera aea rr AAEE EEEE r AEAEE E EAER 8 Editing Toolbar Optloris 5 3 1 eh dee e er Hear br EAEAN 8 Configuring Calendar Optioris 22 nti ioni uei e oto qe Lara ia EUER ade qr NM Io COE Da A 9 Using the Calendar Options Dialog BOx ssssseeeen eene 9 Customizing Record Types orte edic aiat ett e Ede ge
94. HTML code or CGI scripts Using the Import Wizard 1 Select Tools gt gt Import Export Wizard gt gt Import Contact Records The Welcome to GoldMine s Import Wizard dialog box appears 2 Select one option Import a new file Incoming data formats according to the profile you define in the Import Wizard You can save the profile for future use Import a new file using an existing profile If importing DBF ASCII or SDF select a profile you created on the Select File to Import dialog box DBF select an ACT profile or one you created ASCII or SDF select a profile you created from SQL the Select SQL Table to Import dialog box appears 3 Select one option for the file type to import DBF file Incoming data is in dBASE file format Fields in a dBASE file are referred to by field name for example the Company field might be referred to as COMPANY and the Contact field might be referred to as CONTACT ASCII file Incoming data is in delimited text file format A delimited text file formats data with field delimiters field separators and record separators In the delimited ASCII format fields are referred to by their position in the record SDF file Incoming data is in a text file with fixed length record format which is commonly used by mainframe computers Fields in the SDF format are referred to by starting and ending character positions SQL file Incoming data is from an SQL table 4 Click Next The dialog b
95. II format fields are referred to by their position in the record For example company name is field 1 contact name is field 2 and So on SDF fixed length file Specifies data will export to a text file with fixed length record format which is commonly used by mainframe computers Fields in the SDF format are referred to by starting and ending character positions 4 Click Next If you selected Export to a new file the Select Filter Group dialog box appears Export to a new file using an existing profile the Select Export Profile dialog box appears Cleaning Up DOS Notes You can replace garbage characters primarily rectangles that appear when GoldMine displays notes written in GoldMine for DOS Note Working with this conversion does not affect the appearance of notes in GoldMine for DOS 1 Select Tools gt gt Import Export Wizard gt gt Clean up DOS Notes The Clean up DOS GoldMine Notes dialog box appears 2 To start the conversion click Go Importing and Exporting XML Files About Importing and Exporting XML Import and export GoldMine contact data to or from an Extensible Markup Language XML format XML is a meta language used to facilitate the easy exchange of data between systems using different applications Importing or exporting your GoldMine data as an XML file helps you share information with different applications such as contact management systems that support XML Like HTML XML uses tags words b
96. L Contact Records Scan Method ptions Scan once Max Events o mm C Scan continuously Max Contact 2 Do not scan E Start Time Attach Track to selected contacts 2 Select one Scan current contact GoldMine processes only the active contact then returns to an idle mode Scan a group of contacts Select ALL Contact Records or select a filter or group from the drop down list 3 In the Scan Method area select one Scan once GoldMine scans the contact database or the contacts selected by a filter or group and processes all tracks When complete it returns to an idle 212 Automated Processes mode unless you have the Automated Processes Server Agent running If running the Automated Process scans again in the timeframe designated Scan continuously GoldMine scans the contact database and processes all tracks then repeats the process continuously This allows you to set up a workstation on the network that continuously scans for triggered events and immediately performs the event actions It can be interrupted by selecting Stop in the GoldMine Process Monitor dialog box Note The option Do not scan is available only when you select Attach Track to selected contacts which lets you attach tracks without scanning the database for tracks to execute 4 In the Options area configure Max Events Maximum number of events up to 99 999 to be processed during this sca
97. Open Developer section of our support Web site at http support frontrange com or our Partner section of the Web site to become a Technology Partner 240 Glossary gmb The file extension for a backup file created by the Back Up Wizard ics iCalendar file extension A AccountNo The Account Number field uniquely identifies a contact record and is the common field value that links the Contact1 table to Contact2 Cal ContSupp ContHist and OpMgr Action The Automated Process action is the activity performed when triggered Activities Activities are time specific or event based actions linked to contacts for example calls appointments letters or other types of activities such as To Do tasks or events that are assigned to users Activity list A window that displays task or event information The Activity List displays eleven categories of information in a set of tabs Additional Contact Individual associated with the primary contact such as an administrative assistant GoldMine stores this information in the Contacts tab of the primary contact s record Alphanumeric characters Letters A Z and numeric digits Attachment A file for example a Word document created outside of GoldMine and attached to GoldMine as a linked document InfoCenter attachment or e mail attachment Auto updating Allows you complete or delete many activities or resources B Bcc Blind Carbon Copy A copy of a message
98. ProfileApp exe if a detail record is added Add to end of scripts AppendRecNo 1 Append the RecNo of new record to the command line Example a completed incoming call from the example launches a command InCallApp exe 1234 where 1234 the record number of the completed record in the ContHist file With this entry use a DDE command to query GoldMine for the new record s data DisableFromAP 1 Disable the OnNewRun options if an activity is processed by Automated Processes Otherwise Entry is suffixed with the File RecType such as AnyApp Cal A 1234 When a contact record is created and the AutoUpdate NewRecord option is specified that option is executed first so the resulting updates can be used by a subsequent OnNewRun Contact1 NewContact exe entry Using Calendar Color Codes Lookup ini can assign colors to activity types such as calls and appointments and activity codes The Activity type RecType must be specified with the activity code optional and the color to be assigned These details store under a section in Lookup ini called CalCIrCode The RecType field is held in the Calendar and History databases and defines the type of activity record in those databases Calendar RecTypes Rec Description Rec Description Type Type A Appointment Call Back 42 Customizing T Next Action D To Do M Message S Forecasted Sale O Other E Event Calenda
99. Public Keys For security reasons do not share your private key You can share your public key with contacts two ways 95 GoldMine Corporate Edition User Guide Digital ID Signature Your Digital ID is attached to any message that includes a Digital ID Signature The recipient can then extract it and import it into his or her e mail application For example in Outlook the user can right click the sender s name on a message and add the contact to his or her existing contacts The digital ID certificate is included Export Export your Digital ID send it to a contact who can then import the file into his or her e mail application For example in Outlook the file is imported on the contact s Certificate tab Using Digital IDs in GoldMine Configuring Contacts Digital IDs Imports a contact s digital ID into the Contact Record Configuring GoldMine Users Digital IDs Imports your digital ID into GoldMine You determine the signature and encryption settings Sending Digitally Signed E mail Messages Sends a message with your Digital ID signature Sending Encrypted E mail Messages Sends individual messages with a digital ID signature or GoldMine encryption Reading E mail Messages Sent with Digital IDs Reading digitally signed encrypted or signed and encrypted e mail messages Sending Encrypted E mail Protect e mail messages with encryption Messages encrypted with Encrypt using GoldMine can only be read by GoldMine
100. RES RE RADI 129 About Exporting Data ecce cte o v eoe dae c v eoe de d 130 Considerations for Importing and Exporting Data ssseee een 131 About Weblmpoftting 5 3 1 e RR RR RE RR RUPEM RR EI ona AMI 131 Usirig the Import Wizard ttti He en eret etis Dog ier eee etis dede teda 132 Using the Export Wizard n ir i EE te De Pb dte i eiie 132 Cleaning Up DOS Notes 2 teinte ae eet ere e te qd e pd ud be dud eiie d tee e d n 133 Importing and Exporting XML Files sssseeeeenn nemen 133 Importing from Other Applications sssssssseeeneeeeeneene menn 137 Importing ZIP Codes notnm el Pda aenean 139 Merging Purging and Deleting Records ssssssseee eene 140 About Merging arid Purging 2 trot cx oer katie xa eub ee dr RR DH eee Ee HR M dcc k Rame 140 Using the Merge Purge Wizard sssssseeeeene eem enn enne nre nnns 140 Selecting the Merge and Purge Methods sssssesseee eee eene 141 Merging Visible Contacts ssssssssssseeeeenenen nennen mener nennen neret nennen nene 143 Merging Tagged Records ssssssssssseseeeeenenen n eene en nennen en tener ennt nnnnns 143 GoldMine Corporate Edition User Guide Using the Delete Wizard inier edet rod d edere etitixa 143 Monitoring Processes i oett cade pete dere ute eg e ERRARE c ege Es 144 About the GoldMine Process Monitor
101. Scheduling Activities sssseseeeene enne 105 About Completing Activities ssseseeeeene enne 106 About GoldAlarm 1 e dace ect ee eu e ule lech euet iue e ine x epe e e e d 107 Using the Activity BIst net ORT Dabei o eet Gatien a estos 108 About the Activity LIST s cerra uit RE REIR ERRARE IRR IMPO OAR 108 Using the Activity ISt iei rt e I he b epe e ier tue but Pane ies Eee educ MUR eR M Itn 109 Data Maintenance and Management ssssssssseeeeene eene nemen nennen 111 About Managing Information sssssseeeeee eene nennen enne nnns 111 Working with Databases sraa rete rette e ex eb e to eta tx Ve vh e PUR RR ee EX FERE 111 About Contact Set Databases 00 cic eene enne ener 111 viii Table Of Contents Opening Databases 2 eile ep ed Re d e Med deitas 111 About Creating Databases sssssssssssseeeneeeeeenen emen nennen nennen nnne nnn 111 Databases Wizard oett euet dut dust es ae 112 Database Alias Manager 2 ie nib nite ibat iiem 121 Maintaining Databases once eR RT RE me 124 Eirebirdos 6X En e m E E DM s 126 Globally Replacing Field Data hebes cc eeu bet Rae equ been ande 129 Using the Global Replace Wizard ssssssessseeee enm emm ennemis 129 Importing and Exporting Data ssssssssseseene ienei i aer iaei nnns 129 About Importing Datta ss Secs cerent eret thu e eee RR used dE ERR ER HE
102. Users with Master Rights can create HTML templates with different designs or formats Note The Microsoft Internet Explorer embedded in the GM View does not support the Framesets tags To use IFrames enable the Internet Explorer security settings for IFrame 1 Select File gt gt Configure gt gt GM View Tab The GM View Tab Settings dialog box appears 2 In the Template List area click New The Edit GM View dialog box appears Note Select Edit to change an existing template or Rules to set the display rules 3 Type a Template Name 4 Click in the design box to activate the template design toolbar 5 Design using these toolbar options or right click gt gt select Font Format fonts Paragraph Set alignment and check spelling Style Select from Normal Formatted Address Heading Insert Picture Inserts images stored in shared directories Link Inserts a hyperlink to a Web site Fields Inserts GoldMine fields user name and contact information linked images or linked documents Insert Background Image Browses to the location of the bmp file Remove Background Image Deletes the background Spell check Checks spelling Save as file Saves to a location Print Prints Edit HTML Source Edits the template directly in the HTML code Examples Hyperlink in Template Display Full Web Page This code example configures a GM View template to display 27 GoldMine Corporate Edition User Guide the Fr
103. Views right click and select Edit The Record Type Settings dialog box appears Make necessary changes 13 GoldMine Corporate Edition User Guide 4 Edit Primary Fields and Custom Screen fields by right clicking on the field when it displays in the lower right pane and select Edit The Field Properties dialog box appears 5 Edit GM View templates by right clicking on the GM View in the upper right pane and select Edit The Edit template name GM View dialog box appears 6 Click Apply changes A to apply the changes to GoldMine records Configuring Record Type Rules Record type rules are key to effective use of record types They govern which record types display when the conditions of the rules are met Select one of three rules to apply to the record types use text boxes and drop down lists use dBASE expressions or disable rules If no rules are configured users can manually select Primary Fields Views Custom Screens and GM Views as they work in GoldMine Apply only one set of rules at a time when working with record types 1 Select File gt gt Configure gt gt Record Types Administration Center The Record Types Administration Center appears 2 In the Record Types Details pane right click on Record Type Rules and select Edit The Rule Definition for Record Type dialog box appears 3 Select a rule type Field value based Evaluates the field for the specified values and displays the record type you select d
104. XML is a universal format that uses tags for exchanging structured documents and data on the Internet 247 Index NET Integration esses 239 A ACT Importing versions essssse 137 Activating Saved searches s es 81 ActiveX Controls sesseess 53 Activities ADOUEL i Iro EDD ati br 105 Benefits of USING aaeeei 105 Scheduling rete 105 Activity List sss 108 109 Adding Contacts m rede tgg 68 Details records sssssssss 69 Document templates 83 Documents to LFO iesise 99 Excel templates ssss 235 Taskbar items sesseess 7 Alarms GoldAlarm sierran iiras 107 Analyze leads sss 219 Answer Wizard Launching cernis 175 USING sciente 175 Answer Wizard 174 Assigning Quotas si caia tees 149 Attachinig ui edt 211 Auto dialer settings ssssse 102 Automated Processes Automated Process Center 209 Creating Evelils ic ee ent E 211 TACKS 2 2 emt ER 210 Designing iie Rene 207 Tracks Attaching nodes 211 Executing icit 212 TIaCkS ect eetes 210 Using snis E E TE M 209 Automated Processes sss 207 Automatic Maintenance 125 Automating Routine Tasks 207 Auto Updating RESOUICES sssessseeeee 221
105. XX instead of field names To display the field names and facilitate editing right click and select Edit gt gt Show Field Names The fields names display in the layout window To quickly edit Reports use the GoldMine Reports Shortcut Keys and the Layout local menu or the Layout toolbar Customize the GoldMine Reports by Cloning a Template Creating a New Template Refine the reports by Editing Report Parameters Editing Report Pages Inserting Sections Inserting Fields Editing Fields These settings also determine the information and the order it displays in the report Filters Determines the information included in the report apply filters on a global level or to a report section Break Fields Manages the grouping of report information Previewing GoldMine Reports Previewing a GoldMine Report to check report results before printing or to view information without printing the entire report 1 Useone of these methods In the Reports Center configure the Report Properties to return the desired results and click the Print button cj on Reports Center toolbar The Print Report dialog box appears Configure the dialog box and select Print Report Output to Window The Preview window appears with the data in the report When working in the GoldMine Report layout click the Preview button on the toolbar The Preview window appears with data in the report 2 To print the report right click and sele
106. a from the current files to the new databases Create empty tables D Rehost individual tables Alias Manager Next Cancel Create a new contact database Select this option to create or rehost a new Contact Set The associated drop down list contains known aliases If you need to create a new alias click Alias Manager and complete that process prior to completing selections on this dialog box Host GoldMine files to another server Select to create or rehost the shared GoldMine files Select this option only if you are rehosting from dBASE to SQL or creating a complete copy of the entire database The associated drop down list contains known aliases If you need to create a new alias click Alias Manager and complete that process prior to completing selections on this dialog box Copy the data from the current files to the new databases Copies data from the currently open Contact Set If necessary GoldMine converts the data to the format appropriate for the database type specified in the first dialog box of the Create GoldMine Database Wizard Create empty tables Creates a database structure to receive data at a later time Using this option with the GoldMine files causes missing Reports Templates and Automated Processes Rehost individual tables Select to create or copy one or more individual tables For example copy tables that were not copied if the rehosting process was interrupted With this option the Rehost Sele
107. abel Launches the Center with the selected field as the Lookup option Clicking the Find Contact toolbar button Launches the Center with Contact primary as the selected Lookup field Searching for Contacts Searching for Contact Records Searching for Contact Records Using the Advanced Contact Search Center Searching for Contact Records Using the Contact Search Center Power Search Contact Search Center Display Options Contact Search Center simple Contact Search Center saved searches Contact Search Center power search Saving Searches After creating and running searches save the searches using these options Saving search as a filter Saving search results as a group Saving as both a filter and a group Configuring the Contact Search Center 75 GoldMine Corporate Edition User Guide Use the User s Preferences Lookup tab Using Filters Queries and Groups About Filters and Groups To create a subset for longer term use build a filter or group Both options create subsets based on selected criteria but differ in how they handle these subsets Filters GoldMine s filters are based on Boolean expressions logical statements that have 2 possible outcomes true or false When activating a filter the entire database evaluates based on the Boolean expression The Contact Records matching the Boolean expression are selected The filter ignores records that do not match Example For a project or camp
108. act records or All filtered records and user scheduled activities records on the Send Contact related Options dialog box 11 Select Contact records linked to Activities cutoff date and time to include new and changed data linked to activities scheduled from the cutoff date and time This option is available if you select Contact records linked to the Send users calendar list or All filtered records and user scheduled activities records on the Send Contact related Options dialog box 12 Select the Deletion Filter from the drop down list This option applies the deletion filter for a single synchronization and then clears the filter selection Note When deleting a record on the remote site through a deletion filter the deletion is not recorded as a change in the database This prevents the deletion from synchronizing back to the host and lets the record synchronize back to the remote if necessary 13 Click Next The Override Options dialog box appears unless configuring a shared directory site in this case the Next Synchronization Options dialog box appears Creating Site Groups Use the Site Group Wizard to set up site groups the first step in configuring GoldSync Configuration options you set for the group are inherited by each group member you add to the group Using the Site Group Wizard set the connection method synchronization method and intervals and the method by which transfer set data communicates between the remote site
109. active on the screen select Schedule gt gt Forecasted Sale The Schedule a Forecasted Sale dialog box appears 2 Click the Contact drop down arrow to select from additional contacts or click the right facing arrow to launch the Contact Search Center and search for a new contact 3 In the drop down list select the Opportunity Project to associate the sale with or click New to create a new opportunity or project 4 Selectthe Product in the F2 Lookup list Note The Products lookup list functionality differs from other F2 lookup lists In addition to the product name it may also contain the price of the product This functionality exists in the Product field of Schedule a Forecasted Sale Complete a Sale and Completed Sale dialogs The syntax of price info is as follows ProductName Price 145 GoldMine Corporate Edition User Guide 5 Select the Code in the F2 Lookup list Note Activity codes can be used later to analyze specific sales activities For example if you code all your forecasted sales that were referrals with an activity Code of REF you can determine how many referred sales you made during a specific period of time 6 Select the User to schedule the forecasted sale for The forecasted sale appears on the user s calendar T Type the number of product Units the customer is expected to purchase 8 Type the Price of each unit 9 The Amount field calculates the total based on entries in the Units and P
110. activities are completed Lost Sales The total dollar amount of sales recorded as Lost Sales when the forecasted sales activities are completed Quota Period By default GoldMine sorts quota entries by the calendar period for quota assignments When a user has entries for multiple quota periods the 149 GoldMine Corporate Edition User Guide 3 listings appear in chronological order the oldest quota assignment appears first and the most current quota assignment appears last User Alphabetize quota entries by username Multiple quota entries for a User appear in chronological order Quota By default GoldMine uses data in the Quota Forecast Closed Sales and Lost Sales columns to calculate the percentage of quota achieved by the salesperson during the period The percentage of successfully completed sales to assigned quota appears in the Closed Sales column while the percentage of unsuccessful sales appears in the Lost Sales column Forecast Calculates the percentage of forecasted sales against sales already completed during the period The percentage of successfully completed sales to forecasted sales appears in the Closed Sales column The percentage of unsuccessful sales appears in the Lost Sales column New Access the Assign new quota dialog box to assign a quota to a user for a defined period Delete Deletes the highlighted record for the salesperson Edit Access the Quota Profile dialog box to modify a pr
111. aign you decide to work with your corporate clients located in Los Angeles You create this Boolean expression Contact1 gt City Los Angeles operator City is equal to Los Angeles Operands A Boolean expression consists of 2 parts operators and operands Operands act as the data to be evaluated while the operator determines the comparison method deciding whether the statement is true or false In the example the operands are City and Los Angeles and are equal to the operator When this filter is activated pressing PAGE UP and PAGE DOWN displays only those Contact Records in the database that are evaluated as true for this statement The filter evaluates each Contact Record If the record does not meet the condition s of the statement GoldMine continues to the next record and repeats the process to find a Contact Record that does meet the conditions GoldMine then selects the record The filter shrinks your database to present a subset of only those contacts with addresses in Los Angeles By constructing Boolean expressions build and maintain an unlimited number of filters to categorize the records in your database Access filters by selecting Lookup gt gt Filters The Filters and Groups dialog box appears Use the View Filters drop down list to select a user name Each filter associated with that user name lists alphabetically by the Filter Name assigned when it was created Activate Release Delete or create a New filte
112. ails dialog box appears Select the Digital IDs tab Click Import to add a contact s digital ID file to the GoldMine Contact Record The Import Digital ID dialog box appears In the Filename text box type or browse to the p7b or cer certificate file you are importing In the Name text box type the name to display Click OK to return to the Digital IDs tab To export the file to another location click Export To review the certificate details click View To remove a digital ID highlight the ID and click Delete Setting Free Busy Times in Contact Details For GoldMine to read a contact s published free busy times configure the contact s Contact Details to access the file After setting the path you should see the contact s free busy times when using the Free Busy tab while scheduling an activity More information about sharing Free Busy times 1 2 3 an 72 With the Contact Record active in GoldMine select Edit gt gt Record Properties gt gt Contact Details The Contact Details dialog box appears Select the Free Busy tab In the Contact s name drop down list leave the primary contact name or select an additional contact s name In the Free Busy URL drop down list select file ftp or http In the text box type or browse to the location where the file is published If you select ftp type the Username and Password in the text boxes The configured URLs appear in the Contact pane To add a new contact to the
113. all time out settings to their original default settings GoldSync This tab is available only when GoldSync is installed on your computer Configures the notification settings if GoldSync appears to fail Send an E mail if a synchronization error occurred Activates the e mail notification options E mail error messages to this address Type the e mail address of the person to notify Use your address or the address of the GoldSync administrator GoldSync Service When your GoldSync server is running on computer with a Windows 2003 Server Windows XP or Windows 2000 Server you can run GoldSync as a Service A service is an application type that runs in the background Synchronization Running GoldSync as a service provides added security by eliminating the need to log onto the computer to start GoldSync It also saves administrative time since the service can be configured to restart whenever the operating system on the computer starts thus avoiding the task of manually starting GoldSync Install start and configure the GoldSync Service from the GoldSync Administration Center toolbar but use the GoldSync Service tab to manage the service without launching the GoldSync Administration Center Setup GoldSync as Service Installs the service Uninstall GoldSync Service Removes the service Configure GoldSync Service Launches the GoldSync Services Settings dialog box where you start stop and automatically start the service 2 C
114. an maximize your marketing efforts What s New in GoldMine 7 5 GoldMine Corporate Edition User Guide What s New Overview The new features and enhancements available in GoldMine 7 5 support a variety of business processes while improving efficiency and usability and automating administration Microsoft Windows Vista Support Install GoldMine on Microsoft s latest operating system For more information please refer to the GoldMine 7 5 Installation Guide E mail Center Enhancements GoldMine now supports IMAP e mail retrieval and SSL encryption protocols Microsoft Office 2007 Support GoldMine Plus for Microsoft Office now part of the standard GoldMine installation supports Microsoft Word and Excel 2007 New Postal Code Import QuickStart Wizard Add over 42 000 United States Postal Codes to your database with one click using this new QuickStart Wizard Firebird Native Driver The Firebird Native Driver is now used for the most time intensive operations providing a 400 performance improvement for the slowest operations when using Firebird databases Underlying code changes provide additional 40 performance improvements when using MSSQL databases as well Customizing About Customizing GoldMine GoldMine provides extensive customization opportunities Customize aesthetic an navigational areas including adding background images adding taskbar items and customizing toolbars Also configure your calendar and customize
115. and the server and vice versa 1 Select File gt gt Synchronize gt gt GoldSync Administration Center The GoldSync Administration Center appears 2 Right click on Site Groups and select New The Welcome to the Site Group Wizard dialog box appears 191 GoldMine Corporate Edition User Guide 3 Type a descriptive name for the site group and click Next The Synchronization Method dialog box appears 4 Select either In the Connected Methods IP to IP Network area select an option Accept an incoming connection The server accepts the initial request for data via modem Internet direct or network Initiate an outgoing connection at set intervals The server transfers data at a specified time The interval is set by the user In the Non connected Methods Internet E mail Shared Directories area select an option Data transfer occurs without an active connection between the GoldSync Administration Center and the remote sites using an Internet e mail account or shared directory to transfer information Send and retrieve transfer sets via E mail The transfer set creates in advance and transfers by e mail Synchronize with another GoldSync server via shared directories Uses defined paths to directories for depositing and retrieving transfer sets 5 Click Next The General Options dialog box appears Creating Servers A GoldSync Server is any computer handling the synchronization processes It can be any computer
116. ange products www frontrange com Copyright Copyright 2007 FrontRange Solutions USA Inc All Rights Reserved Microsoft SQL Server is Copyright 2002 Microsoft Corporation All rights reserved This software includes software developed by the Apache Software Foundation http www apache org This program includes Firebird SQL Database Engine v1 5 Firebird SQL Database Engine v1 5 was developed by Inprise Corporation now called Borland Software Corporation Copyright 2001 2005 All Rights Reserved The Firebird SQL Database is distributed on an AS IS basis WITHOUT WARRANTY OF ANY KIND either express or implied You may obtain the source code and source code license for Firebird online at http www firebirdsql org The executable version of the Firebird SQL Database Engine v 1 5 which is distributed in conjunction with GoldMine software by FrontRange Solution is made available according to the terms of the FrontRange license agreement located in the GoldMine installer and in the product documentation This license and its obligations are only offered by FrontRange and not by Interprise Corporation Borland Software Corporation or any other contributor to the source code of Firebird SQL Database Engine v 1 5 GoldMine Corporate Edition User Guide For FBExport see http fbexport sf net The Sentry Spelling Checker Engine Copyright 1999 Wintertree Software Inc You may record phone calls through the use of t
117. anning and managing your business Add GoldMine information including your appointments e mail inbox or the day s sales Also add Internet sites supporting Rich Site Summary RSS which is a simple XML format designed for sharing Web headlines Sites supporting RSS are usually offering What s New information from their site RSS versions 0 91 2 0 supported Note Your system must be connected to the Internet to display and access Web sites Set up the appearance content and refresh rate for My GoldMine to display the Web site content and GoldMine information Configuring My GoldMine 1 Access the My GoldMine configuration options either way Select File gt gt Configure gt gt My GoldMine Select View gt gt My GoldMine gt gt Personalize Content 2 The Configure My GoldMine dialog box appears On the Layout tab select the Page Style in the drop down list 3 Select a 2 or 3 column style in the Column Scheme drop down list Default Windows Newspaper XP 4 For each column select the Column Format in the drop down list Select Tab which keeps the contents of the other items in the column hidden when not selected or Box which displays the information or hyperlink for all items a Classic Three Columns Even Three Columns Even Two Columns 5 Click the Contents tab 6 Select Column 1 2 or 3 The information in the Items pane reflects the active resources for the selected column To add a resource clic
118. any and Contact dialog box appears 2 Type the appropriate information into these text boxes Note For best display results in GoldMine type upper and lower case characters in field entries Using all upper case characters requires almost twice as much display area and prevents you from seeing as much information on the Contact Record as is possible when the information is in upper and lower case 67 GoldMine Corporate Edition User Guide Company Name of the contact s organization Tip After entering data in a text box press TAB to advance to the next text box Name Name of the primary contact at the company Phone Number Main telephone number for the primary contact Ext Telephone extension for the phone number International Format If blank GoldMine applies United States and Canadian formatting to the telephone number If selected telephone number are not formatted The International Format box is selected by default if the country setting in the WIN INI is not the United States E mail Address Internet e mail address for the contact The e mail address stores in the Details tab and displays in the primary contact panes Web Site Web site associated with the contact or the contact s organization A typical Web site address appears in the format http www something com for example http www frontrange com GoldMine stores this address as a Details tab 3 In the Creation Method area select desired opti
119. appear New Create a condition Selecting this option opens the Field condition dialog box with Field and Operator drop down lists and a Value text box where you specify values by typing them or using the Lookup window Edit Edit a condition Delete Delete a condition Contact containing the following Details tab information The Detail condition dialog box appears Select Detail name and Value in the Lookup window or type the name value Select the Operator in the drop down list Contacts with Additional Contacts field based condition The Field condition dialog box appears Select the Field and Operator in the drop down list Select the Value in the Lookup window or type it If you select Pending activities Calls Forecasted Sales E mails etc from the main Lookup Wizard page the Pending Activity Options dialog box appears 5 Specify the pending activities to include as part of your search Include pending activities matching ANY of the specified criteria or Only include pending activities matching ALL of the specified criteria Also specify the completed activities to include as part of your search Scheduled User s User or user group Activity Type s Activity type s Date Range Date parameters for your activity search Activity Codes Activity code value Reference Reference field search options If you select Completed activities Calls Sales E mails etc from the main Lookup Wizard page the Complete
120. ar records on the current report page For example if my report is displaying items for the month of January the macro will print the graphical month of January amp NextMonth Generates a graphical representation of the next month based on the date of the calendar records on the current report page For example if my report is displaying items for the month of January the macro will print the graphical month of February Answer Wizard Reports About Answer Wizard Reports Important Information about using the Console is available from the Help menu in the application Answer Wizard is a reporting tool letting users run detailed reports about company issues and trends When selecting a report from the Answer Wizard tree the wizard prompts you to answer questions related to the output of your report such as content parameters and printing options Answer Wizard may prompt you to answer report specific questions such as date and time ranges priorities and so on The wizard then runs these specifications against information in your database and returns the results Answer Wizard Answer the Report Tree questions with choose a report which the wizard to refine prompts you Database Create a report using another application such as Crystal Reports Save the report to Favorite Reports if so desired If using GoldMine with a SQL database Answer Wizard reports provide a quicker way to produce reports based on GoldMine
121. ars 4 To verify or change existing settings click Next to continue to the connection method dialog box 187 GoldMine Corporate Edition User Guide Using GoldSync About GoldSync GoldSync provides unattended and automated remote synchronization for 2 or more GoldMine systems GoldSync remote synchronization includes multilevel security and administrative controls and enhanced flexibility over GoldMine s one to one remote synchronization GoldSync Key Terms and Concepts Remote Site Internet Remote Site GoldSync Server GoldMine Server Remote Site GoldSync can simultaneously update multiple GoldMine systems with added or changed information in other GoldMine systems Messages and Calendar updates can be sent to as many users as are configured for the synchronization Although most users are not responsible for configuring or maintaining GoldSync they may be required to synchronize their GoldMine with a GoldSync server If so they can use the GoldMine Synchronization Wizard to set up and run a GoldSync profile with settings provided by their GoldSync administrator GoldSync administrators choose connection methods session intervals and the sending retrieving data options that work best for their remote to host scenarios Tip To maximize potential for success we recommend that a certified GoldSync administrator perform administrative duties Planning a GoldSync System 188 Sync
122. art to 81 GoldMine Corporate Edition User Guide Create Organizations Sections and Contacts Set read and update access on organizations sections and contacts Activate groups based on the Org Chart hierarchy Copy data to a group of contacts based on the Org Chart Creating Organization Charts Organizations are linked to the specified contact record The organization s name is taken from the Company field of the selected contact record Create up to 5 subsidiary levels under each organization and link contacts to any section 1 2 82 To expand the Org Chart pane select Edit gt gt Record Details gt gt Organization Right click and select Create a new Organization if the pane is empty or New Org Chart if you are adding a new organization The New Org Chart Options dialog box appears Select Lookup another contact and create an Org Chart Launches the Contact Search Center and lets you add a new Org Chart to another Contact Record Create an Org Chart based on Creates the Org Chart based on the current Contact Record Add sections and contacts to existing Org Charts Contact Communication About Communicating with Contacts Use GoldMine to print and fax correspondence send e mail send pages and distribute literature GoldMine integrates the functionality of your word processor and e mail software to communicate with contacts and coworkers E mail Send retrieve and manage Internet e mail Individua
123. at create an update if modified and the resulting field to be updated The second section comprises the specific instructions and parameters used when updating the GoldMine field OnNewRun and OnEditRun Determines the external application to launch when a new record is created a contact record or a supplemental file record adding a new calendar activity CalCIrCode Specifies the color to assign to the activity being scheduled Examples Entering Data in One Field Updates Another A company requires that the Salesperson field USalesRep automatically update AutoUpdate when the GoldMine user typing data populates the City field The Lookup ini is headed AutoUpdate It is where the trigger and update fields are defined in the format Trigger field Update field There is no need to prefix field names with a database Contact1 gt City because no two fields in the Contact1 or Contact2 data files except AccountNo have the same field name This example is automatically updating field data AutoUpdate City USalesRep When the trigger field City is updated the Lookup ini evaluates the subroutine of the same update field name USalesRep The result of this evaluation determines what is entered into 35 GoldMine Corporate Edition User Guide the USalesRep field In this example the subroutine USalesRep contains a reference to the trigger field City and a list of potential values that could be contained within
124. ata gt lt xs complexType gt xXs sequence lt xs element ref header minOccurs 1 maxOccursz 1 gt lt xs element ref accounts minOccurs 0 maxOccursz 1 gt lt xs element ref unlinked_content minOccurs 0 maxOccurs 1 gt lt xs sequence gt lt xs complexType gt lt xs element gt lt xs element name header gt xs complexTypez xXs sequence xs element refz goldmine version minOccurs 1 maxOccurs 1 gt lt xs element ref qmdbdef minOccurs 0 maxOccursz 1 gt lt xsisequence gt lt xs complexType gt lt xs element gt lt xs element namez goldmine version type xs string gt lt xs element name gmdbdef gt lt xs complexType gt lt xsisequence gt lt xs element ref qmdbfld minOccurs 0 maxOccurs unbounded gt lt xs sequence gt lt xs complex Type lt xs element gt 1 Select Tools gt gt Import Export Wizard gt gt Import GoldMine Data from an XML The GoldMine XML Import Wizard appears 2 Select one option in the GoldMine XML Import Wizard Import a new file Displays the Import a New File dialog box GoldMine imports the data according to a profile created as you define settings in the GoldMine XML Import Wizard Import a new file using an existing profile Displays the Select File to Import dialog box to select a predefined profile GoldMine will use to format the data you import from 3 Click Next to advance to the Import a New File
125. ater into applications that are linked via DDE with GoldMine This macro can be defined in the user var section of both the GM INI and the username INI of GoldMine Usage Syntax amp User Var variable name gt lt GoldMine username Example amp User Var Territory Dan where variable name gt is a descriptive name of the macro and lt GoldMine username assigns a defined value to a specific GoldMine user GoldMine username is optional as GoldMine will assign these values to the current GoldMine user amp UserFullName Returns the full name of the logged in GoldMine user as it appears in the FullName field in the Users Master File amp UserName Returns the name of the logged in GoldMine user amp Version Returns the version number of the installed GoldMine program amp WebSite 51 GoldMine Corporate Edition User Guide Returns http lt web site for the active contact amp ZIP Returns the ZIP field from the active Contact Record similar to the action of the amp ADDRESS 1 Use the amp ZIP macro to return an additional contact ZIP Code using the RECORDOBJ SETRECORD subfunction Recording Macros 1 Select Edit gt gt Toolbars gt gt Record Macro The macro recording buttons appear and the macro is ready to record Also start the recording process by typing CTRL SHIFT HOME Tip Record a macro using keystrokes rather than mouse clicks To use the GoldMine menus type CTRL F10 Use the arrow keys t
126. ave changed in Microsoft Word documents will not update until the application s cache is cleared To do this close then reopen Microsoft Word Follow these steps to install GoldMine fields into a Word document Note The steps below describe the process for Microsoft Office 2003 If you are using Microsoft Office 2007 all GoldMine menu items are accessed by selecting the GoldMine Tab from Word s main menu Launch GoldMine and select a Contact Record as a data source Open Microsoft Word Select GoldMine gt gt Insert GoldMine Field s The Insert GoldMine Fields floating toolbar appears To anchor the Insert GoldMine Fields toolbar drag and drop the floating toolbar to the Word toolbar or Note In Microsoft Office 2007 these fields are always located in the toolbar of the GoldMine Tab 4 Place your cursor at the point in the document where you would like to insert the field 233 GoldMine Corporate Edition User Guide 5 Click the field drop down list on the Insert GoldMine Fields toolbar and select a field or macro Fields are listed as TABLE gt FIELDNAME For example CONTACT1 gt CONTACT Macros are listed as amp MacroName For example amp UserFullName 6 Continue adding desired fields to the document T Complete the process by Saving the document for later use Select File gt gt Save as from the Word menu Save the file as filename doc To reuse this file with dynamic fields launch Word and open the saved
127. ay returns to the Opportunity Manager window with your new Use the New button a on the Opportunity Manager toolbar or right click and select New from the local menu The New Opportunity Prompt dialog box appears If you click Yes The Opportunity Wizard appears See Using the Opportunity Wizard No The New Opportunity dialog box appears Continues with the next step opportunity in the upper pane 6 Each tab must be updated manually See Using the Opportunity Manager Working with Projects Using the Project Manager Use the Project Manager to oversee complex projects involving many components 1 Select View gt gt Projects The Project Manager window appears 2 Usethe toolbar to perform general actions and the local menu for other actions 158 Opportunity and Project Management 3 To create a project right click the upper pane and select New See Creating Projects 4 Manage project details using the tabs Contacts Contacts associated with the project Tasks Schedule a plan of action with specific tasks assigned to users or user groups Team GoldMine users and contacts contributing to the project Issues Possible roadblocks to the successful completion of the project Notes Type free form notes related to the project Details Links Displays simple details lets you link documents Pending Scheduled activities for the project History Completed activities for the project 5 To close the window click
128. ay value of the Monday for the workweek in which the date falls Assume that we are looking at records that fall on Wednesday January 29 1997 the value returned by the macro would be 27 Since the 29th is a Wednesday Monday is the 27th for the week of January 29 1997 amp WDay3 Functions in the same manner as the macro amp Wday1 except that it returns the numeric day value of the third work day of the week or Wednesday amp WDay4 Functions in the same manner as the macro amp Wday1 except that it returns the numeric day value of the fourth work day of the week or Thursday amp WDay7 Functions in the same manner as the macro amp Wday1 except that it returns the numeric value of the seventh work day of the week or Sunday amp Hour Displays the time in hourly increments from 7 00 AM to 7 00 PM generated in 12 hour format amp Time Returns the scheduled time for calendar records in 12 hour format amp FrDate Displays the From date entry from the report s options amp ToDate Displays the To date entry from the report s options Reporting amp LastMonth Generates a graphical representation of the prior month based on the date of the calendar records on the current report page For example if my report is displaying items for the month of January the macro will print the graphical month of December amp ThisMonth Generates a graphical representation of the current month based on the date of the calend
129. ble rules First please make note of the exact names of the available Record Types in GoldMine Next enter a expression that returns a string as its results referencing the applicable Record Types that will be displayed for this dBase rule Expression Type expression here Insert Record Type from List 2 In the text box type or copy and paste the expression you are creating 3 As you type or modify the expression use the Insert Record type from List button to select a record type from the list and guarantee data consistency 4 After creating your expression click OK and then Apply Changes A on the Record Types Administration toolbar 5 To verify your record type selection is based on rules right click in the primary fields and select Select Primary Fields On the expanded local menu Rules Based selection should have a check mark next to it otherwise select Rules Based selection Expressions using Values Corresponding to Record Type Names When the string value in the field being evaluated corresponds to the name of the record type use these expressions Simple Expression Assuming Key1 can have Supplier Customer or Equipment as a value and assuming you have record types named Supplier Customer and Equipment use this expression trim contact1 gt keyl1 15 GoldMine Corporate Edition User Guide Results Each record where the key1 field value equals Supplier the Supplier record type displays Each record
130. box 5 Select the owning user from the Document User drop down list 6 In the Template Filename text box type or browse to the location of the template 7 Click Edit to open the spreadsheet and make changes 8 In the Document Management area select from Link to Doc Creates a linked document when the document is merged SaveHistory Creates a history record when this template is merged Allow Hot Link Enables linking to this document If clear the Link command is unavailable 9 In the Document Type area select Spreadsheet 10 Click OK 235 Integration Integrating with HEAT About Integrating with HEAT If using GoldMine with an E License on an SQL database integrate with HEAT to Launch HEAT Call Logging from GoldMine and access the database View call ticket information on the Tickets tab in GoldMine the services and support relationship with the customer Transfer ticket information to the GoldMine Details tab using the Ticket Transfer Utility to synchronize information with remote users without access to the HEAT database You cannot transfer data to the Details tab unless you are running GoldMine on an SQL database GoldMine users with Master Rights can change the database and login using HEAT HEAT PowerDesk Options From HEAT users can validate from GoldMine s Contact1 table and use the Customer window to view the primary contact information from the Contact Record additional contacts Sales Pe
131. by the Lastname field of the Contact1 database in alphabetical order When selecting a Start at value and an End at value GoldMine displays range to the right of the sort level database and field 7 Click OK Viewing Saved Reports Save reports with data frc and view them later 1 In the Reports Center click View saved report a The Open dialog box appears 2 Browse to the location of the frc file you are viewing 3 Select the file and click Open The report opens in a GoldMine report preview window GoldMine Report Macros The following is a compiled listing of information pertaining to the macros used within GoldMine reports along with a short description 170 Reporting Some macros are only available within the Calendar Printouts reports category The remaining macros are available in all of the report categories They have been separated within this document for organizational purposes All Report Categories amp FullAddress Displays Address1 Address2 City State Zip and Country A line feed separates address lines City State Zip values are displayed on one line amp Company amp Address Displays Contact Name Company Name Address1 Address2 City State Zip and Country A line feed separates all fields except for City State and Zip which are displayed on one line amp Address1 amp 2 Displays Address1 and Address2 data separated by a line feed amp Contact Company Displays Contact Na
132. cate records remain in the contact database Note If you select Dry run GoldMine does not prompt you for a purge method but displays the Save the Merge Purge Profile dialog box IMPORTANT We highly recommend selecting Prompt me before merge records and Dry run Only show duplicates do not merge or purge before actually performing a purge 4 After selecting a merge purge option click Next Unless creating linked additional contacts or performing a dry run the Purge Method dialog box appears 5 Select one option Delete the duplicate record GoldMine automatically deletes records meeting the qualifying weight specified in the merge purge profile Update a field with a value to indicate record deletion Changes the specified field with a specified value selecting this option does not purge duplicate records Tip Selecting Update a field with a value to indicate record deletion is the safest way to merge purge records This option performs the merge based on your criteria and then marks the non surviving record but leaves it in your database Review the records and delete based on the value with which the specified field is updated 6 Click Next The Purge Method Update Field Settings dialog box appears Update Field Select the field in the drop down list Value Type the value you are updating the field with to indicate deletion If any record had an entry in the specified field this data overwrites the existing value
133. cel Fields list and then highlight the GoldMine field to map the column to Click Add Mapping Your selection is added to the Mapped Fields list for example Column1 lt gt C1 Company 10 Continue to map desired fields When finished click Next The GoldMine is now Ready to export your Excel data dialog box appears 11 Click Finish When the import process completes a dialog box appears indicating the number of records imported into GoldMine Adding Excel Templates A template is a spreadsheet created in Microsoft Excel and contains embedded GoldMine DDE link fields The DDE fields link contact information to cells so the fields remain dynamic displaying the data from the linked fields in the configured cells Note Use the Document Management Center to link to a spreadsheet template and edit as needed the template must exist as a file The most common option for creating a spreadsheet document are using Microsoft Excel with GoldMine Plus for Microsoft Office installed Information about creating document templates in Excel 1 Select View gt gt Document Management Center The Document Management Center appears 2 Select the User from the drop down list 3 Right click on Spreadsheets in the Document Templates tree and select New The Document Template Properties dialog box appears 4 Type the Document Name in the format to appear in the Document Management Center and in the template drop down list on the Merge Form dialog
134. cel does not support multiple lines per cell therefore multi line macros cannot function in Excel 6 Continue adding desired fields to cells T Finish the process by Saving the spreadsheet for later use Select File gt gt Save as on the Excel menu Save the file as filename xls To reuse the file with dynamic fields launch Excel and open the saved xls document The dynamic fields display data from the active Contact Record Saving the spreadsheet as a template Select File gt gt Save as on the Excel menu Save the file as filename xlt If using it in GoldMine save the new template in the GoldMine Template folder Then add the template to the Document Management Center Note When running Office 2007 on Microsoft Vista GoldMine must be running in order to access GoldMine fields in Excel When Excel attempts to access a GoldMine linked field when GoldMine is not running the following error message appears Remote data not accessible Start application GOLDMINE EXE Select NO Selecting YES will result in an additional error message GoldMine must be running in order for Excel to access linked cells Using GoldMine Fields in Microsoft Word Once GoldMine Plus for Microsoft Office is installed you may add GoldMine fields to a Word document The fields remain dynamic meaning that when changes are made to the active GoldMine Contact Record linked field data in Word changes as well Note GoldMine linked fields that h
135. cessary On Linux type gsec rather than gsec to avoid not finding or launching the improper gsec Note Paths and file names are case sensitive on all platforms except Windows passwords are always case sensitive Look for the shell prompt for the gsec utility GSEC gt 3 Type this command modify sysdba pw icuryy4me 128 Data Maintenance and Management 4 Press Enter The new password icuryy4me is now encrypted and saved and masterkey is no longer valid 5 Quit the gsec shell quit Note Because Firebird ignores all characters in a password past the eighth character icuryy4m will work as will icuryy4monkeys Administrative Tools The Firebird kit does not come with a GUI admin tool It does have a set of command line tools executable programs located in the bin subdirectory of your Firebird installation The range of excellent GUI tools available for use with a Windows client machine is too numerous to describe here A few GUI tools written in Borland Kylix for use on Linux client machines are also in various stages of completion Globally Replacing Field Data Using the Global Replace Wizard The Global Replace Wizard helps you replace the value of a field in the Contact Record Important Before beginning a global replace back up the GoldMine databases If using a global replace to operate on a subset of data first build that subset with a filter or group you can then select during the process User
136. changes for the field names Note The Current Label corresponds to the local label for the field If the field does not have a local label the Current Label column displays the global label 5 Click Finish The QuickStart Wizard dialog box appears Click Done Note To see the updated Key field labels log out of GoldMine and back in Importing Postal Codes into your GoldMine Database Easily import over 42 000 United States Postal Codes into your lookup table 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box appears 62 QuickStart Wizard 2 Click the Postal Code Import Wizard ie The Postal Code Import dialog box appears 3 Click Finish to import all United States Postal Codes into your lookup table The import process may take considerable time depending on your environment Using the User Information QuickStart Wizard Configure or update individual user s personal information stored in the Personal tab of the User s Preferences 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box appears Click the User Information Wizard El The Welcome screen of the 2 QuickStart Wizard User Information dialog box appears 3 Click Next The user list appears 4 Select the user you are updating personal information for 5 Click Next The user s information appears on the dialog box 6 Update text boxes as needed Title Type the appropriate title or sa
137. ckage but renegotiates other parts into a different package The Opportunity Manager window contains relevant information needed to track a medium to long sales cycle involving multiple contacts issues and activities Use the Opportunity and Project Manager windows to view details of the opportunity or project from initial contact to a closed sale The sales team can view summary and detailed information about forecasted sales and activities linked to the opportunity As the project or opportunity progresses a complete record of associated activities ensures the team is making a coordinated effort to complete the sale The team can also see the decision makers and linked contacts in the project and act accordingly Customizing the Opportunity and Project Managers Properties Opportunity and Project share the same table fields and user defined fields Modify the field labels or reorder and hide tabs of an opportunity listed in the Manager 1 Select View gt gt Sales Tools gt gt Opportunities The Opportunity Manager dialog box appears To customize Project Manager click Toggle to 2 Select a listed opportunity 3 From the toolbar click Configure Opportunity Project Manager The Opportunity Project Customization Properties dialog box appears 4 Click the Fields tab Select from these options New Create a new user defined field on the Opportunity Project Properties dialog box Edit Edit a user defined field Delete Delete
138. copy data for contact set tables C Create or copy data for base GoldMine tables 3 Select the Copy data from a dBASE database check box 4 Click Next The Create GoldMine Database dialog box appears 118 0 0 Data Maintenance and Management 8 Create GoldMine Database To copy data from a dBASE database enter the following paths to dBASE files Common Path the location of the dBASE contact set files such as CONTACT1 DBF This usually is a folder named P gm6 gm54Common Ed GoldDir Path the location of dBASE calendar files such as CAL DBF This usually is a folder named GMBase R gmB gmB GMBase EA SysDir the location of dBASE system files such as USERS DBF This usually is a folder named GoldMine R samB gm5 Ed RM Browse to the Common Path the location of the dBASE contact set files GoldDir Path the location of dBASE calendar files SysDir the location of dBASE system files Click Next The Create GoldMine Database dialog box appears Click Alias Manager The Database Alias Manager dialog box appears Click New Database The Edit Alias dialog appears Complete the form 119 GoldMine Corporate Edition User Guide 10 m Alias Definition Alias Name BM vendus Server Type sat rj Host asd Database BM vendus Owner dbo Login sa Password i Use Windows Authentication SSPI Database Server Manipulations
139. ct q Add New Contact to an Existing Company la New Org Chart Company and Contact V3 Add a New Contact to an Existing Org Chart E New Default Record Type E New Buyer Record E New Property Record BY New Seller Record 12 Customizing Also create and apply Record Type Rules to govern what record type displays based on a field value based or dBase expression based rule or to disable the rules Rules can be as simple as when the value in the Acct Type field is Property display the Property record type when the value is Buyer display the Buyer record type or when the value is Seller display the Seller Record type Working with Record Types Creating Record Types After creating the appropriate Primary Fields Views Custom Screens and GM Views create new Record Types A record type consists of a unique name and is composed of a combination of Primary Fields Custom Screens and GM Views The combination of these components creates an record type entity 1 Select File gt gt Configure gt gt Record Types Administration Center The Record Types Administration Center appears 2 Inthe Record Types Details pane right click and select New Record Type or click New Record Type E on the toolbar The Record Type Settings dialog box appears 3 Specify Record Type Name text box A unique name for the record type Primary Fields drop down list The Primary Fields View to associate with this
140. ct Print The Print Pages dialog box appears Type the first and last pages to print and click OK a 3 To save a report with the previewed data click Save Printing Reports Select and print an existing report by Selecting File gt gt Print a Report The Print Report dialog box appears 168 Reporting Selecting File gt gt Customize Reports The Reports Center dialog box appears Select the report to print and click Print on the Reports Center toolbar The Print Report dialog box appears 1 In the Print Report dialog box select the report Type in the drop down list Select GoldMine or Crystal Reports 2 Inthe Category drop down list select the report category to select from Contact Reports Calendar Reports Analysis Reports Labels and Envelopes Other Reports 3 In the User drop down list select the owning user of the report to print If it is a public report select public in the drop down list 4 In the Report drop down list select the report name 5 Determine the contacts against which the report is run Current Contact Only Prints the report based on the active Contact Record All contacts in the following filter or group Selects ALL Contact Records to generate the report for the entire database this can be time consuming or select a predefined filter or group 6 In the Print Report Output To area select from Window Generates the report and displays data in a report Preview window
141. ct the assigned user and date the document was queued for 100 Contact Communication Queued documents are fulfilled when using the Print FAX Server Agent to send the document immediately or remove it from the queue use the Queued Documents area of the Literature Fulfillment Center 1 Select View gt gt Literature Fulfillment The Literature Fulfillment Center appears 2 Select your name in the User drop down list to view requests assigned to you 3 Select the Queued Documents date or date range for the request The queued document appears in the upper right pane 4 Highlight the document and right click Select options in the local menu To fulfill the print or fax request right click and select Fulfill The document will print or send depending on the settings configured To reject the request right click and select Reject The Rejection of Queued Document dialog box appears Type or select the reason in the F2 Lookup list 5 Fulfilled requests are written to the History tab the request appears in the Printed Documents area of the Literature Fulfillment Center Editing Scheduled Literature Requests To edit a Literature Request assigned to you 1 Select View gt gt Literature Fulfillment The Literature Fulfillment Center appears 2 Select your name in the User drop down list to view requests assigned to you 3 Select the Literature Requests date or date range for the request to act on The literature request appears i
142. ct the user who is the owner of the template Please select a template of the selected user Select a template in the drop down list See Creating Opportunity Templates 4 Click OK The Opportunity Properties dialog box appears Opportunity Change the opportunity name as needed Company Defaults to the company selected on the previous dialog box Type a new company name as needed Manager Select the user who will be the opportunity manager in the drop down list Code Select the opportunity code by typing or clicking the F2 Lookup arrow Status Type or select from the F2 Lookup list Stage Type or select from the F2 Lookup list Source Type or select the opportunity source from the F2 Lookup list Units Type the number of units forecast for the opportunity Price Type the price per unit Probability Type or select the percentage from the F2 Lookup list Forecast Automatically calculates a forecasted sale amount based on the Units and Price or type or select the forecasted sale amount from the F2 Lookup list Closed Amt Updates with the final amount of a successfully closed sale based on the forecasted amount Start Date Select the date the opportunity starts from the F2 graphical calendar Close by Select the date the opportunity should end from the F2 graphical calendar Actual Close Defaults to the date displayed in End Date Updates when the opportunity is actually completed 5 Click OK The displ
143. cted Tables dialog box appears when clicking Next Rehosting This dialog box lets you index specific data files during the creation of the new database or Contact Set Select the check box associated with the data to index Click Set All to select all check boxes Click Reset AII to clear them Depending on your settings in the Create GoldMine Database dialog box certain check boxes are not available To make ALL check boxes available Select Create a new contact database and Host GoldMine files to another server with Rehost individual tables 117 GoldMine Corporate Edition User Guide To make CONTACT check boxes available Select Create a new contact database with Rehost individual tables To make GM FILES check boxes available Select Host GoldMine files to another server with Rehost individual tables Copying Data from a dBASE Database If for example you purchase a leads list and it is in a dBASE database use the Databases Wizard to copy the data into your GoldMine database 1 Select Tools gt gt Databases gt gt New Database The Welcome to the Databases Wizard dialog box appears 2 Type a description in the Please enter the description of the new file text box such as Leads 05 8 Rehost GoldMine Database Welcome to the Databases Wizard Using the Database Wizard you can create a new GoldMine database copy data from an existing dBASE database or rehost the current database to another server C Create or
144. ction An Automated Process consists of a sequence of one or more events F F2 Lookup Special type of browse window that can be customized to contain frequently used or code specific entries Security options can control F2 lookups to ensure user input and allow standardization of data Field typing Customizing field labels and colors using direct data or dBASE expressions Fields tab Displays user defined fields grouped together in user defined screens File code The unique 3 character identification assigned to each Contact Set enabling synchronization and backing up Filter Sort condition used to select a subset of records from the entire database Force log out Forces users out at a particular time or when inactive for a period of time 242 Glossary Free busy times Free and busy calendar times published to file ftp or http locations and made available to other users G GM ini A file located in the GoldMine directory containing commands for general GoldMine operation The most important are the SysDir GoldDir and CommonDir GM View tab User defined HTML template based views gmb The gmb file extension for a backup file created by the Back Up Wizard GoldDir Used in the GM ini the GoldDir specifies the location of your GoldMine files also called your GMBase files GoldMine Business Contact Manager An installation of GoldMine using a D License and a dBASE database GoldMine Business Contac
145. cuments or linked documents saved by GoldMine users Adding Document Templates Although GoldMine installs predefined templates you can create your own 83 GoldMine Corporate Edition User Guide A template is a document created in an application such as Microsoft Word that links to GoldMine and contains embedded DDE link fields The DDE fields link contact information to the document merging to one or more contacts with the template produces a printable document Note Use the Document Management Center to link to a template and edit as needed the template must exist as a file The most common options for creating a document are using WordPad and Microsoft Word with GoldMine Plus for Microsoft Office installed Information about creating document templates in Word Tip If you are unfamiliar with adding DDE linkage fields to documents in your word processor clone an existing template and then make changes to it 1 Select View gt gt Document Management Center The Document Management Center appears 2 Select the User from the drop down list 3 Right click on Document Templates and select New The Document Template Properties dialog box appears Type the Document Name in the format to appear in the Document Management Center and in the template drop down list on the Merge Form dialog box Select the owning user from the Document User drop down list In the Template Filename text box type or browse to the location of the
146. d Activity Options dialog box appears DU 80 Specify the completed activities to include as part of your search Include completed activities matching ANY of the specified criteria or Only include completed activities matching ALL of the specified criteria Also specify the completed activities to include as part of your search Completed User s User or user group Activity Type s Activity type s Date Range Date parameters for your activity search Activity Codes Activity code value Result Codes Result code value Reference Reference field search options Click Next The Activity Search Options page appears Select how search options are applied All calendar activities this option is available for Pending activities Contact Management All history activities this option is available from Completed activities Unlinked activities Linked activities The Specify contact match options check box activates Select to specify contact match options using the Contact Information Options dialog box See step 3 for information on the check box options 8 Click Next The GoldMine Lookup Wizard Summary dialog box appears containing the generated SQL query 9 If necessary edit the SQL query by clicking Edit SQL The SQL statement in the Summary area opens for editing 10 Select the Activate SQL statement check box to automatically run the query after finishing the wizard 11 Click Finish Working with Sav
147. d in the SPFiles table New Launches the Database Wizard Create a new database Attach Opens the Contact Set Profile dialog box Attach a database to the Contact Set listing Delete Deletes the highlighted database Properties Opens the Contact Set Profile dialog box Edit properties of an existing database Open File Opens the highlighted database in GoldMine Close Closes the Contact Set Databases dialog box If you right click the database list with a database highlighted select Open Attach Database New Delete and Properties options and also select Maintain Database Launches the Maintenance Wizard Find Searches for words in the Description Access and Database Location fields Output to Output the Contact Set list to the printer in a GoldMine Report format Word Excel or the clipboard Opening Databases GoldMine lets you have more than one Contact Set database For example departments within your company may use different databases 1 Select File gt gt Open Database The Contact Set Databases dialog box appears 2 Highlight the database to open and click Open File The new database opens with database name in the lower left corner of the GoldMine status bar About Creating Databases 111 GoldMine Corporate Edition User Guide Use the Databases Wizard to create a database for new data or rehost an existing database to a new database You can create or rehost the Contact files and o
148. d name containing Acct Type value rule Field Value Supplied gt Rec Type supplier Field Value Record Type Customer customer Supplier supplier Delete 1 Click New to add a new value record type rule to the list 2 Selecta field in the Field Name drop down list Note Although you may have several field value based rules configured on fields the field displayed in the Field Name text box is the only field evaluated by the rules To evaluate from a different field select the field in the drop down list Rules configured on the newly selected field go into effect when you apply changes In the Field Value text box type or select a value in the F2 Lookup list Select a Rec Type in the drop down list To remove a rule highlight the rule and click Delete When finished click OK Click Apply Changes A To verify your record type selection is based on rules right click in the primary fields and select Select Primary Fields On the expanded local menu Rules Based selection should have a check mark next to it otherwise select Rules Based selection oN OAR Configuring New Record Creation Options Specify fields to display for update when creating a new record based on a record type 18 Customizing When creating or editing a new record type click New Record Creation Options The Record Type New Record Creation Options dialog box appears Select Use a type specific new record dialog to activate the fi
149. d select Actions gt gt Save template appears If you send immediately a record of what was sent to the contact is filed on the History Internet mail servers 88 Quote text for reply Fwd Include a text file Conditionally include a text File Company Contact First name Last name Last First name Dear Title Address E mail address Web site Phone number Fax number Notes Select View gt gt Document Management Center The Document Management Center Select the User from the drop down list Highlight the e mail template you are sending and right click Select Merge The Mail Merge Properties dialog box appears Contact Communication amp E mail Center Username Online Welcome to the GoldMin 2 83K Tuesday Janudme username doc f UserName Sales meeting agenda Tuesday Janue Sy Inbox Yusername global not GoldMine 5 Transfer Set 231 7K Friday Decemb y Outbox z1 Janire Parks One hiitFan Svnr Profile 2 1nkK Friday Deremh f Deleted lt i gt 38 Drafts idle Outlook G Filed GoldMine Link for Microsoft Outlook C September 2003 Welcome to the GoldMine Link for Microsoft Outlook version 2002 Features The GoldMine Link for Microsoft Outlook allows GoldMine 6 0 Corporate Edition users whose companies have standardized on Microsoft Outlook the flexibility to integrate their e mail messaging client with their CRM database Select View gt gt E mail C
150. d select Delete The view is removed from GoldMine Customizing Fields and Screens About Custom Fields and Screens Apply several levels of customization to Contact records When creating custom screens and fields you have greater flexibility in the information stored in GoldMine Customize GoldMine by Creating custom screens Creating custom fields Changing field labels Customized field typing Custom Screens Custom screens let you group related custom fields together Create up to 20 custom screens each with up to 250 fields Custom screen information is stored in the Fields5 table Custom Fields Custom fields also called user defined fields make GoldMine an adaptable program able to meet the needs of a broad range of businesses Information about user defined fields are stored in the Contact2 ContuDef and Fields5 table User defined Fields vs Details GoldMine on a Firebird database can store a maximum of 32k SQL is 8k for the combined length of user defined fields in a record GoldMine on an SQL database can store 1024 fields For additional information consult the knowledge base at support frontrange com The system administrator determines each field s type Fields can store the following Character field type Alphanumeric data A character field can also contain a dBASE expression that calculates field values or displays text Numeric field type Numeric data required for the field to calculate values
151. dars gt gt Publish Calendar s The Calendar Publishing Settings dialog box appears 2 Review the data in the text box If it is not correct click Edit Options to change the Calendar Options for Publishing Click OK to return to the Calendar Publishing Settings 3 Click OK when the settings are correct The GoldMine Process Monitor displays the publishing status 205 GoldMine Corporate Edition User Guide Xt GoldMine Process Monitor 4 Calendar Publishing Publish to iCalendar process 11 05 am 8711 200 A 5 Calendar Publishing Publish to HTML process 11 05 am 8 11 2003 4 Total records published 4 Ended 11 05 am 8 11 2003 Dur 0 01 5 Total records published 4 Ended 11 05 am 8 11 2003 Dur 0 04 a lt Publishing Free Busy Times Publish your free busy times to a network ftp or html location The publishing parameters are set in the calendar preferences Edit gt gt Preferences gt gt Calendar tab gt gt More Options gt gt Free Busy tab 1 Select Tools gt gt Publish Calendars gt gt Publish Free Busy Times The Free Busy Publishing Settings dialog box appears 2 Review the settings in the text box To alter the settings click Edit Options The Calendar Options Free Busy tab appears Make changes and click OK 3 Click OK on the Free Busy Publishing Settings dialog box and your schedule publishes to the ifb file specified on the Free Busy tab 206 Automated Processes About Automat
152. data Select from a variety of predefined Answer Wizard reports The Answer Wizard is installed when you select Management Intelligence during a custom installation of GoldMine using an E license Note Also install Crystal Reports and create your own reports The Crystal Reports installation file is on your GoldMine Corporate Edition CD ROM The Answer Wizard provides independent online Help for configuring and using it 173 GoldMine Corporate Edition User Guide Select from these report categories Account Contact Information Personal and Team Calendars Past Activities Sales Analysis Other Analysis Note In a network environment Answer Wizard must be installed locally on the computer of those individuals using the reports To launch the Answer Wizard click Start on the Window taskbar and select Programs gt gt GoldMine gt gt Answer Wizard Using Answer Wizard Important Information about using the Console is available from the Help menu in the application 1 Click Start on the Windows taskbar and select Programs gt gt GoldMine gt gt Answer Wizard The Answer Wizard appears 2 If necessary click Preferences to configure database settings and login information 3 Expand the tree and select the report you are running Click Next to work through the wizard Reporting Services Integration About Scheduled Reports Use this feature to run reports at scheduled times from within GoldMine It works in conjunction w
153. dated from the GoldMine SQL database through the Contact1 and ContSupp tables and flows to the HEAT application This allows HEAT users to view GoldMine customer information and additional contacts 3 Call Records created in HEAT flow to the Tickets tab in the GoldMine application by DDE and ODBC 4 View GoldMine Pending and History activities in HEAT Call Logging read only Data flows from the GoldMine database to the HEAT application by ADO 5 GoldMine contact information and the additional contacts Contact1 and ContSupp tables which are created or updated in the HEAT application are sent to the GoldMine database using ADO to transport 6 The SPFiles table in the GoldMine database stores data that ADO can validate in the HEAT Administrator module 7 ACall Record is created and stored in the HEAT database The Ticket Transfer Utility converts these Call Records into detail records on the GoldMine Details tab The data flows from the HEAT database to the Ticket Transfer Utility by ODBC and then to the GoldMine database by ODBC 8 Alert data flows between GoldMine and HEAT Call Logging Enable both HEAT and GoldMine to assign and display the other application s alerts Integrating with NET Integrating with NET 239 GoldMine Corporate Edition User Guide The new API integrates with GoldMine by providing an XML based programming interface and COM server It is compatible with Microsoft NET development tools VB NET and C Th
154. dated independently either can be referenced first AutoUpdate City USalesRep URegion USalesRep Lookupl Contactl City Seattle Janice Parks Aspen Danny Davis Kansas City Ken Linden 37 GoldMine Corporate Edition User Guide URegion Lookup1 Contact1 gt City Seattle Northwest Aspen Mountain Kansas City Midwest If the Field to Update is Pre Populated GoldMine does not automatically overwrite an existing value in a field to be updated unless it specified to do so The OverWrite statement is a toggle statement On Off or True False If Overwrite 0 Existing field values are not overwritten but a value of 0 in a numeric field is not considered a valid entry so it is overwritten This is the default value Overwrite 1 Existing values in the update field are overwritten Do Not Overwrite 2 Existing values are not overwritten a value of 0 in a numeric field is considered a valid entry so it is not overwritten The statement is placed at the end of the subroutine AutoUpdate City USalesRep USalesRep Lookupl Contactl City Seattle Janice Parks Aspen Danny Davis Kansas City Ken Linden Otherwise Unallocated OverWrite 1 Update a Field Based on an Expression The Lookup ini by way of expression returns an actual value to a field that can be used like every other field within GoldMine The AutoUpdate section contains a trigger field and a reference to a subsection to execute The subroutine conta
155. determine what is scheduled and review available times for new appointments and activities The Calendar displays day week month year planner and outline calendars for a single user or for a group of users You can launch the calendar and leave running in the GoldMine work area Using the Calendar The Calendar displays scheduled activities for the selected user or user group 1 Select View gt gt Calendar Your Calendar appears 2 To see calendars of other users select the user or user group in the User drop down list 3 To change your view click a tab Day Week Month Year Planner Outline Peg Board 4 Click the toolbar options to schedule and complete activities move through the calendar set the display delete and edit the scheduled activities 5 Right click and select the local menu options to manage specific activities synchronize and set the output to options change users and access other options 6 Right click Tasks or Occasions to manage displayed activities related to the task or occasion Using the Task List in the Calendar 1 Select View gt gt Calendar The Calendar window appears 2 The Task list is available on the Day Week or Planner calendar and displays pending Forecasted Sales Literature Requests Events and To Do items 3 Use the local menu to manage tasks Highlight the item and right click Schedule Schedules an activity Complete Removes task from the Task list and
156. dialog box or the Select File to Import dialog box Importing from Other Applications Importing Data from ACT 137 GoldMine Corporate Edition User Guide GoldMine offers an import wizard to help convert ACT data to GoldMine Select an import method based on the ACT version you are importing from If importing from ACT 6 x select Tools gt gt Import Export Wizard gt gt Convert from ACT 6 0 The Welcome to the ACT Import Wizard appears If importing from ACT 2000 or ACT 4 and lower select Tools gt gt Import Export Wizard gt gt Import Contact Records The Welcome to GoldMine s Import Wizard appears Using the Outlook Conversion Wizard The Outlook Conversion Wizard provides an easy way to convert your Outlook files Contacts Calendar Tasks and E mail folders to GoldMine This is useful when moving information from Outlook to GoldMine as your business contact management system The conversion wizard is an import feature and is not to be used in lieu of Outlook synchronization Note Outlook contact and calendar notes with rich text formatting and embedded URLs import into GoldMine as plain text 138 Select Tools gt gt Import Export Wizard Convert from Outlook The Welcome to the Outlook Conversion Wizard dialog box appears Click Next The Import Options dialog box appears Apply GoldMine s Formatting to phone numbers being imported Converts the Outlook format commonly 719 555 5555 to GoldMine commonly
157. displays a fixed number of asterisks as a security measure Note This action registers the alias and creates the database specified The new database will not be created without completing this step although it will appear in the list You cannot test it prior to completing this step 10 Select the Use Windows Authentication SSPI check box if you have designated Windows Authentication Mode instead of the SQL authentication This only applies to MSSQL aliases 11 Click Create New Database 12 Click Test Connection This verifies that the alias was created successfully 13 Repeat this process for each alias you wish to create 14 Click OK when done See Editing an Alias Using the Database Alias Manager for Firebird Database 1 From the menu bar select Tools gt gt Database Alias Manager The Manager appears Note Any previously aliased databases are listed on the left The right side of the dialog box contains a form for collecting information from which it will build an ADO connection string This information is stored in an INI file 2 To alias a database click New Alias This creates a blank form 3 In the Alias Name text box type a name for the alias There is a 100 character limit 4 From the Server Type drop down list select Firebird 122 Data Maintenance and Management 5 In the Host text box type the name of the computer name where the Firebird database server is run If the database server is on the sam
158. e and security To begin create an Active X control or an HTML file web site for integration then set up security ActiveX Controls ActiveX structure provides the most control and can be created with these programming languages C Delphi Visual Basic and NET When used with other GoldMine APIs ActiveX is powerful 52 Customizing Within the ActiveX support 4 methods can be implemented in your control for stronger interaction with GoldMine These functions are not necessary to implement public void GMOnStart long hWnd T This is the only function that passes a parameter The parameter is the HWND window handle of the container window in GoldMine Use the Windows API SendMessage call to control what happens to the container for implementing a Close button since the control is late bound in GoldMine and cannot expose events public void GMOnActivate This function tells you when the user has given your control s container focus in GoldMine public void GMLostFocus This function is called whenever the user gives focus to another object when your control had focus public void GMOnDestruct This function is called when the window is just about to close it provides the opportunity to clean up See Plug in Description File HTML Integrations The HTML attempts to call a JavaScript or VBScript function named like the last 3 ActiveX methods meaning exactly the same thing The GMOnStart function is not sup
159. e E uM ats 134 Exporting uins a ies 130 Exporting iuit eu 132 F Fax Correspondence sss 85 FBclient32 dll 5 2 et 112 Fields Creating iiit orant 23 Filters ADOUE 1i eee 76 Greatlrig eet ecd reto 78 see 0 0 0 ee 77 E E E P E E A etiim ES 77 Forecasted Sales Comipleting iine 146 Scheduling seeessesss 145 lJsingzi eee ete 147 Free Busy Publishirig 1 eet 202 Sharing ines 203 Bo EE 200 TIMESA cote eres Dre eheu 72 206 URS bete Ait sidende evel ed Geet 200 Fulfilling 2 nin eb e t s 100 G Global Replacing suresini 129 GM View Deleting socn 0c eec aes 28 Editltig 5 coe erect 19 28 Templates x eAeaEuus 27 29 GoldAlarm ec ERESER EE 107 GoldMine AUGOS anen tei ies 59 Reports see Reports ssessssuusss 171 Reports Center see Reports sssssssssss 171 GoldSync ANDOU diea opera Rh 188 Administration Center 189 Implementation considerations 189 Service Configuring sersa arnie 193 Installing eene 193 253 GoldMine Corporate Edition User Guide R rinilrg o ee aie 193 Setting UP etd ened 193 Synchronization Settings 183 Uninstalling essessse 193 Graphical Analysis sssuss 147 Groups ADOUE i iii ci E Gat b e RE ER 76 See Filters inset ne 77 GIOUDS kiia reeda n
160. e Uninstall GoldSync service Xe ibutton 2 Adialog box appears indicating the GoldSync Service was successfully uninstalled Using One Button Synchronization About One Button Synchronization When enabled on the remote GoldMine system one button synchronization gives the undocked remote user a single step synchronize process Because the remote user cannot modify synchronization settings the organization increases data security and enhances control of information access for each synchronizing remote system One button synchronization lets the GoldSync administrator Create one button synchronization profiles for each remote system running one button synchronization E mail the one button synchronization profiles to remote undocked users Create an undocked installer to install GoldMine on the remote system with the one button synchronization profile new GoldMine user Once created and sent the remote user can Retrieve the one button synchronization profile Retrieve the undocked installer file Synchronize using one button synchronization Working with One Button Synchronization Synchronizing Using One Button Synchronization The GoldSync administrator configures one button synchronization profiles and sends them to remote users Once installed the profile streamlines your remote undocked user synchronization process 1 Select File gt gt Synchronize gt gt One button sync with GoldSync Server The
161. e Verified Banner on Message i Digital Signature Verified Signature Verification Failed Banner on Message ter Digital Signature Verification Failure Note Reasons signatures can fail The sender and signature do not match The digital signature is expired 97 GoldMine Corporate Edition User Guide The Certificate Authority is not configured in GoldMine Using the Literature Fulfillment Center About the Literature Fulfillment Center Use the Literature Fulfillment Center to manage and track brochures price lists and other publications sent to your contacts The Literature Fulfillment Center stores and processes literature requests in one easy to view and manage location New publications can be added to a list for other users to select for their contacts Merging is done in the Document Management Center however you can merge documents in the Document Management Center and then queue them Also Add documents Edit document properties Fulfill or reject scheduled requests Edit scheduled requests Fulfill or reject queued documents Edit scheduled documents General management displays in the left pane and specific requests in the upper right pane The lower right pane displays associated attachments or a preview window of the document that was printed Select View gt gt Literature Fulfillment The Literature Fulfillment Center appears Use the toolbar to you execute commands or local menu options in th
162. e XML wrapper provides access to functions from the non XML capable API available of previous GoldMine versions Also user interface integration tools let developers interact For instance replace DDE with COM to gain Implementation of current technology instead of DDE Compatibility with COM capable development tools Compatibility with NET applications Ability to grow into a full UI API Ability to rewrite the Excel Word link Easier implementation of an XML based interface The COM server implements the relevant DDE functions An application that previously used DDE can communicate to GoldMine using this interface The description has 2 parts The XML API The UI API to run The XML API and the UI API use the same basic schema to perform actions GMAPI call CallName gt lt dataname DataName gt XXXXXX lt data gt lt GMAPI gt Eventually this will evolve into a retro written XML schema and DTD for the full APIs The XML API wraps the existing GM API into a simpler interface Low level functions performing actions needed by the non XML API programmer are hidden Failures are self documented no return messages Suggested Prerequisites Using the interfaces developers and Technology partners A working knowledge of COM and XML or ability to build well formed XML strings End users A working knowledge of the standard function calls for the older gmx32 dll version of the GoldMine API See the
163. e dialog box reminds you that the first record tagged will be the surviving record with data from the other records consolidated on that one record Once consolidated the other records are deleted 4 Click Yes Using the Delete Wizard To update your contact database by deleting some or all Calendar records history records and or Contact Records use GoldMine s Delete Wizard to reduce the possibility of an unintentional deletion Note Only users with Master Rights can access the Delete Wizard 1 Select Tools gt gt Delete Records Wizard The Delete Wizard appears 2 Select one delete option Delete old history records Purges old history data from the contact database Delete all history records from the contact database or activate a filter or group then use this option to delete history records from the subset of records Note Removing old history records periodically can significantly reduce the amount of disk space used by contact sets 143 GoldMine Corporate Edition User Guide Delete ALL filtered contact records Deletes a subset of records from the contact database based on a filter or group Delete this contact record Deletes the active contact record including all associated additional contacts profile entries and referrals History records for the contact are not deleted but become unlinked activities 2 Click Next If you selected Delete old history records or Delete ALL the select filter group dialog
164. e eene eene 220 FRESOUNCOS MM TIR 221 About ResOUIces iraia na t i cedat te b etie e eh rta 221 Auto Updating ResoUECes 4 n ite tede eere oe AL REP e ERAT AAKER 221 Using the Resources Master File tn t e ec pad ete e be Lo E Mec ber eee da 221 Creating Resources manoa Rte ende a tetur 222 Viewing the Resource Schedule sssssssssssseee ennemis 222 iuvaret 225 About My GoldMine 2 5 ponte redet eda e e ep edt ete on e dd ng edet doe 225 Configuring My GoldMine eiei E E AREE A E A eren nemen nennen 225 usma My GoldMIine i eee eee e R 226 Managers Console cci ER ooa Ec Eo inu cc mme na Md cetetu iiu en iem epit eua es 227 About the Managers Consoles asridan ae TETE E nennen eere enne nennen 227 Components 25 1 2 2 x m hide e EVI der p uc e el nei ene 227 GoldMine Plus for Microsoft Office sbs sisirin trae arnasan aen nemen 229 About GoldMine Plus for Microsoft Office emen 229 Installing GoldMine Plus for Microsoft Office ssssee meme 230 Setting Preferences in GoldMine Plus for Microsoft Office 230 Using GoldMine Plus for Microsoft Office emen 232 Using GoldMine Fields in Microsoft Excel ssseee eem 232 Using GoldMine Fields in Microsoft Word sssessse eme 233 Exporting to GoldMine From Microsoft Excel ssssseeeee emm em 234 Adding Excel Templates eire ecce ed ie idu edo v ure ida 235
165. e fields from the upper four panes is not recommended customize the display to reflect different business needs while still working within one database The customizations can include changing the displayed label or color for a field or hiding a field Apply many changes to many fields creating a unique view for a type of record you are creating and save the combination of customization as a primary fields view Create as many primary field views as needed There is no set limit to the number of views in GoldMine it is limited by the amount of available computer memory Creating a primary field view relies primarily on the field typing Use field typing to customize the look of the fields and the values displayed in GoldMine s primary and user defined fields Primary field views are a key component of record typing in the Record Type Administration Center Use Primary Fields Views to Create Primary Fields Views Customize Primary Fields Edit Primary Fields Views in the Record Types Administration Center Add to Record Type Delete Primary Fields Views Manually Change Primary Fields Views Customizing Primary Fields Primary fields are in the upper four panes of the Contact record Many fields are indexed fields You can modify the field labels and data display with colors or other expressions using the fields properties to create custom field typing but you cannot move fields without affecting GoldMine performance
166. e fields on the Contact Management screen when a valid ZIP Code is entered in the Zip field This reduces the amount of data entry necessary minimizing errors The optional ZIP Code Database contains a compressed ZIP Code data file GoldMine is required to import this ZIP code data The volume of data contained in the ZIP Code file is very large so importing the entire ZIP Code database can take several hours However since the data is divided into 57 zones you can import all ZIP codes in the USA in a specific time zone or only ZIP codes of individual states Note Importing the ZIP Codes to a network drive requires the exclusive use of the ZIP Code database therefore no other user can be working in GoldMine The user performing the import must have these network security rights in the GoldMine directory Open Create Read Write Delete and Rename 1 Select Tools gt gt Import Export Wizard gt gt Import ZIP Codes The ZIP Code Import dialog box appears 139 GoldMine Corporate Edition User Guide Import Zip Codes From Type the letter of the drive containing the ZIP Code data file For example if you are importing ZIP codes from a file on diskette type the letter of the disk drive Zone or State to Import Type the identification code of the state or ZIP code zone to import in the Zone or State to Import field For example to import ZIP codes for California type CA Include Suburban Cities Select to import all cities Cl
167. e gt gt GM View Tab The GM View Tab Settings dialog box appears Click Edit The Edit template name GM View dialog box appears Select File gt gt Configure gt gt Record Types Administration Center The Record Types Administration Center appears Expand Record Types Details GM Views Right click the GM View name Select Edit The Edit template name GM View dialog box appears 28 Customizing In the Template Name text box change the template name Click in the design box to activate the template design toolbar To edit the template use the toolbar options Font Formats fonts Paragraph Set alignment and check spelling Style Select from Normal Formatted Address Heading PON Insert Picture Inserts images stored in shared directories Link Inserts a hyperlink to a Web site Fields Inserts GoldMine fields user name contact information linked images or linked documents Insert Background Image Browses to the location of the bmp file Remove Background Image Deletes the background Spell check Checks spelling Save as file Saves to a specific location Print Prints Edit HTML Source Edits the template directly in the HTML code Example To insert a fixed hyperlink by typing the following in the HTML code A href http www frontrange com gt FRS lt A gt This inserts a hyperlink to the FrontRange Solutions Inc Web site with FRS as the label 5 Right click in the design box a
168. e host as the Goldmine installation you can enter localhost 6 In the Database text box type the path to the database Firebird maintains the database in a regular disk file Your entry in this field should specify a fully qualified path to this file By default the GoldMine installer creates an initial database file in Program Files GoldMine Data GOLDMINE fdb It is advisable to keep the same file naming convention and create additional database files in the same folder and maintain the same fdb extension T In the Login text box type a valid login name for the firebird server By default during GoldMine installation the installer gives you the option to create a login GMSYSDBA If you accepted this default value at the time of the GoldMine installation enter GMSYSDBA in this field Otherwise the value you specified during installation should be entered 8 In the Password text box type the password for the database Note By default the Password text box displays a fixed number of asterisks as a security measure 9 Perform this step only if you are creating an entirely new database Click Create Database Skip to step 10 if you are connecting to an existing database 10 Click Test Connection This action validates the parameters you entered above and also checks for the existence of the database 11 Click the Save Alias button 12 Click OK 13 Click the Create Database button Note This action registers the alias
169. e left pane to manage Literature List Predefined literature list that varies depending on which user created the literature packet Available when you schedule a Literature Request When selecting Literature List in the left hand pane the literature options display in the right pane Right click Literature List to access the local menu Literature List Local Menu Refresh Refresh the Literature List Refresh All Refresh everything in the left pane New Add a new document to the Literature List Literature Requests Requests by date When you select a date the literature requests scheduled for that date or date range are displayed in the upper right pane The literature requests are added by scheduling a Literature Request Right click on Literature Requests to access the local menu Literature Requests Local Menu Refresh Refresh the Literature List 98 Contact Communication Refresh All Refresh everything in the left pane Expand Expand the date options Queued Documents Queued requests by date When selecting a date the literature requests scheduled for that date or date range display in the upper right pane Queued documents are added to the Literature Fulfillment Center when configuring Mail Merge Properties through the Document Management Center Queued documents can be manually fulfilled through the Literature Fulfillment Center or automatically executed at the selected time if you configured the Server Agents t
170. e message RepServicesBridge dll is not registered may appear Goldvine NM e RepServicesBridge dll is not registered This message does not appear if NET framework 1 1 is installed on the server the GoldMine installer registers the DLL file If the framework is not installed the dll won t be registered and the installer fails silently If the dll was not registered and NET framework is subsequently installed and reporting services are used then the dll will need to be registered manually Consult your system administrator 180 Synchronization About Synchronization Synchronization is a process where one GoldMine system exchanges information with another GoldMine system through a Local Area Network LAN Wide Area Network WAN or the Internet It s for organizations with employees in distant offices and in the field who can link their GoldMine systems to communicate effectively and remain dynamically connected Synchronization is also used when exchanging data between a GoldMine system and Microsoft Outlook Palm Treo or Pocket PC More To synchronize each GoldMine system must have a unique license number However a user working on a GoldMine network can create a GoldMine sublicense to work on an undocked basis Running the same version of GoldMine on all systems is recommended To maintain the current version on all systems users can update their copies via Net Update Synchronization involves the creati
171. e selected entry Click Delete to remove the selected entry Click OK to close DOV GN Important The Contact field must be limited to 30 characters 104 Activities About Activities Activities are time specific or event based actions linked to contacts Schedule view and complete activities Activities scheduled for a future date and time store as records in GoldMine s Calendar Information about completed calls appointments kept and messages received transfers from the Calendar and the related contact s Pending tab to the History tab where it stores as a completed activity record View activities for users user groups for a particular date or for a contact Use the Calendar to view activities by date the Activity List to view by activity type and the Pending tab on the Contact Record to view the contact s activities for the contact Each activity record whether still pending on the Calendar or completed in the history file is linked to a Contact Record Connecting activities to contacts establishes a relational link to track the progress of customer relationships Benefits of Using Activities Track pending activities List activities that need to be performed Control the scope of these listings they can be daily weekly or monthly View activities pending for a contact or view only those calls that must be made on a specific day Also view pending activities of other users Setupreminders Remind yourself about
172. e suppression within linked applications that do not support blank address line suppression internally The action of this macro string is similar to the action of the amp Address macros and the amp NameAddress macro can be used to return an additional contact address using the RECORDOBJ SETRECORD subfunction amp NameTitleAddress Returns a string containing the contact name title department company and complete address of the active Contact Record Each line is separated by a carriage return and line feed and the string is formatted so it can be inserted into a merge template Any empty lines on the contact record are suppressed Use this macro to perform rudimentary blank line suppression within linked applications that do not support blank address line suppression internally The action of this macro string is similar to the action of the amp Address macros and the amp NameTitleAddress macro can be used to return an additional contact address using the RECORDOBJ SETRECORD subfunction amp NewReclD Returns a unique record ID which can be used when creating records amp Notes Returns the Notes from the active Contact Record Typically this value is extracted from the Notes field in the primary display portion of the Contact Record however use the RECORDOBJ SETRECORD subfunction to change the returned record type to additional Customizing contact or another type of supplementary record When the RECORDOBJ SETRECORD type
173. e your Internet e mail password configured in the E mail tab of your User s Preferences Type the Password and click OK GoldMine downloads the waiting e mail from your POP3 or IMAP server e mail account Read and process your e mail while connected online or move it to your GoldMine Inbox and disconnect from your e mail server To read e mail in the E mail Center double click the message oO RO 92 Contact Communication Note When you move messages from Online to Inbox the Attach E mail to Contact dialog box appears Select how to link messages to contacts 6 To process the message right click the message in the E mail re text box and select Actions Reply Reply to all Forward Re direct Fast File File It Delete Save to file Print Print Pages Unlink Mark unread Make private Set encryption Link to opportunity project Note You can also read retrieved e mail by selecting Read from the local menu in the Activity List or on the Pending tab of the Contact Record Reading E mail The E mail Reader window is the primary way you work with individual e mail messages The E mail Reader launches when double clicking a message in the E mail Center or the Contact Record Tip Right click the message description to access another e mail reader local menu for quick access to commonly used options Note On the Retrieval tab of the Internet Preferences dialog box select Open Read E mail dial
174. each day from the F2 graphical clock Note Because the times are set on a daily basis the earliest time is 12 00 A M and the latest is 11 59 P M The latest time cannot be 12 00 A M When setting the times consider the full range of Server Agents you are running and what activities can take place after regular business hours For example configuring the Server Agent to run after regular business hours keeps other processes running smoothly T Click OK Note You must start the Server Agents to begin processing Publishing Calendar Information In addition to publishing your calendar using the Server Agents publish your calendar on demand using the Tools menu Publishing your calendar as iCalendar or HTML provides your schedule information to customers you work with or to non GoldMine users This is another part of shared calendar information options offered in GoldMine Using GoldMine configure and publish in an iCalendar format ics an html format htm html and free busy times ifb by configuring the GoldMine settings Configuring Publishing the Calendar as an iCalendar file Configuring Publishing the Calendar as a Web HTML Pages Configuring Publishing Busy Time Note Before publishing your calendar configure the settings in the Calendar Options dialog box Options include publishing iCalendar or Web publishing and publishing to a file an ftp address or an html page 1 Select Tools gt gt Publish Calen
175. ear the check box to import only the primary city of each ZIP code Note Some ZIP codes include suburban cities and towns Import all cities or only the primary city of each ZIP Code If you import all city names a ZIP code can have more than one matching city In this case GoldMine displays a dialog box letting you select the appropriate city 2 Select Import During processing the ZipCode Import status window appears containing Import Zone ZIP code zone being imported File Size Amount of disk space occupied when the import is completed M Build Size Minimum amount of free disk space required to perform the import process Note Prior to adding ZIP codes the import process marks as deleted any ZIP codes present in the current ZIP Code database that belong in the zone being imported This ensures the correct city and state are matched with each ZIP Code in the database Merging Purging and Deleting Records About Merging and Purging Users may accidentally create duplicate contact records in GoldMine that over time may be too great for manual deletion GoldMine provides several methods for consolidating information and deleting duplicate records Merge Purge Wizard Simplifies the replacement process by guiding you through the entire procedure Merge Visible Records Updates the contact record with input focus by merging information in two contact records displayed in GoldMine s work area Merge Tagged Records
176. ears in either the Company field or the last edited field 2 Type your changes in the selected field or edit based on F2 Lookup values To edit based on the F2 Lookup list click the right facing arrow or press F2 to display the predefined field values Select the value to update the field with You can add values to the F2 Lookups 3 To advance between fields press the Tab key Note The Tab key goes through fields in the order set in the Field Order area of the Layout tab of the Field Properties dialog box Change the order by changing the Position Number This does note affect where the fields display in the Contact record 4 After editing the contact fields press ESC or go to the next Contact Record to edit Note Some fields such as the Last Update field on the Summary tab are display only GoldMine generates the value of these fields automatically and prevents the user from making changes If you click on one of these fields with the left mouse button no action will take place Linking Files to a Contact Record GoldMine stores linked document records under the Links tab For example if a prospect calls to discuss a bid you sent retrieve the document by double clicking the link stored with the prospect s record Use linked documents as the basis of building a group Also manually link documents using the local menu in the Links tab or by dragging and dropping files from Windows Explorer into GoldMine In addition to file lin
177. ect the data color Using Predefined Colors iif contactl keyl color red color black Using Windows Color Profile Codes iif len trim contact1 gt keyl1 0 255 0 25 GoldMine Corporate Edition User Guide Hiding Field Labels and Values Hide the label and the value based on the value in the field or in another field using the Label Color Expression and the Data Color Expression text boxes In the following example the label and data for the Source field are hidden if the Key1 field value is Employee To hide both the label and the data add the expression to the Label Color Expression text box and the Data Color Expression text box in the Field Properties of the Source field iif Contact1 gt keyl1 Employee 2 1 Note In this example the expression looks for an exact match with Employee If the Key1 field data is entered as employee the expression fails and the Source field and data remain visible Force valid data with F2 Lookup lists to keep data entry consistent Combining Hiding and Color To effectively use color and hiding add expressions in several Field Property areas Add this data to the Field Properties of the Source field 1 Right click on the Source field and select Properties The Field Properties dialog box appears 2 Onthe Profile tab select Expression in the Field Label area 3 Copy this into the Expression text box iif len trim contactl source 0 and trim contactl1 g
178. ectly could result in loss of data About Weblmporting Set up Internet Web sites to collect contact information from interested visitors Use the data in GoldMine by creating a Web form that includes instructions for handling the data Once information is submitted a Web server script can format the data into an Internet e mail message which can then be sent to a designated recipient When retrieving the e mail message GoldMine recognizes the import instructions and creates a Contact Record with data captured from the Web page Or if a Weblmport contact duplicates an existing contact update selected fields 131 GoldMine Corporate Edition User Guide Combining the Weblmport feature with GoldMine s Automated Processes can automate capturing and responding to leads Initiate Automated Processes automatically and send e mail messages to GoldMine users alerting them of the incoming contact data Using the Weblmport Wizard An advanced knowledge of gateway scripts is not needed to implement the GoldMine Weblmport feature Begin by contacting your Web administrator and providing him or her with the sample HTML and Perl script Writing and modifying scripts requires some programming expertise not covered in this material Many sources for getting started with Common Gateway Interface CGI scripts are available on the Internet and in bookstores Note FrontRange Solutions technical support cannot provide support for creating or maintaining
179. ed Processes Automate routine tasks by setting up a series of predefined actions to perform on contacts in the database including Administrative and tracking duties Generating direct mail Validating data Example Print introductory letters to new contacts whenever a Contact Record is created After printing the letter the Automated Process can schedule a follow up activity such as a call back on the calendar or a GoldMine user Designing Automated Processes Automated process components Tracks A sequence of two or more events used as the step by step instructions GoldMine evaluates to perform a defined series of activities Also known as an Automated Process Link several events to form a track Events Step by step instructions contained in an Automated Process or track GoldMine evaluates to perform a series of activities An event consists of a trigger and an action An Automated Process consists of a sequence of one or more events Events within each track perform an action when triggered by a condition Use the Automated Processes Center to create and edit tracks and events and to execute tracks Manage tracks attached to contacts on each record with the Tracks tab Use menu options available when selecting Tools gt gt Automated Processes to Execute Processes and Remove Tracks Designing Automated Processes Before creating Automated Processes draw the idea for the process then use the Automated Process Wi
180. ed Searches Previewing Saved Search Results Preview saved filter searches and saved group searches Previewing lets you review results before activating and using a filter or group 1 In the Contact Search Center display saved searches 2 Right click a saved filter or group and select Preview The results of the filter or group display in the browser columns providing easy navigation Activating Saved Search Results Activate saved filter searches and saved group searches using the Center to limit the records to display 1 In the Contact Search Center display saved searches 2 Right click on a saved filter or group and select Activate on the local menu The results of the filter or group are displayed in the browser columns providing easy navigation 3 The name of the activated filter or group is displayed on the title bar of the Contact Record window Activate a new filter or group or release an activated saved search Working with Organization Charts About Organization Charts The GoldMine organization chart Org Chart graphically displays organizational relationships and contact information in a tree structure It appears in an optional pane on the left side of the Contact Record Display it by Selecting Edit gt gt Record Details gt gt Organization Pressing CTRL Q Clicking on the blue expansion lines on left side of the Contact Record Navigate the Org Chart using its local menu or toolbar Use the Org Ch
181. ed fax application Faxing Correspondence from the Document Management Center Select View Document Management Center and right click the fax template Select Fax The Mail Merge Properties dialog box appears Faxing your Default Fax Sheet With a default fax template generate the fax sheet to fax telephone number entered for the active Contact Record Select Contact gt gt Write gt gt FAX to Contact 85 GoldMine Corporate Edition User Guide Printing Documents from the Document Management Center Print documents for one contact or for a filtered group or group of contacts 1 Select View gt gt Document Management Center The Document Management Center appears 2 Select the User from the drop down list 3 Highlight the document template you are printing and right click 4 Select either Merge amp Edit Opens the document on the screen with the inserted GoldMine fields populated with information for the current Contact Record Edit the document as needed and print using the program s print command Note Due to a Microsoft limitation the GoldMine menu in Word is disabled during the Merge amp Edit process Print Opens the Mail Merge Properties dialog box 5 If you print immediately a record of what was sent to the contact is filed on the History tab Printing Envelopes and Labels Use the same method as for printing letters memos and faxes Set up GoldMine to print envelopes or labels for documents
182. eft gt 50 lt lefts gt lt DefaultPos gt lt DefaultSize gt lt width gt 800 lt width gt lt height gt 600 lt height gt lt DefaultSize gt Visible 1 Visible lt PlugInDef gt PlugInDefs HTML plug in details The root node must be PlugInDefs and as the name implies multiple plug ins can be installed under one definition file For each plug in there is a PlugInDef The child nodes for PlugInDef are URL The URL for the HTML file or Web site must be http https or file 54 Customizing QueryString The querystring to be tacked on to the end of the URL Can contain GoldMine field macros that will be evaluated on launch of the plug in The macro wrapping structure is lt lt field gt gt like lt lt amp Contact gt gt or lt lt Contact1 gt AccountNo gt gt Note You must XMLEncode the macros as shown in the structure above Description The values here describe the item to the user and can contain multiple languages to describe the file using the locale code associated with the target language One language structure must be marked as IsDefault and is used in case the target language is not supported by the plug in Use XML entities in place of extended characters For example would be amp 209 Name Dialog name used for security Publisher Your company name Creates a sub menu under the Plug ins menu Description Used in the Help gt gt About Plug ins button Menu
183. eil ee 77 HEAT Call Logging Eaunchirig ittis 238 Ticket Transfer Utility 238 HEAT Call Logging escenes 237 HEAT Call Logging ssssss 238 HEAT Integration How it works ssseeeeeee 238 HEAT Integration sssessss 237 HTML ntegrations oo ere edes 54 I iCalendar Meeting requests 201 202 Importing AGT xem een 60 137 254 Considerations eses 131 Import Wizard sssssesssss 132 Maximizer for Windows 60 Outlook unn 138 WIZards aa incre ci metet 132 135 XML 4 ritate ted ede 135 ZIP COod6s i ote aS 139 Importing 2c eei 129 Industry templates 59 61 InfoCenter ADOUL Lene ER ERR Tuds 197 USING cicius 197 Information Managing seeem 111 Installing GoldMine Add ons s 59 GoldSync Service ssss 193 Industry templates ssss 59 QuickStart sss 61 Instant Syrie ct ette e eb aeds 183 K Key fields tickets 62 L Launching Answer Wizard 175 HEAT c steer 238 Manager s Console s 227 Leads Management Center 219 Linking Documents Synchronization Settings 183 Files to a Contact Record 70 Literature Fulfillment Ce
184. elds and begin configuration Beginning with Field1 select the field in the drop down list to display on the Add a New Record Type Record dialog box Select Duplicate checking for the field to be a duplicate checking field when adding new records Select a maximum of 4 fields to use for duplicate checking Continue adding fields Field2 Field3 and so on as needed Configure up to 10 fields Note If you have a field s as a trigger field for your Record Type Rules select the field s as part of your New Record Creation Options This helps you create records that work with the record type rules Editing Primary Fields Views 1 5 Select File gt gt Configure gt gt Record Types Administration Center The Record Types Administration Center appears Expand the Record Types Details tree and expand Primary Fields Views Select the Primary Fields View to edit The fields appear in the upper right pane To change the name or the access to the view right click the view name and select Edit The Main View Profile dialog box appears Make necessary changes To edit field properties for example to make a field a required field right click on the field in the upper right pane and select Edit The Fields Properties dialog box appears Make necessary changes Click Apply Changes A to apply the changes to GoldMine records Editing Custom Screens 5 Select File gt gt Configure gt gt Record Types Administration Center The Record
185. end with the extension fp Important If you do not give the report a unique file name at this stage of the process it does not save Default Printer Select one Selected Printer The device designated in the Output to section of the Reports Menu Layout Printer The special printer selected in GoldMine s layout mode 5 Click OK on the Profile tab to return to the Reports Center The new report is now listed in the report list x 6 Highlight the new report and click the Layout button B or right click and select Layout The report layout appears L Blank Template e X A o es Page Header Report Tite Sort 1 Header Detail 1 Section Prhedor DATE by SFallNane Page PAGE Pritd by GokiM he 7 Use the Report Layout local menu and Layout toolbar to format your GoldMine Report See Editing Reports in the online Help Editing Report Layouts The reports layout window displays a report s existing labels fields and sections for editing Edit the report parameters pages filters and break fields Within the report layout add remove or change parts of the report Tip Before changing standard GoldMine reports clone the report to preserve original settings To edit a field label or section right click on it and select Edit Available options depend on the type of item you are editing 167 GoldMine Corporate Edition User Guide Tip When editing the default report layout displays XX
186. enever a prospect calls to inquire about ABC s products the inside sales representative adds the prospect to the database including name address telephone how the prospect heard about ABC Company and the products in which the prospect is interested The literature fulfillment department uses this information to send the requested product information to the prospect They inform the outside sales representative of the date the information was sent The outside representative assigned to the prospect s territory follows up with a call to the customer a week or so after the product information was sent from the home office Several subsequent qualifying sales calls are made to secure the sale of an ABC product During this period the salesperson is responsible for updating ABC s sales management on sales activity including related calls and forecasts After a sale is completed the accounting department generates an invoice the shipping department uses to fill the customer s order If the customer fails to pay the invoice the collections department sends a delinquent letter to the customer to indicate payment is due for the ABC product Meanwhile the customer service department records the date the merchandise was received by the customer and initiates the warranty period Then when the customer requires support the customer service department determines and notes the nature of the problem for future reference If necessary a follow up supp
187. enter E mail Center Toolbar Provides quick access to E mail Center functions E mail Center tree Connect to your mail server and organize incoming outgoing and filed messages E mail message listing browse window Display messages available in the in box out box or selected folder Note The default limit for messages that can be displayed at once is set at 2 500 You may implement a USER ini file setting to override this limit however this is not recommended as negative side effects are associated with this action including Increased load on the database server and the network the database server will have to read your records from disk and they will be sent over the network Increased time to load the list of e mails in the Email Center list During this time GoldMine may be unresponsive Increased memory usage by GoldMine Sluggish response in the Email Center because it has to process a large number of emails and use more memory Text display Preview the body of a message selected in the listing browse window To turn the preview option on and off right click the E mail Center tree and select Options gt gt Show Preview Note Set Show Preview as the default in the Internet section of the Username ini using this command ShowPreview 1 Use the E mail Center to Edit Internet e mail preferences Create and send e mail messages 89 GoldMine Corporate Edition User Guide Retrieve e mail message
188. entifying a field name Logical pick lists display field names for the record type Use the Record Types Administration Center to create Record Types based on combinations of different Primary Field Views Custom Screens and GM Views and apply them in GoldMine based on your user defined Record Type Rules The full record type combination Primary Field View Custom Screens and GM View is an entity Examples A manufacturing company uses GoldMine to track suppliers and customers They use record typing to create a Supplier record type and a Customer record type Realtors use GoldMine to maintain information about properties sellers buyers and real estate financing sources They use record typing to create customized record types for each category they work with Part of the Record Typing is determining New Record Creation Options to specify fields displayed to a user who is creating a record based on a record type Available fields are limited to fields included in the selected record type and are only available when the field value based record type rules are activated Note The New Record Creation Options once configured let you create new records based on record types Select File gt gt New Record The menu expands to include configured record types Select the New record type Record A customized dialog box appears 11 GoldMine Corporate Edition User Guide Add a New Property Record 3 New Company and Conta
189. ents of the transfer set to determine what data to retrieved based on the Retrieve Options Compares the date and time stamp of a field in the transfer set with the date and time stamp of the same field in the database to determine which record is more recent and will overwrite the older data 181 GoldMine Corporate Edition User Guide GoldSync uses Tlogs to keep track of changes to each field in the database and to track new records Changes you make to your GoldMine data are tracked to the millisecond and stored in the Tlogs This ensures that if two users update the same field on a record the most recent change saves Important When creating a new remote site do not copy tables from one system to another since this causes problems with synchronization Remote sites should be set up with a fresh installation of GoldMine and the data should be synchronized with the main GoldMine site Configure specialized settings in the Synchronization Settings Use synchronization in these ways One button Sync with GoldSync Server Synchronization Wizard GoldSync Administration Center Synchronization with Outlook Synchronization with Palm Treo Synchronization with Pocket PC Copy Move Records Synchronization Scenario ABC Company is a medium sized manufacturer employing about 100 people It has departments handling sales order processing customer service and support Ideally these departments collaborate to accomplish ABC s goals Wh
190. eports 1 In the Reports Menu dialog box highlight the report then click Report Sorts 2 The Report Properties dialog box appears Select the Sort Orders tab 3 Select a second level of sorting for those records having the same primary sort field For example if you select Company for the Primary Sort and the Secondary Sort is Contact GoldMine first orders records by company name When 2 records have the same company name GoldMine sorts them alphabetically by contact name 4 Selecta Tertiary Sort field to order records by the third sort field when the first and second level sort fields are identical For example if the first and second level sorts are State and City and the third level sort is Zip GoldMine orders records by Zip entries only when 2 or more records have the same City and State values Note Without a second or third level sort GoldMine orders records with the same first level sort values by the records creation date and time Listing records by entry order is known as the natural order of records 5 In the Start at field specify the beginning value of a range defining record order within the selected sort level 6 In the End at field specify the end of the range If Start at and End at are blank all appears to the right of the sort level database and field and GoldMine sorts all records in ascending order Example Primary Sort Contact1 gt Lastname all The first level sort is ordering all records
191. eports The GoldMine Output to printer reports are available from the various GoldMine local menus The System Reports list is only available on the tree view when the selected user is public Using the Reports Center GoldMine s report generator organizes data from your contact databases into a report and sends the report to an on screen display or a selected printer Select from approximately 100 standard templates provided by GoldMine to meet reporting and printing needs For special reports a developer can use GoldMine s form designer to create custom report templates 1 2 Select File gt gt Customize Reports The Reports Center appears From the User drop down list select public to see the standard reports Select a user if the user has created a custom report In the report name tree view area expand the report types GoldMine GoldMine Reports Crystal Reports Crystal Decisions Crystal Reports created and linked to GoldMine System Reports GoldMine Output to printer reports available from GoldMine local menus In the report tree view pane expand report categories Contact Reports Displays Contact Listing reports Calendar Printouts Displays Activity List reports Analysis Reports Displays analytical reports Types of Description Analysis Reports Contact record Information about activities scheduled and completed with the contact These statistics show the state of your relationship with the contact such
192. er Properties Control a user s security access in GoldMine through the User Properties Profile Tab Defines security automatic record ownership and forced log out for a user Membership Tab Assigns or removes a user from a group Access Tab Sets general security to control user access to GoldMine features Menu Tab Configures menu options available to the user Time Clock Tab Displays a log showing the user s activity in GoldMine Best practices for a GoldMine administrator create one or several ideal users to reflect basic settings applicable to many users For example you may have two prototype users Sales Staff and Supervisor Each of these user types has different rights and menus in GoldMine Allow the Sales Staff to add and edit new contacts but not to delete contacts or view other s calendars The Supervisor can add and delete contacts and view anyone s calendar After the ideal user or users are created clone the users settings for each actual user with the same rights About User Preferences Define GoldMine settings unique to you GoldMine saves User Preference settings in your user s initialization file username ini Note While User Preferences let users customize their work environment many GoldMine administrators configure these settings for users and then restrict their ability to change the preferences Tip for Administrators To restrict the user s access to the User Preferences dialog box select File gt gt C
193. erver is being unused in the environment edit user properties to remove Launch SoftPhone from the GoldMine menu This avoids attempts to call through this feature when a SIP Proxy Server is not present Important You may record phone calls through the use of the Licensed Software The law on recording phone calls varies from country to country and state to state FrontRange recommends that you inform the other party or parties to your phone call that you are recording their conversation However it is your responsibility to comply with all applicable laws and regulations in your use of the Licensed Software You agree to abide by all applicable communication privacy and similar rules directives and other laws in your use of the Licensed Software In no event will FrontRange be liable for any action or inaction on your part which leads to or causes you to break the law Using SoftPhone 1 Select Contact gt gt Dial Phone gt gt Launch SoftPhone The SoftPhone control dialog box appears 2 Use SoftPhone to Answer incoming calls manually Dial phone numbers Transfer calls Hang up place calls on Hold and make Blind Transfer calls to another number or GoldMine user 103 GoldMine Corporate Edition User Guide 3 GoldMine reads the phone1 phone2 and phone3 fields and pulls those numbers into the Contact Numbers area Click a number to dial it Note UPHONE fields are user defined fields GoldMine users can create and use as extra phone
194. es the field Several special handling options can be applied to the values Note If you cannot locate the value to populate the field add values to the list if security is configured to let users add new entries Using the Lookup ini About the Lookup ini 34 Customizing Lookup ini does not exist in GoldMine until you create it using a text editor It writes as a standard configuration file similar to the Win ini and System ini files and stores in the GoldMine directory Lookup ini performs functions based on a trigger and resulting action Update a Contact1 or Contact2 field based on an entry in another Contact1 or Contact2 field Update Contact1 or Contact2 field based on an expression Launch an external application based on an expression or the occurrence of a specified field entry Apply an activity color code to calendar activities based on either an activity type an activity code or both Launch an external application when a new record is created Note If the Lookup ini script updates a field based on updates to another field the update of the second field does not follow the update access security for the second field set in the Field Properties dialog box Example use a Lookup ini to update Key2 based on updates to Key1 The user has update rights to Key1 but not to Key2 but can update Key1 and the Lookup ini updates Key2 Lookup ini includes AutoUpdate Specifies trigger fields fields th
195. es with available information about activity code date time contact and reference for a specified date range E mail Selected user s unanswered e mail Out Box Messages the user created but has not sent to recipients Calls Displays only the selected user s calls Appts Displays only the selected user s appointments Events Scheduled events with available information about date days contact code and reference Using the Activity List The Activity List displays activities as a categorized list Control actions to perform on activities through the local menus 1 Select View gt gt Activity List The Activity list window displays Select an activity Holidays Holidays selected in the Calendar tab of User Preferences Opp Proj Tasks Pending tasks in the Opportunity and Project Managers Closed All completed activities for the selected user Filed All completed GoldMine e mail and Internet e mail Real Time All users completed activities in the order they were completed View staff productivity in real time Open All types of pending scheduled activities Alarmed Pending and alarmed activities with associated information about activity code date time contact and reference for a specified date range E mail Only the selected user s unanswered e mail Out Box Only messages the user created but has not sent to the receiver s Calls Only the selected user s calls Appts Only the selected user s app
196. ets you specify whether or not the calendar shows activities linked to completely curtained contacts Set this field to 1 if you want the calendar to show activities linked to completely curtained contacts For example GoldMine ShowActvForCurtained 1 57 GoldMine Corporate Edition User Guide Warning Storing this setting in GM ini means that GM ini must be read only for all except administrators masters This weakens GoldMine security 58 QuickStart Wizard About the QuickStart Wizard Available to users with Master Rights the QuickStart Wizard accesses basic operations and tools to work with GoldMine The QuickStart Wizard contains a set of individual wizards you access in one central location to ensure you configure key operations Personal information for users such as name and title General user data and security settings such as the individual s GoldMine user name and password and QuickStart Wizard access rights Industry Solutions templates and GoldMine PLUS applications Key field labels to store data for your business Importing contact data from another contact management application into GoldMine Importing United States Postal Codes into GoldMine GoldMine s links to document applications including Microsoft Word and Adobe Acrobat The QuickStart Wizard appears immediately after installing GoldMine to help set up the critical operations most users need immediately such as e mail accounts Use the QuickStart Wiza
197. etting of the RECORDOBJ function s SETRECORD subfunction This function gains access to contacts and supplementary information When the SETRECORD type is set to PRIMARY macros return the value from the corresponding fields in the primary information portion of the contact record When set to CONTACTS additional contacts or another supplementary record type macros return the value from the corresponding field in the supplementary file CONTSUPP These macros can be used as DDE service items amp Address Returns a string containing the values of amp ADDRESS1 and amp ADDRESS2 separated by a carriage return and line feed character If amp ADDRESS1 or amp ADDRESS2 do not contain data a single line of data returns without the carriage return and line feed character Use this macro to perform rudimentary blank line suppression within linked applications that do not support blank address line suppression internally Use the amp ADDRESS macro to return an additional contact address using the RECORDOBJ SETRECORD subfunction amp Address1 Returns the first Address field from the active Contact Record Typically this value is extracted from the Address1 field in the primary display portion of the contact record however when using the RECORDOBJ SETRECORD subfunction to change the returned record type to CONTACTS GoldMine returns the value from the Address1 field 44 Customizing on the additional contact record if a
198. eviously assigned quota Select Close to exit the dialog box Using Sales Analysis GoldMine can generate a summary analysis of sales performance by one or more individuals This analysis displays actual numbers and percentage of goal figures for quotas forecast sales and closed sales for a specified period of time 1 2 150 Select View gt gt Analysis gt gt Sales Analysis The Sales Analysis dialog box appears The Select Users dialog box appears on top of the Sales Analysis dialog box to select the users to analyze Select users or groups of users if necessary Configure these options From Date Sets the first date of the period to include in the analysis To Date Sets the last date of the period to include in the analysis Note To reflect an accurate quota amount type From and To dates corresponding to the quota periods defined in the Quota Profile Quota Displays the dollar amount of expected sales assigned to the user for the specified period Forecast Displays the total dollar amount of sales scheduled on the calendar for the specified period Closed Sales Displays the total dollar amount of sales recorded as Closed Sales when the forecasted sales activities are completed Quota Diff Displays the result of the equation Closed Sales Quota for the specified period A value returned in parentheses indicates it is below quota See the examples below 9 000 10 000 1 000 Sales under Quota by 1 000
199. ful in the Success drop down list 3 If you selected Complete or Delete selected Activities Only select Date range and select From and To dates using the F2 graphical calendar 4 Click OK Using the Resources Master File To fully use GoldMine s resource scheduling features enter a resource record for all items in your organization that two or more users may use at the same time Commonly requested resources include conference rooms projectors demonstration products and company vehicles 1 Select File gt gt Configure gt gt Resources The Resources Master File appears Name Displays the abbreviated name for the resource such as OVERHEAD or MEETROOM This is the name used when scheduling the resource Can be any unique alphanumeric sequence up to eight characters in length No 2 resources can have the same Name Code Displays the alphanumeric identification to use for purposes such as the resource location serial number or other relevant information This field is primarily used to group resources together Description Provides a description of the resource such as Bell and Howell 35mm Film Projector Custodian Displays the name of the user responsible for the resource 2 Click New or Edit to add a resource or edit information about the resource The Resource Profile dialog box appears 221 GoldMine Corporate Edition User Guide 3 4 Click Delete to remove resources Click View Schedule to show current
200. ght click and select Layout template appears lil Blank Template Sort 1 Header Detail 1 Section Page Footer Prh amp dor DATE by SFallNane Paje PAGE PrhedbyGokiMhe Use the Report Layout local menu and the Layout toolbar to format your GoldMine See Editing Reports Cloning Reports Identifying an existing report that is closest to meeting your needs and then cloning it is the most efficient way to create new GoldMine reports We recommend you clone existing reports before modifying them so you always have a clean copy available for future edits 1 2 166 Select File gt gt Customize Reports The Reports Center appears Select the user whose report you are cloning in the User drop down list Select public if the report is publicly owned Select the report to clone and click the Clone Report button or right click the report name tree view pane and select Clone The Report Properties dialog box appears Select the Profile tab and configure Report Description When cloning a report the description defaults to Copy of report name gt Type a new and unique name for the report to replace the default Owner Select the report owner in the drop down list Reporting Notes Type extra details about the report and the report variables Report Filename Type a new unique name for the report template Reports store in the Reports folder of the main GoldMine directory Report templates should
201. gs Changes made to the Contact Set files GoldMine Files Logs Changes made to GoldMine files Error Logs Details of errors Use the logs for troubleshooting To prevent performance problems periodically purge the logs Firebird 126 Data Maintenance and Management About Firebird Firebird is an open source relational database offering many ANSI SQL 99 features It runs on Windows Linux and a variety of Unix platforms It offers excellent concurrency high performance and powerful language support for stored procedures and triggers This database management system is now an option for GoldMine users and provides you with a more robust solution to database needs and performance Previous systems limited customization and integration were prone to corruption and structure changes were difficult to introduce The switch to Firebird also lets you use the Microsoft technology ActiveX Data Objects ADO ADO enables programmatic access to database supports multiple databases and requires MDAC 2 6 You selected Firebird as a database choice during installation If you accepted the defaults during installation the data base name is GoldMine FDB all Firebird databases have this extension and it is located in Program Files gt gt GoldMine gt gt GoldMine gt gt Data The username is SYSDBA and the password is masterkey The password can be changed after installation GoldMine lets you migrate data from your previous dBASE sys
202. gt Maintain Databases The Welcome to the GoldMine Maintenance Wizard dialog box appears 2 Select Current Contact Set Files Includes currently open contact files Does not include GoldMine files such as Calendar Lookup or Mailbox Individual Files Lets you select individual tables from open contact files and GoldMine files All Database Files Lets you select GoldMine files current Contact Set or all contact sets Automatic Maintenance Lets you configure automatic maintenance options regular maintenance without user intervention 3 Click Next The dialog box that appears varies based on previous selection each box eventually opens the Rebuild Sort and Verify Database Files dialog box Setting Up Automatic Maintenance Configure GoldMine to automatically maintain the database based on specified criteria 1 Select File gt gt Maintain Databases The Welcome to the GoldMine Maintenance Wizard dialog box appears 125 GoldMine Corporate Edition User Guide 2 Select Automatic Maintenance 3 Click Next The Automatic Maintenance dialog box appears 4 Select the Logged User designates the user with Master Rights responsible Note The Logged User must be logged into GoldMine at the specified start time and day for the automatic maintenance to run 4 Type or select the Start Time Click the right arrow to access the F2 graphical clock Note Because GoldMine forces all network users to log out of GoldMine during i
203. he Licensed Software The law on recording phone calls varies from country to country and state to state FrontRange recommends that you inform the other party or parties to your phone call that you are recording their conversation However it is your responsibility to comply with all applicable laws and regulations in your use of the Licensed Software You agree to abide by all applicable communication privacy and similar rules directives and other laws in your use of the Licensed Software In no event will FrontRange be liable for any action or inaction on your part which leads to or causes you to break the law This product includes software developed by the OpenSSL Project for use in the OpenSSL Toolkit http www openssl org This product includes cryptographic software written by Eric Young eay cryptsoft com This product includes software written by Tim Hudson tih Qcryptsoft com USE OF THIS SOFTWARE AND ITS RELATED USER DOCUMENTATION IS SUBJECT TO THE TERMS AND CONDITIONS OF THE APPLICABLE END USER LICENSE AGREEMENT EULA A COPY OF WHICH IS FOUND IN THE USER DOCUMENTATION YOU MUST AGREE TO THE TERMS AND CONDITIONS OF THE EULA IN ORDER TO USE THIS SOFTWARE IF YOU DO NOT AGREE TO THE TERMS AND CONDITIONS OF THE EULA PROMPTLY RETURN THE UNUSED SOFTWARE IN ITS UNOPENED CD PACKAGE TO THE PLACE FROM WHICH YOU OBTAINED IT FOR A REFUND WARNING The software described in this manual and its related user documentation are protected by co
204. he New Record Creation Options configured Create new records based on the selected record type providing you with an efficient data entry option You are not always restricted to the views determined by the record types and rules With sufficient GoldMine permissions manually change the primary field view custom screen or GM View Using the Record Types Administration Center Use this Center to create and manage Contact Record customizations Record typing is powerful and dynamic letting you customize the type of Contact Record GoldMine users see and combine within one database what may appear to be disparate types of Contact Records To access the Record Types Administration Center select File gt gt Configure gt gt Record Types Administration Center View E Record Types Administration Center Record Types Details 3 Record Type Rules x Custom Screen Buyer Interests BY Record Types G3 GM 4 View Buyer Profile EJ Primary Fields Buyer Property Seller ET Primary Fields Views EJ Buyer P E p Label 1a 05 Row col Pos e Re Up B Custom Screens E Finita nee en Tr E Buyer Interests A Property Info Seller Details 98 GM views 3 Buyer Profile Neighborhood Info Property Location 10 Customizing Enhanced logic simplifies working with data records Users can perform searches for record types instead of field names enabling them to find information without id
205. he primary fields panes and select Select Primary Fields Select your named view from the menu The primary fields update to the select view 2 Right click in the primary fields panes and select Screen Design The Screen Design toolbar appears e 3 Click Save as a Primary Field view 73 The Main View Profile dialog box appears 4 When clicking OK on the Main View Profile dialog box the new view appears in screen design mode and ready for modification 5 To modify the fields in the view see Customizing Primary Fields Manually Changing Primary Field Views Primary Fields Views are typically determined by the record types and record type rules configured in the Record Types Administration Center However with permissions manually change the displayed primary field view 1 Right click in the primary fields of a record and select Select Primary Fields The sub menu includes Rule Based selection and a list of primary fields views 2 Onthe menu select the view to apply to the displayed record The record updates to selected primary fields view 21 GoldMine Corporate Edition User Guide Deleting Primary Field Views Deleting Primary Fields Views does not remove field data from the database 1 Select File gt gt Configure gt gt Record Types Administration Center The Record Types Administration Center appears 2 Expand the Record Types Details tree and expand Primary Fields Views 3 Select the view to delete right click an
206. hing based on a specified time Manually Tools gt gt Send Receive gt gt Free Busy Select Contact and click the Details tab Complete the Internet Free Busy Address In Calendar select Actions gt gt select activity Select Attendee Availability gt gt Invite Others Select contact with published free busy information Add to the Details tab of your Contact record and save as vCard vcf When you send a vCard with your signature the free busy URL is included Configuring Calendar Publishing in the Server Agents Administrator Use the Server Agents Administrator to publish your calendar on the days and times specified Use the Server Agents to publish your calendar information to the Web as HTML or in an iCalendar format You must configure the Publishing tab in your Calendar Options dialog box 1 Select Tools gt gt Server Agents gt gt Agents Administrator The Server Agents Administrator dialog box appears 2 Click the Calendar Publishing tab 204 Calendars 3 If allowing only one user to publish his or her calendar using the Server Agent select the user in the drop down list in the User s Settings area 4 To allow other users to use the Server Agent capability select Apply to other users to enable the Select Users button Click Select Users to select one or more users or user groups 5 Inthe Active Period area select the days of the week the agent will be active 6 Type or select the active time period for
207. hronization Systems using GoldSync to synchronize enjoy the added convenience of One button Sync with GoldSync Server synchronization Users can employ click and go synchronization using a profile defined by the GoldSync administrator In some cases users can install GoldMine and the One button synchronization profile in one operation GoldSync Implementation Considerations To understand how to make synchronization part of your business process analyze The anticipated number of records in the database The volume of changes you expect to make to the data Whether the entire database or a filtered subset of data is to be synchronized with remote sites The number of remote sites Whether the sync model is dynamic several synchronizes per site per day or static once per week for reporting and data archive purposes The expected future growth of the overall implementation additional records databases users remote sites To understand the technology issues consider Bandwidth currently available between potential remote sites and all synchronization servers Future plans for enhancing bandwidth for example VPN corporate WAN and so on Firewall and network security may limit synchronization options Personnel resources available to administer and maintain synchronization Using the GoldSync Administration Center To start the GoldSync Administration Center you must have GoldMine installed running and
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209. ice must be installed After the application is installed create individual spreadsheets with inserted GoldMine fields or create spreadsheet templates accessed through the Document Management Center 229 GoldMine Corporate Edition User Guide Installing GoldMine Plus for Microsoft Office GoldMine Plus for Microsoft Office is installed during the GoldMine installation process however options during the GoldMine installation process allow you to install GoldMine Plus at a later point in time if desired Follow these steps to install GoldMine Plus after the main GoldMine installation 1 From your desktop go to Start Settings Control Panel gt gt Add or Remove Programs Highlight GoldMine Click the Change button The Welcome to the Installshield Wizard for GoldMine dialog box appears Click Next 4 Select the Modify radio button Click Next 5 The Custom Setup dialog box appears SOLD i GoldMine InstallShield Wizard Custom Setup Select the program features you want installed Click on an icon in the list below to change how a feature is installed Feature Description Elodie Premium Edition Install Goldmine Premium Edition t c Gold ine Plus application fies This feature requires 71MB on your hard drive Install to C Program Fesh Goldmine change _ 6 Click on the GoldMine Plus icon and select This feature will be installed on local hard drive Click Next 7 The Install
210. ider Fax Macro amp Fax Iv Show Send Screen Use Fine Resolution Group Merge V Prompt for group merge destination About Close Set GoldMine Plus preferences using the following options 1 Automatic GoldMine Login To login to GoldMine automatically when Microsoft Word or Excel are started Check the box for Please login to GoldMine with the following user data automatically in the future Enter your GoldMine User name and Password 2 File Location Select an option for a default file location where GoldMine Plus documents will be saved Use GoldMine to determine location The default file location for GoldMine Plus documents will be determined from the GoldMine application Use Word Default Path GoldMine Plus documents will automatically be saved to Microsoft Word s default file location Use Browse to file location Manually browse to a default file location for GoldMine Plus documents 231 GoldMine Corporate Edition User Guide 3 Fax Method Provider Select your fax method in the drop down list of fax applications none OmniRush WinFax RightFax DelFax Zetafax Fax Macro Select the Fax Number Macro specified by you fax application in the drop down list amp DIALFAX The fax number from the active contact record amp FAX The fax number as it should be sent to an auto dialer for automatic fax transmission The Show Send Screen and Use Fine Resolution options are available i
211. idth of a column to optimize the display Change the size of a column using typical Windows mouse functions on the border of the column at the heading level To print the contacts displayed right click and select Output to gt gt Printer Click Shrink to display a smaller version of the Center Click Unshrink to return to full Contact Management 8 Select Sync Contact if you want the Contact window to display the selected contact in the Center Tip Schedule an activity by working with the Center and the GoldMine Calendar Select a contact to be scheduled and drag it to the open Calendar When you release the mouse button GoldMine displays the Schedule an Appointment window Use it to schedule an appointment or other activity for the selected contact 9 Right click in the browse columns to access other functions The browser columns local menu appears 10 Search the Center using saved search and power search options Note Access additional one click actions using one of the four buttons at the bottom of the Contact Search Center window These enhancements were added for the GoldMine Corporate Edition 7 0 4 release About the Contact Search Center Provides a central search window Find one or groups of records based on criteria you create or saved searches Launch the Contact Search Center by Selecting an option from the Lookup menu Company Name Last Phone1 and other indexed fields M Double clicking an indexed field l
212. ies After completing a scheduled activity the Calendar record is removed and a record is posted to the linked contact s history file indicating what was accomplished Complete a scheduled activity from The Contact record s Pending tab An Activity List s tabs The Calendar The Complete menu 106 Activities Note Use the Complete menu to record any activity you complete whether scheduled or unscheduled For example if a contact calls unexpectedly make a notation in the history file even though a call was unscheduled In this situation select the type of activity to complete from the Complete menu Scheduled Calls Unscheduled Calls Message Next Action Appointment Sale Other Action Event To do Correspondence Pending Activities If more than one than one activity is of the same type the Complete Activity dialog box appears to select the activity to complete Tip Configure your Calendar to display completed activities Right click to display the local menu then select Activities or click the Select Activities button The Select Activities to View dialog box appears In the Completed Activities column select each activity type to display About GoldAlarm The GoldAlarm runs the alarm options in GoldMine even when you are not logged into the application When scheduling an activity you can select the Alarm option Configure alarm settings in the User Preferences gt gt Alarm tab to pop up a window or post the alar
213. ificate Authority When receiving the message GoldMine asks you for your password in the Private Key Password dialog box About Digital IDs Signed Icon in Inbox S Encrypted Icon in Inbox d Signed and Encrypted Icon in Inbox cy Failed Encrypted and Signed Icon in Inbox By Signed with a Digital ID When receiving a digitally signed message the message includes the sender s digital signature and public key When the message signature is verified the Inbox displays a signature icon next to the message When you open the message you are notified if the signature is verified or if the signature verification failed Automatically add a new or updated signature file to the contact s Digital IDs Encrypted When receiving a digitally encrypted message the message was encrypted with your public key supplied to the sender at an earlier time The message is decrypted using your private key configured in GoldMine You are asked to supply the password to your private key to read the message Signed and Encrypted When receiving a digitally signed and encrypted message the message includes the sender s digital signature and a message encrypted with your public key supplied to the sender at an earlier time The message signature is verified and the message decrypted using your private key configured in GoldMine You are asked to supply the password to your private key in order to read the message Signatur
214. ified Activity Code Use wild cards to select multiple activity codes By default this field is blank to include all activity codes in the graph Using Wild Cards in Activity and Result Code Fields When making an entry in the Activity Code or Result Code fields on an analysis screen GoldMine recognizes the asterisk character as a wild card When placed in these fields an asterisk tells GoldMine this position can contain any character For example entering S S in the Activity Code field makes GoldMine calculate the analysis based on any activity code with S in the first and last positions of the Activity Code field The second character in this field can be any character in the history or calendar records being analyzed To calculate all activity codes that begin with S enter S in the Activity Code field Result Cd Type a Result Code to use as the basis for graph data Only activity records with this Result Code are included in the graph Use wild cards to select multiple activity codes The default value for this field is blank to include all result codes in the generated graph This field is available only if Completed is selected for Graph Type Using Wild Cards in Activity and Result Code Fields Sales Management When making an entry in the Activity Code or Result Code fields on an analysis screen GoldMine recognizes the asterisk character as a wild card When placed in these fields an asterisk tells GoldMine this position ca
215. important activities Alarms can be set for activities GoldMine supports Record an electronic paper trail When activities are completed GoldMine maintains a record of what was done when it was done and by whom providing powerful information for subsequent follow up with contacts Schedule meetings When your activities are scheduled in GoldMine other GoldMine users can determine the times you are available for meetings conference calls or appointments Delegate Use the Calendar to assign scheduled activities to others and track their progress Link activities with your contacts Create linked activities and unlinked activities Linked activities associate with a Contact Record By default created activities link to the active Contact Record GoldMine updates the information on a linked Contact Record to show the progress of these activities When scheduling an activity not linked to a contact clear the Link to selected contact option to remove the active contact s name from the Contact field Unlinked activities are not connected to any contact and are generally used for incidental events We recommend use of unlinked activities be limited since many of GoldMine s features will not operate when the activity is not linked to a Contact Record Scheduling and Completing Activities About Scheduling Activities Activities are time specific or event based actions linked to contacts calls appointments letters or other types
216. information when using the predefined ACT import profile or XML When importing or exporting all fields are referenced by their GoldMine field names which may differ from their label name Once created the field name never changes though the label may be changed by the user For example the field Key1 located in the Contact1 table is commonly labeled Contact Type This means the field would be listed as Key1 and not as Contact Type in the lists of GoldMine fields in the import and export wizards This is important because you may not recognize the field name as the field you wish to use Note If your import requirements include calendar supplemental contact information or history records use third party utilities to import Several products designed to work with GoldMine are GoldBox Utilities Inaport CRMSwitch and Beyond Gold As third party products they are not supported by FrontRange Solutions technical support Data Preparation Before importing establish the source file and destination file components Do not start the importing procedure until you create necessary fields in GoldMine Taking the source file create a list of all of the field names and lengths then manually match the GoldMine field and its length If the fields do not exist or are not long enough make structural changes to the fields before proceeding The data should be in ASCII SDF SQL or DBF format for importing Caution Failure to save the file corr
217. ing GoldMine status screen appears 8 When finished the GoldMine Installation Completed dialog box appears Click Finish to complete the installation process Note To uninstall GoldMine Plus components follow the steps up to step 6 but instead select This feature will not be available GoldMine Plus will be uninstalled from your local hard drive Setting Preferences in GoldMine Plus for Microsoft Office Use the GoldMine Plus Preferences for Microsoft Office dialog box to configure automatic login file location fax method and group merge settings GoldMine Plus preferences are accessed from within Microsoft Word 230 GoldMine Plus for Microsoft Office To Configure GoldMine Plus for Microsoft Office Preferences Open Microsoft Word From the GoldMine menu select Setup The GoldMine Plus Preferences dialog appears GoldMine PLUS Preferences Automatic GoldMine login GoldMine PLUS needs GoldMine to be running and for your user to be logged in to be used effectively IF you wish you may set GoldMine PLUS to automatically login to GoldMine below Iv Please login to GoldMine with the following user data automatically in the future User username Password File Location When saving documents with GoldMine PLUS for Microsoft Office the add in can use a set save location Please choose your default save location below Use GoldMine to determine location C Use Word Default Path C Use Fax Method Prov
218. ing and rebuilding tables and sorting and verifying data The maintenance of the database should be performed by the system administrator or manager Members tab Lists the contact Groups of which the Contact Record is a member Merge codes Three character codes used as the basis for e mail and document merging for mass mailings N Net Update Process of updating GoldMine over the Internet Notes tab Free text notes associated with each Contact Record O ODBC Open Database Connectivity Operator Specifies the value a field must have to be included in a record selection criteria Examples of operators include the following equal to greater than lesser than or equal to Opportunity Involves a group working as a team with multiple organizations and contacts to successfully close a complex sale Opptys tab Displays the Opportunities associated with the Contact Record Organization Chart Graphically displays contact information and organizational relationships in a tree structure 244 Glossary P Packing The process of actually deleting records that were marked for deletion This process is only necessary for a dBASE database Periodically packing the database files removes the dead space between records Pending tab Activities scheduled for the Contact Record Personal Base Information useful to an individual user that only the logged in user can view and update Primary contact The name
219. ing the Synchronization Wizard Define a variety of data and communication options to synchronize with a remote GoldMine or GoldSync system Define the settings needed to create a transfer set or immediately start a synchronization session 1 Select File gt gt Synchronize gt gt Synchronization Wizard The GoldMine Synchronization Wizard dialog box appears 2 Select one option Start a new session Define settings for a synchronization session Use these settings once or save for future use Sync using the settings of a Sync Profile Synchronizes according to the settings already defined in a profile selected in the drop down list Syncusing the settings of a GoldSync Site Synchronizes according to the previously defined settings for the site selected in the drop down list The site settings are defined in the GoldSync Administration Center GoldMine uses only the send and retrieve options for the selected site configuration Use the following profile site settings Specifies the synchronization profile to use during the current session This option is available only if you select Sync using the settings of a Sync Profile or Sync using the settings of a GoldSync Site Note You can delete a synchronization profile selected in the drop down list 3 If you selected Sync using the settings of a Sync Profile or the settings of a GoldSync Site click Finish to synchronize according to existing settings The GoldMine Process Monitor appe
220. ins an expression rather than a list of returned values from a Lookup1 however the subroutine must be written in a standard way and therefore a dummy Lookup1 must be inserted although it is set to not return any values so the Otherwise command is invoked Use the expression with the Otherwise command but prefix it with an ampersand amp The Calculation of Numeric Fields A Company has quarterly sales figures USales Qtr1 USalesQtr4 for each customer It requires a Total UTotal field summing business quarters one through four and returns a 38 Customizing value The AutoUpdate section includes four trigger fields Usales Qtr1 4 When any one of these fields updates the Lookup ini runs the subroutine UTotal The Lookup1 command looks in a placeholder field In the example Contact1 gt Company is referenced No values are listed under Lookup1 therefore no match is found The Lookup ini progresses to the Otherwise command AutoUpdate UsalesQtr1 UTotal UsalesQtr2 UTotal UsalesQtr3 UTotal UsalesQtr4 UTotal UTotal Lookup1 Contact gt Company Otherwise amp Contact2 UsalesQtrl Contact2 gt UsalesQtr2 Contact2 gt UsalesQtr3 Contact2 gt UsalesQtr4 Overwrite 1 Calculation Fields Using Decimal Places For the Lookup ini to calculate a value that includes a decimal place each field referenced when calculating must contain the same amount of decimal places whether needed The Otherwise command mus
221. ion returns results only if the recipient s e mail system supports the return receipt feature 12 Click in the lower pane and begin creating the body of the message Use these editing options to create the message HTML Toolbar Local Menu 13 If desired insert GoldMine fields into the message body creating a dynamic e mail message using data from the Contact Record in the merged document Right click in the message box and select Actions gt gt Insert GoldMine Field Click here to see the field options 87 GoldMine Corporate Edition User Guide 14 Sending E mails from the Document Management Center 5 tab Using the E mail Center About the E mail Center Use GoldMine s E mail Center to view organize and send your queued Internet e mail If you subscribe to more than one Post Office Protocol version 3 POP3 or Internet Message Access Protocol IMAP mail server you can set up the E mail Center to retrieve mail from multiple Bom User name User Full name Contact details gt Creation date Creation time Signature file Cursor position Recipient Name Recipient E mail Tip Insert Key1 Key5 fields by placing the cursor at the location to insert the field and type For example lt lt key1 gt gt to insert the data from the Key1 field in the merged e mail Insert user defined fields by placing the cursor and typing lt lt Contact2 gt Ufieldname gt gt To save the template right click an
222. ith Microsoft s SQL Server Reporting Services and Microsoft Visual Studio These programs must be installed and operating successfully for Scheduled Reports to function Reporting Services must be configured for E Mail Delivery From the menu bar select View gt gt Scheduled Reports If the feature has not been configured the following message appears GoldMine this Feature contact your system administrator to add a section to the GM ini file Create a new section called ReportServer and add a new entry under it WebService URL http computer ReportServer ReportService asmx eo If you have Microsoft Reporting Services installed in your network GoldMine can schedule reports to run To set up If the feature has been configured the Scheduled Reports dialog box appears See Using Scheduled Reports 174 Reporting Configuring for E Mail Delivery Reporting Services includes an e mail delivery extension so that you can distribute reports through an existing e mail server Before it can be used you must configure the report server to make e mail delivery available to your users Report server e mail delivery is implemented on Collaboration Data Objects CDO and requires a Simple Mail Transport Protocol SMTP server The e mail delivery extension does not provide support for digitally signing or encrypting outgoing mail messages The config file is an XML document called rsreportserver config Below is a snip of how it should be
223. ize the window to view all the information Or change the displayed tabs based on User Preferences Tabs have local menus Right click to display To apply a command to a listed record select the record then right click to display the local menu Deleting Contact Records Delete Contact Records from your database using the Delete Contact option or the Delete Wizard To use the Delete Wizard you must have Master Rights To delete all or part of a record the record must be active on the screen and you must have both Delete and Edit Tab Folders permissions 1 Select the Contact Record to delete 2 Select Edit gt gt Delete Contact The Delete Contact Record dialog box appears 3 Select an option Delete this contact record Deletes the current Contact Record including its related additional contacts detail entries and referrals History records for the contact are not deleted but become unlinked activities Delete contact s scheduled activities Deletes all pending activities for the current contact Delete contact s history records Deletes all history of activities for the current Contact Record Since the same history file is used for viewing the Completed Activities history for a specific user deleting the history of a contact record affects the activity analysis statistics for all the users who have completed those activities Delete contact s opportunity project records Deletes all opportunity and or projects linked t
224. k Add The Select Item to Add dialog box appears T To change the display order select the item and click Move Up or Move Down 8 Click Remove to delete the selected item 9 Click the Settings tab 10 Select Refresh only on startup prevents you from setting a refresh rate My GoldMine does not refresh while it is open If you do not select Refresh only on startup type or select a time in the Refresh My GoldMine Every x minutes text box 11 Click OK to save the settings and close 225 GoldMine Corporate Edition User Guide Using My GoldMine Use My GoldMine as a personalized resource for current information from selected GoldMine and Internet sources 1 Select View gt gt My GoldMine The My GoldMine window appears Depending upon the configuration you selected My GoldMine displays with 2 or 3 columns as tabs or boxes and with default Windows newspaper or XP page style To change the setup style and content select Personalize Content The Confiqure My GoldMine dialog box appears 3 To add to the content of each column click Add Item s to Columns The Select Item to Add dialog box appears 4 To view the complete information where it is not displayed clicking the hyperlink expands the view to include the detailed information Note If you selected the Tab format in the Configure My GoldMine dialog box you may need to scroll to the bottom of the column and double click the resource s title bar Use the arrow to
225. ks link any Windows folder to a Contact Record About Record Related Settings Define or view Record related Settings for the active contact record To access the Record related Settings dialog box select Edit gt gt Record Properties gt gt Record related Settings and select a tab Phone Formatting Select the USA Format which applies the standard telephone number format for the United States and Canada or the No USA Format which does not apply formatting Ownership Control what information can be viewed and updated by other users Alerts Assign a code to an active contact record to alert other GoldMine users of a special status or situation regarding the contact About Contact Record Tabs 70 Contact Management The tab bar divides the upper portion of the Record from the lower It contains a series of tab folders for organizing information related to the contact Access the tabs using GoldMine Menu Select Edit gt gt Record Details Select a tab Shortcut keys Type a shortcut key to launch the tab Mouse Scroll through tabs using left right arrows to the right of the tabs Click a tab to view Summary Fields GM View Notes Contacts Referrals Pending History Links Members Tracks Opptys Projects Tickets A selected tab moves to the front and changes color The lower part of the Record displays information specific to the tab Use the scroll bars or res
226. l menu 1 In the GoldSync Administration Center right click a site group folder and select New The New Site Group Member dialog box appears 2 Select one of these options Undocked User Select the undocked user from the drop down list The list includes undocked users created in the License Manager If the undocked user does not exist click Create Undocked User s Sub License Sub License Select the site from the drop down list The list includes sites created in the License Manager If the site does not exist click Create Undocked User s Sub License Other License Type the license serial number in the text boxes 3 Click OK The Welcome to the GoldSync Site Wizard dialog box appears 4 Type a name for the site 9 Select Allow this site to synchronize to make the site active for synchronization after configuring it 6 Click Next The Site Group dialog box appears T To make the site belong to a different group select the Site Group from the drop down list 8 Click Next The Cutoff Date Time dialog box appears 9 Select Ignore cutoff time send all records to send records This option is available if you selected ALL changed contact records on the Send Contact related Options dialog box 10 Select ALL contact records cutoff date and time to include new and changed data from the cutoff date you type or select from the F2 Lookup graphical calendar and clock This option is available if you select ALL changed cont
227. lect from the F2 Lookup list Start Date Type or select from the F2 graphical calendar Close Date Type or select from the F2 graphical calendar T Click Next The Influencers dialog box appears See Editing Influencers for configuration details 8 Click Next The Team Members dialog box appears See Editing Teams for configuration details 9 Click Next The Issues dialog box appears See Editing Issues for configuration details 10 Click Next The Details Links dialog box appears See Editing Details Links for configuration details 11 Click Next The Finish dialog box appears Manager Select the user or user group in the drop down list Code Type or select the code from the F2 Lookup list Stage Type or select the beginning stage from the F2 Lookup 159 GoldMine Corporate Edition User Guide Close by Select the closing date from the F2 graphical calendar 12 Click Finish The project is added to the upper pane of the Project Manager 13 For more information see Using the Project manager Creating Projects 1 Select View gt gt Projects The Project Manager dialog box appears 2 Usethe New button B or right click and select New from the local menu The New Project 3 Configu Prompt dialog box appears If you click Yes The Project Wizard appears See Using the Project Wizard No The New Project dialog box appears re these settings Company The company in the current Contact Record populate
228. les 22 eerte rette ide ete Rr elio d ene RR hee d eri e xaA 157 Working with aite 158 Using the Project Manage nisiende asiani een ene eren nennen nennen 158 Table Of Contents Using the Project Wizard rode rod edere d e e eode etian 159 Creating Projects jini enticed ened eren estes ede eee Lee beue eo bo de Lu e etd 160 verbe Anand Arey arte hte ened Aree nea A Aces 161 ADOUT REPOMING iss 3 pee tient A i n devis Er tested pend cites 161 GoldMine Reports n ntn ta rue e uti ptc dm ada 161 About the Reports Center ssssssssssssssssssssssesee eene ener eren nnne rrr nnn ennt nre 161 Using the Repons Gernter ri eter e ie t ELE en de ode 163 About Report Properties dre eU er E a Te eed 164 Running Crystal Reports from the GoldMine Reports Center sssessssss 165 Working with Reports eicere nei e ete eerte xe e eee eager TR Xe SERE ER d 165 Answer Wizard Reports 3 oed ee obe el de ee dese ide de dona ta ee da uae ud 173 About Answer Wizard Reports is aiea aaea a Ee aa aaar aa rne nn nnne 173 using Answer Wizard 5 4 ien etu 174 Reporting Services Integration ici ies cct roc ettet at tud on Arbor ER RET e E Rd Ee ds 174 About Scheduled Reports sssssssssssssssssseseeeeeenee eret ennt n nnne 174 Configuring for E Mail Delivery enne nemen nnne 175 Configuring the INIEFile aecs kA tela what na lacie laisse 175 Using Scheduled Repo
229. lick OK to save the Synchronization Settings Using Copy Move Records Move a single record or a group of contact records to another database The Copy Move options within GoldMine let you do this while maintaining synchronization integrity Copy Move is a synchronization process To copy or move only some of the records build the appropriate filter or group first Important Back up your database before moving data For example move contacts into an archive database or copy records from a leads database to a customer database once the lead becomes a customer 1 Select File gt gt Synchronize gt gt Copy Move Records The Copy Move Records Between Contact Sets dialog box appears 2 Fromthe Select Target Contact Set drop down list select the destination database The records copy or move from the open database 3 Inthe Record Selection area select either Current Record Copies or moves the active contact record Group of Contact Records Copies or moves all records in the filter or group selected from the drop down list 4 In the Transfer Method area select either Copy Records Creates a duplicate of the records in the target contact set The duplicate records have the same account numbers as the original records and all associated notes history additional contacts detail and referral records also copy Move Records Moves records from the current Contact Set to the target file Records delete from the original file
230. lick on the taskbar to add the item to and select Add New Item The Taskbar Group Item Selection dialog box appears 2 Select an option from the Item Type drop down list then configure the option settings Main Menu Action Adds a GoldMine menu option to the taskbar GoldMine Users Macro Adds another user s macro External Application Creates a path to launch an external application Document Link Links to a document GoldMine Corporate Edition User Guide Website Launches a Web site Customizing Toolbars About Customizing Toolbars Users and administrators can configure GoldMine toolbars Distribute toolbars by copying toolbar options into the Username ini of other users Customizing options Toolbars Select the predefined toolbars to display add toolbars to the work area and create custom toolbars Options Enable or disable toolbar options Insert item Insert buttons for the options you find useful record a macro to assign to a button Editing Toolbar Options 1 2 3 Right click a blank area outside the toolbar Select Options The Toolbar Options dialog box appears From the Toolbar Options dialog box select from Show quick help Rolling the mouse pointer over the button displays a brief description of its function in a yellow box below the button Show fly by status bar help Rolling the mouse over a button displays its description in the lower left side of the GoldMine status bar Show but
231. limit value Click Next The review dialog box appears Make necessary adjustments to the Sort Order Beginning and Ending values Click Finish The filter runs and the results appear in the browser columns ONDARON Creating Saved Filter Searches 1 If the Saved Search pane is not visible click the View Saved button on the Center toolbar The Saved Search pane appears 2 Expand the tree view to display saved searches 3 Right click one Filters of gt and select New The New Filter dialog box appears 4 Inthe Filter Name text box type a descriptive name 5 Select an owning user from the User drop down list The default is the logged in user 6 Select Build the Filter to create the filter within the Center 7 Click OK The enter displays the expanded filter building options 8 From the Lookup drop down list select the field you are basing the filter expression 9 In the that field select the filter expression operator from the drop down list 10 In the third text box type a search value after the filter expression operator 11 Click Insert Condition The expression is added to the open text box below Lookup 12 Further define the filter using And Inserted as a Boolean operator Or Inserted as a Boolean operator Inserts a left parentheses Inserts a right parentheses Undo Removes the last expression added Clear Removes the entire filter 13 Click Activate to apply the filter to the Records displayed
232. ller as you work adding words and creating individual or company dictionaries 1 After creating your e mail click the Check Spelling button on the E mail Center toolbar The Check Spelling dialog box appears 91 GoldMine Corporate Edition User Guide 2 The questionable word appears in the Not in Dictionary text box 3 Suggestions are listed in the Suggestions list The words displayed are based on the options selected on the Speller tab 4 Select one option Ignore Skips this occurrence of the questionable word if the word comes up again it will be tagged and displayed Ignore All Skips this and all subsequent occurrences of the word in this document Add The word is added to the dictionary displayed in the Add words to text box Change Replaces the questionable word with the one highlighted in the Suggestions list or if the word is edited the edited word is used as the replacement Change All Changes this and all subsequent occurrences of the word in the document The selected word in the Suggestions list is used unless the word is edited in which case the edited word is used Suggest Searches more thoroughly for a suggested replacement word for the questionable word Each time you press the Suggest button a deeper search is made When the spell checker exhausts all possibilities the Suggest button is disabled 5 To edit a questionable word type a revised version of the word in the Not in Dictionary text b
233. lowing values are valid Value Tab 0 Summary 1 Fields 2 Notes 3 Contacts 4 Details 5 Referral 6 Pending 7 History 8 Links 9 Members 10 Tracks 11 Opps 12 Projects 13 Tickets Example The following example tests the selection of the Details tab ch DDEInitiate GoldMine Data If DDERequest Ch amp GetRoTabID lt gt 4 ThenMsgBox You must select a detail record first End If amp GetRoTabPos Returns the currently selected tab position Since the tabs can be rearranged this method is not always reliable for determining the currently selected tab For more information see amp GetRoTabID above 47 GoldMine Corporate Edition User Guide 48 amp GoldDir Returns path information for BDE alias in which GoldMine is installed amp LastFirstName Returns the name of the current contact in the format last name first name amp LicUsers Returns the number of concurrent users allowed to log in to the installed copy of GoldMine amp LicUsersAvailable Returns the number of users allowed to log in to the installed GoldMine license copy amp NameAddress Returns a string containing the contact name company and complete address of the active Contact Record Each address line is separated by a carriage return and line feed and the string is formatted so it can be inserted into a merge template Any empty address lines on the Contact Record are suppressed Use this macro to perform rudimentary blank lin
234. ls within an organization can use GoldMine e mail providing the same features as Internet e mail but not requiring an online connection Printing and Faxing Correspondence GoldMine works with Microsoft Word to merge contact information from GoldMine into templates generating personalized correspondence GoldMine s Document Management Center provides a central location to access and manage correspondence Distributing Literature Organizations can manage requests for printed material such as brochures and price lists using GoldMine s Literature Fulfillment Center Paging Send a pager message by dialing or sending e mail Using the Document Management Center About the Document Management Center Use the Document Management Center s merge form capability to generate letters memos and e mails GoldMine lets you print a letter for one contact or a group of contacts print labels and envelopes and fax documents provided your word processor supports facsimile transmission The Document Management Center works with a link to Microsoft Word Use the Document Management Center to Create Document Templates Create E mail Templates Clone Document Templates Clone E mail Templates Edit Document Templates Edit E mail Templates Mail Merge Documents Mail Merge E mail Messages Print Documents Send E mail Messages Add Subfolders Also specify in the USER ini the default destination and file name format for templates merged do
235. lt Cd When a result code is entered in this field GoldMine includes only those forecasted sales and closed sales with the specified result code When the field is left blank GoldMine includes all forecasted sales and closed sales Select User s Displays the dialog box to select GoldMine users for a new analysis Analyze Calculates the totals in the display 4 Click Close to close the Sales Analysis dialog box Using Statistical Analysis The Statistical Analysis of Completed Activities dialog box displays completed activity information for an individual user a group of users or on a system wide basis The analysis of completed activities can provide useful insight into your performance or the performance of others in your organization 1 Access the Statistical Analysis either Froma user s completed activities on the Activity List s Closed tab From the local menu select Analyze By selecting View gt gt Analysis gt gt Statistical Analysis 2 The Statistical Analysis of Completed Activities dialog box appears with these options Select User s Displays the Select Users dialog box to select GoldMine users for activity analysis The list box below the button displays users to include in the analysis your username displays by default From Date Sets the first date of the period to include in the analysis To Date Sets the last date of the period to include in the analysis Activity Cd When an activity code is ente
236. lutation such as Ms Dr and so on Department Type the user s organizational unit such as Marketing Phone Type the user s primary telephone number Fax Type the user s fax number 7 Click Next The user variable options appear Variables supplement basic information stored in the Personal tab 8 To add or change a variable click New or Edit The Edit Variable dialog box appears To remove a variable highlight the variable and click Delete 9 In the Name text box type the new variable such as Cell Phone 10 In the Value text box type the value of the variable such as the cell phone number 11 Click OK to close the Edit Variable dialog box and return to the User Information Wizard 12 Click Finish to close the User Information Wizard and return to the QuickStart Wizard dialog box 13 Select another option or click Done to close the QuickStart Wizard Using the User QuickStart Wizard Create and update users and their settings The created or updated users are available in the Users Master File if you select File gt gt Configure gt gt Users Settings Note Available for users with Master Rights 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box appears 2 Click the User Wizard eL The Welcome screen of the QuickStart Wizard User Settings dialog box appears 63 GoldMine Corporate Edition User Guide 3 Click Next The Username accounts dialog box appears 4 Select either
237. ly recommend selecting Prompt me before merging records and Dry run Only show duplicates do not merge nor purge before actually performing a purge 1 Select Tools gt gt Merge Purge Records The GoldMine Merge Purge Wizard appears 2 Select one procedure Merge Purge using a predefined profile Displays the Select a Merge Purge Profile dialog box containing a list of previously defined merge purge profiles Highlight the profile to use to search for duplicate records Merge Purge using new criteria Set up weighted criteria for the current merge purge The settings can be used one time only or saved as a merge purge profile for future use 3 Click Next 4 If you selected Merge Purge using a predefined profile select the profile from the Select a Merge Purge Profile dialog box You can also delete a previously defined profile by selecting Delete Profile After selecting a profile click Next The Select a Filter Group dialog box appears 5 If you select Merge Purge using new criteria the Select a Filter Group dialog box appears Selecting the Merge and Purge Methods The Merge Method and Purge Method dialog boxes contain settings that determine how GoldMine treats records selected as duplicates 1 The Merge Method dialog box appears after selecting merge purge criteria 2 Select one merge method Keep the record that was Created First Selects the Contact Record saved first The date is determined by the entry logged in the C
238. m as determined by serial number to log into the database A GoldMine system with a different serial number cannot log into the database Click Next The Creating Database Files dialog box appears 115 GoldMine Corporate Edition User Guide 8 Creating Database Files GoldMine is now ready to create your new database files To start the process click Finish lt Back Cancel Click Finish The status dialog box appears When complete a message appears asking if you want to open this new database now GoldMine 2 Would you like to open the new MSSQL contact databases Yes No Click No Important If you are creating a Firebird database and receive an error message ODBC drivers are not present install the ODBC driver first then copy the FBclient32 dll to the GoldMine installation directory Using the Create GoldMine Database Dialog Box Adjust the settings on this dialog box depending on the database or Contact Set you are creating Selections made in this box determine what dialog box appears next such as for rehosting 116 Data Maintenance and Management EC TL CR GoldMine Database To create a new contact database select the appropriate database alias Create a new contact database GoldMine You may host the base GoldMine databases on a different database server by specifying a database alias below Host GoldMine files to another server GoldMine Y Copy the dat
239. m on the taskbar Two GoldAlarm options are available in the Alarms tab in User Preferences Place GoldAlarm icon on my desktop Lets you run the GoldAlarm exe The GoldAlarm monitors alarmed activities and notifies you even when GoldMine is closed Run GoldAlarm when Windows starts Runs the GoldAlarm exe when Windows starts When GoldAlarm is running you see a taskbar notice if an activity is due and a GoldMine icon in the System Tray i GoldMine Alarm 1 i Wi Ge Sle M9 5 10PM A Taskbar notification of a GoldAlarm B OGoldAlarm in the System Tray 107 GoldMine Corporate Edition User Guide Using the Activity List About the Activity List The Activity List provides an alternative view for activities View the pertinent details of an activity display the contact record linked to a particular activity use the auto dialer to call the contact complete the activity and save vital reference information in the history file FR Holidays a Opp ProjTasks amp Closed Filed YW RealTime 95 Forecasts Pg Actions 8o Dthers g To do E Occasions Open 3 Alamed E mail Out Box 3 Calls Ra Appts y Events Next Actn Aaron Jamison Attach AP to Database Updates Next Actn Call Lauren Hall Customer Service Sale follow u Appt Lauren Hall Follow up Project Meeting Next Actn Aaron Jamison Arrange Meeting Schedule Call Aaron Jamison Username and master Message Aaron Jamison re Confirm Payment Sched
240. mat are referred to by starting and ending character positions In the above example the company name field occupies positions 1 16 contact name 17 28 and the address occupies positions 29 45 SQL file The SQL import option is used to import SQL tables from MSSQL or Firebird GoldMine also provides wizards for importing data from an XML file and Outlook About Exporting Data The exporting process copies data into a formatted file the receiving application understands The Export Wizard provides simplifies the task Using the Export Wizard create a data file from GoldMine records according to criteria in a predefined profile or define your own profile GoldMine can export from the current database in three formats DBF file ASCII TXT file SDF fixed length file Also export data to an XML file 130 Data Maintenance and Management Considerations for Importing and Exporting Data When importing and exporting data Only fields in the Contact1 and Contact2 tables and the primary e mail and Web site Details are available for standard import or export The XML import and export lets you import or export the full database Merge information and check for duplicates while importing Save import and export profiles to facilitate the process A profile is predefined field mappings and specifics of data file locations GoldMine supports the importing and exporting of calendar history and supplemental contact
241. me and Company Name separated by a semi colon amp Name amp Address Displays Contact Name Title Department Company Name Address1 Address2 City State Zip and Country A line feed separates all fields except for City State and Zip which are displayed on one line amp Company Contact Company Name Contact Name separated by a semi colon amp Title amp Address Contact Name Title Department Company Name Address1 Address2 City State Zip and Country All fields separated by a line feed except for City State Zip which appear on the same line amp CityStateZip City State Zip displayed on the same line City and state values are separated by comma amp SourceFile Returns the name of the database file being accessed in the current Section amp CalActvName Outputs the name of the scheduled activity being printed based on the RECTYPE For example if a record of RECTYPE S is printed the macro will return a value of Sale amp HistActvName Works in the same manner as amp CalActvName except that it returns names based on history records not calendar data amp User Outputs the user name of the currently logged in user amp FullName Returns the full name of the currently logged in user as defined in File gt gt Configure GoldMine gt gt Users File amp Licensee Outputs the Licensed To company name as defined when the GoldMine serial number was specified amp Sort1 Outputs the da
242. meters The Flags parameter is also optional it has these values 2 returns the extended profile fields 4 returns the ProfileName and Reference 49 GoldMine Corporate Edition User Guide 50 The amp Profile s macro can easily fill in a Word table with the selected contact s profile information because tabs separate each field value and a CR LF separates each profile record amp Profile Example 2 This example returns the first e mail address of the contact amp Profile E mail Address amp Profiles Example 2 This example returns computer profiles beginning with the word notebook amp Profiles Computer Notebook amp Profile Example 3 These examples use the Flag parameter to specify the profile fields to return amp Profiles Computer NotebookNotebook ThinkPad 770 Notebook Compaq Elite Notebook Dell 1200 amp Profiles Computer Notebook 2Computer Notebook ThinkPad 770 Computer Notebook Compaq Elite Computer Notebook Dell 1200 amp Profiles Computer Notebook 4Computer Notebook ThinkPad 770 IBM 233Mz Computer Notebook Compaq Elite Compaq 200mz Computer Notebook Dell 1200 Dell 166mz amp RoTabPage Returns the selected tab Typically this value verifies that the correct tab is selected when a user starts a custom application Values between 1 9 represent tabs in the first row of tabs for example 1 represents the Summary tab Values between 10 18 represent tabs in the second row and 19 27 represent tabs in the third
243. minimize the view on the tab format The Box format keeps your resources actively displayed at the top of the column 5 To copy information from the My GoldMine display highlight the section and right click Select Copy from the local menu Choose Select All to copy the entire My GoldMine display to the clipboard Then paste the selected section or the entire section in your target application 6 To refresh news feed sites manually rather than wait for the automatic refresh click Refresh 226 Manager s Console About the Managers Console Important Information about using the Console is available from the Help menu in the application Manager s Console quantifies elements of your business into groups of statistics viewable in a bar graph or gauge format This consolidation of facts lets you monitor the overall health of your business and implement changes if necessary Manager s Console installs when selecting Management Intelligence from the custom options during the GoldMine installation process Database Metric Metric Wizard Log Metric Gauge or Indicator Graph Wizard Indicator To launch manager s Console click Start on the Windows taskbar and select Programs gt gt GoldMine gt gt Manager s Console Note The Manager s Console provides online Help for configuring and using the Manager s Console To access Manager s Console Help select Help Contents or Search Components Metrics A Metric or Metric Query r
244. mport Contacts Wizard dialog box appears 3 Click Next The Import Contacts dialog box appears Select the contact management application you are importing from in the Choose the product from which you are importing drop down list Select one ACT for windows 2 0 through 4 0 ACT 6 0 Lotus Organizer 6 0 Microsoft Outlook 2003 and 2007 Firebird or Microsoft SQL Server database table dBase files DBF Delimited text files Comma tab etc Text files with fixed length fields 60 QuickStart Wizard Note If importing from a source different from these options use the import options in GoldMine Select Tools gt gt Import Export Wizard gt gt Import Contact Records 4 Click Next Type or browse to the location of the data file to import in the Enter the complete path and filename for the source data file below text box 5 Click Next The Finish dialog box appears 6 Click Finish to import contacts from the selected application Using the Document Management QuickStart Wizard GoldMine Plus for Microsoft Office is installed during the main GoldMine application installation It can also be installed independently by using the Add Remove Programs Windows control panel GoldMine Plus for Adobe Acrobat is installed from its own installer For more information about installing and using GoldMine Plus for Adobe Acrobat please see the document GMAcrobatLink pdf located on your GoldMine installer CD or via http support
245. n Tip To control the number of letters printed at one time set the Max Contact to process only 25 records per day or queue the print job to print manually or in off hours using the Print Fax Server Agent Max Contact Maximum number of contact records up to 99 999 evaluated Start Time Sets a time to start processing the track Use this option to take advantage of periods of lower demand to run the process To set the time using the graphical clock press F2 5 Click Process The Process Monitor appears displaying the number of contacts scanned and triggered Removing Attached Automated Process Tracks After attaching a track to an individual or many Contact Records you may need to remove the attached track To Manually Remove a Single Track 1 Select the Tracks tab 2 Right click the track to be removed and select Remove Process 3 Click Yes To Remove a Track from One or More Contact Records 1 Select Tools gt gt Automated Processes gt gt Remove Track The Automated Process Track Removal dialog box appears Select the Track Owner Select the Track Name Select one Remove track from current contact Select to remove the track from the currently active Contact Record Remove track from a group of contacts Select to remove the track from ALL Contact Records or from the filtered group Bom 5 Click OK 213 GoldMine Corporate Edition User Guide Opportunity Trigger Dialog Box View Opportuni
246. n contain any character For example entering S S in the Activity Code field makes GoldMine calculate the analysis based on any activity code with S in the first and last positions of the Activity Code field The second character in this field can be any character in the history or calendar records being analyzed To calculate all activity codes that begin with S enter S in the Activity Code field From Date Beginning date from which data is graphed The default is the current date This field is available only for a graph of scheduled activities the ending date for scheduled activity graphs is always the current date To Date Ending date of data being graphed The default is today s date This field is available only for a graph of completed activities the beginning date for completed activity graphs is always today s date From Time Beginning time included in the graph The default is 12 00 am When combined with the default To Time entry of 12 00 am the graph displays data for a 24 hour period This field is unavailable when generating hourly graphs for completed activities To Time Ending time included in the graph The default is 12 00 am When combined with the default From Time entry of 12 00 am the graph displays data for a 24 hour period This field is unavailable when generating hourly graphs for scheduled activities Show Grid Displays lines representing the horizontal axis of the graph default To generate a gra
247. n different combinations depending on the fax application 4 Group Merge Select Prompt for group merge destination print only to have GoldMine generate a prompt before printing Click Save to exit the GoldMine Plus Preferences dialog Using GoldMine Plus for Microsoft Office Using GoldMine Fields in Microsoft Excel Once GoldMine Plus for Microsoft Office is installed you may add GoldMine fields to an Excel document The fields remain dynamic meaning that when changes are made to the active GoldMine Contact Record linked field data in Excel changes as well Note The steps below describe the process for Microsoft Office 2003 If you are using Microsoft Office 2007 all GoldMine menu items are accessed by selecting the GoldMine Tab from Excel s main menu Launch GoldMine and select a Contact Record as a data source Open Excel Select GoldMine gt gt Insert GoldMine Field The GoldMine Fields floating toolbar appears To anchor the GoldMine Fields toolbar drag and drop it in the Excel toolbar ON gt Note In Microsoft Office 2007 the fields toolbar is always available in the GoldMine Tab 5 Select a target cell on the spreadsheet 6 Click the field drop down list on the floating GoldMine Fields toolbar and select a field or macro Fields list as TABLE gt FIELDNAME For example CONTACT1 gt CONTACT Macros list as amp MacroName For example amp EmailAddress 232 GoldMine Plus for Microsoft Office Note Ex
248. n specify access to a User Group or allow access to everyone by selecting public Allow access to public v To allow synchronization of multiple contact sets enter a unique file code to identify this contact set Contact set code F1 You can set access to this database to only the current system s serial number This restricts access when attaching to this database from other GoldMine installations C Allow database access only from this GoldMine installation From the Allow access to drop down list accept the default public This grants access to all users and groups To select a user or user group select a name in the drop down list In the Contact set code text box type a unique value such as GM7 P GoldMine uses this to associate synchronized data with the correct database regardless of its local name Example An East Coast branch office and a West Coast branch office might have the same Contact Set Each branch office wants to synchronize data from their local Contact Set with the other office The East Coast office names the Contact Set Industrial the West Coast office names the same contact set Manufacturing As long as each office assigns the same Contact set code value to the local copy of the database the offices can synchronize data Clear the Allow database access only from this GoldMine installation check box Note Selecting this check box allows only the currently active GoldMine syste
249. n the future Automated Processes Use predefined or create new Automated Processes to refine the work flow processes for repetitive marketing and tracking tasks See Creating Campaigns 220 Resources About Resources Resources are diverse items such as meeting rooms equipment or company cars They can be scheduled and tracked in the calendar When scheduling an activity you can also schedule resources Auto Updating Resources Auto updating of resources quickly completes or deletes scheduled resources based on your selection criteria 1 In the Resources Activity List dialog box select Auto Update The Auto Update Resources dialog box appears Complete ALL of the Activities currently displayed Completes the scheduled resources and updates with the specified result and success Complete selected Activities Only Completes the scheduled resources selected in the Resource Schedule dialog box based on the specified date range and updates with the specified result and success Delete ALL of the Activities currently displayed Deletes the scheduled resources in the Resource Schedule dialog box Delete selected Activities Only Deletes the scheduled resources selected in the Resource Schedule dialog box based on the specified date range 2 When completing scheduled resources specify a result code and success level for completed resource activities Type a result code in the Result text box Select Successful or Unsuccess
250. n the upper right pane 4 Highlight the literature request right click and select Edit The Schedule a Literature Request dialog box appears 5 See Scheduling Literature Requests for editing options Using Telemarketing Scripts About Telemarketing Scripts Using GoldMine s branching scripts a user can gather information by working through a series of interactive questions Branching scripts organize questions in a flowchart type format Use scripts to automate a variety of tasks such as guiding telemarketers through sales calls collecting survey information and training new salespeople Branching scripts are GoldMine s version of online questionnaires With a branching script telemarketers can deliver structured information to a prospect and based on the prospect s response work through a predefined dialog of related information Additional information can be designed to answer the customer s anticipated inquiries or provide requested information so an accurate response to the customer s needs is readily available Each script question can contain an unlimited number of possible answers and each answer can branch out to a different question A script can contain up to 99 questions While the script is being executed information on the prospect s responses can be saved in the Notes field of the active contact record or placed directly into one of the fields of the contact s 101 GoldMine Corporate Edition User Guide reco
251. nchronizing with GoldSync Synchronizing with Microsoft Outlook Printing and faxing correspondence Running Automated Processes Publishing Calendar information Server Agents are configured around a user or user group active time periods and frequency They work with other configurable parts of GoldMine and must be started for the processes to work Starting the Server Agents Start the Server Agents for the settings you configured in the Server Agents Administrator to take effect 1 Select Tools gt gt Server Agents gt gt Start Server Agents 2 The Process Monitor appears displaying information about the Server Agents running The agents continue to run until you click the stop processes button LIN the Process Monitor XE GoldMine Process Monitor 3 r SEE BS gag 1p Sue Puccini McDonnell Manufacturing 2p 2279 Contacts Pass 1 H b 3 Sync Agent 00 00 20 1p Idle 3 1 Server Agents Administrator 00 00 08 1p Automated Process Next run on 11 12 200 2p Sending Retrieving E mails Next run on 117 3 GoldSyne Running Lill gt 1 Server Agents Administrator 11 14 am 11 11 2003 2 Automated Processes 11 14 am 11 11 2003 3 Syne Agent 11 14 am 11 11 2003 1 GoldSync Running i 217 Marketing Tools About the Leads Management Center The Center provides a sequence of activities to help manage marketing activities related to the base of contacts and potential leads Identify and
252. nd select Save Setting GM View Default Templates Set a default GM View template to display for Records not meeting template rules 1 Select File Configure 2 GM View Tab The GM View Tab Settings dialog box appears 2 Inthe Set Default GM View area select the default template 3 Click OK Note To see the new template users on other workstations must log out and back in GM Browser About GM Browser This floating window allows you to have important GM View and other Web pages at your fingertips from within GoldMine regardless of what contact is displayed From the menu bar select View gt gt GM Browser GM Browser appears Your Microsoft Internet Explorer home page is displayed in the Browser 29 GoldMine Corporate Edition User Guide ME GM Browser FrontRange Solutions Inc Browser GM Browser Setup lt lt b gt ntto iiwwrw frontrange com Go Go refresh Contact si FrontRange gt SOLUTIONS Products amp Solutions Services Support Company Partners Downloads ervice Management CRM amp Comm ications Applications for today s business From the creators of award winning Go COMPANY SPOTLIGHT PRODUCTS amp SOLUTIONS FrontRange Solutions Announces its IT SERVICE MANAGEMENT Partner Conference Focus 2005 HEAT Product Suite Incident Management Proble z Fame 2005 will nrawide Partners the Channe Mananement Release Mananement Ser S i gt See Config
253. ndexing and rebuilding index after regular business hours 5 In the Maintain Files box select a file to maintain Note Maintain Calendar File and Sync Log Files often rebuild and pack weekly 6 Select the Frequency T Select Pack rebuild and index Indexes rebuilds and packs the selected files Index only Only indexes the selected files Available only for the GoldMine Files Current Contact Set All Contact Sets and System Logs 8 Select Save 9 View the Maintenance Logs to verify the process has run successfully Important If you maintain a SQL database with the Wizard you must reset table permissions Be aware you may lose data in the Contact2 table if you have more than 233 user defined fields Viewing System Logs GoldMine records system activity for a variety of operations in System Logs To view a system log select View gt gt GoldMine Logs The left pane displays the log types and the right pane displays the details To see details expand the log type until you locate the day to view Select the day details appear in the right pane The System Logs window displays these log types Process Monitor Logs Activities recorded in the GoldMine Process Monitor Maintenance Logs Dates and outcomes of database maintenance procedures Users Login Logs Users login activity Sync Wizard Logs Dates and details for GoldMine synchronization GoldSync Logs Details about GoldSync synchronization Contact Files Lo
254. nding and Sales History See HEAT Administrator Module online Help for complete instructions Advantages of a HEAT Integration Primarily the advantage of integrating HEAT and GoldMine Corporate Edition is that a single customer record exists and is shared by both applications HEAT users can view and modify certain GoldMine Corporate Edition customer information HEAT Call Logging users can view a GoldMine customer s phone number address e mail address and so on GoldMine can also be integrated to display a list of associated contacts for the selected Contact1 customer HEAT users can view a customer s Sales Pending information HEAT Call Logging users can view a list of scheduled sales activities for a GoldMine Corporate Edition customer HEAT users can view a customer s Sales History information HEAT Call Logging users can view a list of prior sales activities for a GoldMine Corporate Edition customer QGoldMine Corporate Edition users can view Call Logging Information GoldMine users can view call history information including information in the Detail Journal and Assignment tabs Note The Ticket Transfer feature expands Call Logging information viewing in GoldMine Corporate Edition by letting Call Record data transfer to the ContSupp table From there it can be displayed in the GoldMine Details tab and synchronized to remote undocked users HEAT and GoldMine Corporate Edition users can send internal e mail messages t
255. ng the LOOKUP MAI 3 1 ei dee bd e e d edible bn ditte Eiblen ibn LE aden 34 About the l ookUp Ihl ingsi oett oe en ered Ae HEC E Ege ce ele Pb e cuv ei a 34 Update a Field with an Expression Dialog Box ssssssssseemeeeees 41 Using the Lookup ini to Launch External Applications essessssesees 41 Using Calendar Color Codes sse nennen nennen 42 Using Macros ihre haee ete A tti PUPA OD eh e ER REESE 43 ADOT MACOS ico E M 44 About DDE MacrOS d hector i ERU RERO HERRERA 44 Recording MITOS e 9 rere cetero i e an ae ada iem ee e HE ete 52 Pl gzlns icta to tees tuto E toe eth Jeeta tes ott ee tete aeta tes caer bend eto doeet 52 About GoldMine Plug ins nennen enne 52 Table Of Contents ActiveX Gontrols rer HH e OH ee ba erede tue 52 HTML Integrations stich LR ets 53 HTMi dad etti ttr de e et ro desta E rodent aeter a a aT 53 ACUVOX iiti mitius iei A ici fete tue stolen ds eco rm 55 Plugin Securiby tret t cet et eet cm aet 56 SeGCUrty rss hem ENS 57 QuickStart WIZAard 3 on e EUR DR EU tH e iH tre Ug 59 About the QuickStart Wizards si 2 2 Ue Ed UP ete E eee nee te tede 59 Installing GoldMine Add Ons with the QuickStart Wizard ssse 59 Installing Industry Templates siriasi ae AR nemen nnne 59 Working with the QuickStart Wizards ssssssssseeeee emen 60 Using the Data Import QuickStart Wizard
256. nning GoldSync as a service provides added security by eliminating the need to log on to the computer to start GoldSync Saves administrative time by configuring the service restart whenever the operating system on the computer starts Use the GoldSync Administration Center toolbar options for installing starting and configuring and uninstalling the service Also configure GoldSync as a service in the Synchronization Settings dialog box ge Xe h 1 On the GoldSync Administration Center toolbar click the Set up GoldSync as a service 3 Z button 2 Adialog box appears indicating the GoldSync Service was created successfully IMPORTANT After installing GoldSync as a service but before starting the service change the GoldSync Service logon from Local System account to This account In the Services management window right click GoldSync Service and select Properties gt gt Log On Select This account and configure the logon information using a Windows account with full access rights on the GoldSync computer and to the shared mapped or UNC locations where your linked documents are stored 193 GoldMine Corporate Edition User Guide Configuring GoldSync as a Service 1 Onthe GoldSync Administration Center toolbar click the Configure GoldSync service E button The GoldSync Services Settings dialog box appears 2 Configure the settings Uninstallingl GoldSync as a Service 1 Onthe GoldSync Administration Center toolbar click th
257. nter Adding documents sssss 99 Editing documents 100 Fulfilling senes 100 RejJectinig ecu ccce cote Hi chen 100 Literature Fulfillment Center 98 Logging in HEAT 55 eae ees 238 Lookup ini Launching External Applications 42 iiei a eaa 35 ME a T 73 WiZatd EA AE S 79 M Macros Index Creating aeneae eaa 52 MACrOS noted tere LM e ted unda 44 MACIOSS a astro ei atqtie patas 171 Maintaining Automatic Maintenance 125 Backingi p i aiios 124 Maintenance Wizard 125 MaintaiNiNg iien 124 Manager s Console s 227 Merging Tagged records escicn 143 Visible contacts a c 143 Merging and Purging drop 140 Merging and Purging 140 My GoldMine Configuring esin 225 USING A prete de e ed 226 My GoldMine eeeee 225 Oo One Button Synchronization Creating profile sesssse 195 Instant Syne a a E ARS 195 Retrieving profiles 195 Synchronizing sss 194 255 GoldMine Corporate Edition User Guide One Button Synchronization 194 Opportunities Creatine ea eet 157 Opportunity Manager 156 Opportunity Wizard 156 Opportunities eeeeeeeeeeeeeee
258. o each other HEAT and GoldMine users can communicate about customers through e mail 237 GoldMine Corporate Edition User Guide HEAT and GoldMine Corporate Edition users can post alerts to each other HEAT and GoldMine users can alert each other about key customer issues How the HEAT Integration Works HEAT and GoldMine Corporate Edition communicate by sharing information in their database tables When integrated an external link is created from HEAT to two GoldMine database tables the Contact1 table and the ContSupp table The external link is a two way link used to view and modify data This lets data flow in both directions between the databases and the applications themselves The Contact1 Table The Contact1 table stores information for GoldMine Corporate Edition customers such as phone numbers addresses fax numbers and so on HEAT displays Contact1 table information using the Contact1 Customer Type in Call Logging Information displays in the customer profile often called the Customer window Call Logging users can view customer information Note Information about pending sales and sales history also displays in the Customer window using the Sales Pending and Sales History tabs This information is read only Call Record information displayed in the GoldMine Corporate Edition Tickets tab is not actually stored in a GoldMine record Rather it is stored in the HEAT database and dynamically viewed by GoldMine Corporate
259. o GoldMine users working with the contact The Contact Record has two parts Upper four panes Contains standard contact information such as name address and telephone numbers and five user definable fields This part of the screen is the primary contact information because it displays the company s name and the name of the company s primary contact It is common to complete the rest of the Contact Record with information related to the primary contact of that company Lower part Organizes secondary information such as notes pending activities and history records into Contact tabs storing information linked to the Contact Record Each record also has a set of associated customizable properties Record related Settings Phone number format record ownership and alerts Contact Details Occasions free busy and digital IDs About Creating Contact Records Create Contact Records several ways Create a new record for a new company Create a new contact with a new organizational chart Create a new contact linked to an existing organizational chart Create a new contact based on a record type Creating Contact Records This method creates a new record for a new company Also create a new contact with a new organizational chart create a new contact linked to an existing organizational chart or create a new contact based on a record type 1 Select File gt gt New Record gt gt New Company and Contact The New Comp
260. o Print FAX Right click Queued Documents to access the local menu Queued Documents Local Menu Refresh Refresh the Literature List Refresh All Refresh everything in the left pane New Add a new document to the Literature List Printed Documents Documents and literature requests you fulfilled Right click Printed Documents to access the local menu Printed Documents Local Menu Refresh Refresh the Literature List Refresh All Refresh everything in the left pane Expand Expand the date options Purge All Delete all information from the Printed Documents list Adding Documents to the Literature Fulfillment Center Add an existing publication or file to the Literature List 1 Select View gt gt Literature Fulfillment The Literature Fulfillment Center appears 2 Highlight Literature List in the left pane and right click Select New from the local menu The Literature dialog box appears 3 In the Output To drop down list you can select one of the following Stock Literature that is printed and available as shelved stock Printer Literature that is to be printed from a file FAX Literature that is to be sent via fax 4 In the Type text box type or select the literature type from the F2 Lookup list 5 In the Description text box type or select a brief description of the literature from the F2 Lookup list 6 In the Filename text box available only if you select Printer or FAX type or browse to the location of
261. o a contact These records are removed from the Opportunities tab and or the Projects tab Selecting this option does not delete the opportunity or project from the Opportunity Project Manager Synchronize this record s deletions Lets deletions associated with this contact record be synchronized with remote sites Note By default Delete this contact record is selected Since you can select more than one option review selected boxes before selecting Delete You cannot undo deletions 4 Click Delete GoldMine deletes the Contact Record 71 GoldMine Corporate Edition User Guide Working with Contact Details About Contact Details Define or view Contact Details for the active contact record To access the Contact Details dialog box select Edit gt gt Record Properties gt gt Contact Details and select a tab Occasions Create occasions recurring occasions for contacts Free Busy Access a contact s free busy file ifb to a file ftp site or http site so GoldMine can read it Digital IDs Import a contact s digital ID file p7b and cer to use enhanced security on signatures and encryption Setting Digital IDs in Contact Details If a contact uses a digital ID when sending you e mail configure the contact s record with the ID information More information about Digital IDs 1 Qn gt ONDT With the Contact Record active in GoldMine select Edit gt gt Record Properties gt gt Contact Details The Contact Det
262. o add another event or when you finish adding events click Next The Finish dialog box appears 13 Click Finish For the Automated Process to work attach the track and process the track Creating Events Events are the triggered actions that take place in a specific order Each Automated Process or track can have up to 900 sequential events and 100 preemptive events Create or edit events using Automated Process Event Wizard Available when right clicking and select New Event Properties dialog box Available while creating or editing an Automated Process Attaching Tracks to a Contact Before an Automated Process can be executed the track must be attached to selected Contact Records One record can have multiple tracks assigned to it GoldMine stores the attached tracks on the Tracks tab Build tracks in the Automated Processes Center then manually attach a track to a record Attaching Tracks to a Single Contact Record 1 Right click in the Tracks tab and select Attach a Process The Attach an Automated Process dialog box appears 2 Select the track to add from the Code and Process Name list 3 Select Attaching User from the drop down list 4 Click OK to attach the track and continue Attaching Tracks to Multiple Contact Records 1 Select Tools gt gt Automated Processes gt gt Execute Processes The Automated Processes Execution dialog box appears 2 Select either Scan current contact GoldMine processes only
263. o navigate the menu options 2 Begin the steps to record When finished click Stop on the macro control bar or press CTRL SHIFT END The Define Macro dialog box appears 3 Select the button to assign as the macro button In the Pop up Quick Help text box type the name serving as the button and pop up label 4 In the Status Bar Description text box type a description of the macro to display in the lower left corner of the GoldMine status bar 5 The Optional Hot Key is optional Type the hot keys you are assigning to the macro for example to use ALT 9 as the hot key hold down the ALT key and the 9 key The Optional Hot Key box displays Alt 9 Important Define hot keys carefully SHIFT and a letter runs the macro every time it is typed For example using SHIFT g as your hot key and then trying to type a company or contact name that begins with G in a new Contact record the capital letter will not work In other areas such as the Contact Search Center it runs the macro rather than searching for contacts beginning with capital G 6 From the Playback drop down list select the playback speed for the macro Select Full Speed to launch or run the macro quickly or Recorded Speed to run the macro at the speed it was recorded Plug Ins About GoldMine Plug ins GoldMine contains a mechanism to support ActiveX controls and HTML based integrations as if they were part of GoldMine The structures allow for rapid integration ease of us
264. of activities To Do tasks or events assigned to users GoldMine is designed to link 105 GoldMine Corporate Edition User Guide contacts with scheduled activities which lets you schedule the activity on your calendar and on the contact s Pending tab When you complete the activity it is moved to the contact s History tab creating a record of communication and activity Schedule activities using The Calendar The Pending Tab The Schedule Menu Activity types Call Next Action Appointment Literature Request Forecasted Sale Other Action To Do Event Use the Schedule dialog box for Calls Next Actions Appointments Other Actions and Events to configure Details Update activity Name Notes Date and Time Users Delegate a user or user group activity Resources Schedule configured resources such as conference rooms or company automobiles Free Busy Scan the schedule for available time of the users selected in the Users tab Recurring Configure the activity as an ongoing event that occurs on a particular day of the week month or year at the same time fFilter Group Select contacts you are scheduling the activity for based on a filter or group Use the Schedule dialog boxes for Literature Requests Forecasted Sales and To Dos to configure each activity GoldAlarm can run and notify you of scheduled activities even when GoldMine is not open on your computer About Completing Activit
265. of forecast sales attained by a salesperson A track record for each salesperson can be seen via listings over multiple periods Labels and Envelopes Displays templates that print data on special paper sizes Other Reports Displays six special report templates 5 Select the report to generate Note Depending on the selections made in the Reports Categories area reports available in the Report Description list vary Access a local menu for each report Highlight the report and right click The Reports Center local menu appears Also use the Reports Center toolbar 6 Within the Reports Center work with reports using these functions Report Properties Creating Reports Cloning Reports Editing Report Layouts Previewing GoldMine Reports Printing Reports Viewing Saved Reports T Click X to close the Reports Center About Report Properties Use the Report Properties dialog box to specify descriptive and file names select sorting fields and levels and set data and date options The Sorting and Options information can be altered before running or printing a report and will change the information in the report based on changes made on these tabs Click the Report Properties button on the Reports Center toolbar for these tabs Profile Report s name owner notes file name and printer Sorting Report s sort levels and fields Options Report s data and date inclusion options 164 Reporting Running Cry
266. of the contact on the Contact record Primary fields views Primary field views are customized views of the primary fields Primary fields are those in the upper four panes of a Contact Record and are Contact1 fields Project Involves a group working as a team to complete a long term project that involves multiple component tasks Projects tab Displays the Projects associated with the Contact Record R Rebuilding Creates a new file structure or table and copies data record by record from the old files tables to the new ones Record curtaining A Contact record can be curtained so that a user who does not own the record cannot view the record or can view only part of the record Record types Customized combination of primary fields views custom screens and GM Views Configured in the Record Types Administration Center Record Types Administration Center Allows you to create many Record Types based on combinations of your different Primary Field Views Custom Screens and GM Views and to apply them based on your user defined Record Type Rules Record typing Customized combinations of Primary Fields Views Custom Screens and GM Views Rectype A record type code identifying different types of records within the database Referrals tab Internal referrals within the Contact Set Rehost Rehosting data is the process where one database is copied or converted to a new database Reports Center Provides eas
267. og and GoldMine opens e mail upon retrieval The E mail Reader window displays the full message with selected header information Use the toolbar or right click the message body and select an option from the e mail reader local menu Note GoldMine decodes and displays e mail messages and attachments created in the MS RTF Rich Text Format sent as winmail dat files rather than displaying them as attachments This creates smooth interoperability between Outlook messages created in Outlook 2000 in workgroup mode or any newer versions of Outlook and GoldMine Using E mail Templates 93 GoldMine Corporate Edition User Guide After creating an e mail template in the Document Management Center select it when creating an e mail Select Contact gt gt Create E mail gt gt Message to Contact The Edit E mail dialog box appears Select the template in the Subject drop down list To select the template of another user click Select Template User Edit the message as needed Can click Send to send the message immediately or Queue to queue it for sending at the times defined in the Server Agents Administrator TPN Creating E mail Rules Create an e mail rule set to specify conditions and actions for handling e mail Example Use e mail rules to filter incoming messages minimizing the amount of unwanted e mail 1 In the E mail Center right click and select Setup gt gt Set up E mail rules The E mail Rules Center appears 2
268. oi I eee ioo bea Hee bonu iba totius Md cxtat 197 Calendars 32 525 dtinicg noh deeds beue edited editas se tuus Mrs d icut oat edtelaete deere 199 About the Calendar PERPE 199 Using the Calendar a eru eed ean nie aA havens AEA 199 Using the Task List in the Calendar ssssessseee eene nennen 199 Using Occasions in the Calendar ssssssssseeeene eene enn 199 Configuring Free Busy Options sssssesseeeene ene enne nennen nennen 200 Configuring Free Busy URLS icit netta e oe Cc BE HR RM E DRRH QURE BEI EH M EED 200 Working with Meeting Requests sssssessee em emm ennemis 201 About Scheduling from Meeting Requests sssssesseee een 201 Creating Meeting Requests sssssssssssseeeee eene nennen ener en nennen enne nnns 201 Responding to Meeting Requests sssssessseeeeeenn nem nnnnmenen nnns 202 Xii Table Of Contents Sharing Calendar Information sse 202 About Sharing Calendar Information essen 202 Accessing Shared Calendars S ariiraa e eaaa aaia a S A 203 About Sharing Free Busy Times sss eee eene 203 Configuring Calendar Publishing in the Server Agents Administrator 204 Publishing Calendar information air aaa enm emm nennen nnns 205 Publishing Free Busy TIImies iE t e beni er ce e e ES eoi OR LH RE MORE heut is cud d 206
269. ointments Events Scheduled events with available information about date days contact code and reference Forecasts Only the selected user s forecasted sales Actions Only the selected user s Next Actions Others Only the selected user s Other Actions To do Only the selected user s To dos Occasions Lists special dates defined in your Calendar To perform an action such as completing a call or replying to an e mail select and activity and right click The local menu appears 2 3 4 5 Select the action Reverse the sort order of the activities on the screen click on the column title exception is the Contact column 6 Click X to close the window 109 Data Maintenance and Management About Managing Information GoldMine s extensive feature set lets you share data between GoldMine and other applications to globally replace field data and to monitor running processes Maintaining the data in your GoldMine database ensures the highest performance for your system and the most effective use of information GoldMine is equipped with many features to help maintain your system Working with Databases About Contact Set Databases Use the Contact Set Databases dialog box to create attach delete and edit the properties of contact databases Select File gt gt Open Databases The Contact Set Databases dialog box appears The currently attached Contact Set databases display in the database list store
270. olutions Inc Browser Browser Car Property GM Browser Setup 7 Click the unassigned Browser tab It loads the default Web page until changed ME GM Browser ILE 8 In the address bar type the appropriate Web address of a different Web page to assign to this tab and click Go alternatively you can navigate to the appropriate page through the default page The tab title changes to the assigned page MA GM Browser DER FrontRange Solutions Inc Browser GoldMine Corporate FrontRange Solutions Custor 4 http www frontrange com ProductsSolutions detail aspx id 8 v FrontRange SOLUTIONS Products amp Solutions Services Support Company Partners Downloads From the creators of award winning GoldMine and HE R PRODUCTS amp SOLUTIONS IT Service Management GoldMine Corporate Edition Focus on Customer Relationships Infrastructure Management Contact Center Sales Marketing amp Relationship Opportunities to win and retain customers Management occur at every phase of the customer COMI cute relationship life cycle Created for entire small to medium sized enterprises or GoldMine distributed enterprises GoldMine Corporate Edition enables you to GoldMine Corporate Edition effectively manage every facet of your business relationships Note When the tab bar exceeds the size of the GM Browser window forward and back buttons appear on the right side of the bar Use these button
271. omers A wide variety of information is at your fingertips including company and contact names addresses and telephone numbers as well as additional information to define for your specific application or industry Time and task management The GoldMine calendar helps manage the scheduling and tracking telephone calls meetings with contacts and routine mailings and faxes Schedule meetings and reminders record completed activities as contact history manage productivity and delegate work to other GoldMine users Document and e mail management Use GoldMine s extensive document merging capability to automate written correspondence Use the GoldMine Link for Word to use Word to create document inserting GoldMine fields into the documents and creating individualized letters memos and faxes based on data from the GoldMine database GoldMine offers e mail management features such as linking e mails to contacts creating e mail templates that include GoldMine fields and recording sent e mails linked to the contact records as contact history Sales management Enhance sales management by putting your entire sales team online with GoldMine From your computer you have instant access to up to the minute on Screen statistics for your sales team s performance View statistics on forecasted sales closed sales and call success rates all at the click of a button GoldMine lets you quickly analyze the source and profitability of your leads so you c
272. omplex merges in GoldMine s Document Management Center and manage scheduled document production using Automated Processes GoldMine fields used in templates remain dynamic updating automatically to reflect changes in your database GoldMine Plus for Microsoft Office must be installed Once installed a GoldMine menu option is added to the Word main menu and you may merge templates with groups of contacts using the Document Management Center or Automated Processes You may also customize the application GoldMine Plus for Excel GoldMine Plus for Microsoft Office installs a GoldMine menu in Excel for accessing integrated functions Insert GoldMine Fields Provides a list of GoldMine fields and a field macros to map to Excel cells Field mappings remain dynamically linked to GoldMine fields changing to reflect values in the active GoldMine Contact Record For example create a billing form in Excel insert the appropriate name address and user defined fields Then use the integrated form to generate a printed bill for the current contact Save as GoldMine Linked Document Save a workbook or worksheet that is linked automatically to a GoldMine contact Export Data to GoldMine GoldMine Plus now offers field mapping options for exporting Excel databases into GoldMine Map Excel fields to GoldMine fields with a simple wizard style interface for the fastest easiest method yet to bring data into GoldMine GoldMine Plus for Microsoft Off
273. on distribution and retrieval of transfer sets Stage 1 The transfer set is created based on changes to the data since the specified date Stage 2 The systems connect and exchange data Stage 3 The retrieving system incorporates the updates into the databases During remote synchronization GoldMine creates a transfer set that is a database of all the changes made to a GoldMine database during a specified time frame The receiving GoldMine system uses data in the transfer set to update the resident GoldMine system s database and retains only data from the transfer set that is newer than the information in its own GoldMine database Note The transfer set does not contain every change ever made to a GoldMine database Records go back only far enough to include changes made to the database since a specified cut off date Since the transfer set contains only records from the originating GoldMine system s database modified within a specified time frame only those changed records are updated on the GoldMine system that retrieves the transfer set GoldSync uses a system of unique record identifiers and time stamps to track when a record was created when it was last successfully synchronized and which update is the most current During synchronization GoldSync Evaluates the database to determine what records to include in the transfer set based on Send Options and the cutoff date Sends the transfer set Evaluates the cont
274. on a The Welcome screen of the QuickStart Wizard Industry Solution dialog box appears 3 Select the Solution Type in the drop down list GoldMine Industry Templates Select an industry template that meets the needs of a financial services insurance legal services or mortgage lending business GoldMine PLUS Add Ons Provide access to GoldMine PLUS Add Ons such as GoldMine PLUS for QuickBooks and integration information for custom templates designed for mortgage lending businesses that use Calyx Point Genesis 2000 or dbCAMS 4 Click Next If you selected industry Templates the Customize GoldMine by Industry dialog box appears PLUS Add Ons the GoldMine PLUS Wizard Utilities dialog box appears Using the Key Fields Customization QuickStart Wizard GoldMine indexes the five Key fields making them excellent fields for data you retrieve or filter on often Assign field labels using this wizard Note Available for users with Master Rights 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box appears E 2 Click the Key Fields Customization icon The Welcome screen of the QuickStart Wizard Key Fields Customization dialog box appears 3 Click Next The Update Key Field Label Names dialog box appears 4 The field names Key1 through Key5 are listed in the Name in Database column The Current Label column displays the current field name In the New Label text boxes type the necessary
275. on the network running a network copy of GoldMine For example your main GoldMine Server may not have a modem Rather than installing a modem assign another computer on the network that does have a modem as the GoldSync Server Each GoldSync Server assumes the computer name as the server name You can designate more than one computer on your network as a GoldSync Server Have one server for IP Network synchronization and one for e mail synchronization Note The GoldSync Server computers must have proper resources for the processes they are running Tip Because GoldSync is resource intensive we recommend dedicating a server to executing GoldSync processes especially when many users are synchronizing throughout the day Creating transfers for multiple users and managing multiple connections uses a significant amount of the system s memory processor and hard disk capacity 1 In the GoldSync Administration Center right click on Servers and select New The Welcome to the Server Wizard dialog box appears 2 Type or browse to the name of the server to make a GoldSync Server 3 Click Next The available processes dialog box appears 4 Select the processes to assign to the server IP to IP Network Accepts incoming remote connections IP to IP Network Initiates remote connections E mail Scans for incoming transfer sets E mail Sends outgoing transfer sets Shared Paths Creates retrieves transfer sets created in advance 192
276. onfigure gt gt Users Settings Click Properties and select Menu Restrict File gt gt Configure gt gt Users Settings and Edit gt gt Preferences User Preferences Tabs Personal Change your password and add personal information Record Control the appearance of Contact records tab displays and zip code validation Calendar Determine calender appearance and functions Schedule Set parameters for scheduling and working with activities Alarms Configure GoldMine alarms Lookup Set display options for Contact records and the Contact Search Center Toolbar Determine display options for editing and creating GoldMine toolbars Email Configure settings for your e mail server login information and rules to apply when sending and receiving e mail Telephony Control settings for your computer s modem and dialing options and SoftPhone advanced settings in GoldMine Pager Identify your pager s telephone number and PIN number M Misc Set date and time displays paging status and GoldMine InfoCenter settings Login Determine the locations of the GoldMine default databases and system files and other system settings This tab is available only to users with Master Rights Speller Specify GoldMine spell checking options 65 GoldMine Corporate Edition User Guide Setting the User Profile Use the Profile tab to create and set basic user information such as a user name initial security and force log out Og
277. ons Create duplicate record Creates a Contact Record with the primary field entries copied from the active record however the Contact name E mail Address Title Dear and Ext fields are not copied Use this option to use an existing contact record as a template for a new record to avoid having to type the same entries in primary fields Tip To create a completely new Contact record do not select this option View in new window Displays the new record in a separate window appearing in front of the current Contact Record which remains in your work area The new record becomes the active record 4 In the Duplicate Checking area you can select the fields to be checked when checking for duplicate contact records If GoldMine finds a match you receive a warning that the record already ae and it asks you whether to proceed Phone number Checks the Phone field if an existing record has the same telephone number as the one you entered for the new contact E mail address Checks the e mail address and displays a warning if it already exists Contact name Checks the contact name and displays a warning if it already exists Company name Checks the company name and displays a warning if it already exists 5 After completing the form with available information click OK Add or edit all other data on the Contact record Required fields display with a surrounding red box If one of the fields is a required field and you do n
278. ontRange Solutions Web site as a GM View template lt DOCTYPE HTML PUBLIC W3C DTD HTML 4 0 Transitional EN gt lt HTML gt lt HEAD gt lt STYLE type text css gt P UL OL DL DIR MENU PRE margin 0 auto lt STYLE gt lt META content MSHTML 6 00 2800 1264 name GENERATOR gt lt HEAD gt lt BODY leftMargin 1 topMargin 1 rightMargin 1 gt lt FONT face MS Sans Serif color Hff0000 size 4 gt lt DIV gt Please wait while the FrontRange Solutions Neb Site loads lt DIV gt lt SCRIPT gt window location href http www frontrange com lt SCRIPT gt lt FONT gt lt BODY gt lt HTML gt To insert a fixed hyperlink by typing the following in the HTML code lt A href http www frontrange com gt FRS lt A gt This inserts a hyperlink to the FrontRange Solutions Web site with FRS as the label 6 Right click in the design box and select Save Deleting GM View Templates 1 Select File gt gt Configure gt gt GM View Tab The GM View Tab Settings dialog box appears 2 Inthe Template List area select a Templates 3 Click Delete Editing GM View Templates After creating templates edit them as needed There are several ways to access the Edit lt template name gt GM View dialog box The dialog box is used when you are creating a new template and when you are editing an existing template 1 Open the Edit lt template name gt GM View dialog box Select File gt gt Configur
279. ontact Info Top Half of Scre ontact Profile Detailed ontact Wide Line Report Le ontacts with Detail ontacts with Notes Tab ontacts with Profile T ab B Description B File Name E Default Printer lt Lauren Hal FrontRange Solutions Inc 1150 Kelly Johnson Boulevard Colorado Springs CO 60920 H Time User 2 15pm MASTER Contact History Report with Notes lecomhst fp Layout Printer Contact History Report 800 86 7889 B0Oj708 3562 TS B00 654 3526 Sales 719 536 0620 Fax Refermd by Int Create Date 9 4 Interested i becoming a GoldMine reseller 1 31pm MASTER Notes Scheduled appointment to demo GoldMine irectory of Only Primary with irectory of Primary amp Addl Co v irectory of Primary and Other fi idm ja gt 09 2197 5 20 amp m MASTER Very excited about working wth GoldMine B B B B B B E E B B B E a C C C C Contacts with Key amp UserDef C D D D To access the Reports Center select File gt gt Customize Reports The Reports Center appears and offers easy management features Reports Center toolbar A tree view pane listing the selected user s reports A description of the selected report A jpg preview of the selected GoldMine Report system reports do not have jpg previews Report Types GoldMine Reports Generate reports from the data in your databases Using the report generator select data from your contact database and then p
280. or 217 Server Agents Administrator P blishing s ames 204 Starting ce er ee taeda 217 Server Agents Administrator 217 Shared Calendars ssssss 203 Sharing Free Busy Times 203 Site Creating Groups eseese 191 IMCS p 191 SoftPhone ADOUL su ii cet E 103 USING sioe eee ed 103 Sorting Report Data ssssss 170 Spell check sssssssssssss 91 SQL Reston era aE EnaA ORANET 125 SLAI E AE RA 217 Statistical Analysis ssssse 151 Sync Index See Synchronizing 181 Synchronization Settings 183 Synchronizing Copying and Moving Records 185 GoldSync Administration Center 189 One button synchronization 194 SCONAMNOs ti ib nie des e reet aeds 181 Synchronization Wizard 187 With GoldSync sese 188 Synchronizing oiris andaan 181 System LogEc EA 126 T Tabs See Contact Tabs ssssss 70 Tagging Merging tagged records 143 Taskbar Adding task items 7 Telemarketing Scripts 101 102 Templates Creating tetti tunes 83 GMtVieW fice ttc ete de 27 Territory Realignment 152 Ticket Transfer Utility 238
281. or Delete query Click OK PON Note Output the query results by right clicking on the result and selecting a printer Microsoft Excel Microsoft Word or the clipboard Using the Lookup Wizard Rather than manually creating a SQL query use the Lookup wizard a search tool to build SQL query strings for locating records and contact information across GoldMine The wizard generates and runs a SQL query based on user provided inputs It lets users customize query parameters to locate information and then launch actions and campaigns from those results Querying storage features lets users save and reuse custom query parameters 1 Select Lookup gt gt SQL Queries The SQL Query tab appears Save Saves the query Build Opens the Lookup wizard Query Runs the query lt lt gt gt Scrolls through saved queries Note If you never generated an SQL query the query content box is blank 2 Click Build The GoldMine Lookup Wizard appears Base your search on Contact information Pending activities or Completed activities 79 GoldMine Corporate Edition User Guide 3 If you select Contact information the Contact Information Options page appears Select the criteria the contacts must match Options depend on the selected criteria 4 Contacts with Field based conditions Click Next the Field conditions dialog box appears Include contacts matching ANY of the specified criteria or ALL specified ernen These options
282. or Events Working with Automated Processes Creating Tracks Create clone or modify Automated Process Tracks with the GoldMine Automated Processes Wizard Note Planning is key Take time to determine what you want to accomplish how the triggers and actions work together for each preemptive or sequential event and how the series of events the track will fit together eggs oo N Select Tools gt gt Automated Processes gt gt Automated Processes Center The Automated Processes Center appears From the drop down list select the User who owns this Automated Process Right click Automated Processes in the left pane and select New or click the New Automated Process Ej button The Welcome to the Automated Process Wizard dialog box appears In the Process Name text box type a descriptive name Type or select the Process Code from the F2 Lookup list Select the Owner By default the user name selected in the Automated Process Center displays Click Next The GoldMine Automated Process Wizard Options dialog box appears Select Allow only one attachment of this process per contact Prevents multiple attachment of the same track to a contact s record Note If two duplicate contact records are merged that already have automated processes attached both processes will be attached to the merged contact record regardless of whether the above checkbox was selected 210 Execute this process immediately upon attachment Starts
283. or click Release to remove the filter and view all available Records 14 In the Edit Filter In area select English Displays the filter with the language used to create it SQL Displays the filter in an SQL format xBase Displays the filter in a dBASE format 15 Click Find to run the filter The Contact Search Center Filter Optimization Warning dialog box appears If you wish to immediately optimize the search limiting the displayed records click Yes The Filter Optimization Wizard appears If you click No the search results are displayed in the browser columns 16 To save the search click Save Search Criteria as a Filter Save Search Results as a Group Save both Search Criteria and Results Editing Filters 78 Contact Management 1 In the Saved Search pane of the Contact Search Center right click a filter and select Edit The Filter filter name dialog box appears The Properties Build and Optimize tabs display 2 See Creating Filters for steps Saving Query Parameters 1 To save a manually created SQL query or one created using Lookup Wizard click Save The Saved SQL Queries dialog box appears Saved SQL Queries You may save SOL queries for later use Below please name the query and select the appropriate save option Query name pee Save as new query C Update current query C Delete query Cancel Enter a Query name Select Save as new query Update current query
284. ort call is scheduled at the customer s location ABC Company s field technicians handle support calls A field technician uses the customer information gathered by sales and customer service to locate a customer s office and to 182 Synchronization determine the nature of the problem When the problem has been corrected the technician creates a support record for future reference then prepares an invoice based on whether the product is within its warranty period In this scenario several employees access the same customer information at the same time and in some cases these individuals work in locations that do not allow direct access to the office The remote staff such as the outside sales representatives and field technicians need access to the same information available to inside ABC Company staff To share critical account information they must be able to transfer this contact data between the office staff and the mobile staff With synchronization ABC Company transfers sales leads to outside salespeople sends support requests to service technicians and collects follow up reports from staff in the field Without remote synchronization this information would probably have to be printed sent by facsimile to the remote location and re entered into GoldMine by the salesperson or service technician Synchronization automatically sends updated information to ensure timely accurate communications for organizations with mobile or dis
285. orts for reviewing metrics For example calculate statistics based on activities scheduled and completed by GoldMine users Select from over 50 standard GoldMine reports or design a custom report tailored to meet your organization s needs If using GoldMine Corporate Edition with an E license you can use Answer Wizard reports A report can include data from these tables Contact1 Top four quadrants of the Contact Record and the Summary and Notes tabs Contact2 Fields tab and user defined fields ContSupp Contacts Details Referrals and Links Cal Calendar and Pending tab ContHist History tab OpMgr Opportunity Manager Special fields can include Dialog Prompts users to input data used within the report Calculations Calculates the total or performs other mathematical operations Macros Places multiple fields in the report Macros are like those used within GoldMine Microsoft Word templates For a list of available report Macros see GoldMine Report Macros GoldMine Reports About the Reports Center The Reports Center provides easy visual access to several reporting options available within GoldMine 161 GoldMine Corporate Edition User Guide Reports Center User pubic m Ba XS r IAS 5 GoldMine Reports Contact Reports 8 Activities List w ToDos E Activities List w To dos 2 E Address amp Phone 8 Appointments List Call Backs List Completed Activity List with Ni
286. osoft Windows Help Note Default modem and dialing properties in Windows are set up in the Phone and Modem Options Control Panel However select special modem and dialing settings for use only with GoldMine in the Preferences dialog box under the Telephony tab Creating and Sending E mail Use the same Edit E mail dialog box when creating an Internet e mail message or a GoldMine e mail message Create an e mail message by Clicking the E mail button included on most toolbars 90 Contact Communication Selecting Contact gt gt Create E mail gt gt Message to Contact Clicking the New Mail button on the E mail Center toolbar Replying to pending activities 1 On the Edit E mail dialog box the From text box uses the logged in user s name and e mail To change to a different e mail account for the logged in user select the account in the drop down list 2 The To text box populates with the name and e mail address of the current Contact Record To change to an alternative name and e mail address associated with the current contact select the name from the drop down list 3 To send the e mail to alternative recipients click the right facing arrow and select one To Contact Displays the Contact Search Center to locate a new contact To Manual recipient Displays the Manual Recipients Entry dialog box Type a manual e mail address To GoldMine user or group Displays the GoldMine User Recipient dialog
287. osted 1 Close GoldMine 2 Openthe gm ini file using Notepad 175 GoldMine Corporate Edition User Guide oon Type ReportServer WebServiceURL http localhost ReportServer ReportService asmx as shown below where localhost is the IP address machine name or domain name of your Microsoft SQL Reporting Server Click Save and close Notepad Open GoldMine Select View Scheduled Reports If the INI file was successfully revised the Scheduled Reports dialog box appears B GM ini Notepad File Edit Format View Help opMgr OpmMgr 6Converted 1 Reportserver webserviceuRL http localhost Reportserver Reportservice asmx Using Scheduled Reports 1 176 From the menu bar select View gt gt Scheduled Reports The Scheduled Reports dialog box appears This dialog box is blank until you have scheduled a report and it is pending Reporting Scheduled Reports 2 Click New The Schedule a Report dialog box appears 177 GoldMine Corporate Edition User Guide Schedule a report X Detail Delivery m Schedule Please enter the full path name of the report ex webfolder reportname for which to create a subscription the date time when the report will be generated the delivery method and the render format Delivery C By e mail Shared directory Stat Date 9 8 2005 gt Start Time 3 24 am Render format C Excel HTML C PD
288. ot have data in the field the Required Fields Alert dialog box appears Adding Additional Contacts Add additional contacts to existing contact records These display on the Contacts tab 1 Select File gt gt New Record gt gt Add New Contact to an Existing Company The Contact Search Center appears 68 Contact Management 2 Locate the contact to add the additional contact to Double click the contact name to auto populate the Company field in the New Contact to an Existing Company dialog box 3 Type the appropriate information in these text boxes Name Name of the additional contact at the company Phone Number Main telephone number for the additional contact Ext Telephone extension for the phone number International Format Clear the box to apply USA and Canadian formatting to the telephone number If checkbox is selected the number is not formatted The International Format checkbox is the default if the Country setting in the WIN INI file is not the United States E mail Address Internet e mail address for the contact This address stores in the Details tab 4 Click OK Adding Detail Records Define a new Detail record to track basic information on topics meaningful to your business Detail records add to the Detail Lookup list Every Detail created also has its own Reference Lookup list 1 Right click under the Details tab and select New or select Contact gt gt Add a Detail The Detail Properties
289. ou share information with recipients using a different contact management application supporting XML Data exported is placed in one file the recipient can import and use as a key to map the imported data into the recipient s database View part of a sample XML export 134 Data Maintenance and Management accounts account qm recid 000000091411 2R gm_accountno ELAN SOFTWARE CORP lt properties property namez Accnt Mngr db_name KEY4 gt property string GC Stott c property string lt property gt lt property name Actionon db_name ACTIONON gt lt property_string gt 20021109 lt property_string gt lt property gt lt property name Address db_name ADDRESS1 gt lt property_string gt 1150 Kelly Johnson Boulevard lt property_string gt lt property gt property name Asst db_name SECR gt lt property_string gt Jane lt property_string gt lt property gt lt property name Business db_name KEY2 gt lt property_string gt Comp Sfw Dev lt property_string gt lt property gt lt property namez Gallbkfreq db_name CALLBKFREQ gt lt property_string gt O lt property_string gt lt property gt lt property namez Gity db_name CITY gt property name Company db_name COMPANY gt lt property_string gt FrontRange Solutions Inc lt property_string gt lt property gt lt property name Contact db_name CONTACT gt property string Patrick B Hillyard l
290. our Internet Preferences gt gt Security tab For example when you send an encrypted message to a contact it is encrypted in GoldMine using the public key the contact provided you When he or she receives the message it is decrypted by the contact s e mail application using his or her private key Conversely when a contact sends you an encrypted message it is encrypted by the sender s e mail application with your public key provided earlier When you receive the message it is decrypted using your private key Levels of Security Signed The message is signed with the sender s private key Sending a message with a digital signature confirms the message was sent by the sender listed in the From address Encrypted The message is sent with the recipient s public key The recipient provides you with his or her public key before you send the message When a message is encrypted the body and attachments are hidden from anyone who does not have the recipient s private key Only the recipient should have the recipient s private key An encrypted message does not guarantee to the recipient that the sender is the name in the From address Signed and Encrypted The message is signed with the sender s private key confirming for the recipient the message was sent by the sender in the From address and it is encrypted with the recipient s public key and then decrypted with the recipient s private key when he or she receives the message Sharing
291. ox The Ignore button changes to Undo edit Clicking Undo edit returns the edited word to the original form 6 Use the Check Spelling dialog box to change the Options and Dictionaries T Select Undo if you made changes to a document with Ignore or Change and wish to undo the changes The Undo button takes you back one word at a time 8 Click Cancel to stop the spell checker and close the window Retrieving E mail To retrieve internet e mail within GoldMine you must use a service provider that supports either POP3 or IMAP e mail retrieval protocol and SMTP e mail delivery protocol Additionally to send and receive encrypted secure e mails your service provider must support SSL Secure Socket Layer encryption Most commercial service providers support these protocols Note For more information contact your network administrator or internet service provider Retrieve e mail manually or automatically Your E mail Preferences must be configured properly in the User s Preferences Note To set GoldMine to decode UU encoded MIME attachments in incoming messages add UUEncodeScan 1 to the Internet section of your Username ini file 1 Select View gt gt E mail Center or View gt gt E mail Waiting Online to jump directly to the POP or IMAP Password dialog box for retrieving from your primary account 2 If you are in the E mail Center click the e mail account to retrieve The POP or IMAP Password dialog box appears if you do not hav
292. ox appears 3 Type a unique name beginning with U in the Field Name text box it can be up to 9 alphanumeric characters in length including the U The field name should not contain spaces or special characters such as asterisks or percent signs 96 however you can use the underscore Tip The Field Name appears when inserting fields into Microsoft Word therefore make the field name user friendly and identifiable 4 In the Description text box type the field label to appear in the Contact record 5 From the Field Type options select either Character Formats data as a text string Numeric Formats data as numbers to run mathematical functions against Date Formats data as a date month day year 6 In the Len field type or select a field data length The maximum length for a character field is 256 numeric is 16 7 The Dec field is available when creating a numeric field Sets the number of decimal places within the field GoldMine assigns one character place to the decimal point in determining field length For example create a field that can accept hold values up to 9 99 by assigning a Len value of 4 and a Dec value of 2 This field applies to numeric data types Note When running an Update on a custom numeric field the field will always be padded for decimal values For instance if you call a set of functions for a numeric field that specifies a number length of 3 the returned value will actually be 5
293. ox appears stating you must be logged in as a Master Rights user to install an Industry Solution template Click OK T When the installation process begins the installation wizard appears Click Read Me for installation instructions and information for your selected template Then click Next The License Agreement dialog box appears Select either do not accept the terms of the license agreement Select if you do not accept the terms and click Cancel to exit accept the terms of the license agreement Select if you accept the terms of the license agreement Click Next 8 If you accepted the terms and clicked Next the next dialog box reminds you to back up your database before proceeding the only way to undo the procedure is to restore from a backup 9 After backing up the database type YES in the Did you read understand and follow the directions above text box 10 Click Next The final dialog box appears Click Finish To see the changes rebuild the database log out and log in to GoldMine Working with the QuickStart Wizards Using the Data Import QuickStart Wizard Import data from other contact management applications into GoldMine eliminating data entry Incorporate new data into GoldMine and begin using it Note Available for users with Master Rights 1 Select Tools gt gt Quick Start Wizard The GoldMine QuickStart Wizard dialog box appears 2 Click the Data Import Wizard icon l The Welcome screen of the I
294. ox that appears depends on the options you selected Import an new file from DBF ASCII or SDF the Import a New File dialog box appears Import a new file from SQL the Import a New SQL Table dialog box appears Import a new file using an existing profile from DBF ASCII or SDF the Select File to Import dialog box appears Import a new file using an existing profile from SQL the Select SQL Table to Import dialog box appears Using the Export Wizard 132 Data Maintenance and Management 1 Select Tools gt gt Import Export Wizard gt gt Export Contact Records The Welcome to the GoldMine Export Wizard dialog box appears 2 Select one export option Export to a new file GoldMine exports the data according to the settings defined in the Export Wizard You can save the new settings for future use Export to a new file using an existing profile Displays the Select Export Profile dialog box where you select a predefined profile GoldMine will use to format the data for export 3 select the file type to exporting into DBF file Specifies data will export in the dBASE file format Fields in a dBASE file are referred to by field name for example the Company field is called COMPANY and the Contact field is called CONTACT ASCII TXT file Specifies data will export in the delimited text file format A delimited text file formats data with field delimiters field separators and record separators In the delimited ASC
295. ph without this grid clear the option 3 Click Graphs to generate a graph Based on your selection in the Graph Type area of the Graphical Analysis Option dialog box you see a bar or line graph 4 To return to the Graphical Analysis Options dialog box from the graph display click Options Using Quota Analysis Review the status of sales efforts by analyzing how sales team members are meeting quota for a specified period This analysis uses data about the assigned quota forecast sales completed sales and lost sales to derive a percentage of quota or a percentage of forecast sales attained by a salesperson Because GoldMine analyzes data by period a track record for each salesperson can be seen via listings over multiple periods 1 Select View gt gt Analysis gt gt Quota Analysis The Quota Listing dialog box appears 2 The d Listing dialog box contains User An entry for each user assigned a quota in the Quota Profile dialog box Users have an entry for each period they were assigned a quota Period The range of dates comprising the quota period By default GoldMine defines a quota period as one month but the period can be changed in the Quota Profile dialog box Quota The dollar amount of expected sales assigned to the user for the period Forecast The total dollar amount of sales scheduled on the calendar for the period Closed Sales The total dollar amount of sales recorded as Closed Sales when the forecasted sales
296. ported in HTML function GMOnActivate function GMLostFocus function GMOnDestruct See Plug in Description File Plug in Description File The plug in description file is a well formed XML file describing the plug in The extension for the file is GME GoldMine Extension HTML Structure for the HTML plug in lt PlugInDefs gt lt PlugInDef gt lt URL gt http gmail google com gmail lt URL gt 53 GoldMine Corporate Edition User Guide QueryString q amp 1lt amp lt amp amp Address1l amp gt amp gt amp lt amp lt amp amp City amp gt amp gt amp lt amp lt amp amp State amp gt amp gt amp lt amp lt amp amp Zip amp gt amp gt QueryString Description Language Locale 1033 IsDefault 1 gt lt Name gt G Mail lt Name gt lt Publisher gt Google lt Publisher gt lt Description gt Launches Google s Gmail Service lt Description gt lt Menu gt Launch GMAIL lt Menu gt lt Language gt lt Language Locale 4000 gt lt Name gt eegay ale may lt Name gt lt Publisher gt oogle Gay lt Publisher gt lt Description gt aunches Lay oogle Gay s eegay ale may Urvice Say lt Description gt lt Menu gt aunch Lay eegay ale may lt Menu gt lt Language gt lt Description gt lt OnDemand gt 1 lt OnDemand gt lt Startup gt 1 lt Startup gt lt MultipleInstance gt 0 lt MultipleInstance gt lt Modal gt 0 lt Modal gt lt DefaultPos gt lt top gt 50 lt top gt lt l
297. ports Create GoldMine Reports from a blank template or clone the template closest to your desired results and edit it Creating a report from a blank template is not recommended for beginners but cloning reports and editing reports is 1 2 Select File gt gt Customize Reports The Reports Center appears Click the New Report button a or right click inside the report name tree view pane and select New The Report Properties dialog box appears When creating a report click the Profile tab Report Description The name to display in the Report Center Owner Select the report owner in the drop down list Notes Type extra details about the report and report variables Report Filename Type or select the file name of the report template The reports store in the Reports folder of the main GoldMine directory Report templates should end with the extension fp For example MyReport fp 165 GoldMine Corporate Edition User Guide 4 in the re 5 A blank 6 Report Important If you do not give the report a unique file name at this stage of the process it does not save Default Printer Select one Selected Printer The device designated in the Output to section of the Reports Menu Layout Printer The special printer selected in GoldMine s layout mode Click OK on the Profile tab to return to the Reports Center The new report is now listed port list Highlight the new report and click the Layout button 5 or ri
298. processing the track as Soon as a user attaches the track to one or more contact records Execute this process only when scanning a group of contacts Prevents GoldMine from executing a track attached to a single contact record This option is useful to restrict track execution to a specific system Example if a print action requires a designated workstation printer selecting this option and Execute this process immediately upon attachment prevents the printing track from running from any other workstation Restart this process each time that it ends Reattaches the track as soon as the processing of the track completes Allow users to attach this process Permits other users to select and attach the track Attach this process to all new contact records Automatically attaches the track to each new contact record Apply only to one Automated Process can only be applied to one Automated Process Automated Processes 9 Click Next The GoldMine Automated Process Wizard Events dialog box appears The dialog box displays the Seq Sequence Event Trigger and Action for each event While creating a new track the display is empty 10 Select from New A blank Event Properties dialog box appears Lets you create an event Delete Deletes the selected Edit The Event Properties dialog box displays the selected event s settings Edit and save 11 Click OK The GoldMine Automated Process Wizard Events dialog box appears 12 Click New t
299. ption is selected under Graph Type and more than one user is selected data for these users displays on one graph with color coded entries to differentiate users All Activities Scheduled or completed data for the activity types described below Activity types graphical representations depend on whether Completed or Scheduled is selected under Graph Type Call Backs Graph for completed or scheduled Call Backs Messages Graph for completed or scheduled Messages Next Actions Graph for completed or scheduled Next Actions Appointment Graph for completed or scheduled appointments Sales Graph for completed or scheduled sales Others Graph for completed or scheduled other actions High End Type a numeric value corresponding to the uppermost number to display on the graph s vertical axis For example if experience shows users rarely schedule more than 30 appointments per week entering 30 in the High End field generates a graph with a vertical axis ending at 30 The default zero 0 lets GoldMine generate the high end value based on included data Low End Type a numeric value corresponding to the smallest number to display on the graph s vertical axis For example if experience shows that users have never scheduled fewer than five call backs per week entering 5 in the Low End field generates a graph with a vertical axis starting at 5 0 The default is zero 0 Activity Cd Generates the graph from activity records with the spec
300. pyright law In no event shall any part of the related user documentation be copied reproduced distributed transmitted stored in a retrieval system or translated into any language without the express written permission of FrontRange Solutions USA Inc Contact FrontRange Solutions at our Web site www frontrange com Sep 2007 GM 7 5 Trademark Information FrontRange Trademark Information The following are trademarks or registered trademarks of FrontRange Solutions Inc and or its affiliates in the United States and or other countries FrontRange Solutions GoldMine GoldSync GoldMine amp Answer Wizard GoldMine amp Management Intelligence GoldMine Manager s Console iGoldMine HEAT HEAT Service amp Support HEAT PowerDesk iHEAT HEAT Self Service HEAT Manager s Console HEAT Answer Wizard HEAT Quick Start Wizard InfoCenter amp Automated Processes First Level Support GoldMine CustomerlQ HEAT CustomerlQ CustomerlQ and other FrontRange products and brands Other Trademark Information The following are trademarks or registered trademarks of their respective owners or companies TRADEMARK OR REGISTERED TRADEMARK ACT amp Adobe Acrobat and Reader Apple Mac OS and Macintosh Avaya Beyond Gold Borland Interbase Calyx Cisco Citrix Corel Crystal Reports dBASE dbCams Fast Folio NXT LivePublish
301. r Results For each record where the Key1 field value equals Supplier the Supplier record type displays otherwise the Customer record type displays Complex IIF with AND Expression Assuming Key1 can contain the value Supplier or Customer and Key2 can contain Insured or Uninsured and assuming four record types are named Supplier Insured Supplier Uninsured Customer Insured Customer Uninsured use this expression iif trim contactl keyl 2 Supplier and trim contact1l gt key2 Insured Supplier Insured Supplier Uninsured Results If the value in Key1 is Supplier and the value in Key2 is Insured then the Supplier Insured record type display for the record When moving to another record where the value of Key1 is Supplier and the value in Key2 is Pending the Supplier Uninsured record type displays for the record Complex Multiple IIF Expression 16 Customizing Assuming Key1 can have Supplier Customer or Equipment as a value and assuming record types are named Supplier Customer Equipment and Standard use this expression iif contact1 gt keyl Supplier Supplier iif contact1l gt keyl Customer Customer iif contact1 gt keyl Equipment Equipment Standard Results If the value in Key1 is Supplier display the Supplier record type If the value is not Supplier evaluate whether Key1 is Customer If the value is Customer display the Customer record type otherwise evaluate whether
302. r Groups A group is a fixed set of records that meets a specified set of conditions and allows instantaneous access to member records 76 Contact Management Access groups by selecting View gt gt Contact Groups The Groups tab of the Filters and Groups dialog box appears The upper pane lists groups owned by the user The lower pane lists members of the group highlighted in the upper pane GoldMine orders member records by the Sort code defined while building the group How Groups Differ from Filters Working with groups can be more efficient than applying a filter When you activate a filter GoldMine searches through the database for Contact Records meeting the criteria Once a group is created membership is fixed and you can work with the group members without performing the search again Each member Contact Record remains in the group until removed However since each record evaluates when the filter is activated a selected filter displays new Contact Records added to the database if they match the filter s criteria Groups also have optional sort capabilities letting you list member records in the order best fitting your needs Using Filters and Groups When you have a large number of contact records in your database create subsets based on criteria to categorize groups of records to access for special activities Example Create a subset of contacts you telephoned in the past week and send a mass mailing only to
303. r Color Codes 0707o MM Oo o g eoe MEN Oe oT i M uu m Bright Purple E UT BN Bright Yellow Cyan Bright 12 Blue Green 5 Bright 13 Purple Yellow Cyan 14 Dark Gray Example Appointments are bright green A 4 Calls are bright purple C21 Appointments with an activity code of HOT are bright yellow A HOT 5 Calls with an activity code of CCA are bright red C CCA 2 CalCIrCode Using Macros 43 GoldMine Corporate Edition User Guide About Macros In GoldMine a macro is a button or hot key shortcut representing an instruction action or a series of instructions actions or text inputs For example create a macro to launch the Schedule a Call window with a code color reference notes predefined and the cursor waiting in the date field for you to finish editing the activity and save Tip Record a macro using keystrokes rather than mouse clicks To use the GoldMine menus type CTRL F10 Use the arrow keys to navigate the menu options Record a Macro Add a Macro to the Toolbar Add a Macro to the Taskbar Delete a Macro Use the Macros of other users About DDE Macros Facilitate DDEAUTO fields by selecting a macro as the service item A DDE service item starts with an ampersand amp When encountered GoldMine searches an internal table of macro names If a match is found the macro processes and the result returns as if a DDE function or expression was used Most macros are sensitive to the s
304. r is automatically on the Subject line Type the subject of the e mail Note The subject you type becomes the subject line when using the template consider what you are sending to contacts The subject is also the template name appearing in the Document Management Center so it must be unique 5 On the Attachments tab right click and select Attach Browse to locate the file you are attaching to the template 6 Select the Options tab to configure template formatting and encoding options T Select Send as MIME to encode you e mail message with MIME the recipient of your e mail must be able to support MIME to receive the message intact rather than as meaningless characters Note Select Send as MIME to select the Rich text HTML or Send VCard options 8 Select Rich text HTML to send the message in HTML The Rich text format options lets you use specialized fonts and insert bmp files Note If your recipient s system does not support HTML leave the check box blank to send the message as plain ASCII text 9 Wrap lines is the default When a word is typed at the end of a line the next word is placed at the beginning of the following line Note When creating a template you cannot change this option 10 Select Attach VCard to include a vcf file with your message The VCard contains basic contact information 11 Select Request a return receipt to receive an e mail acknowledgement from the recipient upon receipt This opt
305. r the GoldMine files The Contact files contain all the tables related to the Contact records when you create a new database the database name is added to the Contact Set Databases dialog box The GoldMine files contain the shared tables such as Calendar Filters Mailbox When you create a new database of any of these files GoldMine does not add the database name to the Contact Set Databases dialog box Rehosting creates a new database but copies or converts data from the old database to the new one without affecting the original database The rehosting process converts dBASE to Firebird or SQL letting an organization support multiple platforms Databases Wizard Using the Databases Wizard Use the Databases Wizard to create a new database or contact set The new database can be created as either a copy of the currently active database or as an empty database containing the same fields as the currently active database You can also copy data from a dBASE database Select Tools gt gt Databases gt gt New Database The Welcome to the Databases Wizard dialog box appears PPS EEDEN Welcome to the Databases Wizard Using the Database Wizard you can create a new GoldMine database copy data from an existing dBASE database or rehost the current database to another server Create or copy data for contact set tables Select the check boxes corresponding to the type of data you will create or copy Contact set tables Select thi
306. racketed by and gt and attributes name value However XML provides more flexibility when interpreting the tags and values For example HTML specifically defines the meaning of each tag and attribute as well as the appearance of the 133 GoldMine Corporate Edition User Guide tagged text when displayed in a browser XML uses tags only as data delimiters leaving the interpretation to the receiving application Note When exchanging data with other GoldMine systems be sure to synchronize with GoldMine instead of sharing exported data Synchronization provides features unavailable when you export data as an XML file including cutoff dates to limit the date range of data and the capability to exchange updates to additional contact data and calendar data Use the GoldMine XML Import Wizard to import data from an XML file The wizard takes you through the process and lets you save the settings in a profile to reuse Use the GoldMine XML Export Wizard to export your contact data as an XML file The wizard guides you through the procedure All the data you export is placed in one file that the recipient can import and use as a key to map the imported data into the recipient s database Exporting to XML Export GoldMine contact data to Extensible Markup Language XML format XML is a meta language is used to facilitate the exchange of data between systems using different applications Exporting your GoldMine data as a xml file helps y
307. raphical calendar 6 Click Next through the wizard dialog boxes Click New or Edit in each Dialog box For configuration details see Influencers Editing Influencers Forecasted Sales Scheduling Forecasted Sales Team Members Editing Teams Issues Editing Issues Competitors Editing Competitors Details Links Editing Details Links T Click Next The Finish dialog box appears Manager Select the user or user group in the drop down list Probability Type or select the percent probability of success from the F2 Lookup list Total Revenue The field auto populates based on data entered in the Forecasted Sales dialog box Close by Select the closing date from the F2 graphical calendar 8 Click Finish The opportunity is added to the upper pane of the Opportunity Manager Note For more information see Using the Opportunity Manager Creating Opportunities 1 Select View gt gt Sales Tools gt gt Opportunities The Opportunity Manager dialog box appears 157 GoldMine Corporate Edition User Guide 3 Configure these settings Company The company in the current Contact Record populates this field To change the contact click the Search button Bhan select a company from the Contact Search Center Contact Select the primary or additional contact in the drop down list Available contacts are those associated with the selected company Type Defaults to Opportunity and cannot be changed in this dialog box Templates of User Sele
308. rd Once this data is entered filter expressions can be used to select contacts who responded similarly to script questions Getting Started Before attempting to enter a branching script in GoldMine map the entire script structure on paper This strategy can be helpful in creating a branching script 1 Decide what questions to ask and the possible responses List questions with all the related responses directly below them Draw lines connecting each response to the appropriate follow up question Note each question can have several response lines leading to it However no response should have more than one line leading from it each response can only branch to one question 2 Number each question Try to select a numbering scheme that keeps questions in a natural sequence If there are sub branches within the script you will have to jump numbers A good rule to follow is to number the questions in a way that no answer leads to a lower valued question Number questions in intervals of 5 or 10 so additional questions can be inserted later in the script without having to change the numbering scheme 3 When all the questions are numbered follow each question back to the preceding answer and enter the question number next to the response These numbers are the Goto values entered into GoldMine 4 Determine if any questions should be omitted from the dialog Mark them on the worksheet 5 To store the text of a selected response in a field
309. rd after installation to add or change basic configuration settings by selecting Tools gt gt QuickStart Wizard Note Users without Master Rights have access to the User Information Wizard E mail Setup Wizard and Document Management Wizard Installing GoldMine Add Ons with the QuickStart Wizard Note Available for users with Master Rights After selecting GoldMine PLUS Add Ons in the Industry Template QuickStart Wizard the Description area updates to activate a hyperlink and learn more about Add on utilities that integrate with Calyx Point Genesis 2000 or dBCAMS QuickBooks Premier and QuickBooks Pro Sage Line 50 Installing Industry Templates Note Available for users with Master Rights 1 After selecting GoldMine Industry Solutions in the Industry Template QuickStart Wizard and clicking Next the Customize GoldMine by Industry dialog box appears 2 Select one Industry Solution Template Financial Services Insurance Life Insurance Property and Casualty Legal Services Mortgage Lending Real Estate Commercial 59 GoldMine Corporate Edition User Guide Real Estate Residential 3 Click Next The Industry Template Details dialog box appears 4 For details about the selected template click the hyperlink text Internet Explorer IE opens and displays information for the template Then close or minimize the IE window 5 Click Next The Ready to Install dialog box appears 6 Click Install A dialog b
310. rds you are importing select number of days months years before today for the Starting date and the number of day month or year before today for Ending date T Click Next The Task Folder s dialog box appears To select Task folders to import click Add The Select Folder dialog box appears Select a task folder to import and click OK Repeat the process for each task folder to import Click Remove to delete a highlighted folder on the Task Folder s dialog box f not importing any task folders click Next without adding folders to the Folder list 8 Click Next The E mail Folder s dialog box appears To select E mail folders to import click Add The Select Folder dialog box appears Select an e mail folder to import and click OK Repeat the process for each e mail folder to import Note Imported e mail folders and Inbox messages are categorized and filed in the E mail Center in a separate Outlook Import folder Click Remove to delete a highlighted folder on the E mail Folder s dialog box f not importing any e mail folders click Next without adding folders to the Folder list 9 Click Next The Ready to Import dialog box appears 10 Click Back to change any settings 11 Click Finish Importing ZIP Codes Importing ZIP Codes The ZIP Code Database is an add on product used in conjunction with GoldMine With GoldMine and the ZIP Code Database city and state names are automatically entered in the appropriat
311. reation field of the Summary tab Keep the record that was Last Updated Selects the Contact Record changed last The date is determined by the entry logged in the Last Update field of the Summary tab Create Linked Additional Contacts in each record GoldMine keeps both records and creates additional contacts in the Contacts tab of the duplicate records For example if GoldMine determines Jon Smith and John Smyth are duplicate contacts Jon Smith is added as an additional contact in the John 141 GoldMine Corporate Edition User Guide Smyth contact record John Smyth is added as an additional contact in the Jon Smith contact record Note Selecting Create Linked Additional Contacts does not prompt you for a purge method but displays the Save the Merge Purge Profile dialog box 3 Select one Create Additional Contact of non surviving record The primary contact of the deleted duplicate record is stored as an additional contact in the surviving contact record GoldMine stores the new additional contact in the Contacts tab of the surviving Contact Record Prompt me before merging records Check this box for GoldMine to display duplicate records and offer options so the user can make individual decisions on each set of duplicate records Dry run Only show duplicates do not merge nor purge Check this box for GoldMine to display duplicate records without any options to select records for purging At the end of the process dupli
312. red in this field GoldMine includes only those completed activities with the specified activity code to be analyzed When the field is left blank all completed activities are included For example if you code your activities as billable or non billable enter the activity code for billable activities and get an analysis of these activities only Result Cd When a result code is entered in this field GoldMine includes only those completed activities with the specified result code to be analyzed When the field is left blank all completed activities are included Phone Calls Analysis Total number of completed telephone calls of the specified type in the history file Call backs outgoing calls incoming calls and returned messages are shown as well as the total duration of calls in each 151 GoldMine Corporate Edition User Guide category GoldMine displays the average duration of calls below the grand totals line for this section Successful Calls shows the number and percentage of calls with a satisfactory outcome while Unsuccessful shows the telephone calls without a satisfactory outcome Activities Analysis Total number of completed activities in the history file including to do actions received messages appointments and other activities Sales Analysis Completed sales statistics Closed Sales shows the total number of completed sales activities in the history file The total value of each sale prints on the right of Calls
313. related to other numeric fields Date field type Contains dates 22 Customizing When creating user defined fields plan your implementation what is the field type what data is going into the field will it be a calculating field and will it be associated with other fields in a custom screen Are you on Firebird or SQL To create a field select File gt gt Configure gt gt Custom Fields The list of 10 user defined fields and other user defined fields appear The mechanism is the same for creating one field as for creating many fields it makes the repeated creation of fields easier by not returning to the screen designer after the one field is created Field Labels Field properties determine the field s label in GoldMine When changing labels on fields whether primary fields or user defined fields you have a limit of 15 characters for the label To change the label right click its name and select Properties The Field Properties dialog box appears Field Typing Use field typing to customize the look of field labels and values The customization may include changing the label or data color in a field based on the value in that field or in another field hide labels and values assign a generic field use name to a field that may have different labels and values Working with Custom Fields and Screens Creating Custom Screens Custom screens are user defined areas that appear under the Fields tab or as an individual tab Use
314. resent the information in an easy to read format for printing or displaying on screen Approximately 100 reports are included when GoldMine is installed Use GoldMine reports to generate reports clone reports edit reports and create reports The easy to run standard reports which cover most aspects of the database are organized in the following categories and access only the listed tables Contact Reports Contact1 Contact2 ContHist ContSupp Cal OpMgr OpMgrFld Calendar Printouts Cal Contact1 Contact2 ContHist Cal OpMgr OpMgrFld Analysis Reports Contact1 Contact2 ContHist Cal OpMgr OpMgrFld Labels and Envelopes Contact1 Contact2 ContHist ContSupp Cal OpMgr OpMgrFld Other Reports Users Lookup Filters Reports PerPhone Forms ScriptsW OpMgr OpMgrFld Mailbox 162 Reporting Note We recommend using the Answer Wizard Reports available through a Corporate Edition custom installation Crystal Reports Crystal Reports you created and linked to GoldMine The Crystal Reports node on the tree view is available only when you have the necessary Crystal Reports files on your computer If you are running Crystal 9 the files needed are different from those needed if running previous versions of Crystal Contact Support for the current information Note If you are using Crystal Reports version 11 you must have the CR 11 RDC Runtime files installed in order to integrate with GoldMine System R
315. reservations for the resources The Resources Activity List dialog box appears 5 Click Close to save changes and close the dialog box Creating Resources PON gt Select File gt gt Configure gt gt Resources The Resources Master File appears Click New The Resources Profile dialog box appears Type the Resource Name and Profile Type or select the Code Resource Name The Resource Name is limited to eight characters Code The Code is customizable and is a good way to group resources by type or location Select the Custodian or leave as public Click OK Viewing the Resource Schedule To ensure the availability of equipment facilities or other resources check when a resource is already reserved 1 2 box 222 Select File gt gt Configure gt gt Resources The Resources Master File appears Select View Schedule The Resource s Activity List dialog box appears Date Date of the scheduled activity the resource is reserved for Time Time of the scheduled activity the resource is reserved for Dur Duration of the scheduled activity the resource is reserved for Contact Name of the person who is the target of the activity for example the contact with whom a meeting is scheduled requiring the resource Code Job code or other identifier that categorizes the activity the resource is reserved for Reference Descriptive information regarding the activity the resource is reserved for
316. rice 10 Select the Probability in the F2 Lookup list This field is expressed as a percentage Example If the customer is evaluating the product select 5096 If the customer is purchasing select 9096 11 Select the expected Sale Date in F2 Lookup graphical calendar 12 Type special Notes related to the forecasted sale 13 In the Options area select Link to link to the current contact 14 Select RSVP to be notified when the assigned user completes the sale Note GoldMine posts RSVP messages on the Activity List when the sale completes by the assigned user The RSVP record provides information about the outcome of the sale 15 Select Alarm to warn you when the activity is due After selecting this option set the time using the F2 Lookup graphical clock Select the alarm date on the lower text box 16 Click OK to save and close the dialog box or select the Filter Group tab to schedule a forecasted sale to a selected group of records based on a filter or existing group Completing Forecasted Sales Complete forecasted sales from the contact s Pending tab or the Activity List 1 Right click the sale and select Complete The Complete a Sale dialog box appears 2 Click the Contact drop down arrow to select from additional contacts or click the right facing arrow to launch the Contact Search Center and search for a new contact 3 Select the Sale Date using the F2 graphical calendar 4 Select the User completing the action
317. rk NY 10027 Each field in the file is surrounded by a delimiter which is usually the double quote character Adjacent fields are separated by a field separator which is usually a comma Each record is terminated by a carriage return line feed combination Carriage return or line feed characters cannot be embedded within the data A blank field s position in the record contains empty quotes as shown in the second field in the third record In the delimited ASCII format fields are referred to by their position in the record For example company name is field 1 contact name is field 2 and so forth SDF file Many report generators can suppress the output of titles headings and page numbers to print only the report detail lines Most mailing list companies supply mailing lists in the SDF format called a fixed length format commonly used by mainframe computers This is a sample ABC Company John Smith 123 Main Street Joe s Cleaners Joe Turner 55 First St Mr T s Ribs 2543 Eton Ave Each field has a fixed starting and ending position in the record Regardless of the length of fields before it a field starts and ends in the same position in every record Since each field is padded with spaces until the start of the next field files employing this format are sometimes called Space Delimited Files SDF files Like the Delimited ASCII format each record is terminated by a carriage return line feed combination Fields in the SDF for
318. rs switch between customized views Field typing is the first level of customization you can add to primary field views and record types To customize field types right click on the field label and select Properties The Field Properties dialog box appears Select the Profile or Color tab as needed The Profile tab holds the settings for the field label and data The Color tab holds settings for the label color and field data color Examples Field Type Change the text of the label depending on the value in that field or in another field The following example displays the field label as all capital letters if the field is blank and as initial capital if it contains a value This expression is added to the Field Label Expression box on the Profile tab for the Key1 field iif len trim contactl key1 20 ACCT TYPE Acct Type Change the label depending on the value in another field In the following example the country field is evaluated to determine what is displayed as the Zip field label This expression is added to the Field Label Expression text box on the Profile tab for the Zip field iif upper contactl country 2 U S A or len trim contactl country z0 Zip PostCode Field Color GoldMine provides several predefined color choices or you can specify the Windows profile color number Add the expressions to the Label Color Expression text box to affect the label or to the Data Color Expression text box to aff
319. rts sss nennen eene nennen nennen nnns 176 Registering the DLE 5 tere tet UR ethene 179 Synchronization hte tte rhe rede era D petiere ida p Der ra REP enn 181 About Synchronization cete eee eee roe iut pei bs o tee DOSE Fee letta ce e EISE MD e Ut Feste din 181 About Synchronizing with Microsoft Outlook Palm Treo or a Pocket PC Device 183 Configuring Synchronization Settings 183 Using Gopy Move ReCOFds cre aee erret etae reat eee rene ee Pa eroe nares 185 BETA 186 xi GoldMine Corporate Edition User Guide Using the Synchronization Wizard nennen enne nnne 187 About the Synchronization Wizard ssssssssseeenee eene 187 Using the Synchronization Wizard sess enm nennen nnns 187 USING GoldSyrie e redde db t diet en nde be abe tule UT EC uda 188 About GoldSyrnCc seven cheated OR anm dp ian iata npa 188 GoldSync Implementation Considerations essee eene 189 Using the GoldSync Administration Center essssseseeee ee 189 Working with oldSyric si detect eee dco nte etu tage mes 190 Using One Button Synchronization ssssssssesseeeeenen nennen nmn 194 About One Button Synchronization ener 194 Working with One Button Synchronization ssssssssseeeee eene 194 nij 197 About the InfoCenter eee ettet e Pre tle etes 197 Using tlie InfoGenter itio etii toot b
320. s Link e mail messages to contacts Create and use e mail templates Set e mail rules Create distribution lists Configuring E mail Use GoldMine for your Internet e mail by acquiring an Internet e mail account and setting up your system to access the Internet account After set up configure settings to Format outgoing messages Handle incoming messages Add Internet e mail accounts Customize GoldMine s E mail Center Define advanced settings to apply globally to the E mail Center existing attachment files message operations and data imported from a World Wide Web www site Note For information about configuring GoldMine for sending and retrieving internet e mail please see Setting E mail Account Properties Configuring Your Computer to Access Your ISP If your computer is connected to a LAN or other high speed internet connection you need only set account properties in GoldMine to access e mail and other internet based features To create a new network connection in Windows 1 From the desktop go to Start gt gt Programs gt gt Accessories gt gt Communications gt gt Network Connections The Network Connections window appears Click Create a new connection from the Network Tasks menu The New Connection Wizard welcome screen appears Follow the on screen instructions to create a new high speed or dial up connection o ON For more information about configuring Windows networking functions please see Micr
321. s calendar activities and other data when importing into GoldMine The XML file you importing into GoldMine must conform to the GoldMine XML schema for the field mapping to work You can use XSL Transformations XSLT to transform XML source documents to GoldMine compliant XML documents Note For more about XSLT see www w3 org TR xslt Create an XML transformation sheet converting the XML file to match the GoldMine schema Then import the data into GoldMine Example Your XML source schema has the contact s first name in one field and the last name in another field Because the GoldMine schema requires the first and last names to be in the same field you must create a transformation sheet merging the two fields in your source XML file Once your source file matches the GoldMine schema you can import the XML data into GoldMine Tips To view the GoldMine schema export your GoldMine data to an XML file and include the schema Open the file in Internet Explorer and view the schema To create a transformation sheet and transform the data use Notepad or an XML transformation utility Example of the first few lines of a GoldMine schema 136 Data Maintenance and Management lt xml versionz 1 0 encoding utf 8 2 xs schema xmlns xsz http www w3 org 2001 XMLSchema targetNamespace http www frontrange com goldmine xmlexport xmlnsz http www frontrange com goldmine xmlexport version 1 0 gt lt xs element name gmd
322. s option to create or rehost a new Contact Set Common GoldMine tables Select to create or rehost the shared GoldMine files Select this option only if you are rehosting from dBASE to SQL or creating a complete copy of the entire database 112 Data Maintenance and Management Note For this example both contact set and common GoldMine tables are selected Click Next The following dialog appears E Rehost GoldMine Database If you need to create a new alias or a new database please use the alias manager Alias Manager Please select the database alias for the new contact set tables gt Prospects v Please enter the description for the new contact set Prospects Please select the database alias for the common GoldMine tables GoldMine v m To create a new alias or database click the Alias Manager button The Database Alias Manager dialog appears After creating your new alias or database the Databases Wizard will reappear If you chose to create or copy contact set tables in the previous step of the Wizard select the database alias for the new contact set from the drop down menu then enter a description for it in the text field below If you chose to create or copy common GoldMine tables in the previous step of the Wizard select the database alias for the new GoldMine tables from the drop down menu Click Next The following dialog appears 113 GoldMine Corporate
323. s te a Contact Record i iiit tei e eet Le ute a cete lentes 70 About Record Related Settings sss nennen eren 70 About Gontact Record Tabs ie a e tae e et ee gue qe ege ete educta eee 70 Deleting Contact Records dace ete e R qe exeo eod Re e Xe Saa nee 71 Working with Contact Details sssssesseeeeneeenenn eene enne nennen 72 About Contact Detalls 2 acetate eec eee iq e eee 72 Setting Digital IDs in Contact Details sssse emm emen 72 Setting Free Busy Times in Contact Details ssssseseeem emm 72 Searching for Contacts 2 bumper PR tra ap Pelee ien A 73 About Searching for Contact Records ssssssssseeeeeneeen nennen 73 Drilling Down Within a Saved Search ssssssssseee eene 73 Performing Searches 5 dene lcs pe addere ia a ee a ee es 73 Using Filters Queries and Groups c ececceceeeeeeeeeceeneeeeeeeeeeeccaaeceeeeeeesecaccnieaeeeeeeesetsnnanees 76 Working with Saved Searches ssssssssssessese eene eene eene eer EEEE ERENER 81 Working with Organization Charts eiccne aE E AER E EAE 81 About Organization Gharts 2 A saancade saaccagesaundqea sued cageseane cage ssneaeesdadeds 81 Creating Organization Charts e aee e n EEE A AEE E nennen nennt nennen 82 Contact Communication ees ec cete ned ett bre EAA Mid A ee b pe do teta te ere d 83 About Communicating with Contacts
324. s the central link between GoldMine s Calendar and History by maintaining all past and pending events related to the individual contact records in the GoldMine database Contact set Database consisting of the contact information Contact1 Contact2 ContSupp ContHist ContGrps ContUdef Conttlog and sometimes Lookup GoldMine allows you to have more than one contact set Contact tabs Set of tabs located below the main Contact Record containing information associated with the contact including additional contacts pending and history information Contacts tab Additional contacts associated with the Contact Record Curtaining See Record curtaining Custodian The person responsible for the resource D Database A collection of data fields and related tables storing information that facilitates access and retrieval Details tab Structured user defined information associated with each Contact Record Dialog field A field created to open a dialog box and prompt the user for parameters to include in the report Digital ID Digital signature and encryption keys sent with e mail messages E Entity Used to refer to a single record type Consists of a customized combination of primary fields views custom screens and GM Views Event Step by step instructions contained in an Automated Process or track that GoldMine must evaluate to perform a specified series of activities An event consists of a trigger and an a
325. s the name of the current month plus the 4 digit year For example January 1998 The macro will also return the value of the month and year for all dates within the specified date range in the report s options For example if the date range is set as 11 01 96 to 01 31 97 the macro will return all values that fall within the date range i e November 1996 December 1996 and January 1997 amp Day Returns the numeric value of the current day For example 12 100 300 etc The macro will also return the value of the day for all dates within the specified date range under the report s options For example if the date range is set as 01 29 97 to 01 31 97 the macro will return all values that fall within the date range i e 29 30 and 31 amp Dow Returns the numeric value of the day of the week For example a date which falls on Wednesday would return a value of 4 etc Sunday is considered as being the 1st day of the week This macro will also return all values within a date range amp CDow Functions much in the same manner as the amp Dow macro except that instead of returning a numeric value it returns the actual name of the day For example if a date falls on a Sunday the macro will return the value Sunday and so forth amp DayNo Returns the day number based on the year For Example January 2 1997 Day 2 amp WeekNo Returns the week number of the year similar to amp DayNo Jan 5 11 Week 2 amp WDay1 Returns the numeric d
326. s this field To change the contact click the Search button to the right and select a company from the Contact Search Center Contact Select the primary or additional contact in the drop down list Type Defaults to Project and cannot be changed in this dialog box Templates of User Select the user who is the owner of the template to use Please select a template of the selected user Select a template in the drop down list See Creating Project Templates 4 Click OK The Project Properties dialog box appears Project Type or select the project name from the F2 Lookup list Company Type the new company name if the name in the field is not the correct company name Manager Select the project manager in the drop down list Code Select the project code by typing or selecting an entry from the F2 Lookup list Status Type or select Stage Type or select Source Type or select the source of the project from the F2 Lookup list Start Date Select the date the project starts from the F2 graphical calendar End Date Select the date the project should end from the F2 graphical calendar Actual End Defaults to the date displayed in the End Date Updates when the project is completed 5 Click OK The display returns to the Project Manager window with your new project listed in the upper pane 6 Each tab must be updated manually See Using the Project Manager 160 Reporting About Reporting GoldMine provides analysis rep
327. s to navigate to additional tabs Or resize the window 32 Customizing As you work in GoldMine minimize GM Browser or leave it open f you click a Contact record GM Browser moves behind the record When you close this instance of GM Browser it retains all settings except the additional Browser tab addresses The Browser tabs always display ahead of the GM View tabs in the tab bar Creating F2 Lookup Lists Working with F2 Lookup Lists Using F2 Lookup to Update Fields The F2 Lookup lists appear in a variety of locations throughout GoldMine Some fields may be configured to only accept values from the lookup while other fields may allow free form inputting Still others may be clocks or calendars These steps apply when choosing a value from an F2 Lookup list 1 To display the F2 Lookup for a field select the field and then do one of these Click the right facing arrow l The F2 pop up menu appears Accounting Administration Customer Service Engineering Executive Finance Marketing MIS Purchasing Sales Service Shipping Lookup window Press F2 The Field Lookup dialog box appears 33 GoldMine Corporate Edition User Guide Department Field Entry Customer Service Engineering Executive Finance Customer Service Engineering Executive Finance 2 Highlight the value and click once if in the pop up menu or twice if you are in the dialog box The selected value populat
328. s without Master Rights cannot replace the Owner or Status fields Apply global updates only to Contact1 and Contact fields 1 Select Tools gt gt Global Replace Wizard The Global Replace Wizard dialog box appears 2 Select one option Replace a Field with a value Update a field using advanced options Exchange the value of two fields Importing and Exporting Data About Importing Data GoldMine provides several ways to import data Use the GoldMine Import Wizard to import data from other applications into GoldMine using predefined profiles or by creating your own profiles using the wizard A predefined utility is included for importing from ACT Import data into GoldMine from these database sources 129 GoldMine Corporate Edition User Guide DBF file The dBASE files are easily identified by the DBF file extension A dBASE file identifies fields by name for example the company name field might be referenced as Company and the Contact name field might be referenced as Contact A dBASE file stores field names internally ASCII file GoldMine can import and export ASCII text files The delimited ASCII format is the most commonly used file format When viewed with a word processor or text editor data saved in a delimited format might look like this ABC Company John Smith 123 Main Street Anytown CA 97021 Joe s Cleaners Joe Turner 55 Third St Burbank CA 91502 Mr T s Ribs 22543 Eton Ave New Yo
329. saves it as history Reply Opens an e mail message addressed to the owning user of the task Delete Deletes the task from the list Edit Opens the appropriate dialog box for the selected task Edit the contents Using Occasions in the Calendar Occasions are one time or recurring events to display on your calendar Link the occasion to a contact or leave it unlinked Or set an alarm on the occasion to remind you in advance 199 GoldMine Corporate Edition User Guide Occasions displayed in the Calendar on the day of creation View all occasions on the Occasions tab of the Activity List Occasions are not linked to a contact s Pending tab until you schedule an activity from the activated GoldMine Occasion Alarm On the Day or Week tab in the Calendar select an occasion and right click the Occasions list The Occasions local menu appears Select one option New Displays the Edit an Occasion dialog box Add an occasion Delete Deletes the selected occasion Edit Displays the Edit an Occasion dialog box Edit the information Configuring Free Busy Options Configure the free busy options to determine what displays on the Free Busy tab of the Schedule an activity dialog box 1 Click Options on the Schedule an activity Free Busy tab The Options dialog box appears 2 Inthe Scan Activities area select the type of activities to display as busy in the busy time pane Appointments Call backs Next actions Other actions E
330. select Tools gt gt Import Export Wizard Export to an iCalendar File Accessing Shared Calendars To read a contact s published ifb select Edit gt gt Record Properties gt gt Contact Details gt gt Free Busy tab To use the Contact s published ifb in the Schedule an activity dialog box select Schedule gt gt activity gt gt Free Busy tab To importing a contacts isc and link to a GoldMine Contact Record iCalendar select Tools gt gt Import Export Wizard gt gt Import from an iCalendar File About Sharing Free Busy Times Scheduling becomes more dynamic and efficient when you and your contacts share free busy times As a GoldMine user you can publish your free busy time in an iCalendar recognized format making it available to non GoldMine users for easy scheduling and to save time when proposing and counter proposing meeting times between participants GoldMine users can view a contact s published free busy time in the GoldMine calendar when scheduling an activity Shared Free Busy Times Example GoldMine s ability to publish and to read calendar data provides efficient collaboration with non GoldMine users Here are some scenarios where you may use the various options to improve your ability to work with outside contacts and with users who may not have immediate access to GoldMine Using Free Busy Times ifb You are working closely with a contact on an ongoing basis and need to stop the time consuming process of
331. ses Sorting and Verifying Databases Important Only the GoldMine administrator should use the maintenance features If not used correctly these operations can cause data loss Warning Before maintaining the database always do a full backup of your database This guarantees you can restore the database if something interrupts the process For example a power outage or network failure during the process could cause data loss Only one user should be logged into the GoldMine system during maintenance operations Before the maintenance begins GoldMine ensures no other user is accessing that data Once the operation is in progress GoldMine prevents other users from accessing the system by renaming the License bin to License bix When maintenance is completed the license renames back to License bin To monitor what database maintenance has been initiated view the Maintenance Logs Backing Up Databases If you encounter a problem while working in GoldMine that causes data loss or data corruption the problem may be internal or external to your system Ensure data availability in the event of data loss or corruption using a regular program of data backup Backing Up Firebird Databases Backing Up SQL Databases To maintain an optimal backup system make a separate backup on each day for a 2 week cycle That is your backup system should include 10 to 14 individual backups Two weeks of backups 124 Data Maintenance and Management
332. set for the e mail delivery lt RSEmailDPConfiguration gt SMTPServer mail frontrange com SMTPServer lt SMTPServerPort gt 25 lt SMTPServerPort gt lt SMTPAccountName gt cosmin lt SMTPAccountName gt lt SMTPConnectionTimeout gt 30 lt SMTPConnectionTimeout gt lt SMTPServerPickupDirectory gt lt SMTPServerPickupDirectory gt lt SMTPUseSSL gt lt SMTPUseSSL gt lt SendUsing gt 2 lt SendUsing gt SMTPAuthenticate 0 SMTPAuthenticate lt From gt cosmin frontrange com lt From gt lt EmbeddedRenderFormats gt lt RenderingExtension gt MHTML lt RenderingExtension gt lt EmbeddedRenderFormats gt lt PrivilegedUserRenderFormats gt lt PrivilegedUserRenderFormats gt lt ExcludedRenderFormats gt lt RenderingExtension gt HTMLOWC lt RenderingExtension gt lt RenderingExtension gt NULL lt RenderingExtension gt lt ExcludedRenderFormats gt lt SendEmailToUserAlias gt True lt SendEmailToUserAlias gt lt DefaultHostName gt lt DefaultHostName gt lt PermittedHosts gt lt PermittedHosts gt lt RSEmailDPConfiguration gt See the article Configuring a Report Server for E Mail Delivery at http msdn microsoft com Configuring the INI File After you have Microsoft SQL Server Reporting Services installed and configured on your network the system administrator must add a section to the gm ini file typically located in Program Files GoldMine This addition tells GoldMine where the Reporting Services is h
333. sssssseee eene nen ennemis 83 vi Table Of Contents Using the Document Management Center sss eene 83 About the Document Management Center ssssssesssenneeeene eene 83 Adding Document Templates S esseisti aiaia enne nennen nnns 83 Editing Document Templates ite nr EUER ERG PREDA ER ER 84 Faxing Corresporidences cn cedat mn tantes 85 Printing Documents from the Document Management Center sssseseeese 86 Printing Envelopes arid Labels reb p t ed t HER MURS Leu edge 86 Creating E mail Templates nu tene ete og eid P defe dtd 86 Sending E mails from the Document Management Center sssssssee 88 Using the E mail Gernter acier ete eet edet eet ses cet hu edente eh et e ee oua Ue De edens 88 About the E mail Genter nesteeseen c edd edi Racer eR i Redde osea eR se ned ed nd 88 GConfiguring E mall isa aces ERE Det nr DE decr ended 90 Creating and Sending E malli orekan aaa ArNe aa EREEREER AAE ERRETA AKARE ERRERA KAAR 90 5pellGheckinig E mall 3 rre rh Chr Et rh Hb ot ebur be Er cit 91 Retrieving E mall 3 5 5 Bnet Pip RERO EDEN dted ignia ins 92 Reading E mall 2 ote cel weil ie ee ved ai out ee yate e dedi edet 93 Using E mail Templates oraren tte ee reet pete eee nee edm read 93 Creating E mail Rules ud e e eeepc tede nep dei e I ra e AT 94 Using Encryption and Digital IDs sssee meme 94 Using the Literature Fulfillment
334. stal Reports from the GoldMine Reports Center To use the Crystal Reports in the Reports Center perform the following Then meo 9 Add Crystal Reports to the Reports Center Configure Crystal Reports Data Source Names Select File gt gt Customize Reports The Reports Center appears Select the owner of the report in the User drop down list In the tree view report list expand Crystal Report To configure the report sorting right click the report name and select Sorts The Report Properties dialog box Sorting tab appears Select the sort field for your report Crystal Reports limits to one sort level To configure the report option right click the report name and select Options The Report Properties dialog box Options tab appears Add the Crystal Record Selection Expression and Group Selection Expression to filter results before running the report The Record Selection Expression and Group Selection Expression do not accept dBase or SQL expressions they only accept Crystal expressions such as CONTACT1 STATE MO To review the report before printing right click and select Print The Print Report dialog box appears Select Window in the Print Report Output to area and click OK The report opens in an abbreviated Crystal window To update the values in the report based on sorting or options settings click Refresh F Click Print ce 10 Click the X to close the report window Working with Reports Creating Re
335. t directory is the x SYSDIR directory TmpLinks typically the SYSDIR directory is the GoldMine directory Select Specified default drive and folder for GoldMine to retrieve linked documents only to the default directory If you did not assign a directory in the default drive and folder the default directory is the x SYSDIR directory TmpLinks typically the SYSDIR directory is the GoldMine directory Continue configuring the linked document settings by selecting Allow new linked documents to sync by default for new linked documents to automatically synchronize Select Backup existing files prior to overwriting them during retrieval As BAK files for GoldSync to place a document in a directory where there is already a file with the same name this option instructs GoldSync to rename the existing file with an extension of bak After the old file is renamed the new file is saved Timeouts Configure the Internet timeout settings Type or select the Handshake timeout sec The handshake setting determines the number of seconds GoldMine or GoldSync waits to complete a handshake routine before disconnecting The default value is 20 seconds Type or select the Connection timeout sec The connection setting determines the number of seconds GoldMine or GoldSync waits after an interruption in the transmission to continue receiving status data before disconnecting The default value is 60 seconds or one minute Click set Set Defaults to return
336. t property_string gt lt property gt lt property name Contact Type db_name KEY1 gt lt property_string gt Internal lt property_string gt Note When exchanging data with other GoldMine users synchronize with GoldMine instead of sharing exported data Synchronization provides features unavailable when you export data as an XML file including cutoff dates to limit the date range of data as well as the capability to exchange updates to additional contact data and calendar data 1 2 Select Tools gt gt Import Export Wizard gt gt Export GoldMine Data as XML The GoldMine XML Export Wizard appears Export to a new XML file Displays the Select GoldMine Data for Export dialog box GoldMine exports the data according to a profile created as you define settings in the GoldMine XML Export Wizard You can save the new profile for future use Export to a new XML file using an existing profile Displays the Select Profile dialog box to select a predefined profile GoldMine will use to format the data for export Make a selection and click Next to advance to the Select GoldMine Data for Export dialog box new xml file or Select Profile dialog box select an existing profile Importing XML 135 GoldMine Corporate Edition User Guide GoldMine can import contact data and user activities from an XML file The GoldMine XML schema dictates how data is arranged within the XML file in order for GoldMine to recognize contact
337. t Manager Corporate Edition An installation of GoldMine using an E License and an optional SQL database Includes GoldSync GoldMine e mail E mail message to another GoldMine user or user group GoldMine files The tables storing other database information Also referred to as GMBase files The GoldDir line in the GM ini points to the shared GoldMine files GoldMine link to Excel Creates a link between GoldMine and Excel allowing you to add GoldMine fields to Excel or export data from Excel to GoldMine GoldMine link to Word Creates a link between GoldMine and Word allowing you to add GoldMine fields to a Word document or template GoldSync Server A computer that handles the synchronization processes GoldSync Service Runs the GoldSync application in the background without requiring a user to launch GoldMine Group Fixed set of contact records that meet an initial set of conditions Once selected member records subsequently have instantaneous access to the subset Alternate method to filters of maintaining a subset of data H History tab Completed activities associated with the Contact Record HTML HyperText Markup Language The authoring language used to define the structure and layout of a Web document by using a variety of tags and attributes Hyperlink An element in an electronic document that links to another place in the same document or to an entirely different document Click on the hyperlink to follow
338. t include a String statement STR in order to calculate to x decimal places AutoUpdate UsalesQtr1 UTotal UsalesQtr2 UTotal UsalesQtr3 UTotal UsalesQtr4 UTotal UTotal Lookup1 Contact gt Company Otherwise amp STR Contact2 gt UsalesQtri1 Contact2 gt UsalesQtr2 Contact2 gt UsalesQtr3 Contact2 gt UsalesQtr4 2 10 Overwrite 1 The Otherwise statement ends in 2 10 where 2 indicates the number of decimal places and 10 the length of the field Averaging Blank and Filled Fields Using Hypothesis Values 39 GoldMine Corporate Edition User Guide If the Otherwise command holds an expression that calculates the sum of the contents of all fields then divides the total by the number of fields those empty fields set to zero are also included Otherwise amp Contact2 Ufieldl1 Contact2 Ufield2 4Contact2 Ufield3 3 If the field values were 10 20 and 30 the Lookup ini returns a value of 20 60 divided by 3 10 20 and 0 the Lookup ini returns a value of 10 30 divided by 3 Inclusion of the blank or zero fields may be inappropriate In our example the final calculation should be divided by 2 not 3 resulting in an average of 15 True False fields calculate using an if statement followed by the value indicating whether the value is true then are suffixed with a value to replace if true and then a value to replace if false iif field value true x false yl The expression otherwise amp iif con
339. t keyl1 lt gt Employee SOURCE Source 3 Select the Color tab 4 Select Expression in the Label Color area 5 Copy this into the Expression text box iif len trim contact1 gt source 0 and trim contact1 gt keyl1 lt gt Employee 255 iif contact1l gt keyl Employee 2 1 6 Select Expression in the Data Color area and copy the following iif len trim contactl source 20 and trim contactl 2keyl Employee 255 iif contactl keyl Employee 2 1 T Click OK to save the changes Results If the Key1 field contains the value Employee the Source field label and value are hidden If the Key1 field does not contain Employee and the Source field is empty the Source field label displays SOURCE if there is a value the field label displays Source in the default color Saving the Field Typing in Your Primary Fields Views After customizing field typing saved to your current view save the customizations as a new Primary Fields View 26 Customizing Creating GM View Templates About GM View Templates GM View templates are HTML based custom pages or views of your contacts including text graphics and other rich content Create templates set rules for when the templates display and set a default template to display for records not meeting the rules Note Creation of GM View Templates is restricted to users with Master Rights Working with GM View Templates Creating GM View Templates
340. ta from the field set as the primary sort for the report Can also be used to specify a break field within a sort header For example if the primary sort of a report is set to contact1 gt company and insert the value of amp Sort1 for the break field in the sort header the report will then break on contact1 gt company amp Sort2 Outputs the data from the field set as the secondary sort for the report Can also be used to specify a break field in the same manner as the amp Sort1 value amp Sort3 Outputs the data from the field set as the tertiary sort for the report Can also be used to specify a break field in the same manner as the amp Sort1 value amp Phones Outputs all three of the phone numbers the fax number and the extension fields amp LocalLabel Returns the local label of the field specified after the colon amp Suppfile2 xxx Used to specify break fields and filters within sections of reports The xxx value must be at least two characters but no greater than three It is used to specify the database and record types you wish to include in a report section The first two characters specify the database and the third specifies the RECTYPE within that database Possible values for the different databases are as follows cs CONTSUPP DBF ca CALENDAR DBF ch CONTHIST DBF The different RECTYPEs that can be specified as the third character are listed in the Database Structures section of your manual
341. tact2 gt ufield1 0 0 1 states the value in Ufield1 should equal 0 If it does true the count field populates with 0 If the field is not equal to 0 it contains either a higher or lower value the count field populates with 1 for false not true Each field evaluated must have its own count field The Utotal section then calculates the sum of all counter fields and uses that figure to divide the total of the fields Ufield1 Ufield3 The programming standard of 0 false and 1 true has no bearing in this example AutoUpdate UFieldi ucounti1 utotal UField2 ucount2 utotal UField3 ucount3 utotal utotal utotal ucount1 Lookupi contacti company otherwise amp iif contact2 ufield12z0 0 1 Overwrite 1 ucount2 Lookupi contacti company otherwise amp iif contact2 ufield2 20 0 1 Overwrite 1 ucount3 Lookupl contactl company 40 Customizing otherwise amp iif contact2 ufield3 20 0 1 Overwrite 1 UTOTAL Lookupl contact1 gt company otherwise amp contact2 ufieldl contact2 ufield2 contact2 gt ufield3 contact2 gt ucounti contact2 ucount2 contact2 ucount3 Overwrite 1 Update a Field with an Expression Dialog Box View Update a Field with an Expression Select the field to update m r Update with dBASE Expression 1 From the drop down list select the field to update 2 Select Look up a replacement value in the Lookup ini if you have an existing
342. te Territory Realignment changes the owner but not the curtaining level To globally change record curtaining see Technical Document 362 Using the Global Replace Wizard at support frontrange com 10 Click Next 11 To reassign the activities a particular user select the user s name in the Reassign the activities of this user drop down list 12 In the To this user drop down list select the new user who will be responsible for the activities 13 In the Activities ranging from date text box type or select the starting date from the F2 graphical calendar 14 In the to date text box type or select the ending date from the F2 graphical calendar 15 In the Please select the activity types to reassign to the new user area specify the activities to be reassigned View types Call Backs Scheduled outgoing telephone calls to make sometime in the future Messages Scheduled e mail messages Next Actions Scheduled manual tasks such as sending literature delivering samples shipping products and so on Appointments Scheduled date specific meetings with contacts Can also schedule conference calls Literature Requests Scheduled fulfillment and shipping of brochures price lists and other mass printed documentation to one or more contacts Forecasted Sales Scheduled activities indicating the anticipated close date of a pending sale with one of your contacts Other Actions Miscellaneous activities falling outside
343. ted order until a match is found This terminates the search and GoldMine uses the values found to dial the phone ignoring settings in lower sections of the predial ini The exception is the Suffix section GoldMine checks this section for a match thus terminating the search when a match is found Set auto dialer to recognize differing telephone number types prefixes and suffixes by creating an Exception List in a predial ini file An exception list provides a set of conditions GoldMine checks when processing telephone numbers formatted for North America For example you may need to set up your auto dialer to recognize different types of telephone numbers such as local and long distance Upon finding a match to specified conditions GoldMine processes telephone numbers according to the formatting entered for the condition Note See Technical Document 387 Using and Setting up GoldMine s PREDIAL INI for Special Dialing Needs at support frontrange com Making and Answering Calls with SoftPhone About SoftPhone SoftPhone integration with GoldMine uses SIP Session Initiation Protocol and VoIP Voice over IP technology to place and answer contact calls The SIP Proxy not included with GoldMine must be configured and its functionality verified by an administrator The administrator can then configure GoldMine to make and receive calls through the SIP Proxy Server by setting SoftPhone preferences Tip for administrators If a SIP Proxy S
344. tem so valuable information is not lost See the GoldMine Installation Guide or support frontrange com for steps about migration See www ibphoenix com and www firebirdsgl org for additional information Administration Firebird comes with an ISQL command line tool There are also free tools to help you administrate such as those available from FlameRobin FeniSQL and IBExpert The Firebird Quick Start Guide provides essential details and is available online including from www firebirdsgl org See also Changing the Firebird Password Changing the Firebird Password We recommend that following installation of Firebird you change the Firebird Server default username and password Obtain Downloads Obtain the Firebird installation files ODBC driver and installation documentation online at http www firebirdsql org Requirements We recommend you use SuperServer on Windows Changing the Default Username and Password Note Refer to http www firebirdsql org for detailed information 127 GoldMine Corporate Edition User Guide The SYSDBA user has all privileges on the server Depending on version OS and architecture the installation program will either Install the SYSDBA user with the password masterkey actually masterke characters after the eighth are ignored Ask you to enter a password during installation Generate a random SYSDBA password and store that in opt firebird SYSDBA password If your ser
345. template Click Edit to open the document and make changes In the Document Management area select from gt A oND Link to Doc Creates a linked document when the document is merged Save History Creates a history record when this template is merged Allow Hot Link Enables linking to this document If clear the Link command is unavailable 9 In the Document Type area select from Document Spreadsheet Envelope Label 10 Click OK Note For information on adding Excel templates see Adding Excel Templates Editing Document Templates 1 Select View gt gt Document Management Center The Document Management Center appears 2 Select the User from the drop down list 3 Right click a template and select Properties The Document Template Properties dialog box appears 4 Click Edit The document opens in the application used to create it See also Updating Templates Note Steps here use Word as the example 84 Contact Communication 5 Use your Word functionality to add delete or edit the text 6 To add GoldMine fields to the document select GoldMine gt gt Insert GoldMine Field from the Word main menu The Insert GoldMine Field floating toolbar appears Note In Microsoft Office 2007 all GoldMine functions including GoldMine field drop down lists are accessed from the GoldMine tab in the main ribbon in Word 5 Select the field or field macro from the drop down list amp Contact is an example
346. termined by multiplying the total forecasted sales amount Forecasted by the average close probability 96 Prob Select User s The Select Users dialog box from which you can select GoldMine users for activity analysis Code Forecasted sales with the entered activity code Use wild cards to select multiple activity codes By default this field is blank to include all activity codes in the analysis Analyze Calculates the totals in the display Close Closes the dialog box Using Graphical Analysis GoldMine s Graphical Analysis generates summary graphs of user activity data based criteria Display data as a bar graph or a line graph GoldMine can represent all activity for a period of time or one of several types of activities Graphs can also represent total activities a comparison of all users or selected users 1 Select View gt gt Analysis gt gt Graphical Analysis The Graphical Analysis Options dialog box appears 147 GoldMine Corporate Edition User Guide 148 2 The Graphical Analysis Options dialog box contains options determining the time range and activities to include in the graph Completed Completed activities Scheduled Scheduled activities Totals Total activity data for specified users Comparison Activity data for individual users as specified Bar Graph Comparison of different periods or users Line Graph Trends over time Select User s Accesses a list of users If the Comparison o
347. the Databases Wizard The wizard process leads you through the three stage process often needed for creating the database and allows you to create the tables as well To access the wizard select Tools gt gt Databases gt gt New Database See Using the Database Alias Manager Using the Database Alias Manager for SQL and Firebird Databases 121 GoldMine Corporate Edition User Guide 1 From the menu bar select Tools gt gt Databases gt gt Alias Manager or from the appropriate window in the Databases Wizard click the Alias Manager button The Database Alias Manager appears 2 Toalias a database click New Alias The Edit Alias dialog opens Note This dialog window contains a form for collecting information used to build an ADO connection string This information is stored in an INI file 3 In the Alias Name text box type a name for the alias There is a 100 character limit 4 From the Server Type drop down list select either MSSQL or Firebird Note The form will change depending on the Server Type selected 5 In the Host text box type the name of the computer hosting the database 6 In the Database text box type the name of the database T In the Owner text box type the database owner s name Typically this is dbo This applies only to MSSQL aliases 8 In the Login text box type the username for the database 9 In the Password text box type the password for the database Note By default the Password text box
348. the File name text box type the folder name of the shared directory 11 In the Path UNC text box type the UNC path to this folder 12 Select Add a file extension when the file is created check box 13 In the File Share Credentials type a Username and Password for this folder If the folder has an existing username and password type these 14 In the Overwrite area select Do not overwrite Overwrite with newer file or Increment file name 15 Click OK The Scheduled Reports Active tab reappears The report you just scheduled should be listed Notes After the report runs based on the scheduled time in Scheduled Reports that report is automatically removed from the Active tab and then logged in the Completed tab If you want a report to run immediately select the report and click Complete To make changes to the settings in the Schedule a Report Detail or Delivery tabs click Edit in the Scheduled Reports dialog box To delete a report from the schedule select it in the Active tab and click Delete To delete a report from the Completed tab select it and click Purge Select Purge All to delete all reports There is no recurrence with this feature You must manually schedule a report to run each time Registering the DLL 179 GoldMine Corporate Edition User Guide After the gm ini file is configured the Scheduled Reports dialog box is available to users When users click New to schedule a report th
349. the X in the upper right hand corner Using the Project Wizard The Project Wizard takes you through the process of creating a project configuring basic information and setting the initial information in the tabs The Projects tab on the Contact Record displays the projects associated with the contact 1 Select View gt gt Projects The Project Manager window appears Right click the upper pane and select New The New Project Prompt dialog box appears 3 Select Yes The Project Wizard Welcome dialog box appears The Company defaults to the active Contact record Click the search button to launch the Contact Search Center Select the contact 4 The contacts and additional contacts available in the Contacts drop down list depend on the company selected Select the contact for the project and click Next The Description dialog box appears Enter or select a description for the project below Type or select a name from the F2 Lookup list Templates of User Select the user or user group in the drop down list Please select a template of the selected user Select in the drop down list The templates displayed are owned by the user selected in the above field 5 Click Next The Overview dialog box appears Manager Select the owning user or user group in the drop down list Code Type or select a code from the F2 Lookup list Stage Type or select from the F2 Lookup list the stage the project begins at Source Type or se
350. the filter or group About the Campaign Management Center One of GoldMine s marketing tools this interface lets you view customer interactions from initial contact to closing the first sale to future purchases Use the Campaign Management Center Web Import and the Leads Management Center to design test and implement customer treatment strategies and campaigns to improve marketing efficiency and measure effectiveness By tying sales and marketing promotions with customer data you can provide consistent personalized customer experiences Select View gt gt Marketing Tools gt gt Campaign Manager or click the View and manage Campaigns button on the Getting Started toolbar The Center interface contains three panes a menu and a toolbar The navigation pane tree view displays each campaign Expand a campaign in the tree to reveal its Open Completed and Contacts folders Select a folder to display details and contact names in the right panes 219 GoldMine Corporate Edition User Guide The Center tracks open completed activities and which customers have been contacted When you complete a scheduled activity generated from a campaign GoldMine tracks the activity and records it as completed in the Completed folder A completed campaign activity is also noted in the Contract Record History tab The Campaign Creation Wizard provides a checklist of activities for conducting a campaign Use the Wizard to import data schedule calls
351. the form that you are printing or sending T Select Allow File to Synchronize available only if you select Printer or FAX if you want the attached file to synchronize to remote users 99 GoldMine Corporate Edition User Guide 8 Click OK Editing Documents in the Literature Fulfillment Center 1 Select View gt gt Literature Fulfillment The Literature Fulfillment Center appears Highlight Literature List in the left pane The documents are listed in the upper right pane 3 Right click the document to edit and select Edit from the local menu The Literature dialog box appears 4 n the Output To drop down list select one Stock Printed literature available as shelved stock Printer Literature to print from a file Select the file path and click Edit to make changes FAX Literature to fax Select the file path needed and click Edit to make changes 4 In the Type text box type or select the literature type from the F2 Lookup list 5 In the Description text box type or select a brief description of the literature from the F2 Lookup list 6 In the Filename text box available only if you select Printer or FAX type or browse to the location of the form to print or send T Select Allow File to Synchronize available only if you select Printer or FAX to synchronize the attached file to remote users 8 Click OK Fulfilling or Rejecting Scheduled Literature Requests When a Literature Request is assigned to you
352. the link IIS Internet Information Services InfoCenter A resource used to maintain and display any type of information useful to an organization or an individual The InfoCenter can archive information in a variety of formats such as graphics multimedia files and program applications Any of this information can be linked to a Contact Record Installing locally Installing GoldMine exes and dlls on a local workstation in a network environment 243 GoldMine Corporate Edition User Guide Instant sync Automatically reminds undocked users to synchronize whenever a connection GoldSync is detected Internet e mail E mail message to customers using you POP3 e mail account K Keyboard shortcuts See Shortcut keys Keyword One or more words that succinctly describe a document s contents KnowledgeBase Information created by for and about an organization and available to multiple users L Linked activities Scheduled activities linked to a contact record Links tab Documents programs and other files linked to the Contact Record Local menu Also known as a shortcut menu the local menu provides quick access to a set of commands affecting only the current browse window tab or pane LogStamp Contains the time and date that the record was last changed Macros A series of commands and or keystrokes that launches or runs a action Maintaining Process to improve performance by regenerating indexes pack
353. the request appears on your calendar as Lit in the Task pane To fulfill or reject the request open the Literature Fulfillment Center 1 Select View gt gt Literature Fulfillment The Literature Fulfillment Center appears 2 Select your name in the User drop down list to view requests assigned to you 3 Select the Literature Requests date or date range for the request The literature request appears in the upper right pane 4 page the literature request and right click Select options in the local menu To fulfill the request note the attachments to send and select Fulfill If a literature request is to be printed or faxed the document is printed or faxed Attachments are not sent automatically and must be handled as per your usual office procedure To reject the request select Reject The Rejection of Literature Requests dialog box appears Type or select the reason in the F2 Lookup list If this activity was scheduled with an RSVP GoldMine notifies the person who assigned it to you stating why it was rejected 5 Fulfilled requests are moved from Pending to the History tab the request appears in the Printed Documents area of the Literature Fulfillment Center Fulfilling or Rejecting Queued Documents Queued Documents in the Literature Fulfillment Center are from the Document Management Center and were merged with one or more contacts For multiple contacts each contact is listed separately in the upper right pane when you sele
354. those contacts Create and manage subsets of data using filters and groups and the Filters and Groups dialog box 1 Select Lookup gt gt Filters The Filters and Groups dialog box appears 2 Click a tab Filters Create and delete filters Also activate and release filters Preview Preview filter results Groups Build groups and review members Also activate and release groups SQL Query Write and save a SQL query from scratch or using the Lookup wizard Optimizing Search Filters in the Contact Search Center Optimize search filters to limit the results of a filter that returns a large number of records especially when working with a large database Compare this to drilling down on a previewed filter To access the Filter Optimization Wizard Click Find when using the filter Power Search to create a search filter The Contact Search Center Filter Optimization Warning dialog box appears Click Yes To limit results after creating and running a filtered Power Search click the Optimize fa button a 77 GoldMine Corporate Edition User Guide Q After creating a filter search click the Optimize the search filter button LJ The Filter Optimization Wizard appears To sort on an indexed field select the field from the sort order drop down list Click Next The Beginning and Ending limits dialog box appears In the Beginning limit text box type the start limit value In the Ending limit text box type the final
355. to allow for decimal values 6 Click OK The User Defined Fields dialog box reappears with your new field added to the list Next add the field to your custom screen Important After fields are created GoldMine rebuilds the database for the fields to be physically placed in the Contact2 table Review help topics regarding maintaining Firebird and SQL See the support site for information on rebuilding Editing Field Properties Field Properties determine the field type label and data appearance field location label and data field size and field security 1 Right click the field label and select Properties The Field Properties dialog box appears 2 Configure settings on these tabs Profile Field label and field data options 24 Customizing Color Colors displaying on the Contact record for the field label and field data Layout Field size position and tab order Security Fields requiring data users having read and update rights to the field and options to update the log on the History tab 3 Click OK after configuring the Field Properties Customizing Field Typing Use field typing to customize the look of field labels and values including changing the label or data color in a field based on the value in that field or another field hide labels and values assign a generic field use name to a field that may have different labels and values Create custom views for different users or user groups or let use
356. ton text Enlarges toolbar buttons and displays text on each icon describing the operation it performs Allow user configuration Enables toolbar editing capabilities such as adding new toolbar buttons moving buttons from one toolbar to another and removing toolbar buttons If this operation is disabled you can reset the original toolbars to the default icons create a new toolbar group and move a toolbar however you cannot move icons from existing toolbars into the new toolbar or insert items into the toolbar The Insert Item option does not appear on the Toolbar local menu Allow undocking and docking Customizing Release a toolbar from its current position and place or dock the toolbar at the top or on either side of the work area display If this operation is disabled you can move a floating toolbar an undocked toolbar floating inside the work area however you cannot dock a toolbar at the top or either side of the work area nor can you move a toolbar from a docked position Configuring Calendar Options Using the Calendar Options Dialog Box Configure calendar options 1 Select Edit gt gt Preferences gt gt Calendar Click More Options The Calendar Options dialog box appears 2 Select from these tabs to configure how information appears on your calendar Holidays Holiday categories and holidays to display Activity Details How scheduled and completed activities display Publishing iCalendar and Web
357. transforming XML documents into other XML documents Trigger A predefined condition in an Automated Process event that when the condition is true causes GoldMine to execute an action U 246 Glossary Unlinked activities Scheduled activities that are linked to a user but not to a contact URL Abbreviation of Uniform Resource Locator the global address of documents and other resources on the World Wide Web User groups Users can be logically grouped according the functions that they perform User Preferences Various settings that control how GoldMine looks and acts for each user User Properties These settings define a user s security and access in GoldMine UserID Field that contains the name of the user an activity is assigned to UserID is based on the GoldMine username Username Use this name to log into GoldMine Identifies the user s activities Username ini An initialization file located in the GoldMine directory that stores user s individual settings Username tbi Stores the user s taskbar settings V Verifying Ensures that the data is readable and that all sync fields in the synchronization records of the database file s are populated and no unique fields are duplicated W WYSIWYG What You See Is What You Get Pronounced wizzy wig A WYSIWYG display allows you to see on the screen exactly what will appear when the document is printed X XML Acronym for Extensible Markup Language
358. tributed personnel About Synchronizing with Microsoft Outlook Palm Treo or a Pocket PC Device Synchronize data between GoldMine and these applications or devices Microsoft Outlook Note Outlook must be installed on the GoldMine workstation you are synchronizing PDA Palm Treo PocketPC Note If using Outlook with a Palm Treo or a Pocket PC do not synchronize both applications with GoldMine Separate synchronization results in duplicate data Instead synchronize your device with Outlook and then synchronize Outlook with GoldMine Synchronize to and from GoldMine and the other applications or devices or transfer data in one direction Configure the synchronization process for each option using synchronization wizards Configuring Synchronization Settings The Synchronization Settings dialog box is available only to users with Master Rights Define the synchronization options for instant sync retrieving linked documents running GoldSync as a service and the overrides to the default time out settings 1 Select File gt gt Configure gt gt Synchronization Settings The Synchronization Settings dislod box appears Configure the tabs Instant Sync This tab is available when you retrieve a one button synchronization profile The Instant Sync option is included in the profile If the Check for a GoldSync connection every minute option is selected GoldMine checks for network connections 15 seconds after login and promp
359. tric Log as a record of thresholds a Metric crosses Click the Metric Indicator to select the Metric Log then right click and select View Log from the shortcut menu In the Metric Log dialog box record the cause of the parameter failure and the plan to correct it 228 GoldMine Plus for Microsoft Office About GoldMine Plus for Microsoft Office GoldMine Plus for Microsoft Office is a powerful add in for GoldMine that allows seamless integration between Microsoft Office and your GoldMine environment Create dynamically merged documents such as letters faxes and e mails using your GoldMine contact data and then leverage the powerful features in the Microsoft Office suite to produce and distribute your work Easily move data between GoldMine and Microsoft Excel Tools embedded directly into Excel allow flexible generation of customized invoices reports and more using your GoldMine contact data GoldMine Plus for Word Installing GoldMine Plus for Microsoft Office adds the following features and enhancements to GoldMine and Microsoft Word Complete integration between GoldMine and Microsoft Word A GoldMine menu in Microsoft Word Enhanced functionality for GoldMine s document management features Generate form letters faxes and e mails with primary contact field information Contact1 such as name address or primary phone number Also include information from user defined fields Contact2 Create document templates for use with c
360. ts the user to synchronize if a network connection and the specified IP address are reachable however the GoldSync server may not be listening 183 GoldMine Corporate Edition User Guide 184 In the Instant Sync Connection dialog box you can synchronize be prompted again in one minute or turn off the prompt for the session duration Clear the Check for a GoldSync connection every minute checkbox if you do not want GoldMine to query you about synchronizing whenever it detects your GoldSync server Linked Documents Configures how linked documents are handled in the synchronization process Configure these options in the Attempt to retrieve linked files to drop down list Note If running GoldSync as a service you must use UNC paths for the folder location Mapped drives are not recognized properly by Windows Services Select File s original drive and folder for GoldSync to place the linked documents in the original drive or location If not found there GoldSync searches available alternate drives Then specify alternative drives in the text box below telling GoldMine where to retrieve linked documents For multiple drive entries or shares separate each drive or share entry by a semicolon For example C SERVER DOCS D F If the linked documents are not found in the original or alternate drives GoldSync retrieves the document into the default directory If you did not assign a directory in default drive and folder the defaul
361. ty Trigger Options Max Age Manager Opportunity Stage OK Cancel Ox Automated Process events can be triggered based on the opportunity information selected Trigger based on a single opportunity setting or a combination 1 In the Options area configure Max Age Select the age of the project in days Manager Select the manager Opportunity Select the opportunity name Stage Select the stage of the opportunity 2 In the Status area select either Open or Closed 3 Click OK Project Trigger Dialog Box Automated Process events can be triggered based on the project information you select in the Project Trigger dialog box You can trigger on a single project setting or a combination of settings 214 Automated Processes Project Trigger m Options Max Age fo Oper Manager C Close Project bj stage h To Configure the Project Trigger 2 3 1 In the Options area select or configure one or more of the following Max Age Select the age of the project in days Manager Select the manager Project Select the project name Stage Select the stage of the project In the Status area select either Open or Closed Click OK 215 Server Agents About the Server Agents Administrator Use the Server Agents Administrator to process these operations on a recurring basis Sending and retrieving e mail from the Internet through GoldMine Sy
362. uires the Salesperson field USalesRep automatically update AutoUpdate when the GoldMine user typing data populates the City field If no state is entered or if an erroneous entry is made the Salesperson field updates with Unallocated The Lookup ini can update a field with a set entry if no matches are found The otherwise statement is included after all Lookups 1 9 are listed If the City field does not contain Seattle Aspen or KansasCity USalesRep populates with Unallocated AutoUpdate City USalesRep USalesRep Lookupl Contactl1 City Seattle Janice Parks Aspen Danny Davis Kansas City Ken Linden Otherwise Unallocated Updating Two Fields from One Trigger Field A company requires the Salesperson field USalesRep and the Region field URegion populate when the City field populates The trigger field launches two subroutines rather than one Note the AutoUpdate section containing a reference to both fields separated by a comma and the existence of two separate subroutines The order of referencing is important if one field must be updated first because its new value affects the entry in the second field If updating both the City and the Salesperson field affected the update of the Region the USalesRep section must be referenced first under AutoUpdate If updating the Region and the City would affect the Salesperson the URegion field must be referenced first in the AutoUpdate section If the fields are to be up
363. ule Creation USERNAME Username Sep 2 03 at 11 34am Send Thank You Updated USERNAME Username Sep 2 03 at 11 34am for Your Business Name Lauren Hall Letter Company FrontR ange Solutions Inc Phone 800 786 7883 Ext lt The Activity List displays activities related to a GoldMine user Use it to view and modify your own activities and view and modify scheduled activities completed activities and e mail for other GoldMine users You can leave the Activity List on the screen while working with other GoldMine functions Select the Window menu to manage the size position and arrangement of objects in GoldMine s work area Holidays Lists holidays selected in the Calendar tab of your User Preferences Opp Proj Tasks Pending tasks in the Opportunity and Project Managers Closed Completed activities for the selected user Filed Completed GoldMine e mail and Internet e mail Real Time Displays users completed activities in the order they were completed Useful for viewing the productivity of your entire staff in real time Forecasts Selected user s forecasted sales The default date range for this display is All Dates Actions Selected user s Next Actions Others Selected user s Other Actions To do Selected user s To dos Occasions Lists special dates defined in your Calendar 108 Activities Open Types of pending scheduled activities Alarmed Displays pending alarmed activiti
364. uns a user defined query against the database to determine an issue s status Select predefined Metrics to define statistics to monitor as an Indicator Metric Indicator The Metric Indicator or Indicator is a graphical representation of the statistics returned by your Metric Query This visual interface displayed as a bar graph or gauge simplifies Metric Query results for the monitored issue Indicators are divided into user defined zones using color to reflect the status of the Metric Red Unacceptable zone Yellow Approaching an unacceptable zone Green Within acceptable parameters 227 GoldMine Corporate Edition User Guide Place several Indicators together under one group tab in the Manager s Console Main Group window Metric Wizard Several wizards are available when configuring the Manager s Console The Metric Wizard lets you create a Metric without having it appear as an Indicator To access the Metric Wizard through Manager s Console select Console gt gt Metric Administration Creating the Metric without an Indicator means the statistics it provides are available for review purposes but do not appear as a visual interface Metric Indicator Wizard The Metric Indicator Wizard presents a series of dialog boxes that create the Metric and then the Indicator to display the Metric status Access the Metric Indicator Wizard through Manager s Console by selecting Indicator gt gt New Metric Indicator Log Use the Me
365. uring GM Browser Configuring GM Browser 1 In the GM Browser tab bar click GM Browser Setup The setup page appears 30 Customizing ME GM Browser FrontRange Solutions Inc Browser GM Browser Setup GM Browser is a floating window that displays GM Views and Nm content Use GM Browser Setup to select the GM Views to display To include a GM View within the GM Browser window select it from the Available list below and click the right arrow button To show additional Web browser tabs within the GM Browser window enter the desired number of tabs below Available l Selected Property Car Clear All Add All Add ho Browser tabs Save 2 From the Available list highlight an available GM View such as Property from the demo data Note This list is autofilled based on all available GM View templates 3 Click the gt gt move button The Property view moves to the Selected list 4 To make all views available click Add All All Available views move to the Selected list Available Selected Property Car Clear All Add All Add p Browser tabs Save 5 To create a placeholder for other Web pages in GM Browser in the Add _ Browser Tabs text box type 2 31 GoldMine Corporate Edition User Guide 6 Click Save A tab for the Property and Car views and an extra Browser tab now appear in the GM Browser tab bar Me GM Browser FrontRange S
366. usually e mail is sent to a recipient that the main recipients cannot see BDE Borland Database Engine Serves as a connector between GoldMine and the databases Break fields Break fields manage the grouping of information determining how multiple entry information such as Details Calendar and History is displayed in a report template The break field ensures that all the details or calendar entries are grouped together before moving on to the next contact record Break fields can only be used in Sort Headers C Calculated field Field containing a mathematical expression rather than data Cc Carbon Copy Used in e mail messages memos and letters Character string Any series of alphanumeric characters including spaces that are treated as a group Cloning The process of copying a user or report settings and configurations in order to quickly create a new user or report Commonbir Used in the GM ini the CommonbDir specifies the location of your default contact files 241 GoldMine Corporate Edition User Guide Contact files The tables storing a database s contact information Also referred to as Common files The CommonbDir line in the GM ini points to the default contact files Contact record Standard unit of information in GoldMine GoldMine s contact record incorporates standard information such as name company phone and address and also serves as the basis for all scheduled work in GoldMine acting a
367. vents 3 In ns Display Options area select what displays in the busy time pane Show User s Resource s Free and busy times for the Users and Resources selected on their respective tabs Show Contacts Linked contact s free and busy times Show 24h day s Time from 12 A M to midnight If not selected the default display is 6 A M to 9 P M 4 Select User work day hours for the busy time to scan work day hours when looking for a mutually compatible time for an activity 5 Select Save as default to save the settings as your default display Configuring Free Busy URLs If contacts publishes their free busy time use this dialog box to link GoldMine to the URL the contact provides This lets GoldMine scan the contact s published schedule and helps schedule activities with the contact more efficiently 1 If the message Internet Free Busy information is not available click here for help appears on the contact s schedule line click the link and the Add Free Busy URL dialog box appears In the Contact s Name text box type the name Select the Contact s Free Busy URL type in the drop down list file ftp or http on IMPORTANT If accessing a contact s free busy time on an http location you must configure the Internet Information Services to accept ifb More information 200 Calendars 4 In the text box following the file type type or browse to the URL 5 Click OK Working with Meeting Requests About Scheduling
368. ver is exposed to the Internet at all and the password is masterkey you should change it immediately using the gsec command line utility Firebird comes with a command line tool called gsec that is used to manipulate user accounts Important With some Firebird installations you can only run gsec if you are logged into the operating system as Superuser root on Linux or as the user the Firebird server process runs under On Windows server platforms you typically need to be in the Power User group or higher to run gsec successfully If you have enough privileges but invoking gsec results in a message like Unavailable database unable to open database you are either running Windows Classic Server and you did not provide a correct database argument see below or the server may not be running at all In that case test your installation and fix the problem Example Change the SYSDBA password to icuryy4me 1 Open a command shell on your server and navigate to the directory where the command line utilities are located Refer to the Firebird installation components table to find this location 2 Type the following command except if running Windows Classic Server gsec user sysdba password masterkey If using Windows Classic Server you must specify the full network location of the security database gsec user sysdba password masterkey database localhost C Program Files Firebird Firebird_1 5 security fdb adapt the path if ne
369. waiting in a print queue on the same date GoldMine generates the queued documents To check on queued correspondence in GoldMine s Literature Fulfillment Center select View gt gt Literature Fulfillment To print envelopes or labels when queued documents are printed select View gt gt Literature Fulfillment Select the folder under Queued Documents corresponding to the date the queued correspondence is scheduled to be sent For example if the letters are scheduled to be printed later in the current week select This Week In the upper right area right click each queued document for which to print an envelope or label From the local menu select Print Envelopes or Print Labels GoldMine displays the Print Envelopes dialog box or the Print Labels dialog box that contain the same commands In the Print Envelopes dialog box select the contacts for whom to print envelopes then select the envelope template to use By default GoldMine displays your templates However look in the User drop down list and select a public template or another user s template Creating E mail Templates 1 Select View gt gt Document Management Center The Document Management Center appears 2 From the User drop down list on the toolbar select the user to create the template for If the template is for all users select public 86 Contact Communication 3 Right click on E mail Templates and select New The Edit E mail window appears 4 The curso
370. y Prompt dialog box appears Opportunity and Project Management 3 Select Yes The Opportunity Wizard Welcome dialog box appears If you click No the New Opportunity dialog box appears The Company defaults to the active Contact Record Click the Search button i to launch the Contact Search Center Select the new Contact Record 4 Contacts and additional contacts available in the Contacts drop down list are associated with the selected company Select the contact for the opportunity and click Next The Description dialog box appears Enter or select a description for the opportunity below Type or select a name from the F2 Lookup list Templates of User Select the user or user group in the drop down list Please select a template of the selected user Select in the drop down list The templates displayed are owned by the user selected in the Templates of Users field 5 Click Next The Overview dialog box appears Manager Select the owning user or user group in the drop down list Code Type or select a code from the F2 Lookup list Probability Type or select the percent probability of success Stage Type or select the stage the opportunity is beginning at This field commonly defaults to 10 Initial Contact Source Type or select the source of the opportunity from the F2 Lookup list Start Date Type or select the starting date from the F2 graphical calendar Close by Type or select the ending date from the F2 g
371. y visual access to several reporting options available within GoldMine Required field A field requiring data Resources Resources that are commonly requested include conference rooms projectors demonstration products company vehicles Rich Site Summary See RSS RSS Rich Site Summary a simple XML format designed for sharing Web Headlines S Screen design toolbar Used when you are designing your primary fields or Fields tab screens 245 GoldMine Corporate Edition User Guide Seq Sequence ordered number for each event in an Automated Process The sequence number begins with either P for a Preemptive event or S for a Sequential event Each event is processed in order based on the sequence number Shortcut keys Shortcut keys are keyboard keys or key combinations that invoke a particular command Shortcut menu See Local Menu Site code Matches a synchronization process to a site Sort Header A section in a report that holds the labels filters and break filters for the section or for the corresponding detail section Sort order The order that Contact records are displayed based on a specified field The sort order for the database is determined by the Sort Order you select in the Contact Listing window If a filter or group is active the Sort Field you selected takes precedence Sorting Orders the records in the files tables by the most used indexes Summary tab Displays activity information about the
372. zard to create it Preemptive and Sequential Events When each event is created it is assigned a preemptive or sequential number GoldMine evaluates preemptive events first and then sequential events When creating preemptive events you generally set the condition to eliminate the scanned record rather than confirm this process is appropriate For example a sales rep and territory is designated in the Sales Rep and Territory fields then remove this track from the record otherwise populate these two fields with the defined criteria 207 GoldMine Corporate Edition User Guide Preemptive events are numbered from 0 to 99 GoldMine processes all of the preemptive events of a track first before moving on to sequential events If the Preemptive event if statements is True Perform the action and go to the next event False Do not perform the action but still go to the next event Preemptive events should be numbered 5 10 15 and so on Keep space between the events to insert additional events Sequential events perform actions such as printing a letter sending an e mail or scheduling a call They are numbered from 100 to 999 Sequential events should be numbered 100 110 120 and so on to add other events between existing events After completing all preemptive events GoldMine runs the first sequential event and processes sequential events If the statement is True Perform the action and go to the next sequential event
373. ze The Forecasted Sales Analysis dialog box appears Also access the Forecasted Sales Analysis dialog box by selecting View gt gt Analysis gt gt Forecast Analysis The Forecasted Sales Analysis dialog box provides this information about projected sales or cash flows for individuals groups of individuals or the entire organization Analyze Users The users included in the analysis your username displays by default To add or change the analyzed users click Select User s Period Forecasted sales statistics divided into several periods The top portion of the analysis screen shows forecasted sales statistics by week for the next four weeks Total amounts for the four week period display below the weekly section Below the weekly section forecasted sales for the next four months are broken down by month The Beyond line includes forecasted sales scheduled to close after the next four months Grand totals for the lower section display at the bottom of the screen of Sales The total number of forecasted sales activities scheduled on the calendar for the period Forecasted The total dollar amount of sales scheduled on the calendar for the period Prob The average probability of a sale closing in this period calculates by averaging values in the Probability field for all Forecasted Sales activities scheduled in the period Potential The expected value or weighted value of sales closing in this period This value is de

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