Starting GoldMine

1	Locate the GoldMine for Windows icon:

If installed as a shortcut on your desktop, point to [image] and double-click.

If installed on your Start menu, select Programs, then select the program group on the menu that contains your GoldMine program. The icon and the menu entry for GoldMine, such as GMW 95, will appear on the list. Point to the GoldMine entry, and click once.

After a brief delay, the GoldMine for Windows 95 banner display will appear.

2	In the Username field, type your user name at the prompt, if necessary.

3	If required, in the Password field, type your password, then select OK.

If your entries in the Username field and the Password field are correct, GoldMine will start.


Exiting GoldMine

You can exit from GoldMine by either using your mouse or by entering commands using your keyboard.

Using your mouse:

1	From the Main Menu, point to File and click.

2	From the listed commands, point to Exit and click.

Using the keyboard:

Press [Alt]-[F] to select the File menu, then press [E] to select the Exit command.

You can also exit GoldMine by pressing [Alt]-[F4].


Using GoldMine's Menus and Commands

The menus provide access to all of the commands available in GoldMine. All of GoldMine's commands are accessed from one of the following three types of menus: the Main Menu, the toolbar and the local menu. The Main Menu and toolbar are displayed horizontally at the top of the screen, while local menus are displayed vertically.

Menu commands followed by an ellipsis (...) display additional menus to provide further selection options before the command can be activated.

Menu commands followed by a right-facing arrow display additional menus that contain additional options related to the command.

At times, certain command names may appear dimmed. This indicates that a command is not available. The dimmed command may not be applicable, or an additional selection is required to activate the command. A command option may also be dimmed and unavailable due to a security restriction based on your user name or user group.

Certain menu commands also have short-cut keys, or hot-key commands. A hot-key associated with a command will appear to the right of the command on the menu. For example, to enter a new note entry, you can select Edit, Insert Note, or press [Ctrl]-[I].

To navigate through these menus in GoldMine, you can use your mouse, or rely on keystroke combinations. The mouse and keyboard responses in GoldMine will be similar to those in other Windows software applications.

Selecting a Command with the Mouse

The following example demonstrates how to access GoldMine's menu commands with a mouse:

1	At the Main Menu bar at the top of GoldMine’s contact screen, point to the View command.

2	Click on View. A pull-down menu will appear.

3	At the pull-down menu, click on the Calendar option. The calendar will appear.

Similarly, pointing to and clicking on a desired toolbar icon will activate the associated command. For example, you can also display the calendar from the Schedule toolbar by clicking on [image].

Selecting a Command with the Keyboard

The following example demonstrates how to access GoldMine's menu commands by pressing keys on the keyboard:

1	Press the [Alt] key.

2	Press the letter V. This is the underlined letter of the View menu command.

3	To move the highlight to Calendar, press the Down-arrow key, then press [Enter], or press the letter [C] for the Calendar command.

Selecting a Local Menu Command

The local menu is available for certain browse windows in GoldMine and offers additional functionality. The commands for these menus are not global and affect only 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.

The following steps provide an example of displaying and closing a local menu.

1	Point to the Contacts tab and click.

2	Once this tab folder has been selected, point to any 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.

Depending on the browse window selected, the local menu allows you to perform various actions on the entries in the listing.

Keyboard access to a local menu will not always be available unless the browse window, or a record item in the browse window, is the subject of the input focus. In Windows, input focus is determined by highlighting or selecting an item onscreen.

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

For more information about GoldMine's menus and commands, refer to either the online Help, or “GoldMine’s Work Area” in Volume 1 of the GoldMine Reference Manual.


Using GoldMine's Main Menu

The Main Menu contains the first level of commands. Like most Windows applications, menu commands are listed in pull-down menus. These menu commands will define all of the operations related to a given user, contact record(s), activity list(s) or calendar(s). The menu commands include:

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, Automated Processes,  Configure GoldMine, Log Away a user or change the Login User, and Exit.

Edit

Contains basic commands to Undo, Cut, Copy, or Paste contact information, to Edit Contact information, and 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, 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, Other Action, and Event. 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, Other Action, and Sale, and. You can also complete Pending Activities 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 Tool Bar and Status 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 this How Do I file The About option displays details about the GoldMine version and setup.

If you are familiar with GoldMine for DOS, you will notice that several familiar menu commands have remained in GoldMine for Windows. Schedule and Complete exist in essentially the same form while View has been modified. Additionally Window and Help have been added as new menu commands.

Menu Changes from GoldMine2.5 for Windows:

If you have been using GoldMine 2.5 for Windows, you will notice that most familiar menu commands have remained in GoldMine for Windows 95. Some commands have been moved from their menu locations in GoldMine 2.5, such as Import & Export. In addition, GoldMine for Windows 95 features two new menus, E-mail, and Tools.

Please note the following changes that were made to the menu commands:

File menu command Import & Export, and the component commands under Maintain Data Files--that is, Index Files, Pack Files, Import ZIP Codes, and Performance Test--appear in the new Tools menu. The Pack command appears as the Rebuild Files command. The Import & Export command has been separated into two commands, Index Files and Rebuild Files.

Edit menu command Replace Fields now appears in the Tools menu.

Edit menu command Set Ownership is now titled Record Ownership.

View menu command Competitors File is not available.

Schedule menu command Call Back is now titled Call.

Complete menu command Call Back is now titled Scheduled Call.

Help menu Commands is now titled Help Topics, and Procedures is titled How Do I. Using Help is not available in GoldMine for Windows 95.

Menu Changes from GoldMine for DOS:

Please note the following changes that were made to the menu commands:

The Find menu does not exist in GoldMine for Windows; find commands are available through the Query and View menus.

The Add and Print Menus don't exist in GoldMine for Windows; add and print commands are available through the File menu.

The Note menu doesn't exist in GoldMine for Windows; the note commands are available through the Edit menu.

The Option menu doesn't exist in GoldMine for Windows; the option commands are available throughout the Edit and View menus.

The Utility menu doesn't exist in GoldMine for Windows; various utility commands are available through the Tools menu and the File menu. Additionally, certain hardware settings are now handled through the Windows Control Panel.


Using the Toolbar

The toolbar provides a quick way to select certain menu commands without going through the Main Menu's commands.

Depending on the toolbar setup, you can work with the Basic, Standard, or Advanced toolbar configuration. 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. For a description of toolbar icons that execute frequently used commands, you can also refer to Volume 1 of the GoldMine Reference Manual.

When you work with the Basic toolbar configuration, GoldMine will display one toolbar that contains 25 icons for commonly used tasks, such as Create a new record and View calendar. The Standard toolbar configuration contains five component toolbars. The Advanced toolbar configuration contains all seven of GoldMine’s predefined toolbars. These seven toolbars are listed below:

•	Schedule: contains nine commands to set up, view, and complete activities.

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

•	Misc: contains six miscellaneous commands, such as displaying online Help topics and exiting GoldMine

•	Standard: contains nine commands to perform basic GoldMine functions, such as finding a contact.

•	Tools: contains eight advanced commands that maintain GoldMine system files

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

•	Setup: contains six commands related to defining various functions, such as recording 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.

You can customize GoldMine toolbars to support your work needs. You can select which of the original toolbars that you want displayed, position the toolbars, even create custom toolbars with GoldMine’s commands and/or your recorded macros. For more information about customizing the toolbar(s), refer to either the online Help files or “Customizing the GoldMine Toolbar” in Volume 1 of the GoldMine Reference Manual.


Working with GoldMine's Objects
Working with GoldMine’s Objects

Using Windows Multiple Document Interface or MDI functionality, GoldMine allows you to display multiple “windows” of information onscreen at one time. GoldMine displays various types of information in dialog boxes called objects. In general, GoldMine maintains contact-related information in the contact record; user(s) activity information is displayed in the activity list and calendar. Additional objects, such as the Contact Groups, Personal Rolodex, branching scripts, and topic scripts display commonly accessed information.

How do I know which object is selected for input?

While you may have a number of objects displayed simultaneously, only one object can be active. The active object has a title bar and border that are a different color than any other objects that appear simultaneously onscreen. The active object is the focus of all keyboard or mouse input; that is, the active object has the input focus of the system.

Can I change the size or location of an object?

Any object can be moved, sized, minimized and closed as needed onscreen. All of GoldMine's objects maintain their own Control or System Menu. The control menu is always located at the left side of the object’s title bar, and is represented by an icon. This control menu provides keyboard access to the actions that you can perform on the objects.

Three buttons on the right side of the object’s title bar allow you to minimize the object, toggle the size of the object between partial screen and full screen, and to close the object. You can restore a minimized by accessing the control menu, or by double-clicking the object's icon. A minimized object appears as a small title bar with an icon that identifies the object type (for example, contact record, activity list, Personal Rolodex, etc.) in the lower portion of GoldMine's work area.

The contact record and activity list can also be expanded beyond normal size in the work area to the full size of the desktop area to display more information in the lower tab folders. Double-clicking the title bar of either object will expand and resize these windows in GoldMine's work area.


Working with the Contact Record

The contact record contains information on one or more contacts, and acts as the basic working unit of information in GoldMine. The contact record displayed on the contact screen is referred to as the currently displayed contact record. GoldMine displays contact information in a window. Although you can open, position and size multiple contact reocrds in GoldMine's work area, only one contact record can be active at a time.

Whenever you start GoldMine, the last active contact record viewed will appear.

The contact record is divided into upper and lower portions. The upper portion always contains the following primary contact information:

•	Contact's company and name

•	Contact's primary address

•	Contact's primary telephone numbers

•	Five user-defined indexed fields to store detailed contact information

The lower portion of the contact record consists of three or four banks of tabs that access folders of categorized information. The lower portion view changes based on the selected tab. These tabbed folders allow you to track and display an extensive variety and amount of information about your contacts.

To quickly access any tab folder, press [Ctrl] plus the first letter of the tab's title. For example, to pull up the Contacts tab, press [Ctrl]-[C]. The only exception to this is the Profile tab, which will open when you press [Ctrl]-[O].

To change to a different bank of tabs, click on the right side of the tab bank.

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.


Accessing Lookup Windows
Accessing Lookup Lists

Almost every field with spin controls (triangular arrows at the right of the field) in a dialog box can access an F2 lookup list. F2 lookup lists are a special type of browse windows.

F2 lookup lists can be customized to contain frequently used or code-specific entries designed to track your business' critical information. Security options can be set for the F2 lookup lists to enforce user input and allow for standardization in your data. For more information, see “Setting up Values in Lookup Lists” in Volume 1 of the GoldMine Reference Manual.

To access an F2 lookup list:

1	Point to the field to begin editing.

2	Click the right mouse button, or press [F2].

3	From the F2 lookup dialog box that appears, highlight the entry that you want. You may use your mouse to double-click on an entry, or use your arrow keys in combination with [Enter].

4	To place this entry in the field, select OK.

As new values are needed, you can add them directly to an F2 lookup list by either selecting New or by pressing the [Insert] from the display window.

To remove values, press [Delete].

To make changes to the current entries, select the desired entry, then select Edit.

If you have proper security rights, you can also access the Setup options that regulate all F2 lookup entries, ensuring consistent and standardized data entry. By selecting the various settings, GoldMine can be predefined to control the type of data entered by the system's users. Consistent data will enable GoldMine to produce accurate reports and statistics.

To place multiple entries in a single field, end the entry with a semicolon (;). Entries with semicolons attached are inserted before the existing data in the field. Selecting an entry without a semicolon will overwrite any existing data in the field.

To attach descriptions to entries without the descriptions being displayed in the field, follow the coded entry with two forward slash marks (//).


Creating a Contact Record

First-time users of contact management or start-up organizations may create contact records to build their database. Users who are already set up on an existing database system may require quick, mass imports of several hundreds or thousands of records into their GoldMine database. For information on importing multiple records, please refer to “Importing and Exporting Data” in Volume 2 of the GoldMine Reference Manual. However, all  first-time users of GoldMine for Windows should read the following section to become familiar with the procedure for creating new contact records.

1	From the Main Menu, select File. The New Record option will be highlighted. Click to select the New Record option. The New Contact Record dialog box will appear with the cursor positioned at the beginning of the Company field.

Note:	You can also create a new contact by clicking on [image].

2	Type the company name, then advance to the Contact field by either  pressing [Tab], or repositioning the mouse.

3	Type the contact name, then press [Tab] to move to the Phone Number field.

4	Type the telephone number. You do not need to include separations for area code or prefix.

If necessary, press [Tab] to move to the Ext. field, then type a telephone extension number. If you want no formatting applied to this telephone number, press [Tab] to move to the International Format checkbox, then click to select the option.

5	To add an Internet e-mail address for the contact, type the address in the E-mail Address field; for example, coyote@acme.com. GoldMine will store the address in the Profiles folder.

6	Select the New Record creation method option.

7	Select the Current Window view method.

Note:	Selecting the Current Window view method will replace the previously active contact record in the work area with the newly created contact record. The  New Window view method generates an additional window for the newly created contact record, but maintains a display of the previously active contact record in the work area.

8	Select OK. GoldMine will create a contact record with a unique account number. The new contact record will look similar to the following figure.


Editing Fields Onscreen

1	Point to the field on the contact record and click to bring up the cursor, or press [Alt]-[E] for the Edit menu.

2	Press [E] for Edit Contact to begin editing. Begin typing to edit the field.

3	To move to the next field, reposition the pointer and click within the field to activate the cursor.

or

Move from field to field by either pressing the [Tab] key to move from field-to-field, or the Up-arrow and Down-arrow keys.

4	Once you are positioned in your desired field, begin typing to edit.

Throughout GoldMine, the standard convention for moving from field to field with a keyboard is to press the [Tab] key. Here, as with the DOS version, you can rely on the [Tab] or arrow keys to move from field to field. Do not press [Enter] to advance from field to field. Pressing [Enter] in GoldMine for Windows will complete a process or end the edit mode.

5	When finished editing, press [Enter].


Entering an Additional Contact

1	Click on the Contacts tab. To access the Contacts folder from the keyboard, press [Ctrl]-[C].

2	To access the local menu for the Contacts folder, either  right-click the mouse, or press [Spacebar].

3	From the list of options, select New. The Contact dialog box will appear.

4	When finished typing the information, either  select OK, or press [Enter].

Note: You can convert an additional contact into a separate contact record. For more information about this procedure, see Volume 1 of the GoldMine Reference Manual.


Entering A Note

1	Select Edit from the Main Menu, then select Insert a Note. You can perform the same action from the keyboard by pressing [Ctrl]-[I].

The Notes folder for the contact will open in the lower portion of the contact record. At the top of this folder is a user, date, and time stamp.

2	Type any text at the current cursor position.

3	When finished, press [Esc]. A prompt will ask if you want to Save Changes to Notes? To save the entry, either  select Yes, or point and click on any area outside of the Notes tab.

Although the Notes folder can hold up to 64,000 keyboard characters, only a fraction of this amount can be displayed at a time. Click on the elevator bars located to the right of the window to view the entire listing. GoldMine will automatically display the amount of notes text in bytes on the status line whenever you save an entry.


Changing Field Labels

GoldMine allows you to change the labels on fields on the contact record to track your own contact-specific data.

1	Point to the desired field label with the mouse.

2	To display the Field Label dialog box, press down [Ctrl] and double-click the left mouse button.

3	Press [Tab] to advance to the Local Label field and type the new field label. The Field Label dialog box will appear. Selecting the Local Label changes the field for the currently open GoldMine contact database. If you maintain more than one contact file, and wish to copy a change to a field label to all of your contact files, select the Global Label option.

4	Select OK.

GoldMine allows you to label or relabel any field on the main contact screen by performing this action.

The first three fields of the Summary folder can also be relabeled with this action. However, the remaining date fields of the Summary folder cannot be changed locally. Since these fields store date-based information, the label for these fields cannot be stored locally with the records in the individual contact files.


Using the Contact Listing

1	From the Main Menu, select Query.

2	From the Query menu, select the field to search from the following menu commands:

•Company

•Contact

•Last

•Phone1

•Indexed Fields (any)

Note: 	You can also display the contact listing by either clicking on [image], or by double-clicking on the field label on which you are searching.

The Contact Listing will appear in the condensed mode. To display the entire Contact Listing dialog box, select the Expand button.

3	In the Find Value field, type the value on which you want to search.

You can locate a specific contact record once a Sort Order has been selected, by typing the required field value in the Find Value window. GoldMine searches the database for your entry, pulling up those values most closely matching your input. These values are displayed in the browse window of the Contact Listing If an exact match is found, that contact's record listing comes into focus; that is, the entry of the matching contact record appears within a dashed-line or highlighted box within the Contact Listing’s browse window.

You can locate records by selecting a Sort Order based on the Company, Contact, Last (name), Phone1, or any one of the Indexed Fields (these same options are also accessible from the Query menu or by double-clicking on the field label). Since these fields are all indexed, they provide the quickest search method for GoldMine's most frequently accessed contact information.

You can search on your Primary Contacts or Other Contacts by activating one of these two radio buttons in the expanded Contact Listing.

You can synchronize the displayed contact record in the Contact Listing's browse window (the contact record contained in the dashed-line or highlighted box) with the currently displayed contact record by clicking on the Sync Record Window toggle. As you type your value, GoldMine searches through the database looking for a match. The records in the Contact Listing's browse window scroll to match your entry. The title line of the contact record displayed in the background will match with the contact record that is currently in focus within the Contact Listing’s browse window.

You can synchronize the third column of the Contact Listing's browse window with a particular sort order. By selecting Sync 3rd Column w/ Sort, the information in the third column of the browse window's listing will match the selected Sort Order field. If the Sync 3rd Column w/ Sort is not checked, the data listed in the third column can be based on a variety of fields available from the 3rd Column window. This option is useful if you are searching for contacts based on their Contact name, but need to cross-reference the last contact date to perform necessary follow-up. This value can be displayed in the third column since the value is one of the available 3rd Column sort fields.

Tagging Records

You can tag, or select, multiple contact records from the Contact Listing. 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 also save tagged records as a group for future use.


Synchronizing the Contact Listing and Contact Records

You can synchronize the Contact Listing with the displayed contact record.

1	Point to the top border of the Contact Listing.

2	Drag the pointer to reposition the Contact Listing so that a portion of the contact record is visible.

3	Click on the Sync Record Window to activate.

4	Move to the Find Value window. Type the search value.

5	To place the contact record in front, press [Enter].


Viewing Multiple Contact Records

Often you may need quick access to multiple contacts at once, such as when you receive an incoming call from one client while you are adding follow-up notes in another client's record. Having the ability to view both contact records on the screen at once would be very helpful.

From the Main Menu, select View, then select Record. A second contact record will appear.

Note: You can also view another contact record by clicking on [image]. Any time that you display another contact record by clicking on [image], GoldMine displays the next contact record in the sequence based on your last Query or Sort Order selection.

1	From the Main Menu, select Query and select the appropriate querying option for finding a new contact. For example, select Contact, then type the contact's name.

2	When the correct contact record appears in the Contact Listing browse window, press [Enter]. The second contact record will then contain the contact in the Contact Listing.

4	From the Main Menu, select Window, then select Cascade. The contact records will arrange in layers in the work area.

5	To move between these windows, point to the desired window and click. You can also press [Ctrl]-[Tab] will move you from window to window in GoldMine's work area.

For more information on querying, see “Searching for Contacts” in Volume 1 of the GoldMine Reference Manual.


Scheduling an Activity

You can schedule seven types of activities in GoldMine. The procedure for scheduling five of the activity types--calls, next actions, appointments, other actions, and events--is basically the same. This procedure is described below.

1	From the Main Menu, select Schedule; then select an activity type.

Note: You can also schedule an appointment by clicking on [image], a call by clicking on [image], and a next action by clicking on [image].

The Schedule window will appear. The Schedule window contains a series of folders, or dialog boxes, that allow you to set a variety of parameters related to the activity:

•	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: sets up an activity for all contacts in an active filter or group, or to all contacts

By default, the Schedule folder will open when the Schedule window appears. The name of the primary contact in the active contact record will appear in the Contact field.

2	To schedule an activity for a contact other than the primary contact in the active conact record, either type the name of the person to whom this activity is related in the Contact field, or click on the arrow to the right of the Contact field. A drop-down list will appear, from which you can select a name.

3	Type an Activity code, or press [F2] to select from the lookup list.

4	Assigns a color to the user for display in 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.

5	Type the Reference for the activity, or press [F2] to select from the lookup list.

6	Type any additional information in the Notes field.

7	Select the activity's Primary User.

8	In the Date field, press [F2]. A graphical calendar will appear. Select the date on which you would like to schedule the activity.

9	In the Time field, either type the time at which the activity will begin, or press [F2] to select the time from a graphical clock. Time settings on the clock are available in 15-minute intervals by clicking on the clock's face.

To change this information with your keyboard, press the arrow keys to position the cursor before the desired date or time increment. Press the up- or down-arrow keys to change the setting, or type the values directly.

Alternatively, to change the information in any date or time window, position the cursor before the relevant hour/minute or month/date/year and click on the up or down spin controls at the right. This increments the minutes or hours of the time settings and the month, date, or year of the date windows.

10	Type a value in the Duration window. GoldMine will automatically block off that time on your user's calendar. GoldMine will notify you of any conflicts with a Scheduling Conflict dialog box. (GoldMine will even alert you of a conflict without a scheduled Duration; GoldMine recognizes that two separate activities are being scheduled to start at the same time!) This dialog box will list the specific activity already scheduled for this time. You then have the option to Ignore the previous activity and schedule the current activity, or reschedule for another time by selecting OK.

11	To specify the activity type, click on the arrow to the right of the Activity field to select an activity type from the following options:

•	Call

•	Action

•	Appt.

•	Other

12	To activate the pop-up alarm option for this activity, check the Alarm box. In the field to the right of the check box, you can either type in a time for the alarm, or press  [F2]  to display the graphical clock.

13	To limit viewing of code, reference, and any notes about the activity to the user who “created” the record for the scheduled call, the recipient, and any specially authorized users, check the Private option. While other users can view information about the activity type, date, and user in the Pending folder of the contact record(s), the Reference column will indicate that the creating user designated the call as private.

14	To link this activity to the contact record, check the Link box. If this option is not activated, the calendar activity will not be related to the current contact's record; the activity will only show up in the user's calendar for which it was scheduled. Once completed, the activity will only exist as a record in your user's completion log and not as a history record for the contact. Setting this option to inactive is helpful for scheduling personal activities that shouldn't be associated with contacts in your database, such as an appointment with your mechanic.

15	To send an e-mail message to any user(s) for whom the activity is scheduled, or when a scheduled activity is changed, check the Notify box. If an activity is scheduled for the current date, and this option is selected, GoldMine will alarm the user(s).

16	Check that all entries are correct, then select Schedule to complete scheduling this activity.

Selecting Users

The Users folder in the Schedule window allows users to delegate tasks to other networked or distributed system users. To include additonal users or user groups in a scheduled activity:

1	In the Schedule window, click on the Users tab to open the Users folder.

2	To change the Primary User, click on the arrow to the right of the Primary User field, then select a name from the list.

3	To include additonal users or user groups in a scheduled activity, click on the Additional Users check box, then double-click on the names in the User List and/or Group List to add the names to the Additonal Users panel. To remove users and/or groups, double-click on the entry in the Additional Users panel.

4	To send blind e-mail to additional users or user groups, click on the Send Blind E-mail check box, then double-click on the names in the User List and/or Group List to add the names to the Additonal Users panel. To remove users and/or groups, double-click on the entry in the Additional Users panel.

5	When finished, click on the Schedule button.

Reserving Resources

You can reserve resources for an activity from a common pool of equipment and supplies.

1	To reserve an item, either double-click on the item listed in the Resource List, or highlight the item, then click on the <<Select button. The item will appear in the Selected Resources list.

2	To cancel the reservation of an item, either double-click on the item listed in the Selected Resources list, or highlight the item, then click on the Remove>> button. The item will appear in the Resource List.

3	When finished, click on the Schedule button.

Scanning for Available Time

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:

1	In the Schedule window, select the Available Time tab to open the Available Time folder.

2	In the Duration field, type a value in minutes for the length of the activity. 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, press [F2] inside the field to display the [F2] lookup list of previously defined duration intervals, such as 90 minutes // Hour and a Half,

3	In the Start Time field, type the earliest acceptable time to schedule the meeting. GoldMine checks for available meeting times starting at this time.

4	In the to field, type the latest acceptable time to schedule a meeting. GoldMine checks for available meeting times up to this time.

5	In the Scan Date field, type the earliest acceptable date to hold the meeting. GoldMine scans for available dates beginning with this date.

6	In the to field, type the latest acceptable date to schedule a meeting. GoldMine checks for available meeting dates up to this time.

7	Check the boxes corresponding to days of the week on which you want GoldMine to scan for activities.

8	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.

9	When finished, click on the Scan button to start the scanning process.

Scheduling Recurring Activities

While many of the calls or activities you schedule for yourself are one-time occurrences, there may be routine calls that need to be made on a repeated basis. For example, for clients that need product restocking, you can automatically prompt yourself to call them on a recurring basis.

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:

1	In the Schedule window, select the Recurring tab to open the Recurring folder.

2	In the Date Span section, set a Start Date, then press [Tab] to set an End Date. In each field, you can type a date, or press [F2] to select a date from the graphical calendar.

3	In the Fixed Frequency section, 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). If you want to exclude weekend days from the fixed frequency calculation, check the Skip Weekends check box.

4	In the Monthly Occurrence section, 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.

5	To cancel the settings, and return to the previous settings, click on the Reset button. Otherwise, GoldMine will schedule a recurring activity according to the settings you have selected.

Scheduling for User Groups

You can schedule the same activity for any number of contacts. The contacts can be either part of an active group or selected on the basis of criteria in an active filter. This time-saving feature allows you to schedule repetitive tasks without entering each task individually.

1	In the Schedule window, select the Group Schedule tab to open the Group Schedule folder.

2	Check the Schedule to a group of contacts check box.

3	In the Start Date field, you can type the date on which you wat to begin scheduling activities. To set a date from the graphical calendar, press [F2] from within the field. To change the date by increments of one day, click on the triangular arrows to the right of the field.

4	To “roll over” activities—that is, begin scheduing activities for the following day when the number of activities entered in Activities per Day have been achieved--check the Span across multiple days check box.

5	To exclude scheduling any activity on weekend days, check the Skip weekends check box.

6	To set a time range during which activities will be scheduled, set a Start Time, then press [Tab] to set an End Time. To set the time in either field from the graphical calendar, press [F2] from within the field. To change the time by five-minute increments, click on the triangular arrows to the right of each field.


Completing an Activity

1	Locate and display the contact record linked to the activity you wish to complete. This can be accomplished by using the contact listing, by displaying the activity list, then double-clicking on the activity, or highlighting the activity, then pressing [Enter].

2	Select Complete, then select the type of activity you wish to complete. A Complete dialog box will appear. When there are more than one scheduled activities pending, the Complete Activity dialog box appears, displaying the listing of activities for the current contact--regardless of type.

Note: You can also complete an activity by clicking on [image].

3	To schedule an activity for a contact other than the primary contact in the active conact record, either type the name of the person to whom this activity is related in the Contact field, or click on the arrow to the right of the Contact field. A drop-down list will appear, from which you can select a name.

4	To specify or change the activity type, click on the arrow to the right of the Activity field to select an activity type, such as Call Back or Appoint. If you are completing a scheduled activity, GoldMine will display the activity type specified when the activity was scheduled.

5	Select the User who actually completed the activity (you will normally leave this field set to the default value--your user name).

6	To limit viewing of code, reference, and any notes about the activity to the user who “created” the record for the scheduled call, the recipient, and any specially authorized users, check the Private option. While other users can view information about the activity type, date, and user in the Pending folder of the contact record(s), the Reference column will indicate that the creating user designated the call as private.

7	Type the Reference for the activity, or press [F2] to select from the lookup list.

8	Select a code for the Activity field, if desired. You can type a field, or press [F2] to display the Activity Code lookup list, from which you can select a value.

9	Select a code for the Result field, if desired. You can type a field, or press [F2] to display a lookup list, from which you can select a value.

10	To change the completion date from the current date (default), in the Date field, press [F2]. A graphical calendar will appear. Select the date on which you want to record the completion of the activity.

11	To specify the length of time required for the activity, type a value in the Duration window.

12	To record the outcome of the completed activity, select either Successful Contact (default), or Unsuccessful Contact.

13	Type any desired Notes.

14	To schedule a follow-up activity, check the Schedule a Follow-up option. To specify the type of follow-up activity, click on the arrow to the right of the field that appears next to the option.

15	To complete the activity, select OK. If you specified a follow-up activity as described in step 13, the Schedule window will appear. GoldMine will display field data from the completed activity to the newly scheduled activity.


Recording an Incoming Call

1	Select Complete from the Main Menu, then select Incoming Call. The Complete an Incoming Call dialog box will appear.

By default, the cursor will appear in the Reference field. If you want to identify the caller as a contact other than the primary contact, continue with step 2.

If not, continue with step 3.

2	To select a contact other than the primary contact which appears by default in the Contact field, click on the arrow to the right of the field.

3	In the Reference field, type a descriptive title for the activity.

4	Select a code for the Activity field, if desired. You can type a field, or press [F2] to display the Activity Code lookup list, from which you can select a value.

5	Select a code for the Result field, if desired. You can type a field, or press [F2] to display a lookup list, from which you can select a value.

Note:	You may leave the Activity field and Result field blank, or type your own codes. Default entries have been set up throughout GoldMine to give you an idea of how coding will help you quantify and categorize your activities. These sample codes will help you generate reports to determine and gauge how much of your time is spent with certain clients, projects or types of activities. Of course you can always add and remove entries from these lookup lists as needed.

6	Press [Tab] to bypass the Date field. By default, GoldMine will enter the current date.

7	In the Duration field, enter the length of the incoming call by either typing a time value, or by pressing [F2] to display a lookup list from which you can select a duration.

8	In the Notes field, type any additional information.

9	Press [Tab] to bypass the User window. By default, GoldMine will default to your user name as the logged user.

10	To limit viewing of code, reference, and any notes about the activity to the user who “created” the record, the recipient, and any specially authorized users, check the Private option. While other users can view information about the activity type, date, and user in the Pending folder of the contact record(s), the Reference column will indicate that the creating user designated the call as private.

11	To record the contact as having an unsuccessful outcome, click on the radio button corresponding to the Unsuccessful Contact option. By default, the Successful Contact radio button is selected.

12	To set up a follow-up activity, check the Schedule a Follow-up check box. To select the specific follow-up activity, such as a follow-up Appt., click on the arrow to the right of the field. A drop-down list will appear. Select the activity type. The currently displayed field data will automatically be added to the newly scheduled activity.

13	Select OK to complete the call.


Forecasting Sales

1	At the Main Menu, select Schedule; then select Forecasted Sale. The Schedule a Forecasted Sale dialog box will appear.

Note: You can also schedule a forecasted sale by clicking on [image].

2	By default, GoldMine will display the primary contact of the currently selected contact record in the Contact field. To select a purchaser other than the primary contact, either type the name of the person to whom this sales will be made, or click on the arrow to the right of the field to display a lookup list from which you can select an additional contact.

3	Confirm that your name appears in the User field.

4	Type the Product being sold, or press [F2] to display the lookup list from which you can select an entry.

5	Type an Activity code, or press [F2] to display the lookup list from which you can select an entry.

6	Type the expected sale amount in the Sale Potential field.

7	Type the probability that this sale will close in the Probability field, or press [F2] to display the lookup list from which you can select an entry.

8	In the Close By field, press [F2] to display a graphical calendar of the current month. Select the date that you expect the sale to close. Instead of using the graphical calendar, you can also enter a date by either typing the date or by clicking on the triangular arrows to the right of the field to scroll through dates by increments of one day.

9	Type any additional information in the Notes field.

10	To activate the pop-up alarm option for this activity, check the Alarm box.

11	To set GoldMine to notify you when the message is completed or deleted by the recipient, check the RSVP check box.

12	Check the Link check box to link this activity to the contact record. If this option is not activated, the calendar activity will not be related to the current contact's record, but will only appear in the calendar of the user for which the activity was scheduled. Once completed, the activity will only exist as a record in your user's completion log, but not as a history record for the contact. Set this option to inactive when scheduling personal activities that you do not want associated with contacts in your database, such as an appointment with your mechanic.

13	Look over your entries to confirm that everything is correct, then select OK to complete the forecast.


Completing Forecasted Sales

To complete a forecasted sale:

1	At the Main Menu, select View, then select Activity List.

2	Select the Forecast tab to open the corresponding folder. You will see all of your forecasted sales in the browse window.

3	In the browse window, highlight the forecasted sale you wish to complete.

4	Access the local menu either by clicking on the right-mouse button or by pressing the [Spacebar].

The local menu for the Forecast folder contains the following options:

Zoom... displays additional detail information on a highlighted forecasted sale.

View displays a highlighted forecasted sale's linked contact record's summary information in the bottom third of the Activity List.

User... selects the GoldMine user(s) whose forecasted sales will appear.

Analyze... displays forecasted sales analysis information such as Period, # of Sales, Forecasted, % Probability and Potential.

Sort arranges the forecasted sales by Close Date or by Probability.

Complete... records the close of a highlighted forecasted sale.

Reply... responds to the GoldMine user who scheduled a highlighted forecasted sale.

Forward... advances the closing date for all forecasted sales to either a specified date, or by a specified number of days.

Delete... removes a highlighted forecasted sale.

Properties... alters or updates a forecasted sale. Record displays a highlighted forecasted sale's contact record in the work area.

Forward... reschedules forecasted sales for a later date.

4	Select Complete to display the Complete a Sale dialog box.

5	Confirm that the User window contains your name, then advance to the Result field, and press [F2] to display the Sales Results Code lookup list.

6	Select a suitable result code from the browse window.

7	Confirm that the Sale Amt is correct, then select OK to complete this forecasted sale.

Typically, the Date field contains the expected close date originally scheduled for the sale. Otherwise, the date window always contains the current date.


Viewing Activities

1	From the Main Menu, select View, then select Activity List. The activity list will appear.

Note: 	You can also display the activity list by clicking on [image].

Looking at this window from top to bottom, observe that the title bar indicates the user name and activities for the display. In this case, the title bar will display your name. GoldMine's activity list contains a series of tab folders:

Open lists pending activities with applicable activity, code, date, time, contact, and reference information for a selected date range, activity and/or user.

E-mail lists pending e-mail with applicable sender, code, date, time, contact, and reference information for a selected date range and/or user.

Out-Box lists queued e-mail messages with applicable send date, recipient, reference, creation/update date, contact, company, and telephone number.

Calls lists pending scheduled calls with applicable date, time, contact, code and reference information for a selected date range and/or user.

Appts lists pending scheduled appointments with applicable date, time, duration, contact, code and reference information for a selected date range and/or user.

Forecast lists pending sales with associated close date, percentage/probability, forecast, product and contact information for a selected user and/or sort order.

Actions list pending next and other actions with applicable code, reference, date, time and contact information for a selected date range and user.

To-do lists pending to-dos with relevant priority, code and to-do reference information for a selected user.

Closed lists completed activity with associated date, contact, result code and reference information for a selected user and/or activity.

Filed lists saved e-mail with applicable sender, code, date, time, contact, and reference information for a selected date range and/or user.

RealTime lists of all completed activities with the associated activity, user, date, time, and reference information for all dates and users as logged in real time.

To access most tab folders in the activity list from the keyboard, press [Ctrl] plus the first letter of the tab's title. The Actions and Closed tab folders are the only exceptions. To access the Actions folder, press [Ctrl]-[N]. To access the Closed folder, press [Ctrl]-[S].

2	Select the Open tab, if necessary.

3	To determine if you have any scheduled activities for a given time frame other than the current date, display the local menu by either clicking on the right-mouse button, or pressing the [Spacebar].

4	From the activity list's Open tab local menu, select Date Range. The Activity Date Range dialog box will appear.

5	From the available Activity Date Range options, select All Dates. Select OK.

The Open folder's browse window lists all your upcoming activities, regardless of the contact on which they are based. Each tab folder on the activity list has its own local menu. The local menu for the Open folder offers the following options in addition to Date Range:

Zoom... displays additional information for a highlighted activity.

Read... displays the selected message.

View displays a highlighted activity's linked contact record's summary information in the bottom third of the activity list.

Activities... specifies which types of activities will be displayed.

User... selects the GoldMine user whose activities you can view.

Complete... clears a highlighted activity from the calendar.

Reply... responds to the GoldMine user who scheduled a highlighted activity.

Forward... reschedules activities for a later date

Delete... removes a highlighted activity from the calendar.

Properties... alters or updates a highlighted activity.

If you want to look at only a single type of activity, such as your call backs, you can do so from the Open tab local menu by selecting Activities and clicking on the Calls radio button. Alternatively, you can highlight the tab folder to bring up a listing of all your scheduled call backs. The title bar of the activity list will now display Call Backs and your user name.

7	To see detail on an activity, highlight the activity, access the local menu again, then select Zoom. From the Scheduled Activity Zoom dialog box, you can view additional activities without returning to the activity list's browse window. Selecting the Prev and Next buttons near the bottom right-hand corner of the box will move you through this and any activity browse window listing.

8	Select Close to close the Scheduled Activity Zoom dialog box.

9	To close the activity list, either press [Ctrl]-[F4], or access the control menu for the activity list at the top, left-hand corner, then select Close.


Viewing the Calendar

GoldMine's calendar displays the graphical equivalent of the information listed in the activity list, and more. Using the calendar, you can see your schedule at a glance to quickly determine your availability for meetings and work. The calendar also allows you to reschedule, edit, complete, reply to, and add activities, as well as pull up the associated contact's contact record.

1	From the Main Menu, select View, then select Calendar.

Note:	You can also view the calendar by selecting [image].

The calendar will appear. The title bar of the calendar will show your name as the logged user and display the current day's date. The default display for the calendar is the Day folder. The calendar displays Day, Week, Month, Year, Outline, Planner, and Peg Board folders. To select a particular folder, highlight the desired tab. Press [Tab] to select the desired calendar display. To move to a previous tab, press [Shift]-[Tab].

2	To change the displayed date in the calendar, click on a number in the monthly calendar in the upper right side of the calendar window.

3	To change to a different calendar display, such as the weekly calendar, click on the corresponding tab, such as Week.

4	To advance or move back through calendar dates is accomplished by clicking on the VCR controls, which appear as [image] at the top left corner of the calendar folder. The increment of time associated with each VCR control button will differ depending on the folder selected. For example, in the Day folder, each mouse click will navigate forward and back by one day; in the Week folder, each mouse click will navigate forward and back by one week.

5	In the User field, you can change the user whose calendar is displayed if you have proper security rights. By default, this field will display the currently logged user. Click on the arrow to the right of the User field, which will display a drop-down list of users. Move the highlight to the user that you want to select.

6	To display only specified activities, right-click to display the local menu. Select the Activities option. The Select Activities to View dialog box will appear, as shown in the following figure.

Select Activities to View dialog box
Remove the check(s) corresponding the the activity types that you do not want to display in the calendar. By default, GoldMine will display all activity types.

7	When finished viewing activities, select [image] in the title bar to close the calendar.


Viewing Completed Activities

Viewing All Completed Activities

1	At the Main Menu, select View, then select Activity List. The activity list will appear.

Note: 	You can also display the activity list by clicking on [image].

2	Select the Closed tab folder. This folder contains all of your completed activities, regardless of whether they are linked or not. Activities are linked regardless of the contacts for which they were generated.

3	Highlight an activity.

4	Access the local menu, then select Zoom for more information on this history record.

Viewing a Contact's Completed Activities

1	To display the contact record, select Query at the Main Menu, then select Contact. Type all or the part of the contact's name to display the contact in the expanded Contact Listing's browse window.

2	Double-click on the contact’s name to display the contact record.

3	Select the History tab folder. The History folder contains all of the contact's completed actions, regardless of which GoldMine user responsible for completing the activities.

4	Right-click to display the local menu, then select Zoom to display the Completed Activity Zoom that provides more information about the history record.


Sending an E-mail Message
Sending a GoldMine E-mail Message

1	From the Main Menu, select the E-mail|Send GoldMine E-mail option. The Send GoldMine E-mail dialog box will appear.

Note: You can also send GoldMine e-mail by clicking on [image].

2	To designate a primary user to receive the message, click on the arrow to the right of the To field. A drop-down list will appear, from which you can select a different user. By default, this field will display the currently logged user.

If you want to add users and/or user groups as recipients of the e-mail, continue with step 3.

If not, go to step 5.

3	To select additional users and/or user groups, select the cc: button. The Select cc: Users dialog box will appear.

4	Check either of the following options:

•	cc: Other Users: sends an e-mail message with a distribution list to users or user groups in addition to the primary user

•	Send Blind E-mail: sends blind e-mail but no distribution list to nonblind
e-mail users or user groups

To select GoldMine users as recipients of the message, double-click on user names in the User List and/or User Groups. When finished, click on the OK button to add the user(s) as recipients of the e-mail, close the Select cc: Users dialog box, and return to the Send GoldMine E-mail.

5	In the Activity field, either type a three-character code, or press [F2] to display the F2 lookup list from which you can select a code.

6	To send the e-mail on a date other than the current date, either type the date in the Date field, or press [F2] to display the graphical calendar, from which you can select a date. To scroll through dates by increments of one day, click on the spin controls (triangular arrows) to the right of the field.

7	To associate the e-mail message with an additional contact, either type the name of the person in the Contact field, or click on the arrow to the right of the field. A drop-down list will appear, from which you can select an additional contact. By default, GoldMine will display the primary contact of the currently selected contact record.

8	In the Subject field, type a descriptive title for the message, such as Product Update.

9	To activate the pop-up alarm for this call, check the Alarm option. By default, GoldMine will display an alarm ten minutes before the time an activity is scheduled. You can accept the default time, or type a different time in the field to the right of the option. The default alarm period for can be changed in the Alarms folder of the Preferences window—see “Configuring GoldMine” in Volume 1 of the GoldMine Reference Manual.

10	To send e-mail that is not related to the active contact record, such as scheduling a project team meeting, remove the check from the Link option. By default, GoldMine checks the Link box to link an e-mail to the contact record.

11	To attach a file to the message, click on the Attach button, which will display the Open dialog box, from which you can navigate through drives and directories on your system to select a file as an attachment. You can also select a file by clicking on the arrow to the right of the Attached field, which displays a drop-down list of previously attached files from which you can select a file.

12	To add text to your message, position the cursor inside the large panel in the middle of the Send GoldMine E-mail dialog box. An editing toolbar will replace the Attached field.

The editing toolbar provides a quick way to save and print a message, as well as to apply text block manipulation and formatting. To display a flyout title box next to any icon, move the mouse over the icon. For a printed description of each icon on the editing toolbar, see “Sending E-mail” in Volume 1 of the GoldMine Reference Manual.

If you want to check the spelling in the message, continue with step 13.

If not, go to step 14.

13	To check the spelling of your message, position the cursor at the beginning of the text, then select [image]. If GoldMine finds a word not in the standard dictionary, the Spelling dialog box will appear. You can accept the word that appears in the Change To field, or click on one of the following buttons to

•Change the word that appears in the Not Found field to a selection from the Suggestions panel, or to match your own spelling

•	Change All instances of the word that appears in the Not Found field either to a selection from the Suggestions panel, or to match your own spelling

•βIgnore the spelling once or Ignore All instances of the spelling

•	Add a frequently used word

To quit during the spellcheck, select the Exit button. Otherwise, when GoldMine finishes scanning through the document, a message will let you know that the check is complete and display a word count of the message.

14	When finished, select [image] to save the text.

15	To prevent GoldMine from placing a copy of the e-mail in the History folder in the active contact record, remove the check from the corresponding check box. By default, GoldMine will place a copy of the e-mail record of the History folder when you send the e-mail.

16	To send the e-mail message in rich text format (.RTF), which allows more sophisticated formatting, check the Send as rich text option.

17	To limit viewing of code, reference, and any notes about the activity to the user who created the e-mail message, the recipient, and any specially authorized users, check the Private option. While other users can view information about the activity type, date, and user in the Pending folder of the contact record(s), the Reference column will indicate that the creating user designated the message as private.

18	To set GoldMine to notify you when the message is received by the recipient, check the RSVP option. GoldMine will list the RSVP on your activity list with a result code to show the outcome of the e-mail message.

19	Select Send to send the message.


Responding to a Message

There are two methods within GoldMine by which users can respond to messages. The first method, Complete, works in the same way as the completion of an activity. The second method of responding to a message is Reply. Replying to a message allows users to communicate directly with the sender.

Completing a Message

1	Highlight the message on the activity list or in the contact's Pending folder.

2	Within the Pending folder browse window, click on the right mouse button to display the local menu, then select Complete. The Complete a Returned Message dialog box will appear.

3	Enter an optional Result, or press [F2] to display the lookup list from which you can  select a standard entry.

4	In the Notes panel, type any additional information.

5	Select OK to complete this returned message.

Replying to a Message

1	Highlight the message on the activity list or in the contact's Pending folder.

2	Within the Pending folder browse window, click on the right mouse button to display the local menu, then select Reply. The Send GoldMine E-mail dialog box will appear.

3	By default, GoldMine displays your user name in the To field. To select the name of another user in your network, click on the arrow to the right of the To field to display a drop-down list of available users.

4	Select cc: to send copies of the message to additional users. GoldMine also allows you to send blind E-mail. This feature can be useful when sending congratulations to a user on his or her performance, while also messaging personnel or management without the primary recipient seeing the cc: Users.

5	Select an optional Activity code for the message.

6	Confirm that the correct contact name appears in the Contact field. By default, GoldMine displays the name of the primary contact. To select the name of an additional contact, clicking on the arrow to the right of the field to display a drop-down list of additional contacts.

If you do not want the message attached to the contact record, remove the check corresponding to the Link option.

7	Type the message Subject.

8	To send an attachment with the message, type the path and filename in the Attached field. To find the location of the file, click on the Attach button.

9	In the large blank pane, type the message text.

10	By default, GoldMine a copy of the e-mail record will appear in the History folder of the currently selected contact record when you send the e-mail. To prevent GoldMine from placing a copy of the e-mail in the, remove the check from the File in history check box.

11	To send the e-mail message in Rich Text Format (.RTF)--which allows more sophisticated formatting, such as selected fonts—check the Send as rich text check box. If the system of your recipient does not support .RTF, leave the check box blank to send the e-mail as ASCII.

12	Check the Alarm box to cause the message to pop up on the recipient's display.

13	Check the RSVP box to ensure that the action taken by the recipient appears on your calendar. For example, if a user deletes a message, the deleted message will appear on your calendar. This allows you to follow up with that user regarding the status of the message.

14	Select Send to send the message.


Creating a Filter

1	From the Main Menu, select Query, then select the Filters option. The Filters and Groups window will appear. By default, GoldMine will open the Filters folder. You can also access the Filters folder by clicking on [image].

Note: 	If you are familiar with xBase/Clipper expressions, you can click on the Edit Expression button to access a window in which you can build a filter based on an expression by typing directly within the Xbase/Clipper Expression window. You can also change a preexisting filter by editing the Xbase expression in this window. The original filter remains intact, and the current filter is based on the newly created Xbase expression.

2	Select New to display the New Filter window. By default, GoldMine will open the Properties folder.

3	In the Filter Name field, type a descriptive name for the filter.

4	Click on the Build tab to display the Build folder.

5	Click on the Clear button.

6	Highlight a field from the Field name list box to select the field. This field will be used as the comparison field in the field expression. For example, to compare cities, select the City field.

7	Highlight a field from the Operator list box to select an operator. The selected operator will be used to compare the field with a value. For example, Equal To will exactly compare the field with the value.

8	Type a comparison value in the Value field. For example, entering New York will create a filter expression that matches only records with that value in the City field.

9	Select Insert Condition to save the expression.

The Boolean expression you've just created will be detailed in the expression window below the Field Description list box. You can see the expression in English or as an Xbase expression. Depending on the current display choice, selecting the Show in XBase or Show in English buttons will bring up an alternate display of the expression. Unless you're making changes to the xBase expression directly, the Show in English display may be more meaningful.

10	To concatenate another record selection expression to the filter, select a logical connector: AND or OR.

11	Select another field from the Field Description list box.

12	Highlight a field from the Operator list box to select an operator.

13	Type a comparison value in the Value field.

14	Select Insert Condition to add the expression to the existing portion.

15	Select OK to save the filter expression and return to the Filters folder in the Filters and Groups window.

This procedure shows how to create a filter based on two simple Boolean expressions. More complex expressions can be created using parentheses, multiple simple expressions and additional criteria. For more information on building filters, see “Working with Subsets of Data: Filters” in Volume 1 of the GoldMine Reference Manual.


Activating A Filter

When you activate a filter, operations that typically affect an entire database will affect only the record members of the filter. These GoldMine functions include [Page Up] and [Page Down], the Next Record and Previous Record commands, the Merge Form command, the Delete Old History Records and Delete ALL Contact Records commands, the Replace Fields, Synchronization and Export Records commands.

To activate a filter:

1	From the Main Menu, select Query, then select Filters. By default, GoldMine will open the Filters folder.

Note: You can also access the Filters folder by clicking on [image].

2	Highlight the desired filter in the Filter Name browse window.

3	To determine the number of contact records in the database that match the filter expression, select the Preview tab. In the Preview folder, select the Search All button. GoldMine will list the matching records, and Count will display the total number selected.

4	Click on the Filters tab to return to the Filters folder.

5	To activate the filter, select Activate.

6	Press [Page Down] to move to the next matching record. There may be a delay as GoldMine locates the next record in the database that matches the filter expression.

7	To deactivate the filter, select Query, then select Filters. Select Release.

Just as you can have multiple contact records in your work area, GoldMine gives you the option to have multiple filters onscreen at one time. For each new filter on display, you must first activate a new contact record to hold the filter. To access new contact records, select View|Record.


Adding a Limit to a Filter

1	From the Main Menu, select Query, then select Filters. By default, GoldMine will open the Filters folder.

Note: You can also access the Filters folder by clicking on [image].

2	Highlight the desired filter, then select Properties. The Filter [Filter name] window for the selected filter will appear.

3	Click on the Optimize tab to access the Optimize folder.

4	In the Sort Order field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the filtered records by. Associating the filter expression with a particular sort order--for example, City--will allow GoldMine to logically group the relevant records in the database together, enhancing the performance of the filter. These restrictions will speed the filter's search by limiting the actual number of records tested for a match.

5	In the Top Limit field, type a value corresponding to the first acceptable value to test the filter expression against. For example, if you enter "Los Angeles," then records that contain values in the Sort Order field that are alphabetically less, such as "Boston," will not be included.

6	In the Bottom Limit field, type a value corresponding to the last acceptable value to test the filter expression against. For example, if you enter "New York," then records that contain values in the Sort Order field that are alphabetically greater, such as "Philadelphia," will not be included.

7	Select OK to complete the profile for the filter.

8	To close the Filters and Groups window, either press [Ctrl]-[F4], or access the control menu at the top, left-hand corner of the Filters and Groups window, then select Close.

Typically, limits should be based on the smallest applicable segment of the database. In this case, if there are only four contact types in a database of a thousand records, there will be a large number of each contact type. If there is a large number of different cities (larger at least than the number of different contact types), applying a limit sorted on the City field makes more sense than a limit sorted on the Contact Type field. More records will be excluded from the filter by limiting the sort to cities between Los Angeles and New York alphabetically, than by limiting the sort to contact types matching EU Prospect.


Building a Group Based on a Filter

Groups, once built, are static and can be stored for future use. Unlike filters, groups contain a fixed set of records that are not constantly re-evaluated each time the group is activated.

GoldMine's groups provide a way of temporarily shrinking your database to produce a desired subset of data. Records are evaluated only once, when they are initially added to the group. Once the relevant records have been added to a group, access to any member of the group is instantaneous. Groups can also be sorted by a particular order since, unlike filters, each group record becomes a fixed member of the new data subset.

To create a group based on a filter:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, either click on the right mouse button or press [Spacebar] to display the local menu.

The local menu for this browse window contains the following options:

Activate Group opens a highlighted group.

Release Group closes a highlighted group.

Build a Group selects a method on which to base a group.

Select User... selects a GoldMine user's groups.

New Group... creates a new group name.

Delete... removes a highlighted group and its members.

Properties changes or updates a highlighted group's profile information and build method.

3	Select the New Group option. The Group Profile dialog box will appear.

4	In the Group Name field, type a descriptive name for the group. Code can be left blank or used to organize your groups. By defalt, GoldMine will display the currently logged user in the User field.

5	Check the Build the Group option. The Group Building Wizard will appear.

6	Select the Filter or expression option, then select Next>. The Build a Group based on a Filter window will appear.

7	To select an existing filter, click on the arrow to the right of the Build on a Filter field, then select the filter that you want to use. If you want to select from the filters created by another user, select a user from the list available in Filters of user.

8	You can create a new filter, or to modify the filter selected in step 7 by either of the following methods:

Click on the Build on an Expression option to work directly with the filter in the editing panel below the option.

Click on the Build Filter button to access the Expression Builder dialog box.

9	When finished building the filter, select Next>. The Optional Settings window will appear.

10	In the Sort Field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the group members by.

11	In the Reference field, type any information that you want to display in the Reference field of the Member browse window. Alternatively, you can 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.

12	Select Next>. The Ready to Build window will appear. When ready, select the Finish button.

As the group's records are added, the Windows hourglass will appear. Until the mouse pointer re-appears, all other GoldMine operations are suspended.

Once a group is built, a listing of the group's members is displayed in the lower portion of the Groups dialog box. The members are sorted by the value in the Sort field.

See also:

Creating a Filter


Building a Group based on Previewed Records

You can preview contact records selected on the basis of a filter before deciding 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.

To create a group based on previewed records:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, either click on the right mouse button or press [Spacebar] to display the local menu.

The local menu for this browse window contains the following options:

Activate Group opens a highlighted group.

Release Group closes a highlighted group.

Build a Group selects a method on which to base a group.

Select User... selects a GoldMine user's groups.

New Group... creates a new group name.

Delete... removes a highlighted group and its members.

Properties changes or updates a highlighted group's profile information and build method.

3	Select the New Group option. The Group Profile dialog box will appear.

4	In the Group Name field, type a descriptive name for the group. Code can be left blank or used to organize your groups. By defalt, GoldMine will display the currently logged user in the User field.

5	Check the Build the Group option. The Group Building Wizard will appear.

6	Select the Previewed records option, then select Next>. The Optional Settings window will appear.

7	In the Sort field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the group members by.

8	In the Reference field, type any information that you want to display in the Reference field of the Member browse window, such as “Key Clients.” Alternatively, you can 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.

9	In the Filter Expr. field, type an optional filter expression that GoldMine will apply to select the records for the group.

10	Select Next>. The Ready to Build window will appear. When ready, select the Finish button.

As the group's records are added, the Windows hourglass will appear. Until the mouse pointer re-appears, all other GoldMine operations are suspended.

Once a group is built, a listing of the group's members is displayed in the lower portion of the Groups dialog box. The members are sorted by the value in the Sort field.


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. In this procedure, records will be tagged in the Group Members listing browse window.

To create a broup based on tagged records:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

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

3	In the Group Name browse window, either click on the right mouse button or press [Spacebar] to display the local menu.

The local menu for this browse window contains the following options:

Activate Group opens a highlighted group.

Release Group closes a highlighted group.

Build a Group selects a method on which to base a group.

Select User... selects a GoldMine user's groups.

New Group... creates a new group name.

Delete... removes a highlighted group and its members.

Properties changes or updates a highlighted group's profile information and build method.

4	Select the New Group option. The Group Profile dialog box will appear.

5	In the Group Name field, type a descriptive name for the group. Code can be left blank or used to organize your groups. By defalt, GoldMine will display the currently logged user in the User field.

6	Check the Build the Group option. The Group Building Wizard will appear.

7	Select the Tagged records option, then select Next>. The Optional Settings window will appear.

8	In the Sort field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the group members by.

9	In the Reference field, type any information that you want to display in the Reference field of the Member browse window, such as “Key Clients.” Alternatively, you can 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.

10	In the Filter Expr. field, type an optional filter expression that GoldMine will apply to select the records for the group.

11	Select Next>. The Ready to Build window will appear. When ready, select the Finish button.

As the group's records are added, the Windows hourglass will appear. Until the mouse pointer reappears, all other GoldMine operations are suspended.

Once a group is built, a listing of the group's members is displayed in the lower portion of the Groups dialog box. The members are sorted by the value in the Sort field.


Building a Group Based on the Calendar

While filters and groups based on filters are powerful tools designed to help you manage and organize information in your database, they don't provide access to the entire GoldMine database. For example, instead of building a group based on fields such as City and Last Contact Date, you may need to build a group based on the occurrence of an event, such as a completed appointment. This event is a completed activity and is stored as a history record in GoldMine.

Recall that each GoldMine contact record acts as the central link between GoldMine's Calendar and History files. Building a group based on a calendar activity allows you to add members based on information in their calendar files.

To build a group of contacts containing particular calendar records:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, either click on the right mouse button or press [Spacebar] to display the local menu.

The local menu for this browse window contains the following options:

Activate Group opens a highlighted group.

Release Group closes a highlighted group.

Build a Group selects a method on which to base a group.

Select User... selects a GoldMine user's groups.

New Group... creates a new group name.

Delete... removes a highlighted group and its members.

Properties changes or updates a highlighted group's profile information and build method.

3	Select New Group... The Group Profile dialog box will appear.

4	In the Group Name field, type a descriptive name for the group. Code can be left blank or used to organize your groups. By defalt, GoldMine will display the currently logged user in the User field.

5	Check the Build the Group option. The Group Building Wizard will appear.

6	Select the Scheduled calendar activities option, then select Next>. The Group based on Scheduled Activities window will appear.

7	In the User field, select the user whose calendar activities will be scanned to build the group. By default, GoldMine will display the user name of the currently logged user.

8	Select the starting date of calendar activities to scan by typing the date in the From Date field. You may also select a date from the calendar by pressing [F2] or clicking the right-mouse button.

9	Select the ending date of calendar activities to scan by typing the date in the To Date field. You may also select a date from the calendar by pressing [F2] or clicking the right-mouse button.

10	Select the type of history activities to scan by clicking on one of the Activity Type buttons. Select All Activities to scan all history records regardless of type.

11	Select Next>. The Optional Settings window will appear.

12	In the Sort field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the group members by.

13	In the Reference field, type any information that you want to display in the Reference field of the Member browse window, such as “Key Clients.” Alternatively, you can 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.

14	In the Filter Expr. field, type an optional filter expression that GoldMine will apply to select the records for the group.

15	Select Next>. The Ready to Build window will appear. When ready, select the Finish button.

As the group's records are added, the Windows hourglass will appear. Until the mouse pointer re-appears, all other GoldMine operations are suspended.

Once a group is built, a listing of the group's members is displayed in the lower portion of the Groups dialog box. The members are sorted by the value in the Sort field.


Building a Group Based on Completed Activities

While filters and groups based on filters are powerful tools designed to help you manage and organize information in your database, they don't provide access to the entire GoldMine database. For example, instead of building a group based on fields such as City and Last Contact Date, you may need to build a group based on the occurrence of an event, such as a completed appointment. This event is a completed activity and is stored as a history record in GoldMine.

Recall that each GoldMine contact record acts as the central link between GoldMine's Calendar and History files. Building a group based on a completed activity allows you to add members based on information in their history files.

To build a group of contacts containing particular history records:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, either click on the right mouse button or press [Spacebar] to display the local menu.

The local menu for this browse window contains the following options:

Activate Group opens a highlighted group.

Release Group closes a highlighted group.

Build a Group selects a method on which to base a group.

Select User... selects a GoldMine user's groups.

New Group... creates a new group name.

Delete... removes a highlighted group and its members.

Properties changes or updates a highlighted group's profile information and build method.

3	Select New Group... The Group Profile dialog box will appear.

4	In the Group Name field, type a descriptive name for the group. Code can be left blank or used to organize your groups. By defalt, GoldMine will display the currently logged user in the User field.

5	Check the Build the Group option. The Group Building Wizard will appear.

6	Select the Completed history activities option, then select Next>. The Build a Group based on Completed Activities window will appear.

7	In the User field, select the user whose history activities will be scanned to build the group. By default, GoldMine will display the user name of the currently logged user.

8	Select the starting date of history activities to scan by entering the date in the From Date field. You may also select a date from the calendar by pressing [F2] or clicking the right-mouse button.

9	Select the ending date of history activities to scan by entering the date in the To Date field. You may also select a date from the calendar by pressing [F2] or clicking the right-mouse button.

10	Select the type of history activities to scan by clicking on one of the Activity Type buttons. Select All Activities to scan all history records regardless of type.

11	Select Next>. The Optional Settings window will appear.

12	In the Sort field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the group members by.

13	In the Reference field, type any information that you want to display in the Reference field of the Member browse window, such as “Key Clients.” Alternatively, you can 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.

14	In the Filter Expr. field, type an optional filter expression that GoldMine will apply to select the records for the group.

15	Select Next>. The Ready to Build window will appear. When ready, select the Finish button.

As the group's records are added, the Windows hourglass will appear. Until the mouse pointer re-appears, all other GoldMine operations are suspended.

Once a group is built, a listing of the group's members is displayed in the lower portion of the Groups dialog box. The members are sorted by the value in the Sort field.


Building a Group based on Supplemental Records

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 build a group of contacts based on supplemental contact data:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, either click on the right mouse button or press [Spacebar] to display the local menu.

The local menu for this browse window contains the following options:

Activate Group opens a highlighted group.

Release Group closes a highlighted group.

Build a Group selects a method on which to base a group.

Select User... selects a GoldMine user's groups.

New Group... creates a new group name.

Delete... removes a highlighted group and its members.

Properties changes or updates a highlighted group's profile information and build method.

3	Select New Group... The Group Profile dialog box will appear.

4	In the Group Name field, type a descriptive name for the group. Code can be left blank or used to organize your groups. By defalt, GoldMine will display the currently logged user in the User field.

5	Check the Build the Group option. The Group Building Wizard will appear.

6	Select the Supplemental contact data option, then select Next>. The Build a Group Based on Contact Profiles window will appear.

7	To select the type of supplemental record on which you want to build the group, select one of the following options: Profiles, Document Links, Other Contacts, or Referrals.

8	When building a group based on Profile records, type the name of the profile record to build the group on. Only contact records that have this Profile will be added to the group. When the record type is Document Links, Other Contacts, or Referrals, this field is unavailable.

9	Specify a word or phrase to be searched for within the Reference field of the selected type of supplementary record in the Keyword field. If a value is placed in this field, only records that contain this value in the Reference field will be added to the group.

10	Type a reference expression or value in the Keyword field, or press [F2] to access the Field Lookup list, from which you can select a predefined Reference value. The value placed for the Reference expression can be a text string that identifies the individual group members with a particular group, such as “Key Clients,” or an Xbase/dBase expression. Xbase expressions allow you to pull selected field information from GoldMine to identify the members of a group. Xbase expressions start and end with braces "{}".

11	Select Next>. The Optional Settings window will appear.

12	In the Sort field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the group members by.

13	In the Reference field, type any information that you want to display in the Reference field of the Member browse window, such as Key Clients. Alternatively, you can 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.

14	In the Filter Expr. field, type an optional filter expression that GoldMine will apply to select the records for the group.

15	Select Next>. The Ready to Build window will appear. When ready, select the Finish button.

As the group's records are added, the Windows hourglass will appear. Until the mouse pointer re-appears, all other GoldMine operations are suspended.

Once a group is built, a listing of the group's members is displayed in the lower portion of the Groups dialog box. The members are sorted by the value in the Sort field.


Building a Group based on Search Result

To build a group based on the result of a search, select Query|Search to locate those records that you want to include in the new group. When GoldMine completes the search, leave the Search dialog box open.

To add contact records to a group based on search criteria:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, either click on the right mouse button or press [Spacebar] to display the local menu.

The local menu for this browse window contains the following options:

Activate Group opens a highlighted group.

Release Group closes a highlighted group.

Build a Group selects a method on which to base a group.

Select User... selects a GoldMine user's groups.

New Group... creates a new group name.

Delete... removes a highlighted group and its members.

Properties changes or updates a highlighted group's profile information and build method.

3	Select New Group... The Group Profile dialog box will appear.

4	In the Group Name field, type a descriptive name for the group. Code can be left blank or used to organize your groups. By defalt, GoldMine will display the currently logged user in the User field.

5	Check the Build the Group option. The Group Building Wizard will appear.

6	Select the Search result option, then select Next>. The Optional Settings window will appear.

7	In the Sort field, click on the arrow to the right of the field to display a drop-down list box of fields. Select a field to order the group members by.

8	In the Reference field, type any information that you want to display in the Reference field of the Member browse window, such as Key Clients. Alternatively, you can 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.

9	In the Filter Expr. field, type an optional filter expression that GoldMine will apply to select the records for the group.

10	Select Next>. The Ready to Build window will appear. When ready, select the Finish button.

As the group's records are added, the Windows hourglass will appear. Until the mouse pointer re-appears, all other GoldMine operations are suspended.

Once a group is built, a listing of the group's members is displayed in the lower portion of the Groups dialog box. The members are sorted by the value in the Sort field.


Activating a Group

When a group is active, GoldMine makes the contact database appear to contain only those records that are members of the group. Operations that typically affect an entire database will only operate on records that are members of the active group. These GoldMine functions include the  [Page Up] and [Page Down], the Next Record and Previous Record commands, the Merge Form command, the Delete Old History Records and Delete ALL Contact Records commands, the Replace Fields, Synchronization and Export Records commands.

To activate a group:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, highlight the name of the group that you want to activate.

3	Display the local menu by either clicking on the right mouse button, or pressing [Spacebar] to display the local menu.

4	Select Activate Group.

Based on the previously selected sort method, the first member of the group's contact record will appear onscreen, replacing the previously displayed contact record. The group's name and the current contact will also be displayed at the top of the contact record as follows:

Group: group name; Contact: contact name

GoldMine offers users an unlimited number of groups, and each group can hold an unlimited number of members. Additionally, any contact's record can be a member of different groups.

5	Press [Page Up] or [Page Down] to move through the group members.


Releasing a Group

To release a group:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Name browse window, display the local menu by either clicking on the right mouse button, or pressing [Spacebar] to display the local menu.

3	Select Release Group.


Changing a Group's Sort Order

Once a group is built, the lower portion of the Groups dialog box displays a listing of the group’s members. The members are sorted by the value in the Sort field.

To change a Group's sort ordering:

1	From the Main Menu, select View, then select Contact Groups. The Filters and Groups window will appear. By default, GoldMine will open the Groups folder.

Note: You can also access the Groups folder by clicking on [image].

2	In the Group Member browse window, display the local menu by either clicking on the right mouse button, or pressing [Spacebar] to display the local menu.

This local menu contains following options:

Sort Members... reorders group members based on a field or expression.

Sync Record matches any contact record displayed in the work area with the currently highlighted group member.

View displays the contact names, company names, or both names of the group members in the Member listing.

New Member... displays the Group Member Profile dialog box, from which you can add a contact to the group.

Delete Member... removes a highlighted contact from a group's members permanently.

Properties... changes or updates a highlighted member's reference information.

Include Contact... includes the currently active contact with a group's members.

3	Select Sort Members... from the local menu. The Sort Group Members dialog box will appear.

4	In the Sort Group Members dialog box, select the sort method by clicking on the appropriate radio button. To sort by a database field, select Sort by a Field. To sort by an Xbase expression, select Sort by an Expression. Select Clear All Sorts to blank each group member's sort field.

5	If Sort by a Field is selected, click on the arrow to the right of the field to display a drop-down list of fields, then highlight the field to sort by. If Sort by an Expression is selected, enter the Sort Expression.

6	If you want to regenerate each group member's Reference information, type a reference expression or value in the Reference Expression field, or press [F2] to access the lookup list to select a predefined value. The value entered for the Reference Expression can be a text string that identifies the individual group members with a particular group, such as Key Clients, or an Xbase/dBase expression. Xbase expressions allow you to pull selected field information from GoldMine to identify the members of a group. Xbase expressions start and end with braces {}. Leave this field blank to retain the existing values.

7	Select OK to reorder the group.


Printing Reports

GoldMine's provides a set of preconfigured reports in five categories: contacts, calendar, analysis, labels and envelopes, and others. Contact reports revolve around contacts and their related data, including field, history, pending, profile and note information. Calendar reports revolve around users and their related calendar and history information. Analysis reports show information based on activity or performance statistics. Labels and envelopes are designed primarily for Avery address label output. Other reports are those reports that provide information distinct from the other four categories, that is miscellaneous types of data.

To print a report:

1	At the Main Menu, select File, then select Print Reports. The Reports Menu will appear.

Note: You can also access the Groups folder by clicking on [image].

2	At the Reports Menu, confirm that the desired user's reports are listed. By default, GoldMine will list (public) in User. To display another user's reports, click on the arrow to the right of the User field, then select the user from the drop-down Reports of User list box.

3	Highlight the desired report in the Report Description browse window.

4	Select the set of records that you want to provide data for your report. Contacts allows you to select Current (current contact only), Filter or Group (all contacts in the active filter or group), or All (all contacts in the database) as the records on which a report will be based.

5	Select an output destination for the report. Output to allows you to select Window (onscreen display), or Printer (currently selected printer) as the output destination to which the report may be sent. If you do not want to set any additional options, go to step 16. If you do, continue with step 6.

GoldMine provides additional options that you can set to select the sort order (available for contact reports, analysis reports, and other reports), as well as date range, type of data, and other parameters for a report.

6	To specify the sort order for data in the report, select the Sorts button. The Report Sorting dialog box will appear.

7	By default, GoldMine will select Primary Sort. To specify the first set of parameters for ordering records, select the Sort1 Database and Field Name by which GoldMine will order records in the report. To specify an optional range of records, specify a Start at value and/or an End at value.

8	Repeat step 7 as needed to specify a Secondary Sort, and Tertiary Sort.  You must have defined the previous level of sort before defining either of these levels; for example, you must define Primary Sort parameters before you can define Secondary Sort parameters.

9	To save the sort settings for future printings, select Save as Defaults.

10	Select OK to save the sort settings, close the Report Sorting dialog box, and return to the Reports Menu.

11	To select the types of data that will appear in the report (available for contact reports, analysis reports, and calendar reports), from the Reports Menu, select the Options button.

If you are printing a contact report or analysis report, the Contact Report Options dialog box will appear.

If you are printing a calendar report, the Calendar Report Options dialog box will appear.

12	In either the Contact Report Options dialog box or the Calendar Report Options dialog box, select the User whose data you want to include in the report, set the date range to include by specifying a beginning date in Date, and an ending date in To, and select an optional Actv (activity) code.

13	Select the types of data that you want to include in your report. The data options are the same for the contact report and analysis report.

14	To save the Options settings for future printings, select Save Settings. To save the formatted report for a future

15	Select OK to save the Options settings, close the Contact Report Options dialog box or Calendar Report Options dialog box, and return to the Reports Menu.

16	To generate the report, from the Reports Menu, select Print.

For additional information on generating a GoldMine reports, see “Generating Reports” in Volume 1 of the GoldMine Reference Manual.

GoldMine includes over 50 standard report templates to meet a variety of reporting and printing needs. If special report layouts are needed, a developer can use GoldMine’s form designer to create a custom report template. For information on designing a custom report, see “Designing Reports” in Volume 2 of the GoldMine Reference Manual.


Creating a Linked Document

1	In the contact record to which you want to attach--or link--a document, click on the Links tab or press [Ctrl]-[L] to access the Links folder. To access the Links local menu, either click on the right mouse button, or press the [Spacebar].

The Links local menu provides the following options:

Launch opens the application associated with a selected, linked document in the folder.

New creates a link between GoldMine and a selected, pre-existing file.

Delete removes the highlighted linked document from the Links tab folder.

Properties alters or updates summary information such as document name and type, file name, link date and user name for a highlighted linked document.

2	Select New. The Linked Document dialog box will appear.

3	Type a descriptive name for the document in the Document Name field.

4	Click on the arrow to the right of the Document Owner field display the user list. Select your user name.

5	In the Notes field, type any additional information.

6	In the File Name field, type the path and file name of the file that you want to link to the contact record. If you do not know this information, select Browse. The Open dialog box will appear.

7	Select the file to link by navigating the Look in field, and the pane of listed directories and files. You can narrow the search by selecting an entry in the Files of type list box.

8	Select Open to select a file, close the Open dialog box, and return to the Linked Document dialog box.

If the file already has an associated application, the Linked Document dialog box will display the icon for the associated application to the left of the file name. For example, the entry of a file created in Word for Windows will appear with the Word icon.

9	Select OK to link this document.

The document and associated summary information are now listed in the Links folder browse window of the selected contact record.


Linking a Document Using File Manager

1	Resize GoldMine by either selecting the middle button on the title bar (shows two windows when an application is maximized), or from the control menu on the left side of the title bar.

2	To open Windows Explorer, select Start|Programs|Windows Explorer.

3	Resize Windows Explorer to simultaneously view GoldMine and Windows Explorer on your desktop.

4	In Windows Explorer, highlight the file you wish to link.

5	Click and hold down the left mouse button to drag the file to Links folder area in GoldMine.

6	Once the file folder symbol displays a plus (+) sign, release the mouse button to drop the file. The Linked Document dialog box will appear.

7	Type a descriptive name for the document in the Document Name field.

8	Click on the arrow to the right of the Document Owner field display the user list. Select your user name.

9	In the Notes field, type any additional information.

10	Select OK to link this document.


Editing a Linked Document

1	In the Links folder, highlight the linked document.

2	Open the document by performing one of the following on the highlighted linked document:

•	Double-click

•	Press [Enter]

•	Click on the right mouse button to access the local menu, then select Launch

GoldMine will open the application associated with the link document and load the document into the application.

3	Edit the document as needed, and save the document.

4	To confirm that the linked document has been updated, launch the document again as described in step 2. Check that the displayed document has been modified.


Installing the Microsoft Word DDE Link

1	Start GoldMine, then start Word. In Word, make sure that no document is open, or select File|New to work in a blank document.

Note:	Before continuing, make sure that only one copy of Word is running. If you are using a network copy of Word, make sure that no other users are using Word during this installation.

2	Select File|Open. The Open dialog box will appear. Change to the GoldMine.

3	Highlight GM95INST.DOC, then select Open. The file titled “GoldMine95 Link” will appear.

Note:	Depending on your settings in Windows 95, Word might display the Macro Virus Protection Warning dialog box. To close this dialog box, and continue installing the link to Word, select the No button.

4	Select the Install GoldMine Link button. The GoldMine Link dialog box will appear.

Note:	To remove the link to Word, select the Uninstall GoldMine Link button. When GoldMine has removed the link, the message

GoldMine Link Uninstalled

will appear. Select the OK button to close the message window.

5	In the Fax Support section, select either the WinFax option or the RightFax option as the application that GoldMine will use to send faxes—this option does not install the fax application or the corresponding printer driver in Windows.

Note:	GoldMine requires WinFax 7.01 or later. You can check what version of WinFax PRO is installed on your system by selecting the WinFax Main Menu option Help|About. To use Delrina WinFax PRO, you must also have Microsoft Word version 6.0c or later installed with the WinFax PRO printer driver.

6	To add sample templates, select the Install Sample Templates option, then select OK. The second GoldMine Link dialog box will appear.

After the prompt, Install Sample Documents in Directory, GoldMine will display the directory where other Word templates are located.

7	Type a new destination for the sample templates, if the displayed directory is not the correct location. When satisfied with the destination, select OK.

When the installation is finished, the GOLDMINE LINK INSTALLED SUCCESSFULLY window will appear, displaying information about saving previously created merge forms. When finished reading the message, select OK to close the window. You can now use Word to create and store contact-related forms.

Note:	If you view or edit any components of the link macro before trying to install the link, WordBasic Error 540 - Unable to delete macro specified may appear. To install the link successfully, close Word, then start Word again. Open GM95INST.DOC, then perform the installation as described above without viewing or editing the macros.

Updating Merge Forms Previously Created in Word for Windows

Before you can use template forms created in Word under a previous version of GoldMine’s link, you must convert the documents to work with the GoldMine for Windows 95 link.

1	Make sure that both GoldMine and Word are running.

2	From GoldMine’s Main Menu, select the File|Merge Forms option. The Merge Forms dialog box will appear.

Note:	You can also access the Merge Forms dialog box by clicking on [image].

3	In the browse window, highlight the template form that you want to convert. Select the All contacts option, then select the Print button. For unconverted templates, GoldMine will display the error message

GoldMine form not found

The error message window includes a brief corrective procedure. Write down the instructions, including the entire path and file name for the template; for example, C:\DOCS\TEMPLATES\PROSPECT.DOT. Select OK to close the error message.

4	In Word, from the Main Menu, select the File|Open option. The Open dialog box will appear. Navigate to the destination that you wrote down, then select the Open option to display the template.

5	Select the File|Save As GoldMine Template option. The Summary Info dialog box will appear.

6	In the Title field, type a new description for the merge form. A new description will allow you to differentiate your converted template from the old template. This entry will appear in the Form Description column of GoldMine’s Merge Forms dialog box.

7	Select OK to save the new template, and close the Summary Info dialog box.

8	In GoldMine, select the File|Merge Forms option. The Merge Forms dialog box will appear.

9	Highlight the old template entry, then right-click to display the Merge Forms local menu. Select the Delete option. A prompt will ask

Delete this form record?

10	Select the Yes button to delete the old template form, and close the prompt window.


Setting up a New Template

To create the forms you use on a repeated basis, a “boilerplate” or template must be designed. Templates act as skeletal forms to hold basic document information such as the text body and selected contact information merge fields. You can create an unlimited number of templates to manage all your contact-based correspondence. These templates are designed within the target application, such as a word processor or spreadsheet.

GoldMine for Windows does not support an internal text editor. Any templates created for GoldMine must be created in the target application.

This procedure will demonstrate how to set up a blank letter template in Microsoft Word Version 6.0a. Even if you do not not use Word as your word processor, reading through the following procedure will help you to set up your own word processor's templates. Additional information regarding document merging is available in “Managing Correspondence” in Volume 1 of the GoldMine Reference Manual.

Word allows you to insert fields into its documents or templates. These fields can perform various actions, such as inserting the current date, an author's name or the document's word count. Word allows you to place a field anywhere on the text display and to format the field data as desired. Whenever you want to create a merge field for GoldMine data in Word, you'll select a field from the Insert GoldMine DDE Field dialog box.

Once a link between GoldMine and another application has been set up, a channel for communications between the applications is created. During the insertion/merging process, a DDE conversation is being held between the two applications. In this conversation, GoldMine acts as both a DDE client and DDE server.

As a DDE client, GoldMine sends a DDE request to the word processor. This request directs the target application--in this case, Word--to open a particular document template. Once the form has been opened, Word recognizes that the template contains DDE linkage fields. Word then makes a request to GoldMine to place the appropriate data in these merge fields.

As a DDE server, GoldMine responds to the word processor's requests and returns the desired information. Word updates its display with the relevant GoldMine field information and creates a merged document ready for printing or faxing.

GoldMine for Windows must be running to access fields needed to set up a new template.

To set up a new template:

1 	Start Word for Windows by either clicking on the Word icon on your desktop, or by selecting Start|Programs, then selecting Word from your menu structure.

2	From within Word, select File, then select New.

3	Highlight Normal from available listings in the panel.

4	Activate the Template radio button, then select OK.

Word will open a blank template with the cursor at the top of the page. Position the cursor where you would typically place the date line of your letter.

5	Select Insert, then select Field.

6	Select Date from the Insert Field Type list box; select your preferred date format from the Instructions list box.

7	Select OK to insert this field into the template. For example:

{date \@ "MMMM d, yyyy"}

If the above does not appear onscreen, put the cursor in the middle of the field, then bring up Word's local menu by clicking on the right mouse button. Select Toggle Field Codes to display the field code; select again to display the result.

8	Press Enter three times.

9	Select Insert, then select GoldMine Field...

10	Select “&Contact”--or type "&Contact"--then select OK. The name entered in the Contact field of the open contact record in GoldMine will appear. Press [Enter].

11	Select Insert, then select GoldMine Field.

12	Select “&Company,” then select OK. The company name entered in the Company field of the open contact record will appear. Press [Enter].

13	Select Insert, then select GoldMine Field.

14	Select &Address, then select OK. The complete street address entered in the Address fields of the open contact record, including additional data such as a suite number, will appear. Press [Enter].

15	Select Insert, then select GoldMine Field.

16	Select “&CityStateZip,” then select OK. Data entered in the City, State, and Zip fields of the open contact record in GoldMine will appear.

17	Select File and select Save as GoldMine Form. The Document Summary dialog box will appear.

18	Type a descriptive name for the new template in the Title field.

19	Select OK. The Save As dialog box will appear.

20	Type a filename for the template.

21	At the Save as File Type, select Document Templates ( .dot).

22	Select OK to save this template.

23	Exit from Word.

You can name and create additional templates repeating the procedures described in this section. For additional information on setting up a form in Word, refer to the Microsoft Word documentation.


Printing a Form

To merge to template from GoldMine:

1	At the Main Menu, select File, then select Merge Forms. The Merge Forms dialog box will appear.

Note:	You can also access the Merge Forms dialog box by clicking on [image].

2	Select the appropriate template category by clicking on either Documents, Spreadsheets, or Others.

3	Highlight the desired template form in the forms listing browse window.

If you need to make modifications to a letter prior to printing, select either Edit or Link and open  the document. Once the document is open in the associated application, you can select the print command from the application's menu selection.

If you do not need to make modifications, continue with step 4.

4	Select Print.

GoldMine will launch Word, open the selected template document, merge the data and send this merged form to your default printer. Additionally, if the Link to Doc and the Save History options were active for this form's setting, a linked document and a history record will be generated. To confirm that the document has been linked, and a history record has been generated, continue with step 5.

5	Exit from Word.

6	When you're prompted to save the changes, select Yes.

7	Save the letter.

Typically, a single directory should be maintained for merged forms. Create a subdirectory under your word processor's document directory or GoldMine's system directory.

8	Select OK to complete this process.

9	Once you return to GoldMine, view the History tab folder.

The record of the document's merge and printing will be stored in the history file.

10	Once confirmed, select the Links tab folder.

The folder will also display an entry for the document that was created. Double-clicking or pressing [Enter] on the highlighted document will access it for review.


Printing a Mass Mailing

Using GoldMine's filter and groups functionality in conjunction with the Merge Form processes, you can produce any size and type of targeted mailing.

1	Activate a filter or group on the contact record.

2	At the Main Menu, select File, then select Merge Forms.

3	Select the desired form, and activate the All Contacts radio button for Record Range options.

4	Select Print to begin this operation.

To optimize the speed and performance of a mass printing based on a group/filtered merge, access Windows' Control Panel to toggle off the Use Print Manger option under Printers.

For generic mass mailings, you may select to de-activate the Links toggle option of the form and track the merging of the form.


Faxing a Memo

To fax directly from GoldMine, Delrina Winfax PRO must already be installed on your system in conjunction with Microsoft Word version 2.0c or higher. Word must have Winfax PRO as an available printer.

1	At the Main Menu, select File and select Merge Form.

2	Highlight the form you want to fax.

3	If no edits need to be made, select the appropriate Contact Range and select FAX.

GoldMine will launch Word with the merged document(s) and automatically fax the document through Winfax PRO.


Viewing Contact Statistics

To get detailed statistics about completed, scheduled or sales activities on any contact in your database:

1	If necessary, locate the contact record with the contact listing.

2	Select the History tab to access the History folder.

3	Click on the right mouse button to access the local menu, then select Analyze.

The Contact Record Statistics dialog box provides a variety of up-to-date details for the selected contact:

Summary shows the number of contacts, profiles, and referrals, information about creation, last update, and the record number.

Scheduled Activities lists the number and types of pending activities for the contact.

Sales Analysis shows the past and forecasted sales information for the contact.

Completed Activities shows the number of completed appointments, actions, sales, forms and others for the contact.

Phone Calls Analysis shows the number and types of calls for the contact.

This analysis allows you and others to gauge time spent on the contact. If this contact is a prospect, you can determine productivity based on the amount of time or number of activities dedicated, and the amount of sales revenue generated.


Analyzing Forecasted Sales

To get detailed statistics about forecasted sales in your database:

1	At the Main Menu, select View, then select Forecast Analysis.

You can also analyze forecasted sales from your activity list. Select the Forecast tab to access the Forecast folder. Click on the right mouse button to access the local menu, then select Analyze.

2	To include additional users in the analysis, select Select User(s).

3	Select additional users by clicking on the User List. Select additional groups by double-clicking on the Group List. The additions will appear in the Selected Users list.

4	Select OK to return the Forecasted Sales Analysis dialog box.

5	Select Analyze to generate the analysis.

The information displayed in the Forecasted Sales Analysis dialog box allows you to gauge the projected sales or cash flow for yourself or for an entire organization. The analysis gives you summary information on the following:

Period shows the sales information based on a specific time frame(s) including each week, the next four weeks (total of the listed four weeks), next four months, and beyond.

# of Sales shows the actual number of total sales scheduled for the designated periods.

Forecasted shows the actual dollar amount of total sales scheduled for the designated periods.

% Prob. shows the average probability of total sales closing for the designated periods.

Potential shows the expected or potential values of total sales for the designated periods.

For more information, see “Analyzing User Performance” in Volume 2 of the the GoldMine Reference Manual.


Viewing Completed Activities Analysis

1	From the Main Menu, select View, then select Statistical Analysis.

You can also analyze completed activities from your activity list. Select the Closed tab to access the Closed folder. Click on the right mouse button to access the local menu, then select Analyze.

2	To include additional users in the analysis, select Select User(s).

3	Select additional users by clicking on the User List. Select additional groups by double-clicking on the Group List. The additions will appear in the Selected Users list.

4	Select OK to return the Statistical Analysis dialog box.

5	To specify a date range, type a beginning date in the From Date field, and and ending date in the To Date field.

6	If desired, type values in the Activity Cd field, and the Result Cd field. For the analysis to include any completed activity, leave these fields blank. For activity-specific data on the work you complete in GoldMine, specify the relevant activity codes.

7	Select Analyze for GoldMine to perform the analysis.

The Completed Activities Analysis dialog box provides organizations with the following information on an individual's or group's performance levels:

Phone Calls Analysis shows the total number of completed for phone activities, breakdown totals for the number of completed call backs, outgoing calls, incoming calls, and returned messages. The analysis also includes comparative data on the average call duration, and successful vs. unsuccessful call activity.

Activities Analysis shows the overall totals for all completed activities by the selected user(s).

Sales Analysis shows the totals for sales performance with breakdowns of total sales amount, average sale amount, the average  call's sales value, the total number of sales. The % of Calls Closed compares total completed calls with the total completed sales.

For more information, see “Analyzing User Performance” in Volume 2 of the the GoldMine Reference Manual.


Viewing Lead Source Analysis

GoldMine's use of the Source field allows you to determine a variety of marketing and advertising strategy information, including the profitability of the individual lead sources. GoldMine correlates the information stored in the history file, such as completed sales activities and record creation dates, with information stored in the contact's Source field.

Once a leads file is generated and the leads in your system have been analyzed, GoldMine beneficially sorts the information to determine the success and/or failure rates of all your lead sources, marketing efforts and sales. The leads analysis performed by GoldMine is particularly sophisticated because it allows you to break down information into your own mission-critical categories. This feature provides detailed, user-defined statistical analysis for organizations.

1	From the Main Menu, select View, then select Leads Analysis.

2	From the Open Leads Analysis File dialog box, select New. The Leads Analysis Profile dialog box will appear.

3	Type a Description of the leads analysis file, such as "March Leads."

4	Type a File Name for the file, such as "MARCH."

5	Confirm that the Create New Leads File option is selected. If not, click on the check box to select the option.

6	Select OK. GoldMine will create a new empty leads file, and display the Leads Analysis dialog box.

7	Select Analyze. The Leads Analysis - Analyze dialog box will appear.

8	In the Base Analysis On field, select the field on which the analysis will be performed. By default, Source will appear in this field. Although you will typically want to base the analysis on Source, you can base the analysis on any database field that can provide information on the nature of your leads. Basing the analysis on State, for instance, can give you direct insight into the strongest and/or weakest points of national sales.

9	In the From Date field, type the earliest date to analyze activities.

10	In the To Date field, type the latest date to analyze activities.

11	Select Analyze to begin the analysis.

For more information, see “Analyzing User Performance” in Volume 2 of the the GoldMine Reference Manual.


Viewing Graphical Analysis

In addition to the numerical displays, you can display activites in a graph. The graphs allow you to recognize trends and understand patterns in organizational productivity and performance levels.

1	From the Main Menu, select View, then select Graphical Analysis.

2	Select the Graph Type. Graph Type allows you to select whether the graph will display Completed or Scheduled activities, Totals or Comparison of selected activities, and between the Bar Graph or Line Graph display.

3	To include additional users in the analysis, select Select User(s).

4	Select additional users by clicking on the User List. Select additional groups by double-clicking on the Group List. The additions will appear in the Selected Users list.

5	Select OK to return the Statistical Analysis dialog box.

6	Select the type of activities to graph from the Activities radio buttons.

7	To specify the time interval on which the analysis will be performed, select the desired Time Span.

8	Select Options for plotting the upper and lower limits of the vertical axis through the High End and Low End fields, the specific type of activities based on selected Activity Cd and Result Cd, and the periods in which the calculation will be run based on desired values in From Date, To Date, From Time and To Time.

By default, GoldMine will display lines across the horizontal axis at the labeled interval marks. To display your graph without these lines, remove the check in the Show Grid check box.

9	Select Graphs.

While GoldMine performs a graphical analysis, the status line will indicate plotting in progress. Other operations are not suspended in GoldMine during this process. Once the Graphical Analysis display appears, selecting the Options command button will bring up the previous Graphical Analysis Options dialog box.

For more information, see “Analyzing User Performance” in Volume 2 of the the GoldMine Reference Manual.


Adding a Topic Script

Before you can create or add a new topic script in GoldMine, you must create the actual text in a word processor or text editor and save the document as a text file. For ease of use, select a file name that reflects the topic script's purpose.

1	From the Main Menu, select View, then select Topic Scripts. The Topic Script Listing dialog box will appear.

2	Select Add to create a sample topic script. The Topic Script Profile dialog box will appear.

3	In the Code field, type an identifying code, such as MK for Marketing or TS for Technical Support.

4	In the Title field, type a descriptive name for the topic script, such as 1994 Pricing Schedule.

5	If you know the path to the topic script, and the name of the topic script's DOS text file, type the DOS text file name in the Filename field. If not, select Browse to display the Open dialog box, from which you can search for the file. When you locate the file, select Open to select the file, and return to the Topic Script Profile dialog box.

6	Select OK to save the new script and return to the Topic Scripts Listing dialog box.

7	To read a Topic Script, either double-click on the script title, or highlight the script title, then select View. The selected text file will appear in an editable window.


Custom User Fields

Along with the fields in the upper portion of GoldMine's contact records, GoldMine installs with ten user-definable fields in the Fields tab folder. The fields in this folder can be relabeled and modified. That is, the format and length, as well as the label, of these fields can be changed.

In addition to fields with which GoldMine is preconfigured, you can create and add an almost unlimited number of custom user fields to the database. These fields are also maintained and accessed directly from the Fields folder in the contact record.

To add custom user fields:

1	From the Main Menu, select File, then select Configure GoldMine.

2	Select Custom Fields... The User Defined Fields dialog box will appear.

3	Select New. The User Defined Field Profile dialog box will appear.

4	In the Field Name field, type a name for the field. The name must start with U, consist of 10 alpha characters or less, and not conflict with any other field in the database. GoldMine provides error checking to ensure that you do not break any of these rules.

5	Specify the field's Position. This value determines the relative position of the field in the User Defined Fields browse window. To place the field at the top of the listing, place a value of 1 in this field.

6	Type a Description of the user-defined field to identify the field. You should select a field description that best describes the field's contents or purpose.

7	Select a data type for the field.

8	Type the length of the field in the Len field. The length of the field determines how much data the field can hold, or the total number of digits that can be stored.

9	If the data type of the field is numeric, type the number of decimal digits in the Dec field. The decimal place will take up one position within the field. For example, a field that can hold values up to 9.99 will have a length of 4 and a decimal value of 2.

10	Select OK to complete the profile of this new field.

11	Once you've returned to the User Defined Fields dialog box, select the Rebuild command to add this new field to GoldMine's contact file database. Until you've added a new field to the data file structure, data cannot be entered into the field.

When performing this operation on your own data, determine first that you have sufficient disk space available. The rebuild process actually copies data from one file to another in the system. Performing the rebuild with insufficient disk space on your server or hard drive may cause you to lose your data. BACK UP YOUR DATA BEFORE ATTEMPTING TO REBUILD!

12	Select OK to begin rebuilding the database.

Once you have created a new user-defined field, rebuilding the database adds the new field to the database's file structure. Once the rebuild process is completed, GoldMine will display the last active contact record onscreen. To place the new field:

13	Select the Fields tab.

14	Access the local menu by either clicking the right mouse button, or by pressing the [Spacebar].

The local menu will display a listing of current field views, if available. The demo file contains a Default View and an Example View. Additionally, commands for New Field and Views Setup are also listed. When GoldMine is initially installed, your Fields tab view is set to the Default View. This will be the upper-most listed field view on the Fields tab local menu.

GoldMine allows you to set up 20 field views. Each field view can hold up to 999 fields. Although a separate field view could be created to hold the newly created “Number of PCs” field, for this example you'll place the new field in the Default View.

15	Select New Field from the local menu. The view will display the new field, which appears as a white box with the caption Label: userdef01.

16	To reposition a field, press the Up-, Down-, Right-, and Left-arrow keys to reposition a field. The box will turn red if two fields overlap. Move the box until it turns white again. Press [Enter] once you have repositioned the field to the desired location. The Field Profile dialog box will appear.

17	Select the Fields. The User Defined Fields dialog box will appear.

18	Highlight the just-created field.

19	Select OK to select this field to be placed on the Default View.

20	Select OK from the Field Profile to complete placement of the field.

GoldMine also allows you to use the mouse to drag-and-drop a user-defined field without setting the row and column positions. To do so, point to the field you wish to move. Press [Ctrl] and double-click at the same time. Using the mouse, drag the white box to the new location. Whenever the box is red, two or more fields are overlapping. Continue to drag the box until it turns white again, indicating that there is no overlap. Once you've repositioned the field in the desired location, drop the field and press [Enter].

If the field's label or data is truncated (cut off) on the field view:

21	Point to the new field's label, and press [Ctrl] while double-clicking.

22	Double-click again, or press [Enter] to bring up the Field Profile dialog box.

23	Increase the values in either the Label Size or Field Size fields. GoldMine will immediately update the field display to reflect the change.

24	Select OK to complete this addition.

For additional information on creating, adding and placing user-defined fields, see “Defining User Screens and Fields” in Volume 2 of the GoldMine Reference Manual.


Setting up New Users

1	From the Main Menu, select File, then select Configure GoldMine.

2	Select Users File from the listed options. The Users Master File will appear.

3	From the Users Master File dialog box that appears onscreen, select New. A User Profile dialog box will appear.

4	In the UserName field, enter the login name of the new user.

5	Move to the Full Name field, then type the full name of the new user.

6	Type a Password for the user.

7	Check the Master Rights box to allow the user to have unrestricted access to GoldMine. Only systems administrators or other management personnel should have Master Rights access.

8	Type a value in the Forced Logout Time field to automatically log the GoldMine user off the system after a certain time based on the predetermined period of inactivity set in the When Idle For option.

9	Select OK to add this new user.

If desired, you can set specific security settings for users, as well as assign users to designated groups. For more information, see “Defining Security and Access Rights” in Volume 2 of the GoldMine Reference Manual.


Glossary

A

action

active record

activity information

activity list

automated process

B

Boolean logic

branching script

browse window

C

calendar file

Calendar

contact information

Contact Listing

contact record

control menu

D

data types

directed data entry

Dynamic Data Exchange (DDE)

E

elevator bar

End User Screen

event

F

F2 lookup list

field

Field View

filter

forecasted sale

form designer

freeform data

G

GoldMine

GoldSync

group

H

history

history file

I

InfoCenter

.INI file

input focus

K

KnowledgeBase

L

limit

local menu

M

macro

Main Menu

Multiple Document Interface (MDI)

O

operand

operator

P

pending activity

PersonalBase

R

remote synchronization

report generator

S

selected record

spin control

statistical data

status line

T

tab folder

Tech Support Screen

telemarketing script

template

toolbar

topic script

track

trigger

V

VCR controls


action

task that GoldMine performs automatically based on a predefined condition, or trigger, of an automated process. See also automated process, event, track, trigger.


active record

contact record on which functions will be performed. The title bar of an active record appears in a different color than other records or items occupying the work area. See also input focus, selected record.


activity information

time-specific or event-based data either about contacts, such as calls, appointments, letters, etc., or other types of activities, such as scheduling routine tasks. See also activity list, contact information.


Activity Object
activity list

dialog box that displays task or event information. See also calendar.


automated process

set of defined workflow processes used to perform tedious, repetitive tasks. An automated process consists of a sequence of two or more events, which are the step-by-step instructions that GoldMine evaluates to perform a defined series of activities. Also known as a track. See also action, event, track, trigger.


Boolean logic

GoldMine's filters are based on Boolean Expressions. Boolean expressions are logical statements that have one of two possible conditions: true or false. For example, “The sky is clear.” The sky can either be clear or not clear. If the sky is clear, the expression is true; if the sky is not clear, the expression is false. Whenever you activate a filter, the entire contents of the database are evaluated or screened based on the Boolean expression you design. Those contact records that match the Boolean expression are displayed; those that don't match are filtered out.

Consider this example: As a West Coast account representative, you may decide to focus on your corporate clients in Los Angeles. To do so, GoldMine will allow you to create the following expression:

City is equal to “Los Angeles.”

This Boolean expression, and all others, consists of two parts: operators and operands. “City” and “Los Angeles” are operands and “is equal to” is an operator. The operands act as the data to be evaluated, while the operator determines the mode of comparison that establishes whether the statement is true or false in a particular instance.

When this filter is active, pressing [Page Up] or [Page Down] to display only those contact records in the database that are evaluated as true for this statement. The filter evaluates each contact record as it's encountered. If the record doesn't conform to the statement, that is, it doesn't hold true in that instance of evaluation, GoldMine continues to the next record and repeats the process until it finds a contact record that does conform. GoldMine then displays this record. The filter is, in effect, shrinking the actual database to present a subset composed entirely of contacts with addresses in Los Angeles.

By constructing such Boolean expressions, or more complex ones that introduce multiple operators and operands, you can build and maintain an unlimited number of filters to manipulate the database.


branching script

flowchart-type question-and-answer framework used as a survey or questionnaire to capture and/or deliver routine or repetitive contact information. Branching scripts can be used as training tools for new employees or as guides for telemarketers or customer service representatives. See also telemarketing script, topic script.


browse window

part of a dialog box that lists predefined entries in a column format. Existing entries can be edited, and new entries can be added. See also current record, F2 lookup list, input focus, selected record.


calendar file

stores records of activities scheduled for a future date. See also history file.


Calendar Object
calendar

dialog box that graphically displays scheduled task or event information equivalent to information listed in the activity list. See also activity list, VCR controls.


contact information

fixed, basic data about contacts, such as name, address, product interest, industry or project affiliation; information can be categorized as statistical data or freeform data. See also activity information, freeform data, statistical data.


Contact Listing

record search launched by either clicking on the Contact Listing icon on the toolbar or by double-clicking on the field label used as the search condition. See also toolbar.


contact record

standard unit of information in GoldMine; incorporates standard Rolodex® information, such as name, company, phone, and address. A contact record also serves as the basis for all scheduled work in GoldMine, acting as the central link between GoldMine’s calendar and History by maintaining all past and pending events related to the individual contact records in the GoldMine database.


control menu

set of commands accessed by clicking on the small horizontal bar at the upper left-hand portion of any window that includes commands related to the status of the window, such as resizing, moving, and closing the window.


data types

GoldMine recognizes the following three different data types, which may be used to define user fields:

Character (C)

Character fields can contain any character you can enter from the keyboard and are normally 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). A unique lookup list can be attached to each character field.

Numeric (N)

Numeric fields can contain positive or negative integers. Numeric fields can have a width of up to fifteen (that is, hold a maximum value of +999,999,999,999,999 or -99,999,999,999,999). Numeric fields can contain from 0 to 9 decimal places.

Date (D)

Date fields must contain a valid date and have a fixed length of 8. 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.


directed data entry

method of updating a response to a script question by allowing entry of a field value instead of a yes/no response. See also branching script, telemarketing script.


Dynamic Data Exchange (DDE)

Windows functionality that allows GoldMine to exchange commands and information with other applications. See also .GLK file.


elevator bar

navigational tool that moves through browse window entries one page at a time. The position of the block between the up and down arrows of an elevator bar indicates the relative position of the currently selected entry within the browse window. See also browse window, spin control.


End User Screen

predefined field view containing nine fields that appears in the Fields folder of the contact record if no other field view has been defined and/or selected. See also field view, tab folder, Tech Support Screen.


event

1.	Activity type that is scheduled for one or more days, such as a conference.

2.	Step-by-step instruction contained in an automated process, or track, that GoldMine must evaluate to perform a specified series of activities. An event consists of an action and a trigger. An automated process consists of a sequence of two or more events. See also action, automated process, track, trigger.


F2 lookup window
F2 lookup list

special type of browse window that can be customized to contain frequently used or code-specific entries. Security options can control F2 lookup lists to ensure user input and allow standardization of data. See also browse window.


field

unit of information contained in a record. For example, in the contact record, each field corresponds to a line item on a Rolodex card, such as name, company, etc.


Field View

set of up to 999 user-defined fields maintained in the Fields tab folder of the contact record. GoldMine can maintain a maximum of twenty field views. See also field, contact record, tab folder.


filter

sort condition used to select a subset of records from the entire database. See also Boolean logic, operand, operator.


forecasted sale

potential sale logged for tracking purposes and to help schedule follow-up activities. GoldMine functionality allows a user to maintain potential sale information in the same database that stores information about prospects.


form designer

works in a layout mode to create custom report templates that can be used to generate reports from data in the GoldMine contact database. See also report generator.


freeform data

Observational or subjective category of contact information, for example, noting a contact's preference for morning meetings over afternoon meetings. See also contact information, statistical data.


GoldMine

contact management-based groupware that facilitates the maintenance, access, and communication of contact and activity-related information among users.


GoldSync

valued-added enhancement for GoldMine’s remote synchronization system that automates the process of synchronizing multiple GoldMine systems over either standard telephone lines or a wide-area network (WAN). See also remote synchronization.


group

fixed set of records that meet an initial set of conditions. Once selected, member records subsequently have instantaneous access to the subset. Groups are an alternate method to filters of maintaining a subset of data. See also Boolean logic, filter, limit, operand, operator.


history

chronological log of all completed activities related to a contact that can be viewed in a contact record. See also contact record, pending activity.


history file

stores records of scheduled activities that are completed; that is, once appointments are kept, or calls made, etc., the data leaves the calendar file and is then stored as completed activity records in the history file.


InfoCenter

resource in GoldMine that can maintain and display any type of information
useful to an organization or an individual. The InfoCenter can archive information
in a variety of formats, such as graphics, multimedia files, and program applications. Any of this information can be linked to a contact record. See also KnowledgeBase, PersonalBase.


.INI file

special text file that can add or change functionality in GoldMine. GoldMine automatically generates some .INI settings, and you can add or change some commands.


input focus

received by a currently selected browse window so that any commands or typed input affect a member entry of that browse window. See also browse window, local menu.


KnowledgeBase

custom information resource in GoldMine that an organization can create for multiple users to access. The KnowledgeBase can archive information in a variety of formats, such as graphics, multimedia files, and program applications. Any of this information can be linked to a contact record. See also InfoCenter, PersonalBase.


limit

parameter used in addition to a Boolean expression to restrict a specified type of data, or a specified range of data; for example, a limit may be added to exclude particular cities from a record search. See also Boolean logic, filter, operand, operator.


local menu

set of commands available in some browse windows and accessed by clicking on a right mouse button. The commands affect only options or information in the currently selected browse window. See also browse window, input focus.


macro

statement that groups together a series of commands and/or keystrokes into a one-step operation. A user often creates a macro to automate a sequence of frequently performed tasks. In GoldMine, a macro can be executed from either a toolbar icon or the command line. See also toolbar.


Main Menu

bar display located directly under the GoldMine title bar that organizes the first level of commands in functional groups, such as File and Edit; each group contains a pull-down menu of commands.


Multiple Document Interface (MDI)

Windows functionality used by GoldMine to simultaneously display multiple dialog boxes or other “windows” of information.


operand

data used to name criteria in a filter to sort for records. See also Boolean logic, filter, group, limit, operator.


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, for example, equal to, greater than, lesser than or equal to, etc. See also Boolean logic, filter, group, limit, operand.


pending activity

chronological log of all scheduled activities related to a contact that can be viewed in a contact record. See also contact record, history.


PersonalBase

custom information resource in GoldMine that a user can create for personal reference only. The PersonalBase can archive information in a variety of formats, such as graphics, multimedia files, and program applications. Any of this information can be linked to a contact record. The PersonalBase is designed for access by only one user. See also InfoCenter, KnowledgeBase.


remote synchronization

automated process that updates a remote GoldMine system with new or changed information entered in another GoldMine system.


report generator

sorts data from a GoldMine database and presents the information as either an onscreen display or printed copy. The report generator works with either the standard reports bundled with GoldMine, or with custom reports created with the form designer. See also form designer.


selected record

active status of a record that is indicated by a highlighted entry in a browse window with input focus. Any commands or typed input will affect this record. See also browse window, current record, input focus.


spin control

navigational tool that allows incremental scrolling through listings in a browse window. See also browse window, elevator bar.


statistical data

objective category of contact information that ranges from basic data, such as name and address, to category-specific details that can be used to establish target markets or customer base profiles. See also contact information, freeform data.


status line

bar display located at the bottom of the screen that shows system-related information, such as time, date, user, and the status of NUM lock and CAPS lock. A segment of the status line provides a brief description of a highlighted menu command or a Toolbar icon touched by the mouse pointer.


tab folder

category-specific views of information available for any contact record or activity list. A tab bar lists each type of tab folder. For example, the tab bar of a contact record lists eleven contact-related tab folders, including Summary, Notes, Referrals, etc. The tab bar of an activity list lists event- or task-related tab folders, including E-mail, Open, Real-Time, etc.

When a tab folder is opened, local menus are available to perform tasks on the displayed records. See also local menu.


Tech Support Screen

predefined field view containing seven fields that can be selected for display in
the Fields folder. See also End User Screen, field view, tab folder.


telemarketing script

flowchart-type question-and-answer framework used as a survey or questionnaire to capture and/or deliver routine or repetitive contact information. Telemarketing scripts can be used as training tools for new employees or as guides for telemarketers or customer service representatives. See also Branching Script, Topic Script.


template

boilerplate that contains information about formatting and merge fields for a form or letter. A target application, such as a word processor, must be used to create templates for GoldMine.


toolbar

set of icons located directly under the Main Menu that allow quick execution of frequently used commands, such as creating a new contact or sending E-mail. A mouse is required to access the toolbar.


topic script

stores text-based information useful for working with contacts. Topic scripts can be used for maintaining commonly referenced information, such as pricing schedules or technical specifications. See also branching script, telemarketing script.


track

set of defined workflow processes used to perform tedious, repetitive tasks. A track process consists of a sequence of two or more events, which are the step-by-step instructions that GoldMine evaluates to perform a defined series of activities. Also known as a track. See also action, event, track, trigger.


trigger

predefined condition that causes GoldMine to execute an action in an automated process. See also action, automated process, event, track.


VCR controls

set of buttons located in the top right-hand corner of the Calendar Object that change the displayed time frame; clicking on one of the buttons can display a range of dates that fall one week earlier or later than the selected date, a range of dates that fall one month earlier or later than the selected date, or a range of dates that fall a year earlier or later than the selected date. See also calendar.