GM Users Guide

GoldMinePremiumEdition UserGuide
Version9.0.1
Rev: 901-11-12-10
5675 Gibraltar Drive Pleasanton, CA 94588 USA TEL: 800.776.7889 www.frontrange.com
Copyright2010FrontRangeSolutionsUSAInc.AllRightsReserved. MicrosoftSQLServerisCopyright2008,MicrosoftCorporation.Allrightsreserved. ThissoftwareincludessoftwaredevelopedbytheApacheSoftwareFoundation(http://www.apache.org/). ThisprogramincludesFirebirdSQLDatabaseEnginev1.5.FirebirdSQLDatabaseEnginev1.5wasdevelopedbyInprise Corporation,nowcalledBorlandSoftwareCorporationCopyright20012005.AllRightsReserved. ForFBExportseehttp://fbexport.sf.net. TheSentrySpellingCheckerEngineCopyright1999WintertreeSoftwareInc. PortionsCopyright19982008TheOpenSSLProject.Allrightsreserved. TheEdrawComponentprovidedinthisproductiscopyrightedbyEdrawSoft. UseofthissoftwareanditsrelateduserdocumentationISsubjecttothetermsandconditionsoftheapplicableEndUser LicenseAgreement(EULA),acopyofwhichisfoundintheuserdocumentationfolderincludedwiththesoftwarefiles.You mustagreetothetermsandconditionsoftheEULAinordertousethissoftware.Ifyoudonotagreetothetermsand conditionsoftheEULA,returntheunusedsoftwarewithinthirty(30)daysofpurchaseINITSUNOPENEDCDPACKAGEtothe placefromwhichyouobtaineditforarefund(minusanyrestockingfee). WARNING:Thesoftwaredescribedinthismanualanditsrelateduserdocumentationareprotectedbycopyright law.Innoevent,shallanypartoftherelateduserdocumentationbecopied,reproduced,distributed, transmitted,storedinaretrievalsystem,ortranslatedintoanylanguage,withouttheexpresswrittenpermission ofFrontRangeSolutionsUSAInc.
FrontRange Trademark Information

ThefollowingaretrademarksofFrontRangeSolutionsUSAInc.and/oritsaffiliatesintheUnitedStatesand/orothercountries: FrontRangeSolutions,FrontRange,GoldMine,GoldSync,GoldMineAnswerWizard,GoldMineManagement Intelligence,GoldMineManagersConsole,iGoldMine,HEAT,HEATService&Support,HEATPowerDesk,iHEAT, HEATSelfService,HEATManagersConsole,HEATAnswerWizard,HEATQuickStartWizard,InfoCenter, AutomatedProcesses,FirstLevelSupport,enteo,DeviceWall,CentennialDiscovery,DiscoveryDashboard,MicroAudit, SAMandotherFrontRangeproductsandbrands.
Other Trademark Information

Microsoftproducts,brandsandtrademarks,includingMicrosoft,Windows,WindowsServer,WindowsVista,SQLServer,and InternetExplorer,arethepropertyofMicrosoftCorporationintheUnitedStatesand/orothercountries. Otherproductsandbrandsarethetrademarksoftheirrespectiveownersorcompanies. ContactFrontRangeSolutionsUSAInc.atourWebsite:www.frontrange.com (Oct10)
Table of Contents
Welcome to GoldMine Premium Edition
15
Introduction .......................................................................... 15 AboutThisGuide ...................................................................... 15 AudienceandExpertise ................................................................. 16 DocumentConventions ................................................................. 16 DocumentationResources............................................................... 16
Getting Started
17
Overview............................................................................. 17 KeyTermsandConcepts ................................................................ 17 LaunchingGoldMine.................................................................... 18 GoldMineOverview .................................................................... 20 MainMenuBar ..................................................................... 20 ToAccessMenusontheMenuBar.................................................. 21 WorkArea ......................................................................... 21 GlobalToolbar...................................................................... 30 Taskbar............................................................................ 30 GettingStarted .................................................................. 31 Customize...................................................................... 31 NavigationPane ................................................................. 32 StatusBar ...................................................................... 33 GoldMineNavigationShortcuts .......................................................... 34 CustomizingtheTaskbar ................................................................ 34 ChangingIconDisplay ............................................................... 34 ChangingIconPosition............................................................... 34 ManagingGettingStartedListItems.................................................... 35 ToAddanItem.................................................................. 35 ToRemoveanItem............................................................... 35 ToEditanItem .................................................................. 35 ManagingGettingStartedListGroups .................................................. 35
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CustomizingToolbars ................................................................... 36 AddingandRemovingStandardToolbarButtons ......................................... 36 CreatingaNewToolbar .............................................................. 36 RenamingaToolbar ................................................................. 37 RenamingaToolbarButtons .......................................................... 37 RearrangingToolbarButtons .......................................................... 37 UsingOnlineHelp ...................................................................... 38 MenuCommandShortcutKeys........................................................... 38 GoldMineShortcutKeys.............................................................. 38 ContactRecordShortcutKeys......................................................... 39 ContactTabShortcutKeys ............................................................ 40 ReportShortcutKeys ................................................................ 41 TreeViewShortcuts ................................................................. 42 ComboBoxShortcuts ............................................................... 42 SearchBoxShortcuts ................................................................ 42 EditBoxShortcuts.................................................................. 43 OtherControlShortcuts ............................................................. 43 NavigationShortcuts ................................................................ 44 MicrosoftWindowsShortcuts ......................................................... 44 MicrosoftWindowsExplorerShortcuts ................................................. 45 FavoritesCenterShortcuts............................................................ 46 TabShortcuts ...................................................................... 46 AddressBarShortcuts ............................................................... 46 SearchBarShortcuts ................................................................ 47 LoggingAwayfromGoldMine ............................................................ 47 LogginginasAnotherUser ........................................................... 48 ViewingGoldMineInformation ........................................................... 48 LocalMenus .......................................................................... 49
QuickStart Wizard
51
Overview............................................................................. 51 UsingtheUserInformationQuickStartWizard ........................................... 52 UsingtheUserQuickStartWizard ...................................................... 54 UsingtheIndustryTemplatesQuickWizard.............................................. 56 UsingtheKeyFieldsQuickStartWizard ................................................. 59 UsingthePostalCodesQuickStartWizard............................................... 61 UsingtheDataImportQuickStartWizard ............................................... 61 UsingtheGoldMinePLUSQuickStartWizard............................................. 65
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GoldMine User Guide
Dashboards
67
Overview............................................................................. 67 ChoosingaPredefinedDashboard ........................................................ 67 DashboardDesigner .................................................................... 68 DashboardCanvas ............................................................... 68 DashboardPalette ............................................................... 68 DashboardProperties ............................................................ 68 DashboardObjectsTree........................................................... 69 DashboardToolbar ............................................................... 69 PredefinedDashboards ................................................................. 69 ManagementDashboards ............................................................ 69 ActivityDashboard ............................................................... 70 ActivitySummaryDashboard ...................................................... 70 CaseDashboard ................................................................. 70 LeadDashboard ................................................................. 70 ManagementDashboard .......................................................... 70 SalesDashboards ................................................................... 71 ForecastDashboard.............................................................. 71 OpportunityDashboard........................................................... 71 SalesUserDashboard ............................................................ 71
Activities
73
Overview............................................................................. 73 BenefitsofUsingActivities .............................................................. 74 SchedulingandCompletingActivities...................................................... 74 AboutSchedulingActivities ........................................................... 74 SchedulingActivities................................................................. 75 SchedulingActivityDetails............................................................ 76 ToModifyContactsforaScheduledActivity .......................................... 77 SchedulingActivitiestoUsers ......................................................... 77 SchedulingActivitieswithResources ................................................... 78 SchedulingActivitiesBasedonAvailableTimes........................................... 78 SchedulingRecurringActivities ........................................................ 78 ToScheduleaRecurringActivity .................................................... 79 EditinganExistingActivity ............................................................ 80 RespondingtoGoldMineAlarms....................................................... 80 AutoUpdatingActivities ................................................................ 81 SchedulingLiteratureRequests ........................................................... 82 SchedulingForecastedSales ............................................................. 83 AboutCompletingActivities ............................................................. 83 CompletingActivities................................................................ 84 CompletingLettersandMemos ....................................................... 86
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AboutGoldAlarm ...................................................................... 86 AbouttheActivityList .................................................................. 87 ActivityListToolbar ................................................................. 87 ActivityListMainWindow ............................................................ 88 ActivityListOptionsSubMenu ........................................................ 88 ActivityListDateRangeDialog ........................................................ 89 UsingtheActivityList ................................................................... 89 ViewWindow:ActivityList ........................................................... 90 ViewScheduledActivityZoom ........................................................... 91 PrintingActivities ...................................................................... 92
Calendars
93
Overview............................................................................. 93 CalendarsOverview .................................................................... 93 MyCalendar ....................................................................... 94 CalendarToolbar.................................................................... 95 CalendarView...................................................................... 95 UsingtheCalendar .................................................................. 95 ViewingActivitiesintheCalendar ..................................................... 96 UsingtheDailyCalendar ............................................................. 96 UsingtheWeeklyCalendar ........................................................... 97 UsingtheMonthlyCalendar .......................................................... 97 UsingtheYearlyCalendar ............................................................ 98 UsingthePlannerCalendar ........................................................... 98 UsingtheOutlineCalendar ........................................................... 99 UsingthePegBoard ................................................................. 99 TaskListintheCalendar................................................................ 100 OccasionsintheCalendar .............................................................. 100 AddingorEditingOccasions ......................................................... 100 DeletinganOccasion ............................................................... 102 Free/BusyConfiguration ............................................................... 102 ConfigureFree/BusyOptions......................................................... 102 ConfiguringFree/BusyURLs ......................................................... 102 SharingFree/BusyTimes ............................................................... 103 SchedulingBasedonContactsFree/BusyTimes........................................ 104 DistributingYourFree/BusyURLtoothers .............................................. 104 SettingFree/BusyTimes ............................................................ 104 UsingFree/BusyTimes(.ifb) ......................................................... 105 ConfiguringIIStoAccess.ifbFileTypes ................................................ 105 ConfiguringFree/BusyURLs ......................................................... 105 SchedulingfromMeetingRequests ...................................................... 106 SchedulingActivitiesBasedonAvailableTimes.......................................... 106 CreatingMeetingRequests .......................................................... 107 RespondingtoMeetingRequests ..................................................... 107
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SharingCalendarInformation ........................................................... 108 PublishingYourCalendaras.icsand.htm .............................................. 108 PublishingYourFree/BusyTimeasa.ifbFile............................................ 108 ExportingYourCalendaras.ics ....................................................... 108 AccessingSharedCalendars.......................................................... 108 ConfiguringCalendarPublishingintheServerAgentsAdministrator ........................ 109 PublishingCalendarInformation......................................................... 109 PublishingFree/BusyTimes.......................................................... 109 CalendarOptionsDialogBox,Free/BusyTab ............................................ 110 CalendarOptionsDialogBox,PublishingTab............................................ 110
Contact Communication
111
Overview............................................................................ 111 AbouttheDocumentCenter............................................................ 111 CreatingDocumentTemplates ....................................................... 113 EditingDocumentTemplates......................................................... 115 FaxingCorrespondence ................................................................ 116 FaxingYourDefaultFaxSheet ........................................................... 117 PrintingDocuments ................................................................... 117 UsingMailMergeProperties(Printing) ................................................... 118 PrintingEnvelopesandLabels ........................................................ 119 UsingtheEmailCenter ................................................................ 119 EmailCenterComponents .......................................................... 119 GeneralEmailToolbar.............................................................. 120 TheEditEMailToolbar ............................................................. 121 LocalMenus ...................................................................... 122 CreatingandSendingEmail ......................................................... 122 ToAddEmailAttachments ....................................................... 124 SendingEmailtoMultipleRecipients ................................................. 124 ConfiguringEmailOptions .......................................................... 125 CreatingEmailTemplates........................................................... 127 SendingEmailsfromtheDocumentManagementCenter ................................ 128 ReplyingtoanActivity .............................................................. 129 SpellCheckingEmail ............................................................... 130 CreatingDictionaries ............................................................... 131 RetrievingInternetEmail .............................................................. 132 RetrievingEmail................................................................... 132 LinkingEmailMessagestoContacts .................................................. 133 ReadingEmail .................................................................... 134 EmailTemplates .................................................................. 134 CreatingEmailRules .................................................................. 134 ToCreateDistributionLists ....................................................... 134 UsingtheDocumentManagementQuickStartWizardtoAccessaWebPage.................... 135 UsingEncryptionandDigitalIDs ......................................................... 135
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SendingEncryptedEmail .............................................................. 137 SendingEmailMessagesEncryptedUsingGoldMine..................................... 137 SendingEmailMessagesEncryptedUsingDigitalID ..................................... 137 SendingDigitallySignedEmail....................................................... 137 ReadingEmailSentwithDigitalIDs ................................................... 138 AbouttheLiteratureFulfillmentCenter ................................................... 139 AddingDocumentstotheLiteratureFulfillmentCenter ................................... 140 EditingDocumentsintheLiteratureFulfillmentCenter ................................... 141 FulfillingorRejectingScheduledLiteratureRequests..................................... 141 FulfillingorRejectingQueuedDocuments .............................................. 142 EditingScheduledLiteratureRequests................................................. 142 AboutTelemarketingScripts............................................................ 142 BranchingScriptsWorkflow.......................................................... 143 CreatingTelemarketingScripts ....................................................... 143 BranchingScriptsListingDialogBox ................................................... 143 BranchingScriptProfileDialogBox .................................................... 143 BranchingScriptQuestionDialogBox.................................................. 144 BranchingScriptAnswerDialogBox ................................................... 144 UsingTelemarketingScripts.......................................................... 144 MakingandAnsweringCallswithSoftPhone ............................................... 145 AboutPersonalContacts ............................................................... 145
Sales Management
147
Overview............................................................................ 147 UnderstandingSales ................................................................... 147 SchedulingForecastedSales ............................................................ 147 CompletingForecastedSales ......................................................... 149 UsingForecastedSalesAnalysis ...................................................... 150 UsingGraphicalAnalysis ............................................................... 151 UsingWildCardsinActivityandResultCodeFields ...................................... 152 UsingLeadsAnalysis ................................................................... 152 UsingQuotaAnalysis .................................................................. 153 AssignNewQuotaDialogBox........................................................ 154 QuotaProfileDialogBox ............................................................ 154 UsingSalesAnalysis ................................................................... 155 UsingStatisticalAnalysis ............................................................... 156 AboutTerritoryRealignment............................................................ 157 UsingtheTerritoryRealignmentWizard .................................................. 157 ToReassigntheActivitiesofaParticularUser ........................................ 158
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GoldMine User Guide
Opportunity and Project Management
159
Overview............................................................................ 159 UsingtheOpportunityManager......................................................... 159 CreatingOpportunities.............................................................. 160 CreatingOpportunityTemplates ...................................................... 161 CreatingOpportunitiesBasedonTemplates ............................................ 162 UsingtheOpportunityWizard........................................................ 162 UsingtheProjectManager ............................................................. 165 CreatingProjects................................................................... 165 EditingProjectContacts ............................................................. 166 EditingTasks ...................................................................... 166 EditingTeams ..................................................................... 167 EditingIssues...................................................................... 168 EditingNotesforOpportunitiesandProjects............................................ 168 EditingDetails/Links ................................................................ 168 EditingPendingActivitiesforOpportunitiesandProjects ................................. 169 EditingHistoryInformationforOpportunitiesandProjects ................................ 169 EditingProjects .................................................................... 170 CreatingProjectTemplates .......................................................... 170 UsingtheProjectWizard ............................................................ 170 EditingOpportunityInfluencers ...................................................... 171
Contact Management
173
Overview............................................................................ 173 AboutContactRecordTabs ............................................................. 173 ToCustomizeContactRecordTabs................................................. 174 AboutCreatingContactRecords ......................................................... 175 CreatingNewDefaultRecordTypes...................................................... 175 CreatingaNewContactRecord.......................................................... 175 DuplicateWarnings ................................................................... 176 DuplicateCompanyorContactNames ................................................. 177 DuplicatePhoneNumbers ........................................................... 177 DuplicateEmailAddresses .......................................................... 178 AddingContactsToanExistingCompany.................................................. 178 RequiredFieldsAlertDialogBox ...................................................... 179 EditingContactRecords ................................................................ 179 PrintingContactRecords ............................................................... 180 LinkingFilestoaContactRecord......................................................... 180 DisplayingMultipleContactRecords ..................................................... 181 DeletingContactRecords............................................................... 181 UsingtheDeleteWizard................................................................ 181 WorkingwithContactDetails ........................................................... 184
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AbouttheRelationshipsTab ............................................................ 184 CreatingRelationships .............................................................. 185 AddingContactsToExistingRelationshipTrees .......................................... 185 CreatingRelationshipSections ....................................................... 186 AddingContactstoRelationships ..................................................... 186 AbouttheDetailsTab.................................................................. 186 AddingDetailRecords .............................................................. 187 DeletingaDetailRecord............................................................. 188 AboutthePendingTab................................................................. 188 ActivitiesLocalMenu ............................................................... 188 AbouttheNotesTab .................................................................. 189 AbouttheReferralsTab ................................................................ 189 AbouttheHistoryTab ................................................................. 190 AbouttheSummaryTab ............................................................... 191 SearchingforContacts ................................................................. 191 ContactSearchCenter ................................................................. 191 ContactSearchCenterToolbar ....................................................... 192 SavingSearches ................................................................... 193 SearchingforContactRecords........................................................ 194 ContactSearchCenterQueryEditor ................................................... 195 BrowserColumnSelection ....................................................... 195 SettingRecordScrollOrderintheContactSearchCenter ................................. 196 UniversalSearch ...................................................................... 196 SearchingforContactswithUniversalSearch ........................................... 197 UsingtheUniversalSearchAdvancedFeature........................................... 198 SettingUniversalSearchOptions ..................................................... 199 FormatofQueriesandResultsofSearches ............................................. 203 GeneralFormat................................................................. 204 <ForWhom>Format ............................................................ 204 (Fromwherewps)Format ........................................................ 205 MemoFilters...................................................................... 205 AboutFiltersandGroups ............................................................... 206 Filters ............................................................................ 206 Groups ........................................................................... 207 HowGroupsDifferfromFilters ....................................................... 207 UsingFiltersandGroups ............................................................ 207 WorkingwithFilters ................................................................... 208 CreatingFilters .................................................................... 208 FilterExpressionOperators.......................................................... 210 BooleanOperators................................................................. 211 UsingtheOptimizingFiltersOptions .................................................. 211 UsingthePreviewingFiltersOptions .................................................. 212 CreatingSQLQueryFilters ........................................................... 212 SQLQuerySamples ................................................................ 212 ViewNewContactRecordsEnteredDuringaSpecificTimePeriod.......................... 213
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GoldMine User Guide
WorkingwithGroups.................................................................. 214 GroupMembersLocalMenu......................................................... 214 UsingtheGroupsTab ............................................................... 214 CreatingaNewGroup .............................................................. 215 GroupBuildingWizard .............................................................. 215 GroupsBasedonFilteredRecords .................................................... 216 GroupOptionalSettings............................................................. 217 GroupBasedonScheduledActivities.................................................. 217 GroupBasedonCompletedActivities ................................................. 217 GroupBasedonSupplementalContactData ............................................ 218 SavingSearchResultsasaGroup ..................................................... 218 ActivatingandReleasingFiltersandGroups ............................................... 218 ActivatingandReleasingFilters....................................................... 218 ActivatingandReleasingGroups ...................................................... 220
Marketing Tools
221
Overview............................................................................ 221 AbouttheLeadsManagementCenter .................................................... 221 UsingtheLeadsManagementCenter..................................................... 222 AbouttheCampaignManagementCenter................................................. 222 CampaignLocalMenu .............................................................. 223 CampaignManagementCenterToolbar................................................... 224 UsingtheCampaignManagementCenter................................................. 224 CreatingCampaigns ................................................................ 225 CloningCampaigns ................................................................. 226 RenamingCampaigns ............................................................... 226 CreatingNewCampaignTasks ........................................................ 226 CompletingCampaignTasks ......................................................... 227 DeletingCampaigns ................................................................ 227 DeletingCampaignTasks ............................................................ 227 ChangingCampaignTaskProperties ................................................... 227
Service Center
229
Overview............................................................................ 229 UsingtheServiceCenter ............................................................... 229 ServiceCenterListView............................................................. 229 UsingtheServiceCenterToolbar(ListView) ............................................ 231 ServiceCenterDetailView .......................................................... 231 UsingtheServiceCenterToolbar(DetailView) .......................................... 231 AbouttheCaseDetailsWindow(DetailView)........................................... 232 UsingtheCaseManager(DetailView) .................................................... 233 ManagingCaseManagerTabs ........................................................ 233 CaseManagerPreferences ............................................................. 236 AbouttheCaseManagerPreferences ................................................. 236
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CreatingaNewCase................................................................... 240 CreatingaNewTemplate ............................................................ 241 ManagingTemplates ............................................................... 243 ReassigningaCase ................................................................. 244 EscalatingaCase................................................................... 245 ResolvingaCase................................................................... 246 AbandoningaCase ................................................................. 247 CreatingaPerformanceReportforaCase .............................................. 248
Knowledge Base
249
Overview............................................................................ 249 AccessingtheKnowledgeBase .......................................................... 249 KnowledgeBaseToolbar ............................................................... 250 CreatingandEditingKnowledgeBaseBooks,Folders,andTopics.............................. 250 AddingHTMLTexttoKnowledgeBaseTopics.............................................. 251 KnowledgeBaseTopicTextLocalMenu................................................... 251 AddingAttachmentstoKnowledgeBaseDocuments ........................................ 252 SearchingtheKnowledgeBasefromtheResolutionTab ..................................... 252
Outlook Integration
253
Overview............................................................................ 253 GoldMineEnhancementstoOutlook ..................................................... 253 SetupGoldMineOutlookIntegration ..................................................... 254 SettingUpGoldMinePlusforMicrosoftOutlook ........................................ 254 AddtheGoldMineAddressBooktoOutlook ............................................ 255 AddtheGoldMineAddressBooktoOutlook2003 ................................... 255 ToAddtheGoldMineAddressBooktoOutlook2007.................................. 255 SetOutlookasDefaultEmailApplicationforGoldMine .................................. 256 TroubleshootingtheGoldMineIntegration ............................................. 256 GoldMineOutlookOverview ............................................................ 257 AbouttheGoldMineToolbar ......................................................... 258 AbouttheGoldMineOutlookNavigationButtons........................................ 258 ToHide/ShowtheGoldMineOutlookNavigationButtons .............................. 259 ToAdd/RemoveGoldMineOutlookNavigationButtons................................ 260 ToShowMoreorFewerGoldMineOutlookNavigationButtons ......................... 260 AbouttheGoldMineOutlookPanel ................................................... 261 ToHide/ShowtheGoldMineOutlookPanel ......................................... 261 Synchronization ...................................................................... 262 SettingUptheGoldMineOutlookSynchronization....................................... 263 ToSetUpStandardConfigurationforOutlookSync ................................... 263 ToSetUpOutlookSynchronizationforaUser ........................................ 266 ToStartGoldMineSyncWhenStartingOutlook ...................................... 268 SynchronizingOutlookandGoldMineManually......................................... 269
GoldMine User Guide
OutlookMail ......................................................................... 269 LinkingEMailMessages ............................................................ 269 ToSearchforaGoldMineContacttoAssociateanEmailAddress ....................... 270 ToManuallyLinkMessagestoaGoldMineContact ................................... 270 ToLinkMultipleMessages........................................................ 270 ToSetupAutoLinkingofMessagestoContactRecords ................................ 271 ToSetupLinkingExclusions ....................................................... 271 ToSetHowtheEMailisLinkedtoaContact......................................... 272 ToUnlinkanEMailfromaGoldMineContact........................................ 272 SendingEMailMessages ........................................................... 272 ToLinkaNewMessagetoaGoldMineContact....................................... 272 ToSearchforaContactRecord .................................................... 273 ToSelectaRegardingOptionforaNewMessage ..................................... 273 ToUseanEMailTemplateforaNewMessage ....................................... 274 CreatingaGoldMineContactRecordfromanOutlookMessage............................ 274 DisplayingtheLinkedContactDetailsinOutlook ........................................ 274 SettingtheContact/EMailPaneDisplayOptions ........................................ 275 OutlookCalendar ..................................................................... 276 SettheCalendarDisplayOptions ..................................................... 277 ScheduleaCalendarActivity ......................................................... 277 ToScheduleanAppointment ..................................................... 277 ToScheduleaMeeting........................................................... 277 OutlookContacts ..................................................................... 278 SearchforContactinGoldMinetoAssociateanEMailAddress ............................ 278 CreateaNewGoldMineContactfromtheOutlookContact ............................... 279 ManageGoldMineCustomerContacts................................................. 280 OutlookTasks ........................................................................ 280 CreateaTaskinOutlook ............................................................ 280 CreateandLinktoaNewGoldMineTask ............................................... 280 DisplayingtheLinkedTaskDetailsinOutlook ........................................... 281
Resources
283
AdditionalDocumentation.............................................................. 283 ContactUs ........................................................................... 283
Glossary Index
285 291
GoldMine User Guide
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GoldMine User Guide
Welcome to GoldMine Premium Edition

Introduction
GoldMineisapowerfultooldesignedtoautomateandmanageyourdaytodaybusinessactivities.Maintainbusiness relationships,managetime,establishandachievegoalsmoreeasilythaneverbeforewithnewfeaturesandenhancements inGoldMinePremiumEdition. GoldMineautomateskeyareasofdailybusinessactivity:
Client/contactmanagementGoldMinemaintainsarobustcontactdatabaseofprospectiveclients;currentcustomers;
anyonewhosimportanttoyourbusiness,andintegratesanarrayofcommunicationandautomationtoolstomake doingbusinesseasierandmoreeffectiveforyouandyourentirecompany.Awidevarietyofinformationisatyour fingertips,includingcompanyandcontactnames,addresses,telephonenumbers,andmore.GoldMinePremium Editionalsoincludescomprehensivecustomerrelationshiptoolsthatallowyoutomanageyourcontactsindividually andincustomizedgroupsformaximumefficiency.

TimeandtaskmanagementTheGoldMinecalendarmanagestheschedulingandtrackingoftelephonecalls,meetings,
androutinemailingsandfaxes.Schedulemeetingsandreminders,manageproductivity,anddelegateworktoother GoldMineuserswithadvancedcalendaringfunctions.Keepingtrackofyourprogressiseasy,sincecompletedactivities areautomaticallystoredinyourdatabaseascontacthistory.

DocumentandemailmanagementGoldMine'sextensivedocumentmergingcapabilityenablesyoutoautomate
writtencorrespondence.CreatedocumentsthatincorporateGoldMinefieldsusingGoldMinePlusforMicrosoftOffice: Individualizedletters,memos,andfaxes,allbasedonyourGoldMinedata. GoldMinealsooffersemailmanagementfeaturessuchastheabilitytolinkemailtocontactsandcreatecustome mailtemplatesusingGoldMinefields.Sentemailsarelinkedtocontactrecordsashistoryforeffortlesstrackingofpast correspondence.

SalesmanagementPutyourentiresalesteamonlinewithGoldMinePremiumEdition.Youllhaveaccesstouptothe
minute,onscreenstatisticsforyoursalesteamsperformance,aswellasstatisticsforforecastedsales,closedsales, andcallsuccessrates.WithGoldMine,youcanquicklyanalyzethesourceandprofitabilityofyourleadsandmaximize yourmarketingefforts.

ServiceManagementGoldMinePremierEditionaddsCustomerServicefunctionality,allowingyoutotrack,resolve,and
reportonCustomerServicecasesforallofyourGoldMinecontacts.Customerservicecaserecordsdynamicallyinteract withtherestofyourdatabase,enablingyoutoputGoldMine'srelationalpowertoworkforyourCustomerService team. Foradditionalsupport,visit:http://www.frontrange.comandhttp://support.frontrange.com.
About This Guide

ThisguideintroducesyoutothemainfeaturesinGoldMinePremium(GoldMine)andprovidesyouwithanswerstobasic questionsabouthowitworksandprovidesdefinitionsandproceduresforbasicfunctionality.
GoldMine User Guide
About This Guide 15
Audience and Expertise

TheinformationinthisguideisintendedforuserswhowillusethefeaturesofGoldMine. Thismaterialassumesusershaveafundamentalworkingknowledgeofthefollowing:
Computersanddatabases MicrosoftWindowsoperatingsystem FrontRangeSolutionsand/orGoldMinesoftware
GoldMinesystemadministratorsmusthaveahigherlevelofexpertise.
Document Conventions
Example
File>Print
Description
Menubarcommands(inthisexample,selectFileon themenubar,thenselectPrintinthedropdown menu) Dialogboxesandmenuitemsinbold Buttonnames Additionalinformation Criticalinformationtopreventfunctionalityordata loss
TheSelectaDataSource dialogboxopens. OK Note CAUTION/WARNING
Documentation Resources
GoldMineAdministratorGuide GoldMineInstallationGuide
ManualsareavailableinPDFformatfromtheInstallationCDROM,theNetUpdatedownload,orfrom support.frontrange.comformaintenancecustomers.
16 Audience and Expertise
GoldMine User Guide
Getting Started
Overview
ThissectionprovidesinformationtohelpyouunderstandandusetheapplicationandgetstartedusingGoldMine.
KeyTermsandConcepts LaunchingGoldMine GoldMineOverview GoldMineNavigationShortcuts CustomizingtheTaskbar CustomizingToolbars UsingOnlineHelp MenuCommandShortcutKeys LoggingAwayfromGoldMine ViewingGoldMineInformation LocalMenus
Key Terms and Concepts

ThefollowingisalistofGoldMinekeytermsandconcepts.
Activity List
AcategorizedlistofactivitiesassociatedwithaparticularcontactrecordorassignedtoaGoldMineuser.UsetheActivity Listtoviewdetailsofanactivity,displaythecontactrecordlinkedtoanactivity,scheduleandcompletetheactivity,and savereferenceinformationinthehistoryfile.
Browse Window
Alistofcontacts,Calendarevents,reports,andotheritems.Browsewindowsdifferfromothertypesofwindowsin GoldMinebecausetheydisplayinformationincolumns.
Calendar
Activityinformationorganizedintabsthataccessdifferentlevelsandtypesofdetail.UsetheCalendartoscheduleand completeactivities.
GoldMine User Guide
Key Terms and Concepts 17
Contact record
Standardcontactinformation,suchasname,company,phonenumber,andaddress.MostoperationsinGoldMineare performedonthecontactrecord.ThecontactrecordisthebasisforscheduledworkinGoldMine,actingasthelink betweenGoldMinesCalendarandHistorybymaintainingpendingandpasteventsrelatedtoeachcontactrecord. WhenmultiplewindowsareopeninyourGoldMineworkarea,thetitlebarofanactivecontactrecordisadifferentcolor fromotheritemsoccupyingtheworkarea.
F2 Lookup
Adataentrytoollistingfrequentlyusedorcodespecificentries.SecurityoptionscontrolF2Lookups,ensuringuserinput andallowingdatastandardization.
Work Area
Displaysopencontactrecords,theCalendar,ActivityList,EmailCenter,andanyotheropenwindows.Althoughyoucan open,position,andsizemultiplecontactrecordsintheworkarea,onlyonecontactrecordcanbeactiveatatime.
Universal Search
Aoneboxsearchtogiveyouasummaryviewoftheinformationalongwithlinkstomoredetailedinformation.
Launching GoldMine
UsethefollowingproceduretolaunchGoldMinePremiumEditiononyourdesktopcomputer.
To Launch GoldMine
1. OntheWindowsdesktop,selectStart>Programs>GoldMineordoubleclicktheGoldMinedesktopicon. TheGoldMinePremiumEditionloginwindowopens.
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GoldMine User Guide
2. EnteryourusernameintheUsernamefield. 3. EnteryourpasswordinthePasswordfield,ifapasswordisassignedtotheusername. 4. ClickOKtologintoGoldMine.
To Change the Default Login

Usethefollowingproceduretochangetheusernameand/orthepasswordofyourlogin. 1. 2. 3. 4. 5. LogintoGoldMineusingthedefaultlogin. Tochangetheusername,navigatetoTools>OptionsandselecttheLogintab. AttheDefaultLoginuserfield,selectthenewusernamefromthedropdownmenu. Tochangethepassword,navigatetoTools>OptionsandselectthePersonaltab. ClickChangePassword. TheChangePassworddialogboxopens.
6. AttheChangePassworddialogbox,enterintheoldpasswordandthenthenewpassword(twice)intheappropriate fieldsandthenclickOK.
To View Information About GoldMine Premium Edition

Viewsummaryinformation,credits,installationdetails,orcontactinformationforFrontRangeSolutions. UsethefollowingproceduretoviewinformationaboutGoldMine. 1. SelectHelp>AboutGoldMine. 2. AttheAboutGoldMinewindow,viewtheversion,registeredowner,productserialnumber,andcopyrightinformation. Selectthefollowingbuttonstoseeinformationfor: Credits.Displaysintegratedapplications. FrontRange.DisplayscontactinformationforFrontRangeSolutions. System.DisplaysinformationaboutyourGoldMineinstallation.Tocopytheinformation,clickCopyAll.Pastethe informationintoyouroutsideapplication. 3. ClickOK.
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Launching GoldMine 19
GoldMine Overview
ThissectiondescribesthenavigationtoolsandproceduresyoucanusetonavigatethroughGoldMine.TheGoldMineMain Windowcandisplayalargeamountinformationbasedonyourchoices,andoffersaccesstoawidearrayofoptionsto managedetails.
NOTE:YoucanaccesstheclassicGoldMinemenuconfigurationbyselectingTools>Options.Then,clickthe SystemtabandselectthecheckboxforUseclassicGoldMinemenu.
Main Menu Bar

TheMainMenubaroffersthefirstlevelofcommands,whichdisplayinstandardWindowsstylepulldownmenus.
NOTE:Menuoptionsmightbeunavailablebecausetheoptiondoesnotapplytothecurrentselection,
anothercommandoptionmustbeactivatedbefore,orsecurityrestrictionslimityourmenurights.Contact yourGoldMineAdministratorifamenuoptionyouneedinunavailable.
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GoldMine User Guide
To Access Menus on the Menu Bar

Usethefollowingproceduretoaccessamenuonthemenubar. 1. PlacetheMouseoverthemenuoptionandthenleftclicktoopenthemenuitem. 2. Selectthesubmenuoptionifneeded. Theappropriatedialogbox,wizard,orwindowopens. 3. Selectthemenustoperformavarietyoftasks: File.Createcontactrecords,printreports,Import/Export,andloginoptions.AlsoexitGoldMinefromthismenu. Edit.Cut,copyandpaste.Editrecordproperties.Edit,delete,andundochangestoContactrecords. GoTo.AccessallofGoldmine'smodules,aswellasAnalysis,andReportingtools. Tools.AccessGoldMinetoolsforsynchronization,configuringGoldMine,managingdatabases,creatingandrunning AutomatedProcesses,ServerAgents,globallyreplacingdata,Synchronizationtools,territoryrealignment,and launchingtheDatabaseAliasManagerandQuickStartWizard. Actions.AccessGoldMinecommunicationtools,timercommands,andmanagemailmergefunctions. Schedule.Accessschedulingoptionsforthecontactrecord,includingschedulingacall,appointment,literature request,forecastedsale,followupaction,andGoldMineemail. Complete.Accesscompletedactionoptionsforscheduledandunscheduledcalls,appointments,sales,other actions,correspondence,andotherpendingactivities. Web.AccessGM+Browser,webpublishing,andotheronlineoptions. Window.Windowdisplayandstatusbardisplayoptions.Alsoopennewcontactrecordwindows. Help.AccessGoldMineonlinehelp,theGoldMineWebsite,NetUpdate,andimportantsysteminformationin AboutGoldMine.
Work Area
Thescreen'scenteristheworkarea.TheGoldMineworkareadisplaysactivewindows,includinganyopencontactrecords, theCalendar,theActivityList,theEmailCenter,Opportunities,Projects,Campaigns,theServiceCenter,Leads,the KnowledgeBase,andtheContactSearchCenter.Theworkareaalsodisplaysdialogboxes,tools,andwizards. Thefollowinggraphicshowsacoupleoftheworkareawindows.
GoldMine User Guide
GoldMine Overview 21
GoldMine User Guide
Activity Window
TheActivityListMainWindowcontainsthreepanes:
ThefirstpanelistheFolderpanelanditliststhecurrentactivitiesfolders.ThislistincludesOpenActivities,Closed
ActivitiesandEmailactivity.Openeachfolderbyclickingontheplussign(+).Theselectionyouchooseappearsinthe Activitylistpanel.
ThesecondpanelistheActivitieslistpanelanditdisplaystheactivities,whichcanbesortedandfilteredbyanyofits
columns.ClickonanactivityandthesummaryinformationdisplaysinthePreviewpanel.
ThethirdpanelisthePreviewpanelanditdisplaysthesummaryinformationforaselectedactivity.
FormoreinformationandproceduresonusingtheActivitywindow,see"Activities"onpage73.
GoldMine User Guide
Calendar
ThetabsatthebottomofthewindowarethetypesofavailablecalendarstypesappearatthebottomoftheCalendar screen:
ThefirstpanelisMyCalendaranditshowsfourgraphicalmonthsofyourcalendaratatime.Clickonadateandthepage appearsintheCalendarpanel. ThesecondpanelistheCalendarpanelanditdisplaystheactivitiesforthespecifieddateandtime.Choosehowthe calendardisplaysbyselectingoneofthebuttonatthebottomoftheCalendarpanelpage:

Day.Adailycalendarpage. Week.Aweeklycalendarpage. Month.Amonthlycalendarpage. Year.Apagethatshowstheentireyear. Outline.Displaysyourscheduledactivitiesinahierarchicaltreestructure. Planner.Whenyouareschedulingactivitiesforothers,usethePlannertoviewtheirschedules. PegBoard.ShowsLoginstatusandactivityofindividualusersandsystemavailability.
ThethirdpanelistheTaskpanelanditlistsupcomingtasksand/oroccasions.Clickthetaskoroccasiontoseeasummary. FormoreinformationandprocedurestousetheCalendar,see"UsingtheCalendar"onpage95.
GoldMine User Guide
Mail
ThisworkwindowisafullynavigablebrowserfortheEmailCenter.
ThefirstpanelistheMailFolderspanelanditlistsallmailfoldersoftheuser.Clickonthefolderanditwillappearinthe Mailpanel. ThesecondpanelistheMailpanelanditdisplaystheselectionsfromtheMailFolderpanel.Notethattheclickpath appearsatthetopofthepanel.FormoreinformationontheMailCenter,see"UsingtheEmailCenter"onpage119.
GoldMine User Guide
Opportunities
ThiswindowprovidesahistoryofrecentlyviewedOpportunitiesandallowsyoutocreate,editandmaintainyour Opportunities.FormoreinformationonOpportunities,see"OpportunityandProjectManagement"onpage159.
Projects
ThiswindowdisplayslongtermprojectstowhichaContactrecordislinked.Youcancreateoreditprojectsonthiswindow. FormoreinformationandprocedurestouseProjects,see"OpportunityandProjectManagement"onpage159.
GoldMine User Guide
Campaigns
Thiswindowallowsyoutoviewcustomerinteractions,frominitialcontacttoclosingthefirstsaletofuturepurchases. WhenyouclickonCampaigns,thefirstwindowthatopensisaWelcometotheCampaignManagementCenter.
ClickOKandtheCampaignManagementCenteropens.
FormoreinformationandproceduresforusingCampaigns,see"MarketingTools"onpage221.
GoldMine User Guide
Service Center
Thiswindowallowsyourserviceprofessionalstoassign,escalateandresolvecustomerservicerequests.Formore informationontheServiceCenter,see"UsingtheServiceCenter"onpage229.
Leads
Thiswindowprovidesasequenceofactivitiestohelpmanagemarketingactivitiesrelatedtothebaseofcontactsand potentialleads.Itprovidesasetoftoolsthatassistyouindefiningleads.FormoreinformationontheLeads,see "MarketingTools"onpage221.
GoldMine User Guide
Knowledge Base
Thiswindowprovidesaresourceformaintaininganytypeofinformationusefultoanorganizationoranindividual.When youclickonKnowledgeBase,thefirstwindowthatopensisaWelcometotheKnowledgeBaseCenter.
ClickOKandtheKnowledgeCenteropens.
GoldMine User Guide
FormoreinformationandproceduresforusingtheKnowledgeBaseCenter,see"KnowledgeBase"onpage249.
Global Toolbar
TheGlobalToolbarislocateddirectlybeneaththeMainMenu.GoldMinePremierEditioninstallsdefaultcontent.This toolbarcanbecustomized.
Formoreinformationonusingandeditingtheglobaltoolbar,see"CustomizingToolbars"onpage36.
Taskbar
TheGoldMineTaskbarcanbeeitherdockedwiththeGlobalToolbarordraggedofftocreateafloatingTaskbar.TheTaskbar containstwobutton:GettingStarted(seepage31)andCustomize(seepage31).
Taskbar(Docked)
Taskbar(Floating)
TIP:Ifyouresize(shrinkhorizontally)thefloatingTaskbar,thebuttonsmovebelowtocreateaTaskbarofvertically
stackedbuttons.
GoldMine User Guide
Getting Started
WhenyouclicktheGettingStartedbuttonontheTaskbar,adropdownlistopenswithalisttoaccessfrequentlyused GoldMinemenucommandsandmacros,tolaunchexternalapplicationsandwebsites,andtodisplaydocumentsandfiles. Eachiconinthetaskbarrepresentsataskitem.Therecanbe50taskitemsinataskgroupand20taskgroups.GoldMine addsdefaultitemstothislist,butyoucancustomizethelistforyourownneeds.
Customize
TheCustomizebuttonontheTaskbardisplaystheCustomizeTaskbardialogbox.Youcandirectlyaccesstheitemsonyour GettingStartedlistbyclickingtheassociatedicon,oryoucancustomizewhichitemsappearonthislist.
FordetailedinformationaboutcustomizingtheTaskbar,see"CustomizingtheTaskbar"onpage34.
GoldMine User Guide
Navigation Pane
TheNavigationPaneisanewfeatureinGoldMinePremiumEdition.TheNavigationPaneoffersadditionalviewingand navigationoptions,dependingonthemoduleselected
TheNavigationPanecontainsthefollowingsections:
SearchField.TypeinsearchcriteriaandclickGo.TheContactSearchCenteropensintheworkarea. TitleBar.Displaysthetitleforthecurrentlyselectedmodule.ClicktheTitleBartominimizeormaximizetheNavigation
Pane.
ViewWindow.Displayscontextsensitivenavigablehistorydata,filebrowser,orcalendar,dependingonthemodule
selected.
Navigationbuttons.Eachbuttondisplaysthemainwindowforitscorrespondingmodule.Forexample,clickingContacts
openstheContactslistview.
ModulemenuandNavigationPaneoptions.ThisisamenuwhichopenswhenyouclicktheConfigureButtoniconat
thebottomoftheNavigationPane.YoucanselectaGoldMinemodulefromthelist,oropentheNavigationPane options(see"SettingtheNavigationPaneOptions"onpage33).
GoldMine User Guide
Setting the Navigation Pane Options 1. ClicktheConfigureButtonsiconatthebottomoftheNavigationPanetodisplaythemenu.
2. SelectNavigationPaneOptionsfromthemenu. 3. Usingthecheckboxes,selectthemodulesthatappearintheNavigationPane.
4. Whenfinished,clickOKtoclosethedialogbox.
Status Bar
Thebottomlineofthewindowiscalledthestatusbarandcontains:
ThenameoftheopenContactSetontheleftside.Inthegraphicabove,itisGoldMineDatabase.However,theleftside
ofthestatusbaralsodisplaysthehelpmessageforeachtoolbarbuttonwhenthemouseispositionedonthebutton.
Theshiftstateof[CAPSLOCK]and[NUMLOCK]. Theusernamefortheloggedinuser. Thedateandtimeonthelocalcomputer.
GoldMine User Guide
GoldMine Navigation Shortcuts

UsethefollowingkeyboardshortcutstonavigatethroughGoldMine.
Navigatingbetweenopenmodules.PressC T R L + TA B . Navigatingwithinamodule(betweentoppanelandbottomtabs).Eachofthefollowingnavigationitemsissome
combinationofC TR L - TAB ,TAB andtheARROW keys.Thesetoolsallowyoutoaccesseveryfieldandbutton shownonscreen.

Navigatingamongthefieldsofamodule.UseTAB . NavigatingPrimarysectionswithinthecurrentlyopenmodule.Eachmodulehasuniquefeatures,butthefollowingare
examplesofnavigation:
MovingthroughtheGrid(inActivityList,Contacts,andsoon.)UseTAB orA R R O W S . MovingaroundeditablefieldsinaContactrecord,andCustomscreenifopen.UseTAB orA R R O W S
TheTaborderisdefinedinFieldProperties.Ifoneofthecontactfieldiseditable,TA B goestothenextfieldand makethisfieldalsoeditable.

MovingaroundeditablefieldsinCasedetailview.UseTA B orARROWS .
Tabshouldnotbeusedtocyclebetweenthetabs(forexample,gofromthePendingtabtotheHistorytab).
MovingintheContextpane.UseTAB ,A R R O W S .UseTAB tomovefocusinoroutofthisarea.Thenuse
A R R O W S tomoveupordownorsidetosideinthepanel.
MovingintheNavigationpanel.UseTAB orA R R O W S Movingaroundthetopleveltoolbars(excludingMenubar).UseTAB . MovingintheMenuBar.UseA LT . Scrollingbetweencontactrecordtabs(Pending,Historyandsoon.)UseCT RL .
Customizing the Taskbar

YoucancustomizetheGoldMineTaskbarbyaddingandremovingitemstoexistinggroups,orcreatingnewgroupsofitems tosuityouneeds.RefertothefollowingtopicsfordetailsoncreatingyourowncustomizedTaskbar.
ChangingIconDisplay(seepage34) ChangingIconPosition(seepage34) ManagingGettingStartedListItems(seepage35) ManagingGettingStartedListGroups(seepage35)
Changing Icon Display

1. ClicktheCustomizebuttonontheTaskbar. 2. RightclickontheGoldMinetaskbar. 3. Selectfromthefollowingmenuoptions: DisplaywithLargeIcon DisplaywithSmallIcon
Changing Icon Position

1. ClicktheCustomizebuttonontheTaskbar. 2. Clickanddragtheicontothenewlocation. YoucanalsorightclickandselectMoveItemUporMoveItemDownfromthemenu.
34 GoldMine Navigation Shortcuts
GoldMine User Guide
Managing Getting Started List Items

To Add an Item
1. RightclickontheGoldMinetaskbarandselectAddNewItemfromthemenu. TheTaskbarGroupItemSelectiondialogboxappears. 2. SelectthetypeofitemfromtheItemTypedropdownlist. 3. EntertherequiredfieldsfortheitemandthenclickOKtoaddtheitemtothecurrentgroup.
To Remove an Item
1. RightclickovertheitemyouwanttoremoveontheGoldMinetaskbarandselectRemoveItemfromthemenu. Awarningmessageappears. 2. ClickYestoremovetheitemorNotocancel
To Edit an Item
1. RightclickontheGoldMinetaskbarandselectEditItemfromthemenu. TheTaskbarGroupItemSelectiondialogboxappearswiththetreeexpandedtothecurrentitem. 2. SelectthetypeofitemfromtheItemTypedropdownlist. 3. MakeanychangestotherequiredfieldsfortheitemandthenclickOK.
Managing Getting Started List Groups

To Add a Group
1. RightclickontheGoldMinetaskbarandselectAddNewGroupfromthemenu. TheNewTaskbarGroupdialogboxappears. 2. TypetheGroupNameandselectfromthefollowingoptions: SmallIconsforitemstoappearassmallicons. GlobalGroupfortaskgrouptoapplytoallusers.Globalgroupnamesappearboldonthetaskbar.
TIP:GlobalGroupsettingsareinthegm.tbi.Taskbarconfigurationsthatarenotglobalareintheusername.tbi.
DetachedforcreatingaseparatebarforthegroupintheTaskbar SplitButtonforcreatingagroupthatusesaniconinsteadofthegroupnameintheTaskbar.
3. ClickOKtoaddthetaskgrouptoyourtaskbar.Then,addtaskitemstothenewgroup.
To Remove a Group
1. RightclickontheGoldMinetaskbarandselectRemoveGroupfromthemenu. Awarningmessageappears. 2. ClickYestoremovethegrouporNotocancel.
To Edit a Group
1. RightclickontheGoldMinetaskbarandselectEditGroupfromthemenu. TheNewTaskbarGroupdialogboxappearswiththesettingsforthecurrentgroup. 2. MakeanychangesandthenclickOKtoapplythechanges.
GoldMine User Guide
Customizing the Taskbar 35
Customizing Toolbars
TheToolbarsdisplayinthespacebelowtheGoldMinemenubar.Youcancustomizethesetoolbarsbyadding,removingor rearrangingthebuttonsthatappearonthem.Youcanalsocreateadditionaltoolbars.Foradditionalinformation,referto thefollowingtopics:
AddingandRemovingStandardToolbarButtons CreatingaNewToolbar RenamingaToolbar RenamingaToolbarButtons RearrangingToolbarButtons
Adding and Removing Standard Toolbar Buttons

ThefollowingprocedureisusedtoaddandremovethebuttonsthatdisplayontheStandardToolbar. 1. ClicktheToolbarOptionsdropdownmenulocatedattherightendofthetoolbar.
2. SelectAddorRemoveButtons>StandardtoviewthelistoffavailablebuttontodisplayontheStandardToolbar. 3. CheckorunchecktheboxnexttotheitemyouwantontheStandardToolbar.
Creating a New Toolbar

UsethefollowingproceduretocreateaNewtoolbar. 1. Rightclickintheemptyspacebythetoolbarandfromthepopupmenu,selectCustomize. 2. OntheToolbarstab,clickNewandthentypethenameofthenewtoolbarintheNewToolbarpopupbox.
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GoldMine User Guide
3. ClickOK.ThenewtoolbarappearsinthelistofToolbarsontheToolbarstabintheCustomizedialogbox.
TIP:Ifyoucannotfindyournewtoolbarrightaway,rightclickintheemptyspacebythetoolbartobringupthe
contextmenuwiththenamesoftheavailabletoolbars.Clickthenewtoolbarnameyoucreatedandthetoolbar appears. 4. AddbuttonstothenewToolbarbyusingthefollowingmethods: ClicktheCommandstab.Then,selectoneoftheCategoriestoviewtherespectiveCommandslinkedtothat category.ClickoneoftheCommandsanddragittothenewToolbar. WiththeCustomizedialogboxstillopen,holddownCT RL andthendraganddropthemenuitemsyouwantto appearasbuttonsonyournewtoolbar. Forexample,ifyouwantUserGroupsonyournewtoolbar,clickandholddownCtrl,thenopentheToolsmenu, selectUserGroups,andthendragUserGroupstothenewtoolbar.
NOTE:IfyoudonotuseC TR L whiledraggingthemenucommandstotheToolbars,themenucommand
willbemovedfromtheMenutotheToolbar.Torestorethemovedmenuitems,clicktheResetbuttonon theToolbarstab.ThisdoesnotremovetheitemfromtheToolbar. 5. ClickClosetoclosetheCustomizedialogbox.
Renaming a Toolbar
1. 2. 3. 4. RightclickintheemptyspacebytheToolbarandselectCustomizefromthecontextmenu. SelectthetoolbaryouwanttorenameandclickRename. TypeinthenewnameintheRenameToolbardialogboxandthenclickOK. ClickClosetoclosetheCustomizedialogbox.
Renaming a Toolbar Buttons

1. 2. 3. 4. RightclickintheemptyspacebytheToolbarandselectCustomizefromthecontextmenu. Selectthetoolbarwhichcontainsthebuttonthatyouwanttorename. WiththeCustomizedialogboxstillopen,rightclickontheToolbarbuttonyouwanttorename. Onthecontextmenu,changethetextintheNamefieldandthenpressENTER onthekeyboardorclickanywhere outsidethecontextmenu. Thenewbuttonnameappearsonthetoolbar. 5. Usethecontextmenutoeditordeleteanyexistingbutton. 6. ClickClosetoclosetheCustomizedialogbox.
Rearranging Toolbar Buttons

Draganddropthebuttonstothedesiredconfiguration. 1. RightclickintheemptyspacebytheToolbarandselectCustomizefromthecontextmenu. 2. SelectabuttonontheToolbar,thedothefollowing: TochangethelocationofthebuttononthecurrentToolbar,clickanddragthebuttontothedesiredlocationonthe currentToolbar. TomovethebuttontoanotherToolbar,clickanddragittoanyotherToolbar. ToplaceacopyofabuttononanotherToolbar,pressandholdCtrlonthekeyboardwhiledraggingthebuttonto anotherToolbar. 3. ClickClosetoclosetheCustomizedialogbox.
GoldMine User Guide
Customizing Toolbars 37
Using Online Help

ViewdocumentationusingtheextensiveonlineHelpsystem.Accessoverviews,stepbystepinstructions,tips,notes, descriptions,andreferencematerialwhileyouwork. ToimplementwindowlevelHelp,clickinsidethedialogboxandpressF1.
NOTE:GoldMinerequiresInternetExplorer6.0or7.0
Menu Command Shortcut Keys

GoldMinemenucommandscanbeexecutedwithshortcutkeys.Ratherthanusingthemousetoselectmenuoptions,the shortcutkeysarekeyboardkeys(F1)orkeycombinations(suchasCTRL+P)thatinvokeaparticularcommand. ThissectionprovidestablesofshortcutkeysinbothGoldMineandMicrosoftWindows.
GoldMine Shortcut Keys

MenuCommand
Displayonlinehelpfortheactivewindow Displaycontextsensitivehelp Displaypredefinedfieldentriesforlookups,calendar(datefields),orclock(time fields) DisplaytheContactSearchCenter DisplaytheEmailCenter DisplaytheActivityList DisplayyourCalendar DisplaytheOpportunityManager LaunchCampaignManager Closetheactivewindowormodule ExitGoldMine Findnext Movetopreviousmodule Movetothenextopenmodule MovetoSearchbox MovetofirstContactfield
Key
F1 Shift+F1 F2 F4 F5 F6 F7 F9 F10 Ctrl+F4 Alt+F4 F3 Ctrl+Tab Ctrl+Shift+Tab Ctrl+2 Ctrl+1
38 Using Online Help
GoldMine User Guide
Contact Record Shortcut Keys

MenuCommand
Searchforastringwithintheactivetab
Key
F3
Displaypredefinedfieldentriesforlookups,calendar(datefields),orclock(time F2 fields) DialthePhone2telephonenumberfortheContact DialthePhone3telephonenumberfortheContact UndotypinginNotes CutselectedtextinNotes CopyselectedtextinNotes PastecopiedtextinNotes GotothenextContactrecord GotothepreviousContactrecord Gotothefirstrecord Gotothelastrecord Cyclethroughlastviewedrecords WriteanemailmessagetoContact DialthePhone1telephonenumberfortheContact DialFaxfortheContact ViewtheSummarytab ViewtheFieldstab ViewtheNotestab ViewtheContactstabforadditionalcontacts ViewtheRelationshipstab ViewtheDetailstab ViewtheReferralstab ViewthePendingtab ViewtheHistorytab ViewtheLinkstab ViewtheMemberstab ViewtheProcessestab ViewtheOpportunitiestab ViewtheProjectstab ViewtheCasesTab ViewtheGM+ViewTab DisplayPersonalContacts Starttimer Alt+2 Alt+3 Ctrl+Z Ctrl+X Ctrl+C Ctrl+V PageDown PageUp Ctrl+PageUp Ctrl+PageDown Shift+PageUp Ctrl+Shift+E Alt+1 Alt+4 Ctrl+S Ctrl+F Ctrl+N Ctrl+C Ctrl+T Ctrl+D Ctrl+R Ctrl+P Ctrl+H Ctrl+L Ctrl+M Ctrl+O Ctrl+U Ctrl+J Ctrl+A Ctrl+V F11 F8
GoldMine User Guide
Menu Command Shortcut Keys 39
MenuCommand
Stoptimer Resettimer Restarttimer
Key
Shift+F8 Alt+F8 Ctrl+F8
Contact Tab Shortcut Keys

Thefollowingshortcutkeysarethedefaultvalues.YoucanrenameanyContacttabshortcutandassignanyshortcutto openthistab.GoldMineReports
MenuCommand
ViewtheSummarytab ViewtheFieldstab ViewtheNotestab ViewtheContacttabforadditionalcontacts ViewtheDetailstab ViewtheReferralstab ViewthePendingtab ViewtheHistorytab ViewtheLinkstab ViewtheMemberstab ViewtheProcessestab ViewtheOpportunitiestab ViewtheProjectstab ViewtheCasestab ViewtheGM+Viewtab
Key
Ctrl+S Ctrl+F Ctrl+N Ctrl+C Ctrl+D Ctrl+R Ctrl+P Ctrl+H Ctrl+L Ctrl+M Ctrl+O Ctrl+U Ctrl+J Ctrl+A Ctrl+V
40 Menu Command Shortcut Keys
GoldMine User Guide
Report Shortcut Keys

MenuCommand
Cuttheobject Copytheobject Pastetheobject Deletetheobject Changethefontforthetext Alignthetextwithintheobject Specifyoutlineproperties Selectabackground Editafieldexpression Insertasectionlabel Insertatextlabel Insertdatafield Insertexpressionfield Insertsystemfield Insertdialogfield Insertline Insertpicturefromclipboard Insertpicturefromdiskfile Createadialogfield Editadialogfield Deleteadialogfield Definemargins,ruler,anddateformat Defineafilter Saveorupdatereporttemplate Savetemplatewithanewfilename
Key
Ctrl+X Ctrl+C Ctrl+V Delete Alt+F10 Ctrl+P Ctrl+O Ctrl+B Ctrl+F F6 F9 F2 F3 F4 F5 Ctrl+F9 Alt+F7 Alt+F8 Ctrl+R Ctrl+M Ctrl+D F7 Ctrl+F7 F10 Shift+F10
GoldMine User Guide
Tree View Shortcuts

MenuCommand
Displayallsubitemsundertheselecteditem Displaythesubitemsdirectlyundertheselecteditem Collapsetheitemsdirectlyundertheselecteditem Collapsethecurrentselectionifitisexpandedandmovethefocustothe groupleafroot Displaythesubitemsdirectlyundertheselecteditemifitiscollapsed Viewthepreviousgroup Viewthenextgroup Scrolltheviewwithoutchangeoftheselection Scrolltheviewwithoutchangeoftheselection
Key
*(Asterisk)ontheNumeric pad +(Plussign)ontheNumeric pad (Minussign)ontheNumeric pad <(Leftarrow) >(Rightarrow) Alt+Leftarrow Alt+Rightarrow Ctrl+Uparrow Ctrl+Downarrow
Movetheselectiontotheitemmatchingtheprefixlettersinthebeginningof Anyprintablekey alabel
Combo Box Shortcuts

MenuCommand
Displaytheitemsintheactivedropdownlistorcombobox Hidetheitemsintheactivedropdownlistorcombobox
Key
F4+Alt+UpArrow F4+Alt+DownArrow
Search Box Shortcuts

MenuCommand
SelecttheSearchbox. EnterSearchforenteredtermusinglocalsearch EnterSearchforenteredtermusingInternetbrowser LaunchaprogramelevatedifusedfromtheStartMenu
Key
Ctrl+E Alt+.(Period) Shift+.(Period) Ctrl+Shift+Enter
GoldMine User Guide
Edit Box Shortcuts

MenuCommand
Movetheinsertionpointtothebeginningofthenextword. Movetheinsertionpointtothebeginningofthepreviousword. Selectablockoftext. Movetheselecteditemup Movetheselecteditemdown Scrolltheviewwithoutchangeoftheselection
Key
Ctrl+Rightarrow Ctrl+Leftarrow Ctrl+Shiftwithanyofthe arrowkeys Alt+Shift+Uparrow Alt+Shift+Downarrow Ctrl+Downarrow
Movetheselectiontotheitemmatchingtheprefixlettersinthebeginningof Anyprintablekey alabel
Other Control Shortcuts

MenuCommand
Displaytheitemsintheactivedropdownlistorcombobox Hidetheitemsintheactivedropdownlistorcombobox DownCyclethroughtheTabcontrols ReversecyclethroughtheTabcontrols Movetheinsertionpointtothebeginningofthenextword. Movetheinsertionpointtothebeginningofthepreviousword. Selectablockoftext. Movetheselecteditemup Movetheselecteditemdown
Key
F4+Alt+UpArrow F4+Alt+DownArrow Ctrl+Tab,Ctrl+Page Ctrl+Shift+Tab,Ctrl+PageUp Ctrl+Rightarrow Ctrl+Leftarrow Ctrl+Shiftwithanyofthe arrowkeys Alt+Shift+Uparrow Alt+Shift+Downarrow
GoldMine User Guide
Navigation Shortcuts
MenuCommand
Closetheactivewindoworprogram Closetheactivedocumentinprogramsthatallowyoutohavemultiple documentsopen Movestonextpaneorpalettewithinaprogram Movestopreviouspaneorpalettewithinaprogram Movestonextwindowinagroupofrelatedwindows(orbetweenMDI documentwindows) Movestopreviouswindowinagroupofrelatedwindows(orbetweenMDI documentwindows)
Key
Alt+F4 Ctrl+F4 Ctrl+Tab Ctrl+Shift+Tab Ctrl+F6 Ctrl+Shift+F6
Microsoft Windows Shortcuts

ThefollowingshortcutsarereservedforusebyMicrosoftWindows.
MenuCommand
Activateorinactivatethemenubar Cyclethroughitemsintheordertheywereopened. Cyclethroughitemsinthereverseordertheywereopened
Key
Alt Alt+Esc Alt+Shift+Esc
Displayshortcutmenufortheactivechildwindow(multipledocumentinterface Alt+hyphen [MDI]application) Displaytheshortcutmenufortheselecteditem. Copytheentirescreenimagetotheclipboard. Copytheactivewindowimagetotheclipboard. Displaythesystemmenufortheactivewindow Cyclethroughopenprimarywindows Reversecyclethroughopenprimarywindows. Cyclethroughopenprimarywindowswithoutclosingthemenu. Reversecyclethroughopenprimarywindowswithoutclosingthemenu. DisplaytheStartmenu StartTaskManager DisplaytheWindowssecurityscreen Application PrintScreen Alt+PrintScreen Alt+spacebar Alt+Tab Alt+Shift+Tab Ctrl+Alt+Tab Ctrl+Alt+Shift+ Tab Ctrl+Esc Ctrl+Shift+Esc Ctrl+Alt+Delete
GoldMine User Guide
Microsoft Windows Explorer Shortcuts

MenuCommand
Searchforafileorfolder DisplaytheAddressbarlist SelecttheAddressbar Viewthefolderonelevelup Gobacktopreviouslocationviewed Goforwardtonextlocationinviewed Closetheactiveitem,orexittheactiveprogram. DeletetheselecteditemandmoveittotheRecycleBin DeletetheselecteditemwithoutmovingittotheRecycleBin Openthecurrentlocationinanewwindow Createshortcuttoselecteditem Switchinputlanguagesorkeyboardlayouts (Availableandconfigurablewhentheuserhasinstalledmultiple keyboardlayouts.) Switchkeyboardlayoutsorinputlanguages(Availableand configurablewhentheuserinstalledmultiplekeyboardlayouts.).
Key
F3orCtrl+F F4 Alt+D Alt+Uparrow Alt+LeftarroworBackspace Alt+Rightarrow Alt+F4orCtrl+W Ctrl+DorDelete Shift+Delete Ctrl+N Ctrl+Shiftwhiledragginganitem LeftAlt+Shift
Ctrl+Shift
Shortcutkeyforinputlanguages CtrlorleftAlt+Shift+~,number(0~9), (Availableandconfigurablewhentheuserinstalledmultiplekeyboard orgraveaccentkey layouts.) Cancelthecurrenttaskorsearch Esc
GoldMine User Guide
Favorites Center Shortcuts

MenuCommand
OrganizeFavorites AddcurrentpagetoFavorites OpenHistory OpenHistoryinpinnedmode OpenFavorites OpenFavoritesinpinnedmode OpenFeeds OpenFeedsinpinnedmode
Key
Ctrl+B Ctrl+D Ctrl+H Ctrl+Shift+H Ctrl+I Ctrl+Shift+I Ctrl+J Ctrl+Shift+J
Tab Shortcuts
MenuCommand
Openalinkinnewbackgroundtab Openalinkinnewforegroundtab Closetab(closeswindowifonlyonetabisopen) OpenQuickTabview OpenanewTab ViewthelistoftheopenTabs Switchtonexttab Switchtoprevioustab
Key
Ctrl+Leftmousebutton Ctrl+Shift+Leftmousebutton Ctrl+F4,Ctrl+W Ctrl+Q Ctrl+T Ctrl+Shift+Q Ctrl+Tab Ctrl+Shift+Tab
Address Bar Shortcuts

MenuCommand
Viewthelistofpreviouslytypedaddresses SelecttheAddressbar OpentheWebsiteaddressthatistypedintheAddressbarinnewtab Addhttp://www.tothebeginningoftextand.comtotheendoftextin Addressbar
Key
F4 Alt+D Alt+Enter Ctrl+Enter
Addhttp://www.tothebeginningoftextandtheWebsiteaddresssuffix Ctrl+Shift+Enter youhavespecifiedtotheendoftextintheAddressbar Switchtotheprevioustab Ctrl+Shift+Tab
GoldMine User Guide
Search Bar Shortcuts

MenuCommand
Opensearchresultsinnewtab Viewlistofsearchproviders
Key
Alt+Enter Ctrl+Downarrow
Logging Away from GoldMine

Ifyouneedtoleaveyourdeskforaperiodoftime,postinformationaboutyourcurrentlocationandthetimeanddateof yourexpectedreturnusingthefollowingprocedure. UsethefollowingproceduretologawayfromGoldMine. 1. SelectFile>LogAway. TheI'mawayfrommydeskdialogboxopens.
2. IntheMyWhereaboutsfield,dooneofthefollowing: Typewhereyouhavegoneinthetextbox RightclickinthefieldandselectanitemfromtheF2Lookuplist. Selectoneoftheradiobuttonoptionsbelowthetextboxtoselect:

Atlunch Onbreak Ontheroad Gonehome
3. IntheI'llbebackatarea,selectthetimeyouwillreturnfromthedropdownlist,orselectatimeperiodusingthe radiobuttonstotheright. Selectthedayforthedayoptions(TomorroworOnMonday)orselectthedatefromtheF2graphicalcalendaronthe datetextboxbyclickingthearrowbuttontotherightofthedate.
GoldMine User Guide
Logging Away from GoldMine 47
ChooseadatefromthecalendarandthenclickSelect. 4. Selectanoption: Logout.ThisoptionpoststhetimeoflogoutinthePegBoard. Waitforme.ThisoptionminimizesGoldMine.AlthoughyouarenotloggedoutofGoldMine,youarepromptedfor yourpasswordtorestorethedisplay.Afterreturningtoyourworksession,GoldMineautomaticallyclearsthe referenceintheWhereaboutscolumnofthePegBoard. Cancel.Thisoptioncancelstheaction.
Logging in as Another User

UsethefollowingproceduretologintoGoldMineasanotheruser. 1. 2. 3. 4. SelectFile>SwitchUser. GoldMineclosesandanewloginsplashscreenimmediatelyappears. TypeintheUsernameandPasswordofthenewuser. ClickOKtologinasthatuser.
Viewing GoldMine Information

Viewsummaryinformation,credits,installationdetails,orcontactinformationforFrontRangeSolutions. UsethefollowingproceduretoviewGoldMineinformation. 1. SelectHelp>AboutGoldMine. TheAboutGoldMinewindowopens. 2. Viewtheversion,registeredowner,productserialnumber,andcopyrightinformation.Clickthefollowingbuttonsto accessinformationfor: Credits.Displaysintegratedapplications. FrontRange.DisplayscontactinformationforFrontRangeSolutions. System.DisplaysinformationaboutyourGoldMineinstallation.Tocopytheinformation,clickCopyAll.Pastethe informationintoyouroutsideapplication. 3. ClickOK.
48 Viewing GoldMine Information
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Local Menus
Usealocalmenu(shortcutmenu)toaccesscommandseffectingoptionsorinformationintheselectedbrowsewindow, tab,orpane. Usethefollowingproceduretoaccesslocalmenus. 1. Rightclickinthewindow,tab,orpaneyouareworkingin.Forexample,ifyouareworkingonthePendingtab,the followinglocalmenuopens:
2. Selecttheactionfromthemenu.
GoldMine User Guide
Local Menus 49
50 Local Menus
GoldMine User Guide
QuickStart Wizard
Overview
TheQuickStartWizardallowsyoutoaccessandconfigurebasicoperationsandtoolstoworkwithGoldMine.
TheQuickStartWizardcontainsasetofindividualwizardsyouaccessinonecentrallocationtoensureyouconfigurekey operations: Userinformation.Configurespersonalinformationforuserssuchasnameandtitle.See"UsingtheUser InformationQuickStartWizard"onpage52. User.ConfiguresgeneraluserdataandsecuritysettingssuchastheindividualsGoldMineusername andpasswordandQuickStartWizardaccessrights.See"UsingtheUserQuickStartWizard"onpage54. IMPORTANT:Contactyouradministratorbeforeusingthiswizard. IndustryTemplates.ConfiguresIndustrySolutionstemplatesandGoldMinePLUSapplications.See "UsingtheIndustryTemplatesQuickWizard"onpage56.
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KeyFields.Configuresthekeyfieldlabelstostoredataforyourbusiness.See"UsingtheKeyFields QuickStartWizard"onpage59. PostalCodes.ConfigurestheprocesstoimportpostalcodesintoGoldMine.See"UsingthePostalCodes QuickStartWizard"onpage61. DataImport.Configurestheprocesstoimportcontactdatafromanothercontactmanagement applicationintoGoldMine.See"UsingtheDataImportQuickStartWizard"onpage61. GoldMinePLUS.ConfiguresGoldMineslinkstodocumentapplicationsincludingMicrosoftWordand AdobeAcrobat.See"UsingtheGoldMinePLUSQuickStartWizard"onpage65.
TheQuickStartWizardappearsimmediatelyafterinstallingGoldMinetohelpsetupthecriticaloperationsmostusersneed immediatelysuchasemailaccounts.UsetheQuickStartWizardafterinstallationtoaddorchangebasicconfiguration settingsbyselectingTools>QuickStartWizard. UserswithoutMasterRightshaveaccesstotheUserInformationWizardandDocumentManagementWizard.
Using the User Information QuickStart Wizard

Configureorupdateindividualuser'spersonalinformationstoredinthePersonaltaboftheUser'sOptions. UsethefollowingproceduretoconfigureuserinformationwiththeUserInformationwizard. 1. SelectTools>QuickStartWizard. 2. AttheGoldMineQuickStartWizarddialogbox,clicktheUserInformationWizardbutton.
3. TheWelcomescreenoftheQuickStartWizard:UserInformationdialogboxappears.ClickNext.
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4. Attheuserlist,selecttheuserforwhichyouareupdatingpersonalinformationandthenclickNext.
5. Updatethefollowingfieldsasneeded: Title.TypetheappropriatetitleorsalutationsuchasMs.,Dr.,andsoon. Department.Typetheuser'sorganizationalunitsuchasMarketing. Phone.Typetheuser'sprimarytelephonenumber. Fax.Typetheuser'sfaxnumber.
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ClickNext. Theuservariableoptionsopen.ThesevariablessupplementbasicinformationstoredinthePersonaltab.
6. Toaddorchangeavariable,clickNeworEdit. TheAddaNewVariableorEditaVariabledialogboxopens.
IntheNamefield,typethenewvariablesuchasCellPhone. IntheValuetextbox,typethevalueofthevariablesuchasthecellphonenumber. Toremoveavariable,highlightthevariableandclickDelete. ClickAddorOKtoclosetheAddorEditVariabledialogboxandreturntotheUserInformationWizard.
7. ClickFinishtoclosetheUserInformationWizardandreturntotheQuickStartWizarddialogbox.
Using the User QuickStart Wizard

Usethiswizardtocreateandupdateusersandtheirsettings.ThecreatedorupdatedusersareavailableintheUsers' MasterFile(selectTools>Configure>Users'Settings). UsethefollowingproceduretoconfigureuserswiththeUserwizard.
NOTE:Contactyouradministratorbeforeusingthiswizard.
1. SelectTools>QuickStartWizard. 2. AttheGoldMineQuickStartWizarddialogbox,clicktheUserWizardbutton.
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3. TheWelcomescreenoftheQuickStartWizard:UserSettingsdialogboxopens.ClickNext.
4. AttheUsernameaccountsdialogbox,selecteither: CreateNewUser.Createanewuser. UpdateExistingUser.Selectthenameoftheuseryouareeditinginthedropdownlist. 5. ClickNext.
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6. Completethesefieldstocreateormodifytheusersettings: GoldMineUsername.Ifcreatinganewuser,typetheusername(upto8characters)inthetextbox. User'sFullName.Typethefirst,middle,andlastname,asappropriateforyourcompany. GoldMinePassword.TypeapasswordtheuseruseswhenloggingintoGoldMine. TheusercanchangethepasswordonthePersonaltaboftheUsers'Optionsdialogbox.

SelectMasterRightsifyouaregrantingtheuserunrestrictedaccesstoGoldMinefeaturesandsettingsexcept
otherusers'PersonalContactsandPersonalBaseintheInfoCenter.
NOTE:OnlyGoldMineadministratorsorotherauthorizedindividualsshouldhaveMasterRights.
7. ClickFinish. AQuickWizardmessageboxthatacknowledgestheuserupdateissuccessful.
Using the Industry Templates Quick Wizard

UsethefollowingproceduretousethiswizardtoconfigureIndustrySolutionstemplatesandGoldMinePLUSapplications. 1. SelectTools>QuickStartWizard. 2. AttheGoldMineQuickStartWizarddialogbox,clicktheIndustryTemplatesWizardbutton.
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TheWelcomescreenoftheQuickStartWizard:IndustryTemplatesdialogboxopens. 3. SelectoneoftheIndustrySolutiontemplates: FinancialServices iMarket Insurance(Life) Insurance(PropertyandCasualty) LegalServices MortgageLending NonProfitsOrganizations RealEstate(Commercial) RealEstate(Residential) 4. ClickNext.
5. AttheGoldMineTemplateInstallerdialogbox,readandfollowthetext.Besuretobackyourworkupbeforegoingto thenextstep.ClickNext.
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6. Selectthecustomizationoptions. AttheAdditions/Updatefield,selecttheoptionsyouwanttoinstall. AttheDeletionfield,selecttheoptionsyouwanttodelete. 7. ClickNext.
8. ReadthescreentextandthetypeinYesovertheNodefault. Thistextexplainsthatyoucannotundothecustomization.Adialogboxappearsstatingyoumustbeloggedinasa MasterRightsusertoinstallanIndustrySolutiontemplate. 9. ClickNext.
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10. ClickFinishtobeingtheinstallation. 11. Whentheinstallationiscomplete,amessageappearsthatstatesthefieldsareupdatedandneedtoberebuilt.
12. ClickOK.
TIP:Toseethechanges,rebuildthedatabase,logout,andlogintoGoldMine.
Using the Key Fields QuickStart Wizard

GoldMineindexesthefiveKeyfields,makingthemexcellentfieldsfordatayouretrieveorfilteronoften.Assignfieldlabels usingthiswizard. UsethefollowingproceduretoconfigurekeyfieldcustomizationwiththeKeyFieldswizard. 1. SelectTools>QuickStartWizard. 2. AttheGoldMineQuickStartWizarddialogbox,clicktheKeyFieldsWizardbutton. TheWelcomescreenoftheQuickStartWizard:KeyFieldsCustomizationdialogboxopens.
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3. ClickNext.
4. AttheUpdateKeyFieldLabelNamesdialogbox: IntheNameinDatabasecolumnthefieldnames,Key1throughKey5,arelisted.
TheCurrentLabelcolumndisplaysthecurrentfieldname. IntheNewLabelfield,typethenecessarychangesforeachfieldnames.
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TheCurrentLabelcorrespondstothelocallabelforthefield.Ifthefielddoesnothavealocallabel,theCurrentLabel columndisplaysthegloballabel. 5. ClickFinish.
6. AttheGoldMinemessage,clickYes. ToseetheupdatedKeyfieldlabels,logoutofGoldMineandbackin.
Using the Postal Codes QuickStart Wizard

Youcanimportover42,000UnitedStatesPostalCodesintoyourlookuptable.Usethefollowingproceduretoimportpostal codesintoGoldMineusingthePostalCodeswizard. 1. SelectTools>QuickStartWizard. 2. AttheGoldMineQuickStartWizarddialogbox,clicktheKeyFieldsWizardbutton. 3. ThePostalCodeImportdialogboxopens.
4. ClickFinishtoimportallUnitedStatesPostalCodesintoyourlookuptable.Theimportprocessmighttakeconsiderable time,dependingonyourenvironment.
Using the Data Import QuickStart Wizard

ImportdatafromothercontactmanagementapplicationsintoGoldMine,eliminatingdataentry.Incorporatenewdatainto GoldMineandbeginusingit.
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NOTE:ThiswizardisavailableforuserswithMasterRightsonly.
1. SelectTools>QuickStartWizard. 2. AttheGoldMineQuickStartWizarddialogbox,clicktheDataImportWizardbutton. TheWelcomescreenoftheDataImportWizarddialogboxopens.
3. ClickNext.
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4. SelectthecontactmanagementapplicationyouareimportingfromintheChoosetheproductfromwhichyouare importingdropdownlist.Selectone: ACT!forwindows2.0through4.0 ACT!6.0 LotusOrganizer6.0 MicrosoftOutlook98orhigher FirebirdorMicrosoftSQLServerdatabasetable dBasefiles(*.DBF) Testfileswithdelimiters,likecommasortabs Textfileswithfixedlengthfields Ifimportingfromasourcedifferentfromtheseoptions,usetheimportoptionsinGoldMine.SelectFile>Importand Export>Importcontactrecords. 5. ClickFinish.TheAlertwindowopens.
6. ClickOK.TheImportWizardopens.
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7. MakeyourselectionandthenclickNext.
8. EnterthecompletepathandfilenameofthefiletobeexportedinthefieldandclickNext. IfyouchoseSQLthefollowingscreenopens.
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9. CompletethewizardscreensandthenclickFinish.
Using the GoldMine PLUS QuickStart Wizard

UsethisquickwizardlinksGoldMinePlusproductstodocumentapplicationsincludingMicrosoftWordandAdobeAcrobat. UsethefollowingproceduretoimportGoldMinePLUSdata. 1. SelectTools>QuickStartWizard. 2. AttheGoldMineQuickStartWizarddialogbox,clicktheGoldMinePLUSbutton. TheFrontRangeSupportsitepageopens. 3. LogintoFrontRangeandmovethroughtheSupportsite.
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Dashboards
Overview
TheGoldMineDashboardisaplacewereyoucanquicklyviewandaccessdatabasedonpredefinedcriteriaandview realtimeinformationalgraphicsanddatatableswithcontrolstoselectthedesiredinformationforviewing.Dashboardsare userdefinedsummaryviewsofdatafrominternalandexternalsources. ByusingDashboards,youcanquickly:measuretheflowofnewLeads,viewafilteredlistofLeadrecords,chart OpportunitiesandForecasts,reviewtheCustomerServiceprocesses,reviewtodolists,calendar,inbox,andprogress towardSalesobjectives,andviewForecastsandAppointments.
NOTE:FordetailsonmanagingtheDashboards,seeDashboardsManagementintheAdministratorGuide
orOnlineHelp.
Choosing a Predefined Dashboard

DashboardsaremadeavailablebyclickingtheDashboardsbuttonontheNavigationPane(see"NavigationPane"onpage 32).ThelistofavailableDashboards,bothpredefinedandcustomized,isdisplayedinthepanelontheleftabovethe Navigationbuttons.WhenyouopentheDashboardsmodule,themostrecentlyviewedDashboarddisplaysbydefault. GoldMinecomeswithseveralDashboardsalreadysetupforyou,basedontypicalusecases(see"PredefinedDashboards" onpage69).
Management
ActivityDashboard ActivitySummaryDashboard CaseDashboard LeadDashboard ManagementDashboard
Sales
ForecastDashboard OpportunityDashboard SalesUserDashboard
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Dashboard Designer
TheDashboardDesignerisusedtomanageyourDashboards.YoucanusetheDashboardDesignertoeditexisting Dashboards,createnewDashboards,anddeleteunwantedDashboards. TheDashboardDesignerhasseveralmaincomponents:
Canvas(see"DashboardCanvas"onpage68) Palette(see"DashboardPalette"onpage68) Properties(see"DashboardProperties"onpage68) ObjectsTree(see"DashboardObjectsTree"onpage69) Toolbar(see"DashboardToolbar"onpage69)
Dashboard Canvas
TheCanvasdisplaystheDashboardsmainframeandallofitsparts.GridpointsontheCanvasareusedasareferencefor aligningDashboardPartsandSplittertooneanotherontheCanvas.
NOTE:Asarule,DashboardPartsshouldnotoverlaponeanother.However,inthedesignview,some
DashboardPartsmightappeartooverlapduetothedynamicresizingoftheDashboard.
Dashboard Palette
ThePaletteislocatedintheupperrightcorneroftheDashboardDesigner.Itcontainsallthepartsyoucanusetocreateor modifytheDashboard.ThepartsaretheelementsthatdefinetheappearanceoftheDashboard.Thesize,location,and propertiesofthepartcanbemodifiedafteryouaddtheparttothecanvas.
TheDashboardPalettecontainsthefollowingparts:
Label CheckBox Link DropdownList Chart DatePicker Button RadioButton TextBox WebView TableView
Formoreinformation,see"DashboardPartPropertiesDetails"intheAdministratorGuideorOnlineHelp.
Dashboard Properties
ThePropertiessectionislocatedbelowthePalletanddisplaysthepropertiesofthecurrentlyselectedDashboardParton theCanvas(see"DashboardPartPropertiesDetails"intheAdministratorGuideorOnlineHelp.)
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Dashboard Objects Tree

TheObjectssectionabovetheNavigationPanedisplaysatreeviewofthecurrentDashboardPartsandDataSources. SelectedDashboardPartsarehighlightedonthetreeandontheCanvas.Youcanclickanynodeonthetreetomakeitthe activeDashboardPart.
Dashboard Toolbar
TheToolbarislocatedatthetopoftheDashboardpaneandcontainsbuttonstoaccessthevariousDashboardcommands. ViewMode
DesignswitchestoDesignmode(DashboardDesigner). RefreshupdatesthecurrentlydisplayedcontentontheDashboard.
DesignMode
ViewswitchestoViewmodeandsavestheDashboard. DeletedeletesthecurrentlyDashboard. NewcreatesablankDashboardcanvas. CopycreatesacopyofthecurrentDashboard. ImportopenstheImportdialogboxtoimportapredefinedDashboardintoGoldMine. ExportopenstheSaveAsdialogboxtosavethecurrentDashboardasanXMLfile. EventsopenstheEventandActionsdialogboxforadding,editing,anddeletingeventsforDashboardParts. SavesavesthecurrentDashboard. CancelabortsanychangesmadesincethelastSaveandreturnstoViewmode.
Fordetailedinstructionusingthesecommands,referto"DashboardsManagement"intheAdministratorGuideorOnline Help.
Predefined Dashboards
GoldMinecomeswithseveralpredefinedDashboardsreadytouse.TheseDashboardsarebasedontypicalusagescenarios andcanbemodifiedtosuityouneeds(see"DashboardDesigner"intheAdministratorGuideorOnlineHelp). ThepredefinedDashboardsaredividedintotwomaincategories:
ManagementDashboards SalesDashboards
Management Dashboards
TheManagementDashboardGroupismainlyusedviewactivities,customerservice,andsales.
ActivityDashboard ActivitySummaryDashboard CaseDashboard LeadDashboard ManagementDashboard
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Activity Dashboard
TheActivityDashboardprovidesaquicklookattheappointmentsandcallsforthecurrentuser.TheDashboardisdivided withappointmentinformationonthetopandcallinformationonthebottom.TheYearandQuartercanbeselectedfrom dropdownlistsandtabsineachsectionprovideaccesstothefollowinginformationrelatedto:
CompletedAppointmentsSummary CompletedAppointmentsDetails CompletedAppointmentsSummaryTable CompletedCallsSummary CompletedCallsDetails CompletedCallsSummaryTable
Activity Summary Dashboard

TheActivitySummaryDashboardprovidesaquicklookattheOpenandClosedActivitiesfortheselecteduser,andcanbe sortedbymonthandactivitytype.TheDashboardisdividedpiechartsinthetophalfbymonthandquarter.Thebottom halfcontainsdetailsbymonthandactivitytypewithlinks.
OpenActivitiesbyUserSummaryChart OpenActivitiesbyUserDetails ClosedActivitiesbyUserSummaryChart ClosedActivitiesbyUserDetails
Case Dashboard
TheCaseDashboardprovidesaquicklookatthecustomerserviceprocessesforthecurrentuser.Thetabsandan associatedtableprovideaccesstothefollowinginformationrelatedto:
OpenCasesbyProduct OpenCasesbyOwner OverdueCases OntimeCaseResolutionRate ResolvedCases
Lead Dashboard
TheLeadDashboardisprimarilyusedbymarketingandsalesmanagementandexecutivestomeasuretheflowofnew leads.TheGoldMineadministratorcanspecifywhichrecordsareusedforleadsbyselectingafiltertospecifythoserecords. Thetabsandanassociatedtableprovideaccesstothefollowinginformationrelatedto:
LeadsbyOwner NewLeadsbySource NewLeadsWithoutActivities ForecastedSales ClosedSales
Management Dashboard
TheManagementDashboardprovidesaquicklookattheproductforecasts,userforecast,andopencases.Thetabsandan associatedtableprovideaccesstothefollowinginformationrelatedto:
ForecastbyProduct ForecastbyUser OpenCasesbyProduct
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Sales Dashboards
TheSalesDashboardsGroupismainlyusedtoviewforecasts,opportunities,andtodolistsrelatedtosale.
ForecastDashboard OpportunityDashboard SalesUserDashboard
Forecast Dashboard
TheForecastDashboardprovidesaquicklookatallopenandclosedsales.TheYearandQuartercanbeselectedfrom dropdownlistsandtabsineachsectionprovideaccesstothefollowinginformationrelatedto:
PipelineViewforOpenSales PipelineViewofClosedSales OpenSalesbyUser ClosedSalesbyUser OpenSalesbyTerritory ClosedSalesbyTerritory
Opportunity Dashboard
TheOpportunityDashboardprovidesaquicklookatopportunitiesbystagesanduser.TheYearandQuartercanbeselected fromdropdownlistsandtabsineachsectionprovideaccesstothefollowinginformationrelatedto:
OpportunitiesbyStages PipelineView AllOpportunitiesbyUser
Sales User Dashboard

TheSalesUserDashboardisprimarilyusedbyenduserstoreviewtheirtodolists,calendar,inbox,andprogresstoward salesobjectives(quota,forecast,closed).Tabsineachsectionprovideaccesstothefollowinginformationrelatedto:
Activities/Emails Achievements
TheQuotaPeriodistherangeofdatescomprisingtheperiod.Bydefault,GoldMinedefinesaQuotaPeriodasonemonth, buttheperiodcanbechangedintheQuotaProfiledialogbox.Tochangetheperiod,opentheGoTomenuandselect Analysis>QuotaAnalysis.Formoreinformation,see"UsingQuotaAnalysis"onpage153. IfyoucreateorupdateaQuotaAnalysisinGoldMine,thedatamightnotproperlyrefreshintheSalesUserDashboard.To refreshthedataontheSalesUserDashboard,openGoldMineandselectGoto>Analysis>QuotaAnalysisfromthemenu. ThenrightclicktheQuotaandselectRecalculatefromthecontextmenu.
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Activities
Overview
Anactivityisatimespecificoreventbasedactionlinkedtoacontact. Youcanschedule,view,andcompleteactivities.Activitiesscheduledforafuturedateandtimestoreasrecordsin GoldMinesCalendar.Informationaboutcompletedcalls,appointmentskept,andmessagesreceivedtransfersfromthe CalendarandtherelatedcontactsPendingtabtotheHistorytab,whereitstoresasacompletedactivityrecord. Viewactivitiesforusers,foraparticulardate,orforacontact.UsetheCalendartoviewactivitiesbydate,theActivityList toviewbyactivitytype,andthePendingtabonthecontactrecordtoviewthecontactsactivitiesforthecontact. Eachactivityrecord,whetherstillpendingontheCalendarorcompletedinthehistoryfile,islinkedtoacontactrecord. Connectingactivitiestocontactsestablishesarelationallinktotracktheprogressofcustomerrelationships.
View Window (Activities)

AfullynavigablebrowserofScheduledActivitiesappearsintheviewwindow.Browsetoanactivity,mailbox,occasion listing,orholidaylistingtohighlightitinthemainwindow. NotethatsettingsintheShowmenuonthemainwindowoftheActivityListwilleffectwhatinformationisavailableto view.
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Benefits of Using Activities

Trackpendingactivities.Listactivitiesthatneedtobeperformed.Controlthescopeoftheselistings;theycanbedaily,
weekly,ormonthly.Viewactivitiespendingforacontactorviewonlythosecallsthatmustbemadeonaspecificday. Alsoviewpendingactivitiesofotherusers.
Setupreminders.Remindyourselfaboutimportantactivities.AlarmscanbesetforactivitiesGoldMinesupports. Recordanelectronicpapertrail.Whenactivitiesarecompleted,GoldMinemaintainsarecordofwhatwasdone,when
itwasdone,andbywhomprovidingpowerfulinformationforsubsequentfollowupwithcontacts.
Schedulemeetings.WhenyouractivitiesarescheduledinGoldMine,otherGoldMineuserscandeterminethetimes
youareavailableformeetings,conferencecalls,orappointments.
Delegate.UsetheCalendartoassignscheduledactivitiestoothersandtracktheirprogress. Linkactivitieswithyourcontacts.Createlinkedactivitiesandunlinkedactivities.Linkedactivitiesassociatewitha
contactrecord.Bydefault,createdactivitieslinktotheactivecontactrecord.GoldMineupdatestheinformationona linkedcontactrecordtoshowtheprogressoftheseactivities.Whenschedulinganactivitynotlinkedtoacontact,clear theLinktoselectedcontactoptiontoremovetheactivecontactsnamefromtheContactfield. Unlinkedactivitiesarenotconnectedtoanycontactandaregenerallyusedforincidentalevents.Werecommenduse ofunlinkedactivitiesbelimited,sincemanyofGoldMinesfeatureswillnotoperatewhentheactivityisnotlinkedtoa contactrecord.
Scheduling and Completing Activities

Activitiesaretimespecificoreventbasedactionslinkedtocontacts(calls,appointments,letters)orothertypesofactivities (ToDotasksoreventsassignedtousers).GoldMineisdesignedtolinkcontactswithscheduledactivitieswhichletsyou scheduletheactivityonyourcalendarandonthecontact'sPendingtab.Whenyoucompletetheactivity,itismovedtothe contact'sHistorytab,creatingarecordofcommunicationandactivity.
NOTE:Anyuntimed(nostart/finishtime)activitiesinGoldMinearesynchronizedtothecurrenttimein
OutlookwhenusingtheGoldMinePlus!forMicrosoftWordadin(see"OutlookIntegration"onpage253).
About Scheduling Activities

Youcanscheduleactivitiesusingoneofthefollowingmethods:
TheCalendar ThePendingTab TheScheduleMenu
Activity Types
Youcanschedulethefollowingactivities:
Call NextAction Appointment LiteratureRequest ForecastedSale OtherAction ToDo Event
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Schedule Dialog Box

UsetheScheduledialogboxforCalls,NextActions,Appointments,OtherActions,andEventstoconfigure:
Detail.ScheduleActivitydetails.See"SchedulingActivityDetails"onpage76. Users.Scheduleuserstotheactivity.See"SchedulingActivitiestoUsers"onpage77. Resources.Companyresourcesyoucanscheduletotheactivity.See"SchedulingActivitieswithResources"onpage78. Free/Busy.Availabletimeofthescheduledusers.See"SchedulingActivitiesBasedonAvailableTimes"onpage78. Recurring.Scheduletheactivitytooccuronaregularbasis.See"SchedulingRecurringActivities"onpage78. Series.Scheduletheactivitytoagroupofcontacts.See"SchedulingActivitiesBasedonSeries"onpage79. GoldAlarm.GoldAlarmcanrunandnotifyyouofscheduledactivitiesevenwhenGoldMineisnotopenonyour
computer.See"AboutGoldAlarm"onpage86.
Scheduling Activities
Usethefollowingproceduretoscheduleallofyouractivities. Youwillnoticethatwhenyouselectanactivity,theScheduledialogboxreflectsthatactivity.Ifyouscheduleacall,the ScheduledialogboxtitleisScheduleaCall.Ifyouarescheduleanextaction,theScheduledialogboxtitleisSchedulea NextAction.
To Schedule an Activity
Usethefollowingproceduretoscheduleanactivity. 1. SelectSchedule><(anactivity)>(suchasCall).
2. AttheSchedule<anactivity>dialogboxcompletethefollowingtabs.
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Detail:ScheduleActivitydetails.See"SchedulingActivityDetails"onpage76 Users.:Scheduleuserstotheactivity.See"SchedulingActivitiestoUsers"onpage77 Resources.Selectfromcompanyresourcestoscheduletotheactivity.See"SchedulingActivitieswithResources"
onpage78.
Free/Busy:Viewtheavailabletimeofthescheduledusers.See"SchedulingActivitiesBasedonAvailableTimes"on
page78 Recurring:Scheduletheactivitytooccuronaregularbasis.See"SchedulingRecurringActivities"onpage78 Series:Scheduletheactivitytoagroupofcontacts.See"SchedulingActivitiesBasedonSeries"onpage79. 3. ClickScheduletocompleteschedulingtheactivity.
Scheduling Activity Details

UsethisproceduretoscheduleCalls,NextActions,Appointments,OtherActions,andEvents. 1. SelectSchedule><(anactivity)>(suchasCall). 2. AttheSchedule<(anactivity)>Detailtab,selecttheContact(s).ToscheduletheactivitytothecurrentContactandto otherContacts,clicktheSearchbuttontotheleftoftheContactfield.Selectoneoption: Selectanothercontactfromthisrecordlistsadditionalcontactsforthecontactrecord. LookupanothercontactlaunchestheContactSearchCenter(see"SearchingforContactRecords"onpage194). SelectmultiplecontactsopenstheContact(s)Selectiondialogbox(see"ToModifyContactsforaScheduled Activity"onpage77) SelectfilterorgroupopenstheSelectcontactFilter/Groupdialogbox.
NOTE:AppointmentsscheduledtoacontactfilterorgroupappeardifferentlyinGoldMineandOutlook.In
GoldMine,anentryappearsforeachcontact(returnedbythefilterorgroup)ontheGoldMineCalendar.In Outlook,asingleentryappearsfortheappointmentontheOutlookCalendar,buttheSubjectlineofthe appointmentincludesthetext<username>,Multiplecontacts,where<username>isthenameofthe userthatscheduledtheappointment.
CreateanewcontactopenstheNewRecorddialogbox(see"CreatingaNewContactRecord"onpage175).
3. Ifyouwanttomaintaintheconnectionbetweentheactivityandthecontact,checktheLinktoselectedcontactbox. Clearingthisoptionremovesthecontactsnamefromthecontacttextboxanddoesnotlinktoanycontact. 4. IntheReferencefield,typeareferencelineorselectanentryfromtheF2Lookuplist. 5. IntheNotesfield,typerelatednotes. Enhancedtextoptionssuchasbold,italics,underline,fontcolor,andspellcheckerareallowed.
TIP:TochangesettingsintheGM.inifiletodisplayallactivityNotesassimpletextratherthanHTML,inthe
[GoldMine]sectiontypeHTML_Cal_Notes=0todisabletheHTMLNotes,orcontactyoursystemadministrator. 6. IntheOptionsarea,configure: Activitychangesthetypeofactivitytoschedulewithoutrestartingtheprocess. CodeidentifiestheactivityfromtheF2Lookuplist. Colorspecifiestheactivitycolor. Opportunity/Projectspecifiestheopportunityorproject.ClickNewtocreateone. 7. InthePrimaryUserarea,selecttheuserorusergrouptoassigntheactivitytointhedropdownlist. 8. IntheTimearea,configure: Date.DateoftheactivityusingtheF2graphicalcalendar. Time.TimetheactivitystartsusingtheF2graphicalclock. Duration.SelectaDurationincrementofMin(minutes)orHr(hours)intherighthanddropdownlist,thentypeor selectthetimeinthelefthandboxusingtheupanddownarrows. Alarm.SelectAlarmtoenablenotificationbeforethetimeoftheactivity.Thetimethealarmsoundsdefaultsto10 minutesbeforetheactivity.UsetheF2Lookupgraphicalclockandcalendartosetthealarm'stimeanddate.
NOTE:WhenGoldMineisintegratedwithOutlook,theOutlookreminderwillbeturnedoffforaGoldMine
activityretrievedwithanalarmtimethatislaterthanitsstartingtime.
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9. IntheActionsarea,select: NotifyviaEmailsendsanemailmessagetotheuseroruserstheactivityisscheduledfororwhenthescheduled activityischanged. AutogenerateRSVPnotifiesyouwhentheassigneduseroruserscompletetheactivity. MarkasPrivatemakestheactivityreadableonlybythecreatinguser.Itismarked(Private)inthecontactsPending tab. Sendarequestwiththeactivitytosendsanemailnoticeoftheactivitytothecontacts,users,orboth. 10. ClickScheduletosaveandclosethedialogbox.
To Modify Contacts for a Scheduled Activity

WhileSchedulingActivityDetails(seepage76),youcanclicktheDetailstaboftheSchedule<anActivity>dialogboxto add,remove,orchangetheContactsforascheduledactivity. 1. OntheSchedule<anActivity>dialogbox,clicktheDetailtab. 2. ToChangethePrimaryContact: ClicktheSearchbuttonandselectLookupanothercontactfromthemenu.Then,searchforaContactinthe ContactSearchCenter 3. ToAddaContact: ClicktheSearchbuttonandselectSelectmultiplecontactsfromthemenu.TheContactSearchCenteropens.Click theNewbuttonandsearchforaContactintheContactSearchCenter. 4. ToRemoveaContact: ClicktheSearchbuttonandselectSelectmulltiplecontactsfromthemenu.Then,selecttheContactfromthelist andclickRemove.ClickRemoveAlltoremoveallContactsfromtheactivity. 5. ClickOKtosaveandcontinue.
Scheduling Activities to Users

SelecttheUserstabtodelegatethescheduledactivitytoselectedusersorusergroups.
NOTE:IfmultipleusersarescheduledforanActivity,theymustbeconfiguredtousedthesameemail
service(GoldMineorOutlook).FrontRangedoesnotsupportsimultaneousworkofOutlookandGoldMine mailcenters. Usethefollowingproceduretoscheduleanactivitytousers. 1. Withthecontactforwhichyouwanttoscheduletheactivityopen,selectSchedule. SelectoneoftheScheduleoptions.TheSchedule<activitytype>dialogboxopens. 2. ClicktheUserstab. 3. TochangethePrimaryUser,selectauserinthedropdownlist. 4. Toselectmoreusers,highlighttheuserintheUserListboxandclickSelect.TheusernamedisplaysintheSelected Usersbox.Repeatasnecessary. 5. Toselectusergroups,highlighttheusergroupintheUserGroupListboxandclickSelect.Themembersofthegroup displayintheSelectedUsersbox.Repeatasnecessary. 6. IntheActionsarea,select: DelegatetoUser(s)tonotifyuserswithacarboncopy(CarbonCopy:usedinemailmessages,memos,andletters) ofthescheduledactivity SendBcc:EmailUser(s)tonotifyuserswithablindcarboncopy(BlindCarbonCopy:Acopyofamessage,usually email,senttoarecipientthatthemainrecipientscannotsee.)ofthescheduledactivity. SendarequestwiththedelegationtoandselectUser(s),Contact(s),orBothUser(s)&Contact(s). 7. ClickScheduletosaveandclosethedialogbox,orclicktheResourcestabtoscheduleresources.
GoldMine User Guide
Scheduling Activities with Resources

Whenschedulingactivities,youcanalsoschedulecompanyresources. Usethefollowingproceduretoscheduleanactivitywithresources. 1. IntheSchedule<anactivity>dialogbox,clicktheResourcestab. 2. DoubleclickaresourceintheResourceListbox. TheresourceismovedtotheSelectedResourcesbox. 3. ClickScheduletosaveandclosethedialogbox.
Scheduling Activities Based on Available Times

Beforeschedulingameetingformultipleparticipants,determineatimewhenallparticipantsareavailable.Before GoldMinecanscantheparticipantsCalendarstodeterminetheiravailability,specifyattendeesandresources. AllpotentialattendeesmustmaintaintheirdailyschedulesinGoldMineandthecontact'sfree/busytimesmustbe configuredinGoldMine.Afterselectingthemeetingtime,GoldMineschedulesthemeetingandinformsparticipants. Usethefollowingproceduretoscheduleanactivitybasedonavailabletimes 1. IntheSchedule<activitytype>dialogbox,clicktheFree/Busytab. Thebusytimepanedisplaysavailabilityofselectedusers,resources,andthecontact. 2. ClickOptionstospecifywhattypesofappointmentsarescannedandyourdisplayoptions.IntheDisplayarea: IfyouselectedShowContacts,thecontactaddstothedisplay. IftheInternetfree/busyinformationisnotconfiguredorthecontactdoesnotpublishhisorherfree/busy information,thecontact'sbusytimedisplaysthemessage:InternetFree/Busyinformationisnotavailable,click hereforhelp. UsetheAddFree/BusyURLdialogboxtoaddtheURLwherethecontact'sfree/busytimeispublished.TheURLyou addinthedialogboxisaddedtothecontact'sEdit>RecordProperties>ContactDetails>Free/Busytab. 3. TheScanSettingsareainitiallydisplaysaStartDate,EndDate,andDuration.Thevaluesinthesefieldsdefaulttothe valuesspecifiedontheDetailtab. Toexpandthebusytimedisplay,clickonthearrowtodisplaytheF2graphicalcalendarandselectnewbeginningand endingdatesandclickandthenclickRefresh. 4. Tolookforacompatibletime,clickFindTimescanoption, SelectdatesandtheactivitydurationandclickFindTime. ScanSettingschangestodisplaythedatebeingscannedandthetime.GoldMinescansforatimebasedonthe durationoftheactivity.TheDurationdefaultstothedurationspecifiedontheDetailtabbutcanbemodifiedon theFree/Busytabintosuccessfullyscheduleanactivity. 5. SelectanothertaborclickScheduletoaddtheactivitytothecalendar.
Scheduling Recurring Activities

Schedulerecurringactivitiesbasedonanyintervaloftime;forexample,scheduleaweeklysalesmeetingforthenext3 months,anappointmentonthesamedayeachweekoverthenext12weeks,oraremindertosendimportantclientsa birthdaycardtheweekbeforetheirbirthdayeachyear. Recurringactivitiescanschedulefollowupcallsoranytypeofrepeatingtasks.Theycontainthesameinformationasa nonrecurringactivity,includingalarmsandnotes.
Important Considerations
Outlookdoesnotsupportweekdaysonly(SkipWeekend)optionforYearlyandMonthlyrecurrence.TheSkip
Weekendsoptionisavailableonlyfordailyrecurrence.
Outlookdoesnotsupporthourlyrecurrence. TheHourlyschedulingoptionisunavailablewhenschedulingforecastedsales.
GoldMine User Guide
SettingsdefinedintheAdvancedRecurrencedialogboxoverridesettingsdefinedintheRecurringtaboftheSchedule
dialogbox.Forexample,iftheFixedFrequencyisdefinedasDailyintheRecurringtab,yetyouselectMonthlyinthe AdvancedRecurrencedialogbox,theMonthlyselectionfromtheAdvancedRecurrencedialogboxoverridestheDaily selectioninRecurringtab.

GoldMineandMicrosoftOutlookdonotrecognizerecurringactivitieswhencreatedintheotherapplication.For
example,ifauserschedulesarecurringactivityinOutlook,thensynchronizestoGoldMine,GoldMinecreateseach activitybutdoesnotlinkthemasinstancesofaseries.
IfaGoldMineuserchangesordeletesoneinstanceoftheseries,GoldMinedoesnotprompttheusertochangeall
membersoftherecurringactivity.ThesameresponseoccursinOutlookforrecurringactivitiesoriginallyscheduledin GoldMine.
To Schedule a Recurring Activity

NOTE:TheavailabilityofsomeoptionsdependonthetypeofActivityselected.Forexample,AnEventdoes
notallowtheHourlyoccurrence. 1. ScheduleanActivity(Call,NextAction,Appointment,Event,ForecastedSale,orOtherAction). 2. IntheSchedule<anActivity>dialogbox,clicktheRecurringtab. 3. IntheDateRangearea,setthestartdateandtime: Startdate:Firstdatetoscheduletherecurringactivity.Whentherecurringactivityisweeklyorbiweekly,theday oftheweekthisdatefallsonisthedayoftheweekallsubsequentactivitiesfallon. Starttime:Thestartingtimetotheactivity. 4. IntheDateRangearea,settheenddateandtime: Enddate:Lastdatetoschedulearecurringactivity.GoldMineonlyschedulesanactivityonthisdateifitfallsonthe correctdayasdeterminedbytheschedulefrequency.GoldMinedoesnotscheduleactivitiesafterthisdate.The EndtimefieldisonlyavailablewhentheHourlyoptionisselectedintheOccursarea. Endafter:Thisoptionallowsyoutoselectthenumberofoccurrencesoftheactivitybeforeendingtherecurrence. Noenddate:Checkthisoptionifthereisnoenddatetotheactivityrecurrence. 5. IntheOccursarea,selectanoptionandthencompletetherespectiveoptionsintheareatotheright. 6. TheRemoveRecurrencebuttonresetsandclearsallrecurrencesettingsfortheactivity. 7. ClickScheduletosaveandclosethedialogbox.
Scheduling Activities Based on Series

Ifyouwanttoscheduleaseriesofactivitieswithindividualcontactsforanactivity,followthestepsbelow.
NOTE:Youmustselectacontact,multiplecontacts,oracontractfilter/groupbeforeschedulingaseriesof
activities. 1. ScheduleanActivity(see"SchedulingActivities"onpage75). 2. AfterSchedulingActivityDetails(seepage76),clicktheSeriestab. 3. Setthefollowoptions: Scheduletheactivityatthesametimeforallselectedcontactsschedulesthesameactivityatthesametime. Scheduleaseriesofactivitieswithdifferenttimesfordifferentcontactsschedulesaseriesofactivitiesfor differentcontacts.
GoldMine User Guide
4. IfyouselecttheScheduleaseriesofactivitieswithdifferenttimesfordifferentcontacts,youmustcompletethe followingfields: Time

StartDate:Enterthedateorselectthestartdatefromthecalendar. Dailystarttime:Enterthestarttimeorselectatimefromthedropdownlist. DailyEndtime:Entertheendtimeorselectatimefromthedropdownlist. Skipweekends:Checkthisoptiontoscheduleactivitiestorunonlyonweekdays(MondaythroughFriday)
Setactivitystarttimesby(pickoneoption)
Maximumactivitiesperday:Enterthenumberofactivitiestoscheduleperday. Activityduration:Enterthelengthoftheactivityinhoursorminutes.
Wrapuptimeaftereachactivity:Entertheamountoftimebetweentheendofoneactivityandthestartofthenextin theseries(lagtime) 5. ClickScheduletosaveandclosethedialogbox.
Editing an Existing Activity

IfyouneedtochangeanyofthedetailsofanexistingActivity,suchasanAppointmentorCall,followtheprocedurelist below. 1. LocatetheActivitylistedwithaContactorUser,thenrightclickandselectEditfromthemenu. 2. Makeanyrequiredchanges.Iftherearemultipletabs,associatedwiththeActivity,browsethetabsandmakethe requiredchangesaswell. 3. ClickOKtosavethechangesfortheActivity. Fordetailsinstructions,refertothe"SchedulingActivities"onpage75topicandfollowthelinktothedesiredsubtopic.
Responding to GoldMine Alarms

Afterschedulinganactivitywithanalarm,theGoldMineAlarmdialogboxortaskbarnotificationappearsatthespecified timebeforetheactivity.ConfigurealarmsettingsintheUserPreferencesAlarmstab. 1. DoubleclickthealarmiconandtheGoldMineAlarmdialogboxappears.IfyouconfiguredtheAlarmstodisplaythe popupalarm,theGoldMineAlarmdialogboxappears,displaying: Contact:Contacttheactivityisscheduledfor. Subject:ReferenceinformationfromtheScheduleanactivitydialogbox. Time:Scheduledtimefortheactivity. Activity:Activitytype. Phone:Contact'sphonenumber. 2. TorespondtotheGoldMineAlarm,selectfrom: Notes:Expandsthedialogboxtodisplaythenotesassociatedwiththeactivity. SuspendAlarms:TurnsoffallalarmsforthedurationofyourcurrentGoldMinesession.Toreactivatethealarms, logoutandlogbackin. ViewContact:DisplaysthecontacttheactivityisscheduledforandclosestheGoldMineAlarmdialogbox. Complete:CompletestheactivityandfilesitontheHistorytab. OFF:Turnsthealarmoffforthisscheduledactivity. Snooze:LaunchestheSnoozeAlarmdialogbox;selecthowlongtowaitforthenextreminder. Ignore:Snoozesthealarmforoneminute. Delete:DeletesthescheduledactivityandclosestheGoldMineAlarmdialogbox.
GoldMine User Guide
Auto-Updating Activities
CompleteordeleteactivitiesforauserwhileworkingintheActivityList,theOpportunitytab,ProjectPendingtab,orthe contact'sPendingtab.AutoUpdateisavailableonthesespecifictabsintheActivitiesList.

Open Alarmed Calls Appts Events
Todo Others Actions Forecasts
Usethefollowingproceduretoautoupdateanactivity. 1. AttheActivityListorthePendingtab,rightclickinthetabandselectOptions>AutoUpdate.
2. AttheAutoUpdateActivitiesdialogbox,selectoneofthefollowingoptions: CompleteALLoftheActivitiescurrentlydisplayed.Completesactivitiesinthecurrenttabandupdatesthe specifiedResultandSuccess. CompleteselectedActivityType(s)Only.CompletesactivitiesselectedintheActivityTypearea,thespecifiedDate range,andupdateswithspecifiedResultandSuccess. IntheActivityTypesarea,selecttheoptionstoprocess:

Appointments.Scheduledappointments. Calls.Scheduledcalls. NextActions.Schedulednextactions. Others.Scheduledotheractivities.
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Auto-Updating Activities 81
Events.Scheduledevents. ForecastedSales.Scheduledsales. Todos.Associatedtodoactivities. Lit.Requests.Scheduledliteraturerequests. Emails(GoldMine).PendingGoldMineemailmessages. Emails(Internet).PendingemailmessagesfortheInternet. DeleteALLoftheActivitiescurrentlydisplayed.Deletesactivitiesinthecurrenttab. DeleteselectedActivityType(s)Only.DeletesactivitiesselectedintheActivityTypeareabasedonthe
specifiedDaterange. 3. Specifyaresultcodeandsuccesslevelforcompletedactivities. TypearesultcodeintheResultfield. SelectSuccessfulorUnsuccessfulfromtheSuccessdropdownlist. 4. IfyouselectedCompleteorDeleteselectedActivityType(s)Only,selectDaterange,thenFromandTodatesusingthe F2graphicalcalendar. 5. ClickOK.
Scheduling Literature Requests

LiteratureoptionsmustbeconfiguredintheLiteratureFulfillmentCenterbeforeyoucanaddthemasascheduledactivity. FormoreinformationontheLiteratureFulfillmentCenter,see"AbouttheLiteratureFulfillmentCenter"onpage139. Refertothefollowingexamplewhenfollowingtheproceduretoschedulealiteraturerequest. Example:Schedulealiteraturerequesttoremindtheusertosendliteratureandacoverlettertocontactsonaparticular day. 1. SelectSchedule>LiteratureRequest,orActions>SendLiteratureRequesttoContacts.
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2. AttheScheduleaLiteratureRequestdialogbox,clicktheDetailtab. 3. ClicktheContactdropdownarrowtoselectfromadditionalcontactsorclicktherightfacingarrowtolaunchthe ContactSearchCenterandsearchforanewcontact. 4. AttheCoverLetterdropdownlist,selectacoverletter. TheusernamedisplayedintheUserfielddeterminesthetemplatesdisplayedintheCoverLettertextbox.Select (public)toseeallthetemplateswithanownerof(public). Ifyoudonotneedacoversheetforyourrequest,skipthisstep.
NOTE:TheCoverLetterandUserfieldsarelinkedtotheDocumentManagementCenter.
5. AttheLiteratureListdropdownlist,selecttheliteraturetype. TheitemsincludedinthelistdisplayinthetextwindowbelowtheLiteratureList. 6. Toscheduletheliteraturerequesttoaparticularuser,selecttheuserintheAssignedtodropdownlist. Therequestappearsontheassigneduser'scalendar. 7. AttheCodefield,selectthecodeintheF2Lookuplisttocategorizetherequest. Theactivitycodecanbeusedtoanalyzespecificcompletedactivities. 8. 9. 10. 11. 12. AttheSendDatefield,selectasenddateusingtheF2Lookupgraphicalcalendar. SelecttheAlarmforGoldMinecheckboxtoalerttheassigneduseroftheactivitybeforethescheduledtime. SelecttheRSVPcheckboxtobenotifiedwhentheassignedusercompletestheactivity. AttheSpecialInstructionsfield,typeanyinstructionstotheassigneduser. AttheOpportunity/Projectfield,selectanopportunity/projectoassociatetheliteraturerequestwithaparticular opportunityorprojectorclickNewtocreateanewopportunityorproject. 13. ClickScheduletocompletetheprocess,orselecttheSeriestabtoassigntheliteraturerequesttoagroupofcontacts. 14. FortheproceduretocompletetheSeriestabsee"SchedulingActivitiesBasedonSeries"onpage79.
Scheduling Forecasted Sales

Aforecastedsaleisanestimatetorecordtheanticipatedclosedateofapendingsalewithoneofyourcontacts.Forecasted salesaredifferentfromotheractivitiesbecausetheyincludeaproductorservice,ananticipatedsaleamount,andthe probabilityofthesaleclosing. Formoreinformationonschedulingforecastedsales,see"SchedulingForecastedSales"onpage147.
About Completing Activities

UsetheCompletemenutorecordanyactivityyoucomplete,whetherscheduledorunscheduled.Forexample,ifacontact callsunexpectedly,makeanotationinthehistoryfile,eventhoughacallwasunscheduled.Inthissituation,selectthetype ofactivitytocompletefromtheCompletemenu. Aftercompletingascheduledactivity,theCalendarrecordisremovedandarecordispostedtothelinkedcontactshistory fileindicatingwhatwasaccomplished. Completeascheduledactivityfrom:
TheContactrecordsPendingtab AnActivityList'stabs TheCalendar TheCompletemenu ScheduledCalls UnscheduledCalls Message
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Scheduling Forecasted Sales 83
NextAction Appointment Sale OtherAction Event Todo Correspondence Letter/Memo LiteratureRequest PendingActivities Ifmorethanonethanoneactivityisofthesametype,theCompleteActivitydialogboxappearstoselectthe
activitytocomplete.
NOTE:ConfigureyourCalendartodisplaycompletedactivities.Rightclicktodisplaythelocalmenu,then
selectActivities,orclicktheSelectActivitiesbutton.TheSelectActivitiestoViewdialogboxappears.Inthe CompletedActivitiescolumn,selecteachactivitytypetodisplay.
Completing Activities
Completeascheduledorunscheduledactivitysuchasacall,unscheduledcalls,message,nextactionandsoon. Usethefollowingproceduretocompleteascheduledactivity(suchasacall). 1. AccesstheCompletemenubyoneofthesemethods: SelectingComplete><anactivity>fromthetoolbar. Atthecontact'sPendingtab,theActivityList,ortheCalendar,selectthecontactrecord,thenrightclickonthe recordandthenselectComplete.
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2. AttheCompleteActivityfor<company>dialogbox,attheScheduledCallarea,rightclickonthecontactrecordyou want.
3. AttheCompletethe<anactivity>dialogbox,selectandcompletethefollowing: Contact.Thecontactrecordnameifthedefault.Ifyouwanttoselectanotheruser,clickthedownarrowandselect fromthelistofusers. Activity.Selectthetypeofactivityyouarecompletingforthisscheduledcall,forexampleCallBack,Callin,Event, andsoon. User.Selecttheusercompletingthecall. Private.Clickthischeckboxifthecompletedactivitywillbeavailableonlytotheselecteduser. Reference.Typeinorselectthereference. Opportunity/Project.Selecttheassociatedopportunityand/orprojectinthedropdownlist.ClickNewtocreatea newopportunity OrCase.Ifyouareselectingacaseinsteadofanopportunity/project,selectthecasenumber.ClickNewtocreatea newcase. Code.TypeorselectthecodefromtheF2Lookuplist.Thisisthecodetocategorizethecompletedcallsby. Result.TypeorselecttheresultcodefromtheF2Lookuplist.Thisisacompletioncodetocategorizetheoutcome ofcallsby. Youcanuseresultcodestoanalyzespecificcompletedactivities.Forexample,enterSDMastheresultcode wheneveryousendoutademoorsample.
Date.SelectthecompletiondatebyclickingthedownarrowandselectingthedateintheF2graphicalcalendar. Time.SelectthecompletiontimebyclickingthedownarrowandselectingthetimeintheF2graphicalclock. Duration.TypeorselectthedurationoftheactivityintheF2Lookuplist. Success.SelectSuccessfulorUnsuccessfuldependingontheoutcomeafterthecall. Notes.Typeanynotesaboutthiscallinthetextarea.typeorappendaddednotes.
Toseethetoolbar,clickinsidethebox.
ScheduleaFollowup.Selectthischeckboxandthenselectthetypeoffollowup,forexample,Call,Appoint.Next
Action,andsoon. 4. ClickOKtoreturntotheCompleteaCalldialogbox.
GoldMine User Guide
About Completing Activities 85
Completing Letters and Memos

Youcanusethisproceduretocompletealetterormemoonacontact'sPendingtab,theActivityList,theCalendar,orthe Completemenu. Usethefollowingproceduretocompletealetterormemo. 1. Highlightthedocument,rightclick,andthenselectComplete. or SelectComplete>Correspondence>Letter/Memo. 2. AttheCompleteaFormdialogbox,clicktheContactdropdownarrowtoselectfromadditionalcontactsorclickthe rightfacingarrowtolaunchtheContactSearchCenterandsearchforanewcontact. 3. IntheActivitydropdownlist,selectthetypeofactivityyouarecompletingforthiscorrespondence. 4. AttheUserfield,selecttheusercompletingthecorrespondence. 5. SelectPrivateifthedocumentwillbeavailableonlytotheselecteduser. 6. TypeorselecttheReference. 7. SelecttheassociatedOpportunity/Projectinthedropdownlist. 8. TypeorselecttheCodefromtheF2Lookuplist. Thisisthecodebywhichyoucategorizethecorrespondence. 9. TypeorselecttheResultcodefromtheF2Lookuplist.Thisisacompletioncodebywhichtocategorizetheoutcomeof thecorrespondence.
NOTE:Youcanuseresultcodestoanalyzespecificcompletedactivities.Forexample,enterSDMasthe
resultcodewheneveryousendoutademoorsample. 10. 11. 12. 13. 14. 15. SelectthecompletionDateintheF2graphicalcalendar. SelecttheTimeintheF2graphicalclock. TypeorselecttheDurationintheF2Lookuplist. ntheSuccessdropdownlist,selectSuccessfulorUnsuccessful. IntheNotesfield,typeorappendaddednotes. SelectScheduleaFollowupandthetypeoffollowup,Call,Appt.,NextAction,andsoon,inthedropdownlistand thenclickOK.
About GoldAlarm
TheGoldAlarmrunsthealarmoptionsinGoldMineevenwhenyouarenotloggedintotheapplication.Whenschedulingan activity,youcanselecttheAlarmoption. ConfigurealarmsettingsbycompletingtheUserPreferences>Alarmtabtopopupawindoworpostthealarmonthe taskbar.FortheproceduretosetGoldAlarm,see"SettingOptionsfortheAlarmsTab"onpage15.
PlaceGoldAlarmicononmydesktop.LetsyouruntheGoldAlarm.exe.TheGoldAlarmmonitorsalarmedactivitiesand
notifiesyouevenwhenGoldMineisclosed.
RunGoldAlarmwhenWindowsstarts.RunstheGoldAlarm.exewhenWindowsstarts.
WhenGoldAlarmisrunningyouseeataskbarnoticeifanactivityisdueandaGoldMineiconintheSystemTray.
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About the Activity List

TheActivityListdisplaysactivitiesrelatedtoaGoldMineuser.Useittoviewandmodifyyourownactivitiesandviewand modifyscheduledactivities,completedactivities,andemailforotherGoldMineusers. TheActivityListcontainstwosections:theToolbarandtheMainWindow. ToopentheActivitieslist,selectGoTo>Activities,orclicktheActivitiesbuttonintheNavigationPane.TheActivityList appears. BrowsetheActivityListusingthebrowserintheNavigationPaneViewWindow.FoldersincludeOpenActivities,Closed Activities,andEmail.OccasionandHolidayschedulingwindowsarealsoincluded.Browsetothedesiredactivitytype, mailbox,orschedulingwindowtopopulatethetableinthemainwindow.UsesettingsintheActivityListtoolbartofurther narrowyourselection.
Holidays.ListholidaysselectedintheCalendartabofyourUserPreferences. Occasions.ListspecialdatesdefinedinyourCalendar.
Activity List Toolbar

WhenyouclickontheActivityListtab,theActivityListtoolbarappearswiththefollowingtools.
Schedulebutton.Thisbuttonallowsyoutoscheduleyouractivity.Clickonthedownarrowandselectthetypeofaction
youwant.Forexample,ifyouwanttoscheduleacall,selectCall,ortoscheduleanappointment,selectAppointment. Acorrespondingpopupwindowwhereyoucanselectschedulingoptionsappearsforeachselection.
Showbutton.Thisbuttonallowsyoutoselectthelistofactivitiesyouwanttoview.Forexample,youcanseeall
activities,oractivitiesforTodayorThisWeekorThisMonth.Clickonthedownarrowtoselectaview.Toseeactivities withinadaterange,selectDateRangeandatthepopupwindow,selectthedates.
Userbutton.Thisbuttonletsyouviewactivitiesforauserorfortheusersonamasterlist.Clickthedownarrowto
selectaUserorMaster.
Linkbutton.Thisbuttonallowsyoutolinkanactivitytoauser,rolloveranactivitytoanotherUserorautomatically
updateseveralactivitiesatonetime.ClickthedownarrowbuttontoselectLink,RolloverorAutoUpdate.Select OutputtosendtheActivitiesListoutputtoaprinter,MicrosoftWord,orMicrosoftExcel.Acorrespondingpopup windowwhereyoucanselectyourlinkorrolloveroptionsappearsforeachselection.

Editbutton.Thisbuttonallowsyoutoeditanactivity.Forexample,youcanchangetheActivity,ortheUser,orthe
scheduledDateandTimeoftheactivity.SelectanactivityandthenclicktheEditbutton.Apopupwindowwhereyou canedityouractivityappears.
Completebutton.Thisbuttonallowsyoutoviewand/oreditacompletedtask.Forexample,youmightcompleteasale
butyouwanttoScheduleaFollowupphonecall,oraddNotestotheactivity.SelecttheactivityandclicktheComplete button.Apopupwindowwhereyoucanaddoredityouractivityappears.
GoldMine User Guide
About the Activity List 87
Activity List Main Window

TheActivityListMainWindowcontainsthreepanes:
Tablepanel.Atablepanedisplayingactivities,whichcanbesortedandfilteredbyanyofitsfivecolumns.Usethedrop
downmenuattheheadofeachcolumntoselectsortcriteria,orselectcustomtoopentheCustomAutofilterdialogfor theselectedcolumn.
Summarypanel.AsummarypaneatthebottomleftoftheActivityListMainWindowdisplaysCreation,Updated,
Contact,Company,Phone,andExtensionfieldsfortheselectedactivity.
Referencepanel.AreferencepaneatthebottomrightoftheActivityListMainWindowdisplaysReferenceandNotes
fieldsfortheselectedactivity.
Activity List Options Sub-Menu

TheActivityListOptionssubmenuconsistsofthefollowing:
DateRange.Displaysadaterangesubmenu.SpecifytherangeofdatestodisplayactivitiesforintheActivityList.See
"ActivityListDateRangeDialog"onpage89.
User.DisplaystheSelectaUserdialogbox.SelectaGoldMineuser'sactivitiestoview. Activities.DisplaystheSelectActivitiestoViewdialogboxtodisplayactivitytypes.Bydefault,displayallscheduled
activitytypesexceptopportunitiesandprojects.NotavailablefortheActionstab(onlyNextActions).
View.Displaysoptions. DetailedView.DisplaysthedetailsoftheselectedactivitydisplayinthelowerportionoftheActivityList. SyncContact.DisplaysthecontactlinkedtotheselectedactivityintheActivityList. ShowContact.DisplaysthenameofthecontactintheContactcolumnofthebrowsewindow. ShowCompany.DisplaysthenameofthecompanyintheContactcolumnofthebrowsewindow. Link.DisplaysthelinksaselectedactivitytotheactiveRecord. Rollover.DisplaystheRolloverALLdisplayedactivitiesdialogbox.Forwardactivitiestoanotheruserand/oranother
date.
AutoUpdate.DisplaystheAutoUpdateActivitiesdialogbox.Completeordeletemultipleactivitiesforaselecteduser.
Thisoptionisavailableonlyonselectedactivitytabs.
Filter.ActivityFilterdialogbox.Defineconditionsforselectingactivityrecordstodisplay.
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Activity List Date Range Dialog

TheActivityListdisplaysactivitiesforalldatesbydefault;toselectfromabroadrangeofdates,selectanoptionfromthe DateRangedialog.
AllDate.Displaysallactivitieswithoutregardfordate. DateRange.OpenstheActivityDateRangedialogbox.Optionsaresimilartothemenuitems. TodayandPrior.Today'sactivitiesandpastactivities. Yesterday.Yesterday'sactivities. Today.Today'sactivities. Tomorrow.Tomorrow'sactivities. DayAfter.Dayaftertomorrow'sactivities. ThisWeek.Thisweek'sactivities. NextWeek.Nextweek'sactivities. LastWeek.Lastweek'sactivities. ThisMonth.Thismonth'sactivities. NextMonth.Nextmonth'sactivities. LastMonth.Lastmonth'sactivities. ThisYear.Thisyear'sactivities. Next7Days.Activitiesscheduledforthenextsevendays. Past7Days.Activitiesscheduledforthelastsevendays. 30DayWindow.Displaysthecurrent30days.
Using the Activity List

TheActivityListdisplaysactivitiesasacategorizedlist.Controlactionstoperformonactivitiesthroughthelocalmenus.
NOTE:IfyouhaveafilteractivatedintheActivityList;thefilterhastobereleaseandthenreactivatedto
viewupdateddata. Usethefollowingproceduretousetheactivitylist. 1. SelectGoTo>Activities,orselectActivitiesfromtheNavigationPane.TheActivityListappears. 2. SelectanactivityfromtheViewWindow(see"ViewWindow:ActivityList"onpage90)orthebrowserinthe NavigationPane(see"NavigationPane"onpage32.)Theactivitiesare:
OpenActivities:Expandfolderandselectfromthefollowing Actions:DisplayopenActionsforthisuser Appts:DisplayopenAppointmentsforthisuser Calls:DisplayopenCallsforthisuser Events:DisplayopenEventsforthisuser Forecasts:DisplayopenForecastedSalesforthisuser Others:DisplayopenOtherActionsforthisuser Todo:DisplayopenTodosforthisuser Opp/ProjTasks:DisplayopenOpportunityandProjecttasksforthis user Alarmed:DisplayallactivitieswithAlarmsscheduledforthisuser

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Using the Activity List 89
ClosedActivities:Expandfolderandselectfromthefollowing Actions:DisplayclosedActionsforthisuser Appts:DisplayclosedAppointmentsforthisuser Calls:DisplayclosedCallsforthisuser Events:DisplayclosedEventsforthisuser Forecasts:DisplayclosedForecastedSalesforthisuser Others:DisplayclosedOtherActionsforthisuser Todo:DisplayclosedTodosforthisuser Opp/ProjTasks:DisplayclosedOpportunityandProjecttasksfor thisuser RealTime:Displayachronologicallistingofactivitiesforthisuser

Email:ExpandFolderandselectfromthefollowing Inbox:DisplaymessagesintheinboxoftheEmailCenter Outbox:DisplaymessagesintheoutboxoftheEmailCenter Filed:DisplaymessagesthathavebeenpreviouslyfiledintheEmail Center
Occasions:DisplayOccasionssetinyourCalendar Holidays:DisplayHolidayssetinyourCalendarUserPreferences
NOTE:Realtimefoldershowshistoryitemsthatwereupdatedwithintheselecteddaterange.Itisnot
basedonthecompletiondatefortheactivity. 3. Toperformanaction,suchascompletingacallorreplyingtoanemail,rightclickonanactivityintheActivityList Mainwindow. 4. Atthelocalmenu,selecttheaction. 5. Reversethesortorderoftheactivitiesonthescreen,clickonthecolumntitle(theexceptionistheContactcolumn). 6. ClickXtoclosethewindow.
View Window: Activity List

AfullynavigablebrowserofScheduledActivitiesappearsintheviewwindow.Browsetoanactivity,mailbox,occasion listing,orholidaylistingtohighlightitinthemainwindow.NotethatsettingsintheShowmenuonthemainwindowofthe ActivityListwilleffectwhatinformationisavailabletoview.
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View Scheduled Activity Zoom

UsetheScheduledActivityZoomtoviewbasicinformationaboutanactivityandcompleteordeletetheactivity. UsethefollowingproceduretousetheActivityZoom.
NOTE:ThePreviewPanecanbeusedinplaceoftheZoomcommandonthecontextmenu.
1. RightclickanactivityandselectZoomonthelocalmenu. 2. AttheScheduledActivityZoomdialogbox,selectthefollowing: Activity.Activitytype Code.Assignedcode Name.Linkedcontactname Company.Nameofthelinkedcompany Phone.Phonenumber Reference.Referenceassignedtotheactivity Alarm.IfYes,theactivityhasanalarm RSVP.IfYes,anRSVPisrequiredfromusers Scheduled.Primaryuseranddatefortheactivity'sscheduledtime Creation.Thecreatinguserandtimecreated Updated.Ifupdatedaftercreation,theupdatinguserandthetimeofupdate. Textarea.Displaysotherassignedusers,resources,andnotes 3. Toscrollthroughactivities,clickPreviousorNextorclicktheupanddownarrowsbesidePrevious. 4. ClickComplete. TheCompleteActivitydialogboxopens. 5. Toremovethedisplayedactivity,clickDelete. Whenconfirmed,theactivityisdeletedwithoutcreatingahistoryrecord. 6. ClickClose.
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View Scheduled Activity Zoom 91
Printing Activities
Youcanprintasingleactivitiesorallactivitiesforacontactrecord.
To Print All Activities

1. 2. 3. 4. NavigatetoGoTo>Activities. RightclickonanyactivityandselectOutputto>Printer>Allentries. Thelistofactivitiesopens. ClickthePrintericonandthenclickOK.
To Print a Single Activity

1. 2. 3. 4. NavigatetoGoTo>Activities. RightclickonanyactivityandselectOutputto>Printer>Currentselection. Theactivityreportforthatselectionopens. ClickthePrintericonandthenclickOK.
To Print an Activity from the Pending Tab

1. 2. 3. 4. 5. 6. 7. AttheContactview,doubleclickonacontact. AttheContactDetailview,selectthePendingtab. Selecttheactivityyouwanttoprint. RightclickonanyactivityandselectOutputto>Printer>Currentselection. Theactivityreportforthatselectionopens. Toprintallactivities,selectAllentries. ClickthePrintericonandthenclickOK.
To Print an Activity from the Calendar

1. 2. 3. 4. 5. NavigatetoGoTo>Calendar. RightclickontheactivityyouwanttoprintandselectOutputto>Printer>Currentselection. Theactivityreportforthatselectionopens. Toprintallactivities,selectAllentries. ClickthePrintericonandthenclickOK.
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Calendars
Overview
TheCalendarworksasatimemanagementtool.Quicklydeterminewhatisscheduledandreviewavailabletimesfornew appointmentsandactivities.TheCalendardisplaysday,week,month,year,planner,andoutlinecalendarsforasingleuser orforagroupofusers.YoucanlaunchthecalendarandleaveitrunningintheGoldMineworkarea. SelectfromthefollowingtopicstolearnmoreaboutusingCalendarsinGoldMine.
CalendarsOverview(seepage93) UsingtheCalendar(seepage95) TaskListintheCalendar(seepage100) OccasionsintheCalendar(seepage100) Free/BusyConfiguration(seepage102) SharingFree/BusyTimes(seepage103) SchedulingfromMeetingRequests(seepage106) SharingCalendarInformation(seepage108) PublishingCalendarInformation(seepage109)
Calendars Overview
TheCalendardisplaysscheduledactivitiesfortheselecteduserorusergroup.Usethefollowingproceduretoopenyour calendaroracalendarofanotheruser.
TIP:Ifyouwanttoseecalendarsofotherusers,selecttheuserorusergroupintheUserdropdownlist.
Opening the Calendar
SelectoneofthefollowingmethodstoopentheCalendar:
OpentheGoTomenuandselectCalendar. PressF7onthekeyboard ClickCalendarontheNavigationPanel.
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Calendars Overview 93
Calendar Parts
TherearethreemainpartstotheCalendarspage.
MyCalendar(seepage94) CalendarToolbar(seepage95) CalendarView(seepage95)
WhenyoufirstopentheCalendar,itdisplaysthecurrentdayMyCalendar(seepage94).Thedefaultviewopenstothe DailyCalendar("UsingtheDailyCalendar"onpage96),butifyouselectadifferentCalendarView,GoldMineremembers yourselectionandopensthecalendarbasedonyourlastview.
My Calendar
MyCalendaristhemonthlyoverviewofthecalendar.Todaysdatehasaredborderaroundthedateonthecalendar.Days thathaveataskassignedaredisplayedinbold.Theselecteddateishighlighted.
Youcanclickanydateonthecalendartoviewdetailsforthatdate.TheleftandrightarrowsoneachsideoftheMonth/ Yearallowyoutoviewthepreviousornextmonthonthecalendar. Ifyouhaveskippedtoadifferentdayonthecalendarandwanttoviewthedetailsfortoday,rightclickonthecalendarand selectGototoday.
94 Calendars Overview
GoldMine User Guide
Calendar Toolbar
TheCalendartoolbarconsistsofthesebuttons.Thedefaultvaluesare:
Schedule.Clickonthisbuttontoaccesstheactivitiesyoucanschedulefromyourcalendar.Thedialogboxforthe
activityopens.
Show.Clickonthisbuttontoshowaparticulardayoractivity.Thedialogboxforthedateoractivityopens. User.Clickonthisbuttontoselecttheuserofthecalendaryouwanttoview.TheSelectUsersdialogboxopens.Select
fromtheUserListorGroupList.
Today.Selectthedateand/oractivityyouwanttoview.Selectanactivityandthenselectadateoractivity.Thedialog
boxforthedateoractivityopens.
Edit.Selectanactivityandclickthisbutton.Makethechangesasneeded. Complete.Selectataskandclickthisbuttontocompleteanactivity
NOTE:Thedropdownbuttons(otherthanSchedule)aresplitbuttonswhichmeansthenameofthe
buttonwillchangeasyoumakeyourselections.Forexample,ifyouselecttheTodaybuttonandthenselect amenuitem,youwillseeanameofthemenuitemasthenameofthebutton.
Calendar View
TheCalendarViewtabsallowyoutochoosehowyouwanttoviewthedetailsofyourcalendar.Thereareseveraltabsat thebottompageusedtomodifyyourview.
Day.See"UsingtheDailyCalendar"onpage96. Week.See"UsingtheWeeklyCalendar"onpage97 Month.See"UsingtheMonthlyCalendar"onpage97 Year.See"UsingtheYearlyCalendar"onpage98 Planner.See"UsingthePlannerCalendar"onpage98 Outline.See"UsingtheOutlineCalendar"onpage99 PegBoard.See"UsingthePegBoard"onpage99
GoldMineremembersyourlastviewoptionandopenstothatvieweachtimeyouopenthecalendar.
Using the Calendar

TheCalendardisplaysscheduledactivitiesfortheselecteduserorusergroup. Usethefollowingproceduretouseyourcalendarfunctions. 1. SelectGoTo>CalendarorselectF7,orclickCalendarontheNavigationPanel. Toseecalendarsofotherusers,selecttheuserorusergroupintheUserdropdownlist. 2. SelectyourCalendarView(seepage95)byselectingoneofthetabs. 3. Clickthetoolbaroptionstoscheduleandcompleteactivities,movethroughthecalendar,setthedisplay,deleteand editthescheduledactivities. 4. Rightclickandselectthelocalmenuoptionstomanagespecificactivities,synchronizeandsettheoutputtooptions, changeusers,andaccessotheroptions. 5. RightclickTasksorOccasionstomanagedisplayedactivitiesrelatedtothetaskoroccasion.
GoldMine User Guide
Viewing Activities in the Calendar

WhenyoudoubleclickanActivityintheCalendar,itopenstheActivitybydefault. IfyouwanttohavetheCalendaritemopentheContactRecordinstead,makethefollowingchange.
To Change the Double-Click of an Activity in the Calendar

1. Locatethe<UserName>.inifileinthe\GoldMinefolder. 2. Scrolltothe[CalObj]sectionandmakethefollowingchange:
[CalObj] EditWhenDblClick=0
3. Savethefile.YoumightneedtorestartGoldMineforthechangetotakeaffect.
NOTE:TochangethedoubleclickactionbacktoopeningatheActivitybydefault,change
EditWhenDbleClickvaluebackto1.
Using the Daily Calendar

Thecalendarisuserbased,lettingyouseeyourscheduledactivitiesandquicklydetermineavailabletimeswhenscheduling foryourselforupto16otherusers. Usethefollowingproceduretouseyourdailycalendar. 1. SelectGoTo>Calendar. 2. Atyourcalendar,clickontheDaytabatthebottomofthewindow. Yourdailycalendaropensdisplayingtodaysdate. Toseeanotherdate,clickthearrowsinthetoprightcornerofthewindowtodisplaythedateyouwant. 3. Toseeothercalendars,clicktheUserdropdowntoselecttheuserforwhomyouwanttoviewactivities. SelectthenameinthedropdownUserlist,orselect(MultipleUsers)toopentheSelectUsersdialogbox. DoubleclicktheuserintheUserListboxorusergroupintheGroupListboxtoaddtotheSelectedUserslist.Click OKtoclosetheSelectUserslist. 4. Clickthelocalmenutomanagetheactivities. Rightclickandselectalocalmenuoption. 5. Tochangethedaydisplayed,clicktheTodaybuttonontheCalendartoolbar. Thecalendarviewrefreshesandthepagefortodaydisplays. 6. Clickthetabstoaccess: Week.Displaystheweek,SundaythroughSaturday. Month.Displaysthemonth. Year.Displaystheentireyearwithscheduleddayshighlighted. Planner.Activitiesoftheselecteduserfortodayandthenext22days. Outline.Scheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,months,and days. PegBoard.Loginstatusandactivityofindividualusersandsystemavailability.
GoldMine User Guide
Using the Weekly Calendar

TheWeektabdisplaystheweek,SundaythroughSaturday. 1. SelectGoTo>Calendar.YourCalendarappears. 2. ClickontheWeektabyoucanselecttheusersactivitiestodisplay. SelectthenameinthedropdownUserlist,orselect(MultipleUsers)toopentheSelectUsersdialogbox. DoubleclicktheuserintheUserListboxorusergroupintheGroupListboxtoaddtotheSelectedUserslist.Click OKtoclosetheSelectUserslist. 3. Usethelocalmenutomanagetheactivities.Rightclickandselectalocalmenuoption. 4. Tochangethedaydisplayed,clicktheTodaybuttonontheCalendartoolbar. 5. Clickthetabstoaccess: Day.Activitiesscheduledfortheday. Month.Displaysthemonth. Year.Displaystheentireyearwithscheduleddayshighlighted. Planner.Activitiesoftheselecteduserfortodayandthenext22days. Outline.Scheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,months,and days. PegBoard.Loginstatusandactivityofindividualusersandsystemavailability.
Using the Monthly Calendar

TheMonthtabdisplaysschedulerelatedinformationforthemonth. 1. SelectGoTo>Calendar.YourCalendarappears. 2. ClickontheMonthtabyoucanselecttheusersactivitiestodisplay. SelectthenameinthedropdownUserlist,orselect(MultipleUsers)toopentheSelectUsersdialogbox. DoubleclicktheuserintheUserListboxorusergroupintheGroupListboxtoaddtotheSelectedUserslist.Click OKtoclosetheSelectUserslist. 3. Usethelocalmenutomanagetheactivities.Rightclickandselectonelocalmenuoption. 4. Tochangethedaydisplayed,clicktheTodaybuttonontheCalendartoolbar. 5. Clickthetabstoaccess: Day.Activitiesscheduledfortheday. Month.Displaysthemonth. Year.Displaystheentireyearwithscheduleddayshighlighted. Planner.Activitiesoftheselecteduserfortodayandthenext22days. Outline.Scheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,months,and days. PegBoard.Loginstatusandactivityofindividualusersandsystemavailability.
GoldMine User Guide
Using the Yearly Calendar

TheYeartabdisplaysschedulerelatedinformationforthemonth. 1. SelectGoTo>Calendar.YourCalendarappears. 2. ClickontheYeartabyoucanselecttheusersactivitiestodisplay. SelectthenameinthedropdownUserlist,orselect(MultipleUsers)toopentheSelectUsersdialogbox. DoubleclicktheuserintheUserListboxorusergroupintheGroupListboxtoaddtotheSelectedUserslist.Click OKtoclosetheSelectUserslist. 3. Usethelocalmenutomanagetheactivities.Rightclickandselectonelocalmenuoption. 4. Tochangethedaydisplayed,clicktheTodaybuttonontheCalendartoolbar. 5. Clickthetabstoaccess: Day.Activitiesscheduledfortheday. Month.Displaysthemonth. Year.Displaystheentireyearwithscheduleddayshighlighted. Planner.Activitiesoftheselecteduserfortodayandthenext22days. Outline.Scheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,months,and days. PegBoard.Loginstatusandactivityofindividualusersandsystemavailability.
Using the Planner Calendar

Whenyouareschedulingactivitiesforothers,youcanusethePlannertoviewtheirschedules.Eachusersactivitiesare representedbyacoloredbarshowingtheamountoftimereservedfortheactivity. Bydefault,thePlannertabdisplaystheactivitiesofthecurrentlyloggedinuserfor22daysfromthecurrentdate. 1. SelectGoTo>Calendar.YourCalendarappears. 2. ClickonthePlannertabyoucanselecttheusersactivitiestodisplay. SelectthenameinthedropdownUserlist,orselect(MultipleUsers)toopentheSelectUsersdialogbox. DoubleclicktheuserintheUserListboxorusergroupintheGroupListboxtoaddtotheSelectedUserslist.Click OKtoclosetheSelectUserslist. 3. Usethelocalmenutomanagetheactivities.Rightclickandselectonelocalmenuoption. 4. Tochangethedaydisplayed,clicktheTodaybuttonontheCalendartoolbar. 5. Clickthetabstoaccess: Day.Activitiesscheduledfortheday. Month.Displaysthemonth. Year.Displaystheentireyearwithscheduleddayshighlighted. Planner.Activitiesoftheselecteduserfortodayandthenext22days. Outline.Scheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,months,and days. PegBoard.Loginstatusandactivityofindividualusersandsystemavailability.
GoldMine User Guide
Using the Outline Calendar

TheOutlinetabdisplaysyourscheduledactivitiesinahierarchicaltreestructurewithbranchescorrespondingtoyears, months,anddays. 1. SelectGoTo>Calendar.YourCalendarappears. 2. ClickontheOutlinetabyoucanselecttheusersactivitiestodisplay. SelectthenameinthedropdownUserlist,orselect(MultipleUsers)toopentheSelectUsersdialogbox. DoubleclicktheuserintheUserListboxorusergroupintheGroupListboxtoaddtotheSelectedUserslist.Click OKtoclosetheSelectUserslist. 3. Usethelocalmenutomanagetheactivities.Rightclickandselectonelocalmenuoption. 4. Tochangethedaydisplayed,clicktheTodaybuttonontheCalendartoolbar. 5. Atthetreedisplay: Year.Asthehighestlevelinthehierarchy,ayearcontainsallactivitiesgroupedbymonths.Todisplaythemonths associatedwiththeyear,doubleclicktheyear. Month.DependingonwhetheryouselectedShowWordDaysOnlyonthelocalmenuOptionsarea,eachmonth displaysallcalendardatesoronlyyourworkingdaysforthemonth.Allspecifieddatesappearregardlessof whetheractivitiesarescheduled.Todisplayindividualdatesinamonth,doubleclickthemonth. Date.Eachdatelistsallscheduledactivities.Theassociateduserdisplaysifyoudisplaymorethanoneuser's calendar.Todisplaytheactivities,doubleclickthedate.
NOTE:Todisplayallthelistingsunderayearormonth,selectOptions>ExpandAllfromthelocalmenu.
6. Clickthetabstoaccess: Day.Activitiesscheduledfortheday. Month.Displaysthemonth. Year.Displaystheentireyearwithscheduleddayshighlighted. Planner.Activitiesoftheselecteduserfortodayandthenext22days. Outline.Scheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,months,and days. PegBoard.Loginstatusandactivityofindividualusersandsystemavailability.
Using the Peg Board

ThePegBoarddisplaystheloginstatusandactivityofindividualusers.Fortheusers,thePegBoardtrackstheloginand logouttimes,totalloggedtime,andkeyboardandmouseclickactivity. 1. SelectGoTo>Calendar.YourCalendarappears. 2. ClickthePegBoardtab. 3. Usethelocalmenutomanagetheactivities.Rightclickandselectonelocalmenuoption. OnthePegBoard,thetacksindicatewhetherauseriscurrentlyloggedin(green),loggedaway(yellow),orloggedout (red). 4. TopostyourWhereaboutsforothers,rightclickandselectLogAway. IntheMywhereaboutstextbox,typeorselectyourwhereabouts. 5. InUserInactivityarea,bluebarsindicatethelengthoftimeauserisinactive,basedontheabsenceofmouseclicksor keystrokes. ThePegBoarddisplaysacolumnindicatingwhenuser'ssystemsperformvariousactions.
Thegearsymbolindicatestheuserisperformingbatchprocessing,suchasgloballyreplacingfieldsor
synchronizing. ThebellsymbolindicatestheuserloggedawaybutisstillloggedintoGoldMine. Thequestionmarkindicatestheuserterminatedwithoutlogout.
GoldMine User Guide
6. UserswithMasterRightscanforcealluserstoexitGoldMinetoperformmaintenanceonthesystem.Theforcedlogout grantsusersaspecifiedamountoftimetosavetheirworkbeforebeingloggedout.
NOTE:AMasterusercanalsoforceasingleusertologoutbydoubleclickingtheuser'sgreentackinthe
PegBoarddisplay. 7. Clickthetabstoaccess: Day.Activitiesscheduledfortheday. Month.Displaysthemonth. Year.Displaystheentireyearwithscheduleddayshighlighted. Planner.Activitiesoftheselecteduserfortodayandthenext22days. Outline.Scheduledactivitiesinahierarchicaltreestructure,withbranchesthatcorrespondtoyears,months,and days.
NOTE:Bydefault,GoldMineperiodicallyupdatesthePegBoarddisplaybeneficialfornotebookPCsthatuse
powerconservationfeaturesthatshutdowntheharddisk.Todisabletheperiodicupdatefeature,enter UpdatePegboard=0inthe[GoldMine]sectionofUsername.ini.
Task List in the Calendar

SelectGoTo>Calendar.TheCalendarwindowopens.TheTasklistdisplaysontheDay,Week,orOutlinecalendarand displaysactivities. Highlighttheitem,rightclicktoopenthecontextmenu,andthenselectfromthefollowingoptionstomanagetasks:
Schedule.Scheduleanactivity. Zoom.OpentheactivityZoomdialogbox,allowingyoutoview,complete,ordeleteanactivity. Complete.RemovetaskfromtheTasklistandsavesitashistory. Reply.Openanemailmessageaddressedtothecreatorofthetask. EmailContact.Writeanewemailmessagetothecreatorofthetask Print.Opentheprintpagetosave,preview,adjustthelayout,setprinterpropertiesandprint. ExporttoWord.ExportthetaskdetailstoWord CopytoClipboard.CopythedetailsofthetasktotheWindowsclipboardtopasteintoatexteditingprogram. Delete.Deletethetaskfromthelist. Edit.Opentheappropriatedialogboxfortheselectedtask.Editthecontents.
Occasions in the Calendar

Occasionsareonetimeorrecurringeventstodisplayonyourcalendar.Linktheoccasiontoacontactorleaveitunlinked. Orsetanalarmontheoccasiontoremindyouinadvance. OccasionsdisplayedintheCalendaronthedayofcreation.ViewalloccasionsontheOccasionstaboftheActivityList. Occasionsarenotlinkedtoacontact'suntilyouscheduleanactivityfromtheactivatedGoldMineOccasionAlarm.
Adding or Editing Occasions

Usethefollowingproceduretoaddoreditanoccasion. 1. ClicktheDayorWeektabatthebottomoftheCalendar. ToAddanOccasion,rightclicktheOccasionslistareaandselectNewtoopentheCreateanOccasiondialogbox. ToEditanexistingOccasion,selectanditemonthelist,rightclicktheOccasionslistarea,andthenselectEditto opentheEditanOccasiondialogbox.
100 Task List in the Calendar
GoldMine User Guide
TIP:YoucanalsocreateoreditanoccasionbyopeningtheContactDetails(Edit>RecordProperties>Contact
Details)andthenclickingeithertheNeworEditbuttonontheOccasionstab.
2. TypetheoccasionnameintheReferencetextbox. 3. ClickthesearchbuttonbesidetheContacttextbox.andselectoneoption: SelectanothercontactfromthisRecord.Selectanadditionalcontactonthecurrentcontactrecord. Lookupanothercontact.OpenstheContactSearchCentertosearchforacontact. Createanewcontact.OpenstheNewCompanyandContactdialogboxtocreateanewcontact. 4. TypeanynotesabouttheoccasionintheNotesfield. 5. Iftheoccasionisassignedtoanotheruser,selectfromtheUserdropdownlist. 6. Selectacategory,suchasbirthday,intheCategorydropdownlist. 7. IntheOptionsarea,configure: Code.SelectthecodeintheF2Lookuplist. Color.Selectthecalendardisplaycolorfortheoccasioninthedropdownlist. MarkasPrivate.SelecttokeepothersfromseeingtheoccasiononthePendingtab. LinktoContact.SelecttolinktheoccasiontothecontactrecordanddisplayonthePendingtab. 8. ClicktheDateSpantab. 9. IntheWhenarea,selectthestartingDatefromtheF2graphicalcalendarandtypeorselectthenumberofdaysinthe Duration:xday(s)field. 10. Toplaceanalarmontheoccasion,selectBefore:xday(s)andtypeorselectthenumberofdays. 11. IntheOccursarea,selectthefrequencyoftheoccasionintheEvery:xyear(s)fieldandselectoneofthefollowing: 12. BySpecificDate.Selectthemonthanddayinthedropdownlists. 13. ByDayoftheWeek.Selecttheweekofthemonth,dayoftheweek,andmonthinthedropdownlists. 14. ClickOKtoclosethewindowandaddtheoccasiontothecalendar. Occasionsarelinkedtocontactsbutnotdisplayedonthecontactrecorduntilanactivityisscheduledfromthe GoldMineOccasionAlarmdialogboxappearingatthetimespecifiedontheDateSpantab.
GoldMine User Guide
Occasions in the Calendar 101
Deleting an Occasion
1. ClicktheDayorWeektabatthebottomoftheCalendar. 2. RightclicktheOccasionsnameintheOccasionsareaandthenselectDeletefromthemenu,
TIP:YoucanalsoremoveanOccasionbyopeningtheContactDetails(Edit>RecordProperties>ContactDetails)
andthenclickingtheDeletebuttonontheOccasionstab.
3. ClickYestodeletetheOccasionorNotocancel.
Free/Busy Configuration
Configure Free/Busy Options
Configurethefree/busyoptionstodeterminewhatdisplaysontheFree/BusytaboftheScheduleanactivitydialogbox. 1. ClickOptionsontheScheduleanactivityFree/Busytab.TheOptionsdialogboxappears. 2. IntheScanActivitiesarea,selectthetypeofactivitiestodisplayasbusyinthebusytimepane: Appointments Callbacks Nextactions Otheractions Events Holidays 3. IntheDisplayOptionsarea,selectwhatdisplaysinthebusytimepane: ShowUser(s)/Resource(s):FreeandbusytimesfortheUsersandResourcesselectedontheirrespectivetabs. ShowContacts:Linkedcontact'sfreeandbusytimes. Show24hday(s):Timefrom12A.M.tomidnight.Ifnotselected,thedefaultdisplayis6A.M.to9P.M. 4. SelectUserworkdayhoursforthebusytimetoscanworkdayhourswhenlookingforamutuallycompatibletimefor anactivity. 5. SelectSaveasdefaulttosavethesettingsasyourdefaultdisplay.
Configuring Free/Busy URLs

Ifcontactspublishtheirfree/busytime,usethisdialogboxtolinkGoldMinetotheURLthecontactprovides.Thislets GoldMinescanthecontactspublishedscheduleandhelpsscheduleactivitieswiththecontactmoreefficiently. 1. IfthemessageInternetFree/Busyinformationisnotavailable,clickhereforhelpappearsonthecontact'sschedule line,clickthelinkandtheAddFree/BusyURLdialogboxopens. 2. IntheContact'sNametextbox,typethename. 3. SelecttheContact'sFree/BusyURLtypeinthedropdownlist(file,ftp,orhttp).
NOTE:Ifaccessingacontact'sfree/busytimeonanhttplocation,youmustconfiguretheInternet
InformationServicestoaccept.ifb. 4. Inthetextboxfollowingthefiletype,typeorbrowsetotheURLandthenclickOK.
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GoldMine User Guide
Sharing Free/Busy Times

Schedulingbecomesmoredynamicandefficientwhenyouandyourcontactssharefree/busytimes.AsaGoldMineuser youcanpublishyourfree/busytimeinaniCalendarrecognizedformat,makingitavailabletononGoldMineusersforeasy schedulingandtosavetimewhenproposingandcounterproposingmeetingtimesbetweenparticipants. GoldMineuserscanviewacontactspublishedfree/busytimeintheGoldMinecalendarwhenschedulinganactivity. GoldMine'sabilitytopublishandtoreadcalendardataalsoprovidesefficientcollaborationwithnonGoldMineusers.
Shared Free/Busy Times Example

GoldMine'sabilitytopublishandtoreadcalendardataprovidesefficientcollaborationwithnonGoldMineusers. Thefollowingtabledisplayssomescenarioswhereyoucanusethevariousoptionstoimproveyourabilitytoworkwith outsidecontacts,andwithuserswhomightnothaveimmediateaccesstoGoldMine:
Action
Configuringuserfree/ busysettings
GoldMine
Tools>Options>Calendar>More Options>Free/Busy(.ifb)
Outlook
Tools>Options>CalendarOptions> Free/BusyOptions(.vfb) SeetheOutlookonlineHelpformore detailedinformation.
Initializinguserfree/ busypublishing
Automatically: AftertheFree/Busytabisconfigured, GoldMinebeginspublishingbasedona specifiedtime. Manually: Web>PublishCalendar>PublishFree/ BusyTimes.
Automatically:AftertheFree/Busy Optionsareconfigured,Outlook beginspublishingbasedonaspecified time.
Readingacontact's publishedfree/busy time Schedulingbasedon free/busytimes
SelectcontactrecordandthenEdit> RecordProperties>ContactDetails> Free/Busytab(.ifb) SelectSchedule>Selectactivityand configureDetail,Resources,andFree/ Busy.ClickOptionsandselectShow Contacts. CopyandpastetheURLintoanemail messagetosendtoacontact.
SelectContactandclicktheDetails tab.CompletetheInternetFreeBusy Address. InCalendar,selectActions>Select activity.SelectAttendeeAvailability >InviteOthers.Selectcontactwith publishedfree/busyinformation. AddtotheDetailstabofyourContact recordandsaveasvCard(.vcf).When yousendavCardwithyoursignature, thefree/busyURLisincluded.
Distributingyourfree/ busyURLtoothers
GoldMine User Guide
Sharing Free/Busy Times 103
Scheduling Based on Contacts Free/Busy Times

NOTE:Forthisscenario,thecontactpublishesherfree/busytimeandprovidesyouwiththepublished
location. Configurethecontact'sfree/busysettings. WiththecontactactiveinGoldMine,selectSchedule>Appointment.TheScheduleanAppointmentdialogboxopens. ConfiguretheDetailtab.Selectadate,time,andduration. ConfiguretheResourcetab.SelectedresourcesdisplayontheFree/Busytab. ConfiguretheFree/Busytab.ClickOptionsandselecttheShowContact(s)DisplayOptiontodisplaythecontactsfree/ busytimeontheFree/Busytab. 6. ChangetheScanDatesanduseFindTimetoeasilylocateacompatibletimeforbothpartieswithouttimeconsuming phonecalls,meetingrequests,oremailmessages. 1. 2. 3. 4. 5.
Distributing Your Free/Busy URL to others

1. CopyandpastetheURLintoanemailmessagetosendtoacontact. 2. AddtotheDetailstabofyourContactrecordandsaveasvCard(.vcf).WhenyousendavCardwithyoursignature,the free/busyURLisincluded
Setting Free/Busy Times

ForGoldMinetoreadacontact'spublishedfree/busytimes,youmustconfigurethecontact'sContactDetailstoaccessthe file.Aftersettingthepath,youshouldseethecontact'sfree/busytimeswhenusingtheFree/Busytabwhileschedulingan activity. Usethefollowingproceduretosetfree/busytimes. 1. WiththecontactrecordactiveinGoldMine,selectEdit>RecordProperties>ContactDetails.
2. AttheContactDetailsdialogbox,selecttheFree/Busytab.
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3. IntheContact'snamedropdownlist,leavetheprimarycontactnameorselectanadditionalcontact'sname. 4. IntheFree/BusyURLdropdownlist,selectfile,ftp,orhttp.Inthetextboxtypeorbrowsetothelocationwherethe fileispublished.Ifyouselectftp,typetheUsernameandPasswordinthetextboxes. TheconfiguredURLsappearintheContactpane. 5. ToaddanewcontacttotheContactlist,clickNewandcompletethevariousdropdownboxesandtextboxesas needed. 6. ToremoveaURLfromthepane,selectthecontactandclickDelete. 7. ClickOKtocloseandsavetheURL. Ifaccessingacontact'sfree/busytimeonanhttplocation,youmustconfiguretheInternetInformationServicesto accept.ifb.Formoreinformation,"ConfiguringIIStoAccess.ifbFileTypes"onpage105.
Using Free/Busy Times (.ifb)

Youareworkingcloselywithacontactonanongoingbasisandneedtostopthetimeconsumingprocessofsendingemails backandforthwhentryingtoschedulecallsorappointmentswitheachother.ThecontactusesOutlooktomanagehistime andpublisheshisfree/busytimetohisWebsitesohecanaccessitwhenheisoutoftheoffice.Thecontactindicatedhe wouldliketoknowyourfree/busytimesaswellandasksyouwhereyoupublishthem. YouconfigureGoldMineandthecontactconfiguresOutlooksoyoucanquicklyevaluateeachothersavailabletimewhen schedulingactivitieswitheachother.
YourcontactpublisheshisOutlookfree/busytimetoafile,ftp,orhttplocation. YoupublishyourGoldMinefree/busytimetoafile,ftp,orhttplocation. YourcontactconfigureshisentryforyouinhisOutlookContactstoaccesstheURLlocationtowhichyoupublishyour
GoldMinefree/busytime.
YouconfiguretheRecordPropertiesfree/busytimetoaccesstheURLlocationtowhichyourcontactpublisheshisfree/
busytime.
Configuring IIS to Access .ifb File Types

Whenaccessingacontact'sfree/busytimesonanhttplocation,configureyourInternetInformationServices(IIS)toaccess .ifbfiletypes. 1. 2. 3. 4. 5. 6. 7. LaunchyoursystemAdministrativeToolsandselectInternetInformationServices. RightclickWebSitesinthetreepaneandselectProperties. AttheWebSitesPropertiesdialogbox,selecttheHTTPHeaderstabandclickFileTypes. AttheFileTypesdialogbox,clickNewType. AttheFileTypedialogbox,attheAssociatedExtensionfield,typeifb. IntheContentType(MIME)textbox,typetext/calendar. ClickOKoneachdialogboxtosaveandclose.
Configuring Free/Busy URLs

Ifcontactspublishestheirfree/busytime,usethisdialogboxtolinkGoldMinetotheURLthecontactprovides.Thislets GoldMinescanthecontact'spublishedscheduleandhelpsscheduleactivitieswiththecontactmoreefficiently. 1. IfthemessageInternetFree/Busyinformationisnotavailable,clickhereforhelpappearsonthecontact'sschedule line,clickthelinkandtheAddFree/BusyURLdialogboxopens. 2. IntheContact'sNametextbox,typethename. 3. SelecttheContact'sFree/BusyURLtypeinthedropdownlist(file,ftp,orhttp).
NOTE:Ifaccessingacontact'sfree/busytimeonanhttplocation,youmustconfiguretheInternet
InformationServicestoaccept.ifb. 4. Inthetextboxfollowingthefiletype,typeorbrowsetotheURLandthenclickOK.
GoldMine User Guide
Sharing Free/Busy Times 105
Scheduling from Meeting Requests

TheGoldMineMeetingRequestoptionemailsmeetingrequesttoGoldMine,Outlook,andotheriCalendarenabled applications. Youcan:
Bethemeetingorganizerortherecipientoftheemailmeetingrequest.ScheduleanactivityfromaMeetingRequest
receivedinyouremailfromacontact,whetherthesendercreatedtheactivityinGoldMineoranotheriCalendar enabledcontactmanagementapplication.
RetrievethemeetingnoticeasyouwouldinotherInternetemail.Afterretrievingthenotice,ifyouaccept,GoldMine
recordstheactivityinyourCalendar.
GoldMinedecryptsthewinmail.datmeetingrequestscreatedbyOutlookanddisplaysthemtousers,makingiteasier
toworkwithOutlookgeneratedmeetingrequests. WhenretrievingemailmessagesfromGoldMinesEmailCenter,theincomingmessageslooklikethefollowing:
Scheduling Activities Based on Available Times

Beforeschedulingameetingformultipleparticipants,determineatimewhenallparticipantsareavailable.Before GoldMinecanscantheparticipantsCalendarstodeterminetheiravailability,specifyattendeesandresources.
NOTE:AllpotentialattendeesmustmaintaintheirdailyschedulesinGoldMineandthecontact'sfree/busy timesmustbeconfiguredinGoldMine.Afterselectingthemeetingtime,GoldMineschedulesthemeeting andinformsparticipants

1. IntheScheduleanactivitydialogbox,clicktheFree/Busytab. Thebusytimepanedisplaysavailabilityofselectedusers,resources,andthecontact. 2. ClickOptionstospecifywhattypesofappointmentsarescannedandyourdisplayoptions. 3. IfyouselectedShowContacts,thecontactaddstothedisplay.IftheInternetfree/busyinformationisnotconfigured orthecontactdoesnotpublishhisorherfree/busyinformation,thecontact'sbusytimedisplaysthemessage:Internet Free/Busyinformationisnotavailable,clickhereforhelp.UsetheAddFree/BusyURLdialogboxtocanaddtheURL wherethecontact'sfree/busytimeispublished.TheURLyouaddinthedialogboxisaddedtothecontact'sEdit> RecordProperties>ContactDetails>Free/Busytab. 4. TheScanSettingsareainitiallydisplaysaStartDate,EndDate,andDuration.Thevaluesinthesefieldsdefaulttothe valuesspecifiedontheDetailtab.Toexpandthebusytimedisplay,selectnewbeginningandendingdatesusingtheF2 graphicalcalendarandclickRefresh. 5. Ifyouhavenotscheduledtheactivityforatimecompatiblewithallattendees,configuretheScanSettingsandthen locateasuitabletime.IntheScanSettingsarea,configure: Proposeddate.SelectthenewproposeddatefromtheF2graphicalcalendar.
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Time.SelectthenewproposedstartingtimefortheactivityfromtheF2graphicalclock. Duration.Shortenorlengthentheactivityduration.Shorteningthetimemightmakeiteasiertofindamutually
compatiblemeetingtime. Refresh.IfyouselectRefreshOnly,thedateandtimeupdate.IfyouselectResetandRefresh,selectanEnddate fortheperiodoftimetobescanned. 6. IfyouarelookingforacompatibletimeandusetheFindTimescanoption,selectdatesandtheactivitydurationand clickFindTime.ScanSettingschangestodisplaythedatebeingscannedandthetime.GoldMinescansforatime basedonthedurationoftheactivity.TheDurationdefaultstothedurationspecifiedontheDetailtabbutcanbe modifiedontheFree/Busytabinordertosuccessfullyscheduleanactivity. 7. SelectanothertaborclickScheduletoaddtheactivitytothecalendar.
Creating Meeting Requests

Asorganizerofanactivity,youcansendameetingrequestfortheactivitytoauserorcontactwhohasiCalendarenabled. Usethefollowingproceduretocreateameetingrequest. 1. 2. 3. 4. 5. 6. 7. 8. SelectSchedule><anactivity>fromthemenu. AttheScheduleanactivitydialogbox,completetheDetailstabwiththeappropriateinformation. OntheDetailstab,selectSendaRequestwiththe<activity>to.andthenselectanoptionfromthedropdownlist. OntheUserstab,selecttheGoldMineusersorgrouptoincludeintheactivity. OntheResourcestab,selecttheresource(s)toschedulewiththeactivity. OntheFree/Busytab,reviewtheschedulesofotherattendeesandsetthescansettingstofindschedulingconflicts. OntheRecurringtab,specifythedateandtimerangeandoccurrencepattern. OntheSeriestab,scheduletheactivityatthesametimeforallselectedcontactsoraseriesofactivitieswithdifferent timefordifferentcontacts. OutlookisunabletoresolvetheSkipWeekendsoptioninGoldMine.Ifyouaresendingarecurringmeetingrequestto Outlookusers,donotselectskipweekendsinGoldMine. 9. Afterconfiguringschedulingoptions,clickSchedule. Ameetingrequestissenttoallparticipants.
NOTE:IfthemeetingrequestoriginatedinOutlook,additionalContactsorUserscannotbeaddedtothe
meetingrequestuntiltheafterconfirmingthemeetingandthenclickingtheSchedulebutton.Afterthe meetinghasbeenscheduled,youcanedittheMeetingrequest.
Responding to Meeting Requests

Youcanrespondtoameetingrequestinyouremailyoucanrespondseveralways. Usethefollowingproceduretorespondtoameetingrequest. 1. InyourGoldMineEmailCenter,doubleclicktodisplaythemessageinawindow. 2. Fromtheemailheader,selectoneoption: Accept.Acceptsthemeetingdateandtimeandcreatestheactivityinyourcalendar.DisplaystheMeetingRequest Replydialogbox. Tentative.Tentativelyacceptsthedateandtime.DisplaystheMeetingRequestReplydialogbox. Decline.Declinesthemeeting.DisplaystheMeetingRequestReplydialogbox. WhentheMeetingRequestReplydialogboxappears,selectSendreply,Editreplybeforesending,orDon'tsendreply.
Proposenewtime.Sendsacounterproposaltothemeetingorganizer.Displaystheactivityeditingdialogbox
whereyouchangethedateandtimeofthemeeting,thensendanupdatedMeetingRequesttothecontact. ViewCalendar.Displaysyourcalendarforthedateofthereceivedmeetingnoticesoyoucancheckyourschedule beforeaccepting.Ifyouaccept,thenewactivityappearsinyourCalendar. GoldMineupdatesaccordingtotheoptionselected.
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Scheduling from Meeting Requests 107
Sharing Calendar Information

GoldMineenablesseveralcalendaringoptionsincludingsharingyourfree/busytimesorpublishingyourentirecalendaras wellasaccessingacontact'ssharedcalendar.
NOTE:Userswithlimitedaccesstoothersusercalendarsmightnotseeotherusersforecasts.
UsethefollowingprocedurestoshareGoldMineUsercalendars
Publishing Your Calendar as .ics and .htm

1. 2. 3. 4. 5. SelectTools>Options.SelecttheCalendartab. clickMoreOptionsandselectthePublishingtab. ToautomatewithServerAgentsselectTools>Services>ManageServerAgents. SelecttheCalendarPublishingtabandadjustsettings. Tomanuallypublish,selectWeb>PublishCalendar>PublishCalendar(s).
Publishing Your Free/Busy Time as a .ifb File

1. SelectTools>Options.SelecttheCalendartab. 2. ClickMoreOptionsandthenselecttheFree/Busytab. 3. Tomanuallypublish,selectWeb>PublishCalendar>PublishFree/BusyTimes; Notethat.ifbisaniCalendarstandardextension.
Exporting Your Calendar as .ics

1. 2. 3. 4. 5. 6. 7. 8. SelectFile>Import/Export>ExporttoaniCalendarFiletoopentheExporttoaniCalendarFiledialogbox. Selecttheactivitiesbasedoncontactsorusersfromthedropdownlist. SelecttouseeithertheCurrentcontactrecordortheFilters/Groupoption,whichenablesthedropdownlist. TheUser(s)selectionoptionenablesthelistbelowallowingyoutoselectallusersorspecificusers. SelectthetypesofactivitiestoexportbycheckingthedesiredActivityType. EnteraDaterangeforthecalendarexport. ClicktheExportbutton. Browsetothelocationyouwanttosavethe.icsfileandclicktheSavebutton.
Accessing Shared Calendars

Toreadacontact'spublished.ifb,selectEdit>RecordProperties>ContactDetailsandtheclicktheFree/Busytab.See
"SettingFree/BusyTimes"onpage104.
TousetheContact'spublished.ifbintheScheduleanactivitydialogbox,selectSchedule>activityandtheclickthe
Free/Busytab.SeetheGoldMineAdministratorsGuide.
Toimportingacontact's.iscandlinktoaGoldMinecontactrecord(iCalendar),selectFile>Import/Export>Import
fromaniCalendarFile.SeetheGoldMineAdministratorsGuide
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Configuring Calendar Publishing in the Server Agents Administrator

UsetheServerAgentsAdministratortopublishyourcalendaronthedaysandtimesspecified.UsetheServerAgentsto publishyourcalendarinformationtotheWebasHTMLorinaniCalendarformat.YoumustconfigurethePublishingtabin yourCalendarOptionsdialogbox. 1. SelectTools>>Services>>ManageServerAgents.TheServerAgentsAdministratordialogboxappears. 2. ClicktheCalendarPublishingtab. 3. IfallowingonlyoneusertopublishhisorhercalendarusingtheServerAgent,selecttheuserinthedropdownlistin theUser'sSettingsarea. 4. ToallowotheruserstousetheServerAgentcapability,selectApplytootheruserstoenabletheSelectUsersbutton. ClickSelectUserstoselectoneormoreusersorusergroups. 5. IntheActivePeriodarea,selecttheweekdaystheagentwillbeactive. 6. Typeorselecttheactivetimeperiodforeachdayusingtherightfacingarrowstoaccessalistoftimesinthirtyminute increments.
NOTE:Becausethetimesaresetonadailybasis,theearliesttimeis12:00A.M.andthelatestis11:59P.M. Thelatesttimecannotbe12:00A.M.Whensettingthetimes,considerthefullrangeofServerAgentsyou arerunningandwhatactivitiescantakeplaceafterregularbusinesshours.Forexample,configuringthe ServerAgenttorunafterregularbusinesshourskeepsotherprocessesrunningsmoothly.

7. ClickOK.
NOTE:YoumuststarttheServerAgentstobeginprocessing.
Publishing Calendar Information

InadditiontopublishingyourcalendarusingtheServerAgents,publishyourcalendarondemandusingtheWebmenu. PublishingyourcalendarasiCalendarorHTMLprovidesyourscheduleinformationtocustomersyouworkwithortonon GoldMineusers.ThisisanotherpartofsharedcalendarinformationoptionsofferedinGoldMine. UsingGoldMine,configureandpublishinaniCalendarformat(.ics),anhtmlformat(.htm,.html),andfree/busytimes(.ifb) byconfiguringtheGoldMinesettings.
Publishing Free/Busy Times

Publishyourfree/busytimestoanetwork,ftp,orhtmllocation.Thepublishingparametersaresetinthecalendar preferences:Tools>Options>Calendar(tab)>MoreOptions>Free/Busy(tab) 1. SelectWeb>PublishCalendar>PublishFree/BusyTimes. 2. AttheFree/BusyPublishingSettingsdialogbox,reviewthesettingsinthetextbox. Toalterthesettings,clickEditOptions.TheCalendarOptionsFree/Busytabappears.MakechangesandclickOK. 3. ClickOKontheFree/BusyPublishingSettingsdialogboxandyourschedulepublishestothe.ifbfilespecifiedonthe Free/Busytab.
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Publishing Calendar Information 109
Calendar Options Dialog Box, Free/Busy Tab

Configureyourfree/busytimesforwiththoseworkingoutsideofGoldMine. 1. SelectTools>Options>Calendar.ClickMoreOptions. 2. AttheCalendarOptionsdialogbox,selecttheFree/Busytab. 3. Toturnonthebusypublishingoptions,selectPublishBusyTimeandconfigurethefollowingoptions. FortheFilename,selectthelocationtypewhereyouarepublishingyourcalendarinformation:
file:// ftp:// http://
4. InthetextboxfollowingFilename,selectthefilelocationortypetheftporhttppath. Yourpathshouldconcludewiththefilenameandthe.icsextensionforiCalendarand.htmor.htmlfortheWeb publishing.Forexample,www.myICSwebsite.com/calendars/MyCal.icsorwww.myCALwebsite.com/calendars/ MyCal.htm.
NOTE:UsernameandPasswordareactiveonlyifyouarepostingtoanftplocation.
5. IntheDateRangearea,selectthepredefineddaterangeinthedropdownlist. UsethegraphicalcalendarstoselecttheFromandTodatestopublish. 6. 7. 8. 9. SpecifytheupdateFrequencyinday(s),hour(s),orminute(s). SelecttheActivityTypestopublishasbusy. SelectanothertaborclickOK. Afterconfiguration,yourfree/busyinformationpublishestothedesignatedlocationandonthespecifiedschedule. ManuallypublishyourFree/BusytimetothespecifiedlocationbyselectingTools>PublishCalendars>PublishFree/ BusyTimes.
Calendar Options Dialog Box, Publishing Tab

UsethePublishingtabtoconfigureiCalendarandWebpublishingoptionsforyourcalendar.
NOTE:ConfigureandautomaticallypublishyoucalendarusingtheServerAgentsAdministrator.
Alternatively,manuallypublishcalendarinformationusingTools>Import/ExportWizard>Publish Calendar. 1. SelectTools>Options>Calendar.ClickMoreOptions.TheCalendarOptionsdialogboxappears.SelectthePublishing tab. 2. ToactivateiCalendarpublishingoptions,selectPublishtheCalendarasaniCalendarfileortoturnontheWeb publishingoptions,selectPublishthecalendarasaWeb(HTML)Page,andconfigurethefollowingoptions. FortheFilename,selectthelocationtypewhereyouarepublishingyourcalendarinformation:
file:// ftp:// http:// InthetextboxfollowingtheFilename,selectthefilelocationortypetheftporhttppath.Yourpathshould
concludewiththefilenameandthe.icsextensionforiCalendarand.htmor.htmlforWebpublishing.
Forexample,www.myICSwebsite.com/calendars/MyCal.icsorwww.myCALwebsite.com/calendars/MyCal.htm.
NOTE:UsernameandPasswordareactiveonlyifyouarepostingtoanftplocation.
3. Toconfiguredatathatispublished,clickOptions.ThePublishingOptionsdialogboxopens. 4. UsetheServerAgentstopublishyourcalendaronaregularschedule.
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Contact Communication
Overview
YoucanuseGoldMinetoprintandfaxcorrespondence,sendemail,sendpages,anddistributeliterature.GoldMine integratesthefunctionalityofyourwordprocessorandemailsoftwaretocommunicatewithcontactsandcoworkers.
Email.Send,retrieve,andmanageInternetemail.IndividualswithinanorganizationcanuseGoldMineemail,
providingthesamefeaturesasInternetemail,butnotrequiringanonlineconnection.
PrintingandFaxingCorrespondence.GoldMineworkswithMicrosoftWordtomergecontactinformationfrom
GoldMineintotemplates,generatingpersonalizedcorrespondence.GoldMinesDocumentManagementCenter providesacentrallocationtoaccessandmanagecorrespondence.
DistributingLiterature. Organizationscanmanagerequestsforprintedmaterial,suchasbrochuresandpricelists,using
GoldMinesLiteratureFulfillmentCenter.
Paging.Sendapagermessagebydialingorsendingemail.
About the Document Center

TheDocumentManagementCenterhelpsyoumanagedocumenttemplates.Itcontainsalistsoftemplatesforemails, memosandfaxesandotherdocumentsyoumightuseincommunicatingwithacontact.
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About the Document Center 111
UsetheDocumentManagementCenter'smergeformcapabilitytogenerateletters,memos,andemails.GoldMinelets youprintaletterforonecontactoragroupofcontacts,printlabelsandenvelopes,andfaxdocumentsifyourword processorsupportsfacsimiletransmission). TheDocumentManagementCenterworkswithGoldMinePlusforMicrosoftWord.
Use the Document Management Center to:

CreateDocumentTemplates CreateemailTemplates CloneDocumentTemplates CloneEmailTemplates EditDocumentTemplates EditEmailTemplates MailMergeDocuments MailMergeEmailMessages PrintDocuments SendEmailMessages AddSubfolders
Alsospecify,intheGM.ini,thedefaultdestinationandfilenameformatfortemplates,merged.
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Creating Document Templates

GoldMineinstallspredefinedtemplatesbutyoucancreateyourowntemplatesaswell. Atemplateisadocumentcreatedinanapplication,suchasMicrosoftWord,thatlinkstoGoldMineandcontainsembedded DDElinkfields.TheDDEfieldslinkcontactinformationtothedocument;mergingtooneormorecontactswiththe templateproducesaprintabledocument. Therearetwowaystocreatetemplates:
WithGoldMinePlusinstalled WithoutGoldMinePlusinstalled
Inbothcasesyoucancreatenewtemplates.ThemostcommonoptionsforcreatingadocumentareusingWordPadand MicrosoftWordwithGoldMinePlusforMicrosoftOfficeinstalled.
NOTE:WhenmanuallyeditingorcreatingaGoldMinefieldlinkinMicrosoftWord,youmustspecifyonly
oneformattingsystem,otherwisetheformattingwillbeignoredintheresultingfieldset.Itisrecommended insteadthatyouuseIIF(inlineif,oraternaryoperationstatement)toaccomplishyourformattinggoals. RefertotheMicrosoftWorddocumentationformoreinformationonIIFstatements.
To Create a Document Template

1. SelectGoTo>DocumentTemplates. 2. AttheDocumentManagementCenter,selecttheUserfromthedropdownlist.
3. RightclickonDocumentTemplatesandselectNew. TheDocumentTemplatePropertiesdialogboxappears.
GoldMine User Guide
4. AttheDocumentNamefield,typeinthedocumentnameyouwanttoappearintheDocumentManagementCenter andinthetemplatedropdownlistontheMergeFormdialogbox. 5. AttheDocumentUserdropdownbox,selecttheowninguser. 6. AttheTemplateFilenametextbox,typeorbrowsetothelocationofthetemplate. 7. ClickEdittoopenthedocumentandmakechanges. 8. IntheDocumentManagementarea,clickontheappropriatecheckboxasneeded: SaveinLinksTabwhenmergingforasinglecontact.Createsalinkeddocumentwhenthedocumentismerged. CreateHistorywhenmerging.Createsahistoryrecordwhenthistemplateismerged. 9. IntheDocumentTypearea,selectadocumenttypeandthenclickOK. ThefollowingAlertMessageappears.
10. IfyouhavedefinedaFilter/Groupdefinedandarereadytodothemergenow,clickOK.
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TheMailMergeTemplatedialogboxopens.
11. AttheDocumentTypefield,selectadocumenttypeforamailmerge. AttheUserfield,selectanduserand,ifitdoesnotalreadyappear,attheTemplatefieldselectthetemplateforthe mailmerge, 12. ClickOK. TheactualmergeoccursafteryouclickOK.Thesettingsofthismergewillbedefinedafterfillingtheinformationon Recipienttab,whereyoucanselectacurrentcontact(filter/group)anddeliverymethod(printer/fax)orqueuefor day(s). So,ifthedefaultsettingsareselected,thetemplatewillbeprintedwiththecurrentcontactinformation.
Editing Document Templates

Youcaneditdocumenttemplatesusingtheapplicationyouusedtocreatethetemplate.Inthefollowingprocedure, MicrosoftWordisusedasanexample. 1. 2. 3. 4. 5. 6. 7. 8. 9. SelectGoTo>DocumentTemplates. AttheDocumentManagementCenter,selectauserattheUserdropdownbox,selectauser. RightclickonatemplatenameandselectProperties.TheDocumentTemplatePropertiesdialogboxappears. ClickEdit.Thedocumentopensintheapplicationusedtocreateit.UseyourWordfunctionalitytoadd,delete,oredit thetext. ToaddGoldMinefieldstothedocument,attheWorddocument,selectGoldMine>InsertGoldMineField. AttheInsertGoldMineFielddialogbox,selectthefieldorfieldmacrofromthedropdownlist.Contactisanexample ofthefieldmacroformat. Tosavetheeditedtemplatetothesamefile,selectGoldMine>UpdateGoldMineForm. Tosavetheeditedtemplateasanewtemplate,selectGoldMine>SaveasGoldMineForm. AttheTitlefieldtypeinanewtitleandthenclickOK.
GoldMine User Guide
Faxing Correspondence
YoucanfaxcorrespondencefromGoldMineifyouinstalloneoftheseapplications:
SymantecWinFaxPRO7.01orlater.ChecktheversionofWinFaxPRObyselectingtheWinFaxmainmenucommand
Help>About.TouseSymantecWinFaxPRO,youmusthaveMicrosoftWordversion7.0orlaterinstalledwiththe WinFaxPROprinterdriver.
RightFax.anetworkfaxingsystem.TouseRightFax,youmustinstallaprinterdriverinWindowsnamedRightFax
configuredtoprinttotheRightFaxserver.
Zetafax7.5orlater.
ThirdpartyaddonOmniRushprovidesanintegratedfaxsupportsolution.Fordetails,visitwww.frontrange.comortheZ FirmLLCWebsiteatwww.zfirmllc.com.
To Fax a Correspondence from the GoldMine Document Center

1. SelectGoTo>DocumentTemplates. 2. AttheDocumentManagementCenter,rightclickonFax,FaxCoverSheet>Fax. TheMailMergePropertiesdialogboxopens.
3. AttheContactSelectionarea,selectthecontactorcontactsyouwantthefaxtoreachbyclickingontheappropriate radiobutton. ThisContact.Mergesthefaxwiththeprimarycontactfromtheactivecontactrecordoranadditionalcontact selectedfromthedropdownlist. Allcontactslinkedto(contactname).Mergesthefaxwiththeprimaryandadditionalcontactsfortheactive contact. Allcontactsinthefollowingfilterorgroup.Mergesthefaxwithallcontactrecordsorwiththefilteredgroupor contactgroupyouselectfromthedropdownlist.
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4. IfyouselectAllcontactslinkedto(contactname)orAllcontactsinthefollowingfilterorgroup,youcanalsoselect theseoptions: Primary.Mergesthefaxwiththeprimarycontact. Additional.Mergesthefaxwiththeadditionalcontacts. Mergecode.MergesthefaxbasedonthecodeyouselectintheF2Lookuplist. 5. AttheDeliveryarea,attheTobox,selectFax,andattheQueueforxdaysbox,selectanumberofdaystodelaythe printingorsendingofthedocument.Thisoptionsetsthefaxtoprintataselectednumberofdaysinthefuture. 6. ClickOK. Whenthemergeiscomplete,theresultsappearintheGoldMineProcessMonitorwindow.
Faxing Your Default Fax Sheet

WhenyouusetheFaxcapability,GoldMineopenstheapplicationusedtocreatethetemplatesuchasMicrosoftWord,then displaysthetemplatewithinformationmergedfromthecontactsrecord.Youcanalsofaxacorrespondenceusingadefault faxtemplate. SelectGoTo>DocumentTemplates.AttheDocumentManagementCenter,openacontactrecordandthenselectActions >Writefaxtocontact.
Printing Documents
Youcanprintdocumentsforonecontactorforafilteredgrouporgroupofcontacts. UsethefollowingproceduretofaxtoprintdocumentsfromtheGoldmineDocumentCenter. 1. SelectGoTo>DocumentTemplates.TheDocumentManagementCenteropens. 2. SelecttheUserfromthedropdownlist. 3. Highlightthedocumenttemplateyouareprinting,rightclick,andselectoneofthefollowingoptions: Merge&Edit.OpensthedocumentonthescreenwiththeinsertedGoldMinefieldspopulatedwithinformation forthecurrentcontactrecord.Editthedocumentasneededandprintusingtheprogram'sprintcommand.
NOTE:DuetoaMicrosoftlimitation,theGoldMinemenuinMicrosoftWordisdisabledduringtheMerge&
Editprocess.
Print.OpenstheMailMergePropertiesdialogbox(see"UsingMailMergeProperties(Printing)"onpage118).If
youprintimmediately,arecordofwhatwassenttothecontactisfiledontheHistorytab.
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Faxing Your Default Fax Sheet 117
Using Mail Merge Properties (Printing)

Usethefollowingprocedurewhenmergingandprintingdocuments. 1. IntheDocumentManagementCenter,rightclickadocumenttemplateandselectPrintorFax. TheMailMergePropertiesdialogboxopens.
ToaccessthisdialogoutsideoftheDocumentManagementCenterselectActions>BeginMailMerge.TheMailMerge PropertiesdialogappearswithanadditionalTemplateTab. 2. IntheContactSelectionarea,selectfromthefollowing: ThisContact.Mergesthedocumentwiththeprimarycontactfromtheactivecontactrecord,orselectanadditional contactfromthedropdownlist. Allcontactslinkedto(contactname).Mergesthedocumentwiththeprimaryandadditionalcontactsfortheactive contactrecord. Allcontactsinthefollowingfilterorgroup.MergesthedocumentwithALLcontactrecordsorwiththefilteredgroup orcontactgroupselectedfromthedropdownlist. 3. IfyouselectAllcontactslinkedto(contactname)orAllcontactsinthefollowingfilterorgroup,selectfromthe following: Primary.Mergesthedocumentwiththeprimarycontact. Additional.Mergesthedocumentwiththeadditionalcontacts. Mergecode.MergesthedocumentbasedonthecodeyouselectintheF2Lookuplist. 4. IntheDeliveryarea,selecttheTomethodfromthedropdownlist(PrinterorFAX). 5. TypeorselecttheQueueforxdaystodelaytheprintingorsendingofthedocument. ThisoptionsetsthedocumenttoprintataselectednumberofdaysinthefutureusingtheServerAgentsorthe LiteratureFulfillmentCenter. PrintingamailmergedocumentforacontactproducesaHistoryitemforthatcontact.
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Printing Envelopes and Labels

Youcanusethesamemethodasforprintingletters,memos,andfaxes.SetupGoldMinetoprintenvelopesorlabelsfor documentswaitinginaprintqueueonthesamedateGoldMinegeneratesthequeueddocuments. Usethefollowingproceduretoprintenvelopesandlabels. 1. TocheckonqueuedcorrespondenceinGoldMinesLiteratureFulfillmentCenter,selectGoTo>Literature. 2. Toprintenvelopesorlabelswhenqueueddocumentsareprinted,selectGoTo>Literature. 3. SelectthefolderunderQueuedDocumentscorrespondingtothedatethequeuedcorrespondenceisscheduledtobe sent.Forexample,ifthelettersarescheduledtobeprintedlaterinthecurrentweek,selectThisWeek. 4. Intheupperrightarea,rightclickeachqueueddocumentforwhichtoprintanenvelopeorlabel.Fromthelocalmenu, selectPrintEnvelopesorPrintLabels.GoldMinedisplaysthePrintEnvelopesdialogboxorthePrintLabelsdialogbox thatcontainthesamecommands. 5. InthePrintEnvelopesdialogbox,selectthecontactsforwhomtoprintenvelopes,thenselecttheenvelopetemplate touse.Bydefault,GoldMinedisplaysyourtemplates.However,lookintheUserdropdownlistandselecta(public) templateoranotheruserstemplate.
Using the E-mail Center

UseGoldMinesEmailCentertoview,organize,andsendyourqueuedInternetemails. UsetheEmailCenterto:
Editemailpreferences Creatingemails Sendemailmessages Retrieveemailmessages Linkemailmessagestocontacts Createanduseemailtemplates Setemailrules Createdistributionlists
IfyousubscribetomorethanonePostOfficeProtocolversion3(POP3)mailserver,youcansetuptheEmailCenterto retrievemailfrommultipleInternetmailservers.
E-mail Center Components

TheEmailCentercontainsthefollowingcomponents:
EmailCenterToolbars.AllowsquickaccesstoEmailCenterfunctions. EmailCentertree.Allowsyoutoconnecttoyourmailserverandorganizeincoming,outgoing,andfiledmessages. Emailmessagelistingbrowsewindow.Displaysmessagesavailableintheinbox,outbox,orselectedfolder.
Thedefaultlimitformessagesthatcanbedisplayedatonceissetat2,500.Youoryouradministratorcanimplementa <USER>.inifilesettingtooverridethislimit(see"ChangingSettingsintheINIFileinGoldMine"onpage38),butthisis notrecommendedbecauseofthenegativesideeffectsareassociatedwiththisaction,including:

Increasedloadonthedatabaseserverandthenetwork(thedatabaseserverwillhavetoreadyourrecordsfrom
disk,andtheywillbesentoverthenetwork). IncreasedtimetoloadthelistofemailsintheEmailCenterlist.DuringthistimeGoldMinemightbe unresponsive. IncreasedmemoryusagebyGoldMine.YoumighthaveaslowerresponseintheEmailCenterbecauseithasto processalargenumberofemailsandusemorememory.
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Using the E-mail Center 119
Textdisplay.Previewthebodyofamessageselectedinthelistingbrowsewindow.
Toturnthepreviewoptiononandoff,rightclicktheEmailCentertreeandselectOptions>ShowPreview.
NOTE:SetShowPreviewasthedefaultinthe[Internet]sectionoftheUsername.iniusingthiscommand:
ShowPreview=1.
General E-mail Toolbar

TheGeneralEmailCenterToolbarcontainsbuttonsandmenusforcreating,sending,receiving,andfilingemailmessages, settingupemailrules,templates,anddistributionlists,andeditingemailoptions.Buttonsinthetoolbarappearand disappeardependingonthetypeofactivityperformed.
TheGeneralEmailCenterToolbardiffersdependingonwhichfolderisopenedinEmailCenterassumingthereareletters inthem.
IfanonlinefolderisopenedthenGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Stop,Reply,Replytoall,ForwardandActions(whichisadropdownbuttonwith thefollowingfunctions:Getselecteditems,GetallItems,SetupEmailrules,CustomizeEmailtemplates,Setup Distributionlists,SyncContact,ShowPreview,EditEmailOptions)

IfanInbox(oranysub),DeletedorFiledsubfolderisopenedthenGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Reply,Replytoall,Forward,Fileit(withitsoptions),Relink/UnlinkandActions (whichisadropdownbuttonwiththefollowingfunctions:MarkasRead(Unread),SetupEmailrules,CustomizeE mailtemplates,SetupDistributionlists,SyncContact,ShowPreview,EditEmailOptions)

IfanOutboxorDraftsfolderisopenedthenGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Relink/Unlink,Send,Sendall,ReSend,ReQueueandActions(whichisadrop downbuttonwiththefollowingfunctions:SetupEmailrules,CustomizeEmailtemplates,SetupDistributionlists, SyncContact,ShowPreview,EditEmailOptions)

IfaSentsubfolderisopenedthentheGeneralEmailCenterToolbarconsistsof:
NewMessage,Print,Refresh,Delete,Forward,Fileit(withitsoptions)Relink/Unlink,ReSend,ReQueueandActions (whichisadropdownbuttonwiththefollowingfunctions:SetupEmailrules,CustomizeEmailtemplates,Setup Distributionlists,SyncContact,ShowPreview,EditEmailOptions) Dependingontheactionbeingperformed,thefollowingcommandsareavailableintheGeneralToolbar:

NewMessage.CreatesanewmessageintheEditEmailwindow,orcreateanewmailsubfolder. Relink/Unlink.Linksfilestoorunlinkfilesfromcontacts. Print.Printsthecurrentlyselectedmessage. Refresh.Refreshesthecontentsoftheemaillist. Delete.Deletesthecurrentlyselectedmessage. Stop.Stopsanycurrentretrievalprocess. SetupEmailRules.Setsupemailrules. CustomizeEmailTemplates.Createsandeditsemailtemplates,intheDocumentManagementCenter. SetupDistributionLists.CreatesandeditDistributionLists. Send.Sendstheselectedmessage. SendAll.Sendalloutboxmessages. ReSend.Resendstheselectedmessage. ReQueue.OpenstheselectedmessageintheEditEmailwindowandaddtothequeueintheOutbox. Reply.OpensareplytothesenderusingtheEditEmailwindow. ReplytoAll.OpensareplytothesenderandallrecipientsintheEditEmailwindow.
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Forward.Forwardsthecurrentlyselectedmessagetoanewrecipient. MarkasRead.Markscurrentlyselectedmessageasread. File.Selectsafilingmethodfortheselectedmessagefromthedropdownmenu Fileit.OpenstheCompleteandEmaildialogboxes. FastFile.FilestheselectedmessageinyourFiledfolderandinthelinkedcontact'sHistorytab. Fileto.Savestheselectedmessagedirectlytoafiledfolderorsubfolder. Actions.OpensthelistofactionssuchasEmail,Messageandsoon.
The Edit E-Mail Toolbar

TheEditEmailToolbarispresentwhentheEditEmailwindowisactive.Itcontainsbuttonsandmenususefulwhen creatingandeditingemailmessages.
Symbol
Description
Sendtheselectedmessageimmediately QueuetheselectedmessageintheOutbox Selectfromthedropdownmenu
SaveasDraft SaveasDraft ContinueEditing
SavetheselectedmessagetotheDraftsfolderandclose SavetheselectedmessagetotheDraftsfolderandleaveopenforediting Browseforfilestoattachtotheselectedmessage SignwithDigitalID
DoNotEncrypt EncryptUsing GoldMine EncryptUsing DigitalID
Sendmessageswithoutencryption SendmessageswithGoldMineencryption SendmessagesencryptedwithDigitalID Spellcheckselectedmessage SavetheselectedmessageasanHTMLortextfile Printtheselectedmessage Cutselection Copyselection Pasteselection
GoldMine User Guide
Local Menus
UsetheEmailCenterlocalmenu(alsocalledashortcutmenu)toaccesscommandsintheselectedbrowsewindow,tab,or pane.
Usethefollowingproceduretoaccessalocalmenu. 1. Rightclickinthewindow,tab,orpaneyouareworkingin 2. Selecttheactionfromthemenu. 3. UseGoldMinesEmailCentertoview,organize,andsendyourqueuedInternetemails. UseGoldMinesEmailCentertoview,organize,andsendyourqueuedInternetemails.
Creating and Sending E-mail

UsethesameEditEmaildialogboxwhencreatinganInternetemailmessageoraGoldMineemailmessage.
NOTE:HeaderinformationincludedinoutgoingGoldMineemailsometimestriggersspamfilters.
[GoldMine] XMailer=MyMailerID
GoldMineadministratorscanresolvethisbyaddingthefollowingGM.INIentrythatwilloverridetheX MailerID:
Usethefollowingproceduretocreateanemailmessage. 1. AccesstheEmaildialogboxinoneofthefollowingways:
ClicktheEmailbutton SelectActions>Email. SelectActions>SendOutlookMessage(see"OutlookMail"onpage269) ClickingtheNewMessagebuttonontheEmailCentertoolbar. Replyingtopendingactivities.
includedontheGlobalToolbar.
NOTE:WhenAction>SendOutlookmessageisusedorOutlookcomposewindowisopenedbyclickingon ahyperlinkinsideofGoldMine,anemailislinkedtoacontactonlyifacorrespondingAutolinkingsettingor amanuallinkingfeatureofGoldMineOutlookIntegrationisused.Formoreinformation,see"ToSetupAuto LinkingofMessagestoContactRecords"onpage271and"SetOutlookasDefaultEmailApplicationfor GoldMine"onpage256.
GoldMine User Guide
2. TheFromtextboxusestheloggedinuser'snameandemailaccount.Tochangetoadifferentemailaccountforthe loggedinuser,selecttheaccountinthedropdownlist. 3. TheTotextboxpopulateswiththenameandemailaddressofthecurrentcontact.Tochangetoanalternativename andemailaddressassociatedwiththecurrentcontact,selectthenamefromthedropdownlist. 4. Tosendtheemailtoadditionalrecipients,intheAdditionalRecipientsbox,clicktheCcdropdownmenuandselect thefromthefollowingrecipienttypes: To:AddsrecipientstotheTolist. Cc:Sendscopiestootherrecipients. Bcc:Sendsablindcopytootherrecipients. YoucanhaveanycombinationofrecipientstypeswithintheAdditionalRecipientsbox.
NOTE:GoldMineonlylinksemailstocontactsontheTotextbox.Anyothercontacts(includingthoselisted intheAdditionalRecipientsarea)areNOTlinked.
5. Toassignarecipient,youcaneitherclickthelineandentertheemailaddressmanually,orclicktheCcdropdown menuandselectAddtoviewthefollowingrecipientoptions: Contact.DisplaystheContactSearchCentertolocateanewcontact. UserorGroupdisplaystheGoldMineUserRecipientdialogbox.SelectaGoldMineuserorusergroup. ManualrecipientdisplaystheManualRecipientsEntrydialogbox.Typeamanualemailaddress. DistributionlistdisplaystheDistributionListdialogbox.Selectapredefineddistributionlist. Outlook(MAPI)recipientlaunchesyourlocalornetworkOutlookaddressbook. 6. ChecktheLinkto<contact>optiontolinktheemailmessagetothecurrentcontactandfilethemessageinthe Historytabwhensent. 7. IntheSubjecttextbox,typeasubjectorselectatemplateintheSubjectdropdownlist. 8. Typeamessageinthemessagetextbox. TouseHTMLformattinginthemessage,clicktheOptionstabandselectRichtext(HTML). Tocheckyourspelling,rightclickandselectActions>Spellcheckfromthecontextmenu. Toaddanemailattachment,clicktheAttachmentsicon(see"ToAddEmailAttachments"onpage124). 9. ClickSendtosendthemessageimmediatelyorQueuetoqueueitforsendingatthetimesdefinedintheServerAgents Administrator.
GoldMine User Guide
To Add E-mail Attachments

UsetheEditEmaildialogboxtoaddoneormorefilesasattachmentstoyouremailmessage. 1. 2. 3. 4. AttheEditEmaildialogbox,clicktheAttachfilesbutton. Browsetothelocationofthefiletoattach. SelectthefileandthenclickOpentoattachthefile.Repeattheprocedureforeachfiletoattach. ClickSendtoimmediatelysendthemessage,orQueuetoqueueitforsendingatthetimesdefinedintheServer AgentsAdministrator.
NOTE:Ifafileiseditedafterithasbeensentasanattachment,theattachedfilereflectsthesechanges,
eventhoughthemessageisintheSentfolder. Ifyouwanttoremoveanattachedfile,selectthefileintheAttachmentsarea,rightclickandthenselectRemovefromthe contextmenu.
Sending E-mail to Multiple Recipients

UsetheMailMergetabontheEditEmaildialogboxtosendtheemailtoallcontactsortoafilteredgroupofcontacts. Usethefollowingproceduretosendanemailtomultiplerecipients 1. AttheEditEmaildialogbox,clicktheMailMerge tab.
2. SelectMergethisEmailtoagroupofcontactstoactivatethemailmergeoptions. 3. Selectyourfilterorgroupinthedropdownlist,orclickon<Filtersof:>or<Groupsof:>toselectotherusersanduse theirfiltersorgroups. 4. SelectConfirmeachrecipienttodisplayaconfirmationpromptforeachselectedrecipient. 5. Selectmergeoptions: Primary.Mergesprimarycontactinformationwiththeselectedtemplate. Additional.Mergesadditionalcontactswiththeselectedtemplate.GoldMinecanmassmergebothprimaryand additionalcontactsintodocuments.Thiscontrolisusedtoincludeorexcludeadditionalcontactsfromamass mailing. Other.Mergesotheremailaddresseslinkedtotheprimarycontacts. LimittoEmailmergecode.Mergesprimaryandadditionalcontactswiththespecifiedmergecodes.Selectthe mergecodesfromtheF2Lookuplist.Toentermultiplemergecodes,separateeachentrywithasemicolon(;). 6. ClickSendtosendthemessageimmediatelyorQueuetoqueueitforsendingatthetimesdefinedintheServerAgents Administrator.
GoldMine User Guide
Configuring E-mail Options

UsetheemailOptionstabontheEditEmaildialogboxtoconfigure:
PropertiesofyourmessagesuchasformattingthebodytextinRichTextFormat(.rft)andincludingareturnreceipt. OptionsforrecordingyourmessagesuchassavingintherecipientsHistoryrecordandwithanOpportunityorProject. Dateandtimetosendaqueuedmessage.
1. AttheEmailCenter,clickNewMessageordoubleclickonanexistingemailmessage. 2. AttheEmailEditCenter,clicktheOptionsbutton TheOptionsdialogboxopens. .
3. Selectthefollowingoptionsasneeded. Richtext(HTML).SendstheemailmessageinHTMLwhichprovidesmoresophisticatedformattingoptionssuchas selectedfontsandinserted.BMPfiles. IfyourrecipientssystemdoesnotsupportHTML,unselectthischeckboxtosendtheemailasplainASCIItext. ToautomaticallycreateallemailmessagesinHTML,selectUseHTMLwhencreatingnewEmailontheAdvanced taboftheInternetPreferencesdialogbox.

Wraplines.Whentextistypedtotheendofaline,GoldMineautomaticallyplacesthenextwordatthebeginning
ofanewline.Thisfeatureadjustslinestofitthewindowsizesotextwrapssmoothlywithoutbreaksinawindowof anysize.Bydefault,GoldMinewrapstextlines. Ifyouclearthisoption,GoldMineforceslinewrapbyplacingahardcarriagereturnatthepositionenteredinWrap quotedlinesinrepliesatcolumn[x]intheComposingtaboftheInternetPreferenceswindow.

AttachVCard.AttachesyourVCard(.vcffile)tothemessage.AVCardcontainsbasiccontactinformationsimilarto
theentriesmadeinyourPersonaltaborotherinformationyouenteroutsideofGoldMine.Ifthereceivingsystem hasVCardcapabilities,thesystemwilldecipherthe.vcffiletoimportthisinformation.Iftherecipientuses GoldMinetoretrieveemail,GoldMinecanuseyourVCardinformationtocreateacontactrecordifnoexisting contactrecordisdetected. ToautomaticallyattachyourVCardtoalloutgoingemailmessages,selectAttachVCardtooutgoingemailinthe ComposingtaboftheInternetPreferenceswindow.
GoldMine User Guide
Requestareturnreceipt.Returnsanemailacknowledgmenttothesenderupondeliveryoftheemailmessageif
thereceivingemailserversupportsthereturnreceiptfeature.
Tolinktoacontactwhensendingthemessagetosomeoneotherthantheprimarycontact,selectthe
additionalcontactinthedropdownlist.ThisoptionisavailablewhensendingtoGoldMineusers.
Toaddthemessagetoanopportunity,project,orcaselinkedtothecontact,selectthemintheRegarding
dropdown.
Toaddthemessagetoanopportunity,projectorcasethatisnotlinkedtoContactyet,clickNewandthen
selectNewOpportunity,NewCase,orNewProject.TheNewOpportunity,NewCaseorNewProjectdialog boxappears.
Private.ForusersretrievingthemessageusingGoldMine,thisoptionrestrictsviewingcode,reference,andnotes
aboutthemessagetotheuserwhocreatedthemessage,therecipient,andanyuserswithMasterRights.Inthe Calendar,otheruserscanseetheactivitybutcannotdisplaydetailsinanactivityzoom. RSVP.(GoldMineemailonlynotavailableforInternetemail)Tracktaskdelegation.GoldMinenotifiesyouwhen themessageiscompletedordeletedbytherecipientbycreatinganRSVPmessageinyourActivityList. GoldMineassignsaResultcodetoeachRSVPactivity.TheResultcodeCmpontheRSVPactivityindicatesthe originalactivitywascompleted.TheResultcodeDelindicatesthattheoriginalactivitywasdeletedbytheassigned user.

Alarm.Setsupanalarmforthemessage.Whenamessageissettoalarm,GoldMinealertstherecipientthata
messagearrivedifthemessageisretrievedwithGoldMine. Sendacopyoftheattachedfile(s)toGMrecipients.Sendsacopyofanattachedfilewhenyousendanemailto aGoldMineuser. 4. ToincludeCalendarandHistoryinformationwithyourmessage,clickQueue,CalendarandHistoryoptions. TheQueue,CalendarandHistoryoptionsdialogboxopens.

Toqueueamessagetobedeliveredlater,selectthetimeanddatetosendtheemailintheDateandTimefields,
clickOKandthenclickQueueonEditEmailtoolbar. Tocreateahistoryrecordoftheemail,clicktheCreateahistoryrecordcheckbox. Tosavethetextoftheemail,clicktheSavethebodytextcheckbox. Tolinktheemailtoanactivity,typeinorselecttheactivitycodefromtheActivitylookupbox. Tolinktheemailtoaresult,typeinorselecttheresultcodefromtheResultlookupbox. ToaddareferencetotheReferencecolumndisplayedlaterontheHistorytaboftheContact,typeinorselectfrom theF2LookuplistandtheclickOK. YoucannowSend,Queue,SaveasDraftorcontinueeditingtheemail.
GoldMine User Guide
Creating E-mail Templates

Usethefollowingproceduretocreateanemailtemplate. 1. SelectGoTo>DocumentTemplates. 2. AttheDocumentManagementCenter,attheUserdropdownlistonthetoolbar,selecttheusertocreatethe templatefor.Ifthetemplateisforallusers,select(public). 3. RightclickonEmailTemplatesandselectNew. TheEditEmailwindowopens.
4. AttheSubjectfield,typethesubjectoftheemail.
NOTE:Thesubjectyoutypebecomesthesubjectlinewhenusingthetemplate;considerwhatyouare
sendingtocontacts.ThesubjectisalsothetemplatenameappearingintheDocumentManagementCenter, soitmustbeunique. 5. 6. 7. 8. ClickAttachfilesbuttonontheEditEmailtoolbartoattachafiletothetemplate. Browsetolocatethefileyouareattachingtothetemplate. SelecttheOptionstabtoconfiguretemplateformattingandencodingoptions. SelectRichtext(HTML)tosendthemessageinHTML.TheRichtextformatoptionsletsyouusespecializedfontsand insert.bmpfiles. Ifyourrecipient'ssystemdoesnotsupportHTML,leavethecheckboxblanktosendthemessageasplainASCIItext. 9. Wraplinesisthedefault.Whenawordistypedattheendofaline,thenextwordisplacedatthebeginningofthe followingline. Whencreatingatemplate,youcannotchangethisoption. 10. SelectAttachVCardtoincludea.vcffilewithyourmessage.TheVCardcontainsbasiccontactinformation. 11. SelectRequestareturnreceipttoreceiveanemailacknowledgementfromtherecipientuponreceipt.Thisoption returnsresultsonlyiftherecipient'semailsystemsupportsthereturnreceiptfeature.
GoldMine User Guide
12. Clickinthelowerpaneandbegincreatingthebodyofthemessage.Usetheseeditingoptionstocreatethemessage: HTMLToolbar LocalMenu 13. Ifdesired,insertGoldMinefieldsintothemessagebody,creatingadynamicemailmessageusingdatafromthe contactrecordinthemergeddocument.RightclickinthemessageboxandselectActions>InsertGoldMineField.
14. Tosavethetemplate,rightclickandselectActions>Savetemplate.
TIP:InsertKey1Key5fieldsbyplacingthecursoratthelocationtoinsertthefieldandtype.Forexample,<<key1>>, toinsertthedatafromtheKey1fieldinthemergedemail.Insertuserdefinedfieldsbyplacingthecursorandtyping <<Contact2>Ufieldname>>
Sending E-mails from the Document Management Center

UsethefollowingproceduretosendemailsfromtheDocumentManagementCenter. 1. SelectGoTo>DocumentTemplatesorclicktheDocumentsbuttononthetoolbar. TheDocumentManagementCenteropens. 2. AttheUserfield,selectauserfromthedropdownlist. 3. HighlightandrightclickontheemailtemplateyouwanttosendandthenclickMerge. TheMailMergePropertiesdialogboxopens.
GoldMine User Guide
4. Selecttheuserandtemplateintheappropriatefields,ifnotalreadyselectedandthenclickOK. Theemailisreadytobesent. Ifyousendtheemailimmediately,arecordofwhatwassenttothecontactisfiledontheHistorytab.
Replying to an Activity
Usethefollowingproceduretodeterminehowactivityinformationisrecordedwhenreplyingtoauser'semail. 1. AtthePendingtab,rightclickonalistedactivityandselectReply. TheReplytoanactivitydialogboxopens.
GoldMine User Guide
2. Selectoneofthefollowingradiobuttons: Fileinhistory.Thisbuttondeletestheactivityandcreatesarecordoftheoutgoingemailmessageonthecurrent tab.ItcreatesahistoryrecordoftheactivityandaddsarecordoftheoutgoingemailmessageontheHistorytab. Deletetheactivity.Thisbuttondeletestheactivityfromthecurrenttabandcreatesarecordoftheoutgoingemail messageonthecurrenttabandtheHistorytab. RetainintheInBox.Thisbuttonleavestheactivityonthecurrenttabandcreatesarecordoftheoutgoingemail messageontheHistorytab. SelectCarryovernotestokeepnoteswiththeactivityrecord. 3. ClickReply. TheEditEmailwindowopenswiththemessageaddressedtotheGoldMineuserwhocreatedtheactivity. 4. EditthemessageasneededandthenclickSend.
Spell-Checking E-mail
UsetheEmailCentertocheckthespellinginthemessage,improveprofessionalpresentation,andcustomizethespell checker. OpentheUserOptions>Spelltabdialogboxforbasiccustomization;formoreinformation.see"SettingOptionsforthe SpellerTab"onpage18. Youcancustomizethespellerasyouwork,addingwordsandcreatingindividualorcompanydictionaries.Formore information,see"CreatingDictionaries"onpage131.
To Spell Check an E-mail

1. Aftercreatingyouremail,clickCheckSpellingbuttonontheEmailCentertoolbar. TheCheckSpellingdialogboxopens. ThequestionablewordappearsintheNotinDictionaryfield. SuggestionsarelistedintheSuggestionslist.ThewordsdisplayedarebasedontheoptionsselectedontheSpellertab. 2. Selectanoption: Ignore.Skipsthisoccurrenceofthequestionableword;ifthewordcomesupagain,itwillbetaggedanddisplayed. IgnoreAll.Skipsthisandallsubsequentoccurrencesofthewordinthisdocument. Add.ThewordisaddedtothedictionarydisplayedintheAddwordstotextbox. Change.ReplacesthequestionablewordwiththeonehighlightedintheSuggestionslist;or,ifthewordisedited, theeditedwordisusedasthereplacement. ChangeAll.Changesthisandallsubsequentoccurrencesofthewordinthedocument.Theselectedwordinthe Suggestionslistisusedunlessthewordisedited,inwhichcasetheeditedwordisused. Suggest.Searchesmorethoroughlyforasuggestedreplacementwordforthequestionableword.Eachtimeyou presstheSuggestbutton,adeepersearchismade.Whenthespellcheckerexhaustsallpossibilities,theSuggest buttonisdisabled. 3. Toeditaquestionableword,typearevisedversionofthewordintheNotinDictionarytextbox.Ignorechangesto Undoedit. ClickingUndoeditreturnstheeditedwordtotheoriginalform. 4. UsetheCheckSpellingdialogboxtochangetheOptionsandDictionaries. 5. SelectUndoifyoumadechangestoadocumentwithIgnoreorChangeandwanttoundothechanges. TheUndobuttontakesyoubackonewordatatime. 6. ClickCanceltostopthespellcheckerandclosethewindow.
GoldMine User Guide
Creating Dictionaries
UsetheGoldMinespellcheckertoconfigureandcustomizethedictionaryforeachuser.Addwords,importfiles,and changetheactiononindividualwords. Usethefollowingproceduretocreatedictionaries. 1. SelectTools>Options,andselecttheSpellertab. 2. ClickSetupDictionaries.
3. AttheDictionariesdialogbox,selectfromthefollowingoptionsasneeded. TheWordstextboxletsyouaddawordoreditthehighlightedwordfromthetextbox.Thetextboxlistingdisplaysthe wordsintheFiles.tlxfile.

Toaddaword,typethewordandthenclickAddWord. Toeditaword,highlighttheword,typethecorrectionandclickAddWord. Totypecasevariationsonaword,attheOtherwordtextboxtypeinthewordandthenclickAddWord. 4. ClickDeleteWordtoremovethewordfromthedictionaryfile. 5. ClickImporttoimportthewordsina.txtfiletothecurrentFiles.tlxfile.
NOTE:Whenfileswithmultiplewordphrasesareimported,eachwordaddsindividuallyratherthanasa
phrase. 6. ClickExporttoexportthewordsinthecurrentFiles.tlxfiletoa.txtfile. 7. AttheActiondropdownlist,selectanactiontoapplytoindividualwords: Autochange(usecaseofcheckedword) Conditionallychange(usecaseofotherword) Conditionallychange(usecaseofcheckedword) Ignore(skip) Exclude(treatasmisspelled) 8. Toapplyanactiontoaword: HighlightthewordintheWordsfieldlisting. SelecttheactionfromtheActiondropdownlist. ClickAddWord.Theactionyouselectedappliestothatword.
GoldMine User Guide
9. TheFilesdropdownlistdisplaysavailablecustom.tlxdictionaries. ClickAddFiletobrowsetoother.tlxfiles.
NOTE:The.tlxfilesstoreinuserfoldersintheSpellerfolderofthemainGoldMinedirectory.
10. Tocreateanewdictionary,clickNewFile. A.tlxfileiscreated,andtheNewDictionarydialogboxopens. TypethenewFileName.SelecttheLanguagefromthedropdownlistandclickOK. 11. ClickRemoveFiletodeletethecurrent.tlxfile. 12. ClickClosetosavethesettings.
Retrieving Internet E-mail

ToretrieveInternetemailwithinGoldMineusingadialupInternetServiceProvider(ISP),youmustuseaISPwithtrue Internetmailaccess.Internetaccessprovidedbymostcommercialonlineservices,suchasCompuServeorMicrosoft Network,willnotworkwiththeGoldMineInternetemailfeature.YoumustconfigureWindowsfordialupnetworkingto connecttoyourISP.
NOTE:ForassistancewithsettingupWindowstocommunicatewithyourInternetserviceprovider,contact yourserviceprovider.
Youcanretrieveemailtwoways.
To Retrieve E-mail Manually

ThedefaultconfigurationinWindowsrequiresmanualdialing. 1. 2. 3. 4. 5. FromtheMicrosoftWindowsstatusbar,clickStart. SelectPrograms>Accessories>DialupNetworking. IntheDialUpNetworkingwindow,doubleclicktheiconforyourserviceprovider. IntheConnectTowindow,ensureallsettingsarecorrect,thenselectConnect. Afteryourcomputerconnectssuccessfully,startorswitchtoGoldMine,thenretrieveInternetemail.
To Retrieve E-mail Automatically

YourInternetPreferencesmustbeconfiguredproperlyintheUser'sOptions.UsingtheMicrosoftInternetExplorer,youcan configureWindowstoautomaticallydialyourISPwhenyouretrieveInternetemail.ThedefaultconfigurationinWindows requiresmanualdialing. 1. 2. 3. 4. FromtheMicrosoftWindowsstatusbar,clickStartandthenselectPrograms>Accessories>DialupNetworking. IntheDialUpNetworkingwindow,doubleclicktheiconforyourserviceprovider. IntheConnectTowindow,ensureallsettingsarecorrect,thenselectConnect. Afteryourcomputerconnectssuccessfully,startorswitchtoGoldMine,thenretrieveInternetemail.
Retrieving E-mail
UsethefollowingproceduretoretrieveInternetemail. 1. SelectGoTo>EmailtojumpdirectlytothePOPPassworddialogboxforretrievingfromyourprimaryaccount. 2. IfyouareintheEmailCenter,clicktheemailaccounttoretrieve. 3. ThePOPPassworddialogboxappearsifyoudonothaveyourInternetemailpasswordconfiguredintheInternettab ofyourUser'sOptions. 4. TypethePasswordandclickOK. GoldMinedownloadsthewaitingemailfromyourPOP3serveremailaccount.
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GoldMine User Guide
5. ReadandprocessyouremailwhileconnectedonlineormoveittoyourGoldMineInboxanddisconnectfromyoure mailserver.ToreademailintheEmailCenter,doubleclickthemessage.
NOTE:WhenyoumovemessagesfromOnlinetoInbox,theAttachEmailtoContactdialogboxappears.
Selecthowtolinkmessagestocontacts. 6. Toprocessthemessage,rightclickthemessageintheEmailre:textboxandselectActions. YoucanalsoreadretrievedemailbyselectingReadfromthelocalmenuintheActivityListoronthePendingtabof thecontactrecord. 7. ConfigureemailsettingsbyselectingTools>Options. TheUser'sOptionsdialogboxopens.SelecttheEmailtab. 8. Aftertheemailoptionshavebeenset,retrieveinternetorOutlookemailmessagesmanuallyorautomaticallyinthe EmailCenter. 9. SelectGoTo>Mail.TheEmailCenteropens. IntheviewwindowoftheNavigationPane,clickanaccountinyourOnlinefoldertocheckinternetemail,oropenthe OutlookfoldertomanageOutlookmessages. 10. Toprocessthemessage,rightclickonAction. Youcanselectanyoptiondependingonhowyouwanttoprocessthemessage(forexample,Reply,Forward,andso on.) YoucanalsoreadretrievedemailbynavigatingtothelocalmenuintheActivityListorPendingtabofthecontact recordandtheselectingRead. 11. IntheviewwindowoftheNavigationPane,clickanaccountinyourOnlinefoldertocheckinternetemail,oropenthe OutlookfoldertomanageOutlookmessages.
Linking E-mail Messages to Contacts

YoucanattachemailmessagestocontactsusingtheAttachEmailtoContactdialogbox. Usethefollowingproceduretolinkanemailtoacontact. 1. SelectGoTo>Mail. 2. IntheEmailCenter,movemessagestotheInboxorrightclickandselectFile. TheAttachEMailtoContactdialogboxappearsdisplayingthesender'sInternetaccountname,returnaddress,subject ofthemessage,andtheVCardnameifthereisone. IfthemessagewassentwithaVCard,selectUsetheVCardinformationifyoucreateanewcontactbasedontheVCard information. 3. Foranunlinkedmessageselectone: Findanexistingcontactandlinkthismessagetoit.UsetheContactSearchCentertoselectacontact.GoldMine willassociatethemessageandVCardfilewiththeselectedcontact. Createanewcontactandlinkthismessagetoit.UsestheVCardinformationtocreateacontactanddisplaysthe ReadEmaildialogbox.GoldMinewillassociatethemessageandVCardfilewiththeselectedcontact. Findanexistingcontact,createanewadditionalcontact,andlinkthismessagetoit.UsetheContactSearch Centertoselectacontact.GoldMinewillcreateanadditionalcontactfromthesenderofthemessage,thenlink themessagetothecontactrecord. Donotlinkthismessagetoanycontact.DisplaystheReadEmaildialogboxwithoutassociatingthemessageor VCardinformationtoaneworexistingcontact. Ifyouhaveselectedoneofthefirstthreeoptions,youcanselectLinktheaddress<EmailAddress>tothecontactto linktheFrom:emailaddressoftheretrievedmailtothecontact. 4. ClickOK.Iflinkingmultiplemessages,thedialogboxappearsforthenextmessage.
GoldMine User Guide
Retrieving Internet E-mail 133
Reading E-mail
TheEmailReaderwindowistheprimarywayyouworkwithindividualemailmessages. Usethefollowingproceduretoreadanemail 1. LaunchtheEmailReaderbydoubleclickingamessageintheEmailCenterorthecontact. 2. OntheRetrievaltaboftheInternetPreferencesdialogbox,selectOpenReadEmail. GoldMineopensyouremailuponretrieval. 3. TheEmailReaderwindowdisplaysthefullmessagewithselectedheaderinformation.Usethetoolbarorrightclick themessagebodyandselectanoptionfromthelocalmenu.
NOTE:GoldMinedecodesanddisplaysemailmessagesandattachmentscreatedintheMSRTF(RichText
Format)sentaswinmail.datfilesratherthandisplayingthemasattachments.Thiscreatessmoothinter operabilitybetweenOutlookmessagescreatedinOutlookandGoldMine.
E-mail Templates
AftercreatinganemailtemplateintheDocumentManagementCenter,selectitwhencreatinganemail.Forinformation oncreatinganemailtemplate,see"CreatingEmailTemplates"onpage127. 1. SelectActions>Email,orSchedule>GoldMineEmail. 2. FromtheEMailCenter,clickNewMessageinthetoolbar. TheEditEmaildialogboxopens. 3. 4. 5. 6. AttheSubjectdropdownlist.selectthetemplate. Toselectthetemplateofanotheruser,clickSelectTemplateUser. Editthemessageasneeded. ClickSendtosendthemessageimmediatelyorQueuetoqueueitforsendingatthetimesdefinedintheServerAgents Administrator.FormoreinformationabouttheServerAgents,seetheGoldMineAdministratorsGuide.
Creating E-mail Rules

Createrulessettospecifyconditionsandactionsforhandlingemail.Forexample,useemailrulestofilterincoming messages,minimizingtheamountofunwantedemail. Youradministratorcansetupemailrulesforyou.Formoreinformation,seetheGoldMineAdministratorsGuide.
To Create Distribution Lists

UsethefollowingproceduretocreatecustomemailDistributionListsofcontacts,users,andmanualemailaddresses. 1. 2. 3. 4. IntheEmailCenter,rightclickandselectOptions>SetupDistributionLists. AttheDistributionListCenter,rightclicktheupperrightpaneandselectNewDistributionList. TypeadescriptivenameforthelistandpressEnter. Rightclickthenewdistributionlistandselectoneofthefollowingoptions: AddContact.AddacontactfromtheContactSearchCenter. AddContactsEmail.AddacontactfromtheContactSearchCenterandspecifytheemailaddress. AddUser.Addauserorusergroup. AddManualEmailaddress.Selectortypetheemailaddress.
NOTE:YoucanaddmorethanonerecipienttotheDistributionlist.
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Using the Document Management QuickStart Wizard to Access a Web Page

GoldMinePlusforMicrosoftOfficeisinstalledduringthemainGoldMineapplicationinstallation.Itcanalsobeinstalled independentlybyusingtheAdd/RemoveProgramsWindowscontrolpanel. GoldMinePlusforAdobeAcrobatisinstalledfromitsowninstaller.Formoreinformationaboutinstallingandusing GoldMinePlusforAdobeAcrobat,seethedocument:GMAcrobatLink.pdf,locatedonyourGoldMineinstallerCD,orvia: http://support.frontrange.com
NOTE:GoldMinemustbeinstalledlocallyinordertoinstalltheAcrobatLink.Itwillnotfunctionfroma
sharedfolderlocation. ThisDocumentManagementQuickStartWizarddirectsyoutoaninformationalwebpage.Itdoesnotinstallanyaddon products. 1. SelectTools>QuickStartWizard. TheGoldMineQuickStartWizarddialogboxopens. 2. ClicktheDocumentManagementWizardbutton .
AwebpageopensinyourbrowsershowingdetailsabouttheGoldMinePlussuiteofproducts.
Using Encryption and Digital IDs

Using Digital IDs with E-mail Messages
IfyouandyourcontactsusedigitalIDstoverifysignaturesandsendencryptedemailmessages,youcanuseGoldMineto configureyourInternetEmailOptions. YourdigitalID,alsoknownasadigitalcertificate,isafilesentwithanemailmessageidentifyingyouastheauthentic sender.DigitalIDcertificatesarefilesissuedbyacertifiedsecurityauthoritysuchasVeriSign,Inc.,orfromyourMicrosoft ExchangeServeradministrator.DigitalIDshaveanexpirationdateandmustberenewedperiodicallytoremainvalid.A digitalIDtypicallycontains:
Yournameandemailaddressasadigitalsignature Yourpublickey Expirationdateofthepublickey NameoftheCertificationAuthority(CA)whoissuedyourDigitalID SerialnumberoftheDigitalID DigitalsignatureoftheCA
Using Digital IDs

Adigitalsignatureprovidessecuritybyverifyingthemessageoriginatedfromaspecificpersonandthatthemessagehas notbeenaltered.AdigitalIDalsoworksasamessageencryptionmethod.DigitalIDencryptionscramblesamessagewitha recipientspecificalgorithm.
GoldMine User Guide Using the Document Management QuickStart Wizard to Access a Web Page 135
Public and Private Keys

ThedigitalIDencryptionusesasystemofkeypairsthatincludeapublickeyusedtoencryptamessageandaprivatekey usedtodecryptamessage.Thesenderofasecureemailmusthavetherecipient'spublickeytoencryptthemessage. Whenthemessageisreceived,itisdecryptedusingtherecipient'smatchingprivatekey. UsingGoldMineyoucanexchangeencryptedemailmessageswithacontact.Youmusthavethecontact'sdigitalIDthat includeshisorherpublickeyandthecontactmusthaveyourdigitalIDthatincludesyourpublickey. InGoldMine,youmustthenimportthecontact'sDigitalIDusingthecontact'sEdit>RecordProperties>ContactDetails> DigitalIDstabandimportyourDigitalIDusingyourInternetEmailPreferences>Securitytab. Forexample,whenyousendanencryptedmessagetoacontact,itisencryptedinGoldMineusingthepublickeythe contactprovidedyou.Whenheorshereceivesthemessage,itisdecryptedbythecontact'semailapplicationusinghisor herprivatekey.Conversely,whenacontactsendsyouanencryptedmessageitisencryptedbythesender'semail applicationwithyourpublickey(providedearlier).Whenyoureceivethemessage,itisdecryptedusingyourprivatekey.
Levels of Security
Signed.Themessageissignedwiththesender'sprivatekey.Sendingamessagewithadigitalsignatureconfirms
themessagewassentbythesenderlistedintheFromaddress.
Encrypted.Themessageissentwiththerecipient'spublickey.Therecipientprovidesyouwithhisorherpublickey
beforeyousendthemessage.Whenamessageisencrypted,thebodyandattachmentsarehiddenfromanyone whodoesnothavetherecipient'sprivatekey.Onlytherecipientshouldhavetherecipient'sprivatekey.An encryptedmessagedoesnotguaranteetotherecipientthatthesenderisthenameintheFromaddress. SignedandEncrypted.Themessageissignedwiththesender'sprivatekey,confirmingfortherecipientthe messagewassentbythesenderintheFromaddress,anditisencryptedwiththerecipient'spublickeyandthen decryptedwiththerecipient'sprivatekeywhenheorshereceivesthemessage.
Sharing Public Keys

Forsecurityreasonsdonotshareyourprivatekey.Youcanshareyourpublickeywithcontactstwoways:
DigitalIDSignature.YourDigitalIDisattachedtoanymessagethatincludesaDigitalIDSignature.Therecipientcan
thenextractitandimportitintohisorheremailapplication.Forexample,inOutlooktheusercanrightclickthe sender'snameonamessageandaddthecontacttohisorherexistingcontacts.ThedigitalIDcertificateis included. Export.ExportyourDigitalIDsendittoacontactwhocanthenimportthefileintohisorheremailapplication.For example,inOutlookthefileisimportedonthecontact'sCertificatetab.
Using Digital IDs in GoldMine

ConfiguringContacts'DigitalIDs.Importsacontact'sdigitalIDintothecontactrecord. ConfiguringGoldMineUsers'DigitalIDs.ImportsyourdigitalIDintoGoldMine.Youdeterminethesignatureand
encryptionsettings. SendingDigitallySignedEmailMessage.SendsamessagewithyourDigitalIDsignature. SendingEncryptedEmailMessages.SendsindividualmessageswithadigitalIDsignatureorGoldMineencryption. ReadingEmailMessagesSentwithDigitalIDs.Readingdigitallysigned,encrypted,orsignedandencryptedemail messages.
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Sending Encrypted E-mail

Protectemailmessageswithencryption.MessagesencryptedwithEncryptusingGoldMinecanonlybereadbyGoldMine userswiththecorrectpassword.MessagessentasEncryptusingDigitalIDcanonlybesentusingtherecipient'spublickey andcanonlybedecryptedandreadusingtherecipient'sprivatekey.
SendingEncryptedMessagesUsingGoldMine.See"SendingEmailMessagesEncryptedUsingGoldMine"onpage137. SendingEncryptedMessagesUsingDigitalID.See"SendingEmailMessagesEncryptedUsingDigitalID"onpage137.
ToautomaticallyencryptoutgoingmessageswithdigitalIDs,configureyoursettingsontheSecuritytabinyourInternet Preferences.UsetheEncryptMessagetoolbarbuttondropdownmenutoselectDonotEncryptandsendamessage withoutencryption.
Sending E-mail Messages Encrypted Using GoldMine

Youcanprotectemailmessageswithencryption.MessagesencryptedwithEncryptusingGoldMinecanbereadonlyby otherGoldMineuserswiththecorrectpassword.Usethefollowingproceduretosendanencryptedemail. 1. Onthetoolbar,clicktheEncryptMessage button.
NOTE:ifyouarereadingamessageandwanttoencryptitbeforesendingittootherGoldMineusersor
filingthemessage,automaticallyencryptusingGoldMine;otherwise,selectEncryptusingGoldMine. TheEncryptionSettingsdialogboxopens. 2. 3. 4. 5. SelectEncryptthemessage. InthePasswordfield,typethepasswordyouareusingonthemessage. IntheEncryptionmodedropdownlist,selecttheencryptionlevel. ClickOKtosaveyoursettings.
NOTE:OnlyuserswiththeproperpasswordandworkinginGoldMinecanopenthemessage.
Sending E-mail Messages Encrypted Using Digital ID

WhenyouencryptamessageusingadigitalID,youmusthavethecontact/recipient'sdigitalIDconfiguredintheRecord Properties>ContactDetails.EncryptingamessagetoarecipientwithadigitalIDencryptsthemessageusingthe recipient'spublickey.Whenrecipientsreceivethemessage,theydecryptsitusinghisorherprivatekey.Youcanconfigure yourInternetSecuritysettingstoautomaticallyencryptalloutgoingmessageswithaDigitalID. UsethefollowingproceduretosendanencryptedemailusingdigitalID. 1. ClicktheEncryptMessagedropdownarrow Theoutgoingmessagewillbesentencrypted. 2. IfaDigitalIDisnotconfiguredforthecontact,awarningboxstatesGoldMinecannotencryptthemessage.ClickOKto returntotheunsentmessagewindow. 3. Configurethecontact'sDigitalIDorremovetheencryptionfromthemessagebyclickingtheEncryptMessagedrop downarrowandtogglingtheEncryptusingDigitalIDoptionoff. Formoreinformationonencryptedemailmessages,seetheGoldMineAdministratorsGuide. buttonandselectEncryptusingDigitalID.
Sending Digitally Signed E-mail

Whendigitallysigningamessage,youmusthaveadigitalIDconfiguredinGoldMine.Thedigitalsignaturecontainsyour privatekeyandconfirmsfortherecipientyourFromaddressmatchesthesignature.ConfigureyourInternetSecurity settingstoautomaticallysignalloutgoingmessageswithyourdigitalID.Formoreinformation,seetheGoldMine AdministratorsGuide. Onthetoolbar,clicktheSignwithDigitalID button.Yourdigitalsignatureisaddedtotheoutgoingmessage.
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Reading E-mail Sent with Digital IDs

ReceiveemailmessagesdigitallysignedandencryptedfromnonGoldMineusers. SendersmusthaveaDigitalIDfromavalidCertificateAuthoritybeforetheycansendyouasignedemail. Tosendyouanencryptedemailmessage,sendersmusthaveyourDigitalIDpublickeyfromavalidCertificateAuthority. Whenreceivingthemessage,GoldMineasksyouforyourpasswordinthePrivateKeyPassworddialogbox. SignedIconinInbox SignedwithaDigitalID.Whenreceivingadigitally signedmessage,themessageincludesthesender's digitalsignatureandpublickey. Whenthemessagesignatureisverified,theInbox displaysasignatureiconnexttothemessage.When youopenthemessage,youarenotifiedifthesignature isverifiedorifthesignatureverificationfailed. Encrypted.Whenreceivingadigitallyencrypted message,themessagewasencryptedwithyourpublic key(suppliedtothesenderatanearliertime).The messageisdecryptedusingyourprivatekeyYouare askedtosupplythepasswordtoyourprivatekeytoread themessage. SignatureVerifiedBanneronMessage
EncryptedIconinInbox
SignedandEncryptedIconinInbox
FailedEncryptedandSignedIconinInbox
SignatureVerificationFailedBanneronMessage
Reasonssignaturescanfail.
Thesenderandsignaturedonotmatch. Thedigitalsignatureisexpired. TheCertificateAuthorityisnotconfiguredinGoldMine.
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About the Literature Fulfillment Center

UsetheLiteratureFulfillmentCentertomanageandtrackbrochures,pricelists,andotherpublicationssenttoyour contacts. TheLiteratureFulfillmentCenterstoresandprocessesliteraturerequestsinoneeasytoviewandmanagelocation.New publicationscanbeaddedtoalistforotheruserstoselectfortheircontacts.
YoucanperformthefollowingtasksintheLiteratureFulfillmentCenter:
Adddocuments Editdocumentproperties Fulfillorrejectscheduledrequests Editscheduledrequests Fulfillorrejectqueueddocuments Editscheduleddocuments
Generalmanagementdisplaysintheleftpaneandspecificrequestsintheupperrightpane.Thelowerrightpanedisplays associatedattachmentsorapreviewwindowofthedocumentthatwasprinted.
To Access the Literature Fulfillment Center

1. SelectGoTo>Literature. TheLiteratureFulfillmentCenteropens. 2. Usethetoolbartoexecutecommandsorlocalmenuoptionsintheleftpanetomanage: LiteratureList.Apredefinedliteraturelistthatvariesdependingonwhichusercreatedtheliteraturepacket.This listisavailablewhenyouscheduleaLiteratureRequest.WhenselectingaLiteratureListinthelefthandpane,the literatureoptionsdisplayintherightpane. RightclickontheLiteratureListtoaccessthelocalmenu.
Refresh.RefreshtheLiteratureList. RefreshAll.Refresheverythingintheleftpane.
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LiteratureRequests.Literaturerequestsbydate.Whenyouselectadate,theliteraturerequestsscheduledforthat
dateordaterangearedisplayedintheupperrightpane.Theliteraturerequestsareaddedbyschedulinga LiteratureRequest. RightclickonLiteratureRequeststoaccessthelocalmenu.

Refresh.RefreshtheLiteratureList. RefreshAll.Refresheverythingintheleftpane. Expand.Expandthedateoptions. QueuedDocuments.Queuedrequestsbydate.Whenselectingadate,theliteraturerequestsscheduledforthat
dateordaterangedisplayintheupperrightpane. QueueddocumentsareaddedtotheLiteratureFulfillmentCenterwhenconfiguringMailMergeproperties throughtheDocumentManagementCenter.QueueddocumentscanbemanuallyfulfilledthroughtheLiterature FulfillmentCenterorautomaticallyexecutedattheselectedtimeifyouconfiguredtheServerAgentstoPrint/FAX. RightclickQueuedDocumentstoaccessthelocalmenu.Formoreinformationonserveragents,seetheGoldMine AdministratorsGuide. QueuedDocumentsLocalMenu

Refresh.RefreshtheLiteratureList. RefreshAll.Refresheverythingintheleftpane. PrintedDocuments.Documentsandliteraturerequestsyoufulfilled.RightclickPrintedDocumentstoaccessthe
localmenu.
Refresh.RefreshtheLiteratureList. RefreshAll.Refresheverythingintheleftpane. Expand.Expandthedateoptions. PurgeAll.DeleteallinformationfromthePrintedDocumentslist.
Adding Documents to the Literature Fulfillment Center

UsethefollowingproceduretoaddanexistingpublicationorfiletotheLiteratureList. 1. SelectGoTo>Literature. 2. AttheLiteratureFulfillmentCenter,highlightLiteratureListintheleftpaneandrightclickandselectNewfromthe localmenu. TheLiteraturedialogboxopens.
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3. IntheOutputTodropdownlistyoucanselectoneofthefollowing: Stock.Literaturethatisprintedandavailableasshelvedstock. Printer.Literaturethatistobeprintedfromafile. FAX.Literaturethatistobesentviafax. 4. IntheTypefield,typeorselecttheliteraturetypefromtheF2Lookuplist. 5. IntheDescriptionfield,typeorselectabriefdescriptionoftheliteraturefromtheF2LookuplistandthenclickOK.
Editing Documents in the Literature Fulfillment Center

Usethefollowingproceduretoeditdocuments 1. SelectGoTo>Literature. 2. AttheLiteratureFulfillmentCenter,highlightLiteratureListintheleftpane. Thedocumentsarelistedintheupperrightpane. 3. RightclickthedocumenttoeditandselectEditfromthelocalmenu.TheLiteraturedialogboxappears. 4. IntheOutputTodropdownlist,selectone: Stock.Printedliteratureavailableasshelvedstock. Printer.Literaturetoprintfromafile.SelectthefilepathandclickEdittomakechanges. FAX.Literaturetofax.SelectthefilepathneededandclickEdittomakechanges. 5. IntheTypefield,typeorselecttheliteraturetypefromtheF2Lookuplist. 6. IntheDescriptionfield,typeorselectabriefdescriptionoftheliteraturefromtheF2Lookuplist.andthenclickOK.
Fulfilling or Rejecting Scheduled Literature Requests

WhenaLiteratureRequestisassignedtoyou,therequestappearsonyourcalendarasLitintheTaskpane. Usethefollowingproceduretofulfillorrejectscheduledliteraturerequests 1. SelectGoTo>Literature. 2. AttheLiteratureFulfillmentCenter,selectyournameintheUserdropdownlisttoviewrequestsassignedtoyou. 3. SelecttheLiteratureRequestsdateordaterangefortherequest.Theliteraturerequestappearsintheupperright pane. 4. Highlighttheliteraturerequestandrightclick.Selectoptionsinthelocalmenu. 5. Tofulfilltherequest,notetheattachmentstosendandselectFulfill. Ifaliteraturerequestistobeprintedorfaxed,thedocumentisprintedorfaxed.Attachmentsarenotsent automaticallyandmustbehandledasperyourusualofficeprocedure. 6. Torejecttherequest,selectReject. 7. AttheRejectionofLiteratureRequestsdialogbox,typeorselectthereasonintheF2Lookuplist. IfthisactivitywasscheduledwithanRSVP,GoldMinenotifiesthepersonwhoassignedittoyoustatingwhyitwas rejected. FulfilledrequestsaremovedfromPendingtotheHistorytab;therequestappearsinthePrintedDocumentsareaofthe LiteratureFulfillmentCenter.
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Fulfilling or Rejecting Queued Documents

QueuedDocumentsintheLiteratureFulfillmentCentercomefromtheDocumentManagementCenterandweremerged withoneormorecontacts.Formultiplecontacts,eachcontactislistedseparatelyintheupperrightpanewhenyouselect theassigneduseranddatethedocumentwasqueuedfor. QueueddocumentsarefulfilledwhenusingthePrint/FAXServerAgent;tosendthedocumentimmediatelyorremoveit fromthequeue,usetheQueuedDocumentsareaoftheLiteratureFulfillmentCenter. Usethefollowingproceduretofulfillorrejectqueueddocuments. 1. SelectGoTo>Literature. 2. AttheLiteratureFulfillmentCenter,selectyournameintheUserdropdownlisttoviewrequestsassignedtoyou. 3. SelecttheQueuedDocumentsdateordaterangefortherequest.Thequeueddocumentappearsintheupperright pane. 4. Highlightthedocumentandrightclick.Selectoptionsinthelocalmenu. 5. Tofulfilltheprintorfaxrequest,rightclickandselectFulfill. Thedocumentwillprintorsend,dependingonthesettingsconfigured. 6. Torejecttherequest,rightclickandselectReject. 7. AttheRejectionofQueuedDocumentdialogbox,typeorselectthereasonintheF2Lookuplist. FulfilledrequestsarewrittentotheHistorytab;therequestappearsinthePrintedDocumentsareaoftheLiterature FulfillmentCenter.
Editing Scheduled Literature Requests

UsethisproceduretoeditaLiteratureRequestassignedtoyou 1. SelectGoTo>LiteratureFulfillment. 2. AttheLiteratureFulfillmentCenter,selectyournameintheUserdropdownlisttoviewrequestsassignedtoyou. 3. SelecttheLiteratureRequestsdateordaterangefortherequesttoacton.Theliteraturerequestappearsintheupper rightpane. 4. Highlighttheliteraturerequest,rightclick,andselectEdit. TheScheduleaLiteratureRequestdialogboxappears.
About Telemarketing Scripts

UsingGoldMinesbranchingscripts,ausercangatherinformationbyworkingthroughaseriesofinteractivequestions. Branchingscriptsorganizequestionsinaflowcharttypeformat. Usescriptstoautomateavarietyoftaskssuchasguidingtelemarketersthroughsalescalls,collectingsurveyinformation, andtrainingnewsalespeople. BranchingscriptsareGoldMinesversionofonlinequestionnaires.Withabranchingscript,telemarketerscandeliver structuredinformationtoaprospectand,basedontheprospectsresponse,workthroughapredefineddialogofrelated information. Additionalinformationcanbedesignedtoanswerthecustomersanticipatedinquiriesorproviderequestedinformation, soanaccurateresponsetothecustomersneedsisreadilyavailable. Eachscriptquestioncancontainanunlimitednumberofpossibleanswers,andeachanswercanbranchouttoadifferent question.Ascriptcancontainupto99questions. Whilethescriptisbeingexecuted,informationontheprospectsresponsescanbesavedintheNotesfieldoftheactive contactrecordorplaceddirectlyintooneofthefieldsofthecontactsrecord.Oncethisdataisentered,filterexpressions canbeusedtoselectcontactswhorespondedsimilarlytoscriptquestions.
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Branching Scripts Workflow

BeforeattemptingtoenterabranchingscriptinGoldMine,maptheentirescriptstructureonpaper.Thisstrategycanbe helpfulincreatingabranchingscript: 1. Decidewhatquestionstoaskandthepossibleresponses.Listquestionswithalltherelatedresponsesdirectlybelow them.Drawlinesconnectingeachresponsetotheappropriatefollowupquestion.Noteeachquestioncanhaveseveral responselinesleadingtoit.However,noresponseshouldhavemorethanonelineleadingfromit(eachresponsecan onlybranchtoonequestion). 2. Numbereachquestion.Trytoselectanumberingschemethatkeepsquestionsinanaturalsequence.Iftherearesub brancheswithinthescript,youwillhavetojumpnumbers.Agoodruletofollowistonumberthequestionsinaway thatnoanswerleadstoalowervaluedquestion.Numberquestionsinintervalsof5or10soadditionalquestionscan beinsertedlaterinthescriptwithouthavingtochangethenumberingscheme. 3. Whenallthequestionsarenumbered,followeachquestionbacktotheprecedinganswer,andenterthequestion numbernexttotheresponse.ThesenumbersaretheGotovaluesenteredintoGoldMine. 4. Determineifanyquestionsshouldbeomittedfromthedialog.Markthemontheworksheet. 5. Tostorethetextofaselectedresponseinafield,enterthenameofthefieldtobeusednexttothequestionnumber ontheworksheet.Mostfieldsinthecontactrecordcanbeusedtostorescriptresponses. NowyouarereadytoenterthescriptinGoldMine.
Creating Telemarketing Scripts

Usethefollowingproceduretocreateatelemarketingscript. 1. SelectGoTo>Scripts. 2. AttheScriptdialogbox,clickMaintainScripts. TheBranchingScriptsListingdialogboxopens,listingscriptnamesinthemainpaneandthenumberoftimesrun. 3. ClickNew. TheBranchingScriptsProfiledialogboxopens.
Branching Scripts Listing Dialog Box

ThefollowingbuttonsappearontheBranchingScriptsListingdialogbox:
NeworEdit.OpenstheBranchingScriptProfiledialogbox.
ClickNewtocreateatelemarketingscript.
Delete.Removesthescript. Reset.Resetstheselectedscriptstatistics,includingallresponsepercentages,andthenumberofruns. Close.Exitsthedialogbox.
Branching Script Profile Dialog Box

ThefollowingoptionsappearontheBranchingScriptsProfiledialogbox:
Number.Determinesthelocationofthescriptinthebrowsewindow.Lowernumberedscriptsappearhigheronthelist. Script.Descriptivetitleforthescript. ExistingquestionsdisplayintheScriptQuestionspane. New.DisplaystheBranchingScriptQuestiondialogboxwhereyouaddascriptquestion. ClickNewtocreateatelemarketingscript. Edit.DisplaystheBranchingScriptQuestiondialogboxwhereyoueditthehighlightedscriptquestionsnumber,title,
orresponses.
Delete.Deletestheselectedscriptquestion.
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Branching Script Question Dialog Box

WhenyouselectNeworEditfromtheBranchingScriptProfile,theBranchingScriptQuestiondialogboxopens.
Title.Descriptivetitleforthequestionthatappearsatthetopofthequestionscreenwhenthescriptisused. Updatefield.Optionally,youcanselectafieldinthedropdownlisttostoretheresponsetothisquestionwhenthe
scriptisexecuted.Whenafieldisused,GoldMineplacesthetextoftheresponseintheselectedfieldinthecontact record.
Notes.Questionandanyothertexttobedeliveredtotheparticipant. QuestionNo.Thequestionnumberassignedtothescriptquestion.
Youshouldhaveselectedaquestionnumberforeachquestionwhenyoudesignedthescript.Enternumberslower than10withaleadingzero.Forexample,enter 1as01.

SaveHistory.Selectthisfieldtoincludethequestionstitleandresponseinthescriptdialogtext.Ifthisfieldiscleared,
thequestionisexcludedfromthedialogwhenthescriptisexecuted.
New.Addsaresponserecord.
TheBranchingScriptAnswerdialogboxappears.
Edit.Editsaresponse.TheBranchingScriptAnswerdialogboxappears. Delete.Removestheselectedresponse.
Branching Script Answer Dialog Box

WhenyouselectNeworEdittoaddaresponserecord,theBranchingScriptAnswerdialogboxopens.
Number.Thenumberoftheresponsedeterminesthepositionoftheresponseinthelisting.Lowernumberresponses
appearonthetopofthelist.
Goto.Typethenumberofthequestionthisresponseleadsto.TheGotoquestionnumberdisplaysifthisresponseis
selectedduringscriptexecution.
Answer.Typethetextoftheresponse. Promptforresponse.Selectthisfieldtoprompttheoperatortoenteraresponsewhenthisanswerisselected.
ThisoptioncanbeselectedonlywhenanentryismadeinUpdatefieldintheBranchingScriptQuestiondialogbox.The operatorsresponsesavestothefieldspecifiedbyUpdatefield. IfthescriptquestioncontainsonlyoneanswerandthatscriptanswerhastheResponseboxchecked,GoldMine automaticallydisplaystheEnterResponsedialogbox,eliminatingtheneedtoselecttheanswer. AfterenteringallthequestionsandresponsesintoGoldMine,performatestbyrunningthescript.
Using Telemarketing Scripts

Usetelemarketingscriptstoconstructstructureddialogswithcustomers. 1. SelectGoTo>Scripts. TheTelemarketingScriptdialogboxopens.
NOTE:Alltheresponsesyoulogwhileusingthescriptareappliedtothecurrentcontactrecord.
2. SelectthescriptintheScriptdropdownlistandbeginaskingquestions. 3. Updatefieldsasneeded.
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Making and Answering Calls with SoftPhone

SoftPhoneintegrationwithGoldMineusesSIP(SessionInitiationProtocol)andVoIP(VoiceoverIP)technologytoplaceand answercontactcalls.TheSIPProxy(notincludedwithGoldMine)mustbeconfiguredanditsfunctionalityverifiedbyan administrator. YouradministratorcanthenconfigureGoldMinetomakeandreceivecallsthroughtheSIPProxyServerbysetting SoftPhonepreferences.
Using SoftPhone
1. SelectActions>CallContact>LaunchSoftPhone. TheSoftPhonecontroldialogboxopens. 2. UseSoftPhonetoAnswerincomingcalls,manuallyDialphonenumbers,Transfercalls,Hangup,placecallsonHold, andmakeBlindTransfercallstoanothernumberorGoldMineuser. 3. GoldMinereadsthephone1,phone2,andphone3fieldsandpullsthosenumbersintotheContactNumbersarea.Click anumbertodialit.
NOTE:UPHONEfieldsareuserdefinedfieldsGoldMineuserscancreateanduseasextraphonefields.If
thenamestartswithUPHONE,GoldMinerecognizesthefieldasanextraphonefield. 4. Afterplacingorreceivingacall,adjustthespeakerandmicrophonevolume. 5. TouseSoftPhonebydefault,selectTools>Options>TelephonyandselectUseSoftPhonebydefault.
About Personal Contacts

Tokeepaseparatephonelogforotherimportantorcommonlyusedtelephonenumbers,usethePersonalContactsfeature tomaintainaprivatefileyoucanaccesseasilywhileworkinginGoldMine.Onlytheuserwhocreatedthefilecanaccessa PersonalContacts. UsethefollowingproceduretousePersonalContacts. 1. SelectGoto>Personal. YourPersonalContactsdialogboxopens. 2. 3. 4. 5. 6. ClickDialtousethePhoneDialer. ClickNewtoaddanewentry. ClickEdittochangetheselectedentry. ClickDeletetoremovetheselectedentry. ClickOKtoclose.
NOTE:TheContactfieldmustbelimitedto30characters.
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Sales Management
Overview
Plan,schedule,andrecordsales.Individualscanforecastsalestheyareresponsibletoclose.Managerscanassignandtrack salesquotas.GoldMinealsoprovidestheOpportunityManagerforasalesteamtomanageacomplexsalecomposedof multiplecomponentsandparticipants.
Understanding Sales
Aforecastedsaleisanestimatetorecordtheanticipatedclosedateofapendingsalewithoneofyourcontacts.GoldMine storespotentialsalesinformationinthesamedatabasewhereitstorescontactinformation. Whenclosingthesale,GoldMinemovestherecordintothecontactsHistorytab.Schedulingandcompletingaforecasted saleissimilartoschedulingandcompletingothertypesofactivities.However,forecastedsalesdifferfromotheractivities becausetheyinvolveaproductorservice,ananticipatedsaleamount,andtheprobabilityofclosingthesale. Sometransactionsinvolveonesalespersonandoneclientforarelativelybriefperiod,whileothersinvolvemultiple componentsandrequirethecoordinatedeffortsofateamoverarelativelylongsalescycle.Viewsalesontheselevels:
Individualsales.Assignedtoasingleuserandinvolvethesaleofaproductorservicetoasinglecontact.GoldMine
providestoolstoschedule,orforecast,anindividualsale.Thetoolsalsohelpmanagersassignandanalyzesalesquotas.
Complexsales.Involvemultipleparticipantsoveralongerperiodandtypicallyinvolvemultiplecomponentsofproducts
orservicesbundledasapackage;individualsalescanbeplanned,tracked,andrecordedaspartofacomplexsale.A complexsaleisknownasanopportunity.
Scheduling Forecasted Sales

Aforecastedsaleisanestimatetorecordtheanticipatedclosedateofapendingsalewithoneofyourcontacts.Forecasted salesaredifferentfromotheractivitiesbecausetheyincludeaproductorservice,ananticipatedsaleamount,andthe probabilityofthesaleclosing. Usethefollowingproceduretoscheduleaforecastedsale. 1. Withthecontacttoschedulingforactiveonthescreen,selectSchedule>Sale. TheScheduleaForecastedSaledialogboxopens.
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TheContactfieldispopulatedwiththeContactVIN#. 2. Toselectanothercontact,clickontheContactdropdownarrowandselectthecontactorclicktherightfacingarrow tolaunchtheContactSearchCenterandsearchforanewcontact. 3. Inthedropdownlist,selecttheOpportunity/ProjecttoassociatethesalewithorclickNewtocreateanew opportunityorproject. 4. AttheProductfield,selecttheproductintheF2Lookuplist. 5. AttheCodefield,selectthecodeintheF2Lookuplist. Activitycodescanbeusedlatertoanalyzespecificsalesactivities.Forexample,ifyoucodeallyourforecastedsales thatwerereferralswithanactivityCodeofREF,youcandeterminehowmanyreferredsalesyoumadeduringaspecific periodoftime. 6. AttheUserfield,selecttheuserwhowillscheduletheforecastedsale.Theforecastedsaleappearsontheuser's calendar. 7. AttheUnitsfield,typetheexpectednumberofproducttopurchase. 8. AtthePricefield,typethepriceofeachunit. TheunitamountvalueandpriceperunitvaluearecalculatedintheAmountfield. 9. AttheProbabilityfield,selectapercentagevalueintheF2Lookuplist. Forexample,ifthecustomerisevaluatingtheproduct,select50%.Ifthecustomerispurchasing,select90%. 10. 11. 12. 13. AttheSaleDatefield,selecttheexpectedsaledateintheF2Lookupgraphicalcalendar. IntheNotesfield,typeanynotesaboutthesale. ClickontheLinkcheckboxtolinkthisforecastedsaletothecurrentcontact. ClickontheRSVPcheckboxtobenotifiedwhentheassignedusercompletesthesale.
NOTE:GoldMinepostsRSVPmessagesontheActivityListwhenthesalecompletesbytheassigneduser.
TheRSVPrecordprovidesinformationabouttheoutcomeofthesale. 14. ClickontheAlarmfieldifyouwantGoldMinetowarnyouwhentheactivityisdue. Tosetatimeforthealarm,clicktheupperdownarrowboxandselectthetime.
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Tosetthedateforthisalarm,clickthelowerdownarrowboxandselectthedate.
15. ClickOKtosaveandclosethedialogbox,orselecttheRecurringtabtoschedulerecurringactivities
Completing Forecasted Sales

Completeforecastedsalesfromacontact'sPendingtabortheActivityList. Usethefollowingproceduretocompleteaforecastedsale. 1. RightclickthesaleandselectComplete,orselectComplete>Sale.TheCompleteaSaledialogboxappears.
2. ClicktheContactdropdownarrowtoselectfromadditionalcontacts;orclicktherightfacingarrowtolaunchthe ContactSearchCenterandsearchforanewcontact. 3. SelecttheSaleDateusingtheF2graphicalcalendar. 4. SelecttheUsercompletingtheaction. 5. SelectPrivateifthecompletedactionwillbeavailableonlytotheselecteduser. 6. SelecttheProductintheF2Lookuplist. 7. Inthedropdownlist,selecttheOpportunity/Projecttoassociatethesalewith. 8. SelecttheCodefromtheF2Lookuplist. 9. SelecttheResultcodefromtheF2Lookuplist. 10. TypethenumberofproductUnitssold. 11. TypethePriceofeachunit. 12. TheAmountfieldautomaticallycalculatesthetotalbasedontheentriesintheUnitsandPrice. 13. AttheSuccessdropdownlist,selectClosedSaleorLostSale. 14. TypeanyNotesrelatedtothesale. 15. Toscheduleafollowupactivity,clickontheScheduleaFollowupcheckboxandselecttheactivityfromthedropdown listandthenclickOK. 16. Aftercompletingasale,GoldMinechangestheforecastedsalesrecordintoahistoryrecord.Viewtherecordinoneof these: Contactrecord.ThesalesrecordmovesfromthePendingtabtotheHistorytab. ActivityList.ThesalesrecordmovesfromtheForecaststabtotheClosedtab.Alsoseethecompletedsalesrecord intheRealTimetab. Calendar.IfyouconfiguretheCalendartoshowcompletedforecastedsales,thesalerecordappearsintheDaytab ortheWeektabonthedatecompleted.
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Using Forecasted Sales Analysis

Generateananalysisoftheforecastedsalesactivitiesinthedatabase. 1. SelectGoTo>Analysis>ForecastAnalysistabandrightclickonanopenActivityList. 2. SelectAnalyze. TheForecastedSalesAnalysisdialogboxopens.
TheForecastedSalesAnalysisdialogboxprovidesthisinformationaboutprojectedsalesorcashflowsforindividuals, groupsofindividuals,ortheentireorganization:
AnalyzeUsers.Theusersincludedintheanalysis;yourusernamedisplaysbydefault.Toaddorchangethe
analyzedusers,clickSelectUser(s).
Period.Forecastedsalesstatisticsdividedintoseveralperiods.Thetopportionoftheanalysisscreenshows
forecastedsalesstatisticsbyweek,forthenextfourweeks.Totalamountsforthefourweekperioddisplaybelow theweeklysection.Belowtheweeklysection,forecastedsalesforthenextfourmonthsarebrokendownby month.TheBeyondlineincludesforecastedsalesscheduledtocloseafterthenextfourmonths.Grandtotalsfor thelowersectiondisplayatthebottomofthescreen. #ofSales.Thetotalnumberofforecastedsalesactivitiesscheduledonthecalendarfortheperiod. Forecasted.Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod.

%Prob.Theaverageprobabilityofasaleclosinginthisperiod(calculatesbyaveragingvaluesintheProbabilityfieldfor
allForecastedSalesactivitiesscheduledintheperiod).
Potential.Theexpectedvalue(orweightedvalue)ofsalesclosinginthisperiod.Thisvalueisdeterminedbymultiplying
thetotalforecastedsalesamount(Forecasted)bytheaveragecloseprobability(%Prob).
SelectUser(s).TheSelectUsersdialogbox,fromwhichyoucanselectGoldMineusersforactivityanalysis. Code.Forecastedsaleswiththeenteredactivitycode.Usewildcardstoselectmultipleactivitycodes.Bydefault,
thisfieldisblanktoincludeallactivitycodesintheanalysis. Analyze.Calculatesthetotalsinthedisplay. Close.Closesthedialogbox.
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Using Graphical Analysis

TheGoldMineGraphicalAnalysistoolgeneratessummarygraphsofuseractivitydatabasedcriteria.Youcandisplaydataas abargraphoralinegraph.GoldMinecanrepresentallactivityforaperiodoftime,oroneofseveraltypesofactivities. Graphscanalsorepresenttotalactivities,acomparisonofallusers,orselectedusers. Usethefollowingproceduretogenerateaforecastedsale. 1. SelectGoTo>Analysis>GraphicalAnalysis. 2. TheGraphicalAnalysisOptionsdialogboxcontainsoptionsdeterminingthetimerangeandactivitiestoincludeinthe graph.Selecttheoptionsyouneed: Complete.Completedactivities. Scheduled.Scheduledactivities. Totals.Totalactivitydataforspecifiedusers. Comparison.Activitydataforindividualusersasspecified. BarGraph.Comparisonofdifferentperiodsorusers. LineGraph.Trendsovertime. SelectUser(s).Accessesalistofusers.IftheComparisonoptionisselectedunderGraphTypeandmorethanone userisselected,datafortheseusersdisplaysononegraphwithcolorcodedentriestodifferentiateusers. AllActivities.Scheduledorcompleteddatafortheactivitytypesdescribedbelow. 3. AttheActivitytypesfield,selectanactivity. GraphicalrepresentationsdependonwhetherCompletedorScheduledisselectedunderGraphType):
CallBacks.GraphforcompletedorscheduledCallBacks. Messages.GraphforcompletedorscheduledMessages. NextActions.GraphforcompletedorscheduledNextActions. Appointment.Graphforcompletedorscheduledappointments. Sales.Graphforcompletedorscheduledsales. Others.Graphforcompletedorscheduledotheractions. HighEnd.Typeanumericvaluecorrespondingtotheuppermostnumbertodisplayonthegraph'sverticalaxis.For
example,ifexperienceshowsusersrarelyschedulemorethan30appointmentsperweek,entering30intheHigh Endfieldgeneratesagraphwithaverticalaxisendingat30.Thedefault,zero(0),letsGoldMinegeneratethehigh endvaluebasedonincludeddata. LowEnd.Typeanumericvaluecorrespondingtothesmallestnumbertodisplayonthegraph'sverticalaxis.For example,ifexperienceshowsthatusershaveneverscheduledfewerthanfivecallbacksperweek,entering5in theLowEndfieldgeneratesagraphwithaverticalaxisstartingat5.0.Thedefaultiszero(0). ActivityCd.GeneratesthegraphfromactivityrecordswiththespecifiedActivityCode.Usewildcardstoselect multipleactivitycodes.Bydefault,thisfieldisblanktoincludeallactivitycodesinthegraph.Formoreinformation, see"UsingWildCardsinActivityandResultCodeFields"onpage152. ResultCd.TypeaResultCodetouseasthebasisforgraphdata.OnlyactivityrecordswiththisResultCodeare includedinthegraph.Usewildcardstoselectmultipleactivitycodes.Thedefaultvalueforthisfieldisblankto includeallresultcodesinthegeneratedgraph.ThisfieldisavailableonlyifCompletedisselectedforGraphType. FromDate.Beginningdatefromwhichdataisgraphed.Thedefaultisthecurrentdate.Thisfieldisavailableonly foragraphofscheduledactivities;theendingdateforscheduledactivitygraphsisalwaysthecurrentdate. ToDate.Endingdateofdatabeinggraphed.Thedefaultistoday'sdate.Thisfieldisavailableonlyforagraphof completedactivities;thebeginningdateforcompletedactivitygraphsisalwaystoday'sdate. FromTime.Beginningtimeincludedinthegraph.Thedefaultis12:00am.WhencombinedwiththedefaultTo Timeentryof12:00am,thegraphdisplaysdatafora24hourperiod.Thisfieldisunavailablewhengenerating hourlygraphsforcompletedactivities. ToTime.Endingtimeincludedinthegraph.Thedefaultis12:00am.WhencombinedwiththedefaultFromTime entryof12:00am,thegraphdisplaysdatafora24hourperiod.Thisfieldisunavailablewhengeneratinghourly graphsforscheduledactivities.
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ShowGrid.Displayslinesrepresentingthehorizontalaxisofthegraph(default).Togenerateagraphwithoutthis
grid,cleartheoption. 4. ClickGraphstogenerateagraph. BasedonyourselectionintheGraphTypeareaoftheGraphicalAnalysisOptiondialogbox,youseeabarorlinegraph. 5. ToreturntotheGraphicalAnalysisOptionsdialogboxfromthegraphdisplay,clickOptions.
Using Wild Cards in Activity and Result Code Fields

GoldMinerecognizestheasterisk(*)characterasawildcardintheActivityCodeorResultCodefieldsonananalysis screen,Whenplacedinthesefields,anasterisktellsGoldMine,Thispositioncancontainanycharacter. Forexample,enteringS*SintheActivityCodefieldmakesGoldMinecalculatetheanalysisbasedonanyactivitycodewith SinthefirstandlastpositionsoftheActivityCodefield.Thesecondcharacterinthisfieldcanbeanycharacterinthe historyorcalendarrecordsbeinganalyzed.TocalculateallactivitycodesthatbeginwithS,enterS**intheActivityCode field.
Using Leads Analysis

Managerscantrackvaluableinformationonthestatusofsaleseffortsandtheeffectivenessofadvertisingandpromotional effortsingeneratinginquiriesandsales.GoldMine,then,becomesastrategicassetbyprovidingtimelyandaccurate informationhelpingmanagersmakebetterdecisionsondeployingresources. YoucanuseLeadsAnalysisto:
Trackvaluableinformationonthestatusofsaleseffortsandanalyzetheeffectivenessofadvertisingandpromotional
effortsingeneratinginquiriesandsales.
GeneratealistofthevaluesinanyContact1orContact2field;typically,analysisisperformedonvaluesintheSource
field.
Calculateanumberofstatisticsforeachuniquevalue,suchasthenumberofContactRecords(leads)containinga
uniqueSourcefieldvalue.
To Use Leads Analysis

1. SelectGoTo>Analysis>LeadsAnalysis.TheLeadsAnalysisdialogboxappears. 2. Toadd,edit,ordeletealeadsanalysis,clickMaintain.TheOpenLeadsAnalysisFiledialogboxappears. 3. SelecttheleadfileyouareanalyzingintheFileDescriptiondropdownlist.
NOTE:Youcanusethelocalmenutochangedisplayandotheroptions.
4. Theinformationpanedisplaysthesecolumns: Source:Nameoftheleadsource,suchasComdex.ThisentryappearsintheSourcefieldofthecontactrecord.Use thesourcetodeterminetheprofitabilityofindividualmarketingsourcesorgroupsofcampaigns.GoldMinecan reportthetotalnumberofleadsgeneratedfromseminars,advertisements,ortradeshowsintheSourcefield;the totalsalesvolumegeneratedfromeachsourcevalue;andthepotentialsalespendingfromeachsourcevalue. Thenidentifyeffectiveleadsourcesbasedontotalleadsorsalesvolumegenerated.Also,toknowthecostofeach lead,calculateprofitandlocatethemostprofitableleadsource.Forexample,thistoolhelpsyoudetermine whethertorunanadagain. Leads:Totalnumberofcontactrecordsinthedatabasewiththisvalueintheselectedfield. Closed:Totalnumberofcontactrecordswiththissourcethathaveatleastonepurchase,asrecognizedbythe presenceofasalesactivityrecordinthehistoryfile. Ratio:Percentageofclosedsalesbasedonnumberofleads. Sales:Totaldollaramountofsalesgeneratedbythisleadsource.Thisvalueisasumofallsalesactivityhistory recordslinkedtotheContactRecordswiththissource. Potential:TotaldollaramountoffuturesalesactivitiesscheduledontheCalendar(calculatedbysummingall ForecastedSalescalendarrecordslinkedtothecontactrecordswiththissource).
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NOTE:AlsoviewCostandProfit,andCostandPriceperlead.Toviewtheotheroptions,rightclickinthe
informationpaneandselectView. 5. Tolocateasource,typethefirstfewlettersofthesourceintheFindSourcetextbox. 6. Alsousetheseoptions: Analyze:DisplaystheLeadsAnalysisAnalyzedialogbox.Regeneratestheleadsanalysisinformationforthe currentleadsanalysisdatabase.Selectthefieldonwhichtobasetheanalysis,andtherangeofdatestoscanfor statisticcalculation. Sort:DisplaystheLeadsAnalysisSortMenudialogboxtoselecttheorderingoftherecordsintheLeadsAnalysis dialogbox. Zoom:DisplayscompleteinformationaboutthehighlightedleadsanalysisrecordintheLeadsAnalysisZoomdialog box. 7. ClickClosetoclosetheLeadsAnalysisdialogbox.
Using Quota Analysis

UsetheQuoteAnalysistoreviewthestatusofsaleseffortsbyanalyzinghowsalesteammembersaremeetingquotafora specifiedperiod.Thisanalysisusesdataabouttheassignedquota,forecastsales,completedsales,andlostsalestoderivea percentageofquotaorapercentageofforecastsalesattainedbyasalesperson.BecauseGoldMineanalyzesdatabyperiod, aprocessrecordforeachsalespersoncanbeseenusinglistingsovermultipleperiods. 1. SelectGoTo>Analysis>QuotaAnalysis. TheQuotaListingdialogboxopens. 2. SelectanoptionfromtheQuotaListingdialogbox: User.AnentryforeachuserassignedaquotaintheQuotaProfiledialogbox.Usershaveanentryforeachperiod theywereassignedaquota. Period.Therangeofdatescomprisingthequotaperiod.Bydefault,GoldMinedefinesaquotaperiodasone month,buttheperiodcanbechangedintheQuotaProfiledialogbox. Quota.Thedollaramountofexpectedsalesassignedtotheuserfortheperiod. Forecast.Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod. ClosedSales.ThetotaldollaramountofsalesrecordedasClosedSaleswhentheforecastedsalesactivitiesare completed. LostSales.ThetotaldollaramountofsalesrecordedasLostSaleswhentheforecastedsalesactivitiesare completed. QuotaPeriod.Bydefault,GoldMinesortsquotaentriesbythecalendarperiodforquotaassignments.Whenauser hasentriesformultiplequotaperiods,thelistingsappearinchronologicalorder(theoldestquotaassignment appearsfirst,andthemostcurrentquotaassignmentappearslast). User.Alphabetizequotaentriesbyusername.MultiplequotaentriesforaUserappearinchronologicalorder. Quota.Bydefault,GoldMineusesdataintheQuota,Forecast,ClosedSales,andLostSalescolumnstocalculatethe percentageofquotaachievedbythesalespersonduringtheperiod.Thepercentageofsuccessfullycompleted salestoassignedquotaappearsintheClosedSalescolumn,whilethepercentageofunsuccessfulsalesappearsin theLostSalescolumn. Forecast.Calculatesthepercentageofforecastedsalesagainstsalesalreadycompletedduringtheperiod.The percentageofsuccessfullycompletedsalestoforecastedsalesappearsintheClosedSalescolumn.Thepercentage ofunsuccessfulsalesappearsintheLostSalescolumn. New.AccesstheAssignnewquotadialogbox(see"AssignNewQuotaDialogBox"onpage154)toassignaquota toauserforadefinedperiod. Delete.Deletesthehighlightedrecordforthesalesperson. Edit.AccesstheQuotaProfiledialogbox(see"QuotaProfileDialogBox"onpage154)tomodifyapreviously assignedquota. 3. SelectClosetoexitthedialogbox.
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Assign New Quota Dialog Box

Toassignaquotatoauser,fromtheQuotaListingdialogbox,selectNew. TheQuotaProfiletabontheAssignnewquotadialogboxcontains:
User:Bydefault,containsthenameoftheloggedinuser.Selectanotheruserinthedropdownlist.Thenameofthe
selectedsalespersonappearsintheUsercolumnoftheQuotaListingdialogbox.
FromDate:Startingdateofthequotaperiod.Bydefault,containsthefirstdateofthismonth. ToDate:Endingdateofthequotaperiod.Bydefault,containsthelastdateofthismonth. Quota:Dollaramountofsalesthatthesalespersonisexpectedtomakeduringthequotaperiod. Forecast:Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod.Thisentrychangesasthe
salespersonschedulesmoreforecastedsalestocloseduringthequotaperiod.
ClosedSales:Thetotaldollaramountofsalescompletedduringthequotaperiod.Thisentrychangesasthesalesperson
completessalesduringthequotaperiod.
LostSales:Thetotaldollaramountofsalesactivitiescompletedaslost,orunsuccessful,duringthequotaperiod.This
entrychangesifthesalespersoncompletessalesaslostduringthequotaperiod.Anuncompletedsaleremainsinthe Forecastfield.
Goals&Objectives:Storeinformationforthequota;forexample,Salesincreasedby12%overlastperiod.
OntheRecurringtabselect:
StartDate:Beginningdateoftherecurringanalysisofthequota. EndDate:Endingdateofthequotaanalysis. Increaseamountwith:Selectthepercentincreaseappliedtotherecurringquota. Occurs:Selecttheoccurrencepatternforthequota.
SelectClosetoclosetheQuotaProfiledialogbox,andaddtheneworupdatedquotaentrytotheQuotaListingdialogbox.
Quota Profile Dialog Box

Toeditauser'squota,fromtheQuotaListingdialogbox,selectEdit. TheQuotaProfiledialogboxcontains:
User:Bydefault,thenameofthecurrentlyloggedinuser.Toselectanotheruser,clickthearrowtotherightofthefield.
ThenameoftheselectedsalespersonappearsintheUsercolumnoftheQuotaListingdialogbox.
FromDate:Startingdateofthequotaperiod.Bydefault,containsthefirstdateofthismonth. ToDate:Endingdateofthequotaperiod.Bydefault,containsthelastdateofthismonth. Quota:Dollaramountofsalesthesalespersonisexpectedtomakeduringthequotaperiod. Forecast:Thetotaldollaramountofsalesscheduledonthecalendarfortheperiod.Thisentrychangesasthe
salespersonschedulesforecastsalestocloseduringthequotaperiod.
ClosedSales:Thetotaldollaramountofsalescompletedsuccessfullyduringthequotaperiod.Thisentrychangesasthe
salespersoncompletessalesduringthequotaperiod.
LostSales:Thetotaldollaramountofsalesactivitiescompletedaslost,orunsuccessful,duringthequotaperiod.This
entrychangesifthesalespersoncompletessalesaslostduringthequotaperiod.Anuncompletedsaleremainsinthe Forecastfield.
Goals&Objectives:Storeinformationrelatedtothequota;forexample,Salesincreasedby12%overlastperiod.
ClickOKtoclosethedialogbox.
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Using Sales Analysis

GoldMinecangenerateasummaryanalysisofsalesperformancebyoneormoreindividuals.Thisanalysisdisplaysactual numbersandpercentageofgoalfiguresforquotas,forecastsales,andclosedsalesforaspecifiedperiodoftime. 1. SelectGoTo>Analysis>SalesAnalysis. TheSelectUsersdialogboxappearsontopoftheSalesAnalysisdialogboxtoselecttheuserstoanalyze.Selectusers orgroupsofusersifnecessary. 2. Configurethefollowingoptions: FromDate.Setsthefirstdateoftheperiodtoincludeintheanalysis. ToDate.Setsthelastdateoftheperiodtoincludeintheanalysis. Toreflectanaccuratequotaamount,typeFromandTodatescorrespondingtothequotaperiodsdefinedintheQuota Profile.
Quota.Displaysthedollaramountofexpectedsalesassignedtotheuserforthespecifiedperiod. Forecast.Displaysthetotaldollaramountofsalesscheduledonthecalendarforthespecifiedperiod. ClosedSales.DisplaysthetotaldollaramountofsalesrecordedasClosedSaleswhentheforecastedsalesactivities
arecompleted.
QuotaDiff.DisplaysthedifferencebetweenClosedSalesandQuotaamount(Quota Diff. = Closed Sales - Quota).
Negativevaluesareshowninparentheses().Seetheexamplesbelow:
If Closed = Quota, Diff = 0 If Closed < Quota, Diff < 0%(Negative amounts should be shown in parentheses) If Closed > Quota, Diff > 0
QuotaDiff.Percentage.TheQuotaDiff.PercentageisthedifferencebetweenClosedSalesandQuotaamountsin
percentageofQuotavalueforthespecifiedperiod.Theequationis: QuotaDiff.Percentage=(ClosedSalesQuota)*100%/Quota
0%indicatesthatClosedSalesandQuotavalueswereequalforthespecifiedperiod. Negative/positivevaluesmeanthatClosedSaleswereless/morethenQuotacorrespondingly.Absolutevalue
ofthisparametercanbeusedasoneofindicatorsofSalesPlanningEfficiency.
Negativevaluesareshowninparentheses().
Examples:
Quota Diff. Percentage = ($9,000 - $10,000) *100 / $10,000 = (-10%); Closed Sales were 10% less then Quota; Quota Diff. Percentage = ($15,000 - $10,000) *100 / $10,000 = 50%; Closed Sales were 10% more then Quota.
ForecastDiff.TheForecastDiff.isthedifferencebetweenClosedSalesandForecastedSalesamountforthe
specifiedperiod.Theequationis: ForecastDiff.=ClosedSalesForecastedSales
Examples:
Forecast Diff. = $9,000 - $0 = $9,000; Forecasted Sales trail Closed Sales by $9000 Forecast Diff. = $1,500 - $2,000 = (-$500); Forecasted Sales exceed Closed Sales by $500 Forecast Diff. = $9,000 - $9,000 = $0; Forecasted Sales equal Closed Sales.
ForecastDiff.Percentage.TheForecastDiff.PercentageisthedifferencebetweenClosedSalesandForecasted
SalesamountsinpercentageofForecastedSalesvalueforthespecifiedperiod.Theequationis: ForecastDiff.Percentage=(ClosedSalesForecasted)*100%/Forecasted
0%indicatesthatClosedSalesandForecastedvalueswereequalforthespecifiedperiod. Negative/positivevaluesmeanthatClosedSaleswereless/morethenForecastedcorrespondingly.Absolute
valueofthisparametercanbeusedasoneofindicatorsofSalesPlanningEfficiency.
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Examples:
Forecast Diff. Percentage = ($0 - $9,000) *100 / $9,000 = (-100%); No revenue stream; Forecast Diff. Percentage = ($1,400 - $1,000) *100 /$1,000 = 40%; revenue stream exceeds Forecasted Sales by 40%
ActivityCd.Whenanactivitycodeisenteredinthisfield,GoldMineincludesonlythoseforecastedsalesandclosed
saleswiththespecifiedactivitycode.Whenthefieldisleftblank,GoldMineincludesallforecastedsalesandclosed sales. ResultCd.Whenaresultcodeisenteredinthisfield,GoldMineincludesonlythoseforecastedsalesandclosed saleswiththespecifiedresultcode.Whenthefieldisleftblank,GoldMineincludesallforecastedsalesandclosed sales. SelectUser(s).DisplaysthedialogboxtoselectGoldMineusersforanewanalysis. Analyze.Calculatesthetotalsinthedisplay. 3. ClickClosetoclosetheSalesAnalysisdialogbox.
Using Statistical Analysis

TheStatisticalAnalysisofCompletedActivitiesdialogboxdisplayscompletedactivityinformationforanindividualuser,a groupofusers,oronasystemwidebasis.Theanalysisofcompletedactivitiescanprovideusefulinsightintoyour performanceortheperformanceofothersinyourorganization. UsethefollowingproceduretousetheStatisticalAnalysisofCompletedActivitieswizard. 1. AccesstheStatisticalAnalysisinoneoftwoways: FromauserscompletedactivitiesontheActivityListsClosedtab.Fromthelocalmenu,selectAnalyze. ByselectingGoTo>Analysis>StatisticalAnalysis. 2. TheStatisticalAnalysisofCompletedActivitiesdialogboxopens. 3. Selectfromthefollowingoptions: SelectUser(s).DisplaystheSelectUsersdialogboxtoselectGoldMineusersforactivityanalysis.Thelistboxbelow thebuttondisplaysuserstoincludeintheanalysis;yourusernamedisplaysbydefault. FromDate.Setsthefirstdateoftheperiodtoincludeintheanalysis. ToDate.Setsthelastdateoftheperiodtoincludeintheanalysis. ActivityCd.Whenanactivitycodeisenteredinthisfield,GoldMineincludesonlythosecompletedactivitieswith thespecifiedactivitycodetobeanalyzed.Whenthefieldisleftblank,allcompletedactivitiesareincluded.For example,ifyoucodeyouractivitiesasbillableornonbillable,entertheactivitycodeforbillableactivitiesandget ananalysisoftheseactivitiesonly. ResultCd.Whenaresultcodeisenteredinthisfield,GoldMineincludesonlythosecompletedactivitieswiththe specifiedresultcodetobeanalyzed.Whenthefieldisleftblank,allcompletedactivitiesareincluded. PhoneCallsAnalysis.Totalnumberofcompletedtelephonecallsofthespecifiedtypeinthehistoryfile.Callbacks, outgoingcalls,incomingcallsandreturnedmessagesareshown,aswellasthetotaldurationofcallsineach category.GoldMinedisplaystheaveragedurationofcallsbelowthegrandtotalslineforthissection.Successful Callsshowsthenumberandpercentageofcallswithasatisfactoryoutcome,whileUnsuccessfulshowsthe telephonecallswithoutasatisfactoryoutcome. ActivitiesAnalysis.Totalnumberofcompletedactivitiesinthehistoryfile,includingtodoactions,received messages,appointments,andotheractivities. SalesAnalysis.Completedsalesstatistics.ClosedSalesshowsthetotalnumberofcompletedsalesactivitiesinthe historyfile.Thetotalvalueofeachsaleprintsontheright.%ofCallsClosedcomparesthenumberofcompleted salesasapercentageofcompletedcallactivities.Theaveragesalesvaluepercompletedcallactivityalsodisplays. Analyze.Calculatesthetotalsinthedisplay. Close.Closesthedialogbox Print.Printsanalysisresults.
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About Territory Realignment

GoldMineenablesyoutoreassignlargegroupsofcontactsandscheduledactivitiesfromoneusertoanother.Usethe TerritoryRealignmentWizardtomanagedynamicsalesterritories,assignexistingcontactstoanewsalesrepresentative basedonuserdefinedcriteria,orchangethecontactbaseforasalesrepresentativereassignedtoadifferentterritory. Thenselectsettingsforsynchronization,updatingthedatabasesofsalesrepresentativesworkinginthefield. UsetheTerritoryRealignmentWizardto:
Assignasetofexistingcontactstousersbasedonafilterorgroup Reassignactivitiesfromoneusertoanotheruser Globallyupdatefieldsrelevanttoaterritoryrealignment Setupsynchronizationtoupdatethedatabasesofremoteusersaffectedbytherealignment
WARNING:Itisstronglyrecommendedthatyoubackupdatabeforeperformingterritory realignment.
NOTE:Toreassigncontactsandscheduledactivities,buildafilterorgroupcontainingthecontacts
associatedwiththesalesterritorytoberealigned.Ifnofilterorgroupexists,createonenow. Bydefault,GoldMinetracksandstoresthefilteredrecordsincludedinthelastsynchronizationsessionstransfersetfora remotesitebasedontheTerritoryRealignment.Byperformingthisfilterqualificationprocess,GoldMineautomatically includesrecordswithchangesaffectingTerritoryRealignmentinthecurrentsynchronizationsession.Thisensuresthe remotesitesupdateonthenextsynchronization.
Using the Territory Realignment Wizard

TheTerritoryRealignmentWizardreassignscontactsandscheduledactivities. Usethefollowingproceduretousetheterritoryrealignmentwizard. 1. SelectTools>DataManagement>TerritoryRealignment. 2. AttheTerritoryRealignmentWizard,clickNext. 3. AttheFilterSelectiondialogbox,selectthefilterorgroupinthedropdownlist. Tochangethefiltersorgroupstothoseofadifferentowner,select<Filtersof:>or<Groupsof:>.
AttheSelectaUserdialogbox,selecttheuserinthedropdownlistandclickOKtoreturntothefiltersandgroups
dropdownlist. 4. SelectthefilterorgroupandclickNext. 5. AttheReplacedialogbox,replacethedatainuptotwofieldsandchangetheownerinthethird. 6. IntheReplacedropdownlistselectthefieldtoreplace. Inthewithfield,typeorselectthevaluetoappearinthatfield. 7. InthethirdReplacefieldyoucanreassignrecordownership.SelectOwnerinthedropdownlist. 8. Inthewithtextboxselectthenewuserorusergrouptowhichyouareassigningownershipofthecontacts.
NOTE:TerritoryRealignmentchangestheownerbutnotthecurtaininglevel.Togloballychangerecord
curtaining,seeTechnicalDocument362,UsingtheGlobalReplaceWizardatsupport.frontrange.com 9. 10. ClickNext.
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To Reassign the Activities of a Particular User

1. Toreassigntheactivitiesofaparticularuser,selecttheuser'snameintheReassigntheactivitiesofthisuserdrop downlist. 2. IntheTothisuserdropdownlist,selectthenewuserwhowillberesponsiblefortheactivities. 3. IntheActivitiesrangingfromdatefield,typeorselectthestartingdatefromtheF2graphicalcalendar. 4. Inthetodatefield,typeorselecttheendingdatefromtheF2graphicalcalendar. 5. InthePleaseselecttheactivitytypestoreassigntothenewuserarea,specifytheactivitiestobereassigned.The Viewtypesare: CallBacks.Scheduled,outgoingtelephonecallstomakesometimeinthefuture. Messages.Scheduledemailmessages. NextActions.Scheduledmanualtaskssuchassendingliterature,deliveringsamples,shippingproducts,andsoon. Appointment.Scheduled,datespecificmeetingswithcontacts.Canalsoscheduleconferencecalls. LiteratureRequest.Scheduledfulfillmentandshippingofbrochures,pricelists,andothermassprinted documentationtooneormorecontacts. ForecastedSales.Scheduledactivitiesindicatingtheanticipatedclosedateofapendingsalewithoneofyour contacts. OtherActions.MiscellaneousactivitiesfallingoutsidetheotheractivitycategoriesdefinedinGoldMine. Todo.PriorityrankedactivitieswithoutanactivitydateappearonaseparateTodolist,ratherthanthedatebased ScheduledActivitieswindows.
NOTE:Bydefault,GoldMinedoesnotlinkToDoactivities.EachToDoactivityisforwardeddaily.
Event.Datespecificactivitiesscheduledforoneormoredayssuchasconferencesandconventions.
6. SelectReassignunlinkedactivitiestoincludetheuser'sscheduledactivitiesnotlinkedtoacontactrecord. 7. ClickNextandthenclickFinish.
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Opportunity and Project Management

Overview
Salesprocessesofteninvolvemultiplecontactsandmultipleorganizations.GoldMineofferstwosystemsforhandlingthe processes:
ProjectManager.Overseescomplex,longtermprojectswithmultiplecomponents.Projectsareusuallynotrelated
directlytoaparticularsale,althoughtheycanbeconvertedtoanOpportunitywhenitbecomesapparentthataproject hasbecomeasale.TheProjectManagerwindowcontainsrelevantinformationneededtotrackalongtermproject involvingthesamecomponentsandcontactsasalargesalesopportunity.Formoreinformation,see"Usingthe OpportunityManager"onpage159.

OpportunityManager.Lendsitselftoacomplexsalesprocessinvolvingagroupofusersworkingasateamwith
multipleorganizationsandcontacts.Thesalemightinvolvemultipleproductsorservicesasapackagedealwherethe customerpurchasesapartofthepackagebutrenegotiatesotherpartsintoadifferentpackage.TheOpportunity Managerwindowcontainsrelevantinformationneededtotrackamediumtolongsalescycleinvolvingmultiple contacts,issues,andactivities.Formoreinformation,see"UsingtheOpportunityManager"onpage159. UsetheOpportunityandProjectManagerwindowstoviewdetailsoftheopportunityorprojectfrominitialcontacttoa closedsale.Thesalesteamcanviewsummaryanddetailedinformationaboutforecastedsalesandactivitieslinkedtothe opportunity.Astheprojectoropportunityprogresses,acompleterecordofassociatedactivitiesensurestheteamis makingacoordinatedefforttocompletethesale.Theteamcanalsoseethedecisionmakersandlinkedcontactsinthe projectandactaccordingly.
NOTE:Forinformationaboutmodifyingfieldlabelsandtabs,see"CustomizingtheOpportunityandProject
ManagersProperties"intheGoldMineAdministratorGuide.
Using the Opportunity Manager

UsetheOpportunityManagertooverseecomplexsalesinvolvingmanycomponents.TheOpportunitiestabinthelower paneofthecontactrecorddisplaystheopportunitiesassociatedwiththecontact.
To Use the Opportunity Manager

1. SelectGoTo>Opportunities. 2. AttheOpportunityManager,usethetoolbarfunctionstoperformgeneralactionsandthelocalmenuforother actions. 3. Toviewtheopportunitiesassignedtoauser,usergroup,or(all),selecttheuserintheManagerdropdownlist. 4. Tofilterthedisplayingopportunities,clickontheShowdropdownmenuandselectthecorrespondingStatus.Toview allopportunitiesthatarenotclosed,selectActiveinthedropdownlist 5. Tocreateanewopportunity,rightclicktheupperpaneandselectNew.See"CreatingOpportunities"onpage160.
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Using the Opportunity Manager 159
6. ManageOpportunitydetailsusingelementslocatedinthesetabs: Influencers.Contactsassociatedwiththeopportunity. Products.Productsorservicesyouarepursuingasasalesopportunity. Tasks.Scheduleaplanofactionwithspecifictasksassignedtousersorusergroups. Team.GoldMineusersandcontactscontributingtotheopportunity. Issues.Possibleroadblockstothesuccessfulcompletionoftheopportunity. Notes.Typefreeformnotesrelatedtotheopportunity. Competitors.Createalistofcompaniesthatarecompetitorsforthesale. Details/Links.Simpledetailsandallowsyoutolinkdocuments. Pending.Scheduledactivitiesfortheopportunity. History.Completedactivitiesfortheopportunity.
TIP:Tosortopportunitiesorprojectsinalphanumericorderbyoneofthecolumncriteria,clickthecolumnlabel.For example,clicktheCompanylabeltosortCompayrecordsalphabetically.
7. Tocompleteanopportunity,selecttheopportunity,rightclick,andselectWinorLose.
Creating Opportunities
UsethefollowingproceduretocreateanopportunityintheOpportunityManager. 1. SelectGoTo>Opportunities. 2. AttheOpportunityManagerwindowclickNewontheOpportunityManagertoolbar or RightclickandselectNew>NewOpportunityfromthelocalmenu. 3. AttheNewOpportunityPromptdialogbox,click: Yes.TheOpportunityWizardopens.(See"UsingtheOpportunityWizard"onpage162tocontinuethisprocedure.) No.TheNewOpportunitydialogboxappears.Gotostep4. 4. Configurethesesettings: Company.Thecompanyinthecurrentcontactrecordpopulatesthisfield.Tochangethecontact,clicktheSearch buttonandselectacompanyfromtheContactSearchCenter. Contact.Selecttheprimaryoradditionalcontactinthedropdownlist.Availablecontactsarethoseassociated withtheselectedcompany. TheContactfieldlabelwillchangeaccordingtothetypeofrecordselected.Forexample,iftheselectedrecord typeisCar,thenthefieldlabelwillappearasVIN#withadropdownlistofVehicleIdentificationNumbers.
Type.DefaultstoOpportunityandcannotbechangedinthisdialogbox. TemplatesofUser.Selecttheuserwhoistheownerofthetemplate. Pleaseselectatemplateoftheselecteduser.Selectatemplateinthedropdownlist.See"CreatingOpportunity
Templates"onpage161. 5. ClickOK. 6. AttheOpportunityPropertiesdialogbox,select: Opportunity.Changetheopportunitynameasneeded. Company.Defaultstothecompanyselectedonthepreviousdialogbox.Typeanewcompanyname,asneeded. Manager.Selecttheuserwhowillbetheopportunitymanagerinthedropdownlist. Code.SelecttheopportunitycodebytypingorclickingtheF2Lookuparrow. Status.TypeorselectfromtheF2Lookuplist. Stage.TypeorselectfromtheF2Lookuplist. Source.TypeorselecttheopportunitysourcefromtheF2Lookuplist. Units.Typethenumberofunitsforecastfortheopportunity. Price.Typethepriceperunit. Probability.TypeorselectthepercentagefromtheF2Lookuplist.
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Forecast.AutomaticallycalculatesaforecastedsaleamountbasedontheUnitsandPrice;ortypeorselectthe
forecastedsaleamountfromtheF2Lookuplist. ClosedAmt.Updateswiththefinalamountofasuccessfullyclosedsalebasedontheforecastedamount. StartDate.SelectthedatetheopportunitystartsfromtheF2graphicalcalendar. Closeby.SelectthedatetheopportunityshouldendfromtheF2graphicalcalendar. ActualClose.DefaultstothedatedisplayedinEndDate.Updateswhentheopportunityisactuallycompleted. 7. ClickOKtoreturntotheOpportunityManagerwindowwithyournewopportunityintheupperpane. 8. Eachtabmustbeupdatedmanually.See"UsingtheOpportunityManager"onpage159.
Creating Opportunity Templates

Usethefollowingproceduretocreateanopportunitytemplate. 1. SelectGoTo>Opportunities. 2. AttheProjectManagerwindowclicktheNewOpportunitydropdownmenubuttonandselectNewTemplate.
TheOpportunityTemplatesPropertiesdialogboxopens.
NOTE:Thesettingsyouconfigureinthetemplateareusedwhenanopportunityiscreatedbasedonthe
template.Carefullyconsiderthesettings,forexample,theAcct.Managerbecomesthedefaultownerand thereforethedefaultManageroftheopportunity.Userscanchangethesettingsastheycreatethe opportunity.
TemplateName.TypethenameofthetemplateorselectanameintheF2Lookuplist. Manager.Selecttheuserorusergroupinthedropdownlist. Code.TypeorselectacodeintheF2Lookuplist. Status.Typeorselectthestartingstatusfortheopportunitiescreatedusingthistemplate. Stage.Typeorselectthebeginningstagefortheopportunitiescreatedusingthistemplate. Source.Typeorselectthesourceoftheopportunity. Probability.Selectthepercentopportunitiesshouldbeginat. Forecast.Typeorselecttheexpectedrevenueforthetemplatetype.Whenyoucreateanopportunitybasedonthe
template,theinformationintheRevenuetextboxpopulatestheForecasttextboxontheOpportunityProperties dialogbox. Numberofdaystoclose.Typeorselectthenumber. Taskdatestobebased.Selectthedateenteredfortaskssetupfortheopportunity.Thisdateappearsinboththe StartDateandEndDatefieldsoftheTaskdialogbox. 3. ClickOKtosaveandclose.
GoldMine User Guide
Creating Opportunities Based on Templates

1. IntheOpportunityManager,rightclicktheupperpaneandselectNew>NewOpportunitybasedonaTemplate.The NewOpportunitydialogboxappears. 2. CompanydefaultstothecurrentContactRecord.TochangeCompany,clicktheContactSearchbuttonandselecta differentcontactusingtheContactSearchCenter. 3. SelecttheassociatedContactinthedropdownlist. 4. IntheTemplatesofUserdropdownlist,selecttheowninguserofthetemplatetouse. 5. InthePleaseselectatemplateoftheselectuserdropdownlist,selectthetemplate. 6. ClickOK.TheOpportunityPropertiesdialogboxappears. 7. TypeorselecttheOpportunityname.
NOTE:ManagerdefaultstotheAcct.Managerinthetemplate.
8. Changeanyvaluesaddedfromthetemplate. 9. ClickOKtosaveandclose.
Using the Opportunity Wizard

UsetheOpportunityWizardtocreateasalesopportunityandconfigurethebasicinformation. 1. SelectGoTo>Opportunities. 2. AttheOpportunityManager,rightclicktheupperpaneandselectNew. 3. AttheNewOpportunityPromptdialogbox,selectYestoviewtheOpportunityWizard:Welcomedialogbox. IfyouclickNo,theNewOpportunitydialogboxopens.
TheCompanyfielddefaultstotheactivecontactrecord.ClicktheSearchbuttontolaunchtheContactSearchCenter andthenselectthenewcontactrecord. 4. ContactsandadditionalcontactsavailableintheContactsdropdownlistareassociatedwiththeselectedcompany. SelectthecontactfortheopportunityandclickNext.
GoldMine User Guide
5. AttheDescriptiondialogbox,completethesefields: Enterorselectadescriptionfortheopportunitybelow.TypeorselectanamefromtheF2Lookuplist. TemplatesofUser.Selecttheuserorusergroupinthedropdownlist. Pleaseselectatemplateoftheselecteduser.Selectinthedropdownlist.Thetemplatesdisplayedareownedby theuserselectedintheTemplatesofUsersfield. ClickNext. 6. AttheOverviewdialogbox,completethesefields: Manager.Selecttheowninguserorusergroupinthedropdownlist. Code.TypeorselectacodefromtheF2Lookuplist. Probability.Typeorselectthepercentprobabilityofsuccess. Stage.Typeorselectthestagetheopportunityisbeginningat.Thisfieldcommonlydefaultsto10InitialContact. Source.TypeorselectthesourceoftheopportunityfromtheF2Lookuplist. StartDate.TypeorselectthestartingdatefromtheF2graphicalcalendar. Closeby.TypeorselecttheendingdatefromtheF2graphicalcalendar. ClickNext. 7. AttheInfluencersdialogbox,clickNew,EditorDeleteandcompletetheappropriatewindow.
GoldMine User Guide
8. ClickNext.
9. AttheFinishdialogboxcompletethesefields: Manager.Selecttheuserorusergroupinthedropdownlist. Probability.TypeorselectthepercentprobabilityofsuccessfromtheF2Lookuplist. Forecast.ThefieldautopopulatesbasedondataenteredintheForecastedSalesdialogbox. Closeby.SelecttheclosingdatefromtheF2graphicalcalendar. 10. ClickFinish.TheopportunityisaddedtotheupperpaneoftheOpportunityManager.
GoldMine User Guide
Using the Project Manager

TheProjectManagerenablesyoutooverseecomplexprojectsinvolvingmanycomponents. UsethefollowingproceduretoopenandusetheProjectManager. 1. SelectGoTo>Projects. 2. AttheProjectManagerwindow,usetheiconsonthetoolbartoperformgeneralactionsandthelocalmenuforother actions. 3. Tocreateaproject,rightclicktheupperpaneandselectNew. See"CreatingProjects"onpage165. 4. Tofilterthedisplayingprojects,clickontheShowdropdownmenuandselectthecorrespondingStatus.Toviewall projectsthatarenotclosed,selectActiveinthedropdownlist. 5. Selecttheprojectandmanageprojectdetailsusingthetabs: Contacts.Contactsassociatedwiththeproject.See"EditingProjectContacts"onpage166. Task.Scheduleaplanofactionwithspecifictasksassignedtousersorusergroups.See"EditingTasks"onpage166. Team.GoldMineusersandcontactscontributingtotheproject.See"EditingTeams"onpage167 Issues.Possibleroadblockstothesuccessfulcompletionoftheproject.See"EditingIssues"onpage168. Notes.Typefreeformnotesrelatedtotheproject.See"EditingNotesforOpportunitiesandProjects"onpage168. Details/Links.Displayssimpledetails;letsyoulinkdocuments.See"EditingDetails/Links"onpage168. Pending.Scheduledactivitiesfortheproject.See"EditingPendingActivitiesforOpportunitiesandProjects"on page169. History.Completedactivitiesfortheproject.See"EditingHistoryInformationforOpportunitiesandProjects"on page169.
Creating Projects
Usethefollowingproceduretocreateanewproject. 1. SelectGoTo>Projects. 2. AttheProjectManagerdialogbox,clickNew,orrightclickandselectNew>NewProjectfromthelocalmenu. 3. AttheNewProjectPromptdialogbox,click: Yes.TheProjectWizardappears.See"UsingtheProjectWizard"onpage170. No.TheNewProjectdialogboxappears. 4. CompletethefollowingfieldsasneededandthenclickOK. Company.Thecompanyinthecurrentcontactrecordpopulatesthisfield.Tochangethecontact,clicktheSearch buttontotherightandselectacompanyfromtheContactSearchCenter. Contact.Selecttheprimaryoradditionalcontactinthedropdownlist. TheContactfieldlabelwillchangeaccordingtothetypeofrecordselected.Forexample,iftheselectedrecord typeisCar,thenthefieldlabelwillappearasVIN#withadropdownlistofVehicleIdentificationNumbers.
Type.DefaultstoProjectandcannotbechangedinthisdialogbox. TemplatesofUser.Selecttheuserwhoistheownerofthetemplatetouse. Pleaseselectatemplateoftheselecteduser.Selectatemplateinthedropdownlist.(SeeCreatingProject
Templates)
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Using the Project Manager 165
5. AttheProjectPropertiesdialogbox,completethesefieldsasneeded. Project.TypeorselecttheprojectnamefromtheF2Lookuplist. Company.Typethenewcompanynameifthenameinthefieldisnotthecorrectcompanyname. Manager.Selecttheprojectmanagerinthedropdownlist. Code.SelecttheprojectcodebytypingorselectinganentryfromtheF2Lookuplist. Status.Typeorselect. Stage.Typeorselect. Source.TypeorselectthesourceoftheprojectfromtheF2Lookuplist. StartDate.SelectthedatetheprojectstartsfromtheF2graphicalcalendar. EndDate.SelectthedatetheprojectshouldendfromtheF2graphicalcalendar. ActualEnd.DefaultstothedatedisplayedintheEndDate.Updateswhentheprojectiscompleted. 6. ClickOKtoreturntotheProjectManagerwindowwithyournewprojectlistedintheupperpane. Eachtabmustbeupdatedmanually.
Editing Project Contacts

TheProjectManagerContactstabdisplaystheCompany,Contact,Title,andRoleofrelatedcontacts.Editthecontactsusing theContactslocalmenu. 1. IntheProjectManager,selectaprojectandclicktheContacttabinthelowerpane. 2. RightclickandselectNew. 3. AttheContactdialogbox,editthefields: Company.ClickthesearchbuttontotherighttolaunchtheContactSearchCenterandselectthecompany. Contact.Thecontactsandadditionalcontactslistedinthedropdownlistdependuponthecompanyselected. Title.Typeorselectthecontactsofficialtitle. Role.Typeorselecttheroledefiningthecontactsrelevancetotheproject. Notes.Typeinextrainformationaboutthecontact. 4. Tochangealinkedcontact,rightclickandselectRelinktoAnotherContact.TheContactSearchCenterappears. Doubleclickthenewcontactyouwanttolinkto. 5. TodisplaytheContactRecordoftheselectedcontactintheProjectmanager,rightclickandselectGotoContact Record. TheContactRecordwindowdisplaystheselectedcontact. 6. Todeleteacontactfromthelist,rightclickandselectDelete. 7. ToedittheinformationintheContactdialogbox,rightclickandselectEdit.
Editing Tasks
TheTaskstabintheOpportunityManagerandtheProjectmanagerdisplaysReference,Status,Priority,andUsercolumns, aswellasaGanttchartcalendar.Tasksrepresentthescheduledplanofactionsforthesuccessfulcompletionofan opportunityorproject.Edittasksusingthelocalmenu. Usethefollowingproceduretoedittasks. 1. IntheOpportunityorProjectManager,clicktheTaskstabinthelowerpane.Rightclickandthelocalmenuappears. 2. ToviewtheGanttchartfortasksoutsidetheviewingdates,rightclickandselectGotoTask. TheGanttchartjumpstothestartingdatefortheselectedtask.
NOTE:TochangethedaterangesdisplayedintheGanttchartcalendar,rightclickthechart.Eachrightclick
onthecharttakesyouuponelevel,startingatweeklyandgoingontomonthly,yearly,andsoon.Togo downanincrement,leftclickforeachlevel. 3. Tomarkataskascompleted,rightclickandselectComplete. ThetaskismarkedoutonthecalendarandtheStatuscolumnisupdatedtoCompleted.
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4. Tolocateaparticulartask,usetheFindoption. RightclickandselectFind. TypeacharacterstringintheFindWhatboxontheFinddialogbox. Acharacterstringisanyseriesofalphanumericcharacters(includingspaces)treatedasagroup. 5. TosenddataintheTasktabtoanoutsideformat,rightclickandselectOutputto. SelectfromSenddatatotheprinter(asaGoldMineReport),Word,Excel,ortheclipboard. 6. Tochangetheoptionsforatask,rightclickandselectEdit. AttheTaskdialogboxcompletethefollowingfieldsasneeded.

Reference.TypeorselectapredefinedreferencefromtheF2Lookuplist. Status.Typeorselectastatuslevelforthetask. StartDate.TypeorselectthebeginningdateofthetaskfromtheF2graphicalcalendar. EndDate.TypeorselectthedatethetaskshouldbecompletedfromtheF2graphicalcalendar. User.Selecttheuserorusergroupthetaskisassignedtointhedropdownlist. Priority.TypeorselecttherankfromtheF2Lookuplist. Color.Inthedropdownlist,selectthecolortodisplaysforthetaskontheGanttchartcalendar. %Done.Usingtheupanddownarrows,selectthepercentofthetaskcompleted. Notes.Addnotesasneeded. CompletedTask.Selectthisoptionifthetaskisalreadycompleted.TheStatusintheTasktabisupdatedas
(Completed). 7. Toremovethetaskfromthelist,rightclickandselectDelete. 8. Toaddatask,rightclickandselectNew.
Editing Teams
TheTeamtabdisplaysMember,Title,Department,andRolecolumns.Edittheteamusingthelocalmenu. Usethefollowingproceduretoeditteams. 1. IntheOpportunityorProjectManager,clicktheTeamtabinthelowerpane. 2. Tochangesettingsforateammember,rightclickandselectEdit. 3. AttheOpportunityorProjectTeamMemberdialogbox,completethefieldsasneeded. Type.SelectUser(forGoldMineusers)orOtherContact(foracontactinthedatabase). Member.IfyouselectedUser,thedropdownlistdisplaysuserstochoosefrom.IfyouselectedOtherContact,click thesearchbuttontotherightandlocatethecontacttoaddintheContactSearchCenter.Thenselectone additionalcontactsinthedropdownlist. Title.Typeorselecttheteammember'stitlefromtheF2Lookuplist. Department.Typeorselecttheteammember'sdepartment. Role.Typeorselecttheteammember'sroleintheopportunityorprojectfromtheF2Lookuplist. Notes.Typespecificnotesrelatedtotheteammember. 4. TodisplaytheContactRecordfortheOtherContact,rightclickandselectGotoContactRecord. ThecontactdisplaysintheContactrecordwindow. 5. Toremovetheteammemberfromthelist,rightclickandselectDelete. 6. Toaddateammember,rightclickandselectNew.
GoldMine User Guide
Editing Issues
TheIssuestabdisplaysPriority,Date,Status,Issue,andUsercolumns.Editissuesusingthelocalmenu. Usethefollowingproceduretoeditissues. 1. IntheOpportunityorProjectManager,selecttheIssuestabinthelowerpane.Rightclick,andthelocalmenuappears. 2. Toupdateanissue,rightclickandselectEdit. 3. AttheIssuedialogbox,completethefieldsasneeded. Issue.TypeorselectadescriptivetitlefortheissuefromtheF2Lookuplist. Status.Typeorselectastatus. Priority.TypeorselectarelativepriorityfortheissuefromtheF2Lookuplist. Date.ClickontheF2Lookuparrowtoselectadateusingthegraphicalcalendar. User.Selecttheuserinthedropdownlist. Notes.Typeacompletedescriptionoftheissue. 4. Toremovethetaskfromthelist,rightclickandselectDelete. 5. ToaddanIssue,rightclickandselectNew.
Editing Notes for Opportunities and Projects

TheNotestabdisplaysageneraltextbox.Editthenotesusingthelocalmenu. Usethefollowingproceduretoeditnotes. 1. 2. 3. 4. IntheOpportunityorProjectManager,clicktheNotestabinthelowerpane. Toaddanote,clickthemouseinthetextbox.Ablinkingcursorappears.Typetexttoaddtothenote. Toeditthenote,highlightthetexttoalterandrightclick. Atthelocalmenu,completethefieldsasneeded.
Editing Details/Links
IntheOpportunityorProjectManager,theDetails/Linkstablinksdocuments,programexecutables,andWebsitestothe opportunityorproject.ThetabdisplaysItem,Reference,andLinkedDocumentcolumns.EdittheDetail/Linksinformation usingthelocalmenu.Usethefollowingproceduretoeditdetailsandlinks. 1. IntheOpportunityorProjectManager,selecttheDetails/Linkstabinthelowerpane. 2. Tochangetheoptionsonadetailorlink,rightclickandselectEdit. 3. AttheDetailPropertiesdialogbox,completethefieldsasneeded. Item.TypeorselectanameforthedetailfromtheF2Lookuplist. Reference.Typeorselectadescriptionoftheitem;or,ifyouarelinkingaWebsite,typetheURL.Forexample, www.frontrange.com. DocumentisGoldMineMergeForm.SelectthisoptioniflinkingaWorddocumentyouusedwiththedocument mergefunctionality. AllowFiletoSynchronize.SelectaDetail/Linktosynchronizetoremoteusers. FileName.Browsetothelocationofthedocumentor.exetolink. 4. Tolaunchalinkeddocumentor.exe,highlightthedetail,rightclick,andselectLaunch. 5. TolaunchalinkedWebsite,highlightthedetail,rightclick,andselectLaunchWebSitefromthelocalmenu.
GoldMine User Guide
Editing Pending Activities for Opportunities and Projects

ThePendingtabdisplaysActivity,Date,Time,User,Code,Contact,andReferencecolumns.Editthependingactivitiesusing thelocalmenu. Usethefollowingproceduretoeditpendingactivities. 1. IntheOpportunityorProjectManager,selectthePendingtabinthelowerpane. 2. Rightclick,andselectZoom. TheScheduledActivityZoomwindowopens.
ScrollthroughtheactivitiesbyclickingNextandPrevious. ClickCompletetocompletetheactivityorDeletetoremoveitfromthelist.
3. TocompleteanactivityandfileitintheHistorytab,rightclickandselectComplete. AttheCompleteanactivitydialogbox,updatethefieldsandclickOK. 4. Toscheduleactivities,rightclickandselectScheduleandselectanoption. 5. Toquicklysendanemailtothelinkedcustomeronapendingactivity,rightclickandselectReply. AttheReplytoanActivitydialogbox,filetheemailinHistory,deleteit,orretainitintheinbox.Notescancarry over. 6. Todisplayonlypendingactivitiesthatmeetaparticularcriteria,rightclickandselectOptions>Filter. AttheActivityFilterdialogbox,usetheFindoptiontolocateaparticulardetail.
RightclickandselectFind. TypeacharacterstringintheFindWhatboxontheFinddialogbox.
Acharacterstringisanyseriesofalphanumericcharacters(includingspaces)treatedasagroup. 7. TosendthedatainthePendingtabtoanoutsideformat,rightclickandselectOutputto. Sendthedatatotheprinter(asaGoldMineReport),Word,Excel,ortheclipboard. 8. Toquicklyupdateamanyactivities,rightclickandselectOptions>AutoUpdate. 9. Toremovethedetailfromthelist,rightclickandselectDelete. 10. ToaddaDetail,rightclickandselectNew.
Editing History Information for Opportunities and Projects

TheHistorytabdisplaysDate,User,Activity,Result,Code,Contact,andReferencecolumns.Edithistoryinformationusing thelocalmenu. Usethefollowingproceduretoedithistoryinformation. 1. IntheOpportunityorProjectManager,clicktheHistorytabinthelowerpane. 2. TochangeoptionsforaHistoryrecord,rightclickandselectEdit. 3. RightclickandselectZoom. AttheCompletedActivityZoom,scrollthroughtheactivitiesbyclickingNextandPrevious.
4. Todisplayonlyhistoryrecordsthatmeetaparticularcriteria,rightclickandselectOptions>Filter. AttheActivityFilterdialogbox,tolocateaparticularrecord,usetheFindoption.
RightclickandselectFind. TypeacharacterstringintheFindWhatboxontheFinddialogbox.
Acharacterstringisanyseriesofalphanumericcharacters(includingspaces)treatedasagroup. 5. TosendthedataintheHistorytabtoanoutsideformat,rightclickandselectOutputto. Sendthedatatotheprinter(asaGoldMineReport),Word,Excel,ortheclipboard. 6. Toremovetherecordfromthetab,rightclickandselectDelete.
GoldMine User Guide
Editing Projects
TheProjectManagerContactstabdisplaystheCompany,Contact,Title,andRoleofrelatedcontacts.Editthecontacts usingtheContactslocalmenu. Usethefollowingproceduretoeditaproject. 1. IntheProjectManager,selecttheprojecttoedit. 2. RightclickandselectEdit. 3. AttheProjectPropertiesdialogboxappears,editthefieldsasneededandthenclickOK.
Creating Project Templates

Usethefollowingproceduretocreateaprojecttemplate. 1. SelectGoTo>Projects. 2. AttheProjectManagerwindowclicktheNewProjectdropdownmenubuttonandselectNewTemplate.
TheProjectTemplatesPropertiesdialogboxopens. Thesettingsyouconfigureinthetemplateareusedwhenanopportunityiscreatedbasedonthetemplate.Carefully considerthesettings,forexample,theAcct.ManagerbecomesthedefaultownerandthereforethedefaultManager oftheopportunity.Userscanchangethesettingsastheycreatetheopportunity. 3. Completethefieldsasneeded. TemplateName.TypethenameofthetemplateorselectanameintheF2Lookuplist. Manager.Selecttheuserorusergroupinthedropdownlist. Code.TypeorselectacodeintheF2Lookuplist. Status.Typeorselectthestartingstatusfortheopportunitiescreatedusingthistemplate. Stage.Typeorselectthebeginningstagefortheopportunitiescreatedusingthistemplate. Source.Typeorselectthesourceoftheopportunity. Numberofdaystocomplete.Typeorselectthenumberofdaysneededtocompletetheproject. Taskdatestobebased.Selectthedateenteredfortaskssetupfortheproject.ThisdateappearsinboththeStart DateandEndDatefieldsoftheTaskdialogbox. 4. ClickOKtosaveandclose.
Using the Project Wizard

TheProjectWizardtakesyouthroughtheprocessofcreatingaproject,configuringbasicinformation,andsettingtheinitial informationinthetabs.TheProjectstabonthecontactrecorddisplaystheprojectsassociatedwiththecontact. UsethefollowingproceduretoopenandusetheProjectWizard. 1. SelectGoTo>Projects. 2. AttheProjectManagerwindow,rightclicktheupperpaneandselectNew. 3. AttheNewProjectPromptdialogbox,selectYes. TheProjectWizard:Welcomedialogboxopens.TheCompanydefaultstotheactivecontactrecord. Foranothercontactrecord,clickthesearchbuttontolaunchtheContactSearchCenterandthenselectthecontact.
GoldMine User Guide
4. ThecontactsandadditionalcontactsavailableintheContactsdropdownlistdependonthecompanyselected.Select thecontactfortheprojectandclickNext. 5. AttheDescriptiondialogbox,completethefieldsasneeded. Enterorselectadescriptionfortheprojectbelow.TypeorselectanamefromtheF2Lookuplist. TemplatesofUser.Selecttheuserorusergroupinthedropdownlist. Pleaseselectatemplateoftheselecteduser.Selectinthedropdownlist.Thetemplatesdisplayedareownedby theuserselectedintheabovefield. ClickNext. 6. AttheOverviewdialogbox,completedasneeded. Manager.Selecttheowninguserorusergroupinthedropdownlist. Code.TypeorselectacodefromtheF2Lookuplist. Stage.TypeorselectfromtheF2Lookuplistthestagetheprojectbeginsat. Source.TypeorselectfromtheF2Lookuplist. StartDate.TypeorselectfromtheF2graphicalcalendar. CloseDate.TypeorselectfromtheF2graphicalcalendar. 7. ClickNexttoviewtheInfluencersdialogbox.See"EditingOpportunityInfluencers"onpage171. 8. ClickNexttoviewtheTeamMembersdialogbox.See"EditingTeams"onpage167. 9. ClickNexttoviewtheIssuesdialogbox.See"EditingIssues"onpage168. 10. ClickNexttoviewtheDetails/Linksdialogbox.See"EditingDetails/Links"onpage168. 11. ClickNexttoviewtheFinishdialogbox. 12. AttheFinishdialogbox,completethefollowingfieldsasneeded: Manager.Selecttheuserorusergroupinthedropdownlist. Code.TypeorselectthecodefromtheF2Lookuplist. Stage.TypeorselectthebeginningstagefromtheF2Lookup. Closeby.SelecttheclosingdatefromtheF2graphicalcalendar. 13. ClickFinish. TheprojectisaddedtotheupperpaneoftheProjectManager.
Editing Opportunity Influencers

TheInfluencerstabintheOpportunityManagerdisplaystheCompany,Contact,Title,Role,andResponseModecolumns. InfluencersarecontactsassociatedwiththeOpportunity.Editinfluencersusingthelocalmenu. Usethefollowingproceduretoeditinfluencers. 1. IntheOpportunityManager,selecttheInfluencerstabinthelowerpane. 2. RightclickandselectEdit. 3. AttheInfluencerdialogbox,completethefieldsasneeded. Company.ClickthesearchbuttontotherightofthefieldandselectLookupcontactwhichlaunchestheContact SearchCenter. Selectacontact,orselectCreateanewcontactwhichlaunchestheNewCompanyandContactdialogboxto createanewcontactrecord.
Contact.Thecontactsandadditionalcontactslistedinthedropdownlistdependuponthecompanyselected. Title.Typeorselectthecontact'sofficialtitle. Role.Typeorselecttheroledefiningthecontact'srelevancetotheopportunity. ResponseMode.Typeorselectthewaytheinfluencerislikelytorespondwhencontactedaboutasale. Notes.Extrainformationabouttheinfluencer.
GoldMine User Guide
4. Tochangealinkedcontact,rightclicktheInfluencertabandselectRelinktoAnotherContact. TheContactSearchCenterappears.
SelectthecontacttoexchangingwiththehighlightedcontactfromtheInfluencertab.
5. TodisplaythecontactrecordoftheselectedcontactintheOpportunitymanager,rightclickandselectGotoContact Record. Thecontactrecorddisplays. 6. Todeleteacontactfromthelist,rightclickandselectDelete. 7. Toaddaninfluencer,rightclickandselectNew.
GoldMine User Guide
Contact Management
Overview
GoldMineusesthecontactrecord(contact)asthecorecomponenttowhichallinformationistied.Whenacontactisadded toGoldMine'sdatabase,acontactrecordiscreated.Itcontainssuchbasicinformationasname,address,andtelephone informationaboutapersonorcompanyyoukeepincontactwith.Therecord'smanyfieldsrecordpertinentandupdated information,alwaysmakingthenewestinformationavailabletoGoldMineusersworkingwiththecontact. ThedefaultviewforcontactrecordsistheContactListview.Doubleclickonacontacttoopenthatcontactrecord. Thecontactrecordhastwobasicsections:
Uppersection.Containsstandardcontactinformationsuchasname,addressandtelephonenumbers,andfiveuser
definablefields.Thispartofthescreenistheprimarycontactinformationbecauseitdisplaysthecompany'snameand thenameofthecompany'sprimarycontact.Itiscommontocompletetherestofthecontactrecordwithinformation relatedtotheprimarycontactofthatcompany.

Lowerpart.Organizessecondaryinformation,suchasRelationships,notes,pendingactivities,andhistoryrecords,into
Contacttabsstoringinformationlinkedtothecontactrecord.Forcontacttabinformation,see"AbouttheRelationships Tab"onpage184. Eachrecordalsohasasetofassociatedcustomizableproperties:

RecordrelatedSettings.Phonenumberformat,recordownership,andalerts.Formoreinformation,see"Aboutthe
RelationshipsTab"onpage184.
ContactDetails.Occasions,free/busy,anddigitalIDs.Formoreinformation,see"WorkingwithContactDetails"onpage
184.
About Contact Record Tabs

Thetabbarappearsinthemiddleofacontactrecord.Itcontainsaseriesoftabfoldersfororganizinginformationrelatedto thecontactincludingRelationships,Details,Notes,GM+View,Pending,History,Opportunities,ProjectsandCases.
To View the Information on a Tab

Selectatabfromthedefaultlayout,orcustomizethetablayoutbyselectingfromthepulldownmenuattherightofthe window.
Shortcutkey.Typeashortcutkeytolaunchthetab. Mouse.Ifyourlayoutincludesmoretabsthanfitinthecontactrecordwindow,clickthedropdownarrowatthe
beginningoftherowandselectthetabfromthemenu. Aselectedtabmovestothefrontandchangescolor.ThelowerpartoftheRecorddisplaysinformationspecifictothetab. Usethescrollbarsorresizethewindowtoviewalltheinformation.OrchangethedisplayedtabsbasedonUserOptions. Tabshavelocalmenus.Rightclicktodisplay.Toapplyacommandtoalistedrecord,selecttherecord,thenrightclickto displaythelocalmenu.
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About Contact Record Tabs 173
Contact Record Tabs

ThefollowingtabsareavailableinGoldMine:
Cases.Showsthecaseinformationforacontact.See"UsingtheServiceCenter"onpage229. Contacts.Displaysinformationaboutadditionalcontacts. Details.Storesinformationaboutthecontact,suchasemailaddresses,pagerPIN,birthdaysandsoon.See"Aboutthe
DetailsTab"onpage186.
Field.Displaysinformationintheuserdefinedfields. GM+View.CreatesacustomizableinformationpageusingHTMLcapabilities. History.Storescompletedscheduled/unscheduledactivitiesforthecontact.See"SchedulingActivities"onpage75. Relationships.Showsthegraphicinterfaceforacontact.Formoreinformation,see"AbouttheRelationshipsTab"on
page184.
Link.Listsfileslinkedtothecontact.See"LinkingFilestoaContactRecord"onpage180. Members.DisplaysthecontactGroups(Fixedsetofcontactrecordsthatmeetaninitialsetofconditions.See"Groups"
onpage207.
Notes.Storesfreeforminformationaboutthecontact.See"AbouttheNotesTab"onpage189. Opportunities.Displaysopportunitieslinkedtothecontact.See"OpportunityandProjectManagement"onpage159. Pending.Displaysallactivitiesscheduledforthecontact.See"SchedulingActivities"onpage75. Projects.Displayslongtermprojectstowhichthecontactislinked.See"OpportunityandProjectManagement"on
page159.
Processes.DisplaystheAutomatedProcessesattachedtothecontact. Referrals.Referralscreatealinkbetweentwocontactrecordsinthedatabase.See"AbouttheReferralsTab"onpage
189.
Summary.Displaysactivityinformationforthecontactandthecontactrecord.See"AbouttheSummaryTab"onpage
191.
Ticket.AvailablewhenusingGoldMinewithanELicense,onanSQLdatabase,andintegratedwithHEAT.Formore
informationtheTickettab,seetheTicketTransferUtilitywithHEATIntegrationsectionintheGoldMineAdministrators Guide.
To Customize Contact Record Tabs

YoucancustomizetheContactRecordtabstoyourparticularneeds.Youcanaddordeleteatab,rearrangetheorderin whichtheyappearorrenamethetabs. 1. AttheContactRecordtabsarea,clickthemoretabwhichappearsleftofthetabs. Alistofthetabsappears. 2. ClickCustomizetoviewtheDisplayTabsdialogbox. Toaddatab,checktheboxnexttothetabnameyouwanttodisplayandthenclickOK. Todeleteatab,unchecktheboxnexttothetabnameyouwanttodeleteandthenclickOK. Torearrangetheorderofthetabs,selectthetabandclicktheMoveUporMoveDownandthenclickOK.Thetabs orderchanges. Torenameatab,selectthetabandclickRename.TypethenewnameinthedialogboxandclickOK.Thenew nameappearsonthetab.TomakethischangeglobalthroughoutGoldMine,clickCustomizetablabelsglobally. Toabandonthechanges,clickResetandthenclickOK.Theoriginaltabs,tabnames,andtaborderappear.
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About Creating Contact Records

Createcontactrecordsseveralways:
Createanewrecordforanewcompany. Createanewcontactwithanewrelationshiptree(organizationalchart). Createanewcontactbasedonarecordtype.
Creating New Default Record Types

CreateContactRecordsseveraldifferentways.Themethodoutlinedherecreatesanewrecordbasedonarecordtype.Also createanewcontactwithaneworganizationalchartorcreateanewcontactlinkedtoanexistingorganizationalchart. Newrecordsbasedonrecordtypesrequireyoutoconfigurethenewrecordcreationoptionsforthevariousrecordtypesin theRecordTypesAdministrationCenter.Tocreaterecordsbasedonrecordtypes,youmustuseFieldvaluebasedrules. 1. OpentheFilemenuandselectNew>NewDefaultRecordType.TheNewCompanyandContactdialogboxappears. Thedialogboxdisplaysfieldsspecifiedwhenconfiguringthenewrecordcreationoptions. 2. Ineachfield,typeorselectthevalueinF2Lookuplists. 3. SelectViewinnewwindowtoopentherecordinasecondcontactwindowwhencompletingtheAddaNew<record typename>Recorddialogbox.ClickOK. 4. TheDuplicateCheckingareadisplaysuptofourfieldsyoucanselectforduplicatechecking.Thenamesoftheselected fieldsdisplayintheDuplicateCheckingarea.Ifyouselectedlessthanfourfieldsforchecking,n/aisdisplayedforthe extrafieldsandtheoptionisdimmed. Duplicatecheckingverifies,basedontheselectedfields,thatyouarenotcreatingaduplicateofanexistingrecord. 5. ClickOK.Thecontactwindowdisplaystherecord.Completetheprimaryfieldsnotincludedinthedialogbox.Also selecttheFieldstabandcompletethenecessaryfieldsintheCustomScreenassociatedwiththerecordtype.
Creating a New Contact Record

Usethefollowingproceduretocreateanewrecordforanewcompany. Notethatrequiredfieldsdisplaywithasurroundingredbox.IfyoudonotenterdatainarequiredfieldtheRequiredFields Alertdialogboxopens. 1. ClickNewButton, oropentheFilemenuandselectNew>NewRecord. TheNewRecorddialogboxopens. 2. AttheRecordTypedropdownbox,selectthetypeofcontactyouwanttocreatefromthepulldownmenu. ThesetofrecordtypesavailabledependsontheconfigurationofyourGoldMinesystem. Tocreateanewcontactrecordwithanewcontactorcompany,select[Plaincontactrecord].
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About Creating Contact Records 175
3. Clickinthearearightofeachfieldname,andinthedropdownboxselectortypetheinformationforthefield. Company.Typeinthenameoftheorganizationforthisrecord(requiredfield). Contact.Typeinthefirstnameoftheprimarycontactatthecompany(requiredfield). Last.Typeinthelastnameoftheprimarycontactatthecompany. Prefix.Selecttheprefix(Mr.,Mrs.,andsoon)oftheprimarycontactatthecompany. Dept.TypeinorselecttheDepartmentdesignationoftheprimarycontactatthecompany. Title.Typeinorselectthetitledesignation,(AccountManager,Consultantandsoon)oftheprimarycontactatthe company. Source.Typeinorselectthesourceofthecontact,forexamplePhonebook,newspaper,andsoon.) Recordtype.Typeinorselectthetypeofrecord,forexampleEUCustomer,Press,andsoon. Industry.Typeinorselecttheindustryoftheprimarycontact,for Phone(1,2,3).Typeinthetelephonenumber(s)fortheprimarycontact. Ifyouareenteringinternationaltelephonenumbers,clicktheInternationalPhoneFormatcheckbox.
Ifyouleavethisfieldblank,GoldMineappliesUnitedStatesandCanadianformattingtothetelephonenumber.
Ifyouselectthischeckbox,telephonenumberarenotformatted.
TheInternationalFormatboxisselectedbydefaultifthecountrysettingintheWIN.INIisnottheUnited
States.
Fax.TypeintheFaxnumberfortheprimarycontact. EmailAddress.Clickthedownarrowandcompletetheemailinternetemailaddressforthecontact.Theemail
addressstoresintheDetailstabanddisplaysintheprimarycontactpanes. appearsintheformathttp://www.something.com;forexample,http://www.frontrange.com.GoldMinestores thisaddressasaDetailst 4. IntheCreationMethodarea,selectthedesiredoptions. CopyCurrentrecord.Clickonthisoptiontouseanexistingcontactrecordasatemplateforanewrecordtoavoid havingtotypethesameentriesinprimaryfields.Clickthischeckboxtocreateacontactrecordwiththeprimary fieldentriescopiedfromtheactiverecord.TheContact,EmailAddress,Title,andDeptfieldsarenotcopied.To createacompletelynewContactrecord,donotselectthisoption. Viewinnewwindow.Clickthischeckboxtodisplaythenewrecordinaseparatewindowappearinginfrontofthe currentcontactrecord,whichremainsinyourworkarea.Thenewrecordbecomestheactiverecord. 5. IntheDuplicateCheckingarea,selectthefieldstobecheckedforduplicatedatainothercontactrecords.IfGoldMine findsamatch,youwillreceiveawarningthattherecordalreadyexistsanditasksyouwhethertoproceed. Phonenumber.CheckthisboxtohaveGoldMinecheckthePhone1fieldforexistingrecordsthathavethesame telephonenumberastheoneenteredforthenewcontact. Email.CheckthisboxtohaveGoldMinechecktheemailaddresstoseeifitalreadyexists. 6. ClickOK.
WebSite.TypeinorselecttheWebsiteassociatedwiththecontactorthecompany.AtypicalWebsiteaddress
Duplicate Warnings
GoldMinecheckscompanynames,contactnames,phonenumbersandemailsforpossibleduplicates.Ifaduplicateexists, awarningappears.
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Duplicate Company or Contact Names

Ifyoucreateanewrecordandenteracompanynameorcontactnamethatalreadyexistsforanotherrecord,thefollowing dialogboxopens.
ClickShowContacttoseetherecordthatcontainstheduplicatename. ClickAddAnywaytoaddtherecordwiththeduplicatecompanyorcontact.
Duplicate Phone Numbers

Ifyoucreateanewrecordandenteraphonenumberthatalreadyexistsforanotherrecord,thefollowingdialogboxopens.
ClickShowContacttoseetherecordthatcontainstheduplicatetelephonenumber. ClickAddAnywaytoaddtherecordwiththeduplicatetelephonenumber.
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Duplicate Warnings 177
Duplicate E-mail Addresses

Ifyoucreateanewrecordandenteranemailaddressthatalreadyexistsforanotherrecord,thefollowingdialogbox opens.
Inthisdialogbox,youcanchoosefromthefollowingoptions:
ClicktheLeavetheEmailaddressattachedtocontactXXX(donotattachtothiscontact)radiobuttontokeepthee
mailaddresswiththeoriginalcontact.
ClicktheAttachedEmailaddressestothiscontact(createduplicate)radiobuttontokeeptheemailaddressduplicate. ClicktheMovetheemailtothiscontact(removefromcontactXXXX)radiobuttontokeeptheemailaddressand
removefromtheoriginalcontact.
Adding Contacts To an Existing Company

Youcancreateanewcontactandaddittoanexistingcompany.ThesecontactswillappearontheRelationshiptab. 1. AttheContactlistview,doubleclickonacontact. TheDetailviewforthecontactopens. 2. ClickontheRelationshiptabandthenclickAddContact. TheAddRelationshipdialogboxopens. 3. ThecompanyattachedtothecontactisthedefaultintheCompanyfield.Tosearchforanothercompany,clickthe Searchbutton. TheSearchCenteropensandyoucanselectthecompanyyouwant. 4. AttheContactfield,clickthedownarrowtoselectthenewcontact. 5. AttheRelationfield,clickthedownarrowtoselecttherelationshipofthenewcontacttothecompany. Tocreateanewrelation,clickthedownarrow,thenselectAddNewandthentypeinthenewrelation. 6.Clickoneofthefollowing:
SaveandNew.ThenewrelationshipappearsintreeformontheRelationshiptab. SaveandClose.ThenewrelationshipappearsintreeformontheRelationshiptabandthenclosestheAdd
Relationshipdialogbox. Cancel.Canceltherelationship.
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Required Fields Alert Dialog Box

TheRequiredFieldsAlertdialogboxdisplaywhensavingorleavingaContactRecordwithoneormorefieldsrequiring data,orwhenchangingaprimaryfieldsviewwithoutpopulatingthefield.Whenreceivingthiswarning,enterthecorrect dataoroverridethefieldrequirements.
IfyouwanttoconfiguretheRequiredDataEntrysettingforafield,clicktheSecuritytabontheFieldPropertiesdialog
boxandmakethedesiredchanges.Formoreinformation,see"EditingFieldProperties(SecurityTab)"onpage15.
Ifyouwanttooverridetherequiredfield,youmusthavetheRequiredfieldoverrideoptionselectedontheAccesstab
ontheUserPropertiesdialogbox.Allusersthatareallowedtooverridemusthaveapassword.Formoreinformation, see"SettingUserAccess"onpage4.
To Override Required Fields

1. WhentheRequiredFieldsAlertdialogboxappears,selecteither: OK.Closesthedialogbox,lettingyouadddatatothefields. SkipRequiredEntry.Expandsthedialogbox,lettingyouspecifythereasonandauthorizetheoverride. 2. IfyouselectedSkipRequiredEntry,thedialogboxexpands.IntheReasonfield,typethereasonfornotupdatingthe fieldorselectthereasonfromtheF2Lookuplist. 3. AttheAuthorizinguserdropdownlist,selecttheuserwithpermissiontooverridetheentry. 4. Typetheuser'sPassword. 5. ClickAuthorized!. 6. Savethecontactrecordwithouttherequireddata;anOverrideactivityaddstotheHistorytaboftherecord.
Editing Contact Records

Youcanupdatecontactrecordswithnewinformationorchanges. 1. Positionthemousecursorinsidethefieldandclicktoactivateacursor. 2. Typeyourchangesintheselectedfield,oreditbasedonF2Lookupvalues. ToeditbasedontheF2Lookuplist,clicktherightfacingarroworpressF2todisplaythepredefinedfieldvalues.Select thevaluetoupdatethefieldwith.YoucanaddvaluestotheF2Lookups. 3. Toadvancebetweenfields,presstheTabkey.YoucanalsoselectfieldsbyclickingCTRL+(Firstletteroffieldlabel). NotethattheTabkeygoesthroughfieldsintheordersetintheFieldPropertiesdialogbox>Layouttab>FieldOrder area. ChangetheorderbychangingthePositionNumber.ThisdoesnoteaffectwherethefieldsdisplayintheContact record. 4. Aftereditingthecontactfields,pressESCorgotothenextrecordtoedit. Somefields,suchastheLastUpdatefieldontheSummarytab,aredisplayonly.GoldMinegeneratesthevalueof thesefieldsautomatically,andpreventstheuserfrommakingchanges.Ifyouclickononeofthesefieldswiththeleft mousebutton,noactionwilltakeplace.
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Printing Contact Records

Whenyoumakeaprintrequest,GoldMinegathersthecontactinformationintoareportandthenprintsthereport. 1. SelectthecontactrecordyouwanttoprintandclickthePrintbutton.
2. AtthePrintReportdialogbox,completethefields: Type.Selecttheproducttypeofreport,forexampleGoldMine. Category.Selectthecategoryofreport,forexampleServiceReportorContactReport. User.Selecttheuserofthereport,ifneeded. Report.Thenameofthereport. Currentcontactonly.Selectthisoptiontoprintareportforthecontact. Allcontactsinthefollowingfiltersorgroups.Selectthisoptiontoprintallcontactsorallcontactsinafilteror group,andthenselectthefilterorgroup.ThedefaultisAllContacts. Tosendthereporttoawindowonline,selectWindow.Tosendthereporttoaprinter,selectPrinter. Thereportdisplaysorstartstoprint.
Linking Files to a Contact Record

GoldMinestoreslinkeddocumentrecordsundertheLinkstab.Forexample,ifaprospectcallstodiscussabidyousent, retrievethedocumentbydoubleclickingthelinkstoredwiththeprospectsrecord. Uselinkeddocumentsasthebasisofbuildingagroup. AlsomanuallylinkdocumentsusingthelocalmenuintheLinkstaborbydragginganddroppingfilesfromMicrosoft WindowsExplorerintoGoldMine.Inadditiontofilelinks,linkanyWindowsfoldertoacontactrecord.
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Displaying Multiple Contact Records

DisplaymanycontactrecordsintheGoldMineworkarea.Onlyonerecordcanbeactiveonthescreen. 1. AttheContactslistview,selectWindow>NewContactWindow. Anewcontactwindowappearswiththesameinformationasthefirstcontactwindow. 2. Scrollthroughthecontacts.Ifyouhavealargeamountofcontacts,usetheContactSearchCenterortheUniversal Searchtolocatethecontact. Eachnewcontactwindowyouopenisaduplicateoftheactivewindow.
Deleting Contact Records

YoucandeletecontactrecordsfromyourdatabaseusingtheDeleteoptionortheDeleteWizard. TousetheDeleteWizard,youmusthaveMasterRights.Formoreinformationsee"UsingtheDeleteWizard"onpage181. Todeleteallorpartofarecord,therecordmustbeactiveonthescreen,andyoumusthavebothDeleteandEditTab Folderspermissions. Usethefollowingproceduretodeleteacontactrecord. 1. Selectthecontactrecordtodelete. 2. ClickDelete intheContacttoolbar. 3. AttheDeletecontactrecorddialogboxselectanoption.
NOTE:Bydefault,allcheckboxesareselected.ReviewselectedboxesbeforeselectingDelete.Youcannot
undodeletions.
Deletetheselectedcontactrecord.Deletesthecurrentcontactrecord,includingitsrelatedadditionalcontacts,
detailentries,andreferrals.Historyrecordsforthecontactarenotdeleted,butbecomeunlinkedactivities.
Deletecontactsscheduledactivities.Deletesallpendingactivitiesforthecurrentcontact. Deletecontactshistoryrecords.Deletesallhistoryofactivitiesforthecurrentcontactrecord.Sincethesame
historyfileisusedforviewingtheCompletedActivitieshistoryforaspecificuser,deletingthehistoryofacontact recordaffectstheactivityanalysisstatisticsforalltheuserswhohavecompletedthoseactivities.
NOTE:Emailsarenotdeletedbutonlyunlinked.Thisisvalidforpendingemails(scheduled)andalsofor
filedemails(history).
Deletecontactsopportunity/projectrecords.Deletesallopportunityand/orprojectslinkedtoacontact.These
recordsareremovedfromtheOpportunitiestaband/ortheProjectstab.Selectingthisoptiondoesnotdeletethe opportunityorprojectfromtheOpportunity/ProjectManager. Deletecontact'scases.Deletesallcaseslinkedtoanopportunity. Synchronizethisrecordsdeletions.Letsdeletionsassociatedwiththiscontactrecordbesynchronizedwithremote sites. 4. ClickDelete.GoldMinedeletesthecontactrecord.
Using the Delete Wizard

Toupdateyourcontactdatabasebydeletingsomeorallcalendarrecords,historyandorcontactrecords,useGoldMines DeleteWizardtoreducethepossibilityofanunintentionaldeletion.
NOTE:OnlyuserswithMasterRightscanaccesstheDeleteWizard.
UsethefollowingproceduretodeleterecordswiththeDeleteWizard. 1. SelectTools>DataManagement>DeleteRecords.
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TheDeleteWizardopens.
2. SelectonedeleteoptionandthenclickNext. Deleteoldhistoryrecord.Purgesoldhistorydatafromthecontactdatabase.Deleteallhistoryrecordsfromthe contactdatabase,oractivateafilterorgroup,thenusethisoptiontodeletehistoryrecordsfromthesubsetof records.
NOTE:Removingoldhistoryrecordsperiodicallycansignificantlyreducetheamountofdiskspaceusedby
contactsets.
DeleteALL(filtered)contactrecords.Deletesasubsetofrecordsfromthecontactdatabasebasedonafilteror
group.
3. Specifytherecordsyouwanttodeletebyclickingthedownarrowandselectingagrouporfilter.ThedefaultisAll contactrecords.ClickNext.
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4. IfyouselectedDeleteoldhistoryfiles,selectadatefromwhichyouwantfilesdeleted.Ifyouwantallfilesdeletedup to10/01,forexample,selectthatdate.ThentypeinDeleteAllHistoryFiles.Thisrequirementreducesthepossibilityof anunintentionaldeletionofcontactrecords.ClickNext.
IfyouselectedDeleteALL(filtered)contactrecords,completethedeletewindow.Forinstructionsoncompletingthis window,see"DeletingContactRecords"onpage181.ThentypeinDeleteAllcontactrecordsThisrequirementreduces thepossibilityofanunintentionaldeletionofcontactrecords.ClickNext.
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Using the Delete Wizard 183
5. Ifyoudonotwanttosynchronizethedeletions,uncheckSynchronizeDeletionsandclickFinish. IfyouselectDeleteALL,theDeleteALLcontactrecordsdialogboxopens.
Working with Contact Details

Defineorviewcontactdetailsforanactivecontactrecord.Contactdetailsprovideinformationforthefollowing:
NOTE:YoucancopycontactinformationtotheClipboardusingtheEdit>CopyContactDetailscommand
andthenselectingthedesiredtypeofinformationfromtheCopyContactInfotoClipboarddialogbox.
Occasions.Createoccasionsrecurringoccasionsforcontacts(see"OccasionsintheCalendar"onpage100). Free/Busy.Accessacontact'sfree/busyfile(.ifb)toafile,ftpsite,orhttpsitesoGoldMinecanreadit(see"Free/Busy
Configuration"onpage102)
DigitalIDs.Importacontact'sdigitalIDfile(.p7band.cer)touseenhancedsecurityonsignaturesandencryption(see
theSettingDigitalIDsectionintheGoldMineAdministrationGuide).
About the Relationships Tab

TheGoldMineRelationshipstabgraphicallydisplaysorganizationalrelationshipsandcontactinformationinarelationship treestructure.Bydefault,itappearsfirstinthecontactrecordtabs. NavigatetheRelationshipstabusingitslocalmenuortoolbar.UsetheRelationshipsTabto: CreateRelationships,Sections,andContacts. Setreadandupdateaccessonrelationships,sections,andcontacts. ActivategroupsbasedontheRelationshipshierarchy. CopydatatoagroupofcontactsbasedontheRelationship.
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Creating Relationships
Relationshipsarelinkedtothespecifiedcontactrecord.Therelationship'snameistakenfromtheCompanyfieldofthe selectedcontactrecord.Createupto5subsidiarylevelsundereachorganizationandlinkcontactstoanysection. Usethefollowingproceduretocreatearelationship. 1. AttheRelationshipsTab,rightclickandselectCreateanewRelationship(ifthepaneisempty),orLookUpa Relationship. TheNewRelationshipTreeOptionsdialogboxappears.
2. Selectfromthefollowingoptionsasneeded: LookupanothercontactandcreateaRelationship.LaunchestheContactSearchCenterandletsyouaddanew Relationshiptoanothercontactrecord. CreateaRelationshipbasedon.CreatestheRelationshipbasedonthecurrentcontactRecord. 3. Addsectionsandcontactstoexistingrelationshiptrees.
Adding Contacts To Existing Relationship Trees

Youcancreateanewcontactandaddittoanexistingcompany.ThesecontactsdisplayontheRelationshiptab. Usethefollowingproceduretoaddcontactstoanexistingrelationshiptree. 1. AttheContactlistview,doubleclickonacontact. AttheDetailviewforthecontact,clickontheRelationshiptabifnotselected. 2. RightclickontherelationshiptreeandselectNewContact. 3. Toaddanexistingcontact,selectLookupanexistingcontactandaddittosection. Doubleclickonthenametobeadded. 4. Tocreateanewcontact,selectCreateanewcontactandlink. CompletetheNewRelationshiptoanExistingCompanydialogbox.Formoreinformationoncompletingthisdialog box,see"CreatingaNewContactRecord"onpage175.
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Creating Relationship Sections

Usethefollowingproceduretosubdivideanorganizationintodivisionsordepartments. 1. AttheRelationshiptab,rightclickanexistingrelationshipandselectNewSection. TheSectionPropertiesdialogboxappears.
2. AttheSectionHeadingtextbox,acceptthedefaultcontactasthesectionheadingtitleortypeanewone. 3. SelectLinkto<contact>tolinkthecontacttoarelationshiptree. 4. AttheInsertnewsectionlist,selectwhereyouwantthenewrelationshiptoresideandthenclickOK: UnderManager.Placesthenewsectionasasubcategoryofthemanagercategory. AboveManager.Placesthenewsectionasaseparateheadingabovethemanagercategory. Belowmanager.Placesthenewsectionasaseparateheadingbelowthemanagercategory.
Adding Contacts to Relationships

Usethefollowingproceduretoaddcontactstoexistingrelationshipsandrelationshipsections,creatinglinksbetween contactrecords. 1. AttheRelationshiptab,selectarelationshiporsectionandrightclicktoselectNewContact. 2. Toaddacontact,select: LookupanexistingContactandaddittotheSection.LaunchestheCenterandletsyousearchforacontact.Double clickonacontacttoaddittotheRelationship. Createanewcontactandlink.LaunchestheNewCompanyandContactdialogbox.Whenfinished,thecontactis addedtotheexistingRelationshipandtotheRelationshiponthenewcontactrecord. LinkallGroup/FilterContactstotheSection.AddsallthemembersoftheactivatedfilterorgrouptotheRelationship.
About the Details Tab

TheDetailstabstoresinformationaboutthecontact,suchasemailaddresses,pagerPIN,birthdatesandsoon.This informationisindexedforrecordsearching.WebsiteandInternetemailaddressesstoreintheDetailstab. StoreadditionaluserdefinedinformationinthecontactDetailstabsection.TheDetailstabletsyoustoremultiplepiecesof informationonthesamesubjectwithoutcreatingnewfields(forexample,ifkeepingtrackofthetypesofcarsacontact owns,youcancreateaseparaterecordforeachvehiclewithoutcreatingnewfields). TheDetailtabsupportsaonetomanyrelationshipwiththecontact.ThedatastoresintheContSupptable.Eachrecord containsatleastthefollowing:
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Date.Thedatethedetailrecordwascreated. Detail.Thenameofthedetailrecordentry(CreditCardNumber,ComputerType). Reference.Thevalueassociatedwiththedetailentry(forexample,ifthedetailentryisComputerType,thereference
wouldbeDell). DefinestandarddetailrecordsusingtheF2Lookuplist.Customizebycreatingextendeddetailrecords.AddaDetailtothe DetailTabbyrightclickingthetabandselectingNew.TheDetailPropertiesdialogboxopens.
Adding Detail Records

DefineanewDetailrecordtotrackbasicinformationontopicsmeaningfultoyourbusiness.Detailrecordsareaddedtothe DetailLookuplist(F2). EveryDetailcreatedalsohasitsownReferenceLookuplist. Usethefollowingproceduretoaddadetailrecord. 1. RightclickundertheDetailstabandselectNew.
2. 3. 4. 5.
AttheDetailtab,clickthearrowbuttonattheendoftheDetailfieldtoopentheDetailNamesdialogbox. SelectapredefinedvaluefromtheDetailF2Lookuplist,orcreateanewone. IntheReferencefield,typeorselectavaluefromtheReferenceF2Lookup. Toaddanynotestothisdetail,typethemintheNotesfield. Notesareuniquetoeachdetailrecord.
6. ClicktheInfotabifneeded. Youcanupdateuptotwelvefields.CustomizethefieldlabelsthroughtheSetuptab.Formoreinformationaboutthe Setuptab,seetheCreatingDetailsInformationFieldssectionintheGoldMineAdministrationGuide. EachfieldcanbecontrolledbytheF2Lookup,requiringuserstoinputconsistentinformationusingtheSetuptabon thedialogbox. 7. Ifenteringanemailaddress,selectPrimaryAddresstousetheselectedaddressastheprimary(default)addressfor thecontact. 8. IntheAudittabyoucanviewtheinformationaboutthecontactrecordcreationandupdates. Youcannotchangetheinformationonthistab.
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About the Details Tab 187
Deleting a Detail Record

Usethefollowingproceduretodeleteadetailrecord 1. Selecttherecordtodeleteandrightclick. 2. Atthelocalmenu,selectDelete.
About the Pending Tab

ThePendingtabdisplaysallactivitiesscheduledforthecontact.UsethePendingtablocalmenutomanagepending activitiesforthecontactrecord. ThePendingtabcontainsthefollowingfields:
Activity.Displaysavalue(basedontypeofscheduledactivity).Activitiesinclude: Appt(appointment) Call(callback) Action(nextaction) Lit(literaturerequest) Message(message) Sale(forecastedsale) Other(otheraction) Todo(todo) OutMail(queuedInternetemailmessages) Date.Dateactivityisscheduledforcompletion. Time.Scheduledtimeoftheactivity. User.Nameoftheuserforwhomtheactivityisscheduled. Code.Activitycode,orotheridentifier,thatcategorizestheactivity. Reference.Referenceinformationenteredforthescheduledactivity(Followup,Closedeal).
Activities Local Menu

TheActivitieslocalmenuallowsyoumanagescheduledactivitiesinthePendingtabandActivitylist.Forexample,youcan scheduleanappointmentorcompleteacall. Thelocalmenucontainsthefollowing:
Schedule.Letsyouselectaparticularactivitytypetoschedule. Zoom.OpenstheactivityZoomdialogbox,allowingyoutoview,complete,ordeleteanactivity. Complete.Completestheselectedactivity. Reply.OpenstheReplytoanactivitydialogboxandthenletsyousendemailtotheuserregardingtheactivity. Options.AllowsyouselectAutoUpdateorFilter. Find.OpenstheFinddialogbox,allowingyoutosearchforaparticularactivityrecord. Outputto.AllowsyoutoselectPrinter,Word,Excel,Clipboard,oriCalendarfileforoutputoptions. Delete.Removestheselectedactivitywithoutcreatingahistoryrecord. Edit.OpenstheScheduleanactivitydialogbox,allowingyoutheedittheinformation.
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About the Notes Tab

TheNotestaballowsyoutostorefreeformwritteninformationaboutthecontact,suchasanygeneralcontactinformation thatdoesnotfitconvenientlyintofixedlengthfieldsonthecontact.ScreenrefreshslowsasthesizeoftheNotesgrows (becausetheentireNotesfieldmustbereadfromthedatabaseeachtimeacontactrecordisdisplayed).Usemanageable segments,theHistorytab,orcreatealinkeddocument.
To Add, Edit or Delete a Note to the Note Tab

1. AttheNotestab,clickAddnote. TheNotesareaopens. 2. Aftercompletingthenote,clicktheSavebutton. 3. AnAlertofSuggestionswindowappears.Usethesuggestionsifyouneedthem. ThenoteappearsintheNotestabwithatimestamp. 4. Toeditanote,selectthenote,rightclicktobringupthelocalmenu,andthenclickEdit. 5. Todeleteanote,selectthenote,rightclicktobringupthelocalmenu,andthenclickDelete. TrackdailyinteractionswiththecontactontheHistorytab.Thistabhasanextensivenotesfieldandiseasytosortand search.
About the Referrals Tab

Referralscreatealinkbetweentwocontactrecordsinthedatabase.Whenaprospectisreferredtoasalesperson,arecord ofthereferralismaintainedhere.Afteryouestablishthelink,jumptothelinkedcontactrecordbydoubleclickingona referralrecord.Thetabcontains: Date.Datecreated. Referral.Nameofthecompanylinkedtothereferralrecord. Reference.Detailedinformation(reasonforthereferral). User.Nameoftheusercreatingthereferralrecord. GoldMineaddsaTo:totheentryintheoriginatingcontactrecord,addsaFor:totheentryforthecontactselectedfromthe ContactSearchCenter,andthenrecordstheactionintheHistorytab. Usethefollowingproceduretocreatereferralrecords. 1. 2. 3. 4. 5. ClickontheReferralstaborclickthedownarrowandselectReferralsfromthedropdownlist. RightclickintheareabelowtheReferralstabandselectNew. UsingtheContactSearchCenter,searchforthecontactyouwanttocreatealinkfor. DoubleclickthecontacttolaunchtheReferralPropertiesdialogbox. TheReferthiscontactfielddisplaystheactivecontactrecordandtheTothiscontacttextboxdisplaysthecontact selected.IntheReferencefields,typeadescriptionorselectanF2Lookupdescription. 6. ClickInsertNotestocreateadate/timestampandthentypeanote. TheAudittabdisplayshistoricalinformation. 7. SelecttheStatustabtoselectthecurrentstatusfromalistthatrangesfromInitialContacttoDone! 8. SelectoneormoreoftheoptionstosharewithotherusersandthenclickOK. GoldMineaddsaTo:totheentryintheoriginatingcontactrecord,aFor:totheentryforthecontactselectedfromthe ContactSearchCenter,andupdatesthecontactsHistoryrecord.
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About the Notes Tab 189
About the History Tab

TheHistorytabstorescompletedscheduledandunscheduledactivitiesforthecontact.Thetabdisplaysthefollowing information:
Date.Datetheactivitywascompleted. User.NameoftheGoldMineuserwhocompletedtheactivity. Activity.Typeofactivity.GoldMinerecordsthesetypes:
Action Appoint. CallBack CallIn CallOut EmailIn EmailOut Event Form Lit MsgRtn MsgFiled Other Todo
NextAction Appointment Scheduledcall Incomingcall Outgoingcall Receivedemail Sentemail Event Mailmergedcorrespondenceform Fulfilledliteraturerequest Returnedmessage Filedmessage Otheraction Todoaction
Code.Activitycodeassociatedwiththecompletedactivity.TodisplaytheCodecolumn,placeShowHistActvCode=1inthe [ActvObj]sectionoftheusername.ini. Result.Theresultcodeletsyoucategorizetheoutcomeoftheactivity.Useittoanalyzecompletedactivities. Reference.Referenceinformationenteredwhentheactivitywascompleted.Indicateswhatactionwastaken(Sentletter, Leftvoicemail).Ifyouactivateahistoryfilterfromthelocalmenu,GoldMineplaces[FilterActive]intheReferencecolumn title. Notes.Freeformtextaboutthecompletedactivity.Canincludeallnotesaddedastheactivityprogressedorinformation explainingauser'sinvolvementwithacontact.Fieldstoresupto32kbperrecord,withnolimittothenumberofhistory recordspercontact.
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About the Summary Tab

Displaysactivityinformationforthecontactandthecontactrecord.YoucannotchangethefieldsettingsintheSummary tab.Thetabcontains: Comments.Displaysmiscellaneousinformationofupto65characters.Scrolltodisplayentirecontents. PrevResult.Displaysreferenceinformationenteredforthelastcalendaractivityforthiscontact.Automaticallyupdates eachtimeacalendaractivityiscompleted.Editasneeded. NextStep.Displaysinformationaboutthenextactivityassortedbyrecordtypecode. NextAction.Earliestscheduleddateofanextactionforthiscontact.AutomaticallymaintainsthedateofthependingNext ActionscheduledontheCalendar. Appointment.Dateofthefirstscheduledappointment. CallBack.Dateoftheearliestscheduledcallback. Forecast.DateoftheforecastedsalerecordedontheCalendarwiththeearliestpredictedclosedate. LastContact.Updatesdateandtimefieldswheneveratelephoneactivityissuccessfullycompleted. LastAttempt.Updatesdateandtimefieldswheneveranyactivityiscompletedasunsuccessful. LastUpdate.Updatesfieldstoindicateuserwholasteditedthecontactrecordandthedate. Creation.Updatesfieldstoindicateuserwhocreatedthecontactrecordandthedate. Record.Displaysn/ainthefieldbecauseSQLdatabasesdonotruntruerecordcounts.RunanSQLquerytogetarecord count.Formoreinformationonrunningqueries,seetheGoldMineAdministratorsGuide.
Searching for Contacts

Whenworkinginalargedatabase,tryingtolocateacontactorforinformationonacontactrecordbyscrollingthroughthe contactrecordsoneatatimeisinefficientandtimeconsuming. GoldMinePremiumEditiontwosearchoptionstohelpyousearchfor,organize,andcommunicatewithcontacts,the ContactSearchCenter(seepage191)andUniversalSearch(seepage196). Tofacilitateefficientsearching,usetheContactSearchCenter,orcreateSQLQueryFilters(see"CreatingSQLQueryFilters" onpage212).
Contact Search Center

TheContactSearchCenterisacentralsearchwindow.Youcanfindonerecord,orgroupsofrecords,basedoncriteriayou enteredorsearchesyousaved.Formoreinformation,see"SearchingforContactRecords"onpage194. YoucanaccesstheContactSearchCenterbyusingoneofthefollowingmethods:
ClickingtheSearchtoolbarbutton.LaunchestheCenterwithcurrentContact(primary)astheselectedsearchfield. ClickingonGoTo>ContactSearchCenter. EnteringanameortextstringintheFindContactsearchfieldatthetopoftheNavigationPane,andclickingGo.
LaunchestheCenterwiththeresultsfromthesearchfield.
Doubleclickinganindexedfieldlabel.LaunchestheCenterwiththeselectedfieldastheLookupoption.
TheContactSearchCentercontainsatoolbarforeasyaccesstosearchcenterfunctions.
NOTE:ConfiguretheContactSearchCenterusingtheUseroptionsLookuptab(see"SettingOptionsforthe
LookupTab"onpage16.)
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About the Summary Tab 191
Contact Search Center Toolbar

TheContactSearchCentertoolbarchangestoreflectthecurrentaction.Someoptionsareavailablewhencreatingorusing asavedsearch. Selectfromthedropdownmenu:
SaveasFilter SaveasGroup CopytoClipboard ExporttoWord ExporttoExcel
SavesearchcriteriaasaFilter.Availableonlyduringanactivesearch. SavesearchresultsasaGroup.Availableonlyduringanactivesearch. Copytheresultsofthecurrentsearchtotheclipboard. ExporttheresultsofthecurrentsearchtoaMicroSoftWorddocument. ExporttheresultsofthecurrentsearchtoaMicroSoftExceldocument. Printtheresultsofthecurrentsearch. Refreshesthedatafromthecurrentsearch. SelectAllTaggedRecordstoscheduleanactivityforagroupofcontacts,or SelectedContacttoscheduleanactivityforonecontact.Selecttheactivitytype fromthedropdownmenu:
Call NextAction Appointment Todo LiteratureRequest ForecastedSale Event
OpentheScheduleaCalldialog. OpentheScheduleaNextActiondialog. OpentheScheduleanAppointmentdialog. OpentheScheduleaTododialog. OpentheScheduleaLiteratureRequestdialog. OpentheScheduleaForecastedSaledialog. OpentheScheduleanEventdialog. Selectfromthedropdownmenu:
MailMerge EmailMerge
BeginmailmergeintheMailMergeProperties(Printing)dialog. BeginanemailmergeintheMailMergeProperties(Email)dialog. Selectfromthedropdownmenu.
ContactGroup DistributionList NewContactList
AddtheselectedContacttoaContactGroup. AddtheselectedContacttoaDistributionList. CreateaNewContactGroup.
NewDistributionList CreateaNewDistributionList OpentheLookuptabinUser'sOptions. OpentheBrowserColumnSelectiondialog.
IfyouwanttoshowtheSQLqueryscripteditorintheSearchCenter,checktheShowSQLqueryeditorintheSearchCenter optionintheUserOptionsdialogbox.Formoreinformation,see"SettingOptionsfortheLookupTab"intheAdministrator GuidePDForOnlineHelp.
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Saving Searches
Aftercreatingandrunningsearches,savethesearchesusingtheseoptions:
Savingsearchasafilter Savingsearchresultsasagroup
To Save Search Criteria as a Filter

Usethefollowingproceduretosavesearchcriteriaasafilter. 1. AftercreatingasearchintheCenter,saveitasafiltersearchandthenclickSave. Thesavemenuappears. 2. 3. 4. 5. 6. SelectAllListedRecords. SelectSaveasFilter.TheNewFilterdialogboxappears. TypeanameintheFilterNametextbox. SelectafilterownerfromtheUserdropdownlist. ClickOK. Thefilterissavedandthenameappearsbelowthespecifieduser'sfiltersintheFilterstabofFiltersandGroups.
To Save Search Criteria as a Group

Usethefollowingproceduretosavesearchcriteriaasagroup. 1. AftercreatingasearchintheContactSearchCenter,savetheresultsasagroupandclickSave.
TheSavemenuopens. 2. SelectOnlyTaggedRecordstosaveonlytaggedrecordsinthenewgroup,orAllListedRecordstosavetheentirelistof records. 3. SelectSaveasGroup.TheGroupProfiledialogboxappears. 4. IntheGroupNametextbox,typeinaname. 5. IntheCodetextbox,typeorselectacodefromtheF2Lookuplist. 6. FromtheUserdropdownlist,selectagroup. 7. ClickOK. Theresultsaresavedandthegroupnameappearsbelowtheselecteduser'sgroupsintheGroupstabofFiltersand Groups.
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Searching for Contact Records

Searchescanbebasedonindexedfields,primaryandadditionalcontacts,emailaddresses,anduserdefinedfields.Use thefollowingproceduretosearchforacontactrecord. 1. Openacontactrecord. 2. Inthecontactrecord,dooneofthefollowingtoopentheContactSearchCenter: DoubleclickonafieldsuchasCompanyorContact. RightclickonafieldandselectLookup<fieldname>.
ClickSearch
intheGlobalToolbar. TypesearchcriteriainthesearchfieldatthetopoftheNavigationPaneandclickGo. TheContactSearchCenteropenswiththeselectedfield.
Thedefaultsearchtoolusesfilterexpressionoperatorsandbooleanoperators,andcanbeexpandedtoincludemany criteria.AnoptionalSQLQueryEditorcanbeusedsimultaneously.Formoreinformationonfilterexpressions,see "AboutFiltersandGroups"onpage206orcontactyouradministrator. 3. SelectaFieldfromthedropdownlist.
TIP:YoucanalsotypeALT+OtoselectAdditionalContacts.
ForadditionalinformationaboutthefieldsdisplayedintheSearchbylist,see"SettingOptionsfortheLookupTab"in theAdministratorGuideorOnlineHelp. 4. SelectanOperatorfilterexpressionfromthedropdownlist. 5. TypethesearchvalueafterthefilterexpressionoperatorintheValuetextbox.
NOTE:Brackets["or]arenotvalidcharacterstouseinsearchesintheContactSearchCenter.
6. Ifnecessary,changethedisplayedcolumns.Formoreinformation,ondisplayedcolumns,see"BrowserColumn Selection"onpage195. Changethewidthofacolumntooptimizethedisplay.ChangethesizeofacolumnusingtypicalMicrosoftWindows mousefunctionsontheborderofthecolumnattheheadinglevel.FormoreinformationseetheMicrosoftWindows documentation. 7. Toexpandyourbooleansearch,clickAdd atthefarrightoftheSearchbymenu.
Anewmenuappearsbeneaththepreviousmenu,precededbyanANDorORoption.
SelectANDtocreateasearchthatreturnsrecordsmatchingallofthecriteria. SelectORtocreateasearchthatreturnsrecordsmatchinganyofthecriteria.
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Examples: Recordsmatchingallcriteriaarereturned:
Recordsmatchinganycriteriaarereturned:
8. Rightclickinthebrowsecolumnstoaccessotherfunctions.Thebrowsercolumnslocalmenuappears. ScheduleanactivitybyworkingwiththeCenterandtheGoldMineCalendar.Selectacontacttobescheduledanddrag ittotheopenCalendar.Whenyoureleasethemousebutton,GoldMinedisplaystheScheduleanActivitywindow.Use ittoscheduleanappointmentorotheractivityfortheselectedcontact. 9. SaveyoursearchcriteriaasaFilterorsearchresultsasaGroup.
Contact Search Center Query Editor

1. AttheDefaultSearch/QueryEditordropdownmenuinthetoolbar,selectQueryEditor.Thisaddsawindowunderthe defaultsearchtoolsforeditingandpreviewingSQLsearcheswithintheContactSearchCenter.
2. SelecttheSQLradiobuttontoviewthequeryinSQLformat. 3. SelectthexBaseradiobuttontoviewthequeryinxBaseformat. 4. Toeditthequery,clickEdit.Theviewwindowbecomesactiveforediting.
5. EditthequeryineitherSQLorxBase.ClickPreviewtoviewtheresultintheContactSearchCentertable. 6. ToclosetheQueryEditor,selectDefaultSearchfromtheDefaultSearch/QueryEditordropdownmenuinthetoolbar.
Browser Column Selection

Bydefault,theCenterdisplaystheCompany,Contact,Phone1,City,State,andPostalCodefields.Changetheinformation inthedisplayedcolumnstosuityourneeds. IntheContactSearchCenter,rightclickinthecolumnareaandselectSelectColumns.TheBrowserColumnSelection dialogboxappears.
Toaddafieldtothedisplayedbrowsercolumns,selectthefieldnameintheAvailablecolumnslistandclicktheright
arrow.ThefieldisaddedtothebottomoftheSelectedcolumnslist.
FieldsarelistedintheorderdisplayedintheCenter.Tochangetheordertothedisplayedfields,selectthefieldinthe
SelectedcolumnslistandclickUporDown.
ToremoveafieldfromtheCenterdisplay,selectthefieldnameintheSelectedcolumnslistandclicktheleftarrow.
TheOKbuttonisavailableonlyafteryoumakeachangeinthedialogbox.Ifyoudonotmakeanychanges,clickCancelto closethedialogbox.
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Contact Search Center 195
Setting Record Scroll Order in the Contact Search Center

WhenworkingwithCentersearchresultsandRecords,applytheSetRecordScrollOrderoption.
To Set Record Scroll Order 1. IntheCenter,displaysearchresultsinthebrowsecolumns. 2. RightclickinthebrowsercolumnsandselectSetRecordScrollOrder.

TherecordyouselectinthebrowsecolumnsautomaticallybecomesthedisplayedRecord. 3. TurnoffSetRecordScrollOrderusingthesamemethod.
Universal Search
YourorganizationmighthaveinformationstoredinmanyplacesinyourGoldMinePremiumEditiondatabaseinemails, contactnotes,activitynotes,linkeddocuments,theKnowledgeBaseandsoon.Youmightnotevenknowallthe informationthatexistsorwhereitislocatedbecauseitwasenteredbyanotherperson. InGoldMinePremiumEditiontheUniversalSearchfeatureisprovidedasasingleviewtoquicklyfindoutwhatinformation isinyoursystemandhowtonavigatetoit. UniversalSearchisaoneboxsearchenginethatallowsyoutoquicklyaccessasummaryviewoftheinformationyouare lookingfor,alongwithlinkstomoredetailedinformation. WithUniversalSearchyoucancreateaclearpictureofyourcustomerbecauseyouhaveaccesstoalltheinformationabout yourcustomerinyourdatabasewhetherornotyouentereditinthedatabase.UniversalSearchisveryusefulforsearching onpricelists,saleskickoffs,returnpoliciesandsoon.
Prerequisites
BeforeusingUniversalSearch,makesureyouhavethefollowingapplicationsinstalledonyourcomputer.
MicrosoftSQLServer2005
IfusingSQLServer2005Express,youhavetoinstallMicrosoftSQLServer2005ExpressEditionwithAdvancedServices inordertouseUniversalSearch.
MicrosoftSQLServer2008
IfusingSQLServer2008Express,youhavetoinstallSQLServer2008ExpresswithAdvancedServicesinordertouse UniversalSearch.
NOTE:WindowsSearchisnotinstalledbydefaultonWindowsServer2008.Theservicecanbeinstalled
throughtheServerManager(Start>AdministrativeTools>ServerManager>Roles>FileService>Role Services). MicrosoftWindowsDesktopSearchEngine.Thistoolcaninstantlyfinddocuments,email,attachments,andmore.For installationandusageinformationlookatthiswebsite: http://www.microsoft.com/windows/products/winfamily/desktopsearch/default.mspx MicrosoftSQLServerFullTextEngine.Thistoolisafulltextindexingandsearchengine.Forinstallationandusage information,lookatthiswebsite: http://msdn.microsoft.com/enus/library/ms142587.aspx
Security
GoldMinePremiumEditionwillsearchemails.IfthemessageisaccessiblethroughGoldMine,itwillbereturnedbya searchandwillcheckaccessrightsfortheCalendarandHistoryareas. TheUniversalSearchfeaturewillnotsearchforinformationinforeignemails.
196 Universal Search
GoldMine User Guide
Searching for Contacts with Universal Search

1. NavigatetoGoTo>Search>UniversalSearch. TheUniversalSearchviewopens. 2. AttheSearchfield,typeinthenameorkeywordforwhichyouaresearchingandthenclickGo.
Agridshowingthesearchresultsdisplayswiththefollowingfieldlabels:
Tag.Youcantag(thatis,check)aresultandthen,byclickingonthesmalldownarrownexttothecolumntitle,
selectafiltercriteria(forexample,True)toshowonlythetaggedrecords.Moreimportant,youcantagrecordsin thesearchresultstoactivatethemasacontactfilter. Rank.Therowrankingoftherecord.Thehigherthenumberthemorelikelytheinformationyouaresearchingfor existsinthisrecord. Contact.Thenameofthecontact. Company.Thenameofthecompanyname. FoundIn.Thelocationofthesearchresults.ItcanbeinseveralplacessuchastheContacttabortheNotestab, Historytabandsoon. Title.DependsontheresultintheFoundIncolumn.Forexample,iftheresultisContact,thetitleisthecontacts title;iftheresultisanemailthetitleissubjectoftheemail;iftheresultisKnowledgeBase,thetitleofthetopic andsoon. Created.Thedatetheresult(contact,activity,emailandsoon)wascreated. Modified.Thedatetheresult(contact,activity,emailandsoon)wasmodified. CreatedBy.Thepersonwhocreatedtheresult. Documents.ShowshowasearchresultislinkedtoGoldMine. Forexample,afileaddedtoacontactrecordasaLinksrecord.IfthefileispartofthesearchresulttheLinkedto columnwoulddisplaythecontacttowhichthefilewaslinked.All.Bringsupresultsofall. 3. Toopenthefileyouarelookingfor,dooneofthefollowing: DoubleclickonanyofthelinksinthegridsuchasNameorTitle.
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Universal Search 197
4. Rightclickonthelineofthecontactandselect: GotoContact.Opensthecontactwindowwiththeselectedcontact. GotoFoundIn.Drillsdownonanobjecttype, OutputtoPrinter,Excel,Word.Theoutputtoprinteroptiongeneratesthesystemreportassociatedwiththisarea. Itdisplaysthereportinataborwindowfromwhichitcanbeprinted. Saveas. SaveasaNewGrouporanExistingGroup.IfyoutagaContactstyperesult,thisoptionallowsyouaddthe contactstoanewgrouporanexitinggroup.
Using the Universal Search Advanced Feature

Thefollowingprocedureprovidesthestepsformoreadvancedsearches. 1. Foradvancedsearchoptions,clickontheAdvancedcheckbox. TheAdvancedSearchwindowopens.
2. AttheFindtheseitemsarea,selecttheareawherethesearchitemresides.YoucanselectAll(allrecords)toseeall itemsoroneofthetabssuchasActivities,History,andsoon.Thisalsoincludescheckboxescorrespondingtosearch filters,exceptforthoseappliedtocontactrecords.Toclearyourselection,clickClear. 3. TochangeyourUniversalSearchoptions,clickOptions.Formoreinformationonselectingoptions,see"Setting UniversalSearchOptions"onpage199. IfthesearchfilterisassociatedwithContacts,itwillappearinthedropdownlistatthebottomoftheOptions panewhenyouselectSearchFilterintheChoicedropdown. Ifthesearchfiltersisassociatedwithanyothertypeofinformation,itwillappearasacheckboxunderFindthese items.Ifafilterofthistypeisownedbyadifferentuser,youneedtogotoOptions>SearchFilters,selectthe Owner,andthenchecktheboxnexttoeachfilteryouwanttouse.
NOTE:ThecheckboxesintheFindtheseitemssectionuseORlogic,soitemsmatchinganyofthe
checkboxeswillbereturned.Itisimportanttounderstandthistomakethesearchfilterseffective. 4. IntheWithintheserecordsarea,attheChoicefield,selectasearchcriteriaandthenclickGo: AllContact.Searchesallcontacts.Notethattheownerandfilternamefieldsarenotactivatedbecausethissearch includesallrecords. Activecontact.Searchestheactivecontact.Notethattheownerandfilternamefieldsarenotactivatedbecause thissearchincludestheactivecontact. Activefilter.Thissearchislimitedtocontactsreturnedbythecurrentlyactivecontactfilter. ContactFilter.Searcheswithinacontactfilter. ContactGroup.Searcheswithinacontactfilter.Iftherearenoactivefilters,theownerandnamefieldsarenot activated(theyaregrayedout).
Iftherearenoactivegroups,theownerandfilternamefieldsarenotactivated(theyaregrayedout). Ifthereareactivegroups,attheGroupownerfield,selectthegroupowner.AttheGroupfilternamefield,
selectthenameofthefilter.
SearchFilter.SearcheswithincontactfilterscreateforUniversalSearch.
5. AttheFilterownerfield,selectthegroupowner. AttheFilternamefield,selectthenameofthefilter.
NOTE:YoucansaveUniversalSearchesbytaggingarecord,thenrightclickandselectSaveAs.
GoldMine User Guide
Setting Universal Search Options

Setupyoursearchoptionsaccordingtoyourneeds.GoldMinePremiumEditionallowsyoutocreatefilterexpressionsinan operationsuchasperformingaglobalreplacebasedonafilter. 1. NavigatetoGoTo>Search>UniversalSearchandclicktheAdvancedcheckbox. 2. ClickOptions. ThePropertiesdialogboxopens.
Contact 1Fields (Indexed)
Contact1 and Contact2Fields(NonIndexed)

Note that text within parentheses () is the database field name if different than what is shown in the contact record.
3. AttheGeneraltab,selectfromthefollowingoptions: UseUniversalSearchByDefault.ClickthischeckboxtoenableUniversalSearchastheNavigationpanel,search field,searchengine. Usedockedmodeforsearchscreen.ClickthischeckboxtodocktheUniversalSearchwindow(theUniversalSearch windowcanbeafloatingwindoworattachedtoanedgeoftheGoldMineworkspace). Searchbyexactterms.Clickthisradiobuttontosearchforrecordsthatmatchthesearchterm. Searchbyalternativeformsofsearchterm.Clickthisbuttontosearchforthedifferenttensesofaverb,orforboth thesingularandpluralformsofanoun.Thismeansyoucansearchforanyformofaterm;forexamplesearchyou cansearchonfootandincludefeetasasearchterm. Searchbysynonymsofsearchterms.Clickthisradiobuttontosearchforsynonymsofsearchterms.InMicrosoft SQLServer2005,thefulltextqueriesuseathesaurustofindsynonymsofsearchterms.
NOTE:Thethesaurusfilemustbeedited.Formoreinformation,seeHowto:EditaThesaurusFileat:
http://msdn.microsoft.com/enus/library/ms345187(SQL.90).aspx.
Searchbyprefix.Clickthisbuttontosearchontheprefix(thefirstfewletters)ofaword. Numberofitemstokeepinhistory.Specifiesthenumberofsearchtermstosave.Enteravalueorclickonthe
spinnercontroltoincreaseordecreasethenumber.
ClearHistorybutton.Clickthisbuttontoremovesavedsearchterms. Language.Selectthelanguageforthesearchresultsfromthedropdownbox.
GoldMine User Guide
4. AttheDocumentstab,youcanspecifythedocumentlocationsthattheWindowsDesktopSearchEnginewillsearch (thistabisnotdisplayedifWindowsDesktopSearchisnotinstalled).Completethefollowingfieldsasneeded.
Completethefollowingfieldsasneeded.
IncludeitemsfromlocalWindowsindex.ClickthischeckboxtosearchdocumentsusingthelocalWindows
DesktopSearchindex.
Includeallindexedlocations.ClickthischeckboxtosearchinalllocationswhicharedefinedinControlPanel>
IndexingOptions. Inthiscasethecheckboxesaredisabled,butifLocalandUNCPathsischeckedtheAdd,EditandDelete buttonsremainactive.

IncludeMicrosoftOfficeOutlook(availableonVistaonly).ClickthischeckboxtosearchinformationintheMS
Outlook.TopickupOutlookmail,themessagesneedtobecachedlocally(forexample,ina.pst,or.ostfile).
LocalorUNCpath.Clickthischeckboxtoadd,modifyorremoveuserspecifiedsearchfolders.Toaddanew
path,clickAddandselectthepath.Toeditanexistingpath,selectthepathandclickEdit.Todeleteanexisting path,selectthepathandclickDelete.
NOTE:OnMicrosoftVistathereisaWindowsDesktopSearch:AddinforFilesonMicrosoftNetworksthat
providestheoptiontoaddUNCpathsasanindexedlocation.Todownloadthisoption,goto:http:// www.microsoft.com/downloads/details.aspx?familyid=f7e981d95a3b4872a07e 220761e27283&displaylang=en.
IncludeitemsfromremoteWindowsindex.Clickthischeckboxtosearchdocumentsontheremotecomputer.
WDS(WindowsSearch)shouldbeinstalledonbothcomputers. SelectHost.Clickthisbuttontoselectthenameofaremotecomputer.ThenameappearsintheHostfield.To addanewpath,clickAddandselectthepath.Toeditanexistingpath,selectthepathandclickEdit.Todelete anexistingpath,selectthepathandclickDelete.

Showlinkedcontactsinsearchresults.Selectthischeckboxtodisplayallcontactslinkedtothesearch.
5. AttheGridtabyoucanconfigurethegridtoyourpersonalspecifications.Completethefollowingfieldsasneeded.
GoldMine User Guide
ShowTopNRecords.Enterthenumberofqueriestobelimitedineacharea.Forexample,ifyouenter50,youwill
see50rowsorlessineacharea.
OrderBy.Selectaninitialcolumntoordertheresultsby.Clickonthedownarrowandselectacolumn. Direction.Thisoptionallowsyoutodeterminethesortingdirectionofthesearchresults.Theselectionsare
AscendingandDescending. GridScrollbar.Selectthelocationofthescrollbar.SelectionsareAutofitcolumnsandShowHorizontalScrollBars. ActivityNavigation.Selectthelocationinwhichyouwanttoseethefoundactivity.SelectionsareContactPending Tab,ActivitiesListandCalendar. Showcolumns.Selectthecolumnsyouwanttodisplay. 6. AttheSearchFilterstab,createthedesiredsearchfilters.Thisallowsyoulimitasearchtorecordsreturnedbythe searchfilter.
GoldMine User Guide
Selectthefollowingoptions:
SelectUser.Liststhefiltersfortheselecteduser.Selectfromthedropdownlist. Add.Clickthisbuttontoaddanewfilter. Name.Typeinthenameofthenewfilter. Owner.Selecttheowner. Area.Selecttheareaforthefilter,forexampleContactorCampaign. Expression.Buildtheexpression:
Build.ClickthisbuttontoopentheGoldMineLookupWizardandbuildasearchfilterasanSQLquery. Check.Clickthisbuttontoverifythefilterexpression.
Edit.Selectafilterandthenclickthisbuttonandmakeyouredits. Remove.Selectthefilteryouwanttoremoveandthenclickthisbutton.
NOTE:WhensearchingforFileExtensionusingtheBeginswithoptions,youmustenterthepreceding
period(.)beforetheextensiontoproperlysearchforthefileextension(suchas.docor.xls). 7. AttheAdvancedtab,selecttheGoldMinetablesthatMicrosoftFullTextSearchwillindex.
GoldMine User Guide
Thispropertypage(inthiscasetheAdvancedtab)isavailableonlyforuserswithmasterrights.
EnableIndexing.ActivatethischeckboxtoenableMicrosoftFullTextSearchindexingoftheselectedtables.
Tounselectatable,clickonthecheckboxnexttoitandthecheckmarkwilldisappear.Toreselect,clickonthe checkboxagain.
NOTE:Whenyouenableindexing,alltheareasareautomaticallyselected.Tounselectanarea,clickonthe
checkboxnexttoitandthecheckmarkwilldisappear.Toreselect,clickonthecheckboxagain.
Format of Queries and Results of Searches

ThefollowingsearchqueryformatsaresupportedinUniversalSearch,andintendedforadvancedusers.
GeneralFormat(seepage204) <ForWhom>Format(seepage204) (Fromwherewps)Format(seepage205) SearchCriteriaFormat(seepage205)
GoldMine User Guide
General Format
Thefollowingformatissupported: <Forwhom>(Fromwherewps)searchcriteria Where: <Forwhom>isthecontact(s)forwhichyouwanttofindinformation. (fromwherewps)isaUniversalSearchfilter,otherthanaContactsareafilter,fromwhereyouwanttosearch. Searchcriteriaisanyword(s)youwanttouseinthesearch. Youdonotneedtocompleteallpartsofthisquery.Forexample,ifyoucompleteonly<Forwhom>,thiswillreturn informationthatshowsonlycontacts.Ifyoucompleteonly(wps),thiswillreturndatafromfilters.Ifyoucompleteonly searchcriteria,thiswillreturndataforallareas.
Examples
Thefollowingareexampleswherethewordscalls,emails,andcarsareUniversalSearchfilters. <ArtBar*>(calls) ThisqueryreturnsallcallstocontactsthatcontainArtBar*.
NOTE:ToreturncallsonlyfromArtBardtoll,usethe<ForWhom>format.
ArtBar*(calls) ThisqueryreturnsallcallsthatcontainArtBar* <ArtBar*>(callsemails)California ThisqueryreturnsallcallsandemailswiththewordCaliforniaforcontactsthatcontainArtBar* <Cars>California ThisqueryreturnsallrecordscontainingthewordCaliforniafromcontactscontainingthewordcar. California ThisqueryreturnsallindexedobjectswherethatcontainthewordCalifornia.
<For Whom> Format

The<ForWhom>formatenablesyoutosearchonaparticularcontactorotherperson.Thefollowingareexamplesusing thisformat: <c:"ContactName">Thisqueryreturnsinformationonlyfortheselectedcontact. <f:"USER\FILTER">.Thisqueryreturnsinformationonlyforselectedcontactfilters(forexample<f:ROBERT\CA">) <g:"USER\GROUP">.Thisqueryreturnsinformationonlyforselectedgroups(forexample<g:"ROBERT\Group1">)
NOTE:Itissafetousequotes()atalltimes.Howevertheformatitwouldbetousequoteswhenthereisa
space.
NOTE:Searchesarenotcasesensitive.
Youcanusealldifferentwordsinthisformaswell.Forexample: <CAtest>.ThisreturnsallcontactsthatcontainwordsCAandtest. <CAortest>.ThisreturnsallcontactsthatcontaineitherCAortest.
GoldMine User Guide
(From where wps) Format

The(Fromwhere)formatenablesyoutosearchusingaUniversalSearchfilter. ThefollowingareexampleswherethewordsnotesandemailsarethenamesofUniversalSearchfiltersthatreturnnotes recordsandemailmessagesrespectively.
Examples
(notes)birthday.Thisreturnsallnoteswherethewordbirthdayoccurs. (notesemails)birthday.Thisreturnsallnotesandemailswherethewordbirthdayoccurs. (notes).Thisreturnsallnotes. <ArtBardtoll>(Notes)ThisreturnsallnotesofArtBardtoll.
Search Criteria Format

TheSearchcriteriaformatenablesyoutosearchonwords. Word1[and|or][Word2]
Examples
test.Thisreturnsallobjectsthatcontainthewordtest. catordog.Thisreturnsallobjectsthatcontainthewordcatordogarereturned catdog.Thisreturnsallobjectsthatcontainthewordscatanddog. cat*.Thisreturnsallobjectsthatcontainawordwhichbeginswithcat.
Memo Filters
AMemofilterallowscombiningmultiplesearchparametersintoasinglefilter.Itishelpfulwhenyouhavetorunthesame querymanytimes.Italsocanreducethelengthofaquery,bysubstitutingonewordformany. AMemofiltersavesaparticularsearchandishelpfulwhenyouhavetorunthesamequerymanytimes.Italsoreducedthe lengthofaquery,byallowingyoutosubstituteonewordformanywords. TheMemofilternamealwaysbeginswiththeexclamation(!)sign.Thesearchparametersareenteredintheexpression field.
Examples
Youoftenperformthesequeries: <ArtBar*>(callsemails)word1 <ArtBar*>(callsemails)word2 Soyoucreateamemofiltercalled!Artactfortheexpression<ArtBar*>(callsemails): !Artactword1 !Artactword2
GoldMine User Guide
About Filters and Groups

Tocreateasubsetforlongertermuse,buildafilterorgroup.Bothoptionscreatesubsetsbasedonselectedcriteria,but differinhowtheyhandlethesesubsets.
Filters
GoldMinesfiltersarebasedonBooleanexpressions(logicalstatementsthathave2possibleoutcomes:trueorfalse). Whenactivatingafilter,theentiredatabaseevaluatesbasedontheBooleanexpression.Thecontactrecordsmatchingthe Booleanexpressionareselected.Thefilterignoresrecordsthatdonotmatch.
NOTE:GoldMinecontainsafiltergeneratorthatbuildsasearchexpressionbasedonmenuandbrowse
windowselections.Filtersoperateontheentiredatabase.
Example
Foraprojectorcampaign,youdecidetoworkwithyourcorporateclientslocatedinLosAngeles.Youcreatethis Booleanexpression: Contact1>City=LosAngeles
ABooleanexpressionconsistsof2parts:operatorsandoperands.Operandsactasthedatatobeevaluated,whilethe operatordeterminesthecomparisonmethoddecidingwhetherthestatementistrueorfalse.Intheexample,the operandsareCityandLosAngelesandareequaltotheoperator. Whenthisfilterisactivated,pressingPAGEUPandPAGEDOWNdisplaysonlythosecontactrecordsinthedatabase thatareevaluatedastrueforthisstatement.Thefilterevaluateseachcontactrecord.Iftherecorddoesnotmeetthe condition(s)ofthestatement,GoldMinecontinuestothenextrecordandrepeatstheprocesstofindacontactrecord thatdoesmeettheconditions.GoldMinethenselectstherecord.Thefiltershrinksyourdatabasetopresentasubset ofonlythosecontactswithaddressesinLosAngeles. ByconstructingBooleanexpressions,buildandmaintainanunlimitednumberoffilterstocategorizetherecordsin yourdatabase.
To Access Filters
1. SelectTools>Filters.TheFiltersandGroupswindowopens. 2. SelecttheFilterstab. 3. AttheViewFiltersdropdownlist,selectausername.Eachfilterassociatedwiththatusernamelistsalphabeticallyby theFilterNameassignedwhenitwascreated.Activate,Release,Delete,orcreateaNewfilter.
206 About Filters and Groups
GoldMine User Guide
Groups
Agroupisafixedsetofrecordsthatmeetsaspecifiedsetofconditionsandallowsinstantaneousaccesstomember records.
To Access Groups
1. SelectTools>Filters.TheFiltersandGroupsdialogboxappears. 2. SelecttheGroupstab. Theupperpaneliststhegroupsownedbytheuser.Thelowerpanelistsmembersofthegrouphighlightedintheupper pane.GoldMineordersmemberrecordsbytheSortcode,definedwhilebuildingthegroup.
How Groups Differ from Filters

Workingwithgroupscanbemoreefficientthanapplyingafilter.Whenyouactivateafilter,GoldMinesearchesthroughthe databaseforcontactrecordsmeetingthecriteria. Onceagroupiscreated,membershipisfixedandyoucanworkwiththegroupmemberswithoutperformingthesearch again.Eachmembercontactrecordremainsinthegroupuntilremoved.However,sinceeachrecordevaluateswhenthe filterisactivated,aselectedfilterdisplaysnewcontactrecordsaddedtothedatabaseiftheymatchthefilterscriteria. Groupsalsohaveoptionalsortcapabilities,lettingyoulistmemberrecordsintheorderbestfittingyourneeds.
Using Filters and Groups

Whenyouhavealargenumberofcontactrecordsinyourdatabase,createsubsetsbasedoncriteriatocategorizegroupsof recordstoaccessforspecialactivities.
Example
Createasubsetofcontactsyoutelephonedinthepastweek,andsendamassmailingonlytothose contacts. CreateandmanagesubsetsofdatausingfiltersandgroupsandtheFiltersandGroupsdialogbox,orin theContactSearchCenter,whereyoucanbuildandsavesearchcriteriaasFilters,orsearchresultsas Groups. 1. SelectTools>Filters.TheFiltersandGroupsdialogboxappears. 2. Clickatab:
Filters.Createanddeletefilters.Alsoactivateandreleasefilters(see"CreatingFilters"onpage
208and"ActivatingandReleasingFilters"onpage218).
Preview.Previewfilterresults.See"UsingthePreviewingFiltersOptions"onpage212. Group.Buildgroupsandreviewmembers.Alsoactivateandreleasegroups(see"Groups"on
page207).
SQLQuery.WriteandsaveaSQLqueryfromscratchorusingtheLookupwizard(see"Creating
SQLQueryFilters"onpage212).
GoldMine User Guide
About Filters and Groups 207
Working with Filters

Creating Filters
GoldMinecontainsafiltergeneratorthatbuildsasearchexpressionbasedonmenuandbrowsewindowselections.Filters operateontheentiredatabase. Afterthecriteriaaremet,afiltermovesthroughthedatabaseonerecordatatime,searchingforamatch.Filtersrerun everytimetheyareactivated. Filtersareoftenusedforreportingpurposesorasthebasisforcreatingagroupoffrequentlyaccessedrecords.Filterscan alsolimittheamountofdatasynchronizedfromoneGoldMinesystemtoanother. FiltersoperateonlyontheContactRecordsprimaryinformationandtheSummary,Fields,andNotestabs.Toselectrecords basedonothertabs,youmustusetheGroupsfeatureoraSQLquery. IMPORTANT:Influencers(contactsforprojects),teammembers,andcompetitorsassociatedtoa contactrecordthatareoutsideasyncsendfilterwillnotappearontheopportunity/projectafter synchronization.
To Create a Filter
1. SelectTools>Filters. TheFiltersandGroupsdialogboxopens. 2. OntheFilterstab,clickNew. TheNewFilterdialogboxopens.
3. OnthePropertiestab,typethenameofthefilterintheFilterNamefield. 4. SelectthefilterOwnerinthedropdownlist. 5. EnterthefilterexpressionintheFilterExpressionfield. Formoreinformation,see"FilterExpressionOperators"onpage210.
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GoldMine User Guide
6. Clicktheradiobuttontoindicatehowtoenterthefilterexpression: inEnglish dBaseExp. SQLQuery 7. Toeditanexpression,clickEditandattheEditExpressiondialogbox,makeyourchanges.
8. ClicktheBuildtabandattheFieldnamefield,selectthefieldnameinthedropdownlist.
SelecttheOperatorinthedropdownlist. TypetheValueinthetextboxorselectavaluefromtheF2Lookuptospecifythecomparisonvalue. ClickInsertCondition.Theexpressionyouconstructedisinsertedinthelargetextbox. ClickANDorORtoinsertaBooleanoperatorandthenconstructtheadditionalexpressionusingField,Operator,
andValue. ClickOKtoreturntotheFiltersandGroupdialogbox.
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Working with Filters 209
9. 10. 11. 12. 13.
SelectOptimizetoimprovetheperformanceofafilterwithaSortfield. See"UsingtheOptimizingFiltersOptions"onpage211. ClickOK.ThefilterappearsintheFiltersandGroupswindow. ClickPropertiestoviewandeditthefilter. SelectthefilterandclickDeletetodeletethefilter.
Filter Expression Operators

Operatorsspecifythecriteriaafieldmustmeettobeincludedorexcludedfromafilter. Selectoneoftheseoperators:
Equalto.TestsforanexactmatchbetweenthefielddesignatedinFieldNameandtheentryintheValuefield.Whenthe
datafieldandcomparisonvaluematch,therecordisselected. Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityEqualtoLosAngelesthatwill selecteveryrecordwiththeCityentryofLosAngeles.

NotEqualto.TestsforadifferencebetweenthefielddesignatedinFieldNameandtheentryintheValuefield.When
thedatafieldandcomparisonvaluematch,therecordisselected. Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityNotEqualtoLosAngeles.Each recordwiththeCityentryofLosAngeleswillnotbeselected.RecordswithCityentriesofanyothercitywill.

Greaterthan.Testsforavalueinthedatafieldalphanumericallyhigherthanthecomparisonvalue.Inatestfor
alphabeticentries,suchasCity,ahighervalueisonethatcomesaftertheenteredvalue,meaning,laterinthe alphabet.Whenthedatafieldsvalueisalphanumericallyhigherthanthecomparisonvalue,therecordisselected. Example:SelectingthefileandtheValueentryIcreatesthefilterCityGreaterthanLosAngeles.ArecordwithaCity entryofPacificPalisadeswillbeselected,butarecordwithaCityentryofBurbankorLosAngeleswillnot.

Lessthan.Testsforavalueinthedatafieldalphanumericallylowerthanthecomparisonvalue.Inatestforalphabetic
entries,suchasCity,alowervalueisonethatcomesbeforetheenteredvalue,meaning,earlierinthealphabet.When thedatafieldsvalueisalphanumericallylowerthanthecomparisonvalue,therecordisselected. Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityLessThanLosAngeles.A recordwithaCityentryofGlendalewillbeselected,butarecordwithaCityentryofLosAngelesorSantaMonicawill not.

GreaterorEqual.Testsforavalueinthedatafieldequaltooralphanumericallyhigherthanthecomparisonvalue.Ina
testforalphabeticentries,suchasCity,ahighervalueisonethatcomesaftertheenteredvalue,meaning,laterinthe alphabet.Whenthedatafieldsvalueisalphanumericallyhigherthanthecomparisonvalue,therecordisselected. Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityGreaterorEqualtoLos Angeles.AnyrecordswithCityentriesofLosAngelesandanyrecordswithCityentriesthatcomelaterinthealphabet, suchasPacificPalisades,willbeselected.RecordswithCityentriesthatcomeearlierinthealphabet,suchasBurbank, willnot.

LesserorEqual.Testsforavalueinthedatafieldequaltooralphanumericallylowerthanthecomparisonvalue.Ina
testforalphabeticentries,suchasCity,alowervalueisonethatcomesbeforetheenteredvalue,thatis,earlierinthe alphabet.Whenthedatafieldsvalueisalphanumericallylowerthanthecomparisonvalue,therecordisselected. Example:SelectingthefieldCityandtheValueentryLosAngelescreatesthefilterCityLesserorEqualtoLosAngeles. AnyrecordswithCityentriesofLosAngelesandanywithCityentriesthatcomelaterinthealphabet,suchasGlendale, willbeselected.RecordswithCityentriesthatcomelaterinthealphabet,suchasSantaMonica,willnot.

Beginswith.Testsforavalueinthedatafieldthatstartswiththecomparisonvalue.Ifthecharactersofthecomparison
valuematchthestartingcharactersinthedatafield,therecordisselected. Example:ThefilterCityIwillincluderecordsinwhichtheCityentriesallstartwithPsuchasPacificPalisades, Pasadena,PicoRivera,andsoon.
GoldMine User Guide
Contains.Testsfortheexistenceofthecomparisonvalueanywherewithinthedatafield.Ifthedatafieldcontainsthe
comparisonvalue,therecordisselected. Example:ThefilterCityContains"P"willincluderecordsinwhichtheCityentriesincludePanywhereinthecityname suchasPacificPalisadesandCorpusChristie.

DoesNotContain.Testsfortheabsenceofthecomparisonvalueanywherewithinthedatafield.Ifthedatafielddoes
notcontainthecomparisonvalue,therecordisselected. Example:ThefilterCityDoesNotContain"P"willincluderecordsinwhichtheCityentriesdonotincludePanywherein thecitynamesuchasNewYorkandLosAngeles.However,PacificPalisadesandCorpusChristiewillnotbeselected.

IsEmpty.Testsforanabsenceofanyentryinthespecifiedfield.Characterfieldsareemptywhentheycontainonly
spaces. Example:IfyouhavecontactsintheUnitedStatesandothercountriesandyouwanttosearchforonlycontactsinthe UnitedStatesassumingyouhavenotenteredcountrydatafordomesticclientsthefilterCountryIsEmptywill selectcontactslocatedintheUnitedStates.

IsNotEmpty.Testsforanyvalueinthespecifiedfield.
Example:Ifyouwanttofaxanannouncementtoallofyourclientcompanies,thefilterFaxIsNotEmptywillselectall companieswithatelephonenumberenteredintheFaxfield.
Boolean Operators
Booleanoperatorsarethefunctionsusedbetweenfilterexpressionstorefinethescopeofyoursearchorfilter. Youcanlinktwosearchterms,forexample,SalesRepequalsBillandSalesTerritoryequalsSouthwest,withthese operators:
AND.Onlyrecordsthatcontainbothexpressionsareretrieved.
FilterincludesonlyrecordswhereSalesRep=BillANDSalesTerritory=Southwest.Bothconditionsmustbetruefor therecordtobeincludedinthefiltergroup.
OR.Anyrecordthatcontainseitherexpressionisretrieved.
FilterincludesallrecordswhereSalesRep=BillORSalesTerritory=Southwest.Eitherconditioncanbetrueforthe recordtobeincludedinthefiltergroup.
Using the Optimizing Filters Options

UsetheFilterOptimizationoptiontoimprovetheperformanceofafilterbyassociatingthefilterexpressionwitha particularsortorder,narrowingtherangeofrecordsselectedforthefilter. Optimizationcreatesasubsetbeforethefilterisapplied. 1. IntheFiltersandGroupsdialogbox,highlightthefilterandselectProperties. TheFilter:namedialogboxappears. 2. 3. 4. 5. 6. ClicktheOptimizetab. SelecttheSortOrderinthedropdownlist. TypeintheBeginningLimittosetthefirstvalidrecordtobeconsideredpartofthefilteredsubset. TypeintheEndingLimittosetthelastvalidrecordtobeconsideredpartofthefilteredsubset. ClickOK.
GoldMine User Guide
Using the Previewing Filters Options

UsethePreviewtabontheFiltersandGroupsdialogboxtotestyourfilterbeforeactivatingit. Usethefollowingproceduretotestyourfilter. 1. IntheFiltersandGroupsdialogbox,ontheFilterstab,highlightthefiltertotestandclickthePreviewtab. ThePreviewtabdisplaystheselectedfilterintheuppertextbox. 2. Toeditthefilterexpressionintheuppertextbox,rightclickandselectthenecessaryoptionsfromthelocalmenu. 3. ClickSearchAlltorunthefilter.Theresultsdisplayinthelowertextbox.Thenumberofrecordsincludedinthefilter displayinthelowerrightcornerasCount. 4. Usetheseoptionstoaltertheresults: BuildFilter.DisplaystheExpressionBuilderdialogboxtomodifyanexistingfilterorbuildanewfilter.After selectingthefilterofaGoldMineuser,theavailableoptionsarethesameasforCreatingFilters. Save.DisplaystheSaveQuerydialogboxtosavethefilterexpressionortheselectedrecordsasagroup.Ifyousave onlythefilterexpression,theactualrecordsselectedbythefiltermightdifferwhenthefilterisactivated, dependinguponchangestoyourcontactdatabase. DrillDown.LetsyouselectafilterexistingornewlybuiltthatGoldMineappliesonlytotherecordsalready selectedonthebasisofadifferentfilter.Forexample,ifafterperformingasearchbasedonafiltertoselectthe recordsofcontactslocatedinCalifornia,GoldMineretrieved200records,applydifferingfilterstoonlythose200 records.
Creating SQL Query Filters

UsetheFiltersandGroupsdialogboxtocreatefiltersbasedonMicrosoftStructuredQueryLanguage(SQL)Queries.SQL QueryoptionsaredesignedandoptimizedforsystemsrunningaSQLdatabase.
NOTE:SQLquerieshaveaformatdifferentfromthedBASEformat.
To Create an SQL Query Filter 1. SelectTools>Filters.TheFiltersandGroupsdialogboxopens. 2. ClicktheSQLQuerytab. 3. TypetheSQLquery.See"SQLQuerySamples"onpage212. 4. ClickQuerytodisplayresultsinthelowertextbox. 5. Tosavethequeryforfutureuse,clickSave.TheSavedSQLQueriesdialogboxopens. 6. TypeanameintheQuerynamefield.
SQL Query Samples

Count Number of Records
TocountthenumberofContactRecords,writeyourstatementas:
SELECT count (*) FROM Contact1
Forcountstatements,noticethewildcard(*)issurroundedbyparentheses.
Fields in Each Table

ToreturnalistingofallfieldsineachtableforGoldMine,writeaquerysuchas:
SELECT * FROM Contact1
andthenchangethetablenameforeachlistingrequired:
SELECT * FROM CAL, select * from ContHist
GoldMine User Guide
Restrict to City
TofindallcontactsinNewYorkCity,writeyourstatementas:
SELECT * FROM Contact1 WHERE city = New York
AquerytofindallNewYorkCityrecordswhereusersenteredbothinitialcapandlowercase:
SELECT * FROM Contact1 WHERE city like _ew _ork
Usetheunderscore_charactertomatchanysinglecharacter.
Restrict to Two States

TofindallcontactsinCAandNY,writeyourstatementas:
SELECT * FROM Contact1 WHERE state = NY OR state = CA ORDER BY state, city
Duplicate Contacts
Findingallpossibleduplicatesinadatabasecanbedifficult.AquerytofindduplicateContactRecordsinthedatabase istosearchonduplicateAccountNumberslookinginboththeContact1andContact2tables:
SELECT count(*), AccountNo FROM Contact2 GROUP BY AccountNo HAVING Count(*) > 1
Duplicate RecID
TofindContactRecordswithduplicateRecIDs,usethisquery:
SELECT recid FROM Contact2 GROUP BY recid HAVING count(recid) > 1
Find Orphans
AnorphanrecordexistswhenthereisaContact2recordbutNOTaContact1record.
SELECT * FROM Contact2 WHERE AccountNo NOT IN (SELECT AccountNo from Contact1)
Contact Records with No E-mail Address

TosubsetContactRecordswithnoemailaddress,usethisquery:
SELECT company, contact FROM Contact1 WHERE accountno NOT IN (SELECT accountno FROM ContSupp WHERE contact = E-mail Address)
View New Contact Records Entered During a Specific Time Period

TheSummarytabofacontactrecordhasacreateonfieldthatrecordsthedatetherecordwasentered.Usethecreateon fieldtobuildasubsetofrecordscreatedonacertaindate.CreateafilteroranSQLquerytobuildthesubset. Usethefollowingexampleandproceduretoviewcontactsduringaspecifictimeperiod. Example: TocreateafiltertofindnewContactRecordscreatedduringtheweekofJune24,2003,createonisgreaterthan6/24/ 2003ANDcreateonislessthan6/28/2003. 1. Createthisfilter:
SELECT * FROM Contact1 WHERE createon > 20030624 and createon < 20030628
2. Selectone: Saveasnewquery.SavestheSQLqueryasanewexpression.Oncesaved,theenteredtitleappearsintheQuery namedropdownlist. Updatecurrentquery.Saveschangestoapreviouslycreatedqueryexpression.ThetitleappearsintheQuery namefield. Deletequery.DeletesthequeryexpressionspecifiedintheQuerynamefield. 3. ClickOK.
GoldMine User Guide
Working with Groups

Group Members Local Menu
1. Toaccessthegroupmemberslocalmenu,attheFiltersandGroupstab,rightclickintheGroupstab>Memberarea.
2. Selectoneoftheoptions: SortMembers.OpenstheSortGroupMembersdialogbox;sortgroupmembersbyclearingallsortingoptionsor sortbyfield,byanexpression,orareferenceexpression. SyncContact.Displaystheselectedgroupmember'scontactrecordastheactivecontact. View.Changesthedisplayfromcompanytocontact,orboth. Find.Searcheswithinthegroupforthespecifiedcontact. Outputto.Sendsthelistofgroupmemberstotheprinter,Word,Excel,ortheclipboard. New.DisplaystheGroupMemberProfiledialogboxwhereyouaddthecurrentcontacttothegroupwiththe referenceyoutypeorselect. Delete.Removesamemberfromthegroup. Edit.DisplaystheGroupMemberProfiledialogboxsoyoucanchangethereferenceorsortforamember.
Using the Groups Tab

UsetheGroupstabtocreateandactivatestaticgroupsofcontacts. 1. SelectTools>Filters. TheFiltersandGroupsdialogboxopens. 2. AttheFiltersandGroupsdialogbox,clicktheGroupstab. 3. RightclickinthegrouptabandselectNew. TheNewGroupdialogboxopens. 4. TypeorselectanameintheNamefield. TypeorselectthecodeintheCodefield. SelectanotheruserintheUserfield. Selectthefollowingoptionsasneeded:
GroupName.Assignadescriptivenametoeachgroup.Membersofthehighlightedgroupdisplayedinthe
lowerportion.
Code.Anoptionalidentificationcodeassignedtoeachgrouptohelplocateagroupifyoudefinedmanyin
GoldMine.
ClickBuildtheGroupand/ortheSynchronizebuttonasneeded.
5. TheGroupBuildingWizardopens.
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Creating a New Group

UsetheGroupstabtocreateandactivatestaticgroupsofcontacts.Usethefollowingproceduretocreateagroupof contacts.
To Create a New Group

1. SelectTools>Filters. TheFiltersandGroupsdialogboxappears. 2. AttheFiltersandGroupsdialogbox,clicktheGroupstab. 3. ClicktheNewGroupbutton. TheNewGroupdialogboxopens. 4. TypeorselectaGroupName(adescriptivenametoeachgroup). 5. TypeorselecttheCode(anoptionalidentificationcodeassignedtoeachgrouptohelplocateagroupifyoudefined manyinGoldMine). 6. SelectanotheruserintheUserfield. 7. Selectthefollowingoptionsasneeded: 8. CheckBuildtheGroupand/ortheSynchronizeGroupoptionasneeded. 9. TheGroupBuildingWizardopens.See"GroupBuildingWizard"onpage215.
Group Building Wizard

IntheGroupBuildingWizard,selectoneoptionandclickNext:
Filteredrecords.Usesanexistingfiltercreatedbyanyuser.TheBuildaGroupbasedonaFilterdialogboxopens.See
"GroupsBasedonFilteredRecords"onpage216.
Previewedrecords.UsesrecordsyouarepreviewinginthePreviewtabintheFiltersandGroupsdialogboxtopreview
filterresults.TheOptionalSettingsdialogboxappears.See"UsingtheOptimizingFiltersOptions"onpage211.
SQLQueryrecords.UsesanexistingSQLqueryontheSQLQuerytaboftheFiltersandGroupsdialogboxtoqueryan
MSSQLServerdatabase.TheOptionalSettingsdialogboxappears.
Taggedrecords.UsesrecordsyoutaggedintheContactSearchCenterusingCTRL+click.Oncemultiplecontactsare
highlighted,selectGoTo>ContactGroupsandcreateanewgroup.TheOptionalSettingsdialogboxappears.
Searchresults.UsestherecordsresultingformasearchbyselectingLookup>TextSearch.WhenGoldMinecompletes
thesearch,leavetheSearchdialogboxopen.TheOptionalSettingsdialogboxappears
Scheduledcalendaractivities:CreatesagroupbasedonscheduledactivitiesintheCalendar.TheGroupBasedon
ScheduledActivitiesdialogboxappears.
Completedhistoryactivities.Createsagroupbasedonhistoricalactivities.SelectaUser.Enterthedaterangeandtype
anActivitycode(thedefaultisblank).SelectanActivityType.TheBuildaGroupbasedonCompletedActivitiesdialog boxappears.
Supplementalcontactdata.Createsagroupbasedondetailrecords,linkeddocuments,additionalcontacts,orreferrals
tobuildagroupbasedonsupplementaldata.TheBuildaGroupbasedonContactDetailsdialogboxappears.
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Working with Groups 215
Groups Based on Filtered Records

1. IntheGroupBuildingWizard,selectFilteredrecords. 2. ClickNext.
TheBuildaGroupbasedonFilteredRecordsdialogboxopens. 3. Selectoneoption: BuildonaFilter.Createagroupbasedonanexistingfilter.SelectthefilterOwnerinthedropdownlistandthe filternameintheBuildonaFilterdropdownlist. BuildFilter.Createafilterifonedoesnotexist. BuildonanExpression.Typeanewfilterexpressionoreditthefilterexpression. 4. ClickNext.
5. TheOptionalSettingsdialogboxappears.See"GroupOptionalSettings"onpage217.
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Group Optional Settings

Whenbuildingagroup,usetheOptionalSettingstorefineyourchoices. 1. AttheOptionalSettingsdialogbox,selecttheSortFieldinthedropdownlist.
NOTE:TheSortFieldspecifiesacontactfieldoruserdefinedfieldGoldMinesortsthegroupby.Selectthe
fieldtosortthegroupby,andGoldMineplacesthevaluefromthatfieldinthegroupSortfieldforeach groupmemberscontactrecord.Whenthegroupisactive,groupmembersarearrangedalphabeticallyby thissortfield. 2. TypeorselecttheReferencevaluefromtheF2Lookuplist.
NOTE:EachmemberhasagroupReferencefield.Thefieldcontainsinformationyoutypeorselect.When
GoldMinebuildsagroup,youcanselectthevalueplacedinthegroupReferencefieldforeachgroup member,forexample,{Database>Fieldname}. 3. TypeorselectaFilterExpr.fromtheF2Lookuplist.ThefilterexpressionmustbeavaliddBASEBooleanexpression.
NOTE:Thisoptionisnotavailableofyouarecreatingagroupbasedonfilteredrecords.
4. ClickNext. TheReadytoBuilddialogboxopens. 5. ClickFinish. TheGoldMineProcessMonitoropensanddisplaysthestatusofthebuildingprocessuntilitiscompleted.Itthen displaysthenumberofrecordsaddedtothegroup. Whenthegroupisbuilt,thenameisaddedtotheGroupNameboxontheGroupstab.
Group Based on Scheduled Activities

1. IntheGroupBuildingWizard,selectScheduledcalendaractivitiesandclickNext. 2. AttheBuildaGroupbasedonScheduledActivitiesdialogbox,intheRangearea,select: User.Selecttheuserinthedropdownlist. FromDate.TypeorselectthedatefromtheF2graphicalcalendar. ToDate.TypeorselectthedatefromtheF2graphicalcalendar. Activity.Typetheactivitycode. 3. IntheActivityTypearea,selectAllActivitiesoraspecificactivity. 4. ClickNextandcompletetheOptionalSettingsdialogboxappears.See"GroupOptionalSettings"onpage217.
Group Based on Completed Activities

1. IntheGroupBuildingWizard,selectCompletedhistoryactivitiesandclickNext. 2. AttheBuildaGroupbasedonCompletedActivitiesdialogbox,intheRangearea,select: User.Selectauserinthedropdownlist. FromDate.TypeorselectthedatefromtheF2graphicalcalendar. ToDate.TypeorselectthedatefromtheF2graphicalcalendar. Activity.Typetheactivitycode. Result.Typetheresultcode. 3. IntheActivityTypearea,selectAllActivitiesoraspecificactivity. 4. ClickNextandcompletetheOptionalSettings dialogboxappears.See"GroupOptionalSettings"onpage217.
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Working with Groups 217
Group Based on Supplemental Contact Data

1. IntheGroupBuildingWizard,selectSupplementalcontactdataandclickNext. 2. AttheBuildaGroupbasedonContactDetailsdialogbook,selectanoption: Details.Buildsthegroupbasedondetailrecords. DocumentLinks.Buildsthegroupbasedonlinkeddocuments. AdditionalContact.Buildsthegroupbasedonothercontactrecords. Referrals.Buildsthegroupbasedonreferralrecords.
NOTE:IfyouselectDetails,typeorselectavaluefromtheF2Lookuplisttolimitthedetailbasedgrouptoa particulardetail,forexample,emailaddress.Thisoptionisnotavailablewiththeotheroptions.
3. TypeorselecttheKeywordintheF2Lookuplist.Thisoptionspecifiesawordorphrasetobesearchedwithinthe Referencefieldintheselectsupplementaldata. 4. ClickNextandcompletetheOptionalSettingsdialogboxopens.See"GroupOptionalSettings"onpage217.
Saving Search Results as a Group

1. Aftercreatingasearch,savetheresultsasagroupbyclickingSave. TheSavemenuappears. 2. SelectOnlyTaggedRecordstosaveonlytaggedrecordsinthenewgroup,orAllListedRecordstosavetheentirelistof records. 3. SelectSaveasGroup. TheGroupProfiledialogboxopens. 4. 5. 6. 7. TypeanameintheGroupNamefield. IntheCodetextbox,typeorselectacodefromtheF2Lookuplist. SelectagroupownerfromtheUserdropdownlist. ClickOK. Theresultsaresavedandthegroupnameappearsbelowtheselecteduser'sgroupsintheGroupstabofFiltersand Groups.
Activating and Releasing Filters and Groups

Activating and Releasing Filters
Usecreatedfilterexpressionsinanoperationsuchasperformingaglobalreplacebasedonafilter.Whilethefilterisactive, thefilternamebecomespartoftheContactRecordwindowtitle.
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NOTE:TheContactSearchCenterstillletsyoudeviatefromfilterresultstolocateanddisplayarecordthat
doesnotmeetfiltercriteria.However,selectingtheNextRecord(PAGEDOWN)orPreviousRecord(PAGE UP)returnsyoutothefilterresults. IMPORTANT:ActivatingthefilteraffectsthefollowingGoldMineoperations:
PAGEUPandPAGEDOWNandcorrespondingmenucommands,NextRecordandPrevious
Record
MergeFormscommand Recorddeletioncommands:DeleteOldHistoryofALLContactRecordsandDeleteALL
ContactRecords
GlobalReplacecommands Synchronizecommands ExportContactRecordscommand
To Activate a Filter
1. OpentheToolsmenuandselectFilters. TheFiltersandGroupsdialogboxopens.
2. OntheFilterstab,highlightafilterandclickActivate. TheactivefilternameappearsintheContactRecordtitlebar. Thefilterremainsactiveuntilreleased.
To Release a Filter
1. OpentheToolsmenuandselectFilters. TheFiltersandGroupsdialogboxopens. 2. OntheFilterstab,highlightafilterandclickRelease. Thefilterisdeactivatedandyoucannowaccesstheentiredatabase.
GoldMine User Guide
Activating and Releasing Filters and Groups 219
Activating and Releasing Groups

Whenselectingthiscommand,GoldMinesdatabaseappearscontainingonlycontactrecordsthataremembersofthe group.Afteryoubuildagroup,itmustbeactivatedbeforeitcanbeusedinanoperation.
TIP:Youcancreate,activate,andreleasegroupsintheContactSearchCenter(seepage191).
Activate.Restrictsthecontactlisttodisplayingonlycontactswithintheactivatedgroup(orfilter,etc.) Release.Deactivatesthefilter.
To Activate a Group
1. SelectTools>Filters. 2. AttheFiltersandGroupsdialogbox,clicktheGroupstab. 3. HighlightagroupandclickActivate.
To Release a Group
1. SelectTools>Filters. 2. AttheFiltersandGroupsdialogbox,clicktheGroupstab. 3. HighlightagroupandclickRelease.
220 Activating and Releasing Filters and Groups
GoldMine User Guide
Marketing Tools
Overview
UsetheLeadsManagementCenteralongwiththeCampaignManagementCenterandWebImporttodesign,test,and implementcustomertreatmentstrategiesandcampaignstoimprovemarketingefficiencyandmeasureeffectiveness.
About the Leads Management Center

TheCenterprovidesasequenceofactivitiestohelpmanagemarketingactivitiesrelatedtothebaseofcontactsand potentialleads.Identifyandtrackwhobringsinthelead,whoandhowcontactismade,andthelead'sprogressthrough thesalescycle.
GoldMine User Guide
About the Leads Management Center 221
Using the Leads Management Center

UsethefollowingproceduretoaccessandusetheLeadsManagementCenter. 1. SelectGoTo>LeadsManagementCenter,orclickAdministerleadsontheGettingStartedtoolbar. 2. AttheLeadsManagementCenter,selectfromtheseoptionstoprocessyoursetofleads:
ImportdatafromavarietyofsourcesincludingACT!,DBF,ASCII,SDF,SQL,orXMLfiles. Assignanowner/managerandrecordcurtainingtocontrolwhocanupdateorviewalead. AssignanAutomatedProcesstoprocesstheleadsaccordingtoapredefinedtrackofactionsandtriggers. Scheduleanactivitytoroute,manage,andscheduleoneormoreactivitiesusingcalls,nextactions,appointments,
literaturerequests,forecastingsales,events,todos,andemailcommunication.
Organizefilters/groupstoworkwithleadsandfilterandgroup.Createnew,addorremovemembersfromexisting,or
modifythecriteriaoffiltersandgroups.Toaddacurrentleadtoanexistingfilterorgroupyoumustwalkthroughthe stepsofeditingthefilterorgroup.
TIP:Formoreinformationonfilters,seetheGoldMineAdministratorsGuide.
About the Campaign Management Center

OneofGoldMine'smarketingtools,thisinterfaceletsyouviewcustomerinteractionsfrominitialcontacttoclosingthefirst saletofuturepurchases. UsetheCampaignManagementCenter,WebImport,andtheLeadsManagementCentertodesign,test,andimplement customertreatmentstrategiesandcampaignstoimprovemarketingefficiencyandmeasureeffectiveness.Bytyingsales andmarketingpromotionswithcustomerdatayoucanprovideconsistent,personalizedcustomerexperiences. TheCenterinterfacecontainsthreepanes,amenu,andatoolbar.Thenavigationpane(treeview)displayseachcampaign. ExpandacampaigninthetreetorevealitsOpen,CompletedandContactsfolders.Selectafoldertodisplaydetailsand contactnames(intherightpanes). TheCentertracksopen/completedactivitiesandwhichcustomershavebeencontacted.Whenyoucompleteascheduled activitygeneratedfromacampaign,GoldMinetrackstheactivityandrecordsitascompletedintheCompletedfolder.A completedcampaignactivityisalsonotedintheContractRecordHistorytab. TheCampaignCreationWizardprovidesachecklistofactivitiesforconductingacampaign.UsetheWizardtoimportdata, schedulecalls,performmailmerges,andrunAutomatedProcesses. ClicktheConfigureWebImportbuttononthetoolbar.Awizardappears.UseittocreatetheHTMLformandthescriptfor Webimports.WebimportcapabilitieshelpyoucollectcontactinformationfrominterestedvisitorsdirectlyfromyourWeb site,tofeedthatintomarketingcampaigns.
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Campaign Local Menu

AccessthelocalmenubyrightclickingonacampaignintheCampaignManagementCenter.
NewCampaign.LaunchesCampaignCreationWizard. DeleteCampaign.Removesselectedcampaign. RenameCampaign.Renamesselectedcampaign. CloneCampaign.Copiesselectedcampaigntoanewcampaign. NewTask.Addsnewtasktoselectedcampaign. TaskProperties.Modifiesselectedcampaign. DeleteTask.Removesselectedtaskfromthecampaign. CompleteTask.Aftertaskisaccomplished,marksitascomplete. AssignContacts.OpenstheContactSearchCenter. Expand/Collapse.Opensorfoldsupsubentriesinthenavigationpane. ExpandAll.Opensallfoldersinthenavigationpane. Refresh.Updatescampaignslistedinthenavigationpane.
GoldMine User Guide
About the Campaign Management Center 223
Campaign Management Center Toolbar

NewCampaign:LaunchestheCampaignCreationWizard. CloneCampaign:Copiesselectedcampaigntoanewcampaign. RenameCampaign:Changesgivennameofacampaign. DeleteCampaign:Removesselectedcampaign. NewTask:Addsnewtasktoselectedcampaign. CompleteTask:UpdatesatasktoCompleted. DeleteTask:Removesselectedtaskfromcampaign. TaskProperties:Modifiesselectedcampaigntask. AssignContacts:OpenstheContactSearchCenter. ConfigureWebImport:DisplaystheWebImportProfilesdialogbox.
Using the Campaign Management Center

Thefollowingprocedureallowsyoutocreate,modify,ordeletecampaignsusingtheCampaignManagementCenter.Use theToolbarorNavigationPaneMenutoaccessactions. 1. SelectGoTo>Campaigns,orclickCampaignsintheNavigationPane. 2. AttheCampaignManagementCenter,clickOK. 3. AttheCampaignManagementCenterdialogbox,selectanoption: CreateCampaigns.See"CreatingCampaigns"onpage225. CloneCampaigns.See"CloningCampaigns"onpage226. RenameCampaigns.See"RenamingCampaigns"onpage226. CreateaNewCampaignTask.See"CreatingNewCampaignTasks"onpage226. CompleteaCampaignTask.See"CompletingCampaignTasks"onpage227. DeleteCampaigns.See"DeletingCampaigns"onpage227. DeleteCampaignTasks.See"DeletingCampaignTasks"onpage227. ModifyCampaignProperties.See"ChangingCampaignTaskProperties"onpage227.
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Creating Campaigns
Youcanusemarketingcampaignstoconsolidateavarietyofcommunicationactivities. Usethefollowingproceduretocreateacampaign;itdisplaysintheCampaignManagementCenternavigationpane. 1. SelectGoTo>Campaigns. 2. AttheCampaignManagementCenterwindow,inthenavigationpane,rightclickandselectNewCampaign,orclick NewCampaignonthetoolbar.
TheCampaignCreationWizardopens. 3. ClickNext. 4. AttheSelectContactsdialogbox,selectafilterorgroupfromthedropdownlist. Tochangethefiltersorgroupstothoseofadifferentowner,select<Filtersof:>or<Groupsof:>. TheSelectaUserdialogboxopens.

SelectauserandthenclickOK.
ClickNext. 5. AttheAssigntaskstothiscampaigndialogbox,clickNewtask. 6. Configurethefollowing: ImportData.GoldMineprovidesseveralwaystoimportdata.SelecttoopentheSelectImportDataSourcedialog box. MailMerge.Mergecontactinformationwithtemplates(document,envelope,orlabel).SelecttoopentheMail MergePropertiesdialogbox. EmailMerge.UsetemplatestocommunicateapromotiontocustomersusingqueuedInternetemail.Selectto opentheMailMergePropertiesdialogboxappears. Call.Scheduleoutgoingtelephonecallstoinitiateacontactorfollowup.SelecttoopentheScheduleaCalldialog box.OnlytheDetailtabisavailable. AutomatedProcesses.Usepredefinedorcreatenew.SelecttoopentheSelectanAutomatedProcessesdialogbox. Youcanaddtasksasneeded.
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Using the Campaign Management Center 225
7. 8. 9. 10. 11.
ClickEdittomodifyatask. ClickDeletetodeleteataskfromthecampaign. ClickNexttomovetotheSummaryofselectionsdialogbox. Reviewtheinformationpresented.Ifyouneedtomodifythetasks,clickBack. ClickFinish.
Cloning Campaigns
Cloningacampaignisusefulifyouwanttocreateacampaignwithsimilarattributestoanexistingcampaign. Usethefollowingproceduretocloneacampaign. 1. SelectGoTo>Campaign. 2. AttheCampaignManagementCenterwindow,selectacampaign. 3. ClickCloneCampaign. GoldMinecopiesthecampaignanddisplaysitinthenavigationpanewiththesamenameandanumber.forexample, Chicago051604clonedwouldappearChicago051604(1). 4. SelecttheclonedcampaignandclickRenameCampaign. 5. TypeanewnameandthenpressEnter.
Renaming Campaigns
Usethefollowingproceduretorenameacampaign. 1. 2. 3. 4. 5. SelectGoTo>Campaign. AttheCampaignManagementCenterwindow,selectacampaign. ClickRenameCampaign. Theinsertionpointispositionedinthecampaignnameinentermode. TypeanewnameandthenpressEnter.
Creating New Campaign Tasks

Usethefollowingproceduretocreateanewcampaigntask. 1. 2. 3. 4. SelectGoTo>Campaign. AttheCampaignManagementCenterwindow,selectacampaign. ExpandtheOpenfolderandthenclickNewTask. Configurethefollowing: ImportData.GoldMineprovidesseveralwaystoimportdata.SelecttoopentheSelectImportDataSourcedialog box. MailMerge.Mergecontactinformationwithtemplates(document,envelope,orlabel).SelecttoopentheMail MergePropertiesdialogbox. EmailMerge.UsetemplatestocommunicateapromotiontocustomersusingqueuedInternetemail.Selectto opentheMailMergePropertiesdialogboxappears. Call.Scheduleoutgoingtelephonecallstoinitiateacontactorfollowup.SelecttoopentheScheduleaCalldialog box.OnlytheDetailtabisavailable. AutomatedProcesses.Usepredefinedorcreatenewprocesses.SeetheGoldMineAdministratorsGuide. 5. AddtasksasneededandthenclickOK.
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Completing Campaign Tasks

Usethefollowingproceduretocompleteacampaigntask. 1. 2. 3. 4. 5. SelectGoTo>Campaign. AttheCampaignManagementCenterwindow,selectacampaign. ExpandtheOpenfolderandselectatask. ClickCompletedTasks. ClickYesattheconfirmationprompt.
Deleting Campaigns
Usethefollowingproceduretodeleteacampaign. 1. 2. 3. 4. SelectGoTo>Campaign. AttheCampaignManagementCenterwindow,selectacampaign. ClickDeleteCampaign. ClickYesattheconfirmationprompt.
NOTE:IfanAutomatedProcessesprocesswasattachedtoacampaign,GoldMineremovestheprocessfrom
thedesignatedrecords.
Deleting Campaign Tasks

Usethefollowingproceduretodeleteacampaigntask. 1. 2. 3. 4. SelectGoTo>Campaign. AttheCampaignManagementCenterwindow,selectacampaign. ClickDeleteTasks. ClickYesattheconfirmationprompt.
Changing Campaign Task Properties

Usethefollowingproceduretochangeacampaigntasksproperties, 1. 2. 3. 4. SelectGoTo>Campaign. AttheCampaignManagementCenterwindow,selectacampaign. ExpandtheOpenfolderandselectatask. ClickProperties. Thespecifictaskdialogboxopens. 5. Changetaskpropertiesasneeded.
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Using the Campaign Management Center 227
228 Using the Campaign Management Center
GoldMine User Guide
Service Center
Overview
CasemanagementfunctionalityinGoldMinePremiumEditionprovidescustomerserviceagentstheabilitytocapture servicerequests,thenfilterandaccessthedetailsofeachcase.Thecustomerservicecenterenablesyourentireservice divisiontopursue,arrangeandfilterallservicerequestsandoptimizeworkflowthroughouttheday. GoldMinePremiumEditioncasemanagementfeaturesallowyourserviceprofessionalstoassign,escalateandresolve customerservicerequestsquicklyandefficiently.Quicklyaccesscustomerserviceissues,routethemtotheserviceagent whocanbestsolvetheproblem,andkeepclientsinformedoftheirservicerequestprogress,allwithinyourcustomized GoldMineenvironment. YourGoldMineuserscannowacceptincomingcustomerservicerequestsfrommultiplesources,bealertedtoupcoming andurgentcases,andgetdetailsforanyopenorclosedservicerequest.Individualagentsandcustomerservicemanagers canfiltertheirdailycaseactivities,improvingworkefficiencyandenablingoptimalcustomercare.
Using the Service Center

UsetheServiceCentertoopenandtrackservicecases. ToopentheServiceCenterfromthemainmenu,selectGoTo>ServiceCenter,orselecttheServicebuttonfromthemain NavigationPanel. TheServiceCenterwindowisdividedintotwosections;aListviewandaDetailview. DoubleclickonacaseintheListviewandtheDetailsviewopens. ClickonthebreadcrumblinkintheupperleftcorneroftheServiceCenterDetailsviewtoreturntotheListview.
Service Center List View

TheServiceCenterlistview(theupperportionofthewindow)consistsofthefollowingelements:
ASearchfieldforfindinganexistingcase.Selectthesearchfieldfromthedropdownmenu:
AToolbarwithbuttonsformanagingtheelementsintheListview(see"UsingtheServiceCenterToolbar(ListView)"on
page231)
GoldMine User Guide
Using the Service Center 229
ACaseListdisplayingallexistingcasesinthedatabasedependingontheselectionsetintheToolbar AnActivityandNotespanel ASummaryofthespecifiedcase
Toswitchtothedetailview,doubleclickonacaseinthelist.Clickthechevronbutton windowtoviewboththecaselistandcasedetailsinthemainwindow.
intherightportionofthe
Understanding the Case List (List View)

Thecaselistcanbesortedbyanyofitssetcolumns.Forexample:
Status:Currentstatus Number:Casenumber Subject:Subjectofcase etc...
Understanding the Activities and Notes Panel

TheActivitiesandNotespanelcontainsthefollowingfields:
NextActivity:Displaysthenextactivityscheduledforthiscase LastActivity:Displaysthelastactivityperformedforthiscase LastNote:DisplaysthelastnotefromNotestabappliedtothiscase
Understanding the Case Summary (List View)

ThebottomportionoftheServiceCenterListViewwindowcontainsthefollowingfields:
CaseNumber:Auniquestringthatidentifiesanindividualcase Company:Thenameofthecompanyassociatedwiththespecifiedcasenumber Contact:Contactinformationforthecompanyassociatedwiththespecifiedcaseasalinkyouusercantonavigateto
theContactrecord.
Template:Selectthedesiredtemplateforthespecifiedcase. Category:UserdefinedCategorytowhichthiscaseisassigned.CategoryisanF2LookupFieldandcanbesavedaspart
ofatemplate
Type:UserdefinedTypeforspecifiedcase.TypeisanF2LookupFieldandcanbesavedaspartofatemplate Origin:UserdefinedOriginofspecifiedcase.OriginisanF2LookupFieldandcanbesavedaspartofatemplate Priority:UserdefinedPriorityassignedtothespecifiedcase.PriorityisanF2LookupFieldandcanbesavedaspartofa
template
Offering(s):Userdefinedproductorserviceforthespecifiedcase.Offering(s)isanF2LookupFieldandcanbesavedas
partofatemplate
Subject:Abasicsubjectthatsummarizestheserviceissue Description:Adetaileddescriptionoftheserviceissue Status:Thecurrentstatusofthespecifiedcase.CanbeOpen,Assigned,orReassigned,orResolved Owner:Theusertowhomthiscaseisassigned Submitted:Thedateandtimewhenthiscasewascreated,expressedintheMM/DD/YYYYHH:MM:SSformat.MM/DD/
YYYYisthemonth,date,andyearwhenthecasewascreated,andHH:MM:SSisthehour,minute,andsecondwhenthe casewascreated
Deadline:Thedatewhenthiscaseisscheduledtoberesolved,expressedintheMM/DD/YYYYformat,whereMMisthe
month,DDisthedate,andYYYYistheyear.ThedefaultvalueforthisfunctionissetintheCaseManagerPreferences dialog
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Using the Service Center Toolbar (List View)
ThetoolbarintheServiceCenterListviewprovideselementsthatallowyoutoviewandmanagedetailsforcases.Open newcasesandcreatecasetemplates,chooseviewingandgroupingoptions,reassign,escalate,andresolvecases.
NewCase/NewTemplate.Toopenanewcase,selectNewCasefromtheNewTemplate/NewTemplatedropdown
menu.
Print.CreatesaprintpreviewofthecurrentCaseontheCaseDetailstab(see"AbouttheCaseDetailsWindow(Detail
View)"onpage232).
Refresh.Updatesthepageinformation. Delete.DeletesthecurrentlyselectedCase. Show.TheShowmenuallowsyoutofiltertheinformationdisplayedinthecaselist. Group.TheGroupmenuallowsyoutogroupcasesintheListview. Reassign.TheReassignCasedialogboxallowsyoutoassignthespecifiedcasetoanotheruserorservicerepresentative. Escalate.OpentheEscalateCasedialog,whereyoucanescalatethespecifiedcasepriority. Resolve.TheResolveCasedialogboxallowsyoutomarkacaseasResolvedandenterresolutionnotesandanemail
notificationmessage.
Analyze.ClickthisbuttontoopentheCaseManagementAnalysisdialogboxwhereyoucanfilterperformancedataby
user.YoucanalsoexportthisinformationtoaMicrosoftExcelspreadsheetorMicrosoftWord.
Customize.ClickthisbuttontocustomizetheCaseManagersettings.
Service Center Detail View

TheServiceCenterDetailViewconsistsofthefollowingelements:
AToolbar,whichallowsyoutocreatenewcasesandtemplates,editthestatusofthespecifiedcase,andanalyzethe
specifiedcase(see"UsingtheServiceCenterToolbar(DetailView)"onpage231)
ACaseDetailswindow,whichincludesfieldsanddropdownmenusthatallowyoutoviewandmanagedetailsforthe
specifiedcase(see"AbouttheCaseDetailsWindow(DetailView)"onpage232)
ACaseManager,acustomizableworkspacewhereyoucanscheduleandmanageactivities,notes,tasks,andresources
forthespecifiedcase(see"UsingtheCaseManager(DetailView)"onpage233)
in the Case Center List View
ToswitchtotheListview,usethechevronbuttoninthetoprightportionofthewindowwhen the Detail view is activated
Using the Service Center Toolbar (Detail View)

TheServiceCenterDetailViewtoolbarprovidesthefollowingelements,whichallowyoutoviewandmanagedetailsforan individualcase:
TheServiceCenterworkspacetoolbarconsistsofthesebuttons:
NewCase/NewTemplate.Toopenanewcase,selectNewCasefromtheNewTemplate/NewTemplatedropdown
menu.
Print.CreatesaprintpreviewofthecurrentCaseontheCaseDetailstab(see"AbouttheCaseDetailsWindow(Detail
View)"onpage232).
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Using the Service Center 231
Refresh.Updatesthepageinformation. Delete.DeletesthecurrentlyselectedCase. Reassign. ClickthisbuttontoopentheReassignCasedialogboxwhereyoucanassignacasetoanewservice
representative,orreassignanexistingcasetoanewservicerepresentative(see"ReassigningaCase"onpage244).
Escalate.ClickthisbuttontoopentheEscalateCasedialogboxwhereyoucanescalatethespecifiedcasepriority(see
"EscalatingaCase"onpage245).
Resolve.ClickthisbuttontoopentheResolveCasedialogboxwhereyoucanmarkacaseasResolvedandenter
resolutionnotesforthatcase(see"ResolvingaCase"onpage246).
Abandon.ClickonthisbuttontomarkaspecificcaseAbandonedandenterresolutionnotesforthatcase. Templates.Selectfromdropdownmenu: SaveasTemplate.OpentheManageCaseTemplatesdialogwiththeprevioussavedtemplate(see"CreatingaNew
Template"onpage241).
ManageTemplates.OpentheManageCaseTemplatesdialogwithpredefinedvaluesnotpopulated(see
"ManagingTemplates"onpage243).
Analyze.ClickthisbuttontoopentheCaseManagementAnalysisdialogboxwhereyoucanfilterperformancedataby
user.YoucanalsoexportthisinformationtoaMicrosoftExcelspreadsheetorMicrosoftWord(see"Creatinga PerformanceReportforaCase"onpage248).
Customize. ClickthisbuttontocustomizetheCaseManagersettings(see"CaseManagerPreferences"onpage236).
About the Case Details Window (Detail View)

TheDetailWindowcontainsthefollowingdisplayfields,dropdownmenus,andF2Lookupfields,forviewingandmanaging detailsofthespecifiedcase.
CaseNumber:Auniquestringthatidentifiesanindividualcase Company:Thenameofthecompanyassociatedwiththespecifiedcasenumber Contact:Contactinformationforthecompanyassociatedwiththespecifiedcaseasalinkyouusercantonavigateto
theContactrecord.
Template:Selectthedesiredtemplateforthespecifiedcase. Category:UserdefinedCategorytowhichthiscaseisassigned.CategoryisanF2LookupFieldandcanbesavedaspart
ofatemplate
Type:UserdefinedTypeforspecifiedcase.TypeisanF2LookupFieldandcanbesavedaspartofatemplate Origin:UserdefinedOriginofspecifiedcase.OriginisanF2LookupFieldandcanbesavedaspartofatemplate Priority:UserdefinedPriorityassignedtothespecifiedcase.PriorityisanF2LookupFieldandcanbesavedaspartofa
template
Offering(s):Userdefinedproductorserviceforthespecifiedcase.Offering(s)isanF2LookupFieldandcanbesavedas
partofatemplateProduct/ServiceintheSaveasTemplatedialogbox.
Subject:Abasicsubjectthatsummarizestheserviceissueandcanbesavedaspartofatemplate Description:Adetaileddescriptionoftheserviceissue Status:Thecurrentstatusofthespecifiedcase.CanbeOpen,Assigned,Reassigned,Resolved,orAbandoned Owner:Theusertowhomthiscaseisassigned Submitted:Thedateandtimewhenthiscasewascreated,expressedintheMM/DD/YYYYHH:MMformat.MM/DD/
YYYYisthemonth,day,andyearwhenthecasewascreated,andHH:MMisthehourandminute,whenthecasewas created
Deadline:Thedatewhenthiscaseisscheduledtoberesolved,expressedintheMM/DD/YYYYformat,whereMMisthe
month,DDistheday,andYYYYistheyear.ThedefaultvalueforthisfunctionissetintheCaseManagerPreferences dialog(see"AbouttheCaseManagerPreferences"onpage236).
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Using the Case Manager (Detail View)

TheCaseManagerisacustomizable,tabbasedworkspacewhereyoucanscheduleandmanageactivities,notes,tasks,and resourcesforcases.ItislocatedatthelowerportionoftheServiceCenterDetailView.
Managing Case Manager Tabs

TheCaseManagercancontainanyofthefollowingfunctionaltabs,basedonyourselectionsinCaseManagerPreferences:
Pending
UsethefollowingbuttonstomanagetheinformationinthePendingtab.
Schedule:Openadropdownmenuwiththefollowingoptions: Call:OpentheScheduleaCalldialog. NextAction:OpentheScheduleaNextActiondialog. Appointment:OpentheScheduleanAppointmentdialog. LiteratureRequest:OpentheScheduleaLiteratureRequestdialog. OtherAction:OpentheScheduleanOtherActiondialog. Todo:OpentheScheduleaTododialog. Event:OpentheScheduleanEventdialog. Edit:Openadialogboxappropriateforeditingthespecifiedscheduledactivity. Complete:Openadialogboxappropriateforcompletingthespecifiedscheduledactivity. Delete:DeletetheactivitythatiscurrentlyselectedinthePendinglist.
Notes
UsetheCaseManagerNotestabtocreateandeditnotespertainingtoanindividualservicecase. TocreateanewnotefromtheNotestab,selectAddNote.
Atextfieldwithatextformattingtoolbarappears. Typeyourtext,applyformattingoptions,andselecttheyellowSaveiconatthefarleftofthetoolbartocreateanew
note.
Team
UsetheCaseManagerTeamtabtoadduserstoateamforthespecifiedcase.
Toaddteammembers,selectAddfromtheTeamtabwindow. SelectaUserfromthedropdownmenu,andassignaRoleforthatuser. Repeatthesestepstoaddmoreteammembers. Toeditrolesforeachteammember,selectEditfromtheTeamtabwindow,edittheRolefield,andselectOK. Todeleteteammembers,highlightauser,selectDelete,thenselectYesinthedialogthatappears.
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Using the Case Manager (Detail View) 233
Tasks
UsetheCaseManagerTaskstabtocreateandassigntaskstousersforthespecifiedcase.
To Create a New task

SelectAddfromtheTaskstabwindow. TheNewTaskdialogappearswhichcontainsthefollowingoptions. Task
Typeanameanddescriptionforthetaskinthetextboxesprovided.
AssignTo
Assignthetasktoaparticularuser.
Time
ChooseaStartDateandEndDateusingthecalendardropdownmenus. Ifdesired,setanAlarmbyselectingthecheckboxlabeledAlarm,andsetthetimeanddateintheprovideddrop
downmenus. Options
SelectaColorcodeforthetask. Typeorusethescrollup/downbuttonstonotethe%(Percentage)Completeofthetask.
To Edit an Existing Task

SelectEditfromtheTaskstab.
TheEditTaskdialogappears,whichisidenticaltotheNewTaskdialog. MakedesiredchangestothetaskandselectOK.
To Complete an Existing Task

SelectCompletefromtheTaskstab.
TheCompleteTaskdialogappears. Toscheduleafollowupactivity,selectthecheckboxlabeledScheduleafollowup,chooseanactivityfromthedrop
downmenu,andselectOK.
Ifyouchosetoscheduleafollowupactivity,theappropriatedialogboxwillappear.
Attachments
UsetheCaseManagerAttachmentsTabtoattachdocumentationsupportingaproblemorsolutionforthespecifiedcase
To Attach a Document or Link to the Case from the Attachments Tab 1. SelectAddfromtheAttachmentsTabwindow.
TheAddAttachmentdialogappears. 2. Dependingonthenatureofthedocumentyouwillattachorlinkto,selecteitherProblemorSolutionfromtheRelates Todropdownmenu. 3. SelecteitherDocumentorLinkfromtheTypedropdownmenu. 4. TypethetitleofthedocumentorlinkintheTitlefield. 5. TypeaweborintranetlinkintotheLocationfield,orselectBrowsetonavigatetoadocumentonalocalornetwork location. 6. ToviewanattacheddocumentfromtheAttachmentsTab,selectView. Thedocumentwillopenwithinitsnativeapplication. 7. TodeleteanattacheddocumentfromtheAttachmentsTab,selectDelete,thenselectYesfromthedialogthatappears.
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Resolution
UsetheCaseManagerResolutionTabtoenterandmanagenotesandKnowledgeBasetopicssupportingtheresolutionof thespecifiedcase.
To Add a New Note from the Case Manager Resolution Tab 1. SelectAddNote
Atextentryfieldappearsinthetabwindowwithatextformattingtoolbar. 2. Typeorpastetextforyournoteintothetextfield,andapplyanydesiredtextformatting 3. Whenfinished,selecttheyellowSaveiconontheleftofthetoolbar Yournewnoteappearsinthetabwindow
To Search or Browse the Knowledge Base for Supporting Topics from the Resolution Tab 1. SelectSearchKnowledgeBasefromthetabwindow
TheKnowledgeBasewindowappearswithalltopicsortheresultsfromyoursearch. 2. Tobypasssearchoptionsandbrowsedirectlytoabook,folderortopic,selectCancelorenterthesearchtermsand pressSearch. TheKnowledgeBasewindowappears 3. Browsetothedesiredtopicusingthenavigationpanetotheleftandthepreviewpanetotheright 4. Withtheappropriatetopichighlighted,clickSelect ThetopicisnowlistedintheResolutionTabwithahyperlinkandatitle
To Remove a Knowledge Base Topic from the Resolution Tab 1. SelectatopicfromtheRemoveKnowledgeEntrydropdownmenu 2. SelectYesinthedialogthatappears
History
WhenanActivityorTaskhasbeencompleted,itismovedfromthePendingorTasktabtotheHistorytab.DoubleClickan activityortaskintheHistorytabtoviewadditionaldetailsaboutthehistoryofthatitem.
Contacts
TheContactstablistsallContactslinkedtothecurrentCase.
To Add a Contact to the Case

RightclickintheContactlistsectionandselectNewContact.Then,clicktheSearchbuttontotherightoftheCompanyfield andselecttoLookupcontact(openstheContactSearchCenter)orCreateanewcontact(openstheNewRecorddialog box)fromthemenu.
To Edit a Contact
SelecttheContactfromthelist,thenrightclickandselectDeletefromthemenu.
IMPORTANT:ThereisnoUndoorwarningpriortoselectingtheDeletecommand.
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Using the Case Manager (Detail View) 235
Case Manager Preferences

TheCaseManagerPreferencesdialogallowsyoutocustomizethedatathatappearsintheCaseManager.FromtheService CenterDetailView,selectCustomizefromtheServiceCenterToolbar.
About the Case Manager Preferences

TheCaseManagerPreferencesdialogcontainsfourtabs:Options,ColumnSelection,TabSelection,andLabels.
Options
TheOptionstabcontainsthefollowingelements:
CaseNumberMask(see"AbouttheSetCaseNumberMaskDialog"onpage239) DefaultFollowupInterval:Determinethedefaultinterval,indays,betweenthecase'screationdateandthedate
automaticallysetintheDeadlinefield(DetailView).Forexample,tosetadefaultintervalof7days,select7fromthe dropdownmenu.ThisisthedatewhenthiscaseisscheduledtoberesolvedasdisplayedastheDeadlineintheCase DetailsWindow(see"AbouttheCaseDetailsWindow(DetailView)"onpage232).

DefaultAssignment:Choosetheuser,ifany,thatcaseswillbeassignedtobydefault DefaultTemplate:Choosethecasetemplate,ifany,thatallcaseswilldefaultto PriorityList:Selectthetypesofcasesthatwillbeautomaticallybeaddedtoyourprioritylist
TIP:UsethePriorityListtocreateacustomfilterforcases.Forexample,todisplayonlyunreadcasesintheService
Centerforauser,selectonlythecheckboxforCasesUnreadintheOptionswindow,thenselectMyPriorityListfrom theShowmenuintheServiceCentertoolbar.
ShowasanAlert:Selectthetypesofcasesthatwillautomaticallycreatealerts
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Column Selection
UsetheColumnSelectiontabtochoosethecolumnstodisplayintheCaseList
Tab Selection
UsetheTabSelectiontabtochoosethetabstodisplayintheCaseManager.
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Case Manager Preferences 237
ClicktheTabSelectiontabandselectfromthefollowingoptions:
NOTE:Foreachtabtitlelisted,cleartheassociatedcheckboxtohidetabfromview.
MoveUp.Repositionsthetab.SelectatabandclickMoveUp.Thetabmovesuponeposition. MoveDown.Repositionsthetab.SelectatabandclickMoveDown.Thetabmovesdownoneposition. Customizetablabelsglobally.Applieschangestoallusers.Selectthecheckboxifyouwantchangestoapplytoallusers. Rename.Renamesthetab.SelectatabandclickRename.AttheEditTablabeldialogbox,typeinthenewtablabeland
clickOK.Thenewtabnameappears.
Reset.Returnthetabstodefaultorder.
Labels
UsetheLabelstabtochangethelabelsforthefieldsusedintheCasepropertiesdialogbox.
Tochangethefieldlabel,doubleclicktheNewLabelfieldthatcorrespondstotheDefaultLabel.Enteranewlabelandthen clickOK.
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About the Set Case Number Mask Dialog

UsetheSetCaseNumberMaskdialogtosetupprotocolsforcasenumbersintheServiceCenter.
TheSetCaseNumberMaskdialogcontainsthefollowingelements:
APreviewfield:Previewyournumberingformatbasedonchoicesyoumakeinthesettingsareabelow ASettingsareacontainingthefollowingfields,menus,andcheckboxes Prefix:Specifyatextstringthatalwaysprecedesyouruniqueidentifiernumber.Alternately,touseanautomated
datestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp
Separator(1):Apunctuationmarkthatseparatesyourprefixanduniqueidentifiernumber IdentitySeed:Anumericvaluedenotingthestartingpointforyouruniqueidentifiernumber IdentityFormat:Thetotalnumberofdigitsinyouruniqueidentifiernumber.Thisnumbermusthaveatleast4
digitsandnomorethan10digits
Suffix:Specifyatextstringthatalwaysfollowsyouruniqueidentifiernumber.Alternately,touseanautomated
datestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp Separator(2):Apunctuationmarkthatseparatesyouruniqueidentifiernumberandsuffix Whenfinished,selectOKtosavechanges,orselectCanceltoexitthedialogwithoutsavingchanges.
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Case Manager Preferences 239
Creating a New Case

Usethefollowingproceduretocreateanewservicerequest(Case). 1. SelectGoTo>ServiceCenterorselectServicefromthemainNavigationPanel. 2. AttheServiceCenter,clickNewCase. TheContactSearchCenterwindowopensprefilledwiththecurrentcontactrecord.
3. DoubleclickonacontactandthenclickSelect. Ifyouhavemanyrecordslisted,usetheSearchcapabilityatthetopofthewindow.Formoreinformationonusingthe ContactSearchCenter,see"SearchingforContactRecords"onpage194.

Tocreateacasefromanewcontact,clickNewContactandcompletetheNewRecorddialogbox.
TheServiceCenterwindowopensandthenewcaseappearswithasystemgeneratedcasenumberintheCase Numberfield.Dependingonthecase,somefieldsalsomightbesystemgenerated. 4. Completeeachfieldbyclickingnexttothefieldandeitherenteringtextinthefieldboxorselectingvaluesbyclicking thedownarrowonthebox.
NOTE:Astheuser,you(oryouradministrator)definethevaluesinthedropdownboxusingF2Lookup.If
youhavenotcreatedanyvalues,novalueswillappear. 5. ClickonthePendingtabandscheduleactivitiesasneeded. FormoreinformationonthePendingtab,see"SchedulingActivities"onpage75. 6. ClickontheNotestabandthenclickAddNotes. Typeanynotesyouhaveintheworkspace,asneededandthenclicktheSaveiconinthetopleftsideoftheNotes workspace.
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7. ClickontheTeamtabandcompletetheteaminformationasneeded. Toaddateammember,clickAdd.AttheAddMemberdialogbox,selectauserfromthedropdownboxandtype intheusersroleintheRolefield. Toeditateammember,eitherdoubleclickontheteammemberorclickontheteammemberandclickEdit,and thenmakethechanges. Todeleteateammember,clickontheteammemberandthenclickDelete. 8. ClickontheTasktabandcompletethetaskspropertiesasneeded. Toaddatask,clickAddandcompletetheNewTaskdialogbox. Toeditatask,doubleclickonthetaskorselectthetaskandclickEdit. TomarkataskComplete,clickCompleteandattheCompleteTask>Optionssection,selectortype100inthe% completedfield. Toprintatask,selectthetaskandclickPrint>Print. Todeleteatask,selectthetaskandclickDelete. 9. ClickontheAttachmentstabandaddattachmentsasneeded. Toaddanattachment,clickAddandcompletetheNewAttachmentdialogbox. Todeleteanattachment,clickontheattachmentandclickDelete. Toviewanattachment,clickView. 10. ClickontheResolutiontabtoaddresolutioninformationtothecase,asneeded. Toaddanote,clickAddNoteandtypethenoteintheworkspace. TosearchtheKnowledgeBase,clickSearchKnowledgeBase. TodeleteaKnowledgebaseentry,clickRemoveKnowledgeEntry. 11. Whenanactivityortaskhasbeencompleted,itismovedfromthePendingorTaskstabtotheHistorytab.Clickonthe Historytabanddoubleclickonanactivityortasktoviewadditionaldetailsaboutthehistoryofthatitem. 12. ClickontheContactstabtoviewthecontactsassociatedwiththiscase.
Creating a New Template

TheTemplatefieldsarebasedontypicalservicecasecategoriesandprioritization.Forexample,atemplatemightbeused whentheservicecallcenterlogsarequestfromacustomertorepairatelephonethatisunderwarranty. Usethefollowingproceduretocreateanewtemplate. 1. AttheServiceCenter,clickthedownarrowonNewCase>NewTemplate. 2. TheEditTemplatedialogwindowopens.
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Creating a New Case 241
3. AttheNewTemplateNamefield,typeanameforthenewtemplate. 4. SelectortypeorselectappropriateF2lookupfieldvalues.
TemplateField
Product/Service Subject CaseType Category Priority Origin Assignedto FollowupBy
CorrespondingFieldNameinaCaseDetailWindow
Offering(s)
Owner calculatedDeadline
5. ClickSave.
GoldMine User Guide
Managing Templates
Afteryouhavecreatedtemplates(see"CreatingaNewTemplate"onpage241),youcanusethefollowingprocedureto manageyourtemplates. 1. AttheServiceCenter,clicktheTemplatedownarrowandselectManageTemplates. YoucanalsoaccesstheManageTemplatesdialogboxbyclickingNewCase>NewTemplateandthenclickingCancel. The ManageTemplatewindowopens.
2. Selectthetemplatefromthelist. 3. Usethebuttonstotherightofthelistformakethefollowingchanges: NewopenstheEditTemplatewithadefaulttemplatename. EditopenstheEditTemplatedialogboxfortheselectedtemplate. CloneopenstheEditTemplatedialogboxwiththeinformationfromthecurrentlyselectedtemplate,butwiththe Newprependedtothenametomakeacopy. Deletedeletesthetemplatefromthelistofavailabletemplates 4. MakeanydesiredchangesandthenclickSave.
GoldMine User Guide
Reassigning a Case
Youcanreassignacasetoanotheruser. Usethefollowingproceduretoreassignacase. 1. AttheServiceCenterwindow,atthetoolbar,clickReassign. TheReassignCasedialogboxopensanddisplaystheselectedcase'suniquenumber.
2. Clickthe UsetheReassignTodropdownmenutoselectausertowhomyouwillreassignthecase. Tonotifytheselecteduserofthereassignmentviaemail,makesuretheEmailNotificationcheckboxischecked,and typeyourmessageintotheMessageboxprovided. 3. ClickReassigntoreassignthecaseorCanceltoexitthedialogwithoutreassigningthecase.
NOTE:AHistoryentrywillbecreatedfortheReassignmentaction.
GoldMine User Guide
Escalating a Case
TheEscalatefunctionenablesyoutoescalateacasepriority. Usethefollowingproceduretoescalateacase. 1. AttheServiceCenterwindow,atthetoolbar,clickEscalate. TheEscalateCasedialogopensanddisplaystheselectedcase'suniquenumber.
2. ClicktheEscalateTodropdownmenutoselecttheusertowhomyouwillescalatethecase. Tonotifytheselecteduseroftheescalationviaemail,makesuretheEmailNotificationcheckboxischecked,andtype yourmessageintotheMessageboxprovided. 3. ClickEscalatetoescalatethecaseorCanceltoexitthedialogwithoutreescalatingthecase.
NOTE:AHistoryentrywillbecreatedfortheEscalationaction.
GoldMine User Guide
Resolving a Case
Afteracaseisresolved,itisremovedfromthelistofactivecases. Usethefollowingproceduretoresolveacase. 1. AttheServiceCenterwindow,atthetoolbar,clickResolve. TheResolveCaseDialogopens.
2. IntheNotesfield,enterinformationabouttheresolutionofthecase. 3. TonotifytheselectedContactfromtheCaseoftheresolutionviaemail,checktheEmailNotificationboxandtype yourmessageintotheAddMessagebox.TheCreateEmailwindowappears. 4. EnteraResolutionType,orselectonefromthelookuplist. 5. Toattachanarticletothecase,clicktheSearchKnowledgeBasebutton.AttachedarticlearelistedintheArticles section. 6. Ifyouwanttoincludeanyattachment,checktheboxnexttotheitemintheAddAttachmentsection. 7. Whenfinished,clickResolve,orselectCanceltoexitthedialogwithoutresolvingthecase.
NOTE:AHistoryentrywillbecreatedfortheResolvingaction.
GoldMine User Guide
Abandoning a Case
UsetheAbandonCasedialogtochangethestatusofacasetoAbandonedandremoveitfromtheactivecaselist. 1. FromtheServiceCenterListView,selectAbandonCasefromthetoolbar.TheAbandonCaseDialogopens:
2. IntheNotesfield,enterinformationabouttheabandonedcase. 3. Tonotifyotherusersoftheabandonedcaseviaemail,checktheEmailNotificationboxandtypeyourmessageinto theAddMessagebox. 4. Whenfinished,clickAbandon.
GoldMine User Guide
Creating a Performance Report for a Case

Usethisproceduretofilterperformancedatabyuserandcreatereports. 1. AttheServiceCenterwindow,atthetoolbar,clickAnalyze. TheCaseManagementAnalysis dialogboxopens.
2. Atthe ForUser(s)dropdownbox,selectwhichuser(s)toincludeinthereportbyselectingcheckboxesinthedrop downmenu 3. ChooseadaterangeforthereportintheViewFromandtofields. 4. Sorttheresultingdatabyanyofthesixcolumns: User #Assigned.Thenumberofactivecasescurrentlyassignedtothisuser. #Escalated.Thenumberofactivecasesescalatedtothisuser. #Abandoned. ThenumberofcaseschangedtoAbandonedstatusbythisuser. #Resolved.ThenumberofcaseschangedtoResolvedstatusbythisuser. %OnTime.Thepercentageofcasesresolvedbeforedeadlinebythisuser. 5. ClickRefreshtorefreshresultsafterenteringnewcriteria. 6. ClickExporttotoexportyourreporttoeitheraMicrosoftWordorMicrosoftExceldocument. 7. ClickPrinttoprintahardcopyofyourreporttoalocalornetworkprinter. 8. ClickClosetoclosetheCaseManagementAnalysisdialogwindow.
TIP:SeetheGoldMineAdministratorsGuideforinformationaboutcustomizinghowdataappearsintheCase
Manager.
GoldMine User Guide
Knowledge Base
Overview
TheKnowledgeBaseprovidesaresourceformaintaininganytypeofinformationusefultoanorganizationoranindividual. Itcanprovideeasilyaccessiblestorageforgraphics,multimediafiles,and/orprogramapplications.Thisinformationcan thenbelinkedtoacontactrecord(displaystherecordwheneveryouaccessthattopic). TheKnowledgeBaseconsistsoftheKnowledgeBase,andthePersonalBase.Configurethemtopresentnewlyadded informationtotheuser,controluserreadingandupdatingprivileges,andsearchforspecificentriesbasedonuserdefined criteria.Topicpagesarearrangedinoutlineformat.Locateinformationbynavigatingthroughdifferentsections,conducting asearch,oropeningalinkedfile. KnowledgeBasematerialisstoredintheInfoMinetable. UserswithMasterRightscansetupuseraccesstotheKnowledgeBase;eachconnectedusercansetupinformationinhis orherPersonalBase.
Accessing the Knowledge Base

UsethefollowingstepstoaccesstheKnowledgeBase. 1. SelectGoTo>KnowledgeBase,orselectKnowledgeBasefromthemainnavigationpane.TheKnowledgeBase windowappears. 2. UsetheKnowledgeBasetoolbartonavigateandmanage. 3. Viewinformationbyselectingatab: KnowledgeBase.Maintainsinformationcreatedby,for,andaboutanorganizationandavailabletomultipleusers. Dependingonrights,alluserscanpotentiallyviewallKnowledgeBasetopics.However,onlyuserswithMaster Rightscanadd,edit,ordeleteKnowledgeBaseitems.
PersonalBase.Maintainsinformationusefultoanindividualuserthatonlytheusercanviewandupdate.Theonly
waytoaccessaPersonalBaseistologintoGoldMineastheuserwhocreatedthePersonalBase. 4. Create,edit,andsearchtheKnowledgeBase.Setsecurityandnotificationforusers. 5. Createandedittopictextandlinkedfiles.SeeAddingHTMLTexttoKnowledgeBaseTopics(seepage251)andAdding AttachmentstoKnowledgeBaseDocuments(seepage252). 6. ClickXtoclose.
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Accessing the Knowledge Base 249
Knowledge Base Toolbar
AddsabooktotheKnowledgetree. Addsafoldertotheselectedbook. Addsatopictotheselectedbookorfolder DisplaystheTopicorSectionPropertiesdialogboxfortheselecteditem. DisplaystheAttachFiletaboftheTopicorSectionPropertiesdialogbox. Deletestheselecteditem. DisplaysaTableofContentsinthelowerrightpaneoftheselectedbook. DisplaystheSearchdialogboxandallowsyouentersearchterms. Launchesattachments,graphics,orotherapplications.
Creating and Editing Knowledge Base Books, Folders, and Topics

OrganizeinformationintheeitherKnowledgeBaseorPersonalBasebycreatinghighlevelbooks,internalfolders,and pagestoaddressindividualtopics.
To Create Knowledge Base Books, Folders and Topics

1. SelectGoTo>KnowledgeBase,orselectKnowledgeBasefromthemainnavigationpanel.TheKnowledgeBase windowopens. 2. Tocreateabook,clicktheNewBooktoolbaricon .
Atthe<newbook>intheleftpaneunderKnowledgeBase,typeaname.ClickintherightpanetoaddHTMLtextor clicktheAttachafiletoolbaricontoaddanattachment. AddingtextorattachmentsatthebooklevelispossiblebutwillinterferewithabooklevelTableofContents.Addinga TOCreplacesthetextonthebook,folder,ortopic. 3. Toaddafolder,highlightthebooktowhichyouwanttoaddthefolderandclicktheNewFoldertoolbaricon.Thenew folderappearsundertheselectedbook.Typeinthenameofthefolder.ClickintherightpanetoaddHTMLtextorclick theAttachafiletoolbaricontoaddanattachment. 4. Toaddatopicpage,highlightthebookorthefoldertowhichyouwanttoaddthetopicandclicktheNewTopicPage toolbaricon.Thenewpageappearsundertheselectedbookorfolder.Typethenameofthetopic.
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Adding HTML Text to Knowledge Base Topics

UsethecapabilitiesofHTMLtocreatepagesintheInfoCenter. Theinformationprovidedhereisspecificallyforthetopiclevel,butisapplicableattheBookandFolderlevels.
To Add HTML Text to a Knowledge Base Topic

1. IntheKnowledgeBasewindow,clicktherightpane. AblinkingcursorandtheHTMLtoolbarappear. 2. Typetheinformationintothepage,orcopyandpasteitinfromothersources. 3. Rightclickthetextpaneandusethelocalmenuoptionstoformatyourdocumentanaddfeatures. TheHTMLletsyouformatthetextinapleasingdisplayandaddInternethyperlinksandgraphics. 4. ClickSave.
Knowledge Base Topic Text Local Menu

ToopentheKnowledgeBasetopiclocalmenu,rightclickintherightpaneoftheKnowledgeBasewindow. Themenuoptionsare:
Save.Savesthepageyouhavecreated. Cut.Cutsthehighlightedtext. Copy.Copiesthehighlightedtext. Paste.Pastescopiedtexttothelocationoftheblinkingcursor. Delete.Deleteshighlightedtext. SelectAll.Selectsallthetextonthepage. Font.Setsthefontstyle,type,andsize. Paragraph.Setstextalignmentonthepage. Style.Setsthetextstyle,includingformat,heading,definitions. Insert.Selectthefollowing. InsertPicture.SelectthisoptionandthePicturedialogboxopens.Browsetoasavedfileortypethehyperlinktoa
webbasedpicture.
InsertLink.SelectthisoptionandtheHyperlinkdialogboxopens.SelectthefiletypetolinkandtypetheURL. SpellCheck.SelectthisoptionandtheCheckSpellingdialogboxopens. SaveasFile.SavestheHTMLpageyoucreatedasaseparatefile. Print.Printsthepage. EditHTMLSource.TogglesthedisplayfromyourformattedWYSIWYGtoHTMLsourcecode.Editthedocumentinthe
HTMLsourcecode.
WYSIWYGmeansWhatYouSeeIsWhatYouGet.AWYSIWYGdisplayallowsyoutoseeonthescreenexactlywhatwill
appearwhenthedocumentisprinted.
HTMLmeansHyperTextMarkupLanguage.TheauthoringlanguageusedtodefinethestructureandlayoutofaWeb
documentbyusingavarietyoftagsandattributes.)
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Adding Attachments to Knowledge Base Documents

AttachexistingdocumentstoKnowledgeBasetopicstomaintainsuchspecializeddocumentsascontracts,pricecharts,and invoiceformsinotherapplicationsandlaunchthemfromInfoCenter.Attachmentscanalsobeotherapplications.
To Add an Attachment to a Knowledge Base Document

1. 2. 3. 4. Selectthebook,folder,orpagetowhichtoattachafile. RightclickandselectAttachfile. TheAttachedFiletaboftheTopicPropertiesdialogboxopens. IntheAttachedfilefield,typeorbrowsetothelocationofthefiletoattach. Ifattachinganapplication,browsetothe.exefilefortheprogram. 5. SelectSynchronizethefiletoincludetheattachmentwhentheKnowledgeBaseinformationissynchronizedto remoteusers. 6. ClickOK. ThepathtotheattachedfileappearsontherightoftheKnowledgeBasetoolbarandtheLaunchAttachedFilebuttonis active. 7. Toopentheattachedfileorapplication,clickthebutton,orrightclickandselectLaunch.
Searching the Knowledge Base from the Resolution Tab

TheKnowledgeBase,whenputtofulluse,canbecomealargedatabaseofsharedknowledge.Inordertolocateparticular piecesofinformation,performasearchoftheKnowledgeBasefromtheCaseManagerResolutionTab(see"Managing CaseManagerTabs"onpage233).
To Search the Knowledge Base from the Resolution Tab

1. IntheSearchFortextbox,typethewordorphrasetosearch.
NOTE:Thedropdownlistincludespreviouslysearchedterms.
2. IntheSearchScopearea,select: KnowledgeBase:SearchtheentireKnowledgeBase Lastpagesfound:Searchtopicsretrievedbyprevioussearch. SelectMatchwholewordsonlytomatchtheentireword. SelectMatchcasetomatchtheupperandlowercaseofaword. 3. IntheSearchArea,selecttheareasyouwillsearchin: Keywords:KeywordsaddedtotheTopicProperties. Topicname Foldername Filenames:Attachedfiles. Topictext:Textwithinthetopics. 4. ClickSearch.TheSearchforstatuswindowappears.Zeroindicatesnomatchingtopics.Ifmatchingtopicsarelocated,a SearchResultstabisadded,displayingthemintheleftpane.
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Outlook Integration
Overview
GoldMinesintegrationwithMicrosoftsOutlookaddsthecontactmessagelinkingandhistorytrackingfeaturesin GoldMine'sEmailCentertoMicrosoftOutlookusers.TheinstallationalsoaddsaGoldMinemenuandtoolbartoOutlooks mainwindowandaGoldMineNavigationpaneltothestandardOutlookNavigationpane.
NOTE:TheGoldMineOutlookIntegrationmustbeconfiguredbeforetheintegrationiscompleteandready
touse.Formoreinformation,see"SetupGoldMineOutlookIntegration"onpage254. GoldMinesOutlookIntegrationenhancementsallowyouto:
Configuresettings. SelectfromGoldMineAddressBookwhensendingemailmessages. ViewGoldMinecontactdatawhileworkinginOutlook. ManuallylinkorautomaticallylinkmessagestoexistingGoldMineContactRecords. FilelinkedmessagestoafolderintheGoldMineEmailCenter. UnlinkmessagesfromGoldMineContactRecords. CreateaContactRecordbasedonanOutlookmessage,andthenlinktheselectedemail. DisplayinformationaboutGoldMineIntegrationServicesforMicrosoftOutlook.
GoldMine Enhancements to Outlook

TheGoldMineAddinmakesmanyenhancementstoMicrosoftOutlookforintegrationwithGoldMine.Belowisalistof someoftheseenhancementsforeachofthefollowingOutlookcomponents.
Outlook Mail
LinkingEMailMessages(seepage269) SendingEMailMessages(seepage272) CreatingaGoldMineContactRecordfromanOutlookMessage(seepage274) DisplayingtheLinkedContactDetailsinOutlook(seepage274) SettingtheContact/EMailPaneDisplayOptions(seepage275)
Outlook Calendar
SettheCalendarDisplayOptions(seepage277) ScheduleaCalendarActivity(seepage277)
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Outlook Contacts
SearchforContactinGoldMinetoAssociateanEMailAddress(seepage278) CreateaNewGoldMineContactfromtheOutlookContact(seepage279) ManageGoldMineCustomerContacts(seepage280)
Outlook Tasks
CreateaTaskinOutlook(seepage280) CreateandLinktoaNewGoldMineTask(seepage280) DisplayingtheLinkedTaskDetailsinOutlook(seepage281)
Setup GoldMine Outlook Integration

GoldMinesOutlookIntegrationisonlyavailableifyouhaveincludedtheGoldMinePlus!ForMicrosoftOutlook componentsduringinstallation.
NOTE:IfGoldMinePlus!ForMicrosoftOutlookwasnotincludedduringinstallation,itcanbeinstalledusing
theAddorRemoveProgramscontrolpanelinWindows,andthenselectingChangefortheGoldMineentry onthelist.Formoreinformation,refertotheGoldMineInstallationGuide. WhenyouopenMicrosoftOutlookafterinstallingGoldMineandGoldMinePlus!ForMicrosoftOutlook,youmustcomplete theconfigurationbetweenthetwoprograms.
SettingUpGoldMinePlusforMicrosoftOutlook(seepage254) AddtheGoldMineAddressBooktoOutlook(seepage255) SetOutlookasDefaultEmailApplicationforGoldMine(seepage256)
Setting Up GoldMine Plus for Microsoft Outlook

TheinitialsetupforGoldMinePlus!ForMicrosoftOutlookisasimpleprocessofreadingyourGoldMinesettingsand applyingthosesettingstotheOutlookAddin.
To Setup GoldMine Plus

1. OpentheGoldMinemenuandselectSetupGoldMinePlusorclickthebuttonontheGoldMinetoolbarinOutlook. TheSetupGoldMinePlusforMicrosoftOutlookdialogboxdisplays. 2. ClicktheGoldMineSetuptab. 3. ClicktheReadGoldMineSettingsbutton. Checktheothertabstoensurethatthesettingswereproperlyreadandapplied.Additionalchangescanalsobemade onthevarioustabsontheSetupGoldMinePlusforMicrosoftOutlookdialogbox.
Ifyouwanttorestrictthecurrentuserfrommakingchangestotheirsettings,unchecktheAllowusertomake
changestohis/hersettingsoptionontheGoldMineSetuptab.
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Add the GoldMine Address Book to Outlook

WhensendingamessagesfromOutlook,youcanselectContactsandContactgroupsfromtheGoldMineAddressBook.You mustaddtheGoldMineAddressBookbeforeyoucanuseitinOutlook.
NOTE:TheaddressbookusesthesameinformationgatheredbytheOutlooklinkwhentheuserclickedon
theReadGoldMineSettingsbutton(see"SettingUpGoldMinePlusforMicrosoftOutlook"onpage254).
Add the GoldMine Address Book to Outlook 2003

1. InOutlook,opentheToolsmenuandselectEmailAccounts.TheEmailAccountswizardappears. 2. UnderDirectory,selectAddanewdirectoryoraddressbookandthenclickNext.TheDirectoryorAddressBookType dialogboxappears. 3. SelectAdditionalAddressBooksandthenclickNext.TheOtherAddressBookTypesdialogboxappears. 4. ClickNext(toverifychangesareappliedthenexttimeOutlookisrun). 5. ClickOK(tosavechanges). 6. ExitandreopenOutlook.
NOTE:FormoreinformationonhowtoswitchtoCorporateorWorkgroupmode,refertotheMicrosoft
OutlookHelpfilesinstalledwiththeproduct.
To Add the GoldMine Address Book to Outlook 2007

1. 2. 3. 4. 5. InOutlook,opentheToolsmenuandselectAccountSettings. SelecttheAddressBookstab. ClicktheNewiconfromthetoolbar.TheAddNewEmailAccountdialogappears. SelectAdditionalAddressBooks,andthenclickNext.TheOtherAddressBookTypespageappears. SelectGoldMineAddressBookfromthelistandthenclickNext.TheGoldMineIntegrationServicesforMicrosoft Outlookdialogappears. VerifyorenterthepathtotheGoldMineapplicationonyourharddrive. EnteryourUserIDandPassword. VerifyorBrowsetoselecttheContactSetforOutlooktoaccess. 6. Whenfinished,clickOK. 7. Amessageappears: "AnychangesmadewilltakeeffectnexttimeOutlookisrun." 8. ClickOKtocontinue. 9. Amessageappears: "TheEmailAccountyouhavejustaddedwillnotstartuntilyouchooseExitfromtheFilemenu,andthenrestart MicrosoftOfficeOutlook." 10. ClickOKtocontinue. 11. Amessageappears: "Congratulations!Youhavesuccessfullyenteredalltheinformationrequiredtosetupyouraccount.Toclosethe wizard,clickFinish." 12. ClickFinishtoclosetheAccountSettings.
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Set Outlook as Default E-mail Application for GoldMine

TofullyintegrateOutlookwithGoldMine,youcansetOutlookasthedefaultemailapplication.Afteryoumakethischange, anyemailaddresslinkthatyouclickwillopenOutlooktocomposeanewemailmessage.
To Open Outlook when Clicking E-mail Address Links in GoldMine

1. 2. 3. 4. 5. InGoldMine,opentheToolsmenuandselectOptions. Onthe<Users>Optionsdialogbox,clicktheEmailtab. UndertheGettingMailarea,checktheUseOutlookforlinkedEMailAddressesoption. ClickOKtosavethesettingsandclosethedialogbox. ClickanyemailaddresslinktoensurethatthelinknowopensusingOutlook.
Troubleshooting the GoldMine Integration

Ifnecessary,Administratorscancreatelogfilesthatcanhelpdiagnoseissueswithapplicationfunctionalityorperformance ofGoldMinesintegrationwithOutlook.FrontRangeSolutionsSupportServicesmightrequestthatthesefilesbecreatedfor troubleshootingpurposes.
GMOutlookLog.txtisatraceoftheinteractionsbetweenOutlookandGoldMine GMOutlookSpeed.txtshowsthecomputingtimeofindividualoperationswithintheOutlookintegration.
Thesefilesarenotcreatedbydefault.YoumustcreateeachofthesefilemanuallyintheC:\ProgramData\GoldMine directory.Aftercreatingthesefiles,GoldMinewillautomaticallypopulatedthefiles;nouseractionisrequired.
NOTE:IfyouhaveinstalledGoldMinetoadifferentdirectorythatthedefaultC:\,youwillneedtocreate
theC:\ProgramData\GoldMineandthencreatetheGMOutlookLog.txtandGMOutlookSpeed.txtfileswithin thatdirectory. IMPORTANT:Itisrecommendedthatthesefilesbedeletedaftertheinformationfortroubleshooting hasbeencollected.Otherwise,Outlookintegrationperformancecouldbenegativelyaffected. Formoreinformation,contacttheFrontRangeSupportathttp://www.frontrange.com/support.
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GoldMine Outlook Overview

WhenyouinstallGoldMinewiththeGoldMinePlus!ForMicrosoftOutlookoption,manyenhancementsaremadeto Outlook.TherearetwomaincomponentsthatvisuallychangeOutlook.
GoldMineOutlookNavigationButtons GoldMineOutlookPanel
GoldMine Outlook Navigation Buttons and Preview Window
GoldMine Outlook Panel
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About the GoldMine Toolbar

TheGoldMinetoolbarisaddedtoOutlookwiththeGoldMinePlus!ForMicrosoftOutlookaddin.Therearethreebuttons onthistoolbar.
SetupGoldMinePlusopenstheSetupGoldMinePlusforMicrosoftOutlookdialogbox(see"SettingUpGoldMinePlus
forMicrosoftOutlook"onpage254).
LaunchGoldMineopenGoldMineandbringsittothetopofanyotherwindowsopen. DisconnectFromGoldMinedisablestheintegrationfunctionalityandthebuttontextchangestoConnecttoGoldMine.
ClickthisbuttonagaintoreconnectOutlookandGoldMine.
About the GoldMine Outlook Navigation Buttons

TheGoldMinePlus!ForMicrosoftOutlookaddinaddstheGoldMineOutlookNavigationButtonsbelowthestandard OutlookbuttonsintheNavigationPane.TheGoldMineOutlookNavigationButtonslistalsocontainsaPreviewWindowat thetopofthebuttons.ThecontentofthePreviewWindowchangesdependingonwhichGoldMineOutlookNavigation Buttoniscurrentlyactive.
Preview Window
GoldMineContactsdisplaysalistofrecentlyviewedContactsinthePreviewWindow,withactivelinkingtotheselect
ContactrecordontheGoldMineContacttab.
GoldMineActivitiesdisplaysalinkinthePreviewWindowtolaunchtheActivityListtabinGoldMineinthePreview
Window.
GoldMineCalendardisplaystheGoldMinemonthlyCalendarinthePreviewWindow.
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GoldMineOpportunitiesdisplaysalistofrecentlyviewedOpportunitiesinthePreviewWindow,withactivelinkingto
theselectedOpportunityontheGoldMineOpportunitiestab.
GoldMineProjectsdisplaysalistofrecentlyviewedProjectsinthePreviewWindow,withactivelinkingtotheselected
ProjectontheGoldMineProjectstab.
GoldMineCampaignsdisplaysalistofrecentlyviewedCampaignsinthePreviewWindow,withactivelinkingtothe
CampaignintheGoldMineCampaignManagementCenter.
GoldMineServicesdisplaysalistofrecentlyviewedCasesinthePreviewWindow,withactivelinkingtotheselected
CaseintheGoldMineServiceCenter.
GoldMineLeadsdisplaysalinkinthePreviewWindowtolaunchtheGoldMineLeadsManagementCenter. GoldMineKnowledgeBasedisplaysalistofallrecentlyviewedBooks,Folders,and/orPagesinthePreviewWindow,
withactivelinkingtotheselecteditemontheGoldMineKnowledgeBasetab.
GoldMineDashboarddisplaysalinkinthePreviewWindowtolaunchtheGoldMineDashboardstab.
To Hide/Show the GoldMine Outlook Navigation Buttons

Thisprocedureissimilartohiding/showingtheGoldMineOutlookPanel(see"ToHide/ShowtheGoldMineOutlookPanel" onpage261),butthisprocedurehidestheGoldMineOutlookNavigationButtonslocatedbelowthestandardOutlook buttons. 1. OntheOutlookNavigationpane,locatethehorizontaldividingbarbetweentheOutlookandGoldMineNavigation buttonpanels.
The Show/Hide button before and after collapse.
2. ClicktheShow/HidebuttonatthecenterofthedividingbartocollapsetheGoldMineOutlookNavigationbuttons. Whencollapsed,theShow/HidebuttonmovestothebottomoftheOutlookNavigationbuttons. 3. ToExpandtheGoldMineOutlookNavigationButtons,clicktheShow/Hidebuttonagain.
GoldMine User Guide
To Add/Remove GoldMine Outlook Navigation Buttons

1. AtthebottomrightcorneroftheGoldMineOutlookNavigationPane,clicktheConfigurebuttonsmenubuttontoview themenuoptions.
2. SelectNavigationPaneOptionsfromthemenu.
3. ChecktheboxnexttotheGoldMineNavigationButton(s)thatyouwanttodisplayinthepane. 4. Ifyouwanttochangetheorderofthebuttons,usetheMoveUpandMoveDownbuttonstomovethebuttons accordingly.
To Show More or Fewer GoldMine Outlook Navigation Buttons

ThebuttonsthatappearintheGoldMineOutlookNavigationButtonslistaresetbyaddingorremovingthemfromthelist (see"ToAdd/RemoveGoldMineOutlookNavigationButtons"onpage260).TheseGoldMineOutlookNavigationButtons areeitherexpandedinthelistorcollapsedbelowthelist.
NOTE:Youcanonlyshowasmanybuttonsaswillfitinthedefinedarea.
Ifyouwanttochangehowmanybuttonsareexpanded/collapsed,clicktheConfigurebuttonsmenubuttontoviewthe menuoptionsandthenchooseeitherShowMoreButtonsorShowFewerButtonsfromthemenu.
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About the GoldMine Outlook Panel

TheGoldMineOutlookpanelisaddedtotheMail,Calendar,Contacts,Tasks,andNoteswindowsinOutlook.Thispanelis addedtotherightoftheOutlookThecontentofthispanelcanonlydisplaymessagesandcontactinformation.Insome windows,thereareleft/rightarrowsbuttonsatthetopofthepanelthatallowyoutochangetheinformationdisplayofthe panel. Itthefollowingexample,aselectedGoldMinetasktomakeacallisselectedintheOutlookCalendar.TheGoldMine OutlookPaneldisplaysthedetailsforthecalltotherightoftheCalendar.
To Hide/Show the GoldMine Outlook Panel

TheShow/HidebuttonfortheGoldMineOutlookPanelislocatedinthecenteroftheverticalbarseparatingtheOutlook CalendarandtheOutlookGoldMinePanel.Thisprocedureissimilartohiding/showingtheGoldMineOutlookNavigation Pane(see"ToHide/ShowtheGoldMineOutlookNavigationButtons"onpage259),butthisprocedurehidestheGoldMine PanellocatedontherightportionoftheOutlookwindow. 1. OntheOutlookMail,Calendar,Contacts,Tasks,orNotespane,locatetheverticaldividingbarbetweentheOutlook andGoldMinepanels. 2. ClicktheShow/HidebuttontocollapsetheGoldMineOutlookPanel.
GoldMine User Guide
Whencollapsed,theShow/HidebuttonmovestotherightoftheOutlookpanel. 3. ToExpandtheGoldMinepanel,clicktheShow/Hidebuttonagain.
Synchronization
TheSynchronizationabilityinOutlookupdatesyourOutlookContacts,Calendar,andTaskswithinformationfrom GoldMine.YoucansetwhenthedatafromGoldMineissynchronizedwithOutlookorperformthesynchronization manually(datasynchronizationfromOutlooktoGoldMineoccursimmediately).
NOTE:OutlookIntegrationdoesnotsupportrecurringormultipleattendeeTaskscreatedinOutlookwhen
synchronizingwithGoldMine.OnlyoneinstanceofthetaskiscreatedandlinkedtotheContact,butonlyif theContactwasselectedintheOutlookContactsfield.
IMPORTANT:Outlooksynchronizationworksonlywithlocalfolders.
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Setting Up the GoldMine Outlook Synchronization

InOutlook,opentheGoldMinemenuandselectSetupGoldMinePlus.Then,clicktheSynchronizationtabtoviewthe followingoptions:
SetupStandardConfigurationforOutlookSync
(see"ToSetUpStandardConfigurationforOutlookSync"onpage263)
SetupOutlooksynchronizationfor<UserName>
(see"ToSetUpOutlookSynchronizationforaUser"onpage266)
StartGoldMineSyncwhenstartingOutlookoption
(see"ToStartGoldMineSyncWhenStartingOutlook"onpage268)
To Set Up Standard Configuration for Outlook Sync

1. OntheSynchronizationtab,clicktheSetupStandardConfigurationforOutlookSync. Amessageboxappears.
2. ClickYestostarttheStandardConfigurationforOutlookSyncWizard.
3. EnteradescriptivenamefortheGroupandthenclickNext.
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Synchronization 263
4. SelectfromtheSynchronizationoptionsandLogOptions.
NOTE:Anyuntimed(nostart/finishtime)activitiesinGoldMinearesynchronizedtothecurrenttime.
5. ClicktheAdvancedbuttontomodifyGeneral,Deletions,FieldMapping,Contacts,Calendar,andTasktaboptions(see "ConfiguringtheAdvancedOptions"onpage265).
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6. ClickOKtoclosetheAdvancedOptionsdialogbox. 7. ClickNexttosettheSynchronizationIntervals.
8. Youcanclicktheellipsebuttons(...)tosettheSyncandRetryintervalswhensynchronizing. IMPORTANT:SettingtheIntervaltoashorterratemightcreateperformanceissuesonthe workstation. 9. ClickNextandthenFinishtocompletetheStandard Configuration for Outlook Sync Wizard.
NOTE:IfyouhavenotsetupanyUserProfiles,theOutlookUsernameProfileWizardopens(see"ToSetUp
OutlookSynchronizationforaUser"onpage266).
Configuring the Advanced Options

TheAdvancedOptionsdialogboxdisplayswhenyouclicktheAdvancedbuttonwhenconfiguringOutlooksynchronization (see"ToSetUpStandardConfigurationforOutlookSync"onpage263and"ToSetUpOutlookSynchronizationforaUser" onpage266). TheAdvancedOptionsdialogboxcontainsseveraltabsforindividualconfigurationofthesynchronizationprocess:
General:Definethetelephoneextensionseparator,recordmodificationtolerance,duplicateactivitycheckingby
OutlookIDnumber,synchronizingRSVP,andusingcategoriesforactivitiesinOutlook
NOTE:YoucanchangetheinformationdisplayedintheOutlookactivitySubjectlineofaretrieved
GoldMineactivitybyeditingtheGoldSync.inifile(see"AddingMacrostotheGoldSync.iniFile"onpage29).
Deletions:DefinehowdeletionssynchronizebetweenGoldMineandOutlook. FieldMapping:DefinemappedfieldssoGoldMinecanplacedatainthecorrespondingOutlookfields.
IMPORTANT:IfyouchoosetouseadifferentfolderthanthedefaultoptionintheFolderselection areaontheContacts,Calendar,orTasktabs,itisrequiredtodefinethatcustomfolderpathatthe systemwheretheprofilewillbeused.

Contacts:SpecifythelocationoftheOutlookfolderinwhichGoldMinesendsandretrievescontactinformation. Calendar:SpecifytheOutlookfolderinwhichGoldMinesendsandretrievesactivityinformation. Tasks:SpecifytheOutlookfolderinwhichGoldMinesendsandretrieves.
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Synchronization 265
To Set Up Outlook Synchronization for a User

1. OntheSynchronizationtab,clicktheSetupOutlooksynchronizationfor<UserName>tostarttheOutlookUsername ProfileWizard.
2. Enteradescriptivenamefortheuserprofileandselectwhetherornottoallowthisusertosynchronize.ClickNextto continue.
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SelectinganyoftheSynchronizationsOptionscheckboxeswilldisplaytheSynchronizationOptionsdialogbox(see
"ToSetUpStandardConfigurationforOutlookSync"onpage263).
Basicsynchronizationoptionswillenableoptionstosynccontactsand/orcalendarfromGoldMineand/or
OutlooktoGoldMineand/orOutlook.
AdvancedoptionswillenabletheAdvancedbuttonontheOutlookUsernameProfile:SynchronizationOptions
dialogbox(see"ConfiguringtheAdvancedOptions"onpage265).
LoggingoptionswillenabletheLoggingOptionscheckboxesontheOutlookUsernameProfile:
SynchronizationOptionsdialogbox.
SelectinganyoftheIntervalsandsynchronizationfrequencyoptionscheckboxeswilldisplaytheSynchronization
Intervalsdialogbox(see"ToSetUpStandardConfigurationforOutlookSync"onpage263). 3. Outlooksynchronizationusesstandardconfiguration.Ifyouneedtomakechanges,checktheboxesfortheareasthat needchangedforthecurrentuser,andthenclickNext.
4. SpecifytheGoldMinecontactrecordsandOutlookrecordstosyncbycutoffdate.ClickNexttocontinue.
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Synchronization 267
5. SelectwhichcalendarstosynchwithOutlook.ClickNexttocontinue.
6. Ifneeded,changethedefaultdate/timeforthenextscheduledsync,thenclickNext.
7. ClickFinishtoapplythechangesandclosethewizard.
To Start GoldMine Sync When Starting Outlook

TheStartGoldMineSyncwhenstartingOutlookoptionontheSynchronizationtaballowsyoutosethowOutlook synchronizestoGoldMine.Bycheckingthisoption,OutlookwillsynchronizewithGoldMineeverytimeOutlookislaunched. Ifthisoptionisnotchecked,youmustsynchronizemanuallywithGoldMine(see"SynchronizingOutlookandGoldMine Manually"onpage269).
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Synchronizing Outlook and GoldMine Manually

Bydefault,Outlookissettosynchronizeautomatically.However,ifyouvedisabledthisoption(see"ToStartGoldMineSync WhenStartingOutlook"onpage268)orhavemadeachangethathasntsynchronizedyet,youcanstartthe synchronizationprocessmanually.OpentheGoldMinemenuandselectStart/StopSynchronization.
NOTE:GoldMinemustberunningtosynchronizethedatabasewithOutlook.
Outlook Mail
TheOutlookIntegrationaddsseveraloptionsandenhancementstothecompositionofmessagesinOutlook.Amongthese optionsaretheabilitytolinkamessagetoaGoldMinecontact,createaContactbasedonamessage,andviewingthe ContactRecorddetailsforalinkedmessage.
NOTE:WhenOutlookscomposemessagewindowisopenedfromwithinGoldMinebyclickingona
hyperlinkinsideofGoldMineorbyusingtheAction>SendOutlookMessageoption,anemailislinkedtoa contactonlyifacorrespondingAutolinkingsettingoramanuallinkingfeatureofGoldMineOutlook Integrationisused.Formoreinformation,see"ToSetupAutoLinkingofMessagestoContactRecords"on page271and"SetOutlookasDefaultEmailApplicationforGoldMine"onpage256.
Notes about Sorted E-mail Folders

GoldMinesupportsadrilldowncapabilitywhensearchingyouremailfolders.Forexample:ifyousortyourInboxby sender(From),youcantypethefirstletterofasendersnametojumptothefirstmessagefromthatsender.So,ifyou enterVandthenenterI,asearchwillbemadeforemailsfromVI.ToswitchfromV'toI,youmustpressthe ESC keyafterselecting'V'.Thereafter,select'I'andthecursorwillbepositionedonthefirstemailbeginningwithIor thenextletter,ifnonebeginwithI. Foradditionalinformation,refertothefollowingtopics:
LinkingEMailMessages(seepage269) SendingEMailMessages(seepage272) CreatingaGoldMineContactRecordfromanOutlookMessage(seepage274) DisplayingtheLinkedContactDetailsinOutlook(seepage274) SettingtheContact/EMailPaneDisplayOptions(seepage275)
Linking E-Mail Messages

AnemailmessagecanbelinkedtoaGoldMineContactrecordeitherduringcompositionorfromamessageinoneofyour Outlookfolders(Inbox,SentItems,Drafts,etc.).NewmessagesarelinkedusingtheLinkthisemailtodropdownlistand existingmessageshaveoptionsintheGoldMinepanelfortheselectedmessage. Foradditionalinformation,refertothefollowingtopics:
ToSearchforaGoldMineContacttoAssociateanEmailAddress(seepage270) ToManuallyLinkMessagestoaGoldMineContact(seepage270) ToLinkMultipleMessages(seepage270) ToSetupAutoLinkingofMessagestoContactRecords(seepage271) ToSetupLinkingExclusions(seepage271) ToSetHowtheEMailisLinkedtoaContact(seepage272) ToUnlinkanEMailfromaGoldMineContact(seepage272)
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Outlook Mail 269
To Search for a GoldMine Contact to Associate an E-mail Address

IfyouwanttosearchforaContacttoassociateanexistingemailaddress,followthestepsbelow. 1. SelectanunlinkedemailfromtheOutlookInbox. UndertheSendersandRecipientspane,theTo:andFrom:emailaddressesdisplay. 2. ClickeithertheTo:orFrom:emailaddressintheSendersandRecipientspane. IfyouclickFrom: ClicktheSearchfor<ContactName>inGoldMinetoassociatetheemailaddresslinkinthepanelbelow.
IfyouclickTo:
ClicktheSearchforacontactinGoldMinetoadd<xxx@xxx.xx>asitsemailaddresslinkinthepanelbelow. TheContactSearchAssociateEmailAddressdialogboxdisplays. 3. YoucanaccepttheprefilledvalueorenterthefullorpartialcontactnameintheFindValuetextbox. 4. ClicktheSearchbuttontosearchforacontactwiththatvalue.
NOTE:Ifyoursearchreturnsnoentries,youcanclicktheCreatebuttontoopentheNewGoldMine
CompanyandContactdialogboxtocreateanewcontacttolinktheemail. 5. SelectthedesiredrecordfromthesearchresultsandtheclicktheLinkbutton. IMPORTANT:IfyouassociateanemailaddresstoaContactRecordthatalreadyhasanemail addressassociatedtoit,amessageappearsaskingyoutoreplaceitwiththenewone.ClickingYes, wellreplacetooldemailaddressfortheContactRecordandmovethepreviousemailaddressasa secondaryaddress.ClickingNo,assignsthenewemailaddressasasecondaryaddresstothelistof addressesforthecontact.
To Manually Link Messages to a GoldMine Contact

WhenyoureceiveanemailinOutlookthatisnotlinkedautomatically(see"ToSetupAutoLinkingofMessagestoContact Records"onpage271),youcanmanuallylinkthemessagetoaGoldMineContact. 1. SelectthemessageyouwanttolinktoaGoldMinecontact.Themessagecanbeinanyofyouremailfolders(Inbox, SentItems,JunkEmail,etc.) IftheemailaddressisnotassociatedtoaGoldMineContactrecord,youcancreateanewContactRecord(see "CreatingaGoldMineContactRecordfromanOutlookMessage"onpage274)andthenlinkthemessagetothe ContactbyclickingtheLinkMessagemenubuttonatthetopoftheGoldMinepanel.Youcanalsosearchfora Contacttolinkthemessage. IftheemailaddressisassociatedtoaGoldMineContactrecord,GoldMinewilldisplaytheContactrecordinthe LinkMessagedropdownmenutoallowyoutolinktothatContact.YoucanalsosearchforadifferentContactto linkthemessage. 2. IntheGoldMinepane,clicktheLinkMessageiconandselectLinkMessageToGoldMineContactfromthemenu.
To Link Multiple Messages

YoucanlinkmultiplemessagestoaContactbypressingtheCT R L keyonthekeyboardandthenselectingmultiple messages.Afterselectingallthemessagesthatyouwanttolink,clicktheLinkAllSelectedMessagesToicon.Thenselect fromthefollowingdropdownmenuoptions:
NOTE:YoumusthaveaGoldMineContactassociatedwiththeemailaddresstolinkmessages(see
"CreatingaGoldMineContactRecordfromanOutlookMessage"onpage274).
Linkselectedmessagesto<Contact> LinkSelectedEmailstotheirandselecteitherSenderorFirstRecipientfromthesubmenu.
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To Setup Auto-Linking of Messages to Contact Records

AutolinkinglinksmessagesautomaticallyfromsendersinyourOutlookmailboxtoContactsinyourGoldMinedatabase.By default,messagesarenotsettolinkautomaticallytoContactrecords.Ifyouwanttosetupautolinking,followthe procedurebelow.
TIP:YoucanlinkmultiplemessagestoaContactbypressingtheCT R L keyonthekeyboardandthenselecting
multiplemessages. 1. InOutlook,opentheGoldMinemenuandselectSetupGoldMinePlus. 2. ClicktheOptionstab. 3. IntheGoldMineAutoLinkingandAttachmentssection,usethefollowingoptionstosetuphowyouwanttheauto linkingfeaturetowork. EnableAutoLinkingwhensendingEMailenablesthedropdownlistforToSenderorToFirstRecipient. Thisoptionisforautomaticallylinkingofmessageswhentherecipient/senderisoneofyourGoldMineContacts. Checkingthisoptionenablesthefollowingoptions:
PromptifEmailaddressisnotonfilewhenAutoLinkingsentEMail. Saveacopyofoutgoingattachments. EnableAutoLinkingwhenreceivingEMailenablesthedropdownlistforToSenderorToFirstRecipient.
Thisoptionisforautomaticallylinkingofmessageswhenthesender/recipientisoneofyourGoldMineContacts. Checkingthisoptionenablesthefollowingoptions:
Enableautolinkingformessagespreviouslyreadinotheremailclients. PromptifEMailaddressisnotonfilewhenAutoLinkingreceivedEMail. Donotpromptmetohandlefilenamesthatalreadyexist.
ThisoptionallowsyoutosendattachmentswiththesamenamewithouthavingtoclickOKontheoverwrite warningdialogboxforafilethatalreadyexists.ThisisespeciallyusefulforfilessuchasasignatureGIForother filesthataresentrepetitively. Withthisoptionchecked,retrievedattachmentsareprocessedusingtheattachmenthandlingsettingsconfigured intheuser'sGoldMineemailpreferences.Formoreinformation,referto"ToSetEmailOptionsontheAdvanced Tab"intheAdministratorsGuideorOnlineHelp. 4. ClickClosetoapplythechangesandclosethedialogbox.
To Setup Linking Exclusions

WhenlinkingmultiplemessagestoGoldMine,theremightbecertainemailaddressthatyoudonotwanttoinclude,such asanyonefromyourcompanyorspamemail.YoucanaddtheseemailaddressestotheLinkingExclusionslist,which preventsthemfrombeinglinkedtoGoldMine.Manuallinkingofsinglemessagescanstillbeperformed. 1. 2. 3. 4. InOutlook,opentheGoldMinemenuandselectSetupGoldMinePlus. ClicktheLinkingExclusionstab. EntertheemailaddressyouwanttoexcludeontheEmailAddresstextbox. ClicktheAddtoListbuttontoaddthisaddresstotheLinkingExclusionslist. Theasterisk(*)canbeusedasawildcard;youcanaddwholedomainsbyusingthe*@domainformat,suchas *@frontrange.com. Youcanalsoaddbeginningofaddressesbyusingthename@*format,suchasspam@*orinfo@*. 5. ClicktheSavebuttontosavethelist. Youcanupdatethislistanytimebyaddingmoreentriesorremovingentriesthatyounolongerwanttoblock.
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To Set How the E-Mail is Linked to a Contact

1. InOutlook,opentheGoldMinemenuandselectSetupGoldMinePlus. 2. ClicktheOptionstab. 3. IntheGoldMineEMailCentersectionselectoneofthefollowingoptions: AsapendingactivityintheEMailinboxfolder AsacompletedactivityinthefiledEMailfolder 4. ClickClosetoapplythechanges.
To Unlink an E-Mail from a GoldMine Contact

IfyoudonotwantthemessagelinkedtothecurrentContact,youcanunlinkthemessage. 1. InOutlook,selectthelinkedmessageyouwanttounlink. 2. IntheGoldMinePanel,clicktheUnlinkThisEmailFromicon. 3. ThemessageisunlinkedandisnowavailabletolinktootherContacts.
NOTE:YoucanalsoclicktheLinktoiconandselectSearchForGoldMineContacttoRelinkMessageToto
unlinkthemessageandthenrelinkittoadifferentContactinGoldMine.
Sending E-Mail Messages

SendingemailwithGoldMinesOutlookAddinaddsenhancedfunctionalitytothecompositiondialogbox.Youcanchoose tolinktheemailtoaGoldMineContactanduseaGoldMinetemplatetohelpcreatethemessageofyouremail.
ToLinkaNewMessagetoaGoldMineContact(seepage272) ToSearchforaContactRecord(seepage273) ToSelectaRegardingOptionforaNewMessage(seepage273) ToUseanEMailTemplateforaNewMessage(seepage274)
To Link a New Message to a GoldMine Contact

Whencomposinganewemail,youcanchoosetolinkthemessagetotheactiveContact,searchforaContact,ornotlink themessage.TheseoptionsareavailableintheLinkthisemailtodropdownlistabovethebodyofanewmessage.
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NotLinkedallowsyoutocomposeanemailwithoutlinkingittoaGoldMineContactrecord. <ContactName>linkstheemailtothecurrentlyactiveContactrecordinGoldMine. SearchforacontactopenstheContactSearchdialogboxtosearchtheGoldMineContactrecorddatabase(see"To
SearchforaContactRecord"onpage273).YoucanonlysearchforandlinktheemailtooneContactrecord.
NOTE:ForinformationaboutautomaticallylinkingmessagestoGoldMineContacts,see"ToSetupAuto
LinkingofMessagestoContactRecords"onpage271.
To Search for a Contact Record

TheContactSearchdialogboxappearswhenyouselecttheSearchforacontactoptionfromtheLinkthisemailtodrop downmenuduringnewemailmessagecomposition(see"ToLinkaNewMessagetoaGoldMineContact"onpage272).
1. SearchforaContactRecord EnterthefullorpartialcontactnameintheFindValuetextboxandthenclicktheSearchbutton. 2. SorttheResults Clickthecolumnheadertosorttheresultsalphanumericallybythatcolumn. Dragthecolumnheaderintothespaceabovethesearchresultslist.Toreturntotheunsortedresultslist,dragthe headerbacktothesearchresultslist. 3. SelecttheContactRecord ClicktherowthatcontainsthedesiredContactrecordfromthelistandthenclickOK.
To Select a Regarding Option for a New Message

IfyoulinkanewmessagetoaGoldMineContactrecord(see"ToLinkaNewMessagetoaGoldMineContact"onpage272), theRegardingdropdownlistbecomesavailable.TheRegardingmenuallowsyoutoselectaCase,Opportunity,orProject toassociatetotheemailmessage.YoucanopentheRegardingdropdownlistandselectanylistedentry.
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TheNewbuttonallowsyoutocreateanewCase,Opportunity,orProject.Tocreateone,clicktheNewbuttonandselect eithertheCase,Opportunity,orProjectoption.GoldMinethenopenstotheassociatedtabtofillinthedetailsforthenew entry.
To Use an E-Mail Template for a New Message

Whencomposinganewmessage,youcanchoosetouseatemplatefromtheGMTemplatedropdownlistlocatedinthe paneldirectlyabovethemessagecompositionarea.TemplatescancontainGoldMineFieldsandapredefinedmessage.You canchoosefromanyoftheavailabletemplatestohelpyoucomposeyourmessage. 1. InOutlook,opentheFilemenuandselectNew>MailMessage. 2. Onthenewmessagedialogbox,clicktheGMTemplatedropdownmenu.
NOTE:IfthereareGoldMinefieldsinthetemplate,youmustlinkthemessagetoaContacttoproperly
populatethefields.Formoreinformation,see"ToLinkaNewMessagetoaGoldMineContact"onpage272. 3. Selectatemplatefromthemenu. Forinformationoncreatingadditionaltemplates,see"CreatingEmailTemplates"onpage127.
TIP:OutlookemailtemplatesaremanagedwithinGoldMineintheDocumentManagementCenter.Toopenthe
DocumentManagementCenter,opentheGoTomenuinGoldMineandthenselectDocumentTemplates.
Creating a GoldMine Contact Record from an Outlook Message

IfaContactdoesnotexistinGoldMineforanemailthatyoureceivedinOutlook,youcancreateanewGoldMineContact recorddirectlyfromOutlookforanyselectedemailsenderorrecipient.
To Create a New GoldMine Contact Record 1. BelowtheSendersandRecipientspane,clicktheCreateanewGoldMinecontactforlink.

TheNewGoldMineCompanyandContactdialogboxdisplays. 2. Enterthecompanynameandcontactinformation. 3. Checkthedesiredoptions. 4. ClickOKtocreatethenewcontactandclosethedialogbox.
Displaying the Linked Contact Details in Outlook

WhenamessageislinkedtoaGoldMineContact,theGoldMinePanelispopulatedwithContactInformationandItemsfor thelinkedcontact.
To Modify the Display of Contact Information

1. ClicktheSetupGoldMinePlusbutton. 2. ClicktheContactPanetab.
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ThepanelontheleftshowstheavailablecontactfieldsthatyoucanaddtotheContactInformationpanelin
Outlook.
ThepanelontherightshowsthelayoutofthecontactinformationdetailsasthedisplayintheContactInformation
panelinOutlookwhenviewinganEmailorContact.Youcanusetheformattingtoolsatthetopofthispanelto adjustthecolor,alignment,andcharacterstylesofthedisplaytext. 3. Selecttheareawhereyouwantthefieldtobeplacedintherightpanel. Notethatwhereevertheblinkingcursorisintherightpaneliswherethenewfieldwillappear. 4. Clickthefieldintheleftpanel,thenclicktheArrowbuttontoaddthefield. 5. AtthebottomoftheContactPanetab,selecttheuserthatthischangewillaffect.Ifthischangeshouldbeforallusers, selectAllusersfromthelist. 6. Whenyouaresatisfiedwiththelayout,clicktheSavebuttontosaveyourchanges.
Setting the Contact/E-Mail Pane Display Options

Bydefault,anemailmessagethatislinkedtoaGoldMineContactdisplaysthefollowingtabsbelowtheContact InformationintheGoldMinePanel.
Eachtabhascommandsassociatedwithselectedtab,suchasCreateandRefresh.
To Modify the Contact/E-Mail Panel Tabs

IfyouwanttohideanyofthesetabsontheGoldMinePanel,followthestepsbelow. 1. 2. 3. 4. InOutlook,opentheGoldMinemenuandselectSetupGoldMinePlus. ClicktheOptionstab. UndertheContact/EMailPanesection,unchecktheboxforanytabyouwanttohide. ClickClosetoapplyyourchanges.
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Outlook Calendar
TheOutlookCalendarlistsallofyourOutlookactivities,aswellasthosesynchronizedfromGoldMine.Calendaractivities canbecreatedineitherOutlookorGoldMineandscheduledformultipleparticipants,whichthenappearintheirown calendarsaswell.
NOTE:OutlookcalendaritemssynchronizedtoGoldMinewilldisplayonlyattendeesthatexistinGoldMine aseitherUsersorContacts. NOTE:Anyuntimed(nostart/finishtime)activitiesinGoldMinearesynchronizedtothecurrenttime.

TheinformationdisplaysintheGoldMinepanelandcontainsthefollowingareasfortheselecteditem:
SelectedItemsdisplaystheSubjectandtimeframefortheselectedcalenderitem.Iftheselectedcalendaritemisnot
partoftheGoldMinecalendarofactivities,youcanaddtheactivitytoGoldMinebyclickingtheAddselectedactivity toGoldMinelinkatthebottomoftheSelectedItemsarea.
YourPendingSaleslistsallpendingsalesandtheirdetails,suchasproductname,units,price,amount,user,anddate. LiteratureRequestslistsallrequestsforliterature.Formoreinformation,see"AbouttheLiteratureFulfillmentCenter"
onpage30.
ContactDatadisplaystheContactsdetails,suchascompany,contactname,address.Youcanmodifywhatandhowthe
detailsdisplayinthearea(see"DisplayingtheLinkedContactDetailsinOutlook"onpage274).
GoldMineUsersandResourceslistsallGoldMineUserandResourcesassociatedwiththeappointment. GoldMinePreviewdisplaysthedetailsfortheactivitytype(call,appointment,etc.)aswellas: Reference:Subject Contact:NameofContactperson ActivityCode OnDate:Dateofappointment StartTime:Scheduledstarttimeofappointment Duration:Lengthofappointment Notes:Additionalinformationabouttheappointment GoldMineOptions:BelowtheGoldMinePreviewarealistofGoldMinecommandsfortheselecteditem.Theseallow
youtoviewtheitemintheGoldMineActivityListorCalendar,aswellasmarkingtheappointmentascompleteinthe GoldMineCalendar.
ShowtheIteminGoldMineActivityList(seepage276) ShowtheIteminGoldMineCalendar(seepage276) CompletetheGoldMineCalendarItem(seepage276)
Show the Item in GoldMine Activity List

AtthebottomoftheGoldMinepanelintheOutlookCalendar,clicktheShowtheIteminGoldMineActivityListcommand todisplaythecurrentcalendariteminGoldMinesActivityList. Formoreinformation,see"Activities"onpage73.
Show the Item in GoldMine Calendar

AtthebottomoftheGoldMinepanelintheOutlookCalendar,clicktheShowtheIteminGoldMineCalendarcommand. YoucanEditorCompletetheactivitybyclicktheappropriatebuttonsatthetopoftheCalendarbuttonlist. Formoreinformation,see"CalendarsOverview"onpage93.
Complete the GoldMine Calendar Item

AtthebottomoftheGoldMinepanelintheOutlookCalendar,clicktheCompletetheGoldMineCalendarItemcommand todisplaythecurrentcalendariteminGoldMinesActivityList. Formoreinformation,see"CompletingActivities"onpage84.
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Set the Calendar Display Options

TheOutlookCalendarsGoldMinePanelcandisplayinformationrelatedtotheselectedItem,aswellasPendingSales, LiteratureRequests,ContactData,GoldMineUsersandResources,andGoldMinePreviewfordetailsfortheappointment. YoucandeterminewhichoftheseitemisdisplayedinGoldMinepanelbymodifyingthedisplayoptions.
To Modify the Display Options

1. InOutlook,opentheGoldMinemenuandselectSetupGoldMinePlus. 2. ClicktheOptionstab. 3. IntheCalendarPanesection,makeselectionsfromthefollowingoptionstodeterminewhichitemsdisplayinthe GoldMinepanelontheCalendarpane: ShowForecastedSales ShowScheduledLiteratureRequests HyperlinktoGoldMineCalendar HyperlinktoGoldMineActivityList 4. ClickClosetoapplythechanges.
Schedule a Calendar Activity

AcalendaractivityiseitheranAppointmentorMeeting.Whenschedulingoneofthesetypesofactivities,usethesame practicesthatyounormallywouldwhenschedulinganactivitywithOutlook.Theonlydifferencewithschedulingactivities usingtheGoldMineOutlookIntegrationisthatyouractivitieswillupdatewithinGoldMineontheCalendarsandActivities Listsforthoseuserslistedintheactivity.
NOTE:WhenGoldMineisintegratedwithOutlook,theOutlookreminderwillbeturnedoffforaGoldMine
activityretrievedwithanalarmtimethatislaterthanitsstartingtime.
Important Considerations:
Outlook2007doesnotsupportweekday(skipweekend)optionforYearlyandMonthlyrecurrence.Synchronization
doesnotsupportrecurringactivities.Theweekendoptionisavailableonlyfordailyrecurrence.
Outlookdoesnotsupporthourlyrecurrence. GoldMinedoesnotsupportContactslinkedtoanMeeting(Appointment),onlyAttendees.
To Schedule an Appointment
AnAppointmentisanactivitythatappearsontheOutlookCalendarthatdonottypicallyinvolveotherpeopleorresources. WhenOutlookandGoldMinesynchronize,anyGoldMinerelatedinformationalsoappearsintheGoldMinepanel.An appointmentcanoriginateineitherGoldMineorOutlook. FordetailedinformationaboutschedulingAppointmentsinOutlook,refertotheMicrosoftOutlookOnlineHelpinstalled withtheproduct.
To Schedule a Meeting
AMeetingisanappointmentthatincludesotherpeopleand/oraresource(suchasaconferenceroom).WhenOutlookand GoldMinesynchronize,anyGoldMinerelatedinformationalsoappearsintheGoldMinepanel.Acceptance/denialsof meetingrequestsupdateyourOutlookCalendarandarealsoupdatedinGoldMinesCalendarduringsynchronization.A MeetingcanoriginateineitherGoldMineorOutlook.
NOTE:OutlookcalendaritemssynchronizedtoGoldMinewilldisplayonlyattendeesthatexistsinGoldMine aseitherUsersorContacts. NOTE:InGoldMine,additionalContactsorUserscannotbeaddedtothemeetingrequestuntiltheafter

confirmingthemeetingandthenclickingtheSchedulebuttoninGoldMine.Formoreinformation,see "CreatingMeetingRequests"onpage107.
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Whentherearemultiplepeople(users)foranappointment,meetingrequestsoccuronbehalfofthemeetingorganizer.Ifa userrejectsameetingrequest,OutlooksyncwillremovethatuserfromthelistofusersinGoldMineappointmentandthen deleteacorrespondingappointmentfromtheuserscalendar.Asaresult,therewillbenomismatchofappointments betweentheOutlookandGoldMinecalendars.
NOTE:GoldMinedoesnotsupportContactslinkedtoanMeeting(appointment),onlyAttendees.
FordetailedinformationabouthowtoscheduleMeetingsinOutlook,refertotheMicrosoftOutlookOnlineHelpinstalled withtheproduct.
Outlook Contacts
TheOutlookContactspanelcontainsalistofallofyourContactsandcontainsthefollowing:
ContactsoriginallycreatedinOutlook OutlookContactslinkedtoanemailaddressinGoldMine GoldMineContactsbroughtintoOutlookduringsynchronization.
ContactscreatedinOutlookcanbelinkedtoaGoldMineemailaddress,orusedtocreateanewContactrecordin GoldMine.AllofthedetailsoftheOutlookContactareusedtocreatethenewGoldMineContactrecord,suchasname, address,andcontactinformation.AnychangesmadetotheContacts,whetherinOutlookorGoldMine,areupdatedinboth applicationsduringsynchronization.
About Editing an Outlook Contact Record After Synchronization

IfyouopenandeditanOutlookContactRecordafterthesynchronizationprocessends(whichincludedthisOutlook ContactRecord),thenthefollowingerrormessageappears: Theitemcannotbesavedbecauseitwaschangedbyanotheruserorinanotherwindow.Doyouwanttomakeacopy inthedefaultfolderfortheitem?' ThisistheresultofbothOutlookandGoldMinehavingmodifiedtherecord.ThismessageisgeneratedbyMicrosoftOffice. ClickNowhenyouseethismessage. Toresolvethiscondition,waituntilafterGoldMinehasfinishedthesynchronizationwithOutlook,Then,shutdownand thenrestartOutlook.
Search for Contact in GoldMine to Associate an E-Mail Address

WhenGoldMineandOutlooksynchronize(see"Synchronization"onpage262),theOutlookContactinformationfromany ContactthatislinkedtoaGoldMineContactisupdated.IfyouhaveOutlookContactsthathavenotbeenlinkedtoa GoldMineContact,youcanlinkthemappropriatelyusingthefollowingprocedure.
To Search and Link an Outlook Contact to a GoldMine Contact

1. InOutlook,opentheGomenuandselectContacts. 2. SelecttheOutlookContactfromthelist. 3. IntheGoldMinepanel,clicktheSearchfor<Contact>inGoldMinetoassociatetheemailaddresslink. TheContactSearchAssociateEmailAddressdialogboxdisplayswiththenameofthesenderprefilledintheValue textbox. 4. ClicktheSearchbuttontosearchforacontactwiththatvalue.
NOTE:Ifyoursearchreturnsnoentries,youcanclicktheCreatebuttontoopentheNewGoldMine
CompanyandContactdialogboxtocreateanewcontacttolinktheemail. YoucanalsolinkanOutlookContactfromtheOutlookMailwindow(see"LinkingEMailMessages"onpage269).
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Create a New GoldMine Contact from the Outlook Contact

IfyouhaveanOutlookContactthatisnotpartofyourGoldMineContacts,youcanaddtheContactfromOutlookto GoldMine.TocreateanewGoldMineContactfromoneofyourOutlookContacts,followtheprocedurebelow.
To Create a GoldMine Contact from an Outlook Contact

1. InOutlook,openyourContactsListbyeitherclickingtheContactsnavigationbuttonorfromtheGo>Contactsmenu option. 2. Locatethedesiredcontactonthelist. 3. IntheGoldMinepane,clicktheCreateanewGoldMinecontactfor<ContactName>. TheNewGoldMineCompanyandContactdialogboxappears.
AllofthecontactinformationyouhaveenteredinOutlookasmappedandassignedtothecorrectfieldsinGoldMine. 4. Checkthefollowingoptionsasneeded. IfyouwanttocheckforanyduplicatesinGoldMine,checktheappropriateDuplicateCheckingoptions. Ifcompanymatchingthatofthecontactisfoundandyouwanttocreatearelationshipwiththiscontact,checkthe CreateRelationshipifcompanymatchisfoundoption. IfyouwanttoviewtheContactinGoldMineaftercompletingthisdialogbox,checktheViewinGoldMineoption. 5. ClickOKtocreatetheGoldMineContactandclosethedialogbox. AftercreatingtheGoldMinecontact,theContactInformation<ContactName>andItemsfor<ContactName>panelsinthe GoldMinepanefillwithrelatedinformationforthecontact.IftheisrelationaldatafoundinGoldMinefortheContact,that informationwillbeavailableundertheItemsfor<ContactName>tabs.
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Manage GoldMine Customer Contacts

OnceanOutlookContacthasbeenlinkedtoaGoldMineContact,anychangesthatyoumaketotheContactsdetailsin OutlookorGoldMineareupdatedduringsynchronization.Foradditionalinformation,seeCreateaNewGoldMineContact fromtheOutlookContact(seepage279)andCreatingaNewContactRecord(seepage175).
Outlook Tasks
TheTasksontheOutlookTaskslistareacreatedbyeitherenteringthedetailsinanOutlookTaskthethenlinkingtheTaskto aGoldMineContact(see"CreateandLinktoaNewGoldMineTask"onpage280),orbycreatingaTodoActivityin GoldMine(see"SchedulingandCompletingActivities"onpage74)andthensynchronizingGoldMinewithOutlook.Aftera TaskexistsinbothGoldMineandOutlook,anyupdatesmadetotheTaskareupdatedduringsynchronization.
NOTE:Anyuntimed(nostart/finishtime)activitiesinGoldMinearesynchronizedtothecurrenttime.
Create a Task in Outlook

AnOutlookTaskisanactivitythatmustbecompletedwithinaspecifiedtimeperiodandhasacurrentstatus.Ifyouwant theTasktobelinkedtoGoldMine,youmustlinkittoanewGoldMineTask(see"CreateandLinktoaNewGoldMineTask" onpage280).
Important Considerations
ATaskcreatedinOutlookcanbesenttomultipleOutlookContacts.However,thecorrespondingobjectinGoldMine
(Todo)canbelinkedonlytooneGoldMineContactrecord.
GoldMinedoesnotsupportrecurringOutlookTaskswithmultipleGoldMineUsers. GoldMinedoesnotsupportmultidaytasks.
FordetailedinformationaboutcreatingTasksinOutlook,refertotheMicrosoftOutlookOnlineHelpinstalledwiththe product.
Create and Link to a New GoldMine Task

IfyouhaveanOutlookTaskthatisnotpartofyourGoldMineTasks,youcancreateandlinktheTaskfromOutlookto GoldMine.TocreateandlinkataskfromanOutlookTask,followtheprocedurebelow.
To Create and Link an Outlook Task to GoldMine

1. CreateanewOutlookTask. 2. SelecttheitemontheTaskspanelist. 3. ClicktheCreateandLinktoaNewGoldMineTaskintheGoldMinepanel. TheScheduleaTododialogboxappears.
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4. IntheTodotextbox,thesubjectoftheTaskisprefilled.YoucanenterdifferenttextorselecttheF2Lookupvalue servingastheTodoreference. 5. EnterandNotesrelatedtotheactivity. 6. InthePrioritytextbox,typeorselecttheF2Lookupvaluefortherankingoftheactivity. 7. IntheCodetextbox,typeorselectanactivitycodefortrackingtheitem. 8. SelecttheUsertoassigntheTodoactivitytointhedropdownlist. 9. IntheOptionsarea: SelectRSVPtobenotifiedwhentheassigneduserhascompletedtheactivity. SelectLinktolinktheactivitytothecurrentcontact.ItwillappearontheContact'sPendingtab. SelectPrivatetomarktheactivityasprivateandmaskitfromotherusers. 10. ClickOKtosavethechangesandclosethedialogbox. ForadditionalinformationaboutF2Lists,see"CreatingF2LookupEntries"and"DependencyBetweenLookupLists"inthe AdministratorsGuideorOnlineHelp.
Displaying the Linked Task Details in Outlook

WhenataskislinkedtoaGoldMinetask,theGoldMinePanelispopulatedwithTaskInformationandItemsforthelinked task.YoucanselectwhatinformationandhowitisdisplayedbymodifyingtheTaskinformationdisplay.
To Modify the Display of Task Information

1. ClicktheSetupGoldMinePlusbutton. 2. ClicktheTaskPanetab.
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ThepanelontheleftshowstheavailablefieldsthatyoucanaddtotheTaskInformationpanelinOutlook. ThepanelontherightshowsthelayoutofthetaskinformationdetailsasthedisplayintheTaskInformationpanel
inOutlookwhenviewingatask.Youcanusetheformattingtoolsatthetopofthispaneltoadjustthecolor, alignment,andcharacterstylesofthedisplaytext. 3. Selecttheareathatyouwantthefieldintherightpanel. Notethatwhereevertheblinkingcursorisintherightpaneliswherethenewfieldwillappear. 4. Clickthefieldintheleftpanel,thenclicktheArrowbuttontoaddthefield. 5. AtthebottomoftheTaskPanetab,selecttheuserthatthischangewillaffect.Ifthischangeshouldbeforallusers, selectAllusersfromthelist. 6. Whenyouaresatisfiedwiththelayout,clicktheSavebuttontosaveyourchanges.
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Resources
Additional Documentation
Inadditiontothisguide,thefollowingresourcesareavailabletoprovideyouwithinformationaboutGoldMine:
OnlineHelpAccessedbyclickingtheHelpmenuoptioninGoldMine,onlinehelpprovidestopicoverviewsandstepby
stepinstructionstowalkyouthroughbasictasks,inadditiontoacomprehensivetableofcontents,index,andsearch function.
NOTE:Guides are available in PDF format from the Installation kit for maintenance customers at http://
www.frontrange.com/support.
TrainingCoursesInformationregardingtrainingcoursesforFrontRangeSolutionsfamilyofproductscanbefoundat:
http://frontrange.learn.com
Contact Us
Support Site
FrontRangeSolutionscanansweryourtechnicalsupportquestionsaboutHEAT,FRSFoundation,GoldMine,andother FrontRangeproductfamilies.Visit: http://www.frontrange.com/support
Contact Information
FrontRangeSolutionsWorldwideHeadquarters 5675GibraltarDrive Pleasanton,CA94588USA TEL:800.776.7889and+1925.398.1800 IfcallingfromCanada,dial:1.888.603.3270 OfficesarealsolocatedinLatinAmerica,AsiaPacific,Europe,SouthAfrica,andtheMiddleEast.Forinternationalcontact information,gototheFrontRangeSolutionsWebsite,clicktheContactlinkatthetopofthepage,thenselectyourregion.
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Glossary
#
.gmb:(ThefileextensionforabackupfilecreatedbytheBackUpWizard) .ics:(iCalendarfileextension)
A
AccountNo:(TheAccountNumberfielduniquelyidentifiesacontactrecordandisthecommonfieldvaluethatlinksthe Contact1tabletoContact2,Cal,ContSupp,ContHist,andOpMgr) Action:(TheAutomatedProcessactionistheactivityperformedwhentriggered) Activities:(Activitiesaretimespecificoreventbasedactionslinkedtocontacts;forexamplecalls,appointments,letters,or othertypesofactivities,suchasToDotasksoreventsthatareassignedtousers) Activitylist:(Awindowthatdisplaystaskoreventinformation.TheActivityListdisplayselevencategoriesofinformationin asetoftabs) AdditionalContact:(Individualassociatedwiththeprimarycontact,suchasanadministrativeassistant.GoldMinestores thisinformationintheContactstaboftheprimarycontactsrecord) Alphanumericcharacters:(LettersAZandnumericdigits) Attachment:(Afile,forexample,aWorddocument,createdoutsideofGoldMineandattachedtoGoldMineasalinked document,InfoCenterattachment,oremailattachment) Autoupdating:(Allowsyoucompleteordeletemanyactivitiesorresources)
B
Bcc:(BlindCarbonCopy.Acopyofamessage,usuallyemail,issenttoarecipientthatthemainrecipientscannotsee) BDE:(BorlandDatabaseEngine.ServesasaconnectorbetweenGoldMineandthedatabases) Breakfields:(Breakfieldsmanagethegroupingofinformation,determininghowmultipleentryinformation,suchas Details,Calendar,andHistory,isdisplayedinareporttemplate.Thebreakfieldensuresthatallthedetailsorcalendar entriesaregroupedtogetherbeforemovingontothenextcontactrecord.BreakfieldscanonlybeusedinSortHeaders)
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Glossary 285
C
Calculatedfield:(Fieldcontainingamathematicalexpressionratherthandata) Cc:(CarbonCopy.Usedinemailmessages,memos,andletters) Characterstring:(Anyseriesofalphanumericcharacters(includingspaces)thataretreatedasagroup) Cloning:(Theprocessofcopyingauserorreportsettingsandconfigurationsinordertoquicklycreateanewuserorreport) CommonDir:(UsedintheGM.ini,theCommonDirspecifiesthelocationofyourdefaultcontactfiles) Contactfiles:(Thetablesstoringadatabase'scontactinformation.AlsoreferredtoasCommonfiles.TheCommonDirline intheGM.inipointstothedefaultcontactfiles) Contactrecord:(StandardunitofinformationinGoldMine.GoldMinescontactrecordincorporatesstandardinformation, suchasname,company,phone,andaddress,andalsoservesasthebasisforallscheduledworkinGoldMine,actingasthe centrallinkbetweenGoldMinesCalendarandHistorybymaintainingallpastandpendingeventsrelatedtotheindividual contactrecordsintheGoldMinedatabase) Contactset:(Databaseconsistingofthecontactinformation:Contact1,Contact2,ContSupp,ContHist,ContGrps,ContUdef, Conttlog,andsometimesLookup.GoldMineallowsyoutohavemorethanonecontactset) Contacttabs:(SetoftabslocatedbelowthemainContactRecordcontaininginformationassociatedwiththecontact, includingadditionalcontacts,pending,andhistoryinformation) Contactstab:(AdditionalcontactsassociatedwiththeContactRecord) Curtaining:SeeRecordcurtaining Custodian:(Thepersonresponsiblefortheresource)
D
Database:(Acollectionofdatafieldsandrelatedtablesstoringinformationthatfacilitatesaccessandretrieval) Detailstab:(Structured,userdefinedinformationassociatedwitheachContactRecord) Dialogfield:(Afieldcreatedtoopenadialogboxandprompttheuserforparameterstoincludeinthereport) DigitalID:(Digitalsignatureandencryptionkeyssentwithemailmessages)
E
Entity:(Usedtorefertoasinglerecordtype.Consistsofacustomizedcombinationofprimaryfieldsviews,customscreens, andGM+Views) Event:(StepbystepinstructionscontainedinanAutomatedProcess,ortrack,thatGoldMinemustevaluatetoperforma specifiedseriesofactivities.Aneventconsistsofatriggerandanaction.AnAutomatedProcessconsistsofasequenceof oneormoreevents)
F
F2Lookup:(Specialtypeofbrowsewindowthatcanbecustomizedtocontainfrequentlyusedorcodespecificentries. SecurityoptionscancontrolF2lookupstoensureuserinputandallowstandardizationofdata) Fieldtyping:(CustomizingfieldlabelsandcolorsusingdirectdataordBASEexpressions) Fieldstab:(Displaysuserdefinedfieldsgroupedtogetherinuserdefinedscreens) Filecode:(Theunique3characteridentificationassignedtoeachContactSet,enablingsynchronizationandbackingup) Filter:(Sortconditionusedtoselectasubsetofrecordsfromtheentiredatabase) Forcelogout:(Forcesusersoutataparticulartimeorwheninactiveforaperiodoftime) Free/busytimes:(Freeandbusycalendartimespublishedtofile,ftp,orhttplocationsandmadeavailabletootherusers)
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G
GM.ini:(AfilelocatedintheGoldMinedirectorycontainingcommandsforgeneralGoldMineoperation.Themost importantaretheSysDir,GoldDir,andCommonDir) GM+Viewtab:(UserdefinedHTMLtemplatebasedviews) gmb:(The.gmbfileextensionforabackupfilecreatedbytheBackUpWizard) GoldDir:(UsedintheGM.ini,theGoldDirspecifiesthelocationofyourGoldMinefiles(alsocalledyourGMBasefiles)) GoldMineBusinessContactManager:(AninstallationofGoldMineusingaDLicenseandadBASEdatabase) GoldMineBusinessContactManagerCorporateEdition:(AninstallationofGoldMineusinganELicenseandanoptional SQLdatabase.IncludesGoldSync) GoldMineemail:(EmailmessagetoanotherGoldMineuserorusergroup) GoldMinefiles:(Thetablesstoringotherdatabaseinformation.AlsoreferredtoasGMBasefiles.TheGoldDirlineinthe GM.inipointstothesharedGoldMinefiles) GoldMinelinktoExcel:(CreatesalinkbetweenGoldMineandExcel,allowingyoutoaddGoldMinefieldstoExcelorexport datafromExceltoGoldMine) GoldMinelinktoWord:(CreatesalinkbetweenGoldMineandWord,allowingyoutoaddGoldMinefieldstoaWord documentortemplate) GoldSyncServer:(Acomputerthathandlesthesynchronizationprocesses) GoldSyncService:(RunstheGoldSyncapplicationinthebackgroundwithoutrequiringausertolaunchGoldMine) Group:(Fixedsetofcontactrecordsthatmeetaninitialsetofconditions.Onceselected,memberrecordssubsequently haveinstantaneousaccesstothesubset.Alternatemethodtofiltersofmaintainingasubsetofdata)
H
Historytab:(CompletedactivitiesassociatedwiththeContactRecord) HTML:(HyperTextMarkupLanguage.TheauthoringlanguageusedtodefinethestructureandlayoutofaWebdocument byusingavarietyoftagsandattributes) Hyperlink:(Anelementinanelectronicdocumentthatlinkstoanotherplaceinthesamedocumentortoanentirely differentdocument.Clickonthehyperlinktofollowthelink)
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I
IIS:(InternetInformationServices) InfoCenter:(Aresourceusedtomaintainanddisplayanytypeofinformationusefultoanorganizationoranindividual.The InfoCentercanarchiveinformationinavarietyofformats,suchasgraphics,multimediafiles,andprogramapplications.Any ofthisinformationcanbelinkedtoaContactRecord) Installinglocally:(InstallingGoldMine.exesand.dllsonalocalworkstationinanetworkenvironment) Instantsync:(AutomaticallyremindsundockeduserstosynchronizewheneveraconnectionGoldSyncisdetected) Internetemail:(EmailmessagetocustomersusingyouPOP3emailaccount)
K
Keyboardshortcuts:SeeShortcutkeys Keyword:(Oneormorewordsthatsuccinctlydescribeadocument'scontents) KnowledgeBase:(Informationcreatedby,for,andaboutanorganizationandavailabletomultipleusers)
L
Linkedactivities:(Scheduledactivitieslinkedtoacontactrecord) Linkstab:(Documents,programs,andotherfileslinkedtotheContactRecord) Localmenu:(Alsoknownasashortcutmenu,thelocalmenuprovidesquickaccesstoasetofcommandsaffectingonlythe currentbrowsewindow,tab,orpane) LogStamp:(Containsthetimeanddatethattherecordwaslastchanged)
M
Macros:(Aseriesofcommandsand/orkeystrokesthatlaunchesorrunsaaction) Maintaining:(Processtoimproveperformancebyregeneratingindexes,packingandrebuildingtables,andsortingand verifyingdata.Themaintenanceofthedatabaseshouldbeperformedbythesystemadministratorormanager) Memberstab:(ListsthecontactGroupsofwhichtheContactRecordisamember) Mergecodes:(Threecharactercodesusedasthebasisforemailanddocumentmergingformassmailings)
N
NetUpdate:(ProcessofupdatingGoldMineovertheInternet) Notestab:(FreetextnotesassociatedwitheachContactRecord)
O
ODBC:(OpenDatabaseConnectivity) Operator:(Specifiesthevalueafieldmusthavetobeincludedinarecordselectioncriteria.Examplesofoperatorsinclude thefollowing:equalto,greaterthan,lesserthanorequalto) Opportunity:(Involvesagroupworkingasateamwithmultipleorganizationsandcontactstosuccessfullycloseacomplex sale) Opptystab:(DisplaystheOpportunitiesassociatedwiththeContactRecord) OrganizationChart:(Graphicallydisplayscontactinformationandorganizationalrelationshipsinatreestructure)
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P
Packing:(Theprocessofactuallydeletingrecordsthatweremarkedfordeletion.ThisprocessisonlynecessaryforadBASE database.Periodicallypackingthedatabasefilesremovesthedeadspacebetweenrecords) PersonalBase:(Informationusefultoanindividualuserthatonlytheloggedinusercanviewandupdate) Primarycontact:(ThenameofthecontactontheContactrecord) Primaryfieldsviews:(Primaryfieldviewsarecustomizedviewsoftheprimaryfields.Primaryfieldsarethoseintheupper fourpanesofaContactRecordandareContact1fields) Process:(Asequenceoftwoormoreevents,whicharethestepbystepinstructionsthatGoldMineevaluatestoperforma definedseriesofactivities.AlsoknownasanAutomatedProcess.) Processestab:(ListstheAutomatedProcessesattachedtotheContactRecord) Project:(Involvesagroupworkingasateamtocompletealongtermprojectthatinvolvesmultiplecomponenttasks) Projectstab:(DisplaystheProjectsassociatedwiththeContactRecord)
R
Rebuilding:(Createsanewfilestructure(ortable),andcopiesdata,recordbyrecord,fromtheoldfiles/tablestothenew ones) Recordcurtaining:(AContactrecordcanbecurtainedsothatauserwhodoesnotowntherecordcannotviewtherecord orcanviewonlypartoftherecord) Recordtypes:(Customizedcombinationofprimaryfieldsviews,customscreens,andGM+Views.ConfiguredintheRecord TypesAdministrationCenter) RecordTypesAdministrationCenter:(AllowsyoutocreatemanyRecordTypesbasedoncombinationsofyourdifferent PrimaryFieldViews,CustomScreens,andGM+ViewsandtoapplythembasedonyouruserdefinedRecordTypeRules) Recordtyping:(CustomizedcombinationsofPrimaryFieldsViews,CustomScreens,andGM+Views) Rectype:(Arecordtypecodeidentifyingdifferenttypesofrecordswithinthedatabase) Referralstab:(InternalreferralswithintheContactSet) Rehost:(Rehostingdataistheprocesswhereonedatabaseiscopiedorconvertedtoanewdatabase) ReportsCenter:(ProvideseasyvisualaccesstoseveralreportingoptionsavailablewithinGoldMine) Requiredfield:(Afieldrequiringdata) Resources:(Resourcesthatarecommonlyrequestedincludeconferencerooms,projectors,demonstrationproducts, companyvehicles) RichSiteSummary:(SeeRSS) RSS:(RichSiteSummaryasimpleXMLformatdesignedforsharingWebHeadlines)
S
Screendesigntoolbar:(UsedwhenyouaredesigningyourprimaryfieldsorFieldstabscreens) Seq:(SequenceorderednumberforeacheventinanAutomatedProcess.ThesequencenumberbeginswitheitherPfora PreemptiveeventorSforaSequentialevent.Eacheventisprocessedinorderbasedonthesequencenumber) Shortcutkeys:(Shortcutkeysarekeyboardkeysorkeycombinationsthatinvokeaparticularcommand) Shortcutmenu:SeeLocalMenu Sitecode:(Matchesasynchronizationprocesstoasite) SortHeader:(Asectioninareportthatholdsthelabels,filters,andbreakfiltersforthesectionorforthecorresponding detailsection) Sortorder:(TheorderthatContactrecordsaredisplayedbasedonaspecifiedfield.Thesortorderforthedatabaseis determinedbytheSortOrderyouselectintheContactListingwindow.Ifafilterorgroupisactive,theSortFieldyou selectedtakesprecedence)
GoldMine User Guide
Glossary 289
Sorting:(Orderstherecordsinthefiles/tablesbythemostusedindexes) Summarytab:(DisplaysactivityinformationaboutthecurrentContactRecord) Synchronization:(GoldMinesremotesynchronizationisaprocessthatcanupdateoneGoldMinesystemwithnewor changedinformationthathasbeenenteredinanotherGoldMinesystem) SyncStamp:(Containsthetimeanddatewhentherecordwaslastsuccessfullyretrievedduringsynchronization) SysDir:(UsedintheGM.ini,itspecifiesthelocationofgmw6.exe)
T
Taskgroup:(AgroupoftaskitemsontheGoldMineTaskbar) Taskitem:(Anitemonataskbarthatlaunchesanaction) Taskbar:(FrequentlyusedGoldMineMenucommandsandmacros,linkstodocumentsandfiles,andaquickstepfor launchingapplicationsandwebsites) Ticketstab:(DisplaysticketsfromHEATCallLoggingwhenGoldMine/HEATintegrationisinstalled) Tlogs:(Thegeneralnameforthetwotypesoflogs:ContTlogandGMTlog.Theytrackdateandtimestampsforchangesto fieldsandthesynchronizationofthedata) Transferset:(AdatabaseofallthechangesmadetoContactRecordsduringaspecifiedtimeframe.Thedatabasewiththe changesissenttootherGoldMinelocationsandretrieved,updatingthatdatabasewiththenewinformation) Transformationsheet:(AlanguagefortransformingXMLdocumentsintootherXMLdocuments) Trigger:(ApredefinedconditioninanAutomatedProcesseventthat,whentheconditionistrue,causesGoldMineto executeanaction)
U
Unlinkedactivities:(Scheduledactivitiesthatarelinkedtoauserbutnottoacontact) URL:(AbbreviationofUniformResourceLocator,theglobaladdressofdocumentsandotherresourcesontheWorldWide Web) Usergroups:(Userscanbelogicallygroupedaccordingthefunctionsthattheyperform) UserPreferences:(VarioussettingsthatcontrolhowGoldMinelooksandactsforeachuser) UserProperties:(Thesesettingsdefineauser'ssecurityandaccessinGoldMine) UserID:(Fieldthatcontainsthenameoftheuseranactivityisassignedto.UserIDisbasedontheGoldMineusername) Username:(UsethisnametologintoGoldMine.Identifiestheuser'sactivities) Username.ini:(AninitializationfilelocatedintheGoldMinedirectorythatstoresuser'sindividualsettings) Username.tbi:(Storestheuser'staskbarsettings)
V
Verifying:(Ensuresthatthedataisreadableandthatallsyncfieldsinthesynchronizationrecordsofthedatabasefile(s)are populated,andnouniquefieldsareduplicated)
W
WYSIWYG:(WhatYouSeeIsWhatYouGet.Pronouncedwizzywig.AWYSIWYGdisplayallowsyoutoseeonthescreen exactlywhatwillappearwhenthedocumentisprinted)
X
XML:(AcronymforExtensibleMarkupLanguage.XMLisauniversalformatthatusestagsforexchangingstructured documentsanddataontheInternet)
290 Glossary
GoldMine User Guide
Index
A
AboutthePendingTab 188 AccessingtheContactSearchCenter 191 Activities 88 About 73 AutoUpdating 81 Benefitsofusing 74 Scheduling 74 ActivitiesListPanel 23 ActivityList 87, 89 ActivityListOptionsSubMenu 88 ActivityListToolbar 87 ActvityWindow 23 Adding Documenttemplates 113 DocumentstoLFC 140 AddingAttachmentstoKnowledgeBaseDocuments 252 Advancedcheckbox 198 Analyzeleads 221 Assigning Quotas 153 Autodialersettings 145 AutoUpdatingActivities 81 Campaign CreatingNewCampaignTasks 226 CampaignLocalMenu 223 CampaignManagementCenter 222, 224 CampaignManagementCenterToolbar 224 Campaigns Cloning 226 Deleting 227 Renaming 226 CertificationAuthorities 135 Changing Users 48 CommunicatingwithContacts About 111 Completing Activities 83 CompletingCalls 84 CompletingCampaignTasks 227 Configuring Free/busytimes 109 ContactRecordTabs 184 ContactRecords 173, 178 Creating 175, 175 Deleting 181 Editing 178 MultipleContactRecords 181 ContactSearchCenter Toolbar 192 Contacttabs Pending 188 Creating Emailrules 134 Opportunities 143 Records 175 CreatingaNewCampaignTask 226 CreatingaPerformanceReportforaCase 248 Customizing 48 Autodialersettings 145
B
BranchingScriptAnswerDialogBox 144
C
Calendar 93 Accessing 93 Occasions 100 Shared 108 TaskList 95 Calendars Publishing 109 Calls completing 84
GoldMine User Guide
Index 291
D
d 198 defaultdestination 111 DeletingCampaigns 227 DigitalIDs 135 CertificationAuthorities 135 Digitalsignatures 135 Keys 135 Readingemail 138 Sending Signed 137 DigitalSignatures 135, 137 Documententer About 111 DocumentManagementCenter Adding 113 Editing 115 Email 128 Printing 117 Documents Printing 117 Templates 113, 115 Duplicaterecords 175
Filters 207 About 206 seeGroups 207 FolderPanel 23 ForecastedSales Completing 149 Scheduling 147 Using 150 Free/Busy Sharing 109 Tab 102 Times 109 URLs 102, 102, 105 Fulfilling 141, 142
G
GMOutlookLog.txt 256 GMOutlookSpeed.txt 256 GoldMine 34 Addons 65 GraphicalAnalysis 151 Groups 207 About 206 seeFilters 207
E
EditEmailToolbar 121 Editing Contactrecords 178 Documents 115, 141 LiteratureFulfillmentCenter 141, 142 EditingToolbarOptions 36 Email Encrypted 137 Reading 134 Digital IDs 138 Rules 134 Sending Digitally signed 137 Document Management Center 128 Encrypted 137 Email Retrieving 132 EmailCenterComponents 119 Encrypted 137, 138
H
Help 48
I
iCalendar Meetingrequests 106, 107, 107 Industrytemplates 56 InfoCenter 249 Installing GoldMineAddons 65
K
Keyfields 59, 61, 61 KeyTerms 17 Keyboardshortcuts 38, 48 KnowledgeBase 249 KnowledgeBaseBooks,Folders,andTopics 250 KnowledgeBaseTopicTextLocalMenu 251
F
Fax Correspondence 116
L
Launching 18, 48 Leads ManagementCenter 221, 222 Linking FilestoaContactRecord 180
292 Index
GoldMine User Guide
LinkingEmailMessagestoContacts 133 ListOptionssubmenu 88 LiteratureFulfillmentCenter 139 Addingdocuments 140 Editingdocuments 141 Fulfilling 141 Rejecting 141 Literaturerequests 82 Local Menu Accessing 49 Localmenus Campaign 223 LoggingAway 38 LoggingAwayfromGoldMine 47 Loggingin 48
R
ReassigningaCase 244 Record Contact
see Contact Records 173, 178
Curtaining About 184 Properties

Record-Related Settings 184 RelatedSettings 184 Rejecting 141 Renamingatoolbar 37 RenamingCampaigns 226, 226 ReplyingtoanActivity 129 RetrievingEmail 132 Rules Email 134
O
Opportunities 159 Creating 160 OpportunityManager 159 OpportunityWizard 162
S
Sales Managing 147 SalesAnalysis 155 Schedule LiteratureRequests 141 Scheduling 74 ForecastedSales 147 Free/BusyURLs 102, 102 SchedulingaCall 75 SchedulingLiteratureRequests 82 Scripts seeTelemarketingScripts 142, 144 Sending 128, 137, 137 ServerAgentsAdministrator Publishing 109 Service 229 ServiceCenter 229 SettingUniversalSearchOptions 199 SharedCalendars 108 SharingFree/BusyTimes 109 SoftPhone Using 145 Spellcheck 130 Starting 18, 48 StatisticalAnalysis 156
P
Pendingtab 188 PersonalRolodex 145 PreviewPanel 23 Printing 117 Correspondence 111 Envelopesandlabels 119 PrivateKey 135 Projects 159 Creating 165 Manager 165 Wizard 170 PublicKey 135 Publishing Free/busytimes 109
Q
QueuedDocuments LiteratureFulfillmentCenter 142 QuickStartWizard KeyFields 59 PostalCodes 61, 61 UserSetup 54 QuittingaWorkSession 38 QuotaAnalysis 153
T
Tabs SeeContactTabs 184 TelemarketingScripts 142, 144
GoldMine User Guide
Index 293
Templates Creating 113 TerritoryRealignment 157, 157 Toolbars ContactSearchCenter 192 troubleshooting 256
U
UniversalSearchAdvancedcheckbox 198 Users Creating 54 Loggingaway 38 Loggingin 48 TerritoryRealignment 157 Using CampaignManagementCenter 224 LeadsManagementCenter 222 Localmenus 49 UsingtheMonthlyCalendar 97 UsingtheOutlineCalendar 99 UsingtheYearlyCalendar 98
W
WorkArea 21
294 Index
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5675 Gibraltar Drive Pleasanton, CA 94588 USA TEL: 800.776.7889 www.frontrange.com

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Welcome to GoldMine Premium Edition

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

Opportunity and Project Management

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

AdditionalDocumentation.............................................................. 283 ContactUs ........................................................................... 283

GoldMine User Guide

GoldMine User Guide

Welcome to GoldMine Premium Edition

androutinemailingsandfaxes.Schedulemeetingsandreminders,manageproductivity,anddelegateworktoother GoldMineuserswithadvancedcalendaringfunctions.Keepingtrackofyourprogressiseasy,sincecompletedactivities areautomaticallystoredinyourdatabaseascontacthistory.

minute,onscreenstatisticsforyoursalesteamsperformance,aswellasstatisticsforforecastedsales,closedsales, andcallsuccessrates.WithGoldMine,youcanquicklyanalyzethesourceandprofitabilityofyourleadsandmaximize yourmarketingefforts.

reportonCustomerServicecasesforallofyourGoldMinecontacts.Customerservicecaserecordsdynamicallyinteract withtherestofyourdatabase,enablingyoutoputGoldMine'srelationalpowertoworkforyourCustomerService team. Foradditionalsupport,visit:http://www.frontrange.comandhttp://support.frontrange.com.

About This Guide

GoldMine User Guide

About This Guide 15

Audience and Expertise

TheSelectaDataSource dialogboxopens. OK Note CAUTION/WARNING

16 Audience and Expertise

GoldMine User Guide

Key Terms and Concepts

GoldMine User Guide

Key Terms and Concepts 17

GoldMine User Guide

2. EnteryourusernameintheUsernamefield. 3. EnteryourpasswordinthePasswordfield,ifapasswordisassignedtotheusername. 4. ClickOKtologintoGoldMine.

To Change the Default Login

To View Information About GoldMine Premium Edition

GoldMine User Guide

Main Menu Bar

GoldMine User Guide

To Access Menus on the Menu Bar

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

ThefirstpanelisMyCalendaranditshowsfourgraphicalmonthsofyourcalendaratatime.Clickonadateandthepage appearsintheCalendarpanel. ThesecondpanelistheCalendarpanelanditdisplaystheactivitiesforthespecifieddateandtime.Choosehowthe calendardisplaysbyselectingoneofthebuttonatthebottomoftheCalendarpanelpage:

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

Thiswindowprovidesasequenceofactivitiestohelpmanagemarketingactivitiesrelatedtothebaseofcontactsand potentialleads.Itprovidesasetoftoolsthatassistyouindefiningleads.FormoreinformationontheLeads,see "MarketingTools"onpage221.

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

GoldMine User Guide

Setting the Navigation Pane Options 1. ClicktheConfigureButtonsiconatthebottomoftheNavigationPanetodisplaythemenu.

GoldMine User Guide

GoldMine Navigation Shortcuts

combinationofC TR L - TAB ,TAB andtheARROW keys.Thesetoolsallowyoutoaccesseveryfieldandbutton shownonscreen.

TheTaborderisdefinedinFieldProperties.Ifoneofthecontactfieldiseditable,TA B goestothenextfieldand makethisfieldalsoeditable.

Customizing the Taskbar

Changing Icon Display

Changing Icon Position

34 GoldMine Navigation Shortcuts