About GoldMine Software Corporation

GoldMine Software Corporation
(formerly ELAN Software Corporation)
 1996	Software and Manual
All Rights Reserved

United States of America
17383 Sunset Boulevard
Pacific Palisades, California 90272

Voice:	(310) 454-6800
FAX:	(310) 454-4848
Support:	(310) 459-1222
FAX:	(310) 459-8222
BBS:	(310) 459-3443


License Agreement

Important

By using this software you accept the following terms of this License Agreement. If you do not agree with these terms, you should not use the software and promptly return it for a refund.

Ownership

GoldMine Software Corporation, formerly ELAN Software Corporation, retains the ownership of this copy of the enclosed software package. It is licensed to you for use under the following conditions:

Grant of License

You may only concurrently use the enclosed software on the number of computers for which this license grants (i.e., single-user version licenses one concurrent usage; five-user network version licenses five concurrent usages). If the number of users of the software exceeds the licenses, you must have a reasonable process in place to assure that the number of persons concurrently using the software does not exceed the number of licenses.

Network versions of the software may be combined to build larger networks (i.e., two five-user versions may be combined to form a ten-user network). You may add a single-user version to an existing network configuration to increase the number of network licenses (i.e., you may add a single-user version to a five-user network version to build a six-user network).

You may transfer this software to another party if the other party agrees to the terms and conditions of the agreement and completes and returns a registration card to GoldMine Software Corporation. The registration card is available by writing to GoldMine Software Corporation. If you transfer the software, you must simultaneously transfer all documentation and related disks.

Restrictions

You may not copy the documentation or software except as described in the installation section of this manual. You may not distribute, rent, sub-license or lease the software or documentation, including translating, decompiling, disassembling, or creating derivative works. You may not reverse-engineer any part of this software, or produce any derivative work. You may not make telecommunication transmittal of this software.

Termination

This license and your right to use this software automatically terminates if you fail to comply with any provision of this license agreement.

Rights

GoldMine Software Corporation retains all rights not expressly granted. Nothing in this license agreement constitutes a waiver of GoldMine Software Corporation's rights under the U.S. copyright laws or any other Federal or State law.

Limited Warranty

If you discover physical defects in the media, GoldMine Software Corporation will replace the media or documentation at no charge to you, provided you return the item to be replaced with proof of payment to GoldMine Software Corporation during the 90-day period after having taken delivery of the software.

GoldMine Software Corporation excludes any and all implied warranties, including warranties of merchantability and fitness for a particular purpose and limits your remedy to return the software and documentation to GoldMine Software Corporation for replacement.

Although GoldMine Software Corporation has tested the software and reviewed the documentation, GOLDMINE SOFTWARE CORPORATION MAKES NO WARRANTY OF REPRESENTATION, EITHER EXPRESSED OR IMPLIED, WITH RESPECT TO THIS SOFTWARE OR DOCUMENTATION, ITS QUALITY, PERFORMANCE, MERCHANTABILITY, OR FITNESS FOR A PARTICULAR PURPOSE. AS A RESULT, THIS SOFTWARE AND DOCUMENTATION ARE LICENSED "AS IS" AND YOU, THE LICENSEE, ARE ASSUMING THE ENTIRE RISK AS TO ITS QUALITY AND PERFORMANCE.

IN NO EVENT WILL GOLDMINE SOFTWARE CORPORATION BE LIABLE FOR DIRECT, INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THE SOFTWARE OR DOCUMENTATION, even if advised of the possibility of such damages. In particular, GoldMine Software Corporation shall have no liability for any data stored or processed with this software, including the costs of recovering such data.

THE WARRANTY AND REMEDIES SET FORTH ABOVE ARE EXCLUSIVE AND IN LIEU OF ALL OTHERS, ORAL OR WRITTEN, EXPRESSED OR IMPLIED. No GoldMine Software Corporation dealer, agent, or employee is authorized to make any modifications or additions to this warranty.

Information in this document is subject to change without notice and does not represent a commitment on the part of GoldMine Software Corporation. The software described in this document is furnished under this license agreement. The software may be used or copied only in accordance with the terms of the agreement. It is against the law to copy the software on any medium except as specifically allowed in the license agreement. No part of this manual may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, for any purpose without the written permission of GoldMine Software Corporation.

Some states do not allow the exclusion of implied warranties or liability for incidental or consequential damages, so the above limitation or exclusion may not apply to you. This warranty gives you specific legal rights, and you may also have other rights which vary from state to state.


Telephone/FAX support

Technical support by telephone is available free of charge for the first 90 days after you register GoldMine with GoldMine Software. Telephone/FAX technical support is available during the following Pacific Time business hours:

Monday through Thursday:	8:00 a.m. to 5:00 p.m.
Friday:	8:00 a.m. to 4:15 p.m.
Before calling technical support, please be prepared to provide your name, GoldMine serial number, and information about the configuration of your PC system. To expedite assistance for problems, be sure you understand the nature of the problem before calling for support. Write down any error messages that have appeared onscreen.

To receive assistance, dial one of the following numbers:

Telephone technical support (voice):	(310) 459-1222
FAX:	(310) 459-8222
Note:	Technical support does not provide training, but they can direct you to GoldMine Solutions Partners who provide training in your area.

See also:

GoldMine Forum on CompuServe

GoldMine Software Technical Support Bulletin Board System


GoldMine Forum on CompuServe

CompuServe is an electronic, online information service. CompuServe members can access information about GoldMine as well as participate in online discussions of GoldMine features and functionality. You can access the GoldMine Software product forum with the command GO GOLDMINE.

The GoldMine forum offers GoldMine users the following:

•	Messaging system to send communications to the GoldMine Software technical support staff, or other GoldMine and GoldSync users.

•	Information about the latest GoldMine and GoldSync products and developments.

•	File libraries containing the latest GoldMine update software and utilities. In addition, a user directory is available for users to trade custom reports and template forms.

•	Forum in which to communicate with thousands of other GoldMine and GoldSync users.

•	Helpful technical bulletins from the GoldMine Software technical support department on using GoldMine and GoldSync features.

CompuServe starter software is available from computer software retail outlets or you can call CompuServe customer support directly at (800) 848-8990.

See also:

Telephone/FAX support

GoldMine Software Technical Support Bulletin Board System


GoldMine Software Technical Support Bulletin Board System

In addition to telephone technical support, GoldMine users can benefit from the GoldMine Software Electronic Bulletin Board System (BBS). Using your modem, you can log in to access information on the GoldMine system provided by the GoldMine Software technical support staff, other GoldMine users, and developers of third party add-ons.

The BBS system offers GoldMine users the following services:

•	Messaging system to send communications to the GoldMine Software technical support staff or other GoldMine users.

•	Information about the latest GoldMine products and developments.

•	File libraries containing the latest GoldMine update software and useful utilities. In addition, a user directory is available for GoldMine users to trade custom reports and template forms.

•	Helpful technical bulletins from the GoldMine Software technical support department on using GoldMine and GoldSync features.

This BBS is available to all registered GoldMine users, 24 hours a day, seven days a week. To access the BBS, set your modem for 2400, 9600, or 14.4K bits per second (bps), 8 data bits, no parity, 1 stop bit. Dial the BBS at (310) 459-3443 and log in.

See also:

Telephone/FAX support

GoldMine Forum on CompuServe


What's New in GoldMine v3.2 for Windows

GoldMine v3.2 for Windows presents the following new expanded, or updated features:

•	Display options

•	Custom record viewing

•	Improved data entry

•	Record tagging

•	Organization/project management

•	Flexible activity scheduling

•	Event scheduling

•	Redesigned and explanded new calendar

Configuring your calendar display

New Outline folder

New Planner folder and Peg Board folder

•	Enhanced activity management

•	Forced Logouts

•	Addressing e-mail automatically

•	Internet Web import

•	Direct Web launching

•	Enhanced reporting features

•	WordPad link

•	Spell checking

•	Notification messaging

•	Time clock


Display Options

View information with ease! For monitors with resolutions of 1024 x 768 or higher, the Record folder in the Preferences window offers a Large Font setting.


Custom Record Viewing

Now you can expand the tab folder area to create a larger display area for notes, history, or profile information.

Point the mouse at the record divider immediately above the tab folders until the splitter bar cursor appears, then simply drag the divider bar up to expand the folder views.


Streamlined Data Entry

Several new options make GoldMine's data entry faster and simpler than before. From the F2 Field Setup dialog box, you can set the lookup window to pop up automatically when a blank field is selected. The Record folder in the Preferences window gives you the option to automatically highlight all the entries in a field when you select the field, making data replacement effortless.

You can also set the lookup record alignment delay in the contact listing to optimize querying. This option is available in the Query folder of the Preferences window.


Record Tagging

Instantly create a hot list of contacts without having to use groups or filters. Using GoldMine v3.2, you can tag records as needed from the contact listing, activity list, and Groups Member window.

From the contact listing, point to the first record you want, hold down [Ctrl] and click on the record. Repeat this process for all the records you want to tag.

The title bar of the active contact record will display Tagged Records:, and function in the same way as a filter or group.

To save the the tagged records for future use, select View|Contact Groups, and build a group based on the Tagged records option.


Organization/Project Management

Now you can create organizational charts to display site-centric or hiearchical views of companies. Use the Organization chart to link related records and manage multiple company locations, divisions, departments or individuals.

You can activate the org chart to work like a group. You can use the org chart for mail/fax/form merging and easy data replication to ensure consistent contact details, such as company name spelling and address information.

Just point your mouse at the left border of any contact record until the splitter bar (double arrow) cursor appears. Drag the splitter bar to the right to display the org chart panel. Right-click and either link the current record to another contact record, or create an org chart based on the current record.


Flexible Activity Scheduling

Whether you are in the middle of scheduling, or if you have already scheduled an activity, GoldMine v3.2 allows you change that activity's type on-the-fly.

No more retyping or unnecessary deletions when you're working with activities. From any scheduling window, just click on the down-arrow to the right of the Activity field just above the Alarm field.


Event Scheduling

You can now schedule an event for one or more days, such as conferences or vacations. GoldMine will display events as a single bar across the days of the event on the month view and week view.


Dynamic New Calendar

GoldMine’s new calendar can be configured to meet your needs, and provides more information with three new folders: Outline, Planner and Peg Board.


Configuring your Calendar Display

You can configure your calendar display to best fit your scheduling and viewing needs. You can now view multiple activities per time slot, and set a variety of preferences, including color coding, font size, time increments and what calendar details are displayed.

The new calendar also offers a detailed month view, and options to display both pending and completed activities.

In addition, you can now open multiple calendars and resize the calendar window.


Calendar Outline View
Calendar Outline Folder

An easy-to-use, Outline folder now makes time management a breeze. In addition to the traditional daytimer calendar view, you can now manage your activities using a friendly, outline format.

Bring up the calendar and select the Outline tab to “read” your calendar. You can open any day on which activities have been scheduled. You can drag and drop an activity to reschedule on-the-fly, or right-click to display a local menu that contains more options.


Planner/Peg Board

GoldMine’s calendar provides new folders that display detailed information about the activities of workgroup members.

•	Planner: Enhanced workgroup features that provide a graphical, planner view showing availability for multiple users with side-by-side, color-coded time blocks.

•	Peg Board: Tracks user activity and/or inactivity with a real-time log displaying each user's current In/Out status, his last Login/Logout, and even his current Whereabouts if the user might Log Away for lunch or a break.

To work with these new folders, select View|Calendar to display the calendar, then select the Planner tab, or the Peg Board tab.


Enhanced Activity Management

Have you ever completed an activity for the wrong record? Now you can relink completed activities from the Closed and Real-time folders on the activity list or even from the contact's History folder.

Highlight a misplaced history record, right-click, and select Properties. Minimize the history record (if necessary) and then locate the desired contact record. Once you locate the new contact record, restore the history record and check the Link to option.


Forced Logouts

For times when you or an administrator needs to access GoldMine quickly, there is now a Forced Logout Now option on the Peg Board local menu.

In addition, the DDE macro &ShutDown is available for routine system maintenance.


Addressing E-mail Automatically

When creating a new record, GoldMine offers you the option of typing a contact's e-mail address directly in the Add a New Record dialog box.


Internet Web Import

Collecting leads from the Internet? Now, you can import all the prospects that visit your Web site (HTML page) directly to GoldMine. Using CGI (Perl) scripts, you can send GoldMine Internet e-mail messages that contain contact data captured from your Web site.

The e-mail messages can also include instructions that direct GoldMine to check for duplicates or to create a new records.

Contact records collected from the Web can then be attached to automated processes for complete lead management.

Please see the Reference Manual for a sample HTML and Perl script.


Direct Web Page Launching

Store and launch your favorite Web sites or your contacts' Web sites in GoldMine. Use the Profles folder to store an unlimited number of URLs, then right-click to display the local menu. From the local menu, select Launch to bring up your browser and connect to the selected Web site.


Enhanced Reporting Features

GoldMine’s report writer now supports a snap-to-grids option in the layout mode, and options to preview a report onscreen and to save a report for later viewing and printing.


WordPad Link

You can create merge forms using WordPad, the word processor built into Windows 95. For on-the-fly correspondance, you can now create Rich Text Format (.RTF) templates without loading Word or WordPerfect.

To create your own merge forms, start WordPad, and insert the proper GoldMine macros, using double brackets, such as <<&Company>>. When finished adding text and macros, save the document. From GoldMine, select File|Merge Forms. Right-click in the to display the local menu, then select the New option to add the WordPad document to your listing.

Add WordPad to the App Identifier window and your template is ready.


Spell Checking

You can now check the spelling of text in GoldMine's InfoCenter, and any e-mail created in GoldMine before sending the message(s) to recipient(s).


Notification Messaging

You now have the option to notify users when delegating tasks or scheduling activities that require confirmation. Using GoldMine v3.2, you can send a notification e-mail along with any newly scheduled activity, or even when you are editing an existing activity.

If the activity being scheduled is for the current date, the recipient's notification will automatically be set as an alarmed e-mail message.


Time Clock

GoldMine now tracks each user's login and logout times similar to a traditional time clock. The GoldMine time clock can track daily totals, each login and logout, or be turned off. The time clock also tracks the number of mouse clicks and keys pressed during a GoldMine session and even offers security to prevent external modifications of the log entries.


Logging into GoldMine

You log into GoldMine at the banner display, which contains the following fields:

Note: To advance to each field by using the keyboard, press [Tab].

Username

Type a designation for yourself of up to eight characters, which can be your first name, last name, or some other designation. GoldMine will add that name to the Users Master File.

GoldMine installs the default account MASTER. To access GoldMine using this account, type ACCESS in the Password field.

Password

If you have typed your own name in the User Name field, type your own password of up to eight characters in this field, or leave the field blank if you do not want a password. To access GoldMine using the MASTER account, type ACCESS in the password field.

Licensed To

Name of the person or company to which GoldMine is licensed.

Serial Number

Serial number that appears on the registration card included in the GoldMine package. This is also a good time to fill out the registration card and mail the card back to GoldMine Software. For convenience, you might also want to write the serial number in the GoldMine Reference Manual.

When finished, either select the OK button, or press [Enter] to start GoldMine.


GoldMine's Work Area

GoldMine’s work area provides a concise display of contact information. Everything you need to manage your contact relationships is readily available on this screen. This section describes the different parts of GoldMine’s work area and how to get the information you need while working with GoldMine.

As shown on the following page, GoldMine’s work area is divided into three parts--top, middle, and bottom. The top portion of the window contains the window title area, the Main Menu and the toolbar.

The middle portion of the screen is called the client area. GoldMine uses this area to present the various contact, calendar and other information displays that you can request. GoldMine is a Multiple Document Interface (MDI) application, that is, GoldMine can display more than one window in the client area. The active window title bar is a different title bar color than inactive window(s).

The bottom line of the window is called the status line, and contains information such as the current date and time, the name of the logged user, and the shift-state of [Caps Lock] and [Num Lock]. In the right-hand portion of the status line, GoldMine will display a help message for each toolbar item whenever the mouse is positioned over that toolbar item. When the mouse is not positioned over the toolbar, the name of the currently open contact file is displayed.

See also:

GoldMine's Menus and Commands

Using the Toolbar


GoldMine's Menus and Commands

GoldMine’s menus and commands are used to tell GoldMine what action to take: locate a contact record, dial a telephone number, or print a document. You can use either the mouse or the keyboard to select GoldMine menus and commands. The mouse and keyboard responses will be very similar to those in other Windows applications.

Menu commands followed by an ellipsis (...) display additional dialog boxes that provide further selection options before the command can be activated. Menu commands followed by a right-facing arrow display additional menus to provide further command choices.

At times, certain command names will appear dimmed. This indicates that a command is not applicable or that an additional selection must be made to select the command.

Some menu commands have short-cut keys, or hot-key commands. The hot key associated with a command will appear to the right of the command on the menu. To navigate through these menus in GoldMine, you can use your mouse or keystroke combinations.

For example, you can execute GoldMine’s Open File command with the mouse as follows:

1. Point to the File command on the Main Menu at the top of the GoldMine window.

2. Click on this menu command.

3. At the pull-down menu displayed, point and click again to select the Open File... command.

Similarly, pointing to and clicking on any of the toolbar icons will activate the command.

If you do not have a mouse or prefer to use the keyboard:

1. Press [Tab].

2. Press [F], which is the underlined letter of the File menu command.

3. Press either [down-arrow] or [O] for the Open File... command.

A third menu type--a local menu--is available for most browse windows in GoldMine and offers additional functionality. The commands for these menus are not global and only affect the options or information in their particular browse windows. In general, if you can edit or view an item in a supplemental display, you can access a local menu for the item. For example:

1. Point to the Contacts tab and click the left mouse button.

2. Once this tab folder has been selected, point to the area within the Contacts browse window.

3. Click the right mouse button to display the local menu. The menu will appear at your current mouse pointer location.

Alternatively, you can select a tab by using the left and right arrow keys or with specific hot-keys, such as [Ctrl]- [C] to select the Contacts tab. To access a local menu from the keyboard, press [Shift]. Depending on the selected browse window, the local menu allows you to perform various actions on the entries in the listing.

4. To close the local menu, either click anywhere outside the menu, or press [Esc].

Executing Commands from the Main Menu

The Main Menu bar offers the first level of commands, which are displayed in pull-down menus, as in most Windows applications. In GoldMine, these menu commands will define all the operations related to a given user: contact record(s), activity list(s) or calendar(s).

The Main Menu includes the following commands:

File

Contains commands to create a New Record, to Open File, to Merge Forms and Print Reports, for Printer Setup, and database and file operations such as Synchronization, Configure GoldMine, change the Login User, and Exit.

Edit

Contains basic commands to Undo, Cut, Copy, or Paste contact information, to Edit Contact information, to Insert a Note. In addition, you can change record access by Record Ownership, Delete Record, select a Record View, use the autodialer to Dial Phone, start and stop the Timer, and modify user Preferences.

View

Contains commands to look at GoldMine data, such as a Record for a contact, Activity List, and Calendar displays. You can work with Contact Groups. You can access a set of important and/or frequently dialed telephone numbers in a Personal Rolodex, and access a variety of professional and personal information in the InfoCenter. You can use Branching Scripts and Topic Scripts, and look at the following types of compiled data: Statistical Analysis, Forecast Analysis, Graphical Analysis of user activities in GoldMine, Leads Analysis, and Quota Analysis.

Query

Contains commands to search the database based on specific fields, such as contact Company, Contact, Last name, Phone1, and Indexed Fields and Profile Records. You can query the database using a specific method, such as Search and Goto, or with more advanced sorts involving Filters based on Boolean logic.

Schedule

Contains commands to schedule all contact and user-related activities, such as a Call, Next Action, Appointment, Forecasted Sale, and Other Action. You can create and maintain a To-do list, and also apply an Automated Process to the currently selected contact record.

Complete

Contains commands to clear previously scheduled activities from the calendar, annoting the completion to the appropriate contact and user’s history. These commands include completing a Scheduled Call, Returned Message, Outgoing Call, Incoming Call, Next Action, Appointment, Sale, and Other Action. You can also complete a Pending Activity for another user, such as if you attend an Appointment scheduled by another user.

E-mail

Contains commands to send messages via network or electronic carriers, including Send GoldMine E-mail, Send Internet E-mail, Send Phone Message, Send Pager Message, Get Waiting E-mail, Send Queued E-mail, Transfer All E-mail, Read E-mail, and MS Mail Message.

Tools

Contains commands to perform file maintenance in GoldMine, such as Index Files, Rebuild Files, Merge/Purge Records, Globally Replace Fields, Import Records, Export Records, Delete Records, Import ZIP Codes, and Clean up DOS Notes. You can also check the Performance of GoldMine on your computer.

Window

Contains commands to Tile, Cascade, Arrange Icons and Close All contact records, display or hide the Status Bar and Ribbon Bar. This menu also displays a list of all open record displays--record, activity and calendar.

Help

Accesses online help for GoldMine with an available Help Topics. You can also get step-by-step instructions to perform a GoldMine procedure in How Do I. You can learn how to navigate through Help files by selecting the Using Help option. The About option displays details about the GoldMine version and setup.

Any command that appears dimmed on a menu indicates that the command is not available until some previous action is taken--usually the selection of a field, or text within an edit box. For example, you cannot use the Cut command on the Edit menu until you have selected text to be removed.

Certain menu commands have short-cut keys associated with them. When available, the short-cut key is printed to the right of the command on the menu. For example, the Edit Contact command, which allows you to edit the fields on the displayed contact record, can be selected from the Edit menu, or by pressing [Ctrl]-[E].


Using the Toolbar

The toolbar gives GoldMine’s mouse users instant access to commonly used functions within GoldMine. By clicking on the toolbar with the left mouse button, one of several GoldMine functions can be instantly executed.

Depending on the toolbar setup, moving the mouse pointer over one of the toolbar icons will display a flyout text box with a quick help message next to the icon and a description of the associated function on the right side of the status line.

GoldMine for Windows 95 provides seven toolbars:

•	Schedule: commands to set up, view, and complete activities. Displayed by default, the schedule toolbar contains nine icons.

•	E-mail: commands related to sending phone, pager, e-mail, and network messages

•	Misc: miscellaneous commands, such as setting up preferences, scanning automated processes, and setting up remote synchronization

•	Standard: contains commands to perform basic GoldMine functions, such as finding a contact. Displayed by default, the standard toolbar contains nine icons.

•	Tools: displayed by default, this toolbar contains advanced commands that maintain GoldMine system files. Displayed by default, the tools toolbar contains eight icons.

•	Record: commands related to viewing and working with contact records

•	Setup: commands related to defining various functions, such as creating a macro, and setting up an automated process

You must have a mouse to use the toolbar. However, you can access the same commands using your keyboard from the Main Menu.

See also:

GoldMine's Menus and Commands

Customizing the GoldMine Toolbar


Customizing the GoldMine Toolbar

You can set up GoldMine’s toolbar to support your work needs, including the following:

•	Specifying the types and positions of toolbar displays

•	Creating custom toolbars

•	Recording and playing macros that automate multiple-step tasks

Depending on the options enabled, you can add text to each icon, move, edit and/or hide the seven preconfigured toolbars. You can also create custom toolbars that can be moved, edited, hidden, or deleted. The original toolbars or any custom toolbars can contain special icons that will execute macros of automated actions that you record easily from any toolbar display.

See also:

Selecting Toolbar Display and Editing Functions

Moving Toolbars

Hiding a Toolbar

Restoring a Toolbar

Creating a Custom Toolbar

Adding Macros to the Toolbar

Deleting the Toolbar Macro

Deleting Icons or Toolbars


Selecting Toolbar Display and Editing Functions

To enable and/or disable toolbar display and editing functions:

Click with the right mouse button on any toolbar area outside the icons to display the Toolbar local menu. Select the Options... command. The Toolbar Options dialog box will appear.

The Toolbar Options dialog box contains five display and configuration functions:

Show quick help

Check this box to display a very brief description of an icon’s functionality when the mouse pointer is positioned on the icon. Quick help text appears in a small yellow callout below the icon.

Show fly-by status bar help

Check this box to display a brief description of the toolbar icon’s functionality when the mouse pointer is positioned on the icon. Fly-by status bar help appears in the right half of the status bar, which appears at the bottom of the onscreen display.

Show button text

Check this box to enlarge all icons, and to display text within each icon that describes the function performed by the icon.

Allow user configuration

Check this box to enable toolbar editing capabilities, such as adding new icons to a toolbar, moving icons from one toolbar to another, and removing icons from a toolbar.

If this function is disabled, you can still reset the original toolbars to the default icons, create a new toolbar group, and move a toolbar--see Allow undocking and docking below. However, you cannot move icons from existing toolbars into the new toolbar, or insert items into the toolbar. The Insert Item option will not appear on the Toolbar local menu.

Allow undocking and docking

Check this box to be able to release a toolbar from the current position and anchor--or dock--the toolbar at the top of the onscreen display below the Main Menu, or on either side of the work area display.

If this function is disabled, you can still move a floating toolbar (that is, one placed somewhere inside the work area), but you cannot dock the toolbar at the top or either side. However, if a toolbar is docked at the top or either side, you cannot move the toolbar from the docked position.

See also:

Moving Toolbars

Hiding a Toolbar

Restoring a Toolbar

Creating a Custom Toolbar

Adding Macros to the Toolbar

Deleting the Toolbar Macro

Deleting Icons or Toolbars


Moving Toolbars

GoldMine can display a toolbar in a floating state or a docked state. A floating toolbar can be positioned anywhere inside the client area. A docked toolbar is positioned at the top of the onscreen display under the Main Menu, or on either the right side or left side of the onscreen display.

Note:	To toggle any toolbar between docked state and floating state, double-click with the left mouse button on the toolbar. For example, you can move the standard toolbar independently of the schedule or tools toolbar. You can select any original toolbar or custom toolbar to toggle from a docked position to a floating state, and vice versa.

To move a floating toolbar or a docked toolbar:

Click inside the toolbar with the left mouse button, and hold the mouse button while dragging the toolbar, which will appear as an outline until positioned.

To leave the toolbar in the floating state, release the mouse button at any place in the client area. A floating toolbar can be resized into a vertical orientation.

To dock a toolbar on either side of the work area, continue dragging the toolbar to the left side or right side. When the outline changes to a vertical orientation close to the side to which you want to dock the toolbar, release the mouse button. The toolbar will dock on that side. A toolbar can be similarly docked at the top of the screen.

See also:

Selecting Toolbar Display and Editing Functions

Hiding a Toolbar

Restoring a Toolbar

Creating a Custom Toolbar

Adding Macros to the Toolbar

Deleting the Toolbar Macro

Deleting Icons or Toolbars


Hiding a Toolbar

Any or all toolbars can be closed, or hidden from the onscreen display. A hidden toolbar is still available; that is, can be displayed at a later time.

Hiding a Floating Toolbar

To hide a floating toolbar, select the close button in the top left corner of the toolbar. You can also close a floating toolbar from the Toolbar local menu by removing the check from the name of the toolbar. Regardless of how closed, this toolbar will remain closed until selected from either the Toolbar local menu or from the Toolbars dialog box.

Hiding a Docked Toolbar

A docked toolbar can be closed from either the local menu or the Toolbars dialog box. To close a docked toolbar from the Toolbar local menu, remove the check from the name of the toolbar.

To close a docked toolbar from the Toolbars dialog box, display the Toolbar local menu, then select the Toolbars... option. The Toolbars dialog box will appear.

Remove the check from the box corresponding to the toolbar, the select the OK button.

See also:

Selecting Toolbar Display and Editing Functions

Moving Toolbars

Restoring a Toolbar

Creating a Custom Toolbar

Adding Macros to the Toolbar

Deleting the Toolbar Macro

Deleting Icons or Toolbars


Restoring a Toolbar

A hidden, or closed, toolbar can be displayed at any time. The toolbar will appear in the position placed when hidden; that is, the toolbar will appear in a docked position if docked when hidden, or floating in the position where placed when hidden.

Restoring a Toolbar if Toolbars are Displayed

To restore a hidden toolbar if any toolbars are displayed, perform either of the following:

•	Click with the right mouse button on any toolbar area outside the icons to display the Toolbar local menu. From the local menu, select the name of the toolbar that you want to display.

•	Restore a toolbar from the Toolbars dialog box. From the local menu, select the Toolbars... option. The Toolbars dialog box will appear. Select the name of the toolbar that you want to display, then select the OK button.

Restoring a Toolbar if no Toolbars are Displayed

To restore a toolbar after all toolbars have been hidden:

From the Main Menu, select Window|Tool Bar. The Toolbars dialog box will appear, as shown on the facing page.

Check the box corresponding to the name of the toolbar that you want to display, then select the OK button.

See also:

Selecting Toolbar Display and Editing Functions

Moving Toolbars

Hiding a Toolbar

Creating a Custom Toolbar

Adding Macros to the Toolbar

Deleting the Toolbar Macro

Deleting Icons or Toolbars


Creating a Custom Toolbar

You may find that you perform some functions so frequently that grouping the icons corresponding to these functions in a customized toolbar would speed your work. You can create a new toolbar or make changes to any existing toolbar.

To create a new toolbar:

Click with the right mouse button on any toolbar area outside the icons to display the Toolbar local menu. Select either the Insert Item... option or the Toolbars... option.

Note:	The Insert Item... option will appear on the Toolbar local menu only if the Allow user configuration option is enabled in the Toolbar Options dialog box--see the Allow user configuration option.

Depending on the local menu option selected, either the Toolbars dialog box or the Insert Toolbar Item dialog box will appear. From either dialog box, select the New... button.

The New Toolbar dialog box will appear.

Type a name for the toolbar, then select the OK button.

A new floating toolbar will appear. You can now move icons from an existing toolbar to the empty toolbar or copy icons to the new toolbar.

Moving Icons

To move icons between any two toolbars, or within a toolbar:

Click on the selected icon with the right mouse button, then drag to the place on the same toolbar or a target toolbar where you wish to insert the icon. If changing the position of an icon within a toolbar, the icon will appear in the new position. If moving an icon between toolbars, the icon will disappear from the source toolbar and appear in the target toolbar.

Copying Icons to a Toolbar

To copy an icon from a list of icons to a toolbar:

Display the Toolbar local menu, then select the Insert Item... option. The Insert Toolbar Item dialog box will appear.

The Insert Toolbar Item dialog box allows you to add icons to a new or existing toolbar. Click on an icon in the list window to display a description of the function represented by the icon. To add the icon to a toolbar, select the icon with the left mouse button, and drag to position in the target toolbar.

When finished copying icons from the Insert Toolbar Item dialog box, select the Close button.

See also:

Selecting Toolbar Display and Editing Functions

Moving Toolbars

Hiding a Toolbar

Restoring a Toolbar

Adding Macros to the Toolbar

Deleting the Toolbar Macro

Deleting Icons or Toolbars


Adding Macros to the Toolbar

You can create a macro to execute a sequence of tasks that you perform frequently in GoldMine. A macro groups together a series of commands and/or keystrokes into a one-step operation. You can launch the macro from either a special toolbar icon, or by pressing a hot-key combination. For example, if you frequently schedule sales calls to prospects who have received a demo product, you can set up a macro to access the Schedule a Call window, then select an Activity code, and a Reference value. Whenever you either press the hot-key combination for the macro or click on the assigned toolbar icon, GoldMine will automatically perform these steps and schedule a call for the currently selected contact record.

You can assign up to ten macros to a toolbar icon. You can place the macro icon in an existing toolbar, such as the schedule toolbar, or you can create a custom toolbar for your macro(s).

Recording a Macro

You can record a macro that executes any series of GoldMine commands and/or selects field values. You can also set the speed of the macro playback.

To record a macro:

Click with the right mouse button on any toolbar area outside the icons to display the Toolbar local menu. Select the Record Macro... option.

Note:	To start recording a macro using the keyboard, press [Ctrl]-[Shift]-[Home].

The macro controls will appear.

By default, GoldMine will start recording, as indicated by the depressed record macro button. Execute the series of commands, type or select field values, etc., that you want to group as a series of functions in the macro.

Note:	Whenever possible, press keyboard keys instead of moving the mouse to record a macro. If the layout of your work area changes--such as toggling a docked toolbar to the floating state--mouse movements will not have the same effect as when you recorded the macro.

To stop recording, either click on the stop recording button, or press [Ctrl]-[Shift]-[End].

The Define Macro Button dialog box will appear. The Define Macro Button dialog box contains the same options as the Edit Macro Button dialog box, which is shown in the figure on the following page.

Editing Macro Properties

For a new or existing macro, you can define the following properties:

•	Quick help text: briefly describes the macro function below the macro icon

•	Status bar description: describes the macro function on the right side of the status bar

•	Optional hot key: assigns a keystroke combination to execute the macro

•	Playback speed: sets the speed at which the macro will run

Once you have finished recording a macro, the Edit Macro Button dialog box will appear.

Note:	You can also change the properties of an existing macro by displaying the Toolbar local menu, then selecting the Edit Macro... option.

In the window on the left side of the dialog box, select one of the icons to assign to your macro. Define the properties for the icon by completing the fields in the Edit Macro Button dialog box.

The Edit Macro Button dialog box contains the following options:

Popup Quick Help Text

Very brief description of an icon’s functionality that will appear when the mouse pointer is positioned on the icon. Quick help text appears in a small yellow callout below the icon.

Status Bar Description

Brief description of the toolbar icon’s functionality that will appear when the mouse pointer is positioned on the icon. Fly-by status bar help appears in the right half of the status bar, which appears at the bottom of the onscreen display.

Optional Hot Key

Two- or three-key combination that will start the macro. For example, when you position the cursor in this field, then press [Ctrl]-[Shift]-[A], the string Control+Shift+A will appear in the field. You can press [Ctrl]-[Shift]- [A] to run the macro.

Playback

Specifies the speed at which the macro will run. By default, the macro will run at the highest speed supported by your system. However, the macro can execute the functions at the same speed as they were executed during recording.

To select the Recorded Speed option, click on the arrow to the right of the field.

When finished, drag the icon from the Edit Macro Button window to the location in an existing toolbar where you want the macro placed. Once the icon is placed, select the OK button to close the Edit Macro Button window.

See also:

Creating a Custom Toolbar

Deleting the Toolbar Macro


Deleting the Toolbar Macro

To delete a macro that is represented by an icon on the toolbar, you must perform two steps in the following order

•	Deleting the recorded macro

•	Deleting the macro icon

To delete a recorded macro:

Click with the right mouse button on any toolbar area outside the icons to display the Toolbar local menu. Select the Edit Macro... option. The Edit Macro Button dialog box will appear.

Highlight the icon of the macro that you want to erase. Select the Delete button. The Edit Macro Button dialog box will close. However, the icon will remain on the toolbar.

To delete the icon from the toolbar, see Deleting one Icon from a Toolbar.

See also:

Creating a Custom Toolbar

Adding Macros to the Toolbar


Deleting Icons or Toolbars

If you would like to remove an icon from a toolbar, you can delete single icons from any toolbar. You can also delete any custom toolbar. However, while a hidden toolbar is still available, a deleted toolbar must be recreated if needed at a later time.

Deleting one Icon from a Toolbar

An icon can be deleted from any toolbar.

To delete an icon from a toolbar:

In the toolbar, select the icon to be deleted with the right mouse button, then drag the icon into the client area. The icon will disappear.

Note:	If icons have been added or deleted on the original toolbars, the default set of icons can be restored. The reset function does not apply to custom toolbars.

To restore the default set of icons to the seven original toolbars:

Display the local menu on the toolbar to which you want to restore the default set of icons. Select the Reset Toolbar... option. A prompt will appear with the message

Reset the x toolbar with default items?

where x is the name of the toolbar (standard, schedule, tools, or utility).

Select the Yes button. The specified toolbar will appear with the default icons.

Deleting a Custom Toolbar

To delete a custom toolbar, display the Toolbar local menu at the toolbar that you want to delete, then select either the Delete Toolbar... option or the Toolbars...|Delete option.

A prompt window will display the message

Delete the x toolbar?

where x is the name of the toolbar to be deleted.

Select the Yes button.

Note:	The Delete Toolbar... option is available only to remove custom toolbars. In the Toolbars dialog box, the Delete button is not available to remove any of the original toolbars. Instead, the Reset... button is available to return the default set of icons to whichever of these two toolbars is highlighted on the list. You cannot delete any of the seven original toolbars, but you can hide the display by removing the check in front of the toolbar name in the Toolbars dialog box.

See also:

Selecting Toolbar Display and Editing Functions

Moving Toolbars

Hiding a Toolbar

Restoring a Toolbar

Creating a Custom Toolbar

Adding Macros to the Toolbar

Deleting the Toolbar Macro


Working with GoldMine's Objects

GoldMine displays information in the work area in windows that are called objects. You can have several objects in the work area at the same time, and each object can contain different information. GoldMine allows you to minimize an object in the work area by clicking on the horizontal bar button in the upper right corner of the object. A minimized object will appear as an icon just above the status line. You can restore a minimized object to the original size by double-clicking on the icon.

GoldMine displays contact, activity and calendar information in separate objects. Information that is centered around a contact, such as company name, address information, telephone numbers and other information attached to the contact is displayed on a record object referred to as a contact record. Activity information, such as scheduled activities, completed activities, and e-mail is arranged by user name and displayed in the activity list. In addition, a user’s activity information is also displayed in a familiar format on the calendar.

Groups of contact records are displayed a list format called contact groups. You can add and remove contact records to a contact group, as well as add new groups, and build groups based on a variety of criteria.

The Personal Rolodex displays each user’s personal telephone list and allows the user to make changes to the list.

In addition to these objects, GoldMine also provides the contact listing, allowing you to quickly locate a particular contact record. Like the contact record, activity list, and calendar, you can leave the contact listing on the screen. When not in use, you can either minimize or close the contact listing.

Finally, objects are used to present branching scripts and topic scripts. While you are discussing the script information with a prospect, you can minimize the script’s object and return to the prospect’s contact record to enter or edit information. When this action is completed, you can restore the script’s object to resume discussion of the script information.

GoldMine’s objects appear in the GoldMine work area as separate, movable and resizable windows. You can display several objects on the screen simultaneously once and arrange them as you please. For example, you have two different contact records on the screen at the same time as the calendar is displayed.

Only one object can be active at a time. The active object receives all mouse and keyboard input, until a mouse or keyboard command changes the input focus to another object in the work area. The active object is identified by a title bar that is darker than the others.

The Window menu contains commands that help you manage the various object displays in the work area. The following options are available:

Tile

Arranges open objects in the work area so they are all visible at the same time. Windows attempts to set the object to the same size.

Cascade

Arranges open objects in the work area like a stack of cards so only one object is completely visible, but the title bars of all open objects are visible.

Arrange icons

Arranges minimized object icons in the work area.

Close All

Closes all open object windows. GoldMine requires that at least one contact record be open in the work area and will not close the last contact record when this option is selected.

Tool Bar

Hides or displays the toolbar.

Status Bar

Hides or displays the status line.

Below these specific menu items, GoldMine will list currently open objects. You can select one of these options to display the object of your choice.

Each object also has a menu that can be used to change the appearance of the object in the work area. To display the object’s system menu, click on the tile in the upper left corner of the object, click on a minimized object, or press [Alt]-[Spacebar] when the object has the input focus. The following commands are available:

Restore

Restores a minimized object to its previous size. Use this command when you want to re-display an object that has been minimized to an icon.

Move

Moves an object around the work area if arrow keys are pressed. Use this command to place the object in a desired position in the work area.

Size

Changes the size of an object by using the keyboard. Most objects can be sized vertically (become taller or shorter), and the contact record and activity list can also be sized horizontally (become wider or narrower). The calendar cannot be resized. Use the arrow keys to shrink or stretch the object.

Minimize

Minimizes the object to an icon. Use the Restore command to redisplay the minimized object.

Maximize

Sizes the object to the tallest, widest dimensions possible within the work area.

Close

Closes the object and removes it from the work area. GoldMine requires that at least one contact record be open in the work area and will not Close the last contact record when this option is selected.

Next

Changes the input focus to the next object in the work area.

See also:

Selecting Entries from Browse Windows

Selecting Entries from Lookup Windows

Selecting Data Folders with the Tab Bar

Setting a Date with the Graphical Calendar

Setting Time with the Graphical Clock

Using the Toolbar


Selecting Entries from Browse Windows

Throughout GoldMine, you will find lists of data related to the various onscreen fields and dialog boxes, such as names, calendar events, etc. Every field or dialog box listing in GoldMine that contains more than one entry that can be edited by a user is referred to as a browse window. Browse windows are similar to Windows list boxes.

All of GoldMine’s browse windows display information in columns. An elevator bar located to the right of a browse window allows you to scroll through the list for a selection. Scroll arrows on the top and bottom of the elevator bar The elevator bar also allows you to move the elevator box to view the entire contents of the window by “pushing” the data up or down. The position of the elevator box within the elevator bar indicates the approximate position of the currently selected entry in the entire list.

Note:	In some cases, the “thumb” position of the block in the elevator bar of a browse window can be inaccurate. The accuracy of the elevator bar depends on the number of nonunique entries in the browse window relative to the total number of entries. Elevator bars in browse windows that contain a large number of receptive entries will not be as accurate in indicating the relative position of the selected entry. By contrast, elevator bars in browse windows that contain unique entries will be very accurate.

Browse windows are used throughout GoldMine and provide a method of displaying lists of data items online. GoldMine uses browse windows to display lists of contacts, calendar events, reports and many other items.

Although there are many types of windows used in GoldMine (data windows, menu windows, etc.), browse windows are easily recognized by their column style display of information.

One of the records within the browse window will be highlighted. The highlighted record is referred to as the current record or the selected record. To select another record, either press [up-arrow] or [down-arrow] to move the highlight bar in the desired direction, or use the mouse to click on a particular record to select it.

If the top record is highlighted, pressing [up-arrow] will “push” the entire list down. A new top record will be displayed, and the old bottom record will be hidden as the entire list is adjusted downward. Pressing [down-arrow] performs a corresponding but opposite action. This action is known as scrolling.

Other keys have the following actions within the browse window:

[up-arrow]	Move up one record

[down-arrow]	Move down one record

[Ctrl]-[up-arrow]

or	Move to top of list

[Ctrl]-[Page Up]

[Ctrl]-[End]

or	Move to bottom of list

[Ctrl]-[Page Down]

[Page Down]	Display next window of records

[Page Up]	Display previous window of records

[Spacebar]	Display local menu

See also:

Working with GoldMine's Objects

Selecting Entries from Lookup Windows

Setting a Date with the Graphical Calendar

Setting Time with the Graphical Clock

Selecting Data Folders with the Tab Bar

Using the Toolbar


Setting up Values in Lookup Windows

Lookup windows are a special type of browse window. GoldMine’s lookup windows allow you to set up standard values for many of GoldMine’s data entry fields. These lookup values can be used to save time during routine data entry or to enforce uniformity in GoldMine’s data fields. For example, the Title field has a lookup window.

Many fields that have an associated lookup window can be identified by spin controls (triangular arrows to the right of the field). In addition, most fields on the contact record, including custom user fields, have lookup windows associated with them.

When editing a field on screen, press [F2] to display a list of available choices. From the lookup window, highlight an entry with the mouse and double-click the entry, or press arrow keys, then press [Enter], to place that entry in the field being edited. You can set up GoldMine to restrict data entry to only those entries that are in the lookup window.

Note:	An entry in the lookup window can be longer than the width of the field, but only the part of the entry that fits in the field is copied when the lookup entry is selected.

When an entry in a lookup window ends with a semi-colon (;), that entry is inserted before any existing data in the field. This way multiple entries can be placed in a field. When the entry does not end with a semi-colon, choosing that entry will overwrite any data that already appears in the field. In addition, text with a lookup entry that follows a pair of slashes (//) is treated as a comment and is not inserted into the field.

GoldMine controls some lookup windows, such as the User Name lookup window. If an invalid entry is made in one of these fields, the lookup window is automatically displayed so that a valid selection can be made.

The buttons on the lookup window perform the following functions:

New

Adds a new entry to the lookup window.

Properties

Edits the highlighted lookup entry.

Setup

Displays the Setup dialog box, which is described in “Lookup Window Setup” below.

Lookup Window Setup

To ensure that data entered into your contact database is uniform, GoldMine allows you to set certain security options on all lookup windows. Using these security options will standardize values for any data field.

To access the F2 Field Setup dialog box, you must have Master-Rights. Select the Setup button on the lookup window. The F2 Field Setup dialog box will appear.

Each option on the field setup is a toggle. Click on the option once to display a check mark and activate the option; click on it again to remove the check and turn off the option. The following options are available:

Field Name

Allows you to change the title of the lookup window.

Allow Blank Input

Select this option for GoldMine to allow blank entries in the data field. If this option is not checked, and the Force Valid Input field is enabled, the data field linked to this lookup window must contain a value, and that value must appear on the lookup window. Typically, you will select this option to allow GoldMine to skip the field when the value is not known.

Force Valid Input

Requires that an entry must be available from the lookup window to be a valid entry in the data field linked to the lookup window. GoldMine will not allow entries that do not appear in the lookup window. If an illegal entry is made, GoldMine will automatically pop up the lookup window, so that a valid entry can be made.

Allow Adding

Allows additions to be made to the lookup window.

Allow Editing

Allows entries in the lookup window to be modified.

Allow Deleting

Allows entries to be removed from the lookup window.

Pop-up when field is selected

Automatically displays the corresponding F2 lookup window when the field is selected.

See also:

Working with GoldMine's Objects

Selecting Entries from Browse Windows

Setting a Date with the Graphical Calendar

Setting Time with the Graphical Clock

Selecting Data Folders with the Tab Bar

Using the Toolbar


Setting Time with the Graphical Clock

To display an analog graphical clock, either press [F2] or click the right mouse inside a time field. The graphical clock dialog box will appear.

Clicking on the interval marks at the perimeter of the clock changes the time by 15-minute increments. For example, by clicking on the interval marks between 9:00 and 10:00, you can set the time to 9:15, 9:30, 9:45, or 10:00. To select morning hours, click on the radio button corresponding to the am option. To select afternoon or evening hours, click on the radio button corresponding to the pm option (default).

When finished, select the OK button to enter the time in the Time field.

See also:

Setting a Date with the Graphical Calendar


Setting a Date with the Graphical Calendar

To display graphical calendar, either press [F2] or click the right mouse inside a date field. The calendar dialog box will appear.

To change the calendar display to preceding or later dates, click on the Month buttons and Year buttons. For example, select the Month>> button to advance to the calendar display for the month following the currently displayed calendar.

When finished, select the OK button to enter the date in the Date field.

See also:

Setting Time with the Graphical Clock


Displaying Contact Data

GoldMine displays contact information in a contact record. You can have more than one contact record open in GoldMine’s work area and you can position and size multiple contact records within GoldMine work area in many ways. However, one contact record must remain open at all times in the work area.

The contact record is divided into two major parts: an upper part that always contains the same information, and a lower part that can display different types of information. The information in the top portion of the display is called the primary or main contact information, because the upper portion of the contact record always displays the Company name and the name of the primary contact at that company. Although GoldMine does not require you to do so, this portion of the contact record will typically contain the information related to the individual with whom you interact most frequently at a particular company.

The following information appears in the upper portion of the contact record:

Company

Name of the company or organization associated with this contact.

Contact

Name of the primary contact person, first name first. This field normally contains the complete name of the contact; for example, John Q. Smith.

Dept

Primary contact’s department or job function.

Last

Primary contact’s last name. When you create a new contact record, GoldMine extracts the last word in Contact and places it in this field. If this action results in an incorrect last name, as will occur with endings such as Jr., GoldMine allows you to manually correct this error.

Title

Either the business title of the primary contact, such as President, or Account Rep., or proper title of the primary contact, such as Mr., Mrs., or Dr.

Dear

Salutation name of the contact. This field is used to store the salutation line (such as Mike or Mr. Jones) for documents generated with GoldMine.

Source

Source of the contact information. This field should be used to track the source of your leads, such as Yellow Pages, Mailing List, or Referral.

Asst

Name of the primary contact’s assistant or secretary.

Address

Address of the primary contact. Typically, you will use these address lines for the contact’s physical or mailing address. When you perform a mail merge, GoldMine will place this information directly into the document.

Zip

ZIP code of the contact’s address. When you select the Edit|Preferences... option, then open the Record folder to enable the ZIP Code Validation option, GoldMine automatically fills in the city and state with the correct names from the ZIP code database. When Zip Code Validation is enabled, GoldMine allows you to add records to the ZIP code database whenever a contact’s zip code does not already appear in the ZIP code file.

City

City of the contact’s address.

State

State of the contact’s address.

Country

Country of the contact’s address.

Phone

Telephone number and optional extension for either the primary contact or company. GoldMine can store up to three voice telephone numbers on the main contact screen. The extension fields can be used either for actual extensions, or to indicate whether the telephone number is an office, home, car or beeper number.

Fax

Primary contact or company’s facsimile machine telephone number and optional extension.

Key1...
Key5

User-defined fields that can contain any alphanumeric data, such as a salesman’s name, industry description or policy number. You can define different fields for each GoldMine contact database--for information on using multiple contact databases, see Managing Multiple Databases. The field labels (the identifying text to the left of the field) can be changed by holding down [Ctrl] and double-clicking on the field title. Only users with Master-Rights can change field labels.

Key fields are very important, since they allow you to customize your GoldMine database for your specific needs and type of business. If GoldMine does not contain a field you need, you can create the field from a Key field and label it any way you wish.

GoldMine allows you to find information in the Key field quickly, because indexes are maintained on the information in the Key fields.

See also:

Selecting Data Folders with the Tab Bar

Searching for Contacts


Selecting Data Folders with the Tab Bar

The lower portion of the contact screen is divided from the top portion of the screen by the tab bar. Use the tab bar to select the type of information that will be displayed on the lower half of the contact record. Depending on which tab is selected, the lower portion of the contact record will display different types of information. You can select one of these information folders with either the keyboard or the mouse. All of the tab views can also be selected from the Edit| Record View menu.

Note:	These tab folders also have menus, called local menus, that are used to perform specific tasks on the records in the display.

To select one of the tab folders, click on the selected tab with the left mouse button. GoldMine will immediately change the lower portion of the contact record to display the information for that view. To indicate which folder is active, the selected tab will change color, and move in front of the other tabs.

To select one of the tab folders using the keyboard, press and hold [Ctrl], and then press the hot-key corresponding to the desired tab display. The hot-key for each tab is the first letter of the name of the tab. For example, to select the Fields tab, press [Ctrl]-[F]. The only exception is the Profiles tab, which is selected by pressing [Ctrl]-[O].

Note:	Some of the tab folders will contain more information than can be displayed on the contact record. For example, the Notes folder can display, at most, only a fraction of the total capacity of the Note field on the contact record. When more information exists than can be displayed in the folder, GoldMine will activate the elevator bar to the right of the region containing data. The elevator bar allows viewing and displaying of different parts of all the data in the window. For example, when you click on the up-arrow button with the mouse, the entire list is “pushed,” or scrolled, down. A new top record will be displayed, and the old bottom record will be hidden as the entire list is adjusted downward. The down-arrow button performs a corresponding but opposite action.

The tab folder can be resized to display more information at a glance. To enlarge the tab folder panel, position the mouse over the upper separator of the panel, hold down the mouse button, then drag the separator vertically until the panel appears at the desired size.

See also:

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab


Summary Tab

The Summary tab folder shows activity information on the contact and the contact record. To display the Summary folder, click on the tab, press [Ctrl]-[S], or select menu options Edit|Record View|Summary.

When the Summary tab is selected, GoldMine changes the lower portion of the contact record to display summary information on the contact.

The Summary folder displays the following fields in the lower portion of the contact record window:

Comments

Displays miscellaneous information of up to sixty-five characters. Additional comments can be entered in the contact’s Notes. Since the length of this field is greater than the width of the display, GoldMine displays only a portion of the information in the contact record; however, the field can be scrolled to display its entire contents.

Prev Result

Displays reference information entered for the last calendar activity for this contact. GoldMine automatically updates this field each time a calendar activity is completed. This information can also be edited, if desired.

Next Step

Displays information on the next activity to be performed.

Next Action

Earliest scheduled date of a next action for this contact. GoldMine automatically maintains the date of the pending Next Action scheduled on the calendar.

Appointment

Date of the first scheduled appointment.

Call Back

Date of the earliest scheduled call back.

Forecast

Date of the forecasted sale recorded on the calendar with the earliest predicted close date.

Last Contact

GoldMine updates these date and time fields whenever a telephone activity is successfully completed.

Last Attempt

GoldMine updates these date and time fields whenever one of the dialing options is selected from the Dial Menu, but the call is completed as unsuccessful.

Last Update

GoldMine updates these fields to indicate the name of the user who last edited the contact record, and the date on which the edit was made.

Creation

GoldMine updates these fields to indicate the name of the user who created the contact record, and the date on which the record was created.

Record

Record number of the displayed contact record, and the total number of records in the database.


Fields Tab

The Fields tab shows customized information that you set up. To display the Fields folder, click on the tab, press [Ctrl]-[F], or select menu options Edit|Record View|Fields.

When the Fields tab is selected, GoldMine displays the last used user-defined Field view. If you have not added a user-defined Field view, GoldMine displays the End User Screen.

UserDef01...
UserDef10

Ten predefined User Defined fields can be used for any purpose. Field labels are entered by selecting File, Configure GoldMine, Define User Fields, or by holding down [Ctrl] and double-clicking on the field title. Only users with Master-Rights can change field titles.

Note:	User Defined fields should be used only for infrequently searched information. Unlike the Key fields, GoldMine does not maintain an index on the user-defined fields, and as a result, searching for information in these fields will be time-consuming.

GoldMine allows you to add user-defined field views so that you can customize the way data is displayed.

See also:

Defining User Screens and Fields


Notes Tab

The Notes tab folder shows freeform information about the contact. To display the Notes folder, click on the tab, press [Ctrl]-[N], or select menu options Edit|Record View|Notes.

When the Notes tab is selected, GoldMine displays the contact’s primary Notes field in the lower portion of the contact record window. Use the Notes field to store any additional contact information that does not fit conveniently into the fixed-length fields on the contact record. Notes can be used to store directions to a customer work site, comments about a conversation, or any other free-form information.

The Notes field can hold several hundred lines of text for each contact. The actual amount GoldMine can handle will depend on the amount of free memory in your computer. There is a limit of 64,000 characters of information in the Notes field, for each contact.

Note:	Although you can store a large amount of text in the Notes field, screen refresh will slow as the size of the Notes grows. This is because the entire Notes field must be read from disk each time a contact record is displayed. For this reason, you might wish to split very large note fields into manageable segments, and store them either in the Notes field of a Profile record, or store them as a linked document.

If there is more information stored in the Notes than can be displayed in the contact record window, the elevator bars will be activated to allow scrolling through all of the information in the Notes field. These bars allow viewing and displaying of different parts of all the data in the window. For example, when you click on the up-arrow button with the mouse, or press [up-arrow], the entire list is “pushed” down. A new top record will be displayed, and the old bottom record will be hidden as the entire list is adjusted downward. To move the list in the opposite direction, press [down-arrow].


Contacts Tab

The Contacts folder shows information about additional contacts. To display the Contacts folder, click on the tab, press [Ctrl]-[C], or select menu options Edit|Record View|Contacts.

The Contacts folder displays any additional contacts attached to the primary contact in the lower portion of the contact record window. Additional contacts are those people with whom you interact when you communicate with a contact’s organization, such as a secretary. The Contacts folder allows you to view additional contact records, and must be active for you to add or change additional contact information.

The Contacts folder displays the following fields in the lower portion of the contact record window:

Contact

Name of the additional contact.

Title

Title or position of the additional contact.

Reference

Additional information that you might wish to attach to the additional contact record.

Phone

Telephone number of the additional contact.


Profiles Tab

The Profiles tab folder shows custom information about contacts, such as birthdate, that is indexed so that searching for a profile record is easy. To display the Profiles folder, click on the tab, press [Ctrl]-[O], or select menu options Edit|Record View|Profile.

When the Profiles tab is selected, GoldMine displays the profile records of the contact in the bottom portion of the contact record window.

Profiles are used in addition to the standard fields that are maintained for each contact. GoldMine allows you to store a virtually unlimited number of additional user-defined fields in the contact profiles. Using the profiles, it is possible to add an almost unlimited number of additional fields to each contact record.

For example, if one of your contacts makes a purchase, you might want to store his or her credit card number with the contact record. If you use one of the five Key fields, or a User Defined field to hold the card number, that field will be used for each contact record, regardless of whether the contact purchased from your company. On the other hand, when a profile record is used, information is attached only to those contact records that have purchased from you. Using the Profile to hold information needed for only certain contact records will enable you to save the User Defined fields for information common to all contact records.

Each Profile record consists of two fields:

Profile

Name of the profile record entry, such as Credit Card Number or Computer Type.

Note:	GoldMine contains two predefined profiles to manage Internet information:

•	Internet Address

•	Web Site

Internet Address

GoldMine uses the Internet Address profile to send and receive Internet e-mail. If you create a record with a different profile name to store an Internet address for a contact, GoldMine will not recognize the address, and will be unable to send e-mail to the contact.

To add an Internet address for a contact, click on the right mouse button to display the Profiles local menu, then select the New option. The Profile Properties window will appear. By default, GoldMine will display the Profile folder.

In the Profile field, press [F2]. The Profile Names lookup window will appear. Highlight Internet Address, then click on Select to enter an address. In the Reference field, type the Internet mail address; for example, johndoe@somewhere.com. For a contact with multiple Internet addresses, check the Primary address option to designate one address as the default.

You can send e-mail from the Profiles folder to a highlighted Internet address. Right-click on the selected Internet address to display the Profiles local menu. Select the Send E-mail option. The Create Internet E-mail dialog box will appear, from which you can create and send Internet e-mail.

You can also add an Internet address when sending or queuing Internet e-mail to a contact.

Web Site

GoldMine uses the Web site profile to access a Web site. If you create a record with a different profile name to store a Web site address for a contact, GoldMine will not recognize the address, and will be unable to send e-mail to the contact.

To add a Web site address, click on the right mouse button to display the Profiles local menu, then select the New option. The Profile Properties window will appear. By default, GoldMine will display the Profile folder.

In the Profile field, press [F2]. The Profile Names lookup window will appear. Select the New button. The F2 Entry dialog box will appear. After the prompt, Enter the F2 value, type Web Site, then click on the OK button. In the Profile folder, type the site address in the Reference field; for example, http://www.goldminesw.com. To enter the Web site, click on Select.

To access a Web site set up as a profile, select the Web site profile, then right-click to display the Profiles local menu. Select the Web site option.

Reference

Value associated with the profile entry. For example, if the profile entry is Computer Type, then the Reference field entry can be IBM.

See also:

Adding Custom Information with Profiles


Referrals Tab

Referrals are typically used to track lead referrals between the contact record and another record in GoldMine. To display the Referrals folder, click on the Referrals tab, press [Ctrl]-[R], or select menu options Edit|Record View|Referrals.

When the Referrals tab is selected, all of the referral entries associated with the contact are displayed in the lower part of the contact record.

Referrals are used to create a link between two contact records in the contact database. For example, when a prospect is referred to a dealer, a record of the referral can be maintained in GoldMine. Once the link is established, GoldMine allows you to quickly jump to the linked contact record by either double-clicking on a referral record, or by highlighting a referral record then pressing [Enter].

Each referral record in GoldMine consists of two fields:

Referral

Name of the company linked to the referral record.

Reference

Detailed information that can specify the reason for the referral, etc.

See also:

Linking Contacts with Referrals


Pending Tab

The Pending tab shows activities scheduled for the contact. To display the Pending folder, click on the tab, press [Ctrl]-[P], or select menu options Edit|Record View|Pending.

When the Pending tab is selected, all of the pending activities for the contact will appear in the lower portion of the contact record window.

The Pending folder contains the following information:

Activity

Displays one of the following values for the type of scheduled activity:

Appt for appointment

Call Bk for call-back

Action for next action

Message for message

Sale for forecasted sale

RSVP for an RSVP

Other for other action

To-do for a to-do

The activity code corresponding to the scheduled activity is displayed next to the activity type.

Date

Date that the activity is scheduled for completion.

Time

Scheduled time of the activity.

User

Name of the GoldMine user for whom the activity is scheduled.

Code

Job code, or other identifier, that allows you to categorize the activity.

Reference

Reference information entered for the scheduled activity, such as Follow-up or Close deal.

See also:

Managing Activities


History Tab

The History folder shows activities related to the contact that have been completed. To display the History folder, click on the tab, press [Ctrl]-[H], or select menu options Edit|Record View|History.

When the History tab is selected, all of the completed activities will appear in the lower portion of the contact record.

The History folder contains the following information:

Date

Date the activity was completed.

User

Name of the GoldMine user who completed the activity.

Activity

Type of activity. This can be Appt for appointment, Call Bk for call-back, Action for next action, Message for a message record, Rtn Msg for Returned Message, Sale for forecasted sale, RSVP for an RSVP, Other for other action, or Letter for a merged document.

Result

Completion code that allows you to categorize the outcome of the activity. Result codes can be used later to analyze specific completed activities.

Reference

Reference information entered when the activity was completed. This field typically indicates what was actually done, such as Sent Letter or Left message on voice mail.

See also:

Completing Activities


Links Tab

When the Links tab is selected, GoldMine displays all of the contact’s linked documents in the lower portion of the window. Linked documents allow you to store the name of a file associated with a particular contact, and the name of the application used to manipulate or display the file, directly in GoldMine. When a document file is linked with GoldMine, you can launch directly into the application and load the linked file with one operation.

Document links are a very powerful feature in GoldMine that allows you to store virtually any type of information with the contact record. Using document links, you can store, along with the contact record, forms relating to the contact, incoming facsimile images, voice-mail messages, or contact documents created with a word processor. When you need to view or edit the linked file, GoldMine will automatically load both the application and the file, in one operation.

The Links folder contains the following information:

Document

Title of the document.

Type

Document type that must match a registered application in the Windows Registration Database.

File

File name of the linked file.

Date

Date the file was linked to GoldMine.

Access

Owner of the document, which is typically the user name of the GoldMine user who created the document.

See also:

Linking Documents to a Contact

Managing Correspondence


Members Tab

The Members tab appears on the second bank of tabs. To display the Members tab, either click on the left outside the first bank of tabs, or press [Ctrl]-[M]. You can also display the Members tab by selecting menu options Edit|Record View|Member.

When the Members tab is selected, GoldMine displays the groups--that is, a subset of contact records selected on the basis of specified criteria--to which the contact belongs in the lower portion of the window.

Groups are a way of creating subsets of records from a very large database. Groups are composed of contact record members. A contact record can belong to multiple groups.

When the Members tab is selected, all of the groups to which the contact record belongs are displayed in the lower portion of the contact record window.

The Members folder contains the following information:

Group

Descriptive name of each group to which the contact record belongs.

Members

Total number of member contact records in the group. GoldMine automatically updates this value whenever members are added or removed from the group.

User

Owner of the group, which is usually the user name of the GoldMine user who created the group.

Reference

Value by which group members can be referenced. For example, to reference a group by the date that the members were generated, a Reference entry might be Added 09/27/95.

Sort

Field selected on which GoldMine sorts, or orders, the group members. For example, to sort members in alphabetical order by city, the Sort entry would be City.

See also:

Working with Groups


Tracks Tab

The Tracks tab appears on the second bank of tabs. To display the Tracks tab, either click on the left outside the first bank of tabs, or press [Ctrl]-[T]. You can also display the Member tab by selecting menu options Edit|Record View|Tracks.

When the Tracks tab is selected, GoldMine displays automated process tracks assigned to the contact record. A track consists of a sequence of two or more events, which are step-by-step instructions GoldMine must evaluate to perform a specified series of activities.

The Tracks folder contains the following information:

Process

Name of each track to which the contact record is attached.

Last Event

Date on which the last event for each track was triggered.

Next Event

Descriptive name of the next event to be processed for each track attached to this contact record.

Trigger

Trigger for the next event for each track attached to this contact record.

Action

Action for the next event for each track attached to this contact record.

See also:

Automating Work Flow


Creating a New Contact

The contact record is the basic building block from which GoldMine generates all information--vital statistics about the contact such as company, address, and phone information, as well as scheduled activities related to the contact, completed activities, and more. Before you can add information about the contact, you must create a contact record.

To create a contact record, select the File|New Record... option. The Add a New Contact Record dialog box will appear.

Note:	To get the best display results in GoldMine, type upper- and lower-case characters in all field entries. Upper-case characters require almost twice as much display area as upper and lower-case data. When information is entered in all capital letters, you will not be able to see as much information on the contact record as can be displayed when the information is entered in upper- and lower-case.

Type the following information for each field in the Add a New Record dialog box. Once you have typed an entry in a field, press [Tab] to advance to the next field.

Company

Name of the contact’s organization.

Contact

Name of the primary contact at this company.

Phone Number

Main telephone number of the primary contact.

Ext

Telephone extension, if any, for the contact.

International Format

Check this box to apply no formatting to the telephone number fields on the contact record. For a new record, the International Format box will be checked by default if the country setting in the WIN.INI file is not the United States.

If the International Format box is blank, GoldMine will apply formatting consistent with telephone numbers in the United States and Canada.

E-mail Address

Internet e-mail address for the contact. GoldMine will place this address in the Profiles folder.

See also:

Selecting a Record Creation Method

Selecting a Record View Method

Formatting Telephone Numbers


Selecting a Record Creation Method

GoldMine can create a contact record by one of following three methods:

New Record

Creates a contact record with basic information, including company name, contact name, telephone number and extension, and e-mail address. You can edit the record to add a variety of additional information—see Editing Contact Information.

Template Copy

Creates a new contact record containing all the information entered on the Template Record. Information stored on the template record will be automatically entered in the corresponding fields of a new record. You can modify the template record by selecting File|Configure GoldMine|Template Record...

Template replicas are useful in setting up standard or default entries for GoldMine data fields. They allow a new record to be added with a minimum of information having to be manually entered. For example, if most of your contacts are in the state of California, you can set up a template record with CA in the State field. Then, each time you select the Template Record... option, GoldMine will automatically place CA in the State field of the new record.

Duplicate Record

Creates a new contact record with the same information that appears in the current, or previously displayed, contact record. GoldMine will create a new record with all of the information from the old record, except the Company Name, Contact Name and Telephone Number, which are taken from the Creating a New Contact Record dialog box

To select one of the record types from the Add a New Record dialog box, either click on the appropriate button with the left mouse button, or press [Tab] to advance to the Creation Method area, then press [up-arrow] and [down-arrow] to select one of the options.

See also:

Creating a New Contact

Selecting a Record View Method

Formatting Telephone Numbers


Selecting a Record View Method

GoldMine allows you to display a contact record by either of two methods:

Current Window

Displays the new contact record in the current or last active contact record’s window.

New Window

Displays the new record in a separate window, which immediately comes to the foreground. The last active contact record remains in the work area.

To select one of the display methods from the Add a New Record dialog box, either click on the appropriate button with the left mouse button, or press [Tab] to advance to the View Method area, then press [up-arrow] and [down-arrow] to select one of the options.

Regardless of the View Method, the window containing the new contact record becomes the active contact record in GoldMine, allowing you to add or edit information for the remaining fields.

See also:

Creating a New Contact

Selecting a Record Creation Method

Formatting Telephone Numbers


Editing Contact Information

Once you have created a new contact record, you can update the contact record whenever the information becomes outdated. You can use either the mouse or keyboard to initiate editing and to navigate through fields in the contact record.

To use the mouse to edit the contact record currently displayed in the active window, position the mouse pointer inside the field to be edited, then click with the left mouse button to activate a cursor.

To use the keyboard to edit a contact record displayed in an active window, press [Alt]-[E] to access the Edit menu. From the Edit menu drop-down list of commands, select the Edit Contact option.

The cursor will appear in either the Company field, or the last-edited field. To advance between fields, press [Tab]. When finished editing, press [Esc].

Note:	Some fields, such as the Last Update field on the Summary display, are display-only fields. GoldMine generates the value of these fields automatically, and does not allow the user to make changes. If you click on one of these fields with the left mouse button, no action will take place. To advance past these fields, press [Tab].

See also:

Selecting a Record Creation Method

Selecting a Record View Method

Formatting Telephone Numbers


Formatting Telephone Numbers

GoldMine typically formats telephone numbers entered into contact records according to Windows language settings for your system. If your system is set for the English language, GoldMine will format telephone numbers as shown in the following example:

(999)999-9999

If you are using another Windows language setting, GoldMine defaults to the international telephone number format. The international telephone number format is free-form.

Each contact record maintains its own telephone format setting. To specify a particular type of telephone number format when adding a new contact record, you can change the setting of the International Format field in the Add a Contact Record dialog box. When this box is checked, GoldMine does not apply any formatting to the telephone number fields on the contact record. If the country setting in WIN.INI is not USA, the international setting is the default for new contact records; that is, GoldMine will automatically check the International Format check box on new contact records and new personal Rolodex records.

You can change the telephone number format for an existing contact record with the Phone Formatting dialog box. Once the desired contact record has input focus, select the Edit|Dial Phone|Edit Phone Format... option. The Phone Formatting dialog box will appear.

The Phone Formatting dialog box contains the following two options:

USA Format

Applies formatting to the telephone number fields for the currently selected contact record that is consistent with the telephone number format in the United States and Canada.

Non-USA Format

Does not apply any formatting to the telephone numbers for the currently selected contact record.

See also:

Selecting a Record Creation Method

Selecting a Record View Method


Selecting Entries from Lookup Windows

Many of the entries you make into GoldMine fields will contain standard entries. For example, the entries in the Dear field can be limited to a few standard responses, such as Mr., Mrs., Ms., etc. GoldMine facilitates quick data entry into these fields through lookup windows. Lookup windows can be customized by you to contain frequently used entries for a particular field. To display the lookup for a field, position the cursor within the field, then either press [F2], or click the right mouse button.

This list box contains frequently used entries for the Title field. You can select an entry to place in the Title field using either the keyboard or mouse.

To select an entry with the mouse, either double-click on the entry with the left-mouse button, or click on the entry then click on the Select button with the left mouse button. The lookup window will close and the selected entry will be placed in the appropriate field on the contact record.

To select an entry with the keyboard, press [up-arrow] and [down-arrow] to move the highlight to the desired entry, then press [Enter]. The lookup window will disappear and the selected entry will be placed in the appropriate field on the contact record.

You can add values to the lookup window by selecting the New button.

If a displayed lookup window contains no appropriate values, you can close the lookup window and return to the original field by either clicking on the Cancel button, or pressing [Esc].


Creating and Editing Notes

You can store additional contact information that does not fit conveniently into any of the contact’s fixed-length fields in GoldMine’s Notes folder. The Notes folder can be used to hold directions to a customer work site, comments about a conversation, etc. Each contact record can hold several hundred lines of notes. There is a limit of 64,000 characters of information in the Notes field for each contact.

Multiple Notes entries are normally separated by a note header. The note header is a line of text in the Notes folder that contains the name of the user that created the note entry, and the date and time that the entry was made. GoldMine automatically creates and inserts this information when a new note is added to the contact record.

To enter new text into the contact’s notes, from the Edit menu, select Insert a Note. GoldMine will open the Notes folder, insert a new header at the top of the existing entries, and position the cursor immediately below the new header.

To access the Notes folder from the keyboard, press [Ctrl]-[I].

Note: You must either select the Edit|Insert a Note option, or press [Ctrl]-[I] to insert a header. If you double-click in the Notes folder to add text, GoldMine will not place a header at the beginning of your entry.

When you have finished typing note information, press [Esc]. GoldMine will display the prompt

Save Changes to Notes?

that allows you to save the changes or exit without saving the changes. If you select an option that causes the Notes to lose the input focus, such as selecting another tab, GoldMine will automatically save the Notes.

Selected text in the Notes folder can be deleted, cut, copied to the clipboard, or pasted from the clipboard to text in the folder.

To select text using the mouse, position the cursor at the beginning of the text that you wish to select by clicking the left mouse button on the point within the Notes. The cursor will move to that position. Click and hold the left mouse button as you drag the cursor to the ending point of the selection, and then release the left mouse button. GoldMine will highlight the selected text while you drag the cursor, and the text will remain highlighted after you release the left mouse button.

To select text using the keyboard, use the arrow keys to position the cursor at the beginning of the text that you wish to select. Then press and hold [Shift], and press arrow keys to position the cursor at the end point of the text you wish to select. GoldMine will highlight the selected text while you move the cursor, and the text will remain highlighted after you release [Shift].

When working with text in the Notes folder, you can perform common editing tasks by selecting options from the Edit menu or the Notes local menu. To access the Notes local menu, click on the right mouse button while working in the Notes folder. The following options are available from both the Edit menu and from the Notes local menu:

Undo

Select this option or press [Ctrl]-[Z] to reverse the last action performed. For example, if you delete text accidentally, select Undo to restore the text.

Cut

Select this option or press [Ctrl]-[X] to remove selected text from the Notes display and copy the text into the clipboard. You can later Paste this text back into another contact’s Notes, or into another application, such as the Notepad, or into a word processor file.

Copy

Select this option or press [Ctrl]-[C] to duplicate selected text from the Notes display and copy the text into the clipboard. This option does not remove the selected text from the original source. You can later Paste this text into another contact’s Notes, or into another application, such as the Notepad, or into a word processor file.

Paste

Text in the clipboard can be pasted into the selected area by selecting the Edit|Paste option, or pressing [Ctrl]-[V].

The Notes local menu contains two options that are not available from the Edit menu:

Delete

Select this option or press [Delete] to remove selected text from the Notes display without copying the text to the clipboard.

Select All

Highlights all text in the Notes folder of the currently active contact record. You can then perform another action on this text block, such as Cut or Copy.

See also:

Notes Tab


Creating an Additional Contact

To add an additional contact:

Display the contact record to which you want to add the additional contact, then select the Contacts tab. Click on the right mouse button to display the Contacts local menu. Select the New... option. The Contact dialog box will appear.

The Contact dialog box contains the following fields:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Contact

Name of the additional contact. Entries in this field are typically in the same format as entries in the primary Contact field.

Title

Title of the additional contact. This field shares a lookup window with the Title field on the main contact screen.

Reference

Any information that describes an attribute of the additional contact.

Phone

Telephone number of the additional contact.

Ext

Telephone extension of the additional contact.

Address

Two lines are provided for storing the address of the additional contact.

City

City of the additional contact’s address.

State

State of the additional contact’s address.

ZIP

ZIP code of the additional contact’s address. When ZIP Code Validation is enabled, GoldMine automatically fills in the city and state with the correct names from the ZIP code database. When ZIP Code Validation is enabled, GoldMine allows you to add records to the ZIP code database whenever a contact’s ZIP code does not already appear in the ZIP code file.

Country

Country in which the additional contact is located.

Notes

Each additional contact has a Notes field that is separate from the primary contact’s Notes. This field can be used to store any additional information you desire. Like the primary Notes field, the additional contact Notes field is limited to 64,000 characters for each additional contact.

See also:

Working with Additional Contacts

Converting an Additional Contact to a Separate Record


Working with Additional Contacts

Most operations with additional contacts are performed using the Additional Contact local menu. This local menu contains options that act on additional contact records displayed in the Contacts folder. To display the Contacts folder, press [Tab] to advance to the Contacts tab, click on the Contacts tab with the left mouse button, or press [Ctrl]-[C].

To display the Additional Contact local menu within the Contacts folder, position the mouse pointer in the Contact browse window, then click on the right mouse button.

The Additional Contact local menu contains the following options:

Dial

Activates GoldMine’s autodialer and dials the telephone number stored with the selected additional contact record.

Swap with Primary

Exchanges the selected additional contact information with the primary contact information. The primary contact Name, Title, Address and Telephone Number is used to create a new additional contact, and the selected additional contact’s information is placed in the primary contact fields.

Use this option when an additional contact becomes the main person with whom you are in contact.

Convert to Record

Creates a complete contact record using all the information from the primary contact information linked to the additional contact, except for the Contact, Title, Comments, Address, and Phone1 fields, which are taken from the selected additional contact. If any of the additional contact fields are empty, the data is obtained from the primary contact information. The Reference field from the additional contact is exchanged with the Comments field.

When a new contact record is Created from an additional contact, a link is maintained with the old primary contact record of the additional contact. GoldMine will display the Convert to New Contact Records dialog box, from which you an change the additional contact into a separate contact record. You can select options to define the relationship between the original contact record and the new contact record created from the additional contact.

Goto Record

Displays the contact record linked to the highlighted additional contact record in the current contact record window.

New

Creates a new additional contact record. This option does not require an additional contact record to be selected, or even exist.

Delete

Removes the selected additional contact record.

Properties

Edits the selected additional contact record.

Most of the options in the Additional Contacts local menu act on a single selected additional contact record. You cannot select any option when there are no additional contact records in the tab folder. To select an additional contact record, click on the record name with the left mouse button, then display the local menu using the right mouse button.

See also:

Editing an Additional Contact

Converting an Additional Contact to a Separate Record


Editing an Additional Contact

To make changes to an additional contact record, you must select the additional contact record by one of two methods:

•	Double-click on the record with the left mouse button

•	Press [up-arrow] or [down-arrow] to move the highlight bar to the record

Once you have selected a contact record, display the Additional Contact local menu, and select the Properties... option.

See also:

Working with Additional Contacts

Converting an Additional Contact to a Separate Record


Converting an Additional Contact to a Separate Record

When you select the Convert to Record option from the Additional Contacts local menu, the Convert to New Contact Records dialog box will appear. The Convert to New Contact Records dialog box contains three exclusive options for converting additional contacts into separate contact records:

Convert [contact] to a new record

Creates a complete contact record from the additional contact selected in the contact record. GoldMine will name the additional contact in the option.

Convert all additional contacts of [organization]

Creates a complete contact record for each additional contact added to the Contacts folder of all contact records with the same organization entry in the Company field. GoldMine will name the organization in the option.

Convert all records in the Demo File database

Creates a complete contact record for each additional contact added to the Contacts folder of all contact records in the currently open database. GoldMine will name the database in the option.

The Convert to New Contact Records dialog box contains three options that can be used alone, or in any combination with the selected conversion option:

Include converted contacts in the organization tree

Places the converted contact in the section of the organizational chart that is created for the organization.

Remove converted records from the Contacts tab

Deletes the additional contact from the Contacts folder.

Insert a history record indicating conversion

Creates a history record in the converted contact record that shows the Date, User, Activity type, and Reference information about the conversion of the additional contact into a separate contact record.

See also:

Working with Additional Contacts

Editing an Additional Contact


Adding Custom Information with Profiles

A profile is typically used to store information that does not need to be tracked for all contacts. In addition, you can search for profile records very quickly because GoldMine maintains an index on all profile entries.

For example, if one of your contacts made a credit card purchase from you, you can store his or her credit card number with the contact record under the Profile folder. If you use one of the five Key fields, or one of the User Defined fields to store the card number, that User Defined field will be reserved for a credit card number for each contact record in the database, regardless of whether the contact has purchased from your company. On the other hand, when a profile record is used, information is attached only to those contact records of customers who have purchased from you. Using the profile to store information needed for only certain contact records will enable you to save the User Defined fields for information common to all contact records. Using profiles also allows you to query data using the Query|Profile Records... option, rather than the slower Query|Search option.

GoldMine provides two types of profile displays:

•	Standard Profile: basic profile information associated with the Profiles tab that appears on the first bank of the contact record tab bar.

•	Expanded Profile: any standard profile can be extended to provide additional information. This additional information can remain associated with the standard Profiles folder, or a custom user-defined folder can be created to contain the information. GoldMine reserves the third and fourth banks of the contact record tab bar for up to 18 optional user-defined tabs.

Any profile display can contain one or more profile records that provide user-defined information for the contact record. This information is provided by up to eight custom fields. All users can track information about the creation and updates to the custom profile.

You can access the Profiles folder in one of three ways:

•	Press [Tab] to advance to the Profiles tab

•	Click on the Profiles tab with the left mouse button

•	Press [Ctrl]-[O]

The Profiles browse window contains three columns: creation Date, Profile and Reference.

In the Profiles folder, the Profile column contains the name of the Profile, such as Computer Type. The Reference column lists the value, or data, associated with the Profile name. For example, the profile Computer Type might have Reference values of IBM, DEC, HP, etc.

See also:

Working with Profiles


Working with Profiles

Like additional contacts, the Profiles folder provides a local menu. To display the Profile local menu, position the mouse pointer in the Profiles browse window, then either click the right mouse button, or press [Spacebar].

Profile Local Menu

The Profile local menu contains the following options:

New...

Adds a new profile to the contact record. GoldMine will display the Profile Properties window in which you can create only a standard profile, or use the standard profile as the basis of an expanded profile.

Delete...

Removes the selected profile.

Properties...

Allows you to edit the selected profile record. GoldMine will display the Profile Properties window in which you can modify a standard profile, or modify details in an expanded profile.

See also:

Adding a Profile

Adding Custom Information with Profiles

Profile Properties Window

Displaying Information about a Profile Record


Profile Properties Window

When you select the Properties... option or the New... option from the Profile local menu, the Profile Properties window will appear.

The Profile Properties window contains a tiered set of dialog boxes, or folders, that allows you to define the following profile parameters for either a standard profile or an expanded profile:

•	Profile: allows you to select or create a name, reference, and notes for a profile record standard profile

•	Details: specifies field values to appear with custom field labels created in the Setup folder expanded profile

•	Audit: displays information about the profile record, for both the standard and expanded profiles

•	Setup: specifies field labels and an optional tab name for an expanded profile

For any new profile, you must define the Profile name and reference before you can work in any other Profile Properties folder.

See also:

Adding a Profile


Adding a Profile

You can define a new profile to track basic information on any topic that is meaningful to your business or to relate to contacts in a more logical way. The basic definition creates a standard profile. To track additional details about a standard profile, you can then use an expanded profile.

To add a profile:

From the Profile local menu, select the New... option. By default, the Profile Properties window will show the Profile folder.

The Profile folder contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Profile

Category of information, such as Birthday or Invoice Address, that will appear in the currently selected contact record. You can only enter a predefined profile type in this field.

Note:	You must select a Profile name before you can select a Reference value. If you try to access the Reference field before selecting a profile type, the Profile Choices lookup window will appear, requiring you to select a profile entry before continuing.

Reference

Specific value that corresponds to the profile type. For example, if the Profile is Computer Type, corresponding Reference values can include IBM, DEC, Mac, etc. Depending on the profile, you can enter multiple values. You can either type a value in this field, or select a predefined value.

Notes

Additional information of up to 64,000 characters.

Each profile record has a Notes field. For example, if a contact record contains three profiles, such as Birthday, Computer Type, and Invoice Address, each profile record will include a unique Notes field.

When finished, either select the OK button to add the profile record to the currently selected contact record, or, to add details to the standard profile, continue with “Adding Details to a Profile

Adding Details to a Profile

If a user with Master-Rights has defined field labels for an expanded profile, any user can use an expanded profile to track details for a standard profile on a selected contact record. You can set up field labels to define appropriate types of details for the profile

To use an expanded profile:

From the Profile Properties window, select the Details tab. The Details folder will appear.

The Details folder contains eight fields that can appear on the profile detail record. The field label entries in the Setup folder determine the actual field names that appear in this folder.

The Details folder displays all eight fields. However, only the first three field labels will appear as column headings in an expanded profile browse window. The first two columns always display:

•	Date that the profile record was added to the contact record

•βProfile name

You can type a value in each field, or select a predefined value. To scroll through available values, click on the spin controls (triangular arrows) to the right of the field.

To display a list of previously defined values, press [F2] inside the field. A field entry lookup window will appear. You can select a value, set up a new value, or edit an existing value.

When finished selecting field values, select the OK button. The Profile Properties window will close. If defined, the first three user-defined fields will appear as column headings in the expanded profile folder.

Accessing Profile Details

If a profile has details, GoldMine will display the details in an expanded profile folder. Depending on the profile setup, you can access an expanded profile in one of two ways:

•	Standard profile folder local menu: selecting the Properties... option on the Profiles local menu will display the Profile Properties window, which contains the details for the selected profile

•	User-defined profile folder: frequently accessed profile information can be tracked in a user-defined tab folder

See also:

Profiles Tab

Profile Properties Window

Displaying Information about a Profile Record


Standard Profile Folder

GoldMine lists standard profiles for a contact record under the Profiles tab in the first bank of the tab bar. To view details for a profile, select the profile, then display the Profile local menu.

From the Profile local menu, select the Properties... option. The Profile Properties window will appear. The title that actually appears in this window will correspond to the profile name, such as Computer Type or Product Interests. Select the Details tab to view the expanded profile.

To close the expanded profile, select the OK button.

See also:

User-Defined Profile Folders


User-Defined Profile Folders

GoldMine reserves a third and fourth bank of tabs on the contact record for up to eighteen user-defined folders. The third bank will always appear on the tab bar, even if no custom folders have been defined.

To access the third bank of tabs, click on the partial tab that appears on the very right of the tab bar. You can also access the tab by pressing the hot-key combination, if assigned. For example, the hot-key combination for the Profiles tab is [Alt]-[O].

Note:	Each bank in the tab bar can contain up to nine tabs. At least ten custom tabs must be set up for GoldMine to display the fourth bank.

GoldMine will display up to five columns of information in the browse window for the expanded profile. To view information defined for other fields, display the local menu, then select the Properties... option to access the Profile Properties window for the selected profile record.

See also:

Standard Profile Folder


Displaying Information about a Profile Record

Any GoldMine user can view a log that provides information about the creation and last modification to a selected profile record.

To display the log for a selected profile record:

Select the profile that you want to view, then display the Profile local menu. Select the Properties... option. The Profile Properties dialog box will appear. The actual title of the window will show the profile type you selected; for example, Product Interests or Computer Type.

Select the Audit tab. The Audit folder will appear.

The Audit folder displays the following information about the selected profile for record creation and last update:

User

GoldMine user identification for the individual who created the profile record.

Date

Date that the profile record was either created or last modified.

Time

Time that the profile record was either created or last modified.

When finished, select the OK button to close the Profile Properties window.


Linking Contacts with Referrals

Referral entries create a link between the current contact and other contact records in the contact database. Although Referrals are designed primarily to track lead referrals, you can use Referrals to link a contact record with another contact record for any desired reason.

Each referral record contains four fields: the Date the referral was made; Referred To, which contains the name of the linked referral record; Reference, which can contain other information you desire; and the name of the User who made the referral.

Like the Contacts and Profile folder displays, the Referrals folder uses a local menu. To display the Referrals local menu, click the right mouse button in the Referrals folder. The local menu contains the following options:

New Referral...

Refers or links the displayed contact record to another contact record.

Goto Referral

Displays the contact record linked to the selected referral in the current contact record.

Properties...

Edits the selected referral’s Reference field.

Delete...

Removes the selected referral entry from the folder only.


Creating a Referral

To create a referral, select the New Referral... option from the Referrals local menu. GoldMine will display the Contact Listing dialog box.

Using the Contact Listing dialog box, locate the contact to whom you wish to refer the displayed contact. Select this contact record by double-clicking on the contact in the Contact Listing browse window. GoldMine will display the Referral Profile dialog box.

The Referral Profile dialog box contains the following options:

Add to active group

Includes the selected contact record with the currently active group.

Reference

Reference information to be stored with each referral record.

To scroll through available values, click on the spin controls (triangular arrows) to the right of the field.

To display a list of previously defined values, press [F2] inside the field.

Notes

Additional information of up to 64,000 characters to be stored with each referral record.

When finished, select the OK button. GoldMine will add a Referred entry in the displayed contact record’s Referral window. GoldMine will also add a Referral entry to the contact record that has received the referral.


Linking Documents to a Contact

Linked documents allow you to store the name of a file associated with a particular contact, and the name of the application used to manipulate or display the file directly in GoldMine. When a document file is linked with GoldMine, you can launch the application and load the linked file with one operation.

Document links are a very powerful feature that allow you to store virtually any type of information for the contacts in GoldMine. Using document links, you can store forms associated with the contact, a graphics image, such as a photo of the contact, incoming facsimile, voice-mail messages, or contract documents created with a word processor. Whenever you need to view or edit the linked file, GoldMine will automatically load both the application and associated file in one operation.

Document links are displayed on the Links folder. To display this folder, either select the Links tab, or press [Ctrl]-[L].

See also:

Links Tab

Launching a Linked Document


Starting an Application and Loading a File from GoldMine

GoldMine can load the application and file at the same time only if you have specified a file association for that type of file. File associations instruct Windows to associate a file that has a certain extension with a particular application. For example, you can inform Windows to associate all files that have the extension .DOC with Word for Windows.

File associations are an integral part of the Windows operating system and are not part of GoldMine. Windows stores this information in the WIN.INI file, and in the registration database. Typically, when applications are installed under Windows, they automatically insert their document associations in the WIN.INI file or in the Windows Registration Database.

You can specify a file association in Windows Explorer. Within Windows Explorer, select the View|Options... option. The Options dialog box will appear. Select the File Types folder.

From the File Types folder, select the New Type... button. The Add New File Type dialog box will appear.

In the required Associated Extension field, type a one, two, or three character extension you want to associate, such as .DOC. You can also type an optional title for the application in the Description of type field. Select the New... button. The New Action dialog box will appear, where you can complete the Action and Application used to perform action fields.

To find the path and application name, select the Browse... button. Scroll through the list of applications until you locate the associated application, then select the OK button. For more information, see the Windows online documentation, or check with the manufacturer of the associated application.

See also:

Launching a Linked Document


Launching a Linked Document

To launch a linked document and start its application, double-click on the desired document in the Links folder. If a valid file association is defined for the file’s extension, GoldMine will start the application and load the document.

Using the Local Menu to Create a Document Link

GoldMine can create document links either by using the local menu on the Links tab of the contact record, or by using file drag-and-drop with an application that supports file dragging, such as Windows Explorer.

To create a document link using the local menu on the Links folder, display the Links local menu by either clicking on the right mouse button when the mouse pointer is positioned in the Links display area or pressing [Spacebar]. The local menu contains the following options:

Launch

Launches and loads the highlighted file and its application. This is the same as double-clicking on the linked document entry in the Links display.

Properties...

Edits the highlighted link record.

New...

Creates a new link.

Delete...

Deletes the highlighted link record. The actual file is not deleted.

To create a new link, select the New... option. The Linked Document Profile dialog box will appear.

The Linked Document Profile dialog box contains the following options:

Document Name

Descriptive name for the linked document of up to 30 alphanumeric characters. This name will appear in the Title column of the Links folder of the contact record.

Owner

User name of the GoldMine user who controls the linked document. The default is (public), which makes this a public document.

Notes

Notes associated with the linked document record.

File Name

Path and file name of the document you wish to link. To search for the file, select the Browse button to the right of the field.

Synchronize

Check this box for GoldMine to include the document in a transfer set, so that the document is included in the transfer set for remote synchronization.

Creating a Document Link using Drag-and-Drop

Using drag-and-drop is the quickest way to link a document to GoldMine. Highlight the document name in the application that supports drag-and-drop (such as Windows Explorer) by holding down the left mouse button, then drag the file icon to the currently open record, and release the button. GoldMine will display the Linked Document Profile dialog box. Type the linked document name in Document Name.

See also:

Links Tab

Starting an Application and Loading a File from GoldMine


Using the Personal Rolodex

As you use GoldMine every day to stay in touch with your contacts, you may also want to keep a separate phone log for other important or commonly used telephone numbers. The Personal Rolodex feature allows you to maintain a private file for any telephone numbers that you want to access easily while working in GoldMine. This file is designed for private use by an individual user. The only way to access a Personal Rolodex is to log in to GoldMine as the user who created the file.

To access the Personal Rolodex:

From the View menu, select the Personal Rolodex option. The Personal Rolodex dialog box will appear.

The Personal Rolodex dialog box includes a browse window that lists each individual or company by name and telephone number. Entries are listed in alphabetical order.

The Personal Rolodex contains the following options:

Find Contact

Name of the person or company corresponding to the record that you want to retrieve from the browse window. By default, GoldMine will display the name of the last-selected contact in this field when you access the Personal Rolodex dialog box.

GoldMine will retrieve the record that most closely matches the entry in this field. The search does not require an exactly correct entry, and the search is not case-sensitive; that is, you do not have to type upper-case or lower-case characters exactly as they appear in the record.

Dial

Activates GoldMine’s autodialer, which starts dialing the telephone number to the selected record. The Phone Dialer dialog box will appear.

Note:	Dial is the active button in the Personal Rolodex dialog box. That is, to start dialing, you can either click on the Dial button, or press [Enter].

New

Displays the Rolodex Entry dialog box, in which you can enter information to create a new Personal Rolodex record.

Properties

Displays the Rolodex Entry dialog box, in which you can change information about a Personal Rolodex record.

Delete

Removes the selected record from the Personal Rolodex.

See also:

Adding and Maintaining Entries in Your Personal Rolodex

Autodialing a Telephone Number


Adding and Maintaining Entries in Your Personal Rolodex

You can add entries to your Personal Rolodex, and change existing entries. Whatever you enter in the Personal Rolodex is private. The only way to access a Personal Rolodex is to log in to GoldMine as the user who created the file.

To add or edit entries in your Personal Rolodex:

From the Personal Rolodex dialog box, select either the New button to add a record, or the Properties button to change a record. The Contact Profile dialog box will appear.

When you are creating a new entry, the Rolodex Entry dialog box will contain no entries. When you are editing an entry, the existing values will appear.

The Rolodex Entry dialog box contains the following options:

Contact

Name of the individual or company by which you can search for the record.

Phone

Telephone number for the Contact.

International Format

Applies no formatting to the Phone telephone number. Check this box if the telephone number is for a location outside the United States or Canada.

If the telephone number is for a location in the United States or Canada, leave this box blank.

When finished, select the OK button to enter a new contact or to save changes to an existing contact entry.

See also:

Using the Personal Rolodex

Autodialing a Telephone Number


Autodialing a Telephone Number

GoldMine’s autodialer enables you to perform hands-free dialing to the telephone number you select in your Personal Rolodex. To use the autodialer:

From the Personal Rolodex dialog box, select the Dial button. The Phone Dialer dialog box will appear.

The Phone Dialer dialog box contains the following options:

Dialing

Displays the dialing string; that is, the telephone number plus any prefix (such as long-distance access number 1) and/or prefix required to connect to the telephone number.

Status

Displays messages that describe the call-in-progress.

Complete a call

Sets GoldMine to complete the connection to the telephone number, then wait for you to select the Pick-up button before closing the modem port, and resetting the modem.

If you do not select the Complete a call option, you must pick up the handset before the modem completes dialing.

Pick up

Allows you to “take over” the call from the autodialer. If you have selected the Complete a call option, GoldMine will wait until you click on the Pick up button before hanging up the modem. Be sure to pick up the telephone handset before you click on the Pick up button.

Cancel

Stops modem activity at any point during the dialing process.

See also:

Using the Personal Rolodex

Adding and Maintaining Entries in Your Personal Rolodex


Searching for Contacts

Trying to move through records one-at-a-time by pressing [Page Up] and [Page Down] is inefficient and time-consuming in a large database. With any database that contains more than a few dozen records, users need quick and easy retrieval methods. GoldMine provides several methods to locate a record quickly:

•	Conducting a search based on a field value by selecting one--or more--of GoldMine’s Query menu options

•	Conducting a search based on a field value by double-clicking on a field in a contact record

•	Displaying last-viewed records


Finding a Contact Record

GoldMine provides most of the record locating features in the Query menu. Query menu options allow you to search through the contact database for records based on the following criteria:

•	Indexed fields

•	Profile fields

•	All fields, including nonindexed fields

•	Location of the record in the contact database

See also:

Searching with the Contact Listing


Searching on Indexed Fields

GoldMine maintains indexes on the most commonly searched fields: Company, Contact, Last (name), Phone1, City, Zip, Account No. and the five user-defined Key fields. When you need to search for a particular contact based on a value in one of these fields, GoldMine can locate the record almost instantly.

Note:	You can also conduct a fast search based on a profile because profile records are also indexed.

Each Query menu option is discussed on the following pages.

The first five options on the Query menu will search for records based on a specified value in one of the following indexed fields:

Note:	The actual Query menu command name used to select the Company... option, Contact... option, Last... option, the Phone1... option, or any of the Indexed Fields options depends on the label assigned to the field. For example, if you change the label on the Company field to Corporation, then the Query menu command to search this field will appear as Corporation.

Company...

Searches for a contact record based on values in the Company field.

Contact...

Searches for a contact record based on values in the Contact field.

Last...

Searches for a contact record based on values in the Last name field.

Phone1...

Searches for a contact record based on values in the Phone1 field. This option is useful when the spelling of a contact’s name is not known.

The Query|Indexed Fields option accesses the following search commands:

Zip...

Searches for a contact record based on values in the Zip field.

City...

Searches for a contact record based on values in the City field.

Account No...

Searches for a contact record based on values in the Account Number field. The first six characters of Account Number contain the date (in a YYMMDD format) that the record was created, allowing you to use this option to locate a contact record created on a specific date.

Note:	You may not be able to relabel the Account No field. This field appears only in contact records created by the Complete Record Creation Method.

Key 1
Key 2
Key 3
Key 4
Key 5

Each key field option searches for a contact record based on values in the selected Key field. The actual command name on the menu used to select these options depends on the local label assigned to the Key field. When you first install GoldMine, the five fields are assigned the following local labels:

Sales Person

Contact Type

Industry

SIC Code

Open

However, you can change the local label assigned to any of these fields. For example, if you change the local label on the Key 1 field to Account Rep, then the menu command to search Key 1 will appear as Account Rep.

To change a local label, press and hold [Ctrl] and double-click on the field name. The Field Label dialog box will appear.

Type a new name in the Local Label field, then select the OK button. The Field Label dialog box will close, and the new field name will appear both in the contact record, and in the Query|Indexed Fields menu.

When you select one of these indexed field options from the Query menu, the condensed Contact Listing dialog box will appear.

Note:	You can also display the Contact Listing dialog box by either double-clicking on the label (not the entered value) of an indexed field on the contact record, or selecting the Find Contact icon on the toolbar.

The condensed version of the Contact Listing dialog box contains the following options:

Find Value

Field entry, such as a company name like GoldMine Software, that you want to find in the contact database. The field value entered in the contact record that currently has input focus will appear in the Find Value field.

GoldMine will search for this value--or the new value that you enter--in the field specified in Sort Order.

Sort Order

Field on which GoldMine will search. Depending on how you access the Contact Listing dialog box, GoldMine will display the field you selected either from the Query menu, or by double-clicking on the field label.

However, you can change the field value to conduct multiple searches from the same Contact Listing dialog box. To select an indexed field from a drop-down list, click on the arrow to the right of the field.

Expand

Increases the Contact Listing dialog box to display details.

As soon as you type a value in the Find Value field, the first matching contact record will appear in the background.

When selecting a Query menu option to conduct a search for records, the condensed Contact Listing dialog box may provide enough information to meet your needs, especially if you are looking for a single contact record. However, you can select the Expand button to display a list of all records that match the search value, and to access additional search features.

See also:

Searching with the Contact Listing


Searching with the Contact Listing

When you select any one of the Query menu’s indexed field options described in the previous section, the Contact Listing dialog box will appear.

Note:	You can also display the Contact Listing dialog box by either double-clicking on the label (not the entered value) of an indexed field on the contact record, or selecting the Find Contact icon on the toolbar.

Selecting a Query menu field option, such as Company, or double-clicking on the label of an indexed field will display the condensed Contact Listing dialog box. If you select the Find Contact icon, the expanded version of the Contact Listing dialog box will appear.

The expanded Contact Listing dialog box displays the contacts in the database that match the Find Value entry for the field you selected from the Query menu. For example, if you select the Query menu option Company, then type Acme Products in the Find Value field, GoldMine will list all records that contain a Company entry of Acme Products, and/or those with entries close in alphabetical order.

The search results appear in a browse window that displays three columns of information:

•	Company

•	Contact

•	Selected search field, unless the selected search field is Company or Contact, in which case the third column is Phone1. However, you can select any field in the contact database for the third column display--see the option 3rd Column.

As with records and the activity list, you can leave the Contact Listing dialog box onscreen while you work with other GoldMine functions. For example, if you need to view or edit information in the contact record, either click on any visible portion of the contact record, or select the record by contact name from the Window menu.

After you enter the Find Value, press [Enter] to bring the record to the foreground. The selected record will come to the foreground and overlap the Contact Listing dialog box. To return to the Contact Listing dialog box, click on any visible portion of the Contact Listing dialog box. The Window menu contains other options to manage the size, position, and arrangement of objects in GoldMine’s work area.

There are two modes to view information and access options in the Contact Listing dialog box:

•	Condensed mode: displays minimal search options

•	Expanded mode: displays all search options

The condensed Contact Listing dialog box will probably meet most search needs, especially if you are trying to retrieve a single contact record. However, when you expect to retrieve a number of records and/or want to set other search parameters, the expanded mode provides additional search and display options.

The expanded Contact Listing dialog box contains the following options:

Find Value

Field entry, such as a company name like GoldMine Software, that you want to find in the contact database. The field value entered in the contact record that currently has input focus will appear in the Find Value field.

GoldMine will search for this value--or the new value that you enter--in the field specified in Sort Order.

Note:	GoldMine’s search is not case-sensitive--upper- and lower-case letters are treated equally. GoldMine sorts records based on the ASCII character order.

Sort Order

Field on which GoldMine will search. When you access the Contact Listing dialog box, the default Sort Order value is the field option you selected either from the Query menu or by double-clicking on a field label. For example, if you select the Query|Company option, GoldMine will list contact records in the browse window in alphabetical order by company name. However, you can change the field value to conduct multiple searches from the same Contact Listing dialog box. To select an indexed field from a drop-down list, click on the arrow to the right of the field.

Shrink

Displays the condensed Contact Listing dialog box. In the condensed mode, the name of this button changes to Expand.

3rd Column

Determines which field will be displayed in the third column of the browse window in the Contact Listing dialog box. The first two columns are always Company and Contact; however, you can select a different field for the third column list.

To select a field from a drop-down list, click on the arrow to the right of the field.

Note:	You can increase or decrease the width of the third column to best display the selected type of information. To change the size of the third column, position the mouse pointer on the border of the column at the heading level. The shape of the mouse will change to a double-arrow head crosshair. You can then move the column border to the left or right.

GoldMine will restore the original column dimensions when you close the Contact Listing dialog box.

Primary Contacts

Select this option for GoldMine to perform searches based on the primary contacts in the database.

Other Contacts

Select this option for GoldMine to perform searches based on additional contacts in the database. Other Contacts allows you to find a contact record that contains an additional contact that matches the contact name that you enter in Find Value. Select this option if you cannot find a contact name with the Query|Last option.

To select a field from a drop-down list, click on the arrow to the right of the field.

When you select Other Contacts, the Sort Order option is no longer available.

Sync 3rd Column w/ Sort

Select this option for GoldMine to automatically change the 3rd Column to match the Sort Order, except when the Sort Order is Company or Contact. In those cases, the 3rd Column remains unchanged.

Sync Record Window

Select this option for GoldMine to synchronize the last active contact record with the selected record in the listing. When this box is checked, GoldMine will display whatever record is highlighted in the browse window.

Searching for a Find Value

To locate a particular contact record, type a partial or complete search value in the Find Value field of the Contact Listing dialog box. GoldMine updates the Contact Listing display as you type in the value; the record with the search field that matches the Find Value is highlighted.

If no record matches the entered search value exactly, GoldMine displays the record with the closest match, as shown in the following scenario.

You want to find a record with a Company name of Alert Software Corporation. The contact database contains Alert Software Corp. and Arnie’s Sandwiches. If you select the Query menu option Company, then enter Alert as the Find Value, GoldMine will display the Alert Software Corp. record. However, if you enter Alert Software Corporation in the Find Value field, GoldMine will display the Arnie’s Sandwiches record because the search value falls alphabetically between the two records, so the second record is displayed.

Tagging Records

You can tag, or select, multiple contact records from the activity list. Once selected, GoldMine will place Tagged Records in the title bar of each selected record. This simple method to create and activate a group provides an alternative to manually building a group.

To tag a record from the contact listing, press and hold [Shift], then click on each record that you want to include in the group.

Once records are tagged, you can perform any standard merge operation on tagged records, including printing, sending e-mail and fax messages, and scheduling.

You can save the tagged records as a group for future use.


Finding Profile Records

You can perform a search for contact records based on a profile. A profile allows you to store information about a contact in addition to data stored in standard GoldMine fields. For example, you may want to maintain birthdate information about each contact so that you can send birthday cards each year. For more information about profiles, see “Profile Tab”

To find records that match a specified profile:

From the Query menu, select the Profile Records... option. The Find a contact based on a profile dialog box will appear.

The Find a contact based on a profile dialog box contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Profile

Type the Profile for which you are searching. For example, you may maintain entries about the computers owned by your contacts.

Reference

Describes the common attribute that you want to find within the selected Profile. For example, with the Profile type Computer, you may want to find all contacts who own IBM-compatible computers.

Press [Tab] to advance from the Profile field to the Reference field. If the currently displayed contact record contains the selected profile type, this value will appear in the Reference field. For example, if the currently displayed contact record contains a computer profile IBM, and you selected Computer as the Profile for your search, then IBM will appear in the Reference window.

Lookup

Displays a browse window containing the Profile Reference, Company name, and Contact Name of all records that have that profile entry

The highlighted record will contain the profile value that most closely matches the selected Reference value. In the event where multiple records match the Reference value exactly, GoldMine will display the next record in the database that matches the Reference value.

Highlight the desired entry, then select the OK button to display the attached contact record.

Dial

Calls the telephone number of the displayed contact record using the autodialer.

Previous

Moves back through records in the contact database that match the selected profile values.

Next

Advances through records in the contact database that match the selected profile values.

Displaying the Profile Browse Window

When you select the Lookup button in the Find a contact based on a profile dialog box, a browse window will appear that lists contact records that contain a profile that matches the profile search criteria.

The browse window contains the following options:

View

Displays the contact record that corresponds to the highlighted Profile Ref. entry. For example, if you move the highlight to the Contact entry John Doe, GoldMine will display the contact record for John Doe.

Edit

Edits the highlighted Profile entry.

Delete

Deletes the highlighted Profile entry.


Searching through Any Fields for a Value

The fastest method available to locate a contact record is to search through a specified, indexed field for a specified value; for example, searching the Company field for GoldMine Software Corporation. However, if the specified search value does not start with the first character of the field being searched, or if the value is entered in a nonindexed field, GoldMine will not find the contact record.

Since you may need to find a record based on information contained within an indexed field, or within a nonindexed field, you can use the Search option to examine the following types of fields for the specified partial or complete value:

•	Primary fields

•	View fields

•	Notes

•	All fields

The following analogy describes the difference between performing a search based on the indexed fields and one using Search: finding records based on the Search command is like looking for a phrase in a book by reading the book from the first page to the end. Finding records by indexed fields is like looking for a phrase by searching the book’s index for the phrase, then jumping to the page number listed in the index entry. You must have the exact first letter of the first word in the phrase to look up a phrase in an index and thereby find the page reference.

To search through selected--or all fields--for a value:

From the Query menu, select the Search option. The Search menu contains the following options:

Primary Fields...

Searches all of the fields in the upper portion of the contact record. These fields are members of CONTACT1.DBF.

View Fields...

Searches all of the fields in the Summary and Field Views. These fields are members of CONTACT2.DBF.

Notes...

Searches the Notes field in all contact records.

All Fields...

Searches every field.

When you select the field type that you want GoldMine to search, such as Primary Fields, GoldMine will display a search dialog box.

Type a complete or partial value in the Search String field. When you start typing, the dialog box will expand to display a status meter and a Search button. When finished typing the value, select the Search button.

GoldMine will start searching for the partial or complete value through the field types you selected. A display similar to the following will indicate the status of the search-in-progress.

When a match is found, GoldMine will add the record to an internal list of matches. To stop the search at any time, select the Cancel button to work with the results of the search up to that point. Otherwise, GoldMine will complete the search, and change the search window again to display the results.

You can use the Prev button and the Next button to move through the contact records that contain a match to the Search String value.

Note:	GoldMine searches the record buffer sequentially for the Search Value in all the records in the database for a match. As a result, Search... can take much longer than other methods of locating a contact. As the number of records in the database increases, the time required to search for a record also increases. On the other hand, searches that use indexes will always take less than a second, regardless of the number of records in the database.

In addition, because the search is performed on the record buffer, GoldMine will report a match even when the search value appears across two or more fields. For example, if you are searching for Lucky Number, and Lucky appears at the end of the Company field, and Number appears in the beginning of the Contact field, GoldMine will report that Lucky Number appears in the contact record.

If you find that you frequently search on a nonindexed field, you might decide to use an indexed Key field for this data, since indexed searches are much faster. You can move all information from a User Defined field to a Key field with the Global Replace wizard.


Finding a Contact by Navigating the Database

Performing a search based on a field value or character string is a very efficient method for finding one or more contact records, but may not always fit every search situation. Another method for finding a record is to locate the contact record by navigating through the contact database. For example, if you can’t recall the name of the contact you entered just before you received another phone call, you can find the record quickly by cycling through the last-viewed records in the database.

The Query menu provides the Goto option for retrieving contact records based on your usage or a record’s actual location in the database, which is determined by the order of entry.

Last Viewed Record

Returns to the contact record displayed before the currently displayed contact record.

Record Viewed Before Last

Displays the contact record viewed prior to the last displayed contact record. For example, if you displayed record numbers 1, 2, 3, 4, and 5, then selected Last Viewed Record, GoldMine will display contact record 4. However, if you select Record Viewed Before Last, GoldMine will display record 3.

Note:	You can also review previously displayed records by clicking on the Cycle Last Viewed icon.

When you select the Next Record, Previous Record, Top Record, or Bottom Record option, the record displayed will depend on the active sort order, and on whether or not a filter or group is active.

Next Record

Displays the next logical contact record. Selecting this option works the same as pressing [Page Down].

Previous Record

Displays the previous logical contact record. Selecting this option works the same as pressing [Page Up].

Top Record

Displays the first contact record based on the current sort order.

Bottom Record

Displays the last contact record based on the current sort order.

Goto a Record Number

Displays the Enter a record number... dialog box.

When you create a contact record, GoldMine assigns a sequential number to the record. The number of the contact record with input focus will appear in the Goto Record field.

Note:	A database that contains no contains does contain at least one record. GoldMine uses the “invisible” record(s). Do not go to record 1 to view or change these records.

To move to a different record, type the number assigned to the record in the Goto Record field, then select the OK button. GoldMine will display the contact record.

Note:	When the contact database is packed, all records in the database are renumbered sequentially.


Managing Contacts in an Organizational Chart

You can use GoldMine’s additional contacts as an efficient method to work with contacts related to one company or organization. When you need to organize either a large number of contacts within one organization, or to group individuals from different organizations, use GoldMine’s organizational chart.

The organizational chart arranges contacts in a tree-like structure that provides a graphical means to display a variety of information. Using GoldMine’s organizational chart, you can link individuals from different departments or positions within an organization, or link individuals from different organizations that are associated with a project. Using organizational charts to group individuals allows you to:

•	Look up related contacts by department, function, or any user-defined criteria

•	Create groups out of multiple organizations or sections within one organization

•	Link a contact to more than one organization or section within an organization

See also:

Displaying the Organizational Chart

Working with Contacts in an Organizational Chart


Displaying the Organizational Chart

To display the organizational chart, click and hold the mouse button on the left border of the contact record. The pointer will change to a double arrow. Drag the border to the right to display the org chart panel.

Navigating through the org chart is similar to working with sections and topics in GoldMine’s InfoCenter. Information is organized in hierarchical sections and topics.

You can create up to five additional sections under a [image]. You can link contacts to any section. To display the contents of a book, double-click on the icon. When open, the book’s icon will change to [image]. Each book can contain up to five subsidiary levels.

To display a contact record listed in the org chart, click on the icon ( [image], [image], or [image]) to the left of the contact entry.

When you display any contact record that has not been linked to an organization, the left panel will be blank. To create or link an organization based on the displayed contact record, see Working with Contacts in an Organizational Chart.

See also:

Managing Contacts in an Organizational Chart

Working with Contacts in an Organizational Chart


Working with Contacts in an Organizational Chart

When you display any contact record that has not been linked to an organization, the left panel will be blank.

To create an organization, or to link the displayed contact record to an organization, right-click in the org chart panel. The Org Chart local menu will appear. From the local menu, select one of the following options

Link to an organization

Creates a section linked to the existing organization displayed in the panel next to the currently active contact record.

Create a new organization

Creates an organization and corresponding section in the panel next to the currently active contact record.

Once you have linked the contact record to a new or existing organization, the left panel will change to show the link.

The Org Chart local menu now contains the following options:

New Link

Displays the Contact Listing, from which you can select another contact to link to the currently displayed organization.

New Section

Displays the Section Properties dialog box, from which you can create a section, and determine the location in the org chart hierarchy—see “Defining a Section” below.

New Organization

Creates a new book-level section with the name of the selected organization, and includes the selected primary contact as an entry in the book. For example, if you selected the record for Acme Products with W. E. Coyote as the primary contact, then selected the New Organization option, GoldMine will create a new book called Acme Products, and link W. E. Coyote within the organization.

Activate section

Displays only those contact records in the database that correspond to the selected section of the org chart. When you select this command, GoldMine’s database appears to contain only contact records that are members of the activated section. For example, you can activate a subset of records based on an entire organization, such as Acme Products, or activate a subsection of Acme Products, such as Fowl Extermination.

The section will remain activated until you select the following option, Release section.

Release section

Deactivates the currently active section. This option is only available if a section has been activated.

Replicate data

Displays the Replicate Data dialog box, which allows you to copy data from a selected org chart record to all records in the section, similar to a global replacement—see “Using the Org Chart to Globally Replace Data” below.

Options

Displays a submenu with the following options:

•	Link to contact: displays the Contact Listing, from which you can select acontact to link with the selected organization

•	Unlink from contact: removes the organization link from the selected contact record, but maintains the contact entry in the organization

•	Convert entry to section: converts the selected contact to a new section within the organization, below the currently open branch

•	Link Group/Filter members: links all members of an active filter or group to the selected organization

•	New Contact record: creates a contact record and links the record with the selected organization

Delete

Removes the organization link from selected contact record, and removes the contact entry from the organization.

Properties

Displays the Section Properties dialog box, from which you can create a section, and determine the location in the org chart hierarchy—see “Defining a Section” below.

Defining a Section

You can quickly create a section in the org chart, or change the attributes of an existing section. When you select either the New Section option or the Properties option from the Org Chart local menu, the Section Properties dialog box will appear.

The Section Properties dialog box contains the following options:

Section Heading

Title of the section. By default, GoldMine displays the title of the currently selected section.

Link to contact

Links the currently selected contact to the section. By default, GoldMine will link the currently selected contact.

Insert new section

Determines the placement of a new section in the org chart. To select an option, click on the arrow to the right of the field. A drop-down list will appear, from which you can select one of the following locations:

•	Under x section: creates a section for that appears at the next level down in the hierarchy, such as

•	Above x section: creates a section, and moves the currently selected section to the next level down in the hierarchy, such as

•	Below x section: creates a section at the same level in the hierarchy, such as

where x section represents the title of the currently selected section. In the above example, Development is the currently selected section.

This option is available only when creating a section. By default, GoldMine will place a new section under the currently selected section.

When finished with selecting options to set up or modify a section, select the OK button.

Using the Org Chart to Globally Replace Data

You can copy data from a selected contact record to all linked records in the same section of the org chart. This feature works similarly to a global replacement.

When you select the Replicate Data option from the Org Chart local menu, the Replicate Data dialog box will appear.

The Replicate Data dialog box contains the following options:

Address

Replaces the address fields (Address, City, State, Zip, and Country) in all records linked to the selected section with the values in the address fields of the selected contact.

Phone numbers

Replaces all telephone numbers, FAX numbers, and corresponding extensions in all records linked to the selected section with the values in the Phone fields, Ext. fields, and FAX fields of the selected contact.

Key fields

Replaces all key fields in all records linked to the selected section with the values in the key fields of the selected contact.

User defined fields

Replaces all user-defined fields in all records linked to the selected section with the values in the user-defined fields of the selected contact.

Field

Replaces the specified field in all records linked to the selected section with the value in the specified field of the selected contact.

To select a field to be used for the global replacement, check the box corresponding to the Field option, then click on the arrow to the right of the field. A drop-down list will appear, from which you can select a field.

When finished specifying the fields to be used for the global replacement, select the OK button. A prompt will ask

USER, do you want to replicate the data of the current contact to all contacts in the selected section?

To start replacing data, select Yes.

See also:

Displaying the Organizational Chart

Managing Contacts in an Organizational Chart


Working with Subsets of Data: Filters

Once you have a large number of records in your contact database, you can separate them into different subsets. Creating a subset based on selected criteria allows you to “categorize” some records to be used as subjects of special activities. For example, you can create a subset of all the contacts that you telephoned in the past week, and send a mass mailing to only those contacts.

You could generate a letter for each of these contacts by manually checking each Last Contact Date, but this method is tedious. When a database contains several thousand records, this method is not only tedious, but nearly impossible.

A helpful alternative is to create a logical subset of the database that contains only those contact records you need. This way, you will not have to go through all the irrelevant records in the database to get to those you want.

GoldMine provides two methods for managing data subsets: filters and groups. Although each method makes a database appear to contain only a portion of the contact records, the two methods differ greatly in the way they handle these subsets.

GoldMine’s record selection mechanism is based on Boolean Expressions.

See also:

Creating a Filter Expression


Boolean Expressions

Boolean expressions are logical statements. They have two possible conditions: true or false. A Boolean expression consists of two parts: an operator and two operands. Consider the following example:

Today is not Wednesday.

In this example, the operands are Today and Wednesday, and is not is the operator. The operator defines how the operands are compared to determine if the statement is true or false.

This example can be true or false depending on today’s actual day. If today is Wednesday, the statement is false. If today is any other day, the statement is true.

This example illustrates an important concept: the instance of evaluation. A given Boolean expression can be either true or false, depending on the instant it is evaluated. An expression is either true or false; it can have no other value.

Some Boolean expressions will always be evaluated the same way. Consider the following statement:

Sunday is the first day of the week.

Sunday and the first day of the week are constant; they always represent the same thing. In the first example, however, Today is variable. On Monday, Today represents Monday. On Tuesday, Today represents Tuesday, and so on.

For use in GoldMine, we will focus on Boolean expressions with one or more variable operands, such as the following statement:

City is equal to “Los Angeles.”

To evaluate this, we need to know what the value of “City” is at the moment. Suppose we assume that “City” always contains the value of the City field on the current contact record. Then we can evaluate the statement by examining the screen. If the City field of the current contact displayed on the screen is Los Angeles, we consider the statement to be true. If the field contains any other value, the statement is false.

We can construct complex expressions that follow the same rules stated earlier. Let’s expand our example:

City is equal to “Los Angeles” AND ZIP Code is equal to “90045”

The operator in this example is AND; the operands, themselves, are the Boolean expressions City is equal to “Los Angeles” and ZIP Code is equal to “90045.” Given our previous assumptions, this statement will be true only if the City field on the current contact record is Los Angeles and the Zip field is 90045.

Suppose you want to create a list that contains only those records with Los Angeles in the City field and 90045 in the Zip field. In this case, when the next record is requested with [Page Down], GoldMine will evaluate, at that instant, whether the next contact record conforms to the above Boolean expression.

If the statement is true for the next record, the record will appear as usual. If the statement is false, GoldMine will continue to the next record and evaluate it, until a record is found that has an entry in the City field equal to Los Angeles and a zip code equal to 90045. GoldMine’s filters use this method to evaluate records.

Using a Boolean Expression to Create a Filter

Based on a Boolean expression of your design, GoldMine will either allow (if the expression is true) or deny (if the expression is false) access to a record. In other words, records that the filter expression evaluates to be false are hidden. Once the filter is active, the database appears to contain only those records that the filter evaluates to be true at that instant.

GoldMine’s filter expressions are actually xBase/Clipper expressions. They can seem foreign to you if you don’t have programming experience. However, GoldMine contains a filter generator that will build a filter expression for you, based on menu and browse window choices.

Once created, a filter can be stored for later retrieval and use.

See also:

Creating a Filter Expression

Building a Filter

Working with Filters in GoldMine


Working with Filters

To access all of GoldMine’s filter functions, select the Query|Filter option. The Query Object will appear. By default, GoldMine will display the Filters folder.

GoldMine’s Filters folder contains a record for each defined filter expression. Each filter record is listed in the window by the descriptive Filter Name entered when the filter was created. Filter expressions are arranged alphabetically by Filter Name in the window.

The following information and options are available on the Filters folder:

View Filters

User name of the “owner” of the filter expressions listed under Filter Name.

To display a list of available user names, click on the arrow to the right of the field. You can select a user from the list to change the filter expressions listed in the browse window to the selected user’s filter expressions. Select (public) to display filter expressions available to all GoldMine users.

Activate

Selects the highlighted filter expression as the active filter expression.

Release

Releases the active filter expression. This option deactivates the current filter, allowing all records to be viewed and manipulated. Choosing a new filter will also release the current one.

Filter Name

Descriptive name for the filter, such as Contacts in Entertainment.

Optimization

Indicates what filter limits have been set up to improve the performance of the filter. filter limits Filter limits improve the performance of a filter expression by associating a filter expression with a specified sort order, and by narrowing the range of records that will be selected for the filter. For more information about filter optimization, see “Improving Filter Performance with Limits.

Properties

Allows you to modify an existing filter by working with attributes that are categorized in three folders: Properties, Build, and Optimize.

New

Adds a new filter expression to the list.

Delete

Removes the selected filter expression.

Filters Local Menu

To display the Filters local menu, position the mouse pointer on a filter in the browse window of the Filters folder, then click on the right mouse button. The Filters local menu contains the following options:

Activate

Selects the highlighted filter expression as the active filter expression.

Release

Releases the active filter expression. This option de-activates the current filter, allowing all records to be viewed and manipulated. Choosing a new filter will also release the current one.

Count...

Displays the Counting Filtered Records status window that shows the following information:

Actual number of records that meets the filter condition(s)

Percentage of selected records in the total contact database

Company name of the last record matched by the filter during the counting process

New...

Displays the New Filter window, from which you can add a new filter expression.

Delete...

Removes the selected filter expression.

Properties...

Displays the Filter window, from which you can modify an existing filter.

See also:

Boolean Expressions

Creating a Filter Expression

Building a Filter

Activating a Filter


Creating a Filter Expression

To create a filter:

From the Filters folder, select the New option. GoldMine will display the New Filter window. By default, the Properties folder will appear.

The Properties folder contains the following information and options:

Filter Name

Descriptive name for the filter. This name appears in the title of the Filter Name browse window of the Filters folder.

Owner

User name of the “owner” of the filter expression.

To display a list of available user names, click on the arrow to the right of the field. You can select a user from the list to change the filter expressions listed in the browse window to the selected user’s filter expressions. Select (public) to display filter expressions available to all GoldMine users.

Filter Expression

Filter expression that GoldMine will apply to data. The appearance of the expression will differ based on whether the Show in English option or Show in Xbase option is selected--see below.

Show in English

Select this button to display the filter expression in English. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression will appear as

State is Equal to “CA”

Show in XBase

Select this button to display the filter expression as an XBase/Clipper expression. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression will appear as

upper(contact1->state)=“CA”

Edit Expression

Displays the Edit Expression dialog box, from which you can edit the XBase expression associated with the filter.

See also:

Boolean Expressions

Building a Filter

Working with Filters in GoldMine


Building a Filter

Once you name the filter, and assign basic properties to the filter as described in Creating a Filter Expression, you must either select a previously defined filter or build a new filter.

To build a filter:

In the Filter window, select the Build tab. The Build folder will appear.

Note:	To modify an existing filter, you must select the Clear button before you can rebuild the filter.

To build a filter expression, you must select components that are then connected and inserted into an expression window. Logical conjunctions, such as AND, allow you to build complex expressions.

First, you must select a value for the following three fields:

•Field name

•βOperator

•	Value

Listing Fields Available for a Filter Expression

To display a list of fields available in the selected file, click on the arrow to the right of the Field name field. A drop-down list will appear that shows all available fields that can be used in filter expressions. Press [up-arrow], [down-arrow], [Page Up] and [Page Down] to move the highlight to a field, then either click on the highlighted field name, or press [Enter]. To continue, select the City field.

Selecting an Operator for a Filter Expression

To display a list of operators that can perform the function on the records to select those records that meet the criteria specified in Value, click on the arrow to the right of the Operator field. A drop-down list will appear that shows all available operators that can be used in filter expressions. Press [up-arrow], [down-arrow], [Page Up] and [Page Down] to move the highlight to an operator, then either click on the highlighted operator name or press [Enter].

You can select an operator from the following:

Equal to

Tests for an exact match between the field designated in Field Name and the entry in the Value field. When the data field and the comparison value match, the record is selected.

For example, selecting the field City and the Value entry Los Angeles creates the filter City Equal to “Los Angeles” that will select every record with the City entry of Los Angeles.

Not Equal to

Tests for a difference between the field designated in Field Name and the entry in the Value field. When the data field and the comparison value match, the record is selected.

For example, selecting the field City and the Value entry Los Angeles creates the filter City Not Equal to “Los Angeles.” Each record with the City entry of Los Angeles will not be selected. Records with City entries of any other city will be selected.

Greater than

Tests for a value in the data field alphanumerically higher than the comparison value. In a test for alphabetic entries, such as City, a higher value is one that comes after the entered value; that is, later in the alphabet. When the data field’s value is alphanumerically higher than the comparison value, the record is selected.

For example, selecting the field City and the Value entry Los Angeles creates the filter City Greater than “Los Angeles.” A record with a City entry of Pacific Palisades will be selected, but a record with a City entry of Burbank or Los Angeles will not be selected.

Less than

Tests for a value in the data field alphanumerically lower than the comparison value. In a test for alphabetic entries, such as City, a lower value is one that comes before the entered value; that is, earlier in the alphabet. When the data field’s value is alphanumerically lower than the comparison value, the record is selected.

For example, selecting the field City and the Value entry Los Angeles creates the filter City Less Than “Los Angeles.” A record with a City entry of Glendale will be selected, but a record with a City entry of Los Angeles or Santa Monica will not be selected.

Greater or Equal

Tests for a value in the data field equal to or alphanumerically higher than the comparison value. In a test for alphabetic entries, such as City, a higher value is one that comes after the entered value; that is, later in the alphabet. When the data field’s value is alphanumerically higher than the comparison value, the record is selected.

For example, selecting the field City and the Value entry Los Angeles creates the filter City Greater or Equal to Los Angeles. Any records with City entries of Los Angeles and any records with City entries that come later in the alphabet, such as Pacific Palisades, will be selected. However, any records with City entries that come earlier in the alphabet, such as Burbank, will not be selected.

Lesser or Equal

Tests for a value in the data field equal to or alphanumerically lower than the comparison value. In a test for alphabetic entries, such as City, a lower value is one that comes before the entered value; that is, earlier in the alphabet. When the data field’s value is alphanumerically lower than the comparison value, the record is selected.

For example, selecting the field City and the Value entry Los Angeles creates the filter City Lesser or Equal to Los Angeles. Any records with City entries of Los Angeles and any records with a City entries that come later in the alphabet, such as Glendale, will be selected. However, any records with City entries that come later in the alphabet, such as Santa Monica, will not be selected.

Begins with

Tests for a value in the data field that starts with the comparison value. If the characters of the comparison value match the starting characters in the data field, the record is selected.

For example, the filter City Begins with “P” will include records in which the City entries all start with P, such as Pacific Palisades, Pasadena, Pico Rivera, etc.

Contains

Tests for the existence of the comparison value anywhere within the data field. If the data field contains the comparison value, the record is selected.

For example, the filter City Contains “P” will include records in which the City entries include P anywhere in the city name, such as Pacific Palisades and Corpus Christie.

Does Not Contain

Tests for the absence of the comparison value anywhere within the data field. If the data field does not contain the comparison value, the record is selected.

For example, the filter City Does Not Contain “P” will include records in which the City entries do not include P anywhere in the city name, such as New York and Los Angeles. However, Pacific Palisades and Corpus Christie will not be selected.

Is Empty

Tests for an absence of any entry in the specified field. Character fields are empty when they contain only spaces.

For example, if you have contacts in both the United States and other countries, and you want to search for only contacts in the United States--assuming you have not entered country data for domestic clients--the filter Country Is Empty will select contacts located in the United States.

Is Not Empty

Tests for any value in the specified field.

For example, if you want to fax an announcement to all of your client companies with a fax machine, the filter Fax Is Not Empty will select all companies with a telephone number entered in the Fax field.

Specifying a Value for the Filter Expression

To finish the filter expression, type the value to which the records will be compared in the Value field. The entry in Value specifies the comparison value. The comparison value is not case-sensitive.

For example, in the filter City Equal to “Los Angeles”, the Value is Los Angeles.

Finishing the Filter Expression

Once you have selected the database file on which to apply the filter, then selected a field, operator, and value, you must connect the components together into a condition. Select Insert Condition to place the condition into the expression window.

In this example, select the Equal To operator, and enter “LOS ANGELES” in the Value field. Click on the Insert Condition button. The condition will appear in the expression window.

See also:

Boolean Expressions

Creating a Filter Expression

Building Complex Expressions

Improving Filter Performance with Limits

Activating a Filter


Building Complex Expressions

Complex filter expressions are composed of simple filter expressions connected by logical conjunctions. These conjunctions have an order of precedence that determines the sequence in which the simple expressions are evaluated within the complex expression. Parentheses ( ) within complex expressions are used to modify the order of evaluation. Simple or complex expressions, enclosed with parentheses, are considered simple expressions. GoldMine evaluates these subexpressions before continuing to evaluate the remainder of the complex expression. Complex expressions are evaluated as follows:

1.	When there are simple expressions within complex expressions, the simple expressions are evaluated first.

2.	When there are AND conjunctions within complex expressions, if the two operands surrounding the AND operator are both true, then the expression is evaluated to be true. If either of the operands is false, then the expression is evaluated to be false. The operands surrounding the AND operator can also be expressions.

3.	When there are OR conjunctions within complex expressions, and if either of the two operands surrounding the OR operator are true, then the expression is evaluated to be true. If both operands are false, then the expression is evaluated to be false. The operands surrounding the OR operator can also be expressions.

4.	When NOT conjunctions precede an expression, the value of the expression is reversed. If the expression is considered false, it is evaluated to be true; if the expression is considered true, it is evaluated as false.

By connecting simple expressions according to the rules listed above, you can create very complex expressions that test for very specific conditions on the contact record. For example:

((City is Equal to “Los Angeles” OR
City is Equal to “Santa Monica”) OR
(Phone 1 Begins With “(213)” AND Source is Equal to “METRO”)) AND
 CallBack Date is Greater Than “07/01/95”

When this filter is active, records will be displayed if:

either

contact’s city is Los Angeles or Santa Monica

or

the contact’s telephone area code is 213 and the source of the contact is “METRO”

and
a callback is scheduled after July 1, 1995

You can add conditions to the simple expression to build a complex expression from the following:

(

Opening parenthesis: inserts a left, or opening, parenthesis in the filter expression.

)

Closing parenthesis: inserts a right, or closing, parenthesis in the filter expression.

AND

Inserts a logical AND in the filter expression.

OR

Inserts a logical OR in the filter expression.

To save the filter, select the OK button to save the filter and return to the Filter Profile dialog box. Click on OK in the Filter Profile dialog box to return to the Filters dialog box.

See also:

Boolean Expressions

Improving Filter Performance with Limits

Activating a Filter


Improving Filter Performance with Limits

Filters tend to operate slowly because the entire database must be scanned to locate records that match the filter expression. If only a few records match the filter expression, there can be a considerable delay in processing records, as GoldMine scans through the entire database to locate the next matching record.

If all the records that match the filter expression are logically grouped together (sorted), the delay in locating the next matching record can be minimized. For example,

City is Equal to “LOS ANGELES”

is a filter expression that tests on the indexed field, City. If the City index were always active when this filter was active, then all the records that contained Los Angeles in the City field would be grouped together in the database and there would be much less delay in finding the next matching record.

If GoldMine could make use of an index to locate the first matching record, then there would also be no search delay while GoldMine located the first record that matches the filter expression. The overall performance of the filter would greatly improve, or be optimized

The filter limits available in the Optimize folder improve the performance of a filter expression by associating a filter expression with a particular sort order, and by narrowing the range of records that will be selected for the filter.

To optimize filter performance:

In the Filter window, select the Optimize tab. The Optimize folder will appear.

The Optimize folder contains the following options to set limits on a filter:

Sort Order

Determines the alphabetical ordering of the database when the filter with the limit is active. For example, when the Sort Order is City, the contact database is arranged alphabetically by City when the filter is active.

Top Limit

Determines the first valid record that can be considered part of the filtered set of records. Since the records will be arranged alphabetically by City when the filter is active, any contact records with values in the City field that appear “higher” than Los Angeles--that is, comes before Los Angeles in alpabetical order, such as Indianapolis--will not be evaluated by the filter.

Bottom Limit

Determines the last valid record that can be considered part of the filtered set of records. In the example “New York,” any contact record with a value in the City field that is “lower” than New York--that is, comes after New York in alpabetical order, such as Pittsburg--will not be included in the set of filtered records.

When a filter containing a limit is activated, GoldMine checks to see if the current record falls within the top and bottom limits of the filter. When the record is alphabetically higher than the top limit, GoldMine automatically finds and displays the first matching filtered record. When the current record is below the bottom limit, GoldMine finds and displays the last matching record. When the current record is within the top and bottom limits, the record pointer is not moved.

Note:	Automatic record location operates only when a limit appears on the filter. When a filter does not contain a limit, the record pointer will not move when the filter is selected.

For example, to improve the performance of the expression

City is Equal to “LOS ANGELES”

you would set the sort order to City, and the top and bottom limits to LOS ANGELES

Creating a Filter: Example

The following example, City is equal to “Los Angeles” AND ZIP Code is equal to “90045”, shows the process of creating a filter expression from start to finish. This example will guide you through the procedure of creating a filter.

To add a new filter expression:

From the Filters folder, select the New button. The New Filter window will display the Properties folder.

In the Filter Name field, type Contacts in Los Angeles. Leave your user name in the Owner field.

To set up the filter expression, select the Build tab. The Build folder will appear.

No limits will be applied in this sample filter, so the Optimize folder will remain closed. That is, for this sample filter, do not use a limit; leave the Sort Order, Top Limit or Bottom Limit fields blank.

See also:

Building Complex Expressions

Activating a Filter


Activating a Filter

Once a filter expression has been created, you can use the filter in an operation, such as performing a global replace search based on that filter. To activate a filter, from the Filters folder of the Query Object, select the Activate button.

While the filter is active, the name of the active filter will become part of the window title for the contact record against which the filter is applied. GoldMine always applies the filter to the active contact record. In most cases, the active contact record is the contact record that was in use prior to the selection of the Query menu. When a contact record is active, the title bar of the contact record will be highlighted.

If you have several contact records in GoldMine’s workspace, but none of the contact records are active--such as if you can have been working with the activity list or the calendar, GoldMine applies the filter to the last used contact record.

Note:	Activating the filter does not change the currently displayed record, even if the record does not match the filter (unless the filter has a limit). However, if you press [Page Up] or [Page Down], GoldMine will search the database to find a record that matches the filter expression.

While searching, GoldMine evaluates the filter expression for each contact record, at that instant. If a record is found that satisfies the conditions of the filter expression, it is displayed, and the search ends. Until the search is successful, the current record is displayed.

The smaller the subset of data created by the filter expression, the more records GoldMine will have to search through to find a matching record, and the longer the period of time between the display of records. With complex filters on a large database (for example, fifty thousand records), GoldMine can take several minutes to locate and display a record matching the filter expression.

GoldMine’s Contact Listing will still allow you to locate and display a record that does not meet the filter criteria. However, when you select the Next Record ([Page Down]) or Previous Record ([Page Up]), the next contact record that is displayed will meet the filter criteria.

When a filter is active, all functions that typically act on all the records in the database will act on only those records that match the filter criteria. For example, mail-merging a letter will result in letters being printed for the selected contact records that the filter expression evaluates as true.

Activating a filter will affect the following GoldMine functions:

•	[Page Up] and [Page Down] keys and corresponding menu options, Next Record and Previous Record

•	Merge Form command

•	Record deletion commands Delete Old History of ALL Contact Records and Delete ALL Contact Records

•	Global Replace commands

•	Synchronization commands

•	Export Data command

See also:

Previewing Selected Records


Previewing Selected Records

When you activate a filter, you can select the Next record or Previous record to display the members of the filter. But this method restricts you to viewing one record at a time, and, since filters evaluate each record before the record can be displayed, this method might prohibit checking the accuracy of your selection criteria.

Instead, you may wish to preview the records that match your filter before you activate the filter, or save the filter as is for future use. You can preview the records of the currently highlighted filter in the Filters folder to decide if you want to use the filter. You can then expand your selection criteria and narrow the search by adding expressions, or by applying an entirely different filter.

To preview records selected by a filter:

From the Query Object, select the Preview tab. The Preview folder will appear.

The Preview folder contains the following information and options for the selected filter:

In English

Select this button to display the filter expression in English. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression will appear as

State is Equal to “CA”

Show in XBase

Select this button to display the filter expression as an XBase/Clipper expression. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression will appear as

upper(contact1->state)=“CA”

Build Filter

Displays the Expression Builder dialog box that allows you to modify an existing filter, or build a new filter. Once you select the filter of a GoldMine user, the available options are the same as described for the Build folder.

Save

Saves the filter as defined. The actual records selected by the filter might differ each time the filter is activated, depending on changes to your contact database.

Search

Searches the currently open contact database for records that match the condition(s) defined by the filter expression.

Drill Down

Allows you to select a filter--either existing or newly built--that GoldMine will apply only to the records already selected on the basis of a different filter. For example, if after performing a search based on a filter to select the records of contacts located in California, GoldMine retrieved 200 records, you can apply another filter to only those 200 records.

Count

Displays the number of records that GoldMine selected on the basis of the activated filter.

Preview Local Menu

To display the Preview local menu, position the mouse pointer on a filter expression in the browse window of the Preview folder, then click on the right mouse button. The Preview local menu contains the following options:

Note:	To work with most Preview local menu options, you must select the In Xbase option, which enables the filter expression browse window.

Undo

Reverses the last action made on the filter expression. For example, if a block is unintentionally deleted from an expression, select the Undo option to restore the block to the expression.

Cut

Deletes the selected block from the filter expression, and places the block on Windows’ Clipboard.

Copy

Leaves the selected block in the filter expression, and places the block on Windows’ Clipboard.

Paste

Places the block saved on Windows’ Clipboard at the position of the cursor.

Delete...

Removes the selected block from the filter expression.

Select All

Selects the entire filter expression.


Working with Subsets of Data: Groups

GoldMine provides two methods for working with a selected number--or subset--of records in the contact database: filters, and groups. A group is a fixed set of records that meets a user-defined set of conditions. Once a group has been created, access to the member records will be instantaneous.

Each group is a permanent subset of the contact records in your GoldMine database. When you select a group, the contact database appears to contain only the members of the particular group. All other contact records become “hidden” from view, as is done by a filter.

How is a Group Different from a Filter?

Like a filter, a group can be used to manipulate the member records of a database for advanced sorting and searching. However, groups offer more functionality than filters in several significant ways:

•	Groups process information much faster than filters because the record evaluation is performed only once, when the record is added to the group. Since filters constantly evaluate the contact records in the database to determine whether each contact record matches the filter expression, they are slower in nature.

•	To become a member of a group, a new contact record must be specifically added to the group. Once added, the contact record will remain in the group until the record is removed. However, a selected filter will automatically display any new contact records that have been added to the database if they match the filter’s criteria since each record is evaluated every time.

•	One contact record can be a member of any number of groups. This allows you to create multiple, overlapping categories of contact records, and perform actions on all members of the group. Thus, a contact who is interested in both Product A and Product B can be made a member of two groups containing individuals who requested information on one of the two products. A mailing can be generated for each group, with the contact who is a member of both groups receiving information on both products.

•	Groups offer another very powerful capability--sorting. When a contact record is added to a group, a Sort value can be assigned for the group members. When the group is activated, the group members will be arranged alphabetically by the value in the group’s Sort field. With this powerful feature, it is possible to arrange and locate the records in your contact database in any desired order.

When a group is selected, many operations that affect the entire database will act only on those records that are members of the active group. The following GoldMine functions, which typically operate on all the records in a database, perform differently when a group is activated:

•	[Page Up] and [Page Down] keys, and corresponding menu options, Next Record and Previous Record

•βMerge Forms command

•	Record deletion commands Delete Old History of ALL Contact Records and Delete ALL Contact Records

•	Globally Replace Fields wizard

•	Synchronization commands

•	Export Records wizard

Each GoldMine user can create an unlimited number of groups, and each group can contain an unlimited number of members. The only limitation is the space available on your hard disk.

See also:

Working with Groups


Working with Groups

The View|Contact Groups option accesses all group displays and functions except Group Scheduling. The Groups folder contains two displays:

•	Upper portion lists all of the groups that have been defined by the selected user

•	Lower portion lists all the members of the group that is highlighted in the upper portion. The members are arranged by the Sort code, which can be defined when you first build the group

To display the Groups folder:

From the View menu, select the Contact Groups... option. The Query Object will appear, displaying the Groups folder.

Note:	You can also access the Groups folder by clicking on the View Groups icon.

The Groups folder contains the following information and options:

Group Name

Name of each group. A descriptive name can be assigned to each group. This name should reflect either the purpose of the group or the contact records contained in the group. The members of the highlighted group are displayed in the lower portion of the display, which is discussed below.

Code

Optional identification code assigned to each group. An identification code can be assigned to help locate a group if you have many groups defined in GoldMine.

Members

Total number of member contact records in the highlighted group. GoldMine automatically updates this value whenever members are added to or removed from the group.

Find

Sort value used to perform the search--see Sort below, and “Selecting a Sort Field. GoldMine locates and highlights the group member whose Sort field value most closely matches the value entered in this field.

Sync contact record

Links the highlighted group member in the lower portion of the Group folder to the currently active contact record. When a different group Member is highlighted, GoldMine updates the contact record to display that group member’s contact record.

Member

Displays the Contact field value or the Company field value for the highlighted group’s contact record.

Sort

Sort field assigned to each group member.

Reference

Reference information assigned to the group’s members.

Two local menus provide commands that allow you to work with groups:

•	Groups local menu: contains commands that apply to the group as a whole

•	Group Member local menu: contains commands that apply to member records of a group

Each of these menus is discussed in the following sections.

Groups Local Menu

To display the Groups local menu, either click on the right mouse button when the mouse pointer is in the Groups Listing (upper) portion of the Groups folder, or press [Spacebar] when the Group Listing portion of the groups object has input focus. The following functions are available:

Activate Group

Activates the highlighted group. When a group is selected, the database appears to contain only those contact records that are members of the group; no other records are available. However, you can use the Create New Record icon on the record toolbar to activate multiple groups. Each group will appear in a separate Groups dialog box.

Release Group

Deactivates the group currently active on the selected contact record.

Build a Group...

Allows you to add a large number of contact records to a group with the Group Building wizard. Using this wizard, you can build a group based on the following:

Filter or expression

Scheduled activities

Completed activities

Profile, linked document, additional contact, or referral

Select User...

Selects the name of the user whose groups are displayed. To display a drop-down list of available users, click on the arrow to the right of the User Name field. To select a user from the list, click on the name of the user whose groups you want to access.

New Group...

Displays the Group Profile dialog box in which you can add a new group.

Delete...

Deletes the highlighted group and its members.

Properties...

Displays the Group Profile dialog box in which you can edit the Group Name, Code, and User of the highlighted group.

Members Local Menu

To display the Members local menu, either click on the right mouse button when the mouse pointer is in the Members portion of the Groups folder, or press [Spacebar] when the Members portion of the Groups folder has the input focus. The Members local menu contains the following options:

Sort Members...

Displays the Sort Group Members dialog box. Select this option to regenerate each group member’s Sort field.

Sync Record

Links the highlighted group member in the lower portion of the Groups folder to the currently active contact record. When a different group Member is highlighted, GoldMine updates the contact record to display that group member’s contact record.

When you select this option, a check will appear next to the option name on the Members local menu.

View

Displays a submenu from which you can select one of the following to appear in the Member column on the Members listing portion of the Groups folder:

View Contact: displays the company name of the group member in the Member column on the Members listing portion of the Groups folder.

View Company: displays the company name of the group member in the Member column on the Members listing portion of the Groups folder.

View Both: displays both the company name and the contact name of the group member in the Member column on the Members listing portion of the Groups folder.

When you select one of these options, a check will appear next to the option name in the submenu.

New Member...

Displays the Group Member Profile dialog box.

The Group Member Profile dialog box contains two options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Reference

Designates a shorthand identification of the group members by a selected attribute. You can type a value in the field. For example, to indicate that members of this group were generated on a specific date. you might type an entry that includes the date, such as Added 09/21/95.

You can also create an identification for group members by selecting an xBase expression from the Group Reference lookup window associated with the Reference field, then places that selected value in the Reference field for the group’s members.

To add the contact record displayed in the active contact record to the group, leave this field blank.

Sort

Specifies a value by which GoldMine will order group members. For example, you can type a field name, such as City, in the Sort field for GoldMine to list group members in alphabetical order by the entry in the City field of each included contact record.

To add the contact record displayed in the active contact record to the group, leave this field blank.

When finished, select the OK button to close the Group Member Profile dialog box, and return to the Groups folder.

Delete Member...

Removes the highlighted member from the group.

Properties...

Displays the Group Member Profile dialog, in which you can edit the highlighted group member’s Reference and Sort fields.

See also:

Adding a Group


Adding a Group

Adding a new group consists of three steps:

1.	Creating, naming, and saving a group

2.	Defining settings for member records, including how records will be selected and sorted when listed

3.	Adding member records

A newly created group contains no members. Unlike a filter, which includes or excludes a record from the filter set based on predefined criteria, you must add contact records to the group.

GoldMine provides an easy way to build a group with the Group Building Wizard. A wizard provides a window-by-window procedure that simplifies a procedure. When a group is built, all contact records that match selected criteria are added to the group and become members. The Group Building Wizard allows you to build a group based on one of the following:

•	Filter or expression

•	Set of records based on previewed filter results

•	Scheduled activities

•	Completed activities

•	Supplemental contact data

•	Search results

See also:

Creating a Group


Creating a Group

Before you can add contact records to a group, you must create and name the new group. To add a new group, select the New Group... option from the Groups local menu. The Group Profile dialog box will appear.

The Group Profile dialog box contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Group Name

Descriptive name for the group. For easy recognition of the group, select a group name that reflects either the purpose of the group, or the contact records contained in the group.

Code

Optional identification code for this group. Select a code that will help you locate the group.

User

Designates the user who will be the “owner” of the group. GoldMine maintains a separate list of groups for each GoldMine user. By default, GoldMine will display your groups. However, if granted access rights, you can display other users’ groups by selecting the User button.

To display a list of available user names, click on the arrow to the right of the field.

Build the Group

Allows you to add records via the Groups Building wizard. Check this check box to begin building immediately. To add a group without adding members, leave the Build the Group box blank.

When finished, select the OK button to add the group. GoldMine will update the Groups listing to display the new group. Once the new group is added to GoldMine, you can add member records to the group based on a variety of methods. Select the Build a Group... option from the Groups local menu to display the Group Building wizard.

See also:

Building a Group


Building a Group

Once you have created a group , you can specify criteria that GoldMine will use to select members from the contact database. The Group Building wizard provides an easy way to select criteria.

The Group Building wizard allows you to build a group based on one of the following selection methods:

•	Filter or expression

•	Previewed records

•	Tagged records

•	Scheduled activities

•	Completed activities

•	Supplemental data

•	Search results

To build a group:

From the Groups local menu, select the Build a Group option. The Group Building Wizard will appear.

Depending on the option selected, the Group Building Wizard will display a special window for that option, such as setting up a filter or expression.


Building a Group based on a Filter or Expression

To add contact records to a group based on a filter or expression:

From the Group Building Wizard, select the Filter or expression option, which allows you to use either predefined filters or expressions that you create to add records to a group. When a group is built based on a filter, all contact records that match the selected filter or expression will become permanent members of the group.

To select this option, select the Next> button. The Build a Group Based on a Filter dialog box will appear.

The Build a Group based on a Filter dialog box contains the following options:

Build on a Filter

Lists all of the defined filters for the group’s owner--see Filters of user. To select a filter, either press [Page Up] and [Page Down] to highlight the filter that you want, or click on the desired filter with the left mouse button.

Filters of user

GoldMine user who “owns” the filter. Selecting a different user from the drop-down menu associated with this field will change the display of defined filters in the Build on a Filter field.

To display a list of available user names, click on the arrow to the right of the field.

Build on an Expression

Displays the expression corresponding to the filter displayed at the top of the list of predefined filters in Build on a Filter option. To type a new a filter expression, select the radio button corresponding to this option.

To display a list of available user names, click on the arrow to the right of the field.

GoldMine allows you to create and maintain valid xBase expressions that represent information from the member’s contact record to be entered into the group member’s Reference field. For example, to place the group member’s contact name into the Reference field, enclose the field name in braces.

{CONTACT1->CONTACT}

This expression causes GoldMine to replace the Reference field for each group member with the member’s contact name. The reference entry

{CONTACT2->USERDEF03}

places the value of User Defined 3 in the group Reference field for each contact record added to the group. In fact, GoldMine supports a subset of the xBase language, so many xBase expressions can be used as Reference expressions. GoldMine will evaluate the expression for each contact record added to the group, and place the value of the expression in the Reference field for each new group member.

Build Filter

Displays the Expression Builder dialog box, in which you can create a filter to apply to the contact database to select records as members of the group.

Once you have selected a predefined filter or created an expression, select the Next> button. The Optional Settings dialog box will appear.


Building a Group based on Tagged Records

You can tag, or select multiple contact records from the contact listing, Group Members listing browse window, and the activity list. Once selected, GoldMine will place Tagged Records in the title bar of each selected record. This simple method to create and activate a group provides an alternative to manually building a group.

To tag a record from the contact listing or Group Members listing browse window, press and hold [Shift], then click on each record that you want to include in the group.

To keep the group for future use, you can select the Tagged records option from the Group Building Wizard.

Once you have selected the Tagged records option, select the Next> button. The Optional Settings dialog box will appear.


Building a Group based on Previewed Records

Instead of building or selecting a filter, then “blindly” accepting contact records selected on the basis of the filter, you may want to first view the records, then decide whether to put all selected records in the group, or to refine the filter to select a subset of records based on narrower conditions.

Note:	A filter must be activated before you can build a group based on records previewed on the basis of filter criteria.

For example, your first filter may select all contacts located in the state of California. However, once you preview the results and find that over 200 records have been selected, you may decide to select or build another filter that will select only contacts in the transportation industry that are located in California. The Previewed records option allows you to apply another filter to the originally selected records so that you can create a subset of the contacts located in California.

To add contact records to a group based on previewed records, from the Group Building Wizard, select the Previewed records option. This option allows you to view a list of all contact records that match the filter or expression that was applied to the database. For more information about previewing records selected on the basis of a filter, see “Previewing Records Selected on the Basis of a Filter”

When finished, select the Next> button. The Optional Settings dialog box will appear.


Building a Group based on Scheduled Activities

This group-building method allows you to add contact records to a group based on scheduled activities in the calendar. Whenever a contact record has a specific type of scheduled activity that matches your search criteria, GoldMine will add that contact record to the group. You can use this feature to send literature to all contacts to be called, or create a group to make your telephone calls instead of working directly from the calendar.

To add contact records to a group based on calendar activities:

From the Group Building Wizard, select the Scheduled calendar activities option. Select the Next> button. The Group based on Scheduled Activities dialog box will appear.

The Group based on Scheduled Activities dialog box contains the following options:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields).

User

Name of the user whose calendar activities will be searched to build the group. The default setting is your user name, but you can build the group based on any user’s calendar.

To display a list of available user names, click on the arrow to the right of the field.

From Date

Adds contact records to the group that have calendar activities scheduled on or after the date entered in this field. The default is the current date.

When combined with an entry in To Date, GoldMine will add only contact records with activities scheduled in the specified date range.

To Date

Adds contact records to the group that have calendar activities scheduled on or before the date entered in this field. The default is the current date.

When combined with an entry in From Date, GoldMine will add only contact records with activities scheduled in the specified date range.

Activity Type

Depending on which radio button you select, GoldMine will add contact records that have scheduled Call Backs, Messages, Next Actions, Appointments, Forecasted Sales, or Other activities to the group. You can select only one activity type.

Select the All Activities option to add contacts with any type of scheduled activities to the group.

Note:	To add contact records with multiple activities, select a different option, then rebuild the same group.

When finished, select the Next> button. The Optional Settings dialog box  will appear.


Building a Group based on Completed Activities

The Completed history activities option allows you to add contact records to a group based on completed activities in history.

To add contact records based on completed activities:

From the Group Building Wizard, select the Completed history activities option. Once you select this option, select the Next> button. The Build a Group Based on Completed Activities dialog box will appear.

The Build a Group based on Completed Activities dialog box contains the following options:

Note:	All date fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll through dates following or preceding the current entry.

•	Pressing [F2] inside the field to display a graphical calendar

User

Name of the user whose history activities will be searched to build the group. The default setting is your user name, but you can build the group based on any user’s history.

To display a list of available user names, click on the arrow to the right of the field.

From Date

Adds contact records to the group that have history activities scheduled on or after the date entered in this field. The default is the current date.

When combined with an entry in To Date, GoldMine will add only contact records with activities completed in the specified date range.

To Date

Adds contact records to the group that have history activities scheduled on or before the date entered in this field. The default is the current date.

When combined with an entry in From Date, GoldMine will add only contact records with activities completed in the specified date range.

Activity

Adds only contact records that have a specified three-character identification code for an activity. Leave this field blank for GoldMine to include history records with any activity code.

Result

Adds only contact records with activities completed with a result specified by the three-character identification code. Leave this field blank for GoldMine to include history records with any result code.

Activity Type

Depending on which radio button you select, GoldMine will add contact records that have completed Phone Calls, Messages, Next Actions, Appointments, Sales, Others, Letters, or To-Dos activities to the group. You can select only one activity type.

Select the All Activities option to add history records with any type of completed activities to the group.

Note:	To add contact records with multiple activities, select a different option, then rebuild the same group.

When finished, select the Next> button. The Optional Settings dialog box will appear.


Building a Group based on Supplemental Contact Data

Building a group based on supplemental contact data allows you to add contact records to a group based on profiles, linked documents, additional contacts, or referrals.

To add contact records based on supplemental contact data:

From the Group Building Wizard, select the Supplemental contact data option. This option adds records based on the contact’s profiles, linked documents, additional contacts, or referrals. GoldMine will add to the group all contact records that have the selected type of supplemental record.

Select the Next> button. The Build a Group Based on Contact Profiles dialog box will appear.

The Build a Group Based on Contact Profiles dialog box contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Profiles

Builds the group based on profile records.

Document Links

Builds the group based on linked documents.

Other Contacts

Builds the group based on other contact records.

Referrals

Builds the group based on referral records.

Profile

Type the name of the profile on which to build the group. Only contact records that have this profile will be added to the group.

This option is active only when Profiles has been selected for Record Type. That is, GoldMine will ignore this field when the selected supplemental record type is Document Links, Other Contacts, or Referrals.

Keyword

Specifies a word or phrase to be searched for within the Reference field of the selected type of supplementary record. If a value is entered in this field, GoldMine will only add only contact records with profiles that contain this value within the Reference field to the group.

When finished, select the Next> button. The Optional Settings dialog box will appear.


Building a Group based on Search Result

To build a group based on the result of a search, select the Query|Search... option to locate those records that you want to include in the new group. When GoldMine has completed the search, leave the Search dialog box open.

To add contact records to a group based on search criteria:

Access the Build a Group wizard, then select the Search result optionThis option allows you to add contact records to a group based on the result of a search. When a group is built based on the result of a search, GoldMine will add to the group all contact records found in the most recent search operation.

Once you select the Search result option, select the Next> button. The Optional Settings dialog box will appear. Continue with “Setting Additional Options for Group Members


Setting Additional Options for Group Members

The Optional Settings dialog box contains two options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Sort field

Specifies a field by which GoldMine can sort the group. Select the field by which to sort the group, and GoldMine will place the value from that field in the group Sort field for each group member’s contact record. When the group is active, group members will be arranged alphabetically by this sort field.

To display a list of available sort fields, click on the arrow to the right of the field.

Reference

Each member has a group reference field. This field can contain any information you select. When GoldMine builds a group, you can select the value that is placed in the group Reference field for each group member--see the Reference field description. GoldMine also allows you to place information from the group member’s contact record, or the activity’s history record, in the group Reference field by enclosing the field name in braces. For example, the entry

{CONTHIST->REF}

will place the company name for each group member in the Reference field.

Filter Expr

Type a filter expression that GoldMine will apply to select the records for the group. This option is not available if the Filter or expression option is selected to build groups.

This field allows you to further limit the contact records that GoldMine adds to the group. Any entry in this field must be a valid xBase Boolean expression.

Once you have specified any optional settings, select the Next> button. The Ready to Finish launch window will appear. When ready to build the group, select the Finish button.

See also:

Activating a Group


Activating a Group

Once you have built a group by adding members to it, you can activate the group with the Activate Group command on the Group local menu. When you select this command, GoldMine’s database appears to contain only contact records that are members of the group. Records that are not members of the group are not displayed.

To display a record that is not a group member:

From the Main Menu, display the Contact Listing dialog box from the Query menu by selecting an option by a value in the contact record, such as Company. However, when you press [Page Up] and [Page Down] to move through records, the record that appears will be a member of the active group.

See also:

Sorting a Group


Sorting a Group

During group building, the value entered in the Sort field determines the order of members in the group. When a group is active, member contact records are listed alphabetically, based on the value in the Sort field.

Once a group is built, you can change the field by which GoldMine sorts member records. The value of this field is entered into the Sort field on each contact’s group record. To change the value in the Sort field to order member records in a different way, display the Group Member local menu, then select the Sort Members... option. The Sort Group Members dialog box will appear.

The Sort Group Members dialog box contains the following information and options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Clear All Sorts

Replaces the entry in the Sort field of each group member with blank spaces. When all the Sort fields in the group are blank, the members of the group are arranged randomly.

Sort by a Field

Replaces the Sort field for each member of the group with the value of the selected field on the contact record. For example, to arrange the group alphabetically by the Source field, select the Sort by Field option, then click on the arrow to the right of the field to display a list of available fields.

Sort by an Expression

Replaces the Sort field for each member of the group with the value returned by a xBase/Clipper expression. For example, to sort the group by telephone area code and prefix, enter the following expression:

SUBSTR(CONTACT1->PHONE1,2,3) + “-” + SUBSTR(CONTACT1-PHONE1,6,3)

Reference Expression

When sorting a group, you can also regenerate the values in the Reference field for each group member. You can enter a value directly, such as

SORTED 10/01/95

and GoldMine will place that text in each group member’s Reference field. You can also place information from the group member’s contact record in the group Reference field by enclosing the field name in braces. For example, the reference entry

{CONTACT1->STATE}

places the value of the State field on the contact record in the group Reference field for each contact record added to the group. In fact, any valid xBase/Clipper character expression can be used as a reference expression. GoldMine will evaluate the expression for each contact record added to the group, and place the value of the expression in the group Reference field for each group member.


Managing Activities

Managing contacts successfully involves more than just transferring names from your Rolodex® cards to a contact manager, such as GoldMine. A key component of contact management is based on the work related to your contacts. Activity information is time-specific or event-based data about either

•	Contacts, such as calls or appointments

•	Other types of activities, such as routine tasks, including mailings and faxes

GoldMine’s powerful scheduling features help you to organize and maintain activities for you and other members of your organization.

Consistently scheduling activities in GoldMine yields many benefits:

Activity Listings

GoldMine can display various listings of activities that need to be performed. You have a great deal of control over the scope of these listings: they can be daily, weekly or monthly. You can view all activities pending for a particular contact, or you can view only those Calls that must be made on a specific day.

You can also view the pending activities of other users.

Reminders

Important activities can be set up to automatically remind you at a specific time to perform them. This feature is called an alarm, and can be set up for all the activities that GoldMine supports.

History

When activities are completed, GoldMine maintains a record of what was done, when it was done, and by whom--providing extremely powerful information for subsequent follow-up with contacts.

Scheduling Meetings

When all of your activities are scheduled in GoldMine, other GoldMine users (for example, your assistant) can quickly and easily determine the times when you are available for meetings, conference calls or appointments.

Productivity

Completed activity listings or analyses can be printed and displayed or printed for any GoldMine user. You can easily justify time and expenditures. Statistics on completed activities can be calculated and displayed on the screen, allowing you to analyze your performance or the performance of others.

Once a new contact has been added to the database, you can begin using GoldMine to schedule activities for this contact. GoldMine’s calendar provides a powerful tool for coordinating telephone calls, letters, and appointments for contacts in your database.

GoldMine’s calendar is designed to act as both a long-range planning tool and a daily activity manager. The calendar can remind you to call someone, advise you of your current schedule, and remind you when a particular appointment is imminent.

Delegation

If you are using GoldMine on a network, you can use the calendar to schedule activities to others and to follow up on their progress. One of GoldMine’s most unique features is its ability to delegate and track activities for an individual GoldMine user, or a group of users.

Links

GoldMine allows you to create both linked activities and unlinked activities. Linked activities are associated with a specific contact record; GoldMine updates the information on the linked contact record to show the progress of these activities.

Unlinked activities, however, are not linked to a specific contact record. These activities are not connected to any contact and are generally used for incidental events. Any time an activity does not involve one of the contacts in the current contact file, an unlinked activity can be used.

You will rarely want to use unlinked activities, since many of GoldMine’s features will not operate when the activity is not linked to a contact record. By default, GoldMine creates activities that are linked to the current contact record, unless you specifically direct GoldMine to create an unlinked activity.

Note:	Schedule can be synchronized with appointments and tasks created, edited and completed in GoldMine. To set up the Schedule+ link, select the Link with Microsoft Schedule+ option in the Schedule folder of the View|Preferences window.

See also:

Activity Types

Scheduling an Activity


Activity Types

Activities fall into several different categories. These activity types correspond to commands on the Schedule menu; selecting one of these commands indicates to GoldMine that you want to schedule that type of activity. GoldMine supports the following types of activities:

Calls

Prescheduled, outgoing telephone calls to be made sometime in the future. Call activities are used to schedule an initial contact, or to follow up on an existing contact. GoldMine also allows you to make unscheduled outgoing calls and to record unscheduled incoming calls.

Next Actions

Scheduled manual tasks, such as sending literature, delivering samples, shipping products, etc.

Appointments

Scheduled, date-specific meetings with contacts. Appointments can also be used to schedule conference calls.

Forecasted Sales

Scheduled activities indicating the anticipated close date of a pending sale with one of your contacts. GoldMine has special features for managing forecasted sales--see “Scheduling a Forecasted Sale.

Other Actions

Miscellaneous activities that fall outside the other activity categories defined in GoldMine.

To-Do

Priority-ranked activities that do not have an activity date and appear on a separate To-do list, rather than the date-based Scheduled Activities windows.

Note:	By default, GoldMine does not link To-Do activities. Each To-Do activity is forwarded daily.

Event

Date-specific activities scheduled for one or more days, such as conferences and conventions.

See also:

Managing Activities

Scheduling an Activity


Scheduling an Activity

Although each of these activity types performs a different action, the process of scheduling is similar. In fact, the dialog boxes for scheduling a call-back, next action, appointment, other action, or event are almost identical. For that reason, these five activity types will be discussed together.

Linked activities are scheduled for--or attached to--the contact record displayed in the active contact record. In most cases, the active contact record is the contact record that had input focus prior to the selection of the Schedule menu option. The title bar of an active contact record will be a different color than the title bar(s) of inactive contact record(s).

Sometimes, you can have several contact records in GoldMine’s workspace, but none of the contact records are active (for example, when you are working with the activity list or the calendar). In this case, selecting one of the Schedule menu options schedules the activity for the last displayed contact record.

When you select the Calls, Next Action, Appointment, Other Action, or Event option from the Schedule menu, GoldMine displays a Schedule window. The Schedule window is actually a tiered set of folders, or dialog boxes, that allows you to set up the following activity parameters:

•	Schedule: defines basic information related to the activity, including contact, activity type, and date/time information (default view)

•	Users: specifies which GoldMine users are included in the scheduled event

•	Resources: reserves accomodations, equipment, etc., for the activity

•	Available Time: sets up conditions for GoldMine to scan the calendars of all included users to determine the best date/time to schedule an activity

•	Recurring: schedules regularly repeating activities, such as monthly departmental meetings

•	Group Schedule: sets up an activity for all contacts in an active filter or group, or to all contacts


Setting up Basic Activity Information

When scheduling a Call, Next Action, Appointment, Other Action, or Event, the Schedule window will show the Schedule folder by default. The Schedule folder is a dialog box that allows you to define basic parameters for the activity. For your own single-occurrence activities, this may be the only folder you need to access.

The Schedule folder contains the following options:

Note:	To schedule an activity, you do not have to select an option or type a value into every field. GoldMine places default values into the required fields.

For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration,etc. For more information about setting a date or time, see the specific field description.

Contact

Name of the person to whom the activity is related. This field will default to the primary contact name of the active contact record.

To display a list of additional contacts, click on the arrow to the right of the field.

Activity

Job code, or other identifier, that allows you to categorize the activity. A separate lookup list is available for each activity type, except Phone Message and E-mail Message, which share a common lookup list window. For example, different activity codes can be set up for activities, such as sales, shipping, and administrative tasks.

Note:	Set up your lookup list window entries for each Activity Code field so that the first three characters of the lookup entry contain the activity code; then two spaces, and then a description of the activity. On activity zoom windows, GoldMine will display the activity reference that matches the code entered in this field.

Activity codes can later be used to analyze specific completed activities. For example, if you code phone calls with an activity code of BIL, for billable calls, and NON for non-billable call, you can determine how long you have spent on billable and nonbillable calls during a specific period of time by either accessing the View|Statistical Analysis option, or by printing a report.

Color

Assigns a color to the user for display in the Day folder, the Week folder, and the Planner folder of GoldMine’s calendar. By default, GoldMine will assign the color blue.

To select a different color, click on the arrow to the right of the Color field. A drop-down list will appear, from which you can select a color.

Reference

Descriptive information regarding this activity that will appear in the Reference column on the activity listing displays. The contents of this field can vary, depending on the activity type and purpose. An example reference might be call to confirm appointment for a call-back; or send brochure for a next action. A different lookup list window is available for each activity type, except for Phone Message and E-mail Message, which share a common lookup list window.

Notes

Any additional text that you want to associate with the activity record.

Primary User

GoldMine user whose calendar will be updated. This field defaults to your name; however, every authorized user can schedule an activity for any other user. GoldMine allows you to delegate activities to other users for completion.

To display a list of available GoldMine users, click on the arrow to the right of the field.

Date

Calendar date on which this activity should be completed.

You can type a date into the field, or use the spin controls to forward or reverse the displayed date incremently. To change the date by one-day increments, position the cursor in the field.

To set the date graphically, press [F2] inside the field to display a calendar.

Time

Time for which this activity is scheduled. This field will affect the position of the activity on the calendar activity listings, because activities on the calendar are sorted by both date and time.

You can type a time directly, or use the spin controls to forward or reverse the displayed time incremently. To change the time by five-minute increments, position the cursor in the field.

To set the time graphically, press [F2] inside the field to display an analog clock.

Duration

Anticipated length of time for this activity. GoldMine uses the Duration value to allocate time, and avoid scheduling conflicts.

Activity

Specifies an activity type from the following options:

•	Call

•	Action

•	Appt.

•	Other

To select an activity type, click on the arrow to the right of the field. You can change the activity type for a scheduled activity, or when completing the activity.

Alarm

Allows you to set up an alarm for the activity. To activate the alarm, check the Alarm check box, then enter a time in the field to the right of the Alarm check box. When an activity is set to alarm you, GoldMine will alert you of the pending activity prior to the activity’s scheduled time. If you change the time for the scheduled activity, GoldMine will automatically change the alarm setting. GoldMine allows you to verify the amount of lead time in the Alarms folder of the View|Preferences dialog box.

To set the alarm graphically, press [F2] inside the field to display an analog clock. If you do not want to set up an alarm for this activity, leave this field blank.

Private

Restricts viewing of code, reference, and any notes about the activity to the user who “created” the activity, the recipient, and any users with Master-Rights.

In the Pending folder of the contact record(s), other users can view information about the activity type, date, and user; the Reference column will indicate that the user designated the activity as private. In the Calendar, other users can see the activity, but not zoom on the activity to display details.

RSVP

Allows you to keep track of when, and if, activities that you have scheduled for other users are completed. This field is particularly useful when activities are delegated to other network or remote users. GoldMine will create an RSVP message on your calendar as soon as an activity you scheduled for another user has been completed or deleted.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Link

By default, GoldMine selects this option to attach the activity to the contact record. If you do not want the activity attached to the contact record, remove the check corresponding to this option.

Notify

Sends an e-mail message to any user(s) for whom the activity is scheduled, or when a scheduled activity is changed. If an activity is scheduled for the current date, and this option is selected, GoldMine will alarm the user(s).

When finished, select the Schedule button to schedule the activity. GoldMine will create activity records for each selected user.

Once the activity has been scheduled, GoldMine will return to the previous display. If the Pending tab is selected for the contact record, the newly scheduled activity will appear in the corresponding folder.

See also:

Selecting Users for an Activity

Reserving Resources

Determining Available Times for a Meeting

Scheduling Recurring Activities

Scheduling an Activity for Multiple Contact Records

Scheduling a Forecasted Sale

Checking for Scheduling Conflicts

Scheduling an Automated Process

Setting up a To-Do List


Selecting Users for an Activity

In the Schedule window, the Users folder allows you to select additional users to be added to the distribution list of an activity. In addition, GoldMine allows you to add blind users to the distribution list. Blind users receive a copy of the message or scheduled activity, but are not included in the distribution list text that is added to the Notes field of all activities scheduled for more than one user.

To add multiple users to the activity, in the Schedule window, select the Users tab. The Users folder will appear.

Note:	All individuals to whom you want to schedule activities must have a user record in GoldMine’s Users Master File, even if they will never use any of GoldMine’s other features, or even log into GoldMine.

The Users folder contains the following options:

Primary User

GoldMine user whose calendar will be updated. This field defaults to your name; however, every user can schedule an activity for any other user. GoldMine allows you to delegate activities to other users for completion.

To display a list of available GoldMine users, click on the arrow to the right of the field.

Note:	The following two options, Additional Users and Send blind e-mail are mutually exclusive. You can select only one option.

Additional Users

Lists one or more GoldMine users to be notified of the activity in addition to the Primary User. To designate additional users, click on this check box, then double-click on one or more user names listed in the Users List.

To remove a user, double-click on the user name. GoldMine will move the user back to the Users List.

Send blind e-mail

Sends blind e-mail to specified users regarding the activity without including them on the distribution list sent to the users in the Additional Users list. To designate users to receive blind e-mail, click on this check box, then double-click on one or more user names listed in the Users List.

To remove a user, double-click on the user name. GoldMine will move the user back to the Users List.

Users List

Lists all of the users for whom you can schedule an activity. To select a user, select either the Additional User option, or the Send blind e-mail option, then double-click on the user’s name. The user name will move to the list under the selected distribution option.

Groups List

Lists all user groups that have been defined in GoldMine. To select a user, select either the Additional User option, or the Send blind e-mail option, then double-click on the group’s name. The group name will move to the list under the selected distribution option.

When finished, select the Schedule button to select the primary user, and any other users included in the scheduled activity.

See also:

Setting up Basic Activity Information

Reserving Resources

Determining Available Times for a Meeting

Scheduling Recurring Activities

Scheduling an Activity for Multiple Contact Records

Scheduling a Forecasted Sale

Checking for Scheduling Conflicts

Scheduling an Automated Process

Setting up a To-Do List


Reserving Resources

In GoldMine, a resource is any facility, equipment, or other item that can be used in a meeting. Before you can reserve a resource, such as a conference room, slide projector, or overhead projector, the resource must be added to the Resources Master File, which maintains the list of items that can be shared among GoldMine’s users.

To reserve a resource for a scheduled activity, from the Schedule window, select the Resources tab. The Resources folder will appear.

The Resources folder contains two lists:

Selected Resources

Resources reserved for the scheduled activity. To remove a listed resource, double-click on the name of the resource.

Resources List

Resources available for scheduled activity. To reserve a listed resource, double-click on the name of the resource.

When finished, select the Schedule button to reserve the selected resources for the scheduled activity.

See also:

Setting up Basic Activity Information

Selecting Users for an Activity

Determining Available Times for a Meeting

Scheduling Recurring Activities

Scheduling an Activity for Multiple Contact Records

Scheduling a Forecasted Sale

Checking for Scheduling Conflicts

Scheduling an Automated Process

Setting up a To-Do List


Determining Available Times for a Meeting

Before you can actually schedule a meeting for multiple individuals, you have to determine a time that all participants are available. Before GoldMine can scan the participants’ calendars to determine their availability, you must specify who will attend, and which resources will be needed. The Schedule window allows you to select any number of users in the Users folder. Once you have selected all of the users and resources that will be part of the activity, you can scan for an available time.

Note:	For GoldMine to schedule meetings successfully, all potential attendees must maintain their daily schedules in GoldMine. Based on the schedules of the meeting participants, GoldMine determines all available blocks of time that can accommodate everyone’s schedule. Once you select the meeting time, GoldMine will schedule the meeting and inform the relevant participants.

GoldMine locates available meeting times by scanning each participant’s calendar and blocking off unavailable times. When the scanning process is completed, any unblocked time remaining becomes available for the meeting. At this time, GoldMine will display the available times for selection.

To check for available times among participating users:

In the Schedule window, select the Available Time tab. The Available Time folder will appear.

The Available Time folder contains the following options:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields)

Available Time

Lists the available times and graphically displays when all users and resources scheduled for this activity will be available once the following options have been defined.

Duration

Type a value in minutes for the length of the meeting. GoldMine will scan each participant’s calendar for available times that are at least as long as the duration of the meeting.

For this field, the [F2] lookup list will display a list of previously defined duration intervals, such as 90 minutes // Hour and a Half, press [F2] inside the field. The Duration window will appear. You can select a duration value, edit an existing duration value, or set up a new duration value.

Start Time

Earliest acceptable time to schedule the meeting. GoldMine checks for available meeting times starting at this time.

to

Latest acceptable time to schedule a meeting. GoldMine checks for available meeting times up to this time.

Scan Date

Earliest acceptable date to hold the meeting. GoldMine scans for available dates beginning with this date.

to

Latest acceptable meeting date. GoldMine scans for available dates up to this date.

Scan Days...

GoldMine will scan for activities on the days you specify. Check the box corresponding to days of the week you want GoldMine to scan.

Scan Activities

Select one or more of the following activity types for GoldMine to scan:

Appointments

Call Backs

Next Actions

Other Actions

Check the activities that can cause someone to be unavailable. If a type of activity is not checked, GoldMine will ignore occurrences of that activity on the user’s calendar.

Scan

Starts scanning for available times.

Once you have entered the scheduling parameters, GoldMine will scan the calendar for each selected User and Resource, blocking off time that has already been scheduled. If the user has an activity scheduled with no duration time specified, that activity is treated as if it is 15 minutes long.

When the entire range of requested dates has been scanned, GoldMine displays a list box listing the dates and times that are available for all the users and resources.

Each record in the Available Times browse window represents a block of time in which all the users and resources are available. The date and time span of available times appears to the left. A graphical display of available times, in 15-minute increments, appears on the right.

To schedule the actual meeting, highlight the desired time block in the Available Times browse window, then select the Schedule button. The Schedule folder will appear, where you can complete your entries.

See also:

Setting up Basic Activity Information

Selecting Users for an Activity

Reserving Resources

Scheduling Recurring Activities

Scheduling an Activity for Multiple Contact Records

Scheduling a Forecasted Sale

Checking for Scheduling Conflicts

Scheduling an Automated Process

Setting up a To-Do List


Scheduling Recurring Activities

GoldMine allows you to schedule recurring activities based on any interval of time. For example, you can schedule a weekly sales meeting for the next three months. From the Recurring folder in the Schedule window, you can schedule an appointment on the same day each week over the next twelve weeks.

Recurring activities can also be used to schedule follow-up calls, or any type of repeating tasks. Recurring activities can contain the same information as a nonrecurring activity, including alarms and notes.

Recurring activities can also be used to schedule a reminder to send an important client a birthday card the week before his or her birthday each year. In addition, using GoldMine’s capability to schedule meetings for multiple users, you can use the Recurring Activity option to schedule an office meeting on the first Monday of every month.

The Recurring tab in the Schedule window allows you to set the interval and other options for a recurring activity. To set up a recurring activity, from the Schedule dialog box, select the Recurring tab. The Recurring folder will appear.

The Recurring folder contains the following options:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields)

Start Date

First date to schedule the recurring activity. When the recurring activity is weekly or biweekly, the day of the week that this date falls on is the day of the week on which all subsequent activities will fall.

End Date

Last date to schedule a recurring activity. GoldMine will only schedule an activity on this date if it falls on the correct day, as determined by the schedule frequency. GoldMine will not schedule any activities after this End Date.

Fixed Frequency

Allows you to select how often the recurring activity is to appear on the calendar. Several common intervals can be selected; there is also an option to manually set the number of days between activities (Every x Days).

Skip Weekends

Schedules recurring activities that fall on a Saturday or Sunday for the following Monday.

Monthly Occurrence

Allows you to select a specific day--as opposed to a specific date--of the month on which the activity should fall. You can select the First, Second, Third or Last week of the month, as well as the specific day of the week on which the activity should be scheduled.

Reset

Returns settings to the original recurring activity parameters.

When finished, select the Schedule button to schedule the activity on a recurring basis.

See also:

Setting up Basic Activity Information

Selecting Users for an Activity

Reserving Resources

Determining Available Times for a Meeting

Scheduling an Activity for Multiple Contact Records

Scheduling a Forecasted Sale

Checking for Scheduling Conflicts

Scheduling an Automated Process

Setting up a To-Do List


Scheduling an Activity for Multiple Contact Records

Using GoldMine, you can schedule the same activity for any number of contacts. This time-saving feature allows you to schedule repetitive tasks without entering each task individually.

For example, using the Group Schedule option, you can schedule call-backs to yourself for each contact in a database that was imported from a new mailing list. You can schedule the time to make the first call-back, the time to make the last call-back, and the number of call-backs to be scheduled per day within the specified time period. GoldMine will create a calendar activity for each contact record in the database, and will automatically schedule the date and time for each call-back.

You can even schedule multiple activities for multiple GoldMine users. When multiple users are selected for scheduling, GoldMine schedules activities in a round-robin fashion, scheduling one activity for each selected GoldMine user, then changing the date and time by increments as necesary.

You can schedule activities for multiple contacts using the following selection criteria:

•	All contact records

•	Contact records selected by a filter expression

•	Contact records selected as members of a group

Note:	To schedule an activity for a subset of records selected by filter criteria, the filter must be active.

To schedule an activity to a defined group of records, the group must be active.

To reserve a schedule an activity for multiple contact records:

In the Schedule window, select the Group Schedule tab. The Group Schedule folder will appear.

The Group Schedule folder contains the following options:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields).

Schedule to a group of contacts

Schedules the activity to all contacts in an active filter or group.

To schedule the activity to all contacts in the contact database, leave this check box blank.

Start Date

Beginning date on which GoldMine will schedule the first activity.

Span across multiple days

When the number of activities entered in Activities per day have been achieved by a user, GoldMine begins scheduling activities for the following day.

Skip weekends

Schedules recurring activities that fall on a Saturday or Sunday for the following Monday.

Activities per Day

Number of activities to be scheduled to each user on a daily basis.

Start Time

Beginning time to schedule an activity. GoldMine will schedule the first activity of the day at this time, then evenly space the remaining activities as specified by Activities per Day within the time period between Start Time and End Time.

End Time

Last time to schedule an activity.

When finished, select the Schedule button to schedule the activity to multiple contact records.

See also:

Setting up Basic Activity Information

Selecting Users for an Activity

Reserving Resources

Determining Available Times for a Meeting

Scheduling Recurring Activities

Scheduling a Forecasted Sale

Checking for Scheduling Conflicts

Scheduling an Automated Process

Setting up a To-Do List


Scheduling a Forecasted Sale

A forecasted sale is an estimate that allows you to record the anticipated close date of a pending sale with one of your contacts. Forecasted sales are different from other activities because they include a product or service, an anticipated sale amount, and the probability of the sale closing.

To record a forecasted sale:

From the Schedule menu, select the Forecasted Sale option. The Schedule a Forecasted Sale dialog box will appear.

The Schedule a Forecasted Sale dialog box contains the following options:

Note:	For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration,etc. For more information about setting a date or time, see the specific field description.

Contact

Name of the person to whom this activity is related. By default, this field will display the primary contact name.

To display a list of contact names, click on the arrow to the right of the field.

User

Name of the primary user on whose calendar this activity is to appear. This field defaults to your name; however, any authorized user can schedule an activity for any other user. This allows users to delegate activities to other users.

To display a list of available user names, click on the arrow to the right of the field.

Product

Name of the product or service that the prospect is expected to purchase.

Activity

Job code, or other identifier, that categorizes the activity.

Note:	Set up your lookup list entries for each Activity field so that the first three characters of the lookup entry contain a three letter activity code; then two spaces, and then a description of the activity. On activity Zoom screens, GoldMine will display the activity reference that matches the code entered in this field.

Activity codes can later be used to analyze specific sales activities. For example, if you code all your forecasted sales that were referrals with an Activity code of REF, you can determine how many referred sales you have made during a specific period of time. If you code forecasted sales by customer type, for example, distributor or retailer, you can identify which customer types are generating more sales.

Sale Potential

Total dollar amount the contact is expected to purchase.

Probability

Likelihood of the contact making this purchase. This field is expressed as a percentage. For example, if the contact will definitely purchase, enter a high percentage.

To calculate the weighted amount of probable sales for each user, GoldMine multiplies the Sales Potential field by the Probability field in the Forecasted Sales analysis window.

Close By

Date by which the prospect is expected to make the purchase. This is the date that the forecasted sale activity will appear in the Scheduled Activities window.

Notes

Any additional information related to the forecasted sale.

Alarm

Allows you to set up an alarm for the activity. When an activity is set to alarm you, GoldMine will alert you of the pending activity prior to the activity’s scheduled time. If you change the time for the scheduled activity, GoldMine will automatically change the alarm setting. GoldMine allows you to verify the amount of lead time in the Alarm Lead Time configuration option found in Alarms folder of the View|Preferences window.

If you do not want to set up an alarm for this activity, leave this field blank.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP message on your activity list.

GoldMine automatically assigns a Result code to each RSVP message. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Link

Attaches the activity to the contact record (default). If you do not want the activity attached to the contact record, remove the check corresponding to this option.

When finished, select the OK button to enter the forecasted sale as a pending activity.

See also:

Setting up Basic Activity Information

Selecting Users for an Activity

Reserving Resources

Determining Available Times for a Meeting

Scheduling Recurring Activities

Scheduling an Activity for Multiple Contact Records

Checking for Scheduling Conflicts

Scheduling an Automated Process

Setting up a To-Do List


Checking for Scheduling Conflicts

While scheduling activities on the calendar, you can unintentionally schedule two activities for the same time. In some cases, the result may not affect either activity. However, for other activities, such as scheduling two appointments, the resulting scheduling conflict would affect one or both of the activities.

GoldMine’s conflict checking feature alerts you whenever you schedule activities for the same or overlapping times. When you are scheduling activities, GoldMine will warn you if another activity is found on the calendar with the same date and time as the activity that you are trying to schedule. You will also be warned if GoldMine finds an activity with a duration that overlaps the new activity.

Note:	Activities without a value in the Duration field are assigned the default value of 15 minutes.

When a conflict occurs, GoldMine displays a dialog box containing the activity type, date, time, contact name, and reference information for the previously scheduled activity that conflicts with the one you are currently scheduling. Two buttons appear in the dialog box:

•Ignore, which schedules the current activity anyway

•	OK, which returns you to the Schedule window so you can make changes to the activity

GoldMine checks for conflicts immediately after the Time or Duration fields are edited. However, if you indicate that you want the activity scheduled anyway, by selecting the Ignore option, GoldMine will not check that activity again for conflicts.

See also:

Setting up Basic Activity Information

Selecting Users for an Activity

Reserving Resources

Determining Available Times for a Meeting

Scheduling Recurring Activities

Scheduling an Activity for Multiple Contact Records

Scheduling a Forecasted Sale

Scheduling an Automated Process

Setting up a To-Do List


Scheduling an Automated Process

You can assign an automated process to a single contact record from the Schedule menu.

To assign an automated process to the active contact record, select the Schedule|Automated Process... option. The Attach an Automated Process dialog box will appear.

The Attach an Automated Process dialog box lists one record for each defined automated process. The dialog box contains the following information and option:

Code

User-defined identification value assigned to the track. The value can by any alphanumeric character. Tracks are listed by the Code value in ascending order.

Process Name

Descriptive name assigned to the track. The Process Name is typically assigned when the track is created to indicate the function or purpose of the track.

Attaching User

By default, your user name--or the user name of the individual who logged into GoldMine--will appear in this field. To select a different user as the one who assigns the automated process, click on the arrow to the right of the field, then select a user from the drop-down list.

Select the automated process that you want to assign to the active contact record, then select the OK button.

See also:

Automating Work Flow

Setting up Basic Activity Information

Scheduling Recurring Activities

Scheduling and Activity for Multiple Contact Records

Checking for Scheduling Conflicts

Setting up a To-Do List


Setting up a To-Do List

A to-do list might work better for those activities without a specific deadline, than trying to schedule the activity. The To-Do Action feature allows you to set up activities in a rank-order by priority without placing the activities on your calendar. These activities appear in a separate To-Do Action dialog box, instead of in the date-based Schedule window.

To set up an activity as a To-Do Action:

From the Schedule menu, select the To-Do... option. The Schedule a To-do dialog box will appear.

The Schedule To-do dialog box contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

To-do

Descriptive reference for the to-do activity, such as Buy stamps.

Notes

Any additional text that you want to associate with the activity record.

Priority

Number from 1 - 9 that determines the rank order of the activity on the to-do list. To change the number incrementally, click on the spin arrows (triangular arrows) to the right of the field.

Activity

Job code, or other identifier, that categorizes the activity.

User

Name of the primary user on whose activity list this activity will be listed. This field defaults to your name; however, any user can set up a to-do activity for any other user. This allows users to delegate activities to other users.

To display a list of users, click on the arrow to the right of the field.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP activity on your activity list.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Link

Attaches the activity to the contact record (default). If you do not want the activity attached to the contact record, remove the check corresponding to this option.

When finished, select the OK button to enter the activity on a to-do list. To review a to-do list, select the View|Activity option, then select the To-do tab.

See also:

Setting up Basic Activity Information


Displaying User Activities in an Activity List

The activity list is GoldMine’s main window for viewing activities. To display the activity list, from the View menu, select Activity List.

While the contact record displays information associated with a particular contact in your GoldMine database, the activity list displays the activities related to a particular GoldMine user. Although you will typically use the activity list to view and manipulate your own activities, the activity list can also be used to view and manipulate another GoldMine user’s scheduled activities, completed activities, and electronic mail.

When first displayed, the activity list will display your activities for the current date. However, the activity list display can be changed to display a variety of activity-related information.

The activity list is designed to be one of the main working areas of GoldMine. From the activity list, you can view the pertinent details of an activity, display the contact record linked to a particular activity, use the auto-dialer to call the contact, complete the activity, and save vital reference information into the history file.

You can leave the activity list on the screen as you work with other GoldMine functions. For example, if you need to view or edit information in the contact record, click on the title bar of the contact record. The contact record will come to the foreground and overlap the activity list. To return to the activity list, click on its title bar. In addition, GoldMine has commands on the Window menu  that help you manage the size, position and arrangement of objects in the GoldMine work area.

The activity list contains two levels of tabs along the top, similar to the tab bar on the contact record. The tabs in the activity list are used to select the type of activity that will appear. The following activity views can be selected by clicking on the appropriate tab:

Open

Displays all types of pending scheduled activities. This is the default view.

E-mail

Displays only the selected user’s unanswered e-mail.

Outbox

Displays only messages that the user has created, but has not yet sent to the receiver(s).

Calls

Displays only the selected user’s calls.

Appts

Displays only the selected user’s appointments.

Forecast

Displays only the selected user’s forecasted sales. The default date range for this display is All Dates.

Actions

Displays only the selected user’s Next Actions and Other Actions.

To-do

Displays only the selected user’s To-dos.

Closed

Displays all completed activities for the selected user.

Filed

Displays all completed GoldMine e-mail and Internet e-mail. This folder is similar to the Closed folder, but dedicated solely to completed e-mail.

Real Time

Displays all users’ completed activities in the order in which they were completed. This display is useful for viewing the productivity of your entire staff in real time.

Tagging Records

You can tag, or select, multiple contact records from the activity list. Once selected, GoldMine will place Tagged Records in the title bar of each selected record. This simple method to create and activate a group provides an alternative to manually building a group.

To tag a record from the contact listing, press and hold [Shift], then click on each record that you want to include in the group.

Once records are tagged, you can perform any standard merge operation on tagged records, including printing, sending e-mail and fax messages, and scheduling.

You can save the tagged records as a group for future use.

Activity List Local Menus

Each activity list tab has a local menu. Depending on which tab is currently selected, GoldMine can display a different local menu containing commands that operate on the activities in the window. To access these local menus, either click on the right mouse button while the mouse pointer is within the boundaries of the activity list, or press [Spacebar] when the activity list is the active window.

The following options are available on the local menus for Open, E-Mail, Out-Box, Calls, Appts, Forecast, and Actions.

Date Range...

Displays the Activity Range dialog box containing options that allow you to select which activities will appear in date order in the activity list. GoldMine typically displays today’s activities, although you can view almost any range of dates by selecting the appropriate option from this dialog box.

Activities

Allows you to select a specific type of activity to be displayed. For example, you can instruct GoldMine to display only next actions when the Open tab is selected on the activity list. You will typically leave this option set to All Activities.

This option appears only on the local menu for the Open folder.

Analyze...

Displays an analysis dialog box, from which you can view statistics on the potential or actual performance of selected users.

This local menu option is available only for the Forecast, Closed, and Filed folders.

User...

Displays the Select a User dialog box, from which you can select the GoldMine user whose activities you want to view.

Zoom...

Displays the Scheduled Activity Zoom dialog box containing all the information on the highlighted activity. In addition, you can view the next activity on the activity list by selecting the Next button, or view the previous activity on the display by selecting the Prev button. If the local menu option Sync Record is checked, the linked contact record will display the contact record linked to the activity displayed in the Scheduled Activity Zoom screen.

Complete...

Removes a completed activity from the calendar and activity displays. When this option is selected, GoldMine displays a dialog box so you can enter information about the completed activity to be stored in GoldMine’s history file.

Reply...

Displays the Reply to Sender dialog box, from which you can create and send a message to the sender of a selected activity. For example, you can want to send a reply to the user who sent you an e-mail message. When this option is selected, GoldMine displays the Schedule dialog box for the selected activity, and copies the fields from the highlighted activity to the fields on the Schedule dialog box. The Notes and Subject of the original activity are copied to the new activity. You can make changes before sending the reply.

Link

Links a selected activity to the active contact record.

Forward

Displays the Forward All Displayed Activities dialog box that contains options to forward the activities currently displayed in the activity list window to another date, or to another user. This is useful to assign activities to different GoldMine users, such as sales representatives.

Detailed View

Selects whether or not the details of the selected activity are displayed in the lower portion of the activity list. When the Detailed View is active, a check mark will appear next to this menu option.

Sync Record

Selects whether or not the displayed contact record is linked to the activity list. When this option is active, the contact record window will always display the contact record linked to the selected activity in the activity list.

Delete

Deletes the highlighted activity without completing it. No information will be stored in the history file.

Properties

Edits the highlighted activity.

See also:

Displaying a Contact's Pending Activities

Displaying the Calendar

Completing Activities


Displaying a Contact's Pending Activities

The Pending folder on the contact record lists all of the activities scheduled for the displayed contact. A local menu allows you to Zoom the information on activities, edit activities, complete activities, and remove activities from the calendar.

When you click the right mouse button in the Pending folder, a local menu with the following options will appear:

Complete

Removes the highlighted activity from the calendar and adds a record to the history file, and is used to indicate that the activity has been performed. A dialog box will be displayed for the entry of a history reference.

Properties

Edits the highlighted calendar activity.

Reply

Sends a reply to the GoldMine user who scheduled the message.

Link

Allows you to relink the activity to the currently displayed contact record.

Delete

Removes the highlighted activity from the calendar without completing the activity.

Zoom

Displays complete information about the highlighted calendar activity, including any attached notes. Use the elevator bars, if present, to scroll through the notes, or click the Notes button to expand the display.

Click on the Prev button or the Next button to display other activities without returning to the Pending display.

See also:

Displaying the Calendar

Completing Activities


Displaying the Calendar

Using the calendar, you can quickly determine available times for scheduling new activities. For example, when you need to add a last-minute appointment, the calendar can tell you when you—and/or other GoldMine users—have free time. You can edit activities by double-clicking on an activity in the display.

The calendar displays schedule-related information in one of seven folders. When the calendar first appears, the Day folder is displayed. Using the tab bar on the calendar, you can view your activities from the Day, Week, Month, Year, and Outline folders. The Planner folder allows you to view the schedules of multiple GoldMine users. The Peg Board folder tracks the availability and current work activity of all users.

To display the calendar, select the View|Calendar option. The calendar will appear.

Features Common to All Calendar Folders

All of the calendar folders share several features. For most of the folders, the following controls will operate in the same manner:

Day

Displays the Day folder. By default, this folder will appear when you first access the calendar. To display this view, either click on the Day tab with the left mouse button, or press [Tab].

Week

Displays the Week folder. To display this folder, click on the Week tab with the left mouse button.

Month

Displays the Month folder. To display this folder, click on the Month tab with the left mouse button.

Year

Displays the Year folder. To display this folder, click on the Year folder with the left mouse button.

Planner

Displays the Planner folder. To display this folder, click on the Planner folder with the left mouse button.

Outline

Displays the Outline folder. To display this folder, click on the Outline folder with the left mouse button.

Peg Board

Displays the Peg Board folder. To display this folder, click on the Peg Board folder with the left mouse button.

VCR Controls

These buttons allow you to quickly change the highlighted date in the calendar. The middle button immediately highlights the current date. To advance or turn back by the calendar increment (such as weekly) of the displayed folder, press [image] or [image]. For example, in the monthly folder, press [image] to advance the calendar by one month from the currently highlighted date.

Note:	The Day folder includes an inset calendar with VCR controls that advance or turn back the date by increments of one month.

User

Allows you to select the GoldMine user whose activities are displayed. This field defaults to your user name.

See also:

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Configuring the Calendar Display

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Displaying the Daily Calendar

The Day folder displays activities for a single day. The folder contains four displays:

•	Two list boxes display date-based activities

•	Monthly calendar appears in the upper right side

•	To-do list appears in the lower right side

The large, upper list box displays activities that are time specific: appointments, calls, next actions, messages and other actions. Each activity is displayed, with the name of the contact, in the time slot corresponding to its scheduled start. A small icon to the left of the contact name identifies the activity type.

When two or more activities are scheduled at either the same time or times that “fit” into the same time slot on the calendar, GoldMine will display both activities, as shown in the following figure. If scheduled at the same time, the activities will appear in order of the date/time the calendar record was created. If the activities are scheduled at different times, such as 9:00 and 9:15, GoldMine will first display the activity scheduled at the earlier time, as shown in the following example.

The lower list box on the left displays forecasted sales, and events. On the lower right side, a separate list box displays to-do activities. To resize the activity list box display, drag the vertical separator that appears to the right of the elevator bars.

You can use elevator bars to scroll through any of the three displays.

To change the displayed date, either click on the VCR controls, or click on the date that you want to display on monthly calendar(s) that appear in the upper right side of the display. You can display a calendar for the following month by resizing the calendar panel. To resize the calendar panel, drag either the vertical separator, or the horizontal separator.

To display the activities of another user, click on the arrow to the right of the User field. A drop-down list will appear, from which you can select another user. To edit an activity, double-click on the activity listing. GoldMine will display the appropriate Schedule dialog box.

To change the displayed date, either click on the VCR controls, or click on the date that you want to display on monthly calendar that appears in the upper right side of the display.

See also:

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Displaying the Weekly Calendar

When you select the Week tab, the calendar will display the Week folder.

Depending on your selection in the Options|Show Work Days Only option from the local menu, each week will either display seven days, as shown in the above figure, or only your working days for the week (typically, five days). Each column displays the activities for a day of the week. Each activity will appear, with a portion of the contact name, in the time slot corresponding to the scheduled start time. A small icon to the left of the contact name identifies the activity type.

When two or more activities are scheduled at either the same time or times that “fit” into the same time slot on the calendar, GoldMine will display both activities. If scheduled at the same time, the activities will appear in order of the date/time the calendar record was created. If the activities are scheduled at different times, such as 9:00 and 9:15, GoldMine will first display the activity scheduled at the earlier time, as shown in the following example.

To edit an activity, either double-click on the activity entry, or select the Properties option from the local menu. GoldMine will display the appropriate Schedule dialog box.

To change the displayed date, use the VCR controls.

By default, GoldMine will display the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list will appear, from which you can select another user.

See also:

Displaying the Daily Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Displaying the Monthly Calendar

When the Month tab is selected, the calendar will display the Month folder.

The Month folder displays activities for an entire month. By default, GoldMine will display the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list will appear, from which you can select another user.

When a particular date contains more than one activity, you can click on the date to display elevator bars that you can use to scroll through the listed activities. To change the displayed month, use the VCR controls.

See also:

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Displaying the Annual Calendar

When the Year tab is selected, the calendar will display the Year folder.

The Year folder displays dates for six months, either from January through June, or July through December. To advance or roll back the display by six-month intervals, click on the corresponding VCR controls. Any date that contains activity is displayed in a different color. To view the scheduled activities for a specific date, double-click on the date, which will display the Day folder.

By default, GoldMine will display the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list will appear, from which you can select another user.

See also:

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Viewing Activities in an Outline Calendar

You can display your scheduled activities in a hierarchical structure by opening the Outline folder. The Outline folder displays a tree with branches that correspond to the Year, Month, and Day folders.

Each calendar level is graphically represented by an icon.

Year

As the highest level in the hierarchy, a year contains all activities grouped by months. Upon installation, the Outline folder includes year entries for 1996 and 1997.

 will appear to the left of a closed year. To display the months of a year, either click on [image], or double-click on the icon.

Month

Depending on your selection in the Options|Show Work Days Only option from the local menu, each month will either display all calendar dates, or only your working days for the month. All specified dates will appear regardless of whether or not activities are scheduled.

 will appear to the left of a closed month. To display the individual dates in a month, either click on [image], or double-click on the icon.

Date

Each date lists all scheduled activities. The activity type of each entry is identified by the same icon that appears in the Schedule toolbar, as shown in the following example.

 will appear to the left of any date for which one or more activities are scheduled. To display the activities under a date, either click on [image], or double-click on the icon.

Note:	You can also display all listings under a selected section, such as a month or year, bu selecting the Options|Expand All option from the local menu. To close all items under a selected section, select the Options|Collapse All option from the local menu.

To change the displayed date, either click on the VCR controls, or click on the date that you want to display on monthly calendar(s) that appear in the upper right side of the display.

By default, GoldMine will display the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list will appear, from which you can select another user.

See also:

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Checking the Schedules of Others

Checking Activity with the Peg Board


Checking the Schedules of Others

You can check the schedule of one or more GoldMine users by opening the Planner folder. The Planner folder displays activities for selected users for a period of 18 days. Each activity is represented by a colored bar that shows the amount of time reserved for the activity. You can view details of the user(s)’ activities, and even schedule activities for other users.

When the Planner tab is selected, the calendar will display the Planner folder.

By default, the Planner folder will display the activities of the currently logged user from the current date for a period of eighteen days. The highlight will appear on the current date.

To schedule an activity or work with an activity scheduled for a selected time slot, either:

•	Double-click on the highlighted slot to display the Day folder for the selected user, from which you can schedule, modify, reply, complete, or delete an activity

•	Right-click to display the local menu

Displaying Activities for Multiple Users

You can display the activities for multiple GoldMine users in the Planner folder. To select additional users, select the Users button. The Select Users dialog box will appear.

The Select Users dialog box contains the following options:

User List

Lists all GoldMine users. To select a user, double-click on the name of the user. The user will appear in the Selected Users list.

Group List

Lists all user groups. To select a user group, double-click on the name of the group. The group name will appear in the Selected Users list.

Selected Users

Lists all selected users. To remove a user or user group, double-click on the name.

When finished selecting users, select the OK button to close the Select Users dialog box. GoldMine will update the Planner display with the activities of the added users. Each user is listed horizontally in alphabetical order along the bottom of the Calendar window, and is assigned a unique color key, which identifies activities by user.

See also:

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking Activity with the Peg Board


Checking Activity with the Peg Board

The Peg Board tracks the login status and activity of individual users and system availability. For individual users, GoldMine tracks login/logout times, total logged time, and activity as determined by keystrokes and mouse use. When they need to leave their desks, users can “log away,” posting their location and expected time of return. To ensure security, the user must either log out of GoldMine, or minimize GoldMine during the time away. By default, GoldMine will refresh the display each minute.

Each user’s work status is identified in two ways:

	Tacks indicate whether a user is currently logged in (green), logged away (yellow), or out (red). Users can “post” a note in the Whereabouts column about location during the log away period, and/or expected time of return. For example, a user might post a note indicating that he has left for lunch, and will return at 1:00 p.m.
	Blue bars indicate the length of time that a user has been inactive, as determined by an absence of mouse clicks or keystrokes.
Any user with Master-Rights can view a log that lists login and logout data for all users in the Time Clock folder of the [user name] Properties window.

The Peg Board displays icons about system activity in the column between the User Inactivity column and the Whereabouts column to inform users when a user’s system is:

	Performing batch processing, such as globally replacing fields or performing remote synchronization.
	Logged away, but is still logged into GoldMine.
	In an undetermined status. Typically, this icon indicates that the user’s system is “hanging,” or terminated without logout.
A user with Master-Rights can force all users to exit from GoldMine to perform maintenance processes, such as indexing. A forced logout grants users a specified number of minutes to finish and save work before being logged out. A forced log out can also be performed by the DDE command ForceLogout. A user with Master-Rights can force out an individual user by double-clicking on the user’s green “tack.”

When the Peg Board tab is selected, the calendar will display the Users Peg Board folder, which contains the following information:

User

Name of the user selected for display. By default, GoldMine will display all users on the network. Users are listed in alphabetical order.

In/Out

Round “tack” that indicates the current login status of the user by color:

•	Green: logged in

•	Yellow: logged away

•	Red: logged out

Last Log In/Out

Time that the user entered the current log in or log out status.

User Inactivity

Status bar that indicates the length of time since the last keyboard or mouse activity in GoldMine by the user. Markers are labeled for increments of four minutes, 20 minutes, one hour, and four hours.

Where-abouts (back at)

Posted notes about the user’s current location and the time/date of expected return.

Peg Board Local Menu

You can execute all options for the Peg Board folder from the local menu. To access the local menu, either click on the right mouse button while the mouse pointer is within the boundaries of the Peg Board, or press [Spacebar] when the calendar is the active window.

Refresh

Updates status data for the selected users. By default, GoldMine will display all users on the network.

User(s)

Displays the Select Users dialog box, from which you can add or remove users and/or user groups.

Log Away…

Displays the I’m away from my desk… dialog box, from which you can specify information about your location and expected time of return that will appear in the Whereabouts (back at) column in the Peg Board.

Forced Logout Now…

Displays the Force Log Outs dialog box, from which a user with Master-Rights can initiate a forced logout for all users on the network after a specified number of minutes, as shown in the figure below. By default, GoldMine will force out users after two minutes.

See also:

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Logging Away from GoldMine


Logging Away from GoldMine

When leaving GoldMine for a period of time, a user can select a method of logging away, and post information about current location, and the time/date of expected return.

From the Peg Board local menu, select the Log Away option. The I’m away from my desk dialog box will appear.

Note:	You can also access the I’m away from my desk dialog box either from the Main Menu by selecting the File|Log Away option, or by double-clicking on your green (in) tack next to your user name.

The I’m away from my desk… dialog box contains the following options:

Note:	For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup window. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration, etc. For more information about setting a date or time, see the specific field description.

My where-abouts

Where you plan to be while logged away. You can specify one of four “standard” locations by clicking on the radio button corresponding to the following options:

•	At lunch

•	On break

•	On the road

•	Gone home

I’ll be back at

Two fields that indicate the time (blank) and date that you expect to return to working in GoldMine. By default, GoldMine will display the current date in the date field.

To specify a time of return, you can type a time into the first field, or click on the spin controls to advance or reverse the displayed time incrementally. To set the time graphically, press [F2] inside the field to display a clock—see Setting Time with the Graphical Clock.

You can also enter a time of return by specifying the amount of time that you expect to be away from your desk by clicking on the radio button corresponding to a time interval option, such as 5 min, 1 hr, or Tomorrow. GoldMine will automatically enter the projected time of return in the time field, and, if appropriate, change the entry in the date field.

To specify a date of return, you can type a date to overwrite the default entry in the second field, or click on the spin controls to advance or reverse the displayed date incrementally. To set the date graphically, press [F2] inside the field to display a calendar—see Setting a Date with the Graphical Calendar.

Logout

Logs out of GoldMine, posting the time of logout in the Peg Board.

Wait for me

Minimizes GoldMine. Although you are not logged out of GoldMine, you will be prompted for your password to restore the display. Once you return to your work session, GoldMine will automatically clear the reference in the Whereabouts column of the Peg Board.

See also:

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Displaying User Activities in an Activity List

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Completing Activities
Completing an Activity

When a scheduled activity has been completed, the calendar record should be removed and a notation made in the linked contact’s history file to indicate what was accomplished. This is referred to as completing an activity. To make use of GoldMine’s various analytical capabilities, all scheduled activities should be completed.

You can complete a scheduled activity in a variety of ways: from the Complete menu; from the toolbar, by clicking on the Complete an Activity icon; or from one of the activity listing windows, such as the contact record’s Pending folder, the activity listing, or the graphical calendar window.

The Complete menu allows you to record the conclusion of scheduled and unscheduled activities. For example, if one of your contacts called you unexpectedly, you would want to make a notation in the history file, even though a call was not scheduled. In this situation, you can select the type of activity you wish to complete directly from the Complete menu.

The Complete menu contains the following options:

Scheduled Call

Completes the pending call back for a primary or additional contact associated with the active contact record. If the contact does not have any scheduled call-backs, GoldMine allows you to complete an unscheduled call back.

Returned Message

Completes the pending message activity for a primary or additional contact associated with the active contact record.

Outgoing Call

Completes an unscheduled outgoing call.

Incoming Call

Completes an incoming call.

Next Action

Completes the pending next action for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled next action, GoldMine completes an unscheduled next action.

Appointment

Completes the pending appointment for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled appointment, GoldMine completes an unscheduled appointment.

Other Action

Completes the pending other action for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled other action, GoldMine completes an unscheduled other action.

Sale

Completes any sale for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled forecasted sale, GoldMine completes an unscheduled forecasted sale.

Pending Activities

Completes a scheduled or unscheduled pending activity for a primary or additional contact associated with the active contact record. This option includes all activities scheduled by all GoldMine users for a contact record, and is designed to allow one user to complete an activity scheduled by, or directed to, another user. For example, if John Doe scheduled an appointment to demonstrate a product, but, due to his absence, you perform the demonstration, you can complete the activity in GoldMine for John Doe. You can also complete an unscheduled activity, such as taking an incoming call from a contact.

Note:	When more than one activity of a particular type is scheduled when the Complete option is selected, GoldMine displays a dialog box from which you can select the activity to complete.

To complete any activity:

From the Complete menu, select the type of activity that you want to complete. The Complete dialog box specific to the activity, such as Incoming Call or Appointment, will appear.

The Complete dialog box contains the following options:

Note:	For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration,etc. For more information about setting a date or time, see the specific field description.

Contact

Contact for whom the activity was scheduled. The contact can be either the primary contact or an additional contact listed in the Contacts folder.

To display a list of contacts associated with the record, click on the arrow to the right of the field.

Activity

Specifies an activity type, such as Call Back or Action. If you are completing a scheduled activity, GoldMine will display the activity type selected in the Schedule window. To change an activity type, click on the arrow to the right of the field. A dopr-down list will appear, from which you can select an activity type.

User

User who is completing the activity. By default, the user name of the currently logged user will appear in this field.

To display a list of available user names, click on the arrow to the right of the field.

Private

Restricts viewing of code, reference, and any notes about the activity to the user who “created” the activity, the recipient, and any users with Master-Rights.

In the History folder of the contact record(s), other users can view information about the activity type, date, and user; the Reference column will indicate that the user designated the activity as private.

Reference

Description of the activity, such as Referral Followup or Demo Product.

Code

Activity code, or other job identifier, that allows you to categorize the activity. By default, GoldMine will display the code entered when the activity was scheduled. A separate lookup list is available for each activity type.

Result

Completion code that allows you to categorize the outcome of the activity. Result codes can be used later to analyze specific completed activities. For example, SDM can be entered as the result code, whenever you send out a demo or sample. With GoldMine’s analysis feature, you can review how many samples were sent by a specific user--or all users--during a specific period of time.

Date

Calendar date on which this activity should be completed. The default is the current date.

You can type a date into the field, or use the spin controls to forward or reverse the displayed date incremently. To change the date by one-day increments, position the cursor in the field.

To set the date graphically, press [F2] inside the field to display a calendar.

When finished, click on the OK button to enter the time in the Date field.

Duration

Sets the length of time that the activity lasted. If you do not enter a value in this field (that is, leave the value 00:00:00 in the field), and GoldMine’s call timer is on, GoldMine will automatically store the elapsed time on the timer into this field when the information is saved.

If you start the timer prior to beginning each activity, you can measure and store the length of time that activity lasted. If the timer is running, and you do not make an entry in the Duration field, GoldMine will insert the elapsed time from the timer into the Duration field when you select OK from a Complete dialog box.

You can use timer information with GoldMine’s analysis and report features for billing, or for monitoring efficiency.

Sale Amt

Dollar amount of the sale. This option is available in the Complete a Forecasted Sale dialog box only.

Successful Contact/Closed Sale

Indicates that the outcome of the activity achieved the intended results.

Unsuccessful Contact/Lost Sale

Indicates that the outcome of the activity did not achieve the intended results.

Notes

Any additional text that you want to appear in the activity zoom display or history record.

Schedule a Follow-up Call

Displays the Schedule a Call window, from which you can set up a telephone call as a future action.

When finished, select the OK button. GoldMine will remove a scheduled activity record from the calendar, and insert a new history record in the contact’s history file and the user’s completion log. When the activity is a telephone call, such as an Outgoing Call or Returned Message, GoldMine will update the Last Contact field to show the completion date and time. The Appointment, Next Action, Call Back and Forecast fields are updated in the contact’s Summary folder to show changed information about the next scheduled activity. GoldMine will also update the Prev Result field with the completed activity’s Reference.

See also:

Completing an Activity for a Selected Contact

Linking a Completed Activity to a Different Contact


Completing an Activity for a Selected Contact

To complete any activity scheduled for the contact in the active contact record, select [image]. When you select this toolbar icon, the Complete Activity for [contact] dialog box will appear.

To complete an activity, select an activity from the browse window either by double-clicking on it, or press the arrow keys to move the highlight the activity, then press [Enter].

To complete an unscheduled activity, select the activity type from the Unscheduled Activity section, then either select the OK button or press [Enter].

Note:	This dialog box will also appear when you select a Complete menu option, and there is more than one of that type of activity pending.

See also:

Completing Activities

Linking a Completed Activity to a Different Contact


Linking a Completed Activity to a Different Contact

You can link a completed activity to a contact other than the contact for whom the activity was originally completed.

To relink a completed activity to another contact:

From the History folder in which the completed activity currently appears, select the activity, then right-click to display the local menu. Select the Properties option. The Completed [activity] dialog box will appear. The name of the activity type will appear in the title bar, such as Completed Call Back.

Using the contact listing, double-click on the contact to whom you want to link the completed activity. The record for the selected contact will appear. To return input focus to the Completed [activity] dialog box, click on the Completed [activity] dialog box.

At the bottom of the Completed [activity] dialog box, click on the the Link to: [contact] check box. GoldMine will remove the completed activity from the History folder of the original contact, and place the completed activity in the History folder of the newly linked contact.

However, the original contact will still appear in the Contact field. To display the newly linked contact, click on the arrow to the right of the field.

See also:

History Tab

Completing Activities

Completing an Activity for a Selected Contact


Calling a Telephone Number with GoldMine

GoldMine can dial a telephone number for you if you have a Hayes™-compatible modem installed in your computer.

Once your modem is set up, you can access GoldMine’s dialing features by selecting the Edit|Dial Phone option. This menu contains options to dial any of the four telephone numbers on the main contact screen, as well as an option to Enter a Number to Dial, or to answer an Incoming Call. You can also Redial the Last Number.

You can also dial a telephone number by double-clicking on the field label of the Phone2, Phone3, or FAX field. Double-clicking on the Phone1 field label will display the Contact Listing dialog box.

GoldMine updates the Last Contact date and time fields whenever the Incoming Call option is selected. The Last Attempt date and time fields are updated when any other option from the Dial Phone menu is selected.

See also:

Defining Modem and Dialing Settings

Formatting Telephone Numbers

Autodialing a Telephone Number

Recording Call Length


Recording Call Length

When you select any option from the Dial Phone menu, GoldMine starts the call timer. When the call activity is completed, GoldMine stops the timer and records the length of the call in the activity’s Duration field. GoldMine does not store the call time until the Complete dialog box is closed. This allows you to record information in the dialog box while the call is in progress.

To facilitate the use of the timer on GoldMine systems that are not set up with a modem, the Dial menu contains the Manual Dial option. This option starts the timer without activating the autodialer. The Incoming Call option can be used to start the timer on an incoming call.

The timer can also be manually started, stopped, reset, and restarted from commands on the Timer menu, which is accessible from the Edit menu. In addition, the timer can be started (or restarted) by clicking on the timer icon on the Record toolbar.


Reviewing Contact History

Before calling, writing or meeting with a particular contact, a review of previous communications can be helpful, if not essential. Since GoldMine saves a record in the history file each time an activity is completed, viewing a contact’s history is just a matter of pulling up the history file.

The History tab on the contact record displays a window containing all completed activities for the current contact record.

Each completed activity in the history window is displayed with the Date the activity was completed, the Action type, the User who completed the activity, and the completion Reference information. These records are displayed in chronological order.

To display a local menu with commands that affect activities listed in the History folder, you can either click on the right mouse button or press [Spacebar]. The following options are available:

Zoom

Displays additional information on the highlighted history record, such as the company, contact name, activity and result codes of the activity. The user who completed the activity, and the date and time the activity was completed, as well as the last update user, date and time are displayed.

If notes were saved with the history record, they are also displayed on this screen. Select the Notes button to enlarge the notes screen.

The date, time and user who scheduled the activity, and the date, time and user who completed the activity are also displayed in the Zoom window. This information allows you to see who authorized the activity and who actually performed the action.

To display Zoom data for the previous history record, click on the Prev button. To display Zoom data for the next history record, click on the Next button.

Analyze

Displays a window containing a variety of contact record history statistics. Included in this information is the number of telephone calls made, number of actions completed, and a breakdown of scheduled activities.

Properties

Edits the highlighted history record. If the reference information is edited after the activity is completed, the History Record Zoom will indicate the record was edited after completion.

Delete

Deletes the highlighted history record; that is, the particular history record will no longer be used as part of the Analysis display.

See also:

Analyzing User Performance


Viewing a User's Activity History

In addition to being able to view the history of a specific contact, you can display all of your own history activity or the history activities of any other GoldMine user. The Closed tab on the activity list  displays all of a user’s completed activities.

The Closed activities folder shows the Date, Contact name, Result and Reference information entered when the activity was completed. All of the history records in this window have one thing in common: they were all completed by the same user. In addition, only one activity type--for example, calls, appointments, etc.--will appear in the window at a time.

When the Closed folder is open, the right mouse button can be depressed to display a local menu containing options that act on activities in the window. The following local menu options are available:

Zoom

Displays additional information on the highlighted history record, such as the Company, Contact name, Activity and Result codes of the activity. The user who completed the activity, and the date and time the activity was completed is displayed, as well as the last update user, date and time.

If notes were saved with the history record, they are also displayed on this screen. Select the Notes button to enlarge the notes screen.

The date, time and user who scheduled and completed the activity are also displayed in the Zoom window. With this information, you can see who authorized the activity and who actually performed it.

To display Zoom data for the previous history record, click on the Prev button. To display Zoom data for the next history record, click on the Next button.

User

Allows you to select which user’s activities will be displayed in the activity window.

Activities

Displays the View Completed Activities dialog box. The dialog box contains buttons that allow you to select viewing either Phone Calls, Messages, Next Actions, Appointments, Sales, Others, Letters or To-dos.

Analyze

Displays the Contact Record Statistics dialog box that shows summary information about completed activities for the selected contact record.

Properties

Allows you to edit the highlighted history record. When a history record is edited after the activity is completed, the History Record Zoom will indicate that the record was edited after completion.

Delete

Allows you to delete the highlighted history record from the history file.

Detailed View

Determines whether or not the detail of the selected history record is displayed in the lower half of the window. When this option is checked, GoldMine will display detailed information about the highlighted history record.

Sync Record

Determines whether or not the active contact record is “linked” to the highlighted history record. Check this option for the active contact record to display the contact record linked to the selected history record.


Automating Work Flow

GoldMine can automate workflow processes that perform sequences of actions on the contact records in GoldMine’s database. Automated processes can perform tedious, repetitive tasks required in medium and longer-length sales cycles. Using automated processes, you can set up GoldMine to perform administrative and tracking duties, such as managing leads, generating direct mail, and validating data.

Why use Automated Processes?

Automated processes allows you to set up a series of software agents, or predefined actions to be performed on all contacts, or groups of contacts in the database. For example, using automated processes, each new record entered in the contact database can be assigned to automatically receive a letter that introduces the contact to your company, and informs the contact that a salesperson will be calling shortly. After printing the letter, the automated process can automatically schedule follow-up activity, such as a call back, on the calendar of a specified GoldMine user.

This example only begins to illustrate the functionality of GoldMine’s automated processes. By using this tool, many of the tedious, repetitive operations typically performed on the contacts in the database can be automated as shown in the following examples.

Performing Administrative Tasks

The real power of automated processes rests in its ability to automatically perform many of the repetitive tasks required to close medium to long-length sales cycles. Using automated processes, you can create an “automated pipeline” through which prospects can be assigned to receive a series of written communications, including introductory letters, brochures and testimonials. Automated Processes can also monitor prospect records, checking for particular activities, such as an incoming call, that can show the need for a salesperson to make a follow-up call. Alternatively, automated processes can automatically schedule a call back to appear on a specified GoldMine user’s calendar five days after the prospect has been sent information. Using this selling method, GoldMine does all of the administrative work for your salespeople, who are now freed to concentrate on what they do best-- selling.

Managing Leads

Using automated processes, new contact records entered into the database can be assigned to specific salespeople based on the contact’s state of residence, area code, or any other user-defined criteria. Once the contact has been assigned, automated processes can then send the respective salespeople e-mail messages informing them of the new prospects in their territory.

Following up on “Dead Contacts”

An automated process can be designed to “touch” customers that you have not heard from in six months, a year, or any period of time you define. These “dead contacts” can be sent letters reminding them of your product or service, surveying their satisfaction with your company, or notifying them of any information you desire.

Sending Warranty Renewal Reminders

An automated process can be created to automatically send a “warranty renewal” letter to customers whose warranties are due to expire within a specified amount of time. The automated process can also schedule a call back for a GoldMine user if the customer does not respond to the written reminder.

Automating Direct Mail Campaigns

An automated process can be used to automate direct mail campaigns. Each contact record attached to the direct mail automated process can receive a different letter depending on the information stored in the contact database.

Validating Data

An Automated process can be used to automatically validate data entered into a new contact record. When an error is detected, an e-mail message can be sent to a supervisor for follow-up.

See also:

What is an Automated Process?

How Tracks are Processed


What is an Automated Process?

Throughout this section, an automated process will also be referred to as a track. Tracks consist of a sequence of two or more events, which are the step-by-step instructions GoldMine must evaluate to perform a selected series of activities. Each event is composed of an action and a trigger. Actions, such as printing a letter or scheduling an activity, are performed based on predefined conditions, which are the triggers that cause the actions to be executed.

Consider this example of an event:

Wait 10 days, then print “Hello There Letter”

A complete track can contain many events similar to this example. To translate this statement into an event that GoldMine understands, it is necessary to separate the action and the trigger.

The action causes GoldMine to print a letter called “Hello There Letter.” The action is performed based on a trigger. The action must wait for ten days to pass before the letter can be printed. In this case, the trigger is the passage of a specific duration of time. One important key to the concept of tracks is understanding when GoldMine actually starts counting days to determine if ten days have passed. Recall that tracks are sequences of events; therefore, another event immediately precedes this event in the track’s sequence. To determine when the action should be executed, GoldMine will start counting days after the completion of the prior event. If this event was the first event in the sequence, the event would start counting days based on when the track was started.

Event Sequences

Each track event has a sequence number that provides for the ordering of events within a track. You can think of an event’s sequence number as being similar to a step number in a set of assembly instructions (as with a child’s bicycle). GoldMine does not process a particular event until all of the events with a lower sequence number have been processed.

For example, look at the following sequence of events:

Sequence	Event
100	Wait one day, then print letter “Thank you for Inquiry”
110	Wait seven days, then schedule a call back
When GoldMine processes this track, the “Thank you for Inquiry” letter will be printed one day after the track is started. GoldMine will not schedule the call back until seven days after printing the letter. However, GoldMine begins counting days for the event with sequence number 110 as soon as the event with the lower-valued sequence number of 100 has been processed.

GoldMine can trigger actions based on a variety of conditions, such as the existence of a Calendar activity or completed History activity, the existence of a specific type of supplementary record saved with the contact record (such as an additional contact or Profile record), or the value of a particular field in the contact record.

See also:

Automating Work Flow

Attaching Tracks to a Contact Record

How Tracks are Processed


Attaching Tracks to a Contact Record

Before GoldMine can actually process a track, the track must be attached to the contact records for which the actions are to be performed. When a track is attached to a contact record, GoldMine stores information that indicates which tracks have been attached to the contact record, as well as the next event to be processed for this contact record. When a track is initially attached to the contact record, this step always becomes the lowest numbered event in the sequence; however, as a track is processed, this information will be changed to reflect the next step in the process. This is how GoldMine maintains the current status of each track attached to each contact record as it is processed.

GoldMine can attach multiple tracks to a single contact record. This allows you to process each contact record in a variety of ways. For example, a track can be attached to a particular contact record because of a recent product inquiry, and at the same time, the contact record can already be on another track because the customer previously purchased a product and the expiration of the warranty is being monitored so that a warranty extension can be offered.

GoldMine provides a complete range of functionality that allows you to attach tracks to contact records, view a contact’s attached tracks, process tracks, and add and maintain tracks.

Attaching a Track to a Single Contact Record

To attach a track to a single contact record, select Schedule|Automated Process... GoldMine will display the Attach an Automated Process dialog box.

To attach a track to the displayed contact record, highlight the desired track in the Attach an Automated Process dialog box, then select the OK button. GoldMine will attach the track to the contact record.

You can also use the Tracks local menu option to attach a track to the contact record.

Tracks Local menu

When the Tracks bottom screen view is displayed, a local menu can be accessed by clicking the right mouse button when the pointer is in the Tracks display area, or by pressing the spacebar. The available options are listed below.

Reorder Event

Changes the next event to be processed for this track. Selecting this option will display a dialog box that lists all of the track’s events. Selecting an event in the dialog box will change the Next Event for that contact record to the event selected.

Cancel Process

Cancels the highlighted track. No further processing of the track will occur for the displayed contact record.

Attach Process

Attaches a track to the displayed contact record. When this option is selected, the Processes Listing dialog box is displayed. To attach a track, highlight the desired track in the Processes Listing dialog box and select OK. GoldMine will attach the track to the contact record.

Attaching a Track to Multiple Contact Records

GoldMine allows you to globally attach the same track to multiple contact records. Unless a filter or group is activated on the current contact record, this feature will attach a specified track to all contact records in the current contact database.

To attach a track to multiple contact records, select the File|Automated Processes|Assign Processes... option. GoldMine will display the Processes Listing dialog box. Highlight the desired track to assign to all contact records, then select OK. GoldMine will display the Attach Process to ALL Contacts dialog box.

Select Go to begin attaching the track to contact records.

To attach a track to a filtered or grouped set of contact records, activate the desired filter or group prior to selecting the Assign Processes... option. GoldMine will assign the specified track to only those records that match the filter expression or belong to the group. For example, you might want to process all contact records entered on a given a day through a “New Lead” track.

See also:

Automating Work Flow

What is an Automated Process?

How Tracks are Processed


How Tracks are Processed

An automated process track can be processed whenever necessary. GoldMine provides functionality that allows you to process tracks for all contact records, a filter or grouped set of contact records, or a specific number of contact records in the contact database.

During processing, GoldMine scans the database for those contact records with attached tracks. When an attached track is found, GoldMine first determines if the track contains any preemptive events, then processes them. Next, GoldMine evaluates the trigger condition of the current event in the contact record to determine if the event should be processed. If the event is triggered, the event’s action is performed, and the next event is evaluated. When the track no longer has any outstanding events to be triggered, GoldMine looks at the contact record’s next attached track, or looks at the next contact record.

See also:

Processing Tracks


Processing Tracks

GoldMine processes all tracks attached to records in the contact database with a single function. To process tracks, select the File|Automated Processes|Process Triggered Events... option. GoldMine will display the dialog box.

The Automated Events Processing dialog box contains the following options:

Scan Once

Specifies that GoldMine scan the contact database and process all tracks. When processing is complete, GoldMine will return to an idle mode.

Scan Continuously

Specifies that GoldMine scan the contact database and process all tracks, and then repeat the process continuously. Continuous processing allows you to set up a workstation on the network that continuously scans for triggered events and immediately performs the event actions. Continuous processing can be interrupted at any time by selecting the Cancel button on the Automated Events Processing dialog box.

Max Events

Specifies a maximum number of contact records (up to 999) that will be evaluated during this processing cycle. For example, you can want to process only 25 records a day, and thereby control the volume of letters printed or calls scheduled, etc.

To start processing an automated process, select the Go button. During processing, GoldMine examines each contact record in the database.

See also:

Attaching Tracks to a Contact Record

Using a Filter while Processing Tracks


Using a Filter while Processing Tracks

The Automated Events Processing function can be used with a filter or group to process a specific subset of the contact database. To use a filter or group during Automated Events Processing, activate the desired filter or group on the currently active contact record.

Note:	GoldMine will use the last contact record that has been manipulated, so be sure to select File|Automated Processes|Process Triggered Events... immediately after selecting and activating the desired filter or group. When the Go option is selected, GoldMine will only process tracks attached to those contact records that match the filter or are members of the group.

See also:

Attaching Tracks to a Contact Record

Processing Tracks


Setting up an Automated Process

Automated processes are added, deleted, and maintained from the Automated Processes Setup dialog box. To display this dialog box, select the File|Automated Processes|Set up Processes... option. The Automated Processes Setup dialog box will appear.

The Automated Processes Setup dialog box contains the following options:

Process

Displays both the descriptive name of the automated process currently being edited, and allows you to select a new automated process to edit. To select a new track, click on the small down-arrow button to the right of the field to display the drop-down listing, or use the [Page Up] and [Page Down] to scroll through the list.

Maintain

Displays the Processes Listing dialog box, from which automated processes can be added or deleted. You can also change the descriptive name of an automated process from this dialog box.

The center portion of the Automated Processes Setup dialog box contains a browse listing of the events defined for the track specified in the Process field. The browse listing contains one record for each event defined in the track. The following information is displayed for each event:

Seq

Sequence number for each event. The type of each event (preemptive or sequential) is displayed to the left of the sequence number.

Event

Descriptive name assigned to each event.

Trigger

Type of trigger condition assigned to each event.

Action

Type of action assigned to each event.

The Automated Processes Setup dialog box contains the following function buttons:

Add

Adds a new event to the track.

Properties

Edits the highlighted event.

Delete

Deletes the highlighted event.

Close

Closes the Automated Processes Setup dialog box.

See also:

Attaching Tracks to a Contact Record

Processing Tracks

Using a Filter while Processing Tracks

Adding and Maintaining Tracks


Adding and Maintaining Tracks

Tracks are added and maintained through the Processes Listing dialog box. To display this dialog box, select the File|Automated Processes|Set up Processes... option, then select the Maintain button. GoldMine will display the Processes Listing dialog box.

The Processes Listing dialog box contains one record for each defined automated process. The following information is displayed for each track:

Code

User-defined value assigned to each track. Tracks are arranged alphabetically by the Code value in both the Processes Listing browse display and the Automated Processes Setup dialog box.

Process Name

Descriptive name assigned to each track. The Process Name is usually assigned when the track is created, and should indicate the function or purpose of the track.

The Processes Listing dialog box includes the following buttons:

New

Adds a new track to the Processes Listing dialog box. When this button is selected, a dialog box is displayed in which the Process Name and Code can be entered.

Properties

Edits the highlighted track. When this button is selected, a dialog box is displayed in which the Process Name and Code can be edited.

Delete

Deletes the highlighted track. Any events that have been defined for the track are deleted as well.

See also:

Adding Events to a Track

Defining a Trigger

Specifying an Action

Updating a Field with xBase Expression Result


Adding Events to a Track

Once a new track has been added to the Processes Listing dialog box, individual events can be added to the track.

Note:	Before adding new events, make sure that you have selected the automated process to which you wish to add these events. The name of the automated process should appear in the Process field.

The New button on the Automated Processes Setup dialog box is used to add new track events. When this button is selected, the Event Profile dialog box will appear.

Information in the Event Profile dialog box is divided into three sections: Event, Trigger, and Action.

Defining an Event

Reference

The Reference field serves several purposes. First, the Reference field is used to display a descriptive name of the track’s event on the Automated Processes Setup dialog box, as well as in the Next Event column on the Tracks lower-screen view on the contact record. In addition, when a track action creates a scheduled Activity or history record, the Reference field will be copied into the Reference field of the calendar record or history record.

Note:	Be sure to enter an event Reference appropriate for the type of event being added to the track. The entry in the event Reference field is also used for the activity Reference field when the event’s action is a Scheduled Activity, and for the history Reference field when the event action is a Create History action.

Sequential

Automated processes supports two types of events: sequential and preemptive. Sequential eventsare processed in order of their sequence number; lower numbered events are processed before higher numbered events. Sequential events must be numbered between 100 and 999.

Preemptive

Preemptive event are also processed in sequence number order. However, all preemptive events are processed before any sequential events every time the track is processed. Preemptive events are generally used to test for specific conditions each time a track is processed. For example, a preemptive event can be used to test if a prospect has purchased, and if so, remove the prospect from the current track. Preemptive events must be numbered from 1 - 99.

Sequence

Sequence number of the track event. All track events are processed in order of their sequence number. Sequential events must be numbered between 100 - 999. Preemptive events must be numbered from 1 - 99.

Note:	Number track event sequence numbers in multiples of 5 or 10, which will allow you to more easily insert or move events when you want to change a track.

See also:

Defining a Trigger

Specifying an Action

Updating a Field with xBase Expression Result


Defining a Trigger

Each automated process event performs a specific action based on a trigger. When tracks are processed, GoldMine evaluates the trigger of the current event for each track attached to a contact record. When triggered, the event’s action is performed, and processing continues with the next event.

The following trigger conditions can be specified for each automated process event by selecting the corresponding option on the Event Profile dialog box:

Elapsed Days

Specifies a number of days (in the Days field) that must elapse before the action associated with an event can be performed. GoldMine will begin counting days as soon as the event immediately prior to the current event is triggered. If an event is the first event of the track, GoldMine begins counting days as soon as the event is attached to a contact record.

Immediate

Specifies the immediate execution of an action associated with the event. In other words, when GoldMine encounters an event with an Immediate trigger, the action associated with the event is executed immediately. This allows you to set up a sequence of actions based on a single trigger.

Profile Record

Specifies that the processing of an event’s action cannot occur until a specified profile record, document link, other contact or referral has been added to the contact record.

History Record

Specifies that the processing of the event’s action cannot occur until a specified history record has been saved for the contact record.

Scheduled Activity

Specifies that the processing of an event’s action cannot occur until a specified scheduled activity has been added to the contact record.

XBase Condition

Specifies that the processing of an event’s action cannot occur until a specified xBase expression is evaluated as true. The Condition button is used to access a dialog box that allows you to enter a Boolean xBase expression that is evaluated when the track is processed.

Trigger Filter

Specifies an additional xBase expression that is evaluated after any other trigger condition. The Trigger Filter option can be used with any of the other trigger conditions. When the Trigger Filter option is used, the event action is performed only when both the trigger condition has been met and the Trigger Filter is evaluated as true. The Filter button is used to access a dialog box that allows you to enter a Boolean xBase expression that is evaluated after the primary trigger condition has been met.

When the Trigger Filter option is used in conjunction with the Profile record, History Record, or Scheduled Activity  trigger options, the trigger filter’s expression is evaluated for each record of the specified type attached to the contact record. This allows you to filter the supplementary records that will trigger the event’s action.

See also:

Adding Events to a Track

Triggering on Profile Records

Triggering on History Records

Triggering on Scheduled Activities

Triggering Form Output

Triggering a Report Printout

Scheduling an Activity by Event Trigger

Specifying an Action


Specifying an Action

When an event has been triggered, GoldMine will execute the action associated with the event. The following actions can be specified for each automated process event by selecting the corresponding option on the Event Profile dialog box:

Print Form

Prints or faxes a merge form for the contact when the event is triggered.

Print Report

Prints a report when the event is triggered.

Schedule Activity

Schedules a calendar activity for selected users when the event is triggered.

Create History

Adds a record to the contact’s History when the event is triggered.

Update Field

Updates one of the fields on the contact record with the result of an xBase expression when the event is triggered.

Remove Track

Removes the track from the contact record when the event is triggered.

Add a New Track

Attaches a new track to the contact record when the event is triggered.

See also:

Adding Events to a Track

Defining a Trigger


Triggering on Profile Records

The Profile Record trigger option allows you to specify an automated processes event’s action to be performed when a specified profile, linked document, other contact, or referral record has been created for the contact record. To select this event trigger, select the Profile Record option in the Trigger section of the Event Profile dialog box. When this option has been selected, the Profile button on the Event Profile dialog box will become active. Select the button to specify the type of profile record to trigger the event.

When the Profile button is selected, the Profile Trigger dialog box will appear. The Profile Trigger dialog box contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Record Type

Selects one of four types of supplementary record that will trigger the event action. Selecting either Profiles, Document Links, Other Contacts, or Referrals will specify which type of profile record triggers the event action.

Max Age

Specifies, in days, the maximum acceptable age of the record. For example, setting this field to 7 will cause the event to trigger only if a record of the specified type exists for the contact record, and the record was created within the past seven days. The default value, zero, specifies scanning of records of any age.

Profile

Specifies the name of the profile record to trigger the event action. This field is available only when the Record Type field has been set to Profile.

Keyword

Specifies a word or phrase to be searched for within the Reference field of the selected type of supplementary record. If a value is entered in this field, only a record that contains a matching value will trigger the event.

See also:

Adding Events to a Track

Triggering on History Records

Triggering on Scheduled Activities

Triggering Form Output

Triggering a Report Printout

Scheduling an Activity by Event Trigger

Specifying an Action


Triggering on History Records

The History Activity trigger option allows you to specify that an automated processes event’s action be performed when a specified type of history record has been created for the contact. To select this type of event trigger, select the History Activity option from the Trigger section on the Event Profile dialog box. When this option is selected, the Activity button can be selected to supply additional information.

When the Activity option is selected for a history activity trigger, the History Trigger dialog box will appear. The History Trigger dialog box contains the following options:

Note:	For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration,etc. For more information about setting a date or time, see the specific field description.

Activity Type

Eight options allow you to specify the type of history record that will trigger the event’s action. Select either Phone Calls, Messages, Next Actions, Appointments, Sales, Others, Forms, or To-dos.

Max Age

Specifies, in days, how recently the history record must have been created. For example, if you specify 10 for Max Age, GoldMine will trigger the event only if a history record of the specified type has been created within ten days of the date of this event being processed. The default value, zero, specifies that history records of any age will trigger the event.

Activity

Specifies a particular activity code that must appear on the history record to trigger the event.

Result

Specifies a particular result code that must appear on the history record to trigger the event.

Outcome

Three buttons allow you to specify whether only successfully completed (Successful), unsuccessfully completed (Unsuccessful), or either (Any Outcome), will trigger the event.

See also:

Adding Events to a Track

Triggering on Profile Records

Triggering on Scheduled Activities

Triggering Form Output

Triggering a Report Printout

Scheduling an Activity by Event Trigger

Specifying an Action


Triggering on Scheduled Activities

The Scheduled Activity trigger option allows you to specify that an automated processes event’s action be performed when a specified type of calendar record has been created for the contact. To select this type of event trigger, select the Scheduled Activity option from the Trigger section on the Event Profile dialog box. When this option is selected, the Activity button can be selected to supply additional information.

When the Activity option is selected for a Scheduled Activity trigger, the Schedule Trigger dialog box will appear. The Schedule Trigger dialog box contains the following options:

Note:	For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration,etc. For more information about setting a date or time, see the specific field description.

Activity Type

Six options allow you to specify the type of scheduled activity that will trigger the event’s action. Select either Call Back, Message, Next Action, Appointment, Forecast Sale, or Other.

+/- Days

Specifies, in days, how recently the Scheduled Activity must have been scheduled on the calendar. For example, if you specify +3 for +/- Days, GoldMine will trigger the event only if a Calendar Activity is scheduled for completion within the next three days. Similarly, specifying -3 will cause the event to be triggered only if a Calendar Activity should have been completed within the last three days. The default value, zero, specifies that an activity on any date will trigger the event.

Activity

Specifies a particular activity code that must appear on the Scheduled Activity to trigger the event.

See also:

Adding Events to a Track

Triggering on Profile Records

Triggering on History Records

Triggering Form Output

Triggering a Report Printout

Scheduling an Activity by Event Trigger

Specifying an Action


Triggering Form Output

The Print Form action allows you to specify that one of GoldMine’s merge forms be printed or faxed when the event is triggered. To specify the Print Form action for an automated processes event, select the Print Form option from the Trigger section on the Event Profile dialog box, then select the Form button to select a Merge Form to print. When the Form button is selected, the Select a Form dialog box will appear.

To select a form, highlight the desired form record in the browse window, select whether the form should be printed or faxed, from the Output Method section, and select the OK button.

When Print Form actions are executed, GoldMine will print or fax the form using the DDE application that is associated with the selected form. If a link has not been installed in the application associated with the Merge Form, or GoldMine cannot load the application, the form will not be printed or faxed, and an error can occur.

See also:

Adding Events to a Track

Triggering on Profile Records

Triggering on History Records

Triggering on Scheduled Activities

Triggering a Report Printout

Scheduling an Activity by Event Trigger

Specifying an Action


Triggering a Report Printout

The Print Report option allows you to specify that one of GoldMine’s reports be printed when the event is triggered. To associate a report prinout with an automated process event, select the Print Report option from the Trigger section of the Event Profile dialog box, and select the Report button to select which report to print. The Select a Report dialog box will appear.

To select a report, select the name of the report’s owner in the Report of User field, then select a report category (Contacts, Activities, or Others). Highlight the desired report in the browse window, then select the OK button. GoldMine will generate the selected report for the current contact record, and print the report on the default printer.

See also:

Generating Reports

Adding Events to a Track

Triggering on Profile Records

Triggering on History Records

Triggering on Scheduled Activities

Triggering Form Output

Scheduling an Activity by Event Trigger

Specifying an Action


Scheduling an Activity by Event Trigger

The Schedule Activity option allows you to schedule a new calendar activity for a specified GoldMine user when the event is triggered. To specify a Scheduled Activity for an automated process event, select the Schedule Activity option from the Action section on the Event Profile dialog box, then select the Activity button. GoldMine will display the Schedule Action dialog box.

The Schedule Action dialog box contains the following options:

Activity Type

Six options that specify the type of activity to be scheduled when the event is triggered. Select either Call Backs, Messages, Next Actions, Appointments, Forecast Sales, or Others.

User

Four options that specify the user for whom the activity will be scheduled.

When the Record Owner option is selected, the activity is scheduled for the user who is the Record Owner of the contact record. The Record Owner of the contact record can be viewed or changed by selecting the Edit|Record Ownership... option when the desired contact record is active.

When the Assigned User option is selected, the activity is scheduled for the specific user indicated in the Assigned User field.

When the Attaching User option is selected, the activity is scheduled for the user who attached the track to the contact record.

When the Logged User option is selected, the activity is scheduled for the currently logged user (the user who performed the Track Processing).

If the Record Owner option is selected, and a contact record to which the track is attached has no record owner, then the Assigned User is used. If the Assigned User is blank, then the user who attached the track is used.

Activity

Specifies the activity code to be used when the activity is scheduled.

In Days

Specifies how many days following the date that the event is triggered that the activity should be scheduled. For example, if the In Days field is set to 5, and the event triggers on August 5, then the activity will be scheduled for August 10.

Time

Specifies the time of day for which the activity will be scheduled.

When an automated processes event with a Scheduled Activity action is triggered, GoldMine will create a new Calendar activity of the specified type of the selected user. The Reference field of the Scheduled Activity will contain the text from the event’s Reference.

See also:

Adding Events to a Track

Triggering on Profile Records

Triggering on History Records

Triggering on Scheduled Activities

Triggering Form Output

Triggering a Report Printout

Specifying an Action


Creating a History Record by Event Trigger

The Create History action allows you to create a new history record when the event is triggered. To specify the Create History action on an automated processes event, select the Create History option from the Action section on the Event Profile dialog box, then select the Activity button. The History Action dialog box will appear.

The History Action dialog box contains the following options:

Activity Type

Eight options that specify the type of history record to be created when the event is triggered. Select either Phone Calls, Messages, Next Actions, Appointments, Sales, Others, Forms, or To-dos.

User

Four options that allow you to select the user for whom the history record will be created.

When the Record Owner option is selected, the history record is created for the user who is Record Owner of the contact record. The Record Owner of the contact record can be viewed or changed by selecting the Edit|Record Owner... option when the desired contact record is active.

When the Assigned User option is selected, the history record is created for the specific user indicated in the Assigned User field.

When the Attaching User option is selected, the history record is created for the user who attached the Track to the contact record.

When the Logged User option is selected, the history record is created for the currently logged user (the user who performed the Track Processing).

If the Record Owner option is selected, and a contact record to which the track is attached has no record owner, then the Assigned User is used. If the Assigned User is blank, then the user who attached the track is used.

Activity

Allows you to specify the activity code to be used when the history record is created.

Result

Allows you to specify the result code to be used when the history record is created.

When an automated processes event with a Create History action is triggered, GoldMine will create a new history record of the specified type for the selected user. The history record will be attached to the current contact record. The Reference field of the history record will contain the text from the event’s Reference.

See also:

Adding Events to a Track

Triggering on Profile Records

Triggering on History Records

Triggering on Scheduled Activities

Triggering Form Output

Triggering a Report Printout

Specifying an Action


Updating a Field with xBase Expression Result

The Update Field action allows you to replace the value in a selected field on the contact record with the result of an xBase expression. To specify the Update Field action on an automated processes event, select the Update Field option from the Trigger section on the Event Profile dialog box, then select the Expression button. The Update a Field with an Expression dialog box will appear.

Select the field on the contact record to be updated by highlighting the desired field from the browse window. In the Update with Expression field, enter an xBase expression with which to replace the field.

When an automated process event with an Update Field Action is triggered, GoldMine will evaluate the xBase expression and replace the selected field on the contact record with the result.

See also:

Adding Events to a Track


Adding a New Track

The Add a New Track action allows you to attach a new track to the contact record. To specify the Add a New Track action on an automated processes event, select the Add a New Track option from the Action section on the Event Profile dialog box, then select the Track button. The Processes Listing dialog box will appear.

Highlight the track that you want to select.

When an automated processes event with an Add a New Track Action is triggered, GoldMine will attach the selected track to the contact record.

The Add a New Track action is also used primarily when the status of a contact record changes, so that a new track is attached based on the new status. For example, if a prospect purchases a product, a “Customer Survey” track can be attached to the contact record.

See also:

Adding Events to a Track

Defining a Trigger

Removing a Track


Removing a Track

The Remove Track action allows you to remove the current track from the contact record. When a Track is removed, the track events are no longer processed for the contact record. To specify the Remove Track action on an automated processes event, select the Remove Track option from the Action section on the Event Profile dialog box.

When an automated processes event with a Remove Track action is triggered, GoldMine will remove the contact record from the track. GoldMine automatically removes a track when the last event is processed.

Note:	Use a Preemptive event with a Remove Track action to test if a desired outcome has occurred before a track has completed. For example, if the automated processes track is designed to result in a sale, a Preemptive event should be used to determine if a sale has already been made, and prevent the possibility of “selling past the close.”

See also:

Adding a New Track


Sending GoldMine E-mail

To send electronic mail to other users on your network, select the E-mail|Send GoldMine
E-mail... option. The Send GoldMine E-mail dialog box will appear.

The Send GoldMine E-mail dialog box contains the following options:

Note:	For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration,etc. For more information about setting a date or time, see the specific field description.

To

GoldMine user name of the primary recipient of the e-mail. By default, GoldMine will display the name of the currently logged user.

To display a list of users that you have previously selected as primary recipients, click on the arrow to the right of the field. To select the primary recipients from all available GoldMine users, click on the cc button.

cc.

Displays the Select cc: Users dialog box from which you can change the user name that will appear as the primary recipient in the To field, as well as designate other users and/or user groups as recipients of the e-mail.

Activity

Job code, or other identifier, that allows you to categorize the message.

Note:	Set up your lookup window values for each Activity field so that the first three characters of the lookup entry contain the activity code, two spaces, then a description of the activity. On activity zoom displays, GoldMine will display the activity reference that matches the code entered in this field.

Date

Date when the e-mail will be sent to the designated recipient(s). By default, the current date will appear in this field.

Contact

Name of the contact that is the subject of the message. This field will default to the primary contact name of the currently selected contact record. However, you can select an additional contact.

To display a list of additional contacts, click on the arrow to the right of the field.

Subject

Descriptive title of the e-mail, such as Product Update.

Alarm

Sets up an alarm for the message. When a message is set to alarm, GoldMine will alert the message recipient that a message has arrived.

Link

Attaches the message to the currently active contact record (default). If you do not want the message attached to the contact record, remove the check corresponding to this option.

Attached

Displays the path and file name of any attachment that you want to send with the e-mail. To attach a file, click on the Attach button--see below.

Attach

Displays the Open dialog box, from which you can select a path and file name for the file that you want to send with the e-mail.

To add text to your message, position the cursor inside the large panel in the middle of the Send GoldMine E-mail dialog box. The Attached field will close, and an editing toolbar will appear. The editing toolbar provides a quick way to execute text editing, format, and spellcheck commands. Move the mouse pointer over any of the toolbar icons to display a flyout title box next to the icon. The editing toolbar icon functions are listed below.

editing toolbar icons		Save topic text—active only when text is added or changed		Print topic text—active only when text has been entered into the pane and is therefore available for printing
		Cut text block and copy the text to Windows’ Clipboard—available only when a text block has been selected (highlighted)		Copy text block to Windows’ Clipboard (leaves original)—available only when a text block has been selected (highlighted)
		Paste text block—available only when text is available in Windows’ Clipboard		Make selected characters bold
		Italicize selected characters		Underline selected text
		Select a font		Decrease the font size of selected characters by one point
		Increase the font size of selected characters by one point		Check the spelling of a message
When finished editing, select [image] to check the spelling of the entire message, then select [image] to save the text. Once finished with addressing and creating the e-mail message, select the Send button. Depending on the entry in the Date field, GoldMine will either send the e-mail immediately, or hold your message for later delivery. When held for later delivery, the e-mail will appear in the Pending folder of the contact record until sent.

File in history

When you send the e-mail, a copy of the e-mail record will appear in the History folder of the currently selected contact record (default). To prevent GoldMine from placing a copy of the e-mail in the History folder, remove the check from the corresponding check box.

Send as rich text

Sends the e-mail message in Rich Text Format (.RTF), which allows more sophisticated formatting, such as selected fonts. If the system of your recipient does not support .RTF, leave the check box corresponding to the option blank to send the e-mail as ASCII.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP message on your activity listing.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code Cmp on the RSVP activity indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP message can be viewed to determine the outcome of a particular activity.

See also:

Selecting E-Mail Recipients

Reading your E-mail


Selecting E-Mail Recipients

The Select cc dialog box allows you to change the primary recipient of a GoldMine e-mail from a list of all GoldMine users, as well as add one or more users or user groups to the distribution list of the e-mail. In addition, GoldMine allows you to add blind users to the distribution list. Blind users receive a copy of the message or scheduled activity, but are not included in the distribution list text that is added to the Notes field of all activities scheduled for more than one user.

Note:	All individuals to whom you want to send e-mail must have a user record in GoldMine, even if they will never use any of GoldMine’s other features, or even log into GoldMine. For information on entering users into the Users Master File.

To select recipients for a GoldMine e-mail message, click on the cc button The Select cc: Users dialog box will appear.

The Select cc: Users dialog box contains the following options

Primary User

Selects the GoldMine user who you want to designate as the primary recipient of the e-mail message. This field defaults to the name of the currently logged user.

To display a list of available user names, click on the arrow to the right of the field.

Note:	The following two options, Additional Users and Send blind e-mail are exclusive. That is, you can select either Additional Users or Send blind e-mail.

cc: Other Users

Selects one or more GoldMine users to receive the e-mail in addition to the Primary User. To designate additional users, click on this check box, then double-click on one or more user names listed in the User List.

To remove a user, double-click on the user name. GoldMine will move the user back to the User List.

Send Blind E-mail

Sends blind e-mail to specified users without including them on the distribution list sent to users on the Other Users list. To designate users to receive blind e-mail, click on this check box, then double-click on one or more user names listed in the User List.

To remove a user, double-click on the user name. GoldMine will move the user back to the User List.

User List

Lists all of the users for whom you can send e-mail. To select a user, select either the Other Users option, or the Send Blind E-mail option, then double-click on the user’s name. The user name will move to the list under the selected distribution option.

User Groups

Lists all user groups that have been defined in GoldMine. To select a user, select either the Other Users option, or the Send Blind E-mail option, then double-click on the user’s name. The user name will move to the list under the selected distribution option.

When finished, select the OK button to add the user(s) as recipients of the e-mail message.


Accessing Alternate E-Mail Systems

The E-mail menu contains two commands to access alternate e-mail systems:

MS Mail Message...

Sends a message through Microsoft MS-Mail or Microsoft Exchange. Select this option for GoldMine to log into MS-Mail or Microsoft Exchange, which you can use to create and/or send a message.

Lotus VIM

Sends a message through a Vendor Independent Messaging application. Select this option for GoldMine to log into the installed VIM application.

For more information on these systems, see the documentation for the specific application.

See also:

Reading your E-mail


Sending E-mail via the Internet

Using GoldMine, you can send and receive e-mail via the Internet. You can specify which contacts receive the e-mail message; that is, you can send the message to one contact, all contacts, or a subset of contacts selected by filter criteria. If the e-mail message contains merge codes, the message will be customized to include personalized information. For example, you can include personal information about the contact, such as the contact’s name and title, and personal information about you, such as your full name as a “signature.”

You can send an e-mail once, or you can create a template that you save for future use. Depending on your access rights, you can use a template created by another user--you can even make changes, then save the template as your own template.

To access the Internet, you must have an account with a service provider that provides true Internet mail access, such as Netcom. The Internet access provided by most commercial online services, such as CompuServe and MicroSoft Network, will not work with the GoldMine Internet e-mail feature.

To send e-mail via the Internet, select the E-mail|Send Internet E-mail option. The Create Internet E-mail Message dialog box will appear.

Note:	You can send e-mail from the Profiles folder to a highlighted Internet address. Right-click on the selected Internet address to display the Profiles local menu. Select the Send E-mail option. The Create Internet E-mail Message dialog box will appear.

The Create Internet E-mail Message dialog box contains the following options:

From

GoldMine automatically enters the Internet account name and address entered in the Return address field of the Preferences|Internet folder.

To

Internet account name and address of the primary contact of the current contact record. If entered previously, GoldMine will display the entry automatically. If not entered previously, you can type an Internet account name and address in this field. The information will appear under the profile name of Internet Address in the Profiles folder of the current contact record. To save an Internet account name and address entry, place a check next to the Save option--see below.

Save

To save an Internet account name and address entry in the active contact record, place a check next in the check box. The Internet information will be saved in a profile called Internet Address.

Subject

Descriptive title of the e-mail, or an e-mail template. To select a previously created e-mail template, click on the arrow to the right of the field.

Template

Displays the E-mail Templates dialog box, from which you can save a new template, or select a template to either edit or delete.

Attached

Displays the path and file name of any attachment that you want to send with the e-mail. To attach a file, click on the Attach button--see below.

Attach

Displays the Open dialog box, from which you can select a path and file name for the file that you want to send with the e-mail.

GoldMine supports Multipurpose Internet Mail Extensions (MIME), so you can send any kind of file, such as graphics or video, with you e-mail. However, the recipient of your e-mail must also support MIME to receive the file intact as sent. If the system of the recipient does not support MIME, the file will appear as meaningless characters.

To add text to your message, or to set up the body of an e-mail template, position the cursor inside the large panel in the middle of the Create E-mail Message dialog box. The Attached field will close, and an editing toolbar will appear. The editing toolbar provides a quick way to execute text editing, format, and spellcheck commands. Move the mouse pointer over any of the toolbar icons to display a flyout title box next to the icon. The editing toolbar icon functions are listed below.

editing toolbar icons		Save topic text—active only when text is added or changed		Print topic text—active only when text has been entered into the pane and is therefore available for printing
		Cut text block and copy the text to Windows’ Clipboard—available only when a text block has been selected (highlighted)		Copy text block to Windows’ Clipboard (leaves original)—available only when a text block has been selected (highlighted)
		Paste text block—available only when text is available in Windows’ Clipboard		Make selected characters bold
		Italicize selected characters		Underline selected text
		Select a font		Decrease the font size of selected characters by one point
		Increase the font size of selected characters by one point		Check the spelling of a message
You can place fields or merge macros in the body of the message. For example, to include the name of each contact in the salutation, type Dear <<contact->contact>>. GoldMine will replace the field values with values from the currently open contact database.

When finished editing, select [image] to check the spelling of the entire message, then select [image] to save the text.

File in history

By default, GoldMine will create a record in the History folder of the current contact record once the e-mail is sent. If you do not want the e-mail to appear as a history record, remove the check from this option.

Send as rich text

Sends the e-mail message in Rich Text Format (.RTF), which allows more sophisticated formatting, such as selected fonts. If the system of your recipient does not support .RTF, leave the check box corresponding to the option blank to send the e-mail as ASCII.

Send

Connects GoldMine to your Internet service provider, and transfers the message.

Merge

Displays the E-mail Merge Options dialog box, from which you can send e-mail to all contacts, or those contacts selected on the basis of filter criteria. If the message contains merge codes, GoldMine will “customize” each letter with information from your contact database, such as a salutation containing the name of the contact, a “signature” with your full name, etc. The e-mail can be sent immediately, or stored for sending at a later time.

Queue

Stores the e-mail message in the GOLDMINE\MAILBOX directory. Using this option, you can create multiple e-mail messages to be sent at a later time.

To view e-mail messages in the queue for a selected contact record, select the Pending tab to access the Pending folder in the contact record.

To view all e-mail messages in the queue, select the View|Activity List option, then select the Out-Box tab.

Once finished with addressing and creating the e-mail message, you can dial your Internet provider to send your message immediately, or send your message to the Out-box to wait until later. To view the contents of your Out-box, select View|Activity List, then select the Out-Box tab.

Note:	If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages and retrieve waiting e-mail messages in one operation. To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Transfer All E-mail. For more information about this option, see Sending and Retrieving E-mail Automatically.

See also:

Sending Queued E-mail

Working with E-Mail Templates

Merging Data into E-Mail

Retrieving E-Mail from the Internet

Sending and Retrieving E-mail Automatically

Importing Data from a Web Site

Reading your E-mail


Sending Queued E-mail

If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages. You can continue working during the transfer because GoldMine sends and retrieves your messages as a background process.

To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Send Queued E-mail. If your PC is not currently connected to the Internet, GoldMine will dial your Internet provider, send your mail password, and log in. GoldMine will send all queued mail is sent, displaying a minimized Sending E-mail dialog at the lower right side of the work area.

See also:

Sending E-Mail via the Internet

Retrieving E-Mail from the Internet

Sending and Retrieving E-mail Automatically


Working with E-Mail Templates

You can create e-mail templates to send standard messages that you will use on a repeated basis. These e-mail templates will function like letter templates, and allow you to perform broadcast e-mail. The template can use merge fields from the contact database to include custom information, such as the name of the contact, your full name for a “signature,” etc. You can store a record about the e-mail message--or the entire e-mail message--in the history file for each receiving contact.

You can place data fields or merge macros in the body of your e-mail message. For example, to include the name of each contact in the salutation, type Dear <<contact->contact>>. GoldMine will replace the field values with values from the currently open contact database. You can create an e-mail message with merge codes for one-time sending, or you can save the template for future use.

To create an e-mail template, or to work with an existing template:

In the Subject field of the Create Internet E-mail dialog box, type a title for your template. If you want to use an existing template, click on the arrow to the right of the Subject field to display a list of templates, then select the template that you want to use.

To select available templates of another user, edit an existing template, and/or save a new or modified template, click on the Template button. The E-mail Templates dialog box will appear.

The E-mail Templates dialog box contains the following options:

E-mail Templates

Selects a previously created template--to name a new template, type the name in the Subject field of the Create Internet E-mail dialog box.

To display a list of template names, click on the arrow to the right of the field.

Templates of User

Name of the “owner” of the templates listed in the E-mail Templates field. To display a list of available user names, click on the arrow to the right of the field.

Edit selected E-mail template

Allows you to modify the text of the e-mail templated specified in the E-mail Templates field.

Save message to selected template

Saves changes to a previously created e-mail template.

Save message as a new template

Saves a newly created template, or saves a modified template as a new template. Be sure to select this option if you are modifying the template of another user that you want to save as your own template.

Delete Template

Deletes the template specified in the E-mail Templates field.

When finished, select the OK button.

See also:

Sending E-Mail via the Internet

Merging Data into E-Mail

Retrieving E-Mail from the Internet

Sending and Retrieving E-mail Automatically

Importing Data from a Web Site

Reading your E-mail


Merging Data into E-Mail

GoldMine allows you to select options for the following:

•	Merging data into an e-mail template or newly composed message

•	Sending the e-mail immediately or holding for sending at a later time

•	Creating a record of the e-mail for each recipient that can optionally attach a copy of the message

To merge data into an e-mail message:

Create your message in the Create Internet E-mail dialog box . Select the Merge button. The E-mail Merge Options dialog box will appear.

The E-mail Merge Options dialog box contains the following options:

E-mail the composed message

Merges information as set up in the e-mail and sends the e-mail without saving the message as a template. Select this option for an e-mail intended only for one-time sending.

Select a template to E-mail

Allows you to select a previously created template. To display a list of template names, click on the arrow to the right of the field that is directly below this option.

The field to the right of the template name displays the name of the currently logged user. Depending on your access rights, you can select another user in this field to display the templates created by that user. To display a list of available user names, click on the arrow to the right of the field.

Send all E-mail messages now

Sends the e-mail message to the contact records. GoldMine can send the message to all contact records, or to those contact records selected on the basis of filter criteria.

Queue messages for later sending

Stores the e-mail messages in the GOLDMINE\MAILBOX directory. Using this option, you can create multiple e-mail messages to send at a later time.

To view e-mail messages in the queue for a selected contact record, select the Pending tab to access the Pending folder in the contact record.

File a history record

Creates a record in the History folder of the current contact record once the e-mail is sent. This option does not include the full text of the e-mail, but does include information about the e-mail, such as the subject and data sent.

Attach E-mail to history

Includes the e-mail message text with the history record. Selecting this option when sending an e-mail message to many contacts will fill your history file more quickly than creating a history record without attaching the message.

See also:

Sending E-Mail via the Internet

Sending Queued E-mail

Working with E-Mail Templates

Retrieving E-Mail from the Internet

Sending and Retrieving E-mail Automatically

Importing Data from a Web Site

Reading your E-mail


Retrieving E-Mail from the Internet

To receive mail via the Internet from within GoldMine, you must use a service provider that provides true Internet mail access. Once GoldMine connects to your Internet mail server, you can retrieve any waiting e-mail.

To retrieve e-mail from the Internet:

Note:	If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages and retrieve waiting e-mail messages in one operation. To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Transfer All E-mail. For more information about this option, see Sending and Retrieving E-mail Automatically.

From the E-mail menu, select the Get Waiting E-mail... option. The Get Waiting E-mail dialog box will appear.

The Get Waiting E-mail dialog box contains a Status display that shows progress of the connection to your Internet provider, and the following options:

Get

Retrieves the selected e-mail from the list.

Get All

Retrieves all listed e-mail.

Delete

Removes the selected e-mail from the waiting queue.

Delete All

Removes all e-mail from the waiting queue.

When finished retrieving your waiting e-mail messages, select the Done option to close the Get Waiting E-mail dialog box.

See also:

Sending E-Mail via the Internet

Sending Queued E-mail

Sending and Retrieving E-mail Automatically

Importing Data from a Web Site

Reading your E-mail


Importing Data from a Web Site

You can use GoldMine’s Internet e-mail feature to capture data from a site page on the World Wide Web. When retrieving data from a Web page, GoldMine will automatically create both an e-mail record, and a contact record. Using this powerful feature, any company with Internet capability can set up forms on the Internet, such as a registration form, then capture the data to create contact records.

Once the Web page is set up, capturing data is a simple process.

Note:	To capture data from a Web page, the data must be sent to your e-mail address; for example, johndoe@somewhere.com.

To retrieve data addressed to you on a Web form (and any other Internet e-mail):

From the Main Menu, select the E-mail|Get Waiting Mail option. The Get Waiting E-mail dialog box will appear. GoldMine will list your e-mail.

To retrieve all mail, select the Get All option. To retrieve only one e-mail, highlight the message, then select the Get option.

To check captured data only, you can close the Get Waiting E-mail dialog box once GoldMine is finished retrieving your e-mail. GoldMine will create both an e-mail record and a new contact record.

Once the data is retrieved from the Web site, you can attach an automated process to the new contact record(s). Combining the Web import feature with GoldMine’s automated processes can completely automate capturing and responding to leads. Automated processes can be initiated automatically, and e-mail messages can be sent to GoldMine users alerting them of the incoming contact data. For information about capturing data from a Web form on the Internet, see Capturing Web Data.

See also:

Sending E-Mail via the Internet

Sending Queued E-mail

Sending and Retrieving E-mail Automatically

Importing Data from a Web Site

Capturing Web Data

Reading your E-mail


Sending and Retrieving E-mail Automatically

If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages and retrieve waiting e-mail messages in one operation. You can continue working during the transfer because GoldMine sends and retrieves your messages as a background process.

To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Transfer All E-mail. If your PC is not currently connected to the Internet, GoldMine will dial your Internet provider, send your mail password, and log in. GoldMine will first send your outgoing mail, displaying the Sending E-mail dialog box in the lower right side of the work area. After all queued mail is sent, GoldMine will retrieve your waiting mail, displaying a series of minimized dialog boxes in the lower left corner of the work area.

To watch the progress of each process in the transfer, click on [image] in the title bar of the minimized dialog box. For example, to view the incoming e-mail during retrieval, click on [image] in the Get Waiting… title bar. The Get Waiting E-mail dialog box will appear.

See also:

Sending E-Mail via the Internet

Sending Queued E-mail

Retrieving E-Mail from the Internet

Importing Data from a Web Site


Reading your E-mail

GoldMine provides a separate feature so that you can read e-mail received via any carrier, such as GoldMine e-mail or Internet e-mail. Reading your e-mail offline, or when not connected to a service provider, can be cost-effective as well as convenient. For example, once you retrieve e-mail from the Internet, you can save connection costs by reading the messages offline.

To read your e-mail:

From the E-mail menu, select the Read E-mail... option. GoldMine will open the E-mail folder in an activity list with the title Messages. The E-mail folder can be displayed in either an expanded mode (default), or a condensed mode.

The expanded E-mail folder contains the following information for any received e-mail:

Sender

Name of the sender of the e-mail message.

Code

Activity code included in a GoldMine e-mail message that allows you to categorize the message.

Date

Date that the e-mail was posted.

Time

Time that the e-mail was posted.

By default, GoldMine will display the E-mail folder in an expanded mode, which contains two additional panes in the lower portion of the folder. The pane on the left side contains the following information about the e-mail message record:

Contact

Name of the primary or additional contact who is the subject of a GoldMine e-mail message.

Subject

Descriptive title of the e-mail message.

Creation

Name of the user who created the e-mail message, and the date and time that the message was created.

Updated

Name of the user who acted on the e-mail record in some way, such as forwarding a message, or replying to a message.

Contact

Primary contact in the contact record to which the e-mail message is linked. The name in this field may differ from the Contact name listed with the e-mail message if the e-mail references an additional contact.

Company

Organization name that appears in the Company field of the contact record to which the e-mail message is linked.

Phone

Telephone number that appears in the Phone1 field of the contact record to which the e-mail message is linked.

In an expanded E-mail folder, the lower right panel will contain the Subject entry as a title, and the text from notes entered for the e-mail message.

The E-mail folder has an associated local menu. For a description of options in the E-mail local menu, see “Viewing Scheduled Activities” in Volume 1 of the GoldMine Reference Manual. To read a selected e-mail message, from the local menu, select the Read option. The Read E-mail dialog box will appear. The Read E-mail dialog box contains the following options:

File It

Removes the e-mail from the E-mail folder without replying or completing. GoldMine will place the e-mail in the Filed folder of the activity list. You can delete, reply to, or forward the e-mail from the Filed folder at any time.

Delete

Removes the e-mail.

Reply

Displays the appropriate dialog box, from which you can create and send e-mail. For example, if you select the Reply button when reading GoldMine e-mail, the Create an Internet E-mail dialog box will appear.

Complete

Displays the Complete an E-mail dialog box, from which you can select options for the disposition of the message, replying to the sending, and filing the message in the History folder of the related contact record.

Read E-mail Local Menu

The Read E-mail dialog box has a special local menu that contains the following options:

Undo

Cancels the last edit to the message text.

Cut

Removes the selected characters, and places the selected characters into Windows’ Clipboard.

Copy

Duplicates the selected characters, and places the selected characters into Windows’ Clipboard.

Paste

Places characters placed into Windows’ Clipboard by either Cut or Copy into the cursor location. You can also highlight text to overwrite with the selected characters.

Delete

Erases the selected characters.

Select All

Selects the entire message text.

Show Header

Displays a submenu, from which you can select an option to control the amount of header, or the part of the message that contains routing, subject, and date information from the following submenu options:

•0 Ηιδε: νο ηεαδερ αππεαρσ

•	Συμμαρψ: σηοωσ ινφορματιον αβουτ τηε συβϕεχτ τιτλε, σενδερ, ρεχιπιεντ, δατε, ανδ τηε χαρριερ υσεδ.

•	Χομπλετε: σηοωσ αλλ οφ τηε ινφορματιον προϖιδεδ βψ τηε Συμμαρψ οπτιον, ασ ωελλ ασ δεταιλσ αβουτ τηε σενδινγ προχεσσ—τηεσε δεταιλσ χαν βε εξτενσιϖε ωηεν δισπλαψεδ φορ α μεσσαγε σεντ τηρουγη τηε Ιντερνετ.

By default, GoldMine will show no header. A check will appear to the left of the selected header option.

Print

Prints the displayed e-mail message.

Load URL

Loads your Web browser program, such as Netscape, then loads the Web page corresponding to the selected Web site address in the message. For example, if you place your cursor on top of the Web site address http://www.goldminesw.com, display the Read
E-mail local menu and select the Load URL option, GoldMine will start your Web browser, then load the Web page for GoldMine Software.


Sending a Network Message

You can use GoldMine to send a message to one or more users on a network. To send a broadcast message to other users logged into the file server, select the E-mail|Novell Message... option. The Send a Network Message dialog box will appear.

The Send a Network Message dialog box contains the following options:

Send to

Select the user name or group name to whom the message will be sent.

To display a list of available user names, click on the arrow to the right of the field.

Message

Select a predefined message or type the text for the message.

To scroll through available messages, click on the spin controls (triangular arrows) to the right of the field.

To display a lookup list of previously defined messages, press [F2] inside the field. You can select a code, edit an existing code, or set up a new code.

When finished, select the OK button to send the message to the designated user or group.


Taking a Phone Message

If you take a telephone call for a GoldMine user who is unavailable, you can record the message in GoldMine.

To take a telephone message:

From the E-mail menu, select the Send Phone Message... option. The Schedule a Phone Message dialog box will appear.

The Schedule a Phone Message dialog box contains the following options:

From contact

Name of the contact that is the subject of the message. This field will default to the primary contact name of the currently selected contact record. However, you can type in or select an additional contact from a drop-down list.

To display a list of contacts, click on the arrow to the right of the field.

To user

GoldMine user to whom this message will be sent.

Message

Allows you to select one or more messages in the following ways:

•	Type text in the field

•	Click on the spin controls (triangular arrows) to the right of the field to scroll through predefined entries.

•	Press [F2] inside the field to display a lookup list of predefined messages. You can select a code, set up a new code, or edit an existing code.

•	Select a predefined message by checking one or more of the boxes below this option:

Returned your call

Please call

Will call again

Urgent!

Stopped by

Wants to see you

GoldMine will automatically insert the selected message text in the Message field.

Activity code

Job code, or other identifier, that allows you to categorize the message.

To scroll through available codes, click on the spin controls (triangular arrows) to the right of the field.

To display a lookup list of previously defined codes, press [F2] inside the field. The Phone Message dialog box will appear. E-mail and Phone Message share the same activity codes. You can select a code, edit an existing code, or set up a new code.

Note:	Set up your lookup window entries for each Activity field so that the first three characters of the lookup entry contain the activity code, then two spaces, and then a description of the activity. On activity Zoom screens, GoldMine will display the activity reference that matches the code entered in this field.

Notes

Any additional information that is related to the phone message that does not fit into the Message field.

Alarm

Allows you to set up an alarm for the message. When a message is set to alarm, GoldMine will alert the message recipient that a message has arrived.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP calendar activity on your calendar.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Link

Attaches the message to the currently active contact record (default). If you do not want the message attached to the contact record, remove the check corresponding to this option

See also:

Recording Call Length


Sending a Pager Message

You can create a message that GoldMine will send to the pager of either a contact from the currently selected record, or selected GoldMine user(s). Before you can send a message to a pager, you must define two types of settings:

•	Modem setup: settings required for your modem to dial and transfer information to the pager

•	Pager information: data specific to the receiving pager, such as identification number and number to the pager

Once you set up the information for your modem to contact and communicate with the pager, you can create and send a message.

Note:	GoldMine will send a pager message to a contact only if the contact has a profile named Pager PIN, and a corresponding Pager ID (PIN) reference. The terminal number for the contact’s pager will appear in the notes of the Pager PIN profile.

To define settings to communicate with a pager, and send a message to a pager, select the E-mail|Send Pager Message... option. The Send a Pager Message window will appear. The Send a Pager Message window contains three folders, or tiered dialog boxes.

You define all settings and send pager messages from the folders in the Send a Pager Message window.

See also:

Defining Modem Settings

Entering Pager Information

Setting up the Pager Message


Defining Modem Settings

Before you can send a pager message, you must define settings that will allow your modem to communicate successfully with the receiving pager.

To define modem settings:

From the Send a Pager Message window, select the Modem Setup tab. The Modem Setup folder will appear.

The Modem Setup folder contains the following options:

Modem COM Port

Serial port to which the installed modem is connected.

To display a list of serial ports, click on the arrow to the right of the field.

Modem Settings

Configuration for the modem that includes the baud rate, parity, data bits, and stop bits. Most pager terminals can receive data at a baud rate of 300 bits per second (bps), but some pagers can receive data at 1200 baud or 2400 baud.

A typical entry for this field is 300,e,7,1

where 300 designates the baud rate, e designates the parity, 7 designates the data bits, and
1 designates the stop bits.

To scroll through available settings, click on the spin controls (triangular arrows) to the right of the field.

To display a lookup list of previously defined modem settings, press [F2] inside the field. You can select a code, edit an existing code, or set up a new code.

Note:	If your modem is 9600 baud, disable compression and error correction settings.

Modem Initialization

Command(s) executed before dialing that set your modem to communicate correctly with the pager. The modem initialization string can contain up to 50 characters.

All modem communications in GoldMine is controlled by TAPI in Window 95 except sending a message to a pager. GoldMine uses direct communications calls to send a message to a pager.

Some modems, such as US Robotics 14.4 and 28.8 modems do not require any special settings to connect properly. However, if your modem fails to connect to the pager, type one or more of the following modem initialization strings:

Note:	The following codes disable all error correction and compression. While the codes work as described in many modems, they are are not universal to all makes and models. If the codes do not work with your modem, consult your modem documentation to find the correct settings to set the speed to 300 bps, turn off error correction, etc.

S37=3	Sets the modem to 300 bps

-JO	Disables the V.42 detection phase

\Q0	Disables flow control

\NO	Select Negotiate Handshake specified by S37

V1	Result code verbose form, such as OK for Okay

DT	Forces the modem to use tone dialing

B0	Selects ITU-T V. 22 when the modem is set to 1200 bps,
and ITU-T V. 21 when the modem is set to 300 bps

B1	Selects Bell 212A when the mdem is set to 1200 bps,
and Bell 103 when the modem is set to 300 bps

To scroll through available settings, click on the spin controls (triangular arrows) to the right of the field.

To display a lookup list of previously defined initialization settings, press [F2] inside the field. You can select a setting, edit an existing setting, or set up a new setting.

When finished, either select the OK button to close the Send a Pager Message window, or select the Pager Info tab to enter data about the receiving pager.

See also:

Sending a Pager Message

Entering Pager Information

Setting up the Pager Message


Entering Pager Information

Before you can send a pager message, you must enter information about the receiving pager so that GoldMine can dial and identify the pager.

To define pager settings:

From the Send a Pager Message window, select the Pager Info tab. The Pager Info folder will appear.

The Pager Info folder contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Pager ID (PIN)

Identification code that identifies the pager.

Terminal Number

Telephone number to the pager. Include any prefix or suffix sequences required to access a special line or service. For example, your modem might need to dial 9 before the telephone number to access an outgoing line.

Terminal’s maximum character width

Greatest number of characters that the pager can accept. Most pagers can accept 70 - 100 characters.

To scroll through available settings, click on the spin controls (triangular arrows) to the right of the field--no lookup list is available for this field.

Save these terminal settings

Stores the settings for the receiving individual(s) identified in the Page Message folder. By default, GoldMine will save the settings. If the receiving individual is a GoldMine user, this data is stored in the individual’s username.INI file. If the receiving individual is a contact, this data is saved as a profile record.

To use the settings for the current page only, remove the check from the box.

When finished, either select the OK button to close the Send a Pager Message window, or select the Page Message tab to create and send a message.

See also:

Sending a Pager Message

Defining Modem Settings

Setting up the Pager Message


Setting up the Pager Message

To create and send a message to a selected recipient:

Note:	Set pager telephone information in the Pager Info folder

From the E-mail menu, select the Pager Message... option. The Send a Pager Message window will appear. The Send a Pager Message window contains three folders, or tiered dialog boxes. By default, GoldMine will display the Page Message folder.

The Page Message folder contains the following options:

Page [contact]

Displays the primary contact name of the currently selected contact record as the recipient of the pager message. The option will appear as the name of the contact. For example, if you have selected the record for John Doe, this option will read Page John Doe.

Page GoldMine User(s)

Selects GoldMine user(s) as the recipient of the pager message.

To display a list of GoldMine users, click on the arrow to the right of the field.

Save in History

Check this box to create a history record of the pager message to a contact. This option is applicable only to paging contacts, not GoldMine users.

Schedule a Message

Check this box to create a scheduled message when paging a GoldMine user. This option is applicable only to paging GoldMine users, not contacts.

Type message to send to the pager

Type a message that you want to transmit to the pager. Most pagers can accept
70 - 100 characters.

When finished, select the OK button to page the selected recipient.

See also:

Sending a Pager Message

Defining Modem Settings

Entering Pager Information

Setting up the Pager Message


Managing Correspondence

During the course of communicating with your contacts, you willeventually need to send printed correspondence. GoldMine allows you to use the word processor of your choice to create and print correspondence. GoldMine comes with predefined links to the following Windows word processors:

•	Microsoft Word version 2.0 or later

•	Lotus Ami Pro version 3.1 or later

•	Microsoft WordPad 1.0 for Windows 95

•	WordPerfect 6.1

In addition to the word processor links, GoldMine also offers links with Windows spreadsheet applications, database managers, and other programs that support Dynamic Data Exchange (DDE). Using GoldMine’s merging capability, you can create a wide variety of documents and reports that are based on contact information.

Using GoldMine’s merge form capabilities, you can easily generate letters, memos, envelopes, and mailing labels. GoldMine has features to enable you to print a letter for one contact, print a letter for a group of contacts, and print labels and envelopes. GoldMine also allows you to directly FAX these documents instead of printing them, provided your word processor supports facsimile transmission.

See also:

Setting up a New Template Form

Dynamic Data Exchange (DDE)


Generating Correspondence from Template Forms

GoldMine generates letters and other correspondence based on a template form. A template form is the skeleton of a letter or memo. You create this template within your word-processor (or any application) that you have linked with GoldMine. The template form is used to merge GoldMine’s contact information with the word processing application’s form. Once a template is created, it can be used continually to generate the same document for different contacts. GoldMine can maintain an unlimited number of template forms with each form being customized to specific needs.

GoldMine comes with several sample forms that you can use to print documents. In addition, you or your system administrator can set up additional templates.

See also:

Dynamic Data Exchange (DDE)

Merging Data into a Document

Linking GoldMine to Word for Windows


Merging Data into a Document

GoldMine uses DDE to communicate with your word processor. When you perform a merge, GoldMine uses DDE to send contact information to the word processor of the selected document template. The word processor receives this information from GoldMine and places the information from the contact record in appropriate places in the document and then prints the document.

GoldMine acts as a DDE client and a DDE server during the document merging process. First, GoldMine must send a DDE request to the word processor to request that the word processor open a particular document template. Once the document is open, the word processor will recognize that the document contains DDE linkage fields and will ask GoldMine for data to place in these fields. GoldMine, now acting as a DDE server, will return this information to the word processor, and the word processor will update its display with the information. Finally, the document can be printed.

This type of merging can also be performed with other Windows applications, such as spreadsheets (for example, Excel) or database programs (for example, Access).

Updating Database Information

DDE can also be used to update GoldMine’s databases from another application. For example, a magnetic card reader application that supports DDE can be interfaced with GoldMine in such a way that new contact records are automatically entered into the contact database. For example, whenever a trade show attendee’s badge is swiped through the reader, GoldMine is automatically updated.

Identifying Telephone Numbers Automatically

GoldMine’s DDE functionality can be used with CallerID or ANI equipment to automatically identify incoming telephone calls. GoldMine can display the contact record that matches the telephone number of the incoming call, saving the user time in looking up the caller.

Linking Contact Records to an Accounting Application

DDE applications can be created to automatically transfer prospect information to an accounting application when the prospect decides to purchase, saving data entry time and reducing errors.

Inserting Incoming Electronic Mail

DDE can be used to insert incoming electronic mail into GoldMine, allowing GoldMine users to remain linked with their external E-mail systems.

See also:

Linking GoldMine to Word for Windows


Configuring GoldMine for International Settings

GoldMine can format dates, currency, and numbers as defined in the Windows WIN.INI file under the [INTL] section. You can set international preferences from the Control Panel. GoldMine also supports the installed keyboard character set, and performs sorts and comparisons in the appropriate language.

See also:

Formatting Telephone Numbers


Printing a Merge Form

A template form can be used to create a letter, memo or profile for continued use. A template is converted into a printable document when it is merged with contact information such as the recipient’s name and address.

To merge of a template with contact information:

From the File menu, select the Merge Forms... option. The Merge Forms dialog box will appear.

Template forms are categorized by form type and form user. This allows all GoldMine users to maintain their own library of templates. GoldMine maintains three generic types of templates. You can use these form categories for any type of template you wish.

GoldMine does not apply any special processing to the different form categories. The three template form types are:

•	Document

•	Spreadsheet

•	Other

The upper right portion of the Merge Forms dialog box contains the browse window listing of template forms that have been defined. Initially, the display will show templates of type Document for your user name, although, you can select another type of template form, or another user’s template forms by selecting from the following controls and commands:

Form Description

Descriptive name for the form.

File Name

Name of the file.

Forms of User

Selects the GoldMine user whose template forms will be displayed in the upper right portion of the dialog box.

To display a drop-down list of users, click on the arrow to the right of the field.

Documents

Allows you to display and select template forms that are documents.

Spreadsheet

Allows you to display and select template forms that are spreadsheets.

Others

Allows you to display and select miscellaneous template forms.

Form Setup

Allows you to display the Forms Settings dialog box for the selected (highlighted) template form.

New

Allows you to create a new template form, or link GoldMine with any existing template form.

Delete

Deletes the selected (highlighted) template form.

This Contact

This Record Range option indicates to GoldMine that you wish to merge the selected template with the contact displayed in the active contact record.

All Contacts

This Record Range option indicates to GoldMine that you wish to merge the selected template with every contact record in the database. If a filter or group is active, only those records that match the filter expression or are members of the group will be merged.

Forward to last

This Record Range option instructs GoldMine to generate the selected template with the currently displayed contact and then skip forward through the database, merging the template with all records through to the last record in the database. If a filter or group is active, only those records that match the filter expression or are members of the group will be merged. The records are skipped through in the contact record’s current sort order.

Primary

Controls whether or not the primary contact information is to be merged with the selected template document. GoldMine has the ability to mass merge both primary and additional contacts into documents. This control is used to include or exclude primary contact information from a mass mailing.

Additional

Controls whether or not additional contact information is to be merged with the selected template document. GoldMine has the ability to mass merge both primary and additional contacts into documents. This control is used to include or exclude additional contacts from a mass mailing.

Edit

Merges the template and then edits the template using the linked application. This option is only available after selecting a template document, and setting the Record Range option to This Contact.

Link

Similar to Edit, Link options allows you to merge and edit the selected template. In addition, this option maintains the link to the contact record, allowing you to print the same template for multiple contacts by changing the contact displayed in the contact record.

Print

Allows you to use the application linked to the selected template to print merged documents for the selected range of contact records.

FAX

Allows you to use the application linked to FAX merged documents for the selected range of contact records.

When finished, select the Close button to close the Merge Forms dialog box.

See also:

Setting up a New Template Form

Dynamic Data Exchange (DDE)


Setting up a New Template Form

GoldMine’s template form capability is used to generate customized form letters and other documents. A letter template usually contains the body and closing of the letter; GoldMine merges the contact’s name, address and other information with the template to create the finished letter. An envelope template, on the other hand, would typically contain nothing more than the codes to merge the contact’s address.

Although GoldMine installs a number of predefined template forms for you to use, you will probably want to add your own customized template forms.

A template form is a document created in an application with which GoldMine is linked, and contains embedded DDE linkage fields. These DDE fields contact linkages to merge contact information with the template to create a printable document.

If you are already familiar with how to add DDE linkage fields to documents in your word processor (or whatever application for which you wish to create the template), see Setting up a New Template Form for information on setting up a new template forms.

If you are not already familiar with adding DDE linkage fields to documents in your word processor, then you should create new templates by copying an existing template and modifying it.

Once you have created and saved the new template form, you should add a new record to GoldMine’s Merge Forms browse window. Once the new template has been added to the Merge Forms browse window, you can generate documents.

Creating a Template Form in WordPad

You can use WordPad, the accessory word processor bundled with Windows 95, to create a template form. The template uses merge fields from the contact database to include custom information, such as the name of the contact, or your full name.

You can place data fields or merge macros in the body of your template. For example, to include the name of each contact in the salutation of a letter created with WordPad, type Dear <<contact1->contact>>. GoldMine will replace the field values with values from the currently open contact database.

When finished adding text and data fields, save the template as an .RTF file; for example, LETTER.RTF.

Defining Forms Settings

To add a new record to the Merge Forms browse window, select the File|Merge Forms option. The Merge Forms dialog box will appear. From the Merge Forms local menu, select the New option. The Form Properties dialog box will appear.

The Form Properties dialog box contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Form Name

Type the name of the new form as you wish it to appear on the Merge Forms browse window. You should select a descriptive name that details the contents of the template form, or the purpose of the form.

Form User

Type the name of the user who will use this template. The template form will appear in the Merge Forms browse window for the user specified here.

Sort Order

Template forms are arranged in the browse window based on the value in the Sort Order field. The Sort Order field allows you to group template forms together on the Merge Forms browse window.

Link to Doc

Creates a Linked Document when the document is merged.

Save History

Creates a history record whenever this template is merged.

Allow Hot Link

Allows you to Link this document. If this box is not checked, the Link command is unavailable.

Form Type

Select the form category for the new template. The form category can be either Document, Spreadsheet or Other.

Template File

Path and filename of the template form.

To locate the file, select the Browse button. In general, you should save all of your template forms to a single directory to make it easy to manage them.

To launch the template so that you can make changes, select the Edit button.

App Identifier

Enter a valid application identifier, such as WordDocument, corresponding to an entry in the Windows Registration Database. If you are unsure what the application identifier is for your word processor (or other application), check with the product’s manufacturer, or GoldMine Software’s technical support.

The following App Identifier values are used by GoldMine’s word processing links:

Application	App Identifier
AmiPro 3.1	AmiProDocument
Word 2.x	WordDocument
Word 6.x	Word.Document.6
Word 7.0	Word.Document.6
AmiPro 3.1	AmiProDocument
WordPad 1.0	WordPad
WordPerfect 6.0	WPWin6.0
WordPerfect 6.1	WPWin6.1
DDE Command

Type the name of the DDE command that will cause the linked application to initiate the document merge. The field will normally contain a DDE command recognized by the linked application that starts execution of a macro or script within the linked application. This macro or script will then perform the functions within the linked application, such as opening the template file, updating fields, necessary to complete the document merge. GoldMine provides a set of DDE items that the linked application can use to poll GoldMine for information about the document merge.

When a document merge is initiated (by the selection of either Edit, Link, Fax, or Print from the Merge Forms dialog box) GoldMine will determine if the linked application is loaded into memory (and load the application if it is not), and send a DDE Execute command to the linked application using the application name and topic name from the registration database entry specified by App Identifier.

If you are unsure what the application identifier is for your word processor (or other application), check with the product’s manufacturer, or GoldMine Software’s technical support.

The following DDE Command values are used by GoldMine’s word processing links:

Application	DDE Command
AmiPro 3.1	[runlater(“GMWLINK.SMM!Main()”,0.01)]
Word 2.x	[GoldMineLink]
Word 6.x	[GoldMineLink]
WordPerfect 6.x	macrofileplay(“gmwlink.wcm”)
See also:

Dynamic Data Exchange (DDE)

Linking GoldMine to Word for Windows


Generating Reports

GoldMine’s powerful reporting capabilities allow you to generate reports from the data in your contact databases. Using the report generator, you can sort data from your contact database and present the information in an easy-to-read format that can be printed or displayed onscreen.

GoldMine includes a set of preconfigured report layouts to organize data for a variety of needs. Twenty report layouts are available in five categories:

•	Contact reports

•	Calendar printouts

•	Analysis reports

•	Labels and envelopes

•	Other reports

Reports can be either printed or displayed onscreen. If you want to print a specific report on a different device than the Windows default printer, you can select a different printing device from a list of installed printers.

GoldMine can create a report with either selected data or selected pages. You can apply filters to select GoldMine data to include in a report. If you only want to print part of a report, you can select pages to print from an onscreen display.

If your company has special reporting needs, you can use GoldMine’s form designer to create custom report templates.

See also:

Accessing the Report Generator

Selecting Data for a Report

Changing a Report Profile

Sorting Report Data

Printing a Report


Accessing the Report Generator

To access the report generator:

From the Main Menu, either select File|Print Reports... or click on the Generate Reports icon on the standard toolbar. The Reports Menu will appear.

The Reports Menu contains the following options:

Types of Reports

Selects one of the following report types:

•	Contact reports: displays contact listing reports in the Report Description browse window

•	Calendar Printouts: displays activity listing reports in the Report Description browse window

•	Analysis Reports: displays analytical reports in the Report Description browse window

•	Labels & Envelopes: displays special templates that print data on special paper sizes in the Report Description browse window

•	Other Reports: displays three special report templates--Default Report Form, Filters Listing, and Lookup file listing--in the Report Description browse window

Report Description

Displays report titles that correspond to the selected report type.

User

Selects the user whose reports are displayed. The default is (public).

Contacts: All

Includes all contact records in the selected database(s) in the report.

Contacts: Current

Includes the currently displayed contact record only in the report.

Contacts: Filter or Group

Includes only contact records in the report that either meet filter criteria, or are members of an activated group.

Window

Displays the report onscreen as the pages would be generated by the selected printer. Pages can be printed from a displayed report.

Printer

Sends the report to the selected printer.

The Reports Menu contains the following buttons:

Layout

Accesses the form designer

Edit

Displays the Report Profile dialog box.

Sorts

Displays the Report Sorting dialog box.

Options

Displays a dialog box of user, date range, data, and layout option for a report based on the report type selected.

Print

Sends the report to the selected output device; that is, the report will either be displayed onscreen or printed as hard copy.

Close

Exits the Reports Menu and returns to the GoldMine client area.

See also:

Selecting Data for a Report

Changing a Report Profile

Sorting Report Data

Printing a Report


Selecting Data for a Report

You can configure your report to include specific data, that is, you can configure your report to include specific:

•	Types of activities

•	Types of linked data

•	Records by user, activity codes, and date range

GoldMine can produce one report with the specific data, or save the settings for future runs of the report. Options are available for contact reports, calendar printouts, and analysis reports.

See also:

Selecting Data for a Contact Report or an Analysis Report

Selecting Data for a Calendar Report

Sorting Report Data

Printing a Report


Selecting Data for a Contact Report or an Analysis Report

The options available to select data for either contact reports or analysis reports are the same.

To select data to include in a contact report or an analysis report:

In the Reports Menu, highlight the report for which you want to set data options. From the Reports Menu, select Options. The Contact Record Options dialog box will appear.

The Contact Report Options dialog box contains the following options to control which data will appear in the report:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock (time fields), or a graphical calendar (date fields.

History Data

Includes activity data from history records, including the date, time, user who created the history record, and any reference information associated with the record. Select one or more types of data from the following types:

•Phone Calls: includes Call Back and Phone Message data

•βMessages: includes Phone Message, E-mail Message, MS Mail Message, Lotus VIM Message, or Novell Message data

•	Next Actions

•	Appointments

•	Sales: lists Forecasted Sale data

•	Others: includes Other Action data

•	Form: lists data about forms that GoldMine generated for the contact as set up in the Merge Forms dialog box

•	To-dos

If no items are checked under History Data, or no data exists for any of the checked data types, GoldMine will suppress the History section of the report, and continue with the next section for which data is available.

User

Selects the user(s) whose history records GoldMine will search for data to include under the History section of the report. The default is (all).

To display a list of available user names, click on the arrow to the right of the field.

Date

Sets the beginning date of a time period during which the history record must have been created for data to be included in the report. For example, if the Date field has an entry 06/01/95, GoldMine will select data from history records that were created on or after June 1, 1995.

The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range will include all history records.

To

Sets the ending date of a time period during which the history record must have been created for data to be included in the report. For example, if the To field has an entry of 10/31/95, GoldMine will select data from history records that were created on or before December 31, 1995.

The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range will include all history records.

Actv

Specifies the three-character code from the Activity field of the history record that will control which data is included in the report. For example, if this field contains GDW for “goodwill visit,” only activities categorized as GDW in the history record will be included in the report.

If an Actv code has been entered and a Result code (see Result) has been entered, the two codes will work as an AND condition to include events that have been assigned both the specified Actv code and the Result code.

If no code is specified, GoldMine will include data with all activity codes.

Result

Specifies the three-character code from the Result field of the history record that will control which data is included in the report. For example, if this field contains LIT for “will read literature,” only activities categorized as LIT in the history record will be included in the report.

If an Actv code has been entered and a Result code has been entered, the two codes will work as an AND condition to include events that have been assigned both the specified Actv code and the Result code.

If no code is specified, GoldMine will include data with all result codes.

Other Contacts

Includes data about individuals entered as additional contacts for the contact records, including additional contact name, title, telephone number, and any reference data associated with the additional contact.

Document Links

Includes documents linked to the contact records, and provides information about the document, such as the creating application, user who created the document, and the path and file name of the document.

Profiles

Includes profile information linked to the contact records, such as birthday, and provides data about the profile record, any reference data associated with the profile, and the date that the profile was created.

Referrals

Includes referral information linked to the contact records, such as the source of the referral (of:), to whom the referral was made (to:), and any reference data associated with the referral.

Calendar Data

Includes activity data from calendar records, including the date, time, user associated with the scheduled activity, and any reference information associated with the activity. Select one or more types of data from the following types:

•Appointments

•	Call Backs

•βMessages: includes Phone Message, E-mail Message, MS Mail Message, Lotus VIM Message, or Novell Message data

•	Next Actions

•	Sales: lists Forecasted Sale data

•	Others: includes Other Action data

•	Forms: lists data about forms that GoldMine generated for the contact as set up in the Merge Forms dialog box

•	To-dos

If no items are checked under Calendar Data, or no data exists for any of the checked data types, GoldMine will suppress the Scheduled Activity section of the report, and continue with the next section for which data is available.

User

Selects the user(s) whose calendar records GoldMine will search for data to include under the Scheduled Activity section of the report. The default is (all).

To display a list of available user names, click on the arrow to the right of the field.

Date

Sets the beginning date of a time period during which the calendar record must have been created for data to be included in the report. For example, if the Date field has an entry 03/01/95, GoldMine will select data from calendar records that were created on or after March 1, 1995.

The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range will include all calendar records.

To

Sets the ending date of a time period during which the calendar record must have been created for data to be included in the report. For example, if the To field has an entry of 06/30/95, GoldMine will select data from calendar records that were created on or before June 30, 1995.

The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range will include all calendar records.

Actv

Specifies the three-character code from the Activity field of the calendar record that will control which data is included in the report. For example, if this field contains GDW for “goodwill visit,” only activities categorized as GDW in the calendar record will be included in the report.

If no code is specified, GoldMine will include data with all activity codes.

Save Settings

Saves the data settings for future printings of the selected report. If you want to apply the settings to the current report only, do not select this button.

When finished selecting data settings, select the OK button.

See also:

Selecting Data for a Calendar Report

Sorting Report Data

Printing a Report


Selecting Data for a Calendar Report

To select data to include in a calendar report:

In the Reports Menu, highlight the report for which you want to set data options. Select Options. The Calendar Report Options will appear.

The Calendar Report Options dialog box contains the following options to control which data will appear in the report:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields).

User

Selects the user(s) whose calendar records GoldMine will search for data to include under the Scheduled Activities section of the report. The default is (all).

To display a list of available user names, click on the arrow to the right of the field.

Date

Sets the beginning date of a period during which a calendar record must have been created for data to be included in the report. For example, if the Date field has an entry 06/01/95, GoldMine will select data from calendar records that were created on or after June 1, 1995.

The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range will include all calendar records.

To

Sets the ending date of a period during which the calendar record must have been created for data to be included in the report. For example, if the To field has an entry of 10/31/95, GoldMine will select data from calendar records that were created on or before December 31, 1995.

The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range will include all calendar records.

Time

Sets the beginning time of a period during which a calendar record must have been created for data to be included in the report.

To

Sets the ending time of a period during which a calendar record must have been created for data to be included in the report.

Include Activities

Selects activities that can appear in the report. Select one or more types of data from the following types:

•Appointments

•	Call Backs

•βNext Actions

•	Forecast Sales

•	Messages: includes Phone Message, E-mail Message, MS Mail Message, Lotus VIM Message, and Novell Message data

•	Others: includes Other Action data

If no items are checked under Calendar Data, or no data exists for any of the checked data types, GoldMine will suppress the Scheduled Activity section of the report, and continues with the next section for which data is available.

Detail Text

Includes information for each selected activity. By having the option to include or not include specific detail for included activities, you have the flexibility and control to produce exactly the kind of report that is appropriate to audience needs. Select one or more types of detail data from the following types:

•	Activity Type

•	Activity Code

•	Time

•	Duration

•	Reference

•	Contact

•	Phone

Page Layout

Specifies the type of calendar format from the following options:

•Weekly

•Monthly

•	Daily (fixed): prints all hourly slots from 7:00 a.m. - 7:00 p.m., whether or not activities are scheduled for every hour. Each hourly slot includes a set number of lines, typically two or three lines.

•	Daily (variable): prints an hourly slot from 7:00 a.m. - 7:00 p.m. only if an activity has been scheduled for the hour. For example, if a meeting is scheduled for 9:00 a.m., but no other activities are scheduled for the day, this format will print only the 9:00 a.m. slot and the entry for the scheduled meeting. Each scheduled slot includes as many lines and/or pages as needed to print the entire entry for the activity.

Save Settings

Saves the data settings for future printings of the calendar. If you want to apply the settings to the current calendar printout only, do not select this button.

When finished selecting data settings, select the OK button.

See also:

Selecting Data for a Contact Report or an Analysis Report

Sorting Report Data

Printing a Report


Sorting Report Data

When you prepare a report, typically you want to control the order in which data is presented; that is, you want to list data in a sequence that makes the information clear and meaningful. Sorting allows you to arrange data in a specified order by any desired field. GoldMine provides up to three levels of sorting on each report. For example, if you select the Company field as the first sort field, then all the records that are listed in the report will be ordered alphabetically by company name. If you select the Zip field as the first sort field, then all printed records will be ordered by ZIP code as specified--see options Start at and End at.

Since GoldMine allows three levels of sorting, you can also select a sort order if the Company field is the same for two or more records. For example, if Company is selected as the Primary Sort, and the Secondary Sort is Contact, then the records will be ordered by company name in the report. However, when two records have the same company name, they will be order alphabetically by contact name.

When a field is selected for Tertiary Sort, records are ordered by the third sort field only when the first and second level sort fields are identical. For example, if the first and second level sorts are State and City, and the third level sort is Zip, then records will be ordered by Zip entries only when two or more records have the same City and State entries.

Without a second or third level sort, records in the report are ordered by date and time of entry in the database when the first level sort is the same over several records. Listing records by the order in which entered is known as the natural order of records.

Note:	When selecting the sort order for your report, keep in mind that GoldMine will query the database in the most efficient way. If you have selected a multilevel sort, or a single level sort with a field that is not already indexed, GoldMine will build a report sort table. This additional step allows other users to access GoldMine data while the report is printing, and also speeds the printing process.

To sort records in a GoldMine report:

Note:	The Sorts option is available for Contact Reports, Analysis Report, and Other Reports. This options is not available for Calendar Printouts or Labels & Envelopes.

From the Reports Menu, select Sorts. The Report Sorting dialog box will appear. The Report Sorting dialog box contains the following options:

Primary Sort

Specifies the first set of parameters for ordering records. To complete the sort definition, select the Sort1 Database and Field Name by which GoldMine will order records in the report. To specify a range of records, specify a Start at value and/or an End at value.

Every GoldMine report must have at least Primary Sort defined to operate properly, even if no sorting is required. To preclude any sorting, set Sort1 Database to (none). If Primary Sort is defined as (none), the Data Preparation browse window entry will dim, indicating that GoldMine will sort records by the natural order of record entry.

Secondary Sort

Specifies the second set of parameters for ordering records. To complete the sort definition, select the database and the field by which GoldMine will sort records. To specify a range of records, specify a Start at value and/or an End at value.

You must define a second level sort before you can define a third level sort. If you want a report with only one sort level, define the first level sort only.

Tertiary Sort

Specifies the third set of parameters for ordering records. To complete the sort definition, select the database and the field by which GoldMine will sort records. To specify a range of records, specify a Start at value and/or an End at value.

You must define a second level sort before you can define a third level sort. If you want a report with only two sort levels, define the first level sort and the second level sort only.

Sort1 Database

Selects the contact database that contains the field on which records will be sorted for the selected sort level, that is Primary Sort, Secondary Sort, or Tertiary Sort. The selected database will appear to the right of the sort level.

To display a list of contact databases, click on the arrow to the right of the field.

Field Name

Selects the field on which records will be sorted for the selected sort level, that is, Primary Sort, Secondary Sort, or Tertiary Sort. The selected field will appear to the right of the sort level and the contact database name.

To display a list of contact databases, click on the arrow to the right of the field.

Start at

Specifies the beginning value of a range that defines how the selected sort level will order records. If the Start at field and the End at field are blank, (all) will appear to the right of the sort level database and field, and all records will be sorted in ascending order. For example,

Primary Sort: Contact1->Lastname (all)

indicates that the first level sort will order all records by the Lastname field of the Contact1 database in alphabetical order.

If you enter a Start at value and an End at value, (range) will appear to the right of the sort level database and field. For example,

Primary Sort: Contact1->Lastname (range)

indicates that the first level sort will order those records that fall between the letters or partial words specified in the Start at field and End at field.

Start at can be used alone to define a range, that is, without entering a value in End at, to specify a beginning point from which GoldMine will select and order records. The resulting report will include and order records from the specified starting point to the implied end of the range. For example, if Start at contains 05/15/95, the report will order records by the selected field from May 15, 1995 to the current date.

End at

Specifies the ending value of a range that defines how the selected sort level will order records. If the Start at field and the End at field are blank, (all) will appear to the right of the sort level database and field, and all records will be sorted in ascending order. For example,

Primary Sort: Contact1->Lastname (all)

indicates that the first level sort will order all records by the Lastname field of the Contact1 database in alphabetical order.

If you enter a Start at value and an End at value, (range) will appear to the right of the sort level database and field. For example,

Primary Sort: Contact1->Lastname (range)

indicates that the first level sort will order those records that fall between the letters or partial words specified in the Start at field and End at field.

End at can be used alone to define a range, that is, without entering a value in Start at, to specify an ending point to which GoldMine will select and order records. The resulting report will include and order records from the earliest or smallest value through the value entered in End at. For example, if End at contains M, the report will order records by the selected field from the beginning of the alphabet through records with field entries that start with M.

Save as Defaults

Saves the sort settings for future printings of the calendar. If you want to apply the sort settings to the currently generated report only, do not select this button.

When finished, select the OK button.

See also:

Printing a Report


Changing a Report Profile

The Properties option on the Reports Menu allows you to view and/or change information about a standard or custom report file. Each GoldMine user can maintain a personal list of reports. The default list that GoldMine displays is (public), which includes the reports not associated with any specific user.

To view or change information about a report file:

From the Reports Menu, select Properties. The Report Profile dialog box will appear.

The Report Profile dialog box contains the following options:

Report description

Title displayed in the Report description window of the Reports Menu.

Owner

Name of the GoldMine user associated with the report template; that is, the user who has the right to modify or delete the report template. To allow all users editing rights, select (public).

Notes

Any information related to the report that provides details about printing the report.

Report Filename

Specifies the file associated with the report template. To change a report file name, type a designation of up to eight characters. GoldMine will automatically add an .FP extension. To locate a file, select the Browse button, which will display the Select a File dialog box.

Default Printer

Selects the printer that will serve as the device to which GoldMine will send the report unless you specify another device:

•	Selected printer: device designated in the Output to window of the Reports Menu

•	Layout printer: special printer selected in GoldMine’s layout mode.

Duplicate Current Report Layout

Saves the file template under a new name. This allows you to clone an existing report format.

When finished, select the Ok button to save the settings.


Printing a Report

GoldMine can generate a report as either an onscreen display or to the selected printer.

To print a GoldMine report:

From the Reports Menu, select the Print option. GoldMine will generate the selected report to the device specified in the Output to window of the Reports Menu.

Sending a Report to the Onscreen Display

GoldMine can generate a report onscreen as the report would look if printed on paper. The selected printer will affect the screen display because each printer driver has unique spacing definitions. To check which printer is selected in GoldMine, select the File|Printer Setup... option.

Note:	To generate a report as an onscreen display, you must select the Output to: Window option in the Reports Menu.

To generate a selected report as an onscreen display:

From the Reports Menu, select the Print option.

The first page of the selected report will display onscreen.

The right side of the status bar shows the number of records included in the report, the current page number, and the total number of pages in the report. The report screen display presents a special toolbar that appears under the general GoldMine toolbar.

Moving to a Selected Page in the Report

To change the page of the report displayed onscreen, click on the Page Jump icon. The Page Jump dialog box will appear. After the prompt Position at Page Number, type the number of the report page to be displayed onscreen, then select the OK button. The requested page will appear onscreen.

Sending a Report to a Printer

You can print a report in two ways:

•	Print an entire report from the Reports Menu

•	Printing selected pages of a report from an onscreen display

To print one or more selected pages from a report displayed onscreen, select the Printer icon from the Print toolbar. The Print Pages dialog box will appear. Type the page number values in the First Page field and the Last Page field that correspond to the range of pages you want printed. Select the OK button to start printing.

To print an entire report without previewing, from the Reports Menu, select the Print button. The Printing in Progress... status window will appear, displaying information about the selected printer, the number of pages that have been printed, and the number of records that have been printed.

To stop printing at any time, select the Cancel button. Otherwise, the Printing in Progress... status window will close when GoldMine has finished sending the report to the printer.

See also:

Setting up Print Options


Setting up Print Options

You can control the following print options:

•	Selected printer

•	Orientation of the printout

•	Size and feed source of paper

To set up print options, either select the File|Printer Setup... option, or click on the Print Setup icon. The Print Setup dialog box will appear.

The Print Setup dialog box contains the following options:

Name

Printing device that will produce the report. To display a list of installed printers, click on the arrow to the right of the field. For each installed printer, GoldMine will display the following information:

Status: indicates whether the selected printer is the default printer, and if the printer is available for printing

Type: driver used by the printer; typically, this value is the same as Name

Where: port to which the printer is connected

The optional Comment line will display any additional information helpful to using the printing device.

Properties

Displays the Properties dialog box, in which you can set additional setup parameters specific to the selected printer. For example, the Properties display for a PCL-type printer, such as a LaserJet, is different than the display for a PostScript-type printer, such as a LaserWriter.

When finished selecting additional printer options, select the OK button to enter the parameters for the selected printer.

Size

Specifies the dimensions of the paper on which GoldMine will print the report. To display different paper sizes, click on the arrow to the right of the field. Once selected, the paper size will remain in effect until a different paper size is selected.

Source

Specifies the origin of the paper feed, such as Upper Tray. To display different sources, click on the arrow to the right of the field. Once selected, the paper source will remain in effect until a different paper size is selected.

Portrait

Arranges the report in an orientation that is longer than wide. For example, on a letter-sized page, a portrait orientation would print 81/2 by 11 inches.

Landscape

Arranges the report in an orientation that is wider than long. For example, on a letter-sized page, a landscape orientation would print 11 by 81/2 inches.

When finished, select the OK button to enter the printer configuration.

See also:

Printing a Report

Printing a Merge Form


Using the InfoCenter

To perform a job well, you have to know more than just how to perform assigned duties. Because most of us work for an organization that exists in a real-time world, we need information by, from, and about the organization--policies, special procedures, and technical information specific to a product or business--to keep up with new and important news in a dynamic environment. In addition, since we develop organizational relationships as part of any job, and perhaps pursue off-hour activities, we find that we need to keep track of this “extracurricular” information as well.

GoldMine’s InfoCenter provides a resource for maintaining any type of information useful to an organization or an individual. Just as information is not limited to text files, the InfoCenter can archive any information, including graphics, multimedia files, and program applications. Any of this information can then be linked to a contact record, so that GoldMine displays the record automatically whenever you access that topic.

The InfoCenter runs independently within GoldMine. You can keep the InfoCenter open while you work in GoldMine, using this “desktop” reference whenever needed.

The InfoCenter consists of three separate online resources:

•	KnowledgeBase: maintains information created by, for, and about an organization

•	PersonalBase: maintains information useful to an individual user that only the user can view and update

•	What’s new?: presents KnowledgeBase items in reverse chronological order

A tab is associated with each online resource for easy access.

The InfoCenter offers access options to

•	control read and update privileges to users on selected sections or topics, called nodes

•	Display documents or graphics, run multimedia files linked to a folder or page, and even launch applications

•	Present newly added topics automatically to a user upon login to GoldMine

•	Search for specific entries through all or part of the InfoCenter based on user-defined criteria

While only users with Master-Rights can control access to the KnowledgeBase, each connected user can set up information resources in both the KnowledgeBase and the PersonalBase. Setup is the same for both systems. However, the PersonalBase is designed for use by an individual. The only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase.

See also:

Accessing the InfoCenter

Setting up the KnowledgeBase

Creating a Topic

Setting Access Rights to a Topic

Modifying the KnowledgeBase

Working with What's New

Searching the KnowledgeBase


Accessing the InfoCenter

The heart of GoldMine’s InfoCenter consists of two identical systems:

•	KnowledgeBase: allows any organization to create a custom information environment that multiple individuals can access

•	PersonalBase: allows an individual user to create a similar information environment solely for personal use

The KnowledgeBase and the PersonalBase organize topic pages, which are items of related information, in a hierarchical structure similar to an outline format. You can quickly find information by navigating through different sections or by conducting a search. You can even open a linked file that was created by another application, such as a document, bitmap graphic, multimedia file, or a program application.

Note:	Although this discussion and related figures will refer to the KnowledgeBase, the structure and functionality is the same for the PersonalBase. The difference between the two systems is that the KnowledgeBase is designed for access by multiple users, and the PersonalBase is designed for access by only one user. That is, the only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase.

You can set GoldMine to open the InfoCenter and display newly added topics automatically when you log in. To enable this feature, select the Edit|Preferences. . . option to access the Preferences window. Select the Misc tab. In the Misc folder, check the box corresponding to the Show new items in the Information Center when logging in option.

To open the InfoCenter, either select the View|InfoCenter option or click on the InfoCenter icon. The KnowledgeBase will appear in the GoldMine InfoCenter window.

Topic nodes are listed in the pane on the left side of the KnowledgeBase. The pane on the right side of the window contains the node title and text. You can resize the left and right windows in the display area. To resize each side, click and hold the separating bar (shown in the prior figure) with the left mouse button, and move the mouse to change the size of each window

The KnowledgeBase folder contains three buttons:

Search

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

New

Displays the New Topic Properties dialog box that allows you to create a node.

Properties

Displays the Properties dialog box that allows you to modify an existing node.

See also:

Setting up the KnowledgeBase

Creating a Topic

Setting Access Rights to a Topic

Modifying the KnowledgeBase

Working with What's New

Searching the KnowledgeBase


Setting up the KnowledgeBase

All GoldMine users can potentially access three sections of the InfoCenter:

•	KnowledgeBase

•	PersonalBase (individual only)

•	What’s new?

All users can create new topics in the KnowledgeBase, and set up and maintain a PersonalBase. GoldMine automatically generates topics in the What’s new? section based on additions to the KnowledgeBase. The KnowledgeBase and PersonalBase have the same functionality, so the displays and features discussed in this section for the KnowledgeBase apply to the PersonalBase.

Navigating the KnowledgeBase

The KnowledgeBase organizes information in a hierarchy similar to an outline. There are three levels of information. Each level is graphically represented by an icon.

Book

As the highest level in the hierarchy, a book contains all subsidiary sections and topics. For example, a company may create a book-level node for the subject of employee information. The book could include topics such as a directory, benefits, policies, etc. A book can contain text that will appear in the right pane of the display area, and/or an attached file.

To display the contents of a book, either double click on the plus next to the book icon, or double-click on the icon. When open, the book’s icon will change to an open book graphic.

Each book can contain up to five subsidiary levels.

Folder

As the second level in the hierarchy, a folder contains one or more related sections and topics. That is, a folder can contain other folders and/or pages. For example, a folder with the title benefits may include other folders for topics such as healthcare, disability, and retirement benefits. A folder can contain text that will appear in the right pane of the display area, and/or an attached file.

A plus symbol will appear to the left of any closed folder. To display the contents of a folder, either double click on the plus next to the folder icon, or double-click on the icon. When open, the folder’s icon will change to an open folder graphic.

Page

As the third, or lowest, level in the hierarchy, a page represents a topic. A page can contain text that will appear in the right pane of the display area, and/or an attached file.

KnowledgeBase Local Menu

The KnowledgeBase and PersonalBase have the same local menu to perform a variety of actions on a selected node. To display the local menu, select a node in the left panel of the display area, then click on the right mouse button. The node local menu contains the following options:

Search...

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

Launch...

Starts the application that created or runs the file, then loads the file into the application. This option is available only if a file is attached to the selected node. For example, if you attach a text document to a topic node, you can double-click on the application icon that appears to the left of the attached file name to start the word processor used to create the file, then load the file. In the case of an attached application, such as Windows’ Calculator, GoldMine starts the application.

Print/Fax...

Sends text that appears in the right pane to an installed printer or fax device.

Options

Contains the following options:

Import... displays the Import Topics dialog box that allows you to select a KnowledgeBase file from another GoldMine system, and to place that file in the currently selected section or topic.

Export... displays the Export Topics dialog box that allows you to select a KnowledgeBase topic for export. You can export information in one of two formats. You can create a KnowledgeBase export file for another system that supports the KnowledgeBase, maintaining the same hierarchical structure as in the original file. You can also export the information as a text file, in either the .RFT format or the .TXT format. If you select a section, GoldMine will export all subsidiary files contained in the section.

Delete Section... deletes the currently selected node.

Sync Contacts: sets GoldMine to automatically display the linked contact record whenever you select the topic.

Show Contact

Displays a contact record that has been attached to a topic with the Link Contact option--see Link Contact.

Link Contact

Attaches the current contact record to the topic so that you can display the record by selecting the Show Contact option.

New

Displays the New Topic Properties dialog box that allows you to create a new section or topic.

Delete...

Deletes the currently selected node.

Properties...

Depending on the selected node, selecting this option displays either the New Topic Properties dialog box or the Section Properties dialog box. Either dialog box allows you to modify the name, title, and keywords for an existing section/topic.

See also:

Creating a Topic

Setting Access Rights to a Topic

Modifying the KnowledgeBase

Working with What's New

Searching the KnowledgeBase


Creating a Topic

To create a new section or topic in the KnowledgeBase, select the node--book or folder (if available)--that is the correct level in the hierarchy for the section you want to create. The KnowledgeBase hierarchy works from the top down; that is, you must set up a section at the book level before you can add folders and/or pages. You can create up to five subsidiary levels per book.

When you open the KnowledgeBase for the first time, the folder will contain one book-level section icon only.

Select the New button. The New Topic Properties window will display the Topic folder.

Note:	You can also display the Topic folder by selecting the local menu option New.

The Topic folder contains the following options:

Topic

Title of the descriptive text associated with the topic. The descriptive title will appear in the top window in the right pane of the display area. You must type a value in this field to create a new topic.

To scroll through available topic names, click on the spin controls (triangular arrows) to the right of the field.

To display a list of previously defined values, press [F2] inside the field. The Field Lookup window will appear. You can select a topic name, set up a new topic name, or edit an existing topic name.

Keywords

Any term(s) related to the topic that might be selected as the basis of a search. To use multiple keywords, separate each term with a semicolon (;).

To scroll through available keywords, click on the spin controls (triangular arrows) to the right of the field.

To display a list of previously defined values, press [F2] inside the field. The Field Lookup window will appear. You can select a keyword, set up a new keyword, or edit an existing keyword.

Section

Descriptive name that will appear next to the section icon (book, folder, or page) in the left pane of the KnowledgeBase display area. You must type a value in this field to create a new section.

To place the topic in the proper location in the KnowledgeBase, type all names of sections above the current topic from highest to lowest, separating each level with a semicolon (;). The KnowledgeBase and PersonalBase will support a book with five subsidiary levels; that is, four folders and a page.

When finished, either select the OK button, or continue to set up the section by selecting either the Attached File tab or the Access tab. When you select the OK button, the new section will appear in the KnowledgeBase.

You can then either type text, or link a file to a topic. To add text to your message, position the cursor inside in the lower right panel of the InfoCenter. The Attached field will close, and an editing toolbar will appear. The editing toolbar provides a quick way to execute text editing, format, and spellcheck commands. Move the mouse pointer over any of the toolbar icons to display a flyout title box next to the icon. The editing toolbar icon functions are listed below.

editing toolbar icons		Save topic text—active only when text is added or changed		Print topic text—active only when text has been entered into the pane and is therefore available for printing
		Cut text block and copy the text to Windows’ Clipboard—available only when a text block has been selected (highlighted)		Copy text block to Windows’ Clipboard (leaves original)—available only when a text block has been selected (highlighted)
		Paste text block—available only when text is available in Windows’ Clipboard		Make selected characters bold
		Italicize selected characters		Underline selected text
		Select a font		Decrease the font size of selected characters by one point
		Increase the font size of selected characters by one point		Check the spelling of a message
When finished editing, select [image] to check the spelling of the entire message, then select [image] to save the text.

Linking a File to a Topic

You can link a text file, bitmap graphic, multimedia file, or even a program to any section or topic. When a file is linked, or attached, to a topic, the file name will appear at the bottom of the InfoCenter window, to the right of the owl graphic.

You can link a file either of two ways:

•	Display a list of files in Windows Explorer or the appropriate system icon on your desktop, then drag and drop the file onto the section to which you want to link the file

•	Select the Properties|Attached File option within the KnowledgeBase or PersonalBase

To link a file with the Properties|Attached File option:

If the New Topic Properties window is still active, click on the Attached File tab to access the Attached File folder. If not, select the topic to which you want to link a file, then select the Properties button at the bottom of the InfoCenter. In the Properties window, select the Attached File tab.

Note:	You can also display the Attached File folder by selecting the Properties... option from the node local menu. In the Properties window, select the Attached File tab.

The Attached File folder contains the following options:

Attached File

Name of the file that you want to link to the section. You can link any type of file supported by your system, such as a text file, graphics file, sound file, multimedia file, or even a program application.

To find the file that you want to link, click on the Browse button, which will display the Select a File dialog box.

View file in right panel

Displays the selected file in the lower pane on the right side of the display area if the application that created the selected file supports this feature.

Synchronize the file

Sets GoldMine to automatically update the display when the linked file is modified.

File Information

Displays the file Size in bytes, and the Date and Time that the file was linked to the node.

When finished, either select the OK button, or continue to set up the section by selecting the Access tab. When you do select the OK button, the new section will appear in the KnowledgeBase at the bottom of the existing hierarchy.

See also:

Setting Access Rights to a Topic


Setting Access Rights to a Topic

Any user with Master-Rights can define access to each topic in a section of the KnowledgeBase. To ensure data security, rights can be set separately for read access and update access.

Note:	The Access tab does not appear in the Properties window of any PersonalBase topic because access is limited to one user.

If the New Topic Properties window is still active, click on the Access tab to access the Access view. If not, select the section or topic node for which you want to set access rights, then select the Properties button at the bottom of the InfoCenter. In the Properties window, select the Access tab. The Access folder will appear.

Note:	You can also display the Access folder by selecting the Properties... option from the local menu. In the Properties window, select the Access tab.

The Access folder contains the following options:

Read access

Specifies the single user or group given read-only access to the topic. The default group is (public), which grants read access to all GoldMine users.

To display a drop-down list of users and groups, click on the button to the right of the field.

Update Access

Specifies the single user or group given update-only access to the topic. The default group is (public), which grants update access to all GoldMine users. Make sure that the group granted update access is either the same as the user or group granted read access, or is a subset of the group granted read access.

To display a drop-down list of users and groups, click on the button to the right of the field.

Record Creation

Displays the User who originally set up access privileges for the topic, and the Date and Time that the access record was created.

Last Update

Displays the User who last changed access privileges for the topic, and the Date and Time that the file was last modified.

When finished, select the OK button. The new section will appear in the KnowledgeBase at the bottom of the existing structure.

Adding Text to a Topic

After you create a new section or topic, you can add text to the lower pane on the right side of the display area. The text can either be the entire section or topic contents, or can describe an attached file.

To add text to any node, select a section or topic, then position the cursor inside the lower pane on the right side of the display area. The title pane will close, and an editing toolbar will appear.

The toolbar provides a quick way to execute editing and format commands. Move the mouse pointer over one of the toolbar icons to display a flyout title box next to the icon.

When finished editing, select the Save icon to save the text. If you do not save before moving to another function in the InfoCenter, a prompt will ask

Would you like to save the changes you have just made?

Select the Yes button to save the text.


Modifying the KnowledgeBase

After you have set up sections and topics in the KnowledgeBase or your PersonalBase, you may need to make changes in the location, security, or content of information. GoldMine allows you to make the following changes to any section or title node in the KnowledgeBase hierarchy:

•	Move to a different location

•	Change a node name (local menu)

•	Change linked files

•	Change access rights

•	Delete a node from the KnowledgeBase

Note:	Although this discussion and related figures will refer to the KnowledgeBase, the structure and functionality is the same for the PersonalBase. The difference between the two systems is that the KnowledgeBase is designed for access by multiple users, and the PersonalBase is designed for access by only one user. That is, the only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase.

Moving a Topic

You can move a topic anywhere in the hierarchy by either of two methods:

•	Drag and drop the topic node to the new location in the hierarchy--click on the node to be moved and hold the left mouse button while dragging the node to the new section in the hierarchy, then release the mouse button

•	Use the Properties option available either at the bottom of the InfoCenter window or from the local menu

Note:	Once created, you cannot move a book-level or folder-level section. However, you can rename or delete these sections.

To move a topic node using the Properties option:

In the left pane of the KnowledgeBase, select the topic that you want to move. Select the Properties button at the bottom of the InfoCenter window display. The Topic Properties window will appear, displaying the Topic folder.

Note:	You can also display the Topic Properties window by selecting the local menu option Properties.

Type the name of the destination for the topic in the Section field. To place the topic in the proper location in the KnowledgeBase, type all names of sections above the current topic from highest to lowest, separating each level with a semicolon (;).

The KnowledgeBase and PersonalBase will support up to six levels; that is, a book, four subsidiary folders, and a page.

When finished, select the OK button. The topic will appear in the new location.

Changing a Node Name

You can change any level node in the hierarchy without leaving the KnowledgeBase hierarchy. This convenient methods helps to ensure that all related nodes have unique names.

Note:	For topics only, you can use the Properties|Topic option to change a topic name.

To change the name of any node:

In the left pane of the display area, click on the name of the section or topic. A box will appear around the highlighted name.

In the box, a cursor is positioned at the end of the name. You can reposition the cursor and type over the name, or you can display a local menu to perform a variety of editing functions. The Node Edit local menu contains the following options:

Undo

Cancels the last edit to the node name.

Cut

Removes the selected characters from the node, and places the selected characters into Windows’ Clipboard.

Copy

Duplicates the selected characters from the node, and places the selected characters into Windows’ Clipboard.

Paste

Places characters placed into Windows’ Clipboard by either Cut or Copy into the cursor location. You can also highlight text to overwrite with the selected characters.

Delete

Erases the selected characters. If you delete a node name, only the level symbol will remain in the left pane of the InfoCenter display window. For example, if you delete the name of a topic, only the page symbol will remain in the hierarchy.

Select All

Selects the entire node name.

Once renamed, a topic node will relocate within the section to appear in alphabetical order among other topic nodes.

Changing a File Link to a Node

You can change or remove a file linked to any section or topic node. When a file is linked, or attached, to a topic, the file name will appear at the bottom of the InfoCenter window, to the right of the owl graphic. When you remove a linked file and do not enter a replacement, the owl graphic will become dimmed for that node.

To change or delete a linked file:

Select the topic to which you want to link a file, then select the Properties button at the bottom of the InfoCenter. In the Properties window, select the Attached File tab.

Note:	You can also display the Attached File folder by selecting the Properties... option from the local menu. In the Properties window, select the Attached File tab.

The Attached File folder contains the following options:

Attached File

Type the name of the new file that you want to link to the section. You can link any type of file supported by your system, such as a text file, graphics file, sound file, multimedia file, or even a program file.

To find the file that you want to link, click on the Browse button to display the Select a File dialog box.

If you want no file linked to the section or topic, delete the entry in this field. When the node is selected, the file name will no longer appear at the bottom of the InfoCenter window.

View file in right panel

Displays the selected file in the lower pane on the right side of the display area if the application that created the selected file supports this feature.

Synchronize the file

Sets GoldMine to automatically update the display when the linked file is modified.

File Information

Displays the file Size in bytes, and the Date and Time that the file was linked to the node. GoldMine will automatically update this information when you change the file name.

When finished, either select the OK button, or continue to set up the section by selecting the Access tab. When you do select the OK button, the new section will appear in the KnowledgeBase at the bottom of the existing hierarchy.

Changing Access Rights to a Topic

Any user with Master-Rights can define access to each topic in a section. To ensure data security, rights can be set separately for read access and update access.

Select the section or topic node for which you want to set access rights, then select the Properties button at the bottom of the InfoCenter. In the Properties window, select the Access tab. The Access view will appear.

Note:	You can also display the Access folder by selecting the Properties... option from the KnowledgeBase local menu. In the Properties window, select the Access tab.

The Access folder contains the following options:

Read access

Specifies the user or group granted read-only access to the topic. The default group or user is (public), which grants read access to all GoldMine users.

To display a drop-down list of users and groups, click on the button to the right of the field.

Update access

Specifies the user or group granted update rights to the topic. The default group or user is (public), which grants update rights to all GoldMine users. Make sure that the group granted update rights is either the same as the group granted read access, or is a subset of the group granted read access.

To display a drop-down list of users and groups, click on the button to the right of the field.

Record Creation

Displays the User who originally set up access privileges for the topic, and the Date and Time that the access record was created.

Last Update

Displays the User who last changed access privileges for the topic, and the Date and Time that the file was last modified.

When finished, select the OK button

Deleting a Node

A user with Master-Rights can remove any level node in the KnowledgeBase except the last two book-level nodes. When only two book-level nodes remain, you can delete any section folders and/or topics, then rename the book-level node.

Deleting a section removes all items within the section. For example, if you delete a section folder, GoldMine will also remove all subsidiary topics.

To delete a node in the hierarchy:

Select the node in the left pane. You can either press [Delete], or click on the right mouse button to display the KnowledgeBase local menu, then select the Delete... option.

If the node to be deleted is a page, a prompt will ask

USER,
Delete this topic entry?

If the node to be deleted is a section, a prompt will ask

USER,
Delete this section and all of its topic entries?

to indicate the scope of a section deletion.

Select Yes to remove the node.


Working with What's New

The What’s new? resource lists all topics entered into the KnowledgeBase in reverse chronological order. A user will see every topic entered for which read access rights have been granted.

To access the list of topics, click on the What’s new? tab. The What’s new? folder will appear.

To view a topic, click on the node listed in the left pane of the display area. A user with Master-Rights can also open a topic from What’s new and work on the topic. To display the What’s new? local menu, select a section or topic, then click on the right mouse button. The What’s new? local menu contains the following options:

Search...

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

Launch...

Starts the application that created or runs the file, then loads the file into the application. This option is available only if a file is attached to the selected node. For example, if you attach a text document to a topic node, you can double-click on the application icon that appears to the left of the attached file name to start the word processor used to create the file, then load the file. In the case of an attached application, such as Windows’ Calculator, GoldMine starts the application.

Print/Fax...

Sends text that appears in the right pane of the display area to an installed printer or fax device.

Sync Contents

Sync Contacts: sets GoldMine to automatically display the KnowledgeBase node that corresponds to the section or topic node selected in What’s New?

Show Contact

Displays a contact record that has been attached to a topic with the Link Contact option--see below.

Link Contact

Attaches a contact record to the topic so that you can display the record by selecting the Show Contact option.

Properties...

Displays the Properties window that allows you to add a new topic or modify an existing section or topic.

See also:

Creating a Topic

Setting Access Rights to a Topic

Modifying the KnowledgeBase

Searching the KnowledgeBase


Searching the KnowledgeBase

As your KnowledgeBase and/or PersonalBase grows, you may need to perform a search to find information. GoldMine provides a variety of options for searching through nodes in the KnowledgeBase.

To perform a search in the KnowledgeBase, select the Search button at the bottom of the InfoCenter display. The Search dialog box will appear.

Note:	You can also display the Search dialog box by selecting the Search... option from the KnowledgeBase local menu.

The Search dialog box contains the following options:

Search For

Type the partial or complete term that you want to use as the basis of your search.

To display a list of previously searched terms, click on the arrow to the right of the field.

Entire contents

Searches every node in KnowledgeBase for the term you enter in Search For.

currently selected node

Searches the currently selected node in KnowledgeBase for the term you enter in Search For. The name of the section will appear on this line. For example, in the figure displayed above, the currently selected section is the book-level node Company Information. The name of this line will indicate the position of the currently selected node in the hierarchy by separating each level with a semicolon (;).

If you select a section, the search will include every subsidiary item contained by the section.

Last topics found

Searches only the topics found in the previous search for the term entered in the Search For field. If you retrieved many items in a search, this option can help to narrow the search by limiting the scope to the previously retrieved group of topics.

Match whole words only

Searches for the term or phrase as a complete unit instead of as a partial or complete entry. For example, if you enter year in the Search For field, and select this option, the search will only look for instances of the whole word year. However, without selecting this option, the search will include year, yearlong, and yearly.

Match case

Searches for an exact match in upper- and lower-case characters between the term you enter in the Search For field, and terms in the KnowledgeBase.

Keywords

Searches the Keywords field of the Properties|Topic option for a match to the term entered in the Search For field.

Topic name

Searches the Topic field of the Properties|Topic option for a match to the term entered in the Search For field.

Section name

Searches the Section field of the Properties|Topic option for a match to the term entered in the Search For field.

File names

Searches for attached file names that match the term entered in the Search For field.

Topic Text

Searches the text that appears in the right pane of the KnowledgeBase display area for a match to the term entered in the Search For field.

Search

Starts the search. During the search, the Search for term (where term represents the entry in the Search For field) status window will appear.

The Search for term status window displays the node that GoldMine is currently searching, how many nodes have been searched, and how many matches have been found.

When the search is finished, the Search for [term] status window will close, and the Search Results folder will appear.

The Search Results folder includes a tab that remains available throughout your work session in the InfoCenter, so that you can easily refer to the retrieved nodes.

To open a topic that is displayed in the left pane, click on the topic icon.

The Search Results folder contains the following options:

Search

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

New

Displays the New Topic Properties dialog box that allows you to create a new section or topic.

Properties

Displays the Properties dialog box that allows you to modify an existing section or topic.

See also:

Setting Access Rights to a Topic

Modifying the KnowledgeBase

Working with What's New


Presenting or Gathering Information with Scripts

Depending on the format, a script can either present information to a user or allow a user to solicit information by displaying a series of questions. GoldMine offers two script formats:

•	Topic script: contains one or more online pages of GoldMine-related information

•	Branching script: contains online questions in a flowchart-type format

You can use scripts to automate a variety of tasks, including the following:

•	Guide telemarketers through sales calls

•	Collect and save survey information

•	Highlight product specifications

•	Maintain technical notes

•	Inform salespeople of product information

•	Provide special pricing information

•	Provide new company guidelines

•	Train new salespeople

See also:

Working with Topic Scripts

Working with Branching Scripts


Working with Topic Scripts

A topic script contains one or more pages of any textual information that users find helpful while working with GoldMine. Price lists, product specifications, and technical information are ideal subjects for a topic script. Whenever this information is needed, the topic script can be accessed instantaneously and the information will be displayed directly on the screen.

Topic scripts are accessed by selecting the View|Topic Scripts option. When this command is selected, the Topic Script Listing dialog box will appear.

The Topic Script Listing dialog box contains a browse window with one record for each topic script that can be displayed. The topic script record includes the Code that determines the record’s position in the browse window; a Title; and, the File Name of the DOS text file containing the actual text of the topic script.

The Topic Script Listing dialog box contains the following information and options:

Code

Displays the value that GoldMine assigned to a topic script upon creation.

Title

Displays the title of each topic script.

Filename

Displays the DOS file name containing the text of the topic script.

Add

Allows you to create a new topic script record and displays the Topic Script Profile dialog box so that the definition of the new topic script can be entered. You must supply the Code, Title and Filename of the topic script.

Before a Topic Script can be added to GoldMine, a file containing the text of the topic script’s information must be created using a text editor or word processor.

Properties

Displays the Topic Script Profile dialog box. You can edit the Code, Title and Filename of the highlighted topic script. From this dialog box, you can also directly edit the topic script text file by selecting the Edit File command.

Delete

Deletes the highlighted topic script. The text file is not deleted.

View File

Edits the text file containing the topic script information.

Once an entry is set up on the Topic Script Setup window, it will also appear on the Topic Script Listing dialog box. This dialog box can be accessed from within the Branching Scripts dialog box to display additional information as needed.


Working with Branching Scripts

Branching scripts are GoldMine’s version of online questionnaires. With a branching script, telemarketers can deliver structured information to a prospect and, based on the prospect’s response, skip through a predefined dialog of related information.

Additional information can be designed to answer the customer’s anticipated inquiries, or provide requested information, so an accurate response to the customer’s needs is readily available.

Each script question can contain an unlimited number of possible answers and each answer can branch out to a different question. Up to 99 questions can be defined per script.

While the script is being executed, information on the prospect’s responses can be saved in the Notes field of the active contact record, or placed directly into one of the fields of the contact’s record. Once this data is entered, filter expressions can be used to select contacts who responded similarly to script questions.

Selecting a Script

To access a list of branching scripts:

From the View menu, select the Branching Scripts option. The Telemarketing Script dialog box will appear.

The Telemarketing Script dialog box contains the following options:

Script

Displays one record for each branching script defined in GoldMine. By selecting a particular script record from this browse window, you can begin executing that script.

Maintain Scripts

Allows you to add, delete and maintain branching scripts.

Question

Each script question has a question number that uniquely identifies the question and title. In addition, free-form text appears below the question number. This text will guide the user through the conversation with the prospect. The text can be written as a dialog, or it can be an informal guide to the conversation (as in the sample script).

The Number field displays the current script question. Using the pull-down list box, the user can jump to any question in the script, and continue executing the script from that point.

The dialog text of the current question is displayed in the scrolling window. If there is more text than the window can display, use the elevator bars to scroll through the text.

Topic Scripts

Allows you to display a topic script while executing a branching script.

Answer

Displays the available responses that can be made to the current script question. The # column displays the number of each response. The Response column displays the description of the response. The Goto column displays the number of the script question that will be displayed if the response is selected.

Using a Branching Script

To begin using a branching script, select the script to execute from the Script browse window. After delivering the information from the first script question to the customer or prospect, select an Answer response by double-clicking the response, or highlighting the response using [Tab] and pressing [Enter]. GoldMine will jump to the next question in the script and display the new dialog text in the Question portion of the dialog box. Continue to deliver the dialog text and select responses until the script terminates.

The sample script is designed to automate “cold calling” to prospective customers of Creative Calendars, a company that sells calendars. This sample script guides a sales associate through a sales call.

The first question on the sample script asks the prospects if they are familiar with Creative Calendars’ products. The following responses are possible:

1. Yes, I am familiar with your products. The prospect is familiar with the product and would like to get more information. If this response is selected, the next question to be displayed will be question 30; question 20 is an introductory information question that need not be used because the prospect is already familiar with Creative Calendars’ products.

2. No, I am not familiar with your products. The prospect is not familiar with Creative Calendars but has expressed some interest. Question 20 will be displayed to guide the GoldMine user through an introduction to Creative Calendars’ product line.

3. Not Interested. The prospect can or cannot be familiar with the Creative Calendars’ product, but expresses no interest in hearing the remainder of the sales survey. Question 90 is used to exit the script. The text here will remind the user to thank the prospect for his or her time.

Script Local Menu

To display the Script local menu, either click on the right mouse button or press [Spacebar]. The following options are available:

Enter Note

Allows you to add additional text to a dialog while a script is used. The dialog box includes the question title and response for each accessed script question. Additional information can be added to the dialog by selecting this command. At the end of the script, this dialog can be saved for later review in the Notes of an Other Action record in the contact’s history.

Review Dialog

Allows you to load the GoldMine editor with the dialog questions and answers during the execution of the script. Additional notes can be added to the dialog, if desired.

See also:

Terminating a Branching Script

Setting up a Branching Script

Adding a Branching Script


Terminating a Branching Script

When the user selects an answer that does not lead to another question, the script terminates. When the script terminates, GoldMine will display the Script Save Menu dialog box.

The Script Save Menu dialog box contains the following options:

Save both dialogue and statistics

Saves the dialog notes to the contact’s history in the Notes of an other action record and saves the response statistics to the scripts file.

Save only the dialog

Saves the dialogue notes created while the script was in use to the contact’s history in the Notes of an other action record.

Save only the statistics

Saves only the response statistics to the scripts file

See also:

Setting up a Branching Script

Adding a Branching Script

Working with Branching Scripts


Setting up a Branching Script

Before attempting to enter a branching script in GoldMine, map the entire script structure on paper. The following strategy can be helpful in creating a branching script:

First, decide what questions will be asked and what are the possible responses to those questions. List the questions with all of the related responses directly below them. Draw lines connecting each response to the appropriate follow-up question. Note that each question can have several response lines leading to it. However, no response should have more than one line leading from it. In other words, each response can only branch to one question.

Next, number each question. Try to select a numbering scheme that keeps questions in a natural sequence. Obviously, you will have to jump numbers if there are sub-branches within the script. A good rule to follow is to number the questions in a way that no answer leads to a lower valued question. You can want to number questions with intervals of five or ten so that additional questions can be inserted later in the script without having to change the numbering scheme.

When all the questions are numbered, follow each question back to the answer that precedes it and enter the question number next to the response. These values are the Goto values that will be entered into GoldMine.

Determine if any questions should be omitted from the dialog. An example of a question you might wish to omit from the script dialog is one with only one possible response, such as question 50 in the sample script. Questions that are excluded should be marked on the worksheet.

Finally, if you would like to have the text of a selected response stored in a field, enter the name of the field to be used next to the question number on the worksheet. Most fields on the contact record can be used to store script responses.

Now you are ready to enter the script in GoldMine and test it. After selecting the View|Branching Scripts option, select the Maintain Scripts button on the Telemarketing Script dialog box. The Branching Script Listing dialog box will appear.

The Branching Script Listing dialog box contains a list of all of the branching scripts defined in GoldMine. Each script is assigned a number (No.) that determines its position in the list, as well as the pull-down listing on the Telemarketing Script execution dialog box. The list also displays the Title of each branching script, and the number of times the script has been invoked in the # of Runs column.

A specific script can be placed in the listing display by entering the number of the script in the Find Number Value field in the dialog box. If GoldMine cannot locate an exact match, the script with the closest matching No. will be highlighted.

The Branching Script Listing dialog box contains the following buttons:

Add

Adds a new script.

Properties

Edits the highlighted script, allowing you to add, edit or delete script questions and responses, and change the script Title or Number.

Delete

Deletes the highlighted script.

Reset

Resets the highlighted script statistics, including all response percentages, and the number of runs.

See also:

Terminating a Branching Script

Adding a Branching Script

Working with Branching Scripts


Adding a Branching Script

From the Branching Script Listing dialog box, select the Add option to create a script record in the browse window. The Branching Script Profile dialog box will appear.

The Branching Script Profile dialog box contains a list of questions for a particular script. In this case there are none. Enter a Number and Title for the script. The number will determine the location of the script record in the window; lower numbered scripts appear higher on the list.

Add

Adds a new script question.

Properties

Edits the highlighted script question. Allows you to edit the script question’s Number, Title or Responses.

Delete

Deletes the highlighted script question.

Use the Add option on the Branching Script Profile dialog box to add the first question record to the list. The Branching Script Question dialog box will appear.

The Branching Script Question dialog box contains the following options:

Title

Descriptive title for the question. This title will appear at the top of the question screen when the script is used.

Update Field

Optionally, you can select a field to store the response to this question when the script is executed. The available fields can be displayed by clicking the down-arrow button next to the field. When a user field is used, GoldMine places the text of the response in the selected field on the contact record.

Notes

Dialog text for this question.

Question No.

The question number assigned to the script question. You should have selected a question number for each question when you designed the script (enter numbers lower than 10 with a leading zero. For example, enter 1 as 01).

Save History

You can check this field to include the question’s title and response in the script dialog text. If this field is not checked, the question will be excluded from the dialog when the script is executed.

After entering the above information, select the Add button to add a response record. The Branching Script Answer dialog box will appear.

The Branching Script Answer dialog box contains the following options:

Number

Number of the response that determines the position of the response in the listing. Lower number responses appear on the top of the list.

Goto

Type the number of the question that selection to which this response leads. The Goto question number will be displayed if this response is selected during script execution.

Answer

Type the text of the response.

Prompt for response

Check this field to prompt the operator to enter a response when this answer is selected. This option can be selected only when an entry has been made in the Field Name field on the Branching Script Question dialog box. The operator’s response will be saved to the field specified by Field Name. If the script question contains only one answer, and that script answer has the Response box checked, GoldMine will automatically display the Enter Response dialog box, eliminating the need to select the answer.

Repeat the above steps for each response and for each question in the script. When you have entered all of the questions and responses into GoldMine, test the script by executing it.

Using a Script for Directed Data Entry

GoldMine allows you to create scripts that are used for directed data entry. Directed data entry scripts allow you to guide the GoldMine user through the entry of specific fields on the contact record, in a particular order. For example, a “First-Time Caller” script can be set up to gather relevant information from a first-time caller.

To set up a directed data entry script, create a script with a sequence of questions, each question containing only one answer. Assign the Field Name field on each question to the contact record field that you want to capture. Make sure that the Response box is checked for the answer on each question. In the Notes field, enter any additional text that might be required to prompt the operator to elicit an appropriate response.

When this type of script is executed, GoldMine will immediately display the Enter Response dialog box for each script question. When the script terminates, the data gathered during the execution of the script can be saved to the contact record by selecting Save Dialog or Save Dialog and Statistics from the Script Save Menu dialog box.

See also:

Terminating a Branching Script

Setting up a Branching Script

Working with Branching Scripts


Analyzing User Performance

GoldMine provides several onscreen analysis reports that are designed to provide GoldMine users and management with information on their performance. This section discusses how to use GoldMine’s built-in statistics and analysis functions to display graphs and summary information on the data in GoldMine.

GoldMine can calculate statistics based on activities scheduled and completed by the currently logged user, all GoldMine users, or any selected GoldMine user(s).

Analyzing a Group of Users

You can use any of GoldMine’s analysis and graphing functions to make calculations on the activities of one user or to calculate statistics for a group of users.

Using Wild Cards in Activity and Result Code Fields

When making an entry in the Activity Code or Result Code fields on an analysis screen, GoldMine recognizes the asterisk * character as a wild card. When placed in these fields, an asterisk tells GoldMine “this position can contain any character.” For example, if you enter S*S in the Activity Code field, GoldMine will calculate the analysis based on any activity code with S in the first and last positions of the Activity Code field. The second character in this field can be any character in the history or calendar records being analyzed. To calculate all activity codes that begin with S, enter S** in the Activity Code field.

See also:

Displaying Contact Record Statistics

Analyzing Forecasted Sales

Analyzing Completed Activities

Leads Analysis

Displaying Graphs of Activity Data


Displaying Contact Record Statistics

GoldMine allows you to track a variety of up-to-date statistics for any contact in the database. To access this statistical data, select the History tab folder of an open contact record and pull up the local menu. The Analyze... command displays a Contact Record Statistics dialog box that can give you information such as the amount of time you are dedicating to the contact, and the amount of sales generated by the contact.

The Contact Record Statistics display window provides the following information:

Summary

Displays the number of additional contact records, profile records and referral records, as well as information about the creation and updates to the record, and the record number of the contact record.

Scheduled Activities

Displays the number of appointments, calls, forecasted sales, next actions, and other actions currently scheduled for the contact.

Completed Activities

Displays the number of appointments, sales, forms, and other actions that have been completed for the contact.

Sales Analysis

Displays the total dollar amount spent by the contact over the past 30 days, 90 days, and 12 months, the total amount the contact has purchased, the average sale amount, and how much is currently forecasted for the contact.

Phone Calls Analysis

Displays a breakdown, by number and total duration, for each type of phone call activity completed for the contact.

See also:

Analyzing User Performance


Analyzing Forecasted Sales

GoldMine allows you to derive an analysis summary of the forecasted sales activities in the database. To access this analytical data, select the Forecast tab of an open activity list and click on the right mouse button to display the local menu. Select the Analyze... option. The Forecasted Sales Analysis dialog box will appear.

Note:	You can also access the Forecasted Sales Analysis dialog box by selecting the View|Forecast Analysis... option.

The Forecasted Sales Analysis dialog box provides the following information about projected sales or cash flows for individuals, groups of individuals, or the entire organization:

Analyze Users

Displays the users who will be included in the analysis; your user name will be displayed by default. To add or change the analyzed users, select the Select User(s) button.

Select User(s)

Allows you to display the Select Users dialog box from which you can select GoldMine users for activity analysis.

Period

Displays forecasted sales statistics divided into several periods. The top portion of the analysis screen shows forecasted sales statistics by week, for the next four weeks. Total amounts for the four week period are displayed below the weekly section.

Below the weekly section, forecasted sales for the next four months are broken down by month. The Beyond line includes all forecasted sales scheduled to close after the next four months. Grand totals for the lower section are displayed at the bottom of the screen.

# of Sales

Displays the total number of forecasted sales activities scheduled on the calendar for the period.

Forecasted

Displays the total dollar amount of sales scheduled on the calendar for the period.

% Prob

Displays the average probability that a sale will close in this period. This value is calculated by averaging the values entered in the Probability field for all the Forecasted Sales activities scheduled in the period.

Potential

Displays the expected value (or weighted value) of sales that will be closed in this period. This value is determined by multiplying the total forecasted sales amount (Forecasted) by the average close probability (% Prob.).

Analyze

Recalculates the totals in the display.

See also:

Analyzing User Performance


Analyzing Completed Activities

Statistics that are based on a user’s completed activities are accessed through the Analyze... option on the activity list’s Closed tab local menu. This screen displays completed activity information on an individual user, a group of users, or on a system-wide basis. The analysis of completed activities can provide useful insight into your performance or the performance of others in your organization.

Note:	You can also access the Completed Activities Analysis dialog box by selecting the View|Statistical Analysis... option.

When either of these commands is selected, the Statistical Analysis of Completed Activities dialog box will appear.

The Statistical Analysis of Completed Activities dialog box contains the following options:

Select Users

Displays a dialog box from which you can select GoldMine users for activity analysis. The list box below the button displays the users who will be included in the analysis; your user name will be displayed by default.

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields).

From Date

Specifies the first date of completed activities to be analyzed.

To Date

Specifies the last date of completed activities to be analyzed.

Activity Cd

When an activity code is entered in this field, GoldMine includes only those completed activities that have the specified activity code to be analyzed. When the field is left blank, all completed activities are included.

For example, if you code your activities as billable or non-billable, you could enter the activity code for billable activities here and get an analysis of these activities only.

Result Cd

When a result code is entered in this field, GoldMine includes only those completed activities that have the specified result code to be analyzed. When the field is left blank, all completed activities are included.

Activities Analysis

Total number of completed activities in the history file, including to-do actions, received messages, appointments and other activities.

Phone Calls Analysis

Total number of completed telephone calls of the specified type in the history file. Call-backs, outgoing calls, incoming calls and returned messages are shown, as well as the total duration of calls in each category. GoldMine displays the average duration of calls below the grand totals line for this section. Successful Calls shows the number and percentage of calls with a satisfactory outcome, while Unsuccessful shows the telephone calls that did not have a satisfactory outcome.

Sales Analysis

Completed sales statistics. Closed Sales shows the total number of completed sales activities in the history file. The total value of each sale is printed on the right. % of Calls Closed compares the number of completed sales as a percentage of completed call activities. The average sales value per completed call activity is also displayed.

Analyze

Recalculates the totals in the display.

See also:

Analyzing User Performance


Leads Analysis

GoldMine excels at automating the sales process. When you use GoldMine strictly to enhance the productivity of your sales force, you are using it as a tactical asset, arming your troops with a powerful weapon in the battle for greater sales and better customer relations.

GoldMine can also provide management with better information on the current status of sales efforts and on the effectiveness of various advertising and promotional efforts in generating inquiries and sales. Employed in this way, GoldMine becomes a strategic asset. It helps managers make better decisions on deploying their resources by providing timely and accurate information.

One way GoldMine can provide this “strategic intelligence” is with its Statistical and Real Time Analysis functions. Another powerful tool is the Leads Analysis function.

Leads Analysis allows you to:

•	Generate a list of all the different values in the source field

•	Calculate a number of statistics for each unique value, such as the number of contact records (leads) that contain that unique source field value

The Source field can be used to determine the profitability of individual marketing sources or groups of campaigns. GoldMine can report the total number of leads generated from each seminar, advertisement or trade show in the Source field, the total sales volume generated from each source value, and the potential sales pending from each source value. You can then easily identify the most effective lead sources in terms of total leads or total sales volume generated.

Further, if you also know the cost of each lead, you can calculate the profit for each lead, easily locating the most profitable lead source. If, for example, this lead source is an advertisement, you have an excellent tool that helps you determine whether to run that ad again.

Once the analysis is complete, the Leads Analysis dialog box will contain one record entry for each unique value found in the selected field in the contact database. The Source column will contain the value as it appears in the field on the contact database.

To perform a leads analysis:

From the View menu, select the Leads Analysis... option. The Open Leads Analysis File dialog box will appear. Select a file, then select the Open button. The Leads Analysis dialog box will appear.

The following statistics are calculated for each lead source:

Leads

Total number of contact records in the database with this value in the selected field.

Closed

Total number of contact records with this source that have at least one purchase, as recognized by the presence of a sales activity record in the history file.

Ratio

Percentage of contact records of each source that have made at least one purchase.

Sales

Total dollar amount of sales generated by this lead source. This value is calculated by summing up all sales activity history records linked to the contact records with this source.

Potential

Total dollar amount of future sales activities scheduled on the calendar. This value is calculated by summing up all the Forecasted Sales calendar records linked to the contact records with this source.

Cost

Cost in dollars of the lead source. This field is used only if the lead analysis is performed on the Source field. For example, if the lead source is an advertisement, this value would indicate the amount spent to run the ad. The cost must be manually entered for each lead Source. The command for entering the cost of a lead can be accessed from the Leads Analysis local menu.

Profit

Amount of profit generated by this lead source. This value is calculated by subtracting the Cost of the lead source from the Sales value. The cost amount must be manually entered for each Lead Source. The command for entering the cost of a lead can be accessed from the Leads Analysis local menu.

Cost/Lead

Cost per lead. This value is calculated by dividing the cost of the lead source by the number of leads generated from the source. The cost amount must be manually entered for each lead source. The command for entering the cost of a lead can be accessed from the Leads Analysis local menu.

Profit/Lead

Profit per lead. This value is calculated by dividing the profit (sales - cost) of the lead source by the number of leads generated from the source. The cost amount must be manually entered for each lead source. The command for entering the cost of a lead can be accessed from the Leads Analysis local menu.

The Leads Analysis dialog box contains the following controls:

Analyze

Regenerates the leads analysis information for the current leads analysis database. You must select the field on which to base the analysis, and the range of dates to be scanned for calculation of statistics.

Note:	GoldMine starts the analysis process with the most recently added contact record and proceeds backwards to the oldest contact record. This way, your most recent leads are analyzed first.

Sort

Allows you to select the ordering of the records in the Leads Analysis dialog box. The sorting options are discussed below.

View

Allows you to select which of the above statistics is displayed in the Leads Analysis dialog box.

Zoom

Displays complete information about the highlighted leads analysis record.

Open File

Displays the Open Leads Analysis File dialog box, from which you can select a file, then select the Open button. The Leads Analysis dialog box will appear.

In addition to the buttons on the Leads Analysis dialog box, GoldMine allows you to access functions on the Leads Analysis local menu. To display the Leads Analysis local menu, click on the right mouse button inside the browse window. The Leads Analysis local menu contains the following options:

New File

Allows you to create or select a new leads analysis file.

Analyze

Regenerates the leads analysis information for the current leads analysis database. You must select the field on which to base the analysis, and the range of dates to scan activities for calculation of the statistics.

Note:	GoldMine starts the analysis process with the newest (most recent) contact record added to the database and proceeds backwards to the oldest contact record. This way, your most recent leads are analyzed first.

Sort

Allows you to select the ordering of the records in the Leads Analysis dialog box. The sorting options are discussed below.

View

Allows you to select which of the above statistics is displayed in the Leads Analysis dialog box.

Zoom

Displays complete information about the highlighted leads analysis record.

Find

Allow you to locate a specific leads analysis record by entering the field’s value.

Delete

Allows you to delete Lead Analysis entries for sources with fewer than a specified number of leads. Use this option to remove sources that have generated so few leads that they are irrelevant to your analysis.

Cost

Allows you to modify the cost of the highlighted leads source record, or display a browse window containing leads source cost information.

Last Run

Displays the date the leads analysis information was analyzed.

See also:

Sorting Leads Analysis Information


Sorting Leads Analysis Information

The Sort option on the Leads Analysis browse window allows you to select how information is ordered in the window.

The Leads Analysis Sort Menu dialog box contains the following options:

Source

Arranges the entries in the browse window alphabetically by the name of the source. This is the default sort order.

Total Leads

Arranges the entries in the browse window by total number of leads generated, with the leads source having the greatest number of leads generated at the top.

Leads Closed

Arranges the entries in the browse window by the number of leads closed, with the leads source having the greatest number of leads closed at the top.

Closed Ratio

Arranges the entries in the browse window by the value in the Closed Ratio field, with the leads source having the highest Closed Ratio at the top.

Closed Sales

Arranges the entries in the browse window by the total amount of sales generated by the lead source, with the leads source that generated the most sales at the top.

Potential Sales

Arranges the entries in the browse window by the amount of potential sales, with the lead source having the most Potential Sales at the top.

Closed + Potential

Arranges the entries in the browse window by the total amount of closed and potential sales, with the lead source having the highest values at the top.

Cost Amount

Arranges the entries in the browse window by the cost of the lead source, with the most expensive source at the top.

Profit Amount

Arranges the entries in the browse window by the amount of profit generated by each leads source, with the most profitable lead source at the top.

Cost Per Lead

Arranges the entries in the browse window by the cost per lead generated, with the leads source having the highest cost per lead at the top of the list.

Sales per Lead

Arranges the entries in the browse window by the amount of sales generated per lead, with the lead source generating the most sales per lead at the top of the list.

Profit per Lead

Arranges the entries in the browse window by the amount of profit generated per lead, with the lead source generating the most profit per lead at the top of the list.

See also:

Analyzing User Performance


Displaying Graphs of Activity Data

GoldMine’s Graphical Analysis generates summary graphs of user activity data based on a variety of criteria. Data can be displayed as either a bar graph or a line graph and can represent all activity for a defined period of time or one of several defined types of activity. Graphs can also represent total activities or a comparison of all users, or selected users.

To generate a graph, select the View|Graphical Analysis... option. The Graphical Analysis Options dialog box will appear.

The Graphical Analysis Options dialog box contains options that determine the time range and activities to be included in the graph.

Completed

Completed activities will be displayed in the graph.

Scheduled

Scheduled activities will be displayed in the graph.

Totals

Activity data for all specified users will be charted together on the graph.

Comparison

Activity data will be displayed for individual users as specified.

Bar Graph

Generates a bar graph. Bar graphs are generally used to compare different periods or users.

Line Graph

Generates a line graph. Line graphs are generally used to shows trends over time.

Select User(s

Click on the Select User(s) button to access a list of users. If the Comparison option is selected under Graph Type and more than one user is selected, data for these users will be displayed on one graph with color-coded entries to differentiate between users.

All Activities

Scheduled or completed data for all activity types described below will be displayed in the graph.

Call Backs

The graph is generated for either completed or scheduled Call Backs, depending on whether Completed or Scheduled is selected under Graph Type.

Messages

The graph is generated for either completed or scheduled Messages, depending on whether Completed or Scheduled is selected under Graph Type.

Next Actions

The graph is generated for either completed or scheduled Next Actions, depending on whether Completed or Scheduled is selected under Graph Type.

Appointment

The graph is generated for either completed or scheduled appointments, depending on whether Completed or Scheduled is selected under Graph Type.

Sales

The graph is generated for either completed or scheduled sales, depending on whether Completed or Scheduled is selected under Graph Type.

Others

The graph is generated for either completed or scheduled other actions, depending on whether Completed or Scheduled is selected under Graph Type.

High End

Type a numeric value that corresponds to the uppermost number to be displayed on the vertical axis of the graph. For example, if experience shows that users rarely schedule more than 30 appointments per week, entering 30 in the High End field would generate a graph with a vertical axis that ends at 30. The default, zero (0), allows GoldMine to generate the high end value based on included data.

Low End

Type a numeric value that corresponds to the smallest number to be displayed on the vertical axis of the graph to be included in the graph display. For example, if experience shows that users have never scheduled fewer than five call backs per week, entering 5 in the Low End field would generate a graph with a vertical axis that starts at 5.0. The default is zero (0).

Activity Cd

Type an Activity Code to be used as the basis for graph data. Only activity records with this Activity Code will be included in the graph Wild cards can be used to select multiple activity codes. The default value for this field is blank, which will include all activity codes in the generated graph.

Result Cd

Type a Result Code to be used as the basis for graph data. Only activity records with this Result Code will be included in the graph. Wildcards can be used to select multiple activity codes--see “Using Wild Cards in Activity and Result Code Fields. The default value for this field is blank, which will include all result codes in the generated graph. This field is available only if Completed is selected for Graph Type.

From Date

Place the beginning date from which data will be graphed. The default is the current date. This field is available only for a graph of completed activities; the beginning date for scheduled activity graphs is always the current date.

To Date

Place the ending date to which data will be graphed. The default is the current date. This field is available only for a graph of scheduled activities; the beginning date for completed activity graphs is always the current date.

From Time

Place the beginning time of a range to be included in the graph. The default is 12:00 am. When combined with the default To Time entry of 12:00 am, the graph will display data for a 24-hour period. This field is not available when generating hourly graphs for completed activities.

To Time

Place the ending time of a range to be included in the graph. The default is 12:00 am. When combined with the default From Time entry of 12:00 am, the graph will display data for a 24-hour period. This field is not available when generating hourly graphs for scheduled activities.

Show Grid

Displays lines that represent the horizontal axis of the graph (default). To generate a graph without this grid, remove the check from the option.

Graphs

Generates a bar graph or line graph based on selections in the Graphical Analysis Option dialog box.

To print a graph, press [Print Screen] to save the graph to the Windows Clipboard. You can then use the Paste function to import the screen capture that includes the graph into another Windows application.

To return to the Graphical Analysis Options dialog box from the graph display, click on the Options button.

Options

Quits the Graphical Analysis Options dialog box and returns to the GoldMine work area.

See also:

Analyzing User Performance


Setting Preferences

You can configure GoldMine to make your work sessions easier and more efficient based on your needs and personal style. The Edit|Preferences... option accesses a window that allows you to define various display attributes and functionality. For most settings, you can define parameters that are unique from the settings of any other user. These settings are saved in your user’s initialization file (username.INI)--for information about other settings, see Customizing GoldMine Settings.

You can define a variety of interface settings via the Preferences window, which contains the following twelve folders:

•	Personal: information about you, including login data

•	Record: appearance and ZIP code validation for your contact records

•	Calendar: basic information for your calendar, such as your daily work hours

•	Schedule: parameters for scheduling and working with activities

•	Alarms: parameters for GoldMine’s alarm feature

•	Query: parameters for the Contact Listing dialog box

•	Toolbar: display and editing functions for the GoldMine toolbar

Note:	The Toolbar folder contains the same options that you can access when you select Options... from the Toolbar local menu.

•	Internet: settings that define your mail server, login information, and other rules that you want to apply to sending and retrieving e-mail from the Internet

•	Modem: special modem and dialing settings to use only with GoldMine

•	Pager: information about your pager, such as the identification or PIN number and telephone number.

•	Misc: settings that control various GoldMine functions

•	Global: settings that apply to the GoldMine system

When you select the Edit|Preferences... option, the Preferences window will appear.


Entering Personal and Password Information

You can enter personal information and change the password you use to log in to GoldMine from the Personal folder in the Preferences window.

To enter personal and password information:

From the Edit menu, select the Preferences... option. By default, GoldMine will display the Personal folder.

The Personal folder contains the following information and options:

User Name

User name that you entered when you installed GoldMine. You cannot change this display-only field in the Personal folder.

Note:	For any user with Master-Rights, select the File|Configure|Users File option to change the User Name entry.

Full Name

Full name (first, middle, and last name) that you entered when you installed GoldMine. You cannot change this display-only field.

Title

Your professional title, such as Manager or Account Executive.

Department

Organizational group with which you are affiliated, such as Sales or Accounting.

Change Password

Displays the Change Password dialog box, from which you can change an existing password, or create a password to enter when you log in to GoldMine.

When finished, select the OK button to enter the personal information.

See also:

Changing your GoldMine Password


Changing your GoldMine Password

Depending on how GoldMine is set up, you may enter a password at the banner display to access the GoldMine work area. To ensure the integrity of your information, you can change your password in GoldMine at any time.

To change your login password:

In the Personal folder, select the Change Password button. The Change Password dialog box will appear.

The Change Password dialog box contains the following options:

Enter your current password

Type the identification string of up to eight characters that you enter when you log in to GoldMine. Every character that you type in the field will be represented by an asterisk (*).

If you have no password currently, press [Tab] to pass the field.

Please enter a new password

Type an identification string of up to eight characters that you want to enter when you log in to GoldMine. Every character that you type in the field will be represented by an asterisk (*).

Enter the new password again

Type the same identification string of up to eight characters that you typed in the Please enter a new password field. Every character that you type in the field will be represented by an asterisk (*).

When finished, select the OK button to enter your new password, close the Change Password dialog box, and return to the Personal folder.


Configuring the Contact Record Display

You can define several attributes of the contact record display from the Record folder in the Preferences window. The settings that you select will apply to all contact records.

To define display attributes for your contact records:

From the Edit menu, select the Preferences... option. Select the Record tab. The Record folder will appear.

The Record folder contains the following options:

Contact name

Displays the name of the contact in the title bar of every contact record. For example, if the contact name entry is John Doe, the title bar will display John Doe for that contact record.

The exact wording of this option depends on the field label of the contact name field. For example, if the field label is Customer, this option will appear as Customer name. Regardless of the field title, the name of the individual will appear in the title bar of the contact record.

Company name

Displays the company name in the title bar of the contact record. For example, if the company entry is Acme Widgets, the title bar of the contact record will appear as Acme Widgets.

The exact wording of this option depends on the field label of the company name field. For example, if the field label is Organization, this option will appear as Organization name. Regardless of the field title, the name of the organization will appear in the title bar of the contact record.

Label Color

Displays the Color dialog box, from which you can select a color to apply to all field labels displayed in GoldMine contact records.

Data Color

Displays the Color dialog box, from which you can select a color to apply to all field data displayed in GoldMine contact records.

Use Large Font

Displays text in any windows, such as dialog boxes, in a large font. This setting is designed for use with monitor display resolution of 1024x768 or higher using Windows’ small font option. This option is not available if your display is set to a resolution of 640x480, or if using Windows’ large font option.

Selecting Display Colors

GoldMine allows you to apply the color of two display items in the contact record:

•	Data labels, such as column headings and field labels

•	Data presented in windows

To set the color of data labels, select the Label Color option from the Record folder. To set the color of data entries, select the Data Color button from the Record folder. When you select either of these options, the Color dialog box will appear.

The Color dialog box contains Basic Colors, a set of predefined colors that you can apply to data labels or data. Click on a square to select the corresponding color. When finished, select the OK button to apply the color.

Validating ZIP Codes

You can set how GoldMine will check, or validate, a ZIP code from the Record folder. Select one of the following options to define the method of ZIP code validation:

No Validation

GoldMine does not perform ZIP code validation. When adding a new contact record or editing an existing contact record, the City field is edited first, followed by the State and Zip fields.

Default to Primary City

GoldMine will automatically validate ZIP code entries on the contact record. When adding a new contact record or editing an existing contact record, the Zip field will be edited first. If the entered ZIP code is found on the ZIP code file, then the city and state from the first matching ZIP code record will be placed automatically in the City and State fields on the contact record.

Show Window of ALL Cities

Works the same as the Default to Primary City option, unless GoldMine finds more than one record that matches the ZIP code. When more than one city exists for the particular ZIP code, GoldMine will display a browse window that contains all the cities for which that ZIP code is valid. To select the appropriate city from the window, highlight the record, then press [Enter]. You can also select a record by double-clicking on the desired entry.

Show 9 digits in lookup

Enlarges the ZIP column in the All ZIP Codes Lookup list to display a ZIP plus four entry.

Note:	A complete ZIP code database is available that includes more than 74,000 U.S. cities and corresponding ZIP codes. Call your local GoldMine Software Solutions Partner or GoldMine Software Corporation for more information

When finished, select the OK button to apply the settings to your contact record display.


Configuring the Calendar Display

You can define several attributes for your calendar display from the Calendar folder in the Preferences window.

To define display attributes for your calendar:

From the Edit menu, select the Preferences... option. Select the Calendar tab. The Calendar folder will appear.

The Calendar folder contains the following options:

First hour of my work day

Time that you typically arrive in the office. GoldMine will store this information for use in scheduling, such as in setting up your available time.

You can type a time in this field, or, to change the time by five-minute increments, place the cursor inside the field, then click on the spin controls (triangular arrows) to the right of the field.

To set the time graphically, press [F2] inside the field to display an analog clock.

End of my work day

Time that you typically end your day in the office.

You can type a time in this field, or, to change the time by five-minute increments, place the cursor inside the field, then click on the spin controls (triangular arrows) to the right of the field.

To set the time graphically, press [F2] inside the field to display an analog clock.

Calendar color

Color of the calendar grid on which activities appear. Click on the arrow to the right of the field to display a drop-down list, from which you can select a color.

Font size

Specifies a character size for activity entries from one of the following options:

•	8 point

•	10 point

By default, GoldMine displays entries in the 8-point size.

Display Details

Displays the Calendar Display Expression dialog box, from which you can specify the format and type of entries to appear in the calendar.

Time Increment (minutes)

Number of minutes by which activities can span in your calendar. Click on the arrow to the right of the field to display a drop-down list, from which you can select a calendar grid display from the following options:

•	05: five-minute increments; for example, 9:00, 9:05, 9:10, 9:15

•	15: fifteen-minute increments; for example, 9:00, 9:15, 9:30, 9:45

•	30: thirty-minute increments; for example, 9:00, 9:30, 10:00, 10:30

•	60: sixty-minute increments; for example, 9:00, 10:00, 11:00, 12:00

Work Days

Days that appear in a lighter shade in the calendar, signifying your typical work week. By default, GoldMine selects Monday–Friday as work days. Click on the check box corresponding to the day of the week to either select a week day, or to remove the check next to a day of the week.

Regardless of the work week setup on the calendar, you can schedule activities on any weekday or weekend date.

Auto-Forward Activities

Selects one or more activity types on your calendar that GoldMine will automatically forward each time you log in. This feature is designed to keep you informed of messages sent to you, or tasks scheduled for you, after you leave for the day, as well as forward activities that you have not finished, etc.

When you check an activity type in the Auto-Forward Activities list, GoldMine searches past due calendar activities of that type each time you log in. If GoldMine finds any activities of that type, the activities are forwarded to the current day’s calendar.

You can set autoforward for Calls, Messages, Next Actions, Appointments, Forecast Sales or Other Actions. To select autoforwarding for an activity type, click on the check box corresponding to the activity type you want to forward.

The Mark Updated check box controls whether or not GoldMine updates the remote synchronization information for an autoforwarded calendar activity. If you want to enable GoldMine to transfer autoforwarded information to other GoldMine systems, select this option. If you would rather preserve the original last edit date and time, leave this check box unchecked.

Calendar refresh rate (sec)

GoldMine will repaint the calendar with updated entries at the end of the interval you specify in number of seconds. The default entry 0 disables the option so that GoldMine will not automatically repaint the calendar.

You can type a time in this field, or, to change the time by one-second increments, place the cursor inside the field, then click on the spin controls (triangular arrows) to the right of the field.

When finished, select the OK button to apply the settings to your calendar.


Setting Calendar Format Options

You can select display attributes for your calendar from the Calendar Display Expression dialog box. You can specify whether you want to display scheduled activities or completed activities. You can also specify the order and type of information that will appear for each calendar entry.

When you select the Display Details option from the Calendar folder of the Preferences window, the Calendar Display Expression dialog box will appear.

The Calendar Display Expression dialog box contains the following options:

Activity Type

Displays either:

•Calendar: scheduled activities

•βHistory: completed activities

Contact: Reference

Displays the name of the contact before the activity reference information in the calendar entry for the Day folder, Week folder, and Month folder. By default, GoldMine will select this option for display.

Reference: Contact

Displays the activity reference information before the name of the contact in the calendar entry for the Day folder, Week folder, and Month folder.

Show Activity Code

Displays the three-character activity code as the first part of the calendar entry for the Day folder, Week folder, and Month folder. The activity code will appear first, if available, when selected in conjunction with any other format option, that is, with Contact: Reference, Reference: Contact, and Expression.

Expression

Allows a user to specify the text that will appear for each activity in the calendar for the Day folder, Week folder, and Month folder. Type the expression in the field that appears below the option. For example, to display an entry that lists the contact’s city followed by reference information, you can enter the following expression:

Trim(Contact1->City)+ “:”

When finished, select the OK button to apply the activity and format settings to your calendar.


Setting Options for Scheduling

You can configure scheduling settings from the Schedule folder in the Preferences window. These settings include options for linking your activities to Microsoft Schedule+.

To configure scheduling settings:

From the Edit menu, select the Preferences... option. Select the Schedule tab. The Schedule folder will appear. The Schedule folder contains the following options:

Check for timing conflicts while scheduling

When scheduling a new activity, GoldMine will automatically check if you are available at that time. If you have an activity for the selected time, GoldMine will display a Scheduling Conflict dialog box.

Carry over completion notes when scheduling follow-up calls

Sets GoldMine to display information entered in the Notes field if you schedule a followup call when completing an activity.

Show the details section in the Activity window

Sets GoldMine to display details of the selected activity in the lower portion of the Activity window.

Sync the Record window with the Activity window

Links the selected record in the Activity window with the currently active record in the work area, so that GoldMine displays the contact record that corresponds to the selected activity.

Link with Microsoft Schedule+

Activates a one-way link from GoldMine to Schedule+, so that changes to the selected activity types in GoldMine will be added, changed, or completed in Schedule+. You can link one or more of the following activity types:

•	Calls

•	Appointments

•βNext Actions

•	To-dos

This link will only update Schedule+. Additions, changes, or completions of activities in Schedule+ will not be reflected in GoldMine.

When finished, select the OK button to apply the settings to your scheduling.


Setting Alarms

You can configure alarm settings for an alarm in GoldMine to remind you of imminent activities, such as a scheduled meeting, or activities that you want to perform, such as calling a contact.

Note:	If you change the time for the scheduled activity, GoldMine will automatically change the alarm setting.

To configure scheduling settings:

From the Edit menu, select the Preferences... option. Select the Alarms tab. The Alarms folder will appear. The Alarms folder contains the following options:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields).

•	Pressing [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields).

Enable Alarms

Activates GoldMine’s alarm feature so that GoldMine will display alarms as pop-up windows when triggered. To disable the alarm feature, do not check this box.

Alarms default lead time

Amount of time in minutes before an activity is scheduled that the alarm will appear. To set the alarm to appear at the time an activity is scheduled, set this field to zero. To set the alarm to appear at some interval prior to an activity, place a value in this field.

Page me when alarmed and not acknowledged within x minutes

Sets GoldMine to call your pager if you do not respond to an alarm within the number of minutes specified in the field corresponding to this option. The default value is ten minutes.

When I ignore alarms, snooze the ignored alarms for x minutes

Sets GoldMine to reinitiate an alarm after the number of minutes specified in the field corresponding to this option if you select the Ignore option in the Alarms dialog box. The default snooze value is ten minutes.

Scan for alarms every x seconds

GoldMine initiates alarms if you select the Enable Alarms option and specify a time interval in the Alarms default lead time option. This option sets the interval in seconds that GoldMine will wait before checking for new alarms. The default is 60 seconds, or one minute.

Close GoldAlarm when GoldMine is run

GoldMine includes the GoldAlarm program, which reminds you of scheduled activities when you are logged out of GoldMine. Select this option to quit GoldAlarm when you log in to GoldMine. When you are working in GoldMine, the internal alarms will warn you of upcoming activities for which the alarm has been enabled.

Start GoldAlarm when GoldMine is closed

Starts the GoldAlarm program when you quit or log out of GoldMine. When you are working with other application programs, or when you PC is idle, GoldAlarm will alert you to imminently upcoming activities scheduled in GoldMine for which the alarm has been enabled.

When finished, select the OK button to enter your alarm settings.


Configuring the Contact Listing Display

You can define the display attributes of your Contact Listing dialog box from the Query folder in the Preferences window.

To define display attributes for your Contact Listing dialog box:

From the Edit menu, select the Preferences... option. Select the Query tab. The Query folder will appear. The Query folder contains the following options:

Sync the Record window with the Contact Listing window

Links the selected record in the Contact Listing browse window with the currently active record in the work area, so that GoldMine displays the contact record that corresponds to the selected contact.

Appear in ‘Shrunken’ mode when Finding by

Displays the Contact Listing dialog box in the shrunken mode. To display the Contact Listing dialog box in the expanded mode, remove the check from this option.

Lookup alignment delay while typing (1/10 sec)

Specifies the delay in tenths of a second for GoldMine to wait while you type an entry in the Find Value field of the Contact Listing before displaying a record that matches the entry. By default, the delay is 2/10th second.

Move the Contact Listing window to the back

Once a record is selected from the Contact Listing browse window, GoldMine will bring the contact record to the front, and place the Contact Listing dialog box behind the contact record. That is, the selected contact record will have input focus and overlap, or cover, the Contact Listing dialog box.

Close the Contact Listing window

Once a record is selected from the Contact Listing browse window, GoldMine will close the Contact Listing dialog box. That is, the Contact Listing dialog box will no longer appear in your work area.

Minimize the Contact Listing window

Once a record is selected from the Contact Listing browse window, GoldMine will minimize the Contact Listing dialog box.

When finished, select the OK button to apply the settings to your Contact Listing dialog box.


Configuring the GoldMine Toolbar Display

You can enable and/or disable display and editing functions for the GoldMine toolbar from the Toolbar folder in the Preferences window.

To define display attributes for the GoldMine toolbar:

From the Edit menu, select the Preferences... option. Select the Toolbar tab. The Toolbar folder will appear.

The Toolbar folder contains the same options that are available from the Toolbar local menu.


Setting up Internet E-mail

You can define settings that define your mail server, login information, and other rules that you want to apply to sending and retrieving e-mail from the Internet.

To define settings for sending and retrieving e-mail from the Internet:

From the Edit menu, select the Preferences... option. Select the Internet tab. The Internet folder will appear. The Internet folder contains the following options:

POP3 server

The Post Office Protocol version 3 (POP3 is a system for retrieving mail. Type the name of the mail server that retrieves your mail. For example, the structure of the entry might look like mail.somewhere.com. Typically, you will use the same server as both your SMTP server and your POP3 server.

If you do not know the correct entry for this field, contact your Internet service provider.

Username

Name used to log into your Internet mail server. Type only your user account name, as shown in the above figure, not your entire mail address.

Password

Entry used to log into your Internet mail server. When you type the password into the field, each character will appear as asterisks (*).

Attachments Directory

Destination for retrieved e-mail attachments. Type the entire path information. To search for the destination, select the Browse button, which will display the Browse for Folder dialog box.

E-mail Rules

Displays the E-mail Retrieval Rules dialog box, from which you can define criteria to control whether GoldMine will get an Internet e-mail message—see Defining E-mail Retrieval Rules.

Delete retrieved messages from server

Removes messages from the Internet mail server upon retrieval.

SMTP server

The Simple Mail Transport Protocol (SMTP) is a system for sending mail. Type the name of the mail server that sends your mail. For example, the structure of the entry might look like mail.somewhere.com. Typically, you will use the same server as both your SMTP server and your POP3 server.

If you do not know the correct entry for this field, contact your Internet service provider.

Your return address

Your Internet address typically combines your Internet user name and your server name, such as johndoe@somewhere.com.

Use Dial-up networking

Dials your Internet provider automatically when you send and/or retrieve Internet
e-mail. If you subscribe to more than one Internet provider, you can select the provider that you want GoldMine to dial by clicking on the arrow to the right of the field that appears below this option. A drop-down list will appear, from which you can select the Internet provider.

Hang up when done

When finished sending and/or retrieving Internet e-mail, GoldMine will terminate the telephone line connection.

See also:

Defining E-mail Retrieval Rules


Defining E-mail Retrieval Rules

You can define criteria to control whether GoldMine will get an e-mail message from your Internet mail server. These criteria can ensure that you receive important mail on a timely basis, and also reduce the amount of unwanted e-mail.

To define criteria to control e-mail retrieval:

From the Internet folder, select the E-mail Rules option. The E-mail Retrieval Rules dialog box will appear.

The E-mail Retrieval Rules dialog box contains the following options:

Automatically get new mail every x minutes

GoldMine will automatically connect with your POP3 mail server at the interval as specified in minutes. For example, if you want to retrieve waiting Internet e-mail every two hours, type 120 in this field. By default, GoldMine will retrieve your e-mail from the Internet every 60 minutes.

To change the time by one-minute increments, click on the spin controls (triangular arrows) to the right of the field.

You must select this option to define any other e-mail retrieval rules rules.

Skip message if Addressee not on file

GoldMine will only retrieve e-mail from those contacts who have Internet address entries in their profiles.

This option is available only if you have selected Automatically get new mail every x minutes option.

Skip message if Larger than K

GoldMine will retrieve only Internet e-mail messages that are equal to or smaller than the kilobyte value in this field.

To change the numeric value incrementally, click on the spin controls (triangular arrows) to the right of the field.

This option is available only if you have selected the Automatically get new mail every x minutes option.

Skip message if Contact’s field x Contains y

GoldMine will not retrieve any message from a sending contact if the specified field in the contact record contains a value that meets the condition specified in the Contains field. To select a GoldMine field, you can click on the down-arrow to the right of the field.

For example, if you do not want GoldMine to retrieve any e-mail messages from contacts in Texas, select the GoldMine field State. In the Contains field, type the state abbreviation TX.

This option is available only if you select the Automatically get new mail every x minutes option.

When you have specified the criteria for e-mail retrieval, select the OK button to close the
E-mail Retrieval Rules dialog box, and activate the retrieval settings.

See also:

Setting up Internet E-mail


Defining Modem and Dialing Settings

Default modem and dialing properties are set up in the Modems folder of the Windows 95 Control Panel. However, you can select special modem and dialing settings to use only with GoldMine from the Modem folder in the Preferences window.

To select special modem and dialing settings to use with GoldMine:

From the Edit menu, select the Preferences... option. Select the Modem tab. The Modem folder will appear.

The Modem folder contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

TAPI Line

Windows uses the Telephone Application Programming Interface (TAPI) to set up one or more modems. You can select a different modem for use only in GoldMine.

The currently selected modem will appear in this field. To display a drop-down list of available modems, click on the arrow to the right of the field.

Dialing Properties

Displays the Dialing Properties dialog box, from which you can select settings that will apply only in GoldMine. For information about options in the Dialing Properties dialog box, see your Windows 95 documentation.

Line Properties

Displays the Standard Modem Properties dialog box, from which you can select settings that will apply only in GoldMine. For information about settings in the General folder and the Connection folder of the Standard Modem Properties dialog box, see your Windows 95 documentation. For information about settings in the Options folder.

Let TAPI format phone numbers

Allows TAPI to interpret and apply formatting to telephone numbers. If the Country field of the contact record contains an entry recognized by Windows 95, TAPI will automatically provide additional strings required for dialing a telephone number, such as the international access code and a country code. For example, if you select this option, then dial a contact in Israel with the telephone number
1-234567, TAPI will provide the international access code 011 and the country code 972.

Dial numbers as entered

Dials a telephone number as entered and formatted by GoldMine, including any prefix or suffix entry, and any special settings defined in the PREDIAL.INI file.

Local Area Code

Displays the local area code that has either been supplied by TAPI, or manually set from the Dialing Properties dialog box.

Dial Prefix

Number sequence dialed before a telephone number that allows access to a special line or service. For example, the modem might need to dial 9 before the telephone number to access an outgoing line.

Dial Suffix

Number sequence dialed after the telephone number that executes a special command.

Hang up after x sec.

Specifies the number of seconds that GoldMine will try to make a connection. Once the period has elapsed, GoldMine will hang up and free the telephone line.


Entering Information about your Pager

You can enter information about your pager so that you can receive:

•	Messages from other GoldMine users on a network

•	Alarms set up in GoldMine

Once entered, a GoldMine user can access the information by selecting you from a list of users in the Page Message folder of the Send a Pager Message window.

To define pager settings:

From the Edit menu, select the Preferences... option. Select the Pager tab. The Pager folder will appear. The Pager folder contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Pager ID (PIN)

Identification code that identifies your pager.

Terminal Number

Telephone number to the pager. Include any prefix or suffix sequences required to access a special line or service. For example, your modem might need to dial 9 before the telephone number to access an outgoing line.

Terminal’s maximum character length

Greatest number of characters that the pager can accept. Most pagers can accept 70 - 100 characters.

When finished, select the OK button to enter your pager information in GoldMine.


Setting up Miscellaneous Options

In the Misc folder of the Preferences window, you can define five miscellaneous GoldMine settings.

From the Edit menu, select the Preferences... option. Select the Misc tab. The Misc folder will appear. The Misc folder contains the following options:

Sync the Record window with the Group Members window

Links the selected record in the Groups dialog box with the currently active window in the work area, so that GoldMine displays the contact record that corresponds to the selected group member.

Show new items in the Information Center when logging in

Sets GoldMine to display the What’s New online resource of the Information Center as soon as you finish logging in.

Year before which date fields are considered to be in the next century

Determines the method by which GoldMine interprets dates where no century is indicated; that is, a date entry that contains only the last two digits of the year. For example, the default value 50 will set GoldMine to interpret dates after 01/01/50 as being in the 20th century, and dates before 01/01/50 as being in the 21st century.

For example, if you set the value to 80, GoldMine will interpret the entry 03/10/80 as March 10, 1980, and the entry 10/01/70 as October 1, 2070.

To scroll through values by one-year increments, click on the spin controls (triangular arrows) to the right of the field.

MS Mail username if not the same as the GoldMine user

Defines an MSMail name that GoldMine will use if the MS Mail username entry is not the same as the individual’s GoldMine username entry. The default name is your GoldMine UserName entry.

Note:	For best results, assign the same user name in both GoldMine and MS Mail.

When finished, select the OK button to activate the miscellaneous settings in GoldMine.


Defining Global Settings

By entering new values in the Global folder of the Preferences window, you can change the following settings:

•	GoldMine program and database files

•	Default login user

Note:	Any values that you enter in the Global folder change GoldMine system settings. If you work with a network version of GoldMine, the changes will affect all users.

To define global settings:

From the Edit menu, select the Preferences... option. Select the Global tab. The Global folder will appear. The Global folder contains the following options:

GoldMine files directory

Path that points to the location of the directory that contains the GoldMine program files.

To search for the GoldMine program files, select the Browse button. The Select a Directory dialog box will appear. You can navigate through directories until you find the files, then select the OK button to place the path information in the GoldMine files directory field.

Default contact directory

Path that points to the location of the contact database that that you want GoldMine to open as the default database.

To search for the GoldMine database files, select the Browse button. The Select a Directory dialog box will appear. You can navigate through directories until you find the files, then select the OK button to place the path information in the Default contact directory field.

Open files exclusively

Allows only you to access the selected GoldMine database file. This option can be useful to network users. Opening a file exclusively on some networks can increase access speed significantly. However, no one else can access the selected GoldMine database.

Default login user name

User name that GoldMine will display to all users when they access the login banner display. If a password has been set up for the default user, all users will need to enter this user’s password in the Password field of the banner display.

Bypass login banner

Sets GoldMine to skip the banner display when the program starts if no password is required.

Track daily totals

Monitors the total of times a user logs in to GoldMine, and the cumulative amount of time that the user is logged in per day. These statistics appear in the Time Clock folder of the [Username] Properties window.

Track each login

Monitors the amount of time that a user is logged in to GoldMine for each login session. These statistics appear in the Time Clock folder of the [Username] Properties window.

Disable Time Clock

Turns off login and time tracking.

When finished, select the OK button to enter the global settings in GoldMine.


Defining Available Resources

To fully use GoldMine’s scheduling features, you can enter a resource record for all items in your organization that two or more users might want to use at the same time. Resources that are commonly requested include conference rooms, projectors, demonstration products, company vehicles, etc.

To access the Resources Master File, select the File|Configure GoldMine|Resources... option. The Resources Master File dialog box will appear. The Resources Master File dialog box contains the following options:

Name

Abbreviated name for the resource, such as OVERHEAD or MEETROOM. This is the name used when scheduling the resource. The resource Name can be any unique alphanumeric sequence up to eight characters in length. No two resources can have the same Name.

Code

Alphanumeric identification that you can use for any purpose, such as the location of the resource, the serial number of the resource, or any other relevant information. This field is primarily used to group resources together.

Description

Description of the resource, such as Bell and Howell 35mm Film Projector.

Custodian

Name of the user responsible for the resource.

New

Allows you to add a new resource to the Resources Master File.

Properties

Allows you to edit the highlighted resource record.

Delete

Allows you to delete the highlighted resource.

Schedule

Displays the Resource Schedule dialog box, which shows the upcoming reservations already booked for a selected resource.

Once a facility or equipment is entered into GoldMine, you can reserve the item from the Schedule window.

See also:

Reserving Resources


Designing Reports

GoldMine’s powerful reporting allows you to generate reports from the data in your contact databases. This report feature consists of two components:

•	Report generator

•	Form designer

Using the report generator, you can sort data from your contact database and present the information in an easy-to-read format that can be printed or displayed onscreen. The report generator works with either the standard report formats included with GoldMine, or custom report formats.

GoldMine includes a set of twenty preconfigured report layouts to organize data for a variety of needs. If your company has special reporting needs, you can use GoldMine’s form designer to create custom report templates.

Using GoldMine’s form designer, you can create a custom report from a blank template or modify one of the standard GoldMine templates into a custom template. GoldMine’s graphic interface makes report design a straightforward, what-you-see-is-what-you-get (WSIWYG) process.

See also:

Working with Objects

Form Designer Features

Accessing the Form Designer

Generating Reports


Working with Objects

Each placed item, such as a data field or graphic, appears as an object in the report template. To determine the boundaries of a specific object, click on the text or symbols. A dashed border with handles will appear at the perimeter of the object.

For any object on a report template, you can display location, size, and field name information. Click on the field object with the left mouse button. The right side of the status bar will display the following information about the selected object:

•	Location of the object on the vertical and horizontal axes

•	Width and height of the object

•	Database name and field name of the field selected for the object

See also:

Form Designer Features

Accessing the Form Designer

Working with Report Toolbar Icons


Form Designer Features

The form designer’s powerful layout and data selection functionality allow you to perform the following:

•	Organize report data in multiple sections

•	Support a variety of field types and data sources

•	Perform advanced formatting functions

•	Create attractive layouts with sophisticated graphics functionality

Each of these capabilities is described briefly.

Pulling Data into a Custom Report

A GoldMine report can draw data from any currently open contact database. To include a subset of the contact database in the report, you can apply one or more filters to select records based on selection criteria. For a detailed description of selecting contact databases and record types to be included in a report, see “Selecting Data for a Report” in Book 1 of the GoldMine Reference Manual.

Field Types

The form designer supports the following field types:

•	Text

•	Numeric

•	Float (Double)

•	Logical

•	Date

Each field value type is described below.

Text field value

Any string of alphanumeric characters, which are represented by x.

The characters will show any applied formatting attributes, such as bold text, block justification, etc.

The width and height of the object determines the number of characters that appear in the text field. To specify multiple text lines in a word-wrapped text field, increase the height of the object.

Numeric field value

Any string of numeric data, which are represented by 9. The numeric field can contain whole numbers only, such as quantity.

Float (Double) field value

Any string of the numeric data, which are represented by 9. The float field can contain numbers with up to nine decimal places.

Logical field value

Any string value based on data resulting from a GoldMine filter, which is represented by the character Y. A logical field contains data that results from applying a filter based on Boolean logic to data in the contact database(s).That is, only data that meets a specified condition will be included in a report. For example, if a filter expression requires that a company must be located in California to meet the expression condition, GoldMine will select only records of companies with a State field entry of CA.

Date field value

Depending on the format selected, a date field value is represented by either MM/DD/YY or DD/MM/YY, where MM represents month, DD represents day, and YY represents the last two digits of the year (that is, 1995 will appear as 95).

 To change the date format, access the Report Parameters dialog box.

Data Sources

The form designer supports the following data sources:

•	Data

•	Expression

•	System

•	Dialog

Each of the data sources is described on the next page.

data field

Any field associated with a data record, including memo fields. Memo fields can be word-wrapped, and can contain multiple paragraphs. The blank space after each section can be suppressed to support variable length memo fields.

Expression field

Any field resulting from a formula expression composed of constants, operators, functions, and other types of fields that provide values not directly available from a data field. Each calculated field must have a unique name.

system field

Any field resulting from automatically generated information, such as current date, time, page number, record count, and paragraph break. The calendar date and page number fields are typically printed on the page header. The paragraph break field can be used in a calculation expression to create multiple paragraph, word-wrapped text.

dialog field

Any field that prompts the user for data before generating a report. A report template can include dialog fields that have been previously created. For example, you may create two dialog fields, BEGIN_DATE and END_DATE to prompt a user for the beginning and ending dates for the report. You can then insert these fields in the template to print the two dates on the report header. A dialog field can be used as a filter that is applied to the contact database to select records.

Organizing Report Data in Sections

GoldMine organizes data in a report by sections that can include:

•	Report header and report footer

•	Page header and page footer

•	Section headers and section footers

•	Detail sections

In addition, two field types are associated only with header sections:

•	Sort field

•	Break field

Each type of section is described on the next page, followed by a brief description of the two field types used exclusively with section headers.

Report Header/Footer

The report header appears only once, at the beginning of the report. The report header can present a detailed introduction to the report.

The report footer appears only once, at the end of the report. The report footer can present a summary of cumulative data, such as total sales in a monthly sales report.

Page Header/Footer

The page header appears below the top margin on every page. Data can include the report name, current date, column headers, etc.

The page footer is printed above the bottom margin on every page. Data can include page number, page totals, etc.

Section Header/Footer

GoldMine can include up to nine section headers and nine section footers in each report.

A section footer generates summarized values for all records in the section. The footer can include any of the following summarization types:

Totals: cumulative field value of all records in the section, such as total sales in dollars

Average: cumulative field value of all records in the section divided by the number of records in the section, such as the average duration of phone calls

Maximum: computes the maximum value of all records in a section, such as the largest sale in dollars

Minimum: computes the minimum value of all records in a section, such as the smallest number of calls received per day

Count: generates the total number of records in a section, such as total number of products sold

Each section header and section footer is assigned a number from 1 - 9, where 1 is the highest level section and 9 is the lowest section level. A lower section header can be created only if the higher section headers have been created. For example, section header 2 can be created only if section header 1 has been placed on the report template.

A section header must be created before a corresponding section footer can be created. For example, there must be a section header 2 to create a section footer 2. However, section footers do not need to follow a numbering hierarchy. For example, even if there is no section footer 1, you can create a section footer 2.

Detail Sections

Multiple detail sections are used in conjunction with multiple sort sections (described below) to report different data types on the same report. Multiple detail sections can:

Report different fields for different record types. For example, by setting a report filter for each detail section, only the specified detail section is printed for each record.

Print two or more record types. For example, if multiple order and location data are associated with each contact record, you can design a report with two detail sections, one for the order record and one for the location record.

The detail sections contain the most specific data for each record. GoldMine can include up to nine detail sections in each report, although typically, a report will contain only one detail section. A report with only one detail section can print multiple records across the page, which is useful for printing address labels. Every detail section is printed for each record. Lower numbered detail sections are printed before the higher numbered detail sections.

To examine the use of multiple detail sections, look at the template for the standard GoldMine report Contact Profile [detailed].

Two field types are associated only with header sections:

Sort field

Determines how records are organized in the report, such as listing sales by the date on which the sale was closed.

Break field

Determines a section break. Typically, when you create a new sort section, GoldMine automatically creates a break field that is the same as the sort field. However, you can use a different break field, and unlike a sort field, a break field can be either a data field or an expression field.

Selection criteria can be applied to print only those sections that meet specific expression criteria. A selection expression can include data fields, system fields, dialog fields, operators, and functions. For example, although the detail section is suppressed for selected records, GoldMine will accrue the record fields for subtotals displayed in section footers.

Formatting parameters can be applied to any section. The parameters control the page breaks in relation to the start and finish of the section and the amount of space allowed between the first and last item in the section.

Advanced Formatting Features

The form designer supports a variety of formatting options for field objects, such as word-wrapping, selection of any installed font, justification, and color. GoldMine automatically inserts soft returns to send, or wrap, words at the end of a line to the beginning of the following line. You can select any of your installed fonts at available point sizes. Text can be center-, horizontal-, or vertical-justified. Foreground and background colors can be assigned to the text.

The form designer also offers a number of advanced section and page formatting features. For example, you can specify the expression fields for a section break. You can specify page break criteria for every section. Blank spaces before and after a section can be suppressed. Specifying a section selection criterion can conditionally suppress a report section. Multiple records can be printed across a page.

Extensive Graphics Capabilities

The form designer includes graphics functionality that can be used to enhance the appearance and usability of a report. You can create lines and borders around objects, insert bitmap graphics, and change the size and location of any item on the report.

The line function inserts lines into a report template. You can create horizontal, vertical, or diagonal lines in a variety of colors, thickness, and styles. You can also control the size of the surrounding frame, and the background color of the frame.

The border function creates a border to outline an object on the report template. You can also select a color to fill the border, as well as specify a line color and style for the border.

Bitmap graphics (.BMP) from any Windows application can be placed in a GoldMine report template. You can place bitmap files into a report by either copying a picture from the Windows clipboard or using the import function to import a .BMP file.

GoldMine supports a drag-and-drop method of placing all graphics items. Several arrangement tools are available to align items horizontally or vertically. Multiple items can be simultaneously selected and manipulated. Using the mouse to pull on sizing tabs found on the perimeter of graphics items enables proportional or nonproportional sizing.

See also:

Working with Objects

Accessing the Form Designer

Working with Report Toolbar Icons


Accessing the Form Designer

To access the form designer:

From the Main Menu, either select File|Print Reports... or click on the Print Reports icon on the GoldMine toolbar.

The Reports Menu will appear. The Reports Menu contains the following options:

Types of Reports

Displays included reports in the Report Description browse window for one of the following report categories:

•	Contact reports

•	Calendar Printout

•	Analysis Reports

•	Labels & Envelopes

•	Other Reports: displays three special report templates--Default Report Form, Filters Listing, and Lookup file listing

Report Description

Displays report titles that correspond to the selected report type.

User

Selects the user whose reports are displayed. The default is (public).

Contacts: All

Includes all contact records in the selected database(s) in the report.

Contacts: Current

Includes the currently displayed contact record only in the report.

Contacts: Filtered

Includes only contact records in the selected database(s) that meet filter criteria in the report.

Window

Displays the report onscreen as the pages would be generated by the selected printer. Pages can be printed from a displayed report.

Printer

Sends the report to the selected printer.

Print

Sends the report to the selected output device; that is, the report will either be displayed onscreen or printed as hard copy.

Layout

Accesses the form designer.

Edit

Displays the Report Profile dialog box.

Options

Displays the Contact Report Options dialog box  that allows you to specify user, date range, data, and layout option for a report based on the report type selected.

Sorts

Displays the Report Sorting dialog box.

Cancel

Exits the Reports Menu and returns to the GoldMine client area.


Creating a Custom Report

A developer can use GoldMine’s form designer to create customized reports and documents. GoldMine can create a custom report in one of two ways:

•	Open a new template

•	Use a previously created template as the basis for a new template

To expedite the design process, a default value is assigned to each input parameter.

Creating a New Report Template

To open a new report template from an existing template:

From the Reports Menu, right-click within the Report Description column to display a local menu.

Select the New option. The Report Profile dialog box will appear. The Report Profile dialog box contains the following options:

Report description

Title displayed in the Report description window of the Reports Menu.

Owner

Name of the GoldMine user associated with the report template; that is, the user who has the right to modify or delete the report template. To allow all users editing rights, select (public).

Notes

Any information related to the report that provides details about printing the report.

Report Filename

Specifies the file associated with the report template. To change a report file name, type a designation of up to eight characters. GoldMine will automatically add an .FP extension. To locate a file, select the Browse button, which will display the Select a File dialog box.

Default Printer

Selects the printer that will serve as the device to which GoldMine will send the report unless you specify another device:

•	Selected printer: device designated in the Output to window of the Reports Menu.

•	Layout printer: special printer selected in GoldMine’s layout mode.

Duplicate Current Report Layout

Saves the file template under a new name. This allows you to clone an existing report format.

When finished, select the Ok button to save the settings. The Reports Menu will appear. To work with the new template, either select the Layout button, or display the local menu from the highlighted template description, then select the Layout option.

The new report template will appear. To add and arrange items on the template, use the icons and/or local menu options.

Copying a Report Template

GoldMine can create a new report template that is based on a previously created template. The Clone option copies an existing template and saves the template--with any subsequent changes--under a new file name.

Note:	To create a new template based on any existing template, you must select the Clone option. GoldMine uses the Clone feature instead of a “save as” function.

To clone a new report template from an existing template:

From the Reports Menu, move the highlight to the template listed in the Report Description column that you want to use, then right-click on the listed item to display a local menu.

Select the Clone... option. The Report Profile dialog box will appear.

When finished, select the Ok button. The Reports Menu will appear. To work with the cloned template, either select the Layout button, or display the local menu from the highlighted template description, then select the Layout option.

A copy of the selected template will appear.

To add and arrange items on the template, use the icons and/or local menu options discussed in the following sections.

Selecting, Sizing, and Placing Objects

To size, move, or apply any formatting attribute to an object on a template, GoldMine must give input focus to the object; that is, you must select the object. The report designer allows you to easily select one or more objects. To select one object, click on the object with the left mouse button. A dashed outline surrounds a selected object.

You can select several objects simultaneously. To select multiple objects, press and hold the left mouse button, then draw a rectangle around the objects. When you release the left mouse button, all objects that are completely or partially within the boundary of the rectangle will be selected. Dashed outlines surround all selected objects. The surrounding rectangle has a red boundary.

The surrounding rectangle can be diminished, or enlarged to scroll up or down on the form to include more objects. To change the size of the surrounding rectangle, select a sizing tab on the boundary, then hold the left mouse button and pull the boundary in the direction needed to enlarge or shrink the surrounding rectangle.

By default, GoldMine will place—or snap—each of these objects to an invisible grid on the layout. You can adjust the size of the grid, or turn off the snap feature.

To change or turn off the snap feature, right-click on the object that you want to place. The layout local menu will appear. Select the Grid Settings option. The Grid Parameters dialog box will appear.

Two options allow you to set the degree of placement flexibility that you need:

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When finished selecting grid settings, select the OK button

Report Layout Toolbar

When in GoldMine’s report layout mode, you can execute most form designer functions either from the Layout local menu or by clicking on one of the icons on the special layout toolbar, which appears directly under the GoldMine toolbar. To display the local menu for the form designer, right-click inside any object on the template.

The toolbar provides a quick way to execute layout commands. Move the mouse pointer over one of the toolbar icons to display a yellow function title box next to the icon and a brief help message on the right side of the status line.

See also:

Working with Report Toolbar Icons


Working with Report Toolbar Icons

Layout toolbar icons can execute commands to open a report template, preview a report template before printing or saving, selecting a printer other than the Windows’ default printer, and saving a report template that has been changed. Each of these icon commands is described on the following pages. In addition, other ways available to execute the command, such as selecting a menu option, are described.

Open a Report Template

Click on the Reports Menu icon to display the Reports Menu.

Move the highlight to the report form listed under Reports Categories, then either press [Tab] to move to the Report Description list, then press [down-arrow] to move to the specific report or select the specific report that you want to use as a starting template, then select the Layout button.

The selected report template will appear.

Preview the Report Template

Before saving a report template, you might want to preview the report template. To view a report with data from the selected database, click on the Preview icon. The selected report will display onscreen.

The preview screen display presents a special toolbar that appears under the general GoldMine toolbar.

By default, GoldMine will display a true-sized, or 100%, view. You can also display a full-page view of your report. To switch between a true-sized view, and a full-page view, click on [image] from the Preview toolbar.

Select a Printer

The default printer is the currently selected printer in your Windows environment. The Printer Setup icon allows you to select a different printer and/or change setup parameters for the existing default printer or a newly selected printer. Even if you plan to display the report onscreen, a printer must be selected for a report. The selected printer will determine onscreen formatting, such as kerning, page breaks, etc.

To change the printer, either click on the Printer Setup icon, or press [Shift]-[F8].

Note:	The Layout local menu option Printer Setup also accesses the Printer Selection dialog box.

The Printer Selection dialog box will appear.

To select a printer from the list, move the highlight to the name of the printer. The selected printer applies only to GoldMine reports printed during the current work session, and does not change the default printer selected in Windows’ Printers folder. When finished, select the OK button.

To change settings for a selected printer, select the Setup button. The Properties dialog box will appear, in which you can set additional setup parameters specific to the selected printer. For example, the Properties display for a PCL-type printer, such as a LaserJet, is different than the display for a PostScript-type printer, such as a LaserWriter.

When finished selecting additional printer options, select the OK button to enter the parameters for the selected printer.

Save a Report Template

To save the displayed report template with changes made during a work session, either click on the Save icon, or press [Shift]-[F10].

Note:	The Layout local menu option Save also saves a report template that has been modified.

If you have made modifications to a report template, then try to preview, print, or exit the layout mode, a warning message will ask

Do You Wish to Save the Modifications?

Select the Yes button to save and continue, select the No button to abandon the modifications, or select the Cancel button to continue working on the report template.

Note:	Saving a report in the layout mode will save only a blank template for future use. If you want to save a template with current records as a formatted report, select [image] to access the preview the template with data, then select [image]. GoldMine will display the Save the Report to a Disk File dialog box, from which you can designate the file name and destination path for the report.

To open a report saved from the preview mode, from the Reports Menu, right-click within the Report Description panel to display the local menu. Select the View Saved option. The Select Report File to View dialog box will appear. Report files have an .FRC extension. To open a report file, double-click on the report file name. The formatted report will appear.

Organizing Data in a Custom Report

Using layout toolbar icons, you can add fields to a report, create and apply filters to data, and divide the report into multiple sections.

See also:

Inserting a Database Field


Inserting a Database Field

GoldMine can insert any field from a selected contact database into a template. By inserting the field, the entries in all records or those records selected by meeting filter conditions will appear in the generated report.

To insert a field from the contact database on the report form template, either click on the Insert a Database Field icon, or press [F2].

Note:	The Layout local menu option Insert|Data Field also accesses the Select a Field dialog box.

The Select a Field dialog box will appear. The Select a Field dialog box contains the following fields:

Database Name

Displays the currently selected contact database. Click on the down arrow to the right of the field for a list of available databases. Click on the listed database that you want to select.

Field Name

Displays the name of the selected field. Click on the down arrow to the right of the field for a list of available fields. Click on the listed field name that you want to select.

Expression

Type record selection criteria to be applied to the data selected for the report.

When finished, either select the Ok button, or press [Enter]. An empty box will appear on the form template. Press on the left mouse button, drag the box to the position where you want the database field to appear, then release the mouse button.

Note:	To add a duplicate of the newly created database field to your report, either display the Layout local menu, then select Duplicate Field, or press [Alt]-[F5].


Inserting a System Field

GoldMine automatically generates information that appears in system fields, such as calendar date, time, page number, record count, and paragraph break field. The calendar date and page number fields are typically printed on the page header. The paragraph break field can be used in a calculation expression to create multiple paragraph text (wrapped text).

To place a system field in the report form template, either click on the System Field icon, or press [F4].

Note:	The Layout local menu option Insert|System Field also accesses the System Field Selection dialog box.

The System Field Selection dialog box will appear.

Select the system field that you want to place in the form template, then select the OK button. When you have moved the field into position and released the box, a value within the field will indicate the type of field placed. For example, a date field might be indicated (depending on the date default selected) by MM/DD/YY.


Inserting a Dialog Field

Dialog fields prompt a user to enter data before generating the report. A report template can include one or more dialog fields. For example, you may create two dialog fields, BEGIN_DATE and END_DATE to prompt the user for the beginning and ending dates for the report. You can then print these two dates on the report header by inserting them in the proper place. A filter can also include a dialog field.

You can only insert a dialog field if one or more dialog field tables have been created. To create a new dialog field table, either press [Ctrl]-[C] or display the Layout local menu, then select the Dialog Fields Table|Create... option.

The Create Dialog Field dialog box will appear. The Create Dialog Field dialog box contains the following options:

Field Name

Assigns a name to the dialog field. Type a name for the dialog field of up to 30 characters that will identify the dialog field.

Field Type

Specifies the type of value that GoldMine will accept in the dialog field. Click on the radio button corresponding to the field type that specifies the type of value; for example, a Text dialog field will accept alphanumeric character entries. The Double field type will accept float values.

When finished, select the OK button. The newly created dialog field will be added to the Select Dialog Field dialog box list.

To place the newly created dialog field in the report template, either click on the Dialog Field icon or press [F5].

Note:	The Layout local menu option Insert|Dialog Field also accesses the Select Dialog field dialog box.

The Select Dialog Field dialog box will appear.

Move the highlight to the field you want, then select the OK button. The Select Dialog Field dialog box will disappear, and a blank box will appear on the template. Hold the left mouse button, drag the box to the position where you want the label to appear, then release the mouse button. When the field is placed, the box will disappear. A value within the field will indicate the type of field placed. For example, a date field might be indicated (depending on the date default) by MM/DD/YY.


Inserting a Text Label

A text label is a field that serves as a title or caption for another field or graphic. A label contains text that is entered when the label is created; that is, the field doesn’t use data from contact records. To change a text label, double-click on the field.

To insert a text label in the report template, either click on the Text Label icon, or press [F9].

Note:	The Layout local menu option Insert|Label also creates a text label.

An empty box will appear. Hold the left mouse button, drag the box to the position where you want the label to appear, then release the mouse button.

When positioned, the text label displays the default text label. To change the default text, double-click inside the label. The Text Field Parameters dialog box will appear.

The Text Field Parameters dialog box contains the following options:

Text

Designates an alphanumeric string of up to 23 characters for the label. Unless the object was resized manually, the size of the object will increase to accommodate the amount of text.

Text Position

Specifies the horizontal and vertical position where you want the text placed within the text label object.

Outline

Displays the Line Properties dialog box that contains options for attributes that can be applied to a border around the object.

On the layout toolbar, the Border icon also accesses this dialog box.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the layout toolbar, the Fill icon also accesses this dialog box. For a description of options in the Item Background dialog box.

Font

Displays the Font dialog box that contains options for selecting a typeface from the list of fonts installed on your system.

On the layout toolbar, the Font icon also accesses this dialog box.

To apply the selected attributes to the form template, select the OK button.


Inserting a Formula

A formula field allows you to print a value derived from combining other fields, operators, and functions; that is, a value not directly available from any data field. For example, profit can be calculated by multiplying the sales amount (data field) by the profit margin.

The formula field must have a unique name, and can define the following:

•	Calculated fields

•	Report selection criteria--calculation expression that must produce a TRUE or FALSE value

•	Section selection criteria--calculation expression that must produce a TRUE of FALSE value

A formula field is specified using a calculation expression. A calculation expression consists of operands and operators. Operands are data used to name criteria in a filter to sort for records. Operands can be fields, functions, result of an if/then/else statement or another subexpression.

See also:

Result of an Expression

Applying a Report Filter


Operators

An operator specifies the function to be performed on data during a sort to determine if a record meets criteria required for selection from the database. Operators used in GoldMine reporting are described on the following pages.

Logical OR

Returns a TRUE value if either the first operand or the second operand is TRUE. Otherwise, this operator returns a FALSE value. For example:

10=(20-2).OR.10=(20-10)-> TRUE

10=(20-2).OR.10=(20-8)-> FALSE

Operator Symbol	.OR.

First Operand Type	logical

Second Operand Type	logical

Result Type	logical

Precedence Rank	100

Logical AND

The logical AND operator returns a TRUE value if both the first operand and the second operand are TRUE. Otherwise, this operator returns a FALSE value. For example:

10=(30-20).AND.10=(20-10)-> TRUE

10=(30-20).AND.10=(20-8)-> FALSE

Operator Symbol	.AND.

First Operand Type	logical

Second Operand Type	logical

Result Type	logical

Precedence Rank	200

Equal

This operator returns a TRUE value if the first operand is equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10=(30-20)-> TRUE

10=(30-10)-> FALSE

Operator Symbol	=

First Operand Type	numeric, float, text, date, logical

Second Operand Type	same as first operand type

Result Type	logical

Precedence Rank	300

Not Equal

Returns a TRUE value if the first operand is not equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10<>(30-20)	-> FALSE

10<>(30-10)	-> TRUE

Operator Symbol	<>

First Operand Type	numeric, float, text, date, logical

Second Operand Type	same as first operand type

Result Type	logical

Precedence Rank	300

Greater than

Returns a TRUE value if the first operand is greater than the second operand. Otherwise, this operator returns a FALSE value. For example:

10>(30-22)-> TRUE

10>(30-10)-> FALSE

"ABC">"ACC"-> FALSE

Operator Symbol	>

First Operand Type	numeric, float, text, date, logical

Second Operand Type	same as first operand type

Result Type	logical

Precedence Rank	400

Less than

This operator returns a TRUE value if the first operand is less than the second operand. Otherwise, this operator returns a FALSE value. For example:

10<(30-22)-> FALSE

10<(30-10)-> TRUE

"ABC"<"ACC"-> TRUE

Operator Symbol	<

First Operand Type	numeric, float, text, date, logical

Second Operand Type	same as first operand type

Result Type	logical

Precedence Rank	400

Greater than or Equal to

Returns a TRUE value if the first operand is either greater or equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10>=(30-22)-> TRUE

10>=(30-10)-> FALSE

"ABC">="AB"-> TRUE

Operator Symbol	>=

First Operand Type	numeric, float, text, date, logical

Second Operand Type	same as first operand type

Result Type	logical

Precedence Rank	400

Less than or Equal to

Returns a TRUE value if the first operand is either smaller or equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10<=(30-22)-> FALSE

10<=(30-10)-> TRUE

"ABC"<="ABCD"-> TRUE

Operator Symbol	<=

First Operand Type	numeric, float, text, date, logical

Second Operand Type	same as first operand type

Result Type	logical

Precedence Rank	400

Part of

Returns a TRUE value if the first operand is contained within the second operand. Otherwise, this operator returns a FALSE value. For example:

"KEEP"$"HOUSE KEEPER" ->TRUE

"KEEPING"$"HOUSE KEEPER"->FALSE.

Operator Symbol	$

First Operand Type	text

Second Operand Type	text

Result Type	logical

Precedence Rank	500

Addition

Adds the second operand to the first operand. If one of the operands is numeric and the other is float, the result will be a float type value. If the operand type is text, the second string is appended to the first string. For example:

10 + 20-> 30

10 + 20.5-> 30.5

"Good " + "Day"-> "Good Day"

Operator Symbol	+

First Operand Type	numeric, float, text

Second Operand Type	same as first operand type

Result Type	same as first operand type

Precedence Rank	600

Subtraction

Subtracts the second operand from the first operand. If one of the operands is numeric and the other float, the result will be a float type value. If the operand type is text, the second string is appended to the first string. However, any spaces after the first string are truncated and transferred at the end of the output string. For example:

10 - 20	-> -10

10 - 20.5-> -10.5

Good " - "Day"-> "GoodDay "

Operator Symbol	-

First Operand Type	numeric, float, text

Second Operand Type	same as first operand type

Result Type	same as first operand type

Precedence Rank	600

Multiplication

Multiplies both operands. If one of the operands is numeric and the other float, the result will be a float type value. For example:

10 * 20-> 200

10 * 20.5-> 205.

Operator Symbol	*

First Operand Type	numeric, float

Second Operand Type	numeric, float

Result Type	numeric, float

Precedence Rank	700

Division

Divides the first operand by the second operand. If one of the operand is numeric and the other float, the result will be a float type value. For example:

10 / 2-> 5

10 / 20-> 0

10 / 20.0-> .5

Operator Symbol	/

First Operand Type	numeric, float

Second Operand Type	numeric, float

Result Type	numeric, float

Precedence Rank	700

NOT

Negates the logical value of the first operator. Being a unary operator, this operator accepts only one operand. For example:

.NOT.(10=(20-10))-> FALSE

.NOT.(10=(20-8))-> TRUE

.NOT.("KEEP"$"KEEPING")-> FALSE

Operator Symbol	.NOT.

First Operand Type	logical

Second Operand Type	N/A

Result Type	logical

Precedence Rank	800

Total Of

Calculates the subtotal for the field indicated by the first operand. This unary operator will accept only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.TOTAL-OF.sales->amount

calculates the total sales amount for the footer section field.

Operator Symbol	.TOTAL-OF.

First Operand Type	numeric, float

Second Operand Type	N/A

Result Type	same as the first operand type

Precedence Rank	900

Average Of

Calculates the average value for the field indicated by the first operand. This unary operator will accept only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.AVE-OF.sales->amount

calculates the average sales amount for the footer section field.

Operator Symbol	.AVE-OF.

First Operand Type	numeric, float

Second Operand Type	N/A

Result Type	same as the first operand type

Precedence Rank	900

Maximum Of

Provides the largest value of the field indicated by the first operand. This unary operator will accept only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.MAX-OF.sales->amount

returns the largest sales amount for the footer section field.

Operator Symbol	.MAX-OF.

First Operand Type	numeric, float

Second Operand Type	N/A

Result Type	same as the first operand type

Precedence Rank	900

Minimum Of

Provides the smallest value of the field indicated by the first operand. This unary operator will accept only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.MIN-OF.sales->amount

returns the smallest sales amount for the footer section field.

Operator Symbol	.MIN-OF.

First Operand Type	numeric, float

Second Operand Type	N/A

Result Type	same as the first operand type

Precedence Rank	900

Count Of

Provides the record count for a section. This unary operator will accept only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

COUNT-OF.sales->amount

returns the number of records processed within the current section.

Operator Symbol	.COUNT-OF.

First Operand Type	numeric, float

Second Operand Type	N/A

Result Type	same as the first operand type

Precedence Rank	900

Examples of expressions:

amount * qty

calculates the product of the amount and qty fields

"abc" + "efg"

adds the first value to the second value; that is, equals "abcefg"

amount * (1 + profit_percentage)

multiplies the value of the amount field by the result of another subexpression

.if.state = "CA"

requires that the value CA exists in the state field for a record to be selected.

weekday("10/12/82")

returns the value of the 'weekday' function for 10/12/82

profit_percentage*.TOTAL-OF.sales->amount

produces the profit percentage for all records within a section.

Note:	A calculation expression can evaluate an IF/THEN/ELSE condition as TRUE or FALSE. If TRUE, then the evaluated record meets the condition stated in the subexpression(s) following the THEN statement. If FALSE, then the evaluated record meets the condition stated in the subexpression(s) following the ELSE statement. For example:

.IF.sales->amount>100.THEN."GOOD SALE".ELSE."NOT SO GOOD SALE"

compares the sales amount and returns a text string. The resulting text string is equal to "GOOD SALE" when the sales->amount is greater than $100. Otherwise, the text string is equal to "NOT SO GOOD SALE."

The subexpression(s) following the then and the else statements must return the same type result. For example:

.IF.customer->state="CA".THEN.(100).ELSE.(5.0)

is invalid because the then statement evaluates to a numeric (integer) value, but the else statement evaluates to a float value.

The statement could be corrected as either:

.IF.customer->state="CA".THEN.(100.0).ELSE.(5.0)

or

.IF.customer->state="CA".THEN.(100).ELSE.(5)

See also:

Operator Precedence


Operator Precedence

In an expression with multiple operators, the execution priority of an operator is determined by its precedence. The operator with the highest precedence gets executed first. The precedence rank is indicated by a higher value number; for example, an operator with a precedence rank of 300 is executed before an operator with a precedence rank of 100.

The lower precedence operators use the result of the higher precedence operators as operands. You can use parentheses to override the default precedence. For example, 1 + 2 * 3 = 7. However, (1 + 2) * 3 = 9. When an expression consists of two operators of the same precedence level, the operator on the left is executed before the operator on the right.

See also:

Operators


Result of an Expression

Processing a formula produces a specific type of value. For example, 100 + 200 = 300, which is a numeric value. Also, "cat" <> "dog" results in a TRUE value that is a LOGICAL entity.

To place a calculation expression, or formula, in the report template, either click on the formula icon or press [F3].

Note:	The Layout local menu option Insert|Expression Field also accesses the Enter Field Name dialog box.

The Enter Field Name prompt will appear.

Type a name to be assigned to the formula, then select the OK button. The calculation expression dialog box will appear.

You can type a calculation expression in the Expression field or build an expression using items provided by the five button functions. Each of these functions is the same as described for the Record Selection Criteria dialog box.

When finished with the expression, select the OK button. When the field is placed, the box will disappear. The field will be represented by Y.


Applying a Report Filter

GoldMine can apply a filter that has been created from fields that appear in any contact database(s). A filter is a sort condition used to select a subset of records from the one or multiple databases.

The filter can specify criteria for data selection or section selection. Selection criteria is determined by conditions set up in a calculation expression. The calculation expression sets up a condition that must be resolved as TRUE or FALSE. A record--or section--will be selected for inclusion in the report if the expression conditions are true for the specified criteria. For example,

.if.state = "CA"

will select only records that have a STATE field value of CA.

For a detailed discussion of calculation expressions and the component elements, see “Insert a Formula.”

To apply a filter to data selected for the report, select the field item on the report to which the filter will be applied, then either click on the Report Filter icon, or press [Ctrl]-[F6].

Note:	The Layout local menu option Edit|Filter also accesses the Selection Criteria dialog box.

The Record Selection Criteria dialog box will appear.

You can either type an expression in the Expression field or build an expression using items provided by the five button functions. Each of the button functions is described below.

Data Field

Field associated with a data record, including memo fields.

To select a data field for the Report Selection Criteria dialog box, select the Data Field button. The Select a Field dialog box will appear.

The Select a Field dialog box contains the following fields:

Database Name

Name of the currently selected contact database. To display a list of available databases, click on the arrow to the right of the field.

Field Name

Name of the currently selected contact field. To display a list of available fields, click on the arrow to the right of the field.

Expression

Type a filter expression that you want to apply to the data selected for the report.

When finished, select the Ok button. The selected field will appear in the Expression field of the Report Selection Criteria dialog box.

Dialog Field

Field that prompts the user for data before report generation. Dialog fields can also be included in the form. For example, you may create two dialog fields, BEGIN_DATE and END_DATE to prompt the user for the beginning and ending dates for the report. You can then print these two dates on the report header by inserting them in proper places. Dialog fields can be used as a report selection criteria.

To select a dialog field for the Report Selection Criteria dialog box, select the Dialog Field button. The Select a Dialog Field dialog box will appear.

Move the highlight to the field you want, then select the OK button. The selected field will appear in the Expression field of the Report Selection Criteria dialog box.

System Field

System fields provide information that GoldMine generates automatically, such as calendar date, time, page number, record count, and paragraph break field. The calendar date and page number fields are typically printed on the page header. The paragraph break field can be used in a calculation expression to create multiple paragraph text (word-wrapped text).

To select a system field for the Report Selection Criteria dialog box, select the System Field button. The System Field Selection dialog box will appear.

Select the system field that you want to place in the form template, then select the OK button. When you have moved the field into position and released the box, a value within the field will indicate the type of field placed. For example, a date field might be indicated (depending on the date format selected) by MM/DD/YY.

Operator

Specifies the action to be performed on the values or fields specified in the calculation expression. For example, in DATE>01/01/95, the operator > specifies that only records with dates after January 1, 1995 may be included in the report.

To select an operator for the Report Selection Criteria dialog box, select the Operator button. The Select an Operator dialog box will appear.

The Select an Operator dialog box contains 21 operators.

Move the highlight to the operator you want, then either select the OK button, or press [Enter]. The selected operator will appear in the Expression field of the Report Selection Criteria dialog box.

Function

Accepts a predefined number of arguments and returns a value of a predefined type.

To select a function for the Report Selection Criteria dialog box, select the Function button. The Select a Function dialog box will appear.


Functions

The following functions are available for use in GoldMine expressions:

Text String Length

Returns the length of a text string. For example:

LEN("ABCD")-> 4

LEN("GOOD DAY")-> 8

Function Name	LEN

First Argument Type	text

Second Argument Type	N/A

Result Type	numeric

Convert to Upper-case

Converts a specified string to upper-case characters. For example:

UPPER("abcd")-> "ABCD"

UPPER("Good Day")-> "GOOD DAY"

Function Name	UPPER

First Argument Type	text

Second Argument Type	N/A

Result Type	text

Convert to Lower-case

Converts a specified string to lower-case characters. For example:

LOWER("ABCD")-> "abcd"

LOWER("Good Day")-> "good day"

Function Name	LOWER

First Argument Type	text

Second Argument Type	N/A

Result Type	text

Trim Spaces

Returns a string by removing spaces from the beginning and ending of given string. For example:

TRIM(" ABCD ")-> "ABCD"

TRIM("Good Day ")-> "Good Day"

Function Name	TRIM

First Argument Type	text

Second Argument Type	N/A

Result Type	text

Extract a Word

Extracts a word from the input string. The second argument specifies the word position to be extracted. Examples:

WORD("It is a Good Day",1)-> "It"

WORD("It is a Good Day",2)-> "is"

Function Name	WORD

First Argument Type	text

Second Argument Type	numeric

Result Type	text

Extract First Specified Number of Characters

Extracts the specified number of characters (argument #2) from the beginning of the specified (argument #1) text string. For example:

FIRST("It is a Good Day",5)-> "It is"

FIRST("It is a Good Day",2)-> "It"

Function Name	FIRST

First Argument Type	text

Second Argument Type	numeric

Result Type	text

Extract Last Specified Number of Characters

Extracts the specified number of characters (argument #2) from the end of the specified (argument #1) text string. For example:

LAST("It is a Good Day",8)-> "Good Day"

LAST("It is a Good Day",3)-> "Day"

Function Name	LAST

First Argument Type	text

Second Argument Type	numeric

Result Type	text

Convert to Text Type

Converts any other type argument to the text type data using the default format specifications. For example:

TEXT("3/4/92")-> "3/4/92" (text)

TEXT(123)-> "123"

Function Name	TEXT

First Argument Type	numeric, float, date, logical

Second Argument Type	N/A

Result Type	text

Smaller Number

Returns the smaller of the first and second arguments. If one of the arguments is numeric and the other argument is float, then the return type will be float. For example:

MIN(10,20)-> 10

MIN(10,20.0)	-> 10.0

Function Name	MIN

First Argument Type	numeric, float

Second Argument Type	numeric, float

Result Type	numeric, float

Larger Number

Returns the larger of the first and second arguments. If one of the arguments is numeric and the other argument is float, then the return type will be float. For example:

MAX(10,20)-> 20

MAX(10,20.0)-> 20.0

Function Name	MAX

First Argument Type	numeric, float

Second Argument Type	numeric, float

Result Type	numeric, float

Round

Rounds the first argument to the number of decimal places specified by the second Argument. For example:

ROUND(10.153,2)-> 10.15

ROUND(10.153,1)-> 10.2

Function Name	ROUND

First Argument Type	float

Second Argument Type	numeric

Result Type	float

Integer

Converts any other type argument to a numeric type argument. For a float type of argument, this operation discards any decimal digits from the first argument. The date type argument is converted to a numeric value with the format YYYYMMDD. The logical type argument is converted to either 1 or 0. For example:

INT(10.153)-> 10

INT("123")-> 123

INT("3/4/92")-> 19920304

INT(1<>2)-> 1

Function Name	INT

First Argument Type	numeric, float, date, logical

Second Argument Type	N/A

Result Type	numeric

Absolute

Returns the absolute value of a specified argument. For example:

ABS(-10.153)-> 10.153

ABS(10.153)-> 10.153

ABS(-12)-> 12

Function Name	ABS

First Argument Type	numeric, float

Second Argument Type	N/A

Result Type	same as the argument

Day of the Week

Returns the weekday for designated date. For example:

WEEKDAY("4/13/92")-> "Monday"

WEEKDAY("4/14/92")-> "Tuesday"

Function Name	WEEKDAY

First Argument Type	date

Second Argument Type	N/A

Result Type	text

Extract Day

Extracts the day (1 - 31) from the designated date. For example:

DAY("4/13/92")-> 13

DAY("4/14/92")-> 14

Function Name	DAY

First Argument Type	date

Second Argument Type	N/A

Result Type	numeric

Extract Month

Extracts the month (1 - 12) from the given date. For example:

DAY("4/13/92")-> 4

DAY("5/14/92")-> 5

Function Name	MONTH

First Argument Type	date

Second Argument Type	N/A

Result Type	numeric

Extract Year

Extracts the year from the specified date. The year appears in the four-digit format YYYY. For example:

DAY("11/2/94")-> 1994

DAY("2/21/95")-> 1995

Function Name	YEAR

First Argument Type	date

Second Argument Type	N/A

Result Type	numeric

Move the highlight to the function that you want to apply, then select the OK button.


Starting a New Section

Sections offer a useful way of organizing information. A sort criteria can be applied to a section, creating a sort section. If you select a sort field, GoldMine will sort the record using the specified field. For example, if a report is set up with two sort sections, records will be sorted according to the parameters of those two sort fields. Sort field #1, such as Sort 1 Header, will be the primary sort, and sort field #2, such as Sort 2 Header, will be the secondary sort.

When you create a new section, the form designer inserts the new section in the proper order within the form.

To insert a new section in the report form template, either click on the Insert Field icon, or press [F6].

Note:	The Layout local menu option Insert|Section also accesses the New Section dialog box.

The New Section dialog box will appear.

The New Section dialog box lists only those sections not already placed in the report form template. The list displays a sort header or detail section only if the higher level section is already selected. You must first select a section header before you can select a corresponding sort footer, although a footer does not need to be specified for every section.

Select the section type that you want to place in the form template, then select the OK button. GoldMine will automatically place the section in proper sequence.


Defining Report Settings

Each report has default settings for margins, ruler, and date format. To specify different parameters for your custom report, either click on the Report Settings icon, or press [F7].

Note:	The Layout local menu option Report Settings|Options... also accesses the Report Parameters dialog box.

The Report Parameters dialog box will appear. The Report Parameters dialog box contains the following options:

Margins

Specifies left, right, top, and bottom margins in inches.

Default Date Format

Specifies date format as either MM/DD/YY or DD/MM/YY where MM specifies month, DD specifies day, and YY specifies year.

Ruler Selection

Selects an onscreen ruler in inches or centimeters. The ruler can also be removed, or hidden, from the onscreen display.

Print Trial Records

Check this box to print trial records prior to running the full report. This option is useful for running a test printing to adjust paper feed through a printer before sending all the records to preprinted forms or on address labels.

When finished, select the OK button. The Report Parameters dialog box will close, and the changes will be applied to the template.

See also:

Selecting a Font for a Custom Report


Selecting a Font for a Custom Report

In GoldMine reports, the default font is the sans serif Arial. To change the font in a selected template item, select the item, then either click on the Font icon, or press [Alt]-[F10].

Note:	The Layout local menu option Edit|Fonts... also accesses the Font dialog box.

The Font dialog box will appear. The Font dialog box contains the following options:

Font

Selects a typeface from the list of fonts installed on your system.

Font Style

Selects regular, italic, bold, or bold italic.

Size

Selects a point size to apply to the characters in the box.

Strikeout

Strikes out characters in the object.

Underline

Underlines characters in the object.

Color

Click on the down arrow to display a menu of available colors. Select the color that you want to apply to text in the object.

When finished, select the OK button.

Note:	On the layout toolbar, the Bold icon, Italics icon, and Underline icon on the layout toolbar offer shortcuts to applying font attributes that are the same as the Font Style option in the Font dialog box. Each of these icons is described below.

Make Characters Bold

To make text or numbers in a selected object bold, select the object, then click on the Bold icon. All characters in the selected object will become bold.

Italicize Characters

To italicize text or numbers a selected object, select the object, then click on the Italic icon. All characters in the selected object will be italicized.

Underline Characters

To underline text or numbers in a selected object, select the object, then click on the Underline icon. All characters and spaces between characters in the selected object will be underlined.

Position Characters within an Object

To adjust the horizontal and vertical alignment of characters within an object, select the object that you want to modify, then either click on the Position Characters, or press [Ctrl]-[P].

Note:	The Layout local menu option Edit|Position Text... also accesses the Text Position within Outlines dialog box.

The Text Position within Outlines dialog box will appear.

Each option aligns characters relative to the outline of the selected object. For example, the left horizontal option will align characters to the left outline of the selected object. Click on the dialog button(s) corresponding to the horizontal and vertical alignment to realign the characters. When finished, select on the Ok button.

Note:	GoldMine can arrange selected template items to align with each other or to be spaced evenly on a page. GoldMine can also make selected template items the same width and/or height. This automatic alignment and sizing helps a designer to achieve a professional-looking report. To select a criterion by which selected template items are aligned with each other, such as aligning the horizontal top edge of the items, select the items, display the local menu, then select Arrange|Align. To position items at equally spaced horizontal or vertical intervals on a page, select the items, display the local menu, then select Arrange|Even Spacing. To size template items equally either by width or height, select Arrange|Even Sizing.

Left-Justify Block

To align text or numbers in a block by the left edge (ragged right edges), select the block, then click on the Left-Justify. In a multiple-paragraph object, you can justify each block separately.

Center Block

To place text or numbers in the center of a block (ragged left edges and right edges), select the block, then click on the Center icon. In a multiple-paragraph object, you can justify each block separately.

Right-Justify Block

To align text or numbers in a block by the right edge (ragged left edges), select the block, then click on the Right-Justify icon. In a multiple-paragraph object, you can justify each block separately.

Select a Fill Color

You can apply color and texture to the background of any selected object. To change the background color of an object, click on the Fill icon.

To apply a background fill to the text object, select the Background button.

The Item Background dialog box will appear.

The Item Background dialog box contains the following options:

Paint Item Background

Fills the background of the text object with the selected color.

Paintbrush Color

Displays the Color dialog box.

Paintbrush Type

Select a texture from seven options to apply to the background fill of the selected block.

When finished, select the OK button. The selected fill color and/or texture will be applied to the block.


Inserting a Graphic File

Graphics from any Windows application can be placed in a GoldMine report template. A graphic file can be placed in a report template by either pasting from the Windows clipboard or by importing the file. The form designer will import only bitmap .BMP files.

To import a .BMP file:

Create or select an object into which you want to place the graphic file, then either click on the Insert Graphic icon on the layout toolbar, or press [Alt]-[F8].

Note:	The Layout local menu option Insert|Picture also accesses the Open dialog box.

The Open dialog box will appear.

To select a graphic, either:

•	In the File name field, type the path and file name for the .BMP file

•	Select the directory where the graphic is located, select the graphic that you want to import into the form template, then select the Open button.

GoldMine will place the graphic into the selected section. The graphic object will have handles that you can use to size the graphic.

Inserting a Line

The line function inserts a line object into a report template. You can create horizontal, vertical, or diagonal lines. You can control the color, thickness and style of each line, size of the surrounding frame, and the background color of the frame.

To insert a line in the report form template, either click on the Line icon, or press [Ctrl]-[F9].

Note:	The Layout local menu option Insert|Line places a line on the template in the same way as the Line icon.

An empty box will appear. Hold the left mouse button, drag the box to the position where you want the line to appear, then release the mouse button.

Applying a Border to an Object

The default setting for objects is to have no border. You can create a border to outline any object. You can select a color to fill the border. You can also specify a line color and style for the border.

To specify attributes for a border that will outline a selected object, click on the Border icon. The Line Properties dialog box will appear.

Note:	The Layout local menu option Edit|Outlines also accesses the Line Properties dialog box.

The Line Properties dialog box contains the following options:

Draw on Sides

Places an outline on the top, bottom, left, and/or right sides of the object.

Line Style

Creates a solid line, or a line composed of dashes, dots, or dashes and dots.

Line Width

Specifies the width of the line in increments of 1/10th millimeter.

Line Color

Displays the Color dialog box.

Click on the color that you want to apply to the line, then select the OK button. The Color dialog box will close, and the Line Properties dialog box will appear.

When finished, then select the OK button. The selected object will appear with a border that has the specified attributes.


Editing Report Templates

Any GoldMine report template can be modified. Using the form designer, a developer can add new fields as well as change attributes or parameters within a selected object. This section contains information about modifying objects.

Changing Parameters for Field Types

You can change a variety of parameters for each field type:

•	Text

•	Numeric

•	Float

•	Logical

•	Date

GoldMine assigns default values to each field type value. Changes made in field parameters dialog boxes apply to individual fields.

See also:

Changing Dialog Field Settings


Changing Text Field Parameters

To change settings in a text field, select the field, then double-click inside the field. The text field parameters dialog box for the selected field will appear.

The text field parameters dialog box contains the following options:

Wrap Text

Sends, or wraps, text that exceeds the field width to the next line. A word that reaches the end of the field width will be broken and the remaining letters sent to the following line.

Word Wrap Text

Sends, or wraps, text that exceeds the field width to the next line by breaking the line at the last complete word. That is, each line contains only complete words.

Variable Number of Lines

Allows the field dimensions to change with the actual amount of word-wrapped data entered. As a good design practice, try to size the field object to contain the largest estimated text entry.

Trim Extra Spaces

Removes extra spaces that may be left over at the end of the field. For example, when creating address labels, GoldMine will remove extra spaces allowed in the City field to allow entries of varying lengths without leaving gaps between the city entry and state entry. Both Indianapolis, IN and Miami, FL will appear with the correct number of spaces between city and state.

Text Position

Specifies the horizontal and vertical positions where you want the text placed within the text field.

Capitalization

Changes text letters to upper-case and/or lower-case as follows:

Capitalize: converts all letters of each word in the field to upper-case

Capitalize First Letter: converts the initial letter of each word in the field to upper-case

Print in Lower Case: converts all letters of each word in the field to lower-case

Outline

Displays the Line Properties dialog box.

Note:	There are two other ways to access the Line Properties dialog box:

Display the Layout local menu, then select the Edit|Outlines option

Press [Ctrl]-[O]

Click on the color that you want to apply to the line, then select the OK button. The Color dialog box will close, and the Line Properties dialog box will appear.

When finished, then select the OK button. The outline will be applied to the selected text field as specified.

See also:

Editing Report Templates


Changing Numeric Field or Float Field Parameters

To change settings in a numeric field or float field, select the field, then double-click inside the field. The numeric/float field parameters dialog box for the selected field will appear.

The numeric/float field parameters dialog box contains the following options:

Negative Sign Prefix

Places a symbol before a number with a negative value. For example, to display a negative number within angle brackets, enter < in the Negative Sign Prefix field, and > in the Negative Sign Suffix field. To designate a negative number by -, enter - in this field only.

Negative Sign Suffix

Places a symbol after a number with a negative value. For example, to display a negative number within angle brackets, enter < in the Negative Sign Prefix field, and > in the Negative Sign Suffix field. To place no symbol after a negative numeric value, leave this field blank.

Positive Sign Prefix

Places a symbol before a number with a positive value. For example, to display a positive number within parentheses, enter ( in the Positive Sign Prefix field, and ) in the Positive Sign Suffix field. To place no symbol before a positive numeric value, leave this field blank.

Positive Sign Suffix

Places a symbol before a number with a positive value. For example, to display a positive number within parentheses, enter ( in the Positive Sign Prefix field, and ) in the Positive Sign Suffix field. To place no symbol after a positive numeric value, leave this field blank.

# of Decimal Places

Specifies the number of digits that can be entered to the right of the decimal point.

Currency Symbol

Specifies a currency symbol, such as $, £, or ¥.

Suppress Zero Values

Suppresses printing any field with a zero value.

Pad with Zeroes

Inserts zeroes before the actual field value if the value uses fewer spaces than the defined field width.

Use Comma Format

Separate thousands with commas. For example, 123456 will appear as 123,456.

Text Position

Specifies the horizontal and vertical positions where you want the text placed within the text field.

Summarization Type

Specifies the type of summarized values to be used in the footer field. The footer can include any of the following summarization types:

Totals: cumulative field value of all records in the section

Average: cumulative field value of all records in the section divided by the number of records in the section

Maximum: computes the maximum value of all records in a section

Minimum: computes the minimum value of all records in a section

Count: generates the total number of records in a section

This option applies only to numeric fields or float fields used in a footer.

Retain Value After Printing

Prints running totals instead of clearing the internal accumulator after a printing. This option applies only to numeric fields or float fields used in a footer.

Outline

Displays the Line Properties dialog box that contains options for specifying attributes for one or more lines that can be applied to the border of the field.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the layout toolbar, the Fill icon also accesses this dialog box.

Font

Displays the Font dialog box that contains options for selecting a typeface from the list of fonts installed on your system.

On the layout toolbar, the Font icon also accesses this dialog box.

When finished, then select the OK button. The attributes will be applied to the selected numeric field or float field as specified.

See also:

Editing Report Templates


Changing Logical Field Parameters

To change settings in a logical field, select the field, then double-click inside the field. The logical field parameters dialog box for the selected field will appear.

The logical field parameters dialog box contains the following options:

Logical TRUE Indicator

Specifies the symbol that designates a TRUE value for a logical field. The default is Y.

Logical FALSE Indicator

Specifies the symbol that designates a FALSE value for a logical field. The default is N.

When finished, either select the OK button, or press [Enter]. The symbol for the TRUE value will appear in the selected logical field.

See also:

Editing Report Templates


Changing Date Field Parameters

To change settings in a date field, select the field, then double-click inside the field. The date field parameters dialog box for the selected field will appear.

The date field parameters dialog box contains the following options:

Date Format

Specifies the format in which the date will appear on the report for the selected field. Select one of the following formats:

This format. . .	. . .will appear as. . .

mm dd yy	12 19 95 (December 19, 1995)

dd mm yy	19 12 95 (12 December 1995)

mm dd yyyy	10 31 1995 (October 31, 1995)

mmm dd yyyy	Oct 31, 1995

You can change the / separator by selecting a different symbol in the Date Delimiter field--see below.

Date Delimiter

Specifies symbol that separates month, day, and year in a date. The default is /.

Text Position

Specifies the horizontal and vertical positions where you want the text placed within the text field.

Summarization Type

Specifies the type of summarized values to be used in the footer field. The footer can include any of the following summarization types:

Totals: cumulative field value of all records in the section

Average: cumulative field value of all records in the section divided by the number of records in the section

Maximum: computes the maximum value of all records in a section

Minimum: computes the minimum value of all records in a section

Count: generates the total number of records in a section

This option applies only to numeric fields or float fields used in a footer.

Retain Value After Printing

Prints running totals instead of clearing the internal accumulator after a printing. This option applies only to numeric fields or float fields used in a footer.

Outline

Displays the Line Properties dialog box that contains options for specifying attributes for one or more lines that can be applied to the border of the field.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the layout toolbar, the Fill icon also accesses this dialog box.

Font

Displays the Font dialog box that contains options for selecting a typeface from the list of fonts installed on your system.

On the layout toolbar, the Font icon also accesses this dialog box.

When finished, then select the OK button. The attributes will be applied to the selected date field as specified.

See also:

Editing Report Templates


Changing Dialog Field Settings

To change any settings in a dialog field, either press [Ctrl]-[M], or display the Layout local menu, then select Dialog Fields Table|Modify...

The Select Dialog Field dialog box will appear.

Select the listed dialog field that you want to modify, then select the OK button. The dialog field parameters dialog box will appear.

The dialog field parameters dialog box contains the following options:

User Prompt

Specifies a prompt of up to 30 characters that will appear on the report form to specify the needed entry from the user.

Prompt Order

Determines the order that the field prompts will appear to the user when a report template contains more than one dialog field.

Field Width

Specifies the field width in number of characters.

When finished, then select the OK button. The new settings will be entered for the dialog field

Deleting a Dialog Field

To be completely removed, a dialog field must be deleted from three places:

•	Report template

•	Calculation expression

•	Dialog table

A dialog field must be removed from the report template and any calculation expression before the field can be deleted from the dialog table.

To remove a dialog field from the report template, either press [Delete] or display the Layout local menu, then select Delete. The dialog field will disappear.

To remove a dialog field from the dialog field table, either press [Ctrl]-[Delete], or display the Layout local menu, then select Dialog Fields Table|Delete... The Select Dialog Field dialog box will appear.

Select the dialog field name that you want to delete. Select the OK button. The dialog field name will be removed from the dialog fields table.


Changing Section Parameters

Each section on a report template has a variety of attributes that can be modified:

•	Space compression and page advance parameters

•	Section selection criteria (filters)

•	Border around the section

•	Background fill

You can apply space compression and page advance parameters to any section. To apply any of these parameters, double-click within a selected section.

The section parameters dialog box will appear. The section parameters dialog box contains the following options:

Compress Space Before the First Item

Compresses the space between the beginning of the section and the object at the top of the section.

Compress Space After the Last Item

Removes the space after the lowest object of the section. This option suppresses the space after smaller word-wrapped text objects to allow large word-wrapped fields.

Advance Page Before Printing the Section

Leaves a blank page before the beginning of the section.

Advance Page After Printing the Section

Leaves a blank page after printing the section.

Reprint Titles on Every Page

Prints titles on every page. This option available for sort sections only.

Number of Records Across the Page

Specifies the number of records that can be placed across the report template. This option is useful for printing labels. This option available for detail sections only.

Filter

Displays the Section Selection Criteria dialog box.

You can either type an expression in the Expression field, or build an expression using items provided by the five button functions. Each of the button functions is described below.

System Field

System fields provide information that GoldMine generates automatically, such as calendar date, time, page number, record count, and paragraph break field. The calendar date and page number fields are typically printed on the page header. The paragraph break field can be used in a calculation expression to create multiple paragraph text (word-wrapped text).

To select a system field for the Section Selection Criteria dialog box, select the System Field button. The System Field Selection dialog box will appear.

Select the system field that you want to place in the form template, then select the OK button. When you have moved the field into position and released the box, a value within the field will indicate the type of field placed. For example, a date field might be indicated (depending on the date format selected) by MM/DD/YY.

Dialog Field

Field that prompts the user for data before report generation. Dialog fields can also be included in the form. For example, you may create two dialog fields, BEGIN_DATE and END_DATE to prompt the user for the beginning and ending dates for the report. You can then print these two dates on the report header by inserting them in proper places. Dialog fields can be used as a report selection criteria.

To select a dialog field for the Report Selection Criteria dialog box, select the Dialog Field button. The Select a Dialog Field dialog box will appear.

Move the highlight to the field you want, then either select the OK button, or press [Enter]. The selected field will appear in the Expression field of the Section Selection Criteria dialog box.

When finished, select the OK button. The selected field will appear in the Expression field of the Section Selection Criteria dialog box.

Data Field

Field associated with a data record, including memo fields.

To select a data field for the Section Selection Criteria dialog box, select the Data Field button. The Select a Field dialog box will appear.

The Select a Field dialog box contains the following fields:

Database Name

Displays the name of the currently selected contact database. Click on the down arrow to the right of the field for a list of available databases. Click on the listed database that you want to select.

Field Name

Displays the name of the selected field. Click on the down arrow to the right of the field for a list of available fields. Click on the listed field name that you want to select.

Expression

Applies data selection criteria to the selected object. Type a filter expression that you want to apply to the data selected for the report.

When finished, select the OK button. The selected field will appear in the Expression field of the Report Selection Criteria dialog box.

Operator

Specifies the action to be performed on the values or fields specified in the calculation expression. For example, in DATE>01/01/95, the operator > specifies that only records with dates after January 1, 1995 may be included in the report.

To select an operator for the Report Selection Criteria dialog box, select the Operator button. The Select an Operator dialog box will appear.

The Select an Operator dialog box contains 21 operators.

Move the highlight to the operator you want, then select the OK button. The selected operator will appear in the Expression field of the Section Selection Criteria dialog box.

Function

Accepts a predefined number of arguments and returns a value of a predefined type.

To select a function for the Section Selection Criteria dialog box, select the Function button. The Select a Function dialog box will appear.

When finished, then select the OK button to insert the function into the expression.

Outlines

From the section parameters dialog box, displays the Line Properties dialog box.

Note:	There are two other ways to access the Line Properties dialog box:

Display the Layout local menu, then select the Edit|Outlines option

Press [Ctrl]-[O]

When finished, then select the OK button. The outline will be applied to the section as specified.

Break Field

From the section parameters dialog box, displays the expression dialog box.

The expression dialog box contains the same options as those discussed for the Filter opton. When finished, then select the OK button. The Break Field for Section dialog box will appear.

The Break Field for Section dialog box contains the following options.

Section Break Field

Displays the name of the section break field. GoldMine compares the value in this field to the value in the sort field. Typically, the section break field is the same as the sort field. However, type a different field name if needed. Unlike a sort field, a section break field value can be a calculated field.

Data Fields

Displays the Select a Field dialog box. When you select a field, select the OK button. The selected field will appear in the Expression field of the Break Field for Section dialog box.

Calculation Fields

Displays the expression dialog box.

Unlike a sort field, a section break field can be a calculated field. A calculated section break field can generate complex sort breaks.

The expression dialog box contains the same options as those discussed for the Filter option.

When finished, select the OK button. The selected section break field will be applied to the section.

Background

Displays the Item Background dialog box.

When finished, select the OK button. The selected fill color and/or texture will be applied to the section.

Changing Line Style

To change the style of a line, double-click inside the line object. The Line Style and Color dialog box will appear.

The Line Style and Color dialog box contains the following options:

Horizontal Line

Places a horizontal line in the object.

Vertical Line

Places a vertical line in the object.

Diagonal Line

Places a diagonal line that stretches from the upper-left-hand side of the object to the lower right-hand side of the object.

Back Diag Line

Places a diagonal line that stretches from the lower-left-hand side of the object to the upper right-hand side of the object.

Line Style

Creates a solid line, or a line composed of dashes, dots, or dashes and dots.

Line Width

Specify the width of the line in increments of 1/10th millimeter.

Line Color

Displays the Color dialog box.

Click on the color that you want to apply to the line, then select the OK button. The Color dialog box will close.

Outline

Displays the Line Properties dialog box that contains options for attributes that can be applied to a border around the object.

On the layout toolbar, the Border icon also accesses this dialog box.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the layout toolbar, the Fill icon also accesses this dialog box.

When finished, select the OK button. A line with the specified attributes will appear

Deleting Objects or Sections

The procedure for deleting objects or sections on a report template is the same except for deleting a dialog field--to delete a dialog field, see “Deleting a Dialog Field”

To remove an object from the report template, either press [Delete] or display the Layout local menu, then select Delete. The object will disappear.

A higher level section must be deleted before a lower level section can be deleted. A section footer must be removed before a section header. To remove a section from the report template, either press [Delete] or display the Layout local menu, then select Delete.

A prompt will ask

Delete Current Section: [Section Name]?

To delete the section, select the OK button. The section will disappear, and GoldMine will renumber remaining sections to maintain a proper sequence.


Defining User Screens and Fields

GoldMine’s contact record has been designed to be as flexible as possible to meet a wide range of business information needs. The first two banks of the tab bar contain eleven special folders, such as Profiles, Notes, Referrals, and (additional) Contacts. Within these folders, you can view and/or create records with user-defined values.

However, you may need to maintain either different or additional information than possible with these standard folders. GoldMine includes features that allow you to modify the structure of the contact database to store whatever information you need. For example, you can change the label names of primary fields on the contact record. You can also define additional field views to include in the Fields folder. Further, you can define your own custom field view folders or expanded profile folders to display and edit information in user-defined fields. Just like the standard folders, such as Summary or Profiles, GoldMine displays the custom folders in the lower half of the contact record.

By creating your own custom fields, views, and folders, you have unlimited flexibility in using GoldMine for information management.

See also:

Changing the Labels of Primary Fields

Working with Custom User Fields

Designing User-Defined Field Views


Changing the Labels of Primary Fields

Any user with Master-Rights can change the field labels of the primary contact information fields (the fields in the upper portion of the contact record). By changing primary field labels, you can customize each GoldMine contact database for a special need. For example, for a contact database that contains only physicians, you can change the label of the Contact field to Doctor. You can use another contact database exclusively for maintaining records of existing patients by changing the Contact field to Patient.

To modify the label of a primary field:

Select the field label by holding [Ctrl] and double-clicking on the field label. GoldMine will display the Field Label dialog box.

The Field Label dialog box contains two options:

Global Label

Specifies label text that identifies the field data. GoldMine uses the text in the Global Label field, unless you have specified a value in the Local Label field. Global Labels appear consistently throughout all contact databases. If you would like to use a different label for this field in each contact database, use the Local Label field to store the label text.

Because GoldMine stores Local Labels in record number 1 in each contact database, the following limitations apply:

Local labels can be used only with fields, not expressions

Local labels can be used only with character fields

Length of the local label can be only as long as the field width in the database

Local Label

Specifies the text of a primary field label for the current contact database only. This option allows you to specify different label text for the primary field in different databases.

Because GoldMine stores Local Labels in record number 1 in each contact database, the following limitations apply:

Local labels can be used only with fields, not expressions

Local labels can be used only with character fields

Length of the local label can be only as long as the field width in the database

When finished, select the OK button. GoldMine will update the contact record display to show the new field label. In addition, GoldMine will update the Query menu and Contact Listing dialog box to recognize the new field names.


Working with Custom User Fields

To add fields and/or create new field views, you must perform the following steps:

1. Make a backup copy of the file CONTACT2.DBF.

2. Add all the new user fields into GoldMine (File|Configure GoldMine|Custom Fields...).

3. Rebuild the database to include the new fields (File|Configure GoldMine|Custom Fields...|Rebuild).

4. Design your user screen to show and allow editing of new fields.

5. Add a new user screen that will appear as a view on the bottom of the contact record window.

6. Edit the data in the new user fields.

Note:	Before you begin, make a backup copy of the CONTACT2.DBF database. You can do this using either Windows Explorer or the DOS COPY command. To make the backup copy, copy the file to a different directory or disk. If you make a mistake or are otherwise unhappy with your changes, you can copy the backup CONTACT2.DBF into the contact database subdirectory.

See also:

Designing User-Defined Field Views


Adding Fields to a Contact Database

To add fields to the currently open database, select the File|Configure GoldMine|Custom Fields... option. The User Defined Fields dialog box will appear.

The browse window in the User Defined Fields dialog box contains one record for each user-defined field in CONTACT2. UserDef01 through UserDef10 are considered predefined user fields, and will appear in this browse window even when no other user fields have been defined.

The User Defined Fields dialog box contains the following information for each record:

No.

Identification number for the field. The identification number must be sequential and unique; no two fields can have the same identification number. GoldMine will order in the User Defined Fields browse window by the Position number.

Field Description

Description of the field that typically describes the contents or purpose of the field; for example, Account No.

Name

Name that GoldMine will use to identify the field in the contact database.

Type

Identification code for the data type of the field from one of the following values:

C	Character

N	Numeric

D	Date

Len

Length of the field, in number of characters. The length of the field determines how much data the field can hold, or the total number of characters that can be stored.

The User Defined Fields dialog box contains the following buttons:

New

Displays the User Defined Field Profile dialog box, in which you can set up a new field to the currently selected field view.

Properties

Displays the User Defined Field Profile dialog box in which you can edit a selected field.

Delete

Removes the highlighted field from the User Defined Fields browse window.

Rebuild

Initiates the rebuilding of the CONTACT2.DBF file after you have completed making changes to the user-defined fields.


Defining a Field

You can define a new field or edit an existing field for the currently selected database.

To define a field:

From the User Defined Fields dialog box, select either the New button, or the Properties button. The User Defined Field Profile dialog box will appear.

The User Defined Field Profile dialog box contains the following options:

Field Name

Name of the field that will be listed in the contact database. The name must:

•	Start with U

•	Contain 10 alphabetic characters or less

•	Conflict with no other field in the database

GoldMine performs error-checking to ensure that you do not break any of these rules. The rebuild process will identify duplicate fields, and GoldMine will select the field with the lowest number in the sequence.

Position

Identification number for the field. The identification number must be sequential and unique; no two fields can have the same identification number. GoldMine will order in the User Defined Fields browse window by the Position number.

This entry appears in the No. column of the User Defined Fields browse window.

Description

Description of the field that typically describes the contents or purpose of the field; for example, Account No. You can include spaces between characters in this value.

Field Type

Identification code for the data type of the field from one of the following values:

Character

Numeric

Date

For more information about data types, see “Selecting Data Types” below.

Len

Length of the field, in number of characters. The length of the field determines how much data the field can hold, or the total number of characters that can be stored.

Dec

Applies only to numeric data types: Number of decimal places within the field. GoldMine assigns one character place to the decimal point in determining field length. For example, to create a field that can accept hold values up to 9.99, you must assign a Len value of 4 and a Dec value of 2.

The User Defined Fields browse window does not display the Dec value.

When finished, select the OK button. The new or modified field will appear in the User Defined Fields browse window.

Selecting Data Types

When defining a field, you can select one of the following data types:

Character (C)

Character fields can contain any keyboard character, and are typically used to hold text. Character fields can be up to 254 characters in length, but the practical limit is 76 characters (the largest field that can be displayed on a user screen). Each character field can also have a unique lookup window attached to it.

Numeric
(N)

Numeric fields can contain positive or negative integers. A numeric entry can be up to fifteen characters (that is, hold a maximum value of +999,999,999,999,999 or -99,999,999,999,999). Numeric fields can contain from 0 - 9 decimal places.

Date
(D)

Date fields must contain a valid date and have a fixed length of eight characters. Dates are represented in a MM/DD/YY format. GoldMine will check the validity of date information when it is entered, and blank out any invalid dates.

Rebuilding the Database

Before you can enter data into your new user-defined fields, you must rebuild the CONTACT2 database file. Rebuilding the database creates a new data file structure according to the field specifications that you entered in the User Defined Fields browse window, and then copies all of the existing data from the old CONTACT2 file into the new file. This process requires exclusive use of the CONTACT2 file, so other network users will have to exit GoldMine or work on other contact databases (by opening a different contact file using the Open File... command) during the rebuild process.

The rebuild process is actually copying data from one file to another. You will need to ensure that adequate disk space exists before attempting to rebuild. In general, you will need at least as much disk space as the old CONTACT2 file occupied, plus additional space for the new fields. You can use the following formula to calculate the amount of disk space required to rebuild the database:

SIZE OF OLD CONTACT2.DBF +

(SUM OF LENGTHS OF NEW FIELDS *

NUMBER OF RECORDS IN CONTACT FILE)

When remote synchronization is active, you will need additional room for the transfer fields:

SIZE OF OLD CONTACT2.DBF +

(SUM OF LENGTHS OF NEW FIELDS *

NUMBER OF RECORDS IN CONTACT FILE)

+ (NUMBER OF NEW FIELDS * 3 *

NUMBER OF RECORDS IN CONTACT FILE)

You can see the size of the old CONTACT2.DBF file by using Windows Explorer, or the DOS DIR command in the subdirectory that contains the contact database to be rebuilt. The physical number of records in the active database is displayed in the lower right-hand corner of the contact record Summary display.

In addition, network users should have the appropriate Create, Read, Write, Rename and Delete rights to perform this type of operation on the network. For more information, consult your network administrator.

Back up your data before attempting to rebuild!

If your hard drive does not have sufficient free disk space, or if you are unsure whether you have the necessary network rights, do not attempt to rebuild the database. Doing so may cause data loss.

If you do have enough disk space, you can rebuild the database by selecting the Rebuild command from the User Defined Fields dialog box. After the rebuild is complete, you are ready to design screens that contain the new user fields.

Note:	Once the new fields have been added to the CONTACT2 database file, they can be referenced in expressions and filters like any other CONTACT2 field (such as Comments and UserDef01 - UserDef10).


Designing User-Defined Field Views

GoldMine provides two types of field views:

•	Standard Fields folder: associated with the Fields tab that appears on the first bank of the contact record tab bar--any custom field view can appear in this folder

•	User-defined field folder(s): a user-defined field view can appear in a custom folder

Any user with Master-Rights can design a custom field view. Any user granted access rights can display a custom field view either from the standard Fields folder, or as a custom folder that can be accessed by a tab like the Fields folder. GoldMine reserves the third and fourth banks of the contact record tab bar for up to 18 optional user-defined tabs. One of these tabs can be assigned to a custom field view.

Before you can enter data in the newly defined user fields, you must create a field view to hold the fields.

Adding and Maintaining User-Defined Field Views

GoldMine provides two field views designed to meet typical contact management needs:

•	Default view: contains 10 predefined user fields

•	Example view: contains 17 predefined user fields

Any user with Master-Rights can create and maintain additional user-defined field views.

To add and maintain user-defined Field Views:

From the File menu, select the Configure GoldMine...|Field Views... option. The Field Views dialog box will appear.

Note:	A user with Master-Rights can also access the Field Views dialog box from the Fields local menu by selecting the Views Setup... option.

The Field Views dialog box provides the following information for each listed user-defined field view record:

View Name

Descriptive name for the field view. This name will also appear in the Fields local menu to identify the view.

Tab Name

Optional label name for the user-selectable tab of up to 20 characters. Designating a tab name will create a custom folder for the field view. GoldMine reserves the third and fourth bank of tabs on the contact record tab bar for user-defined folders.

Fields

Number of display items on the field view. GoldMine maintains this field.

Access

Specifies those users allowed access to the field view. By default, GoldMine assigns access to (public), indicating that all GoldMine users have access to the field view. Access can be restricted to one user group (the group name will appear in parentheses), or one user. In the latter cases, only the members of the group, or the specific user, can access the field view. A field view name will appear on the Field local menu of only those users granted access to the field view.

Local

Indicates whether or not the currently open contact database will display the field view. The default value is Yes, but you can deny access to a selected field view for the currently open database.

The Field Views dialog box contains the following buttons:

Fields

Displays the Fields of View: [field view name] dialog box for the selected field view. This dialog box allows you to edit existing fields, and delete fields from the field view.

Properties

Displays the Fields View Profile, in which you can edit the View Name, Tab Name, and User Access to the selected fields view.

New

Displays the Fields View Profile, in which you can set up a new fields view--see “Adding and Maintaining a Field View.”

Copy View

Displays the Fields View Profile, in which you can copy the attributes of the selected field view into a new field view.

Close

Closes the Field Views dialog box.

See also:

Working with Listed Fields


Working with Listed Fields

You can modify a field view by editing or deleting fields.

To work with existing fields:

From the Field Views dialog box, select the Fields button. The Fields of View: [field view name] dialog box will appear.

The Fields of View: [field view name] dialog box contains the following information:

Field Name

Description of the field that typically describes the contents or purpose of the field; for example, Account No.

Pos

Identification number for the field. The identification number must be sequential and unique; no two fields can have the same identification number.

Col

Specifies the column in the field view assigned to the first character of the field.

Row

Specifies the column number in the field view assigned to the field.

Fields of View: [field view name] dialog box contains the following buttons:

Properties

Displays the Field Properties dialog box in which you can edit a selected field. You can change values entered in the Field Label section, the Position, and the type of Field Data.

Delete

Removes the highlighted field from the field view.

Cancel

Closes the Fields of View: [field view name] dialog box.

See also:

Adding and Maintaining a Field Profile

Adding a Display Field


Adding and Maintaining a Field Profile

You can add a new field view, edit an existing field view, or copy an existing field view by defining values in the Fields View Profile dialog box. Select one of the following options from the Field Views to work with a field view as needed:

•Properties: modifies a field view

•βNew: adds a new field view

•	Copy View: duplicates an existing field view

Whichever option you select, the Fields View Profile dialog box will appear.

The Fields View Profile contains the following options:

View Name

Name for the field view. This name will appear in both the Field Views dialog box and the Fields local menu to identify the field view.

Tab Name

Optional label name for a tab of up to 20 characters that a user can define to open a special folder containing the field view. Although you can create a tab name of 20 characters, only seven or eight characters will actually appear on the tab.

Designating a tab name will create a custom folder for the field view. GoldMine reserves the third and fourth bank of tabs on the contact record tab bar for user-defined folders.

GoldMine will order the tabs alphabetically. If you want to order tabs differently, place a number at the beginning of the tab name. The number will not appear on the tab, but will determine the position of the title in the bank. For example, if you want the Reseller View tab to appear before the Mgt View tab, type 1Reseller in the Tab Name field.

To designate a hot key for the tab, type & before the letter of the tab name. For example, if you want to press [Alt]-[G] to access the folder for Mgt, type M&gt in this field. The hot-key letter can appear anywhere in the tab name.

If you want to create a special folder, but do not want a name to appear on the tab, type two asterisks (**) in this field. The tab will remain blank.

User Access

Specifies user(s) granted access to the selected field view. To restrict access to this field view, select a user or user group who will have access to the field view. To allow all GoldMine users to access the field view, leave the User Access field set to (public). If a user does not have access to a field view, that field view name will not appear on the Fields local menu.

This View is available in current contact file

By default, GoldMine grants access to a field view for all contact databases. Remove the check corresponding to this option to disable access to the field view in the currently open database.

See also:

Adding a Display Field


Adding a Display Field

Once you set up a field view from the Field Views dialog box, you can add fields to the view.

To add fields to a field view:

From the Fields folder, display the Fields local menu. The Fields local menu will list each user-defined field view available in the currently open contact database.

Select the newly created field view. The new field view will appear in the Fields folder. Since no fields have been defined for the field view, the field view display will appear blank.

The empty field view display area is where you will place your own user-defined fields. Custom user fields are laid out in a “What-You-See-Is-What-You-Get” (WYSIWYG) format. You can place a field in any location within the field view, and GoldMine will display the field in that location.

Each display field consists of two parts:

•	Field label: appears on the left side of the display field, and contains the field label, and appears exactly as entered; that is, GoldMine accepts the entry as literal text.

•	Field value: appears on the right side of the display field, and contains either a typed value from the contact database, or an xBase expression. GoldMine allows you to edit the typed value, but you cannot edit an xBase expression value.

To add a new field to the field view:

From the Fields local menu, select the New Field option. GoldMine will place a new display field in the upper left corner of the field view.

You can use either the mouse or arrow keys to move the new field into position on the field view display. If the field is moved to an area occupied by another field, the color of the field will change from white to red. If you release the new field in a location that overlaps a previously placed field, GoldMine will remove the new field.

When you are satisfied with the location of the field, either double-click on the field, or press [Enter]. The Field Properties dialog box will appear.

The Field Properties dialog box contains the following options:

Global Label

Specifies label text that identifies the field data. GoldMine uses the text in the Global Label field, unless you have specified a value in the Local Label field. Global Labels appear consistently throughout all contact databases. If you would like to use a different label for this field in each contact database, use the Local Label field to store the label text.

Local Label

Specifies the text of a primary field label for the current contact database only. This option allows you to specify different label text for the primary field in different databases.

Because GoldMine stores Local Labels in record number 1 in each contact database, the following limitations apply:

Local labels can be used only with fields, not expressions

Local labels can be used only with character fields

Length of the local label can be only as long as the field width in the database

Position

Specifies the order by which you can navigate through the fields for editing. This order may or may not correspond to the actual location of a field in the field view display.

Typically, [Tab] or [Enter] is used to edit multiple fields on a field view, GoldMine moves through the edit fields in a column then row sequence, allowing you to edit all the fields that start in the first column on the view, then the second, etc. By assigning each field a Position, you can specify the order in GoldMine will access the fields.

View Fields

Displays the Fields of View: [field view name] dialog box, from which you can see the positions of fields in the current field view.

Field Name

Name of the field you want to display and edit. GoldMine allows you to use any CONTACT2.DBF field within a field view. This data option is mutually exclusive from the Expression option; that is, you can only select one of the two data options for the field.

Fields

Displays the User Defined Fields dialog box, in which you can select from a listing of available fields.

Expression

Specifies an xBase expression that is evaluated to produce a result that will appear in the field. The expression value cannot be edited. If the expression cannot be evaluated, GoldMine will display Expression Error in the field data portion of the display field.

To add plain text to the field view, use this field to specify the display text in quotes, and set Label Size to 0. One use for a display field is for a “heading” in a view.

Label Size

Specifies the length of the label that appears on the left side of the display field. This value is measured in characters. Increasing this value will increase the label area of the display field. To create a display field without a label, set Label Size to 0. One use for a display field is for a “heading” in a view.

Field Size

Specifies the length of the field assigned to displaying data that appears on the right side of the display field. This value is specified in characters. Increasing this value will increase the data area of the display field.

Row (y)

Specifies the row number in the field view where the field will appear. Changing this value will reposition the underlying display field. GoldMine will move the field to the specified row, so you can see where the field will appear before committing to the values in the Field Properties dialog box.

Column (x)

Specifies the column number in the field view where the field will appear. Changing this value will reposition the underlying display field. GoldMine will move the field to the specified row, so you can see where the field will appear before committing to the values in the Field Properties dialog box.

Once you have specified these parameters, select the OK button. GoldMine will save the field definition and update the display immediately to show how the new field will look in the field view To add another display field to the field view, select the New Field option from the Field local menu.


Editing a Display Field

To change a field that has already been placed on a field view, double-click on the field label while holding down [Ctrl]. GoldMine will redisplay the field surrounded by a border.

To modify the settings of a field, double-click on the field. The Field Properties dialog box will appear.

To position the field in its new location without displaying the Field Properties dialog box, double-click on the field while holding down [Ctrl]. You can then use either the mouse or press arrow keys to move the field to another position in the field view.

See also:

Adding a Display Field


Designing Expanded Profiles

GoldMine provides two types of profiles:

•	Standard profile folder: associated with the Profiles tab that appears on the first bank of the contact record tab bar--any exapnded profile can appear in this folder

•	User-defined profile folder: a custom folder can be assigned to an exanded profile

Any user with Master-Rights can design an expanded profile that adds details to the standard profile. For example, an office supply store might want additional details about the computers and peripherals used by a client business. An expanded profile would provide eight additional fields in which the office supply sales representative can store quantitive information about computer hardware or other supply preferences, such as laser printer paper brand, diskette sizes and brand, etc.

Any user granted access rights can display an expanded profile either from the standard Profiles folder, or as a custom tab folder. GoldMine reserves the third and fourth banks of the contact record tab bar for up to 18 optional user-defined tabs. One of these tabs can be assigned to an expanded profile folder.

A user-defined profile folder looks like any other tab folder in GoldMine because you can define:

•	Tab with optional label and hot key

•	Up to eight field labels per profile

•	Reference values for each field

Selecting a Profile

You must select a standard profile as the basis of an expanded profile. You can set up an expanded profile folder from an existing profile or by creating a new profile.

Note:	To create an expanded profile from a new profile, you must first define the standard profile. You can then set up the expanded profile as if you have selected an existing profile.

To set up an expanded profile from a standard profile:

In the Profiles browse window of the currently active contact record, select a listed profile, then display the Profile local menu. Select the Properties... option. The Profile Properties window will appear. The actual title of the window will show the profile type you selected; for example, Product Interests or Computer Type. By default, GoldMine displays the Profile folder.

Note:	You can also access the Profile Properties window by selecting a profile in the contact record, then double-clicking on a profile record listed in the Profiles folder.

The Profile and Reference entries from the selected profile record appear in the Profile folder. You cannot change the Profile value, which appears in a dimmed field. However, you can change the Reference entry--press [F2] to access a lookup window in which you can add, edit, or delete values.

See also:

Adding a Profile

Setting up Tab and Field Labels


Setting up Tab and Field Labels

Once you have defined the Profile, select the Setup tab to access the Setup folder. The Setup folder contains the following options:

Field1 - Field8

Defines up to eight field labels. To the right of each field label, bracketed information shows the length of the field, and the default purpose for the field. For example, [2,State] indicates that the field can contain a two-character entry and the intended purpose of the field is for a state entry, such as CA. While the field length may present limitations, you can use any field as best fits your needs.

The Details folder displays all eight fields. However, only the first three field labels will appear as column headings in the expanded profile folder browse window. The first two columns always display:

Date that the profile record was added to the contact record

Profile name

Tab Name

Title that will appear on the tab. While the title can contain up to 15 characters, only a maximum of seven characters can be seen on the tab.

GoldMine will order the tabs alphabetically. If you want to order tabs differently, place a number at the beginning of the tab name. The number will not appear on the tab, but will determine the position of the title in the bank. For example, if you want the Hobbies tab to appear before the Automobile tab, type 1Hobbies in the Tab Name field.

To designate a hot key for the tab, type & before the letter of the tab name. For example, if you want to press [Alt]-[H] to access the custom profile for Hobbies, type &Hobbies in this field. The hot-key letter can appear anywhere in the tab name.

If you do not want a name to appear on a tab, type two asterisks (**) in this field. The tab will remain blank.

Save Tab column positions

Allows you to change any modified column dimensions in either the standard Profiles folder or the expanded profile folder. For example, if you have the entries in the Reference column of the Profiles browse window typically appear truncated or “cut off,” you can use your mouse to move the Reference column boundary to allow more room in that column. By selecting this option, the column will remain at the new size until changed again.

When finished, select the Details tab to create field values, or references, for the custom profile. A prompt will ask

USER, would you like to save the new field labels?

Select Yes.


Managing Multiple Databases

GoldMine stores contact records in a contact file. When GoldMine is installed, a contact file called the Common contact file is created. Usually, all contact records are stored in this database. If desired, GoldMine allows you to create and maintain more than one contact file and store information in one or more additional databases.

Note:	Although this Reference Manual refers to a contact file or a contact database, GoldMine’s databases are actually a collection of files. For simplicity, the set of data and index files that comprise a single contact database will be referred to as a contact file.

You might want to create additional contact files for a number of reasons. For example, if you purchase a mailing list, you should enter all of this data into a second GoldMine contact file. After a mailing is generated from this contact file, you can selectively transfer contact records over to your main contact file, as contacts respond to the mailing. By keeping unqualified contacts in a second directory, your main contact directory remains compact and free of uninterested contacts.

Although contact records can be maintained in multiple contact files, or databases, GoldMine will still schedule and complete activities from a single calendar. Regardless of which contact file is active, your scheduled activities, as well as other calendar functions, will remain intact.

When a calendar activity is completed, the history record is always added to the history file in the active contact database. If the calendar activity was originally linked to a contact record in another database, GoldMine will warn you that the wrong database is active. If you select to complete the activity anyway, the completed activity becomes an unlinked history record in the active database’s history file. In addition, the contact file from which the activity was originally scheduled will not be updated.

See also:

Working with a Contact Database

Linking to Existing Contact Databases


Working with a Contact Database

To view, add, edit or delete different contact databases, select the File|Open File... option. The Contact Files Listing dialog box will appear.

The Contact Files Listing dialog box contains the following information and options:

File Description

Lists the descriptive names of all the contact databases that have been defined.

Access

DDisplays the owner of each contact file. Each contact database maintained with GoldMine has an owner. The owner can be an individual user, a user group, or (public). Only the owner of the contact file, or a member of the group that owns the contact database, can open the contact database.

The owner of a contact file defaults to (public), which allows all GoldMine users to access the database. When the Access field is set to a user group name, GoldMine considers all members of the user group to be owners of the contact database.

Users with Master-Rights can access all contact databases, regardless of their owner.

File Path

Displays the drive and path of the DOS directory that contains the contact database files and indexes.

New

Allows you to create a new contact database, or link GoldMine to an existing database that does not appear in the window. See the following section for details.

Properties

Allows you to edit the highlighted contact file’s File Description, Owner and File Path.

Delete

This command deletes the highlighted contact file record. Note that while the linked record is deleted, the data files in the contact subdirectory are not deleted.

Open File

Opens the highlighted contact file.

Close

Closes the Contact Files Listing dialog box.

Opening a Different Contact Database

To open a different contact file, highlight the desired file and select the Open command, or double-click on the desired file.

Creating a Contact Database

Use the New command to create a new contact file. The Contact File Profile dialog box will appear. You will need to provide the information listed below.

Description

Descriptive name for the database. Enter a name that describes the contact file, such as Comdex 95 Trade Show, or New Businesses Downtown.

Files Path

Drive and path of the DOS directory to hold the contact database files and indexes.

Create a New Set of Contact Files

Controls whether or not GoldMine creates new contact files or links to an existing set of files. When this box is not checked, the new contact database must already exist in the specified directory.

Access

Displays the owner of the contact file. Each contact database maintained with GoldMine has an owner, which can be an individual user, a user group, or (public). Only the owner of the contact file, or a member of the group that owns the contact database, can open the contact database.

By default, the owner of a contact file is (public), which allows all GoldMine users to access the database. When the Access field is set to a user group name, GoldMine considers all members of the user group to be owners of the contact database.

Users with Master-Rights can access all contact databases, regardless of their owner.

Allow File Access to Only this GoldMine System

Allows the currently running GoldMine (as determined by serial number) to open only the specified contact file database.

Once you enter this information, GoldMine will create a new empty contact database in the specified directory. However, before you can start entering data in the new database, you must designate it as the active database by selecting it from the Contact Files Listing dialog box and executing the Open command.

Once a database is selected, all GoldMine functions and commands will act on the active contact file. Reports, importing and exporting, indexing and packing options will affect, or be affected by, the currently selected contact database.

See also:

Linking to Existing Contact Databases


Linking to Existing Contact Databases

In addition to creating new contact files, an option on the Contact File Profile dialog box allows you to link your GoldMine system to contact files restored from a backup, or created by another GoldMine system. When the Create a New Set of Contact Files box is not checked, GoldMine will create a new contact database record for an existing contact database, which must already exist.

If you are temporarily connecting your notebook computer to a GoldMine network system, you can temporarily use the contact files on the server and transfer contacts to your notebook system. Obviously, you can also map to contact files on your notebook if you wish to transfer contacts from the notebook to the file server.

If you have copied contact files from another GoldMine system, or archived contact files to a floppy disk or tape, and want to access those contact files with GoldMine, the first step is to create a DOS directory to store the files. You can use Windows Windows Explorer to create the directory, or exit GoldMine and perform these tasks at the DOS prompt. Assuming that GoldMine is installed in the GoldMine directory on drive C:, the following DOS command can be used to create a new file directory called NEWFILE:

MD C:\GOLDMINE\NEWFILE

Having created the directory, copy the GoldMine contact files into this directory by using Windows Explorer, or the appropriate DOS command. If, for example, the files are on a floppy diskette, you can copy them into the new directory by using the DOS COPY command:

COPY A:*.* C:\GOLDMINE\NEWFILE

Once the files are copied, start GoldMine and select the New option on the Contact Files Listing dialog box. Enter a descriptive name for the new contact file, and accept or change the contact file’s User name. Enter the pathname used in the previous step (that is, C:\GOLDMINE\NEWFILE). If this path is incorrect, GoldMine will inform you that there are no contact files found in the specified directory. Be sure that the Create a New Set of Contact Files box is not checked. Select the OK button.

To activate the new contact file, highlight the file name on the Contact Files Listing dialog box and select Open.

See also:

Working with a Contact Database


Importing and Exporting Data

When working with different applications, you will sometimes find that you want to use data created in one application, such as database files created by dBase, with GoldMine, or that you want to use GoldMine data with another application, such as a spreadsheet. Recreating the data by manual entry is impractical for large amounts of data. Instead, a simple procedure is needed to copy the data in a file format for a receiving application to read and use. Importing allows you to bring data from another application into GoldMine. Exporting allows you to copy GoldMine data into a file in a format that another application can incorporate and use.

You can use GoldMine’s import/export to

•	Incorporate data into GoldMine from purchased mailing lists (import)

•	Add contacts from another program (import)

•	Capture data from a mainframe or an online data service (import)

•	Perform analyses, using a spreadsheet program (export)

•	Transfer data to or from your Sharp Wizard, Casio Boss, or HP95/100
(import or export)

GoldMine provides an easy way to import and export records with the Import Wizard and the Export Wizard. You can work with data using a predefined profile, or set up your own profile. You can set up a profile even if you don’t have the data that you want to import or export! The newly created profile can then be saved for future use.

Note:	Using GoldMine v3.2 for Windows, you can include Internet e-mail addresses with an import file or export file.

See also:

Working with Data Formats

Importing Data to GoldMine

Importing ZIP Codes into GoldMine

Exporting Data from GoldMine


Working with Data Formats

GoldMine can import data from, and export contact data to, a variety of file formats. Data purchased from mailing list houses, downloaded from an online database, or exported from another program can be imported directly into GoldMine. Contact data can also be exported for use with other programs, such as spreadsheets, databases and word processors. GoldMine supports three file formats:

•	xBase/Clipper (DBF)

•	ASCII (TXT)

•	SDF (fixed-length records)

Each of these formats is described briefly in the following sections.

xBase/Clipper (DBF) Format

To most easily identify an xBase file, check for a file name with a .DBF extension, such as CONTACT1.DBF. An xBase file identifies fields by name; for example, the Company field might be referenced as COMPANY, and the Contact field might be referenced as CONTACT. An xBase file stores field names internally. The GoldMine Import Wizard will display a listing of the fields in an xBase file.

Note:	GoldMine expects memo fields within xBase fields to be in a dBase III/Clipper format. Importing or exporting of FoxPro or dBase IV memo fields is not supported.

Delimited ASCII (TXT) Format

The delimited ASCII format is the most commonly used file format. When viewed with a word processor or text editor, data saved in a delimited format might look like this:

“ABC Company",”John Smith",”123 Main Street",”Anytown",”CA",”97021”

“Joe’s Cleaners",”Joe Turner",”55 First St.",”Santa Barbara",”CA",”94590”

“Mr. T’s Ribs",””,”22543 Eton Ave.",”New York",”NY",”10027”

Each field in the file is surrounded by a delimiter, which is usually the double-quote character (“). Adjacent fields are separated by a field separator, which is usually a comma (,). Each record is terminated by a carriage-return/line-feed combination. Carriage return or line feed characters cannot be embedded within the data.

A blank field’s position in the record will contain empty quotes, as shown in the second field in the third record. In the delimited ASCII format, fields are referred to by their position in the record. For example, in the above example, company name is field 1, contact name is field 2, etc.

Fixed Length (SDF) Format

Many report generators have the ability to suppress the output of titles, headings and page numbers, to print only the report detail lines. In addition, many mailing list companies supply mailing lists in the SDF format, which is commonly used by mainframe computers. This format is referred to as a fixed length format. A sample of this type of format would look like this:

ABC Company	John Smith	123 Main Street

Joe’s Cleaners	Joe Turner	55 First St.

Mr. T’s Ribs	22543 Eton Ave.

Each field has a fixed starting and ending position in the record. Regardless of the length of the fields before it, a particular field will start and end in the same position in every record. Since each field is padded with spaces until the start of the next field, files employing this format are sometimes referred to as Space Delimited Files, or SDF files. Like the Delimited ASCII Format, each record is terminated by a carriage-return/line-feed combination.

Fields in the SDF format are referred to by starting and ending character positions. In the above example, the company name field occupies positions 1 through 16, contact name 17 through 28, and the address occupies positions 29 through 45.

See also:

Importing Data to GoldMine


Importing Data to GoldMine

Importing allows you to bring data from other applications into GoldMine. Importing data is easy with GoldMine’s Import Wizard. A wizard provides a window-by-window procedure that simplifies a task. Using the Import Wizard, you can bring records into GoldMine according to criteria in a predefined profile, or define your own profile.

Note:	Using GoldMine v3.2 for Windows, you can include Internet e-mail addresses in an import file.

To import records into GoldMine:

From the Tools menu, select the Import Records option. The GoldMine Import Wizard window will appear.

The GoldMine Import Wizard window prompts you to select from the following options:

Import a new file

Displays the Import a New File dialog box that identifies the import file. GoldMine will format the incoming data according to a profile that will be created as you define settings in the Import Wizard. You can save the new profile for future use.

Import a new file using an existing profile

Displays the Select File to Import dialog box in which you can select a predefined profile that GoldMine will use to format the incoming data.

DBF file

Specifies that the incoming data is in the xBase/Clipper file format. Fields in an xBase file are referred to by field name; for example, the Company field might be referred to as COMPANY, and the Contact field might be referred to as CONTACT.

ASCII file

Specifies that the incoming data is in the delimited text file format. A delimited text file formats data with field delimiters, field separators, and record separators. In the delimited ASCII format, fields are referred to by their position in the record. For example, in the above example, company name is field 1, contact name is field 2, etc.

SDF file

Specifies that the incoming data is in the text file with fixed-length record format, which is commonly used by mainframe computers. Fields in the SDF format are referred to by starting and ending character positions.

When you have specified that you want to use a predefined profile or a new profile, and selected the data format for the file that you will import, select the Next> button.

See also:

Working with Data Formats


Importing a New File

If you selected the Import a new file option in the GoldMine Import Wizard window, the Import a New file dialog box will appear. The Import a New file dialog box allows you to enter the path and name of the file to import. Type the path and name of the file that you want to import, or, to find the file, click on the Browse button, which will display the Open dialog box.

Navigate through directories as needed, then highlight the file that you want to import. Select the Open button. In the Import a New file dialog box, below the prompt Enter the path and filename for the file to be imported, the field will contain the name of the previously selected file.

Select the Next> button to continue to the Import File Profile dialog box.

See also:

Previewing the Import File


Importing a File using an Existing Profile

If you selected the Import a file using an existing profile option in the GoldMine Import Wizard window, the Select file to Import dialog box will appear.

The Select File to Import dialog box contains the following options:

Enter the path and filename of the file to be imported

Type the path and name of the file that you want to import, or, to find the file, click on the Browse button, which will display the Open dialog box. In the Open dialog box, navigate through directories as needed, then highlight the file that you want to import. Select the OK button to enter the highlighted file name.

Select one of the following, predefined DBF Import Profiles

Specifies the predefined import profile that GoldMine will use to match fields from incoming data to fields in the contact database, and to format data. GoldMine provides profiles for commonly used applications, such as ACT!, Lotus Organizer, TeleMagic (.DBF), Maximizer (ASCII), and SaleMaker (.SDF). Depending on the file format selected, any previously saved user-defined profiles will also appear in this window.

Delete Profile

Deletes the highlighted import profile.

When finished, select the Next> button. If you are importing a file from ACT! for Windows 2.0, the Import ACT! Data dialog box will appear. Continue with “Importing Data from ACT!.”

Otherwise, the Import File Profile dialog box  will appear.

See also:

Previewing the Import File


Importing Data from ACT! for Windows
Importing Data from ACT!

GoldMine can automatically import all contact information, notes, history, and scheduled activity data from an ACT! for Windows 1.0 or 2.x file. In the Import File Profile dialog box, you can select whether or not you want to use the automatic import.

To retain complete control over the import process, select No, then select the Next> button. Continue with Previewing the Import File.

To continue with the automatic ACT! import process, select Yes, then select the Next> button. The ACT! Import Options dialog box will appear.

The ACT! Import Options dialog box contains the following options:

Convert phone numbers to GoldMine’s phone format

When Windows is set for the English language, GoldMine will change telephone numbers as needed to the format (999) 999-9999. For more information about telephone number formats, see Formatting Telephone Numbers.

Extract the user from ACT field

Assigns calendar activities and history activities to the user designated in the ACT! record.

Default to me

Assigns calendar activities and history activities to the logged user in GoldMine who is performing the import.

Do not import duplicate records

Does not import any record in which GoldMine detects duplicate data in the Company, Contact, and any Phone fields.

Import all records to GoldMine

Will import all ACT! records, even those records in which GoldMine detects duplicate data in the Company, Contact, and any Phone fields.

When finished, select the Next> button. The Ready to Import window will appear. When you are ready to start importing ACT! data, select the Next> button. GoldMine will display a status window to show the progress of the import. When finished, the window will show detailed information about the import file.

When finished viewing the import details, select the OK button to close the status window.


Previewing the Import File

In the Import File Profile dialog box, you can preview how GoldMine will import data from the selected file. The Import File Profile dialog box will differ slightly depending on the selected import file format. The figures shown in this section will appear when importing xBase/Clipper (DBF) file formats.

The Import File Profile dialog box contains the following information and options:

Label Name

Designation assigned to each field in the import file. An import label identifies each field in the import file so that the Import Wizard can correctly transfer the data into the corresponding GoldMine field.

Field Name
(DBF) Position
(TXT) Range
(SDF)

Name (DBF format), position (ASCII), or range (SDF) of the field in the contact database that GoldMine determines is a match for the incoming field identified in Label Name.

Expression
Preview Record

If the Show Mappings option is selected, the Expression column displays one of the following:

•	Field label being imported into the GoldMine field, such as Address1

•	Expression that GoldMine will apply to data being imported into the GoldMine field

If the Preview Result option is selected, the Preview Record column displays actual data from the currently selected record.

Convert OEM to ANSI

For international GoldMine users: changes OEM characters (European standard) into ANSI characters (US standard).

Options
(TXT or SDF only)

Appears on the Import File Profile dialog box for ASCII or SDF import only: displays the Import Profile Options dialog box.

The Import Profile Options dialog box contains the following options:

Field Separator

Specifies the field separator character for ASCII delimited import files. The default character is the comma (,).

Field Delimiter

Specifies the field delimiter character for ASCII delimited import files. The field delimiter surrounds each field. The default delimiter is the double-quote character (“).

Maximum Field Length

Specifies the uppermost size of any field in number of characters.

CR/LF

Specifies that either a carriage return character or line feed character will appear before the start of each record and at the end of each record; that is, records are separated from each other by a carriage return or a line feed.

LF

Specifies that a line feed character will appear before the start of each record and at the end of each record; that is, records are separated from each other by line feed characters only.

When finished, select the OK button. The Import File Profile dialog box will appear.

Previous

Displays the record listed before the currently displayed record.

Next

Displays the record listed after the currently displayed record.

When finished, select the Next> button. The Field Mappings dialog box  will appear.

See also:

Defining the Import File Structure


Defining the Import File Structure

The Field Mappings dialog box allows you to set up a new import profile, or to modify a selected export profile.

The Field Mappings dialog box shows the Import Fields, GoldMine Field, and either any Expression applied to the field, or values in a Preview Record. The Field Mappings dialog box contains the following information and options:

Show Mappings

Displays the field name of fields from the import file that are matched to GoldMine fields. When this option is selected, this field name appears in the Expression column.

Preview Result

Displays values in matched fields for a selected record in the import data file. When this option is selected, the field value entered for the selected record will appear in the Preview Record column. To select individual records in the export database to preview how the record will actually look when imported, select either the Next button or the Previous button.

Match Field

Displays the Import Match Field dialog box.

The Import Match Field dialog box is available only for GoldMine’s indexed fields. To select a field, click on the arrow to the right of the Select the match field to be used field. A list of GoldMine indexed fields will appear.

When you have selected the field, select the OK button to close the Import Match Field dialog box, and return to the Field Mappings dialog box. During the import process, GoldMine will search the contact database for records with the same value as the import match field. If a match is found, GoldMine will update the existing record with the information from the import record instead of adding a new record.

Map to GM

Matches a field from the import file to a GoldMine field. More than one field can be selected for matching to the corresponding database. For example, you can match the Title field in the import file to both the Title field and the Dear field in the GoldMine contact database.

To map a field from the import file, highlight a field name listed in the Import Fields column, highlight a corresponding field listed in the GoldMine Field column, then select the Map to GM button. If the Show Mappings option is selected, the field name will appear in the Expression column. If the Preview Result option is selected, the field value for the displayed record will appear in the Preview Record column.

For example, if you highlight the Zip field in Import Fields, highlight the Zip field in GoldMine Field, then select the Map to GM button, GoldMine will display either Zip in the Expression column (Show Mappings), or an actual ZIP code, such as 90000, in the Preview Record column (Preview Result).

Properties

Displays the Import Expression Builder dialog box.

See also:

Creating an Import Expression


Creating an Import Expression

The Import Expression Builder allows you to place a custom expression into a GoldMine field.

You can use the Import Expression Builder to create an expression that combines fields and applies functions that format the incoming data in a special way, such as removing extra spaces when combining data from two import fields into one GoldMine field.

The Import Expression Builder allows you to combine multiple import fields into one GoldMine field. GoldMine allows you to combine, or concatenate, several import fields into a single data item that can then be imported into a single GoldMine field. For example, if your import file has two fields for each contact’s full name, a first name field and a last name field, you can combine these two fields and place the result in GoldMine’s Contact field.

The Import Expression Builder dialog box contains the following options:

Enter expression

Import expressions are built by selecting one or more Import Fields from the Field Mappings dialog box, combining the fields, and applying the desired functions to alter the string of characters. The resulting data item is then imported into the destination GoldMine field as a single import item.

Create an expression by adding any formatting functions that you want applied to field values. Commonly used formatting functions include:

LTRIM(): removes leading spaces from the left side of a field value, which is useful to prevent extra spaces between items when joining fields together.

RTRIM(): removes trailing spaces from the right side of a field value, which is useful to prevent extra spaces between items when joining fields together.

Substring: specifies a range of characters from a string. For example, if the expression substring from 3 to 8 is applied to substring, the result is bstrin.

None

Applies no formatting options to the combined fields; that is, the data is the specified fields will appear as originally entered.

Convert to Proper case

Changes the first nonblank character after a space to upper-case, and the remaining characters to lower-case. For example, mARY jANE will change to Mary Jane.

Convert to Upper case

Ensures that data appears in upper-case characters. For example, Mary Jane will change to MARY JANE.

Convert to Lower case

Ensures that data appears in lower-case characters. For example, Mary Jane will change to mary jane.

Once you have set up the format to apply to the import data, select the OK button to close the Import Expression Builder dialog box, and return to the Field Mappings dialog box.

Remove

Deletes mapping for the highlighted field in the GoldMine Field column, and the corresponding expression, if any.

Previous

Available for Preview Result only: displays the record listed before the currently displayed record.

Next

Available for Preview Result only: displays the record listed after the currently displayed record.

When finished, select the Next> button. The Save Profile dialog box will appear.

See also:

Saving an Import Profile


Saving an Import Profile

The Save Profile dialog box allows you to save your import settings as a profile that you can use in the future when importing data into GoldMine.

If you are either creating a new import profile, or if you are modifying a predefined import profile, and you want to use the new profile in the future, select Yes. When Yes is selected, the Save Profile dialog box activates two options:

Profile Name

Type a descriptive name for the new import profile.

Save the import filename with this profile

Keeps the profile name and import file name together, so that when using this profile to import data in the future, GoldMine will look for a new import file with the same file name.

When finished, select the Next> button. The Ready To Import display will appear.

When ready to start importing data, select the Finish button. To cancel the process at any time, select the Cancel button.


Importing ZIP Codes into GoldMine

The ZIP Code Database is an add-on product used in conjunction with GoldMine.

With GoldMine and the ZIP Code Database, city and state names are automatically entered in the appropriate fields on the contact management screen when a valid ZIP code is entered in the Zip field. This reduces the amount of data entry necessary, minimizing data entry errors. The optional ZIP Code Database contains a compressed ZIP code data file; GoldMine is required to import this ZIP code data.

The volume of data contained in the ZIP code file is very large, and importing the entire ZIP code database can take several hours, depending on your computer’s speed. For example, New York (NY), the state with the most ZIP codes, requires 550K of disk space. Rhode Island (RI), the state with fewest ZIP codes requires 12K of disk space.

However, the data file need not be imported in its entirety since the data has been divided into 57 zones. You can import all ZIP codes in the USA, all ZIP codes in a specific time zone (TZ), or only the ZIP codes of individual states. To reference a table that lists the zone codes, number of records in each zone, and the disk space required for each zone, see Book 2 of the GoldMine Reference Manual.

Importing the ZIP codes to a network drive requires the exclusive use of the ZIP code database; therefore, no other user can be working in GoldMine. Note that the user performing the import must have the following network security rights in the GoldMine directory: Open, Create, Read, Write, Delete and Rename.

To import the ZIP code database for use with GoldMine, select the Tools|Import ZIP Codes... option. The ZipCode Import dialog box will appear.

Import Zip Codes From

Type the letter of the drive containing the ZIP code data file. For example, if you are importing ZIP codes from a file on diskette, type the letter of the disk drive, such as A.

Zone or State to Import

Type the identification code of the state or ZIP code zone that you desire to import in the Zone or State to Import field. For example, to import ZIP codes for California, type CA.

Include Suburban Cities

Check this box to import all cities. Leave the checkbox blank to import only the primary city of each ZIP code.

Some ZIP codes include not only the primary city, but also suburban cities and towns. You can import all cities, or only the primary city of each ZIP code. If you import all city names, a situation can occur when a ZIP code has more than one matching city. If this is true for an entered ZIP code, GoldMine will display a dialog box allowing you to select the appropriate city.

Select the OK button to begin importing ZIP codes. During processing, the following status dialog box will appear.

Import Zone

ZIP code zone being imported.

File Size

Amount of disk space that will be consumed when the import is complete.

Build Size

Minimum amount of free disk space required to perform the import process. Because GoldMine builds a temporary file that is later deleted, the import process requires more free disk space than the resulting ZIP code database.

Prior to adding ZIP codes, the import process deletes any ZIP codes present on the ZIP code database that belong in the zone being imported. This ensures that the correct city and state are matched with each ZIP code on the database. The ZIP codes are then imported into the ZIP code database and the file is indexed.


Exporting Data from GoldMine

Exporting allows you to copy data into a file in a format that the receiving application can understand. Exporting data is easy with GoldMine’s Export Wizard. A wizard provides a window-by-window procedure that simplifies a task. Using the Export Wizard, you can create a data file from GoldMine records according to criteria in a predefined profile, or define your own profile. The currently selected contact record determines the data that GoldMine will export.

Note:	Using GoldMine v3.2 for Windows, you can include Internet e-mail addresses in an export file.

GoldMine can export data in three formats:

•	xBase/Clipper (DBF)

•	ASCII (TXT)

•	SDF (fixed-length records)

To export data from GoldMine:

From the Tools menu, select the Export Records... option. The GoldMine Export Wizard window will appear.

The GoldMine Export Wizard window contains the following options:

Export to a new file

Displays the Field Mappings window. GoldMine will export the incoming data according to a profile that will be created as you define settings in the Export Wizard. You can save the new profile for future use.

Export to a new file using an existing profile

Displays the Select Export Profile dialog box from which you can select a predefined profile that GoldMine will use to format the data for export.

DBF file

Specifies that data will be exported in the xBase/Clipper file format. Fields in an xBase file are referred to by field name; for example, the Company field might be referred to as COMPANY, and the Contact field might be referred to as CONTACT.

ASCII file

Specifies that data will be exported in the delimited text file format. A delimited text file formats data with field delimiters, field separators, and record separators. In the delimited ASCII format, fields are referred to by their position in the record. For example, in the above example, company name is field 1, contact name is field 2, etc.

SDF file

Specifies that data will be exported in the text file with fixed-length record format, which is commonly used by mainframe computers. Fields in the SDF format are referred to by starting and ending character positions.

Once you have specified whether you want to use a predefined profile or a new profile, and you have selected the data format for the file being exported, select the Next> button.

If you are exporting to a new file, the Field Mappings window  will appear. Go to “Defining the Export File Structure”.

If not, you must select a profile  to define the format for the exported data.

See also:

Defining the Export File Structure

Exporting Data using an Existing Profile


Exporting Data using an Existing Profile

If you selected the Export to a file using an existing profile, option, the Select Export Profile window will appear.

Select one of the following predefined Export Profiles

Specifies the predefined profiles for GoldMine to use to format data for export. The window will display all available profiles for the selected data format; that is for DBF, ASCII, or SDF data.

Delete Profile

Deletes the highlighted export profile.

When finished, select the Next> button. The Field Mappings window will appear.

See also:

Defining the Export File Structure


Defining the Export File Structure

The Field Mappings window allows you to set up a new export profile, or to modify a selected export profile.

The Field Mappings window displays the GoldMine Fields, the export Field Name, and either any Expression applied to the field, or values in a Preview Record. The Field Mappings window contains the following information and options:

Convert ANSI to OEM

For international GoldMine users: changes ANSI characters (US standard) to OEM characters (European standard).

Show Mappings

Displays the field name of GoldMine fields and the matched fields in the export data file. When this option is selected, this field name appears in the third, or Expression column (not shown in figure).

Preview Result

Displays values in matched fields for a selected record in the export data file. When this option is selected, the field value entered for the selected record will appear in the Preview Record. To select individual records in the export database to preview how the record will actually look when exported, select either the Next button or the Previous button.

Options
(TXT or SDF only)

Appears in the Export File Profile for ASCII or SDF export only: displays the Export Profile Options dialog box.

The Export Profile Options dialog box contains the following options:

Field Separator

Specifies the field separator character for ASCII delimited export files. The default character is the comma (,).

Field Delimiter

Specifies the field delimiter character for ASCII delimited export files. The field delimiter surrounds each field. The default delimiter is the double-quote character (“).

Maximum Field Length

Specifies the uppermost size of the field in number of characters.

CR/LF

Specifies that either a carriage return character or line feed character will appear before the start of each record and at the end of each record; that is, records are separated from each other by a carriage return or a line feed.

LF

Specifies that a line feed character will appear before the start of each record and at the end of each record; that is, records are separated from each other by line feed characters only.

When finished, select the OK button. The Export Profile Options dialog box will close, and the Field Mappings window will appear.

GoldMine Fields

Name of the fields in the GoldMine contact database.

Field Name (DBF)
Position (TXT)
 Range (SDF)

Name (DBF format), position (ASCII), or range (SDF) of the field in the contact database that GoldMine determines is a match for the field identified in GoldMine Fields.

Expression
Preview Record

If the Show Mappings option is selected, the Expression column displays one of the following:

Label that GoldMine will export to identify the field

Expression that GoldMine will apply to data being exported from the GoldMine field

If the Preview Result option is selected, the Preview Record column displays actual data from the currently selected record.

Add Field

Includes a contact field listed in the GoldMine Fields column in the export profile. GoldMine allows you to combine, or concatenate, several GoldMine fields into a single data item for export. For example, you can combine both the Phone1 field and the Ext1 field into a single data item and export that data.

To add field(s) from the GoldMine contact file, highlight one or more field names listed in the GoldMine Fields column, the select the Add Field button. The selected field(s) will appear in alphabetical order in the Field Name column.

Edit Expr

Displays the Export Mapping Setting dialog box, in which you can create a custom field definition for the export data file.

The Export Mapping Setting dialog box contains the following options:

Field Name (DBF)
Position (ASCII
Range (SDF)

For a DBF file, Field Name of the field that will appear in the export file. When two fields have been combined, the resulting field name will appear as the first field of the combination. You may want to change this field name to better represent the new field. For example, if you combine Phone1 and Phone2 to create a single Phone field, you might want to change the field name to Phone.

For an ASCII file, Position of the field that will appear in the export file.

For an SDF file, Range of the field that will appear in the export file.

Field Size

Available for DBF format and ASCII format only: Sets the maximum length of the field in the export file.

Enter expression

Export expressions are built by selecting one or more GoldMine Fields from the Field Mappings window, combining the fields, and/or applying the desired functions to alter the string of characters. The resulting data item is then exported into the destination export field as a single export item.

Create an expression by adding any formatting functions that you want applied to field values. Commonly used formatting functions include:

LTRIM(): removes leading spaces from the left side of a field value, which is useful to prevent extra spaces between items when joining fields together.

RTRIM(): removes trailing spaces from the right side of a field value, which is useful to prevent extra spaces between items when joining fields together.

Substring: specifies a range of characters from a string. For example, if the expression substring from 3 to 8 is applied to substring, the result is bstrin.

When you have specified formatting that you want applied to export data, select the OK button to close the Export Mapping Setting dialog box, and return to the Field Mappings window.

Remove

Deletes mapping for the highlighted field in the Field Name column, and the corresponding expression, if any.

Previous

Available for Preview Result only: displays the record listed before the currently displayed record.

Next

Available for Preview Result only: displays the record listed after the currently displayed record.

When finished, select the Next> button. The Get Filename dialog box will appear. The Get Filename dialog box allows you to enter the path and name to which you want GoldMine to export the data.

If you want to create a profile only, and not export data, leave the field blank, and select the Next> button. The Save Profile dialog box will appear.

If you want to export data, type the path and name of the file to which you want to export data, or to overwrite an existing data file, click on the Browse button, which will display the Open dialog box.

Navigate through directories as needed, then highlight the file that you want to overwrite with the export data. Select the Open button. In the Get Filename dialog box, the selected path and file name will appear below the prompt Enter the path and filename for the file to be exported.

Select the Next> button to continue to the Save Profile display window.

See also:

Saving an Export Profile


Saving an Export Profile

The Save Profile dialog box allows you to save your export settings as a profile that you can use when exporting GoldMine data in the future.

If you are either creating a new export profile, or if you are modifying a predefined import profile, and you want to use the new profile in the future, select Yes. When Yes is selected, the Save Profile dialog box activates two options:

Profile Name

Type a descriptive name for the new export profile.

Save the export filename with this profile

Keeps the profile name and export file name together, so that when using this profile to import data in the future, the new export file will overwrite an old exported data file.

When finished, select the Next> button. The Ready To Export display will appear.

When ready to start exporting data, select the Finish button. To cancel the process at any time, select the Cancel button.


Exchanging Data with Remote Sites

GoldMine’s remote synchronization is an automated process that can update a distributed, remote GoldMine system with new or changed information that has been entered in another GoldMine system. Using remote synchronization, remote GoldMine systems can also be updated with new information from other GoldMine systems.

Note:	To be able to perform remote synchronization, each system must use a separate licensed copy of GoldMine with a unique serial number.

What is Remote Synchronization?

Remote synchronization is a process by which one GoldMine system exchanges information with another GoldMine system via network, wide area network (WAN), or telephone lines. The basic remote synchronization function allows a one-to-one exchange of data between GoldMine databases. Organizations that have employees working in offices and in the field can link their GoldMine systems with telephone lines to communicate effectively and remain dynamically connected.

During remote synchronization, changes to data made in one GoldMine contact database are compared to the data in another contact database. If each database is the same--or one is a subset of the other--data will be updated based on the date and time of the latest change. When the retrieved data is more recent than the data in the contact database, the contact database information is updated with the retrieved information. In addition, filters can be applied to data to further narrow which changes will be incorporated into the receiving contact database.

Understanding GoldMine’s Remote Synchronization Process

During remote synchronization, GoldMine creates a transfer set. This transfer set is a database of all the changes made to a GoldMine contact database during a specified time frame. The receiving GoldMine system uses the data in this transfer set to update the resident GoldMine system’s database. The receiving GoldMine system retains only data from the transfer set that is newer than the information contained in its own GoldMine database.

The transfer set does not contain every change ever made to a GoldMine database. Typically, the transfer set contains only changes made to the database since the date and time of the last remote synchronization.

What effect does incorporating the transfer set have on the GoldMine database of the retrieving system? Since the transfer set contains only those records from the originating GoldMine system’s database modified within a specified time frame, only those changed records will be updated on the GoldMine system that receives the transfer set. Therefore, if the two GoldMine systems contain changes made prior to the beginning date of the transfer set, those differences will remain in the two databases after remote synchronization.

See also:

Synchronizing Data Files

How are Records Identified?

What Happens during Remote Synchronization?

Using Filters with Remote Synchronization

Creating a Transfer Set Manually

Retrieving a Transfer Set Manually

Transferring Records Between GoldMine Files

Synchronizing Files on a Notebook PC

Synchronizing with a Remote Site

Synchronizing between a GoldMine PC and a GoldSync Server

Activating Remote Synchronization


Synchronizing Data Files

Remote synchronization works by recording the last modification date and time of various data structures stored in the contact database. There are several data structures (or files) in GoldMine, and each is handled somewhat differently by the remote synchronization function.

Contact Records

GoldMine tracks changes to information on the main contact screen, and any user-defined fields on user screens, on a field-by-field basis. This means that GoldMine stores the date and time of the last modification in all fields in the following table:

Synchronized Fields

Company Name	Contact Name	Department
Last Name	Title	Dear
Department	Secretary	Address 1 and 2
City	State	Zip
Country	Phone 1	Phone Extension 1
Phone 2	Phone Extension 2	Phone 3
Phone Extension 3	FAX	FAX Extension
Key Fields	Userdef 0–9	User Defined Fields
Comments
Additional Contacts

Changes made to the additional contact record attached to the primary contact record are tracked by GoldMine at the record level, not the field level. When a change is made to an additional contact record, GoldMine treats the entire record as modified, and the date and time of that modification is recorded.

Referrals, Linked Documents and Profile Records

Changes to these data structures are tracked in the same way as changes to additional contact records are tracked.

Main Screen Contact Notes

When a new note record is inserted into the Note field attached to a primary contact record, GoldMine adds a header line with the date and time that the new information was added to the note field. However, changes to information already in the note field are not tracked.

Calendar and History Records

Changes to calendar or history records are also tracked at the record level. A change to any field in these records is tracked as a change to the entire record.

Saved Documents (DOS Version Only)

GoldMine does not track individual edits to a saved document. If a saved document is changed, GoldMine records the date and time that the change was made. The entire document is considered to have been modified at that time.

Archived Notes (DOS Version Only)

GoldMine tracks the date and time of an archived note’s last modification. The entire Archived Note is considered to have been changed at that time.

All Other Notes Fields

Except for the Note field attached to the main contact screen, all other notes fields are considered to be fields on the record to which they are attached. When a change is made in one of these Note fields, GoldMine will store the date and time of the modification as a change to the entire record. No merging of new information will be performed on these Note fields.

Any other changes to the contact database or to the GoldMine system will not be tracked by remote synchronization. Some of the changes that are not tracked by remote synchronization are changes to the structure of the database through the user-defined fields options, changes to the lookup file, changes to user-defined screens, changes to reports or templates, and changes to the user file.

See also:

How are Records Identified?

Defining User Screens and Fields

What Happens during Remote Synchronization?

Activating Remote Synchronization


How are Records Identified?

For the remote synchronization process to work, GoldMine must be able to positively identify a particular record in the contact database with the matching record in the transfer set. GoldMine uniquely identifies matching records in one the following of two ways:

•	Account number

•	Transfer number

Account Number Identification

Each contact record is uniquely identified by a twenty-character value in the Account Number field. GoldMine generates this field when a record is created, and is based on the date and time the record was created, and the contact’s name and telephone number. Because the creation time portion of the Account Number has a resolution of 1/100th of a second, there is very little chance that contact records created on different systems will share the exact same account number.

The Account Number field links the main contact information (name, address, etc) with related information such as calendar records, history records, additional contacts, profile records and linked documents.

Transfer Number Identification

The Account Number field can uniquely identify the entire contact record, including all of the additional contacts, calendar activities, and linked documents attached to it, but it cannot uniquely identify these attached records. Since each contact record can have many other records attached to it, the remote synchronization function must be able to positively identify a related record by the corresponding record in the transfer set. To uniquely identify each related record, GoldMine assigns it a unique transfer number.

Since GoldMine uses account numbers and transfer numbers to uniquely identify records in the contact databases, it is possible for two records that contain identical data to be considered different records by GoldMine during the remote synchronization process. Essentially, a record residing on a remote GoldMine system will be considered a match to a record residing on another GoldMine system only if the creation of both records can be traced back to a single, common GoldMine system.

This concept is important to remember when initially setting up GoldMine systems for remote synchronization. If the GoldMine systems that you want to synchronize already contains data, you will first have to consolidate all of these databases into one GoldMine database. Otherwise, GoldMine will view the records in the various GoldMine systems as different records, even if they contain the exact same information. Changes to these different records will not be synchronized.

See also:

Synchronizing Data Files

What Happens during Remote Synchronization?

Activating Remote Synchronization


What Happens during Remote Synchronization?

During remote synchronization, changes to data made in one GoldMine contact database are compared to the data of another contact database. If it is appropriate (when the data in the transfer set is more recent than the data in the contact database), the contact database information is updated with the information in the transfer set. Depending on which of GoldMine’s data structures is being updated, a single field, or an entire record can be copied from the transfer set into the contact database being synchronized.

Note that the synchronization process works one-way. To completely synchronize two databases, the process must be repeated in reverse. The GoldMine system that was just updated must create a transfer set to be used by the other GoldMine system.

Since some of GoldMine’s data structures are synchronized at the record level, it is possible for remote synchronization to discard valid data. During remote synchronization, data structures that are tracked on the record level, such as scheduled activities, are either entirely updated from the information in the transfer set, or the information in the transfer set is entirely ignored for that record.

The order in which the databases are updated will have no effect on the outcome. The determination whether to keep or reject the changed data in the transfer set is based solely on the last modification date and time. Also note that this update anomaly would not have occurred if the data structure that John and Sally both edited was the Primary Contact information. This information is tracked on the field level, and the remote synchronization process will identify the most recently modified field, update only that field, and preserve the information in the remaining fields.

Retrieving the Transfer Set

The following section describes how each GoldMine’s data structure is handled during the retrieval of a remote synchronization transfer set.

Contact Records

Each contact record exported into the transfer set is matched with a contact record in the GoldMine contact database by account number. If a record with an account number that matches the account number of the record in the transfer set cannot be found, a new contact record is created in the contact database. The contact record in the transfer set, and all of the related records in the transfer set with the same account number, are copied into the new contact record.

If a matching contact record is found in the contact database, the last update date and time for each field on the contact record in the contact database is compared with the last update date and time of the corresponding field on the record in the transfer set. If the field in the transfer set contains more recent information, then that information is copied into the field in the contact record. New entries in the Notes field on the contact record in the transfer set are inserted into the appropriate position on the Notes field in the retrieving system. Existing note entries are not updated.

Supplementary Records

Each additional contact, profile, referral, linked document or archived note record exported into the transfer set is matched with a supplementary record in the contact database by transfer number. If a record with the transfer number that matches the transfer number of the supplementary record in the transfer set cannot be located, a new supplementary record is created. The information from the supplementary record in the transfer set is copied into the record in the contact database.

If a matching supplementary record is found, and the last update date and time of the record in the transfer set is more recent than the record in the contact database, GoldMine will update all the fields on the record in the contact database with the information in the transfer set. As explained earlier, edits made to the record since the last transfer, but prior to the most recent edit will be lost.

Calendar Records

Each calendar record in the transfer set is matched with a calendar record in the contact database by transfer number. If a matching calendar record cannot be found, an attempt is made to locate a history record with a matching transfer number. If a matching history record cannot be located, a new calendar record is created, and the information from the calendar record in the transfer set is copied into it.

If a matching calendar record is found in the calendar file of the contact database, and the last update date and time of the record in the transfer set is more recent than the record in the contact database, GoldMine will update all of the fields on the record in the contact database with the information in the transfer set. As explained earlier, edits made to the record since the last transfer will be lost.

History Records

For each history record exported into the transfer set, a search is performed in the calendar file for a record with the same transfer number. If a calendar record with the same transfer number is found, it is deleted. GoldMine then attempts to locate a history record in the contact database with a matching transfer number. If a matching history record is not found, a new history record is created, and the information from the history record in the transfer set is copied into it. This process is refereed to as auto-completion, and ensures that activities completed on a remote system cause a corresponding completion of an activity on the retrieving system.

If a matching history record is found, and the last update date and time of the record in the transfer set is more recent than the record in the contact database, GoldMine will update all of the fields on the record in the contact database with the information in the transfer set. As explained earlier, edits made to the record since the last transfer, but prior to the most recent edit, will be lost.

Sending the Transfer Set

Remote synchronization requires that a transfer set be created on one computer and retrieved by another computer. You might wonder how the transfer set is moved from the GoldMine system where it is created, to the GoldMine system where it will be retrieved. There are several ways to do this and the following section will describe the most common methods of transporting the transfer set.

SneakerNet

SneakerNet is probably the oldest and cheapest way to move files from one computer to another. No special hardware or software is required to use SneakerNet. However, the two computers involved in the transfer must be within walking distance from one another. To use SneakerNet, all you need to do is copy the files you want to move onto a floppy disk, and walk them over to the other computer.

If the two computers are too far way to make walking between them practical, you might want to experiment with MailNet, UPSNet, or FedExNet.

Although GoldMine’s remote synchronization functions will allow you to create a transfer set directly on a floppy disk, you are responsible for insuring that the transfer set is smaller then the capacity of the floppy disk. If a very large transfer set needs to be created, it should be created on the hard-drive, and then archived or compressed before being copied to the floppy disks for transport.

If the remote GoldMine system can be connected to the host GoldMine system through a local area network, then remote synchronization can be performed using the host’s hard disk as a temporary storage area for the transfer set. This function is most often used to synchronize a remote notebook computer that is equipped with a “pocket” LAN adapter, and can log into the network.

GoldMine has a special feature that performs synchronization between a network GoldMine system and a connected laptop. To access this feature, select the File|Synchronization|Sync with a Connected Notebook... option.

Via Modem

If your computers are equipped with modems, you can send the transfer set from one GoldMine system to another through telephone lines using the Sync with another GoldMine Site... option.

Electronic Mail

A transfer set can be attached to an electronic mail message sent from one location to another via Internet, MCI Mail, Novell MHS, or CompuServe.

GoldSync Gateway

All of the methods described above require manual creation and retrieval of the transfer set to complete the remote synchronization. With careful planning and implementation, automatic synchronization can be implemented using these other transport methods--but there is a better way! The GoldSync remote synchronization gateway is a value-added product for GoldMine that automates the process for synchronizing remote GoldMine systems over a network, WAN, or standard telephone lines. GoldSync has the capability of calling a remote GoldMine system, or waiting for a remote system to call, and automatically synchronizing both the remote and host GoldMine systems.

Any PC that runs GoldMine 2.5a.50908 or later can synchronize with a GoldSync gateway. No additional software and hardware is required.

Using multiple GoldSync servers, gateways that support from 1 - 100 telephone lines can be implemented. Support for dedicated incoming, dedicated outgoing, or incoming/outgoing lines is included.

Remote GoldMine users need only set their systems for automatic synchronization, and at a predetermined time, their GoldMine system will call the synchronization gateway, upload a transfer set, and/or download a transfer set from a host system, and then automatically disconnect. After disconnecting the telephone line, both the host system and the remote system automatically retrieve each other’s transfer sets. If it is impractical for the remote user to call the gateway, the gateway can be set up to call the remote user.

Complete information on the setup and operation of the GoldSync Remote Synchronization Gateway is available from GoldMine Software (formerly ELAN Software) or your local GoldMine Solutions Partner.

See also:

Synchronizing Data Files

How are Records Identified?

Activating Remote Synchronization


Using Filters with Remote Synchronization

When GoldMine creates a transfer set, a filter can be used to limit the records included in the transfer set. To create a transfer set with a limit to a specific set of records, activate a filter on the contact database prior to creating the transfer set. GoldMine will include in the transfer set only those records that match the filter expression.

See also:

Synchronizing Data Files

How are Records Identified?

What Happens during Remote Synchronization?


Creating a Transfer Set Manually

To create a transfer set:

From the File menu, select the Synchronization|Create a Transfer Set... option. The Creating a Transfer Set dialog box will appear.

The Creating a Transfer Set dialog box contains the following options:

Export to Directory

Drive and path on your system in which the transfer set is to be saved. GoldMine will create the directory if it does not already exist. If the directory already exists, it should not contain any files.

Note that GoldMine will not create a transfer set in the root directory of any drive. If you want to create a transfer set on a floppy disk, you will have to specify a sub-directory to store the files, such as A:\TRANSFER.

Typically, you will leave the following nine options set to allow GoldMine to export all changed data into the transfer set. However, in certain circumstances you might want to export a specific type of information from GoldMine. In that case, check only those boxes that correspond to the data type that you want to export.

Contact records

Includes contact records in the transfer set. To exclude contact records, remove the check from the box.

History records

Includes history records in the transfer set. To exclude history records, remove the check from the box.

Profile records

Includes profile records in the transfer set. To exclude profile records, remove the check from the box.

Referral records

Includes referral records in the transfer set. To exclude referral records, remove the check from the box.

Additional contacts

Includes additional contacts in the transfer set. To exclude additional contacts, remove the check from the box.

Linked records

Includes linked records in the transfer set. To exclude linked records, remove the check from the box.

Linked documents

Includes linked documents in the transfer set. To exclude linked documents, remove the check from the box.

Calendar records

Includes calendar records in the transfer set. To exclude calendar records, remove the check from the box.

Unlinked Records

Includes unlinked records in the transfer set. To exclude unlinked records, remove the check from the box.

Unlinked Cal-records

Includes unlinked calendar records in the transfer set. To exclude unlinked calendar records, remove the check from the box.

Modified Since

The transfer set includes only those records modified after the date and time entered in these fields. Typically, the date and time that the last transfer occurred is entered in these fields, so this transfer set will not contain records that were included in the prior transfer set. The date and time of the last export is stored by GoldMine, and these fields will automatically be filled the next time you select this option.

For example, if the transfer was done on June 1, 1993 at 1:30 p.m., type this date and time in the Modified Since fields. GoldMine will not export records that were last modified before this date.

The first time a transfer set is created, set the the Modified Since fields to the date and time that remote synchronization was activated for that database. This will ensure that any changes made to the database since the data was consolidated will be included in the transfer set.

Calendar of user

Enter the name of the user whose calendar should be included in the transfer set, or set the field to (all) to export the scheduled activities of all users. If you are creating a transfer set on a host system that supports many users, but the remote system supports only one user, the user name of that user should be entered to ensure that only his or her calendar activities are transferred. If the field is left blank, all calendar activities will be exported. To inhibit the exporting of calendar activities, uncheck the Calendar Records option.

Once these parameters are set, select Go, and GoldMine will begin exporting all the records in the database that have been changed since the cut-off date into the transfer set. If a filter is active prior to selecting the transfer option, GoldMine will export only those records that match the filter that have been modified.

A status screen will display the total number of records exported to the transfer set and the name of each contact record as it is being exported.

When the transfer is completed, GoldMine will have created eleven files in the Export To Directory. The completed transfer set consists of the following eleven files:

Transfer Set File Listing

File	Description
CAL.DBF	New or modified calendar activities
CAL.DBT	Calendar activity notes
CONTACT1.DBF	New or modified contact information
CONTACT1.DBT	Main screen contact notes
CONTACT2.DBF	New or modified contact information
CONTHIST.DBF	New or modified history records
CONTHIST.DBT	History record notes
CONTSUPP.DBF	New or modified supplementary record
CONTSUPP.DBT	Supplementary record notes
CONT2NTX.NTX	Support index file
CSUPPNTX.NTX	Support index file
See also:

Using Filters with Remote Synchronization

Retrieving a Transfer Set Manually

Transferring Records Between GoldMine Files

Synchronizing Files on a Notebook PC

Synchronizing with a Remote Site

Synchronizing between a GoldMine PC and a GoldSync Server

Activating Remote Synchronization


Retrieving a Transfer Set Manually

The Retrieve a Transfer Set... option is used to begin retrieving a transfer set into the current contact database. The Select Remote Data Retrieval Options dialog box will appear.

The Select Remote Data Retrieval Options dialog box contains the following options:

Retrieve Files From Directory

Enter the drive and path containing the transfer files to be used to update the current contact file. GoldMine will warn you if the transfer files are not found in the selected directory.

Create New

Eight options allow you to control whether or not GoldMine creates new records when a record in the transfer set is not found in the contact file. You can selectively prevent GoldMine from creating new Contact Records, History records, Profile records, Referral records, Linked records, Linked documents, Additional contacts, or from trying to Import Scheduled Activities by unchecking the corresponding check box. Typically, these check boxes will remain checked.

In addition, you can prevent GoldMine from removing completed activities by unchecking the Remove Completed Activities check box. Typically, you will leave this option checked to allow GoldMine to automatically remove from the local calendar, all activities that have been completed on a remote system. Uncheck this option if you do not want calendar activities removed from the calendar when they are completed on a remote system.

Update Existing

By default, GoldMine will update records in the contact database with information from the transfer set. Typically, these check boxes should be checked. To prevent GoldMine from updating records with information from the transfer set, remove the checking the corresponding Update Existing check box.

Calendar Activities of User

Type the name of the user whose calendar activities you want to import into the system, or leave this field blank to import the calendar activities of all users. If you are processing the transfer set at a central office location, you will want to import all calendar activities; if you are importing into a single user system, you might want to import a specific user’s calendar activities only.

Once these options are entered, select Go. GoldMine will begin updating the local contact database and calendar with data from the transfer set of the remote GoldMine system.

See also:

Using Filters with Remote Synchronization

Creating a Transfer Set Manually

Transferring Records Between GoldMine Files

Synchronizing Files on a Notebook PC

Synchronizing with a Remote Site

Synchronizing between a GoldMine PC and a GoldSync Server

Activating Remote Synchronization


Transferring Records Between GoldMine Files

The ability to transfer contact records from one directory to another is instrumental in the management of multiple contact databases. GoldMine provides two functions for transferring records between contact databases. To transfer records between contact databases via either of these functions:

From the Synchronization menu, select the Transfer between Contact Files... option. The Transfer Records Between Contact Files dialog box will appear.

The Copy Records transfer method creates a duplicate record in another GoldMine file. This duplicate record has the same account number as the original record, and all Notes, history, additional contacts, Profile, and Referral records are copied to the duplicate record.

The Move Records transfer method functions similarly to the Copy Records method, except that the original record is deleted after the duplicate is created.

Moving a record is sometimes necessary. For example, when a record’s status is changed from prospect to customer. When this occurs, you can move the contact record from the prospect database to the customer database.

Both the Move Records and Copy Records methods can be used with a group or a filter. These options are typically used to transfer only a select group of records to the new file, such as creating a database of contacts that a specific salesperson will use. When a filter or group is active, GoldMine will transfer only those records that match the filter or group to the new file.

After selecting the destination database, GoldMine can transfer either the current record or all records matching the current filter expression or group to the selected contact database file. Since the transferred records share the same account number with their original counterparts, scheduled calendar activities are considered “linked,” if either the original or destination databases are selected. However, a history record will only be placed in the active database file.

In addition, when remote synchronization is active, the Transfer Between Contact Files... option will use synchronization to ensure that existing contact records are not overwritten with obsolete information.

The Transfer Records Between Contact Files dialog box contains the following options:

Select Target Contact File

Selects the contact database to which the selected records are to be transferred. To select a database, either press [up-arrow] or [down-arrow] to highlight the database, or click on the selected database with the right mouse button.

Transfer Method

Select the Copy Records option to duplicate records in the selected database, or select Move Records to copy records to the selected database and then delete them from the current database.

Record Selection

Select This Record to transfer only the current contact record in the current contact record, or select All (filtered) Records to transfer all records in the current database. If a filter or group is active in the contact record, only those records matching the filter expression, or members of the group, will be transferred.

Go

Select this option to begin copying records.

See also:

Using Filters with Remote Synchronization

Creating a Transfer Set Manually

Retrieving a Transfer Set Manually

Synchronizing Files on a Notebook PC

Synchronizing with a Remote Site

Synchronizing between a GoldMine PC and a GoldSync Server

Activating Remote Synchronization


Synchronizing Files on a Notebook PC

If you can connect your notebook PC to the network, GoldMine can synchronize your files with the network GoldMine system in a single step. To access this feature, connect your notebook to the network, and log in to the network copy of GoldMine. From the File menu, select the Synchronization|Sync with a connected Notebook... option. The Synchronize with a Notebook Connected to a Server dialog box will appear.

The Synchronize with a Notebook Connected to a Server dialog box contains the following options:

Note:	All date and time fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

•	Clicking on the spin controls to scroll by five-minute intervals (time fields), or by one-day increments (date fields)

•	Press [F2] inside the field to display an analog clock  (time fields), or a graphical calendar (date fields)

Notebook’s GoldMine Directory

Type the drive and directory containing the notebook’s GoldMine files. If you have entered this directory correctly, a listing of the contact files on the notebook computer should appear in the Select Desired Notebook Database browse window.

Select Desired Notebook Database

Select a database to synchronize with the active contact database in the network GoldMine system. To select a database, either click on the database, or press [up-arrow] or [down-arrow] to highlight the database name.

Update Files on

These check boxes allow you to select whether to update the contact files on either the Server or Notebook. You can prevent GoldMine from updating a contact database by unchecking one of these boxes.

Sync Cutoff

GoldMine will synchronize only those records modified after the Date and Time entered in these fields. Typically, the date and time that the last synchronization was completed is entered in these fields, so records that were included in the prior synchronization are not transferred again. The date and time of the last synchronization is stored by GoldMine, and these fields will be automatically updated the next time you perform this option.

Calendar of User

Type the name of the user whose calendar should be included in the transfer set, or set the field to (all) to export the scheduled activities of all users. If you are creating a transfer set on a host system that supports multiple users, but the remote system supports only one user, the user name of that user should be entered to ensure that only his or her calendar activities are transferred. If the field is left blank, all calendar activities will be exported.

To display a list of all available users, click on the arrow to the right of the field.

When finished, select Go to start the synchronization process.

See also:

Using Filters with Remote Synchronization

Creating a Transfer Set Manually

Retrieving a Transfer Set Manually

Transferring Records Between GoldMine Files

Synchronizing with a Remote Site

Synchronizing between a GoldMine PC and a GoldSync Server

Activating Remote Synchronization


Synchronizing with a Remote Site

GoldMine allows you to synchronize with another remote GoldMine system via the modem. Using this functionality, GoldMine can call a remote GoldMine system, or wait for a remote GoldMine system to call, establish a connection, and perform the synchronization by transferring data across the telephone lines. To use this feature you must have a modem installed and configured properly on the Preferences dialog box.

This feature allows you to synchronize data in one direction, such as to send a new lead to a dealer while he is still on the phone, or synchronize in both directions, such as to allow a traveling salesman to exchange data with the home office.

To access this feature, select the File|Synchronization|Sync with another GoldMine Site... option. The Synchronize with a Remote Site dialog box will appear.

The Synchronize with a Remote Site dialog box contains the following options:

Note:	All options displayed in the Synchronize with a Remote GoldMine Site dialog box can be used with basic GoldMine remote synchronization functionality, except those accessed when the user clicks on the GoldSync button.

Answer remote caller

GoldMine will wait for another GoldMine or GoldSync system to call. When the other system calls, GoldMine will answer the call, establish a connection with the remote system, and begin transferring data.

Continually

GoldMine will wait for incoming calls. After a synchronization cycle, GoldMine will reset, then wait for another call.

Call remote at

GoldMine will call the remote GoldMine or GoldSync system specified in the telephone number field. You can enter the telephone number directly, or select one of the telephone numbers from the displayed contact record. If the remote system answers, GoldMine will establish a connection and begin sending the transfer set.

Internet email to

GoldMine will send the transfer set to the Internet address entered in this field; for example, JOHNDOE@SOMEWHERE.COM.

Link with GoldSync over a WAN

GoldMine will send the transfer set to the specified directory, such as GSDATA, of a GoldSync server that is across the Wide Area Network (WAN).

To specify the destination directory, click on the Path button to display the Select Path dialog box. You can either type the path to the destination directory in the Please enter the GoldSync directory field, or select the Browse button to search for the directory.

Connect Immediately

GoldMine will call the remote system immediately.

Delay Until

Specifies a future time to attempt to connect with the remote system. GoldMine will wait until the date and time specified in the date and time fields to call the remote GoldMine system.

Connect Password

You can specify an optional password to protect the system from unauthorized connection attempts. When a password is used, both the local and remote GoldMine systems must use the same password.

Send Data

Sends data to the remote GoldMine or GoldSync system. Check this box for GoldMine to create and send a transfer set containing data from this system to the remote system.

This Contact

Sends only the current contact record in the displayed contact record to the remote system. Further, you can specify exactly which data is sent from the contact record by selecting the Options button. Selecting the Options button will display the Send Data Options dialog box from which you can set the transfer options.

All Contacts

Sends all contact records modified since the cutoff date to the remote GoldMine or GoldSync system. The default cutoff date is the date of the last synchronization. You can set a different cutoff date, and other options, by selecting the Options button. Selecting the Options button will display the Send Data Options dialog box from which you can set the transfer options.

GoldMine will accept any active filter or group for the displayed contact record and will only send changes for the contact records that match the filter expression or are members of the active group.

Transfer Set

GoldMine will transmit a specified transfer set to the remote GoldMine or GoldSync system. The transfer set must already exist, and you must specify the location of the transfer set by selecting the Path button.

Receive Data

GoldMine will receive and process a transfer set containing data from the remote GoldMine or GoldSync system.

To set options for synchronizing with a GoldSync system, select the GoldSync button--the Request from GoldSync Server dialog box will appear.

Sync Current File

GoldMine will synchronize the received transfer set into the current contact file.

To specify which records and linked documents that you want to create or update, as well as which user calendar to import, select the Options button. Selecting the Options button will display the Data Retrieval Options dialog box from which you can set the transfer options.

Create New File

 GoldMine will create a new contact file containing the data from the remote system’s transfer set. You must specify a path for the new contact file by selecting the Path button.

Create Transfer Set

GoldMine will receive the transfer set, but will not synchronize its contents into the receiving GoldMine system. The transfer set will be stored into the directory specified by the selecting Path button.

When finished, select the Connect button to start the transfer process.

See also:

Using Filters with Remote Synchronization

Creating a Transfer Set Manually

Retrieving a Transfer Set Manually

Transferring Records Between GoldMine Files

Synchronizing Files on a Notebook PC

Synchronizing between a GoldMine PC and a GoldSync Server

Activating Remote Synchronization


Synchronizing between a GoldMine PC and a GoldSync Server

The GoldSync remote synchronization system is an add-on enhancement for GoldMine that automates the process of synchronizing multiple GoldMine systems via standard telephone lines. GoldSync remote synchronization offers a variety of significant operating benefits, including multilevel security, setting easy operation for the remote user, as well as strategic advantages over GoldMine’s basic one-to-one remote synchronization.

GoldSync can simultaneously update multiple remote GoldMine systems with information that has been added or changed in other GoldMine systems. Messages, contact records, schedule updates, and other information can be sent automatically and simultaneously to as many users as are configured for the remote synchronization session. Typically, a remote user sets the GoldMine system for automatic synchronization, and at a predetermined time, the GoldMine system dials the PC in the office that acts as the GoldSync host system, uploads a transfer set, downloads a transfer set from the host system, then disconnects. If the remote system is unable to dial into the gateway, the host system can be set up to dial the remote system. Once the host system receives a transfer set from the remote system, and the remote system receives a transfer set from the host system, each system retrieves and incorporates the updates automatically.

Any PC that runs GoldMine 2.5a.50905 or later can perform remote synchronization with a GoldSync host server. To exchange data with GoldSync, the remote PC must have a modem installed and configured properly in the GoldMine Preferences dialog box. No additional hardware or software is required.

A remote user can select options that set some aspects of a GoldSync synchronization session, such as the synchronization method--the types of records to be included in the transfer set--and the method of retrieval. Any functionality available to the remote site must be specified in GoldSync. If the corresponding option is selected in GoldSync, then the server will accept the request made by the remote site. If not, the user can select a GoldSync option, such as specifying a telephone number to override the default telephone number entered for the remote site, but GoldSync will not support that option.

Requesting Data from the GoldSync Server

To access the GoldSync synchronization options, select the File|Synchronization|Sync with another GoldMine Site... option. The Synchronize with a Remote Site dialog box will appear.

All options displayed in the Synchronize with a Remote Site dialog box can be used with basic GoldMine remote synchronization functionality, except those accessed when the user clicks on the GoldSync button.

To access options used to synchronize with a GoldSync server, select the GoldSync button. The Request from GoldSync Server dialog box will appear.

The Request from GoldSync Server dialog box includes the following options that allow the user to make requests of the GoldSync server:

My Changed Calendar Records

Asks GoldSync to create a transfer set that contains changes and additions made after the cutoff time/date to only records linked to activities on the user’s calendar. Only those contact records related to the user’s scheduled activities are included in the transfer set. If GoldSync has been set up to accept requests for calendar updates from this user, the host server will create a transfer set.

All Changed Contact Records

Asks GoldSync to send additions and changes to contact records in the host database made after the cutoff time/date. If GoldSync has been set up to accept requests for updates to contact records from this site, the host server will create the transfer set.

Pickup Waiting Data

Sets GoldMine to call GoldSync to retrieve a transfer set already created by the server. GoldMine can request a pickup of waiting data either to receive a transfer set that GoldSync created as the result of an earlier request (see the Pickup Later option), or, as a result of continuous processing by GoldSync.


Wait On-line

Specifies that GoldMine remain on the telephone line while GoldSync creates a transfer set of requested data (calendar records or contact records), and sends the transfer set to the remote system.

Pickup Later

Specifies that after the remote synchronization session, GoldMine will hang up, then dial GoldSync at another time to retrieve the specified data (calendar records, contact records, or waiting data).

Call Me Back ASAP

Specifies that after the remote synchronization session, GoldMine will hang up. GoldSync will create a transfer set of the requested data (calendar records or contact records), then dial the remote system at either a telephone number entered in GoldSync or at an override number entered in the Phone No field of this dialog box.

Default

Instructs the server to dial the telephone number entered stored in GoldSync.

Phone Override

Instructs the server to dial the telephone number entered in the Phone No field. The entry must include any numbers in addition to the telephone number required to reach the remote site, such as any prefix required to access an outgoing line. For example, the server will dial an override telephone number instead of the default telephone number only if the corresponding option in GoldSync is selected.

Retrieve Filter

Designates a filter expression that GoldMine will apply to a transfer set retrieved from the host.

To select a previously created filter, select the Filter button. The Expression Builder dialog box will appear.

To display a list of existing filters for the currently logged user, click on the arrow to the right of the Filters field.

To start the transfer process, from the Synchronize with a Remote Site dialog box, select the Connect button.

See also:

Using Filters with Remote Synchronization

Creating a Transfer Set Manually

Retrieving a Transfer Set Manually

Transferring Records Between GoldMine Files

Synchronizing Files on a Notebook PC

Synchronizing with a Remote Site

Activating Remote Synchronization


Setting up a New Contact Database

If you are setting up remote synchronization on new GoldMine installations that do not contain any contact information, activate remote synchronization as follows:

From the File menu, select the Configure GoldMine|Activate Sync... option. GoldMine will display a dialog box indicating the current synchronization state for the active database. The dialog box will then allow you to toggle the synchronization state.


Setting up an Existing Contact Database

If you are already operating more than one GoldMine system, and you have contact information stored in the contact databases on these systems, setting them up requires additional steps. Data in existing GoldMine contact databases will have to be consolidated prior to using remote synchronization.

If any duplicate contact information is shared by the contact databases that you wish to synchronize, then you will have to consolidate all of the databases into a master database, and either delete or merge duplicate records (using a third-party utility such as GoldBox). The resulting master database should not contain duplicated records, unless that is your intention.

The reason for this requirement was explained in detail earlier. If the databases are not combined, GoldMine will consider the duplicate records on all the other systems to be different records. When the GoldMine systems containing these duplicate records are synchronized, each database will receive a copy of the other system’s duplicate record, rather than an update of the existing record.

The simplest method to consolidate several contact databases into a master contact database is to use GoldMine’s Transfer between Contact Files... function, which is designed to copy records from one local GoldMine database to another database. To use this function, all of the contact databases on the other GoldMine systems must be physically copied onto a designated host system. These copies can take considerable disk space, so you might want to use a GoldMine system that resides on a computer with a large amount of free disk space (such as a workstation on the main office’s local area network).

First, make a subdirectory on the host GoldMine system to store each database that will be copied from another GoldMine system. For example, if you have loaded GoldMine into a directory called C:\GOLDMINE, create a subdirectory called C:\GOLDMINE\REMOTE1 to hold the first database, C:\GOLDMINE\REMOTE2 to hold the second database, et cetera.

Once you have created subdirectories to store the contact data, copy all of the database files from each contact database that you wish to synchronize into one of the directories on the host system. You can need to use a backup program if the database files are too large to fit on a single floppy disk.

Once you have copied each contact database onto the host system, you must create a contact database record for each directory in GoldMine’s Contact Files Listing dialog box.

To create a contact database record:

From the File menu, select the Open... option. The Contact Files Listing dialog box will appear.

Select the New option. The Contact File Profile dialog box will appear.

The Contact File Profile dialog box contains the following options:

Description

Descriptive name for the database. This name will appear on the status line when the database is active. Enter a name that describes the contacts file, such as Comdex 95 Trade Show, or New Businesses Downtown.

Files Path

Drive and path of the DOS directory that you created to hold the contact database from the other GoldMine system.

Create a New Set of Files

Remove the check mark from this box. You do not want GoldMine to attempt to create new files, rather, you are informing GoldMine of files that already exist in the specified directory.

Access

Owner of the contact file. Leave this field blank, or enter your own GoldMine user name.

Once you have entered this information for each contact database, you can consolidate the information into the master contact file. Begin by highlighting one of the remote contact database records on the Contact Files Listing dialog box, then select the Open button. GoldMine will open the selected contact database.

The Transfer between Contact Files... function, which is accessed by selecting the File menu, then Synchronization, will be used to copy all of the contact records into the master contact database. If remote synchronization is inactive, this option creates a duplicate record in master contact file, and all Notes, History, Additional Contacts, Profile, and Referral records are copied to the duplicate record. As is required for proper synchronization, the duplicated record will share the same account number and transfer numbers, as the original. After selecting the Transfer between Contact Files... option, the Transfer Records Between Contact Files dialog box will appear.

The Transfer Records Between Contact Files contains the following options:

Select Target Contact File

Highlight the contact database that you have designated as the main contact database. Records will be copied into this database.

Transfer Method

Select the Copy Records option.

Record Selection

Select All (filtered) Records.

Go

Select this option to begin copying records.

For each contact database you want to merge into the master contact database, repeat the process of opening the contact database and then copying all records into the master contact database.

Once all of the remote contact databases have been transferred into the master contact database, you can begin deleting duplicate contact records in the master contact database. If there is a large number of duplicate records, or if you want to merge History or supplemental information from the duplicate records, use GoldMine’s Merge/Purge wizard.

See also:

Activating Remote Synchronization


Activating Remote Synchronization

To activate or deactivate remote synchronization, select File|Configure GoldMine|Activate Sync... When this menu option is selected, GoldMine will display a dialog box indicating the current synchronization state for the active database. The dialog box will then allow you to turn synchronization on and off.

Activating remote synchronization modifies the data structures of the contact database so the last modified data and time information is stored. This is performed through the Data Synchronization Settings menu, and must be completed for each contact database being synchronized.

The activation process requires some time, and a substantial amount of disk space. Expect at least a ten percent increase in the size of the contact database after activation--more if user-defined fields have been added to the database. Note again that this will activate remote synchronization for the current database only, as each contact database maintains its own transfer status.

Note:	If you are activating remote synchronization on a database that was used with GoldMine for DOS, you must assign transfer numbers to all Calendar, History and Supplemental records in the database. In GoldMine for DOS, select Assign Transfer Records (urrA) to begin this process, which can be time consuming. When this process is complete, you are ready to begin synchronizing.

Copying the Contact Database to the Remote Site

Once remote synchronization has been activated on the master database, a copy of this database (or a subset) can be distributed to each remote site. You can use any of the synchronization methods to transfer initial data to remote sites. Set the synchronization cutoff date to 01/01/80 to ensure that all data is sent in the first synchronization.


Indexing Data Files

GoldMine stores information in two types of files: data files and index files. Data files contain the information that is displayed for a contact record, the calendar, or any other part of GoldMine. Index files do not actually store contact or calendar information; instead, these files store special “pointer values” that allow GoldMine to quickly locate information in the data file, or to present the information in an alternate sequence, such as required when using a command from the Query menu.

Occasionally, index files can become corrupt, causing any of the following problems:

•	Contact records that you know have been entered in GoldMine cannot be located

•	Calendar activities do not appear in the history file when completed

•	Lower portion of the contact information does not appear in a contact record, or the lower half of the contact screen contains another record’s contact information

•	Additional contacts, profiles, or referrals are missing from a contact record, or the contact record contains supplementary records that do not belong to the record

•	You cannot log into GoldMine with a valid user name and password

•	Calendar or history records that appear in the browse window are not in date sequence

To prevent data loss when an index file becomes corrupt, GoldMine index files must be regenerated immediately. The Index wizard guides you through the procedure to regenerate index files for the GoldMine database.

Note:	In most cases, if you suspect an index file to be corrupt, or an index related error message is displayed, you should inform other network users to exit GoldMine. GoldMine requires all network users to log out before the databases can be indexed. Most importantly, the other users can experience data loss if they continue to work with GoldMine without first reindexing the files.

To regenerate index files:

Note:	During indexing, only one user can access a data file at a time. Before indexing can proceed, GoldMine will ensure that no other user is accessing the same data. Once the operation is in progress, GoldMine will prevent any other user from accessing the data being modified.

From the Tools menu, select the Index Files option. The Index Wizard will appear.

Depending on the size of your database, indexing the entire database can be time-consuming. Selecting specific file types to index reduces the total amount of processing time. The Index Wizard contains the following file options:

Current Contact Files

Selects only the contact files in the currently open database for indexing.

Individual Files

Allows you to specify which files in the currently open database that GoldMine will index.

All Database Files

Selects all GoldMine system files and all data files of the currently open contact database for indexing.

When finished, select the Next> button.

If you selected either the Current Contact Files option, the About to Index launch window will appear. When ready to start processing, select the Finish button. Indexing is a relatively time-consuming process. Large databases (100,000 or more records) can require an hour or more to index. During the index process, GoldMine will display the Indexing Data Files window that provides information about the ongoing status of the process. Once indexing is complete, be sure to inform other network users that they can now return to their work in GoldMine.

If you selected the Select Individual Files option, the Index Selected Files dialog box  will appear.

If you selected the All Database Files option, the Index All Database Files dialog box will appear.

See also:

Preventing Corrupt Indexes


Selecting Files to Index

Once you select the Select Individual Files option, the Index Selected Files dialog box will appear.

The Index Selected Files dialog box contains options for every file type in the contact database. Place a check in each box that corresponds to the file type(s) that you want to index, such as Contact1. To select all listed files, select the Set All button. To remove checks from selected file types, select the Reset All button. You must select at least one file type to continue. That is, the Next> button will become available when you check at least one file option.

Note: If you select the Reports file option, GoldMine will index a Crystal reports file, if found.

When finished, select the Next> button. The About to Index launch window will appear. When ready to start processing, select the Finish button. Depending on the number of file types selected, indexing can be a relatively time-consuming process. Large databases (100,000 or more records) can require an hour or more to index. During the index process, GoldMine will display the Indexing Data Files... window that provides information about the ongoing status of the process. Once indexing is complete, be sure to inform other network users that they can now return to their work in GoldMine.

See also:

Preventing Corrupt Indexes


Indexing All Database Files

Once you select the All Database Files option, the Index All Database Files dialog box will appear.

The Index All Database Files dialog box contains the following options:

Files in GoldMine Directory

Select all system files and data files in the GoldMine directory for indexing.

Current Contact Files

Selects only the contact files in the currently open database for indexing.

All Contact Files

Selects all contact files in all GoldMine contact databases for indexing.

You must select at least one index option to continue. That is, the Next> button will become available when you check at least one index option.

Note: If you select the Files in GoldMine Directory option or the All Contact Files option, GoldMine will index a Crystal reports file, if found.

When finished, select the Next> button. The About to Index launch window will appear. When ready to start processing, select the Finish button. Depending on the number of file types selected, indexing can be a relatively time-consuming process. Large databases (100,000 or more records) can require an hour or more to index. During the index process, GoldMine will display the Indexing Data Files... window that provides information about the ongoing status of the process. Once indexing is complete, be sure to inform other network users that they can now return to their work in GoldMine.

See also:

Preventing Corrupt Indexes


Preventing Corrupt Indexes

Corrupt indexes are usually caused when an index file is not updated after a data file has been changed. Attention to the following factors can reduce the incidence of corrupt index files in GoldMine:

•	Never turn off your PC--or reboot--before completely exiting GoldMine. To exit to Windows, press [Alt]-[F4].

•	Network users should also log out of the file server before powering down the PC. Turning off the PC before logging out is the single most common cause of index file corruption.

•	Consider using a battery backup device. If power is lost, GoldMine could be interrupted while writing to a disk. This is almost certain to cause damage to index files, and possibly also to databases.

If you use GoldMine on a single-user PC, run CHKDSK.EXE occasionally, or a similar utility, to test the integrity of your disk drive. See your DOS or network operating system manual for details.


Consolidating Duplicate Records

Employees may accidentally create duplicate contact records in GoldMine. Over time, the number of duplicate contact records may be too great for manual deletion. GoldMine provides a safe way to delete duplicate records automatically with the Merge/Purge wizard. The wizard simplifies the replacement process by guiding you through the entire procedure.

Using the Merge/Purge wizard, you can select records based on a predefined profile, or define your own criteria. You can set up a custom merge/purge profile by defining the following criteria:

•	Contact record fields: select as many as you want GoldMine to use during the evaluation process to match records.

•	Method: select a criterion for each record match, which can be case-sensitive, case-insensitive, or Soundex.

•	Weight: select and assign a numeric weight to each criterion. When a record is evaluated, each match with the criteria earns the assigned weight value. If the total weight earned by matches between two records and the specified criteria equal the qualifying weight value, GoldMine selects the records as duplicates.

You can also select the method for disposing of duplicate records. You can either merge data from two duplicate records to create one updated record, or delete one of the duplicates according to a condition, such as deleting the older record. You can specify that GoldMine either process the merge/purge automatically, or display duplicate records for viewing or manual deletion.

Note:	We highly recommend selecting this option, that is, performing a dry run, before actually performing a purge.

To consolidate duplicate contact records:

Note:	During merge/purging, only one user can access a data file at a time. Before merge/purging can proceed, GoldMine will ensure that no other user is accessing the same data. Once the operation is in progress, GoldMine will prevent any other user from accessing the data being modified.

From the Tools menu, select the Merge/Purge Records... option. The GoldMine Merge/Purge Wizard will appear.

The GoldMine Merge/Purge Wizard offers two procedures:

Merge/Purge with a predefined profile

Displays the Select a Merge/Purge Profile window, which contains a list of previously defined Merge/Purge profiles. Highlight the profile that you want to use to search for duplicate records.

Merge/Purge with new criterias

Allows you to set up weighted criteria for the current merge/purge. The settings can be used for one time only, or saved as a Merge/Purge profile for future use.

When you have selected the type of merge/purge you want to conduct, click on the Next> button. Whether you selected a predefined profile from the Select a Merge/Purge Profile window, or selected the Merge/Purge with new criterias option, the Merge/Purge Criteria Settings dialog box will appear.

If you have selected a profile, the previously defined criteria for the GoldMine field, the selection method, and the assigned weight value will appear. These criteria cannot be changed or deleted. However, you can add criteria to the list, change the qualifying weight value, and specify whether or not to process merge/purge in Exclusive Mode.

See also:

Selecting Merge/Purge Criteria Settings

Deleting Records


Selecting Merge/Purge Criteria Settings

Whether you selected a predefined profile from the Select a Merge/Purge Profile window, or selected the Merge/Purge with new criterias option, the Merge/Purge Criteria Settings dialog box will appear. The Merge/Purge Criteria Settings dialog box contains the following information:

Qualifying Weight

Minimum value that records must meet based on matching defined field and criteria values for GoldMine to select these records as duplicates. For example, if the Qualifying Weight value is 50, two records must match as many weighted criteria as needed to attain a weight value equal to or greater than 50 for selection as duplicates. If records have matched criteria with a total weight of 70, GoldMine will select the records. However, if records have only matched criteria that total 40, GoldMine will not select the records as duplicates.

The default value is 50. To change the value, either type a new value from 1 - 100 in the field, or click on the spin controls (diagonal arrows) to the right of the field to increase or decrease the weight value.

GM Field

Name of the field on which GoldMine will search for a match.

Method

Type of match that the entry in GM Field must meet for selection:

•	Soundex: selects records with similar-sounding entries in the specified field. For example, prez, pres, and Presedint will all be selected as matches to President.

•	Exact Match: selects records with the same entries in the specified field.

•	First Word: selects records with the same initial word.

•	1st n-Characters: selects records in which the characters match for n number of characters.

By default, GoldMine will perform a case-insensitive search, which does not require entries in the comparison field to have the same upper- and lower-case characters. However, a case-sensitive option is available for all comparison methods except Soundex. The case-sensitive comparison option requires that entries have the same upper- and lower-case characters to be selected as matching. For example, in a case-sensitive search, president will not be selected as a match to President.

Weight

Numeric value assigned to the defined search criterion. If the entry in GM Field meets the condition, the record accrues this value. If the record accrues enough weight values from meeting individual conditions so that the sum is equal to or greater than the Qualifying Weight value, GoldMine will select the record.

Exclusive Mode

Allows only the network user performing the merge/purge to access GoldMine. Merge/purge will run in Exclusive Mode only if GoldMine detects no other network users running GoldMine. On a network, performing merge/purge in Exclusive Mode will process much faster than if no other users are working in GoldMine.

To remove a criterion, highlight the criterion, then select the Delete button.

To add a criterion, select the Add button. To edit criterion, highlight the criterion, then select the Edit button. The Merge/Purge Criteria Setting window will appear.

Set up a search for duplicate records by selecting the following items:

Compare the value of field

Selects the field from which GoldMine will compare values during the search. To select a field, click on the arrow to the right of the field to display a list of available GoldMine fields. Move the elevator bar or scroll through the list to highlight the field that you want to select, then click on the field name.

Soundex Value

Compares records for similar-sounding entries in the specified field. For example, prez, pres, and Presedint will all be selected as matches to President.

Exact Match

Compares records for the same entry in the specified field, excluding upper- and lower-case characters. For example, president will be selected as a match to President unless you also select the Case sensitive comparison option.

First Word

Compares records for the same initial word in the specified field, excluding upper- and lower-case characters.

For example, if you have seen two records for a contact Xavier Babayova, but are not sure that the last name was spelled the same in both records, select the comparison field Contact, and comparison method First Word to search for an exact match on the contact’s first name, which is Xavier. To add a requirement that the first word entries have matching upper- and lower-case characters, also select the Case sensitive comparison option.

1st n-Characters

Compares records for the same characters for a user-specified number of characters, excluding upper- and lower-case.

For example, if you select the City field, then set this option for the first three characters New, GoldMine will match records with city entries, such as Newbury Park, Newhall, and Newport Beach.

Case sensitive comparison

Check this box to require that compared field entries have the same upper- and lower-case characters to be selected. For example, president will not be selected as a match to President. This option is available for Exact Match, First Word, and 1st-n-Characters conditions.

Assign weight if condition is satisfied

Associates a numeric value with the condition. If the entry in the comparison field meets the condition, the record accrues this value. If the record accrues enough weight values from meeting individual conditions so that the sum is equal to or greater than the Qualifying Weight value, GoldMine will select the record.

To assign a weight value, either type a numeric value from 1 - 100 in the field, or click on the spin controls (triangular arrows) to the right of the field

When finished, select the OK button. The Merge/Purge Criteria Settings dialog box will appear. GoldMine will display the new condition in alphabetical order by field name in the criteria listing.

To continue, select the Next> button. The Merge Method window will appear.

See also:

Selecting a Merge Method


Selecting a Merge Method

The Merge Method window contains settings that determine how GoldMine will treat records selected as duplicates. You must select a setting whether working with a predefined merge/purge profile or creating a new profile.

To determine the manner in which duplicates are treated, select one of the following options:

Synchronize the records

Creates one updated contact record by selecting the latest changes from each field of both records. Therefore, information from two records could be merged into one record containing the latest entries for each field.

To merge data with this feature, synchronization had to be active when data was entered.

Keep the record that was Created First

Selects the contact record that was saved first. This date is determined by the entry logged in the Creation field of the Summary folder. For more information about the information provided by the Summary folder, see “Summary Tab” in Book 1 of the GoldMine Reference Manual.

Keep the record that was Last Updated

Selects the contact record with the latest changes. This date is determined by the entry logged in the Last Update field of the Summary folder.

Create Linked Additional Contacts in each record

GoldMine keeps both records, and places each contact under the Contacts tab of the duplicate record, so that each contact is listed as an additional contact for the other record. For example, if GoldMine determines that Jon Smith and John Smyth are duplicate contacts, Jon Smith will be added as an additional contact in the John Smyth contact record. John Smyth will be added as an additional contact in the Jon Smith contact record.

Prompt me before merging records

Check this box for GoldMine to display duplicate records and offers options so the user can make individual decisions on each set of duplicate records. This option is available for any of the above four methods.

Dry run: Only show duplicates--don’t merge/purge

Check this box for GoldMine to display duplicate records without any options to select records for purging. At the end of the process, duplicate records will remain in the contact database. This option is available for any of the above four methods.

If you select this merge option, GoldMine will not prompt you for a purge method, but will display the Save the Merge/Purge Profile window.

We highly recommend selecting this option, that is, performing a dry run, before actually performing a purge.

When you have selected a merge/purge option, select the Next> button. Unless you are performing a dry run, the Purge Method window  will appear.

See also:

Selecting a Purge Method


Selecting a Purge Method

The Purge Method window offers two options:

Delete the duplicate record

Allows GoldMine to automatically delete records that meet the qualifying weight as specified in the merge/purge profile.

Update a field with a value to indicate record deletion

When you select the Next> button, the Purge Method: Update Field Settings window will appear.

See also:

Updating Field Settings when Purging Records


Updating Field Settings when Purging Records

The Purge Method: Update Field Settings window contains the following settings:

Update Field

Selects a field in the purged record(s) to receive an entry from the Value field.

To select which field to update, click on the arrow to the right of the field to display a list of available GoldMine fields. Move the elevator bar or scroll through the list to highlight the field that you want to select, then click on the field name.

Value

Type the value that you want to insert into the specified Update Field in purged records. If the surviving record had a field with a previously entered value, this data will overwrite the existing value.

Merge Calendar, History, and ContSupp records

Check this box for GoldMine to move data to the surviving contact record(s) from the purged record. This option will move data from the following records:

•	Calendar

•	History

•	Additional contact

•	Referral

•	Profile

When finished, select the Next> button. The Save the Merge/Purge Profile dialog box will appear.

If you are either creating a new merge/purge profile, or if you are modifying a predefined merge/purge profile, and you want to use the new profile in the future, select Yes. In the Profile Name field, type a name for the new profile, then select the Next> button. The Ready To Merge/Purge display will appear.

When you are ready to start processing duplicate records, select the Finish button. If you did not select the merge option Prompt me before merging records, GoldMine will automatically process duplicate records according to your specifications. When finished, the Merge/Purge Options status window will appear, showing the number of duplicate records processed according to the merge/purge profile settings. Select the OK button to clear the status window, and display the currently selected contact record.

If you selected the merge option Prompt me before merging records, GoldMine will display duplicate records and allow you to select the record to save. The Merge/Purge Options window will appear.

The Merge/Purge Options window contains the following options:

Default Record

Keeps the contact record that meets the merge method criteria, and deletes the other duplicate record. For example, if the merge method is Keep the record that was Created First, the default record would be the record with the lowest record number, which would indicate that the record was created before any contact records with higher account numbers.

Skip/Ignore

Passes the currently displayed duplicate records, and displays the next pair of duplicate records. The passed records will remain in the contact database.

Right record

Deletes the contact record displayed on the right side of GoldMine’s work area, and merges data into the default record. This duplicate record did not meet the merge record criteria.

Don’t ask me again

Check this box for GoldMine to automatically finish processing duplicate records according to the specified merge/purge option without displaying another prompt.

When finished, select the OK button. The Merge/Purge Options status window will appear, showing the number of duplicate records processed according to the merge/purge profile settings. Select the OK button to clear the status window, and return to the currently selected contact record.


Deleting Records

Over time, you may need to delete old and/or unwanted information from your contact database. Two separate GoldMine features can delete information from either the current contact record, or all contact records in the database.

Note:	A deleted record is not physically erased from the database, but GoldMine will not display or work with the record. GoldMine “hides” deleted records, in much the same way as filtered records are hidden. GoldMine’s performance will slow as the number of deleted records in the contact database increases.

Pack periodically to physically remove these deleted records, and release the disk space occupied by the deleted records.

See also:

Deleting a Selected Contact Record

Deleting All Contact Records

Packing Data Files


Deleting a Selected Contact Record

You might want to remove an old contact record but keep the history records associated with the contact. Alternatively, you might want to update a contact record by deleting old history records and/or old activity records. The Edit|Delete Record... option allows you to work with information in a single contact record.

To delete either a currently active contact record or specific information from the contact record:

Select the contact record that you want to delete as the currently active record. From the Edit menu, select the Delete Record... option. The Delete Contact Record dialog box will appear.

The Delete Contact Record dialog box contains the following options:

Delete this Contact Record

Deletes the current contact record, including all its related additional contacts, profile entries, and referrals. History records for the contact are not deleted, but become unlinked activities.

Delete contact’s scheduled activities

Removes all pending activities for the current client.

Delete contact’s history records

Deletes all history of activities for the current contact record. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of a contact record will affect the activity analysis statistics for all the users who can have completed those activities. You should keep this in mind when deleting history records.

Delete

When you click on this button, GoldMine will delete the specified information from the active contact record, or will delete the contact record.

Note:	By default, the Delete this contact record option is selected (checked). Since you can select more than one option, be sure to review which boxes are checked before you select the Delete button. The Edit|Undo option is not available after GoldMine performs the deletion.

When finished, GoldMine will briefly display information about the outcome of the deletion--that is, specifically what records were deleted with the contact record--on the right side of the status bar.

See also:

Consolidating Duplicate Records

Deleting All Contact Records


Deleting All Contact Records

At some time, you might need to update your contact database by deleting all calendar records, history records, and/or all contact records. GoldMine’s Delete wizard provides an easy method to delete multiple records with a built-in safeguard to reduce the possibility of an unintentional deletion.

To delete records from your contact database with the Delete wizard:

From the Tools menu, select the Delete Records... option. The Delete Wizard dialog box will appear.

The Delete Wizard dialog box contains the following options:

Delete old history records

Purges old history data from the contact database. Use this feature to purge the database of history records that are older than a predetermined cut-off date. You can delete all history records from the contact database, or activate a filter or group, then use this option to delete history records from the subset of records.

History records occupy the largest percentage of a contact database’s disk space. Removing old history records periodically can significantly reduce the amount of disk space used by contact files.

Only users with Master-Rights can access this option.

Delete ALL contact records

Typically used with a filter or group to delete a subset of records from the contact database. Although this option can be used without a filter or group to initialize a database, using DOS commands to delete the subdirectory, then recreating the file using the File|Open File... command is much faster.

Only users with Master-Rights can access this option.

Delete this contact record

Deletes the current contact record, including all associated additional contacts, profile entries, and referrals. History records for the contact are not deleted, but become unlinked activities.

When finished, select the Next> button.

If you selected Delete old history records, the Delete Old History Records dialog box will appear.

If you selected Delete ALL contact records, the Delete ALL Contact Records dialog box will appear.

If you selected Delete this contact record, the Delete This Contact Record dialog box will appear.

See also:

Deleting Old History Records

Deleting All Contact Records

Deleting a Selected Contact Record

Consolidating Duplicate Records


Deleting Old History Records

Once any user with Master-Rights selects the Delete old history records option from the Delete Wizard dialog box, the Delete Old History Records dialog box will appear.

The Delete Old History Records dialog box contains the following options and information:

Enter the cutoff date

Deletes all history records created before the date entered in the field. The default entry is the current date.

You can type a date into the field, or use the spin controls (triangular arrows) to the right of the field to forward or reverse the displayed date by one-day increments. To set the date graphically, press [F2] inside the field to display a calendar. When finished selecting a date from the calendar, click on the OK button to enter the date in this field.

Please type “Delete Old History Records”

Type the phrase Delete Old History Records in this field. This safeguard is designed to reduce the possibility of an unintentional deletion of history records. The Next> button will become active only when the entire phrase is type. The field is not case-sensitive.

Filter

Name of the activated filter, if any. GoldMine will delete history records only from members of the subset created by the filter.

Group

Name of the activated group, if any. GoldMine will delete history records only from group members.

When finished, select the Next> button. The About to Delete Records launch window will appear. Select the Finish button to start deleting history records. GoldMine will display the progress and outcome of the deletion on the right side of the status bar.


Deleting All Contact Records

The Delete ALL contact records option is typically used with a filter or group to delete a subset of records from the contact database. Once any user with Master-Rights selects the Delete ALL contact records option from the Delete Wizard dialog box, the Delete ALL Contact Records dialog box will appear.

The Delete ALL Contact Records dialog box contains the following options and information:

Delete Contact’s History Records

Deletes all history of activities for all contact records. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of all contact records will affect the activity analysis statistics for all users who have completed those activities.

Delete Contact’s Scheduled Activities

Deletes all scheduled activities for all contact records.

Please type “Delete ALL Contact Records”

Type the phrase Delete ALL Contact Records in this field. This safeguard is designed to reduce the possibility of an unintentional deletion of contact records. The Next> button will become active only when the entire phrase is type. The field is not case-sensitive.

Filter

Name of the activated filter, if any. GoldMine will delete history records only from members of the subset created by the filter.

Group

Name of the activated group, if any. GoldMine will delete history records only from group members.

You can select either history records or scheduled activities for deletion, or you can select both record types for deletion. When finished, select the Next> button. The About to Delete Records launch window will appear. Select the Finish button to start deleting history records. GoldMine will display the progress and outcome of the deletion on the right side of the status bar.


Deleting One Contact Record

The Delete This Contact Record option allows you to delete a selected contact record and/or delete history records and pending activities associated with the contact record. Once you select the Delete this contact record option from the Delete Wizard dialog box, the Delete This Contact Record dialog box will appear.

The Delete This Contact Record dialog box contains the following options:

Delete Contact’s History Records

Deletes all history of activities for all contact records. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of all contact records will affect the activity analysis statistics for all users who have completed those activities.

Delete Contact’s Scheduled Activities

Deletes all scheduled activities for all contact records.

You can select either history records or scheduled activities for deletion, or you can select both record types for deletion. When finished, select the Next> button. GoldMine will briefly display information about the outcome of the deletion--that is, specifically what records were deleted with the contact record--on the right side of the status bar.


Packing Data Files

When records are deleted from the contact database, they are not physically removed. Rather, GoldMine marks the record as deleted, then automatically skips the record in subsequent operations. As the number of deleted records increases, “dead space” increases between active records. When the database contains a substantial percentage (20% or more) of deleted records, the amount of time necessary to find a record, or move among records, will increase.

Packing is the process of actually deleting records that were marked for deletion. Periodically packing the GoldMine database files removes the “dead space” between records. The Pack wizard guides you through the procedure to rebuild files in the GoldMine database.

Note:	In the unlikely event that your data files become corrupt, packing the database might save the uncorrupted portions of the file, since the packing function creates a new database and appends the undeleted records from the old database.

However, packing is a file copy process. If your system fails in the middle of packing, you can lose data. Data loss can also occur to a corrupted file. To prevent data loss, always back up files on your system before packing the database.

In a network environment, no one can access the files being packed. If only the contact files are being packed, users on the network can access other contact files. If both the contact and system files are being packed, all users must log out of GoldMine until the packing is complete. If a user attempts to access data when a pack option is in progress, GoldMine will display a warning message indicating that the database is in use.

To pack files:

From the Tools menu, select the Rebuild Files... option. The Pack/Rebuild Wizard will appear.

Depending on the size of your database, packing the entire database can be time-consuming. Selecting specific file types to pack reduces the total amount of processing time. The Pack/Rebuild Wizard contains the following file options:

Current Contact Files

Selects only the contact files in the currently open database for packing.

Select Individual Files

Allows you to specify which files in the currently open database that GoldMine will pack.

All Database Files

Selects all GoldMine system files and all data files of the currently open contact database for packing.

When finished, select the Next> button.

If you selected either the Current Contact Files option, the About to Pack launch window will appear. When ready to start processing, select the Finish button. Packing is a relatively time-consuming process. Large databases (100,000 or more records) can require an hour or more to pack. During the pack process, GoldMine will display the Packing Data Files... window that provides information about the ongoing status of the process. Once packing is complete, be sure to inform other network users that they can now return to their work in GoldMine.

If you selected the Select Individual Files option, the Pack/Rebuild Selected Files dialog box will appear.

If you selected the All Database Files option, the Pack/Rebuild All Database Files dialog box will appear.

See also:

Selecting Files to Pack

Packing All Database Files


Selecting Files to Pack

Once you select the Select Individual Files option, the Pack/Rebuild Selected Files dialog box will appear.

The Pack Selected Files dialog box contains options for every file type in the contact database. Place a check in each box that corresponds to the file type(s) that you want to pack, such as Contact1. To select all listed files, select the Set All button. To remove checks from selected file types, select the Reset All button. You must select at least one file type to continue. That is, the Next> button will become available when you check at least one file option.

When finished, select the Next> button. The About to Pack launch window will appear. When ready to start processing, select the Finish button. Depending on the number of file types selected, packing can be a relatively time-consuming process. Large databases (100,000 or more records) can require an hour or more to pack. During the pack process, GoldMine will display the Packing Data Files... window that provides information about the ongoing status of the process. Once packing is complete, be sure to inform other network users that they can now return to their work in GoldMine.


Packing All Database Files

Once you select the All Database Files option, the Pack/Rebuild All Database Files dialog box will appear.

The Pack/Rebuild All Database Files dialog box contains the following options:

Files in GoldMine Directory

Select all system files and data files in the GoldMine directory for packing.

Current Contact Files

Selects only the contact files in the currently open database for packing.

All Contact Files

Selects all contact files in all GoldMine contact databases for packing.

You must select at least one pack option to continue. That is, the Next> button will become available when you check at least one pack option.

When finished, select the Next> button. The About to Pack launch window will appear. When ready to start processing, select the Finish button. Depending on the number of file types selected, packing can be a relatively time-consuming process. Large databases (100,000 or more records) can require an hour or more to pack. During the pack process, GoldMine will display the Packing Data Files... window that provides information about the ongoing status of the process. Once packing is complete, be sure to inform other network users that they can now return to their work in GoldMine.


Making Global Changes to Contact Records

When working with a large number of records, making the same change to each can be tedious and time-consuming. Globally replacing data can add or change information in a large database without requiring manual entry on each record. GoldMine’s Global Replace wizard can automatically update one or more fields in your contact database. The wizard simplifies the replacement process by guiding you through the entire procedure.

Note:	We strongly recommend that you back up data before performing a global replace.

To globally replace data in selected fields:

From the Tools menu, select the Globally Replace Fields... option. The Global Replace Wizard will appear.

Note:	Performing a global replace with an active filter or group allows you to selectively update data in the contact database. When a filter or group is active, only records matching the filter expression or group will be replaced.

GoldMine’s Global Replace Wizard provides three different options for updating data in selected fields:

•	Replacing a field with a value

•	Exchanging the values of two fields

•	Updating a field using an advanced option

This process adds or replaces data in one or more fields with the values that you specify.

Note:	Use any global replace feature with caution: the Replace a Field With a Value option will replace the data in a specified GoldMine field with any value that you enter. GoldMine will replace the data in all records--unless a filter or group is active--regardless of whether data was previously present. For this reason, never perform a global replace function on the Account Number field.

See also:

Defining User Screens and Fields


Replacing a Field with a Value

Using GoldMine’s Global Replace wizard, you can update a field with a specific value. Entering a single value with the global replace can save a lot of time, as shown in the following scenario.

You have just entered leads from a recent mailing into a new contact file and forgot to enter information in the Source field. Source information needs to be entered into all the records in the database. Although the information could be entered manually into the Source field on each record, you can avoid editing all those records individually by using the Global Replace Wizard option Replace a Field with a Value. By using this feature, you can set up GoldMine to enter the source information automatically in the field of each record.

To globally replace field entries with a value:

From the Tools menu, select the Globally Replace Fields... option. The Global Replace Wizard will appear. Select the Replace a Field with a Value option, then select the Next> button.

The Global Replace Wizard will appear. The Global Replace Wizard window contains two fields:

Replace Field

Specifies the field to replace. To display a list of GoldMine fields, click on the arrow to the right of the field.

With Value

Specifies the replacement value. GoldMine will replace the specified field in all contact records with the value in this field.

You can type a value in the field. To scroll through available values, click on the spin controls (triangular arrows) to the right of the field.

To display a list of previously defined values, press [F2] inside the field. The Field Lookup window will appear. You can select a value, edit an existing value, or set up a new value.

When finished, select the Next> button. The Global Replace Wizard setup window will appear.

The Global Replace Wizard setup dialog box allows you to check the field(s) and replacement value(s) before initiating the process. The Global Replace Wizard setup dialog box contains the following options:

Expand partial contact records

Expands partial records in the database into complete records if the field to be replaced is contained in the CONTACT2 file—for a list of CONTACT2 fields, see CONTACT2.DBF. If the field is contained in the CONTACT2 file, this option is selected by default. If you remove the check from the Expand partial contact records option, partial records will not be expanded, and field values in these records will not be updated.

Update linked fields (based on lookup.ini)

Changes values in linked fields according to the instructions in the [AutoUpdate] section of the LOOKUP.INI file. This option is available only if one or more selected fields include field(s) listed in LOOKUP.INI.

Remove

Deletes the highlighted global replacement entry.

You can replace a value on more than one field. To add another field and replacement value, select the <Back button, which will return to the Global Replace Wizard. If you have more than one replacement entry, the Remove button becomes active. You can delete any entry other than a single entry.

When finished adding fields and values, select the Next> button. The Global Replace launch display will appear. Select the Finish button. When the global replacement is finished, the currently selected contact record will appear. To see the change(s), move through the records in your contact database.


Replacing a Field with another Field

Using GoldMine’s Global Replace Wizard, you can update data in one field with data from another field in one of two ways:

•	Exchanging values of two specified fields on a contact record

•	Replacing the value of one field on a contact record with the value of another field

For example, John Doe has GoldMine’s User Defined field number 5 set up as Salesman, and he needs to sort and find his contacts by their regular salesman. To do so, John must move all the salesman’s names from User-Defined field 5 to the User-Defined KEY 3, which has an index. John can use the Global Replace Wizard option Exchange the values of two fields to move the data from User-Defined field 5 to User-Defined KEY 3.

The Exchange the values of two fields option can also be used to trade the value of two fields. Suppose John Doe wants to use a User Defined Field as an indexed field, but all of his indexed fields are used. Using the Exchange Two Fields... option, John can replace the user field with the data from the indexed field, and replace the indexed field with the value in the user field.

To globally replace one field value with another field value, or to exchange the values of two fields:

From the Tools menu, select the Globally Replace Fields... option. The Global Replace wizard will appear. Select the Exchange the values of two fields option, then select the Next> button.

The Global Replace Wizard window will appear. The Global Replace Wizard window contains the following options:

Exchange the values of both fields

Trades the value of one specified field with the value of a second specified field.

Replace value of the left field with the value of the right field

Inserts the value in the first specified field with the value in the second specified field. The second specified field remains unchanged.

Exchange this field...

Specifies the field to replace or exchange. To display a list of GoldMine fields, click on the arrow to the right of the field.

With this field

Specifies the field that will either exchange data with the first field, or provide the replacement value. To display a list of GoldMine fields, click on the arrow to the right of the field.

Note:	GoldMine will convert the replacement data into the appropriate data type before copying the data into the selected replace field.

When finished, select the Next> button. The Global Replace Wizard setup window will appear.

The Global Replace Wizard setup dialog box allows you to check the field(s) and replacement value(s) before initiating the process. The Global Replace Wizard setup dialog box contains the following options:

Expand partial contact records

Expands partial records in the database into complete records if the field to be replaced is contained in the CONTACT2 file—for a list of CONTACT2 fields, see CONTACT2.DBF. If the field is contained in the CONTACT2 file, this option is selected by default. If you remove the check from the Expand partial contact records option, partial records will not be expanded, and field values in these records will not be updated.

Update linked fields (based on lookup.ini)

Changes values in linked fields according to the instructions in the [AutoUpdate] section of the LOOKUP.INI file. This option is available only if one or more selected fields include field(s) listed in LOOKUP.INI.

Remove

Deletes the highlighted global replacement entry.

You can replace a value on more than one field. To add another field and replacement value, select the <Back button, which will return to the Global Replace Wizard. If you have more than one replacement entry, the Remove button becomes active. You can delete any entry other than a single entry.

When finished adding fields and values, select the Next> button. The Global Replace launch display will appear. Select the Finish button. When the global replacement is finished, the currently selected contact record will appear. To see the change(s), move through the records in your contact database.


Replacing a Field with Advanced Options

For an experienced user, GoldMine provides three advanced global field replacement options:

•	Replacing an entire field with a value

•	Replacing field text only with a value

•	Evaluating the replacement value as a dBase expression

Using the Global Replace Wizard, you can combine multiple options in one operation.

To globally replace a field value using advanced options:

From the Tools menu, select the Globally Replace Fields... option. The Global Replace wizard will appear. Select the Update a field using advanced options, then select the Next> button.

The Global Replace Wizard window will appear. The Global Replace Wizard window contains the following options:

Note:	For most fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

The function of spin controls and [F2] is slightly different for fields that set date, time, duration,etc. For more information about setting a date or time, see the specific field description.

Update Field

Specifies the field to replace with the selected advanced option. To display a list of GoldMine fields, click on the arrow to the right of the field.

Update Value

Type the value to insert into the specified field. GoldMine will replace the specified field in all contact records with this value.

Replace the entire Field with Value

Removes any entry in the field and inserts the Update Value entry.

Replace text with Value

Removes text only from the field and inserts the value from this field. The window scrolls as you type the replacement value. No lookup window is available for this option.

Insert Value at position

Specifies the position, in character spaces, where the replacement value will appear in the specified field.

Evaluate Value as dBase expression

Replaces the field with the result of the dBase expression entered in Update Value.

(Convert to) Proper case

Converts characters in the field value to initial capitals. For example, if the field value is ACME PRODUCTS, the entry will be converted to Acme Products.

(Convert to) Upper case

Converts all alphabetic characters in the field value to capital letters. For example, if the field value is Acme Products, the entry will be converted to ACME PRODUCTS.

(Convert to) Lower case

Converts all alphabetic characters in the field value to uncapitalized letters. For example, if the field value is Acme Products, the entry will be converted to acme products.

(Convert to) Phone format

Converts all telephone numbers in the replacement entry to the format that has been selected for the record. That is, telephone numbers in contact records set up for a USA format will appear as (999)999-9999; telephone numbers in contact records set up for an international phone format will have no formatting applied.

When finished, select the Next> button. The Global Replace Wizard setup window will appear.

The Global Replace Wizard setup dialog box allows you to check the field(s) and replacement value(s) before initiating the process. The Global Replace Wizard setup dialog box contains the following options:

Expand partial contact records

Expands partial records in the database into complete records if the field to be replaced is contained in the CONTACT2 file—for a list of CONTACT2 fields, see CONTACT2.DBF. If the field is contained in the CONTACT2 file, this option is selected by default. If you remove the check from the Expand partial contact records option, partial records will not be expanded, and field values in these records will not be updated.

Update linked fields (based on lookup.ini)

Changes values in linked fields according to the instructions in the [AutoUpdate] section of the LOOKUP.INI file. This option is available only if one or more selected fields include field(s) listed in LOOKUP.INI.

Remove

Deletes the highlighted global replacement entry.

You can replace a value on more than one field. To add another field and replacement value, select the <Back button, which will return to the Global Replace Wizard. If you have more than one replacement entry, the Remove button becomes active. You can delete any entry other than a single entry.

When finished adding fields and values, select the Next> button. The Global Replace launch display will appear. Select the Finish button. When the global replacement is finished, the currently selected contact record will appear. To see the change(s), move through the records in your contact database.

Replacing a Field with a dBase Expression

The Global Replace Wizard option Evaluate Value as dBase expression is a sophisticated feature that allows an experienced GoldMine user to replace a field with virtually any combination of data.

Suppose the dBase data file that you want to import into GoldMine contains separate fields for the contact’s first name and last name. You should import both fields into GoldMine’s contact name field.

To do this, the data must first be imported into GoldMine so that each field from the source (input) database is represented in the GoldMine database. Assume the contact’s first name has been imported into the Contact field, and the contact’s last name has been imported into the Last field.

Once the data is successfully imported, the Evaluate Value as dBase expression option can be used to replace the Contact field with a combination of the Contact field and the Last Name field. In the Global Replace window, select the Contact field as the Update Field; that is, the field to replace.

The expression chosen to replace the Contact field must copy the contact’s last name to the end of the first name field, which is already in the Contact field. To do so, you might incorrectly enter the following expression:

CONTACT1->CONTACT+CONTACT1->LASTNAME

The above expression will not work correctly since GoldMine stores data in a fixed-length format, which means data is packed with spaces to fill the entire field. The expression shown above will add the Last Name field to the end of the Contact field and place the result in the Contact field. Since the Contact field is already completely filled with spaces, the Last Name field will be attached to the end of the spaces. When the new data is copied back into the Contact field, any characters after the end of the field will be truncated, or clipped off. The result will be that the Contact field will still contain only the contact’s first name.

The xBase/Clipper TRIM() function can be used to remove the trailing spaces from the Contact field, allowing the Last Name to be appended correctly to the end of the field. The appropriate expression is:

LTrim(Trim(CONTACT1->CONTACT)+ “ “+CONTACT1->LASTNAME)

The TRIM() function removes the trailing spaces from the Contact field, allowing a “hard” space character and the Last Name value to be appended after the hard space. The LTRIM() function then removes that “hard” space in the unusual event that a contact has no first name. The resulting field, correctly linked and truncated, is then copied back into the Contact field.


Running a Performance Test

GoldMine includes a basic performance test that allows you to gauge the relative performance of GoldMine on a particular computer. To start and stop the performance test, select the Tools|Performance... option. The performance test display will appear.

This performance test is an overall throughput measurement of the workstation’s CPU speed, video subsystem speed, and file input-output (I/O) speed. For this reason, you can see different results on the same computer, depending on the video mode (screen resolution), and number of tasks running.


Defining Security and Access Rights

GoldMine provides a powerful security and access control system designed to allow everyone within the organization to use GoldMine, regardless of the access needs of the user. By using this security system, system administrators can permit a wide range of activities within GoldMine without risking accidental or intentional contamination of data.

GoldMine’s security system consists of a number of levels that work together to allow or inhibit access to data. Access can be controlled at the user account level, the record level, and the command or function level.

Users and User Groups

The username and password is the first level of security. Each GoldMine user should have a unique username. When every GoldMine user has a unique username, the system administrator can assign each user the minimum amount of access necessary without restricting the functionality of the tasks being performed in GoldMine. This ensures that users will not access any GoldMine functionality unnecessary to their job performance.

GoldMine users can be logically grouped according to the functions that they will perform. GoldMine allows the system administrator to define up to ten user groups that can contain any number of individual users. For example, all GoldMine users that will perform a sales function can be assigned membership in a user group called SALES.

GoldMine Functions

The system administrator can permit or deny a user access to a variety of specific GoldMine functions. For example, the system administrator can selectively permit or deny access to specific GoldMine functions such as creating a new contact record, deleting contact records, or accessing another user’s calendar activities.

Contact Databases

GoldMine allows the system administrator to assign access rights to individual contact databases, and/or the currently active GoldMine system. Each contact database can be assigned public access, meaning that all GoldMine users can access (open) that contact database, or access can be restricted to an individual GoldMine user, or to a particular user group. When access is restricted to a user group, GoldMine allows only the users that are members of the group to access the contact database. Each contact database can have different access restrictions.

Field Views

In addition to assigning access rights for a contact database, the system administrator can assign access rights to each user-defined field view that is attached to the contact database. Access to a particular field view can be public, meaning that all GoldMine users can display the field view, or access can be restricted to a particular user or user group. When access is restricted to a user group, GoldMine only allows the users that are members of the group to access the field view. Users that do not have access to a particular field view will not see that field view listed on the Fields local menu.

Record Curtaining

Each contact record in the contact database is assigned an owner. By default, contact records are public, meaning that they are “owned” by all GoldMine users that have access to the contact database. However, a record can be assigned to a specific GoldMine user or to a user group. When ownership is assigned to a user group, GoldMine treats the contact record as if it were “owned” by all the users that are members of the group.

GoldMine “curtains,” or hides, data on contact records from users that are not owners of the record. With record curtaining, if a user tries to display a contact record that he or she does not own, the contact screen will be partially or completely “curtained,” hiding the data from view.

Assigning Master-Rights

GoldMine recognizes a special type of user account called a Master-Rights account. Users with Master-Rights are permitted to access all portions of the system, and bypass all security features, except to access to the personal Rolodex or the PersonalBase of the InfoCenter. Master-Rights users are the only users that are permitted to access the user files, and modify user’s access privileges. For this reason, few individuals within an organization should be granted Master-Rights. Naturally, the system administrator will need Master-Rights to assign access rights to other GoldMine users.

At least one Master-Rights account must be established, or you will not be able add additional users to the GoldMine system.

See also:

Setting up GoldMine Users

Working with User Groups

Assigning Group Membership to a User

Controlling User Access

Controlling Access Rights to a Contact Database

Controlling Access Rights to a Field View

Controlling Access to Contact Records


Setting up GoldMine Users

Setting up GoldMine security begins with creating an access account for each individual who will access GoldMine. It is important for every user to have their own username and password for the following reasons:

The username and password provide the first level of access control. Unless a valid username/password combination is entered on the opening screen, the user will not be allowed to enter the system. This prevents unauthorized users from gaining any access to GoldMine’s data. In addition, GoldMine allows each user to customize the GoldMine operating environment to their liking, and these settings are restored each time the user logs in.

Adding Users

User configurations are stored in the Users Master File. This file can be accessed by selecting the File|Configure GoldMine|Users File..., but only by a user with Master-Rights on the GoldMine system. If you do have Master-Rights, the Users Master File dialog box will appear.

A user record with the following information is displayed for each GoldMine user:

Username

This field displays the name of the GoldMine user. It can be the first name only, the last name only, or a combination of the first and last names. The user name can only contain the letters A - Z and the numbers 0 - 9, and cannot contain spaces. The user name must begin with a letter. Also, because GoldMine creates some temporary files with the user’s name, the following user names cannot be used: CON, LPT1, COM1, AUX, LPT2, COM2, PRN, LPT3, COM3, COM4, NUL.

User’s Full Name

Displays the full name of the user.

Master

Indicates whether or not the user has Master-Rights.

Logged

Indicates whether the user is currently logged into GoldMine. If this field indicates that a user is logged in, when in fact the user is not logged into GoldMine, the user has terminated GoldMine without exiting (such as by rebooting). Exiting GoldMine (or Windows 95 in general) in this manner can cause file corruption or data loss.

The buttons on the Users Master File dialog box allow you to add, edit, and delete GoldMine users.

Properties

Displays the User Profile dialog box for the highlighted user record.

New

Displays a new User Profile record dialog box, allowing you to create a new user record into the Users Master File.

Delete

Deletes the highlighted user record from the browse window and disables the user’s access to GoldMine.

Changing a User’s Security Profile

When either the New or Properties option is selected from the Users Master File, the [user name] Properties dialog box will appear. The Properties dialog box is used to modify the user’s security file information. By default, GoldMine will display the Profile folder.

The [username] Profile folder contains the following options:

Note:	For fields with spin controls (triangular arrows to the right of the field), you can access previously defined values by either:

•	Clicking on the spin controls to scroll through available values.

•	Pressing [F2] inside the field to display a lookup list. You can select a value, edit an existing value, or set up a new value.

Username

If you are adding a new GoldMine user, enter the name of the GoldMine user. If you are editing an existing GoldMine user, this field will display the user name of the user and cannot be edited.

The Username can be the first name only, the last name only, or a combination of the first and last names. The user name can contain only the letters A through Z and the numbers 0 through 9, and cannot contain spaces. The user name must begin with a letter. Also, because GoldMine creates some temporary files with the user’s name, the following user names cannot be used: CON, LPT1, COM1, AUX, LPT2, COM2, PRN, LPT3, COM3, COM4, NUL.

Full Name

Enter or edit the user’s full name. GoldMine can add the user’s full name to the closing of a merged letter, so make sure that spelling and capitalization are correct.

Password

Enter or change the user’s password. If an entry is made in this field, GoldMine will require the user to enter his or her password on the GoldMine login screen before being given access to GoldMine. When this field is left blank, GoldMine will not require a password from the user.

Each user can change the assigned password by selecting the Edit|Preferences... option, then selecting the Change Password button in the Personal folder.

Master- Rights

Determines whether or not the user will have unrestricted access to all parts of GoldMine. A user with Master-Rights has access to all aspects of the system, including all the options in the User Master File. Master-Rights are the only users who can perform user and access control maintenance, and access the Configure GoldMine and Maintain Data Files menus. Typically, only the system administrator has Master-Rights.

Valid Days

Allows you to specify the number of days a user’s password will be valid. After the specified time has elapsed, GoldMine will require the user to change their password before being given access to GoldMine. Set this value to 0 to disable this feature.

Forced Logout Time

Automatically logs a user out of GoldMine after a certain time and period of inactivity. To use this feature, enter values in the Forced Logout Time and When Idle For fields. GoldMine will automatically log the user out if the system time is later than the Forced Logout Time and the keyboard has been inactive for the specified idle minutes.

When Idle For

Automatically logs a user out of GoldMine after a certain time and period of inactivity. To use this feature, enter values in the Forced Logout Time and When Idle For fields. GoldMine will automatically log the user out if the system time is later than the Forced Logout Time and the keyboard has been inactive for the specified idle minutes.

GoldMine will not start counting idle minutes until all batch operations have been completed. You can use this feature to start a long process, like indexing or transferring records, and GoldMine will wait until the process is complete before counting idle minutes. When the idle time has expired, GoldMine will automatically log the user out.

See also:

Working with User Groups

Assigning Group Membership to a User

Controlling User Access

Controlling Access Rights to a Contact Database

Controlling Access Rights to a Field View

Controlling Access to Contact Records


Working with User Groups

GoldMine allows you to create groups of users to simplify the selection of multiple users. This feature allows you to grant access to contact databases and assign record ownership to multiple GoldMine users. In addition, GoldMine allows an activity, such as an appointment, to be scheduled for a group. You can define up to fifty groups of users.

GoldMine allows you to use user groups in one of two ways. First, those GoldMine features that accept only one user name, such as the contact file Access field, will also accept a group name entry. To use a user group with these features, GoldMine includes all of the defined user groups in the user list. A user group will appear in this type of listing in lower case, surrounded by parentheses. For example, the group SALES will appear in a user list as (sales). When a group name is selected, GoldMine will behave as if the field contains all of the members of the user group. This feature allows you to assign groups of users access to a particular contact file, and it is the primary function of user groups.

In addition, functions that allow you to select multiple users, such as Scheduling, contain a Select Users button that displays a dialog box from which users and user groups can be selected. When a user group is selected from this list box, GoldMine will propagate the Selected Users portion of the dialog box with all of the user names that are members of the group. You can then optionally remove users. You can double-click to select and de-select users from the appropriate list boxes.

Maintaining User Groups

GoldMine provides two methods for maintaining user group membership. Groups can only be added or deleted, however, from the User Groups Setup dialog box. To display the User Groups Setup dialog box, select File|Configure GoldMine|User Groups... The User Groups Setup dialog box will appear.

The User Groups Setup dialog box contains the following options:

User Groups

Contains one record for each user group defined in GoldMine. When a group is highlighted in this window, a listing of the group’s members will appear in the Group Members list box. GoldMine supports a maximum of 50 user groups.

Group Members

All of the members of the highlighted group in the User Groups list box. A group can contain any number of member users.

New

Allows you to create a new group to add to the User Groups list box. You must enter a name for the new group. You can add up to 50 user groups.

Properties

Allows you to change the name of the highlighted group.

Delete

Allows you to delete the highlighted group.

See also:

Setting up GoldMine Users

Working with User Groups

Controlling User Access

Controlling Access Rights to a Contact Database

Controlling Access Rights to a Field View

Controlling Access to Contact Records


Assigning Group Membership to a User

GoldMine allows you to maintain the list of groups for which a user is a member. To maintain the list of groups:

From the File menu, select the Configure GoldMine|Users File... option. The Users Master File dialog box will appear. Highlight the user whom you want to assign to a group, then select the Properties option. The [Username] Properties window will appear. Select the Membership tab to display the Membership folder.

By selecting a group record from the Excluded from list box, you can include the selected user in that user group. Notice that as each group is selected, the user group’s name record is moved from the Excluded from listing of the dialog box to the Member of Groups listing.

Likewise, to remove a user from a user group, select the desired group from the Member of Groups listing. The group name will move back to the Excluded from listing.

See also:

Setting up GoldMine Users

Working with User Groups

Controlling User Access

Controlling Access Rights to a Contact Database

Controlling Access Rights to a Field View

Controlling Access to Contact Records


Controlling User Access

You can control a user’s access to various GoldMine features and menu options through the Security Access dialog box. From the File menu, select the Configure GoldMine|Users File option. The Users Master File dialog box will appear. Highlight the user whom you want to assign to a group, then select the Properties option. The [Username] Properties window will appear. Select the Access tab to display the Access folder.

Options in the Access folder are grouped into three areas: Contact Record, Access to Others, and General Access. Each of these options is discussed on the following pages.

Controlling Users’ Rights to Contact Records

Add New

Controls whether or not the user can add new contact records to the database. When this option is checked, the user can add new contact records by selecting the File|New Record option.

When this option is not checked, the File|New Record option is not available to the user.

Edit Fields

Controls whether or not the user can edit existing contact records. When this option is checked, the user can edit contact records by selecting an individual field, or by selecting the Edit|Edit Contact command, and can edit the contact record’s Notes.

When this option is not checked, GoldMine will not allow the fields or Notes of the contact record to be edited by the user.

Delete

Controls whether or not the user can delete contact records. When this option is checked, the user can delete contact records by selecting Edit|Delete Record|Delete this contact record, Edit|Delete Record|Delete contact’s scheduled activities, or Edit|Delete Record|Delete contact’s history records. GoldMine allows only Master-Rights users to select the global deletion commands.

When this option is not checked, GoldMine will not allow the user to select these commands.

Assign Owner

Controls whether or not the user can change the ownership of a contact record. When this option is checked, the user can change a contact record’s owner by selecting Edit|Record Ownership..., but only if the user is the owner of the contact record, or the record ownership is (public). If the user is a member of the user group that owns the contact record, the user cannot change the owner. Only users with Master-Rights access can change the ownership of all contact records.

When this option is not checked, the Edit|Record Ownership option is not available to the user.

Edit Views

Controls a user’s access to supplementary records in GoldMine’s folder displays, such as the Contacts, Profile and Referrals displays. When this option is checked, the New, Properties, and Delete commands that appear on various tab folder local menus, including the Pending folder (scheduled activities) and History folder (completed activities) can be accessed by the user, subject to the additional limitations described above.

When this option is not checked, these commands are not available to the user.

Controlling Access to Other Users’ Records

Calendar

Controls whether or not the user can access the calendar activities of other GoldMine users. When this option is checked, the user can access the menu options and dialog box controls that select those activities are displayed in GoldMine’s activity list and calendar. In addition, the user can edit activities on the Pending display that are scheduled to other GoldMine users.

When this option is not checked, these menu options and controls are not available to the user. In addition, the user will not have access to edit options for activities that are scheduled for other GoldMine users.

History

Controls several features:

Access to the history records of other GoldMine users. When this option is checked, the user can view another user’s completed activities on the History display on the activity list by selecting the User... option from the History local menu.

Whether or not the user can edit or delete history records belonging to another user on the activity list Real Time display, or on the contact record History display. When this option is checked, the user can select the Edit... and Delete... options from the local menus.

Whether or not the user can build groups based on another user’s history. When this option is checked, the User field on the Build Group Based on Completed Activities dialog box can be used to select another user’s history.

Whether or not the user can select other users to be included in an analysis of completed activities. When this option is checked, the user can select other users for the analysis choosing the Select Users button on the Completed Activities Analysis dialog box.

When this option is not checked, the above commands and menu options cannot be accessed by the user.

Forecast

Controls whether or not the user can select other users to be included in a Forecasted Sales Analysis. When this option is checked, the user can select other users for the analysis choosing the Select Users button on the Forecasted Sales Analysis dialog box.

When this option is not checked, the Select Users button on the Forecasted Sales Analysis dialog box is not available to the user.

Links

Controls whether or not the user can access other users’ Linked Documents. When this option is checked, the user can launch another user’s Linked Documents from the Links display.

When this option is not checked, Linked Documentsthat belong to another user can be viewed in the Links display, but GoldMine will not allow the user to launch the Linked Document, and the options on the Links local menu will not be available if the highlighted Linked Document belongs to another user.

Reports

Controls whether or not the user can access other users’ reports. When this option is checked, the user can select another user’s forms by selecting from the User control on the Reports Menu dialog box.

When this option is not checked, the User control on the Reports Menu dialog box is not available to the user.

Forms

Controls whether or not the user can access other users’ forms. When this option is checked, the user can select another user’s forms by selecting from the User control on the Merge Forms dialog box.

When this option is not checked, the User control on the Merge Forms dialog box is not available to the user.

Filters

Controls whether or not the user can access other users’ filters. When this option is checked, the user can select another user’s filters by choosing the User button on the Filters dialog box.

When this option is not checked, the User button on the Filters dialog box is not available to the user.

Groups

Controls whether or not the user can access other users’ groups. When this option is checked, the user can select another groups forms by choosing the Select User... command on the Groups local menu.

When this option is not checked, the Select User... command on the Groups local menu is not available to the user.

Controlling General Access Rights

Open Files

Controls whether or not the user can access the Contact Files Listing dialog box to open a different contact database, or add a new contact database. When this option is checked, the user has access to all of the options on the Contact Files Listing dialog box, except to change the access rights for a contact database, which requires Master-Rights access.

When this option is not checked, the File|Open Files option is not available to the user.

Merge Forms

Controls whether or not the user can access the Merge Forms dialog box. When this option is checked, the user can merge forms and launch linked applications by selecting either the Merge Forms toolbar icon, or the File|Merge Forms command.

When this option is not checked, the File|Merge Forms option is not available to the user.

Print Reports

Controls whether or not the user can access the Reports dialog box. When this option is checked, the user can print reports by selecting either the Print Reports toolbar icon, or the File|Print Reports command.

When this option is not checked, the File|Print Reports option is not available to the user.

Synchronize

Controls whether or not the user can access GoldMine’s remote synchronization functions. When this option is checked, the user can access these functions by selecting the File|Synchronization command.

When this option is not checked, the File|Synchronization option is not available to the user.

Auto Processes

Controls whether or not the user can set up automated processes. When this option is checked, the user can define an automated process by selecting the Automated Processes|Set up Processes option from the File menu.

When this option is not checked, the Automated Processes|Set up Processes is not available to the user.

Index/Rebuild

Controls whether or not the user can regenerate index files, or pack and rebuild records. When this option is checked, the user can access both the Index wizard by selecting the Tools|Index Files option, and the Pack and Rebuild wizard by selecting the Tools|Rebuild Files option.

When this option is not checked, neither option is available to the user.

Replace Fields

Controls whether or not the user can access global replace functions. When this option is checked, the user can perform global data replacements through the Edit|Replace Fields option.

When this option is not checked, the Edit|Replace Fields option is not available to the user.

Merge/Purge

Controls whether or not the user can perform the merge/purge function. When this option is checked, the user can access the Merge/Purge wizard by selecting the Tools|Merge/Purge Records option.

When this option is not checked, the Tools|Merge/Purge Records option is not available to the user.

Import/Export

Controls whether or not the user can access import and export functions. When this option is checked, the user can access these functions by selecting the Importing Records. . . option and the Exporting Records option from the Tools menu.

When this option is not checked, the Importing Records. . . option and the Exporting Records option from the Tools menu are not available to the user.

Build Groups

Controls whether or not the user can build groups. When this option is checked, the user can build groups by selecting the Build Group On option from the Groups local menu.

When this option is not checked, the Build Group On option is not available to the user.

Leads

Controls whether or not the user can access Leads Analysis. When this option is checked, the user can access Lead Analysis by selecting the View|Leads Analysis option.

When this option is not checked, the View|Leads Analysis option is not available to the user.

Quotas

Controls whether or not the user can access quota analysis screens. When this option is checked, the user can access quota analysis by selecting the View|Quota Analysis option.

When this option is not checked, the View|Quota Analysis is not available to the user.

Forecasts

Controls whether or not the user can access Forecasted Sales Analysis screens. When this option is checked, the user can access Forecasted Sales Analysis by selecting the View|Forecast Analysis option or the Analysis option from the activity list Forecast local menu.

When this option is not checked, these options are not available to the user.

Analysis

Controls whether or not the user can access the completed activities analysis screens. When this option is checked, the user can access completed activities analysis by selecting the View|Statistical Analysis option, or the Analysis option on the contact record Pending tab’s local menu.

When this option is not checked, these options are not available to the user.

Toolbar settings

Controls whether or not the user can change display and editing options for GoldMine toolbars, such as showing quick help boxes next to icons. When this option is checked, the user can access the Options command on the Toolbar local menu by clicking the right mouse button on the GoldMine toolbar.

When this option is not checked, Options command on the Toolbar local menu options is not available to the user.

Query

Controls whether or not the user can access the Query menu. When this option is checked, the user can access all of the options on the Query menu.

When this option is not checked, the Query menu is not available to the user.

Schedule

Controls whether or not the user can access the Schedule menu. When this option is checked, the user can access all of the options on the Schedule menu, and the five toolbar Schedule icons.

When this option is not checked, the Schedule menu, and the five Schedule toolbar icons, are not available to the user.

Complete

Controls whether or not the user can access the Complete menu. When this option is checked, the user can access all of the option on the Complete menu and the Complete option on local menus.

When this option is not checked, the Complete menu and Complete options are not available to the user.

See also:

Setting up GoldMine Users

Working with User Groups

Assigning Group Membership to a User

Controlling Access Rights to a Contact Database

Controlling Access Rights to a Field View

Controlling Access to Contact Records


Viewing the User Log

You can display a log that shows the activity in GoldMine by a selected user. From the File menu, select the Configure GoldMine|Users File option. The Users Master File dialog box will appear. Highlight the user whose login activity you want to review, then select the Properties option. The [Username] Properties window will appear. Select the Time Clock tab to display the Time Clock folder.

The Time Clock folder contains the following information:

Date

Date of the logged activity by the selected user.

Login

Time that the user logged in to GoldMine.

Logout

Time that the user logged out of GoldMine.

Logged

Total amount of time that the user was logged in to GoldMine, including any time logged away.

If GoldMine is set to Track each login in the Edit|Preferences|Global folder, this column shows the logged-in time for one work session.

If GoldMine is set to Track daily totals, this column shows the cumulative login time for the entire date.

In

Total number of times that the users logged in to GoldMine.

If GoldMine is set to Track daily totals in the Edit|Preferences|Global folder, this column shows the number of times that the user logged in to GoldMine each day.

If GoldMine is not set to Track each login, the value in this column will be 1, as shown in the above figure.

Keys

Number of keystrokes pressed by the user while working in GoldMine.

Clicks

Numbers of mouse clicks performed by the user while working in GoldMine.

CRC

Indicates whether or not the data in the user log has been modified outside of GoldMine. This column will display ok for every log entry that is free of tampering, that is, external modification.

When finished viewing the Time Clock folder, select the OK button to close the [Username] Properties window.


Controlling Access Rights to a Contact Database

GoldMine allows you to control access to each contact database. Normally, each contact database is considered to be public, and available to all users. When desired, you can set access to a contact database so that only an individual user, or a user group, can access the database.

Access to each contact database is controlled by the Access field on the Contact File Profile dialog box. To display the Contact File Profile dialog box, select the File|Open File... option, highlight the desired contact file in the Contact File Listing dialog box, then select the Properties option. The Contact File Profile dialog box will appear.

Access

Displays the owner of the contact file. Each contact database maintained with GoldMine has an owner, which can be an individual user, a user group, or (public). Only the owner of the contact file, or a member of the group that owns the contact file, can open the contact file.

By default, the owner of a contact file is (public), which allows all GoldMine users to access the file. When the Access field is set to a user group name, GoldMine considers all members of the user group to be owners of the contact file.

The Access control is only available to users with Master-Rights. Users with Master-Rights can access all contact file, regardless of their owner.

See also:

Setting up GoldMine Users

Working with User Groups

Assigning Group Membership to a User

Controlling User Access

Controlling Access Rights to a Field View

Controlling Access to Contact Records


Controlling Access Rights to a Field View

GoldMine allows you to control access to each user-defined field view. GoldMine allows you to specify whether or not a particular field view is available in each contact database, and you can specify whether access to a field view is (public), or restricted to an individual GoldMine user, or a user group. By default, a field view is accessible in all contact databases, and access to the field view is public.

Access to a field view is controlled by settings on the View Profile dialog box. To display a field view’s View Profile dialog box, select the File|Configure GoldMine|Field Views... option, highlight the desired field view on the Field Views dialog box, then select Properties. The Field View Properties dialog box will appear.

The Fields View Profile dialog box contains the following options:

User Access

If you would like to restrict access to the selected field view, select a user or user group who will have access to the field view. To allow all GoldMine users to access the field view, leave the User Access field set to (public). If a user does not have access to a field view, that field view name will not appear on the Fields tab’s local menu. Master-Rights users have access to all field views.

This View is available in Current Contact File

When each field view is created, access to the field view is enabled for all contact databases. However, by selectively disabling this check box in specific contact databases, you can prevent the field view from being accessed within that database. To disable access within a contact database, you must open that contact database and then select the Edit option on the Field Views dialog box for the field view you wish to restrict.

See also:

Setting up GoldMine Users

Working with User Groups

Assigning Group Membership to a User

Controlling User Access

Controlling Access Rights to a Contact Database

Controlling Access to Contact Records


Controlling Access to Contact Records

Record curtaining allows the system administrator to hide information on a contact record from those individuals who do not own the record. With record curtaining active, if a user tries to display a contact record that he does not own, either the lower portion or all of the contact record will be “curtained,” hiding the data from view.

Record curtaining is controlled by the record Owner. Each contact record can be either “public” or “private.” When a new record is added to the database, ownership defaults to (public). Public records can be viewed by all GoldMine users.

Private records are records that have been assigned an owner, either an individual GoldMine user, or a user group. Private records can be viewed only by their owners, or by members of the owner user group.

Record ownership is assigned through the Edit|Record Ownership... option. When this option is selected, the Record Ownership dialog box will appear.

Access

Sets the owner of the contact record. This field can be set to an individual GoldMine user, a user group, or (public).

Record Curtaining

Controls the type of curtain that is displayed when the contact record is accessed by a user that does not own the record. When None is selected, the user can view the entire record. When Partial is selected, only the portion of the contact record above the telephone numbers is visible. When Complete is selected, the entire record is curtained when accessed by a user that does not own the record.

See also:

Setting up GoldMine Users

Working with User Groups

Assigning Group Membership to a User

Controlling User Access

Controlling Access Rights to a Contact Database

Controlling Access Rights to a Field View

Controlling Access to Contact Records


Dynamic Data Exchange (DDE)

Dynamic Data Exchange (DDE) is the term for the Windows functionality that allows GoldMine to exchange commands and information with other applications. Using Dynamic Data Exchange (DDE), one application, referred to as the client application, can request information from, or send commands to, another application, referred to as the server application. The server application then processes the request from the client application. The server performs a task, such as updating data, or returning requested information to the client, such as an element of data maintained by the server application.

GoldMine is designed to act as both a DDE client as well as a DDE server. This section of GoldMine’s manual provides experienced Windows users with the information necessary to use GoldMine’s DDE features.

You can use DDE to access GoldMine functions or even other applications to process a request.

Using DDE in GoldMine

You can use DDE to access GoldMine functions or even other applications to process a request. The following descriptions introduce the variety of tasks that GoldMine can perform using DDE commands.

Merging Data into a Document

GoldMine uses DDE to communicate with your word processor. When you perform a merge, GoldMine uses DDE to send contact information to the word processor of the selected document template. The word processor receives this information from GoldMine and places the information from the contact record in appropriate places in the document and then prints the document.

GoldMine acts as a DDE client and a DDE server during the document merging process. First, GoldMine must send a DDE request to the word processor to request that the word processor open a particular document template. Once the document is open, the word processor will recognize that the document contains DDE linkage fields and will ask GoldMine for data to place in these fields. GoldMine, now acting as a DDE server, will return this information to the word processor, and the word processor will update its display with the information. Finally, the document can be printed.

This type of merging can also be performed with other Windows applications, such as spreadsheets (for example, Excel) or database programs (for example, Access).

Updating Database Information

DDE can also be used to update GoldMine’s databases from another application. For example, a magnetic card reader application that supports DDE can be interfaced with GoldMine in such a way that new contact records are automatically entered into the contact database. For example, whenever a trade show attendee’s badge is swiped through the reader, GoldMine is automatically updated.

Identifying Telephone Numbers Automatically

GoldMine’s DDE functionality can be used with CallerID or ANI equipment to automatically identify incoming telephone calls. GoldMine can display the contact record that matches the telephone number of the incoming call, saving the user time in looking up the caller.

Linking Contact Records to an Accounting Application

DDE applications can be created to automatically transfer prospect information to an accounting application when the prospect decides to purchase, saving data entry time and reducing errors.

Inserting Incoming Electronic Mail

DDE can be used to insert incoming electronic mail into GoldMine, allowing GoldMine users to remain linked with their external E-mail systems.

See also:

Merging Data into a Document

Linking GoldMine to Word for Windows

Working with DDE Functions


Linking GoldMine to Word for Windows

GoldMine’s DDE interface will work with any Windows application that supports DDE. However, every application uses a unique format for executing DDE calls and for responding to DDE requests. Explaining all of the various methods to use DDE is beyond the scope of this manual. Instead, this document will explore the use of DDE between GoldMine and another popular Windows application, Word for Windows. The examples presented should provide a framework for creating DDE links to other applications.

Entering Application, Topic, and Item Names

To establish a DDE conversation with an application that supports DDE, you must know the application’s service name. GoldMine’s service name is GoldMine.

GoldMine supports two service topics:

•	SYSTEM: queries a DDE server on supported data formats--for more information, see your Microsoft DDE documentation.

•	DATA: accesses all of GoldMine’s DDE functions.

Specific GoldMine DDE functions are accessed by passing a DDE item string to GoldMine. The item can be a macro, a command, or an expression.

DDE Parameters

Service	Topic	Item

GOLDMINE	SYSTEM	<item>

GOLDMINE	DATA	&<macro>

GOLDMINE	DATA	<expression>

GOLDMINE	DATA	[<function>]

Functions

GoldMine’s DDE functions can process a variety of tasks, including database query and manipulation. Commands are always passed surrounded by brackets.

Expressions

GoldMine can evaluate a subset of the xBase language expressions by passing the expression as a DDE function call. For example, the expression

CONTACT1->CONTACT

will return the contact name of the current contact record displayed in the currently active contact record.

Macros

When a DDE item begins with an ampersand (&), GoldMine assumes that this item is a macro, and performs a lookup into an internal macro expansion table. If a match is found, GoldMine will evaluate the macro and return the result. A listing of GoldMine DDE macros and their functions appears in the next chapter.

Establishing a DDE Conversation

The following example illustrates using WordBasic to establish a DDE conversation.

ch = DDEInitiate("GOLDMINE","DATA")

The DDEINITIATE function is used to establish the DDE link. The first parameter is GoldMine’s service name, the second parameter is the service topic on which this DDE conversation is based. If the call is successful, a nonzero channel number will be returned to be used for all subsequent DDE requests to that channel. This channel number should not be confused with the work area pointer that GoldMine uses for many DDE functions.

If the DDEINITIATE function returns 0, the conversation could not be established.

See also:

Dynamic Data Exchange (DDE)

Merging Data into a Document

Working with DDE Functions


Working with DDE Functions

GoldMine supports a variety of DDE functions. Each function description includes calling format, description of operation, and an example of a WordBasic macro using the function.

Note:	The following examples use the WordBasic DDERequest$() function rather than DDEExecute. Although either one of these WordBasic functions can be used to transmit the request, DDERequest$() allows the DDE server to return a value to the calling application.

Basically, the purpose of GoldMine’s DDE functions is to allow access other files or functions. Three categories of DDE functions provide access to the following:

•	Data files

•	Records

•	Specialized functions

Depending on the type of application involved, you would typically select one of these three access methods. However, you can mix all three access methods within the same application. The function categories are described below.

Accessing Data Files

GoldMine provides a complete set of DDE functions that allow low-level access to the data files. These functions allow you to open particular data files, query the values of the fields in the records in the data files, add records to the files, and replace data in the records. This suite of functions is usually used for database applications that need varied access to GoldMine data.

Accessing Records

For specific applications that need access to GoldMine’s contact database at the logical level, the RECORDOBJ function is the preferred access method. Unlike the low level DDE functions, the RECORDOBJ function maintains all of the relationships between the various GoldMine files. This access method is most often used for document merging functions such as word processor mail merges, or placing information into a spreadsheet.

Accessing Specialized Functions

GoldMine provides a set of specialized functions for performing specific tasks, such as adding document links to the contact database, or sending GoldMine a CALLERID message.

See also:

Dynamic Data Exchange (DDE)

Append

CalComplete

CallerID

Close

ExecIniImp

Expr

InsHistory

LinkDoc

Move

MsgBox

NewForm

NewGroup

NewMember

Open

PlayMacro

Read

RecNo

RecordObj

Replace

Search

SendPage

Unlock


Append

Syntax	[APPEND(<work area>)]

The APPEND function is used to add a new, empty record to a GoldMine data file. Before using APPEND, you must open a data file using the OPEN function. After executing the APPEND function, the record pointer is positioned at the new empty record, and the record is locked and ready to accept field replacements.

When a CONTACT1 record is appended, GoldMine automatically propagates the new record with the appropriate ACCOUNTNO and CREATEBY values. For all other records, you must replace the ACCOUNTNO field with the value from the CONTACT1 record with which the new record is to be linked. For records that require remote synchronization initialization, GoldMine will automatically propagate the value of the TRANSNO field when these records are appended.

Parameters

The APPEND function accepts one parameter, the work area handle of the file to APPEND. The work area handle is returned by the OPEN file when the file is opened.

Return Value

The APPEND function returns the record number of the new record, or 0 if the file could not be locked.

Example

The following WordBasic example opens CONTACT1.DBF, adds a new blank record to the file, places New Records in the Company field, then closes the file.

Sub Main

'open a DDE channel to goldmine

ch = DDEInitiate("GOLDMINE", "DATA")

'open contact1

wa$ = DDERequest$(ch, "[OPEN(Contact1)]")

If wa$ <> "0" Then

'append a new record to contact1

ret$ = DDERequest$(ch, "[APPEND(" + wa$ + ")]")

If ret$ <> "0" Then

Print "New Record Added"

'replace company name with "New Record"

ret$ = DDERequest$(ch, "[Replace(" + wa$ + ",Company," + Chr$(34) + "New Record" + Chr$(34) + ")]")

If ret$ = "1" Then

Print "Replaced complete"

Else

Print "Replacement failed"

EndIf

'unlock the record

ret$ = DDERequest$(ch, "[Unlock(" + wa$ + ")]")

Else

Print "Record Not Added"

EndIf

Else

Print "Error Opening Contact1"

EndIf

'close the record

ret$ = DDERequest$(ch, "[Close(" + wa$ + ")]")

'terminate the DDE channel

DDETerminate(ch)

End Sub

Note that the second WordBasic DDEREQUEST function parameter for both the APPEND and the CLOSE functions are built from a concatenation of literal text and a work area pointer.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


CalComplete

Syntax	[CALCOMPLETE(<calendar record>,<activity>,<result>,<user>,<reference>,<notes>)]

The CALCOMPLETE function completes a scheduled activity. GoldMine removes the calendar record, and creates a history record for the activity.

Parameters

The CALCOMPLETE function accepts six parameters. The first required parameter is the record number of the calendar activity to be completed.

The second parameter is the Activity Code. This parameter is optional.

The third parameter is the Result Code. This parameter is optional.

The fourth optional parameter is the User. If this parameter is not specified, the User field defaults to the currently logged user.

The fifth optional parameter is the calendar Reference. This parameter is optional.

The sixth parameter is the Notes for the history record. This parameter is optional.

Return Value

The CALCOMPLETE function returns the record number of the new history record.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


CallerID

Syntax	[CALLERID(<telephone>,<message><display dialog>)]

The CALLERID function is used to inform the GoldMine user that an incoming call has been identified by Automatic Number Identification (ANI) equipment attached to the telephone system. By using CALLERID, GoldMine can perform a lookup on the contact database and attempt to locate a contact record with a telephone number that matches the telephone number extracted by the ANI device.

With the CALLERID function, GoldMine can automatically display the contact record of the caller. A dialog box is displayed allowing the user to select an action. A CALLERID function parameter is used to specify the message in the dialog box.

Parameters

The CALLERID function accepts three parameters. The first parameter is the telephone number of the caller as captured by the ANI device. The calling application is responsible for formatting the telephone number that will appear in the Phone1 field in GoldMine. Enclose this parameter in quotation marks (“).

The second parameter is the optional message to be displayed in the dialog box in GoldMine. Enclose this parameter in quotation marks (“).

The third parameter specifies whether or not the dialog box is displayed. This parameter is the sum of the required options. For example, to display the caller’s contact record in the current window if the record is found, or to display the contact listing if the caller’s phone number is not found, specify 6 (2+4) as the <display dialog> parameter.

The following table lists valid parameter values.

CALLERID Parameters

Value	Description
0	Dialog box is displayed (default when third parameter is not passed).
1	Dialog box is not displayed, and contact record is displayed in a new contact record.
2	Dialog box is not displayed, and contact record is displayed in the current contact record.
4	Contact Listing is displayed when GoldMine cannot find the contact’s telephone number. To activate this option, add this value to the third parameter value.
Return Value

The following table lists values returned by the CALLERID function.

CALLERID Return Values

Return	Description

0	Error occurred

1	Contact record found

2	Contact record not found

Example

The following WordBasic example requests a phone number for the user and attempt to locate the phone number in GoldMine via the CALLERID function.

Sub MAIN

ch = DDEInitiate("GOLDMINE", "DATA")

phone$ = (InputBox$("Enter Phone to Look Up Format:(###)###-####"))

ret$ = DDERequest$(ch, "[CallerID(" + Chr$(34) + phone$ + Chr$(34) + ")]")

If ret$ = "1" Or ret$ = "0" Then

Print "Contact Not Found or Error Occur During Lookup"

EndIf

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


Close

Syntax	[CLOSE(<work area>)]

The CLOSE function is used to release a previously OPENed file when processing is complete. A file must be CLOSEd when access is complete to release memory used by GoldMine to maintain database work areas.

Parameters

The CLOSE function accepts one parameter, the work area handle of the file to close. The work area handle is returned by the OPEN file when the file is opened.

Return Value

The CLOSE value returns 1 if the function was able to successfully close the work area, 0 if an invalid work area handle was passed.

Example

See the example in Append.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions

Open function


ExecIniImp

Syntax	[EXECINIIMP (<filename>)]

GoldMine can send a DDE command to process a Web Import instruction file. Using a DDE command allows other applications to create contact records in GoldMine. To start processing an instruction file via DDE, send the ExecIniImp (<filename>) command; for example, [ExecIniImp(“c:\goldmine\imp.ini”)].


Expr

Syntax	[EXPR(<expression>)]

The EXPR function is similar to the READ function in that it attempts to evaluate an xBase expression and return the result as a string. The EXPR function, however, does not require you to open a specific data file using the OPEN function. The expression passed to the EXPR function is evaluated against the current operating state of GoldMine, rather than the state of a specific work area. For this reason, you should be aware that differences between the return value can exist for the same expression passed to READ and EXPR.

Parameters

The EXPR function takes one parameter, the xBase expression to be evaluated. GoldMine supports a subset of the xBase dialect, so there is substantial flexibility in the application of this function. Enclose this parameter in quotation marks (“).

When referencing field names within an expression, you should always use an alias; otherwise GoldMine assumes CONTACT1 to be the default alias.

Return Value

The EXPR function returns a character string containing the value of the specified expression. If an error occurs, or the expression could not be evaluated, the EXPR function will return a null string.

Example

The following example illustrates some uses for the EXPR function.

Sub MAIN

ch = DDEInitiate("GOLDMINE", "DATA")

ret$ = DDERequest$(ch, "[EXPR(" + Chr$(34) + "Trim(Contact1->Company) + " + Chr$(34) + Chr$(34) + "/" + Chr$(34) + Chr$(34) + "+ Contact1->Contact" + Chr$(34) + ")]")

MsgBox(ret$)

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


InsHistory

Syntax	[INSHISTORY(<accno>,<rectype>,<ref>,

<notes>,<actv>,<rslt>,<user>)]

The INSHISTORY function is used to create a new history record in GoldMine. The INSHISTORY function provides a higher level interface for creating these records than using OPEN, APPEND, and REPLACE.

Parameters

The INSHISTORY function takes up to seven parameters. All parameters must be passed in quotation marks. The first parameter is the account number of the contact record to which the new history record will be linked.

The second parameter is the record type to create. The following table shows valid values.

Valid INSHISTORY Values (2nd parameter)

Value	Record Type

A	Appointment

T	To-do Action

S	Sales Potential

O	Other

L	Letter

M	Message

CC	Call Back

CM	Returned Message

CI	Incoming Call

CO	Outgoing Call

The third parameter is the history Reference.

The fourth parameter is the Notes for the history record. This parameter is optional.

The fifth parameter is the Activity Code. This parameter is optional.

The sixth parameter is the Result Code. This parameter is optional.

The seventh parameter is the User. If this parameter is not specified, the User field defaults to the currently logged user.

Return Value

The INSHISTORY function returns the record number of the new history record if the function was completed successfully. The function returns 0 if a new record could not be appended to the data file.

Example

The following WordBasic macro will create a new history record for the current contact.

Sub MAIN

ch = DDEInitiate("GoldMine", "Data")

accno$ = DDERequest$(ch, "Contact1->Accountno")

rectype$ = "CI" 'Incoming Call

ref$ = "New History"

ret$ = DDERequest$(ch, "[InsHistory(" + Chr$(34) + accno$ + Chr$(34) + "," + Chr$(34) + rectype$ + Chr$(34) + "," + Chr$(34) + ref$ + Chr$(34) + ") ]")

If ret$ = "0" Then

Print "History not created"

EndIf

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


LinkDoc

Syntax	[LINKDOC(<recno>,<filepath>,<title>,<owner>)]

The LINKDOC function is used to create or update a document link in GoldMine. Document links allow you to launch directly into an application and load the application with a document, by clicking on the desired document listed in the contact’s Links window. GoldMine maintains these links as records in the supplementary data file. The LINKDOC function provides a higher level interface to these records than can be obtained by using OPEN, APPEND, and REPLACE.

Parameters

The LINKDOC function takes up to four parameters. The first parameter is the record number of the link record to be updated. If a new link record is to be created, pass 0 as the first parameter.

Note:	When GoldMine calls the mail merge macro, the record number of the linked document record is passed as the sixth parameter.

The second parameter is the fully qualified path and filename of the file to link. Keep in mind that a valid association must exist for the file’s extension if GoldMine is to automatically launch the file’s application. See “Installing GoldMine’s DDE Link” for information on creating a file association using Windows Explorer. Enclose this parameter in quotation marks (“).

The third parameter is the document title. Enclose this parameter in quotation marks (“).

The fourth parameter is the optional document Owner. If this field is not passed, the document owner defaults to the name of the currently logged GoldMine user.

Return Value

The LINKDOC function returns 1 if the function was completed successfully. The function returns 0 if a new record could not be appended to the data file, or an existing record could not be locked for update.

Example

The following WordBasic macro links a user’s document to the current contact.

Sub MAIN

ch = DDEInitiate("GOLDMINE", "DATA")

DocPath$ = InputBox$("Enter Full Path of Document To Link")

Title$ = InputBox$("Enter Title for Link")

ret$ = DDERequest$(ch, "[LinkDoc(0," + Chr$(34) + DocPath$ + Chr$(34) + "," + Chr$(34) + Title$ + Chr$(34) + ")]")

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


Move

Syntax	[MOVE(<work area>,<subfunction>,<scope>)]

The MOVE function will position the record pointer to a particular record in a data file. Before using MOVE, you must open a data file using the OPEN function.

Parameters

The MOVE function requires either two or three parameters. The first parameter is the work area handle of the file whose record pointer you want to position. This value is obtained from the OPEN function when the data file is opened.

The second parameter is the name of the MOVE subfunction that you want to perform. Depending on the subfunction, a third parameter can be required. The following table lists the MOVE subfunctions and the requirements for the third parameter:

Valid MOVE Subfunctions

Subfunction	Description	3rd Parameter

TOP	Move to first logical record	Not required

BOTTOM	Move to last logical record	Not required

SKIP	Skip records	Optional, records to skip

GOTO	Goto a specific record	Record number

SEEK	Seek a specific record by key	Search key value

SETORDER	Select an index	Index tag number

Top

Positions the record pointer at the first logical record according to the current index order. For example, if the data file open in the selected work area is CONTACT1.DBF, and the index order is set to COMPANY, a call to TOP will result in the record pointer being positioned at a record with a company name, such as AAA Cleaners.

Bottom

Positions the record pointer at the last logical record according to the current index order. For example, if the data file open in the selected work area is CONTACT1.DBF, and the index order is set to COMPANY, a call to BOTTOM will result in the record pointer being positioned at a record with a company name, such as Z-best Bakery.

Skip

Moves the record pointer on a record by record basis. If SKIP is called without the third parameter, it will move the record pointer to the next logical record according to the current index order. If SKIP is called with a string numeric as the third parameter, the record pointer will be moved forward by the indicated number if the value is positive, or backwards if the value is negative. Negative numbers must be passed in quotation marks, for example “-1”.

Goto

Positions the record pointer at the record number specified by a string numeric passed as the third parameter.

Seek

Attempts to locate a record in the data file with an index key that matches the string passed as the third parameter. Partial key searches are allowed, and GoldMine will position the record pointer at the record with the key that most closely matches the passed value.

Setorder

Selects an active index for ordering and SEEKing the data file. See Database Structures for the appropriate values and collating sequence for each data file’s indexes. If an invalid index is selected for the data file, none of the MOVE subfunctions will operate properly.

Return Value

The MOVE function can return several values, as shown in the following table.

MOVE Return Values

Return	Description

0	Error occurred

1	Record pointer successfully moved, or index selected

2	Exact match not found, pointer positioned at closest match

3	Record pointer positioned at end-of-file (EOF).

4	Record pointer positioned at beginning-of-file (BOF).

An error can be returned if an invalid work area handle is passed to the function, or if an invalid subfunction is passed, or if an out-of-range record number is passed, or if a nonnumeric value is passed as a third parameter when a numeric value is expected.

Example

The following example illustrates several MOVE function formats.

Sub MAIN

'open a DDE channel to goldmine

ch = DDEInitiate("GOLDMINE", "DATA")

'open contact1

wa$ = DDERequest$(ch, "[OPEN(Contact1)]")

' go to top record in data file

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ", TOP)]")

MsgBox("Top: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

' skip forward 1 record

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ", SKIP)]")

MsgBox("SKIP: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

' skip X records

x = 5

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ",SKIP," + Str$(X) + ")]")

MsgBox("SKIP 5: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

' go to bottom record in data file

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ", BOTTOM)]")

MsgBox("BOTTOM: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

' skip backwards 1 record (-1 must be enclosed in quotes)

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ",SKIP," + Chr$(34) + "-1" + Chr$(34) + ")]")

MsgBox("SKIP -1: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

' goto record 10

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ", GOTO, 10)]")

MsgBox("GOTO 10: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

' set order to COMPANY

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ", SETORDER, 10)]")

cSeek$ = UCase$(InputBox$("Enter a Company to search for"))

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ",SEEK," + Chr$(34) + cSeek$ + Chr$(34) + ")]")

MsgBox("SEEK: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ", TOP)]")

'Search for a city

ret$ = DDERequest$(ch, "[MOVE(" + wa$ + ", TOP)]")

city$ = UCase$(InputBox$("Enter a City to search for"))

ret$ = DDERequest$(ch, "[SEARCH(" + wa$ + "," + Chr$(34) + "Upper(CITY)=‘" + city$ + "’" + Chr$(34) + ")]")

MsgBox("SEARCH: " + DDERequest$(ch, "[READ(" + wa$ + ",CONTACT)]"))

ret$ = DDERequest$(ch, "[Close(" + wa$ + ")]")

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


MsgBox

Syntax	[MSGBOX(<message>,<style>)]

The MSGBOX function will display a standard Windows message dialog box.

Parameters

The MSGBOX function accepts two parameters. The first parameter is the message to display within the dialog box. Enclose this parameter in quotation marks (“).

The second parameter is the optional style of the message box. This value is the sum of the options listed in the following table.

MSGBOX Style Values (2nd parameter)

Value	Meaning

0	Display OK button only

1	Display OK and Cancel buttons

2	Display Abort, Retry, and Ignore buttons

3	Display Yes, No, and Cancel buttons

4	Display Yes and No buttons

5	Display Retry and Cancel buttons

16	Display Stop icon

32	Display Question Mark icon

48	Display Exclamation Mark icon

64	Display Information icon

0	First button is default

256	Second button is default

512	Third button is default

Return Value

The MSGBOX function returns values shown in the following table.

MSGBOX Return Values

Return	Description

1	OK button selected

2	Cancel button selected

3	Abort button selected

4	Retry button selected

5	Ignore button selected

6	Yes button selected

7	No button selected

Example

The following WordBasic example displays a message box with a Yes button and a No button.

Sub MAIN

ch = DDEInitiate("GOLDMINE", "DATA")

ret$ = DDERequest$(ch, "[MsgBox (" + Chr$(34) + "Press A Button Any Button" + Chr$(34) + ", 4)]")

If ret$ = "6" Then

MsgBox("Yes was pressed")

Else

MsgBox("No was pressed")

EndIf

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


NewForm

Syntax	[NEWFORM(<apptype>,<filepath>,<title>,<macro>,

<templatetype>,<flags>)]

The NEWFORM function adds a new merge template record into the Merge Forms window in GoldMine. This function is used primarily by the document merge link installation macro. However, this function can also be used to add additional merge templates from a user-written application.

Parameters

The NEWFORM parameter takes up to six parameters; the first three parameters are required, the last three parameters are optional.

The first parameter is the type of document to which the new form record will point. This value must be a valid Application Identifier, such as Word.Document.6, that corresponds to an entry in the Registration Database. Enclose this parameter in quotation marks (“).

The second parameter is the fully-qualified path and filename of the template file.

The third parameter is the title of the document as it should appear in the Merge Forms browse window. Enclose this parameter in quotation marks (“).

The fourth parameter is the name of an optional DDE function to be called after the template is loaded by the linked application. If this parameter is not specified, the default function is MAINMENU. Enclose this parameter in quotation marks (“).

The fifth parameter is the optional type of template. If this parameter is not specified, the template type is assumed to be Document. Enclose this parameter in quotation marks (“). The following table lists the values that GoldMine accepts for this parameter.

Document Types

Type	Description

0	Document

1	Spreadsheet

2	Other

The sixth parameter is a three character field corresponding to the values of the Link To Doc, Save History and Allow Hot Link options on the Form Setup dialog box. To set (check) one of these options, 1 is passed; to reset (uncheck), 0 is passed. Enclose this parameter in quotation marks (“).

Flag Values

Position	Description

0	Link To Doc check box

1	Save History check box

2	Allow Hot Link check box

Return Value

The NEWFORM function does not return a value.

Example

The following WordBasic macro will save a template back to GoldMine as a merge form.

Sub MAIN

' GoldMine is not running.

If Not(AppIsRunning("GoldMine for Windows")) Then

MsgBox "GoldMine is NOT Running!", "Save As Merge Form", 16

Goto Exit

End If

GMch = DDEInitiate("GoldMine", "Data")

Dim FileInfo As FileSummaryInfo

GetCurValues FileInfo

result = Dialog(FileInfo)

If result = 0 Then

Goto Exit

EndIf

FileSummaryInfo FileInfo

DocTitle$ = Chr$(34) + FileInfo.Title + Chr$(34)

SaveDate$ = FileInfo.LastSavedDate

If SaveDate$ = "" Then

Dim FileSaveDlg As FileSaveAs

result = Dialog(FileSaveDlg)

If result = 0 Then

Goto Exit

EndIf

FileSaveAs .Format = 1 FileSaveDlg

GetCurValues FileInfo

EndIf

FullName$ = Chr$(34) + FileInfo.Directory + "\" + FileInfo.FileName + Chr$(34)

AppName$ = Chr$(34) + "[GoldMineLink]" + Chr$(34)

DDEExecute GMch, "[NewForm(Word.Document.6," + FullName$ + "," + DocTitle$ + "," + AppName$ + ")]"

Print "Document has been saved as a GoldMine Merge Form"

Exit:

If GMch Then

DDETerminate GMch

EndIf

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions

Merging Data into a Document


NewGroup

Syntax	[NEWGROUP(<ref>,<code>,<user>)]

The NEWGROUP function is used to create a new empty group. This function must be called prior to adding group members with the NEWMEMBER function.

Parameters

The NEWGROUP parameter takes up to three parameters; the first parameter is required, the last two parameters are optional.

The first parameter is the Reference for the new group. Enclose this parameter in quotation marks (“).

The second parameter is the optional sort Code for the group. This parameter must be passed in quotation marks if it contains any embedded spaces or delimiting marks.

The third parameter is the optional name of the user whose groups list the new group will be added. If this parameter is not passed, the new group will be added to the currently logged user’s list of groups. Enclose this parameter in quotation marks (“).

Return Value

The NEWGROUP function returns a value representing the GROUP NUMBER of the new group. Zero is returned if the group could not be added. The GROUP NUMBER value is used by the NEWMEMBER function to add members to the new group.

Example

The following WordBasic example creates a new group and adds the current contact to the group.

Sub MAIN

ch = DDEInitiate("GOLDMINE", "DATA")

GroupNo$ = DDERequest$(ch, "[NewGroup(" + Chr$(34) + "New Group" + Chr$(34) + "," + Chr$(34) + "New" + Chr$(34) + ")]")

If GroupNo$ <> "0" Then

ActNo$ = DDERequest$(ch, "Contact1->AccountNo")

ret$ = DDERequest$(ch, "[NewMember(" + Chr$(34) + GroupNo$ + Chr$(34) + "," + Chr$(34) + ActNo$ + Chr$(34) + "," + Chr$(34) + "New Member" + Chr$(34) + "," + Chr$(34) + "Sort" + Chr$(34) + ")]")

If ret$ = "0" Then

Print "Cannot Create New Member"

EndIf

Else

Print "Cannot Create New Group"

EndIf

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


NewMember

Syntax	[NEWMEMBER(<groupno>,<accno>,<ref>,<code>)]

The NEWMEMBER function is used to add a member to a group created with the NEWGROUP function.

Parameters

The NEWMEMBER function takes up to four parameters; the first two parameters are required.

The first parameter is the GROUP NUMBER of the group to which the member is added. This value is returned by the NEWGROUP function. Enclose this parameter in quotation marks (“).

The second parameter is the Account Number of the contact record to add to the group. Enclose this parameter in quotation marks (“).

The third parameter is the optional group member Reference. Enclose this parameter in quotation marks (“).

The fourth parameter is the optional group member sort Code. Group members are ordered alphabetically by the value in this field. Enclose this parameter in quotation marks (“).

Example

See the example in NewGroup.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


Open

Syntax	[OPEN(<filename>)]

The OPEN function is used to open one of GoldMine’s data files for processing by another application. This function MUST be called prior to calling any of GoldMine’s DDE functions that work with an individual data file. It is not necessary to use this function when calling the RECORDOBJ function, because this function opens the necessary data files automatically.

Parameters

The OPEN function takes one parameter, the name of the file to open. The following values are valid for this parameter:

Valid OPEN Parameters

File	Description

CAL	Calendar activities file

CONTACT1	Primary contact information file

CONTACT2	Primary contact information file

CONTHIST	History records file

CONTSUPP	Supplementary records file

LOOKUP	Lookup file

Return Value

The OPEN function returns an integer value representing the handle to the file’s work area. This value is required for all subsequent access to the file. If the file could not be opened, or an invalid parameter is passed, the function will return 0.

Example

See the example in Append.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


PlayMacro

Syntax	[PLAYMACRO(<Macro><wait>)]

A macro groups together a series of commands and/or keystrokes into a one-step operation. You can create a macro to automate a sequence of tasks that you perform frequently in GoldMine. For example, if you frequently print the same letter to send to all of your contacts, you can create and a macro that will select the letter template and merge data about each contact into the template for each letter. You can set up a macro to access the Merge Forms dialog box, select the user who “owns” the template that you want to use, select a form from the list, select the All contacts option, then check both the Primary checkbox and the Additional checkbox so GoldMine will generate this letter to all primary and additional contacts.

Parameters

The PLAYMACRO function takes two parameters that identify the macro and assign a wait state.

The first parameter identifies the macro. A macro can be identified by either:

•	Number for the currently logged user

•	Valid macro filename

Identifying a Macro by Number

Each user can create up to 100 macros from the GoldMine toolbar—see “Recording a Macro” in the appendix, “Customizing the GoldMine Toolbar,” which appears in Book 1 of the GoldMine Reference Manual. Each macro can be assigned an optional numeric identification from 800–899. For example, you can assign 800 to identify your first macro, 801 to identify your second macro, etc.

Identifying a Macro by File Name

You can assign a file name to identify the macro, such as C:\GOLDMINE\MACROS\JOHN.801.

The second parameter assigns a wait state that determines GoldMine’s availability to process another macro or task while the current macro executes. To set GoldMine to wait for the currently executing macro to finish before starting another task, set the parameter to 1. For example, if you are setting up a sequence of macros to run tutorial lessons, you want GoldMine to wait for each lesson to finish before executing the next macro that will run the following lesson.

To allow GoldMine to perform background processing while the macro(s) execute, such as indexing, set the parameter to 0.

Return Value

The PLAYMACRO function returns an integer value based on the wait parameter, that is, GoldMine’s availability to process a task in addition to the currently running macro. If the wait parameter is 0 (GoldMine does not wait for the macro to finish to process another task), the PLAYMACRO function will always return 1. If the wait parameter is 1 (GoldMine will wait for the current macro to finish before processing another macro or task), the PLAYMACRO will return either 0 or 1 under the following conditions:

Return	Description

0	Macro played successfully

1	Error occurred during macro playback

Example

John Doe can enter either of the following two commands to execute his second macro and have GoldMine available to perform other tasks (no waiting):

DDERequest$(ch, “[PlayMacro(801, 0)]”)

or

File$ = “C:\goldmine\macros\john.801”
DDERequest$(ch, “[PlayMacro(“+Chr$(34) + File$ + Chr$(34) +”)]”)

Note:	You can also play a macro from the command line (DOS prompt).

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions

DDE Macros

Adding Macros to the Toolbar

Playing a Macro from the Command Line


Playing a Macro from the Command Line

Executing a macro from the command line (DOS prompt) can be useful to run functions at night, such as indexing, running an automated process, or synchronizing with remote sites with a transfer set created via macro. You can either identify a macro by an identification number, like GMW32 /m:801, or by file name like GMW32 /m:c: \index.801. If necessary, the command line statement can start GoldMine, then, once started, run the macro.

Optional switches include:

/m: 	Logs in automatically to GoldMine

/u:[username]	Provides the username entry to log in to GoldMine

/p:[password]	Provides the password entry to log in to GoldMine

If running the Plus! Pack with Windows 95, you can run a macro from the System Agent by placing a command line switch for GoldMine in the Program field of the Schedule a New Program dialog box that will run a macro. For example, placing the following macro

GMW32 /u:john /p:pswd /m:800

in the System Agent would start GoldMine, log in user John with his username and password, then run John’s first macro.

See also:

DDE Macros

Adding Macros to the Toolbar

PlayMacro


Read

Syntax	[READ(<work area>,<field>)]

The READ function is used to query a data file for the value of a field. Before using READ, you must open a data file using the OPEN function. In addition, you will probably want to position the record pointer to the record you want to query by using the MOVE function.

Parameters

The READ function requires two parameters. The first parameter is the work area handle of the file that you want to read. This value is obtained from the OPEN function when the data file is opened.

The second parameter is the name of the field in the data file whose value you want to query. You will normally pass only a single field name, such as CONTACT as the second parameter. However, if you pass a field expression, such as

“COMPANY + CONTACT”

GoldMine will attempt to evaluate the expression and return the value of the expression. When an expression is passed as the second parameter, it must be surrounded by quotation marks.

Return Value

The READ function returns a character string containing the value in the specified field, or the value of the specified expression. If an error occurs, the READ function will return a null string. The error could be caused by an invalid work area handle, an invalid field being passed, or an expression that GoldMine could not evaluate.

Example

See the example in Move.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


RecNo

Syntax	[RECNO(<work area>)]

The RECNO function is used to determine current record number position.

Parameters

The RECNO function accepts one parameter, the work area handle of the file. The work area handle is returned by the OPEN file when the file is opened.

Return Value

The RECNO function returns the current record number position, 0 if an invalid work area handle was passed.

Example

The following WordBasic example determines the record number for current contact in CONTACT1.

Sub MAIN

'open a DDE channel to goldmine

ch = DDEInitiate("GOLDMINE", "DATA")

'open contact1

wa$ = DDERequest$(ch, "[OPEN(Contact1)]")

recno$ = DDERequest$(ch, "[Recno(" + wa$ + ")]")

ret$ = DDERequest$(ch, "[Close(" + wa$ + ")]")

MsgBox("Current Record Number: "	+ recno$)

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


RecordObj

Syntax	[RECORDOBJ(<subfunction>,<scope>)]

The RECORDOBJ function is a specialized function designed to link DDE fields in a document application such as a word processor or spreadsheet. Using RECORDOBJ, an application can access the contact record in a high-level fashion, rather than opening the CONTACT1.DBF and CONTACT2.DBF files using OPEN.

Calling RECORDOBJ within a DDE program is equivalent to viewing and manipulating the contact record within GoldMine. The calling program can control the record pointer in the contact record much the same way a GoldMine user can move the record pointer. In fact, RECORDOBJ can be called in such a way as to create a new, minimized contact record in GoldMine’s work area display.

The primary differences between using OPEN, MOVE, and READ to access contact information and using RECORDOBJ are:

1.	Any filter or group that is active on a contact record in GoldMine is ignored when files are accessed using OPEN and MOVE. However, RECORDOBJ can work in conjunction with a filter or group. Any records that do not match the filter expression, or are not members of the group, are skipped.

2.	When using OPEN and MOVE, the only way to maintain the relationship between the CONTACT1.DBF and CONTACT2.DBF files is to manually reposition CONTACT2.DBF whenever the record pointer is moved in CONTACT1.DBF. When using RECORDOBJ, the relationship between CONTACT1.DBF and CONTACT2.DBF, and other contact information such as history, is automatically maintained.

3.	RECORDOBJ does not contain a method to read specific fields from the database. It is expected that the application will use DDE link fields or the EXPR function to query information from the database, and use RECORDOBJ function calls only to position the record pointer.

4.	When RECORDOBJ is used to move the record pointer, the contact record screen in GoldMine is updated, and a DDE Warm Link Advise message is sent to all DDE link fields, automatically updating these fields with the new contact information.

Parameters

The RECORDOBJ function requires either one or two parameters. The first parameter is the name of the RECORDOBJ subfunction that you want to perform. Depending on the subfunction, a second parameter can be required. The following table lists the RECORDOBJ subfunctions and the requirements of the second parameter.

Valid Recordobj Functions

Subfunction	Description	2nd Parameter

SETOBJECT	Create or select contact record	Optional object pointer

TOP	Move to first logical record	Not required

BOTTOM	Move to last logical record	Not required

SKIP	Skip records	Optional, recs to skip

SEEK	Seek a specific record by key	Search key value

SETORDER	Select an index	Index tag number

SETTITLE	Set the contact record title	Text of title

CLOSEWINDOW	Close the contact record	Object pointer

SETRECORD	Change the behavior of 	Name of data structure to be queried

SKIP, TOP, and BOTTOM

REFRESH	Repaint the contact record	Not required

GETRP	Return the point to the 	Not required

current contact record

Setobject

The SETOBJECT call must be called prior to calling any other RECORDOBJ subfunction to specify the contact record that subsequent RECORDOBJ calls will manipulate. If SETOBJECT is called without a second parameter, subsequent calls to RECORDOBJ will manipulate the currently active contact record. Note that the user can change the active contact record in GoldMine while the DDE conversation is active, but this will not affect the contact record that is linked to the RECORDOBJ function.

If SETOBJECT is called with a second parameter of 0, GoldMine will create a new, minimized contact record in the work area display, and subsequent calls to RECORDOBJ will manipulate that contact record. If SETOBJECT is called with a second parameter of 1, GoldMine will create a new, minimized contact record in the work area display, and copy any filter or group active on the last used contact record into the newly minimized contact record.

Finally, if RECORDOBJ is called with a specific pointer number, GoldMine will attempt to establish a link with that contact record. A client application can obtain this pointer only when utilizing GoldMine’s document merging feature, when GoldMine, acting as a DDE client, passes this long pointer as the seventh parameter.

Top

Positions the record pointer at the first logical record according to the current index order. For example, if the contact record index order is set to COMPANY, a call to TOP will result in the record pointer being positioned at a record with a company name such as “AAA Cleaners.” GoldMine will also update the contact record to display the new record.

Bottom

Positions the record pointer at the last logical record according to the current index order. For example, if the contact record index order is set to COMPANY, a call to BOTTOM will result in the record pointer being positioned at a record with a company name such as “Z-best Bakery.” GoldMine will also display the new record.

Skip

The SKIP subfunction moves the record pointer on a record by record basis. If SKIP is called without the second parameter, it will move the record pointer to the next logical record according to the current index order. If SKIP is called with a string numeric as the second parameter, the record pointer will be moved forward by the indicated number of records if the value is positive, or backwards if the value is negative. Negative numbers must be passed in quotation marks, for example “-1.” GoldMine will also update the display to show the new record.

The SKIP subfunction is sensitive to any filter or group that can be active on the contact record in GoldMine. For example, if the user applies a filter to the contact record in GoldMine, the SKIP subfunction will skip over any records that do not match the filter expression.

Goto

The GOTO subfunction positions the record pointer at the record number specified by a string numeric passed as the second parameter.

Seek

Attempts to locate a record in the data file with an index key that matches the string passed as the second parameter. Partial key searches are allowed, and GoldMine will position the record pointer at the record with the key that most closely matches the passed value. GoldMine will update the display to show the new record.

Setorder

Selects an active index for ordering and SEEKing the contact database. Only the twelve CONTACT1 indexes can be used for this subfunction. See the section Data Structures for the appropriate values and collating sequence for each data file’s indexes.

Settitle

Changes the text in the title bar of the contact record’s window, and the text that is displayed below a minimized contact record. For example, a DDE application that merges contact records within a document can modify the contact record title to indicate the number of records that have been merged. Any text that is passed as the second parameter must be enclosed in quotation marks, and will be used as the new title’s text.

Closewindow

Closes the contact record when processing is complete. Issuing this call is equivalent to selecting the Close option from the contact record’s system menu.

Setrecord

Changes the behavior of the SKIP, TOP, and BOTTOM subfunctions to allow ancillary contact information (such as additional contacts) to be queried using the RECORDOBJ function. Normally, GoldMine assumes the CONTACT1.DBF data file to be the parent data file, and when the SKIP, TOP, or BOTTOM subfunction is called, the record pointer is repositioned in this data file. However, when accessing information in GoldMine’s tab folders, the SKIP, TOP, and BOTTOM subfunctions must be able to reposition the record pointer in the data file that stores these items (CONTSUPP.DBF).

The SETRECORD subfunction accepts the name of the data structure being queried as the second parameter. Valid data structure names are listed in the following table.

Valid Setrecord Structure Names

Data Structure Name	Description

CONTACTS	additional contacts

PROFILE	profile records

REFERRALS	referral records

LINKS	linked documents

PRIMARY	primary contacts

When SETRECORD is used, the behavior of the SKIP, TOP, and BOTTOM subfunctions changes. When TOP is called, GoldMine will position the record pointer in the supplementary data file so that the first record containing the selected information is the current record. For example, if SETRECORD is used to select CONTACTS, TOP will position the record pointer on the first additional contact record for the current contact. The record pointer in the primary information data file (CONTACT1.DBF) will not be moved, so the name of the current company will remain the same. BOTTOM behaves in a similar manner.

SKIP will position the record pointer in the supplementary file on the next record of the selected type. For example, if SETRECORD is used to select CONTACTS, SKIP will position the record pointer in the supplementary file on the next additional contact record for the current contact. The record pointer in the primary information data file (CONTACT1.DBF) will not be moved, unless the record pointer in the supplementary file was already positioned at the last record of the selected type; then GoldMine will reposition the record pointer in the primary information data file (CONTACT1.DBF) to the next contact record, and reset the record pointer in the supplementary file to the first supplemental record of the selected type. DDE macros are also sensitive to the setting of the SETRECORD subfunction—see DDE Macros.

Refresh	Repaints the contact record.

GetRP	Obtains a pointer of the currently selected contact record.

Return Value

All RECORDOBJ subfunctions return 1 if the function was completed successfully, or 0 if an internal error occurred.

Example

The following WordBasic macro uses the RECORDOBJ function to count the number of additional contacts in the current record.

Sub MAIN

ch = DDEInitiate("GOLDMINE", "DATA")

AccNo$ = DDERequest$(ch, "Contact1->AccountNo")

ret$ = DDERequest$(ch, "[RecordObj(SetObject, 1)]")

ret$ = DDERequest$(ch, "[RecordObj(Setrecord,Contacts)]")

ret$ = DDERequest$(ch, "[Recordobj(Top)]")

ANRT$ = DDERequest$(ch, "Trim(ContSupp->AccountNo)+Trim(ContSupp->RecType)")

AddCount = 0

If ANRT$ = AccNo$ + "C" Then

AddCount = 1

While DDERequest$(ch, "[Recordobj(Skip)]") = "1"

AddCount = AddCount + 1

Wend

Else

AddCount = 0

EndIf

ret$ = DDERequest$(ch, "[RecordObj(CloseWindow)]")

MsgBox(Str$(AddCount) + " Additional Contacts")

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions

DDE Macros


Replace

Syntax	[REPLACE(<work area>,<field>,<value>,<append>)]
The REPLACE function is used to change the value in a particular field in one of GoldMine’s data files. Before using REPLACE, you must open a data file using the OPEN function. In addition, you will probably want to position the record pointer to the record you want to change by using either the MOVE function, or by adding a new record with the APPEND function.

After executing the REPLACE function, GoldMine will update the specified field with the new value, and update the appropriate remote synchronization data structures to indicate that the field was changed.

In a network environment, GoldMine automatically locks the record before performing the replacement. The record is not automatically unlocked, allowing for fast multiple field replacements. The record is automatically unlocked when a CLOSE, MOVE, or UNLOCK command is issued on the work area.

Parameters

The REPLACE function requires three parameters. The first parameter is the work area handle of the file in which you want to perform the replacement. This value is obtained from the OPEN function  when the data file is opened.

The second parameter is the name of the field to be replaced. See Database Structures for information on the name of fields in each of GoldMine’s data files. The REPLACE function will fail if you attempt to replace a field that does not exist in the file open in the specified work area.

The third parameter is the value to replace. Note that this value must be enclosed in quotation marks. The replace value must be a string value. If the replacement field is a date or numeric field, GoldMine will convert the string data to the appropriate data type prior to performing the replacement.

The fourth parameter will add data instead of replacing data. Using this parameter, you can insert large amount of text into a notes field. To append instead of replace incoming data from the third parameter, pass 1 as the fourth parameter. You can set up a loop to feed notes in 256-byte segments to override the 256-byte limit for inbound DDE requests.

Return Value

The REPLACE function returns 1 if the field was replaced. If the field could not be replaced, 0 is returned. The failure can be caused by an invalid parameter, such as an invalid work area handle, or an invalid field name, or the failure can be caused if the record is already locked by another user.

Example

See the example in Append.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


Search

Syntax	[SEARCH(<work area>,<expression>, <index>)]

The SEARCH function is used to perform a sequential search on a file. Unlike MOVE, SEARCH scans the file, one record at a time, looking for a record that satisfies the search condition. The search condition can be any xBase expression that GoldMine understands, but is usually an expression that tests the value of one or more fields in the file. When a match is found, the record pointer is located at the matching record.

SEARCH starts with the record that immediately follows the current record (the next logical record according to the selected index order) and continues until a match is found or the end of file is encountered. Because of this, SEARCH can be called repeatedly to return a list of records that satisfy the search condition.

Parameters

The SEARCH function takes three parameters. The first parameter is the work area handle of the file you want to search. This value is obtained from the OPEN function when the data file is opened.

The second parameter is the search expression, such as

“CITY=‘Los Angeles’”

Note that the expression must be surrounded by quotation marks, and any string literal characters with the expression must be surrounded by single quotes (‘).

The third parameter is the optional index order to use when searching the data file. When this parameter is not specified, the data file is searched by record number (physical) order. See Database Structures for the appropriate values and collating sequence for each data file’s indexes. If an invalid index is selected for the data file, the SEARCH function will not operate properly.

Return Value

The SEARCH function can return several values, as shown in the following table.

SEARCH Return Values

Return	Description

0	Error occurred or match could not be found

>1	Match found; return value indicated current physical record number

An error can be returned if an invalid work area handle is passed to the function, or if an invalid search condition is passed.

Example

The following example searches for a record with a City field entry of Los Angeles.

See the example in Append.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions

a


SendPage

Syntax	[SENDPAGE(<Message><From><To>)]

The SENDPAGE function allows you to create and send a message to the pager of a GoldMine user. The function consists of the following components:

•	<Message> can consist of any text message that you create with this function to send to a pager; most pages can accept messages of 70–100 characters

•	<From> includes the sender’s name as an optional “signature”

•	<To> identifies an optional GoldMine user who will receive the pager message; information about the pager must be entered in the Edit|Preferences|Pager folder, such as ID code or PIN number, telephone number of the pager, and maximum message size in characters that the pager can accept

Return Value

The SENDPAGE function can return one of two values.

Return	Description

0	Error occurred during the attempt to send the message to the pager

1	Pager message was transmitted successfully

Example

The following example sends the message “This is a pager message” from John Doe:

Sub MAIN

ch = DDEInitiate("GOLDMINE", "DATA")

Msg$ = “This is a pager message”

From$ = John Doe
Ret$ = DDERequest$(ch, “[SendPage(“ + Chr$(34) + Msg$ + Chr$(34) + “,” + Chr$(34) + From$ + Chr$(34) + “)]”)

DDETerminate(ch)

End Sub

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


Unlock

Syntax	[UNLOCK(<work area>)]

Unlocks a record previously locked by a call to either APPEND or REPLACE. GoldMine does not specifically release a lock on a record until you call UNLOCK, allowing you to perform multiple field replacements quickly. Before using UNLOCK, you must open a data file using the OPEN function.

After calling UNLOCK, GoldMine will also update the remote synchronization data structures to indicate the date and time that the record was modified.

Parameters

The UNLOCK function accepts one parameter, the work area handle of the file to close. The work area handle is returned by the OPEN file when the file is opened.

Return Value

The UNLOCK function returns 1 if the record was unlocked, or 0 if an invalid work area handle was passed to the function.

Example

See the example in Append.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


DDE Macros

To facilitate the use of DDEAUTO fields, GoldMine allows you to select a macro as the service item. Upon encountering a DDE service item that starts with an ampersand (&), GoldMine searches an internal table of macro names. If a match is found, the macro is processed and the result is returned, as if a DDE function or expression was used.

Macros are sensitive to the setting of the RECORDOBJ function’s SETRECORD subfunction. This DDE function is primarily used to gain access to additional contacts and other supplementary information. When the SETRECORD type is set to PRIMARY, the following macros will return the value from the corresponding fields in the primary information portion of the contact record. When the SETRECORD type is set to ADDITIONAL, or another supplementary record type, the macros will return the value from the corresponding field in the supplementary file (CONTSUPP.DBF).

The following macros can be used as DDE service items:

&FIRSTNAME

Returns the first name of the current contact.

&FAX

Returns the FAX number as it should be sent to an autodialer for automatic fax transmission.

&CONTACT

Returns a Contact name from the currently active contact record. Normally, this value will be extracted from the Contact field in the primary display portion of the contact record; however, the RECORDOBJ SETRECORD subfunction can be used to change the returned record type to additional contact, or another type of supplementary record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY, the &CONTACT macro returns the value in Contact field in CONTSUPP for the current supplementary record.

&TITLE

Returns the Title from the currently active contact record. Normally, this value will be extracted from the Title field in the primary display portion of the contact record; however, the RECORDOBJ SETRECORD subfunction can be used to change the returned record type to additional contact, or another type of supplementary record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY, the &TITLE macro returns the value in Title field in CONTSUPP for the current supplementary record.

&NOTES

Returns the Notes from the currently active contact record. Typically, this value will be extracted from the Notes field in the primary display portion of the contact record; however, the RECORDOBJ SETRECORD subfunction can be used to change the returned record type to additional contact, or another type of supplementary record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY, the &TITLE macro returns the value in Notes field in CONTSUPP for the current supplementary record.

&ADDRESS1

Returns the first Address field from the currently active contact record. Normally, this value will be extracted from the Address1 field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the Address1 field on the additional contact record, if a value is entered. When the Address1 field on the additional contact record is blank, then the &ADDRESS1 macro returns the value in the Address1 field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &ADDRESS1 macro returns the value in Address1 field in primary display portion of the contact record.

&ADDRESS2

Returns the second Address field from the currently active contact record. Normally, this value will be extracted from the Address2 field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the Address2 field on the additional contact record, if an entry exists in the Address1 field on the additional contact record. When the Address1 field on the additional contact record is blank, then the &ADDRESS2 macro returns the value in the Address2 field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &ADDRESS2 macro returns the value in Address2 field in the primary display portion of the contact record.

&ADDRESS

Returns a string containing the values of both &ADDRESS1 and &ADDRESS2, separated by a carriage return and line feed character. If either &ADDRESS1 or &ADDRESS2 do not contain any data, a single line of data is returned, without the carriage return and line feed character.

This macro can be used to perform rudimentary blank line suppression within linked applications that do not support blank address line suppression internally.

&NAMEADDRESS

Returns a string containing the complete address of the current contact record. Each address line is separated by a carriage return and line feed, and the entire string is formatted so that the string can be inserted directly into a merge template. If any of the address lines on the contact record is empty, that address line will be suppressed. This macro can be used to perform rudimentary blank line suppression within linked applications that do not support blank address line suppression internally.

The behavior of this macro string is similar to the behavior of the &ADDRESS1, &ADDRESS2, and &ADDRESS macros, and the &NAMEADDRESS macro can be used to return an additional contact address by using the RECORDOBJ SETRECORD subfunction.

&CITY

Returns the City field from the currently active contact record. Normally, this value will be extracted from the City field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the City field on the additional contact record, if an entry exists in the Address1 field on the additional contact record. When the Address1 field on the additional contact record is blank, then the &CITY macro returns the value in the City field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &CITY macro returns the value in the City field in the primary display portion of the contact record.

&STATE

Returns the State field from the currently active contact record. Normally, this value will be extracted from the State field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the State field on the additional contact record if an entry exists in the Address1 field on the additional contact record. When the Address1 field on the additional contact record is blank, then the &STATE macro returns the value in the State field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &STATE macro returns the value in the State field in the primary display portion of the contact record.

&ZIP

Returns the Zip field from the currently active contact record. Normally, this value will be extracted from the Zip field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the Zip field on the additional contact record, if an entry exists in the Address1 field on the additional contact record. When the Address1 field on the additional contact record is blank, then the &ZIP macro returns the value in the Zip field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &ZIP macro returns the value in ZIP field in the primary display portion of the contact record.

&COUNTRY

Returns the Country field from the currently active contact record. Normally, this value will be extracted from the Country field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the Country field on the additional contact record if an entry exists in the Address1 field on the additional contact record. When the Address1 field on the additional contact record is blank, then the &COUNTRY macro returns the value in the Country field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &COUNTRY macro returns the value in Country field in the primary display portion of the contact record.

&CITYSTATEZIP

Returns a format string of text containing the City, State and Zip fields from the currently active contact record. This string is returned in the following format:

City, State Zip

Typically, the return value will be comprised of the fields in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine generates the return value from the fields on the additional contact record, if an entry exists in the Address1 field on the additional contact record. When the Address1 field on the additional contact record is blank, then the &CITYSTATEZIP macro returns a value from the fields in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &CITYSTATEZIP macro returns a value from the fields in the primary display portion of the contact record.

&PHONE

Returns a telephone number from the currently selected contact record. Typically, this value will be extracted from the Phone1 field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the Phone field on the additional contact record, if an entry exists in the Phone field on the additional contact record. When the Phone field on the additional contact record is blank, then the &PHONE macro returns the value in the Phone1 field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &PHONE macro returns the value in Phone1 field in the primary display portion of the contact record.

&CALREFRESH

Refreshes the graphical calendar display. Set up GoldMine to run this macro after adding calendar records using DDE.

&GOLDDIR

Returns path information for the directory in which GoldMine is installed.

&COMMONDIR

Returns the path information for the directory where the contact files are located.

&SERIALNO

Returns the serial number of the installed GoldMine program.

&VERSION

Returns the version number of the installed GoldMine program.

&USERFULLNAME

Returns the full name of the currently logged GoldMine user as the name appears in the FullName field in the Users Master File for the user.

&USERNAME

Returns the login name of the currently logged GoldMine user.

&BROWSERECNO

Returns the record number of the last selected record in a browse window.

&SHUTDOWN

Logs out the currently logged user, and quits GoldMine.

DDE Macros for Merge Forms

The following DDE macros are used primarily for creating DDE links to GoldMine through the Merge Forms function. The values returned by each of these macros is updated by GoldMine when a Merge Form is launched by selecting Edit, Link, Print or Fax from the Merge Forms dialog box.

&PARAM1 (filename)

Returns the path and filename of the document template associated with the merge form selected when the Edit, Link, Print or Fax option was selected. This value is obtained from the Template File field on the merge form’s Form Setting dialog box.

&PARAM2 (action)

Returns a value indicating whether the Edit, Link, Print or Fax button was selected to launch linked application.

&PARAM2 Parameters

Value	Description

1	Edit selected

2	Prink selected

3	Print selected

4	Fax selected

&PARAM3 (range)

&PARAM3 returns a value corresponding to the setting of the Record Range options on the Merge Forms dialog box when the Edit, Link, Print or Fax button was selected.

&PARAM3 Parameters

Value	Description

1	This contact selected

2	All contacts selected

3	Forward to last selected

&PARAM4 (scope)

Returns a value corresponding to the setting of the Primary and Additional check boxes on the Merge Forms dialog box when the Edit, Link, Print or Fax button was selected.

&PARAM4 Parameters

Value	Description

1	Primary checked

2	Additional checked

3	Both Primary and Additional checked

&PARAM5 (flags)

Returns a value corresponding to the status of the Link to Doc, Save History, Allow Hot Link check boxes on the Merge Forms dialog box. In addition, the returned value also determines whether or not the form was merged as the result of an automated processes action.

&PARAM5 returns a seven-character string; each position of the string can contain either 0, indicating the item was not checked (or automated processes is not active), or 1, indicating the item was checked (or automated processes is active).

&PARAM5 Parameters

Position	Description

1	Link to Doc

2	Save History

3	Allow Hot Link

4	unused

5	unused

6	unused

7	automated processes status

&PARAM6 (LinkDoc record number)

Returns a value containing the record number of the last Linked Document supplementary record created as a result of launching a Merge Form. When a Merge Form with the Link to Doc option checked is launched, GoldMine creates a Linked Document record to hold the saved document. This value can be saved and used to update the Link Document record by passing the record number to the LinkDoc DDE function.

&PARAM7 (contact record pointer)

Returns a pointer to a minimized contact record that is created when the Print or Fax options are selected on the Merge Forms dialog box and the Record Range is All Contacts or Forward to Last. This value can then be passed to the RecordObj function to further control a document merge from the linked application.

See also:

Dynamic Data Exchange (DDE)

Working with DDE Functions


Database Structures

This section is written for programmers who wish to interface their programs with GoldMine. If you are not familiar with .DBF files, this technical section will make little sense to you.

Third-party developers are encouraged to interface their products with GoldMine, thereby enhancing both products. If you design a commercial program that interfaces with GoldMine, please let us know so we can include your program in our “Third Party Product Directory.”

Topics covered in this section explain the file organization and structures of the databases under GoldMine.

Most of GoldMine’s files are stored in the GoldMine directory. These files include the executable file, .DLL files and most database and index files. The contact files (CONTACT1.DBF, CONTACT2.DBF, CONTHIST.DBF, CONTSUPP.DBF and associated index files) are stored in a separate directory to allow GoldMine to handle multiple contact files. If you index the contact files, make sure the index files are created in the contact file directory and not in the GoldMine directory.

If your application writes to GoldMine’s data files, make sure that you open all of the associated index files.

Following are the database structures of most of GoldMine’s DBF files. Security and system database files are not included in this section. You should not interface with these files.

Each database file is listed separately and includes its associated index files, database structure and special notes.

Note:	Some fields contain binary (high ASCII) data for synchronization purposes. These fields include Transno and Zxxx as well as T records in CONTSUPP.

See also:

CAL.DBF

CONTACT1.DBF

CONTACT2.DBF

CONTGRPS.DBF

CONTHIST.DBF

CONTSUPP.DBF

LOOKUP.DBF

PERPHONE.DBF

SPFILES.DBF


CAL.DBF

Directory:	GOLDMINE
Record Size:	281 bytes
Description:	Calendar file—contains scheduled activities

CAL Indexes

Name	Key	ID
Cal.ntx	rectype+user+dtos(date)+time	01
Calcont.ntx	accountno+rectype+dtos(date)+time+confirm	02
Caldate.ntx	user+dtos(date)+time	03
Calprob.ntx	rectype+user+str(999-duration,3)	04
Calalarm.ntx	alarmflag+user+dtos(date)+alarmtime	05
Caltrans.ntx	transno	06
CAL Structure

Field Name	Type	Len	Description
USER	C	8	User Name
ACCOUNTNO	C	20	AccountNo of linked contact
DATE	D	8	Activity date
TIME	C	5	Activity Time
ALARMFLAG	C	1	Alarm Flag
ALARMTIME	C	5	Alarm Time
TRANSNO	C	10	Transfer Number
ACTVCODE	C	3	Activity Code
RSVP	C	1	RSVP Notification
DURATION	N	3	Duration/Probability
RECTYPE	C	1	Record Type*
CONFIRM	C	3	Meeting Confirmation
APPTUSER	C	10	Meeting Confirmation User
COMPANY	C	60	Company Name
REF	C	80	Reference
NUMBER1	N	8	Sales Potential
NOTES	M	10	Notes
CREATEBY	C	8	Created by User
CREATEON	D	8	Creation Date
CREATEAT	C	6	Creation Time
LASTUSER	C	8	Last Modified By
LASTDATE	D	8	Last Modified Date
LASTTIME	C	6	Last Modified Time

*	The RECTYPE field contains the calendar’s activity type. The following values are possible contents of RECTYPE:

A	- Appointment

C	- Call Back

T	- Next Action

D	- To-do

M	- Message

S	- Sales Potential

O	- Other

See also:

Database Structures


CONTACT1.DBF

Directory:	COMMON
Record Size:	650 bytes
Description:	Contact file—contains the main fields of contact records

CONTACT1 Indexes

Name	Key	ID
Contacc.ntx	accountno	09
Contcomp.ntx	upper(company)+substr(accountno,10,4)	10
Contname.ntx	upper(contact)+substr(accountno,10,4)	11
Contzip.ntx	zip+substr(accountno,10,4)	12
Contcity.ntx	upper(city)+substr(accountno,10,4)	13
Contkey1.ntx	upper(key1)+substr(accountno,10,4)	14
Contkey2.ntx	upper(key2)+substr(accountno,10,4)	15
Contkey3.ntx	upper(key3)+substr(accountno,10,4)	16
Contkey4.ntx	upper(key4)+substr(accountno,10,4)	17
Contkey5.ntx	upper(key5)+substr(accountno,10,4)	18
Contlast.ntx	upper(lastname)+substr(accountno,10,4)	19
Contphon.ntx	phone1+substr(accountno,10,4)	20
CONTACT1 Relations

Related File->Field	Contact1 Field
Contact2->AccountNo	Contact1->AccountNo
ContHist->AccountNo	Contact1->AccountNo
ContSupp->AccountNo	Contact1->AccountNo
CAL->AccountNo	Contact1->AccountNo
CONTACT1 Structure

Field Name	Type	Len	Description
ACCOUNTNO	C	20	Account Number *
COMPANY	C	40	Company Name
CONTACT	C	40	Contact Name
LASTNAME	C	15	Contact’s Last Name
DEPARTMENT	C	30	Department
TITLE	C	30	Contact Title
SECR	C	20	Secretary
PHONE1	C	25	Phone 1
PHONE2	C	25	Phone 2
PHONE3	C	25	Phone 3
FAX	C	25	FAX
EXT1	C	6	Phone Extension 1
EXT2	C	6	Phone Extension 2
EXT3	C	6	FAX Extension used as EXT3 to maintain compatibility with previous versions
EXT4	C	6	Phone Extension 3
ADDRESS1	C	40	Address 1
ADDRESS2	C	40	Address 2
CITY	C	26	City
STATE	C	3	State
ZIP	C	10	Zip Code
COUNTRY	C	20	Country
DEAR	C	20	Dear Salutation
SOURCE	C	20	Source (Lead)
KEY1	C	20	Key 1
KEY2	C	20	Key 2
KEY3	C	20	Key 3
KEY4	C	20	Key 4
KEY5	C	20	Key 5
STATUS	C	3	Internal Status
NOTES	M	10	Notes
CREATEBY	C	8	Creation User
OWNER	C	8	Record Owner
LASTUSER	C	8	Last Modified By
LASTDATE	D	8	Last Modified Date
LASTTIME	C	6	Last Modified Time

*	The ACCOUNTNO field relates the contact record in this primary contact file (CONTACT1.DBF) to records associated with it in CONTACT2, CONTHIST, CONTSUPP and CAL.

GoldMine generates a unique ACCOUNTNO for each contact record when it is created. Since contact records can be created on other computers and transferred to a common contact file, conventional counters cannot be used to generate unique numbers. GoldMine generates the 20 character ACCOUNTNO based on the time it was created, the contact’s name and telephone number. The following is an example of an ACCOUNTNO:

90051551352869872Jon

The first six characters (900515) represent the date the record was created (May 15, 1990). Characters in positions 7–13 consist of the seconds elapsed since midnight (51352.86 seconds, or 2:15:52.86pm on May 15, 1990). Characters in positions 14 through 17 are the last four digits of the contact’s phone1 (9872). Characters in positions 18 through 20 are the first three characters of the contact name.

This algorithm will (almost) guarantee unique ACCOUNTNOs. In theory, if the same contact record is entered on two computers at exactly the same time (to the hundredth of a second), same ACCOUNTNOs are possible. However, in reality, the chances of this happening are miniscule.

See also:

Database Structures


CONTACT2.DBF

Directory:	COMMON
Record Size:	399 bytes
Description:	Contact file—contains the additional fields of contact records. Each complete contact record has a record in this file; partial contact records do not.

CONTACT2 Index

Name	Key	ID
Contact2.ntx	accountno	21
CONTACT2 Structure

Field Name	Type	Len	Description
ACCOUNTNO	C	20	Account Number
CALLBACKON	D	8	Call Back Date
CALLBACKAT	C	8	Call Back Time (unused compatibility field)
CALLBKFREQ	N	3	Call Back Frequency
LASTCONTON	D	8	Last Contact Date
LASTCONTAT	C	8	Last Contact Time
LASTATMPON	D	8	Last Attempt Date
LASTATMPAT	C	8	Last Attempt Time
MEETDATEON	D	8	Meeting Date
MEETTIMEAT	C	8	Meeting Time
COMMENTS	C	65	Comments
PREVRESULT	C	65	Previous Results
NEXTACTION	C	65	Next Action
ACTIONON	D	8	Next Action Date
CLOSEDATE	D	8	Expected Close Date
USERDEF01	C	10	User Defined 1
USERDEF02	C	10	User Defined 2
USERDEF03	C	10	User Defined 3
USERDEF04	C	10	User Defined 4
USERDEF05	C	10	User Defined 5
USERDEF06	C	10	User Defined 6
USERDEF07	C	10	User Defined 7
USERDEF08	C	10	User Defined 8
USERDEF09	C	10	User Defined 9
USERDEF10	C	10	User Defined 10
Uxxxxxxxxx	?	?	Additional user defined fields
Zxxxxxxxxx	C	3	Remote synchronization date/time stamp fields
See also:

Database Structures


CONTGRPS.DBF

Directory:	COMMON
Record Size:	61 bytes
Description:	Groups file—contains one record for each group header or group member

CONTGRPS Indexes

Name	Key	ID
GroupAcc.ntx	accountno+user	n/a
GroupNo.ntx	upper(user+code)	n/a
CONTGRPS Structure (header records)

Field Name	Type	Len	Description
USER	C	8	Group user
CODE	C	8	Group code
ACCOUNTNO	C	20	Header info *
REF	C	24	Group reference

*	The ACCOUNTNO field contains the following information when the CONTGRPS record is a group header record:

Positions	Value

1–8	“*M” + group number

15–20	Total members in group

The next available group number is stored in the CODE field in the first physical record in CONTGRPS.DBF.

CONTGRPS Structure (member records)

Field Name	Type	Len	Description
USER	C	8	Group number (from group header)
CODE	C	8	Member sort value
ACCOUNTNO	C	20	Linked contact accountno
REF	C	24	Member reference
See also:

Database Structures


CONTHIST.DBF

Directory:	COMMON
Record Size:	185 bytes
Description:	Contact history file—contains a record for each completed activity

CONTHIST Indexes

Name	Key	ID
Conthist.ntx	accountno+dtos(ondate)	25
Conthhst.ntx	transno	26
Conthusr.ntx	user+substr(rectype,1,1)+dtos(ondate)	27
CONTHIST Structure

Field Name	Type	Len	Description
USER	C	8	User
ACCOUNTNO	C	20	Account No.
RECTYPE	C	5	Record Type *
ONDATE	D	8	Action Date
TRANSNO	C	10	Transfer Number
ACTVCODE	C	3	Activity Code
RESULTCODE	C	3	Result Code
DURATION	C	8	Duration
REF	C	65	Reference
NOTES	M	10	Notes
CREATEBY	C	8	Creation User
CREATEON	D	8	Creation Date
CREATEAT	C	6	Creation Time
LASTUSER	C	8	Last Modified By
LASTDATE	D	8	Last Modified Date
LASTTIME	C	6	Last Modified Time

*	The RECTYPE field contains the completed activity’s type. The following values are possible contents of RECTYPE:

A	- Appointment

T	- Next Action

D	- To-do Action

S	- Sales Potential

O	- Other

L	- Letter

M	- Message

CC	- Call Back

CM	- Returned Message

CI	- Incoming Call

CO	- Outgoing Call

See also:

Database Structures


CONTSUPP.DBF

Directory:	COMMON
Record Size:	329 bytes
Description:	Supplementary contact file—contains a record for each additional contact record, referral and profile record. The different record types are distinguished by the contents of the RECTYPE field. Different RECTYPEs may use each field for a different purpose.

CONTSUPP Indexes

Name	Key	ID
Contsupp.ntx	accountno+rectype+upper(contact)	22
Contspfd.ntx	upper(rectype+contact+contsupref)	23
Contsptr.ntx	transno	24
CONTSUPP Structure

Field Name	Type	Len	Description
ACCOUNTNO	C	20	Account No.
RECTYPE	C	1	Record Type *
CONTACT	C	30	Contact Name/Profile
TITLE	C	20	Contact Title/Referral’s Account Number
CONTSUPREF	C	35	Reference
TRANSNO	C	10	Transfer Number
PHONE	C	16	Phone
EXT	C	6	Phone Extension
LINKACCT	C	20	Linked Account
NOTES	M	10	Notes
ADDRESS1	C	40	additional contact Address 1
ADDRESS2	C	40	additional contact Address 2
STATE	C	2	additional contact State
ZIP	C	10	additional contact Zip
COUNTRY	C	20	additional contact Country
LASTUSER	C	8	Last Modified By
LASTDATE	D	8	Last Modified Date
LASTTIME	C	6	Last Modified Time

*	The RECTYPE field contains the record type. The following values are possible contents of RECTYPE:

C	- Additional contact record

P	- Profile record

R	- Referral record

D	- Saved Document (DOS Version Only)

L	- Linked Document

T	- Transfer record (remote synchronization)

See also:

Database Structures


LOOKUP.DBF

Directory:	GOLDMINE
Record Size:	52 bytes
Description:	Lookup file—contains a record of each defined look-up entry.

LOOKUP Indexes

Name	Key	ID
Lookup.ntx	upper(fieldname+status+desc)	00
LOOKUP Structure

Field Name	Type	Len	Description
FIELDNAME	C	10	Field Name
STATUS	C	1	Field Status *
LOOKUPSUPP	C	10	Lookup Options
DESC	C	30	Description

*	The STATUS field contains two possible values: H indicates the record is a title of a lookup window for the field specified in FIELDNAME. V indicates that the record is an actual entry record in the lookup window.

See also:

Database Structures


PERPHONE.DBF

Directory:	GOLDMINE
Record Size:	58 bytes
Description:	Personal Rolodex file—contains a record of each entry in the user’s

Rolodex

PERPHONE Indexes

Name	Key	ID
Perphone.ntx	upper(rectype+user+contact)	42
PERPHONE Structure

Field Name	Type	Len	Description
RECTYPE	C	1	Record Type
USER	C	8	User Name
STATUS	C	2	Status
CONTACT	C	30	Contact Name
PHONE1	C	16	Phone Number
See also:

Database Structures


SPFILES.DBF

Directory:	GOLDMINE
Record Size:	114 bytes
Description:	Contact files directory—contains a record for each set of GoldMine’s contact

files

SPFILES Index

Name	Key	ID
Spfiles.ntx	upper(dirpath)	38
SPFILES Structure

Field Name	Type	Len	Description
DIRNAME	C	35	Contact file desc
DIRPATH	C	70	Contact file path
USER	C	8	Contact file user
See also:

Database Structures


Customizing GoldMine Settings

Some GoldMine settings are defined in a special text file known as an initialization file, or .INI file. There are two special files that can add or change functionality in GoldMine:

•	GM.INI: changes settings for all users working from an installed copy of GoldMine

•	username.INI: changes settings for one user working from an installed copy of GoldMine

•	PREDIAL.INI:changes settings for the autodialer to recognize different length telephone numbers; for example, local calls to a different area code, and long-distance calls

•	LOOKUP.INI: updates GoldMine fields based on data in other fields

•	Web data import file: similar to an .INI file, this file contains contact data captured from a Web site on the Internet, and instructions for how to handle the data

The username.INI—where username represents the name entered in the Username field of the GoldMine banner display—controls settings for one user that cannot be set from the menus in GoldMine. GoldMine places username. INI in the GoldMine directory, or whatever directory in which GoldMine resides—see “Installing GoldMine for Windows 95” in Book 1 of the GoldMine Reference Manual.

GoldMine automatically generates some username.INI settings. You can add new command statements to username.INI, or modify existing commands. Username.INI organizes commands in a format similar to the following example:

[Section]

Setting=x

where the section name always appears in brackets and (x) represents the value of the designated setting. Be sure to place each new command in the correct section of username.INI. However, the order of statements within a section does not affect proper execution.

You can open the username.INI file in one of two ways:

•	From Windows Explorer, double-click on username.INI. Windows will start Notepad and open the username.INI file.

•	From a text editor, such as Notepad, select File|Open. The Open dialog box will appear. In the Look in field, select the directory in which you installed GoldMine. In the Open field, type username.INI; for example, JOHN.INI. To open the file, select the Open button.

This section contains command statements for the username.INI file for customizing:

•	GoldMine path settings

•	Menu links to custom help files and other Windows applications

•	Compensation for time zone when synchronizing

•	Modem and dial settings

Note:	For best results, make a backup of your .INI file before adding or changing any settings, and change only settings exactly as described in this appendix. If you need to make changes not discussed in this manual, contact GoldMine Software technical support by telephone, BBS, or CompuServe forum.


Customizing Path Statements

You can change path settings in username.INI to point to new destinations for the following GoldMine files:

•	Linked documents to include when performing remote synchronization with GoldSync or another GoldMine site

•	Transfer sets received from a remote GoldMine site

Adding a Path for GoldSync to Find Linked Documents

If you want to specify additional drives for GoldMine to search for linked documents, you can add drive(s) in username.INI to point to the new location(s).

Place the following setting in the [Sync] section of username.INI:

ALTDrives=drive letter designations

Points to one or more drives that GoldMine will search for linked documents when performing synchronization with the remote site.

Example: ALTDrives=CDE

Adding a Destination Path for a Transfer Set

Place the following setting in the [CommSync] section of username.INI:

LastRecvPath=path

Points to the last destination used to place a transfer set received from the remote GoldMine site PC during synchronization.

Example: LastRecvPath=C:\GOLDMINE\RECVXFER


Setting a Beginning Date for Sync Records

You can set the number of days back from the current date that GoldMine will search for history records to include in a transfer set.

Place the following setting in the [Sync] section of username.INI.

HistoryGoBackDays=number of days

Specifies the number of days back for GoldMine to search for history records to include in a transfer set. By default, GoldMine will include history records created up to 45 days prior to the current date.

Example: HistoryGoBackDays=60


Loading the Macros of another User

You can load and use macros defined for another user.

Place the following setting in the [Tool16] section of username.INI.

MacFile=username

Loads macros that were defined by or for another user.

Example: MacFile=Michael

will load the macros defined for GoldMine user Michael.


Adding Options to GoldMine Menus

You can add options to GoldMine menus to perform the following:

•	Access custom GoldMine help files

•	Start other Windows applications while running GoldMine

Adding Custom Help Files

You can customize the GoldMine Help menu to list additional GoldMine-related help files. This feature is controlled by an entry in the username.INI file, where username is the login name of the GoldMine user whose Help menu will be customized.

Note:	Before adding the command statement to username.INI file, be sure to copy the custom help file (extension .HLP) into directory where GoldMine is located; for example, C:\GOLDMINE.

Place the following setting in the [HelpMenu] section of username.INI:

Opt(x)=&menu text,path\helpfile.hlp

Adds an option to the Help menu to open a custom help menu for GoldMine.

Each of the italicized variables is described below.

x

represents a custom help menu title number from 1–9. The Help menu can contain up to nine custom menu options. The first option added must be numbered Opt1 and the numbering must continue in ascending sequence; that is, Opt 2 must be added before you can add Opt3. GoldMine will not add an option numbered out of consecutive sequence.

&Menu Text

Title to appear on the Help menu for the custom help menu. To designate an optional hot key, start the menu option with an ampersand (&). For example, to assign the key sequence [Alt]-[L] to the custom menu option Linking Docs, type &Linking Docs. The menu option will appear with the hot key letter underlined, that is, the title Linking Docs indicates that the hot key sequence is [Alt]-[L].

path

Points to the location of the GoldMine directory that contains the GoldMine file.

Example:C:\GOLDMINE\

helpfile.hlp

Names the custom help file that GoldMine will open; for example, LINKDOC.HLP.

Example:
Opt1=&Linking Docs C:\GoldMine\LINKDOC.HLP

will add title Linking Docs to GoldMine’s Help menu. Select Help|Linking Docs to open the help file LINKDOC.HLP.

Customizing the File Menu to Run Other Applications

You can add a command statement to GoldMine’s File menu to start other Windows programs while GoldMine is running. Because Windows is multitasking, that is, can run more than one application at a time, you can run GoldMine and other applications, such as a word processor. This feature is controlled by an entry in the username.INI file, where username is the login name of the GoldMine user whose File menu will be customized.

[FileMenu]

Place the following setting in the [FileMenu] section of username.INI.

Optx=&menu text,app identifier,[dde command (“y”)]

Adds an option to the File menu to start another Windows program and load a file created by that program.

Each of the italicized variables is described below.

x

represents a custom menu option number from 1–9. The File menu can contain up to nine custom menu options. The first option added must be numbered Opt1 and the numbering must continue in ascending sequence; that is, Opt2 must be added before you can add Opt3. GoldMine will not add an option numbered out of consecutive sequence.

&menu text

Title to appear on the File menu for the custom menu option. To designate an optional hot key, start the menu option with an ampersand (&). For example, to assign the key sequence [Alt]-[E] to the custom menu option, type &e. For example, to assign the key sequence [Alt]-[E] to the custom menu option Edit DEMO.DOC, type &Edit DEMO.DOC. The menu option will appear with the hot key letter underlined, that is, the title Edit DEMO.DOC indicates that the hot key sequence is [Alt]-[E].

app identifier

Name of the program that you want to open. This name is an identifier associated with the registration database entry for the program. GoldMine will execute the program specified in the command field of this registration entry. For example, to open Word 6.0 for Windows, type the identifier Word.Document.6.

[dde command(“y”)]

When the specified program starts, GoldMine will attempt to establish a DDE conversation with the program. GoldMine will use the application and topic name from the Open section of the registration entry to establish the conversation. If a conversation can be established, GoldMine will execute a DDE request using the command specified as the DDE item.

For example: [FileOpen(“Doc1.Doc”)]

will open the DOC1.DOC file in Word 6.0 for Windows.

The following examples illustrate how to enter a command statement to add a custom option to GoldMine’s File menu.

Example 1:
Opt1=Edi&t DOC1.DOC... , Word.Document.6, [FileOpen(“Doc1.Doc”)]

will add option Edit DOC1.DOC... to GoldMine’s File menu. Select File|Edit DOC1.DOC to start Microsoft Word 6.0, and execute a DDE command to open the file DOC1.DOC.

Example 2:
Opt1=Edi&t README.WRI... , , README.WRI

contains no app identifier value. Instead, this command statement substitues a file name for the dde command value. GoldMine will start the program associated with the file’s extension—in this example, GoldMine will open README.WRI in Notepad.

See also:

Database Structures


Customizing Alarms

You can define two settings for alarms in the [GMAlarm] section of username.INI:

•	Set GoldMine’s default to turn on alarms

•	Select a sound file that will play when alarms appear

Turning on Alarms as the Default Setting

Place the following setting in the [GMAlarm] section of username.INI.

OnByDefault=record types

sets GoldMine to turn on alarms as the default setting for specified activity record types.

For example: OnByDefault=AC

will turn on alarms for appointments (A) and calls (C) by default.

Playing a Sound during Alarm Display

Place the following setting in the [GMAlarm] section of username.INI.

PlaySound=filename.WAV

sets GoldMine to play the specified .WAV sound file when any alarm appears.


Compensating for Time Zones

To set GoldMine to compensate for time zone differences between remote sites when synchronizing, enter the following command statement in username.INI:

Place the following setting in the [Sync] section of username.INI:

GMT=+/- number of hours difference

Sets the local offset to Greenwich Mean Time so that GoldMine can accommodate different time zones when creating and retrieving transfer sets.

When connecting directly with another GoldMine or GoldSync site via the modem, GoldMine will automatically account for the time difference between local time and the time in the remote system’s location.

Example: GMT=8

is the setting for the Pacific time zone (which includes California)

See also:

Database Structures


Searching for Records with International Format Phone Numbers

You can disable searching by telephone numbers in the USA format when working with the Contact Listing.

Note: GoldMine will only use the USA format as the default setting for telephone numbers if the United States has been selected in the Windows 95 regional settings.

Place the following setting in the [FindObject] section of username.INI.

FindUSAPhone=0

Disables the default setting in the Contact Listing to search for telephone numbers in the USA format.


Customizing Modem and Dial Settings

Settings for your modem and dialing preferences are set in Windows Control Panel. However, depending on your hardware and telephone system, you might need to enter special settings to use the modem in your PC to dial a pager. You can enter command statements in username.INI to configure modem settings for:

•	COM port to which the modem is connected

•	Baud rate at which your modem will send and receive data

•	Initialization string for the modem

•	Bypass modem initialization response (OK) before dialing

You can enter command statements in username.INI to configure the dialing settings for:

•	Number sequence needed before dialing a telephone number

•	Local area code of the user

•	Pause interval after dialing a telephone number

•	DDE request to dial a telephone number

•	Viewing the last number dialed to perform remote synchronization

You can further configure GoldMine with a custom PREDIAL.INI file so that the autodialer recognizes different length telephone numbers; for example, local, local calls to a different area code, and long-distance calls.

Modem Settings

Place the following setting in the [Modem] section of username.INI to configure communications to a pager:

ComPort=port number

Identifies the COM port number from 1–4 to which the modem in your PC is connected.

Example: ComPort=1

identifies COM1 as the port to which the modem is connected.

Dial Settings

Place any of the following settings in the [Modem] section of username.INI to configure communications to a pager:

Pause=yes/no

Sets the modem to pause after dialing a telephone number. This is a binary command; that is, this command statement either sets to modem to pause (1) or does not require the modem to pause (0).

Example: Pause=0

will not require the modem to pause after dialing a telephone number.

DDEDial=&Dial,app identifier,[dde command(“y”)]

&Dial

Places the DDE command in the Edit|Dial Phone menu sequence.

app identifier

Name of the program that you want to open. This name is an identifier associated with the registration database entry for the program. GoldMine will execute the program specified in the command field of this registration entry.

[dde command(“y”)]

When the specified program starts, GoldMine will attempt to establish a DDE conversation with the program. GoldMine will use the application and topic name from the Open section of the registration entry to establish the conversation. If a conversation can be established, GoldMine will execute a DDE request using the command specified as the DDE item.

For example: [FileOpen(“Doc1.Doc”)]

will open the DOC1.DOC file in Word 6.0 for Windows.

Autodialer Settings

You can set up GoldMine’s autodialer to recognize different types of telephone numbers, prefixes, and suffixes by creating an exception list in a PREDIAL.INI file. An exception list provides a set of conditions that GoldMine will check when processing telephone numbers formatted for the U.S. For example, you might need to set up your autodialer to recognize different types of telephone numbers, such as local and long-distance. Upon finding a match to specified conditions, GoldMine will process telephone numbers according to the formatting entered for the condition.

Using a text editor, such as Notepad, create the file PREDIAL.INI in the same directory as the GoldMine program.

Place the [City] section at the beginning of the PREDIAL.INI file. Place the following setting in the [City] section of PREDIAL.INI:

city name=0-three-digit prefix

Stores the city and telephone number prefix assigned to local calls.

For example:

[City]
Los Angeles,CA=0-555
Pasadena,CA=0-555

dials the number as a prefix when GoldMine finds a city match.

After checking the [City] section, GoldMine will search the [Prefix] section of PREDIAL.INI. Place the following settings in the [Prefix] section of PREDIAL.INI:

area code-x=1-

Determines whether GoldMine will dial a specified number as local or long-distance. Command statements can be entered for GoldMine to treat

•	All telephone numbers in an area code as long-distance except for one prefix in the specified area code

(area code)=1-
(area code)-(prefix)=

•	All telephone numbers in an area code except those prefixes that start with a specified number

(area code)-x=1-

Example 1:
(805)=1-
(805)-498=

Sends a 1- in front of all telephone numbers in the (805) area code except for those numbers with a 498 prefix; that is, 498-xxxx.

Example 2:
(805)-4=1-
(805)-5=1-

Sends a 1- in front of only those telephone numbers in the (805) area code with a prefix starting with a 4 or 5; that is, both (805)-4xx-xxxx and (805)-5xx-xxxx.

After checking the [Prefix] section, GoldMine will search the [Suffix] section of PREDIAL.INI. Place the following settings in the [Suffix] section of PREDIAL.INI:

area code=suffix string

or

Field=fieldname->usuffix
n=suffix string

Assigns a suffix to all telephone numbers in a specified area code if GoldMine finds matching records. If not, GoldMine will search for a Field= entry, where n represents a telephone number field name, such as Personal=. GoldMine will search the currently displayed contact record for a match to the suffix string.

Example 1:
310=,,,1005

will set GoldMine to pause after dialing for three seconds, then execute the special command associated with code 1005 only when dialing the (310) area code.

Example 2:
Field=contact1->usuffix
Personal=,,,,1501

will set GoldMine to execute the suffix command only for the personal telephone number of contact1.

See also:

Database Structures


Adding a Signature to Internet E-mail

You can configure GoldMine to attach a signature file to all Internet e-mail messages. The signature file is a text file that contains special information about you, your organization, telephone number, quotations, or any other text.

To set GoldMine to attach a signature file to an Internet e-mail message, enter the following command statement in username.INI:

Place the following setting in the [Internet] section of username.INI.

SigFile=filename

where filename is the path and name of the text file containing your signature information.


Requiring a Password for Web Import Files

You can protect the Web import process with passwords, so that only authorized incoming instruction files may be imported. This can prevent unauthorized parties from sending you e-mail messages, and flooding your GoldMine system with unwanted data. When the [WebImpPassword] section exists, an import instruction file must contain a Password= entry under an [Instruction] section that matches one of the passwords defined under [WebImpPassword]. If a password is required, the instruction file will not be processed if the incoming instruction file does not contain a password, or the incoming instruction file contains and invalid password.

To require a password, create a [WebImpPassword] section in the GM.INI file. The [WebImpPassword] section contains a password list to test against.

Place the following setting(s) in the [WebImpPassword] section of GM.INI

Passwordx=value

where x represents the number of the password, requires the specified password(s) to be processed. The password can consist of up to 20 alphanumeric characters.

Each instruction file can contain only one password; that is, the only allowed instruction is Password=. However, the [WebImpPassword]section can contain multiple passwords, numbered from from Password1 through Password999.

Example 1 includes a password list.

Example 1

[WebImpPassword]
Password1=Yankee
Password2=Doodle
Password3=WentToTown

The following example shows a short instruction file containing a password.

Example 2

[Instructions]
Password=Doodle
DupCheck1=Contact
OnNewSendEmail=JON, NEW, Prospect requesting information

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
email=jferrara@goldminesw.com

For information about creating an instruction file to set up GoldMine’s Web Import Gateway, see Capturing Web Data.


Creating a History Record for MS Mail

You can configure GoldMine to create a history record after sending an MS Mail message.

To set GoldMine to create a history record for an MS Mail message, enter the following command statement in username.INI:

Place the following setting in the [GoldMine] section of username.INI.

MSMailHistory=1

places a record of the message in the History folder. To prevent GoldMine from creating a hstory record for the MS Mail message, use the value 0 instead of 1.


Updating GoldMine Fields

You can define conditions to update GoldMine field data based on data in other fields in a LOOKUP.INI file. You can set GoldMine to update either:

Automatically when data is entered in one or more specified fields

When triggered as an automated process event

Each section in LOOKUP.INI contains instructions for one field that you want GoldMine to update. For example, the [City] section will contain update instructions for the City field. The section can contain three types of instructions:

•	Lookup instructions

•	Results of the process and updated values

•	Optional settings

You can create separate lookup rules for each contact file by placing a LOOKUP.INI file in each contact file directory.

Defining Lookup Instructions

Place the following settings in the [Field Name] section of LOOKUP.INI.

Lookupx=field name
field value=y

Each of the variables is described below.

Lookupx

specifies the instruction number.

field name

specifies the field that contains the values GoldMine will compare to perform the update.

field value

specifies the field name entry that GoldMine will use as the match criterion.

Y

specifies the value that GoldMine will enter in [field name] when a match is found.

Multiple field values can be listed below Lookupx=field name. When GoldMine finds one of the match criteria, [field name] will be updated as specified in field value=y.

For example:

[uSalesRep]
Lookup1=State
CA=John Doe
NY=Chris Jones
Otherwise=Jim Short
Overwrite=1

In the above example, [uSalesRep] specifies that GoldMine will update the SalesRep field. Lookup1=State sets GoldMine to perform the lookup based on values in the State field. GoldMine will update the SalesRep field with John Doe in all records with a State entry of CA; GoldMine will update SalesRep to Chris Jones in all records with a State entry of NY. The condition Otherwise=Jim Short will update the SalesRep field with Jim Short in all records with any State entry other than CA or NY.

By default, GoldMine will update only fields that contain no value (that is, fields that are empty). To set GoldMine to update all fields, whether or not they contain data, include the command Overwrite=1.

Using dBASE Expressions

To create Lookup instructions with the greatest flexibility, you can use dBASE expressions for both Lookup values and the result values.

For example:

[uSalesRep]
Lookup1=substr(contact1->phone1,2,3)
310=Jon Doe
212=Chris Jones
714=contact1->key1

updates the SalesRep field with the entry John Doe in records in which the Phone1 entry has an area code of 310. GoldMine will update SalesRep to Chris Jones in records in which the Phone1 entry has an area code of 212. GoldMine will update SalesRep with the value in the Key1 field in records in which the Phone1 entry has an area code of 714.

Setting up Multiple Lookup ExpressionsError! Bookmark not defined.

You can use multiple Lookup expressions within a section. Multiple Lookup expressions allow GoldMine to continue looking for matching entries when the first-listed expression(s) do not locate a match. In multiple Lookup expressions, the number placed after Lookup—such as Lookup1, Lookup2, etc.—indicates the order in which GoldMine will perform the perform the search.

Example 1

[uSalesRep]
Lookup1=substr(contact1->phone1,2,3)
Lookup2=state
310=John Doe
212=Chris Jones
619=Jenny Smith
CA=Bob Martinez
Otherwise=&UserFullName

first updates the SalesRep field based on listed values in the Phone1 field. For records in which no match is found, GoldMine will look for a match in the State field; in those records in which the State entry is CA, GoldMine will update the SalesRep field with Bob Martinez. For records that do not match the two Lookup conditions, the condition Otherwise=&UserFullName will update the SalesRep field with the full name of the currently logged user.

Example 2:

[uSalesRep]
Lookup1=left(contact1->zip,3)
902=Tom
903=Dick
904=Harry

Lookup2=left(contact1->zip,1)
9=Tom
Otherwise=n/a
Overwrite=1

first updates the SalesRep field field based on ZIP code entries. GoldMine will update the SalesRep field with the entry Tom in records with a Zip field entry that starts with 902; GoldMine will update SalesRep with Dick in records with a Zip field entry that starts with 903. GoldMine will update SalesRep with Harry in records with a Zip field entry that starts with 904.

For records that do not have values that match the three criteria, GoldMine will update records based on the first digit in the Zip field. In records in which the first digit in the Zip field is 9, GoldMine will update the SalesRep field with Tom. In records that do not have values that match the two Lookup conditions, the condition Otherwise=n/a will update the SalesRep field with n/a.

The command Overwrite=1 sets GoldMine to update all fields, whether or not they contain data.

Performing Field Updates Automatically

You can configure GoldMine to update fields automatically when a user enters data in specified fields by including the [AutoUpdate] section in LOOKUP.INI.

Place the following setting(s) in the [AutoUpdate] section of LOOKUP.INI.

field name=field name

will update the field to the right of the equal sign (=) when a user types a value in the field to the left of the equal sign.

For example:

[AutoUpdate]
State=uSalesRep
Zip=Key5

will update the SalesRep field as soon as a user types a value in the State field, and will update the Key5 field as soon as a user types a value in the Zip field.

You can set GoldMine to update multiple fields when a user types a value in one field.

For example:

[AutoUpdate]

State=uSalesRep,Key1

will update both the SalesRep field and the Key1 field when a user types a value in the State field.

Defining Field Updates as an Automated Process

You can configure GoldMine to update fields as specified in an automated process. You can set up updates to multiple fields by immediately triggering subsequent events. You can place subsequent immediate events to cause a “chain effect” of updating fields based on data that GoldMine looked up in previous events.

Example of a LOOKUP.INI File

The following example shows a complete LOOKUP.INI file:

[AutoUpdate]
State=uSalesRep, Key1
Zip=Key5

[uSalesRep]
Lookup1=substr(contact1->phone1,2,3)
Lookup2=state
310=Jon Doe
212=Chris Jones
619=Jenny
CA=Chris Jones
Otherwise=&UserName
Overwrite=1

[Key5]
Lookup1=left(contact1->zip,3)
902=East
903=West
904=South

Lookup2=left(contact1->zip,1)
9=Nowhere
Otherwise=n/a
Overwrite=1


Capturing Web Data

GoldMine users can set up pages on the World Wide Web to collect a variety of contact information from interested visitors. To use the data in GoldMine, you must create a Web import file that includes instructions for how to handle the data.

Once the information is submitted, a small Common Gateway Interface (CGI) script can format the data into an Internet e-mail message, which can then be sent to a designated recipient. When retrieving the e-mail message, GoldMine will recognize the import instructions, and create a new contact record with all the data captured from the Web page.

Combining the Web import feature with GoldMine’s automated processes can completely automate capturing and responding to leads. Automated processes can be initiated automatically, and e-mail messages can be sent to GoldMine users alerting them of the incoming contact data.

You do not need a high level of gateway script knowledge to implement the GoldMine Web import feature. The simplest way to begin would be to contact your Web administrator and provide him with the sample HTML and Perl script. The Web administrator will know how to integrate the HTML and Perl script into your existing Web site. Writing and modifying scripts requires some programming expertise that is not covered in this material. There are many sources for getting started with CGI scripts available on the Internet, and in bookstores.

Note: GoldMine Software technical support cannot provide support for creating or maintaining HTML code or CGI scripts.

See also:

Setting up Web Import Files

Creating the Web Form

Creating the CGI Script

Importing Contacts into GoldMine from a Web Form

Formatting the Web Import File


Setting up the Web Import Files
Setting up Web Import Files

GoldMine’s Web Import Gateway consists of three components:

•	Web form

•	Common Gateway Interface (CGI) script

•	GoldMine’s Internet e-mail reader

To work with GoldMine’s Web Gateway, you must work with two files that need to be modified to fit the conventions of your Web server:

•	webimport.html

•	webimport.pl (Perl script)

Place WEBIMPORT.HTM in the directory where you maintain your HTML files. You will need to modify the HTML file to specify the directory location of the Common Gateway Interface (CGI) directory on your server.

Place WEBIMPORT.PL in the CGI directory.

Note: CGI/Perl scripts are not kept in the same place on all servers. If you are unsure where to place WEBIMPORT.PL, ask the Webmaster.

The following example is the HTML call to the CGI script based on our server setup, and assumes that the CGI directory is located under the main HTML directory.

<FORM METHOD=POST ACTION="http://www.goldminesw.com/cgi/gmweb2.pl">

See also:

Capturing Web Data

Creating the Web Form

Creating the CGI Script

Importing Contacts into GoldMine from a Web Form

Formatting the Web Import File


Creating the Web Form

The Web form is an HTML document that collects information. The Web form allows users to enter text, and make choices from check boxes, radio buttons, and selection lists. You can design forms that meet your own requirements by combining these input types. A sample HTML form is shown below. This form may be used as is or modified. Note that the name of the fields in your form must be the same as the names used in GoldMine’s databases. For the field names, see Database Structures.

Example of an HTML Form

<!----The following is an example of an HTML file using a form---->

<HTML>
<HEAD><TITLE>GoldMine Software Corporation - Online Registration</TITLE></HEAD>
<BODY BGCOLOR="#008080" Text="#FFFFFF" LINK="#000000" VLINK="#FF8900">
<BASEFONT SIZE=3>

<!------This is where the table layout begins------->
<TABLE BORDER=3>
<TR>
<TD><FONT SIZE=+3>GoldMine Software Corporation</FONT></TD>
</TR>
<TR>
<TD><FONT SIZE=+2>Online Registration Form</FONT></TD>
</TR>
</TABLE>
<!------This is where the table layout ends------->

<P>

<B>

<CENTER>To register your copy of GoldMine, please fill out the following form.</CENTER>

<CENTER>Your registration number is located on the registration card and the first page of the GoldMine manual.</CENTER>

<HR>

<!------This is where the form layout begins------->

<!------The line below references the PERL script------->
<FORM METHOD=POST ACTION="http://www.goldminesw.com/cgi/webimp.pl">

<!------The line below references an HTML page, created separately, that will appear once the message has been sent------->
<INPUT TYPE="hidden" Name="thankURL" value="thankyou.htm">

<!------Replace "yourname@yourname.com" in the line below with the E-Mail address where you want to receive the results of this form------->
<INPUT TYPE="hidden" NAME="email_to" value="yourname@yourdomain.com">

<DT>GoldMine Serial Number

<DD>

<INPUT NAME="cs1_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs1_Contact" TYPE="hidden" VALUE="Serial Number">
<INPUT NAME="cs1_ContSupRef" TYPE="text" SIZE="15" MAXLENGTH="15">

<BR>

<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="Maximizer">Maximizer
<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="Desktop"> 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 95">Window 95
<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>

How Forms Work

A Web form works in conjunction with a CGI script on a server to process the submitted information. When a person fills out a form and presses the submit button, the browser sends (or posts) the information in the form to the CGI script running on the server for processing. The CGI script processes the information passed from the browser to the server. The processed information can be sent back to the server, or, as with GoldMine’s Web import feature, sent via e-mail to a designated recipient.

See also:

Capturing Web Data

Setting up Web Import Files

Creating the CGI Script

Importing Contacts into GoldMine from a Web Form

Formatting the Web Import File


Creating the CGI Script

The Common Gateway Interface (CGI) is the specified standard for communication between HTTP servers (Web servers) and server-side gateway programs. The CGI specifications define how data is passed from the server to gateway programs, and vice versa.

Gateway programs can be compiled programs written in languages such as C, C++, or Pascal, or they can be executable scripts written in languages such as Perl, tcl, and the other various shell programs. In fact, most gateway programs are Perl scripts, since they are easy to write and modify, and are transportable from machine to machine. The sample gateway script for the GoldMine Web import included in this section is a Perl script.

Sample Perl Gateway Script

#!/usr/local/bin/perl
# check for the POST method
if ($ENV{'REQUEST_METHOD'} eq 'POST')

{
  # How many bytes are we supposed to receive?
  read(STDIN, $buffer, $ENV{'CONTENT_LENGTH'});
  # make a list of keyword/value pairs
  @pairs = split(/&/, $buffer);
  # cycle through each pair and decipher the values
  foreach $pair (@pairs)

{
    # get the name/value pair strings
    ($name, $value) = split(/=/, $pair);
    # translate "+" to a space
    $value =~ tr/+/ /;
    # decipher ASCI hexidecimal escaped characters, if any
    $value =~ s/%([a-fA-F0-9][a-fA-F0-9])/pack("C", hex($1))/eg;
# find profile/contsupp field names that begin with cs*_
    if ($name =~ /cs\d_/)
#add the profile/contsupp pair to a list keyed on the name of the variable
{$csarry{$name} = $value;}
     else {
   	 #add the basic field data pair to a list keyed on the name of the variable
  	 $contents{$name} = $value;
}

}

}
($mon,$day,$year) = split(m|/|,`/bin/date +%B/%e/%Y`);
$date = "$mon $day, $year";
$to = $contents{'email_to'};
&mailto;
&thankyou;

###############
## subroutines from here on down!
###############

sub thankyou {
print "Location: http://www.goldminesw.com/thankyou.htm\n\n";
exit;
}

sub mailto {
open (MAIL, "|/usr/lib/sendmail -t") || die "can't open pipe to sendmail \n";
print MAIL "Content-Type: application/x-gm-impdata\n";
print MAIL "To: $to\n";
print MAIL "From: $csarry{'cs2_ContSupRef'}\n";
print MAIL "Subject: datafromgoldform.pl\n";
print MAIL "\n\n";
print MAIL "\[Instructions\]\n";
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=WEB Lead\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=Jon,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);
}

See also:

Capturing Web Data

Setting up Web Import Files

Creating the Web Form

Importing Contacts into GoldMine from a Web Form

Formatting the Web Import File


Importing Contacts into GoldMine from a Web Form

GoldMine’s Internet e-mail reader identifies data retrieved from the Web Import Gateway. GoldMine looks at the header of every e-mail message for special handling instructions. The following example shows the special header information.

Content-Type: application/x-gm-impdata

When an e-mail message containing Web Import information is read in, GoldMine automatically handles the message.

See also:

Capturing Web Data

Setting up Web Import Files

Creating the Web Form

Creating the CGI Script

Formatting the Web Import File


Formatting the Web Import File

 The incoming import file contains the contact data and instructions. This file must conform to a specific format, similar to .INI files. The import file consists of three major sections:

[Instructions]

defines the import instructions. These instructions allow for duplicate checking, sending e-mail messages to GoldMine users, attaching automated processes, and running external applications for further processing of the incoming contact data.

GoldMine can check if the contact already exists by considering the DupCheck# instructions. The first duplicate checking instruction must be based on one of the ten indexed fields, Contact, Company, Phone1, Zip, AccountNo, Key1, Key2, Key3, Key4, or Key5. Additional DupCheck# instructions can be specified to test more than one field to determine if the incoming contact data is a duplicate. Duplicate checking can also be performed based on ContSupp data by specifying the ContSupp record prefix; for example, cs1. When GoldMine determines that a record is a duplicate, but the contact name does not match the existing name, a new additional contact is created with the incoming data under the existing contact record. GoldMine will also add ContSupp records that do not already exist.

E-mail messages can be sent to GoldMine users alerting them of the newly created contact records. A separate e-mail message can be sent based on whether the contact is new [OnNewSendEmail=], or if the contact already exists on file [OnDupSendEmail=]. You must designate a user as the message recipient, followed by an optional activity code, followed by an optional reference. Multiple e-mail messages can be sent by appending consecutive numbers to the send e-mail instruction; for example, OnNewSendEmail1=, OnNewSendEmail2=, etc.

Automated processes can be attached to the contact to initiate an automated response. Letters, faxes, e-mail, and other activities can be initiated to completely automated responding to the captured leads. A separate automated process can be attached based on whether the contact is new [OnNewAttachTrack=], or if the contact already exists on file [OnDupAttachTrack=]. You must specify the track name, followed by an optional attaching user. For faster processing, you can also specify the internal track number instead of the track name. Multiple automated processes can be attached by appending consecutive numbers to the attach track instruction; for example, OnNewAttachTrack1=, OnNewAttachTrack2=, etc.

To launch an external application for further processing of the incoming data, use the Run=<exefile> instruction. This command allows considerable flexibility, since custom programs can be written to perform a variety of tasks. GoldMine will save the import instructions to a file, and pass that file name as a parameter to the launched application. Since the import instructions are similar to .INI files, you can use Windows’ API GetPrivateProfileString to extract the import instructions and data. The ImportData=0 instruction prevents GoldMine from importing any new data, and allows the custom application to append the data.

The SaveThis=<reference> instruction will save the entire instruction file to the notes of a new history record. You can specify any history reference; for example, SaveThis=Web import file.

You can protect the Web import process with passwords, so that only authorized incoming instruction files may be imported. This can prevent unauthorized parties from sending you e-mail messages, and flooding your GoldMine system with unwanted data. When the [WebImpPassword] section exists, an import instruction file must contain a Password= entry under an [Instruction] section that matches one of the passwords defined under [WebImpPassword]. If a password is required, the instruction file will not be processed if the incoming instruction file does not contain a password, or the incoming instruction file contains and invalid password. For more information, see “Requiring a Password for Web Import Files” in Volume 2 of the GoldMine Reference Manual.

Note: GoldMine can also process an import instruction file by sending a DDE command. Using a DDE command allows other applications to create contact records in GoldMine. To start processing an instruction file via DDE, send the ExecIniImp (<filename>) command; for example, [ExecIniImp(“c:\goldmine\imp.ini”)].

[Data]

defines the contact data. Format each entry as fieldName=value; for example, City=Long Beach

The fieldName should be the actual field name in the CONTACT1 or CONTACT2 files. A special email=field can be used to insert the contact’s email address.

[ContSupp]

allows the addition of profile records. The fields of each record must have a prefix of cs#_, and must appear consecutively. For example, the fields of the first ContSupp record would have the prefix cs1_, while the fields of a second record would have a prefix of cs2_. You can add a maximum of nine ContSupp records.

Example 1

The following example shows the correct format for an import instruction file:

[Instructions]
DupCheck1=Contact
OnNewSendEmail=JON, NEW, Prospect requesting information

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
email=jferrara@goldminesw.com

[ContSupp]
cs1_RecType=P
cs1_Contact=Serial Number
cs1_ContSupRef=10000002
cs1_Address1=This is a test...

Example 2

The following example shows a short instruction file containing a password:

[Instructions]
Password=Doodle
DupCheck1=Contact
OnNewSendEmail=JON, NEW, Prospect requesting information

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
email=jferrara@goldminesw.com

Example 3

The following example shows an import instruction file that contains all possible instructions.

[Instructions]
DupCheck1=Contact
DupCheck2=UserDef05
DupCheck3=cs1

OnNewSendEmail=JON, NEW, Prospect requesting information
OnDupSendEmail=AMI,,Repeated request...

OnNewAttachTrack=Web Lead
OnDupAttachTrack=100067,JON

Run=c:\goldmine\webimp.exe
SaveThis=Web import file
;ImportData=0

Password=Verify

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
Address1=17383 Sunset Blvd.
City=Pacific Palisades
State=CA
Zip=90272
Source=Web Page
email=jferrara@goldminesw.com

[ContSupp]
cs1_RecType=P
cs1_Contact=Serial Number
cs1_ContSupRef=10001001
cs1_Address1=This is a test...

cs2_RecType=C
cs2_Contact=John Doe
cs2_Title=Beta Program Manager

See also:

Capturing Web Data

Setting up the Web Import Files

Creating the Web Form

Creating the CGI Script

Importing Contacts into GoldMine from a Web Form


Troubleshooting GoldMine

On occasion, you may encounter a problem while working in GoldMine that will generate an onscreen error message. These messages correspond to three types of errors:

•	Codebase error: GoldMine will display an error number with the error message

•	Miscellaneous error: Depending on the error, GoldMine will display an error message that may or may not include a number

•	General Protection Fault: Although occurring during a GoldMine work session, this error is typically not caused by GoldMine

GoldMine identifies many errors that occur during a work session by a numeric error code. Whenever GoldMine displays an error message, write down the entire message. For example, if you see the message

Error -60 Opening File F:\APPS\GOLDMINE\COMMON\CONTACT2.NTX

write the entire message. You will need to know specific information like paths and file names when troubleshooting. If you cannot solve the problem and call GoldMine Software for assistance, the technical support representative can use the information to determine further action.

See also:

Troubleshooting Error -60

Troubleshooting Errors -70 and -310

Troubleshooting Error -120

Troubleshooting Modem Initialization and Reset Problems


Codebase Errors

The codebase error list contains error codes, probable cause(s) of each error, and action(s) that you can take to resolve each problem.

Code -20

Probable Cause: Writing to disk.

1. Saving a file to a full disk.

Action

Free space on the drive where GoldMine is installed To index, the drive must have two times the largest .NTX file free. To pack, the drive must have two-and-a-half times the sum of the largest .DBF and .DBT file free. For example, if the sum of the largest .DBF and .DBT file is 1.5 Meg, the drive must have at least 3.75 Meg of free space to pack successfully.

2. Opening more files than the operating system—such as DOS—or GoldMine can

manage.

Action

See “Troubleshooting Error -60”.

3. Saving a file to the file name of an open file. This occurs when an unauthorized user tries to index or pack GoldMine files (network installation only).

Action

User who tried to index or pack has not been assigned rights to delete files in the directory. Assign DELETE rights to the user. The user will also need to have Read/Write/Create/Modify rights to all GoldMine directories.

For more related actions, see Troubleshooting Error -120.

4. Trying to create a file that already exists.

Code -30

Probable Cause: Determining File Length

Action: Check for available disk space. For more related actions, see Troubleshooting Error -60.

Code -40

Probable Cause: Setting File Length

Can’t increase the size of a file for one of the following reasons:

1. Insufficient space on either a local drive or a network drive.

Action: Free disk space and perform the operation again that received error message: if the error displayed an index file name (.NTX), reindex immediately. If the error displayed a database file name (.DBF or .DBT), back up the database, then pack immediately.

2. File does not have an assigned owner (Novell Network only).

Action: Novell Network requires an owner for the file. To determine which files do not have an owner (File Owner appears as n/a), use the NDIR command. If the file displayed in the error message has an Owner of n/a, a user with access control rights can assign an owner with Novell’s FILER program. The CHGOWNER program, which is available on the GoldMine Software BBS will also fix this.

3. By saving, the file owner will exceed his assigned network disk space allocation (network only).

Action: Check the disk space allocation for the file owner (on a Novell Network, use the NDIR command). The file owner can then display volume statistic, by using the CHKVOL command from the drive containing the file that caused the error message. If the volume space is adequate, but the file owner space is not adequate, either increase the owner’s disk space allocation, or assign a new owner.

Code -50

Probable Cause: Trying to lock a file.

Incorrectly locking users out of a file.

Action

Stand-alone PC: remove disk compression. Check the AUTOEXEC.BAT and CONFIG.SYS for the correct SHARE parameters as discussed in “Configuring SHARE.EXE”.

Network:

a. Check for the stand-alone PC items listed above.

b. Check network install settings as follows:

Lantastic: file handles and SHARE on the server and workstations.

Windows for Workgroups: remove all references to SHARE. Make sure that all directories are shared on a full-access basis, not as read-only.

Novell: make sure that users have all rights, and that the file is not flagged as read-only.

Code -60

Probable Cause: An error occurred OPENING A FILE.

1. Specifying a nonexistent file.

2. Opening more files than the operating system—such as DOS—can manage.

3. Trying to work with invalid SHARE.EXE parameters.

Action: See Troubleshooting Error -60.

Code -70

Probable Cause: Reading a file, possibly trying to go to a nonexistent record number.

Action

See Troubleshooting Errors -70 and -310.

Code -120

Probable Cause: Saving data to a full disk.

Action: See Troubleshooting Error -120.

Code -210

Probable Cause: GoldMine cannot recognize a field type specified in a data field because the database has become corrupted, or the database structure came from a previous version of GoldMine.

Action: Contact GoldMine Software technical support.

Code -310

Probable Cause: Indexing a file that is not an index file; that is, GoldMine encountered an invalid field in the .DBF file.

Action: See Troubleshooting Errors -70 and -310  .


Miscellaneous Errors

The following list contains the message or symptom of the problem, probable cause(s) of the problem, and action(s) that you can take to resolve each problem.

Symptom: DOS Error 3 - Out of Disk Space (installation error)

Probable Cause: Installing to a boot drive (the disk with COMMAND.COM) with insufficient free disk space.

Action: Free at least 61/2 Meg of disk space on the drive to which you are installing GoldMine.

Symptom: Insufficient Memory to Run Application (error during or after installation)

Probable Cause: Indicates that either the system does not have enough memory to start GoldMine, or that GMW32.EXE or a GoldMine DLL has been corrupted.

Action

1. In Windows Explorer, select Help|About to check that at least 3,000Kb physical memory is free. If not, close applications to free 3,000Kb memory.

2. Replace the .EXE and .DLL files in the directory to which GoldMine is being installed, or from which GoldMine currently runs.

Symptom: Synchronization does not work because modems cannot communicate.

Probable Cause: Modems are trying to connect at either a nonstandard baud rate, or at an incompatible baud rate.

Action

1. Check that the sites trying to synchronize are running GoldMine 2.5a.50910 or later. Select Help|About to check the version of GoldMine installed on both systems. If you are running an earlier version, download the latest version from CompuServe or the GoldMine Software BBS.

2. Select a baud rate that is slower than the fastest baud rate of the modem. For example, if the modem is capable of 14,400 bps, set the speed to 9,600 bps. Set the baud rates at one of the following:

•	1,200

•	2,400

•	9,600

•	19,200

•	38,400

•	57,600

For a 14,400 bps modem, open a port at 19,200 to correct communications problems.

Symptom: Errors when compressing or decompressing transfer sets.

Probable Cause: Unable to perform compression functions on transfer sets.

Action

Make sure that all path settings include a drive letter, including paths to the .INI file, GoldMine synchronization dialog path, and GoldSync’s path settings in the site record.

Symptom: MAPI Resolve Error #14

Probable Cause: GoldMine cannot find the user’s MSMAIL user name.

Action

When planning to link with MSMAIL, assign GoldMine user names that are exactly the same as the user names that appear in the MS Mail Address list. This user name may not necessarily be compatible with the actual mailbox name. For example, if the MS Mail Address list name is Smith,Joe, then best name compatibility will result if the user is assigned a GoldMine user name of either Joe, Smith, JoeSmi, etc.

To change the user name for that GoldMine uses when linking to MSMail, select the Edit|Preferences...|Misc option. After the prompt MS Mail username if not the same as the GoldMine user, enter the name.

Symptom: WordBasic Error 102

Probable Cause: Trying to access a merge form, but there are no links to GoldMine in the document.

Action

Update the document correctly by opening the document in Word for Windows. Reinsert the GoldMine link in Word (in Word 6.0, select the Insert|GoldMine field... option). Once you see that the updating works correctly, save the Word document as a .DOT file. Return to GoldMine, then try to access a merge form again.

Symptom: WordBasic Error 124

Probable Cause: Trying to access a merge form, but either documents have not been updated, or the link to GoldMine was installed incorrectly.

Action

For each form letter:

a. In GoldMine, from the Main Menu, select File|Merge Forms|Form Settings. In the DDE Command field, type [GoldMineLink] exactly as printed here.

b. Check one form letter the ensure that the appropriate DDE macros are listed. In Word, select the Tools|Macro... option. Check for the following marcros:

•	Autoclose

•	GM2Fax

•	GMSaveAsForm

•	GoldMineLink

•	InsertDDEField

If these DDE macros are not listed, the link was installed incorrectly. Install the link again.

Symptom: WordBasic Error 502

Probable Cause: When working with merge forms, the system seems to stop responding. A communication failure may have occurred between GoldMine and the word processor, or GoldMine may be slowed if working with an active filter).

Action

1. Make sure that GoldMine has a correctly installed version of the Word for Windows 6.0 link file (WORD6.GLK). The directory containing the GoldMine system files contains WORD6.GLK.

2. In Word6.INI, increase the value in DDE TIMEOUT.

Symptom: Load Segment Failure

Probable Cause: Another application is using memory that Windows 95 is trying to use, or the application did not release memory correctly; that is, Windows 95 cannot use memory that appears to be free, low system memory, or bad system memory.

Action

1. Quit any running programs. Start Windows 95 with no programs running. If the error does not occur again, start each program that was running when the error occurred to determine which program may have caused the error. If the problem occurs again, continue troubleshooting with numbers 2–3.

2. In Windows Explorer, select Help|About to check that at least 3,000Kb physical memory is free. If not, close applications and then reboot Windows 95 to free memory.

3. Run a diagnostic that checks memory, such as QAPlus or CHECKIT. Replace failed memory.


General Protection Faults

General Protection Faults (GPF) in Windows 95 can be very difficult to diagnose. While the error might occur only with GoldMine, the cause of the error is typically not GoldMine. Users with extensive technical experience can use the following guidelines to isolate and correct the problem. If you do not have extensive technical experience, contact your system administrator or an experienced computer consultant to perform these diagnostics for you. If you do not have a system administrator or experienced computer consultant, contact the GoldMine Software sales department to find a GoldMine Solutions Partner near you.

Note:	GoldMine Software technical support will provide support only to the extent of determining whether GoldMine is causing the error. If the the cause of the problem is not GoldMine or a damaged GoldMine data file, then technical support can provide a referral to a GoldMine Solutions Partner. A Solutions Partner can provide help on-site to diagnose what is causing the error.

A GPF error that occurs during the pack and rebuild process is typically caused by a damaged data file—see Restoring Database Files.

Probable Cause: Corrupt Index

Action: From the Windows 95 Desktop, start GoldMine. If you can access the Main Menu, select the Tools|Index Files...|All Database Files option to reindex. To best maintain GoldMine, reindex all files on a weekly basis.

Probable Cause: Disk Compression

Action: If possible, do not use disk compression software with GoldMine. If you must, place GoldMine in an uncompressed partition of your hard drive, and place other software applications in the compressed partition. Contact the vendor of the compression software for more information.

Probable Cause: Cross-linked or Truncated Files

Action: Run the SCANDISK diagnostic to test your hard disk.

Probable Cause: Incompatible or Conflicting Video Driver

Action: Some video drivers supplied with Windows 95 can cause GoldMine data, such as dates and times, to appear dimmed or “greyed out,” as well as cause GPF errors. To change your video driver to the standard VGA driver:

From the Start menu, select the Settings|Control Panel option. From the Control Panel, select the Display icon, which accesses the Display Properties window. Select the Settings folder, then select the Change Display Type... option.

In the Select Device dialog box, to the right of the Adapter Type field, select the Change... option, then select the Show all devices options. Scroll through the Manufacturers pane to select the Standard Adapter Type option. In the Models pane, select the Standard Display Adapter (VGA) option. Apply the selection.

If changing the video driver as described corrects the problem, contact the manufacturer of your video card for an updated video driver.

Probable Cause: Low Memory

Action

1. Quit any running programs. Start Windows 95 with no programs running. If the error does not occur again, start each program that was running when the error occurred to determine which program may have caused the error. If the problem occurs again, continue troubleshooting with numbers 2–3.

2. In Windows Explorer, select Help|About to check that at least 3,000Kb physical memory is free. If not, close applications and then reboot Windows 95 to free memory.

3. Run a diagnostic that checks memory, such as CHECKIT or QAPlus. Replace failed memory.

Probable Cause: Out of Disk Space

Action

Stand-alone

To check disk space:

At the DOS prompt, type CHKDSK, then press [Enter] to display the bytes available on the hard disk. To run GoldMine, you must have at least 5Meg available.

Network

Ask your system administrator or computer consultant to check the amount of free disk space in the volume containing GoldMine.

Probable Cause: TSR or Device Driver Conflicts with Another Program

Action: Start, or boot, your computer from a standard boot floppy diskette that contains a CONFIG.SYS file with only FILES, BUFFERS, and HIMEM settings, and an AUTOEXEC.BAT file that loads only essential network drivers. If not available, ask your system administrator or computer consultant for help in making a standard boot disk.

Probable Cause: Windows is using an Incorrect .DLL File

Action: An error can result if Windows uses a .DLL file with the same name as one of GoldMine’s .DLL files. The following .DLL files should be found in the GoldMine directory only:

BWCC.DLL	CRPE.DLL	DEWCC.DLL	DUNZIP.DLL
DUNZIP32.DLL	DZIP.DLL	DZIP32.DLL	GMBD.DLL
GMDB32.DLL	GMRE32.DLL	GMTB32.DLL	METER.DLL
PDBXBSE.DLL	SAXCOM10.DLL	SAXXFR10.DLL	SPLUS.DLL
UXDDISK.DLL	UXFTEXT.DLL	WBTRCALL.DLL	WINSYS.DLL
Check for these .DLL files in the WINDOWS directory, the WINDOWS\SYSTEM directory, and all directories in the path. If you find any of these files in a directory other than the GoldMine directory, copy the files to a floppy diskette, then delete the files from the hard disk.

Probable Cause: Corrupted RAM or Hardware Problem

Action: Test RAM and hardware with a hardware diagnostic software, such as CHECKIT or QAPlus.

Probable Cause: Corrupted Windows Files

Action: Reinstall Windows to a temporary directory using different installation disks than were used to install Windows previously. Once Windows is installed to the temporary directory, start Windows from this directory. From the Start menu, select the Run... option. From the Run window, in the Open field, type C:\GOLDMINE\GMW32.EXE, then press [Enter].

Probable Cause: Corrupted GoldMine Program File

Action: Install GoldMine to a different directory than where you are currently running GoldMine. For example, create a TEMP directory, then install GoldMine. Copy .DLL files and .EXE files to your existing GoldMine directory.


Troubleshooting Error -60

An error -60 message will appear when GoldMine cannot open a file under the following conditions:

•	File specified in the error message is missing

•	System cannot open all of the files; that is, opening all of the needed files takes more resources than available

•	Network configuration is incorrect

An error -60 message names the file that GoldMine cannot open. For example, the message

Error -60 Opening File F:\APPS\GOLDMINE\COMMON\CONTACT2.NTX

indicates that GoldMine cannot open the file CONTACT2.NTX located in the directory F:\APPS\GOLDMINE\COMMON. Write down the entire path, including the file name.

Note:	When troubleshooting an error -60 for the first time, continue through each of the following sections in order.

To determine if the file specified in the error -60 message is missing, close GoldMine. You can search for the file from Windows 95.

Searching for a File with Windows 95

To search for the file specified in the error message, click on the Start button at the bottom left of your Windows 95 display, then select the Find|Files or Folders... option. The Find All Files window will appear.

The Name and Location folder of the Find All Files window supplies the following information for Windows to conduct a search:

Named

Type the file name displayed in the error -60 message. The file name appears at the end of the path statement. For example, CONTACT2.NTX.

Look in

Type the path displayed in the error -60 message. For example, F:\APPS\GOLDMINE\COMMON.

When finished, select the Find Now button. The Find window displays the search results in the lower part of the dialog box.

If the search does not locate the file:

•	Check that the file name and path entries in the search fields match the error -60 message exactly. If not, correct the entries, and perform a second search.

•	If you are trying to use GoldMine for the first time after installation, install GoldMine again. If you are installing GoldMine on a network, be sure to follow the instructions in “Installing GoldMine on a Network” in Book 2 of the GoldMine Reference Manual. If the same error -60 message appears after a second installation, one of the installation diskettes may be defective. Call technical support at GoldMine Software.

•	If you have been using GoldMine successfully before the error -60 message appears, the file has been either deleted or destroyed by a system problem. Restore the file from your last backup, then start GoldMine as user MASTER (or any user who has Master-Rights). On a network, make sure that all users have quit GoldMine, then select File|Maintain Data Files|Index Files...|All Database Files to reindex. If you suspect that a system problem deleted the file, then ask your network administrator or consultant to run SCANDISK, and system diagnostics, such as QAPlus or CHECKIT.

If the search does locate the file then continue with “Increasing File Handles.”

Increasing File Handles

To increase system resources so that Windows can manage more files simultaneously, you can change settings on the file handles. Programs, such as GoldMine, uses file handles to read from and write data to a file.

Checking File Handles in CONFIG.SYS

From the Windows taskbar, select the Start button, then select Programs|MS-DOS Prompt.

At the DOS prompt, type EDIT C:\CONFIG.SYS, then press [Enter].

In the CONFIG.SYS file, check for a line that reads FILES=120. If the FILES setting is not 120, change the setting. To save the setting and exit the DOS Editor, press [Alt]-[F], press [S], then press [Alt]-[F], and press [X].

To put the changed setting into effect, you must restart the computer. Press [Ctrl]-[Alt]-[Delete].

Start GoldMine. If the same error -60 message appears, continue with “Searching for NET.CFG or SHELL.CFG.”

Checking Network Access to the File Handle Settings

If you run GoldMine on a Novell 2.x, 3.x, or 4.x network, you can check that the system is able to access the file handles setting.

To check system access to the file handles setting for Novell network workstations that use VLM drivers:

From the Windows taskbar, select the Start button, then select Programs|MS-DOS Prompt.

At the DOS prompt, type EDIT C:\CONFIG.SYS, then press [Enter].

In the CONFIG.SYS file, check for a line that reads FILES=120. If the FILES setting is not 120, change the setting. To save the setting and exit the DOS Editor, press [Alt]-[F], press [S], then press [Alt]-[F], and press [X]. To put the change into effect, restart your PC.

Note:	The following information does not apply to peer-to-peer networks, such as Windows for Workgroups, or Lantastic. Contact GoldMine Software as described in “Technical Support”.

To check system access to the file handle setting for Novell network workstations that do not use VLM drivers:

From the Windows taskbar, select the Start button, then select Programs|MS-DOS Prompt.

At the DOS prompt, type EDIT C:\AUTOEXEC.BAT, then press [Enter].

Look for a line that contains one of the following:

•	IPX

•	LSL

Check whether CD\xxx appears in AUTOEXEC.BAT anywhere above one of the three entries. If you find CD\xxx as described, write down the entire line that starts with CD\, then press [Alt]-[F], then press [X] to exit the DOS Editor. At the DOS prompt, type C:, then press [Enter]. Type the line that contains CD\xxx exactly as the line appeared in AUTOEXEC.BAT. Continue with “Searching for NET.CFG or SHELL.CFG.”

If you do not see CD\ in AUTOEXEC.BAT, press [Alt]-[F], then press [X] to exit the DOS Editor. Continue with “Searching for NET.CFG or SHELL.CFG.”

Searching for NET.CFG or SHELL.CFG

The files NET.CFG or SHELL.CFG may contain the file handle settings. Your system may contain both .CFG files, either NET.CFG or SHELL.CFG, or neither file.

To see if either of those files exist on your system:

At the DOS prompt, type DIR *.CFG, then press [Enter].

If your system contains either NET.CFG, NET.CFG and SHELL.CFG, or neither NET.CFG or SHELL.CFG, type EDIT NET.CFG, then press [Enter].

If your system contains only SHELL.CFG, type EDIT SHELL.CFG, then press [Enter].

In an existing .CFG file, check for a line that reads FILE HANDLES=130. If the FILE HANDLES setting is not 130, change the setting. If the .CFG file contains no FILE HANDLES= command—or in a new NET.CFG file—type FILE HANDLES=130 on a separate line, then press [Enter].

To save the setting and exit the DOS Editor, press [Alt]-[F], press [S], then press [Alt]-[F], and press [X].

To put the changed setting into effect, you must shut down your system.

Start GoldMine. If the same error -60 message appears, continue with “Configuring SHARE.”

Configuring SHARE.EXE

SHARE.EXE is a DOS program that controls file-sharing and file-locking on a stand-alone or network system. SHARE.EXE may be located in either AUTOEXEC.BAT or CONFIG.SYS.

Note:	GoldMine does not required SHARE.EXE to run properly. However, if loaded on your PC for another application, SHARE.EXE must be correctly configured to work properly with GoldMine. If not already loaded on your system, do not install SHARE.EXE.

At the DOS prompt, type EDIT C:\AUTOEXEC.BAT, then press [Enter].

Check through the entire file for a line that contains SHARE.EXE, such as

C:\DOS\SHARE.EXE

Note:	If you do not see a line the contains SHARE.EXE anywhere in AUTOEXEC.BAT, the line may be located in CONFIG.SYS. Within the DOS Editor, press [Alt]-[F], then press [O]. The DOS Editor Open dialog box will appear. After the File Name prompt, type CONFIG.SYS, then press [Enter]. The CONFIG.SYS will open. Follow the steps described below.

If you find a line that contains a path and parameters for SHARE.EXE, make sure that the minimum parameters are /L:80 /F:4096. For example,

C:\DOS\SHARE.EXE /L:80 /F:4096

Add the parameters or change parameters that are lower than /L:80 or /F:4096. For example, if SHARE appears as

C:\DOS\SHARE.EXE /L:500 /F:1536

only the parameter /F:1536 needs to be changed to /F:4096. The parameter /L:500 is acceptable.

To save the setting and exit the DOS Editor, press [Alt]-[F], press [S], then press [Alt]-[F], and press [X].

To put the changed setting into effect, you must restart the computer. Shut down your system.

Start GoldMine. If the same error -60 message appears, contact GoldMine Software technical support.


Troubleshooting Errors -70 and -310

An error -70 or -310 message will appear when GoldMine cannot open a file because of one of the following problems:

•	Index file (.NTX) has become damaged—see “Reindexing Damaged Files”

•	Database file (.DBF) has become corrupted—see “Restoring Database Files”

An error -70 message names the file that GoldMine cannot open. For example, the message

Error -70 Opening File F:\APPS\GOLDMINE\COMMON\CONTACT2.NTX

indicates that GoldMine cannot open the file CONTACT2.NTX located in the directory F:\APPS\GOLDMINE\COMMON. When the error message appears, make sure to write down the entire message, including path and file name information.

Reindexing Damaged Files

An index file serves as a pointer to allow GoldMine to quickly locate information in a data file, or present the information in the data file in an alternate sequence. Therefore, a damaged index file has no effect on data.

An index file can become damaged from any of the following causes:

•	Rebooting or turning off computers before quitting GoldMine

•	Hardware problems, such as bad sectors on a hard disk, or corrupted memory

•	Heavy use

To correct damaged index files:

From the Windows 95 Desktop, start GoldMine. If you can access the Main Menu, select the Tools|Index Files... option to reindex. To best maintain GoldMine, reindex all files on a weekly basis.

If you cannot access the Main Menu, close the error message, then exit Windows. Restart Windows, then open GoldMine. At the login banner display, enter your user name and password if required, then press [Ctrl] and select the OK button on the banner display. GoldMine will display a list of contact files available for your system. Select the contact file that appeared in the error message, then click on the Index button.

Correcting Chronic Index Errors

If index errors recur on a regular basis, your system may have a hardware or environment problem. For information on troubleshooting problems that have causes other than GoldMine, see General Protection Faults.

Restoring Database Files

Once corrupted, a database file must be replaced, or overwritten. To restore a database file, restore the file from backup as follows:

If this file is corrupted. . .	. . .restore these files from backup

CAL	CAL.DBF, CAL.DBT

CONTACT1	CONTACT1.DBF, CONTACT1.DBT

CONTHIST	CONTHIST.DBF, CONTHIST.DBT

CONTSUPP	CONTSUPP.DBF, CONTSUPP.DBT

INFOMINE	INFOMINE.DBF, INFOMINE.DBT

filename	restore filename.DBF and filename.DBT

if the files exist

After you restore the file(s), reindex GoldMine’s database files. To reindex, select the Tools|Index Files... option.

If you do not have backup files, contact a GoldMine Solutions Partner for assistance.

A corrupted database file can indicate an underlying environment problem. For information on troubleshooting problems that have causes other than GoldMine, see General Protection Faults.


Troubleshooting Error -120

An error -120 message will appear when GoldMine cannot save data because the destination hard disk or disk space allocated to the workstation is full or nearly full. To correct the problem, you must make more space available at the destination.

Note:	An error -120 message can also appear when GoldMine cannot properly access a .DBF file because an index file has become damaged—see Reindexing Damaged Files.

Creating Disk Space on a Stand-Alone PC

At the DOS prompt, type CHKDSK C:, then press [Enter]. In the first group of displayed statistics, the last line lists bytes available on disk. For proper operation, the bytes available on disk must minimally read 3,000,000 bytes (3 Meg).

If the hard disk has less than 3Meg available, you can either delete data and applications to restore the required number of bytes, or you can install a larger hard disk. Installing a larger hard disk is a better long-range solution because you cannot only run GoldMine better, but you can install new applications and save data as your needs grow.

Allocating Disk Space to a Network Workstation

Note:	The following discussion applies only to Novell networks. If you run GoldMine on a network other than Novell, refer to “Creating Disk Space on a Stand-Alone PC” above.

At one of the Novell workstations, type CHKVOL, then press [Enter]. On the line Space available to user X—where X designates the user—the value should ideally be 10,000K (10Meg). The minimum acceptable value is 3,000K (3Meg). If less than 3,000K is available, you can either delete data and applications to restore the required number of bytes, or you can install a larger hard disk. A system administrator can help reorganize the hard disk to free space.

If the CHKVOL statistics show that available disk space is adequate, the network may generate the error -120 when a user tries to save data to an orphan file. A file becomes an orphan when the user who is logged in when the file was created—the file owner—is deleted from the network. Novell will sometimes generate a disk full error when an application tries to write to an orphan file.

To correct the problem, assign the orphan file to a new owner who is an active network user. You can use the utility program CHGOWNER to assign a new owner. Registered GoldMine users can download the utility CHGOWN.ZIP from either the GoldMine forum on CompuServe or the GoldMine Software BBS.

Note:	Make sure that all users have quit GoldMine before continuing.

When you have CHGOWN.ZIP, change to the directory where GoldMine was installed. Unzip CHGOWN.ZIP into that directory. Log in to the network as SUPERVISOR.

When CHGOWN.ZIP is unzipped in the directory, type CHGOWNER SUPERVISOR, then press [Enter]. CHGOWNER will automatically assign file ownership of all files in the directory and subdirectories to SUPERVISOR.


Troubleshooting Modem Initialization and Reset Problems

The error message Unable to Initialize or Reset Modem will appear when GoldMine cannot initialize or reset the modem. The following list shows probable causes and corrective actions for modem initialization or reset problems.

Modem Initialization and Reset Problems

Probable Cause: Incorrect COM port setting for the modem.

Action: Use the Windows 95 accessory program HyperTerminal to test the COM port and dialing settings:

1. Click on the Start button, select the Programs option, then select the Accessories program group. Select HyperTerminal. Click on any HyperTerminal session, which is represented by a folder with the extension .HT, such as COMPUSERVE.HT. The Phone Number dialog box will appear. Select the Cancel button, which will close the dialog box, but leave the HyperTerminal window open.

2. COM port setting: To check the COM port setting, type AT, then press [Enter]. The displayed response should be OK.

Type ATZ, then press [Enter]. The displayed response should be OK.

If the response is not OK, select another COM port for the modem in the Windows 95 Control Panel by clicking on the Modems icon, then select the modem listed in the General folder, and selecting the Properties option. When finished changing settings in the Control Panel, test again.

3. Dialing: To test dialing, type ATDT, then press [Enter]. You should hear a dial tone. To hang up, type ATH, then press [Enter].

If you do not hear a dial tone, you can change the dial settings for the modem in the Windows 95 Control Panel by clicking on the Modems icon, then by selecting the modem listed in the General folder, and selecting the Dialing Properties option. When finished changing dial settings in the Control Panel, test again.

Probable Cause: Modem hardware problems.

Action: Test calling out with a known good modem.

Probable Cause: Installing a communications application has replaced Windows COMM.DRV. Using a nonstandard COMM.DRV can cause incompatibility.

Action: In the [Boot] section of Windows SYSTEM.INI, change the line COMM.DRV= to COMM.DRV=COMM.DRV.

Probable Cause: Incorrect modem settings in Windows Control Panel.

Action: Click on the Windows Start button, then select Settings. Open the Control Panel, then click on the Modem icon. The Modems Properties window will appear.

Click on the Properties button. The window will appear.

Select the Connection tab. Check for the following settings:

•	Data Bits=8

•	Parity=none

•	Stop Bits=1

Click on the Advanced button. The Advanced Connection Settings window will appear. Check that the Use flow control option is activated, and that the Select Hardware (RTS/CTS) option is selected.