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GoldMinePremiumEdition AdministratorGuide

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

Getting Started

17

Overview ............................................................................. 17 TheGoldMineFileSystem ............................................................ 17 FileServerandClient/ServerArchitecture............................................... 18

User Administration

19

SettingUpUserGroups,Users,andResources .............................................. 19 AboutRecordOwnership............................................................. 19 AboutRecordCurtaining ............................................................. 20 AboutUsersProperties.............................................................. 20 SettingtheUserProfile.............................................................. 21 SettingUpUserMembership ......................................................... 22 SettingUpUserGroups .............................................................. 22 SettingUserAccess ................................................................. 23 SettingUserMenus................................................................. 24 CreatingUserMenuTemplates ........................................................ 25 ViewingtheUserTimeClock ......................................................... 25 SettingtheOutlookSyncOptions ...................................................... 25 CloningUserSettings ................................................................ 26 EnforcingUserPasswords............................................................ 26

GoldMine Administrators Guide

Table of Contents 3

AboutUserOptions ....................................................................27 SettingOptionsonthePersonalTab....................................................28 SettingOptionsfortheRecordTab .....................................................28 SettingOptionsfortheCalendarTab ...................................................31 SettingOptionsfortheScheduleTab...................................................34 SettingOptionsfortheAlarmsTab .....................................................35 SettingOptionsfortheLookupTab.....................................................35 SettingOptionsfortheTelephonyTab..................................................36 SettingOptionsforthePagerTab ......................................................36 SettingOptionsfortheSpellerTab ..................................................... 37 CreatingDictionaries ................................................................38 SettingOptionsfortheLoginTab ......................................................39 SettingPreferencesfortheSpellerTab..................................................40 SettingOptionsfortheSystemTab.....................................................41 SettingOptionsfortheEmailTab .....................................................42 UpdatingUndockedUsers ............................................................ 49 .INIFilesandMacros ...................................................................49 GM.iniSettings..................................................................... 49 Username.ini....................................................................... 51 ChangingSettingsintheINIFileinGoldMine............................................54 ConfiguringSystemSettings .......................................................... 56 ChanginginiSettings ................................................................ 57 SettingEmailPreviewTextAmounts ................................................... 57 SettingKeeporClearonTaggedRecords ................................................ 57 SettingCalendarPublishingOutputtoXML .............................................. 57 Username.tbi ......................................................................58 Macros ...............................................................................58 AboutMacros ......................................................................58 AboutDDEMacros .................................................................. 59 GoldMineReportMacros.............................................................65 CalendarPrintoutsSectionOnly.......................................................66 CreatingResources .....................................................................68

Contact Management

69

AboutContactRecords..................................................................69 AboutRecordRelatedSettings...........................................................69 SettingPhoneFormattingintheRecordRelatedSettings.....................................70 SettingOwnershipintheRecordRelatedSettings...........................................71 SettingAlertsintheRecordRelatedSettings ...............................................72 ChangingtheDelayTimeonAlerts..................................................... 73 SettingDigitalIDsinContactDetails.......................................................73 CreatingDetailsInformationFields........................................................74 DeletingCustomDetailTabs .......................................................... 74

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GoldMine Administrators Guide

Contact Communication

75

Overview ............................................................................. 75 AbouttheDocumentCenter ............................................................. 75 SettingUpDefaultDocumentFileNamesandFoldersforDocumentTemplates.................. 76 CreatingDocumentTemplates........................................................... 77 CreatingDocumentTemplateswithGoldMinePlusInstalled .................................. 79 EditingDocumentTemplates.......................................................... 80 UpdatingTemplates ................................................................. 81 FaxingCorrespondence................................................................. 81 FaxingYourDefaultFaxSheet ......................................................... 83 PrintingDocuments.................................................................... 83 PrintingDocumentsfromtheGoldmineDocumentCenter ................................. 83 UsingMailMergeProperties(Printing) ................................................. 84 PrintingEnvelopesandLabels......................................................... 85 UsingtheEmailCenter ................................................................. 85 EmailCenterComponents........................................................... 85 GeneralEmailToolbar............................................................... 86 TheEditEmailToolbar .............................................................. 87 LocalMenus....................................................................... 88 ConfiguringtheEmailCenter ............................................................ 88 SettingEmailAccountProperties ........................................................ 89 ConfiguringYourComputertoAccessYourISP .............................................. 90 ReplyingtoanActivity .............................................................. 90 SpellCheckingEmail ................................................................... 91 CreatingDictionaries................................................................ 92 RetrievingInternetEmail............................................................... 93 LinkingEmailMessagestoContacts ...................................................... 95 ReadingEmail ........................................................................ 95 UsingEmailTemplates .............................................................. 96 ConfiguringSendingandRetrievingEmailintheServerAgentsAdministrator................. 96 CreatingEmailRules ................................................................ 97 CreatingDistributionLists........................................................... 102 UsingtheDocumentManagementQuickStartWizard ....................................... 102 UsingEncryptionandDigitalIDs ......................................................... 102 UsingDigitalIDswithEmailMessages ................................................ 102 UsingDigitalIDs................................................................... 103 PublicandPrivateKeys ............................................................. 103 LevelsofSecurity.................................................................. 103 SharingPublicKeys................................................................. 103 UsingDigitalIDsinGoldMine........................................................ 104 SettingDigitalIDsinContactDetails................................................... 104

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SendingEncryptedEmail ..............................................................104 SendingEmailMessagesEncryptedUsingGoldMine.....................................104 SendingEmailMessagesEncryptedUsingDigitalID .....................................105 SendingDigitallySignedEmail.......................................................105 ReadingEmailSentwithDigitalIDs ......................................................105 AbouttheLiteratureFulfillmentCenter ...................................................106 AddingDocumentstotheLiteratureFulfillmentCenter......................................108 EditingDocumentsintheLiteratureFulfillmentCenter...................................108 FulfillingorRejectingScheduledLiteratureRequests ........................................109 FulfillingorRejectingQueuedDocuments .................................................109 EditingScheduledLiteratureRequests.................................................110 CustomizingAutodialerSettings ........................................................110 MakingandAnsweringCallswithSoftPhone ...............................................110

Data Maintenance and Management

111

Overview............................................................................111 AboutContactSetDatabases ...........................................................111 DefiningContactSetProfiles ............................................................112 OpeningDatabases....................................................................112 AboutCreatingDatabases..............................................................113 UsingtheDatabasesWizard ............................................................113 RehostingaFirebirdDatabase...........................................................117 AboutMaintainingDatabases ...........................................................117 AttachingDatabases...................................................................118 AbouttheLookup.ini ..................................................................118 ExamplesofUsingLookup.ini ........................................................119 UsingtheLookup.initoLaunchExternalApplicationsorMacros ...........................123 LinkedDocumentsandAttachments .....................................................124 BackingUpDatabases .................................................................125 RestoringSQLDatabases...............................................................126 SQLQueryforCountingContacts.....................................................126 UsingtheGoldMineMaintenanceWizard .................................................126 IndexingDatabases.................................................................127 SortingandVerifyingDatabases......................................................127 SettingUpAutomaticMaintenance...................................................128 ViewingSystemLogs ..................................................................129 PurgingLogEntries .................................................................129 AbouttheDatabaseAliasManager.......................................................129 UsingtheDatabaseAliasManagerforSQLDatabases ....................................130

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GloballyReplacingFieldData ........................................................... 131 GloballyReplacingFieldswithaValue ................................................. 131 GloballyUpdatingFieldsUsingAdvancedOptions....................................... 132 GloballyExchangingtheValuesofTwoFields........................................... 133 ImportingandExportingData ........................................................... 134 AboutImportingData .............................................................. 134 AboutExportingData............................................................... 135 ConsiderationsforImportingandExportingData ........................................ 136 DataPreparation .................................................................. 136 UsingtheImportContactRecordsWizard ................................................. 136 UsingtheExportContactRecordsWizard................................................. 137 AboutImportingandExportingXMLFiles................................................. 138 ExportingtoXML .................................................................. 138 ImportingXML ....................................................................... 140 ImportaNewFileDialogBox ........................................................ 141 ImportingfromOtherApplications....................................................... 141 UsingtheOutlookConversionWizard.................................................... 142 ExportingtoGoldMineFromMicrosoftExcel .............................................. 143 ImportingandExportingiCalendarFiles .................................................. 144 ImportingiCalendarFiles............................................................ 144 ExportingiCalendarFiles ............................................................ 144 MergingandPurgingRecords ........................................................... 145 UsingtheMerge/PurgeRecordsWizard ............................................... 145 SelectingtheMergeandPurgeMethods.................................................. 146 MergingOpenContactRecords ...................................................... 147 MergingTaggedRecords............................................................ 147 UsingtheDeleteWizard ............................................................... 147 MonitoringProcesses.................................................................. 148 UnderstandingGoldMineDataFiles ...................................................... 148 GoldMineTableStructure........................................................... 148 GoldMineTables................................................................... 149 ContractTables .................................................................... 153 RecTypes......................................................................... 160

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Dashboards Management

163

Overview............................................................................163 SampleDashboardTutorial.............................................................163 CreatingaNewDashboard ..........................................................164 CreatingaNewDataSource .........................................................165 AddingaLabel.....................................................................166 AddingaChart ....................................................................167 AddingaDropdownList............................................................169 ExternalDatabaseDashboard ...........................................................170 CreatingaNewDashboard ..........................................................170 AddingaLabel.....................................................................171 CreatingaNewDataSourcefortheChart..............................................171 AddingaChart ....................................................................172 AddingaDropDownList ............................................................173 AddinganEventtotheDropDownList................................................ 174 TabsandSplitters.....................................................................175 WorkingwithTabs .................................................................175 WorkingwithSplitters.............................................................. 176 DashboardPartPropertiesDetails .......................................................176 SettingtheDashboardPartProperties .................................................177 TypesofCharts....................................................................190 DataSourceManagement ..............................................................194 ManagingDataSources.............................................................194 DashboardMacros.................................................................197 DashboardTables .....................................................................198 AddingaColumntoanExistingTable ..................................................198 RemovingaColumnfromanExistingTable .............................................198 ChangingtheColumnLabelDisplayedintheDashboard..................................199 CreatingTableCellHyperlinks ........................................................199 DashboardManagement ...............................................................199 RemovingaPartfromaDashboard ...................................................200 RepositioningandRelocatingaDashboardPart .........................................200 CreatingaCopyofaDashboard ......................................................200 DeletingaDashboard...............................................................201 EventsandActions....................................................................201 ViewingtheEventsandActionsDialogBox .............................................202 ImportandExportDashboards..........................................................204 ImportingaDashboardXMLFile......................................................204 ExportingaDashboardXMLFile ......................................................205

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GoldMine Administrators Guide

Web Import

207

Overview ............................................................................ 207 UsingtheWebImportWizard........................................................... 207 UsingWebImportProfiles.............................................................. 208 CreatingWebForms................................................................... 209 CreatingServerScripts................................................................. 212 FormattingWebImportFiles ........................................................... 215 CheckingforDuplicateContSuppData................................................. 215 CheckingforDuplicateEMailAddresses ............................................... 215 UsingCommandstoAutomaticallyPerformOperations .................................. 215 ExtractingImportInstructionsandData ............................................... 216 ImportingContactswithWebImport..................................................... 218 RequiringPasswordsonWebImportFiles................................................. 218 UpdatingGoldMineFieldswithWebImportData .......................................... 219

Customizing GoldMine

221

Overview ............................................................................ 221 CalendarOptions ..................................................................... 221 RecordTypes......................................................................... 221 UsingtheRecordTypesAdministrationCenter .......................................... 222 CreatingRecordTypes.............................................................. 223 EditingRecordTypes ............................................................... 224 ConfiguringRecordTypeRules....................................................... 224 CreatingRecordTypeRulesBasedondBASEExpressions ................................. 225 CreatingRecordTypeRulesBasedonFieldValues....................................... 226 ConfiguringNewRecordCreationOptions ............................................. 227 PrimaryFieldsViews............................................................... 227 EditingCustomScreens............................................................. 227 EditingGM+Views ................................................................. 227 ViewingtheMasterListofFields ..................................................... 228 PrimaryFieldViews ................................................................... 228 CustomizingPrimaryFields .......................................................... 229 CreatingPrimaryFieldViews ........................................................ 229 ManuallyChangingPrimaryFieldViews ............................................... 230 DeletingPrimaryFieldViews ........................................................ 230 CustomFieldsandScreens ............................................................. 230 CreatingCustomScreens ............................................................... 232 CustomScreenProfileDialogBox ..................................................... 232 CreatingCustomFields ................................................................ 232

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EditingFieldProperties ................................................................233 EditingFieldProperties(ProfileTab)...................................................234 EditingFieldProperties(ColorTab)....................................................235 EditingFieldProperties(LayoutTab) ..................................................236 EditingFieldProperties(SecurityTab) .................................................236 AddingExpressionFieldstoScreens ...................................................238 CustomizingFieldTyping...............................................................239 InsertingLabelsinReports...........................................................239 HidingFieldLabelsandValues .......................................................240 CombiningHidingandColor .........................................................240 AddingFieldstoScreens ...............................................................241 AbouttheGM+ViewTab...............................................................242 AbouttheGM+Browser ................................................................243 WorkingwithGM+ViewTemplates ......................................................245 CreatingGM+ViewTemplates .......................................................246 EditingGM+ViewTemplates.........................................................247 SettingGM+ViewDefaultTemplates ..................................................248 CreatingGM+ViewRules...............................................................249 CreatingGM+ViewRulesforFieldValues ..............................................249 CreatingGM+ViewRulesfordBASEExpressions .........................................249 CreatingGM+ViewRulesfortheUserSelectedOption ...................................250 OnlineSearching ......................................................................250 SearchingtheInternetforContactRecordInformation...................................250 ModifyingtheiSearch.iniFile ........................................................250 AbouttheRecordTypesAdministrationCenter ............................................251 CustomizingtheOpportunityandProjectManagersProperties...............................251

Plug-Ins

253

Overview............................................................................253 ActiveXControls......................................................................253 HTMLIntegrations ....................................................................253 PluginDescriptionFile.................................................................254 HTML ............................................................................254 ActiveX...........................................................................256 PluginSecurity .......................................................................257 AddingaLocalPluginDirectory.........................................................257

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GoldMine Administrators Guide

Service Center

259

Overview ............................................................................ 259 UsingtheServiceCenter............................................................... 259 ServiceCenterListView ............................................................ 260 ServiceCenterDetailView .......................................................... 260 UsingtheServiceCenterToolbar(ListView) ............................................ 261 UsingtheServiceCenterToolbar(DetailView).......................................... 261 CreatingaNewCase .................................................................. 262 NewRecordTabs..................................................................... 263 CustomizingTabs..................................................................... 264 CreatingaNewTemplate .............................................................. 265 ReassigningaCase.................................................................... 267 EscalatingaCase...................................................................... 268 ResolvingaCase ...................................................................... 269 CreatingaPerformanceReportforaCase................................................. 270 CustomizingDataAppearance ....................................................... 271 AbouttheSetCaseNumberMaskDialog .............................................. 273

Reporting

275

Overview ............................................................................ 275 AbouttheReportsCenter.............................................................. 276 ReportCenterToolbar.............................................................. 276 Adding.JPGPreviewstotheReportsCenter ............................................ 277 ReportTypes ......................................................................... 277 UsingtheReportsCenter............................................................... 278 SettingReportProperties .............................................................. 279 SettingReportProperties,ProfileTab ................................................. 279 SettingReportProperties,SortTab ................................................... 279 SettingReportProperties,OptionsTab ................................................ 280 UsingCrystalReports .................................................................. 281 AddingCrystalReportstotheReportsCenter ........................................... 281 ConfiguringCrystalReportsDataSourceNames ......................................... 281 RunningCrystalReportsfromtheGoldMineReportsCenter............................... 282 CreatingReports ..................................................................... 282 ReportsLayoutLocalMenu .......................................................... 283 ReportsLayoutToolbars ............................................................ 284 CloningReports ...................................................................... 285

GoldMine Administrators Guide

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EditingReportLayouts .................................................................286 EditingReportParameters ...........................................................287 InsertingSectionsinReports .........................................................287 EditingReportSections .............................................................287 InsertingReportFields ..............................................................288 CreatingDialogFieldsforReports.....................................................288 EditingReportFields ...............................................................288 ExamplesofFormattingSections .....................................................289 ModifyingtheAppearanceofReportFields.............................................290 FieldsinReports ..................................................................293 WorkingwithFieldPropertiesinReports...............................................294 AboutReportFilters ...................................................................297 EditingGlobalReportFilters .........................................................297 EditingSectionFiltersinReports......................................................298 EditingMacrosinFIlters.............................................................298 PreviewingGoldMineReports...........................................................301 PrintingReports ......................................................................301 SavingReportswithData ...............................................................302 ViewingSavedReports..............................................................302 SortingReportData ...................................................................302 AnswerWizardReports................................................................303 ReportingServicesIntegration ..........................................................303 ConfiguringforEMailDelivery..........................................................307 ConfiguringtheINIFile.................................................................308

Automated Processes

309

Overview............................................................................309 AutomatedProcessesComponents ......................................................309 DesigningAutomatedProcesses ......................................................309 AutomatedProcessesCenterComponents................................................311 ProcessOptionsUpdate................................................................312 CreatingAutomatedProcesses..........................................................312 WorkingwithAutomatedProcesses......................................................315 CreatingProcesses....................................................................315 EditingProcesses ..................................................................316 CreatingEvents .......................................................................317 UsingtheAutomatedProcessesCenter................................................317 EventPropertiesDialogBox..........................................................317 EditingEvents.....................................................................318

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GoldMine Administrators Guide

CreatingTriggers...................................................................... 318 CreatingorEditingFiltersanddBASEExpressions........................................ 320 CreatingActions...................................................................... 321 AttachingProcessestoaContact........................................................ 321 ExecutingProcesses ................................................................... 322 RemovingAttachedAutomatedProcesses ................................................ 322 TriggerDialogBoxes................................................................... 323

Synchronization

325

Overview ............................................................................ 325 AboutTransferSets................................................................... 327 AboutSynchronizingwithMicrosoftOutlook,Palm/Treo,oraPocketPCDevice .............. 328 ConfiguringSynchronizationwithMicrosoftOutlook ..................................... 328 ConfiguringSynchronizationwithPalm/Treo............................................ 331 UsingCopy/MoveRecords .......................................................... 332 UsingtheSyncSpy ................................................................. 333 AbouttheSynchronizationWizard ....................................................... 334 UsingtheSynchronizationWizard .................................................... 334 ConfiguringtheSynchronizationConnectionMethod .................................... 335 AboutGoldSync ...................................................................... 337 GoldSyncKeyTermsandConcepts .................................................... 338 GoldSyncImplementationConsiderations.............................................. 339 PlanningaGoldSyncSystem......................................................... 339 GoldSyncSitesLocalMenu .......................................................... 342 ConfiguringSynchronizationSettings .................................................. 343 UsingtheGoldSyncAdministrationCenter ............................................. 345 CreatingSites ..................................................................... 346 ConfiguringtheGoldSyncSiteGroupOverrideOptions ................................... 346 CreatingSiteGroups ............................................................... 348 ConfiguringtheGeneralOptions(SiteGroups) .......................................... 348 ConfiguringtheRetrieveOptions..................................................... 349 CreatingServers................................................................... 350 CloningSiteSettings................................................................ 351 CreatingServerProcesses........................................................... 351 ConfiguringtheNumberofConnections............................................... 352 ConfiguringIncomingEmailSettings.................................................. 352 ConfiguringOutgoingEmailSettings .................................................. 352 ConfiguringtheActivePeriodsforSynchronization ...................................... 352 SynchronizationVerificationCodes.................................................... 353 RunningGoldSyncasaService....................................................... 353 ConfiguringGoldSyncasaService .................................................... 353 AddingtheUsersTableasanOptionforSync ........................................... 354 AddingMacrostotheGoldSync.iniFile................................................ 354

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AboutOneButtonSynchronization ......................................................355 SynchronizingUsingOneButtonSynchronization........................................356 CreatingOneButtonSynchronizationProfiles...........................................356 RetrievingOneButtonSynchronizationProfiles.........................................357 EmailingOneButtonSynchronizationProfiletoRemote .................................358 CreatingInstallationFilesforOnebuttonSynchronization ................................359 RetrievingOneButtonSynchronizationInstallationFiles ..................................359 ConfiguringSendOptions ...........................................................360 MonitoringProcesses...............................................................361

Server Agents

363

Overview............................................................................363 StartingtheServerAgents ..............................................................363 ConfiguringSendingandRetrievingEmailintheServerAgentsAdministrator...................364 ConfiguringGoldSyncintheServerAgentsAdministrator....................................364 ConfiguringOutlookSyncintheServerAgentsAdministrator.................................365 ConfiguringPrintingandFaxingintheServerAgentsAdministrator............................365

F2 Lookup Lists

367

Overview............................................................................367 UsingtheF2Lookup ...................................................................368 ManagingF2LookupLists ..............................................................368 CreatingF2LookupEntries ..........................................................369 SettingDependencyBetweenLookupLists............................................. 370 ConfiguringF2LookupListSecurity ................................................... 372 EditingF2LookupEntries............................................................373

My GoldMine

375

Overview............................................................................375 ConfiguringMyGoldMine..............................................................375 UsingMyGoldMine ...................................................................376 SelectaResourcetoAddDialogBoxinMyGoldMine .......................................376

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GoldMine Administrators Guide

Knowledge Base

377

Overview ............................................................................ 377 KnowledgeBaseToolbar............................................................... 378 AccessingtheKnowledgeBase....................................................... 378 CreatingKnowledgeBaseBooks,Folders,andTopics........................................ 379 EditingKnowledgeBaseBooks,Folders,andTopics ......................................... 379 AddingKeywordstoKnowledgeBaseTopics ............................................ 380 SettingSecurityAccessonKnowledgeBaseTopics ....................................... 380 AddingHTMLTexttoKnowledgeBaseTopics ........................................... 380

GoldMine Plus for Microsoft Office

381

Overview ............................................................................ 381 AboutGoldMinePlusforMicrosoftWord ................................................. 381 AboutGoldMinePlusforMicrosoftExcel ................................................. 382 AboutGoldMinePlusforMicrosoftOutlook ............................................... 382 InstallingGoldMinePlusforMicrosoftOffice .............................................. 382 SettingPreferencesinGoldMinePlusforMicrosoftOffice ................................... 383 CustomizingGoldMinePlusforWord..................................................... 384 GrantingUserAccesstoTemplates ...................................................... 385 UsingGoldMineFieldsinMicrosoftWord ................................................. 386 InstallingGoldMineFieldsintoaWordDocument....................................... 386 UsingGoldMineFieldsinMicrosoftExcel ................................................. 386 AddingExcelTemplates ................................................................ 388

Licensing

389

Overview ............................................................................ 389 AboutGoldMineLicenses .............................................................. 389 LicenseTypes ..................................................................... 389 LicenseSerialNumber .............................................................. 390 MasterLicense.................................................................... 391 UsingNetUpdate ..................................................................... 391 UsingtheLicenseManager............................................................. 391 AboutSublicenses .................................................................... 392 SiteLicense ....................................................................... 392 CreatingSiteLicenses.................................................................. 393 CreatingUndockedUserLicense......................................................... 394 CreatingGoldSyncLicenses ............................................................. 395 UndockedUsers...................................................................... 395 RemovingLicenses .................................................................... 396

GoldMine Administrators Guide

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Integration

397

Overview............................................................................397 IntegratingwithHEAT .................................................................397 HowConfigurationwithGoldMineWorks..............................................398 ConfigurationProcess ..............................................................400 AbouttheTicketsTab...............................................................404 LaunchingHEATfromGoldMine......................................................404 SendingEmailtoHEAT/HEATPowerDeskAgent .........................................405 HEAT/HEATPowerDeskOptions ......................................................405 IntegratingwithIPCM .................................................................405 IPCM/GoldMineConfiguration.......................................................407 Integratingwith.NET..................................................................412

Resources

413

AdditionalDocumentation..............................................................413 ContactUs ...........................................................................413

Glossary Index

415 421

16 Table of Contents

GoldMine Administrators Guide

Getting Started
Overview
NowthatyouhaveinstalledGoldMinePremiumEdition,thischapterwillhelpyouunderstandtheGoldMineArchitecture. Formoreinformationandprocedures,seetheGoldMineUserGuidePDForinthetopicintheOnlineHelp.

The GoldMine File System


GoldMinestoresinformationinoneormoredatabasesinwhichrelatedrecordsarelogicallyorganized.Storinginformation inadatabaseprovidesadvantagessuchasacommonpointofaccessformultipleusers,applications,anddatasecurity. Networkapplicationsmanaginginformationtypicallyorganizeshareddatainarelationaldatabasestructure,supervisedby aDatabaseManagementSystem(DBMS).TheDBMSsupervisesmaintenanceofandaccesstothedatabase.Ithasa databaseenginethatdefinesthedatabasestructure,storesdata,andrespondstorequestsbyretrievingdatafromthe storedlocations.TheDBMScanorganizedatainonelargedatabasethatstoresallsystemdataorinmultipleunique databasesinthesamesystem. Informationsystemstodayfacilitatequickandreliabledatamanagementandretrievalusingtherelationaldatabase.Atthe mostbasiclevel,arelationaldatabaseconsistsoftablesorganizingdataincolumnsandrows.Thecellatanycolumn/row cancontainonlyonevalue.Columnsandrowsworktogethertodefinethetypeofinformationacellcontains. GoldMine,actingasaDBMS,usesanumberofdifferentfilestostorevariouselementsofthedataitcollects.InaGoldMine PremiumEditioninstallation,theshareddatabasefilesandContactfilesarehostedontheserverdatabasewhilelicensing anduserfilesremainlocaltotheGoldMinefolder. Inanetworkenvironment,youcanrunworkstationsfromtheexecutableontheserver.YoucanalsoinstallGoldMine's executablefileslocallytoaworkstationifthedatafilesarecentrallylocatedandaccessibletoallGoldMineusers.The physicalconfigurationofGoldMineontheharddriveisimportant.ThemainGoldMineexecutablesshouldalwaysbeone leveldeepinadirectorystructure.ThepathtoGoldMineshouldbex:\GoldMine,wherexisthenetworkdrivewhere GoldMineisinstalled.InstallingbyusingUniversalNamingConvention(UNC)paths,theserverpathshouldbe \\server\GoldMine\GoldMineor\\server\sharename\GoldMine.

GoldMine Administrators Guide

Getting Started 17

File Server and Client/Server Architecture


Networksrequireconfigurationthatmanagesshareddatastoredinacentrallocation.Usersneedawayofaccessing informationfromthecentralfile(s),andtheorganizationneedsawayofprotectingdataintegrityandcontrollingtrafficto maintaintheavailabilityofsharedresources.Theseneedsaremetusingfileserverandclient/serverarchitecture.

Client/Server Architecture
GoldMinePremiumEditionutilizesaclient/serverarchitecture:
Theclient/serverusesnetworkresourcesmoreefficientlytoreducenetworktrafficandrespondtorequestsfordata

whilemaintainingdatasecurity.
Theclient/serverarchitectureeffectivelydividesthefunctionsoftheDBMSbetweentheclientandtheserver. Theserveractsasthedatabaseenginemaintainingandadministeringaccesstothedata. Whentheserverreceivesarequestfromaclient,theserverscansthedatabasefordataontheserverandreturnsonly

therequestedpieceratherthanawholeblock.
Processingoccursattheserver,sotheserversendsbackthedatainfinalformastheresponsetothequery. StructuredQueryLanguage(SQL)isthetoolenablingtheapplicationuserinterfacetocommunicatewiththeserver

databaseengine.

NOTE:ToencryptdatabasetrafficbetweenGoldMineandSQLServer,turnonForceProtocolEncryption
optioninthepropertiesoftheNativeClientConfigurationforSQLserver.Notethatfileattachmentsare transferredusingMicrosoftnetworkingfilesystemandmightnotbeencrypted.

18 Getting Started

GoldMine Administrators Guide

User Administration
Setting Up User Groups, Users, and Resources
GoldMinessecurityisbasedonusergroupsandusers,whichmustbesetuptomakethesecurityeffective. EachGoldMineusershouldhaveauniqueusernameandpassword.Thisisthefirstlevelofsecurity.TheGoldMine administratorassignseachusertheminimumlevelofnecessaryaccesswithoutrestrictingthefunctionalityrelatedtothe usersjobperformance. Defineusergroupsaccordingtothefunctionusersperform.Userandusergroupsecurityaccessappliesto:
GoldMineFunctions.TheadministratorcanpermitordenyaccesstoGoldMinefunctions.Forexample,permitordeny

auserorusergrouptheabilitytocreatenewContactRecords,deleterecords,oraccessotherusersCalendars.
MenuCommands,Toolbar,andTaskbarSettings.Removemenuitemsfromtheusersmenucustomizingtheselection

ofavailablemenuoptionsandcustomizetoolbarsandtheTaskbar.
ContactDatabases.Assignusergroupsaccesstodatabases.Ifadatabaseisassignedtoauserorusergroup,only

membersofthegroupcanopenthedatabaseinGoldMine.Eachdatabasecanhavedifferentaccessrestrictions.
ScreensandFields.Restrictaccessrightstouserdefinedscreensattachedtoparticularcontactdatabases.Ifascreenis

public,allGoldMineuserscanviewtheinformation.Ifaccessissettoausergroup,onlymembersofthegroupcansee thescreen.
RecordOwnership.EachContactRecordisassignedanowner.Thedefaultownerispublic;however,assignarecordor

groupofrecordstoauserorusergroup.Ifarecordisownedbyagroup,eachgroupmemberistreatedastheownerof therecord.OwnershipdetermineswhetherauserwhoisnotanownercanreadallorpartoftheContactRecordor whetherausercanedittherecord. TheGoldMineadministratorcanalsorestrictaccesstosuchitemsastheRelationshipTrees,InfoCenterentries,andthe abilitytolaunchHEATfromGoldMinePremiumEdition. UserswithMasterRightscanaccessallpartsofthesystemandbypassallthesecuritysettingsexceptfortheusers:


PersonalContacts PersonalBasefilesintheInfoCenter Encryptedemail

MasterRightsusersaretheonlyuserspermittedtoaccessandmodifyusersettings.GoldMineadministratorsshouldhave MasterRights.

About Record Ownership


Contactrecordscanbeownedbyeveryone(public),byauser,orbyusergroups.Ownershipdeterminessecurityoncontact records.Considerthefollowingwhensettingrecordownership:
Recordsownedby(public)canbeviewedandeditedbyallusers.Viewingandeditingsecuritycanbesetonindividual

fields.
RecordOwnershipisusedwhenrecordcurtaining(seeAboutRecordCurtainingonpage20)isapplied.Ownershipis

storedintheOwnerfieldintheContact1table.

GoldMine Administrators Guide

User Administration 19

Ownership can be set when you:


CreateaContactRecord(seeSettingtheUserProfileonpage21) ConfigureRecordOwnership(seeSettingOwnershipintheRecordRelatedSettingsonpage71)

About Record Curtaining


Recordcurtaining(seeSettingOwnershipintheRecordRelatedSettingsonpage71)letsyouhideinformationina contactrecordfromthoseindividualswhodonotowntherecord.Withrecordcurtainingactive,ifyoutrydisplayinga contactrecordyoudonotown,thelowerportionorallofthecontactrecordiscurtained,hidingthedatafromview. Note:CurtainingstatusisstoredintheContact1table.ThelevelofcurtainingisstoredinthesecondpositionintheStatus field.Ablankorzeroindicatesnocurtaining,a1indicatespartialcurtaining,a2indicatescompletecurtaining,anda3 indicatessemipartialcurtaining. RecordcurtainingiscontrolledbytherecordOwner.Eachcontactrecordcanbeeitherpublicorprivate.Whenanew recordisaddedtothedatabase,ownershipdefaultsto(public).PublicrecordscanbeviewedbyallGoldMineusers. Privaterecordsarerecordswithanassignedanowner,eitheranindividualGoldMineuser,orausergroup.Ifyouselect completerecordcurtaining,privaterecordscanbeviewedonlybytheirowners,orbymembersoftheownerusergroup.If youselectpartialcurtaining,otheruserscanseeonlythecompany,contact,andphonenumberfortheprivaterecords.

NOTE:Whenannonowninguserperformsglobaloperations,suchasmassdeletionsorfieldupdates,
GoldMineignorescompletelycurtainedrecords.Inaddition,scheduledactivitieslinkedtoacurtainedrecord appearasunlinkedtounauthorizedusers.

Curtaining Levels
None:AlluserscanviewtheentireContactRecord. Semipartial(hidetabs):Userswhoarenotrecordownerscanviewtheupperfourpanes,butcannotviewtheTabs. Partial:Userswhoarenotrecordownerscanviewonlythecontactname,andphonenumberareas. Complete:Userswhoarenotownerscannotaccessanyofthecontactinformation.

NOTE:CurtainingstatusisstoredintheContact1table.Thelevelofcurtainingisstoredinthesecond
positionintheStatusfield.Ablankorzeroindicatesnocurtaining,a1indicatespartialcurtaining,a2 indicatescompletecurtaining,anda3indicatessemipartialcurtaining. Tosettherecordcurtaining,selectEdit>RecordProperties>RecordrelatedSettings,ThenclicktheOwnershiptab.

TIP:TheGlobalReplaceWizardcanbeusedtoperformamassupdatetochangeownershipofrecords.Formore
information,seeGloballyReplacingFieldDataonpage131.

About Users Properties


ControlauserssecurityaccessinGoldMinethroughtheUserProperties,whichdefineauserssecurityandaccessin GoldMine(Tools>Users'Settings).
TheProfiletabdefinessecurity,automaticrecordownership,andforcedlogoutforauser(seeSettingtheUser

Profileonpage21).
TheMembershiptabassignsorremovesauserfromagroup(seeSettingUpUserMembershiponpage22). TheAccesstabsetsgeneralsecuritytocontroluseraccesstoGoldMinefeatures(seeSettingUserAccessonpage23). TheMenutabconfiguresmenuoptionsavailabletotheuser(seeSettingUserMenusonpage24). TheTimeClocktabdisplaysalogshowingtheusersactivityinGoldMine(seeViewingtheUserTimeClockonpage

25).
TheOutlooktabcontainsoptionsforsynchronizationbetweenOutlookandGoldMine(seeSettingtheOutlookSync

Optionsonpage25).

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Best Practices for a GoldMine Administrator


Createoneorseveralidealuserstoreflectbasicsettingsapplicabletomanyusers.Forexample,youmighthavetwo prototypeusers:SalesStaffandSupervisor.EachoftheseusertypeshasdifferentrightsandmenusinGoldMine.Allowthe SalesStafftoaddandeditnewcontactsbutnottodeletecontactsorviewotherscalendars.TheSupervisorcanaddand deletecontactsandviewanyonescalendar.Aftertheidealuserorusersarecreated,clonetheuserssettings(seeCloning UserSettingsonpage26)foreachactualuserwiththesamerights.

Setting the User Profile


UsetheProfiletabtocreateandsetbasicuserinformationsuchasausername,initialsecurity,andforcelogout(forcing usersoutataparticulartimeorwheninactiveforaperiodoftime). Usethefollowingproceduretosetupauserprofile. 1. 2. 3. 4. 5. 6. 7. SelectTools>Users'Settings. AttheUsers'MasterFiledialogbox,clickNewtocreateanewuser,orselectanexistinguserandclickProperties. Attheuser'sPropertiesdialogbox,clicktheProfiletab. TypetheUsername(upto8characters;mustbeginwithaletter). Typetheuser'sFullName. TypetheusersEmailaddress. IntheSecurityareaconfigurethesesettings: Password.Typethepasswordassignedtotheuser.Youmustprovidetheusernameandpasswordyoucreatedso theusercanlogintoGoldMine. Validfordays.Inthedropdownlist,selectthenumberofdaystheuserspasswordisvalid,oracceptthedefault (Always). Nextchange.IfyouchangetheValidfordaysfield,selectthedatethepasswordbecomesinvalidandtheuser cannotlaunchGoldMine. MasterRights.SelectthisoptiontogivetheuserunrestrictedaccesstoallofGoldMine. TheOwnershipbuttondisplaystheNewRecordOwnershipdialogbox.Ownershipletsyouspecifywhetherthe newContactRecordstheuseraddstothedatabasearepublicrecordsorownedbyaspecificuserorusergroup (seeAboutRecordOwnershiponpage19). TheForcedLogoutbuttonopenstheForcedLogoutdialogboxwiththefollowingoptions:

NOTE:TheForcedLogoutoptionisdisabled(setto0)bydefualt.TheForcedLogoutworksonlywhenboth
theWhenidleforvalueismorethan0andtheForcedlogoutonlyafterthistimeisnotblank.
LogoutuserandterminateGoldMinewhenidleforaperiodoftime.Clickthisboxtoautomaticallylogthe

useroutofGoldMineandactivatethefollowingsettings:
Whenidlefor.SelecttheperiodofinactivitybeforeusersareautomaticallyloggedoutofGoldMine. Forcedlogoutonlyafterthistime.Selectthetimeforaforcedlogout.

Thesefieldsareusefulformakingyoursystemavailablefornightlymaintenance,withoutforcinguserstolog outduringthebusinessday.

TIP:TheForcelogoutoptionsareimportantinmanagingalimitednumberoflicenses.;manymaintenance
functionscanbeperformedonlyifallusersareloggedoutofGoldMine. 8. SelectoneoftheEmailOptions: Alwaysuseemailserver(recommended)sendstheemailmessageusingtheaddressenteredabove. UseGoldMinemessagingwhenavailableusestheusertousermessagingforemailssendwithinGoldMine. 9. ClickOKtosavetheuser'sProfilesettingswithoutconfiguringthedetailedusersecuritysettings,orclickthe Membershiptabtocontinueconfiguringtheusersproperties

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Setting Up User Membership


Userscanbelongtoseveralgroups,allowingthemaccesstothegroupscontactsforcollaboration.Groupsmustbecreated beforeassigningausertoausergroup.Ifusergroupswerenotcreated,clickUserGroupsSetuptoaddtheusertoagroup ortocreateagroup(s).SeeSettingUpUserGroupsonpage22. Usethefollowingproceduretosetupausermembership 1. SelectTools>Users'Settings. 2. SelecttheuserandthenclickProperties. 3. ClicktheMembershiptab. TheMemberofGroupslistindicateswhichgroupstheuseralreadybelongsto.TheExcludedfromlistindicateswhich groupstheuserisnotamemberof.Tochangetheuser'smembership,doubleclicktheusernametomovetheuser fromonecolumntotheother. 4. 5. 6. 7. 8. Tocreateusergroupsorrefinethemembership,clickUserGroupsSetup. AttheUserGroupsSetupdialogbox,highlightthegrouptowhichtoaddtheuser. ClickMemberSetuptolaunchtheGroupMembershipSetupdialogbox. Doubleclicktheuser'snameintheUsers'ListboxtoaddtheusertotheGroupMemberslist. Toaddtheusertoothergroups,returntotheUserGroupsSetupdialogboxandhighlightthenewgroup. ClickMemberSetuptolaunchtheGroupMembershipSetupdialogboxanddoubleclicktheuser'snameintheUsers' Listbox.

NOTE:YoucancreateUserGroupswhileaddingtheusertoagroup.OntheUserGroupsSetupdialogbox,
clickNewandfollowthesteps. 9. ClickOKandthenclickClose. TheMemberofGroupslistdisplaysthegroupsofwhichtheuserisamember. 10. ClickOKtoreturntotheUsers'MasterFile,orclicktheAccesstabtocontinueconfiguringuserproperties.

Setting Up User Groups


Itisrecommendedthatyoulogicallygroupusersaccordingtofunctionstheyperform.Usergroupnamesstoreinthe Lookuptable;usergroupmembersareencryptedintheUser.dbttable. Usethefollowingproceduretosetupusergroups. 1. SelectTools>UserGroups. 2. AttheUserGroupsSetupdialogbox,clickNew. 3. TypetheUserGroup'snameinthefieldandclickOK. TheusergroupdisplaysintheUserGroupsbox. 4. Toaddusers,clickMembersSetup. TheGroupMembershipSetupdialogboxopens. 5. ToaddindividualusersorallmembersofanexistinggrouptotheGroupMembersbox,doubleclicktheuserinthe UserList,orthegroupintheGroupList,toadduserstotheGroupMemberslist. 6. ClickOK. 7. Aftercreatinggroupsandaddingmembers,clickClose.

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Setting User Access


UsetheAccesstabtoconfigureausersaccessrightsonContactRecords,accesstoinformationofotherusers,and miscellaneousaccessrights.Ifanitemisselected,theusercanperformtheactioninGoldMine. 1. 2. 3. 4. SelectTools>Users'Settings. Selecttheuser'snameandclickProperties. ClicktheAccesstab. IntheContactRecordarea,select: AddNew.Addacontactrecord. EditFields.Editfieldsinthetophalfofthecontactrecord,theuserdefinedfieldsintheFieldstab,andtheNotes tab.

NOTE:WithoutEditFieldsrights,userscannoteditfieldsonanycontactrecords,includingtherecordsthey
own.
Delete.Deletecontactrecords. Requiredfieldoverride.Authorizeanoverrideonarequiredfield. AssignOwner.AssignContactRecordownershiptootherusers. EditTabFolders.Editdatainthetabs.

NOTE:WithoutEditTabfoldersrights,userscannotedittabfoldersonanycontactrecords,includingthe
recordsthetheyown.
ScheduleProcess.Assignsanautomatedprocesstoacontact.

5. IntheGeneralAccessarea,select: BuildGroups.BuildtheirowngroupsofContactrecordsintheFiltersandGroupsdialogbox. Outputtomenu.EnabletheOutputtooptioninthelocalmenusinGoldMinetoallowoutputtoprinter,Word, Excel,andclipboard.

NOTE:NonMasteruserscannotselectPrinterintheOutputtomenubecauseofReportssecurity
considerations.
NetUpdateconnections.RunaversionupdateonthelivesystemusingtheInternet.

IMPORTANT:ThisoptionshouldbecarefullycontrolledbytheGoldMineadministrator.

Deleteunlinkedemail. IssueSQLQueries.WriteandsendSQLqueriestoretrievedatafordisplay. RealTimefolder.ViewtheRealTimetabintheActivityList.Displaysalluserscompletedactivities.TheRealtime

folderdisplayshistoryitemsthatwereupdatedwithintheselecteddaterange.Itisnotbasedonthecompletion datefortheactivity.

NOTE:Whenappliedtomanyusers,thisoptioncanaffectnetworkperformance.
CustomizeToolbar.Addandremovetoolbaricons. SQLLogonnameandSQLPassword.

IfusingGoldMinewithaSQLdatabaseandyouassignedtheuseranindividualorgrouplogonnameandpassword inSQL,typetheinformationinthetextboxes.ThislaunchesGoldMinewithoutrequiringtheuser'sSQLlogon nameandpasswordeachtime. 6. IntheNotesAccessarea,select: InsertNotes.Allowenduserstoaddnotes. Edit/Delete.Allowenduserstoeditordeletetheirownnotes. Edit/Deleteothersnotes.Allowenduserstoeditordeletenotesfromotherusers.

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User Administration 23

7. IntheAccesstoOthersarea,selecttheoptionsandmodifyasneeded.

NOTE:AccesstootherusersCalendars,History,andForecastsarehiddenfromauserwhenaccessto
othershasbeenremoved.
Calendar.Selectthisoptiontodothefollowing: DesignatetheavailableoptionsfromtheUserdropdownontheCalendarorActivityListwindow. DesignateiftheEditfunctionisavailablefromthepopupmenuforactivitiesownedbyanotheruser.

Ifthisoptionisnotselected,theusercannotedittheactivitiesonthePendingtab.ThereforetheEditand Deleteoptionsarenotavailabletotheuserinthepopupmenu.
History.Selectthisoptiontodothefollowing: ViewotheruserscompletedactivitiesintheClosedorFiledtaboftheActivityList. EditordeletehistoryrecordsintheHistorytabonthecontactrecordortheRealTimetabintheActivityList. Buildcontactgroupsbasedonanotheruserscompletedactivities,orviewotheruserscompletedsales

activitiesintheCompletedActivitiesAnalysisdialogbox.
Forecast.SelectthisoptiontodesignatetheusersavailablewhenyouclicktheSelectUser(s)buttononthe

ForecastedSalesAnalysiswindow.(GoTo>Analysis>ForecastAnalysis).Checking(orunchecking)thisoptionwill changewhatisviewedonthePendingtab. Reports.Accessotherusersreports. Template.AccessotheruserstemplatesintheDocumentManagementCenter. Filters.AccessotherusersContactrecordfilters. Groups.Accessotherusers'groupsofcontacts. Links.Accessandlaunchotheruserslinkeddocuments. Opp/projects.Viewopportunitiesandprojectsassignedtootherusers. Cases.Viewcases(ontheCasestabandintheServiceCenter)assignedtootherusers. 8. ClickOKtoreturntotheUsers'MasterFile,orclicktheMenutabtocontinueconfiguringtheusersproperties.

Setting User Menus


UsetheMenutabtoconfiguremenuoptionsavailabletousers.Thisisanotherwayofsettingsecurityandcontrollinguser accesstofeatures.Alsocreatetemplatesofmenuoptionstoapplytousersasyoucreatetheirproperties. Usethefollowingproceduretosetupausermenu. 1. 2. 3. 4. SelectTools>Users'Settings. HighlighttheuserandclickProperties. ClicktheMenutabintheUserPropertiesdialogbox. Touseamenu,selectoneoption: Applyamenutemplateyoucreatedbyselectingthetemplatenameinthedropdownlist. ClickExpandtodisplayallmenuoptions. Toexpandthemenudisplay,clicktheiconnexttoeachoptiontochangethestatus.Whentheiconisred,the optionisunavailabletotheuser.Whentheiconisgreen,theoptionisavailable.

NOTE:IftheResizemenuoptionlocatedunderEdit>RecordDetails>Resizeisrestricted,thecustom
screensintheFieldstabdisplayasGoldMinemenuoptions. 5. OKtosavetheMenuconfigurationandreturntotheUsers'MasterFile,orclicktheTimeClocktabtocontinue configuringtheusersproperties

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Creating User Menu Templates


SaveUserPropertyMenuconfigurationsasatemplateandapplythetemplatetootherusers. Usethefollowingproceduretosetupausermenutemplate. 1. SelectTools>Users'Settings. HighlighttheuserandclickProperties. 2. ClicktheMenutabintheUserPropertiesdialogbox. 3. ClickExpandtodisplaymenuoptions. 4. Clicktheiconbesidetheoptiontochangethestatus. Whentheiconisred,themenuoptionisunavailabletotheuser.Whentheiconisgreen,itisavailable. 5. ClickSavetosavethesetupasamenutemplate. 6. AttheSaveMenuTemplatedialogbox,typethenameofthetemplate. 7. ClickOKtosavethetemplate.

NOTE:TodeleteaMenutemplate,selectitinthedropdownlistandclickDelete.

Viewing the User Time Clock


TheTimeClocktabisamanagementtoolratherthanaconfigurationoption.Viewtheuser'sactivitiesinGoldMine.
Date.Dateoftheloggedactivitybytheselecteduser. Login.TimetheuserloggedintoGoldMine. Logout.TimetheuserloggedoutofGoldMine. Logged.TotaltimetheuserwasloggedintoGoldMine,includinganytimeloggedaway. In.TotalnumberoftimestheuserloggedintoGoldMine. Keys.NumberofkeystrokespressedbytheuserwhileworkinginGoldMine. Clicks.NumberofmouseclicksperformedbytheuserwhileworkinginGoldMine. CRC.IndicateswhetherthedataintheuserlogwasmodifiedoutsideofGoldMine.ThiscolumndisplaysOKfor

everylogentrythatisfreeoftampering;thatis,external.

Setting the Outlook Sync Options


TheOutlooktaballowsyoutosetsynchronizationabilitiesfortheuser. 1. SelectTools>Users'Settings. HighlighttheuserandclickProperties. 2. ClicktheOutlooktabintheUserPropertiesdialogbox. 3. Selectfromthefollowingoptions: EnableondemandsyncwithOutlook ThisoptiondeterminesifuserhasanaccesstoamenuitemSynchronizewithOutlookmenuoption(Tools> Synchronize>SynchronizewithOutlook).Disablingthismenuitemdoesnotnecessarilymeanthatsyncdoesnot occurforthisuser.AuserwithMasterrightscanconfiguretheOutlookprofileforautomaticsynchronization.

NOTE:ThisoptionisautomaticallyselectedandenabledforMasterusers.
EnablesyncwithOutlookwhensystemtimezoneisdifferentfromusershometimezone

ThisoptiondeterminesifsynccanoccurifWindowstimezonechangedsincethelasttimesynctookplace. 4. ClickOKtoreturntotheUsers'MasterFile,orclickanothertabtocontinueconfiguringtheusersproperties.

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User Administration 25

Cloning User Settings


Aftercreatinganidealuserwithsettingsapplyingtomanyusers,clonetheuser'sProperties.Allsecuritysettingsinthe UserPropertiesapplytothenewuserexcepttheUsername,FullName,andPasswordontheProfiletab. Usethefollowingproceduretocloneausersetting. 1. OpentheToolsmenuandselectUsers'Settings. 2. RightclicktheuserwhosesettingsyouwanttocloneandselectClonefromthemenu. 3. AttheNewUserPropertiesdialogbox,entertheUsername,FullName,andPassword;selecttheotherProfilesettings. TheMembership,Access,andMenusettingsapplytothenewuser. 4. Changetheindividualuserpropertiesasneeded. 5. ClickOK.

Enforcing User Passwords


GoldMineusersarenotrequiredtohavepasswordstologintoGoldMine.ThereisanoptionintheGoldMineSystem SettingsthatallowsanyMasteruser(typicaltheGoldMineAdministrator)toenforcepasswordsforallusers.Enforcing passwordshelpsrestricttheunauthorizeduseandincreasesthesecurityofthesystem.Thisoption,andothersregarding passwords,islocatedonthePasswordPolicytabintheSystemSettings.

To Enforce User Passwords


1. 2. 3. 4. OpentheToolsmenuandselectConfigure>SystemSettings. ClickthePasswordPolicytab. EntertheMinimumpasswordlengthnumberorusetheup/downarrows.0meansthatpasswordsarenotenforced. Ifyouwanttolimitthenumberofincorrectattemptsmadewhentryingtologin,checktheBlocktheaccountafter3 invalidlogonattemptsoption. IMPORTANT:Ifauserfailstologininafter3attempts,theiraccountbecomesdisables.Onlyauser withMasterrights(seeSettingtheUserProfileonpage21)canenableadisableduseraccount. 5. Ifyouwanttolimittherepetitionofpasswords,selectavalueintheNewpasswordcannotrepeatanyoftheprevious <#>passwords. 6. ClickOKtoapplyyourchanges. Formoreinformationaboutreenablingaccounts,seeToEnabledaUserAccountonpage26andToEnableaMaster UserAccountonpage27.

To Enabled a User Account


Ifauserfailstologinafter3attempts,theaccountbecomesdisabledandcanonlybereinstatedbyauserwithMaster rights(seeSettingtheUserProfileonpage21).Toenabledtheusersaccount,followthestepsbelow. 1. OpentheToolsmenuandselectUsersSettings. 2. SelecttheuserthatneedstobeenabledfromthelistandthenclickthePropertiesbutton. 3. OntheProfiletab,clicktheUnblockAccountbuttonandthenclickOK.

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To Enable a Master User Account


Theoptiontoenforceapasswordeffectsallusers,includingMasterusers.IftheBlocktheaccountafter3triestoenterthe systemischeckedonthePasswordPolicytab(seeEnforcingUserPasswordsonpage26)andaMasteruserfailstologin after3attempts,anyotherMasterusercanreinstatetheaccount(seeToEnabledaUserAccountonpage26). However,iftherearenootherMasteruserstoreinstatetheaccount,youcanfollowthestepsbelowtoreinstatethe account. IMPORTANT:YouwillneedtoenteryourGoldMinelicensenumberaspartofthisprocess.Ifyou donthaveit,contactyoursystemadministratorforthisnumber.Youcannotproceedwiththe processwithoutit. 1. 2. 3. 4. 5. 6. 7. BrowsetotheGoldMineinstallationfolder(typically\Program Files\GoldMine) Locatethelicense.binfileanddeleteit. LaunchGoldMine. EnteryourlicenseinformationforvalidationpurposesandthenclickNext. CheckanydesiredWindowslogonaccountstoimportandthenclickNext. EnteraUsernameandoptionalPassword,thenclickFinishtodisplaytheGoldMinelogindialogbox. EnteryourlogininformationandthenclickOK.

About User Options


DefineGoldMinesettingsuniquetoyou.GoldMinesavesuseroptions(settingsthatcontrolhowGoldMinelooksandacts foreachuser)settingsinyourusersinitializationfile(username.ini).

NOTE:WhiletheUserOptionstabshavesettingsthatallowuserstocustomizetheirworkenvironment,
manyGoldMineadministratorsconfigurethesesettingsforusersandthenrestricttheirabilitytochangethe Options.

TIP:ForAdministrators:Torestricttheuser'saccesstotheUserOptionsdialogbox,selectTools>Users'Settings.
Selectauserfromthelist,andclickProperties,thenselectMenu.Chooseavailablemainmenuitemsforthe selecteduserandclickSave.Menulayoutscanbesavedforinstantrecallforanyuser. Setupuseroptionsonthefollowingtabs:
Personal.Changeyourpasswordandaddpersonalinformation.SeeSettingOptionsonthePersonalTabonpage28. Record.ControltheappearanceofContactrecords,tabdisplays,andzipcodevalidation.SeeSettingOptionsforthe

RecordTabonpage28.
Calendar.Determinecalenderappearanceandfunctions.SeeSettingOptionsfortheCalendarTabonpage31 Schedule.Setparametersforschedulingandworkingwithactivities.SeeSettingOptionsfortheScheduleTabonpage

34.
Alarms.ConfigureGoldMinealarms.SeeSettingOptionsfortheAlarmsTabonpage35. Lookup.SetdisplayoptionsforContactrecordsandtheContactSearchCenter.SeeSettingOptionsfortheLookupTab

onpage35.
Email.Configuresettingsforyouremailserver,logininformation,andrulestoapplywhensendingandreceivinge

mail.SeeSettingOptionsfortheEmailTabonpage42.
Telephony.Controlsettingsforyourcomputer'smodemanddialingoptionsandSoftPhoneadvancedsettingsin

GoldMine.SeeSettingOptionsfortheTelephonyTabonpage36.

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Pager.Identifyyourpager'stelephonenumberandPINnumber.SeeSettingOptionsfortheLookupTabonpage35. Login.DeterminethelocationsoftheGoldMinedefaultdatabasesandsystemfiles,andothersystemsettings.Thistab

isavailableonlytouserswithMasterRights.SeeSettingOptionsfortheLookupTabonpage35.
Speller.SpecifyGoldMinespellcheckingoptions.SeeSettingPreferencesfortheSpellerTabonpage40. System.Setdateandtimesettings.Selectclassicnavigationandtaskbarsettings,andspecifyanOutlookusername,if

differentthanyourGoldMineusername.SeeSettingOptionsfortheSystemTabonpage41.

Setting Options on the Personal Tab


Usethefollowingproceduretosetupuserpersonalinformation. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectPersonal. ThePersonaltabdisplaysUserNameandFullName.

NOTE:AMasterRightsusercanchangetheFullNameintheUserProfile.
3. ClickChangePasswordtochangeyourGoldMinePassword. 4. IntheTitlefield,typeyourprofessionaltitle.

NOTE:ForTitleandfollowingDepartment,Phone,andFAXtextboxes,selectingtheSelectcontentsoffield optionchoosestheentirecontentsofafield.IfthisoptionifselectedandyourscreensaverissettoOn,you mightinadvertentlydeletethecontentsofthefieldwhenyouclearthescreensaver.IfyoupressESCbefore leavingthefield,thedataisreplaced.


5. 6. 7. 8. IntheDepartmentfield,typethenameoftheorganizationorgroupyouareaffiliatedwith. InthePhonefield,typeyourprimarytelephonenumber. IntheFAXfieldtypeyourfaxnumber. ClickOKtosavethesettingsandclosethedialogbox.

To Change Your Password


TochangeyourGoldMineLoginpassword,youmustbetheuserloggedintoGoldMine. 1. 2. 3. 4. 5. 6. SelectTools>Options. AttheUser'sOptionsdialogbox,selectthePersonaltab. ClickChangePassword. AttheChangePassworddialogbox,typeyourcurrentpasswordintheEnteryourcurrentpasswordfield. TypeyournewpasswordinthePleaseenteranewpasswordfield,andthentypeitagaininthenexttextbox. ClickOKtosavethenewpasswordandreturntothePersonaltab.

Setting Options for the Record Tab


UsetheRecordtabtocustomizethedisplayofthecontactrecordandsettheZIPcodevalidationandtitleappearingonthe contactwindow. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectRecord.

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3. IntheAppearanceareaselect: Darkbackground.Browsewindowsappearwithagraybackground. Brightbackground.Browsewindowsappearwithawhitebackground. UseLargeFont.Displaysdialogboxtextinalargefont. Thissettingisdesignedforusewithmonitordisplayresolutionof1024x768orhigherusingWindowssmallfont option.Itisnotavailableifyourdisplayissettoaresolutionof640x480orifusingWindowslargefontoption. TheUseLargeFontoptiondoesnotapplytotheGM+Viewtab.ToincreasethedisplayfontsizeinIE6.0,select View>TextSizeandselecttheappropriatesize.


LabelColor.DisplaystheColordialogboxtoselectacolorforallfieldlabelsdisplayedinContactRecords. DataColor.DisplaystheColordialogboxtoselectacolorforallfielddatadisplayedinContactRecords. Tabs.DisplaystheDisplayTabsdialogboxtoselectthetabstoappearinthecontactrecordandthetaborder. Selectcontentsoffields.Selectsorhighlightsdataenteredinafieldwhenyouclickinsideit. Useawordformatforuserdefineddates.Displaysdatesintextformbasedontheformatselectedinthedrop

downlist.

NOTE:Typically,thissettingaffectsfieldsintheFieldstaboftheContactRecord,buttheselectedformat
affectsuserdefinedfieldsplacedanywhereintheContactRecord.Theuserdefineddateformatyouselect fromthistaboverridestheShowdatesformatofthelocalsettingsoptionifselectedintheMisctab.
Shownumericsalignedtotheright.Rightalignsnumbers. Showsortbyfieldonstatusbar.Displaysthesortfieldontheleftsideofthestatusbar. Openorgtreewhenmaximized.Displaystheorganizationtreeautomaticallywhenyoumaximizeacontactrecord.

4. IntheZIPCodeValidationarea,select. NoValidation.GoldMinedoesnotperformZIPCodevalidation.WhenaddinganewContactRecordoreditingan existingrecord,theCityfieldiseditedfirst,followedbytheStateandZipfields. Defaulttoprimarycity.GoldMineautomaticallyvalidatesZIPCodeentriesonthecontactrecord.Whenaddinga newrecordoreditinganexistingrecord,theZipfieldiseditedfirst.IftheenteredZIPcodeisfoundintheZIPCode file,thecityandstatefromthefirstmatchingZIPCoderecordisplacedautomaticallyintheCityandStatefieldson theContactRecord. Showwindowofcities.WhenmorethanonecityexistsforaparticularZIPCode,GoldMinedisplaysabrowse windowcontainingallthecitiesthatZIPCodeisvalidfor.Toselecttheappropriatecityfromthewindow,highlight therecord,thenpressENTERordoubleclicktheentry. Show9digitsinlookup.EnlargestheZIPcolumnintheAllZIPCodesLookuplisttodisplayaZIPplusfourentry.

NOTE:AcompleteZIPCodedatabaseisavailable.CallyourlocalFrontRangeSolutionsPartneror
FrontRangeSolutionsInc.forinformation. 5. IntheContactWindowTitlearea,select: Contactname.DisplaysthenameofthecontactinthetitlebarofeachContactRecord.Forexample,ifthecontact nameentryisJohnDoe,thetitlebardisplaysJohnDoeforthatContactRecord.

NOTE:WhetherthisoptiondisplaysContactnameoranothernamedependsonthefieldlabelinGoldMine.
IfthefieldnameisContact,thelabelcanbecustomizedbytheadministrator.
Companyname.Displaysthecompanynameinthetitlebarofthecontactrecord.

NOTE:WhetherthisoptiondisplaysCompanynameoranothernamedependsonthefieldlabelin
GoldMine.IfthefieldnameisCompany,thelabelcanbecustomizedbytheadministrator. 6. ClickOKtosavethesettingsandclosethedialogbox.

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To Change User Labels and Data Colors


WhenyouclicktheLabelColororDataColorbuttonsontheRecordtab,theColordialogboxdisplays.Usethisdialogbox toselectfromapredefinedpalateofcolorsorcustomizethecolorselection.

Picking a New Color for Labels or Data 1. OntheUsersOptionsdialogbox,clicktheRecordtab. 2. ClicktheLabelColororDataColorbutton. 3. Useoneofthefollowingmethodstopickacolor: SelectacolorfromtheBasiccolorspallet. DefineandaddacustomcolortotheCustomcolorspallet. 4. ClickOKtousetheselectedcolor. Creating a Custom Color 1. OntheRecordtab,clicktheDefineCustomColorsbutton. 2. Clickanywhereinthecolorpickertoselecttheapproximatecolor. 3. Movetheluminosityslider(locatedontherightofthecolorpallet)upordowntoadjustthecolorbrightness.
Alternately,youcanentertheHue,Saturation,Luminosity,aswellastheRed,Green,andBluelevelsmanuallyby typingintheirrespectivevalues. 4. ClicktheAddtoCustomColorsbutton. CustomcolorsareaddedtoCustomcolorspalletandarealsoavailableforfutureselection 5. SelectthenewcolorontheCustomcolorspallet. 6. ClickOKtousetheselectedcolor.

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To Set the Contact Record Tabs


TheUser'saccesstoContactRecordtabscanbeconfiguredbyaMasterUser.Afterbeingsetfortheuser(orallusers)bya MasterUser,onlythetabsselectedintheTabsAccessdialogboxareavailable. 1. OntheUsersOptionsdialogbox,clicktheRecordtab. 2. ClicktheTabsbutton.

3. Makethefollowingchangesasdesired: Checkthetabsthatyouwantavailablefortheselecteduser. RepositionthetabsbyselectedthetabnameandclickingtheMoveUpandMoveDownbuttons. RenameanyselectedtabbyclickingtheRenamebuttonandmakingyourchangeontheEditTabLabeldialogbox. Ifyoucreateashortcut,besurethatitisnotcurrentlyusedbyanothertab. ApplythesechangestoallusersbycheckingtheCustomizegloballyoption. 4. ClickOKtoapplyyourchangesandclosethedialogbox.

Setting Options for the Calendar Tab


UsetheCalendartabtosetupyourcalenderappearanceandfunctions. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectCalendar. 3. AttheCalendarSettingsarea,select: Workdaystartsat:EnterthetimeorusingtheF2graphicalclocktoindicatethetimeyoutypicallyarriveatthe office.Thisinformationisusedtosetupyouravailabletimeonthecalendar. Workdayendsat:EnterthetimeorusingtheF2graphicalclocktoindicatethetimeyoutypicallyleavetheoffice eachday. Incrementtimeby:Selectatimefromthedropdownlist.Thisoptionsetstheminutesinyourdisplayedcalendar. Thedefaultis30minutes.Ifyouselect10minutes,forexample,thedailyandweeklycalendarwillbedividedinto 10minuteincrements. Setcoloras:Selectyourcalendarcolorfromthedropdownlist. Fontsize:Selectthefontsizefromthedropdownlist.

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4. ClickMoreOptionstoopentheCalendarOptionsdialogboxtosettheActivityDetails,Publishing,andFree/Busytab settings. Forinformationaboutthesetabs,seethefollowingtopics:


ToConfiguretheCalendarOptionsActivityDetailsSettings(seepage33) ToConfiguretheCalendarOptionsPublishingSettings(seepage34) ToConfiguretheCalendarOptionsFree/BusySettings(seepage34)

5. ClickHolidaystoopentheCalendarOptionsdialogboxtotheHolidaystab. ForinformationabouttheHolidaystab,seeToCongifuretheCalendarOptionsHolidaysSettingsonpage32. 6. IntheWorkDaysarea,selectthedaysoftheweekyouwork. Daysselecteddisplayasalightershadeinthecalendar.Dayscleareddisplayasadarkershadeandarenotconsidered workdays. 7. IntheAutoRolloverarea,selectthetypesofactivitiestoautomaticallyrolltheactivitytothenextdayifitisnot completed.

NOTE:AutoRolloverisnotnormallysetforAppointmentsorForecastedSalesbecauseuserscannotmake
today's10:00appointmenttomorroworthenextdayatthesametime.Theyshouldreschedule. SelectSyncRolloversforthenewrolloverdatetosynchronizetoremoteusers.Cleartheboxtopreservetheoriginal date. 8. SettheCalendarrefreshrate(sec):bytypingthenumberofsecondsorscrollingthroughthenumbersinthetextbox. GoldMineupdatestheCalendarentriesattheendoftheintervalyouspecifyinnumberofseconds.Thedefaultentry0 disablestheoptionsoGoldMinewillnotautomaticallyupdatethecalendar.

NOTE:IncreasingtheCalendarrefreshratesendsasignaltotheservertoupdateeveryxsecondsandsends youthesamedataagainifnochangesaremadetoyourCalendar.Settingthisoptiontoupdatetoo frequentlymightincreasethenetworkloadunnecessarily.


9. ClickOKtosavethesettingsandclosethedialogbox.

To Congifure the Calendar Options Holidays Settings


Usethefollowingproceduretoaddpredefinedholidaystoyourcalendardisplay,orcreateyourown.

NOTE:OnlyuserswithMasterRightscanaddoreditHolidayCategories.TheHolidayCategoriesare
availabletoalluserswithaccesstotheirUserOptions.Theycanselectthecategoriesappearingontheir individualcalendars. 1. OpentheToolsmenuandselectOptions. 2. OntheCalendartab,clickHolidays. TheCalendarOptionsdialogboxopenswiththeHolidaytabactive. 3. IntheHolidayCategorieslist,selectanypredefinedholidaycategory(s)youareaddingtoyourcalendardisplay. HolidaysfortheselectedcategoriesdisplayintheHolidayslist.PredefinedsetsincludebothfixedholidayssuchasNew Year'sDayandvariableholidayssuchasEaster. 4. TocreateanewHolidayCategory,clickNewandthenenterthenameinthetextboxontheAddaHolidayCategory dialogboxandclickOK.Thenewcategoryaddstothelist. 5. TomanagetheHolidayCategoriesusethefollowingoptions: Import.ImportsiCalendar(.ics)holidays. Export.ExportsholidaystoiCalendar. Reset.Removesuserdefinedcategoriesandaddspredefinedcategoriespreviouslyremoved. New.TheAddaHolidayCategorydialogboxopens. Remove.Removestheselectcategory. Edit.TheAddaHolidayCategorydialogboxopens.Editthecategoryname.

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Adding or Editing Holidays


1. 2. 3. 4. 5. 6. 7. 8. AttheHolidaysarea,clickNew. AttheAddaHolidaydialogbox,typeanameoftheholidayintheHolidayfield. IntheRepeatsarea,typeorselecthowoftentheholidayrepeatsintheEvery:xyear(s)field. IntheDurationarea,typeorselectthenumberofdaystheholidaylastsinthe#Days:field. Selecttheholidayeitherby: SpecificDate.Selectthemonthanddayinthedropdownlists. DayoftheWeek.Selecttheweek,thedayoftheweek,andthemonthinthedropdownlists. ClickOK.

Adding and Editing Holidays to Categories


9. 10. 11. 12. 13. HighlighttheHolidayCategorytowhichyouareaddingtheholiday. IntheHolidaysarea,clickNew. TheAddaHolidaydialogboxopens. Tochangethesettingsforaholiday,highlighttheholidayandclickEdit. TheEditaHolidaydialogboxopens.TheeditingoptionsarethesameastheAddaHolidaydialog boxoptions. 14. Toremoveaholiday,selecttheholidayandclickRemove.

To Configure the Calendar Options Activity Details Settings


UsetheActivityDetailstabtoconfigurehowscheduledandcompletedactivitiesdisplayonyourcalendar. 1. 2. 3. 4. OpentheToolsmenuandselectOptions. OntheCalendartab,clickMoreOptions. AttheCalendarOptionsdialogbox,selecttheActivityDetailstab. IntheScheduledActivityDetailDisplayareaandtheCompletedActivityDetailDisplayarea,selectfromthefollowing options: ShowContact'sName.Referencedisplaysthenameofthecontactbeforetheactivityreferenceinformationin thecalendarentryontheDaytab,Weektab,andMonthtab.Thisisthedefaultdisplayoption. ShowReference.Contact'sNamedisplaystheactivityreferenceinformationbeforethenameofthecontactin thecalendarentryontheDaytab,Weektab,andMonthtab. ShowCompanyName:Referencedisplaysthecompanynameinformationbeforetheactivityreference informationinthecalendarentryontheDaytab,Weektab,andMonthtab. ShowReference:CompanyNamedisplaystheactivityreferenceinformationbeforethecompanyname informationinthecalendarentryontheDaytab,Weektab,andMonthtab. ShowresultsofanxBaseexpressionalllowsuserstospecifytextappearingforeachactivityinthecalendaronthe Daytab,Weektab,andMonthtab.Typetheexpressioninthetextbox.Forexample,todisplayanentrylistingthe contactscitythenreferenceinformation,typethisexpression:
Trim(Contact1->City)+ ":"

5. SelectShowActivityCodetodisplaythethreecharacteractivitycodeasthefirstpartofthecalendarentryontheDay tab,Weektab,andMonthtab. Theactivitycodeappearsfirst,ifavailable,whenselectedwithanyotherformatoption;thatis,withContact'sName: Reference,Reference:Contact'sName,andxBaseexpression.

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To Configure the Calendar Options Publishing Settings


1. OpentheToolsmenuandselectOptions. 2. OntheCalendartab,clickMoreOptions. 3. AttheCalendarOptionsdialogbox,selectthePublishingtab. Formoreinformation,seeCalendarOptionsDialogBox,PublishingTabonpage110.

To Configure the Calendar Options Free/Busy Settings


1. OpentheToolsmenuandselectOptions. 2. OntheCalendartab,clickMoreOptions. 3. Settheoptionsasdesired. Formoreinformation,seeCalendarOptionsDialogBox,Free/BusyTabonpage110.

Setting Options for the Schedule Tab


UsetheScheduletabtosetparametersforschedulingandworkingwactivities. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectSchedule. 3. ToconfiguretheSchedule,selectfromthefollowing: Checkfortimingconflictswhileschedulingnotifiesyouofaschedulingconflict. Prompttoscheduleafollowupactivitywhencompletinganactivityisanoptionalandbestpracticesworkflow. WhenanactivityiscompletedinGoldMine,thereisaScheduleafollowupcheckboxatthebottomofthedialog. Ifyouselectthisoption,itpromptsyoutoscheduleafollowupactivitywithacontact,allowingyoutonotlose trackofthecontactandkeepincontactwiththem. Carryovercompletionnoteswhenschedulingfollowupcalls.Thenotesarecarriedoverfromthecompleted activitytothefollowupactivity. Selectingthisoptionmeansthenotesfromacompletedcallareavailableinthescheduledfollowupcall.This allowsforconsistencywhenworkingwiththecustomerbyprovidinginformationaboutpreviousconversations.
StarttimerwhencompletingactivitieshelpsmanagersreviewteammemberactivitiesinStatisticalAnalysis.Ifnot

activated,numbersdonotappearinanalysisfeatures.Usersdonotneedtoknowthisisturnedon.
ShowthedetailssectionintheActivityListingwindowdisplaystwodetailpanesintheActivityListthatinclude

thecontact,company,createon,aswellasnotesandrelatedinformationfortheactivity. SynctheContactwindowwiththeActivityListingwindowdisplaysthecontactrecordfortheselectedactivityin theActivityListingwindow.

NOTE:ForAdministrators:Youmightwanttodisablethepromptforthefollowingoptionstopreventuser
error.ForExample:ifanactivityisscheduledformultiplecontacts,andthenoneiscompletedbutthewrong promptisselected,theactivitywillbemarkedascompletedforallcontacts.
Showpromptwhencompletinganactivitywithotherassociateddisplaysadialogboxaskingwhetheryouwantto

completeasingleinstanceormultipleinstancesatonetime.Ifyouchoosenottoshowtheprompt,GoldMinewill applytoasingleinstancewithoutasking. Showpromptwheneditinganactivitywithotherassociateddisplaysadialogboxaskingwhetheryouwanttoedit asingleinstanceormultipleinstancesatonetime.Ifyouchoosenottoshowtheprompt,GoldMinewillapplytoa singleinstancewithoutasking. Showpromptwhendeletinganactivitywithotherassociateddisplaysadialogboxaskingwhetheryouwantto deleteasingleinstanceormultipleinstancesatonetime.Ifyouchoosenottoshowtheprompt,GoldMinewill applytoasingleinstancewithoutasking. 4. ClickOKtosavethesettingsandclosethedialogbox.

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Setting Options for the Alarms Tab


UsetheAlarmstabtoselecthowGoldMinenotifiesyouofanappointment. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectAlarms. 3. Selectoneofthefollowing: Disablealarms.Turnsalarmsoffanddisablestheremainingalarmoptions. Popupalarms.Analarmwindowpopsuponyourscreen. Taskbarnotification.ThenotificationalarmdisplaysontheWindowstaskbarandanalarmiconappearsinthe systemtray. 4. AfteryouselectPopupalarmsorTaskbarnotification,selecttheAlarmsdefaultleadtime.xminutestospecifythe numberofminutesbeforeaneventthealarmpopsup. 5. SettheScanforalarmsevery.xsecondstospecifyhowoftenGoldMinescansforalarms. 6. SettheTaskbarnotificationreminder.xminutes. Thisoptiondeterminesthenumberofminutesbeforeaneventthetaskbarnoticeappears.GoldMinealsoplaysan alarmsoundifspecified. 7. SetthenumberofminutesontheWhenIignorealarms,snoozetheignoredalarmfor.xminutesoption. 8. SelectPagemewiththealarmwhennotacknowledgedwithinxminutesandsetthetime.Thisonlyworksifyou configuredthePagertabnotifyyouifanalarmisnotacknowledged. 9. SelectPlayalarmsoundfileandbrowsetothesoundfiletoplayasanalarmsignal. 10. SelectPlaceGoldAlarmicononmydesktoptoplaceashortcuttotheGoldAlarm.exeonthedesktopandplacethe iconinthesystemtraywhenGoldAlarmisrunninginthebackground.

NOTE:GoldAlarmnotifiesyouaboutalarmsevenwhenGoldMineisnotrunning.
11. SelectRunGoldAlarmwhenWindowsstartstoautomaticallyruntheGoldAlarm.exewhenWindowsstarts. 12. ClickOKtosavethesettingsandclosethedialogbox.

Setting Options for the Lookup Tab


TheoptionsontheLookuptabonthe<User>Optionsdialogboxallowyoutoconfigurethedisplayattributesand functionalityoftheContactSearchCenter. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectLookup. 3. Selectfromthefollowingoptions: ShowSQLqueryeditorintheSearchCentertodisplaytheQueryEditorontheContactSearchCenterpage(see ContactSearchCenterQueryEditoronpage195). SynctheContactwindowwiththeSearchCenterwindowtodisplaytheselectedrecordintheContactSearch Centerastheactiverecordintheworkarea. 4. TypeorselecttheLookupalignmentdelaywhiletyping(1/10sec). ThisspecifiesthedelayintenthsofasecondbetweenwhenyoutypeanentryintheFindValuefieldoftheContact SearchandwhentheContactSearchCenterwindowdisplaysarecordthatmatchestheentry. 5. IntheDefaultLookupbyarea,selectanoption:Contact,Company,orRememberLookupby. ThisoptionbecomestheContactSearchCenterwindowdefaultwhenselectedonthetoolbarorthemenu.

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6. IntheOncearecordisselectedfromtheSearchCenterarea,selectoneofthefollowing: MovetheSearchCenterwindowtothebackbringstheContactRecordtothefrontandplacestheContactSearch Centerbehindthecontactrecord. ClosetheSearchCenterwindowclosestheContactSearchCenter. MinimizetheSearchCenterwindowminimizestheContactSearchCenter. 7. ClicktheMoreOptionsbuttontoviewtheSelectCSCfieldsoptions. Thisopensadialogwhichliststhefieldsavailableonthesystem.Acheckboxbyeachfieldallowstheusertocontrol whichfieldsaredisplayedintheSearchbylist(see"SearchingforContactRecords"intheUserGuideorOnlineHelp). 8. CheckthefieldsthatyouwanttobeavailableintheSearchbydropdownlistforthecurrentuser. 9. ClickOKtosavethesettingsandclosethedialogbox.

Setting Options for the Telephony Tab


ConfigurespecialmodemanddialingsettingstousewithGoldMine'sautodialerfeature.

NOTE:YoumusthaveaTAPImodemlocallyinstalledandworkingonyourcomputerbeforeyoucan
successfullyconfigurethemodemsettings. UsethefollowingproceduretosetupoptionsontheTelephonytab. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectTelephony. 3. IntheModemSettingsarea,configurethesesettings: TAPILine.SelecttheTAPIsettingsinthedropdownlistthatmatchyourcomputer'sPhoneDialerTAPIsettings. DialingProperties.DisplaysthePhoneAndModemOptionsdialogbox. LineProperties.DisplaysthemodemConnectionOptionsdialogbox.

NOTE:ConsultyourWindowsandmodemdocumentationforconfigurationdetails.
4. IntheDialNumberFormattingarea,configure: LetTAPIformatphonenumbers.AllowsTAPItoaddnumbersrequiredfordialingaphonenumbersuchas internationalaccessandcountrycodes. Dialnumbersasentered.DialsthenumbersastheyareformattedinGoldMine. LocalAreaCode.Theareacodeyouaredialingfrom. DialPrefix.Anumbersequenceaccessingaspeciallineorservice. DialSuffix.Anumbersequenceafterthetelephonenumbertoaccessaspeciallineorservice. Hangupafter:xsec.SpecifiesthenumberofsecondsbeforeGoldMinetriestoreconnect. 5. IntheSoftPhonearea,enterthelocalextensionnumberandsetSoftPhoneasthedefault. AccessandeditSoftPhoneadvancedsettingsbyclickingtheAdvancedbutton. 6. ClickOKtosavethesettingsandclosethedialogbox.

Setting Options for the Pager Tab


EnterinformationaboutyourpagertoreceivemessagesfromotherGoldMineusersandalarmssetupinGoldMine. TosendapagermessagetoGoldMineusers,selectActions>SendPagerMessage.SelecttheGoldMineuserorusergroup inthedropdownlist. UsethefollowingproceduretosetupoptionsontheTelephonytab. 1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectPager. 3. TypethePagerID(PIN). Thisistheidentificationcodeidentifyingyourpager.Ifnecessary,contactyourserviceproviderforthisinformation.

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4. Selectoneofthefollowing: PagebysendinganInternetEmailtoaddress.TypeyourInternetemailaddress.Selectthisoptiontoreceivea pagermessagebyemailinsteadofreceivingacalltothepagerstelephonenumber. Pagebydialingaterminalphonenumber.GoldMinesendsamessagetothepagerstelephonenumberwhenyou provide: TerminalNumber.Telephonenumbertothepager.Includeprefixorsuffixsequencesrequiredtoaccessaspecial lineorservice.Forexample,dialing9beforethetelephonenumbertoaccessanoutgoingline. Terminalsmaximumcharacterlength.Greatestnumberofcharactersthepagercanaccept.Mostpagerscan accept80100characters.

Setting Options for the Speller Tab


UsetheEmailCentertocheckthespellinginthemessage,improveprofessionalpresentation,andcustomizethespell checker. OpentheUserOptions>Spellertabdialogboxforbasiccustomization. However,youcancustomizethespellerasyouwork,addingwordsandcreatingindividualorcompanydictionaries.For moreinformation,seeCreatingDictionariesonpage38.

To Spell Check an E-mail Message


1. Aftercreatingyouremail,clicktheCheckSpellingbuttonontheEmailCentertoolbar. TheCheckSpellingdialogboxopens.ThequestionablewordappearsintheNotinDictionarytextbox.Suggestions arelistedintheSuggestionslist.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.

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Creating Dictionaries
UsetheGoldMinespellcheckertoconfigureandcustomizethedictionaryforeachuser.Addwords,importfiles,and changetheactiononindividualwords. 1. SelectTools>Options,andselecttheSpellertab. 2. ClickSetupDictionaries. 3. TheDictionariesdialogboxopens.

4. Selectfromthefollowingoptionsasneeded. TheWordstextboxletsyouaddawordoreditthehighlightedwordfromthetextbox.Thetextboxlistingdisplaysthe wordsintheFiles.tlxfile.


Toaddaword,typethewordandthenclickAddWord. Toeditaword,highlighttheword,typethecorrectionandclickAddWord. Totypecasevariationsonaword,attheOtherwordtextboxtypeinthewordandthenclickAddWord.

5. ClickDeleteWordtoremovethewordfromthedictionaryfile. 6. ClickImporttoimportthewordsina.txtfiletothecurrentFiles.tlxfile.

NOTE:Whenfileswithmultiplewordphrasesareimported,eachwordaddsindividuallyratherthanasa
phrase. 7. ClickExporttoexportthewordsinthecurrentFiles.tlx filetoa.txtfile. 8. AttheActiondropdownlist,selectanactiontoapplytoindividualwords: Autochange(usecaseofcheckedword) Conditionallychange(usecaseofotherword) Conditionallychange(usecaseofcheckedword) Ignore(skip) Exclude(treatasmisspelled) 9. Toapplyanactiontoaword: HighlightthewordintheWordstextboxlisting. SelecttheactionfromtheActiondropdownlist. ClickAddWord.Theactionyouselectedappliestothatword. 10. TheFilesdropdownlistdisplaysavailablecustom.tlxdictionaries.

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11. ClickAddFiletobrowsetoother.tlxfiles.

NOTE:The.tlxfilesstoreinuserfoldersinthe\SpellerfolderofthemainGoldMinedirectory.
12. Tocreateanewdictionary: ClickNewFile. A.tlxfileiscreated,andtheNewDictionarydialogboxopens.
TypethenewFileName.SelecttheLanguagefromthedropdownlistandclickOK.

13. ClickRemoveFiletodeletethecurrent.tlxfile. 14. ClickClosetosavethesettings.

Setting Options for the Login Tab


UsetheLogintabtosetdefaultdatabasesandlogininformation.ThistabisavailableonlytouserswithMasterRights. WARNING:ThesesettingsrewritetheGM.inifileandareglobal.Notethatthechangesyoumake affectallusers 1. NavigatetoTools>Options. TheOptionsdialogboxopens. 2. ClickontheLogintab. 3. AttheGoldMinehomedirectoryfield,browsetotheGoldMinedirectorylocation.forwhichyouwanttosetthe default. Ifyouareworkingonanetwork,thisshouldbethedrivemappedtothemainGoldMinedirectory,forexample, G:\Apps\GoldMine. 4. AttheGoldMinedatabase,selectthealiasforwhichyouwanttosetthedefaultfromthedropdownlist(forexample, GoldMine9.0). 5. AttheDefaultcontactdatabase,selectthealiasforthedatabaseforwhichyouwanttosetthedefaultinthedrop downlist(forexample,MSSQL:GoldMine:dbo). 6. ClickontheDefaultloginusercheckboxtowritetothelocalgm.inifile. Thisisfineforsingleuserinstallationsbutnotfornetworkinstallations.Fornetworkinstallations,eachworkstation generallyhasadifferentuserwiththeirownlogin.

To Modifying the GoldMine Login


Onsomeoperatingsystems,especiallyNTbasedoperatingsystems,theDefaultloginuserisnotrespectedandthe GoldMinelogindefaultstothenetworkloginname. 1. OnanetworkworkstationwhereyoulogintoGoldMinewithalogindifferingfromyournetworklogin,createa GoldMineshortcutonthedesktop. 2. RightclicktheshortcutandselectProperties>Shortcut. 3. IntheTargettextbox,type/u:username(whereusernameisyourGoldMinelogin). Anexampleofafullpathis:\GoldMine\gmw.exe/u:username. ThispopulatestheGoldMineloginwithyourcorrectGoldMineloginname. 4. TheTimeClockdropdownlistcontainsthreeoptionsformonitoringtheloginactivityoftheuser.Theinformation displaysontheTimeClocktabineachUserPropertiesdialogbox.Selectfromthefollowing: DisableTimeClock.Turnsofftheloginandtimetracking. Trackdailytotals.MonitorsthetotalnumberoftimesauserlogsintoGoldMineanddisplaysthecumulativeamountof timetheuserisloggedinperday.ThesestatisticsappearintheTimeClocktaboftheUserPropertiesdialogbox. Trackeachlogin.MonitorstheamountoftimeauserisloggedintoGoldMineforeachloginsession.Thesestatistics appearintheTimeClocktabofthe[Username]Propertiesdialogbox.

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5. ClickontheBypassloginbannercheckboxtoskiptheloginbannerifthereisnopasswordfortheuser. 6. ClickontheOpenfilesexclusivelycheckboxtoallowonlythecurrentlyloggedinusertoopenGoldMine.

NOTE:OpenfilesexclusivelyisusefulforGoldMineadministratorsworkinginthedatabasewhoneedto
keepotherusersout.Whenyouarefinishedusingthefilesexclusively,removethisoptionsootheruserscan login.Whenselected,thisoptionwritesthelineExclusive=1inthe[GoldMine]sectionoftheGM.inifileand lockstheFlags.bintable.DonotenablethisfeatureifplanningtousetheGoldMineBackupWizard. 7. ClickOKtosavethesettingsandclosethedialogbox.

Setting Preferences for the Speller Tab


UsetheSpellertabtoselectsettingsforthespellcheckingoptions.UsespellcheckinginGoldMinewindowsofferingtext editingsuchasemailmessagesandtheInfoCenter. 1. SelectTools>Options.TheUser'sPreferencesdialogboxappears. 2. SelectSpeller. 3. IntheSpellingOptionsarea,selecttheseoptions: Ignorecapitalizedwords:Ignorespropernames. Ignoreallcapswords:Ignoresacronymsandinitialisms. Ignorewordswithnumbers:Ignoreswordswithnumericcharactersinthem. Ignorewordswithmixedcase:IgnoresspecializedwordssuchasGoldMine. Ignoredomainname:IgnoresWebandInternetaddresses. Reportdoubledwords:Notifieswhenthesamewordappearstwice. Casesensitive:Spellcheckerevaluatesawordbeginningwithacapitalletterasdifferentfromthesamewordthat doesnotbeginwithacapitalletter. Phoneticsuggestions:Offersphoneticsuggestionsthatsoundlikethetargetedword. Typographicalsuggestions:Offerswordswithasimilarletterorganizationtothetargetedword. Suggestsplitwords:Suggeststwowordsforcompoundwordsthatdonotappearinthedictionary. Autocorrect:Whenenabled,wordsmarkedwith"AutoChange"actionsareautomaticallychangedtotheir specifiedreplacements.Whendisabled,youarepromptedbeforethewordsarechanged. 4. IntheSuggestionsarea,selectone: Fastbutlessaccurate:EvaluatesyourunrecognizedwordbasedonyourSpellingOptionsandquicklygeneratesa broadlybasedsuggestionlist. Moderatelyfastandaccurate:EvaluatesyourunrecognizedwordbasedonyourSpellingOptionsandgeneratesa fastandaccuratesuggestionlist. Slowbutaccurate:EvaluatesyourunrecognizedwordbasedonyourSpellingOptionsandgeneratesacarefully constructedsuggestionlist. 5. IntheDictionariesarea,selectyourMainDictionarylanguageinthedropdownlist.Thereare18dictionariestoselect from. 6. ClickSetupDictionariestolaunchtheDictionariesdialogboxwhereyoucreateandcustomize.tlxdictionaryfiles(see CreatingDictionariesonpage38). 7. ClickOKtosavethesettingsandclosethedialogbox.

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Setting Options for the System Tab


ClicktheSystemtabontheOptionsdialogboxtodefineyourGoldMinesystemsettings. 1. NavigatetoTools>Options. TheOptionsdialogboxopens. 2. SelecttheSystemtab.

3. IntheNavigationarea,selectthecheckboxnexttothefollowingoptionsasneeded: UseclassicGoldMinemenu.SelectthisoptiontodisplaytheGoldMineCorporateEditiondefaultmainmenurather thanthecurrentmenuconfiguration. Showstatusbar.SelectthisoptiontousethestatusbarinGoldMineCorporateEdition. Recentitemshown.Inthedropdownbox,selectthenumberofrecentitemsyouwanttodisplay. 4. IntheClassictoolbararea,clickShowbuttontexttoshowtheClassicGoldMinetoolbarbuttons. 5. IntheActivitytabsarea,selectShowactivitycodeinhistorytabstoshowtheactivitycodeintheHistorytab. 6. IntheDateandTimearea,selectthecheckboxnexttothefollowingoptionsasneeded: Showtimein24hourformat.Selectthisoptiontodisplaytimeina24hourformatonthestatusbarandthetime fieldsofwindows.Forexample,9:00P.M.appearsas21:00inthe24hourtimeformat. SetEPOCH.SelectthisoptiontodeterminehowGoldMineinterpretsdateswhennocenturyisindicated,thatis,a dateentrycontainingonlythelasttwodigitsoftheyear.Toscrollthroughvaluesbyfiveyearincrements,clickthe upanddownarrowsnexttothefield.Forexample,ifyousetthevalueto80,GoldMinewillinterprettheentry03/ 10/80asMarch10,1980andtheentry10/01/70asOctober1,2070. 7. IntheHelparea,selectthecheckboxnexttoShowtipsatstartuptodisplaytheUserTipswhenyoulaunchGoldMine. DonotselectthischeckboxifyoudonotwanttoseetheUserTips.

NOTE:Forbestresults,assignthesameusernameinbothGoldMineandMSOutlook.
8. AttheMSOutlookusernameifnotthesameastheGoldMineusertextbox,typetheMicrosoftOutlookusernameif theOutlookusernameisdifferentthantheGoldMineusername. 9. Aftermakingallofyourselections,clickOK.

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Setting Options for the E-mail Tab


TosendandretrieveemailthroughGoldMine,configureemailoptionsontheEmailtab.

NOTE:YoucannoteditEmailOptionswhiletheEmailCenterwindowisactiveonthescreen.
1. SelectTools>Options. 2. AttheUser'sOptionsdialogbox,selectEmail. 3. IntheGettingMailarea,completethefields: Server.
SelecteitherthePOP3ortheIMAPprotocolradiobutton. TypeyouremailservernameorIPaddress.ItcanbeyourlocalExchangeserverorthePOP3orIMAPserver

foryourISP.

NOTE:POP3andIMAParetwotypesofprotocolsforreceivingemail.Theyarenotcompatiblewitheach
other,andusedifferentportnumbersontheserverside.ContactyournetworkadministratororISPifyou areunsureofwhichprotocoltouse.
Username.TypeyourloginfortheExchangeserverorISPemailaccount. Password.TypeyourpasswordontheExchangeserveroryourISPemailaccount. Useencryptedconnection(SSL).Selectthischeckboxtouseasecureconnection.Thisensurestheprivacyofthe

connectionbetweenyouraccountandtheserver.EnablingSSLdoesnotverifytheidentityofyouraccountorthe emailserver,butdoespreventathirdpartyfromlisteningorrecordingmessagessentbetweenthem.

NOTE:SelectOverSSLchangesportnumbersontheserverside.Serversusuallyhavededicatedportsfor
secureconnections. 4. SelectUseGoldMineasExplorersemailclientsoMicrosoftInternetExplorer(IE)recognizesGoldMineasyour Internetemailapplication. 5. IntheSendingMailarea,completethefields: SMTPserver.TypeyouremailservernameorIPaddress.ItcanbeyourlocalExchangeserverortheSMTPserver foryourISP. Yourreturnaddress.TypeyourcompleteemailaddressontheExchangeserveroryourISP. Useencryptedconnection(SSL).Thesameprotocolusedforretrievingemailsecurely.Choosingthisoptionwill alsocauseaswitchtoadedicatedsecureconnectionportnumberontheSMTPserver. 6. IntheNetworkconnectionarea,select: UserDialupnetworking.DialsyourInternetproviderautomaticallywhenyousendandretrieveInternetemail.If yousubscribetomorethanoneInternetprovider,selecttheprovideryouwantGoldMinetodialbyselectingthe Internetaccountinthedropdownlistnexttothefieldthatappearsbelowthisoption. Hangupwhendone.TerminatesthetelephoneconnectionafterfinishingsendingandretrievingInternetemail. 7. ClickMoreOptionstoconfigureemailsettingsinmoredetail: Composing(seeToSetEmailOptionsontheComposingTabonpage43) Retrieval(seeToSetEmailOptionsontheRetrievalTabonpage44) Accounts(seeToSetEmailOptionsontheAccountsTabonpage45) Security(seeToSetEmailOptionsontheSecurityTabonpage45)) EmailCenter(seeToSetEmailOptionsontheEmailCenterTabonpage47) Advanced(seeToSetEmailOptionsontheAdvancedTabonpage47) 8. TheAccountsbuttontakesyoudirectlytotheAccountstabthatisalsoavailablethroughMoreOptions.

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To Set E-mail Options on the Composing Tab


DefinesettingsforGoldMinetoapplywhenwritinganInternetemail. 1. 2. 3. 4. 5. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEmailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheComposingtab. IntheGeneralarea,select: ShowpublicEmailtemplates.ThedropdownlistintheemailSubjectlinelistsallemailtemplatessavedto (public)intheEmailTemplatesdialogbox. AttachVCardtooutgoingEmail.AttachesyourVCard(.VCFfile)toeachemailmessage.AVCardcontains informationsimilartoacontactrecord.IfthereceivingsystemhasVCardcapabilities,thesystemwilldecipherthe .VCFfiletoimportthisinformation. Usesignaturefile.Attachesasignaturefile(atextfilecontaininginformationaboutyou,yourorganization, telephonenumberquotations,andsoon)tomessagesforthesingleaccountorforthedefaultaccountif additionalInternetaccountsweredefinedintheAccountstab.Thisentryoverridesanentryforthedefaultaccount madeintheAccountstab;however,theentryhasnoeffectonotheraccounts.Typeorbrowsetothesignaturefile inthefieldbelowtheoptionlabel.

NOTE:WhencomposingHTMLmessagesandusingasignaturefile,youmustaddthebreaktag<BR> intothesignaturefilewhereveryouwantalinebreak.
Whenforcinglinewrap,wrapatcolumnx.SpecifieshowmanycharactersGoldMineincludesbeforethetext

wrapstothenextline. SendattachmentsaslinksforGMusers.ProvidesthelinktoeachattachedfileforGoldMineusersinsteadof sendingthefilestoeachrecipient.Thisisaspacesaverforusersonthesamesharednetwork. 6. IntheRepliesarea,select: Completeoriginalmessage.PlacestheoriginalmessageintheHistorytabwhenyoureplyorforwardamessage.If youdonotwanttodesignatetheoriginalmessageasacompletedactivitywhenyourespond,clearthecheckbox. Uselinequotestylewithprefix.SpecifiesthecharactersGoldMineusestoidentifylinesquotedfromtheoriginal messagewhenyoucopythoselinesintoyourreply.Bydefault,GoldMineuses>>. Quoteentiremessagebydefault.GoldMinecopiestheentiretextoftheoriginalmessageinyourreply,usingthe charactersenteredinUselinequotestylewithprefix. Wrapquotedlinesinrepliesatcolumnx:.SpecifiesthenumberofcharactersGoldMineusesbeforewrappingto thenextlineofquotedtext.Youcanusethisoptiontocreateanindentedblockfortextquotedfromtheoriginal message. 7. IntheMisc.area,select: Use8bitencoding.Converts7bitencodinginto8bitencoding.UsefulforinternationalGoldMineusers. AlwayssendaBcctomyself.Sendsablindcourtesycopy(bcc)ofeachoutgoingmessagetoyouremailaccount. UseusersuppliedVCard.EnsurestheVCardattachedtoyouroutgoingemailincludesupdates. EncodeEmailusingcharacterset.Toencodeyourmessageswithaspecialcharacterset,typethecharactersetin thefield.Forexample,tousetheWesternEuropeancharactercode,typeiso88591.Ifleftblank,GoldMineuses thelocaldefaultcharactersetforencoding. 8. IntheDefaulttemplatesarea,selectPublicoryouruserdefinedtemplatesinthedropdownlists: FornewoutgoingEmailmessages Forreplies Forforwardedmessages

NOTE:Templatesmustbecreatedbeforetheyareavailableinthedropdownlists.
9. ClickOKtosavethesettingsandclosethewindow,orclickthenextInternetOptionstabtoconfigure.

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To Set E-mail Options on the Retrieval Tab


SpecifyavarietyofInternetemailretrievaloptionstodefineattachmentlocations,scanintervals,andthecriteria GoldMineusestoselectmessagesforretrieval. 1. 2. 3. 4. 5. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEmailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheRetrievaltab. IntheRetrievalOptionsarea,select: OpenReadEmaildialogonretrieval.Aftertheemailisretrieved,GoldMineopensanddisplaysthefirst retrievedmessage. Usedatefrommailheader.Setsthedateofincomingmailtothedatesentasindicatedintheheaderinformation ofthemessageandpostsemailintruechronologicalorderonyourcalendar. Ifyoudonotretrieveemailfrequently,youmightwanttoclearthecheckboxcorrespondingtothisoption.
ScanmailforUUEncodeddata.GoldMinescanstheInternetmailserverforanyemailmessagesthatcontain

UUEncodedattachments.SelectingthisoptiondoesnotaffecttheretrievalofMIMEencodedfiles. PromptifEmailaddressisnotonfile.GoldMinedisplaystheAttachEmailtoContactdialogboxuponretrieving anunlinkedemailmessage.Optionsareavailableforlinkingthemessage. Previewxlinesofthemessage.SpecifiesthenumberoflinesoftextGoldMinedisplaysinthelowerpaneoftheE mailCenter.Bydefault,GoldMinedisplays15lines. DonotretrieveVCardattachments.Ifyouselectthisoption,GoldMinewillnotretrieveVCardswithincominge mail. Markincomingmessagesasprivate.Limitstheinformationavailabletootherusersaboutyourincomingmessages andpreventsunauthorizedusersfromreadingthetext. Example:OnthePendingtab,receivedmessagesaremarked(Private);Masteruserscanreadthemessages,but otheruserscannot. 6. IntheBackgroundEmailRetrievalarea,select: Retrievemaileveryxminutes.GoldMineconnectswithyourPOP3mailservertocheckfornewmailattheinterval youspecified.Forexample,toretrievewaitingInternetemailevery2hours,type120inthisfield.Thedefault valueof15setsGoldMinetoscanforandretrievewaitingemailevery15minutes.IfyoudonotselectAuto retrieveontheAccountstabbutselectRetrievemaileveryxminutesandSendqueuedmessages,GoldMinesends queuedmailonly. ThefollowingoptionsareavailableonlyifyouselectRetrievemailautomaticallyeveryxminutes.
Skipreadmail(recommended).Bypassesdisplayingemailmessagesyoualreadyread. SkipmaillargerthanxKB.GoldMineretrievesonlyInternetemailmessagesthatareequaltoorsmallerthan

thekilobyte(KB)valueinthisfield.
Skipmessagesfromcontactsnotonfile.GoldMineretrievesonlyemailfromthosecontactswhohave

Internetemailaddressesintheirdetailrecords.
Sendqueuedmessages.GoldMinesendsallqueuedmessageswhenautomaticallyretrievingmail.

7. TypeorbrowsetothelocationoftheAttachmentsdirectory.Thisisthedestinationfolderforretrievedemail attachments.

NOTE:Thesedirectoriesshouldbesharedsootheruserscanaccesstheattachments.
8. SelectSaveattachmentsaslinkeddocumentstolinkfilesattachedtoincomingemailtothesenderscontactrecords. Topreventlinkingattachmentstoyourcontacts,clearthisoption. 9. ClickOKtosavethesettingsandclosethewindow,orclicktheInternetOptionstabtoconfigure.

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To Set E-mail Options on the Accounts Tab


AddandeditadditionalInternetaccountsforsendingemailfromGoldMine.Establishanonstandardauthentication protocolforyourprimaryaccount. 1. 2. 3. 4. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEmailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheAccounts tab. Theaccountsarelistedinthefield. 5. Toaddanaccount,clickNew. 6. AttheEmailAccountPropertiesdialogbox,definepropertiesforanInternetemailaccount. Ausercanloginandretrievemailforupto256separateaccounts. 7. Toeditanexistingaccount,selecttheaccountandclickEdit. AttheEmailAccountPropertiesdialogbox,makechangestotheInternetemailaccount. 8. ToremoveanInternetaccount,selecttheaccountandclickDelete.

WARNING:Noconfirmationpromptappearstoverifythedeletion.

9. Withmultipleaccounts,setoneaccountasyourprimaryaccountbyhighlightingitandclickingSetasDefault. Thedefaultaccountisindicatedbyagreenballordotintheaccountsdisplaybox. 10. SelectShowonlythedefaultaccountintheEmailCenterifyouhavemultipleaccountsbutonlywantthedefault accounttodisplayintheEmailCenter. TheaccountssettodisplayintheEmailCenterareindicatedbyeyeglassestotheleftoftheaccountnameinthe Accountsdisplaybox.

NOTE:Bydefault,GoldMineshowsallaccountsintheEmailCenterlettingyoucheckInternetaccounts
fromonelocationinGoldMine. 11. ChangetheorderoftheaccountsdisplayedintheEmailCenter. ClickMoveUptomovethehighlightedaccountuponeline.ClickMoveDowntomovethehighlightedaccountdown oneline. 12. ClickOKtosavethesettingsandclosethewindow,orclickthenextInternetOptionstabtoconfigure.

To Set E-mail Options on the Security Tab


IfyouhaveadigitalID(digitalcertificate)toverifyyoursignatureandreceiveencryptedemailmessages,GoldMinelets youconfigureyourInternetOptionstoincludetheinformationwhensendingamessage.

TIP:ForinformationaboutWindowsCertificates,seeImportWindowsCertificatestoDecryptEmailsonpage46.
1. 2. 3. 4. 5. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEMailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheSecuritytab. ClickDigitalID(s)toconfigureyourIDs. TheManageDigitalIDsdialogboxopens.

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6. IntheSignatureSettingsarea,youcanselectoneoption: SignALLoutgoingEmailwithaDigitalID,bydefault.SendsallyouremailmessageswithyourdigitalID.Ifyoudo notselectthisoption,youcanstillencryptindividualmessagesbyselectingEncryptMessagesontheEditEmail toolbar.Themessageissentwithasignaturebutisnotencoded(clear),allowingrecipientswhocannotsupportS/ MIMEtoreadthemessage. EncodeanyoutgoingEmailsignedwithaDigitalID(RecipientsrequiredtohaveS/MIMEtoread'opaque' messages).SendsoutgoingemailmessagessignedwithyourdigitalIDasS/MIMEencoded(opaque).Olderemail clientsthatdonotsupportS/MIMEcannotreadthebodyofthistypeofemailmessage. 7. Toencryptalloutgoingmessagesbydefault,selectEncryptALLoutgoingEmail,bydefault(Recipients'Certificatesare requiredinadvance). SelectingthisoptionsetstheencryptiontodigitalIDsonoutgoingmessages.Withthisoptionselected,youcanstill selectDonotEncryptontheencryptionmenuontheEditEmailtoolbar. 8. IntheOtherSettingsarea,select: Importnew/updatedcertificatesforALLincomingsignedEmails,bydefault.AutomaticallyimportsthedigitalID onallsignedincomingmessagesintothecontact'sRecordProperties>ContactDetails>DigitalIDstab. SaveALLincomingS/MIMEemailsas'clear'messages.SavesallS/MIMEencoded(opaque)messagesandall encryptedmessagesasclear,ornotencoded.Ascleartextmessages,allGoldMineuserswithaccesstotheemail recordcanreadthemessages.Ifthisoptionisnotselected,themessagesaresavedastheywerereceived. WheneverGoldMineuserswanttoreadtheemailmessage,theymustenterthepasswordfortheprivatekeyof theGoldMinerecipient.

NOTE:Ifyoudonotselectthissetting,encryptedmessagesfromcontactsareunreadablebyotheruserson theHistoryandPendingtabs.Carefullyconsidertheconsequencesbeforeclearingthisoption.
9. ClickanothertaborclickOKtosaveandclosethedialogbox.

Import Windows Certificates to Decrypt E-mails


CertificatesfromWindowscanbeimportedintoGoldMineusingthefollowingactionsprocedure. 1. 2. 3. 4. 5. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEMailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheSecuritytab. ClickDigitalID(s)toconfigureyourIDs. TheManageDigitalIDsdialogboxopens. 6. ClicktheTrustedCertificateAuthoritiestab. 7. ClicktheImportbutton. 8. SelecttheImportfromyourWindowssystemcertificatestoresoption.

NOTE:ExpiredcertificatesfromWindowsarenotimportedintoGoldMineandmatchingcertificates
betweenWindowsandGoldMineareskippedduringimport. 9. ClickOK.

NOTE:SomeofthecertificatesthatareimportedintoGoldMinearenotavailableasTrustedRoot
CertificationAuthoritiesorIntermediateCertificationAuthoritiesinWindows.

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To Set E-mail Options on the E-mail Center Tab


ConfiguretheEmailCenterusingtheEmailCentertaboftheInternetOptionsdialogbox. 1. 2. 3. 4. 5. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEmailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheEmailCentertab. IntheGeneralSettingsarea,select: ShowbothEmailAddressandAccountName(ifavailable)forOnlineaccounts.Selecttolisttheaccountsinthe EmailCenterbyboththeEmailAddressandtheAccountName.IftheAccountNameisleftblank,GoldMineuses theemailaddressastheaccountname.IftheAccountNamecontainsanentryandyouclearthisoption, GoldMineliststheaccountbytheAccountNameonly. ShowOutlookFolder.DisplaystheOutlookfolderfromthelocalcomputerintheEmailCenter. IntheTrashCanSettingsarea,select: MovedeletedEmailtoTrashCan.PlacesdeletedmailintheDeletedfolderintheEmailCenter.GoldMineholds themailuntilyouselectEmptytrashcaninthelocalmenu. EmptyTrashCanwhenclosingtheEmailCenter.AutomaticallydeletesanymessagesplacedintheDeletedfolder whenyouclosetheEmailCenter. ConfirmbeforeemptyingTrashCan.DisplaysawarningpromptforconfirmationtodeletemessagesintheDeleted folder. IntheHeaderDisplayOptionsarea,selectoneoption: HideHeaders.Showsnoheaderinformationintheemailmessage. ShowSummaryHeaders.Showsrelativelyhighlevelinformationonlyintheemailmessagesuchasdate,sender, subject,recipient,andsoon.Thisoptiondoesnotshowdetailedroutinginformation. ShowALLHeaders.Showsallheaderinformationintheemailmessageincludingroutinginformationandmessage ID. IntheMailFoldersDisplayOptionsarea,selectoneoption: Longdateformat.SpellsoutthedateintheEmailCenterincludingtheday. Shortdateformat.Usesnumericformatformonth,day,year,andtransmissiontime. IntheAutofiledFolders'StorageOptionsarea,selectoneoption: OrganizeAutofiledmailinmonthyearfolders.Usesoneleveltostoreincomingmessagesbymonth,year. OrganizeAutofiledmailbyyearfoldersfirst,andbymonthsubfolderssecond.Usestwolevelstostoreincoming messagesinmonthfoldersunderseparatefoldersforeachyear. ChecktheShowmostrecentAutofiledfoldersatthetopoptiontosortthefoldersbymostrecentdate. ClickMoreAutofiledFoldersOptionstochangethedefaultmonthnamelabelsassignedtofolders.TheAutofiled Folders'MonthNamesdialogboxappears.SelectOverridethedefaultmonthnamesandtypethenewlabelnamesto assigntotheFiledfolders. 10. ClickOKtoreturntotheEmailCentertab. 11. ClickOKtosavethesettingsandclosethewindow,orclickthenextInternetOptionstabtoconfigure.

6.

7.

8.

9.

To Set E-mail Options on the Advanced Tab


DefineadvancedInternetsettingstoapplygloballytoyourEmailCenter,existingattachmentfiles,messageoperations, anddataimportedfromaWebsite. UsethefollowingproceduretosetupInternetOptionsontheAdvancedtab. 1. 2. 3. 4. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEmailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheAdvancedtab.

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5. IntheEmailCenterarea,selectfrom: EnableDeleteAllServerMail.ActivatetheDeleteallmessagesontheserverbuttonontheEmailCentertoolbar todeleteallmessagesontheInternetmailserver.Bydefault,GoldMineexcludesthisiconintheEmailCenter toolbar. Downloadoldmessagesfirst.Retrievemessagesfromthemailserverinchronologicalorder(oldesttonewest).By default,GoldMineretrievesmessagesinreversechronologicalorder(newesttooldest). Suppressfileoverwriteprompt.Donotdisplayawarningbeforeoverwritinganexistingfilewithanattachedfile havingthesamename. 6. IntheExistingattachmentdefaultactionarea,specifythedefaultmethodforhandlingafileofthesamename:

NOTE:ThisoptionwillnotworkautomaticallyunlesstheSuppressfileoverwritepromptoptionisalso
selected.
Overwriteexistingfile.Replacestheexistingfile. Chooseanewfilename.Letsyourenamethefile. Autonameassignment.Appendsanumbertothefilename.IfGoldMinecannotappendanumber(upto64),a

random,uniquenameassignstothenewfile.
Donotsavethefile.Deletestheattachedfile.

7. IntheMessagearea,selectfrom: UseHTMLwhencreatingnewEmail.GoldMinerecognizesHTMLencodinginincomingmessages,andapplies HTMLformattingtooutgoingmessages.ThisoptionaddsanHTMLeditingtoolbartotheCreateInternetEmail dialogboxlettingyouaddaformattingattributes,suchascolor,picturefileinsertion,andalignment. Autospellcheckbeforesending.ChecksthespellinginamessagewhenselectingSendintheCreateInternetE maildialogbox. Linkemailaddresstocontactrecordbydefault.Whenretrievinganemailmessagethatislinkedtoacontact record,selectingthisoptioncausestheFrom:addressinthemessagetobelinkedtothesamecontact.Tolink messagestocontactswithoutlinkingtheemailaddress,unselectthisoption. Markattachmentsforsynchingbydefault.Marksemailattachmentsaslinkeddocumentstobesynchronized, exceptforVCardsandtransfersets. Deleteattachmentswhendeletingthemail.Deletesattachmentswhenyoudeletemessages. 8. IntheWebImportarea,selectfrom: ImportdatawhenretrievingEmailCentermail.ImportsWebImportdatawhenGoldMineretrievesemail messages.TomanuallyimportWebImportdata,clearthisoption. Importdataonbackgroundemailretrieval.ImportsWebImportdatawhenGoldMineperformsbackgrounde mailretrieval. Discardmessageafterimportingdata.DeletestheWebImportmessagefromtheWebsiteafterGoldMine retrievesthemessage. 9. IntheCommunicationtimeoutfield,typethenumberofsecondsGoldMineremainsidlebeforedisconnectingfrom themailserver(defaultis60seconds). 10. ClickOKtosavethesettingsandclosethewindow,orclickonthenextInternetOptionstabto

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Updating Undocked Users


IMPORTANT:DonotallowundockeduserstosynchronizewithanupdatedGoldMinesystemuntil thatundockeduserhasupdatedtothesameversiontheupdatedsiteisusing. ToupdateundockedusersafterperformingaNetUpdateonthemainGoldMinesystem,locatethegmsetup.exefile. DependingonhowundockeduserscommunicatewiththenetworkandGoldMinesystemandontheconnectionspeed, sendthegmsetup.exefiletotheundockeduserbyputtingitonCD,postingitonanFTPsite,emailingit,orplacingitonan accessiblenetworkdrive. Includedirectionsonexecutingthegmsetup.exefileandwhatundockedusersshouldexpectaftertheupgrade.Afterthe undockedusersupdatetothesameversionofGoldMine,theycanuseNetUpdatetosyncwiththemastersite. Usethefollowingproceduretoperformanupdate. 1. ClickNetUpdateNowandfollowtheprompts. 2. Tochangetheregistrationinformation,selectUpdateRegistrationInformation. Foradditionalinformation,seeCreatingUndockedUserLicenseonpage394.

.INI Files and Macros


GoldMinecontains.inifiles(initializationfiles)thatdefineprogramanduserparameters.EachGoldMineuserhasa username.iniandusername.tbi(whichistheuserloginnamefollowedbythefileextension). ForExample:IftheusersloginisJohnS,thentheusers.inifileisjohns.ini.
Theusername.inistoresoptionsandisintheGoldMinedirectory.SeeUsername.inionpage51. Theusername.tbifilestorestheuserstaskbarsettings.SeeUsername.tbionpage58.

GM.ini Settings
GM.inifilefoundinthemainGoldMinefoldercontainsthepathstotheselocations:
[GoldMine] GoldDir=GoldMine: CommonDir=GoldMine:

SelectHelp>AboutGoldMine,andthenclicktheSystembuttontoviewthefilelocations.

Section
[GoldMine]

Command
UserNameFormat=

Values
1

Description
Orderstheusernamedisplayas FirstNameLastName(LoginName). Ifthecommandisnotadded,the defaultdisplayisLoginName (FirstNameLastName). Placesyourcustomlogoonthe GoldMineloginscreen. Changesthedelaybeforeanalert appears. Createsonlyapartialrecord (Contact1)ratherthanafullrecord (Contact1andContact2).

UserLogo= RecAlertSec= NewComplete=

<path\filename> <numberofseconds> 0

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Section

Command
GoldDir= CommonDir= SysDir= Exclusive= LastRun=

Values
<databasealias> <databasealias> <path\filename> 1 <numberofdays>

Description
DatabasealiasforbaseGoldMine database. DatabasealiasfordefaultContact database. PathtotheGoldMinesystemfiles. Locksallotherusersoutof GoldMine. Setthenumberofdaystowait beforeperforminganother AutomaticMaintenance. Displaysthescheduledactivity Notesassimpletextratherthan HTML.TodisplaytheNotesasHTML, thevalueis1. AlsoenabledinTools>Configure> SystemSettingsontheDisplaytab. Setstheglobaltimeoutforall databasequeries. Setstheglobaltimeoutforcritical operationssuchassynchronization anddatabasereindexing. Setsthelabelforanalternatephone contact.ThedefaultvalueisFax, butcanbechangedtoMobileor anyothertextlabel. Renamestabs.OnlyanAdminwith MasterrightscanrecordinDetailed view. ToaccessthisoptionopenContact RecordinDetailedview,usetheTab Selectorarrowbuttonandselect Customize.Then,highlightataband clicktheRenamebutton.

HTML_Cal_Notes=

SQLQueryTimeout= LongSQLQueryTimeout

<minutes> <minutes>

AddContactFaxLabel=

<labelname>

ROTabs

[WebImpPassw Passwordx= ord] [WebImportOv IAgree= erwrite] Fields=

<password>

RequirespasswordsonWebImport files.Xisthenumberofthe password. LetsfieldsupdatebyWebImport. SpecifythefieldsusingtheFields= setting.

IWantToAllowFields ToBeUpdatedBy WebImport

<fieldnamesseparated Specifiesthefieldsupdatedby bycommas> WebImport.

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To Configure the GM.INI File For Reporting Services


AfterinstallingMicrosoftSQLServerReportingServicesandconfiguredonthenetwork,addasectiontothegm.inifile typicallylocatedinProgram Files/GoldMine/.ThistellsGoldMinewheretheReportingServicesishosted. Usethefollowingproceduretoconfiguretheinifile 1. CloseGoldMine. 2. Openthegm.ini fileusingNotepad. 3. Type:
[ReportServer] WebServiceURL=http://localhost/ReportServer/ReportService.asmx

4. ClickSaveandcloseNotepad. 5. OpenGoldMine. 6. SelectGoTo>Reports>ReportScheduling. TheScheduledReportsdialogboxopens.

Username.ini
Thisfilecontrolsusersettingsnotsetfrominterfacemenus.GoldMinegeneratessomedefault<username>.inisettings.

NOTE:user.inisettingscanbeinsertedtogm.inibutonlyin[UserOverride:GoldMine]section.
Thedefault<username.ini>settingsappearinthefollowingtable:

Section
[Internet]

Command
ShowPreview=

Options
0Previewoff 1Previewon SizeinKB

Notes
EmailCenterPreviewsettingscanbe toggledon/off.Rightclickanobjectin thetreepaneandselectShowPreview. Increasetheamountofaemail messagepreviewedintheEmailpane

BodySizeLimitKB= [GoldMine] AutoFillAddlAddress=

1Autofillselectedby Whencreatinganadditionalcontacton default theContactstab,usetheprimary contact'saddressinformationto automaticallypopulatetheaddress fields.

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Section

Command
AutoFillEmailAddr=

Options
1Autofillselected bydefault ACDEMOQSTwhere: Aappointment CCallBack DTodo Eevent Mmessage Oother Qqueuedemail Sf.sale Tnextaction 0false 1true

Notes
Autofillsnewemailaddresseswith the@<domain.name>oftheselected primaryemailaddress Turncalendaralarmsonbydefault (separatesettingforeachactivitytype). AlsoenabledinTools>Optionsonthe AlarmstabbyclickingtheAlarmsonby Defaultbutton.

OnByDefault

FollowUp

Prompttoscheduleafollowupactivity whencompletinganactivity. AlsoenabledinTools>Optionsonthe Scheduletab.Then,checkthePrompt toscheduleafollowupactivitywhen completinganactivitybox. Displaystipsatlogin,whichcanalsobe disabledonloginpage.Alsoavailablein Tools>OptionsontheSystemtab. Then,checktheShowtipsatstartup box. Maximumnumberofrecordsshownin SQLQueryresults.IntheGlobal settingsarea,onlyanAdminwith Masterrightscanmakeedits. AlsoenabledinTools>Configure> SystemSettingsontheDisplaytab. Then,setMaximumnumberofrecords showninSQLQueryresultsvalueto anynumber. Themaximumrecordsdisplayedin ContactSearchCenter.Onlyadminwith masterrightscanedit. AdminUIonlyneedssupportas corporateoverrideingm.ini). IntheGlobalsettingsarea,onlyan AdminwithMasterrightscanmake edits. AlsoenabledinTools>Configure> SystemSettingsontheDisplaytab. Allowsemailaddressestobe duplicatedonmultiplerecords. AlsoenabledinTools>Configure> SystemSettingsontheAdvancedtab.

ShowTipOfTheDays

0false 1true

MSSQLMaxBrowseRecs numberofrecs

SearchTopRec

numberofrecs

SQLQueryLimit

numberofrecs

AllowDupEmails

0false 1true

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Addormodifycommandstatementsto<username>.initocustomize:
Accesstomacrosofanotheruser Titlebardisplay Modemanddialingsettings Configurationsformessagingactivities

GoldMineupdatesmostofthesettingsintheusername.iniwhensettingsinoptions,toolbars,andotheruserareasof GoldMinearechanged.Manuallyaddorchangethesettingsbyeditingthefilewithatexteditor. GoldMineorganizessettingsinthisformat:


[Section] Setting=x

Thesectionnamealwaysappearsinbrackets,thesettingisthespecifiedsetting,and(x)representsthevalueofthe designatedsetting.Besuretoplaceeachnewcommandinthecorrectsectionof<username>.ini.However,theorderof statementswithinasectiondoesnotaffectproperexecution. TheGoldMinesectionoptionsarelistedinthefollowingtable.

Setting
Followup= SyncActiveObj= SyncGroupObj= PubForm= ROTabs=

Option
1 1 1 1 1

Description
InstructsGoldMinetoautomaticallyselecttheSchedulea followupcheckboxwhencompletinganactivity. Syncsthecurrentcontactrecordobjectwiththe highlightedactivityintheactivitylist. Syncsthecontactrecordobjectasthecontactifagroup listingischanged. Show(public)userformsinthemergeformsmenu Letsyouchangelabelsonthetabs.Typenewlabelsinthe orderthetabsdisplayonthescreenwithcommas separatingthelabelsandnospaces.Forexample, Summary,Notes,Fields. Displaysthecontactnameintherecordobjecttitlebar. Usesthemacrosoftheuserspecified

ROTitle= MacFile=

1 2

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Changing Settings in the INI File in GoldMine


GoldMinehastheabilitytochangesomesettingsinthe.inifilesbyconfiguringtheSystemSettingsand<User>Options tabs.Formoreinformation,seeConfiguringSystemSettingsonpage56andAboutUserOptionsonpage27. Youcanchangethesettingsinthefollowingtable.

Setting
HTML_CAL_NOTES

Configure
ToViewnotesasHTML: 1. InGoldMine,opentheToolsmenuandselectConfigure>System Settings. 2. ClicktheDisplaytab. 3. IntheNotesFormatarea,selectHTML. 4. Openanycontact,clickthePendingtab,andcreateanewActivity. 5. AddaNoteintheNoteareaandverifythatyoucansetthefont color,type,size,andalignment. ToViewNotesasPlainText: 1. InGoldMine,opentheToolsmenuandselectConfigure>System Settings. 2. ClicktheDisplaytab. 3. IntheNotesFormatarea,selectPlaintext. 4. Openanycontact,clickthePendingtab,andcreateanewActivity. 5. AddaNoteintheNoteareaandverifythatyouarenotabletoset thefontcolor,type,size,andalignment. ToConfiguretheMSSQLMaxBrowseRecsSetting: 1. InGoldMine,opentheToolsmenuandselectConfigure>System Settings. 2. ClicktheDisplaytab. 3. SetMaximumrecordsshownincontactsearchcenter,activity list,contactlist,andcontactrecordtabsvaluetoanynumber(10 forexample). 4. Testtheresultby:
RunningasearchintheContactSearchCenter OpeninganyRecordsPendingtabandschedulemorethan10

HTML_CAL_NOTES

MSSQLMaxBrowseRecs

activities(10recordsdisplay)
OpeningtheActivityListandviewOpenActivities(10records

display)
OpeningContactList(10recordsdisplay)

5. Torestorethedefaultvalue,settheMaximumrecordsshownin contactsearchcenter,activitylist,contactlist,andcontactrecord tabsvalueto500. SearchTopRec

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Setting
SQLQueryLimit

Configure
ToSetMaximumNumberofRecordsShowninSQLQueryResults: 1. InGoldMine,opentheToolsmenuandselectConfigure>System Settings. 2. ClicktheDisplaytab. 3. SetMaximumnumberofrecordsshowninSQLQueryresults valuetodesirednumberandthenclickOK. ToAllowDuplicatedEmailAddresses: 1. InGoldMine,opentheToolsmenuandselectConfigure>System Settings. 2. ClicktheAdvancedtab. 3. CheckAllowemailaddressestobeduplicatedonmultiple recordscheckboxandthenclickOK. ToTurnCalendarAlarmsOnbyDefault: 1. InGoldMine,opentheToolsmenuandselectOptions. 2. ClicktheAlarmstabandthenclick the AlarmsonbyDefault
button.

AllowDupEmails

OnByDefault

3. Checkthebox(es)nexttothedesiredtypesofActivityforwhich youwanttohavealarmsandthenclickOK. 4. ClickOKagaintoclosethedialogbox. FollowUp ToSetAutomaticSchedulingofFollowUpActivitywhenCompleting anActivity: 1. InGoldMine,opentheToolsmenuandselectOptions. 2. ClicktheAlarmstab. 3. CheckPrompttoscheduleafollowupactivitywhencompleting anactivitycheckboxandthenclickOK. WhenyoucompleteascheduledActivity,aFollowUpactivitycreation windowappears. ToSwitchOntheOptionofShowingTipsatEveryStartup: 1. InGoldMine,opentheToolsmenuandselectOptions. 2. ClicktheSystemtab. 3. CheckShowTipsatstartupcheckboxandthenclickOK. ThisoptioncanbedisabledontheTipoftheDaydialogbox. ToRenameTabsforOneUser: 1. InGoldMine,openanyContactRecord. 2. Onthetabsrow,clicktabselectortab(dropdowntriangle)and selectCustomizefromthemenu. 3. HighlightthetabtoberenamedandthenclicktheRename buttontogivethetabnewname. ToRenameTabsGlobally: Torenametabsglobally,followtheprocedureabove,butselect Customizetablabelsglobally.

ShowTipOfTheDays

ROTabs

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Configuring System Settings


1. SelectTools>Configure>SystemSettings.

2. ClicktheAutoUpgradetabtosetupworkstationstoautomaticallyupgradewhenGoldMineupgrades. UNCpathandfilenameofinstaller(usuallygmsetup.exe).Browsetofindlocation. UNCpathandfilenameofconfigurationfile(usuallygm_si_ini).Browsetofindlocation. 3. ClicktheDisplaytabtosetcontactrecordresultlimitsandNotesformats. AttheLimitsarea:


SelectthemaximumnumberofrecordstodisplayintheContactSearchCenter,contactlists.Activitylistand

contactrecordtab.
SelectthemaximumnumberofMSSQLqueryresultstodisplay. AttheNotesarea,selecttheHTMLorPlaintextoption

4. ClicktheAdvancedtabtoallowemailstobeduplicatedonmultiplerecords. AttheContactspermissionsarea,clickthecheckboxtoallowemailstobeduplicatedonmultiplerecords. AttheUniversalSearcharea,clickthebuttontoinstalloruninstallUniversalSearch(seethe"AboutUniversal Search"intheUserGuideorOnlineHelp). 5. ClickthePreviewtabtoselectthefiletypestodisplay,suchasMicrosoftWordDocument(doc)orHTML(htm). Clickeachfiletypeyouwanttodisplay.Allfiletypesareselectedbydefault. Tocreateanewfiletype,clickNewandtypeinthenameofthefile. Todeleteafiletype,selectthetypeandclickDelete. 6. ClickthePasswordPolicytabtosetuppasswordpoliciesforusers(seeEnforcingUserPasswordsonpage26). EnteraMinimumpasswordlength. ChecktoBlocktheaccountafter3invalidlogonattemptstopreventunauthorizedaccess. Enterapasswordrepeatvalue.

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7. ClicktheScriptforunattendedinstallationtabto: Openthedropdownmenuandselectfromthefollowinginstallationtypes:
GMUpgradefrompreviousversions NewGMinstallationwithconnecttoexistingdatabase NewGMinstallationwithnewdatabase SelectormodifyanyofthePropertyValues. ClicktheCreatebuttontogeneratethescript.Thegeneratedscriptislocatedinthe\GoldMine\Setup\directory.

Formoreinformation,see"ToCreateanUnattendedInstallationScript"intheGoldMineInstallationGuide. 8. ClickOKtoclosethedialogbox.

Changing ini Settings


1. OpentheUsername.inifile: FromWindowsExplorer,doubleclickUsername.ini;thefileopensinNotepad. Fromatexteditor(suchasNotepad),selectFile>Open.NavigatetotheGoldMinedirectoryandselect Username.ini. 2. Tocustomizethefilewithcommandstatements,see: SettingEmailPreviewTextAmounts(seepage57) SettingKeeporClearonTaggedRecords(seepage57). SettingCalendarPublishingOutputtoXML(seepage57).

Setting E-mail Preview Text Amounts


Bydefault,GoldMinedisplays63KBofmessagetext.Increasetheamounttopreviewverylargemessages. 1. OpentheUsername.inifile. 2. Beneaththe[Internet]section,add:
BodySizeLimitKB=<sizeinKB>

3. SelectFile>Saveandthenexit.

Setting Keep or Clear on Tagged Records


Setastandardofkeepingorclearingtaggedrecords. 1. OpentheUsername.inifile. 2. Beneaththe[GoldMine]section,addthisline,usingadefinednumber:
ClickUnselectDefault=<a number (where 0 is always ask, 1 is keep tagged records without asking, and 2 is clear tagged records without asking)>

3. SelectFile>Saveandthenexit. 4. RestartGoldMinetoapplythechanges.

Setting Calendar Publishing Output to XML


Bydefault,GoldMinepublishesthecalendartoHTML.YoucanalsopublishtoanXMLfile. 1. OpentheUsername.inifile. 2. Beneaththe[CalObj]section,add:
XMLOutput=1 (Publishes to XML. If XMLOutput=0 or if there is not XMLOutput setting, the calendar publishes to HTML.)

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3. UseacustomizedXSLTfilewhenpublishingdaily,weekly,ormonthlycalendars.Inthesamesection,specifythese transformationfiles: ExternalXSLDaily=DailyFile.xsl ExternalXSLWeekly=WeeklyFile.xsl ExternalXSLMonthly=MonthlyFile.xsl 4. SelectFile>Saveandthenexit.

NOTE:Forbestresults,backupyour.inifilebeforeaddingorchanginganysettings,andchangeonly
settingsexactlyasdescribedintheonlineHelptopicsorcontactTechnicalSupport.

Username.tbi
Copyentiretaskbarsorjusttaskgroupsfromoneusertoanother.Thetaskbarhasonesection,called[gmbar].Ifyoudelete theusername.tbi,youmustlogbackintoGoldMineastheusertorecreatethefile;however,itonlyhasglobaltaskgroups. Youmustcopyormanuallycreatethetaskgroups.

Macros
About Macros
InGoldMine,amacroisabuttonorhotkeyshortcutrepresentinganinstruction,action,oraseriesofinstructions,actions, ortextinputs.Forexample,createamacrotolaunchtheScheduleaCallwindowwithacode,colorreference,notes predefined,andthecursorwaitinginthedatefieldforyoutofinisheditingtheactivityandsave.

TIP:Recordamacrousingkeystrokesratherthanmouseclicks.TousetheGoldMinemenus,typeALT+
<Underlinedletterofmenuitem>.UsethearrowkeysorALT+ <Underlinedletterofmenuitem>tonavigatethe menuoptions.

NOTE:MacrobuttonsarenotdisplayedontheStandardToolbarbydefault.ToshowtheRecord,Edit,Stop, andPausebuttons,addthemtotheStandardToolbar.Formoreinformation,see"CustomizingToolbars"in theOnlineHelporintheGoldMineUserGuide.

To Record Macros
1. WithMacrobuttonsactivatedintheGlobalToolbar,clickRecord. Themacroisreadytorecord.AlsostarttherecordingprocessbytypingCTRL+SHIFT+HOME.

TIP:Recordamacrousingkeystrokesratherthanmouseclicks.TousetheGoldMinemenus,type
ALT+< Underlinedletterofmenuitem>.Usethearrowkeystonavigatethemenuoptions 2. Beginthestepstorecord. 3. Whenfinished,clickStopontheGlobalToolbarorpressCT RL +S H I F T+END. TheDefineMacroButtondialogboxopens. 4. IntheStatusBarDescriptionfield,typeadescriptionofthemacrotoserveasthebuttonnameandpopuptext.

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5. TheOptionalHotKeyisoptional.Typethehotkeysyouareassigningtothemacro;forexample,touseALT+9 asthe hotkey,holddowntheALT keyandthe9 key.TheOptionalHotKeyboxdisplaysALT+9. IMPORTANT:Definehotkeyscarefully.SHIFTandaletterrunsthemacroeverytimeitistyped.For example,usingS HI FT+ G asyourhotkey,andthentryingtotypeacompanyorcontactname thatbeginswithGinanewContactrecord,thecapitalletterwillnotwork.Inotherareas,suchas theContactSearchCenter,itrunsthemacroratherthansearchingforcontactsbeginningwith capitalG. 6. FromthePlaybackdropdownlist,selecttheplaybackspeedforthemacro. SelectFullSpeedtolaunchorrunthemacroquickly,orRecordedSpeedtorunthemacroatthespeeditwasrecorded.

To Add Macros to the Taskbar


Aftercreatingmacros(seeToRecordMacrosonpage58)usethefollowingproceduretoaddamacrototheGoldMine Taskbar. 1. 2. 3. 4. 5. ClicktheCustomizebuttonontheTaskbar. RightclickinthetaskgroupareaandselectAddNewItem. AttheTaskbarGroupItemSelectiondialogbox,selectGoldMineUsersMacrofromtheItemTypedropdownlist. SelecttheuserwhocreatedthemacrofromtheUserdropdownlist.Highlightthemacrotoaddtothetaskbar. Browsetoaniconfile. Theoptionsdisplayintheareabelow.Selectanicon. 6. ClickOKtoaddtheitemtothetaskbar.

To Delete Macros
1. WithMacrobuttonsactivatedintheGlobalToolbar,clickEdit.TheEditMacroButtondialogboxappears. 2. Selectthemacrotodelete,thenclickDelete.TheMacrobuttonontheGlobalToolbarbuttonisdeleted.

About DDE Macros


FacilitateDDEAUTOfieldsbyselectingamacroastheserviceitem.ADDEserviceitemstartswithanampersand(&).When encountered,GoldMinesearchesaninternaltableofmacronames.Ifamatchisfound,themacroprocessesandtheresult returns,asifaDDEfunctionorexpressionwasused. MostmacrosaresensitivetothesettingoftheRECORDOBJfunctionsSETRECORDsubfunction.Thisfunctiongainsaccess tocontactsandsupplementaryinformation. WhentheSETRECORDtypeissettoPRIMARY,macrosreturnthevaluefromthecorrespondingfieldsintheprimary informationportionofthecontactrecord. WhensettoCONTACTS(additionalcontacts),oranothersupplementaryrecordtype,macrosreturnthevaluefromthe correspondingfieldinthesupplementaryfile(CONTSUPP). ThesemacroscanbeusedasDDEserviceitems:

&Address
Returnsastringcontainingthevaluesof&ADDRESS1and&ADDRESS2,separatedbyacarriagereturnandlinefeed character.If&ADDRESS1or&ADDRESS2donotcontaindata,asinglelineofdatareturns,withoutthecarriagereturn andlinefeedcharacter. Usethismacrotoperformrudimentaryblanklinesuppressionwithinlinkedapplicationsthatdonotsupportblank addresslinesuppressioninternally. Usethe&ADDRESSmacrotoreturnanadditionalcontactaddressusingtheRECORDOBJSETRECORDsubfunction.

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&Address1
ReturnsthefirstAddressfieldfromtheactivecontactrecord.Typically,thisvalueisextractedfromtheAddress1fieldin theprimarydisplayportionofthecontactrecord;however,whenusingtheRECORDOBJSETRECORDsubfunctionto changethereturnedrecordtypetoCONTACTS,GoldMinereturnsthevaluefromtheAddress1fieldontheadditional contactrecord,ifavalueisentered.WhentheAddress1fieldontheadditionalcontactrecordisblank,the&Address1 macroreturnsthevalueintheAddress1fieldintheprimarydisplayportionofthecontactrecord.Whenthe RECORDOBJSETRECORDtypeissettoreturnarecordtypeotherthanCONTACTS,the&Address1macroreturnsthe valueinAddress1fieldoftheprimarydisplayportionofthecontactrecord.

&Address2
ReturnsthesecondAddressfieldfromtheactiveContactRecord.Typically,thisvalueisextractedfromtheAddress2 fieldintheprimarydisplayportionofthecontactrecord;however,whenusingtheRECORDOBJSETRECORD subfunctiontochangethereturnedrecordtypetoADDITIONAL,GoldMinereturnsthevaluefromtheAddress2field ontheadditionalcontactrecord,ifanentryexistsintheAddress2fieldontheadditionalcontactrecord.Whenthe Address2fieldontheadditionalcontactrecordisblank,the&ADDRESS2macroreturnsthevalueintheAddress2field intheprimarydisplayportionofthecontactrecord.WhentheRECORDOBJSETRECORDtypeissettoreturnrecord typesotherthanPRIMARYorADDITIONAL,the&Address2macroreturnsthevalueintheAddress2fieldoftheprimary displayportionofthecontactrecord.

&BrowseRecNo
ReturnstherecordIDofthelastselectedrecordinabrowsewindow.

&CalRefresh
Refreshesthegraphicalcalendardisplay.SetupGoldMinetorunthismacroafteraddingcalendarrecordsusingDDE.

&City
ReturnstheCityfieldfromtheactivecontactrecord(similartotheactionofthe&Address1).Usethe&Citymacroto returnanadditionalcontactcityusingtheRECORDOBJSETRECORDsubfunction.

&CityStateZip
ReturnsaformatstringoftextcontainingtheCity,StateandZipfieldsfromtheactivecontactrecord.Thisstring returnsinthisformat: City,StateZIP Theactionofthismacrostringissimilartotheactionofthe&Address1.Usethe&CityStateZIPmacrotoreturnan additionalcontactcity,state,andZIPCodeusingtheRECORDOBJSETRECORDsubfunction.

&CommonDir
ReturnstheBDEaliaswherethecontactsetsarelocated.

&Contact
ReturnsacontactnamefromtheactiveContactRecord.Typically,thisvalueisextractedfromtheContactfieldinthe primarydisplayportionofthecontactrecord;however,usetheRECORDOBJSETRECORDsubfunctiontochangethe returnedrecordtypetoadditionalcontactoranothertypeofsupplementaryrecord.WhentheRECORDOBJ SETRECORDtypeissettoreturnrecordtypesotherthanPRIMARY,the&ContactmacroreturnsthevalueinContact fieldinCONTSUPPforthecurrentsupplementaryrecord.

&Country
ReturnstheCountryfieldfromtheactiveContactRecord(similartotheactionofthe&Address1macro).Usethe &CountrymacrotoreturnanadditionalcontactcountryusingtheRECORDOBJSETRECORDsubfunction.

&Dial1
ReturnsthePhone1entryfromtheactiveContactRecord.Thereturnedphonenumberisformattedfordialing. GoldMineappliesthesamerulesusedtodialthephoneviaTAPI.Ifselected,PREDIAL.INIsettingsareappliedtophone numberselection.

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&Dial2
ReturnsthePhone2entryfromtheactiveContactRecord.Fordetails,see&Dial1above.

&Dial3
ReturnsthePhone3entryfromtheactiveContactRecord.Fordetails,see&Dial1above.

&DialFax
theFAXentryfromtheactiveContactRecord.Fordetails,see&Dial1above.

&EmailAddress
Returnstheprimaryemailaddressfortheselectedcontact.

&Fax
Returnsthefaxnumberasitissenttoanautodialerforautomaticfaxtransmission.

&Filter
theactivatedfilterexpression.

&FirstName
thefirstnameofthecurrentcontact.

&FullAddress
ReturnsastringcontainingtheaddressfortheContactRecord,composedofvaluesof&Address1,&Address2,&City, &State,and&ZIP. Theactionofthismacrostringissimilartotheactionofthe&Address1.Usethe&FullAddressmacrotoreturnan additionalcontactaddressusingtheRECORDOBJSETRECORDsubfunction.

&GetRoTabID
theIDofthecurrentlyselectedtab.Typically,thisvalueverifiesthatthecorrecttabisselectedwhenauserstartsa customapplication. Thefollowingvaluesarevalid:
ValueTab 0Summary 1Fields 2Notes 3Contacts 4Details 5Referral 6Pending 7History 8Links 9Members 10Processes 11Opps 12Projects 13Tickets

Example:(ThefollowingexampleteststheselectionoftheDetailstab):
ch=DDEInitiate("GoldMine", "Data")If DDERequest$(Ch, "&GetRoTabID") <> "4" ThenMsgBox "You must select a detail record first"End If

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&GetRoTabPos
Returnsthecurrentlyselectedtabposition.Sincethetabscanberearranged,thismethodisnotalwaysreliablefor determiningthecurrentlyselectedtab.Formoreinformation,see&GetRoTabIDabove.

&GoldDir
pathinformationforBDEaliasinwhichGoldMineisinstalled.

&LastFirstName
thenameofthecurrentcontactintheformat:lastname,firstname.

&LicUsers
thenumberofconcurrentusersallowedtologintotheinstalledcopyofGoldMine.

&LicUsersAvailable
thenumberofusersallowedtologintotheinstalledGoldMinelicensecopy.

&NameAddress
Returnsastringcontainingthecontactname,company,andcompleteaddressoftheactiveContactRecord.Each addresslineisseparatedbyacarriagereturnandlinefeed,andthestringisformattedsoitcanbeinsertedintoa mergetemplate.AnyemptyaddresslinesontheContactRecordaresuppressed.Usethismacrotoperform rudimentaryblanklinesuppressionwithinlinkedapplicationsthatdonotsupportblankaddresslinesuppression internally. Theactionofthismacrostringissimilartotheactionofthe&Addressmacros,andthe&NameAddressmacrocanbe usedtoreturnanadditionalcontactaddressusingtheRECORDOBJSETRECORDsubfunction.

&NameTitleAddress
Returnsastringcontainingthecontactname,title,department,company,andcompleteaddressoftheactiveContact Record.Eachlineisseparatedbyacarriagereturnandlinefeed,andthestringisformattedsoitcanbeinsertedintoa mergetemplate.Anyemptylinesonthecontactrecordaresuppressed.Usethismacrotoperformrudimentaryblank linesuppressionwithinlinkedapplicationsthatdonotsupportblankaddresslinesuppressioninternally. Theactionofthismacrostringissimilartotheactionofthe&Addressmacros,andthe&NameTitleAddressmacrocan beusedtoreturnanadditionalcontactaddressusingtheRECORDOBJSETRECORDsubfunction.

&NewRecID
ReturnsauniquerecordID,whichcanbeusedwhencreatingrecords.

&Notes
ReturnstheNotesfromtheactiveContactRecord.Typically,thisvalueisextractedfromtheNotesfieldintheprimary displayportionoftheContactRecord;however,usetheRECORDOBJSETRECORDsubfunctiontochangethereturned recordtypetoadditionalcontactoranothertypeofsupplementaryrecord.WhentheRECORDOBJSETRECORDtypeis settoreturnrecordtypesotherthanPRIMARY,the&TitlemacroreturnsthevalueinNotesfieldinCONTSUPPforthe currentsupplementaryrecord.

&Phone
ReturnsatelephonenumberfromthecurrentlyselectedContactRecord(similartotheactionofthe&Address1 macro). Usethe&PhonemacrotoreturnanadditionalcontacttelephonenumberusingtheRECORDOBJSETRECORD subfunction.

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&Profile(s)
Includestworelatedmacros:
&Profile.Returnsthefirstmatchingdetailrecordfortheselectedcontact. &Profiles.Returnsdetailrecordsfortheselectedcontact.

Thesemacrostakeoptionalparameters.Eachparametermustbeseparatedbyaperiod(.).AlthoughGoldMinedoes nottypicallypassparameterswithaDDEmacro,thestructureof&ProfilesmustbedifferentforDDEfieldsinMicrosoft Worddocumenttemplates,whichdonottakeDDEcommands. Theseexamplesshowthesyntaxforthe&Profile(s)macros: &ProfileExample1 &Profile.ProfileName.Reference.Flags RetrievesthefirstprofilethatmatchestheProfilleNameandReference. &ProfilesExample1 &Profiles.ProfileName.Reference.Flags RetrievesallprofilesmatchingtheProfileNameandReference. Inbothoftheseexamples,theReferenceparameterisoptional.Ifpassed,itactsasabeginwithconditiononthe profilereference.IftheReferenceparameterisnotpassed,allProfileNameprofilesareevaluated. FlagParameters TheFlagsparameterisalsooptional;ithasthesevalues:
2returnstheextendedprofilefields 4returnstheProfileNameandReference

The&Profile(s)macrocaneasilyfillinaWordtablewiththeselectedcontactsprofileinformationbecausetabs separateeachfieldvalue,andaCR/LFseparateseachprofilerecord. &ProfileExample2 Thisexamplereturnsthefirstemailaddressofthecontact:


&Profile.EmailAddress &ProfilesExample2

Thisexamplereturnscomputerprofilesbeginningwiththewordnotebook:
&Profiles.Computer.Notebook &ProfileExample3

TheseexamplesusetheFlagparametertospecifytheprofilefieldstoreturn:
&Profiles.Computer.NotebookNotebookToshibaP105S6167|NotebookHPPaviliondv9260us|NotebookLenovo

ThinkPadT60|
&Profiles.Computer.Notebook.2Computer|NotebookToshibaP105S6167|Computer|NotebookHPPavilion

dv9260us|Computer|NotebookLenovoThinkPadT60|
&Profiles.Computer.Notebook.4Computer|NotebookToshibaP105S6167|Toshiba|1.60GHz|Computer|Notebook

HPPaviliondv9260us|HP|2.0GHz|Computer|NotebookLenovoThinkPadT60|Lenovo|166GHz|

&RoTabPage
Returnstheselectedtab.Typically,thisvalueverifiesthatthecorrecttabisselectedwhenauserstartsacustom application.Valuesbetween19representtabsinthefirstrowoftabs;forexample,1representstheSummarytab. Valuesbetween1018representtabsinthesecondrow,and1927representtabsinthethirdrow. Thisexampleteststheselectionofthefifth(Details)tab: ch=DDEInitiate("GoldMine","Data")IfDDERequest$(Ch,"&RoTabPage")<>"5"ThenMsgBox"Youmustselectaprofile recordfirst"EndIf

&SerialNo
ReturnstheserialnumberoftheinstalledGoldMineprogram.

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&ShutDown
Logsoutthecurrentlyloggeduser,andquitsGoldMine.

&State
ReturnstheStatefieldfromtheactiveContactRecord(similartotheactionofthe&ADDRESS1).Usethe&Statemacro toreturnanadditionalcontactstateusingtheRECORDOBJSETRECORDsubfunction.

&SysDir
ReturnstheGoldMinesystemdirectory.

&SysInfo
DisplayssysteminformationasreturnedbyHelp>AboutGoldMine>Systeminformation.

&Title
ReturnstheTitlefromtheactiveContactRecord.Normally,thisvalueisextractedfromtheTitlefieldintheprimary displayportionofthecontactrecord;however,usetheRECORDOBJSETRECORDsubfunctiontochangethereturned recordtypetoadditionalcontactoranothertypeofsupplementaryrecord.WhentheRECORDOBJSETRECORDtypeis settoreturnrecordtypesotherthanPRIMARY,the&TitlemacroreturnsthevalueintheTitlefieldinCONTSUPPfor thecurrentsupplementaryrecord.

&User_Var
Returnsthedefinedfieldvaluefromallusers,aspecifieduser,orthecurrentlyloggeduser. The&User_VarmacroallowsGoldMineuserstostorespecificdatathatcanberetrievedlaterintoapplicationsthatare linkedviaDDEwithGoldMine.Thismacrocanbedefinedinthe[user_var]sectionofboththeGM.INIandthe username.INIofGoldMine. UsageSyntax:&User_Var.<variablename>.<GoldMineusername> Example:&User_Var.Territory.Dan where<variablename>isadescriptivenameofthemacroand<GoldMineusername>assignsadefinedvaluetoa specificGoldMineuser.<GoldMineusername>isoptional,asGoldMinewillassignthesevaluestothecurrent GoldMineuser.

&UserFullName
ReturnsthefullnameoftheloggedinGoldMineuserasitappearsintheFullNamefieldintheUsersMasterFile.

&UserName
ReturnsthenameoftheloggedinGoldMineuser.

&Version
theversionnumberoftheinstalledGoldMineprogram.

&WebSite
Returnshttp://<website>fortheactivecontact.

&ZIP
ReturnstheZIPfieldfromtheactiveContactRecord(similartotheactionofthe&Address1).Usethe&ZIPmacroto returnanadditionalcontactZIPCodeusingtheRECORDOBJSETRECORDsubfunction.

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GoldMine Report Macros


ThefollowingisacompiledlistingofinformationpertainingtothemacrosusedwithinGoldMinereportsalongwithashort description. SomemacrosareonlyavailablewithintheCalendarPrintoutsreportscategory.Theremainingmacrosareavailableinall ofthereportcategories.Theyhavebeenseparatedwithinthisdocumentfororganizationalpurposes.

All Report Categories


&FullAddress
DisplaysAddress1,Address2,City,State,Zip,andCountry.Alinefeedseparatesaddresslines.City,State,Zipvaluesare displayedononeline.

&Company&Address
DisplaysContactName,CompanyName,Address1,Address2,City,State,Zip,andCountry.Alinefeedseparatesall fieldsexceptforCity,State,andZip,whicharedisplayedononeline.

&Address1&2
DisplaysAddress1andAddress2dataseparatedbyalinefeed.

&Contact, Company
DisplaysContactNameandCompanyNameseparatedbyasemicolon.

&Name&Address
DisplaysContactName,Title,Department,CompanyName,Address1,Address2,City,State,ZipandCountry.Aline feedseparatesallfieldsexceptforCity,State,andZip,whicharedisplayedononeline.

&Company
ContactCompanyName,ContactNameseparatedbyasemicolon.

&Title&Address
ContactName,Title,Department,CompanyName,Address1,Address2,City,State,Zip,andCountry.Allfields separatedbyalinefeed,exceptforCity,State,Zip,whichappearonthesameline.

&CityStateZip
City,State,Zipdisplayedonthesameline.Cityandstatevaluesareseparatedbycomma.

&SourceFile
ReturnsthenameofthedatabasefilebeingaccessedinthecurrentSection.

&CalActvName
Outputsthenameofthescheduledactivitybeingprinted,basedontheRECTYPE.Forexample,ifarecordofRECTYPES isprinted,themacrowillreturnavalueofSale.

&HistActvName
Worksinthesamemanneras&CalActvName,exceptthatitreturnsnamesbasedonhistoryrecords,notcalendardata.

&User
Outputstheusernameofthecurrentlyloggedinuser.

&FullName
Returnsthefullnameofthecurrentlyloggedinuser,asdefinedinFile>ConfigureGoldMine>UsersFile.

&Licensee
OutputstheLicensedTo:companynameasdefinedwhentheGoldMineserialnumberwasspecified.

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&Sort1
Outputsthedatafromthefieldsetastheprimarysortforthereport.Canalsobeusedtospecifyabreakfieldwithina sortheader.Forexample,iftheprimarysortofareportissettocontact1>companyandIinsertthevalueof&Sort1for thebreakfieldinthesortheader,thereportwillthenbreakoncontact1>company.

&Sort2
Outputsthedatafromthefieldsetasthesecondarysortforthereport.Canalsobeusedtospecifyabreakfieldinthe samemannerasthe&Sort1value.

&Sort3
Outputsthedatafromthefieldsetasthetertiarysortforthereport.Canalsobeusedtospecifyabreakfieldinthe samemannerasthe&Sort1value.

&Phones
Outputsallthreeofthephonenumbers,thefaxnumber,andtheextensionfields.

&LocalLabel
Returnsthelocallabelofthefieldspecifiedafterthecolon. &Suppfile=xxxUsedtospecifybreakfieldsandfilterswithinsectionsofreports.Thexxxvaluemustbeatleasttwo characters,butnogreaterthanthree.Itisusedtospecifythedatabaseandrecordtypesyouwanttoincludeinareport section.ThefirsttwocharactersspecifythedatabaseandthethirdspecifiestheRECTYPEwithinthatdatabase. Possiblevaluesforthedifferentdatabasesareasfollows:cs=CONTSUPP.DBF,ca=CALENDAR.DBF,ch=CONTHIST.DBF. ThedifferentRECTYPEsthatcanbespecifiedasthethirdcharacterarelistedintheDatabaseStructuressectionof yourmanual.

NOTE:TheADDRESS3fielddatafoundintheGoldMineCONTACT1tableisincludedinthosemacrosthat
returnaddressinformation.

Calendar Printouts Section Only


&Detail1
DisplaystheinformationthathasbeenspecifiedintheOptionswindowforthereport.

&Year
Returnsthevalueofthecurrentyearinfourdigitformat,suchas2009.Themacrowillalsoreturnthevalueoftheyear foralldateswithinthespecifieddaterangeunderthereportsoptions.Forexample,ifthedaterangeissetas01/01/07 to01/31/09,themacrowillreturnallvaluesthatfallwithinthedaterange(i.e.2007,2008,and2009). &MonthReturnsthenumericequivalentofthecurrentmonth.Forexample,January=1,February=2,etc.Themacro alsoreturnsthevalueofthemonthforalldateswithinthespecifieddaterangeinthereportsoptions.Forexample,if thedaterangeissetas10/01/08to01/31/09,themacrowillreturnallvaluesthatfallwithinthedaterange(i.e.10,11, 12and1).

&CMonth
Returnsthenameofthecurrentmonth(ForExample,January,February,etc.).Themacrowillalsoreturnthevalueof themonthforalldateswithinthespecifieddaterangeunderthereportsoptions.Forexample,ifthedaterangeisset as10/01/08to01/31/09,themacrowillreturnallvaluesthatfallwithinthedaterange(i.e.October,November, DecemberandJanuary).

&CMonthYr
Returnsthenameofthecurrentmonth,plusthe4digityear(Forexample:January1998).Themacrowillalsoreturn thevalueofthemonthandyearforalldateswithinthespecifieddaterangeinthereportsoptions.Forexample,ifthe daterangeissetas11/01/07to01/31/09,themacrowillreturnallvaluesthatfallwithinthedaterange(i.e.November 2007,December2008,andJanuary2009).

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&Day
Returnsthenumericvalueofthecurrentday(Forexample,12,100,300,etc.).Themacrowillalsoreturnthevalueof thedayforalldateswithinthespecifieddaterangeunderthereportsoptions.Forexample,ifthedaterangeissetas 01/29/09to01/31/09,themacrowillreturnallvaluesthatfallwithinthedaterange(i.e.29,30,and31).

&Dow
Returnsthenumericvalueofthedayoftheweek.Forexample,adatewhichfallsonWednesdaywouldreturnavalue of4,etc.Sundayisconsideredasbeingthe1stdayoftheweek.Thismacrowillalsoreturnallvalueswithinadate range.

&CDow
muchinthesamemannerasthe&Dowmacro,exceptthatinsteadofreturninganumericvalue,itreturnstheactual nameoftheday.Forexample,ifadatefallsonaSunday,themacrowillreturnthevalueSundayandsoforth.

&DayNo
Returnsthedaynumberbasedontheyear.ForExample:January2,2009=Day2.

&WeekNo
Returnstheweeknumberoftheyear,similarto&DayNo.Jan511=Week2.

&WDay1
ReturnsthenumericdayvalueoftheMondayfortheworkweekinwhichthedatefalls.Assumethatwearelookingat recordsthatfallonWednesdayJanuary28,2009,thevaluereturnedbythemacrowouldbe26.Sincethe28thisa Wednesday,Mondayisthe26thfortheweekofJanuary28,2009.

&WDay3
Functionsinthesamemannerasthemacro&Wday1,exceptthatitreturnsthenumericdayvalueofthethirdworkday oftheweek,orWednesday.

&WDay4
Functionsinthesamemannerasthemacro&Wday1,exceptthatitreturnsthenumericdayvalueofthefourthwork dayoftheweek,orThursday.

&WDay7
Functionsinthesamemannerasthemacro&Wday1,exceptthatitreturnsthenumericvalueoftheseventhworkday oftheweek,orSunday.

&Hour
Displaysthetimeinhourlyincrementsfrom7:00AMto7:00PM,generatedin12hourformat.

&Time
Returnsthescheduledtimeforcalendarrecords,in12hourformat.

&FrDate
DisplaystheFrom:dateentryfromthereportsoptions.

&ToDate
DisplaystheTo:dateentryfromthereportsoptions.

&LastMonth
Generatesagraphicalrepresentationofthepriormonth,basedonthedateofthecalendarrecordsonthecurrent reportpage.Forexample,ifmyreportisdisplayingitemsforthemonthofJanuary,themacrowillprintthegraphical monthofDecember.

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&ThisMonth
Generatesagraphicalrepresentationofthecurrentmonth,basedonthedateofthecalendarrecordsonthecurrent reportpage.Forexample,ifmyreportisdisplayingitemsforthemonthofJanuary,themacrowillprintthegraphical monthofJanuary.

&NextMonth
Generatesagraphicalrepresentationofthenextmonth,basedonthedateofthecalendarrecordsonthecurrent reportpage.Forexample,ifmyreportisdisplayingitemsforthemonthofJanuary,themacrowillprintthegraphical monthofFebruary.

Creating Resources
1. SelectTools>Configure>CompanyResources.TheResourcesMasterFileappears. 2. ClickNew.TheResourcesProfiledialogboxappears. 3. TypetheResourceNameandProfile. TheResourceNameislimitedtoeightcharacters. 4. TypeorselecttheCode. TheCodecanbecustomizedandisagoodwaytogroupresourcesbytypeorlocation. 5. SelecttheCustodian(Personresponsibleforbookingaresource)fromthedropdownlist,orleaveas(public). 6. ClickOK.

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Contact Management
About Contact Records
GoldMineusesthecontactrecord(contact)asthecorecomponenttowhichallinformationistied.Whenacontactisadded toGoldMine'sdatabase,acontactrecordiscreated.Itcontainsinformationsuchasname,address,andtelephone informationforapersonorcompany.Therecord'smanyfieldsrecordpertinentandupdatedinformation,alwaysmaking thenewestcontactinformationavailabletoGoldMineusers.

NOTE:ThedefaultviewforContactRecordsistheContactListview.Doubleclickonacontacttoopenthat
ContactRecord. TheContactRecordhastwobasicsections:
Uppersectioncontainsstandardcontactinformationsuchasname,addressandtelephonenumbers,andfiveuser

definablefields.Thisistheprimarycontactinformationwhichdisplaysthecompany'snameandprimarycontact.
Lowerpartorganizessecondaryinformation,suchasRelationships,notes,pendingactivities,andhistoryrecords,into

ContacttabsstoringinformationlinkedtotheContactRecord. Eachrecordalsohasasetofassociatedcustomizableproperties:
RecordrelatedSettings.Phonenumberformat,recordownership,andalerts. ContactDetails.Occasions,free/busy,anddigitalIDs.

Formoreinformationonuserprocedures,refertotheGoldMineUserGuide.

About Record-Related Settings


Youcandefineorviewrecordrelatedsettingsfortheactivecontactrecord.ToaccesstheRecordrelatedSettingsdialog box,selectEdit>RecordProperties>RecordrelatedSettingsandselectatab:
PhoneFormatting.SelecttheUSAFormat,whichappliesthestandardtelephonenumberformatfortheUnitedStates

andCanada,ortheNonUSAFormat,whichdoesnotapplyformatting.SeeSettingPhoneFormattingintheRecord RelatedSettingsonpage70.
Ownership.Controlwhatinformationcanbeviewedandupdatedbyotherusers.SeeSettingOwnershipintheRecord

RelatedSettingsonpage71
Alerts.AssignacodetoanactivecontactrecordtoalertotherGoldMineusersofaspecialstatusorsituationregarding

thecontact.SeeSettingAlertsintheRecordRelatedSettingsonpage72.

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Setting Phone Formatting in the Record-Related Settings


GoldMineformatstelephonenumbersinstandardUSformatifyourWindowslanguagesettingisEnglish.ThestandardUS formatis(999)9999999.Youcantypethenumbersinwithoutformatting,andGoldMinetranslatesitintheformatted style. ChangethetelephonenumberformatforanactivecontactrecordfromthePhoneFormattingtaboftheRecordrelated Settingsdialogbox. Forotherlanguagesettings,GoldMineformatstelephonenumbersintheinternationaltelephonenumberformat.The internationaltelephonenumberformatleavesthetelephonenumberasentered. Eachcontactrecordmaintainsitsowntelephoneformatsetting.Tospecifytheinternationaltelephonenumberformat whenaddinganewcontactrecord,changethesettingoftheInternationalFormatfieldintheAddaNewRecorddialogbox. Usethefollowingproceduretosetupphoneformatting. 1. Atthecontactdetailview,selectEdit>RecordProperties>RecordrelatedSettings.

2. SelectthePhoneFormattingtabandselectoneofthefollowing: USAFormat.FormatsthetelephonenumberonthecontactrecordtotheUnitedStatesandCanadianstandard:(999) 9999999.Nomatterhowthenumbersareenteredtheywillbeformattedinthisstyle. NonUSAFormat.Doesnotapplyformattingtothetelephonenumbers. Useaconsistentformatforinternationalphonenumberentries.Whencheckingforduplicaterecords,GoldMine considersentriesforthesamenumberbutwithdifferingformattingasseparateentries.Forexample,GoldMine considers55123456789todifferfrom55123456789. 3. ClickOK. Thephoneformatyouselectedappliestotheactivecontactrecord.

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Setting Ownership in the Record-Related Settings


RecordcurtainingiscontrolledbytherecordOwner.Eachcontactrecordcanbepublicorprivate.Privaterecordsare recordsthathavebeenassignedanowner,eitheranindividualGoldMineuser,orausergroup.Applyingrecordcurtaining hidesdataoncontactrecordsfromuserswhonotownersoftherecord.Withrecordcurtaining,ifausertriestodisplaya contactrecordthatheorshedoesnotown,thecontactscreenispartiallyorcompletelycurtained,hidingthedatafrom view. 1. SelectEdit>RecordProperties>RecordrelatedSettings.

2. SelecttheOwnershiptab. 3. AttheOwnedbydropdownlist,selecttheowninguserorusergroup. Whennewrecordsareaddedtothedatabase,thedefaultowneris(public)unlesstheuserhasspecificOwnership settingsconfiguredintheUserPropertiesdialogbox. 4. IntheRecordCurtainingarea,selectanoption: None.Alluserscanviewtheentirecontactrecord. Semipartial(hidetabs).AlluserscanviewthecontactinformationinthePrimaryFieldsView,butonlytheowning userorusergroupcanviewtheinformationintheTabs.Thetabsarecurtained,markedprivate,andcannotbe viewed. Partial.AlluserscanviewthetopfourrowsofthePrimaryFieldsView.TheotherrowsinthePrimaryFieldsView andthetabsarecurtained,markedprivate.TheowninguserorusergroupcanviewallinformationintheContact record. Complete.Theentirerecordiscurtained,whichmeansthatuserswhodonotowntherecordcannotseeitor locateitusingtheContactSearchCenter.TheowninguserorusergroupcanviewallinformationintheContact record. Note.UserswithMasterRightsareabletoviewinformationinthecontactrecords,withoutregardtotheowneror whatlevelofcurtaininghasbeenset. 5. Whenyouarefinished,selectOK.Thesettingsyouconfiguredarenowappliedtotheactivecontactrecord.

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Setting Alerts in the Record-Related Settings


AssignanalerttoanactivecontactrecordtonotifyotherGoldMineusersofaspecialstatusorsituationregardingthe contact. Usethefollowingproceduretosetupanalert. 1. SelectEdit>RecordProperties>RecordrelatedSettings.

2. SelecttheAlertstab. 3. ClickontheEnablealertscheckbox.Afterselectingthisoptionyoucanactivateoneormoreofthealertsinthepanel. Bydefault,GoldMinedisplaysthealertsevensecondsafteryoudisplaytherecord.However,changethedelayperiod bychangingtheGM.inifilesettingforRecAlertSec. 4. ClickNewAlerttoaddanewalert.

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5. OntheNewContactAlertdialogbox,definetheseoptionsforthethreecharacteralertcodeyouarecreating: Code.Typethethreecharactercoderepresentingthealertstatus. AlertDescription.Typeabriefdescriptionofthealert. Note.YoumustenteranAlertDescriptiontosavethealert. Message.TypetheextendedmessagetoappearwhenusersactivatetheContactrecord. 6. ClickOKtoreturntotheAlertstab. 7. Selectoneormorealertstoactivatewhenaccessingthecontactrecord. 8. SelectLogthisalertinhistorywhenuserisalertedtologthedate,timeviewinguser,alertcodeandtheassigninguser intheHistorytab.GoldMineaddsthehistoryrecordwhenthealertappears,notwhentheviewuserclosesthealert. 9. Whenfinished,clickOK. ThealertsareassignedtotheactiveContactrecord. ViewavailablealertcodesintheInfoCenter.IntheInfoCenter,selectSystem>ContactAlerts.

Changing the Delay Time on Alerts


Bydefault,GoldMinedisplaysanalert7secondsaftertheuserdisplaysacontactrecordtowhichanalerthasbeen assigned. Tochangethetimedelaybeforethealertappears,placethefollowingsettinginthe[GoldMine]sectionoftheGM.inifile.
RecAlertSec= <number of seconds before alert appears>

Setting Digital IDs in Contact Details


IfacontactusesadigitalIDwhensendingyouemail,configurethecontact'srecordwiththeIDinformation. UsethefollowingproceduretosetdigitalIDs. 1. 2. 3. 4. WiththecontactrecordactiveinGoldMine,selectEdit>RecordProperties>ContactDetails. AttheContactDetailsdialogboxselecttheDigitalIDstab. ClickImporttoaddacontact'sdigitalIDfiletotheGoldMinecontactrecord. AttheImportDigitalIDdialogbox,attheFilenamefieldtypeorbrowsetothe*.p7bor*.cercertificatefileyouare importing. IntheNamefield,typethenametodisplay. 5. ClickOKtoreturntotheDigitalIDstab. 6. Toexportthefiletoanotherlocation,clickExportandselectalocation. 7. Toreviewthecertificatedetails,clickView. ToremoveadigitalID,highlighttheIDandclickDelete.

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Creating Details Information Fields


MasterrightsuserscancustomizetwelvefieldsontheDetailstab.Theextendeddetailfieldsmustbecharacterbased,not numericordatefields.Ifsearched,theyaresearchedasacharacterstring.Theeleventhandtwelfthfieldsdonotdisplayon theuserdefinedDetailstab. Usethefollowingproceduretocreateadetailfield. 1. AttheDetailtab,doubleclickonadetail.

2. IntheDetailPropertiesdialogbox,selecttheSetuptab. 3. Ineachtextbox,typeafieldlabeltoapplytoeachfield,followingtheprocedurethatappearsontheSetuptab. Thenumbertotherightofthetextboxisthefixedfieldlength. Neithertheformat,order,norlengthcanbechanged.Therefore,carefullyconsideryourcustomlabels,basedonthe lengthofthefield. Touseonlyafewofthefields,hideafieldbytypingatleasttwoasterisks(**)ratherthananameinthefieldlabeltext box. 4. AttheTabNamefield,typethelabelnameagain. TabName.Thetabnameshouldnotexceed15characters,dependingonthelettersused,andshouldnotcontain anyspaces. Shortcut.Toaccessthenewtabwithashortcutkey,typethetabnamewithan&beforetheletteryouwanttouse. Forexample,type&ifyouwanttouseCtrl+Hastheshortcutkeys. ClicktheSaveTabcolumnpositionscheckboxtosavemodificationsmadetothenewandthestandardDetailstab andthenclickOK. ThedetailsenteredonthenewtabarerecordedonthestandardDetailstab.Becarefulwhendeletingdetailsthathave beenconvertedintocustomdetailtabs.

Deleting Custom Detail Tabs


1. AttheDetailstab,rightclickonthedetailandselectEdit. 2. SelecttheSetuptab. 3. DeletethevaluefromtheTabNamefieldandthenclickOK.

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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.

ForuserproceduresseetheGoldMineUserGuide.

About the Document Center


TheDocumentManagementCenterhelpsyoumanagedocumenttemplates.Itcontainsalistsoftemplatesforemails, memosandfaxesandotherdocumentsyoumightuseincommunicatingwithacontact.

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UsetheDocumentManagementCenter'smergeformcapabilitytogenerateletters,memos,andemails.GoldMinelets youprintaletterforonecontactoragroupofcontacts,printlabelsandenvelopes,andfaxdocumentsifyourword processorsupportsfacsimiletransmission). TheDocumentManagementCenterworkswithGoldMinePlusforMicrosoftWord. UsetheDocumentManagementCenterto:


CreateDocumentTemplates CreateemailTemplates CloneDocumentTemplates CloneEmailTemplates EditDocumentTemplates EditEmailTemplates MailMergeDocuments MailMergeEmailMessages PrintDocuments SendEmailMessages AddSubfolders

Alsospecify,intheGM.ini,thedefaultdestinationandfilenameformatfortemplates,merged.

Setting Up Default Document File Names and Folders for Document Templates
Usethefollowingproceduretoforceadefaultdestinationfolderorfilenameformatfordocuments. 1. UsingatexteditorsuchasWindowsNotepad,openUSER.ini(yourusername.ini). 2. Findthestatementunderthe[Internet]sectionthatbeginswithAttachDir:
AttachDir=C:\Program Files\GoldMine\MailBox\Attach\

3. Replacethiswiththefollowing:
AttachDir=C:\Program Files\GoldMine\Templates\ ForceFilename=1

NOTE:Inthisexample,C:\Program Files\GoldMine\shouldbereplacedwiththepathtoyourmain
GoldMinefolder.WhenForceFilenameissetto1,GoldMineforceseachfilethatausersavestofollowa formatthatincludestheuser'sdestinationfolder\filename_dateintheYYYYMMDDformat_incremental threedigitnumber(topreventduplicatefilenames).ThisexampleshowsaforcefilesetupforJohn: C:\Program Files\GoldMine\Templates\John\BlankLetter_20081115_001.doc. 4. SelectFile>SavetosavethechangestotheUSER.iniandexitthetexteditor.

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Creating Document Templates


GoldMineinstallspredefinedtemplatesbutyoucancreateyourowntemplatesaswell. Atemplateisadocumentcreatedinanapplication,suchasMicrosoftWord,thatlinkstoGoldMineandcontainsembedded DDElinkfields.TheDDEfieldslinkcontactinformationtothedocument;mergingtooneormorecontactswiththe templateproducesaprintabledocument. Therearetwowaystocreatetemplates:
WithGoldMinePlusinstalled WithoutGoldMinePlusinstalled

Inbothcasesyoucancreatenewtemplates.ThemostcommonoptionsforcreatingadocumentareusingWordPadand MicrosoftWordwithGoldMinePlusforMicrosoftOfficeinstalled. Usethefollowingproceduretocreateadocumenttemplate. 1. SelectGoTo>DocumentTemplates. 2. AttheDocumentManagementCenter,selecttheUser fromthedropdownlist.

3. RightclickonDocumentTemplatesandselectNew. TheDocumentTemplatePropertiesdialogboxopens.

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4. AttheDocumentNamefield,typeinthedocumentnameyouwanttoappearintheDocumentManagementCenter andinthetemplatedropdownlistontheMergeFormdialogbox. 5. AttheDocumentUserdropdownbox,selecttheowninguser. 6. AttheTemplateFilenamefield,typeorbrowsetothelocationofthetemplate. 7. ClickEdittoopenthedocumentandmakechanges. 8. IntheDocumentManagementarea,clickontheappropriatecheckboxasneeded: SaveinLinksTabwhenmergingforasinglecontact.Createsalinkeddocumentwhenthedocumentismerged. CreateHistorywhenmerging.Createsahistoryrecordwhenthistemplateismerged. 9. IntheDocumentTypearea,selectadocumenttypeandthenclickOK. ThefollowingAlertMessageappears.

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10. IfyouhavedefinedaFilter/Groupdefinedandarereadytodothemergenow,clickOK. 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.

Creating Document Templates with GoldMine Plus Installed


IfyouareunfamiliarwithaddingDDElinkagefieldstodocumentsinyourwordprocessor,cloneanexistingtemplateand thenmakechangestoit. UsethefollowingproceduretocreateatemplatewithGoldMinePlusinstalled. 1. 2. 3. 4. SelectGoTo>DocumentTemplates. AttheDocumentManagementCenter,selecttheuserfromtheUserdropdownlist. RightclickonDocumentTemplatesandselectNew. AttheDocumentTemplatePropertiesdialogbox,intheDocumentNamefield,typethedocumentnameintheformat toappearintheDocumentManagementCenterandinthetemplatedropdownlistontheMergeFormdialogbox. 5. SelecttheowninguserfromtheDocumentUserdropdownlist. 6. IntheTemplateFilenamefield,typeorbrowsetothelocationofthetemplate.

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7. ClickEdittoopenthedocumentandmakechanges. Formoreinformationoneditingatemplate,seeEditingDocumentTemplatesonpage80. 8. IntheDocumentManagementarea,selectfrom: LinktoDoc.Createsalinkeddocumentwhenthedocumentismerged. SaveHistory.Createsahistoryrecordwhenthistemplateismerged. AllowHotLink.Enableslinkingtothisdocument.Ifclear,theLinkcommandisunavailable. 9. IntheDocumentTypearea,selectfrom: Document Spreadsheet Envelope Label 10. IntheDDELaunchOptionsarea,typeorselecttheAppIdentifierfromtheF2Lookuplist. TheAppIdentifiermustbethenameavalidapplicationidentifier.GoldMineswordprocessinglinksusethisApp Identifier:

Application
Word2003/2007 WordPad1.0

AppIdentifier
Word.Document.8 WordPad

11. IntheDDECommandfield,typethenameofthecommandtoinitiatethedocumentmergeforthelinkedapplication. GoldMine'sWordProcessinglinksusestheseDDECommandvalues:

Application
Word2003/2007 12. ClickOK.

DDECommand
[GoldMineLink()]

Editing Document Templates


Youcaneditdocumenttemplatesusingtheapplicationyouusedtocreatethetemplate.Inthefollowingprocedure, MicrosoftWordisusedasanexample. 1. SelectGoTo>DocumentTemplates. TheDocumentManagementCenteropens. 2. AttheUserdropdownbox,selectauser. 3. RightclickonatemplatenameandselectProperties. TheDocumentTemplatePropertiesdialogboxappears. 4. ClickEdit. Thedocumentopensintheapplicationusedtocreateit.UseyourWordfunctionalitytoadd,delete,oreditthetext. 5. ToaddGoldMinefieldstothedocument,attheWorddocument,selectGoldMine>InsertGoldMineField. TheInsertGoldMineFielddialogboxopens. 6. Selectthefieldorfieldmacrofromthedropdownlist. Forexample,Contactisanexampleofthefieldmacroformat. 7. Tosavetheeditedtemplatetothesamefile,selectGoldMine>UpdateGoldMineForm. 8. Tosavetheeditedtemplateasanewtemplate,selectGoldMine>SaveasGoldMineForm. 9. AttheTitlefieldtypeinanewtitleandthenclickOK.

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Updating Templates
Youcanupdateatemplatetodothefollowingtasks:
UsetemplatescreatedwithpreviousversionsofGoldMine(5.5orearlier) Changeatemplatetomaintainbytheoriginalfilename.

1. AttheDocumentManagementCenter,rightclickthetemplateyouwanttoupdateandthenselectProperties. TheDocumentTemplatePropertiesdialogboxopens. 2. Toworkwiththetemplateslayout,selectEdit. GoldMinestartsthelinkedtargetapplication. 3. Workinthetargetapplicationtomakechangesandupdatethetemplate.Forexample,ifyouareworkinginMicrosoft Word,usethecommandsontheGoldMinemenutoaddorchangetextandmergefields. 4. SelectGoldMine>UpdateGoldMineForm. MicrosoftWordoverwritesthepreviousfilewiththemodifiedfile.

Faxing Correspondence
YoucanfaxcorrespondencefromGoldMineifyouinstalloneoftheseapplications:
SymantecWinFaxPRO7.01orlater.ChecktheversionofWinFaxPRObyselectingtheWinFaxmainmenu

commandHelp>About.TouseSymantecWinFaxPRO,youmusthaveMicrosoftWordversion7.0orlaterinstalled withtheWinFaxPROprinterdriver. RightFax,anetworkfaxingsystem.TouseRightFax,youmustinstallaprinterdriverinWindowsnamedRightFax configuredtoprinttotheRightFaxserver. Zetafax7.5orlater. ThirdpartyaddonOmniRushprovidesanintegratedfaxsupportsolution.Fordetails,visitwww.frontrange.comorthe ZFirmLLCWebsiteatwww.zfirmllc.com. UsethefollowingproceduretofaxacorrespondencefromGoldMineDocumentCenter. 1. SelectGoTo>DocumentTemplates. TheDocumentManagementCenteropens. 2. RightclickonFax,FaxCoverSheet>Fax. TheMailMergePropertiesdialogboxopens.

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3. AttheContactSelectionarea,selectthecontactorcontactsyouwantthefaxtoreachbyclickingontheappropriate radiobutton. ThisContact.Mergesthefaxwiththeprimarycontactfromtheactivecontactrecordoranadditionalcontact selectedfromthedropdownlist. Allcontactslinkedto(contactname).Mergesthefaxwiththeprimaryandadditionalcontactsfortheactive contact. Allcontactsinthefollowingfilterorgroup.Mergesthefaxwithallcontactrecordsorwiththefilteredgroupor contactgroupyouselectfromthedropdownlist. 4. IfyouselectAllcontactslinkedto(contactname)orAllcontactsinthefollowingfilterorgroup,youcanalsoselect theseoptions: Primary.Mergesthefaxwiththeprimarycontact. Additional.Mergesthefaxwiththeadditionalcontacts. Mergecode.MergesthefaxbasedonthecodeyouselectintheF2Lookuplist. 5. AttheDeliveryarea,attheTobox,selectFax,andattheQueueforxdaysbox,selectanumberofdaystodelaythe printingorsendingofthedocument.Thisoptionsetsthefaxtoprintataselectednumberofdaysinthefuture. 6. ClickOK. Whenthemergeiscomplete,theresultsappearintheGoldMineProcessMonitorwindow.

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Faxing Your Default Fax Sheet


WhenyouusetheFaxcapability,GoldMineopenstheapplicationusedtocreatethetemplatesuchasMicrosoftWord,then displaysthetemplatewithinformationmergedfromthecontactsrecord.Youcanalsofaxacorrespondenceusingadefault faxtemplate. Usethefollowingproceduretofaxacorrespondencewithadefaultfaxtemplate. 1. SelectGoTo>DocumentTemplates. TheDocumentManagementCenteropens. 2. OpenanycontactrecordandthenselectActions>Writefaxtocontact.

Printing Documents
Printing Documents from the Goldmine Document Center
Youcanprintdocumentsforonecontactorforafilteredgrouporgroupofcontacts. 1. SelectGoTo>DocumentTemplates. TheDocumentManagementCenteropens. 2. SelecttheUserfromthedropdownlist. 3. Highlightthedocumenttemplateyouareprintingandrightclick. 4. Selectoneofthefollowingoptions: Merge&Edit.OpensthedocumentonthescreenwiththeinsertedGoldMinefieldspopulatedwithinformation forthecurrentcontactrecord.Editthedocumentasneededandprintusingtheprogram'sprintcommand.Dueto aMicrosoftlimitation,theGoldMinemenuinMicrosoftWordisdisabledduringtheMerge&Editprocess. Print.OpenstheMailMergePropertiesdialogbox.SeeUsingMailMergeProperties(Printing)onpage84.Ifyou printimmediately,arecordofwhatwassenttothecontactisfiledontheHistorytab.

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Using Mail Merge Properties (Printing)


Usethefollowingprocedurewhenmergingandprintingdocuments. 1. IntheDocumentManagementCenter,rightclickadocumenttemplateandselectPrintorFax. TheMailMergePropertiesdialogboxopens.

ToaccessthisdialogoutsideoftheDocumentManagementCenterselectActions>BeginMailMerge.TheMailMerge PropertiesdialogopenswithanadditionalTemplatetab. 2. IntheContactSelectionarea,selectfromthefollowing: ThisContact.Mergesthedocumentwiththeprimarycontactfromtheactivecontactrecord,orselectanadditional contactfromthedropdownlist. Allcontactslinkedto(contactname).Mergesthedocumentwiththeprimaryandadditionalcontactsfortheactive contactrecord. Allcontactsinthefollowingfilterorgroup.MergesthedocumentwithALLcontactrecordsorwiththefilteredgroup orcontactgroupselectedfromthedropdownlist. IfyouselectAllcontactslinkedto(contactname)orAllcontactsinthefollowingfilterorgroup,selectfromthe following:
Primary.Mergesthedocumentwiththeprimarycontact. Additional.Mergesthedocumentwiththeadditionalcontacts. Mergecode.MergesthedocumentbasedonthecodeyouselectintheF2Lookuplist.

3. IntheDeliveryarea,selecttheTomethodfromthedropdownlist(PrinterorFAX). 4. TypeorselecttheQueueforxdaystodelaytheprintingorsendingofthedocument. ThisoptionsetsthedocumenttoprintataselectednumberofdaysinthefutureusingtheServerAgentsorthe LiteratureFulfillmentCenter. PrintingamailmergedocumentforacontactproducesaHistoryitemforthatcontact.

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Printing Envelopes and Labels


Usethesamemethodasforprintingletters,memos,andfaxes.SetupGoldMinetoprintenvelopesorlabelsfordocuments waitinginaprintqueueonthesamedateGoldMinegeneratesthequeueddocuments. 1. TocheckonqueuedcorrespondenceinGoldMinesLiteratureFulfillmentCenter,selectGoTo>Literature. 2. Toprintenvelopesorlabelswhenqueueddocumentsareprinted,selectGoTo>Literature. 3. SelectthefolderunderQueuedDocumentscorrespondingtothedatethequeuedcorrespondenceisscheduledtobe sent.Forexample,ifthelettersarescheduledtobeprintedlaterinthecurrentweek,selectThisWeek. 4. Intheupperrightarea,rightclickeachqueueddocumentforwhichtoprintanenvelopeorlabel.Fromthelocalmenu, selectPrintEnvelopesorPrintLabels. GoldMinedisplaysthePrintEnvelopesdialogboxorthePrintLabelsdialogboxthatcontainthesamecommands. 5. InthePrintEnvelopesdialogbox,selectthecontactsforwhomtoprintenvelopes,thenselecttheenvelopetemplate touse.Bydefault,GoldMinedisplaysyourtemplates.However,lookintheUserdropdownlistandselecta(public) templateoranotheruserstemplate.

Using the E-mail Center


UseGoldMinesEmailCentertoview,organize,andsendyourqueuedInternetemails. UsetheEmailCenterto:
Editemailpreferences(seeSettingOptionsfortheEmailTabonpage42) Creatingemails(seeCreatingandSendingEmailonpage122) Sendemailmessages(seeCreatingandSendingEmailonpage122) Retrieveemailmessages(seeRetrievingEmailonpage132) Linkemailmessagestocontacts(seeLinkingEmailMessagestoContactsonpage133) Createanduseemailtemplates(seeCreatingEmailTemplatesonpage127) Setemailrules(seeAboutEmailRulesActionsonpage101) Createdistributionlists(seeToCreateDistributionListsonpage134)

IfyousubscribetomorethanonePostOfficeProtocolversion3(POP3)mailserver,youcansetuptheEmailCenterto retrievemailfrommultipleInternetmailservers.

E-mail Center Components


TheEmailCentercontainsthefollowingcomponents:
EmailCenterToolbars.AllowsquickaccesstoEmailCenterfunctions. EmailCentertree.Allowsyoutoconnecttoyourmailserverandorganizeincoming,outgoing,andfiledmessages. Emailmessagelistingbrowsewindow.Displaysmessagesavailableintheinbox,outbox,orselectedfolder.

<USER>.inifilesettingtooverridethislimit(seeChangingSettingsintheINIFileinGoldMineonpage54),butthisis

Thedefaultlimitformessagesthatcanbedisplayedatonceissetat2,500.Youoryouradministratorcanimplementa

notrecommendedbecauseofthenegativesideeffectsareassociatedwiththisaction,including:
Increasedloadonthedatabaseserverandthenetwork(thedatabaseserverwillhavetoreadyourrecordsfrom

disk,andtheywillbesentoverthenetwork).
IncreasedtimetoloadthelistofemailsintheEmailCenterlist.DuringthistimeGoldMinemightbe

unresponsive. IncreasedmemoryusagebyGoldMine.YoumighthaveaslowerresponseintheEmailCenterbecauseithasto processalargenumberofemailsandusemorememory.

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Textdisplay.Previewthebodyofamessageselectedinthelistingbrowsewindow.

Toturnthepreviewoptiononandoff,rightclicktheEmailCentertreeandselectOptions>ShowPreview.

NOTE:SetShowPreviewasthedefaultinthe[Internet]sectionoftheUsername.iniusingthiscommand:
ShowPreview=1.

General E-mail Toolbar


TheGeneralEmailCenterToolbarcontainsbuttonsandmenusforcreating,sending,receiving,andfilingemailmessages, settingupemailrules,templates,anddistributionlists,andeditingemailoptions.Buttonsinthetoolbarwillappearand disappeardependingonthetypeofactivityyouareperforming. TheGeneralEmailCenterToolbardiffersdependingonwhichfolderisopenedinEmailCenterassumingthereareletters inthem.
IfanonlinefolderisopenedthenGeneralEmailCenterToolbarconsistsof:

NewMessage,Print,Refresh,Delete,Stop,Reply,Replytoall,ForwardandActions(whichisadropdownbutton withthefollowingfunctions:Getselecteditems,GetallItems,SetupEmailrules,CustomizeEmailtemplates,Set upDistributionlists,SyncContact,ShowPreview,EditEmailOptions)


IfanInbox(oranysub),DeletedorFiledsubfolderisopenedthenGeneralEmailCenterToolbarconsistsof:

NewMessage,Print,Refresh,Delete,Reply,Replytoall,Forward,Fileit(withitsoptions),Relink/Unlinkand Actions(whichisadropdownbuttonwiththefollowingfunctions:MarkasRead(Unread),SetupEmailrules, CustomizeEmailtemplates,SetupDistributionlists,SyncContact,ShowPreview,EditEmailOptions)


IfanOutboxorDraftsfolderisopenedthenGeneralEmailCenterToolbarconsistsof:

NewMessage,Print,Refresh,Delete,Relink/Unlink,Send,Sendall,ReSend,ReQueueandActions(whichisa dropdownbuttonwiththefollowingfunctions:SetupEmailrules,CustomizeEmailtemplates,Setup Distributionlists,SyncContact,ShowPreview,EditEmailOptions)


IfaSentsubfolderisopenedthenGeneralEmailCenterToolbarconsistsof:

NewMessage,Print,Refresh,Delete,Forward,Fileit(withitsoptions)Relink/Unlink,ReSend,ReQueueand Actions(whichisadropdownbuttonwiththefollowingfunctions:SetupEmailrules,CustomizeEmail templates,SetupDistributionlists,SyncContact,ShowPreview,EditEmailOptions) Dependingontheactionbeingperformed,thefollowingcommandsareavailableintheGeneralToolbar:

Command
NewMessage Relink/Unlink Print Refresh Delete Stop SetupEmailRules CustomizeEmailTemplates SetupDistributionLists Send SendAll ReSend ReQueue

Description
CreatesanewmessageintheEditEmailwindow,orcreateanewmailsubfolder. Linksfilestoorunlinkfilesfromcontacts. Printsthecurrentlyselectedmessage. Refreshesthecontentsoftheemaillist. Deletesthecurrentlyselectedmessage. Stopsanycurrentretrievalprocess. SetsupEmailrules. Createsandeditsemailtemplates,intheDocumentManagementCenter. CreatesandeditDistributionLists. Sendstheselectedmessage. Sendalloutboxmessages. Resendstheselectedmessage. OpenstheselectedmessageintheEditEmailwindowandaddtothequeueinthe Outbox.

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Command
Reply ReplytoAll Forward MarkasRead File

Description
OpensareplytothesenderusingtheEditEmailwindow. OpensareplytothesenderandallrecipientsintheEditEmailwindow. Forwardsthecurrentlyselectedmessagetoanewrecipient. Markscurrentlyselectedmessageasread. Selectsafilingmethodfortheselectedmessagefromthedropdownmenu
Fileit.OpenstheCompleteandEmaildialogboxes. FastFile.FilestheselectedmessageinyourFiledfolderandinthelinked

contact'sHistorytab.
Fileto.Savestheselectedmessagedirectlytoafiledfolderorsubfolder. Actions

OpensthelistofactionssuchasEmail,Messageandsoon.

The Edit E-mail Toolbar


TheEditEmailToolbarispresentwhentheEditEmailwindowisactive.Itcontainsbuttonsandmenususefulwhen creatingandeditingemailmessages.

Symbol

Description
Send the selected message immediately.

Queue the selected message in the Outbox

Select from the drop-down menu

Save as Draft Save as Draft Continue Editing

Save the selected message to the Drafts folder and close Save the selected message to the Drafts folder and leave open for editing Browse for files to attach to the selected message Sign with Digital ID

Do Not Encrypt Encrypt Using GoldMine Encrypt Using Digital ID

Send messages without encryption Send messages with GoldMine encryption Send messages encrypted with Digital ID Spell check selected message

Save the selected message as an HTML or text file

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Symbol

Description
Print the selected message Cut selection Copy selection

Paste selection

Local Menus
UsetheEmailCenterlocalmenu(alsocalledashortcutmenu)toaccesscommandsintheselectedbrowsewindow,tab,or pane.

1. Rightclickinthewindow,tab,orpaneyouareworkingin. 2. Selecttheactionfromthemenu. 3. UseGoldMinesEmailCentertoview,organize,andsendyourqueuedInternetemails. UseGoldMinesEmailCentertoview,organize,andsendyourqueuedInternetemails.

Configuring the E-mail Center


UseGoldMineforyouremailbyacquiringanemailaccountandsettingupyoursystemtoaccesstheInternetemail account.Aftersetup,configuresettingsto:
Formatoutgoingmessages. Handleincomingmessages. AddInternetemailaccounts. CustomizetheGoldMinesEmailCenter. DefineadvancedsettingstoapplygloballytotheEmailCenter,existingattachmentfiles,messageoperations,anddata

importedfromaWorldWideWeb(www)site. ForinformationaboutconfiguringGoldMineforsendingandretrievinginternetemail,seeSettingEmailAccount Propertiesonpage89.

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Setting E-mail Account Properties


DefinepropertiesforindividualInternetemailaccountswhenselectingNeworEditfromtheAccountstaboftheInternet Preferenceswindow.TheEmailAccountPropertiesdialogboxopens. 1. OntheInternetPreferencesAccountstab,highlighttheaccountyouarechangingandclickEdit;orclickNewtocreate anewaccount. TheEmailAccountPropertiesdialogboxopens. 2. IntheAccountNamefield,typeadescriptivenamefortheaccounttoappearontheEmailCenter>Accountstab. 3. SelectShowtheaccountintheEmailCentertodisplaytheaccountintheEmailCenter.Fortheaccounttonotappear intheEmailCenter,cleartheoption. 4. IntheGettingMailarea,configure: Emailretrievalprotocol.Chooseeither: POP3 IMAP
Server.Thenameofthemailserverretrievingyourmail.Forexample,thestructureoftheentrymightlooklike

mail.somewhere.com.Typically,thesameserverisusedforoutgoingprotocolSMTPandretrievalprotocolsPOP3 orIMAP.Ifyoudonotknowthecorrectentryforthisfield,contactyourInternetserviceprovider.

NOTE:POP3,orPostOfficeProtocolversion3,andIMAP,orInternetMessageAccessProtocol,aresystems
forretrievingemail.
Username.ThenameyouusetologintoyourInternetmailserver.Typeonlyyouruseraccountname,notyour

entireemailaddress. Password.ThepasswordyouusetologintoyourInternetmailserver.Whenyoutypethepasswordintothefield, eachcharacterappearsasasterisks(*). Autoretrieve.SelectAutoretrieveforGoldMinetoautomaticallyconnectwithyourPOP3orIMAPmailserverfor theselectedaccountandcheckfornewmail.Theintervalforcheckingtheaccountisdefinedgloballyinthe Retrievaltab.GoldMinechecksfornewmailinallaccountswiththisoption. Autodelete.SelectAutodeletetoremovemessagesfromtheInternetmailserveraftertheyhavebeenretrieved. Useencryptedconnection(SSL).Selectthischeckboxtouseasecureconnection.Thisensurestheprivacyofthe connectionbetweenyouraccountandtheserver.ImplementingSSLdoesnotverifytheidentityofyouraccountor theemailserver,butdoespreventthirdpartiesfromlisteningorrecordingmessagessentbetweenthem.

NOTE:SelectingUseencryptedconnection(SSL)changesportnumbersontheserverside.Serversusually
havededicatedportsforsecureconnections.
Port.TypeanynonstandardportaddresstothePOP3orIMAPserverfortheselectedaccount.Thisoptionallows

greaterflexibilityinsettingupanonstandardserver.ThedefaultPOP3Portvalueis110.ThedefaultIMAPPort valueis143.Typically,thisentryshouldnotbechanged.However,ifyouraccountusesanonstandardPOP3or IMAPserverconfigurationrequiringadifferentportentry,contactyournetworkadministratororInternetservice provider. 5. IntheAuthenticationarea,configurethewayyourPOP3orIMAPserverrecognizesandauthenticatesyouraccount andpassword.Theselectionsare: Login NTLM CRAMMD5 Plain None

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6. IntheSendingMailarea,configure: SMTPserver.Typethenameofthemailserversendingyourmail.Forexample:mail.somewhere.com.Typically, thesameserverisusedforbothSMTPandPOP3orIMAP.Ifyoudonotknowthecorrectentryforthisfield, contactyourInternetserviceproviderornetworkadministrator.

NOTE:SMTP,orSimpleMailTransportProtocol,isasystemforsendingmail.
Yourreturnaddress.TypeyourInternetaddress.ThisistypicallyacombinationofyourInternetusernameand

servername.Forexample,johndoe@somewhere.com. 7. IntheAuthenticationarea,configurethewayyourSMTPserverrecognizesandauthenticatesyouraccountand password. Usesignaturefile.Attachasignaturefile(atextfilecontaininginformationaboutyou,yourorganization, telephonenumberquotations,andsoon)toaccountmessages.SelectUsesignaturefileandbrowsetothefile location. 8. ClicktheAdvancedOptionsbuttontosetspecialoptionsforthePOPandSMTPserver. 9. SelectOKtoreturntotheAccountstaboftheInternetPreferenceswindow.

Configuring Your Computer to Access Your ISP


IfyourcomputerisconnectedtoaLANorotherhighspeedinternetconnection,youneedonlysetaccountpropertiesin GoldMinetoaccessemailandotherInternetbasedfeatures. UsethefollowingproceduretocreateanewnetworkconnectioninMicrosoftWindows. 1. Fromthedesktop,selectStart>Programs>Accessories>Communications>NetworkConnections. TheNetworkConnectionsdialogboxopens. 2. AttheNetworkTasksmenu,clickCreateanewconnection. 3. AttheNewConnectionWizardwelcomescreen,followtheonscreeninstructionstocreateanewhighspeedordialup connection. FormoreinformationaboutconfiguringWindowsnetworkingfunctions,seeMicrosoftWindowsHelp.

NOTE:DefaultmodemanddialingpropertiesinWindowsaresetupinthePhoneandModemOptions
ControlPanel.However,selectspecialmodemanddialingsettingsforuseonlywithGoldMineintheOptions dialogboxundertheTelephonytab.

Replying to an Activity
UsetheReplytoanactivitydialogboxtodeterminehowactivityinformationisrecordedwhenreplyingtoauser'semail. Usethefollowingproceduretoreplytoanactivity. 1. AtthePendingtab,rightclickonalistedactivityandselectReply. TheReplytoanactivitydialogboxopens.

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2. Selectoneofthefollowingradiobuttons: Fileinhistory.Thisbuttondeletestheactivityandcreatesarecordoftheoutgoingemailmessageonthecurrenttab. ItcreatesahistoryrecordoftheactivityandaddsarecordoftheoutgoingemailmessageontheHistorytab. Deletetheactivity.Thisbuttondeletestheactivityfromthecurrenttabandcreatesarecordoftheoutgoingemail messageonthecurrenttabandtheHistorytab. RetainintheInBox.Thisbuttonleavestheactivityonthecurrenttabandcreatesarecordoftheoutgoingemail messageontheHistorytab. SelectCarryovernotestokeepnoteswiththeactivityrecord. 3. ClickReply. TheEditEmailwindowopenswiththemessageaddressedtotheGoldMineuserwhocreatedtheactivity. 4. EditthemessageasneededandthenclickSend.

Spell-Checking E-mail
UsetheEmailCentertocheckthespellinginthemessage,improveprofessionalpresentation,andcustomizethespell checker. OpentheUserOptions>Spelltabdialogboxforbasiccustomization;formoreinformation.seeSettingOptionsforthe SpellerTabonpage37. However,youcancustomizethespellerasyouwork,addingwordsandcreatingindividualorcompanydictionaries.For moreinformation,seeCreatingDictionariesonpage92. 1. Aftercreatingyouremail,clickCheckSpellingbuttonontheEmailCentertoolbar. TheCheckSpellingdialogboxopens. ThequestionablewordappearsintheNotinDictionaryfield. SuggestionsarelistedintheSuggestionslist.ThewordsdisplayedarebasedontheoptionsselectedontheSpellertab.

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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,typearevisedversionofthewordintheNotinDictionaryfield.IgnorechangestoUndo edit. ClickingUndoeditreturnstheeditedwordtotheoriginalform. 4. UsetheCheckSpellingdialogboxtochangetheOptionsandDictionaries. 5. SelectUndoifyoumadechangestoadocumentwithIgnoreorChangeandwanttoundothechanges. TheUndobuttontakesyoubackonewordatatime. 6. ClickCanceltostopthespellcheckerandclosethewindow.

Creating Dictionaries
UsetheGoldMinespellcheckertoconfigureandcustomizethedictionaryforeachuser.Addwords,importfiles,and changetheactiononindividualwords. Usethefollowingproceduretocreatedictionaries. 1. SelectTools>OptionsandthenselecttheSpellertab. 2. ClickSetupDictionaries.TheDictionariesdialogboxopens.

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3. Selectfromthefollowingoptionsasneeded. TheWordstextboxletsyouaddawordoreditthehighlightedwordfromthetextbox.Thetextboxlistingdisplaysthe wordsintheFiles.tlxfile.


Toaddaword,typethewordandthenclickAddWord. Toeditaword,highlighttheword,typethecorrectionandclickAddWord. Totypecasevariationsonaword,attheOtherwordfield,typeinthewordandthenclickAddWord.

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) Toapplyanactiontoaword:
HighlightthewordintheWordstextboxlisting. SelecttheactionfromtheActiondropdownlist. ClickAddWord.Theactionyouselectedappliestothatword. TheFilesdropdownlistdisplaysavailablecustom.tlxdictionaries. ClickAddFiletobrowsetoother.tlxfiles.

NOTE:The.tlxfilesstoreinuserfoldersintheSpellerfolderofthemainGoldMinedirectory.
8. Tocreateanewdictionary,clickNewFile. A.tlxfileiscreated,andtheNewDictionarydialogboxappears. TypethenewFileName.SelecttheLanguagefromthedropdownlistandclickOK. 9. ClickRemoveFiletodeletethecurrent.tlxfile. 10. ClickClosetosavethesettings.

Retrieving Internet E-mail


ToretrieveInternetemailwithinGoldMineusingadialupInternetServiceProvider(ISP),youmustuseaISPwithtrue Internetmailaccess.Internetaccessprovidedbymostcommercialonlineservices,suchasCompuServeandMicrosoft Network,willnotworkwiththeGoldMineInternetemailfeature.YoumustconfigureWindowsfordialupnetworkingto connecttoyourISP.

NOTE:ForassistancewithsettingupWindowstocommunicatewithyourInternetserviceprovider,contact
yourserviceprovider. Youcanretrieveemailtwoways:ManuallyorAutomatically.

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Retrieve E-mail Manually


ThedefaultconfigurationinWindowsrequiresmanualdialing. 1. 2. 3. 4. 5. FromtheMicrosoftWindowsstatusbar,clickStart. SelectPrograms>Accessories>DialupNetworking. IntheDialUpNetworkingwindow,doubleclicktheiconforyourserviceprovider. IntheConnectTowindow,ensureallsettingsarecorrect,thenselectConnect. Afteryourcomputerconnectssuccessfully,startorswitchtoGoldMine,thenretrieveInternetemail.

Retrieve E-mail Automatically


YourInternetPreferencesmustbeconfiguredproperlyintheUser'sPreferences.UsingtheMicrosoftInternetExplorer,you canconfigureWindowstoautomaticallydialyourISPwhenyouretrieveInternetemail.Thedefaultconfigurationin Windowsrequiresmanualdialing. 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. 5. ReadandprocessyouremailwhileconnectedonlineormoveittoyourGoldMineInboxanddisconnectfromyoure mailserver.ToreademailintheEmailCenter,doubleclickthemessage.

NOTE:WhenyoumovemessagesfromOnlinetoInbox,theAttachEmailtoContactdialogboxappears.
Selecthowtolinkmessagestocontacts. 6. Toprocessthemessage,rightclickthemessageintheEmailre:fieldandselectActions. 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.

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11. ConfigureemailsettingsbyselectingTools>Options. TheUser'sOptionsdialogopens.SelecttheEmailtab. 12. Afteremailoptionshavebeenset,retrieveinternetorOutlookemailmessagesmanuallyorautomaticallyintheE mailCenter. SelectGoTo>Mail. TheEmailCenteropens. 13. IntheviewwindowoftheNavigationPane,clickanaccountinyourOnlinefoldertocheckinternetemail,oropenthe OutlookfoldertomanageOutlookmessages.

Linking E-mail Messages to Contacts


YoucanattachemailmessagestocontactsusingtheAttachEmailtoContactdialogbox. 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.

Reading E-mail
TheEmailReaderwindowistheprimarywayyouworkwithindividualemailmessages.Usethefollowingprocedureto readanemail. 1. LaunchtheEmailReaderbydoubleclickingamessageintheEmailCenterorthecontact. 2. OntheRetrievaltaboftheInternetPreferencesdialogbox,selectOpen'ReadEmaildialog. GoldMineopensyouremailuponretrieval. 3. TheEmailReaderwindowdisplaysthefullmessagewithselectedheaderinformation.Usethetoolbarorrightclick themessagebodyandselectanoptionfromthelocalmenu.

NOTE:GoldMinedecodesanddisplaysemailmessagesandattachmentscreatedintheMSRTF(RichText
Format)sentaswinmail.datfilesratherthandisplayingthemasattachments.Thiscreatessmoothinter operabilitybetweenOutlookmessagescreatedinOutlookandGoldMine.

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Using E-mail Templates


AftercreatinganemailtemplateintheDocumentManagementCenter,selectitwhencreatinganemail.Forinformation oncreatinganemailtemplate,seeCreatingEmailTemplatesonpage127. 1. SelectActions>Email,orSchedule>GoldMineEmail. 2. FromtheEMailCenter,clickNewMessageinthetoolbar. TheEditEmaildialogboxopens. 3. 4. 5. 6. AttheSubjectdropdownlist.selectthetemplate. Toselectthetemplateofanotheruser,clickSelectTemplateUser. Editthemessageasneeded. ClickSendtosendthemessageimmediatelyorQueuetoqueueitforsendingatthetimesdefinedintheServerAgents Administrator.

Configuring Sending and Retrieving E-mail in the Server Agents Administrator


UsetheServerAgentsAdministratortosendqueuedemailandretrievedemailfromtheemailserveronthedaysand timesspecified. 1. SelectTools>Services>ManageServerAgents. TheServerAgentsAdministratordialogboxopens. 2. ClicktheSend/RetrieveEmailstab. 3. IfallowingonlyoneusertosendanretrieveemailusingtheServerAgent,selecttheuserinthedropdownlistinthe User'sSettingsarea. 4. ToallowotheruserstousetheServerAgentcapability,selectApplytootherusers. ThisenablestheSelectUsersbutton. 5. ClickSelectUserstoselectoneormoreusersorusergroups. 6. IntheActivePeriodarea,selectthedaysoftheweektheagentwillbeactive. 7. Typeorselecttheactivetimeperiodforeachdayfromthedropdownmenu.

NOTE:Becausethetimesaresetonadailybasis,theearliesttimeis12:00A.M.andthelatestis11:59P.M. Thelatesttimecannotbe12:00A.M.Whensettingthetimes,considerthefullrangeofServerAgentsyou arerunningandwhatactivitiescantakeplaceafterregularbusinesshours.Insomecases,youmightneedto selectonescenariooveranother.Forexample,youmightnotwanttosendqueuedemailuntilafterhours, butyoudowanttoretrieveemailthroughouttheday.


8. IntheFrequencyarea,typeorselectthenumberofday(s),hour(s),minute(s)GoldMinewaitsbeforeinitiatingthe operation. Theminimumamountoftimeis5minutes. 9. ClickOK.

NOTE:YoumuststarttheServerAgentstobeginprocessing.

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Creating E-mail Rules


Createrulessettospecifyconditionsandactionsforhandlingemail.Forexample,useemailrulestofilterincoming messages,minimizingtheamountofunwantedemail. 1. IntheEmailCenter,rightclickandselectOptions>SetupEmailrulesorclickSetupEmailRulesfromthetoolbar.

TheEmailRulesCenterwelcomepageappears.ClickOK.

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2. RightclicktheleftpaneandselectNewRuleSet. TheEmailRulesWizardopens.

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3. Typeanameinthetextbox. 4. Toapplytherulestodifferenttypesofmessages,selectfromIncomingEmail,OutgoingEmailorIncomingand Outgoing,andthenclickNext.

5. AttheEmailRulesWizard:Conditionpage,selectoneofthefollowingandclickNext: SelectALLofthefollowingconditionsmustbetrue. ANYONEofthefollowingconditionsbetrue. Todeleteaselectedrulecondition,clickDelete. 6. Todefineorchangeacondition,clickNeworEdit.

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TheEmailRule:Conditiondialogboxopens.
AttheMailFieldfield,selectamailfieldsuchasFrom,To,CC,andsoon. AttheLogicalConditionfield,selectalogicalconditionsuchasContains,Equalto,NotEqual,toandsoon. AttheValuefield,typeinthevalue.

TheValuedependsonwhatMailFieldfieldandLogicalConditionareused.Forexample,iftheMailFieldfieldisset toFromandLogicalConditionissettoContainsthenintheValuefieldyoucansetanypartoftheEmailaddressof thesender. 7. ClickNexttodefinetheActions,orclickFinishifthiscompletestherule.

8. AttheEmailRules:Actionspageselectanaction. Tocreateanewrule,clickNew.

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Selecttheactionyouneedandcompletefieldsasneeded. Toeditarule,selecttherule,clickEdit,andthenmakethechanges. Todeletearule,selecttheruleandclickDelete.

Formoreinformation,seeAboutEmailRulesActionsonpage101. 9. Afterconfiguringactions,clickFinish. GoldMineaddstheruletotheselectedruleset.Thenameoftheruleappearsintheleftpaneundertheruleset.The selectedconditionsandactionsoftherulesetappearintherightpane.

About E-mail Rules Actions


TheactionsyousetintheEmailrulesdeterminewhathappenstotheemailafterconditionsaremet. 1. TheEmailRules:Actionsdialogboxappearsafteryouconfigureemailruleconditions. ActiononMail:Inthedropdownlist,selecttheoperationGoldMinewillperformupondetectingamessagewith thespecifiedconditionssuchasMovetoinboxorDeleteAttachments. AdditionalFieldsorOptions:ProvidesadditionalinformationnecessaryforGoldMinetocompletetheoperation. Forexample,ifyouselectedMovetoinboxastheActiononMail,selectthesubfolderofyourinboxwhere GoldMinewillplacethemessagesthatmeetthecondition(s).

NOTE:AdditionalfieldsandoptionsbelowtheActiononMailfieldonlyappearwhenvaluesareneededto completetheaction.Forexample,ifyouselectedDeleteAttachmentsastheActiononMail,GoldMine needsnofurtherinformationtoprocessthisrequest,sotheadditionalfieldsdonotappear.


2. ClickOKtoentertheruleinthebrowsewindowoftheActionsscreen.Toaddanotheraction,clickNew.Tochangea selectedaction,clickEdit. 3. ClickFinish.GoldMineaddstheruletotheselectedruleset.Thenameoftheruleappearsintheleftpaneunderthe ruleset.Theselectedcondition(s)andaction(s)oftherulesetappearintherightpane.

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Creating Distribution Lists


UsethefollowingproceduretocreatecustomemailDistributionListsofcontacts,users,andmanualemailaddresses. 1. IntheEmailCenter,rightclickandselectOptions>SetupDistributionLists. TheDistributionListCenteropens. 2. RightclicktheupperrightpaneandselectNewDistributionList. 3. TypeadescriptivenameforthelistandpressEnter. 4. Rightclickthenewdistributionlistandselectoneofthefollowingoptions: AddContact.AddacontactfromtheContactSearchCenter. AddContactsEmail.AddacontactfromtheContactSearchCenterandspecifytheemailaddress. AddUser.Addauserorusergroup. AddManualEmailaddress.Selectortypetheemailaddress. YoucanaddmorethanonerecipienttotheDistributionlist.

Using the Document Management QuickStart Wizard


GoldMinePlusforMicrosoftOfficeisinstalledduringthemainGoldMineapplicationinstallation.Itcanalsobeinstalled independentlybyusingtheAdd/RemoveProgramsWindowscontrolpanel. GoldMinePlusforAdobeAcrobatisinstalledfromitsowninstaller.Formoreinformationaboutinstallingandusing GoldMinePlusforAdobeAcrobat,refertotheGMAcrobatLink.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
IfyouandyourcontactusedigitalIDstoverifysignaturesandsendencryptedemailmessages,youcanuseGoldMineto configureyourInternetEmailOptions. YourdigitalID,alsoknownasadigitalcertificate,isafilesentwithanemailmessageidentifyingyouastheauthentic sender.DigitalIDcertificatesarefilesissuedbyacertifiedsecurityauthoritysuchasVeriSign,Inc.,orfromyourMicrosoft ExchangeServeradministrator.DigitalIDshaveanexpirationdateandmustberenewedperiodicallytoremainvalid.A digitalIDtypicallycontains:
Yournameandemailaddressasadigitalsignature Yourpublickey Expirationdateofthepublickey

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NameoftheCertificationAuthority(CA)whoissuedyourDigitalID SerialnumberoftheDigitalID DigitalsignatureoftheCA

Using Digital IDs


Adigitalsignatureprovidessecuritybyverifyingthemessageoriginatedfromaspecificpersonandthatthemessagehas notbeenaltered.AdigitalIDalsoworksasamessageencryptionmethod.DigitalIDencryptionscramblesamessagewitha recipientspecificalgorithm.

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.

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Using Digital IDs in GoldMine


ConfiguringContacts'DigitalIDs.Importsacontact'sdigitalIDintothecontactrecord.SeeSettingDigitalIDsin

ContactDetailsonpage104.
ConfiguringGoldMineUsers'DigitalIDs.ImportsyourdigitalIDintoGoldMine.Youdeterminethesignatureand

encryptionsettings.SeeToSetEmailOptionsontheSecurityTabonpage45.
SendingDigitallySignedEmailMessages.SendsamessagewithyourDigitalIDsignature.SeeSendingDigitallySigned

Emailonpage105.
SendingEncryptedEmailMessages.SendsindividualmessageswithadigitalIDsignatureorGoldMineencryption.See

SendingEncryptedEmailonpage104.
ReadingEmailMessagesSentwithDigitalIDs.Readingdigitallysigned,encrypted,orsignedandencryptedemail

messages.SeeReadingEmailSentwithDigitalIDsonpage105.

Setting Digital IDs in Contact Details


IfacontactusesadigitalIDwhensendingyouemail,configurethecontact'srecordwiththeIDinformation. 1. WiththecontactrecordactiveinGoldMine,selectEdit>RecordProperties>ContactDetails. 2. AttheContactDetailsdialogbox,selecttheDigitalIDstab. 3. ClickImporttoaddacontact'sdigitalIDfiletotheGoldMinecontactrecord. TheImportDigitalIDdialogboxopens. 4. 5. 6. 7. 8. 9. IntheFilenamefield,typeorbrowsetothe*.p7bor*.cercertificatefileyouareimporting. IntheNamefield,typethenametodisplay. ClickOKtoreturntotheDigitalIDstab. Toexportthefiletoanotherlocation,clickExport. Toreviewthecertificatedetails,clickView. ToremoveadigitalID,highlighttheIDandclickDelete.

Sending Encrypted E-mail


Protectemailmessageswithencryption.MessagesencryptedwithEncryptusingGoldMinecanonlybereadbyGoldMine userswiththecorrectpassword.MessagessentasEncryptusingDigitalIDcanonlybesentusingtherecipient'spublickey andcanonlybedecryptedandreadusingtherecipient'sprivatekey.
SendingEmailMessagesEncryptedUsingGoldMine(seepage104) SendingEmailMessagesEncryptedUsingDigitalID(seepage105)

ToautomaticallyencryptoutgoingmessageswithdigitalIDs,configureyoursettingsontheSecuritytabinyourInternet Preferences.UsetheEncryptMessagetoolbarbuttondropdownmenutoselectDonotEncryptandsendamessage withoutencryption.

Sending E-mail Messages Encrypted Using GoldMine


Youcanprotectemailmessageswithencryption.MessagesencryptedwithEncryptusingGoldMinecanbereadonlyby otherGoldMineuserswiththecorrectpassword. 1. Onthetoolbar,clicktheEncryptMessage button(ifyouarereadingamessageandwanttoencryptitbefore

sendingittootherGoldMineusersorfilingthemessage,automaticallyencryptusingGoldMine;otherwise,select EncryptusingGoldMine.TheEncryptionSettingsdialogboxopens. 2. SelectEncryptthemessage.

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3. InthePasswordfield,typethepasswordyouareusingonthemessage. 4. IntheEncryptionmodedropdownlist,selecttheencryptionlevel. 5. ClickOKtosaveyoursettings.

NOTE:OnlyuserswiththeproperpasswordandworkinginGoldMinecanopenthemessage. TIP:ToautomaticallyencryptoutgoingmessageswithdigitalIDs,configureyoursettingsontheSecuritytabinyour
InternetPreferences.UsetheEncryptMessagetoolbarbuttondropdownmenutoselectDonotEncryptandsenda messagewithoutencryption.

Sending E-mail Messages Encrypted Using Digital ID


WhenyouencryptamessageusingadigitalID,youmusthavethecontact/recipient'sdigitalIDconfiguredintheRecord Properties>ContactDetails.EncryptingamessagetoarecipientwithadigitalIDencryptsthemessageusingthe recipient'spublickey.Whenrecipientsreceivethemessage,theydecryptsitusinghisorherprivatekey.Youcanconfigure yourInternetSecuritysettingstoautomaticallyencryptalloutgoingmessageswithaDigitalID. 1. Onthetoolbar,clicktheEncryptMessagedropdownarrow Theoutgoingmessagewillbesentencrypted. 2. IfaDigitalIDisnotconfiguredforthecontact,awarningboxstatesGoldMinecannotencryptthemessage. ClickOKtoreturntotheunsentmessagewindow. Configurethecontact'sDigitalIDorremovetheencryptionfromthemessagebyclickingtheEncryptMessage dropdownarrowandtogglingtheEncryptusingDigitalIDoptionoff. buttonandselectEncryptusingDigitalID.

Sending Digitally Signed E-mail


Whendigitallysigningamessage,youmusthaveadigitalIDconfiguredinGoldMine(seeToSetEmailOptionsonthe SecurityTabonpage45).ThedigitalsignaturecontainsyourprivatekeyandconfirmsfortherecipientyourFromaddress matchesthesignature.ConfigureyourInternetSecuritysettingstoautomaticallysignalloutgoingmessageswithyour digitalID. Onthetoolbar,clicktheSignwithDigitalID button.Yourdigitalsignatureisaddedtotheoutgoingmessage.

Reading E-mail Sent with Digital IDs


ReceiveemailmessagesdigitallysignedandencryptedfromnonGoldMineusers.SendersmusthaveaDigitalIDfroma validCertificateAuthoritybeforetheycansendyouasignedemail.Tosendyouanencryptedemailmessage,senders musthaveyourDigitalIDpublickeyfromavalidCertificateAuthority.Whenreceivingthemessage,GoldMineasksyoufor yourpasswordinthePrivateKeyPassworddialogbox.

NOTE:WindowsCertificatesmustbeimportedbeforebeingabletodecryptemails.Formoreinformation, seeImportWindowsCertificatestoDecryptEmailsonpage46.
SignedIconinInbox SignedwithaDigitalID.Whenreceivingadigitallysignedmessage,themessage includesthesender'sdigitalsignatureandpublickey. Whenthemessagesignatureisverified,theInboxdisplaysasignatureiconnext tothemessage.Whenyouopenthemessage,youarenotifiedifthesignatureis verifiedorifthesignatureverificationfailed. Encrypted.Whenreceivingadigitallyencryptedmessage,themessagewas encryptedwithyourpublickey(suppliedtothesenderatanearliertime).The messageisdecryptedusingyourprivatekeyYouareaskedtosupplythe passwordtoyourprivatekeytoreadthemessage.

EncryptedIconinInbox

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SignedandEncryptedIcon SignedandEncrypted.Whenreceivingadigitallysignedandencrypted inInbox message,themessageincludesthesender'sdigitalsignatureandamessage encryptedwithyourpublickey(suppliedtothesenderatanearliertime). Themessagesignatureisverifiedandthemessagedecryptedusingyourprivate key(configuredinGoldMine).Youareaskedtosupplythepasswordtoyour privatekeyinordertoreadthemessage. SignatureVerifiedBanneronMessage

FailedEncryptedand SignedIconinInbox

SignatureVerificationFailedBanneronMessage

Reasonssignaturescanfail.
Thesenderandsignaturedonotmatch. Thedigitalsignatureisexpired. TheCertificateAuthorityisnotconfiguredinGoldMine.

About the Literature Fulfillment Center


UsetheLiteratureFulfillmentCentertomanageandtrackbrochures,pricelists,andotherpublicationssenttoyour contacts. TheLiteratureFulfillmentCenterstoresandprocessesliteraturerequestsinoneeasytoviewandmanagelocation.New publicationscanbeaddedtoalistforotheruserstoselectfortheircontacts.

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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. 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.FormoreinformationonMailMergeproperties,see UsingMailMergeProperties(Printing)onpage84.

Queued Documents Local Menu


Refresh.RefreshtheLiteratureList. RefreshAll.Refresheverythingintheleftpane. PrintedDocuments.Documentsandliteraturerequestsyoufulfilled.RightclickPrintedDocumentstoaccessthe

localmenu.
Refresh.RefreshtheLiteratureList. RefreshAll.Refresheverythingintheleftpane. Expand.Expandthedateoptions. PurgeAll.DeleteallinformationfromthePrintedDocumentslist.

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Adding Documents to the Literature Fulfillment Center


AddanexistingpublicationorfiletotheLiteratureList. 1. SelectGoTo>Literature. 2. AttheLiteratureFulfillmentCenter,highlightLiteratureListintheleftpaneandrightclickandselectNewfromthe localmenu. TheLiteraturedialogboxopens.

3. IntheOutputTodropdownlistyoucanselectoneofthefollowing: Stock.Literaturethatisprintedandavailableasshelvedstock. Printer.Literaturethatistobeprintedfromafile. FAX.Literaturethatistobesentviafax. 4. IntheTypefield,typeorselecttheliteraturetypefromtheF2Lookuplist. 5. IntheDescriptionfield,typeorselectabriefdescriptionoftheliteraturefromtheF2Lookuplist. 6. ClickOK.

Editing Documents in the Literature Fulfillment Center


1. SelectGoTo>Literature. 2. AttheLiteratureFulfillmentCenter,highlightLiteratureListintheleftpane. Thedocumentsarelistedintheupperrightpane. 3. RightclickthedocumenttoeditandselectEditfromthelocalmenu.TheLiteraturedialogboxopens. 4. IntheOutputTodropdownlist,selectone: Stock.Printedliteratureavailableasshelvedstock. Printer.Literaturetoprintfromafile.SelectthefilepathandclickEdittomakechanges. FAX.Literaturetofax.SelectthefilepathneededandclickEdittomakechanges. 5. IntheTypefield,typeorselecttheliteraturetypefromtheF2Lookuplist. 6. IntheDescriptionfield,typeorselectabriefdescriptionoftheliteraturefromtheF2Lookuplist. 7. ClickOK.

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Fulfilling or Rejecting Scheduled Literature Requests


WhenaLiteratureRequestisassignedtoyou,therequestappearsonyourcalendarasLitintheTaskpane.Tofulfillor rejecttherequest,opentheLiteratureFulfillmentCenter. 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.

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. TheRejectionofQueuedDocumentdialogboxopens.TypeorselectthereasonintheF2Lookuplist. FulfilledrequestsarewrittentotheHistorytab;therequestappearsinthePrintedDocumentsareaoftheLiterature FulfillmentCenter.

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Editing Scheduled Literature Requests


UsethisproceduretoeditaLiteratureRequestassignedtoyou. SelectGoTo>LiteratureFulfillment. AttheLiteratureFulfillmentCenter,selectyournameintheUserdropdownlisttoviewrequestsassignedtoyou. SelecttheLiteratureRequestsdateordaterangefortherequesttoacton.Theliteraturerequestappearsintheupper rightpane. 5. Highlighttheliteraturerequest,rightclick,andselectEdit. TheScheduleaLiteratureRequestdialogboxappears. 1. 2. 3. 4.

Customizing Auto-dialer Settings


Withtheadventofmultipleareacodesinmetropolitanareasandtelephonedialingcapabilitiesincomputers,GoldMine developedamethodfordifferentiatingbetweenlocalandlongdistancecalls,lettingGoldMineusersdialthephoneusing themodeminacomputerwithoutenteringspecialdialingcodes. Ausercreated,configurationsettingsfilecalledpredial.inithatisplacedintheGoldMinefolderhandlesthedifferentiation betweenlocalandlongdistancecalls.Thefileconsistsoffoursections:[City],[Prefix],[Suffix],and[PBX].Eachsectionis scannedinthelistedorderuntilamatchisfound.Thisterminatesthesearch,andGoldMineusesthevaluesfoundtodial thephoneignoringsettingsinlowersectionsofthepredial.ini.Theexceptionisthe[Suffix]section;GoldMinechecksthis sectionforamatch,thusterminatingthesearchwhenamatchisfound. Setautodialertorecognizedifferingtelephonenumbertypes,prefixes,andsuffixesbycreatinganExceptionListina predial.inifile.AnexceptionlistprovidesasetofconditionsGoldMinecheckswhenprocessingtelephonenumbers formattedforNorthAmerica.Forexample,youmightneedtosetupyourautodialertorecognizedifferenttypesof telephonenumbers,suchaslocalandlongdistance.Uponfindingamatchtospecifiedconditions,GoldMineprocesses telephonenumbersaccordingtotheformattingenteredforthecondition.

NOTE:SeeTechnicalDocument387,UsingandSettingupGoldMinesPREDIAL.INIforSpecialDialing
Needsathttp://support.frontrange.com.

Making and Answering Calls with SoftPhone


SoftPhoneintegrationwithGoldMineusesSIP(SessionInitiationProtocol)andVoIP(VoiceoverIP)technologytoplaceand answercontactcalls.TheSIPProxy(notincludedwithGoldMine)mustbeconfiguredanditsfunctionalityverifiedbyan administrator.TheadministratorcanthenconfigureGoldMinetomakeandreceivecallsthroughtheSIPProxyServerby settingSoftPhonepreferences.

NOTE:Foradministrators:IfaSIPProxyServerisbeingunusedintheenvironment,edituserpropertiesto
removeLaunchSoftPhonefromtheGoldMinemenu.Thisavoidsattemptstocallthroughthisfeaturewhen aSIPProxyServerisnotpresent. IMPORTANT:YoucanrecordphonecallsthroughtheuseoftheLicensedSoftware.Thelawon recordingphonecallsvariesfromcountrytocountryandstatetostate.FrontRangerecommends thatyouinformtheotherpartyorpartiestoyourphonecallthatyouarerecordingtheir conversation.However,itisyourresponsibilitytocomplywithallapplicablelawsandregulationsin youruseoftheLicensedSoftware.Youagreetoabidebyallapplicablecommunication,privacyand similarrules,directivesandotherlawsinyouruseoftheLicensedSoftware.Innoeventwill FrontRangebeliableforanyactionorinactiononyourpartwhichleadstoorcausesyoutobreakthe law.

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Data Maintenance and Management


Overview
GoldMine'sextensivefeaturesetletsyousharedatabetweenGoldMineandotherapplications,togloballyreplacefield data,andtomonitorrunningprocesses. MaintainingthedatainyourGoldMinedatabaseensuresthehighestperformanceforyoursystemandthemosteffective useofinformation.GoldMineisequippedwithmanyfeaturestohelpmaintainyoursystem.

About Contact Set Databases


UsetheContactSetDatabasesdialogboxtocreate,attach,delete,andeditcontactdatabaseproperties.Toopenthe ContactSetDatabasesdialogbox,usethefollowingprocedure. 1. SelectTools>Databases>OpenDatabase. TheContactSetDatabasesdialogboxopens.ThecurrentlyattachedContactSetdatabasesdisplayinthedatabaselist storedintheSPFilestable.Thebuttonsareexplainedbelow:
New.LaunchestheDatabaseWizard.Createanewdatabase.SeeDataMaintenanceandManagementonpage

111.
Attach.OpenstheContactSetProfiledialogbox.AttachadatabasetotheContactSetlisting.SeeDefiningContact

SetProfilesonpage112.
Delete.Deletesthehighlighteddatabase. Properties.OpenstheContactSetProfiledialogbox.Editpropertiesofanexistingdatabase.SeeDefiningContact

SetProfilesonpage112.
Open.OpensthehighlighteddatabaseinGoldMine.SeeOpeningDatabasesonpage112. Close.ClosestheContactSetDatabasesdialogbox.

2. Ifyourightclickthedatabaselistwithadatabasehighlighted,selectOpen,AttachDatabase,New,Delete,and Propertiesoptions,andalsoselect: MaintainDatabase.LaunchestheMaintenanceWizard.SeeAboutMaintainingDatabasesonpage117. Find.SearchesforwordsintheDescription,Access,andDatabase/Locationfields. Outputto.OutputtheContactSetlisttotheprinterinaGoldMineReportformat,Word,Excel,ortheclipboard.

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Defining Contact Set Profiles


TheContactSetProfilesdialogboxappearswheneditingthePropertiesorAttachingDatabases.Youcansetthedescription andpath,ownershipandaccess,andtheSQLlogininformation. Usethefollowingproceduretodefinecontactsetprofiles. 1. SelectTools>Databases>OpenDatabase. TheContactSetDatabasesdialogboxopens. 2. HighlightthedatabaseandclickPropertiestoeditanexistingdatabase,orclickAttachtoaddadatabasetotheContact SetDatabaselist.TheContactSetProfilesdialogboxopens. 3. IntheContactSetarea,typetheDescriptioninthefield. 4. TypethethreeletterFileCode. ThisisauniquecodeusedtoidentifyadatabaseamongmultipledatabaseswhenGoldMinesynchronizes.

NOTE:TheFileCodeisrequiredforsynchronization.
5. TheServerTypedropdownlistdisplaysthetypeofdatabase(fixed;youcannotaddorchangeanentryinthisfield). 6. SelecttheappropriateAliasfromthedropdownlist(displaysknownaliases;autopopulatedbasedonDatabase ConnectionsManager). 7. IntheOwnertextbox,retainthedefaultdboortypetheownerofaSQLdatabase. 8. IntheGoldMineFileOwnership&Accessarea,selectauserorusergroupfromtheGrantaccesstothisfilefordrop downlist,orleaveas(public).OnlytheowninguserorusergroupcanopenthisContactSet.

NOTE:UserswithMasterRightscanaccessallcontactdatabases,withoutregardtotheowner.
9. SelectGrantAccessfromthisGoldMinelicenseonlytoletonlythecurrentlyrunningGoldMinetoopenthedatabase.

NOTE:TypetheLogonnameandPasswordyouplacedontheSQLdatabase.
10. ClickOK.

Opening Databases
GoldMineletsyouhavemorethanoneContactSetdatabase.Forexample,departmentswithinyourcompanymightuse differentdatabases. 1. SelectTools>Databases>OpenDatabase. TheContactSetDatabasesdialogboxopens. 2. HighlightthedatabasetoopenandclickOpen.Thenewdatabaseopenswiththedatabasenameinthelowerleft corneroftheGoldMinestatusbar.

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About Creating Databases


UsetheDatabasesWizardtocreateadatabasefornewdataorrehostanexistingdatabasetoanewdatabase.Youcan createorrehosttheContactfilesand/ortheGoldMinefiles. TheContactfilescontainallthetablesrelatedtotheContactrecords;whenyoucreateanewdatabase,thedatabasename isaddedtotheContactSetDatabasesdialogbox.TheGoldMinefilescontainthesharedtablessuchasCalendar,Filters, Mailbox.Whenyoucreateanewdatabaseofanyofthesefiles,GoldMinedoesnotaddthedatabasenametotheContact SetDatabasesdialogbox. Rehostingcreatesanewdatabase,butcopiesorconvertsdatafromtheolddatabasetothenewonewithoutaffectingthe originaldatabase.TherehostingprocessconvertsdBASEtoSQL,lettinganorganizationsupportmultipleplatforms.

NOTE:ToencryptdatabasetrafficbetweenGoldMineandSQLServer,turnonForceProtocolEncryption
optioninthepropertiesoftheNativeClientConfigurationforSQLserver.Notethatfileattachmentsare transferredusingMicrosoftnetworkingfilesystemandmightnotbeencrypted.

Creating SQL Databases


CreatinganewSQLdatabaseisathreestageprocess.Createthe:
SQLdatabaseshell Alias DatabaseinGoldMine

NOTE:Followthestepsbelowtoinitiatetheprocess,orusetheDatabaseWizard.Fordetailedinformation, seeyourMicrosoftSQLdocumentation.
1. 2. 3. 4. 5. 6. FromtheWindowsStartmenu,selectPrograms>MicrosoftSQLServer>SQLServerManagerStudio. ExpandthefilesundertheConsoleRoottolocatethecorrectserver.ExpandtheservertolocateDatabases. RightclickDatabasesandselectNewDatabase.TheDatabasePropertiesdialogboxappears. IntheNametextbox,typethedatabasename. ClickOK.Thenewdatabasenowappearsinthedatabaselist. CreateanaliasforthedatabaseintheDatabaseConnectionsManager.

Using the Databases Wizard


UsetheDatabasesWizard tocreateanewdatabaseorcontactset.Thenewdatabasecanbecreatedaseitheracopyofthe currentlyactivedatabase,orasanemptydatabasecontainingthesamefieldsasthecurrentlyactivedatabase.Youcanalso copydatafromadBASEdatabase. 1. SelectTools>Databases>NewDatabase. TheWelcometotheDatabasesWizarddialogboxopens.

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Selectthecheckboxescorrespondingtothetypeofdatayouwillcreateorcopy.
Contactsettables.SelectthisoptiontocreateorrehostanewContactSet. CommonGoldMinetables.SelecttocreateorrehostthesharedGoldMinefiles.Selectthisoptiononlyifyouare

rehostingfromdBASEtoSQLorcreatingacompletecopyoftheentiredatabase.

NOTE:Forthisexample,bothcontactsetandcommonGoldMinetablesareselected.
2. ClickNext.

3. Tocreateanewaliasordatabase,clicktheAliasManagerbutton. TheDatabaseAliasManagerdialogopens.Afteryoucreateyournewaliasordatabase,theDatabasesWizardwill reopen.SeeAbouttheDatabaseAliasManageronpage129.


IfyouchosetocreateorcopycontactsettablesinthepreviousstepoftheWizard,selectthedatabasealiasforthe

newcontactsetfromthedropdownmenu,thenenteradescriptionforitinthetextfieldbelow. IfyouchosetocreateorcopycommonGoldMinetablesinthepreviousstepoftheWizard,selectthedatabase aliasforthenewGoldMinetablesfromthedropdownmenu. ClickNext.

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Selectthedatasourceforyournewdatabaseusingtheradiobuttons
Createblanktables.(nodata,exceptforafewsystemrecords):Selecttocreateanemptydatabase.ClickNext,or

gotoSelectindividualtablestorehostbelowtoindividuallyselectthetablesforyournewdatabase. Copydatafromthecurrentlyactivedatabase.Selecttocopyrecordsfromthecurrentlyactivedatabaseintothe newdatabase.ClickNext,orgotoSelectindividualtablestorehostbelowtoindividuallyselectthetablesforyour newdatabase. Copydatafrom6.xdBASEtables:.SelecttoopenadialogboxfordefiningpathstoexternaldBASEdata. AdvancedSettings:


Selectindividualtablestorehost:Selectthischeckboxtochooseindividualtablestorehostinyournew

database.
ClickNext.TheRehostSelectedTablesdialogboxopens.

AfterthedBASEandRehostingprocessesarecompleted,(orifyoudidnotselecttheseoptionalstep),theDatabase Accessdialogopens.

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4. Selectfromthefollowingoptions: FromtheAllowaccesstodropdownlist,acceptthedefault(public).Thisgrantsaccesstoallusersandgroups.To selectauserorusergroup,selectanameinthedropdownlist. IntheContactsetcodetextbox,typeauniquevalue(suchasGM7_P).GoldMineusesthistoassociate synchronizeddatawiththecorrectdatabase,regardlessofitslocalname. Example:AnEastCoastbranchofficeandaWestCoastbranchofficemighthavethesameContactSet.Each branchofficewantstosynchronizedatafromtheirlocalContactSetwiththeotheroffice.TheEastCoastoffice namestheContactSetIndustrial;theWestCoastofficenamesthesamecontactset"Manufacturing".Aslongas eachofficeassignsthesameContactsetcodevaluetothelocalcopyofthedatabase,theofficescansynchronize data. 5. CleartheAllowdatabaseaccessonlyfromthisGoldMineinstallationcheckbox.

NOTE:SelectingthischeckboxallowsonlythecurrentlyactiveGoldMinesystem(asdeterminedbyserial
number)tologintothedatabase.AGoldMinesystemwithadifferentserialnumbercannotlogintothe database. ClickNext.TheCreatingDatabaseFilesdialogboxopens.

6. ClickFinish.Thestatusdialogboxopens. Whencomplete,amessageappearsaskingifyouwanttoopenthisnewdatabasenow.ClickNo.

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Rehosting a Firebird Database


GoldMinenolongersupportsFirebirddatabases.IfyouupgradeGoldMineandwereusingFirebirdasyourdatabase,the UpgradeWizardprovidesrehostingoftheactivedatabase.However,ifyouwerepreviouslyusingmultipleFirebird databases,youmustrehostthosetoSQLaswell.GoldMinepromptsyoutorehosttheFirebirddatabasetoaSQLdatabase whenyoutrytoopenthatalias.

NOTE:IfyoudidnotusethestandardUpgradeWizardtorehostaFirebirddatabase,thenanaliasdoesnot exist.ThealiasmustbecreatedusingtheAliasManager(seeAbouttheDatabaseAliasManageronpage 129).

ClickYestorehosttheFirebirddatabasetoyourinstalledversionofMSSQL. TheWelcometotheDatabaseWizarddialogboxappears.FordetailedinformationaboutusingtheDatabaseWizard,see UsingtheDatabasesWizardonpage113.

About Maintaining Databases


GoldMineincludesadatabaseMaintenanceWizardthatgeneratesindexes,rebuildsandpacksthedata,andsortsand verifiesthedatabase.Indexingensuresdataintegrityandquickaccesstothedatainindexedfields.Rebuildingandpacking createsfreshdatafilesandbuildstables,andthenrepacksthedatabase,minusthedeletedrecords.Sortingthedatabase ordersdatabasefilesbythemostusedindexes.Verifyingdataensuresitisreadable,thatthefieldsinthesynchronization recordsarepopulatedandreadable,andthatuniquefieldsarenotduplicated.
IndexingDatabases RebuildingandPackingDatabases SortingandVerifyingDatabases

IMPORTANT:Beforemaintainingthedatabase,alwaysdoafullbackupofyourdatabase.This guaranteesyoucanrestorethedatabaseifsomethinginterruptstheprocess.Forexample,apower outageornetworkfailureduringtheprocesscouldcausedataloss. OnlyoneusershouldbeloggedintotheGoldMinesystemduringmaintenanceoperations.Beforethemaintenancebegins, GoldMineensuresnootheruserisaccessingthatdata.Oncetheoperationisinprogress,GoldMinepreventsotherusers fromaccessingthesystembyrenamingtheLicense.bintoLicense.bix.Whenmaintenanceiscompleted,thelicense renamesbacktoLicense.bin. Tomonitorwhatdatabasemaintenancehasbeeninitiated,viewtheMaintenanceLogs.

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Attaching Databases
AttachanexistingdatabasetomakeitavailableinGoldMine.ThentellGoldMinewherethedatabaseislocated,whothe owneris,and,ifnecessary,theSQLlogininformation. Usethefollowingproceduretoattachadatabase. 1. SelectTools>Databases>OpenDatabase. 2. AttheContactSetDatabasesdialogbox,clickAttach. TheContactSetProfiledialogboxopens. 3. Updatethefieldsasneeded.SeeDefiningContactSetProfilesonpage112. 4. ClickOK.

About the Lookup.ini


TheLookup.inifiledoesnotexistinGoldMineuntilyoucreateitusingatexteditor.Itwritesasastandardconfigurationfile, similartotheWin.iniandSystem.inifilesandstoresintheGoldMinedirectory.
Lookup.iniperformsfunctionsbasedonatriggerandresultingaction: UpdateaContact1orContact2fieldbasedonanentryinanotherContact1orContact2field. UpdateContact1orContact2fieldbasedonanexpression. Launchanexternalapplicationbasedonanexpressionortheoccurrenceofaspecifiedfieldentry. Applyanactivitycolorcodetocalendaractivitiesbasedoneitheranactivitytype,anactivitycode,orboth. Launchanexternalapplicationwhenanewrecordiscreated.

NOTE:IftheLookup.iniscriptupdatesafieldbasedonupdatestoanotherfield,theupdateofthesecond
fielddoesnotfollowtheupdateaccesssecurityforthesecondfieldsetintheFieldPropertiesdialogbox. Example:useaLookup.initoupdateKey2basedonupdatestoKey1.TheuserhasupdaterightstoKey1,but nottoKey2butcanupdateKey1andtheLookup.iniupdatesKey2.

NOTE:ALookup.inithatisconfiguredtoautomaticallyupdateaKeyfieldwillonlydosoiftheKeyfieldis
empty.Thisistoensurethatavaluespecificallyenteredbytheuserisnotoverwritten.
Lookup.iniincludes:
[AutoUpdate]:Specifiestriggerfields(fieldsthatcreateanupdateifmodified)andtheresultingfieldtobeupdated.The

secondsectioncomprisesthespecificinstructionsandparametersusedwhenupdatingtheGoldMinefield.
[OnNewRun]and[OnEditRun]:Determinestheexternalapplicationtolaunchwhenanewrecordiscreated(acontact

recordorasupplementalfilerecordaddinganewcalendaractivity).
[CalClrCode]:Specifiesthecolortoassigntotheactivitybeingscheduled.

Formoreinformationaboutusingthelookup.inifile,seeExamplesofUsingLookup.inionpage119.

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Examples of Using Lookup.ini


Entering Data in One Field Updates Another
AcompanyrequiresthattheSalespersonfield,USalesRep,automaticallyupdate[AutoUpdate]whentheGoldMine usertypingdatapopulatestheCityfield. TheLookup.iniisheaded[AutoUpdate].Itiswherethetriggerandupdatefieldsaredefinedintheformat:Trigger field=Updatefield. Thereisnoneedtoprefixfieldnameswithadatabase(Contact1>City)becausenotwofieldsintheContact1or Contact2datafiles(exceptAccountNo)havethesamefieldname. Thisexampleisautomaticallyupdatingfielddata.
[AutoUpdate] City=USalesRep

Whenthetriggerfield(City)isupdated,theLookup.inievaluatesthesubroutineofthesameupdatefieldname (USalesRep).TheresultofthisevaluationdetermineswhatisenteredintotheUSalesRepfield. Inthisexample,thesubroutine(USalesRep)containsareferencetothetriggerfield(City)andalistofpotentialvalues thatcouldbecontainedwithintheCityfield(Seattle,Aspen,KansasCity).


[USalesRep] Lookup1=Contact1->City Seattle=Janice Parks Aspen=Danny Davis Kansas City=Ken Linden

Ifamatchisfound,forexample,theCityfieldcontainsSeattle,Lookup.inipopulatestheUSalesRepfieldwithJanice Parks(Seattle=JaniceParks). ForeverypossibleentryintheCityfield,aLookupmustbelistedifitistoupdateanotherfield.

Checking a Sequence of Fields to Update Field


AcompanyrequirestheSalespersonfield(USalesRep)automaticallyupdatewhentheGoldMineuserenteringdata populatestheCityfield.Ifnocityismatched,theStatefield(orothergeographicboundary)mustbeevaluatedsoa secondattemptismadeatpopulatingtheSalespersonfield. ApplyasecondLookupcommand.IfGoldMinecannotmatchtheCityfieldwithoneofthelistedvalues,itmovesonto thenextLookup,whichinthiscaseisState.Ifrequired,amaximumof9differentLookupscanbedefined.
[AutoUpdate] City=USalesRep [USalesRep] Lookup1=Contact1->City Seattle=Janice Parks Aspen=Danny Davis Kansas City=Ken Linden Lookup2=Contact1->State WA=Janice Parks CO=Danny Davis MO=Ken Linden

IftheCityfielddoesnotcontainSeattle,Aspen,orKansasCity,theStatefieldisevaluated.IftheStatereturnsavalueof CO,theUSalesRepfieldpopulateswithDannyDavis.Seteveryparametertoupdatethefieldcorrectly.

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If no Match is Found
AcompanyrequirestheSalespersonfield(USalesRep)automaticallyupdate[AutoUpdate]whentheGoldMineuser typingdatapopulatestheCityfield.Ifnostateisenteredorifanerroneousentryismade,theSalespersonfield updateswithUnallocated. TheLookup.inicanupdateafieldwithasetentryifnomatchesarefound.Theotherwisestatementisincludedafterall Lookups19arelisted. IftheCityfielddoesnotcontainSeattle,Aspen,orKansasCity,USalesReppopulateswithUnallocated.
[AutoUpdate] City=USalesRep [USalesRep] Lookup1=Contact1->City Seattle=Janice Parks Aspen=Danny Davis Kansas City=Ken Linden Otherwise=Unallocated

Updating Two Fields from One Trigger Field


AcompanyrequirestheSalespersonfield(USalesRep)andtheRegionfield(URegion)populatewhentheCityfield populates. Thetriggerfieldlaunchestwosubroutinesratherthanone.Notethe[AutoUpdate]sectioncontainingareferenceto bothfields,separatedbyacomma,andtheexistenceoftwoseparatesubroutines. Theorderofreferencingisimportantifonefieldmustbeupdatedfirstbecauseitsnewvalueaffectstheentryinthe secondfield. IfupdatingboththeCityandtheSalespersonfieldaffectedtheupdateoftheRegion,theUSalesRepsectionmustbe referencedfirstunder[AutoUpdate]. IfupdatingtheRegionandtheCitywouldaffecttheSalesperson,theURegionfieldmustbereferencedfirstinthe [AutoUpdate]section.Ifthefieldsaretobeupdatedindependently,eithercanbereferencedfirst.
[AutoUpdate] City=USalesRep, URegion [USalesRep] Lookup1=Contact1->City Seattle=Janice Parks Aspen=Danny Davis Kansas City=Ken Linden [URegion] Lookup1=Contact1->City Seattle=Northwest Aspen=Mountain Kansas City=Midwest

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If the Field to Update is Pre-Populated


GoldMinedoesnotautomaticallyoverwriteanexistingvalueinafieldtobeupdatedunlessitspecifiedtodoso.The OverWritestatementisatogglestatement(On/OfforTrue/False).If:
Overwrite=0:Existingvaluesintheupdatefieldarenotoverwritten. Overwrite=1:Existingvaluesintheupdatefieldareoverwritten.

Thestatementisplacedattheendofthesubroutine.
[AutoUpdate] City=USalesRep [USalesRep] Lookup1=Contact1->City Seattle=Janice Parks Aspen=Danny Davis Kansas City=Ken Linden Otherwise=Unallocated OverWrite=1

Update a Field Based on an Expression


TheLookup.ini,bywayofexpression,returnsanactualvaluetoafieldthatcanbeusedlikeeveryotherfieldwithin GoldMine.The[AutoUpdate]sectioncontainsatriggerfieldandareferencetoasubsectiontoexecute. ThesubroutinecontainsanexpressionratherthanalistofreturnedvaluesfromaLookup1;however,thesubroutine mustbewritteninastandardway,andthereforeadummyLookup1mustbeinsertedalthoughitissettonotreturn anyvaluessotheOtherwisecommandisinvoked. UsetheexpressionwiththeOtherwisecommand,butprefixitwithanampersand(&).

The Calculation of Numeric Fields


ACompanyhasquarterlysalesfigures(USalesQtr1USalesQtr4)foreachcustomer.ItrequiresaTotal(UTotal)field summingbusinessquartersonethroughfourandreturnsavalue. The[AutoUpdate]sectionincludesfourtriggerfields:UsalesQtr14.Whenanyoneofthesefieldsupdates,the Lookup.inirunsthesubroutineUTotal. TheLookup1commandlooksinaplaceholderfield.Intheexample,Contact1>Companyisreferenced.Novaluesare listedunderLookup1;therefore,nomatchisfound.TheLookup.iniprogressestotheOtherwisecommand.
[AutoUpdate] UsalesQtr1=UTotal UsalesQtr2=UTotal UsalesQtr3=UTotal UsalesQtr4=UTotal [UTotal] Lookup1=Contact->Company Otherwise=&(Contact2->UsalesQtr1+Contact2 ->UsalesQtr2+Contact2->UsalesQtr3+ Contact2-> UsalesQtr4) Overwrite=1

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Calculation Fields Using Decimal Places


FortheLookup.initocalculateavaluethatincludesadecimalplace,eachfieldreferencedwhencalculatingmust containthesameamountofdecimalplaceswhetherneeded. TheOtherwisecommandmustincludeaStringstatement(STR)inordertocalculatetoxdecimalplaces.
[AutoUpdate] UsalesQtr1=UTotal UsalesQtr2=UTotal UsalesQtr3=UTotal UsalesQtr4=UTotal [UTotal] Lookup1=Contact->Company Otherwise=&STR(Contact2->UsalesQtr1+Contact2->UsalesQtr2+Contact2->UsalesQtr3+Contact2>UsalesQtr4,2,10) Overwrite=1

TheOtherwisestatementendsin2,10where2indicatesthenumberofdecimalplacesand10thelengthofthefield.

Averaging Blank and Filled Fields Using Hypothesis Values


IftheOtherwisecommandholdsanexpressionthatcalculatesthesumofthecontentsofallfields,thendividesthe totalbythenumberoffields,thoseemptyfields(settozero)arealsoincluded.
Otherwise=&((Contact2>Ufield1+Contact2->Ufield2+Contact2->Ufield3)/3)

Ifthefieldvalueswere:
10,20and30,theLookup.inireturnsavalueof20(60dividedby3). 10,20and0,theLookup.inireturnsavalueof10(30dividedby3).

Inclusionoftheblankorzerofieldsmightbeinappropriate.Inourexamplethefinalcalculationshouldbedividedby2 not3,resultinginanaverageof15. True/Falsefieldscalculateusinganifstatementfollowedbythevalueindicatingwhetherthevalueistrue,thenare suffixedwithavaluetoreplaceiftrue,andthenavaluetoreplaceiffalse:


(iif(field=value,true[x],false[y]))

Theexpressionotherwise=&(iif(contact2>ufield1=0,0,1))statesthevalueinUfield1shouldequal0.Ifitdoes(true), thecountfieldpopulateswith0.Ifthefieldisnotequalto0(itcontainseitherahigherorlowervalue),thecountfield populateswith1forfalse(nottrue).Eachfieldevaluatedmusthaveitsowncountfield. TheUtotalsectionthencalculatesthesumofallcounterfieldsandusesthatfiguretodividethetotalofthefields Ufield1Ufield3. Theprogrammingstandardof0=falseand1=truehasnobearinginthisexample.


[AutoUpdate] UField1=ucount1, utotal UField2=ucount2, utotal UField3=ucount3, utotal utotal=utotal [ucount1] Lookup1=contact1->company otherwise=&(iif(contact2->ufield1=0,0,1)) Overwrite=1 [ucount2] Lookup1=contact1->company otherwise=&(iif(contact2->ufield2=0,0,1))

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Overwrite=1 [ucount3] Lookup1=contact1->company otherwise=&(iif(contact2->ufield3=0,0,1)) Overwrite=1 [UTOTAL] Lookup1=contact1->company otherwise=&((contact2->ufield1+contact2> ufield2+contact2->ufield3)/(contact2> ucount1+contact2>ucount2->+contact2> ucount3)) Overwrite=1

Using the Lookup.ini to Launch External Applications or Macros


AutomaticallylaunchexternalapplicationsorMacrosforfurtherprocessingtooccuroutsideofGoldMineafterrecorddata ischanged.
[OnNewRun]:Setsupexternalapplicationsforeachtypeofcontactrelatedrecord. [OnEditRun]:Launchesapplicationswhenarecordischanged.

RecordsinContact1,Contact2,Cal,ContHist,andContSuppcanbeconsideredbythe[OnNewRun]and[OnEditRun] sections.SetupspecificrecordtypesinCal,ContHist,andContSupptolaunchdifferentapplicationsbyappendingthe rectypetothetablename.


[OnNewRun] Cal-S=SaleCApp.exe Cal-C=CallCApp.exe Cal=CalApp.exe ContHist-S=SaleHApp.exe ContHist-CI=InCallHApp.exe ContHist=HistApp.exe ContSupp-P=ProfileApp.exe Contact1=NewContact.exe Otherwise=AnyApp.exe AppendRecNo=1 DisableFromAP=1

Or,specifyentriesunder[OnNewRun]and[OnEditRun]foreachcontactrelatedrecordandrecordtype.GoldMinefirst checksforaspecificRectypeentry,thenforageneraltableentrynotsuffixedwithaRectype.Example:whenasaleis completed,checkforContHistS=.IfnoContHistS=,checkforthegeneralContHist=.IfnoContHist=entry,checkfor Otherwise=.Thus,GoldMinelaunchesProfileApp.exeifadetailrecordisadded.

Add to End of Scripts


AppendRecNo=1:AppendtheRecNoofnewrecordtothecommandline.Example:acompletedincomingcallfromthe

examplelaunchesacommand=InCallApp.exe1234(where1234=therecordnumberofthecompletedrecordinthe ContHistfile).Withthisentry,useaDDEcommandtoqueryGoldMineforthenewrecord'sdata.
DisableFromAP=1:Disablethe[OnNewRun]optionsifanactivityisprocessedbyAutomatedProcesses. Otherwise=:EntryissuffixedwiththeFile+RecType,suchas"AnyAppCalA1234".

Whenacontactrecordiscreatedandthe[AutoUpdate]NewRecordoptionisspecified,thatoptionisexecutedfirstsothe resultingupdatescanbeusedbyasubsequent[OnNewRun]Contact1=NewContact.exeentry.

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Running Macros
Amacroisabuttonorhotkeyshortcutrepresentinganinstruction,action,oraseriesofinstructions,actions,ortextinputs (seeAboutMacrosonpage58).MacroscanalsobeaddedtotheLookup.inifile. Whenyoucreateamacro,itissavedtoafilecalled<username>.mac.Themacrosaresavedinthe\GoldMine\macros\ directory.Thisfilelistsalltherecordedmacroswithnumbersassociatedtothem.Whenyouopenthisfileinatexteditor (suchasNotepad),youseealistofallthemacrosthatyouhaverecorded.Inthelist,thereisanumberthatprecedesthe sectionwiththeTitleandDescriptionyouaddedwhenyourecordedthemacro. TouseamacrointheLookup.ini,youmustusethenumberassociatedwiththemacrointhe<username>.macfile.For example:
<username>.mac

FieldDescription
macronumber Title Description HotKeyCode PlaybackSpeed

[800] T=OutlookSync D=SynchronizewithOutlook F=user.800 H=85,0,1441793 S=1

WhenyouuseamacroaspartoftheLookup.ini,usethefollowingformatforexample:
[OnNewRun] Contact1 = &PlayMacro(800)

WhatthiswilldoiswatchtheContact1table.Ifthereisachange,thenmacro800isrun.Inthisexample,iftheContact1 tableismodified,GoldMinewillsynchronizewithOutlook.

TIP:MacroscanalsobeaddedtotheGoldMineTaskbar.Formoreinformation,seeToAddMacrostotheTaskbar
onpage59.

Linked Documents and Attachments


Emailattachmentsand/ordocumentslinkedtocontacts,theKnowledgeBaseandServiceCentercanbestoredinfolders ondisks. Usethefollowingproceduretomovethatfoldertoanotherlocation,(forexamplefromtheC:drivetotheE:drive,orfrom ProgramFilestoProgramDataforVistacompliance).

NOTE:Synchronizationlogswillnotbecreatedbythistool,soremotemachineswillnotbeaffected.
Usethefollowingproceduretomovelinkeddocumentsandattachments. 1. SelectTools>DataManagement>MoveLinkedDocsandAttachments. 2. ClicktheMovetheLinkedDocuments,KnowledgeBaseandCaseAttachmentstocheckboxifnotselectedandthen definedestinationfolder. TheMoveLinkedDocsandAttachmentsdialogboxopens.
GotoStep3ifyouwantGMtoautomaticallyfindALLlinkeddocuments,knowledgebaseandattachments,and

movethemtodestinationfolder. ClicktheAddbuttonandselectthesourcefolder(s)tosetthelistofdirectoriesmanually. EachtimeanewrecordwillappearintheMovedocumentsfrom:list.


ToremovearecordfromMovedocumentsfrom:listhighlightitbyrightmouseclickandclickRemove.

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3. TomovemailattachmentschecktheMoveallMailboxAttachmentsto:checkboxandthendefinedestinationfolder. 4. IntheOptionsarea,selectone: Moveactualfilesandfolders,andupdatedatabasereferences. Updatethedatabasereferenceonly.(Choosethisselectionwhenfilesandfoldersarealreadybeenmovedto destinationdirectory). 5. ClickGotofinishorCanceltocanceloperation. Thefilesaremovedalongwithallexistingsubdirectories.

Backing Up Databases
IfyouencounteraproblemwhileworkinginGoldMinethatcausesdatalossordatacorruption,theproblemcanbe internalorexternaltoyoursystem.Ensuredataavailabilityintheeventofdatalossorcorruptionusingaregularprogram ofdatabackup. Tomaintainanoptimalbackupsystem,makeaseparatebackuponeachdayfora2weekcycle.Thatis,yourbackupsystem shouldinclude10to14individualbackups.Twoweeksofbackupsarerecommendedbecausedatacorruptionmightnotbe discoveredforseveraldays.Only1or2backupsmightcontaincorrupteddata.Usetapeordiskettesasabackupmedium. Foraddedsecurityandrecovery,keepabackupinsecureoffsitelocation(abankdeposit).Ensureyouperiodicallyupdate thebackup.

NOTE:MaintainregularbackupsofGoldMinecontactdata,setupdata,andprogramfiles.Tobackup
contactdatainGoldMineonanMSSQLdatabase,useautilitydesignedtobackupSQLdata

Backing Up SQL Databases


WithanSQLdatabase,thefilesneededforabackupcanbecopiedtoanotherdirectory,anotherdrive,adisk,oranexternal drive.Itisrecommendedthatyoukeepadailybackupona2weekcycle,ashardwarefailuresorunforeseenproblemscan causeyoutoloseyourdata.

NOTE:ItishighlyrecommendedthatyoucreateadatabasebackupusingSQLServerManagementStudio.
AfullbackupofGoldMineonSQLServerrequiresyoutobackuptheGoldMinesystemfilesandtheSQLdatabase.To performamanualbackupofyourSQLdatabase,thefollowingGoldMinesystemfilesandtheirtypicallocations(listedin thetablebelow)mustbecopiedtocreateasafebackupfile.

Location
\GoldMine\ \GoldMine\ \GoldMine\Reports

Files
*.exe *.D* *.FP *.D*

Allothersubdirectoriesof\GoldMine\

Forcompleteinformation,seetheSQLServerOnlineHelpandSQLBooksOnline.

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Restoring SQL Databases


TousetheSQLrestoreutility,findtheSQLServerEnterpriseManagerandrightclickthedatabasename.SelectAllTasks> RestoreDatabase.TheSQLServerRestoredialogboxappears.SelectthebackupfiletorestoreandclickOK.TheRestore Progresswindowshowstherestorationprocessstatus.

SQL Query for Counting Contacts


IfyouarerunningGoldMineonanSQLdatabase,theSummarytabdoesnotdisplaythedatabasecount.Insteadyouseen/ aintheRecordfield.Youcan,however,countthenumberofrecordsinanSQLdatabasebyrunningaqueryfromtheSQL QuerytaboftheFiltersandGroupsdialogbox.

To Run the SQL Counting Query


1. SelectLookup>SQLQueries.TheFiltersandGroupsdialogboxopenstotheSQLQuerytab. 2. Inthelargeupperpane,typethisstatement:
Select Count(*) from contact1

3. SelectQuery.GoldMinedisplaystherecordcountresultsunderColumn1inthelowerpane.

Using the GoldMine Maintenance Wizard


Configurethesemaintenanceoptions:
Indexing.Ensuresdataintegrityandquickaccesstothedatainindexedfields.SeeIndexingDatabasesonpage127. RebuildingandPacking:Createsfreshdatafilesandbuildstables,thenrepacksthedatabaseminusdeletedrecords. SortingandVerifying:Sortreordersrecordsinthetablesbasedonthemostusedindexes.Verifychecksdatafor

readability.Itcheckstoseeifallfieldsinthesynchronizationrecordsofthedatabasefilesarepopulatedandforany duplicationofuniquefields.SeeSortingandVerifyingDatabasesonpage127.

IMPORTANT:AlwaysbackupyourdatabasebeforemaintainingGoldMine.

UsethefollowingproceduretousetheMaintenanceWizard. 1. SelectTools>Databases>MaintainDatabases.TheWelcometotheGoldMineMaintenanceWizarddialogappears. 2. Select: CurrentContactSetFiles.Includescurrentlyopencontactfiles.DoesnotincludeGoldMinefiles,suchasCalendar, Lookup,orMailbox. IndividualFiles.LetsyouselectindividualtablesfromopencontactfilesandGoldMinefiles. AllDatabaseFiles.LetsyouselectGoldMinefiles,currentContactSet,orallcontactsets. AutomaticMaintenance.Letsyouconfigureautomaticmaintenanceoptions(regularmaintenancewithoutuser intervention). 3. ClickNext.Thedialogboxthatopensvariesbasedonpreviousselection(eachboxeventuallyopenstheRebuild,Sort andVerifyDatabaseFilesdialogbox).

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Indexing Databases
Ifalargeamountofdataisaddedorremovedorstatisticsupdatehasbeendisabled,youmightwanttoreindexthe databaseinordertolettheSQLenginerecalculateindexselectivity(alsoknownasindexstatistics)duetoindexes becominglostorcorrupt.SelectivityisaninternalmeasurementofefficiencyoftheindexanditisusedbytheSQLengine indecidinghowbesttoaccessthedata. Usethefollowingproceduretoindexthedatabase. 1. SelectTools>Databases>MaintainDatabases. TheWelcometotheGoldMineMaintenanceWizarddialogboxopens.

NOTE::Dependingonthesizeofyourdatabase,indexingtheentiredatabasecanbetimeconsuming.
SelectAllDatabaseFilesifyouareindexingtheentiredatabase.Toindexaparticulartable,selectIndividual Files. 2. Selectoneofthefollowingoptions: CurrentContactSetFiles.Indexesonlythecontactfiles/tablesinthecurrentlyopencontactdatabase.Ifyouselect CurrentContactSetFiles,theRebuild,SortandVerifyDatabaseFilesdialogboxopens. IndividualFiles.Specifieswhichfiles/tablesintheGoldMinedirectoryandintheopendatabasethatGoldMine indexes.IfyouselectIndividualFiles,theMaintainSelectedTablesdialogboxopens. AllDatabaseFiles.Indexesandrebuildscontactfiles/tablesintheopencontactdatabase,andthosecontainedin theGoldMinesystemdirectory.IfyouselectAllDatabaseFiles,theMaintainAllDatabaseFilesdialogboxopens.

NOTE:SelectAutomaticMaintenancetoconfigureGoldMinetoautomaticallyperformindexingand
rebuilding.TheAutomaticMaintenancedialogboxopens. 3. ClickNext. 4. Basedonyourselectioninstep2: IfyouselectedIndividualFiles,attheMaintainSelectedTablesdialogbox,selectthetableortablestobeindexed. ClickNext. Toselectalltables,clickSetAll.Toclearalltables,selectResetAll.
IfyouselectedAllDatabaseFiles,selectFilesinGoldMineDirectoryandCurrentContactSetFiles.SelectAll

ContactSetFilestoindexothercontactdatabases.ClickNext. 5. TheRebuild,SortandVerifyDatabaseFilesdialogboxopens.Toperformasimpleindexing,donotselecttheoptions. ClickNext. 6. SelectForcealluserstoexitGoldMinewithinxminutes.Setthenumberofminutes. AmessageissenttothecurrentlyloggedinuserstellingthemtheGoldMineAdministratorisperformingmaintenance, tocompletetheirwork,andcloseGoldMine. 7. ClickFinish.GoldMinedeletesthecurrentindexesfortheselectedtableortables,andcreatesnewones.

Sorting and Verifying Databases


Sortreordersrecordsinthetablesbasedonthemostusedindexes.Verifychecksdataforreadability.Itcheckstoseeifall fieldsinthesynchronizationrecordsofthedatabasefilesarepopulatedandforanyduplicationofuniquefields.

NOTE:AlwaysbackupyourdatabasebeforemaintainingGoldMine(seeBackingUpDatabasesonpage
125). 1. SelectTools>Databases>MaintainDatabases. 2. AttheWelcometotheGoldMineMaintenanceWizarddialogboxselect: CurrentContactSetFiles.Includescurrentlyopencontactfiles.DoesnotincludeGoldMinefiles,suchasCalendar, Lookup,orMailbox. IndividualFiles.LetsyouselectindividualtablesfromboththecurrentlyopencontactfilesandtheGoldMinefiles. AllDatabaseFiles.LetsyouselectGoldMinefiles,currentContactSet,orallcontactsets. AutomaticMaintenance.Letsyouconfigureautomaticmaintenanceoptions(regularmaintenancewithoutuser intervention).

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3. ClickNext. Thedialogboxthatappearsvariesbasedonpreviousselection(eachboxeventuallyopenstheRebuild,SortandVerify DatabaseFilesdialogbox). 4. SelectRebuildandPackthedatabasefiles. IfusingGoldMinewithaSQLdatabase,awarningmessageappearsremindingyouSQLtablesdonotneedrebuilt. 5. Ifappropriate,selectSortthedatabasefiles. 6. Ifappropriate,selectVerifythedataandsynchronizationinformation.ClickNext. 7. FromtheGoldMineMaintenanceWizarddialogbox,selectForcealluserstoexitGoldMinewithinxminutes.Setthe numberofminutes.AmessageissenttothecurrentlyloggedinuserstellingthemtheGoldMineAdministratoris performingmaintenance,tocompletetheirwork,andcloseGoldMine. 8. ClickFinish.

Setting Up Automatic Maintenance


ConfigureGoldMinetoautomaticallymaintainthedatabasebasedonspecifiedcriteria. 1. SelectTools>Databases>MaintainDatabases.TheWelcometotheGoldMineMaintenanceWizarddialogbox appears. 2. SelectAutomaticMaintenance. 3. ClickNext.TheAutomaticMaintenancedialogboxappears. 4. SelecttheLoggedUser(designatestheuserwithMasterRightsresponsible).

NOTE:TheLoggedUsermustbeloggedintoGoldMineatthespecifiedstarttimeanddayfortheautomatic
maintenancetorun. 5. TypeorselecttheStartTime.ClicktherightarrowtoaccesstheF2graphicalclock. 6. IntheMaintainFilesbox,selectafiletomaintain.

NOTE:BecauseGoldMineforcesallnetworkuserstologoutofGoldMineduringindexingandrebuilding,
indexafterregularbusinesshours.

NOTE:MaintainCalendarFileandSyncLogFilesoften(rebuildandpackweekly).
7. SelecttheFrequency. Pack,rebuildandindex:Indexes,rebuilds,andpackstheselectedfiles. Indexonly:Onlyindexestheselectedfiles.AvailableonlyfortheGoldMineFiles,CurrentContactSet,AllContact Sets,andSystemLogs. 8. SelectSave. ViewtheMaintenanceLogstoverifytheprocesshasrunsuccessfully.

NOTE:IfyoumaintainaSQLdatabasewiththeWizard,youmustresettablepermissions.

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Viewing System Logs


GoldMinerecordssystemactivityforavarietyofoperationsinSystemLogs.Toviewasystemlog,selectGoTo>Logs> GoldMineLogs.Theleftpanedisplaysthelogtypesandtherightpanedisplaysthedetails.Toseedetails,expandthelog typeuntilyoulocatethedaytoview.Selecttheday;detailsappearintherightpane. TheSystemLogswindowdisplaystheselogtypes:
ProcessMonitorLogs:ActivitiesrecordedintheGoldMineProcessMonitor. MaintenanceLogs:Datesandoutcomesofdatabasemaintenanceprocedures. Users'LoginLogs:Users'loginactivity. SyncWizardLogs:DatesanddetailsforGoldMinesynchronization. GoldSyncLogs:DetailsaboutGoldSyncsynchronization. ContactFilesLogs:ChangesmadetotheContactSetfiles. GoldMineFilesLogs:ChangesmadetoGoldMinefiles. ErrorLogs:Detailsoferrors.

Usethelogsfortroubleshooting.Topreventperformanceproblems,periodicallypurgethelogs(seePurgingLogEntries onpage129).

Purging Log Entries


TheSystemLogs(seeViewingSystemLogsonpage129)canconsumeasignificantamountofdiskspace.Periodically purgeoldlogstoreducespacerequired. IMPORTANT:Purgingsynchronizationlogscancauseproblemswithyoursynchronizationprocess. Onlypurgelogsolderthantheoldestsuccessfulsynchronization.Example:forasitethathasnot synchronizedinthelast2months,setthepurgedatebackmorethan2months. 1. 2. 3. 4. 5. 6. SelectTools>Logs>GoldMineLogs.TheSystemLogswindowappears. Intheleftpane,rightclickandselectPurgeLogs.ThePurgeLogsdialogboxappears. SelectthelogstopurgefromtheLogTypesarea. SelecttheCutoffDateusingtheF2graphicalcalendar.Thedatedefaultstothepreviousmonth. IfpurgingUser'sLoginLogs,selecttheUsersyouarepurgingfromthelist. ClickOK.TheProcessMonitorappears,displayingthestatusofthepurgingprocess

About the Database Alias Manager


TheDatabaseConnectionsManagerletsyouestablishanaliasforeachdatabasemanagementsystemusedwith GoldMine.Analiasisrequiredtoconnectyourdatabasetotheapplication.IttellsGoldMinewheretofindthedatabase, collectinginformationfromwhichtobuildtheADOconnectionstring. UsetheManagerifyouarealreadyusinganexistingormultipledatabaseswithGoldMine.ItimportsanyexistingMSSQL BDEaliases.

NOTE:TheDatabaseConnectionsManagercreatesthealiasandtheshell(onlytwoofthethreestagesfor
creatingadatabase).Ifyouarecreatinganewdatabase,usetheDatabasesWizard.Thewizardprocessleads youthroughthethreestageprocessoftenneededforcreatingthedatabaseandallowsyoutocreatethe tablesaswell.Toaccessthewizard,selectTools>Databases>NewDatabase. SeeUsingtheDatabaseAliasManagerforSQLDatabasesonpage130.

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Using the Database Alias Manager for SQL Databases


Fromthemenubar,selectTools>Databases>AliasManager,orfromtheappropriatewindowintheDatabasesWizard, clicktheAliasManagerbutton.TheDatabaseAliasManagerappears. Toaliasadatabase,clickNewAlias.TheEditAliasdialogopens.

NOTE:ThisdialogwindowcontainsaformforcollectinginformationusedtobuildanADOconnection
string.ThisinformationisstoredinanINIfile. 1. IntheAliasNametextbox,typeanameforthealias. Thereisa100characterlimit. 2. FromtheServerTypedropdownlist,selecteitherMSSQL.

NOTE:TheformwillchangedependingontheServerTypeselected.
3. 4. 5. 6. 7. IntheHosttextbox,typethenameofthecomputerhostingthedatabase. IntheDatabasetextbox,typethenameofthedatabase. IntheOwnertextbox,typethedatabaseowner'sname(typically,thisisdbo). IntheLogintextbox,typetheusernameforthedatabase. InthePasswordtextbox,typethepasswordforthedatabase.

NOTE:Bydefault,thePasswordtextboxdisplaysafixednumberofasterisksasasecuritymeasure. NOTE:Thisactionregistersthealiasandcreatesthedatabasespecified.Thenewdatabasewillnotbe
createdwithoutcompletingthisstep,althoughitwillappearinthelist.Youcannottestitpriortocompleting thisstep. 8. SelecttheUseWindowsAuthentication(SSPI)checkboxifyouhavedesignatedWindowsAuthenticationMode insteadoftheSQLauthentication.[ThisonlyappliestoMSSQLaliases.] 9. ClickCreateNewDatabase. 10. ClickTestConnection.Thisverifiesthatthealiaswascreatedsuccessfully. 11. Repeatthisprocessforeachaliasyouwanttocreate. 12. ClickOKwhendone.

To Edit an Alias
1. Fromthemenubar,selectTools>Databases>AliasManager. TheDatabaseAliasManageropens. 2. SelectanaliasfromthelistandclickEdit. Thisactivatestheassociatedform. 3. Makeappropriatechangestotheinformationinthetextboxes. 4. ClickSaveandthenclickOK.

To Delete an Alias 1. Todeleteanalias,selectthealias. 2. ClickDeleteandthenclickOK.

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Globally Replacing Field Data


TheGlobalReplaceWizardhelpsyoureplacethevalueofafieldinthecontactrecord. IMPORTANT:Beforebeginningaglobalreplace,backuptheGoldMinedatabases(seeBackingUp Databasesonpage125). Ifusingaglobalreplacetooperateonasubsetofdata,firstbuildthatsubsetwithafilterorgroupyoucanthenselect duringtheprocess.
UserswithoutMasterRightscannotreplacetheOwnerorStatusfields. ApplyglobalupdatesonlytoContact1andContact2fields.

To Use the Global Replace Wizard 1. SelectTools>DataManagement>GlobalReplace. 2. AttheGlobalReplaceWizarddialogbox,selectoneoption: ReplaceaFieldwithavalue(seeGloballyReplacingFieldswithaValueonpage131) Updateafieldusingadvancedoptions(seeGloballyUpdatingFieldsUsingAdvancedOptionsonpage132) Exchangethevalueoftwofields(seeGloballyExchangingtheValuesofTwoFieldsonpage133) 3. ClickNexttocontinuewiththewizard.

Globally Replacing Fields with a Value


UsetheReplaceaFieldwithaValueoptionintheGlobalReplaceWizardtochangethevalueofafieldwithanothervalue.

To Globally Replace Fields with a Value


1. SelectTools>DataManagement>GlobalReplace. 2. AttheGlobalReplaceWizard,selectReplaceaFieldwithaValue,thenclickNext. 3. SelectaReplaceFieldinthedropdownlist. Thisspecifiesthefieldtobeupdated.ThedatainthisfieldwillbereplacedbythevaluespecifiedintheWithValue field. SelecttheGoldMinefieldsinthedropdownlist. 4. TypeorselectfromtheF2LookuplisttheWithValuetoinsertintheselectedfield. ThisoptionspecifiesthereplacementvaluethatwillbeplacedintheReplaceField.GoldMinewillreplacethespecified fieldinallcontactrecordswiththevalueinthisfield.Forexample,iftheReplaceFieldisCity,andtheWithValueentry isLongBeach,GoldMinewillreplaceallCityentrieswithLongBeach. 5. ClickNext. 6. Checkthefieldsandreplacementvaluesbeforeinitiatingtheprocess: Expandpartialcontactrecords.Expandspartialcontactrecordsinthedatabaseintocompleterecordsifthefieldto bereplacediscontainedintheContact2.dbffile.IfthefieldiscontainedinContact2.dbf,thisoptionisselectedby default. IfyoucleartheExpandpartialcontactrecordsoption,partialrecordsarenotexpanded,andfieldvaluesinthese recordsarenotupdated.However,whenadditionalentriesrequiremorespace,GoldMineconvertsapartialrecord toacompleterecord.ClearingExpandpartialcontactrecordspreventsGoldMinefromautomaticallyconverting partialrecordsduringaglobalreplacement.

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Updatelinkedfields(basedonlookup.ini).Changesvaluesinlinkedfieldsaccordingtotheinstructionsinthe

7. 8. 9. 10.

[AutoUpdate]sectionoftheLookup.inifile.Thisoptionisavailableonlyifoneormoreselectedfieldsincludefields listedinLookup.ini. Logupdatesinhistory.RecordsglobalchangestofieldsinthefollowingSystemLogs: ProcessMonitorLogs.Displaysthedate,time,user,andnumberofrecordsaffectedbytheglobalreplacement ContactFilesLogs.Displaysthedate,time,user,fieldname,andthevalueinsertedbytheglobalreplacement.This optionappearsonlyifyouselectedLogupdatesinhistoryforeachfieldfromtheFieldLabeldialogboxwhichyou canaccessbypressingCTRLanddoubleclickingthefieldlabel. Youcangloballyreplacemorethanonefieldatatime.Toaddanotherfieldandreplacementvalue,clickBack. Ifyouhavemorethanonereplacemententry,Removebecomesactive.Youcandeleteanyentryotherthanasingle entry. ClickRemovetodeletethehighlightedglobalreplacemententry. ClickNext. TheGlobalReplaceWizarddisplaysalistofavailablefiltersandgroupstoapplytolimittherecordsupdatedbythe globalreplacement.Thefilterorgroupdoesnothavetobeactivatedpriortoselection. Selectthefilterorgrouptoapplyinthedropdownlist,thenclickNext. ThefinalGlobalReplacedialogboxappears.

11. ClickFinish.

Globally Updating Fields Using Advanced Options


UsetheUpdatingFieldsUsingAdvancedOptionsintheGlobalReplaceWizardforthefollowingadvancedoptions:
Replacinganentirefieldwithavalue Replacingfieldtextonlywithavalue EvaluatingthereplacementvalueasadBaseexpression Replacingfieldtextwithavalueatthespecifiedposition

To Globally Update Fields Using Advanced Options


1. SelectTools>DataManagement>GlobalReplace. 2. AtheTheGlobalReplaceWizard,selecttheUpdateafieldusingadvancedoptionsandclickNext. 3. Selectfromthefollowingoptions: UpdateField.Specifiesthefieldtoreplacewiththeselectedoption. Replace.Typethevaluetoinsertintothespecifiedfield.GoldMinereplacesthespecifiedfieldinallcontactrecords withthisvalue. ReplacetheentireFieldwithValue.Removesanyentryinthefieldandinsertsthecontentsofthefield. ReplacetextwithValue.Removesspecifiedtextonlyfromthefieldandinsertsthevaluefromthisfield.GoldMine conductsacasesensitivesearchforthevalueyouenter.AnF2Lookuplistisnotavailableforthisoption. InsertValueatposition.Specifiestheposition,incharacterspaces,wherethereplacementvalueappearsinthe specifiedfield. EvaluateValueasdBaseexpression.ReplacesthefieldwiththeresultofthedBaseexpressionenteredinReplace.

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4. IntheConverttoarea,selectone: Propercase.Convertscharactersinthefieldvaluetoinitialcapitals.Forexample,ifthefieldvalueisACME PRODUCTS,theentryisconvertedtoAcmeProducts. Uppercase.Convertsallalphabetcharactersinthefieldvaluetocapitalletters.Forexample,ifthefieldvalueis AcmeProducts,theentryisconvertedtoACMEPRODUCTS. Lowercase.Convertsallalphabetcharactersinthefieldvaluetolowercaseletters.Forexample,ifthefieldvalueis AcmeProducts,theentryisconvertedtoacmeproducts. Phoneformat.Convertsalltelephonenumbersinthereplacemententrytotheformatthatwasselectedforthe record.TelephonenumbersincontactrecordssetupforaUSAformatappearas(999)9999999;telephone numbersincontactrecordssetupforaninternationalphoneformathavenoformattingapplied. ClickNext. 5. Checkthefieldsandreplacementvaluesbeforeinitiatingtheprocess. Expandpartialcontactrecords.Expandspartialrecordsinthedatabaseintocompleterecordsifthefieldtoreplace iscontainedintheContact2.dbffile.

NOTE:IfthefieldiscontainedinContact2.dbf,thisoptionisselectedbydefault.IfyoucleartheExpand
partialcontactrecordsoptions,partialrecordsarenotexpanded,andfieldvaluesintheserecordsarenot updated.
Updatelinkedfields(basedonlookup.ini).Changesvaluesinlinkedfieldsaccordingtotheinstructionsinthe

[AutoUpdate]sectionoftheLookup.inifile.Thisoptionisavailableonlyifoneormoreselectedfieldsincludethe field(s)listedinLookup.ini. 6. Youcangloballyreplacemorethanonefieldatatime. Toaddanotherfieldandreplacementvalue,clickBack. 7. ClickRemovetodeletethehighlightedglobalreplacemententry. Ifyouhavemorethanonereplacemententry,Removebecomesactive.Youcandeleteanyentryotherthanasingle entry. 8. ClickNext. TheGlobalReplaceWizarddisplaysalistofavailablefiltersandgroupsyoucanapplytolimittherecordstobeupdated bytheglobalreplacement.Thefilterorgroupdoesnothavetobeactivatedpriortoselection. 9. SelectthefilterorgrouptoapplyfromthedropdownlistandclickNext. 10. AtthefinalGlobalReplacedialogbox,clickFinish.

Globally Exchanging the Values of Two Fields


UsetheGlobalReplaceWizardtoupdatedatainonefieldwithdatafromanotherfieldby:
Exchangingvaluesoftwospecifiedfieldsonacontactrecord Replacingthevalueofonefieldonacontactrecordwiththevalueofanotherfield

To Globally Exchange the Values of Two Fields


1. SelectTools>DataManagement>GlobalReplace. 2. AttheGlobalReplaceWizard,selectExchangethevaluesoftwofields,andthenclickNext. 3. Selectoneoption: Exchangethevaluesofbothfields.Tradesthevalueofonespecifiedfieldwiththevalueofasecondspecifiedfield. Replacevalueoftheleftfieldwiththevalueoftherightfield.Insertsthevalueinthefirstspecifiedfieldwiththe valueinthesecondspecifiedfield.Theoriginalfieldremainsunchanged.

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4. Selectthefieldstoupdateinthedropdownlists. Updatethisfield.Thefieldtoreplaceorexchange. Withthisfield.Thefieldtoexchangedatawiththefirstfieldorprovidethereplacementvalue.

NOTE:GoldMineconvertsthereplacementdataintotheappropriatedatatypebeforecopyingthedatainto
theselectedreplacefield. 5. ClickNext. 6. UsetheGlobalReplaceWizardsetupdialogboxtocheckfieldsandreplacementvaluesbeforeinitiatingtheprocess. Expandpartialcontactrecords.Expandspartialrecordsinthedatabaseintocompleterecordsifthefieldtoreplace iscontainedintheContact2.dbffile.Ifso,thisoptionisselectedbydefault.IfyouclearExpandpartialcontact records,partialrecordsarenotexpanded,andfieldvaluesintheserecordsarenotupdated. Updatelinkedfields(basedonlookup.ini).Changesvaluesinlinkedfieldsaccordingtotheinstructionsinthe [AutoUpdate]sectionoftheLookup.inifile.Thisoptionisavailableonlyifoneormoreselectedfieldsincludethe fieldslistedintheLookup.ini. Youcangloballyreplacemorethanonefieldatatime.Toaddanotherfieldandreplacementvalue,clickBack. 7. SelectRemovetodeletethehighlightedglobalreplacemententry.

NOTE:Ifyouhavemorethanonereplacemententry,Removebecomesactive.Youcandeleteanyentry
otherthanasingleentry. 8. ClickNext.TheGlobalReplaceWizarddisplaysalistofavailablefiltersandgroupstoapplytolimittherecordstobe updatedbytheglobalreplacement.Thefilterorgroupdoesnothavetobeactivatedpriortoselection. 9. Selectthefilterorgroupoapply,thenclickNext.ThefinalGlobalReplacedialogboxopens. 10. ClickFinish.

Importing and Exporting Data


About Importing Data
GoldMineprovidesseveralwaystoimportdata.UsetheGoldMineImportWizard(seeUsingtheImportContactRecords Wizardonpage136)toimportdatafromotherapplicationsintoGoldMineusingpredefinedprofilesorbycreatingyour ownprofilesusingthewizard.ApredefinedutilityisincludedforimportingfromACT!.

TIP:GoldMinealsoprovidesawizardforimportingdatafromanXMLfile(seeImportingXMLonpage140). NOTE:ForinformationaboutWebImport,seeWebImportonpage207.

Import Sources
ImportdataintoGoldMinefromthesedatabasesources:

DBF file
ThedBASEfilesareeasilyidentifiedbythe.DBFfileextension.AdBASEfileidentifiesfieldsbyname;forexample,the companynamefieldmightbereferencedasCompany,andtheContactnamefieldmightbereferencedasContact.A dBASEfilestoresfieldnamesinternally.

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ASCII file
GoldMinecanimportandexportASCIItextfiles.ThedelimitedASCIIformatisthemostcommonlyusedfileformat. Whenviewedwithawordprocessorortexteditor,datasavedinadelimitedformatmightlooklikethis:
"ABC Company","John Smith","123 Main Street","Anytown","CA","97021" "Joes Cleaners","Joe Turner","55 Third St.","Burbank","CA","91502" "Mr. Ts Ribs","","22543 Eton Ave.","New York","NY","10027"

Eachfieldinthefileissurroundedbyadelimiterwhichisusuallythedoublequotecharacter(").Adjacentfieldsare separatedbyafieldseparatorwhichisusuallyacomma(,).Eachrecordisterminatedbyacarriagereturn/linefeed combination.Carriagereturnorlinefeedcharacterscannotbeembeddedwithinthedata. Ablankfieldspositionintherecordcontainsemptyquotesasshowninthesecondfieldinthethirdrecord.Inthe delimitedASCIIformat,fieldsarereferredtobytheirpositionintherecord.Forexample,companynameisfield1, contactnameisfield2,andsoforth.

SDF file
Manyreportgeneratorscansuppresstheoutputoftitles,headingsandpagenumberstoprintonlythereportdetail lines.MostmailinglistcompaniessupplymailinglistsintheSDFformat,calledafixedlengthformat,commonlyused bymainframecomputers.Thisisasample: ABCCompany JoesCleaners Mr.TsRibs JohnSmith JoeTurner 123MainStreet 55FirstSt. 2543EtonAve.

Eachfieldhasafixedstartingandendingpositionintherecord.Regardlessofthelengthoffieldsbeforeit,afieldstarts andendsinthesamepositionineveryrecord.Sinceeachfieldispaddedwithspacesuntilthestartofthenextfield, filesemployingthisformataresometimescalledSpaceDelimitedFiles(SDFfiles).LiketheDelimitedASCIIformat,each recordisterminatedbyacarriagereturn/linefeedcombination. FieldsintheSDFformatarereferredtobystartingandendingcharacterpositions.Intheaboveexample,thecompany namefieldoccupiespositions116,contactname1728,andtheaddressoccupiespositions2945.

SQL file
TheSQLimportoptionisusedtoimportSQLtablesfromMSSQLorFirebird.

About Exporting Data


Theexportingprocesscopiesdataintoaformattedfilethereceivingapplicationunderstands.TheExportWizardprovides simplifiesthetask.UsingtheExportWizard,createadatafilefromGoldMinerecordsaccordingtocriteriainapredefined profile,ordefineyourownprofile.GoldMinecanexportfromthecurrentdatabaseinthreeformats:
DBFfile ASCII(TXT)file SDF(fixedlength)file exportdatatoanXMLfile.

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Considerations for Importing and Exporting Data


Whenimportingandexportingdata:
OnlyfieldsintheContact1andContact2tablesandtheprimaryemailandWebsiteDetailsareavailableforstandard

importorexport.TheXMLimportandexportletsyouimportorexportthefulldatabase.
Mergeinformationandcheckforduplicateswhileimporting. Saveimportandexportprofilestofacilitatetheprocess.Aprofileispredefinedfieldmappingsandspecificsofdatafile

locations.
GoldMinesupportstheimportingandexportingofcalendar,history,andsupplementalcontactinformationwhenusing

thepredefinedACT!importprofileorXML.
Whenimportingorexporting,allfieldsarereferencedbytheirGoldMinefieldnames,whichcandifferfromtheirlabel

name.Afterbeingcreated,thefieldnameneverchanges,thoughthelabelcanbechangedbytheuser. Forexample,thefieldKey1locatedintheContact1tableiscommonlylabeledContactType.Thismeansthefieldwould belistedasKey1andnotasContactTypeinthelistsofGoldMinefieldsintheimportandexportwizards.Thisis importantbecauseyoumightnotrecognizethefieldnameasthefieldyouwanttouse.

NOTE:Ifyourimportrequirementsincludecalendar,supplementalcontactinformation,orhistoryrecords,
usethirdpartyutilitiestoimport.SeveralproductsdesignedtoworkwithGoldMineareGoldBoxUtilities, Inaport,CRMSwitch,andBeyondGold.Asthirdpartyproducts,theyarenotsupportedbyFrontRange Solutionstechnicalsupport.

Data Preparation
Beforeimporting,establishthesourcefileanddestinationfilecomponents.Donotstarttheimportingprocedureuntilyou createnecessaryfieldsinGoldMine. Takingthesourcefile,createalistofallofthefieldnamesandlengths,thenmanuallymatchtheGoldMinefieldandits length.Ifthefieldsdonotexistorarenotlongenough,makestructuralchangestothefieldsbeforeproceeding.Thedata shouldbeinASCII,SDF,SQL,orDBFformatforimporting.

IMPORTANT:Failuretosavethefilecorrectlycouldresultinlossofdata.

Using the Import Contact Records Wizard


1. OpentheFilemenuandselectImportandExport>ImportContactRecords. TheWelcometoGoldMine'sImportWizarddialogboxopens. 2. Selectoneoption: Importanewfile:IncomingdataformatsaccordingtotheprofileyoudefineintheImportWizard.Youcansavethe profileforfutureuse. Importanewfileusinganexistingprofile:Ifimporting:
DBF,ASCII,orSDF,selectaprofileyoucreatedontheSelectFiletoImportdialogbox. DBF,selectanACTprofileoroneyoucreated. ASCIIorSDF,selectaprofileyoucreated. fromSQL,theSelectSQLTabletoImportdialogboxappears.

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3. Selectoneoptionforthefiletypetoimport. CSVfile.Textfilethatusesacommatoseparatethevalues. DBFfile.IncomingdataisindBASEfileformat.FieldsinadBASEfilearereferredtobyfieldname,forexample,the CompanyfieldmightbereferredtoasCOMPANY,andtheContactfieldmightbereferredtoasCONTACT. ASCIIfile.Incomingdataisindelimitedtextfileformat.Adelimitedtextfileformatsdatawithfielddelimiters,field separators,andrecordseparators.InthedelimitedASCIIformat,fieldsarereferredtobytheirpositioninthe record. SDFfile.Incomingdataisinatextfilewithfixedlengthrecordformatwhichiscommonlyusedbymainframe computers.FieldsintheSDFformatarereferredtobystartingandendingcharacterpositions(seeToImporta .SDFFileonpage137). SQLfile.IncomingdataisfromanSQLtable. 4. ClickNext. Thedialogboxthatappearsdependsontheoptionsyouselected:
ImportannewfilefromDBF,ASCII,orSDF,theImportaNewFiledialogboxopens. ImportanewfilefromSQL,theImportaNewSQLTabledialogboxopens. ImportanewfileusinganexistingprofilefromDBF,ASCII,orSDF,theSelectFiletoImportdialogboxopens. ImportanewfileusinganexistingprofilefromSQL,theSelectSQLTabletoImportdialogboxopens.

To Import a .SDF File


AfterselectingtheSDFfileoptionintheImportContactRecordsWizard(seeUsingtheImportContactRecordsWizardon page136),continuewiththefollowingprocedure. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Browsetothelocationofthe.sdffile. Selectingfilelocationandthenclicknext.TheImportfileprofilescreendisplays. OntheImportSDFProfileoptionsdialogbox,clicktheOptionsbutton. SelectLFforrecordseparator. Underrecordstructure,enterthefielddelimiter|(S H IFT + \).Thiswillplace|performthisbetweencontact, company,etc.,andseparatethedataforfieldmapping. ClickOkandpreviewoftheseparateddata.Ifitappearscorrect,clickNext. OntheFieldMappingsdialogbox,selecttheImportFielditemandmatchingGoldMineField,thenclicktheMapto GMbuttontomaptothefieldsasdesired. YoucanpressBacktopreviewthecontentswithoutdisruptingorremovingmappingsthatyouhavealreadyselected. Afterallfieldmappingsareselectedandyouaresatisfiedwiththecontenttobeimported,clickNext. Ifyouwanttosaveprofile,checkYesontheSaveProfiledialogbox,otherwiseclickNo. ClickNexttoviewtheReadytoImportdialogbox. ClickFinishtoimporttherecordsthatarelistedintheSDFfile.

Using the Export Contact Records Wizard


1. SelectFile>ImportandExport>ExportContactRecords. TheWelcometotheGoldMineExportWizarddialogboxopens. 2. Selectanexportoption: Exporttoanewfile:GoldMineexportsthedataaccordingtothesettingsdefinedintheExportWizard.Youcan savethenewsettingsforfutureuse. Exporttoanewfileusinganexistingprofile:DisplaystheSelectExportProfiledialogboxwhereyouselecta predefinedprofileGoldMinewillusetoformatthedataforexport.

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3. Selectthefiletypetoexportinto: DBFfile:SpecifiesdatawillexportinthedBASEfileformat.FieldsinadBASEfilearereferredtobyfieldname;for example,theCompanyfieldiscalledCOMPANY,andtheContactfieldiscalledCONTACT. ASCII(TXT)file:Specifiesdatawillexportinthedelimitedtextfileformat.Adelimitedtextfileformatsdatawith fielddelimiters,fieldseparators,andrecordseparators.InthedelimitedASCIIformat,fieldsarereferredtobytheir positionintherecord.Forexample,companynameisfield1,contactnameisfield2,andsoon. SDF(fixedlength)file:Specifiesdatawillexporttoatextfilewithfixedlengthrecordformatwhichiscommonly usedbymainframecomputers.FieldsintheSDFformatarereferredtobystartingandendingcharacterpositions. 4. ClickNext.Ifyouselected: Exporttoanewfile,theSelectFilter/Groupdialogboxopens. Exporttoanewfileusinganexistingprofile,theSelectExportProfiledialogboxopens.

About Importing and Exporting XML Files


ImportandexportGoldMinecontactdatatoorfromanExtensibleMarkupLanguage(XML)format.XMLisametalanguage usedtofacilitatetheeasyexchangeofdatabetweensystemsusingdifferentapplications.Importingorexportingyour GoldMinedataasanXMLfilehelpsyoushareinformationwithdifferentapplications,suchascontactmanagement systems,thatsupportXML. LikeHTML,XMLusestags(wordsbracketedby<and>)andattributes(name="value").However,XMLprovidesmore flexibilitywheninterpretingthetagsandvalues.Forexample,HTMLspecificallydefinesthemeaningofeachtagand attributeaswellastheappearanceofthetaggedtextwhendisplayedinabrowser;XMLusestagsonlyasdatadelimiters, leavingtheinterpretationtothereceivingapplication.

NOTE:WhenexchangingdatawithotherGoldMinesystems,besuretosynchronizewithGoldMineinstead
ofsharingexporteddata.SynchronizationprovidesfeaturesunavailablewhenyouexportdataasanXML file,includingcutoffdatestolimitthedaterangeofdataandthecapabilitytoexchangeupdatesto additionalcontactdataandcalendardata. UsetheGoldMineXMLImportWizardtoimportdatafromanXMLfile.Thewizardtakesyouthroughtheprocessandlets yousavethesettingsinaprofiletoreuse. UsetheGoldMineXMLExportWizardtoexportyourcontactdataasanXMLfile.Thewizardguidesyouthroughthe procedure.Allthedatayouexportisplacedinonefilethattherecipientcanimportanduseasakeytomaptheimported dataintotherecipientsdatabase.

Exporting to XML
ExportGoldMinecontactdatatoExtensibleMarkupLanguage(XML)format.XMLisametalanguageisusedtofacilitate theexchangeofdatabetweensystemsusingdifferentapplications.ExportingyourGoldMinedataasa.xmlfilehelpsyou shareinformationwithrecipientsusingadifferentcontactmanagementapplicationsupportingXML.Dataexportedis placedinonefiletherecipientcanimportanduseasakeytomaptheimporteddataintotherecipientsdatabase. ThefollowingisaviewpartofasampleXMLexport.

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NOTE:WhenexchangingdatawithotherGoldMineusers,synchronizewithGoldMineinsteadofsharing
exporteddata.SynchronizationprovidesfeaturesunavailablewhenyouexportdataasanXMLfile,including cutoffdatestolimitthedaterangeofdataaswellasthecapabilitytoexchangeupdatestoadditional contactdataandcalendardata.

To Export GoldMine Contact Data to XML


1. SelectFile>ImportandExport>ExportGoldMineDatatoanXMLFile.TheGoldMineXMLExportWizardopens. ExporttoanewXMLfile:DisplaystheSelectGoldMineDataforExportdialogbox.GoldMineexportsthedata accordingtoaprofilecreatedasyoudefinesettingsintheGoldMineXMLExportWizard.Youcansavethenew profileforfutureuse. ExporttoanewXMLfileusinganexistingprofile:DisplaystheSelectProfiledialogboxtoselectapredefined profileGoldMinewillusetoformatthedataforexport. 2. MakeaselectionandclickNexttoadvancetotheSelectGoldMineDataforExportdialogbox(new.xmlfile)orSelect Profiledialogbox(selectanexistingprofile).

To Export Data Using an Existing XML Profile


IfyouselectedExporttoanewXMLfileusinganexistingprofile,theSelectProfiledialogboxappears. 1. IntheSelectoneofthefollowing,predefinedXMLexportprofilestextbox,selecttheexistingprofileyouwanttouse. 2. ClickDeleteProfiletodeletethehighlightedprofile. 3. Afterhighlightingyourprofile,clickNext.TheSelectGoldMineDataforExportdialogboxappears

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Importing XML
GoldMinecanimportcontactdataanduseractivitiesfromanXMLfile.TheGoldMineXMLschemadictateshowdatais arrangedwithintheXMLfileinorderforGoldMinetorecognizecontacts,calendaractivities,andotherdatawhen importingintoGoldMine.TheXMLfileyouimportingintoGoldMinemustconformtotheGoldMineXMLschemaforthe fieldmappingtowork.YoucanuseXSLTransformations(XSLT)totransformXMLsourcedocumentstoGoldMinecompliant XMLdocuments.

NOTE:FormoreaboutXSLT,seehttp://www.w3.org/TR/xslt.
anXMLtransformationsheetconvertingtheXMLfiletomatchtheGoldMineschema.ThenimportthedataintoGoldMine. Example:YourXMLsourceschemahasthecontactsfirstnameinonefieldandthelastnameinanotherfield.Becausethe GoldMineschemarequiresthefirstandlastnamestobeinthesamefield,youmustcreateatransformationsheetmerging thetwofieldsinyoursourceXMLfile.OnceyoursourcefilematchestheGoldMineschema,youcanimporttheXMLdata intoGoldMine.
ToviewtheGoldMineschema,exportyourGoldMinedatatoanXMLfileandincludetheschema.Openthefilein

InternetExplorerandviewtheschema.
Tocreateatransformationsheet(alanguagefortransformingXMLdocumentsintootherXMLdocuments)and

transformthedata,useNotepadoranXMLtransformationutility.

Example of the first few lines of a GoldMine schema:

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To Import GoldMine Contact Data from XML


1. SelectFile>ImportandExport>ImportGoldMineDatafromanXMLFile.TheGoldMineXMLImportWizard appears. 2. SelectoneoptionintheGoldMineXMLImportWizard: Importanewfile:DisplaystheImportaNewFiledialogbox.GoldMineimportsthedataaccordingtoaprofile createdasyoudefinesettingsintheGoldMineXMLImportWizard. Importanewfileusinganexistingprofile:DisplaystheSelectFiletoImportdialogboxtoselectapredefined profileGoldMinewillusetoformatthedatayouimportfrom. 3. ClickNexttoadvancetotheImportaNewFiledialogboxortheSelectFiletoImportdialogbox.

Import a New File Dialog Box


ThisboxappearswhenyouselectImportanewfilefromDBF,ASCII,orSDFontheGoldMineXMLImportWizarddialogbox. 1. IntheEnterthefullpathandfilenameofthefiletobeimportedtextbox,typeorbrowsetothepathofthe.xmlfileto import. 2. ClickNext. EithertheSelectDatatobeImportedFromFileorImportFileProfiledialogboxappears.

Importing from Other Applications


Importing Data from ACT!
GoldMineoffersanimportwizardtohelpconvertACT!datatoGoldMine.SelectanimportmethodbasedontheACT! versionyouareimportingfrom.
IfimportingfromACT!6.x,selectFile>ImportandExport>ConvertfromACT!6.0.TheWelcometotheACT!

ImportWizard!opens. IfimportingfromACT!2000orACT!4andlower,selectFile>ImportandExport>ImportContactRecords.The WelcometoGoldMine'sImportWizardopens.

Using the ACT! Import Wizard


TheACT!ImportWizardappearswhenconfiguringACT!dataimportingusingoneofthesemethods: 1. SelectFile>ImportandExport>ConvertfromACT!6.0.TheACT!ImportWizardappears. 2. SelectFile>ImportandExport>ImportContactRecords.

NOTE:Werecommendbackingupyourdatabeforebeginning.
3. OntheACT!ImportWizarddialogbox,typeorbrowsetothelocationofyourACT!.dbffileintheEnterthefullpath andfilenameoftheACT!filetobeimportedtextbox. 4. IntheUserfield,typethenameoftheACT!user. 5. InthePasswordfield,typetheuser'spassword. 6. ClickNext.TheACT!ImportOptionsdialogboxappears.

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Using the Outlook Conversion Wizard


TheOutlookConversionWizardprovidesaneasywaytoconvertyourOutlookfiles(Contacts,Calendar,Tasks,andEmail folders)toGoldMine.ThisisusefulwhenmovinginformationfromOutlooktoGoldMineasyourbusinesscontact managementsystem.TheconversionwizardisanimportfeatureandisnottobeusedinlieuofOutlooksynchronization.

NOTE:OutlookcontactandcalendarnoteswithrichtextformattingandembeddedURLsimportinto
GoldMineasplaintext. 1. SelectFile>ImportandExport>ConvertfromOutlook.TheOutlookConversionWizarddialogboxappears. 2. ClickNext.TheImportOptionsdialogboxappears. ApplyGoldMine'sFormattingtophonenumbersbeingimported:ConvertstheOutlookformatcommonly(719) 5555555)toGoldMinecommonly(719)5555555. Selecttheusername...:Selecttheuserinthedropdownlistwhowillbecometheowneroftherecordsandwho thecalendarandhistoryactivitieswillbeassignedto. Selectoneduplicatecheckingoption: Donotimportduplicaterecords:Doesnotimportanyrecordswherethecompany,contact,andphonefieldsin OutlookmatchaGoldMinerecord. ImportallrecordtoGoldMine:ImportsallselectedrecordsintoGoldMinewithoutcheckingforduplicaterecords. 3. ClickNext.TheContactFolder(s)dialogboxappears. ToselectContactfolderstoimport,clickAdd.TheSelectFolderdialogboxappears.Selectacontactfolderto importandclickOK.Repeattheprocessforeachcontactfoldertoimport. ClickRemovetodeleteahighlightedfolderontheContactFolder(s)dialogbox. Ifnotimportinganycontactfolders,clickNextwithoutaddingfolderstotheFolderlist. 4. ClickNext.TheCalendarFolder(s)dialogboxappears. ToselectCalendarfolderstoimport,clickAdd.TheSelectFolderdialogboxappears.Selectacalendarfolderto importandclickOK.Repeattheprocessforeachcalendarfoldertoimport. ClickRemovetodeleteahighlightedfolderontheCalendarFolder(s)dialogbox. Ifnotimportinganycalendarfolders,clickNextwithoutaddingfolderstotheFolderlist. 5. ClickNext.TheCalendarOptionsdialogboxappears. Tosetthedaterangeofcalendarrecordsyouareimporting,selectnumberofdays,months,yearsbeforetodayfor theStartingdate,andthenumberofday,month,oryearbeforetodayforEndingdate. 6. ClickNext.TheTaskFolder(s)dialogboxappears. ToselectTaskfolderstoimport,clickAdd.TheSelectFolderdialogboxappears.Selectataskfoldertoimportand clickOK.Repeattheprocessforeachtaskfoldertoimport. ClickRemovetodeleteahighlightedfolderontheTaskFolder(s)dialogbox. Ifnotimportinganytaskfolders,clickNextwithoutaddingfolderstotheFolderlist. 7. ClickNext.TheEmailFolder(s)dialogboxappears. ToselectEmailfolderstoimport,clickAdd.TheSelectFolderdialogboxappears.Selectanemailfoldertoimport andclickOK.Repeattheprocessforeachemailfoldertoimport.

NOTE:ImportedemailfoldersandInboxmessagesarecategorizedandfiledintheEmailCenterina
separateOutlookImportfolder.
RemovetodeleteahighlightedfolderontheEmailFolder(s)dialogbox. Ifnotimportinganyemailfolders,clickNextwithoutaddingfolderstotheFolderlist.

8. ClickNext.TheReadytoImportdialogboxappears. 9. ClickBacktochangeanysettingsandthenclickFinish.

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Exporting to GoldMine From Microsoft Excel


AfterGoldMinePlusforMicrosoftOfficeisinstalled,datacanbeexportedfromMicrosoftExceltoyourGoldMine databaseusingnewmenuoptionsinExcel. GoldMinePlusforOfficeaddsanexportfeaturetotheGoldMinemenuinExcel.UsethismenuoptiontomapExcel columnstoGoldMinefieldsandinitiatetheexportprocess.

IMPORTANT:Backupyourdatabasebeforebeginning.

NOTE:Beforeproceedingwiththeexport,verifythatphonenumbersareformattedconsistentlyandmake
changesasneeded.TheformatofthephonenumbersinyourExcelspreadsheetmustbethesameforthe ExcelODBCtointerpretthenumberscorrectly.Ifformatsareinconsistent,theODBCdriverinterpretsallthe valuesinthecolumnasnullandyoulosephonenumberdataduringtheexportprocess.Forexample,you cannothaveonephonenumberthatis1235557894andanotherthatis7775551236.Beforeexportingto GoldMine,specifyoneformatandupdateallphonenumbersinyourspreadsheettomatchtheselected format.Whenthephonenumberformatisconsistent,beginexportingtoGoldMine. 1. LaunchGoldMine. 2. OpentheExcelspreadsheetyouareexportingtoGoldMine. 3. SelectthecellsyouareexportingtoGoldMineandspecifytheNamedRange.InExcel,selectInsert>Name>Define. TheDefineNamedialogboxappears.SeeExcelHelpfordetails.

NOTE:ToperformthisfunctioninMicrosoftOffice2007,selectthecellstoexporttoGoldMine,rightclick
ontheselectedcellrangeandselectNameaRangefromthedropdownmenu.Youcanalsoselectthe Formulastab,thenselectDefineName>DefineNamefromthemenu. 4. IntheNamestextbox,typethedesirednameoftherange.

NOTE:Thefirstrowoftheselectedrangemustcontainonlyheaderdata.
5. eitherWorkbookorSheetfromtheScopedropdownmenu. 6. SelectGoldMine>ExportDatatoGoldMine.TheExportDatatoGoldMinedialogboxappears. TheWelcometotheGoldMinePlusforMicrosoftExcelExportWizard!appears. 7. ClickNext.Thefieldmappingdialogboxappears. 8. TomapcolumnstoGoldMinefields,highlightthecolumnintheExcelFieldslistandthenhighlighttheGoldMinefield tomapthecolumnto.ClickAddMapping.YourselectionisaddedtotheMappedFieldslist(forexample, Column1<=>C1.Company). 9. Continuetomapdesiredfields.Whenfinished,clickNext.TheGoldMineisnowReadytoexportyourExceldata! dialogboxappears. 10. ClickFinish. Whentheimportprocesscompletes,adialogboxappears,indicatingthenumberofrecordsimportedintoGoldMine.

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Importing and Exporting iCalendar Files


Importing iCalendar Files
1. SelectFile>ImportandExport>ImportfromaniCalendarfile.TheWindowsOpendialogboxappears. 2. LocatetheiCalendar(*.ics)filestoimportandclickOpen.TheImportfromaniCalendarfiledialogboxappears. 3. ToimportasingleiCalendaractivity,selecttheactivityandclickImport.

NOTE:WhenimportingiCalendarfilesfromLotusNotes,GoldMineschedulesactivitieswithoutassigned
participants,orinvitees,asunlinked.IdentifythissituationwhenevertheOrganizerentryisUNKNOWN. 4. Toimportallactivities,clickImportAll. 5. Aseachactivityisprocessed,theAttachimportedactivitytocontactdialogboxappears.Selectoneoption: Findanexistingcontactandthenlinkthisactivity. Findanexistingcontact,createanewadditionalcontactandlinktoit. Createanewcontactandthenlinkthisactivity. Donotlinkthisactivitytoanycontact 6. ClickOK.Dependingontheoptionselected,differentwindowsanddialogboxesappear. 7. ClickClose.

Exporting iCalendar Files


ExportiCalendarfilessousersofiCalendarenabledapplications,suchasMicrosoftOutlookorLotusNotescanimport activitiesfromyouriCalendarfiletotheircalendars. 1. SelectFile>ImportandExport>ExporttoaniCalendarfile.TheExporttoaniCalendarfiledialogboxappears. 2. IntheSelectbasedonContact(s)/User(s)area,selectone: ActivitiesbasedonContact(s).Exportsactivitiesscheduledforthecurrentcontactrecord,orforrecordsbasedon theselectedfilter.
Selectfrom: CurrentContactrecord:Exportstheinformationforthecurrentrecord. Filters/Groups:Exportsinformationbasedonthefilterorgroupselectedinthedropdownlist. ActivitiesbasedontheUser(s):Exportsactivitiesscheduledforselectedusers. Selecttheanyorallusers'activitiestoexport.

3. IntheSelectionCriteriaarea,selecttheactivitytypestoexport. 4. Tonarrowtheexporttoarangeofdates,selectDaterangeandselecttheFromandTodatesontheF2graphical calendar. 5. ClickExport.TheWindowsSaveAsdialogboxappears. 6. LocatethefoldertosavethefilestoandtypetheFileName. VerifytheSaveastypeisiCalendarformat(*.ics). 7. ClickSave.TheGoldMineProcessMonitorappearsdisplayingtheprogressoftheexport.

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Merging and Purging Records


UserscanaccidentallycreateduplicatecontactrecordsinGoldMinethat,overtime,mightbetoogreatformanual deletion.GoldMineprovidesseveralmethodsforconsolidatinginformationanddeletingduplicaterecords(Usingthe DeleteWizardonpage147):
Merge/PurgeRecordsWizard.Simplifiesthereplacementprocessbyguidingyouthroughtheentireprocedure. MergeOpenRecords.Updatesthecontactrecordwithinputfocusbymerginginformationintwocontactrecords

displayedinGoldMinesworkarea.
MergeTaggedRecords.Createsonecontactrecordbymerginginformationfromalltaggedrecords.

IMPORTANT:Mergingandpurgingpermanentlychangesthedatabase.Werecommendbackingup thedatabasefirst,

Using the Merge/Purge Records Wizard


UsetheMerge/PurgeWizardtoselectrecordsbasedonapredefinedprofileordefineyourowncriteria.Setupacustom merge/purgeprofilebydefining:
Contactrecordfield.SelectasmanyasyouwantGoldMinetouseduringtheevaluationprocesstomatchrecords. Method.Selectacriterionforeachrecordmatchwhichcanbecasesensitive,caseinsensitive,Soundex,orfirstn

characters.
Weight.Selectandassignanumericweighttoeachcriterion.Whenarecordisevaluated,eachmatchwithacriterion

accruestheassignedweightvalue.Ifthetotalweightearnedbymatchesbetweentworecordsandthespecified criteriaequalorexceedthequalifyingweightvalue,GoldMineselectstherecordsasduplicates. Youcanalsoselectthemethodfordisposingofduplicaterecords.Mergedatafromtwoduplicaterecordstocreateone updatedrecord,ordeleteoneoftheduplicatesaccordingtoaconditionsuchasdeletingtheolderrecord.Specify GoldMineprocessthemerge/purgeautomatically,ordisplayduplicaterecordsforviewingormanualdeletion. IMPORTANT:Mergingandpurgingpermanentlychangesthedatabase.Werecommendyoubackit upbeforeperformingamerge/purge.

NOTE:ItishighlyrecommendedthatyouselectPromptmebeforemergingrecordsandDryrun:Only
showduplicatesdonotmergenorpurgebeforeactuallyperformingapurge. 1. SelectTools>DataManagement>Merge/PurgeRecords>Merge/PurgeRecordsWizard.TheGoldMineMerge/ PurgeWizardappears. 2. Selectoneprocedure: Merge/Purgeusingapredefinedprofile:DisplaystheSelectaMerge/PurgeProfiledialogboxcontainingalistof previouslydefinedmerge/purgeprofiles.Highlighttheprofiletousetosearchforduplicaterecords. Merge/Purgeusingnewcriteria:Setupweightedcriteriaforthecurrentmerge/purge.Thesettingscanbeused onetimeonlyorsavedasamerge/purgeprofileforfutureuse. 3. ClickNext. IfyouselectedMerge/Purgeusingapredefinedprofile,selecttheprofilefromtheSelectaMerge/PurgeProfile dialogbox.YoucanalsodeleteapreviouslydefinedprofilebyselectingDeleteProfile.Afterselectingaprofile, clickNext.TheSelectaFilter/Groupdialogboxappears. IfyouselectMerge/Purgeusingnewcriteria,theSelectaFilter/Groupdialogboxappears.

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Selecting the Merge and Purge Methods


TheMergeMethodandPurgeMethoddialogboxescontainsettingsthatdeterminehowGoldMinetreatsrecordsselected asduplicates. 1. TheMergeMethoddialogboxappearsafterselectingmerge/purgecriteria. 2. Selectonemergemethod: KeeptherecordthatwasCreatedFirst:Selectsthecontactrecordsavedfirst.Thedateisdeterminedbytheentry loggedintheCreationfieldoftheSummarytab. KeeptherecordthatwasLastUpdated:Selectsthecontactrecordchangedlast.Thedateisdeterminedbythe entryloggedintheLastUpdatefieldoftheSummarytab. CreateLinkedAdditionalContactsineachrecord:GoldMinekeepsbothrecordsandcreatesadditionalcontactsin theContactstaboftheduplicaterecords.Forexample,ifGoldMinedeterminesJonSmithandJohnSmythare duplicatecontacts,JonSmithisaddedasanadditionalcontactintheJohnSmythcontactrecord.JohnSmythis addedasanadditionalcontactintheJonSmithcontactrecord.

NOTE:SelectingCreateLinkedAdditionalContactsdoesnotpromptyouforapurgemethod,butdisplays
theSavetheMerge/PurgeProfiledialogbox. 3. Selectoneofthefollowingoptions: CreateAdditionalContactofnonsurvivingrecord:Theprimarycontactofthedeletedduplicaterecordisstoredas anadditionalcontactinthesurvivingcontactrecord.GoldMinestoresthenewadditionalcontactintheContacts tabofthesurvivingcontactrecord. Promptmebeforemergingrecords:CheckthisboxforGoldMinetodisplayduplicaterecordsandofferoptionsso theusercanmakeindividualdecisionsoneachsetofduplicaterecords. Dryrun:Onlyshowduplicatesdonotmergenorpurge:CheckthisboxforGoldMinetodisplayduplicaterecords withoutanyoptionstoselectrecordsforpurging.Attheendoftheprocess,duplicaterecordsremaininthe contactdatabase.

NOTE:IfyouselectDryrun,GoldMinedoesnotpromptyouforapurgemethod,butdisplaystheSavethe
Merge/PurgeProfiledialogbox.

NOTE:ItisrecommendedthatyouselectPromptmebeforemergerecordsandDryrun:Onlyshow
duplicatesdonotmergeorpurgebeforeactuallyperformingapurge. 4. Afterselectingamerge/purgeoption,clickNext.Unlesscreatinglinkedadditionalcontactsorperformingadryrun,the PurgeMethoddialogboxappears. 5. Selectoneoption: Deletetheduplicaterecord:GoldMineautomaticallydeletesrecordsmeetingthequalifyingweightspecifiedinthe merge/purgeprofile. Updateafieldwithavaluetoindicaterecorddeletion:Changesthespecifiedfieldwithaspecifiedvalue selectingthisoptiondoesnotpurgeduplicaterecords.

TIP:SelectingUpdateafieldwithavaluetoindicaterecorddeletionisthesafestwaytomerge/purgerecords.This
optionperformsthemergebasedonyourcriteriaandthenmarksthenonsurvivingrecordbutleavesitinyour database.Reviewtherecordsanddeletebasedonthevaluewithwhichthespecifiedfieldisupdated. 6. Next.ThePurgeMethod:UpdateFieldSettingsdialogboxopens. UpdateField:Selectthefieldinthedropdownlist. Value:Typethevalueyouareupdatingthefieldwithtoindicatedeletion.Ifanyrecordhadanentryinthespecified field,thisdataoverwritestheexistingvalue.

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7. SelectMergeCalendar,History,andContSupprecordstomovethisdatatothesurvivingcontactrecordfromthe purgedrecord.Thisoptionmovesdatafromtheserecords: Calendar History Additionalcontact Referral Detail 8. ClickNext.TheSavetheMerge/PurgeProfiledialogboxopens.

Merging Open Contact Records


Youcanmergetwoormoreopencontactrecords.Theactivecontactrecordisupdatedwithinformationfromtheother record.Thenonactivecontactisdeleted. 1. SelectWindow>NewContactWindow.Asecondcontactwindowopens. 2. Displaythesecondrecordyouaremerging.Maketherecordyouarekeepinginthedatabasetheactivecontactrecord. 3. SelectTools>DataManagement>Merge/PurgeRecords>MergeOpenRecords.TheMerge/PurgeVisibleContact Recordsdialogboxappears. 4. Thedialogboxremindsyouthattheactivecontactrecordwillsurvive.Informationfromtheotherrecordswillbe consolidatedonthesurvivingrecord,andtheotherrecordswillbedeleted. 5. ClickYes.

Merging Tagged Records


Youcanconsolidateinformationfromalltaggedcontactrecordsintoonecontactrecord.

NOTE:GoldMineupdatesthefirsttaggedcontactrecordanddeletesallothertaggedcontactrecords.
1. therecordstomerge. 2. SelectTools>Merge/PurgeRecords>MergeTaggedRecords.TheMerge/PurgeTaggedContactRecordsdialogbox appears. 3. Thedialogboxremindsyouthatthefirstrecordtaggedwillbethesurvivingrecordwithdatafromtheotherrecords consolidatedonthatonerecord.Onceconsolidated,theotherrecordsaredeleted. 4. ClickYes.

Using the Delete Wizard


ToupdateyourcontactdatabasebydeletingsomeorallCalendarrecords,historyrecords,and/orcontactrecords,use GoldMinesDeleteWizardtoreducethepossibilityofanunintentionaldeletion.

NOTE:OnlyuserswithMasterRightscanaccesstheDeleteWizard.
1. SelectTools>DataManagement>DeleteRecords.TheDeleteWizardappears. 2. Selectonedeleteoption: Deleteoldhistoryrecords:Purgesoldhistorydatafromthecontactdatabase.Deleteallhistoryrecordsfromthe contactdatabase,oractivateafilterorgroup,thenusethisoptiontodeletehistoryrecordsfromthesubsetof records.

NOTE:Removingoldhistoryrecordsperiodicallycansignificantlyreducetheamountofdiskspaceusedby
contactsets.
ALL(filtered)contactrecords:Deletesasubsetofrecordsfromthecontactdatabasebasedonafilterorgroup.

3. ClickNext.IfyouselectedDeleteoldhistoryrecordsorDeleteALL,theselectfilter/groupdialogboxappears.

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Monitoring Processes
TheGoldMineProcessMonitorlaunchesautomaticallywhenexecutingorrunningprocesseswithinGoldMine,including synchronization,AutomatedProcesses,importingandexporting,ormergingandpurging.

NOTE:Afteropened,theProcessMonitorcanfloatanywhereontheGoldMinescreen,oritcanbedocked
toanyofthefoursidesoftheGoldMinescreen.Thewindowcanalsoberesizedtomaximizeavailable workspace.Forbestresults,docktheProcessMonitortothebottomoftheGoldMinescreen. upperpanedisplaysprocessesrunningandgeneralstatus,whilethelowerpanedisplaysthestatusofthecomponent tasks. Usethetoolbarorthelocalmenutomanageprocessoptions. TheProcessMonitorusescolorcodes,assignedtotextorthebackground,toindicateprocessstatus.

Color
Blacktextondefaultbackground Bluetextondefaultbackground Blacktextonyellowbackground Whitetextonredbackground Greentextondefaultbackground

Meaning
Operationnormal Notice Warning Error Tasksuccessfullycompleted

Understanding GoldMine Data Files


GoldMineTableStructure(seepage148) GoldMineTables(seepage149) ContractTables(seepage153) RecTypes(seepage160)

GoldMine Table Structure


GoldMinetablesandContacttablesmakeuptheGoldMinedatabase,whichconsistsofdataorganizedincolumnsand rows.Cellsatanycolumn/rowcancontainonlyonevalue.Columnsandrowsworktogethertodefinethetypeof informationacellcancontain. Columns:EachcolumncontainsvaluesprovidinginformationofonetypesuchasCompany,City,orState,andeachcolumn representsafield.Onecolumn,oracombinationofcolumns,istheuniqueindex(theuniquevalueeachrecordcanbe identifiedby). Rows:Eachrowcontainsonerecordconsistingofasetofcolumnvalues.Atablecancontainasfewas0rowsoran unlimitednumberofrows.SQLServercanretrievedatafromtablesbyworkingwithrelationshipsrepresentedbycommon datavaluesbetweentables.Acommondatavalueisavaluethatisthesamebetweenmultipletables.Forexample,botha Contact1tableandaCaltablecontainAccountNovalues.Thesharedvaluecreatestherelationshipbetweentherecordsin the2tables.

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TheCaltablecontainsarecordforeachscheduledactivity.DifferentrecordtypesaredistinguishedbytheRecType.Each recordtypecanusethesamefieldfordifferentpurposes.TheCaltableispartoftheGoldMinefiles

FieldName
USERID ACCOUNTNO ONDATE ONTIME ENDDATE ALARMFLAG ALARMTIME ALARMDATE ACTVCODE RSVP DURATION RECTYPE ACONFIRM APPTUSER STATUS DIRCODE NUMBER1 NUMBER2 COMPANY REF NOTES LINKRECID LDOCRECID LOPRECID CREATEBY CREATEON CREATEAT LASTUSER LASTDATE LASTTIME RECID

Type
String String Date String Date String String String String String Integer String String String String String Integer Integer String String Memo String String String String Date String String String Date String

Length
8 20 8 5 8 1 5 8 3 1 3 1 3 10 4 10 8 8 60 80 1 15 15 15 8 8 6 8 8 8 15

Description
UserName Accountnumberofthelinkedcontact Activitydate Activitytime Endingdateofascheduledactivity Alarmflag Alarmtime Alarmdate Activitycode RSVPnotification Duration/Probability Recordtype Meetingconfirmation Meetingconfirmationuser Thefirstcharacterisflag.Thesecondcharacter=1ifnotesexist. ContactSetcodeofthecontactfile Salespotential Unitsofaforecastedsale Company/Contactname Reference Notes LinkedrecordID Reservedforfutureuse LinkedOpportunityManagerrecordID Createdbyuser Createddate Creationtime Lastmodifiedby Lastmodifieddate Lastmodifiedtime RecordID

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Fields5storesthelocationandtaborderofeveryfieldwithintheFieldstabandthefieldpositionandtaborderofthe

primarycontactfields.
Filtersholdsallfilterscreatedinthesystem. Formsstoresthemergeformtemplatepropertiesaddedtothemergeformssystem. FormsFldcontainsinformationaboutfieldsinthemergeforms. FormsQueisaqueueofmailmergeddocumentswaitingtobesent. GMTLog,withtheContTlogtable,controlsthesynchronizationprocess.ThePrimaryTlogholdsthesynchronization

timestampforthetablesintheGoldMinefiles,suchasCal,Filters,andothers.
GSLogsistheGoldSynclogtable. GSServercontainstheGoldSyncserversettings. GSSitescontainsconfigurationparametersforGoldSyncsites. InfoMinestoresdatafromtheInfoCenter.TheInfoCenterispartoftheGoldMinefiles.

FieldName
ACCOUNTNO CREATEBY RECTYPE SORTKEY TSECTION TOPIC KEYWORDS OPTIONS OPTION1 OPTION2 LINKEDDOC NOTES USERREAD USERWRITE LASTUSER LASTDATE LASTTIME RECID

Type
String String String String String String String String String String Memo Memo String String String Date String String

Length
20 8 10 20 100 80 80 10 20 20 1 1 8 8 8 8 5 15

Description
Accountnumber Creationuser Recordtype Sortkey Section Topic Keywords Options Option1 Option2 Linkeddocument Notes Readaccess Writeaccess Lastmodifiedby Lastmodifieddate Lastmodifiedtime RecordID

ImpExpstorestheImport/Exportprofilesusedtoexportandimportdata. LeadDbfsholdsleadsanalysisdefinitionssetfromtheGoTo>Analysismenu. LookupcontainseachF2Lookupentry.TheLookuptableispartoftheGoldMinefiles.

FieldName
FIELDNAME LOOKUPSUPP

Type
String String

Length
11 10

Description
Fieldname LookupOptions

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FieldName
ENTRY RECID MASTERVALUE

Type
String String String

Length
40 15 40

Description
Description RecordID Correspondingvalueforcrossfield validation

MailboxstoresallGoldMineemail.TheMailboxispartoftheGoldMinefiles.Thehistorydisplayofmessagespulls

informationfromhere.Ifanemailmessagehasanattachment,itstoresinthe\goldmine\mailbox\attachfolderby default.

FieldName
LINKRECID FLAGS USERID FOLDER FOLDER2 ACCOUNTNO CREATEON MAILSIZE MAILDATE MAILTIME MAILREF RFC822 RECID

Type
String String String String String String Date String Date String String Memo String

Length
15 8 8 20 20 20 8 8 8 8 100 1 15

Description
LinkedRecordID Flags Username Folder Subfolder Accountnumber Creationdate Mailsize Maildate Mailtime Linkedcontactnameandsubjectline Mailmessage RecordID

TheOpMgrtablecontainsthedataintheOpportunityandProjectManagers.TheOpMgrtableispartoftheGoldMine

files.

FieldName
OPID RECTYPE ACCOUNTNO USERID FLAGS COMPANY CONTACT NAME STATUS CYCLE STAGE

Type
String String String String String String String String String String String

Length
15 3 20 8 10 40 40 50 50 50 30

Description
OpportunityID Recordtype Accountnumber Username Flags Company Contact Opportunityname Status Cycle Stage

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FieldName
SOURCE F1 F2 F3 STARTDATE CLOSEDDATE CLOSEBY FORAMT FORPROB CLOSEAMT NOTES RECID
OpMrgFld

Type
String String String String Date Date Date Float Integer Float Memo String

Length
30 20 20 10 8 8 8 10 4 10 1 15

Description
Source

Startdate Closedate Closeby Foramount Probability Closeamount Notes RecordID

PerPhoneservesaspersonalcontacts,containingnamesandphonenumbers.ThePerPhonetableispartofthe

GoldMinefiles.

FieldName
RECTYPE USERID STATUS CONTACT PHONE1 RECID

Type
String String String String String String

Length
1 8 2 30 16 15

Description
Recordtype Username InternationalorU.S.phoneformat Contactname Phonenumber RecordID

Report32holdsthereportdefinitionsandsettingsappearingintheReportsMenudialogbox. ResItemscontainstheresource(s)youcreated,suchasequipment,facilities,andotherresourcesscheduledfromthe

Resources'MasterFile.TheResItemstableispartoftheGoldMinefiles.

FieldName
NAME CODE RESDESC CUSTODIAN NOTES RECID

Type
String String String String Memo String

Length
8 10 40 8 1 15

Description
Name Code Description Custodian Notes RecordID

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Scriptsholdstelemarketingbranchingscripts. SPFilesisthedirectoryoftheGoldMineContactSetdatabases.TheSPFilestableispartoftheGoldMinefiles.

FieldName
DIRNAM DITPTH USERID DIRCODE DBPASSWORD DRIVER RECID

Type
String String String String String String String

Length
35 100 8 10 36 25 15

Description
Contactfiledescription Contactfilepath Contactfileuser ContactSetcode Databasepassword Databasedriver Recordtype

SysLogisaglobaltableusedbyalldatabasesandprocesses.Itrecordserrorsoccurringwhenusingthedatabasetables.

Thistablecanbedeletedifauserisrunningoutofdiskspaceandtheoldtablesarenolongerneededfor troubleshooting.Thesystemcreatesanewlog.
ProcessesholdstheAutomatedProcessesdefinitions. UserLogcontainsinformationusedforeachusersTimeClock.

Contract Tables
Contact1
Contact1containsthemaincontactfields,suchasname,company,address,andtheKey1throughKey5tables.The Contact1tableispartoftheContactfiles(Thetablesstoringadatabase'scontactinformation.Alsoreferredtoas Commonfiles.TheCommonDirlineintheGM.inipointstothedefaultcontactfiles).

FieldName
ACCOUNTNO COMPANY CONTACT LASTNAME DEPARTMENT TITLE SECR PHONE1 PHONE2 PHONE3 FAX EXT1 EXT2 EXT3

Type
String String String String String String String String String String String String String String

Len
20 40 40 15 35 35 20 25 25 25 25 6 6 6

Description
Accountnumber Companyname Contactname Contact'slastname Department Contacttitle Secretary Phone1 Phone2 Phone3 Faxnumber Phoneextension1 Phoneextension12 FaxextensionisEXT3tomaintaincompatibility withpreviousversions

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FieldName
EXT4 ADDRESS1 ADDRESS2 ADDRESS3 CITY STATE ZIP COUNTRY DEAR SOURCE KEY1 KEY2 KEY3 KEY4 KEY5 STATUS

Type
String String String String String String String String String String String String String String String String

Len
6 40 40 40 30 20 10 20 20 20 20 20 20 20 20 3

Description
Phoneextension3 Address1 Address2 Address3 City State Zipcode Country Dear(Salutation) LeadSource Key1 Key2 Key3 Key4 Key5 InternalStatus Position1tracksthetypeofphonenumber. IfthefirstcharacterisU,theUSAstylephone formatisused. Position2trackscurtaininglevel(0=None, 1=partial,2=full,3=semipartial) Position3indicatesarecordalertifthevalue is1. Notes

NOTES MERGECODES

Memo String 20

Mergecodes(Threecharactercodesusedasthe basisforemailanddocumentmergingformass mailings)forcontact Creationuser Creationdate Creationtime Lastmodifiedby Lastmodifieddate Lastmodifiedtime RecordID

CREATEDBY CREATEDON CREATEAT LASTUSER LASTDATE LASTTIME RECID

String Date String String Date String String

8 8 8 8 8 6 15

PrimaryFieldsStoredintheContact1Table

FieldName
COMPANY CONTACT

FieldLabel
COMPANY CONTACT

IndexedField
Yes Yes

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FieldName
DEPT TITLE SOURCE LAST DEAR SECR ADDRESS1 ADDRESS2 ADDRESS3 CITY STATE ZIP COUNTRY MERGECODES PHONE1 EXT1 PHONE2 EXT2 PHONE3 EXT3 FAX EXT4 KEY1 KEY2 KEY3 KEY4 KEY5

FieldLabel
DEPT TITLE SOURCE LAST DEAR ASST ADDRESS1 [notdisplayed] [notdisplayed] CITY STATE ZIP COUNTRY MERGECODES PHONE1 EXT PHONE2 EXT PHONE3 EXT FAX EXT CONTACTTYPE INDUSTRY INTEREST ACCOUNTMNGR OPEN

IndexedField
No No No Yes No No No No No Yes Yes Yes Yes No Yes No No No No No No No Yes Yes Yes Yes Yes

NOTE:TheAccountNoandtheRecIdfieldsarealsoindexedfields

Contact2
Contact2containsadditionalfieldsassociatedwiththeContactRecord,primarilytheuserdefinedfields.TheContact2 tableispartoftheContactfiles(Thetablesstoringadatabasescontactinformation.AlsoreferredtoasCommonfiles. TheCommonDirlineintheGM.inipointstothedefaultcontactfiles).Thefieldslistedbelowareaddedduring installation.AddfieldstothistablebeginningwithU.

FieldName
ACCOUNTNO

Type
String

Len
20

Description
Accountnumber

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FieldName
CALLBACKON CALLBACKAT CALLBKFREQ LASTCONTON LASTCONTAT LASTATMPON LASTATMPAT MEETDATEON MEETTIMEAT COMMENTS PREVRESULT NEXTACTION ACTIONON CLOSEDATE USERDEF01 USERDEF02 USERDEF03 USERDEF04 USERDEF05 USERDEF06 USERDEF07 USERDEF08 USERDEF09 USERDEF10 USERDEF11 USERDEF12 USERDEF13 USERDEF14 USERDEF15 USERDEF16 RECID

Type
Date String Smallint Date String Date String Date String String String String Date Date String String String String String String String String String String String String String String String String String

Len
8 8 3 8 8 8 8 8 8 65 65 65 8 8 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 10 15

Description
Callbackdate Callbacktime(unusedcompatibilityfield) Callbackfrequency Lastcontactdate Lastcontacttime Lastattemptdate Lastattempttime Meetingdate Meetingtime Comments Previousresults Nextaction Nextactiondate Expectedclosedate Userdefined1 Userdefined2 Userdefined3 Userdefined4 Userdefined5 Userdefined6 Userdefined7 Userdefined8 Userdefined9 Userdefined10 Userdefined11 Userdefined12 Userdefined13 Userdefined14 Userdefined15 Userdefined16 RecordID

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ContSupp
ContSuppistheSupplementaryContacttable,whichcontainsarecordforeachadditionalcontact,referral,anddetail record.ThedifferentrecordtypesaredistinguishedbythecontentsoftheRecType(Arecordtypecodeidentifying differenttypesofrecordswithinthedatabase)field.ThedifferentRecTypescanuseeachfieldforadifferentpurpose.

FieldName
ACCOUNTNO RECTYPE CONTACT TITLE CONTSUPREF DEAR PHONE EXT FAX LINKACCT NOTES ADDRESS1 ADDRESS2 CITY STATE ZIP COUNTRY MERGECODES

Type
String String String String String String String String String String Memo String String String String String String String

Len
20 1 30 35 35 20 20 6 20 20 1 40 40 30 20 10 20 20

Description
Accountnumber Recordtype(seeRecTypesonpage160) Contactname/Detail Contactstitle/Referralsaccountnumber Reference/DetailheadernameandDetailtab name/Detailfield1 Dear(salutation) Phone Phoneextension/Detailfield5 Faxnumber Linkedaccount/Detailfield2 Notes/Detailheaderfieldlabels Additionalcontactaddress/Detailfield7 Additionalcontactaddress2/Detailfield8 Additionalcontactcity/Detailuser,date,and time Additionalcontactstate/Detailfield6 Additionalcontactzip/Detailfield4 Additionalcontactcountry/Detailfield3 Mergecodes(Threecharactercodesusedasthe basisforemailanddocumentmergingformass mailings) Firstcharacterisaflag,secondcharacter=1if noteexists Linkeddocument Lastmodifiedby Lastmodifieddate Lastmodifiedtime RecordID

STATUS LINKEDDOC LASTUSER LASTDATE LASTTIME RECID

String Memo String Date String String

4 10 8 8 5 15

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ContHist
containsrecordsofcompletedactivities.TheContHisttableispartoftheContactfiles(Thetablesstoringadatabase's contactinformation.AlsoreferredtoasCommonfiles.TheCommonDirlineintheGM.inipointstothedefaultcontact files).

FieldName
USERID ACCOUNTNO SRECTYPE

Type
String String String

Len
8 20 1

Description
User Accountnumber FirstcharacterofRecType(Arecordtypecode identifyingdifferenttypesofrecordswithinthe database) Recordtype(seeRecTypesonpage160) Actiondate Actiontime Activitycode Firstcharacterisflag,secondequals1ifnotes exist. Duration Forecastedsaleunits Reference Notes/Detailheaderfieldlabels LinkedrecordID LinkedOpportunityManagerrecord Creationuser Creationdate Creationtime Lastmodifiedby Lastmodifieddate Lastmodifiedtime RecordID

RECTYPE ONDATE ONTIME ACTVCODE STATUS DURATION UNITS REF NOTES LINKRECID LOPRECID CREATEDBY CREATEDON CREATEAT LASTUSER LASTDATE LASTTIME RECID

String Date String String String String String String Memo String String String Date String String Date String String

10 8 5 3 2 8 8 65 1 15 15 8 8 8 8 8 5 15

ContGrps
ContGrpscontainstheheaderdefiningeachgroupandthemembersofthegroups.ContGrpstableispartofthe Contactfiles(Thetablesstoringadatabase'scontactinformation.AlsoreferredtoasCommonfiles.TheCommonDir lineintheGM.inipointstothedefaultcontactfiles). HeaderRecords

FieldName
USERID CODE

Type
String String

Len
15 8

Description
Groupuser Groupcode

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FieldName
ACCOUNTNO

Type
String

Len
20

Description
Headerinformation PositionsValue 18M: 1520Totalmembersingroup Groupreference RecordID/Groupnumber

REF RECID MemberRecords

String String

24 15

FieldName
USERID CODE ACCOUNTNO REF RECID

Type
String String String String String

Len
15 8 20 24 15

Description
Groupnumber(fromgroupheader) Membersortvalue Linkedcontactaccountnumber Memberreference RecordID

ContUdef
ContUdefisafilespecifictoeachdatabasecreatedwithinGoldMine.Itstoresname,type,andlengthofuserdefined fieldsforthedatabaseanddrivestherebuildingprocessbyrecreatingtheGoldMinedatabaseandworkingwiththe Fields5table.

ContTlog
ContTlogtablesholdsynchronizationinformationforthecontactset.EachcontactdatabasehasitsownContTlogtable. Whenachangeismadetoacontactdatabasefile(notcalendarfile),anentryismadeintheTlogtableswiththefield informationanddateandtimeofthechange.Whensynchronizationoccurs,theTlogtablesdeterminewhat informationtransfers.

NOTE:TheTlogtables,forexample,ContTlogandGMTlog,track(tothemillisecond)thedateandtimeof
everychangetothedatabasetoprovidegreaterreliability.TheTlogkeepstrackofthefieldlevelchanges madetotablesintheGoldMinedatabase.EachTlogrecordconsistsoftwotimestamps.LogStampcontains thedateandtimetherecordwaschanged,whileSyncStampcontainsthedateandtimetherecordwaslast synchronized.

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Rec Types
RectypesarecodesidentifyingdifferenttypesofrecordswithintheCal,ContSupp,OpMgr,andContHisttablesinthe database.

Calendar Rectypes

A C D E F L M O Q S

Appointment Phonecall Todo Event LiteratureRequest Form Sentmessage OtherAction Queuedemail ForecastedSale

ContSupp Rectypes

C E L O P H R T

Additionalcontract AutomatedProcess Linkeddocument Organizationalstructure Detail ExtendedDetailheader Referral NextAction

OpMgr Rectypes

O OC PC PK

Opportunity Influencer Contact Task

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ContHist
TheRectypesinContHistarecreatedbycombininglettersandbyplacingthelettersinoneoffourpositions.

1st
A C C C C D M L M M M S T U

2nd
C I M O

3rd

4th

Definition
Appointment Callback Incomingcall Returnmessage Outgoingcall ToDo Whenmessageisscheduled(Phone,GoldMine, orInternetmessage Form(letter)

G I O

GoldMineemailmessage IncomingInternetemail OutgoingInternetemail Completedsales Nextaction Unknown

U R P B

Unsuccessful RSVP Private BothRSVPandPrivate

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Dashboards Management
Overview
TheDashboardsthatinstallwithGoldMinehavebeendevelopedtoprovideyouwiththemajorityofyourneeds.However, youcanmodify,customize,andcreatenewDashboardstofilltheneedsnotmetbythepredefinedDashboards(see PredinedDashboardsintheUserGuideorOnlineHelp).

NOTE:ForanoverviewoftheDashboard,refertotheDashboardsintheUserGuideorOnlineHelp.
Belowisalistoftopicscoveringinthissection.
SampleDashboardTutorial(seepage163) ExternalDatabaseDashboard(seepage170) TabsandSplitters(seepage175) DashboardPartPropertiesDetails(seepage176) DataSourceManagement(seepage194) DashboardTables(seepage198) DashboardManagement(seepage199) EventsandActions(seepage201) ImportandExportDashboards(seepage204)

Sample Dashboard Tutorial


ThissectionisatutorialforcreatinganewSampleDashboard.TheexamplesusedwilltakeyouthroughtheDashboard creationprocessfromstarttofinish,includinginitialcreation,addingSplitters,Parts,andconfiguringtheDashboardParts. Forthistutorial,theSampleDashboardwillconsistofthefollowing:
CreatingaNewDashboardonpage164 CreatingaNewDataSourceonpage165 AddingaLabelonpage166 AddingaChartonpage167 AddingaDropdownListonpage169

AfteraddingalltheDashboardPartstotheSampleDashboard,youcancontinuetoexperimentbyaddingadditional DashboardParts,Splitters(seeWorkingwithSplittersonpage176),andTabs(seeWorkingwithTabsonpage175). Whencompleted,yoursampledashboardshouldresembletheonebelow.

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Creating a New Dashboard


ThefirststepincreatinganewDashboardistoestablishtheDashboardsbasicproperties.Thisincluded,theCategory,Grid Size,Name,Timerinterval,andOwneroftheDashboard.

NOTE:AusermustbedefinedasaMasterusertocreateanewDashboard(see"UsingtheUserQuickStart Wizard"intheUserGuideorOnlineHelp).

To Create a New Dashboard


ClicktheDashboardsNavigationbuttonorchooseGoTo>Dashboardsfromthemenu. ClicktheDesignbuttonontheDashboardtoolbar. ClicktheNewbuttonontheDashboardtoolbar. InthePropertiespane(belowtheDashboardPartsPalette)enterorselectthefollowingvalues: Category:Sample GridSize:8 Name:MyDashboard Timer:0 Owner:(none) 5. ClicktheSavebuttonontheDashboardtoolbar. 1. 2. 3. 4.

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ThenewblankDashboardcanvasisnowreadytoaddDashboardParts.

Creating a New Data Source


FormanyDashboardsthatyoucreate,youcanuseoneofthemanypredefinedDataSourcesthatcomewithGoldMine.For thisexample,youwanttouseaDataSourcethatdoesnotexistinthepredefineddatasources:ClosedSalesbyUsers.The followingproceduredemonstrateshowtocreateanewDataSource.

To Create a New Data Source


1. 2. 3. 4. ClickNewDataSourcelinkatthebottomoftheDashboardsObjectspanel. SelectClosedsalesfortheTypeofdataandStartwithblankdatasourcefortheCreationMethod. ClickNexttoviewtheGeneralPropertiespage. Enterthefollowing: Name:ClosedSalesbyUsers Securitylevel:None Owner:(public) Outputtype:Table ClickNexttoviewtheSelectpage. ClicktheAddbuttontoviewtheAdd/EditFielddialogbox. Enterthefollowing: Field:Amount Aggregation:SUM Columnname:Amount ClickOKtoreturntotheSelectpage. ClicktheAddbuttontoviewtheAdd/EditFielddialogbox.

5. 6. 7.

8. 9.

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10. Enterthefollowing: Field:CONTHIST(h).USERID Columnname:USERID 11. ClickOKtoreturntotheSelectpage. 12. ClickNexttoviewthePredefinedSearchCriteriadialogbox.Nochangesareneededatthistime. Foradditionalinformation,seeAboutAddingPredefinedSearchCriteriaonpage166. 13. ClickNexttoviewtheRuntimeParameterdialogbox. 14. ClickAddtoviewtheAdd/EditRuntimeSearchdialogboxandenterthefollowing: Name:User SelectFieldBased Logical:AND Field:CONTHIST(h).USERID Operator:Equalto 15. ClickOKandthenclickNext. IntheGroupby/Orderbydialogbox,CONTHIST(h).USERIDalreadyappearsinGroupbylist. 16. OpentheSortbydropdownlistsandselect: Amountforthecategory descendforthemethod 17. ClicktheAddbutton. 18. ClickNexttoreviewtheSQLquerycode. Ifyouwanttovalidatethecode,clicktheCheckbutton. Ifyouwanttopreviewthequeryoutput,clickthePreviewbutton. 19. ClickFinish.

About Adding Predefined Search Criteria


OnthePredefinedSearchCriteriascreenoftheNewDataSourceWizard,youcanaddpredefinedsearchcriteriatothelist byclickingtheAddbutton.

NOTE:WhenusingtheBegins,Contains,orInOperatoroptions,youmustwritethecriteriaValueincorrect
SQLexpressionform(suchas%value)

Adding a Label
TheLabelDashboardPartistypicallyusedtoaddheadingandothertitletextontheCanvas.Additionalfunctionalitycanbe settothelabel,butforthisexampletheLabelwillbeusedstrictlyasreferencetextontheDashboard. AddingtheLabelhastwomainparts:
ToAddaLabelDashboardPart ToSettheLabelProperties

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To Add a Label Dashboard Part


1. ClickanddragtheLabelDashboardPartfromthePalettetotheupperleftcorneronthecanvas. 2. UsetheArrowkeysonthekeyboardtomovetheLabel,orplacethecursoronthepartandthenclickanddragthepart torefinethelocation.

NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize.

To Set the Label Properties


1. ClicktheLabelDashboardParttoselectit. 2. InthePropertiespane,makethefollowingchanges: Appearance
BackColor:Window Font:Arial,12,Bold HorizontalAlign:Left Multiline:False TextColor:RoyalBlue. VerticalAlign:Top

Data
DataBinding:False,,,,,0

General
Name:label1 Text:SampleDashboard Value:<blank>

Layout
Anchors:False,False,False,False

3. ClicktheViewbuttontopreviewtheLabel. 4. ClicktheDesignbuttontoreturntotheDesigner. 5. MakeanychangestothesizeorpositionoftheLabelandpreviewitagainuntilsatisfied.

Adding a Chart
TheChartfortheDashboardisusedtogiveyouavisualrepresentationoftheyourdata.Forthistutorial,theChartwill representTotalSaleperUser. AddingtheCharthasthefollowingmainparts:
ToAddaChartDashboardPart ToSettheChartProperties ToBindDatatotheChart

Fortheexampleinthistutorial,theChartwillbeaBarchartrepresentingUsersandSalestotals.

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To Add a Chart Dashboard Part


1. ClickanddragtheChartDashboardPartfromthePalettetotheupperleftcorneronthecanvasbelowtheLabel. LeaveenoughroombetweentheLabelandtheChart.YouwillneedtohaveenoughspacetoinsertaDropdownList (seeToAddaDropdownListDashboardPartonpage169)laterinthistutorial. 2. UsetheArrowkeysonthekeyboardtomovetheChart,orplacethecursoronthepartandthenclickanddragthepart torefinethelocation.

NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. theshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickanddragthe resizepointtothedesiredsize. ChartpropertiesmustbesetafteraddingtheChart(seeToSettheChartPropertiesonpage168).

To Set the Chart Properties


1. ClicktheChartDashboardParttoselectit. 2. InthePropertiespane,makethefollowingchanges: Property
3DDepth:20 3DMode:True BackColor:Control ColorScheme:Solid ColoredValues:True Girdlines:None InsideColor:Window KeyAxisTitle:UserName Stacked:No Title:ClosedSalesbyUsers ValueAxisTitle:TotalSales ViewMode:Bar

Data
DataBinding:ClosedSalesbyUsers(seeToBindDatatotheChartonpage169) RetainSourceOrder:True

Format
Keys:None KeysDecimals:0 Values:Number ValuesDecimals:0

General
Name:ClosedSalesChart

Layout
Anchors:False,False,False,False

3. ClicktheViewbuttontopreviewtheChart. 4. ClicktheDesignbuttontoreturntotheDesigner. 5. MakeanychangestothesizeorpositionoftheChartandpreviewitagainuntilsatisfied.

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To Bind Data to the Chart


1. Clicktheellipsisbutton(...)totherightoftheDataBindingfield. 2. ClicktheModetabandselectMultipleSeriesinMultipleColumns. 3. ClicktheDetailstabandsetthefollowing: Datasourcecategory:Closedsales Datasource:ClosedSalesbyUsers Dataaresummarizedby:USERID Summarizedvalues:Amount 4. ClickOKtosettheChartDataBinding.

Adding a Drop-down List


TheDropdownListwillbeusedtoselectthedata(inthiscaseUser)whichdisplaysintheChart. AddingtheDropdownListhasthreemainparts:
ToAddaDropdownListDashboardPart ToSettheDropdownListProperties ToAddanEventtotheDropdownList

To Add a Drop-down List Dashboard Part


1. ClickanddragtheDropdownlistDashboardPartfromthePalettetotheupperleftcorner(belowtheLabel)onthe canvas. 2. UsetheArrowkeysonthekeyboardtomovetheDropdownlist,orplacethecursorontheDropdownListandthen clickanddragtheparttorefinethelocation.

NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize. 4. Continuetothenextstep:ToSettheDropdownListProperties.

To Set the Drop-down List Properties


1. ClicktheDropdownListDashboardParttoselectit. 2. InthePropertiespane,makethefollowingchanges: Data
DataBinding DataCategory:Manuallytyped DataSource:Listofusers Textfield:text Valuefield:value

General
Name:UserFilter Taborder

Layout
Anchors:False,False,False,False

3. 4. 5. 6.

ClicktheViewbuttontopreviewtheDropdownList. ClicktheDesignbuttontoreturntotheDesigner. MakeanychangestothesizeorpositionoftheDropdownListandpreviewitagainuntilsatisfied. Continuetothenextstep:ToAddanEventtotheDropdownList.

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To Add an Event to the Drop-down List


1. SelecttheDropdownList. 2. ClicktheEventsbuttontoviewtheEventsandActionsdialogbox. 3. Enterthefollowing: SelectDashboardPart:UserFilter Event:Statechanged 4. ClicktheAddbuttontoviewtheActionsPropertiesdialogbox,andenterthefollowing: Action:Refreshadashboardpartbasedonuserselection UpdateDashboardPart:ClosedSalesChart DataSource:ClosedSalesbyUsers RuntimeCriteria:User SelectRuntime(frompart):UserFilterandField:Value 5. ClickOKtoreturntotheEventsandActionsdialogbox,thenclickOKtoclosethebox.

External Database Dashboard


DashboardsarenotlimitedtolinkinganddisplayingdatafromonlytheGoldMinedatabase.Datathatyouhaveinother SQLdatabasescanbelinkedtoandusedtodisplayonaDashboard.YoucancreateanewDashboardspecificallyforthe data,oraddpartstoanexistingDashboardforthedesireddata.

NOTE:TheSQLloginmusthavereadpermissionsonthedatabasetodisplaytheresultsintheDashboard.
Forthisexample,wewillcreateaDashboardthatdisplaystheindividualProductinventorylevelsforallproductsstoredin anMSSQLdatabaseoutsideofGoldMine.Todothis,wewillcreateanewDashboardwithaChartandDropdownList,and thenlinkittoanexternalSQLdatabase. Oursampledatabase(Accounting)andtable(Inventory)containsalistofproductssortedbyproducttypeandproduct.

Product
Nano Touch Droid SuperMario

Quantity
32 44 43 14

ProductLine
iPod iPod Phones Games

Youcanusethisdatabaseexampleasareferencewhenmappingthefieldsinyourowndatabase.

Creating a New Dashboard


ThefirststepincreatinganewDashboardtodisplayyourexternaldataistoestablishtheDashboardsbasicproperties.This included,theCategory,GridSize,Name,Timerinterval,andOwneroftheDashboard.

NOTE:AusermustbedefinedasaMasterusertocreateanewDashboard(see"UsingtheUserQuickStart
Wizard"intheUserGuideorOnlineHelp).

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To Create a New Dashboard


ClicktheDashboardsNavigationbuttonorchooseGoTo>Dashboardsfromthemenu. ClicktheDesignbuttonontheDashboardtoolbar. ClicktheNewbuttonontheDashboardtoolbar. InthePropertiespanel(belowtheDashboardPartsPalette)enterorselectthefollowingvalues: Category:Sample GridSize:8 Name:ExternalData Timer:0 Owner:(none) 5. ClicktheSavebuttonontheDashboardtoolbar. 1. 2. 3. 4.

Adding a Label
TheLabelDashboardPartistypicallyusedtoaddheadingandothertitletextontheCanvas.Additionalfunctionalitycanbe settothelabel,butforthisexampletheLabelwillbeusedstrictlyasreferencetextontheDashboard.

To Add a Label Dashboard Part


1. ClickanddragtheLabelDashboardPartfromthePalettetotheupperleftcorneronthecanvas. 2. UsetheArrowkeysonthekeyboardtomovetheLabel,orplacethecursoronthepartandthenclickanddragthepart torefinethelocation.

NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize.

To Set the Label Properties


1. ClicktheLabelDashboardParttoselectit. 2. InthePropertiespane,makethefollowingchanges: General
Text:AccountingDashboard

3. ClicktheViewbuttontopreviewtheLabel. 4. ClicktheDesignbuttontoreturntotheDesigner. 5. MakeanychangestothesizeorpositionoftheLabelandpreviewitagainuntilsatisfied.

Creating a New Data Source for the Chart


Fortheexternaldatabaselinkingexample,wewanttolinktoadifferentSQLDatabase.Thefollowingprocedure demonstrateshowtocreateanewDataSourcefortheexternaldatabase.

To Create the New Data Source


1. ClickNewDataSourcelinkatthebottomoftheDashboardsObjectspanel. 2. OntheNewDataSourcewindow,selectManuallytypedfortheTypeofdataandStartwithblankdatasourceforthe CreationMethod. 3. ClickNexttoviewtheGeneralPropertiespage. 4. EnterAccountingDemofortheName,thenclickNexttoviewtheRuntimeParameterpage.

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5. ClicktheAddbuttontoviewtheAdd/EditRuntimeParameterdialogbox.

NOTE:TheRuntimeParameterexpressionwillenabletheproductlinetobeselectedbytheenduserwhen viewingtheDashboard.
6. EnterProductLineParamfortheName. 7. SelecttheCustomoptionandperformthefollowing: OpentheLogicaldropdownlistandselect:AND EnterthefollowingExpression:ProductLine='<<VALUE>>' 8. ClickOKandthenNexttoviewtheQuerydialogbox. 9. EntertheSQLquerystatementintheuppertextbox: StartwithabasicSQLquerythatreturnsalistofproductandtheircorrespondingquantities. SelectProduct,QuantityfromAccounting..Inventoryorderbyproduct WhereAccountingisthenameoftheexternalSQLdatabaseandInventoryistheTableName.
Thenweaddthe"Where"clausethatwillenabletheruntimeparametertobeused:

Where1=1<<ProductLineParam>>
Finallynotethatadditionalparameterscanbeused,forexampletoenablemultipledropdownlistsinasingle

dashboard.Forexample: Where1=1<<ProductLineParam>><<Parameter2>><<Parameter3>> Eachoftheseadditionalparameters(Parameter2,Parameter3)mustbesetupintheDataSource,onthe RuntimeParameterstab.


ThefinalSQLqueryshouldresembletheonebelow:

SelectProduct,QuantityfromAccounting..InventoryWhere1=1<<ProductLineParam>><<Parameter2>> <<Parameter3>>orderbyproduct 10. Tovalidatethecode,clicktheCheckbutton. 11. Topreviewthequeryoutput,clickthePreviewbutton. 12. ClickFinish.

Adding a Chart
TheChartforthisDashboardisusedtogiveyouavisualrepresentationoftheyourdata.Fortheexample,theChartwillbe aBarchartrepresentingItemandCounttotalsforInventory.

To Add a Chart Dashboard Part


1. ClickanddragtheChartDashboardPartfromthePalettetotheupperleftcorneronthecanvas. 2. UsetheArrowkeysonthekeyboardtomovetheChart,orplacethecursoronthepartandthenclickanddragthepart torefinethelocation.

NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize.

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To Bind Data to the Chart


1. 2. 3. 4. SelecttheChartontheDashboard. InthePropertiespanel,scrolldowntotheDatasectionandclicktheellipses(...)buttonnexttoDataBinding. OntheDataBindingdialogbox,clicktheDetailstab. Makethefollowingchanges: Datasourcecategory:Manuallytyped Datasource:AccountingDemo Dataaresummarizedby:Product Summarizingkeylegends:Product Summarizedvalues:Quantity 5. ClickOKtoapplythechanges. 6. ClickViewtopreviewthechart. 7. ClickDesigntoreturntotheDashboardDesigner.

Adding a Drop-Down List


TheDropdownlistallowsyoutoselectwhichproductyouwanttoviewintheChart.Placementofthelistshouldbeinan areawhereitiseasilyaccessedandvisible.

To Add a Drop-Down List Dashboard Part


1. ClickanddragtheDropdownListDashboardPartfromthePalettetotheupperleftcorner(belowtheLabel)onthe canvas. 2. UsetheArrowkeysonthekeyboardtomovetheDropdownList,orplacethecursorontheDropdownListandthen clickanddragtheparttorefinethelocation. 3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize. 4. InthePropertiespane,makethefollowingchanges: General
Name:ProductLineList

To Create a New Data Source for Drop-Down List


1. ClickNewDataSourcelinkatthebottomoftheDashboardsObjectspanel. 2. OntheNewDataSourcewindow,selectManuallytypedfortheTypeofdataandStartwithblankdatasourceforthe CreationMethod. 3. ClickNexttoviewtheGeneralPropertiespage. 4. EnterProductLinesDemofortheName,thenclickNexttoviewtheRuntimeParameterpage. 5. ClickNexttoviewtheQuerypageandenterthefollowingtext: SelectdistinctProductLinefromAccounting..InventoryorderbyProductLine
Tovalidatethecode,clicktheCheckbutton. Topreviewthequeryoutput,clickthePreviewbutton.

6. ClickFinish.

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To Bind Data to the Drop-Down List


1. SelecttheDropdownListontheDashboard. 2. InthePropertiespanel,expandtheDataBindingsection. 3. Setthefollowingoptions: DataCategory:Manuallytyped DataSource:ProductLineDemo Textfield:ProductLine Valuefield:ProductLine 4. ClickViewtopreviewtheDashboard. Thedropdownlistisnowfunctional,butthedatadoesnotyetfilterbasedonthedropdownselection.AnEventmust beaddedtocompletethedropdownlistfunctionality(seeAddinganEventtotheDropDownListonpage174). 5. ClicktheDesignbutton.

Add the All Option to the Drop-Down List


IfyouwanttoaddtheAlloptiontothedropdownlist,youwillneedtoenteramorecomplexSQLqueryontheQuery tabforthedatasource(seeToEditaDataSourceonpage196). ThefollowingexampleusesinformationbasedonaGoldminedatabase:
select 'All' as [text], '<<__INACTIVE_STATE__>>' as [value], 0 as [sort_index] union select USERNAME as [text], USERNAME as [value], 1 as [sort_index] from USERS order by [order], [text]

Adding an Event to the Drop-Down List


Whenthedropdownlistisused,theChartneedstoupdatebasedontheselectionmadeinthedropdownlist.AEvent mustbeaddedtorefreshtheChartbasedonthedropdownlistselection.

To Add an Event to the Drop-Down List


1. RightclickthedropdownlistandselectEventsfromthemenu. 2. OntheEventsandActionsdialogbox,clicktheAddbutton. 3. OntheActionssproperties,part,eventStatechangeddialogbox,setthefollowingoptions: Action:Refreshadashboardpartbasedonuserselection Updatedashboardpart:chart2(actualchartnamemightbedifferent) Datasource:AccountingDemo RuntimeParameter:ProductLineParam Runtime(frompart)ProductLineListandField:Value

NOTE:Theactualpartnamesmightbedifferentthanthoselisteddependingontheorderofpartsadded.
4. OKtoclosetheActionspropertiesdialogbox. 5. ClickOKtoclosetheEventsandActionsdialogbox. 6. ClickViewtopreviewtheDashboard.

NOTE:YoumightneedtoclosetheDashboardsandreopenagaintorefreshtheDashboardsandviewthe
newDashboardfunctionality.

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Tabs and Splitters


TabsandSplittersareelementsthatyoucanusetofurtherdefinetheDashboard.Tabscanincreasetheusableareaonthe Dashboardbyswitchingbetweenthetabstodisplaydifferentdata.Splittersarehorizontalandverticalbarsusedtodefine andsegregateregionsoftheDashboardforeasierviewing.

Working with Tabs


TheDashboardscanbefurtherdefinedbyaddingtabs.TabsactlikeaDashboardwithinthecurrentDashboardandallow youtoaddadditionalDashboardPartsonindividualtabsthatmightnototherwisefitonyourcanvas.Tabscanbelabeled andsetupaccordingtothetypeofinformationthatyouview.Forexample,youmighthaveatabthatdisplaysinformation aboutyourleadswhileanothermightshowyourforecastedsales.

NOTE:Tabscanbeaddedtothecanvasortheregionsinsideofsplitters.Ifyouwanttotabthefull
Dashboardcanvas,addthetabsbeforeyouaddthesplitters.Otherwise,thetabswillapplytotheregion withinthesplitters.

Create a Tab
1. 2. 3. 4. 5. CreateanewDashboardoreditanexistingone(seeCreatingaNewDashboardonpage164). RightclickandselectChangetotabframefromthecontextmenu. Enteranameforthetabinthehighlightedtablabel. Toaddmoretabs,rightclickinthetabandselectAddtabagain. ClicktheSavebuttontosaveyourchanges.

To Rename a Tab
1. 2. 3. 4. 5. IntheDashboardDesigner,selectthetabyouwanttorename. Placethecursoroverthehighlightedtab,rightclick,andthenselectEdittabfromthecontextmenu. Enterthenewtabnameinthehighlightedtextbox. PresstheEnterkeyorclickanywhereoutsidethetab. ClicktheSavebuttontosaveyourchanges.

To Delete a Tab
1. 2. 3. 4. IntheDashboardDesigner,selectthetabyouwanttodelete. Placethecursoroverthehighlightedtab,rightclick,andthenselectDeletetabfromthecontextmenu. Repeatthisprocessforanyothertabsyouwanttodelete. ClicktheSavebuttontosaveyourchanges.

NOTE:Ifthereisonlyonetabonthetabbedframe,deletingthistabwillalsodeletethetabbedframe.

Delete All Tabs


1. IntheDashboardDesigner,movethecursortothetabbedareaoftheframeyouwanttodelete. WARNING:DeletingthetabbedframealsodeletesalltheassociatedtabsandDashboardParts withinthattabbedframe.Besureyouwanttodeletethetabbedframeasthereisnoundoforthis command. 2. RightclickandselectDeletefromthecontextmenu. 3. ClicktheSavebuttontosaveyourchanges.

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Working with Splitters


Asplitterisahorizontalorverticallineusedtovisuallydividethecanvasintoseparateareas.Unlikeparts,splittersare addedfromthecontextmenu.Asplittercanbemovedanddeletedafterithasbeenadded.Afteranareahasbeendefined bysplitters,youcanthenaddDashboardPartsandTabs(seeWorkingwithTabsonpage175).

To Add a Splitter
1. Placethemouseintheapproximateareawherethesplitterwillbeplaced. 2. Rightclickandselectoneofthefollowingfromthecontextmenu: Addhorizontalsplitter Addverticalsplitter 3. Addadditionalsplittersasdesired. 4. ClicktheSavebuttontosaveyourchanges.

NOTE:Thefirstsplitteraddedextendstothelimitsofthecanvas.Subsequentsplittersdivideonlythearea
wheretheyareadded.Ifyouaddahorizontalsplitterandthenaddaverticalsplitter,theverticalsplitterwill onlydividethehalfofthecanvaswhereyouinitiatedthecommand.

Move a Splitter
1. Placethemouseoverthesplitter.Thecursorchangestothetotherepositioncursor. 2. ClickandholdtheLeftMousebuttonandmovethesplittertothedesiredlocation. 3. Repeatthisprocesstomoveanyotherverticalorhorizontalsplitter. Anyadjoiningsplittersautomaticallyadjusttothemovementofothersplitters.

To Delete a Splitter
1. Placethemouseoverthesplitter.Thecursorchangestothetotherepositioncursor. 2. RightclickandselectDeletefromthecontextmenu. 3. Repeatthisprocesstodeleteanyotherverticalorhorizontalsplitter. Anyadjoiningsplittersautomaticallyadjusttothemovementofothersplitters. 4. ClicktheSavebuttontosaveyourchanges.

Dashboard Part Properties Details


TheProperties,locatedbelowtheDashboardPartsPalette,displaysthepropertiesandvaluesforthecurrentlyselected DashboardPart.ThePropertiespaneiswhereyoucanestablish,view,andmodifythevariouspropertiesfortheselected DashboardPart.Dependingonthepropertytype,youcanchangethepropertyvaluesbyenteringthemmanually,selecting fromadropdownlist,orbyopeningadialogbox.

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Setting the Dashboard Part Properties


AfteryouaddtheDashboardParttotheCanvas,youmustconfigurecertainpropertiesforthepart.Somepropertiesare optional,whileothersaremandatoryforthespecificPart.ThepropertiesoftheDashboardPartverydependingonthe typeofpart. ThefollowingDashboardPartsarelistedwiththeirassociatedpropertiesasareference.
LabelProperties(seepage178) ButtonProperties(seepage179) CheckBoxProperties(seepage180) RadioButtonProperties(seepage181) LinkProperties(seepage182) TextBoxProperties(seepage186) DropdownlistProperties(seepage187) WebViewProperties(seepage187) ChartProperties(seepage188) TableView(seepage189) DatePicker(seepage189)

SelectingoneofthePropertyfield,displaysadescriptionforthefielddisplaysinthepanelatthebottomofthepane. SelectingthetextboxtotherightofthePropertyfield,activatesthefieldeditingfortheproperty. Forexamplesofaddingsomeoftheseparts,refertotheSampleDashboardTutorialonpage163.

Notes About Data Binding Properties


General>TextandGeneral>Valuefieldsareapplicableonlyifnodatabindinghasbeenconfigured.Ifadatasourceis

selected,thenDataBinding>TextFieldandDataBinding>ValueFieldareusedinstead.Thisisapplicableforall controlswhichhaveGeneral>TextandGeneral>Valueproperties
Linkcontrolusestwovaluefields:PrimaryKeyandSecondaryKey.IfDataBindingisnotused,onlythePrimaryKeyis

availableandaliasedasGeneral>Value.

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Label Properties
Property
Appearance

Description
Backgroundcolor Labelfontstyle Horizontalpositionofthetext Displaytextonmultiplelines Colorofthetext Verticalpositionofthetext

BackColor Font HorizontalAlign Multiline TextColor VerticalAlign

Data

DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row

DatabindinginformationfortheLabel Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores Rowthelabelshows

General

Name Text Value

NameoftheDashboardPart DashboardParttext DashboardPartvalue

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Button Properties
Property
Data

Description
DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows

DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row

General

Name Taborder Text Value

NameoftheDashboardPart OrderoftheButtontabs DashboardPartTextlabel DashboardPartvalue

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Check Box Properties


Property
Appearance

Description
Backgroundcolor

BackColor

Data

DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row

DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows

General

Name Taborder Text Value

NameoftheDashboardPart OrderoftheCheckBoxtabs DashboardPartTextlabel DashboardPartvalue

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Radio Button Properties


Property
Appearance

Description
Backgroundcolor

BackColor

Data

DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row

DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows

General

Group Name Taborder Text Value

GroupoftheDashboardPart NameoftheDashboardPart OrderoftheCheckBoxtabs DashboardPartTextlabel DashboardPartvalue

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Link Properties
Property
Appearance

Description
Backgroundcolor Labelfontstyle Horizontalpositionofthetext Displaytextonmultiplelines Colorofthetext Verticalpositionofthetext

BackColor Font HorizontalAlign Multiline TextColor VerticalAlign

Data

DataBinding
ExclusiveData DataCategory DataSource Textfield PrimaryKey SecondaryKey Row

DatabindinginformationfortheLabel Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays DataSourcesfieldthatcontainsthePrimaryKeyfordestination DataSourcesfieldthatcontainstheSecondaryKeyfordestination Rowthelabelshows Hyperlinkdestinationinformation(seeAboutDashboardLink DataDestinationsonpage183) Displayswhatwillopen Nameofthecorrespondingtab(Pending,History,etc.)

Destination
Primary Secondary

General

Name Text Value

NameoftheDashboardPart DashboardParttext DashboardPartvalue

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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About Dashboard Link Data Destinations


Belowisalistofallavailableprimaryandsecondarydestinationswithcorrespondingkeyfieldnames.

Destination
Contact Opportunity Project Case CalendarActivity Activity EmailMessage Campaign DocumentTemplate InfoCenter Leads Dashboards GoldMineHelp WebResource

CorrespondingField
accountNO recid recid recid recid recid recid recid recid recid recid Dashboard Topicspecificmarker(seeOnlineHelpTopicMarkersonpage 183) URL

Online Help Topic Markers


TheOnlineHelpforGoldMineiscontextsensitive.WhatthatmeansisthatcertaintopicsintheOnlineHelphavespecial markersthatallowGoldMinetolinkdirectlytothosetopicswhenusedincontext.Youcanbenefitfromthisabilityby linkingdirectlytospecifictopicsfromtheDashboardwhenusingtheLinkdashboardpart(seeLinkPropertiesonpage 182)andconfiguringthepropertiesaccordingly. ToConfiguretheLink SettheDestination>PrimaryfieldtoGoldMineHelp.Then,entertheHelpLinkCodeforthedesiredtopicintheGeneral> Valuefield. Forexample:

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BelowisalistofthetopicspecificLinkCodesfoundinGoldMineHelp

HelpLinkCode
H_Activities_NavPane H_AutomatedProcesses H_BackupDB H_Calendar_NavPane H_CalendarOptsFBTab H_CalendarOptsPubTab H_Campaigns_NavPane H_ChangePassword H_CompForecastSales H_ConfigEmailOpts H_Contact_NavPane H_ContactSearchCenter H_ContactSetDB H_CopyMoveRecords H_CreateActions H_CreateCustomScr H_CreateDatabase H_CreateDistLists H_CreateEmailRules H_CreateEmailTemplates H_CreateGMViewTemplates H_CreateMtgRequests H_CreateSQL H_CreateTriggers H_Dashboards H_DefineContactSetProfile H_DeleteContactRecs H_DigitalID H_DocMgntCenter H_EditFieldProps H_EmailAcctProps H_F2Lookup H_FirstTopic H_GlobalReplaceWiz

GoldMineHelpTopic
Activities AutomatedProcesses BackingUpDatabases Calendars CalendarOptionsDialogBox,Free/BusyTab CalendarOptionsDialogBox,PublishingTab AbouttheCampaignManagementCenter ToChangeYourPassword CompletingForecastedSales ConfiguringEmailOptions ContactManagement AccessingtheContactSearchCenter AboutContactSetDatabases UsingCopy/MoveRecords CreatingActions CreatingCustomScreens AboutCreatingDatabases CreatingDistributionLists CreatingEmailRules CreatingEmailTemplates CreatingGM+ViewTemplates CreatingMeetingRequests CreatingSQLDatabases CreatingTriggers Dashboards DefiningContactSetProfiles DeletingContactRecords UsingDigitalIDswithEmailMessages AbouttheDocumentCenter EditingFieldProperties SettingEmailAccountProperties F2LookupLists GoldMineHelpStartPage GloballyReplacingFieldData

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HelpLinkCode
H_GMProcessMonitor H_GMViewTab H_GoldMinePlus H_GoldSync H_GoldSyncAdminCntr H_HistoryTab H_ImportContactRecords H_ImportData H_KnowledgeBase_NavPane H_LaunchGM H_LeadsAnalysis H_Leads_NavPane H_Licensing H_LoginTabPrefs H_Mail_NavPane H_MaintainDB H_MergePurge H_NewFilter H_NewGroup H_Opportunities_NavPane H_OutlookIntegration H_PredefinedDashboards H_Projects_NavPane H_RecordTypes H_RecordTypesAdminCntr H_RetrievingEmail H_SchedActBusyFree H_SchedForcastSales H_SchedMtgRequests H_SchedRecurAct H_SendEmailMulti H_Service_NavPane H_SlctResourceToAddDialog H_SyncMSOLPalmPktPC H_TerritoryRealignment H_UsingEmailTemplates

GoldMineHelpTopic
MonitoringProcesses AbouttheGM+ViewTab GoldMinePlusforMicrosoftOffice AboutGoldSync UsingtheGoldSyncAdministrationCenter AbouttheHistoryTab UsingtheImportContactRecordsWizard AboutImportingData KnowledgeBase LaunchingGoldMine UsingLeadsAnalysis AbouttheLeadsManagementCenter Licensing SettingOptionsfortheLoginTab ContactCommunication AboutMaintainingDatabases MergingandPurgingRecords CreatingFilters CreatingaNewGroup UsingtheOpportunityManager OutlookIntegration PredefinedDashboards UsingtheProjectManager RecordTypes UsingtheRecordTypesAdministrationCenter RetrievingEmail SchedulingBasedonContactsFree/BusyTimes SchedulingForecastedSales SchedulingfromMeetingRequests SchedulingRecurringActivities SendingEmailtoMultipleRecipients ServiceCenter SelectaResourcetoAddDialogBoxinMyGoldMine AboutSynchronizingwithMicrosoftOutlook,Palm/Treo,ora PocketPCDevice AboutTerritoryRealignment UsingEmailTemplates

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HelpLinkCode
H_UsingKB H_WebImport

GoldMineHelpTopic
AccessingtheKnowledgeBase WebImport

Text Box Properties


Property
Data

Description
DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows

DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row

General

Multiline Name Taborder Text Value

Theeditboxitmultiline(true/false) NameoftheDashboardPart OrderoftheButtontabs DashboardPartTextlabel DashboardPartvalue

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Drop-down list Properties


Property
Data

Description
DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows

DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row

General

Name Taborder

NameoftheDashboardPart OrderoftheButtontabs

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

Web View Properties


Property
Data

Description
DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows

DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row

General

Name URL

NameoftheDashboardPart URLaddress

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Chart Properties
Property
Appearance

Description
Depthofthechartimagein3D 3Dviewsettingofthechart Backgroundcolor Colorschemeforthechart Fillvaluesformultiplecolors Gridlinedisplay Chartimageareacolor TitleoftheKeysAxis Displaychartvaluesstacked ChartTitletext TitleoftheValuesAxis Typeofchartdisplay

3DDepth 3DMode BackColor ColorScheme ColoredValues Gridlines InsideColor KeyAxisTitle Stacked Title ValuesAxisTitle ViewMode

Data

DataBinding RetainSourceOrder

Databindingofthechart Resortingofdataorderoption

Format

Keys KeysDecimals Values ValuesDecimals

Keyvaluesformatting Keyvaluesdecimalaccuracy Valueformatting Valuedecimalaccuracy

General

Name

NameoftheDashboardPart

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Table View
Property
Appearance

Description
Backgroundcolor Flatappearanceofgrid Labelfontstyle Coloroflinesbetweencolumnsandrows Colorofthetabletext

BackColor Flat Font LineColor TextColor

Data

DataBinding

DatabindingoftheTable

General

Name

NameoftheDashboardPart

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

Date Picker
Property
Data

Description
DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays RowtheDashboardPartshows

DataBinding
ExclusiveData DataCategory DataSource Textfield Row

General

Name

NameoftheDashboardPart

Layout

Anchors

EdgedefinitionsthatboundtheDashboardPart.

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Types of Charts
WhendefiningthepropertiesforthecharttypeDashboardParts,youhavetheoptiontoalsodeterminethevisualtypeof charttodisplay.Belowareexamplesofthevarioustypesofchartsthatareavailableunderthedropdownmenuforthe ViewModechartproperty. EachChartcanhaveaslightlydifferentappearancebasedonthedatabeingreportedandthepropertiesdefinedforthe chart(seeChartPropertiesonpage188).

Name
Lines

Example

Bar

Curve

Scatter

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Name
Pie

Example

Area

Pareto

Step

Surface

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Name
Radar

Example

Cube

Doughnut

Pyramid

Bubble

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Name
Contour

Example

CurveArea

Gantt

HiLowClose

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Name
OpenHiLowClose

Example

Candlestick

Data Source Management


AdatasourceisaSQLtemplatethatusedasadatafeederforaDashboardcontrol.GoldMinecomeswithmanypredefined datasourcesthatyoucanusetobindyourdatatoaDashboardPart.Youcanusethesedatasourcesastheyare,oryoucan modifythemtomeetyourneeds.YoucanalsocreatenewdatasourcesusingtheNewDataSourcewizardhelpyoucreate.

Managing Data Sources


TheDataSourceManagerisonlyaccessiblewhileintheDesignmodeontheDashboards.ToopentheDataSource Manager,clicktheDatasourcesmanagerlinklocatedbelowtheObjectstreeinthepanetotheleftimmediatelyabovethe Navigationbuttons. UsingthebuttonsontheDataSourceManager,youcan:
AddanewDataSourceusingtheNewDataSourcewizard(seeToCreateaNewDataSourceonpage195) EdittheselectedDataSourceintheEditDataSourcedialogbox(seeToEditaDataSourceonpage196). DeletetheselectedDataSourcefromthelistofavailabledatasources(seeToDeleteaDataSourceonpage196).

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ExporttheselectedDataSourceandsaveitasanDatasources(*.ds.xml)file(seeToExportaDataSourceonpage

196).

To Create a New Data Source


1. OntheDataSourceManager,clicktheAddbuttontostarttheNewDataSourcewizard. 2. SelecttheTypeofDataandCreationMethod.

NOTE:TheManuallyTypeddatasourcetypereferstooneinwhichthedatabaseisnotaGoldMine
database.YoumustbefamiliarwiththisdatabaseinordertoentertheSQLquerymanually. 3. theNameandoptionalDescription,andthenclickNext. 4. SelecttheSecurityLevelfromthedropdownlist. None Shown/a Hide 5. SelecttheOwner. 6. SelecttheOutputtype:(TableorMatrix)andthenclickNext. 7. SpecifytheColumnstobindtoaDashboardcontrol. 8. Addfieldstothelistormodifyexistingfieldsusingthefollowingoptions. Selectthemaximumnumberofrecordstoincludefromthedropdownlist. ClickAddtoaddanewentry. ClickEdittomodifyanexistingselectedentry. ClickDeletetoremoveaselectedentry. ClickUporDowntomovetheselectedentryonthelist. 9. Specifythesearchcriteriaforthedatasource. ClickAddtoaddanewentry. ClickEdittomodifyanexistingselectedentry. ClickDeletetoremoveaselectedentry.

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10. SpecifytheruntimesearchcriteriaforthedatasourcebyclickingAddandenteringthefollowinginformation,then clickNext. EntertheNameandchoosewhetherornottoInterpretasString. ChooseFieldBasedorCustomforthesearchstring TheDefaultValueoptionactivatesthestringenteredintheassociatedtextbox. 11. SpecifyhowtogroupandsortthedataandthenclickNext. OpentheGroupbydropdownlistandselectanitem.Thenusethebuttonstoadd,arrange,ordeletethelist items. OpentheSortbydropdownlistandselectanitem.Thenusethebuttonstoadd,arrange,ordeletethelistitems. 12. ReviewtheSQLtemplate. ClicktheCheckbuttontoperformanautomatedinspectionoftheSQLquerycode. ClicktheQuerybuttontorunapreviewoftheSQLquery. Ifyouwanttoeditthetemplatemanually,checktheEditmanuallyoptionandthenmodifythetextintheboxbelow. 13. ClickFinishtosavetheSQLtemplate.

To Edit a Data Source


1. 2. 3. 4. OntheDataSourceManager,selectthedatasourceonthelisttomodify. ClicktheEditbuttontoopentheEditDataSourcedialogbox. Clicktheappropriatetabanmakeyourmodificationsasneeded. ClicktheQuerytabandInspectthechanges. ClicktheCheckbuttontoperformanautomatedinspectionoftheSQLquerycode. ClicktheQuerybuttontorunapreviewoftheSQLquery. 5. ClickApplytosaveyourchangesandOKtoclosethedialogbox.

To Delete a Data Source


NOTE:Ifyouthinkyoumightwanttousethisdatasourceagaininthefuture,youcanExportthedata
sourceanduseitatalaterdatetocreateanewdatasource(seeToExportaDataSourceonpage196). 1. OntheDataSourceManager,selectthedatasourceonthelisttodelete. 2. ClicktheDeletebuttontoremovetheselecteddatasource. 3. ClickOKthedeletethedatasource.

To Export a Data Source


1. 2. 3. 4. OntheDataSourceManager,selectthedatasourceonthelisttoExport. ClicktheExportbuttonopentheSaveAsdialogbox. Browsetothedesiredlocationtosavethefile. EnteranameforthefileandthenclickSave.

NOTE:AnexportedDataSourcecanbeusedduringthecreationofanewDataSourcebycheckingthe
ImportdatasourcedefinitionfromafileoptiononthefirstscreenoftheNewDataSourcewizard(seeTo CreateaNewDataSourceonpage195).

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Dashboard Macros
BelowisalistofsupportedMacrosthatcanbeusedwhencreatingSQLquerystatementsforaNewDataSource.

DateMacros
Thisgroupcanbeusedonlywithdate/datetimefields(OnDate,CREATED,etc.)

<<~CURRENT_YEAR>> <<~CURRENT_MONTH>> <<~CURRENT_QUARTER>> <<~CURRENT_DAY>>

currentyear currentmonth currentquarter currentday

Thisgroupcanbeusedonlywithdate/datetimefields(OnDate,MODIFIED,etc.)

<<~LAST_YEAR>> <<~LAST_MONTH>> <<~LAST_QUARTER>> <<~LAST_DAY>> <<~CURRENT_DATE>> <<~FY_END>>

last(previous)year lastmonth lastquarter lastday currentdate whenfiscalyearends(month)

UserMacros

<<~CURRENT_USER>> <<~IS_CURRENT_USER_MASTER>> <<~USER_GROUP_MEMBERS>>

logged/currentuser replacedby usergroupsname,replacedbygroupsmemberslist (,USER1,USER2)

ContactMacros

<<~CONTACT_FILTER>> <<~CONTACT_GROUP>>

contactfilter contactgroup

RuntimeFilters

<<__INACTIVE_STATE__>> <<__IGNORE_STATE__>> <<VALUE>> <<VALUES>>

ignoreruntimefilter(bydefaultvaluewillbeplaced) ignoreruntimefilteranditsdefaultvalue showsplacewherevaluefrompartwillbereplaced thesameas<<VALUE>>,butseveralvaluescanbe replaced(ourgridsupportsmultiselection)

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Dashboard Tables
DashboardTablesdisplayavarietyofdata.Youcancustomizehowthedataisdisplayed(adding/removingcolumns)and howitfunctions,suchaslinkingtootherdata.Thefollowprocedureswillassistyouindesigningatablethemeetsyour requiredneeds.
AddingaColumntoanExistingTable(seepage198) RemovingaColumnfromanExistingTable(seepage198) ChangingtheColumnLabelDisplayedintheDashboard(seepage199) CreatingTableCellHyperlinks(seepage199)

Adding a Column to an Existing Table


Therearetwopartstoaddingacolumntoanexistingtable:UpdatetheSQLQueryandEdttheDataBindingProperties.

To Update the SQL Query


1. 2. 3. 4. 5. 6. ClickNewDataSourcelinkatthebottomoftheDashboardsObjectspanel. OntheDataSourceManager,selectthedatasourceonthelisttomodify. ClicktheEditbuttontoopentheEditDataSourcedialogbox. ClicktheSelecttab. ClicktheAddbuttontoaddafield. ClickOKtosaveyourchanges.

NOTE:IfyouhaveaManuallyTypeddatasource,youmightneedtomanuallyedittheSQLQuery.However, ifyouhaveastatesthatcontainscodesuchasSelect*,thenitwillalreadyqueryforallthecolumnsinthe table.

Edit the Data Binding Properties


1. 2. 3. 4. SelecttheTableontheDashboard. InthePropertiesarea,locatetheData>DataBindingfield. Clicktheellipsesbutton(...)toopentheTableViewDataBindingdialogbox. Therearetwolistboxes: Unboundfields(columns)containscolumnsthatarenotavailablefordisplayinthetable. Boundfieldscontainscolumnsthatcanbedisplayedinthetable. 5. SelectanitemfromtheUnboundfieldslistandthenusetheRightArrowbutton(ordoubleclickthefieldname)to moveittotheBoundFields. 6. ClickOKtosaveyourchanges.

Removing a Column from an Existing Table


Removingacolumnfromatabledoesnotactuallyremoveanydatafromyourdatabasetable.Itonlyhidesthecolumnfrom viewintheDashboardTablepart.

To Remove a Column from a Table


1. SelectthecolumnnamefromtheBoundfieldslistbox. 2. ClicktheLeftArrowbuttontomoveittotheUnboundlistbox. YoucanalsoselectthecolumnnameintheBoundFieldslistboxandtheunchecktheVisibleboxundertheColumn Propertiesarea. 3. ClickOKtosaveyourchanges.

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Changing the Column Label Displayed in the Dashboard


Bydefault,thecolumnlabelonthetableusedthatlabelfromyourdatabasetableforthatcolumn.Ifyouwantthecolumn tohaveadifferentnameonyourDashboardTable,youcanchangethedisplaynameusingtheprocedurebelow.

To Change the Name of the Column


1. 2. 3. 4. 5. 6. SelecttheTableontheDashboard. InthePropertiesarea,locatetheData>DataBindingfield. Clicktheellipsesbutton(...)toopentheTableViewDataBindingdialogbox. SelectthecolumnfromtheBoundfieldslistbox. IntheColumnPropertiesarea,changethetextintheCaptiontextboxasdesired. ClickOKtosaveyourchanges.

Creating Table Cell Hyperlinks


TheprocessofhyperlinkingacellshowninadashboardTableViewissetupwithintheDataBindingfortheDashboard Part.InthecaseofaTable,thecolumnmustbelinkedtotherecordtheGoldMinewilluseforthedestination.

To Create Linked Table Cells


1. 2. 3. 4. 5. 6. 7. 8. 9. SelecttheTableontheDashboard. InthePropertiesarea,locatetheData>DataBindingfield. Clicktheellipsesbutton(...)toopentheTableViewDataBindingdialogbox. SelectaBoundfieldthatyouwanttobeahyperlink. UnchecktheVisibleoptionunderColumnProperties. Normally,youwillwanttomakethisfieldinvisiblebecauseitdoesnotcontainreadabledata. CheckEnableashyperlinkoption. SelectPrimaryDestination(seeAboutDashboardLinkDataDestinationsonpage183). SelectFieldthatidentifies<x>record ClickOKtosaveyourchanges.

Dashboard Management
ManagingyourDashboardsinvolvesadding/removingpartsfromaDashboardandmanipulatingthesizeandlocationof parts,aswellascreatingcopiesofaDashboardanddeletinganunwantedDashboard. IMPORTANT:YoucannotmodifyanyofthepredefinedDashboards.Dashboardsthatcanbe modifiedarebasedonthoseofyourowndesignorfromacopyofapredefinedDashboard(see PredinedDashboardsintheUserGuideorOnlineHelp.
RemovingaPartfromaDashboard RepositioningandRelocatingaDashboardPart CreatingaCopyofaDashboard DeletingaDashboard

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Removing a Part from a Dashboard


IfthereisapartorpartsthatyounolongerneedonaDashboard,youcanremovethemfollowingtheprocedurebelow. BeforeyoumakeanypermanentchangestothecurrentDashboard,youmightwanttocreateacopy(seeCreatingaCopy ofaDashboardonpage200)orbackupoftheDashboard(seeExportingaDashboardXMLFileonpage205).

To Remove a Dashboard Part


1. SelecttheDashboardfromthelistofAvailableDashboards. 2. ClicktheDesignbuttontostarttheDashboardDesigner. 3. SelecttheDashboardPartonthecanvas,thenrightclicktheDashboardPartandselectDeletecontrolfromthe contextmenu,orpresstheDeletekeyonthekeyboard. 4. ClicktheSavebuttonontheDashboardtoolbartosaveyourchanges. 5. ClicktheViewbuttontoviewthenewDashboard.

Repositioning and Relocating a Dashboard Part


IfyouhaveaDashboardPartthatiseithernotwhereyouwantitorisnotthedesiredsize/shape,youcaneasilymoveto resizeittofityourneeds.

NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.

Move a Dashboard Part


1. ClickDashboardParttoselectit. 2. UsetheArrowkeysonthekeyboardtomovetheDashboard,orplacethecursoronthepartandthenclickanddrag theparttorefinethelocation. 3. ClicktheViewbuttontoviewyourchanges.

To Resize a Dashboard Part


1. ClickDashboardParttoselectit. 2. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredshapeandsize. 3. ClicktheViewbuttontoviewyourchanges.

Creating a Copy of a Dashboard


WhenyoucreateacopyoftheDashboard,youcreateanexactduplicateofthecurrentlyactiveDashboard.Bydefault,the copyisplacedunderthesameCategoryasthecurrentDashboard,butthephraseCopy_from_isprependedtothe currentDashboardname.

To Create a Copy of a Dashboard


1. ClicktheDashboardsbuttonontheNavigationPane. 2. ExpandtheAvailableDashboardstreetolocatethedesiredDashboard. 3. SelecttheDashboardfromthetreetoviewtheDashboard.

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4. RightclickandselectCopyfromthecontextmenu. Amessageboxdisplayswiththefollowingquestion:

Yescreatesnewinstances(whichallowsforeditingofthedatasources). Nousestheexistingdatasource(whichmightnotallowforeditingofthedatasourcesiftheyarebasedonthoseof

5. 6. 7. 8. 9.

apredefinedDashboard). ThescreenswitchestotheDashboardDesigner. ChangetheNameandCategorypropertiesfortheDashboardasdesired. Add,remove,oredittheDashboardPartsasdesired. ClicktheSavebuttonontheDashboardtoolbartosaveyourchanges. ClicktheViewbuttontoviewthenewDashboard.

NOTE:YoucanalsousetheCopybuttonintheDashboardDesignertoolbartocreateacopyofthecurrent
Dashboard.

Deleting a Dashboard
AnyDashboardonthelistofAvailableDashboardscanbedeleted.IfyouwanttobackuptheDashboardbeforeyoudelete it,youcanusetheExportcommandtosaveacopyoftheDashboard.ThisallowsyoutoadditbacktoGoldMineatalater dateusingtheImportcommand.Formoreinformation,seeImportandExportDashboardsonpage204.

NOTE:AusermustbedefinedasaMasterusertodeleteanexistingDashboard(see"UsingtheUser
QuickStartWizard"intheUserGuideorOnlineHelp).

To Delete a Dashboard
1. 2. 3. 4. ClicktheDashboardsbuttonontheNavigationPane. ExpandtheAvailableDashboardstreetolocatethedesiredDashboard. SelecttheDashboardfromthetreetoviewtheDashboard. ClicktheDesignbuttontoswitchtotheDashboardDesigner. ontheDashboardtoolbar.

5. ClicktheDeletebutton

6. ClickYestodeletethecurrentDashboard,orNotocancel.

Events and Actions


EventsandActionscanbeaddedtoanyDashboardPartwhileinDesignmode.TheEventiswhatoccurswiththeDashboard Part,suchasclickingaButtonormakingaselectionfromaDropdownlist.TheActioniswhathappensasaresultofthe Event. Forexample:youmighthaveaDashboardPartthatisaRefreshbutton.Whenyouclickthisbutton,allthedataonthe Dashboardisupdatedtodisplaythelatestinformation.AnotherexampleisusedintheSampleDashboardTutorial(see page163).Inthatexample,aDropdownlistisassignedtheEventandActionthatresultsinaChartbeingupdatedbasedon theusersselectionintheDropdownList. TherearemanyusesofEventsandActionsthatyoucanusewithintheDashboard.

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Viewing the Events and Actions Dialog Box


TheEventsandActionsDialogboxisonlyaccessiblefromwithintheDashboardDesignmode.ToviewtheEventsand Actionsdialogbox,addanDashboardPartorselectandexistingpartandthenclicktheEventsbuttonontheDashboard toolbar.

OntheEventsandActionsdialogboxyoucanAdd,Edit,andDeletetheactionsandeventsfortheassociatedDashboard Partusingthebuttonsonthedialogbox.ADashboardPartcanhavemultipleActionsassignedtoit.

To Add an Event and Action


1. SelecttheDashboardPartandthenclicktheEventsbuttonontheDashboardtoolbar. 2. OntheEventsandActionsdialogboxselecttheareaaffected:MainVieworDashboardPart.

NOTE:TheMainViewoptionautomaticallyaddstheRefreshentiredashboardActiontotheListof
Actions. 3. SelecttheEventfromthedropdownlist. 4. ClicktheAddbuttontoviewtheActionspropertiesdialogbox. 5. SelectthetypeofAction:

ActionType

Details
UpdatesalldataontheDashboard ChangesfocustothespecifiedDashboardpart RefreshedthedataofthespecifiedDashboardpart

Refreshentiredashboard Focusonadashboardpart Refreshadashboardpart

Refreshadashboardpartbased RefreshedthedataofthespecifiedDashboardpartbydatasource, onuserselection runtimeparameter,andsetvalues. Setruntimeparameterfora dashboardpartwithout refreshing Drilldown UpdatesaDashboardpartbasedondatasource,runtime parameter,andsetvalueswithoutrefreshingtheselected Dashboardpart.

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6. MakeselectionsforeachsectionfromthedropdownlistsfortheselectedActiontype. ThepropertiesthatdisplayvarydependingonthetypeofActionselected.Formoreinformation,seeSetAction Propertiesonpage203. 7. ClickOKandaddtheActiontotheListofActionsontheEventsandActionsdialogbox. ToaddanotherAction,clicktheAddbuttonagainandrepeattheprocess. 8. ClickOKtosavetheactionandclosethedialogbox.

NOTE:IfyouclickCancel,theActionisnotsavednoraddedtothelistofactionsfortheDashboardPart.
Set Action Properties
ThefollowingtableslisttheavailableoptionsdependingonthetypeofActionselectedfromtheActiondropdownlist whenyouclicktheAddbuttonontheEventsandActionsdialogbox(seeViewingtheEventsandActionsDialogBoxon page202).
Focusonadashboardpart Refreshadashboardpart

Dashboardpart

ThenameoftheaffectedDashboardpart.

Refreshadashboardpartbasedonuserselection Setruntimeparameterforadashboardpartwithoutrefreshing

Updatedashboardpart Datasource RuntimeParameter


ThenameoftheaffectedDashboardpart ThenameoftheDatasourcelinkedtotheDashboardpart

Predefinedvalue Runtime(frompart) Field Key Value Series

Drilldown Updatedashboardpart Datasource RuntimeParameter1


ThenameoftheaffectedDashboardpart ThenameoftheDatasourcelinkedtotheDashboardpart

Predefinedvalue Runtime(frompart) Field Key Value Series

RuntimeParameter2

Predefinedvalue Runtime(frompart) Field Key Value Series

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To Edit an Event and Action


1. 2. 3. 4. 5. SelecttheDashboardPartandthenclicktheEventsbuttonontheDashboardtoolbar. SelecteithertheMainVieworDashboardPartasdesired. SelecttheEventfromthedropdownlistasdesired. SelectanActionfromtheListofActionsandtheclicktheEditbutton. SelectthetypeofAction: Refreshentiredashboard Focusonadashboardpart Refreshadashboardpart Refreshadashboardpartbasedonuserselection Setruntimeparameterforadashboardpartwithoutrefreshing Drilldown 6. MakeselectionsforeachsectionfromthedropdownlistsfortheselectedActiontype. ThepropertiesthatdisplayafteryourActiontypeselectionvarydependingonthetypeofActionselected. 7. ClickOKtoreturntotheEventsandActionsdialogbox. ToaddanotherAction,clicktheAddbuttonagainandrepeattheprocess. 8. ClickOKtosavetheactionandclosethedialogbox.

NOTE:IfyouclickCancel,theActionchangeswillnotbesaved.

To Delete an Action from an Event


1. SelecttheDashboardPartandthenclicktheEventsbuttonontheDashboardtoolbar. 2. SelectanActionfromtheListofActionsandtheclicktheDeletebutton. 3. ClickOKtosavetheActiondeletionandclosethedialogbox.

NOTE:IfyouclickCancel,theActionwillnotbedeleted.

Import and Export Dashboards


TheDashboardsofGoldMinearecreatedusingtheXMLfileformat.AnyDashboardthatyouexportcreatesanXMLfile containingalltherequiredcomponentstorecreatetheDashboard,includingtheCategoryandName.Likewise,any DashboardyouimportmustbeintheXMLformat.

Importing a Dashboard XML File


1. 2. 3. 4. 5. 6. 7. ClicktheDashboardsbuttonontheNavigationPane. ClicktheDesignbuttonontheDashboardtoolbar. EnteraCategoryandNamefortheimportedDashboard. ClickOKtoviewtheblankDashboardcanvas. ClicktheImportbuttonontheDashboardtoolbar. BrowsetothelocationoftheXMLfilethatyouwanttoimport. SelectthefilefromthelistandthenclicktheOpenbutton.

NOTE:IfthenameoftheDashboardcontainedintheXMLfilematchesaDashboardyoualreadyhave,a
warningmessagedisplays.ClickYestooverwritetheexistingDashboardorNotocanceltheimport. ThecontentsfromtheimportedfilepopulatestheblankDashboardcanvas. 8. ClicktheSavebuttonontheDashboardtoolbar. 9. ClicktheViewbuttonontheDashboardtoolbartoviewtheDashboard.

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Exporting a Dashboard XML File


1. 2. 3. 4. 5. 6. 7. ClicktheDashboardsbuttonontheNavigationPane. ClicktheDesignbuttonontheDashboardtoolbar. EnteraCategoryandNameforthenewDashboard. ClickOKtoviewtheblankDashboardcanvas. ClicktheImportbuttonontheDashboardtoolbar. Browsetothelocationwhereyouwanttosavethefile. EnteranameforthefileandthenclicktheSavebuttonontheDashboardtoolbar.

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Web Import
Overview
SetupInternetWebsitestocollectcontactinformationfrominterestedvisitors.UsethedatainGoldMinebycreatinga Webform(seeCreatingWebFormsonpage209)thatincludesinstructionsforhandlingthedata. Afterinformationissubmitted,aWebserverscript(seeCreatingServerScriptsonpage212)canformatthedataintoan Internetemailmessagewhichcanthenbesenttoadesignatedrecipient.Whenretrievingtheemailmessage(see ImportingContactswithWebImportonpage218),GoldMinerecognizestheimportinstructionsandcreatesaContact RecordwithdatacapturedfromtheWebpage.Or,ifaWebImportcontactduplicatesanexistingcontact,updateselected fields(seeUpdatingGoldMineFieldswithWebImportDataonpage219). CombiningtheWebImportfeaturewithGoldMinesAutomatedProcessescanautomatecapturingandrespondingto leads.InitiateAutomatedProcessesautomaticallyandsendemailmessagestoGoldMineusersalertingthemofthe incomingcontactdata. AnadvancedknowledgeofgatewayscriptsisnotneededtoimplementtheGoldMineWebImportfeature.Beginby contactingyourWebadministratorandprovidinghimorherwiththesampleHTMLandPerlscript.Writingandmodifying scriptsrequiressomeprogrammingexpertisenotcoveredinthismaterial.ManysourcesforgettingstartedwithCommon GatewayInterface(CGI)scriptsareavailableontheInternetandinbookstores.

NOTE:FrontRangeSolutionstechnicalsupportcannotprovidesupportforcreatingormaintainingHTML
codeorCGIscripts.

Using the Web Import Wizard


TheWebImportWizardcreatestheHTMLformandscripttoprocessthecontactinformationinputbyvisitorsonaWeb site.YoudonotneedtotypethecodeandcancreatetheformsinPERL,ASP,andPHP.Becauseallactivitiesaredrivenoff theWebserver,Internetaccessisnecessary. TheWebformcapturesthedata,andthescriptformatsitintoanInternetemailmessagewhichcanthenbesenttoa designatedrecipient.Whenretrievingtheemailmessage,GoldMinerecognizestheimportinstructionsandcreatesa ContactRecordwithallthedatacapturedfromtheWebpageorupdatesselectedfieldsifaWebImportcontactisa duplicateofanexistingcontact. AttachanAutomatedProcesstoaneworduplicatecontact.AutomatedProcessescanbeinitiatedautomatically,andemail messagessenttoGoldMineusersalertingthemoftheincomingcontactdata. Oncetheformandscriptareemailedtothedesignatedrecipient,theWebadministratorcanplacetheHTMLformpage andthescriptsourcecodeontheWebImportserver(s). TousetheWebImportWizard,selectGoTo>Campaigns,clicktheCampaignsbuttonintheNavigationPane,thenclick ConfigureWebImportonthetoolbar,Alternately,selectWeb>SetupWebImportandclickNew.

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Setanauthorizationpassword(seeRequiringPasswordsonWebImportFilesonpage218),thencreate,edit,rename, anddeleteWebImportProfilesintheWebImportProfilesdialogbox.

Using Web Import Profiles


AftercreatingaWebImportformandscriptusingtheWebImportWizard,edit,rename,anddeleteWebImportprofiles withtheseoptionsontheWebImportProfilesdialogbox:
New:Createanewimportformandscript. Edit:Editanexistingimportformandscript. Rename:Typeanewnameforthecampaign. Delete:RemovestheselectedWebImportprofile. More>>:UserswithMasterrightshavethesesettingsavailable: OptionalWebImportauthorizationpassword:ProtecttheWebImportprocesswithpasswordssoonlyauthorized

incominginstructionfilescanbeimported.Thispreventsunauthorizedpersonsfromsendingemailmessagesand inundatingaGoldMinesystemwithunwanteddata. FieldstobeUpdatedbyWebImport:TypeIWantToAllowFieldsToBeUpdatedByWebImportinthetextbox toletvisitorstoyourWebsiteupdatetheirinformationinyourGoldMinedatabase. Fieldsthatcanbeupdated:SelectthefieldstobeupdatedbytheWebImport.

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Creating Web Forms


TheWebformisanHTMLdocumentforcollectinginformation.Userstypetextandmakechoicesfromcheckboxes,radio buttons,andselectionlists.Designformsmeetingcustomerrequirementsbycombiningtheseinputtypes;useormodify thesampleHTMLformbelow.ThenameoffieldsinyourformmustbeidenticaltothenamesinyourGoldMinedatabases.

How Forms Work


AWebformworkswithascriptonaservertoprocesssubmittedinformation.Whenapersonfillsoutaformandclicks Submit,thebrowsersends(orposts)informationintheformtothescriptorapplicationrunningontheserverfor processing.Thescriptprocessestheinformationpassedfromthebrowsertotheserver.Theprocessedinformationcanbe sentbacktotheserver,or,aswithGoldMine'sWebImportfeature,sentbyemailtoadesignatedrecipient.

Example of an HTML file using a form:


<!----The following is an example of an HTML file using a form----> <HTML> <HEAD><TITLE>FrontRange Solutions Inc. - Online Registration</TITLE></HEAD> <BODY BGCOLOR="#008080" Text="#FFFFFF" LINK="#000000" VLINK="#FF8900"> <BASEFONT SIZE=3> <!----This is where the table layout begins----> <TABLE BORDER=3> <TR> <TD><FONT SIZE=+3>FrontRange Solutions Inc.</FONT></TD> </TR> <TR><TD><FONT SIZE=+2>Online Registration Form</FONT></TD> </TR> </TABLE> <!----This is where the table layout ends----> <P> <B> <CENTER>To register your copy of GoldMine, please fill out the following form.</CENTER> <CENTER>Your registration number is located on the registration card.</CENTER> <HR> <!-----This is where the form layout begins----> <!----The line below references the PERL script----> <FORM METHOD=POSTACTION="http://www.frontrange.com/cgi/webimp.pl"> <!----The line below references an HTML page, created separately, that will appear once the message has been sent----> <INPUT TYPE="hidden" Name="thankURL" value="thankyou.htm"> <!----Replace "yourname@yourname.com" in the line below with the E-Mail address where you want to receive the results of this form----> <INPUT TYPE="hidden" NAME="email_to"value= "yourname@yourdomain.com"> <DT>GoldMine Serial Number <DD> <INPUT NAME="cs1_Rectype" TYPE="hidden" VALUE="P"> <INPUT NAME="cs1_Contact" TYPE="hidden" VALUE= <BR> "Serial Number"> <INPUT NAME="cs1_ContSupRef" TYPE="text" SIZE="15" MAXLENGTH="15">

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<DT>Number of Licenses <SELECT NAME="Key1"> <OPTION VALUE="Gold 01/Single user">Single user <OPTION VALUE="Gold 05 Net">5 user Network <OPTION VALUE="Gold 10 Net">10 user Network <OPTION VALUE="Gold 10-25 Net">10 - 25 user Network <OPTION VALUE="Gold 25-50 Net">25 - 50 user Network <OPTION VALUE="Gold 51+ Net">51+ user Network <OPTION VALUE="Gold Net Unknown">Not Sure <OPTION SELECTED>Choose One </SELECT> <P> <DT>Date of Purchase <INPUT NAME="cs1_Country" TYPE="text" SIZE="35" MAXLENGTH="35" VALUE="MM/DD/YY"> <P> <DT>Place of Purchase <INPUT NAME="cs2_Rectype" TYPE="hidden" VALUE="P"> <INPUT NAME="cs2_Contact" TYPE="hidden" VALUE="Place of Purchase"> <INPUT NAME="cs2_ContSupRef" TYPE="text" SIZE="35" MAXLENGTH="35" VALUE=""> <HR> Ms. <INPUT TYPE="radio" NAME="Dear" VALUE="Ms."> Mr. <INPUT TYPE="radio" NAME="Dear" VALUE="Mr."> <DT>Name <DD><INPUT SIZE="40" MAXLENGTH="40" NAME="CONTACT"> <DT>Title <DD><INPUT SIZE="30" MAXLENGTH="30" NAME="TITLE"> <DT>Company Name <DD><INPUT SIZE="40" MAXLENGTH="40" NAME="COMPANY"> <DT>E-Mail Address <DD> <INPUT NAME="cs3_Rectype" TYPE="hidden" VALUE="P"> <INPUT NAME="cs3_Contact" TYPE="hidden" VALUE="Internet Address"> <INPUT NAME="cs3_ContSupRef" TYPE="text" SIZE="30" MAXLENGTH="30"> <DT>Address1 <DD><INPUT SIZE="40" MAXLENGTH="40" NAME="Address1"> <DT>Address2 <DD><INPUT SIZE="40" MAXLENGTH="40" NAME="Address2"> <DT>City <DD><INPUT SIZE="26" MAXLENGTH="26" NAME="City"> <DT>State/Province <DD><INPUT SIZE="3" MAXLENGTH="3" NAME="State"> <DT>Country <DD><INPUT SIZE="20" MAXLENGTH="20" NAME="Country"> <DT>Zip/Postal Code <DD><INPUT SIZE="10" MAXLENGTH="10" NAME="Zip"> <DT>Telephone Number (WITH AREA CODE) <DD><INPUT SIZE="30" MAXLENGTH="30" NAME="Phone1" VALUE="(xxx)xxx-xxxx">

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<DT>Fax Number (WITH AREA CODE) <DD><INPUT SIZE="30" MAXLENGTH="30" NAME="Fax" VALUE="(xxx)xxx-xxxx"> <HR> <DT>Contact Manager/PIM, if any, prior to purchasing GoldMine <SELECT NAME="userdef05"> <OPTION VALUE="ACT!">Act! <OPTION VALUE="TeleMagic">TeleMagic <OPTION VALUE="Janna Contact">Janna Contact <OPTION VALUE="Ecco">Ecco <OPTION VALUE="Lotus Organizer">Lotus Organizer <OPTION VALUE="Other">Other <OPTION SELECTED>Choose One </SELECT> <P> Computer Type:<BR> <INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Desk top">Desktop <INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Laptop/NOTEbook"> Laptop/NOTEbook <INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Desktop & Laptop/NOTEbook"> Both <INPUT NAME="cs5_Rectype" TYPE="hidden" VALUE="P"> <INPUT NAME="cs5_Contact" TYPE="hidden" VALUE="Computer Type"> <P> <DT>Network Operating System <SELECT NAME="userdef07"> <OPTION VALUE="LAN Man">LAN Manager <OPTION VALUE="Novell">Novell <OPTION VALUE="OS/2">OS/2 <OPTION VALUE="Pathworks">Pathworks <OPTION VALUE="Win4WrkGrp">Windows 3.11 for Workgroups <OPTION VALUE="Windows 98">Window 98 <OPTION VALUE="Windows NT">Windows NT <OPTION VALUE="Windows NT 4.0">Windows NT 4.0 <OPTION VALUE="Other">Other <OPTION SELECTED>Choose One </SELECT> <P> Primary Business at your company: <SELECT NAME="Key3"> <OPTION VALUE="Advertising">Advertising <OPTION VALUE="Real Estate">Real Estate <OPTION VALUE="Banking/Finance">Banking/Finance <OPTION VALUE="Medical">Medical <OPTION VALUE="Telecommunications">Telecommunications <OPTION VALUE="Government">Government <OPTION VALUE="Aerospace">Aerospace <OPTION VALUE="Insurance">Insurance <OPTION VALUE="Computer">Computer <OPTION VALUE="Manufacturing">Manufacturing

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<OPTION VALUE="Legal">Legal <OPTION VALUE="Entertainment">Entertainment <OPTION VALUE="Electronics">Electronics <OPTION VALUE="Other">Other <OPTION SELECTED>Choose One </SELECT> <P> <DT>Where did you learn about GoldMine? <SELECT NAME="Source"> <OPTION VALUE="Advertising">Advertising <OPTION VALUE="Acquaintance">Acquaintance <OPTION VALUE="Demo Disk">Demo Disk <OPTION VALUE="Trade Show">Trade Show <OPTION VALUE="Magazine Review">Magazine Review <OPTION VALUE="Reseller">Reseller <OPTION VALUE="Literature">Literature <OPTION VALUE="Other">Other <OPTION SELECTED>Choose One </SELECT> <P> <DT>Comments <TEXTAREA NAME="NOTEs" ROWS=4 COLS=72></TEXTAREA> <P> </DL> <INPUT TYPE="submit" VALUE="Register"> <INPUT TYPE="reset" VALUE="Reset Form"> </FORM> <!----This is where the form layout ends----> <B> </BODY> </HTML>

Creating Server Scripts


TheCommonGatewayInterface(CGI)isthespecifiedstandardforcommunicationbetweenHTTPservers(Webservers) andserversidegatewayprograms.TheCGIspecificationsdefinehowdatapassesfromtheservertogatewayprograms, andviceversa. GatewayprogramscanbecompiledprogramswritteninlanguagessuchasC,C++orPascal,ortheycanbeexecutable scriptswritteninlanguagessuchasPerl,TCL,ASP,andothervariousshellprograms.MostgatewayprogramsarePerl scripts;theyareeasytowriteandmodifyandaretransportablebetweencomputers.

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Sample PERL Gateway Script for GoldMine Web Import


#!/usr/local/bin/perl # check for the POST method if ($ENV{REQUEST_METHOD} eq POST) { # How many bytes are we supposed to receive? read(STDIN, $buffer, $ENV{CONTENT_LENGTH}); # make a list of keyword/value pairs @pairs = split(/&/, $buffer); # cycle through each pair and decipher the values foreach $pair (@pairs) { # get the name/value pair strings ($name, $value) = split(/=/, $pair); # translate "+" to a space $value =~ tr/+/ /; # decipher ASCIhexidecimal escaped characters, if any $value =~ s/%([a-fA-F0-9][a-fA-F0-9])/pack("C", hex($1))/eg; # find profile/contsupp field names that begin with cs*_ if ($name =~ /cs\d_/) #add the profile/contsupp pair to a list keyed on the name of the variable {$csarry{$name} = $value;} else { #add the basic field data pair to a list keyed on the name of the variable $contents{$name} = $value } } } ($mon,$day,$year) = split(m>>/>>,/bin/date +%B/%e/%Y); $date = "$mon $day, $year"; $to = $contents{email_to}; &mailto; &thankyou; ############### ## subroutines from here on down! ############### sub thankyou { print "Location: http://www.frontrange.com/thankyou.htm\n\n"; exit; } sub mailto { open (MAIL, ">>/usr/lib/sendmail -t") >>>>die "cant open pipe to sendmail \n"; print MAIL "Content-Type: application/x-gm-impdata\n"; print MAIL "To: $to\n"; print MAIL "From: $csarry{cs2_ContSupRef}\n"; print MAIL "Subject: datafromgoldform.pl\n"; print MAIL "\n\n"; print MAIL "\[Instructions\]\n";

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print MAIL "SaveThis=Web Import File\n"; print MAIL "DupCheck1=Contact\n"; print MAIL "\n"; print MAIL "OnNewSendEmail=Bart,NEW,Prospect requesting information \n"; print MAIL "OnDupSendEmail=Natalie,,Duplicate Record \n; print MAIL "\n"; print MAIL "OnNewAttachTrack=WEBLead\n"; print MAIL "\n"; # The following is an example of testing a field for a value #print MAIL "Below a message will be printed if the CITY is Torrance\n\n"; if ($contents{CITY}eq "Torrance") { print MAIL "OnAnySendEmail=John,WCC,This one is from Torrance\n"; } print MAIL "\n"; #print MAIL "Run=c:\goldmine\webimp.exe\n"; print MAIL "\n"; print MAIL "\n"; print MAIL "\[Data\]\n"; # print out general fields and values foreach $name (sort keys %contents) { next if $contents{$name} eq ""; print MAIL "$name = $contents{$name}\n"; } print MAIL "\n"; print MAIL "\[ContSupp\]\n"; # print out profile/contsupp fields and values foreach $name (sort keys %csarry) { next if $csarry{$name} eq ""; print MAIL "$name = $csarry{$name}\n"; } print MAIL "\n"; print MAIL "\n"; print MAIL "\n"; print MAIL "\n\n"; close (MAIL); }

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Formatting Web Import Files


Theincomingimportfilecontainscontactdataandinstructions.Itmustconformtoaspecificformat,similarto.inifiles. Threemajorimportfilesections:
[Instructions]:Defineimportinstructions.Theseinstructionsallowduplicatechecking,sendingemailmessagesto

GoldMineusers,attachingAutomatedProcesses,andrunningexternalapplicationstofurtherprocesstheincoming contactdata.GoldMinecancheckifthecontactalreadyexistsbyconsideringtheDupCheck#=instructions.Thefirst duplicatecheckinginstructionusuallymustbebasedononeoftheindexedfields,Contact,Company,Phone1,City, State,Country,Zip,AccountNo,Key1,Key2,Key3,Key4,orKey5.AdditionalDupCheck#=instructionscanbespecified totestmorethanonefieldtodetermineiftheincomingcontactdataisaduplicate. Example: DupCheck1=Contact DupCheck2=Company


[Data]:Definescontactdata.Formateachentryasfieldname=value;forexample,City=LongBeach.Thefilenameshould

betheactualfieldnameintheContact1orContact2files.Aspecialemail=fieldcanbeusedtoinsertthecontactse mailaddress.
[ContSupp]:Allowsadditionofdetailrecords.Thefieldsofeachrecordmusthaveaprefixofcs#_,andmustappear

consecutively.Forexample,thefieldsofthefirstContSupprecordwouldhavetheprefixcs1_,whilethefieldsofa secondrecordwouldhaveaprefixofcs2_.Addamaximumof8ContSupprecords.

Checking for Duplicate ContSupp Data


GoldMinecancheckforduplicaterecordsbasedonContSuppdatabyspecifyingtheContSupprecordprefix;forexample, CS1.WhenGoldMineidentifiesaduplicaterecord,butnoticesthecontactnamedoesnotmatchtheexistingname,an additionalcontactiscreatedwiththeincomingdataundertheexistingContactrecord.GoldMinealsoaddsContSupp recordsthatdonotalreadyexist.

Checking for Duplicate E-Mail Addresses


ConfigureGoldMinetocheckforduplicaterecordsbasedonanemailaddress.Runthischeckwithoutincludingacheck basedonindexedfields.Tocheckforduplicateemailaddresses,includethestatement: DupCheck=Email

Using Commands to Automatically Perform Operations


E-Mail
SendemailmessagestoGoldMineusersalertingthemofnewlycreatedcontactrecords.Sendaseparateemailmessage basedonwhetherthecontactisnew[OnNewSendGMEmail=],oralreadyexistsonfile[OnDupSendGMEmail=].Designatea userasthemessagerecipient,followedbyanoptionalactivitycode,thenanoptionalreference.Sendmultipleemail messagesbyappendingconsecutivenumberstothesendemailinstructions;forexample,OnNewSendGMEmail1=, OnNewSendGMEmail2=,andsoon.

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Automated Processes
AttachAutomatedProcessestothecontacttoinitiateanautomatedresponse.Initiateletters,faxes,email,andother activitiestoautomaterespondingtothecapturedleads.AttachaseparateAutomatedProcessbasedonwhetherthe contactisnew[OnNewAttachTrack=],oralreadyexistsonfile[OnDupAttachTrack=].Youmustspecifythetrackname, followedbyanoptionalattachinguser.Forfasterprocessing,alsospecifytheinternaltracknumberinsteadofthetrack name.AttachmultipleAutomatedProcessesbyappendingconsecutivenumberstotheattachtrackinstruction;for example,OnNewAttachTrack1=,OnNewAttachTrack2=,andsoon.

Launch an External Application


Tolaunchanexternalapplicationforfurtherprocessingoftheincomingdata,usetheRun=<exefile>instruction.This commandallowsflexibility,sincecustomprogramscanbewrittentoperformavarietyoftasks.GoldMinesavesimport instructionstoafile,andpassesthatfilenameasaparametertothelaunchedapplication.

Extracting Import Instructions and Data


Sincetheimportinstructionsaresimilarto.inifiles,useWindowsAPIGetPrivateProfileStringtoextracttheimport instructionsanddata.TheImportData=0instructionpreventsGoldMinefromimportinganynewdata,andletsthecustom applicationappendthedata. TheSaveThis=<reference>instructionsavestheinstructionfiletothenotesofanewhistoryrecord.Specifyanyhistory reference;forexample,SaveThis=Webimportfile. ProtecttheWebImportprocesswithpasswordstoallowimportationofonlyauthorizedincominginstructionfiles. GoldMinecanalsoprocessanimportinstructionfilebysendingaDDEcommand.UsingaDDEcommandletsother applicationscreateContactrecordsinGoldMine.TostartprocessinganinstructionfilethroughDDE,sendtheExecIniImp (<filename>)command;forexample,ExecIniImp(i.C:\GoldMine\imp.ini)].

Example 1:
SinceGoldMinestoresWebsiteaddressesasdetailrecords(calledWebSite),importtheseaddressesusingthe followingsyntax:
[ContSupp] cs1_RecType=P cs1_Contact=Web Site cs1_ConSupRef=http://www.web.site.com cs_Address1=notes (optional)

Example 2 (correct format for an import instruction file):


[Instructions] DupCheck1=Contact OnNewSendGMEmail=JOHN, NEW, Prospect requesting information [Data] Company=GlobalCorp. Contact=John Doe Phone1=555/333-1234 email=jdoe@global.com [ContSupp] cs1_RecType=P cs1_Contact=Serial Number cs1_ContSupRef=10000002 cs1_Address1=This is a test.... The following example shows a short instruction file containing the password Doodle: [Instructions]

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Password=Doodle DupCheck1=Contact OnNewSendGMEmail=JOHN, NEW, Prospect requesting information [Data] Company=GlobalCorp. Contact=John Doe Phone1=555/333-1234 email=jdoe@global.com

Example 3 (an import instruction file containing all possible instructions:)


[Instructions] DupCheck1=Contact DupCheck2=userDef05 DupCheck3=cs1 OnNewSendGMEmail=JOHN, NEW, Prospect requesting information OnDupSendGMEmail=AMI,,Repeated request... OnNewAttachTrack=Web Lead OnDupAttachTrack=100067,JOHN Run=c:\goldmine\webimp.exe SaveThis=Web import file ;ImportData=0 Password=Verify [Data] Company=GlobalCorp. Contact=John Doe Phone1=555/333-1234 Address1=1401 West Baker Street City=Garden Grove State=CA Zip=90220 Source=Web Page email=jdoe@global.com [ContSupp] cs1_RecType=P cs1_Contact=Serial Number cs1_ContSupRef=10001001 cs1_Address1=This is a test... cs2_RecType=C cs2_Contact=Jane Adams cs2_Title=Beta Program Manager

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Importing Contacts with Web Import


GoldMinesInternetemailreaderidentifiesdataretrievedfromtheWebImportGateway.GoldMinelooksattheheaderof everyemailmessageforhandlinginstructions.

Example of special header information:


Content-Type: application/x-gm-impdata

WhenanemailmessagecontainingWebImportinformationisretrieved,GoldMinehandlesthemessage.Alternatively,an incomingmessagecantriggertheWebImportwiththisTo:lineentry:
{$GM-WEBIMPORT$}

Requiring Passwords on Web Import Files


WebImportprocessesareprotectedwithpasswordstoallowimportationofonlyauthorizedincominginstructionfiles.This preventsunauthorizedpersonsfromsendingemailmessagesandinundatingaGoldMinesystemwithunwanteddata.A passwordisalwaysrequiredtouseWebImport.Theincominginstructionfilewillnotbeprocessedifitdoesnotcontaina passwordorifitcontainsaninvalidpassword. TheWebImportauthorizationpasswordissetatthetopoftheWebImportProfilesdialog.

ApasswordmustbesetbeforetheWebImportfunctionsaremadeavailable.

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Updating GoldMine Fields with Web Import Data


IfacontactalreadyinyourdatabasefillsoutaWebform,settheWebImporttoupdatespecifiedContact1andContact2 fieldsinsteadofcreatingduplicaterecords.AlsoenableWebImporttoupdateemailaddressesandappendNotes. Withthesesettings,GoldMineupdatesonlythespecifiedfieldsanddiscardschangestofieldsnotincludedinthelist. Theemailaddressisaddedonlyifitdiffersfromtheexistingaddresses.Itisaddedasthenewprimaryaddressandthe otherssaveasalternativeaddresses.

WARNING:AcceptingchangesfromaWebImportmightcausedataintegrityproblems.

FrontRangerecommendsobservingtheseadditionalsecurityprecautionswhenenablingWebImportoverrides:
DonotacceptWebImportemailsfromanunknownemailaddress. LimitaccesstotheWebImportemailaccounttooneuser,theGoldMineadministratorwithMasterRights. ProtectyourWebImportfileswithapasswordandmonitortheWebImportpasswordsregularlyforchanges.

BackupGoldMinedatadailyifrunningdailyWebImports.

Enabling Field Updates with Web Importing


1. Usingatexteditor,suchasWindowsNotepad,opentheGM.ini. 2. Addthissectionandlines:
[WebImportOverwrite] IAgree=I Want To Allow Fields To Be Updated By WebImport Fields=<list the contact1 and contact2 fields that can be updated, separated by a comma>

Example:Fields=Key1,Fax,UData 3. SelectFile>Saveandclosethetexteditor.

NOTE:TheAccountnoorRecidfieldscanneverbeoverwrittenusingtheGoldMineWebImport.

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Customizing GoldMine
Overview
GoldMineprovidesextensivecustomizationopportunities.Youcanconfigureyourcalendar,andcustomizerecordtypes, fieldviews,andfieldsandscreens. Twofilesstoreuserrelatedinformation:username.iniandusername.tbi.TheusernameistheGoldMineloginname.For example,JohnB.iniandtheJohnB.tbiarefilesintheGoldMinedirectory.

Calendar Options
GoldMineprovidesextensivecustomizationopportunities.Youcanconfigureyourcalendar,andcustomizerecordtypes, fieldviews,andfieldsandscreens. Twofilesstoreuserrelatedinformation:username.iniandusername.tbi.TheusernameistheGoldMineloginname.For example,JohnB.iniandtheJohnB.tbiarefilesintheGoldMinedirectory.
Holidays:Holidaycategoriesandholidaystodisplay.

(seeToCongifuretheCalendarOptionsHolidaysSettingsonpage32)
ActivityDetails:Howscheduledandcompletedactivitiesdisplay.

(seeToConfiguretheCalendarOptionsActivityDetailsSettingsonpage33)
Publishing:iCalendarandWebpublishingoptions.

(seeCalendarOptionsDialogBox,PublishingTabonpage110)
Free/Busy:Howyourscheduledbusytimesdisplay.

(seeCalendarOptionsDialogBox,Free/BusyTabonpage110)

Record Types
RecordtypesarecustomizedcombinationsofPrimaryFieldsViews,CustomScreens,andGM+Views.Linkedandapplied basedonuserdefinedrules,recordtypesdeterminewhatusersseewhenworkinginGoldMine.Thefullrecordtype combination(PrimaryFieldView,CustomScreensandGM+View)isanentity.ManagerecordtypesintheRecordTypes AdministrationCenter. EffectiveuseoftheRecordTypesAdministrationCenterdependsonaworkflow.

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The Workflow: Creating Primary Fields Views, Custom Screens, and GM+Views
1. DefiningPrimaryFieldsViews(seePrimaryFieldViewsonpage228) CreatingPrimaryFieldsViews(seeCreatingPrimaryFieldViewsonpage229) Editingfields(seeEditingFieldPropertiesonpage233) UsingFieldTyping(seeCustomizingFieldTypingonpage239) 2. CreatingCustomScreens CreatingCustomScreens(seeCreatingCustomScreensonpage232 AddingFieldstoScreens(seeAddingFieldstoScreensonpage241 Editingfields(seeEditingFieldPropertiesonpage233) UsingFieldTyping(seeCustomizingFieldTypingonpage239) CustomizingLabels(seeCustomizingFieldTypingonpage239 3. CreatingGM+Views(seeCreatingGM+ViewTemplatesonpage246)

Using the Record Types Administration Center


TheRecordTypesAdministrationCenterallowsyoutocreateandmanageContactRecordcustomizations.Recordtypingis powerfulanddynamic,lettingyoucustomizethetypeofContactRecordGoldMineusersseeandcombine,withinone database,whatmightappeartobedisparatetypesofContactRecords. ToaccesstheRecordTypesAdministrationCenter,selectTools>Configure>RecordTypes.

Userscanperformsearchesforrecordtypesinsteadoffieldnameswhichallowsthemtofindinformationwithout identifyingafieldname.Logicalpicklistsdisplayfieldnamesfortherecordtype.

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UsetheRecordTypesAdministrationCentertocreateRecordTypesbasedoncombinationsofdifferentPrimaryField Views,CustomScreens,andGM+Views,andapplytheminGoldMinebasedonyouruserdefinedRecordTypeRules.The fullrecordtypecombination(PrimaryFieldView,CustomScreens,andGM+View)isanentity. Examples:


AmanufacturingcompanyusesGoldMinetotracksuppliersandcustomers.Theyuserecordtypingtocreatea

SupplierrecordtypeandaCustomerrecordtype.
RealtorsuseGoldMinetomaintaininformationaboutproperties,sellers,buyers,andrealestatefinancingsources.

Theyuserecordtypingtocreatecustomizedrecordtypesforeachcategorytheyworkwith. PartoftheRecordTypingisdeterminingNewRecordCreationOptionstospecifyfieldsdisplayedtoauserwhoiscreatinga recordbasedonarecordtype.Availablefieldsarelimitedtofieldsincludedintheselectedrecordtypeandareonly availablewhenthefieldvaluebasedrecordtyperulesareactivated.

NOTE:TheNewRecordCreationOptions,onceconfigured,letyoucreatenewrecordsbasedonrecord
types.SelectFile>New>NewDefaultRecordType.Acustomizeddialogboxappears. AlsocreateandapplyRecordTypeRulestogovernwhatrecordtypedisplaysbasedonafieldvaluebasedordBase expressionbasedrule,ortodisabletherules.RulescanbeassimpleaswhenthevalueintheAcct.TypefieldisProperty displaythePropertyrecordtype;whenthevalueisBuyer,displaytheBuyerrecordtype;orwhenthevalueisSeller,display theSellerRecordtype.

Creating Record Types


AftercreatingtheappropriatePrimaryFieldsViews,CustomScreens,andGM+Views,createnewRecordTypes.Arecord typeconsistsofauniquenameandiscomposedofacombinationofPrimaryFields,CustomScreens,andGM+Views.The combinationofthesecomponentscreatesanrecordtypeentity. 1. SelectTools>Configure>RecordTypes.TheRecordTypesAdministrationCenteropens. 2. IntheRecordTypesDetailspane,rightclickandselectNewRecordTypeorclicktheNewRecordTypebutton on thetoolbar.TheRecordTypeSettingsdialogboxopens. 3. Specify: RecordTypeName:Auniquenamefortherecordtype. RelationshipTreeSectionName:Thenameassignedtotherelationshiptree. PrimaryFieldsdropdownlist.:ThePrimaryFieldsViewtoassociatewiththisrecordtype. CustomScreensdropdownlist:TheCustomScreentoassociatewiththisrecordtype. GM+Viewdropdownlist:TheGM+Viewtoassociatewiththisrecordtype. 4. TospecifyadifferentfieldlayoutfortheNewDefaultRecordTypedialog,checkNewrecorddialogusesdifferentfield layoutandthenselectalayoutfromtheNewRecordLayoutpulldownmenu. 5. SetasDefaultRecordTypeusesthecurrentrecordtypeasdefaultwhenrecordtyperulesarenotmet. Thedefaultrecordtypecouldbeagenericviewortherecordtypeusedbythelargestnumberofusers.Onlyone recordtypecanbethedefaultatonetime.Selectingthisoptiononadifferentrecordtypemakesitthedefault.Bold TypeintheRecordTypesDetailspaneidentifiesthedefaultrecordtype. 6. ClickOKtoclosetheRecordTypeSettingsdialogbox. 7. ClicktheApplyChanges button.

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Editing Record Types


1. OpentheToolsmenuandselectConfigure>RecordTypes.TheRecordTypesAdministrationCenterappears. 2. ExpandtheRecordTypesDetailstreeandexpandRecordTypes.SelecttheRecordTypestoedit.TheassociatedCustom Screen,GM+View,andPrimaryFieldsdisplayintheupperrightpane.Thelowerrightpanedisplaysthefields(for CustomScreensandPrimaryViews)andtheHTMLtemplate(fortheGM+View)whentheobjectisselectedinthe upperrightpane. 3. ToeditchangetheRecordTypeName,reconfigurenewrecordselectionoptions,orselectnewPrimaryFields,Custom Screens,orGM+Views,rightclickandselectEdit.TheRecordTypeSettingsdialogboxappears.Makenecessary changes. 4. EditPrimaryFieldsandCustomScreenfieldsbyrightclickingonthefieldwhenitdisplaysinthelowerrightpaneand selectEdit.TheFieldPropertiesdialogboxappears. 5. EditGM+ViewtemplatesbyrightclickingontheGM+ViewintheupperrightpaneandselectEdit.TheEdit<template name>GM+Viewdialogboxappears. 6. ClicktheApplyChanges buttontoapplythechangestoGoldMinerecords.

Configuring Record Type Rules


Recordtyperulesarekeytoeffectiveuseofrecordtypes.Theygovernwhichrecordtypesdisplaywhentheconditionsof therulesaremet. Selectoneofthreerulestoapplytotherecordtypes:usetextboxesanddropdownlists,usedBASEexpressions,ordisable rules.Ifnorulesareconfigured,userscanmanuallyselectPrimaryFieldsViews,CustomScreens,andGM+Viewsasthey workinGoldMine.Applyonlyonesetofrulesatatimewhenworkingwithrecordtypes. 1. SelectTools>Configure>RecordTypes. TheRecordTypesAdministrationCenteropens. 2. IntheRecordTypesDetailspane,rightclickonRecordTypeRulesandselectEdit.TheRuleDefinitionforRecordType dialogboxappears. 3. Selectaruletype: Fieldvaluebased:Evaluatesthefieldforthespecifiedvaluesanddisplaystherecordtypeyouselect. dBaseExpressionresultbased:Evaluatesanexpressionthatreturnsastringthenameofarecordtype. Inactive(disablerules):Turnsofftherecordtyperules.Whentherulesareinactive,manuallychangetheprimary fieldview,customscreen,orGM+View. 4. ClicktheApplyChanges buttontoapplythechangestoyourGoldMinerecords.

NOTE:ftherulesarenotmet,GoldMinedisplaysyourdefaultrecordtype. NOTE:Fieldvaluebasedrulesarelimitedto32.Ifyouhave33ormore,norulesareevaluated.

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Creating Record Type Rules Based on dBASE Expressions


UseRecordTypeRulestodeterminethedisplayingrecordtype.DefinerulesbyfieldvaluesanddBASEexpressions,ormake theminactive. dBASEexpressionsareforadvancedusers.IfyouactivatethedBASEexpressionrules,youcannotcreatenewrecordsbased onrecordtypes.Activatefieldvaluerulestocreatenewrecordsbasedonrecordtypes. 1. SelectdBaseExpressionresultbasedontheRuleDefinitionforRecordTypedialogbox.Thedialogboxdisplaysan Expressiontextbox. 2. Inthetextbox,typeorcopyandpastetheexpressionyouarecreating. 3. Asyoutypeormodifytheexpression,usetheInsertRecordtypefromListbuttontoselectarecordtypefromthelist andguaranteedataconsistency. 4. Aftercreatingyourexpression,clickOKandthenApplyChangesontheRecordTypesAdministrationtoolbar. 5. Toverifyyourrecordtypeselectionisbasedonrules,rightclickintheprimaryfieldsandselectSelectPrimaryFields. Ontheexpandedlocalmenu,RulesBasedselectionshouldhaveacheckmarknexttoit;otherwise,selectRulesBased selection.

Expressions Using Values Corresponding to Record Type Names


Whenthestringvalueinthefieldbeingevaluatedcorrespondstothenameoftherecordtype,usetheseexpressions:

Simple Expression
AssumingKey1canhaveSupplier,Customer,orEquipmentasavalueandassumingyouhaverecordtypesnamedSupplier, Customer,andEquipment,usethisexpression:
trim(contact1->key1)

Results:Eachrecordwherethekey1fieldvalueequalsSupplier,theSupplierrecordtypedisplays.Eachrecordwherethe key1fieldvalueequalsCustomer,theCustomerrecordtypedisplays.Eachrecordwherethekey1fieldvalueequals Equipment,theEquipmentrecordtypedisplays.

Sum of Two Fields Expression


AssumingKey1cancontainthevalueSupplierorCustomerandKey2cancontainInsuredorUninsuredandassumingfour recordtypesarenamedSupplierInsured,SupplierUninsured,CustomerInsured,CustomerUninsured,usethisexpression:
trim(contact1->key1)+" "+trim(contact1->key2)

Results:Theexpressionreturns<Key1string><space><Key2string>.IfthevalueinKey1isSupplierandthevalueinKey2is Uninsured,thentheSupplierUninsuredrecordtypedisplayfortherecord.Whenmovingtoanotherrecordwherethe valueofKey1isCustomerandthevalueinKey2isInsured,thentheCustomerInsuredrecordtypedisplayfortherecord.

If...Then...Else Expressions
AnevenmoreeffectiveexpressionisthedBASEIIFstatement.Thestructureoftheiifstatement,forexample, iif((trim(contact1>key1)="Supplier"),"Supplier","Customer")readsas:Ifthestatementistrue(contact1 >key1)="Supplier"),thendisplaytheSupplierrecordtype,else(ifstatementisnottrue)displaytheCustomerrecordtype.

Simple IIF Expression


AssumingKey1canhaveSupplierorCustomerasavalueandassumingrecordtypesarenamedSupplierandCustomer,use thisexpression:
iif((trim(contact1->key1)="Supplier"),"Supplier","Customer")

Results:ForeachrecordwheretheKey1fieldvalueequalsSupplier,theSupplierrecordtypedisplays;otherwisethe Customerrecordtypedisplays.

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Complex IIF with .AND. Expression


AssumingKey1cancontainthevalueSupplierorCustomerandKey2cancontainInsuredorUninsuredandassumingfour recordtypesarenamedSupplierInsured,SupplierUninsured,CustomerInsured,CustomerUninsured,usethisexpression:
(iif((trim(contact1->key1)="Supplier").and.(trim(contact1->key2)="Insured"),"Supplier Insured","Supplier Uninsured"))

Results:IfthevalueinKey1isSupplierandthevalueinKey2isInsured,thentheSupplierInsuredrecordtypedisplayfor therecord.WhenmovingtoanotherrecordwherethevalueofKey1isSupplierandthevalueinKey2isPending,the SupplierUninsuredrecordtypedisplaysfortherecord.

Complex Multiple IIF Expression


AssumingKey1canhaveSupplier,Customer,orEquipmentasavalueandassumingrecordtypesarenamedSupplier, Customer,Equipment,andStandard,usethisexpression:
iif(contact1->key1="Supplier","Supplier",iif(contact1>key1="Customer","Customer",iif(contact1->key1="Equipment","Equipment","Standard")))

Results:IfthevalueinKey1isSupplier,displaytheSupplierrecordtype.IfthevalueisnotSupplier,evaluatewhetherKey1 isCustomer.IfthevalueisCustomer,displaytheCustomerrecordtype;otherwise,evaluatewhetherKey1isEquipment.If itisEquipment,displaytheEquipmentrecord;otherwise,displaytheStandardrecordtype.

Creating Record Type Rules Based on Field Values


UseRecordTypeRulestodeterminetherecordtypethatdisplays.Definetherulesbyfieldvalues,dBASEexpressions,or maketheminactive. Fieldvaluebasedrulesaretheeasiesttouseandarerequiredforcreatingnewrecordsbasedonrecordtypes. Tocreatefieldvaluerule,selectFieldvaluebasedontheRuleDefinitionforRecordTypedialogbox.Fieldvaluebasedrules evaluatethevalueinonlyonefieldatatime,butcantriggerthedisplayofdifferentrecordtypesdependingonthevaluein thefield. Thedialogboxdisplaysfieldnames,values,andrecordtypes. 1. ClickNewtoaddanewvalue/recordtyperuletothelist. 2. SelectafieldintheFieldNamedropdownlist.

NOTE:Althoughyoucanhaveseveralfieldvaluebasedrulesconfiguredonfields,thefielddisplayedinthe
FieldNametextboxistheonlyfieldevaluatedbytherules.Toevaluatefromadifferentfield,selectthefield inthedropdownlist.Rulesconfiguredonthenewlyselectedfieldgointoeffectwhenyouapplychanges 3. 4. 5. 6. IntheFieldValuetextbox,typeorselectavalueintheF2Lookuplist. SelectaRec.Typeinthedropdownlist. Toremovearule,highlighttheruleandclickDelete. Whenfinished,clickOK. button.

7. ClicktheApplyChanges

8. Toverifyyourrecordtypeselectionisbasedonrules,rightclickintheprimaryfieldsandselectSelectPrimaryFields. Ontheexpandedlocalmenu,RulesBasedselectionshouldhaveacheckmarknexttoit;otherwise,selectRulesBased selection.

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Configuring New Record Creation Options


Specifyfieldstodisplayforupdatewhencreatinganewdefaultrecordtype. 1. Whencreatingoreditinganewrecordtype,clickNewRecordCreationOptions.TheRecordType:NewRecord CreationOptionsdialogboxappears. 2. SelectUseatypespecificnewrecorddialogtoactivatethefieldsandbeginconfiguration. 3. BeginningwithField1,selectthefieldinthedropdownlisttodisplayintheNewDefaultRecordTypedialog. 4. SelectDuplicatecheckingforthefieldtobeaduplicatecheckingfieldwhenaddingnewrecords.Selectamaximumof 4fieldstouseforduplicatechecking. 5. Continueaddingfields,Field2,Field3,andsoonasneeded.Configureupto10fields.

NOTE:Ifyouhaveafield(s)asatriggerfieldforyourRecordTypeRules,selectthefield(s)aspartofyour
NewRecordCreationOptions.Thishelpsyoucreaterecordsthatworkwiththerecordtyperules.

Primary Fields Views


1. OpentheToolsmenuandselectConfigure>RecordTypes.TheRecordTypesAdministrationCenterappears. 2. ExpandtheRecordTypesDetailstreeandexpandPrimaryFieldsViews.SelectthePrimaryFieldsViewtoedit.The fieldsappearintheupperrightpane. 3. Tochangethenameortheaccesstotheview,rightclicktheviewnameandselectEdit.TheMainViewProfiledialog boxappears.Makenecessarychanges. 4. Toeditfieldproperties(forexample,tomakeafieldarequiredfield),rightclickonthefieldintheupperrightpaneand selectEdit.TheFieldsPropertiesdialogboxappears.Makenecessarychanges. 5. ClicktheApplyChanges buttontoapplythechangestoGoldMinerecords.

Editing Custom Screens


1. OpentheToolsmenuandselectConfigure>RecordTypes.TheRecordTypesAdministrationCenterappears. 2. ExpandtheRecordTypesDetailstreeandexpandCustomScreens.SelecttheCustomScreentoedit.Thefieldsappear intheupperrightpane. 3. Tochangethename,thetab,ortheaccesstotheview,rightclicktheviewnameandselectEdit.TheCustomScreen Profiledialogboxappears.Makenecessarychanges. 4. Toeditfieldproperties(forexample,tomakeafieldarequiredfield),rightclickthefieldintheupperrightpaneand selectEdit.TheFieldsPropertiesdialogboxappears.Makenecessarychanges. 5. ClicktheApplyChanges buttontoapplythechangestoGoldMinerecords.

Editing GM+Views
1. OpentheToolsmenuandselectConfigure>RecordTypes.TheRecordTypesAdministrationCenterappears. 2. ExpandtheRecordTypesDetailstreeandexpandGM+Views.SelecttheGM+Viewstoedit.Thetemplatename appearsintheupperrightpaneandtheviewofthetemplatedisplaysinthelowerrightpane. 3. Tochangethenameandeditthetemplate,rightclickontheviewnameandselectEdit.TheEdit<templatename> GM+Viewdialogboxappears.Makenecessarychanges. 4. ClicktheApplyChanges buttontoapplythechangestoGoldMinerecords.

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Viewing the Master List of Fields


TheMasterFieldListprovideyouwithaquickwaytolookupthefieldnameinthedatabasecorrespondingtoafieldyou seeintheuserinterface(UI). TheMasterFieldLististhelastobjectontheRecordTypesDetailstreeontheRecordTypesAdministrationCenter(Tools> Configure>RecordTypes).Thelistcontainsallfieldproperties(bothcustomanddefault)andallowsyoutoviewand managethefieldsbyselectingthefieldandclickingtheEditSelectedbuttonordoubleclicknigthefield.

WiththeMasterFieldListyoucanquicklylookupthedatabasenameforallfieldswithouthavingtomanuallyopeneach oneandcheckitsproperties.ThismakesiteasiertomapfieldsduringimportorexportwhenusingtheImport/Export Wizard.

Primary Field Views


Primaryfieldviewsarecustomizedviewsofprimaryfields.PrimaryfieldsareintheupperpaneofaContactRecordandare Contact1fields. GoldMinenowallowsyoutomovefieldsaroundthescreenasyourneedsdictate.Thecustomizationscanincludechanging thedisplayedlabelorcolorforafieldorhidingafield.Applymanychangestomanyfields,creatingauniqueviewforatype ofrecordyouarecreating,andsavethecombinationofcustomizationasaprimaryfieldsview. Createasmanyprimaryfieldviewsasneeded.TheonlysetlimittothenumberofviewsinGoldMineistheamountof availablecomputermemory. Creatingaprimaryfieldviewreliesprimarilyonthefieldtyping.Usefieldtypingtocustomizethelookofthefieldsandthe valuesdisplayedinGoldMine'sprimaryanduserdefinedfields. PrimaryfieldviewsareakeycomponentofrecordtypingintheRecordTypesAdministrationCenter.formoreinformation, seeAbouttheRecordTypesAdministrationCenteronpage251.

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Use Primary Fields Views To:


CreatePrimaryFieldsViews(seeCreatingPrimaryFieldViewsonpage229) CustomizePrimaryFields(seeEditingFieldPropertiesonpage233) EditPrimaryFieldsViews(seeEditingFieldProperties(ProfileTab)onpage234) AddtoRecordType(seeRecordTypesandContactRecordsonpage251) DeletePrimaryFieldsViews ManuallyChangePrimaryFieldsViews

Customizing Primary Fields


Primaryfieldsappearintheupperpaneofthecontactrecord.Manyfieldsareindexedfields.Youcanmodifythefield labelsanddatadisplaywithcolorsorotherexpressionsusingthefieldspropertiestocreatecustomfieldtyping.

NOTE:WheneveraformofDDEisused,theexternalapplicationextractsdatabasedonthehardcoded
FieldNameregardlessofthefieldlabel. Afteryoumakethemodificationstotheprimaryfields,saveasprimaryfieldsviews.TheContact1tablestoresprimaryfield data. 1. RightclickonthefieldandselectProperties.TheFieldPropertiesdialogboxappears. 2. ModifyfieldpropertiesusingtheFieldPropertiesdialogbox.

Creating Primary Field Views


Primaryfieldviewsarecustomizedmodificationstotheprimaryfieldssavedasviews.Theyareintheupperpaneofa Contactrecord. TheGM+Viewtemplateischosenautomatically.Itisdrivenbytherecordtype,butcanbeoverriddenunderWeb>Setup GM+View>Rules(seeCreatingGM+ViewRulesonpage249).ManuallychangingthePrimaryFieldsViewdoesnot changetheGM+View.

NOTE:Whencreatingyourfirstprimaryfieldviews,createanamedviewbasedonyourcurrentviewbefore
modifyingthefieldstocreateyournewview.

TIP:Ifyoualreadyhaveseveralprimaryfieldviews,tocreateanewone,selecttheviewthatmostcloselyresembles
theviewyouarecreating;createanewnamedviewbasedonthatviewbeforemodifyingthefieldstocreateyour newview.

To Create a Primary Field View


1. Beforemodifyingthefields,rightclickintheprimaryfields(top)paneandselectSelectPrimaryFields. 2. Selectaviewfromthemenu. Theprimaryfieldsupdatetotheselectedview. 3. RightclickintheprimaryfieldspanesandselectScreenDesign. TheScreenDesigntoolbarappearsandthecontactrecorddisplayswithagridlikeseriesoflines.

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SelectoneofthefollowingfromthetoolbarandthenclickOK:
New.Toaddanewfieldtotheview,clickNewandthenselectthefieldfromthePlaceFielddropdownbox.

Toaddanewfieldtothelist,clickNewFieldanddothefollowing:
AttheNewFieldfieldtypeauniquenameforthenewfield. AttheDescriptionfieldtypeabriefdescriptionofthenewfield. AttheFieldTypefieldselectthetypeofthenewfieldandthenaddthenumberofcharactersintheLen

(length)and/orDatefields.
SaveAs.SavethescreenasanewPrimaryFieldsView. Load.LoadthenewPrimaryFieldsView. Rebuild.RebuildthedatabaseandaddthefieldstotheContact2table.Reviewdetailsonrebuildingbefore

proceedingatAboutMaintainingDatabasesonpage117.
Exit.ExittheScreenDesigner.

4. ClicktheSaveasaPrimaryField.

button.

TheMainViewProfiledialogboxappears.UsethisdialogboxtonameandsetaccessonPrimaryFieldsViews. CompletethefollowingfieldsandthenclickOK:
Name.Typeadescriptivenameinthefield. UserAccess.SelecttheuserorusergrouptohaveaccesstothisnewgroupintheUserAccess.Select(public)forall

userstohaveaccessthisview. Thenewviewappearsinscreendesignmodeandreadyformodification. 5. Tomodifythefieldsintheview,seeCustomizingPrimaryFields.

Manually Changing Primary Field Views


PrimaryFieldsViewsaretypicallydeterminedbytherecordtypesandrecordtyperulesconfiguredintheRecordTypes AdministrationCenter.However,withpermissions,manuallychangethedisplayedprimaryfieldview.

To Manually Change the Primary Field Views


RightclickintheprimaryfieldsofarecordandselectSelectPrimaryFields.ThesubmenuincludesRuleBasedselection andalistofprimaryfieldsviews.Then,onthemenu,selecttheviewtoapplytothedisplayedrecord.Therecordupdatesto selectedprimaryfieldsview.

Deleting Primary Field Views


DeletingPrimaryFieldsViewsdoesnotremovefielddatafromthedatabase. 1. OpentheToolsmenuandselectConfigure>RecordTypes.TheRecordTypesAdministrationCenterappears. 2. ExpandtheRecordTypesDetailstreeandexpandPrimaryFieldsViews. 3. Selecttheviewtodelete,rightclickandselectDelete.TheviewisremovedfromGoldMine.

Custom Fields and Screens


ApplyseverallevelsofcustomizationtoContactrecords.Whencreatingcustomscreensandfields,youhavegreater flexibilityintheinformationstoredinGoldMine. CustomizeGoldMineby:
Creatingcustomscreens(seeCreatingCustomScreensonpage232) Creatingcustomfields(seeCreatingCustomFieldsonpage232) Changingfieldlabels(seeEditingFieldProperties(ProfileTab)onpage234) Customizedfieldtyping(seeCustomizingFieldTypingonpage239)

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Custom Screens
Customscreensletyougrouprelatedcustomfieldstogether.Createupto20customscreens,eachwithupto250fields. CustomscreeninformationisstoredintheFields5table.

Custom Fields
Customfields,alsocalleduserdefinedfields,makeGoldMineanadaptableprogram,abletomeettheneedsofabroad rangeofbusinesses.InformationaboutuserdefinedfieldsarestoredintheContact2,ContuDef,andFields5table.For moreinformationaboutFieldsandDetails,seeUserDefinedFieldsvs.Detailsonpage231. GoldMineonanSQLdatabasecanstore1024fields.Foradditionalinformation,consulttheknowledgebaseat support.frontrange.com. Thesystemadministratordetermineseachfieldstype.Fieldscanstorethefollowing:
Characterfieldtype:Alphanumericdata.AcharacterfieldcanalsocontainadBASEexpressionthatcalculatesfield

valuesordisplaystext.
Numericfieldtype:Numericdata;requiredforthefieldtocalculatevaluesrelatedtoothernumericfields. Datefieldtype:Containsdates.

Whencreatinguserdefinedfields,planyourimplementation:whatisthefieldtype,whatdataisgoingintothefield,willit beacalculatingfield,andwillitbeassociatedwithotherfieldsinacustomscreen? Tocreateafield,selectTools>Configure>CustomFields.Thelistof10userdefinedfieldsandotheruserdefinedfields appear.Themechanismisthesameforcreatingonefieldasforcreatingmanyfields;itmakestherepeatedcreationof fieldseasierbynotreturningtothescreendesigneraftertheonefieldiscreated.

Field Labels
Fieldpropertiesdeterminethefield'slabelinGoldMine.Whenchanginglabelsonfields(whetherprimaryfieldsoruser definedfields)youhavealimitof15charactersforthelabel.Tochangethelabel,rightclickitsnameandselectProperties. TheFieldPropertiesdialogboxappears.

Field Typing
Usefieldtypingtocustomizethelookoffieldlabelsandvalues.Thecustomizationcanincludechangingthelabelordata colorinafieldbasedonthevalueinthatfieldorinanotherfield,hidelabelsandvalues,assignagenericfieldusenameto afieldthatcanhavedifferentlabelsandvalues.

User-Defined Fields vs. Details


TheGoldMineadministratormustdecidewhattypeoffield(userdefinedordetail)ismostappropriatefortheinformation beingrecorded. WhensettingupafieldasaDetailoruserdefinedfield,consider:
DetailsallowunlimitedmultipleentrieswithouttheneedfortherepetitivecreationoffieldsandLookupTables. Unlikecreatinganewuserdefinedfield,addinganewDetaildoesnotallocatefieldspacetoeveryrecordinthe

database;therefore,lesstimeisrequiredtoperformsystemmaintenance.
AllDetailsareindexedforfastsearchingandbrowsing. UserdefinedfieldscanbeupdatedusingtheLookup.ini. Userdefinedfieldscanbedate,numeric,orcharacterandallowforcomplexfiltering. Filterscanbebuiltonuserdefinedfieldsonly. GroupscanbebuiltonDetail.

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Creating Custom Screens


CustomscreensareuserdefinedareasthatappearundertheFieldstaborasanindividualtab.Usethesescreensto logicallygroupuserdefinedfields. Youcancreateupto20screens,eachonewithmaximumof250fields. CustomscreensareakeycomponentoftherecordtypingintheRecordTypeAdministrationCenter. 1. SelectTools>Configure>CustomScreens. 2. AttheCustomScreensSetupdialogbox,clickNew. TheCustomScreenProfiledialogboxopens.SeeCustomScreenProfileDialogBoxonpage232. 3. AfterconfiguringtheCustomScreenProfiledialogbox,clickOK. TheCustomScreensSetupdialogboxreopens. 4. ClickClose. Youcannowaddfieldstoyournewcustomscreen.

Custom Screen Profile Dialog Box


1. IntheScreenNamefield,typethename(upto20characters)youwanttoappearintheFieldstablocalmenuandon theconfigurationdialogboxes. 2. IntheTabNamefield,typethenameforthetab. Leavethisboxblankforthescreentonotdisplayasanindividualtab. ViewTabNametips.
Duetoviewinglimitations,thetabnameshouldnotexceedsixtoeightcharacters,anditshouldnothavespaces. GoldMinealphabetizestabs.Toreordertabs,placeanumberatthebeginningofthetabname.Thenumberdoes

notappearonthetab,butdeterminesthepositionofthetitleinthebank.Forexample,fortheResellerViewtab toappearbeforetheMgtViewtab,type1ResellerintheTabNamefield. Tocreateaspecialtabwithoutthenameappearingonit,typetwoasterisks(**)inthisfield.Thetablabelremains blank. 3. LeavetheUserAccessas(public)toletusersviewthescreen,orselectauserorusergroupfromthedropdownlist. 4. SelectThisscreenisavailableinthecurrentContactSettoletusersseethescreenlistedintheFieldstablocalmenu. Whenthisoptioniscleared,thescreenisunavailableinthecurrentcontactset.Ifyouhavethreecontactsets,disable thescreeninonlytwoofthedatabases,logontoeachcontactsetanddisabletheoption. 5. Whenfinished,clickOK.

Creating Custom Fields


GoldMine'sflexibilitymeetsarangeofbusinessinformationneeds.Theabilitytocreateuserdefinedcustomfieldsgoes beyondthevarietyofoptionsinGoldMineandbettertailorsthecontactrecordtomeetyourcompany'sneeds.
Plancustomfieldimplementationbyconsideringthesequestions: Whatisthefieldtype? Whatdataisgoingintothefield? Willthefieldcalculate?

Whenaddinguserdefinedfields,createacustomscreen(seeCustomScreenProfileDialogBoxonpage232)todisplay therelatedfields.

NOTE:Alwaysbackupyourdatabasesbeforecreatinguserdefinedfields. TIP:Createtelephonenumberfieldsthatformatnumberslikeotherphonefields.CreateafieldnamedUPHONEn,
wherenisauserdefinednumber.

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To Create a Custom Field


1. SelectTools>Configure>CustomFields. 2. AttheUserDefinedFieldsdialogbox,selectNew. TheUserDefinedFieldProfiledialogboxopens. 3. Typeauniquename,beginningwithU,intheFieldNamefield(itcanbeuptoninealphanumericcharactersinlength, includingtheU). Thefieldnameshouldnotcontainspacesorspecialcharacters,suchasasterisks(*)orpercentsigns(%);however,you canusetheunderscore(_).

NOTE:TheFieldNameappearswheninsertingfieldsintoMicrosoftWord;therefore,makethefieldname
userfriendlyandidentifiable. 4. IntheDescriptionfield,typethefieldlabeltoappearinthecontactrecord. 5. AttheFieldTypeoptionsselectoneofthefollowing: Character.Formatsdataasatextstring. Numeric.Formatsdataasnumberstorunmathematicalfunctionsagainst. Date.Formatsdataasadate,month/day/year. 6. IntheLenfield,typeorselectafielddatalength. Themaximumlengthforacharacterfieldis256;numericis16. 7. TheDecfieldisavailablewhencreatinganumericfield. Itsetsthenumberofdecimalplaceswithinthefield.GoldMineassignsonecharacterplacetothedecimalpointin determiningfieldlength.Forexample,createafieldthatcanacceptholdvaluesupto9.99byassigningaLenvalueof4 andaDecvalueof2.Thisfieldappliestonumericdatatypes. 8. ClickOK. TheUserDefinedFieldsdialogboxreopenswithyournewfieldaddedtothelist.Next,addthefieldtoyourcustomscreen (seeAddingFieldstoScreensonpage241). Afterfieldsarecreated,GoldMinerebuildsthedatabaseforthefieldstobephysicallyplacedintheContact2table.Review helptopicsregardingmaintainingyourSQLdatabase.Seethesupportsiteforinformationonrebuilding.

Editing Field Properties


FieldPropertiesdeterminethefieldtype,labelanddataappearance,fieldlocation,labelanddatafieldsize,andfield security. Usethefollowingproceduretoeditthefieldproperties. 1. RightclickonthefieldlabelandselectProperties. TheFieldPropertiesdialogboxappears. 2. ConfigurethesettingsonthesetabsandthenclickOK: Profile.Fieldlabelsandfielddataoptions.Formoreinformationoneditingtheseproperties,seeEditingField Properties(ProfileTab)onpage234. Color.ColorsontheContactrecordforthefieldlabelandfielddata.Formoreinformationoneditingthese properties,seeEditingFieldProperties(ColorTab)onpage235. Layout.Fieldsize,position,andtaborder.Formoreinformationoneditingtheseproperties,seeEditingField Properties(LayoutTab)onpage236. Security.Fieldsrequiringdata,usershavingreadandupdaterightstothefield,andoptionstoupdatethelogon theHistorytab.Formoreinformationoneditingtheseproperties,seeEditingFieldProperties(SecurityTab)on page236. 3. ClickOKafterconfiguringtheFieldProperties.

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Editing Field Properties (Profile Tab)


1. SelecttheProfiletab.IntheFieldLabelarea,selectGlobalLabelandtypethefieldlabelintheassociatedfield.The GlobalLabelappliestoallGoldMinedatabases. GlobalLabels:
DisplayinalldatabasesunlessthereisaLocalLabel. Havealengthlimitof15characters,butarelimitedbythefieldlabelsize. ArestoredintheContudefandFields5tableinthedatabase.

2. TypethefieldlabelintheLocalLabelfieldifthelocallabeldiffersfromtheGlobalLabel.TheLocalLabelappliesonlyto thecurrentdatabase. LocalLabels:


Displayinthecurrentdatabase. Havealengthlimitof15characters,butarelimitedbythefieldlabelsize. ArestoredintheContudeftableinthedatabase. TakeprecedenceovertheGlobalLabel. Arealwaysappliedwhenthefieldisdisplayedwithinthecorrespondingcontactsetdatabase,regardlessofRecord

TypeorPrimaryFieldsViewbeingused. 3. SelectExpressionifeditinganexpressionfield. SeeAddingExpressionFieldstoScreensonpage238fordetailsabouttheExpressionoptionandtheLabelReference.

NOTE:Useexpressionstocreatecomplexfieldtyping(seeCustomizingFieldTypingonpage239)related
todisplayingandhidingthefieldlabelanddata. RememberthesegeneralrulesforLabelTypesinthefollowingtable.

Label(Type)

Priority (VersusOtherLabel Types)


3Baselevel

StoredwithContact Set (Differentforeach ContactSet)


No

StoredwithFieldView (Differentforother RecordTypesorview types)


Yes No Yes

Global Expression Local

2OverridesGlobalLabel No Types 1OverridesbothGlobal Yes andExpressionLabel Types

4. IntheFieldDataarea,selectNameinDatabase. Thefieldnamedisplaysinthefield.TheAllFieldsbuttonisactiveforuserdefinedfields,notprimarycontactfields. 5. SelectAllFieldstochangethedatafield. TheUserDefinedFieldsdialogboxopens. Selectthenewfielddatatodisplayinthefield.Afterselectinganewfield,theGlobalLabelremainsthesame;however, theLocalLabelchangestoreflectnewdata. 6. SelectExpressionifeditingthedataexpression. SeeAddingExpressionFieldstoScreensonpage238fordetailsabouttheExpressionoption. 7. ConfiguretheColortab,Layouttab,andSecuritytab.

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Editing Field Properties (Color Tab)


1. RightclickthefieldlabelandselectProperties. 2. AttheFieldPropertiesdialogbox,selecttheColortab. 3. IntheLabelColorarea,selectFixedColorandclickColors. TheColordialogboxopens. 4. Selectthecolorfromthepalettetouseasthelabelcolor. SelectDefineCustomColorstocreatecustomcolors. ClickUsedefaultlabelcolortoresetthecolortoblack. 5. SelectExpressionifyouknowthesystemnumberforthecolor. 6. Typethenumberinthefield.

NOTE:Useexpressionstocreatemorecomplexfieldtyping,relatedtochangingthecoloroffieldlabelsand fielddata.
Examples:

Useexpressionstocreateavariablecolorbasedonamorecomplexexpression.Forexample,todisplayaredlabel onKey1ifthefieldisemptyandablacklabelifitnotempty,usethisexpression:iif((len(trim(contact1 >Key1))=0),255,0).Intheexample255istheWindowscolorprofileforredand0istheprofileforblack. Usefieldlabelexpressionswithpredefinedcolor(seePredefineddBASEColorsonpage236).Forexample,toflag companieswithacreditlimitof$1000orhigherwitharedfieldlabelandagreenlabelforlessthan$1000,usethis expression:color(iif(contact2>u_credit>1000,"RED","GREEN"))whereu_creditistheuserdefinednumericfield storingthecreditlimitvalue. Ifauserdefinedfieldisempty,changethecolorontheCompanyfieldlabeltored;otherwise,itdisplaysblack.The expressiontoaddtotheCompanyfieldis:


iif(contact2->u_userdefinedfield=" ",color("RED"),color("BLACK")).

Inthelasttwoexamples,theexpressionsareconfigureddifferentlyEitherisvalid. Useexpressionstocreatemorecomplexfieldtyping,relatedtodisplayingandhidingthefieldlabelandfielddata. 7. IntheDataColorarea,selectFixedColorandclickColors. TheColordialogboxopens. 8. Selectthecolorfromthepalettetouseasthedatacolor. SelectDefineCustomColorstocreatecustomcolors. ClickUsedefaultdatacolortoresetthecolortodarkblue. 9. SelectExpressionifyouknowthesystemnumberforthecolor. Typethenumberinthefield. 10. ConfiguretheProfiletab,theLayouttab,andtheSecuritytab.

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Predefined dBASE Colors


TheGoldMinecolor()functionincludesthesepredefinedcolors:
Black Gray White DarkGray Invisible Yellow Red BrightYellow BrightRed Purple Blue BrightPurple BrightBlue Orange Green BrightCyan BrightGreen Default

SampleExpressions color(iif(contact2>u_numericfield>1000,"RED","GREEN")) iif(contact2>u_userdefinedfield="",color("RED"),color("BLACK"))

Editing Field Properties (Layout Tab)


1. RightclickthefieldlabelandselectProperties. 2. AttheFieldPropertiesdialogbox,selecttheLayouttabtoconfigurefieldsizeandpositionandtoselectfieldtaborder. 3. IntheFieldSize&Positionarea,configurethesebytypinginnumbersorincreasingordecreasingthevalueswiththe upanddownarrowsforeachfield: FieldLabelSize.Setsthesizeofthefieldlabel(upto15characters). DataSize.Setsthesizeofthedatafieldtodisplay.Toincreasetheactualsizeofafield,selectFile>Configure> CustomFields(seeCreatingCustomFieldsonpage232). (:)Row(y):andColumn(x).Setstheplacementofthefieldbasedonagridofrowsandcolumns.Refinefield placementafterdragginganddropping. 4. IntheFieldOrderarea,Positionfield,typeorselectthenumberedtaborderforthefield.

NOTE:Increasedataentryefficiencybysettingthefieldtabsintheorderthedatashouldbeentered.
5. ClickScreenFieldstoviewfieldorderontheactiveFieldScreen. 6. ConfiguretheProfiletab,theColortab,andtheSecuritytab.

Editing Field Properties (Security Tab)


1. RightclickthefieldlabelandselectProperties. 2. IntheFieldPropertiesdialogbox,selecttheSecuritytabtoconfiguretheFieldDataEntryRequirement,configure FieldAccess,andturnonFieldAuditing. 3. IntheFieldDataEntryRequirementarea,selectRequiredDataEntrytoforceuserstofillinthefield. Arequiredfielddisplaysonthecontactrecordwitharedboxaroundit. IftheRequiredDataEntryflagisset,buttherecordwasnotmodifiedinanyway,noalertisdisplayedwhenthe usernavigatestoadifferentcontactrecord. Iftherecordwasmodifiedandthereisarequiredfieldthatwasleftempty,theRequiredField(s)sAlertdialogbox appearsremindingtheusertocompletethefieldbeforenavigatingtoadifferentrecord. TheRequiredFieldsAlertdialogboxappearswhensavingorleavingaContactRecordwithoneormorefields requiringdata.

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WhentheRequiredFieldsAlertdialogboxappears,selecteither:
OKtoclosethedialogbox,allowingyoutoadddatatothefields. SkipRequiredEntrytoexpandthedialogboxallowingyouspecifythereasonandauthorizetheoverride. IntheReasontextbox,typethereasonfornotupdatingthefieldorselectthereason

fromtheF2Lookuplist.
IntheAuthorizinguserdropdownlist,selecttheuserwithpermissiontooverridethe

entry.
Typetheuser'sPasswordandthenclickAuthorized.SavetheContactRecordwithout

therequireddata;anOverrideactivityisaddedtotheHistorytaboftherecord. Aftertherecordmodificationsarecompleteandtheusernavigatestoanotherrecord,therecordissaved.
Ifarequiredfieldisoverridden,anOverrideactivityisaddedtotheassociatedHistorytabwithaResultcodeof

OVR.TherecordisnotremovedwhenthefieldisupdatedandcanonlybedeletedbyauserwithMasterrights. 4. IntheFieldAccessarea,leavetheReadRightsas(public)toallowuserstoviewfielddata. Tolimituseraccesstofields,selectauserorusergroupfromthedropdownlist. IfRequiredDataEntryisselected,thefieldmusthave(public)readandupdaterights.

NOTE:Thissettingdoesnotoverriderecordownershipandrecordcurtaining.Ifrecordownershipis
assignedandrecordcurtainingisactivated,onlytheowninguserorusergroupseesthefield. 5. TosetUpdaterights,selecttheuserorusergroupfromthedropdownlist. Onlytheselecteduserorusergroupcanupdatefielddata.Toletusersupdatethefield,leaveas(public).

NOTE:Thissettingdoesnotoverriderecordownership.Ifrecordownershipasbeenassigned,onlythe
owninguserorusergroupcanupdatethefield. 6. IntheFieldAuditarea,selectLogchangesinhistorytorecordchangesmadetothefielddata.

NOTE:TherecordiskeptontheHistorytabwithanActivitycodeofOtherandaResultcodeofLOG.
7. ConfiguretheProfiletab,theColortab,andtheLayouttab.

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Adding Expression Fields to Screens


Useexpressionstocreatetitlesortextmessagesonscreenortocreatecalculatedfields(fieldsthatcontainamathematical expressionratherthandata).Calculatedfieldshavenovalue;theyonlydisplayavalue,soreportingorfilteringcannottake placeonthefield.Iffilteringorreportingisrequired,createafieldandusetheLookup.initocalculateitsvalue.The Lookup.inireturnsavalue. Usethefollowingproceduretoaddanexpressionfieldtoascreen. 1. SelecttheFieldstabandrightclickintheareaunderthetab.Selectthescreentowhichyouareaddingthefield. TheselectedcustomscreenbecomesactiveundertheFieldstab. 2. RightclickandselectScreenDesign. TheGoldMineScreenDesignerToolbartoolbarappearswithagridlikebackgroundintheContactrecord(seeAdding FieldstoScreensonpage241). 3. ClickNewonthedesigntoolbar. ThePlaceFielddialogboxopens. 4. AttheFielddropdownlist;selectdBASEExpression. 5. ClickOK. ThefieldboxappearsintheupperleftcorneroftheFieldstab.Draganddropthefieldinthedesiredlocationonthe FieldScreen. 6. Doubleclickthefield. TheFieldPropertiesdialogboxopens. 7. IntheFieldLabelareaontheTypetab,selecteither: GlobalLabel.DesignatetheGlobalLabelthatappliestoalldatabases.WithExpressionfields,theLocalLabelisnot anoption. Expression.Typetextinquotesortypeafieldexpression. Examples:
Tocreateatextexpressionlabel,typeTotal:intheFieldLabelareaExpressionbox.GoldMinedisplaysTotal:as

thefieldlabel.
Tocreateafieldexpressionlabel,typeContact1>CompanyintheExpressionbox.GoldMinedisplaysthefirst

15charactersofthecompanynameasthefieldlabel. 8. IfyouuseExpressionasafieldlabel,typetheLabelReferencelabelfortheexpressionfield. 9. IntheFieldDataarea,selectExpressionandtypetheexpressionthatdisplaysthefieldvalue. Example: Fortwonumericfields,calledUSUM1andUSUM2,createacalculationexpressiontoaddthemtogether.Forexample, Contact2>USUM1+Contact2>USUM2.Remember,youcannotreportonthetotalvalue.Ifyoucreateacomplex expression,testitusingthedBASEExpressionTester.

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Customizing Field Typing


Usefieldtypingtocustomizethelookoffieldlabelsandvalues,includingchangingthelabelordatacolorinafieldbasedon thevalueinthatfieldoranotherfield,hidelabelsandvalues,assignagenericfieldusenametoafieldthatcanhave differentlabelsandvalues.Createcustomviewsfordifferentusersorusergroups,orletusersswitchbetweencustomized views.Fieldtypingisthefirstlevelofcustomizationyoucanaddtoprimaryfieldviewsandrecordtypes. Usethefollowingproceduretocustomizeafieldtype 1. RightclickonthefieldlabelandselectProperties. 2. AttheFieldPropertiesdialogbox,selecttheProfileorColortabasneeded. TheProfiletabholdsthesettingsforthefieldlabelanddata. TheColortabholdssettingsforthelabelcolorandfielddatacolor. Examples: FieldType Changethetextofthelabeldependingonthevalueinthatfieldorinanotherfield.Thefollowingexampledisplaysthe fieldlabelasallcapitallettersifthefieldisblankandasinitialcapitalifitcontainsavalue.Thisexpressionisaddedto theFieldLabelExpressionboxontheProfiletabfortheKey1field.
iif((len(trim(contact1->key1))=0), "ACCT TYPE:","Acct Type:")

Changethelabeldependingonthevalueinanotherfield.Inthefollowingexamplethecountryfieldisevaluatedto determinewhatisdisplayedastheZipfieldlabel.ThisexpressionisaddedtotheFieldLabelExpressionfieldonthe ProfiletabfortheZipfield.


iif((upper(contact1->country)="U.S.A.").or.(len(trim(contact1>country))=0),"Zip:","PostCode:")

FieldColor GoldMineprovidesseveralpredefinedcolorchoicesoryoucanspecifytheWindowsprofilecolornumber.Addthe expressionstotheLabelColorExpressionfieldtoaffectthelabelortotheDataColorExpressionfieldtoaffectthedata color.


UsingPredefinedColors iif(contact1->key1=" ", color("red"),color("black")) UsingWindowsColorProfileCodes iif((len(trim(contact1->key1))=0),255,0)

3. Aftercustomizingfieldtyping(savedtoyourcurrentview),savethecustomizationsasanewPrimaryFieldsView.

Inserting Labels in Reports


1. RightclickthereporttemplateandselectInsert>Label. Aneditboxopens.Dragtheeditboxtothedesiredlocationandclicktoplace. 2. TheboxshowsthewordLabel,DoubleclickthelabelboxandtheTextFieldParametersdialogboxopens.

NOTE:Labelsappearonthereportregardlessofwhetherthefieldcontainsdata.
3. 4. 5. 6. 7. 8. theTextfield,typethewordstoappearinthelabel. IntheTextPositionarea,selecttheHorizontalandVerticalplacementofthetextwithinthelabelbox. ClickOutlinetocreateanoutlineofthetextfieldandsettheLineProperties. ClickBackgroundtocreateabackgroundcolorandtypewithinthelabelbox. ClickFonttoselectthetextfont. ClickOKtosaveandclosethetextparameters.

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Hiding Field Labels and Values


HidethelabelandthevaluebasedonthevalueinthefieldorinanotherfieldusingtheLabelColorExpressionandthe DataColorExpressionfields. Inthefollowingexample,thelabelanddatafortheSourcefieldarehiddeniftheKey1fieldvalueisEmployee.

Example
Tohideboththelabelandthedata,addtheexpressiontotheLabelColorExpressionfieldandtheDataColorExpression fieldintheFieldPropertiesoftheSourcefield.
iif((Contact1->key1)="Employee",-2,-1)

NOTE:InthisexampletheexpressionlooksforanexactmatchwithEmployee.IftheKey1fielddatais
enteredasemployee,theexpressionfailsandtheSourcefieldanddataremainvisible.Forcevaliddatawith F2Lookupliststokeepdataentryconsistent.

Combining Hiding and Color


Toeffectivelyusecolorandhiding,addexpressionsinseveralFieldPropertyareas.AddthisdatatotheFieldPropertiesof theSourcefield: Usethefollowingproceduretocombinehidingandcolor. 1. RightclickontheSourcefieldandselectProperties. TheFieldPropertiesdialogboxopens. 2. OntheProfiletab,selectExpressionintheFieldLabelarea. 3. CopythisintotheExpressionfield:
iif((len(trim(contact1->source))=0).and.(trim(contact1->key1)<>"Employee"),"SOURCE:", "Source:")

4. SelecttheColortab. 5. SelectExpressionintheLabelColorarea. 6. CopythisintotheExpressiontextfield:


iif((len(trim(contact1->source))=0).and.trim(contact1>key1)<>"Employee",255,iif(contact1->key1="Employee",-2,-1))

7. SelectExpressionintheDataColorareaandcopythefollowing:
iif((len(trim(contact1->source))=0).and.trim(contact1>key1)<>"Employee",255,iif(contact1->key1="Employee",-2,-1))

8. ClickOKtosavethechanges. Results:IftheKey1fieldcontainsthevalueEmployee,theSourcefieldlabelandvaluearehidden.IftheKey1fielddoes notcontainEmployee,andtheSourcefieldisempty,theSourcefieldlabeldisplaysSOURCE:;ifthereisavalue,the fieldlabeldisplaysSource:inthedefaultcolor.

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Adding Fields to Screens


Afteryouhavecreatedthefieldsandscreens,placethesetypesoffieldsonthescreens:
Fields.Holddata. Expressionfields.Displaytitles,messages,ormathematicalcalculationsbasedonotherfields.

UsetheScreenDesignertoplacethefieldsonscreens.OnlyuserswithMasterRightscanaccesstheScreenDesigner.The ScreenDesignerletsyouclickanddragfieldsinthedisplay.Onlyunindexedfieldscanbedraggedfromtheupperpanesto theFieldstabarea.

NOTE:Ifaskedtorebuildthedatabase,reviewHelptopicsregardingrebuildingandmaintainingSQL.
Usethefollowingproceduretoaddfieldstoascreen. 1. AttheScreenDesigner,selecttheFieldstabandrightclickintheareaunderthetab. 2. Selectthescreentowhichyouareaddingthefield. TheselectedcustomscreenbecomesactiveundertheFieldstab. 3. RightclickandselectScreenDesign. TheGoldMineScreenDesignerToolbarappearswithagridlikebackgroundinthecontactrecord.

NOTE:ChangingthefieldorderpositionofCompany,Contact,Phone1,oranyoftheKey15fieldscan
causeproblemsespeciallywithsynchronizationandqueryingthedatabase. TheScreenDesignToolbarappearswhendesigningprimaryfieldsorFieldstabscreens. RightclickinthefieldareaoftheFieldstabandselectScreenDesign.TheScreenDesignToolbarappearsandthe ContactRecorddisplaysagridlikeseriesoflines.

New:Createafield. SaveAs:SavethescreenasanewPrimaryFieldsView. Load:LoadtheselectedPrimaryFieldsView. Rebuild:RebuildthedatabaseandaddthefieldstotheContact2table.Reviewdetailsonrebuildingbefore

proceeding.
Exit:Exitthescreendesigner.

4. ClickNewonthedesigntoolbar.ThePlaceFielddialogboxopens. 5. FromtheFielddropdownlist,selectthefieldtoplaceonthescreen.

TIP:ClickNewFieldtocreateanewfieldwithoutaccessingTools>Configure>CustomFields.
6. ClickOK.ThefieldappearsintheupperleftcorneroftheFieldstab.Draganddropthefieldinthedesiredlocationon theFieldScreen.

NOTE:WhenworkingwithRowandColumnentries,donotdeleteindexedfieldsfromtheprimaryContact
Recorddisplayormoveindexedfieldstocustomuserscreens.Movingordeletingindexedfieldscanreduce GoldMinesabilitytofindrecordsbasedonthesefieldswhenusingsearchcommandsfromtheLookup menu. 7. Clickthefield.TheFieldPropertiesdialogboxopens. 8. MakechangestotheProfile,Color,Layout,andSecuritytabsandclickOK. Thefieldisplacedonthescreenwithann/ainthedataarea. 9. LogoutandbackintoGoldMinetoseethefield. 10. SelectFile>ExitandthenrelaunchGoldMine.

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About the GM+View Tab


CreateacustomizableinformationpageusingHTMLcapabilities.Displayimages,linkeddocuments,orinsertedGoldMine fields.Createseveraltemplates,setdefaulttemplates,andthencreaterulescontrollingwhattemplatedisplaysforcontacts meetingtherules. ThetabusesInternetExplorer6or7;thelocalmenuandHTMLdesignoptionsareIEbased.SettingsintheIEmenu(View >TextSize)controlfontsize. InformationinthetabstoresintheMailboxtableandsynchronizestoremoteusers.UserswithMasterRightscancreateor editatemplatebyselectingWeb>SetupGM+Browser.TheGM+BrowserTabSettingsdialogboxopens.

ViewsonthistabareakeycomponentoftherecordtypingusedintheRecordTypeAdministrationCenter.Ifrecordtype rulesareactivated,rightclickinthetabareaandselectanotherview;or,toreactivatetherules,rightclickinthetabarea andselectRulesBasedSelection.

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About the GM+Browser


ThisfloatingwindowallowsyoutohaveimportantGM+ViewandotherWebpagesatyourfingertipsfromwithin GoldMine,regardlessofwhatcontactisdisplayed. Fromthemenubar,selectWeb>GM+Browser.GM+Browserappears.YourMicrosoftInternetExplorerhomepageis displayedintheBrowser.

Configuring GM+Browser
1. IntheGM+Browsertabbar,clicktheGM+BrowserSetupbutton. Thesetuppageappears.

2. FromtheAvailablelist,highlightanavailableGM+View(suchas,Property,fromthedemodata).

NOTE:ThislistisautofilledbasedonallavailableGM+Viewtemplates.
3. Clickthe[>>]movebutton. ThePropertyviewmovestotheSelectedlist. 4. Tomakeallviewsavailable,clickAddAll. AllAvailableviewsmovetotheSelectedlist.

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5. TocreateaplaceholderforotherWebpagesinGM+Browser,intheAdd_BrowserTabsfield,type2. 6. ClickSave.AtabforthePropertyandCarviewsandanextraBrowsertabnowappearintheGM+Browsertabbar.

7. ClicktheunassignedBrowsertab.ItloadsthedefaultWebpageuntilchanged.

8. Intheaddressbar,typetheappropriateWebaddressofadifferentWebpagetoassigntothistabandclickGo (alternatively,youcannavigatetotheappropriatepagethroughthedefaultpage).Thetabtitlechangestotheassigned page.

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NOTE:WhenthetabbarexceedsthesizeoftheGM+Browserwindow,forwardandbackbuttonsappearon therightsideofthebar.Usethesebuttonstonavigatetoadditionaltabs.Or,resizethewindow.
AsyouworkinGoldMine,minimizeGM+Browserorleaveitopen. IfyouclickaContactrecord,GM+Browsermovesbehindtherecord. WhenyouclosethisinstanceofGM+Browser,itretainsallsettingsexcepttheadditionalBrowsertabaddresses. TheBrowsertabsalwaysdisplayaheadoftheGM+Viewtabsinthetabbar

Working with GM+View Templates


CreateacustomizableinformationpageusingHTMLcapabilities.Displayimages,linkeddocuments,orinsertedGoldMine fields.Createseveraltemplates,setdefaulttemplates,andthencreaterulescontrollingwhattemplatedisplaysforcontacts meetingtherules. ThetabusesInternetExplorer6or7;thelocalmenuandHTMLdesignoptionsareIEbased.SettingsintheIEmenu(View >TextSize)controlfontsize. InformationinthetabstoresintheMailboxtableandsynchronizestoremoteusers.UserswithMasterRightscancreateor editatemplatebyselectingWeb>SetupGM+View.TheGM+ViewTabSettingsdialogboxappears. ViewsonthistabareakeycomponentoftherecordtypingusedintheRecordTypeAdministrationCenter.Ifrecordtype rulesareactivated,rightclickinthetabareaandselectanotherview;or,toreactivatetherules,rightclickinthetabarea andselectRulesBasedSelection.

NOTE:TheMicrosoftInternetExplorerembeddedintheGM+ViewdoesnotsupporttheFramesetstags.To useIFrames,enabletheInternetExplorersecuritysettingsforIFrame.

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Creating GM+View Templates


UsethefollowingproceduretocreateaGM+Viewtemplate. 1. SelectWeb>SetupGM+View. TheGM+ViewTabSettingsdialogboxopens. 2. IntheTemplateListarea,clickNew. TheEditGM+Viewdialogboxopens.

NOTE:SelectEdittochangeanexistingtemplate,orRulestosetthedisplayrules.
3. TypeanameintheTemplateNamefield. 4. Clickinthedesignboxtoactivatethetemplatedesigntoolbar. 5. Designusingthesetoolbaroptions(orrightclickandSelect): Font.Formatsfonts. Paragraph.Setsalignmentandcheckspelling. Style.SelectsfromNormal,Formatted,Address,Heading. Picture.Insertsimagesstoredinshareddirectories.SeeToInsertPicturesinGM+ViewTemplatesonpage247. InsertHyperLink.InsertsahyperlinktoaWebsite. InsertFields.InsertsGoldMinefields(usernameandcontactinformation),linkedimages,orlinkeddocuments. InsertBackgroundImage.Browsestothelocationoftheimagefile. RemoveBackgroundImage.Deletesthebackground. Spellcheck.Checksspelling. Saveasfile.Savestoalocation. Print.Prints. EditHTMLSource.EditsthetemplatedirectlyintheHTMLcode. Examples: HyperlinkinTemplate Toinsertafixedhyperlink,typethefollowingintheHTMLcode:
<A href="http://www.frontrange.com">FRS</A>

ThisinsertsahyperlinktotheFrontRangeSolutionsWebsitewithFRSasthelabel. DisplayFullWebPage ThiscodeexampleconfiguresaGM+ViewtemplatetodisplaytheFrontRangeSolutionsWebsiteasaGM+View template:


<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN"> <HTML><HEAD> <STYLE type=text/css> P, UL, OL, DL, DIR, MENU, PRE { margin: 0 auto;}</STYLE> <META content="MSHTML 6.00.2800.1264" name=GENERATOR></HEAD> <BODY leftMargin=1 topMargin=1 rightMargin=1><FONT face="MS Sans Serif" color=#ff0000 size=4> <DIV>Please wait while the FrontRange Solutions Web Site loads.......</DIV> <SCRIPT> window.location.href = "http://www.frontrange.com/" </SCRIPT> </FONT></BODY></HTML>

6. RightclickinthedesignboxandselectSave.

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Editing GM+View Templates


Aftercreatingtemplates,editthemasneeded.ThereareseveralwaystoaccesstheEdit<templatename>GM+Viewdialog box.Thedialogboxisusedwhenyouarecreatinganewtemplateandwhenyouareeditinganexistingtemplate. 1. OpentheEdit<templatename>GM+Viewdialogbox. SelectWeb>SetupGM+View.TheGM+ViewTabSettingsdialogboxappears.ClickEdit.TheEdit<templatename> GM+Viewdialogboxappears. SelectTools>Configure>RecordTypes.TheRecordTypesAdministrationCenterappears.ExpandGM+Views. RightclicktheGM+ViewnameandselectEdit.TheEdit<templatename>GM+Viewdialogboxappears. 2. IntheTemplateNametextbox,changethetemplatename. 3. Clickinthedesignboxtoactivatethetemplatedesigntoolbar. 4. Toeditthetemplate,usethetoolbaroptions: Font:Formatsfonts. Paragraph:Setalignmentandcheckspelling. Style:SelectfromNormal,Formatted,Address,Heading. Insert:
Picture:Insertsimagesstoredinshareddirectories(seeToInsertPicturesinGM+ViewTemplatesonpage

247).
Link:InsertsahyperlinktoaWebsite(seeToInsertLinksinGM+ViewTemplatesonpage248). Fields:InsertsGoldMinefields(seeToInsertFieldsinGM+ViewTemplatesonpage248),linkedimages(see

ToInsertLinkedImagesinGM+ViewTemplatesonpage248),andlinkeddocuments(seeToInsertLinked DocumentsinGM+ViewTemplatesonpage248).
InsertBackgroundImage:Browsestothelocationoftheimagefile. RemoveBackgroundImage:Deletesthebackground. Spellcheck:Checksspelling. Saveasfile:Savestoaspecificlocation. Print:Prints. EditHTMLSource:EditsthetemplatedirectlyintheHTMLcode.

Example: ToinsertafixedhyperlinkbytypingthefollowingintheHTMLcode:
<A href="http://www.frontrange.com">FRS</A>

ThisinsertsahyperlinktotheFrontRangeSolutions,Inc.WebsitewithFRSasthelabel. 5. RightclickinthedesignboxandselectSave.

To Insert Pictures in GM+View Templates


1. 2. 3. 4. 5. Placecursorinthedesignboxwhereyouwanttoinsertthepicture. RightclickandselectInsert>InsertPicture. AtthePicturedialogbox,clickBrowsetoselectthePictureSourcefromashareddirectory. TypeAlternativeTexttodescribethepicture. IntheLayoutarea,selecttheAlignmentfromthedropdownlistandtypethenumberofpixelstousefortheBorder Thickness. 6. IntheSpacingarea,typethenumberofpixelstouseastheHorizontalandVerticalspacingaroundthepicture. 7. ClickOK.

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To Insert Links in GM+View Templates


1. 2. 3. 4. Placecursorinthedesignboxwhereyouwanttoinsertthelink. RightclickandselectInsert>InsertLink. AttheHyperlinkdialogbox,selecthyperlinktypefromtheTypedropdownlist. TypetheappropriateInternetaddressintheURLfieldandthenclickOK.

To Insert Fields in GM+View Templates


1. Placecursorinthedesignboxwhereyouwanttoinsertthefield. 2. RightclickandselectInsert>InsertField. 3. AttheFieldlocalmenu,selectthefieldtoinsert. Thefieldmacroisinsertedinthetemplate(use<<&company>>toinserttheappropriatecompanyname).TheContact Detailsexpandstoincludemorefields,includingLinkedImageandLinkedDocumentFilename. 4. RightclickandselectSave.

To Insert Linked Images in GM+View Templates


1. AttheGM+Viewdesigntemplatedialogbox,rightclickandselectInsert>InsertField>Contactdetails>Linked Image. TheLinkedImageFieldPropertiesdialogboxopens. 2. TypetheLinkedImage(LinkstabDocumentName). ThenamemustbetheonethatappearsintheLinkstabDocumentfield. 3. 4. 5. 6. TypeadescriptionforthelinkedimageintheHTMLAlt(AlternativeText)Attributefield. SelecttheLinkedImage'sAlignmentfromthedropdownlist. IntheMoreHTMLAttributesfield,typetheHTMLcodefortheotherformattingoptions. ClickOK.

To Insert Linked Documents in GM+View Templates


1. AttheGM+Viewdesigntemplatedialogbox,rightclickandselectInsertfield>Contactdetails>LinkedDocument Filename. Thestatement<<LinkedImageFileName:?>>isinserted. 2. Replacethequestionmark(?)withthedocumentnameintheDocumentcolumnoftheLinkstab (<<LinkedImageFileName:MyDocument>>). 3. SaveandExit. ThepathtothelinkeddocumentdisplaysontheGM+Viewtab.

Setting GM+View Default Templates


SetadefaultGM+ViewtemplatetodisplayforRecordsnotmeetingtemplaterules. 1. SelectWeb>SetupGM+View.TheGM+ViewTabSettingsdialogboxappears. 2. IntheSetDefaultGM+Viewarea,selectthedefaulttemplate. 3. ClickOK.

NOTE:Toseethenewtemplate,usersonotherworkstationsmustlogoutandbackin.

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Creating GM+View Rules


Applytemplatestoparticularcontactrecordsbycreatingrules.GoldMineevaluatesaruleandifaRecordmeetsthe criteria,thespecifiedtemplateisdisplayed.Createtemplatespriortocreatingrules. UsethefollowingproceduretocreateaGM+Viewrule. 1. SelectFile>Configure>GM+Viewtab. TheGM+ViewTabSettingsdialogboxopens. 2. InTemplateList,clickRules. TheGM+ViewTabRulesforTemplateSelectiondialogboxopens. ThetemplateruleselectedbecomestheprimarysetofrulesthatareappliedtotheGM+Viewtemplates:
FieldValue.SeeCreatingGM+ViewRulesforFieldValuesonpage249. dBaseExpression.SeeCreatingGM+ViewRulesfordBASEExpressionsonpage249. UserSelected.SeeCreatingGM+ViewRulesfortheUserSelectedOptiononpage250.

Creating GM+View Rules for Field Values


1. 2. 3. 4. SelectFile>Configure>GM+Viewtab. AttheGM+ViewTabSettingsdialogbox,clickRules. AttheGM+ViewTabRulesforTemplateSelectiondialogbox,selectFieldValue. SelectaFieldName. ThisisthefieldforwhichyouwillselecttheFieldValue. 5. ClickNew. TheFieldValueandCorrespondingTemplatedialogboxopens. 6. IntheFieldValuefield,typethevaluetobethetriggerfortherule. IfthevaluesinthefieldaredeterminedbyF2Lookuplist,therightarrowontheFieldValuetextboxwilldisplaytheF2 Lookupvalueforthefield. 7. SelectaTemplate. ThisisthetemplatethatdisplayswhentheFieldValueistriggered. 8. ClickOK. TheGM+ViewTabRulesforTemplateSelectiondialogboxreopens.

Creating GM+View Rules for dBASE Expressions


1. 2. 3. 4. SelectFile>Configure>GM+Viewtab. AttheGM+ViewTabSettingsdialogbox,ClickRules. AttheGM+ViewTabRulesforTemplateSelectiondialogbox,selectdBaseExpression. TypethedBASEexpressionintheExpressionfield.

Examples:
Theexpressionusedmustreturnastring,andthestringmustbethenameofoneofthetemplates.Oneoptionisiif,which functionsasanif...elsestatement:
iif(contact2->uacctbal<500,"GM+View1","GM+View2")

Intheabovestatement,GM+View1andGM+View2aredefinedtemplates.IftheamountintheAccountBalancefieldis lessthan500,theGM+View1templatedisplays.Iftheamountisover500,theGM+View2templatedisplays.
iif(trim(CONTACT1->KEY1)=="test","GM+View1","GM+View2")

IftheKey1fieldis"test,"thentheGM+View1templatedisplays.IfthevalueofKey1isnotequalto"test,"thenthe GM+View2templatedisplays.Takenoteofthedoubleequalsigns(==)intheabovestatement.

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Creating GM+View Rules for the User Selected Option


1. 2. 3. 4. SelectFile>Configure>GM+Viewtab. AttheGM+ViewTabSettingsdialogbox,clickRules. AttheGM+ViewTabRulesforTemplateSelectiondialogbox,selectUserSelected. RightclicktheGM+Viewtabandselectatemplatetodisplayforthecurrentcontact.

Online Searching
TheSearchOnlinecommandlocatedontheWebmenuopenstheInternetSearchwindow.Onthiswindow,youcanaccess weblinksforsearchingtheinternet.ThesearchenginesthatdisplayaredeterminebytheiSearch.inifile.Thisfilecanbe modifiedtodisplaythesearchenginesthatyouwant.

Searching the Internet for Contact Record Information


1. SelectWeb>SearchOnline. 2. AttheInternetSearchdialogbox,selectoneoftheavailablesearchengines. 3. Inthetoolbar,clicktheSearchnow button.

4. Yourdefaultbrowseropenstothesearchenginesresultspageforthecurrentlyactivecompanycontact.

NOTE:ThedefaultconfigurationsearchesonlyforcontactsthathaveaCompanynamelistedintheContact
Record.

Modifying the iSearch.ini File


1. SelectWeb>SearchOnline. 2. AttheInternetSearchdialogbox,clicktheiSearch.iniproperties TheiSearch.inifileopensinNotepad. 3. Selectthedisplaylocationwhereyouwanttoadd/removeasearchengine. 4. PressReturntogiveyourselfalineofspace. 5. Modifythefileaccordingly. Example:InsertBingasanewcorporatesearchengine.
[Section: Corporate Search: <<Company>>] Icon= 1 [Google] URL1= http://www.google.com/search Data= ?p=<<Company>> Icon= 5 [Bing] URL1=http://www.bing.com/search Data= ?q=<<Company>> Icon=5 [Yahoo] URL1= http://search.yahoo.com/bin/search

button.

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Data= ?p=<<Company>> Icon= 5 [Yahoo Corporate News] URL1= http://search.news.yahoo.com/search/news Data= ?p=<<Company>> Icon=6

NOTE:Determinethestructureoftheentry(uniquetoeachsearchengine)bytestingasearchand
determiningwherethesearchbegins. Inthisexample,thetestsearchreturnedthefollowingresultsintheInternetExplorerAddresstextbox http://www.bing.com/search?q=FrontRange%20Solutions%20Inc%2E
iSearch.inientry,thisisreplacedbythecompanymacro,<<Company>>.Themacroallowsthesearchtoremain

NoticethesearchcommandforBing,&q,andthecompanyname,FrontRangeSolutionsInc,attheend.Inthe interactivewiththecurrentcontactrecord.

6. SelectFile>Save. WhenlaunchingtheInternetSearch,thenewentryappearsinthedialogbox.

About the Record Types Administration Center


TheRecordTypesAdministrationCentermanagesrecordtypes.
CreatingRecordTypes.SeeCreatingRecordTypesonpage223. ConfiguringRecordTypeRules

Record Types and Contact Records


AftercreatingrecordtypesandconfiguringtheintheRecordTypesAdministrationCenter,therecordtype(entity) displayinginGoldMineisbasedonhowtherecordmeetstherulescriteria. WiththeFieldvaluebasedrulesactivated,theFile>NewmenuexpandstoincluderecordtypeswiththeNewRecord CreationOptionsconfigured.TheNewDefaultRecordTypeoptionprovidesyouwithanefficientdataentryoption. Youarenotalwaysrestrictedtotheviewsdeterminedbytherecordtypesandrules.WithsufficientGoldMinepermissions, manuallychangetheprimaryfieldview,customscreen,orGM+View.

Customizing the Opportunity and Project Managers Properties


OpportunityandProjectsharethesametable,fields,anduserdefinedfields.Modifythefieldlabelsorreorderandhide tabsofanopportunitylistedintheManager. Usethefollowingproceduretocustomizetheopportunityandprojectpropertiesorcontactyouradministrator. 1. SelectGoTo>Opportunities,orclickOpportunitiesontheNavigationPane. TheOpportunitieswindowopens.
TocustomizeProjectManager,selectGoTo>Projects,orclickProjectsontheNavigationPane.

TheProjectsManagerwindowopens. 2. Selectalistedopportunityorproject.andclickCustomize.

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3. AttheOpportunityManagerCustomizationPropertiesdialogbox,clicktheFieldstabandselectfromtheseoptions: New.CreatesanewuserdefinedfieldontheOpportunity/ProjectPropertiesdialogbox. ClickNew.AttheUserDefinedFieldProfiledialogboxentertheFieldName,Descriptionandselectafieldtype.


Character.Acharacterfield.SelectthelengthofthefieldintheLen.dropdownlist. Numeric.Anumericfield.SelectthenumberofdecimalsintheDec.dropdownlist Date.Adatefield. Edit.Editsauserdefinedfield.

ClickEdit.AttheUserDefinedFieldProfiledialogboxentertheFieldName,Descriptionandselectafieldtype.
Character.Acharacterfield.SelectthelengthofthefieldintheLen.dropdownlist. Numeric.Anumericfield.SelectthenumberofdecimalsintheDec.dropdownlist Date.Adatefield. Delete.Deletesauserdefinedfield.ClickDeleteandclickYesatthemessage. MoveUp.Repositiontheselectedfieldaboveotherfields.SelectafieldandclickMoveUp.Thefieldmovesupone

position MoveDown.Repositiontheselectedfieldbelowotherfields.SelectafieldandclickMoveDown.Thefieldmoves downoneposition. 4. ClicktheLabelstab.Allowsyoutochangethenameofalabel. IntheDefaultLabellist,findthelabelnameyouwanttochange.Clickoncenexttothefield(undertheNewLabel list).Atextboxopens. TypeinthenewlabelnameandclickOK. AtthemessageclickYes. 5. ClicktheTabstab.Selectfromthefollowingoptions:

NOTE:Foreachtabtitlelisted,cleartheassociatedcheckboxtohidetabfromview.
MoveUp.Repositionsthetab.SelectatabandclickMoveUp.Thetabmovesuponeposition. MoveDown.Repositionsthetab.SelectatabandclickMoveDown.Thetabmovesdownoneposition. Customizetablabelsglobally.Applieschangestoallusers.Selectthecheckboxifyouwantchangestoapplytoall

users. Rename.Renamesthetab.SelectatabandclickRename.AttheEditTablabeldialogbox,typeinthenewtablabel andclickOK.Thenewtabnameappears. Reset.Returnthetabstodefaultorder. 6. ClicktheOptionstabandselecttheWhenaddingaNewOpportunity/Project,prompttheusertouseeitherthe wizardorthemanualmethodcheckboxandthenclickOK.

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Plug-Ins
Overview
GoldMinecontainsamechanismtosupportActiveXcontrolsandHTMLbasedintegrationsasiftheywerepartof GoldMine.Thestructuresallowforrapidintegration,easeofuse,andsecurity. Tobegin,createanActiveXcontrol(seeActiveXControlsonpage253)oranHTMLfile/website(seeHTMLIntegrations onpage253)forintegration,thensetupsecurity(seePluginSecurityonpage257).

ActiveX Controls
ActiveXstructureprovidesthemostcontrolandcanbecreatedwiththeseprogramminglanguages:C++,Delphi,Visual Basic,and.NET.WhenusedwithotherGoldMineAPIs,ActiveXispowerful. WithintheActiveXsupport,4methodscanbeimplementedinyourcontrolforstrongerinteractionwithGoldMine.These functionsarenotnecessarytoimplement: publicvoidGMOnStart(longhWnd)T Thisistheonlyfunctionthatpassesaparameter.TheparameteristheHWND(windowhandle)ofthe containerwindowinGoldMine.UsetheWindowsAPISendMessage()calltocontrolwhathappenstothe container(forimplementingaClosebuttonsincethecontrolislateboundinGoldMine,andcannotexpose events). publicvoidGMOnActivate() ThisfunctiontellsyouwhentheuserhasgivenyourcontrolscontainerfocusinGoldMine. publicvoidGMLostFocus() Thisfunctioniscalledwhenevertheusergivesfocustoanotherobjectwhenyourcontrolhadfocus. publicvoidGMOnDestruct() Thisfunctioniscalledwhenthewindowisjustabouttoclose;itprovidestheopportunitytocleanup. Formoreinformation,seePluginDescriptionFileonpage254.

HTML Integrations
TheHTMLattemptstocallaJavaScriptorVBScriptfunctionnamedlikethelast3ActiveXmethods,meaningexactlythe samething.TheGMOnStart()functionisnotsupportedinHTML:
function GMOnActivate(); function GMLostFocus(); function GMOnDestruct();

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Plug-in Description File


TheplugindescriptionfileisawellformedXMLfiledescribingtheplugin.Theextensionforthefileis.GME(GoldMine Extension).

HTML
Structure for the HTML plug-in
<PlugInDefs> <PlugInDef> <URL>http://gmail.google.com/gmail</URL> <QueryString>q=&lt;&lt;&amp;Address1&gt;&gt;, &lt;&lt;&amp;City&gt;&gt;, &lt;&lt;&amp;State&gt;&gt;, &lt;&lt;&amp;Zip&gt;&gt;</QueryString> <Description> <Language Locale="1033" IsDefault="1"> <Name>G-Mail</Name> <Publisher>Google</Publisher> <Description>Launches Google's Gmail Service</Description> <Menu>Launch GMAIL</Menu> </Language> <Language Locale="4000"> <Name>eegay ale-</Name> <Publisher>oogle-Gay</Publisher> <Description>aunches-Lay oogle-Gays eegay ale- Urvice-Say</Description> <Menu>aunch-Lay eegay ale-</Menu> </Language> </Description> <OnDemand>1</OnDemand> <Startup>1</Startup> <MultipleInstance>0</MultipleInstance> <Modal>0</Modal> <DefaultPos> <top>50</top> <left>50</left> </DefaultPos> <DefaultSize> <width>800</width> <height>600</height> </DefaultSize> <Visible>1</Visible> </PlugInDef> </PlugInDefs>

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HTML plug-in details


TherootnodemustbePlugInDefsandasthenameimplies,multiplepluginscanbeinstalledunderonedefinitionfile.For eachplugin,thereisaPlugInDef.ThechildnodesforPlugInDefare:
URL:TheURLfortheHTMLfileorWebsitemustbehttp://,https://,orfile://. QueryString:ThequerystringtobetackedontotheendoftheURL.CancontainGoldMinefieldmacrosthatwillbe

evaluatedonlaunchoftheplugin.Themacrowrappingstructureis<<field>>,like<<&Contact>>or<<Contact1 >AccountNo>>.

NOTE:YoumustXMLEncodethemacrosasshowninthestructureabove.
Description:Thevaluesheredescribetheitemtotheuserandcancontainmultiplelanguagestodescribethefile,using

thelocalecodeassociatedwiththetargetlanguage.OnelanguagestructuremustbemarkedasIsDefaultandisusedin casethetargetlanguageisnotsupportedbytheplugin.UseXMLentitiesinplaceofextendedcharacters.For example,wouldbe&#209;.


Name:Dialognameusedforsecurity. Publisher:Yourcompanyname.CreatesasubmenuunderthePluginsmenu. Description:UsedintheHelp>AboutPluginsbutton. Menu:Thetexttheuserseesforamenuitem. OnDemand:Determinesifthepluginisaddedtothepluginsmenu.1=True,0=False.Iffalse,theitemisstartedup

withGoldMine.
StartUp:DeterminesiftheitemisstartedupwithGoldMine.Thisisforsituationswhereyouwantittostart,butifthe

userclosesthewindowyouwantthemtobeabletoaccessthepluginviaamenu.1=startupwithGoldMine,0=dont startwithGoldMine.
MultipleInstance:Determinesifmultipleinstancesofthepluginareallowed.1=allowmultipleinstances,0=false.

Whenfalse,iftheuserchoosesthemenuitemforthatplugin,GoldMinewillbringthatwindowtothefrontandgiveit focus.nonOnDemand,Modal,andnonvisiblepluginsareautomaticallysingleinstance.
Modal:DeterminesifanyactioncanoccuroutsideofthewindowinGoldMine.1=Modal,0=Modeless.Startup/non

OnDemanditemscannotbemodal.Modalitemsarestrictlysingleinstance.
DefaultPos:Thecoordinateswhereyourdialogfirstappears.Thisisonlyusedthefirsttimethepluginisrunandis

ignoredforModalplugins,whichautomaticallycenterinrelationtotheGoldMinewindow.
DefaultSize:Describestheheightandwidthofthedialogboxforfirsttimeuseorformodalwindows,whichcannotbe

resized.
Visible:Determinesiftheusercanseethewindow.NotrecommendedforHTMLbasedplugins.

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ActiveX
Structure for the ActiveX plug-in
<PlugInDefs> <PlugInDef> <ProgID>myApp.ClassInstance</ProgID> <Installer>myAppInstaller.exe</Installer> <Description> <Language Locale="1033" IsDefault="1"> <Name>G-Mail</Name> <Publisher>Google</Publisher> <Description>Launches Google's Gmail Service</Description> <Menu>Launch GMAIL</Menu> </Language> <Language Locale="4000"> <Name>eegay ale-</Name> <Publisher>oogle-Gay</Publisher> <Description>aunches-Lay oogle-Gays eegay ale- Urvice-Say</Description> <Menu>aunch-Lay eegay ale-</Menu> </Language> </Description> <OnDemand>1</OnDemand> <Startup>1</Startup> <MultipleInstance>0</MultipleInstance> <Modal>0</Modal> <DefaultPos> <top>50</top> <left>50</left> </DefaultPos> <DefaultSize> <width>800</width> <height>600</height> </DefaultSize> <Visible>1</Visible> </PlugInDef> </PlugInDefs>

ActiveX plug-in details


AlthoughitisverysimilartotheHTMLplugindescription,thereare2primarydifferences,theProgIDandInstallernodes insteadoftheURLandQueryStringnodes. TheProgIDistheProgIDforyourActiveXcontrolandtheInstalleristheinstallernamefortheapplication.TheInstaller shouldbesittinginafoldernamedInstallersundertheplugindirectory.

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Plug-in Security
UsingGM.iniortheUser.ini,auseroradministratorcanblocktheuseofpluginsaltogether,blockindividualplugins,and adduserspecificdirectoryformoreplugins(seeAddingaLocalPluginDirectoryonpage257).
GM.INIhasprecedenceovertheuserINIfile.Twomethodsareavailable:
Optimistic:

[PlugIns] allow_by_default=1
Pessimistic:

[PlugIns] deny_by_default=1

allow_by_default=0isthesameasdeny_by_default=1andviceversa.Ifthekeysaremissing,themethodisassumedtobe Optimistic. IfOptimistic,youonlyneedtoaddblockedpluginstotheINIfiles.IfPessimistic,youmustgiveapluginpermissiontorun.

To Block with Optimistic


[PlugIns] allow_by_default=1 or deny_by_default=0 EVIL_PLUGIN=0

To Allow a Plug-In with Pessimistic


[PlugIns] deny_by_default=1 or allow_by_default=0 GOOD_PLUGIN=1

Adding a Local Plug-in Directory


Bydefault,theplugindirectoryisunder/SysDir/Plug-ins.Forserverinstalls,thismeansthatallusershavetheplugins underthatfolder.Ifuserswanttoaddtheirownlocalplugindirectory,theycouldaddittotheuserINI:
[PlugIns] LocalPath=c:\personal\GMPlugIns

Theuserstillgetsthegloballevelprograms(assumingtheyarenotblocked)soensurethereisnoduplication.

Security
TheShowActvForCurtainedsettingin[GoldMine]sectionoftheGM.inifileletsyouspecifywhetherornotthecalendar showsactivitieslinkedtocompletelycurtainedcontacts.Setthisfieldto1ifyouwantthecalendartoshowactivitieslinked tocompletelycurtainedcontacts.Forexample:[GoldMine]
ShowActvForCurtained=1

WARNING:StoringthissettinginGM.inimeansthatGM.inimustbereadonlyforallexcept administrators/masters.ThisweakensGoldMinesecurity.

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Service Center
Overview
TheServiceCenterprovidesCustomerServiceRepresentatives(CSRs)withcasemanagementfunctionalitythatallows themtocaptureservicerequestsandthenfilterandaccessthedetailsofeachcase. Userscanacceptincomingcustomerservicerequestsfrommultiplesources,bealertedtoupcomingandurgentcases,and getdetailsforanyopenorclosedservicerequest.Individualagentsandcustomerservicemanagerscanfiltertheusers dailycaseactivities.

Using the Service Center


TheServiceCenterwindowisdividedintotwoviews;aListviewthatlistsallcasesandaDetailviewthatdisplaysthe detailsofaparticularcase. ToviewtheServiceCenterListview,clicktheServiceNavigationbutton,or opentheGoTomenuandselectServiceCentertoviewtheServiceCenterList. ToviewtheServiceCenterDetailview,doubleclickonacaseattheService CenterListview.TheDetailsviewforthatcaseopens.ClicktheServicelinkin theupperleftcorneroftheServiceCenterDetailsviewandyoureturntothe Listview.

ToshowtheServiceCenterListandDetailsviewsatthesametime,clicktheup chevronbutton. TohidetheDetailsview,clickthedownchevronbutton.

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Service Center List View


TheListviewconsistsofthefollowingelements:
Searchfield.Afieldthatallowsyoutosearchonanexistingcase.Thisfieldisusefulwhenyouhavemanycasestosort

through.
Workspacebar. Theworkspaceallowsyoutocreatenewcasesandtemplates,editthestatusofthespecifiedcase,and

analyzethespecifiedcasebyselectingtheappropriatebuttons.
Toolbar.ThetoolbarintheServiceCenterListViewprovideselementsthatallowyoutoviewandmanagedetailsfor

cases.
Caselist.Thecaselistcanbesortedbyanyofseveralcolumns,including: Status.Currentstatus Number.Casenumber Subject.Subjectofcase Type.Typeofcase Company.Companyassociatedwiththecase Contact.ContactatCompanyassociatedwiththecase Deadline.Deadlineofthecase Alerts.AnyAlertsassociatedwiththecase Resolution.Theresolutionofthecase

Touseotheravailablefields,clickCustomizebutton>ColumnSelectiontabandclickonthecheckboxnexttothefield.

Service Center Detail View


TheDetailviewconsistsofthefollowingelements:
Toolbar.Allowsyoutocreatenewcasesandtemplates,editthestatusofthespecifiedcase,andanalyzethespecified

case.
CaseDetailswindow.Includesfieldsanddropdownmenusthatallowyoutoviewandmanagedetailsforthespecified

case.
CaseManager.Acustomizableworkspacewhereyoucanscheduleandmanageactivities,notes,tasks,andresources

forthespecifiedcase.TheCaseManagercancontainanyofthefollowingfunctionaltabs,basedonyourselectionsin CaseManagerPreferences:
Pending.Clickonthistabtoscheduleactivitiesforneworexistingcasesandtemplates. Notes.Clickonthistabtocreateandeditnotespertainingtoanindividualservicecase. Team.Clickonthistabtoadduserstoateamforthespecifiedcase. Tasks.Clickonthistabtocreateandassigntaskstousersforthespecifiedcase. Attachments.Clickonthistabtoattachdocumentationsupportingaproblemorsolutionforthespecifiedcase. Resolution.ClickonthistabtoenterandmanagenotesandKnowledgeBasedocumentssupportingtheresolution

ofthespecifiedcase History.Whenanactivityortaskiscompeted,itismovedfromthePendingorTaskstabtotheHistorytab.Double clickonanactivityortaskintheHistoryTabtoviewadditionaldetailsaboutthehistoryofthatitem. Contacts.Clickthistabtodisplayinformationaboutadditionalcontacts.AdditionalContactsareindividualswith whomyoucommunicateregularly,usuallyonbehalfoftheprimarycontact.


NavigationPanel.ThenavigationpanelprovidesashortcuttoviewtheGoldMinescreens.Clickthebuttonsatthe

bottomofthepaneltoopeneachscreen.
ActivitiesandNotesPanel.Thispanelcontainsthefollowingfields: NextActivity.Displaysthenextactivityscheduledforthiscase. LastActivity.Displaysthelastactivityperformedforthiscase. LastNote. Displaysthelastnoteappliedtothiscase.

NOTE:Toswitchtothelistview,usethechevronbuttoninthetoprightportionofthewindow.
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Using the Service Center Toolbar (List View)


ThetoolbarintheservicecenterListViewprovideselementsthatallowyoutoviewandmanagedetailsforcases.Open newcasesandcreatecasetemplates,chooseviewingandgroupingoptions,reassign,escalate,andresolvecases.
NewCase.Clickthisbuttontocreateanewcaseortemplate. Show.ClickthisbuttontofilterhowyourCaseslistdisplaysinformation,forexampleOpenCasesorMyGroupsCases.

Notethattheheadingswillchangebasedonyourselections.
Group.Clickthisbuttontogroupyourcasesbycategory,forexample,DueDateorOwner. Reassign.Clickonthisbuttontoreassign(move)aselectedcasetoanotheruser.Youcanemailtheuserbyclicking

Reassignbutton>Emailcheckbox.TheStatusfieldchangestoReassigned.
Escalate.Clickonthisbuttontoescalateaspecificcasetoahigherpriority.YoucanemailtheuserbyclickingEscalate

button>Emailcheckbox.TheStatusfieldchangestoEscalated.
Resolve.ClickonthisbuttontomarkaspecificcaseasResolvedandenterresolutionnotesforthecase.Youcanemail

theuserbyclickingResolvebutton>Emailcheckbox.TheStatusfieldchangestoResolved.
Analyze.ClickthisbuttontoopentheCaseManagementAnalysisdialogboxwhereyoucanfilterperformancedataby

user.YoucanalsoexportthisinformationtoaMicrosoftExcelspreadsheetorMicrosoftWord.
Customize. ClickthisbuttontocustomizetheCustomizeCaseManagersettings.

Using the Service Center Toolbar (Detail View)


TheServiceCenterDetailViewtoolbarprovidesthefollowingelements,whichallowyoutoviewandmanagedetailsforan individualcase: TheServiceCenterworkspacetoolbarconsistsofthesebuttons:
Reassign.Clickonthisbuttontoreassign(move)aselectedcasetoanotheruser.Youcanemailtheuserbyclicking

Reassignbutton>Emailcheckbox.TheStatusfieldchangestoReassigned.
Escalate.Clickonthisbuttontoescalateaspecificcasetoahigherpriority.YoucanemailtheuserbyclickingEscalate

button>Emailcheckbox.TheStatusfieldchangestoEscalated.
Resolve.ClickonthisbuttontomarkaspecificcaseasResolvedandenterresolutionnotesforthecase.Youcanemail

theuserbyclickingResolvebutton>Emailcheckbox.TheStatusfieldchangestoResolved.
Abandon.ClickonthisbuttontomarkaspecificcaseAbandonedandenterresolutionnotesforthatcase.Youcane

mailtheuserbyclickingAbandonbutton>Emailcheckbox.
Templates.Selectfromdropdownmenu: SaveasTemplate.OpentheManageCaseTemplatesdialogboxwithpredefinedvaluespopulatedfromthe

specifiedcase. ManageTemplates.OpentheManageCaseTemplatesdialogboxwithpredefinedvaluesnotpopulated.
Analyze.ClickthisbuttontoopentheCaseManagementAnalysisdialogboxwhereyoucanfilterperformancedataby

user.YoucanalsoexportthisinformationtoaMicrosoftExcelspreadsheetorMicrosoftWord.
Customize.ClickthisbuttontocustomizetheCustomizeCaseManagersettings.

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Creating a New Case


Usethefollowingproceduretocreateanewservicerequest(Case). 1. AttheServiceCenter,clickNewCase. TheContactSearchCenterwindowopens.

2. DoubleclickonacontactorgroupofcontactsforwhichyouwanttocreatethecaseandclickSelect. Ifyouhavemanyrecordslisted,usetheSearchcapabilityatthetopofthewindow. Tocreateacasefromanewcontact,clickNewContactandcompletetheNewRecorddialogbox. TheServiceCenterwindowopensandthenewcaseappearswithasystemgeneratedcasenumberintheCase Number field.Dependingonthecase,somefieldsalsomightbesystemgenerated. 3. Completeeachfieldbyclickingnexttothefieldandeitherenteringtextinthefieldboxorselectingvaluesbyclicking thedownarrowonthebox.

NOTE:DefinethevaluesinthedropdownboxusingF2Lookup.Ifyouhavenotcreatedanyvalues,no
valueswillappear.Formoreinformation,seetheLookupchapter. 4. ClickonthePendingtabandcompletethedialogboxasneeded. FormoreinformationonthePendingtab,seetheGoldMine85UsersGuide. 5. ClickontheNotestabandthenclickAddNotes. Typeanynotesyouhaveintheworkspace,asneededandthenclicktheSaveiconinthetopleftsideoftheNotes workspace. 6. ClickontheTeamtabandcompletetheteaminformationasneeded. Toaddateammember,clickAdd.AttheAddMemberdialogbox,selectauserfromthedropdownboxandtype intheusersroleintheRolefield. Toeditateammember,eitherdoubleclickontheteammemberorclickontheteammemberandclickEdit,and thenmakethechanges. Todeleteateammember,clickontheteammemberandthenclickDelete.

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7. ClickontheTasktabandcompletethetaskspropertiesasneeded. Toaddateammember,clickAddandcompletetheNewTaskdialogbox. Toeditatask,doubleclickonthetaskorselectthetaskandclickEdit. TomarkataskComplete,clickCompleteandattheCompleteTask>Optionssection,selectortype100inthe% completedfield. Toprintatask,selectthetaskandclickPrint>Print. Todeleteatask,selectthetaskandclickDelete. 8. ClickontheAttachmentstabandaddattachmentsasneeded. Toaddanattachment,clickAddandcompletetheNewAttachmentdialogbox. Todeleteanattachment,clickontheattachmentandclickDelete. Toviewanattachment,clickView. 9. ClickontheResolutiontabtoaddresolutioninformationtothecase,asneeded. Toaddanote,clickAddNoteandtypethenoteintheworkspace. ToaddaKnowledgeBasearticle,clickSearchKnowledgeBase. TodeleteaKnowledgebaseentry,clickRemoveKnowledgeEntry. 10. Whenanactivityortaskiscompeted,itismovedfromthePendingorTaskstabtotheHistorytab.ClickontheHistory tabanddoubleclickonanactivityortasktoviewadditionaldetailsaboutthehistoryofthatitem. 11. ClickontheContactstabtoviewthecontactsassociatedwiththiscase. SavethiscasebyclickingontheSaveiconinthetoolbar

New Record Tabs


Aftercompletingthenewrecord,customizethetabsfortherecord.Youcanhaveadditionaltabsonyoursystem. Toviewthetabsthatareoffscreen,clicktheleftorrightarrowattheendofthetabs. 1. ClickonthePendingtabandcompletethedialogboxasneeded. FormoreinformationonthePendingtab,seetheGoldMineUsersGuide. 2. ClickontheNotestabandthenclickAddNotes. Typeanynotesyouhaveintheworkspace,asneededandthenclicktheSaveiconinthetopleftsideoftheNotes workspace. 3. ClickontheTeamtabandcompletetheteaminformationasneeded. Toaddateammember,clickAdd.AttheAddMemberdialogbox,selectauserfromthedropdownboxandtype intheusersroleintheRolefield. Toeditateammember,eitherdoubleclickontheteammemberorclickontheteammemberandclickEdit,and thenmakethechanges. Todeleteateammember,clickontheteammemberandthenclickDelete. 4. ClickontheTasktabandcompletethetaskspropertiesasneeded. Toaddateammember,clickAddandcompletetheNewTaskdialogbox. Toeditatask,doubleclickonthetaskorselectthetaskandclickEdit. TomarkataskComplete,clickCompleteandattheCompleteTask>Optionssection,selectortype100inthe% completedfield. Toprintatask,selectthetaskandclickPrint>Print. Todeleteatask,selectthetaskandclickDelete. 5. ClickontheAttachmentstabandaddattachmentsasneeded. Toaddanattachment,clickAddandcompletetheNewAttachmentdialogbox. Todeleteanattachment,clickontheattachmentandclickDelete. Toviewanattachment,clickView.

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6. ClickontheResolutiontabtoaddresolutioninformationtothecase,asneeded. Toaddanote,clickAddNoteandtypethenoteintheworkspace. TosearchtheKnowledgeBase,clickSearchKnowledgeBase. TodeleteaKnowledgebaseentry,clickRemoveKnowledgeEntry. 7. Whenanactivityortaskiscompeted,itismovedfromthePendingorTaskstabtotheHistorytab.ClickontheHistory tabanddoubleclickonanactivityortasktoviewadditionaldetailsaboutthehistoryofthatitem. 8. ClickontheContactstabtoviewthecontactsassociatedwiththiscase. 9. SavethiscasebyclickingontheSaveiconinthetoolbar.

Customizing Tabs
YoucancustomizetheServiceCentertabstoyourparticularneeds.Youcancanaddordeleteatab,rearrangetheorderin whichtheyappearorrenamethetabs. 1. AttheServiceCenter,inthetabsarea,clickthemoretabwhichappearsleftofthetabs. Alistofthetabsappears. 2. ClickCustomize. TheDisplayTabsdialogboxopens.

3. Toaddatab,clickonthecheckboxnexttothetabandacheckappearsintheboxandthenclickOK.Thetabisadded. Todeleteatab,clickonthemarkedcheckbox.Thecheckdisappears.ThenclickOK.Thetabisdeleted. Torearrangetheorderofthetabs,selectthetabandclicktheMoveUporMoveDownandthenclickOK.Thetabs orderchanges. Torenameatab,selectthetabandclickRename.TypethenewnameinthedialogboxandclickOK.Thenew nameappearsonthetab.TomakethischangeglobalthroughoutGoldMine,clickCustomizetablabelsglobally. Toabandonthechanges,clickResetandthenclickOK.Theoriginaltabsandtaborderappear.

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Creating a New Template


TheTemplatefieldsarebasedontypicalservicecasecategoriesandprioritization.Forexample,atemplatemightbeused whentheservicecallcenterlogsarequestfromacustomertorepairatelephonethatisunderwarranty.

To Create a New Template in the Service Center


1. AttheServiceCenter,clickthedownarrowonNewCase>NewTemplate. TheEditTemplatedialogwindowopens.

2. AttheNewTemplateNamefield,typeanameforthenewtemplate. 3. SelectortypeorselectappropriateF2lookupfieldvaluesandthenclickSave.

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To Clone or Edit an Existing Template


1. AttheServiceCenter,clickthedownarrowonNewCase>NewTemplateandthenclickSave. The ManageTemplatewindowopens.

2. SelectthetemplateyouwanttocloneoreditandclickEditorClone. 3. MakethechangesintheappropriatefieldsandthenclickSave. 4. Tomakechangesonothertemplates,selectthetemplateandfollowsteps3andstep4,andthenclickClose.

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Reassigning a Case
Youcanreassignacasetoanotheruseroranothergroup. 1. AttheServiceCenterwindow,atthetoolbar,clickReassign. TheReassignCasedialogboxopensanddisplaystheselectedcase'suniquenumber.

2. Clickthe UsetheReassignTodropdownmenutoselectausertowhomyouwillreassignthecase.

NOTE:Tonotifytheselecteduserofthereassignmentviaemail,makesuretheEmailNotification
checkboxischecked,andtypeyourmessageintotheMessageboxprovided. 3. ClickReassigntoreassignthecaseorCanceltoexitthedialogwithoutreassigningthecase.

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Escalating a Case
UsetheEscalatefunctiontoescalateacasetoahigherpriority. 1. AttheServiceCenterwindow,atthetoolbar,clickEscalate. The EscalateCasedialogboxopensanddisplaystheselectedcase'suniquenumber.

2. ClicktheEscalateTodropdownmenutoselecttheusertowhomyouwillescalatethecase.

NOTE:Tonotifytheselecteduseroftheescalationviaemail,makesuretheEmailNotificationcheckboxis checked,andtypeyourmessageintotheMessageboxprovided.
3. ClickEscalatetoescalatethecaseorCanceltoexitthedialogwithoutreescalatingthecase.

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Resolving a Case
Afteracaseisresolved,itisremovedfromtheactivelist. 1. AttheServiceCenterwindow,atthetoolbar,clickResolve. TheResolveCaseDialogopens.

2. IntheNotesfield,enterinformationabouttheresolutionofthecase.

NOTE:Tonotifytheselecteduseroftheresolutionviaemail,makesuretheEmailNotificationcheckboxis
checked,andtypeyourmessageintotheMessageboxprovided. 3. finished,clickResolve,orselectCanceltoexitthedialogwithoutresolvingthecase.

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Creating a Performance Report for a Case


Usethisproceduretofilterperformancedatabyuserandcreatereports. 1. AttheServiceCenterwindow,atthetoolbar,clickAnalyze. TheCaseManagementAnalysisdialogboxopens.

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. ClickRefresh torefreshresultsafterenteringnewcriteria. 6. ClickExporttotoexportyourreporttoeitheraMicrosoftWordorMicrosoftExceldocument. 7. ClickPrinttoprintahardcopyofyourreporttoalocalornetworkprinter. 8. ClickClosetoclosetheCaseManagementAnalysisdialogwindow.

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Customizing Data Appearance


UsethefollowingprocedurestocustomizehowthedataappearsintheCaseManager. 1. AttheServiceCenterwindow,atthetoolbar,clickCustomize. TheCaseManagerPreferences dialogwindowopens.

2. AttheOptionstab,selectoneofthefollowingelementsasneeded: Clickontheellipsebuttonnextto CaseNumberMaskfieldtosetupprotocolsforcasenumbersintheServiceCenter. Thesearethefields:


Preview.Allowsyoutopreviewyournumberingformatbasedonchoicesyoumakeinthesettingsarea. Settingsarea.Thesettingareaprovidesthefollowingfields,menus,andcheckboxes: Prefix:Specifiesatextstringthatalwaysprecedesyouruniqueidentifiernumber.Alternately,tousean

automateddatestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp
Separator(1):Apunctuationmarkthatseparatesyourprefixanduniqueidentifiernumber IdentitySeed:Anumericvaluedenotingthestartingpointforyouruniqueidentifiernumber IdentityFormat:Thetotalnumberofdigitsinyouruniqueidentifiernumber.Thisnumbermusthaveatleast4

digitsandnomorethan10digits
Suffix:Specifiesatextstringthatalwaysfollowsyouruniqueidentifiernumber.Alternately,tousean

automateddatestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp
Separator(2):Apunctuationmarkthatseparatesyouruniqueidentifiernumberandsuffix. DefaultFollowupInterval.Allowsyoutodeterminethedefaultinterval,indays,betweenthecase'screationdate

andthedateautomaticallysetintheDeadlinefield(DetailView).Forexample,tosetadefaultintervalof7days, select7fromthedropdownmenu DefaultAssignment.Allowsyoutochoosetheuser,ifany,thatcaseswillbeassignedto,bydefault. DefaultTemplate. Allowsyoutochoosethecasetemplate,ifany,towhomallcaseswilldefault. PriorityList.Allowsyoutoselectthetypesofcasesthatwillautomaticallybeaddedtoyourprioritylist.

TIP:UsethePriorityListtocreateacustomfilterforcases.Forexample,todisplayonlyunreadcasesintheService
Centerforauser,selectonlythecheckboxforCasesUnreadintheOptionswindow,thenselectMyPriorityListfrom theShowmenuintheServiceCentertoolbar.
asanAlert.Allowsyoutoselectthetypesofcasesthatwillautomaticallycreatealerts.

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3. AttheColumnSelectiontab,choosethecolumnstodisplayinthewindowintheCaseManager.

4. AttheTabSelectiontab,choosethetabstobedisplayedandtheorderinwhichtodisplayintheCaseManager.

Tochangetheorderofthetabs,selectatabandthenclickMoveUp orMoveDown. Toapplychangestoallusers,checkthecustomizetablabelsgloballybox. Torenameatab,selectatabandclickRename. Toreturntotheoriginaltaborder,clickReset.

5. AttheLabelstab,changethelabelsforthefieldsusedintheCasespropertiesdialogbox,ifneeded.

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Doubleclickontherowyouwanttochangeandtypeinthenewlabelname. CreateanewContactstabontheCaserecord,whichenablesmultiplecontactassociation.

About the Set Case Number Mask Dialog


TheSetCaseNumberMaskdialogallowsyoutosetupprotocolsforcasenumbersintheServiceCenter. Usethefollowingproceduretosetupaprotocol. 1. AttheServiceCenter,selectCustomize. 2. AttheCaseNumberMask:field,clicktheellipsebuttonattheendofthefield.

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3. TheSetCaseNumberMaskdialogboxcontainsthefollowingelements: Previewfield.PreviewthenumberingformatbasedonchoicesyoumakeintheSettingsarea. Settingsarea.Thisarecontainsthefollowingfields,menus,andcheckboxes. Prefix.Specifyatextstringthatalwaysprecedesyouruniqueidentifiernumber.Alternately,tousean automateddatestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp Separator(1).Apunctuationmarkthatseparatesyourprefixanduniqueidentifiernumber IdentitySeed.Anumericvaluedenotingthestartingpointforyouruniqueidentifiernumber IdentityFormat.Thetotalnumberofdigitsinyouruniqueidentifiernumber.Thisnumbermusthaveatleast4 digitsandnomorethan10digits Suffix.Specifyatextstringthatalwaysfollowsyouruniqueidentifiernumber.Alternately,touseanautomated datestampasyourprefix(MMDDYYYY)selectthecheckboxlabeledUseTimestamp Separator(2).Apunctuationmarkthatseparatesuniqueidentifiernumberandsuffix 4. SelectOKtosavechanges,orCanceltoexitthedialogwithoutsavingchanges.

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Reporting
Overview
GoldMineprovidesanalysisreportsforreviewingmetrics.Forexample,youcancalculatestatisticsbasedonactivities scheduledandcompletedbyGoldMineusers. Selectfromover200standardGoldMinereportsordesignacustomreporttailoredtomeetyourorganization'sneeds.If usingGoldMinewithanElicense,youcanuseAnswerWizardreports.

NOTE:AfterinstallingMicrosoftSQLServerReportingServicesandconfiguredonthenetwork,youmust
addasectiontothegm.inifile(typicallylocatedinProgram Files/GoldMine/).ThistellsGoldMinewherethe ReportingServicesishosted.Formoreinformation,seeToConfiguretheGM.INIFileForReporting Servicesonpage51.

About Reports
Areportcanincludedatafromthesedatabasetables:
Contact1.MainareaoftheContactRecordandtheSummaryandNotestabs. Contact2.Fieldstabanduserdefinedfields. ContSupp.Contacts,Details,Referrals,andLinks. Cal.Calendartab ContHist.Historytab OpMgr.OpportunityManager. Cases.ServiceCenter

Specialfieldscaninclude:
Dialog.Promptsuserstoinputdatausedwithinthereport. Calculations.Calculatesthetotalorperformsothermathematicaloperations. Macros.Placesmultiplefieldsinthereport.MacrosarelikethoseusedwithinGoldMine/MicrosoftWord

templates.ForalistofavailablereportMacros,seeGoldMineReportMacrosonpage65.

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About the Reports Center


TheReportsCenterprovideseasyvisualaccesstoseveralreportingoptionsavailablewithinGoldMine.

ToaccesstheReportsCenter,selectGoTo>Reports>ReportsCenterorclicktheReportsbuttonintheGlobalToolbar.The ReportsCenterappearsandofferseasymanagementfeatures:
ReportCenterToolbar(seepage276) Atreeviewpanelistingtheselecteduser'sreports(seeUsingtheReportsCenteronpage278) Adescriptionoftheselectedreport A.jpgpreviewoftheselectedGoldMineReport(seeAdding.JPGPreviewstotheReportsCenteronpage277)

NOTE:Systemreportsdonothave.jpgpreviews.

Report Center Toolbar


Selecttheowner(public,usergroups,orindividualusers)ofthereportyouare accessinginthedropdownlist. LaunchtheReportPropertiesdialogboxtobeginanewreport(seeCreating Reportsonpage282). Createacopyofthereport(seeCloningReportsonpage285). (recommendedforcreatingnewreports) Deletethereport.

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LaunchtheReportPropertiesdialogbox,Profiletab(seeSettingReport Properties,ProfileTabonpage279). LaunchtheReportPropertiesdialogbox,Sortingtab(seeSettingReport Properties,SortTabonpage279). LaunchtheReportPropertiesdialogbox.Optionstab(seeSettingReport Properties,OptionsTabonpage280). LaunchthereportintheLayoutmode(seeEditingReportLayoutsonpage 286). Openareportsavedas.frcinareportpreviewwindow.Reportssavedas.frc arereportswithdataratherthantemplates(seeSavingReportswithDataon page302). LaunchthePrintReportdialogboxtoconfigureprintsettings(seePrinting Reportsonpage301).

Adding .JPG Previews to the Reports Center


Addyourown.jpgpreviewstotheReportsCenterforreportsyoucreate. 1. Openthereportwithdata. 2. Takeascreencaptureandsavethefilewiththeexactsamefilenameastheusercreatedreportbutwitha.jpg extension. 3. Placeacopyofthe.jpgintheReportsfolderwherethematching.fpreportissaved. 4. IntheReportsCenter,thereportnowhasa.jpgpreviewinthelowerrightpane.

Report Types
GoldMine Reports
Generatereportsfromthedatainyourdatabases.Usingthereportgenerator,selectdatafromyourcontactdatabaseand thenpresenttheinformationinaneasytoreadformatforprintingordisplayingonscreen.Approximately200reportsare includedwhenGoldMineisinstalled.UseGoldMinereportstogeneratereports(seeUsingtheReportsCenteronpage 278),clonereports(seeCloningReportsonpage285),editreports(seeEditingReportLayoutsonpage286),andcreate reports(seeCreatingReportsonpage282). Theeasytorunstandardreports,whichcovermostaspectsofthedatabase,areorganizedinthefollowingcategoriesand accessonlythelistedtables:
ContactReports:Contact1,Contact2,ContHist,ContSupp,Cal,OpMgr,OpMgrFld. CalendarPrintouts:Cal,Contact1,Contact2,ContHist,Cal,OpMgr,OpMgrFld. ServiceReports:Users,Contact1,ContHist,ConstSupp,CASES,CaseAttachment,CaseContactsLink,CaseInfoLink,

CaseTeamLink
AnalysisReports:Contact1,Contact2,ContHist,Cal,OpMgr,OpMgrFld. LabelsandEnvelopes:Contact1,Contact2,ContHist,ContSupp,Cal,OpMgr,OpMgrFld. OtherReports:Users,Lookup,Filters,Reports,PerPhone,Forms,ScriptsW,OpMgr,OpMgrFld,Mailbox.

NOTE:ItisrecommendedthatyouusetheAnswerWizardReports(seepage303),whichisavailable throughaPremiumEditionaddonmodule.

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Crystal Reports
CrystalReportsyoucreatedandlinkedtoGoldMine.TheCrystalReportsnodeonthetreeviewisavailableonlywhenyou havethenecessaryCrystalReportsfilesonyourcomputer.Formoreinformation,seeRunningCrystalReportsfromthe GoldMineReportsCenteronpage282.
IfyouarerunningCrystal9,thefilesneededaredifferentfromthoseneededifrunningpreviousversionsofCrystal.

ContactFRSSupportforthecurrentinformation.
IfyouareusingCrystalReportsversion11,youmusthavetheCR11RDCRuntimefilesinstalledinordertointegrate

withGoldMine.

System Reports
TheGoldMineOutputtoprinterreportsareavailablefromthevariousGoldMinelocalmenus.TheSystemReportslistis onlyavailableonthetreeviewwhentheselecteduseris(public).

Using the Reports Center


GoldMinesreportgeneratororganizesdatafromyourcontactdatabasesintoareportandsendsthereporttoanonscreen displayoraselectedprinter.Selectfromapproximately200standardtemplatesprovidedbyGoldMinetomeetreporting andprintingneeds.Forspecialreports,adevelopercanuseGoldMinesformdesignertocreatecustomreporttemplates. 1. SelectGoTo>Reports>ReportCenter.TheReportsCenterappears. 2. FromtheUserdropdownlist,select(public)toseethestandardreports.Selectauseriftheusercreatedacustom report. 3. TheReportTypetreecontainsthefollowreporttypes: GoldMineReports:GoldMineReports. CrystalReports:CrystalDecisionsCrystalReportscreatedandlinkedtoGoldMine. SystemReports:GoldMine"Outputtoprinter"reportsavailablefromGoldMinelocalmenus. 4. Expandthereporttypetoseealistofreportsandsubcategories. 5. WhenyouexpandGoldMineReportscategory,thefollowingsubcategoriesdisplay: ContactReportsdisplaysContactListingreports. CalendarPrintoutsdisplaysActivityListreports. ServiceReportsdisplaysCaseandServicereports. AnalysisReportsdisplaysanalyticalreports. LabelsandEnvelopesdisplaystemplatesthatprintdataonspecialpapersizes. OtherReportsdisplayssixspecialreporttemplates. 6. Selectthereporttogenerate.

NOTE:DependingontheselectionsmadeintheReportsCategoriesarea,reportsavailableintheReport
Descriptionlistvary.Accessalocalmenuforeachreport.Highlightthereportandrightclicktoviewthe ReportsCenterlocalmenu.(AlsousetheReportsCentertoolbar.) WithintheReportsCenter,youcanworkwithreportsusingthefollowingfunctions:
SettingReportProperties(seepage279) CreatingReports(seepage282) CloningReports(seepage285) EditingReportLayouts(seepage286) PreviewingGoldMineReports(seepage301) PrintingReports(seepage301) ViewingSavedReports(seepage302)

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Setting Report Properties


UsetheReportPropertiesdialogboxtospecifydescriptiveandfilenames,selectsortingfieldsandlevels,andsetdataand dateoptions.TheSortingandOptionsinformationcanbealteredbeforerunningorprintingareportandwillchangethe informationinthereportbasedonchangesmadeonthesetabs. ClicktheReportPropertiesbutton ontheReportsCentertoolbarforthesetabs:

Profile.Report'sname,owner,notes,filename,andprinter(seeSettingReportProperties,ProfileTab). Sorting.Report'ssortlevelsandfields(seeSettingReportProperties,SortTab). Options.Report'sdataanddateinclusionoptions(seeSettingReportProperties,OptionsTab).

Setting Report Properties, Profile Tab


UsetheReportPropertiesProfiletabtodisplayorconfigurereportdescription,filename,andowner.Thedialogbox appearswhenclickingPropertiesontheReportsCentertoolbarorwhenselectingNewfromtheReportslocalmenu. 1. AttheReportCenter,selectareportandclickReportProperties ontheReportsCentertoolbar.

2. AttheReportsPropertiesdialogbox,clicktheProfiletab. Type(oredit)thenameofthereportintheReportdescriptionfield. SelecttheownerofthereportintheOwnerdropdownlist. TypeinextradetailsaboutthereportandvariablesintheNotesfield. TypeorselectthenameofthereportfilenameintheReportsFilenamefield. ReportsstoreintheReportsfolderofthemainGoldMinedirectory.Reporttemplatesendwiththeextension.fp; forexample,MyReport.fp.


Selectaprinter. SelectedPrinter.TheprinterdesignatedintheOutputtosectionoftheReportsMenu. LayoutPrinter.TheprinterselectedinGoldMineslayoutmode.

Setting Report Properties, Sort Tab


TheReportSortstaboftheReportPropertiesdialogboxallowsyoutoassignuptothreesortinglevelstoareport.For example,youcansortareportbyCompany,City,andfinallyContact. 1. AttheReportCenter,selectareportandclickReportProperties 2. AttheReportsPropertiesdialogbox,clicktheSorttab. YoucanalsoselecttheSortbutton ontheReportCentertoolbar. ontheReportsCentertoolbar.

3. Selectasortlevel. PrimarySort.Thissortspecifiesthefirstsetofparametersfororderingrecords.

NOTE:EveryGoldMinereportmusthaveatleastaPrimarySortdefinedtooperateproperly,evenifno
sortingisrequired.Toprecludesorting,setSortDatabaseto(none).IfPrimarySortisdefinedas(none),the DataPreparationbrowsewindowentrydims,indicatingGoldMinesortsrecordsbythenaturalorderof recordentry. Tocompletethesortdefinition,selectthedatabaseSortDatabaseandFieldNameGoldMineusestoorderrecords inthereport.Tospecifyarangeofrecords,setaStartatandanEndatvalue.
SecondarySort.Thissortspecifiesasecondsetofparametersfororderingrecords.

Tocompletethesortdefinition,selecttheSortDatabaseandtheFieldNamebywhichGoldMinesortsrecords.To specifyarangeofrecords,setaStartatandanEndatvalue.

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NOTE:Defineafirstlevelsortbeforedefiningasecondlevelsort.Forareportwithonlyonesortlevel,
definethefirstlevelsortonly.
TertiarySort.Specifiesthethirdsetofparametersfororderingrecords.Tocompletethesortdefinition,selectthe

SortDatabaseandtheFieldNamebywhichGoldMinesortsrecords.Tospecifyarangeofrecords,setaStartatand anEndatvalue.Defineasecondlevelsortbeforedefiningathirdlevelsort.Forareportwithonlytwosortlevels, definethefirstandsecondlevelsortsonly. 4. IntheSortDatabasedropdownlist,selectthecontacttablecontainingthefieldonwhichtherecordsaresortedfor theselectedsortlevel(Primary,Secondary,orTertiary).Theselecteddatabaseappearstotherightofthesortlevel. 5. IntheFieldNamedropdownlist,selectthefieldonwhichrecordssortfortheselectedsortlevel(Primary,Secondary, orTertiary).AvailablefieldsaredeterminedbythetableselectedfromtheSortDatabaselist.Theselectedfieldappears totherightofthesortlevelandthecontactdatabasename. 6. Asneeded,attheStartatfield,typethebeginningvalueofarangeoforderedrecords. IftheStartatfieldandEndatfieldareblank,(all)appearstotherightofthesortleveldatabaseandfield,andall recordssortinascendingorder. 7. AttheEndatfieldtypetheendingvalueofarangeoforderedrecords.

NOTE:TheStart/Endrangeconstraintsarecharactertocharactercomparisons.Forexample,ifyou
constrainyourstartandendrangetoFrontRange,thesortwillreturnallcontactsforFrontRangebutnone forFrontRangeSolutionsorFrontRangeSolutions,Inc.FrontRangeiswithinthestart/endrange,but FrontRange<space>isoutsidetheendrange.Also,searchingforFrontRangewouldnotreturnanyresultsfor Frontrange,becauserisgreaterthanRandthereforeoutsidetheendrangeofthesort.Finally,notethatthe rangecriteriaislimitedto20characters,soFrontRangeSolutions,Inc.wouldshowupinnoneoftheabove describedsorts,asitisoutsidethecharacterlimit.

Setting Report Properties, Options Tab


TheOptionstabdetermineswhattypeofinformationdisplaysinthereport,similartoafilterappliedinternallytothe report.Availableoptionsdependontheselectedreportcategory.Contacts,Analysis,andLabelsandEnvelopesdisplayone setofOptions,whiletheCalendardisplaysanother. 1. AttheReportCenter,selectareportandclickReportProperties 2. AttheReportsPropertiesdialogbox,clicktheOptionstab. YoucanalsoselecttheOptions buttonontheReportCentertoolbar. ontheReportsCentertoolbar.

3. IntheHistoryDataarea,selecttheactivitytypestobeincludedinthereportandcompletethesefields: User.Atthedropdownlist,select(all)orselecttheindividualuserofthereport. Date.TypeorclickthedropdownarrowandselectthebeginningdatefromtheF2GraphicalCalendar.Thisisthe firstdateyouwantthereportdatatoreflect. To.TypeorclickthedropdownarrowandselecttheenddatefromtheF2GraphicalCalendar.Thisisthelastdate youwantthereportdatatoreflect. Actv.TypetheActivityCodeassignedtothecompletedactivities. Result.TypetheResultCodeassignedtothecompletedactivities.Thisisacompletioncodetocategorizethe outcomeofactivities.Youcanuseresultcodestoanalyzespecificcompletedactivities. 4. IntheCalendarDataarea,selecttheactivitytypestobeincludedinthereportandcompletethesefields: User.Atthedropdownlist,select(all)orselecttheindividualuserofthereport. Date.TypeorclickthedropdownarrowandselectthebeginningdatefromtheF2GraphicalCalendar.Thisisthe firstdateyouwantthereportdatatoreflect. To.TypeorclickthedropdownarrowandselecttheenddatefromtheF2GraphicalCalendar.Thisisthelastdate youwantthereportdatatoreflect. Actv.TypetheActivityCodeassignedtothecompletedactivities 5. IntheLinkedDataarea,selectthelinkeddatatobeincludedinthereport.Theselectionsare:OtherContacts, DocumentLinks,Details,Referrals,andOrganizations.

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Using Crystal Reports


TousetheCrystalReportsintheReportsCenter,youmustfirstperformthefollowingsteps: 1. AddingCrystalReportstotheReportsCenter(seepage281) 2. ConfiguringCrystalReportsDataSourceNames(seepage281) 3. RunningCrystalReportsfromtheGoldMineReportsCenter(seepage282)

Adding Crystal Reports to the Reports Center


AddCrystalReportstotheReportsCenterbyaddinganewreporttotheReportsCenterdisplay.Thereportmustalreadybe createdandsavedtoasharedlocation.OrcloneareportalreadyaddedtotheReportsCenter. TousetheCrystalReportsoptionyoumusthave:
CrystalReportsinstalled. ODBC(OpenDatabaseConnectivity)DataSourcesmappedtotheGoldMinedatabases. ReportscreatedinCrystalbasedontheGoldMinedata.

To Add Crystal Reports


1. 2. 3. 4. SelectGoTo>Reports>ReportCenter. AttheReportsCenter,selecttheownerofthereportintheUserdropdownlist. Inthetreeviewreportlist,expandCrystalReports. ToaddaCrystalReportalreadycreated,expandandselectareportcategory. RightclickareportcategoryandselectNew. TheReportPropertiesdialogboxappearswiththeProfiletabactive. Reportwiththeextensionof.RPT. 5. ClickOK.Thereportnameappearsinthereporttreeviewpane. 6. RightclickthereportnameandselectSetODBCDataSourcesfromthelocalmenu. TheCrystalReportDataSourceNamesdialogboxopens. YourreportisaddedtotheReportsCenter.Nowconfigure(seeConfiguringCrystalReportsDataSourceNamesonpage 281)andrunyourreport(RunningCrystalReportsfromtheGoldMineReportsCenteronpage282).
FromhereattachanexistingCrystalReport.IntheReportFilenamefield,browsetothelocationoftheCrystal

Configuring Crystal Reports Data Source Names


CrystalReportsuseODBCdatasourcestoconnecttoyourGoldMinedatabase.TouseCrystalReportsintheGoldMine ReportsCenter,youmustsettheODBCdatasources. UsethefollowingproceduretoconfigureCrystalReports. 1. 2. 3. 4. SelectGoTo>Reports>ReportCenter. AttheReportsCenter,selecttheownerofthereportintheUserdropdownlist. Inthetreeviewreportlist,expandCrystalReports. RightclickthereportnameandselectSetODBCDataSourcesfromthelocalmenu.TheCrystalReportDataSource Namesdialogboxopens. 5. IntheGoldMinehomedirectorydatasourcenametextbox,typethenameoftheODBCdatasourceyoucreatedto connecttotheGoldMineUserstable. 6. IntheGoldMinedatabasedatasourcenamefield,typethenameoftheODBCdatasourceyoucreatedtoconnectto theGoldMinetables(tablesthatstoreotherdatabaseinformation.AlsoreferredtoasGMBasefiles.TheGoldDirlinein theGM.inipointstothesharedGoldMinefiles.)suchasCal,Mailbox,andSPFiles. 7. TypeanyassociatedUserIDandPasswordtoaccesstheGoldMinetables.IfconnectingtoaSQLServerdatabase,use theSQLloginandpassword.

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8. IntheContactdatabasedatasourcenamefield,typetheODBCdatasourceyoucreatedtoconnecttotheContact tables(tablesthatstoreadatabase'scontactinformation.AlsoreferredtoasCommonfiles.TheCommonDirlineinthe GM.inipointstothedefaultcontactfiles.)suchasContact1,Contact2,ContHist. 9. TypeanyassociatedUserIDandPasswordtoaccesstheGoldMinetables.IfconnectingtoaSQLServerdatabase,use theSQLloginandpassword.

NOTE:WhenusingSQLServer,GoldMinecanstoretheGoldMinetablesandtheContacttablesinthesame SQLdatabase.Therefore,theODBCdatasourcefortheGoldMinedatabaseandContactdatabasemightbe thesame.


10. ClickOK. 11. ClickPrint .

Running Crystal Reports from the GoldMine Reports Center


AfterAddingCrystalReportstotheReportsCenter(seepage281)andConfiguringCrystalReportsDataSourceNames(see page281),continuewiththestepslistedbelowtorunCrystalReportsfromtheGoldMineReportsCenter. 1. 2. 3. 4. SelectGoTo>Reports>Reports.TheReportsCenterappears. SelecttheownerofthereportintheUserdropdownlist. Inthetreeviewreportlist,expandCrystalReport. Toconfigurethereportsorting,rightclickthereportnameandselectSorts.TheReportPropertiesdialogbox,Sorting tabappears.Selectthesortfieldforyourreport.CrystalReportslimitstoonesortlevel. 5. Toconfigurethereportoption,rightclickthereportnameandselectOptions.TheReportPropertiesdialogbox, Optionstabappears.AddtheCrystalRecordSelectionExpressionandGroupSelectionExpressiontofilterresults beforerunningthereport.TheRecordSelectionExpressionandGroupSelectionExpressiondonotacceptdBaseorSQL expressions;theyonlyacceptCrystalexpressions,suchas: {CONTACT1.STATE}="MO" 6. Toreviewthereportbeforeprinting,rightclickandselectPrint.ThePrintReportdialogboxappears. 7. SelectWindowinthePrintReportOutputtoareaandclickOK.ThereportopensinanabbreviatedCrystalwindow. 8. Toupdatethevaluesinthereportbasedonsortingoroptionssettings,clickRefresh .

Creating Reports
CreateGoldMineReportsfromablanktemplateorclonethetemplateclosesttoyourdesiredresultsandeditit.Creatinga reportfromablanktemplateisnotrecommendedforbeginners,butcloningreportsandeditingreportsis. 1. SelectGoTo>Reports>ReportCenter. 2. AttheReportsCenterclicktheNewReportbutton New. TheReportPropertiesdialogboxopens. 3. Whencreatingareport,clicktheProfiletab: ReportDescription:ThenametodisplayintheReportCenter. Owner:Selectthereportownerinthedropdownlist. Notes:Typeextradetailsaboutthereportandreportvariables. ReportFilename:Typeorselectthefilenameofthereporttemplate.ThereportsstoreintheReportsfolderofthe mainGoldMinedirectory.Reporttemplatesshouldendwiththeextension.fp.Forexample,MyReport.fp. WARNING:Ifyoudonotgivethereportauniquefilenameatthisstageoftheprocess,itdoesnot save. orrightclickinsidethereportnametreeviewpaneandselect

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DefaultPrinter:Selectaprinter: SelectedPrinter:ThedevicedesignatedintheOutputtosectionoftheReportsMenu LayoutPrinter:ThespecialprinterselectedinGoldMineslayoutmode 4. ClickOKontheProfiletabtoreturntotheReportsCenter.

Thenewreportisnowlistedinthereportlist. 5. HighlightthenewreportandclicktheLayoutbutton orrightclickandselectLayout.Ablanktemplateopens.

6. UsetheReportsLayoutLocalMenu(seepage283)andReportCenterToolbar(seepage276)toformatyourGoldMine Report. Formoreinformation,seeEditingReportLayoutsonpage286.

Reports Layout Local Menu


Toaccessthelocalmenu,rightclickwithinthereporteditingwindow.Thereportslocalmenuhasthefollowingoptions.:
Save:Savethereporttothefilenamespecifiedwhenthereportwascreatedorcloned,orsavealterationstoanexisting

report.
Edit:Edititemsplacedonthereportincludingcopying,pasting,textformatting,andeditingexpressions. Insert:Insertlabels,sections,datafields,expressions,graphics,andpictures. Arrange:Alterthealignmentandspacingofreportitems. Center:Positiontheselectedfieldboxinthecenterofthereportpage. NamedFont:Add,edit,anddeleteanamedfont. FontExpression:Add,edit,delete,andrenameafontexpression. GridSettings:SwitchtheSnaptoGridoptionontopositionnewitemsconsistently.Editthegridthicknessforsmaller,

finergrids.
PrinterSetup:AccessthePrinterSetupdialogbox. ReportSettings:Accessasubmenuwiththeseoptions: Options:Altermargins,displayorhidetheruler,andsetthedateformat. Filter:Basethereportonanembeddedfilterso,whenrun,itappliesonlytorecordsmatchingthefilter.An

alternativeistoactivateafilterinGoldMineandrunaglobalreportonjustthoserecords.
DialogFieldsTable:Create,edit,anddeletereportdialogfields(fieldsthatcanbeinsertedintoareportforuserinput).

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Reports Layout Toolbars


TheGoldMineReportslayoutmodehasfourtoolbarshelpingyoudesignandeditreports.ToeditLayouttoolbaroptions, rightclickinthetoolbarareaandselectthetoolbarstodisplay.SelectOptionstochangehowbuttoninformationdisplays, andselectInsertitemstoaddtoolbarbuttons.AlsofindtoolbaroptionsintheLayoutlocalmenu.

Layout Toolbar
UsetheLayouttoolbartoperformbasicfunctions,suchasopeningandclosingreporttemplatesorswitchingtoanon screenpreviewmode.

Open:ReturnstotheReportMenu. Close:ClosesReports. Save:Saveschangestothetemplate. Preview:Previewsthetemplatewithdatafromthedatabase. Printer:Sendsthereporttotheprinter. Settings:DefinesReportParameters. Filter:CreatesRecordSelectionCriteria.

Insert Toolbar
UsetheInserttoolbartoinsertfields,labels,andgraphics,intothetemplate.

Field:Insertsafield. Label:Insertsatextlabel. Section:StarsanewSection. Picture:Insertsa.bmpgraphicfile. Line:Insertsaline. Formula:Insertsacalculationformula. System:Insertsasystemfield. Dialog:Insertsadialogfield.

Style Toolbar
UsetheStyletoolbartoapplyformattingeffects.

Fonts:Selectsafont. Outline:Placesaborderaroundafieldorsection. Background:Selectsafillcolorforthebackgroundofafieldorsection. Position:Setthehorizontalandverticalpositioningforcharacterswithinafieldorsection. Left:Leftjustifiesthetext.

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Center:Centersthetextwithinanobject. Right:Rightjustifiesthetext. Bold:Makesselectedcharactersbold. Italics:Makesselectedcharactersitalics. Underline:Underlinesselectedcharacters.

Align Toolbar
UsetheAligntoolbartojustifymultipleselecteditems.Toselecttheitemstoalign,holddowntheleftmousebuttonand dragthemouseovertheitems.Aredborderedboxappears.Anyitemtouchedbytheboxisaligned.

AlignLeft:Alignsitemstotheleft. AlignVert.Center:Alignsitemsverticallyalongacenterpoint. AlignRight:Alignsitemstotheright. AlignTop:Alignsitemstothetop. AlignHoriz.Center:Alignsitemshorizontallyalongacenterpoint. AlignBottom:Alignsitemsalongthebottom. EvenWidth:Makesitemsthesamewidth. EvenHeight:Makesitemsthesameheight. EvenVert.Spacing:Alignsitemswithequalverticalspacing. EvenHoriz.Spacing:Alignsitemswithequalhorizontalspacing.

Cloning Reports
Identifyinganexistingreportthatisclosesttomeetingyourneedsandthencloningitisthemostefficientwaytocreate newGoldMinereports.Werecommendyoucloneexistingreportsbeforemodifyingthemsoyoualwayshaveacleancopy availableforfutureedits. 1. SelectGoTo>Reports>ReportCenter.TheReportsCenteropens. 2. SelecttheuserwhosereportyouarecloningintheUserdropdownlist.Select(public)ifthereportispubliclyowned. 3. SelectthereporttocloneandclicktheCloneReportbutton orrightclickthereportnametreeviewpaneand selectClone. 4. AttheReportPropertiesdialogbox,selecttheProfiletabandconfigure: ReportDescription:Whencloningareport,thedescriptiondefaultstoCopyof<reportname>.Typeanewand uniquenameforthereporttoreplacethedefault. Owner:Selectthereportownerinthedropdownlist. Notes:Typeextradetailsaboutthereportandthereportvariables. ReportFilename:Typeanew,uniquenameforthereporttemplate.ReportsstoreintheReportsfolderofthemain GoldMinedirectory.Reporttemplatesshouldendwiththeextension.fp. WARNING:Ifyoudonotgivethereportauniquefilenameatthisstageoftheprocess,itdoesnot save.
DefaultPrinter:Selectaprinter: SelectedPrinter:ThedevicedesignatedintheOutputtosectionoftheReportsMenu LayoutPrinter:ThespecialprinterselectedinGoldMineslayoutmode.

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5. ClickOKontheProfiletabtoreturntotheReportsCenter.Thenewreportisnowlistedinthereportlist. 6. HighlightthenewreportandclicktheLayoutbutton orrightclickandselectLayout.Thereportlayoutappears.

7. UsetheReportsLayoutLocalMenu(seepage283)andReportCenterToolbar(seepage276)toformatyourGoldMine Report.

Editing Report Layouts


Thereportslayoutwindowdisplaysareport'sexistinglabels,fields,andsectionsforediting.Editthereportparameters, pages,filters,andbreakfields.Withinthereportlayout,add,remove,orchangepartsofthereport.

TIP:BeforechangingstandardGoldMinereports,clonethereporttopreserveoriginalsettings.
1. Toeditafield,label,orsection,rightclickonitandselectEdit. Availableoptionsdependonthetypeofitemyouareediting.

TIP:Whenediting,thedefaultreportlayoutdisplaysXXXXinsteadoffieldnames.Todisplaythefieldnamesand
facilitateediting,rightclickandselectEdit>ShowFieldNames.Thefieldsnamesdisplayinthelayoutwindow. 2. ToquicklyeditReports,usetheGoldMineReportsShortcutKeysandtheLayoutlocalmenuortheLayouttoolbar. 3. CustomizetheGoldMineReportsby: CloningaTemplate(seeCloningReportsonpage285) CreatingaNewTemplate(seeCreatingReportsonpage282) 4. Refinethereportsby: EditingReportParameters(seeEditingReportParametersonpage287) EditingReportPages InsertingSections(seeInsertingSectionsinReportsonpage287) InsertingFields(seeInsertingReportFieldsonpage288) EditingFields(seeEditingReportFieldsonpage288) Thesesettingsalsodeterminetheinformationandtheorderitdisplaysinthereport:
Filters.Determinestheinformationincludedinthereport;applyfiltersonagloballevelortoareportsection(see BreakFields.Managesthegroupingofreportinformation.

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Editing Report Parameters


Setreportmargins,rulers,dateformat,andprintdefaultswiththereportparameters. 1. RightclickonthereporttemplateandselectReportSettings>Options. AttheReportParametersdialogboxopens. 2. IntheMarginsarea,typetheLeft,Right,Top,andBottommarginsininches. 3. IntheRulerSelectionarea,determineifarulerdisplaysandwhetheritappearsininchesorcentimeters: Hide.Norulerdisplaysonthetemplatewindow. Inches.Eachsectiondisplaysarulercalibratedininches. Centimeters.Eachsectiondisplaysarulercalibratedincentimeters. 4. IntheDefaultDateFormatarea,selectMM/DD/YYtodisplaydatesasmonth/day/year,orDD/MM/YYtodisplayday/ month/year. 5. SelectPrinttrialrecordswhenoutputtoprinterpriortorunningareport. Usethisoptiontorunatestprintingandadjustpaperfeedthroughtheprinterbeforesendingtherecords. 6. SelectPrintreportheaderbeforethepageheadertoprintreportheadersaddedbeforeprintingthepageheader. 7. ClickOK.

Inserting Sections in Reports


1. RightclickthereporttemplateandselectInsert>Section. TheNewSectionwindowopens.Thewindowdisplayssectionsavailableforinclusion.DetailandSortsectionsare numberedfrom1to9andareonlyavailableforinclusioninnumericorder. 2. SelectthesectiontoinsertintheSectionNameareaandthenclickOK. 3. Editsectionsafterinsertingthem.SeeEditingReportSectionsonpage287.

Editing Report Sections


1. Clickontheheader,detail,orfootersection.Aneditingboxappearsaroundthesection. 2. RightclickandselectEdit: Delete.Deletesthesection. Outlines.AccessestheLinePropertiesdialogbox.Selectlinesthatoutlinethesection,linesize,andcolor. Background.AccessestheItemBackgrounddialogbox.Selectthecolorandtypeofsectionbackground. Filter.AccessestheSectionSelectionCriteriadialogbox.Createafiltertospecifysectioncontents. ShowFieldNames.TogglesthetemplatedisplayfromXXXXtofieldnames. 3. ToeditusingtheSort#HeaderorDetail#Sectiondialogboxes,doubleclickthesectiontitle.Selectfrom: CompressSpaceBeforetheFirstItem.Compressesspacebetweenthebeginningofthesectionandtheobjectat thetopofthesection. CompressSpaceAftertheLastItem.Removesspaceafterthelastobjectofthesectiontoallowforlargeword wrappedfields. AdvancePageBeforePrintingtheSection.Advancestothenextpagebeforethebeginningofthesection. AdvancePageAfterPrintingtheSection.Advancestothenextpageafterprintingthesection. ReprintTitlesonEveryPage.Printstitlesoneverypage(availableforsortsectionsonly). NumberofRecordsAcrossthePage.Specifiesthenumberofrecordsthatcanbeplacedacrossthereport template.ThisoptionisusefulforprintinglabelsandisavailableforDetailSectionsonly. Filter.AccessestheSectionSelectionCriteriadialogbox.Createafiltertospecifysectioncontents. Outlines.AccessestheLinePropertiesdialogbox.Selectthelinesthatoutlinethesection,linesize,andcolor. BreakField.AccessestheBreakFieldforSectiondialogbox.Editabreakfieldtomanagethegroupingofmultiple entries(availableforSortHeadersections). Background.AccessestheItemBackgrounddialogbox.Selectthecolorandtypeofsectionbackground.

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Inserting Report Fields


InsertseveraltypesoffieldsintoaGoldMinereport.Afterinserting,editthefields. 1. Rightclickonthereporttemplate. 2. Atthelayoutlocalmenu,selectInsert. 3. Insertthefollowingfieldtypesasneeded: Label.Atextfieldtoactasafieldlabel. Section.Asectioninthereport. DataField.Amacrofieldorafieldfromthedatabase. ExpressionField.Acalculationfieldinthereport. SystemField.Apredefinedsystemfield,suchasarecordcount. DialogField.Aninteractivefieldinthereportthatrequiresaresponsefromtheuser. Line.Alineintothereport. PicturefromClipboard.The.bmpthatisintheclipboard. PicturefromDiskFile.A.bmpfromasavedlocation.

Creating Dialog Fields for Reports


Whenareportlaunches,itcanprompttheuserforparameterstoincludeinthereport.Forexample,createadialogboxto prompttheuserforthefirstandlastdatesforacalendarreport. BeforeinsertingDialogFieldsintoareport,createthem. 1. RightclickonthereporttemplateandselectDialogFieldsTable>Create.TheCreateDialogFielddialogboxappears. 2. IntheFieldNametextbox,typeafieldname.

TIP:Youcannotusespaces.Toseparatewords,usetheunderscore(_).
3. IntheFieldTypearea,selectone: Text:Anyalphanumericcharacters Numeric:Anynumericvalue Double:Anyfloatvalue Logical:LogicalTrueandFalseindicators;defaultsareYfortrueandNforfalse Date:Valuemustbeinadateformat(MM/DD/YY)

NOTE:Aftercreated,thefieldtypecannotbemodified.
4. OK. 5. TheFieldNameappearsasapromptontheReportPromptdialogbox.Tomakethepromptmoreuserfriendly,right clickthereporttemplateandselectDialogFieldsTable>Modify.Thefieldnamedialogboxappears. 6. IntheUserPrompttextbox,typethetexttheuserwillseeandrespondto.Forexample,youmayhaveaDialogField nameofStart_Datebutyouwanttheuserstorespondtothetext"Typethestartingdate." 7. InthePromptOrderfield,youcanchangethenumbertoreflecttheordermultiplequestionsareaskedin. 8. IntheFieldWidthtextbox,typethenumberofcharactersyouwantavailableinthedialogbox. 9. AftertheDialogFieldiscreated,insertitinyourreportfortheresponsetoappearonyourreport(seeToInsertDialog FieldsinReportsonpage294.)

Editing Report Fields


Formatfieldsinserted(seeEditingReportFieldsonpage288)intoareport. 1. Clickonthefield.Theeditingboxappearsaroundthefield. 2. RightclickthefieldandselectEdit.Selectaneditingoption: Cut:Cutstheselectedfieldfromthetemplate. Copy:Copiestheselectedfieldtotheclipboard.

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Paste:Placesacopiedfieldonthetemplatewherethecursorislocated. Delete:Deletesthefield. PositionText:AccessestheTextPositionwithinOutlinesdialogbox.PositionthetextHorizontallyandVertically

withinthefieldbox(seeToSetTextPositiononpage291).
Outlines:AccessestheLinePropertiesdialogbox.Selectthelinesthatoutlinethefieldbox.Alsoselectthelinesize

andcolor(seeToSetOutlinePropertiesonpage291). Background:AccessestheItemBackgrounddialogbox.Selectthecolorandtypeoffieldbackground(seeToSet theBackgroundonpage292). DefaultItemFont:AccessestheFontdialogbox.Selectfontstyle,size,andcolor(seeToEdittheFontsinReport Fieldsonpage292). FieldExpression:Thedialogboxthatappearsvaries,dependingonthetypeoffieldyouareediting:


DataFields(seeToInsertDataFieldsinReportsonpage293) ExpressionFields(seeToInsertExpressionFieldsinReportsonpage293) SystemFields(seeToInsertSystemFieldsinReportsonpage294) DialogFields(seeToInsertDialogFieldsinReportsonpage294) ShowFieldNames:TogglesthetemplatedisplayfromXXXXtofieldnames. Properties:Dependingonthefieldtype,oneoftheseFieldPropertiesdialogboxesappears: BasicFieldProperties(seeToEditFieldPropertiesinReportsonpage294) DateFieldProperties(seeToEditDateFieldPropertiesinReportsonpage295) NumericFieldProperties(seeToEditNumericFieldPropertiesinReportsonpage296)

Examples of Formatting Sections


TheContactProfile(Detailed)reportexampleshowsreporttemplatedividedinto17sections,eachoneholdingdifferent information.Bydefault,theinformationdisplaysasrowsofXs,plaintextlabels,anddates. TodisplaythefieldnamesinsteadoftheXs,rightclickandselectEdit>ShowFieldNames.

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PageHeader.CompanyandContactNamefieldsfromtheContact1database.Alsodisplaysalinedividingtheheader

fromfollowingsections.
Sort1Header.Contactname,addressdetails,andtelephonenumbersasmacros.Italsodisplaysthefivekeyfieldsand

thefirst10userdefinedfieldsalongwiththelocallabelnames.Thefinalinformationshownisthatdrawnfromthe Summarytab.
Sort2Header.Titlebarinformationfordisplayingadditionalcontactswithinthereport.Ifadditionalcontactsexist,this

sectiondefineswheretheyaredisplayed.
Sort3Header.Sort2Header,butdisplaysDetails. Sort4Header.Sort2Header,butdisplaysReferrals. Sort5Header.Sort2Header,butdisplaysPendingActivities. Sort6Header.Sort2Header,butdisplaysHistoryActivities. Sort7Header.Sort2Header,butdisplaysLinkedDocuments. Detail1Section.InformationdefinedinSort2Headerlistingalladditionalcontacts. Detail2Section.InformationdefinedinSort3Headerlistingallprofiles. Detail3Section.InformationdefinedinSort4Headerlistingallreferrals. Detail4Section.InformationdefinedinSort5Headerlistingallpendingcalendaractivities. Detail5Section.InformationdefinedinSort6Headerlistingcompletedhistoryactivities. Sort5Header.Sort2Header,butdisplaysPendingActivities. Sort6Header.Sort2Header,butdisplaysHistoryActivities. Sort7Header.Sort2Header,butdisplaysLinkedDocuments. Detail1Section.InformationdefinedinSort2Headerlistingalladditionalcontacts. Detail2Section.InformationdefinedinSort3Headerlistingallprofiles. Detail3Section.InformationdefinedinSort4Headerlistingallreferrals. Detail4Section.InformationdefinedinSort5Headerlistingallpendingcalendaractivities. Detail5Section.InformationdefinedinSort6Headerlistingcompletedhistoryactivities. Detail6Section.InformationdefinedinSort7Headerlistingalllinkeddocuments. Sort1Footer.SectionfornotesfromtheNotestab.Withnocriteriafordeterminingwhethernotesexist,thissection

printsineveryreport.
PageFooter.Systeminformationsuchasthedatethereportwasprinted,bywhichuser,andthepagenumber.

Whenrunningthisreport,thepageheaderandfooterandSort1HeaderandFooterhavenofilterandthereforealways display.Theothersectionsusefilters.Ifthedataforthesectionexists,thesectiondisplaysinthereport. Titlebarsfortheoptionalsectionsdisplayinsortheaderswhiletheactualinformationdisplaysindetailsections.

Modifying the Appearance of Report Fields


ToSetTextPosition(seepage291) ToSetOutlineProperties(seepage291) ToSettheBackground(seepage292) ToEdittheFontsinReportFields(seepage292)

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To Set Text Position


1. Clickonthefieldinthetemplate.Theeditingboxappearsaroundthefield.

2. 3. 4. 5.

RightclickthefieldandselectEdit>TextPosition.TheTextPositionwithinOutlinesdialogboxappears. IntheHorizontalarea,selectLeft,Center,orRightplacementofthedatawithinthefield. IntheVerticalarea,selecttheTop,Center,orRightplacementofthedatawithinthefield. ClickOKtosaveandclosethedialogbox

To Set Outline Properties


1. IntheDrawonSidesarea,selectthesidesthelinesshouldappear.

2. IntheLineStylearea,selectthestyleofoutlinetoappeararoundtheitem. 3. ThechoicesintheLabelareavarydependingonthekindoffieldyouareoutlining.Invisiblemaskstheitemonthe report. 4. TypetheLineWidthinmillimeters. 5. ClickLineColortoselectanoutlinecolor.Theeffectivenessofchoosingcolorovergreyscaledependsuponwhether youareprintingonacolorprinter. 6. ClickOK.

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To Set the Background


1. Selectafieldonthereporttemplate.Theeditingboxappearsaroundthefield.

2. RightclickandselectEdit>Background.TheItemBackgrounddialogboxappears. 3. Toaddabackground,selectPaintItemBackgroundandselectPaintbrushColor.TheColordialogboxappears.Select thecolorandclickOK.YoureturntotheItemBackgrounddialogbox. 4. SelectPaintbrushTypeandoneoption. 5. ClickOK.

To Edit the Fonts in Report Fields


ThedefaultfontforReportsisArialorMSSansSerif.Changetofontonthefieldsonthereporttobettersuiteyour publication. 1. Clickonceonthefieldtoedit.Theeditingboxappearsaroundthefield.

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2. 3. 4. 5. 6. 7. 8. 9.

RightclickandselectEdit>DefaultItemFont.TheFontdialogboxappears. IntheFontlist,selectatypefacesfromthoseinstalledonyourcomputer. SelectaFontstyle:Regular,Italic,Bold,orBoldItalic. SelectthefontpointSize. IntheEffectsarea,selectStrikeouttostrikeoutthecharactersinthefield. Underlinecharactersinthefield. SelecttheColorinthedropdownlist. SelecttheScriptinthedropdownlist.

NOTE:SelectionsyoumakeontheFontsdialogboxarepreviewedintheSamplearea,abovetheScript
option.

Fields in Reports
To Insert Data Fields in Reports
1. RightclickonthereporttemplateandselectInsert>>DataField.TheSelectaFielddialogboxappears. 2. FromtheDatabaseNamedropdownlist,selectone: Macros:CompositefieldssimilartothoseusedwhensettingupaGoldMine/Wordtemplate.Thesefieldsinclude blanklinesuppression. Contact1:AlistofavailablefieldsfromtheContact1databaseshowingfieldsfromtheprimarycontactareaof GoldMine. Contact2:AlistofavailablefieldsfromtheContact2databaseincludinginformationfromtheSummarytabandall userdefinedfields. ContHist:InformationavailablefromtheContHisttablecontainingdetailsshownontheHistorytabofaContact Record. ContSupp:InformationavailablefromtheContSupptableholdingthecontentsoftheContacts,Details,Referrals, andLinkstabs. Cal:InformationavailablefromtheCaltablecontainingthecalendardetailsshownonthePendingtab. OpMgr:FieldsavailablefromtheOpportunityManagerdatabaseOpMgr. OpMgrFld:AdditionalfieldsavailablefromtheOpportunityManagerdatabaseapplicabletoNewOpportunity templates. 3. Afterselectingatable,selectthefieldfromtheFieldNamedropdownlist.FieldsavailableintheFieldNamelistare determinedbytheselectedDatabaseName. 4. ClickOK.Thefieldappearsasamovableboxinthereporttemplate.Usethemousetodragtheboxtothedesired locationandleftclicktoplaceit. 5. DoubleclickthefieldtoeditFieldProperties(seeToEditFieldPropertiesinReportsonpage294).

To Insert Expression Fields in Reports


Useexpressionfieldstoinsertcalculationsinreports.Expressionscanperformmathematicalfunctionsorderivestatistical informationfromnumericfields,suchasaverages,percentages,orthenumberofdaysbetweentwodates.Calculation fieldsareusuallyfoundinanalysisandcalendarreports,buttheycanbeaddedtoanytypeofreport. 1. RightclickareporttemplateandselectInsert>ExpressionField.TheEnterFieldNamedialogboxappears. 2. Typeadescriptivenameforthefield.Donotusespaces. 3. ClickOK.TheCALC>FieldNameexpressiondialogboxappears.

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4. IntheExpressiontextbox,typethecalculationexpression,includingthetablesyouaredrawingfrom.Forexample, Contact2>Usum1+Contact2>Usum2addsthesumofUsum1andUsum2tothereport. Usethebuttonstoaddexpressionelements:


SystemField:Insertsasystemfieldintheexpression. DialogField:Insertsadialogfieldintheexpression. DataField:LaunchestheSelectaFielddialogboxtoselectafieldormacrotoinsertintheexpression. Operator:LaunchestheSelectanOperatordialogboxtoselectanoperatorsuchas<,>,=,.AND.,etc. Function:LaunchestheSelectaFunctiondialogbox.Selectapredefinedargumentsthatreturnsapredefinedtype

value. CalcField:Insertsapredefinedcalculationfieldintheexpression. 5. ClickOK.

To Insert System Fields in Reports


1. RightclickthereporttemplateandselectInsert>SystemField.TheSystemFieldSelectiondialogboxappears. 2. Selectthefieldtoinsert. 3. ClickOK.Thefieldappearsasamovableboxinthereporttemplate.Dragtheboxtothedesiredlocationandleftclick toplaceit.SystemFieldsareusuallyplacedinthereportHeaderorFooter.

To Insert Dialog Fields in Reports


NOTE:Youmustcreatedialogfields(seeCreatingDialogFieldsforReportsonpage288)beforeinserting
themintoyourreport. 1. RightclickthereporttemplateandselectInsert>DialogField.TheSelectDialogFielddialogboxappears. 2. Selectthefieldtoinsert. 3. ClickOK.Thefieldappearsasamovableboxinthereporttemplate.Usethemousetodragtheboxtothedesired locationandleftclicktoplaceit. 4. Doubleclickthefieldboxtochangetheparameters.Forinstance,changetheTrueandFalseindicatorsonaLogical dialogbox.

Working with Field Properties in Reports


To Edit Field Properties in Reports
Thisdialogboxshowssettingsforabasicdatafield.Separatedialogboxesexistfordatefieldsandnumericfields.

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1. Doubleclickthefieldinthereporttemplate.TheFieldPropertiesdialogboxappearswiththefieldnameinthetitle bar. 2. IntheWraparea,select: WrapText:Wrapstextfromonelinetothenextwithinthedesignatedfieldbox. WordWrapText:Wrapstextfromonelinetothenextwithoutbreakingwords. VariableNumberofLines:Letsdatadisplayoutsidethefieldbox.

NOTE:Withoutthisoptionselected,informationinalongfielddisplaysinonecontinuousline,withthe
informationdisappearingoutsidethereportboundaries.
TrimExtraSpaces:Removesextraspacesinthefield.

3. IntheTextPositionarea,selecttheHorizontalandVerticalplacementofthetextwithinthefieldbox. 4. IntheCapitalizationarea,select: Capitalize:Capitalizesdatainthefield,nomatterhowitisenteredinthedatabase. CapitalizeFirstLetter:Capitalizesthefirstletterofeachword. PrintinLowerCase:Printswordsinlowercase. 5. ClickOutlinetoconfiguretheoutlineoffieldsintheLinePropertiesdialogbox. 6. ClickBackgroundtocreateabackgroundcolorandtypewithinthelabelbox. 7. ClickFonttoselectthefontforthefield. 8. ClickOKtosavethesettingsandclosethedialogbox.

To Edit Date Field Properties in Reports


Thisdialogboxcoversthebasicsettingsforadatefield.Thereareseparatedialogboxesforbasicdatafieldsandnumeric fields.

1. Doubleclickthefieldinthereporttemplate.TheFieldPropertiesdialogboxappearswiththefieldnameinthetitle bar. 2. IntheDateFormatarea,selectthemonth,date,andyearformattoapplytothefield. 3. SelecttheDateDelimitercharacterthatseparatesmonth,date,andyear.Thedefaultis/. 4. SelectSuppressZeroDatetodisplaynothingifthereareonlyzeroesinthedates. 5. IntheTextPositionarea,selecttheHorizontalandVerticalplacementofthedatewithinthefieldspace.

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6. IntheFooterFieldsarea,clickSummarizationType:Valuetospecifythesummarizedvaluesyouareusinginthefooter field.Thisoptionisavailableonlyifyouareworkinginafooter.Thefootercanincludeanyofthesetypes: Value:Fieldvalue. Total:Cumulativefieldvalueofallrecordsinthesection. Average:Cumulativefieldvalueofallrecordsinthesectiondividedbythenumberofrecordsinthesection. Count:Generatesthetotalnumberofrecordsinasection Max:Computesthemaximumvalueofallrecordsinasection. Min:Computestheminimumvalueofallrecordsinasection. 7. SelectRetainValueAfterPrintingtoprintrunningtotalsinsteadofclearingtheinternalaccumulatorafterprinting.This optionappliesonlytonumericfieldsorfloatfieldsusedinafooter. 8. ClickOutlinetosettheLinePropertiesaroundthefieldbox. 9. ClickBackgroundtosetthecolorandbackgroundtypeinthefieldbox. 10. ClickFonttochangethefontusedinthefield. 11. ClickOKtosaveandclose.

To Edit Numeric Field Properties in Reports


Thisdialogboxshowsbasicsettingsforanumericfield.Separatedialogboxesexistforbasicdatafieldsanddatefields.

1. Doubleclickonthefieldinthereporttemplate.TheFieldPropertiesdialogboxappearswiththefieldnameinthetitle bar. 2. IntheNumericFormatarea,typetheNegativeSignPrefix(defaultsto). 3. TypeaNegativeSignSuffixasneeded.

NOTE:Ifusingjustanegativesign,,toindicateanegativevalue,youdonotneedtotypeanyvalueinthe suffixbox.Touseparenthesesaroundavaluetoindicateanegativeamount,typetheleftparentheses,(,in theprefixboxandtherightparentheses,),inthesuffixbox.


4. TypeaPositiveSignPrefixandaPositiveSignSuffixasneeded. 5. Typethe#ofDecimalPlaces.Thisnumberspecifiesthenumberofdigitsthatcanbeenteredtotherightofthedecimal point. 6. TypetheCurrencySymboltobeused,suchas$,,or.

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7. 8. 9. 10. 11.

12. 13. 14. 15. 16. 17.

SelectSuppressZeroValuestonotprintavalueinthefieldifthevalueiszero. SelectPadwithZeroestopaddecimalvalueswithtrailingzeroes. SelectUseCommaFormattoseparatethousandswithcommas.Forexample,12345appearsas12,345. IntheTextPositionarea,selecttheHorizontalandVerticalplacementofthedatawithinthefieldbox. IntheFooterFieldsarea,clickSummarizationType:Totaltospecifythesummarizedvaluesyouareusinginthefooter field.Thisoptionisavailableonlyifyouareworkinginafooter.Thefootercanincludethesetypes: Value:Thefieldvalue. Total:Thecumulativefieldvalueofrecordsinthesection. Average:Thecumulativefieldvalueofrecordsinthesectiondividedbythenumberofrecordsinthesection. Count:Thetotalnumberofrecordsinasection. Max:Thecomputedmaximumvalueofrecordsinasection. Min:Thecomputedminimumvalueofrecordsinasection. SelectRetainValueAfterPrintingtoprintrunningtotalsinsteadofclearingtheinternalaccumulatorafterprinting.This optionappliestonumericfieldsorfloatfieldsusedinafooter. ClickOutlinetosettheLinePropertiesaroundthefieldbox. ClickBackgroundtosetthecolorandtypeofbackgroundinthefieldbox. ClickFonttochangethefontusedinthefield. ClickOKtosaveandclose.

About Report Filters


Reportfiltersdeterminewhatinformationtoincludewhenthereportisrun.Reportfiltersarecomposedwiththesame notationasotherfiltersinGoldMine. Therearethreewaysfilterscanbeappliedtoreports:
ActiveGoldMinefiltersorgroups(seeActivatingandReleasingFiltersandGroupsonpage218) GlobalReportfilters(seeEditingGlobalReportFiltersonpage297) Sectionfilters(seeEditingSectionFiltersinReportsonpage298)

GoldMinefiltersandGlobalfilterstodeterminewhichContactRecordsareincludedinareport.Sectionfiltersspecifywhat informationisinthesectionthefilterappliesto.Differentsectionsofreportscanhavedifferentfilters,includingmacro filters.

Editing Global Report Filters


UseglobalreportfilterstoincludeonlyContactrecordsmeetingfiltercriteria.

NOTE:GoldMineReportsarenotoptimizedforSQLServerandmaycauseslowperformance.Consider
usingAnswerWizardreportsifavailable(seeAnswerWizardReportsonpage303). 1. RightclickthetemplateandselectReportSettings>Filters.TheRecordSelectionCriteriadialogboxappears. 2. IntheExpressiontextbox,typethefilterexpressiontobuild,includingthetablesyouaredrawingfrom.Forexample, Contact1>State="CO"includerecordswherethestateisColorado.

NOTE:ForaGlobalReportfilterliketheoneabove,itismoreefficienttocreateandactivateaGoldMine
filterorgroupthanuseitasaglobalfilter.

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3. Constructyourfilterwiththeseoptions: SystemField:Insertsasystemfieldintheexpression. DialogField:Insertsadialogfieldintheexpression. DataField:LaunchestheSelectaFielddialogboxtoselectafieldormacrotoinsertintheexpression. Operator:LaunchestheSelectanOperatordialogboxtoselectanoperatorsuchas<,>,=,.AND.,etc. Function:LaunchestheSelectaFunctiondialogbox.Selectapredefinedargumentsthatreturnsapredefinedtype value. CalcField:Insertsapredefinedcalculationfieldintheexpression. 4. ClickOKtosavethefilterandclosethedialogbox.

Editing Section Filters in Reports


SectionFilterslimitinformationdisplayinginthereportsections.Eachsectioncanhaveitsownfilter. 1. Clickthesectionheaderyouareediting.Theeditingboxappearsaroundthesection. 2. RightclickandselectEdit>Filters.TheSectionSelectionCriteriadialogboxappears. 3. IntheExpressiontextbox,typethefilterexpression,includingthetablesfromwhichyouaredrawing.Forexample, Contsupp>Rectype="R"displaysonlytherecordswithreferralsinthesection. 4. Usethesebuttonstoconstructyourfilter: SystemField:Insertsasystemfieldintheexpression. DialogField:Insertsadialogfieldinthefilter. DataField:LaunchestheSelectaFielddialogboxtoselectafieldormacrotoinsertintheexpression. Operator:LaunchestheSelectanOperatordialogboxtoselectanoperatorsuchas<,>,=,.AND.,etc. Function:LaunchestheSelectaFunctiondialogbox.Selectapredefinedargumentthatreturnsapredefinedtype value. CalcField:Insertsapredefinedcalculationfield. 5. ClickOKtosavethefilterandclosethedialogbox.

Editing Macros in FIlters


1. 2. 3. 4. ToeditaSectionFilterwithamacro,clickinthesection.Theeditingboxappearsaroundthesection. RightclickinthesectionandselectEdit>Filters.TheSectionSelectionCriteriadialogboxappears. EditthefilterintheExpressionboxorclickDataFieldtoaccesstheSelectaFielddialogbox. SelectMacrosfromtheDatabaseNamedropdownlist.Twotypesofmacrosareavailable: &Sort:&sort1,&sort2,and&sort3holdtheprimary,secondary,andtertiarysortsthatcanbespecifiedforthe report.ClicktheSortsbuttonintheReportMenudialogbox.Thesemacrosletthedatawithinagenericreportbe sortedbyauserwhenselectingthereport.Contactrecordsareincludedinareportiftheycontainspecifiedreport sortordercriteria.ThesethreespecialmacrosbecomemoreusefulwhenusedasBreakFields. &suppfile:Whenusedwithinsectionorreportfilters,thismacrodetermineswhichareaoftheGoldMinedatabase toreporton.Forexample,ifthesectiondealswithReferrals,thisfiltercanbeadded:&suppfile=csc.Thefirsttwo lettersreferencethetable;thesecondtworeferencetheRectype.

NOTE:The&suppfilemacrocannotbeselectedfromalistofvariablesandmustbetypedmanually.
Responsesfor&suppfilemustbeaminimumoftwolettersandamaximumofthree.Seethe&Suppfile Chartonpage299.

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ExampleofMacroFiltersinaReport SelecttheContactReportContactProfile(Detailed)anddisplaythelayout.Byselectingeachofthereportsections inturn,rightclicking,andselectingEdit>>Filter,youseewhethereachsectionisfiltered. Manysectionsusethe&suppfilemacro.Eachsection:


PageHeader:Nofilterthisinformationdisplaysineveryreport. Sort1Header:Nofilterthisinformationdisplaysineveryreport. Sort2Header:Titlebarforadditionalcontactssection.Filter:&suppfile=csc.Thissectiondisplaysif

additionalcontactsexistontherecord.
Sort3Header:Titlebarforprofilessection.Filter:&suppfile=csp.Thissectiondisplaysifdetailsexistonthe

record.
Sort4Header:Titlebarforreferralssection.Filter:&suppfile=csr.Displaysifreferralsexistontherecord. Sort5Header:Titlebarforpendingactivitiessection.Filter:&suppfile=ca.Displaysifpendingactivitiesof

anytypeexistontherecord.
Sort6Header:Titlebarforhistoryactivitiessection.Filter:&suppfile=ch.Displaysifhistoricalactivitiesof

anytypeexistontherecord.
Sort7Header:Titlebarforlinkeddocumentssection.Filter:&suppfile=csl.Displaysifdocumentshavebeen

linkedtotherecord.
Detail1Section:Detailsectionforadditionalcontacts.Filter:&suppfile=csc.Displaysifadditionalcontacts

existontherecord.
Detail2Section:Detailsectionfordetails.Filter:&suppfile=csp.Displaysifdetailsexistontherecord. Detail3Section:Detailsectionforreferrals.Filter:&suppfile=csr.Displaysifreferralsexistontherecord. Detail4Section:Detailsectionforpendingactivities.Filter:&suppfile=ca.Displaysifpendingactivitiesofany

typeexistontherecord.
Detail5Section:Detailsectionforhistoryactivities.Filter:&suppfile=ch.Displaysifhistoricalactivitiesofany

typeexistontherecord.
Detail6Section:Detailsectionforlinkeddocuments.Filter:&suppfile=csl.Displaysifdocumentsarelinked

totherecord.
Sort1Footer:Nofilterthisinformationdisplaysineveryreport. PageFooter:Nofilterthisinformationdisplaysineveryreport.

IffiltersarenotaddedtotheDetailsections,informationdisplayingtheredisplaysundereverysortheader.Detail sections1through6displayundereachsortheader(2through7)butareonlyshownwhenfiltercriteriaaremet. Addingathirdlettertothe&suppfilemacrointhependingandhistoryactivitysectionfiltersnarrowsthe informationincludedtoonlythetypeofactivityspecified. 5. ClickOKtosaveandclosethedialogbox.

&Suppfile Chart

TABLE
Calendarca

CHARACTERS1AND2
&suppfile="cax"

CHARACTER3
Wherex= a:appointment c:callback t:nextaction d:todos m:Email s:forecastedsale

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o:otheraction

ContSuppcs

&suppfile="csx"

Wherex= c:additionalcontacts p:details r:referrals l:linkeddocuments o:organizationalchart

ContHistch

&suppfile="chx"

Wherex= a:appointment c:call t:nextaction d:todos m:message s:completedsale o:otheraction

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Previewing GoldMine Reports


PreviewingaGoldMineReporttocheckreportresultsbeforeprintingortoviewinformationwithoutprintingtheentire report. 1. Useoneofthesemethods: IntheReportsCenter,configuretheReportPropertiestoreturnthedesiredresultsandclickthePrintbuttonon ReportsCentertoolbar.ThePrintReportdialogboxopens. ConfigurethedialogboxandselectPrintReportOutputtoWindow.ThePreviewwindowappearswiththedatain thereport.
WhenworkingintheGoldMineReportlayout,clickthePreviewbutton

onthetoolbar.ThePreviewwindow

appearswithdatainthereport. 2. Toprintthereport,rightclickandselectPrint.ThePrintPagesdialogboxappears.Typethefirstandlastpagestoprint andclickOK. 3. Tosaveareportwiththeprevieweddata,clickSave .

Printing Reports
Selectandprintanexistingreportbyoneofthefollowingways:
SelectingFile>PrintaReport.ThePrintReportdialogboxappears. SelectingGoTo>Reports>ReportCenter.TheReportsCenterdialogboxappears.Selectthereporttoprintandclick

PrintontheReportsCentertoolbar.ThePrintReportdialogboxappears.
FromtheCalendar,clickPrintontheCalendartoolbar.ThePrintReportdialogappears.

1. InthePrintReportdialogbox,selectthereportTypeinthedropdownlist.SelectGoldMineorCrystalReports. 2. IntheCategorydropdownlist,selectthereportcategorytoselectfrom: ContactReports CalendarReports ServiceReports AnalysisReports LabelsandEnvelopes OtherReports 3. IntheUserdropdownlist,selecttheowninguserofthereporttoprint.Ifitisapublicreport,select(public)inthe dropdownlist. 4. IntheReportdropdownlist,selectthereportname. 5. Determinethecontactsagainstwhichthereportisrun: CurrentContactOnly:PrintsthereportbasedontheactiveContactRecord. Allcontactsinthefollowingfilterorgroup:SelectsALLContactRecordstogeneratethereportfortheentire database(thiscanbetimeconsuming),orselectapredefinedfilterorgroup. 6. InthePrintReportOutputToarea,selectfrom: Window:GeneratesthereportanddisplaysdatainareportPreviewwindow. Printer:Generatesthereportandsendsittoyourdesignatedprinter. 7. ClickOKtogeneratethereport.

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Saving Reports with Data


AfterpreviewingareportwithspecifiedReportProperties,savereportresultsasafileandaccesstheinformationlater. 1. 2. 3. 4. 5. IntheReportCenter,configuretheReportPropertiesandpreviewthereport. ClickSave.TheSavetheReporttoaDiskFiledialogboxappears. Selectthelocation.andthentypeaFilename. SelectNativeFormat(*.FRC)intheSaveastypedropdownlist. ClickOK.Thereportsavestothatlocation.

Viewing Saved Reports


1. IntheReportsCenter,clickViewsavedreport .TheOpendialogboxappears. 2. Browsetothelocationofthe*.frcfileyouareviewing. 3. SelectthefileandclickOpen.ThereportopensinaGoldMinereportpreviewwindow.

Sorting Report Data


Presentdatainorderofselectedfield(s).GoldMineprovides3levelsofsortingforeachreport.Forexample,ifyouselect Companyasthefirstsortfield,GoldMineordersalltherecordsinthereportalphabeticallybycompanyname.However,if youselectZipasthefirstsortfield,GoldMinelistsrecordsbyZIPcode. GoldMinequeriesthedatabaseinthemostefficientwayavailable.Ifyousetupamultilevelsort,orasinglelevelsortona fieldnotalreadyindexed,GoldMinebuildsareportsorttable.ThisadditionalstepletsotherusersaccessGoldMinedata whilethereportisprintingandalsospeedstheprintingprocess.

NOTE:TheSortsoptionisonlyavailableforContactReports,AnalysisReports,andOtherReports.
1. theReportsMenudialogbox,highlightthereport,thenclickReportSorts. 2. TheReportPropertiesdialogboxappears.SelecttheSortOrderstab. 3. Selectasecondlevelofsortingforthoserecordshavingthesameprimarysortfield.Forexample,ifyouselect CompanyforthePrimarySort,andtheSecondarySortisContact,GoldMinefirstordersrecordsbycompanyname. When2recordshavethesamecompanyname,GoldMinesortsthemalphabeticallybycontactname. 4. SelectaTertiarySortfieldtoorderrecordsbythethirdsortfieldwhenthefirstandsecondlevelsortfieldsare identical.Forexample,ifthefirstandsecondlevelsortsareStateandCity,andthethirdlevelsortisZip,GoldMine ordersrecordsbyZipentriesonlywhen2ormorerecordshavethesameCityandStatevalues.

NOTE:Withoutasecondorthirdlevelsort,GoldMineordersrecordswiththesamefirstlevelsortvalues
bytherecordscreationdateandtime.Listingrecordsbyentryorderisknownasthenaturalorderof records. 5. theStartatfield,specifythebeginningvalueofarangedefiningrecordorderwithintheselectedsortlevel. 6. IntheEndatfield,specifytheendoftherange. IfStartatandEndatareblank,(all)appearstotherightofthesortleveldatabaseandfield,andGoldMinesortsall recordsinascendingorder. Example: PrimarySort:Contact1>Lastname(all):ThefirstlevelsortisorderingallrecordsbytheLastnamefieldoftheContact1 databaseinalphabeticalorder.WhenselectingaStartatvalueandanEndatvalue,GoldMinedisplays(range)tothe rightofthesortleveldatabaseandfield. 7. ClickOK.

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Answer Wizard Reports


AnswerWizardisareportingtoolthatallowsusersrundetailedreportsaboutcompanyissuesandtrends.Whenselectinga reportfromtheAnswerWizardtree,thewizardpromptsyoutoanswerquestionsrelatedtotheoutputofyourreport,such ascontentparametersandprintingoptions. AnswerWizardcanpromptyoutoanswerreportspecificquestions,suchasdateandtimeranges,priorities,andsoon.The wizardthenrunsthesespecificationsagainstinformationinyourdatabaseandreturnstheresults. IfyouareusingGoldMinewithaSQLdatabase,AnswerWizardreportsprovideaquickerwaytoproducereportsbasedon GoldMinedata.SelectfromavarietyofpredefinedAnswerWizardreports.TheAnswerWizardisinstalledwhenyouselect ManagementIntelligenceduringacustominstallationofGoldMineusinganElicense.

NOTE:AlsoinstallCrystalReportsandcreateyourownreports.TheCrystalReportsinstallationfileison
yourGoldMinePremiumEditionCDROM. AnswerWizardprovidesindependentonlineHelpforconfiguringandusingit. Selectfromthesereportcategories:
Account/ContactInformation PersonalandTeamCalendars PastActivities SalesAnalysis OtherAnalysis

NOTE:Inanetworkenvironment,AnswerWizardmustbeinstalledlocally(onthecomputerofthose
individualsusingthereports).

To Start the Answer Wizard 1. ClickStartontheWindowstaskbarandselectPrograms>GoldMine>AnswerWizard.TheAnswerWizardappears. 2. Ifnecessary,clickPreferencestoconfiguredatabasesettingsandlogininformation. 3. Expandthetreeandselectthereportyouarerunning.ClickNexttoworkthroughthewizard.

Reporting Services Integration


UsetheReportSchedulingfeaturetorunreportsatscheduledtimesfromwithinGoldMine.Itworksinconjunctionwith Microsoft'sSQLServerReportingServicesandMicrosoftVisualStudio.Theseprogramsmustbeinstalledandoperating successfullyforScheduledReportstofunction.ReportingServicesmustbeconfiguredforEMailDelivery.

NOTE:ThisfeatureonlyworkswithSQLServerStandardEditionorhigher.
themenubar,selectGoTo>Reports>ReportScheduling.Ifthefeaturehasnotbeenconfigured,amessageappears.

Ifthefeaturehasbeenconfigured,theScheduledReportsdialogboxappears. SeeUsingScheduledReports.

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To Schedule Reports
1. Fromthemenubar,selectGoTo>Reports>ReportScheduling.

TheScheduledReportsdialogboxopens. Thisdialogboxisblankuntilyouhavescheduledareportanditispending. 2. ClickNew.TheScheduleaReportdialogboxopens.

NOTE:IfMicrosoft.NET1.1hasnotbeeninstalled,anerrormessageappearsexplainingthe
RepServicesBridge.dllhasnotbeenregistered.AskyoursystemadministratortoregisterthisDLLfile.

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3. 4. 5. 6.

ClicktheDetailtab. FromtheReportdropdownlist,selectoneofthereportscontainedinMicrosoftReportingServices. FromtheSchedulearea,selectaStartDateandStartTime. FromtheDeliveryarea,selectByemailorShareddirectory. EmailissentbyMSSQLReportingServices,notfromwithinGoldMine.

7. FromtheRenderformatarea,selectExcel,HTML,PDF,orXML.Thereportisdeliveredinthisformat.Theformats mimicthoseavailableinMicrosoftReportingServices. 8. IfyouhaveselectedShareddirectory,clicktheDeliverytab.

NOTE:IfyouselectedShareddirectoryanddonotconfiguretheDeliverysettings,anerrorisloggedinthe
GoldMineProcessMonitorandthereportisnotdelivered.

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9. 10. 11. 12. 13.

IfyouselectedShareddirectoryontheDetailtab,configurethepathhere. IntheFilenametextbox,typethefoldernameoftheshareddirectory. InthePath(UNC)textbox,typetheUNCpathtothisfolder. SelectAddafileextensionwhenthefileiscreatedcheckbox. IntheFileShareCredentials,typeaUsernameandPasswordforthisfolder.Ifthefolderhasanexistingusernameand password,typethese. 14. IntheOverwritearea,selectDonotoverwrite,Overwritewithnewerfile,orIncrementfilename. 15. ClickOK. 16. TheScheduledReports>Activetabreopens. Thereportyoujustscheduledshouldbelisted.

Report Notes
AfterthereportrunsbasedonthescheduledtimeinScheduledReports,thatreportisautomaticallyremovedfrom

theActivetabandthenloggedintheCompletedtab.
Ifyouwantareporttorunimmediately,selectthereportandclickComplete. TomakechangestothesettingsintheScheduleaReportDetailorDeliverytabs,clickEditintheScheduled

Reportsdialogbox. Todeleteareportfromtheschedule,selectitintheActivetab,andclickDelete. TodeleteareportfromtheCompletedtab,selectitandclickPurge.SelectPurgeAlltodeleteallreports. Thereisnorecurrencewiththisfeature.Youmustmanuallyscheduleareporttoruneachtime.

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Configuring for E-Mail Delivery


ReportingServicesincludesanemaildeliveryextensionsothatyoucandistributereportsthroughanexistingemail server.Beforeitcanbeused,youmustconfigurethereportservertomakeemaildeliveryavailabletoyourusers.Report serveremaildeliveryisimplementedonCollaborationDataObjects(CDO),andrequiresaSimpleMailTransportProtocol (SMTP)server.Theemaildeliveryextensiondoesnotprovidesupportfordigitallysigningorencryptingoutgoingmail messages. TheconfigurationfileisanXMLdocumentcalledrsreportserver.config.Belowisasnipofhowitshouldbesetfortheemail delivery: <RSEmailDPConfiguration>
<SMTPServer>mail.frontrange.com</SMTPServer> <SMTPServerPort>25</SMTPServerPort> <SMTPAccountName>cosmin</SMTPAccountName> <SMTPConnectionTimeout>30</SMTPConnectionTimeout> <SMTPServerPickupDirectory></SMTPServerPickupDirectory> <SMTPUseSSL></SMTPUseSSL> <SendUsing>2</SendUsing> <SMTPAuthenticate>0</SMTPAuthenticate> <From>cosmin@frontrange.com</From> <EmbeddedRenderFormats> <RenderingExtension>MHTML</RenderingExtension> </EmbeddedRenderFormats> <PrivilegedUserRenderFormats></PrivilegedUserRenderFormats> <ExcludedRenderFormats> <RenderingExtension>HTMLOWC</RenderingExtension> <RenderingExtension>NULL</RenderingExtension> </ExcludedRenderFormats> <SendEmailToUserAlias>True</SendEmailToUserAlias> <DefaultHostName></DefaultHostName> <PermittedHosts></PermittedHosts> </RSEmailDPConfiguration>

SeethearticleConfiguringaReportServerforEMailDeliveryathttp://msdn.microsoft.com/.

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Configuring the INI File


AfteryouhaveMicrosoftSQLServerReportingServicesinstalledandconfiguredonyournetwork,thesystem administratormustaddasectiontothegm.inifiletypicallylocatedinProgramFiles/GoldMine/.Thisadditiontells GoldMinewheretheReportingServicesishosted. 1. CloseGoldMineandopenthegm.inifileusingNotepad. 2. Typethefollowingasshownbelow(wherelocalhostistheIPaddress,machinename,ordomainnameofyour MicrosoftSQLReportingServer).
[ReportServer] WebServiceURL=http://localhost/ReportServer/ReportService.asmx

3. ClickSaveandcloseNotepad. 4. OpenGoldMineandnavigatetoGoTo>Reports>ReportScheduling.IftheINIfilewassuccessfullyrevised,the ScheduledReportsdialogboxopens.

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Automated Processes
Overview
YoucanautomateroutinetasksbysettingupaseriesofpredefinedactionstoperformthetasksonContactsinthe database.Thesetasksinclude:
Administrativeandtrackingduties Generatingdirectmail Validatingdata

Forexample,printintroductoryletterstonewcontactswheneveraContactRecordiscreated.Afterprintingtheletter,the AutomatedProcesscanscheduleafollowupactivity(suchasacallback)onthecalendaroraGoldMineuser.

Automated Processes Components


Thefollowingisalistoftheautomatedprocesscomponents.
Processes.ThisisasequenceoftwoormoreeventsusedasthestepbystepinstructionsGoldMineevaluatesto

performadefinedseriesofactivities.Alsoknownasanautomatedprocess.Youcanlinkseveraleventstoforma process.
Events.Anautomatedprocessconsistsofasequenceofoneormoreevents.Aneventreferstothestepbystep

instructionscontainedinanAutomatedProcessorprocessGoldMineevaluatestoperformaseriesofactivities.An eventconsistsofatriggerandanaction.Eventswithineachprocessperformanactionwhentriggeredbyacondition.
Action.EachAutomatedProcesseventhasatriggeredaction.Thetriggerisevaluatedandifthecriteriaismet,the

event'sactionisperformed.
Trigger.EachAutomatedProcesseventisprocessedbasedonatrigger.Thetriggerevaluatesand,ifthecriteriaismet,

performstheevent'sactionandtheprocessingcontinuestothenextevent. UsetheAutomatedProcessesCentertocreateandeditprocessesandeventsandtoexecuteprocesses.Manageprocesses attachedtocontactsoneachrecordwiththeProcessestab.UsetheavailablemenuoptionstoExecuteProcessesand ManageProcesses.

Designing Automated Processes


Whenaneventiscreated,itisassignedapreemptiveorsequentialnumber.GoldMineevaluatespreemptiveeventsfirst andthensequentialevents. Whencreatingpreemptiveeventsyougenerallysettheconditiontoeliminatethescannedrecordratherthanconfirmthis processisappropriate.Forexample,asalesrepandterritoryisdesignatedintheSalesRepandTerritoryfields,then removethisprocessfromtherecord;otherwisepopulatethesetwofieldswiththedefinedcriteria. Preemptiveeventsarenumberedfrom0to99.GoldMineprocessesallofthepreemptiveeventsofaprocessfirstbefore movingontosequentialevents.IfthePreemptiveeventifstatementsis:
True.Performtheactionandgotothenextevent.

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False.Donotperformtheactionbutstillgotothenextevent.

Preemptiveeventsshouldbenumbered5,10,15,andsoon.Keepspacebetweentheeventstoinsertadditionalevents. Sequentialeventsperformactionssuchasprintingaletter,sendinganemail,orschedulingacall.Theyarenumberedfrom 100to999.Sequentialeventsshouldbenumbered100,110,120,andsoontoaddothereventsbetweenexistingevents. Aftercompletingallpreemptiveevents,GoldMinerunsthefirstsequentialeventandprocessessequentialevents.Ifthe statementis:


True.Performtheactionandgotothenextsequentialevent. False.Donotperformtheactionanddonotproceedtothenextsequentialevent.

AfterGoldMinecompletesthesequentialevents,itprocessesthenextprocessfortheContact,orifthereisnoprocessto process,GoldMinegoestothenextContact. Whencreatinganautomatedprocess,definetheprocess,thenallocatetheevents,triggers,andactionstotheprocess. Exampleoftheplanningtodo:

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Automated Processes Center Components


Toolbar
TheAutomatedProcessesCentertoolbarhasthefollowingbuttons:

NewAutomatedProcess.Createsanewautomatedprocess. NewEvent.Createsanewevent. CloneNewProcess.Clonesanautomatedprocess. Delete.DeletetheAutomatedProcess Properties. MoveEventUp.Movestheeventupthelist. MoveEventDown.Movestheeventdownthelist. ExecuteAutomatedProcess.Executestheautomatedprocess.

Event Local Menu


TheEventLocalMenucontainsthefollowingcommand:

Refresh.UpdatestheselectedAutomatedProcessoreventdisplay. RefreshAll.UpdatesthedisplayofallAutomatedProcessesandeventsfortheselectedUser. Expand.DisplaysallitemscontainedundertheselectedAutomatedProcess. MoveUp.Movestheselectedeventupbyoneline. MoveDown.Movestheselectedeventdownbyoneline. New.DisplaystheGoldMineAutomatedProcessEventWizard,fromwhichyoucancreateanevent. Delete.Deletestheselectedevent. Properties.DisplaystheGoldMineAutomatedProcessEventWizard,fromwhichyoucanmakechangestotheselected

event.

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Process Local Menu

Refresh.UpdatestheselectedAutomatedProcessoreventdisplay. RefreshAll.UpdatesthedisplayofallAutomatedProcessesandeventsfortheselecteduser. Expand.DisplaysallitemscontainedundertheselectedAutomatedProcess. New.DisplaystheGoldMineAutomatedProcessesWizard.Usetocreateaprocess. Clone.DisplaystheGoldMineAutomatedProcessesWizard.UsetocreateacopyoftheselectedAutomatedProcess. Delete.Deletestheselectedprocess. Properties.DisplaystheGoldMineAutomatedProcessesWizardtoenableyoutoedittheprocess.

Process Options Update


TheProcessOptionsallowsyoutodeterminewhenandhowprocessesattachandexecute.
Allowonlyoneattachmentofthisprocesspercontact.Preventsmultipleattachmentsoftheoneprocesstoacontacts

record.
Executethisprocessimmediatelyuponattachment.Startsprocessingtheprocessassoonasauserattachesthe

processtooneormorecontactrecords.
Executethisprocessonlywhenscanningforprocesses.PreventsGoldMinefromexecutingaprocessattachedtoa

singlecontactrecord.Usetorestrictprocessexecutiontoaspecificsystem.
Forexample,ifaprintactionrequiresaspecialprinterthatisconnectedtooneworkstation,selectingthisoptionand

Executethisprocessimmediatelyuponattachmentpreventstheprintingprocessfromrunningadifferentworkstation.
Restartthisprocesseachtimethatitends.Reattachestheprocesswhenprocessingfortheprocesscompletes. Allowuserstoattachthisprocess.Letsotherusersattachtheprocess. Attachthisprocesstoallnewcontactrecords.Attachestheprocesstoeachnewcontactrecord.Applytoonlyone

AutomatedProcess.

Creating Automated Processes


CreatenewautomatedprocessesusingtheAutomatedProcessWizard. 1. SelectTools>AutomatedProcesses>ManageProcesses. ClickOKattheWelcomemessage.TheAutomatedProcessesCenteropens. 2. RightclickonAutomatedProcessesandselectNew. TheAutomatedProcessesWizardopens.

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3. Typeinaname,thenselectaprocesscodeandthenclickNext.

4. SelectfromthefollowingoptionsandclickNext. Allowonlyoneattachmentofthisprocesspercontact.Preventsmultipleattachmentsoftheoneprocesstoa contactsrecord. Executethisprocessimmediatelyuponattachment.Startsprocessingtheprocessassoonasauserattachesthe processtooneormorecontactrecords. Executethisprocessonlywhenscanningforprocesses.PreventsGoldMinefromexecutingaprocessattachedtoa singlecontactrecord.Usetorestrictprocessexecutiontoaspecificsystem. Forexample,ifaprintactionrequiresaspecialprinterthatisconnectedtooneworkstation,selectingthisoption andExecutethisprocessimmediatelyuponattachmentpreventstheprintingprocessfromrunningadifferent workstation.
Restartthisprocesseachtimethatitends.Reattachestheprocesswhenprocessingfortheprocesscompletes. Allowuserstoattachthisprocess.Letsotherusersattachtheprocess. Attachthisprocesstoallnewcontactrecords.Attachestheprocesstoeachnewcontactrecord.Applytoonlyone

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5. ClickNew. TheEventPropertiesdialogboxopens.

6. IntheEventarea,typeadescriptionoftheeventintheEventDescriptionfield. Attheradiobuttons,selecteither:
Sequential.Numberedbetween100999,theseeventsevaluateoneatatime,startingwiththelowestnumbered

event.Thenexteventisnotprocessedunlessthepreviousevent'striggerevaluatesasTrue. Forexample,ifyoucreateaprocesswithmultiplesequentialevents,whereeacheventisnumbered100,110,and 120,GoldMineevaluatesevent100butdoesnotevaluateevent110untilthetriggerforevent100isfulfilled.


Preemptive.Numbered0099,theseeventsareevaluatedindividually.Thenextpreemptiveeventisprocessed,

whetherornotthefirsteventisTrue. AttheSequencedropdownbox,typeorselecttheSequencenumber(between100999forSequential;0099for Preemptive). 7. IntheTriggerarea,attheTriggerOndropdownbox,selectatrigger. Dependingonthetriggeryouselect,aseriesofconfigurationoptionsopen.

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8. IntheActionarea,atthePerformActionbox,selectanaction. ClickOptionstoconfiguretheselectedaction. 9. ClickNextandthenclickFinish. ThenewautomatedprocessappearsintheAutomatedProcessesCenter. 10. ClickNext. TheAutomatedProcessEventWizard:AdditionalTriggerdialogboxappears.Configureusing:


Attemptthetriggeronlyonce.Ifthecurrenteventistriggered,itexecutesthecorrespondingaction,then

continuestothetriggerofthenextevent.However,iftheeventisnottriggered,itskipstheeventandcontinuesto thetriggerofthenextevent.Example:aprocessincludes2events(sendagifttocontactspurchasing>$30and printathankyoutoacontactmakinganypurchase).Selectthisoptiontojustprintthethankyouletter.

NOTE:Triggeronlyonceeventsfunctionlikealoopandaredependantonhavinganeventthatcanescape
fromtheloop.Therefore,makeyourtriggeronlyonceeventspreemptive;theprocesswillbeattachedand whentheAutomaticProcessisprocessed,thepreemptiveeventsarealsoprocessed.
Filter.SelectandthenclickFilter.TheExpressionBuilderdialogboxappears,whichletsyouspecifyadBASE

expression. 11. ClickNext.TheAutomatedProcessEventWizard:Actiondialogboxappears. 12. ClickNextandclickFinish.

Working with Automated Processes


Manageprocessesusingtheseoptions:
CreatingProcesses.SeeCreatingProcessesonpage315 CreatingEvents.SeeCreatingEventsonpage317 EditingProcesses.SeeEditingProcessesonpage316 EditingEvents.SeeUsingtheAutomatedProcessesCenteronpage317 AttachingProcesses.SeeAttachingProcessestoaContactonpage321 ExecutingProcesses.SeeExecutingProcessesonpage322 DeletingProcessesorEvents.SeeRemovingAttachedAutomatedProcessesonpage322

Creating Processes
Create,clone,ormodifyAutomatedProcessprocesseswiththeGoldMineAutomatedProcessesWizard.

NOTE:Planningiskey.Taketimetodeterminewhatyouwanttoaccomplish,howthetriggersandactions
worktogetherforeachpreemptiveorsequentialevent,andhowtheseriesofevents,theprocess,willfit together. 1. SelectTools>AutomatedProcesses>ManageProcesses.TheAutomatedProcessesCenterappears. 2. Fromthedropdownlist,selecttheUserwhoownsthisAutomatedProcess. 3. RightclickAutomatedProcessesintheleftpaneandselectNew,orclicktheNewAutomatedProcessbutton. TheWelcometotheAutomatedProcessWizarddialogboxappears. 4. 5. 6. 7. 8. IntheProcessNametextbox,typeadescriptivename. TypeorselecttheProcessCodefromtheF2Lookuplist. SelecttheOwner.Bydefault,theusernameselectedintheAutomatedProcessCenterdisplays. ClickNext.TheGoldMineAutomatedProcessWizard:Optionsdialogboxappears. Selectoneofthefollowingoptions:

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Allowonlyoneattachmentofthisprocesspercontact:Preventsmultipleattachmentofthesameprocesstoa

contactsrecord.

NOTE:Iftwoduplicatecontactrecordsaremergedthatalreadyhaveautomatedprocessesattached,both
processeswillbeattachedtothemergedcontactrecord,regardlessofwhethertheabovecheckboxwas selected.
thisprocessimmediatelyuponattachment:Startsprocessingtheprocessassoonasauserattachestheprocess

9.

10.

11. 12. 13.

tooneormorecontactrecords. Executethisprocessonlywhenscanningagroupofcontacts:PreventsGoldMinefromexecutingaprocess attachedtoasinglecontactrecord.Thisoptionisusefultorestrictprocessexecutiontoaspecificsystem.Example: ifaprintactionrequiresadesignatedworkstationprinter,selectingthisoptionandExecutethisprocess immediatelyuponattachmentpreventstheprintingprocessfromrunningfromanyotherworkstation. Restartthisprocesseachtimethatitends:Reattachestheprocessassoonastheprocessingoftheprocess completes. Allowuserstoattachthisprocess:Permitsotheruserstoselectandattachtheprocess. Attachthisprocesstoallnewcontactrecords:Automaticallyattachestheprocesstoeachnewcontactrecord. ApplyonlytooneAutomatedProcess(canonlybeappliedtooneAutomatedProcess). ClickNext.TheGoldMineAutomatedProcessWizard:Eventsdialogboxappears.Thedialogboxdisplaysthefollowing: Seq(Sequence):SequenceorderednumberforeacheventinanAutomatedProcess.Thesequencenumberbegins withiseitherPforaPreemptiveeventorSforaSequentialevent.Eacheventisprocessedinorderbasedonthe sequencenumber. Event:StepbystepinstructionscontainedinanAutomatedProcess,ortrack,thatGoldMinemustevaluateto performaspecifiedseriesofactivities.Aneventconsistsofanactionandatrigger.AnAutomatedProcessconsists ofasequenceoftwoormoreevents. Trigger:ApredefinedconditioninanAutomatedProcesseventthat,whentheconditionistrue,causesGoldMine toexecuteanaction. Action:TheAutomatedProcessactionistheactivityperformedwhentriggered)foreachevent.Whilecreatinga newtrack,thedisplayisempty. Selectfrom: New.AblankEventPropertiesdialogboxappears.Letsyoucreateanevent. Delete.Deletestheselected. Edit.TheEventPropertiesdialogboxdisplaystheselectedevent'ssettings.Editandsave. ClickOK.TheGoldMineAutomatedProcessWizard:Eventsdialogboxopens. ClickNewtoaddanotherevent,orwhenyoufinishaddingevents,clickNext.TheFinishdialogboxopens. ClickFinish.FortheAutomatedProcesstowork,attachtheprocessandprocesstheprocess.

Editing Processes
1. 2. 3. 4. IntheAutomatedProcessesCenter,highlighttheprocessyouareeditingandrightclick. SelectPropertiesfromthelocalmenu.TheAutomatedProcessWizardopens. UsetheWizardtoedit.SeeCreatingProcessesonpage315. ClickFinish.

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Creating Events
Eventsarethetriggeredactionsthattakeplaceinaspecificorder.EachAutomatedProcessorprocess,canhaveupto900 sequentialeventsand100preemptiveevents.Createorediteventsusing:
AutomatedProcessEventWizard.AvailablewhenrightclickingandselectNew. EventPropertiesdialogbox.AvailablewhilecreatingoreditinganAutomatedProcess.

Using the Automated Processes Center


1. SelectTools>AutomatedProcesses>ManageProcess.TheAutomatedProcessesCenteropens. 2. Createormodifyprocessesusingtoolandmenuoptions: Toolbar ProcessLocalMenu EventsLocalMenu

NOTE:ForinformationonthetoolbarandlocalmenusseeAutomatedProcessesCenterComponentson
page311.
ProcessOptionsUpdate.SeeProcessOptionsUpdateonpage312.

3. Manageprocessesusingtheseoptions: CreatingProcesses.SeeCreatingProcessesonpage315 CreatingEvents.SeeCreatingEventsonpage317 EditingProcesses.SeeEditingProcessesonpage316 EditingEvents.SeeEditingEventsonpage318 AttachingProcesses.SeeAttachingProcessestoaContactonpage321 ExecutingProcesses.SeeExecutingProcessesonpage322 DeletingProcessesorEvents.SeeRemovingAttachedAutomatedProcessesonpage322

Event Properties Dialog Box


WhenyouareusingtheAutomatedProcessWizardtocreateaprocessandaddevents,theEventPropertiesdialogbox openswhenselectingNew(orEdit)ontheGoldMineAutomatedProcessWizard:Eventsdialogbox. 1. IntheEventarea,typetheEventDescription. 2. Selecteither: Sequential:Numberedbetween100999,theseeventsevaluateoneatatime,startingwiththelowestnumbered event.Thenexteventisnotprocessedunlessthepreviousevent'striggerevaluatesastrue. Example:Ifyoucreateaprocesswithmultiplesequentialevents,whereeacheventisnumbered100,110,and120, GoldMineevaluatesevent100butdoesnotevaluateevent110untilthetriggerforevent100isfulfilled.
Preemptive:Numbered0099,theseeventsareevaluatedindividually.Thenextpreemptiveeventisprocessed,

3. 4. 5. 6.

regardlesswhetherthefirsteventistrue. TypeorselecttheSequencenumber(between100999forSequential;0099forPreemptive). SelectaTrigger.ConfigurationoptionsvarydependingontheTriggeronoptionselected. SelectanAction.ClickOptionstoconfiguretheselectaction. ClickOK.

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Editing Events
Afterandeventhasbeencreated,youcanedittheeventswithinatrack.Followtheprocedurebelowtoedittheeven. 1. IntheAutomatedProcessCenter,doubleclickonaneventorrightclickonaneventandselectProperties.The WelcometotheAPEventsWizardappears. 2. UsetheAutomatedProcessEventWizardtoedit. 3. ClickFinish.

Creating Triggers
EachAutomatedProcesseventisprocessedbasedonatrigger.Thetriggerevaluatesand,ifthecriteriaismet,theevent's actionisperformedandprocessingcontinuestothenextevent.Selectoneofthesefromthedropdownlistandconfigure theassociatedsettings:

Elapsed Days
Specifythenumberofdaysthatmustpassbeforetheactionisexecuted.GoldMinebeginscountingdaysassoonasthe eventimmediatelypriortothecurrenteventistriggered.Ifaneventisthefirsteventofthetrack,GoldMinebegins countingdaysassoonastheeventisattachedtoaContactRecord.YoucanalsoselectTriggerFilterandclickFilter.The ExpressionBuilderdialogboxappears.

Immediate
SetsGoldMinetoimmediatelyexecutetheactionassociatedwiththeevent.Thisallowsyoutosetupasequenceofactions basedonasingletrigger.YoucanalsoselectTriggerFilterandclickFilter.TheExpressionBuilderdialogboxappears.

Detail Record
Specifiesthattheprocessingofaneventsactioncannotbeexecuteduntilaspecifieddetailrecord,documentlink,other contact,orreferralhasbeenaddedtotheContactRecord.Configurethefollowingsettings:
ClickOptionstoconfiguretheDetailTriggerdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe

currenteventistriggered,GoldMineexecutesthecorrespondingaction,thencontinuestothetriggerofthenext event.However,iftheeventisnottriggered,GoldMineskipstheevent,andcontinuestothetriggerofthenextevent. Forexample,atrackmightincludetwoevents:Sendagifttocontactswhomakepurchasesoveraspecifieddollar amountandprintathankyoulettertoacontactwhomakesanypurchase.SelectingAttempttotriggeronlyonce enablesGoldMinetoprintthethankyouletterforallpurchases,regardlessofthedollaramount.


SelectTriggerFilterandthenclickFilter.TheExpressionBuilderdialogboxappears,allowingyoutospecifyadditional

conditionsbasedonadBASEexpression.

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History Activity
Specifiesthattheprocessingoftheeventsactioncannotbeexecuteduntilaspecifiedhistoryrecordhasbeensavedforthe ContactRecord.Configurethefollowingsettings:
ClickOptionstoconfiguretheHistoryTriggerdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe

currenteventistriggered,GoldMineexecutesthecorrespondingaction,thencontinuestothetriggerofthenext event.However,iftheeventisnottriggered,GoldMineskipstheevent,andcontinuestothetriggerofthenextevent. Forexample,atrackmightincludetwoevents:Sendagifttocontactswhomakepurchasesoveraspecifieddollar amountandprintathankyoulettertoacontactwhomakesanypurchase.SelectingAttempttotriggeronlyonce enablesGoldMinetoprintthethankyouletterforallpurchases,regardlessofthedollaramount.


SelectTriggerFilterandthenclickFilter.TheExpressionBuilderdialogboxappears,allowingyoutospecifyadditional

conditionsbasedonadBASEexpression.

Scheduled Activity
Specifiesthattheprocessingofaneventsactioncannotbeexecuteduntilaselectedactivitytypehasbeenscheduledfor thecontact.Configurethefollowingsettings:
ClickOptionstoconfiguretheScheduleActivitydialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe

currenteventistriggered,GoldMineexecutesthecorrespondingaction,thencontinuestothetriggerofthenext event.However,iftheeventisnottriggered,GoldMineskipstheevent,andcontinuestothetriggerofthenextevent. Forexample,atrackmightincludetwoevents:Sendagifttocontactswhomakepurchasesoveraspecifieddollar amountandprintathankyoulettertoacontactwhomakesanypurchase.SelectingAttempttotriggeronlyonce enablesGoldMinetoprintthethankyouletterforallpurchases,regardlessofthedollaramount.


SelectTriggerFilterandthenclickFilter.TheExpressionBuilderdialogboxappears,allowingyoutospecifyadditional

conditionsbasedonadBASEexpression.

Opportunity
Specifiesthattheprocessingoftheeventsactioncannotbeexecuteduntilaspecifiedopportunityrecordhasbeen recordedfortheContactRecord.Configurethefollowingsettings:
ClickOptionstoconfiguretheOpportunityTriggerdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe

currenteventistriggered,GoldMineexecutesthecorrespondingaction,thencontinuestothetriggerofthenext event.However,iftheeventisnottriggered,GoldMineskipstheevent,andcontinuestothetriggerofthenextevent. Forexample,atrackmightincludetwoevents:Sendagifttocontactswhomakepurchasesoveraspecifieddollar amountandprintathankyoulettertoacontactwhomakesanypurchase.SelectingAttempttotriggeronlyonce enablesGoldMinetoprintthethankyouletterforallpurchases,regardlessofthedollaramount.


SelectTriggerFilterandthenclickFilter.TheExpressionBuilderdialogboxappears,allowingyoutospecifyadditional

conditionsbasedonadBASEexpression.

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Project
Specifiesthattheprocessingoftheeventsactioncannotbeexecuteduntilaspecifiedprojectrecordhasbeenrecordedfor theContactRecord.Configurethefollowingsettings:
ClickOptionstoconfiguretheProjectTriggerdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe

currenteventistriggered,GoldMineexecutesthecorrespondingaction,thencontinuestothetriggerofthenext event.However,iftheeventisnottriggered,GoldMineskipstheevent,andcontinuestothetriggerofthenextevent. Forexample,atrackmightincludetwoevents:Sendagifttocontactswhomakepurchasesoveraspecifieddollar amountandprintathankyoulettertoacontactwhomakesanypurchase.SelectingAttempttotriggeronlyonce enablesGoldMinetoprintthethankyouletterforallpurchases,regardlessofthedollaramount.


SelectTriggerFilterandthenclickFilter.TheExpressionBuilderdialogboxappears,allowingyoutospecifyadditional

conditionsbasedonadBASEexpression.

dBase Condition
SpecifiesthattheeventsactioncanbeexecutedonlyafteraspecifieddBaseexpressionisevaluatedastrue.Toaccessthe ExpressionBuilderdialogbox,fromwhichyoucanselectanexistingexpressionorcreateanexpression,selectOptions. Configurethefollowingsettings:
ClickOptionstoconfigurethedBASEExpressionBuilderdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe

currenteventistriggered,GoldMineexecutesthecorrespondingaction,thencontinuestothetriggerofthenext event.However,iftheeventisnottriggered,GoldMineskipstheevent,andcontinuestothetriggerofthenextevent. Forexample,atrackmightincludetwoevents:Sendagifttocontactswhomakepurchasesoveraspecifieddollar amountandprintathankyoulettertoacontactwhomakesanypurchase.SelectingAttempttotriggeronlyonce enablesGoldMinetoprintthethankyouletterforallpurchases,regardlessofthedollaramount.


SelectTriggerFilterandthenclickFilter.TheExpressionBuilderdialogboxappears,allowingyoutospecifyadditional

conditionsbasedonadBASEexpression.

Disabled
Turnsoffthetriggerconditionsettingfortheselectedevent.

Creating or Editing Filters and dBASE Expressions


1. OntheExpressionBuilderdialogbox,selecttheuserfromtheOwnerdropdownlist. 2. SelectthefiltersownedbytheselecteduserintheFiltersdropdownlist.Thefilterexpressionappearsinthetextbox below.ClickOKtoaccept,orcontinuewithmoreoptions. 3. SelecttheFieldname.OnlyContact1andContact2areavailablewhencreatingafilter. 4. SelecttheOperator(seeFilterExpressionOperatorsonpage210). 5. TypeaValueinthetextboxorselectavaluefromtheF2Lookuplist. 6. ClickInsertCondition.Theexpressionisinsertedinthetextbox. 7. ClickANDorORtoinsertaBooleanOperator(seeBooleanOperatorsonpage211)andthenconstructtheadditional expressionusingField,Operator,andValue,aswellastheleftandrightparentheses. 8. ClickInsertConditiontoaddthenewexpressiontotheexistingexpression. 9. Whenfinished,clickOK.ThedialogboxclosesandtheEventPropertiesdialogboxortheAutomatedProcessEvent Wizardreappear.

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Creating Actions
EachAutomatedProcesseventhasatriggeredaction.Thetriggerisevaluatedandifthecriteriaismet,theevent'sactionis performed.Selectoneoftheseactionsfromthedropdownlist,thenclickOptionstoconfiguretheassociatedsettings:
PrintForm Emailmessage PrintReport ScheduleActivity CreateHistory CreateDetail AddtoGroup UpdateField RemoveTrack AddaNewTrack BranchtoEvent RunApplication

Attaching Processes to a Contact


BeforeanAutomatedProcesscanbeexecuted,theprocessmustbeattachedtoselectedContactRecords.Onerecordcan havemultipleprocessesassignedtoit.GoldMinestorestheattachedprocessesontheProcessestab.Buildyourprocesses intheAutomatedProcessesCenter,thenmanuallyattachaprocesstoarecord.

To Attach Processes to a Single Contact Record


1. RightclickintheProcessestabandselectAttachaProcess. TheAttachanAutomatedProcessdialogboxappears. 2. SelecttheprocesstoaddfromtheCodeandProcessNamelist. 3. SelectAttachingUserfromthedropdownlist. 4. ClickOKtoattachtheprocessandcontinue.

To Attach Processes to Multiple Contact Records


1. SelectTools>AutomatedProcesses>ExecuteProcesses. TheAutomatedProcessesExecutiondialogboxopens. 2. Selectoneofthefollowing: Scancurrentcontact.GoldMineprocessesonlytheactivecontact,thenreturnstoanidlemode. Scanagroupofcontact.SelectALLContactRecords!orafilterorgroupasthebasisforselectingcontacts. GoldMineprocessesthecontactsinthefilterorgroup,thenreturnstoidlemode. 3. GoldMinescanstoevaluateandexecuteattachedprocesses.IntheScanMethodarea,selectfromthefollowing: Scanonce.Executestheprocessasyouattachit. Scancontinuously.ScansthedatabasecontinuouslyasconfiguredintheServerAgentsAdministrator. Donotscan.Attachestheprocess,butdoesnotevaluateitforexecution(availableonlywhenselectingAttach Processtoselectedcontacts). 4. SelectAttachProcesstoselectedcontactstoselecttheprocesstobeattachedfromthedropdownlist. 5. ClickProcess.TheProcessMonitoropens,processingtheattachmentsandtheeventstriggered.

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Executing Processes
Executeaprocessforasinglecontact,agroupofrecordsbasedonafilterorgroup,orforallcontacts.Executeatrack manuallywhenevernecessary,orsetGoldMinetoscanthedatabasecontinuously,orusetheAutomatedProcessServer Agent. 1. SelectTools>AutomatedProcesses>ExecuteProcesses. TheAutomatedProcessesExecutiondialogboxappears. 2. Selectoneofthefollowing: Scancurrentcontact.GoldMineprocessesonlytheactivecontact,thenreturnstoanidlemode. Scanagroupofcontacts.SelectALLContactRecords,orselectafilterorgroupfromthedropdownlist. 3. IntheScanMethodarea,selectone: Scanonce.GoldMinescansthecontactdatabase,orthecontactsselectedbyafilterorgroup,andprocessesall processes.Whencomplete,itreturnstoanidlemode,unlessyouhavetheAutomatedProcessesServerAgent running.Ifrunning,theAutomatedProcessscansagaininthetimeframedesignated. Scancontinuously.GoldMinescansthecontactdatabaseandprocessesallprocesses,thenrepeatstheprocess continuously.Thisallowsyoutosetupaworkstationonthenetworkthatcontinuouslyscansfortriggeredevents andimmediatelyperformstheeventactions.ItcanbeinterruptedbyselectingStopintheGoldMineProcess Monitordialogbox.

NOTE:TheoptionDonotscanisavailableonlywhenyouselectAttachProcesstoselectedcontacts,which
letsyouattachprocesseswithoutscanningthedatabaseforprocessestoexecute. 4. IntheOptionsarea,configure: MaxEvents.Maximumnumberofevents(upto99,999)tobeprocessedduringthisscan. MaxContact.Maximumnumberofcontactrecords(upto99,999)evaluated.

TIP:Tocontrolthenumberoflettersprintedatonetime,settheMaxContacttoprocessonly25recordsperday,or
queuetheprintjobtoprintmanuallyorinoffhoursusingthePrint/FaxServerAgent.
Time.Setsatimetostartprocessingthetrack.Usethisoptiontotakeadvantageofperiodsoflowerdemandto

runtheprocess.Tosetthetimeusingthegraphicalclock,pressF2. 5. SelectAttachProcesstoselectedcontactstoselecttheprocesstobeattachedfromthedropdownlist. 6. ClickProcess.TheProcessMonitorappears,displayingthenumberofcontactsscannedandtriggered.

Removing Attached Automated Processes


AfterattachingatracktoanindividualormanyContactRecords,youmightneedtoremovetheattachedtrack. 1. SelecttheProcessestab. 2. RightclicktheprocesstoberemovedandselectRemoveProcess. 3. ClickYes.

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Trigger Dialog Boxes


Opportunity Trigger Dialog Box
AutomatedProcesseventscanbetriggeredbasedontheopportunityinformationselected.Triggerbasedonasingle opportunitysettingoracombination.

1. IntheOptionsarea,configure: MaxAge:Selecttheageoftheproject(indays). Manager:Selectthemanager. Opportunity:Selecttheopportunityname. Stage:Selectthestageoftheopportunity. 2. IntheStatusarea,selecteitherOpenorClosed. 3. ClickOK.

Project Trigger Dialog Box


AutomatedProcesseventscanbetriggeredbasedontheprojectinformationyouselectintheProjectTriggerdialogbox. Youcantriggeronasingleprojectsettingoracombinationofsettings.

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1. IntheOptionsarea,selectorconfigureoneormoreofthefollowing: MaxAge:Selecttheageoftheproject(indays). Manager:Selectthemanager. Project:Selecttheprojectname. Stage:Selectthestageoftheproject. 2. IntheStatusarea,selecteitherOpenorClosed. 3. ClickOK.

Schedule Action Dialog Box


1. IntheScheduleActivityarea,selecttheactivitytype. 2. IntheUserarea,selecttheusertheactivityisassignedtobasedonthefollowingoptions: RecordOwner.OwneroftheContactrecord,ifrecordownershipwasset. AssignedUser.UserspecifiedintheActivityDetails. AttachingUser.UserattachingtheTracktotherecord. LoggedUser.UsercurrentlyloggedintotheworkstationexecutingtheAutomatedProcess. UserfromField.AusercanbeselectedfromaContact1orContact2field,ifthefieldsareconfiguredaccordingly. Example:aSalesRepfield. 3. ClickActivityDetails. TherelatedSchedulingdialogboxappears.Usetospecifyinformationaboutthescheduledactivity.

NOTE:AutomatedProcessesdonotallowyoutoscheduleandsendiCalendarmeetingrequestsasyou
scheduleanaction. 4. SpecifyhowmanydaysouttoscheduletheactivityintheSchedulexdaysintothefuturetextbox. 5. Selectone: FromToday.Startscountingdaysfromthecurrentdate. FromTriggerDate.Startscountingdaysfromthedatetheeventistriggered. 6. SelectSkipWeekendsifyoudonotwanttoincludeweekenddaysinthetotal.

NOTE:Theweekendsareskippedonlyiftheprocessoccursonaweekendday.Forexample,youschedule
anactivityon02.15forninedayslateron02.24,whichhappenstobeaSunday.GoldMinewillactually scheduleitfor02.25,thefollowingMonday.Ifyouscheduledanactivityforeightdayswhichwouldbea Saturday,thenGoldMineschedulesforMondayaswell.Howeverifyouscheduleanactivityforsevendays later,GoldMinewillscheduleforFriday. 7. ClickOK.

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Synchronization
Overview
SynchronizationisaprocesswhereoneGoldMinesystemexchangesinformationwithanotherGoldMinesystemthrougha LocalAreaNetwork(LAN),WideAreaNetwork(WAN),ortheInternet.Itisusefulfororganizationswithemployeesin distantofficesandinthefieldwhocanlinktheirGoldMinesystemstocommunicateeffectivelyandremaindynamically connected. SynchronizationisalsousedwhenexchangingdatabetweenaGoldMinesystemandMicrosoftOutlook,Palm/Treo,or PocketPC. Tosynchronize,eachGoldMinesystemmusthaveauniquelicensenumber(seeLicensingonpage389).However,a GoldMineAdministratorworkingonaGoldMinenetworkcancreateaGoldMinesublicensetoworkonanundockedbasis. ItisrequiredthatyourunthesameversionandbuildofGoldMineonallsystems.Tomaintainthecurrentversiononall systems,userscanupdatetheircopiesviaNetUpdateorunattendedinstallation(forundockedusers).Formore information,seeUnattendedInstallationintheGoldMineInstallationGuide. IMPORTANT:IfanewerversionofGoldMineisinstalledlocally,remoteclientsmightnotbemade awareofthisupgradeandmightcontinuetoworkwitholderlocalversionsinstead.Toavoidthe synchronizationbetweendifferentGoldMinedatabaseversions,remoteclientsreceiveawarning messageindicatingthattheymustupgradebeforetheycansynchronizewiththenewerdatabase.

Transfer Sets
Synchronizationinvolvesthecreation,distribution,andretrievaloftransfersets:
Stage1.Thetransfersetiscreatedbasedonchangestothedatasincethespecifieddate. Stage2.Thesystemsconnectandexchangedata. Stage3.Theretrievingsystemincorporatestheupdatesintothedatabases.

FormoreinformationseeAboutTransferSetsonpage327. Duringremotesynchronization,GoldMinecreatesatransfersetthatisadatabaseofallthechangesmadetoaGoldMine databasefromthebeginningdate/timeuntilthepresenttimeframe.ThereceivingGoldMinesystemusesdatainthe transfersettoupdatetheresidentGoldMinesystemsdatabaseandretainsonlydatafromthetransfersetthatisnewer thantheinformationinitsownGoldMinedatabase.

NOTE:ThetransfersetdoesnotcontaineverychangeevermadetoaGoldMinedatabase.Recordsgoback onlyfarenoughtoincludechangesmadetothedatabasesinceaspecifiedcutoffdate.

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ThetransfersetcontainsonlyrecordsfromtheoriginatingGoldMinesystemsdatabasemodifiedwithinaspecifiedtime frame,onlythosechangedrecordsareupdatedontheGoldMinesystemthatretrievesthetransferset. GoldSyncusesasystemofuniquerecordidentifiersandtimestampstotrackwhenarecordwascreated,whenitwaslast successfullysynchronized,andwhichupdateisthemostcurrent.Duringsynchronization,GoldSync:


EvaluatesthedatabasetodeterminewhatrecordstoincludeinthetransfersetbasedonSendOptionsandthecutoff

date.
Sendsthetransferset. EvaluatesthecontentsofthetransfersettodeterminewhatdatatoretrievedbasedontheRetrieveOptions. Comparesthedateandtimestampofafieldinthetransfersetwiththedateandtimestampofthesamefieldinthe

databasetodeterminewhichrecordismorerecentandwilloverwritetheolderdata.

Tlogs
GoldSyncusesTlogstokeeptrackofchangestoeachfieldinthedatabaseandtotracknewrecords.(Tlogsisthegeneral nameforthetwotypesoflogs:ContTlogandGMTlog.Theytrackdateandtimestampsforchangestofieldsandthe synchronizationofthedata.)FormoreinformationonGoldSync,seeAboutGoldSynconpage337. ChangesyoumaketoyourGoldMinedataaretrackedtothemillisecondandstoredintheTlogs.Thisensuresthatiftwo usersupdatethesamefieldonarecord,themostrecentchangesaves. IMPORTANT:Whencreatinganewremotesite,donotcopytablesfromonesystemtoanothersince thiscausesinconsistentdatawithsynchronization.Remotesitesshouldbesetupwithafresh installationofGoldMine,andthedatashouldbesynchronizedwiththemainGoldMinesite. ConfigurespecializedsettingsintheSynchronizationSettings(seeConfiguringSynchronizationSettingsonpage343).

Uses
Usesynchronizationintheseways:
OnebuttonSyncwithGoldSyncServer.SeeSynchronizingUsingOneButtonSynchronizationonpage356. SynchronizationWizard.SeeUsingtheSynchronizationWizardonpage334. GoldSyncAdministrationCenter.SeeUsingtheGoldSyncAdministrationCenteronpage345. SynchronizationwithOutlook,Palm/TreoorPocketPC.SeeAboutSynchronizingwithMicrosoftOutlook,Palm/Treo,

oraPocketPCDeviceonpage328.
Copy/MoveRecords.SeeUsingCopy/MoveRecordsonpage332.

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About Transfer Sets


Transfersetsarethecontainersthattransportdatabetweensystems.Theycontainthecontactanduserrelated informationthatisspecifiedbyrecordtype,recordfilters,andspecifieddateranges. Asatransfersetisbuilt,GoldMinefollowsabasicprotocol.Itevaluatesthesyncstamp(Containsthetimeanddatewhen therecordwaslastsuccessfullyretrievedduringsynchronization.)ifaparticularrecordfallsbetweenthecutoffdateand thecurrentdateandtimewhenthetransfersetisbeingcreated.Ifitfallswithinthatrange,therecordisincludedinthe transferset(aslongasitisnotexcludedbyothercriteria,includingsecuritysettingsdeterminingwhetheraremotesitecan updatetheserver,theservercanupdatethesite,orbothupdateeachother).Ifthecutoffdateisolderthantheoldest Logstamp(Containsthetimeanddatetherecordwaslastchanged.)intheTLogs(Thegeneralnameforthetwotypesof logs:ContTlogandGMTlog.Theytrackdateandtimestampsforchangestofieldsandthesynchronizationofthedata.), GoldSyncusestheRecIDmethodtoevaluatewhetherarecordinthedatabasewascreatedafterthecutoffdate.Withthe RecIDmethod,GoldSyncevaluatesthefirstsevencharactersoftheRecIDforthedateandtimetherecordwascreated. ThereisaCutoffdate,whichcanbesettoincludeallrecordsthathaveadateonorafterthatdate.Iftherecorddatais newerthanthecutoffdate,thethenrecordisincludedinthetransferset.

NOTE:WhenapreviouslysynchronizedContactRecord'sownershipchanges,forexamplefrom(public)toa specificuser,andtherehasbeennofurthersynchronization,theContactRecordcanstillbeupdatedbya nonMasterRightsuserontheremotesystem.Theremoteuser'sabilitytomodifytherecordisnot restricteduntilafterthenextsynchronization;recordownershipisupdatedduringsynchronization.


Whenthetransfersetiscreated,itcontainsthedatatotransferandthetransfersetTlogs.WhenGoldSyncretrievesa transferset,itcomparetheLogstampoftherecordsinthetransfersetwiththeLogstampoftherecordsontheretrieval site.IfthesendingLogstampisnewerthantheLogstampforarecordintheretrievalsite,therecordisretrieved.

Synchronization Scenario
ABCCompanyisamediumsizedmanufactureremployingabout100people.Ithasdepartmentshandlingsales,order processing,customerservice,andsupport.Ideally,thesedepartmentscollaboratetoaccomplishABCsgoals. WheneveraprospectcallstoinquireaboutABCsproducts,theinsidesalesrepresentativeaddstheprospecttothe database,includingname,address,telephone,howtheprospectheardaboutABCCompany,andtheproductsinwhichthe prospectisinterested. Theliteraturefulfillmentdepartmentusesthisinformationtosendtherequestedproductinformationtotheprospect. Theyinformtheoutsidesalesrepresentativeofthedatetheinformationwassent. Theoutsiderepresentativeassignedtotheprospectsterritoryfollowsupwithacalltothecustomeraweekorsoafterthe productinformationwassentfromthehomeoffice.Severalsubsequent,qualifyingsalescallsaremadetosecurethesale ofanABCproduct.Duringthisperiod,thesalespersonisresponsibleforupdatingABCssalesmanagementonsalesactivity includingrelatedcallsandforecasts. Afterasaleiscompleted,theaccountingdepartmentgeneratesaninvoicetheshippingdepartmentusestofillthe customersorder.Ifthecustomerfailstopaytheinvoice,thecollectionsdepartmentsendsadelinquentlettertothe customertoindicatepaymentisduefortheABCproduct. Meanwhile,thecustomerservicedepartmentrecordsthedatethemerchandisewasreceivedbythecustomerandinitiates thewarrantyperiod.Then,whenthecustomerrequiressupport,thecustomerservicedepartmentdeterminesandnotes thenatureoftheproblemforfuturereference.Ifnecessary,afollowupsupportcallisscheduledatthecustomers location. ABCCompanysfieldtechnicianshandlesupportcalls.Afieldtechnicianusesthecustomerinformationgatheredbysales andcustomerservicetolocateacustomersofficeandtodeterminethenatureoftheproblem.Whentheproblemhas beencorrected,thetechniciancreatesasupportrecordforfuturereference,thenpreparesaninvoicebasedonwhether theproductiswithinitswarrantyperiod.

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Inthisscenario,severalemployeesaccessthesamecustomerinformationatthesametime,and,insomecases,these individualsworkinlocationsthatdonotallowdirectaccesstotheoffice.Theremotestaff,suchastheoutsidesales representativesandfieldtechnicians,needaccesstothesameinformationavailabletoinsideABCCompanystaff. Tosharecriticalaccountinformation,theymustbeabletotransferthiscontactdatabetweentheofficestaffandthe mobilestaff.Withsynchronization,ABCCompanytransferssalesleadstooutsidesalespeople,sendssupportrequeststo servicetechnicians,andcollectsfollowupreportsfromstaffinthefield.Withoutremotesynchronization,thisinformation wouldprobablyhavetobeprinted,sentbyfacsimiletotheremotelocation,andreenteredintoGoldMinebythe salespersonorservicetechnician.Synchronizationautomaticallysendsupdatedinformationtoensuretimely,accurate communicationsfororganizationswithmobileordistributedpersonnel.

About Synchronizing with Microsoft Outlook, Palm/Treo, or a Pocket PC Device


SynchronizedatabetweenGoldMineandtheseapplicationsordevices:
MicrosoftOutlook.SeeConfiguringSynchronizationwithMicrosoftOutlookonpage328

NOTE:OutlookmustbeinstalledontheGoldMineworkstationyouaresynchronizing.
PDA(Palm/Treo).SeeConfiguringSynchronizationwithPalm/Treoonpage331 PocketPC

NOTE:IfusingOutlookwithaPalm/TreooraPocketPC,donotsynchronizebothapplicationswith
GoldMine.Separatesynchronizationresultsinduplicatedata.Instead,synchronizeyourdevicewithOutlook andthensynchronizeOutlookwithGoldMine SynchronizetoandfromGoldMineandtheotherapplicationsordevices,ortransferdatainonedirection.Configurethe synchronizationprocessforeachoptionusingsynchronizationwizards.

Configuring Synchronization with Microsoft Outlook


SynchronizedatabetweenGoldMineandMicrosoftOutlook2003and2007. Aftercreatingatleastonesynchronizationprofile,configuretheServerAgentsAdministratortoautomaticallysynchronize GoldMineandOutlookregularly.

IMPORTANT:SomeOutlooksynchronizationsettingsmustbedefinedatthelocalworkstation.

NOTE:Outlookmustbeinstalledonthesynchronizingworkstation.
SelectTools>Synchronize>SynchronizewithOutlook.TheOutlookSynchronizationdialogboxopens.

Automatic Synchronization
IfyouwantsynchronizationtooccurautomaticallywithGoldMine,checktheAutomaticallysynchronizewithOutlookbox.

Manual Synchronization
Selectfromthefollowingoptions:
IfyouwantsynchronizationtooccurautomaticallywithGoldMine,checktheAutomaticallysynchronizewithOutlook

box.
IfyouwanttousethesettingfromtheOutlookintegration,selecttheUsethesettingsfortheOutlookIntegration

option.
Ifyouwanttoselectwhattosynchronize,selecttheChoosewhattosynchronize,usingtheOutlookSyncWizardand

thenclickSynchronizenow(seeToManuallySynchronizeNowwithOutlookonpage329).

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To Manually Synchronize Now with Outlook


1. OpentheToolsmenuandselectSynchronize>SynchronizewithOutlook.TheOutlookSynchronizationdialogbox opens. 2. SelecttheChoosewhattosynchronize,usingtheOutlookSyncWizardoption. 3. ClicktheSynchronizenowbutton.TheGoldMineOutlookSynchronizationWizardopens. 4. Selectfromthefollowingoptions: Startanewsession.Configuresettingsforanewsynchronizationsession. IfyouselectedStartanewsession,clickNextandcontinuetotheOutlookSynchronizationOptionsdialogbox.
SyncusingthesettingofthefollowingProfile.Selectasavedprofilefromthedropdownlist.

IfyouselectSyncusingthesettingsofthefollowingProfile,selectFinish.TheGoldMineProcessMonitorshows thestatusoftheprocess.EditsettingsbyclickingNext.TheOutlookSynchronizationOptionsdialogboxappears. 5. OntheOutlookSynchronizationOptionsdialogbox,selectasendandretrieveoptions: Sendandretrieve:To/FromOutlook:SendsandretrievesdatabetweenGoldMineandOutlook. SendOnly:ToOutlookfromGoldMine:SendsdatafromGoldMinetoOutlook,butdoesnotretrievedatafrom OutlooktoGoldMine. Retrieveonly:ToGoldMinefromOutlook:RetrievesdatafromOutlooktoGoldMine,butdoesnotsenddatafrom GoldMinetoOutlook. 6. SelectSynchronizeContactItemstosendorretrievecontactinformation. 7. SelectSynchronizeCalendarItemstosendorretrievecalendarinformation. 8. ClicktheAdvancedbuttontodefinetheAdvancedOptionsforsynchronization. TheAdvancedOptionsdialogboxopens.Clickthefollowingtabstosetoptionsforthefollowingareas:
Generaldefinesthetelephoneextensionseparator,recordmodificationtolerance,duplicateactivitycheckingby

OutlookIDnumber,synchronizingRSVP,andusingcategoriesforactivitiesinOutlook.

NOTE:YoucanchangetheinformationdisplayedintheOutlookactivitySubjectlineofaretrieved
GoldMineactivitybyeditingtheGoldSync.inifile(seeAddingMacrostotheGoldSync.iniFileonpage 354).
DeletionsdefineshowdeletionssynchronizebetweenGoldMineandOutlook. FieldMappingdefinesmappedfieldssoGoldMinecanplacedatainthecorrespondingOutlookfields.

IMPORTANT:IfyouchoosetouseadifferentfolderthanthedefaultoptionintheFolderselection areaontheContacts,Calendar,orTasktabs,itisrequiredtodefinethatcustomfolderpathatthe systemwheretheprofilewillbeused.

NOTE:ThesynchronizationofNotesisnotsupportedbetweenGoldMineandOutlook.
ContactsspecifiesthelocationoftheOutlookfolderinwhichGoldMinesendsandretrievescontactinformation. CalendarspecifiestheOutlookfolderinwhichGoldMinesendsandretrievesactivityinformation. TaskspecifiestheOutlookfolderinwhichGoldMinesendsandretrieves.

9. Afterconfiguringadvancedoptions,clickOKandyoureturntotheOutlookSynchronizationOptionsdialogbox. 10. ClickNext. Thedialogboxthatappearsdependsontheoptionyouselected:


Sendandretrieve:To/FromOutlook(seeGoldMineRecordSelectionandUsersCalendarsonpage330) SendOnly:ToOutlookfromGoldMine(seeGoldMineRecordSelectionandUsersCalendarsonpage330) Retrieveonly:ToGoldMinefromOutlook(seeOutlookRecordSelectionDialogBoxonpage331)

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GoldMine Record Selection and Users Calendars


ThefirsttwooptionsontheOutlookSynchronizationOptionsdialogboxallowyoutosendandretrieveorsendonly recordstoOutlook(seeToManuallySynchronizeNowwithOutlookonpage329).
Sendandretrieve:To/FromOutlook SendOnly:ToOutlookfromGoldMine

Bothoftheseoptionpresentthefollowingscenario.However,theSendandretrieve:To/FromOutlookoptionwillproceed totheOutlookRecordSelectionDialogBox(seepage331)whenyoucompletethesendportionofthewizard. ThefirstdialogboxthatappearsafterselectingeitheroftheseoptionsandthenclickingNextistheGoldMineRecord Selectiondialogbox.

Onthisdialogbox,makeselectionstochoosetheCurrentcontactrecord,cutoffdate/time,filter,contactrecordsand groupstoincludesincecutoff.TheAlsoincludecontactswithcalendaractivitiesfromcheckboxenablesthestart/finish daterangeboxes.YoucanalsochoosetoOmitrecordspreviouslyretrievedfromOutlookbycheckingthebox. AfteryoucompletetheGoldMineRecordSelectiondialogbox,clickNexttogototheUsersCalendarSelectiondialogbox.

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SelecttheCalendarRecordsthatyouwanttosendtoOutlook.TheMyCalendarwillonlysendyourcalendar.TheOthers Calendaroptionenablesthelistofotheravailablecalendarstosend.MakeyouselectionsandthenclickNexttocontinue thewizard,orFinishtocompletethewizard.

Outlook Record Selection Dialog Box


ThethirdoptionontheOutlookSynchronizationOptionsdialogbox,Sendandretrieve:To/FromOutlook,allowyou retrieveonlyrecordstoOutlook(seeToManuallySynchronizeNowwithOutlookonpage329). ThedialogboxthatappearsafterselectingthisoptionandthenclickingNextistheOutlookRecordSelectionsdialogbox.

TheCutoffdate/timeallowsyoutospecifyastartingpointforrecordswithamodificationdate/timeuntilthecurrentdate/ timeforallOutlookrecords.WhatthatmeansisthatanyOutlookrecordthatisnewerthanthespecifieddate/timewillbe synchronized.YoucanalsochoosetoIgnorelastsynchronizeddatewhensendingOutlookrecordstoGoldMine.Makethe desiredselectionsandthenclickNexttocontinuethewizard,orFinishtocompletethewizard.

Configuring Synchronization with Palm/Treo


WithinPalm,createactivities,linkthemtocontacts,andsynchronizethemwithGoldMine.Synchronizationinmultiuser environmentsissecuredthroughtheapplicationofGoldMineupdateanddeletionrulestodatasynchronizedfromthe Palmdevice.

Minimum Requirements
HotSyncsoftwareversion4.1.0or6.1 PalmOS3orthroughOS5.2.8.OlderPalmdevicessupportonly4customfieldsforfieldmappingcomparedtothe9

customfieldsnewerPalmdevicessupport.

To Define the Palm Synchronization for a User


1. SelectTools>Synchronize>SynchronizewithPalm/Treo. TheGoldMinePalmSynchronizationWizardappears,allowingtheadministratortoassignuserpermissions. 2. ClickNext.Thenextpageofthewizardappears. 3. SelectauserfromtheSelecteduserdropdownlist.Thenconfigureandsetthatuser'ssecuritysettingsbyselecting theappropriatecheckboxes. 4. ClonesettingsfromanotheruserbyselectingtheClonesettingsfromusercheckbox,choosingauserfromthedrop downlist,andclickingClone.

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5. ClickNext.Thenextpageofthewizardappearslettingyouchoosethetypeofdatatosynchronize(contactinformation andcalendarinformation)andthedirectioninwhichthedatasynchronizesbetweenGoldMineandyourPalmdevice (twoway,topalm,ortoGoldMine). 6. ClickNext.Thenextpageofthewizardappearslettingyouconfigurecontactsynchronizationoptionsbychoosinga filter,agroupofcontacts,andothersettings. 7. ClickNext.Mapupto9GoldMinedatafieldstocustomPalmdatafields. 8. ClickNext.Filteractivitiesbasedontheirtype,Referencefieldvalue,andotherparameters. 9. ClickNext.Choosewhichactivitiessynchronizesbasedonthescheduledate. 10. ClickNext.Choosethetypeofdeletionsthatsynchronize. 11. ClickNext.Setpurgeoptionsforpreviouslysynchronizeddata. 12. ClickNext.LimitthesynchronizationofPalminformationtocategories. 13. ClickNext.Thefinalwizardpageappears.Ifsatisfiedwiththeselections,clickFinish.Tomakechanges,clickBack.

To Link Palm Activities to Contacts


OnyouPalmPilot,linkactivitiesandtodostocontactsandsynchronizethemtoGoldMine.YoumustuseaPalmoperating systemof4.0. 1. InyourPalmPilot,scheduleanactivity. 2. Afteractivitycreation,thecursorappearsonthelinenexttothestartingtime.Inthegraffitisection,writeaforward slash(/),activatingtheCommandentryfeature. 3. Inthegraffitisection,writeL.ThePhonenumberlookupscreenopens. 4. SelectthecontacttowhomyouarelinkingtheactivityandthenselectAdd. Onthenewactivity'snotesscreen,Palmdisplays: <firstname><lastname><defaultphonenumber><defaultfieldtype>

NOTE:ThedefaultfieldtypecanbeW,H,F,O,E,M,orP.Forexample,Wrepresents"work."Fordetails,see yourPalmdocumentation.
5. Toaddtexttothereferenceline,placethecursorimmediatelyafter<defaultfieldtype>andtypeacolon(:)inthe graffitiarea.AnytextaddedafterthecolonappearsintheReferencelineoftheactivitywhenyousynchronizeitwith GoldMine;itdoesnotaffecttheactivitieslink.

NOTE:Note:Ifyouusetheincorrectformat(forexample~:~)youstriptheprefixfromtheactivity.
6. PalmwithGoldMine.SeeConfiguringSynchronizationwithPalm/Treoonpage331.

Using Copy/Move Records


MoveasinglerecordoragroupofcontactrecordstoaContactDatabase.TheCopy/MoveoptionswithinGoldMineletyou dothiswhilemaintainingsynchronizationintegrity.Copy/Moveisasynchronizationprocess.Tocopyormoveonlysomeof therecords,buildtheappropriatefilterorgroupfirst.

NOTE:Backupyourdatabasebeforemovingdata.
example,movecontactsintoanarchivedatabase,orcopyrecordsfromaleadsdatabasetoacustomerdatabaseoncethe leadbecomesacustomer. 1. SelectTools>DataManagement>Copy/MoveRecords.TheCopy/MoveRecordsBetweenContactSetsdialogbox appears. 2. FromtheSelectTargetContactSetdropdownlist,selecttheContactDatabase.Therecordscopyormovefromthe opendatabase. 3. IntheRecordSelectionarea,selecteither: CurrentRecord.Copiesormovestheactivecontactrecord. GroupofContactRecords.Copiesormovesallrecordsinthefilterorgroupselectedfromthedropdownlist.

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4. IntheTransferMethodarea,selecteither: CopyRecords:Createsaduplicateoftherecordsinthetargetcontactset.Theduplicaterecordshavethesame accountnumbersastheoriginalrecords,andallassociatednotes,history,additionalcontacts,detail,andreferral recordsalsocopy. MoveRecords:MovesrecordsfromthecurrentContactSettothetargetfile.Recordsdeletefromtheoriginalfile. IMPORTANT:Shareddata(suchasOpportunities,ScheduledActivities,andCases)mustbecarefully consideredbeforedeletion,becauseitwillbedeletedinbothContactSetdatabaserecordsasthey areshareddata.Itisrecommendedthatyouusethecopyfeatureonly.Copyandverifythedatain thenewcontactset,anddeletethedataintheoriginatingdataset.

NOTE:ScheduledActivities,Opportunities,andEmails(shareddata)MUSTbecompleted(filed)inthe
correctContactSet.Otherwise,theHistoryinformationwillgointothewrongContactSet. 5. IfyouselectedMoveRecords,selectSyncDeletionstomarkmovedrecordsasdeleted.Selectingthisoptionmarksthe TlogsfortherecordsasdeletedandGoldMinedoesnotrecognizeattemptsbyanotherGoldMinesystemtore synchronizetherecords. 6. ClickDetailstoreadadescriptionoftheSyncDeletionsoption. 7. ClickGo.TheCopy/Movebegins. TheProcessMonitordisplaysprogressintheprocess.

Using the Sync Spy


WhensynchronizingrecordsyoumightneedtousetheSyncSpytochecktherecordsupdatinginthesynclogs.UseSync Spytoviewthesyncstamp,logstamp,fieldname,anduser.

NOTE:WithSyncSpyyoudetermineifthereisasyncstampforthefieldandwhetheryousetthecutoff
datebackfarenough. SyncSpywindowcontainsanupperandlowerpane.TheupperpaneissummaryinformationfortheactiveContact Record.ThelowerpanereflectstheinformationstoredintheContactfileTlogs(ContTlog).Thislogfileholds synchronizationinformationforthecontactset.EachcontactdatabasehasitsownContTlogfile. 1. SelectTools>Synchronize>SyncSpy.TheSyncSpywindowopens. 2. OntheContactRecordforwhichyouarecheckingtheupdates,clickthefieldinquestion. Database.Nameofthetableyouarecurrentlyevaluating. SyncStamp.Thedateandtimewhenthefieldwassynchronizedfromtheremotesiteandthedateandtimethe fieldwasmodifiedbyauserlocaltothissystem.

NOTE:Onthetransfersetcreationside,theSyncStampisusedwiththecutoffdateandtimetodetermine ifthefieldlevelorrecord-level changeshouldbeincludedinthetransferset.


Stamp.ThedateandtimewhenthefieldwasmodifiedbyauserlocaltothesystemtheSyncSpyisrunon.

NOTE:Ontheretrievalsystem,theLogStampisusedtocomparewhichsystemhasthelatestchange.
FieldName.Fieldmodifiedintheselecteddatabase.

NOTE:CurtainedfieldsareviewableintheSyncSpy.Ifthisisasecurityconcernforyourorganization,
disabletheSyncSpyoptionfornonMasterRightsusersyoudonotwantviewingthefields.SelectTools> UserSettings.HighlighttheuserandclickProperties.ClicktheMenutabandexpandTools.DisabletheSync Spymenuoptionfortheuser.
User:Userwhomadethemodificationtothefield.Alsoshowsifthemodificationwasmadebyaremoteorlocal

user. 3. ToselectatablefortheSyncSpytodisplayif values for a certain area are stored in more than one table, you can select the table from the drop-down right fromtable. For example, the Fields tab information is stored inContact2. SelectContact2fromthedropdownlisttoviewthevalues.

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4. Toviewfieldvaluesstoredinanothertable,clickthetabcontainingthevaluestoview. Forexample:Browse to the Additional Contacts tab, highlight an additional contact, and then open Sync Spy. 5. TodisplaydataintheSyncSpyforanothercontact,clicktheContactRecordandscrollthroughthedatabase. 6. UsethelocalmenutoaccessFindandOutputoptions.

Sync Spy Local Menu


RightclickintheupperpaneorlowerpanetodisplaytheSyncSpylocalmenuwhichcontains:
Find.DisplaystheFinddialogboxwhereyousearchforcontactsbasedonenteredtext. Outputto.Sendsthedatatotheprinter,Word,Excel,ortheclipboard.

About the Synchronization Wizard


UsetheGoldMineSynchronizationWizardtosynchronizewithanotherremoteGoldMinesystemusinganIP/Network connectionorInternetemail.GoldMinecaninitiateoracceptaconnectionfromaremoteGoldMinesystemandperform thesynchronizationbytransferringdataacrosstheselectedcarrier.Savesettingsinaprofileforuseinfuture synchronizationsessions. Thewizardletsyouspecifythesettingsneededtosynchronizewithanothersite.Synchronizedatainonedirectiontosend newleadstoasalespersonorsynchronizebidirectionallytoletatravelingsalespersonexchangedatawiththehomeoffice. TousetheSynchronizationWizard,youmust:
EstablishaTCP/IPconnectionbetweentheserverandremotemachine.Thisisthedefaultconfiguration. HaveInternetemailconfiguredinGoldMineifsendingandretrievingtransfersetsbyemail.

Using the Synchronization Wizard


DefineavarietyofdataandcommunicationoptionstosynchronizewitharemoteGoldMineorGoldSyncsystem.Define thesettingsneededtocreateatransfersetorimmediatelystartasynchronizationsession. 1. SelectTools>Synchronize>SynchronizationWizard.TheGoldMineSynchronizationWizarddialogboxappears. 2. Selectoneoption: Startanewsession.Definesettingsforasynchronizationsession.Usethesesettingsonceorsaveforfutureuse. SyncusingthesettingsofaSyncProfile.Synchronizesaccordingtothesettingsalreadydefinedinaprofile selectedinthedropdownlist. SyncusingthesettingsofaGoldSyncSite.Synchronizesaccordingtothepreviouslydefinedsettingsforthesite selectedinthedropdownlist.ThesitesettingsaredefinedintheGoldSyncAdministrationCenter.GoldMineuses onlythesendandretrieveoptionsfortheselectedsiteconfiguration. Usethefollowingprofile/sitesettings.Specifiesthesynchronizationprofiletouseduringthecurrentsession.This optionisavailableonlyifyouselectSyncusingthesettingsofaSyncProfileorSyncusingthesettingsofaGoldSync Site.

NOTE:YoucandeleteasynchronizationprofileselectedinthedropdownlistbypressingtheDeletekeyon
thekeyboard. 3. IfyouselectedSyncusingthesettingsofaSyncProfileorthesettingsofaGoldSyncSite,clickFinishtosynchronize accordingtoexistingsettings.TheGoldMineProcessMonitorappears(seeMonitoringProcessesonpage361). 4. Toverifyorchangeexistingsettings,clickNexttocontinuetotheConnectionMethoddialogbox.(seeConfiguringthe SynchronizationConnectionMethodonpage335).

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Configuring the Synchronization Connection Method


Whenconfiguringsynchronization,selectaconnectionmethod.Then,clickNexttocontinuetotheappropriateconnection options.
ConnectionMethod(IPtoIP/Network): Answeranincomingconnection.SetsGoldMinetowaitforanincomingconnectionfromanotherGoldMineor

GoldSyncsystem.Whentheoutsidesystemmakescontact,GoldMineacceptstheconnection,establishesa conversationwiththeremotesystem,andbeginstransferringdata.TheWaitforIncomingConnectiondialogbox appears(seeToConfiguretheWaitforIncomingConnectionOptionsonpage335). Connecttoremote.SetsGoldMinetocontacttheremoteGoldMineorGoldSyncsystemviamodem,directInternet connection,ornetwork.TheConnect/SendEmailtoRemotedialogboxappears(seeToConfigureConnect/Send EmailtoRemote(ConnecttoRemote)onpage335).


Noconnectionwithremote: SendatransfersettoremotebyEmail.SetsGoldMinetosendatransfersetasanattachmenttoInternetemail.

TheConnect/SendEmailtoRemotedialogboxappears(seeToConfigureConnect/SendEmailtoRemote (TransferSetbyEmail)onpage336). Createatransferset.DisplaystheCreateaTransferSetdialogboxwhereyouspecifythedestinationforthe transferset,andanoptionalpassword.GoldMinedoesnotattempttocontactanotherGoldMineorGoldSync system(seeToConfiguretheCreateaTransferSetOptionsonpage336). Retrieveatransferset.DisplaystheRetrieveaTransferSetdialogboxwhereyoudefinethelocationwhere GoldMinecanfindthetransferset,optionsforunpackinganddeletingthetransferset,andanoptionalpassword. GoldMinedoesnotattempttocontactanotherGoldMineorGoldSyncsystem(ToConfiguretheRetrievea TransferSetOptionsonpage336).

To Configure the Wait for Incoming Connection Options


WhenselectingAnsweranincomingconnectionfromtheConnectionMethoddialogbox,(seeConfiguringthe SynchronizationConnectionMethodonpage335),theWaitforanIncomingConnectiondialogboxappears. 1. SelectSendchangeddatatoremotetosendchangeddatafromthissitetotheremote.Bydefault,GoldMinewaitsfor anotherGoldMineorGoldSyncsystemtocall.Whentheothersystemcalls,GoldMineanswerstoestablisha connectionwiththeremotesystemandbeginstransferringdata. 2. SelectRetrievechangeddatefromremotetoretrievechangeddatefromtheremotetothissite. 3. SelectWaitcontinuouslyforanincomingconnectionsoGoldMineresetsafterasynchronizationcycleandwaitsfor anotherconnection. 4. TypetheOptionalconnectionpassword. 5. TypetheTCPPortsynchronizationisusing.ThedefaultTCPPortis5993.Typically,donotchangethisentry;ifyou overridethedefaultport,youmustselectthesameportastheremotesystem.

To Configure Connect/Send E-mail to Remote (Connect to Remote)


SetconnectionoptionswhenselectingConnecttoremoteontheConnectionMethoddialogbox(seeConfiguringthe SynchronizationConnectionMethodonpage335). 1. SelectSendchangeddatatoremotetosendchangeddatafromthissitetotheremote. 2. SelectRetrievechangeddatefromremotetoretrievechangeddatefromtheremotetothissite. 3. IntheRemote'sInternetIPAddresstextbox,typetheInternetIPaddressyouareconnectingto.Ifcreatingaone buttonsynchronizationprofile,theremoteinthiscaseistheGoldSyncservertheundockedcomputersynchsto. 4. TypetheTCPPort.ThedefaultTCPPortis5993.Typically,donotchangethisentry;ifyouoverridethedefaultport, youmustselectthesameportastheremotesystem. 5. ClickIPtoaddoreditalternativeIPaddresses. 6. TypetheOptionalconnectionpasswordinthetextbox. 7. ClickNext.IfyouselectedSendchangeddatatoremote,theSendOptionsdialogboxappears(seeConfiguringSend Optionsonpage360).

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To Configure Connect/Send E-mail to Remote (Transfer Set by E-mail)


WhenselectingSendtransfersettoremotebyEmailontheConnectionMethoddialogbox,(seeConfiguringthe SynchronizationConnectionMethodonpage335),youcanthensettheemailoptions. 1. TypetheRemote'sEmailaddressinthetextbox. 2. TypetheOptionalconnectionpasswordinthetextbox. 3. ClickNext.TheSendOptionsdialogboxappears(ConfiguringSendOptionsonpage360).

To Configure the Create a Transfer Set Options


IfyouselectCreateaTransferSetontheConnectionMethoddialogbox(seeConfiguringtheSynchronizationConnection Methodonpage335),settheoptionsintheTransferSetOptionsdialogbox. 1. TypeorbrowsetothePathforthetransfersettobeplacedlocation.Thisspecifiesthedestinationforthetransferset uponcreation. 2. SelectUpdatecutofftimeifprevioustransfersetintheabovepathhasbeenretrieved(deleted)topreventGoldMine fromupdatingthecutofftimeifapreviouslyretrievedtransfersetisdetectedinthedirectorydesignatedfortransfer setplacement. 3. TypetheOptionaltransfersetpassword.Whenapasswordisused,boththelocalandremoteGoldMinesystemsmust usethesamepassword. 4. ClickNext.TheSendOptionsdialogboxappears(ConfiguringSendOptionsonpage360).

To Configure the Retrieve a Transfer Set Options


IfyouselectRetrieveatransfersetontheConnectionMethoddialogbox(seeConfiguringtheSynchronization ConnectionMethodonpage335),settheoptionsontheRetrieveaTransferSetdialogbox. 1. InthePathforthetransfersettoberetrievedtextbox,typeorbrowsetothelocationtoplacetheretrievedtransfer set. 2. SelectUnpacktransfersetonlydonotretrieverecordstodecompressthetransferset,andplacethetransfersetin thedirectorydesignatedinPathforthetransferset.GoldMinealsodecryptsthetransferset(withapasswordvalueif enteredinOptionaltransfersetpasswordbelow).GoldMinewillnotretrievethedataintoaContactSet.

NOTE:BeginningwithGoldMine7.0,anunpackedtransfersetisnolongera.dbffile,butanEBMLfile
instead.ThisisabinaryformatsimilartotextbasedXML,butwithmuchbetterperformance.FrontRange SupporthastoolstodecodetheEBMLfilesintoatextform,shouldtroubleshootingbecomenecessary. 3. SelectDeletetransfersetafterunpackingorretrievaltodeletethetransfersetafterunpackingorretrievingthe recordsintothedesignatedContactSet. 4. TypetheOptionaltransfersetpasswordinthetextboxtospecifyapasswordandprotectthesystemfrom unauthorizedconnectionattempts.Whenapasswordisused,boththelocalandremotesystemsmustusethesame password. 5. ClickNext.TheRetrieveOptionsdialogboxappears(ConfiguringtheRetrieveOptionsonpage349).

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About GoldSync
GoldSyncprovidesunattendedandautomatedremotesynchronizationfor2ormoreGoldMinesystems.GoldSyncremote synchronizationincludesmultilevelsecurityandadministrativecontrolsandenhancedflexibilityoverGoldMinesoneto oneremotesynchronization.

GoldSynclicensesareincludedwithGoldMinePremiumEdition.GoldSynccansimultaneouslyupdatemultipleGoldMine systemswithaddedorchangedinformationinotherGoldMinesystems.Updatescanbesenttoasmanyusersasare configuredforthesynchronization. AlthoughmostusersarenotresponsibleforconfiguringormaintainingGoldSync,theymightberequiredtosynchronize theirGoldMinewithaGoldSyncserver.Ifso,theycanusetheOnebuttonSyncwithGoldSyncSynctosetupandruna GoldSyncprofilewithsettingsprovidedbytheirGoldSyncadministrator. GoldSyncadministratorschooseconnectionmethods,sessionintervals,andthesending/retrievingdataoptionsthatwork bestfortheirremotetohostscenarios. SystemsusingGoldSynctosynchronizeenjoytheaddedconvenienceofOnebuttonSyncwithGoldSyncServer synchronization.UserscanemployclickandgosynchronizationusingaprofiledefinedbytheGoldSyncadministrator.In somecases,userscaninstallGoldMineandtheOnebuttonsynchronizationprofileinoneoperation.

Recommendations
Tomaximizepotentialforsuccess,acertifiedGoldSyncadministratorshouldperformadministrativeduties. ItisrecommendedthatonlyGoldSyncadministratorscreatesyncprofile. Itisrecommended,andsetbydefault,thatundockedUsersaredeniedaccesstheSynchronizationWizard.

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GoldSync Key Terms and Concepts


HostSite:TheGoldMinesystemacceptingincomingconnectionsfromoneormoreremotesites.ThesiterunningGoldSync withtheMasterlicensetypicallyiscalledasthehostsite. RemoteSite.AGoldMinesysteminitiatingaconnectiontothehostsite.Aremotesitetypicallyisanundockeduseror branchofficewithasublicense. SiteGroup.Agroupofremotesitessharingcommonconfigurationsettings.Thesesettingsdefinewhichdatasynchronizes, whosends/receivesthedata,howoftenthedatasynchronizes,andthemethodofdatatransport. SiteGroupMembers.Theindividualsitesbelongingtoasitegroup.Whilethesitegroupmembersinheritpropertiesofthe sitegroup,anindividualsitegroupmembercanalsohaveitsownuniquesettings. SiteCode.Anidentifierlimitingconnectedandinitiatedprocessesandnonconnectedprocessestoonlythosesiteswith matchingsitecodes.Thesitecodeisassignedtoboththeprocessandthesite(s). GoldSyncServer.AnynetworkcomputerGoldMineisinstalledonandwheresynchronizationprocessesrun.Morethanone GoldSyncServeronanetworkisallowed.AGoldSyncServerisahostsiteoraremotesitedependinguponwhetherit acceptsorinitiatesconnections. Processes.ThesynchronizationtasksperformedonaGoldSyncServer.Processespack,send,andretrievethedata.Each processcaninitiatemultipletasks. TransferSet.AfilecomprisingallthechangesmadeinaGoldMinedatabaseduringaspecifiedtimeframe,includingnew ContactrecordsandupdatestoexistingContactRecords.Transfersetscanincludechangesdowntothefieldlevelforeach typeofinformationstored.

NOTE:ThetransfersetdoesnotcontainallhistoricalchangesmadetoaGoldMinedatabase.Itincludes
recordsstartingwiththemostrecentandspansonlytoincludedatabasechangessinceaspecifiedcutoff date. ContactSet.AdatabaseofContactRecords. FileCode.AuniqueidentifierusedtodistinguishoneContactSetfromanother.FileCodesaredefinedinthemain GoldMineapplication.(SelectTools>Database>OpenDatabase,thenselecttheContactFilefromthelistandclickthe Propertiesbutton.)WhenusingtheSynchronizationWizardorGoldSync,allavailableContactSetsMUSThaveaFileCode otherwisethespecificSyncfeaturewillnotopen.WhentheFileCodeisset,theContactSetisavailableforselectioninthe SynchronizationWizardandtheGoldSyncAdministrationCenter.

NOTE:ItisstronglyrecommendedthattheremotesystemmusthaveamatchingFileCode.
RecID.TheuniqueidentifierforeveryrecordinGoldMine.Thisvalueisalwayscomparedduringsynchronizationto determineifthereisamatchingrecordintherespectivedatabases. GoldSyncAdministrationCenter:Thecommandcenterwheresynchronizationsettingsareconfigured.TheGoldSync AdministrationCenterletsyouadministermultiplesitesandautomatetheprocessingoftransfersetsandconnection management. AfteryouconfigureGoldSync,nofurtheroperatorinterventionisrequired.theGoldSyncAdministrationCenterhandles dialing,redialing,andinformationtransfersforremoteGoldMinesites. GoldSyncSynchronizationWizard:Thetoolusedbyremotesitestomanuallydefineconfigurationsettingsandinitiate synchronizationsessionswiththehostsite. OnebuttonSynchronization:LetsremoteuserssynchronizewithGoldSyncwithasingleclick.Theadministratorsetsupa onebuttonsyncprofilefortheremoteuserintheGoldSyncAdministrationCenter.

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GoldSync Implementation Considerations


Tounderstandhowtomakesynchronizationpartofyourbusinessprocess,analyze:
Theanticipatednumberofrecordsinthedatabase. Thevolumeofchangesyouexpecttomaketothedata. Whethertheentiredatabaseorafilteredsubsetofdataistobesynchronizedwithremotesites. Thenumberofremotesites. Whetherthesyncmodelisdynamic(severalsynchronizespersiteperday)orstatic(onceperweekforreportingand

dataarchivepurposes).
Theexpectedfuturegrowthoftheoverallimplementation(additionalrecords/databases,users,remotesites). Tounderstandthetechnologyissues,consider: Bandwidthcurrentlyavailablebetweenpotentialremotesitesandallsynchronizationservers. Futureplansforenhancingbandwidth(forexample,VPN,corporateWAN,andsoon). Firewallandnetworksecuritylimitsynchronizationoptions. Personnelresourcesavailabletoadministerandmaintainsynchronization.

Planning a GoldSync System


Analyzeinformationneeds,resources,andchallengespresentedbygeography,timezones,orotherfactors.GoldSync accommodatesavarietyofconfigurations. First,mapadiagramoftheGoldSyncsetuptoshowrequirementsforaccomplishingbusinessgoalsandprovidinga referenceduringfinalimplementation.

Determineindividualneedsofthedifferentremotesites.Inthesamplediagram,theChicagoofficecreatesthreesite licenseswiththeappropriatenumberofseats.SydneyandJohannesburgneedatleastoneGoldSynclicenseeachto synchronizewithChicago.LosAngelesneedsoneGoldSynclicenseforsynchronizingwithChicagoandtwomoreGoldSync licensestocreatetworemotesitesforHeidiandBill,whosynchronizewithLosAngeles;andLosAngeles,Johannesburg, andSydneysynchronizewithChicago.

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Planning Variables
TheGoldSyncadministratormustidentifyvariablestoevaluatewheninstallingGoldSync. BecausetheamountofdataandloadanorganizationrequireofGoldSyncvaries,nosimplewayexiststodetermineifa computersconfigurationornetworkinfrastructureeffectivelyservesGoldSyncsprocessingrequirements.GoldSyncs requirementschangeasvariableschange. IMPORTANT:GoldSyncservicedoesnotseemappeddrives.IfGoldMinewasinstalledtoanexisting database,andtheserverpathwasdefinedasamappedlocation(suchasG:\GoldMine)youwill receiveanerrormessagewhenstartingGoldSync.Toaviodthis,usetheUNCpathormake correctionstothegm.iniasinthefollowingexample: 1. Openthegm.inifileforedit. 2. Locatetherealiniandsysdirentries
realini=G:\GoldMine sysdir=G:\GoldMine

3. ReplacewithyourUNCpath
realini=\\<yourhost>\<GMPath> sysdir=\\<yourhost>\<GMPath>

4. Savethefile.
OperatingSystem:TheGoldSyncserverperformsaconsiderableamountofintensiveprocessing,sotheGoldSync

administratormustensurethesystemactingastheGoldSyncservercanconsistentlysustainthedemandsofheavy loadprocessing.Selectasystemthatisstable,reliable,andscalable.Westronglyrecommendadministratorsinstalland deployGoldSynconMicrosoftWindowsServer2003SP2orMicrosoftWindowsServer2008. ThekeybenefitofdeterminingthedifferencesistounderstandhowthisvariableaffectsplanningfortheSQLServer implementationwithGoldSync.Also,differentoperatingsystemversionsoffervaryinglevelsofsupportformemory andprocessingcapabilities.


MicrosoftSQLServer:MicrosoftSQLServer2005andMicrosoftSQLServer2008aretheonlySQLServerscurrently

supportedbyGoldMinePremiumEdition.UnderstandinghowSQLServerisconfiguredandmanagediscriticalto GoldSyncssuccessfuldeployment.
MemoryUsage:MicrosoftSQLServer2005/2008requiremoreRAMthanearlierversionsbecausetheredesignedquery

optimizerusinghashandmergetakesmoreinmemoryprocessing. Themorememoryavailable,thebettercachingcapabilitySQLServerhasforloadingthedatabaseintomemory,and forperformingqueriesinmemory. Operatingsystemscanimposelimitsontheamountofmemoryanyapplicationcanuse.Administratorsmustknowkey differencesbetweenvariousversionsandeditionsoftheWindowsNTbasedsystemstoeffectivelydeterminewhat memorycapabilitiesareavailabletoSQLServer.


DiskI/OSubsystemPerformanceCanAffectSQLServersPerformance:SQLServertriestocacheasmuchinformation

asitcanintomemory;atsomepoint,availableRAMwilllikelybeinsufficienttoholdalltheinformation(especially whenrunningqueriesonlargedatabases).Consequently,virtualmemoryisused,whichcanresultindecreased performance. I/Operformancebecomescriticalinsustainingheavyread/writeactivities.Thephysicaldisksubsystemmustprovide thedatabaseserverwithsufficientI/Oprocessingpowerforthedatabaseservertorunwithoutdiskqueuing.


SQLServerProfilerandSQLServerPerformanceMonitor:ToolssuchasSQLProfilerandSQLServerPerformance

Monitorcanhelpadministratorswithperformancetuning.SQLServerProfilerprovidesdetailedinformationabout activityoccurringonthedatabaseserver.ItslogsareusefulwhentroubleshootingSQLerrormessagesandsymptoms withapplicationsissuingqueriesonthedatabaseshostedtoSQL.

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Resources,Data,andLoad:ThesevariablescanhaveasignificantimpactonGoldSyncsfunctionalityandperformance.

Theyhaveaninterdependentrelationship,makingitdifficulttoplanaGoldSyncimplementationwithoutaccounting forallthree.

NOTE:AfterdeterminingtheamountofdataandloadtheGoldSyncServermustprocess,determinethe
hardwarerequirements.Lookattheorganizationsinfrastructuretodeterminethelimitationsitcanimpose ontheoverallGoldSyncimplementation.
SelectingaGoldSyncSystemServer:Dependingupontheamountofdataandload,theGoldSyncservermightneedto

performintensiveprocessing.WerecommendadedicatedGoldSyncServer. SystemsservingasSQLServersandactingasserversforotherapplicationsorsystemsrunningresourceintensive applicationsarenotgoodcandidatesforGoldSyncServers. AlthoughGoldSyncfunctionsonsystemsmeetingminimumrequirements,werecommend(especiallywhenrunning multiplesites)administratorsdeployGoldSynconsystemsusingatleastaWindows2003operatingsystemwithatleast 256MBofRAMandwithaprocessingpowerofaPentiumII350.Asafeguidelineistoinstallasmuchmemoryasthe computercanhold,especiallyinthecaseofsingleprocessorcomputers. TheoverallloadtheGoldSyncserverprocessesinfluencesGoldSyncsperformance.ThemoredataGoldSyncprocesses throughconcurrenttasks,themoreprocessingpoweritrequiresfromthecomputeritrunson. ThelocationoftheGoldMineexecutableGoldSyncuseshasnoobservedbearingonGoldSyncsperformance.To simplifymanagementandtroubleshooting,werecommendadministratorsrunthesameexecutableforGoldSyncwhile themainGoldMineserverisrunning.
SettingMaximumSimultaneousSynchronizationSessions:Hardwarecomponentssuchasprocessorspeed,memory,

anddisksubsystemavailable,affectthenumberofsimultaneoussynchronizationsessionstheGoldSyncservercan handle. FrontRangerecommendsnomorethan10simultaneoussynchronizationsessionsperGoldSyncserver.Thisappliesto connectedandnonconnectedsyncmethodsandcanfluctuateduetodependencyonvariablessuchastheamountof dataeachsiteneedstoprocessandtheprocessingpoweroftheGoldSyncandSQLServers.


DeterminingtheNeedtoUseMultipleGoldSyncServers:Processmorethan10sitesconcurrentlybysettingup

multipleGoldSyncServers.Thisprocedureissynonymoustoloadbalancing,whereapplicationtasksaredistributedto multiplesystemstoincreaseandleveragethecomputingpowerthatcannotberealizedthroughasingle,dedicated GoldSyncServer. YoumightnotrealizeanypotentialloadbalancingbenefitsifconflictinglimitationsfromtheSQLServerscapability exist.ThenumberofsimultaneousGoldSyncprocessesisalwaysphysicallyconstrainedbytheSQLServer.See MicrosoftsSQLServerdocumentationonPerformanceTuning.


SettingtheSynchronizationPeriod:ScheduleatimewhentheGoldSyncservercanhandleprocesses.Byassigninga

timeforsitestosynchronize,theadministratorisassuredtheservercanhandletheprocessingloadwithoutneedingto physicallymonitorthesystem. AdministratorscanaccessGoldSyncsProcessPropertiestousetheSyncPeriodsettingonthegroupmembers properties.


SelectingaSynchronizationConnectionMethod:FrontRangerecommendsadministratorsimplementtheIPtoIP/

Networkmethodbecause:
Configurationissimple.Administratorsspecifytheaddress(numericorname)oftheGoldSynccomputerthe

remoteisconnectingto.
Itworkswellwithcommonnetworksecurityoptions,especiallyfirewalls.GoldSyncuses5993asitsdefaultport

wherethenetworkadministratorcanconfigureaportonitsfirewalltoreceiveandsendpacketsofdatasecurely. ThismethodofferstheflexibilityofassigninganotherportnumbertoreceivetheGoldSyncconnection. ItisthemostreliabletransportmethodwhenusingtheTCP/IPprotocol.TheTCP/IPprotocolguaranteesthe retransmissionofdroppedpackets,typicallyduetonetworkproblems.Additionally,itensureseachpacket receivedhasthesamecontentaswhenitwassent.(Ifabitchangesordropsforsomereason,theprotocoldetects thisandretransmitsthepacket.) IPtoIP/Networkiseasiertotroubleshoot.ATelnetprocedureisusuallytheonlytoolneededtoconfirmaproblem withtheIPtoIP/Networkmethod.

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Example:Withemailsynchronization,thereisnowaytoverifyatransfersetwasretrievedbyaremotesitewith theemailsyncmethodbecauseemailsynchronizationisanonconnectedprocedure.GoldSyncupdatesthecutoff dateforthenextsynchronizationsessionaftersuccessfullycreatingatransferseteveniftheremotesitefailsto retrievethattransferset.Thismightleavegapsintheremotesdatainasituationwhereatransfersetwasnot successfullyretrievedduetoaconditionexternaltoGoldSync/GoldMine.


DesigningaPlantoReduceProcessingTime:Whenusingaconnectedmethodforsynchronization,reduceprocessing

timeby:
Creatingtransfersetsinadvance. Usingfiltersandgroupstolimittheamountofdatainthetransferset. Usingmultiprocessorsystems.GoldSynctakesadvantageofthehighperformancecomputingpowerWindowsNT

basedtechnologyprovides.

GoldSync Sites Local Menu


UsetheSiteslocalmenutoconfigureandmanageSiteGroupsandSitesusing:

Date/TimeStampConversion:OpenstheDate/TimeStampConversiondialogboxtoconverttheSyncStamp,

LogStamp,andthefirstsevencharactersoftheRecIDtoastandarddateorconvertaregulardatetoatimestamp.See ToUsetheDate/TimeStampConversionUtilityonpage351.
Refresh:Updatestheitem. RefreshAll:UpdateslevelsanditemsintheGoldSyncAdministrationCenter. Expand:Displaysitemsundertheselecteditem. Enable:Letstheselectedsitesynchronize.GoldSyncchecksAllowthissitetosynchronizeonthefirstpageofthe

GoldSyncSiteGroupMemberWizard.
Disable:Preventsthesitefromsynchronizing,butleavesitlistedunderthesitegroup.Whenselectingthislocalmenu

command,GoldSyncclearsAllowthissitetosynchronizeonthefirstpageoftheGoldSyncSiteGroupMemberWizard.
GenerateVerificationCode:DisplaystheGenerateVerificationCodedialogbox.Thesitemustusethecodeto

synchronizewithGoldSync.Thecodeisonlyvalidforthesiteuntiltheremoteuserusesadifferentprofile.See SynchronizationVerificationCodesonpage353.
CreateInstallationFileforOnebuttonSync:CreatesaGoldMineinstallationfileaccordingtothespecificationsdefined

intheuserssynchronizationprofile.Createthesynchronizationprofilefortheuserbeforerunningthiscommandand creatingtheinstallationfile.Whenselectingthiscommand,theCreateUndockedUser(s)'InstallationFilesappears.See CreatingInstallationFilesforOnebuttonSynchronizationonpage359.

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OnebuttonSyncProfile:DisplaystheGoldSyncSiteOnebuttonSynchronizationProfileWizardtocreatea

synchronizationprofileforanundockeduser.ThisprofileenablestheundockedusertosynchronizeviaOnebutton SyncwithGoldSyncServer.SeeCreatingOneButtonSynchronizationProfilesonpage356.
EmailOnebuttonSyncProfiletoRemote:Sendstheremotesynchronizationprofileasanemailattachmenttothe

undockeduser.SeeEmailingOneButtonSynchronizationProfiletoRemoteonpage358
New:Createsasitegrouporsite.SeeCreatingSiteGroupsonpage348. Clone:DisplaystheNewSiteGroupMemberdialogboxtocreateasitebasedonattributesoftheselectedsite.See

CloningSiteSettingsonpage351.
Delete:Removestheselectedsitegrouporsite. Properties:DisplaystheSiteGroupWizardtomodifytheselectedsitegrouporsite.

Configuring Synchronization Settings


TheSynchronizationSettingsdialogboxIsavailableonlytouserswithMasterRights.Itallowsyoudefinethe synchronizationoptionsforOnebuttonSync,retrievinglinkeddocuments,runningGoldSyncasaservice,andtheoverrides tothedefaulttimeoutsettings. 1. SelectTools>Synchronize>SynchronizationSettings.TheSynchronizationSettingsdialogboxappears. 2. Configurethetabs: OnebuttonSync

TIP:Foradditionalinformation,seeRetrievingOneButtonSynchronizationProfilesonpage357.
Thistabisavailablewhenyouretrieveaonebuttonsynchronizationprofile.TheOnebuttonSyncoptionis

includedintheprofile. IftheCheckforaGoldSyncconnectioneveryminuteoptionisselected,GoldMinechecksfornetworkconnections 15secondsafterloginandpromptstheusertosynchronizeifanetworkconnectionandthespecifiedIPaddress arereachable;however,theGoldSyncservermightnotbelistening. IntheInstantSyncConnectiondialogbox,youcansynchronize,bepromptedagaininoneminute,orturnoffthe promptforthesessionduration. CleartheCheckforaGoldSyncconnectioneveryminutecheckboxifyoudonotwantGoldMinetoqueryyou aboutsynchronizingwheneveritdetectsyourGoldSyncserver. LinkedDocuments

NOTE:IfrunningGoldSyncasaservice,youmustuseUNCpathsforthefolderlocation.Mappeddrivesare
notrecognizedproperlybyWindowsServices.
Configureshowlinkeddocumentsarehandledinthesynchronizationprocess.Configuretheseoptionsinthe

Attempttoretrievelinkedfilestodropdownlist:
SelectFile'soriginaldriveandfolderforGoldSynctoplacethelinkeddocumentsintheoriginaldriveor

location.Ifnotfoundthere,GoldSyncsearchesavailablealternatedrives. Thenspecifyalternativedrivesinthetextboxbelow,tellingGoldMinewheretoretrievelinkeddocuments. Formultipledriveentriesorshares,separateeachdriveorshareentrybyasemicolon(;). Forexample,C;\\SERVER\DOCS;D;F;.Ifthelinkeddocumentsarenotfoundintheoriginaloralternatedrives, GoldSyncretrievesthedocumentintothedefaultdirectory.Ifyoudidnotassignadirectoryindefaultdrive andfolder,thedefaultdirectoryisthex:\SYSDIR directory\TmpLinks\;typically,theSYSDIRdirectoryisthe GoldMinedirectory.

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SelectSpecifieddefaultdriveandfolderforGoldMinetoretrievelinkeddocumentsonlytothedefault

x:\SYSDIR directory\TmpLinks\;typically,theSYSDIRdirectoryistheGoldMinedirectory.

directory.Ifyoudidnotassignadirectoryinthedefaultdriveandfolder,thedefaultdirectoryisthe

IMPORTANT:TheSearchfortheoriginalfoldernameonthedrivesI'vespecifiedONLYoptionis veryimportantforundockeduserswhohaveaservershareormappeddriveavailable.Ifthisoption innotchecked,thedocumentwillremainontheoriginallocationandwillnotbeavailableonthe undockedusersmachine.


ContinueconfiguringthelinkeddocumentsettingsbyselectingAllownewlinkeddocumentstosyncbydefaultfor

newlinkeddocumentstoautomaticallysynchronize. SelectBackupexistingfilespriortooverwritingthemduringretrieval(As.BAKfiles)forGoldSynctoplacea documentinadirectorywherethereisalreadyafilewiththesamename;thisoptioninstructsGoldSyncto renametheexistingfilewithanextensionof.bak.Aftertheoldfileisrenamed,thenewfileissaved.This setting


can be over-ridden by the sync settings for the Site.

Timeouts
ConfiguretheInternettimeoutsettings. TypeorselecttheHandshaketimeout(sec).Thehandshakesetting(theelectronicprotocolexchangedbetween

twosystemswhenestablishingaconnection)determinesthenumberofsecondsGoldMineorGoldSyncwaitsto completeahandshakeroutinebeforedisconnecting.Thedefaultvalueis20seconds. TypeorselecttheConnectiontimeout(sec).TheconnectionsettingdeterminesthenumberofsecondsGoldMine orGoldSyncwaitsafteraninterruptioninthetransmissiontocontinuereceivingstatusdatabeforedisconnecting. Thedefaultvalueis60seconds. ClicksetSetDefaultstoreturnalltimeoutsettingstotheiroriginaldefaultsettings.

NOTE:TheSetDefaultssettingcanhaveamaximumof600(sec) for the Handshaketimeout and 120(sec) for the Connectiontimeout.


GoldSync
ThistabisavailableonlywhenGoldSyncisinstalledonyourcomputer.Configuresthenotificationsettingsif

GoldSyncappearstofail.
SendanEmailifasynchronizationerroroccurred.Activatestheemailnotificationoptions. Emailerrormessagestothisaddress.Typetheemailaddressofthepersontonotify.Useyouraddressorthe

addressoftheGoldSyncadministrator. GoldSyncService
WhenyourGoldSyncserverisrunningoncomputerwithaWindows2003Server,youcanrunGoldSyncasa

Service.Aserviceisanapplicationtypethatrunsinthebackground. RunningGoldSyncasaserviceprovidesaddedsecuritybyeliminatingtheneedtologontothecomputertostart GoldSync.Italsosavesadministrativetimesincetheservicecanbeconfiguredtorestartwhenevertheoperating systemonthecomputerstarts,thusavoidingthetaskofmanuallystartingGoldSync. Install,start,andconfiguretheGoldSyncServicefromtheGoldSyncAdministrationCentertoolbar,butusethe GoldSyncServicetabtomanagetheservicewithoutlaunchingtheGoldSyncAdministrationCenter.


SetupGoldSyncasService:Installstheservice. UninstallGoldSyncService:Removestheservice. ConfigureGoldSyncService:LaunchestheGoldSyncServicesSettingsdialogboxwhereyoustart,stop,and

automaticallystarttheservice.

NOTE:TousetheGoldSyncServicefeatureonWindows7orVistayoumustlaunchGoldMineusingtheRun
AsAdministratoroption. 3. ClickOKtosavetheSynchronizationSettings.

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Using the GoldSync Administration Center


TostarttheGoldSyncAdministrationCenter,youmusthaveGoldMineinstalled,running,andlicensedwiththecorrect licenses(Elicense,SandYlicenses,DandGlicenses).SystemswithUlicensesdonothaveaccesstotheGoldSync AdministrationCenter. TheGoldSyncAdministrationCenteristhepointofaccessforthesitegroups,sites,servers,andprocessesserversperform asdefinedforeachsitegroup.

1. SelectTools>Synchronize>GoldSyncAdministrationCenter. 2. AttheGoldSyncAdministrationCenterwindow,configureoreditthesesettingsusingthewizards: SiteGroupWizard:Createsasitegroupwiththeconnectionmethodandtransfersetyouselect.SeeCreatingSite Groupsonpage348. SiteGroupMemberWizard:Addsmemberstothenewlycreatedsitegroup(CreatingSitesonpage346). ServerWizard:Addsserverssynchronizingwithremotesites(CreatingServersonpage350). ProcessWizard:Definestheprocessesperformedforthesite(CreatingServerProcessesonpage351). 3. AfterconfiguringvariousaspectsoftheGoldSyncAdministrationCenter,usethetoolbar,theSitelocalmenu,andthe Serverslocalmenutomanageandeditthefunctions. 4. Forsynchronizationtoworkautomatically,youmuststarttheprocesses.ExpandServers,theservername,andthe serverprocess.Highlighttheprocesstostart,rightclick,andselectStarttoinitiatetheselectedprocessorAutoStart OnforGoldSynctorunautomaticallyduringthetimesdesignatedintheServerAgentsAdministrator.

NOTE:YoumuststarttheprocessesintheGoldSyncAdministrationCenterofthecomputerrunningthe
synchronizationprocesses.

TIP:GoldSynccanbealsoberunasaservice(seeConfiguringGoldSyncasaServiceonpage353).

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Creating Sites
SitesareSiteGroupMembers.TheycommonlyhavethesamecommunicationmethodandsimilarsettingsintheSite Group.Customizesitesendandretrieveoptionsandfilters. TherearetwowaystocreatesitesintheGoldSyncAdministrationCenter:afteryoucreatetheSiteGrouporfromthelocal menu. 1. IntheGoldSyncAdministrationCenter,rightclickasitegroupfolderandselectNew. 2. AttheNewSiteGroupMemberdialogbox,selectoneoftheseoptions: UndockedUser:Selecttheundockeduserfromthedropdownlist.Thelistincludesundockeduserscreatedinthe LicenseManager.Iftheundockeduserdoesnotexist,seeCreatingUndockedUserLicenseonpage394. SubLicense:Selectthesitefromthedropdownlist.ThelistincludessitescreatedintheLicenseManager.For moreinformationseefthesitedoesnotexist,seeAboutSublicensesonpage392. OtherLicense:Typethelicenseserialnumberinthetextboxes. 3. ClickOK. 4. AttheWelcometotheGoldSyncSiteWizarddialogbox,typeanameforthesite. 5. SelectAllowthissitetosynchronizetomakethesiteactiveforsynchronizationafterconfiguringit.andclickNext. TheSiteGroupdialogboxopens. 6. Tomakethesitebelongtoadifferentgroup,selecttheSiteGroupfromthedropdownlist.andclickNext. TheCutoffDate/Timedialogboxappears. 7. SelectIgnorecutofftime(sendallrecords)tosendrecords.ThisoptionisavailableifyouselectedALLchangedcontact recordsontheSendContactrelatedOptionsdialogbox. 8. SelectALLcontactrecords'cutoffdateandtimetoincludenewandchangeddatafromthecutoffdateyoutypeor selectfromtheF2Lookupgraphicalcalendarandclock.ThisoptionisavailableifyouselectALLchangedcontact recordsorAllfilteredrecordsanduserscheduledactivities'recordsontheSendContactrelatedOptionsdialogbox. 9. SelectContactrecordslinkedtoActivitiescutoffdateandtimetoincludenewandchangeddatalinkedtoactivities scheduledfromthecutoffdateandtime.ThisoptionisavailableifyouselectContactrecordslinkedtothe'Sendusers' calendarlistorAllfilteredrecordsanduserscheduledactivities'recordsontheSendContactrelatedOptionsdialog box. 10. SelecttheDeletionFilterfromthedropdownlist.Thisoptionappliesthedeletionfilterforasinglesynchronization andthenclearsthefilterselection.

NOTE:Whendeletingarecordontheremotesitethroughadeletionfilter,thedeletionisnotrecordedasa changeinthedatabase.Thispreventsthedeletionfromsynchronizingbacktothehostandletstherecord synchronizebacktotheremote,ifnecessary.


11. ClickNext.TheOverrideOptionsdialogboxopens,unlessconfiguringashareddirectorysite(inthiscase,theNext SynchronizationOptionsdialogboxopens).

Configuring the GoldSync Site Group Override Options


Unlessconfigureddifferently,eachsitegroupmembersynchronizesaccordingtothesettingsenteredfortheGoldSyncSite Group.However,youcanmodifysettingsforasiteintheGoldSyncOverrideOptionsdialogboxoftheGoldSyncSiteGroup Memberwizard. TheOverridesOptionsallowsyoutooverridethegroupsettingsforthecurrentsite.Toconfigurespecialsettingsfora particularsite,checkthenecessaryoptionsontheOverrideOptionsscreen.Forexample,ifyouarecreatingasitewhere youwantanumberofretriesbeforefailingasyncsession,attheOverridesOptionswindowselecttheNumberofretries beforefailingthesyncsessionoption.Thewizardwillmoveyoutotheappropriatewindowinwhichyoucanchoosethe numberofretriesneeded.

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To Navigate to the Override Options


1. AttheGoldSyncAdministrationwindowselectaSiteandclickProperties.

2. ClickYesatthemessage.TheGoldSyncSiteWizardopens. 3. NavigatethroughthewizardtotheOverridesOptionswindowandselectfromthelistofoptions.

GeneralSettings Connection/transfersetpassword LoggingOptions Sendingtransfersetssettings Sendchangestoremote Transfersetcreationtypes Theselectedcontactsetstosendtoremote Transfersetrecordtypecreationoptions Filterusedfortransfersetcreation Retrievingtransfersetsettings Receivechangefromremote Defaultcontactsettoretrievechangesinfo Theselectedcontactsetstoretrievefromremote Transfersetrecordtyperetrievaloptions

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Intervalsandsynchronizationfrequency Successfulsynchronizationsessioninterval Failedsynchronizationsessioninterval Activeperiodofthissite Numberofretriesbeforefailingthesyncsession

Dependingonthechoicesyoumake,thewizardwillmoveyoutotheappropriatewindowonwhichyoucanmakethe necessaryselections. 4. ClickNextandthenselectFinishtotheGoldSyncAdministrationCenter.

Creating Site Groups


UsetheSiteGroupWizardtosetupsitegroups(thefirststepinconfiguringGoldSync).Configurationoptionsyousetfor thegroupareinheritedbyeachgroupmemberyouaddtothegroup.UsingtheSiteGroupWizard,settheconnection method,synchronizationmethodandintervals,andthemethodbywhichtransfersetdatacommunicatesbetweenthe remotesiteandtheserverandviceversa. 1. 2. 3. 4. SelectTools>Synchronize>GoldSyncAdministration.TheGoldSyncAdministrationCenterappears. RightclickonSiteGroupsandselectNew.TheWelcometotheSiteGroupWizarddialogboxappears. TypeadescriptivenameforthesitegroupandclickNext.TheSynchronizationMethoddialogboxappears. Selecteither: IntheConnectedMethods(IPtoIP/Network)area,selectanoption:
Acceptanincomingconnection:Theserveracceptstheinitialrequestfordataviamodem,Internetdirect,or

network.
Initiateanoutgoingconnectionatsetintervals:Theservertransfersdataataspecifiedtime.Theintervalis

setbytheuser.
IntheNonconnectedMethods(Internet:Email,SharedDirectories)area,selectanoption.Datatransferoccurs

withoutanactiveconnectionbetweentheGoldSyncAdministrationCenterandtheremotesites,usinganInternet emailaccountorshareddirectorytotransferinformation:
SendandretrievetransfersetsviaEmail:Thetransfersetcreatesinadvanceandtransfersbyemail. SynchronizewithanotherGoldSyncserverviashareddirectories:Usesdefinedpathstodirectoriesfor

depositingandretrievingtransfersets. 5. ClickNext.TheGeneralOptionsdialogboxopens.

Configuring the General Options (Site Groups)


IntheGeneralOptionssetthesendandretrieve,password,andloginformation. 1. SelectSendchangeddatatositegroupsmemberstoletGoldSyncacceptarequestfromaremotesitetocreatea transferset. 2. SelectRetrievechangeddatafromsitegroupsmemberstoletGoldSyncretrieveatransfersetfromtheremotesite. 3. TypeanOptionalconnectionpasswordrequiringremoteuserstoenterapasswordwhenconnectingtotheserver. 4. IntheLogOptionsarea,selectfrom: Logthedetailsofeachsynchronizationsession.RecordsProcessMonitorinformationintheGoldMinesystem logs. Logthetransfersetdetailsfortherecordssent/retrieved.Recordschangesmadetosynchronizedrecords.

NOTE:Ifinformationisstoredforeverysynchronizationsession,theloginformationstoragefilecouldgrow verylarge.Unlessyouaretroubleshootingasyncissue,werecommenddisablinglogoptions.

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5. ClickNext. IfyouselectedAcceptanincomingremoteconnectionandSendchangeddata,theTransferSetCreationMethod dialogboxopens.SeeConfiguringtheTransferSetCreationMethodonpage349. Ifyouselectedanothersynchronizationmethods,andselectedSendchangeddata,theSendOptionsdialogbox opens.SeeConfiguringSendOptionsonpage360. IfyouselectedonlyRetrievechangeddata,theRetrieveOptionsdialogboxopens.SeeConfiguringtheRetrieve Optionsonpage349.

Configuring the Transfer Set Creation Method


UsetheTransferSetCreationMethoddialogboxtodetermineifthetransfersetiscreatedwhiletheremotesiteis connectedortohavethetransfersetcreatedinadvancefortheremotesitetopickup. 1. Selectanoption: Generatetransfersetwhilesitegroupmemberwaitsonline.Whentheremotesitesinitiatesynchronization,they waitonlinewhilethetransfersetisbuiltandsenttothem. Generatetransfersetinadvanceforsitegroupmember(s)topickup.Yoursystemgeneratesthetransfersetin advanceandstoresitinashareddirectory.Whentheremotesitesinitiatesynchronization,theystayonlinelong enoughfortosendthetransfertothem. 2. ClickNext.TheSendOptionsdialogboxappears.SeeConfiguringSendOptionsonpage360.

Configuring the Retrieve Options


TheRetrieveOptionsdeterminewhatisconsideredforadditiontothedatabasewhenretrievingatransfersetfrom anothersystem. IfyouselecteitherRetrieveatransfersetfromtheseconddialogboxoftheSynchronizationWizardorRetrievechanged datafromremotefromtheConnect/SendEmailtoRemoteorWaitforanIncomingConnectiondialogboxes,GoldMine openstheRetrieveOptionsdialogbox. 1. IntheRetrieverecordtypesarea,selecttherecordtypestoretrievefromaremotesite.Bydefault,allrecordtypesare selected.

NOTE:Ifyouareamainsite,clearmanyofthecustomizationtypesunlessretrievingfromaremotesite
responsibleforGoldMinecustomization. 2. IntheRetrieveusers'calendararea,selectoneormoreuserswhosecalendaractivitiesyouwanttoretrieve.To retrievecalendaractivitiesforallusers,select(all).

NOTE:Historyitemsaretreatedasusercalendaritems,andareonlysynchronizedbetweenuserswhen
usercalendarsaresynchronized. 3. ClickNext.TheRetrieveContactSetsdialogboxopens(seeToConfiguretheRetrieveContactSetOptionsonpage 350).

To Force the Override of Tlogs


TheForceoverwriteofvalueswithmissingtlogsoptionintheRetrieverecordtypesareaisusedtoforceanupdatefor recordsthatareincludedinatransfersetbasedontheRECIDvalue.Thesearerecordsforwhichthetlogshavebeen purgedasaresultofroutinemaintenance.Thisoptionignoresanyexistingtlogsandforcestherecordupdate.

NOTE:Itisrecommendedthatonecomputerbedesignatedastheprimaryhost;thisoptionshouldbeset
onlyatthecomputersconnectingtotheprimaryhost,andnotontheprimaryhost. WARNING:Thisoptioncanupdaterecentlyentereddata.Forexample,whenacontactrecordthat doesnothavetlogsismodifiedattheremote.Normally,thischangewouldupdatethecentralhost. However,ifthecutoffdateatthehosthasbeenbackdatedtoincludetheoriginalcontactrecord, thehostcontactwouldbeupdatedwiththeremotechangesandtheremotecontactwouldbe updatedtotheoriginalrecord.

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To Configure the Retrieve Contact Set Options


Selectwhichmultiplecontactsetstosynchronize. 1. InthePleasespecifywhichcontactsetsyouwishtoretrievefromtheremotesitearea,selectthecontactsetsto retrieve. 2. IntheDefaultContactSetarea,selecttheContactSetinthedropdownlist.ThisistheContactSettoretrievedatainto ifthereisnomatchingfilecodefromtheincomingtransferset. 3. ClickNext.Ifyouselected: Answeranincomingconnectionontheconnectionmethoddialogbox,theReadytoSynchronizedialogboxopens. Connecttoremote,theConnect/SendEmailtoRemotedialogboxopens.

To Synchronize a Record After Purging T-logs


Supposeyouaresynchronizingarecordafteryoupurgedtlogs.Youdonthaveenoughinformationtodoafieldlevelsync, youcanonlydoarecordlevelsync. Ontheretrievingsideyouhavetwooptions:
Assumethatthecopyoftherecordyouhaveisthesameornewerthantheonethatcomeswithtransfersetandignore

therecordfromtransferset.Thisistheoldandthedefaultbehavior.
Assumethatthecopyoftherecordfromtransfersetisnewerthanyoursandoverwriteyourcopywiththeversionfrom

transferset.ThisiswhatisdonewithForceoverwriteoption.Themainusecaseiswhenyouaretryingtobringan undockedcomputertobeinsyncwiththeserver.Yourundockedcomputermighthavebeenoutofserviceforafew monthsandyounolongerhavealltlogs.

Creating Servers
AGoldSyncServerisanycomputerhandlingthesynchronizationprocesses.Itcanbeanycomputeronthenetworkrunning anetworkcopyofGoldMine. Forexample,yourmainGoldMineServermightnothaveamodem.Ratherthaninstallingamodem,assignanother computeronthenetworkthatdoeshaveamodemastheGoldSyncServer.EachGoldSyncServerassumesthecomputer nameastheservername. YoucandesignatemorethanonecomputeronyournetworkasaGoldSyncServer.HaveoneserverforIP/Network synchronizationandoneforemailsynchronization.

NOTE:TheGoldSyncServercomputersmusthaveproperresourcesfortheprocessestheyarerunning. TIP:BecauseGoldSyncisresourceintensive,werecommenddedicatingaservertoexecutingGoldSyncprocesses,
especiallywhenmanyusersaresynchronizingthroughouttheday.Creatingtransfersformultipleusersand managingmultipleconnectionsusesasignificantamountofthesystem'smemory,processor,andharddiskcapacity.

To Create a Server
1. IntheGoldSyncAdministrationCenter,rightclickonServersandselectNew.TheWelcometotheServerWizard dialogboxappears. 2. TypeorbrowsetothenameoftheservertomakeaGoldSyncServer. 3. ClickNext.Theavailableprocessesdialogboxappears. 4. Selecttheprocessestoassigntotheserver. IPtoIP/Network:Acceptsincomingremoteconnections IPtoIP/Network:Initiatesremoteconnections. Email:Scansforincomingtransfersets. Email:Sendsoutgoingtransfersets. SharedPaths:Creates/retrievestransfersetscreatedinadvance. 5. ClickNext.TheFinishdialogboxappears. 6. ClickFinishandtheWelcometotheProcess

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Cloning Site Settings


Cloningsitesettingtocreatesitegroupmemberswiththesameorsimilarsettings. 1. IntheGoldSyncAdministrationCenter,highlightthesiteyouareusingabaseline,rightclickandselectClone.TheNew SiteGroupMemberdialogboxappears. 2. Selectorcreatethenewundockedusertowhomyouareassigningtheclonedsettings. 3. ClickOK. TheWelcometotheGoldSyncSiteWizarddialogboxopens.Wizardsettingsarebasedonthesourcesite's configuration.KeepthedefaultsormakenecessarychangesusingtheOverrideoptions.

To Use the Date/Time Stamp Conversion Utility


Youmightneedtoviewdateandtimestampsinaregulardateformat.TheutilityconvertsthesevencharacterSyncStamp, LogStamp,orthefirstsevendigitsoftheRecIDtoastandarddateandtimeformat;oritconvertsastandarddateformatto astampformat.

TIP:UsethisutilitywhiletroubleshootingsynchronizationissuestoverifythedateandtimeintheTlogsofunpacked transfersetsandcomparetheinformationtothatinthedatabase.
1. SelectTools>Synchronize>GoldSyncAdministrationCenter.TheGoldSyncAdministrationCenterwindowappears. 2. RightclicktheSiteGroupandServerareaandselectDate/TimeStampConversion. TheDate/TimeStampConversiondialogboxopens. 3. IntheConversionMethodarea,selectone: DateandTime>SyncStamp:ConvertsthedateyouselectfromtheF2LookupcalendarandthetimefromtheF2 Lookupgraphicalclocktoadatestampformat. SyncStamp>DateandTime:Convertsadatestamptoastandarddateandtimeformat. 4. Afterselectingthedateandtimeortypingthesyncstamp,clickConvert.TheconversiondisplaysintheResultsarea withyourinitialinputontheleftandtheconversiontotherightofthearrow.Theresultsboxdisplaysmultipleresults soyoucantrackthetimestampsyouareresearching. 5. ClickCanceltoclosethedialogbox.

Creating Server Processes


UsetheProcessWizardtoconfigureprocessesyouarerunningontheGoldSyncServer. 1. IntheGoldSyncAdministrationCenter,rightclickontheservernameandselectNewfromthelocalmenu.TheNew Processdialogboxappears. 2. SelecttheServerandtheProcessTypefromthedropdownlists. 3. ClickOK.TheWelcometotheProcessWizarddialogboxappears. 4. TheWelcometotheProcessWizarddialogboxdisplaystheServerNameandtheProcessTypeyouareconfiguring.(If youarecontinuingfromtheServerWizard,youstartonthisdialogbox.) 5. TheProcessNamedisplaystheprocessyouareconfiguring.ClickNext. IfconfiguringIPtoIP/NetworkorSharedDirectories,theNumberofConnectionsdialogboxappears.See ConfiguringtheNumberofConnectionsonpage352. IfconfiguringEmail:Scanforincomingtransfersets,theIncomingEmailSettingsdialogboxopens.See ConfiguringIncomingEmailSettingsonpage352. IfconfiguringEmail:Sendsoutgoingtransfersets,theOutgoingEmailSettingsdialogboxappears.See ConfiguringOutgoingEmailSettingsonpage352.

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Configuring the Number of Connections


TheNumberofConnectionsdialogboxappearswhenconfiguringIP/NetworkandSharedDirectoriesprocesses. 1. Selectthemaximumnumberofconcurrentconnections.Thisoptioncontrolsthenumberofremoteuserswhocan connectatonetime.

NOTE:Ifyouhavethemaximumnumberofconcurrentconnectionssetto5,only5remoteuserscan
connectatonetime.Thenextuserisrefusedaconnectionuntilthereisanopenslot.Thisoptionprevents yourserverfromrunningoutofresources. 2. Ifnecessary,typeanotherportnumberintheWaitforincomingInternetconnectionatTCPportfield. 3. ClickNext.TheActivePerioddialogboxappears.

Configuring Incoming E-mail Settings


1. InTheHostnameoftheinbound(POP3)mailserverfield,typethenameofthePOP3server. 2. SelectTheFrequencyperiodtocheckforemailedtransfersetsbyclickingthebrowsebutton(...).The SynchronizationFrequencydialogboxappears.Selectthedays,hours,orminutes. 3. TypetheUserNameandPasswordfortheemailaccountretrievingthetransfersets. 4. ClickNext.TheActivePerioddialogboxopens.SeeConfiguringtheActivePeriodsforSynchronizationonpage352.

Configuring Outgoing E-mail Settings


1. TypeTheHostnameoftheoutbound(SMTP)mailserverinthetextbox. 2. TypeThereturnEmailaddressfortheoutgoingtransferset. 3. ClickNext.TheActivePerioddialogboxopens.SeeConfiguringtheActivePeriodsforSynchronizationonpage352.

Configuring the Active Periods for Synchronization


TheActivePeriodsdialogboxdefinesthedaysandhourstheprocessisactive. 1. OntheActivePerioddialogbox,selectStartthissyncprocessautomaticallyiftheGoldSyncAgentdetectsthecurrent time...tousetheGoldSyncServerAgenttothestarttheprocessautomatically. 2. Selecttheactivedays. 3. SelecttheactivebeginningandendingtimeusingtheF2Lookupclock. 4. ClickNext.TheFinishdialogboxopens. 5. IfconfiguringanAcceptincomingconnectionprocess,clickFinishtocompletetheprocessconstruction.Ifconfiguring anInitiateremoteconnectionprocess,typeaSiteCodeinthetextbox.

NOTE:Assignmultiplesitecodestoaprocess,separatedbyaspace.Asitecanbeassignedonlyonesite
code. 6. ClickFinish.TheprocessaddstotheGoldSyncAdministrationCenter. Ifyouneedtoviewdateandtimestampsinaregulardateformat,seeToUsetheDate/TimeStampConversionUtilityon page351.

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Synchronization Verification Codes


Verificationcodesareasecuritymeasureensuringremoteusersdonotchangetheirsynchronizationprofilewithoutthe GoldSyncadministrator'sknowledge.IftheremoteuserreceivesamessagethathisorherVerificationCodeisinvalid,the GoldSyncAdministratormustgenerateanotherandsendittotheremoteuser. 1. IntheGoldSyncAdministrationCenter,selectthesiteneedinganewVerificationCodeandrightclick.SelectGenerate VerificationCode.TheGenerateVerificationCodedialogboxappears. TheVerificationCodegenerates. 2. CopythenumberandclickOKtoclose. 3. Sendtheremotesitethecode. Theremotesitetypesinthenewverificationcode(thecoderemainsvaliduntiltheremoteusertriesusinganother profile).

Running GoldSync as a Service


WhenyourGoldSyncserverisrunningonacomputerwithaWindows2003ServerorWindowsXPServeroperatingsystem, runGoldSyncasaService.Aservicerunsanapplicationinthebackground. RunningGoldSyncasaserviceprovidesaddedsecuritybyeliminatingtheneedtologontothecomputertostartGoldSync. Savesadministrativetimebyconfiguringtheservicerestartwhenevertheoperatingsystemonthecomputerstarts. UsetheGoldSyncAdministrationCentertoolbaroptionsforinstalling,startingandconfiguring,anduninstallingtheservice. AlsoconfigureGoldSyncasaserviceintheSynchronizationSettingsdialogbox .

To Run GoldSync as a Service


1. OntheGoldSyncAdministrationCentertoolbar,clicktheSetupGoldSyncasaservice 2. AdialogboxopensindicatingtheGoldSyncServicewascreatedsuccessfully. button.

NOTE:AfterinstallingGoldSyncasaservice,butbeforestartingtheservice,changetheGoldSyncService
logonfromLocalSystemaccounttoThisaccount.IntheServicesmanagementwindow,rightclickGoldSync ServiceandselectProperties>LogOn.SelectThisaccountandconfigurethelogoninformationusinga WindowsaccountwithfullaccessrightsontheGoldSynccomputerandtothesharedmappedorUNC locationswhereyourlinkeddocumentsarestored.

Configuring GoldSync as a Service


YoucanaccessGoldSyncServicesconfigurationsusingeitherofthefollowingmethods:
OntheGoldSyncAdministrationCentertoolbar,clicktheConfigureGoldSyncService

button.

TheGoldSyncServicesSettingsdialogboxopens.
SelectTools>Synchronize>SynchronizationSettings.TheSynchronizationSettingsdialogboxopens.Clickthe

GoldSyncServicestabandConfigureGoldSyncService. TheGoldSyncServicesSettingsdialogboxopens.

NOTE:AfterinstallingGoldSyncasaservice,butbeforestartingtheservice,changetheGoldSyncService
logonfromLocalSystemaccounttoThisaccount.IntheServicesmanagementwindow,rightclickGoldSync ServiceandselectProperties>LogOn.SelectThisaccountandconfigurelogoninformationusinga WindowsaccountwithfullaccessrightsontheGoldSynccomputerandtotheUNClocationswherelinked documentsarestored.

NOTE:TousethisfeatureonWindows7orVistayouhavetolaunchGoldMineusingtheRunAs
Administratoroption.

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Important Consideration
GoldSyncservicedoesnotseemappeddrives.Forexample,ifGoldMinewasinstalledintotheexistingdatabaseandyou definedtheserverpathasamappedlocation(e.g.G:\Goldmine),thenGoldSyncserviceisstartedwithanerror.GoldSync servicewillnotfindanylinkeddocumentsorattachmentswrittenthroughmappeddrives(e.g.G:\GoldMine\picture.jpg). So,thefileswillnotbesynchronizedwithGoldSyncservice. UseUNCpathinsteadofmapped,oryoucaneditthegm.inifilemanually:
Findrealini=andsysdir=entries:

realini=G:\GoldMine sysdir=G:\GoldMine
ReplacewithyourUNCpath

realini=\\yourhost\GMPath sysdir=\\yourhost\GMPath

To Configure GoldSync as a Service


1. SelecttheserverrunningGoldSyncintheServerdropdownlist. 2. ClickStartorStoptostartorstoptheservice. 3. SelectAutomaticallystartasaservicewheneverthiscomputerbootsuptostarttheservice. TheStatusboxdisplaysindicateswhethertheserviceisrunning. 4. ClickOKtoexitthedialogbox.

To Uninstall GoldSync as a Service


OntheGoldSyncAdministrationCentertoolbar,clicktheUninstallGoldSyncservice AdialogboxappearsindicatingtheGoldSyncServicewassuccessfullyuninstalled. button.

Adding the Users Table as an Option for Sync


1. OntheServer,opentheToolsmenuandselectSynchronize>GoldSyncAdministration. 2. OntheGoldSyncAdminCenter,rightclickonthesyncsiteandselectPropertiesfromthelocalmenu(seeGoldSync SitesLocalMenuonpage342). TheSiteGroupWizardopens. 3. ClickNext3timesuntilyoureachtheSyncoverridesscreen. 4. SelectSendundockeduser'ssecuritiesandpasswordandthenclickNext. 5. VerifythattheUndockeduser'sinformationandcorrespondingsecuritiesandpasswordcheckboxesarechecked belowinSendOptionsarea. 6. Finishthewizard.

Adding Macros to the GoldSync.ini File


IntheGoldSync.inifile,youcancreateandmodifyasectionthatcontainsastringofmacrosthatrunwhenGoldMineis synchronizedwithOutlook.ThesemacrosareusedtocontroltheformattingoftheactivitySubject. Thedefaultstringis:
<<&user>>, <<&contact>>, <<&company>>, <<&phone>>, <<&emailaddress>>, <<&fulladdress>>

BelowisanexampleofthestringusedintheGoldSync.inifile
[OutlookSync] CalSubjectPattern= contact=<<&contact>>, user=<<&user>>,, <<&company>>, <<&phone>>, <<&emailaddress>>, <<&fulladdress>>

NOTE:Youcanchangetheorderoraddyouownwordswhichwillbestoredandshowninthesubject.
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RegardingMultipleContactsandMultipleUsers
Iftheactivityhasmultiplecontacts,theCalSubjectPatternisignoredandthetextmultiplecontactsisinsertedin

itsplace.
Iftheactivityhasmultipleusers,thesettingsfortheuserisignoredandthetextmultipleusersisinsertedinits

place. ThefollowingexampledemonstrateshowthestringofmacrosdisplayinGoldMine:

User Macros
FortheUser,youcanselectfromthefollowingmacros:
<<&user>> <<&userfullname>

Contact Macros
ForaContact,youcanselectfromthefollowingmacros:
<<&Address1&2>> <<&CityStateZip >> <<&FullAddress>> <<&Name&Address>> <<&Title&Address>> <<&Phone>> <<&FAX>> <<&Contact,Company>> <<&Company,Contact>> <<&Contact>>

<<&Company&Address>> <<&Company>> <<&Phones>> <<&EMailAddress>>

About One-Button Synchronization


WhenenabledontheremoteGoldMinesystem,onebuttonsynchronizationgivestheundocked,remoteuserasinglestep synchronizeprocess.Becausetheremoteusercannotmodifysynchronizationsettings,theorganizationincreasesdata securityandenhancescontrolofinformationaccessforeachsynchronizingremotesystem.Onebuttonsynchronization letstheGoldSyncadministrator:
Createonebuttonsynchronizationprofilesforeachremotesystemrunningonebuttonsynchronization.SeeCreating

OneButtonSynchronizationProfilesonpage356.
Emailtheonebuttonsynchronizationprofilestoremote,undockedusers.SeeEmailingOneButtonSynchronization

ProfiletoRemoteonpage358.
CreateanundockedinstallertoinstallGoldMineontheremotesystemwiththeonebuttonsynchronizationprofile

(newGoldMineuser).SeeCreatingInstallationFilesforOnebuttonSynchronizationonpage359. Aftercreatedandsent,theremoteusercan:
Retrievetheonebuttonsynchronizationprofile.SeeRetrievingOneButtonSynchronizationProfilesonpage357. Retrievetheundockedinstallerfile.SeeRetrievingOneButtonSynchronizationInstallationFilesonpage359. Synchronizeusingonebuttonsynchronization.SeeSynchronizingUsingOneButtonSynchronizationonpage356.

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Synchronizing Using One-Button Synchronization


TheGoldSyncadministratorconfiguresonebuttonsynchronizationprofilesandsendsthemtoremoteusers.Once installed,theprofilestreamlinestheremote,undockedusersynchronizationprocess. 1. SelectTools>Synchronize>OnebuttonsyncwithGoldSyncServer.TheOnebuttonSynchronizationdialogbox opens,indicatingtheGoldSyncadministratorhasconfiguredyoursystemforOnebuttonSynchronization. 2. ClickSync.TheProcessMonitoropens,indicatingsynchronizationstatus.

Creating One-Button Synchronization Profiles


UsetheOnebuttonSyncProfileWizardoptionaftercreatingsitegroupmembersorfromtheGoldSyncAdministration CenterSiteslocalmenu.OnebuttonsynchronizationprofilesincludetheInstantSyncoption(seeConfiguring SynchronizationSettingsonpage343)toremindundockeduserstosynchronizewhenitdetectsanetworkconnection.

To Create a One-Button Synchronization Profile


1. IntheGoldSyncAdministrationCenter,highlightthesite,rightclickandselectNewOnebuttonSyncProfile.The WelcometotheGoldSyncSiteOnebuttonSyncProfileWizarddialogboxappears. 2. Typethedescriptivenameoftheprofileinthetextbox.ClickNext. 3. EntertheremotesitesEmailaddress. TorestrictsynchronizationaccesstotheOnebuttonsyncprofile,checktheDisableremotesitesaccesstothe SynchronizationWizardoption. 4. ClickNext.TheConnectionMethoddialogboxopens. 5. Selectasynchronizationconnectionmethod: ConnecttoremoteusingIPtoIP/Networkmethod. SendatransfersettoremotebyEmail. Formoreinformation,seeRetrievingOneButtonSynchronizationProfilesonpage357. 6. ClickNext.TheConnect/SendEmailtoRemotedialogboxopens. Checkthedesiredsendandretrieveoptions. EntertheRemotesInternetIPaddressandportassignmentorEmailaddress Enteranoptionalpassword. Formoreinformation,seeToConfigureConnect/SendEmailtoRemote(ConnecttoRemote)onpage357andTo ConfigureConnect/SendEmailtoRemote(TransferSetbyEmail)onpage357. 7. ClickNext.TheSendOptionsdialogboxopens. CheckthedesiredSendRecordTypesandSenduserscalendaroptions. 8. ClickNext.TheSendContactrelatedOptionsdialogboxopens. SpecifythetypeofContactRecordstosendtotheremotesite. SpecifytheContactSetstosendtotheremotesite. 9. ClickNext.TheSendFilterOptionsdialogboxopens. SelectoneoftheFiltersfromthedropdownlist. Toyouwanttoexcludefilteredrecordspreviouslystoredinthelastsynchronizationsessionwiththecurrent transfersetforthisremotesite,checktheResetAutoTerritoryRealignmentfeatureoption. 10. ClickNext.TheCutoffDate/Timedialogboxopens. Ifyouwanttoignorecutofftime,checktheIgnorecutofftime(sendallrecords)option. Ifyouwanttouseacutofftime,enteracufoffdateandtime.

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11. ClickNext.TheRetrieveOptionsdialogboxopens. CheckthedesiredRetrieveRecordTypesandRetrieveuserscalendaroptions. 12. ClickNext.TheRetrieveContactSetsdialogboxopens. SpecifythetypeofContactSettoretrievefromtheremotesite. SpecifythedefaultContactSetswhenthesetisnotspecified. 13. ClickNext.TheReadytoSynchronizedialogboxopens. 14. CheckthedesiredLoggingOptionsandthenclickFinishtosavetheprofilesettings.

To Configure Connect/Send E-mail to Remote (Connect to Remote)


SetconnectionoptionswhenselectingConnecttoremoteontheconnectionmethoddialogbox. 1. SelectSendchangeddatatoremotetosendchangeddatafromthissitetotheremote. 2. SelectRetrievechangeddatefromremotetoretrievechangeddatefromtheremotetothissite. 3. IntheRemote'sInternetIPAddresstextbox,typetheInternetIPaddressyouareconnectingto.Ifcreatingaone buttonsynchronizationprofile,theremoteinthiscaseistheGoldSyncservertheundockedcomputerissynchronizing with. 4. TypetheTCPPort.ThedefaultTCPPortis5993.Typically,donotchangethisentry;ifyouoverridethedefaultport,you mustselectthesameportastheremotesystem. 5. ClicktheIPbuttontoaddoreditalternativeIPaddresses. 6. TypetheOptionalconnectionpasswordinthetextbox. 7. ClickNext.IfyouselectedSendchangeddatatoremote,theSendOptionsdialogboxappears.

To Configure Connect/Send E-mail to Remote (Transfer Set by E-mail)


WhenselectingSendtransfersettoremotebyEmailontheconnectionmethoddialogbox,youcanthensendtheemail options. 1. TypetheRemote'sEmailaddressinthetextbox. 2. TypetheOptionalconnectionpasswordinthetextbox. 3. ClickNext.TheSendOptionsdialogboxappears.SeeConfiguringSendOptionsonpage360.

Retrieving One-Button Synchronization Profiles


WhentheGoldSyncadministratorcreatesormakeschangestoyourOneButtonSynchronizationProfile,theycanemail youtheprofile.OnebuttonsynchronizationprofilesincludetheOnebuttonSyncoption(seeConfiguringSynchronization Settingsonpage343)toremindundockeduserstosynchronizewhenitdetectsanetworkconnection.

To Retrieve One-Button Synchronication Profiles in the GoldMine E-mail Center


1. IntheGoldMineEmailCenter,doubleclickontheemailmessagewiththesubjectlineofOnebuttonSyncProfile. 2. AGoldMinemessageboxappears,indicatingthemessagehasasyncprofileattached.ClickYes. 3. Theprofileinstalls.TheOnebuttonSyncwithGoldSyncServermenuoptionbecomesactive.UseOnebuttonSync withtheGoldSyncServer.

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To Retrieve One-Button Synchronication Profiles From Another E-mail Client


Ifanundockeduserisusinganotheremailclient(suchasOutlook),theOneButtonSynchronizationProfileappearsasan attachment.TheattachmentcanbesavedtotheharddriveandretrievedthroughtheSynchronizationSettingsdialog. 1. SavetheOneButtonSynchronizationProfileattachmenttoyourharddrive(forexample:createa\Profiledirectoryin the\GoldMinedirectory). 2. InGoldMine,opentheToolsmenuandselectSynchronize>SynchronizationSettings.

3. OntheOneButtonSynctab,enterthelocationorbrowsetothelocationofthesavedOneButtonSynchronization Profiletransfersetfile. 4. ClickUpdatetoretrievethetransferset. Thesyncprofileincludesthedateandtimeofitscreation.Ifanundockedusertriestoretrieveanearlierprofilethe followingerrormessagedisplays: AnewerOnebuttonSyncProfilehasbeenfound.TochangeyourProfilesettingscontacttheGoldSyncadministrator.

E-mailing One-Button Synchronization Profile to Remote


TheGoldSyncadministratorcancreateorchangeasite'sOneButtonSynchronizationProfileandemailittotheremote user. 1. IntheGoldSyncAdministrationCenter,highlightthesite,andrightclick.SelectEmailOnebuttonSyncProfileto Remotefromthelocalmenu. 2. Aconfirmationdialogboxopens.ClickYestoemailtheprofiletotheremote. TheprofileisemailedtotheemailaddressintheOnebuttonSynchronizationProfile.

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Creating Installation Files for One-button Synchronization


WithOnebuttonSynchronizationProfile,createaninstallationfilecontainingfieldsanddataforanewremoteuser.

NOTE:TousethisfeatureonWindows7orVistayouhavetolaunchGoldMineusingtheRunAs
Administratoroption.

NOTE:Createasynchronizationprofilefortheuserbeforecreatinganinstallationfile.
1. HighlightthesiteintheGoldSyncAdministrationCenterandselectCreateInstallationFileforOnebutton Synchronization. TheCreateUndockedUser(s')InstallationFilesdialogboxopens. 2. Selecttheuserorusersforwhomyouarecreatingtheinstallationfiles.

NOTE:Processuptofiveundockedsitessimultaneously.Ifmorethanfivesitesmustbeprocessed,
GoldSyncqueuestheadditionalsitesuntilresourcesareavailable. 3. ClickOK. Ifthegmsetup.exeisnotinthedefaultlocation,browsetothecorrectlocation.Ifyoucannotlocatethe.exeinthe GoldMinedirectory,copythefilefromtheinstallationCDROM. Ifthegmsetup.exefileisinthedefaultlocationof\GoldMine\Setup\GoldMinethentheProcessMonitordisplays thestatusofthecreationprocess.GoldSynccreatesinstallationfilesandinitialtransfersetsbasedontheprofile settings.

NOTE:Creationoftheinitialtransfersetcanbetimeconsuming.GoldSyncignoresthecutoffdatedefined
intheuser'ssynchronizationprofileforthesetablesandincludesallrecords.Thetablesare:Fields, ContUdef,Lookup,Users,InfoCenter,andResources. 4. TheinstallationfileisplacedintheGoldMinedirectory,\GoldMine\Setup\Remotes\. 5. AstheGoldSyncadministrator,distributethefiletotheremotesiteusingthesemethods: Zipdisk CDROM FTP Emailviafileattachment 6. Thefilemustberetrievedontheremotecomputer. ItinstallsGoldMinebasedontheundockeduserlicenseforthesite,copiesthedata,andinstallstheOnebutton SynchronizationProfile.

Retrieving One-Button Synchronization Installation Files


Asaremoteuser,whenyoureceivetheUndockedInstallerpackage,installGoldMinebyrunningtheinstaller,named username.exefortheremote/undockeduser. TheUndockedInstallerpackageinstallsGoldMineusingtheundockeduserlicenseforyoursite,copiesthedataandfiles selectedbytheGoldSyncadministrator,andsetsuptheconfiguredsynchronizationprofile. 1. LocatethefilesenttoyouonazipdiskorCDROM,usingFTP,oremailedasanattachment.Thefileisnamed username.exe,whereusernameisyourGoldMineusername. 2. Openthefile.ItextractsthenecessaryfilestothefolderdefinedbythesystemsWindowsTempvariable,usually C:\Windows\Temp. 3. Afterfilesareextracted,theUndockedInstallerinstallsGoldMineandimportsthedata.

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Configuring Send Options


1. UsetheSendOptionsdialogboxtodeterminewhatdatatoincludeinthetransferset(adatabaseofallchangesmade toGoldMinecontactrecordsduringaspecifiedtimeframethatissenttootherGoldMinelocationsandretrieved, updatingthatdatabasewiththenewinformation). 2. IntheSendRecordTypesarea,specifyrecordtypestoincludeinthetransferset.

NOTE:Selectingarecordtypeinthesendoptionsincludesitinthetransferset;however,thisdoesnot
guaranteethedatawillberetrievedattheretrievingsite 3. IntheSendusers'calendararea,selectoneormoreuserswhosecalendaractivitiesshouldbeincludedinthetransfer set.Toincludethecalendaractivitiesofallusers,select(all).

NOTE:Fortheusername(s)tobemadeavailableinthedropdownlistoftheremote'scalendar,theuser
names(s)mustbesynchronizedwiththeUsersdatabase.AddusernamesintheUsersMasterFile. Historyitemsaretreatedasusercalendaritems,andareonlysynchronizedbetweenuserswhenuser calendarsaresynchronized. 4. SelectyourEncryptionlevelinthedropdownlist.Alltransfersetsareencryptedat128or32bits. 5. ClickNext.TheSendContactrelatedOptionsdialogboxopens(seeToConfigureSendContactRelatedOptionson page360).

To Configure Send Contact-Related Options


AfterconfiguringtheSendOptions(seeConfiguringSendOptionsonpage360),usetheSendContactrelatedOptions dialogboxtoevaluaterecordsandsendallneworchangedcontactrecords,sendrecordsbasedonwhethertheyarelinked tothenamesintheSendUsers'calendarsareaoftheSendOptionsdialogbox,orallfilteredrecordsandrecordslinkedto selectedusers'activities. 1. Intheupperdropdownlistselectoneoption: Onlythecurrentcontactrecord:(AvailableonlyintheSynchronizationWizard).Includesallthedata,without regardtoacutoffdate,fortheactiveContactRecordonly. Allchangedcontactrecords:Includesallneworchangedrecordssincethecutoffdateinthetransferset. Contactrecordslinkedtothe'Senduser'scalendar'list:Includesallneworchangedrecordslinkedtotheusers selectedintheusers'calendarsendoptionsandthenevaluatesthoserecordsforchangessincethecutoffdate. Allfilteredrecordsanduserscheduledactivityrecords:Includesrecordsthatmeetyourfiltercriteriaandthose thatdonotfitthefilterbuthavescheduledappointmentslinkedtousersselectedintheSendusers'calendarlist. 2. InthePleaseselectcontactsetsyouwishtosendtotheremotesitearea,selecttheContactSetorsetstoincludein thetransferset.

NOTE:Whensynchronizingmultipledatabases,theyshouldhavefilecodes.Thedatabasecodesshouldbe
sameontheremoteandonthemainsite. 3. ClickNext.Ifyouselected: Onlythecurrentcontactrecord,theRetrieveOptionsdialogboxappears. Allchangedcontactrecords,Contactrecordslinkedtothe'Senduser'scalendar'list,orAllfilteredrecordsand userscheduledactivityrecords,theSendFilterOptionsdialogboxappears(seeToConfiguretheSendFilter Optionsonpage361).

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To Configure the Send Filter Options


UsetheSendFiltertolimitthenumberofrecordsincludedinatransfersetthesamewayafilterlimitsthenumberof ContactRecordsyouareworkingwithinGoldMine.ThefiltermustalreadyexistintheFiltersandGroupsdialogboxbefore youcanapplyittothesynchronizationprocess. 1. ClickthedropdownlisttoselectAllContactRecordsorselectrecordsbasedonafilterownedbytheuser. 2. Toselectadifferentuser,click<Filtersof:username>.TheSelectaUserdialogboxappears.Selecttheuserinthedrop downlistandclickOK.Onceadifferentuserisselected,theuser'sfiltersandthepublicfiltersdisplay. 3. SelectResetAutoTerritoryRealignmenttosendbothrecordsselectedbyyouroldfilterandrecordsselectedbyyour newfilter.ThisenablesGoldMinetoholdoldrecordsforonelastsynchronization;thenyoucansendadeletionfilterto removeunwantedrecords. 4. ClickOKtoreturntotheSendFilterdialogbox. 5. ClickNext.Ifyouare: UsingSynchronizationWizard,theCutoffDate/Timedialogboxappears(seeGoldMineRecordSelectionand UsersCalendarsonpage330). ConfiguringGoldSyncSiteGroups,theRetrieveOptionsdialogboxappears(seeConfiguringtheRetrieveOptions onpage349).

Monitoring Processes
TheGoldMineProcessMonitorlaunchesautomaticallywhenexecutingorrunningprocesseswithinGoldMine,including synchronization,AutomatedProcesses,importingandexporting,ormergingandpurging.

NOTE:Onceopened,theProcessMonitorcanfloatanywhereontheGoldMinescreen,oritcanbedocked
toanyofthefoursidesoftheGoldMinescreen.Thewindowcanalsoberesizedtomaximizeavailable workspace.Forbestresults,docktheProcessMonitortothebottomoftheGoldMinescreen. Theupperpanedisplaysprocessesrunningandgeneralstatus,whilethelowerpanedisplaysthestatusofthecomponent tasks. Usethetoolbarorthelocalmenutomanageprocessoptions. TheProcessMonitorusescolorcodes,assignedtotextorthebackground,toindicateprocessstatus.

Color
Blacktextondefaultbackground Bluetextondefaultbackground Blacktextonyellowbackground Whitetextonredbackground Greentextondefaultbackground

Meaning
Operationnormal Notice Warning Error Tasksuccessfullycompleted

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Server Agents
Overview
UsetheServerAgentsAdministratortoprocesstheseoperationsonarecurringbasis:
SendingandretrievingemailfromtheInternetthroughGoldMine SynchronizingwithGoldSync SynchronizingwithMicrosoftOutlook Printingandfaxingcorrespondence RunningAutomatedProcesses PublishingCalendarinformation

ServerAgentsareconfiguredaroundauserorusergroup,activetimeperiods,andfrequency.Theyworkwithother configurablepartsofGoldMineandmustbestartedfortheprocessestowork.

Starting the Server Agents


StarttheServerAgentsforthesettingsyouconfiguredintheServerAgentsAdministratortotakeeffect. 1. SelectTools>Services>StartServerAgents. 2. TheProcessMonitorappearsdisplayinginformationabouttheServerAgentsrunning.

NOTE:Theagentscontinuetorununtilyouclickthestopprocessesbutton

ontheProcessMonitor.

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Configuring Sending and Retrieving E-mail in the Server Agents Administrator


UsetheServerAgentsAdministratortosendqueuedemailandretrievedemailfromtheemailserveronthedaysand timesspecified. 1. SelectTools>Services>ManageServerAgents.TheServerAgentsAdministratordialogboxopens. 2. ClicktheSend/RetrieveEmailstab. 3. IfallowingonlyoneusertosendandretrieveemailusingtheServerAgent,selecttheuserinthedropdownlistinthe User'sSettingsarea. 4. ToallowotheruserstousetheServerAgentcapability,selectApplytootheruserstoenabletheSelectUsersbutton. ClickSelectUserstoselectoneormoreusersorusergroups. 5. IntheActivePeriodarea,selectthedaysoftheweektheagentwillbeactive. 6. TypeorselecttheactivetimeperiodforeachdayfromtheF2graphicalclock. Timesaresetonadailybasis,theearliesttimeis12:00A.M.andthelatestis11:59P.M.Thelatesttimecannotbe 12:00A.M.Whensettingthetimes,considerthefullrangeofServerAgentsyouarerunningandwhatactivitiescan takeplaceafterregularbusinesshours.Insomecases,youneedtoselectonescenariooveranother.Forexample,you notwanttosendqueuedemailuntilafterhours,butyoudowanttoretrieveemailthroughouttheday 7. IntheFrequencyarea,typeorselectthenumberofday(s),hour(s),minute(s)GoldMinewaitsbeforeinitiatingthe operation. Theminimumamountoftimeis5minutes. 8. ClickOK.

NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.

Configuring GoldSync in the Server Agents Administrator


UsetheServerAgentsAdministratortoprocessGoldSyncsitesonthedaysandtimesspecified. 1. SelectTools>Services>ManageServerAgents.TheServerAgentsAdministratordialogboxappears. 2. ClicktheGoldSynctab. 3. IfallowingonlyoneusertopublishhisorhercalendarusingtheServerAgent,selecttheuserinthedropdownlistin theUser'sSettingsarea. 4. ToallowotheruserstousetheServerAgentcapability,selectApplytootheruserstoenabletheSelectUsersbutton. ClickSelectUserstoselectoneormoreusersorusergroups. 5. IntheActivePeriodarea,selectthedaysoftheweektheagentwillbeactive. 6. Typeorselecttheactivetimeperiodforeachdayusingtherightfacingarrowstoaccessalistoftimesinthirtyminute increments. Timesaresetonadailybasis,theearliesttimeis12:00A.M.andthelatestis11:59P.M.Thelatesttimecannotbe 12:00A.M.Whensettingthetimes,considerthefullrangeofServerAgentsyouarerunningandwhatactivitiescan takeplaceafterregularbusinesshours.Forexample,GoldSynccandrawuponmanynetworkresourcesandconfigure GoldSynctorunafterregularbusinesshourstokeepotherprocessesrunningsmoothly. 7. ClickOK.

NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.

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Configuring Outlook Sync in the Server Agents Administrator


TheServerAgentsAdministratorallowsyoutosynchronizedatabetweenGoldMineandOutlookatthefrequency specified. 1. SelectTools>Services>ManageServerAgents.TheServerAgentsAdministratordialogboxappears. 2. ClicktheOutlookSynctab. 3. IntheUser'sSettingsarea,selecttheuserinthedropdownlist. ThisistheuserwhoseOutlookaccountyouaresynchronizingtoGoldMine. 4. IntheActivePeriodarea,selectthedaysoftheweektheagentwillbeactive. 5. TypeorselecttheactivetimeperiodforeachdayfromtheF2graphicalclock. Timesaresetonadailybasis,theearliesttimeis12:00A.M.andthelatestis11:59P.M.Thelatesttimecannotbe 12:00A.M.Whensettingthetimes,considerthefullrangeofServerAgentsyouarerunningandwhatactivitiescan takeplaceafterregularbusinesshours.Forexample,synchronizeyourOutlookwithGoldMineseveraltimesduringthe businessday. 6. SelecttheProfileinthedropdownlist. 7. IntheFrequencyarea,typeorselectthenumberofday(s),hour(s),minute(s)GoldMinewaitsbeforeinitiatingthe operation. Theminimumamountoftimeis5minutes. 8. ClickOK.

NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.

Configuring Printing and Faxing in the Server Agents Administrator


UsetheServerAgentsAdministratortosendqueuedprintandfaxjobsonthedaysandtimesspecified. 1. SelectTools>Services>ManageServerAgents.TheServerAgentsAdministratordialogboxappears. 2. ClickthePrint/Faxtab. 3. IfallowingonlyoneusertoprintorfaxqueuedjobsusingtheServerAgent,selecttheuserinthedropdownlistinthe User'sSettingsarea. 4. ToallowotheruserstousetheServerAgentcapability,selectApplytootheruserstoenabletheSelectUsersbutton. ClickSelectUserstoselectoneormoreusersorusergroups. 5. IntheActivePeriodarea,selectthedaysoftheweektheagentwillbeactive. 6. TypeorselecttheactivetimeperiodforeachdayfromtheF2graphicalclock. Timesaresetonadailybasis,theearliesttimeis12:00A.M.andthelatestis11:59P.M.Thelatesttimecannotbe 12:00A.M.Whensettingthetimes,considerthefullrangeofServerAgentsyouarerunningandwhatactivitiescan takeplaceafterregularbusinesshours.Forexample,printinglargemailingsduringregularbusinesshourscouldmake theprinterunavailabletoregulardailyusers.Printinglargejobsbeforeorafterbusinesshourskeepstheprinterfree. 7. IntheFrequencyarea,typeorselectthenumberofday(s),hour(s),minute(s)GoldMinewaitsbeforeinitiatingthe operation. Theminimumamountoftimeis5minutes. 8. ClickOK.

NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.

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F2 Lookup Lists
Overview
UseF2LookupliststostandardizehowuserstypeinformationinsomeGoldMinefields.Forexample,limitentriesinthe Dearfieldtoafewstandardresponses,suchasDr.,Mr.,Mrs.,andsoon.F2Lookupsalsoenablequickdataentryintothese fields.F2LookupvaluesarestoredintheLookuptable. TheF2optionsfordateandtimefieldsofferagraphicalinterface.

F2 Lookup Benefits
UsingtheF2Lookuplistshelps:
Forcevalidentryinafield. Setupfielddependencybetweenfields Enablethestandardizationofdataentrybypreventingsimilarentries,suchasFinanceDirector,DirectorofFinance,

andFinancialDirector.
Letusersunsureaboutfieldentrychoosefromalist. Speedupdataentry Helppreventspellingerrors. Simplifyreportwritingandfiltration.SetsecurityaccessontheF2Lookupstopreventusersfromalteringcontents

ortypingvoiddata.EachF2Lookuphasitsownsettings;therefore,setthesecurityoneachlistonebyone. ArightfacingarrowattheendofthefieldboxidentifiesfieldswithF2Lookups.AccessaspectsoftheF2Lookupsby:
ClickingF2orF4 Clickingtherightfacingarrowonthefield Enteringtextandthenselectingfromtheautofillmenuthatdisplaysbelowthefield.

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Using the F2 Lookup


TheF2LookuplistsappearinavarietyoflocationsthroughoutGoldMine.Somefieldscanbeconfiguredtoonlyaccept valuesfromthelookupwhileotherfieldsallowforfreeforminput.Stillothersareclocksorcalendars. Youcanopen,setup,oredityourF2valuesontheFieldLookupdialogbox. 1. ClickonarightfacingfieldarrowofafieldorselectF2. TheFieldLookupdialogboxopens.

2. Selectoneofthefollowingoptions: NewopenstheF2Entrydialogbox.TypeinthenewnameandclickOK(seeCreatingF2LookupEntriesonpage 369. Editallowsyoutoeditaselectedentry.First,highlightthevalueyouwanttoeditandthenclickEdit.AttheF2Entry dialogbox,typeovertheexistingtextandclickOK(seeEditingF2LookupEntriesonpage373. Deleteremovesanentry.FirsthighlightthevalueyouwanttodeleteandthenclickDelete.Attheprompt,clickYes. SetupopenstheF2FieldSetupdialogbox(seeConfiguringF2LookupListSecurityonpage372)toconfigure settingsforafield. Selectchoosesanentry.HighlighttheentryandthenclickSelect.Thevalueyouselectedappearsinthefield. 3. ClickCanceltoclosetheFieldLookupdialogbox.

Managing F2 Lookup Lists


YoucanmanageF2Lookuplistsby:
CreatingF2LookupEntries(seepage369) SettingDependencyBetweenLookupLists(seepage370) ConfiguringF2LookupListSecurity(seepage372) EditingF2LookupEntries(seepage373)

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Creating F2 Lookup Entries


TheF2LookuplistsappearinavarietyoflocationsthroughoutGoldMine.Somefieldscanbeconfiguredtoonlyaccept valuesfromthelookupwhileotherfieldscanallowfreeforminput.Inothercases,thelookupdisplaysaclockorcalendar. YoucanaddothervaluestoyourF2Lookuptable.Forexampleyoucanaddcontactnames,addresses,andsoon.Youcan evenselectwhichvalueswilldisplay. Anotherlookupfeatureistheabilitytosetalimitonthetypesofvaluesthatcanbeaddedtoafieldbyanotherfield.For example,ifyouwanttoenteronlycities(Cityfield)inthestateofCalifornia(Statefield)youcansetupthatlimitonthe Lookuplists.

NOTE:Toplacemultipleentriesinafield,withnewentryaftertheexistingentry,typeasemicolon(;)at
theendoftheentry.Thisappendstheentryafterexistingdatainthefield,separatedbyacomma. BesuretosetsecurityoptionsbeforeoraftercreatingtheF2Lookuptables(seeConfiguringF2LookupListSecurityon page372). 1. ClickonarightfacingfieldarrowofafieldorselectF2. 2. AttheFieldLookupdialogbox,clickNew. TheF2Entrydialogboxopens.

3. Typethenewentry. Useamethodtodesignatespecialhandlingoffieldvalues:
Toplacemultipleentriesinafield,withnewentryaftertheexistingentry,typeasemicolon(;)attheendofthe

entry.Thisappendstheentryafterexistingdatainthefield,separatedbyacomma.Thisway,multipleentriescan beplacedinafield.Whentheentrydoesnotendwithasemicolon,itoverwritesdataalreadyappearinginthe field. Toplaceacodedentrythathasdescriptiveinformationinthelookuplist,typetwoslashes(//)aftertheentry,then thedescription.Theentryforthefielditistreatedlikeacomment,anddisplaysthetextinthefield. Example: 0001//Shops&Retail 0002//Shipping Selectingoneoftheseplacesthenumericoptionintothefield.Torequiremultipleandcodedentry,place theseinthisorder:code,semicolon,forwardslashes,anddescription: 0001;//Shops&Retail 0002;//Shipping
ToaddtheresultsofadBASEexpressiontoafield,typea~followedbytheexpression.Forexample,~dtoc(date())

intheF2Lookuplistentersthecurrentdateinthefield. 4. ClickOK.TheentryaddstotheF2Lookuplist.

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Setting Dependency Between Lookup Lists


Youcansetuplookupvaluesthataredependentonvaluesfromotherfields.Also,youcancreate,change,ordelete necessaryrelationship. Forexample,yousetupthetwofieldsStateandCity.Thisenhancementallowsyoutoselectonlycitiesfroma correspondingstate.YoucansetuptheCityF2lookuplisttodependontheStatefieldvalue,thenchangeittokey1(record type)field.ThevaluefromtheCity(thatis,fromthefieldwhichonthefieldcitydepends)fieldisnamedasMasterValue.

To Set Up a Dependency
Tosetupadependence,youmustfirstconfigurethefieldsetup. 1. OpenaF2LookupdialogboxandclickSetup.

TheSetupdialogboxopens;thisiswhereyouchangethedependencyforF2lookupvalues. 2. IntheFieldNamearea,selectvalues. 3. IntheContextdependentF2lookuplistarea,clickontheLookuplistdependsonanotherfieldcheckbox.

NOTE:Thischeckboxmustbeselected.Ifleftuncheckedthenthelookupvaluesdonotdependonany
otherfields.

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4. SelecttheContact(CONTACT1)buttontoselectamasterfieldfromtheContact1table. ForexampleyoucansetanActivitiesresultcodewhichdependsonthekey1(recordtype)fieldinthecorresponding contact.Ifyouselectthisbutton,thentheContact1fieldsappearintheMasterfielddropdownbox.Ifyouselectother fields,fieldsfromthecorrespondingtableappear.ForActivitiesitistheCALtable,forCasesitistheCASESorfieldsof cases.


SelectGoTo>ServiceCenter ClickNewcaseandcreateanewcase NavigatetoSubjectfieldandpressF2>setup.

TheCASEStableisavailableforselection.

NOTE:Afterchangingthisfieldalllookupvalueswillnotupdate.Manuallyediteachfieldinthelist.SeeTo ManuallyEditingDependenciesonpage371.
Foralistofdependencytables,seeAvailableDependencyTablesonpage371.

Available Dependency Tables


Thefollowingtableshowstheavailabledependencytables.

Fields
Contactrecordfields Usedefinedcontactfields Pendingactivityfields Historyactivityfields OpportunitiesandProjects
Cases (Service Center)

Table
contact1table contact1andcontact2 contact1andcaltables contact1andconthisttables contact1andopmgrtables contact1andcasestables

To Manually Editing Dependencies


1. OpentheF2Lookupdialogboxforthedependencyfieldandselectavalue. 2. ClickEdit.

3. ClickontheOnlyvalidwhencheckbox. Avalidvaluemeanthatmasterfieldhastheappropriatevalue.Intheexampleofcityandstate,theStatevalueisCA (California)andwhentheOnlyvalidwhencheckboxischecked,theCityvaluesreturnedareallcitiesinCalifornia. 4. Atthedropdownbox,selectavalueandthenclickOK. TheF2LookupdialogboxnowhaveaShowAllcheckbox.

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Select an Entry by Ignoring Dependency Settings


Aftersettingupallthedependencies,youcanselectthemfromtheF2lookuplists. 1. OpenanF2Lookupdialogbox.

2. ClicktheShowAllcheckbox. ThisshowsallvaluesindependentfromtheMasterfieldvalue. UnclicktheShowAllcheckboxtoshowonlyvalidvaluesforthedependency.

Configuring F2 Lookup List Security


Toensurethatdataentriesareconsistentinadatabase,youmustsetsecurityoptionsforeachF2Lookup.Usingthese securityoptionsstandardizesdatafieldvalues.Setsecurityoptionsbeforeorafteryoucreate(seeCreatingF2Lookup Entriesonpage369)oredit(seeEditingF2LookupEntriesonpage373)thelookupentries.

NOTE:ToaccesstheF2FieldSetupdialogbox,youmusthaveMasterRights.
1. ClickonarightfacingfieldarrowofafieldorselectF2. 2. AttheFieldLookupdialogbox,clickSetup. TheF2FieldSetupdialogboxopens. 3. IntheFieldNametextbox,typethenameforthelookuplist. Thiscanbethenameofthefieldyouarecreating,itslookup,orageneralnameifyouareplanningtousethelookup listwithmorethanonefield.Tousethelookupwithmorethanonefieldifyouwillbeimportingthelookupentries, typeaFieldName. 4. IntheFieldSettingsarea,selectfromthefollowing:
Allowblankinput.Keepsthedatafieldblank.SelectingthisoptionletsGoldMineskipthefieldwhenthevalue

isunknown.

NOTE:SelectingAllowblankinputforarequiredfieldpreventsyoufromdeterminingwhetherthefieldwas supposedtobeempty.RetainmorecontroloverfieldentriesbyincludingalookupvalueofN/Atoindicate thatnolookupvalueappliestothefield.


Forcevalidinput.RequiresselectionofanF2Lookuplistvaluetoupdatethefield.GoldMineallowsonlyentries

thatappearinthelookup.Ifaninvalidentryisattempted,GoldMinedisplaysthelookupandhighlightstheitem closesttotheactualfieldentry.

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Insertclosestmatch.Ifanentryistypedinafieldthatdoesnotmatchexistinglookupentries,GoldMineinsertsan

entrythatmostcloselymatchesthetypedvalue.GoldMinechangestheentrywhenthecursorismovedfromthe field.Toenablethisoption,selectForcevalidinput. BecauseGoldMineinsertstheentrythatappearstobetheclosestmatch,Insertclosestmatchcanplacean incorrectvalueintoafield.


Capitalizefirstletter.Capitalizesthefirstletteroftheentry. Popupwhenselected.DisplaysthecorrespondingF2Lookupwhenthefieldisselected. Listexistingdata.Letsuserslookfortheexistingvalues. Forexample,therearecontactswithNewYork,Dublin,Moscowonly.So,F2Lookupwillshowthesecitiesonly.

ThisoptionwilldisablenewF2Lookupnavigation(bytwofields).
Allowadding.LetsusersaddentriestotheF2Lookup. Allowediting.LetsusersedittheentriesintheF2Lookup. Allowdeleting.LetsusersdeleteentriesfromtheF2Lookup. AutoFill.Astheusertypes,GoldMineplacestheclosestmatchingentryfromthelookupinthefield. Importlookupentriesfromanotherfield.SelectthiswhenimportinganexistingF2Lookuplistandthenselectthe

fieldnamefromthedropdowncontainingtheinformationtouseasentriesinthelookuplist.Afterselectinga fieldandclosingtheF2FieldSetupdialogbox,entriescorrespondingtotheselectedfieldappearinthelookup. Lookuplistdependsonanotherfield.Whenthischeckboxisselectedthelookupvalueforafielddependsonthe valueofanotherfieldcalledamaster.Forexample,ifyouwantallentriesintheCityfieldtobeinthestateof California,thenyouwouldcheckthisboxandintheFieldnamefield,youwouldselectState. Ifthisboxisnotselected,allvaluescanbeaddedtotheLookuplist.


Contactradiobutton.AllowstheusertoselectamasterfieldfromtheContact1table. Case(Opportunity,Calendar,Caseandsoon)radiobutton.Thisradiobuttonallowsyoutoselectamasterfield

fromthecorrespondingtable. 5. WhentheformiscompletedclickOK.

Editing F2 Lookup Entries


YoucaneditF2Lookupentriestoreflectchangesorincorporatespecialsymbolsthatdesignatevaluesinatextbased lookup.

NOTE:Wheneditingalookupentry,makesureyouchangethesecurityoptionsontheentiretable(see
ConfiguringF2LookupListSecurityonpage372). 1. RightclickonthefieldtoopentheFiledLookupdialogbox.

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2. SelecttheentryyouwanttoeditandclickEdit.TheF2Entrydialogboxappears.

3. IntheEnterthevaluefield,typethenewentry. Usethefollowingmethodstodesignatespecialhandlingofvaluesinafield:
Toplacemultipleentriesinafield,withnewentryaftertheexistingentry,typeasemicolon(;)attheendofthe

entry.Thisappendstheentryafterexistingdatainthefield,separatedbyacomma.Thismethodallowsmultiple entriesinafield.Whentheentrydoesnotendwithasemicolon,theentrywilloverwriteanydatathatalready appearsinthefield. Toplacemultipleentriesinafield,withthenewentrybeforetheexistingentry,typeapercentsign(%)attheend oftheentry.GoldMinedoesnotinsertacommabetweenentries Toplaceacodedentrywithdescriptiveinformationinthelookuplist,typeapairofforwardslashes(//)afterthe entry,followedbythedescription.The//symbolindicatesbreaksthestringandtreatstextafteritistreatedas informationalanddisplaysthetextinthefield. Thisisusefulwhenworkingwithcodedvalues,forexampleindustrialsectorcodes,whereSICCodes(forexample) are0=Agricultural,ForestryandFishing;1=MiningandConstructionandsoon. InGoldMineyoucaneitherenterallpossiblevaluesasrealvaluesoryousetupthelookuplistwith0// Agricultural,ForestryandFishing1//MiningandConstruction.Whenopeningthelookuptheuserseesthe descriptionbutinthefieldonlytheCodeisenteredmeans0or1.
ToaddtheresultsofadBASEexpressiontoafield,typeatildesign(~)followedbytheexpression.Forexample,

~dtoc(date())intheF2Lookuplistentersthecurrentdateinthefield. 4. ClickOKtoaddtheupdatedentrytotheF2Lookuplist.

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My GoldMine
Overview
MyGoldMineallowsuserstoviewcurrentinformationfromGoldMineandfromtheInternetinacustomizablewindow. TheMyGoldMinedesktopcontainscolumnsandsectionsyoucanpersonalizetodisplaybusinesscriticalcontentfromthe WeborfromwithinGoldMine.PersonalizeMyGoldMinelayout,content,andrefreshrate.Userscan:
AddandremovecontentfromMyGoldMinetooptimizeefficiencyandinstantlyaccessinformationsuchasstock

quotes,email,weather,pendingactivities,orotherrelevantinformationforplanningandmanagingbusiness.
AddGoldMineinformation,includingappointments,emailinbox,ortheday'ssales. AlsoaddInternetsitessupportingRichSiteSummary(RSS)whichisasimpleXMLformatdesignedforsharingWeb

headlines.SitessupportingRSSareusuallyoffering"What'sNew"informationfromtheirsite.RSSversions0.912.0 supported.

NOTE:TheuserssystemmustbeconnectedtotheInternettodisplayandaccessWebsites.Setupthe
appearance,content,andrefreshrateforMyGoldMinetodisplaytheWebsitecontentandGoldMine information.

Configuring My GoldMine
1. ToaccesstheMyGoldMineconfigurationoptions,selectWeb>MyGoldMine.TheMyGoldMinewindowappears. 2. ClickthePersonalizeContentbuttonatthetoprightofthewindow. TheConfigureMyGoldMinedialogboxopens. 3. OntheLayouttab,selectthePageStyleinthedropdownlist. 4. Selecta2or3columnstyleintheColumnSchemedropdownlist. Default Windows Newspaper XP 5. Foreachcolumn,selecttheColumnFormatinthedropdownlist.SelectTab,whichkeepsthecontentsoftheother itemsinthecolumnhiddenwhennotselected,orBox,whichdisplaystheinformationorhyperlinkforallitems. ClassicThreeColumns EvenThreeColumns EvenTwoColumns 6. ClicktheContentstab. 7. SelectColumn1,2,or3.TheinformationintheItemspanereflectstheactiveresourcesfortheselectedcolumn.To addaresource,clickAdd.TheSelectItemtoAdddialogboxappears. 8. Tochangethedisplayorder,selecttheitemandclickMoveUporMoveDown. 9. ClickRemovetodeletetheselecteditem.

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10. ClicktheSettingstab. 11. SelectRefreshonlyonstartuppreventsyoufromsettingarefreshrate.MyGoldMinedoesnotrefreshwhileitisopen. IfyoudonotselectRefreshonlyonstartup,typeorselectatimeintheRefreshMyGoldMineEveryxminutestext box. 12. ClickOKtosavethesettingsandclose.

Using My GoldMine
UseMyGoldMineasapersonalizedresourceforcurrentinformationfromselectedGoldMineandInternetsources. 1. SelectWeb>MyGoldMine.TheMyGoldMinewindowappears. 2. Dependingupontheconfigurationyouselected,MyGoldMinedisplayswith2or3columns,astabsorboxes,andwith default,Windows,newspaper,orXPpagestyle. Tochangethesetup,style,andcontent,selectPersonalizeContent.TheConfigureMyGoldMinedialogboxopens. 3. Toaddtothecontentofeachcolumn,clickAddItem(s)toColumns.TheSelectItemtoAdddialogboxappears. 4. Toviewthecompleteinformationwhereitisnotdisplayed,clickingthehyperlinkexpandstheviewtoincludethe detailedinformation.

NOTE::IfyouselectedtheTabformatintheConfigureMyGoldMinedialogbox,youneedtoscrolltothe
bottomofthecolumnanddoubleclicktheresource'stitlebar.Usethearrowtominimizetheviewonthe tabformat.TheBoxformatkeepsyourresourcesactivelydisplayedatthetopofthecolumn. 5. TocopyinformationfromtheMyGoldMinedisplay,highlightthesectionandrightclick. SelectCopyfromthelocalmenu. ChooseSelectAlltocopytheentireMyGoldMinedisplaytotheclipboard.Thenpastetheselectedsectionorthe entiresectioninyourtargetapplication. 6. Torefreshnewsfeedsitesmanuallyratherthanwaitfortheautomaticrefresh,clickRefresh.

Select a Resource to Add Dialog Box in My GoldMine


UsetheSelectaResourcetoAdddialogboxtoadd,store,andremoveresources.ThedialogboxappearsifyouclickAddon theContenttaboftheConfigureMyGoldMinedialogboxorifyouselectAddItem(s)toColumnsontheMyGoldMine window. 1. IftheGoldMineorWebbasedresourceislisted,selecttheitemandclickOK.Theitemisaddedtotheselectedcolumn.

NOTE:TheSelectaResourcetoAddlistdisplaysonlyitemsnotaddedtotheMyGoldMinedisplay.Thelist
isuniversal,notcolumnspecific.Tomoveanitemfromonecolumntothenext,youmustremoveitfromthe displaybyclickingtheXinthetitlebaroftheitemintheMyGoldMinewindow.Theitemisreaddedtothe SelectItemtoAddlistandcanthebeaddedtothecolumnofyourchoice. 2. Toaddaresourcetotheitemlist,clickAddResource. TheEditRSSResourceURLdialogboxappears. 3. AfteraddingtheRSSresource,itappearsontheitemlist.SelecttheitemandclickOK.Theitemisaddedtotheselected column. 4. TochangethenameorURLofanitem,selecttheitemandclickEditResource. TheEditRSSResourceURLdialogboxappears. 5. Toremoveanitemfromthelist,selecttheitemandclickDeleteResource.Theitemispermanentlydeletedfromthe itemlist. 6. ClickOKtoaddahighlighteditemorCanceltoclosethedialogbox.

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Knowledge Base
Overview
TheKnowledgeBaseprovidesaresourceformaintaininganytypeofinformationusefultoanorganizationoranindividual. Itcanprovideeasilyaccessiblestorageforgraphics,multimediafiles,and/orprogramapplications.Thisinformationcan thenbelinkedtoaContactRecord(displaystherecordwheneveryouaccessthattopic). TheKnowledgeBaseconsistsoftheKnowledgeBase,andthePersonalBase.Configurethemtopresentnewlyadded informationtotheuser,controluserreadingandupdatingprivileges,andsearchforspecificentriesbasedonuserdefined criteria.Topicpagesarearrangedinoutlineformat.Locateinformationbynavigatingthroughdifferentsections,conducting asearch,oropeningalinkedfile.

NOTE:UserswithMasterRightscansetupuseraccesstotheKnowledgeBase;eachconnectedusercanset upinformationinhisorherPersonalBase. TIP:KnowledgeBasematerialisstoredintheInfoMinetable.

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Knowledge Base Toolbar

AddsabooktotheKnowledgetree. Addsafoldertotheselectedbook Addsatopictotheselectedbookorfolder DisplaystheTopicorSectionPropertiesdialogboxfortheselecteditem. DisplaystheAttachFiletaboftheTopicorSectionPropertiesdialogbox. Deletestheselecteditem. DisplaysaTableofContentsinthelowerrightpaneoftheselectedbook. DisplaystheSearchdialogboxandallowsyouentersearchterms. Launchesattachments,graphics,orotherapplications

Accessing the Knowledge Base


UsethefollowingstepstoaccesstheKnowledgeBase. 1. SelectGoTo>>KnowledgeBase, orselectKnowledgeBasefromthemainnavigationpane.TheKnowledgeBase windowopens. 2. UsetheKnowledgeBasetoolbartonavigateandmanage. 3. Viewinformationbyselectingatab: KnowledgeBase.Maintainsinformationcreatedby,for,andaboutanorganizationandavailabletomultipleusers.

NOTE:Dependingonrights,alluserscanpotentiallyviewallKnowledgeBasetopics.However,onlyusers
withMasterRightscanadd,edit,ordeleteKnowledgeBaseitems.
PersonalBase.Maintainsinformationusefultoanindividualuserthatonlytheusercanviewandupdate.

NOTE:TheonlywaytoaccessaPersonalBaseistologintoGoldMineastheuserwhocreatedthePersonal
Base. 4. Create,edit,andsearchtheKnowledgeBaseandsetsecurityandnotificationforusers.SeeCreatingKnowledgeBase Books,Folders,andTopicsonpage379andEditingKnowledgeBaseBooks,Folders,andTopicsonpage379. 5. Createandedittopictextandlinkedfiles.SeeAddingHTMLTexttoKnowledgeBaseTopicsonpage380. 6. ClickXtoclose.

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Creating Knowledge Base Books, Folders, and Topics


OrganizeinformationintheeitherKnowledgeBaseorPersonalBasebycreatinghighlevelbooks,internalfolders,and pagestoaddressindividualtopics. UsethefollowingproceduretocreateorKnowledgeBasematerial. 1. SelectGoTo>>KnowledgeBase,orselectKnowledgeBasefromthemainnavigationpanel.TheKnowledgeBase windowopens. 2. TocreateaBook,clicktheNewBooktoolbaricon.SeeKnowledgeBaseToolbaronpage378. The<newbook>appearsintheleftpane. 3. TypeanameandpressEnter. 4. ClickintherightpanetoaddHTMLtextorclicktheAttachafiletoolbaricontoaddanattachment.

TIP:AddingtextorattachmentsatthebooklevelispossiblebutwillinterferewithabooklevelTableofContents.
AddingaTOCreplacesthetextonthebook,folder,ortopic. 5. ToaddaFolder,highlightthebooktoaddthefoldertoandclicktheNewFoldertoolbaricon.SeeKnowledgeBase Toolbaronpage378. The<newfolder>appearsundertheselectedbook. Typethenameofthefolder. ClickintherightpanetoaddHTMLtextorclicktheAttachafiletoolbaricontoaddanattachment.SeeAdding HTMLTexttoKnowledgeBaseTopicsonpage380. 6. ToaddaTopicPage,highlightthebookorthefoldertoaddthetopicto,andclicktheNewTopicPagetoolbaricon.See KnowledgeBaseToolbaronpage378. The<newpage>appearsundertheselectedbookorfolder. Typethenameofthetopic. ClickintherightpanetoaddHTMLtextorclicktheAttachafiletoolbaricontoaddanattachment.

Editing Knowledge Base Books, Folders, and Topics


Youcanchangethestructureoftheorganizationaltree,addkeywords,attachfiles,andsetsecurity. 1. Selectthebookorfoldertoedit. 2. RightclickandselectEdit. TheSectionPropertiesdialogboxopens. 3. ClicktheBook,AttachedFileorAccesstab. Book.Allowsyoutorenameabookoraddasubfolder. Torenameabook,attheBookfield,typethenewnameofthebook. Toaddafolder,followthedirectionsonthescreen.
AttachedFile.Allowsyoutolinkexistingfilestoyourinformation.

Toattachafile,attheAttachedfilefield,typeinthefilenameorclicktheellipsebuttonandthenselectafile. Tosynchronizethefile,checktheSynchronizethefilecheckboxtoincludetheattachmentwhentheKnowledge Baseinformationissynchronizedtoremoteusers. NotethattheFileInformationareafieldswillchangeaccordingtothefileyouenter.


Access.Setsreadingandupdatingsecurityaccessonbooks,folders,andtopics.SeeSettingSecurityAccesson

KnowledgeBaseTopicsonpage380. TosettheReadaccess,followthedirectionsonthescreen.

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4. Toeditatopic,selectthetopic,rightclickonitandthenselectEdit. TheTopicPropertiesdialogboxopens.
Topic.Allowsyoutousekeywordstospeedupsearchesandtocreateatreestructureofthebook.

AttheTopicfield,selectthetopic. AttheKeywordsfield,typethekeywordsseparatingeachwordusingcommas(,).SeeAddingKeywordsto KnowledgeBaseTopicsonpage380. AttheFolderfield,editthetreestructureofthebookandfolderbytypinganewfoldernameafterthebookname, separatedbysemicolons.

Adding Keywords to Knowledge Base Topics


Atthetopiclevel,addkeywords(oneormorewordsthatsuccinctlydescribeadocument'scontents.)totopicstofacilitate organization.Assigningakeywordtorelatedtopicsmakessearchingmoreefficient. 1. Selectatopic,rightclick,andselectEdit. TheTopicPropertiesdialogboxopens. 2. IntheKeywordtextbox,typeakeywordorselectakeywordfromtheF2Lookuplist.

NOTE:Toinputmultiplekeywords,insertcommasbetweenwords.WhencreatingF2Lookupterms,use
semicolonsaftereachword.Whenselectingmultipleentries,thewordsdisplaywithcommasbetween them. 3. ClickOK.

Setting Security Access on Knowledge Base Topics


Setreadingandupdatingsecurityaccessonbooks,folders,andtopics. 1. Selectabook,folder,ortopicandrightclickandselectEdit.TheBook,Section,orTopicPropertiesdialogboxopens. 2. SelecttheAccesstab. 3. AttheReadAccessdropdownlist,selecttheuserorusergrouptograntReadpermission. Ifyouwanteveryonetohaveaccess,leaveas(public). 4. IntheUpdateAccessdropdownlist,selecttheuserorusergrouptograntUpdatepermission. Ifyouwanteveryonetohaveaccess,leaveas(public). 5. ClickOK.

Adding HTML Text to Knowledge Base Topics


UsethecapabilitiesofHTMLtocreatepagesintheInfoCenter.

NOTE:Theinformationprovidedhereisspecificallyforthetopiclevel,butisapplicableattheBookand
Folderlevels. 1. IntheKnowledgeBasewindow,clicktherightpane.AblinkingcursorandtheHTMLtoolbarappear. 2. Typetheinformationintothepage,orcopyandpasteitinfromothersources. 3. Rightclickthetextpaneandusethelocalmenuoptionstoformatyourdocumentanaddfeatures. TheHTMLletsyouformatthetextinapleasingdisplayandaddInternethyperlinksandgraphics. 4. ClickSave.

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GoldMine Plus for Microsoft Office


Overview
GoldMinePlusforMicrosoftOfficeisapowerfuladdinforGoldMinethatallowsseamlessintegrationbetweenMicrosoft OfficeandyourGoldMineenvironment.Createdynamicallymergeddocumentssuchasletters,faxes,andemailsusing yourGoldMinecontactdata,andthenleveragethepowerfulfeaturesintheMicrosoftOfficesuitetoproduceand distributeyourwork.EasilymovedatabetweenGoldMineandMicrosoftExcel.ToolsembeddeddirectlyintoExcelallow flexiblegenerationofcustomizedinvoices,reports,andmore,usingyourGoldMinecontactdata. IMPORTANT:GoldMinesupporttheuseofmorethanonecontactset.However,theintegrationlink supportstheuseofonlyonecontactset,andthismustbetheoneinyourprimarySQLdatabasethat includesbothContactandGMBASEtables.

About GoldMine Plus for Microsoft Word


InstallingGoldMinePlusforMicrosoftOfficeaddsthefollowingfeaturesandenhancementstoGoldMineandMicrosoft Word:
CompleteintegrationbetweenGoldMineandMicrosoftWord AGoldMinemenuinMicrosoftWord EnhancedfunctionalityforGoldMinesdocumentmanagementfeatures

Generateformletters,faxes,andemailswithprimarycontactfieldinformation(Contact1)suchasname,address,or primaryphonenumber.Alsoincludeinformationfromuserdefinedfields(Contact2).Createdocumenttemplatesforuse withcomplexmergesinGoldMinesDocumentManagementCenter,andmanagescheduleddocumentproductionusing AutomatedProcesses.GoldMinefieldsusedintemplatesremaindynamic,updatingautomaticallytoreflectchangesin yourdatabase. GoldMinePlusforMicrosoftOfficemustbeinstalled.Afterinstalled,aGoldMinemenuoptionisaddedtotheWordmain menu,andyoucanmergetemplateswithgroupsofcontactsusing:


DocumentManagementCenter.SeeAbouttheDocumentCenteronpage75. AutomatedProcesses.SeeAutomatedProcessesonpage309

Youcanalsocustomizetheapplication(seeCustomizingGoldMinePlusforWordonpage384).

NOTE:MicrosoftWordallowsyoutosendemailmessagesthroughtheprogram.However,whenMicrosoft
OfficeWord2003andOutlook2003areintegratedwithGoldMineusingtheGoldMinePlusforMicrosoft Officeaddin,emailattachmentscanonlybesentusingMicrosoftOutlook.Toenablesendingemail attachmentsusingMicrosoftOfficeWord2003,youcaneitherdisabletheGoldMinePlusforMicrosoft OfficeaddinorupgradetoMicrosoftOffice2007ornewer.

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About GoldMine Plus for Microsoft Excel


GoldMinePlusforMicrosoftOfficeinstallsaGoldMinemenuinExcelforaccessingintegratedfunctions.
InsertGoldMineFields.ProvidesalistofGoldMinefieldsandafieldmacrostomaptoExcelcells.Fieldmappings

remaindynamicallylinkedtoGoldMinefields,changingtoreflectvaluesintheactiveGoldMineContactRecord.For example,createabillingforminExcel,inserttheappropriatename,address,anduserdefinedfields.Thenusethe integratedformtogenerateaprintedbillforthecurrentcontact.SeeUsingGoldMineFieldsinMicrosoftExcelon page386


SaveasGoldMineLinkedDocument.SaveaworkbookorworksheetthatislinkedautomaticallytoaGoldMinecontact. ExportDatatoGoldMine.GoldMinePlusnowoffersfieldmappingoptionsforexportingExceldatabasesinto

GoldMine.MapExcelfieldstoGoldMinefieldswithasimplewizardstyleinterface,forthefastest,easiestmethodyet tobringdataintoGoldMine.SelectNO.IfyouselectYESanadditionalerrormessagedisplays.GoldMinemustbe runninginorderforExceltoaccesslinkedcellsExportingtoGoldMineFromMicrosoftExcelonpage387. GoldMinePlusforMicrosoftOfficemustbeinstalled.Aftertheapplicationisinstalled,createindividualspreadsheetswith insertedGoldMinefieldsorcreatespreadsheettemplatesaccessedthroughtheDocumentManagementCenter(see AddingExcelTemplatesonpage388).

NOTE:IfyoudonotseetheGoldMinemenuinExcelafterinstallingGoldMinePlusforMicrosoftExcel,
opentheExcelHelpmenuandselectAboutMicrosoftOfficeExcel.OntheAboutMicrosoftExceldialogbox, clicktheDisabledItemsbuttonandlookforanitemcalledGMPlusOffice.Reenablethisitemtomakethe GoldMinemenuavailable.

About GoldMine Plus for Microsoft Outlook


WiththisIntegrationlink,thecontactmessagelinkingandhistorytrackingfeaturesinGoldMine'sEmailCenterare availabletoMicrosoftOutlookusers.TheinstallationaddsaGoldMinemenuandtoolbartoOutlook'smainwindowanda GoldMineLinktabtoitsOptionsdialogbox. Dependingontheoptionsinstalledwiththeintegration,youcan:
ManageCustomerContacts ScheduleActivities TrackForecastSales TrackCases TrackOpportunities LinkingMessages EmailTemplates EmailMergetoGoldMineGrouporFilter ScheduleanActivityforaGoldMineGrouporFilter

FordetailedinformationaboutGoldMinePlusforMicrosoftOutlook,seeOutlookIntegration"intheOnlineHelporinthe GoldMineUserGuidePDF.

Installing GoldMine Plus for Microsoft Office


GoldMinePlusforMicrosoftOfficeisusuallyinstalledduringtheGoldMineinstallationprocess,however,optionsduring theGoldMineinstallationprocessallowyoutoinstallGoldMinePlusatalaterpointintimeifdesired. FollowthesestepstoinstallGoldMinePlusafterthemainGoldMineinstallation. 1. Fromyourdesktop,goto:Start>Settings>ControlPanel>AddorRemovePrograms 2. HighlightGoldMineandthenclicktheChangebutton.

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3. TheWelcometotheInstallshieldWizardforGoldMinedialogboxappears.ClickNext. 4. SelecttheModifyradiobuttonandthenclickNext. TheCustomSetupdialogboxopens. 5. ClicktheGoldMinePlus!icontoopenthedropdownmenu. 6. SelectThisfeaturewillbeinstalledonlocalharddriveandthenclickNext. TheInstallingGoldMinestatusscreenopens. 7. Whenfinished,theGoldMineInstallationCompleteddialogboxappears.ClickFinishtocompletetheinstallation process.

NOTE:TouninstallGoldMinePlus!components,repeatthestepslistedabove,butinsteadselectThis
featurewillnotbeavailablefromtheGoldMinePlus!icondropdownmenu.GoldMinePlus!willbe uninstalledfromyourlocalharddrive.

Setting Preferences in GoldMine Plus for Microsoft Office


UsetheGoldMinePlusPreferencesforMicrosoftOfficedialogboxtoconfigureautomaticlogin,filelocation,faxmethod, andgroupmergesettings.GoldMinePluspreferencesareaccessedfromwithinMicrosoftWord. 1. OpenMicrosoftWord. 2. FromtheGoldMinemenu,selectSetup. 3. TheGoldMinePlusPreferencesdialogopens.

4. SetGoldMinePlusPreferencesusingthefollowingoptions: AutomaticGoldMineLogin:TologintoGoldMineautomaticallywhenMicrosoftWordorExcelarestarted:

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ChecktheboxforPleaselogintoGoldMinewiththefollowinguserdataautomaticallyinthefuture. EnteryourGoldMineUsernameandPassword.

FileLocation:SelectanoptionforadefaultfilelocationwhereGoldMinePlusdocumentswillbesaved:
UseGoldMinetodeterminelocation:ThedefaultfilelocationforGoldMinePlusdocumentswillbedetermined

fromtheGoldMineapplication. UseWordDefaultPath:GoldMinePlusdocumentswillautomaticallybesavedtoMicrosoftWordsdefaultfile location. Use(Browsetofilelocation):ManuallybrowsetoadefaultfilelocationforGoldMinePlusdocuments. FaxMethod:


Provider:Selectyourfaxmethodinthedropdownlistoffaxapplications: (none) OmniRush WinFax RightFax DelFax Zetafax FaxMacro:SelecttheFaxNumberMacrospecifiedbyyoufaxapplicationinthedropdownlist. &DIALFAX:Thefaxnumberfromtheactivecontactrecord. &FAX:Thefaxnumberasitshouldbesenttoanautodialerforautomaticfaxtransmission. TheShowSendScreenandUse'Fine'Resolutionoptionsareavailableindifferentcombinations,dependingonthe

faxapplication. GroupMerge:SelectPromptforgroupmergedestination(printonly)tohaveGoldMinegenerateapromptbefore printing. 5. ClickSavetoexittheGoldMinePlusPreferencesdialog.

Customizing GoldMine Plus for Word


Adding Signature Files
AddabitmapsignaturefiletobeincludedinthedocumentsyouprintbyaddingaSigDir=<drive:path>entryintheGM.ini fileunderthe[GoldMine]sectionwhere<drive:path>isthenameofthedirectorycontainingthesignaturebitmap.All signaturebitmapfilesmustbenamed<Username>.bmp(example:john.bmp). [GoldMine]
GoldDir=C:\GOLDMINE CommonDir=C:\GOLDMINE\COMMON\ SigDir=C:\GOLDMINE\SIG\

ToinsertaSignaturebitmapintoatemplate,inWordselectGoldMine>InsertGoldMineField.Select&Signature.

Forcing Template Default and File Name


Forceafilenameand/ordefaultsavefolder.ThepathforthetemplatefoldershouldbetotheGoldMinerootdirectory whereusershavetheirownfolders.Thisoptionsetsthedefaultfolderwhenmergeddocuments,linkeddocuments,and newtemplatessave.SeeSettingUpDefaultDocumentFileNamesandFoldersforDocumentTemplatesonpage76.

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Granting User Access to Templates


Manycompaniesnolongerallowlocalusersaccesstocertainfunctionality,suchaccesspermissionsonprograminstallation folders.Iftheuserhaslocaladministratorrights,thenthisisnotanissue.However,ifuserrightsarerestrictedwithinthe network,accesstotheGoldMinetemplatesarealsorestricted.AccesstotheGoldMineinstallationfoldermustbesetbya WindowsuserthatisdesignatedasalocalAdministrationtoallowaccesstothetemplates. ThefollowinstructionsuseWindowsXPforexample.Ifyouareusingadifferentoperatingsystem,yourstepsmightvary.

To Grant User Access using Word 2003


1. LogintoWindowsasanAdministrator. 2. DisableSimpleFileSharing. OpenMyComputerfromtheWindowsDesktop,fromtheStartmenu,orbypressingtheWindowsLogokey+E simultaneouslyonthekeyboard. OpentheToolsmenuandselectFolderOptions. ClicktheViewtab. IntheAdvancedSettingssection,cleartheUsesimplefilesharing(Recommended)box. ClickOK. 3. SetthepermissionsontheGoldMineinstalldirectory. BrowsetotheC:\Program Files\GoldMine\folder. RightclickthefolderandselectProperties. ClicktheSecuritytab,selecttheUsersgroup,andthenchecktheFullControlcheckboxundertheAllowcolumnto grantfullpermissiononthefolder(makingsuretochecktopropagatetothesubitemsanddirectories).

To Grant User Access using Excel 2003


Thisprocessmustbeperformedforeachexistingandnewuser,withtheexceptionoftheuserthatinstalledGoldMine. 1. 2. 3. 4. 5. 6. 7. StartExcel. OpentheToolsmenuandselectAddins. OntheAddInsdialogbox,clicktheAutomationbutton. OntheAutomationServersdialogbox,selectGMPlusOffice2007.UserDefinedFunctionsandthenclickOK. Amessageboxdisplaysandasksifyouwanttoreplacethefile.ClickNotoclosethismessage. ClickOKtoclosetheAddInsdialogbox. RestartExcelforthechangestotakeeffect.

To Grant User Access using Excel 2007


Thisprocessmustbeperformedforeachexistingandnewuser,withtheexceptionoftheuserthatinstalledGoldMine. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. StartExcel. ClicktheOfficebutton. ClickExceloptions. SelectAddIns. OntheManagedropdownlist,selectExcelAddinsandthenclickGo. ClicktheAutomationbutton. SelectGMPlusOffice2007.UserDefinedFunctionsandthenclickOK. Amessageboxdisplaysandasksifyouwanttoreplacethefile.ClickNotoclosethismessage. SelectOK. RestartExcelforthechangestotakeeffect.

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Using GoldMine Fields in Microsoft Word


AfterGoldMinePlusforMicrosoftOfficeisinstalled,youcanaddGoldMinefieldstoaWorddocument.Thefieldsremain dynamic,meaningthatwhenchangesaremadetotheactiveGoldMineContactRecord,linkedfielddatainWordchanges aswell.

NOTE:GoldMinelinkedfieldsthathavechangedinMicrosoftWorddocumentswillnotupdateuntilthe
application'scacheiscleared.Todothis,close,thenreopenMicrosoftWord.

Installing GoldMine Fields into a Word Document


NOTE:ThestepsbelowdescribetheprocessforMicrosoftOffice2003.IfyouareusingMicrosoftOffice
2007,allGoldMinemenuitemsareaccessedbyselectingtheGoldMineTabfromWordsmainmenu. 1. LaunchGoldMineandselectaContactRecordasadatasource. 2. OpenMicrosoftWord. 3. SelectGoldMine>InsertGoldMineField(s).TheInsertGoldMineFieldsfloatingtoolbarappears.(ToanchortheInsert GoldMineFieldstoolbar,draganddropthefloatingtoolbartotheWordtoolbar.)

NOTE:InMicrosoftOffice2007,thesefieldsarealwayslocatedinthetoolbaroftheGoldMineTab.
4. Placeyourcursoratthepointinthedocumentwhereyouwouldliketoinsertthefield. 5. ClickthefielddropdownlistontheInsertGoldMineFieldstoolbar,andselectafieldormacro. FieldsarelistedasTABLE>FIELDNAME(forexample,CONTACT1>CONTACT).Macrosarelistedas&MacroName(for example,&UserFullName). 6. Continueaddingdesiredfieldstothedocument. 7. Completetheprocessby: Savingthedocumentforlateruse:SelectFile>SaveasfromtheWordmenu.Savethefileasfilename.doc.To reusethisfilewithdynamicfields,launchWordandopenthesaved.docfile.Thedynamicfieldsdisplaydatafrom theactiveGoldMineContactRecord. Savingthedocumentasatemplate:SelectFile>SaveasfromtheWordmenu.Savethetemplateasfilename.dot. IfyouareusingthisfileasaWordtemplateinGoldMine,saveitintheGoldMineTemplatefolder.

NOTE:IfyouaresendingamailmergetoagroupofcontactsusingGoldMinePlusforMicrosoftOfficeand
arequiredfieldisnotpopulatedinacontactrecord,anerrormessageappear.Ensureallrequiredfieldsare populated. ForinformationonsettingpreferencesinGoldMinePlusforMicrosoftOffice,seeSettingPreferencesinGoldMinePlusfor MicrosoftOfficeonpage383.

Using GoldMine Fields in Microsoft Excel


OnceGoldMinePlusforMicrosoftOfficeisinstalled,youaddGoldMinefieldstoanExceldocument.Thefieldsremain dynamic,meaningthatwhenchangesaremadetotheactiveGoldMineContactRecord,linkedfielddatainExcelchangesas well.

NOTE:ThestepsbelowdescribetheprocessforMicrosoftOffice2003.IfyouareusingMicrosoftOffice
2007,allGoldMinemenuitemsareaccessedbyselectingtheGoldMineTabfromExcelsmainmenu. 1. LaunchGoldMineandselectaContactRecordasadatasource. 2. OpenExcel. 3. SelectGoldMine>InsertGoldMineField.TheGoldMineFieldsfloatingtoolbarappears.(ToanchortheGoldMine Fieldstoolbar,draganddropitintheExceltoolbar.)

NOTE:InMicrosoftOffice2007,thefieldstoolbarisalwaysavailableintheGoldMineTab.
4. Selectatargetcellonthespreadsheet.

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5. ClickthefielddropdownlistonthefloatingGoldMineFieldstoolbarandselectafieldormacro. FieldslistasTABLE>FIELDNAME(forexample,CONTACT1>CONTACT).Macroslistas&MacroName(forexample, &EmailAddress).

NOTE:Exceldoesnotsupportmultiplelinespercell,therefore,multilinemacroscannotfunctioninExcel.
6. Continueaddingdesiredfieldstocells. 7. Finishtheprocessby: Savingthespreadsheetforlateruse:SelectFile>SaveasontheExcelmenu.Savethefileasfilename.xls.Toreuse thefilewithdynamicfields,launchExcelandopenthesaved.xlsdocument.Thedynamicfieldsdisplaydatafrom theactiveContactRecord. Savingthespreadsheetasatemplate:SelectFile>SaveasontheExcelmenu.Savethefileasfilename.xlt.If usingitinGoldMine,savethenewtemplateintheGoldMineTemplatefolder.Thenaddthetemplatetothe DocumentManagementCenter(seeCreatingDocumentTemplatesonpage77).

NOTE:WhenrunningOffice2007onMicrosoftVista,GoldMinemustberunninginordertoaccess
GoldMinefieldsinExcel.WhenExcelattemptstoaccessaGoldMinelinkedfieldwhenGoldMineisnot running,thefollowingerrormessageappears: Remotedatanotaccessible...Startapplication'GOLDMINE.EXE'?
SelectNO.IfyouselectYESanadditionalerrormessagedisplays.GoldMinemustberunninginorderforExcelto

accesslinkedcellsExportingtoGoldMineFromMicrosoftExcel OnceGoldMinePlusforMicrosoftOfficeisinstalled,datacanbeexportedfromMicrosoftExceltoyourGoldMine databaseusingnewmenuoptionsinExcel. GoldMinePlusforOfficeaddsanexportfeaturetotheGoldMinemenuinExcel.UsethismenuoptiontomapExcel columnstoGoldMinefieldsandinitiatetheexportprocess.Besuretobackupyourdatabasebeforebeginning

NOTE:Beforeproceedingwiththeexport,verifythatphonenumbersareformattedconsistentlyandmake
changesasneeded.TheformatofthephonenumbersinyourExcelspreadsheetmustbethesameforthe ExcelODBCtointerpretthenumberscorrectly.Ifformatsareinconsistent,theODBCdriverinterpretsallthe valuesinthecolumnasnullandyoulosephonenumberdataduringtheexportprocess.Forexample,you cannothaveonephonenumberthatis1235557894andanotherthatis7775551236.Beforeexportingto GoldMine,specifyoneformatandupdateallphonenumbersinyourspreadsheettomatchtheselected format.Whenthephonenumberformatisconsistent,beginexportingtoGoldMine.

To Export from Excel to GoldMine


1. LaunchGoldMine. 2. OpentheExcelspreadsheetyouareexportingtoGoldMine. 3. SelectthecellsyouareexportingtoGoldMineandspecifytheNamedRange.InExcel,selectInsert>Name>Define. TheDefineNamedialogboxappears.SeeExcelHelpfordetails.

NOTE:ToperformthisfunctioninMicrosoftOffice2007,selectthecellstoexporttoGoldMine,rightclick
ontheselectedcellrangeandselectNameaRangefromthedropdownmenu.YoualsoselecttheFormulas tab,thenselectDefineName>DefineName...fromtheDefinedNamessubmenu. 4. IntheNamestextbox,typethedesirednameoftherange.

NOTE:Thefirstrowoftheselectedrangemustcontainonlyheaderdata.
5. 6. 7. 8. eitherWorkbookorSheetfromtheScopedropdownmenu. SelectGoldMine>ExportDatatoGoldMine.TheExportDatatoGoldMinedialogboxappears. TheWelcometotheGoldMinePlusforMicrosoftExcelExportWizard!appears. ClickNext. Thefieldmappingdialogboxappears. 9. TomapcolumnstoGoldMinefields,highlightthecolumnintheExcelFieldslistandthenhighlighttheGoldMinefield tomapthecolumnto.ClickAddMapping. YourselectionisaddedtotheMappedFieldslist(forexample,Column1<=>C1.Company).

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10. Continuetomapdesiredfields.Whenfinished,clickNext.TheGoldMineisnowReadytoexportyourExceldata! dialogboxappears. 11. ClickFinish.Whentheimportprocesscompletes,adialogboxappears,indicatingthenumberofrecordsimportedinto GoldMine.

Adding Excel Templates


AtemplateisaspreadsheetcreatedinMicrosoftExcelandcontainsembeddedGoldMineDDElinkfields.TheDDEfields linkcontactinformationtocellssothefieldsremaindynamic,displayingthedatafromthelinkedfieldsintheconfigured cells.

NOTE:UsetheDocumentManagementCentertolinktoaspreadsheettemplateandeditasneeded;the
templatemustexistasafile.Themostcommonoptionforcreatingaspreadsheetdocumentareusing MicrosoftExcelwithGoldMinePlusforMicrosoftOfficeinstalled.

To Add Excel Templates


1. SelectGoTo>DocumentTemplates.TheDocumentManagementCenterappears. 2. SelecttheUserfromthedropdownlist. 3. RightclickonSpreadsheetsintheDocumentTemplatestreeandselectNew.TheDocumentTemplateProperties dialogboxappears. 4. TypetheDocumentNameintheformattoappearintheDocumentManagementCenterandinthetemplatedrop downlistontheMergeFormdialogbox. 5. SelecttheowninguserfromtheDocumentUserdropdownlist. 6. IntheTemplateFilenametextbox,typeorbrowsetothelocationofthetemplate. 7. ClickEdittoopenthespreadsheetandmakechanges. 8. IntheDocumentManagementarea,selectfrom: LinktoDoc:Createsalinkeddocumentwhenthedocumentismerged. SaveHistory:Createsahistoryrecordwhenthistemplateismerged. AllowHotLink:Enableslinkingtothisdocument.Ifclear,theLinkcommandisunavailable. 9. IntheDocumentTypearea,selectSpreadsheet. 10. ClickOK.

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Licensing
Overview
GoldMinehasafullyscalablelicensingstructuretomeettheneedsofindividualsandorganizations.Asyourbusiness maturesandGoldMineexpands,yourorganizationcanchangethelicensingconfigurations.

About GoldMine Licenses


Thesingle,distributedMasterLicenseservesastheauthenticationmechanismforsecuresynchronizationacrosstheentire organization,andtheLicenseManagerkeepstrackofyourlicensingconfigurations. MostorganizationsgenerallybuyonelicenseaMasterLicensewithXnumberofseats.Theseseatscanthenbeparsedto usersinvariouscombinationsofsublicenses.Forexample,anorganizationcancreateSitesublicensesfortheirremote office(s)andUndockedsublicensesforindividualremote(mobile)users.Oneseatshouldalwaysbesetasidefor administrators.

License Types
MasterLicense.Thisistheprimarylicense(seeMasterLicenseonpage391).Itdetermineswhatdatabasetypesare supportedbythemastersiteaswellasitssynchronizationcapabilities.Itisaprecursortoexecutinganysublicenseswhich stemfromit. GoldSynclicensesareissuedconcurrentwiththeElicense. ThelicensingserialnumberschemaforMasterlicenseshasbeenchangedforthe7.0.4release,butremainsthesamefor sublicenses.SeeLicenseSerialNumberonpage390. Sublicenses.Toissueoneofthese,installGoldMinewithaMasterLicenseonyourorganizationsprimarynetwork.This ensuresallsublicensesmaintainsecurityandareauthenticatedproperlyduringsynchronization. TheUndockedlicense(aspecialsublicense)isforremoteusersandcanonlybelicensedforasingleuser.Itcanbesub licensedfromthemainGoldMinesystemorfromaSitesublicense. Increases:PreviousincreasesforCorporateEdition,StandardEdition,andGoldSync(J,R,andN),arenowfacilitatedby obtaininganewEorGlicense(whichaccountfortheincreaseandtheMasterlicensecount).

Symbol
E

Product
GoldMineCorporateEdition GoldMinePremiumEditionLicense GoldSyncLicense

Description
SupportsSQLServer.IncludesGoldSync.

MasterLicenses

GoldSyncseatpurchasedseparatelyandcanbe addedtoELicenses.

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Symbol
E

Product
GoldMineCorporateEdition GoldMinePremiumEditionLicense

Description
SupportsSQLServer.IncludesGoldSync.

MasterLicenses

Sublicenses U S Y UndockedLicense SiteLicense GoldSyncLicense SinglesublicenseforaremoteGoldMineuser. Multipleusersublicenseforaremoteoffice. GoldSyncsublicenseforaremoteoffice.

License Serial Number

Licensetype:AlphaprefixdenotesthetypeofMasterlicense. Numberofusers:First4numbersindicatethelicensecountorseatsavailableinthelicense.Thelicensecount

determinesthenumberofuserswhocanlogontoGoldMineatonetimebutdoesnotlimitthetotalnumberofnamed users.
Version:A2digitversionnumber. HDAnumber:Your6digitHDAnumber. Serialnumber:15character(alphanumeric)serialnumberuniquelyidentifyingthelicenseforanorganization.Itisused

forregistrationandsupportandidentifiesallsublicensesaspartofthesameorganization.Collectedin3groupsof5 charactersduringlicensing.
Keycode:15character(alphanumeric)keycodeisacomputergeneratedcheckusedbyGoldMinetoverifythelicenses

validity.Collectedin3groupsof5charactersduringlicensing.

NOTE:Thekeycodeisrequiredduringinstallation.Keepthelicensenumberandkeycodeinasafeplacein
theeventitbecomesnecessarytoreinstallthesoftware.

Manager
Initiallicensinginformationiscollectedduringinstallation.Subsequentchangesandrelatedmanagementfunctionsare handledthroughtheLicenseManager. FromtheGoldMineToolsmenu,selectConfigure>LicenseManager. Thecentraltextboxlistsallinstalledlicensesandanysublicensescreatedfromthislocation.Statusisdisplayedalongthe rightside.ButtonsalongthebottomallowyoutoaddaNewLicense,addaNewSite,addanUndockedUser,Remove License,orViewLicense. ThedatabasesupportoftheMasterLicenseisinheritedbythesitesublicensesdistributedthroughouttheorganization. GoldSyncSynchronizationcapabilitiescanbedistributedseparatelytosublicenses.

NOTE:Licensinginformationisstoredinthelicensefile,Licensegm.bin,createdatthetimeyouregister.
ThisfilemustexistonlyintheGoldMinerootdirectoryofeachGoldMineinstallation.

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Master License
AGoldMinePremiumEdition9MasterLicensebeginswiththealphaprefixE(Example:E0050xxwherexxisthe2digit

GoldMineversionnumber).
TheElicenseisusuallyamultiuserlicenseforaserverinstallationofGoldMinebutbeasingleuserlicenseforastand

alonecomputer.
AnElicenseincludesaGoldSynclicenseforeachpurchasedGoldMineseat. Remotesitesublicenses(SandYlicenses)andUndockedsublicenses(Ulicenses)arecreatedfromtheElicense. TypetheElicensenumberandkeycodeyoureceivedwhenyoupurchasedthesoftware. IfyoutypeanElicenseserialnumberintothetextboxes,theGoldSynctextboxarearemainsunavailablebecause

GoldSyncisincluded.TypeyourGlicenseinformationatthattime,orlaterusingLicenseManager.Youdonotneedto typetheGLicensenumbertoproceedwithlicensingGoldMine.

Using Net-Update
IfyouhaveanexistingGoldMinelicenseandhavepurchasedanupgrade,orifyouparticipateintheUpgradeProtection Program(UPP),useNetUpdatetoupgradetothelatestversion.

NOTE:IfmultipleuserssynchronizewithGoldMine,allGoldMinesystemsmustrunthesameversionand
buildofGoldMine. NetUpdatetransmitsyourregistrationinformationtoFrontRangeSolutions,orloginfrontrange.comtomanuallyupdate thisinformation. 1. EnsureyourISPissuccessfullyconnected. 2. AccessNetUpdatevia: Tools>Configure>LicenseManager(NetUpdateTab) Help>UpdateGoldMine 3. SelectNetUpdateNow.TheFrontRangeSolutionsNetUpdateSystemforProductRegistrationandProductUpdates Webpageappears.

NOTE:IfyouareusingLicenseManager,selecttheUpdateregistrationinformationcheckboxtoupdate
withtheinformationintheRegistrationtabifappropriate. 4. UseNetUpdatetoregisterGoldMine,updateyourversionofGoldMine,orviewoptionstoupgradeyourGoldMine system.

Using the License Manager


PurchaseGoldMinewithaMasterLicenseserialnumbertoprovidemaximumflexibilityforanorganizationincontrolling thedataintegrityandsecurityforeachuser. Example: Purchasea50userGoldMinelicenseanda50userGoldSynclicense.Installonceonthenetwork.Then,createtwo10user sublicensesforthe2branchofficesfromtheMasterLicense.Create GoldSync sublicenses for the 2 branch offices. Then, createundockedsublicensesforthenotebookPCsofundockedusers.EachlicensecreatedfromtheMasterLicenseshares thesameGoldMineserialnumbertoprovideauthentication,ensuringsecureremotesynchronizationthroughoutthe organization. SelectTools>Configure>LicenseManager.TheGoldMineLicenseManagerdialogboxappears.

NOTE:AlsodisplayLicenseManagerfromtheUndockedUsers/SitesdialogboxoftheGoldSyncSiteWizard. SelectUndockUsers/CreateSubLicense.

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License
Totalusers/dist:TotalavailableGoldMineELicensesandthenumberoflicensesdistributed(SorU). GoldSyncSites:TotalnumberofGoldSyncGLicensesandthenumberoflicensesalreadydistributed(Y). Authentication:ThecoderandomlygenerateduponinstallationandusedbyGoldMinetoverifysublicenseswere

createdfromthesameMasterLicenseduringsynchronization.ReinstallingtheMasterLicensegeneratesanew authenticationnumberandrendersallsublicensesincompatible.
Databases:Databasetypessupportedbythecurrentlicense(SQLServer).

Distributed Licenses
UndockedUsers:NumberofUndockedlicensenumberscreated. RemoteUsers/loc:Remoteusersandtotalnumberofsiteswheretheseusersaredistributed. GoldSyncSites/loc:GoldSyncsublicensesandthenumberofsitesfortheselicenses.

NOTE:Amaximumof16licensescanbecombinedwithintheLicenseManager.

Tasks Performed Using Licence Manager


CreateNewSitesublicensesforbranchoffices (MasterRightsrequired) CreateUndockedUserlicensesforremoteusers workingoffsite(MasterRightsrequired) Removealicense(MasterRightrequired). UpgradeyourcopyofGoldMinewiththelatest versionusingNetUpdate. InstallGoldMineonLocalWorkstation CreatingSiteLicenses(seepage393) CreatingUndockedUserLicense(seepage394) RemovingLicenses(seepage396) UsingNetUpdate(seepage391) SeeRunningaNetworkedWorkstationInstallation intheGoldMineInstallationGuidePDF.

About Sub-licenses
Withmultipleofficesandusers,createsublicensesforeachsiteoruserfromtheMasterLicense.Asitesublicenseinstalls thatlicenseononlyoneremoteserver.Anundockedusersublicenseinstallsthatlicenseononeremotecomputer. However,createmultiplesitelicensesandundockedlicensesuptothemaximumpermittedbytheMasterLicense.

Site License
ASiteLicenseisamultipleusersublicenseforaremoteofficeandisdesignatedwiththealphaprefixS.HaveanSlicense foreachuserattheremotesite.
Whencreatinganysublicense,notetheentirelicensenumbercreatedbyGoldMine.Thesublicenseincludesadditional

informationneededwhentypingthelicensenumberontheremotecomputeranddisplaysinitsentiretyduringthe creationprocess.
AGoldSyncLicense(Ylicense)isrequiredonlyifyouareusinganSlicenseandwanttosynchronizeusingGoldSync.You

shouldhaveoneYlicensetosynchronizewiththeMasterLicenseandadditionalYlicensesforUndockedusers synchronizingwithyoursite.

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YlicensesarenotenteredintheEnterGoldMineSerialNumberdialogbox.OnlySlicensesareenteredduring

registration(theGoldSyncSectionremainsdisabled).ClickingNextdisplaysanALERT:SuggestedAction(s)!ifyou attempttoenterYlicensesintheEnterGoldMineSerialNumberdialogbox.
IfthisinstallationofGoldMineincludesitsownGoldSyncsites,youentertheapplicableYtypesublicensestoproperly

configuresynchronizationforthissystem.

TIP:HighlightthecompleteserialnumberinGoldMine,copyit(C T R L + C )andpasteit(CTRL+V )intoNotepad.

License
UndockedlicensesaresublicensescreatedfromaMasterLicenseoraSitelicenseandaredesignatedbytheletterU.This licensetypeiscreatedforuserswhoworkwithGoldMineatanotherlocation,onalaptop,oronaworkstation disconnectedfromtheservercopyofGoldMine.TypetheUlicense,KeyCode,andSiteCodecreatedintheLicense Manager.

Creating Site Licenses


1. SelectTools>Configure>LicenseManager. TheGoldMineLicenseManagerdialogboxopens. 2. SelecttheLicensestabandclickNewSite. TheCreateaSiteLicensedialogboxopens. 3. AttheDistributedLicenseTypearea,selectGoldMineSiteLicense.InstructionsforcreatingtheGoldSyncLicense follow. 4. TypetheSiteName.Thenameofthesiteshouldhavenomorethan12charactersandspaces,suchasLosAngeles. 5. TypetheNumberofUserswhowillneedseatsatthesite.Thiswillbethetotalnumberofusersincludedinthe sublicense. 6. ClickCreateSiteSubLicense.TheSubLicenseforRemoteSite[sitename]dialogboxappears.SelectIAGREEifyou acceptthelicensingterms. 7. GoldMinedisplaysthenewsublicensefortheremotesite,beginningwiththeletterS,inthefieldatthebottomofthe dialogbox.Makeacopyofthisnumber;youneeditwhenlicensingthesite.Whenfinished,selectClose.

NOTE::Auniquesublicensenumberisneededforeachremotecomputerinstallation.Sendtheremotesite numbertotheremotelocation.TheGoldMineadministratorattheremotesitecanthentypethelicense numberduringtheGoldMineinstallation.


8. completetheprocess,clickOKintheCreateaSiteLicensedialogbox. GoldMineaddsthesublicensetotheLicensestabbrowsewindowunderpreviouslyinstalledlicense(s).Thefirst characterofasitesublicenseserialnumberisS. 9. TosynchronizebetweentheremotesiteandtheMasterLicensesite,youneedatleastoneGoldSyncLicense.

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To Increase or Decrease Site Sublicenses


Sitenumberofsublicensescanbeincreasedordecreasedbyusingthefollowingprocedure: 1. Verify/resetsynchronization. 2. DeletetheSitesublicenseintheLicenseManageronthemainGoldMinesystem(seeRemovingLicensesonpage 396). 3. CreateanewlicensewiththenecessarynumberofseatsandGoldSyncsublicenses(YLicenses). 4. Relicensetheremotesitewiththenewsublicense.

NOTE:Sitesareallowedtosublicenseundockedusers.

Creating Undocked User License


GoldMinehasasublicenseforanindividualusercalledanUndockedLicense(ULicense).Thislicensetypeiscreatedfor userswhoworkprimarilywithGoldMineataremotelocationonalaptop,notebook,orhomeofficecomputerbutwho alsoneedtologontothenetworkoccasionally.Beforecreatinganundockedconsiderthefollowing:
Creatinganundockeduserdecreasestheavailableusersofthenetworksite(MasterLicenseorSiteLicense)byone;

however,whenanundockeduserlogsontothesitefromwhichtheyweresublicensed,theydonottakeupan additionalseat.
EveryusersupportedbytheGoldMinelicensecanhaveanUndockedlicensetoworkonaremotecomputer.For

example,ona5userGoldMinesystem,5Undockedlicensescanbecreated.ThisisincontrasttocreatinganSsub licensewhichrequiresoneseattoremainavailablefromtheMasterLicense.
Allundockedusers,aswellasthetotalnumberofusersthatmakeupthedifferenceinthetotalnumberallowedbythe

MasterLicensecanlogontoGoldMine.Forexample,ona5userGoldMinesystemwith3undockedusers,3undocked usersplus2otheruserscanlogontoGoldMine.
Ifyouundockallusers,onlythoseuserswillbeabletologin.Ifyouhavenotassignedmasterrightstoanyofthose

undockedusers,GoldMineadministrationcannottakeplace.
WhenusedincombinationwithGoldSync,administratorscansynchronizesecuritysettingstoundockedusersincluding

newpasswords,menuitems,andpreferencesinadditiontodata.
Toworkonanundockedbasis,usersmusthaveanUndockedlicenseontheirlaptop.CreateanUndockedlicensefrom

theMasterLicenseoraSitelicense.

To Create an Undocked User License


1. FromtheGoldMinemainmenu,selectTools>Configure>LicenseManager. 2. AttheLicenseManagerwindow,clicktheLicensestabandUndockUsers. 3. AttheCreateUndockedUserLicensesdialogbox,selectthecheckboxnexttotheuseryouwanttocreateasublicense for,andclickCreateUndockedLicense. 4. AttheSubLicensesdialogbox,reviewtheinformationandclickIAgree. ThesublicensenumberforaremoteuseroranundockeduserappearsintheSublicenseforRemoteSite[Name ofSite]dialogbox. GoldMineaddsthesublicensetotheLicensestabbrowsewindowunderpreviouslyinstalledlicense(s).Thefirst characterofasitesublicenseserialnumberisU. 5. WritethesublicensenumberdownorcopyittoWindowsNotepad.

NOTE:Auniquesublicensenumberisneededforeachremotecomputerinstallation.Sendtheremotesite
numbertotheremotelocation.TheGoldMineadministratorattheremotesitecanthentypethelicense numberduringtheGoldMineinstallation.

NOTE:LicensingisnotnecessaryonUndockeduserinstallationswheninstallationisdonebyaOnebutton
installerpackage.

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Creating GoldSync Licenses


GoldSynclicensesareincludedwithGoldMinePremiumEditionandareissuedconcurrentwiththeElicense.GoldSyncseat purchasedseparatelyandcanbeaddedtoELicenses.FormoreinformationaboutGoldSync,seeAboutGoldSynconpage 337.

To Create a GoldSync License


1. FromtheGoldMinemainmenu,opentheToolsmenuandselectConfigure>LicenseManager. 2. IntheGoldMineLicenseManager,selecttheLicensestabandclickNewSite.TheCreateaSiteLicensedialogbox appears. 3. IntheDistributedLicenseTypearea,selectGoldSyncSiteLicense. 4. TypetheSiteName(nomorethan12charactersandspaces). 5. TypetheNumberofUserswhowillneedGoldSynclicensesatthesite(thetotalnumberofusersincludedinthe GoldSyncsublicense).ThesiteneedsatleastoneGoldSynclicensetosynchronizewiththeMasterLicense. 6. ClickCreateSiteLicense.TheSubLicenseforRemoteSite[sitename]dialogboxappears. 7. SelectIAGREE. 8. ThenewGoldSyncsublicensefortheremotesitedisplays.Copyofthisnumber,beginningwiththeletterY;youneedit whenlicensingthesite.

NOTE:Auniquesublicensenumberisneededforeachremotecomputerinstallation.Sendtheremotesite
numbertotheremotelocation.TheGoldMineadministratorattheremotesitecanthentypethelicense numberduringtheGoldMineinstallation. 9. ClickClose. 10. SelectOKintheCreateaSiteLicensedialogbox.

NOTE:GoldMineaddsthesublicensetotheLicensestabbrowsewindowunderpreviouslyinstalled
license(s).ThefirstcharacterofasitesublicenseserialnumberisY.

Undocked Users
IMPORTANT:DonotallowundockeduserstosynchronizewithanupdatedGoldMinesystemuntil thatundockeduserhasupdatedtothesameversionandbuildastheupdatedsiteisusing. ToupdateundockedusersafterperformingaNetUpdateonthemainGoldMinesystem,locatethegmsetup.exefile. DependingonhowundockeduserscommunicatewiththenetworkandGoldMinesystemandontheconnectionspeed, sendthegmsetup.exefiletotheundockeduserbyputtingitonCD,postingitonanFTPsite,emailingit,orplacingitonan accessiblenetworkdrive. Includedirectionsonexecutingthegmsetup.exefileandwhatundockedusersshouldexpectaftertheupgrade. AftertheundockedusersupdatetothesameversionofGoldMine,theycanuseNetUpdatetosyncwiththemastersite. Toperformtheupdate,clickNetUpdateNowandfollowtheprompts.Tochangetheregistrationinformation,select UpdateRegistrationInformation.

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Removing Licenses
InamultilicenseGoldMineinstallation,itbenecessarytodeletesublicensessuchassitelicenses,undockeduserlicenses, orGoldSynclicenses.YoucannotdeleteEorGLicenses.OnlyuserswithMasterRightscandeletelicenses. 1. SelectTools>Configure>LicenseManager.TheGoldMineLicenseManagerdialogboxappears. 2. FromtheLicensestab,selectthesublicensetodeleteandthenclickRemoveLicense. 3. ClickYestoremovethelicense. IMPORTANT:Removinglicenseswillpreventthoselicensesfrombeingabletosynchronizewith GoldMine.

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Integration
Overview
GoldMinecanbeintegratedwithbothHEAT,IPCM,and.NET.Formoreinformation,refertothefollowingtopics:
IntegratingwithHEAT IntegratingwithIPCM Integratingwith.NET

Integrating with HEAT


YoucanconfigureHEATwithGoldMinesothatthetwoapplicationsshareinformation.ThisconfigurationprovidesHEAT userswithread/writeaccesstoGoldMinecustomerinformationfromwithintheCallLoggingmodule.GoldMineuserscan viewCallLogginginformationfromwithintheTicketstabandtheDetailstabinGoldMine.UsetheHEATAnswerWizard andtheHEATManager'sConsoletomonitorandreportoninformationfrombothproducts.

NOTE:YoumustbeusingGoldMinewithanELicenseonanSQLdatabasetointegratewithHEAT.
ConfiguringHEATandGoldMineprovidesthefollowingcapabilities:
HEATuserscanviewandmodifyGoldMinecustomerinformation,includingthephonenumber,address,emailaddress,

etc.GoldMinecanalsobeintegratedtodisplayalistofassociatedcontactsfortheselectedContact1customer.
HEATuserscanviewtheGoldMinecustomerSalesPendinginformation,includingalistofscheduledsalesactivitiesfor

aparticularGoldMinecustomer.
HEATuserscanviewtheGoldMinecustomerSalesHistoryinformation,includingalistofsalesactivitiesthathavetaken

placeforaparticularGoldMinecustomer.
GoldMineuserscanviewCallLoggingInformation,includingcallhistoryinformationontheDetail,Journal,and

Assignmenttabs.

NOTE:TheTicketTransferfeatureexpandstheviewingofCallLogginginformationinGoldMinebyallowing
thetransferofCallRecorddatatotheContSupptable.Fromthere,itcanbedisplayedintheGoldMine Detailstabandsynchedtoremote,undockedusers.
HEATandGoldMineuserscansendinternalemailmessagestoeachother. HEATandGoldMineuserscanpostalertstoeachotheraboutkeycustomerissues. TheAnswerWizardandtheManager'sConsolecanbeusedtomonitorandreportondatafrombothapplications,

analyzingandreportingoninformationfrombothHEATandGoldMine. ForHEAT/GoldMineconfigurationdetailsandprocedures,referto:
HowConfigurationwithGoldMineWorks(seepage398) ConfigurationProcess(seepage400)

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How Configuration with GoldMine Works


HEATandGoldMinecommunicatebysharinginformationintheirdatabasetables.AnexternallinkiscreatedfromHEATto twoGoldMinedatabasetables:theContact1tableandtheContSupptable.Fromtheexternallinkyoucanviewandmodify data.Thisallowsdatatoflowinbothdirectionsbetweenthedatabasesandtheapplications.

The Contact1 Table


TheContact1tablestoresinformationforGoldMinecustomerssuchasphonenumbers,address,faxnumber,etc.HEAT displaystheContact1tableinformationusingtheContact1CustomerTypeinCallLogging.Informationisdisplayedinthe customerprofile(oftencalledtheCustomerwindow).CallLogginguserscanviewandmodifycustomerinformation.

NOTE:InformationaboutpendingsalesandsaleshistoryisalsodisplayedintheCustomerwindowusing
theSale]PendingandSalesHistorytabs.Thisinformationisreadonly. InGoldMine,userscanviewCallLogginginformation(morespecificallyCallRecordinformation)forContact1customers directlyfromtheTicketstab.CallHistoryinformationisdisplayedingridform.UserscanrightclickandselecttheZoom commandtoviewDetail,Journal,andAssignmentinformation.CallRecordinformationdisplayedinGoldMineisreadonly. IMPORTANT:CallRecordinformationdisplayedintheGoldMineTicketstabisnotactuallystoredina GoldMinerecord;itisstoredintheHEATdatabaseanddynamicallyviewedbyGoldMineusers.In comparison,informationdisplayedintheGoldMineDetailstabisstoredintheContSupptable. InformationistransferredusingtheGoldMineTicketTransferfeature.

The ContSupp Table


TheContSupptablestoresinformationaboutaGoldMinecustomer'sadditionalcontactsandemailaddressesforall contacts.AdditionalcontactsaredisplayedintheContacttabintheCustomerwindow. IMPORTANT:YoucannotmodifytheemailaddressesthatautofillintheProfileandSubsetformsin HEATCallLogging.

The GoldMine Ticket Transfer Feature


TheGoldMineTicketTransferfeaturerunsasaserviceandqueriestheHEATdatabaseforContact1CallRecordinformation. DataisthentransferredtotheContSupptableintheGoldMinedatabasewhereitcanbedisplayedintheGoldMineDetails tab.Youcanthensynchronizethisinformationtoremote,undockedusers.

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Data Flow Relationship

1. Dataflowsinbothdirectionsbetweenthedatabasesandtheapplications.BetweentheHEATdatabaseandtheHEAT modules,andbetweentheGoldMinedatabaseandtheGoldMineapplication,dataflowsviaOpenDatabase Connectivity(ODBC). 2. ContactinformationisvalidatedfromtheGoldMinedatabasethroughtheContact1andContSupptables,andflowsto theHEATapplication,allowingHEATuserstoviewGoldMinecustomerinformationandadditionalcontacts. 3. TheCallRecordscreatedinHEATflowtotheTicketstabintheGoldMineapplicationviaDynamicDataExchange(DDE) andODBC. 4. YoucanviewpendingandhistoryGoldMineactivitiesinHEATCallLogging.TheinformationdisplayedinCallLoggingis readonly.ThedataflowsfromtheGoldMinedatabasetotheHEATapplicationviaODBC. 5. GoldMineCustomerinformationandadditionalcontactinformation(Contact1andContSupptables),whichiscreated orupdatedintheHEATapplication,issenttotheGoldMinedatabaseviaODBC. 6. TheSPFilestableintheGoldMinedatabasestoresdatacanbevalidatedintheHEATAdministratormodule. 7. CallRecordsarecreatedandstoredintheHEATdatabase.TheTicketTransferUtilityconvertstheseCallRecordsinto detailrecordsontheGoldMineDetailstab.ThedataflowsfromtheHEATdatabasetotheTicketTransferUtilityvia ODBCandthentotheGoldMinedatabaseviaODBC. 8. AlertsdataflowsbetweentheGoldMinedatabaseandtheHEATapplication.YoucanonlydefinealertsinGoldMine. YoucanenablebothHEATandGoldMinetoassignanddisplaytheotherapplicationsalerts.

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Configuration Process
HEAT/configurationsettingsarelocatedintheHEATAdministratormodule,theCallLoggingmodule,theTicketTransfer Utility,andtheGoldMineapplication.TointegrateHEATandGoldMine,completethefollowingstepsinsequence: 1. InstallHEATandGoldMine.ToinstallHEATandGoldMine,refertotheproductInstallationguides.Theycanbeinstalled inanyorder. 2. SetHEATSecurityRightsforGoldMine(seepage400).SecurityrightsmustbegrantedinorderforHEATtointegrate withGoldMine.YoumustalsograntsecurityrightsfortheTicketTransferfeatureandGoldMinemail.Securityrights aresetintheHEATAdministratormodule. 3. RuntheGoldMineConnectionWizard(seepage401).TheGoldMineConnectionwizardleadsyouthroughthesteps necessarytoconnectHEATwiththeGoldMinedatasource.TheGoldMineConnectionWizardisrunfromwithinanEdit SetintheHEATAdministratormodule. 4. SetGoldMineIntegrationDefaults(seepage401).GoldMineIntegrationoptionsintheHEATAdministratormodulelet yousetthepathtotheGoldMineapplicationaswellasconfiguredefaultoptionsfordisplayinginformationintheCall LoggingCustomerwindow. 5. SetCallLoggingUserPreferencesforGoldMine.SpecifiestheGoldMinelocationsoitcanbelauncheddirectlyfrom CallLoggingandsetsGoldMinedisplayandlogonoptions.RefertotheCallLoggingonlinehelptopic"CustomizingCall Logging:SetUserPreferences"fordetails. 6. SetCallLoggingUserPreferencesforGoldMineAlerts.SettingstodisplayGoldMinealertsforGoldMinecustomers. RefertotheCallLoggingonlinehelptopic"CustomizingCallLogging:SetUserPreferences"fordetails. 7. RuntheGoldMineTicketTransferConfigurationUtility(seepage403).ThisutilitysetsupoptionsfortheGoldMine TicketTransferservice.TheserviceallowsyoutotransfernewandupdatedCallRecordinformationtotheContSupp tableinGoldMine. 8. SetupHEATIntegrationinGoldMine(seepage403).HEATIntegrationoptionsontheTicketstabinGoldMineletyou enableintegrationwithHEATanddefineHEATdatasourceandloginoptions.

Set HEAT Security Rights for GoldMine


ToconfigureHEATwithGoldMine,youmustgrantsecurityaccesstotheroleconductingtheconfigurationsteps(usuallythe administrator).SecurityrightsfortheGoldMineAlerts,Mail,andtheTicketTransferfeatureshouldalsobegrantedtothe rolesusingthosefeatures.

To Set HEAT Security Rights for GoldMine 1. LaunchtheHEATAdministratormodule. 2. IntheAdministratorDashboard,clicktheEditRoleslinkintheSystemSecuritysection(or,intheAdministratormain window,selectSecurity>Rolesfromthemenubar).TheRolesdialogboxopens,listingalldefinedroles. 3. IntheRoleslist,selecttherolethatwillconducttheconfigurationprocess(usuallythisistheAdministratorrole). 4. ClicktheRightstab. 5. IntheCategorydropdownbox,selectAdministratorModuleorAllRights.Alistofareasassociatedwiththeselected categoryappearsintheArealist;theRightscolumnliststherightscurrentlyassignedtoeacharea. 6. IntheArealist,selectIntegrationsSetup,thenselecttheYesoptiontoallowrights. 7. ClickApply. 8. ToaddGoldMinerightsforAlerts,Mail,andtheTicketTransferfeatureforusers,selecttheroleintheRoleslist,then clicktheRolestab. 9. IntheCategorydropdownbox,selectAllRights. 10. Selectthefollowingroles: GoldMineAlertsSelectView,Add,Edit,and/orDelete. GoldMineMailSelectYes. GoldMineTicketTransferSelectYes. 11. ClickApply,thenclickClose.

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Run the GoldMine Connection Wizard


TheGoldMineConnectionWizardleadsyouthroughthestepsnecessarytoconnectHEATwiththeGoldMinecontactsdata source,allowingHEATandGoldMinetosharecustomerinformation.Whenrun,thewizardcreatestheContact1Customer TypeintheHEATProfiletable,allowingHEATuserstoviewGoldMineinformationfromwithinCallLogging.Youcanalso configuretheconnectiontosharetheGoldMinecustomeradditionalcontactinformation.Afterthewizardcreatesthe necessaryconnections,youarepromptedtocommitthechangestoyourHEATdatabase,accomplishedbycommittingan EditSet(thewizardisrunandtheEditSetiscommittedfromwithintheEditSetinterfaceintheHEATAdministrator module).

To Run the GoldMine Connection Wizard 1. LaunchtheHEATAdministratormodule. 2. CreateanEditSetbyclickingtheCreateEditSetlinkintheCustomizingYourSystemsectionoftheAdministrator Dashboard,orbyselectingFile>NewEditSetfromtheAdministratormenubar.TheEditSetinterfaceopens. 3. WiththeEditSetopen,selectFile>GoldMineConnectionWizardfromtheAdministratormenubar.TheGoldMine ConnectionWizarddialogboxopens. 4. IntheNamedrop.downlist,selecttheGoldMinecontactinformationdatasourceyouwanttouse.

NOTE:DatasourcesforGoldMineareautomaticallysetupduringtheinstallationprocess.Ifthedatasource
isnotavailable,clickConnectionManagertolocatethedatasource. 5. ToviewaGoldMinecustomer'sadditionalcontactsintheCallLoggingCustomerwindow,selecttheUseContact informationfromGoldMineaswellcheckbox. 6. ClickFinish.AconfirmationdialogboxopenswhentheConnectionWizardsuccessfullycompletes.Thewizardprompts youtocommitthechangestoyourdatabaseusinganEditSet.

Set GoldMine Integration Defaults


GoldMineIntegrationdefaultsinHEATAdministratorletyousetoptionsforaccessingGoldMine.

To Set GoldMine Integration Defaults 1. LaunchtheHEATAdministratormodule. 2. ClicktheGoldMineIntegrationSetuplinkintheSetSystemDefaultssectionoftheAdministratorDashboard,orselect Defaults>GoldMineIntegrationSetupfromtheAdministratormenubar.TheGoldMineIntegrationdialogboxopens.

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3. SelecttheEnableGoldMineIntegrationcheckbox. 4. IntheGoldMinePathfield,typethepathtotheGoldMineexecutable,orclicktheBrowsebuttontonavigatetothe locationoftheprogramfile. 5. IntheUserIDandPasswordfields,typetheUserIDandpasswordrequiredtologontoGoldMine. 6. NexttotheContactDatafield,clicktheSelectbuttontochoosethesetofGoldMinecontactswithwhichyouwantto integrate. 7. Todefineoptionsforaparticularrole,selecttheChangeoptionsbasedonauserrolecheckbox,thenselectarolein theRolesdropdownlist.Ifthischeckboxisnotselected,allrolesareallowedtoaccessanyoptionsselectedinthe CustomerWindowOptionsandDatatoDisplaysections. 8. IntheCustomerWindowOptionssection,selectdefaultoptionsfortheCallLoggingCustomerwindow: ShowPendingActivitiesinCustomerWindow:DisplaystheSales.PendingtabintheCustomerwindow.Thisallows HEATCallLogginguserstoviewalistofscheduledsalesactivitiesforaparticularGoldMinecustomer. ShowActivityHistoryinCustomerWindow:DisplaystheSales.HistorytabintheCustomerwindow.Thisallows HEATCallLogginguserstoviewalistofsalesactivitiesthattookplaceforaparticularGoldMinecustomer. AllowGMSMtobelaunchedfromCustomerWindow:AllowsuserstolaunchGoldMinedirectlyfromthe CustomerwindowinCallLogging. 9. IntheDatatoDisplaysection,selecttheGoldMineinformationyouwantdisplayedbydefault. 10. Tolimittheviewtoonlytheactivitiestheusercreatesorowns,selecttheLimitDisplaytoUser'sActivitiescheckbox. 11. ClickOK.

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Run the GoldMine Ticket Transfer Configuration Utility


TheGoldMineTicketTransferfeaturerunsasaserviceandqueriestheHEATdatabaseforContact1CallRecordinformation. DataisthentransferredtotheContSupptableintheGoldMinedatabasewhereitcanbedisplayedintheGoldMineDetails tab.Remote,undockeduserscanthensynchronizetothisinformation.TheGoldMineTicketTransferConfigurationUtility allowsyoutosetupandestablishoptionsandpreferencesfortheGoldMineTicketTransferservice.

To Run the GoldMine Ticket Transfer Configuration Utility 1. LaunchtheGoldMineTicketTransferConfigurationUtilityfromtheHEATCD.TheGoldMineTicketTransfer ConfigurationUtilitydialogboxopens. 2. IntheDataSourcefield,typethepathtoyourHEATdatasource,orclickSelecttonavigatetothatlocation.

NOTE:Ifyourdatabaseispasswordprotected,youmightbepromptedtotypeadatabaseUserIDand
password. 3. IntheHEATUserID/Passwordsection,typetheUserIDandpasswordrequiredtologontoHEAT. 4. IntheSchedulingQuerysection,typeanumericvalueindicatinghowoftenyouwanttheservicetoquerytheHEAT database,thenselectMinutesorHours. 5. ToqueryallCallRecordsintheHEATdatabase,clicktheRetransferAllRecordsbutton.

NOTE:Ifyoudonotselectthisoption,thequeryonlypullsonlyRecordscreatedsincethelastpoll.
6. ClickOK.

Set up HEAT Integration in GoldMine


HEATIntegrationoptionsontheTicketstabinGoldMineletyoudefineHEATdatasourceandlogonoptions.

To Set up HEAT Integration in GoldMine: 1. LaunchGoldMine. 2. ClicktheTicketstab. 3. OntheTicketstab,rightclickandselectHEAToptions.TheHEATIntegrationdialogboxopens. 4. ToallowHEATintegration,selecttheEnableHEATintegrationcheckbox. 5. IntheDataSourcefield,typethepathtotheHEATdatasourceyouwanttouse,orclickSelecttolocatetheHEATdata source. 6. IntheUserIDandPasswordfields,typetheUserIDandpasswordrequiredtoaccesstheHEATdatabase. 7. ClickOK.

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About the Tickets Tab


AvailablewhenusingGoldMinewithanELicense,onaSQLdatabase,andintegratedwithHEAT(seeIntegratingwith HEATonpage397).Integrationgivesusersaccesstocompleteinformationabouttheservicerelationshipwiththe customer.Displaysthecustomer'sservicecallsinHEATCallLogging.Usethelocalmenutoaccessrelatedzooming,viewing, andemailfunctions. UsetheassociatedTicketTransferUtility(seeTheGoldMineTicketTransferFeatureonpage398)totransfertheticket informationtotheDetailstab(ContSupptable)wherethedataissynchronizedforremoteusers. ThetabcontainstheseHEATCallLoggingfields:
CallID:HEATcallidentificationnumber. Company:Companyname. Contact:ContactassociatedwiththecallinHEAT. Priority:Priorityassignedtothecall. CallStatus:Statusofthecall CallDesc:Descriptionofthecallasitappearsin

HEAT.
RecvdDate:Datecallopened. ModDate:Lastdatethecallwasmodifiedin

HEAT.
ClosedDate:Datecallclosed. Slaurgency:Urgencyassignedtothecall. Tracker:Ownerofcall.

(Open,Pending,orClosed).
CallType:Typeofcalllogged. Category:Callcategory.

Ticket Tab Local Menu


AccesstheTickettablocalmenubyrightclickingtoviewthemenuoptions.

NOTE:ThePreviewPanecanbeusedinplaceoftheZoomcommandonthecontextmenu.

ZoomTicket:OpenstheCallTicketDetailswindow.DisplaysthetextofthecallticketinHEAT. EditTicket:OpensthecallticketinHEATCallLogging. SendEmail:SendsemailtotheselectedHEATagent(seeSendingEmailtoHEAT/HEATPowerDeskAgentonpage

405).
HEAT/HEATPowerDeskOptions:AllowsuserswithMasterRightstochangetheHEATdatabaseandlogoninformation.

Launching HEAT from GoldMine


IfusingGoldMinewithanELicenseandyouconfiguredHEATintegration,launchHEATfromGoldMine. SelectFile>LogintoHEAT. CallLoggingappears.

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Sending E-mail to HEAT/HEAT PowerDesk Agent


SendanemailtoaHEATagentfromtheGoldMineTicketstab. 1. 2. 3. 4. 5. IntheTicketstab,rightclickandselectSendEmail.Thedialogboxappears. FromSentTo,selectaHEATagent. SelectaSubject. TypethemessageintheNotesbox. ClickSend.ThemessageissenttothespecifiedHEATrecipients.

HEAT/HEAT PowerDesk Options


WhenintegrationisproperlyconfiguredinHEAT,userswithMasterRightscansetintegrationoptionsinGoldMine. ConfiguretheintegrationusingtheGoldMineLogintabinUserPreferences,orasfollows: 1. OnaContactRecord,selecttheTicketstab. 2. RightclickandselectHEAT/HEATPowerDeskOptions.TheHEATService&SupportIntegrationdialogboxappears. 3. SelectEnableHEATService_SupportIntegrationtodisplaycallrecordsontheTicketstab.Integrationisnotconfigured, if: 4. TheTicketstabisemptyexceptforablankgraybaracrossthetopofthetab. 5. NothinghappenswhenyouselectFile>LogintoHEAT.YoucannotlaunchHEATfromGoldMine.

NOTE:Formoreinformation,SeetheHEATAdministratorModuleonlineHelp.
6. ClickSelecttochangetheDatasource.ThedatasourceshouldconnecttotheHEATdatabase. 7. Typetheintegration'sHEATUserIDandPassword. 8. ClickOK.

Integrating with IPCM


ThistopicdescribestheIPCM/GoldMineconfigurationprocess.Administratorsmusthavesystemadministratorlevel knowledgeoftheFrontRangeSolutionsGoldMineandIPCMproducts. WARNING:InstallGoldMinebeforeinstallingIPCM.TheGoldMineinstalleroverwritesIPCMdata, resultinginirrevocabledataloss. TheIPCM/GoldMineconfigurationusesthefollowingGoldMinedatabasetables.

Table
CONTACT1

Description
Primarycontactinformationincluding: AccountNumber(ACCOUNTNO) RecordID(RECID) Name(CONTACT) Phonenumbers(PHONE1,PHONE2,PHONE3) Faxnumber(FAX) Additionalcontactinformationincluding:
Fieldsforuserdefinedkeys(USERDEF01,...,USERDEF10) Thelastthedayofcustomercontact(LASTCONTON) Thenextplannedaction(NEXTACTION) Thedatethenextactionisplanned(ACTIONON)

CONTACT2

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Table
CONTHIST

Description
Recordsofhistoricaldataincluding: UserID(USERID) Resultcode(RESULTCODE) Activitytype(ACTVCODE) Unitsofforecastedsale(UNITS) IDofthelinkedaccount(LINKACCT) Additionalcontactdatafields Recordsofadditionalcontactinformation(suchasreferralsandprofiles) including: Recordtype(RECTYPE) Referencedcontact(CONTSUPREF) Fieldsforreferencedcontactdatasuchasaddress,phonenumber,etc.

CONTSUPP

TheIPCM/GoldMineconfigurationconsistsofserverandclientinstallation.Theserverconfigurationenablesavoice applicationto:
Questioncallers. SearchandupdatetheGoldMinedatabase(includingcallhistoryrecords)usingcallerinput. Configureascreenpoptodisplaytotheagentthatreceivesthecall.

TheclientconfigurationletstheIPCMAgentDashboardcommunicatewithGoldMinetoperformavarietyoftasks including:
Displayscreenpopsforinboundcalls. TransferthecurrentContactInfoWindowscreenpoptoanotherAgentDashboardwhentheagentclickstheSend

Screenbutton. UpdatetheGoldMinedatabasewithinputfromtheagent.

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IPCM/GoldMine Configuration
Thefollowingproceduresdescribetwoinstallationoptions:
SameComputerInstallation:Servers,ClientsTheIPCMandGoldMineserverscanbeinstalledononecomputerwith

theclientsinstalledaseparatecomputer.
SeparateComputerInstallation:Server/Client,Server/ClientTheIPCMserver/GoldMineclientcanbeinstalledonone

computerwiththeGoldMineserver/IPCMclientinstalledonaseparatecomputer. ThenyoucancreateaTaskbarinGoldMinecontainingbuttonsthatcontrolIPCMAgentDashboardfunctionality,referto CreateAgentDashboardTaskbarinGoldMinePEonpage409.

Same Computer Installation: Servers, Clients


InthisconfigurationtheIPCMandGoldMineserversareinstalledtogetherononecomputer,andtheIPCMandGoldMine clientsareinstalledonaseparatecomputer. WARNING:InstallGoldMinebeforeinstallingIPCM.TheGoldMineinstalleroverwritesIPCMdata, resultinginirrevocabledataloss. 1. 2. 3. 4. 5. InstallGoldMine.RefertotheGoldMineInstallationGuideforinformation. ClosetheGoldMineapplication. InstallIPCMasdescribedintheIPCMAdministratorGuide. Restartthecomputer. ConfigureIPCMtoconnectwiththeGoldMinedatabase: a. StartIPCMandopenManagementPortal>SystemConfiguration>ContactCenterServer>Integrations.The Integrationspageopens. b. ClicktheGoldMinetab. c. SelecttheEnablecheckbox.ClicktheUpdatebutton.

NOTE:Atthispoint,donotclicktheCommitChangesbuttonoryouwillseeerrorsintheLog,sincethe
GoldMineconnectionhasnotyetbeenconfigured. d. e. f. g. h. IntheNamefield,enterthenameoftheODBCconnectiontoyourGoldMinedatabase. IntheDescriptionfield,enteradescriptionofthedatabaseconnection,ifdesired. ClicktheAddbutton. Clickthenameoftheconnection,whichnowappearsasalink.Theconnectionsettingsappear. Configuretheconnectionsettings:
SystemFolderTypethelocationoftheGoldMineinstallationfolder. GoldMineFolderandCommonFolderTypethealiasforaccessingthedatabase.Forexample,toaccessSQL

Server,analiasofGoldMinemightbeconfigured.ThestringtoaccessthiswouldbeMSSQL:GoldMine:dbo: (whereGoldMineisthedatabasename).
GMUserNameTypetheGoldMineusername. GMPasswordTypetheGoldMinepassword. SQLUserNameTypetheGoldMinedatabaseusername. SQLPasswordTypetheGoldMinedatabasepassword.

i.

ClicktheCommitChangesbutton.

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Separate Computer Installation: Server/Client, Server/Client


InthisconfigurationtheGoldMineserverandtheIPCMclientareinstalledononecomputer,andtheIPCMserverandthe GoldMineclientareinstalledonaseparatecomputer.BothcomputersmustbemembersofthesameWindowsdomain. 1. InstalltheGoldMineserver.RefertotheGoldMineInstallationGuideforinformation. 2. InstalltheIPCMclientonthesamecomputerastheGoldMineserver. 3. ConfigurenetworksharingfortheGoldMineserversystemdirectory(<install_dir>/ Goldmine/Goldmine)onthe GoldMineserverhostcomputer.

NOTE:MakingsureyougrantfullsharingrightsandNTFSpermissionstothecomputeraccountonwhich
youplantoinstalltheIPCMserver. a. OntheGoldMineserverhostcomputer,rightclickthe<install_dir>/Goldmine/Goldminefolderandselect Properties.TheGoldMinePropertiesdialogboxopens. b. ClicktheSharingtab,thenselecttheSharethisfolderoption. c. ClickthePermissionsbutton.ThePermissionsforGoldMinedialogboxopens. d. ClicktheAddbutton.TheSelectUsers,Computers,orGroupsdialogboxopens. e. ClicktheObjectTypesbutton.TheObjectTypesdialogboxopens. f. SelecttheComputerscheckbox,thenclickOKtoreturntotheSelectUsers,Computers,orGroupsdialogbox. g. IntheEntertheobjectnamestoselectfield,typethenameofthecomputeronwhichyouplantoinstalltheIPCM server,thenclicktheCheckNamesbutton.TheappropriatenameoftheIPCMservertargethostcomputer displays. h. ClickOKtoreturntothePermissionsforGoldMinedialogbox. i. ClicktheApplybutton,thenclickOKtoreturntotheGoldMinePropertiesdialogbox. j. ClicktheSecuritytab,thenclicktheAddbutton.TheSelectUsers,Computers,orGroupsdialogboxopens. k. ClicktheObjectTypesbutton.TheObjectTypesdialogboxopens. l. SelecttheComputerscheckbox,thenclickOKtoreturntotheSelectUsers,Computers,orGroupsdialogbox. m. IntheEntertheobjectnamestoselectfield,typethenameofthecomputeronwhichyouplantoinstalltheIPCM server,thenclicktheCheckNamesbutton.TheappropriatenameoftheIPCMservertargethostcomputer displays. n. ClickOKtoreturntotheSecuritytab. o. ClickApply,thenclickOK. p. Repeatsteps3athrough3ofortheIPCMclient. 4. InstalltheIPCMserveronadifferentcomputer. 5. OnIPCMservercomputer,mapthesharedGoldMinedirectoryasthenetworkdrivebycreatingascripttomapthe driveonsystemstartup: a. StarttheMicrosoftManagementConsole:selectStart>Run.TheRundialogboxopens.TypemmcintheOpen field,thenclickOK. b. IntheMicrosoftManagementConsole,pressCTRL+M orclickFile>Add/RemoveSnapin. c. ClicktheAddbutton. d. SelecttheGroupPolicyObjectEditorsnapinandclicktheAddbutton. e. ClickFinishinthenextdialogbox. f. ClickClose,thenclickOK.

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g. Createanewtextfilemap.batintheC:\Windows\System32\GroupPolicy\Machine\Scripts\Startupfolder.

NOTE:GroupPolicyisoftenahiddenfolder,soenableviewingofhiddenfoldersinWindowsExplorer(Tools >FolderOptions>Viewtab).IftheScriptsandStartupfoldersaremissing,createthembeforeproceeding.
h. UseNotepadtoeditthemap.batfile,addingtwolines:
net use q: /delete net use q: \\GM_host_machine\share \ (e.g.: net use q:\\ipcc-nlb2\goldmine)

NOTE:Theletterqisaplaceholderforanyunuseddriveletteryouchoosetouse.
i. j. k. l. m. n. Expandthetreeintheleftpane,thenselectScripts(Startup/Shutdown). DoubleclicktheStartupscriptintherightpane. ClickAdd,thenclickBrowse. Doubleclickthemap.batfilecreatedearlier. ClickApply,thenOK.ClosetheManagementConsolewithoutsavingtheconsolesettings. ReboottheIPCMservercomputer,andthenverifythedriveismapped.

NOTE:ThedrivemayappearasadisconnectednetworkdriveintheMyComputerfolder.
6. InstalltheGoldMineclientonthesamecomputeronwhichtheIPCMserverwasinstalled.Intheinstallationwizard, whentheGoldMineSharedDirectorydialogboxopens,specifythepathtotheGoldMineserverlocation: \\GoldMine_Host_Machine\GoldMine.ClickNext,thencontinueinstallingtheGoldMineclient,inaccordancewiththe GoldMineinstallationprocedure.

Create Agent Dashboard Taskbar in GoldMine PE


GoldMineuserscancreateaTaskbarcontainingbuttonsthatcontrolIPCMAgentDashboardfunctionalitysuchasindicating GoReadyorNotReady,answeringcalls,hangingupcalls,etc.

NOTE:OpentheAgentDashboardandverifythedefaultconnectorisspecified(VPCC.GenericConnector.1)
intheDashboardOptionsdialogbox.RefertotheIPCMonlinehelptopic"AgentDashboardConfiguration: IPCMConfigurationwithotherFrontRangeProducts"fordetails. 1. 2. 3. 4. OntheGoldMineTaskbar,clickCustomize. RightclicktheTaskbarandselectAddNewGroup. NamethegroupAgent,thenclickOK. SetthepropertiesforeachoftheAgentDashboardfunctions:

Go Ready a. RightclicktheAgentgroupandselectAddNewItem.TheTaskbarGroupItemSelectiondialogboxopens. b. IntheItemTypefield,selectExternalApplication. c. IntheCaptionfield,typeGoReady. d. IntheApplicationfield,type(orbrowseto)C:\Windows\System32\wscript.exe. e. Whenyoubrowsetothewscript.exefile,itautomaticallypopulatestheStartDirectoryfieldwiththesetting C:\Windows\System32.Youmustchangethispathto:C:\ProgramFiles\FrontRangeSolutions\IP CommunicationsManagement\scripts\HEATVoice. f. IntheCommandLinefield,typesetreadydashboard.js. g. IntheIconFilefield,typeorbrowsetoC:\ProgramFiles\FrontRangeSolutions\IPCommunications Management\scripts\HEATVoice\Ready.ico(theiconwasinstalledwithIPCM). h. ClickOK.

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Go Not Ready a. RightclicktheAgentgroupandselectAddNewItem.TheTaskbarGroupItemSelectiondialogboxopens. b. IntheItemTypefield,selectExternalApplication. c. IntheCaptionfield,typeGoNotReady. d. IntheApplicationfield,type(orbrowseto)C:\Windows\System32\wscript.exe. e. Whenyoubrowsetothewscript.exefile,itautomaticallypopulatestheStartDirectoryfieldwiththesetting C:\Windows\System32.Youmustchangethispathto:C:\ProgramFiles\FrontRangeSolutions\IP CommunicationsManagement\scripts\HEATVoice. f. IntheCommandLinefield,typesetnotreadydashboard.js. g. IntheIconFilefield,typeorbrowsetoC:\ProgramFiles\FrontRangeSolutions\IPCommunications Management\scripts\HEATVoice\NotReady.ico(theiconwasinstalledwithIPCM). h. ClickOK. Answer a. RightclicktheAgentgroupandselectAddNewItem.TheTaskbarGroupItemSelectiondialogboxopens. b. IntheItemTypefield,selectExternalApplication. c. IntheCaptionfield,typeAnswer. d. IntheApplicationfield,type(orbrowseto)C:\Windows\System32\wscript.exe. e. Whenyoubrowsetothewscript.exefile,itautomaticallypopulatestheStartDirectoryfieldwiththesetting C:\Windows\System32.Youmustchangethispathto:C:\ProgramFiles\FrontRangeSolutions\IP CommunicationsManagement\scripts\HEATVoice. f. IntheCommandLinefield,typeanswerdashboard.js. g. IntheIconFilefield,typeorbrowsetoC:\ProgramFiles\FrontRangeSolutions\IPCommunications Management\scripts\HEATVoice\answer.ico(theiconwasinstalledwithIPCM). h. ClickOK. Hang Up a. RightclicktheAgentgroupandselectAddNewItem.TheTaskbarGroupItemSelectiondialogboxopens. b. IntheItemTypefield,selectExternalApplication. c. IntheCaptionfield,typeHangUp. d. IntheApplicationfield,type(orbrowseto)C:\Windows\System32\wscript.exe. e. Whenyoubrowsetothewscript.exefile,itautomaticallypopulatestheStartDirectoryfieldwiththesetting C:\Windows\System32.Youmustchangethispathto:C:\ProgramFiles\FrontRangeSolutions\IP CommunicationsManagement\scripts\HEATVoice. f. IntheCommandLinefield,typehangupdashboard.js. g. IntheIconFilefield,typeorbrowsetoC:\ProgramFiles\FrontRangeSolutions\IPCommunications Management\scripts\HEATVoice\hangup.ico(theiconwasinstalledwithIPCM). h. ClickOK. Start Sales Scripts a. RightclicktheAgentgroupandselectAddNewItem.TheTaskbarGroupItemSelectiondialogboxopens. b. IntheItemTypefield,selectMainMenuAction. c. Inthetree,openGoTo>SalesTools,thenclickOK.TheSalesScriptsiconisautomaticallyselected.

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Voice Applications
TheIPCMApplicationBuildercontainsthefollowingblocksspecificallydesignedforcreatingvoiceapplicationsforthe IPCM/GoldMineconfiguration,utilizingtheGoldMinedatabase:
GoldMineAutoCompleteActivityBlockConfiguresactionsandcorrespondingnotestoposttothecontactrecordand

Historytab.
GoldMineAutoScheduleActivityBlockConfigurestheapplicationtopostactionsandcorrespondingnotestothe

contactrecordPendingActivitytabasscheduled.
GoldMineSearchBlockSearchestheGoldMinedatabaseforcontactrecords,typicallyusingacontactphoneor

accountnumberasasearchkey.TheresultofsearchisstoredastherecordIDvalue.Callpropertiescandefinethe valuesofthesearchkeys,andstorethevaluesoffieldsreturned.
GoldMineScreenpopBlockGovernstheGoldMinescreenpopactionwhenacallisroutedtoanagent. GoldMineUpdateBlockUpdatesfieldsintheGoldMinedatabase.Forinformationaboutcopying,thenediting

(FrontRangedoesnotrecommenddirectlyeditingthesampleapplications)theGoldMineDemovoiceapplication (describedbelow)orcreatinganewapplication,referto"VoiceApplicationDesign"intheIPCMOnlineHelp.

GoldMineDemo Sample Voice Application


TheGoldMineDemovoiceapplicationdemonstrateshowtoidentifyacontactusingthecontactsdefaultphonenumber (PHONE1field)andaccountnumber. 1. TheGoldMineScreenpopblockisconfiguredtoopenanewcontactwindow(theIncomingcallactionvalueissetto Open).TheOpenSearchCenteroptionisselectedforcallersIPCMdoesnotidentifyascontacts. 2. TheGoldMineSearchblocksearchesfortheANI.IftheANIisnotfoundinthedatabase,thevoiceapplicationprompts thecallertoenteradefaultphonenumber,andtheGoldMineSearchblocksearchesthedatabaseforthenumber entered. 3. Ifthesearchissuccessful,theagentwhoreceivesthecallalsoseesthescreenpopconfiguredinstep1. 4. Whenthecalliscomplete,thevoiceapplicationupdatestheGoldMineHistorydatabaseusingGoldMine AutoCompleteActivityblock.

IPCM/GoldMine Call Scenario


TheclientandAgentDashboardconfigurationsenablethefollowingcallscenario:

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1. IPCMconnectsacallertotheGoldMinevoiceapplication.Thevoiceapplicationcollectscalleridentification informationeitherautomaticallyusingtheANI,orbypromptingthecallertoinputidentifyingdatasuchasaphone number,accountnumber,orothertypesofdatatheGoldMinedatabasestoresintheCONTACT1,CONTACT2,and CONTSUPPtables. 2. ThevoiceapplicationaccessestheGoldMineapplicationandqueriestheGoldMinedatabaseforthecallersrecord usingtheidentificationinformation.TheGoldMineapplicationreturnsthecallersrecordtothevoiceapplication. 3. Thevoiceapplicationattachestherecordtotheinteraction,preparesascreenpopusingdataintherecord,andplaces theinteractioninaqueuethatcontainsGoldMinecalls(ifyouareusingtheGoldMineDemoapplication,thisqueueis theGoldMineDemoQueue). 4. WhenIPCMroutestheinteractiontoanagent,theconnectorontheagentsworkstationrequestsdatafromthe GoldMinedatabasetopopulatethescreenpop.

NOTE:Youcanalsoconfigurethevoiceapplicationtolettheagenttrytofindthecontactinformation
manuallyusingtheGoldMineSearchCenter;however,evenifthesearchissuccessful,theAgentDashboard doesnotupdatetheGoldMinedatabasehistoryfieldsautomatically. 5. Aftertheinteractioniscomplete,thevoiceapplicationupdatestheGoldMinedatabaseusingtheGoldMine AutoCompleteActivityblock.

Integrating with .NET


ThenewAPIintegrateswithGoldMinebyprovidinganXMLbasedprogramminginterfaceandCOMserver.Itiscompatible withMicrosoft.NETdevelopmenttools(VB.NETandC#).TheXMLwrapperprovidesaccesstofunctionsfromthenonXML capableAPIavailableofpreviousGoldMineversions. Also,userinterfaceintegrationtoolsletdevelopersinteract.Forinstance,replaceDDEwithCOM,togain:
ImplementationofcurrenttechnologyinsteadofDDE. CompatibilitywithCOMcapabledevelopmenttools. Compatibilitywith.NETapplications. AbilitytogrowintoafullUIAPI. AbilitytorewritetheExcel/Wordlink. EasierimplementationofanXMLbasedinterface.

TheCOMserverimplementstherelevantDDEfunctions.AnapplicationthatpreviouslyusedDDEcancommunicateto GoldMineusingthisinterface. Thedescriptionhas2parts:


TheXMLAPI TheUIAPItorun

TheXMLAPIandtheUIAPIusethesamebasicschematoperformactions: <GMAPI call="CallName"><dataname="DataName">XXXXXX</data>...</GMAPI> Eventually,thiswillevolveintoaretrowrittenXMLschemaandDTDforthefullAPIs. TheXMLAPIwrapstheexistingGMAPIintoasimplerinterface.Lowlevelfunctionsperformingactionsneededbythenon XMLAPIprogrammerarehidden.Failuresareselfdocumented(noreturnmessages).

Suggested Prerequisites
Usingtheinterfaces(developersandTechnologypartners):AworkingknowledgeofCOMandXML(orabilitytobuild

wellformedXMLstrings).
Endusers:Aworkingknowledgeofthestandardfunctioncallsfortheoldergmx32.dllversionoftheGoldMineAPI.

SeetheOpenDevelopersectionofoursupportWebsiteathttp://support.frontrange.comorourPartnersectionofthe WebsitetobecomeaTechnologyPartner.

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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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414 Resources

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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)

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)

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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)

G
GM.ini:(AfilelocatedintheGoldMinedirectorycontainingcommandsforgeneralGoldMineoperation.Themost importantaretheSysDir,GoldDir,andCommonDir) GM+Viewtab:(UserdefinedHTMLtemplatebasedviews) gmb:(The.gmbfileextensionforabackupfilecreatedbytheBackUpWizard) GoldDir:(UsedintheGM.ini,theGoldDirspecifiesthelocationofyourGoldMinefiles(alsocalledyourGMBasefiles)) GoldMineBusinessContactManager:(AninstallationofGoldMineusingaDLicenseandadBASEdatabase)

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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)

I
IIS:(InternetInformationServices) InfoCenter:(Aresourceusedtomaintainanddisplayanytypeofinformationusefultoanorganizationoranindividual.The InfoCentercanarchiveinformationinavarietyofformats,suchasgraphics,multimediafiles,andprogramapplications.Any ofthisinformationcanbelinkedtoaContactRecord) Installinglocally:(InstallingGoldMine.exeand.dllfilesonalocalworkstationinanetworkenvironment) 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)

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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)

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)

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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) 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)

GoldMine Administrators Guide

Glossary 419

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)

420 Glossary

GoldMine Administrators Guide

Index
Symbols
GoldMineTables 149 .INIFilesandMacros 49 .NETIntegration 412 Cloning Reports 285 UserSettings 49 CombiningHidingandColor 240 CommunicatingwithContacts About 75 Configuring MyGoldMine 375 ConfiguringGoldSyncintheServerAgentsAdministrator 364 ConfiguringSendingandRetrievingEmailintheServer AgentsAdministrator 364 ConfiguringtheINIFile 51 ConfiguringYourComputertoAccessYourISP 90 ContactRecords 69 Converting Outlook 142 Creating Databases 113, 113 Emailrules 97 OneButtonSynchronization Profile 356 CreatingaPerformanceReportforaCase 270 CreatingCustomScreens 232 CreatingDocumentTemplateswithGoldMinePlus Installed 79 CreatingUndockedUserLicenses 350 CreatingUserMenuTemplates 25 CrystalReports Running 282 Using 276, 278, 301 Customizing Autodialersettings 110 Properties 251 CustomizingDataAppearance 271 CustomizingFieldTyping 239

A
AbouttheDatabaseAliasManager 129 ACT! Importingversions 141 Adding Documenttemplates 77 DocumentstoLFC 108 Exceltemplates 388 AddingorEditingHolidays 33 Attaching 321 Autodialersettings 110 AutomatedProcesses 309 Attaching 321 AutomatedProcessCenter 311 Creating 312 Events 317 Processes 315 Designing 309 Executing 322 Using 311 AutomaticMaintenance 126, 128 AutomatingRoutineTasks 309

B
BackingUp 125

C
CertificationAuthorities 102 CGI 212 ChangingYourPassword 28 charts adding 167

GoldMine Administrator Guide

Index 421

D
dashboard actions 201 charts 190 creating 164 databinding 174 dropdownlist 173 events 201 export 204 GoldMineHelp 183 import 204 macros 197 management 163, 199 newdatasource 173 partproperties 176 sampledashboardtutorial 163 splitters 175, 176 tables 198 tabs 175, 175 XMLfile 204 databinding destinations 183 datasource creating 165 datasourcemanagement 194 Databases Creating 113 Opening 112 decryptemails 46 defaultdestination 75 Deleting ContactRecords 147 DeletinganAlias 130 DependencyBetweenLookupLists 370 Selecting an entry by ignoring dependency settings. 372 Settingupadependency 370 DigitalIDs 102 CertificationAuthorities 102 Digitalsignatures 102 Keys 102 Readingemail 105 Sending Signed 105 DigitalSignatures 102, 105 Documententer About 75 DocumentManagementCenter Adding 77, 388 Editing 80 Printing 83

Documents Printing 83 Templates 77, 80 duplicaterecord 215, 215 Duplicaterecords 145

E
EditEmailToolbar 87 Editing Documents 80, 108 LiteratureFulfillmentCenter 108, 110 Reports 286 EditinganAlias 130 EditingKnowledgeBaseBooks,Folders,andTopics 379 EditingProcesses 316 Email Encrypted 104 Reading 95 Digital IDs 105 Rules 97 Sending Digitally signed 105 Encrypted 104 Templates 96 Email Retrieving 93 EmailCenterComponents 85 Encrypted 104, 105 event adding 174 EventPropertiesDialogBox 317 Events Creating 317 Excel Exporting 143, 387 GoldMineLink 381 Templates 388 Using 386 Exporting 135, 137 Considerations 136 ExceltoGoldMine 143, 387 ExportWizard 137 iCalendarFiles 144 XML 138

F
Fax Correspondence 81 FBclient32.dll 113 Fulfilling 109, 109

422 Index

GoldMine Administrator Guide

G
gatewayscript 212 GlobalReplacing 131 GloballyUpdatingFieldsUsingAdvancedOptions 132 GMLinkInstaller.exe 382 GoldMine Link 381 Excel 143, 386, 387
Installing Document Management Center 382 GMLinkInstaller.exe 382 Upgrading 382 Word 386

Installing GoldMineLinktoOffice 382 GoldSyncService 353 InstantSync 343

K
KnowledgeBase 378

L
labels adding 166 Launching HEAT 404 Linking Documents
Synchronization Settings 343 LinkingEmailMessagestoContacts 95 LiteratureFulfillmentCenter 106 Addingdocuments 108 Editingdocuments 108 Fulfilling 109 Rejecting 109 Loggingin HEAT 404

LinktoMicrosoftOffice 381 GoldMinePlusforExcel 382 GoldMineReportMacros 65 GoldSync About 337 AdministrationCenter 345 Implementationconsiderations 339 planning 339 Service Configuring 353 Installing 353 Running 353 Setting up 353 Synchronization Settings 343 Uninstalling 353

M
macros 197 creating 59 Maintaining 117 AutomaticMaintenance 128 Backingup 125 MaintenanceWizard 126 Merging Taggedrecords 147 Visiblecontacts 147 MergingandPurging 145 Wizard 145 MyGoldMine 375 Configuring 375 Using 376

H
HEATCallLogging 404 Launching 404

I
import contactinformation 207 webimportwizard 207 importprofiles 208 ImportWindowsCertificates 46 Importing 134 ACT! 141 Considerations 136 iCalendarFiles 144 ImportWizard 136 Outlook 142 Wizards 136, 140 XML 140 InfoCenter 378 Information Managing 111

O
OmniRush 381 OneButtonSynchronization 355 Creatingprofile 356 Instantsync 356 Retrievingprofiles 357 Synchronizing 356 OpportunityTriggerDialogBox 323

GoldMine Administrator Guide

Index 423

Outlook 328 Converting 142 Importing 142 OutlookConversionWizard 142

P
Palm 328 plugins ActiveXcontrols 253 HTMLintegrations 253 integrations 253 PocketPC 328 Previewing 301 Reports 301 Printing 83 Correspondence 75 Envelopesandlabels 85 Reports 301 PrivateKey 102 ProcessLocalMenu 312 Processes Attaching 321 Creating 315 Executing 322 ProjectTriggerDialogBox 323 PublicKey 102

Reports Creating 282 Editing 286 Previewing 301 Printing 301 Properties 279 Savingwithdata 302 Sortingdata 302 Using 278 Viewing 302 ReportsCenter seeReports 276 Restoring 126 Retrieving 357 RetrievingEmail 94 RightFax 381 Rules Email 97 Running GoldSyncService 353 Processes 322

S
Saving Reportswithdata 302 Schedule LiteratureRequests 109 SDFfile 134 SelectGoTo>>KnowledgeBase 378 Selecting 146 Sending 104, 105 Server Creating 350 Processes 351 ServerAgents seeServerAgentsAdministrator 363 ServerAgentsAdministrator 363 Starting 363 serverscripts 212 Service 259 ServiceCenter 259 ServiceCenterDetailView 260 SettingCalendarPublishingOutputtoXML 57 SettingDigitalIDsinContactDetails 104 SettingEmailPreviewTextAmounts 57 SettingInternetPreferencesontheAccountsTab 45 SettingInternetPreferencesontheAdvancedTab 47 SettingInternetPreferencesontheComposingTab 43 SettingInternetPreferencesontheRetrievalTab 44 SettingInternetPreferencesontheSecurityTab 45 SettingKeeporClearonTaggedRecords 57

Q
QueuedDocuments LiteratureFulfillmentCenter 109

R
Record Contact
see Contact Records 69

Curtaining Fields 333 Types About 221


Record Types Administration Center 222

recordcurtaininig 71 RecordingMacros 58 Rejecting 109 Removing AttachedAutomatedProcesses 322 ReplyinggoanActivity 90 ReportProperties 279 ReportProperties,ProfileTab 279

424 Index

GoldMine Administrator Guide

SettingOptionsfortheSystemTab 41 SettingPreferencesfortheAlarmsTab 35 SettingPreferencesfortheCalendarTab 31 SettingPreferencesfortheEmailTab 42 SettingPreferencesfortheLookupTab 35 SettingPreferencesforthePagerTab 36 SettingPreferencesfortheRecordTab 28 SettingPreferencesfortheScheduleTab 34 SettingPreferencesfortheSpellerTab 37 SettingPreferencesfortheTelephonyTab 36 SettingPreferencesonthePersonalTab 28 SettingReportProperties,ProfileTab 279 SettingtheUserProfile 21 SettingupaDependence 370 SettingUpDefaultDocumentFileNamesandFoldersfor DocumentTemplates 76 SettingUpUserGroups 22 SettingupUserGroups 22 SettingUpUserMembership 22 Site CreatingGroups 348 Sites 346 SortingReportData 302 Spellcheck 91 SQL Restoring 126 Starting 363 Sync SeeSynchronizing 325 SynchronizationSettings 343 Synchronizing 325 CopyingandMovingRecords 332 GoldSyncAdministrationCenter 345 Onebuttonsynchronization 355, 356 Scenario 325 SynchronizationWizard 334, 334 WithGoldSync 337 System Logs 129

U
UndockedUsers Updating 49 UpdatingTemplates 81 UserGroups 20 UserPreferences Calendar 31 Personaltab 28 Recordtab 28 Users Preferences 27 Properties 49, 49 Using GoldSyncAdministrationCenter 345 MyGoldMine 376 Reports 278 UsingtheServiceCenterToolbar(ListView) 261

V
ViewingtheUserTimeClock 25 Visor 328

W
webforms 209 WinFax WinFaxPro 381 Wizards Import 136 Maintenance 126 Synchronization 334 Word GoldMinefields 386 GoldMineLink 381

X
XML 138

Z
Zetafax 381

T
Tagging Mergingtaggedrecords 147 Templates Creating 77 Timeouts SynchronizationSettings 343 ToaddaTopicPage 379

GoldMine Administrator Guide

Index 425

426 Index

GoldMine Administrator Guide

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