GoldMine 6.0 Corporate Edition What`s New

Transcription

Whats New
VERSION 6.0
2/03
ii
Table of Contents
Copyright Ó 2003 FrontRange Solutions Inc. All Rights Reserved.
This software includes software developed by the Apache Software Foundation
(http://www.apache.org).
The Sentry Spelling-Checker Engine Copyright © 1999 Wintertree Software Inc.
GoldMine, HEAT and other FrontRange products and brands are registered
trademarks or trademarks of FrontRange Solutions Inc. in the U.S. and/or other
countries. Other products and brands are registered trademarks or trademarks of
their respective owners/companies.
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 copyright 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 Inc.
Contact FrontRange Solutions Inc. at our Web site: www.frontrange.com
(Feb. 2003)
TA B L E O F C O N T E N T S
Contents
Introduction
Welcome to GoldMine ............................................................................... 1
About this Manual ..................................................................................... 2
Other GoldMine Resources ....................................................................... 4
Contacting FrontRange Solutions Inc. ..................................................... 5
Initial Setup
Overview .................................................................................................. 1-1
Placing a Custom Image in GoldMines Login Window .................. 1-2
Maintaining your Systems Existing BDE
SharedMemLocation Setting ........................................................... 1-3
Selecting the Date Format for GoldMines Displays .......................... 1-3
Configuration
Overview .................................................................................................. 2-1
Identifying Users by User Name and Full Name ............................... 2-2
Setting Up Spell Checking ..................................................................... 2-4
Contact Record
Overview .................................................................................................. 3-1
Working with the Enhanced Field Properties Dialog Box ................ 3-2
Hiding Tab Content in Contact Records ............................................ 3-10
Launching Operations Through Hyperlinked Field Labels ........... 3-14
Working with HTML Displays in the GM+View Tab ..................... 3-15
iv
Table of Contents
Record Searches
Overview .................................................................................................. 4-1
Searching for Records by E-mail Addresses
or Additional Contacts ..................................................................... 4-2
Working with the New Contact Search Center .................................. 4-3
Searching for Contacts .......................................................................... 4-12
Calendar
Overview .................................................................................................. 5-1
Working with the Redesigned Calendar ............................................. 5-2
Working with Holidays .......................................................................... 5-4
Assigning Occasions to your Calendar .............................................. 5-12
Activities
Overview .................................................................................................. 6-1
Viewing Occasions and Holidays in the Activity List ....................... 6-3
Using Enhanced Scheduling Features in the Detail Tab ................... 6-5
Redesigned Users Tab ........................................................................... 6-13
Selecting Advanced Options for Recurring Activities ..................... 6-14
Completing or Deleting Multiple Activities ...................................... 6-24
Importing and Exporting iCalendar Files .......................................... 6-27
Sales and Opportunities
Overview .................................................................................................. 7-1
Navigating the Updated Opportunity/Project Manager .................. 7-2
Creating Opportunities or Projects ....................................................... 7-4
Displaying Linked Sales in the Pipeline Funnel ............................... 7-20
Using Filters to Select Subsets of Opportunities ............................... 7-21
Completing Opportunities ................................................................... 7-24
Assigning Quotas from the Updated Quota Profile ........................ 7-27
Scheduling Sales from the Updated Forecasted
Sale Dialog Box ................................................................................ 7-30
Communications
Overview .................................................................................................. 8-1
Using the Enhanced GoldMine Link to Word .................................... 8-2
Accessing and Organizing Your Templates ........................................ 8-6
Customizing Folders in the E-mail Center ........................................ 8-10
Changing the Amount of Message Text in
Table of Contents
v
E-mail Previews .............................................................................. 8-13
Information Resources
Overview .................................................................................................. 9-1
Accessing Custom Content in My GoldMine ..................................... 9-2
Viewing Color Codes in the GoldMine Process Monitor ................ 9-10
Displaying Information about GoldMine .......................................... 9-11
Data Management
Overview ................................................................................................ 10-1
Selecting New Options for Exporting Data from GoldMine .......... 10-2
Importing and Exporting XML Data .................................................. 10-3
Backing Up GoldMine dBASE Data ................................................. 10-33
Restoring GoldMine Data from Backup Files ................................. 10-39
Enhancing your WebImport File ....................................................... 10-42
Synchronization
Overview ................................................................................................ 11-1
Defining Synchronization Settings ..................................................... 11-2
Defining Internet Connection Methods ............................................. 11-7
Converting Encrypted Values and Date and Time Stamps ............ 11-7
Limiting Data Selection for Synchronization .................................. 11-10
Additional Enhancements
Index
contents
Overview ................................................................................................ 12-1
Increasing your GoldMine or GoldSync License .............................. 12-2
Main Menu Changes ............................................................................. 12-2
Using HTML Editing Features ............................................................ 12-3
Selecting the Sender of E-mail Sent by
Automated Processes ................................................................... 12-10
vi
Table of Contents
in this chapter
Welcome to GoldMine
About this Manual
Other GoldMine Resources
Contact Information
I N T R O D U C T I O N
Introduction
Welcome to GoldMine
Welcome to GoldMine® 6.0 Business Contact Manager Corporate Edition!
GoldMine is a top-selling, award-winning contact manager for individuals
and teams, specifically designed for small- and mid-sized organizations
to bridge the gap between traditional contact managers and complex CRM
solutions.
As a GoldMine administrator, it is your job to manage the system
configurations including creating users, customizing Contact Records,
setting security, configuring Automated Processes, managing databases,
maintaining databases, and administrating GoldSync®.
2
Introduction
About this Manual
This manual describes the commands and new features of
GoldMine 6.0 (Corporate Edition) including:
Initial Setup
Configuration
Contact Records
Record Searches
Calendar
Activities
Communications
Audience and Expertise
The material assumes the administrator has already installed
and is familiar with GoldMine. It also assumes the user has a
basic understanding of databases and the Microsoft ®
Windows® operating system.
Document Conventions
This document uses the following terms and syntax when
explaining steps and procedures:
Menu bar commands and the corresponding menu item are
presented as File>>Print. This means you should select the
word File on the menu bar, and then click Print in the dropdown menu.
Dialog box, window, menu, and menu bar names begin with
uppercase letters and are referenced in bold text when they
are the result of an action. For example: Click OK. The
Select a Data Source dialog box appears. Bold text may
also be used if needed for emphasis on the first mention of
that item.
Introduction
3
Command buttons you click on-screen are referenced in
bold text or pictured as they actually appear.
Example: OK or
Tips are presented in the margins to provide users with
alternative procedures or with suggestions for using the
feature.
Notes are presented with a line above and below the
paragraph; the word Note always appears in bold text.
Notes provide information supplementing or emphasizing
information in the text.
General Notes are presented in the margins. General Notes
contain additional information that can be pulled out of the
text flow without affecting the actual content.
Cautions are presented with an Exclamation icon
and
contain bold text. Cautions alert users that failure to read
and use information provided may result in data loss.
Warnings are presented with an Exclamation icon
and
contain bold text. Warnings alert users that failure to read
and use information provided may result in functionality
and/or data loss.
Cross-references are presented with a book icon
.
Cross-references inform users that related or additional
information is available in another topic or manual.
introduction
Important Notes are presented with a line above and below
the paragraph; the word IMPORTANT is always
capitalized and appears in bold text. Important notes
provide information essential to the text.
4
Introduction
Other GoldMine Resources
GoldMine Manuals
GoldMine offers the following manuals to help you get the
information you need:
Using GoldMine manual: This guide provides an
introduction to the main features of GoldMine.
Administrating GoldMine manual: This guide provides
an introduction to the main concepts and features of
GoldMine administration.
GoldMine Installation Guide: This guide provides
installation and setup instructions for GoldMine.
GoldMine eLearning: This tool provides an introduction
to GoldMine features and can be found at the www.front
range.com GoldMine Training Services area.
IMPORTANT: These manuals are available in PDF format on
our support Web site at support.frontrange.com.
Online Help
GoldMine provides an extensive online Help system. This
convenient feature allows you to access step-by-step
instructions, overviews, checklists, tips, notes, definitions,
dialog box descriptions, and reference information without
having to look past your computer screen.
To Access Help
Choose commands from the Help menu located in the
modules main menu bar.
Note: Context-sensitive Help is also available by pressing F1.
Context-sensitive Help launches Help directly from an active
dialog box, allowing you to access information pertinent to the
feature with which you are working.
Introduction
5
Our Support Site
Do you have a technical question about GoldMine® or HEAT®
products?
FrontRange Solutions Support is there to answer your
questions and make sure you get the help you need. Visit:
support.frontrange.com
Select the appropriate section on the navigation bar for quick
solutions to technical issues.
Contacting FrontRange Solutions Inc.
U.S. Contact Information
Worldwide Contact Information
Visit our Web site at www.frontrange.com to find contact
information for FrontRange around the world:
Asia Pacific Headquarters
Europe Middle East Africa Headquarters
Northern Europe (United Kingdom, Eire, Sweden, Norway,
Denmark, Finland, Iceland)
Western Europe (France, Benelux, Middle-East)
Central and Eastern Europe (Germany, Austria, Switzerland,
Eastern Europe)
Southern Europe (Italy, Spain, Portugal, Greece, Cyprus)
South Africa
introduction
Corporate Headquarters:
FrontRange Solutions Inc.
(a Delaware corporation)
1150 Kelly Johnson Blvd.
Colorado Springs, CO 80920
TEL: 800.776.7889 and +1 719.531.5007
6
Introduction
in this chapter...
Placing a Custom Image in GoldMines
Login Window
Maintaining your Systems Existing BDE
SharedMemLocation Setting
Selecting the Date Format for GoldMines
Displays
C H A P T E R
Initial Setup
Overview
1
O N E
1
Many new and enhanced features are available to help you configure the
appearance and operation of GoldMine® 6.0 (Corporate Edition). You
should work with some of these options soon after installation to set up
the features you need for your daily work.
Settings to consider configuring immediately after installation or upgrade
include:
Initialization file setting: To add your organizations logo or other
bitmap image to GoldMines login window.
New initialization file setting: To maintain the existing BDE shared
memlocation.
New Preferences option: To display dates in the format used in your
local area.
1-2
Initial Setup
Although this chapter introduces tools designed to help you
set up features before you start using GoldMine 6.0, you can
work with these settings at any time.
Placing a Custom Image in
GoldMines Login Window
GoldMines login window can display a bitmap file.
Organizations can customize the login screen with their logos
or other graphics.
Note
GM.INI is a special
initialization file storing
global settings applying
to all users running the
same installation of
GoldMine.
To display correctly, you must use a bitmap (.bmp) file with a
size limit of 150 x 250 pixels.
To Place a Bitmap Graphic in GoldMines Login Screen
1. Place the bitmap (.bmp) file in the root GoldMine directory.
2. Open GM.INI using a text editor such as Microsoft ®
Windows® Notepad.
3. Under the [GoldMine] section, type the following line:
UserLogo=<path\filename>
For example, if you place the graphics file MyLogo.bmp in
your GoldMine directory, you would type the following
statement:
UserLogo=C:\GoldMine\MyLogo.bmp
4. Save GM.INI, then exit the text editor.
5. To check the changed login screen, launch GoldMine.
Selecting the Date Format for GoldMines Displays
1-3
Maintaining your Systems Existing
BDE SharedMemLocation Setting
GoldMine 6.0 improves the stability of your system by
automatically designating a shared memory address if the
setting is blank in the Windows Registry. This feature reduces
the possibility of initialization errors when you start GoldMine
and other applications during a work session.
By default, GoldMine 6.0 sets the BDE SharedMemLocation
value to 7000 at startup if no other setting exists; however,
you can prevent GoldMine from changing the SharedMem
Location setting by adding a statement to GM.INI.
To Maintain the Current (Empty) BDE SharedMemLocation
Setting
1. Open GM.INI using a text editor such as Windows Notepad.
2. Under the [GoldMine] section, add the following line:
NoSharedMemChange=1
Selecting the Date Format for
GoldMines Displays
By default, GoldMine displays dates in the format MM-DDYY. You can change the date format with Windows or
GoldMine settings.
Using the Date Format from Windows
Regional Settings
You can configure GoldMine to use the short date format as
defined in the Windows Regional Options dialog box for all
date fields. GoldMine uses this date format throughout
displays. Custom screens on the Fields tab also use this date
format unless you select a format to apply to your custom fields
as described in Defining the Date Format in User-Defined
Fields in this chapter.
initial setup
1-4
Initial Setup
To Use the Date Format Defined by Windows Regional
Settings
Note
1. Select Edit>>Preferences and then click the Misc tab.
You can check the
current short date
setting for Windows
from the Control Panel.
Double-click the
Regional Options icon
to display the Regional
Options dialog box.
Click the Date tab to
display the date format
settings.
2. Select Show dates based on local settings.
3. Click OK.
Selecting the Date Format for GoldMines Displays
1-5
Defining the Date Format in User-Defined
Fields
You can set GoldMines default date format to use words and
numbers. Typically, this setting affects fields in the Fields tab
of the Contact Record, but the selected format affects userdefined fields placed anywhere in the Contact Record.
Note: The user-defined date format selected on the Record tab
overrides the option Show dates based on local settings
selected in the Misc tab.
To Select a Word-Based Format for User-Defined Fields
2. Select Use a word format for user-defined dates.
3. Under the check box, select the desired format in the dropdown list.
4. Click OK.
initial setup
1. Select Edit>>Preferences and click the Record tab.
1-6
Initial Setup
in this chapter...
Identifying Users by User Name and
Full Name
Setting Up Spell Checking
C H A P T E R
Configuration
Overview
2
T W O
2
GoldMine® 6.0 (Corporate Edition) extends your options for configuring
GoldMines appearance and operation. These features include:
The ordering of the expanded user identification to show user names
and individuals full names in GoldMine windows and dialog boxes.
Customizable spell checking supports multiple language dictionaries,
including English, French, Spanish, Italian, and German.
2-2
Configuration
Identifying Users by User Name
and Full Name
Note
User names have an
eight characters limit.
In large organizations, brief user names may not clearly
identify individuals. Adding each persons full name to the
assigned user name provides more information for correctly
identifying the user. GoldMine 6.0 now displays each user
name along with the individuals full name as entered in the
Preferences windows Personal tab.
By default, GoldMine displays the user name in all capital
letters followed by the individuals full name in parentheses.
The following image illustrates the new user name/full name
identification on the Pending tab.
Note: A few windows still display only the user name, including
warning messages and the Personal Rolodex. Since the
Personal Rolodex is available only to the current user, identification
is not an issue.
Identifying Users by User Name and Full Name
2-3
Changing the Order of Name Display
You can reorder the display from user name/full name to full
name/user name by entering a command in GM.INI.
To Display an Individuals Full Name before the User
Name in GoldMines Windows
1. Exit GoldMine.
2. Open GM.INI using the Windows text editor, Notepad.
Note
GM.INI is a special
initialization file that
stores settings globally
applicable to all users
who run the same
installation of GoldMine.
3. Under the [GoldMine] section, type the following command
statement:
UserNameFormat=1
4. Save GM.INI, then quit the text editor.
The user identification now appears as Full name/user
name, as shown in the Pending tab entries of the
following figure.
configuration
5. For the change to take effect, launch GoldMine.
2-4
Configuration
GoldMine provides enhanced spell checking available in any
window, offering text editing for such items as e-mail messages
and the InfoCenter.
If you upgrade to GoldMine 6.0 (Corporate Edition) from a
previous version, GoldMine automatically imports your user
dictionary when you run the first spell check. GoldMine
maintains dictionaries for each user instead of for the entire
system. In this way, each user can access a custom dictionary
meeting the users specific needs.
In addition, you can configure the features to meet your
individual needs. New features include:
Options to define spell check operations, speed, and
accuracy.
Language selection: GoldMine can run dictionaries for
twelve languages including English, Danish, Dutch, Finnish,
French, German, Italian, Norwegian, Portuguese, Spanish,
and Swedish. In addition, regional/specialized versions are
available for English (American and British, as well as Legal
and Medical dictionaries for each) and French (Canadian
and European).
Customizable dictionaries: Add or delete terms from the
dictionary, import terms from other documents, export
terms into a file, and select the action to occur when a check
encounters a misspelled term.
Access to multiple dictionaries during a spell check.
You can define spell check settings either:
Before running your next spell check from the Preferences
dialog boxs Speller tab.
During a spell check from the Check Spelling dialog box.
2-5
Configuring your Spell Check Preferences
The new Speller tab contains settings for configuring spell
checking throughout GoldMine.
To Access Spell Check Preferences
1. Select Edit>>Preferences. The Preferences dialog box
appears.
If you want to define options for the currently open
dictionaries, continue with Defining Spell Check Options.
If you want to make changes to the spell check dictionaries,
go to Customizing Spell Check Dictionaries.
Defining Spell Check Options
The Speller tab contains options for defining the operation,
speed, level of accuracy, and the language of the dictionary
used to check spelling.
configuration
2. Click the Speller tab.
2-6
Configuration
To Define Spell Check Options
1. Select one or more of the following Spelling Options from
the Speller tab:
Ignore capitalized words: Skips words starting with a
capital letter such as proper names, for example, Robert
or Mexico.
Ignore all-caps words: Skips words consisting entirely
of capital letters, for example, ASAP.
Ignore words with numbers: Skips terms combining
letters with numbers, for example, MidWest123.
Ignore words with mixed case: Skips words including
capital letters within the word, for example, GoldMine.
Ignore domain names: Skips dot.com names including
a period and a file, for example, frontrange.com.
Report doubled words: Flags instances where the same
word appears twice, for example, and and.
Case sensitive: Checks for the correct selection of an
uppercase letter, for example, Robert is considered
different than robert.
Note: You must select Phonetic suggestions and/or
Typographical suggestions to display suggested
corrections. The two options offer methods of selecting terms
similar to the misspelled word.
Phonetic suggestions: Displays a list of similar words
based on the sound of the misspelled word. This method
of searching for suggested terms can be time-consuming.
Typographical suggestions: Displays a list of words
that look similar to the misspelled word. This method is
useful for good spellers who make occasional typos.
Suggest split words: Displays two separate words as
the replacement for a misspelling containing two joined
words. For example, is the would be suggested as a
replacement for isthe.
2-7
Auto correct: Enables GoldMine to automatically correct
misspellings in a message.
Note: You can specify the action for GoldMine to take when
auto-correcting specific terms. For details, see Customizing
the Spell Check Dictionary.
2. Select one of the following Suggestions to set the level
and speed of spell checking:
Fast but less accurate
Moderately fast and accurate
Slow but accurate
4. Click Setup Dictionaries to customize the spell check
dictionary.
Customizing Spell Check Dictionaries
GoldMine 6.0 provides a variety of enhancements to customize
a spelling dictionary. From the Dictionaries dialog box, you
can:
Add or delete words in a dictionary.
Specify the action to occur when GoldMine finds a term
not listed in any open dictionaries.
Import terms into the specified dictionary.
Export terms from the dictionary.
Open multiple spell check dictionaries.
Setting Up Spell Check Dictionaries
You can customize a spell check dictionary by:
Adding or deleting individual words.
Importing terms.
Defining actions to occur when the spell check detects
specified words.
You can also export words from a selected dictionary.
configuration
3. Select the desired language in the Main Dictionary language
drop-down list.
2-8
Configuration
To Set Up the Spell Check Dictionary
1. In the Preferences dialog box on the Speller tab, click
Setup Dictionaries.
The Dictionaries dialog box appears.
2. The Files drop-down box contains all open dictionaries.
From the Files list, select the dictionary you want.
Note: GoldMine displays the Language used by the dictionary
file listed in the Files list.
3. To add the term from the Words text box to the currently
selected dictionary, click Add Word. You can add terms
containing virtually any character; however, only terms
including embedded periods can include trailing periods
(for example, U.S.A. is acceptable, but CA. is not).
Tip: You can also click the Add Word button to change the
action or other word associated with the selected term.
2-9
4. To select an action you want to occur when GoldMine finds
the term listed in the Words text box, select one of the
following in the Action drop-down list:
Ignore (skip): No action occurs when the term is found
Auto change (use case of other word): Automatically
changes the term to the Other word entry and uses the
case of the Other word entry. GoldMine performs this
action only if Auto Change is selected on the Speller
tab.
Conditionally change (use case of other word): Displays
a prompt to confirm the change before replacing the term
in the message; uses the case of the other term in the
message even when correcting the term.
Conditionally change (use case of checked word):
Displays a prompt to confirm the change before replacing
the term in the message; uses the case of the original term
in the message even when correcting the term.
Exclude (treat as misspelled): Treats the term as
misspelled even if the same spelling appears in another
dictionary. Words marked with this action do not appear
as suggestions for misspelled words, and GoldMine
reports them as misspellings when detected during a spell
check.
Note: GoldMines spell check looks up words in user
dictionaries in the order in which they appear in the
Dictionaries dialog boxs Files list. To exclude a word, make
sure to remove instances from all previously listed
dictionaries.
5. To delete the term listed in the Words text box from the
selected dictionary, click Delete Word. GoldMine also
removes the Action and Other word entry associated with
the deleted term.
6. Click Import to add terms to the currently selected dictionary
from a document (.txt file).
Note
configuration
Auto change (use case of checked word): Retains the
case of the original term in the message even when
correcting the term. This action is useful for spelling out
abbreviations. GoldMine performs this action only if Auto
Change is selected in the Speller tab.
For details
about
importing,
exporting,
and adding
dictionary
files, see the
following
discussions.
2-10
Configuration
7. Click Export to export the contents from the currently
selected dictionary to a text file.
Note
Removing a dictionary
does not delete the file;
however, GoldMine
does not refer to a
removed dictionary
during a spell check.
8. Click Add File to open the selected dictionary file.
Note: Once opened, GoldMine keeps the dictionary file open
until closed or removed.
9. Click New File to create a dictionary file.
10. Click Remove to close the selected dictionary file.
11. Click Close to return to the Preferences dialog box Speller
tab.
Importing a Spell Check Dictionary
GoldMine creates dictionaries for each user, not for the entire
system. This practice enables each user to have a custom
dictionary. GoldMine now automatically imports your
personal user dictionary when you upgrade from a previous
version; however, GoldMine can import terms at any time to
supplement a dictionary. For example, you might want to
import words from a text document to add a large number of
specialized terms instead of adding each individually.
To Import Terms into the Dictionary
1. In the Dictionaries dialog box click Import.
The Import Dictionary dialog box appears.
Note
GoldMine loads each
word in the selected file
into the dictionary; thus,
importing a large file
may require a
substantial period of
time.
2-11
2. Select the file you want to import or browse to it. To view
alternate file formats, scroll through the Files of type dropdown list and select one.
Note: GoldMine may not be able to import terms from all file
formats.
3. Click Open. GoldMine adds the terms to the currently
selected dictionary.
Exporting a Spell Check Dictionary
GoldMine can export the currently selected dictionary as a
text (.txt) file. The exported file lists each term on a separate
line, and includes all of the actions assigned to the term.
To Export Terms from the Selected Dictionary
2. To export the terms in a file format other than .txt, in the
Files of type drop-down box select All files (*.*). Be sure
to include the extension in the file name.
3. In the File name text box, type the name of the export file.
4. Click Save to save the export file in a specified folder.
GoldMine returns to the Dictionaries dialog box.
Adding a Spell Check Dictionary
Because GoldMine can simultaneously work with multiple
dictionary files, you can use specialized dictionaries as needed
instead of adding every term into one huge dictionary. Adding
a dictionary file (.tlx) does not incorporate new terms into the
currently selected dictionary but places a new volume in the
library.
Tip
To overwrite a
previously
exported file,
in the File
name dropdown list
select the
name of the
previously
saved export
file.
configuration
1. In the Dictionaries dialog box click Export. The Export
Dictionary dialog box appears.
2-12
Configuration
To Add a Spell Check Dictionary
1. Click Add File in the Dictionaries dialog box.
The Add Dictionary File dialog box appears.
Note
By default, GoldMine
displays .tlx files located
in your personal
dictionary folder (by
user name).
2. Select the file to add, or browse to locate the file. To view
files of formats other than .tlx, such as an external dictionary
(.dic), scroll through the Files of type drop-down list and
select a format.
Note: GoldMine may not be able to add dictionaries of all listed
file formats.
3. Click Open. GoldMine returns to the Dictionaries dialog
box. The newly added dictionary file appears in the Files
drop-down list.
2-13
Creating a Spell Check Dictionary
You can create a new dictionary file and then add the file to
your dictionary list.
To Create a Spell Check Dictionary File
1. In the Dictionaries dialog box, click New File.
The New Dictionary dialog box appears.
Note
Type the path and name of the file in the File Name text
box.
Click Browse to display the Create Dictionary File
dialog box. The Create Dictionary File dialog box looks
the same as the Add Dictionary File dialog box.
3. In the Language list, select the language of the new
dictionary.
4. Click OK. GoldMine returns to the Dictionaries dialog box.
configuration
2. To name the file, either:
After creating
a dictionary,
you must add
the file to the
Files list in the
Dictionaries
dialog box.
GoldMine only
searches open
dictionaries
during a spell
check. For
details, see
Adding a
Spell Check
Dictionary.
2-14
Configuration
Defining Options during a Spell Check
During a spell check, you can define options for the current
dictionary from the Check Spelling dialog box. You can also
add or change the dictionary GoldMine uses to check spelling.
GoldMine saves the changes to the spell check configuration,
which you can view on the Preferences dialog box Speller
tab.
To Define Options during a Spell Check
1. Click anywhere in the text area of the active dialog box,
then click Spelling in the editing toolbar.
When GoldMine detects a word not found in the open
dictionary, the Check Spelling dialog box appears. The
flagged word appears under Not in Dictionary.
2. Click Options to change the current settings.
2-15
The Options dialog box appears.
Note
3. Select or clear check boxes to change settings.
The settings available in the Options dialog box are also
available in the Speller tab. For details about working with
these settings, see the steps in Defining Spell Check
Options.
4. Click OK to return to the Check Spelling dialog box.
5. Click Dictionaries to change the dictionary settings.
configuration
Options to check
spelling are the same as
previously available in
GoldMines spell check
feature. For details, see
online Help.
2-16
Configuration
The Dictionaries dialog box appears.
6. Select or clear settings as needed.
Note: For details about defining settings in the Dictionaries
dialog box, see Setting up Spell Check Dictionaries.
7. Click Close to return to the Check Spelling dialog box.
8. Click Cancel.
in this chapter...
Working with the Enhanced Field
Properties Dialog Box
Hiding Tab Content in Contact Records
Launching Operations Through
Hyperlinked Field Labels
Working with HTML Displays in the
GM+View Tab
C H A P T E R
Contact Record
Overview
3
3
T H R E E
Managing fields and displays is easier than ever in GoldMine ® 6.0
(Corporate Edition). New and redesigned features include:
The Field Properties dialog box now organizes Contact Record field
settings into tab folders for simpler, step-by-step customization.
E-mail and Web Site field labels now provide one-click access to the
corresponding operations.
The new GM+View tab in the Contact Record displays content rich
HTML text and graphics. Master Rights users can create custom
templates and control the display in the GM+View tab.
3-2
Contact Record
Working with the Enhanced Field
Properties Dialog Box
GoldMines redesigned Field Properties dialog box simplifies
Contact Record field customization by organizing field settings
into four tab folders. The tabs allow you to specify the
following:
Type: Define the fields name and structure.
Color: Control the color(s) of the field label and data.
Layout: Control the fields size, position, and accessibility
from the keyboard.
Tip
You must be logged in
as a user with Master
Rights to change the
field properties.
Security: Control access rights to the field.
When you synchronize data, GoldMine includes changes to
these settings in the transfer set.
CAUTION: To ensure GoldMine runs correctly, do not change
the properties of key fields or other indexed fields.
Working with the Enhanced Field Properties Dialog Box
3-3
To Access Field Properties
Right-click on a Contact Record field label and then select
Properties.
contact record
The Field Properties dialog box appears. By default,
GoldMine displays the Type tab.
3-4
Contact Record
Defining Type Tab Options
The Type tab contains settings defining the fields name and
structure. These options were available in previous versions
of GoldMine.
To Name Field Labels and Field Data
1. On the Type tab, select one of the following methods to
specify the field label:
Global/Local Label: Names the text label you type in
the field next to Global Label and/or Local Label. You
can use any Contact1.dbf or Contact2.dbf field.
Expression: Specifies a dBASE expression evaluated to
produce a result appearing as the field label. You cannot
edit the value resulting from the expression.
To use plain text as the label, create an expression
specifying the display text in quotes.
Tip
CTRL+SHIFT+D opens
the dBASE Expression
Tester.
Note: If you use an expression to provide the field label,
GoldMine does not automatically insert a colon (:) at the
end of the field label. The expression must provide the colon.
The expression label is still limited to 17 characters.
When you select Expression, Label Reference becomes
available. The current name of the field appears in Label
Reference.
2. In the Label Reference field, type a brief description for
the field label indicating how the expression generates the
field name.
3. In the Field Data section, select one of the following options
to specify the method by which GoldMine selects data:
Name in Database: Uses entries from the field selected in
the contact database. You can use any Contact1.dbf or
Contact2.dbf field.
Select All Fields to display the User Defined Fields
dialog box, from which you can select one of the available
fields or create a field.
3-5
Expression (field): Specifies a dBASE expression
evaluated to produce a result appearing in the field. You
cannot edit the value resulting from the expression. If
the expression cannot be evaluated, GoldMine displays
an Expression Error in the data portion of the field.
Note: Because the field data can consist of more than 17
characters, you can use an expression as a heading in a
screen. To hide the field label, set Field Label Size to 0 (zero)
on the Layout tab.
4. To change other field settings, click the tab containing the
settings you want to define, or click OK.
The Color tab contains settings to control the colors applied
to the field label and field data. These settings apply globally
to all installed workstations.
To Select Colors for Field Labels and Field Data
1. Click the Field Properties dialog boxs Color tab.
Tip
contact record
Defining Color Tab Options
To restore
GoldMines
default field
label/data
color, select
Fixed Color,
then click Use
default label
color.
3-6
Contact Record
2. Select either of the following options to assign a color to the
field label:
Fixed Color: Assigns one (fixed) color to the field label.
To select a color, click Colors to display the Color dialog
box from which you can either select a standard color or
create a custom color to assign to the field label.
Expression: Assigns a color to the field label or data
based on the result returned by an expression. For
example, an expression can configure GoldMine to
change a field label to red if a specified field value is less
than 0 or contains the text entry past due.
You can assign the default label color or color used in
the Contact Records background with the following
return values:
-1: Use the default color assigned to the label in the
Preferences dialog boxs Record tab.
-2: Use the Contact Records background color for the
label as assigned in the Preferences dialog boxs
Record tab. In effect, entering this value makes the
label invisible.
Note: Administrators can use the -2 setting to effectively
hide fields from the on-screen display. In addition,
invisible fields are removed from user access; GoldMine
skips the field when tabbing and ignores mouse clicks
in the field. You cannot edit invisible fields.
3. Repeat step 2 to select the field data color.
settings you want to define, or click OK.
Defining Layout Tab Options
The Layout tab contains settings controlling the fields size,
position, and keyboard accessibility. These settings apply
globally to all installed workstations.
3-7
To Set Field Size and Location
2. In the Field Label Size field, set the field label length. This
value is measured in characters. Increasing the value
increases the label area of the display field up to 17
characters.
Note: When you are using field data as an extended display
label, set Field Label Size to 0 (zero).
3. In the Data Size field, set the length of the data entry space.
This value is measured in characters. Increasing this value
increases the data area of the display field.
Note: When working with Row and Column values (described
below), do not delete indexed fields from the primary Contact
Record display or move indexed fields to custom user windows.
Moving or deleting indexed fields can reduce GoldMines ability
to find records based on these fields when using search
commands from the Lookup menu.
contact record
1. In the Field Properties dialog box, click the Layout tab.
3-8
Contact Record
4. Specify a number for the Row (y) to assign the field to a
specific row in the Contact Record. Changing this value
repositions the underlying display field. As soon as you
assign a value, GoldMine moves the field to the specified
row, so you can preview the new field position before
committing to the value.
5. Specify a number for the Column (x) to assign the field to a
specific column in the screen. Changing this value
repositions the underlying display field. As soon as you
assign a value, GoldMine moves the field to the specified
column so you can preview the new field position before
committing to the value.
6. Set a value in the Position text box to determine the order
in which the user can tab through fields.
Note: By default, GoldMine moves through the fields in a
column, then advances to the next column. By assigning a
position to each field, you can specify any order of tabbing
through fields regardless of the location of the fields in the
window.
7. Click Screen Fields to see the positions of fields in the
current window. The Fields of Screen: [screen name]
dialog box appears.
settings you want to define, and then click OK.
3-9
Defining Security Tab Options
To Assign Access Rights to the Field
1. In the Field Properties dialog box, click the Security tab.
2. Select the user or user group from the Read Rights list to
assign read-only rights to a different user or user group.
3. Select the user or user group from the Update rights list to
grant editing rights to a different user or user group.
4. Select Log changes in history to record changes to the
field in the History tab of the Contact Record.
5. Click OK.
Note
The default group is
(public), which grants
read and update rights
to all GoldMine users.
Make sure the group
granted Update rights is
either the same as the
user or group granted
Read Rights or is a
subset of the group
granted Read Rights.
contact record
The Security tab contains settings controlling access rights to
the field.
3-10
Contact Record
Hiding Tab Content in Contact
Records
The new semi-partial option located in the Record Properties
dialog box under the Ownership tab extends record curtaining
capabilities. After the owner activates the Semi-partial (hide
tabs) option, the entire tab bar in the selected Contact Record
becomes private. Private records belong to an assigned owner,
who is an individual GoldMine user or a user group.
Applying record curtaining hides data in a Contact Record
from users who are not owners of the record. If a nonowner
tries to display this Contact Record, the curtained data is hidden
from view.
You can apply semi-partial record curtaining to individual
Contact Records. If you have Master Rights, you can apply
semi-partial record curtaining by default whenever you or the
assigned owners create a Contact Record.
Hiding Tab Content in One Contact Record
You can apply semi-partial record curtaining to hide the tabs
in a Contact Record you own.
To Hide Tab Content in the Active Contact Record
1. Select Edit>>Record Properties. The Record Properties
dialog box appears.
3-11
3. Click Semi-partial (hide tabs).
4. Click OK.
When an unauthorized user displays the Contact Record
with semi-partial curtaining, the record displays as
follows:
contact record
2. Click the Ownership tab.
3-12
Contact Record
Hiding Tab Content in All New Contact
Records
If you have Master Rights, you can apply semi-partial record
curtaining by default whenever you or the assigned owner(s)
create a Contact Record.
To Hide Tab Content in All Newly Created Contact
Records
1. Select File>>Configure>>Users Settings. The Users
Master File appears.
2. Click Properties.
The [user] Properties dialog box appears. By default,
GoldMine displays the Profile tab.
3. Click Ownership.
3-13
4. Select the user or user group from the New records owner
list to assign ownership rights. By default, GoldMine selects
(public).
5. Click Semi-partial (hide tabs).
6. Click OK.
contact record
The New Record Ownership dialog box appears.
3-14
Contact Record
Launching Operations Through
Hyperlinked Field Labels
You can immediately start an e-mail message or access a Web
site from the Contact Record by clicking:
E-mail: Displays the Edit E-mail dialog box and automatically
enters the contacts primary e-mail address after To. Compose
and dispatch the message as usual.
Web Site: Opens your default Web browser then loads the
Web site page corresponding to the Web Site entry if your
system is connected to your Internet Service Provider (ISP).
If there is no Web site entry, the Enter Web Site Address
dialog box appears.
Type the Web site address, or click the F2 Lookup arrow
to display a lookup from which you can select a previously
entered Web site address.
Click OK. If your system is connected to your ISP, GoldMine
starts Internet Explorer then loads the home page of the
Web site entry.
Working with HTML Displays in the GM+View Tab
3-15
Working with HTML Displays in the
GM+View Tab
The GM+View tab is completely customizable so each
organization can create templates meeting their unique needs.
You can set up the tab with a default view, assign rules to
select the view providing the appropriate information for the
individual Contact Record, or allow users to select the view.
Displaying the GM+View Tab
The GM+View tab is available on the first bank of tabs in the
Contact Records tab bar.
To View the GM+View Tab
Click the GM+View tab in the Contact Record.
Depending on the GM+View setup, the selected template
appears with information applying to the active Contact
Record. The following displays the default template when you
install GoldMine 6.0 (Corporate Edition).
contact record
The Contact Record in GoldMine includes the new HTMLbased GM+View tab to store custom Web pages, or views.
These views can include text, graphics, and other rich content
to display any type of information about your contacts. For
example, real estate agents can use this tab to store photos of
listings along with the key statistics about the properties.
Organizations can now include photographs of contacts for
instant access in the contacts record.
3-16
Contact Record
If you upgrade from previous versions of GoldMine, the
following appears on the GM+View tab.
Resizing Text in the GM+View Tab
GoldMine works with Microsoft® Internet Explorer (IE) 6.0 or
higher to control some display attributes, including text size.
You can easily change the size of the text from IE.
To Resize Text in the GM+View Tab
1. Launch Microsoft Internet Explorer and then select View>>
Text Size.
A submenu of size options appears.
2. Select the option corresponding to the text size you want to
display in the GM+View tab.
3. Switch to GoldMine. Display the GM+View tab, then move
to a different Contact Record to see the change.
3-17
Copying and Pasting Information from the
GM+View Tab
You can copy information from the GM+View tab display to
the Windows Clipboard, and then paste the copied data into
another Windows application.
To Copy and Paste Information from the GM+View Tab
1. Select text and/or graphics you want to copy from the
GM+View tab by either:
Selecting the portion of the data you want to copy.
Right-clicking to display the local menu, then clicking
Select All.
3. Switch to the application into which you want to paste the
copied block. Right-click at the desired position, then select
Paste.
Creating GM+View Templates
If you have Master Rights, you can design a template for the
GM+View tab. After you complete your initial setup, you can
change the template or create additional templates directly
from the GM+View Tab Settings dialog box.
Creating the Default GM+View Template with
the Wizard
If you upgrade from previous versions of GoldMine, the
GoldMine+View Tab Wizard helps you to set up the first
GM+View tab template. GoldMine designates this template
as the default template.
contact record
2. Right-click to display the local menu, then click Copy.
3-18
Contact Record
To Create the Default GM+View Template with the Wizard
1. Select File>> Configure>>GM+View Tab.
The GM+View Tab Settings window appears.
Note
If you upgrade from
previous versions of
GoldMine, the GM+View
Tab Settings dialog box
displays the default
template you selected in
the wizard.
2. Click Next.
3-19
The Setting a Default GM+View Tab window appears.
Tip
3. Select either:
Use a blank GM+View by default: Creates an empty
template you can edit at a later time.
Use a custom GM+View by default: Displays the
GM+View Tab Settings dialog box from which you can
define settings, apply rules, and preview the template.
Note
contact record
Create your HTML
content in another
application and copy
and paste the code into
the GoldMine Edit
GM+View Source dialog
box.
Before inserting
the files or
fields, place
your cursor in
the position
where you want
to insert the
item. Then
adjust the
position of the
item.
3-20
Contact Record
Note
For details about
working with the Picture
dialog box, see
Inserting Pictures into
GM+View Templates.
4. Click Next.
The GM+View Next Steps window appears.
5. Click Finish.
Note
For details about using
the HTML editing
toolbar and HTML
commands from one of
GoldMines local
menus, see Using the
HTML Editing Features
in Chapter 12.
If you selected I would like to edit the default template,
the GM+View Tab Settings dialog box appears.
Editing or Adding GM+View Templates
After setting up the initial GM+View template, you can change
the template or create additional templates directly from the
GM+View Tab Settings dialog box.
To Create a GM+View Template
1. Select File>> Configure>> GM+View Tab.
3-21
2. Click New to display the Edit GM+View dialog box.
3. In the Template Name text box, type a descriptive name
for the template.
The title bar changes to include the templates name, as
shown in the following image.
contact record
The GM+View Tab Settings dialog box appears. If you
install GoldMine 6.0 (Corporate Edition), the Car and
Property templates appear in the GM+View Tab Settings
dialog box.
3-22
Contact Record
4. In the large area type the text you want to appear in the
template.
Note
The GM+View tab
does not change
immediately for users
already logged on to
workstations when the
template is selected.
For details, see
Refreshing GM+View
Templates.
5. To add a graphic file, click the Insert Picture icon in the
HTML editing toolbar. The Picture dialog box appears.
6. To insert a GoldMine field or text file, click the Insert field
button.
A pop-up menu appears from which you can select the
field or text file.
7. Click Contact details to display a submenu where you can
select to insert a variety of name and address data for a
contact, as well as linked files from the Contact Record.
8. Apply text and layout formatting by using either the HTML
editing toolbar or the local menu available from the large
area of the Edit GM+View dialog box.
9. Click Spelling to check spelling.
10. Click Print to print a copy of the template.
11. Select the Save drop-down list to save the template, then
select either:
Save: Saves your work while leaving the Edit GM+View
dialog box open.
Save and Exit: Saves your work, closes the Edit
GM+View dialog box, then returns to the GM+View Tab
Settings dialog box. The new template appears in the
Template List.
3-23
Inserting Pictures into GM+View Templates
You can insert one or more graphics files into the layout of a
GM+View template, then specify the placement of each
picture, including:
Position in the template
Alignment
Spacing around the picture
To Insert a Picture into a GM+View Template
1. Open the GM+View Tab Settings dialog box and then click
Insert Picture in the HTML editing toolbar.
2. In the Picture Source text box, either type the path and file
name of the file you want to insert, or click Browse to
navigate through your system to select the file.
3. Type a description in the Alternate Text text box to provide
a text substitute for the graphics when a system is unable to
display the picture.
Tip: To use a Web site address as the Alternate Text entry,
either enclose the entire address within single quotes (), or
edit the HTML source code to remove <a href> tags
automatically inserted when defining the linked image.
4. To position the picture in the template, click the Alignment
drop-down list, then select the option corresponding to your
preference for lining up the picture in relation to the text.
For example, to align the picture on the right side of the
template, select Right. By default, GoldMine aligns the
picture along the text baseline.
contact record
The Picture dialog box appears.
3-24
Contact Record
5. To add space around the picture, you can type the amount
as measured in points for Horizontal spacing and/or
Vertical spacing.
6. Click OK. GoldMine closes the Picture dialog box then adds
the selected graphics file to the template in the Edit
GM+View dialog box.
Selecting the Default GM+View Template
If you have Master Rights, you can select the default template
appearing in the GM+View tab.
Note: Alternately, you can set up rules to determine which
template appears in a contacts GM+View tab. For details, see
Defining Rules to Select GM+View Templates.
To Select a Default GM+View Template
1. Select File >>Configure>>GM+View Tab. The GM+View
Tab Settings dialog box appears.
2. In the Set Default GM+View area, select the drop-down
list to display a list of available templates, then select the
template you want.
3. Click Look up to select a Contact Record to display with
the template selected in step 2. GoldMine displays the
Contact Search Center.
4. Double-click the contact whose record you want to preview
with the selected template. GoldMine displays the template
with information from the active Contact Record in the
GM+View Preview area.
5. Click Prev/Next to preview the template with data from
the previous/next Contact Record.
6. When done, click OK. GoldMine closes the GM+View Tab
Settings dialog box then displays the selected template in
the GM+View tab.
3-25
Defining Rules to Select GM+View Templates
If one template cannot meet all of the information display
needs of users throughout your organization, you may not
want to designate a default template, but rather set up a rule
to control template selection. For example, a real estate office
might need different templates for buyers and sellers.
GoldMine provides three criteria for selecting the appropriate
template:
Field Value: Selects a specified template when a Contact
Record field contains a specific value. For example,
GoldMine can apply a specified template when the City field
contains Los Angeles.
User Selected: Enables users to select the template from
the GM+View tab local menu.
To Define a Rule to Select the Template to Appear in the
GM+View Template
1. Open the GM+View Tab Settings dialog box and then click
Rules.
The GM+View Tab Rules for Template Selection dialog
box appears.
Tip
contact record
dBASE Expression: Displays the template matching the
value returned by the dBASE expression.
The dBASE
expression
must return a
string value
including the
template
name(s).
3-26
Contact Record
2. Select the criterion you want to use as the basis of the rule
from the following:
Field Value
dBASE Expression
User Selected
The following topics discuss each option.
Selecting Templates Based on Field Values
GoldMine can display a selected template for every Contact
Record containing the specified field entry.
To Select a Template Based on a Field Value
1. Click Field Value in the GM+View Tab Rules for Template
Selection dialog box.
2. Select a GoldMine field in the Field Name drop-down list.
3. Click New.
The Field Value & Corresponding Template dialog box
appears.
4. Click the Field Value F2 Lookup to display a list of values
corresponding to the selected field. For example, if you
select City as the trigger field and then click the Field Value
F2 Lookup, GoldMine displays a list of city names.
Tip: If you do not see the entry you want, you can either type
the entry in the Field Value field, or if authorized, you can add
the entry to the lookup.
3-27
5. In the Template drop-down list, select the template to
appear in all Contact Records containing the specified Field
Value.
6. Click OK.
Selecting Templates Based on dBASE Expressions
GoldMine can display a selected template for every Contact
Record meeting the condition defined in a dBASE expression.
To Select a Template Based on a dBASE Expression
1. Click dBASE Expression in the GM+View Tab Rules for
Template Selection dialog box.
2. In the Expression area, type the dBASE expression defining
the triggering condition and the template to appear when
the trigger occurs. For example, to display Template1
whenever GoldMine appears in the Key1 field, otherwise
display Template2, you can create the following dBASE
expression:
iif(trim(contact1->key1)=GoldMine,
Template1, Template2)
3. Click OK.
contact record
The Expression area appears in the GM+View Tab Rules
for Template Selection dialog box.
3-28
Contact Record
Enabling Users to Select Templates
You can select a rule allowing users to select the template best
meeting their information needs in each Contact Record.
To Allow Users to Select Templates
1. Click User Selected in the GM+View Tab Rules for
Template Selection dialog box.
2. Click OK.
After you activate the User Selected rule, a user can right-click
in the GM+View tab to display the local menu, which lists the
available templates. The user can select the desired template.
GoldMine immediately changes the template appearing in the
GM+View tab.
Refreshing GM+View Templates
If you have Master Rights, you can either change the default
template from the GoldMine server or define rules to
dynamically select a template for the GM+View tab in response
to the conditions in the Contact Record; however, the display
does not immediately change on workstations already logged
on to GoldMine.
GoldMine updates the template in the GM+View tab every 30
minutes; however, even after the 30 minute period a user must
change the active Contact Record to refresh the template
appearing at the workstation.
3-29
To Refresh the GM+View tab Immediately at a
Workstation
Log out or exit GoldMine as follows:
Log out of GoldMine, then log back on: Select File>>Log
in another user, then log back on to GoldMine.
Exit GoldMine, then restart the application: Select
File>>Exit. Restart GoldMine.
Either of the methods described above refresh the selection
rules and/or the default template appearing in the
GM+View tab.
If you have Master Rights, you can delete a GM+View
template.
To delete a GM+View Template
1. On the GM+View Tab Settings dialog boxs Template
List, select the template you want to delete.
CAUTION: Be sure to check your selection before
continuing because there is no warning prompt for this delete
operation.
2. Click Delete.
contact record
Deleting GM+View Templates
3-30
Contact Record
in this chapter...
Searching for Records by E-mail
Addresses or Additional
Contacts
Working with the New Contact
Search Center
Searching for Contacts
C H A P T E R
Record Searches
Overview
4
F O U R
4
With its new commands and capabilities GoldMine® 6.0 (Corporate Edition)
expands your options for finding records. Looking up oneor many
contacts has never been easier!
New and enhanced features include:
The new Lookup menu item, Additional Lookups, enables users to search
for records by e-mail address or additional contact entry.
A new Contact Search Center (which replaces the Contact Listing)
provides a central location for searching records by a variety of powerful
methods. Use GoldMines built-in search features to quickly find contacts
or to create a filter on-the-fly to search for records meeting specific criteria.
4-2
Record Searches
Searching for Records by E-mail
Addresses or Additional Contacts
GoldMine 6.0 adds two commands to help you look up contacts.
You can search by e-mail address or additional contacts.
To Look Up Contacts by E-mail Addresses or Additional
Contacts
1. Select Lookup>>Additional Lookups, then select either E-mail
Address or Additional Contact Name.
The Contact Search Center appears.
The field corresponding to your command selection appears
in the fourth column. The figure above displays an example
of the display when a user selects Lookup>>Additional
Lookups>>E-mail Address.
2. Double-click the record you want to retrieve.
Working with the New Contact Search Center
4-3
Working with the New Contact
Search Center
Defining Contact Search Center
Preferences
The Preferences dialog boxs Lookup tab contains options
for configuring the Contact Search Center. These preferences
are the same as those available for the Contact Listing in
previous versions of GoldMine.
To Define Configuration Settings for the Contact Search
Center
Click the Search Center Preferences button in the Contact
Search Center toolbar.
record searches
GoldMine 6.0 provides the new, powerful Contact Search
Center to help you look up Contact Records. The Contact Search
Center provides a central location from which you can access
GoldMines easy-to-use search features. Use the Contact Search
Center to quickly find a single Contact Record, or to activate a
filter to retrieve contacts on the basis of specified criteria. For
example, you can activate a filter to find all of the contacts
constituting an important target group in a geographic area.
4-4
Record Searches
The Preferences dialog box appears with the Lookup tab
active.
Note: For details about selecting settings in the Lookup tab,
see the online Help.
Displaying the Contact Search Center
You can display the Contact Search Center either from
GoldMines Main Menu or from the active Contact Record.
Displaying the Contact Search Center from the
Main Menu
In GoldMine 6.0, the Contact Search Center has replaced the
Contact Listing window as the primary search tool in GoldMine.
To Display the Contact Search Center from GoldMines
Main Menu
Select Lookup and then select one of the following commands
to set up a search by the desired field:
Company
Contact
4-5
Last
Phone1
Indexed Fields: Displays a submenu of the fields on
which GoldMine maintains indexessearches run
quickly on one of these fields.
Additional Lookups: Enables you to search by either
E-mail Address or Additional Contact Name.
Displaying the Contact Search Center from the
Active Contact Record
You can quickly display the Contact Search Center and select
the field on which you want to search from the active Contact
Record.
To Display the Contact Search Center from the Active
Contact Record
From any Contact Record, double-click on the field label you
want to use as the basis of your search. For example, to search
for a record by the primary contacts Company name, doubleclick on the Company field label in the active Contact Record.
record searches
4-6
Record Searches
Navigating the Contact Search Center
GoldMines Contact Search Center displays the information
and operations you need to look up contacts in an easy-to-use
layout. The full-display Contact Search Center consists of the
following components:
A toolbar containing buttons that execute commands in the
Search criteria fields and buttons for use in building simple
to complex queries.
Browser columns listing contacts.
Optional display of saved searches (left side of the window).
Local menus in the browser columns and the saved search
list.
Contact Search Center Toolbar
The Contact Search Center includes a toolbar of commonly
used commands. Buttons with a down arrow include a pop-up
menu of commands. Some buttons appear only when you
display saved searches.
The toolbar contains the following buttons:
Select Power Search options.
Save current search criteria and/or results.
View/Hide saved searches.
Output search result.
Synchronize the Contact Record with the selected
search result.
Shrink/Expand the Contact Search Center size.
Display the Preferences dialog boxs Lookup tab,
allowing you to edit the Contact Search Center settings.
Select Browser Columns.
4-7
The following buttons appear only when you display saved
searches.
Preview the selected saved filter results.
Activate the selected search.
Release the activated search.
Display the Filter dialog box, from which you can edit
Delete the selected search.
Search Criteria
The Contact Search Center includes three fields you can use
to build a simple or complex query statement.
The Lookup drop-down list displays the indexed fields and
the additional contacts you can search such as Company.
The that drop-down list displays the operators used to control
which records are selected. From this point, we refer to this
particular drop-down list as Operator. Operators determine
the mode of comparison deciding whether a statement is TRUE
or FALSE in a particular instance.
The Value field is where you type data you want to compare
and evaluate, for example, Southwest Auto.
GoldMine defaults to using a simple search method with an
operator of Begins with. The results returned begin with the
value specified in the Value field.
record searches
the selected search expression.
4-8
Record Searches
Contact Search Center Browser Columns
The heart of the new Contact Search Center is the browser
columns listing contacts. This area resembles the Contact Listing
from previous versions of GoldMine. Four columns provide the
following information about each contact:
Company name
Contact name
Phone1 number
User-definable sort field
The fourth column typically corresponds to the search field
you select from the Lookup menu. For example, if you select
Lookup>>Last, the Contact Search Centers fourth column is
Last (name). If the command from the Lookup menu is
Company, Contact, or Phone1, the fourth column is City.
Browser Columns Local Menu
The Contact Search Center browser columns contain a local
menu with the following commands:
Show Record: Synchronizes the Contact Record matching
the record selected in the browser columns.
Select Columns: Displays the Browser Column Selection
dialog box from which you can select the columns appearing
in the Contact Search Center.
Find: Displays the Find dialog box from which you can
search for contacts based on entered text.
Output to: Sends the data to one of the following:
Printer (available only to users with Master Rights)
Word
Excel
Clipboard
Changing the Browser Columns
By default, the Contact Search Center browser columns
display information in the following four columns: Company,
Contact, Phone1 and User-definable sort field. You can change
the column display fields or add fields to the column display.
4-9
To Add or Change the Browser Columns
1. Click the Select Browser Columns button in the Contact
Search Center toolbar.
2. To add a column to the browse window, select the field in
the Available columns list, then click -->. GoldMine adds
the field to the bottom of the Selected columns list.
3. To move a field to the desired column, select the field in the
Selected columns list and then click Up or Down. Clicking
Up moves the selected field to the left in the browse window.
Clicking Down moves the selected field to the right in the
browse window.
4. To remove a field from the browse window, select the field in
the Selected columns list, then click <--.
5. Click OK.
Note: The OK button becomes available only after you make
at least one change. If you make no changes, click Cancel
to close the Browser Column Selection dialog box.
record searches
The Browser Column Selection dialog box appears.
4-10
Record Searches
Saved Searches
The optional display area on the left side of the Contact Search
Center lists available filters, groups, and SQL queries you can
use to search for contacts.
By default, the Contact Search Center hides the list of predefined
filters, groups, and SQL queries. There are several methods you
can use to display and hide the list:
Note
You can run an SQL
query on a dBASE
Contact Set.
Click the Contact Search Center toolbars Display/Hide
saved searches button.
Click the blue dotted line in the separator bar between the
saved search list and the contact list.
Right-click in the saved search list and select Close Tree to
hide the saved search list. There is no option to display the
saved search list from the local menu.
Click the Display saved searches button on the Contact
Search Center toolbar to expand the saved searches list.
Saved Searches Local Menu
After you save searches based on filters and groups, you can
execute commands to work with these searches from the
search area local menu. The saved search area local menu
offers the following commands:
Preview: Displays results for the selected search in the
Contact Search Center so you can view the selected records
before activating the search.
Activate: Activates the selected search.
4-11
Release: Releases the activated search.
Edit: Displays the Filter dialog box, from which you can
edit the selected search.
Delete: Deletes the selected search.
Close Tree: Hides the saved search area.
Changing the Contact Search Center
Display Size
The Contact Search Center is available in two sizes:
Expanded: (default) Displays all search options.
Truncated: Displays minimal search options. When
truncated, the toolbar contains two icons: Restore Search
Center, and Search Center Preferences.
The following figure shows an example of the Contact Search
Center in the truncated mode.
To Change the Contact Search Center Size
Click the Contact Search Center toolbars Shrink/Restore
Search Center size button.
record searches
Refresh: Refreshes the saved search list.
4-12
Record Searches
You can use the Contact Search Center to conduct simple,
power, and advanced searches.
Running a Simple Search for Contacts
To Run a Simple Search for Contact Records
1. Display the Contact Search Center.
2. In the Lookup drop-down list, select the GoldMine field to
search.
3. In the Operator drop-down list, select the mode of comparison.
4. In the Value text box, type the data you want to compare and
evaluate. As you type, GoldMine moves through the list to
the first Contact Record matching the value. A dotted-line
box appears around the record matched.
5. To display the Contact Record, double-click the highlighted
record.
Using Power Search Options
When you need more advanced tools to search for contacts, the
Contact Search Center provides three power search methods:
Filters
Groups based on History, Calendar, or Detail records
SQL queries
Note
Using Filters or Groups to Search for Contacts
For more details on
GoldMines filters and
groups, see the online
Help.
You can work with subsets of Contact Records based on
selected criteria. Filters and groups are two of the methods
available in GoldMine for managing data subsets. Although
each method makes a database appear to contain only a portion
of the Contact Records, the two methods differ greatly in the
way they handle these subsets.
GoldMines filters are based on Boolean expressions. Boolean
expressions are logical statements having one of two possible
outcomes: true or false. For example, the statement The sky is
clear is either true or false based on weather conditions. If the
4-13
sky is clear, the expression is true; however, if the sky is not
clear, the expression is false.
Whenever you activate a filter, the entire contents of the database
are evaluated based on the Boolean expression. The Contact
Records matching the Boolean expression are selected. The
records not matching are ignored by the filter.
Example: To create a filter that selects Contact Records containing
a primary telephone number with an area code of (213), specify
the following values for each field:
Lookup GM field: Phone1
Operator: Begins with
Value: (213)
GoldMine must find a Phone1 value that starts with (213) to
select the Contact Record as a match for the filter condition.
record searches
Groups provide another method of working with subsets of
records. A group is a fixed set of records meeting a specified set
of conditions. Access to the member records of a group is
instantaneous.
Creating Search Filters
Note
You can create subsets of records based on selected criteria
using filters
The larger
your SQL
database, the
longer a query
takes to return
complete
results.
To Create a Filter to Search for Contact Records
1. In the Power Search drop-down list, select Search using
Filters.
The upper area of the Contact Search Center changes to
provide a work area for creating a filter as shown in the
following image.
4-14
Record Searches
2. In the Lookup drop-down list, select the GoldMine field to
search.
3. In the Operator drop-down list, select the mode of
comparison.
4. In the Value text box, type the data you want to compare and
evaluate.
5. Click Insert Condition to insert the value in the filter. The
condition appears in the gray filter expression area.
6. The following buttons are active after you insert the condition:
Note
You can synchronize
Contact Records with the
search results by clicking
Sync contact with
selected search result in
the Contact Search
Center toolbar. When
you select a contact in
the browser columns,
GoldMine displays the
corresponding Contact
Record behind the
And: Connects conditions within the statement requiring
both conditions be true in order for a record to be selected.
For example, in the filter expression: Sales Territory = CN
AND Sales Rep = Bill, both sales territory and sales rep
must equal the stated values in order for a record to be
returned. If either of the conditions is false, the entire
statement is considered false.
Or: Connects conditions within the filter statement
requiring either condition to be true for the entire statement
to be true.
Brackets []: Sets an execution priority in complex
conditions. Use the brackets when combining AND and
OR statements to group operations.
Undo: Reverses the last action.
Clear: Removes the entire expression from the display
area.
Find: Displays an ALERT: Cautionary Notification
dialog box cautioning that databases with a large number
of records may cause delays when returning results. Click
OK to continue and execute the search. The results display
in the browser columns.
Activate: Displays the first Contact Record meeting the
search criteria with the following information in the title
bar: Filter: Contact Search Center; Contact: [Contact
Name]. The records meeting the filter criteria display
behind the Contact Search Center.
Release: Deactivates the selected filter.
4-15
7. Click Find to execute the search and preview the results of
the filter in the browser columns.
8. Continue to build and preview the filter expression to meet
your needs.
9. Click Activate to use the filter and work with the subset of
records.
10. In the Save drop-down list, select one of the following:
Save Search Results as a Group: Adds the contacts
selected by the search as members of a new group, which
is added to the Groups list in the saved search list of the
Save both Search Criteria and Results: Adds the filter
expression to the Filters list and creates a group (group
members are those contacts selected by the search).
Note: Once you save the filter, use the Activate selected
search and Release Active Search buttons as found on the
Contact Search Center toolbar to activate and release
predefined filters.
11. Release the filter.
Creating Groups to Search for Records
You can build a group for the purpose of searching for records
based on history, calendar, or detail records meeting specified
criteria.
To Search for Contact Records Based on History,
Calendar, or Detail Records
1. In the Power Search drop-down list select Search based
on History, Calendar or Details.
record searches
Save Search Criteria as a Filter: Adds the filter expression
to the Filters list in the saved search list of the Contact
Search Center.
4-16
Record Searches
GoldMines Group Building Wizard appears.
Note
For details
about building
groups based
on the available
criteria, such as
Scheduled
calendar
activities, see
the online Help.
The Welcome page of the Group Building Wizard provides
the following options:
Group Name: Type a descriptive name for the group.
Code: Type a group identifier using a three-letter acronym
with todays date. Using todays date identifies when the
group was created.
User: Assign ownership by selecting a name from the
drop-down list.
Synchronize group: Synchronize group updates.
Synchronization allows remote GoldMine users and other
GoldMine systems to keep current with data entered or
changed on one GoldMine systems database(s).
NOTE: If Synchronize Group is not selected when the group
is originally created, you cannot enable it at a later time. To
sync the group, you should recreate the group and select
Synchronize group.
Scheduled calendar activities: Adds contacts to a group
based on scheduled activities such as call backs, messages,
and so on.
4-17
Completed history activities: Adds contacts to a group
based on historical activities.
based on the contacts detail records, linked documents,
additional contacts, or referrals.
2. Follow the directions provided throughout the wizard to
build the group that sets up desired search conditions.
3. Once the group is built, you use the Activate selected search
and Release Active Search buttons as found on the Contact
Search Center toolbar to activate and release groups.
GoldMine places the name of the activated group in the title
bar of Contact Records meeting the search criteria. The first
Contact Record meeting the search criteria appears on top of
the Contact Search Center.
Searching for Contacts with SQL Queries
GoldMine can run either dBASE or SQL contact databases. You
can view SQL queries in the Contact Search Center. Using an
SQL query for your search has advantages over using dBASE
filters, including:
User-friendly syntax: GoldMines SQL queries are closer
to natural language than dBASE filter expressions. Users not
familiar with programming syntax may be more comfortable
working with SQL queries.
Wider search capabilities: SQL queries can search the
entire GoldMine database system, while dBASE filters can
experience limitations. For example, a dBASE filter might
exclude Opportunity Manager records in a search, but an
SQL query searches through all tables in contact sets.
Easier, more reliable search execution: Expressions with
some operators, such as NOT, are easier to run in an SQL
query than a standard dBASE filter expression, especially
on group data.
Note
To view contacts
outside the activated
filter or group, select
View>>New Contact
Window to access
the unfiltered
database.
record searches
Supplemental contact data: Adds contacts to a group
4-18
Record Searches
To Use an SQL Query to Search for Contact Records
1. In the Power Search drop-down list select Search using
SQL Queries.
The SQL Query tab appears in the Filters and Groups
dialog box.
2. The SQL Query tab offers the following options:
Saved Queries: Select a predefined query in the first
drop-down list. GoldMine now ships with several
predefined queries including contacts created on specific
dates, with no completed activities, with no e-mail address,
and so on. GoldMine displays the expression of the saved
query in the area immediately below the drop-down lists.
User: Select to display the SQL queries of another user.
By default, GoldMine displays your user name.
Query Statement: Type your query in the area below the
list boxes.
Tip: You can modify an SQL query before starting the search.
If you make changes, you can save the modified query for
future use.
3. Click Query.
4-19
4. To save a new or modified query, click Save.
The Saved SQL Queries dialog box appears. The
following figure shows an example of the dialog box that
appears when saving a newly created SQL query.
Note
record searches
GoldMine processes the query, then displays the results in
the lower part of the SQL Query tab and the number of
records and duration of the search (in seconds). The
contact you select in the results pane is displayed as the
current Contact Record.
To delete a
query, select
Delete Query.
5. Type the Query name, then click Save as new query.
To save a modified query, you can select either:
Save as new query: Leaves the originally selected query
unchanged and saves the changes as a separate SQL
query with a new query name.
Update current query: Saves the originally selected query
with the changes you made.
4-20
Record Searches
6. To scroll through expressions previously run during your
query session, click either:
<< Scrolls back through expressions run during the query
session.
>> Scrolls forward through expressions run during the query
session.
7. Click OK to close the Saved SQL Queries dialog box and
return to the SQL Queries tab.
Printing or Copying Search Results
GoldMine can print the contact data retrieved by your search to
a printer or copy the data to paste into Microsoft® Word or
Excel. You can also copy the data to Windows® Clipboard to
paste into other applications.
Printing or Copying Search Results
You can print or copy contact data retrieved by your search
from the Contact Search Center toolbar or the local menu.
To Print or Copy Search Results
Right-click in the browser columns and select Output to or in
the Output to drop-down list, select one of the following:
Printer
Word
Excel
Clipboard
in this chapter...
Working with the Redesigned
Calendar
Working with Holidays
Assigning Occasions to your
Calendar
C H A P T E R
Calendar
Overview
5
F I V E
5
GoldMine® 6.0 (Corporate Edition) provides a variety of features to enhance
your organizations calendar and to simplify scheduling activities. Features
include:
Predefined holiday sets for various countries and religions.
Redesigned Calendar.
Occasions to track special contact-related or personal events.
5-2
Calendar
Working with the Redesigned
Calendar
The Calendar in GoldMine has a new look and enhanced
capabilities so viewing and working with your schedule is
easier than ever.
Updates include:
View tabs appearing at the bottom prioritizing the display
area.
A user list box appearing in the upper-left corner of the
Calendar for easier access.
A special toolbar providing one-click access to frequently
used commands.
The new Occasions activity type you can use to define
important dates for yourself or your contacts.
Access to the new auto-update feature from local menus in
the Calendar.
The following image shows a sample display in the Day tab of
the redesigned Calendar.
Working with the Redesigned Calendar
5-3
Calendar Toolbar
The Calendar includes a toolbar featuring commonly used
commands. The down-arrow button displays a shortcut menu
of commands.
Schedule: Displays a shortcut menu of activity types.
After you select one of the items, GoldMine displays
the Schedule dialog box from which you can schedule
the activity.
Complete: Displays the Complete dialog box for the
selected activity.
Note
For details on new and
enhanced features
available for scheduling
activities, see Chapter
6, Activities.
Zoom: Displays the Schedule Activity Zoom dialog
box for the selected activity.
Previous: Moves to previous day, week, month or
year.
Next: Moves to next day, week, month or year.
Go to a Date: Displays the Go to Date dialog box
from which you can specify an exact date to display.
Select Activities: Displays the Select Activity to
View dialog box. Select the activity types you want to
display in the Calendar for both pending and
completed activities.
Delete: Deletes the selected activity.
Edit: Displays the Activity dialog box.
calendar
Today: Returns to the current date display for the
selected view.
5-4
Calendar
GoldMine 6.0 provides new, simplified options for assigning
holidays to the Calendar. You can select from sets of previously
defined holidays, define your own holidays, and/or remove
holidays as needed to reflect the dates your organization
observes.
To Access the Holiday List
1. From the GoldMine Main Menu, select Edit>>Preferences
and then click the Calendar tab.
2. Click Holidays.
If you are accessing the Holidays Maintenance dialog
box for the first time, a prompt appears asking if you
would like to import a set of holidays.
3. Click Yes.
5-5
The Holidays Maintenance dialog box appears.
Note
You can now easily add holidays to the Calendar you want to
observe. GoldMine enhances the holiday maintenance feature
with the following:
Predefined sets of national and religious holiday from which
you can select.
The ability to add, edit, or remove holidays.
Selecting Predefined Holiday Sets
GoldMine provides sets of holidays defined for 13 countries
and religions you can import into your Calendar. The sets
include both fixed holidays occurring on the same date every
year, as well as holidays occurring on different dates each year.
For example, New Years Day is a fixed holiday because it
occurs on January 1st each year, but Thanksgiving is a variable
holiday because it occurs on different dates each year.
calendar
Adding Holidays to your Calendar
If no predefined
holiday set
completely meets
your needs, you
can select multiple
predefined holiday
sets, add individual
holidays to a
predefined set, or
create your own
set.
5-6
Calendar
To Select Sets of Predefined Holidays
1. In the Holidays Maintenance dialog box, select a holiday
set name in the Holiday Categories list.
2. In the Holidays list, review the individual holidays defined
for the highlighted country or religion.
3. Select the holiday set check box you want to integrate into
the Calendar.
4. Repeat step 3 to add other holiday sets, if necessary.
5. Click OK.
Creating Holiday Sets
You can create a set of holidays for your Calendar.
To Create a Holiday Set
1. Click New in the Holiday Categories area.
The Add Holiday Category dialog box appears.
2. Type the name of the holiday set.
Note
You cannot edit
holidays assigned to
the predefined religious
sets, which include
Christian, Christian
Orthodox, Hebrew, and
Islamic.
3. Click OK.
Adding or Editing Holidays
You can add holidays to your own holiday set, or to an existing
holiday set. You can edit the properties of a holiday. For
example, your company might celebrate Thanksgiving as a
four-day weekend. You can add the Friday after Thanksgiving
Day to your holiday set.
5-7
To Add or Edit a Holiday
1. In the Holiday Categories list, select the holiday set.
2. In the Holidays area, click New to add a holiday. The Add
a Holiday dialog box appears. Go to step 4.
3. To edit a holiday, highlight the item under Holidays, then
click the Edit button to the right of the Holidays list.
GoldMine displays the Edit a Holiday dialog box with the
settings of the selected holiday. Perform the remaining steps
as needed to make changes.
4. Use the following options to create or edit a holiday:
Holiday: Type the name of the observance.
Repeats: Change the frequency of the holidays
occurrence. By default, GoldMine records the holiday as
occurring once a year.
#Days: Change the duration of the holiday. For example,
to assign a two-day holiday for Thanksgiving (Thursday
and Friday), change the setting to 2. By default, GoldMine
sets a duration of one day for each holiday.
calendar
The following image shows the Add a Holiday dialog
box:
5-8
Calendar
To identify the method of setting the date(s) to observe
the holiday, select either:
By Specific Date: Select the month from the first dropdown list, then select the date from the second dropdown list.
By Day of the Week: Assigns a sequence number, day
of the week, and month to identify the observance date.
Click the first down-arrow to select the week of the
month, click the second down-arrow to select the day
of the week, then click the third down-arrow to select
the month.
5. Click OK.
Deleting Holidays
You can easily remove a selected holiday from a set.
To Delete a Holiday from a Set
Tip
If you accidentally delete
an item, you can reverse
the action by clicking
Cancel in the Holidays
Maintenance dialog box.
However, no other
changes will be saved.
1. In the Holiday Categories list, select the holiday set.
2. In the Holidays list, select the holiday you want to delete.
3. Click Remove (in the Holidays area). A prompt asks if you
want to delete the holiday.
4. Click Yes.
Restoring Holidays Sets to the Original
Settings
If a predefined holiday set was edited, you can restore the set
to the original set of holidays on the predefined dates.
To Restore a Holiday Set to the Original Settings
1. Select the holiday set from the Holiday Categories list.
2. Click Reset. A prompt appears asking for confirmation to
re-import the original predefined holiday set, thereby
overwriting any modifications made to the set.
3. Click OK.
5-9
Deleting Holiday Sets
You can delete any holiday set.
To Delete a Holiday Set
1. Select the holiday set from the Holiday Categories list.
2. Click Remove in the Holiday Categories area. A prompt
asks if you want to delete the holiday set.
3. Click Yes.
Viewing Holidays in the Calendar
After you add holidays, the Calendar changes to display the
special dates in the first four tabs. The Day and Week tabs
identify each holiday by name. The Month and Year tabs
identify each holiday by highlighting the date.
Viewing Holidays in the Day and Week Tabs
The Day and Week tabs identify each holiday by name in a
light colored bar at the top of the dates display.
calendar
The following image shows an example of the Thanksgiving
holiday in the Day tab:
5-10
Calendar
Viewing Holidays in the Month and Year Tabs
The Month and Year tab highlight holidays. In the following
sample of the Year tab, each holiday appears inside a blue
outline.
The following figure shows highlighted dates for selected
holidays in the Year tab:
Importing and Exporting Holidays
GoldMine provides iCalendar® import and export capabilities
for holiday lists enabling you to set up a set of holidays quickly
and easily. Use the iCalendar import and export capabilities
to share holiday sets with users of other calendar management
applications, such as Microsoft Outlook.
Importing Holiday Sets
You can import a holiday set from an iCalendar (.ics) file.
GoldMine can now import holiday sets exported from any
iCal-capable program. When importing an iCalendar file,
GoldMine provides options for handling the incoming activity.
To Import an iCalendar File as a Holiday Set
1. Click Import in the Holidays Maintenance dialog box.
5-11
The Open dialog box appears.
2. If necessary, navigate to the folder containing the iCalendar
files, then select the file you want to import into GoldMine.
3. Click Open. GoldMine automatically adds the contents of
the iCalendar file as a holiday set. The imported holiday
set appears at the end of the Holiday Categories list in the
Holidays Maintenance dialog box.
GoldMine can now export holiday sets as iCalendar (.ics) files.
Users of iCalendar-enabled applications, such as Microsoft®
Outlook or Lotus Notes®, can then import the sets from your
iCalendar file to add the holidays to their calendars.
To Export a Holiday Set as an iCalendar File
1. Select the holiday set in the Holiday Categories list.
2. Click Export. The Save As dialog box appears.
3. In the File name text box, type the name of the iCalendar
file, or select a previously saved file name in the drop-down
list.
4. Save the iCalendar file in the current folder or navigate to
the folder in which you want to save it.
5. Click Save.
Note
GoldMine does
not automatically
add date-related
records, such as
birthdays, stored
in the Contact
Record. You
must add those
as occasions by
the procedure
described in this
section.
calendar
Exporting Holiday Sets
5-12
Calendar
Assigning Occasions to your
Calendar
Note
You can create and
view occasions on the
Occasions tab of the
Record Properties
dialog box. Select
Edit>>Record
Properties and click the
Occasions tab.
In addition to major holidays, you may want the Calendar to
display dates important to your contacts or to you personally.
You can create one time or recurring occasions. GoldMine 6.0
can now display your important dates or occasions in the
Calendar. Occasions appear on the lower right side of either
the Day or Week tab of the Calendar. GoldMine also applies a
color code to occasions and holidays in the Year tab. You can
also view, edit and delete Occasions on the Occasions tab in
the Activity List.
Occasions display on the Pending tab of the linked contact
after an activity is associated with the occasion. When the
GoldMine Occasion Alarm dialog box appears, click Schedule
and then select an activity type. After you complete the activity
information, it appears on the Pending tab.
To Add or Edit an Occasion
1. From the Day or Week tab of the Calendar, right-click in
the Occasion browse window to display the local menu.
Select New.
The Edit an Occasion window appears. By default,
GoldMine displays the Detail tab.
Assigning Occasions to your Calendar
5-13
2. In the Detail tabs Reference text box, type the name of the
occasion. GoldMine displays this name in the Calendars
Occasion column.
3. To select a different contact as the subject of the occasion,
click
to display a shortcut menu from which you can
select another contact or create a Contact Record. By default,
GoldMine displays the primary contact in the Contact text
box.
Note: For details on working with the shortcut menu commands,
see Changing the Contact While Defining an Occasion.
4. In the Notes area, using the HTML formatting features and
the spell check capabilities, type any additional details you
want to include with the occasion.
5. To assign the Occasion to another GoldMine user, select
another name from the User list.
6. Select the Category most closely fitting the event, such as
Anniversary or Birthday.
7. To categorize the occasion by a code, click the Code F2
lookup arrow to display a list from which you can select a
value. Activity codes are especially useful for analyzing
activities.
9. To restrict display of details about the occasion to yourself,
the assigned user, and Master Rights users, select Mark as
Private.
10. To create an unlinked occasion, such as a personal event,
clear Link to Contact. By default, GoldMine links the
occasion to the record associated with the name in the
Contact text box.
Note: Occasions scheduled as unlinked: disables the Link to
Contact option. To enable the Link to Contact option, search
for the contact.
calendar
8. To assign a Color to the occasion, select one from the list.
5-14
Calendar
11. Click the Date Span tab.
12. To change the Date of the occasion, click the F2 lookup
arrow to display the graphical calendar. By default,
GoldMine displays the current date.
13. To set up a multiple-day occasion, either type the number
in the Duration box, or click the spin arrows to increase or
decrease the number. By default, GoldMine schedules an
occasion for one day.
14. To skip setting an alarm to remind you of the upcoming
occasion, clear the Before check box.
If you want to accept the alarm, you can change the number
of days before the event the alarm appears using the same
methods described in step 13. The default alarm setting is
one day.
15. To change the interval at which the occasion occurs, after
Every, set the number of years to lapse between each
occasion. The default value is 1.
Assigning Occasions to your Calendar
5-15
16. To schedule the date of the activity, select either of the
following options:
By Specific Date: Select the month in the first dropdown list. Select the date in the second drop-down list.
By Day of the Week: Select the week in the first dropdown list (for example, First, Second, and so on.), and
the day of the week in the second drop-down list (for
example, Monday). Select the month in the third dropdown list. The resulting date would specify a date by
position in the selected month. (For example, On Fourth
Friday of October.)
17. Click OK.
Viewing Occasions in the Year Tab
Occasions appear inside a blue border.
Holidays appear on a light blue background without a
border.
Occasions scheduled on the same date(s) as holidays appear
on a light blue background within a blue border.
calendar
You can also view occasions in the Year tab of the Calendar.
5-16
Calendar
Editing Occasions
You can change the settings in an occasion.
To Edit an Occasion
1. Select the occasion that you want to edit from the Day or
Week tab of the Calendar.
2. Right-click in the Occasion browse window to display the
local menu. Select Edit. The Edit an Occasion window
appears.
3. Change settings for the occasion as needed.
4. Click OK.
Deleting Occasions
You can delete an occasion you no longer want to display in
the Calendar.
To Delete an Occasion
1. Select the occasion that you want to delete from the Day or
Week tab of the Calendar.
2. Press the DELETE key. GoldMine displays a prompt to
confirm you want to delete the occasion.
3. Click Yes.
in this chapter...
Viewing Occasions and Holidays in
the Activity List
Using Enhanced Scheduling Features
in the Detail Tab
Redesigned Users Tab
Selecting Advanced Options for
Recurring Activities
Completing or Deleting Multiple
Activities
Importing and Exporting iCalendar
Files
Activities
Overview
C H A P T E R
6
S I X
6
GoldMine® 6.0 (Corporate Edition) provides new features and easier
methods for viewing and scheduling activities. Features include:
New tabs in the Activity List to view holidays and occasions.
Redesigned tabs in the Schedule dialog box organizing options in a clear,
user-friendly layout.
The ability to schedule an activity for multiple contacts and users.
Extended HTML formatting for Notes when scheduling activities.
New capability to check the spelling in activity notes.
Distribution of Meeting Requests is now available by GoldMine e-mail.
6-2
Activities
Enhanced options to schedule recurring activities in the new
Advanced Recurrence dialog box.
Updated label for the Group Scheduling tab that more
clearly identifies the options available in the tab.
New auto-update feature that can complete or delete
multiple activities in one operation.
New import and export capabilities for iCalendar (.ics) files.
You can use the same methods to access the Schedule dialog
box in GoldMine as in previous versions. Select Schedule and
then select the activity type you want to schedule. Icons on
the Getting Started, Basic, and the Schedule toolbars also
provide access to the Schedule dialog box.
Viewing Occasions and Holidays in the Activity List
6-3
Viewing Occasions and Holidays in
the Activity List
GoldMines Activity List now includes tabs for the following
records:
Occasions: Lists special dates defined in the Calendar.
Holidays: Lists holidays selected in the Calendar tab of
the Preferences dialog box.
Opp/Proj Tasks: Lists open tasks assigned for opportunities
and projects.
To View New Tabs in the Activity List
1. Select View>>Activity List.
2. Click the Occasions tab to view special dates you have
added to your Calendar.
3. Click the Holidays tab to view holidays observed by your
organization.
4. Click the Opp/Proj Tasks tab to view open tasks assigned
to opportunities and projects.
5. When done, click
List.
in the title bar to close the Activity
activities
The following image shows the Activity List with the new tabs.
The Occasions tab is open to show a sample display:
6-4
Activities
Occasions Tab Local Menu
Note
For details about
working with
GoldMines new
occasions feature,
see Assigning
Occasions to your
Calendar in
Chapter 5.
The Occasions tab browse window includes a local menu
with the following commands:
Zoom: Displays details about the selected occasion in the
Scheduled Activity Zoom dialog box.
Options: Contains a submenu of commands including:
Date Range: Displays a shortcut menu of date ranges,
such as This Week. You can select one of the standard
options, or click Date Range to display the Activity Date
Range dialog box, from which you can specify the range
of dates.
User: Displays the Select a User dialog box, from which
you can select another user.
View: Specifies the type of display. Select one of the
following:
Detailed View: Selects whether or not the details of
the selected activity are displayed in the lower portion
of the Activity List.
Sync Contact: Selects whether or not the displayed
Contact Record is linked to the Activity List. When
this option is active, the Contact Record window
always displays the Contact Record linked to the
selected activity in the Activity List.
Show Contact: Displays the name of the contact in
the Contact column of the browse window.
Show Company: Displays the name of the company
in the Contact column of the browse window.
Find: Displays the Find dialog box, from which you can
search for contacts based on entered text.
Output to: Sends the data to Printer (available only to users
with Master Rights), Word, Excel, or Clipboard.
Delete: Deletes the selected occasion.
Edit: Displays the Occasion dialog box, from which you
can modify the occasion.
Using Enhanced Scheduling Features in the Detail Tab
6-5
Using Enhanced Scheduling
Features in the Detail Tab
GoldMine now features an updated Schedule dialog box
Detail tab that reorganizes previously available options and
provides new options. The new options include:
The Options and Actions areas of the Detail tab clearly
distinguish the properties of the activity in GoldMine from
additional operations GoldMine can run when you schedule
the activity.
HTML text editing and full spell check support for Notes
in the activity.
Option to send Interactive Meeting Requests by the best
method to reach invitees: through GoldMine e-mail to users
or by Internet e-mail to contacts.
To Define Basic Scheduling Settings in the Detail Tab
1. Select Schedule, then select an activity you want to schedule.
Note
The following
figure shows
the Schedule
an Appointment
window, but the
settings are the
same for other
activity types,
unless
otherwise
noted.
activities
By default, GoldMine displays the Detail tab in the
Schedule dialog box. The following image shows the
dialog box appearing when you select Schedule>>
Appointment.
6-6
Activities
2. Use the options on the Schedule dialog box to schedule
the activity.
Note
For details about
working with HTML text
formatting, see Chapter
12, Using HTML Editing
Features.
3. To provide details about the call, type the information in
the Notes area.
When you click inside the Notes area to position your cursor,
the HTML editing toolbar appears. Do not use HTML
formatting if you plan to send the activity as a Meeting
Request. GoldMine formats Notes in Meeting Requests as
plain text to ensure correct display in receiving applications,
such as Microsoft® Outlook.
4. To send an interactive Meeting Request for the activity to
the individuals identified in the Contact(s) field, select Send
a request with the [activity] to, then specify the type of
recipients in the following drop-down list options:
User(s)
Contact(s) (Default)
Both User(s) and Contact(s)
Tip
After the activity is
scheduled, you can
view the newly
scheduled activity in
the contacts Pending
tab.
Note: To receive the Meeting Request, the recipient must either
use GoldMine (user or contact) or another iCalendar-enabled
application, such as Microsoft Outlook (contact). If supported
by the receiving application, the message header may include
a button the recipient can click to record the activity on his or
her calendar, as well as other options, including Decline and
Propose new time.
GoldMine formats Notes in Meeting Requests as plain text to
ensure correct display in the receiving applications.
5. When finished, either click Schedule, or click another tab
to continue selecting options to schedule the activity.
6-7
Scheduling Activities to Multiple
Participants
Using GoldMine, you can schedule an activity simultaneously
to multiple contacts and users. Click the Select Contacts button
(
) in the Schedule dialog boxs Detail tab.
Use the Contact(s) and User(s) Selection dialog box to:
Add or remove contact(s) from an activity, as well as
delegate the activity to other user(s).
Select contacts who are neither members of a group, nor
related on a basis definable by a filter.
Select additional contacts for the scheduled activity.
Create Contact Records on-the-fly to add as participants of
an activity.
After you close the Contact(s) & User(s) Selection dialog
box, GoldMine displays the selected contacts in the Multiple
Contacts text box on the Detail tab, and displays the selected
users in the Users tab of the Schedule dialog box.
activities
A menu appears where you can choose Select multiple
contacts to display the new Contact(s) and User(s) Selection
dialog box.
6-8
Activities
Adding Contacts to Activities
You can add primary or additional contacts to an activity from
the Contacts tab of the Contact(s) & User(s) Selection dialog
box. There are two methods by which you can add contacts:
Adding multiple contacts: Adds primary contacts and
prompts you to include the linked additional contacts.
Selecting additional contacts: Specifies the additional
contact(s) you want to select for the activity.
Selecting Primary and Linked Additional Contacts
You can easily add primary contacts to an activity and include
any additional contacts linked to the Contact Records.
To Select Primary Contact(s) as Participants in an
Activity
1. On the Detail tab of the Schedule dialog box, click the Select
Contacts button (
Note
For details about
working with the
Contact Search Center,
see Chapter 4.
).
2. On the menu, click Select multiple contacts. The
Contact(s) & User(s) Selection dialog box appears. By
default, GoldMine displays the Contacts tab.
3. Click New. The Contact Search Center appears.
4. Double-click to select the primary contact to add as a
participant.
If no additional contacts are linked to the Contact Record,
GoldMine closes the Contact Search Center then returns to
the Contact(s) & User(s) Selection dialog box.
6-9
If additional contacts are linked to the Contact Record, an
alert appears.
5. Select Dont show me this message again to automatically
bypass the warning prompt and preclude selecting
additional contacts as activity participants in the future.
6. Click More info to access the FrontRange Solutions Support
Web site at support.frontrange.com and search for details
about the suggested action.
Note
Your system must be
connected to your
Internet Service
Provider to access the
FrontRange Solutions
Support site.
activities
7. Click OK to display the Additional Contacts Selection
dialog box.
6-10
Activities
8. Select additional contacts linked to the Contact Record and
then click OK.
GoldMine returns to the Contact(s) & User(s) Selection
dialog box. The selected individuals appear below Contact(s).
Assigning an Activity to an Additional Contact
You can use a direct method to assign the activity to an
additional contact.
To Assign an Activity to an Additional Contact
Contacts button (
Note
For details about
creating a Contact
Record, see the online
Help.
).
Note: The command to Select another contact from this
Record is available only if the active Contact Record contains
one or more additional contacts, which are stored in the
Contacts tab.
2. From the Select another contact from this Record area
select an additional contact.
3. Use the options on the Schedule dialog box to schedule
the activity.
Creating Contact Records to Add as
Participants of Activities
Using GoldMine, you can create a Contact Record on-the-fly
to immediately add as a participant to an activity.
6-11
To Create a Contact Record while Selecting Activity
Participants
Contacts button (
).
2. On the menu, select Create a new contact. The New
Company and Contact dialog box appears.
3. Complete the entries the same as for any new contact. When
you click OK, GoldMine creates the record, and adds the
contacts name to the Detail tabs Contact list in the
Schedule dialog box.
Adding Users to Activities
To Select GoldMine User(s) as Participants in an Activity
Contacts button (
).
2. Select Select multiple contacts from the menu. The
Contact(s) & User(s) Selection dialog box appears.
4. Click New. The Select a User dialog box appears.
activities
3. Click the Users tab.
6-12
Activities
5. Select a name in the User Name drop-down list.
6. Click OK to return to the Users tab.
7. Click OK.
Removing Participants from Activities
You can follow the same steps to remove any contacts or users
selected for an activity; however, you must select the tab listing
the type of participant to remove the individual(s). The
following procedure illustrates removing contacts from an
activity.
To Remove Participants from an Activity
Contacts button (
Note
Contacts receive
Meeting Requests
through Internet
e-mail, while users
receive their notices
through GoldMine
e-mail.
).
2. Click Select multiple contacts and then click the Users
tab.
3. To remove one participant, click the individuals name, then
click Remove.
To remove all participants, click Remove All.
4. Click OK.
6-13
The Users tab in the Schedule dialog box has a new layout
clearly distinguishing the selected users from the Actions. In
addition to reorganizing settings, the Users tab contains a new
setting to send interactive Meeting Requests for the scheduled
activity to participants.
To Delegate an Activity to Selected User(s)
2. Select Delegate to User(s) to add users or user groups to a
scheduled activity or Send Bcc: E-mail User(s) to send
blind e-mail to the additional users or user groups.
3. Select Send a request with the delegation to to send an
interactive Meeting Request for the activity by e-mail to the
user(s), then accept the User(s) setting in the drop-down
list below the option.
4. Click the names in the User List and/or User Group List, then
click Select>> to add the names to the Selected Users list.
To remove a user and/or user group, click the name in the
Selected Users list, then click <<Remove.
5. When finished, either click Schedule, or click another tab
to continue selecting options to schedule the activity.
activities
1. From the Schedule dialog box, click the Users tab.
6-14
Activities
Selecting Advanced Options for
GoldMine now provides an expanded set of controls to
schedule recurring activities including forecasted sales. Similar
to previous versions of GoldMine, you can define basic settings
for a recurring activity in the Recurring tab in the Schedule
dialog box; however, you can select the new More button to
work with the options available in the Advanced Recurrence
dialog box.
Note
The Hourly scheduling
option is not available
when scheduling
forecasted sales.
The Advanced Recurrence dialog box contains options to
repeat an activity in time or date increments from hourly to
annually. After you select an hour or date increment, you can
select corresponding options sensitive to the frequency with
which the activity is scheduled to occur. For example, you can
specify an end time as well as a start time for meetings
scheduled to recur hourly; however, the ending time setting
is not available for activities scheduled to recur daily, weekly,
monthly, or yearly.
Settings defined in the Advanced Recurrence dialog box
override settings defined in the Recurring tab. For example, if
the Fixed Frequency is defined as Daily in the Recurring tab,
but you select Monthly in the Advanced Recurrence dialog
box, the Monthly selection from the Advanced Recurrence
dialog box overrides the Daily selection in Recurring tab.
IMPORTANT: GoldMine and Microsoft® Outlook do not recognize
recurring activities when created in the other application. For
example, if a user schedules a recurring activity in Outlook, then
synchronizes to GoldMine, GoldMine creates each activity but
does not link them as instances of a series. If a GoldMine user
changes or deletes one instance of the series, GoldMine does
not prompt the user to change all members of the recurring activity.
The same response occurs in Outlook for recurring activities
originally scheduled in GoldMine.
Selecting Advanced Options for Recurring Activities
6-15
Defining Activity Options from the
Advanced Recurrence Dialog Box
You can now access additional options for scheduling a
recurring activity or forecasted sale from the Recurring tab.
To Define Advanced Options to Schedule a Recurring
Activity
1. In the Schedule dialog box, click the Recurring tab.
Note
2. Click More.
activities
For details about the
options available for
each time/date
increment, see the
following discussions.
6-16
Activities
The Advanced Recurrence dialog box appears.
3. Select the frequency by which you want to schedule the
recurring activity, for example, Hourly. After you select the
frequency, the options to the right of the Occurs area change
to correspond to your selection.
4. Set the Start Date for the recurring activity. Type the date
or select a date from the F2 Lookup graphical calendar.
5. Specify the ending date of the activity by selecting either:
End Date: Type the date or select from the F2 Lookup
Calendar.
End After: Set the number of occurrences. The default
value is 5.
6. Set the Start Time for the activity. Type the time or select
from the F2 Lookup graphical clock.
7. If you are setting up an activity recurring hourly, set the
End Time for the activity.
8. When finished, click OK to close the Advanced Recurrence
dialog box and return to the Recurring tab.
6-17
Defining Hourly Recurring Activity Options
When you select Hourly in the Occurs area of the Advanced
Recurrence dialog box, GoldMine displays special Hourly
options. These settings work in conjunction with the Date Span
options.
To Define Options for Hourly Recurring Activities
1. Click Hourly as described in step 3 of Defining Activity
Options from the Advanced Recurrence Dialog Box.
2. In the Hourly Repeats area, click the radio button corresponding to the frequency at which you want the activity to repeat:
Every 4 hours
Every x hours: Default setting is 8
3. To allow scheduling at night or other off-hours, clear Skip
non-work day hours.
Note: If you plan to schedule a recurring activity sent to Outlook
users through Meeting Request, clear Skip non-workday hours,
and use other scheduling options to select the hours at which
the activity can occur. When Skip non-workday hours is
selected, Outlook schedules only the first instance of the
recurring activity. Outlook does not schedule the remaining
activities. This situation does not occur for GoldMine users.
activities
Every hour
6-18
Activities
Defining Daily Recurring Activity Options
When you select Daily in the Occurs area of the Advanced
Recurrence dialog box, GoldMine displays special Daily
options.
To Define Options for Daily Recurring Activities
1. Click Daily as described in step 3 of Defining Activity
2. Select the frequency at which you want the activity to repeat:
Every day
Every other day
Every x days: Default setting is 3
3. To allow scheduling on Saturday and Sunday, clear Skip
Weekends. By default, GoldMine skips weekends and
instead schedules activities falling on a Saturday or Sunday
on the following Monday.
Note: If you plan to schedule a recurring activity sent to Outlook
users through Meeting Request, clear Skip weekends and use
other scheduling options to select the days on which the activity
can occur. When Skip weekends is selected, Outlook schedules
only the first instance of the recurring activity. Outlook does not
schedule the remaining activities. This situation does not occur
for GoldMine users.
6-19
Weekly Recurring Activity Options
When you select Weekly in the Occurs area of the Advanced
Recurrence dialog box, GoldMine displays special Weekly
options.
To Define Options for Weekly Recurring Activities
1. Click Weekly as described in step 3 of Defining Activity
Note
If you plan to schedule
a recurring activity that
will be sent to Outlook
users via Meeting
Request, clear Skip
weekends, and use
other scheduling options
to select the days on
which the activity can
occur. When Skip
weekends is selected,
Outlook will schedule
only the first instance of
the recurring activity.
Outlook will not
schedule the remaining
activities. This situation
does not occur for
GoldMine users.
Every week
Every x weeks: Default setting is 3
3. To schedule the activity By Day of the Week, select the
day(s) of the week on which you want to schedule the
activity, for example, Monday.
Monthly Recurring Activity Options
When you select Monthly in the Occurs area of the Advanced
Recurrence dialog box, GoldMine displays special Monthly
options.
activities
Every other week
6-20
Activities
To Define Options for Monthly Recurring Activities
1. Select Monthly as described in step 3 of Defining Activity
Note
If you plan to schedule
a recurring activity sent
to Outlook users
through Meeting
Request, clear Skip
weekends and use
other scheduling options
to select the days on
which the activity can
occur. When Skip
weekends is selected,
Outlook schedules only
the first instance of the
recurring activity.
Outlook does not
schedule the remaining
activities. This situation
does not occur for
GoldMine users.
Every month
Every other month
Every x months: Default setting is 3
3. To schedule By Specific Date, select the date from the dropdown list, for example, On the 17th of the month.
Note: When you select Every other month and Skip Weekends
then schedule an activity within the 29th31st of a month with
less than 2931 days, GoldMine schedules the activity for the
following Monday, even though that date falls in the next month.
day of the month on which you want to schedule the activity.
Select the week from the first drop-down list (for example,
First, Second, on so on) and the day of the week from the
second drop-down list (for example, Monday). The resulting
date would specify a position in the month, for example, On
Fourth Friday.
6-21
Yearly Recurring Activity Options
When you select Yearly in the Occurs area of the Advanced
Recurrence dialog box, GoldMine displays special Yearly
options.
To Define Options for Yearly Recurring Activities from
the Advanced Recurrence Dialog Box
1. Select Yearly as described in step 3 of Defining Activity
Note
For details about
deleting recurring
activities, see Deleting
Recurring Activities.
3. To schedule By Specific Day, select the month from the
first drop-down list (for example, May), then select the date
from the second drop-down list (for example, 17th) to create
the date, for example, On the 17th of the month.
day of the month on which you want to schedule the activity.
Select the position in the month from the first drop-down
list (for example, Third), select the day of the week from
the first drop-down list (for example, Friday, and so on),
and the month from the third drop-down list (for example,
May). The resulting date would specify a position in the year,
for example, On Third Friday of May.
activities
2. Set the number of year(s) at which you want the activity to
repeat.
6-22
Activities
Editing Recurring Activities
You can make global changes to all activities in the series
generated when you schedule a recurring activity except for
the Start Date. You can open any individual activity record to
make the changes. When you close the updated record,
GoldMine displays a prompt allowing you to apply the
changes to all of the activity records in the series.
You can change the Start Time of all occurrences of a recurring
activity, but you cannot globally change Start Date scheduled
for all records generated in a series of recurring activities. You
can change the date of an individual activity record in the series
of recurring activities. For example, you can reschedule one
meeting generated in a series of meetings scheduled for every
Monday to Tuesday. The remaining meetings would remain
scheduled on Mondays. When editing the date and/or time
settings in recurring activities, GoldMine only updates the
currently open activity record.
If you must change the date throughout a series of recurring
activities, you must delete all of the records generated by the
original scheduling, then schedule the recurring activity again.
This requirement applies to repeating activities scheduled
from the Recurring tab or the Advanced Recurrence dialog
box.
To Globally Edit a Recurring Activity
1. On the Pending tab, right-click the activity record you want
to update, and then select Edit. The activity record appears.
2. Add or change entries in any of the fields except Date.
3. Click OK. A prompt asks if you want to apply the updated
entries to all associated activities.
4. To change all of the activities in the series, click Yes. To
limit changes to only the record you are editing, click No.
6-23
Deleting Recurring Activities
1. On the Pending tab, select one of the activity records
generated by scheduling the recurring activity.
2. Press DELETE. A prompt asks you to confirm your decision.
3. Click Yes. A prompt asks if you want to delete all associated
activities.
4. To delete all of the activities in the series, click Yes. To delete
only the current record, click No.
Group Scheduling Tab Changes Name
The Group Scheduling tab in the Schedule dialog box has
been renamed the Filter/Group tab. The new tab name clarifies
the purpose and scope of the option, which are the same as
those previously available in the Group Scheduling tab.
To Access the Filter/Group Tab
From the Schedule dialog box, click the Filter/Group tab.
activities
The available options are the same as the settings previously
available in the Group Scheduling tab, as shown in the
following image:
6-24
Activities
Completing or Deleting Multiple
Activities
Use GoldMines new auto-update feature to simplify
completing or deleting large numbers of scheduled activities.
You can simultaneously update displayed activities scheduled
for you (or another user), or activities scheduled for a single
contact.
Completing or Deleting Activities
Scheduled for Users
You can now simultaneously complete or delete multiple
activities scheduled for youor another selected userfrom
the Activity List. You must work in specific tabs to access the
auto-update feature.
In the Activity List, access the auto-update feature from any
of the following tabs:
Open
Alarmed
Calls
Appts
Events
To-do
Others
Actions
Forecasts
To Complete or Delete Activities Scheduled for Users
1. Select View>>Activity List.
2. Right-click and select Options>>User to complete or delete
activities scheduled for another user. The Select a User
dialog box appears.
3. In the User Name drop-down list, select the user whose
activities you want to display.
4. Click OK to close the Select a User dialog box.
Completing or Deleting Multiple Activities
6-25
5. Right-click and then select Options>>Auto-Update.
Tip: In the Activity List, you can only auto-update displayed
activities. For example, you cannot complete or delete
appointments from the Calls tab. To auto-update selected
activity types, work in the Open tab.
6. Select one of the following options:
Complete ALL of the Activities currently displayed
Complete selected Activity Type(s) Only
Delete ALL of the Activities currently displayed
Deleted selected Activity Type(s) Only
If you selected Complete/Delete ALL of the Activities
currently displayed, click OK.
If you are working in the Open tab and you selected
Complete/Delete selected Activity Type(s) Only, continue.
activities
The Auto-Update Activities dialog box appears.
6-26
Activities
7. In the Activity Types area, clear any activities you want to
maintain in their current (open) status.
8. Type a value in Result to add a code to the completed
activities.
9. By default, GoldMine categorizes completed activities as
Successful. Select Unsuccessful in the Success dropdown list to categorize the completed activities as
unsuccessful.
10. Select Date range to complete or delete activities scheduled
within a specific period.
11. To set the From date and the To date, either type the date
in each field or select the F2 Lookup graphical calendar.
12. Click OK.
Note: When you delete activities generated from Meeting
Requests, GoldMine displays a prompt that asks if you want to
delete all instances of the activity. To delete all instances, click
Yes. To delete the activity only for the active record, click No.
Completing or Deleting Activities
Scheduled for Active Contact Records
You can simultaneously complete or delete multiple activities
scheduled for the active Contact Record.
To Complete or Delete Activities Scheduled for Contacts
1. Display the Contact Record for which you want to complete
or delete activities, then click the Pending tab.
2. Right-click and then select Options>>Auto-Update. The
Auto-Update Activities dialog box appears.
3. Continue with the auto-update options.
Importing and Exporting iCalendar Files
6-27
Importing and Exporting iCalendar
Files
GoldMine now offers expanded iCalendar® support for importing
activities from iCalendar (.ics) files into GoldMine, as well as
exporting scheduled activities as iCalendar files. Use the
iCalendar import and export capabilities to share activities with
users of other Calendar management applications, such as
Microsoft Outlook.
Importing iCalendar Files
GoldMine 6.0 adds the capability to import iCalendar files
exported from any iCalendar-capable program. Depending on
the options you select, you can either:
Schedule the activity directly to your Calendar.
Display a Meeting Request enabling you to respond to the
activity before placing on the Calendar.
To Import an iCalendar File
1. Select Tools>>Import/Export Wizard>>Import from an
iCalendar file. The Open dialog box appears.
3. Click Open.
activities
2. Navigate to the folder containing the iCalendar file(s) (.ics),
if necessary, then select the file you want to import into
GoldMine.
6-28
Activities
The Import from an iCalendar file dialog box appears.
Note: When importing iCalendar files from Lotus Notes®,
GoldMine schedules activities without assigned participants,
or invitees, as unlinked. You can identify this situation in
the Import from an iCalendar file dialog box whenever the
Organizer entry is UNKNOWN.
4. To select the action you want to take on the iCalendar file,
click on one of the following buttons:
Import: Schedules a single iCalendar file activity directly
to your Calendar.
Import All: Schedules all activities contained in a multirecord iCalendar file directly to your Calendar.
Open: Displays a Meeting Request for the single activity,
or for the first activity in a multi-record iCalendar file.
Note: The Open option is not available when importing
Published Event activities.
If you select either Import command, you are finished.
GoldMine closes the Import from an iCalendar file dialog
box and schedules the activity on the Calendar.
6-29
If you click Open, GoldMine displays a Meeting Request
as displayed in the following image. Continue with step 5.
5. Click the hyperlink corresponding to your response.
activities
Note: For details about responding to a Meeting Request, see
the online Help.
6-30
Activities
Exporting Activities as iCalendar Files
GoldMine now can export scheduled activities as an iCalendar
(.ics) file. Users of iCalendar-enabled applications, such as
Microsoft Outlook or Lotus Notes®, can then import activities
from your iCalendar file to schedule to their calendars.
To Export Scheduled Activities as an iCalendar File
1. From the main menu, select Tools>>Import/Export Wizard>>
Export to an iCalendar file.
The Export to an iCalendar file dialog box appears.
2. In the Select based on Contact(s)/User(s) drop-down list,
select the source of records for export:
Activities based on the Contact(s): Exports activities
scheduled for the current Contact Record or for those
records selected on the basis of a filter.
Activities based on the User(s): Exports activities
scheduled for selected user(s). Select one or more users
from the list.
6-31
3. You can export activities for the active Contact Record or a
predefined filter or group. Select one of the following:
Current contact record: Exports activities from the
currently active Contact Record.
Filter/Groups: Exports activities for the contacts based
on the selected filter or group.
4. To export all activity types, accept the default Activity Type
settings. To exclude any activity type(s) from the export,
clear the types you do not want.
5. Select Date Range to export only those activities scheduled
within a specific range of dates. Select the From and To
dates from the F2 Lookup graphical calendar.
Tip: To set a date range exporting all selected activities
recorded up to a specified date, clear the From field.
6. Click Export. The Save As dialog box appears.
7. In the File name field, type the name of the iCalendar file,
or select a previously saved file name in the drop-down
list. Save in the default folder or navigate to another folder.
8. Click Save.
activities
The GoldMine Process Monitor appears to display the
progress of the export. Click Stop Process at any time to
cancel the export. Otherwise, GoldMine continues until the
export is done.
6-32
Activities
in this chapter...
Navigating the Updated Opportunity/
Project Manager
Creating Opportunities or Projects
Displaying Linked Sales in the Pipeline
Funnel
Using Filters to Select Subsets of
Opportunities
Completing Opportunities
Assigning Quotas from the Updated
Quota Profile
Scheduling Sales from the Updated
Forecasted Sale Dialog Box
C H A P T E R
7
Overview
7
S E V E N
GoldMine® 6.0 (Corporate Edition) provides updated displays and more
features to help you manage all phases of planning and scheduling sales.
Enhanced sales capabilities include:
Reorganized Opportunity/Project Manager providing more capabilities,
yet easier than ever to use. New features include a wizard to create
opportunities and projects, an expanded toolbar to run commonly used
commands, and the pipeline funnel now appears in its own window
and you are able to output to a HTML file. The pipeline provides an
overview of both opportunities and forecasted sales.
Assign a new quota dialog box organizing settings formerly available
in the Quota Profile dialog box into tab folders for easier management
of quota assignments.
Schedule a Forecasted Sale dialog box organizing new and previously
available settings in tab folders for easier management of sales-related
information.
7-2
Navigating the Updated
Opportunity/Project Manager
Accessing the Opportunity Manager or
Project Manager
To access the Opportunity Manager or the Project Manager,
select View>>SalesTools>>Opportunities or View>>Projects,
respectively. The following figure shows the new Opportunity
Manager. The Project Manager looks similar.
GoldMine 6.0 features a redesigned Opportunity/Project
Manager with the following new and enhanced features:
New toolbar provides quick access to commonly used
commands; for example the Toggle Opportunities/Projects
icon replaces the View drop-down list to enable users to
switch between opportunities and projects.
New commands are available on the local menu.
The opportunity filter manager view area in the left pane
lists all open and closed opportunities or projects sorted by
Stage.
Forecast tab is now the Prods/Svcs tab with the same
information display and options.
Details tab is now the Details/Links tab with the same
information display. Options include the new support for
linking GoldMine merge forms.
Navigating the Updated Opportunity/Project Manager
7-3
step-by-step methods to create opportunities and projects.
The New Opportunity and New Project dialog boxes are
still available for users who are comfortable using the
original methods of creating opportunities or projects.
New Opportunity/Projects Manager Toolbar
In GoldMine the Opportunity/Project Manager window
includes a toolbar of commonly used commands.
Toggle to Projects View/Toggle to Opportunities
View: Switches between opportunities and projects.
New: Creates an opportunity or project with the wizard
or dialog boxes.
Clone: Copies the selected opportunity or project.
Delete: Removes records from the selected opportunity
or project.
Properties: Displays the Opportunity/Project Properties
dialog box from which you can edit the details of the
selected opportunity or project.
Win: Completes the opportunity or project as successful.
Lose: Completes the opportunity or project as
unsuccessful.
Filter: Applies a filter to view and access opportunities
or projects in the opportunity filter manager view area.
Sort: Arranges opportunities or projects by stage in the
opportunity filter manager view area.
sales and opportunities
New Opportunity Wizard and Project Wizard provide easy,
7-4
Convert: Changes an opportunity into a project, or a
project into an opportunity.
Toggle to Show Templates: Changes the display
between the opportunity or project list to the templates
list.
Pipeline Funnel: Displays the Pipeline Funnel window.
Enhanced Opportunity/Project Manager
Local Menu
Note
For details about
selecting Win or
Lose to complete an
opportunity, see
Completing
Opportunities.
The Opportunity local menu (upper area) replaces the Complete
command with two commands: Win and Lose. Select one of
these commands to complete the opportunity.
GoldMine 6.0 lets you choose how you want to create an
opportunity or project from either the:
New Opportunity or New Project dialog box as previously
available.
Opportunity/Project Wizard breaks down the options into
a series of dialog boxes.
To Create an Opportunity or Project
1. Select View>>SalesTools>>Opportunities or View>>
Projects.
2. Right-click in the upper pane of the Opportunity/Project
Manager window and select New, then select one of the
following:
New Opportunity/Project: Creates an opportunity/
Note
For details on creating
opportunity/project
templates, see Creating
Opportunity or Project
Templates.
project record.
New Opportunity/Project Template: Creates a template
providing a model for opportunities/projects. The
Opportunity Template Properties dialog box appears.
7-5
the New Opportunity or New Project dialog box, from
which you can select a template as the starting point for
a new opportunity or project. For details on creating an
opportunity or projects based on a template, see Using
Templates to Create Opportunities or Projects.
The New Opportunity Prompt appears when you select
New Opportunity/Project.
3. Use the following options:
Dont show me the message again during this session:
To bypass the prompt when you create another opportunity
or project during the current work session.
Yes: To create the opportunity or project using the new
Opportunity Wizard.
No: To create an opportunity or project using dialog boxes
(method available in previous versions of GoldMine).
Note: For details on using the dialog boxes or the wizard, see
the following discussions.
New Opportunity/Project based on a Template: Displays
7-6
Using the Changed Opportunity/Project
Properties Window
The Opportunity/Project Properties dialog box has a new
look. The Info tab contains the same settings as available in
previous versions of GoldMine. However, the Notes tab no
longer appears.
Select an opportunity or project, right-click and select Edit.
The Opportunity or Project Properties dialog box appears.
The following illustration shows an example of the new
Opportunity Properties dialog box.
Note: You can still store freeform details for the opportunity or
project in the Notes tab of the Opportunity/Project Manager.
Creating an Opportunity or Project with the
Opportunity/Project Wizard
You can now create an opportunity with the new Opportunity
Wizard. An equivalent Project Wizard is available to create a
project.
To Create an Opportunity or Project using the
Opportunity Wizard
1. Open the Opportunity or Project Manager window and click
New.
2. Select Yes on the New Opportunity Prompt dialog box.
The Opportunity Wizard Welcome dialog box appears.
3. To link the opportunity or project to a different contact, click
the Contact Search button ( ). The Contact Search Center
appears. Select a new contact.
4. In the Contact drop-down list, select an additional contact
to link the opportunity/project.
5. Click Next.
7-7
7-8
Defining Opportunity or Project Properties
The Description dialog box appears.
To Define the Name and Select a Template for the
1. In the Enter or select a descriptive name for the opportunity
below text box, type a name or click the F2 Lookup to select a
previously saved name.
2. In the Templates of User drop-down list, select to view
another users templates. By default, GoldMine displays
your templates.
3. In the Please select a template of the selected user dropdown list, select (none) to create a user-defined opportunity
or project or select one of the templates.
4. Click Next.
7-9
5. In the Manager drop-down list, select a different user to
change the Manager from (public).
6. Type or select a Code from the corresponding lookup to
categorize the opportunity or project.
7. (Opportunity only) Use the Probability F2 Lookup to assign
the probability of winning the opportunity. This entry is
expressed as a percentage and appears in the Prob% column
of the Opportunity Manager.
8. Use the Stage F2 Lookup to set the current position in the
process to capture the opportunity or complete the project.
Note: By default, GoldMine assigns a Stage of 10 Initial
contact to an opportunity. No default entry is assigned to a
project.
9. Designate the Source of the opportunity or project, such as
Cust Referral.
10. Type a Start Date or select from the F2 Lookup calendar
the date the work will begin.
11. Type the Close by date or select from the F2 Lookup
calendar the deadline date to close the opportunity or
complete work on the project.
Note
The Overview dialog box appears.
GoldMine
displays the
current date in
the Start Date
and Close by
fields.
7-10
12. Click Next.
Note: After you have typed the basic information as described
in Defining Opportunity or Project Properties, you can finish
setting up the opportunity or project by accepting default entries
or blank fields throughout the remaining pages of the wizard,
then add the information later. Click Next to move through the
pages until you reach the Opportunity Wizard: Finish dialog
box, then click Finish.
Identifying Decision-Makers
Use the Influencers dialog box to list decision-makers
involved in the process. In an opportunity, the individuals
who affect or participate in the decision-making process are
known as influencers. In a project, these individuals are known
as contacts.
To Add a Decision-Maker to the Opportunity (Influencers)
or Project (Contacts)
In the Influencers dialog box, click New. The Influencer dialog
box appears. The options available in the Influencer dialog
box are the same as the options available in previous versions
of GoldMine. See online Help for a discussion of the options.
If you are creating a project, the Project Wizard: Team
Members dialog box appears. Go to Assigning Team
Members.
If you are creating an opportunity, the Opportunity Wizard:
Forecasted Sales dialog box appears. Continue with Scheduling
a Forecasted Sale.
Scheduling a Forecasted Sale
As you create the Opportunity, you can schedule one or more
forecasted sales in the Opportunity Wizard. These records will
appear in the Prod/Svcs tab of the Opportunity Manager.
Note: You must use the Opportunity Wizard to link a new forecasted sale. However, you can link previously scheduled sales
outside of the wizard for contacts already linked to the opportunity. To link a previously scheduled sale, open the forecasted sale
record, then click under Opportunity/Project. Select the opportunity by name to link the sale.
7-11
To Schedule a Forecasted Sale for the Opportunity
1. Click New. The Schedule a Forecasted Sale dialog box
appears.
The options in the Schedule a Forecasted Sale dialog box
are the same as available in previous versions of GoldMine.
For details, see the online Help.
2. When done, click OK to return to the Forecasted Sales
dialog box.
3. Continue to add forecasted sales, and when complete click
Next.
Assigning Team Members
Use the Team Members dialog box to assign individuals
working together to interact with multiple decision-makers
in the target organization and/or work on component tasks
involved in the opportunity or project. Team members are
often members of your organization.
The Team Members dialog box appears. You can add the
individuals who will participate as members of the opportunity
or project team. Using GoldMine, you can select between those
individuals who are from your organization (users) and those
who come from outside of the organization (contacts).
The Forecasted Sales dialog box appears.
7-12
To Add a Team Member to the Opportunity or Project
1. Click New.
If you are creating an opportunity, the Sales Team Member
dialog box appears. If you are creating a project, the Project
Team Member dialog box appears. Both dialog boxes
contain similar options.
Note
If you selected a user
who has entered Title
and Department names
in the Personal tab of
the Preferences
window, GoldMine
automatically displays
these values in the Title
and Department fields
of the Sales/Project
Team Member dialog
box.
2. In the Type drop-down list, select either User (default) or
Other Contact.
3. In the Member list, select a user from the drop-down list or
click the Contact Search button ( ) to display the Contact
Search Center and select a contact.
4. In the Title text box, type the team members job title or
select a title from the F2 Lookup.
5. In the Department text box, type the department to which
the team member is assigned or select a department from
the F2 Lookup.
6. In the Role text box, specify the contribution the team
member will make to the decision-making process, such as
write RFP.
7. To record additional details about the team members
expected contributions, type information in the Notes area.
8. Click OK to close the Sales/Project Team Member dialog
box and return to the Team Members dialog box.
9. Click Next.
Identifying Issues
Use the Issues dialog box to note concerns or challenges
needing to be resolved to successfully close the opportunity
or complete the project. The Issues dialog box appears.
To Identify Issues Arising during the Opportunity or
Project
1. Click New.
The Issue dialog box appears.
2. In the Issue text box, type a brief description of the issues
your team must address or select a previously defined issue
from the F2 Lookup.
7-13
7-14
3. In the Status text box, type a brief description of the current
status of the issue or select from the F2 Lookup.
4. In the Priority text box, set a rank-order for the issue. Typically,
you will want to assign numbers in ascending order so more
important issues have smaller or lower numbers.
5. Accept the current Date for the issue or select from the F2
Lookup calendar.
6. In the User drop-down list, select a team member to assign
to the issue.
7. To record additional details about the issue, type the
information in the Notes area.
8. Click OK and then click Next.
If you are creating an opportunity, the Opportunity Wizard
Competitors dialog box appears. Continue with Identifying
Competitors.
If you are creating a project, the Project Wizard Details/
Links dialog box appears. Go to Adding Details and
Linking Documents.
Identifying Competitors
For opportunities, use the Competitors dialog box to list rival
companies and products or services. The Competitors dialog
box appears.
7-15
1. Click New in the Competitors dialog box.
The Competitor dialog box appears.
2. To identify the Competitor, perform any of the following:
Type the companys name
Select a name from the F2 Lookup
Click the Contact Search button ( ) to display the
Contact Search Center, from which you can select a
company name
If you select a competitor from the Contact Search Center,
GoldMine enters the names of the Competitor and Contact.
Go to step 5.
If you type the name of an unlinked contact, you must
provide the values for Competitor and Contact. Continue
with step 3.
3. In the Competitor text box, type the name of the competing
company.
4. In the Contact text box, type the full name of the primary
contact who is working on the same opportunity for the
competing company.
To Identify the Competition
7-16
5. In the Rating box, use the F2 Lookup to set a numeric
comparison of the quality of the competitors product/
service to your product/service. For example, the
predefined entries offered for this field include a range of
+5 (most positive rating) to -5 (most negative rating).
6. In the Status text box, either type a description to indicate
the current acceptance by the target client of your
competitors product or service, or select from the lookup.
For example, if the target company started with Brand X
software, has continuously used the software, and finds the
cost is very low per user, you would probably select
Entrenched from the lookup to indicate the current degree
of acceptance of Brand X software.
7. In the Product text box, type the name (or select from the
F2 Lookup) of the competing product or service.
8. In the Strengths text box, type a brief description of the
competitors assets.
9. In the Weaknesses text box, type a brief description of the
competitors vulnerable points.
10. In the Notes area, record additional details about the
competitor.
11. Click OK to close the Competitor dialog box.
12. Click Next. The Details/Links dialog box appears.
Recording Details and Linking Documents
Use the Details/Links dialog box to add detailed information
in user-defined fields associated with the opportunity or
project. You can create user-defined fields to track detailed
information for each opportunity or project. You can also link
documents to the opportunity or project.
To Define Custom Fields and/or Link a Document to the
1. Click New.
The Detail Properties dialog box appears.
2. Type the Item name of the custom field you will use to track
detailed information for the opportunity or project. You can
also specify a document name if you want to link a document.
3. Type a Reference briefly describing the custom field or
document (or select from the F2 Lookup).
4. Select Document is GoldMine Merge Form to link a
document template to the opportunity or project.
5. To prevent GoldMine from automatically updating the
display when the linked file is modified, clear Allow File to
Synchronize.
6. To link a file to the opportunity or project, type or browse
to the path and File Name of the file to be linked to the
detail record.
7. Click OK to close the Detail Properties dialog box.
8. Click Next.
7-17
7-18
Finishing Opportunity or Project Setup
Use the Finish dialog box to finish creating the opportunity
or project. Review and, if necessary, edit the key entries.
To Finish Setting Up the Opportunity or Project
1. Confirm the values for the following:
Manager: To change the assigned individual, click to
display a list of user names.
Probability: To change the value, select from the F2
Lookup.
Total Revenue: Available only for an opportunityyou
can review but not edit the value.
Close by: To change the deadline date, select a date from
the F2 Lookup calendar.
2. To change other settings, click Back to return to previous
dialog boxes in the wizard.
3. When done, click Finish. GoldMine adds the opportunity
or project to the Opportunity/Project Manager listing.
7-19
Using GoldMine, you can easily create an opportunity or
project template storing typically entered values in a model
for future use.
To Create Opportunity or Project Templates
1. Open the Opportunity/Project Manager.
2. Click Toggle to Show Templates.
3. Right-click in the upper pane and then select New.
The Opportunity Template Properties dialog box
appears.
4. Use the following options to set the standard elements for
the template:
Template Name
Code
Default Status
Revenue
Number of days to close
5. Click OK and the newly created template appears in the
Opportunity Template pane.
Creating Opportunity or Project Templates
7-20
Displaying Linked Sales in the
Pipeline Funnel
GoldMine now features the Pipeline Funnel providing a
graphic overview of the status of forecasted sales linked to all
opportunities assigned to a selected manager. The position
assigned to each opportunity corresponds to the current
Probability value in the Info tab of the Opportunity Properties
dialog box.
To Display the Forecasted Sales Pipeline Funnel
1. In the Opportunity Manager, select the Manager for whom
you want to display the pipeline funnel.
2. Click the Pipeline Funnel button. The Pipeline window
appears displaying the Opportunity Pipeline.
3. Right-click and select Forecasted Sales Pipeline.
The Pipeline window displays the Forecasted Sales
Pipeline.
4. To change the funnel type or save the display as an HTML
file, right-click and select one of the following commands:
Refresh: Updates the display.
Opportunity Revenues Pipeline: Displays the opportunity
amounts or dollar value for all open opportunities for
the selected manager.
Forecasted Sales Pipeline: Displays the forecast dollar
amounts for all open forecasted sales linked to opportunities
for the selected manager.
Output to HTML: Creates an HTML file you can share
with others.
5. When done, click
to close the Pipeline Funnel.
Using Filters to Select Subsets of
Opportunities
The Opportunity/Project Manager now offers filter capabilities
you can use to work with opportunities meeting specific criteria.
After you activate the filter, you can then sort opportunities to
further organize the display to meet your needs.
Creating Filters
A set of predefined criteria is available for you to quickly create
a filter to create a subset of opportunities. GoldMine
automatically activates the newly created filter.
To Create and Activate a Filter
1. Open the Opportunity Manager.
2. To display another users opportunities, select the users
name in the Manager drop-down.
3. Click the Filter button.
The Opportunity Filter View dialog box appears.
7-21
Using Filters to Select Subsets of Opportunities
7-22
4. In the Field Name drop-down list, select the field GoldMine
will search.
5. In the Operator drop-down list, select the mode of comparison,
such as Equal to.
6. In the Value F2 Lookup list, select a corresponding entry or
select a date from the graphical calendar.
7. Click OK to close the dialog box and activate the filter.
The opportunity filter manager view area opens on the
left side of the Opportunity/Project Manager.
The following illustration shows a detailed view of the
opportunity filter manager.
Note
You cannot save filter
settings for future use.
The opportunity filter manager is a treelike structure organizing
opportunities from the top down. The first, or top level lists all
opportunities assigned to the Manager selected in the
Opportunity Manager when you created the filter. The second
level organizes selected opportunities by their Status of (Open)
or (Closed).
Use the opportunity filter manager to quickly access individual
opportunities. Expand items to view and open opportunities.
Sorting Filtered Records
GoldMine can sort opportunity records when you create and
activate a filter. Sorting records provides an additional level
of organizing the opportunity records to meet your needs.
To Sort Opportunity Records After You Activate a Filter
1. With a filter activated, click the Sort button.
The Opportunity Filter Sort Field dialog box appears.
2. In the Please select the field to sort the filtered records
drop-down list, select from the list of sort criteria:
Stage: The specified stage of the opportunity.
Age: How long the opportunity has been in progress.
Probability: The opportunities specified probability of
success.
3. Click OK. The opportunity filter manager sorts the
opportunities selected on the basis of the filter within the
secondary categories of (Open) and (Closed).
Tip
7-23
Using Filters to Select Subsets of Opportunities
You can also
release a
filter by
clicking on
the blue
dotted lines
bordering the
opportunity
filter
manager.
7-24
Releasing Filters
You must release an activated filter to return to working with
all opportunities or projects.
To Release a Filter in the Opportunity/Project Manager
1. Click the Filter button in the Opportunity/Project Manager
toolbar. A warning prompt appears.
2. To release the filter, click Yes. GoldMine closes the opportunity
filter manager.
When closing an opportunity, GoldMine 6.0 requires you
indicate the outcome of the opportunity. After you close an
opportunity, you cannot later reopen the opportunity or
convert the closed opportunity into a project.
To Close a Selected Opportunity as a Win or Loss
1. Select an opportunity and then click the Win or the Lose
button.
The Opportunity Closing Prompt appears.
2. To skip the Opportunity Closing Prompt again during the
current work session, select Dont show me the message
again during this session
3. Click Yes.
7-25
Tip
4.
Use the Info tab to record the relevant closing information.
5. Click the Wrap Up tab. New options are available here to
complete records linked to the opportunity.
The following illustration shows the Wrap Up tab for an
opportunity selected for closure as a Lose.
Note: There is one extra option for LoseCompetitor Contract
Winnerotherwise, the options available in the Wrap Up tab
are the same when closing the opportunity as a Win or a Lose.
The Opportunity Properties dialog box appears.
The
requirement to
indicate
outcome
applies only to
completing
opportunities,
not to
projects. The
Opportunity
Manager local
menu provides
Win and Lose
commands.
The Project
Manager local
menu provides
a Complete
command.
7-26
To specify the Win Reason or the Lose Reason, either
type an explanation in the text box or select from the F2
Lookup.
Select the winner of the contract in the Competitor
Contract Winner drop-down list:
(none): Indicates no company won.
Note
You must have the
necessary authorization
to complete each
activity.
(New): Displays the Competitor dialog box. Complete
the applicable information to create a new competitor.
A competitor (as listed on the Competitors tab for the
Opportunity appear in the drop-down list)
Select the records to complete with the opportunity from
the following:
All incomplete tasks: Completes records left in the
Tasks tab, and crosses off those items in the Gantt chart.
All scheduled (pending) activities: Completes
activities listed under the Pending tab. You can
selectively complete activities by specifying an activity
Code. To complete all activities linked to the opportunity,
leave Code blank. You can also specify a Result code
to be recorded with all of the remaining activities.
All open issues with Status: Completes records listed
in the Issues tab with the specified status. Select the
status from the F2 Lookup.
6. To close the opportunity, click OK.
Assigning Quotas from the
Updated Quota Profile
In GoldMine, the Quota Profile dialog box is now the Assign
new quota dialog box. This dialog box simplifies management
of quota assignments by organizing settings in the Quota
Profile and Recurring tabs.
The Quota Profile tab contains the same options previously
available in the Quota Profile dialog box.
The Recurring tab contains new options for setting up
repeating quotas. The Recurring tab extends the assignment
capabilities by providing a means to automate quota
assignments to staff members.
Values in the Recurring tab do not overwrite the From Date
and To Date values in the Quota Profile tab. Instead, values in
each tab control different aspects of a quota. The dates entered
in the Quota Profile tab set the interval of the quota assignment.
Dates entered in the Recurring tab set the entire period for the
recurrence series. For example, a manager could set up a
recurring quota as follows:
Quota Profile: From Date of August 1 and To Date of
August 15.
Recurring: Date Span set with a Start Date of August 1
through an End Date of October 30 with quotas to occur
Monthly.
GoldMine generates three quotas for the first two weeks of
each included monthAugust, September, and October.
To Assign a Quota from the Assign New Quota Window
1. Select View>>Analysis>>Quota Analysis. The Quota Listing
appears.
2. Click New.
7-27
Assigning Quotas from the Updated Quota Profile
7-28
The Assign new quota window appears. By default,
GoldMine displays the Quota Profile tab.
Note
For details about setting
options in the Quota
Profile tab, see the
online Help. For details
about working with
HTML capabilities in the
Goals & Objectives
area, see Using HTML
Editing Features in
Chapter 12.
3. Set up a single instance of a quota assignment by defining
settings as in previous versions of GoldMine.
Assigning Quotas from the Updated Quota Profile
7-29
5. Schedule the Date Span for the entire series of quotas by
setting:
Start Date: Beginning date of the recurring quota period.
End Date: Last date of the recurring quota period.
GoldMine enters the first date of the current month for both dates.
6. Select Percent to set up each assignment to exceed the
previous quota, then specify the percentage amount for each
incremental increase. You can either type the number or
click the scroll arrows to set a number.
7. Select the frequency of each assignment from the following:
Daily
Weekly
Biweekly
Monthly
Quarterly
Yearly
Every x days: Set the number of days
4. Click the Recurring tab to set up a recurring quota.
7-30
8. Select Skip Weekends to schedule recurring quotas falling
on a Saturday or Sunday on the following Monday.
9. Click OK.
Scheduling Sales from the Updated
Forecasted Sale Dialog Box
Note
Editing or deleting
recurring quotas is the
same as editing or
deleting any recurring
activities.
In GoldMine 6.0, the Schedule a Forecasted Sale dialog box
now organizes previously available and new settings in tab
folders for easy management of pending sales information.
The Schedule a Forecasted Sale dialog box now contains two
tab folders:
Details tab contains the same options previously available
in the Schedule a Forecasted Sale dialog box.
Recurring tab contains new options for scheduling repeating
sales.
To access the new Schedule a Forecasted Sale Window
1. Select Schedule>>Forecasted Sale.
The Schedule a Forecasted Sale window appears. By
default, GoldMine displays the Details tab, which
contains the same options previously available in the
Schedule a Forecasted Sale dialog box.
Scheduling Sales from the Updated Forecasted Sale Dialog Box
7-31
3. Select settings on the Recurring tab to schedule repeating
sales, such as subscription renewals. Options in the
Recurring tab are the same as the options available in the
Schedule [an Activity] window in previous versions of
GoldMine.
4. To access more options for scheduling a recurring sale, click
the More button. The Advanced Recurrence dialog box
appears, which is described in Chapter 6, Activities.
5. When you are finished, click OK.
Note: Editing or deleting recurring sales is the same as editing
or deleting any recurring activities. For details, see Editing
Recurring Activities and Deleting Recurring Activities in
Chapter 6, Activities.
2. To set up a recurring sale, click the Recurring tab.
7-32
in this chapter...
Using the Enhanced GoldMine
Link to Word
Accessing and Organizing Your
Templates
Customizing Folders in the E-mail
Center
Changing the Amount of Message
Text in E-mail Previews
C H A P T E R
Communications
Overview
8
8
E I G H T
GoldMine® 6.0 (Corporate Edition) has new capabilities to help you
communicate with your contacts, whether by printed correspondence, fax,
or the Internet. These features include:
New support in the GoldMine® Link to Word for Zetafax®.
More informative installer for the GoldMine Link to Word confirming
each successfully finished step of the installation.
Convenient alternate Main Menu command to access your document
and e-mail templates.
New capability to add subfolders for your templates in the Document
Management Center.
8-2
Communications
Capability for administrators to specify the destination and
file name format of templates, merged documents, and linked
documents saved by each GoldMine user.
New capability to customize your auto-filing folders in the
E-mail Center.
New setting to change the maximum amount of message text
the E-mail Center can preview in messages waiting on your
e-mail server.
Enhancements to GoldMines WebImport for setting up data
retrieval from your companys Web site.
Using the Enhanced GoldMine Link
to Word
GoldMine now provides document editing capabilities through
a link to word processing applications, such as Microsoft®
Word. GoldMine can link with Microsoft Word 97, 2000, and
2002 (for Windows® XP®). The updated link to Microsoft Word
offers a number of enhancements, including:
More informative installation confirming the successful
completion of each process.
Support for Zetafax 7.5 fax application.
New progress bar display during group merging to show
the ongoing status of the process.
Installing the GoldMine PLUS for
Microsoft Word Using the GM Link
Installer
The enhanced GoldMine ® PLUS for Word displays the
successful completion of each step. The GMLinkInstaller.exe
file resides in the GoldMine folder. You can use this file to
install or update the link to Word, extract the GMLink.dot file
for later installation or remove the currently installed link to
Word.
Using the Enhanced GoldMine Link to Word
8-3
To Install the GoldMine PLUS for Word to GoldMine
Using the GM Link Installer
1. Disable anti-virus applications.
2. Ensure Macro security is set to Medium for Word 2000/
2002 installations.
3. Open GoldMine and close all instances of Word.
The GoldMine PLUS Word Installation Wizard welcome
dialog box appears.
5. Select to install/update, extract or remove.
6. If you select to install/update, the Finish dialog box appears.
Click Finish.
7. If you select to extract for later installation, the Folder Location
dialog box appears where you can type or browse to the location
where you want the file stored. You have the option to select to
Launch the file after extraction. Click Next.
8. If you select to remove the link, the Remove the Link to
Word dialog box appears. Select from the following options
and then click Next:
communications
4. Navigate to the GoldMine folder and double-click the
GMLinkInstaller.exe file.
8-4
Communications
Remove GMLINK.DOT from Word/Startup (recommended)
Remove GoldMine Link Registry entries (recommended)
Rename NORMAL.DOT to NORMAL.BACKUP
9. Click Finish on the final dialog box.
If installing or launching the GoldMine link installation
immediately after extracting, continue. Click OK on the
Information dialog box and the installer automatically starts
Word.
Note: Depending on your Word security setup, a warning may
appear to disclose the link template contains macros. To
proceed, click Enable Macros. The link installation requires a
medium to low macro level security setting in Word.
10. In Word, select GoldMine>>Setup GoldMines Link to
Word to review the default preferences.
The GoldMine Link Preferences dialog box appears.
Note
For details about Word
switches, see the Word
online Help files.
Note
To use any of the fax
applications with the
GoldMine link, you must
install your fax
application before
installing the GoldMine
link. If you install the fax
application after you
install the link, you must
reinstall GoldMines link
to Word.
11. Use the following options to set the preferences:
Clear Delete merge DBF when done to save the merge
database file after you send a mass mailing.
Select Always Auto Refresh Field List for Word to
automatically update the GoldMine field list when
changes are made in GoldMine.
Using the Enhanced GoldMine Link to Word
8-5
Clear Prompt for group merge destination (print only)
to skip the prompt when merging to a group of contacts
for a mass mailing.
Type the new switch value to change the switch controlling
the formatting of text merged into the GoldMine template,
in the Field Switches text box. To use no switch, type \.
Select the Fax Method drop-down list to select the fax
application you want GoldMine PLUS Word to use:
WinFax
RightFax
DelFax
Zetafax
Select Information to display details about the GoldMine
link with your fax application.
Select the Fax Number Macro to use drop-down list to
select the macro you want to use for dialing when you
send a fax.
Clear Show Send Screen to skip displaying a status
screen when faxing.
Clear Use Fine resolution to use a draft resolution when
faxing.
Click Save Preferences.
12. After you review the information about the GoldMine Link
to Word, click OK.
communications
(none)
8-6
Communications
Accessing and Organizing Your
Templates
Accessing Templates
GoldMine now provides a new Main Menu command to access
your document and e-mail templates. While you can still select
the original Main Menu command, Edit>>Custom Templates,
to work with templates, you can now enjoy the convenience of
an additional access point through the View menu.
To Access the Document Management Center from the
Edit Menu
Select View>>Document Management Center. The Document
Management Center appears.
Organizing Templates in Subfolders
You can now organize your document and e-mail templates in
subfolders to categorize and manage your correspondence.
Note
The sort order has been
replaced by user-defined
subfolders. If you have
been using sort order,
GoldMine automatically
creates subfolders.
Adding Subfolders to the Document
Management Center
You can add subfolders under the Letters, Memos and Faxes
folder or the E-mail Templates folder. GoldMine will then
accept unlimited levels of folders under these categories.
However, you cannot add subfolders to either the top-level
Document Templates folder or the Defaults folder.
Accessing and Organizing Your Templates
8-7
To Add a Subfolder to the Document Management
Center
2. Expand Document Templates and then right-click on one of
the following folders:
Letters, Memos and Faxes
E-mail Templates
Previously added subfolder
3. Select New Sub-folder from the local menu.
GoldMine adds a subfolder, and places the cursor in the
text box, as shown in the following example.
4. Type the name of the subfolder.
5. When done, click outside the text box.
communications
1. Select View>>Document Management Center.
8-8
Communications
Renaming Subfolders
You can rename any of the folders you added to the Document
Management Center. GoldMine will not accept changes to
the predefined folder names, such as the E-mail Templates
folder.
To Rename a Subfolder
1. Right-click on the folder and then select Rename Subfolder. GoldMine opens the folders text box, and places the
cursor inside.
2. Type the name of the subfolder.
3. When done, click outside the text box.
Setting Up Default Document File Names
and Folders
GoldMine administrators can now specify the destination and
file name format for templates, merged documents, or linked
documents saved by each GoldMine user. The settings include:
Default destination folder in which GoldMine saves the
users templates and documents.
Note
Setting the default
document file name and
folder helps standardize
document location on the
network.
File name format forces the file to be saved in the users
destination folder, and stamps the user name, date, and
template number on the file.
To Force a Default Destination Folder and/or File Name
Format for Documents
1. Open GM.INI using a text editor such as Microsoft® Windows®
Notepad.
2. Type the following statements under the [user_var] section:
TemplateFolder=<GoldMine root
directory>
\Templates\
ForceFilename=1
TemplateFolder is the default root directory for user-created
templates, merged documents, and linked documents.
GoldMine creates subfolders for each user under the
Templates folder.
Accessing and Organizing Your Templates
8-9
When ForceFilename is set to 1 (as shown above), GoldMine
forces each file a user saves to follow a format including:
Users destination folder
Date in the YYYYMMDD format
Incremented three-digit number (to prevent duplicate file
names)
C:\ProgramFiles\GoldMine\Templates
\JOHN\BlankLetter_20020902_0001.doc
communications
The following example shows a force file setup for user
JOHN:
8-10
Communications
Customizing Folders in the E-mail
Center
GoldMine now enables users to create their own message filing
systems by customizing auto-filing folders in the E-mail Center.
You can add an unlimited number of subfolders under the Filed
and Sent folder to store messages in as many categories as you
need. In addition, you can customize:
Date display used in filed folders
Filed subfolder labels to create any organizational system
meeting your needs
Customizing the Date Display in Filed
Folders
You can select the date display GoldMine uses for the Filed
folders in the E-mail Center. You can select between:
Single-level display stores messages in subfolders labeled
by month and year.
Bi-level display stores messages in Month subfolders under
separate folders for each year.
To Set the Date Display for the Filed Folders of the
E-mail Center
1. Select Edit>>Preferences, then click the Internet tab.
2. Click More Options. The Internet Preferences dialog box
appears.
3. Click the E-mail Center tab. GoldMine now includes a
section for Auto-filed Folders Storage Options, as shown in
the following figure.
4. To select the date method by which subfolders are organized
in the E-mail Center, select either:
Organize Auto-filed mail in month-year folders: Uses
one level to store incoming messages by month and year.
Organize Auto-filed mail by year folders first, and by
month sub-folders second: Uses two levels categorizing
incoming messages in month folders grouped under a year
folder.
8-11
communications
Customizing Folders in the E-mail Center
8-12
Communications
Changing the Filed Folder Labels
By default, GoldMines E-mail Center stores incoming messages
you want to save in the Filed folder in subfolders named for
each calendar month You can change the Filed folder labels to
create your own system for organizing your messages. If you
change your system at a later time, you can return to the default
labels.
To Change the Filed Folder Names in the E-mail Center
1. Select Edit>>Preferences, then click the Internet tab.
2. Select More Options. The Internet Preferences dialog box
appears.
3. Click the E-mail Center tab, then click More Auto-filed
Folders Options.
The Auto-filed Folders Month Names dialog box appears.
4. Select Override the default month names.
The text boxes under the default month label names
become accessible, as shown in the following illustration.
Changing the Amount of Message Text in E-mail Previews
8-13
5. Type each new label you want to replace the month label.
Note: Type the new labels in the order established for the default
monthly labels. That is, your first folder should replace January,
the second folder should replace February, and so on. You
cannot change folder order.
Changing the Amount of Message
Text in E-mail Previews
Each user can now adjust the amount of message text the
E-mail Center previews in messages waiting for you on your email server. By default, GoldMine displays 63 kilobytes (KB) of
message text to ensure compatibility with previous versions.
Increasing the preview value can dramatically slow GoldMines
display of very large messages.
To Change the Amount of Message Text Displayed in
Previews
1. Open UserName.ini using a text editor such as Windows
Notepad.
3. Under the [Internet] section, add the following line:
BodySizeLimitKB=<size in KB>
4. Save UserName.ini, then exit the text editor.
communications
6. When done, click OK to return to the E-mail Center tab.
8-14
Communications
in this chapter...
Accessing Custom Content in My
GoldMine
Viewing Color Codes in the
GoldMine Process Monitor
Displaying Information about
GoldMine
C H A P T E R
Information
Resources
Overview
9
N I N E
9
Managing information in a dynamic environment is always a challenge.
GoldMine® 6.0 (Corporate Edition) offers the following features to help
you stay well-informed about your GoldMine operations and the world
beyond:
New My GoldMine provides a personalized resource you can use to
view GoldMine and Internet site information in one easy-to-view
window.
Enhanced GoldMine Process Monitor adds color coding to task status
messages.
Enhanced About GoldMine dialog box provides new categories of
information about your installation and FrontRange Solutions Inc.
9-2
Accessing Custom Content in My
GoldMine
The new My GoldMine feature provides an up-to-the-minute
resource for viewing the GoldMine and Internet information
you need most during your workday. Now you can display a
window in GoldMine that contains personalized content in
an easy-to-view, customizable layout.
Depending on your preferences, you can view:
Note
Your system must be
connected to the
Internet to display and
access Web sites
through My GoldMine.
GoldMine information, including pending activities from
your Calendar, updates about synchronization, information
about new or changed Contact Records, and other
information.
Internet Web sites, such as news sites and Web sites with
content that you access frequently.
Accessing My GoldMine
After you install GoldMine 6.0, you can view a predefined
configuration of My GoldMine to sample the potential of this
powerful feature.
To Display My GoldMine
Select View>>My GoldMine.
The My GoldMine window appears.
My GoldMine displays content from specified sources in a
summary format, including your daily Calendar for the current
date, and Internet sites. Click on hyperlinks to display the
linked Internet sites.
Configuring My GoldMine
You can select the layout and content to customize My
GoldMine to provide the information you need in a format
that you prefer. You can also set a refresh rate to ensure that
the display is always current. All of the settings are available
in the Configure My GoldMine dialog box.
Accessing the Configuration Settings
The settings for My GoldMine are available in the Configure
My GoldMine dialog box, which you can access by:
Selecting File>>Configure>>My GoldMine
Clicking the Personalize Content hyperlink on the upperright side of the My GoldMine window
After you perform either action, the Configure My GoldMine
dialog box appears. By default, GoldMine displays the Layout
tab.
9-3
information resources
Accessing Custom Content in My GoldMine
9-4
Defining the Layout
The Layout tab of the Configure My GoldMine dialog box
provides a variety of options to define the appearance of My
GoldMine. You can select the following:
Color scheme and fonts to appear in the display
Number and style of columns
Column format
To Define the Layout of My GoldMine
1. On Layout tab, select one of the Page Style options to
change the color scheme and display font:
Default
Windows
Newspaper
XP
2. Select one of the Column Schemes to change the number
and style of columns:
Classic Three Columns (default)
Even Three Columns
Even Two Columns
3. To define the display method for content items, select one
of the following options under Column 1 Format, Column
2 Format, and Column 3 Format (if available with the
selected Column Scheme):
Box: Lists all content items in segments within the
column.
Tab: Lists only the firstor selectedcontent item, and
displays title bars for other items at the bottom of the
column. To display another content item in the column,
click the corresponding bar.
4. To continue configuring My GoldMine, click another tab.
Otherwise, click OK to close the Configure My GoldMine
dialog box.
9-5
You can select the type of information you want to display in
My GoldMine from within GoldMine, such as your scheduled
activities for the current day, or a Rich Site Summary (RSS)
address from the Internet. You can select multiple items for
each column.
Note: My GoldMine can display only Internet sites that support
RSS.
To Select Content for My GoldMine
1. In the Configure My GoldMine dialog box, click the
Content tab.
Tip
Selecting Content
By default,
GoldMine
displays the
Column 1 tab.
The procedure
is the same to
add content to
each column.
A tab corresponds to each column available in the selected
Column Scheme. The information in the Items pane reflects
the active resources for the selected column.
2. To add resources to the selected column, click Add.
9-6
The Select Resource to Add dialog box appears.
3. Click Add Resource to add a URL address not currently
listed.
The Edit RSS Resource URL dialog box appears.
4. Type the descriptive Title for the Web site that you want to
appear in the list and on My GoldMine.
5. Type the RSS URL address. The address must start with
one of the following:
http://
https://
file://
6. Click OK.
7. Click the item that you want, then click OK to close the
Select Item to Add dialog box, and return to the Content
tab. GoldMine adds the new item to the bottom of the Items
list. The order of items in the list corresponds to the order
in which items will appear in the specified column.
Note
You can include
macros with the
RSS URL value.
The macros can
use the same
form as allowed
in GoldMines
Internet
searches.
8. Click Move Up or Move Down to reposition a selected item
in the column.
9. To delete an item, click Remove.
10. To continue configuring My GoldMine, click another tab.
Otherwise, click OK to close the Configure My GoldMine
dialog box.
Refreshing the Display
Note
You can define the interval at which GoldMine refreshes the
content display. You may want to change the refresh rate if
you plan to display Internet sites that change frequently.
By default,
GoldMine does
not refresh the
display after
you open the
My GoldMine
window.
To Change the Refresh Rate
1. Click the Settings tab in the Configure My GoldMine dialog
box.
2. Clear Refresh only on startup to refresh the My GoldMine
display after you open My GoldMine.
3. In the Refresh My GoldMine Every box, set the interval
for refreshes by either:
Typing the number of minutes
Clicking the scroll arrows to increase or decrease the
number
4. Click OK to close the Configure My GoldMine dialog box.
9-7
9-8
Working in My GoldMine
After you set up the appearance, content, and refresh rate for
My GoldMine, you can display the GoldMine information and
Web site content that you need. You can access Internet sites
from within My GoldMine by clicking on hyperlinks.
Buttons and commands inside the My GoldMine window
enable you to control operations and the display, including:
Refreshing the display
Changing the configuration
Adding, minimizing, or removing items in individual columns
To get acquainted with the capabilities of My GoldMine,
perform the following the steps.
To Work in My GoldMine
1. To control the My GoldMine display, click on the underlined
hyperlinks in the upper-right side of the window:
Refresh: Updates the display immediately.
Personalize Content: Displays the Configure My
GoldMine dialog box, from which you can set up the
layout, select content, and set refresh rates.
2. To add content to a column, click Add Item(s) to Column.
The Select Items to Add dialog box appears, from which
you can select an item to add to the selected column, as
described in Selecting Content.
3. Click the underlined link in a column or any graphic that
changes the cursor personality when your mouse pointer rests
over the image to access any Web site or display a linked
record, such as a scheduled activity from the Calendar.
4. Click the upward pointing hyperlink to roll up a topic within
a column so that only the topic title shows. Conversely, to
expand a rolled-up topic, click the downward pointing
hyperlink.
5. To temporarily remove a topic from a column, click the
circled X. GoldMine restores the topic in its current position
in the column after you close My GoldMine.
6. To close My GoldMine, click the X button (
side of the windows title bar.
) on the right
9-9
You can copy information from My GoldMine to paste into
other applications. You can copy either:
Selected block in a column:
Entire content from all columns in My GoldMines display:
Even small word processors, such as Microsoft WordPad, can
serve as the target for text copied from My GoldMine. However,
you must select an HTML-capable target application, such as
Microsoft Word, to retain HTML formatting and functionality
in hyperlinks.
Copying Selected Text from My GoldMine
You can copy text and graphics from a block selected in My
GoldMine.
To Copy a Text Block from My GoldMine
1. Highlight the block that you want to copy.
2. Right-click, then select Copy.
3. Switch to the target application, such as Microsoft WordPad.
4. Place your cursor at the position that you want the block,
then press CTRL+V to paste the copied block.
Copying All Content from My GoldMines
Display
You can copy the entire display in My GoldMine, including
graphics and hyperlinks.
To Copy Content from My GoldMine
1. Highlight the block that you want to copy.
2. Right-click, then select Copy.
3. Switch to the target application, such as Microsoft Word.
4. Place your cursor at the position that you want the block,
then press CTRL+V to paste the content copied from My
GoldMine.
Copying Information from My GoldMine
9-10
Viewing Color Codes in the
The GoldMine Process Monitor appears after you start many
operations that take significant processing time to complete,
such as running Automated Processes, synchronizing, and so
on. The window displays status information about tasks as
they execute, so that you can continue your work in GoldMine
during processing.
The following figure shows an example of the GoldMine
Process Monitor that appears during the execution of an
Automated Process.
New color codes assigned to the text and/or background in
the GoldMine Process Monitor provide additional information
about the status of operations.
The following chart lists the color codes.
Color
Code
Window s’ default text (black on default background)
Normal
Blue text on Window s’ default background
Notice
Black text on yellow background
Warning
White text on red background
Error
Green text on Window s’ default background
Successful task completion
Displaying Information about
GoldMine
You can access a variety of information about GoldMine from
the enhanced About GoldMine dialog box. The default display
of the About GoldMine dialog box presents the same summary
information about your installation as available in previous
versions of GoldMine.
To Display Information about GoldMine
Select Help>>About. The About GoldMine dialog box appears.
Buttons provide one-click access to the following:
About: Displays summary information about GoldMine,
including the registered owner, product serial number,
version number and copyright information.
Credits: Displays a list of applications integrated with
GoldMine.
FrontRange: Displays contact information for FrontRange
Solutions Inc.
System: Displays details about your GoldMine installation.
This information can be helpful when troubleshooting.
9-11
Displaying Information about GoldMine
9-12
in this chapter...
Selecting New Options for Exporting
Data from GoldMine
Importing and Exporting XML Data
Backing Up GoldMine dBASE Data
Restoring GoldMine Data from
Backup Files
Enhancing your WebImport File
10
CHAPTER TEN
Data Management
Overview
10
GoldMine® 6.0 (Corporate Edition) provides new tools to help you
maintain, share, and preserve your organizations data, including:
New options in the GoldMine Export Wizard to include primary and/
or additional contacts in the export file, as well as applying merge codes
as criteria for record selection.
New XML Import Wizard to import contact-related data and linked
activities from XML format files.
New XML Export Wizard to export GoldMine data as an XML file,
enabling data transfer to contacts who do not use GoldMine.
New Database Back-Up Wizard to back up GoldMine dBASE data.
New Restore Databases Wizard to restore GoldMine dBASE data
backed up by the Back-Up Databases Wizard.
Enhanced WebImport options.
10-2
Data Management
Selecting New Options for
Exporting Data from GoldMine
GoldMine expands your options for exporting data. Using the
GoldMine Export Wizard, you can now:
Select primary contact and/or additional contact records
for each Contact Record selected for export.
Include merge codes as criteria for record selection.
To Specify Contact Types and Apply Merge Codes to
Record Selection when Exporting Data
1. Select Tools>>Import/Export Wizard>>Export Contact
Records. The GoldMine Export Wizard Welcome dialog
box appears.
2. Select options to export the data to a new or existing file in
the desired format, then click Next.
The Select Filter/Group dialog box appears.
3. Under Please select from the following predefined filters/
groups..., accept ALL Contact Records! or select a filter
or group.
10-3
4. To limit the type of contact exported from selected Contact
Records, clear either of the following options:
Primary: Exports data for primary contacts in the
selected Contact Records.
Secondary: Exports data for additional contacts stored
By default, GoldMine exports both Primary and Additional
contact data for selected records.
5. Select Merge code(s) from the F2 Lookup. To use multiple
codes, place a semicolon between each value.
6. Click Next to continue defining or modifying settings in
the GoldMine Export Wizard.
GoldMine extends your options for sharing data with
individuals who do not use GoldMine by adding new tools to
import and export contact data in the Extensible Markup
Language (XML) format:
GoldMine XML Import Wizard: Enables users to define
parameters for importing contact and activity data from an
XML file.
GoldMine XML Export Wizard: Enables users to select the
user and/or contact data to export as an XML file.
Either wizard can save the settings you define as profiles for
future use.
IMPORTANT: When you exchange data with other GoldMine
users, be sure to synchronize instead of importing or exporting
data. Synchronization provides data management controls that
are unavailable for other data-sharing methods, including the
capability to exchange updates to additional contact and
calendar data.
Note
data management
in the Contacts tab of the selected Contact Records.
For details
about defining
settings in the
GoldMine
Export Wizard,
see the online
Help.
10-4
Data Management
About the XML Data Format
Extensible Markup Language (XML) is a meta language that
is used to create a Web-based, universally readable data
format. XML provides a simple means to enable different
applications to exchange data.
XML is not a programming language, but instead, a set of rules
for designing text formats to structure data, such as contact
data, spreadsheets, address books, and so on. Using GoldMine,
you can export your contact data to a file that can be read by
any XML-capable application. Because the language is
universally readable, the recipients can retrieve the file, and,
with the aid of a key, map the data into their contact manager
or calendar applications.
Comparing XML to HTML
Like HTML, XML uses tags (words bracketed by < and >) and
attributes (of the form name=value). However, XML
provides more flexibility in interpretation of tags and values.
For example, HTML specifically defines the meaning of each
tag and attribute, as well as the appearance of tagged text when
displayed in a browser; however, XML uses tags only as data
delimiters, leaving the interpretation of the data to the
receiving application.
You can define tags in XML. Typically, you define the format
with a start tag and a closing tag. For example:
<TAG>content</TAG>
Each element consists of the text between the < > brackets.
The closing tag uses a slash after the opening bracket, which
is the same as used in HTML.
Using GoldMine to Import and Export Data in
the XML Format
You can import XML data into GoldMine or export GoldMine
data as an XML file without knowing any details of meta
languages or formats. Instead, GoldMine provides easy-to-use
wizard to help you select data and set up the process.
GoldMine handles the conversion as easily as when you import
and export data between GoldMine and other formats, such
as DBF, ASCII, and SQL.
10-5
Importing Data from XML Files
The GoldMine XML schema dictates how data is arranged
within the XML file in order for GoldMine to recognize
contacts, calendar activities, and other data when importing
into GoldMine. The XML file you import into GoldMine must
conform to GoldMines XML schema (otherwise you will not
be able to map fields). First, create an XML transformation
sheet converting the XML source file to match the GoldMine
schema. Second, import the data into GoldMine.
Example: Your XML source schema has the contacts first
name in one field and the last name in a different 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, mapping the fields.
Tip
To view the
GoldMine
schema, export
your GoldMine
data to an XML
file and include
the schema.
You can then
open the file in
Internet
Explorer and
view the
GoldMine
schema.
Tip
data management
GoldMine can import contact data and user activities from an
XML file. To ensure the proper placement of data, you can
customize the field mapping between the import file and
GoldMines fields.
To create a
transformation
sheet you will
need to use
Notepad or an
XML
transformation
utility.
10-6
Data Management
To Import Data from an XML File into GoldMine
1. Select Tools>>Import/Export Wizard>>Import GoldMine
Data from an XML File.
The GoldMine XML Import Wizard Welcome dialog box
appears.
2. Select one of the following:
Import a new file: Directs the wizard to provide options
for you to define new settings to import XML data into
GoldMine. When you finish the wizard, you can save the
settings as a profile for future use.
Import a new file using an existing profile: Displays a
list of previously defined XML import profiles. If you
select to import using an existing profile, the Select File
to Import dialog box appears.
10-7
Selecting the XML File
1. Under Enter the full path and filename of the file to be
imported, either type the path and file name of the import
file, or click the browse button to navigate through your
system to the directory that contains the XML file.
2. Select the profile that you want from the list under Select
one of the predefined import profiles.
3. Click Next. The Select Data to be Imported from File
dialog box appears.
Selecting XML Contact-related Data to Import
The Select Data to Be Imported from File dialog box lists
contact-related data types corresponding to the records that
the XML file actually contains. The following figure shows
the Contact-related records available in a specific XML import
file. Other record types may be available in the XML file that
you want to import.
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You receive the following expanded Select File to Import
dialog box when you select to use a predefined import profile.
10-8
Data Management
The Select Data to Be Imported from File dialog box appears.
To Select Contact-related Data Types to Import
1. Accept the default selection of all options, or clear the data
types that you do not want to import.
2. Click Next. The Contact Field Mappings dialog box appears.
Mapping XML Import Fields to GoldMine
The Contact Field Mappings dialog box lists all of the fields
from the XML file and GoldMine fields. You can map or match
fields from the import file to GoldMine fields so XML data
transfers correctly into your contact database.
To Map Import Fields to GoldMine Fields
1. To map a field from the import file, highlight a field name
listed in the Label column, highlight a corresponding field
listed in the GoldMine Field column, then click Map to GM.
2. To work with a selected field mapping, click Expression.
Select one of the following commands from the shortcut
menu:
Edit Expression: Displays the Import Expression
Builder dialog box from which you can directly edit the
expression value.
Remove: Removes the selected field mapping.
Remove All: Removes all field mappings.
3. To import Internet addresses associated with the contacts,
select either or both of the following options:
Import E-mail Addresses
Import Web Sites
4. Click Next. The Other Contact-related Options dialog box
appears.
10-9
data management
10-10
Data Management
Selecting Other Contact-related Options
Use the Other Contact-Related Options dialog box to set up
the method GoldMine checks for and responds to duplicate
records when importing XML data.
To Set Up Duplicate Checking While Importing XML Data
1. In the Select the match-field to be used drop-down list
select the indexed field on which GoldMine will search for
duplicated data. By default, GoldMine selects (none).
2. To specify how you want GoldMine to treat records marked
as duplicates based on the selected match field, select one
of the following:
Overwrite the existing GoldMine record: Upon finding
a match, GoldMine updates the existing record with the
information from the import record instead of adding a
new record.
Add a new record to GoldMine: Upon finding a match,
GoldMine adds a record instead of updating the existing
record with the information from the import record.
Do not import the record: If a match is found, GoldMine
skips importing the record with matching information.
Ask me what to do: Upon finding a match, GoldMine
prompts you for a decision.
10-11
3. To limit record selection to only records containing the
match field value, select Import matching records only.
Tip: To avoid overwriting existing data in a record with empty
fields, clear this option.
5. To import contact-related data such as Detail records and
linked documents when overwriting matching records, clear
When overwriting a matching record, do not import
contact-related data...
6. To define options for updating GoldMine fields and
attaching Automated Processes to the imported records,
click More Options.
The More Contact Options dialog box appears.
7. To change field data in the imported records to specified
values for the field(s) in the [AutoUpdate] section in
LookUp.ini, select Automatically updates GoldMine fields
based on instructions in the [AutoUpdate] section of
Lookup.ini. This option applies only if one or more
selected fields include field(s) listed in LookUp.ini.
8. Select Attach the default Automated Process to these
imported records to automatically attach Automated
Processes to each imported record. This option applies only
if Attach this process to all new contact records was selected
for the Automated Process in the GoldMine Automated
Process Wizard.
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4. Clear Import empty fields to prevent blank field values
from imported records from replacing values in the existing
record whenever GoldMine imports a record with the
designated match field value. This option is available only
if you selected Overwrite the existing GoldMine record in
step 2.
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Data Management
9. Click Next. The Select Activities to be Imported dialog
box appears. Continue with Selecting Activities to Import.
10. Click Next. The Choose a destination folder dialog box
appears.
Designating a Destination Folder for Imported
Linked Documents
After you advance from the Other Contact-related Options
dialog box, the Choose a destination folder dialog box
appears.
To Specify a Destination Folder for Imported Linked
Documents
1. Under Please select a folder where you want to import
linked documents, either type or browse to the destination
folder for linked documents.
2. Click Next. The Select Activities to be Imported dialog
box appears.
10-13
Selecting Activities to Import
To Select the Activities to Import
1. Accept the default selections for all of the activity types you
want to import and clear any activity types you want to
exclude.
2. Click Next.
If you selected any Pending activity types, the next dialog
box to appear follows the order of the Linked activity
options listed in the Select Activities to be Imported dialog
box. Continue with Selecting Linked Activities to Import.
If you did not select any Pending activity types, the Save
Import Profile dialog box appears. Go to Saving your
Import Profile.
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The Select Activities to be Imported dialog box lists activity
records corresponding to the records that the XML file actually
contain. The XML Import Wizard only imports activities linked
to contacts.
The following illustration shows the activity records available
in a specific XML import file. Other activity types may be
available in the XML file that you want to import.
10-14
Data Management
Selecting Linked Activities to Import
After selecting one or more of the Linked activity options,
GoldMine displays any or all of the following dialog boxes
according to your selections:
Select Linked Scheduled Activities to be Imported
Select Linked History Activities to be Imported
Select Linked Messages to be Imported
The following figure shows the Select Linked Scheduled
Activities to be Imported dialog box, which will be the first
to appear in sequence if you selected all linked activity types.
By default, GoldMine selects all linked activity types available
in the import file.
To Select the Linked Activities that You Want to Import
want to import and clear any activity types you want to
exclude. Expand items to show additional options.
2. Click Next to advance to the next dialog box.
3. After you have finished selecting data options, click Next.
The Save Import Profile dialog box appears. Continue with
Saving an XML Import Profile.
10-15
Selecting Unlinked Activities
By default, GoldMine selects all unlinked activity types
available in the XML file.
To Select the Unlinked Activities that You Want to Import
want to import and clear any activity types that you want
to exclude. Expand items to show additional options.
2. To limit the records GoldMine imports from the XML file
by date, select Date range, then set the following:
Set the date From which you want to select records.
Set the ending date To which you want to select records.
By default, GoldMine places the current date in both the
From and To fields.
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GoldMine displays the Select Unlinked Calendar Activities
to be Imported dialog box.
10-16
Data Management
Saving XML Import Profiles
The Save Profile dialog box allows you to save your import
settings as a profile you can use to import XML file data in the
future.
Note
If you do not want to
save the profile, select
No, I dont want to save
this profile, then click
Next.
To Save Current Settings as an XML Import Profile
1. Click Yes, I want to save this profile. The Save Profile
dialog box then activates options to name the profile and
import file.
2. Under Profile name, type a brief, descriptive name for the
profile.
3. To keep the profile name and import file name together,
select Save the import filename with this profile. This
option enables the new XML import file to overwrite a
previously imported XML file when you use this profile to
import data in the future.
4. Click Next. The Finish Import dialog box appears.
10-17
Processing the XML Import File
To Start the XML Import Process
1. Click Finish. GoldMine starts to process data according to
the settings that you defined in the XML Import Wizard.
The GoldMine Process Monitor shows the operations in
progress.
2. To stop the process at any time, click Cancel. Otherwise,
GoldMine continues to process the import file until done.
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After you advance from the Save Profile dialog box, the Finish
Import dialog box appears.
10-18
Data Management
Exporting GoldMine Data to XML Files
GoldMine can now export contact data and user activities in
the XML format. Exporting data as an XML file is useful when
working with people who need your GoldMine data but who
do not use GoldMine.
Note: When you exchange data with other GoldMine users,
be sure to synchronize instead of sharing exported data.
Synchronization provides data management controls that are
unavailable when you export data, including the capability to
track updates to data at the field level.
The GoldMine XML Export Wizard provides the settings to
export data to an XML file in an easy-to-follow format. The
wizard even uses UTF-8 encoding to correctly store the
extended character set needed by international users. You can
save the settings as a profile for future use.
To Export GoldMine Data to an XML File
1. Select Tools>>Import/Export Wizard>>Export GoldMine
Data to an XML File.
The GoldMine XML Export Wizard Welcome dialog box
appears.
10-19
2. Select either:
Export to a new XML file: Directs the wizard to provide
options for you to define new settings to export GoldMine
data to an XML file. When you finish the wizard, you
can save the settings as a profile for future use.
Displays a list of previously defined XML export profiles
in the Select Profile dialog box. You can modify or delete
a selected profile, if necessary. Select the profile you want
from the list under Select one of the following,
predefined XML export profiles.
3. Click Next.
Selecting GoldMine Data to Export
The Select GoldMine Data for Export dialog box appears
after you advance from either the Welcome window or the
Select Profile dialog box,
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Export to a new XML file using an existing profile:
10-20
Data Management
To Select GoldMine Data to Export
1. Select either:
Contacts: Exports contact data, including activities
related to the selected contact(s). You can use a filter or
group to select specific types of contact data.
User-related data: Exports either contact data or calendar
data that is assigned to or owned by one or more selected
users. Select one of the following:
Users Activities: Exports the calendar and history
records of the selected user, and if selected, contacts
owned by the user.
Users Contacts: Exports only the contact data created
by the selected user. You can use a filter or group to
select specific types of contact data.
Note: GoldMine exports E-mail and Web site records as
unique XML tags under the <account> tag, not under the
<details> tag. GoldMine exports all other Detail records, such
as Birthday or Pager PIN, under the <details> tag.
2. Click Next.
If you selected Contacts, the Select Filter/Group dialog
box appears. Continue with Using a Filter or Group to
Select Records for XML Export.
If you selected User-related data, the Select Users dialog
box appears. Continue with Selecting User-related Data.
Selecting User-related Data to Export
The next sequence of dialog boxes assist in the selecting of
data based on the users or user groups who created the records,
the record owner.
10-21
Selecting Users
To Select Users to Include in the Export
1. Select the users whose data you want to export.
2. Click Next.
If you selected Users Contacts the Select Filter/Group
dialog box appears. Go to Using a Filter or Group to Select
Records for XML Export.
If you selected Users Activities the Select Users Activities
for Export dialog box appears.
data management
If you selected User-related data from the Select GoldMine Data
for Export dialog box, the Select Users dialog box appears.
10-22
Data Management
Selecting Activity Types
From the Select Users Activities for Export dialog box you
can choose the types of activities that you want to export for
the selected users.
Tip
Expand items to show
additional data types.
The two major activity types are linked and unlinked activities.
Under each of these types, you can further define activity types
such as pending and/or completed activities. By default,
GoldMine selects all activity types.
Note: When exporting pending and completed activities, GoldMine
includes both the text and the HTML formatting code in each
Notes field.
To Select the Activities that You Want to Export
want to export and clear any activity types that you want
to exclude.
2. Click Next.
If you selected Linked activity types, the next dialog box to
appear follows the order of the Linked activity options listed
above. Continue with Selecting Linked Activities to Export.
If you selected only Unlinked activity types, the next dialog
box to appear follows the order of the Unlinked activity options
listed above. Continue with Selecting Unlinked Activities to
Export.
10-23
Selecting Linked Activities
When you advance from the Select Users Activities for
Export dialog box after selecting one or more of the Linked
activity options, GoldMine displays any or all of the following
dialog boxes according to your selections:
Select Pending Activities
Select Messages
The following illustration shows the Select Pending Activities
dialog box.
By default, GoldMine selects all linked activity types.
To Select the Linked Activities that You Want to Export
want to export and clear any activity types that you want
to exclude. Expand items to show additional options.
2. Select Date range to limit the records GoldMine exports to
the XML file by date.
From and To fields.
data management
Select History Activities
10-24
Data Management
4. After you have finished selecting calendar, history, and
message data options, click Next. The Select Contact Data
dialog box appears.
Selecting Contact Data
From the Select Contact Data dialog box select the Contact
Data Type to export.
To Select the Contact Data Type(s) to Export
1. To set up the types of contact data you want to include,
select either of the following options:
Do not include contact data when exporting linked
activities and/or messages
Include contact data when exporting linked activities
and/or messages: By default, GoldMine selects all
categories of contact data. Accept the default selections
for the contact data types you want to export and clear
any types that you want to exclude.
2. Click Next.
If you selected Unlinked activity types in the Select Users
Activities for Export dialog box, the next dialog box to
10-25
appear follows the order of the Unlinked activity options
selected in the Select Users Activities for Export dialog box.
Continue with Selecting Unlinked Activities to Export.
Selecting Unlinked Activities
After you advance from either the Select Users Activities
for Export dialog box or the Select Contact Data dialog box,
GoldMine displays any or all of the following dialog boxes
according to your selections in the Select Users Activities
for Export dialog box:
Select Unlinked Scheduled Activities
Select Unlinked Completed Activities
Select Unlinked Messages
The following figure shows the Select Unlinked Scheduled
Activities dialog box, which will be the first to appear in
sequence if all linked activities were accepted.
By default, GoldMine selects all unlinked activity types.
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If you did not select any Unlinked activity types, but did
select Users Contacts from the Select GoldMine Data for
Export dialog box, the Select Filter/Group dialog box
appears. Continue with Using a Filter or Group to Select
Records for XML Export.
10-26
Data Management
To Select the Unlinked Activities that You Want to Export
want to export and clear any activity types you want to
exclude. Expand items to show additional options.
2. Select Date range to limit the records that GoldMine exports
to the XML file by date.
From and To fields.
If you selected Users Contacts from the Select GoldMine
Data for Export dialog box, the Select Filter/Group dialog
box appears. Continue with Using a Filter or Group to
Select Records.
If you did not select Users Contacts from the Select GoldMine
Data for Export dialog box, the Miscellaneous Options
dialog box appears. Continue with Selecting Additional
Export Options.
Using a Filter or Group to Select Records
When you advance after selecting contacts or users contacts,
the Select Filter/Group dialog box appears.
10-27
You can export all Contact Records or apply an existing filter
or group to export a subset of contacts from the contact
database.
To Use a Filter or Group to Select Records for the XML
Export
2. If you selected a predefined filter or group, you can use
your own or select another user.
3. Click Next. The Select Contact Data dialog box appears.
Selecting Contact Data to Export
By default, GoldMine selects all categories of contact data in
the Select Contact Data dialog box.
Note: When exporting Pending and History records, GoldMine
includes both the text and the HTML formatting code in each
Notes field.
data management
1. Select ALL Contacts or a predefined filter or group from
the drop-down list.
10-28
Data Management
To Select the Contact Data Types to Export
1. Accept the default selections for the contact data types you
want to export and clear any types that you want to exclude.
2. Click Next.
If you selected Pending, the Select Pending Activities
dialog box appears.
If you did not select Pending, but did select History, the
Select History Activities dialog box appears.
If you selected neither Pending or History, but did select
Messages, the Select Messages dialog box appears.
For details about any of the above three options, see Selecting
Linked Activities.
If you did not select Pending, History, or Messages, the
Miscellaneous Options dialog box appears.
Selecting Additional Export Options
Use the Miscellaneous Options dialog box settings to define
how GoldMine will:
Export linked files, such as e-mail attachments and
documents stored in the Links tab of the Contact Record.
Identify users who created or own contact-related records,
such as activity records.
10-29
To Define the Method of Exporting Linked Files and
Including User Names with Activity Data
1. To specify the method by which linked files are included in
the XML export files, select either:
Include file paths of the external files in the destination
export file: Provides pointers to the filesnot copies of
the filesin the export file.
Include file content of external files in the destination
export file (use BASE64 encoding): Adds copies of the
files in the export file.
2. To include user names associated with exported activity
data, select Include Username when exporting GoldMine
data in XML format. By default, GoldMine does not include
user names with exported activity data.
3. Click Next. The Choose a destination file dialog box appears.
Specifying the Path and Name of the Export
File
After you finish defining data export settings, the Choose a
destination file dialog box appears.
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Note: The following options are available only if linked files,
such as documents and e-mail attachments have been selected
for export.
10-30
Data Management
Note
If you do not want to
save the profile, select
No, I dont want to save
this profile, then click
Next.
This dialog box contains options to specify the destination and
name of the XML export file, as well as the method of delivering
the associated schema file. A schema file is a meta data file
that describes the data stored in the XML document. This
description defines the data structure within the elements of
the XML document, and specifies the entries that will be
accepted as valid. The schema file is similar to GoldMines
DataDict table, which describes the type of data/data fields
for the tables in GoldMine.
To Specify a Destination and Method of Delivering the
Schema File
1. Under Please enter the full path and filename of the
export file, either type the destination directory for the
export file and the file name, or click Browse to navigate to
the destination directory.
2. Select the method of placing the associated schema file from
either of the following:
Save the XML schema file in the same directory as
the export file
The export file points to the schema file published
on the FrontRange web site
3. Click Next. The Save Profile dialog box appears.
10-31
Saving XML Export Profiles
Note
To Save Current Settings as an XML Export Profile
1. Click Yes, I want to save this profile. The Save Profile
dialog box then activates options to name the profile and
export file.
2. Under Profile name, type a brief, descriptive name for the
profile.
3. To keep the profile name and export file name together,
select Save the export filename with this profile. This
option enables the new export file to overwrite a previously
exported data file when this profile is used to export data
in the future.
4. Click Next. The Ready To Export dialog box appears.
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The Save Profile dialog box allows you to save your export
settings as a profile that you can use when exporting GoldMine
data in the future.
You can use
GoldMines
new Database
Restore
Wizard in the
event that you
must restore
the data that
you back up.
For details,
see Restoring
GoldMine
dBASE Data
from Backup
Files.
10-32
Data Management
Processing the XML Export
After you advance from the Save Profile dialog box, the Ready
to Export dialog box appears.
To Start the XML Export Process
1. Click Finish. GoldMine starts to process data according to
the settings you defined in the XML Export Wizard. The
GoldMine Process Monitor shows the operations in progress.
2. To cancel the process at any time, click Cancel. Otherwise,
GoldMine continues to process the export file until done.
Deleting XML Export Profiles
You can delete XML export profiles that you no longer want
to use.
To Delete an XML Export Profile
1. Select Tools>>Import/Export Wizard>>Export GoldMine
Data to an XML File. The Welcome dialog box appears.
2. Select Export to a new XML file using an existing profile.
3. Click Next. The Select Profile dialog box appears.
4. Select the profile that you want from the list and then click
Delete Profile. A prompt appears confirming the deletion
of the selected profile.
5. Click Yes and then click Cancel to close the wizard.
10-33
GoldMine provides the Database Back-Up Wizard to
safeguard dBASE contact data, as well as linked documents,
such as reports, attached files, and even document templates.
You must have Master Rights to access the Database Back-Up
Wizard.
IMPORTANT: The Database Back-Up Wizard is designed to work
exclusively with dBASE data and prevents you from selecting
SQL databases for backup. See your SQL documentation for
details on backing up SQL data.
To maintain an optimal backup system, make a separate
backup on each day for two weeks. That is, your backup system
should include 10 individual backups. Two weeks of backups
are optimal because data corruption may not be discovered
for several days. Having only one or a few sets of backups
could result in only having backups that also contain corrupted
data.
GoldMines Database Back-Up Wizard provides the settings
to back up the contact database files and/or application setup
files. You can save the settings as a profile for future use.
To Back-Up Contact Data in GoldMine
1. Select File>>Back-Up Databases.
IMPORTANT: When you use the Back-Up Database Wizard,
the Open files exclusively option on the Edit>>Preferences>>Login
tab should not be selected. If it is selected, clear the check box
and restart GoldMine before proceeding with the backup
procedure.
Note
data management
Occasionally, you encounter problems while working in
GoldMine that might cause data loss or data corruption. The
problems may be internal or external to your system. The best
way to ensure data availability in the event of data loss or
corruption is to establish a routine data backup process.
SQL databases
do not appear
in the Select
Contact Set
dialog box.
Only dBASE
databases will
appear here.
10-34
Data Management
The GoldMine Back-Up Wizard Welcome dialog box
appears.
2. Select either:
Create a New Back-up Profile: Directs the wizard to
provide options for you to define new data backup
settings. When you finish the wizard, you can save the
settings as a profile for future use.
Begin Back-up process using a profile from below:
Displays a list of previously defined data backup profiles.
You can modify a selected profile, if necessary, or click
Finish to start the backup immediately.
If you selected a previously defined profile, then select
Finish and you are done.
If you need to define or change settings, continue.
3. Click Next.
10-35
4. Select the Contact Sets that you want to back up. The Contact
Set must have a file code to be eligible for backup.
5. Clear Back-up GoldMine Files (GMBase) to skip backing
up the database files in the GMBase subdirectory. These
database files include Cal, MailBox, Filters, InfoMine, and
so on.
6. Clear Back-up Setup Files (Net-Update and BDEShare)
to skip backing up files in the Setup\GoldMine and
Setup\BDEShare subdirectories. These setup files include:
BDEShare directory files that provide access to the
Borland® Database Engine (BDE) to enable all network
users to work with GoldMines data files.
Configuration files such as idapi32.cfg that define the
settings to run GoldMine.
Latest NetUpdate file saved in the Setup\GoldMine
directory which may differ from the original installation
file.
7. Click Next.
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The Select Contact Set dialog box appears.
10-36
Data Management
The Back-up Selected Directories dialog box appears.
By default, GoldMine sets up your backup to store attachments,
reports, document templates, and linked documents.
For each file type that you want to include in the backup,
type or browse to the corresponding directory in which
GoldMine can find all of the files of the selected type.
Clear the selection(s) to skip storing any of the listed file
type(s).
8. Click Next.
10-37
9. Check the summary of directories to ensure that GoldMine
will store files in the expected locations.
If not, click Back to return to previous dialog boxes as
needed to change the directory settings. If the summary
looks correct, click Next.
The Path and Filename dialog box appears.
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The Confirmation dialog box appears.
10-38
Data Management
10. Under Please enter the full path and filename of the
destination file, either type or browse to the destination
directory for the backup file and the file name.
Tip: The extension for backup files is .gmb. GoldMine can
add the extension to the file name for you.
11. Under Please give this profile a name..., type a descriptive
name for the profile. This name appears in the profile list
on the Backup Wizards Welcome screen.
12. Click Next.
The Ready to Back-up dialog box appears.
Note
If you allow GoldMine to
force users to exit after
a specified period of
time, then click Finish.
GoldMine waits for
either the specified
period to elapse or until
all users log out before
starting, whichever
occurs first.
IMPORTANT: Backing up data can be a time-consuming
process and requires exclusive access to the selected contact
set(s). All users must log out before the backup can start. You
can either accept the default time limit for users to log out or
change the number of minutes allowed.
13. Accept Force all users to exit GoldMine within and then
type the number of minutes to overwrite the default value.
14. Click Finish to start backing up data. The GoldMine Process
Monitor shows the progress of the backup.
GoldMine continues to back up data until done.
Restoring GoldMine Data from Backup Files
10-39
If you used GoldMines Database Back-Up Wizard, you can
easily restore your GoldMine database if you encounter a
problem that caused data loss or data corruption. You must
have Master Rights to access GoldMines Database Restore
Wizard.
IMPORTANT: The GoldMine Restore Wizard restores data
exclusively from backups of dBASE data made by GoldMines
Database Back-Up Wizard. See your SQL documentation for
details on backing up and restoring SQL data.
To Restore GoldMine Data from Backup Files
1. Select File>>Restore Databases.
The GoldMine Restore Wizard Welcome dialog box
appears.
2. Under Please enter the path of the .gmb back-up file,
either type the path and file name of the backup file or
browse to navigate to the directory that contains the backup
file.
3. Check that the name in GoldMine UserName is either the
owner of the backup file or has the authority to access the
file. If necessary, change the name entry.
4. Type the Password value.
data management
Restoring GoldMine Data from
Backup Files
10-40
Data Management
5. Click Next.
The Restore to Directory dialog box appears.
6. Type or browse to the destination directory for each of the
file types.
IMPORTANT: You must restore the files to the default directory
in which they were located during backup. If you place the files
into other folders, they will no longer be linked in GoldMine.
7. Click Next.
Restoring GoldMine Data from Backup Files
10-41
8. Check the summary of directories to ensure that GoldMine
will restore files in the expected locations.
If not, click Back to return to the previous dialog box to
change the directory settings. If the summary looks correct,
click Next.
The Ready to Restore dialog box appears.
data management
The Confirmation dialog box appears.
10-42
Data Management
IMPORTANT: Restoring data can be a time-consuming
process, and requires exclusive access to the selected
contact set(s). All users must log out before GoldMine can
start to restore data. You can either accept the default time
limit for users to log out, or change the number of minutes
allowed.
9. To change the length of time allowed to users to log out of
GoldMine, accept Force all users to exit GoldMine within,
then type the number of minutes to overwrite the default
value.
10. Click Finish to start to restore data. The GoldMine Process
Monitor shows the progress of the data restoration.
GoldMine continues to restore data until done.
GoldMine users can set up pages on the World Wide Web to
collect a variety of contact information from interested visitors.
To use the data in GoldMine, you must create a WebImport
file including instructions for how to handle the data. The
WebImport file contains the contact data and instructions in a
specific format, similar to .ini files.
Once the visitor submits the information, a Web server script
formats the data into an Internet e-mail message, which is sent
to a designated recipient. When retrieving the e-mail message,
GoldMine follows the import instructions to create or update
a Contact Record with the data captured from the Web page.
GoldMine now extends WebImport capabilities with a variety
of enhancements, including:
Capability to process unlimited ContSupp.dbf entries,
eliminating the previous limitation of nine entries.
Support of multiple-line notes in ContSupp.dbf, similar to
the main Contact Record.
Notification of specified users by GoldMine e-mail when
GoldMine adds new or duplicate Contact Records from Web
data.
10-43
Update field values in duplicate Contact Records with the
new GM.INI setting, which is detailed in Enabling Field
Updates for Duplicate Contact Records.
Automatic movement to the new or duplicate Contact
Notifying Users about New and Duplicate
Contact Records
GoldMine can send confirmation messages by GoldMine
e-mail after adding new or duplicate Contact Records from
WebImport data. To set up delivery of confirmation messages,
you must add commands to the [Instructions] section of the
WebImport file.
Upon receiving Web data that generates new or duplicate
records, GoldMine sends a GoldMine e-mail message to the
specified recipients Inbox.
To Send E-mail Messages after Creating Records from
WebImport Data
1. Open the WebImport file.
2. To send a GoldMine e-mail message after adding a new
Contact Record from incoming WebImport data, add the
following statement under the [Instructions] section:
OnNewSendGMEmail=<user name>,<activity
code>,<reference>
3. To send a GoldMine e-mail message after adding a duplicate
Contact Record from incoming WebImport data, add the
following statement under the [Instructions] section:
OnDupSendGMEmail=<user name>,<activity
code>,<reference>
In steps 23, you must designate a user as the message
recipient. Optionally, you can specify a subject line and e-mail
notes in the order shown in each statement.
Tip: To add a command to send multiple e-mail messages for
new and/or duplicate records, append consecutive numbers
to each instruction; for example, OnNewSendGMEmail1=,
OnNewSendGMEmail2=, and so on.
4. Save the WebImport file.
data management
Record after processing.
10-44
Data Management
Updating GoldMine Fields with Web Data
If an individual who already has a Contact Record in your
database fills out a form on your Web site, you can set up
WebImport fields to update specified Contact1 and Contact2
fields in the destination database instead of creating a duplicate
record. You can also enable WebImport to update Notes and
e-mail addresses.
GoldMine updates only the specified fields, discarding
changes to all fields not included in the list. Notes and e-mail
address updates receive special handling as follows:
Notes: Adds the WebImport updates before the currently
available entries. New Notes appear at the top of the entries.
GoldMine deletes no entries.
E-mail address: Adds an e-mail address only if different
than existing address(es). If the e-mail address from the
WebImport update is unique, GoldMine adds the new
address as the primary address, and other address(es) are
saved as alternate (non-primary) address(es).
To Enable Field Updates via WebImport
1. Open GM.INI using a text editor such as Windows Notepad.
2. Add the section and following statements:
[WebImportOverwrite]
IAgree=I Want To Allow Fields To Be
Updated By WebImport
Fields=<List of fields from Contact1
and Contact2 that the user can update>
You must type the first statement (I Agree) exactly as
shown above.
The Fields list is comma-delimited. GoldMine will update
only fields included in the list.
Note: This process does not update ContSupp field values.
For example, the following statement allows WebImport
data to update the Key1, Fax, and Userdef01 fields in
GoldMine:
Fields=Key1,Fax,Userdef01
in this chapter...
Defining Synchronization Settings
Defining Internet Connection
Methods
Converting Encrypted Values and
Date and Time Stamps
Limiting Data Selection for
Synchronization
11
11
CHAPTER ELEVEN
Synchronization
Overview
GoldMine® 6.0 (Corporate Edition) provides the following enhancements:
New Synchronization Settings dialog box centralizing settings for
GoldMine and GoldSync®.
GoldMine and GoldSync now focus on Internet connection methods,
such as by direct Internet connection and via Internet e-mail. Other
methods, such as via modem or network, are no longer available.
More convenient method for GoldSync administrators to convert
encrypted SyncStamp, LogStamp, and RecID values into date and time
stamps.
New options to limit data selection to either contact data or activities
when synchronizing to Microsoft® Outlook, Palmä/Visor® or other Palm
OS® device, or your Pocket PC.
11-2
Synchronization
You can now define key synchronization settings for GoldMine
and GoldSync in the new Synchronization Settings dialog
box. The settings previously available in the Sync tab of the
Preferences dialog box are still available as well as new settings
that apply exclusively to GoldSync.
To Define Synchronization Settings
Select File>>Configure>>Synchronization Settings.
The Synchronization Settings dialog box appears.
Use the Synchronization Settings tabs to:
Linked Documents: Specify the destination folder for
retrieved linked files and options for synchronizing them.
Timeouts: Override default timeout values.
GoldSync: Send e-mail notices of any errors that occur
during GoldSync synchronization.
11-3
Defining Options for Synchronizing Linked
Files
You can specify the destination folder for linked documents
and select options for synchronizing them from the Linked
Documents tab. By default, GoldMine displays the Linked
Documents tab.
To Define Options For Synchronizing Linked Documents
Documents original drive and folder: Selects the
location where document was last saved
Specified default drive and folder
If you selected Specified default drive and folder, continue
with step 4.
If you selected Documents original drive and folder,
continue.
2. Below If the files original drive cannot be found during
the retrieval process, type the drive(s) that you want
GoldMine or GoldSync to search for files if the folder where
the drive was originally saved cannot be located. Separate each
drive or share entry with a semicolon; for example,
C;\\SERVER\DOCS;D;F;.
Note: If you do not select If the files original drive cannot
be found during the retrieval process, GoldMine tries to
search for the linked document in the original drive or location.
If not found there, GoldMine will search any available alternate
drives. If the linked document is not found in the original or
alternate drives, then GoldMine will retrieve the document into
the default folder. If you have not assigned a folder in Default
path of retrieved linked documents, the default folder is
GoldMine\TmpLinks\.
synchronization
1. Select one of the following in the Attempt to retrieve linked
files to drop-down list to specify the destination folder for
linked documents:
11-4
Synchronization
3. Select Search for the original folder name on the drives
Ive specified ONLY to limit GoldMines search to only the
drives specified in step 2.
Note: If you select Search for the original folder name on
the drives Ive specified ONLY, GoldMine or GoldSync will
not place a linked document in the TMPLinks folder unless the
specified location cannot be found.
4. Type or browse to the path and folder name If the original
folder cannot be found... to place linked documents in a
specified drive and folder.
5. Clear Allow new linked files to synchronize by default
to prevent newly linked documents from synchronizing.
Note: By default, GoldMine includes linked documents in a
transfer set. Clearing Allow new linked files to synchronize by
default also clears the Allow file to synchronize in the Linked
Document check box for all newly linked documents. To
synchronize an individual linked document, select Allow file to
synchronize for that document.
6. Clear Back up existing files prior to overwriting them
during retrieval. (As .BAK files) to skip backing up linked
documents prior to retrieving changed versions.
7. If you are done, click OK.
If you want to override the default handshake timeouts,
click the Timeouts tab.
11-5
Setting Timeout Periods for
Synchronization
GoldMine automatically generates timeout periods for
connections during remote synchronization. Typically, you do
not need to change these values. However, you can override
the default timeout periods.
You can override the following values for synchronization via
the Internet:
protocol exchanged between two systems while establishing
a connection. The handshake must occur at the beginning
of a connection.
Connection timeout: Length of time that GoldMine will
wait after sensing a drop-off in the connection with your
Internet Service Provider (ISP).
To Set Timeout Periods for Synchronization via Internet
1. Click the Timeouts tab.
2. In the Handshake timeout (sec): box, type the number of
seconds you want GoldMine to wait to complete a
handshake routine before disconnecting.
3. In the Connection timeout (sec): box, type the number of
seconds you want GoldMine to wait after an interruption
in the transmission before disconnecting.
4. To return all timeout settings to their original default
settings, click Set Defaults.
5. Click OK.
synchronization
Default handshake timeout: A handshake is the electronic
11-6
Synchronization
Triggering E-mail Notification of
Synchronization Errors
If your company uses GoldSync to synchronize, you can set
up GoldMine to send an e-mail notification when specified
errors occur during synchronization.
To Set Up GoldMine to Send E-mail Notices about
Synchronization Errors
1. Click the GoldSync tab.
2. Select Send an E-mail if a synchronization error occurred.
3. Under E-mail error messages to this address, type the
e-mail address of the GoldSync administrator responsible
for maintaining synchronization operations.
4. Click OK.
Defining Internet Connection Methods
11-7
Defining Internet Connection
Methods
Both GoldMine and GoldSync now use direct Internet
connection and Internet e-mail to synchronize data. Other
methods, such as via modem or network, are no longer
available.
GoldSync now provides a local menu command to convert
encrypted values into time/date format and vice versa for the
following:
SyncStamp
LogStamp
First seven characters of a RecID
This conversion feature simplifies access to the capability
previously available only by working with synchronization
functions in gm5S32.dll.
Converting Encrypted Values into Date and
Time Stamps
If issues arise during synchronization, you may want to check
the date and time that tasks occurred.
To Convert Encrypted Sync Values into Date and Time
Stamps
1. Copy the SyncStamp, LogStamp, or RecID value you want
to convert from the Tlog table. You can use any utility that
queries tables, such as BR4 or you can run a query from the
SQL Query tab of GoldMines Filters and Groups dialog
box.
synchronization
Converting Encrypted Values and
Date and Time Stamps
11-8
Synchronization
The following figure shows an example of a query to
retrieve Tlog values executed from the SQL Query tab of
the Filters and Groups dialog box.
2. Select File>>Synchronization>>GoldSync Administration
Center. The GoldSync Administration Center appears.
3. Right-click on an item in the left area and then select Date/
Time Stamp Conversion.
The Date/Time Stamp Conversion dialog box appears.
4. Select Sync Stamp-->Date and Time.
Converting Encrypted Values and Date and Time Stamps
11-9
5. Click inside the box, then press CTRL-V to paste the value
copied in step 1.
6. Click Convert. The date and time appear under Results in
the format
YYYYMMDD HH:MM
GoldMine uses the 24-hour time format.
Converting Date and Time Stamps into
SyncStamps
To Convert Date and Time Stamps into SyncStamps
1. Select File>>Synchronization>>GoldSync Administration
Center. The GoldSync Administration Center appears.
2. Right-click on an item in the left area, then select Date/Time
Stamp Conversion. The Date/Time Stamp Conversion
dialog box appears.
3. Select Date and Time-->Sync Stamp.
4. Click the F2 Lookup to select date and time values.
5. Click Convert. GoldMine places the date and time under
Results.
synchronization
The following illustration shows an example of the
Results that appear after converting a SyncStamp into a
date and time stamp.
11-10
Synchronization
The following figure shows an example of the Results that
appear after converting a date and time stamp into a
SyncStamp.
Limiting Data Selection for
Synchronization
Using GoldMine, you can limit data selection to either contact
data or calendar items when synchronizing with Microsoft
Outlook, Palm/Visor or your Pocket PC. Limiting data
selection can reduce the amount of time needed to synchronize.
Of course, you can still synchronize both contact data and
calendar itemsGoldMine 6.0 simply provides more options
to synchronize the information needed by others throughout
your organization.
To Select Data Types to Synchronize
1. Select File>>Synchronize, then select Synchronize with
Outlook, Palm/Visor or Pocket PC. The Welcome dialog
box of the synchronization wizard for the selected product
appears.
2. Select Start a new session or select a synchronization
profile, then click Next.
Limiting Data Selection for Synchronization
11-11
The Options dialog box appears.
Note
3. To limit data selection to either contact data or calendar
items, clear either of the following options:
Synchronize Contact Items
Synchronize Calendar Items
By default, GoldMine selects both options to include contact
data and calendar items in the transfer set.
4. Proceed through the wizard to set up synchronization, or
click Finish to start synchronizing.
synchronization
For details about
selecting options for
GoldMine
synchronization with
Outlook, Palm/Visor,
or a Pocket PC, see
the online Help.
11-12
Synchronization
in this chapter...
Increasing your GoldMine or
GoldSync License
Main Menu Changes
Using HTML Editing Features
Selecting the Sender of E-mail Sent
by Automated Processes
12
12
C H A P T E R T W E LV E
Additional
Enhancements
Overview
GoldMine® 6.0 (Corporate Edition) offers the following enhancements that
you can use to get your work done more efficiently than ever.
New license types to enable administrators to increase an existing
GoldMine or GoldSync® license.
Changes to the Main Menu to launch new features and simplify access
to some existing features.
New HTML editing capabilities that you can use to enhance text and
graphics in your e-mail, activity, InfoCenter, and other records.
New option to designate the sender of e-mail in Automated Processesä.
12-2
Increasing your GoldMine or
GoldSync License
Note
For details about adding
licenses in the
GoldMine License
Manager, see the online
Help.
Users with Master Rights can easily add users to a GoldMine
and/or GoldSync license by entering the bump license(s) in
the GoldMine License Manager. GoldMine now provides new
license types specifically for licenses that increase seats to an
existing license. Recording unique license types for additions
to your GoldMine or GoldSync license can help your
organization track the ongoing need for specific products.
The following table shows the new bump license types and
the products/original license types to which they apply:
License
Type
Product
R
GoldMine Business Contact Manager
N
GoldSync
J
GoldMine Corporate Edition (formerly
GoldMine Sales & Marketing)
Main Menu Changes
Updates to GoldMines Main Menu provide easy access to new
features, as well as consolidate access to online Help resources.
The Main Menu contains additions and changes to the
following menus:
File: Contains two additional commands to Back-Up
Databases and Restore Databases. The Configure submenu
contains three new commands to set up the GM+View Tab,
Synchronization Settings, and My GoldMine.
View: Contains the new commands to display My GoldMine
and the Document Management Center.
Lookup: Contains the new command to search Additional
Lookups, which has a submenu that contains two
commands, E-mail Address and Additional Contact Name.
12-3
Tools: The Import/Export Wizard submenu now contains
new commands to Import GoldMine Data from an XML
File, Export GoldMine Data to an XML File, Import from
an iCalendar File, and Export to an iCalendar File.
Help: No longer contains the How Do I command. All
online Help information is now available from Help>>Help
Topics. To access step-by-step procedures in the GoldMine
Help file, see topics under Using GoldMine.
GoldMine now offers new HTML capabilities you can use to
enhance text and graphics in your e-mail, activity, and other
records. In addition to using HTML editing features for
formatting text and layout, GoldMine now provides access to
the HTML source code for direct editing.
You can work with the commands whenever you work with
Notes text in the following windows:
Edit GM+View
InfoCenter
Edit E-mail
Schedule
Complete
Note: This section discusses the operations commonly available
in all of these windows. For details about HTML operations specific
to a window, see the chapter that covers the feature.
HTML Notes Display
In the [GoldMine] section of the GM.INI file there is a new
setting that defaults to displaying notes in HTML format. This
setting is as follows:
HTML_CAL_NOTES=1
For GoldMine to display the notes text in simple text, open
the GM.INI file and change the setting to:
HTML_CAL_NOTES=0
Save and close the GM.INI file.
Note
Your system must run
Microsoft Internet
Explorer 6.0 to use the
new HTML features.
enhancements
12-4
Executing Commands from the HTML
Editing Toolbar and the Local Menu
Note
The same toolbar
appears when you click
inside the Notes area of
the Complete dialog
box. The toolbars
available for text editing
and formatting differ
slightly in the Edit
E-mail dialog box and
the InfoCenterfor
details, see
corresponding online
Help topics for the
feature.
To display the HTML editing toolbar, click in the text area of
GoldMines HTML-enabled dialog boxes, such as the Edit
E-mail dialog box.
The following figure shows the HTML editing toolbar that
appears in the Notes area of the Detail tab in the Schedule
dialog box.
You can click on one of the buttons to apply the corresponding
formatting command to selected text or to check the spelling
throughout the text.
Bold: Makes the selected text bold.
Italics: Applies italics to the selected text.
Underline: Applies underline to the selected text.
Set font highlight: Applies highlighting to the selected
text.
Set font color: Applies selected color to the selected text.
Font: Displays the Font dialog box, from which you can
select a font and attributes, such as size, color, and so
on.
Spelling: Checks the spelling in a message or text block.
The following formatting icons appear in the toolbars of the
InfoCenter, Edit E-mail dialog box, and the Edit GM+View
dialog box.
Align Left: Align the text to the left side.
Center: Align the text in the center.
12-5
Align Right: Align the text to the right side.
Insert Picture: Insert a .gif or .jpeg file at the cursor
position in the text block.
Insert Background Image: Insert a .bmp, .jpg, .gif or
a .png.
Remove Background Image: Remove the background.
To display the local menu, right-click in the text area of
GoldMines HTML-enabled dialog boxes and select Font,
Paragraph, Style or Insert. You can insert graphics, links, and
background images.
Inserting Graphics
To Insert a Graphics File into a Window
1. From the local menu of the area that supports HTML
editing, such as the text area of the Edit E-mail dialog box,
select Insert>>Insert Picture.
2. Click Browse next to Picture Source.
enhancements
Edit Source: Changes to HTML source code edit mode.
12-6
3. Browse to and select the .gif or .jpg file or select the Files of
type drop-down list to display graphics files that are a
different format and then select a format from the list.
Note: You can insert graphic files of the following formats:
.gif or .jpg
.xbm
.bmp
.art
.wmf
.tif
4. Click Open to return to the original Picture dialog box. The
path and file name appear in the Picture Source field.
5. Type a brief description in Alternate Text that will appear
if a systems Web browser does not support graphics.
Note: GoldMine 6.0 requires Internet Explorer 6.0 or higher,
so Alternate Text should not be required.
6. Select the Alignment drop-down list to select the position
for the graphic in relation to the text. By default, GoldMine
places the graphic along the baseline of the text.
7. Specify the Border Thickness in points to place a black
border around the graphic.
12-7
8. To add white Spacing around the graphic, specify the
Horizontal and/or Vertical space in points.
9. Click OK. GoldMine displays the graphic in the area
according to your specifications.
Inserting Hyperlinks to URL Addresses
You can insert links to any URL into text boxes that provide
HTML commands in the local menu, such as the Edit E-mail
dialog box, the Detail tab of the Schedule dialog box, and the
InfoCenter. The hyperlinks can provide links to Web sites,
newsgroups, or even open HTML files on your system.
1. Right-click in an area that supports HTML editing and select
Insert>>Insert Link.
The Hyperlink dialog box appears.
The default entries allow you to enter a Web site address.
2. In the Type drop-down list select to insert a URL address
type. GoldMine changes the URL value to match the selected
URL address type.
3. In the URL text box, type the address.
4. Click OK.
Saving Layouts as HTML Files
You can save text and graphics created for an InfoCenter topic
or GM+View tab template as an HTML file.
enhancements
To Insert a Hyperlink into a Window
12-8
To Save Text as an HTML File
1. Right-click in an area that supports HTML editing and select
Save as File.
The Save HTML Document dialog box appears.
2. In the Save as type drop-down list select the file format.
3. To specify the destination folder for the file, type or browse
to the path and folder.
4. In the File name text box, type the name of the file.
5. Click Save.
Editing HTML Source Code
In text boxes that support GoldMines HTML editing features,
you can view and edit the HTML source code that applies
formatting and other attributes to your text. If you are familiar
with HTML code, editing the HTML tags may be faster than
working in the default display.
Note: GoldMines HTML editor requires Microsoft Internet
Explorer version 6.0 or greater.
After you start the HTML editor, other formatting icons become
dimmed in the editing toolbar. However, some operations remain
available. You can run a spell check, cut and paste text, save text,
and print the text with the HTML tags.
12-9
The following figures show the body text display of an e-mail
message when working in the default editing mode and when
editing the HTML source code.
Editing HTML source code:
To Edit HTML Source Code in Text
1. Right-click in the text area and select Edit HTML Source.
Tip: The InfoCenter and the Edit GM+View dialog box also
provide an Edit Source icon in the editing toolbar.
You can also access the HTML source code in an e-mail
message. Right-click in the body text area, then select Edit
HTML Source.
2. Edit the HTML code as needed.
3. To return to regular text editing, select one of the following
options:
Right-click in the text area to display the local menu, then
clear Edit HTML Source.
Click the Edit Source button in the editing toolbar.
enhancements
Editing text in the default display:
12-10
Selecting the Sender of E-mail Sent
by Automated Processes
GoldMine enables you to designate the sender of an e-mail
message selected as an action in an Automated Processes.
This enhancement extends your selection options when setting
up a track.
To Select the Sender of E-mail Sent by an Automated
Process
1. Move through the GoldMine Automated Process Wizard
until the Events dialog box appears.
To set up a new event, click New.
To edit a selected event, click Edit.
The Event Properties dialog box appears.
2. Under Perform Action, select E-mail message.
3. Click Options.
Selecting the Sender of E-mail Sent by Automated Processes
12-11
The E-mail Options window appears. By default,
GoldMine displays the Delivery tab.
Note
4. In the Select the Email From: Drop-down list select the
user that you want to designate as the sender in the From
field of an e-mail message. You can select the sender from
the following options:
(Processing User): User who executes the track.
(Attaching User): User who attaches the track to the
Contact Record(s).
Username
5. Complete other settings as needed to set up an e-mail
message as the action.
enhancements
The following procedure
only describes selecting
e-mail from a user to
define an action. For
details about working
with Automated
Processes, see the
online Help.
12-12
INDEX
Index
i
A
B
About GoldMine dialog box, 9-11
Activities
auto-updating, 6-24
changes to scheduling, 6-5
completing or deleting
multiple, 6-24
exporting from GoldMine as
iCalendar files, 6-30
importing iCalendar files, 6-27
Additional Contacts
search for records by, 4-2
Advanced Recurrence dialog box, 6-14
Auto-updating activities, 6-24
Automated Processes
selecting the sender of e-mail sent
in, 12-10
Backing up GoldMine data, 10-33
BDE SharedMemLocation setting, 1-3
Boolean expression, 4-12
C
i
Color codes in the GoldMine Process
Monitor, 9-10
Configuration
identify users, 2-2
maintain systems existing BDE
SharedMemLocation, 1-3
My GoldMine Settings, 9-3
placing a custom image in
GoldMines login screen, 1-2
setting the date format, 1-3, 2-4
spell check setup, 2-4
I-2
Index
Contact Record
GM+View tab, 3-15
hiding tabs, 3-10
hiding tabs in single, 3-10
hiding the tab bar in every new, 3-12
launching operations from
Fields, 3-14
search by Additional Contacts, 4-2
search by e-mail address, 4-2
Contact Record Searches. See also Record
Searches
Contact Search Center
browser columns, 4-8
browser columns local menu, 4-8
changing the display size, 4-8
changing the browser columns, 4-8
changing the size, 4-11
copying search results, 4-20
defining preferences, 4-3
displaying, 4-4
navigating, 4-6
printing search results, 4-20
running a simple search, 4-12
saved searches, 4-10
search criteria, 4-7
searching using power search
options, 4-12
searching with groups, 4-15
searching with SQL queries, 4-17
toolbar, 4-6
using filters or groups to search for
contacts, 4-12
D
Data backup, 10-33
Data Management, 10-1
Select new options in the GoldMine
Export Wizard, 10-2
Date Format Settings, 2-4
defining in user-defined fields, 1-5
using Windows' regional
settings, 1-3
Detail tab changes, 6-5
Document Management Center
accessing from the new Main Menu
command, 8-6
adding subfolders to, 8-6
renaming template subfolders, 8-8
Documents
setting up default names for, 8-8
E
E-mail
adding subfolders to organize
templates, 8-6
changing the amount of text in
previews, 8-10, 8-13
customizing E-mail Center
folders, 8-10
renaming template subfolders, 8-8
search for records by e-mail
address, 4-2
selecting the sender of messages
sent in Automated, 12-10
E-mail Center
changing folder labels, 8-12
changing the amount of text in
previews, 8-10, 8-13
customizing filed folders in, 8-10
customizing the date display in
filed folders, 8-10
Expertise, 2
Exporting
GoldMine activities as iCalendar
files, 6-30
GoldMine data to XML files, 10-18
Exporting data
selecting new options for, 10-2
selecting primary or additional
Contact Data, 10-2
using merge codes to select
records, 10-2
Index
Field Properties
defining color settings, 3-5
defining field name and
structure, 3-4
defining field size and
placement, 3-6
defining security options, 3-9
working with, 3-2
Filter/Group tab, 6-23
Filters
using to search for Contact
Records, 4-13
using to select opportunities, 7-21
FrontRange Solutions
contacting, 5
support, 5
G
GM+View tab, 3-15
copying and pasting data from, 3-17
creating templates, 3-17
defining rules to select
templates, 3-25
deleting templates, 3-29
displaying, 3-15
enabling users to select
templates, 3-28
inserting pictures into
templates, 3-23
refreshing the template, 3-28
resizing text, 3-16
selecting templates based on dBASE
expressions, 3-27
selecting templates based on field
values, 3-26
selecting the default template, 3-24
GM.INI
notes display setting, 12-3
setting up default document file
names and folders, 8-6
GoldMine Data Restoration, 10-39
color codes in, 9-10
GoldSync
triggering e-mail upon
Synchronization Errors, 11-6
Groups
creating, 4-15
H
HEAT User Guide, 4
Holidays
accessing the holiday list, 5-4
adding or editing individual
holidays, 5-6
adding to your calendar, 5-5
creating sets, 5-6
holiday sets
deleting, 5-9
exporting, 5-11
importing, 5-10
removing individual holidays, 5-8
restoring predefined sets to the
original settings, 5-8
selecting predefined sets of, 5-5
HTML Editing, 12-3
inserting hyperlinks to URL
addresses, 12-7
notes display, 12-3
saving layouts as an HTML
file, 12-7
toolbar, 12-3
working with source code, 12-8
HTML Editing toolbar, 12-3
I
iCalendar Files
exporting activities from GoldMine
as, 6-30
importing, 6-27
Importing
iCalendar files, 6-27
XML data into GoldMine, 10-5
L
index
F
I-3
License Type Additions for GoldMine
and GoldSync, 12-2
Login Screen Image Customization, 1-2
I-4
Index
M
P
Main Menu
New Edit Menu command, 8-6
Main Menu Changes in
GoldMine 6.0, 12-2
My GoldMine, 9-2
changing the refresh rate, 9-7
configuring, 9-3
copying information from, 9-9
defining the layout, 9-4
displaying, 9-2
navigating through, 9-8
refreshing the display, 9-7
selecting content for column
display, 9-5
Pipeline funnel, 7-20
Project Manager
local menu, 7-4
Projects
completing, 7-24
creating, 7-4
templates, 7-19
Projects Manager
toolbar, 7-3
N
NoSharedMemChange setting, 1-3
O
Occasions
adding, 5-12
deleting, 5-16
viewing, 5-15
Online Help
using, 4
Opportunities
completing, 7-24
creating, 7-4
creating templates, 7-19
using filters to select, 7-21
Opportunity Manager
changes to, 7-27-31
displaying linked sales, 7-20
local menu, 7-4
toolbar, 7-3
Q
Quota Profiles
changes to assigning, 7-27
R
Record Curtaining, 3-10
hiding tabs in one Contact
Record, 3-10
hiding the tab bar in all new
Contact Records, 3-12
defining
Daily Options, 6-18
Hourly Options, 6-17
Monthly Options, 6-19
Weekly Options, 6-19
Yearly Options, 6-21
deleting, 6-23
editing, 6-22
Restoring Data, 10-39
S
Sales
New Assign a new quota
Window, 7-27
scheduling from the Forecasted Sale
Window, 7-30
Schedule Window
Detail tab changes, 6-5
Filter/Group tab, 6-23
Group Scheduling tab changes, 6-23
Index
Semi-Partial Record Curtaining, 3-10
hiding tabs in one Contact
Record, 3-10
hiding the tab bar in all new
Contact Records, 3-12
Spell Check Setup, 2-4
configuring with your
preferences, 2-5
defining options during a spell
check, 2-14
SQL queries, 4-17
Support
FrontRange Solutions, 5
Synchronization Settings Window, 11-2
defining options for synchronizing
linked files, 11-3
setting time-out periods, 11-5
triggering e-mail upon
synchronization errors, 11-6
I-5
W
WebImport File, 10-42
notifying users about new and
duplicate Contact Re, 10-43
updating GoldMine fields with Web
data, 10-44
Word Link
enhancements to, 8-2
installing, 8-2
X
XML data
exporting GoldMine data as, 10-18
importing into GoldMine, 10-5
introduction to the format, 10-4
XML File Export
about the XML data format, 10-18
T
Templates
accessing from New Main Menu
command, 8-6
adding subfolders to store, 8-6
renaming subfolders in Document
Management Center, 8-8
setting up default names for, 8-8
Toolbar
Contact Search Center, 4-6
HTML editing, 12-3
Opportunity/Projects Manager, 7-3
User Display in Windows, 2-2
changing the order of name
display, 2-3
index
U
I-6
Index

GoldMine 6.0 Corporate Edition What`s New

Transcription

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