Professional Documents
Culture Documents
Version9.0.1
Rev: 901-11-12-10
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Table of Contents
Getting Started
17
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
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
4 Table of Contents
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
Table of Contents 5
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
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
6 Table of Contents
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
Table of Contents 7
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
8 Table of Contents
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
Table of Contents 9
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
10 Table of Contents
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
Table of Contents 11
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
12 Table of Contents
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
Table of Contents 13
AboutOneButtonSynchronization ......................................................355 SynchronizingUsingOneButtonSynchronization........................................356 CreatingOneButtonSynchronizationProfiles...........................................356 RetrievingOneButtonSynchronizationProfiles.........................................357 EmailingOneButtonSynchronizationProfiletoRemote .................................358 CreatingInstallationFilesforOnebuttonSynchronization ................................359 RetrievingOneButtonSynchronizationInstallationFiles ..................................359 ConfiguringSendOptions ...........................................................360 MonitoringProcesses...............................................................361
Server Agents
363
F2 Lookup Lists
367
Overview............................................................................367 UsingtheF2Lookup ...................................................................368 ManagingF2LookupLists ..............................................................368 CreatingF2LookupEntries ..........................................................369 SettingDependencyBetweenLookupLists............................................. 370 ConfiguringF2LookupListSecurity ................................................... 372 EditingF2LookupEntries............................................................373
My GoldMine
375
14 Table of Contents
Knowledge Base
377
Overview ............................................................................ 377 KnowledgeBaseToolbar............................................................... 378 AccessingtheKnowledgeBase....................................................... 378 CreatingKnowledgeBaseBooks,Folders,andTopics........................................ 379 EditingKnowledgeBaseBooks,Folders,andTopics ......................................... 379 AddingKeywordstoKnowledgeBaseTopics ............................................ 380 SettingSecurityAccessonKnowledgeBaseTopics ....................................... 380 AddingHTMLTexttoKnowledgeBaseTopics ........................................... 380
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
Table of Contents 15
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
Glossary Index
415 421
16 Table of Contents
Getting Started
Overview
NowthatyouhaveinstalledGoldMinePremiumEdition,thischapterwillhelpyouunderstandtheGoldMineArchitecture. Formoreinformationandprocedures,seetheGoldMineUserGuidePDForinthetopicintheOnlineHelp.
Getting Started 17
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
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
MasterRightsusersaretheonlyuserspermittedtoaccessandmodifyusersettings.GoldMineadministratorsshouldhave MasterRights.
fields.
RecordOwnershipisusedwhenrecordcurtaining(seeAboutRecordCurtainingonpage20)isapplied.Ownershipis
storedintheOwnerfieldintheContact1table.
User Administration 19
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.
Profileonpage21).
TheMembershiptabassignsorremovesauserfromagroup(seeSettingUpUserMembershiponpage22). TheAccesstabsetsgeneralsecuritytocontroluseraccesstoGoldMinefeatures(seeSettingUserAccessonpage23). TheMenutabconfiguresmenuoptionsavailabletotheuser(seeSettingUserMenusonpage24). TheTimeClocktabdisplaysalogshowingtheusersactivityinGoldMine(seeViewingtheUserTimeClockonpage
25).
TheOutlooktabcontainsoptionsforsynchronizationbetweenOutlookandGoldMine(seeSettingtheOutlookSync
Optionsonpage25).
20 User Administration
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
User Administration 21
NOTE:YoucancreateUserGroupswhileaddingtheusertoagroup.OntheUserGroupsSetupdialogbox,
clickNewandfollowthesteps. 9. ClickOKandthenclickClose. TheMemberofGroupslistdisplaysthegroupsofwhichtheuserisamember. 10. ClickOKtoreturntotheUsers'MasterFile,orclicktheAccesstabtocontinueconfiguringuserproperties.
22 User Administration
NOTE:WithoutEditFieldsrights,userscannoteditfieldsonanycontactrecords,includingtherecordsthey
own.
Delete.Deletecontactrecords. Requiredfieldoverride.Authorizeanoverrideonarequiredfield. AssignOwner.AssignContactRecordownershiptootherusers. EditTabFolders.Editdatainthetabs.
NOTE:WithoutEditTabfoldersrights,userscannotedittabfoldersonanycontactrecords,includingthe
recordsthetheyown.
ScheduleProcess.Assignsanautomatedprocesstoacontact.
NOTE:NonMasteruserscannotselectPrinterintheOutputtomenubecauseofReportssecurity
considerations.
NetUpdateconnections.RunaversionupdateonthelivesystemusingtheInternet.
IMPORTANT:ThisoptionshouldbecarefullycontrolledbytheGoldMineadministrator.
folderdisplayshistoryitemsthatwereupdatedwithintheselecteddaterange.Itisnotbasedonthecompletion datefortheactivity.
NOTE:Whenappliedtomanyusers,thisoptioncanaffectnetworkperformance.
CustomizeToolbar.Addandremovetoolbaricons. SQLLogonnameandSQLPassword.
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.
NOTE:IftheResizemenuoptionlocatedunderEdit>RecordDetails>Resizeisrestricted,thecustom
screensintheFieldstabdisplayasGoldMinemenuoptions. 5. OKtosavetheMenuconfigurationandreturntotheUsers'MasterFile,orclicktheTimeClocktabtocontinue configuringtheusersproperties
24 User Administration
NOTE:TodeleteaMenutemplate,selectitinthedropdownlistandclickDelete.
everylogentrythatisfreeoftampering;thatis,external.
NOTE:ThisoptionisautomaticallyselectedandenabledforMasterusers.
EnablesyncwithOutlookwhensystemtimezoneisdifferentfromusershometimezone
ThisoptiondeterminesifsynccanoccurifWindowstimezonechangedsincethelasttimesynctookplace. 4. ClickOKtoreturntotheUsers'MasterFile,orclickanothertabtocontinueconfiguringtheusersproperties.
User Administration 25
26 User Administration
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.
User Administration 27
Pager.Identifyyourpager'stelephonenumberandPINnumber.SeeSettingOptionsfortheLookupTabonpage35. Login.DeterminethelocationsoftheGoldMinedefaultdatabasesandsystemfiles,andothersystemsettings.Thistab
isavailableonlytouserswithMasterRights.SeeSettingOptionsfortheLookupTabonpage35.
Speller.SpecifyGoldMinespellcheckingoptions.SeeSettingPreferencesfortheSpellerTabonpage40. System.Setdateandtimesettings.Selectclassicnavigationandtaskbarsettings,andspecifyanOutlookusername,if
differentthanyourGoldMineusername.SeeSettingOptionsfortheSystemTabonpage41.
NOTE:AMasterRightsusercanchangetheFullNameintheUserProfile.
3. ClickChangePasswordtochangeyourGoldMinePassword. 4. IntheTitlefield,typeyourprofessionaltitle.
28 User Administration
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.
User Administration 29
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.
30 User Administration
User Administration 31
NOTE:AutoRolloverisnotnormallysetforAppointmentsorForecastedSalesbecauseuserscannotmake
today's10:00appointmenttomorroworthenextdayatthesametime.Theyshouldreschedule. SelectSyncRolloversforthenewrolloverdatetosynchronizetoremoteusers.Cleartheboxtopreservetheoriginal date. 8. SettheCalendarrefreshrate(sec):bytypingthenumberofsecondsorscrollingthroughthenumbersinthetextbox. GoldMineupdatestheCalendarentriesattheendoftheintervalyouspecifyinnumberofseconds.Thedefaultentry0 disablestheoptionsoGoldMinewillnotautomaticallyupdatethecalendar.
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.
32 User Administration
User Administration 33
activated,numbersdonotappearinanalysisfeatures.Usersdonotneedtoknowthisisturnedon.
ShowthedetailssectionintheActivityListingwindowdisplaystwodetailpanesintheActivityListthatinclude
NOTE:ForAdministrators:Youmightwanttodisablethepromptforthefollowingoptionstopreventuser
error.ForExample:ifanactivityisscheduledformultiplecontacts,andthenoneiscompletedbutthewrong promptisselected,theactivitywillbemarkedascompletedforallcontacts.
Showpromptwhencompletinganactivitywithotherassociateddisplaysadialogboxaskingwhetheryouwantto
34 User Administration
NOTE:GoldAlarmnotifiesyouaboutalarmsevenwhenGoldMineisnotrunning.
11. SelectRunGoldAlarmwhenWindowsstartstoautomaticallyruntheGoldAlarm.exewhenWindowsstarts. 12. ClickOKtosavethesettingsandclosethedialogbox.
User Administration 35
6. IntheOncearecordisselectedfromtheSearchCenterarea,selectoneofthefollowing: MovetheSearchCenterwindowtothebackbringstheContactRecordtothefrontandplacestheContactSearch Centerbehindthecontactrecord. ClosetheSearchCenterwindowclosestheContactSearchCenter. MinimizetheSearchCenterwindowminimizestheContactSearchCenter. 7. ClicktheMoreOptionsbuttontoviewtheSelectCSCfieldsoptions. Thisopensadialogwhichliststhefieldsavailableonthesystem.Acheckboxbyeachfieldallowstheusertocontrol whichfieldsaredisplayedintheSearchbylist(see"SearchingforContactRecords"intheUserGuideorOnlineHelp). 8. CheckthefieldsthatyouwanttobeavailableintheSearchbydropdownlistforthecurrentuser. 9. ClickOKtosavethesettingsandclosethedialogbox.
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.
36 User Administration
User Administration 37
Creating Dictionaries
UsetheGoldMinespellcheckertoconfigureandcustomizethedictionaryforeachuser.Addwords,importfiles,and changetheactiononindividualwords. 1. SelectTools>Options,andselecttheSpellertab. 2. ClickSetupDictionaries. 3. TheDictionariesdialogboxopens.
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.
38 User Administration
11. ClickAddFiletobrowsetoother.tlxfiles.
NOTE:The.tlxfilesstoreinuserfoldersinthe\SpellerfolderofthemainGoldMinedirectory.
12. Tocreateanewdictionary: ClickNewFile. A.tlxfileiscreated,andtheNewDictionarydialogboxopens.
TypethenewFileName.SelecttheLanguagefromthedropdownlistandclickOK.
User Administration 39
5. ClickontheBypassloginbannercheckboxtoskiptheloginbannerifthereisnopasswordfortheuser. 6. ClickontheOpenfilesexclusivelycheckboxtoallowonlythecurrentlyloggedinusertoopenGoldMine.
NOTE:OpenfilesexclusivelyisusefulforGoldMineadministratorsworkinginthedatabasewhoneedto
keepotherusersout.Whenyouarefinishedusingthefilesexclusively,removethisoptionsootheruserscan login.Whenselected,thisoptionwritesthelineExclusive=1inthe[GoldMine]sectionoftheGM.inifileand lockstheFlags.bintable.DonotenablethisfeatureifplanningtousetheGoldMineBackupWizard. 7. ClickOKtosavethesettingsandclosethedialogbox.
40 User Administration
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.
User Administration 41
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.
42 User Administration
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.
User Administration 43
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.
44 User Administration
WARNING:Noconfirmationpromptappearstoverifythedeletion.
NOTE:Bydefault,GoldMineshowsallaccountsintheEmailCenterlettingyoucheckInternetaccounts
fromonelocationinGoldMine. 11. ChangetheorderoftheaccountsdisplayedintheEmailCenter. ClickMoveUptomovethehighlightedaccountuponeline.ClickMoveDowntomovethehighlightedaccountdown oneline. 12. ClickOKtosavethesettingsandclosethewindow,orclickthenextInternetOptionstabtoconfigure.
TIP:ForinformationaboutWindowsCertificates,seeImportWindowsCertificatestoDecryptEmailsonpage46.
1. 2. 3. 4. 5. SelectTools>Options. AttheUser'sOptionsdialogbox,selecttheEMailtab. ClicktheMoreOptionsbutton. AttheEMailOptionsdialogbox,selecttheSecuritytab. ClickDigitalID(s)toconfigureyourIDs. TheManageDigitalIDsdialogboxopens.
User Administration 45
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.
NOTE:ExpiredcertificatesfromWindowsarenotimportedintoGoldMineandmatchingcertificates
betweenWindowsandGoldMineareskippedduringimport. 9. ClickOK.
NOTE:SomeofthecertificatesthatareimportedintoGoldMinearenotavailableasTrustedRoot
CertificationAuthoritiesorIntermediateCertificationAuthoritiesinWindows.
46 User Administration
6.
7.
8.
9.
User Administration 47
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
48 User Administration
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).
<path\filename> <numberofseconds> 0
User Administration 49
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
<password>
50 User Administration
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
User Administration 51
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
52 User Administration
Addormodifycommandstatementsto<username>.initocustomize:
Accesstomacrosofanotheruser Titlebardisplay Modemanddialingsettings Configurationsformessagingactivities
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
User Administration 53
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)
54 User Administration
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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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.
3. SelectFile>Saveandthenexit.
3. SelectFile>Saveandthenexit. 4. RestartGoldMinetoapplythechanges.
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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.
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 Delete Macros
1. WithMacrobuttonsactivatedintheGlobalToolbar,clickEdit.TheEditMacroButtondialogboxappears. 2. Selectthemacrotodelete,thenclickDelete.TheMacrobuttonontheGlobalToolbarbuttonisdeleted.
&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
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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&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.
&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.
andCanada,ortheNonUSAFormat,whichdoesnotapplyformatting.SeeSettingPhoneFormattingintheRecord RelatedSettingsonpage70.
Ownership.Controlwhatinformationcanbeviewedandupdatedbyotherusers.SeeSettingOwnershipintheRecord
RelatedSettingsonpage71
Alerts.AssignacodetoanactivecontactrecordtoalertotherGoldMineusersofaspecialstatusorsituationregarding
thecontact.SeeSettingAlertsintheRecordRelatedSettingsonpage72.
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70 Contact Management
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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72 Contact Management
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.
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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.
74 Contact Management
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.
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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.
76 Contact Communication
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.
78 Contact Communication
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.
Contact Communication 79
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
Application
Word2003/2007 12. ClickOK.
DDECommand
[GoldMineLink()]
80 Contact Communication
Updating Templates
Youcanupdateatemplatetodothefollowingtasks:
UsetemplatescreatedwithpreviousversionsofGoldMine(5.5orearlier) Changeatemplatetomaintainbytheoriginalfilename.
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.
Contact Communication 81
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.
82 Contact Communication
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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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.
84 Contact Communication
IfyousubscribetomorethanonePostOfficeProtocolversion3(POP3)mailserver,youcansetuptheEmailCenterto retrievemailfrommultipleInternetmailservers.
<USER>.inifilesettingtooverridethislimit(seeChangingSettingsintheINIFileinGoldMineonpage54),butthisis
Thedefaultlimitformessagesthatcanbedisplayedatonceissetat2,500.Youoryouradministratorcanimplementa
notrecommendedbecauseofthenegativesideeffectsareassociatedwiththisaction,including:
Increasedloadonthedatabaseserverandthenetwork(thedatabaseserverwillhavetoreadyourrecordsfrom
disk,andtheywillbesentoverthenetwork).
IncreasedtimetoloadthelistofemailsintheEmailCenterlist.DuringthistimeGoldMinemightbe
Contact Communication 85
Textdisplay.Previewthebodyofamessageselectedinthelistingbrowsewindow.
Toturnthepreviewoptiononandoff,rightclicktheEmailCentertreeandselectOptions>ShowPreview.
NOTE:SetShowPreviewasthedefaultinthe[Internet]sectionoftheUsername.iniusingthiscommand:
ShowPreview=1.
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.
Symbol
Description
Send the selected message immediately.
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
Send messages without encryption Send messages with GoldMine encryption Send messages encrypted with Digital ID Spell check selected message
Contact Communication 87
Symbol
Description
Print the selected message Cut selection Copy selection
Paste selection
Local Menus
UsetheEmailCenterlocalmenu(alsocalledashortcutmenu)toaccesscommandsintheselectedbrowsewindow,tab,or pane.
88 Contact Communication
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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NOTE:SMTP,orSimpleMailTransportProtocol,isasystemforsendingmail.
Yourreturnaddress.TypeyourInternetaddress.ThisistypicallyacombinationofyourInternetusernameand
NOTE:DefaultmodemanddialingpropertiesinWindowsaresetupinthePhoneandModemOptions
ControlPanel.However,selectspecialmodemanddialingsettingsforuseonlywithGoldMineintheOptions dialogboxundertheTelephonytab.
Replying to an Activity
UsetheReplytoanactivitydialogboxtodeterminehowactivityinformationisrecordedwhenreplyingtoauser'semail. Usethefollowingproceduretoreplytoanactivity. 1. AtthePendingtab,rightclickonalistedactivityandselectReply. TheReplytoanactivitydialogboxopens.
90 Contact Communication
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.
Contact Communication 91
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.
92 Contact Communication
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.
NOTE:ForassistancewithsettingupWindowstocommunicatewithyourInternetserviceprovider,contact
yourserviceprovider. Youcanretrieveemailtwoways:ManuallyorAutomatically.
Contact Communication 93
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.
94 Contact Communication
11. ConfigureemailsettingsbyselectingTools>Options. TheUser'sOptionsdialogopens.SelecttheEmailtab. 12. Afteremailoptionshavebeenset,retrieveinternetorOutlookemailmessagesmanuallyorautomaticallyintheE mailCenter. SelectGoTo>Mail. TheEmailCenteropens. 13. IntheviewwindowoftheNavigationPane,clickanaccountinyourOnlinefoldertocheckinternetemail,oropenthe OutlookfoldertomanageOutlookmessages.
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.
Contact Communication 95
NOTE:YoumuststarttheServerAgentstobeginprocessing.
96 Contact Communication
TheEmailRulesCenterwelcomepageappears.ClickOK.
Contact Communication 97
2. RightclicktheleftpaneandselectNewRuleSet. TheEmailRulesWizardopens.
98 Contact Communication
Contact Communication 99
TheEmailRule:Conditiondialogboxopens.
AttheMailFieldfield,selectamailfieldsuchasFrom,To,CC,andsoon. AttheLogicalConditionfield,selectalogicalconditionsuchasContains,Equalto,NotEqual,toandsoon. AttheValuefield,typeinthevalue.
8. AttheEmailRules:Actionspageselectanaction. Tocreateanewrule,clickNew.
NOTE:GoldMinemustbeinstalledlocallyinordertoinstalltheAcrobatLink.Itwillnotfunctionfroma
sharedfolderlocation. ThisDocumentManagementQuickStartWizarddirectsyoutoaninformationalwebpage.Itdoesnotinstallanyaddon products. 1. SelectTools>QuickStartWizard. TheGoldMineQuickStartWizarddialogboxopens. 2. ClicktheDocumentManagementWizardbutton.
. AwebpageopensinyourbrowsershowingdetailsabouttheGoldMinePlussuiteofproducts.
Levels of Security
Signed.Themessageissignedwiththesender'sprivatekey.Sendingamessagewithadigitalsignatureconfirms
ContactDetailsonpage104.
ConfiguringGoldMineUsers'DigitalIDs.ImportsyourdigitalIDintoGoldMine.Youdeterminethesignatureand
encryptionsettings.SeeToSetEmailOptionsontheSecurityTabonpage45.
SendingDigitallySignedEmailMessages.SendsamessagewithyourDigitalIDsignature.SeeSendingDigitallySigned
Emailonpage105.
SendingEncryptedEmailMessages.SendsindividualmessageswithadigitalIDsignatureorGoldMineencryption.See
SendingEncryptedEmailonpage104.
ReadingEmailMessagesSentwithDigitalIDs.Readingdigitallysigned,encrypted,orsignedandencryptedemail
messages.SeeReadingEmailSentwithDigitalIDsonpage105.
NOTE:OnlyuserswiththeproperpasswordandworkinginGoldMinecanopenthemessage. TIP:ToautomaticallyencryptoutgoingmessageswithdigitalIDs,configureyoursettingsontheSecuritytabinyour
InternetPreferences.UsetheEncryptMessagetoolbarbuttondropdownmenutoselectDonotEncryptandsenda messagewithoutencryption.
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
FailedEncryptedand SignedIconinInbox
SignatureVerificationFailedBanneronMessage
Reasonssignaturescanfail.
Thesenderandsignaturedonotmatch. Thedigitalsignatureisexpired. TheCertificateAuthorityisnotconfiguredinGoldMine.
YoucanperformthefollowingtasksintheLiteratureFulfillmentCenter:
Adddocuments Editdocumentproperties Fulfillorrejectscheduledrequests Editscheduledrequests Fulfillorrejectqueueddocuments Editscheduleddocuments
Generalmanagementdisplaysintheleftpaneandspecificrequestsintheupperrightpane.Thelowerrightpanedisplays associatedattachmentsorapreviewwindowofthedocumentthatwasprinted.
localmenu.
Refresh.RefreshtheLiteratureList. RefreshAll.Refresheverythingintheleftpane. Expand.Expandthedateoptions. PurgeAll.DeleteallinformationfromthePrintedDocumentslist.
NOTE:SeeTechnicalDocument387,UsingandSettingupGoldMinesPREDIAL.INIforSpecialDialing
Needsathttp://support.frontrange.com.
NOTE:Foradministrators:IfaSIPProxyServerisbeingunusedintheenvironment,edituserpropertiesto
removeLaunchSoftPhonefromtheGoldMinemenu.Thisavoidsattemptstocallthroughthisfeaturewhen aSIPProxyServerisnotpresent. IMPORTANT:YoucanrecordphonecallsthroughtheuseoftheLicensedSoftware.Thelawon recordingphonecallsvariesfromcountrytocountryandstatetostate.FrontRangerecommends thatyouinformtheotherpartyorpartiestoyourphonecallthatyouarerecordingtheir conversation.However,itisyourresponsibilitytocomplywithallapplicablelawsandregulationsin youruseoftheLicensedSoftware.Youagreetoabidebyallapplicablecommunication,privacyand similarrules,directivesandotherlawsinyouruseoftheLicensedSoftware.Innoeventwill FrontRangebeliableforanyactionorinactiononyourpartwhichleadstoorcausesyoutobreakthe law.
111.
Attach.OpenstheContactSetProfiledialogbox.AttachadatabasetotheContactSetlisting.SeeDefiningContact
SetProfilesonpage112.
Delete.Deletesthehighlighteddatabase. Properties.OpenstheContactSetProfiledialogbox.Editpropertiesofanexistingdatabase.SeeDefiningContact
SetProfilesonpage112.
Open.OpensthehighlighteddatabaseinGoldMine.SeeOpeningDatabasesonpage112. Close.ClosestheContactSetDatabasesdialogbox.
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.
NOTE:ToencryptdatabasetrafficbetweenGoldMineandSQLServer,turnonForceProtocolEncryption
optioninthepropertiesoftheNativeClientConfigurationforSQLserver.Notethatfileattachmentsare transferredusingMicrosoftnetworkingfilesystemandmightnotbeencrypted.
NOTE:Followthestepsbelowtoinitiatetheprocess,orusetheDatabaseWizard.Fordetailedinformation, seeyourMicrosoftSQLdocumentation.
1. 2. 3. 4. 5. 6. FromtheWindowsStartmenu,selectPrograms>MicrosoftSQLServer>SQLServerManagerStudio. ExpandthefilesundertheConsoleRoottolocatethecorrectserver.ExpandtheservertolocateDatabases. RightclickDatabasesandselectNewDatabase.TheDatabasePropertiesdialogboxappears. IntheNametextbox,typethedatabasename. ClickOK.Thenewdatabasenowappearsinthedatabaselist. CreateanaliasforthedatabaseintheDatabaseConnectionsManager.
Selectthecheckboxescorrespondingtothetypeofdatayouwillcreateorcopy.
Contactsettables.SelectthisoptiontocreateorrehostanewContactSet. CommonGoldMinetables.SelecttocreateorrehostthesharedGoldMinefiles.Selectthisoptiononlyifyouare
rehostingfromdBASEtoSQLorcreatingacompletecopyoftheentiredatabase.
NOTE:Forthisexample,bothcontactsetandcommonGoldMinetablesareselected.
2. ClickNext.
Selectthedatasourceforyournewdatabaseusingtheradiobuttons
Createblanktables.(nodata,exceptforafewsystemrecords):Selecttocreateanemptydatabase.ClickNext,or
database.
ClickNext.TheRehostSelectedTablesdialogboxopens.
AfterthedBASEandRehostingprocessesarecompleted,(orifyoudidnotselecttheseoptionalstep),theDatabase Accessdialogopens.
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.
Attaching Databases
AttachanexistingdatabasetomakeitavailableinGoldMine.ThentellGoldMinewherethedatabaseislocated,whothe owneris,and,ifnecessary,theSQLlogininformation. Usethefollowingproceduretoattachadatabase. 1. SelectTools>Databases>OpenDatabase. 2. AttheContactSetDatabasesdialogbox,clickAttach. TheContactSetProfiledialogboxopens. 3. Updatethefieldsasneeded.SeeDefiningContactSetProfilesonpage112. 4. ClickOK.
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.
IftheCityfielddoesnotcontainSeattle,Aspen,orKansasCity,theStatefieldisevaluated.IftheStatereturnsavalueof CO,theUSalesRepfieldpopulateswithDannyDavis.Seteveryparametertoupdatethefieldcorrectly.
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
Thestatementisplacedattheendofthesubroutine.
[AutoUpdate] City=USalesRep [USalesRep] Lookup1=Contact1->City Seattle=Janice Parks Aspen=Danny Davis Kansas City=Ken Linden Otherwise=Unallocated OverWrite=1
TheOtherwisestatementendsin2,10where2indicatesthenumberofdecimalplacesand10thelengthofthefield.
Ifthefieldvalueswere:
10,20and30,theLookup.inireturnsavalueof20(60dividedby3). 10,20and0,theLookup.inireturnsavalueof10(30dividedby3).
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
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.
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
WhenyouuseamacroaspartoftheLookup.ini,usethefollowingformatforexample:
[OnNewRun] Contact1 = &PlayMacro(800)
WhatthiswilldoiswatchtheContact1table.Ifthereisachange,thenmacro800isrun.Inthisexample,iftheContact1 tableismodified,GoldMinewillsynchronizewithOutlook.
TIP:MacroscanalsobeaddedtotheGoldMineTaskbar.Formoreinformation,seeToAddMacrostotheTaskbar
onpage59.
NOTE:Synchronizationlogswillnotbecreatedbythistool,soremotemachineswillnotbeaffected.
Usethefollowingproceduretomovelinkeddocumentsandattachments. 1. SelectTools>DataManagement>MoveLinkedDocsandAttachments. 2. ClicktheMovetheLinkedDocuments,KnowledgeBaseandCaseAttachmentstocheckboxifnotselectedandthen definedestinationfolder. TheMoveLinkedDocsandAttachmentsdialogboxopens.
GotoStep3ifyouwantGMtoautomaticallyfindALLlinkeddocuments,knowledgebaseandattachments,and
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
NOTE:ItishighlyrecommendedthatyoucreateadatabasebackupusingSQLServerManagementStudio.
AfullbackupofGoldMineonSQLServerrequiresyoutobackuptheGoldMinesystemfilesandtheSQLdatabase.To performamanualbackupofyourSQLdatabase,thefollowingGoldMinesystemfilesandtheirtypicallocations(listedin thetablebelow)mustbecopiedtocreateasafebackupfile.
Location
\GoldMine\ \GoldMine\ \GoldMine\Reports
Files
*.exe *.D* *.FP *.D*
Allothersubdirectoriesof\GoldMine\
Forcompleteinformation,seetheSQLServerOnlineHelpandSQLBooksOnline.
3. SelectQuery.GoldMinedisplaystherecordcountresultsunderColumn1inthelowerpane.
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).
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
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).
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.
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.
Usethelogsfortroubleshooting.Topreventperformanceproblems,periodicallypurgethelogs(seePurgingLogEntries onpage129).
NOTE:TheDatabaseConnectionsManagercreatesthealiasandtheshell(onlytwoofthethreestagesfor
creatingadatabase).Ifyouarecreatinganewdatabase,usetheDatabasesWizard.Thewizardprocessleads youthroughthethreestageprocessoftenneededforcreatingthedatabaseandallowsyoutocreatethe tablesaswell.Toaccessthewizard,selectTools>Databases>NewDatabase. SeeUsingtheDatabaseAliasManagerforSQLDatabasesonpage130.
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 Use the Global Replace Wizard 1. SelectTools>DataManagement>GlobalReplace. 2. AttheGlobalReplaceWizarddialogbox,selectoneoption: ReplaceaFieldwithavalue(seeGloballyReplacingFieldswithaValueonpage131) Updateafieldusingadvancedoptions(seeGloballyUpdatingFieldsUsingAdvancedOptionsonpage132) Exchangethevalueoftwofields(seeGloballyExchangingtheValuesofTwoFieldsonpage133) 3. ClickNexttocontinuewiththewizard.
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.
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.
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.
TIP:GoldMinealsoprovidesawizardforimportingdatafromanXMLfile(seeImportingXMLonpage140). NOTE:ForinformationaboutWebImport,seeWebImportonpage207.
Import Sources
ImportdataintoGoldMinefromthesedatabasesources:
DBF file
ThedBASEfilesareeasilyidentifiedbythe.DBFfileextension.AdBASEfileidentifiesfieldsbyname;forexample,the companynamefieldmightbereferencedasCompany,andtheContactnamefieldmightbereferencedasContact.A dBASEfilestoresfieldnamesinternally.
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"
SDF file
Manyreportgeneratorscansuppresstheoutputoftitles,headingsandpagenumberstoprintonlythereportdetail lines.MostmailinglistcompaniessupplymailinglistsintheSDFformat,calledafixedlengthformat,commonlyused bymainframecomputers.Thisisasample: ABCCompany JoesCleaners Mr.TsRibs JohnSmith JoeTurner 123MainStreet 55FirstSt. 2543EtonAve.
SQL file
TheSQLimportoptionisusedtoimportSQLtablesfromMSSQLorFirebird.
importorexport.TheXMLimportandexportletsyouimportorexportthefulldatabase.
Mergeinformationandcheckforduplicateswhileimporting. Saveimportandexportprofilestofacilitatetheprocess.Aprofileispredefinedfieldmappingsandspecificsofdatafile
locations.
GoldMinesupportstheimportingandexportingofcalendar,history,andsupplementalcontactinformationwhenusing
thepredefinedACT!importprofileorXML.
Whenimportingorexporting,allfieldsarereferencedbytheirGoldMinefieldnames,whichcandifferfromtheirlabel
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.
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.
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.
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.
NOTE:WhenexchangingdatawithotherGoldMineusers,synchronizewithGoldMineinsteadofsharing
exporteddata.SynchronizationprovidesfeaturesunavailablewhenyouexportdataasanXMLfile,including cutoffdatestolimitthedaterangeofdataaswellasthecapabilitytoexchangeupdatestoadditional contactdataandcalendardata.
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.
NOTE:Werecommendbackingupyourdatabeforebeginning.
3. OntheACT!ImportWizarddialogbox,typeorbrowsetothelocationofyourACT!.dbffileintheEnterthefullpath andfilenameoftheACT!filetobeimportedtextbox. 4. IntheUserfield,typethenameoftheACT!user. 5. InthePasswordfield,typetheuser'spassword. 6. ClickNext.TheACT!ImportOptionsdialogboxappears.
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.
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.
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.
displayedinGoldMinesworkarea.
MergeTaggedRecords.Createsonecontactrecordbymerginginformationfromalltaggedrecords.
IMPORTANT:Mergingandpurgingpermanentlychangesthedatabase.Werecommendbackingup thedatabasefirst,
characters.
Weight.Selectandassignanumericweighttoeachcriterion.Whenarecordisevaluated,eachmatchwithacriterion
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.
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.
NOTE:GoldMineupdatesthefirsttaggedcontactrecordanddeletesallothertaggedcontactrecords.
1. therecordstomerge. 2. SelectTools>Merge/PurgeRecords>MergeTaggedRecords.TheMerge/PurgeTaggedContactRecordsdialogbox appears. 3. Thedialogboxremindsyouthatthefirstrecordtaggedwillbethesurvivingrecordwithdatafromtheotherrecords consolidatedonthatonerecord.Onceconsolidated,theotherrecordsaredeleted. 4. ClickYes.
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.
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
GoldMine Tables
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
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
FieldName
FIELDNAME LOOKUPSUPP
Type
String String
Length
11 10
Description
Fieldname LookupOptions
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
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
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
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
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
8 8 8 8 8 6 15
PrimaryFieldsStoredintheContact1Table
FieldName
COMPANY CONTACT
FieldLabel
COMPANY CONTACT
IndexedField
Yes Yes
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
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
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
4 10 8 8 5 15
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
FieldName
ACCOUNTNO
Type
String
Len
20
Description
Headerinformation PositionsValue 18M: 1520Totalmembersingroup Groupreference RecordID/Groupnumber
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.
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
OpMgr Rectypes
O OC PC PK
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
U R P B
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)
NOTE:AusermustbedefinedasaMasterusertocreateanewDashboard(see"UsingtheUserQuickStart Wizard"intheUserGuideorOnlineHelp).
ThenewblankDashboardcanvasisnowreadytoaddDashboardParts.
5. 6. 7.
8. 9.
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.
NOTE:WhenusingtheBegins,Contains,orInOperatoroptions,youmustwritethecriteriaValueincorrect
SQLexpressionform(suchas%value)
Adding a Label
TheLabelDashboardPartistypicallyusedtoaddheadingandothertitletextontheCanvas.Additionalfunctionalitycanbe settothelabel,butforthisexampletheLabelwillbeusedstrictlyasreferencetextontheDashboard. AddingtheLabelhastwomainparts:
ToAddaLabelDashboardPart ToSettheLabelProperties
NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize.
Data
DataBinding:False,,,,,0
General
Name:label1 Text:SampleDashboard Value:<blank>
Layout
Anchors:False,False,False,False
Adding a Chart
TheChartfortheDashboardisusedtogiveyouavisualrepresentationoftheyourdata.Forthistutorial,theChartwill representTotalSaleperUser. AddingtheCharthasthefollowingmainparts:
ToAddaChartDashboardPart ToSettheChartProperties ToBindDatatotheChart
Fortheexampleinthistutorial,theChartwillbeaBarchartrepresentingUsersandSalestotals.
NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. theshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickanddragthe resizepointtothedesiredsize. ChartpropertiesmustbesetafteraddingtheChart(seeToSettheChartPropertiesonpage168).
Data
DataBinding:ClosedSalesbyUsers(seeToBindDatatotheChartonpage169) RetainSourceOrder:True
Format
Keys:None KeysDecimals:0 Values:Number ValuesDecimals:0
General
Name:ClosedSalesChart
Layout
Anchors:False,False,False,False
NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize. 4. Continuetothenextstep:ToSettheDropdownListProperties.
General
Name:UserFilter Taborder
Layout
Anchors:False,False,False,False
3. 4. 5. 6.
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.
NOTE:AusermustbedefinedasaMasterusertocreateanewDashboard(see"UsingtheUserQuickStart
Wizard"intheUserGuideorOnlineHelp).
Adding a Label
TheLabelDashboardPartistypicallyusedtoaddheadingandothertitletextontheCanvas.Additionalfunctionalitycanbe settothelabel,butforthisexampletheLabelwillbeusedstrictlyasreferencetextontheDashboard.
NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize.
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
Adding a Chart
TheChartforthisDashboardisusedtogiveyouavisualrepresentationoftheyourdata.Fortheexample,theChartwillbe aBarchartrepresentingItemandCounttotalsforInventory.
NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
3. AdjusttheshapebyplacingthecursoroveranyoftheresizepointsaroundtheactiveDashboardPart,thenclickand dragtheresizepointtothedesiredsize.
6. ClickFinish.
NOTE:Theactualpartnamesmightbedifferentthanthoselisteddependingontheorderofpartsadded.
4. OKtoclosetheActionspropertiesdialogbox. 5. ClickOKtoclosetheEventsandActionsdialogbox. 6. ClickViewtopreviewtheDashboard.
NOTE:YoumightneedtoclosetheDashboardsandreopenagaintorefreshtheDashboardsandviewthe
newDashboardfunctionality.
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.
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.
selected,thenDataBinding>TextFieldandDataBinding>ValueFieldareusedinstead.Thisisapplicableforall controlswhichhaveGeneral>TextandGeneral>Valueproperties
Linkcontrolusestwovaluefields:PrimaryKeyandSecondaryKey.IfDataBindingisnotused,onlythePrimaryKeyis
availableandaliasedasGeneral>Value.
Label Properties
Property
Appearance
Description
Backgroundcolor Labelfontstyle Horizontalpositionofthetext Displaytextonmultiplelines Colorofthetext Verticalpositionofthetext
Data
DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row
General
Layout
Anchors
EdgedefinitionsthatboundtheDashboardPart.
Button Properties
Property
Data
Description
DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows
DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row
General
Layout
Anchors
EdgedefinitionsthatboundtheDashboardPart.
Description
Backgroundcolor
BackColor
Data
DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row
General
Layout
Anchors
EdgedefinitionsthatboundtheDashboardPart.
Description
Backgroundcolor
BackColor
Data
DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row
General
Layout
Anchors
EdgedefinitionsthatboundtheDashboardPart.
Link Properties
Property
Appearance
Description
Backgroundcolor Labelfontstyle Horizontalpositionofthetext Displaytextonmultiplelines Colorofthetext Verticalpositionofthetext
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
Layout
Anchors
EdgedefinitionsthatboundtheDashboardPart.
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
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
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
HelpLinkCode
H_UsingKB H_WebImport
GoldMineHelpTopic
AccessingtheKnowledgeBase WebImport
Description
DatabindinginformationfortheDashboardPart Datafromselecteddatasourcewillbeexclusive(private)forthis partornot. Boundcategoryofthedatasource BounddatasourcebasedonDataCategory FieldtheDashboardPartdisplays ValuetheDashboardPartstores RowtheDashboardPartshows
DataBinding
ExclusiveData DataCategory DataSource Textfield Valuefield Row
General
Layout
Anchors
EdgedefinitionsthatboundtheDashboardPart.
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.
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.
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
General
Name
NameoftheDashboardPart
Layout
Anchors
EdgedefinitionsthatboundtheDashboardPart.
Table View
Property
Appearance
Description
Backgroundcolor Flatappearanceofgrid Labelfontstyle Coloroflinesbetweencolumnsandrows Colorofthetabletext
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.
Types of Charts
WhendefiningthepropertiesforthecharttypeDashboardParts,youhavetheoptiontoalsodeterminethevisualtypeof charttodisplay.Belowareexamplesofthevarioustypesofchartsthatareavailableunderthedropdownmenuforthe ViewModechartproperty. EachChartcanhaveaslightlydifferentappearancebasedonthedatabeingreportedandthepropertiesdefinedforthe chart(seeChartPropertiesonpage188).
Name
Lines
Example
Bar
Curve
Scatter
Name
Pie
Example
Area
Pareto
Step
Surface
Name
Radar
Example
Cube
Doughnut
Pyramid
Bubble
Name
Contour
Example
CurveArea
Gantt
HiLowClose
Name
OpenHiLowClose
Example
Candlestick
ExporttheselectedDataSourceandsaveitasanDatasources(*.ds.xml)file(seeToExportaDataSourceonpage
196).
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.
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.
NOTE:AnexportedDataSourcecanbeusedduringthecreationofanewDataSourcebycheckingthe
ImportdatasourcedefinitionfromafileoptiononthefirstscreenoftheNewDataSourcewizard(seeTo CreateaNewDataSourceonpage195).
Dashboard Macros
BelowisalistofsupportedMacrosthatcanbeusedwhencreatingSQLquerystatementsforaNewDataSource.
DateMacros
Thisgroupcanbeusedonlywithdate/datetimefields(OnDate,CREATED,etc.)
Thisgroupcanbeusedonlywithdate/datetimefields(OnDate,MODIFIED,etc.)
UserMacros
ContactMacros
<<~CONTACT_FILTER>> <<~CONTACT_GROUP>>
contactfilter contactgroup
RuntimeFilters
Dashboard Tables
DashboardTablesdisplayavarietyofdata.Youcancustomizehowthedataisdisplayed(adding/removingcolumns)and howitfunctions,suchaslinkingtootherdata.Thefollowprocedureswillassistyouindesigningatablethemeetsyour requiredneeds.
AddingaColumntoanExistingTable(seepage198) RemovingaColumnfromanExistingTable(seepage198) ChangingtheColumnLabelDisplayedintheDashboard(seepage199) CreatingTableCellHyperlinks(seepage199)
Dashboard Management
ManagingyourDashboardsinvolvesadding/removingpartsfromaDashboardandmanipulatingthesizeandlocationof parts,aswellascreatingcopiesofaDashboardanddeletinganunwantedDashboard. IMPORTANT:YoucannotmodifyanyofthepredefinedDashboards.Dashboardsthatcanbe modifiedarebasedonthoseofyourowndesignorfromacopyofapredefinedDashboard(see PredinedDashboardsintheUserGuideorOnlineHelp.
RemovingaPartfromaDashboard RepositioningandRelocatingaDashboardPart CreatingaCopyofaDashboard DeletingaDashboard
NOTE:YoucanusethecanvasgridpointstohelpalignthevariouscomponentsontheCanvas.
4. RightclickandselectCopyfromthecontextmenu. Amessageboxdisplayswiththefollowingquestion:
Yescreatesnewinstances(whichallowsforeditingofthedatasources). Nousestheexistingdatasource(whichmightnotallowforeditingofthedatasourcesiftheyarebasedonthoseof
5. 6. 7. 8. 9.
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.
OntheEventsandActionsdialogboxyoucanAdd,Edit,andDeletetheactionsandeventsfortheassociatedDashboard Partusingthebuttonsonthedialogbox.ADashboardPartcanhavemultipleActionsassignedtoit.
NOTE:TheMainViewoptionautomaticallyaddstheRefreshentiredashboardActiontotheListof
Actions. 3. SelecttheEventfromthedropdownlist. 4. ClicktheAddbuttontoviewtheActionspropertiesdialogbox. 5. SelectthetypeofAction:
ActionType
Details
UpdatesalldataontheDashboard ChangesfocustothespecifiedDashboardpart RefreshedthedataofthespecifiedDashboardpart
Refreshadashboardpartbased RefreshedthedataofthespecifiedDashboardpartbydatasource, onuserselection runtimeparameter,andsetvalues. Setruntimeparameterfora dashboardpartwithout refreshing Drilldown UpdatesaDashboardpartbasedondatasource,runtime parameter,andsetvalueswithoutrefreshingtheselected Dashboardpart.
NOTE:IfyouclickCancel,theActionisnotsavednoraddedtothelistofactionsfortheDashboardPart.
Set Action Properties
ThefollowingtableslisttheavailableoptionsdependingonthetypeofActionselectedfromtheActiondropdownlist whenyouclicktheAddbuttonontheEventsandActionsdialogbox(seeViewingtheEventsandActionsDialogBoxon page202).
Focusonadashboardpart Refreshadashboardpart
Dashboardpart
ThenameoftheaffectedDashboardpart.
Refreshadashboardpartbasedonuserselection Setruntimeparameterforadashboardpartwithoutrefreshing
ThenameoftheaffectedDashboardpart ThenameoftheDatasourcelinkedtotheDashboardpart
ThenameoftheaffectedDashboardpart ThenameoftheDatasourcelinkedtotheDashboardpart
RuntimeParameter2
NOTE:IfyouclickCancel,theActionchangeswillnotbesaved.
NOTE:IfyouclickCancel,theActionwillnotbedeleted.
NOTE:IfthenameoftheDashboardcontainedintheXMLfilematchesaDashboardyoualreadyhave,a
warningmessagedisplays.ClickYestooverwritetheexistingDashboardorNotocanceltheimport. ThecontentsfromtheimportedfilepopulatestheblankDashboardcanvas. 8. ClicktheSavebuttonontheDashboardtoolbar. 9. ClicktheViewbuttonontheDashboardtoolbartoviewtheDashboard.
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.
Setanauthorizationpassword(seeRequiringPasswordsonWebImportFilesonpage218),thencreate,edit,rename, anddeleteWebImportProfilesintheWebImportProfilesdialogbox.
<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">
<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
<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>
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); }
betheactualfieldnameintheContact1orContact2files.Aspecialemail=fieldcanbeusedtoinsertthecontactse mailaddress.
[ContSupp]:Allowsadditionofdetailrecords.Thefieldsofeachrecordmusthaveaprefixofcs#_,andmustappear
consecutively.Forexample,thefieldsofthefirstContSupprecordwouldhavetheprefixcs1_,whilethefieldsofa secondrecordwouldhaveaprefixofcs2_.Addamaximumof8ContSupprecords.
Automated Processes
AttachAutomatedProcessestothecontacttoinitiateanautomatedresponse.Initiateletters,faxes,email,andother activitiestoautomaterespondingtothecapturedleads.AttachaseparateAutomatedProcessbasedonwhetherthe contactisnew[OnNewAttachTrack=],oralreadyexistsonfile[OnDupAttachTrack=].Youmustspecifythetrackname, followedbyanoptionalattachinguser.Forfasterprocessing,alsospecifytheinternaltracknumberinsteadofthetrack name.AttachmultipleAutomatedProcessesbyappendingconsecutivenumberstotheattachtrackinstruction;for example,OnNewAttachTrack1=,OnNewAttachTrack2=,andsoon.
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)
Password=Doodle DupCheck1=Contact OnNewSendGMEmail=JOHN, NEW, Prospect requesting information [Data] Company=GlobalCorp. Contact=John Doe Phone1=555/333-1234 email=jdoe@global.com
WhenanemailmessagecontainingWebImportinformationisretrieved,GoldMinehandlesthemessage.Alternatively,an incomingmessagecantriggertheWebImportwiththisTo:lineentry:
{$GM-WEBIMPORT$}
ApasswordmustbesetbeforetheWebImportfunctionsaremadeavailable.
WARNING:AcceptingchangesfromaWebImportmightcausedataintegrityproblems.
FrontRangerecommendsobservingtheseadditionalsecurityprecautionswhenenablingWebImportoverrides:
DonotacceptWebImportemailsfromanunknownemailaddress. LimitaccesstotheWebImportemailaccounttooneuser,theGoldMineadministratorwithMasterRights. ProtectyourWebImportfileswithapasswordandmonitortheWebImportpasswordsregularlyforchanges.
BackupGoldMinedatadailyifrunningdailyWebImports.
Example:Fields=Key1,Fax,UData 3. SelectFile>Saveandclosethetexteditor.
NOTE:TheAccountnoorRecidfieldscanneverbeoverwrittenusingtheGoldMineWebImport.
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.
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)
Userscanperformsearchesforrecordtypesinsteadoffieldnameswhichallowsthemtofindinformationwithout identifyingafieldname.Logicalpicklistsdisplayfieldnamesfortherecordtype.
SupplierrecordtypeandaCustomerrecordtype.
RealtorsuseGoldMinetomaintaininformationaboutproperties,sellers,buyers,andrealestatefinancingsources.
NOTE:TheNewRecordCreationOptions,onceconfigured,letyoucreatenewrecordsbasedonrecord
types.SelectFile>New>NewDefaultRecordType.Acustomizeddialogboxappears. AlsocreateandapplyRecordTypeRulestogovernwhatrecordtypedisplaysbasedonafieldvaluebasedordBase expressionbasedrule,ortodisabletherules.RulescanbeassimpleaswhenthevalueintheAcct.TypefieldisProperty displaythePropertyrecordtype;whenthevalueisBuyer,displaytheBuyerrecordtype;orwhenthevalueisSeller,display theSellerRecordtype.
NOTE:ftherulesarenotmet,GoldMinedisplaysyourdefaultrecordtype. NOTE:Fieldvaluebasedrulesarelimitedto32.Ifyouhave33ormore,norulesareevaluated.
Simple Expression
AssumingKey1canhaveSupplier,Customer,orEquipmentasavalueandassumingyouhaverecordtypesnamedSupplier, Customer,andEquipment,usethisexpression:
trim(contact1->key1)
If...Then...Else Expressions
AnevenmoreeffectiveexpressionisthedBASEIIFstatement.Thestructureoftheiifstatement,forexample, iif((trim(contact1>key1)="Supplier"),"Supplier","Customer")readsas:Ifthestatementistrue(contact1 >key1)="Supplier"),thendisplaytheSupplierrecordtype,else(ifstatementisnottrue)displaytheCustomerrecordtype.
Results:ForeachrecordwheretheKey1fieldvalueequalsSupplier,theSupplierrecordtypedisplays;otherwisethe Customerrecordtypedisplays.
NOTE:Althoughyoucanhaveseveralfieldvaluebasedrulesconfiguredonfields,thefielddisplayedinthe
FieldNametextboxistheonlyfieldevaluatedbytherules.Toevaluatefromadifferentfield,selectthefield inthedropdownlist.Rulesconfiguredonthenewlyselectedfieldgointoeffectwhenyouapplychanges 3. 4. 5. 6. IntheFieldValuetextbox,typeorselectavalueintheF2Lookuplist. SelectaRec.Typeinthedropdownlist. Toremovearule,highlighttheruleandclickDelete. Whenfinished,clickOK. button.
7. ClicktheApplyChanges
NOTE:Ifyouhaveafield(s)asatriggerfieldforyourRecordTypeRules,selectthefield(s)aspartofyour
NewRecordCreationOptions.Thishelpsyoucreaterecordsthatworkwiththerecordtyperules.
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.
NOTE:WheneveraformofDDEisused,theexternalapplicationextractsdatabasedonthehardcoded
FieldNameregardlessofthefieldlabel. Afteryoumakethemodificationstotheprimaryfields,saveasprimaryfieldsviews.TheContact1tablestoresprimaryfield data. 1. RightclickonthefieldandselectProperties.TheFieldPropertiesdialogboxappears. 2. ModifyfieldpropertiesusingtheFieldPropertiesdialogbox.
NOTE:Whencreatingyourfirstprimaryfieldviews,createanamedviewbasedonyourcurrentviewbefore
modifyingthefieldstocreateyournewview.
TIP:Ifyoualreadyhaveseveralprimaryfieldviews,tocreateanewone,selecttheviewthatmostcloselyresembles
theviewyouarecreating;createanewnamedviewbasedonthatviewbeforemodifyingthefieldstocreateyour newview.
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
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.
Field Labels
Fieldpropertiesdeterminethefield'slabelinGoldMine.Whenchanginglabelsonfields(whetherprimaryfieldsoruser definedfields)youhavealimitof15charactersforthelabel.Tochangethelabel,rightclickitsnameandselectProperties. TheFieldPropertiesdialogboxappears.
Field Typing
Usefieldtypingtocustomizethelookoffieldlabelsandvalues.Thecustomizationcanincludechangingthelabelordata colorinafieldbasedonthevalueinthatfieldorinanotherfield,hidelabelsandvalues,assignagenericfieldusenameto afieldthatcanhavedifferentlabelsandvalues.
database;therefore,lesstimeisrequiredtoperformsystemmaintenance.
AllDetailsareindexedforfastsearchingandbrowsing. UserdefinedfieldscanbeupdatedusingtheLookup.ini. Userdefinedfieldscanbedate,numeric,orcharacterandallowforcomplexfiltering. Filterscanbebuiltonuserdefinedfieldsonly. GroupscanbebuiltonDetail.
Whenaddinguserdefinedfields,createacustomscreen(seeCustomScreenProfileDialogBoxonpage232)todisplay therelatedfields.
NOTE:Alwaysbackupyourdatabasesbeforecreatinguserdefinedfields. TIP:Createtelephonenumberfieldsthatformatnumberslikeotherphonefields.CreateafieldnamedUPHONEn,
wherenisauserdefinednumber.
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.
NOTE:Useexpressionstocreatecomplexfieldtyping(seeCustomizingFieldTypingonpage239)related
todisplayingandhidingthefieldlabelanddata. RememberthesegeneralrulesforLabelTypesinthefollowingtable.
Label(Type)
NOTE:Useexpressionstocreatemorecomplexfieldtyping,relatedtochangingthecoloroffieldlabelsand fielddata.
Examples:
Inthelasttwoexamples,theexpressionsareconfigureddifferentlyEitherisvalid. Useexpressionstocreatemorecomplexfieldtyping,relatedtodisplayingandhidingthefieldlabelandfielddata. 7. IntheDataColorarea,selectFixedColorandclickColors. TheColordialogboxopens. 8. Selectthecolorfromthepalettetouseasthedatacolor. SelectDefineCustomColorstocreatecustomcolors. ClickUsedefaultdatacolortoresetthecolortodarkblue. 9. SelectExpressionifyouknowthesystemnumberforthecolor. Typethenumberinthefield. 10. ConfiguretheProfiletab,theLayouttab,andtheSecuritytab.
NOTE:Increasedataentryefficiencybysettingthefieldtabsintheorderthedatashouldbeentered.
5. ClickScreenFieldstoviewfieldorderontheactiveFieldScreen. 6. ConfiguretheProfiletab,theColortab,andtheSecuritytab.
WhentheRequiredFieldsAlertdialogboxappears,selecteither:
OKtoclosethedialogbox,allowingyoutoadddatatothefields. SkipRequiredEntrytoexpandthedialogboxallowingyouspecifythereasonandauthorizetheoverride. IntheReasontextbox,typethereasonfornotupdatingthefieldorselectthereason
fromtheF2Lookuplist.
IntheAuthorizinguserdropdownlist,selecttheuserwithpermissiontooverridethe
entry.
Typetheuser'sPasswordandthenclickAuthorized.SavetheContactRecordwithout
therequireddata;anOverrideactivityisaddedtotheHistorytaboftherecord. Aftertherecordmodificationsarecompleteandtheusernavigatestoanotherrecord,therecordissaved.
Ifarequiredfieldisoverridden,anOverrideactivityisaddedtotheassociatedHistorytabwithaResultcodeof
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.
thefieldlabel.
Tocreateafieldexpressionlabel,typeContact1>CompanyintheExpressionbox.GoldMinedisplaysthefirst
3. Aftercustomizingfieldtyping(savedtoyourcurrentview),savethecustomizationsasanewPrimaryFieldsView.
NOTE:Labelsappearonthereportregardlessofwhetherthefieldcontainsdata.
3. 4. 5. 6. 7. 8. theTextfield,typethewordstoappearinthelabel. IntheTextPositionarea,selecttheHorizontalandVerticalplacementofthetextwithinthelabelbox. ClickOutlinetocreateanoutlineofthetextfieldandsettheLineProperties. ClickBackgroundtocreateabackgroundcolorandtypewithinthelabelbox. ClickFonttoselectthetextfont. ClickOKtosaveandclosethetextparameters.
Example
Tohideboththelabelandthedata,addtheexpressiontotheLabelColorExpressionfieldandtheDataColorExpression fieldintheFieldPropertiesoftheSourcefield.
iif((Contact1->key1)="Employee",-2,-1)
NOTE:InthisexampletheexpressionlooksforanexactmatchwithEmployee.IftheKey1fielddatais
enteredasemployee,theexpressionfailsandtheSourcefieldanddataremainvisible.Forcevaliddatawith F2Lookupliststokeepdataentryconsistent.
7. SelectExpressionintheDataColorareaandcopythefollowing:
iif((len(trim(contact1->source))=0).and.trim(contact1>key1)<>"Employee",255,iif(contact1->key1="Employee",-2,-1))
NOTE:Ifaskedtorebuildthedatabase,reviewHelptopicsregardingrebuildingandmaintainingSQL.
Usethefollowingproceduretoaddfieldstoascreen. 1. AttheScreenDesigner,selecttheFieldstabandrightclickintheareaunderthetab. 2. Selectthescreentowhichyouareaddingthefield. TheselectedcustomscreenbecomesactiveundertheFieldstab. 3. RightclickandselectScreenDesign. TheGoldMineScreenDesignerToolbarappearswithagridlikebackgroundinthecontactrecord.
NOTE:ChangingthefieldorderpositionofCompany,Contact,Phone1,oranyoftheKey15fieldscan
causeproblemsespeciallywithsynchronizationandqueryingthedatabase. TheScreenDesignToolbarappearswhendesigningprimaryfieldsorFieldstabscreens. RightclickinthefieldareaoftheFieldstabandselectScreenDesign.TheScreenDesignToolbarappearsandthe ContactRecorddisplaysagridlikeseriesoflines.
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.
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.
5. TocreateaplaceholderforotherWebpagesinGM+Browser,intheAdd_BrowserTabsfield,type2. 6. ClickSave.AtabforthePropertyandCarviewsandanextraBrowsertabnowappearintheGM+Browsertabbar.
7. ClicktheunassignedBrowsertab.ItloadsthedefaultWebpageuntilchanged.
NOTE:WhenthetabbarexceedsthesizeoftheGM+Browserwindow,forwardandbackbuttonsappearon therightsideofthebar.Usethesebuttonstonavigatetoadditionaltabs.Or,resizethewindow.
AsyouworkinGoldMine,minimizeGM+Browserorleaveitopen. IfyouclickaContactrecord,GM+Browsermovesbehindtherecord. WhenyouclosethisinstanceofGM+Browser,itretainsallsettingsexcepttheadditionalBrowsertabaddresses. TheBrowsertabsalwaysdisplayaheadoftheGM+Viewtabsinthetabbar
NOTE:TheMicrosoftInternetExplorerembeddedintheGM+ViewdoesnotsupporttheFramesetstags.To useIFrames,enabletheInternetExplorersecuritysettingsforIFrame.
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>
6. RightclickinthedesignboxandselectSave.
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.
NOTE:Toseethenewtemplate,usersonotherworkstationsmustlogoutandbackin.
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.
Online Searching
TheSearchOnlinecommandlocatedontheWebmenuopenstheInternetSearchwindow.Onthiswindow,youcanaccess weblinksforsearchingtheinternet.ThesearchenginesthatdisplayaredeterminebytheiSearch.inifile.Thisfilecanbe modifiedtodisplaythesearchenginesthatyouwant.
4. Yourdefaultbrowseropenstothesearchenginesresultspageforthecurrentlyactivecompanycontact.
NOTE:ThedefaultconfigurationsearchesonlyforcontactsthathaveaCompanynamelistedintheContact
Record.
button.
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.
TheProjectsManagerwindowopens. 2. Selectalistedopportunityorproject.andclickCustomize.
ClickEdit.AttheUserDefinedFieldProfiledialogboxentertheFieldName,Descriptionandselectafieldtype.
Character.Acharacterfield.SelectthelengthofthefieldintheLen.dropdownlist. Numeric.Anumericfield.SelectthenumberofdecimalsintheDec.dropdownlist Date.Adatefield. Delete.Deletesauserdefinedfield.ClickDeleteandclickYesatthemessage. MoveUp.Repositiontheselectedfieldaboveotherfields.SelectafieldandclickMoveUp.Thefieldmovesupone
NOTE:Foreachtabtitlelisted,cleartheassociatedcheckboxtohidetabfromview.
MoveUp.Repositionsthetab.SelectatabandclickMoveUp.Thetabmovesuponeposition. MoveDown.Repositionsthetab.SelectatabandclickMoveDown.Thetabmovesdownoneposition. Customizetablabelsglobally.Applieschangestoallusers.Selectthecheckboxifyouwantchangestoapplytoall
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();
Plug-Ins 253
HTML
Structure for the HTML plug-in
<PlugInDefs> <PlugInDef> <URL>http://gmail.google.com/gmail</URL> <QueryString>q=<<&Address1>>, <<&City>>, <<&State>>, <<&Zip>></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>
254 Plug-Ins
evaluatedonlaunchoftheplugin.Themacrowrappingstructureis<<field>>,like<<&Contact>>or<<Contact1 >AccountNo>>.
NOTE:YoumustXMLEncodethemacrosasshowninthestructureabove.
Description:Thevaluesheredescribetheitemtotheuserandcancontainmultiplelanguagestodescribethefile,using
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.
Plug-Ins 255
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>
256 Plug-Ins
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
Theuserstillgetsthegloballevelprograms(assumingtheyarenotblocked)soensurethereisnoduplication.
Security
TheShowActvForCurtainedsettingin[GoldMine]sectionoftheGM.inifileletsyouspecifywhetherornotthecalendar showsactivitieslinkedtocompletelycurtainedcontacts.Setthisfieldto1ifyouwantthecalendartoshowactivitieslinked tocompletelycurtainedcontacts.Forexample:[GoldMine]
ShowActvForCurtained=1
WARNING:StoringthissettinginGM.inimeansthatGM.inimustbereadonlyforallexcept administrators/masters.ThisweakensGoldMinesecurity.
Plug-Ins 257
258 Plug-Ins
Service Center
Overview
TheServiceCenterprovidesCustomerServiceRepresentatives(CSRs)withcasemanagementfunctionalitythatallows themtocaptureservicerequestsandthenfilterandaccessthedetailsofeachcase. Userscanacceptincomingcustomerservicerequestsfrommultiplesources,bealertedtoupcomingandurgentcases,and getdetailsforanyopenorclosedservicerequest.Individualagentsandcustomerservicemanagerscanfiltertheusers dailycaseactivities.
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.
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
bottomofthepaneltoopeneachscreen.
ActivitiesandNotesPanel.Thispanelcontainsthefollowingfields: NextActivity.Displaysthenextactivityscheduledforthiscase. LastActivity.Displaysthelastactivityperformedforthiscase. LastNote. Displaysthelastnoteappliedtothiscase.
NOTE:Toswitchtothelistview,usethechevronbuttoninthetoprightportionofthewindow.
260 Service Center GoldMine Administrators Guide
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.
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.
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.
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
Customizing Tabs
YoucancustomizetheServiceCentertabstoyourparticularneeds.Youcancanaddordeleteatab,rearrangetheorderin whichtheyappearorrenamethetabs. 1. AttheServiceCenter,inthetabsarea,clickthemoretabwhichappearsleftofthetabs. Alistofthetabsappears. 2. ClickCustomize. TheDisplayTabsdialogboxopens.
2. AttheNewTemplateNamefield,typeanameforthenewtemplate. 3. SelectortypeorselectappropriateF2lookupfieldvaluesandthenclickSave.
Reassigning a Case
Youcanreassignacasetoanotheruseroranothergroup. 1. AttheServiceCenterwindow,atthetoolbar,clickReassign. TheReassignCasedialogboxopensanddisplaystheselectedcase'suniquenumber.
2. Clickthe UsetheReassignTodropdownmenutoselectausertowhomyouwillreassignthecase.
NOTE:Tonotifytheselecteduserofthereassignmentviaemail,makesuretheEmailNotification
checkboxischecked,andtypeyourmessageintotheMessageboxprovided. 3. ClickReassigntoreassignthecaseorCanceltoexitthedialogwithoutreassigningthecase.
Escalating a Case
UsetheEscalatefunctiontoescalateacasetoahigherpriority. 1. AttheServiceCenterwindow,atthetoolbar,clickEscalate. The EscalateCasedialogboxopensanddisplaystheselectedcase'suniquenumber.
2. ClicktheEscalateTodropdownmenutoselecttheusertowhomyouwillescalatethecase.
NOTE:Tonotifytheselecteduseroftheescalationviaemail,makesuretheEmailNotificationcheckboxis checked,andtypeyourmessageintotheMessageboxprovided.
3. ClickEscalatetoescalatethecaseorCanceltoexitthedialogwithoutreescalatingthecase.
Resolving a Case
Afteracaseisresolved,itisremovedfromtheactivelist. 1. AttheServiceCenterwindow,atthetoolbar,clickResolve. TheResolveCaseDialogopens.
2. IntheNotesfield,enterinformationabouttheresolutionofthecase.
NOTE:Tonotifytheselecteduseroftheresolutionviaemail,makesuretheEmailNotificationcheckboxis
checked,andtypeyourmessageintotheMessageboxprovided. 3. finished,clickResolve,orselectCanceltoexitthedialogwithoutresolvingthecase.
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.
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
TIP:UsethePriorityListtocreateacustomfilterforcases.Forexample,todisplayonlyunreadcasesintheService
Centerforauser,selectonlythecheckboxforCasesUnreadintheOptionswindow,thenselectMyPriorityListfrom theShowmenuintheServiceCentertoolbar.
asanAlert.Allowsyoutoselectthetypesofcasesthatwillautomaticallycreatealerts.
3. AttheColumnSelectiontab,choosethecolumnstodisplayinthewindowintheCaseManager.
4. AttheTabSelectiontab,choosethetabstobedisplayedandtheorderinwhichtodisplayintheCaseManager.
5. AttheLabelstab,changethelabelsforthefieldsusedintheCasespropertiesdialogbox,ifneeded.
Doubleclickontherowyouwanttochangeandtypeinthenewlabelname. CreateanewContactstabontheCaserecord,whichenablesmultiplecontactassociation.
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.
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.
Reporting 275
ToaccesstheReportsCenter,selectGoTo>Reports>ReportsCenterorclicktheReportsbuttonintheGlobalToolbar.The ReportsCenterappearsandofferseasymanagementfeatures:
ReportCenterToolbar(seepage276) Atreeviewpanelistingtheselecteduser'sreports(seeUsingtheReportsCenteronpage278) Adescriptionoftheselectedreport A.jpgpreviewoftheselectedGoldMineReport(seeAdding.JPGPreviewstotheReportsCenteronpage277)
NOTE:Systemreportsdonothave.jpgpreviews.
276 Reporting
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).
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).
NOTE:DependingontheselectionsmadeintheReportsCategoriesarea,reportsavailableintheReport
Descriptionlistvary.Accessalocalmenuforeachreport.Highlightthereportandrightclicktoviewthe ReportsCenterlocalmenu.(AlsousetheReportsCentertoolbar.) WithintheReportsCenter,youcanworkwithreportsusingthefollowingfunctions:
SettingReportProperties(seepage279) CreatingReports(seepage282) CloningReports(seepage285) EditingReportLayouts(seepage286) PreviewingGoldMineReports(seepage301) PrintingReports(seepage301) ViewingSavedReports(seepage302)
278 Reporting
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.
Reporting 279
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.
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.
280 Reporting
Reporting 281
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
282 Reporting
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).
Reporting 283
Layout Toolbar
UsetheLayouttoolbartoperformbasicfunctions,suchasopeningandclosingreporttemplatesorswitchingtoanon screenpreviewmode.
Insert Toolbar
UsetheInserttoolbartoinsertfields,labels,andgraphics,intothetemplate.
Style Toolbar
UsetheStyletoolbartoapplyformattingeffects.
284 Reporting
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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7. UsetheReportsLayoutLocalMenu(seepage283)andReportCenterToolbar(seepage276)toformatyourGoldMine Report.
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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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.)
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withinthefieldbox(seeToSetTextPositiononpage291).
Outlines:AccessestheLinePropertiesdialogbox.Selectthelinesthatoutlinethefieldbox.Alsoselectthelinesize
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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.
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2. 3. 4. 5.
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2. 3. 4. 5. 6. 7. 8. 9.
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).
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NOTE:Withoutthisoptionselected,informationinalongfielddisplaysinonecontinuousline,withthe
informationdisappearingoutsidethereportboundaries.
TrimExtraSpaces:Removesextraspacesinthefield.
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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.
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7. 8. 9. 10. 11.
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.
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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NOTE:The&suppfilemacrocannotbeselectedfromalistofvariablesandmustbetypedmanually.
Responsesfor&suppfilemustbeaminimumoftwolettersandamaximumofthree.Seethe&Suppfile Chartonpage299.
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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.
&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"
ContHistch
&suppfile="chx"
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onthetoolbar.ThePreviewwindow
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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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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NOTE:AlsoinstallCrystalReportsandcreateyourownreports.TheCrystalReportsinstallationfileison
yourGoldMinePremiumEditionCDROM. AnswerWizardprovidesindependentonlineHelpforconfiguringandusingit. Selectfromthesereportcategories:
Account/ContactInformation PersonalandTeamCalendars PastActivities SalesAnalysis OtherAnalysis
NOTE:Inanetworkenvironment,AnswerWizardmustbeinstalledlocally(onthecomputerofthose
individualsusingthereports).
NOTE:ThisfeatureonlyworkswithSQLServerStandardEditionorhigher.
themenubar,selectGoTo>Reports>ReportScheduling.Ifthefeaturehasnotbeenconfigured,amessageappears.
Ifthefeaturehasbeenconfigured,theScheduledReportsdialogboxappears. SeeUsingScheduledReports.
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To Schedule Reports
1. Fromthemenubar,selectGoTo>Reports>ReportScheduling.
NOTE:IfMicrosoft.NET1.1hasnotbeeninstalled,anerrormessageappearsexplainingthe
RepServicesBridge.dllhasnotbeenregistered.AskyoursystemadministratortoregisterthisDLLfile.
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3. 4. 5. 6.
NOTE:IfyouselectedShareddirectoryanddonotconfiguretheDeliverysettings,anerrorisloggedinthe
GoldMineProcessMonitorandthereportisnotdelivered.
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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
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SeethearticleConfiguringaReportServerforEMailDeliveryathttp://msdn.microsoft.com/.
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Automated Processes
Overview
YoucanautomateroutinetasksbysettingupaseriesofpredefinedactionstoperformthetasksonContactsinthe database.Thesetasksinclude:
Administrativeandtrackingduties Generatingdirectmail Validatingdata
Forexample,printintroductoryletterstonewcontactswheneveraContactRecordiscreated.Afterprintingtheletter,the AutomatedProcesscanscheduleafollowupactivity(suchasacallback)onthecalendaroraGoldMineuser.
performadefinedseriesofactivities.Alsoknownasanautomatedprocess.Youcanlinkseveraleventstoforma process.
Events.Anautomatedprocessconsistsofasequenceofoneormoreevents.Aneventreferstothestepbystep
instructionscontainedinanAutomatedProcessorprocessGoldMineevaluatestoperformaseriesofactivities.An eventconsistsofatriggerandanaction.Eventswithineachprocessperformanactionwhentriggeredbyacondition.
Action.EachAutomatedProcesseventhasatriggeredaction.Thetriggerisevaluatedandifthecriteriaismet,the
event'sactionisperformed.
Trigger.EachAutomatedProcesseventisprocessedbasedonatrigger.Thetriggerevaluatesand,ifthecriteriaismet,
False.Donotperformtheactionbutstillgotothenextevent.
event.
record.
Executethisprocessimmediatelyuponattachment.Startsprocessingtheprocessassoonasauserattachesthe
processtooneormorecontactrecords.
Executethisprocessonlywhenscanningforprocesses.PreventsGoldMinefromexecutingaprocessattachedtoa
singlecontactrecord.Usetorestrictprocessexecutiontoaspecificsystem.
Forexample,ifaprintactionrequiresaspecialprinterthatisconnectedtooneworkstation,selectingthisoptionand
Executethisprocessimmediatelyuponattachmentpreventstheprintingprocessfromrunningadifferentworkstation.
Restartthisprocesseachtimethatitends.Reattachestheprocesswhenprocessingfortheprocesscompletes. Allowuserstoattachthisprocess.Letsotherusersattachtheprocess. Attachthisprocesstoallnewcontactrecords.Attachestheprocesstoeachnewcontactrecord.Applytoonlyone
AutomatedProcess.
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
AutomatedProcess.
5. ClickNew. TheEventPropertiesdialogboxopens.
6. IntheEventarea,typeadescriptionoftheeventintheEventDescriptionfield. Attheradiobuttons,selecteither:
Sequential.Numberedbetween100999,theseeventsevaluateoneatatime,startingwiththelowestnumbered
NOTE:Triggeronlyonceeventsfunctionlikealoopandaredependantonhavinganeventthatcanescape
fromtheloop.Therefore,makeyourtriggeronlyonceeventspreemptive;theprocesswillbeattachedand whentheAutomaticProcessisprocessed,thepreemptiveeventsarealsoprocessed.
Filter.SelectandthenclickFilter.TheExpressionBuilderdialogboxappears,whichletsyouspecifyadBASE
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:
Allowonlyoneattachmentofthisprocesspercontact:Preventsmultipleattachmentofthesameprocesstoa
contactsrecord.
NOTE:Iftwoduplicatecontactrecordsaremergedthatalreadyhaveautomatedprocessesattached,both
processeswillbeattachedtothemergedcontactrecord,regardlessofwhethertheabovecheckboxwas selected.
thisprocessimmediatelyuponattachment:Startsprocessingtheprocessassoonasauserattachestheprocess
9.
10.
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.
Creating Events
Eventsarethetriggeredactionsthattakeplaceinaspecificorder.EachAutomatedProcessorprocess,canhaveupto900 sequentialeventsand100preemptiveevents.Createorediteventsusing:
AutomatedProcessEventWizard.AvailablewhenrightclickingandselectNew. EventPropertiesdialogbox.AvailablewhilecreatingoreditinganAutomatedProcess.
NOTE:ForinformationonthetoolbarandlocalmenusseeAutomatedProcessesCenterComponentson
page311.
ProcessOptionsUpdate.SeeProcessOptionsUpdateonpage312.
3. 4. 5. 6.
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
conditionsbasedonadBASEexpression.
History Activity
Specifiesthattheprocessingoftheeventsactioncannotbeexecuteduntilaspecifiedhistoryrecordhasbeensavedforthe ContactRecord.Configurethefollowingsettings:
ClickOptionstoconfiguretheHistoryTriggerdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe
conditionsbasedonadBASEexpression.
Scheduled Activity
Specifiesthattheprocessingofaneventsactioncannotbeexecuteduntilaselectedactivitytypehasbeenscheduledfor thecontact.Configurethefollowingsettings:
ClickOptionstoconfiguretheScheduleActivitydialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe
conditionsbasedonadBASEexpression.
Opportunity
Specifiesthattheprocessingoftheeventsactioncannotbeexecuteduntilaspecifiedopportunityrecordhasbeen recordedfortheContactRecord.Configurethefollowingsettings:
ClickOptionstoconfiguretheOpportunityTriggerdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe
conditionsbasedonadBASEexpression.
Project
Specifiesthattheprocessingoftheeventsactioncannotbeexecuteduntilaspecifiedprojectrecordhasbeenrecordedfor theContactRecord.Configurethefollowingsettings:
ClickOptionstoconfiguretheProjectTriggerdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe
conditionsbasedonadBASEexpression.
dBase Condition
SpecifiesthattheeventsactioncanbeexecutedonlyafteraspecifieddBaseexpressionisevaluatedastrue.Toaccessthe ExpressionBuilderdialogbox,fromwhichyoucanselectanexistingexpressionorcreateanexpression,selectOptions. Configurethefollowingsettings:
ClickOptionstoconfigurethedBASEExpressionBuilderdialogbox. SelectAttempttriggeronlyoncetobranchtothenexteventwhetherornotthecurrenteventistriggered.Ifthe
conditionsbasedonadBASEexpression.
Disabled
Turnsoffthetriggerconditionsettingfortheselectedevent.
Creating Actions
EachAutomatedProcesseventhasatriggeredaction.Thetriggerisevaluatedandifthecriteriaismet,theevent'sactionis performed.Selectoneoftheseactionsfromthedropdownlist,thenclickOptionstoconfiguretheassociatedsettings:
PrintForm Emailmessage PrintReport ScheduleActivity CreateHistory CreateDetail AddtoGroup UpdateField RemoveTrack AddaNewTrack BranchtoEvent RunApplication
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
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.
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.
NOTE:ThetransfersetdoesnotcontaineverychangeevermadetoaGoldMinedatabase.Recordsgoback onlyfarenoughtoincludechangesmadetothedatabasesinceaspecifiedcutoffdate.
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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.
326 Synchronization
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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NOTE:OutlookmustbeinstalledontheGoldMineworkstationyouaresynchronizing.
PDA(Palm/Treo).SeeConfiguringSynchronizationwithPalm/Treoonpage331 PocketPC
NOTE:IfusingOutlookwithaPalm/TreooraPocketPC,donotsynchronizebothapplicationswith
GoldMine.Separatesynchronizationresultsinduplicatedata.Instead,synchronizeyourdevicewithOutlook andthensynchronizeOutlookwithGoldMine SynchronizetoandfromGoldMineandtheotherapplicationsordevices,ortransferdatainonedirection.Configurethe synchronizationprocessforeachoptionusingsynchronizationwizards.
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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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.
NOTE:ThesynchronizationofNotesisnotsupportedbetweenGoldMineandOutlook.
ContactsspecifiesthelocationoftheOutlookfolderinwhichGoldMinesendsandretrievescontactinformation. CalendarspecifiestheOutlookfolderinwhichGoldMinesendsandretrievesactivityinformation. TaskspecifiestheOutlookfolderinwhichGoldMinesendsandretrieves.
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330 Synchronization
Minimum Requirements
HotSyncsoftwareversion4.1.0or6.1 PalmOS3orthroughOS5.2.8.OlderPalmdevicessupportonly4customfieldsforfieldmappingcomparedtothe9
customfieldsnewerPalmdevicessupport.
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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.
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.
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.
332 Synchronization
NOTE:ScheduledActivities,Opportunities,andEmails(shareddata)MUSTbecompleted(filed)inthe
correctContactSet.Otherwise,theHistoryinformationwillgointothewrongContactSet. 5. IfyouselectedMoveRecords,selectSyncDeletionstomarkmovedrecordsasdeleted.Selectingthisoptionmarksthe TlogsfortherecordsasdeletedandGoldMinedoesnotrecognizeattemptsbyanotherGoldMinesystemtore synchronizetherecords. 6. ClickDetailstoreadadescriptionoftheSyncDeletionsoption. 7. ClickGo.TheCopy/Movebegins. TheProcessMonitordisplaysprogressintheprocess.
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: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.
Synchronization 333
4. Toviewfieldvaluesstoredinanothertable,clickthetabcontainingthevaluestoview. Forexample:Browse to the Additional Contacts tab, highlight an additional contact, and then open Sync Spy. 5. TodisplaydataintheSyncSpyforanothercontact,clicktheContactRecordandscrollthroughthedatabase. 6. UsethelocalmenutoaccessFindandOutputoptions.
NOTE:YoucandeleteasynchronizationprofileselectedinthedropdownlistbypressingtheDeletekeyon
thekeyboard. 3. IfyouselectedSyncusingthesettingsofaSyncProfileorthesettingsofaGoldSyncSite,clickFinishtosynchronize accordingtoexistingsettings.TheGoldMineProcessMonitorappears(seeMonitoringProcessesonpage361). 4. Toverifyorchangeexistingsettings,clickNexttocontinuetotheConnectionMethoddialogbox.(seeConfiguringthe SynchronizationConnectionMethodonpage335).
334 Synchronization
Synchronization 335
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).
336 Synchronization
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.
Synchronization 337
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.
338 Synchronization
dataarchivepurposes).
Theexpectedfuturegrowthoftheoverallimplementation(additionalrecords/databases,users,remotesites). Tounderstandthetechnologyissues,consider: Bandwidthcurrentlyavailablebetweenpotentialremotesitesandallsynchronizationservers. Futureplansforenhancingbandwidth(forexample,VPN,corporateWAN,andsoon). Firewallandnetworksecuritylimitsynchronizationoptions. Personnelresourcesavailabletoadministerandmaintainsynchronization.
Synchronization 339
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
supportedbyGoldMinePremiumEdition.UnderstandinghowSQLServerisconfiguredandmanagediscriticalto GoldSyncssuccessfuldeployment.
MemoryUsage:MicrosoftSQLServer2005/2008requiremoreRAMthanearlierversionsbecausetheredesignedquery
340 Synchronization
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,
Networkmethodbecause:
Configurationissimple.Administratorsspecifytheaddress(numericorname)oftheGoldSynccomputerthe
remoteisconnectingto.
Itworkswellwithcommonnetworksecurityoptions,especiallyfirewalls.GoldSyncuses5993asitsdefaultport
Synchronization 341
timeby:
Creatingtransfersetsinadvance. Usingfiltersandgroupstolimittheamountofdatainthetransferset. Usingmultiprocessorsystems.GoldSynctakesadvantageofthehighperformancecomputingpowerWindowsNT
basedtechnologyprovides.
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
342 Synchronization
OnebuttonSyncProfile:DisplaystheGoldSyncSiteOnebuttonSynchronizationProfileWizardtocreatea
synchronizationprofileforanundockeduser.ThisprofileenablestheundockedusertosynchronizeviaOnebutton SyncwithGoldSyncServer.SeeCreatingOneButtonSynchronizationProfilesonpage356.
EmailOnebuttonSyncProfiletoRemote:Sendstheremotesynchronizationprofileasanemailattachmenttothe
undockeduser.SeeEmailingOneButtonSynchronizationProfiletoRemoteonpage358
New:Createsasitegrouporsite.SeeCreatingSiteGroupsonpage348. Clone:DisplaystheNewSiteGroupMemberdialogboxtocreateasitebasedonattributesoftheselectedsite.See
CloningSiteSettingsonpage351.
Delete:Removestheselectedsitegrouporsite. Properties:DisplaystheSiteGroupWizardtomodifytheselectedsitegrouporsite.
TIP:Foradditionalinformation,seeRetrievingOneButtonSynchronizationProfilesonpage357.
Thistabisavailablewhenyouretrieveaonebuttonsynchronizationprofile.TheOnebuttonSyncoptionis
NOTE:IfrunningGoldSyncasaservice,youmustuseUNCpathsforthefolderlocation.Mappeddrivesare
notrecognizedproperlybyWindowsServices.
Configureshowlinkeddocumentsarehandledinthesynchronizationprocess.Configuretheseoptionsinthe
Attempttoretrievelinkedfilestodropdownlist:
SelectFile'soriginaldriveandfolderforGoldSynctoplacethelinkeddocumentsintheoriginaldriveor
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SelectSpecifieddefaultdriveandfolderforGoldMinetoretrievelinkeddocumentsonlytothedefault
x:\SYSDIR directory\TmpLinks\;typically,theSYSDIRdirectoryistheGoldMinedirectory.
directory.Ifyoudidnotassignadirectoryinthedefaultdriveandfolder,thedefaultdirectoryisthe
Timeouts
ConfiguretheInternettimeoutsettings. TypeorselecttheHandshaketimeout(sec).Thehandshakesetting(theelectronicprotocolexchangedbetween
GoldSyncappearstofail.
SendanEmailifasynchronizationerroroccurred.Activatestheemailnotificationoptions. Emailerrormessagestothisaddress.Typetheemailaddressofthepersontonotify.Useyouraddressorthe
addressoftheGoldSyncadministrator. GoldSyncService
WhenyourGoldSyncserverisrunningoncomputerwithaWindows2003Server,youcanrunGoldSyncasa
automaticallystarttheservice.
NOTE:TousetheGoldSyncServicefeatureonWindows7orVistayoumustlaunchGoldMineusingtheRun
AsAdministratoroption. 3. ClickOKtosavetheSynchronizationSettings.
344 Synchronization
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).
Synchronization 345
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.
346 Synchronization
2. ClickYesatthemessage.TheGoldSyncSiteWizardopens. 3. NavigatethroughthewizardtotheOverridesOptionswindowandselectfromthelistofoptions.
GeneralSettings Connection/transfersetpassword LoggingOptions Sendingtransfersetssettings Sendchangestoremote Transfersetcreationtypes Theselectedcontactsetstosendtoremote Transfersetrecordtypecreationoptions Filterusedfortransfersetcreation Retrievingtransfersetsettings Receivechangefromremote Defaultcontactsettoretrievechangesinfo Theselectedcontactsetstoretrievefromremote Transfersetrecordtyperetrievaloptions
Synchronization 347
network.
Initiateanoutgoingconnectionatsetintervals:Theservertransfersdataataspecifiedtime.Theintervalis
setbytheuser.
IntheNonconnectedMethods(Internet:Email,SharedDirectories)area,selectanoption.Datatransferoccurs
withoutanactiveconnectionbetweentheGoldSyncAdministrationCenterandtheremotesites,usinganInternet emailaccountorshareddirectorytotransferinformation:
SendandretrievetransfersetsviaEmail:Thetransfersetcreatesinadvanceandtransfersbyemail. SynchronizewithanotherGoldSyncserverviashareddirectories:Usesdefinedpathstodirectoriesfor
depositingandretrievingtransfersets. 5. ClickNext.TheGeneralOptionsdialogboxopens.
NOTE:Ifinformationisstoredforeverysynchronizationsession,theloginformationstoragefilecouldgrow verylarge.Unlessyouaretroubleshootingasyncissue,werecommenddisablinglogoptions.
348 Synchronization
NOTE:Ifyouareamainsite,clearmanyofthecustomizationtypesunlessretrievingfromaremotesite
responsibleforGoldMinecustomization. 2. IntheRetrieveusers'calendararea,selectoneormoreuserswhosecalendaractivitiesyouwanttoretrieve.To retrievecalendaractivitiesforallusers,select(all).
NOTE:Historyitemsaretreatedasusercalendaritems,andareonlysynchronizedbetweenuserswhen
usercalendarsaresynchronized. 3. ClickNext.TheRetrieveContactSetsdialogboxopens(seeToConfiguretheRetrieveContactSetOptionsonpage 350).
NOTE:Itisrecommendedthatonecomputerbedesignatedastheprimaryhost;thisoptionshouldbeset
onlyatthecomputersconnectingtotheprimaryhost,andnotontheprimaryhost. WARNING:Thisoptioncanupdaterecentlyentereddata.Forexample,whenacontactrecordthat doesnothavetlogsismodifiedattheremote.Normally,thischangewouldupdatethecentralhost. However,ifthecutoffdateatthehosthasbeenbackdatedtoincludetheoriginalcontactrecord, thehostcontactwouldbeupdatedwiththeremotechangesandtheremotecontactwouldbe updatedtotheoriginalrecord.
Synchronization 349
therecordfromtransferset.Thisistheoldandthedefaultbehavior.
Assumethatthecopyoftherecordfromtransfersetisnewerthanyoursandoverwriteyourcopywiththeversionfrom
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
350 Synchronization
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.
Synchronization 351
NOTE:Ifyouhavethemaximumnumberofconcurrentconnectionssetto5,only5remoteuserscan
connectatonetime.Thenextuserisrefusedaconnectionuntilthereisanopenslot.Thisoptionprevents yourserverfromrunningoutofresources. 2. Ifnecessary,typeanotherportnumberintheWaitforincomingInternetconnectionatTCPportfield. 3. ClickNext.TheActivePerioddialogboxappears.
NOTE:Assignmultiplesitecodestoaprocess,separatedbyaspace.Asitecanbeassignedonlyonesite
code. 6. ClickFinish.TheprocessaddstotheGoldSyncAdministrationCenter. Ifyouneedtoviewdateandtimestampsinaregulardateformat,seeToUsetheDate/TimeStampConversionUtilityon page351.
352 Synchronization
NOTE:AfterinstallingGoldSyncasaservice,butbeforestartingtheservice,changetheGoldSyncService
logonfromLocalSystemaccounttoThisaccount.IntheServicesmanagementwindow,rightclickGoldSync ServiceandselectProperties>LogOn.SelectThisaccountandconfigurethelogoninformationusinga WindowsaccountwithfullaccessrightsontheGoldSynccomputerandtothesharedmappedorUNC locationswhereyourlinkeddocumentsarestored.
button.
TheGoldSyncServicesSettingsdialogboxopens.
SelectTools>Synchronize>SynchronizationSettings.TheSynchronizationSettingsdialogboxopens.Clickthe
GoldSyncServicestabandConfigureGoldSyncService. TheGoldSyncServicesSettingsdialogboxopens.
NOTE:AfterinstallingGoldSyncasaservice,butbeforestartingtheservice,changetheGoldSyncService
logonfromLocalSystemaccounttoThisaccount.IntheServicesmanagementwindow,rightclickGoldSync ServiceandselectProperties>LogOn.SelectThisaccountandconfigurelogoninformationusinga WindowsaccountwithfullaccessrightsontheGoldSynccomputerandtotheUNClocationswherelinked documentsarestored.
NOTE:TousethisfeatureonWindows7orVistayouhavetolaunchGoldMineusingtheRunAs
Administratoroption.
Synchronization 353
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
BelowisanexampleofthestringusedintheGoldSync.inifile
[OutlookSync] CalSubjectPattern= contact=<<&contact>>, user=<<&user>>,, <<&company>>, <<&phone>>, <<&emailaddress>>, <<&fulladdress>>
NOTE:Youcanchangetheorderoraddyouownwordswhichwillbestoredandshowninthesubject.
354 Synchronization GoldMine Administrators Guide
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>>
OneButtonSynchronizationProfilesonpage356.
Emailtheonebuttonsynchronizationprofilestoremote,undockedusers.SeeEmailingOneButtonSynchronization
ProfiletoRemoteonpage358.
CreateanundockedinstallertoinstallGoldMineontheremotesystemwiththeonebuttonsynchronizationprofile
(newGoldMineuser).SeeCreatingInstallationFilesforOnebuttonSynchronizationonpage359. Aftercreatedandsent,theremoteusercan:
Retrievetheonebuttonsynchronizationprofile.SeeRetrievingOneButtonSynchronizationProfilesonpage357. Retrievetheundockedinstallerfile.SeeRetrievingOneButtonSynchronizationInstallationFilesonpage359. Synchronizeusingonebuttonsynchronization.SeeSynchronizingUsingOneButtonSynchronizationonpage356.
Synchronization 355
356 Synchronization
11. ClickNext.TheRetrieveOptionsdialogboxopens. CheckthedesiredRetrieveRecordTypesandRetrieveuserscalendaroptions. 12. ClickNext.TheRetrieveContactSetsdialogboxopens. SpecifythetypeofContactSettoretrievefromtheremotesite. SpecifythedefaultContactSetswhenthesetisnotspecified. 13. ClickNext.TheReadytoSynchronizedialogboxopens. 14. CheckthedesiredLoggingOptionsandthenclickFinishtosavetheprofilesettings.
Synchronization 357
358 Synchronization
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.
Synchronization 359
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).
NOTE:Whensynchronizingmultipledatabases,theyshouldhavefilecodes.Thedatabasecodesshouldbe
sameontheremoteandonthemainsite. 3. ClickNext.Ifyouselected: Onlythecurrentcontactrecord,theRetrieveOptionsdialogboxappears. Allchangedcontactrecords,Contactrecordslinkedtothe'Senduser'scalendar'list,orAllfilteredrecordsand userscheduledactivityrecords,theSendFilterOptionsdialogboxappears(seeToConfiguretheSendFilter Optionsonpage361).
360 Synchronization
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
Synchronization 361
362 Synchronization
Server Agents
Overview
UsetheServerAgentsAdministratortoprocesstheseoperationsonarecurringbasis:
SendingandretrievingemailfromtheInternetthroughGoldMine SynchronizingwithGoldSync SynchronizingwithMicrosoftOutlook Printingandfaxingcorrespondence RunningAutomatedProcesses PublishingCalendarinformation
ServerAgentsareconfiguredaroundauserorusergroup,activetimeperiods,andfrequency.Theyworkwithother configurablepartsofGoldMineandmustbestartedfortheprocessestowork.
NOTE:Theagentscontinuetorununtilyouclickthestopprocessesbutton
ontheProcessMonitor.
NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.
NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.
NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.
NOTE:YoumuststarttheServerAgentstobeginprocessing.SeeStartingtheServerAgentsonpage363.
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.
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.
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.
To Set Up a Dependency
Tosetupadependence,youmustfirstconfigurethefieldsetup. 1. OpenaF2LookupdialogboxandclickSetup.
NOTE:Thischeckboxmustbeselected.Ifleftuncheckedthenthelookupvaluesdonotdependonany
otherfields.
TheCASEStableisavailableforselection.
NOTE:Afterchangingthisfieldalllookupvalueswillnotupdate.Manuallyediteachfieldinthelist.SeeTo ManuallyEditingDependenciesonpage371.
Foralistofdependencytables,seeAvailableDependencyTablesonpage371.
Fields
Contactrecordfields Usedefinedcontactfields Pendingactivityfields Historyactivityfields OpportunitiesandProjects
Cases (Service Center)
Table
contact1table contact1andcontact2 contact1andcaltables contact1andconthisttables contact1andopmgrtables contact1andcasestables
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.
thatappearinthelookup.Ifaninvalidentryisattempted,GoldMinedisplaysthelookupandhighlightstheitem closesttotheactualfieldentry.
Insertclosestmatch.Ifanentryistypedinafieldthatdoesnotmatchexistinglookupentries,GoldMineinsertsan
ThisoptionwilldisablenewF2Lookupnavigation(bytwofields).
Allowadding.LetsusersaddentriestotheF2Lookup. Allowediting.LetsusersedittheentriesintheF2Lookup. Allowdeleting.LetsusersdeleteentriesfromtheF2Lookup. AutoFill.Astheusertypes,GoldMineplacestheclosestmatchingentryfromthelookupinthefield. Importlookupentriesfromanotherfield.SelectthiswhenimportinganexistingF2Lookuplistandthenselectthe
fromthecorrespondingtable. 5. WhentheformiscompletedclickOK.
NOTE:Wheneditingalookupentry,makesureyouchangethesecurityoptionsontheentiretable(see
ConfiguringF2LookupListSecurityonpage372). 1. RightclickonthefieldtoopentheFiledLookupdialogbox.
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.
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.
My GoldMine 375
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.
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.
376 My GoldMine
Knowledge Base
Overview
TheKnowledgeBaseprovidesaresourceformaintaininganytypeofinformationusefultoanorganizationoranindividual. Itcanprovideeasilyaccessiblestorageforgraphics,multimediafiles,and/orprogramapplications.Thisinformationcan thenbelinkedtoaContactRecord(displaystherecordwheneveryouaccessthattopic). TheKnowledgeBaseconsistsoftheKnowledgeBase,andthePersonalBase.Configurethemtopresentnewlyadded informationtotheuser,controluserreadingandupdatingprivileges,andsearchforspecificentriesbasedonuserdefined criteria.Topicpagesarearrangedinoutlineformat.Locateinformationbynavigatingthroughdifferentsections,conducting asearch,oropeningalinkedfile.
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.
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.
KnowledgeBaseTopicsonpage380. TosettheReadaccess,followthedirectionsonthescreen.
4. Toeditatopic,selectthetopic,rightclickonitandthenselectEdit. TheTopicPropertiesdialogboxopens.
Topic.Allowsyoutousekeywordstospeedupsearchesandtocreateatreestructureofthebook.
NOTE:Toinputmultiplekeywords,insertcommasbetweenwords.WhencreatingF2Lookupterms,use
semicolonsaftereachword.Whenselectingmultipleentries,thewordsdisplaywithcommasbetween them. 3. ClickOK.
NOTE:Theinformationprovidedhereisspecificallyforthetopiclevel,butisapplicableattheBookand
Folderlevels. 1. IntheKnowledgeBasewindow,clicktherightpane.AblinkingcursorandtheHTMLtoolbarappear. 2. Typetheinformationintothepage,orcopyandpasteitinfromothersources. 3. Rightclickthetextpaneandusethelocalmenuoptionstoformatyourdocumentanaddfeatures. TheHTMLletsyouformatthetextinapleasingdisplayandaddInternethyperlinksandgraphics. 4. ClickSave.
Youcanalsocustomizetheapplication(seeCustomizingGoldMinePlusforWordonpage384).
NOTE:MicrosoftWordallowsyoutosendemailmessagesthroughtheprogram.However,whenMicrosoft
OfficeWord2003andOutlook2003areintegratedwithGoldMineusingtheGoldMinePlusforMicrosoft Officeaddin,emailattachmentscanonlybesentusingMicrosoftOutlook.Toenablesendingemail attachmentsusingMicrosoftOfficeWord2003,youcaneitherdisabletheGoldMinePlusforMicrosoft OfficeaddinorupgradetoMicrosoftOffice2007ornewer.
NOTE:IfyoudonotseetheGoldMinemenuinExcelafterinstallingGoldMinePlusforMicrosoftExcel,
opentheExcelHelpmenuandselectAboutMicrosoftOfficeExcel.OntheAboutMicrosoftExceldialogbox, clicktheDisabledItemsbuttonandlookforanitemcalledGMPlusOffice.Reenablethisitemtomakethe GoldMinemenuavailable.
FordetailedinformationaboutGoldMinePlusforMicrosoftOutlook,seeOutlookIntegration"intheOnlineHelporinthe GoldMineUserGuidePDF.
NOTE:TouninstallGoldMinePlus!components,repeatthestepslistedabove,butinsteadselectThis
featurewillnotbeavailablefromtheGoldMinePlus!icondropdownmenu.GoldMinePlus!willbe uninstalledfromyourlocalharddrive.
4. SetGoldMinePlusPreferencesusingthefollowingoptions: AutomaticGoldMineLogin:TologintoGoldMineautomaticallywhenMicrosoftWordorExcelarestarted:
ChecktheboxforPleaselogintoGoldMinewiththefollowinguserdataautomaticallyinthefuture. EnteryourGoldMineUsernameandPassword.
FileLocation:SelectanoptionforadefaultfilelocationwhereGoldMinePlusdocumentswillbesaved:
UseGoldMinetodeterminelocation:ThedefaultfilelocationforGoldMinePlusdocumentswillbedetermined
ToinsertaSignaturebitmapintoatemplate,inWordselectGoldMine>InsertGoldMineField.Select&Signature.
NOTE:GoldMinelinkedfieldsthathavechangedinMicrosoftWorddocumentswillnotupdateuntilthe
application'scacheiscleared.Todothis,close,thenreopenMicrosoftWord.
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.
NOTE:ThestepsbelowdescribetheprocessforMicrosoftOffice2003.IfyouareusingMicrosoftOffice
2007,allGoldMinemenuitemsareaccessedbyselectingtheGoldMineTabfromExcelsmainmenu. 1. LaunchGoldMineandselectaContactRecordasadatasource. 2. OpenExcel. 3. SelectGoldMine>InsertGoldMineField.TheGoldMineFieldsfloatingtoolbarappears.(ToanchortheGoldMine Fieldstoolbar,draganddropitintheExceltoolbar.)
NOTE:InMicrosoftOffice2007,thefieldstoolbarisalwaysavailableintheGoldMineTab.
4. Selectatargetcellonthespreadsheet.
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
NOTE:Beforeproceedingwiththeexport,verifythatphonenumbersareformattedconsistentlyandmake
changesasneeded.TheformatofthephonenumbersinyourExcelspreadsheetmustbethesameforthe ExcelODBCtointerpretthenumberscorrectly.Ifformatsareinconsistent,theODBCdriverinterpretsallthe valuesinthecolumnasnullandyoulosephonenumberdataduringtheexportprocess.Forexample,you cannothaveonephonenumberthatis1235557894andanotherthatis7775551236.Beforeexportingto GoldMine,specifyoneformatandupdateallphonenumbersinyourspreadsheettomatchtheselected format.Whenthephonenumberformatisconsistent,beginexportingtoGoldMine.
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).
NOTE:UsetheDocumentManagementCentertolinktoaspreadsheettemplateandeditasneeded;the
templatemustexistasafile.Themostcommonoptionforcreatingaspreadsheetdocumentareusing MicrosoftExcelwithGoldMinePlusforMicrosoftOfficeinstalled.
Licensing
Overview
GoldMinehasafullyscalablelicensingstructuretomeettheneedsofindividualsandorganizations.Asyourbusiness maturesandGoldMineexpands,yourorganizationcanchangethelicensingconfigurations.
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.
Licensing 389
Symbol
E
Product
GoldMineCorporateEdition GoldMinePremiumEditionLicense
Description
SupportsSQLServer.IncludesGoldSync.
MasterLicenses
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.
390 Licensing
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.
NOTE:AlsodisplayLicenseManagerfromtheUndockedUsers/SitesdialogboxoftheGoldSyncSiteWizard. SelectUndockUsers/CreateSubLicense.
Licensing 391
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.
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.
392 Licensing
YlicensesarenotenteredintheEnterGoldMineSerialNumberdialogbox.OnlySlicensesareenteredduring
registration(theGoldSyncSectionremainsdisabled).ClickingNextdisplaysanALERT:SuggestedAction(s)!ifyou attempttoenterYlicensesintheEnterGoldMineSerialNumberdialogbox.
IfthisinstallationofGoldMineincludesitsownGoldSyncsites,youentertheapplicableYtypesublicensestoproperly
configuresynchronizationforthissystem.
License
UndockedlicensesaresublicensescreatedfromaMasterLicenseoraSitelicenseandaredesignatedbytheletterU.This licensetypeiscreatedforuserswhoworkwithGoldMineatanotherlocation,onalaptop,oronaworkstation disconnectedfromtheservercopyofGoldMine.TypetheUlicense,KeyCode,andSiteCodecreatedintheLicense Manager.
Licensing 393
NOTE:Sitesareallowedtosublicenseundockedusers.
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.
NOTE:Auniquesublicensenumberisneededforeachremotecomputerinstallation.Sendtheremotesite
numbertotheremotelocation.TheGoldMineadministratorattheremotesitecanthentypethelicense numberduringtheGoldMineinstallation.
NOTE:LicensingisnotnecessaryonUndockeduserinstallationswheninstallationisdonebyaOnebutton
installerpackage.
394 Licensing
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.
Licensing 395
Removing Licenses
InamultilicenseGoldMineinstallation,itbenecessarytodeletesublicensessuchassitelicenses,undockeduserlicenses, orGoldSynclicenses.YoucannotdeleteEorGLicenses.OnlyuserswithMasterRightscandeletelicenses. 1. SelectTools>Configure>LicenseManager.TheGoldMineLicenseManagerdialogboxappears. 2. FromtheLicensestab,selectthesublicensetodeleteandthenclickRemoveLicense. 3. ClickYestoremovethelicense. IMPORTANT:Removinglicenseswillpreventthoselicensesfrombeingabletosynchronizewith GoldMine.
396 Licensing
Integration
Overview
GoldMinecanbeintegratedwithbothHEAT,IPCM,and.NET.Formoreinformation,refertothefollowingtopics:
IntegratingwithHEAT IntegratingwithIPCM Integratingwith.NET
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)
Integration 397
NOTE:InformationaboutpendingsalesandsaleshistoryisalsodisplayedintheCustomerwindowusing
theSale]PendingandSalesHistorytabs.Thisinformationisreadonly. InGoldMine,userscanviewCallLogginginformation(morespecificallyCallRecordinformation)forContact1customers directlyfromtheTicketstab.CallHistoryinformationisdisplayedingridform.UserscanrightclickandselecttheZoom commandtoviewDetail,Journal,andAssignmentinformation.CallRecordinformationdisplayedinGoldMineisreadonly. IMPORTANT:CallRecordinformationdisplayedintheGoldMineTicketstabisnotactuallystoredina GoldMinerecord;itisstoredintheHEATdatabaseanddynamicallyviewedbyGoldMineusers.In comparison,informationdisplayedintheGoldMineDetailstabisstoredintheContSupptable. InformationistransferredusingtheGoldMineTicketTransferfeature.
398 Integration
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.
Integration 399
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.
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.
400 Integration
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.
Integration 401
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.
402 Integration
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.
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.
Integration 403
HEAT.
RecvdDate:Datecallopened. ModDate:Lastdatethecallwasmodifiedin
HEAT.
ClosedDate:Datecallclosed. Slaurgency:Urgencyassignedtothecall. Tracker:Ownerofcall.
(Open,Pending,orClosed).
CallType:Typeofcalllogged. Category:Callcategory.
NOTE:ThePreviewPanecanbeusedinplaceoftheZoomcommandonthecontextmenu.
405).
HEAT/HEATPowerDeskOptions:AllowsuserswithMasterRightstochangetheHEATdatabaseandlogoninformation.
404 Integration
NOTE:Formoreinformation,SeetheHEATAdministratorModuleonlineHelp.
6. ClickSelecttochangetheDatasource.ThedatasourceshouldconnecttotheHEATdatabase. 7. Typetheintegration'sHEATUserIDandPassword. 8. ClickOK.
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
Integration 405
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.
406 Integration
IPCM/GoldMine Configuration
Thefollowingproceduresdescribetwoinstallationoptions:
SameComputerInstallation:Servers,ClientsTheIPCMandGoldMineserverscanbeinstalledononecomputerwith
theclientsinstalledaseparatecomputer.
SeparateComputerInstallation:Server/Client,Server/ClientTheIPCMserver/GoldMineclientcanbeinstalledonone
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.
Integration 407
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.
408 Integration
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.
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.
Integration 409
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.
410 Integration
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.
Integration 411
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.
Suggested Prerequisites
Usingtheinterfaces(developersandTechnologypartners):AworkingknowledgeofCOMandXML(orabilitytobuild
wellformedXMLstrings).
Endusers:Aworkingknowledgeofthestandardfunctioncallsfortheoldergmx32.dllversionoftheGoldMineAPI.
SeetheOpenDevelopersectionofoursupportWebsiteathttp://support.frontrange.comorourPartnersectionofthe WebsitetobecomeaTechnologyPartner.
412 Integration
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.
Resources 413
414 Resources
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)
Glossary 415
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)
416 Glossary
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)
Glossary 417
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)
418 Glossary
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)
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
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
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
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
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
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
Index 423
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
recordcurtaininig 71 RecordingMacros 58 Rejecting 109 Removing AttachedAutomatedProcesses 322 ReplyinggoanActivity 90 ReportProperties 279 ReportProperties,ProfileTab 279
424 Index
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
Index 425
426 Index