Welcome to GoldMine

GoldMine is a powerful tool designed to automate and manage your day-to-day business activities. Using GoldMine, you can initiate, build, and maintain business relationships, manage time, and achieve goals more easily than ever before.

GoldMine automates the following key areas of daily business activity:

•	Client/contact management

•	Time management

•	Task management

•	Document management

•	Sales management

Client/Contact Management

GoldMine maintains a database of information on contacts, prospective clients and current customers. A wide variety of information is at your fingertips, including basics such as company and contact names, addresses and telephone numbers, as well as additional information that you can define for your specific application or industry.

A complete history of your interaction with each contact is recorded in the database for future reference. This history file holds detailed information about the types of interaction with each client, such as prior sales, telephone calls or prior shipment information. Using this information, you can track all of the activities initiated by you as well as by the contact. This information includes transaction dates, and for a multi-user GoldMine system, each activity shows the user name of the individual who completed the action.

In addition to the general contact information, GoldMine allows you to attach free-form notes, define your own data fields; and store additional names, referrals and other details about a particular contact. You can display the information onscreen, which can be useful for viewing while you are on the telephone, or you can print data to take to appointments and meetings.

Time Management

GoldMine’s Calendar works like an automated Day Timer. Telephone calls, appointments and actions can be scheduled for completion at any future date and time. Daily activities can be prioritized to ensure that the most important issues get the most prompt attention. GoldMine even reminds you exactly when it is time to complete an activity—a message pops up on the screen to alert you, so there is no longer a need to constantly refer to your calendar or action list.

GoldMine takes the Day Timer concept a step further by linking each activity with the contact information necessary to complete it. When your calendar indicates it is time to call someone, that contact’s company, telephone number and complete history of conversations with you, or anyone else in your organization, is instantly available. By linking your calendar activities with the contact for which they were scheduled, GoldMine intuitively and logically relates the activity to the individual. As you complete your call or action, GoldMine will help record the details of the activity for future reference.

Further, when GoldMine is used by multiple individuals, you can coordinate and update the calendars of all users to create a single, integrated scheduling system. GoldMine can tell you when all of the users will be available for a meeting, and whether or not necessary resources, such as a conference room or an overhead projector, will be available.

Task Management

If you are sharing GoldMine with other users, either on a network or on remote notebook computers, you can delegate tasks to them. Managers can delegate follow-up calls to secretaries; sales people can request the shipment of products by order fulfillment personnel; and telemarketers can request supplies and literature to be mailed. Once these activities are completed, GoldMine can advise the user delegating the action that it was completed.

In a busy office, getting the right information to the right person is critical if work is to be completed on time. GoldMine has electronic messaging functions that ensure you get important messages to and from your staff in a timely manner, whether an individual is away from their desk, or on the phone. Any user who has access to GoldMine can enter a message for any other user. These messages can be seen immediately when the user returns. Since messages are treated like calendar activities, a telephone message can be linked directly to the caller’s contact record.

Document Management

In addition to scheduling and tracking telephone calls and meetings with contacts, you can use GoldMine to automate written correspondence. GoldMine offers you extensive document merging capabilities. By using an external word processor with Window’s Dynamic Data Exchange (DDE) capability, standard “templates” can be created containing “boilerplate” information. GoldMine can exchange data with the word processor to insert the date, name and address of your contacts into documents. Use this capability to create an unlimited number and variety of printed documents, such as letters, contact profiles (“hot sheets”), memos, envelopes, etc.

GoldMine can also maintain a listing of all the document files that are associated with a contact record. You can use this “linking” feature to store documents, images, voice annotation, or video with a particular contact record. By using Window’s DDE and file association capabilities, you can launch directly into an application that can manipulate, display, or replay the linked file.

Sales Management

You can enhance sales management by putting your entire sales team online with GoldMine. From your computer, you will have instant access to up-to-the-minute, onscreen statistics of your sales team’s performance. You can view statistics on booked sales, closed sales, and call success rates—all at the push of a button.

GoldMine maintains statistics that include the number of calls attempted, the percentage of successful calls, the total sales dollars, and the dollars per call ratio. You can view the statistics for each team member for any period of time. GoldMine also allows you to quickly analyze the source and profitability of your leads, so you can maximize your marketing efforts.


GoldMine's Work Area

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

GoldMine’s work area is divided into three parts—top, middle, and bottom. The top portion of the window contains the program title bar, the Main Menu and the toolbar.

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

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


GoldMine's Menus and Commands

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

Menu commands followed by an ellipsis (…) display additional dialog boxes that provide further selection options before the command can be activated. Menu commands followed by [image] display additional menus to provide further command choices.

At times, certain command names appear dimmed. This indicates that a command is not applicable or that an another action must be taken to select the command.

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

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

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

2. Click on this menu command.

3. At the displayed pull-down menu, select the Open File command by pointing and clicking with your mouse.

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

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

1. Press [Alt].

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

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

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

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

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

3. Right-click to display the local menu. The menu appears at your current mouse pointer location.

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

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

Other Topics:

Executing Commands from the Main Menu

Menu Changes from GoldMine 2.5a for Windows

Menu Changes from GoldMine 3.2 for Windows 95


Executing Commands from the Main Menu

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

The Main Menu commands include the following:

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, work with Crystal Reports, Log Away, change the Login User, and Exit.

Edit

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

View

Contains commands to look at GoldMine data, such as a Record for a contact, Activity List, and Calendar displays. You can work with the Opportunity Manager, 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 Scripts, and look at an Analysis based on a variety of data.

Query

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

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 mark previously scheduled activities as completed, moving the activities from the Calendar to the History tab. These commands include completing a Scheduled Call, Returned Message, Outgoing Call, Incoming Call, Next Action, Appointment, Other Action, and Sale. You can also view all Pending Activities scheduled for a contact, then select an activity for completion.

E-mail

Contains commands to allow you to see a combined view of all e-mail in the E-mail Center, and 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, and MS Mail Message.

Tools

Contains commands to perform file maintenance in GoldMine, such as Maintain Databases by indexing and rebuilding files, Create Databases, Globally Replace Fields, perform Territory Realignment for members of the sales team, Merge/Purge Records, Import Records, Export Records, Delete Records, Import ZIP Codes, and Clean up DOS Notes. You can also view a Database Error Log, or 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 displays—record, activity and calendar.

Help

Accesses online help for GoldMine with an available Help Topics. You can also get step-by-step instructions to perform a GoldMine procedure in How Do I. You can use Net-Update to download the latest version of GoldMine 4.0. The About option displays details about the GoldMine version and setup.

Any command that appears dimmed on a menu indicates that the command is not available. A  command will be unavailable either because another action must be completed first, or for reasons of security. In the former situation, a previous action must be taken before you can execute the dimmed command—the selection of a field, or text within an edit box. For example, you cannot use the Cut command on the Edit menu until you have selected text to be removed.

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


Menu Changes from GoldMine 3.2 for Windows 95

If you have been using GoldMine 3.2 for Windows 95, you will notice that most menu commands are unchanged in GoldMine 4.0. Some commands have been consolidated.

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

•	View menu command Branching Scripts appears as the Scripts command. The Analysis command contains the component commands for Statistical Analysis, Forecast Analysis, Graphical Analysis, Leads Analysis, and Quota Analysis.

•	Tools menu consolidates the commands for Index Files and Rebuild Files under the Maintain Databases command. The new Territory Realignment and Database Error Log commands have been added.

Other Topics:

GoldMine's Menus and Commands


Menu Changes from GoldMine 2.5a for Windows

If you have been using GoldMine 2.5a for Windows, you will notice that most menu commands have remained in GoldMine 4.0. Some commands have been moved from their menu locations in GoldMine 2.5a, such as Import & Export. In addition, GoldMine 4.0 features two additional 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. Index Files and Pack Files are consolidated into the Maintain Databases command. The Import & Export command has been separated into two commands, Import Records and Export Records.

•	Edit menu command Replace Fields now appears in the Tools menu as Globally Replace Fields.

•	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 4.0.

Other Topics:

GoldMine's Menus and Commands


Using the Toolbar

The toolbar contains icons that execute commonly used GoldMine activities. When you click on an icon, GoldMine executes the associated function.

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

GoldMine 4.0 provides eight toolbars:

•	Basic: commonly used command icons, such as creating a contact record, viewing groups, accessing the InfoCenter, etc.

•	Standard: frequently used commands

•	Schedule: commands related to scheduling, viewing, and completing activities.

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

•	Misc: miscellaneous commands, such as setting up preferences, scanning Automated Processes, and setting up remote synchronization.

•	Tools: frequently used utilities

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

•	Setup: commands related to defining various functions, such as creating a macro, and setting up an Automated Process™.

By default, GoldMine displays three toolbars: Standard, Schedule, and Tools.

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

Other Topics:

GoldMine's Menus and Commands


Basic Toolbar

The Basic toolbar is designed for use as a stand-alone toolbar for individuals who perform basic, routine functions with GoldMine. The Basic toolbar contains twenty-five icons:

	Create a contact record		Open another contact database file
	View another record		Dial the telephone number in the active contact record
	Start the timer		Insert a note
	Access the organization tree(s) attached to the active contact record		Find a contact record
	View groups		Build a filter
	View your personal Rolodex®		Access the InfoCenter
	Generate a merge form		Generate a report
	Set preferences in GoldMine		View your Calendar
	View your Activity List		Complete an activity
	Schedule an appointment		Schedule a call
	Schedule a next action		Schedule a forecasted sale
	Send a telephone message		Send GoldMine e-mail
	Send Internet e-mail
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Standard Toolbar

Schedule Toolbar

E-mail Toolbar

Misc. Toolbar

Tools Toolbar

Record Toolbar

Setup Toolbar


Standard Toolbar

The Standard toolbar contains commands to perform a variety of typical GoldMine functions. The Standard toolbar contains nine icons:

	Open another contact database file		Find a contact record
	View groups		Build a filter
	View your Personal Rolodex®		Access the InfoCenter
	Work with branching scripts		Generate a merge form
	Generate a report
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Basic Toolbar

Schedule Toolbar

E-mail Toolbar

Tools Toolbar

Record Toolbar

Setup Toolbar


Schedule Toolbar

The Schedule toolbar contains commands to set up, view, and complete activities. The Schedule toolbar contains eight icons:

	View your Calendar		View your Activity List
	Complete an activity		Schedule an appointment
	Schedule a call		Schedule a next action
	Schedule a forecasted sale		Schedule an Automated Process™
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Basic Toolbar

Standard Toolbar

E-mail Toolbar

Misc. Toolbar

Tools Toolbar

Record Toolbar

Setup Toolbar


E-mail Toolbar

The E-mail toolbar contains commands that perform communications tasks. The E-mail toolbar contains six icons:

	Send a telephone message		Send GoldMine e-mail
	Send a pager message		Send Internet e-mail
	Get Internet e-mail		Read e-mail messages
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Basic Toolbar

Standard Toolbar

Schedule Toolbar

Misc. Toolbar

Tools Toolbar

Record Toolbar

Setup Toolbar


Misc. Toolbar

The Misc. toolbar contains icons that perform a variety of tasks. The Misc. toolbar contains six icons:

	Log in another user		Exit GoldMine
	Log away from GoldMine		Display Help topics
	Display How Do I topics		Display program information about GoldMine 4.0
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Basic Toolbar

Standard Toolbar

Schedule Toolbar

E-mail Toolbar

Tools Toolbar

Record Toolbar

Setup Toolbar


Tools Toolbar

The Tools toolbar contains advanced commands that maintain GoldMine system files. The Tools toolbar contains nine icons:

	Set preferences in GoldMine		Synchronize with a remote GoldMine site
	Scan Automated Processes™		Perform a graphical analysis
	Globally replace fields		Merge and purge duplicate records
	Index files		Create and rehost databases
	Run a performance test
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Basic Toolbar

Standard Toolbar

Schedule Toolbar

E-mail Toolbar

Misc. Toolbar

Record Toolbar

Setup Toolbar


Record Toolbar

The Record toolbar contains commands that create, navigate, and work with contact records. The Record toolbar contains seven icons:

	Create a contact record		View another record
	Displays the last-viewed record		Dial the telephone number in the active contact record
	Start the timer		Insert a note
	Access the organization tree(s) attached to the active contact record
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Basic Toolbar

Standard Toolbar

Schedule Toolbar

E-mail Toolbar

Misc. Toolbar

Tools Toolbar

Setup Toolbar


Setup Toolbar

The Setup toolbar contains commands that create and edit user accounts and functions. The Setup toolbar contains seven icons:

	Record a macro		Edit a macro
	Add, edit, and delete user accounts for users  (must have Master-Rights to use)		Build user groups and assign members  (must have Master-Rights to use)
	Add, edit, and delete user-defined fields (must have Master-Rights to use)		Add, edit, and delete custom screen views (must have Master-Rights to use)
	Define or modify an Automated Process™ event
You must have a mouse to use the toolbar. However, you can use your keyboard to access the same commands from the Main Menu.

Other Topics:

Basic Toolbar

Standard Toolbar

Schedule Toolbar

E-mail Toolbar

Misc. Toolbar

Tools Toolbar

Record Toolbar


Working with GoldMine's Objects

GoldMine displays information in the work area in windows that are called objects. You can have several objects in the work area at the same time. Each object can contain different information. GoldMine allows you to minimize an object in the work area by clicking on [image] in the upper right corner of the object. A minimized object appears as an icon just above the status line. You can restore a minimized object to the original size by double-clicking on the icon.

GoldMine displays contact, activity, and calendar information in separate objects. Contact-specific information, such as name, address, and telephone numbers, appears in the contact record. Activity information, such as scheduled calls, appointments, completed activities, and e-mail, appears in the Activity List. In addition, a user’s scheduled activities also appear in the Calendar. Because e-mail activity is increasingly critical to the operation of any business, GoldMine also includes the E-mail Center, which organizes and displays Internet e-mail.

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

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

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

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

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

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

Tile

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

Cascade

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

Arrange icons

Arranges minimized object icons in the work area.

Close All

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

Tool Bar

Hides or displays the toolbar.

Status Bar

Hides or displays the status line.

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

Using the System Menu

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

The system menu contains the following commands:

Restore

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

Move

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

Size

Changes the size of an object by using the keyboard. Most objects can be sized vertically (become taller or shorter), and the contact record and Activity List can also be sized horizontally (become wider or narrower). Use the arrow keys to shrink or stretch the object.

Minimize

Minimizes the object to an icon. Use the Restore command to redisplay the minimized object. You also click [image] in the title bar to minimize the active object.

Maximize

Sizes the object to the tallest, widest dimensions possible within the work area. You also click [image] in the title bar to maximize the active object.

Close

Closes the object and removes it from the work area. You also click [image] in the title bar to close the active object.

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

Next

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

Other Topics:

GoldMine's Menus and Commands

GoldMine's Work Area


Selecting Entries from Browse Windows

Throughout GoldMine, you will find lists of data related to the various onscreen fields and dialog boxes, such as names, calendar events, etc. Every listing in GoldMine that contains more than one user-editable entry is referred to as a browse window. The following illustration shows a browse window.

All of GoldMine’s browse windows display information in columns. An elevator bar located to the right of a browse window allows you to scroll through the list to locate a selection. You can click on scroll arrows on the top and bottom of the elevator bar to move incrementally through lines of data entries. The elevator bar also allows you to move the elevator box to view the entire contents of the window by “pushing” the data up or down. Once released, the elevator box snaps back to position in the middle of the elevator bar.

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

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

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

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

Other keys have the following actions within the browse window:

[up-arrow]	Move up one record	[down-arrow]	Move down one record
[Ctrl]-[up-arrow] or [Ctrl]-[Page Up]	Move to top of list	[Ctrl]-[End] or [Ctrl]-[Page Down]	Move to bottom of list
[Page Down]	Display next window of records	[Page Up]	Display previous window of records
[spacebar]	Display local menu


Setting up Values in Lookup Lists
Setting up Values in Lookups

Lookups are a special type of browse window that you access by pressing [F2] in those fields for which frequently used or standardized entries are appropriate. GoldMine’s lookups allow you to set up standard values for many of GoldMine’s data entry fields. These lookup values can be used to save time during routine data entry or to enforce uniformity in GoldMine’s data fields.

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

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

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

When an entry in a lookup ends with a semi-colon (;), that entry is inserted before any existing data in the field. This way multiple entries can be placed in a field. When the entry does not end with a semi-colon, choosing that entry will overwrite any data that already appears in the field. Text followed by a percent sign (%) is appended to the beginning of data. Text with a lookup entry that follows a pair of slashes (//) is treated as a comment and is not inserted into the field.

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

The buttons on the lookup perform the following functions:

New

Adds a new entry to the lookup.

Properties

Edits the highlighted lookup entry.

Setup

Displays the F2 Field Setup dialog box.

Other Topics:

Lookup Setup


Lookup List Setup
Lookup Setup

To ensure consistent data entries in a contact database, GoldMine allows you to set certain security options on each lookup. Using these security options will standardize values for any data field.

To access the F2 Field Setup dialog box, you must have Master-Rights. Position the cursor in the field that you want to edit, then press [F2] to display the lookup. Select Setup.

Each option in the F2 Field Setup dialog box is a toggle. Click on the option once to display a check mark and activate the option; click on the option again to remove the check and turn off the option.

The F2 Field Setup dialog box contains the following options:

Field Name

Allows you to change the title of the lookup.

Allow Blank Input

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

Note: If you select Allow Blank Input for a required field, you cannot determine whether or not the field was supposed to be empty. You can retain more control over field entries by including a lookup value of N/A to indicate that no lookup value applies to the field.

Force Valid Input

Requires that an entry be selected from the lookup to be a valid entry in the data field linked to the lookup. GoldMine will allow only entries that appear in the lookup. If an invalid entry is attempted, GoldMine will automatically pop up the lookup and highlight the item closest to the actual field entry.

Insert Closest Match

If an entry is typed in a field that does not match any existing lookup entries, GoldMine will insert an entry that most closely matches the typed value. GoldMine will change the entry when the cursor is moved from the field.

Note: Because GoldMine inserts the entry determined to be the next highest match, Insert Closest Match can place an incorrect value into a field.

To enable this option, Force Valid Input must be selected.

Allow Adding

Allows entries to be added to the lookup.

Allow Editing

Allows entries in the lookup to be modified.

Allow Deleting

Allows entries to be removed from the lookup.

Pop-up when field is selected

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

Other Topics:

Setting up Values in Lookups


Setting Time with the Graphical Clock

To display an analog graphical clock, either press [F2] or right-click inside a time field.

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

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

Other Topics:

Setting up Values in Lookups

Setting a Date with the Graphical Calendar


Setting a Date with the Graphical Calendar

To display the graphical calendar, either press [F2] or right-click inside a date field. The graphical calendar appears.

To change the calendar display to earlier or later dates, click on the Month buttons and Year buttons. For example, select [image] under the Month label to advance to the calendar display to the month following the currently displayed month. To return to the current date, select Today.

When done, click Select to enter the date in the Date field.

Other Topics:

Setting up Values in Lookups

Setting Time with the Graphical Clock


Working with Drop-Down Lists and Spin Controls

To make data entry fast and easy, many GoldMine dialog boxes contain fields with either drop-down lists or spin controls.

For most fields with [image], you can type in a value. You can also access previously defined values by either:

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

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

The function of [image] and [F2] is slightly different for fields that set time, date, duration, etc.

Other Topics:

Setting Time with the Graphical Clock

Setting a Date with the Graphical Calendar


Displaying Contact Data

GoldMine is designed to facilitate your business interactions by relating these actions to an individual contact or group of contacts. GoldMine uses the contact’s record as the anchor to which all this information is tied. You can think of the contact’s record as an advanced Rolodex® card, containing such basic information as the name, address and telephone numbers of a person or company with which you have a relationship. With GoldMine, the contact’s record can contain far more key information than a card, and you can use the information in ways that enhance your efficiency every day.

GoldMine’s functions center on the contact record. Almost everything you do with GoldMine relates back to a contact’s record. To properly use GoldMine, you should have a contact record in GoldMine for every person or organization with whom you do business, maintain a relationship, or interact at any level during the course of your working day.

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

The contact record is divided into two major parts:

•	Upper part contains standard contact information: name, address and telephone number(s), and five usesr-definable fields.

•	Lower part organizes secondary information, such as notes, pending activities, and history records in tabbed displays

The information in the top portion of the display is the primary or main contact information, because the upper portion of the contact record always displays the name and the name of the primary contact at that company. Although GoldMine does not require you to do so, this portion of the contact record typically contains the information related to the individual with whom you interact most frequently at a particular company.

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

Company

Name of the company or organization associated with this contact.

Contact

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

Note: Do not include titles in the Contact field. Since GoldMine can perform searches based on a name entry, be sure to enter only names in this field. Place titles, such as Mr., Mrs., or Dr., in the Title field.

Dept

Primary contact’s department or job function.

Last

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

Title

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

Dear

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

Source

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

Asst

Name of the primary contact’s assistant or secretary.

Address

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

Zip

ZIP code of the contact’s address. You can configure GoldMine to expedite address entry by filling in city and state information from a ZIP code entry.

City

City of the contact’s address.

State

State of the contact’s address.

Country

Country of the contact’s address.

Phone

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

Fax

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

Key1–Key5

User-definable fields that can contain any alphanumeric data, such as a salesman’s name, industry description, or policy number. You can define these fields differently for each GoldMine contact database. If you have Master-Rights, you can change the field labels (the title of each field) by holding down [Ctrl] and double-clicking on the field name.

Key fields are very important, since they allow you to customize your GoldMine database for your specific needs and type of business. Another benefit is that Key fields enable fast searches of the open contact database. GoldMine allows you to quickly find contact records based on information in a Key field, because indexes are maintained on the information in each field.

Other Topics:

Displaying Data from the Tab Bar

Creating a Contact


Displaying Data from the Tab Bar

The tab bar divides the upper portion of the contact record from the lower portion. The tab bar contains a series of tabbed sections that organize information related to the contact. You can select one of these information tabs with either the keyboard or the mouse. You can also display any of the tab views from the Main Menu by selecting Edit| Record View.

To display one of the tabs, click on the selected tab with the left mouse button. GoldMine will change the lower portion of the contact record to display the information specific to the tab. The selected tab moves to the front, and is a different color than the other tabs.

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

Note: These tabs have local menus that contain commands specific to the tab. To display the local menu, right-click in the tab’s browse window. To apply a command to a listed record, select the record, then right-click to display the local menu.

Some of the tabs might contain more information than appears in the default-size window for the tabs. For example, the Notes tab can display, at most, only a fraction of the total capacity of the Note field on the contact record.

When more information exists than can be displayed in the tab, GoldMine will activate the elevator bar to the right of the browse window. An elevator bar located to the right of a browse window allows you to scroll through the list to locate a selection. You can click on scroll arrows on the top and bottom of the elevator bar to move incrementally through lines of data entries. The elevator bar also allows you to move the elevator box to view the entire contents of the window by “pushing” the data up or down. Once released, the elevator box snaps back to position in the middle of the elevator bar.

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

Other Topics:

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Summary Tab

The Summary tab shows activity information on the contact and the contact record. To access the Summary tab display, click on the tab, press [Ctrl]-[S], or from the Main Menu, select View|Record.

The Summary tab displays the following fields:

Comments

Displays miscellaneous information of up to 65 characters. Additional comments can be entered in the contact’s Notes. Since the length of this field is greater than the width of the display, GoldMine displays only a portion of the information in the contact record; however, the field can be scrolled to display its entire contents.

Prev Result

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

Next Step

Displays information on the next activity to be performed.

Next Action

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

Appointment

Date of the first scheduled appointment.

Call Back

Date of the earliest scheduled call back.

Forecast

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

Last Contact

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

Last Attempt

GoldMine updates these date and time fields whenever any activity is completed as unsuccessful.

Last Update

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

Creation

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

Record

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

Other Topics:

Displaying Data from the Tab Bar

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Fields Tab

The Fields tab shows information in a user-defined field view.

You can customize the Fields tab to display information that meets the unique needs of your organization. GoldMine includes ten user-defined fields. You can add up to 999 additional fields to the database.

To access the Fields tab display, click on the tab, press [Ctrl]-[F], or from the Main Menu, select Edit|Record View|Fields.

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

UserDef01–UserDef10

Ten UserDef fields can be used for any purpose. Users with Master-Rights can change field labels.To change a field label, either:

•	From the Main Menu, select File|Configure GoldMine|Define User Fields

or

•	Hold down [Ctrl], then double-click on the field label

Note: User-defined fields should be used only for infrequently searched information. Unlike the Key fields, GoldMine does not maintain an index on the UserDef fields. As a result, searching for information in these fields is slower than when searching on key fields.

GoldMine allows you to add user-defined field views so that you can customize the way data is displayed. For more information on creating and displaying user-defined field views.

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Notes Tab f

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Notes Tab

The Notes tab shows freeform information about the contact. To access the Notes tab display, click on the tab, press [Ctrl]-[N], or from the Main Menu, select Edit|Record View|Notes.

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

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

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

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Contacts Tab

The Contacts tab shows information about additional contacts, or those individuals associated with the primary contact, such as a secretary. You can also use the Contacts tab to store alternate address information, such as a billing address, branch office, etc. To access the Contacts tab display, click on the tab, press [Ctrl]-[C], or from the Main Menu, select Edit|Record View|Contacts.

The Contacts tab displays the following fields:

Contact

Name of the additional contact.

Title

Title or position of the additional contact.

Reference

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

Phone

Telephone number of the additional contact.

Other Topics:

Creating an Additional Contact

Editing an Additional Contact

Converting an Additional Contact to a Primary Contact

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Profiles Tab

The Profiles tab shows custom information about contacts, such as e-mail addresses, pager PIN, birthdates, etc. This information is indexed so that searching for a profile record is easy. GoldMine stores Web site and Internet e-mail addresses in the Profiles tab.

Profiles are used in addition to the standard fields that are maintained for each contact. GoldMine allows you to store an unlimited number of additional user-defined fields in the contact profiles.

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

One type of profile that will probably be entered for all contacts is Internet-related addresses, such as an e-mail address.

To display the Profiles tab, click on the tab, press [Ctrl]-[O], or from the Main Menu, select Edit|Record View|Profile.

Each Profile record consists of three fields:

Date

Date that the profile record was created.

Profile

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

Reference

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

Other Topics:

Storing Internet-Related Information as a Profile

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Referrals Tab

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

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

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

Each referral record in GoldMine consists of four fields:

Date

Date that the referral record was created.

Referral

Name of the company linked to the referral record.

Reference

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

User

Name of the GoldMine user who created the referral record.

Other Topics:

Linking Contacts with Referrals

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Pending Tab

The Pending tab shows activities scheduled for the contact. To access the Pending tab display, click on the tab, press [Ctrl]-[P], or from the Main Menu, select Edit|Record View|Pending.

When the Pending tab is selected, all of the pending activities for the contact appear in the lower portion of the contact record window. That is, you can see activities scheduled for the contact by you and other GoldMine users.

The Pending tab contains the following information:

Activity

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

•	Appt for appointment

•	Call for call-back

•	Action for next action

•	Message for message

•	Sale for forecasted sale

•	Other for other action

•	To-do for a to-do

•	OutMail for queued Internet e-mail messages

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

Date

Date that the activity is scheduled for completion.

Time

Scheduled time of the activity.

User

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

Code

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

Reference

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

Other Topics:

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


History Tab

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

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

The History tab contains the following information:

Date

Date the activity was completed.

User

Name of the GoldMine user who completed the activity.

Activity

Type of activity. GoldMine records the following activity types:

Call Back	Scheduled call	Appoint.	Appointment
Call In	Incoming call	To-do	To-do action
Call Out	Outgoing call	Event	Event
Msg Rtn	Returned message	Form	Mail-merged form correspondence
Msg Filed	Filed message	Other	Other action
Action	Next action
Result

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

Reference

Reference information entered when the activity was completed. The information in this field  indicates what action was taken; such as Sent Letter or Left message on voice mail.

Other Topics:

Completing Activities

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Links Tab

The Links tab shows activities scheduled for the contact. To access the Links tab display, click on the tab, press [Ctrl]-[L], or from the Main Menu, select Edit|Record View|Links.

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

Note: In addition to file links, you can link any Windows folder to a contact record. To link a folder, type the path and folder’s name in the File name field of the Linked Document dialog box.

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

The Links tab contains the following information:

Document

Descriptive title of a document or folder that is linked to the contact.

Type

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

File

File name of the linked file.

Date

Date the file was linked to GoldMine.

Access

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

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Members Tab

Tracks Tab

Opptys Tab

Projects Tab


Members Tab

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

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

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

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

The Members tab contains the following information:

Group

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

Members

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

User

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

Reference

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

Sort

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

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Tracks Tab

Opptys Tab

Projects Tab


Tracks Tab

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

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

The Tracks tab contains the following information:

Process

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

Last Event

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

Next Event

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

Trigger

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

Action

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

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Opptys Tab

Projects Tab


Opptys Tab

The Opptys tab appears on the second bank of tabs. To display the Opptys tab, click on the right outside the first bank of tabs. When GoldMine displays the second bank of tabs, click on the Opptys tab. You can also access the Opptys tab display by pressing [Ctrl]-[Y], or, from the Main Menu by selecting Edit|Record View|Opptys.

When the Opptys tab is selected, GoldMine displays opportunities to which the contact is linked. To view details about the opportunity, right-click to display the local menu, then select Properties. The Info tab of the Opportunity Properties window appears.

The Opptys tab contains the following information:

Opportunity

Name given to the opportunity project, such as GoldMine sale or Aerospace contract.

Forecast

Displays two types of information for the opportunity:

•	Dollar amount forecasted for the opportunity, such as $150,000.

•	Probability, or likelihood, of successfully capturing the opportunity and a weighted dollar amount in parentheses based on this probability; for example, if the dollar amount is $150,000, and the probability is 70%, GoldMine shows a corresponding weighted amount of ($105,000).

Age

Number of days since the opportunity was created.

Status

Phase or position in the process to capture the opportunity.

Stage

Displays information related to the level, or stage, of the process to capture the opportunity. The entry is represented by a number and a descriptive reference, such as 10 - Initial Contact.

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Projects Tab


Projects Tab

The Projects tab appears on the second bank of tabs. To display the Projects tab, click on the right outside the first bank of tabs. When GoldMine displays the second bank of tabs, click on the Projects tab. You can also access the Projects tab display by pressing [Ctrl]-[J], or, from the Main Menu by selecting Edit|Record View|Projects.

When the Projects tab is selected, GoldMine displays long-term projects to which the contact is linked. To view details about the project, right-click to display the local menu, then select Properties. The Info tab of the Project Properties window appears.

The Projects tab contains the following information:

Project

Descriptive name of the project, such as Ocean Gardens Development.

Begin Date

Date on which work is started on the project.

End Date

Deadline date for the finish of the project.

Age

Number of days since the project was created.

Status

Phase or position in the project.

Stage

Displays information related to the level, or stage, of the project.

Other Topics:

Displaying Data from the Tab Bar

Summary Tab

Fields Tab

Notes Tab

Contacts Tab

Profiles Tab

Referrals Tab

Pending Tab

History Tab

Links Tab

Members Tab

Tracks Tab

Opptys Tab


Creating a Contact

The contact record is the center of GoldMine. Once you create a record for a contact, GoldMine connects all information related to the individual to the contact record. In addition to identifying data, such as as company, address, e-mail address, and phone data, all scheduled and completed activities are linked to and recorded in the contact record.

To create a contact record, from the Main Menu, select File|New Record. The Add a New Record dialog box appears.

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

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

Company

Name of the contact’s organization.

Contact

Name of the primary contact at this company.

Phone Number

Main telephone number of the primary contact.

Ext

Telephone extension, if any, for the contact.

International Format

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

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

E-mail Address

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

Other Topics:

Selecting a Record Creation Method

Selecting a Record View Method

Selecting Entries from Lookup s

Editing Contact Information

Formatting Telephone Numbers

Creating and Editing Notes


Selecting a Record Creation Method

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

New Record

Creates a new contact record based solely on data that you enter in the Add a New Record dialog box.

Duplicate Record

Creates a new contact record with the some of the information that appears in the active contact record. GoldMine will create a record with the Company name, Phone Number, Ext, and Dept entries from the active contact record.

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

Other Topics:

Selecting a Record View Method


Selecting a Record View Method

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

Current Window

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

New Window

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

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

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


Editing Contact Information

You can update a contact record whenever information has changed, or new information is available. You can use either the mouse or keyboard to navigate through and edit fields in the contact record.

To use the mouse to edit a field in the active contact record, position the mouse pointer inside the field, then click to activate a cursor.

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

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

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

Other Topics:

Selecting Entries from Lookup s

Formatting Telephone Numbers

Creating and Editing Notes


Formatting Telephone Numbers

GoldMine formats telephone numbers in standard US format if your Windows language setting is English. The standard US format is shown in the following example:

(999)999-9999

For all other language settings, GoldMine formats telephone numbers in the international telephone number format. The international telephone number format leaves the telephone number as entered.

Each contact record maintains its own telephone format setting. To specify a particular type of telephone number format when adding a new contact record, you can change the setting of the International Format field in the Add a Contact Record dialog box.

To change the telephone number format for an active contact record, from the Main Menu, select Edit|Dial Phone|Edit Phone Format. The Phone Formatting dialog box appears.

The Phone Formatting dialog box contains the following two options:

USA Format

Applies formatting to the telephone numbers that is consistent with the telephone number format in the United States and Canada.

Non-USA Format

Does not apply any formatting to the telephone numbers.

Note: Use a consistent format for international phone number entries. When checking for duplicate records, GoldMine will consider entries with the same numbers as different entries when each is formatted differently. For example, GoldMine will consider 55 12 345-6789 to be different from 5512 345-6789.


Selecting Entries from Lookups

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

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

To select an entry with the mouse, either double-click on the entry, or click on the entry then click on Select. The lookup closes, and the selected entry is placed in the appropriate field on the contact record.

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

You can add values to the lookup by selecting New.

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


Creating and Editing Notes

You can store additional contact information that does not fit conveniently into any of the contact’s fixed-length fields in GoldMine’s Notes tab, such as directions to a customer work site. For each contact, there is a limit of 64,000 characters of information in the Notes field.

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

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

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

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

When you have done typing note information, press [Esc]. GoldMine displays the prompt

Save Changes to Notes?

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

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

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

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

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

Undo

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

Cut

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

Copy

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

Paste

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

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

Delete

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

Select All

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


Adding Contacts to a Company Record

Often, you communicate with more than one person in any company. GoldMine can store extensive information for an unlimited number of additional contacts at a particular company and link that information to a single contact record.

GoldMine stores complete address information for each additional contact. You can use this address information to store the mailing addresses of contacts that are at different locations from the primary contact, or to store alternate addresses for the primary contact.

Other Topics:

Creating an Additional Contact

Additional Contacts Local Menu

Editing an Additional Contact


Creating an Additional Contact

To add an additional contact:

Display the contact record to which you want to add the additional contact. Select the Contacts tab, then right-click to display the Contacts local menu. Select New. The Contact dialog box appears.

The Contact dialog box contains the following fields:

Name

Name of the additional contact. Format the entry in the same format as enttries in the primary Contact field.

Title

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

Ref.

Any information that describes an attribute of the additional contact. You may want to enter information that is similar to the Department entry for the primary contact.

E-mail

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

Phone

Telephone number of the additional contact.

x

Telephone extension of the additional contact.

FAX

Telephone number to a FAX machine.

Address

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

City

City of the additional contact’s address.

State/County

State of the additional contact’s address, or the county in which the additional contact is located.

ZIP/Postal code

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

Country

Country in which the additional contact is located.

Mail Merge

Two options allow you to define information to insert in correspondence to the additional contact:

•	Dear: select a title for the contact, such as Dr. or Mr.

•	Mail merge/codes: select this option to access a field in which you can enter one or more special codes to identify the additional contact for inclusion in a mass mailing

Notes

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

Other Topics:

Additional Contacts Local Menu

Editing an Additional Contact


Additional Contacts Local Menu

Most operations with additional contacts are executed from the Additional Contact local menu. This local menu contains options that act on additional contact records displayed in the Contacts tab.

To display the Additional Contact local menu within the Contacts tab, right-click in the Contact tab browse window.

The Additional Contact local menu contains the following options:

Dial

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

Send E-mail

Displays the Create Internet E-mail dialog box, in which you can write and send an e-mail message.

Swap with Primary

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

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

Convert to Record

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

When a new contact record is Created from an additional contact, a link is maintained with the old primary contact record of the additional contact.

Goto Record

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

New

Creates an additional contact record.

Delete

Removes the selected additional contact record.

Properties

Edits the selected additional contact record.

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

Other Topics:

Converting an Additional Contact to a Primary Contact

Editing an Additional Contact


Editing an Additional Contact

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

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

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

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

Other Topics:

Additional Contacts Local Menu

Converting an Additional Contact to a Primary Contact


Converting an Additional Contact to a Primary Contact

You can convert an additional contact to a primary contact with its own contact record.

When you select Convert to Record from the Additional Contacts local menu, the Convert to New Contact Records dialog box appears. The New Contact Records dialog box contains the following options to define the conversion process:

Convert [additional contact] to a new record

Creates a contact record for only the selected additional contact.

Convert all additional contacts of [company name]

Creates contact records for each of the additional contacts listed in the Contacts tab for the active contact record.

Convert all records in the [active] database

Creates contact records for each of the additional contacts entered in the open database.

Include converted contacts in the organization tree

Adds the contacts to the organization tree linked to the original, primary contact.

Remove converted records from the Contacts tab

Deletes the additional contacts from the Contacts tab after conversion.

Insert a history record indicating conversion

Places a record of the conversion in the History tab of the converted contact. This record does not appear in the History tab of the original, primary contact.

Other topics:

Additional Contacts Local Menu

Editing an Additional Contact


Adding Custom Information with Profiles

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

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

GoldMine provides two types of profile displays:

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

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

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

You can access the Profiles tab display in one of three ways:

•	Press [Tab] to advance to the Profiles tab

•	Click on the Profiles tab

•	Press [Ctrl]-[O]

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

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

Other Topics:

Profiles Tab

Profiles Local Menu

Profile Properties Window

Adding a Profile


Profiles Local Menu

To display the Profiles local menu, position the mouse pointer in the Profiles browse window, then either right-click, or press [spacebar].

The Profiles local menu contains the following options:

New

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

Delete

Removes the selected profile.

Properties

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

Other Topics:

Profiles Tab

Profiles Local Menu

Profile Properties Window

Adding a Profile


Storing Internet-Related Information as a Profile

GoldMine stores Web site and Internet address information in the Profiles tab. To display the Profiles tab, click on the tab, press [Ctrl]-[O], or from the Main Menu, select Edit|Record View|Profile.

GoldMine contains two predefined profiles to manage Internet information:

•	Internet Address

•	Web Site

Internet Address

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

To add an Internet address for a contact, right-click to display the Profiles local menu, then select New. The Profile Properties window appears. By default, GoldMine displays the Profile tab.

In the Profile field, press [F2]. The Profile Names lookup appears. Highlight Internet Address, then click on Select to enter an address. In the Reference field, type the Internet mail address; for example, johndoe@somewhere.com.

For a contact with multiple Internet addresses, check the Primary address option to designate one address as the default. When selecting an Internet address from a record that contains multiple contacts and multiple addresses, you might decide to store the name of a contact with an Internet address.

You can include the name of the contact with an Internet address in the following format:

John Doe <johndoe@somewhere.com>

To look up the name associated with an Internet address listed in the Profiles tab, right-click to display the local menu, then select Properties. The Profile tab of the Internet Address window appears.

The Reference field of the Profile tab will contain the entire entry, which may include the name of the contact.

For a contact with multiple Internet addresses, check the Primary address option to designate one address as the default.

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

Web Site

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

To add a Web site address, right-click to display the Profiles local menu, then select New. The Profile Properties window appears. By default, GoldMine displays the Profile tab.

In the Profile field, press [F2]. The Profile Names lookup appears. Select the New button. The F2 Entry dialog box appears. Select Web site from the list, then click on Select. In the Profile tab, type the site address in either the Reference field, or the Notes field. A typical Web site address appears in the format http://www.something.com; for example, http://www.goldminesw.com. To enter the Web site, click on OK.

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


Profile Properties Window

When you select Properties or New from the Profiles local menu, the Profile Properties window appears.

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

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

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

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

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

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

Other Topics:

Profiles Tab

Profiles Local Menu

Adding a Profile


Adding a Profile

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

To add a profile:

From the Profiles local menu, select New. By default, the Profile Properties window shows the Profile tab.

The Profile tab contains the following options:

Profile

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

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

Reference

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

Notes

Additional information of up to 64,000 characters.

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

When done, either select OK to add the profile record to the currently selected contact record, or, to add details to the standard profile, from the Profile Properties window, select the Details tab.

Other Topics:

Profiles Tab

Profiles Local Menu

Adding Details to a Profile


Adding Details to a Profile

If a user with Master-Rights has defined field labels for an expanded profile, any user can use an expanded profile to track details for a standard profile on a selected contact record.

To use an expanded profile:

From the Profile Properties window , select the Details tab.

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

The Details tab displays all eight fields. You can type a value in each field, or select a predefined value. To scroll through available values, click on [image] to the right of the field.

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

When done selecting field values, select OK. The Profile Properties window closes.

Other Topics:

Profiles Tab

Profiles Local Menu

Accessing Profile Details


Accessing Profile Details

GoldMine displays any details for a profile in an expanded profile. Depending on the profile setup, you can access these details in one of two ways:

•	Details tab of the Profile Properties window—accessible from the Profiles tab

•	User-defined profile tab

Standard Profiles Tab

GoldMine lists standard profiles for a contact record in the Profiles tab, which is available in the first bank of the tab bar. To view details for a profile, select the profile, then right-click to display the Profiles local menu.

From the Profiles local menu, select Properties. The Profile Properties window appears. The title that actually appears in this window corresponds to the profile name, such as Computer Type or Product Interests.

Select the Details tab to view the expanded profile. To close the expanded profile, select OK.

User-Defined Profile Tab

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

To access the third bank of tabs, click on the partial tab that appears on the very right of the tab bar. You can also access the tab on any bank by pressing the hot-key combination, if assigned. For example, you can access the Tracks tab on the second bank of the tab bar by pressing [Ctrl]-[T].

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

Other Topics:

Displaying Information about a Profile Record

Adding Details to a Profile


Displaying Information about a Profile Record

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

To display the log for a selected profile record:

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

Select the Audit tab. The Audit tab appears.

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

User

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

Date

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

Time

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

When done, select OK to close the Profile Properties window.


Linking Contacts with Referrals

The Referrals tab displays links between the active contact record and other contacts records in the open database. Although referrals are designed primarily to track lead referrals, you can use referrals in any situation where there is a connection between contacts. Referrals are especially useful to establish a two-way link between records.

Each referral record contains four fields:

•	Date the referral was made

•	Referral, which contains the name of the linked referral record

•	Reference, which can contain other information

•	Name of the User who made the referral

Like the Contacts and Profile tab displays, the Referrals tab uses a local menu. To display the Referrals local menu, right-click in the Referrals tab browse window. The local menu contains the following options:

New Referral

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

Goto Referral

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

You can also move between linked contacts by double-clicking on the entry listed in the Referrals tab browse window.

Properties

Edits the selected referral’s Reference field.

Delete

Removes the selected referral entry from the Referrals tabs of both contacts.

Other Topics:

Creating a Referral


Creating a Referral

To create a referral, both contact records must exist in the open contact database. Once a referral is established between two records, the originating record shows a To: entry, while the receiving record shows an of: entry. The following figures show the Referrals tab entry that appears in each record.

Referrals Entry for the Originating Contact Record (Garden Spas)

Referrals Entry for the Receiving Contact Record (CommuniClear)

To create a referral from the active contact record to another contact record in the open database, select the Referrals tab. Right-click in the browse window, then select the New Referral option from the Referrals local menu. GoldMine displays the Contact Listing.

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

The Referral Profile dialog box contains the following options:

Reference

Reference information to be stored with each referral record.

To scroll through available values, click on [image] to the right of the field.

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

Notes

You can store up to 64,000 characters with each referral record.

When done, select OK. GoldMine adds a referred To: entry in the originating contact record, and a referral of: entry in the specified contact record. GoldMine also creates a history record for the referral in both contact records.

Other Topics:

Linking Contacts with Referrals


Linking Documents to a Contact

Document links are a very powerful feature that allow you to associate almost any type of document with a contact record. You can link forms, graphics, incoming facsimile, voice-mail messages, or documents created with a word processor. Whenever you need to view or edit the linked file, GoldMine will automatically load both the application and associated file in one operation.

You can connect external documents to a contact record via GoldMine’s Links tab. To access the Links tab display, either select the Links tab, or press [Ctrl]-[L].

Other Topics:

Starting an Application and Loading a File from GoldMine

Using the Local Menu to Create a Document Link

Creating a Document Link Using Drag-and-Drop


Starting an Application and Loading a File from GoldMine

You can connect files created with an external application to a contact record via GoldMine’s Links tab. Once a file is linked, you can start the application and load the file from the Links tab.To access the Links tab display, either select the Links tab, or press [Ctrl]-[L]. To start the application and load the file, either double-click on the file entry in the Links tab browse window, or select Launch from the Links local menu.

If you cannot launch the application from the Links tab as described, you may need to add a file association in Windows 95. GoldMine can load the application and file at the same time only if you have specified a file association for that type of file. File associations instruct Windows to associate a file that has a certain extension with a particular application. For example, you can inform Windows to associate all files that have the extension .DOC with Word for Windows.

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

You can specify a file association in Windows Explorer. Within Windows Explorer, select View|Options. The Options dialog box appears. Select the File Types tab.

From the File Types tab, select New Type. The Add New File Type dialog box appears.

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

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

Other Topics:

Links Tab

Linking Documents to a Contact

Using the Local Menu to Create a Document Link


Using the Local Menu to Create a Document Link

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

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

Launch

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

Properties

Displays the Linked Document dialog box, in which you can edit the highlighted link.

New

Creates a new link.

Delete

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

To create a new link, select New. The Linked Document dialog box appears.

The Linked Document dialog box contains the following options:

Document Name

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

Document Owner

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

Notes

Notes associated with the linked document record.

File Name

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

Synchronize

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

Other Topics:

Linking Documents to a Contact


Creating a Document Link Using Drag-and-Drop

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

Other Topics:

Using the Local Menu to Create a Document Link


Using the Personal Rolodex

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

To access the Personal Rolodex:

From the Main Menu, select View|Personal Rolodex. The Personal Rolodex dialog box appears.

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

The Personal Rolodex contains the following options:

Find Contact

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

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

Dial

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

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

New

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

Properties

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

Delete

Removes the selected record from the Personal Rolodex.

Other Topics:

Adding and Maintaining Entries in Your Personal Rolodex

Dialing from the Personal Rolodex


Adding and Maintaining Entries in your Personal Rolodex

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

To add or edit entries in your Personal Rolodex:

From the Personal Rolodex dialog box, select either the New button to add a record, or the Properties button to change a record. The Rolodex Entry dialog box appears.

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

The Rolodex Entry dialog box contains the following options:

Contact

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

Phone

Telephone number for the Contact.

International Format

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

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

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

Other Topics:

Adding and Maintaining Entries in Your Personal Rolodex


Dialing from the Personal Rolodex
Dialing from your Personal Rolodex

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

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

The Phone Dialer dialog box contains the following options:

Dialing

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

Status

Displays messages that describe the call-in-progress.

Complete a call

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

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

Pick up

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

Cancel

Stops modem activity at any point during the dialing process.


Searching for Contacts

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

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

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

•	Displaying last-viewed records.

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

•	Indexed fields

•	Profile fields

•	All fields, including nonindexed fields

•	Location of the record in the contact database

Other Topics:

Searching with the Contact Listing


Searching on Indexed Fields

GoldMine maintains indexes on the following fields: Company, Contact, Last (name), Phone1, City, Zip, Account No., and the five user-defined Key fields. By using one of these fields for your search, you can locate a record almost instantly.

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

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

The first five options on the Query menu will search for records based on one of the following indexed fields. You can start the search by either selecting an indexed field from the Query menu, or by double-clicking the field label on which you want to search:

Company

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

Contact

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

Last

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

Phone1

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

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

Zip

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

City

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

Account No

Searches for a contact record based on values in the Account Number field. GoldMine generates this field automatically when a record is added to the database. You cannot relabel or edit this field.

The first six characters of Account No contain the date (in a YYMMDD format) that the record was created, allowing you to use this option to locate a contact record created on a specific date.

Key 1–Key 5

Each key field option searches for a contact record based on values in the selected Key field. The actual command name on the menu used to select these options depends on the local label assigned to the Key field. You can change the local label assigned to any of these fields. For example, if you change the local label on the Key 1 field to Account Rep, then the menu command to search Key 1 appears as Account Rep.

When you select one of these indexed field options from the Query menu, the shrunken Contact Listing dialog box appears.

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

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

Find Value

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

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

Sort Order

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

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

Shink or Expand

By default, GoldMine displays the expanded Contact Listing with a Shrink button that you can select to display the shrunken Contact Listing, as shown in the following figure.

When shrunken, the Contact Listing displays the Expand button that you can select to enlarge the Contact Listing to display details.

As you type a value in the Find Value field, GoldMine displays the first matching contact record in the background. You do not have to type a complete entry to find a record.

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

Other Topics:

Searching with the Contact Listing


Searching with the Contact Listing

When you select one of the Query menu’s indexed field options, the Contact Listing appears.

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

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

•	Company

•	Contact

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

When you see the contact record that you want in the Contact Listing browse window, you can display the record by either double-clicking on the listed entry, or pressing [Enter]. The selected record will come to the foreground and overlap the Contact Listing. To return to the Contact Listing, click on any visible portion of the Contact Listing. The Window menu contains other options to manage the size, position, and arrangement of objects in GoldMine’s work area.

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

•	Shrunken mode: displays minimal search options

•	Expanded mode: displays all search options

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

The expanded Contact Listing displays the contacts in the database that match the Find Value entry for the field you selected from the Query menu. The Contact Listing displays records in order based on the selected Sort Order field. For example, if you select the Query menu option Company, then begin typing Acme Products in the Find Value field, GoldMine changes the records listed to display those that most closly match the Find Value entry. GoldMine will list all records that contain a Company entry of Acme Products, followed by records in alphabetical order by company.

The expanded Contact Listing dialog box contains the following options:

Find Value

Field entry, such as a company name like Acme Products, that you want to find in the contact database. The field value entered in the active contact record appears in the Find Value field.

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

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

Sort Order

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

Shrink

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

3rd Column

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

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

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

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

Primary Contacts

Sets GoldMine to perform searches based on the primary contacts in the database.

Other Contacts

Sets GoldMine to perform searches based on additional contacts in the database. Other Contacts allows you to find a contact record that contains an additional contact that matches the contact name that you enter in Find Value. To conduct the search successfully, you must enter the additional contact’s first name and last name in exactly that order; for example, John Doe. Select this option if you cannot find a contact name with the Query|Last option.

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

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

Sync 3rd Column w/ Sort

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

Sync Record Window

Sets GoldMine to synchronize the last active contact record with the selected record in the listing. When this box is checked, GoldMine displays whatever record is highlighted in the browse window.

Note: You can also schedule an activity by working with the expanded contact listing and GoldMine’s Calendar display. Select a contact entry from the contact listing, then drag the contact onto the Calendar. As you drag across the work area, GoldMine’s cursor changes to include the upper “half” of a person’s silhouette. When you release the mouse button, GoldMine displays the Schedule an Appointment window. You can then schedule an appointment—or another activity—for the selected contact.

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

Seatching for a Find Value

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

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

Moving among the Contact Listing and Other Objects

You can leave the Contact Listing onscreen while you work with other GoldMine functions. For example, to bring a contact record to the front of the display, perform one of the following:

•	Click on any visible portion of the contact record.

•	Press [Ctrl]-[Tab] to cycle among open objects until the contact record appears on top of the work area.

•	Select the record by contact name from the Window menu.

Other Topics:

Tagging Records


Finding Profile Records

You can perform a search for contact records based on a profile. A profile allows you to store information about a contact in addition to data stored in standard GoldMine fields. For example, you may want to maintain birth date information about each contact so that you can send birthday cards each year.

To find records that match a specified profile:

From the Main Menu, select Query|Profile Records. The Find a contact based on a profile dialog box appears.

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

Profile

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

Reference

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

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

Lookup

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

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

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

Dial

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

Previous

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

Next

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

Other Topics:

Displaying the Profile Browse Window

Searching with the Contact Listing


Displaying the Profile Browse Window

When you select Look up in the Find a contact based on a profile dialog box, a browse window appears that lists contact records that contain a profile that matches the profile search criteria.

The browse window contains the following options:

View

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

Properties

Edits the profile of the highlighted Profile contact record.

Delete

Deletes the profile of the highlighted Profile contact record.

Other Topics:

Searching with the Contact Listing


Searching through Any Fields for a Value

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

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

•	Primary fields

•	View fields

•	Notes

•	All fields

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

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

From the Main Menu, select Query|Search. The Search menu contains the following options:

Primary Fields

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

View Fields

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

Notes

Searches the Notes field in all contact records.

All Fields

Searches every field.

After you select the field type that you want GoldMine to search, such as Primary Fields, GoldMine displays a search dialog box.

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

GoldMine starts searching for the Search String entry through the field types you selected. A display indicates the status of the search-in-progress.

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

Select Prev and Next to move through the contact records that contain a match to the Search String value.

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

If you find that you frequently search on a nonindexed field, you might decide to use an indexed Key field for this data, since indexed searches are much faster. You can use GoldMine’s Global Replace Wizard to exchange data between fields.

Other Topics:

Searching on Indexed Fields

Searching with the Contact Listing

Finding Profile Records

Finding a Contact by Navigating the Database


Finding a Contact by Navigating the Database

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

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

Cycle Last Viewed Records

Displays the contact record viewed prior to the last displayed contact record. For example, if you displayed record numbers 1, 2, 3, 4, and 5, selecting this option for the first time displays record number 4; selecting this option a second time displays record number 3, and so on.

Note: You can also review previously displayed records by clicking on [image].

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

Next Record

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

Previous Record

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

Top Record

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

Bottom Record

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

Goto a Record Number

Displays the Enter a record number dialog box.

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

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

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

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

Other Topics:

Searching on Indexed Fields

Searching with the Contact Listing

Finding Profile Records


Managing Contacts in an Organizational Chart

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

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

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

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

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

Other Topics:

Displaying the Organizational Chart

Working with Contacts in an Organizational Chart

Using the Org Chart to Globally Replace Data


Displaying the Organizational Chart

To display the organizational chart, either:

•	Click and hold the mouse button on the left border of the contact record. The pointer changes to a double arrow. Drag the border to the right. When you see a new pane, release the mouse.

or

•	From the Main Menu, select Edit|Record View|Organization.

You can also display the organization chart from the Main Menu by selecting Edit|Record View|Organization.

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

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

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

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

Other Topics:

Working with Contacts in an Organizational Chart

Using the Org Chart to Globally Replace Data


Working with Contacts in an Organizational Chart

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

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

Link to an organization

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

Create a new organization

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

Once you have linked the contact record to a new or existing organization, the left pane changes to show the link.

The Org Chart local menu now contains the following options:

New Link

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

New Section

Displays the Section Properties dialog box, from which you can create a section, and determine the location in the org chart hierarchy.

New Organization

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

Activate section

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

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

Release section

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

Replicate data

Displays the Replicate Data dialog box, which allows you to copy data from a selected org chart record to all records in the section, similar to a global replacement.

Options

Displays a submenu with the following options:

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

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

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

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

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

Delete

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

Properties

Displays the Section Properties dialog box, from which you can create a section, and determine the location in the org chart hierarchy.

Other Topics:

Defining a Section

Using the Org Chart to Globally Replace Data


Defining a Section

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

The Section Properties dialog box contains the following options:

Section Heading

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

Link to contact

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

Insert new section

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

•	Under x section: creates a section that appears at the next level down in the hierarchy, as shown in the following example.

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

When done with selecting options to set up or modify a section, select OK.

Other Topics:

Using the Org Chart to Globally Replace Data


Using the Org Chart to Globally Replace Data

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

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

The Replicate Data dialog box contains the following options:

Address

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

Phone numbers

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

Key fields

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

User defined fields

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

Field

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

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

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

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

To start replacing data, select Yes.


Working with Filters and Groups

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

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

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

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

Other Topics:

Boolean Expressions

Working with Filters

Creating a Filter Expression

Working with Groups

Finding Contacts with an SQL Query


Boolean Expressions

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

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

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

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

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

Sunday is the first day of the week.

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

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

City is equal to “Los Angeles”.

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

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

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

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

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

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

Using a Boolean Expression to Create a Filter

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

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

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

Other Topics:

Working with Filters

Creating a Filter Expression


Tagging Records

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

To tag a record, you can either:

•	Press and hold [Shift], then click on each record that you want to include in the group

•	or

•	Press and hold [Shift], press [down-arrow] and [up-arrow] to move to the record that you want to select, then press [spacebar]

You can remove the tag from any record selected in the contact listing by repeating the same steps by which you tagged the record.

GoldMine displays the total number of tagged records in the title bar of the contact record.

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

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


Working with Filters

To access all of GoldMine’s filter functions, from the Main Menu, select Query|Filter. The Filters and Groups window appears. By default, GoldMine displays the Filters tab.

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

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

View Filters

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

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

Activate

Selects the highlighted filter expression as the active filter expression.

Release

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

Filter Name

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

Optimization

Indicates what filter limits have been set up to improve the performance of the filter. Filter limits improve the performance of a filter expression by associating a filter expression with a specified sort order, and by narrowing the range of records that will be selected for the filter.

Properties

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

New

Adds a new filter expression to the list.

Delete

Removes the selected filter expression.

Other Topics:

Filters Tab Local Menu

Creating a Filter Expression

Improving Filter Performance with Limits


Filters Tab Local Menu

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

Activate

Selects the highlighted filter expression as the active filter expression.

Release

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

Count

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

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

Percentage of selected records in the total contact database

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

New

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

Delete

Removes the selected filter expression.

Properties

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

Other Topics:

Creating a Filter Expression


Creating a Filter Expression

To create a filter:

From the Filters tab, select New. GoldMine displays the New Filter window. By default, the Properties tab appears.

The Properties tab contains the following information and options:

Filter Name

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

Owner

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

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

Filter Expression

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

Show in English

Displays the filter expression in English. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression appears as State is Equal to “CA”.

Show in XBase

Displays the filter expression as a dBASE expression. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression appears as upper(contact1->state)=“CA”.

Edit Expression

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

Other Topics:

Building a Filter


Building a Filter

Once you name the filter, and assign basic properties to the filter, you must either select a previously defined filter or build a new filter.

Note: The options available in the Build tab are similar to options available in the Expression Builder dialog box .

To build a filter:

In the Filter window, select the Build tab. The Build tab appears.

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

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

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

•	Field name

•	Operator

•	Value

Other Topics:

Finishing the Filter Expression


Listing Fields Available for a Filter Expression

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

Other Topics:

Selecting an Operator for a Filter Expression

Specifying a Value for the Filter Expression

Finishing the Filter Expression


Selecting an Operator for a Filter Expression

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

You can select an operator from the following:

Equal to

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

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

Not Equal to

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

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

Greater than

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

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

Less than

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

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

Greater or Equal

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

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

Lesser or Equal

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

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

Begins with

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

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

Contains

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

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

Does Not Contain

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

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

Is Empty

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

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

Is Not Empty

Tests for any value in the specified field.

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

Other Topics:

Specifying a Value for the Filter Expression

Finishing the Filter Expression


Specifying a Value for the Filter Expression

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

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

Other Topics:

Finishing the Filter Expression

Building Complex Expressions


Finishing the Filter Expression

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

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

Other Topics:

Building Complex Expressions

Improving Filter Performance with Limits

Activating a Filter


Building Complex Expressions

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

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

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

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

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

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

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

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

either

contact’s city is Los Angeles or Santa Monica

or

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

and
a call back is scheduled after July 1, 1995

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

(

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

)

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

AND

Inserts a logical AND in the filter expression.

OR

Inserts a logical OR in the filter expression.

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

Other Topics:

Improving Filter Performance with Limits

Activating a Filter


Improving Filter Performance with Limits

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

If all records that match the filter expression are logically grouped together (sorted), GoldMine can locate the next matching record with minimal delay. For example,

City is Equal to “LOS ANGELES”

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

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

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

To optimize filter performance:

In the Filter window, select the Optimize tab. The Optimize tab appears.

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

Sort Order

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

Top Limit

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

Bottom Limit

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

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

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

For example, to improve the performance of the expression

City is Equal to “LOS ANGELES”

you would set the sort order to City, and the top and bottom limits to LOS ANGELES.

Creating a Filter: Example

The following example, City is equal to “Los Angeles” AND ZIP Code is equal to “90045”, shows the process of creating a filter expression from start to finish. This example will guide you through the procedure of creating a filter.

To add a new filter expression:

From the Filters tab, select the New button. The New Filter window displays the Properties tab.

In the Filter Name field, type Contacts in Los Angeles. Leave your user name in the Owner field.

To set up the filter expression, select the Build tab. The Build tab appears.

No limits will be applied in this sample filter, so the Optimize tab will remain closed. That is, for this sample filter, do not use a limit; leave the Sort Order, Top Limit or Bottom Limit fields blank.

Other Topics:

Activating a Filter


Activating a Filter

Once a filter expression has been created, you can use the filter in an operation, such as performing a global replace search based on that filter. To activate a filter, from the Filters tab of the Filters and Groups window, select the Activate button.

While the filter is active, the name of the active filter will become part of the window title for the contact record against which the filter is applied. GoldMine always applies the filter to the active contact record. In most cases, the active contact record is the contact record that was in use prior to the selection of the Query menu. When a contact record is active, the title bar of the contact record will be highlighted.

If you have several contact records in GoldMine’s workspace, but none of the contact records are active—such as if you can have been working with the Activity List or the Calendar, GoldMine applies the filter to the last used contact record.

Note: Activating the filter does not change the currently displayed record, even if the record does not match the filter (unless the filter has a limit). However, if you press [Page Up] or [Page Down], GoldMine will search the database to find a record that matches the filter expression.

While searching, GoldMine evaluates the filter expression for each contact record, at that instant. If a record is found that satisfies the conditions of the filter expression, it is displayed, and the search ends. Until the search is successful, the current record is displayed.

The smaller the subset of data created by the filter expression, the more records GoldMine will have to search through to find a matching record, and the longer the period of time between the display of records. With complex filters on a large database (for example, fifty thousand records), GoldMine can take several minutes to locate and display a record matching the filter expression.

GoldMine’s Contact Listing will still allow you to locate and display a record that does not meet the filter criteria. However, when you select the Next Record ([Page Down]) or Previous Record ([Page Up]), the next contact record that is displayed will meet the filter criteria.

When a filter is active, all functions that act on all the records in the database will act on only those records that match the filter criteria. For example, mail-merging a letter will result in letters being printed for the selected contact records that the filter expression evaluates as true.

Activating a filter will affect the following GoldMine functions:

•	[Page Up] and [Page Down] and corresponding menu options, Next Record and Previous Record

•	Merge Forms command

•	Record deletion commands Delete Old History of ALL Contact Records and Delete ALL Contact Records

•	Global Replace commands

•	Synchronization commands

•	Export Data command

Other Topics:

Previewing Selected Records


Previewing Selected Records

When you activate a filter, you can select the Next record or Previous record to display the members of the filter. But this method restricts you to viewing one record at a time, and, since filters evaluate each record before the record can be displayed, this method might prohibit checking the accuracy of your selection criteria.

Instead, you may wish to preview the records that match your filter before you activate the filter, or save the filter as is for future use. You can preview the records of the currently highlighted filter in the Filters tab to decide if you want to use the filter. You can then expand your selection criteria and narrow the search by adding expressions, or by applying an entirely different filter.

To preview records selected by a filter:

From the Filters and Groups window, select the Preview tab.

The Preview tab contains the following information and options for the selected filter:

In English

Displays the filter expression in English. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression appears as

State is Equal to “CA”

In dBASE

Displays the filter expression as a dBASE expression. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression appears as upper(contact1->state)=“CA” .

Build Filter

Displays the Expression Builder dialog box that allows you to modify an existing filter, or build a new filter. Once you select the filter of a GoldMine user, the available options are the same as described for the Build tab.

Save

Saves the filter as defined. The actual records selected by the filter might differ each time the filter is activated, depending on changes to your contact database.

Search All

Searches the currently open contact database for records that match the condition(s) defined by the filter expression.

Drill Down

Allows you to select a filter—either existing or newly built—that GoldMine will apply only to the records already selected on the basis of a different filter. For example, if after performing a search based on a filter to select the records of contacts located in California, GoldMine retrieved 200 records, you can apply another filter to only those 200 records.

Count

Displays the number of records that GoldMine selected on the basis of the activated filter.

Other Topics:

Preview Local Menu


Preview Local Menu

To display the Preview local menu, position the mouse pointer on a filter expression in the browse window of the Preview tab, then right-click. The Preview local menu contains the following options:

Note: To work with most Preview local menu options, you must select the In XBase option, which enables the filter expression browse window.

Undo

Reverses the last action made on the filter expression. For example, if a block is unintentionally deleted from an expression, select the Undo option to restore the block to the expression.

Cut

Deletes the selected block from the filter expression, and places the block on Windows’ Clipboard.

Copy

Leaves the selected block in the filter expression, and places the block on Windows’ Clipboard.

Paste

Places the block saved on Windows’ Clipboard at the position of the cursor.

Delete

Removes the selected block from the filter expression.

Select All

Selects the entire filter expression.


Grouping Contacts

GoldMine provides two methods for working with a selected number—or subset—of records in the contact database: filters, and groups. A group is a fixed set of records that meets a user-defined set of conditions. Once a group has been created, access to the member records will be instantaneous.

Each group is a permanent subset of the contact records in your GoldMine database. When you select a group, the contact database appears to contain only the members of the particular group. All other contact records become “hidden” from view, as is done by a filter.

How is a Group Different from a Filter?

Like a filter, a group can be used to manipulate the member records of a database for advanced sorting and searching. However, groups offer more functionality than filters in several significant ways:

•	Groups process information much faster than filters because the record evaluation is performed only once, when the record is added to the group. Since filters constantly evaluate the contact records in the database to determine whether each contact record matches the filter expression, they are slower in nature.

•	To become a member of a group, a new contact record must be specifically added to the group. Once added, the contact record will remain in the group until the record is removed. However, a selected filter will automatically display any new contact records that have been added to the database if they match the filter’s criteria since each record is evaluated every time.

•	One contact record can be a member of any number of groups. This allows you to create multiple, overlapping categories of contact records, and perform actions on all members of the group. Thus, a contact who is interested in both Product A and Product B can be made a member of two groups containing individuals who requested information on one of the two products. A mailing can be generated for each group, with the contact who is a member of both groups receiving information on both products.

•	Groups offer another very powerful capability—sorting. When a contact record is added to a group, a Sort value can be assigned for the group members. When the group is activated, the group members will be arranged alphabetically by the value in the group’s Sort field. With this powerful feature, it is possible to arrange and locate the records in your contact database in any desired order.

When a group is selected, many operations that affect the entire database will act only on those records that are members of the active group. The following GoldMine functions that operate on all the records in a database, perform differently when a group is activated:

•	[Page Up] and [Page Down], and corresponding menu options, Next Record and Previous Record

•	Merge Forms command

•	Record deletion commands Delete Old History of ALL Contact Records and Delete ALL Contact Records

•	Globally Replace Fields Wizard

•	Synchronization commands

•	Export Records Wizard

Each GoldMine user can create an unlimited number of groups, and each group can contain an unlimited number of members. The only limitation is the space available on your hard disk.

Other Topics:

Working with Groups


Working with Groups

The View|Contact Groups option accesses all group displays and functions except Group Scheduling. The Groups tab contains two displays:

•	Upper portion lists all of the groups that have been defined by the selected user.

•	Lower portion lists all the members of the group that is highlighted in the upper portion. The members are arranged by the Sort code, which can be defined when you first build the group.

To display the Groups tab:

From the Main Menu, select Contact Groups|View. The Filters and Groups window appears, displaying the Groups tab.

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

The Groups tab contains the following information and options:

Group Name

Name of each group. A descriptive name can be assigned to each group. This name should reflect either the purpose of the group or the contact records contained in the group. The members of the highlighted group are displayed in the lower portion of the display, which is discussed below.

Code

Optional identification code assigned to each group. An identification code can be assigned to help locate a group if you have many groups defined in GoldMine.

Members

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

Find

Sort value used to perform the search. GoldMine locates and highlights the group member whose Sort field value most closely matches the value entered in this field.

Sync contact record

Links the highlighted group member in the lower portion of the Group tab to the currently active contact record. When a different group Member is highlighted, GoldMine updates the contact record to display that group member’s contact record.

Member

Displays the Contact field value or the Company field value for the highlighted group’s contact record.

Sort

Sort field assigned to each group member.

Reference

Reference information assigned to the group’s members.

Two local menus provide commands that allow you to work with groups:

•	Groups local menu: contains commands that apply to the group as a whole

•	Group Members local menu: contains commands that apply to member records of a group


Groups Local Menu

To display the Groups local menu, either right-click when the mouse pointer is in the Groups Listing (upper) portion of the Groups tab, or press [spacebar] when the Group Listing portion of the groups object has input focus. The following functions are available:

Activate Group

Activates the highlighted group. When a group is selected, the database appears to contain only those contact records that are members of the group; no other records are available. However, you can select [image] on the Record toolbar to activate multiple groups. Each group appears in a separate Groups dialog box.

Release Group

Deactivates the group currently active on the selected contact record.

Build a Group

Allows you to add a large number of contact records to a group with the Group Building Wizard. Using this wizard, you can build a group based on the following:

•	Filter or expression

•	Previewed records

•	Scheduled calendar activities

•	Completed history activities

•	Supplemental contact data, including profiles, linked documents, additional contacts, or referrals

•	Search result

Select User

Selects the name of the user whose groups are displayed. To display a drop-down list of available users, click on the arrow to the right of the User Name field. To select a user from the list, click on the name of the user whose groups you want to access.

New Group

Displays the Group Profile dialog box in which you can add a group.

Delete

Deletes the highlighted group and its members.

Properties

Displays the Group Profile dialog box in which you can edit the Group Name, Code, and User of the highlighted group.

Other Topics:

Members Local Menu


Members Local Menu

To display the Members local menu, either right-click when the mouse pointer is in the Members portion of the Groups tab, or press [spacebar] when the Members portion of the Groups tab has the input focus. The Members local menu contains the following options:

Sort Members

Displays the Sort Group Members dialog box. Select this option to regenerate each group member’s Sort field.

Sync Record

Links the highlighted group member in the lower portion of the Groups tab to the currently active contact record. When a different group Member is highlighted, GoldMine updates the contact record to display that group member’s contact record.

When you select this option, a check appears next to the option name on the Members local menu.

View

Displays a submenu from which you can select one of the following to appear in the Member column on the Members listing portion of the Groups tab:

View Contact: displays the company name of the group member in the Member column on the Members listing portion of the Groups tab.

View Company: displays the company name of the group member in the Member column on the Members listing portion of the Groups tab.

View Both: displays both the company name and the contact name of the group member in the Member column on the Members listing portion of the Groups tab.

When you select one of these options, a check appears next to the option name in the submenu.

New Member

Displays the Group Member Profile dialog box.

The Group Member Profile dialog box contains two options:

Reference

Designates a shorthand identification of the group members by a selected attribute. You can type a value in the field. For example, to indicate that members of this group were generated on a specific date. You might type an entry that includes the date, such as Added 09/21/95.

You can also create an identification for group members by selecting an XBase expression from the Group Reference lookup associated with the Reference field, then places that selected value in the Reference field for the group’s members.

To add the contact record displayed in the active contact record to the group, leave this field blank.

Sort

Specifies a value by which GoldMine will order group members. For example, you can type a field name, such as City, in the Sort field for GoldMine to list group members in alphabetical order by the entry in the City field of each included contact record.

To add the contact record displayed in the active contact record to the group, leave this field blank.

When done, select the OK button to close the Group Member Profile dialog box, and return to the Groups tab.

Delete Member

Removes the highlighted member from the group.

Properties

Displays the Group Member Profile dialog box, in which you can edit the highlighted group member’s Reference and Sort fields.

Other Topics:

Groups Local Menu


Adding a Group

Adding a group consists of three steps:

1. Creating, naming, and saving a group

2. Defining settings for member records, including how records will be selected and sorted when listed

3. Adding member records

A newly created group contains no members. Unlike a filter, which includes or excludes a record from the filter set based on predefined criteria, you must add contact records to the group. Adding individual contacts records manually to a group can be very time-consuming.

GoldMine provides an easy way to build a group with the Group Building Wizard. A Wizard provides a window-by-window procedure that simplifies a procedure. When a group is built, all contact records that match selected criteria are added to the group and become members. The Group Building Wizard allows you to build a group based on one of the following options:

•	Filter or expression

•	Previewed records

•	Scheduled calendar activities

•	Completed history activities

•	Tagged records

•	Supplemental contact data

•	Search result

Other Topics:

Creating a Group


Creating a Group

Before you can add contact records to a group, you must create and name the new group. To add a new group, select New Group from the Groups local menu. The Group Profile dialog box appears.

The Group Profile dialog box contains the following options:

Group Name

Descriptive name for the group. For easy recognition of the group, select a group name that reflects either the purpose of the group, or the contact records contained in the group.

Code

Optional identification code for this group. Select a code that will help you locate the group.

User

Designates the user who will be the “owner” of the group. GoldMine maintains a separate list of groups for each GoldMine user. By default, GoldMine displays your groups. However, if granted access rights, you can display other users’ groups by selecting User.

To display a list of available user names, click on the arrow to the right of the field.

Build the Group

Allows you to add records via the Groups Building Wizard. Check this check box to begin building immediately. To add a group without adding members, leave the Build the Group box blank.

When done, select the OK button to add the group. GoldMine updates the Groups listing to display the new group. Once the new group is added to GoldMine, you can add member records to the group based on a variety of methods. Select the Build a Group option from the Groups local menu to display the Group Building Wizard.

Other Topics:

Building a Group


Building a Group

Once you have created a group, you can specify criteria that GoldMine will use to select members from the contact database. The Group Building Wizard provides an easy way to select criteria.

To build a group:

From the Groups local menu, select Build a Group. The Group Building Wizard appears.

Depending on the option selected, the Group Building Wizard displays a special window for that option, such as setting up a filter or expression.

The Group Building Wizard allows you to build a group based on one of the following options:

•	Filter or expression

•	Previewed records

•	Scheduled calendar activities

•	Completed history activities

•	Tagged records

•	Supplemental contact data

•	Search result


Building a Group based on a Filter or Expression

To add contact records to a group based on a filter or expression:

From the Group Building Wizard, select the Filter or expression option, which allows you to use either predefined filters or expressions that you create to add records to a group. When a group is built based on a filter, all contact records that match the selected filter or expression will become permanent members of the group.

To select this option, select Next>. The Build a Group Based on a Filter dialog box appears.

The Build a Group based on a Filter dialog box contains the following options:

Build on a Filter

Lists all of the defined filters for the group’s owner—see Filters of user. To select a filter, either press [Page Up] and [Page Down] to highlight the filter that you want, or click on the desired filter with the left mouse button.

Owner

GoldMine user who “owns” the filter. Selecting a different user from the drop-down menu associated with this field changes the display of defined filters in the Build on a Filter field.

To display a list of available user names, click on the arrow to the right of the field.

Build on an Expression

Displays the expression corresponding to the filter displayed at the top of the list of predefined filters in Build on a Filter option. To type a new a filter expression, select the radio button corresponding to this option.

GoldMine allows you to create and maintain valid XBase expressions that represent information from the member’s contact record to be entered into the group member’s Reference field. For example, to place the group member’s contact name into the Reference field, enclose the field name in braces.

{CONTACT1->CONTACT}

This expression causes GoldMine to replace the Reference field for each group member with the member’s contact name. The reference entry

{CONTACT2->USERDEF03}

places the value of User Defined 3 in the group Reference field for each contact record added to the group. In fact, GoldMine supports a subset of the XBase language, so many XBase expressions can be used as Reference expressions. GoldMine will evaluate the expression for each contact record added to the group, and place the value of the expression in the Reference field for each new group member.

Build Filter

Displays the Expression Builder dialog box, in which you can create a filter to apply to the contact database to select records as members of the group.

Once you have selected a predefined filter or created an expression, select Next>. The Optional Settings dialog box appears.


Building a Group based on Previewed Records

Instead of building or selecting a filter, then “blindly” accepting contact records selected on the basis of the filter, you may want to first view the records, then decide whether to put all selected records in the group, or to refine the filter to select a subset of records based on narrower conditions.

Note: A filter must be activated before you can build a group based on records previewed on the basis of filter criteria.

For example, your first filter may select all contacts located in the state of California. However, once you preview the results and find that over 200 records have been selected, you may decide to select or build another filter that will select only contacts in the transportation industry that are located in California. The Previewed records option allows you to apply another filter to the originally selected records so that you can create a subset of the contacts located in California.

To add contact records to a group based on previewed records, from the Group Building Wizard, select the Previewed records option. This option allows you to view a list of all contact records that match the filter or expression that was applied to the database. For more information about previewing records selected on the basis of a filter.

When done, select Next>. The Optional Settings dialog box appears.


Building a Group based on Scheduled Activities

This group-building method allows you to add contact records to a group based on scheduled activities in the Calendar. Whenever a contact record has a specific type of scheduled activity that matches your search criteria, GoldMine will add that contact record to the group. You can use this feature to send literature to all contacts to be called, or create a group to make your telephone calls instead of working directly from the Calendar.

To add contact records to a group based on Calendar activities:

From the Group Building Wizard, select Scheduled calendar activities. Select Next>. The Group based on Scheduled Activities dialog box appears.

The Group based on Scheduled Activities dialog box contains the following options:

User

Name of the user or user group whose Calendar activities will be searched to build the group. The default setting is your user name, but you can build the group based on the Calendar of any single user or user group.

To display a list of available user names, click on the arrow to the right of the field.

From Date

Adds contact records to the group that have Calendar activities scheduled on or after the date entered in this field. The default is the current date.

When combined with an entry in To Date, GoldMine will add only contact records with activities scheduled in the specified date range.

To Date

Adds contact records to the group that have Calendar activities scheduled on or before the date entered in this field. The default is the current date.

When combined with an entry in From Date, GoldMine will add only contact records with activities scheduled in the specified date range.

Activity Type

Depending on which radio button you select, GoldMine will add contact records that have scheduled Call Backs, Messages, Next Actions, Appointments, Forecasted Sales, or Other activities to the group. You can select only one activity type.

Select the All Activities option to add contacts with any type of scheduled activities to the group.

Note: To add contact records with multiple activities, select a different option, then rebuild the same group.

When done, select Next>. The Optional Settings dialog box appears.


Building a Group based on Completed Activities

The Completed history activities option allows you to add contact records to a group based on completed activities in history.

To add contact records based on completed activities:

From the Group Building Wizard, select the Completed history activities option. Once you select this option, select Next>. The Build a Group Based on Completed Activities dialog box appears.

The Build a Group based on Completed Activities dialog box contains the following options:

Note: All date fields feature spin controls (triangular arrows to the right of the field). You can change an entry by either:

Clicking on the spin controls to scroll through dates following or preceding the current entry.

Pressing [F2] inside the field to display a graphical calendar.

User

Name of the user or user group whose history activities will be searched to build the group. The default setting is your user name, but you can build the group based on the history of any single user or user group.

To display a list of available user names, click on the arrow to the right of the field.

From Date

Adds contact records to the group that have history activities scheduled on or after the date entered in this field. The default is the current date.

When combined with an entry in To Date, GoldMine will add only contact records with activities completed in the specified date range.

To Date

Adds contact records to the group that have history activities scheduled on or before the date entered in this field. The default is the current date.

When combined with an entry in From Date, GoldMine will add only contact records with activities completed in the specified date range.

Activity

Adds only contact records that have a specified three-character identification code for an activity. Leave this field blank for GoldMine to include history records with any activity code.

Result

Adds only contact records with activities completed with a result specified by the three-character identification code. Leave this field blank for GoldMine to include history records with any result code.

Activity Type

Depending on which radio button you select, GoldMine will add contact records that have completed Phone Calls, Messages, Next Actions, Appointments, Sales, Others, Letters, or To-Dos activities to the group. You can select only one activity type.

Select the All Activities option to add history records with any type of completed activities to the group.

Note: To add contact records with multiple activities, select a different option, then rebuild the same group.

When done, select Next>. The Optional Settings dialog box appears.


Building a Group based on Tagged Records

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

To tag a record from the contact listing or Group Members listing browse window, press and hold [Shift], then click on each record that you want to include in the group. You can release the tagged records by closing the contact listing or Group Members listing browse window.

To keep the group for future use, you can select Tagged records from the Group Building Wizard.

When done, select Next>. The Optional Settings dialog box appears.


Building a Group based on Supplemental Contact Data

Building a group based on supplemental contact data allows you to add contact records to a group based on profiles, linked documents, additional contacts, or referrals.

To add contact records based on supplemental contact data:

From the Group Building Wizard, select the Supplemental contact data option. This option adds records based on the contact’s profiles, linked documents, additional contacts, or referrals. GoldMine will add to the group all contact records that have the selected type of supplemental record.

Select the Next> button. The Build a Group Based on Contact Profiles dialog box appears.

The Build a Group Based on Contact Profiles dialog box contains the following options:

Profiles

Builds the group based on profile records.

Document Links

Builds the group based on linked documents.

Other Contacts

Builds the group based on other contact records.

Referrals

Builds the group based on referral records.

Profile

Type the name of the profile on which to build the group. Only contact records that have this profile will be added to the group.

This option is active only when Profiles has been selected for Record Type. That is, GoldMine will ignore this field when the selected supplemental record type is Document Links, Other Contacts, or Referrals.

Keyword

Specifies a word or phrase to be searched for within the Reference field of the selected type of supplementary record. If a value is entered in this field, GoldMine will add only contact records with profiles that contain this value within the Reference field to the group.

When done, select Next>. The Optional Settings dialog box appears.


Building a Group based on Search Result

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

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

Access the Build a Group Wizard, then select Search result. This option allows you to add contact records to a group based on the result of a search. When a group is built based on the result of a search, GoldMine will add to the group all contact records found in the most recent search operation.

Once you select the Search result option, select Next>. The Optional Settings dialog box appears.


Setting Additional Options for Group Members

Once you have defined the basis on which you want GoldMine to build your group, the Optional Settings dialog box appears.

The Optional Settings dialog box contains the following options:

Sort field

Specifies a field by which GoldMine can sort the group. Select the field by which to sort the group, and GoldMine will place the value from that field in the group Sort field for each group member’s contact record. When the group is active, group members will be arranged alphabetically by this sort field.

To display a list of available sort fields, click on the arrow to the right of the field.

Reference

Each member has a group reference field. This field can contain any information you select. When GoldMine builds a group, you can select the value that is placed in the group Reference field for each group member. GoldMine also allows you to place information from the group member’s contact record, or the activity’s history record, in the group Reference field by enclosing the field name in braces. For example, the entry {CONTACT1->COMPANY} will place the company name for each group member in the Reference field.

Filter Expr

Type a filter expression that GoldMine will apply to select the records for the group. This option is not available if the Filter or expression option is selected to build groups.

This field allows you to further limit the contact records that GoldMine adds to the group. Any entry in this field must be a valid XBase Boolean expression.

When done defining optional settings, select Next>. The Ready to Build window appears. Select Finish. GoldMine displays the Adding members to group status window during the group building process.

Other Topics:

Activating a Group


Activating a Group

You can activate a selected group in the Groups tab by either selecting Activate, or by selecting Activate Group from the Group local menu. When you select this command, GoldMine’s database appears to contain only contact records that are members of the group. Records that are not members of the group are not displayed.

To display a record that is not a group member:

From the Main Menu, display the Contact Listing dialog box from the Query menu by selecting an option by a value in the contact record, such as Company. However, when you press [Page Up] and [Page Down] to move through records, the record that appears will be a member of the active group.

Other Topics:

Sorting a Group


Sorting a Group

During group building, the value entered in the Sort field determines the order of members in the group. When a group is active, member contact records are listed alphabetically, based on the value in the Sort field.

Once a group is built, you can change the field by which GoldMine sorts member records. The value of this field is entered into the Sort field on each contact’s group record. To change the value in the Sort field to order member records in a different way, display the Group Member local menu, then select the Sort Members option.

The Sort Group Members dialog box appears.

The Sort Group Members dialog box contains the following information and options:

Clear All Sorts

Replaces the entry in the Sort field of each group member with blank spaces. When all the Sort fields in the group are blank, the members of the group are arranged randomly.

Sort by a Field

Replaces the Sort field for each member of the group with the value of the selected field on the contact record. For example, to arrange the group alphabetically by the Source field, select the Sort by Field option, then click on the arrow to the right of the field to display a list of available fields.

Sort by an Expression

Replaces the Sort field for each member of the group with the value returned by a DBASE expression. For example, to sort the group by telephone area code and prefix, enter the following expression:

SUBSTR(CONTACT1->PHONE1,2,3) + “-” + SUBSTR(CONTACT1-PHONE1,6,3)

Reference Expression

When sorting a group, you can also regenerate the values in the Reference field for each group member. You can enter a value directly, such as

SORTED 10/01/95

and GoldMine will place that text in each group member’s Reference field. You can also place information from the group member’s contact record in the group Reference field by enclosing the field name in braces. For example, the reference entry

{CONTACT1->STATE}

places the value of the State field on the contact record in the group Reference field for each contact record added to the group. In fact, any valid DBASE character expression can be used as a reference expression. GoldMine will evaluate the expression for each contact record added to the group, and place the value of the expression in the group Reference field for each group member.


Finding Contacts with an SQL Query

Depending on the type of license purchased, GoldMine can run on either a file server, or the newer client/server architecture. In a client/server setup, one dedicated computer, or server, hosts program files and controls a network of PCs, or clientsError! Bookmark not defined..

If GoldMine contact database files are located on a server in the new client/server architecture, you can create and run Structured Query Language expressions to retrieve contact records that match specified criteria. The SQL server searches of the entire file, and sends back only the data that meets filter criteria to your workstation. Therefore, SQL queries of large databases are processed more quickly than when querying a file server.

Using GoldMine 4.0, you can create and run expressions to query an SQL database. These queries are maintained in a separate SQL Query tab in the Filters and Groups window. The main advantage of using an SQL query to network users is that information is retrieved more efficiently than when querying a file server. The query is processed at the server, which sends only the retrieved data to the workstation. The end result is that a workstation will get results with less effect on network resources for other users.

An SQL query is designed for display purposes only. The data retrieved is not available for printouts, or for use to create a subset of contacts. If you want to create a subset of contacts, you can either activate a filter or group.

To work with SQL queries:

From the Main Menu, select Query|Filter. The Filters and Groups window will appear.

Select the SQL Query tab.

To select a previously created query, select an entry from the drop-down list below Enter an SQL query or select a saved query. By default, GoldMine will display the queries of the currently logged user, as displayed in the upper right drop-down list.

To access the queries of another user, select a name from the drop-down list to the right of the Enter an SQL query or select a saved query field.

The upper pane of the SQL Query displays the currently selected expression. You can also type an expression in the pane to use for one query only, or to save for future use.

To save, update, or delete a query, select Save. The Saved Queries dialog box appears.

To scroll through the expression that you have run during the query session, select either:

<<	Scrolls back through expressions that you have run during the query session.
>>	Scrolls forward through expressions that you have run during the query session.
The Count field displays the number of records retrieved by the query.

To send the query to the SQL server, select Query. Once you select this button, the button label will change to Cancel, which you can select during processing to discontinue the query.

When you have selected an existing query, or created an SQL expression, select Query to send the request to the server. The server will perform the search, then send back the records retrieved on the basis of the expression criteria. GoldMine will list the retrieved records in the lower pane of the SQL Query tab.

When GoldMine displays retrieved records in the lower pane of the SQL Query tab, information about each record is organized in columns in the lower pane of the tab.

The Row column lists the row number of the record in the table returned by the query. Other displayed columns identify values retrieved by fields named in the query expression. The column titles will vary depending on the statement. For example, in the above figure, the SELECT statement included the Contact, Company, and Phone1 fields. These fields appear as column titles in the list of query results.

To sort records in alphabetical order by one of the columns, click on the column label. For example, if you want to list records in alphabetical order by company name, click on the Company label.

When done, click on [image] to close the Filters and Groups window.


Updating your List of SQL Expressions

You can save a query expression for later use, save modifications to an existing query, or delete a saved query.

When you select Save in the SQL Filters tab, the Saved Queries dialog box will appear.

In the Query name field, type a descriptive title for the query expression, such as CA contacts.

To specify how you want to treat the query, select one of the following:

Save as new query

By default, GoldMine will save an SQL query as a new expression. Once saved, the entered title will appear in the Query name drop-down list.

Update current query

Saves changes to a previously created query expression. The title will appear in the Query name field.

Delete query

Deletes the query expression specified in the Query name field.

When done, select OK


Displaying User Activities in an Activity List

Once activities are scheduled, GoldMine can display several types of Activity Listings. These lists enable you to view activities that are pending for a particular contact record, or view activities that are pending for you or other GoldMine users. These Activity Lists are your action lists that tell you what you must do to stay on track.

The Activity List is GoldMine’s main window for viewing activities. To display the Activity List, from the View menu, select Activity List.

While the contact record displays information associated with a particular contact in your GoldMine database, the Activity List displays the activities related to a particular GoldMine user. Although you will typically use the Activity List to view and manipulate your own activities, the Activity List can also be used to view and manipulate another GoldMine user’s scheduled activities, completed activities, and electronic mail.

When first displayed, the Activity List displays your activities for the current date. However, the Activity List display can be changed to display a variety of activity-related information.

The Activity List is designed to be one of the main working areas of GoldMine. From the Activity List, you can view the pertinent details of an activity, display the contact record linked to a particular activity, use the auto-dialer to call the contact, complete the activity, and save vital reference information in the history file.

You can leave the Activity List on the screen as you work with other GoldMine functions. For example, if you need to view or edit information in the contact record, click on the title bar of the contact record. The contact record will come to the foreground and overlap the Activity List. To return to the Activity List, click on its title bar. In addition, GoldMine has commands in the Window menu that help you manage the size, position and arrangement of objects in the GoldMine work area.

The Activity List contains two levels of tabs along the top, similar to the tab bar on the contact record. The tabs in the Activity List are used to select the type of activity that appears. The following activity views can be selected by clicking on the appropriate tab:

Open

Displays all types of pending scheduled activities. This is the default view.

E-mail

Displays only the selected user’s unanswered e-mail.

Outbox

Displays only messages that the user has created, but has not yet sent to the receiver(s).

Calls

Displays only the selected user’s calls.

Appts

Displays only the selected user’s appointments.

Forecast

Displays only the selected user’s forecasted sales. The default date range for this display is All Dates.

Actions

Displays only the selected user’s Next Actions and Other Actions.

To-do

Displays only the selected user’s To-dos.

Closed

Displays all completed activities for the selected user.

Filed

Displays all completed GoldMine e-mail and Internet e-mail. This tab is similar to the Closed tab, but dedicated solely to completed e-mail.

Real Time

Displays all users’ completed activities in the order in which they were completed. This display is useful for viewing the productivity of your entire staff in real time.

Tagging Records

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

To tag a record from the Activity List, you can either:

•	Press and hold [Shift], then click on each record that you want to include in the group

or

•	Press and hold [Shift], press [down-arrow] and [up-[arrow] to move to the record that you want to select, then press [spacebar]

You can remove the tag from any record selected in the contact listing by repeating the same steps by which you tagged the record. You can release all of the tagged records by closing the Activity List.

GoldMine displays the total number of tagged records in the title bar of the contact record.

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

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

Other Topics:

Activity List Local Menus

Replying to an Activity


Activity List Local Menus

Each Activity List tab has a local menu. Depending on which tab is currently selected, GoldMine can display a different local menu containing commands that operate on the activities in the window. To access these local menus, either right-click while the mouse pointer is within the boundaries of the Activity List, or press [spacebar] when the Activity List is the active window.

The following options are available on the local menus for Open, E-mail, Out-Box, Calls, Appts, Forecast, and Actions.

Zoom

Displays the Scheduled Activity Zoom dialog box containing all the information on the highlighted activity. In addition, you can view the next activity on the Activity List by selecting the Next button, or view the previous activity on the display by selecting the Prev button. If the local menu option Sync Record is checked, the linked contact record displays the contact record linked to the activity displayed in the Scheduled Activity Zoom screen.

Read

Displays the Read Email dialog box, from which you can read the selected GoldMine e-mail or Internet e-mail.

View

Allows you to control the display by selecting the following option(s):

Detailed View: Selects whether or not the details of the selected activity are displayed in the lower portion of the Activity List.

Sync Record: Selects whether or not the displayed contact record is linked to the Activity List. When this option is active, the contact record window will always display the contact record linked to the selected activity in the Activity List.

Show Contact: Displays the name of the contact in the Contact column of the browse window.

Show Company: Displays the name of the company in the Contact column of the browse window.

Date Range

Displays the Activity Range dialog box containing options that allow you to select which activities appears in date order in the Activity List. GoldMine displays activities for the current date, but you can view almost any range of dates by selecting the appropriate option from this dialog box.

Activities

Allows you to select a specific type of activity to be displayed. For example, you can set GoldMine to display only next actions when the Open tab is selected on the Activity List. Typically, you leave this option set to All Activities.

This option appears only on the local menu for the Open tab.

Analyze

Displays an analysis dialog box, from which you can view statistics on the potential or actual performance of selected users.

This local menu option is available only for the Forecast, Closed, and Filed tabs.

User

Displays the Select a User dialog box, from which you can select the GoldMine user whose activities you want to view.

Forward

Displays the Forward All Displayed Activities dialog box that contains options to forward the activities currently displayed in the Activity List window to another date, or to another user. This is useful to assign activities to different GoldMine users, such as sales representatives.

Complete

Removes a completed activity from the Calendar and activity displays. When this option is selected, GoldMine displays a dialog box so you can enter information about the completed activity to be stored in GoldMine’s history file.

Reply

Displays the Reply to an activity dialog box, from which you can specify how to dispose of the original message once you reply.

Link

Links a selected activity to the active contact record.

Delete

Deletes the highlighted activity without completing it. No information will be stored in the history file.

Properties

Edits the highlighted activity.

Other Topics:

Replying to an Activity


Replying to an Activity

When you select Reply from the Activity List local menu, the Reply to an activity dialog box appears.

The Reply to an activity dialog box contains the following options:

File in history

Places the activity in the History tab of the related contact record.

Delete the activity

Removes the activity.

Retain in In-Box

Leaves the activity in the Pending tab.

Carry over notes

Copies the text of the original notes from the activity into your reply. You can select this option in combination with any of the preceding options.

When done selecting options to specify how the disposition of the original message, select Reply.

For Internet e-mail, selecting Reply displays the Create Internet E-mail dialog box.

To copy text from the received message into the body of your reply, select the Read option from the E-mail local menu. The Read E-mail dialog box appears. Highlight text within the received message by pressing down the left mouse button and dragging the mouse cursor over the text that you want to copy. Click on Reply. The highlighted text appears in the Create Internet E-mail dialog box.

For any other activity, selecting Reply displays the Send GoldMine E-mail dialog box, from which you can create and send a message to the sender of a selected activity. When this option is selected, GoldMine displays the Schedule dialog box for the selected activity, and copies the fields from the highlighted activity to the fields on the Schedule dialog box. The Notes and Subject of the original activity are copied to the new activity. You can make changes before sending the reply.


Displaying the Calendar

GoldMine’s Calendar graphically displays activities. Using the Calendar, you can quickly determine available times for scheduling new activities. For example, when you need to add a last-minute appointment, the Calendar can tell you when you—and/or other GoldMine users—have free time. You can edit activities by double-clicking on an activity in the display.

The Calendar displays schedule-related information in one of seven tabs. When the Calendar first appears, the Day tab is displayed. Using the tab bar on the Calendar, you can view your activities from the Day, Week, Month, Year, and Outline tabs. The Planner tab allows you to view the schedules of multiple GoldMine users. The Peg Board tab tracks the availability and current work activity of all users.

To display the Calendar, from the Main Menu, select View|Calendar.

Common Features of Calendar Displays

All of the Calendar tabs share several features. For most of the tabs, the following controls will operate in the same manner:

Day

Displays the daily calendar. By default, the daily calendar for the current date appears when you first access the Calendar. To access the daily calendar from another Calendar display, click on the Day tab.

Week

Displays the weekly calendar. To display this calendar, click on the Week tab with the left mouse button.

Month

Displays the the monthly calendar. To display this calendar, click on the Month tab.

Year

Displays the annual calendar. To display this calendar, click on the Year tab.

Planner

Displays a calendar for multiple GoldMine users. To display this calendar, click on the Planner tab.

Outline

Displays a calendar in an outline, or hierarchical, format. To display this calendar, click on the Outline tab.

Peg Board

Displays a status chart of other GoldMine users. To access this display, click on the Peg Board tab.

VCR Controls

These buttons allow you to quickly change the highlighted date in the Calendar. The middle button immediately highlights the current date. To advance or turn back by the Calendar increment (such as weekly) of the displayed tab, press [image] or [image]. For example, in the Month tab, press [image] to advance the Calendar by one month from the currently highlighted date.

Note: The Day tab includes an inset calendar with VCR controls that advance or turn back the date by increments of one month.

User

Allows you to select the GoldMine user whose activities are displayed. This field defaults to your user name.

Other Topics:

Calendar Local Menu

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Calendar Local Menu

Each Calendar tab has a local menu. Depending on which tab is currently selected, GoldMine can display a different local menu containing commands that operate on the activities in the window. To access these local menus, either right-click while the mouse pointer is within the boundaries of the Calendar, or press [spacebar] when the Calendar is the active window.

Unless otherwise noted, the following options are available on the local menus for the Day, Week, Month, Year, Outline, and Planner tabs. For a description of options available from the Peg Board local menu.

Zoom

Displays the Scheduled Activity Zoom dialog box containing all the information on the highlighted activity. In addition, you can view the next activity on the Activity List by selecting the Next button, or view the previous activity on the display by selecting the Prev button.

Read

Displays the Read E-mail dialog box, from which you can read an e-mail message, and select a method of handling the message, such as Delete, Reply, etc.

Schedule

Allows you to schedule an activity from one of the following:

•	Call

•	Next Action

•	Appointment

•	Forecasted Sale

•	Other Action

•	To-do

•	Event

Once you select an activity type, GoldMine displays the corresponding Schedule window, so that you can enter details about the scheduled activity or to-do.

Note: You can also schedule an activity by working with the expanded contact listing and the Calendar. Select a contact entry from the contact listing, then drag the contact onto any Calendar tab except the Outline tab, or the Peg Board tab. As you drag across the work area, GoldMine’s cursor changes to include the upper “half” of a person’s silhouette. When you release the mouse button, GoldMine displays the Schedule an Appointment window. You can then schedule an appointment —or another activity—for the selected contact.

Today

Moves the highlight to the selected time slot in the current date. For example, if the highlight appears in the 9:00 a.m. slot in a future or past date when you select this option, the highlight appears in the 9:00 a.m. slot in the current date.

Go To Date…

Displays the Go To Date dialog box, in which you can specify the date that you want the Calendar to display. The highlight will move to the selected time slot in the specified date. For example, if the highlight appears in the 9:00 a.m. slot in the current date when you select this option, the highlight appears in the 9:00 a.m. slot in the specified date.

Activities…

Displays the Select Activities to View dialog box, from which you can select from the following activity types:

•	Calls

•	Messages

•	Next Actions

•	Appointments

•	Forecasted Sales

•	Others

•	Events

By default, GoldMine displays all activity types for both scheduled activities and completed activities.

User

Displays the Select a User dialog box, from which you can select the GoldMine user whose activities you want to include in the Calendar.

In the Planner tab, the User(s) button displays the Select Users dialog box, from which you can select multiple users and/or user groups.

Options

Allows you to specify one of the following:

•	Expand All: displays all activities under the selected branch, or level, of the calendar hierarchy (Outline tab only).

•	Collapse All: closes the selected branch, or level, of the calendar hierarchy (Outline tab only).

•	Refresh: repaints the display (Outline tab only).

•	Sync Record: displays the record linked to the scheduled activity behind the Calendar.

•	Go To Record: displays the record linked to the scheduled activity in front of the Calendar.

•	Show Work Days Only: displays only those days designated as work days in the Calendar tab of the Preferences window.

•	Preferences: displays the Calendar tab of the Preferences window, from which you can select settings that control the display and other attributes of the Calendar. The local menus for the Year tab and Planner tab display only this option.

The following options appear only in the local menus of the Day, Week, Month, and Outline tabs.

Complete

Removes a completed activity from the Calendar and activity displays. When this option is selected, GoldMine displays a dialog box in which you can enter information about the completed activity to be stored in GoldMine’s history file.

Reply

For GoldMine e-mail, selecting this option displays the Send GoldMine E-mail dialog box, from which you can create and send a message to the sender of a selected activity. When this option is selected, GoldMine displays the Schedule dialog box for the selected activity, and copies the fields from the highlighted activity to the fields on the Schedule dialog box. The Notes and Subject of the original activity are copied to the new activity. You can make changes before sending the reply.

For Internet e-mail, selecting this option displays the Create Internet E-mail dialog box. To copy text from the received message into the body of your reply, highlight text within the received message by pressing down the left mouse button and dragging the mouse cursor over the text that you want to copy. Click on the Reply button. The highlighted text appears in the Create Internet E-mail dialog box.

Delete

Deletes the highlighted activity without completing the activity. No information will be stored in the history file.

Properties

Edits the highlighted activity.


Displaying the Daily Calendar

The Day tab displays activities for a single day. The tab contains four displays:

•	Two list boxes display date-based activities

•	Monthly calendar(s) appear in the upper right side

•	To-do list appears in the lower right side

The large, upper list box displays activities that are time specific: appointments, calls, next actions, messages and other actions. Each activity is displayed, with the name of the contact, in the time slot corresponding to its scheduled start. A small icon to the left of the contact name identifies the activity type. To resize of the Activity List box display, drag the vertical separator that appears to the right of the elevator bars.

When two or more activities are scheduled at either the same time or times that “fit” into the same time slot on the Calendar, GoldMine displays both activities. If scheduled at the same time, the activities appears in order of the date/time the Calendar record was created. If the activities are scheduled at different times, such as 9:00 and 9:15, GoldMine will first display the activity scheduled at the earlier time, as shown in the following example.

The lower list box on the left displays forecasted sales, and events. On the lower right side, a separate list box displays to-do activities. To resize the Activity List box display, drag the vertical separator that appears to the right of the elevator bars.

You can use elevator bars to scroll through any of the three displays.

To display the activities of another user, click on the arrow to the right of the User field. A drop-down list appears, from which you can select another user. To edit an activity, select Properties from the local menu. GoldMine displays the appropriate Schedule dialog box.

To change the displayed date, either click on the VCR controls, or click on the date that you want to display on monthly calendar(s) that appear in the upper right side of the display. You can display a calendar for the following month by resizing the calendar pane. To resize the calendar pane, drag either the vertical separator, or the horizontal separator.

Other Topics:

Calendar Local Menu

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Displaying the Weekly Calendar

When you select the Week tab, GoldMine displays a weekly calendar.

Depending on your selection in the Options|Show Work Days Only option from the local menu, each week will either display seven days, or only your working days for the week. Each column displays the activities for a day of the week. Each activity appears, with a portion of the contact name, in the time slot corresponding to the scheduled start time. A small icon to the left of the contact name identifies the activity type.

When two or more activities are scheduled at either the same time or times that “fit” into the same time slot on the Calendar, GoldMine displays both activities. If scheduled at the same time, the activities appears in order of the date/time the calendar record was created. If the activities are scheduled at different times, such as 9:00 and 9:15, GoldMine will first display the activity scheduled at the earlier time, as shown in the following example.

To edit an activity, select the Properties option from the local menu. GoldMine displays the appropriate Schedule dialog box.

To change the displayed date, use the VCR controls.

By default, GoldMine displays the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list appears, from which you can select another user.

Other Topics:

Calendar Local Menu

Displaying the Daily Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Displaying the Monthly Calendar

When the Month tab is selected, GoldMine displays a monthly calendar.

The Month tab displays activities for an entire month. By default, GoldMine displays the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list appears, from which you can select another user.

When a particular date contains more than one activity, you can click on the date to display elevator bars that you can use to scroll through the listed activities. To change the displayed month, use the VCR controls.

You can display either activity details or activity totals per date. To display activity totals per date instead of activity details, right-click anywhere inside the Calendar to display the local menu, then select Options|Show Totals. The display changes, as shown in the following example, for the entire monthly display.

Show Totals disabled	Show Totals selected
Other Topics:

Calendar Local Menu

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Displaying the Annual Calendar

When the Year tab is selected, GoldMine displays an annual calendar.

The Year tab displays dates for six months, either from January through June, or July through December. To advance or reverse the display by six-month intervals, click on the corresponding VCR controls. Any date that contains activity is displayed in a different color. To view the scheduled activities for a specific date, double-click on the date, which displays the Day tab.

By default, GoldMine displays the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list appears, from which you can select another user.

Other Topics:

Calendar Local Menu

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Viewing Activities in an Outline Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Viewing Activities in an Outline Calendar

You can display your scheduled activities in a hierarchical structure by opening the Outline tab. The Outline tab displays a tree with branches that correspond to the Year, Month, and Day tabs.

Each Calendar level is graphically represented by an icon.

Year

As the highest level in the hierarchy, a year contains all activities grouped by months. Upon installation, the Outline tab includes year entries for 1996 and 1997.

 appears to the left of a closed year. To display the months of a year, either click on [image], or double-click on the icon.

Month

Depending on your selection in the Options|Show Work Days Only option from the local menu, each month will either display all calendar dates, or only your working days for the month. All specified dates appears regardless of whether or not activities are scheduled.

 appears to the left of a closed month. To display the individual dates in a month, either click on [image], or double-click on the icon.

Date

Each date lists all scheduled activities. The activity type of each entry is identified by the same icon that appears in the Schedule toolbar, as shown in the following example.

 appears to the left of any date for which one or more activities are scheduled. To display the activities under a date, either click on [image], or double-click on the icon.

Note: You can also display all listings under a selected section, such as a month or year, by selecting the Options|Expand All option from the local menu. To close all items under a selected section, select the Options|Collapse All option from the local menu.

To change the displayed date, either click on the VCR controls, or click on the date that you want to display on monthly calendar(s) that appear in the upper right side of the display.

By default, GoldMine displays the scheduled activities of the currently logged user. To display the activities of a different user, click on the arrow to the right of the User field. A drop-down list appears, from which you can select another user.

Other Topics:

Calendar Local Menu

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Checking the Schedules of Others

Checking Activity with the Peg Board


Checking the Schedules of Others

You can check the schedule of one or more GoldMine users by opening the Planner tab. Your settings in the Calendar tab of the Preferences window determines the period of days that the Planner tab displays. Each activity is represented by a colored bar that shows the amount of time reserved for the activity. You can view details of the user’s activities, and even schedule activities for other users.

By default, the Planner tab displays the activities of the currently logged user from the current date for a period of eighteen days. The highlight appears on the current date.

To schedule an activity or work with an activity scheduled for a selected time slot, either:

•	Double-click on the highlighted slot to display the Day tab for the selected user, from which you can schedule, modify, reply, complete, or delete an activity.

•	Right-click to display the local menu

Displaying Activities for Multiple Users

You can display the activities for multiple GoldMine users in the Planner tab. To select additional users, select Users. The Select Users dialog box appears.

The Select Users dialog box contains the following options:

User List

Lists all GoldMine users. To select a user, double-click on the name of the user. The user appears in the Selected Users list.

Group List

Lists all user groups. To select a user group, double-click on the name of the group. The group name appears in the Selected Users list.

Selected Users

Lists all selected users. To remove a user or user group, double-click on the name.

When done selecting users, select OK to close the Select Users dialog box. GoldMine updates the Planner display with the activities of the added users. Each user is listed horizontally in alphabetical order along the bottom of the Calendar window, and is assigned a unique color key, which identifies activities by user.

Other Topics:

Calendar Local Menu

Displaying the Daily Calendar

Displaying the Weekly Calendar

Displaying the Monthly Calendar

Displaying the Annual Calendar

Viewing Activities in an Outline Calendar

Checking Activity with the Peg Board


Checking Activity with the Peg Board

The Peg Board tab displays the login status and activity of individual users and system availability. For individual users, GoldMine tracks login/logout times, total logged time, and activity as determined by keystrokes and mouse use. When they need to leave their desks, users can “log away,” posting their location and expected time of return. To ensure security, the user must either log out of GoldMine, or minimize GoldMine during the time away. By default, GoldMine will refresh the display each minute.

Each user’s work status is identified in two ways:

•	“Tacks” indicate whether a user is currently logged in (green), logged away (yellow), or out (red)—users can “post” a note in the Whereabouts column about location during the log away period, and/or expected time of return. For example, a user might post a note indicating that he has left for lunch, and will return at 1:00 p.m.

•	Blue bars indicate the length of time that a user has been inactive, as determined by an absence of mouse clicks or keystrokes.

Any user with Master-Rights can view a log that lists login and logout data for all users in the Time Clock tab of the [user name] Properties window.

The Peg Board tab displays icons about system activity in the column between the User Inactivity column and the Whereabouts column to inform users when a user’s system is:

Performing batch processing, such as globally replacing fields or performing remote synchronization.

Logged away, but is still logged into GoldMine.

In an undetermined status. Typically, this icon indicates that the user’s system is “hanging,” or terminated without logout.

Note: By default, GoldMine periodically updates the Peg Board display. This option is especially beneficial for notebook PCs that use power conservation features that shut down the hard disk.

You can disable the periodic update feature by entering the following statement in the [GoldMine] section of username.INI:

UpdatePegboard=0

A user with Master-Rights can force all users to exit from GoldMine to perform maintenance processes, such as indexing. A forced logout grants users a specified number of minutes to finish and save work before being logged out. A forced log out can also be performed by the DDE command ForceLogout. A user with Master-Rights can force out one user by double-clicking on the user’s green “tack.”

The Users Peg Board tab contains the following information:

User

Name of the user selected for display. By default, GoldMine displays all users on the network. Users are listed in alphabetical order.

In/Out

Round “tack” that indicates the current login status of the user by color:

•	Green: logged in

•	Yellow: logged away

•	Red: logged out

Last Log In/Out

Time that the user entered the current log in or log out status.

User Inactivity

Status bar that indicates the length of time since the last keyboard or mouse activity in GoldMine by the user. Markers are labeled for increments of five minutes, 20 minutes, one hour, and four hours.

Where-abouts (back at)

Posted notes about the user’s current location and the time/date of expected return.

Other Topics:

Peg Board Local Menu

Logging Away from GoldMine


Peg Board Local Menu

You can execute all options for the Peg Board tab from the local menu. To access the local menu, either right-click while the mouse pointer is within the boundaries of the Peg Board tab, or press [spacebar] when the Calendar is the active window.

Refresh

Updates status data for the selected users. By default, GoldMine displays all users on the network.

User(s)

Displays the Select Users dialog box.

Log Away...

Displays the I’m away from my desk… dialog box, from which you can enter information about your location and expected time of return that appears in the Whereabouts (back at) column in the Peg Board.

Forced Logout Now…

Displays the Force Log Outs dialog box, from which a user with Master-Rights can initiate a forced logout for all users on the network after a specified number of minutes. By default, GoldMine will force out users after two minutes.

Other Topics:

Logging Away from GoldMine


Logging Away from GoldMine

When leaving GoldMine for a period of time, a user can select a method of logging away, and post information about current location, and the time/date of expected return.

From the Peg Board local menu, select Log Away. The I’m away from my desk dialog box appears.

Note: You can also access the I’m away from my desk dialog box either from the Main Menu by selecting File|Log Away, or by double-clicking on your green (in) tack next to your user name.

The I’m away from my desk… dialog box contains the following options:

My where-abouts

Where you plan to be while logged away. You can specify one of four “standard” locations by clicking on the radio button corresponding to the following options:

•	At lunch

•	On break

•	On the road

•	Gone home

I’ll be back at

Two fields that indicate the time (blank) and date that you expect to return to working in GoldMine. By default, GoldMine displays the current date in the date field.

To specify a time of return, you can type a time into the first field, or click on the spin controls to advance or reverse the displayed time incrementally. To set the time graphically, press [F2] inside the field to display a clock.

You can also enter a time of return by specifying the amount of time that you expect to be away from your desk by clicking on the radio button corresponding to a time interval option, such as 5 min, 1 hr, or Tomorrow. GoldMine will automatically enter the projected time of return in the time field, and, if appropriate, change the entry in the date field.

To specify a date of return, you can type a date to overwrite the default entry in the second field, or click on the spin controls to advance or reverse the displayed date incrementally. To set the date graphically, press [F2] inside the field to display a calendar.

Logout

Logs out of GoldMine, posting the time of logout in the Peg Board.

Wait for me

Minimizes GoldMine. Although you are not logged out of GoldMine, you will be prompted for your password to restore the display. Once you return to your work session, GoldMine will automatically clear the reference in the Whereabouts column of the Peg Board.


Displaying a Contact's Pending Activities

The Pending tab in the contact record lists all activities scheduled for the displayed contact. A local menu allows you to Zoom the information on activities, edit activities, complete activities, and remove activities from the Calendar.

When you right-click in the Pending tab, a local menu with the following options appears:

Zoom

Displays complete information about the highlighted calendar activity, including any attached notes. Use the elevator bars, if present, to scroll through the notes, or click the Notes button to expand the display.

Click on Prev or Next to display other activities without returning to the Pending display.

Read

Displays the Read Email dialog box, from which you can read the selected GoldMine e-mail or Internet e-mail.

Complete

Removes the highlighted activity from the Calendar and adds a record to the history file. This is used to indicate that the activity has been performed. A dialog box will be displayed for the entry of a history reference.

Reply

Sends a reply to the GoldMine user who scheduled the message.

Delete

Removes the highlighted activity from the Calendar without completing the activity.

Properties

Edits the highlighted Calendar activity.

Other Topics:

Pending Tab


Setting up a To-Do List

A to-do list might work better than trying to schedule the activity for those activities without a specific deadline. The To-Do Action feature allows you to set up activities in a rank-order by priority without placing the activities on your Calendar. These activities appear in a separate To-Do Action dialog box, instead of in the date-based Schedule window.

To set up an activity as a To-Do Action:

From the Main Menu, select Schedule|To-Do. The Schedule a To-do dialog box appears.

The Schedule a To-do dialog box contains the following options:

To-do

Descriptive reference for the to-do activity, such as Buy stamps.

Notes

Any additional text that you want to associate with the activity record.

Priority

Number from 1–9 that determines the rank order of the activity on the to-do list. To change the number incrementally, click on the [image] to the right of the field.

Activity

Job code, or other identifier, that categorizes the activity.

User

Name of the primary user on whose Activity List this activity will be listed. This field defaults to your name; however, any user can set up a to-do activity for any other user. This allows users to delegate activities to other users.

To display a list of users, click on the arrow to the right of the field.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP activity on your Activity List.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Link

Attaches the activity to the contact record (default). If you do not want the activity attached to the contact record, remove the check corresponding to this option.

Private

Restricts viewing of code, reference, and any notes about the to-do to the user who “created” the activity, the recipient, and any users with Master-Rights.

Other users can see the activity in the Calendar, but cannot display details in an activity zoom.

When done, select OK to enter the activity on a to-do list. To review a to-do list, select View|Activity, then select the To-do tab.


Scheduling Activities

Managing contacts successfully involves more than just transferring names from your Rolodex® cards to a contact manager, such as GoldMine. A key component of contact management is based on the work related to your contacts. Activity information is time-specific or event-based data about either:

•	Contacts, such as calls or appointments

•	Other types of activities, such as routine tasks, including mailings and faxes

GoldMine’s powerful scheduling features help you to organize and maintain activities for you and other members of your organization.

Consistently scheduling activities in GoldMine yields many benefits, as described below.

Activity Listings

GoldMine can display various listings of activities that need to be performed. You have a great deal of control over the scope of these listings: they can be daily, weekly or monthly. You can view all activities pending for a particular contact, or you can view only those calls that must be made on a specific day.

You can also view the pending activities of other users.

Reminders

Important activities can be set up to automatically remind you at a specific time to perform them. This feature is called an alarm, and can be set up for all the activities that GoldMine supports.

History

When activities are completed, GoldMine maintains a record of what was done, when it was done, and by whom—providing extremely powerful information for subsequent follow-up with contacts.

Scheduling Meetings

When all of your activities are scheduled in GoldMine, other GoldMine users (for example, your assistant) can quickly and easily determine the times when you are available for meetings, conference calls or appointments.

Productivity

Completed Activity Listings or analyses can be printed and displayed or printed for any GoldMine user. You can easily justify time and expenditures. Statistics on completed activities can be calculated and displayed on the screen, allowing you to analyze your performance or the performance of others.

Once a new contact has been added to the database, you can begin using GoldMine to schedule activities for this contact. GoldMine’s Calendar provides a powerful tool for coordinating telephone calls, letters, and appointments for contacts in your database.

GoldMine’s Calendar is designed to act as both a long-range planning tool and a daily activity manager. The Calendar can remind you to call someone, advise you of your current schedule, and remind you when a particular appointment is imminent.

Delegation

If you are using GoldMine on a network, you can use the Calendar to schedule activities to others and to follow up on their progress. One of GoldMine’s most unique features is its ability to delegate and track activities for an individual GoldMine user, or a group of users.

Links

GoldMine allows you to create both linked activities and unlinked activities. Linked activities are associated with a specific contact record; GoldMine updates the information on the linked contact record to show the progress of these activities.

Unlinked activities, however, are not linked to a specific contact record. These activities are not connected to any contact and are generally used for incidental events. Any time an activity does not involve one of the contacts in the current contact file, an unlinked activity can be used.

You will rarely want to use unlinked activities, since many of GoldMine’s features will not operate when the activity is not linked to a contact record. By default, GoldMine creates activities that are linked to the current contact record, unless you specifically direct GoldMine to create an unlinked activity.

Other Topics:

Activity Types


Activity Types

GoldMine groups activities into several different categories. These activity types correspond to commands on the Schedule menu; selecting one of these commands indicates to GoldMine that you want to schedule that type of activity. GoldMine supports the following types of activities:

Calls

Scheduled, outgoing telephone calls to be made sometime in the future. Call activities are used to schedule an initial contact, or to follow up on an existing contact. GoldMine also allows you to make unscheduled outgoing calls and to record unscheduled incoming calls.

Next Actions

Scheduled manual tasks, such as sending literature, delivering samples, shipping products, etc.

Appointments

Scheduled, date-specific meetings with contacts. Appointments can also be used to schedule conference calls.

Forecasted Sales

Scheduled activities indicating the anticipated close date of a pending sale with one of your contacts. GoldMine has special features for managing forecasted sales.

Other Actions

Miscellaneous activities that fall outside the other activity categories defined in GoldMine.

To-Do

Priority-ranked activities that do not have an activity date and appear on a separate To-do list, rather than the date-based Scheduled Activities windows.

Note: By default, GoldMine does not link To-Do activities. Each To-Do activity is forwarded daily.

Event

Date-specific activities scheduled for one or more days, such as conferences and conventions.

Other Topics:

Scheduling an Activity

Scheduling an Activity for Multiple Contact Records

Scheduling Activities from the Contact Listing


Scheduling an Activity

Although each of these activity types performs a different action, the process of scheduling is similar. In fact, the dialog boxes for scheduling a call-back, next action, appointment, or other action are almost identical. For that reason, these four activity types will be discussed together.

Linked activities are scheduled for—or attached to—the contact record displayed in the active contact record. In most cases, the active contact record is the contact record that had input focus prior to the selection of the Schedule menu option. The title bar of an active contact record will be a different color than the title bar(s) of inactive contact record(s).

Sometimes, you can have several contact records in GoldMine’s workspace, but none of the contact records are active (for example, when you are working with the Activity List or the Calendar). In this case, selecting one of the Schedule menu options schedules the activity for the last displayed contact record.

When you select Calls, Next Action, Appointment, or Other Action from the Schedule menu, GoldMine displays the Schedule window.

Note: You can also schedule an activity by working with the expanded contact listing and GoldMine’s Calendar display. Select a contact entry from the contact listing, then drag the contact onto the Calendar. As you drag across the work area, GoldMine’s cursor changes to include the upper “half” of a person’s silhouette. When you release the mouse button, GoldMine displays the Schedule an Appointment window. You can then schedule an appointment—or another activity—for the selected contact as described in the following sections.

The Schedule window is actually a tiered set of tabs, or dialog boxes, that allows you to set up the following activity parameters:

•	Schedule: defines basic information related to the activity, including contact, activity type, and date/time information (default view).

•	Users: specifies which GoldMine users are included in the scheduled event.

•	Resources: reserves accommodations, 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 Scheduling: sets up an activity for all contacts in an active filter or group, or to all contacts.


Setting up Basic Activity Information

When scheduling a Call, Next Action, Appointment, or Other Action, the Schedule window displays the Schedule tab by default. The Schedule tab is a dialog box that allows you to define basic parameters for the activity. For your own single-occurrence activities, this may be the only tab you need to access.

The Schedule tab contains the following options:

Note: To schedule an activity, you do not have to select an option or type a value into every field. GoldMine places default values into the required fields.

Contact

Name of the person to whom the activity is related. This field will default to the primary contact name of the active contact record.

To display a list of additional contacts, click on the arrow to the right of the field.

Code

Job code, or other identifier, that allows you to categorize the activity. A separate lookup is available for each activity type. For example, different activity codes can be set up for activities, such as sales, shipping, and administrative tasks.

Note: Set up your lookup entries for each Activity Code field so that the first three characters of the lookup entry contain the activity code; then two spaces, and then a description of the activity. On activity zoom windows, GoldMine displays the activity reference that matches the code entered in this field.

Activity codes can later be used to analyze specific completed activities. For example, if you code phone calls with an activity code of BIL, for billable calls, and NON for nonbillable call, you can determine how long you have spent on billable and nonbillable calls during a specific period of time by either accessing the View|Statistical Analysis option, or by printing a report.

Color

Assigns a color to the activity. 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 appears, from which you can select a color.

Reference

Descriptive information regarding this activity that appears in the Reference column on the Activity Listing displays. The contents of this field can vary, depending on the activity type and purpose. An example reference might be call to confirm appointment for a call-back; or send brochure for a next action.

Notes

Any additional text that you want to associate with the activity record.

Activity

Specifies an activity type from the following options:

•	Call

•	Action

•	Appt.

•	Other

To select an activity type, click on the arrow to the right of the field. You can change the activity type for a scheduled activity, or when completing the activity.

Opportunity/Project

Adds the scheduled activity to the specified opportunity or project.

To select an opportunity or project, click on the arrow to the right of the field. To create an opportunity or project from the Schedule tab, select New. The New Opportunity dialog box appears.

Primary User

GoldMine user whose calendar will be updated. This field defaults to your name; however, every authorized user can schedule an activity for any other user. GoldMine allows you to delegate activities to other users for completion.

To display a list of available GoldMine users, click on the arrow to the right of the field.

Date

Calendar date on which this activity should be completed.

You can type a date into the field, or use the spin controls to forward or reverse the displayed date incrementally. To change the date by one-day increments, position the cursor in the field.

To set the date graphically, press [F2] inside the field to display a calendar.

Time

Time for which this activity is scheduled. This field will affect the position of the activity on the calendar Activity Listings, because activities on the calendar are sorted by both date and time.

You can type a time directly, or use the spin controls to forward or reverse the displayed time incrementally. To change the time by five-minute increments, position the cursor in the field.

To set the time graphically, press [F2] inside the field to display a  clock.

Duration

Anticipated length of time for this activity in minutes. By default, GoldMine will set the duration in the value that seems logical for the numeric value entered in the first field; for example, if you type 10, GoldMine will set the duration in Minutes, but if you type 2, GoldMine will set the duration in Hours. To change the time increment, which is displayed in the unlabeled field to the right of the numeric value, click on the arrow to the right of the field. A drop-down list appears, from which you can select either Min or Hr. GoldMine will automatically block off the specified time on your (or the specified user’s) calendar.

GoldMine uses the Duration value to allocate time, and avoid scheduling conflicts.

Alarm

Allows you to set up an alarm for the activity. When an activity is set to alarm you, GoldMine will alert you of the pending activity prior to the activity’s scheduled time. GoldMine allows you to verify the amount of lead time in the Alarms tab of the View|Preferences dialog box.

To set an alarm, either type a time in the first field, or press [F2] to display the clock. In the second field, you can either accept the default entry of the current date, or specify a new date.

If you do not want to set up an alarm for this activity, leave the checkbox blank.

Private

Restricts viewing of code, reference, and any notes about the activity to the user who “created” the activity, the recipient, and any users with Master-Rights.

In the Pending tab of the contact record(s), other users can view information about the activity type, date, and user; the Reference column will indicate that the user designated the activity as private. In the Calendar, other users can see the activity, but not zoom on the activity to display details.

RSVP

Allows you to keep track of when, and if, activities that you have scheduled for other users are completed. This field is particularly useful when activities are delegated to other network or remote users. GoldMine will create an RSVP message on your Calendar as soon as an activity you scheduled for another user has been completed or deleted.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Link

By default, GoldMine selects this option to attach the activity to the contact record. If you do not want the activity attached to the contact record, remove the check corresponding to this option.

Notify

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

When done, select Schedule to schedule the activity. GoldMine will create activity records for each selected user.

Once the activity has been scheduled, GoldMine will return to the previous display. You can view the newly scheduled activity by selecting the contact’s Pending tab.


Selecting Users for an Activity

In the Schedule window, the Users tab allows you to select additional users to be added to the distribution list of an activity. In addition, GoldMine allows you to add blind users to the distribution list. Blind users receive a copy of the message or scheduled activity, but are not included in the distribution list text that is added to the Notes field of all activities scheduled for more than one user.

To add multiple users to the activity, in the Schedule window, select the Users tab. The Users tab appears.

Note: All individuals to whom you want to schedule activities must have a user record in GoldMine, even if they will never use any of GoldMine’s other features, or even log into GoldMine.

The Users tab contains the following options:

Primary User

GoldMine user whose Calendar will be updated. This field defaults to your name; however, every user can schedule an activity for any other user. GoldMine allows you to delegate activities to other users for completion.

To display a list of available GoldMine users, click on the arrow to the right of the field.

Note: The following two options, Additional Users and Send Blind E-mail are mutually exclusive. You can select only one option.

Additional Users

Lists one or more GoldMine users to be notified of the activity in addition to the Primary User. To designate additional users, click on this check box, then double-click on one or more user names listed in the User List.

To remove a user, double-click on the user name. GoldMine will move the user back to the User List.

Send Blind E-mail

Sends blind e-mail to specified users regarding the activity without including them on the distribution list sent to the users in the Additional Users list. To designate users to receive blind e-mail, click on this check box, then double-click on one or more user names listed in the User List.

To remove a user, double-click on the user name. GoldMine will move the user back to the User List.

User List

Lists all of the users for whom you can schedule an activity. To select a user, select either the Additional User option, or the Send Blind E-mail option, then double-click on the user’s name. The user name will move to the list under the selected distribution option.

Group List

Lists all user groups that have been defined in GoldMine. To select a group, select either the Additional User option, or the Send Blind E-mail option, then double-click on the group’s name. The group name will move to the list under the selected distribution option.

When done, select the Schedule button to select the primary user, and any other users included in the scheduled activity.


Reserving Resources

In GoldMine, a resource is any facility, equipment, or other item that can be used in a meeting. Before you can reserve a resource, such as a conference room, slide projector, or overhead projector, the resource must be added to the Resources Master File, which maintains the list of items that can be shared among GoldMine’s users.

To reserve a resource for a scheduled activity, from the Schedule window, select the Resources tab. The Resources tab appears.

The Resources tab contains two lists:

Selected Resources

Resources reserved for the scheduled activity. To remove a listed resource, double-click on the name of the resource.

Resource List

Resources available for scheduled activity. To reserve a listed resource, double-click on the name of the resource.

When done, select the Schedule button to reserve the selected resources for the scheduled activity.


Determining Available Times for a Meeting

Before you can actually schedule a meeting for multiple individuals, you have to determine a time that all participants are available. Before GoldMine can scan the participants’ Calendars to determine their availability, you must specify who will attend, and which resources will be needed. The Schedule window allows you to select any number of users in the Users tab. Once you have selected all of the users and resources that will be part of the activity, you can scan for an available time.

Note: For GoldMine to schedule meetings successfully, all potential attendees must maintain their daily schedules in GoldMine. Based on the schedules of the meeting participants, GoldMine determines all available blocks of time that can accommodate everyone’s schedule. Once you select the meeting time, GoldMine will schedule the meeting and inform the relevant participants.

GoldMine locates available meeting times by scanning each participant’s Calendar and blocking off unavailable times. When the scanning process is completed, any unblocked time remaining becomes available for the meeting. At this time, GoldMine displays the available times for selection.

To check for available times among participating users:

In the Schedule window, select the Available Time tab. The Available Time tab contains the following options:

Available Time

Lists the available times and graphically displays when all users and resources scheduled for this activity will be available once the following options have been defined.

Duration

Type a value in minutes for the length of the meeting. GoldMine will scan each participant’s Calendar for available times that are at least as long as the duration of the meeting.

For this field, the [F2] lookup displays a list of previously defined duration intervals, such as 90 minutes // Hour and a Half, press [F2] inside the field. The Duration window appears. You can select a duration value, edit an existing duration value, or set up a new duration value.

Start Time

Earliest acceptable time to schedule the meeting. GoldMine checks for available meeting times starting at this time.

to

Latest acceptable time to schedule a meeting. GoldMine checks for available meeting times up to this time.

Scan Date

Earliest acceptable date to hold the meeting. GoldMine scans for available dates beginning with this date.

to

Latest acceptable meeting date. GoldMine scans for available dates up to this date.

Scan Days

GoldMine will scan for activities on the days you specify. Check the box corresponding to days of the week you want GoldMine to scan.

Conflicting Activities

Select one or more of the following activity types for GoldMine to scan:

Appointments

Call Backs

Next Actions

Other Actions

Checks 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.

Save as default

Saves the selected settings for future scans of available time. To use the settings for the current available time check only, leave this check box blank.

Scan

Starts scanning for available times.

Once you have entered the scheduling parameters, GoldMine will scan the Calendar for each selected User and Resource, blocking off time that has already been scheduled. If the user has an activity scheduled with no duration time specified, that activity is treated as if it is 15 minutes long.

When the entire range of requested dates has been scanned, GoldMine displays a list box listing the dates and times that are available for all the users and resources.

Each record in the Available Times browse window represents a block of time in which all the users and resources are available. The date and time span of available times appears to the left. A graphical display of available times, in 15-minute increments, appears on the right.

To schedule the actual meeting, highlight the desired time block in the Available Times browse window, then select the Schedule button. The Schedule tab appears, where you can complete your entries.


Scheduling Recurring Activities

GoldMine allows you to schedule recurring activities based on any interval of time. For example, you can schedule a weekly sales meeting for the next three months. From the Recurring tab in the Schedule window, you can schedule an appointment on the same day each week over the next twelve weeks.

Recurring activities can also be used to schedule follow-up calls, or any type of repeating tasks. Recurring activities can contain the same information as a nonrecurring activity, including alarms and notes.

Recurring activities can also be used to schedule a reminder to send an important client a birthday card the week before his or her birthday each year. In addition, using GoldMine’s capability to schedule meetings for multiple users, you can use the Recurring Activity option to schedule an office meeting on the first Monday of every month.

The Recurring tab in the Schedule window allows you to set the interval and other options for a recurring activity. To set up a recurring activity, from the Schedule dialog box, select the Recurring tab. The Recurring tab appears.

The Recurring tab contains the following options:

Start Date

First date to schedule the recurring activity. When the recurring activity is weekly or biweekly, the day of the week that this date falls on is the day of the week on which all subsequent activities will fall.

End Date

Last date to schedule a recurring activity. GoldMine will only schedule an activity on this date if it falls on the correct day, as determined by the schedule frequency. GoldMine will not schedule any activities after this End Date.

Fixed Frequency

Allows you to select how often the recurring activity is to appear on the Calendar. Several common intervals can be selected; there is also an option to manually set the number of days between activities (Every x Days).

Skip Weekends

Schedules recurring activities that fall on a Saturday or Sunday for the following Monday.

Monthly Occurrence

Allows you to select a specific day—as opposed to a specific date—of the month on which the activity should fall. You can select the First, Second, Third or Last week of the month, as well as the specific day of the week on which the activity should be scheduled.

Reset

Returns settings to the original recurring activity parameters.

When done, select Schedule to schedule the activity on a recurring basis.


Scheduling an Activity for Multiple Contacts

Using GoldMine, you can schedule the same activity for any number of contacts. This time-saving feature allows you to schedule repetitive tasks without entering each task individually.

For example, using the Group Schedule option, you can schedule calls to yourself for each contact in a database that was imported from a new mailing list. You can schedule the time to make the first call, the time to make the last call, and the number of calls to be scheduled per day within the specified time period. GoldMine will create a Calendar activity for each contact record in the database, and will automatically schedule the date and time for each call.

You can even schedule multiple activities for multiple GoldMine users. When multiple users are selected for scheduling, GoldMine schedules activities in a round-robin fashion, scheduling one activity for each selected GoldMine user, then changing the date and time by increments as necessary.

You can schedule activities for multiple contacts using the following selection criteria:

•	All contact records

•	Contact records selected by a filter expression

•	Contact records selected as members of a group

Note: To schedule an activity for a subset of records selected by filter criteria, the filter must be active.

To schedule an activity to a defined group of records, the group must be active.

To reserve a scheduled activity for multiple contact records:

In the Schedule window, select the Group Schedule tab. The Group Schedule tab appears.

The Group Schedule tab contains the following options:

Schedule to a group of contacts

Schedules the activity to all contacts in an active filter or group.

To schedule the activity to all contacts in the contact database, leave this check box blank.

Start Date

Beginning date on which GoldMine will schedule the first activity.

Span across multiple days

When the number of activities entered in Activities per day have been achieved by a user, GoldMine begins scheduling activities for the following day.

Skip weekends

Schedules recurring activities that fall on a Saturday or Sunday for the following Monday.

Activities per Day

Number of activities to be scheduled to each user on a daily basis.

Start Time

Beginning time to schedule an activity. GoldMine will schedule the first activity of the day at this time, then evenly space the remaining activities as specified by Activities per Day within the time period between Start Time and End Time.

End Time

Last time to schedule an activity.

When done, select Schedule to schedule the activity to multiple contact records.


Scheduling Activities from the Contact Listing

You can schedule an activity by dragging a contact’s entry in the Contact Listing to the Calendar. The contact can be dropped into a date or time slot in the Day, Week, Month, or Year tab.

To schedule an activity from the Contact Listing, you must work with the expanded display. As you drag the contact, a small graphical character of a man appears beside the cursor.

When you drop a contact onto the Calendar, the Schedule an Appointment window appears.

By default, GoldMine will select appointment as the activity type. You can click on the arrow to the right of the Activity field to display a list of other activity types. You can then select a different activity type from the list.

Other Topics:

Searching with the Contact Listing


Scheduling a Forecasted Sale

A forecasted sale is an estimate that allows you to record the anticipated close date of a pending sale with one of your contacts. Forecasted sales are different from other activities because they include a product or service, an anticipated sale amount, and the probability of the sale closing.

To record a forecasted sale:

From the Main Menu, select Schedule|Forecasted Sale. The Schedule a Forecasted Sale dialog box appears.

The Schedule a Forecasted Sale dialog box contains the following options:

Contact

Name of the person to whom this activity is related. By default, this field displays the primary contact name.

To display a list of contact names, click on the arrow to the right of the field.

Opportunity/Project

Adds the forecasted sale to the specified opportunity or project.

To select an opportunity or project, click on the arrow to the right of the field. To create an opportunity or project from the Schedule a Forecasted Sale dialog box, select New. The New Opportunity dialog box appears.

Product

Name of the product or service that the prospect is expected to purchase.

Units

Number of products that the prospect is expected to purchase.

Price

Cost of each unit.

Amount

Cost of buying all of the Units. For example, for a sale of 10 widgets priced at $5 per widget, the total Amount appears as 50. If each widget costs $5.25, the Amount entry includes a decimal to show the exact cost, that is, 52.50. GoldMine automatically calculates the entry for this field based on the entries in Units and Price.

Code

Job code, or other identifier, that categorizes the activity.

Note: Set up your lookup entries for each Code field so that the first three characters of the lookup entry contain a three letter activity code; then two spaces, and then a description of the activity. On activity Zoom screens, GoldMine displays the activity reference that matches the code entered in this field.

Activity Codes can later be used to analyze specific sales activities. For example, if you code all your forecasted sales that were referrals with an activity Code of REF, you can determine how many referred sales you have made during a specific period of time. If you code forecasted sales by customer type, for example, distributor or retailer, you can identify which customer types are generating more sales.

User

Name of the primary user on whose Calendar this forecasted sale is to appear. This field defaults to your name; however, any authorized user can schedule a sale for any other user. This allows users to delegate activities to other users.

To display a list of available user names, click on the arrow to the right of the field.

Probability

Likelihood of the contact making this purchase. This field is expressed as a percentage. For example, if the contact will definitely purchase, enter a high percentage, such as 95.

Sale Date

Date by which the prospect is expected to make the purchase. This is the date that the forecasted sale activity appears in the Scheduled Activities window.

Link

Attaches the activity to the contact record (default). If you do not want the activity attached to the contact record, remove the check corresponding to this option.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP message on your Activity List.

GoldMine automatically assigns a Result code to each RSVP message. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Alarm

Allows you to set up an alarm for the activity. When an activity is set to alarm you, GoldMine will alert you of the pending activity prior to the activity’s scheduled time. GoldMine allows you to verify the amount of lead time in the Alarms tab of the View|Preferences dialog box.

To set an alarm, place a check in the corresponding box, then either type a time in the first field, or press [F2] to display the clock. In the second field, you can either accept the default entry of the current date, or specify a new date.

If you do not want to set up an alarm for this activity, leave the checkbox blank.

Notes

Any additional information related to the forecasted sale.

When done, select OK to enter the forecasted sale as a pending activity.


Checking for Scheduling Conflicts

While scheduling activities on the Calendar, you can unintentionally schedule two activities for the same time. In some cases, the result may not affect either activity. However, for other activities, such as scheduling two appointments, the resulting scheduling conflict would affect one or both of the activities.

GoldMine’s conflict checking feature alerts you whenever you schedule activities for the same or overlapping times. When you are scheduling activities, GoldMine will warn you if another activity is found on the Calendar with the same date and time as the activity that you are trying to schedule. You will also be warned if GoldMine finds an activity with a duration that overlaps the new activity.

Note: Activities without a value in the Duration field are assigned the default value of 15 minutes.

When a conflict occurs, GoldMine displays a dialog box containing the activity type, date, time, contact name, and reference information for the previously scheduled activity that conflicts with the one you are currently scheduling. Two buttons appear in the dialog box:

•	Ignore, which schedules the current activity anyway

•	OK, which returns you to the Schedule window so you can make changes to the activity

GoldMine checks for conflicts immediately after the Time or Duration fields are edited. However, if you indicate that you want the activity scheduled anyway, by selecting Ignore, GoldMine will not check that activity again for conflicts.


Scheduling an Automated Process
Scheduling an Automated Process™

You can assign an Automated Process™ to a single contact record from the Schedule menu.

To assign an Automated Process to the active contact record, select Schedule|Automated Process. The Attach an Automated Process dialog box appears.

The Scheduling an Automated Process dialog box lists one record for each defined Automated Process. The dialog box contains the following information and option:

Code

User-defined identification value assigned to the track. The value can be any alphanumeric character. Tracks are listed by the Code value in ascending order.

Process Name

Descriptive name assigned to the track. The Process Name is typically assigned when the track is created to indicate the function or purpose of the track.

Attaching User

By default, your user name—or the user name of the individual who logged into GoldMine—appears in this field. To select a different user as the one who assigns the Automated Process, click on the arrow to the right of the field, then select a user from the drop-down list.

Select the Automated Process that you want to assign to the active contact record, then select OK.


Calling a Telephone Number with GoldMine

GoldMine can dial a telephone number if you have a Hayes™-compatible modem installed in your computer. Once your modem is set up, you can access GoldMine’s dialing features by selecting Edit|Dial Phone. This menu contains options to dial any of the four telephone numbers on the main contact screen, as well as an option to Enter a Number to Dial, or to answer an Incoming Call. You can also Redial the Last Number.

You can also dial a telephone number by double-clicking on the field label of the Phone2, Phone3, or FAX field. Double-clicking on the Phone1 field label displays the Contact Listing dialog box.

GoldMine updates the Last Contact date and time fields whenever Incoming Call is selected. The Last Attempt date and time fields are updated when any other option from the Dial Phone menu is selected.

Other Topics:

Dialing from the Personal Rolodex

Recording Call Length

Defining Modem and Dialing Settings


Recording Call Length

When you select any option from the Dial Phone menu, GoldMine starts the call timer. When the call activity is completed, GoldMine stops the timer and records the length of the call in the activity’s Duration field. GoldMine does not store the call time until the Complete dialog box is closed. This allows you to record information in the dialog box while the call is in progress.

To facilitate the use of the timer on GoldMine systems that are not set up with a modem, the Dial menu contains Manual Dial. This option starts the timer without activating the auto-dialer. Select Incoming Call to start the timer on an incoming call.

The timer can also be manually started, stopped, reset, and restarted from commands on the Timer menu, which is accessible from the Edit menu. In addition, the timer can be started (or restarted) by clicking on [image] on the Record toolbar.


Taking a Phone Message

If you take a telephone call for a GoldMine user who is unavailable, you can record the message in GoldMine.

To take a telephone message:

From the Main Menu, select E-mail|Send Phone Message. The Schedule a Phone Message dialog box appears.

The Schedule a Phone Message dialog box contains the following options:

From contact

Name of the contact who is the subject of the message. This field will default to the primary contact name of the currently selected contact record. However, you can type in or select an additional contact from a drop-down list.

To display a list of contacts, click on the arrow to the right of the field.

To user

GoldMine user to whom this message will be sent.

Message

Allows you to select one or more messages by either typing text in the field, or by selecting a predefined message by checking one or more of the boxes below this option:

Returned your call	Please call
Will call again	Urgent!
Stopped by	Wants to see you
GoldMine automatically inserts the selected message text in the Message field.

Activity code

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

Note: Set up your lookup entries for each Activity field so that the first three characters of the lookup entry contain the activity code, then two spaces, and then a description of the activity. On activity Zoom screens, GoldMine displays the activity reference that matches the code entered in this field.

Notes

Any additional information that is related to the phone message that does not fit into the Message field.

Alarm

Allows you to set up an alarm for the message. When a message is set to alarm, GoldMine will alert the message recipient that a message has arrived.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP calendar activity on your calendar.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code on the RSVP activity Cmp indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP record can be viewed to determine the outcome of a particular activity.

Link

Attaches the message to the currently active contact record (default). If you do not want the message attached to the contact record, remove the check corresponding to this option.

Other Topics:

Sending a Pager Message


Completing Activities
Completing Scheduled Activities

When a scheduled activity has been completed, the Calendar record should be removed and a notation made in the linked contact’s history file to indicate what was accomplished. This is referred to as completing an activity. To make use of GoldMine’s various analytical capabilities, all scheduled activities should be completed.

You can complete a scheduled activity in a variety of ways: from the Complete menu; from the toolbar, by clicking on the Complete an Activity icon; or from one of the Activity List windows, such as the contact record’s Pending tab, the Activity List, or the graphical Calendar window.

The Complete menu allows you to record the conclusion of scheduled and unscheduled activities. For example, if one of your contacts called you unexpectedly, you would want to make a notation in the history file, even though a call was not scheduled. In this situation, you can select the type of activity you wish to complete directly from the Complete menu.

The Complete menu contains the following options:

Scheduled Call

Completes the pending call back for a primary or additional contact associated with the active contact record. If the contact does not have any scheduled call-backs, GoldMine allows you to complete an unscheduled call back.

Returned Message

Completes the pending message activity for a primary or additional contact associated with the active contact record.

Outgoing Call

Completes an unscheduled outgoing call.

Incoming Call

Completes an incoming call.

Next Action

Completes the pending next action for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled next action, GoldMine completes an unscheduled next action.

Appointment

Completes the pending appointment for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled appointment, GoldMine completes an unscheduled appointment.

Other Action

Completes the pending other action for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled other action, GoldMine completes an unscheduled other action.

Sale

Completes a sale for a primary or additional contact associated with the active contact record. If the contact does not have a scheduled forecasted sale, GoldMine completes an unscheduled sale.

Pending Activities

Completes a scheduled or unscheduled pending activity for a primary or additional contact associated with the active contact record. This option includes all activities scheduled by all GoldMine users for a contact record, and is designed to allow one user to complete an activity scheduled by, or directed to, another user. For example, if John Doe scheduled an appointment to demonstrate a product, but, due to his absence, you perform the demonstration, you can complete the activity in GoldMine for John Doe. You can also complete an unscheduled activity, such as taking an incoming call from a contact.

Note: When more than one activity of a particular type is scheduled when Complete is selected, GoldMine displays a dialog box from which you can select the activity to complete.

To complete any activity:

From the Complete menu, select the type of activity that you want to complete. The Complete dialog box specific to the activity, such as Incoming Call or Appointment, appears.

The Complete dialog box contains the following options:

Contact

Contact for whom the activity was scheduled. The contact can be either the primary contact or an additional contact listed in the Contacts tab.

To display a list of contacts associated with the record, click on the arrow to the right of the field.

Activity

Type of activity that you want to complete. The selected activity type for a scheduled activity appears in this field.

To specify, or change, an activity type when completing an activity, click on the arrow to the right of the field. A drop-down list appears, from which you can select an activity type.

User

User who is completing the activity. By default, the user name of the currently logged user appears in this field.

To display a list of available user names, click on the arrow to the right of the field.

Private

Restricts viewing of code, reference, and any notes about the activity to the user who “created” the activity, the recipient, and any users with Master-Rights.

In the Calendar, other users can see the activity, but cannot display details in an activity zoom.

Reference

Description of the activity, such as Referral Follow-up or Demo Product.

Code

Job code, or other identifier, that allows you to categorize the activity. By default, GoldMine displays the code entered when the activity was scheduled. A separate lookup is available for each activity type.

Result

Completion code that allows you to categorize the outcome of the activity. Result codes can be used later to analyze specific completed activities. For example, SDM can be entered as the result code, whenever you send out a demo or sample. With GoldMine’s analysis feature, you can review how many samples were sent by a specific user—or all users—during a specific period of time.

Date

Calendar date on which this activity should be completed. The default is the current date.

You can type a date into the field, or use the spin controls to forward or reverse the displayed date incrementally. To change the date by one-day increments, position the cursor in the field.

To set the date graphically, press [F2] inside the field to display a calendar.

When done, click on OK to enter the time in the Date field.

Duration

Sets the length of time that the activity lasted. If you do not enter a value in this field (that is, leave the value 00:00:00 in the field), and GoldMine’s call timer is on, GoldMine will automatically store the elapsed time on the timer into this field when the information is saved.

If you start the timer prior to beginning each activity, you can measure and store the length of time that activity lasted. If the timer is running, and you do not make an entry in the Duration field, GoldMine will insert the elapsed time from the timer into the Duration field when you select OK from a Complete dialog box.

You can use timer information with GoldMine’s analysis and report features for billing, or for monitoring efficiency.

Successful Contact

Indicates that the outcome of the activity achieved the intended results.

Unsuccessful Contact

Indicates that the outcome of the activity did not achieve the intended results.

Notes

Any additional text that you want to appear in the activity zoom display or history record.

Schedule a Follow-up

Allows you to schedule a follow-up activity from the following:

Call	Sale
Message	Other
Action	To-do
Appt.	Event

Note: When you place a check in the Schedule a Follow-up check box, then select OK in the Complete dialog box, GoldMine displays the Schedule [an activity] window, from which you can set up the specified activity, such as a call, as a future action.

Sale Amt

Dollar amount of the sale. This option is available in the Complete a Sale dialog box only.

When done, select OK. GoldMine will remove a scheduled activity record from the Calendar, and insert a new history record in the contact’s history file and the user’s completion log. When the activity is a telephone call, such as an Outgoing Call or Returned Message, GoldMine updates the Last Contact field to show the completion date and time. The Appointment, Next Action, Call Back and Forecast fields are updated in the contact’s Summary tab to show changed information about the next scheduled activity. GoldMine will also update the Prev Result field with the completed activity’s Reference.

Other Topics:

Completing an Activity for a Selected Contact


Completing an Activity for a Selected Contact

To complete any activity scheduled for the contact in the active contact record, select [image]. The Complete Activity for [contact] dialog box appears.

To complete an activity, select an activity from the browse window either by double-clicking on it, or press the arrow keys to move the highlight the activity, then press [Enter].

To complete an unscheduled activity, select the activity type from the Unscheduled Activity section, then either select OK or press [Enter].

Note: This dialog box will also appear when you select a Complete menu option, and there is more than one of that type of activity pending.


Using a Filter to Select History Records

You can apply a filter to the history records of a contact to view specified records.

To apply a filter, from the History tab, right-click in the browse window to display the local menu. Select Filter. The History Filter dialog box appears.

The History Filter dialog box contains the following options:

Activate History Filter

Activates a filter with the conditions specified by the options listed below. The following options are available only if you select Activate History Filter.

Selected User(s)

Displays only history record(s) of the selected user or user group. To display a list of users, click on the arrow to the right of the field.

Selected Activity

Displays history records of the selected activity type(s). To display a list of activity types, click on the arrow to the right of the field. You can select multiple activities. GoldMine displays abbreviations for the selected activities in the field to the right of the drop-down list. Each activity is separated by a semi-colon (;). The following list shows available activity types and the corresponding abbreviation for each.

Activity Type	Code		Activity Type	Code
Call Back	CC		Action	T
Call In	CI		Appoint.	A
Call Out	CO		Sale	S
Msg Rtrn	CM		To-do	D
Msg Sent	M		Event	E
Msg Filed	MG		Form	L
E-mail In	MI		Other	O
E-mail Out	MO
Date Range

Displays completed activities recorded only during the period defined by the beginning date and ending date. The first field specifies the beginning date of the range.

to

Specifies the ending date of the Date Range for completed activities.

Activity Codes

Displays history record with three character job code(s), or other identifier, that categorize the activity.

Result Codes

Displays history records with completion code(s) that categorize the outcome of the activity.

Reference Text

Displays history records that contain the specified text in the Reference field.

Filter Expression

Displays a GoldMine window that shows the xBase expression for the selected filter option(s). If you select multiple filter options, GoldMine displays the complex expression built from the combined individual filter options.

When done, select OK to apply the filter to the history records of the contact record. GoldMine displays only records that meet the filter criteria in any records displayed in the active record object. That is, if you scroll through contacts by clicking [image], only those history records that meet the filter criteria appear for each contact.

Releasing a Filter from History Records

To release the filter, right-click in the History tab browse window to display the local menu. Select Filter. The History Filter dialog box appears. Remove the check from Activate History Filter.

Other Topics:

Viewing a User's Activity History


Reviewing Contact History

Before calling, writing, or meeting with a particular contact, a review of previous communications can be helpful, if not essential. Since GoldMine saves a record in the history file each time an activity is completed, viewing a contact’s history is just a matter of pulling up the history file.

The History tab in the contact record displays all completed activities for the current contact record.

Each completed activity in the history window is displayed with the Date on which the activity was completed, the Action type, the User who completed the activity, and the completion Reference information. These records are displayed in chronological order.

To display a local menu with commands that affect activities listed in the History tab, you can either right-click, or press [spacebar]. The following options are available:

Zoom

Displays additional information on the highlighted history record, such as the company, contact name, activity and result codes of the activity. The user who completed the activity, and the date and time the activity was completed, as well as the last update user, date and time are displayed.

If notes were saved with the history record, they are also displayed on this screen. Select Notes to enlarge the notes screen.

The date, time and user who scheduled the activity, and the date, time and user who completed the activity are also displayed in the Completed Activity Zoom dialog box. This information allows you to see who authorized the activity and who actually performed the action.

To display Zoom data for the previous history record, click on Prev. To display Zoom data for the next history record, click on Next.

Read

Displays the Read Email dialog box, from which you can read the selected GoldMine e-mail or Internet e-mail.

Complete

Displays a dialog box from which you can complete a scheduled or unscheduled activity. The completed activity will be removed from the Activity List and Calendar, and stored in the history file.

Filter

Displays the History Fiilter dialog box, from which you can define conditions for selecting history records for display in the History tab.

Analyze

Displays the Contact Record Statistics dialog box that contains a variety of contact record history statistics. This information includes the number of telephone calls made, number of actions completed, and a breakdown of scheduled activities.

Delete

Deletes the highlighted history record; that is, the particular history record will no longer be used as part of the analysis display.

Properties

Edits the highlighted history record. If the reference information is edited after the activity is completed, the history record Zoom will indicate the record was edited after completion.

Note: If you have completed an activity for the wrong record, you can select Properties to relink completed activities to the correct record.

Highlight a misplaced history record, right-click to display the local menu, then select Properties. Locate the contact record where the history record should be placed. Once you locate the contact record, restore the history record, then check Link to.

Other Topics:

Using a Filter to Select History Records

Viewing a User's Activity History


Viewing a User's Activity History

In addition to being able to view the history of a specific contact, you can display all of your own history activity or the history activities of any other GoldMine user. The Closed tab on the Activity List displays all of a user’s completed activities.

The Closed activities tab shows the Date, Contact name, activity Code, Result code, and Reference information entered when the activity was completed. All of the history records in this window have one thing in common: they were all completed by the same user. In addition, only one activity type—for example, calls, appointments, etc.—appears in the window at a time.

When the Closed tab is open, right-click to display a local menu containing options that act on activities in the window. The following local menu options are available:

Zoom

Displays additional information on the highlighted history record, such as the Company, Contact name, Activity and Result codes of the activity. The user who completed the activity, and the date and time the activity was completed is displayed, as well as the last update user, date and time.

If notes were saved with the history record, they are also displayed on this screen. Select Notes to enlarge the notes screen.

The date, time and user who scheduled and completed the activity are also displayed in the Zoom window. With this information, you can see who authorized the activity and who actually performed it.

To display Zoom data for the previous history record, click on Prev. To display Zoom data for the next history record, click on Next.

Read

Displays the Read Email dialog box, from which you can read the selected GoldMine e-mail or Internet e-mail.

User

Allows you to select which user’s activities will be displayed in the activity window.

Activities

Displays the View Completed Activities dialog box. Select the corresponding button to view Calls, Messages, Next Actions, Appointments, Sales, Others, Forms, or To-dos.

Analyze

Displays the Contact Record Statistics dialog box that shows summary information about completed activities for the selected contact record.

Detailed View

Determines whether or not the detail of the selected history record is displayed in the lower half of the window. When this option is checked, GoldMine displays detailed information about the highlighted history record.

Sync Record

Selects whether or not the displayed contact record is linked to the Activity List. When this option is active, the contact record window will always display the contact record linked to the selected activity in the Activity List.

Delete

Removes the highlighted history record from the history file.

Properties

Displays the Completed [activity] dialog box, from which you can edit the highlighted history record. When a history record is edited after the activity is completed, the history record Zoom will indicate that the record was edited after completion.

Note: If you have completed an activity for the wrong record, you can select Properties to relink completed activities to the correct record.

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

Sync Record

Determines whether or not the active contact record is “linked” to the highlighted history record. Check this option for the active contact record to display the contact record linked to the selected history record.


Realigning Sales Territories

Using GoldMine 4.0, you can easily reassign large sets of contacts and scheduled activities from one user to another. The Territory Realignment Wizard enables you to manage dynamic sales territories, assigning existing contacts to a new sales representative based on user-defined criteria, or changing the contact base for a sales representative who is reassigned to a different territory. You can then select settings for synchronization to use the GoldSync Manager to update the databases of sales representatives working in the field.

You can use the Territory Realignment Wizard to:

•	Assign a set of existing contacts to users based on a filter or group

•	Reassign activities from one user to another user

•	Globally update fields relevant to a territory realignment

•	Set up synchronization to update the databases of remote users affected by the realignment

To reassign contacts and scheduled activities, you must activate a filter or group that contains the contacts associated with the sales territory to be realigned. To work with an existing filter or group, activate the filter or group prior to working with the Territory Realignment Wizard.

If no filter or group currently exists, you can create a filter on-the-fly from the Territory Realignment Wizard.

Note: We strongly recommend that you back up data before performing territory realignment.

To reassign contacts and scheduled activities:

From the Main Menu, select Tools| Territory Realignment. The first dialog box appears, which introduces you to the features of the Territory Realignment Wizard. When done reading the information and recommendations, select Next>.

Other Topics:

Defining Selection and Update Criteria


Defining Selection and Update Criteria

When you select Next> from the introductory dialog box of the GoldMine Territory Realignment Wizard, the second dialog box appears.

The second dialog box of the GoldMine Territory Realignment Wizard contains the following options:

Use current active filter/group

Selects contacts based on the filter or group activated prior to accessing the Wizard.

Filter

Selects contacts based on a filter created on-the-fly. To create a filter, select Filter. GoldMine displays the Expression Builder dialog box, from which you can create a filter to use as the basis for contact selection. Once created, GoldMine displays the name of the filter in the Filter button.

Replace

Three fields that perform global updates as follows:

You can optionally update two fields from the contact records. To update fields, select a field name from the Replace drop-down field, then type the replacement value in the field after with.

You can globally reassign record ownership from the third Replace field. To reassign record ownership, select Owner from the Replace drop-down field, then select the user or user group to whom the records will be reassigned from the with drop-down list.

When done specifying the criteria for contact and user reassignment, select Next>.

Other Topics:

Defining Options for Territory Realignment


Defining Options for Territory Realignment

When you select Next> from the second dialog box of the GoldMine Territory Realignment Wizard, the third dialog box appears.

The third dialog box of the GoldMine Territory Realignment Wizard contains the following options:

Reassign the activities of this user

User or user group from which the contacts and scheduled activities will be reassigned.

To this user

User or user group to which the contacts and scheduled activities will be reassigned.

Activities ranging from date

Starting date for the time period during which any scheduled activities will be reassigned to the selected user or user group.

to date

Ending date for the time period during which any scheduled activities will be reassigned to the selected user or user group.

Please select the activity types to reassign

Contains the activity types that can be reassigned to the selected user or user group. Select one or more of the following activity types:

Call Backs	Appointments	Events
Messages	Forecast Sales	To-dos
Next Actions	Others
By default, GoldMine selects all activity types.

When done selecting users and defining the criteria for reassigning activities, select Next>.

Other Topics:

Synchronizing Realigned Territories with Users in the Field


Synchronizing Realigned Territories with Users in the Field

When you select Next> from the third dialog box of the GoldMine Territory Realignment Wizard, the fourth dialog box appears.

The fourth dialog box of the GoldMine Territory Realignment Wizard contains the following synchronization options:

Synchronize realigned contact records and schedules

Updates the contact database(s) for the selected users and/or user groups via GoldSync remote synchronization. Select this option to activate the other options in the dialog box.

Note:

To select undocked users for the following two fields, the users must have undocked user sublicenses, and be set up for remote synchronization in the GoldSync Manager. For details, see the GoldSync Administrator’s Guide.

Realignment for Undocked User 1

User from which contact records and scheduled activities are taken for the realignment.

To use a filter as the basis for selecting contacts from the database of User 1, select Send Filter. To use a filter to select contacts for removal from only the user’s database, select Delete Filter. You can select either filter type, or both filter types.

GoldMine displays the Expression Builder dialog box, from which you can create a filter to use as the basis for contact selection.

For example, if the ABC Company reassigns ALAN from the West territory to the East territory, and hires BILL to work in the West territory, a Send Filter would send ALAN’s West contact records to BILL, and a Delete Filter would remove the West territory contacts from ALAN’s database.

Realignment for Undocked User 2

User to receive new or updated data based on the realignment.

To use a filter as the basis for selecting contacts from the database of User 2 (if User 1 and User 2 are “swapping” territories), select Send Filter. To apply a filter to select the contacts for removal from only the user’s database, select Delete Filter.

GoldMine displays the Expression Builder dialog box, from which you can create a filter to use as the basis for contact selection.

When done defining the updates to be performed via GoldSync synchronization, select Next> to process the territory realignment.

Other Topics:

Starting the Territory Realignment


Starting the Territory Realignment

The Ready to Realign Territory dialog box appears. Depending on the number of records to be reassigned, the realignment process might be time-consuming.

When you are ready to start the realignment process, select Finish. To stop the process at any time, select Cancel. The Process Monitor displays the progress of the realignment.


Managing Sales Opportunities and Projects

Using GoldMine 4.0, you can track and manage complex sales and projects.

Complex sale: involves a group working as a team with multiple organizations and contacts. These sales might also include multiple component products or services as a “package deal.” A client or customer might purchase some of the package and/or renegotiate the components into a different package. The complexity that results from multiple buyers can be difficult to manage without a unique organizational system. Ideally, such a system can tie all of the elements together, yet maintain detailed information on each key aspect of the sale.

Project: involves a group working as a team to complete a longterm project that involves multiple component tasks.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, Opportunity/Project window refers to both the Opportunity Manager window and the Project Manager window.

GoldMine’s Opportunity/Project Manager is a tracking tool that teams can use to:

•	Manage complex sales that involve multiple contacts, issues, and activities. The Opportunity Manager window contains relevant information needed to track a medium to longer length sales cycle.

•	Manage projects that are not strictly sales-related but that involve many of the same components and individuals as a large sales opportunity. The Project Manager window contains relevant information needed to track a longterm project.

Working with the Opportunity/Project Manager yields a variety of benefits that will enhance your team’s ability to manage accounts and projects:

Coordinated Display

All of the details of the opportunity can be viewed at a glance, and can be organized by stage in the sales process, from the initial contact to closed sale.

Tracking Activities

Any sales team member can view summary and detailed information about forecasted sales for the opportunity, as well as information about activities scheduled for contacts.

History

A complete record of all activities associated with the opportunity, such as what was done, the date, and by whom, ensures coordination of effort among sales team members.

Positioning

Recording detailed information about individuals who influence the decision-making, as well as about your competition, gives you information about your relative position so that you can adjust your strategy to best promote your strengths.

Automated Processing

You can attach Automated Processes to an opportunity to perform a series of sequential tasks, minimizing staff time required for repetitive or mundane tasks.

Links

You can link, or associate, contacts with a specific opportunity. GoldMine updates information on the linked contact record to show the progress of activities involved with the opportunity.

Templates

You can easily create an opportunity template to save time by automatically generating entries that would routinely be entered in every new opportunity record.

Other Topics:

Viewing the Opportunity/Project Manager

Opportunity/Project Listing Local Menu


Viewing the Opportunity/Project Manager

To display opportunities or projects, from the Main Menu, select View|Opportunity Manager. GoldMine displays either the Opportunity Manager window, or the Project Manager window, depending on which view was last selected. For example, if you last displayed the Opportunity Manager window, GoldMine displays the Opportunity Manager when you next select View|Opportunity Manager from the Main Menu. To display the Project Manager window, select Project from the View drop-down list.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, Opportunity/Project window refers to both the Opportunity Manager window and the Project Manager window.

The Opportunity/Project Manager window consists of two major portions that provide summary and detailed information about opportunities and projects.

To sort opportunities or projects in alphanumeric order by one of the column criteria, click on the column label. For example, if you want to list records in alphabetical order by company name, click on the Company label.

The upper portion of the Opportunity/Project Manager contains the following options and information:

View

Displays information about either:

•	Opportunity

•	Project

Level

Displays information related to the level, or stage, of the process to capture the opportunity or complete the project.

Opportunity: To see information related to all stages of the opportunity, select the default (all). To display a different level, select one of the following options from the drop-down list:

(all)	30 - Evaluating	90 - Closed
(Templates)	40 - Making Decision	95 - Lost
(Closed)	50 - Verbal Agreement	96 - Abandoned
10 - Initial Contact	60- Purchase Order	97 - On hold
20 - Interest Shown	70- Role-Out
Project: To see information related to all stages of the project, select the default (all). To display a different level, select one of the following options from the drop-down list:

(all)	(Templates)	(Closed)
Manager

User name of the individual responsible for the opportunity, such as a team leader or sales manager. By default, GoldMine displays the currently logged user in this field.

Opportunity/Project

Name given to the opportunity or project, such as GoldMine sale or Aerospace contract.

Company

Name of the company that is the primary customer target for the opportunity, or the primary client for the project.

Forecast

(Opportunity Manager only)

Displays two types of information for the entire opportunity:

•	Dollar amount forecasted for the opportunity, such as $150,000.

•	Probability, or likelihood, of successfully capturing the opportunity and a weighted dollar amount in parentheses based on this probability; for example, if the dollar amount is $150,000, and the probability is 70%, GoldMine shows a corresponding weighted amount of ($105,000).

Estm. Close

(Opportunity Manager only)

Estimated Close: Number of days and date that the opportunity will be captured.

Start Date

(Project Manager only)

Date on which work is started on the project. By default, GoldMine displays the current date in this field.

End Date

(Project Manager only)

Deadline date for the finish of the project.

Age

Number of days since the opportunity/project was created. If the Age column is not visible, drag out the right border of the Opportunity/Project Manager window.

Status

Phase or position in the opportunity or project.

Code

Job code, or other identifier, that categorizes the opportunity or project.

Stage

Displays information related to the level, or stage, of the opportunity or project.

Other Topics:

Opportunity/Project Listing Local Menu


Opportunity/Project Listing Local Menu

You can select commands from the local menu in the Opportunity/Project Listing browse window to perform a variety of actions. To display the Opportunity/Project Listing local menu, either right-click in the browse window, or select an entry, then press [spacebar]. The following options are available:

New

Opportunity: Displays the New Opportunity dialog box, from which you can create an opportunity.

Project: Displays the New Project dialog box, from which you can create a project.

Link to Contact

Displays the Contact Listing, from which you can select a contact to link with the selected opportunity or project.

Go to Contact Record

Brings the linked contact record to the front of the display.

Sync Record

Updates the contact record in the background to match the highlighted contact in the Opportunity/Project Manager.

When you select this option, a check appears next to the option name on the Opportunity/Project Listing local menu.

Complete

Displays either the Opportunity Properties window or the Project Properties window, from which you can complete the selected opportunity or project, and/or add freeform notes about the opportunity.

Delete

Removes the selected opportunity or project.

Properties

Displays either the Opportunity Properties window or the Project Properties window, from which you can modify entries about the selected opportunity or project, and/or add freeform notes about the opportunity.

Other Topics:

Adding an Opportunity or Project Record

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project


Adding an Opportunity or Project Record

To add a record to either the Opportunity Manager or the Project Manager, right-click in the Opportunity/Project Listing browse window. From the local menu, select New.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, New Opportunity/Project dialog box refers to both the New Opportunity dialog box, and the New Project dialog box.

The New Opportunity/Project dialog box contains the following options:

Type

Displays the type of record to be created. The field contains either Opportunity or Project. You cannot change the entry.

Please select a pre-defined template

Selects an opportunity or project template that will automatically enter information that routinely appears in every opportunity. To leave all fields blank in the current opportunity, accept the default (none).

Link to another contact record

Displays the Contact Listing, from which you can select a contact to link with the selected opportunity or project.

Link to [x company]

By default, GoldMine will link the opportunity or project to the currently active contact record. The Company name of the active record appears in the option. For example, if Acme Products is the active contact record, this field will read Link to [Acme Products].

Contact

Displays the name of the primary contact. To select an additional contact instead of the primary contact, click on the arrow to the right of the field. A drop-down list appears, from which you can select any contact associated with the active contact record.

When done, select OK.

If you are creating an opportunity, the Opportunity Properties dialog box  appears, from which you can finish adding initial information about the opportunity.

If you are creating a project, the Project Properties dialog box appears, from which you can finish adding initial information about the project.

Other Topics:

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Editing Basic Information for an Opportunity or Project

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Entering Basic Information about an Opportunity

You can add basic information about a new opportunity, or modify entries for an existing opportunity/project from the Opportunity Properties window.

If you are creating an opportunity record, the Opportunity Properties window appears when you select OK from the New Opportunity dialog box. If you want to modify the basic entries or add notes for an existing opportunity, select Properties from the Opportunity/Project Listing local menu.

By default, GoldMine displays the Info tab of the Opportunity Properties window.

The Info tab contains the following options:

Opportunity

Descriptive name of the opportunity. This entry appears in the Opportunity column of the Opportunity Manager window.

Company

Name of the company that is the primary customer target for the opportunity. This entry appears in the Company column of the Opportunity Manager window.

Manager

User name of the individual responsible for opportunity, such as a team leader or sales manager.

Code

Job code, or other identifier, that categorizes the opportunity.

Status

Phase or position in the process to capture the opportunity, such as Started.

Stage

Displays information related to the level, or stage, of the opportunity.

Source

Source of the sales opportunity.

Forecast

Total dollar amount projected to be generated by the opportunity. This entry appears in the Forecast column of the Opportunity Manager window.

Probability

Likelihood of the opportunity being concluded successfully. This field is expressed as a percentage. This entry appears in the Forecast column of the Opportunity Manager window.

Potential

Once you enter a value in the Probability field, GoldMine will generate a weighted amount of probable sales for each user in the Potential field. This entry appears in the Forecast column of the Opportunity Manager window.

Closed Amt

Actual amount of dollars generated at the close of any component(s) of the opportunity.

Start Date

Date on which work is started to capture the opportunity. By default, GoldMine displays the current date in this field.

Close by

Deadline date to close the opportunity. By default, GoldMine displays the current date in this field.

Actual Close

Actual date of the final outcome of the opportunity. By default, GoldMine displays the current date in this field. However, GoldMine updates the entry in this field to match the Close by date.

To add free-form information about the opportunity, select the Notes tab.

To close the Opportunity Properties window, select OK.

Other Topics:

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Entering Basic Information about a Project

You can add basic information about a new opportunity, or modify entries for an existing opportunity/project from the Project Properties window.

If you are creating an opportunity record, the Project Properties window appears when you select OK from the New Project dialog box. If you want to modify the basic entries or add notes for an existing project, select Properties from the Opportunity/Project Listing local menu.

By default, GoldMine displays the Info tab of the Project Properties window.

The Info tab contains the following options:

Project

Descriptive name of the project. This entry appears in the Project column of the Opportunity Manager window.

Company

Name of the company that is the primary client for the project. This entry appears in the Company column of the Project Manager window.

Manager

User name of the individual responsible for project, such as a team leader.

Code

Job code, or other identifier, that categorizes the project.

Status

Phase or position in the process to complete the project such as Started.

Stage

Displays information related to the level, or stage, of the project.

Source

Source of the project.

Start Date

Date on which work is started on the project. By default, GoldMine displays the current date in this field.

End Date

Deadline date to finish the project. By default, GoldMine displays the current date in this field.

Actual End

Actual date of the final outcome of the project. By default, GoldMine displays the current date in this field. However, GoldMine updates the entry in this field to match the End Date.

To add free-form information about the project, select the Notes tab.

To close the Project Properties window, select OK.

Other Topics:

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Adding Notes about an Opportunity or Project

In the Opportunity/Project Properties window, the Notes tab displays free-form information about the opportunity or project. You can add information, or view previously entered information.

To display notes for the opportunity or project, click on the Notes tab.

The Notes tab contains a large pane in which you can either view previously entered information, or type information. When done, select OK to close the Opportunity/Project Properties window.

Other Topics:

Entering Basic Information about an Opportunity

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Editing Basic Information for an Opportunity or Project

To make changes to an opportunity or project, select the entry in the Opportunity/Project Manager, right-click to display the local menu, then select Properties.

If you are working with an opportunity, GoldMine displays the Opportunity Properties window, from which you can make changes to the record.

If you are working with a project, GoldMine displays the Project Properties window, from which you can make changes to the record.

Other Topics:

Entering Basic Information about an Opportunity

Adding Notes about an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Tracking Tasks

A large-scale opportunity or project involves multiple tasks that start and end over differing periods of time. Some tasks might require team efforts at the same time, while others may overlap in time, or occur at different times. One task might need to be completed before work on another task can begin. In a complex sale or project, tracking tasks is critical to effective management and successful completion of the opportunity/project.

To display information about tasks for a selected opportunity or project, select the Tasks tab.

The Tasks tab contains the following information:

Reference

Descriptive name for the task, such as recruit survey team.

Status

Phase or position in the processing or completion of the task.

Priority

Rank-order of the task within the entire set of tasks. For example, you might use number entries, such as 1, 2, 3, etc., to indicate the priority of completing the selected task before completing other tasks in the opportunity or project.

User

User associated with the task. By default, GoldMine assigns (public). To assign a user, select a name from the drop-down list.

To the right of the Tasks browse window is a gantt chart-style calendar. After you schedule tasks for yourself or another user, you can view the long-term schedule in the gantt chart .

You can change the calendar view between weekly, monthly, quarterly, and semiannually. To zoom in to a more detailed calendar view, such as from monthly to weekly, left-click in the calendar. To zoom out to a longer-range view, such as from quarterly to semiannually, right-click in the calendar.

To advance or reverse through the calendar by increments corresponding to the selected view, click on [image] or [image]. For example, if you are viewing the weekly calendar, click [image] to advance by one-week increments.

Other Topics:

Tasks Local Menu

Entering Information about a Task

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Tasks Local Menu

To either add a task, or modify a selected task, right-click or press [spacebar] inside the Tasks tab’s browse window to display the local menu.

The Tasks local menu contains the following options:

New

Displays the Task dialog box, from which you can add a task to the Tasks tab.

Go to Task

Displays the gantt chart corresponding to the task.

Delete

Removes the selected contact from the Tasks tab.

Properties

Displays the Task dialog box, from which you can make changes to a selected task.

Other Topics:

Entering Information about a Task


Entering Information about a Task

When you select either New or Properties from the Tasks local menu, the Task dialog box appears.

The Task dialog box contains the following options:

Reference

Descriptive name for the task, such as recruit survey team.

Status

Phase or position in task completion.

Start Date

Date on which work is started on the project. By default, GoldMine displays the current date in this field.

User

User associated with the task. By default, GoldMine assigns (public). To assign a user, select a name from the drop-down list.

Color

Color associated with the task that appears in the gantt chart-style calendar that appears in the right half of the Tasks tab. By default, GoldMine assigns blue. To assign a different color, select a color from the drop-down list.

End Date

Deadline date to finish the task. By default, GoldMine displays the current date in this field.

Priority

Rank-order of the task within the entire set of tasks. For example, you might use number entries, such as 1, 2, 3, etc., to indicate the priority of completing the selected task before completing other tasks in the opportunity or project.

%Done

Percentage of work completed for the task.

Notes

Free-form information about the task.

When done adding or editing information about the task, select OK to close the Task dialog box, and return to the Opportunity/Project Manager window.


Tracking Detailed Information

You can track detailed information in user-defined fields associated with the opportunity or project. You can create user-defined fields specific for each opportunity or project.

The Details tab contains the following information:

Item

Name of the custom field that tracks the detailed information for the opportunity or project.

Reference

Value associated with the custom field.

Linked Document

Path and name of a file that you want linked to the custom field.

Other Topics:

Details Local Menu

Entering Details for an Opportunity or Project

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Tracking Tasks

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Details Local Menu

To either add detailed information, or modify a selected detail record, right-click or press [spacebar] inside the Details tab’s browse window to display the local menu.

The Details local menu contains the following options:

New

Displays the Detail Properties dialog box, from which you can add a task to the Details tab.

Launch

Starts the application and file specified in the Linked Document column of the Details tab’s browse window.

Delete

Removes the selected contact from the Details tab.

Properties

Displays the Detail Properties dialog box, from which you can make changes to a selected detail record.

Other Topics:

Entering Details for an Opportunity or Project


Entering Details for an Opportunity or Project

When you select either New or Properties from the Details local menu, the Detail Properties dialog box appears.

The Detail Properties dialog box contains the following options:

Field Name

Name of the custom field that tracks the detailed information for the opportunity or project. This value will appear in the Item column of the Details tab. You cannot change the entry in this field when you modify a detail record.

Value

Entry associated with the custom field. This value will appear in the Reference column of the Details tab.

File Name

Path and file name of the file linked to the detail record. To search through your system for the path and file name, click [image].

Allow File to Synchronize

Sets GoldMine to automatically update the display when the linked file is modified.

When done adding or editing detailed information, select OK to close the Detail Properties dialog box.

Other Topics:

Details Local Menu

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Tracking Tasks

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Tracking Decision-Makers

Typically, a large-scale opportunity or project involves multiple contacts in the decision-making process. In an opportunity, the individuals who affect or participate in the decision-making process are known as influencers. To display information about decision-makers for a selected opportunity, select the Influencers tab.

In a project, these individuals are known as contacts. To succeed, you must have key information about each of these influential contacts. To display information about decision-makers for a selected project, select the Contacts tab.

GoldMine displays the same information for either an influencer or a contact.

The Influencers/Contacts tab contains the following information:

Company

Organization for which the influencer works or is otherwise affiliated.

Contact

Name of the influencer; that is, the individual who is seen to affect or participate in decision-making.

Title

Job title of the influencer, such as Vice President.

Role

Specific contribution that the influencer will make to the decision-making process, such as product testing.

Influence

Specific action that the influencer will take to affect the decision-making process, such as prepare an evaluation for review by the vice president, sign the purchase order, etc.

To add a new influencer, or make changes to an influencer to the Influencers/Contacts tab, right-click inside the tab’s browse window to display the Influencers local menu.

Other Topics:

Influencers/Contacts Local Menu

Entering Information about an Influencer or Contact

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Influencers/Contacts Local Menu

To either add an influencer (opportunity), or work with a selected influencer, right-click or press [spacebar] inside the tab’s browse window to display the local menu.

To either add a contact (project), or work with a selected contact, right-click or press [spacebar] inside the tab’s browse window to display the local menu.

The Influencers/Contacts local menu contains the following options:

New Linked Contact

Displays the Contact Listing, from which you can select a contact to link as an additional influencer or contact.

New Unlinked Contact

Displays the Influencer dialog box, from which you can enter information to add an influencer or  contact to the Influencers/Contacts tab without linking the opportunity/project to that individual.

Delete

Removes the selected contact from the Influencers/Contacts tab.

Link to Contact

Displays the Contact Listing, from which you can select a contact other than the active contact record to link with the selected record in the Influencers/Contacts tab.

Go to Contact Record

Brings the linked contact record to the front of the display.

Sync Record

Displays the contact record linked to the opportunity behind the Opportunity/Project Manager window. When a different opportunity or project is selected, GoldMine updates the contact record to display the corresponding linked contact record.

When you select this option, a check appears next to the option name in the local menu.

Properties

Displays the Influencer/Contact dialog box, from which you can modify entries about the selected contact.

Other topics:

Entering Information about an Influencer


Entering Information about an Influencer

When you select either New Unlinked Contact or Properties from the Influencers/Contacts local menu, the Influencer dialog box appears.

The Influencer dialog box contains the following options:

Company

Organization for which the individual works or is otherwise affiliated.

Contact

Name of the individual.

Title

Job title of the individual, such as Vice President.

Role

Specific contribution, that the individual will make to the decision-making process, such as product testing.

Response Mode

(Opportunity Manager only)

Perceived attitude of the individual toward the product/service involved in the part of the opportunity about which the individual can affect or determine the decision. For example, some of the already defined entries in the F2 lookup for this field include Even Keel (Not Receptive to Sale) to receptive Growth (Receptive to Sale).

Notes

Free-form information about the individual.

When done adding or editing information about the influencer/contact, select OK to close the Influencer dialog box.


Tracking Members of the Team

The process of closing a large-scale opportunity or completing a project typically involves a team of individuals that works together to interact with multiple decision-makers in the target organization. The Team tab of the Opportunity/Project Manager window maintains critical information about each of these team members.

To display information about individual team members, select the Team tab.

The Team tab contains the following information:

Member

Name of the team member.

Title

Job title of the individual, such as Sales Manager.

Department

Name of the department to which the individual is assigned, such as International Sales or Product Support.

Role

Specific contribution that the team member will make to the opportunity process, such as write RFP.

Other Topics:

Team Local Menu

Entering Information about a Team Member

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Sales Team Local Menu
Team Local Menu

To either add a new member to the sales team, or work with a selected team member, right-click or press [spacebar] inside the Team tab to display the local menu.

The Team local menu contains the following options:

New

Displays the Team dialog box, from which you can add an individual to the Team tab.

Delete

Deletes the selected team member from the Team tab.

Properties

Displays the Team dialog box, from which you can change entries for a selected team member.

Other Topics:

Entering Information about a Team Member


Entering Information about a Team Member

When you select either New or Properties from the Team local menu, the Team dialog box appears.

The Team dialog box contains the following options:

Member

Name of the individual assigned to the team.

Title

Job title of the team member, such as Sales Manager.

Role

Type of contribution that the team member will make to the decision-making process, such as write RFP.

Notes

Free-form information about the team member.

When done adding or editing information about the team member, select OK to close the Team dialog box.


Tracking the Competition

(Opportunity Manager only)

To successfully present your organization and product(s), you must typically “position” them among a field of competitors.

To display information about rival companies in the Opportunity Manager window, select the Competitors tab.

The Competitors tab contains the following information:

Company

Name of the company that is competing with your company for the opportunity.

Product

Name of the competing goods or service.

Strengths

Brief description of the most attractive feature(s) of the competing company or the product.

Weaknesses

Brief description of the most undesirable feature(s) of the competing company or the product.

Rating

Numeric value that indicates the quality of the product/service in comparison to the product/service that you are offering in the opportunity. For example, the predefined values offered in the F2 lookup for this field range from +5 (most positive rating) to -5 (most negative rating).

Status

Current acceptance by the target contact or company of your competitor’s product or service. For example, if the target company started with Brand X software upon incorporation, and has continuously used the software, finds each new release of the software meets all needs, and the cost is very low per user, the entry in this column would probably be Entrenched to indicate the current degree of acceptance of Brand X software.

Contact

Name of the primary team member working on the same opportunity for the competing company. To see the complete column entry, pull out the right border of the Opportunity Manager window.

Other Topics:

Competitors Local Menu

Entering Information about a Competitor

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Competitors Local Menu

(Opportunity Manager only)

To either add a new competitor, or work with a selected competitor, right-click or press [spacebar] inside the tab’s browse window to display the local menu.

The Competitors local menu contains the following options:

New Linked Contact

Displays the Contact Listing, from which you can select a contact to link as an additional competitor with the selected opportunity.

New Unlinked Contact

Displays the Contact dialog box, from which you can enter information to add a contact to the Competitors tab without linking the opportunity to that contact.

Delete

Removes the selected contact from the Competitors tab.

Link to Contact

Displays the Contact Listing, from which you can select a contact other than the active contact record to link with the selected record in the Competitors tab.

Go to Contact Record

Brings the linked contact record to the front of the display.

Sync Record

Displays the contact record linked to the opportunity behind Opportunity Manager window. When a different opportunity is selected, GoldMine updates the contact record to display the corresponding linked contact record.

When you select this option, a check appears next to the option name on the Opportunity Listing local menu.

Properties

Displays the Competitor dialog box, from which you can modify entries about the selected contact.

Other Topics:

Entering Information about a Competitor


Entering Information about a Competitor

(Opportunity Manager only)

When you select either New Unlinked Contact or Properties from the Competitors local menu, the Competitor dialog box appears.

The Competitor dialog box contains the following options:

Competitor

Name of the competing organization.

Contact

Name of the primary individual working on the same opportunity for the competing company. To see the complete column entry, pull out the right border of the Opportunity Manager window.

Rating

Numeric value that indicates the quality of the product/service in comparison to the product/service that you are offering in the opportunity. For example, the predefined entries offered in the F2 lookup for this field include a range of +5 (most positive rating) to -5 (most negative rating).

Status

Current acceptance by the target contact or company of your competitor’s product or service. For example, if the target company started with Brand X software upon incorporation, and has continuously used the software, finds each new release of the software meets all needs, and the cost is very low per user, you would probably select Entrenched from the F2 lookup to indicate the current degree of acceptance of Brand X software.

Product

Name of the competing goods or service.

Strengths

Brief description of the most attractive feature(s) of the competing company and/or product.

Weaknesses

Brief description of the most undesirable feature(s) of the competing company and/or product.

Notes

Free-form information about the competitor and/or product.

When done adding or editing information about the competitor, select OK to close the Competitor dialog box, and return to the Opportunity Manager window.


Tracking Issues

As your team pursues an opportunity or works to complete a proejct, you will become aware of issues that the target company needs to resolve. For example, a company might be especially interested in the remote synchronization feature offered by competing workgroup management software products because of the need to update their outside sales force. However, the same company might need to resolve the cost issue of providing each sales person who both travels and works in the office with licensed software that can be run on both a notebook PC and a desktop PC.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, Opportunity/Project Properites window refers to both the Opportunity Properties window, and the Project Properties window.

To display information about issues in the Opportunity/Project Manager window, select the Issues tab.

The Issues tab contains the following information:

Priority

Rank-order of the issue.

Date

Date that the issue record is created.

Status

Current standing of the issue, such as Deferred.

Issue

Brief description of the issue that your team must address, such as infrequent synchronization or high turnover in company.

User

Team member assigned to work on the issue.

Other Topics:

Issues Local Menu

Adding or Editing an Issue

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Issues Local Menu

The Issues local menu contains the following options:

New

Displays the Issue dialog box, from which you can add an issue to the Issues tab.

Delete

Deletes the selected issue entry from the Issues tab.

Properties

Displays the Issue dialog box, from which you can change entries for a selected issue.

Other Topics:

Adding or Editing an Issue


Adding or Editing an Issue

When you select either New or Properties from the Issues local menu, the Issue dialog box appears.

The Issue dialog box contains the following options:

Issue

Brief description of the issue that your team must address, such as infrequent synchronization or high turnover in company.

Status

Current standing of the issue, such as Deferred.

Priority

Rank-order of the issue. Typically, you will want to assign numbers to issues in ascending order, so that more important issues will have smaller, or lower numbers.

Date

Date that the issue record is created. By default, this field displays the current date.

User

GoldMine user assigned to work on the issue. To select a user, click on the arrow to the right of the field. A drop-down list appears, from which you can select a user. Although you will typically select a user who is a team member, this drop-down list will include all GoldMine users.

Notes

Free-form information about the issue.

When done adding or editing information about the issue, select OK to close the Issue dialog box.


Tracking Forecasted Sales

(Opportunity Manager only)

A largescale opportunity might involve multiple component sales, especially if the opportunity involves setting up a company with technology, where the provider might offer a package of hardware, setup, training, and technical support.

Although you add a forecast sale from the Schedule a Forecasted Sale dialog box, you can view and manage each forecasted sale record in the Forecast tab of the Opportunity Manager window.

To display forecasted sales for the selected opportunity in the Opportunity Manager window, select the Forecast tab.

The Forecast tab contains the following information:

Product

Name of the goods or service offered for sale.

Code

Job code, or other identifier, that categorizes the activity.

Status

Current standing of the forecasted sale, such as Open, Closed, or Suspended.

Forecast

Displays two types of information for the forecasted sale:

•	Dollar amount projected for the sale, such as $15,000.

•	Probability, or likelihood, of successfully closing the sale, and a weighted dollar amount in parentheses based on this probability; for example, if the dollar amount is $15,000, and the probability is 70%, GoldMine shows a corresponding prorated amount of ($10,500).

Estm. Close

Estimated Close: Number of days and date projected to close the sale.

Acct Mgr

User name of the primary individual responsible for the sale as identified in the Schedule a Forecasted Sale dialog box.

% Probability

Likelihood of successfully closing the sale, expressed as a percentage.

Potential

Weighted dollar amount based on this probability; for example, if the dollar amount is $15,000, and the probability is 70%, GoldMine shows a corresponding weighted amount of $10,500.

To add a forecasted sale to the Forecast tab, highlight the opportunity to which you want to add the sale, then select Schedule|Forecasted Sale from the Main Menu.

Other Topics:

Scheduling a Forecasted Sale

Local Menus for the Forecast, Pending, and History Tabs

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Local Menus for the Forecast, Pending, and History Folders
Local Menus for the Forecast, Pending, and History Tabs

The following options are available on the local menus for the Forecast, Pending, and History tabs:

Zoom

Displays the Scheduled Activity Zoom dialog box containing all the information on the highlighted activity. In addition, you can view the next activity on the Activity List by selecting Next, or view the previous activity on the display by selecting Prev. If the local menu option Sync Record is checked, the linked contact record displays the contact record linked to the activity displayed in the Scheduled Activity Zoom screen.

View

Allows you to control the display by selecting the following option(s):

•	Detailed View: Selects whether or not the details of the selected activity are displayed in the lower portion of the Activity List.

•	Sync Record: Selects whether or not the displayed contact record is linked to the Activity List. When this option is active, the contact record window always displays the contact record linked to the selected activity in the Activity List.

•	Show Contact: Displays the name of the contact in the Contact column of the browse window.

•	Show Company: Displays the name of the company in the Contact column of the browse window.

This option appears only in the Forecast local menu.

User

Displays the Select a User dialog box, from which you can select the GoldMine user whose activities you want to view.

This option appears only in the Forecast local menu.

Analyze

Displays an analysis dialog box, from which you can view statistics on the potential or actual performance of selected users.

This option appears only in the Forecast local menu.

Sort

Orders the forecasted sale entries by either of the following:

•	by Close Date

•	by Probability

This option appears only in the Forecast local menu.

Forward

Displays the Forward All Displayed Activities dialog box that contains options to forward the activities currently displayed in the Activity List window to another date, or to another user. This is useful to assign activities to different GoldMine users, such as sales representatives.

This option appears only in the Forecast local menu.

Read

Displays the Read Email dialog box, from which you can read the selected GoldMine e-mail or Internet e-mail.

This option appears only in the Pending and History local menus.

Complete

Removes a completed activity from the Calendar and activity displays. When this option is selected, GoldMine displays a dialog box so you can enter information about the completed activity.

Reply

Displays the Reply to an activity dialog box, from which you can specify how to dispose of the original message once you reply.

Delete

Removes the highlighted activity.

Properties

Edits the highlighted activity.

Other Topics:

Tracking Forecasted Sales

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project


Tracking Pending Activities for the Opportunity or Project

A largescale opportunity typically involves many related activities performed by different members of the sales team. Although you add activities from the Schedule menu, you can view and manage each activity record in the Pending tab of the Opportunity/Project Manager window.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, Opportunity/Project Properites window refers to both the Opportunity Properties window, and the Project Properties window.

To display scheduled activities for the selected opportunity, select the Pending tab in the Opportunity/Project Manager window.

The Pending tab contains the following information:

Activity

Type of scheduled activity, such as Call or Appt.

Date

Date on which the activity is scheduled.

Time

Time that the activity is scheduled to occur.

Code

Job code, or other identifier, that categorizes the activity.

Contact

Name of the person who is the target of the activity; for example, the person to be contacted by a telephone call, or with whom you schedule a meeting.

Reference

Descriptive information regarding the activity. The specific reference depends on the activity type and purpose. For example, a scheduled call might have a reference Call to confirm appointment; a next action might have a reference Send brochure.

User

GoldMine user assigned to perform the activity.

To add an activity to the Pending tab, highlight the opportunity to which you want to add a scheduled activity, then select Schedule from the Main Menu and the activity type, such as Call, Next Action, Appointment, or Other Action.

You can execute a variety of commands from the Pending local menu on a selected entry in the Pending tab.

Other Topics:

Local Menus for the Forecast, Pending, and History Tabs

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Tracking Completed Activities for the Opportunity or Project

When any kind of activity related to the opportunity—scheduled or unscheduled—is completed, a record of the completed activity appears in the History tab of the Opportunity/Project Manager window.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, Opportunity/Project Properites window refers to both the Opportunity Properties window, and the Project Properties window.

To display completed activities for the selected opportunity or project, select the History tab in the Opportunity/Project Manager window.

The History tab contains the following information:

Activity

Type of completed activity, such as Call or Appt.

Date

Date on which the activity was completed.

Time

Time that the activity was completed.

Code

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

Reference

Descriptive information regarding the activity. The specific reference depends on the activity type and purpose. For example, a scheduled call might have a reference Call to confirm appointment; a next action might have a reference Send brochure.

User

GoldMine user assigned to perform or complete the activity.

You can execute a variety of commands from the History local menu on a selected entry in the History tab.

Other Topics:

Local Menus for the Forecast, Pending, and History Tabs

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Pending Activities for the Opportunity or Project

Tracking Completed Activities for the Opportunity or Project

Working with Automated Processes

Working with an Opportunity or Project Template


Working with Automated Processes

An opportunity that involves multiple contacts and/or multiple component sales typically takes a medium to longer length sales cycle to complete. A large project can run over weeks, months, or years.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, Opportunity/Project Properites window refers to both the Opportunity Properties window, and the Project Properties window.

You can use GoldMine’s Automated Processes™ within the Opportunity/Project Manager window to perform repetitive tasks required in such sales cycles or project. Using Automated Processes, you can set up GoldMine to perform a variety of tasks upon completion of previous tasks. For example, Automated Processes can generate follow-up letters at a specified interval, such as five days, after you complete a call to prospects. Upon generating the letters, GoldMine can automatically schedule a follow-up call at another interval, such as three days.

An Automated Process is also known as a track. Therefore, tracks assigned to each opportunity are stored in the Tracks tab of the Opportunity/Project Manager window. To display Automated Processes attached to the selected opportunity, select the Tracks tab.

The Tracks tab contains the following information:

Process

Descriptive name of the Automated Process, or track. The name typically indicates the function or purpose of the track.

Last Event

Task defined in the track that was last processed. Tracks consist of a sequence of two or more events, which are the step-by-step instructions GoldMine must evaluate to perform a specified series of activities.

Next Event

Task next queued for execution in the track.

Trigger

Name of the trigger, such as, that causes an action to be performed. A trigger is a predefined condition, such as number of elapsed days, that causes GoldMine to perform an action, such as printing a letter.

Action

Task that GoldMine performs when indicated by the trigger condition. For example, GoldMine might perform the action of printing a letter at the end of the trigger condition, or number of specified days.

To add an activity to the Tracks tab, highlight the opportunity to which you want to add the activity, then select Schedule|Automated Process from the Main Menu, or work with the Tracks local menu.

Other Topics:

Tracks Tab Local Menu

Entering Basic Information about an Opportunity

Entering Basic Information about a Project

Adding Notes about an Opportunity or Project

Editing Basic Information for an Opportunity or Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Members of the Team

Tracking the Competition

Tracking Issues

Tracking Pending Activities for the Opportunity

Tracking Completed Activities for the Opportunity or Project

Working with an Opportunity or Project Template


Tracks Folder Local Menu
Tracks Tab Local Menu

To either add a track, or work with a selected track, right-click or press [spacebar] inside the tab’s browse window to display the local menu.

The Tracks local menu contains the following options:

Attach Process

Displays the Attach an Automated Process dialog box, from which you can select a previously defined track to apply to the opportunity.

Remove Process

Deletes the selected track from the Tracks tab.

Scan Processes

Displays the Automated Events Processing dialog box, from which you can select a scan method, then start processing the selected track.

You cannot set up tracks from the Tracks tab of the Opportunity/Project Manager window.


Working with an Opportunity or Project Template

You can save an opportunity or project template for later use. A template automatically enters information that routinely appears for every opportunity, such as Opportunity or Project, Manager, and activity Code. You can view properties for a selected template in the upper portion of the Opportunity/Project Manager window.

Other Topics:

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Creating an Opportunity or Project Template

To create a template, from the upper portion of the Opportunity/Project Manager window, click on the arrow to the right of the Level field. A drop-down list appears. The (Templates) option is the second item that appears in the drop-down list.

Note: Most displays are similar for the Opportunity Manager and the Project Manager. Where the displays are similar, Opportunity/Project is used to refer to displays available in either window. For example, Opportunity/Project Properites window refers to both the Opportunity Properties window, and the Project Properties window.

Select (Templates). GoldMine displays any existing templates in the Opportunity/Project Listing browse window (upper pane of the Opportunity/Project Manager window).

To create a template, right-click to display the local menu. Select New. The Opportunity/Project Template Properties window appears. By default, GoldMine displays the Info tab.

The Opportunity/Project Template Properties window looks similar to the Opportunity/Project Properties window. However, the Info tab that appears when you create a template offers fewer options than the Info tab that appears when you create an opportunity or project record. Only those fields that would be likely to have “reusable” entries are included in the Info tab for creating a template.

Therefore, the Info tab that appears when you create a template contains the following options:

Opportunity

Descriptive name of the opportunity or project.

Acct. Manager

User name of the individual responsible for opportunity or project, such as a team leader.

Code

Job code, or other identifier, that categorizes the opportunity or project.

Status

Current standing of the opportunity or project, such as Open, Closed, or Deferred.

Stage

Phase or position in the process to capture the opportunity or to complete the project.

Source

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

Forecast

(Opportunity template only)

Total dollar amount projected to be generated by the opportunity. This entry appears in the Forecast column of the Opportunity Manager window.

Probability

(Opportunity template only)

Likelihood of the contact making this purchase. This field is expressed as a percentage. For example, if the contact will definitely purchase, enter a high percentage, such as 95. This entry appears in the Forecast column of the Opportunity Manager window, and the Summary tab.

Potential

(Opportunity template only)

Once you enter a value in the Probability field, GoldMine will generate a weighted amount of probable sales for each user in the Potential field. This entry appears in the Forecast column of the Opportunity Manager window.

Number of days to close (Opportunity tenplate only)

Number of days to complete (Project template only)

Number of days projected from start to finish for the opportunity or project. When you work with the template as a record, GoldMine will enter this value as the Close by date.

To close the Opportunity Properties window, select OK.

Other Topics:

Selecting an Opportunity or Project Template


Selecting an Opportunity or Project Template

You can select a template in the Opportunity/Project Manager window from either:

•	Opportunity/Project Listing browse window (upper pane of the Opportunity/Project Manager window)

•	New Opportunity/Project dialog box

When you select a template, the upper pane and any tabs with relevant information changes to show properties for the template.

Other Topics:

Creating an Opportunity or Project Template


Sending Messages

Communication is a key component of working successfully with others. Using GoldMine, you can use messages to notify one or more users of a visit or telephone call from contacts in the database, then send the message via a commonly used carrier, such as pagers, or electronic mail (e-mail). Using GoldMine’s Internet e-mail features, you can send and receive messages with other GoldMine users and your contacts. You can schedule messages to appear on other users’ calendars, or even schedule messages to yourself as timely reminders of upcoming activities.

The E-mail menu contains options to create and send the following types of messages:

•	GoldMine e-mail

•	Internet e-mail

•	Telephone

•	Pager

•	E-mail via Microsoft Exchange


Sending E-mail via Microsoft Exchange

You can send e-mail via Microsoft Exchange. To use Microsoft Exchange to send e-mail, you must have Microsoft Exchange for Windows 95 installed on your system. From the GoldMine Main Menu, select E-mail|MS Mail Message.

When you select this command, GoldMine logs into Microsoft Exchange, then uses Microsoft Exchange to create and/or send a message.

For more information on using Microsoft Exchange, see the documentation for the application.


Sending GoldMine E-mail

To send electronic mail to other users on your network, select E-mail|Send GoldMine E-mail. The Send GoldMine E-mail dialog box appears.

The Send GoldMine E-mail dialog box contains the following options:

To

GoldMine user name of the primary recipient of the e-mail. By default, GoldMine displays the name of the currently logged user.

To display a list of GoldMine users from which you can select a different primary recipient, click on the arrow to the right of the field.

cc;

Displays the Select cc: Users dialog box from which you can designate additional users and/or user groups as recipients of the e-mail.

Activity

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

Note: Set up your lookup values for each Activity field so that the first three characters of the lookup entry contain the activity code, two spaces, then a description of the activity. On activity zoom displays, GoldMine displays the activity reference that matches the code entered in this field.

Date

Date when the e-mail will be sent to the designated recipient(s). By default, the current date appears in this field.

Contact

Name of the contact that is the subject of the message. This field will default to the primary contact name of the currently selected contact record. However, you can select an additional contact.

To display a list of additional contacts, click on the arrow to the right of the field.

Subject

Descriptive title of the e-mail, such as Product Update.

Alarm

Sets up an alarm for the message. When a message is set to alarm, GoldMine will alert the message recipient that a message has arrived.

Link

By default, GoldMine will attach the message to the currently active contact record. If you do not want the message attached to the contact record, remove the check corresponding to this option.

Attached

Displays the path and file name of any attachment that you want to send with the e-mail. To attach a file, click on Attach—see below.

Attach

Displays the Open dialog box, from which you can select a path and file name for each file that you want to send with the e-mail. You can attach multiple files to an e-mail message.

To add text to your message, position the cursor inside the large pane in the middle of the Send GoldMine E-mail dialog box. The Attached field will close, and an editing toolbar appears.

File in history

When you send the e-mail, a copy of the e-mail record appears in the History tab of the currently selected contact record (default). To prevent GoldMine from placing a copy of the e-mail in the History tab, remove the check from the corresponding check box.

Send as rich text

Sends the e-mail message in rich text format (.RTF), which allows more sophisticated formatting, such as selected fonts. If the system of your recipient does not support .RTF, leave the check box corresponding to the option blank to send the e-mail as ASCII.

Private

Restricts viewing of code, reference, and any notes about the e-mail record to the message creator and any users with Master-Rights.

In the Pending tab of the contact record(s), other users can view information about the activity type, date, and the user who sent the e-mail; the Reference column will indicate that the sender selected Private.

RSVP

Allows you to track task delegation. GoldMine will notify you when the message is either completed or deleted by the recipient by creating an RSVP message on your Activity List.

GoldMine automatically assigns a Result code to each RSVP activity. The Result code Cmp on the RSVP activity indicates that the original activity was completed. The Result code Del indicates that the original activity was deleted by the assigned user. This RSVP message can be viewed to determine the outcome of a particular activity.

When done creating the e-mail message, select Send to send the message to the designated recipient(s).

Other Topics:

Editing Toolbar

Selecting E-mail Recipients

Reading your E-mail


Editing Toolbar

The editing toolbar provides a quick way to execute text editing, format, and spellcheck commands. Move the mouse pointer over any of the toolbar icons to display a flyout title box next to the icon. The editing toolbar icon functions are listed below.

	Save topic text—active only when text is added or changed		Print topic text—active only when text has been entered into the pane and is therefore available for printing
	Cut text block and copy the text to Windows’ Clipboard—available only when a text block has been selected (highlighted)		Copy text block to Windows’ Clipboard (leaves original)—available only when a text block has been selected (highlighted)
	Paste text block—available only when text is available in Windows’ Clipboard		Make selected characters bold
	Italicize selected characters		Underline selected text
	Select a font		Decrease the font size of selected characters by one point
	Increase the font size of selected characters by one point		Check the spelling of a message
When done editing, select [image] to save the text. Once done with addressing and creating the e-mail message, select Send. Depending on the entry in the Date field, GoldMine will either send the e-mail immediately, or hold your message for later delivery.

Other Topics:

Selecting E-mail Recipients

Reading your E-mail


Selecting E-mail Recipients

The Select cc: Users dialog box allows you to add one or more users or user groups to the distribution list of the e-mail.

Note: All individuals to whom you want to send e-mail must have a user record in GoldMine, even if they will never use any of GoldMine’s other features, or even log into GoldMine.

To select recipients for a GoldMine e-mail message, click on cc; The Select cc: Users dialog box appears.

The Select cc: Users dialog box contains the following options:

Primary User

Selects the GoldMine user who you want to designate as the primary recipient of the e-mail message. This field defaults to the name of the currently logged user.

To display a list of available user names, click on the arrow to the right of the field.

Note: The following two options, Other Users and Send blind e-mail are exclusive. That is, you can select either Other Users or Send blind e-mail.

cc: Other Users

Selects one or more GoldMine users to receive the e-mail in addition to the Primary User. To designate additional users, click on this check box, then double-click on one or more user names listed in the User List.

To remove a user, double-click on the user name. GoldMine will move the user back to the User List.

Send Blind E-mail

Sends e-mail to specified users without including them on the distribution list sent to users on the Other Users list. Blind users receive a copy of the message or scheduled activity, but are not included in the distribution list text that is added to the Notes field of all activities scheduled for more than one user.

To designate users to receive blind e-mail, click on this check box, then double-click on one or more user names listed in the User List.

To remove a user, double-click on the user name. GoldMine will move the user back to the User List.

User List

Lists all of the users for whom you can send e-mail. To select a user, select either Other Users, or Send Blind E-mail, then double-click on the user’s name. The user name will move to the list under the selected distribution option.

User Groups

Lists all user groups that have been defined in GoldMine. To select a user, select either Other Users, or the Send Blind E-mail, then double-click on the user’s name. The user name will move to the list under the selected distribution option.

When done, select OK to add the user(s) as recipients of the e-mail message.


Sending E-mail via the Internet

Using GoldMine, you can send and receive e-mail via the Internet. To access the Internet, you must have an account with a service provider that provides true Internet mail access, such as Netcom. The only additional requirement to send e-mail via the Internet is to get an account with an Internet Service Provider (ISP) that has true Internet mail access. That is, the ISP must support Post Office Protocol version 3 (POP3) and Simple Mail Transport Protocol (SMTP) to send and receive e-mail via the Internet using GoldMine.

Before you can send e-mail via the Internet, you must first access your Internet service provider. For assistance with setting up Windows 95 to communicate with your Internet service provider, contact your service provider. Within GoldMine, you must define settings for GoldMine to access your mail server, provide login information, and to apply any rules needed to send and retrieve e-mail from the Internet.

Depending on your setup, you can dial by either of the following methods:

•	Manually: The default configuration in Windows 95 requires manual dialing. From the Windows 95 status line, select the Start button, then select the Programs|Accessories|Dial-up Networking option. In the Dial-Up Networking window, double-click on the icon for your service provider. In the Connect To window, make sure that all settings are correct, then select Connect. Once your PC has connected successfully, either start or switch to GoldMine, and send Internet e-mail as described on the following pages.

•	Automatically: Using the Microsoft Internet Explorer, which is available with the Windows 95 Plus! Pack, you can configure Windows 95 to automatically dial to your Internet service provider when you send Internet e-mail as described on the following pages.

You can enter an Internet address for a contact by either creating a profile, or when you send e-mail to a contact.

To send e-mail via the Internet:

Note: If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages and retrieve waiting e-mail messages in one operation. To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Transfer All E-mail.

In GoldMine, select the E-mail|Send Internet E-mail option. The Create Internet E-mail dialog box appears.

The Create Internet E-mail dialog box contains the following options:

From

GoldMine automatically enters the Internet account name and address entered in the Your return address field of the Preferences|Internet tab.

Private

For users who retrieve the message using GoldMine, this option restricts viewing of code, reference, and any notes about the message to the user who created the message, the recipient, and any users with Master-Rights.

In the calendar, other users can see the activity, but cannot display details in an activity zoom.

To

Internet account name and address of the primary contact of the current contact record. If entered previously, GoldMine displays the entry automatically. You can type an Internet account name and address in this field. If the entry is different than any already stored for the contact, GoldMine displays the prompt

Do you want to add this address to the contact?

To add the address, select Yes. The information appears under the profile name of Internet Address in the Profiles tab of the current contact record.

If you send cc or bcc copies of the message to other contacts, GoldMine displays the total number of messages waiting to be sent next to the field label. For example, if you have selected one primary recipient and two cc recipients, GoldMine displays (3) to the right of To. To display a list of the cc and bcc recipients, click on the arrow to the right of the field.

cc

Designates a recipient who will receive a carbon copy. When you select the cc option, GoldMine displays the Contact Listing, from which you can select a contact. Once selected, the cc contact(s) will be listed in the To field.

Once mail is sent, a record of the e-mail appears in the History tab of the selected cc contact(s).

bcc

Designates a recipient who will receive a blind carbon copy. When you select the bcc option, GoldMine displays the Contact Listing, from which you can select a contact. Once selected, the bcc contact(s) will be listed in the To field.

Blind users receive a copy of the message, but are not included in the distribution list that is added to the Notes field of the corresponding activity record.

Once mail is sent, a record of the e-mail appears in the History tab of the selected bcc contact(s).

Note: GoldMine will only use an Internet address saved as a profile record with the name Internet Address, and in which the contact’s e-mail address is entered as the profile’s Reference.

Subject

Descriptive title of the e-mail, such as Request for Demo Diskette.

Template

Displays the E-mail Templates dialog box, from which you can:

•	Select an existing template to use for merging data into an e-mail message

•	Modify an existing template under the same name, or under a new name

•	Save a currently composed message as a new template

Attached

Displays the path and file name of any attachment that you want to send with the e-mail. To attach a file, click on Attach—see below.

GoldMine displays the total number of attached files next to the field label. For example, if you have attached three files to the message, GoldMine displays (3) to the right of Attached. To display a list of the attachments, click on the arrow to the right of the field.

To delete an attachment: highlight the attachment, then press [Delete].

Attach

Displays the Open dialog box, from which you can select a path and file name for each file that you want to send with the e-mail. You can attach multiple files to an e-mail message.

GoldMine supports Multipurpose Internet Mail Extensions (MIME), so you can send any kind of file, such as graphics or video, with your e-mail. However, the recipient of your e-mail must also support MIME to receive the file intact as sent; for example, recipients using either Eudora or Pegasus can successfully retrieve an attached graphics or video file because both of these e-mail programs support MIME. If the system of the recipient does not support MIME, the file appears as meaningless characters.

To add text to your message, position the cursor inside the large pane in the middle of the Create E-mail dialog box. The Attached field will close, and an editing toolbar appears.

The toolbar provides a quick way to execute editing, format, and spellcheck commands. Move the mouse pointer over one of the toolbar icons to display a flyout title box next to the icon. You can use the editing icons to apply formatting, such as fonts and color, to your text. If you send the message in the rich text format (.RTF) format, and your recipient reads the e-mail with GoldMine for Windows 95, the message appears with the applied formatting. However, if the recipient uses a different application to read e-mail, the message might be unreadable.

You can include a link to a web page by typing the address in the body of the message. Any recipient using GoldMine to read the e-mail can click on the address to jump to the web page.

File in history

By default, GoldMine will create a record in the History tab of the current contact record once the e-mail is sent. If you do not want the e-mail to appear as a history record, remove the check from this option.

Send as MIME

Since GoldMine supports MIME, you can encode your e-mail message with MIME. However, the recipient of your e-mail must also support MIME to receive the message intact as sent. If the system of the recipient does not support MIME, the file appears as meaningless characters. To send an e-mail message as plain ASCII text, remove the check from this option and the Rich text option.

You must select this option to enable the Attach button, and to select the Rich text option.

Note: To set GoldMine to automatically decode any UU-encoded MIME attachments in incoming messages, add the following command statement to the [Internet] section of your username.INI file:

UUEncodeScan=1

Send as Rich text

Sends the e-mail message in rich text format (.RTF), which allows more sophisticated formatting, such as selected fonts. If the system of your recipient does not support .RTF, leave the check box corresponding to the option blank to send the e-mail as plain ASCII text.

Options

Displays the E-mail Options window, from which you can specify the following:

•	Timing and security of message delivery

•	Merge settings

•	How you want the message recorded after delivery

Send

When you work with the Create Internet E-mail window for the first time, this button appears as Send. However, you can change the label on this button. Depending on the option selected in the Delivery tab of the E-mail Options window, this button displays one of the following labels:

•	Send: connects GoldMine to your Internet service provider, then transfers the message.

•	Queue: stores the e-mail message in the Out-Box tab of the Activity List for later transfer.

•	Print: displays the Print dialog box, from which you can select print settings and/or send the pending messages to an output device, such as a printer.

If you select the option to queue or print e-mail in the Delivery tab of the E-mail Options window, that will become the default function until you change the option. For example, if you select the option to print e-mail, this button appears as Print until you change the option.

When done editing, select [image] to save the text. Once done with addressing and creating the e-mail message, you can dial your Internet provider to send your message immediately, or send your message to the Out-box to wait until later. To view the contents of your Out-box, select View|Activity List, then select the Out-Box tab.

Other Topics:

Selecting E-mail Recipients

Working with E-mail Templates

Selecting E-mail Delivery Options

Selecting E-mail Merge Options

Recording Delivered E-mail


Sending and Retrieving E-mail Automatically

If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages and retrieve waiting e-mail messages in one operation. You can continue working during the transfer because GoldMine sends and retrieves your messages as a background process.

To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Transfer All E-mail. If your PC is not currently connected to the Internet, GoldMine will dial your Internet provider, send your mail password, and log in. GoldMine will first send your outgoing mail, displaying the Sending E-mail dialog box in the lower right side of the work area. After all queued mail is sent, GoldMine will retrieve your waiting mail, displaying a series of minimized dialog boxes in the lower left corner of the work area.

To watch the progress of each process in the transfer, click on [image] in the title bar of the minimized dialog box. For example, to view the incoming e-mail during retrieval, click on [image] in the Get Waiting… title bar. The E-mail Center appears.

Other Topics:

Working with the E-mail Center

Reading your E-mail


Working with E-mail Templates

You can create e-mail templates to send standard messages that you will use on a repeated basis. These e-mail templates function like letter templates. You can use any e-mail template to send broadcast e-mail messages. The template uses merge fields from the contact database to include custom information, such as the name of the contact, your full name for a “signature,” etc. You can store a record about the e-mail message, or the contents of the e-mail message, in the history file for each receiving contact.

Using Data Fields and Macros

You can place data fields or merge macros in the body of your e-mail message. For example, to include the name of each contact in the salutation, type Dear <<contact1->contact>>. GoldMine will replace the field values with values from the currently open contact database. You can also define the position of the cursor in a message after data has been merged with a new macro, <<Cursor>>. Place the macro <<Cursor>> at the point in the template that you want the cursor to appear.

Defining a Default Template

You can create an e-mail message with merge codes for one-time sending, or you can save the template for future use. You can identify a template that will automatically be used whenever you create an e-mail message. To save a template that GoldMine will automatically use to merge data, save the template as Default Template.

To create an e-mail template, or to work with an existing template:

From the Create Internet E-mail dialog box, type a title in the Subject field for either a new template, or for an existing template that you want to save under a new title. Leave this Subject field blank to work with an existing template.

Note: To automatically merge an e-mail template when creating an e-mail message, type Default Template in the Subject field of the Create Internet E-mail dialog box, then select the Save message as a new template option in the E-mail Templates dialog box described below.

Select Template. The E-mail Templates dialog box appears.

The E-mail Templates dialog box contains the following options:

E-mail Templates

Selects a previously created template—to name a new template, type the title in the Subject field of the Create Internet E-mail dialog box.

To display a list of template titles, click on the arrow to the right of the field.

Templates of User

User name of the owner of the template(s) listed in the E-mail Templates field.

To display a list of available user names, click on the arrow to the right of the field.

Edit selected E-mail template

By default, GoldMine allows you to modify the text of the e-mail template specified in the E-mail Templates field.

Save message to selected template

Saves changes to a previously created e-mail template.

Save message as a new template

Saves a newly created template, or saves a modified template as a new template. Be sure to select this option if you are modifying the template of another user that you want to save as your own template.

Delete Template

Deletes the template specified in the E-mail Templates field.

When done, select OK to close the E-mail Templates dialog box, and return to the Create Internet E-mail dialog box.


Selecting E-mail Delivery Options

When the Options button is selected from the Create Internet E-mail dialog box, the E-mail Options window appears. By default, the Delivery tab appears.

The Delivery tab contains the following options:

Send E-mail now

Sends the e-mail message to the specified contact record(s). When this option is selected, the Send/Queue/Print button in the Create Internet E-mail dialog box appears with the label Send.

Request a return receipt

Returns an e-mail acknowledgment to the sender upon delivery of the e-mail message if the receiving e-mail server supports the return-receipt feature.

Queue E-mail for sending

Stores the e-mail messages in the Out-Box tab of the Activity List. Using this option, you can create multiple e-mail messages to send at a later time. This option includes three untitled fields to define the queue setting:

•	Date: By default, GoldMine displays the current date. To change the date, type a new date in the field, press [F2] to display the graphical calendar from which you can select a date, or click on the spin controls to the right of the field to scroll by increments of one day.

•	Time: By default, GoldMine displays the time at which you accessed the E-mail Options dialog box (current time). To change the time, type a new date in the field, press [F2] to display the graphical clock from which you can select a time, or click on the spin controls to the right of the field to scroll by increments of one day.

•	Activity Code: Job code, or other identifier, that categorizes the activity. Type a three-character code in the field, or press [F2] to display a lookup.

To view e-mail messages in the queue for a selected contact record, select the Pending tab to access the Pending tab in the contact record.

To view all e-mail messages in the queue, select the View|Activity List option, then select the Out-Box tab.

When you select this option, the Send button in the Create Internet E-mail dialog box appears with the label Queue.

Print messages

Displays the Print dialog box, from which you can select print settings, and/or send the pending messages to an output device, such as a printer. When you select this option, the Send button in the Create Internet E-mail dialog box appears with the label Print.

Encrypt the message with a password

Attaches a password of up to eight alphanumeric characters to the e-mail. The recipient(s) must enter the password to read the e-mail message. Password-protected e-mail must be read in GoldMine.

Type the password in the field to the right of the option label.

When done selecting delivery options, either select E-mail Merge tab or the File in History tab, or select OK to close the E-mail Options window, and return to the Create Internet E-mail dialog box.

Other Topics:

Selecting E-mail Merge Options

Recording Delivered E-mail


Selecting E-mail Merge Options

GoldMine allows you to merge data into e-mail messages by using a previously defined merge template. You can send a merged message, or a message as just written, to all contacts, or those selected on the basis of filter conditions. When Options is selected from the Create Internet E-mail dialog box, the E-mail Options window appears. Select the E-mail Merge tab.

The E-mail Merge tab contains the following options:

Merge an E-mail to ALL (filtered) contacts

Merges data into a selected e-mail template for either all contacts, or contacts selected on the basis of an active filter. You must select this option to enable all other options in the E-mail Merge tab.

Confirm each contact

Prompts you to confirm that you want to send the e-mail message for each contact either in your database (when mailing to all contacts), or for each contact selected on the basis of an active filter. This option allows you to send the message to only those contacts for whom the message is appropriate.

E-mail the composed message

Merges information as set up in the e-mail, and sends the e-mail without saving the message as a template. Select this option for an e-mail intended only for one-time sending.

E-mail a merged template

Allows you to select a previously created template. To display a list of template names, click on the arrow to the right of the field located directly below this option.

The field to the right of the template name displays the name of the currently logged user. Depending on your access rights, you can select another user from this field to display the templates created by that user. To display a list of available user names, click on the arrow to the right of the field.

When done selecting merge options, either select the Delivery tab or the File in History tab, or select OK to close the E-mail Options window, and return to the Create Internet E-mail dialog box.

Other Topics:

Selecting E-mail Delivery Options

Recording Delivered E-mail


Recording Delivered E-mail

You can save Internet e-mail message(s) that you have sent as a record in the history file of the contact(s). You can save a record that contains only information about the e-mail, such as the date the message was sent, user who sent the message, result code, and descriptive reference. You can also save the e-mail with the body of the message; this option requires considerably more disk space.

Note: Recording information about an outbound e-mail is not equivalent to a return receipt; that is, the history record does not indicate whether the e-mail was received, only that the e-mail was sent out.

When the Options button is selected from the Create Internet E-mail dialog box, the E-mail Options window appears. Select the File in History tab.

The File in History tab contains the following options:

Create a history record

Creates a record in the History tab of the current contact record once the e-mail is sent. This option does not include the full text of the e-mail, but does include information about the e-mail, such as the subject and date sent.

Save the message body in history

Creates a record in the History tab of the current contact record once the e-mail is sent that does include the full text of the e-mail.

Activity

Job code, or other identifier, that categorizes the e-mail.

Result

Completion code that allows you to categorize the outcome of the e-mail.

Reference

Description of the e-mail message.

When done selecting options for recording the e-mail, either select another tab to select delivery options or options for merge options, or select OK to close the E-mail Options window, and return to the Create Internet E-mail dialog box.

Other Topics:

Selecting E-mail Delivery Options

Selecting E-mail Merge Options


Retrieving E-mail from the Internet

To retrieve Internet e-mail from within GoldMine, you must use a service provider that has true Internet mail access. The Internet access provided by most commercial online services, such as CompuServe and Microsoft Network, will not work with the GoldMine Internet e-mail feature. You must configure Windows 95 dial-up networking to connect to your Internet service provider. For information about determining whether your Windows 95 system is correctly configured to communicate with your Internet service provider, see README.RTF. For assistance with setting up Windows 95 to communicate with your Internet service provider, contact your service provider.

Before you can retrieve e-mail via the Internet, you must first access your Internet service provider. Depending on your setup, you can dial by either of the following methods:

•	Manually: The default configuration in Windows 95 requires manual dialing. From the Windows 95 status line, select the Start button, then select the Programs|Accessories|Dial-Up Networking option. In the Dial-Up Networking window, double-click on the icon for your service provider. In the Connect To window, make sure that all settings are correct, then select Connect. Once your PC has connected successfully, either start or switch to GoldMine, then retrieve Internet e-mail as described on the following pages.

•	Automatically: Using the Microsoft Internet Explorer, which is available with the Windows 95 Plus! Pack, you can configure Windows 95 to dial automatically to your Internet service provider when you retrieve Internet e-mail as described on the following pages.

You can retrieve any waiting e-mail by one of two methods:

•	Automatically

•	Manually

Note: To set GoldMine to automatically decode any UU-encoded MIME attachments in incoming messages, add the following command statement to the [Internet] section of your username.INI file:

UUEncodeScan=1

Other Topics:

Retrieving E-mail Automatically

Retrieving E-mail Manually

Reading your E-mail


Retrieving E-mail Automatically

If configured, GoldMine will automatically retrieve new e-mail at the interval you specify, and alert you when new mail has arrived.

When GoldMine retrieves new e-mail, [image] appears on the right side of your Windows system tray.

To display the message in the Read E-mail dialog box, double-click on [image].

Other Topics:

Retrieving E-mail Automatically

Retrieving E-mail Manually

Reading your E-mail


Retrieving E-mail Manually

To manually retrieve e-mail from the Internet:

Note: If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages and retrieve waiting e-mail messages in one operation. To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Transfer All E-mail.

In GoldMine, from the Main Menu, select E-mail|Get Waiting E-mail. If not set up in the Internet tab of the Edit|Preferences window, the Enter your password dialog box appears.

At the prompt Please enter your mailbox password, type the password to access your Internet mail server. This password may not be the same as the password you use to access your Internet service provider. Select OK.

Once your password is sent—whether automatically from your setting in the Internet tab as described above, or by manual entry—the E-mail Center appears. You can read, store, and reply to e-mail from the E-mail Center.

Other Topics:

Viewing your Waiting E-mail

Reading your E-mail


Importing Data from a Web Site

You can use GoldMine’s Internet e-mail feature to capture data from a site page on the World Wide Web. When retrieving data from a Web page, GoldMine will automatically create both an e-mail record, and a contact record. Using this powerful feature, any company with Internet capability can set up forms on the Internet, such as a registration form, then capture the data to create contact records.

Once the Web page is set up, capturing data is a simple process.

Note: To capture data from a Web page, the data must be sent to your e-mail address; for example, johndoe@somewhere.com.

To retrieve data addressed to you on a Web form (and any other Internet e-mail):

From the Main Menu, select E-mail|Get Waiting Mail. The Get Waiting E-mail dialog box appears. GoldMine lists your e-mail.

To retrieve all mail, select Get All. To retrieve only one e-mail, highlight the message, then select Get.

To check captured data only, you can close the Get Waiting E-mail dialog box once GoldMine is done retrieving your e-mail. GoldMine will create both an e-mail record and a new contact record.

Once the data is retrieved from the Web site, you can attach an Automated Process to the new contact record(s). Combining the Web import feature with GoldMine’s Automated Processes can completely automate capturing and responding to leads. Automated processes can be initiated automatically, and e-mail messages can be sent to GoldMine users alerting them of the incoming contact data.


Reading your E-mail

Reading your e-mail offline, or when not connected to a service provider, can be cost-effective as well as convenient. For example, once you retrieve e-mail from the Internet, you can save connection costs by reading the messages offline. Once you read a message, you can reply, and/or complete e-mail from the same dialog box.

To read your e-mail:

From the Main Menu, select E-mail|E-mail Center. GoldMine will open the E-mail Center. The Read E-mail dialog box appears.

Note: To display the contact record of the selected message, double-click on the message listing.

The Read E-mail dialog box contains the following options:

File It

Removes the e-mail from the E-mail tab without replying or completing. GoldMine will place the e-mail in the Filed tab of the Activity List. You can delete, reply to, or forward the e-mail from the Filed tab at any time.

Delete

Removes the e-mail.

Reply

Displays the appropriate dialog box, from which you can create and send e-mail. For example, if you select the Reply button when reading GoldMine e-mail, the Create an Internet E-mail dialog box appears.

Complete

Displays the Complete an E-mail dialog box, from which you can select options for the disposition of the message, replying to the sender, and filing the message in the History tab of the related contact record.

Other Topics:

Read E-mail Local Menu


Read E-mail Local Menu

The Read E-mail dialog box has a special local menu that contains the following options:

Undo

Cancels the last edit to the message text.

Cut

Removes the selected characters, and places the selected characters into Windows’ Clipboard.

Copy

Duplicates the selected characters, and places the selected characters into Windows’ Clipboard.

Paste

Places characters placed into Windows’ Clipboard by either Cut or Copy into the cursor location. You can also highlight text to overwrite with the selected characters.

Delete

Erases the selected characters.

Select All

Selects the entire message text.

Show Header

Displays a submenu, from which you can select an option to control the amount of header, that is, the part of the message that contains routing, subject, and date information, from the following submenu options:

•	Hide: no header appears.

•	Summary: shows information about the subject title, sender, recipient, date, and the carrier used.

•	Complete: shows all of the information provided by the Summary option, as well as details about the sending process—these details can be extensive when displayed for a message sent through the Internet.

By default, GoldMine shows no header. A check appears to the left of the selected header option.

Print

Prints the displayed e-mail message.

Load URL

Loads your Web browser program, such as Netscape, then loads the Web page corresponding to the selected Web site address in the message. For example, if you place your cursor on top of the Web site address http://www.goldminesw.com, display the Read E-mail local menu and select Load URL, GoldMine will start your Web browser, then load the Web page for GoldMine Software.


Working with the E-mail Center

GoldMine’s E-mail Center provides a convenient way to view, organize, and send your queued Internet e-mail. If you subscribe to more than one Post Office Protocol version 3 (POP3) mail server, you can set up the E-mail Center to retrieve mail from multiple Internet mail servers.

To access the E-mail Center:

From the Main Menu, select E-mail|E-mail Center. The E-mail Center dialog box appears.

The E-mail Center dialog box is divided into three major sections:

•	E-mail Center tree: allows you to connect to your mail server, and organizes incoming, outgoing, and filed messages.

•	E-mail message listing browse window: displays messages available in the in-box, out-box, or selected tab.

•	Text display: shows the body of a message selected in the listing browse window.

Other Topics:

Viewing your Waiting E-mail

E-mail Center Toolbar

E-mail Center Local Menus


Viewing your Waiting E-mail

Using the E-mail Center, you can connect to a mail server, view messages left for you, send one or more queued messages, and retrieve and file messages waiting in your mail server. You can delete any unwanted messages on the server without retrieving them onto your system.

Note: While you can send queued e-mail messages from the E-mail Center, you must write and select options for each message from the Create Internet E-mail dialog box.

To connect to your Internet mail server, double-click on [image]. GoldMine will connect to the mail server specified in the Internet tab of the Preferences window, and display any waiting mail.

The upper-right pane of the E-mail Center lists your waiting e-mail. This pane contains the following columns of information:

Sender/ Recipient

Sender: If you are viewing your waiting e-mail, GoldMine displays the name of the sender of mail.

Recipient: If you are sending mail queued in your Outbox, GoldMine displays the name of the individual designated as the recipient of the mail.

Subject

Descriptive title of the e-mail, such as Feedback from Mtg.

SizeRead

Size: When listing e-mail messages waiting for retrieval, this column displays the Size of the message file in kilobytes (K), such as 0.9K.

Read: When listing messages that are either waiting in the Inbox, or that you have filed, this column displays the opened status of the messages. That is, the Read column displays Yes if you have selected the message, or No if you have not selected the message.

Date

Day, date, and time that the message was received by your mail server. For example, this column might contain an entry similar to the following example:

Monday, July 21, 97 10:17am

GoldMine identifies unread messages by displaying [image] next to the name of the message sender.

To view the body of a message, select the entry in the Sender/Recipient column. The text appears in the lower-right pane.

Using drag-and-drop functionality, you can store a selected message in either the Inbox, or any existing tab. Typically, you will want to move new messages to the Inbox so that you can reply and/or complete the message later. However, if you want to move the message directly to your History tab as a completed activity, you can drag the message title to the desired tab. Whichever you select, GoldMine displays the selected message in the Read Email dialog box.

Once you have selected and opened the message, GoldMine displays [image] next to the name of the sender.

Other Topics:

E-mail Center Toolbar

E-mail Center Local Menus

Adding a Message Folder

Deleting a Message Folder


E-mail Center Toolbar

The E-mail Center toolbar contains a set of commands for organizational and mail handling functions, such as reading a message. Depending on the currently active function, the E-mail Center toolbar displays a different set of icons that can include the following:

	Create a folder		Delete the selected folder
	Create a mail message		Print the selected message
	Read selected mail		Delete selected mail
	Reply to the selected message		Forward the selected message to another user
	Send selected queued message(s)—available only when messages are waiting in the Outbox		Send all queued messages—available only when messages are waiting in the Outbox
Other Topics:

E-mail Center Local Menus


E-mail Center Local Menus

The E-mail Center offers three local menus:

•	E-mail Center tree (left pane) local menu: allows you to work with organizational folders.

•	Mail listing browse window (upper-right pane) local menus: Two separate sets of options that provide commands to help you to either work online, or work with your messages offline.

Each menu is described below.

E-mail Center Tree Local Menu

Using the E-mail Center tree in the left pane of the E-mail Center, you can connect to your Internet Service Provider(s), and organize your messages in folders that you set up. The commands for working with the folders are available in the local menu. The local menu provides the following options:

Create Folder

Displays the New Folder dialog box, from which you can add a folder to the E-mail Center tree.

Rename Folder

Allows you to access the name entry of the selected folder in the E-mail Center tree, where you can type a new title for the folder.

Delete Folder

Removes the folder from the E-mail Center tree.

Mail Listing Online Local Menu

While you are online, the local menu of the mail listing browse window contains the following options:

Get selected items

Retrieves one or more selected messages from the Internet mail server, and places the message(s) into the Inbox.

Get all items

Retrieves all messages from the Internet mail server, and places them into the Inbox.

Delete selected items

Removes one or more selected messages from the Internet mail server without retrieving the message(s).

Delete all items

Removes all messages from the Internet mail server without retrieving the messages.

Goto record

Overlays the contact record of the sender on top of the E-mail Center for convenient viewing.

Mail Listing Offline Local Menu

When you are offline, the local menu of the mail listing browse window contains the following options for a selected message:

Read

Displays the message in the Read Email dialog box.

Reply

Displays the Create Internet E-mail dialog box, from which you can compose and send a message to the correspondent.

Forward

Displays the Forward E-mail dialog box, from which you can designate a recipient for the forwarded message.

Delete

Removes the selected message(s) from the mail listing browse window, and places the message(s) in [image]. A trash can that contains messages appears as [image]. You can delete the messages by emptying the [image].

Goto record

Overlays the contact record of the sender on top of the E-mail Center for convenient viewing.

Other topics:

Reading your E-mail

Sending E-mail via the Internet

Deleting Messages from the E-mail Center


Forwarding a Message

When you select Forward from the Mail Listing Offline local menu, the Forward E-mail dialog box appears.

The Forward E-mail dialog box contains the following options:

Forward to other Contact(s)

Displays the Contact Listing, from which you can select a recipient for the forwarded message. Once you select a recipient, the Create Internet E-mail dialog box appears. The forwarded message is copied into the message body. The cursor appears at the top of the text body pane, so that you can add introduce the message to your recipient.

Forward to other GoldMine User(s)

Other topics:

Searching with the Contact Listing

Sending E-mail via the Internet

Deleting Messages from the E-mail Center


Deleting Messages from the E-mail Center

There are two methods for deleting e-mail messages from the E-mail Center:

•	Deleting directly from the browse window

•	Moving to [image] for later removal

Deleting Messages Directly from the Browse Window

You can delete messages directly from the E-mail Center listing. You can delete a message from the server while online, or from any of the E-mail Center tree folders while offline.

To delete a message, select the message in the listing. Select [image], or right-click to display the local menu, then select Delete.

A prompt asks:

Are you sure you want to delete the selected messages?

To delete the messages, select Yes.

Moving Messages to

In the Internet tab of the Edit|Preferences window, you can set up the E-mail Center to include [image] in the E-mail Center tree (left pane). When you delete messages from the E-mail Center by using the toolbar, local menu, or by dragging the message to [image], GoldMine stores the messages in [image]. To permanently remove the messages, select [image], then right-click to display the local menu. Select Empty trash-can.

A prompt asks:

Are you sure you want to delete the selected messages?

To delete the messages, select Yes. The appearance of the icon changes to [image].

Other topics:

Setting up Internet E-mail


Adding a Message Folder

The E-mail Center tree allows you to connect to your Internet mail server(s) via [image], and view all of your mail, including messages waiting online, retrieved mail stored in [image] and [image], and any messages queued in [image].

Using the E-mail Center tree in the left pane of the E-mail Center, you can store your messages in an organizational hierarchy that best fits your needs. Before using the E-mail Center to send or retrieve mail, you will want to set up an initial configuration of folders to store your mail. You can create a two-tiered hierarchy for each folder category, as shown in the following example.

You can add an unlimited number of folders to the secondary level.

To add a folder to the tree:

Position the cursor at the position in the hierarchy where you want to add the folder; that is, as either a primary folder, or a secondary folder. Then you can either:

•	Right-click to display the local menu, then select Create Child Folder

•	Click on [image] in the E-mail Center toolbar

The new folder appears at the bottom of the Filed folder group, as shown in the following figure.

To enter the folder title, select Rename Folder from the local menu. The title can contain up to 51 alphanumeric characters, punctuation, and spaces.

Other Topics:

E-mail Center Toolbar

E-mail Center Local Menus

Deleting a Message Folder


Deleting a Message Folder

Over time, you may need to delete one or more folders to purge messages from old accounts or projects. You can delete any folder, whether a single secondary-level folder, or, if you want to remove an entire category of folders, you can delete a primary folder that contains subsidiary folders.

To delete a selected folder, you can either:

•	Right-click to display the local menu, then select Delete Folder

•	Click on [image] in the E-mail Center toolbar

The selected folder will disappear.

Other Topics:

Adding a Message Folder


Sending a Pager Message

You can create a message that GoldMine will send to the pager of either a contact from the currently selected record, or selected GoldMine user(s). Before you can send a message to a pager, you must define two types of settings:

•	Modem setup: settings required for your modem to dial and transfer information to the pager.

•	Pager information: data specific to the receiving pager, such as identification number (PIN), and telephone number to the pager.

Once you set up the information for your modem to contact and communicate with the pager, you can create and send a message.

Note: GoldMine will send a pager message to a contact only if the contact has a profile named Pager PIN, and a corresponding Pager ID (PIN) reference. The terminal number for the contact’s pager appears in the notes of the Pager PIN profile.

To define settings to communicate with a pager, and send a message to a pager, select E-mail|Send Pager Message. The Send a Pager Message window appears. The Send a Pager Message window contains three tabs, or tiered dialog boxes.

You define all settings and send pager messages from the tabs in the Send a Pager Message window.

Other Topics:

Defining Modem Settings

Entering Pager Information

Setting up the Pager Message


Defining Modem Settings

Before you can send a pager message, you must define settings that will allow your modem to communicate successfully with the receiving pager.

To define modem settings:

From the Send a Pager Message window, select the Modem Setup tab.

The Modem Setup tab contains the following options:

Modem COM Port

Serial port to which the installed modem is connected.

To display a list of serial ports, click on the arrow to the right of the field.

Modem Settings

Configuration for the modem that includes the baud rate, parity, data bits, and stop bits. Most pager terminals can receive data at a baud rate of 300 bits per second (bps), but some pagers can receive data at 1200 baud or 2400 baud.

The following example shows a typical entry for this field, with each component shown in the same color as the name of the component shown above:

300,e,7,1

Note: If your modem is 9600 baud, disable compression and error correction settings.

Modem Initialization

Command executed before dialing that sets your modem to communicate correctly with the pager. The modem initialization string can contain up to 50 characters.

All modem communications in GoldMine are controlled by TAPI in Window 95 except sending a message to a pager. GoldMine uses direct communications calls to send a message to a pager.

Some modems, such as US Robotics 14.4 and 28.8 modems do not require any special settings to connect properly. However, if your modem fails to connect to the pager, type one or more of the following modem initialization strings:

Note: The following codes disable all error correction and compression. While the codes work as described in many modems, they are not universal to all makes and models. If the codes do not work with your modem, consult your modem documentation to find the correct settings to set the speed to 300 bps, turn off error correction, etc.

S37=3	Sets the modem to 300 bps
-JO	Disables the V.42 detection phase
\Q0	Disables flow control
\NO	Select Negotiate Handshake specified by S37
V1	Result code verbose form, such as OK for Okay
DT	Forces the modem to use tone dialing
B0	Selects ITU-T V. 22 when the modem is set to 1200 bps, and ITU-T V. 21 when the modem is set to 300 bps
B1	Selects Bell 212A when the modem is set to 1200 bps, and Bell 103 when the modem is set to 300 bps
Note: If your modem cannot communicate successfully with a pager, and has no existing settings from which to select, place the following string in the Modem Initialization field:

S37=3-JO\Q0\N0\V1B0&C1&D2

If your modem still cannot communicate with a pager, place the following string in the Modem Initialization field:

S37=3-JO\Q0\N0\V1B1&C1&D2

If the problem remains uncorrected, see your modem documentation for an initialization string that will:

Turn off error correction

Turn off data compression

Lock the baud rate to either 300 baud or 1200 baud

When done, either select OK to close the Send a Pager Message window, or select the Pager Info tab to enter data about the receiving pager.

Other Topics:

Entering Pager Information

Setting up the Pager Message


Entering Pager Information

Before you can send a pager message, you must enter information about the receiving pager so that GoldMine can dial and identify the pager.

To define pager settings:

From the Send a Pager Message window, select the Pager Info tab.

The Pager Info tab contains the following options:

Pager ID (PIN)

Identification code that identifies the pager.

Terminal Number

Telephone number to the pager. Include any prefix or suffix sequences required to access a special line or service. For example, your modem might need to dial 9 before the telephone number to access an outgoing line.

Note: If you cannot send a page because the modem is pulse dialing, place T in front of the entry in the Terminal Number field.

Terminal’s maximum character width

Greatest number of characters that the pager can accept. Most pagers can accept 70–100 characters.

To scroll through available settings, click on [image] to the right of the field—no lookup is available for this field.

Save these terminal settings

Stores the settings for the receiving individual(s) identified in the Page Message tab. By default, GoldMine will save the settings in a location determined by the type of recipient. If the receiving individual is a GoldMine user, this data is stored in the individual’s username.INI file. If the receiving individual is a contact, this data is saved as a profile record.

To use the settings for the current page only, remove the check from the box.

When done, either select OK to close the Send a Pager Message window, or select the Page Message tab to create and send a message.

Other Topics:

Defining Modem Settings

Setting up the Pager Message


Setting up the Pager Message

To create and send a message to a selected recipient:

Note: Set up pager telephone information in the Pager Info tab.

From the Main Menu, select E-mail|Pager Message. The Send a Pager Message window appears. The Send a Pager Message window contains three tabs, or tiered dialog boxes. By default, GoldMine displays the Page Message tab.

The Page Message tab contains the following options:

Page [contact]

Displays the primary contact name of the currently selected contact record as the recipient of the pager message. The option appears as the name of the contact. For example, if you have selected the record for John Doe, this option will read Page John Doe.

Page GoldMine User(s)

Selects GoldMine user(s) as the recipient of the pager message.

To display a list of GoldMine users, click on the arrow to the right of the field.

Save in History

Check this box to create a history record of the page message to a contact. This option is applicable only to paging contacts, not GoldMine users.

Schedule a Message

Check this box to create a scheduled message when paging a GoldMine user. This option is applicable only to paging GoldMine users, not contacts.

Contact Info

Displays information from the Phone1, Contact, and Company fields of the contact record.

Type message to send to the pager

Type a message that you want to transmit to the pager. Most pagers can accept 70–100 characters.

When done, select OK to page the selected recipient.

Other Topics:

Defining Modem Settings

Entering Pager Information


Managing Correspondence

During the course of communicating with your contacts, you will eventually need to send printed correspondence. GoldMine has predefined links to the following Windows word processors:

•	Microsoft Word

•	Microsoft WordPad 1.0 for Windows 95

•	Lotus Ami Pro version 3.1 or later

•	WordPerfect 6.1 (single merge only), WordPerfect 7.0/8.0 (full merge)

In addition to the word processor links, GoldMine also offers links with Windows spreadsheet applications, database managers, and other programs that support Dynamic Data Exchange (DDE). Using GoldMine’s merging capability, you can create a wide variety of documents and reports that are based on contact information.

Using GoldMine’s merge form capabilities, you can easily generate letters, memos, envelopes, and mailing labels. GoldMine has features to enable you to print a letter for one contact, print a letter for a group of contacts, and print labels and envelopes. GoldMine also allows you to directly fax these documents instead of printing them, provided your word processor supports facsimile transmission.

To use GoldMine with any application, you must install a DDE link to the application. For information about installing a link to Microsoft Word, see the online How Do I? File. For information about installing a link to any application other than Microsoft Word, see README.RTF.

Other Topics:

Configuring GoldMine for International Settings

Setting up a New Template Form

Generating Correspondence from Template Forms


Configuring GoldMine for International Settings

GoldMine can format dates, currency, and numbers as defined in the Windows WIN.INI file under the [INTL] section. You can set international preferences from the Control Panel. GoldMine also supports the installed keyboard character set, and performs sorts and comparisons in the appropriate language.


Setting up a New Template Form

GoldMine’s template form capability is used to generate customized form letters and other documents. A letter template usually contains the body and closing of the letter; GoldMine merges the contact’s name, address and other information with the template to create the done letter. An envelope template, on the other hand, would typically contain nothing more than the codes to merge the contact’s address.

Although GoldMine installs a number of predefined template forms for you to use, you will probably want to add your own customized template forms.

A template form is a document created in an application with which GoldMine is linked, and contains embedded DDE linkage fields. These DDE fields contact linkages to merge contact information with the template to create a printable document.

If you are already familiar with how to add DDE linkage fields to documents in your word processor (or whatever application for which you wish to create the template), you can set up a new template form.

If you are not already familiar with adding DDE linkage fields to documents in your word processor, then you should create new templates by copying an existing template and modifying it.

Once you have created and saved the new template form, you must add a new record to GoldMine’s Merge Forms browse window. Once the new template has been added to the Merge Forms browse window, you can generate documents.

Other Topics:

Creating a Template Form in WordPad

Defining Forms Settings

Generating Correspondence from Template Forms

Printing or Faxing a Document


Creating a Template Form in WordPad

You can use WordPad, the accessory word processor bundled with Windows 95, to create a template form. The template uses merge fields from the contact database to include custom information, such as the name of the contact, or your full name.

You can place data fields or merge macros in the body of your template. For example, to include the name of each contact in the salutation of a letter created with WordPad, type Dear <<contact1->contact>>. GoldMine will replace the field values with values from the currently open contact database. You can use a variety of macros, including &NameAddressPar, &AddressPar, and &CityStateZip.

When done adding text and data fields, save the template as an .RTF file; for example, LETTER.RTF.

Other Topics:

Generating Correspondence from Template Forms

Printing or Faxing a Document


Defining Forms Settings

To add a new record to the Merge Forms browse window, from the Main Menu, select File|Merge Forms. The Merge Forms dialog box appears. From the Merge Forms local menu, select New. The Form Template Properties dialog box appears.

The Form Template Properties dialog box contains the following options:

Form Name

Type the name of the new form as you wish to list the form in the Merge Forms browse window. You should select a descriptive name that details the contents of the template form, or the purpose of the form.

Form User

Type the name of the user who will use this template. The template form appears in the Merge Forms browse window for the user specified here.

Sort Order

Template forms are arranged in the browse window based on the value in the Sort Order field. The Sort Order field allows you to group template forms together on the Merge Forms browse window.

Link to Doc

Creates a Linked Document when the document is merged.

Save History

Creates a history record whenever this template is merged.

Allow Hot Link

Allows you to Link this document. If this box is not checked, the Link command is unavailable.

Form type

Select the form category for the new template from the following options:

•	Document

•	Spreadsheet

•	Other

Template File

Path and filename of the template form.

To locate the file, select [image]. In general, you should save all of your template forms to a single directory to make it easy to manage them.

To launch the template so that you can make changes, select Edit.

App Identifier

Name of a valid application identifier, such as WordDocument, corresponding to an entry in the Windows Registration Database. If you are unsure what the application identifier is for your word processor (or other application), check with the product’s manufacturer, or GoldMine Software’s technical support.

The following App Identifier values are used by GoldMine’s word processing links:

Application	App Identifier
AmiPro 3.1	AmiProDocument
Word 2.x	WordDocument
Word 6.x	Word.Document.6
Word 7.0	Word.Document.6
Word 97	Word.Document.8
AmiPro 3.1	AmiProDocument
WordPad 1.0	WordPad
WordPerfect 6.0	WPWin6.0
WordPerfect 6.1	WPWin6.1
DDE Command

Type the name of the DDE command that will cause the linked application to initiate the document merge. The field will normally contain a DDE command recognized by the linked application that starts execution of a macro or script within the linked application. This macro or script will then perform the functions within the linked application, such as opening the template file, updating fields, necessary to complete the document merge. GoldMine provides a set of DDE items that the linked application can use to poll GoldMine for information about the document merge.

When a document merge is initiated (by the selection of either Edit, Link, Fax, or Print from the Merge Forms dialog box) GoldMine will determine if the linked application is loaded into memory (and load the application if not), and send a DDE Execute command to the linked application using the application name and topic name from the registration database entry specified by App Identifier.

If you are unsure what the application identifier is for your word processor (or other application), check with the product’s manufacturer, or GoldMine Software’s technical support.

The following DDE Command values are used by GoldMine’s word processing links:

Application	DDE Command
AmiPro 3.1	[runlater(“GMWLINK.SMM!Main()”,0.01)]
Word 2.x	[GoldMineLink]
Word 6.x	[GoldMineLink]
WordPerfect 6.x	macrofileplay(“gmwlink.wcm”)
Other Topics:

Generating Correspondence from Template Forms

Printing or Faxing a Document


Generating Correspondence from Template Forms

GoldMine generates letters and other correspondence based on a template form. A template form is the skeleton of a letter or memo. You create this template within your word-processor (or any application) that you have linked with GoldMine. The template form is used to merge GoldMine’s contact information with the word processing application’s form. Once created, a template can be used continually to generate the same document for different contacts. GoldMine can maintain an unlimited number of template forms with each form being customized to specific needs.

GoldMine comes with several sample forms that you can use to print documents. In addition, you or your system administrator can set up additional templates. This section explains how to print a predefined template form. You can also set up custom template forms.

Other Topics:

Printing or Faxing a Document

Dynamic Data Exchange (DDE)


Printing or Faxing a Document

A template form can be used to create a letter, memo or profile for continued use. A template is converted into a printable document when contact information, such as the recipient’s name and address, is merged into the template.

To merge contact information into a template:

From the File menu, select Merge Forms. The Merge Forms dialog box appears.

Template forms are categorized by form type and form user. This allows all GoldMine users to maintain their own library of templates. GoldMine maintains three generic types of templates. You can use these form categories for any type of template you wish.

GoldMine does not apply any special processing to the different form categories. The three template form types are:

•	Document

•	Spreadsheet

•	Other

The upper right portion of the Merge Forms dialog box contains the browse window listing of template forms that have been defined. Initially, the display shows templates of type Document for your user name, although, you can select another type of template form, or another user’s template forms by selecting from the following controls and commands:

Form Description

Descriptive name for the form.

File Name

Name of the file.

Forms of User

Selects the GoldMine user whose template forms will be displayed in the upper right portion of the dialog box.

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

Documents

Allows you to display and select template forms that are documents.

Spreadsheets

Allows you to display and select template forms that are spreadsheets.

Others

Allows you to display and select miscellaneous template forms.

New

Local menu option that allows you to create a new template form, or link GoldMine with any existing template form.

Delete

Local menu option that deletes the selected (highlighted) template form.

This Contact

This Record Range option indicates to GoldMine that you wish to merge the selected template with the contact displayed in the active contact record.

All Contacts

This Record Range option indicates to GoldMine that you wish to merge the selected template with every contact record in the database. If a filter or group is active, or if you have identified a Merge Code by which to select additional contacts, only those records that match the specified conditions will be merged.

Forward to last

This Record Range option instructs GoldMine to generate the selected template with the currently displayed contact and then skip forward through the database, merging the template with all records through to the last record in the database. If a filter or group is active, only those records that match the filter expression or are members of the group will be merged. The records are skipped through in the contact record’s current sort order.

Primary

Controls whether or not the primary contact information is to be merged with the selected template document. GoldMine has the ability to mass merge both primary and additional contacts into documents. This control is used to include or exclude primary contact information from a mass mailing.

Additional

Controls whether or not additional contact information is to be merged with the selected template document. GoldMine has the ability to mass merge both primary and additional contacts into documents. This control is used to include or exclude additional contacts from a mass mailing.

Merge Code

One or more special codes to identify additional contacts to be merged with the selected template document. To enter multiple merge codes, separate each entry with a semi-colon (;).

Edit

Merges the template and then edits the template using the linked application. This option is only available after selecting a template document, and setting the Record Range option to This Contact.

Link

Similar to Edit, Link allows you to merge and edit the selected template. In addition, this option maintains the link to the contact record, allowing you to print the same template for multiple contacts by changing the contact displayed in the contact record.

Print

Allows you to use the application linked to the selected template to print merged documents for the selected range of contact records.

FAX

Allows you to use the application linked to fax merged documents for the selected range of contact records.

Note: To fax directly from GoldMine, you must have one of the following applications installed on your system:

•	Delrina WinFax PRO 7.01 or later. You can check what version of WinFax PRO is running 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.

•	RightFax, a network faxing system. To use RightFax, you must install a printer driver in Windows 95 named RightFax that is configured to print to the RightFax server. For instructions on installing a RightFax printer driver, see README.RTF.

•	In addition, the Third-Party add-on FaxRush provides an integrated FAX support solution. For details, visit either the GoldMine Web site on the Internet at http://www.goldminesw.com, or the Z-Firm LLC Web site at http://www.zfirmllc.com.

When done, select Close to close the Merge Forms dialog box.


Running Reports

GoldMine’s powerful reporting capabilities allow you to generate reports from the data in your contact databases. Using the report generator, you can sort data from your contact database and present the information in an easy-to-read format that can be printed or displayed onscreen.

GoldMine includes a set of preconfigured report layouts to organize data for a variety of needs. Over 50 report layouts are available in five categories:

•	Contact reports

•	Calendar printouts

•	Analysis reports

•	Labels and envelopes

•	Other reports

Reports can be either printed or displayed onscreen. If you want to print a specific report on a different device than the Windows default printer, you can select a different printing device from a list of installed printers.

GoldMine can create a report with either selected data or selected pages. You can apply filters to select GoldMine data to include in a report. If you only want to print part of a report, you can select pages to print from an onscreen display.

If your company has special reporting needs, you can use GoldMine’s form designer to create custom report templates.

Other Topics:

Accessing the Report Generator

Generating a Report


Accessing the Report Generator

To access the report generator:

From the Main Menu, either select File|Print Reports or click on [image] on the Standard toolbar. The Reports Menu appears.

The Reports Menu contains the following options:

Reports Categories

Selects one of the following report types for listing in the Report Description browse window:

•	Contact reports: displays contact listing reports

•	Calendar Printouts: displays Activity List reports

•	Analysis Reports: displays analytical reports

•	Labels and Envelopes: displays special templates that print data on special paper sizes

•	Other Reports: displays six special report templates

Report Description

Displays report titles that correspond to the selected report type.

User

Selects the user whose reports are displayed. The default is (public).

Contacts: All

Includes all contact records in the selected database(s) in the report. GoldMine will save this selection with the report profile.

Contacts: Current

Includes the currently displayed contact record only in the report. GoldMine will save this selection with the report profile.

Contacts: Filter or Group

Includes only contact records in the report that either meet filter criteria, or that are members of an activated group. GoldMine will save this selection with the report profile.

Window

Displays the report onscreen as the pages would be generated by the selected printer. Pages can be printed from a displayed report.

Printer

Sends the report to the selected printer.

The Reports Menu contains the following buttons:

Layout

Accesses the form designer.

Properties

Displays the Report Profile dialog box.

Sorts

Displays the Report Sorting dialog box. This option is not available if you select Calendar Printouts.

Options

Displays a dialog box of user, date range, data, and layout option for a report based on the report type selected. This option is not available if you select Other Reports.

Print

Sends the report to the selected output device; that is, the report will either be displayed onscreen or printed as hard copy.

Close

Exits the Reports Menu and returns to the GoldMine work area.

Other Topics:

Generating a Report

Selecting Data for a Report

Sorting Report Data

Changing a Report Profile

Printing a Report


Generating a Report

GoldMine’s report generator organizes data from your contact databases into a report and sends the report to either an onscreen display or a selected printer. You can select a report from over 50 standard templates provided by GoldMine to meet a variety of reporting and printing needs. If special reports are required, a developer can use GoldMine’s form designer to create custom report templates.

GoldMine accesses the report generator via the Reports Menu.

The Reports Menu contains options that allow you to specify:

•	Which data is included for each record

•	Sort conditions to control the order data appears in the report

•	Report title and other report file information

•	Output destination for the report

Other Topics:

Reports Local Menu


Reports Local Menu

The Reports Menu has a local menu. Many of the listed commands are also available from the buttons and options that appear in the Reports Menu. The Reports local menu contains the following options:

Print

Sends the report to the selected output device; that is, the report will either be displayed onscreen, or printed as hard copy.

Layout

Accesses the form designer.

Options

Depending on the selected report category, GoldMine displays either the Contact Report Options dialog box, or the Calendar Report Options dialog box, from which you can specify user, date range, data, and layout option for a report based on the report type selected.

Sorts

Displays the Report Sorting dialog box.

View Saved

Displays the Select Report File to View dialog box, from which you can select a previously saved report to display. Report files have an .FRC extension.

New

Displays the Report Profile dialog box, from which you can enter information to create a report file.

Clone

Displays the Report Profile dialog box, from which you can enter information to create a copy of an existing report file.

Delete

Removes the selected report listing, and the associated file.

Properties

Displays the Report Profile dialog box, from which you can view and/or change information about a report file.

 Other Topics:

Selecting Data for a Report

Sorting Report Data

Changing a Report Profile

Printing a Report


Selecting Data for a Report

You can configure your report to include specific data, that is, you can configure your report to include specific:

•	Types of activities

•	Types of linked data

•	Records by user, activity codes, and date range

GoldMine can produce one report with the specific data, or save the settings for future runs of the report. Options are available for contact reports, calendar printouts, and analysis reports.

Other Topics:

Selecting Data for a Contact Report or an Analysis Report

Selecting Data for a Calendar Report


Selecting Data for a Contact Report or an Analysis Report

The options available to select data for either contact reports or analysis reports are the same.

To select data to include in a contact report or an analysis report:

In the Reports Menu, highlight the report for which you want to set data options. From the Reports Menu, select Options. The Contact Record Options dialog box appears.

The Contact Report Options dialog box contains the following options to control which data appears in the report:

History Data

Includes activity data from history records, including the date, time, user who created the history record, and any reference information associated with the record. Select one or more types of data from the following types:

•	Phone Calls: includes Call Back and Phone Message data

•	Messages: includes Phone Message, E-mail Message, and MS Mail Message

•	Next Actions

•	Appointments

•	Sales: lists Forecasted Sale data

•	Others: includes Other Action data

•	Form: lists data about forms that GoldMine generated for the contact as set up in the Merge Forms dialog box

•	To-dos

If no items are checked under History Data, or no data exists for any of the checked data types, GoldMine will suppress the History section of the report, and continue with the next section for which data is available.

User

Selects the user(s) whose history records GoldMine will search for data to include under the History section of the report. The default is (all).

To display a list of available user names, click on the arrow to the right of the field.

Date

Sets the beginning date of a time period during which the history record must have been created for data to be included in the report. For example, if the Date field has an entry 06/01/95, GoldMine will select data from history records that were created on or after June 1, 1995.

The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range will include all history records.

To

Sets the ending date of a time period during which the history record must have been created for data to be included in the report. For example, if the To field has an entry of 10/31/95, GoldMine will select data from history records that were created on or before December 31, 1995.

The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range will include all history records.

Actv

Specifies the three-character code from the Activity field of the history record that will control which data is included in the report. For example, if this field contains GDW for “goodwill visit,” only activities categorized as GDW in the history record will be included in the report.

If an Actv code has been entered and a Result code (see Result) has been entered, the two codes will work as an AND condition to include events that have been assigned both the specified Actv code and the Result code.

If no code is specified, GoldMine will include data with all activity codes.

Result

Specifies the three-character code from the Result field of the history record that will control which data is included in the report. For example, if this field contains LIT for “will read literature,” only activities categorized as LIT in the history record will be included in the report.

If an Actv code has been entered and a Result code has been entered, the two codes will work as an AND condition to include events that have been assigned both the specified Actv code and the Result code.

If no code is specified, GoldMine will include data with all result codes.

Other Contacts

Includes data about individuals entered as additional contacts for the contact records, including additional contact name, title, telephone number, and any reference data associated with the additional contact.

Document Links

Includes documents linked to the contact records, and provides information about the document, such as the creating application, user who created the document, and the path and file name of the document.

Profiles

Includes profile information linked to the contact records, such as birthday, and provides data about the profile record, any reference data associated with the profile, and the date that the profile was created.

Referrals

Includes referral information linked to the contact records, such as the source of the referral (of:), to whom the referral was made (to:), and any reference data associated with the referral.

Organizations

Includes org chart information linked to the contact records.

Calendar Data

Includes activity data from calendar records, including the date, time, user associated with the scheduled activity, and any reference information associated with the activity. Select one or more types of data from the following types:

•	Appointments

•	Call Backs

•	Messages: includes Phone Message, E-mail Message, and MS Mail Message

•	Next Actions

•	Sales: lists Forecasted Sale data

•	Others: includes Other Action data

•	Forms: lists data about forms that GoldMine generated for the contact as set up in the Merge Forms dialog box

•	To-dos

If no items are checked under Calendar Data, or no data exists for any of the checked data types, GoldMine will suppress the Scheduled Activity section of the report, and continue with the next section for which data is available.

User

Selects the user(s) whose calendar records GoldMine will search for data to include under the Scheduled Activity section of the report. The default is (all).

To display a list of available user names, click on the arrow to the right of the field.

Date

Sets the beginning date of a time period during which the calendar record must have been created for data to be included in the report. For example, if the Date field has an entry 03/01/95, GoldMine will select data from calendar records that were created on or after March 1, 1995.

The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range will include all calendar records.

To

Sets the ending date of a time period during which the calendar record must have been created for data to be included in the report. For example, if the To field has an entry of 06/30/95, GoldMine will select data from calendar records that were created on or before June 30, 1995.

The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range will include all calendar records.

Actv

Specifies the three-character code from the Activity field of the calendar record that will control which data is included in the report. For example, if this field contains GDW for “goodwill visit,” only activities categorized as GDW in the calendar record will be included in the report.

If no code is specified, GoldMine will include data with all activity codes.

Save Settings

Saves the data settings for future printings of the selected report. If you want to apply the settings to the current report only, do not select this button.

When done selecting data settings, select OK.

Other Topics:

Selecting Data for a Calendar Report

Sorting Report Data

Changing a Report Profile

Printing a Report


Selecting Data for a Calendar Report

To select data to include in a calendar report:

In the Reports Menu, highlight the report for which you want to set data options. Select Options. The Calendar Report Options appears.

The Calendar Report Options dialog box contains the following options to control which data appears in the report:

User

Selects the user(s) whose calendar records GoldMine will search for data to include under the Scheduled Activities section of the report. The default is (all).

To display a list of available user names, click on the arrow to the right of the field.

Date

Sets the beginning date of a period during which a calendar record must have been created for data to be included in the report. For example, if the Date field has an entry 06/01/95, GoldMine will select data from calendar records that were created on or after June 1, 1995.

The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range will include all calendar records.

To

Sets the ending date of a period during which the calendar record must have been created for data to be included in the report. For example, if the To field has an entry of 10/31/95, GoldMine will select data from calendar records that were created on or before December 31, 1995.

The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range will include all calendar records.

Time

Sets the beginning time of a period during which a calendar record must have been created for data to be included in the report.

To

Sets the ending time of a period during which a calendar record must have been created for data to be included in the report.

Include Activities

Selects activities that can appear in the report. Select one or more types of data from the following types:

•	Appointments

•	Call Backs

•	Next Actions

•	Forecast Sales

•	Messages: includes Phone Message, E-mail Message, and MS Mail Message

•	Others: includes Other Action data

If no items are checked under Include Activities, or no data exists for any of the checked data types, GoldMine will suppress the Scheduled Activity section of the report, and continues with the next section for which data is available.

Detail Text

Includes information for each selected activity. By having the option to include or not include specific detail for included activities, you have the flexibility and control to produce exactly the kind of report that is appropriate to audience needs. Select one or more types of detail data from the following types:

•	Activity Type

•	Activity Code

•	Time

•	Duration

•	Reference

•	Contact

•	Phone

Page Layout

Specifies the type of calendar format from the following options:

Weekly

Monthly

Daily (fixed): prints all hourly slots from 7:00 a.m.–7:00 p.m., whether or not activities are scheduled for every hour. Each hourly slot includes a set number of lines, typically two or three lines.

Daily (variable): prints an hourly slot from 7:00 a.m.–7:00 p.m. only if an activity has been scheduled for the hour. For example, if a meeting is scheduled for 9:00 a.m., but no other activities are scheduled for the day, this format will print only the 9:00 a.m. slot and the entry for the scheduled meeting. Each scheduled slot includes as many lines and/or pages as needed to print the entire entry for the activity.

Save Settings

Saves the data settings for future printings of the calendar. If you want to apply the settings to the current calendar printout only, do not select this button.

When done selecting data settings, select OK.

Other Topics:

Selecting Data for a Contact Report or an Analysis Report

Sorting Report Data

Changing a Report Profile

Printing a Report


Sorting Report Data

When you prepare a report, typically you want to control the order in which data is presented; that is, you want to list data in a sequence that makes the information clear and meaningful. Sorting allows you to arrange data in a specified order by any desired field. GoldMine provides up to three levels of sorting on each report. For example, if you select the Company field as the first sort field, then all the records that are listed in the report will be ordered alphabetically by company name. If you select the Zip field as the first sort field, then all printed records will be ordered by ZIP code as specified—see options Start at and End at.

Note: The Sorts option is available for Contact Reports, Analysis Reports, and Other Reports. This option is not available for Calendar Printouts or Labels & Envelopes.

Since GoldMine allows three levels of sorting, you can also select a sort order if the Company field is the same for two or more records. For example, if Company is selected as the Primary Sort, and the Secondary Sort is Contact, then the records will be ordered by company name in the report. However, when two records have the same company name, they will be order alphabetically by contact name.

When a field is selected for Tertiary Sort, records are ordered by the third sort field only when the first and second level sort fields are identical. For example, if the first and second level sorts are State and City, and the third level sort is Zip, then records will be ordered by Zip entries only when two or more records have the same City and State entries.

Without a second or third level sort, records in the report are ordered by date and time of entry in the database when the first level sort is the same over several records. Listing records by the order in which entered is known as the natural order of records.

Note: When selecting the sort order for your report, keep in mind that GoldMine will query the database in the most efficient way. If you have selected a multilevel sort, or a single level sort with a field that is not already indexed, GoldMine will build a report sort table. This additional step allows other users to access GoldMine data while the report is printing, and also speeds the printing process.

To sort records in a GoldMine report:

From the Reports Menu, select Sorts. The Report Sorting dialog box appears.

The Report Sorting dialog box contains the following options:

Primary Sort

Specifies the first set of parameters for ordering records. To complete the sort definition, select the Sort1 Database and Field Name by which GoldMine will order records in the report. To specify a range of records, specify a Start at value and/or an End at value.

Every GoldMine report must have at least Primary Sort defined to operate properly, even if no sorting is required. To preclude any sorting, set Sort1 Database to (none). If Primary Sort is defined as (none), the Data Preparation browse window entry will dim, indicating that GoldMine will sort records by the natural order of record entry.

Secondary Sort

Specifies the second set of parameters for ordering records. To complete the sort definition, select the database and the field by which GoldMine will sort records. To specify a range of records, specify a Start at value and/or an End at value.

You must define a first-level sort before you can define a second-level sort. If you want a report with only one sort level, define the first level sort only.

Tertiary Sort

Specifies the third set of parameters for ordering records. To complete the sort definition, select the database and the field by which GoldMine will sort records. To specify a range of records, specify a Start at value and/or an End at value.

You must define a second level sort before you can define a third level sort. If you want a report with only two sort levels, define the first level sort and the second level sort only.

Sort1 Database

Selects the contact database that contains the field on which records will be sorted for the selected sort level, that is Primary Sort, Secondary Sort, or Tertiary Sort. The selected database appears to the right of the sort level.

To display a list of contact databases, click on the arrow to the right of the field.

Field Name

Selects the field on which records will be sorted for the selected sort level, that is, Primary Sort, Secondary Sort, or Tertiary Sort. The selected field appears to the right of the sort level and the contact database name.

To display a list of contact databases, click on the arrow to the right of the field.

Start at

Specifies the beginning value of a range that defines how the selected sort level will order records. If the Start at field and the End at field are blank, (all) appears to the right of the sort level database and field, and all records will be sorted in ascending order. For example,

Primary Sort: Contact1->Lastname (all)

indicates that the first level sort will order all records by the Lastname field of the Contact1 database in alphabetical order.

If you enter a Start at value and an End at value, (range) appears to the right of the sort level database and field. For example,

Primary Sort: Contact1->Lastname (range)

indicates that the first level sort will order those records that fall between the letters or partial words specified in the Start at field and End at field.

Start at can be used alone to define a range, that is, without entering a value in End at, to specify a beginning point from which GoldMine will select and order records. The resulting report will include and order records from the specified starting point to the implied end of the range. For example, if Start at contains 05/15/97, the report will order records by the selected field from May 15, 1997 to the current date.

End at

Specifies the ending value of a range that defines how the selected sort level will order records. If the Start at field and the End at field are blank, (all) appears to the right of the sort level database and field, and all records will be sorted in ascending order. For example,

Primary Sort: Contact1->Lastname (all)

indicates that the first level sort will order all records by the Lastname field of the Contact1 database in alphabetical order.

If you enter a Start at value and an End at value, (range) appears to the right of the sort level database and field. For example,

Primary Sort: Contact1->Lastname (range)

indicates that the first level sort will order those records that fall between the letters or partial words specified in the Start at field and End at field.

End at can be used alone to define a range, that is, without entering a value in Start at, to specify an ending point to which GoldMine will select and order records. The resulting report will include and order records from the earliest or smallest value through the value entered in End at. For example, if End at contains M, the report will order records by the selected field from the beginning of the alphabet through records with field entries that start with M.

Save as Defaults

Saves the sort settings for future printings of the calendar. If you want to apply the sort settings to the currently generated report only, do not select this button.

When done, select OK.

Other Topics:

Selecting Data for a Report

Sorting Report Data

Changing a Report Profile

Printing a Report


Changing a Report Profile

The Properties option in the Reports Menu allows you to view and/or change information about a standard or custom report file. Each GoldMine user can maintain a personal list of reports. The default list that GoldMine displays is (public), which includes the reports not associated with any specific user.

To view or change information about a report file:

From the Reports Menu, highlight a report, then select Properties. The Report Profile dialog box appears.

The Report Profile dialog box contains the following options:

Report description

Title displayed in the Report description window of the Reports Menu.

Owner

Name of the GoldMine user associated with the report template; that is, the user who has the right to modify or delete the report template. To allow all users editing rights, select (public).

Notes

Description of the report template that includes information about the purpose of the report, such as History data by contact record, layout, fields that will be included in the report, and selected sorts.

Report Filename

Specifies the file associated with the report template. To change a report file name, type a designation of up to eight characters. GoldMine will automatically add an .FP extension. To locate a file, select Browse, which displays the Select a File dialog box.

Default Printer

Selects the printer that will serve as the device to which GoldMine will send the report unless you specify another device:

Selected printer: device designated in the Output to window of the Reports Menu.

Layout printer: special printer selected in GoldMine’s layout mode.

Duplicate Current Report Layout

Saves the file template under a new name. This option allows you to clone an existing report format.

When done, select OK to save the settings.

Other Topics:

Selecting Data for a Report

Sorting Report Data

Changing a Report Profile

Printing a Report


Printing a Report

GoldMine can generate a report as either an onscreen display or to the selected printer.

To print a GoldMine report:

From the Reports Menu, select Print. GoldMine will generate the selected report to the device specified in the Output to window of the Reports Menu.

Other Topics:

Sending a Report to the Onscreen Display

Setting up Print Options

Sending a Report to a Printer


Sending a Report to the Onscreen Display

GoldMine can generate a report onscreen as the report would look if printed on paper. The selected printer will affect the screen display because each printer driver has unique spacing definitions. To check which printer is selected in GoldMine, from the Main Menu, select File|Printer Setup.

Note: To generate a report as an onscreen display, you must select the Output to: Window option in the Reports Menu.

To generate a selected report as an onscreen display:

From the Reports Menu, select Print. The first page of the selected report displays onscreen.

The right side of the status bar shows the number of records included in the report, the current page number, and the total number of pages in the report. The report screen display presents a special toolbar that appears under the general GoldMine toolbar. Each icon in the print preview toolbar is described below.

Print Preview Toolbar

	Cancel the preview and return to the Reports Menu		Display the Reports Menu, from which a report can be selected
	Save the report with current records		Display the report layout
	Display a full-page preview of the report with current records		Display the Print Pages dialog box in which the page range to be printed can be specified
	Display the Print Setup dialog box in which print and page setup options can be specified		Display the first page of the report
	Display the previous page of the report		Display the next page of the report
	Display the last page of the report		Display the Page Jump dialog box in which the page number can be entered of the page to be displayed onscreen
Other Topics:

Moving to a Selected Page in the Report

Sending a Report to a Printer


Moving to a Selected Page in the Report

To change the page of the report displayed onscreen, click on [image]. The Page Jump dialog box appears. After the prompt Position at Page Number, type the number of the report page to be displayed onscreen, then select OK. The requested page appears onscreen.


Setting up Print Options

You can control the following print options:

•	Selected printer

•	Orientation of the printout

•	Size and feed source of paper

To set up print options, either select the File|Printer Setup option, or click on [image]. The Print Setup dialog box appears.

The Print Setup dialog box contains the following options:

Name

Printing device that will produce the report. To display a list of installed printers, click on the arrow to the right of the field. For each installed printer, GoldMine displays the following information:

Status: indicates whether the selected printer is the default printer, and if the printer is available for printing.

Type: driver used by the printer; typically, this value is the same as Name.

Where: port to which the printer is connected.

The optional Comment line displays any additional information helpful to using the printing device.

Properties

Displays the Properties dialog box, in which you can set additional setup parameters specific to the selected printer. For example, the Properties display for a PCL-type printer, such as a LaserJet, is different than the display for a PostScript-type printer, such as a LaserWriter.

When done selecting additional printer options, select the OK button to enter the parameters for the selected printer.

Size

Specifies the dimensions of the paper on which GoldMine will print the report. To display different paper sizes, click on the arrow to the right of the field. Once selected, the paper size will remain in effect until a different paper size is selected.

Source

Specifies the origin of the paper feed, such as Upper Tray. To display different sources, click on the arrow to the right of the field. Once selected, the paper source will remain in effect until a different paper size is selected.

Portrait

Arranges the report in an orientation that is taller than wide. For example, on a letter-sized page, a portrait orientation would print 81/2 by 11 inches.

Landscape

Arranges the report in an orientation that is wider than tall. For example, on a letter-sized page, a landscape orientation would print 11 by 81/2 inches.

When done, select OK to enter the printer configuration.

Other Topics:

Sending a Report to a Printer


Sending a Report to a Printer

You can print a report in two ways:

•	Print an entire report from the Reports Menu

•	Printing selected pages of a report from an onscreen display

To print one or more selected pages from a report displayed onscreen, select the [image] from the Print toolbar. The Print Pages dialog box appears. Type the page number values in the First Page field and the Last Page field that correspond to the range of pages you want printed. Select OK to start printing.

To print an entire report without previewing, from the Reports Menu, select the Print button. The Printing in Progress status window appears, displaying information about the selected printer, the number of pages that have been printed, and the number of records that have been printed.

To stop printing at any time, select the Cancel button. Otherwise, the Printing in Progress status window will close when GoldMine has done sending the report to the printer.

Other Topics:

Sending a Report to the Onscreen Display


Creating Custom Reports

Using GoldMine’s powerful report engine, you can create custom reports based on the data in your contact databases. This report feature consists of two components:

•	Report generator

•	Form designer

You can use the report generator to sort data from your contact database and present the information in an easy-to-read format that can be printed or displayed onscreen.

GoldMine includes over fifty preconfigured report layouts to organize data for a variety of needs. However, if your company has special reporting needs, you can use GoldMine’s form designer to create custom report templates.

Other Topics:

Overview to Designing Reports

Accessing the Form Designer

Creating a Report Template


Overview to Designing Reports

GoldMine’s form designer features comprehensive functionality that a developer can use to create customized reports and documents. Using GoldMine’s form designer, you can create a custom report from a blank template or modify one of the standard GoldMine templates into a custom template. GoldMine’s graphic interface makes report design a straightforward, what-you-see-is-what-you-get (WSIWYG) process.

Form Designer Features

The form designer’s layout and data selection functionality allow you to perform the following:

•	Organize report data in multiple sections

•	Support a variety of field types and data sources

•	Perform advanced formatting functions

•	Create attractive layouts with sophisticated graphics functionality

•	Save a blank template for future use, or archive a template with current data as a formatted report

Advanced Formatting Features

The form designer supports a variety of formatting options for field objects, such as word-wrapping, selection of any installed font, justification, and color. GoldMine automatically inserts soft returns to send, or wrap, words at the end of a line to the beginning of the following line. You can select any of your installed fonts at available point sizes. Text can be center-, horizontal-, or vertical-justified. Foreground and background colors can also be assigned to the text.

The form designer also offers a number of advanced section and page formatting features. For example, you can specify an expression fields as a section break. You can specify page break criteria for every section. Blank spaces before and after a section can be suppressed. Specifying a section selection criterion can conditionally suppress a report section. Multiple records can be printed across a page.

Extensive Graphics Capabilities

The form designer includes graphics functionality that can be used to enhance the appearance and usability of a report. You can create lines and borders around objects, insert bitmap graphics, and change the size and location of any item on the report.

The line function inserts lines into a report template. You can create horizontal, vertical, or diagonal lines in a variety of colors, thickness, and styles. You can also control the size and background color of the surrounding frame.

The border function creates a border to outline an object on the report template. You can also select a color to fill the border, as well as specify a line color and style for the border.

Bitmap graphics (.BMP) from any Windows application can be placed in a GoldMine report template. You can place bitmap files into a report by either copying a picture from the Windows clipboard or using the import function to import a .BMP file.

GoldMine supports a drag-and-drop method of placing all graphics items. Several arrangement tools are available to align items horizontally or vertically. Multiple items can be simultaneously selected and manipulated. Using the mouse to pull on sizing tabs found on the perimeter of graphics items enables proportional or nonproportional sizing.


Accessing the Form Designer

To access the form designer:

From the Main Menu, either select File|Print Reports, or select [image] from the Basic toolbar.

The Reports Menu contains the following options:

Report Description

Displays report titles that correspond to the selected report category.

Reports Categories

Displays included reports for one of the following report categories:

•	Contact Reports

•	Calendar Printout

•	Analysis Reports

•	Labels and Envelopes

•	Other Reports

User

Selects the user whose reports are displayed. The default is (public).

Contacts

Specifies the range of contacts to be included in the report from the following:

•	All: includes all contact records in the currently open database in the report.

•	Current: includes only the active contact record in the report.

•	Filter or Group: includes only contact records in the report that are tagged, selected in the org tree, meet filter criteria, or are members of an activated group.

Output

Specifies where the output is sent:

•	Window: displays the report onscreen as the pages would be generated by the selected printer. Pages can be printed from a displayed report.

•	Printer: sends the report to the selected printer.

Layout

Accesses the form designer.

Properties

Displays the Report Profile dialog box.

Sorts

Displays the Report Sorting dialog box.

Options

Displays the Contact Report Options dialog box that allows you to specify user, date range, data, and layout option for a report based on the selected report category.

Print

Sends the report to the selected output device; that is, the report is either displayed onscreen, or printed as hard copy.

Close

Exits the Reports Menu, and returns to the GoldMine work area.

Other Topics:

Creating Custom Reports


Creating Custom Reports

A developer can use GoldMine’s form designer to create customized reports and documents. GoldMine can create a custom report in one of two ways:

•	Open a new template

•	Use a previously created template as the basis for a new template


Creating a Report Template

To open a new report template from a blank template:

From the Reports Menu, right-click inside the Report Description column to display a local menu.

Select New. The Report Profile dialog box appears.

The Report Profile dialog box contains the following options:

Report description

Title displayed in the Report description window of the Reports Menu.

Owner

Name of the GoldMine user associated with the report template.

Notes

Any information related to the report that provides details about printing the report.

Report Filename

Specifies the file associated with the report template. To change a report file name, type a designation of up to eight characters. GoldMine automatically adds an .FP extension. To locate a file, select Browse, which displays the Select a File dialog box.

Default Printer

Selects the printer to which GoldMine will send the report unless you specify another device:

•	Selected Printer: default device selected in the Print Setup dialog box.

•	Layout Printer: special printer selected in GoldMine’s layout mode.

Duplicate Current Report Layout

Clones the currently selected report layout to use as the basis for a new report format.

When done, select OK to save the settings. The Reports Menu appears. To work with the new template, either select Layout, or display the local menu from the highlighted template description, then select Layout.

The new report template appears.

To add and arrange items on the template, use the icons and/or local menu options.


Copying a Report Template

GoldMine can create a report template that is based on a previously created template. Clone copies an existing template and saves the template—with any subsequent changes—under a new file name.

Note: To create a template based on any existing template, you must select Clone as described in this section. GoldMine uses the Clone feature instead of a “save as” function.

To clone a new report template from an existing template:

From the Reports Menu, move the highlight to the template listed in the Report Description column that you want to use, then right-click on the listed item to display a local menu.

Select Clone. The Report Profile dialog box appears.

When done, select OK. The Reports Menu appears. To work with the cloned template, either select Layout, or display the local menu from the highlighted template description, then select Layout.

A copy of the selected template appears.

Other Topics:

Selecting, Sizing, and Placing Objects


Selecting, Sizing, and Placing Objects

Each placed item, such as a data field or graphic, appears as an object in the report template. To determine the boundaries of a specific object, click on the text or symbols. A dashed border with handles appears at the perimeter of the object, as shown in the following example.

For any object in a report template, you can display location, size, and field name information. Click on the field object. The left side of the status bar displays the following information about the selected object:

•	Location of the object on the vertical and horizontal axes

•	Width and height of the object

•	Database name and field name of the field selected for the object

To size, move, or apply any formatting attribute to an object on a template, GoldMine must give input focus to the object; that is, you must select the object. The report designer allows you to easily select one or more objects. To select one object, click on the object with the left mouse button. A dashed outline surrounds a selected object.

You can select several objects simultaneously. To select multiple objects, press and hold the left mouse button, then draw a rectangle around the objects. When you release the left mouse button, all objects that are completely or partially within the boundary of the rectangle will be selected. Dashed outlines surround all selected objects.

The surrounding rectangle can be diminished, or enlarged to scroll up or down on the form to include more objects. To change the size of the surrounding rectangle, select a sizing tab on the boundary, then hold the left mouse button and pull the boundary in the direction needed to enlarge or shrink the surrounding rectangle.

By default, GoldMine places—or snaps—each of these objects to an invisible grid on the layout. You can adjust the size of the grid, or turn off the snap feature.

To change or turn off the snap feature, right-click on the object that you want to place. The Layout local menu appears. Select Grid Settings.

Two options allow you to set the degree of placement flexibility that you need:

•	Snap to grid: turns the snap feature on and off. By default, snap is active.

•	Grid Thickness: adjusts the grid by increments of 1/10th millimeter. By default, the grid thickness is set to 11/5 th mm.

When done selecting grid settings, select OK.


Form Designer Toolbar

When in GoldMine’s report layout mode, you can execute most form designer functions either from the Layout local menu or by clicking on one of the icons on the special toolbar, which appears directly under the GoldMine toolbar. To display the local menu for the form designer, right-click inside any object on the template.

Four component toolbars provide a quick way to execute layout commands. Move the mouse pointer over one of the toolbar icons to display a yellow function title box next to the icon and a brief help message on the right side of the status line.

Layout Toolbar

The Layout toolbar contains commands to perform basic functions, such as opening and closing report templates. The Layout toolbar contains seven icons:

	Return to Reports Menu		Quit the form designer
	Save a report template		Preview the template with data from the current contact database
	Select the printer (for hard copy output only)		Set up report parameters
	Select a filter to apply to data
Insert Toolbar

The Insert toolbar contains commands to insert items into the template, such as fields, labels, and graphics. The Insert toolbar contains eight icons:

	Insert a field		Insert a text label
	Start a new section		Insert a .BMP graphic file
	Insert a line		Insert a formula
	Insert a system field		Insert a dialog field
Style Toolbar

The Style toolbar contains commands to apply formatting to items in the report, such as applying justification and color. The Style toolbar contains ten icons:

	Select a font		Place a border around an object
	Select a fill color for the background of the object		Set horizontal and vertical positioning for characters within an object
	Left-justify characters within an object		Center characters within an object
	Right-justify characters within an object		Make selected characters bold
	Italicize selected characters		Underline selected characters


Working with a Report Template

Layout toolbar icons can execute commands to open a report template, preview a report template before printing or saving, selecting a printer other than the Windows’ default printer, and saving a report template that has been changed. Each of these icon commands is described on the following pages. In addition, other ways available to execute the command, such as selecting a menu option, are described.

Open a Report Template

Click on this icon to display the Reports Menu.

To select a report type other than Contact Reports, press [down-arrow] in the Reports Categories window to highlight the report type, then press [Shift]-[Tab] to move to the Report Description list. To select a report template from the Report Description list, either press [down-arrow] to move to the specific report, or select the specific report that you want to use as a starting template, then select Layout.

The selected report template appears.

Preview the Report Template

To view a report with data from the currently open database, click on the Preview icon. The selected report displays onscreen.

The preview screen display presents a special toolbar that appears under the general GoldMine toolbar. Each icon in the preview toolbar is listed below.

	Cancel the preview and return to the main contact screen		Display the Reports Menu from which a report can be selected
	Display the Save the Report to a Disk File dialog box, from which you can save the report with current records		Return to the layout mode
	Preview the template with current records		Display the Print Pages dialog box, from which a page range to be printed can be specified
	Display the Print Setup dialog box, from which print and page setup options can be specified		Display the first page of the report
	Display the previous page of the report		Display the next page of the report
	Display the last page of the report		Display the Page Jump dialog box, from which a page number can be selected for onscreen display
By default, GoldMine displays a true-sized, or 100%, view. You can also display a full-page view of your report. To switch between a true-sized view, and a full-page view, click on [image] from the Preview toolbar.

Select a Printer

The default printer is the currently selected printer in your Windows environment. The Printer Setup icon allows you to select a different printer and/or change setup parameters for the existing default printer or a newly selected printer. Even if you plan to display the report onscreen, a printer must be selected for a report. The selected printer determines onscreen formatting, such as kerning, page breaks, etc.

To change the printer while working in the layout mode, either click on the Printer Setup icon, or press [Shift]-[F8]. You can also select the Layout local menu option Printer Setup to access the Print Setup dialog box.

The Printer Setup dialog box appears. To select a printer, click on the arrow to the right of the Name field to display a drop-down list of installed printers from which you can select a printer. The selected printer applies only to GoldMine reports printed during the current work session, and does not change the default printer selected in Windows’ Printers tab. When done, select OK.

To change settings for a selected printer, select Properties. The Setup dialog box appears, in which you can set additional setup parameters specific to the selected printer. For example, the Properties display for a PCL-type printer, such as a LaserJet, is different than the display for a PostScript-type printer, such as a LaserWriter.

When done selecting additional printer options, select OK to enter the parameters for the selected printer.

Save a Report Template

To save the displayed report template with changes made during a work session, either click on the Save icon, or press [Shift]-[F10]. You can also select the Layout local menu option Save to save a modified report template.

If you have made modifications to a report template, then try to preview, print, or exit the layout mode, a warning message asks:

Do You Wish to Save the Modifications?

To save and continue, select Yes. To abandon the modifications, select No. To abandon the preview and continue working on the report template, select Cancel.

Note: Saving a report in the layout mode saves only a blank template for future use. If you want to save a template with current records as a formatted report, select [image] to access the preview the template with data, then select [image].GoldMine displays the Save the Report to a Disk File dialog box, from which you can designate the file name and destination path for the report.

To open a report saved from the preview mode, from the Reports Menu, right-click within the Report Description panel to display the local menu. Select View Saved. The Select Report File to View dialog box appears. Saved report files have an .FRC extension. To open a report file, double-click on the report file name. The formatted report appears.


Organizing Data in a Report

Using Layout toolbar icons, you can add fields to a report, create and apply filters to data, and divide the report into multiple sections. Each of these icon commands is described on the following pages. In addition, other ways available to execute the command, such as selecting a menu option, are described.

Insert a Database Field

GoldMine can insert any field from a selected contact database into a template. By inserting the field, the entries in all records or those records selected by meeting filter conditions appears in the generated report.

To insert a field from a database on the report form template, either click on the Insert a Database Field icon, or press [F2]. You can also access the Select a Field dialog box by selecting Insert|Data Field from the Layout local menu.

The Select a Field dialog box contains the following parameters:

Database Name

Displays the currently open contact database. Click on the down arrow to the right of the field for a list of available databases. Click on the listed database that you want to select.

Field Name

Displays the name of the selected field. Click on the down arrow to the right of the field for a list of available fields. Click on the listed field name that you want to select.

Expression

Type an xBase expression that GoldMine will use as a basis for selection criteria.

When done, either select Ok, or press [Enter]. An empty box appears on the form template. Press on the left mouse button, drag the box to the position where you want the database field to appear, then release the mouse button.

Note: To add a duplicate of the new database field to your report, either display the Layout local menu, then select Insert|Duplicate Field, or press [Alt]-[F5].

Insert a System Field

GoldMine automatically generates information that appears in system fields, such as calendar date, time, page number, record count, and paragraph break field. The calendar date and page number fields are typically printed on the page header. The paragraph break field can be used in a calculation expression to create multiple paragraph text (wrapped text).

To place a system field in the report form template, either click on the System Field icon or press [F4]. You can also access the System Field Selection dialog box by selecting Insert|System Field from the Layout local menu.

Select the system field that you want to place in the form template, then select OK. When you have moved the field into position and released the box, a value within the field indicates the type of field placed. For example, a date field might be indicated (depending on the date default selected) by MM/DD/YY.

Insert a Dialog Field

Dialog fields prompt a user to enter data before generating the report. A report template can include one or more dialog fields. For example, you may create two dialog fields, BEGIN_DATE and END_DATE to prompt the user for the beginning and ending dates for the report. You can then print these two dates on the report header by inserting them in the proper place. A filter can also evaluate data from a dialog field.

You can only insert a dialog field if one or more dialog field tables have been created. To create a dialog field table, either press [Ctrl]-[C] or display the Layout local menu, then select Dialog Fields Table|Create.

The Create Dialog Field dialog box contains the following options:

Field Name

Assigns a name to the dialog field. Type a name for the dialog field of up to 30 characters to identify the dialog field.

Field Type

Specifies the type of value that GoldMine will accept in the dialog field. Click on the radio button corresponding to the field type that specifies the type of value; for example, a Text dialog field accepts alphanumeric character entries. The Double field type accepts float values.

When done, select OK. GoldMine adds new dialog field to the Select Dialog Field dialog box list.

To place the newly created dialog field in the report template, either click on the Dialog Field icon, or press [F6]. You can also access the Select Dialog field dialog box by selecting Insert|Dialog Field.

The Select Dialog Field dialog box appears.

Move the highlight to the field you want, then select OK. The Select Dialog Field dialog box disappears, and a blank box appears on the template. Hold the left mouse button, drag the box to the position where you want the label to appear, then release the mouse button. When the field is placed, the box disappears. A value within the field indicates the type of field placed. For example, a date field might be indicated (depending on the date default) by MM/DD/YY.

Insert a Text Label

A text label is a field that serves as a title or caption for another field or graphic. A label contains text that is entered when the label is created; that is, the field doesn’t use data from contact records. To change a text label, double-click on the field.

To insert a text label in the report template, either click on the Text Label icon or press [F9]. You can also create a text label by selecting Insert|Label from the Layout local menu.

An empty box appears. Move the mouse to move the box to the position where you want the label to appear, then click on the left mouse button to leave the box in place.

When positioned, the text label displays the default text label. To change the default text, double-click inside the label. The Text Field Parameters dialog box appears.

The Text Field Parameters dialog box contains the following options:

Text

Designates an alphanumeric string for the label. Unless the object was resized manually, the size of the object does not increase to accommodate the amount of text.

Text Position

Specifies the horizontal and vertical position where you want the text placed within the text label object.

Outline

Displays the Line Properties dialog box that contains options for attributes that can be applied to a border around the object.

On the Layout toolbar, [image] also accesses this dialog box. For a description of options in the Line Properties dialog box, see page 397.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the Layout toolbar, [image] also accesses this dialog box.

Font

Displays the Font dialog box that contains options for selecting a typeface from the list of fonts installed on your system.

On the Layout toolbar, click [image] to access this dialog box.

To apply the selected attributes to the form template, select OK.

Insert Formula

A formula field allows you to print a value derived from combining other fields, operators, and functions; that is, a value not directly available from any data field. A formula field is the same as an expression field. For example, profit can be calculated by multiplying the sales amount (data field) by the profit margin.

The formula field must have a unique name, and can define the following:

•	Calculated fields

•	Report selection criteria—calculation expression that must produce a TRUE or FALSE value

•	Section selection criteria—calculation expression that must produce a TRUE of FALSE value

A formula field is specified using a calculation expression. A calculation expression consists of operands and operators. Operands are data used to name criteria in a filter to sort for records. Operands can be fields, functions, result of an if/then/else statement or another subexpression.


Operators

An operator specifies the function to be performed on data during a sort to determine if a record meets criteria required for selection from the database.

Logical OR

Returns a TRUE value if either the first operand or the second operand is TRUE. Otherwise, this operator returns a FALSE value. For example:

10=(20-2).OR.10=(20-10)-> TRUE

10=(20-2).OR.10=(20-8)-> FALSE

Operator Symbol	.OR.
First Operand Type	logical
Second Operand Type	logical
Result Type	logical
Precedence Rank	100
Logical AND

The logical AND operator returns a TRUE value if both the first operand and the second operand are TRUE. Otherwise, this operator returns a FALSE value. For example:

10=(30-20).AND.10=(20-10)-> TRUE

10=(30-20).AND.10=(20-8)-> FALSE

Operator Symbol	.AND.
First Operand Type	logical
Second Operand Type	logical
Result Type	logical
Precedence Rank	200
Equal

This operator returns a TRUE value if the first operand is equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10=(30-20)-> TRUE

10=(30-10)-> FALSE

Operator Symbol	=
First Operand Type	numeric, float, text, date, logical
Second Operand Type	same as first operand type
Result Type	logical
Precedence Rank	300
Not Equal

Returns a TRUE value if the first operand is not equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10<>(30-20)	-> FALSE

10<>(30-10)	-> TRUE

Operator Symbol	<>
First Operand Type	numeric, float, text, date, logical
Second Operand Type	same as first operand type
Result Type	logical
Precedence Rank	300
Greater than

Returns a TRUE value if the first operand is greater than the second operand. Otherwise, this operator returns a FALSE value. For example:

10>(30-22)-> TRUE

10>(30-10)-> FALSE

"ABC">"ACC"-> FALSE

Operator Symbol	>
First Operand Type	numeric, float, text, date, logical
Second Operand Type	same as first operand type
Result Type	logical
Precedence Rank	400
Less than

This operator returns a TRUE value if the first operand is less than the second operand. Otherwise, this operator returns a FALSE value. For example:

10<(30-22)-> FALSE

10<(30-10)-> TRUE

"ABC"<"ACC"-> TRUE

Operator Symbol	<
First Operand Type	numeric, float, text, date, logical
Second Operand Type	same as first operand type
Result Type	logical
Precedence Rank	400
Greater than or Equal to

Returns a TRUE value if the first operand is either greater or equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10>=(30-22)-> TRUE

10>=(30-10)-> FALSE

"ABC">="AB"-> TRUE

Operator Symbol	>=
First Operand Type	numeric, float, text, date, logical
Second Operand Type	same as first operand type
Result Type	logical
Precedence Rank	400

Less than or Equal to

Returns a TRUE value if the first operand is either smaller or equal to the second operand. Otherwise, this operator returns a FALSE value. For example:

10<=(30-22)-> FALSE

10<=(30-10)-> TRUE

"ABC"<="ABCD"-> TRUE

Operator Symbol	<=
First Operand Type	numeric, float, text, date, logical
Second Operand Type	same as first operand type
Result Type	logical
Precedence Rank	400
Part of

Returns a TRUE value if the first operand is contained within the second operand. Otherwise, this operator returns a FALSE value. For example:

"KEEP"$"HOUSE KEEPER" ->TRUE

"KEEPING"$"HOUSE KEEPER"->FALSE.

Operator Symbol	$
First Operand Type	text
Second Operand Type	text
Result Type	logical
Precedence Rank	500
Addition

Adds the second operand to the first operand. If one of the operands is numeric and the other is float, the result will be a float type value. If the operand type is text, the second string is appended to the first string. For example:

10 + 20-> 30

10 + 20.5-> 30.5

"Good " + "Day"-> "Good Day"

Operator Symbol	+
First Operand Type	numeric, float, text
Second Operand Type	same as first operand type
Result Type	same as first operand type
Precedence Rank	600

Subtraction

Subtracts the second operand from the first operand. If one of the operands is numeric and the other float, the result will be a float type value. If the operand type is text, the second string is appended to the first string. However, any spaces after the first string are truncated and transferred at the end of the output string. For example:

10 - 20	-> -10

10 - 20.5-> -10.5

Good " - "Day"-> "GoodDay "

Operator Symbol	-
First Operand Type	numeric, float, text
Second Operand Type	same as first operand type
Result Type	same as first operand type
Precedence Rank	600
Multiplication

Multiplies both operands. If one of the operands is numeric and the other float, the result will be a float type value. For example:

10 * 20-> 200

10 * 20.5-> 205.

Operator Symbol	*
First Operand Type	numeric, float
Second Operand Type	numeric, float
Result Type	numeric, float
Precedence Rank	700
Division

Divides the first operand by the second operand. If one of the operand is numeric and the other float, the result will be a float type value. For example:

10 / 2-> 5

10 / 20-> 0

10 / 20.0-> .5

Operator Symbol	/
First Operand Type	numeric, float
Second Operand Type	numeric, float
Result Type	numeric, float
Precedence Rank	700
NOT

Negates the logical value of the first operator. Being a unary operator, this operator accepts only one operand. For example:

.NOT.(10=(20-10))-> FALSE

.NOT.(10=(20-8))-> TRUE

.NOT.("KEEP"$"KEEPING")-> FALSE

Operator Symbol	.NOT.
First Operand Type	logical
Second Operand Type	N/A
Result Type	logical
Precedence Rank	800
Total Of

Calculates the subtotal for the field indicated by the first operand. This unary operator accepts only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.TOTAL-OF.sales->amount

calculates the total sales amount for the footer section field.

Operator Symbol	.TOTAL-OF.
First Operand Type	numeric, float
Second Operand Type	N/A
Result Type	same as the first operand type
Precedence Rank	900
AVERAGE OF

Calculates the average value for the field indicated by the first operand. This unary operator accepts only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.AVE-OF.sales->amount

calculates the average sales amount for the footer section field.

Operator Symbol	.AVE-OF.
First Operand Type	numeric, float
Second Operand Type	N/A
Result Type	same as the first operand type
Precedence Rank	900
MAXIMUM OF

Provides the largest value of the field indicated by the first operand. This unary operator accepts only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.MAX-OF.sales->amount

returns the largest sales amount for the footer section field.

Operator Symbol	.MAX-OF.
First Operand Type	numeric, float
Second Operand Type	N/A
Result Type	same as the first operand type
Precedence Rank	900
MINIMUM OF

Provides the smallest value of the field indicated by the first operand. This unary operator accepts only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

.MIN-OF.sales->amount

returns the smallest sales amount for the footer section field.

Operator Symbol	.MIN-OF.
First Operand Type	numeric, float
Second Operand Type	N/A
Result Type	same as the first operand type
Precedence Rank	900
COUNT OF

Provides the record count for a section. This unary operator accepts only one operand, which must be a field. This operator is allowed only in the calculation fields that are placed in a footer section. For example:

COUNT-OF.sales->amount

returns the number of records processed within the current section.

Operator Symbol	.COUNT-OF.
First Operand Type	numeric, float
Second Operand Type	N/A
Result Type	same as the first operand type
Precedence Rank	900

Examples of expressions:

amount * qty

calculates the product of the amount and qty fields

"abc" + "efg"

adds the first value to the second value; that is, equals "abcefg"

amount * (1 + profit_percentage)

multiplies the value of the amount field by the result of another subexpression

.if.state = "CA"

requires that the value CA exists in the state field for a record to be selected.

weekday("10/12/82")

returns the value of the 'weekday' function for 10/12/82

profit_percentage*.TOTAL-OF.sales->amount

produces the profit percentage for all records within a section

Note: A calculation expression can evaluate an IF/THEN/ELSE condition as TRUE or FALSE. If TRUE, then the evaluated record meets the condition stated in the subexpression(s) following the THEN statement. If FALSE, then the evaluated record meets the condition stated in the subexpression(s) following the ELSE statement. For example:

.IF.sales->amount>100.THEN."GOOD SALE".ELSE."NOT SO GOOD SALE"

compares the sales amount and returns a text string. The resulting text string is equal to "GOOD SALE" when the sales->amount is greater than $100. Otherwise, the text string is equal to "NOT SO GOOD SALE."

The subexpression(s) following the then and the else statements must return the same type result. For example:

.IF.customer->state="CA".THEN.(100).ELSE.(5.0)

is invalid because the then statement evaluates to a numeric (integer) value, but the else statement evaluates to a float value.

The statement could be corrected as either:

.IF.customer->state="CA".THEN.(100.0).ELSE.(5.0)

or

.IF.customer->state="CA".THEN.(100).ELSE.(5)

Other Topics:

Operator Precedence


Operator Precedence

In an expression with multiple operators, the execution priority of an operator is determined by its precedence. The operator with the highest precedence gets executed first. The precedence rank is indicated by a higher value number; for example, an operator with a precedence rank of 300 is executed before an operator with a precedence rank of 100.

The lower precedence operators use the result of the higher precedence operators as operands. You can use parentheses to override the default precedence. For example, 1 + 2 * 3 = 7. However, (1 + 2) * 3 = 9. When an expression consists of two operators of the same precedence level, the operator on the left is executed before the operator on the right.


Result of an Expression

Processing a formula produces a specific type of value. For example, 100 + 200 = 300, which is a numeric value. Also, "cat" <> "dog" results in a TRUE value that is a LOGICAL entity.

To place a calculation expression, or formula, in the report template, either click on the formula icon or press [F3]. You can also select the Layout local menu option Insert|Expression Field to access the Enter Field Name dialog box.

Type a name to be assigned to the formula, then select OK.

You can type a calculation expression in the Expression field or build an expression using items provided by the five button functions. Each of these functions is the same as described for the Record Selection Criteria dialog box. For a complete description of each button function, refer to “Report Filter.”

When done with the expression, select OK. When the field is placed, the box disappears. The field is represented by the symbol that corresponds to the output. For example, if the output will be an integer, the field is represented by 9,999,999.


Applying a Report Filter

GoldMine can apply a filter that has been created from fields that appear in any contact database(s). A filter is a sort condition used to select a subset of records from the one or multiple databases.

The filter can specify criteria for data selection or section selection. Selection criteria is determined by conditions set up in a calculation expression. The calculation expression sets up a condition that must be resolved as TRUE or FALSE. A record—or section—will be selected for inclusion in the report if the expression conditions are true for the specified criteria. For example,

.if.contact1->State=”CA”

will select only records that have a STATE field value of CA.

For a detailed discussion of calculation expressions and the component elements, see “Insert a Formula.”

To apply a filter to data selected for the report, select the section in the report to which the filter will be applied, then click on the Report Filter icon. You can also select the Layout local menu option Edit|Filter to access the Selection Criteria dialog box.

You can either type an expression in the Expression field or build an expression using items provided by the five button functions.

System Field

System fields provide information that GoldMine generates automatically, such as calendar date, time, page number, record count, and paragraph break field. The calendar date and page number fields are typically printed on the page header. The paragraph break field can be used in a calculation expression to create multiple paragraph text (word-wrapped text).

To select a system field for the Report Selection Criteria dialog box, select System Field. The System Field Selection dialog box appears—see page 363.

Dialog Field

Field that prompts the user for data before report generation. Dialog fields can also be included in the form. For example, you may create two dialog fields, BEGIN_DATE and END_DATE to prompt the user for the beginning and ending dates for the report. You can then print these two dates on the report header by inserting them into the page header. Dialog fields can be evaluated as report selection criteria.

To select a dialog field for the Report Selection Criteria dialog box, select Dialog Field. The Select a Dialog Field dialog box appears. Move the highlight to the field you want, then select OK. The selected field appears in the Expression field of the Report Selection Criteria dialog box.

Data Field

Fields associated with a data record, including memo fields.

To select a data field for the Report Selection Criteria dialog box, select Data Field.

The Select a Field dialog box contains the following fields:

Database Name

Name of the currently selected database. To display a list of available databases, click on the arrow to the right of the field.

Field Name

Name of the currently selected field. To display a list of available fields, click on the arrow to the right of the field.

Expression

Type a filter expression that you want to apply to the data selected for the report.

When done, select Ok. The selected field appears in the Expression field of the Report Selection Criteria dialog box.

Operator

Specifies the action to be performed on the values or fields specified in the calculation expression. For example, in CAL->DATE>06/01/96, the operator > specifies that only records with dates after June 1, 1996, may be included in the report.

To select an operator for the Report Selection Criteria dialog box, select Operator.

The Select an Operator dialog box contains 21 operators. For a description of operators, see “Operators.”

Move the highlight to the operator you want, then either select OK, or press [Enter]. The selected operator appears in the Expression field of the Report Selection Criteria dialog box.

Function

Accepts a predefined number of arguments and returns a value of a predefined type.

To select a function for the Report Selection Criteria dialog box, select Function.


Functions for GoldMine Expressions

The following functions are available for use in GoldMine expressions:

Text String Length

Returns the length of a text string. For example:

LEN("ABCD")-> 4

LEN("GOOD DAY")-> 8

Function Name	LEN
First Argument Type	text
Second Argument Type	N/A
Result Type	numeric
Convert to Upper-case

Converts a specified string to upper-case characters. For example:

UPPER("abcd")-> "ABCD"

UPPER("Good Day")-> "GOOD DAY"

Function Name	UPPER
First Argument Type	text
Second Argument Type	N/A
Result Type	text
Convert to Lower-case

Converts a specified string to lower-case characters. For example:

LOWER("ABCD")-> "abcd"

LOWER("Good Day")-> "good day"

Function Name	LOWER
First Argument Type	text
Second Argument Type	N/A
Result Type	text
Trim Spaces

Returns a string by removing spaces from the beginning and ending of given string. For example:

TRIM(" ABCD ")-> "ABCD"

TRIM("Good Day ")-> "Good Day"

Function Name	TRIM
First Argument Type	text
Second Argument Type	N/A
Result Type	text
Extract a Word

Extracts a word from the input string. The second argument specifies the word position to be extracted. Examples:

WORD("It is a Good Day",1)-> "It"

WORD("It is a Good Day",2)-> "is"

Function Name	WORD
First Argument Type	text
Second Argument Type	numeric
Result Type	text
Extract a Character

Extracts a character from the specified string. The second argument specifies the position of the character to be extracted. For example:

CHAR("It is a Good Day",1)-> "I"

CHAR("It is a Good Day",2)-> "t"

Function Name	CHAR
First Argument Type	text
Second Argument Type	numeric
Result Type	text
Convert to Text Type

Converts any other type argument to the text type data using the default format specifications. For example:

TEXT("3/4/92")-> "3/4/92" (text)

TEXT(123)-> "123"

Function Name	TEXT
First Argument Type	numeric, float, date, logical
Second Argument Type	N/A
Result Type	text
Smaller Number

Returns the smaller of the first and second arguments. If one of the arguments is numeric and the other argument is float, then the return type will be float. For example:

MIN(10,20)-> 10

MIN(10,20.0)	-> 10.0

Function Name	MIN
First Argument Type	numeric, float
Second Argument Type	numeric, float
Result Type	numeric, float
Larger Number

Returns the larger of the first and second arguments. If one of the arguments is numeric and the other argument is float, then the return type will be float. For example:

MAX(10,20)-> 20

MAX(10,20.0)-> 20.0

Function Name	MAX
First Argument Type	numeric, float
Second Argument Type	numeric, float
Result Type	numeric, float
Integer

Converts any other type argument to a numeric type argument. For a float type of argument, this operation discards any decimal digits from the first argument. The date type argument is converted to a numeric value with the format YYYYMMDD. The logical type argument is converted to either 1 or 0. For example:

INT(10.153)-> 10

INT("123")-> 123

INT("3/4/92")-> 19920304

INT(1<>2)-> 1

Function Name	INT
First Argument Type	numeric, float, date, logical
Second Argument Type	N/A
Result Type	numeric
Round

Rounds the first argument to the number of decimal places specified by the second Argument. For example:

ROUND(10.153,2)-> 10.15

ROUND(10.153,1)-> 10.2

Function Name	ROUND
First Argument Type	float
Second Argument Type	numeric
Result Type	float
Absolute

Returns the absolute value of a specified argument. For example:

ABS(-10.153)-> 10.153

ABS(10.153)-> 10.153

ABS(-12)-> 12

Function Name	ABS
First Argument Type	numeric, float
Second Argument Type	N/A
Result Type	same as the argument
Day of the Week

Returns the weekday for designated date. For example:

WEEKDAY("4/13/92")-> "Monday"

WEEKDAY("4/14/92")-> "Tuesday"

Function Name	WEEKDAY
First Argument Type	date
Second Argument Type	N/A
Result Type	text
Extract Day

Extracts the day (1–31) from the designated date. For example:

DAY("4/13/92")-> 13

DAY("4/14/92")-> 14

Function Name	DAY
First Argument Type	date
Second Argument Type	N/A
Result Type	numeric
Extract Month

Extracts the month (1–12) from the given date. For example:

MONTH("4/13/92")-> 4

MONTH("5/14/92")-> 5

Function Name	MONTH
First Argument Type	date
Second Argument Type	N/A
Result Type	numeric
Extract Year

Extracts the year from the specified date. The year appears in the four-digit format YYYY. For example:

YEAR("11/2/94")-> 1994

YEAR("2/21/95")-> 1995

Function Name	YEAR
First Argument Type	date
Second Argument Type	N/A
Result Type	numeric
Extract Characters from Specified Position

Extracts characters from a string starting at a specified position. For example:

MID("GoldMine for Windows 95",10)-> for Windows 95

MID("Call 555-1234",6)-> 555-1234

Function Name	MID
First Argument Type	text
Second Argument Type	integer
Result Type	text
Note: In any extract function, such as MID or LEFT, you can substitute an appropriate GoldMine field for a string value. For example, in a Company field with the entry GOLDMINE SOFTWARE CORP., the function MID(Contact1->Company,5) will return MINE SOFTWARE CORP.

Extract first x Characters from a String

Extracts the specified number of characters from the beginning of a string. For example:

LEFT("GoldMine for Windows 95",10)-> GoldMine f

LEFT("Call 555-1234",6)-> Call 5

Function Name	LEFT
First Argument Type	text
Second Argument Type	integer
Result Type	text
Note: Although GoldMine’s form designer does not support the SUBSTR() function, you can obtain the same results by combining the MID function and the LEFT function as LEFT(MID(string,pos),len).

For example, SUBSTR(“GOLDMINE SOFTWARE”,5,2) will extract MI. The expression LEFT(MID(“GOLDMINE”,5)2) will also extract MI.

Extract last x characters from a String

Extracts the specified number of characters from a string, starting from the rightmost character. For example:

RIGHT("GoldMine for Windows 95",10)-> Windows 95

RIGHT("Call 555-1234",6)-> 5-1234

Function Name	RIGHT
First Argument Type	text
Second Argument Type	integer
Result Type	text
Convert a string to a decimal number

Converts an integer, or the value resulting from an operation on integers, to a floating point value. For example:

DOUBLE(3/2)-> 1.5

DOUBLE(7/4)-> 1.75

Function Name	DOUBLE
First Argument Type	integer
Second Argument Type	none
Result Type	float
Move the highlight to the function that you want to apply, then select OK.

Start a New Section

Sections offer a useful way of organizing information. When you create a section, the form designer inserts the new section in the proper order within the form.

To insert a new section in the report form template, either click on the New Section icon or press [F6]. You can also select the Layout local menu option Insert|Section to access the New Section dialog box.

The New Section dialog box lists only those sections not already placed in the report form template. The list displays a sort header or detail section only if the higher level section is already selected. You must first select a section header before you can select a corresponding sort footer, although a footer does not need to be specified for every section.

Select the section type that you want to place in the form template, then select OK. GoldMine automatically places the section in proper sequence.


Working with Report Macros

You can use macros in your report template to perform a variety of functions, or to retrieve information from GoldMine databases to generate specified data in the report. This section contains two lists of macros:

•	General macros: can be used for all report categories

•	Calendar macros: designed for use exclusively with calendar reports

To illustrate the use of macros in a report template, an exampleprovides a description of using the &suppfile macro to define break fields in your report.

Other Topics:

Using Macros to Define Break Fields


General Report Macros

The following macros can be used in all report categories.

Macro	Displayed Field Data	Description
&Address1&2	Address 1 and Address2	A line feed separates Address1 and Address 2.
&CalActvName	Name of the scheduled activity printed based on the record type.	Example: if a record of rectype S is printed, the macro will return the value “sale.”
&CityStateZip	City, State, and Zip	All values appear on the same line. City and state values are separated by a comma.
&Company&Address	Contact, Company, Address1, Address2, City, State, Zip.	A line feed separates all fields. City, State, and ZIP values are displayed on one line.
&Company, Contact	Company, Contact	Fields are separated by a semicolon.
&Contact, Company	Contact, Company	Fields are separated by a semicolon.
&FullAddress	Address1, Address2, City, State, Zip	A line feed separates address lines. City, State, and ZIP values are displayed on one line.
&FullName	Returns the full name of the currently logged user as found in the Users’ file.
&HistActvName	Name of the completed activity printed based on the record type.	Example: if a record of rectype S is printed, the macro will return the value “sale”
&Licensee	Name of the licensee	Generates data from the Licensed to field in the banner display.
&LocalLabel	Returns the local label of the field specified after the colon
&Name&Address	Contact, Title, Company, Address1, Address2, City, State, Zip	All fields are separated by a line feed, except City, State, and ZIP values are displayed on one line.
&Phones	Phone1/Ext., Phone 2/ Ext., Phone3/Ext., FAX/Ext.	Generates all phone numbers and the FAX number, with extensions, if applicable.
&Sort1	Generates the data from the field selected as the primary sort for the report.	&Sort1 can also be used to specify a break field within a sort header. For example, if the primary sort of a report is specified as contact1->company, and the value of &Sort1 is inserted for the break field in the sort header, the report will break on the same field.
&Sort2	Generates the data from the field selected as the secondary sort for the report.	See &Sort1.
&Sort3	Generates the data from the field selected as the tertiary sort for the report.	See &Sort1.
&SourceFile	Name of the database file from which data is retrieved for the report
&Suppfile=”xxx”	Specifies break fields and filters within report sections. This macro identifies the database and record types (rectypes) with which you will work. The xxx must be at least two characters, but no more than three. The following values can be used to designate databases: • ContSupp.DBF = cs • Calendar.DBF = ca • ContHist.DBF = ch	See Using Macros to Define Break Fields
&Title&Address	Contact, Title, Company, Address1, Address2, City, State, Zip	All fields are separated by a line feed, except City, State, and ZIP values are displayed on one line.


Calendar Report Macros

The following macros can only be used in calendar reports.

Macro	Returned Value	Description
&CDow	Name of the day of the week.	Example: if a date falls on the first day of the week, &CDow will return Sunday since Sunday is treated as the first day of the week.
&CMonth	Name of the current month.  Also returns all months included in a date range specified for the report in the Calendar Report Options dialog box.	Example (single value): June Example (range): If the date range is set as 01/01/97 to 06/30/97, &CMonth will return all months that fall within the date range; that is, January, February, March, April, May, and June.
&CMonthYear	Name of the current month plus the four-digit year. Also returns all months plus four-digit years included in a date range for the report in the Calendar Report Options dialog box.	Example (single value): June 1997. Example (range): If the date range is set as 11/01/96 to 03/30/97, &CMonth will return all months plus years that fall within the date range; that is, November 1996, December 1996, January 1997, February 1997, and March 1997.
&Day	Numeric value of the current date. Also returns all numeric values for all dates included in a date range for the report in the Calendar Report Options dialog box.	Example (single value): 12 for  July 12, 1997. Example (range): If the date range is set as 07/15/97 to 07/19/97, &Day will return 15, 16, 17, 18, and 19.
&DayNo	Day number based on position in the calendar year.	Example: For January 2, 1997, &DayNo will return Day 2.
&Detail	Information specified for the report in the Calendar Report Options dialog box.
&Dow	Numeric value for the day of the week. Also returns all numeric values for all dates included in a date range specified for the report in the Calendar Report Options dialog box..	Example: if a date falls on Wednesday, &Dow will return 4 since Wednesday is the fourth day of the week.
&FrDate	Entry in the from Date field of the Calendar Report Options dialog box.
&Hour	Time in hourly increments from 7:00 a.m. to 7:00 p.m. The time appears in the 12-hour format.
&LastMonth	Generates a graphical representation of the prior month based on the date of calendar records in the current report page.	Example: If the report displays entries for the month of January on page three, &LastMonth will return December, which is the prior month to displayed entries.
&Month	Numeric value corresponding to the current month.  Also returns the value of the month for all dates within a specified date range in the Calendar Report Options dialog box.	Example (single value): January is represented as 1. July is represented as 7. Example (range): If a date range is set as 3/1/97 to 8/31/97, &Month will return 3, 4, 5, 6, 7, 8.
&NextMonth	Generates a graphical representation of the following month based on the date of calendar records in the current report page.	Example: If the report displays entries for the month of July on page three, &NextMonth will return August, which is the following month to displayed entries.
&ThisMonth	Generates a graphical representation of the current month based on the date of calendar records in the current report page.	Example: If the report displays entries for the month of August on page three, &ThisMonth will return August, which is the same month as displayed entries.
&Time	Scheduled time for calendar records in the 12-hour format.
&WDay1	Numeric value corresponding to the Monday for the week in which the date falls.	Example: If the records fall in the week of January 26–February 3, 1997, the value returned by &WDay1 is 27, which corresponds to the date of the Monday (January 27, 1997).
&WDay2	Numeric value corresponding to the Tuesday for the week in which the date falls.	See &WDay1.
&WDay3	Numeric value corresponding to the Wednesday for the week in which the date falls.	See &WDay1.
&WDay4	Numeric value corresponding to the Thursday for the week in which the date falls.	See &WDay1.
&WDay5	Numeric value corresponding to the Friday for the week in which the date falls.	See &WDay1.
&WDay6	Numeric value corresponding to the Saturday for the week in which the date falls.	See &WDay1.
&WDay7	Numeric value corresponding to the Sunday for the week in which the date falls.	See &WDay1.
&WeekNo	Week number based on position in the calendar year.	Example: For January 5–11, 1997, &WeekNo will return Day 2.
&Year	Name of the current year in four-digit format.  Also returns all years included in a date range for the report in the Calendar Report Options dialog box.	Example (single value): 1997. Example (range): If the date range is set as 11/01/95 to 03/30/97, &Year will return all years that fall within the date range; that is, 1995, 1996, 1997.


Using Macros to Define Break Fields

To define break fields in your report, you can use the &suppfile macro. This macro can specify a record type, or rectype, from the CAL, CONTSUPP, or CONTHIST files.

The &suppfile macro can contain two or three values, as shown in the following table.

Database	Macro	Rectypes
CAL	&suppfile=”ca”	a, c, t, d, m, s, o
CONTSUPP	&suppfile=”cs”	c, p, r, l, o
CONTHIST	&suppfile=”ch”	a, c, t, d, m, s, o
The first two letters of the macro specify the database file; for example, &suppfile=”cs” designates the CONTSUPP database file. To generate profiles before moving to the next contact record, complete the macro as &suppfile=”csp”.

To designate the corresponding sort header, you can append an additional macro, such as

&sort2&suppfile=”csp”

This macro will define the break field within the second sort header (&sort2). For best results, do not insert data fields from database files other than the file specified in the break field—in the example, CONTSUPP—in the defined section.


Formatting a Report

Using Layout toolbar icons, you can apply a variety of formatting options to objects in the report template, such as text justification, borders, and color. Each of these icon commands is described on the following pages. In addition, other ways available to execute the command, such as menu options and command keys, are described.

Define Report Settings

Each report has default settings for margins, ruler, and date format. To specify different parameters for your custom report, either click on the Report Settings icon or press [F7]. You can also select the Layout local menu option Report Settings|Options to access the Report Parameters dialog box.

The Report Parameters dialog box contains the following options:

Margins

Specifies left, right, top, and bottom margins in inches.

Default Date Format

Specifies date format as either MM/DD/YY or DD/MM/YY where MM specifies month, DD specifies day, and YY specifies year.

Ruler Selection

Selects an onscreen ruler in inches or centimeters. The ruler can also be removed, or hidden, from the onscreen display.

Print Trial Records

Check this box to print trial records prior to running the full report. This option is useful for running a test printing to adjust paper feed through a printer before sending all the records to preprinted forms or on address labels.

When done, select OK. The Report Parameters dialog box closes, and the changes are applied to the template.

Select a Font

In GoldMine reports, the default font is sans serif, either Arial or MS Sans Serif. To change the font in a template item, select the item, then either click on the Font icon or press [Alt]-[F10]. The font is applied only to the selected item. You can also select the Layout local menu option Edit|Fonts to access the Font dialog box.

The Font dialog box contains the following options:

Font

Selects a typeface from the list of fonts installed on your system.

Font Style

Selects regular, italic, bold, or bold italic.

Size

Selects a point size to apply to the characters in the object.

Strikeout

Strikes out characters in the object.

Underline

Underlines characters in the object.

Color

Click on the down arrow to display a menu of available colors. Select the color that you want to apply to text in the object.

When done, select OK.

Note: On the Layout toolbar, [image], [image], and [image] offer shortcuts to applying font attributes that are the same as Font Style in the Font dialog box. Each of these icons is described below.

Make Characters Bold

To make text or numbers in a selected object bold, select the object, then click on the Bold icon. All characters in the selected object become bold.

Italicize Characters

To italicize text or numbers a selected object, select the object, then click on the Italic icon. All characters in the selected object are italicized.

Underline Characters

To underline text or numbers in a selected object, select the object, then click on the Underline icon. All characters and spaces between characters in the selected object are underlined.

Position Characters within an Object

To adjust the horizontal and vertical alignment of characters within an object, select the object that you want to modify, then either click on the Position Characters icon or press [Ctrl]-[P]. You can also select the Layout local menu option Edit|Position Text to access the Text Position within Outlines dialog box.

The Text Position within Outlines dialog box appears.

Each option aligns characters relative to the outline of the selected object. For example, the left horizontal option aligns characters to the left outline of the selected object. Click on the dialog button(s) corresponding to the horizontal and vertical alignment to realign the characters. When done, select Ok.

Note: Using GoldMine, you can arrange selected template items to align with each other, or to be spaced evenly on a page. You can also make selected template items the same width and/or height. This automatic alignment and sizing helps a designer to achieve a professional-looking report.

To select a criterion by which selected template items are aligned with each other, such as aligning the horizontal top edge of the items, select the items, display the local menu, then select Arrange|Align.

To position items at equally spaced horizontal or vertical intervals on a page, select the items, display the local menu, then select Arrange|Even Spacing. To size template items equally either by width or height, select Arrange|Even Sizing.

Left-Justify Block

To align text or numbers in a block by the left edge (ragged right edges), select the block, then click on the Left-Justify icon. In a multiple-paragraph object, you can justify each block separately.

Center Block

To place text or numbers in the center of a block (ragged left edges and right edges), select the block, then click on the Center icon. In a multiple-paragraph object, you can justify each block separately.

Right-Justify Block

To align text or numbers in a block by the right edge (ragged left edges), select the block, then click on the Right-Justify icon. In a multiple-paragraph object, you can justify each block separately.

Align Left

To align selected items to the left edge, drag the mouse to touch all items to be aligned, then click on the Align Left icon.

Align Vertical Center

To align selected items vertically along a center point, drag the mouse to touch all items to be aligned, then click on the Align Vertical Center icon.

Align Right

To align selected items to the right edge, drag the mouse to touch all items to be aligned, then click on the Align Right icon.

Align Top

To align selected items to the top, drag the mouse to touch all items to be aligned, then click on the Align Top icon.

Align Horizontal Center

To align selected items horizontally along a center point, drag the mouse to touch all items to be aligned, then click on the Align Horizontal Center icon.

Align Bottom

To align selected items to the top, drag the mouse to touch all items to be aligned, then click on the Align Bottom icon.

Even Width

To make selected items the same width, drag the mouse to touch all items to be affected, then click on the Even Width icon.

Even Height

To make selected items the same height, drag the mouse to touch all items to be affected, then click on the Even Height icon.

Even Vertical Spacing

To align selected items with even vertical spacing, drag the mouse to touch all items to be aligned, then click on the Even Vertical Spacing icon.

Even Horizontal Spacing

To align selected items with even horizontal spacing, drag the mouse to touch all items to be aligned, then click on the Even Horizontal Spacing icon.

Select a Fill Color

You can apply color and texture to the background of any selected object. To change the background color of an object, click on the Fill icon.

To apply a background fill to the text object, you must select Paint Item Background. The Item Background dialog box contains the following options:

Paint Item Background

Fills the background of the text object with the selected color.

Paintbrush Color

Displays the Color dialog box.

Paintbrush Type

Select a texture from seven options to apply to the background fill of the selected block.

When done, select OK. The selected fill color and/or texture are applied to the block.


Adding Graphics to a Report

Using Layout toolbar icons, you can insert graphic files in a report template and create graphics objects to enhance the appearance and usability of a report. Each of these icon commands is described on the following pages. In addition, other ways available to execute the command, such as menu options and command keys, are described.

Insert Picture

Graphics from any Windows application can be placed in a GoldMine report template. A graphic file can be placed in a report template by either pasting from the Windows clipboard, or by importing the file. The form designer imports only bitmap .BMP files.

To import a .BMP file:

Create or select an object into which you want to place the graphic file, then either click on the Insert Picture icon on the Layout toolbar, or press [Alt]-[F8]. You can also select the Layout local menu Insert|Picture to access the Open dialog box.

To select a graphic, either:

•	In the File name field, type the path and file name for the .BMP file

•	Select the directory where the graphic is located, select the graphic that you want to import into the form template, then select Open.

GoldMine places the graphic into the selected section. The graphic object has handles that you can use to size the graphic.

Insert a Line

The line function inserts a line object into a report template. You can create horizontal, vertical, or diagonal lines. You can control the color, thickness and style of each line, size of the surrounding frame, and the background color of the frame.

To insert a line in the report form template, either click on the Insert Line icon, or press [Ctrl]-[F9]. You can also select the Layout local menu Insert|Line to place a line on the template in the same way as the Line icon.

An empty box appears. Move the mouse to position the box where you want the label to appear, then click on the left mouse button to leave the box in place.

Apply an Outline

The default setting for objects is to have no border. You can create a border to outline any object. You can select a color to fill the border. You can also specify a line color and style for the border.

To specify attributes for a border that will outline a selected object, either click on the Outline icon, or press [Ctrl]-[O]. The Line Properties dialog box appears. You can also select the Layout local menu option Edit|Outlines to access the Line Properties dialog box.

The Line Properties dialog box contains the following options:

Draw on Sides

Places an outline on the top, bottom, left, and/or right sides of the object.

Line Style

Creates a solid line, or a line composed of dashes, dots, or dashes and dots.

Line Width

Specifies the width of the line in increments of 1/10th millimeter.

Line Color

Displays the Color dialog box. Click on the color that you want to apply to the line, then select OK.

When done, select OK. The selected object appears with a border that has the specified attributes.


Deleting Objects or Sections

The procedure for deleting objects or sections on a report template is the same except for deleting a dialog field.

To remove a selected object from the report template, press [Delete].

A higher level section must be deleted before a lower level section can be deleted. A section footer must be removed before a section header. To remove a section from the report template, click on the title bar of the section, then press [Delete].

A prompt asks:

Delete Current Section: [Section Name]?

To delete the section, select OK. The section disappears, and GoldMine renumbers remaining sections to maintain a proper sequence.


Editing Report Templates

Any GoldMine report template can be modified. Using the form designer, a developer can add fields as well as change attributes or parameters within a selected object. The following topics contain information about modifying objects. You can also add fields to an existing template.

Other Topics:

Changing Parameters for Field Types

Changing Text Field Parameters

Changing Numeric Field or Float Field Parameters

Changing Logical Field Parameters

Changing Date Field Parameters

Changing Dialog Field Settings

Deleting a Dialog Field

Changing Section Parameters

Changing Line Style

Deleting Objects or Sections


Changing Parameters for Field Types

You can change a variety of parameters for each field type:

•	Text

•	Numeric

•	Float

•	Logical

•	Date

GoldMine assigns default values to each field type value. Changes made in field parameters dialog boxes apply to individual fields.


Changing Text Field Parameters

To change settings in a text field, select the field, then double-click inside the field. The text field parameters dialog box for the selected field appears.

The text field parameters dialog box contains the following options:

Wrap Text

Sends, or wraps, text that exceeds the field width to the next line. A word that reaches the end of the field width will be broken and the remaining letters sent to the following line.

Word Wrap Text

Sends, or wraps, text that exceeds the field width to the next line by breaking the line at the last complete word. That is, each line contains only complete words.

Variable Number of Lines

Allows the field dimensions to change with the actual amount of word-wrapped data entered. As a good design practice, try to size the field object to contain the largest estimated text entry.

Trim Extra Spaces

Removes extra spaces that may be left over at the end of the field. For example, when creating address labels, GoldMine removes extra spaces allowed in the City field to allow entries of varying lengths without leaving gaps between the city entry and state entry. Both Indianapolis, IN and Miami, FL appears with the correct number of spaces between city and state.

Text Position

Specifies the horizontal and vertical positions where you want the text placed within the text field.

Capitalization

Changes text letters to upper-case and/or lower-case as follows:

Capitalize: converts all letters of each word in the field to upper-case

Capitalize First Letter: converts the initial letter of each word in the field to upper-case

Print in Lower Case: converts all letters of each word in the field to lower-case

Outline

Displays the Line Properties dialog box. Click on the color that you want to apply to the line, then select OK. The Color dialog box closes, and the Line Properties dialog box appears.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the Layout toolbar, [image] also accesses this dialog box.

Font

Displays the Font dialog box that contains options for selecting a typeface from the list of fonts installed on your system.

On the Layout toolbar, click [image] to access this dialog box.

When done, then select OK. The outline is applied to the selected text field as specified.


Changing Numeric Field or Float Field Parameters

To change settings in a numeric field or float field, select the field, then double-click inside the field. The numeric/float field parameters dialog box for the selected field appears.

The numeric/float field parameters dialog box contains the following options:

Negative Sign Prefix

Places a symbol before a number with a negative value. For example, to display a negative number within angle brackets, enter < in the Negative Sign Prefix field, and > in the Negative Sign Suffix field. To designate a negative number by -, enter - in this field only.

Negative Sign Suffix

Places a symbol after a number with a negative value. For example, to display a negative number within angle brackets, enter < in the Negative Sign Prefix field, and > in the Negative Sign Suffix field. To not place a symbol after a negative numeric value, leave this field blank.

Positive Sign Prefix

Places a symbol before a number with a positive value. For example, to display a positive number within parentheses, enter the open parenthesis symbol ( in the Positive Sign Prefix field, and enter the closed parenthesis symbol ) in the Positive Sign Suffix field. To place no symbol before a positive numeric value, leave this field blank.

Positive Sign Suffix

Places a symbol before a number with a positive value. For example, to display a positive number within parentheses, enter the open parenthesis symbol ( in the Positive Sign Prefix field, and the closed parenthesis symbol ) in the Positive Sign Suffix field. To place no symbol after a positive numeric value, leave this field blank.

# of Decimal Places

Specifies the number of digits that can be entered to the right of the decimal point.

Currency Symbol

Specifies a currency symbol, such as $, £, or ¥.

Suppress Zero Values

Suppresses printing any field with a zero value.

Pad with Zeroes

Inserts zeroes before the actual field value if the value uses fewer spaces than the defined field width.

Use Comma Format

Separates thousands with commas. For example, 123456 appears as 123,456.

Text Position

Specifies the horizontal and vertical positions where you want the text placed within the text field.

Summarization Type

Specifies the type of summarized values to be used in the footer field. The footer can include any of the following summarization types:

Totals: cumulative field value of all records in the section

Average: cumulative field value of all records in the section divided by the number of records in the section

Maximum: computes the maximum value of all records in a section

Minimum: computes the minimum value of all records in a section

Count: generates the total number of records in a section

This option applies only to numeric fields or float fields used in a footer.

Retain Value After Printing

Prints running totals instead of clearing the internal accumulator after a printing. This option applies only to numeric fields or float fields used in a footer.

Outline

Displays the Line Properties dialog box that contains options for specifying attributes for one or more lines that can be applied to the border of the field.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the Layout toolbar, [image] also accesses this dialog box.

Font

Displays the Font dialog box that contains options for selecting a typeface from the list of fonts installed on your system.

On the Layout toolbar, click [image] to access this dialog box.

When done, then select OK. The attributes are applied to the selected numeric field or float field as specified.


Changing Logical Field Parameters

To change settings in a logical field, select the field, then double-click inside the field.

The logical field parameters dialog box contains the following options:

Logical TRUE Indicator

Specifies the symbol that designates a TRUE value for a logical field. The default is Y.

Logical FALSE Indicator

Specifies the symbol that designates a FALSE value for a logical field. The default is N.

When done, select OK. The symbol for the TRUE value appears in the selected logical field.


Changing Date Field Parameters

To change settings in a date field, select the field, then double-click inside the field.

The date field parameters dialog box contains the following options:

Date Format

Specifies the format in which the date appears in the report for the selected field. Select one of the following formats:

This format. . .	. . .appears as. . .
mm dd yy	12 19 95 (December 19, 1995)
dd mm yy	19 12 95 (19 December 1995)
mm dd yyyy	10 31 1995 (October 31, 1995)
mmm dd yyyy	Oct 31, 1995
You can change the / separator by specifying a different symbol in the Date Delimiter field.

Date Delimiter

Specifies symbol that separates month, day, and year in a date. The default is /.

Text Position

Specifies the horizontal and vertical positions where you want the text placed within the text field.

Summarization Type

Specifies the type of summarized values to be used in the footer field. The footer can include any of the following summarization types:

Totals: cumulative field value of all records in the section

Average: cumulative field value of all records in the section divided by the number of records in the section

Maximum: computes the maximum value of all records in a section

Minimum: computes the minimum value of all records in a section

Count: generates the total number of records in a section

This option applies only to numeric fields or float fields used in a footer.

Retain Value After Printing

Prints running totals instead of clearing the internal accumulator after a printing. This option applies only to numeric fields or float fields used in a footer.

Outline

Displays the Line Properties dialog box that contains options for specifying attributes for one or more lines that can be applied to the border of the field. For a description of options in the Line Properties dialog box, see page 397.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the Layout toolbar, [image] also accesses this dialog box.

Font

Displays the Font dialog box that contains options for selecting a typeface from the list of fonts installed on your system.

On the Layout toolbar, [image] also accesses this dialog box.

When done, then select OK. The attributes are applied to the selected date field as specified.


Changing Dialog Field Settings

To change any settings in a dialog field, either press [Ctrl]-[M], or display the Layout local menu, then select Dialog Fields Table|Modify. The Select Dialog Field dialog box appears.

Select the listed dialog field that you want to modify, then select OK.

The dialog field parameters dialog box contains the following options:

User Prompt

Specifies a prompt of up to 30 characters that appears on the report form to specify the needed entry from the user.

Prompt Order

Determines the order that the field prompts appears to the user when a report template contains more than one dialog field.

Field Width

Specifies the field width in number of characters.

When done, then select OK. The new settings are entered for the dialog field.

Other Topics:

Deleting a Dialog Field


Deleting a Dialog Field

To be completely removed, a dialog field may need to be deleted from up to three places:

•	Report template

•	calculation expression

•	dialog table

A dialog field must be removed from the report template and any calculation expression before the field can be deleted from the dialog table.

To remove a dialog field from the report template, press [Delete].

To remove a dialog field from the dialog field table, press [Ctrl]-[Delete]. The Select Dialog Field dialog box appears.

Select the dialog field name that you want to delete. Select OK. The dialog field name is removed from the dialog fields table.


Changing Section Parameters

Each section in a report template has a variety of attributes that can be modified:

•	Space compression and page advance parameters

•	Section selection criteria (filters)

•	Break field

•	Border around the section

•	Background fill

You can apply space compression and page advance parameters to any section. To apply any of these parameters, double-click within a selected section.

The section parameters dialog box contains the following options:

Compress Space Before the First Item

Compresses the space between the beginning of the section and the object at the top of the section.

Compress Space After the Last Item

Removes the space after the lowest object of the section. This option suppresses the space after smaller word-wrapped text objects to allow large word-wrapped fields.

Advance Page Before Printing the Section

Advances to the next page before the beginning of the section.

Advance Page After Printing the Section

Advances to the next page after printing the section.

Reprint Titles on Every Page

Prints titles on every page. This option is available for sort sections only.

Number of Records Across the Page

Specifies the number of records that can be placed across the report template. This option is useful for printing labels. This option is available for detail sections only.

Filter

Displays the Section Selection Criteria dialog box.

Break Field

From the section parameters dialog box, displays the expression dialog box.

The expression dialog box contains the same options as those discussed for Filter. When done, then select OK. The Break Field for Section dialog box appears.

The Break Field for Section dialog box contains the following options.

Section Break Field

Displays the defined section break field. A section break field value can be a calculated field.

Data Fields

Displays the Select a Field dialog box. When you select a field, select OK. The selected field appears in the Expression field of the Break Field for Section dialog box.

Calculation Fields

Displays the expression dialog box.

A section break field can be a calculated field. A calculated section break field can generate complex sort breaks.

The expression dialog box contains the same options as those discussed for Filter.

When done, select OK. The selected section break field is applied to the section.

Outlines

From the section parameters dialog box, displays the Line Properties dialog box.

Note:

There are two other ways to access the Line Properties dialog box:

Display the Layout local menu, then select Edit|Outlines

Press [Ctrl]-[O]

When done, then select OK. The outline is applied to the section as specified.

Background

Displays the Item Background dialog box.

When done, select OK. The selected fill color and/or texture are applied to the section.

Other Topics:

Working with Section Selection Criteria

Deleting Objects or Sections


Working with Section Selection Criteria

You can either type an expression in the Expression field, or build an expression using items provided by the five button functions. Each of the button functions is described below.

System Field

System fields provide information that GoldMine generates automatically, such as calendar date, time, page number, record count, and paragraph break field. The calendar date and page number fields are typically printed on the page header. The paragraph break field can be used in a calculation expression to create multiple paragraph text (word-wrapped text).

To select a system field for the Section Selection Criteria dialog box, select System Field. The System Field Selection dialog box appears.

Dialog Field

Field that prompts the user for data before report generation. Dialog fields can also be included in the form. For example, you may create two dialog fields, BEGIN_DATE and END_DATE to prompt the user for the beginning and ending dates for the report. You can then print these two dates on the report header by inserting them in proper places. Dialog fields can be used as a report selection criteria.

To select a dialog field for the Report Selection Criteria dialog box, select Dialog Field. The Select a Dialog Field dialog box appears.

Move the highlight to the field you want, then either select OK, or press [Enter]. The selected field appears in the Expression field of the Section Selection Criteria dialog box.

When done, select OK. The selected field appears in the Expression field of the Section Selection Criteria dialog box.

Data Field

Field associated with a data record, including memo fields.

To select a data field for the Section Selection Criteria dialog box, select Data Field. The Select a Field dialog box appears.

When done, select Ok. The selected field appears in the Expression field of the Report Selection Criteria dialog box.

Operator

Specifies the action to be performed on the values or fields specified in the calculation expression. For example, in Cal->DATE>06/01/96, the operator > specifies that only records with dates after June 1, 1996 may be included in the report.

To select an operator for the Report Selection Criteria dialog box, select Operator. The Select an Operator dialog box appears. The Select an Operator dialog box contains 21 operators.

Move the highlight to the operator you want, then select OK. The selected operator appears in the Expression field of the Section Selection Criteria dialog box.

Function

Accepts a predefined number of arguments and returns a value of a predefined type.

To select a function for the Section Selection Criteria dialog box, select Function.

When done, then select OK to insert the function into the expression.

Other Topics:

Deleting Objects or Sections


Changing Line Style

To change the style of a line, double-click inside the line object.

The Line Style and Color dialog box contains the following options:

Horizontal Line

Places a horizontal line in the object.

Vertical Line

Places a vertical line in the object.

Diagonal Line

Places a diagonal line that stretches from the upper-left-hand side of the object to the lower right-hand side of the object.

Back Diag Line

Places a diagonal line that stretches from the lower-left-hand side of the object to the upper right-hand side of the object.

Line Style

Creates a solid line, or a line composed of dashes, dots, or dashes and dots.

Line Width

Specify the width of the line in increments of 1/10th millimeter.

Line Color

Displays the Color dialog box. Select the color that you want to apply to the line, then select OK. The Color dialog box closes.

Outline

Displays the Line Properties dialog box that contains options for attributes that can be applied to a border around the object.

On the Layout toolbar, [image] also accesses this dialog box.

Background

Displays the Item Background dialog box that contains options for color and texture that can be applied to the background of the object.

On the Layout toolbar, [image] also accesses this dialog box. For a description of options in the Item Background dialog box.

When done, select OK. A line with the specified attributes appears.


Using the InfoCenter

To perform a job well, you have to know more than just how to perform assigned duties. Because most of us work for organizations that exist in a real-time world, we need information by, from, and about these organizations—policies, special procedures, and technical information specific to a product or business—to keep up with new and important news in a dynamic environment. In addition, since we develop organizational relationships as part of any job, and perhaps pursue off-hour activities, we find that we need to keep track of this “extracurricular” information as well.

GoldMine’s InfoCenter provides a resource for maintaining any type of information useful to an organization or an individual. Just as information is not limited to text files, the InfoCenter can archive any information, including graphics, multimedia files, and program applications. Any of this information can then be linked to a contact record, so that GoldMine displays the record automatically whenever you access that topic.

The InfoCenter runs independently within GoldMine. You can keep the InfoCenter open while you work in GoldMine, using this “desktop” reference whenever needed.

The InfoCenter consists of three separate online resources:

•	KnowledgeBase: maintains information created by, for, and about an organization.

•	PersonalBase: maintains information useful to an individual user that only the user can view and update.

•	What’s new?: presents KnowledgeBase items in reverse chronological order.

A tab is associated with each online resource for easy access.

You can set access options in the InfoCenter to:

•	Control read and update privileges to users on selected sections or topics, called nodes.

•	Display documents or graphics, run multimedia files linked to a folder or page, and even launch applications.

•	Present newly added topics automatically to a user upon login to GoldMine.

•	Search for specific entries through all or part of the InfoCenter based on user-defined criteria.

While only users with Master-Rights can control access to the KnowledgeBase, each connected user can set up information resources in both the KnowledgeBase and the PersonalBase. Setup is the same for both systems. However, the PersonalBase is designed for use by an individual. The only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase.

Other Topics:

Accessing the InfoCenter

Setting up the KnowledgeBase

Navigating the KnowledgeBase

KnowledgeBase Local Menu

Creating a Topic

Modifying the KnowledgeBase

Searching the KnowledgeBase


Accessing the InfoCenter

The heart of GoldMine’s InfoCenter consists of two identical systems:

•	KnowledgeBase: allows any organization to create a custom information environment that multiple individuals can access.

•	PersonalBase: allows an individual user to create a similar information environment solely for personal use.

The KnowledgeBase and the PersonalBase organize topic pages, which are items of related information, in a hierarchical structure similar to an outline format. You can quickly find information by navigating through different sections or by conducting a search. You can even open a linked file that was created by another application, such as a document, bitmap graphic, multimedia file, or a program application.

Note: Although this discussion and related figures will refer to the KnowledgeBase, the structure and functionality is the same for the PersonalBase. The difference between the two systems is that the KnowledgeBase is designed for access by multiple users, and the PersonalBase is designed for access by only one user. That is, the only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase.

You can set GoldMine to open the InfoCenter and display newly added topics automatically when you log in. To enable this feature, from the Main Menu, select Edit|Preferences to access the Preferences window. Select the Misc tab. In the Misc tab, check the box corresponding to the Show new items in the Information Center when logging in option.

To open the InfoCenter, either select the View|InfoCenter option or click on [image]. The KnowledgeBase appears in the GoldMine InfoCenter window.

Topic nodes are listed in the pane on the left side of the KnowledgeBase. The pane on the right side of the window contains the node title and text. You can resize the left and right windows in the display area. To resize each side, click and hold the separating bar with the left mouse button, and move the mouse to change the size of each window.

The KnowledgeBase tab contains three buttons:

Search

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

New

Displays the New Topic Properties dialog box that allows you to create a node.

Properties

Displays the Properties dialog box that allows you to modify an existing node.

Other Topics:

Setting up the KnowledgeBase

Navigating the KnowledgeBase


Working with What's New

The What’s new? resource lists all topics entered into the KnowledgeBase in reverse chronological order. A user will see every topic for which read access rights have been granted.

To access the list of topics, click on the What’s new? tab.

To view a topic, click on the node listed in the left pane of the display area. A user with Master-Rights can also open a topic from What’s new? and work on the topic. To display the What’s new? local menu, select a section or topic, then right-click. The What’s new? local menu contains the following options:

Search

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

Launch

Starts the application that created or runs the file, then loads the file into the application. This option is available only if a file is attached to the selected node. For example, if you attach a text document to a topic node, you can double-click on the application icon that appears to the left of the attached file name to start the word processor used to create the file, then load the file. In the case of an attached application, such as Windows’ Calculator, GoldMine starts the application.

Print/Fax

Sends text that appears in the right pane of the display area to an installed printer or fax device.

Sync Contents

Sets GoldMine to automatically display the KnowledgeBase node that corresponds to the section or topic node selected in What’s New?

Show Contact

Displays a contact record that has been attached to a topic with the Link Contact option—see below.

Link Contact

Attaches a contact record to the topic so that you can display the record by selecting the Show Contact option.

Properties

Displays the Properties window that allows you to add a new topic or modify an existing section or topic.


Searching the KnowledgeBase

As your KnowledgeBase and/or PersonalBase grows, you may need to perform a search to find information. GoldMine provides a variety of options for searching through nodes in the KnowledgeBase.

To perform a search in the KnowledgeBase, select the Search button at the bottom of the InfoCenter display. The Search dialog box appears.

Note: You can also display the Search dialog box by selecting the Search option from the local menu of any resource in the InfoCenter.

The Search dialog box contains the following options:

Search For

Type the partial or complete term that you want to use as the basis of your search.

To display a list of previously searched terms, click on the arrow to the right of the field.

Entire contents

Searches every node in the KnowledgeBase for the term you enter in Search For.

currently selected node

Searches the currently selected node in the KnowledgeBase for the term you enter in Search For. The name of the section appears on this line. The name of this line will indicate the position of the currently selected node in the hierarchy by separating each level with a semicolon (;).

If you select a section, the search will include every subsidiary item contained by the section.

Last topics found

Searches only the topics found in the previous search for the term entered in the Search For field. If you retrieved many items in a search, this option can help to narrow the search by limiting the scope to the previously retrieved group of topics.

Match whole words only

Searches for the term or phrase as a complete unit instead of as a partial or complete entry. For example, if you enter year in the Search For field, and select this option, the search will only look for instances of the whole word year. However, without selecting this option, the search will include year, yearlong, and yearly.

Match case

Searches for an exact match in upper- and lower-case characters between the term you enter in the Search For field, and terms in the KnowledgeBase.

Keywords

Searches the Keywords field of Properties|Topic for a match to the term entered in the Search For field.

Topic name

Searches the Topic field of Properties|Topic for a match to the term entered in the Search For field.

Section name

Searches the Section field of Properties|Topic for a match to the term entered in the Search For field.

File names

Searches for attached file names that match the term entered in the Search For field.

Topic text

Searches the text that appears in the right pane of the KnowledgeBase display area for a match to the term entered in the Search For field.

Search

Starts the search. During the search, the Search for term (where term represents the entry in the Search For field) status window appears.

The Search for term status window displays the node that GoldMine is currently searching, how many nodes have been searched, and how many matches have been found.

When the search is done, the Search for term status window will close, and the Search Results tab appears.

The Search Results tab remains available throughout your work session in the InfoCenter, so that you can easily refer to the retrieved nodes.

To open a topic that is displayed in the left pane, click on the topic icon.

The Search Results tab contains the following options:

Search

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

New

Displays the New Topic Properties dialog box that allows you to create a new section or topic.

Properties

Displays the Properties dialog box that allows you to modify an existing section or topic.


Setting up the KnowledgeBase

All GoldMine users can potentially access three sections of the InfoCenter:

•	KnowledgeBase

•	PersonalBase (individual only)

•	What’s new?

All users can create new topics in the KnowledgeBase, and set up and maintain a PersonalBase. GoldMine automatically generates topics in the What’s new? section based on additions to the KnowledgeBase. The KnowledgeBase and PersonalBase have the same functionality, so the displays and features discussed in this section for the KnowledgeBase apply to the PersonalBase.

Other Topics:

Navigating the KnowledgeBase


Navigating the KnowledgeBase

The KnowledgeBase organizes information in a hierarchy similar to an outline. There are three levels of information. Each level is graphically represented by an icon.

As the highest level in the hierarchy, a book contains all subsidiary sections and topics. For example, a company may create a book-level node for the subject of employee information. The book could include topics such as a directory, benefits, policies, etc. A book can contain text that appears in the right pane of the display area, and/or an attached file.

To display the contents of a book, double-click on the icon. When open, the book’s icon changes to [image].

Each book can contain up to five subsidiary levels.

As the second level in the hierarchy, a folder contains one or more related sections and topics. That is, a folder can contain other folders and/or pages. For example, a folder with the title benefits may include other folders for topics such as healthcare, disability, and retirement benefits. A folder can contain text that appears in the right pane of the display area, and/or an attached file.

A [image] symbol appears to the left of any closed folder. To display the contents of a folder, either click on [image], or double-click on the icon. When open, the folder’s icon changes to [image].

As the third, or lowest, level in the hierarchy, a page represents a topic. A page can contain text that appears in the right pane of the display area, and/or an attached file.

Other Topics:

KnowledgeBase Local Menu

Creating a Topic

Modifying the KnowledgeBase

Searching the KnowledgeBase


KnowledgeBase Local Menu

The KnowledgeBase and PersonalBase have the same local menu to perform a variety of actions on a selected node. To display the local menu, select a node in the left pane of the display area, then right-click. The node local menu contains the following options:

Search

Displays the Search dialog box that allows you to set up criteria to find topic information in the KnowledgeBase or PersonalBase.

Launch

Starts the application that created or runs the file, then loads the file into the application. This option is available only if a file is attached to the selected node. For example, if you attach a text document to a topic node, you can double-click on the application icon that appears to the left of the attached file name to start the word processor used to create the file, then load the file. In the case of an attached application, such as Windows’ Calculator, GoldMine starts the application.

Print/Fax

Sends text that appears in the right pane to an installed printer or fax device.

Options

Contains the following options:

Import displays the Import Topics dialog box that allows you to select a KnowledgeBase file from another GoldMine system, and to place that file in the currently selected section or topic.

Export displays the Export Topics dialog box that allows you to select a KnowledgeBase topic for export. You can export information in one of two formats. You can create a KnowledgeBase export file for another system that supports the KnowledgeBase, maintaining the same hierarchical structure as in the original file. You can also export the information as a text file, in either the .RTF format or the .TXT format. If you select a section, GoldMine will export all subsidiary files contained in the section.

Delete Section deletes the currently selected node.

Sync Contacts: sets GoldMine to automatically display the linked contact record whenever you select the topic.

Show Contact

Displays a contact record that has been attached to a topic with the Link Contact option—see Link Contact.

Link Contact

Attaches the current contact record to the topic so that you can display the record by selecting the Show Contact option.

New

Displays the New Topic Properties dialog box that allows you to create a new section or topic.

Delete

Deletes the currently selected node.

Properties

Depending on the selected node, selecting this option displays either the Topic Properties dialog box, or the Section Properties dialog box. Either dialog box allows you to modify the name, title, and keywords for an existing section/topic.

Other Topics:

Creating a Topic

Linking a File to a Topic

Modifying the KnowledgeBase


Creating a Topic

To create a new section or topic in the KnowledgeBase, select the node—book or folder (if available)—that is the correct level in the hierarchy for the section you want to create. The KnowledgeBase hierarchy works from the top down; that is, you must set up a section at the book level before you can add folders and/or pages. You can create up to five subsidiary levels per book.

When you open the KnowledgeBase for the first time, the folder will contain one book-level section icon only.

Select New. The New Topic Properties window displays the Topic tab.

Note: You can also display the Topic tab by selecting the local menu option New.

The Topic tab contains the following options:

Topic

Title of the descriptive text associated with the topic. The descriptive title appears in the top window in the right pane of the display area. You must type a value in this field to create a new topic.

Keywords

Any term(s) related to the topic that might be selected as the basis of a search. To use multiple keywords, separate each term with a semicolon (;).

To scroll through available keywords, click on [image] to the right of the field.

To display a list of previously defined values, press [F2] inside the field. The Field Lookup list appears. You can select a keyword, set up a new keyword, or edit an existing keyword.

Section

Descriptive name that appears next to the section icon (book, folder, or page) in the left pane of the KnowledgeBase display area. You must type a value in this field to create a new section.

To place the topic in the proper location in the KnowledgeBase, type all names of sections above the current topic from highest to lowest, separating each level with a semicolon (;). For example, the Section entry Customer Service;Telephone Policies;Request for brochure appears in the KnowledgeBase as

The KnowledgeBase and PersonalBase will support a book with up to four subsidiary levels of folders.

When done, either select the OK button, or continue to set up the section by selecting either the Attached File tab, or the Access tab. When you select the OK button, the new section appears in the KnowledgeBase.

Other Topics:

Linking a File to a Topic

Setting Access Rights to a Topic

Adding Text to a Topic

Searching the KnowledgeBase


Linking a File to a Topic

You can link a text file, bitmap graphic, multimedia file, or even a program to any section or topic. When a file is linked, or attached, to a topic, the file name appears at the bottom of the InfoCenter window, to the right of the owl graphic. A file linked to an InfoCenter topic will be included in a transfer set when performing remote synchronization—for more information on remote synchronization.

You can link a file either of two ways:

•	Display a list of files in Windows Explorer or the appropriate system icon on your desktop, then drag and drop the file onto the section to which you want to link the file.

•	Select Properties|Attached File from the KnowledgeBase or PersonalBase.

To link a file with the Properties|Attached File option:

If the New Topic Properties window is still active, click on the Attached File tab to access the Attached File tab. If not, select the topic to which you want to link a file, then select the Properties button at the bottom of the InfoCenter. In the Properties window, select the Attached File tab.

Note: You can also display the Attached File tab by selecting Properties from the node local menu. In the Properties window, select the Attached File tab.

The Attached File tab contains the following options:

Attached File

Name of the file that you want to link to the section. You can link any type of file supported by your system, such as a text file, graphics file, sound file, multimedia file, or even a program application.

To find the file that you want to link, click on [image], which displays the Select a File dialog box.

View file in right panel

Displays the selected file in the lower pane on the right side of the display area if the application that created the selected file supports this feature.

Synchronize the file

Sets GoldMine to automatically update the display when the linked file is modified.

File Information

Displays the file Size in bytes, and the Date and Time that the file was linked to the node.

When done, either select the OK button, or continue to set up the section by selecting the Access tab. When you do select the OK button, the new section appears in the KnowledgeBase at the bottom of the existing hierarchy.

Other Topics:

Setting Access Rights to a Topic

Adding Text to a Topic


Setting Access Rights to a Topic

Any user with Master-Rights can define access to each topic in a section of the KnowledgeBase. To ensure data security, rights can be set separately for read access and update access.

Note: The Access tab does not appear in the Properties window of any PersonalBase topic because access is limited to one user.

If the New Topic Properties window is still active, click on the Access tab to access the Access view. If not, select the section or topic node for which you want to set access rights, then select the Properties button at the bottom of the InfoCenter. In the Properties window, select the Access tab.

Note: You can also display the Access tab by selecting the Properties option from the local menu. In the Properties window, select the Access tab.

The Access tab contains the following options:

Read access

Specifies the single user or group given read-only access to the topic. The default group is (public), which grants read access to all GoldMine users.

To display a drop-down list of users and groups, click on the button to the right of the field.

Update Access

Specifies the single user or group given update-only access to the topic. The default group is (public), which grants update access to all GoldMine users. Make sure that the group granted update access is either the same as the user or group granted read access, or is a subset of the group granted read access.

To display a drop-down list of users and groups, click on the button to the right of the field.

Record Creation

Displays the User who originally set up access privileges for the topic, and the Date and Time that the access record was created.

Last Update

Displays the User who last changed access privileges for the topic, and the Date and Time that the file was last modified.

When done, select the OK button. The new section appears in the KnowledgeBase at the bottom of the existing structure.

Other Topics:

Changing Access Rights to a Topic

Linking a File to a Topic

Adding Text to a Topic


Adding Text to a Topic

After you create a new section or topic, you can add text to the lower pane on the right side of the display area. The text can either be the entire section or topic contents, or can describe an attached file.

To add text to any node, select a section or topic, then position the cursor inside the lower pane on the right side of the display area. The title pane will close, and an editing toolbar appears.

The toolbar provides a quick way to execute editing and format commands. Move the mouse pointer over one of the toolbar icons to display a flyout title box next to the icon.

When done editing, select [image] to save the text. If you do not save before moving to another function in the InfoCenter, a prompt will ask

Would you like to save the changes you have just made?

Select Yes to save the text.


Modifying the KnowledgeBase

After you have set up sections and topics in the KnowledgeBase or your PersonalBase, you may need to make changes in the location, security, or content of information. GoldMine allows you to make the following changes to any section or title node in the KnowledgeBase hierarchy:

•	Move to a different location

•	Change a node name (local menu)

•	Change linked files

•	Change access rights

•	Delete a node from the KnowledgeBase

Note: Although this discussion and related figures will refer to the KnowledgeBase, the structure and functionality is the same for the PersonalBase. The difference between the two systems is that the KnowledgeBase is designed for access by multiple users, and the PersonalBase is designed for access by only one user. That is, the only way to access a PersonalBase is to log in to GoldMine as the user who created the PersonalBase.

Other Topics:

Moving a Topic

Changing a Node Name

Changing a File Link to a Node


Moving a Topic

You can move a topic anywhere in the hierarchy by either of two methods:

•	Drag and drop the topic node to the new location in the hierarchy—click on the node to be moved and hold the left mouse button while dragging the node to the new section in the hierarchy, then release the mouse button.

•	Use the Properties option available either at the bottom of the InfoCenter window or from the local menu.

Note: Once created, you cannot move a book-level or folder-level section. However, you can rename or delete these sections.

To move a topic node using the Properties option:

In the left pane of the KnowledgeBase, select the topic that you want to move. Select the Properties button at the bottom of the InfoCenter window display. The Topic Properties window appears, displaying the Topic folder.

Note: You can also display the Topic Properties window by selecting Properties from the local menu.

Type the name of the destination for the topic in the Section field. To place the topic in the proper location in the KnowledgeBase, type all names of sections above the current topic from highest to lowest, separating each level with a semicolon (;). For example, the Section entry Customer Service;Telephone Policies;Request for brochure appears in the KnowledgeBase as

When done, select OK. The topic appears in the new location.


Changing a Node Name

You can change any level node in the hierarchy without leaving the KnowledgeBase hierarchy. This convenient methods helps to ensure that all related nodes have unique names.

Note: For topics only, you can select Properties|Topic to change a topic name.

To change the name of any node:

In the left pane of the display area, click on the name of the section or topic. A box appears around the highlighted name, as shown in the following example.

In the box, a cursor is positioned at the end of the name. You can reposition the cursor and type over the name, or you can display a local menu to perform a variety of editing functions. The Node Edit local menu contains the following options:

Undo

Cancels the last edit to the node name.

Cut

Removes the selected characters from the node, and places the selected characters into Windows’ Clipboard.

Copy

Duplicates the selected characters from the node, and places the selected characters into Windows’ Clipboard.

Paste

Places characters placed into Windows’ Clipboard by either Cut or Copy into the cursor location. You can also highlight text to overwrite with the selected characters.

Delete

Erases the selected characters. If you delete a node name, only the level symbol will remain in the left pane of the InfoCenter display window. For example, if you delete the name of a topic, only the page symbol will remain in the hierarchy.

Select All

Selects the entire node name.

GoldMine will move the renamed topic node as needed to maintain alphabetical order among all of the topic nodes in the section. The node appears in the new location when you close and reenter the InfoCenter.

Other Topics:

Moving a Topic

Changing a File Link to a Node

Deleting a Node


Changing a File Link to a Node

You can change or remove a file linked to any section or topic node. When a file is linked, or attached, to a topic, the file name appears at the bottom of the InfoCenter window, to the right of the owl graphic. When you remove a linked file and do not enter a replacement, the owl graphic will become dimmed for that node.

To change or delete a linked file:

Select the topic to which you want to link a file, then select the Properties button at the bottom of the InfoCenter. In the Properties window, select the Attached File tab.

Note: You can also display the Attached File tab by selecting Properties from the local menu. In the Properties window, select the Attached File tab.

The Attached File tab contains the following options:

Attached File

Type the name of the new file that you want to link to the section. You can link any type of file supported by your system, such as a text file, graphics file, sound file, multimedia file, or even a program file.

To find the file that you want to link, click on the Browse button to display the Select a File dialog box.

If you want no file linked to the section or topic, delete the entry in this field. When the node is selected, the file name will no longer appear at the bottom of the InfoCenter window.

View file in right panel

Displays the selected file in the lower pane on the right side of the display area if the application that created the selected file supports this feature.

Synchronize the file

Sets GoldMine to automatically update the display when the linked file is modified.

File Information

Displays the file Size in bytes, and the Date and Time that the file was linked to the node. GoldMine will automatically update this information when you change the file name.

When done, either select the OK button, or continue to set up the section by selecting the Access tab. When you do select OK, the new section appears in the KnowledgeBase at the bottom of the existing hierarchy.

Other Topics:

Moving a Topic

Changing a Node Name

Changing Access Rights to a Topic

Deleting a Node


Changing Access Rights to a Topic

Any user with Master-Rights can define access to each topic in a section. To ensure data security, rights can be set separately for read access and update access.

Select the section or topic node for which you want to set access rights, then select Properties at the bottom of the InfoCenter. In the Properties window, select the Access tab.

Note: You can also display the Access tab by selecting Properties from the KnowledgeBase local menu. In the Properties window, select the Access tab.

The Access tab contains the following options:

Read access

Specifies the user or group granted read-only access to the topic. The default group or user is (public), which grants read access to all GoldMine users.

To display a drop-down list of users and groups, click on the button to the right of the field.

Update access

Specifies the user or group granted update rights to the topic. The default group or user is (public), which grants update rights to all GoldMine users. Make sure that the group granted update rights is either the same as the group granted read access, or is a subset of the group granted read access.

To display a drop-down list of users and groups, click on the button to the right of the field.

Record Creation

Displays the User who originally set up access privileges for the topic, and the Date and Time that the access record was created.

Last Update

Displays the User who last changed access privileges for the topic, and the Date and Time that the file was last modified.

When done, select OK.


Deleting a Node

A user with Master-Rights can remove any level node in the KnowledgeBase except the last two book-level nodes. When only two book-level nodes remain, you can delete any section folders and/or topics, then rename the book-level node.

Deleting a section removes all items within the section. For example, if you delete a section folder, GoldMine will also remove all subsidiary topics.

To delete a node in the hierarchy:

Select the node in the left pane. You can either press [Delete], or right-click to display the KnowledgeBase local menu, then select Delete.

If the node to be deleted is a page, a prompt will ask:

USER,
Delete this topic entry?

If the node to be deleted is a section, a prompt will ask:

USER,
Delete this section and all of its topic entries?

to indicate the scope of a section deletion.

Select Yes to remove the node.


Working with Telemarketing Scripts

Using GoldMine’s branching scripts, a user can gather information by working through a series of interactive questions. Branching scripts organize questions in a flowchart-type format.

You can use scripts to automate a variety of tasks, including the following:

•	Guide telemarketers through sales calls

•	Collect and save survey information

•	Train new salespeople

By selecting the View|Scripts command from the Main Menu, you can work with branching scripts.

Other Topics:

Working with Branching Scripts


Working with Branching Scripts

Branching scripts are GoldMine’s version of online questionnaires. With a branching script, telemarketers can deliver structured information to a prospect and, based on the prospect’s response, skip through a predefined dialog of related information.

Additional information can be designed to answer the customer’s anticipated inquiries, or provide requested information, so an accurate response to the customer’s needs is readily available.

Each script question can contain an unlimited number of possible answers and each answer can branch out to a different question. Up to 99 questions can be defined per script.

While the script is being executed, information on the prospect’s responses can be saved in the Notes field of the active contact record, or placed directly into one of the fields of the contact’s record. Once this data is entered, filter expressions can be used to select contacts who responded similarly to script questions.

Other Topics:

Selecting a Script

Using a Branching Script

Using a Script for Directed Data Entry


Selecting a Script

To access a list of branching scripts:

From the Main Menu, select View|Scripts. The Telemarketing Script dialog box appears.

The Telemarketing Script dialog box contains the following options:

Script

Displays one record for each branching script defined in GoldMine. By selecting a particular script record from this browse window, you can execute that script.

Maintain Scripts

Allows you to add, delete and maintain branching scripts.

Question

Each script question has a question number that uniquely identifies the question and title. In addition, free-form text appears below the question number. This text will guide the user through the conversation with the prospect. The text can be written as a dialog, or it can be an informal guide to the conversation (as in the sample script).

The Number field displays the current script question. Using the pull-down list box, the user can jump to any question in the script, and continue executing the script from that point.

The dialog text of the current question appears in the scrolling window. If there is more text than the window can display, use the elevator bars to scroll through the text.

InfoCenter

Allows you to access the topic scripts, which are stored in the InfoCenter. You can display a topic script while working with a branching script.

Select an answer

Displays the available responses that can be made to the current script question. The # column displays the number of each response. The Response column displays the description of the response. The Goto column displays the number of the script question that will be displayed if the response is selected.

Other Topics:

Using a Branching Script

Using a Script for Directed Data Entry

Setting up a Branching Script


Using a Branching Script

To begin using a branching script, select the script to execute from the Script browse window. After delivering the information from the first script question to the customer or prospect, Select an answer response by either double-clicking the response, or highlighting the response using [Tab], and pressing [Enter]. GoldMine will jump to the next question in the script, and display the new dialog text in the question pane of the dialog box. Continue to deliver the dialog text and select responses until the script terminates.

The following sample script is designed to automate “cold calling” to prospective customers of Creative Calendars, a company that sells calendars. This sample script guides a sales associate through a sales call.

The first question on the sample script asks the prospects if they are familiar with Creative Calendars’ products. The following responses are possible:

10. 	Yes, I am familiar with your products. The prospect is familiar with the product and would like to get more information. If this response is selected, the next question to be displayed will be question 30; question 20 is an introductory information question that need not be used because the prospect is already familiar with Creative Calendars’ products.

20. 	No, I am not familiar with your products. The prospect is not familiar with Creative Calendars but has expressed some interest. Question 20 will be displayed to guide the GoldMine user through an introduction to Creative Calendars’ product line.

30. 	Not Interested. The prospect can or cannot be familiar with the Creative Calendars’ product, but expresses no interest in hearing the remainder of the sales survey. Question 90 is used to exit the script. The text here will remind the user to thank the prospect for his or her time.

Other Topics:

Script Local Menu

Using a Script for Directed Data Entry

Setting up a Branching Script

Terminating a Script


Script Local Menu

To display the Branching Script local menu, either right-click, or press [spacebar]. The following options are available:

Enter Note

Allows you to add additional text to a dialog while a script is used. The dialog includes the question title and response for each accessed script question. Additional information can be added to the dialog by selecting this command. At the end of the script, this dialog can be saved for later review in the Notes of an other action record in the contact’s history.

Review Dialogue

Displays the Review Script dialog box, which allows you to view each question and response during the execution of the script. If needed, you can add notes to the file.


Terminating a Script

When the user selects an answer that does not lead to another question, the script terminates. When the script terminates, GoldMine displays the Script Save Menu dialog box.

The Script Save Menu dialog box contains the following options:

Save both dialogue and statistics

Saves the dialog notes to the contact’s history in the Notes of an other action record and saves the response statistics to the scripts file.

Save only the dialogue

Saves the dialog notes created while the script was in use to the contact’s history in the Notes of an other action record.

Save only the statistics

Saves only the response statistics to the scripts file.

Activity

Job code, or other identifier, that allows you to categorize the script; for example, INT might be the code for a script related to introductory sales calls. To display a lookup that lists activity codes, press [F2].

Result

Completion code that allows you to categorize the outcome of the script; for example, BRO might be the result code for a sales call that ended with a request for a product brochure.

Review

Displays the Review Script dialog box, which allows you to view each question and response at the end of the script. If needed, you can add notes to the file.

Other Topics:

Setting up a Branching Script

Using a Script for Directed Data Entry

Terminating a Script


Setting up a Branching Script

Before attempting to enter a branching script in GoldMine, map the entire script structure on paper. The following strategy can be helpful in creating a branching script:

First, decide what questions will be asked and what are the possible responses to those questions. List the questions with all of the related responses directly below them. Draw lines connecting each response to the appropriate follow-up question. Note that each question can have several response lines leading to it. However, no response should have more than one line leading from it. In other words, each response can only branch to one question.

Next, number each question. Try to select a numbering scheme that keeps questions in a natural sequence. If there are sub-branches within the script, you will have to jump numbers. A good rule to follow is to number the questions in a way that no answer leads to a lower-valued question. You can to number questions with intervals of five or ten so that additional questions can be inserted later in the script without having to change the numbering scheme.

When all the questions are numbered, follow each question back to the answer that precedes it and enter the question number next to the response. These values are the Goto values that will be entered into GoldMine.

Determine if any questions should be omitted from the dialog. An example of a question you might wish to omit from the script dialog is one with only one possible response, such as question 50 in the sample script. Questions that are excluded should be marked on the worksheet.

Finally, if you would like to have the text of a selected response stored in a field, enter the name of the field to be used next to the question number on the worksheet. Most fields on the contact record can be used to store script responses.

Now you are ready to enter the script in GoldMine and test it. After selecting View|Scripts from the Main Menu, select Maintain Scripts on the Telemarketing Script dialog box. The Branching Scripts Listing dialog box appears.

The Branching Scripts Listing dialog box contains a list of all of the branching scripts defined in GoldMine. Each script is assigned a number (No.) that determines its position in the list, as well as the pull-down listing on the Telemarketing Script execution dialog box. The list also displays the Title of each branching script, and the number of times the script has been invoked in the # of Runs column.

A specific script can be placed in the listing display by entering the number of the script in the Find Number Value field in the dialog box. If GoldMine cannot locate an exact match, the script with the closest matching No. will be highlighted.

The Branching Script Listing dialog box contains the following buttons:

Add

Adds a script.

Properties

Edits the highlighted script, allowing you to add, edit or delete script questions and responses, and change the script Title or Number.

Delete

Deletes the highlighted script.

Reset

Resets the highlighted script statistics, including all response percentages, and the number of runs.

Other Topics:

Adding a Script

Using a Script for Directed Data Entry


Adding a Script

From the Branching Scripts Listing dialog box, select Add to create a script record in the browse window. The Branching Script Profile dialog box appears.

The Branching Script Profile dialog box contains a list of questions for a particular script. When creating a script, you must also create the questions. Type a Number and Script title for the script. The number will determine the location of the script record in the window. Lower-numbered scripts appear higher on the list.

Add

Adds a new script question.

Properties

Edits the highlighted script question. Allows you to edit the script question’s Number, Title or Responses.

Delete

Deletes the highlighted script question.

Select Add on the Branching Script Profile dialog box to create the first question for the list. The Branching Script Question dialog box appears.

The Branching Script Question dialog box contains the following options:

Title

Descriptive title for the question. This title appears at the top of the question screen when the script is used.

Update field

Optionally, you can select a field to store the response to this question when the script is executed. The available fields can be displayed by clicking the down-arrow button next to the field. When a user field is used, GoldMine places the text of the response in the selected field on the contact record.

Notes

Question and any other text to be delivered to the participant.

Question No

The question number assigned to the script question. You should have selected a question number for each question when you designed the script (enter numbers lower than 10 with a leading zero. For example, enter 1 as 01).

Save History

You can check this field to include the question’s title and response in the script dialog text. If this field is not checked, the question will be excluded from the dialog when the script is executed.

After entering the above information, select Add to add a response record. The Branching Script Answer dialog box appears.

The Branching Script Answer dialog box contains the following options:

Number

Number of the response that determines the position of the response in the listing. Lower number responses appear on the top of the list.

Goto

Type the number of the question that selection to which this response leads. The Goto question number will be displayed if this response is selected during script execution.

Answer

Type the text of the response.

Prompt for response

Check this field to prompt the operator to enter a response when this answer is selected. This option can be selected only when an entry has been made in Update field on the Branching Script Question dialog box. The operator’s response will be saved to the field specified by Update field. If the script question contains only one answer, and that script answer has the Response box checked, GoldMine will automatically display the Enter Response dialog box, eliminating the need to select the answer.

Repeat the above steps for each question and each response in the script. When you have entered all of the questions and responses into GoldMine, perform a test by executing the script.

Other Topics:

Using a Branching Script

Using a Script for Directed Data Entry


Using a Script for Directed Data Entry

GoldMine allows you to create scripts that are used for directed data entry. Directed data entry scripts allow you to guide the GoldMine user through the entry of specific fields on the contact record, in a particular order. For example, a “First-Time Caller” script can be set up to gather relevant information from a first-time caller.

To set up a directed data entry script, create a script with a sequence of questions, each question containing only one answer. Assign a Field Name on each question to the contact record field that you want to capture. Make sure that the Response box is checked for the answer on each question. In the Notes field, enter any additional text that might be required to prompt the operator to elicit an appropriate response.

When this type of script is executed, GoldMine immediately displays the Enter Response dialog box for each script question. To save the data with the contact record at script termination, select either Save Dialog or Save Dialog and Statistics from the Script Save Menu dialog box.


Defining Available Resources

To fully use GoldMine’s scheduling features, you can enter a resource record for all items in your organization that two or more users might want to use at the same time. Resources that are commonly requested include conference rooms, projectors, demonstration products, company vehicles, etc.

To access the Resources Master File, from the Main Menu, select File|Configure GoldMine|Resources. The Resources Master File dialog box appears.

The Resources Master File dialog box contains a browse window that displays the following information:

Name

Abbreviated name for the resource, such as OVERHEAD or MEETROOM. This is the name used when scheduling the resource. The resource Name can be any unique alphanumeric sequence up to eight characters in length. No two resources can have the same Name.

Code

Alphanumeric identification that you can use for any purpose, such as the location of the resource, the serial number of the resource, or any other relevant information. This field is primarily used to group resources together.

Description

Description of the resource, such as Bell and Howell 35mm Film Projector.

Custodian

Name of the user responsible for the resource.

The Resources Master File dialog box contains the following buttons:

New

Allows you to add a new resource to the Resources Master File.

Properties

Allows you to edit the highlighted resource record.

Delete

Allows you to delete the highlighted resource.

View Schedule

Displays the Resource Schedule dialog box, which shows the upcoming reservations already booked for a selected resource.

Once a facility or equipment is entered into GoldMine, you can reserve the item from the Schedule window.

Other Topics:

Reserving Resources


Setting Preferences

You can configure GoldMine to make your work sessions easier and more efficient based on your needs and personal style. The Edit|Preferences option on the Main Menu accesses a window that allows you to define various display attributes and functionality. For most settings, you can define parameters that are unique from the settings of any other user. These settings are saved in your user’s initialization file (username.INI).

You can define a variety of interface settings via the Preferences window, which contains the following twelve tabs:

•	Personal: information about you, including login data.

•	Record: appearance and ZIP code validation for your contact records.

•	Calendar: basic information for your calendar, such as your daily work hours.

•	Schedule: parameters for scheduling and working with activities.

•	Alarms: parameters for GoldMine’s alarm feature.

•	Query: parameters for the Contact Listing dialog box.

•	Toolbar: display and editing functions for the GoldMine toolbar.

•	Internet: settings that define your mail server, login information, and other rules that you want to apply to sending and retrieving e-mail.

•	Modem: special modem and dialing settings to use only with GoldMine.

•	Pager: information about your pager, such as the identification or PIN number and telephone number.

•	Misc: settings that control various GoldMine functions.

•	Login: settings that point to the locations of the default databases and the system files, as well as other global system settings.

When you select Edit|Preferences from the Main Menu, the Preferences window appears.


Entering Personal and Password Information

You can enter personal information and change the password you use to log in to GoldMine from the Personal tab in the Preferences window.

To enter personal and password information:

From the Main Menu, select Edit|Preferences. By default, GoldMine displays the Personal tab.

The Personal tab contains the following information and options:

User Name

User name that you entered when you installed GoldMine. You cannot change this display-only field in the Personal tab.

Note: For any user with Master-Rights, select File|Configure|Users File to change the User Name entry.

Full Name

Full name (first, middle, and last name) that you entered when you installed GoldMine. You cannot change this display-only field.

Title

Your professional title, such as Manager or Account Executive.

Department

Organizational group with which you are affiliated, such as Sales or Accounting.

Change Password

Displays the Change Password dialog box, from which you can change an existing password, or create a password to enter when you log in to GoldMine.

When done, select OK to enter the personal information.


Changing your GoldMine Password

Depending on how GoldMine is set up, you may enter a password at the banner display to access the GoldMine work area. To ensure the integrity of your information, you can change your password in GoldMine at any time.

To change your login password:

In the Personal tab, select the Change Password button. The Change Password dialog box appears.

The Change Password dialog box contains the following options:

Enter your current password

Type the identification string of up to eight characters that you enter when you log in to GoldMine. Every character that you type in the field will be represented by an asterisk (*).

If you have no password currently, press [Tab] to pass the field.

Please enter a new password

Type an identification string of up to eight characters that you want to enter when you log in to GoldMine. Every character that you type in the field will be represented by an asterisk (*).

Enter the new password again

Type the same identification string of up to eight characters that you typed in the Please enter a new password field. Every character that you type in the field will be represented by an asterisk (*).

When done, select OK to enter your new password, close the Change Password dialog box, and return to the Personal tab.


Configuring the Contact Record Display

You can define several attributes of the contact record display from the Record tab in the Preferences window. The settings that you select will apply to all contact records.

To define display attributes for your contact records:

From the Main Menu, select Edit|Preferences. Select the Record tab. The Record tab contains the following options:

Dark background

Browse windows appears with a gray background, as shown in the following example.

Bright background

Browse windows appears with a white background, as shown in the following example.

Use Large Font

Displays text in any windows, such as dialog boxes, in a large font. This setting is designed for use with monitor display resolution of 1024x768 or higher using Windows’ small font option. This option is not available if your display is set to a resolution of 640x480, or if using Windows’ large font option.

Label Color

Displays the Color dialog box, from which you can select a color to apply to all field labels displayed in GoldMine contact records.

Data Color

Displays the Color dialog box, from which you can select a color to apply to all field data displayed in GoldMine contact records.

Contact name

Displays the name of the contact in the title bar of each contact record. For example, if the contact name entry is John Doe, the title bar displays John Doe for that contact record.

The exact wording of this option depends on the field label of the contact name field. For example, if the field label is Customer, this option appears as Customer name. Regardless of the field title, the name of the individual appears in the title bar of the contact record.

Company name

Displays the company name in the title bar of the contact record. For example, if the company entry is Acme Widgets, the title bar of the contact record appears as Acme Widgets.

The exact wording of this option depends on the field label of the company name field. For example, if the field label is Organization, this option appears as Organization name. Regardless of the field title, the name of the organization appears in the title bar of the contact record.

Select contents of fields

Selects, or highlights, data entered in a field when you click inside the field.

Open org tree when maximized

Displays the organization tree automatically when you maximize a contact record.

Other Topics:

Selecting Display Colors

Validating ZIP Codes


Selecting Display Colors

GoldMine allows you to apply the color of two display items in the contact record:

•	Data labels, such as column headings and field labels

•	Data presented in windows

To set the color of data labels, select Label Color from the Record tab. To set the color of data entries, select the Data Color button from the Record tab. When you select either of these options, the Color dialog box appears.

The Color dialog box contains the following options:

Basic Colors

Set of predefined colors that you can apply to data labels or data. Click on a square to select the corresponding color.

Custom Colors

Displays a color chart, from which you can select a segment of related hues. The segment appears to the right of the color wheel. You can select a color from the range, then transfer the custom color to the Color dialog box.

When done making your selection, select the OK button to apply the color.


Validating ZIP Codes

You can set how GoldMine will check, or validate, a ZIP code from the Record tab. Select one of the following options to define the method of ZIP code validation:

No Validation

GoldMine does not perform ZIP code validation. When adding a new contact record or editing an existing contact record, the City field is edited first, followed by the State and Zip fields.

Default to primary city

GoldMine will automatically validate ZIP code entries on the contact record. When adding a new contact record or editing an existing contact record, the Zip field will be edited first. If the entered ZIP code is found on the ZIP code file, then the city and state from the first matching ZIP code record will be placed automatically in the City and State fields on the contact record.

Show window of cities

Works the same as the Default to Primary City option, unless GoldMine finds more than one record that matches the ZIP code. When more than one city exists for the particular ZIP code, GoldMine displays a browse window that contains all the cities for which that ZIP code is valid. To select the appropriate city from the window, highlight the record, then press [Enter]. You can also select a record by double-clicking on the desired entry.

Show 9 digits in lookup

Enlarges the ZIP column in the All ZIP Codes Lookup list to display a ZIP plus four entry.

Note: A complete ZIP code database is available that includes more than 74,000 U.S. cities and corresponding ZIP codes. Call your local GoldMine Software Solutions Partner or GoldMine Software Corporation for more information.

When done, select OK to apply the settings to your contact record display.


Configuring the Calendar Display

You can define several attributes for your calendar display from the Calendar tab in the Preferences window.

To define display attributes for your calendar:

From the Main Menu, select Edit|Preferences. Select the Calendar tab. The Calendar tab appears.

The Calendar tab contains the following options:

Start of work day

Time that you typically arrive in the office. GoldMine will store this information for use in scheduling, such as in setting up your available time.

You can type a time in this field, or, to change the time by five-minute increments, place the cursor inside the field, then click on the [image] to the right of the field.

To set the time graphically, press [F2] inside the field to display a clock.

End of work day

Time that you typically end your day in the office.

You can type a time in this field, or, to change the time by five-minute increments, place the cursor inside the field, then click on [image] to the right of the field.

To set the time graphically, press [F2] inside the field to display a clock.

Calendar color

Color of the calendar grid on which activities appear. Click on the arrow to the right of the field to display a drop-down list, from which you can select a color.

Font size

Specifies a character size for activity entries from one of the following options:

•	8 point

•	10 point

By default, GoldMine displays entries in the 8-point size.

Holidays

Displays the Holidays Maintenance dialog box, from which you can add holidays globally, for a specified country, or define your own personal holidays.

Display Details

Displays the Calendar Display Expression dialog box, from which you can specify the format and type of entries to appear in the calendar.

Time Increment (minutes)

Number of minutes by which activities can span in your calendar. Click on the arrow to the right of the field to display a drop-down list, from which you can select a calendar grid display from the following options:

•	10: ten-minute increments; for example, 9:10, 9:20, 9:30, 9:40.

•	15: fifteen-minute increments; for example, 9:00, 9:15, 9:30, 9:45.

•	20: twenty-minute increments; for example, 9:00, 9:20, 9:40, 10:00.

•	30: thirty-minute increments; for example, 9:00, 9:30, 10:00, 10:30.

•	60: sixty-minute increments; for example, 9:00, 10:00, 11:00, 12:00.

Work Days

Days that appear in a lighter shade in the calendar, signifying your typical work week. By default, GoldMine selects Monday–Friday as work days. Click on the check box corresponding to the day of the week to either select a week day, or to remove the check next to a day of the week.

Regardless of the work week setup on the calendar, you can schedule activities on any weekday or weekend date.

Auto-Forward Activities

Selects one or more activity types on your calendar that GoldMine will automatically forward each time you log in. This feature is designed to keep you informed of messages sent to you, or tasks scheduled for you, after you leave for the day, as well as forward activities that you have not done, etc.

You can set auto-forward for Calls, Messages, Next Actions, Appointments, Forecast Sales or Others. To select auto-forwarding for an activity type, click on the check box corresponding to the activity type you want to forward.

The Mark Updated check box controls whether or not GoldMine updates the remote synchronization information for an auto-forwarded calendar activity. If you want to enable GoldMine to transfer auto-forwarded information to other GoldMine systems, select this option. If you would rather preserve the original last edit date and time, leave this check box unchecked.

Calendar refresh rate (sec)

GoldMine will repaint the calendar with updated entries at the end of the interval you specify in number of seconds. The default entry 0 disables the option so that GoldMine will not automatically repaint the calendar.

You can type a time in this field, or, to change the time by one-second increments, place the cursor inside the field, then click on [image] to the right of the field.

When done, select OK to apply the settings to your calendar.

Other Topics:

Adding Holidays to your Calendar

Setting Calendar Format Options


Setting Calendar Format Options

You can select display attributes for your Calendar from the Calendar Display Expression dialog box. You can specify whether you want to display scheduled activities or completed activities. You can also specify the order and type of information that appears for each calendar entry.

When you select Display Details from the Calendar tab of the Preferences window, the Calendar Display Expression dialog box appears.

The Calendar Display Expression dialog box contains the following options:

Activity Type

Displays either:

•	Calendar: scheduled activities

•	History: completed activities

Contact: Reference

Displays the name of the contact before the activity reference information in the calendar entry for the Day tab, Week tab, and Month tab. By default, GoldMine will select this option for display.

Reference: Contact

Displays the activity reference information before the name of the contact in the calendar entry for the Day tab, Week tab, and Month tab.

Show Activity Code

Displays the three-character activity code as the first part of the calendar entry for the Day tab, Week tab, and Month tab. The activity code appears first, if available, when selected in conjunction with any other format option, that is, with Contact: Reference, Reference: Contact, and Expression.

Expression

Allows a user to specify the text that appears for each activity in the calendar for the Day tab, Week tab, and Month tab. Type the expression in the field that appears below the option. For example, to display an entry that lists the contact’s city followed by reference information, you can enter the following expression:

Trim(Contact1->City)+ “:”

When done, select OK to apply the activity and format settings to your calendar.


Adding Holidays to your Calendar

You can add holidays into your Calendar. You can add holidays globally, for one or more countries, or define your own personal “special days” for GoldMine to remember on a continuing basis.

When you select Holidays from the Calendar tab of the Preferences window, the Holidays Maintenance dialog box appears.

The Holidays Maintenance dialog box contains the following options:

Country

You can accept the default global from the drop-down list, or select Add to specify a country. Once you add a country, the drop-down list no longer includes global. If multiple countries have been added to the drop-down list, you can select a country from the drop-down list.

If a country is listed that you want to remove from the drop-down list, select Delete.

The browse window lists Holiday names and the Date on which the holiday will occur for either the global holidays, or the holidays of the selected Country.

Add

Displays the Holiday Properties dialog box appears, from which you can define the name, date, and number of days to be associated with the holiday.

Properties

Changes attributes about a selected holiday. The Holiday Properties dialog box appears, from which you can change the name, date, and/or number of days to be associated with the holiday.

Delete

Removes a selected holiday from the list.

Seconday Holidays

Displays the Personal Holidays dialog box, from which you can specify another country to add the corresponding holidays to the list.

See also:

Defining a Holiday

Adding a Country to the Holidays List

Adding Secondary Holidays to the Holidays List


Adding a Country to the Holidays List

When you select the Add button that corresponds to the Country list, the Add Country dialog box appears. Type the name of the country that you want to add to the Country list, then select OK.


Defining a Holiday

When you select either Add or Properties from the Holidays Maintenance dialog box, the Holiday Properties dialog box appears.

The Holiday Properties dialog box contains the following options:

Holiday

Name of the holiday, such as Memorial Day.

Date

Month in which the holiday falls, such as May. Select a month from the drop-down list.

To identify the specific date, select either option that appears below Date:

•	Number box: either type the date number, such as 30, in the box, or click on [image] to scroll through numbers

or

•	Sequence number and day of the week to identify a day, such as 1st Monday, or Last Thursday

Days

Number of days included in the holiday. For example, the entry for Thanksgiving might be 2.

Holiday date this year

GoldMine generates the date of the holiday as specified by your entries for the current calendar year.

When done, select OK.

See also:

Adding Secondary Holidays to the Holidays List


Adding Secondary Holidays to the Holidays List

When you select Secondary Holidays from the Holidays Maintenance dialog box, the Personal Holidays dialog box appears. You can select an Additional Country from the drop-down list to add the holidays for that country to the list in the Holidays Maintenance dialog box.

When done, select OK.


Setting up Internet E-mail

You can define settings that define your mail server, login information, and other rules that you want to apply to sending and retrieving e-mail from the Internet.

To define settings for sending and retrieving e-mail from the Internet:

From the Main Menu, select Edit|Preferences. Select the Internet tab. The Internet tab appears.

The Internet tab contains the following options:

POP3 server

The Post Office Protocol version 3 (POP3) is a system for retrieving mail. Type the name of the mail server that retrieves your mail. For example, the structure of the entry might look like mail.somewhere.com. Typically, you will use the same server for both your SMTP server and your POP3 server.

If you do not know the correct entry for this field, contact your Internet service provider.

Username

Name used to log into your Internet mail server. Type only your user account name, not your entire e-mail address.

Password

Entry used to log into your Internet mail server. When you type the password into the field, each character appears as asterisks (*).

More Options

Displays the Internet Preferences window, from which you can define settings for the following:

•	Defining options for composing e-mail

•	Retrieving messages from the Internet

•	Adding Internet accounts

•	Configuring the E-mail Center

SMTP server

The Simple Mail Transport Protocol (SMTP is a system for sending mail. Type the name of the mail server that sends your mail. For example, the structure of the entry might look like mail.somewhere.com. Typically, you will use the same server as both your SMTP server and your POP3 server.

If you do not know the correct entry for this field, contact your Internet service provider.

Your return address

Your Internet address typically combines your Internet user name and your server name, as shown in the following example.

johndoe@somewhere.com

Use Dial-up networking

Dials your Internet provider automatically when you send and/or retrieve Internet
e-mail. If you subscribe to more than one Internet provider, you can select the provider that you want GoldMine to dial by clicking on the arrow to the right of the field that appears below this option. A drop-down list appears, from which you can select the Internet provider.

Hang up when done

When done sending and/or retrieving Internet e-mail, GoldMine will terminate the telephone line connection.

Other Topics:

Defining Options for Composing E-mail

Specifying Conditions for Retrieving E-mail from the Internet

Adding Internet Accounts to GoldMine

Setting up the E-mail Center


Defining Options for Composing E-mail

You can define settings for GoldMine to automatically apply whenever you write an e-mail message to be sent via the Internet. Selecting these custom formatting options can enhance the appearance of your messages.

To define formatting options for your messages:

From the Internet tab, select More Options to display the Internet Preferences window. By default, GoldMine displays the Composing tab.

The Composing tab contains the following options:

Show public e-mail templates

Lists all e-mail templates saved to (public) in the E-mail Templates dialog box.

Use Signature File

Attaches a signature file to all messages for either the single account, or for the default account if additional Internet accounts have been defined in the Accounts tab. This entry will override an entry for the default account made in the Accounts tab; however, the entry will have no effect on other accounts.

The signature file is a text file that contains any special information about you, your organization, telephone number quotations, etc.

Type the path and name of the signature file in the field below the option label, or click [image] to browse through your system for the signature file.

Complete original message

Places the original message in the History tab when you either reply to or forward a message. If you do not want to designate the original message as a completed activity when you respond, leave the check box corresponding to this option blank.

Use line quote style with prefix

Specifies the characters that GoldMine will use to identify lines quoted from the original message when you copy those lines into your reply. By default, GoldMine will use >>.

Quote entire message by default

Specifies that GoldMine will copy the entire text of the original message in your reply, using the characters entered in Use Line Quote Style with Prefix.

Allow QP Encoding by default

Quoted-Printable Encoding: allows your message to include soft line breaks and print the extended ASCII character set that includes foreign characters, such as ñ. However, the recipient of your e-mail must use an e-mail reader that supports MIME to receive the message intact as sent.

Because QP Encoding uses the equal sign as a marker, any recipient using an e-mail reader that does not support MIME displays a message that contains equal signs at the end of lines and wherever foreign characters would appear.

To ensure that messages sent to recipients using e-mail readers without MIME support appear without meaningless characters, make sure to leave the check box corresponding to this option blank.

Note: You can disable QP Encoding on a per-message basis from the Create Internet E-mail dialog box by leaving the Send as MIME and Rich text options blank.

When done defining settings, either select another tab to continue defining options, or select OK to close the More Internet Preferences window and return to the Internet tab.

Other Topics:

Specifying Conditions for Retrieving E-mail from the Internet

Adding Internet Accounts to GoldMine

Setting up the E-mail Center


Specifying Conditions for Retrieving E-mail from the Internet

You can define a variety of options for retrieving Internet e-mail messages. These options can specify the location of, scan intervals, and the criteria that GoldMine will use to determine whether to retrieve a message.

To define criteria for e-mail retrieval:

From the Internet tab, select the More Options button to display the Internet Preferences window. Select the Retrieval tab.

The Retrieval tab contains the following options:

Delete retrieved mail from server

Remove messages from the Internet mail server upon retrieval.

Open ‘Read E-mail’ dialog on retrieval

Once e-mail is retrieved, GoldMine will open the Read E-mail dialog box, and display the first retrieved message.

Use date from mail header

Sets the date of incoming mail to the date sent, as indicated in the header information of the message. Selecting this option ensures that your e-mail will be posted in true chronological order on your calendar.

However, if you do not retrieve e-mail frequently, you may want to leave the check box corresponding to this option blank. For example, with this option selected, a mail message sent four days prior to retrieval will be posted in the calendar with the “four-day-old” date.

Scan mail for UUEncoded data

Sets GoldMine to scan the Internet mail server for any e-mail messages that contain UUEncoded attachments. Selecting this option does not affect retrieval of MIME-encoded files.

Prompt if E-mail address is not on file

Sets GoldMine to display a prompt to add an e-mail address to the Profiles tab if you retrieve e-mail from a new address.

Preview x lines of the message

Specifies the number of lines of text that GoldMine will retrieve with the message for display in the lower pane of the E-mail Center. By default, GoldMine will retrieve 15 lines.

Retrieve mail every x minutes

GoldMine will automatically connect with your POP3 mail server to check for new mail at the interval as specified in minutes. For example, if you want to retrieve waiting Internet e-mail every two hours, type 120 in this field. The default value of 15 sets GoldMine to scan for and retrieve waiting e-mail every 15 minutes.

You must select this option to define any options listed in the Rules section.

Skip read mail (recommended)

Bypasses displaying any e-mail messages that you have already read if you have not selected Delete retrieved mail from server.

This option is available only if you have selected Retrieve mail automatically every x minutes.

Skip mail larger than x KB

GoldMine will retrieve only Internet e-mail messages that are equal to or smaller than the kilobyte (kb) value in this field. By default, GoldMine will skip messages that are 1024kb or larger.

This option is available only if you have selected Retrieve mail automatically every x minutes.

Skip messages from contacts not on file

GoldMine will only retrieve e-mail from those contacts who have Internet address entries in their profiles.

This option is available only if you have selected Retrieve mail automatically every x minutes.

Attachments directory

Destination for retrieved e-mail attachments. Type the entire path information. To search for the destination, select [image], which displays the Browse for Folder dialog box.

When done defining retrieval settings, either select another tab to continue defining options, or select OK to close the More Internet Preferences window and return to the Internet tab.

Other Topics:

Defining Options for Composing E-mail

Adding Internet Accounts to GoldMine

Setting up the E-mail Center


Adding Internet Accounts to GoldMine

You can add and edit additional Internet accounts for sending e-mail from GoldMine from the Accounts tab of the Internet Preferences window. You can also work with options in this tab to establish a nonstandard authentication protocol for your primary account.

To add or edit settings for additional or nonstandard Internet accounts:

From the Internet tab, select the More Options button to display the Internet Preferences window. Select the Accounts tab.

The Accounts tab contains the following options:

POP3 server

The Post Office Protocol version 3 (POP3) is a system for retrieving mail. Type the name of the mail server that retrieves your mail. For example, the structure of the entry might look like mail.somewhere.com. Typically, you will use the same server for both your SMTP server and your POP3 server.

If you do not know the correct entry for this field, contact your Internet service provider.

POP3 Port

Specifies the port address to the POP3 server for the selected account. This option allows greater flexibility in setting up a nonstandard server. Most of the time, this entry should not be changed. However, if your account uses a nonstandard POP3 server configuration that requires a different port entry, contact your network administrator or Internet service provider.

Username

Name used to log into your Internet mail server. Type only your user account name, not your entire e-mail address.

Password

Entry used to log into your Internet mail server. When you type the password into the field, each character appears as asterisks (*).

Auto-retrieve

GoldMine will automatically connect with your POP3 mail server for the selected account to check for new mail. The interval for checking the account is defined globally in the Retrieval tab. GoldMine will check for new mail in all accounts that select this option.

Auto-delete

Removes messages from the Internet mail server upon retrieval.

Authentication

Identifies your account and password to the POP3 server by one of the following methods::

•	PASS: sends your user name and password without encoding (default).

•	APOP: sends your user name and encrypted password, which enhances the security by preventing other users on the Internet from learning your password. This is a safer protocol to use, but as yet is not frequently implemented.

SMTP server

The Simple Mail Transport Protocol (SMTP) is a system for sending mail. Type the name of the mail server that sends your mail. For example, the structure of the entry might look like mail.somewhere.com. Typically, you will use the same server as both your SMTP server and your POP3 server.

If you do not know the correct entry for this field, contact your Internet service provider.

SMTP Port

Specifies the port address to the SMTP server for the selected account. This option allows greater flexibility in setting up a nonstandard server. Most of the time, this entry should not be changed. However, if your account uses a nonstandard SMTP server configuration that requires a different port entry, contact your network administrator or Internet service provider.

Your return address

Your Internet address typically combines your Internet user name and your server name, as shown in the following example.

johndoe@somewhere.com

Use Signature File

Attaches a signature file to all messages from the selected account. The signature file is a text file that contains any special information about you, your organization, telephone number quotations, etc.

Type the path and name of the signature file in the field below the option label, or click [image] to browse through your system for the signature file.

Defaults

Sets the Internet account selected in the large pane in the lower portion of the Accounts tab as the default account.

Show all accounts in the E-mail Center

Adds each Internet account as a an Online subfolder in the E-mail Center. Selecting this option allows you to check each Internet account easily from one location in GoldMine.

New

Adds the entries in the fields of the Accounts tab as a new Internet account. Each account appears in the large pane in the lower portion of the Accounts tab.

Delete

Removes the Internet account selected in the large pane in the lower portion of the Accounts tab.

Save

Saves any changes to the configuration without having to close the Internet Preferences window.

When done defining your Internet accounts, either select another tab to continue defining options, or select OK to close the More Internet Preferences window and return to the Internet tab.

Other Topics:

Defining Options for Composing E-mail

Specifying Conditions for Retrieving E-mail from the Internet

Setting up the E-mail Center


Setting up the E-mail Center

You can configure the E-mail Center from the E-mail Center tab of the Internet Preferences window.

To define settings for the E-mail Center:

From the Internet tab, select the More Options button to display the Internet Preferences window. Select the E-mail Center tab.

The E-mail Center tab contains the following options:

Use trash can for deleted mail

Places deleted mail in [image] of the E-mail Center. GoldMine holds the mail in [image] until you select Empty trash-can from the local menu.

Empty trash when closing E-mail Center

Automatically deletes any messages placed in the [image] when you close the E-mail Center.

Confirm before deleting from trash can

Displays a warning prompt for you to confirm that you want to delete messages places in [image].

Headers display

Select one of the following options to determine the level of details to be displayed in the header of each e-mail message:

•	Hide: shows no header information

•	Summary: shows relatively high-level information only, such as date, sender, subject, recipient, etc. This option does not show detailed routing information.

•	All: shows all header information, including routing information and message ID

When done defining your Internet accounts, either select another tab to continue defining options, or select OK to close the More Internet Preferences window and return to the Internet tab.

Other Topics:

Defining Options for Composing E-mail

Specifying Conditions for Retrieving E-mail from the Internet


Setting Options for Scheduling

You can configure scheduling settings from the Schedule tab in the Preferences window.

To configure scheduling settings:

From the Main Menu, select Edit|Preferences. Select the Schedule tab. The Schedule tab appears.

The Schedule tab contains the following options:

Check for timing conflicts while scheduling

When scheduling a new activity, GoldMine will automatically check if you are available at that time. If you have an activity for the selected time, GoldMine displays a Scheduling Conflict dialog box.

Carry over completion notes when scheduling follow-up calls

Sets GoldMine to automatically insert the Notes entry from the completed activity into the follow-up activity.

Show the details section in the Activity Listing window

Sets GoldMine to display details of the selected activity in the lower portion of the Activity window.

Sync the Record window with the Activity Listing window

Links the selected record in the Activity window with the currently active record in the work area, so that GoldMine displays the contact record that corresponds to the selected activity.

Link with Microsoft Schedule+

Activates a one-way link from GoldMine to Schedule+, so that changes to the selected activity types in GoldMine will be added, changed, or completed in Schedule+. You can link one or more of the following activity types:

•	Calls

•	Appointments

•	Next Actions

•	To-dos

This link will only update Schedule+. Additions, changes, or completions of activities in Schedule+ will not be reflected in GoldMine.

When done, select OK to apply the settings to your scheduling.


Setting Alarms

You can configure alarm settings for an alarm in GoldMine to remind you of imminent activities, such as a scheduled meeting, or activities that you want to perform, such as calling a contact.

To configure scheduling settings:

From the Main Menu, select Edit|Preferences. Select the Alarms tab. The Alarms tab appears.

The Alarms tab contains the following options:

Enable Alarms

Activates GoldMine’s alarm feature so that GoldMine displays alarms as pop-up windows when triggered. To disable the alarm feature, do not check this box.

Alarms default lead time

Amount of time in minutes before an activity is scheduled that the alarm appears. To set the alarm to appear at the time an activity is scheduled, set this field to zero. To set the alarm to appear at some interval prior to an activity, place a value in this field.

Page me when alarmed and not acknowledged within x minutes

Sets GoldMine to call your pager if you do not respond to an alarm within the number of minutes specified in the field corresponding to this option. The default value is ten minutes.

To disable this option, leave the check box blank.

When I ignore alarms, snooze the ignored alarms for x minutes

Sets GoldMine to reinitiate an alarm after the number of minutes specified in the field corresponding to this option if you select the Ignore option in the Alarms dialog box. The default snooze value is ten minutes.

Scan for alarms every x seconds

If you select Enable Alarms, this option sets the interval in seconds that GoldMine will wait before checking for new alarms. The default is 60 seconds, or one minute.

Close GoldAlarm when GoldMine is run

GoldMine includes the GoldAlarm program, which reminds you of scheduled activities when you are logged out of GoldMine. Select this option to quit GoldAlarm when you log in to GoldMine. When you are working in GoldMine, the internal alarms will warn you of upcoming activities for which the alarm has been enabled.

Start GoldAlarm when GoldMine is closed

Starts the GoldAlarm program when you quit or log out of GoldMine. When you are working with other application programs, or when you PC is idle, GoldAlarm will alert you to imminently upcoming activities scheduled in GoldMine for which the alarm has been enabled.

When done, select OK to enter your alarm settings.


Configuring the Contact Listing Display

You can define the display attributes of your Contact Listing dialog box from the Query tab in the Preferences window.

To define display attributes for your Contact Listing dialog box:

From the Main Menu, select Edit|Preferences. Select the Query tab. The Query tab appears.

The Query tab contains the following options:

Sync the Record window with the Contact Listing window

Links the selected record in the Contact Listing browse window with the currently active record in the work area, so that GoldMine displays the contact record that corresponds to the selected contact.

Appear in ‘Shrunken’ mode when Finding by

Displays the Contact Listing dialog box in the shrunken mode. To display the Contact Listing dialog box in the expanded mode, remove the check from this option.

Lookup alignment delay while typing (1/10 sec)

Specifies the delay in tenths of a second for GoldMine to wait while you type an entry in the Find Value field of the Contact Listing before displaying a record that matches the entry. By default, the delay is 2/10th second.

Move the Contact Listing window to the back

Once a record is selected from the Contact Listing browse window, GoldMine will bring the contact record to the front, and place the Contact Listing dialog box behind the contact record. That is, the selected contact record will have input focus and overlap, or cover, the Contact Listing dialog box.

Close the Contact Listing window

Once a record is selected from the Contact Listing browse window, GoldMine will close the Contact Listing dialog box. That is, the Contact Listing dialog box will no longer appear in your work area.

Minimize the Contact Listing window

Once a record is selected from the Contact Listing browse window, GoldMine will minimize the Contact Listing dialog box.

When done, select OK to apply the settings to your Contact Listing dialog box.


Configuring the GoldMine Toolbar Display

You can enable and/or disable display and editing functions for the GoldMine toolbar from the Toolbar tab in the Preferences window.

To define how your GoldMine toolbar appears:

From the Main Menu, select Edit|Preferences. Select the Toolbar tab. The Toolbar tab appears.

The Toolbar Options section contains the same options that are available from the Toolbar local menu.

The Toolbar Layout section contains options for selecting which component toolbars appears. You can select from the following options:

Basic

Displays a single Basic toolbar that contains commonly used command icons, such as [image], to create a new record, [image] to view groups, [image] to access the InfoCenter, etc.

Standard

Displays the following toolbars: Standard, Schedule, E-mail, Record, and Tools.

Advanced

Displays the following toolbars: Standard, Schedule, E-mail, Misc., Record, Setup, and Tools.

When done, select OK to apply the display and editing settings to the GoldMine toolbar.

Other Topics:

Customizing the GoldMine Toolbar


Defining Modem and Dialing Settings

Default modem and dialing properties are set up in the Modems tab of the Windows 95 Control Panel. However, you can select special modem and dialing settings to use only with GoldMine from the Modem tab in the Preferences window.

To select special modem and dialing settings to use with GoldMine:

From the Main Menu, select Edit|Preferences. Select the Modem tab.

The Modem tab contains the following options:

TAPI Line

Windows uses the Telephone Application Programming Interface (TAPI) to set up one or more modems. You can select a different modem for use only in GoldMine.

The currently selected modem appears in this field. To display a drop-down list of available modems, click on the arrow to the right of the field.

Note: To check that you selected the correct TAPI line, when done defining your modem settings, test GoldMine’s dialing feature by selecting the Edit|Dial Phone|Phone1 option. If not successful, try dialing from the Windows 95 accessory program, Hyperterminal.

To access Hyperterminal, select the Start button from the Windows 95 status bar, then select Program|Accessories|Hyperterminal. To start HyperTerminal, double-click on the HyperTerminal icon. The Connection Description dialog box appears. In the Name field, type GoldMine BBS, then select OK. The Phone Number dialog box appears.

In the Area Code field, type 310. In the Phone number field, type 459-3443. In the Connect Using field, select the same TAPI line as entered in the TAPI Line field of GoldMine’s Modem tab. Select the OK button. The Connect dialog box appears.

Select Dial. If you connect to the GoldMine Software BBS, Windows 95 is set up correctly to communicate with your modem. Check that GoldMine is using the same TAPI line as tested successfully in HyperTerminal.

If you do not connect to the GoldMine Software BBS, your modem is not configured correctly for Windows 95. Contact either your system administrator or Microsoft technical support.

Dialing Properties

Displays the Dialing Properties dialog box, from which you can select settings that will apply only in GoldMine. For example, if you are on a business trip that places you outside your normal local area code, you can enter the current local area code in the Dialing Properties dialog box. This area code appears in the line Local Area Code at the bottom of the Modem tab.

For more information about options in the Dialing Properties dialog box, see your Windows 95 documentation.

Line Properties

Displays the Standard Modem Properties dialog box, from which you can select settings that will apply only in GoldMine. For information about settings in the General tab and the Connection tab of the Standard Modem Properties dialog box, see your Windows 95 documentation.

Let TAPI format phone numbers

Allows TAPI to interpret and apply formatting to telephone numbers. If the Country field of the contact record contains an entry recognized by Windows 95, TAPI will automatically provide additional strings required for dialing a telephone number, such as the international access code and a country code. For example, if you select this option, then dial a contact with a Country entry of Israel, and a telephone number 1-234567, TAPI will provide the international access code 011 and the country code 972.

Dial numbers as entered

Dials a telephone number as entered and formatted by GoldMine, including any prefix or suffix entry, and any special settings defined in the PREDIAL.INI file.

Local Area Code

Displays the local area code that has either been supplied by TAPI, or manually set from the Dialing Properties dialog box.

Dial Prefix

Number sequence dialed before a telephone number that allows access to a special line or service. For example, the modem might need to dial 9 before the telephone number to access an outgoing line.

Dial Suffix

Number sequence dialed after the telephone number that executes a special command.

Hang up after x sec.

Specifies the number of seconds that GoldMine will try to make a connection. Once the period has elapsed, GoldMine will hang up and free the telephone line.

Other Topics:

Defining Modem Settings


Entering Information about your Pager

You can enter information about your pager so that you can receive:

•	Messages from other GoldMine users

•	Alarms set up in GoldMine

Once entered, a GoldMine user can access the information by selecting you from a list of users in the Page Message tab of the Send a Pager Message window.

To define pager settings:

From the Main Menu, select Edit|Preferences. Select the Pager tab.

The Pager tab contains the following options:

Pager ID (PIN)

Identification code that identifies your pager. If necessary, contact your service provider for this information.

Terminal Number

Telephone number to the pager. Include any prefix or suffix sequences required to access a special line or service. For example, your modem might need to dial 9 before the telephone number to access an outgoing line.

Terminal’s maximum character length

Greatest number of characters that the pager can accept. Most pagers can accept 80–100 characters.

When done, select OK to save your pager information in GoldMine.

Other Topics:

Entering Pager Information


Setting up Miscellaneous Options

In the Misc tab of the Preferences window, you can define five miscellaneous GoldMine settings.

From the Main Menu, select Edit|Preferences. Select the Misc tab.

The Misc tab contains the following options:

Sync the Record window with the Group Members window

Links the selected record in the Groups dialog box with the currently active window in the work area, so that GoldMine displays the contact record that corresponds to the selected group member.

Show new items in the Information Center when logging in

Sets GoldMine to display the What’s New online resource of the Information Center as soon as you finish logging in.

Show status during paging

Displays the Paging status window that shows messages sent to and from the receiving pager.

Year before which date fields are considered to be in the next century

Determines the method by which GoldMine interprets dates where no century is indicated; that is, a date entry that contains only the last two digits of the year. For example, the default value 50 will set GoldMine to interpret dates after 01/01/50 as being in the 20th century, and dates before 01/01/50 as being in the 21st century.

For example, if you set the value to 80, GoldMine will interpret the entry 03/10/80 as March 10, 1980, and the entry 10/01/70 as October 1, 2070.

To scroll through values by one-year increments, click on [image] to the right of the field.

MS Mail username if not the same as the GoldMine user

Defines an MS Mail name that GoldMine will use if the MS Mail username entry is not the same as the individual’s GoldMine username entry. The default name is your GoldMine UserName entry.

Note: For best results, assign the same user name in both GoldMine and MS Mail.

When done, select OK to activate the miscellaneous settings in GoldMine.


Defining Login Settings

The Login tab appears in the Preferences window only for users with Master-Rights. By entering new values in the Login tab, you can change the following settings:

•	GoldMine program and database files

•	Default login user

•	Optional password to open the default database

Note: Any values that you enter in the Login tab change GoldMine system settings. If you work with a network version of GoldMine, the changes will affect all users.

To define login settings:

From the Main Menu, select Edit|Preferences. Select the Login tab.

The Login tab contains the following options:

Note: To specify a location for the following databases, you can perform one of the following:

Type a path and file name, or a database alias for SQL servers (be sure to include a colon at the end of an SQL database alias; for example, MSSQL:GMData:)

Click on the arrow to the right of the field to display a drop-down list, from which you can select a location (GoldMine database and Default contact database only)

Select [image] to the right of the field. The Browse for folder dialog box appears. You can navigate through directories until you find the location or file, then select OK to place the information in the field.

GoldMine home directory

Path and name of the directory that contains the GoldMine nondata files, such as report and license files. By default, GoldMine will enter the GoldMine directory where the program files are located.

On a network installation, all users must enter the same home directory, which must be located on the network server. The home directory may not be located on an SQL server.

GoldMine database

Location of the GoldMine database. The GoldMine database that contains data not related to contacts, such as forms, filters, InfoCenter, etc.

Default contact database

Location of the contact database that GoldMine will automatically open. The contact database contains all contact-related files, including individual records, history, and profiles.

Note: On an SQL database server, GoldMine can store both the GoldMine files (GoldMine database) and one set of contact files (Default contact database) in the same SQL database.

Default database password

Optional password that will be assigned to the database entered in Default contact database.

Open files exclusively

Allows only you to access the selected GoldMine database file. This option can be useful to network users. Opening a file exclusively on some networks can increase access speed significantly. However, no one else can access the selected GoldMine database.

Time Clock

Contains three options for controlling how GoldMine monitors login activity for each user:

Disable Time Clock: turns off login and time tracking.

Track daily totals: default setting that monitors the total of times a user logs in to GoldMine, and the cumulative amount of time that the user is logged in per day. These statistics appear in the Time Clock tab of the [Username] Properties window.

Track each login: monitors the amount of time that a user is logged in to GoldMine for each login session. These statistics appear in the Time Clock tab of the [Username] Properties window.

Default Login User

User name that GoldMine displays to all users when they access the login banner display. If a password has been set up for the default user, all users will need to enter this user’s password in the Password field of the banner display.

Bypass login banner

Sets GoldMine to skip the banner display when the program starts if no password is required.

When done, select OK to enter the login settings in GoldMine.


Customizing the GoldMine Toolbar

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

•	Specifying the types and positions of toolbar displays

•	Creating custom toolbars

•	Recording and playing macros that automate multiple-step tasks

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

Other Topics:

Selecting Toolbar Display and Editing Functions

Moving Toolbars

Hiding a Toolbar

Restoring a Toolbar

Creating a Custom Toolbar

Adding Macros to the Toolbar

Deleting Icons or Toolbars


Selecting Toolbar Display and Editing Functions

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

Note: You can also select display and editing options from the Toolbar tab of the Preferences window.

Right-click on any toolbar area outside the icons to display the Toolbar local menu. Select Options. The Toolbar Options dialog box appears.

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

Show quick help

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

Show fly-by status bar help

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

    selected

  disabled (default)

Show button text

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

Allow user configuration

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

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

Allow undocking and docking

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

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


Moving Toolbars

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

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

To move a floating toolbar or a docked toolbar:

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

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

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

Other Topics:

Selecting Toolbar Display and Editing Functions

Hiding a Toolbar

Restoring a Toolbar


Hiding a Toolbar

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

Hiding a Floating Toolbar

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

Hiding a Docked Toolbar

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

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

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

Other Topics:

Restoring a Toolbar

Moving Toolbars


Restoring a Toolbar

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

Restoring a Toolbar if Toolbars are Displayed

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

•	Right-click on any toolbar area outside the icons to display the Toolbar local menu. From the local menu, select the name of the toolbar that you want to display.

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

Restoring a Toolbar if no Toolbars are Displayed

To restore a toolbar after all toolbars have been hidden:

From the Main Menu, select Window|Tool Bar. The Toolbars dialog box appears.

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

Other Topics:

Hiding a Toolbar

Moving Toolbars


Deleting Icons or Toolbars

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

Other Topics:

Deleting one Icon from a Toolbar

Deleting a Custom Toolbar

Deleting the Toolbar Macro


Deleting one Icon from a Toolbar

An icon can be deleted from any toolbar.

To delete an icon from a toolbar:

In the toolbar, right-click to select the icon to be deleted, then drag the icon into the work area. The icon will disappear.

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

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

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

Reset the x toolbar with default items?

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

Select Yes. The specified toolbar appears with the default icons.

Other Topics:

Deleting a Custom Toolbar

Deleting the Toolbar Macro


Deleting a Custom Toolbar

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

A prompt window displays the message:

Delete the x toolbar?

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

Select Yes.

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

Other Topics:

Deleting one Icon from a Toolbar

Deleting the Toolbar Macro


Creating a Custom Toolbar

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

To create a new toolbar:

Right-click on any toolbar area outside the icons to display the Toolbar local menu. Select either the Insert Item option or the Toolbars option.

Note: The Insert Item option appears on the Toolbar local menu only if the Allow user configuration option is selected in the Toolbar Options dialog box.

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

The New Toolbar dialog box appears.

Type a name for the toolbar, then select OK.

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

Other Topics:

Moving Icons

Copying Icons to a Toolbar

Selecting Toolbar Display and Editing Functions

Hiding a Toolbar

Restoring a Toolbar

Moving Toolbars


Moving Icons

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

Right-click on the selected icon, then drag to the place on the same toolbar or a target toolbar where you wish to insert the icon. If changing the position of an icon within a toolbar, the icon appears in the new position. If moving an icon between toolbars, the icon disappears from the source toolbar, and appears in the target toolbar.

Other Topics:

Copying Icons to a Toolbar

Hiding a Toolbar

Restoring a Toolbar


Copying Icons to a Toolbar

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

Display the Toolbar local menu, then select Insert Item. The Insert Toolbar Item dialog box appears.

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

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

Other Topics:

Moving Icons

Selecting Toolbar Display and Editing Functions

Hiding a Toolbar

Restoring a Toolbar


Adding Macros to the Toolbar

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

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

Other Topics:

Recording a Macro

Deleting the Toolbar Macro


Recording a Macro

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

To record a macro:

Right-click on any toolbar area outside the icons to display the Toolbar local menu. Select Record Macro.

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

The macro controls appears.

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

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

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

The Define Macro Button dialog box appears. The Define Macro Button dialog box contains the same options as the Edit Macro Button dialog box.

Other Topics:

Editing Macro Properties

Deleting the Toolbar Macro


Editing Macro Properties

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

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

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

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

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

Once you have done recording a macro, the Edit Macro Button dialog box appears.

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

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

The Edit Macro Button dialog box contains the following options:

Popup Quick Help Text

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

Status Bar Description

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

Optional Hot Key

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

Playback

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

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

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


Deleting the Toolbar Macro

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

•	Deleting the recorded macro

•	Deleting the macro icon

To delete a recorded macro:

Right-click on any toolbar area outside the icons to display the Toolbar local menu. Select Edit Macro. The Edit Macro Button dialog box appears.

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

Other Topics:

Deleting one Icon from a Toolbar

Editing Macro Properties


Creating Custom Views and Fields

GoldMine’s contact record has been designed to be as flexible as possible to meet a wide range of business information needs. The first two banks of the tab bar contain eleven special tabs, such as Profiles, Notes, Referrals, and (additional) Contacts. Within these tabs, you can view and/or create records with user-defined values.

However, you may need to maintain either different or additional information than possible with these standard tabs. GoldMine includes features that allow you to modify the structure of the contact database to store whatever information you need. For example, you can change the label names of primary fields on the contact record. You can also define additional field views to include in the Fields tab. Further, you can define your own custom field view tabs or expanded profile tabs to display and edit information in user-defined fields. Just like the standard tabs, such as Fields or Profiles, GoldMine displays the custom tabs in the lower half of the contact record.

By creating your own custom fields, views, and tabs, you have unlimited flexibility in using GoldMine for information management. The following two scenarios illustrate the advantages of setting up custom displays.

Scenario One: Designing a Display for Telephone Support

Software company DataCo uses GoldMine for sales and to provide technical support to customers. Using GoldMine, the contact database can be redesigned to include the following fields:

Field Description (onscreen field name)	Data Type (type of entry accepted in the field)	Size (field size in no. of characters)
Serial Number	Character	10
Version Number	Character	10
Number of Users	Numeric	4
DOS Version	Character	8
Network Type	Character	8
Service Contract Type	Character	20
Expiration Date	Date
Special Circumstances	Character	50
DataCo can design a custom view in GoldMine to hold this information. Each support representative using GoldMine can display a special technical support view that contains this information. Whenever a customer calls for technical support, all the relevant details are there on the screen, to better equip support representatives to help customers resolve their problems. The sales department or the accounting department can also have custom views designed specifically to support their needs. By customizing GoldMine displays, DataCo has the advantage of using a common system to share information, but that still allows each department to address unique needs.

Scenario Two: Designing a Display for Realtors

Westside Realty uses GoldMine to track customers who buy and sell homes. Their database can be modified to include these fields:

Field Description	Data Type	Size
Listing Date	Date	8
Listing Price	Numeric	10
Take Price	Numeric	10
Highest Offer	Numeric	10
Square Footage	Numeric	5
Number of Rooms	Numeric	2
Pool	Character	20
Garage	Character	20
Extras	Character	50
With these database modifications, the realtors can easily search the database for the house type and size that meets the requirements of a prospective buyer. Realtors can also easily locate comparable properties in a seller’s area for quick sell-price estimates.


Changing the Labels of Primary Fields

Any user with Master-Rights can change the field labels of the primary contact information fields (the fields in the upper portion of the contact record). By changing primary field labels, you can customize each GoldMine contact database for a special need. For example, for a contact database that contains only physicians, you can change the label of the Contact field to Doctor. You can use another contact database exclusively for maintaining records of existing patients by changing the Contact field to Patient.

To modify the label of a primary field:

Select the field label by holding [Ctrl] and double-clicking on the field label.

The Field Label dialog box contains two options:

Global Label

Specifies label text that identifies the field data. GoldMine uses the text in the Global Label field, unless you have specified a value in the Local Label field. Global Labels appear consistently throughout all contact databases. If you would like to use a different label for this field in each contact database, use the Local Label field to store the label text.

Local Label

Specifies the text of a primary field label for the current contact database only. This option allows you to specify different label text for the primary field in different databases.

Because GoldMine stores Local Labels in record number 1 in each contact database, the following limitations apply:

Local labels can be used only with fields, not expressions.

Local labels can be used only with character fields.

Length of the local label can be only as long as the length of the field being labeled.

When done, select OK. GoldMine updates the contact record display to show the new field label. In addition, GoldMine updates the Query menu and Contact Listing dialog box to recognize the new field names.


Working with Custom User Fields

To add fields and/or create new field views, you must perform the following steps:

1. Make a backup copy of the file CONTACT2.DBF.

2. Add all the new user fields into GoldMine (File|Configure GoldMine|Custom Fields).

3. Rebuild the database to include the new fields (File|Configure GoldMine|Custom Fields|Rebuild).

4. Design your user screen to show and allow editing of new fields.

5. Add a new user screen that appears as a view on the bottom of the contact record window.

6. Edit the data in the new user fields.

Note: Before you begin, make a backup copy of the CONTACT2.DBF database. You can do this using either Windows Explorer or the DOS COPY command. To make the backup copy, copy the file to a different directory or disk. If you make a mistake or are otherwise unhappy with your changes, you can copy the backup CONTACT2.DBF into the contact database subdirectory. After copying the backup, regenerate the database.

Other Topics:

Designing User-Defined Field Views


Adding Fields to a Contact Database

To add fields to the currently open database, select File|Configure GoldMine|Custom Fields. The User Defined Fields dialog box appears.

The browse window in the User Defined Fields dialog box contains one record for each user-defined field in CONTACT2. UserDef01 through UserDef10 are considered predefined user fields, and will be listed even when no other user fields have been defined.

The User Defined Fields dialog box contains the following information for each record:

Field Description

Description of the field that typically describes the contents or purpose of the field; for example, Account No.

Name

Name that GoldMine uses to identify the field in the contact database.

Type

Identification code for the data type of the field from one of the following values:

C	Character

N	Numeric

D	Date

Len

Length of the field, in number of characters. The length of the field determines how much data the field can hold, or the total number of characters that can be stored.

The User Defined Fields dialog box contains the following buttons:

New

Displays the User Defined Field Profile dialog box, in which you can define a field to the currently selected field view.

Properties

Displays the User Defined Field Profile dialog box in which you can edit a selected field.

Delete

Removes the highlighted field from the User Defined Fields browse window.

Rebuild

Starts rebuilding the CONTACT2.DBF file after you have completed making changes to the User Defined Fields.

Close

Closes the User Defined Fields dialog box.


Defining a Field

You can define a new field or edit an existing field for the currently selected database.

To define a field:

From the User Defined Fields dialog box, select either New, or Properties.

The User Defined Field Profile dialog box contains the following options:

Field Name

Name of the field that will be listed in the contact database. The name must:

•	Start with U

•	Contain up to 10 alphanumeric characters

•	Conflict with no other field in the database

GoldMine performs error-checking to ensure that you do not break any of these rules. The rebuild process identifies duplicate fields, and GoldMine selects the field with the lowest number in the sequence.

Note: You can add telephone number fields to a contact record by creating user-defined fields that start with UPHONE

Position

Identification number for the field. The identification number must be sequential and unique; no two fields can have the same identification number. GoldMine orders in the User Defined Fields browse window by the Position number.

Description

Description of the field that typically describes the contents or purpose of the field; for example, Account No. You can include spaces between characters in this value.

Field Type

Identification code for the data type of the field from one of the following values:

•	Character

•	Numeric

•	Date

For more information about data types, see Selecting Data Types below.

Len

Length of the field, in number of characters. The length of the field determines how much data the field can hold, or the total number of characters that can be stored.

Dec

Number of decimal places within the field. GoldMine assigns one character place to the decimal point in determining field length. For example, to create a field that can accept hold values up to 9.99, you must assign a Len value of 4 and a Dec value of 2. This field applies only to numeric data types.

The User Defined Fields browse window does not display the Dec value.

When done, select OK. The new or modified field appears in the User Defined Fields browse window.

Selecting Data Types

When defining a field, you can select one of the following data types:

Character (C)

Character fields can contain any keyboard character, and are typically used to hold text. Character fields can be up to 254 characters in length, but the practical limit is 76 characters (the largest field that can be displayed on a user screen). Each character field can also have a unique lookup window attached to it.

Numeric
(N)

Numeric fields can contain positive or negative integers. A numeric entry can be up to fifteen characters (that is, hold a maximum value of +999,999,999,999,999 or -99,999,999,999,999). Numeric fields can contain from 0–9 decimal places.

Date
(D)

Date fields must contain a valid date and have a fixed length of eight characters. Dates are represented in a MM/DD/YY format. GoldMine checks the validity of date information when it is entered, and blank out any invalid dates.


Rebuilding the Database

Note: Back up your data before attempting to rebuild!

Before you can enter data into your new user-defined fields, you must rebuild the CONTACT2 database file. Rebuilding the database creates a new data file structure according to the field specifications that you entered in the User Defined Fields dialog box, and then copies all of the existing data from the old CONTACT2 file into the new file. This process requires exclusive use of the CONTACT2 file, so other network users must exit GoldMine or work on other contact databases during the rebuild process.

Since the rebuild process actually copies data from one file to another, you must ensure that adequate disk space exists before attempting to rebuild. In general, you will need at least as much disk space as the old CONTACT2 file occupied, plus additional space for the new fields. You can use the following formula to calculate the amount of disk space required to rebuild the database:

SIZE OF OLD CONTACT2.DBF +
(SUM OF LENGTHS OF NEW FIELDS *
NUMBER OF RECORDS IN CONTACT FILE)

You can see the size of the old CONTACT2.DBF file by using Windows Explorer, or the DOS DIR command in the subdirectory that contains the contact database to be rebuilt. The physical number of records in the active database is displayed in the lower right-hand corner of the contact record Summary display.

In addition, network users should have the appropriate Create, Read, Write, Rename and Delete rights to perform this type of operation on the network. For more information, consult your network administrator.

Note: If your hard drive does not have sufficient free disk space, or if you are unsure whether you have the necessary network rights, do not attempt to rebuild the database. Doing so may cause data loss.

If you do have enough disk space, you can rebuild the database by selecting the Rebuild command from the User Defined Fields dialog box. After the rebuild is complete, you are ready to design screens that contain the new user fields.

Note: Once the new fields have been added to the CONTACT2 database file, they can be referenced in expressions and filters like any other CONTACT2 field (such as Comments and UserDef01–UserDef10).


Designing User-Defined Field Views

GoldMine provides two ways to display a field view:

•	Fields tab

•	User-defined field tab(s)

Any user with Master-Rights can design a custom field view. Users granted access rights can display a custom field view either from the standard Fields tab, or as a custom tab that can be accessed by a tab like the Fields tab. GoldMine reserves the third and fourth banks of the contact record tab bar for up to 18 optional user-defined tabs. Any or all of these tabs can be assigned to hold custom field views.

Before you can enter data in the newly defined user fields, you must create a field view to hold the fields.


Adding and Maintaining User-Defined Field Views

GoldMine provides two sample field views designed to meet typical contact management needs:

•	End User Screen: contains ten predefined user fields

•	Tech Support Screen: contains eight predefined user fields

Any user with Master-Rights can create and maintain additional user-defined field views.

To add and maintain user-defined field views:

From the Main Menu, select File|Configure GoldMine|Custom Views.

Note: A user with Master-Rights can also access the Custom Views dialog box from the Fields local menu by selecting Views Setup.

The Custom Views dialog box provides the following information for each listed user-defined field view record:

View Name

Descriptive name for the field view. This name also appears in the Fields local menu to identify the view.

Tab Name

Optional label name for the user-selectable tab of up to 20 characters. Designating a tab name will create a custom tab for the field view. GoldMine reserves the third and fourth banks on the contact record tab bar for user-defined tabs.

Fields

Number of display items on the field view. GoldMine maintains this field.

Access

Specifies those users allowed access to the field view. By default, GoldMine assigns access to (public), indicating that all GoldMine users have access to the field view. Access can be restricted to one user group (the group name appears in parentheses), or one user. In the latter cases, only the members of the group, or the specific user, can access the field view. A field view name appears on the Field local menu of only those users granted access to the field view.

Local

Indicates whether or not the currently open contact database displays the field view. The default value is Yes, but you can deny access to a selected field view for the currently open database.

The Field Views dialog box contains the following buttons:

Fields

Displays the Fields of View: [field view name] dialog box for the selected field view. This dialog box allows you to edit existing fields, and delete fields from the field view.

Properties

Displays the Fields View Profile, in which you can edit the View Name, Tab Name, and User Access to the selected fields view.

New

Displays the Fields View Profile, in which you can set up a new fields view.

Copy View

Displays the Fields View Profile, in which you can copy the attributes of the selected field view into a new field view.

Close

Closes the Custom Views dialog box.


Working with Listed Fields

You can modify a field view by editing or deleting fields.

To work with existing fields:

From the Custom Views dialog box, select Fields.

The Fields of View: [field view name] dialog box contains the following information:

Field Name

Description of the field that typically describes the contents or purpose of the field; for example, Account No.

Pos

Identification number for the field. The identification number must be sequential and unique; no two fields can have the same identification number.

Col

Specifies the column in the field view assigned to the first character of the field.

Row

Specifies the row number in the field view assigned to the field.

Fields of View: [field view name] dialog box contains the following buttons:

Properties

Displays the Field Properties dialog box in which you can edit a selected field. You can change values entered in the Field Label section, the Position, and the type of Field Data.

Delete

Removes the highlighted field from the field view.

Close

Closes the Fields of View: [field view name] dialog box.


Adding and Maintaining a Field Profile

You can add a new field view, edit an existing field view, or copy an existing field view by defining values in the Fields View Profile dialog box. Select one of the following options from the Field Views to work with a field view as needed:

•	Properties: modifies a field view

•	New: adds a new field view

•	Copy View: duplicates an existing field view

The Fields View Profile contains the following options:

View Name

Name for the field view. This name appears in both the Field Views dialog box and the Fields local menu to identify the field view.

Tab Name

Optional label name for a tab of up to 20 characters that a user can define to create a special tab containing the field view. Although you can create a tab name of 20 characters, only seven or eight characters actually appear on the tab.

Designating a tab name will create a custom tab for the field view. GoldMine reserves the third and fourth bank on the contact record tab bar for user-defined tabs.

Note: GoldMine orders the tabs alphabetically. If you want to order tabs differently, place a number at the beginning of the tab name. The number will not appear on the tab, but will determine the position of the title in the bank. For example, if you want the Reseller View tab to appear before the Mgt View tab, type 1Reseller in the Tab Name field.

To designate a hot key for the tab, type & before the letter of the tab name. For example, if you want to press [Ctrl]-[G] to access the tab for Mgt, type M&gt in this field. The hot-key letter can appear anywhere in the tab name.

Note: If you want to create a special tab, but do not want a name to appear on the tab, type two asterisks (**) in this field. The tab will remain blank.

User Access

Specifies user(s) granted access to the selected field view. To restrict access to this field view, select a user or user group who must access to the field view. To allow all GoldMine users to access the field view, leave the User Access field set to (public). If a user does not have access to a field view, that field view name does not appear in the Fields local menu when that user logs in to GoldMine.

This View is available in current contact set

By default, GoldMine grants access to a field view for all contact databases. Remove the check corresponding to this option to disable access to the field view in the currently open database.


Adding a Display Field

Once you set up a field view from the Field Views dialog box, you can add fields to the view.

To add fields to a field view:

From the Fields tab, display the Fields local menu. The Fields local menu lists each field view available in the currently open contact database.

Select the newly created field view. The new field view appears in the Fields tab. Since no fields have been defined for the field view, the field view display appears blank.

The empty field view display area is where you place your own user-defined fields. Custom user fields are laid out in a “What-You-See-Is-What-You-Get” (WYSIWYG) format. You can place a field in any location within the field view, and GoldMine displays the field in that location.

Each display field consists of two parts:

•	Field label: appears on the left side of the display field, and contains the field label, and appears exactly as entered; that is, GoldMine accepts the entry as literal text.

•	Field value: appears on the right side of the display field, and contains either a typed value from the contact database, or an xBase expression. GoldMine allows you to edit the typed value, but you cannot edit an xBase expression value.

To add a new field to the field view:

From the Fields local menu, select New Field. GoldMine places a new display field in the upper left corner of the field view.

You can use either the mouse or arrow keys to move the new field into position on the field view display. If the field is moved to an area occupied by another field, the color of the field changes from white to red. If you release the new field in a location that overlaps a previously placed field, GoldMine removes the new field.

When you are satisfied with the location of the field, either double-click on the field, or press [Enter]. The Field Properties dialog box appears.

The Field Properties dialog box contains the following options:

Global Label

Specifies label text that identifies the field data. GoldMine uses the text in the Global Label field, unless you have specified a value in the Local Label field. Global Labels appear consistently throughout all contact databases. If you would like to use a different label for this field in each contact database, use the Local Label field to store the label text.

Local Label

Specifies the text of a primary field label for the current contact database only. This option allows you to specify different label text for the primary field in different databases.

Because GoldMine stores Local Labels in record number 1 in each contact database, the following limitations apply:

Local labels can be used only with fields, not expressions.

Local labels can be used only with character fields.

Length of the local label can be only as long as the length of the field
being labeled.

Position

Specifies the order by which you can tab through the fields for editing. This order may or may not correspond to the actual location of a field in the field view.

Typically, [Tab] is used to edit multiple fields on a field view, GoldMine moves through the edit fields in a column then row sequence, allowing you to edit all the fields that start in the first column on the view, then the second, etc. By assigning each field a Position, you can specify the order that you will tab through the fields.

View Fields

Displays the Fields of View: [field view name] dialog box, from which you can see the positions of fields in the current field view.

Field Name

Name of the field you want to display and edit. GoldMine allows you to use any CONTACT2.DBF field within a field view. This data option is mutually exclusive from Expression; that is, you can only select one of the two data display options for the field.

Fields

Displays the User Defined Fields dialog box, in which you can select from a listing of available fields.

Expression

Specifies an dBase expression that is evaluated to produce a result that appears in the field. The value resulting from the expression cannot be edited. If the expression cannot be evaluated, GoldMine displays Expression Error in the field data portion of the display field.

To add plain text to the field view, use this field to specify the display text in quotes, and set Label Size to 0. One use for a display field is for a “heading” in a view.

Label Size

Specifies the length of the label that appears on the left side of the display field. This value is measured in characters. Increasing this value increases the label area of the display field. To create a display field without a label, set Label Size to 0. One use for a display field is for a “heading” in a view.

Field Size

Specifies the length of the field assigned to displaying data that appears on the right side of the display field. This value is specified in characters. Increasing this value increases the data area of the display field.

Row (y)

Specifies the row number in the field view where the field appears. Changing this value repositions the underlying display field. GoldMine moves the field to the specified row, so you can see where the field appears before committing to the values in the Field Properties dialog box.

Column (x)

Specifies the column number in the field view where the field appears. Changing this value repositions the underlying display field. GoldMine moves the field to the specified column, so you can see where the field appears before committing to the values in the Field Properties dialog box.

Once you have specified these parameters, select OK. GoldMine saves the field definition, and updates the display immediately to show how the new field will look in the field view. To add another display field to the field view, select New Field from the Field local menu.


Editing a Display Field

To change a field that has already been placed on a field view, double-click on the field label while holding down [Ctrl]. GoldMine redisplays the field surrounded by a border.

To modify the settings of a field, double-click on the field. The Field Properties dialog box appears.

To position the field in its new location without displaying the Field Properties dialog box, double-click on the field while holding down [Ctrl]. You can then use either the mouse or press arrow keys to move the field to another position in the field view.


Designing Expanded Profiles

GoldMine provides two display types for profiles:

•	Profiles tab

•	User-defined profile folder

Any user with Master-Rights can design an expanded profile that adds details to the standard profile. For example, an office supply store might want additional details about the computers and peripherals used by a client business. An expanded profile can provide up to eight additional fields in which the office supply sales representative can store quantitive information about computer hardware or other supply preferences, such as laser printer paper brand, diskette sizes and brand, etc.

Any user granted access rights can display an expanded profile either from the standard Profiles tab, or from a user-defined profile. GoldMine reserves the third and fourth banks of the contact record tab bar for up to 18 optional user-defined tabs. Any or all of these tabs can be assigned to hold expanded user-defined profile tabs.

A user-defined profile tab looks like any other tab in GoldMine because you can define:

•	Tab with optional label and hot key

•	Up to eight field labels per profile

•	Reference values for each field


Selecting a Profile

You must select a standard profile as the basis of an expanded profile. You can set up an expanded profile from an existing profile or by creating a new profile.

Note: To create an expanded profile from a new profile, you must first define the standard profile.

To set up an expanded profile from a standard profile:

In the Profiles tab of the active contact record, select a listed profile, then display the Profile local menu. Select Properties. The Profile Properties window appears. The actual title of the window shows the profile type you selected; for example, Product Interests or Computer Type. By default, GoldMine displays the Profile tab.

Note: You can also access the Profile Properties window by selecting a profile in the contact record, then double-clicking on a profile record listed in the Profiles tab.

As shown in the figure above, the Profile and Reference entries from the selected profile record appear in the Profile tab. You cannot change the Profile value, which appears in a dimmed field. However, you can change the Reference entry—press [F2] to access a lookup window in which you can add, edit, or delete values.


Setting up Tab and Field Labels

Once you have defined the Profile, select the Setup tab.

The Setup tab contains the following options:

Field1–Field8

Defines up to eight field labels. To the right of each field label, bracketed information shows the length of the field, and the default purpose for the field. For example, [2,State] indicates that the field can contain a two-character entry and the intended purpose of the field is for a state entry, such as CA. While the field length may present limitations, you can use any field as best fits your needs.

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

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

•	Profile name

Tab Name

Title that appears on the tab. While the title can contain up to 15 characters, only a maximum of seven characters can be seen on the tab.

Note: GoldMine orders the tabs alphabetically. If you want to order tabs differently, place a number at the beginning of the tab name. The number does not appear on the tab, but determines the position of the title in the bank. For example, if you want the Hobbies tab to appear before the Automobile tab, type 1Hobbies in the Tab Name field.

To designate a hot key for the tab, type & before the letter of the tab name. For example, if you want to press [Ctrl]-[H] to access the tab for Hobbies, type &Hobbies in this field. The hot-key letter can appear anywhere in the tab name.

Note: If you do not want a name to appear on a tab, type two asterisks (**) in this field. The tab remains blank.

Save Tab column positions

Allows you to change any modified column dimensions in either the standard Profiles tab or the expanded profile tab. For example, if you have the entries in the Reference column of the Profiles browse window typically appear truncated or “cut off,” you can use your mouse to move the Reference column boundary to allow more room in that column. By selecting this option, the column remains at the new size until changed again.

When done, select the Details tab to create field values, or references, for the custom profile. A prompt asks:

USER, would you like to save the new field labels?

Select Yes.

Other Topics:

Adding Details to a Profile


Customizing GoldMine Settings

You can create custom files to add or modify GoldMine features. Some GoldMine settings are defined in a special text file known as an initialization file, or .INI file. The following files can add or change functionality in GoldMine:

•	GM.INI: changes settings for all users working from an installed copy of GoldMine

•	username.INI: changes settings for one user working from an installed copy of GoldMine

•	PREDIAL.INI: changes settings for the autodialer to recognize different length telephone numbers; for example, local calls to a different area code, and long-distance calls

•	LOOKUP.INI: updates GoldMine fields based on data in other fields, and runs applications based on records entered

•	Web data import file: similar to an .INI file, this file contains contact data captured from a Web site on the Internet, and instructions for how to handle the data

The username.INI—where username represents the name entered in the Username field of the GoldMine banner display—controls settings for one user that cannot be set from the menus in GoldMine. GoldMine places username. INI in the GoldMine directory, or whatever directory in which GoldMine resides—see “Installing GoldMine” in the User’s Guide.

GoldMine automatically generates some username.INI settings. You can add new command statements to username.INI, or modify existing commands. Username.INI organizes commands in a format similar to the following example:

[Section]

Setting=x

where the section name always appears in brackets and (x) represents the value of the designated setting. Be sure to place each new command in the correct section of username.INI. However, the order of statements within a section does not affect proper execution.

You can open the username.INI file in one of two ways:

•	From Windows Explorer, double-click on username.INI. Windows will start Notepad and open the username.INI file.

•	From a text editor, such as Notepad, select File|Open. The Open dialog box appears. In the Look in field, select the directory in which you installed GoldMine. In the Open field, type username.INI; for example, JOHN.INI. To open the file, select Open.

This section contains command statements for the username.INI file for customizing:

•	GoldMine path settings

•	Menu links to custom help files and other Windows applications

•	Compensating for time zone differences when synchronizing

•	Modem and dial settings

•	Settings to set up and complete message activities

•	Access to macros of another user

•	Title bar display

•	Sort capabilities for dBASE files

Note: For best results, make a backup of your .INI file before adding or changing any settings, and change only settings exactly as described in the online Help topics. If you need to make changes not discussed in the online Help, contact GoldMine Software technical support.


Customizing Path Statements

You can change path settings in username.INI to point to new destinations for the following GoldMine files:

•	Linked documents to include when performing remote synchronization with GoldSync or another GoldMine site.

•	Transfer sets received from a remote GoldMine site.


Adding a Path for GoldSync to Find Linked Documents

If you want to specify additional drives for GoldMine to search for linked documents, you can add drive(s) in username.INI to point to the new location(s).

[Sync]

Place the following setting in the [Sync] section of username.INI.

ALTDrives=drive letter designations

Points to one or more drives that GoldMine will search for linked documents to be placed or stored when performing synchronization with the remote site.

Example: ALTDrives=CDE


Adding a Destination Path for a Transfer Set

[CommSync]

Place the following setting in the [CommSync] section of username.INI.

LastRecvPath=path

Points to the last destination used to place a transfer set received from the remote GoldMine site PC during synchronization.

Example: LastRecvPath=C:\GOLDMINE\RECVXFER


Adding Options to GoldMine Menus

You can add options to GoldMine menus to perform the following:

•	Access custom GoldMine Help files

•	Start other Windows applications while running GoldMine


Adding Custom Help Files

You can customize the GoldMine Help menu to list additional GoldMine-related help files. This feature is controlled by an entry in the username.INI file, where username is the login name of the GoldMine user whose Help menu will be customized.

Note: Before adding the command statement to username.INI file, be sure to copy the custom help file (extension .HLP) into directory where GoldMine is located; for example, C:\GOLDMINE.

[HelpMenu]

Place the following setting in the [HelpMenu] section of username.INI.

Opt(x)=&menu text,path\helpfile.hlp

Adds an option to the Help menu to open a custom help menu for GoldMine.

Each of the italicized variables is described below.

x

represents a custom help menu title number from 1–9. The Help menu can contain up to nine custom menu options. The first option added must be numbered Opt1 and the numbering must continue in ascending sequence; that is, Opt2 must be added before you can add Opt3. GoldMine will not add an option numbered out of consecutive sequence.

&Menu Text

Title to appear on the Help menu for the custom help menu. To designate an optional hot key, start the menu option with an ampersand (&). For example, to assign the key sequence [Alt]-[L] to the custom menu option Linking Docs, type &Linking Docs. The menu option appears with the hot key letter underlined, that is, the title Linking Docs indicates that the hot key sequence is [Alt]-[L].

path

Points to the location of the GoldMine directory that contains the GoldMine file.

Example
C:\GOLDMINE\

helpfile.hlp

Names the custom help file that GoldMine will open; for example, LINKDOC.HLP.

Example:
Opt1=&Linking Docs C:\GoldMine\LINKDOC.HLP

will add title Linking Docs to GoldMine’s Help menu. Select Help|Linking Docs to open the help file LINKDOC.HLP.


Customizing a Menu to Run Other Applications

You can add a command statement to GoldMine’s Main Menu to start other Windows programs while GoldMine is running. Because Windows 95 is multitasking, that is, can run more than one application at a time, you can simultaneously run GoldMine and other applications, such as a word processor. This feature is controlled by an entry in the username.INI file, where username is the login name of the GoldMine user whose Main Menu will be customized.

[FileMenu]

Place the following setting in the [FileMenu] section of username.INI.

Optx=&menu text,path\filename.exe,,y

Adds an option to the specified menu to start another Windows program and load a file created by that program.

Each of the italicized variables is described on the following page.

x

represents a custom menu option number from 1–9. The specified menu can contain up to nine custom menu options. The first option added must be numbered Opt1 and the numbering must continue in ascending sequence; that is, Opt2 must be added before you can add Opt3. GoldMine will not add an option numbered out of consecutive sequence.

&menu text

Title to appear on the specified menu for the custom menu option. To designate an optional hot key, start the menu option with an ampersand (&). For example, to assign the key sequence [Alt]-[E] to the custom menu option, type &e. For example, to assign the key sequence [Alt]-[E] to the custom menu option Edit DEMO.DOC, type &Edit DEMO.DOC. The menu option appears with the hot key letter underlined, that is, the title Edit DEMO.DOC indicates that the hot key sequence is [Alt]-[E].

path

Points to the location of the application.

Example
C:\GOLDMINE\

filename.exe

Names the application that GoldMine will start when the user selects the custom menu command.

Y

Parameter that designates the menu in which the custom command will appear. Select one of the numbers to place the command under the corresponding menu:

1	File	5	Schedule
2	Edit	6	Complete
3	View	7	E-mail
4	Query	8	Tools
The following example shows a statement to add a custom command option to GoldMine’s Tools menu.

Example:

Opt1=R&un app,C:\apps\application.exe,,8

Adds the title Run app to the top, or first position, of the Tools menu. The hot-key is u.


Adjusting Elevator Bar Tracking

You can adjust the maximum range of the elevator bar in browse windows. Increasing the tracking can improve tracking accuracy when working with larger databases. Conversely, in some situations, you may want to disable tracking.

[GoldMine]

Place the following setting in the [GoldMine] section of username.INI.

MaxThumbTrack=number of records

Specifies the range of records that can be scrolled. The default is 1,000 records.

Example: MaxThumbTrack=5000

will increase the number of records that can be scrolled to 5,000.

To disable tracking, enter the following command statement:

MaxThumbTrack=0


Turning on Alarms as the Default Setting

[GMAlarm]

Place the following setting in the [GMAlarm] section of username.INI.

OnByDefault=record types

sets GoldMine to turn on alarms as the default setting for specified activity record types.

Example: OnByDefault=AC

will turn on alarms for appointments (A) and calls (C) by default.


Playing a Sound during Alarm Display

[GMAlarm]

Place the following setting in the [GMAlarm] section of username.INI.

PlaySound=filename.WAV

sets GoldMine to play the specified .WAV sound file when any alarm appears.


Compensating for Time Zones

To set GoldMine to compensate for time zone differences between remote sites when synchronizing, enter the following command statement in username.INI:

[Sync]

Place the following setting in the [Sync] section of username.INI.

GMT=+/- number of hours difference

Sets the local offset to Greenwich Mean Time so that GoldMine can accommodate different time zones when creating and retrieving transfer sets.

When connecting directly with another GoldMine or GoldSync site via the modem, GoldMine will automatically account for the time difference between local time and the time in the remote system’s location.

Example: GMT=8

is the setting for the Pacific time zone (which includes California)


Setting a Beginning Date for Sync Records

You can set the number of days back from the current date that GoldMine will search for history records to include in a transfer set.

[Sync]

Place the following setting in the [Sync] section of username.INI.

HistoryGoBackDays=number of days

Specifies the number of days back for GoldMine to search for history records to include in a transfer set. By default, GoldMine will include history records created up to 45 days prior to the current date.

Example: HistoryGoBackDays=60


Searching for Records with International Format Phone Numbers

You can disable searching by telephone numbers in the USA format when working with the Contact Listing.

Note: GoldMine will only use the USA format as the default setting for telephone numbers if the United States has been selected in the Windows 95 regional settings.

[FindObj]

Place the following setting in the [FindObject] section of username.INI.

FindUSAPhone=0

Disables the default setting in the Contact Listing to search for telephone numbers in the USA format.


Customizing Modem and Dial Settings

Settings for your modem and dialing preferences are set in Windows Control Panel. However, depending on your hardware and telephone system, you might need to enter special settings to use the modem in your PC to dial a pager. You can enter command statements in username.INI to configure modem settings for:

•	COM port to which the modem is connected

•	Baud rate at which your modem will send and receive data

•	Initialization string for the modem

•	Bypass modem initialization response (OK) before dialing

You can enter command statements in username.INI to configure the dialing settings for:

•	Number sequence needed before dialing a telephone number

•	Local area code of the user

•	Pause interval after dialing a telephone number

•	DDE request to dial a telephone number

•	Viewing the last number dialed to perform remote synchronization

You can further configure GoldMine with a custom PREDIAL.INI file so that the autodialer recognizes different length telephone numbers; for example, local calls, local calls to a different area code, and long-distance calls.


Modem Settings

[Modem]

Place the following setting in the [Modem] section of username.INI to configure communications to a pager.

ComPort=port number

Identifies the COM port number from 1–4 to which the modem in your PC is connected.

Example: ComPort=1

identifies COM1 as the port to which the modem is connected.


Dial Settings

[Modem]

Place any of the following settings in the [Modem] section of username.INI to configure communications to a pager.

Pause=yes/no

Sets the modem to pause after dialing a telephone number. This is a binary command; that is, this command statement either sets to modem to pause (1) or does not require the modem to pause (0).

Example: Pause=0

will not require the modem to pause after dialing a telephone number.

DDEDial=&Dial,app identifier,[dde command(“y”)]

&Dial

Places the DDE command in the Edit|Dial Phone menu sequence.

app identifier

Name of the program that you want to open. This name is an identifier associated with the registration database entry for the program. GoldMine will execute the program specified in the command field of this registration entry.

[dde command(“y”)]

When the specified program starts, GoldMine will attempt to establish a DDE conversation with the program. GoldMine will use the application and topic name from the Open section of the registration entry to establish the conversation. If a conversation can be established, GoldMine will execute a DDE request using the command specified as the DDE item.

For example: [FileOpen(“Doc1.Doc”)]

will open the DOC1.DOC file in Word 6.x or Word 7.0 for Windows.

Other Topics:

Autodialer Settings


Autodialer Settings

You can set up GoldMine’s autodialer to recognize different types of telephone numbers, prefixes, and suffixes by creating an exception list in a PREDIAL.INI file. An exception list provides a set of conditions that GoldMine will check when processing telephone numbers formatted for the U.S. For example, you might need to set up your autodialer to recognize different types of telephone numbers, such as local and long-distance. Upon finding a match to specified conditions, GoldMine will process telephone numbers according to the formatting entered for the condition.

Using a text editor, such as Notepad, create the file PREDIAL.INI in the same directory as the GoldMine program.

PREDIAL.INI has three component sections that can be either used indepently of each other, or in conjunction.

[City]

Place the [City] section at the beginning of the PREDIAL.INI file. Place the following setting in the [City] section of PREDIAL.INI.

city, state=dialing prefix

Stores the city and telephone number prefix assigned to local calls.

For example:

[City]
Cincinnati,OH=0-513
Springfield,IL=0-513

dials the number as a prefix when GoldMine finds a city match.

[Prefix]

After checking the [City] section, GoldMine will search the [Prefix] section of PREDIAL.INI. Place the following settings in the [Prefix] section of PREDIAL.INI.

area code+prefix=dialing prefix

Determines whether GoldMine will dial a specified number as local or long-distance. The area code and dialing prefix can each be three digits. A hyphen must be used to separate the area code and the dialing prefix; for example, 310-454.

Command statements can be entered for GoldMine to treat

All telephone numbers in an area code as long-distance except for one prefix in the specified area code	(area code)=1- (area code)-(prefix)=
All telephone numbers in an area code except those prefixes that start with a specified number	(area code)-x=1-
Example 1
805=1-
805-498=

Sends a 1- in front of all telephone numbers in the (805) area code except for those numbers with a 498 prefix; that is, 498-xxxx.

Example 2
805-4=1-
805-5=1-

Sends a 1- in front of only those telephone numbers in the (805) area code with a prefix starting with a 4 or 5; that is, both (805)-4xx-xxxx and (805)-5xx-xxxx.

[Suffix]

After checking the [Prefix] section, GoldMine will search the [Suffix] section of PREDIAL.INI. Place the following settings in the [Suffix] section of PREDIAL.INI.

area code=dialing suffix

or

Field=GoldMine field
Field value=dialing suffix

Assigns a suffix to all telephone numbers in a specified area code if GoldMine finds matching records. If not, GoldMine will search for a Field= entry, where field value represents a possible value in GoldMine field. GoldMine will search the currently displayed contact record for a match to the suffix string.

Example 1
310=,,,1005

sets GoldMine to pause after dialing for three seconds, then will dial 1005 only when dialing the (310) area code.

Example 2
Field=contact2->userfdef01
Personal=,,,,1501

sets GoldMine to dial the suffix command only if contact2->userdef01 contains the value Personal.


Adding a Signature to Internet E-mail

You can configure GoldMine to attach a signature file to all Internet e-mail messages. The signature file is a text file that contains special information about you, your organization, telephone number, quotations, or any other text.

To set GoldMine to attach a signature file to an Internet e-mail message, enter the following command statement in username.INI:

[Internet]

Place the following setting in the [Internet] section of username.INI.

SigFile=filename

where filename is the path and name of the text file containing your signature information.


Decoding Encoded MIME Attachments

You can set GoldMine to automatically decode any UU-encoded MIME attachments in incoming Internet e-mail messages.

[Internet]

Place the following setting in the [Internet] section of username.INI.

UUEncodeScan=1

Automatically decodes UU-encoded MIME attachments to e-mail messages retrieved from the Internet.


Requiring a Password for Web Import Files

You can protect the Web import process with passwords, so that only authorized incoming instruction files may be imported. This can prevent unauthorized parties from sending you e-mail messages, and flooding your GoldMine system with unwanted data. When the [WebImpPassword] section exists, an import instruction file must contain a Password= entry under an [Instruction] section that matches one of the passwords defined under [WebImpPassword]. If a password is required, the instruction file will not be processed if the incoming instruction file does not contain a password, or the incoming instruction file contains and invalid password.

To require a password, create a [WebImpPassword] section in the GM.INI file. The [WebImpPassword] section contains a password list to test against.

[WebImp Password]

Place the following setting(s) in the [WebImpPassword] section of GM.INI

Passwordx=value

where x represents the number of the password, requires the specified password(s) to be processed. The password can consist of up to 20 alphanumeric characters.

Each instruction file can contain only one password; that is, the only allowed instruction is Password=. However, the [WebImpPassword]section can contain multiple passwords, numbered from Password1 through Password999.

Example 1 includes a password list.

Example 1

[WebImpPassword]
Password1=Yankee
Password2=Doodle
Password3=WentToTown

The following example shows a short instruction file containing a password.

Example 2

[Instructions]
Password=Doodle
DupCheck1=Contact
OnNewSendEmail=JON, NEW, Prospect requesting information

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
email=jferrara@goldminesw.com

Other Topics:

Capturing Web Data


Creating a History Record for MS Mail

You can configure GoldMine to create a history record after sending an MS Mail message.

To set GoldMine to create a history record for an MS Mail message, enter the following command statement in username.INI:

[GoldMine]

Place the following setting in the [GoldMine] section of username.INI.

MSMailHistory=1

places a record of the message in the History tab. To prevent GoldMine from creating a history record for the MS Mail message, use the value 0 instead of 1.


Updating GoldMine Fields

You can define conditions to update GoldMine field data based on data in other fields in a LOOKUP.INI file. You can set GoldMine to update:

•	Automatically when contact records are created

•	Automatically when data is entered in one or more specified fields

•	When triggered as an Automated Process event

You can also configure GoldMine to launch an external application when records are added or edited.

Each section in LOOKUP.INI contains instructions for one field that you want GoldMine to update. For example, the [City] section will contain update instructions for the City field. The section can contain three types of instructions:

•	Lookup instructions

•	Results of the process and updated values

•	Optional settings

Other Topics:

Defining Lookup Instructions

Example of a LOOKUP.INI File


Defining Lookup Instructions

[Field Name]

Place the following settings in the [Field Name] section of LOOKUP.INI.

Lookupx=field name
field value=y

Each of the variables is described below.

Lookupx

specifies the instruction number.

field name

specifies the field that contains the values GoldMine will compare to perform the update.

field value

specifies the field name entry that GoldMine will use as the match criterion.

Y

specifies the value that GoldMine will enter in [field name] when a match is found.

Multiple field values can be listed below Lookupx=field name. When GoldMine finds one of the match criteria, [field name] will be updated as specified in field value=y.

For example:

[uSalesRep]
Lookup1=State
CA=John Doe
NY=Chris Jones
Otherwise=Jim Short
Overwrite=1

In the above example, [uSalesRep] specifies that GoldMine will update the SalesRep field. Lookup1=State sets GoldMine to perform the lookup based on values in the State field. GoldMine will update the SalesRep field with John Doe in all records with a State entry of CA; GoldMine will update SalesRep to Chris Jones in all records with a State entry of NY. The condition Otherwise=Jim Short will update the SalesRep field with Jim Short in all records with any State entry other than CA or NY.

By default, GoldMine will update only fields that contain no value (that is, fields that are empty). To set GoldMine to update all fields, whether or not they contain data, include the command Overwrite=1.

Using dBase Expressions

To create Lookup instructions with the greatest flexibility, you can use dBASE expressions for both Lookup values and the result values.

For example:

[uSalesRep]
Lookup1=substr(contact1->phone1,2,3)
310=Jon Doe
212=Chris Jones
714=contact1->key1

updates the SalesRep field with the entry John Doe in records in which the Phone1 entry has an area code of 310. GoldMine will update SalesRep to Chris Jones in records in which the Phone1 entry has an area code of 212. GoldMine will update SalesRep with the value in the Key1 field in records in which the Phone1 entry has an area code of 714.

Setting up Multiple Lookup Expressions

You can use multiple Lookup expressions within a section. Multiple Lookup expressions allow GoldMine to continue looking for matching entries when the first-listed expression(s) do not locate a match. In multiple Lookup expressions, the number placed after Lookup—such as Lookup1, Lookup2, etc.—indicates the order in which GoldMine will perform the search.

Example 1

[uSalesRep]
Lookup1=substr(contact1->phone1,2,3)
Lookup2=state
310=John Doe
212=Chris Jones
619=Jenny Smith
CA=Bob Martinez
Otherwise=&UserFullName

first updates the SalesRep field based on listed values in the Phone1 field. For records in which no match is found, GoldMine will look for a match in the State field; in those records in which the State entry is CA, GoldMine will update the SalesRep field with Bob Martinez. For records that do not match the two Lookup conditions, the condition Otherwise=&UserFullName will update the SalesRep field with the full name of the currently logged user.

Example 2

[uSalesRep]
Lookup1=left(contact1->zip,3)
902=Tom
903=Dick
904=Harry

Lookup2=left(contact1->zip,1)
9=Tom
Otherwise=n/a
Overwrite=1

first updates the SalesRep field based on ZIP code entries. GoldMine will update the SalesRep field with the entry Tom in records with a Zip field entry that starts with 902; GoldMine will update SalesRep with Dick in records with a Zip field entry that starts with 903. GoldMine will update SalesRep with Harry in records with a Zip field entry that starts with 904.

For records that do not have values that match the three criteria, GoldMine will update records based on the first digit in the Zip field. In records in which the first digit in the Zip field is 9, GoldMine will update the SalesRep field with Tom. In records that do not have values that match the two Lookup conditions, the condition Otherwise=n/a will update the SalesRep field with n/a.

The command Overwrite=1 sets GoldMine to update all fields, whether or not they contain data.


Performing Field Updates Automatically

You can configure GoldMine to update fields automatically when a user either:

•	Creates a contact record

•	Enters data in specified fields by including the [AutoUpdate] section in LOOKUP.INI

Updating Fields upon Record Creation

You can configure GoldMine to update one or more fields automatically when a user creates a contact record by including the following statement in the [AutoUpdate] section in LOOKUP.INI.

[Auto-Update]

Place the following setting in the [AutoUpdate] section of LOOKUP.INI.

NewRecord=field(s)

will update the field when a user creates a contact record.

Example 1

[AutoUpdate]
NewRecord=Key1

will update the Key1 field whenever a contact record is created. To specify the value to appear in the Key1 field, add a [Key1] section to LOOKUP.INI.

Example 2

[Key1]
lookup1=&username
JDOE=John Doe

will place the full name of user JDOE in the Key1 field.

Example 3

[URep]
Lookup1=State
CA=Jon
NY=Mike
Otherwise=Mark

will update the Rep field in every new contact record with Jon when the State entry is CA, with Mike when the State entry is NY, and with Mark for any other State entry.

Updating Fields upon Data Entry

You can configure GoldMine to update fields automatically when a user enters data in specified fields by including the [AutoUpdate] section in LOOKUP.INI.

[Auto-Update]

Place the following setting(s) in the [AutoUpdate] section of LOOKUP.INI.

field a=field b

will update field b when a user types a value in field a.

For example:

[AutoUpdate]
State=uSalesRep
Zip=Key5

will update the SalesRep field as soon as a user types a value in the State field, and will update the Key5 field as soon as a user types a value in the Zip field.

You can set GoldMine to update multiple fields when a user types a value in one field.

For example:

[AutoUpdate]
State=uSalesRep,Key1

will update both the SalesRep field and the Key1 field when a user types a value in the State field.

Other Topics:

Example of a LOOKUP.INI File


Defining Field Updates as an Automated Process
Defining Field Updates as an Automated Process™

You can configure GoldMine to update fields as specified in an Automated Process™. You can set up updates to multiple fields by immediately triggering subsequent events. You can place subsequent immediate events to cause a “chain effect” of updating fields based on data that GoldMine looked up in previous events.

Other Topics:

Example of a LOOKUP.INI File


Launching Applications when Records are Created and Edited

When you add and edit GoldMine records, you can automatically launch external applications so that further processing can occur outside of GoldMine as soon as GoldMine updates the data.

[OnNewRun] allows you to set up external applications for each type of contact-related record, while the [OnEditRun] launches applications when a record is changed. Records in the following files can be considered by the [OnNewRun] and [OnEditRun] sections: Contact1, Contact2, Cal, ContHist, and ContSupp. In addition, specific record types in Cal, ContHist, and ContSupp can be set up to launch different applications.

The following example shows [OnNewRun]:

[OnNewRun]
Cal-S=SaleCApp.exe
Cal-C=CallCApp.exe
Cal=CalApp.exe

ContHist-S=SaleHApp.exe
ContHist-CI=InCallHApp.exe
ContHist=HistApp.exe

ContSupp-P=ProfileApp.exe
Contact1=NewContact.exe

Otherwise=AnyApp.exe
AppendRecNo=1
DisableFromAP=1

You can specify  entries under [OnNewRun] and [OnEdtRun] for each contact-related record and record type. For the specified table, GoldMine first checks for a specific RecType entry,  then for a general table entry that is not suffixed with a RecType. For example, when a sale is completed, GoldMine  first checks for an entry named ContHist-S=. If there is no ContHist-S=, GoldMine checks for the general ContHist= entry. If there is no general ContHist= entry, GoldMine checks for the Otherwise= catch-all entry.

AppendRecNo=1 instructs GoldMine to append the RecNo of the new record to the command line, so the completed incoming call from the above example will launch a command like "InCallApp.exe 1234" (where “1234” is the record number of the completed record in the ContHist file). With this entry, you can use a DDE command to query GoldMine for the new record's data.

DisableFromAP=1 instructs GoldMine to disable the [OnNewRun] options if an activity is processed by Automated Processes.

Otherwise= entry is suffixed with the File+RecType, such as “AnyApp Cal-A 1234".

When a contact record is created and the [AutoUpdate] NewRecord option is specified, that option is executed first so the resulting updates can be used by a subsequent [OnNewRun] Contact1=NewContact.exe entry.

Other Topics:

Example of a LOOKUP.INI File


Example of a LOOKUP.INI File

The following example shows a complete LOOKUP.INI file:

[AutoUpdate]
NewRecord=Key1
State=uSalesRep, Key1
Zip=Key5

[uSalesRep]
Lookup1=substr(contact1->phone1,2,3)
Lookup2=state
310=Jon Doe
212=Chris Jones
619=Jenny
CA=Chris Jones
Otherwise=&UserName
Overwrite=1

[Key5]
Lookup1=left(contact1->zip,3)
902=East
903=West
904=South

Lookup2=left(contact1->zip,1)
9=Nowhere
Otherwise=n/a
Overwrite=1


Capturing Web Data

GoldMine users can set up pages on the World Wide Web to collect a variety of contact information from interested visitors. To use the data in GoldMine, you must create a Web import file that includes instructions for how to handle the data.

Once the information is submitted, a small Common Gateway Interface (CGI) script can format the data into an Internet e-mail message, which can then be sent to a designated recipient. When retrieving the e-mail message, GoldMine will recognize the import instructions, and create a contact record with all the data captured from the Web page.

Combining the Web import feature with GoldMine’s Automated Processes can completely automate capturing and responding to leads. Automated Processes can be initiated automatically, and e-mail messages can be sent to GoldMine users alerting them of the incoming contact data.

You do not need a high level of gateway script knowledge to implement the GoldMine Web import feature. The simplest way to begin would be to contact your Web administrator and provide him with the sample HTML and Perl script. The Web administrator will know how to integrate the HTML and Perl script into your existing Web site. Writing and modifying scripts requires some programming expertise that is not covered in this material. There are many sources for getting started with CGI scripts available on the Internet, and in bookstores.

Note: GoldMine Software technical support cannot provide support for creating or maintaining HTML code or CGI scripts.


Setting up the Web Import Files

GoldMine’s Web Import Gateway consists of three components:

•	Web form

•	Common Gateway Interface (CGI) script

•	GoldMine’s Internet e-mail reader

To work with GoldMine’s Web Gateway, you must work with two files that need to be modified to fit the conventions of your Web server:

WEBIMPORT.HTML

WEBIMPORT.PL (Perl script)

Place WEBIMPORT.HTML in the directory where you maintain your HTML files. You will need to modify the HTML file to specify the directory location of the Common Gateway Interface (CGI) directory on your server.

Place WEBIMPORT.PL in the CGI directory.

Note: CGI/Perl scripts are not kept in the same place on all servers. If you are unsure where to place WEBIMPORT.PL, ask the Webmaster.

The following example is the HTML call to the CGI script based on our server setup, and assumes that the CGI directory is located under the main HTML directory.

<FORM METHOD=POST ACTION="http://www.goldminesw.com/cgi/gmweb2.pl">


Creating the Web Form

The Web form is an HTML document that collects information. The Web form allows users to enter text, and make choices from check boxes, radio buttons, and selection lists. You can design forms that meet your own requirements by combining these input types. A sample HTML form is shown below. This form may be used as is or modified. Note that the name of the fields in your form must be the same as the names used in GoldMine’s databases.

Example of an HTML Form

The following example shows an HTML file using a form:

<!----The following is an example of an HTML file using a form---->

<HTML>
<HEAD><TITLE>GoldMine Software Corporation - Online Registration</TITLE></HEAD>
<BODY BGCOLOR="#008080" Text="#FFFFFF" LINK="#000000" VLINK="#FF8900">
<BASEFONT SIZE=3>

<!------This is where the table layout begins------->
<TABLE BORDER=3>
<TR>
<TD><FONT SIZE=+3>GoldMine Software Corporation</FONT></TD>
</TR>
<TR>
<TD><FONT SIZE=+2>Online Registration Form</FONT></TD>

</TR>
</TABLE>
<!------This is where the table layout ends------->

<P>

<B>

<CENTER>To register your copy of GoldMine, please fill out the following form.</CENTER>

<CENTER>Your registration number is located on the registration card and the first page of the GoldMine manual.</CENTER>

<HR>

<!------This is where the form layout begins------->

<!------The line below references the PERL script------->
<FORM METHOD=POST ACTION="http://www.goldminesw.com/cgi/webimp.pl">

<!------The line below references an HTML page, created separately, that will appear once the message has been sent------->
<INPUT TYPE="hidden" Name="thankURL" value="thankyou.htm">

<!------Replace "yourname@yourname.com" in the line below with the E-Mail address where you want to receive the results of this form------->
<INPUT TYPE="hidden" NAME="email_to" value="yourname@yourdomain.com">

<DT>GoldMine Serial Number

<DD>

<INPUT NAME="cs1_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs1_Contact" TYPE="hidden" VALUE="Serial Number">
<INPUT NAME="cs1_ContSupRef" TYPE="text" SIZE="15" MAXLENGTH="15">

<BR>

<DT>Number of Licenses

<SELECT NAME="Key1">
<OPTION VALUE="Gold 01/Single User">Single User
<OPTION VALUE="Gold 05 Net">5 User Network
<OPTION VALUE="Gold 10 Net">10 User Network
<OPTION VALUE="Gold 10-25 Net">10 - 25 User Network
<OPTION VALUE="Gold 25-50 Net">25 - 50 User Network
<OPTION VALUE="Gold 51+ Net">51+ User Network
<OPTION VALUE="Gold Net Unknown">Not Sure
<OPTION SELECTED>Choose One
</SELECT>

<P>

<DT>Date of Purchase

<INPUT NAME="cs1_Country" TYPE="text" SIZE="35" MAXLENGTH="35" VALUE="MM/DD/YY">

<P>

<DT>Place of Purchase

<INPUT NAME="cs2_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs2_Contact" TYPE="hidden" VALUE="Place of Purchase">
<INPUT NAME="cs2_ContSupRef" TYPE="text" SIZE="35" MAXLENGTH="35" VALUE="">

<HR>

Ms. <INPUT TYPE="radio" NAME="Dear" VALUE="Ms.">
Mr. <INPUT TYPE="radio" NAME="Dear" VALUE="Mr.">

<DT>Name

<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="CONTACT">

<DT>Title

<DD><INPUT SIZE="30" MAXLENGTH="30" NAME="TITLE">

<DT>Company Name

<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="COMPANY">

<DT>E-Mail Address

<DD>
<INPUT NAME="cs3_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs3_Contact" TYPE="hidden" VALUE="Internet Address">
<INPUT NAME="cs3_ContSupRef" TYPE="text" SIZE="30" MAXLENGTH="30">

<DT>Address1

<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="Address1">

<DT>Address2

<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="Address2">

<DT>City

<DD><INPUT SIZE="26" MAXLENGTH="26" NAME="City">
<DT>State/Province

<DD><INPUT SIZE="3" MAXLENGTH="3" NAME="State">

<DT>Country

<DD><INPUT SIZE="20" MAXLENGTH="20" NAME="Country">

<DT>Zip/Postal Code

<DD><INPUT SIZE="10" MAXLENGTH="10" NAME="Zip">

<DT>Telephone Number (WITH AREA CODE)

<DD><INPUT SIZE="30" MAXLENGTH="30" NAME="Phone1" VALUE="(xxx)xxx-xxxx">

<DT>Fax Number (WITH AREA CODE)

<DD><INPUT SIZE="30" MAXLENGTH="30" NAME="Fax" VALUE="(xxx)xxx-xxxx">

<HR>

<DT>Contact Manager/PIM, if any, prior to purchasing GoldMine

<SELECT NAME="userdef05">
<OPTION VALUE="ACT!">Act!
<OPTION VALUE="Maximizer">Maximizer
<OPTION VALUE="TeleMagic">TeleMagic
<OPTION VALUE="Janna Contact">Janna Contact
<OPTION VALUE="Ecco">Ecco
<OPTION VALUE="Lotus Organizer">Lotus Organizer
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>

<P>

Computer Type:<BR>
<INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Desktop"> Desktop
<INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Laptop/Notebook"> Laptop/Notebook
<INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Desktop & Laptop/Notebook"> Both
<INPUT NAME="cs5_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs5_Contact" TYPE="hidden" VALUE="Computer Type">
<P>

<DT>Network Operating System

<SELECT NAME="userdef07">
<OPTION VALUE="LAN Man">LAN Manager
<OPTION VALUE="Novell">Novell
<OPTION VALUE="OS/2">OS/2
<OPTION VALUE="Pathworks">Pathworks
<OPTION VALUE="Win4WrkGrp">Windows 3.11 for Workgroups
<OPTION VALUE="Windows 95">Window 95
<OPTION VALUE="Windows NT">Windows NT
<OPTION VALUE="Windows NT 4.0">Windows NT 4.0
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>

<P>

Primary Business at your company:

<SELECT NAME="Key3">
<OPTION VALUE="Advertising">Advertising
<OPTION VALUE="Real Estate">Real Estate
<OPTION VALUE="Banking/Finance">Banking/Finance
<OPTION VALUE="Medical">Medical
<OPTION VALUE="Telecommunications">Telecommunications
<OPTION VALUE="Government">Government
<OPTION VALUE="Aerospace">Aerospace
<OPTION VALUE="Insurance">Insurance
<OPTION VALUE="Computer">Computer
<OPTION VALUE="Manufacturing">Manufacturing
<OPTION VALUE="Legal">Legal
<OPTION VALUE="Entertainment">Entertainment
<OPTION VALUE="Electronics">Electronics
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>
<P>
<DT>Where did you learn about GoldMine?

<SELECT NAME="Source">
<OPTION VALUE="Advertising">Advertising
<OPTION VALUE="Acquaintance">Acquaintance
<OPTION VALUE="Demo Disk">Demo Disk
<OPTION VALUE="Trade Show">Trade Show
<OPTION VALUE="Magazine Review">Magazine Review
<OPTION VALUE="Reseller">Reseller
<OPTION VALUE="Literature">Literature
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>
<P>

<DT>Comments

<TEXTAREA NAME="Notes" ROWS=4 COLS=72></TEXTAREA>

<P>

</DL>

<INPUT TYPE="submit" VALUE="Register">
<INPUT TYPE="reset" VALUE="Reset Form">
</FORM>
<!------This is where the form layout ends------->

<B>

</BODY>
</HTML>

How Forms Work

A Web form works in conjunction with a CGI script on a server to process the submitted information. When a person fills out a form and presses the submit button, the browser sends (or posts) the information in the form to the CGI script running on the server for processing. The CGI script processes the information passed from the browser to the server. The processed information can be sent back to the server, or, as with GoldMine’s Web import feature, sent via e-mail to a designated recipient.


Creating the CGI Script

The Common Gateway Interface (CGI) is the specified standard for communication between HTTP servers (Web servers) and server-side gateway programs. The CGI specifications define how data is passed from the server to gateway programs, and vice versa.

Gateway programs can be compiled programs written in languages such as C, C++, or Pascal, or they can be executable scripts written in languages such as Perl, TCL, and the other various shell programs. In fact, most gateway programs are Perl scripts, since they are easy to write and modify, and are transportable from machine to machine. The sample gateway script for the GoldMine Web import included in this section is a Perl script.

Sample Perl Gateway Script

#!/usr/local/bin/perl
# check for the POST method
if ($ENV{'REQUEST_METHOD'} eq 'POST')

{
  # How many bytes are we supposed to receive?
  read(STDIN, $buffer, $ENV{'CONTENT_LENGTH'});
  # make a list of keyword/value pairs
  @pairs = split(/&/, $buffer);
  # cycle through each pair and decipher the values
  foreach $pair (@pairs)

{
    # get the name/value pair strings
    ($name, $value) = split(/=/, $pair);
    # translate "+" to a space
    $value =~ tr/+/ /;
    # decipher ASCI hexidecimal escaped characters, if any
$value =~ s/%([a-fA-F0-9][a-fA-F0-9])/pack("C", hex($1))/eg;
# find profile/contsupp field names that begin with cs*_
if ($name =~ /cs\d_/)
  #add the profile/contsupp pair to a list keyed on the name of the variable
  {$csarry{$name} = $value;}
else {
  #add the basic field data pair to a list keyed on the name of the variable
  $contents{$name} = $value;

}

}

}
($mon,$day,$year) = split(m|/|,`/bin/date +%B/%e/%Y`);
$date = "$mon $day, $year";
$to = $contents{'email_to'};
&mailto;
&thankyou;

###############
## subroutines from here on down!
###############

sub thankyou {
print "Location: http://www.goldminesw.com/thankyou.htm\n\n";
exit;
}

sub mailto {
open (MAIL, "|/usr/lib/sendmail -t") || die "can't open pipe to sendmail \n";
print MAIL "Content-Type: application/x-gm-impdata\n";
print MAIL "To: $to\n";
print MAIL "From: $csarry{'cs2_ContSupRef'}\n";
print MAIL "Subject: datafromgoldform.pl\n";
print MAIL "\n\n";
print MAIL "\[Instructions\]\n";
print MAIL "SaveThis=Web Import File\n";
print MAIL "DupCheck1=Contact\n";
print MAIL "\n";
print MAIL "OnNewSendEmail=Bart,NEW,Prospect requesting information \n";
print MAIL "OnDupSendEmail=Natalie,,Duplicate Record \n";
print MAIL "\n";
print MAIL "OnNewAttachTrack=WEB Lead\n";
print MAIL "\n";
# The following is an example of testing a field for a value
#print MAIL "Below a message will be printed if the CITY is Torrance\n\n";
if ($contents{CITY} eq "Torrance") {
 print MAIL "OnAnySendEmail=Jon,WCC,This one is from Torrance\n";
 }
print MAIL "\n";
#print MAIL "Run=c:\goldmine\webimp.exe\n";
print MAIL "\n";
print MAIL "\n";
print MAIL "\[Data\]\n";
# print out general fields and values
foreach $name (sort keys %contents) {
  next if $contents{$name} eq "";
  print MAIL "$name = $contents{$name}\n";
}
print MAIL "\n";
print MAIL "\[ContSupp\]\n";

# print out profile/contsupp fields and values
foreach $name (sort keys %csarry) {
  next if $csarry{$name} eq "";
  print MAIL "$name = $csarry{$name}\n";
}
print MAIL "\n";
print MAIL "\n";

print MAIL "\n";
print MAIL "\n\n";
close (MAIL);
}


Importing Contacts into GoldMine

GoldMine’s Internet e-mail reader identifies data retrieved from the Web Import Gateway. GoldMine looks at the header of every e-mail message for special handling instructions. The following example shows the special header information.

Content-Type: application/x-gm-impdata

When an e-mail message containing Web Import information is read in, GoldMine automatically handles the message.


Formatting the Web Import File

The incoming import file contains the contact data and instructions. This file must conform to a specific format, similar to .INI files. The import file consists of three major sections:

•	[Instructions]

•	[Data]

•	[ContSupp]

[Instructions]

Defines the import instructions. These instructions allow for duplicate checking, sending e-mail messages to GoldMine users, attaching Automated Processes, and running external applications for further processing of the incoming contact data.

GoldMine can check if the contact already exists by considering the DupCheck# instructions. The first duplicate checking instruction must be based on one of the ten indexed fields, Contact, Company, Phone1, Zip, AccountNo, Key1, Key2, Key3, Key4, or Key5. Additional DupCheck# instructions can be specified to test more than one field to determine if the incoming contact data is a duplicate. Duplicate checking can also be performed based on ContSupp data by specifying the ContSupp record prefix; for example, cs1. When GoldMine determines that a record is a duplicate, but the contact name does not match the existing name, a new additional contact is created with the incoming data under the existing contact record. GoldMine will also add ContSupp records that do not already exist.

E-mail messages can be sent to GoldMine users alerting them of the newly created contact records. A separate e-mail message can be sent based on whether the contact is new [OnNewSendEmail=], or if the contact already exists on file [OnDupSendEmail=]. You must designate a user as the message recipient, followed by an optional activity code, followed by an optional reference. Multiple e-mail messages can be sent by appending consecutive numbers to the send e-mail instruction; for example, OnNewSendEmail1=, OnNewSendEmail2=, etc.

Automated Processes can be attached to the contact to initiate an automated response. Letters, faxes, e-mail, and other activities can be initiated to completely automated responding to the captured leads. A separate Automated Process can be attached based on whether the contact is new [OnNewAttachTrack=], or if the contact already exists on file [OnDupAttachTrack=]. You must specify the track name, followed by an optional attaching user. For faster processing, you can also specify the internal track number instead of the track name. Multiple Automated Processes can be attached by appending consecutive numbers to the attach track instruction; for example, OnNewAttachTrack1=, OnNewAttachTrack2=, etc.

To launch an external application for further processing of the incoming data, use the Run=<exefile> instruction. This command allows considerable flexibility, since custom programs can be written to perform a variety of tasks. GoldMine will save the import instructions to a file, and pass that file name as a parameter to the launched application. Since the import instructions are similar to .INI files, you can use Windows’ API GetPrivateProfileString to

extract the import instructions and data. The ImportData=0 instruction prevents GoldMine from importing any new data, and allows the custom application to append the data.

The SaveThis=<reference> instruction will save the entire instruction file to the notes of a new history record. You can specify any history reference; for example, SaveThis=Web import file.

You can protect the Web import process with passwords, so that only authorized incoming instruction files may be imported. This can prevent unauthorized parties from sending you e-mail messages, and flooding your GoldMine system with unwanted data. When the [WebImpPassword] section exists, an import instruction file must contain a Password= entry under an [Instruction] section that matches one of the passwords defined under [WebImpPassword]. If a password is required, the instruction file will not be processed if the incoming instruction file does not contain a password, or the incoming instruction file contains an invalid password.

Note: GoldMine can also process an import instruction file by sending a DDE command. Using a DDE command allows other applications to create contact records in GoldMine. To start processing an instruction file via DDE, send the ExecIniImp (<filename>) command; for example, ExecIniImp(“c:\goldmine\imp.ini”)].

[Data]

Defines the contact data. Format each entry as fieldName=value; for example, City=Long Beach

The fieldName should be the actual field name in the CONTACT1 or CONTACT2 files. A special email=field can be used to insert the contact’s email address.

[ContSupp]

Allows the addition of profile records. The fields of each record must have a prefix of cs#_, and must appear consecutively. For example, the fields of the first ContSupp record would have the prefix cs1_, while the fields of a second record would have a prefix of cs2_. You can add a maximum of nine ContSupp records.

Example 1

The following example shows the correct format for an import instruction file:

[Instructions]
DupCheck1=Contact
OnNewSendEmail=JON, NEW, Prospect requesting information

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
email=jferrara@goldminesw.com

[ContSupp]
cs1_RecType=P
cs1_Contact=Serial Number
cs1_ContSupRef=10000002
cs1_Address1=This is a test...

Example 2

The following example shows a short instruction file containing a password:

[Instructions]
Password=Doodle
DupCheck1=Contact
OnNewSendEmail=JON, NEW, Prospect requesting information

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
email=jferrara@goldminesw.com

Example 3

The following example shows an import instruction file that contains all possible instructions.

[Instructions]
DupCheck1=Contact
DupCheck2=UserDef05
DupCheck3=cs1

OnNewSendEmail=JON, NEW, Prospect requesting information
OnDupSendEmail=AMI,,Repeated request...

OnNewAttachTrack=Web Lead
OnDupAttachTrack=100067,JON

Run=c:\goldmine\webimp.exe
SaveThis=Web import file
;ImportData=0

Password=Verify

[Data]
Company=GoldMine Software Corp.
Contact=Jon Ferrara
Phone1=310/454-6800
Address1=17383 Sunset Blvd.
City=Pacific Palisades
State=CA
Zip=90272
Source=Web Page
email=jferrara@goldminesw.com

[ContSupp]
cs1_RecType=P
cs1_Contact=Serial Number
cs1_ContSupRef=10001001
cs1_Address1=This is a test...

cs2_RecType=C
cs2_Contact=John Doe
cs2_Title=Beta Program Manager


Loading the Macros of another User

You can load and use macros defined for another user.

[GoldMine]

Place the following setting in the [GoldMine] section of username.INI.

MacFile=username

Loads macros that were defined by or for another user.

Example: MacFile=Michael

will load the macros defined for GoldMine user Michael.


Displaying a Licensee Name in the Title Bar

You can append the entry in the Licensed to field of the GoldMine banner display to the title bar.

[GoldMine]

Place the following setting in the [GoldMine] section of GM.INI.

NameInTitle=1

Appends the name of the individual or organization to whom the installed copy of GoldMine is licensed. After adding this statement to GM.INI, the title bar will look similar to the following figure.


Disabling Column Sort Capabilities for dBASE Files

Clicking on column titles in many GoldMine browse windows sorts data alphabetically within the selected field value. The following example shows sorting entries in the Activity List by Date.

Sorting data by this method can take a long time unless you either have a small database, or arunning GoldMine on an SQL server. If you are working with a relatively large dBASE database, you can avoid lengthy delays by turning off column sort capability.

[Warning]

Place the following setting in the [Warning] section of username.INI.

BrowseSort=2

Disables column sort capabilities. Adding this command will prevent an unintended delay while GoldMine sorts entries if a user accidentally clicks on a column title.


Handling Workflow with Automated Processes
Handling Workflow with Automated Processes™

GoldMine can automate workflow processes to perform a series of actions on the contact records in GoldMine’s database. Automated Processes™ can perform tedious, repetitive tasks required in medium and longer-length sales cycles. Using Automated Processes, you can set up GoldMine to perform administrative and tracking duties, such as managing leads, generating direct mail, and validating data.

Why use Automated Processes?

Automated Processes allows you to set up a series of software agents, or predefined actions to be performed on all contacts, or groups of contacts in the database. For example, using Automated Processes, each new record entered in the contact database can be assigned to automatically receive a letter that introduces the contact to your company, and informs the contact that a salesperson will be calling shortly. After printing the letter, the Automated Process can automatically schedule follow-up activity, such as a call back, on the calendar of a specified GoldMine user.

This example only begins to illustrate the functionality of GoldMine’s Automated Processes. By using this tool, many of the tedious, repetitive operations typically performed on the contacts in the database can be automated as shown in the following examples.

Performing Administrative Tasks

The real power of Automated Processes rests in its ability to automatically perform many of the repetitive tasks required to close medium to long-length sales cycles. Using Automated Processes, you can create an “automated pipeline” through which prospects can be assigned to receive a series of written communications, including introductory letters, brochures and testimonials. Automated Processes can also monitor prospect records, checking for particular activities, such as an incoming call, that can show the need for a salesperson to make a follow-up call. Alternatively, Automated Processes can automatically schedule a call to appear on a specified GoldMine user’s calendar five days after the prospect has been sent information. Using this selling method, GoldMine does all of the administrative work for your salespeople, who are now free to concentrate on what they do best— selling.

Managing Leads

Using Automated Processes, new contact records entered into the database can be assigned to specific salespeople based on the contact’s state of residence, area code, or any other user-defined criteria. Once the contact has been assigned, Automated Processes can then send the respective salespeople e-mail messages informing them of the new prospects in their territory.

Following up on Contacts

An Automated Process can be designed to “touch” customers that you have not heard from in six months, a year, or any period of time you define. These “dead contacts” can be sent letters reminding them of your product or service, surveying their satisfaction with your company, or notifying them of any information you desire.

Sending Warranty Renewal Reminders

An Automated Process can be created to automatically send a “warranty renewal” letter to customers whose warranties are due to expire within a specified amount of time. The Automated Process can also schedule a call back for a GoldMine user if the customer does not respond to the written reminder.

Automating Direct Mail Campaigns

An Automated Process can be used to automate direct mail campaigns. Each contact record attached to the direct mail Automated Process can receive a different letter depending on the information stored in the contact database.

Validating Data

An Automated Process can be used to automatically validate data entered into a new contact record. When an error is detected, an e-mail message can be sent to a supervisor for follow-up.

Other Topics:

What is an Automated Process?


What is an Automated Process?

Throughout this section, an Automated Process will also be referred to as a track. Tracks consist of one or more events, which are the step-by-step instructions GoldMine must evaluate to perform a selected series of activities. Each event is composed of an action and a trigger. Actions, such as printing a letter or scheduling an activity, are performed based on predefined conditions, which are the triggers that cause the actions to be executed.

Consider this example of an event:

Wait 10 days, then print “Hello There Letter”

A complete track can contain many events similar to this example. To translate this statement into an event that GoldMine understands, it is necessary to separate the action and the trigger.

The action causes GoldMine to print a letter called “Hello There Letter.” The action is performed based on a trigger. The action must wait for ten days to pass before the letter can be printed. In this case, the trigger is the passage of a specific duration of time. To determine when the action should be executed, GoldMine starts counting days after the completion of the prior event. If this event was the first event in the sequence, the event would start counting days based on when the track was started.

Event Sequences

Each track event has a sequence number that provides for the ordering of events within a track. You can think of an event’s sequence number as being similar to a step number in a set of assembly instructions (as with a child’s bicycle). GoldMine does not process a particular event until all of the events with a lower sequence number have been processed.

For example, look at the following sequence of events:

Sequence	Event
100	Wait one day, then print letter “Thank you for Inquiry”
110	Wait seven days, then schedule a call back

When GoldMine processes this track, the “Thank you for Inquiry” letter will be printed one day after the track is started. Then, GoldMine can be set up to begin counting days for the event number 110 as soon as event 100 has been processed.

GoldMine can trigger actions based on a variety of conditions, such as the existence of a Calendar activity or completed History activity, the existence of a specific type of supplementary record saved with the contact record (such as an additional contact or Profile record), or the value of a particular field in the contact record.

Other Topics:

Attaching Tracks to a Contact Record


Attaching Tracks to a Contact Record

Before GoldMine can process a track, the track must be attached to the contact records for which the actions are to be performed. When a track is attached to a contact’s record, GoldMine stores information that indicates which tracks have been attached to the contact, as well as the next event to be processed for the contact record. When a track is initially attached to a contact’s record, this step always becomes the lowest numbered event in the sequence; however, as a track is processed, this information will be changed to reflect the next step in the process. This is how GoldMine maintains the current status of each track attached to each contact’s record.

GoldMine can attach multiple tracks to any contact’s record. This allows you to process each contact in a variety of ways. For example, a track can be attached to a particular contact’s record because of a recent product inquiry, and at the same time, the contact can already be on another track because he previously purchased a product and the expiration of the warranty is being monitored so that a warranty extension can be offered.

GoldMine provides a complete range of functionality that allows you to attach tracks to contact records, view a contact’s attached tracks, process tracks, and add and maintain tracks.

Other Topics:

Tracks Local menu

Attaching a Track to a Single Contact Record

Attaching a Track to Multiple Contact Records


Attaching a Track to a Single Contact Record

To attach a track to the active contact record, select Schedule|Automated Process.

To attach a track to the displayed contact record, highlight the track in the Attach an Automated Process dialog box, then select OK. An attached Automated Process will be included in a transfer set when performing remote synchronization.

Other Topics:

Tracks Local menu

Attaching a Track to Multiple Contact Records


Attaching a Track to Multiple Contact Records

GoldMine allows you to attach the selected track to all contact records. Unless a filter or group is activated, this feature attaches a specified track to all contact records in the current contact database. An attached Automated Process will be included in a transfer set when performing remote synchronization.

To attach a track to multiple contact records:

From the Main Menu, select File|Automated Processes|Execute Processes.

In the Automated Processes Execution dialog box, select Attach Track to ALL Contacts. Click on the arrow to the right of the field below the check box to display a list of tracks. Select a track from the list, then select Process to begin attaching the track to all contact records.

To attach a track to a filtered or grouped set of contact records, activate the desired filter or group prior to selecting Execute Processes. GoldMine assigns the specified track to only those records that match the filter expression or belong to the group. For example, you might want to process all contact records entered on a given a day through a “New Lead” track.

Other Topics:

Tracks Local menu

Attaching a Track to a Single Contact Record

Executing Processes


Tracks Local Menu

The Tracks tab is located on the second bank of the contact record’s tab bar. You can display the second bank of tabs by clicking on the partially displayed tab at the right side of the tab bar. This tab has a blue outline.

The Tracks tab has a local menu that is available from the browse window by either right-clicking, or pressing the spacebar. This local menu contains the following options:

Attach Process

Displays the Attach an Automated Process dialog box, from which you can attach a track to the active contact record. To attach a track, highlight the desired track in the Processes Listing dialog box, then select OK.

Remove Process

Removes the selected track from the active contact record. No further processing of the track will occur for the contact.

Execute Processes

Displays the Automated Processes Execution dialog box, from which you can set the scan criteria for the track, and start processing the track for the active contact, or for all contacts.


Executing Processes

A track can be processed whenever necessary. GoldMine provides functionality that allows you to process tracks for all contact records, a filter or group of contact records, or a specific number of contact records in the contact database.

During processing, GoldMine scans the database for those contact records with attached tracks. When an attached track is found, GoldMine first determines if the track contains any preemptive events, and then processes them. Next, GoldMine evaluates the trigger condition of the current sequential event for the contact record to determine if the event should be processed. If the event is triggered, the event’s action is performed, and the next sequential event is evaluated. When the track no longer has any outstanding events to be triggered, GoldMine looks at the contact record’s next attached track, or looks at the next contact record.

GoldMine processes all tracks attached to records in the contact database with a single function.

To process tracks:

From the Main Menu, select File|Automated Processes|Execute Processes.

The Automated Processes Execution dialog box contains the following options:

Scan Once

GoldMine scans the contact database, or the contacts selected by a filter or group, and processes all tracks. When processing is complete, GoldMine returns to an idle mode.

Scan Continuously

GoldMine scans the contact database and process all tracks, then repeats the process continuously. Continuous processing allows you to set up a workstation on the network that continuously scans for triggered events and immediately performs the event actions. Continuous processing can be interrupted at any time by selecting Stop in the Process Monitor dialog box.

Scan

Current Contact

GoldMine processes only the currently active contact, then return to an idle mode.

Do Not Scan

GoldMine attaches the track, but does not scan the contact record(s).

Attach Track to ALL Contacts

Attaches the selected track to all contact records. To select a track, select a track from the drop-down list.

If you do not select this option, GoldMine will only scan the contact record(s) according to the selected Scan Method.

Max Events

Maximum number of events (up to 99,999) that will be processed during this scan.

Max Contact

Maximum number of contact records (up to 99,999) that will be evaluated during this processing scan. For example, you can want to process only 25 records a day, and thereby control the volume of letters printed or calls scheduled, etc.

Start Time

Sets a time at which GoldMine will start processing the track. You can use this option to take advantage of periods of lower demand to run the process.

To access the time field, click in the check box. You can specify a time by either typing in a time, including a for a.m. or p for p.m., or by pressing [F2] to display the graphical clock, from which you can select a time.

To start executing an Automated Process, select Process. During processing, GoldMine examines each contact record in the database as specified in the Automated Processes Execution dialog box. A display of scanning and processing activities appears in the Process Monitor.


Monitoring Tracks

Once GoldMine starts processing the track(s), the Process Monitor appears. GoldMine will run Automated Processes as a background process, so that the active contact record overlays the Process Monitor. To bring the Process Monitor to the front, click on any part of the window.

The Process Monitor contains the following icons:

	Stop selected process		Toggle log display
	Copy logs to Windows’ Clipboard		Clear logs
The Process Monitor displays the number of tracks currently processing in the title bar. GoldMine presents information about the executing processes in two panes:

upper pane

Displays the time that the processing has been running, the currently processed contact record, the total number of records scanned, the number of events triggered, the title of the currently processing track. You can expand the size of the upper pane by dragging the lower bar of the pane. The following figure shows an example of the upper pane information display.

You can get “static display” data about the Automated Process or the contact currently being processed by positioning your cursor over the item. GoldMine displays information in a yellow flyout box.

lower pane

If you select Log, GoldMine displays a lower pane that contains the track entries for the time that GoldMine started processing the track, and when GoldMine finished processing the track. The following figure shows an example of the lower pane display.


Process Monitor Local Menu

The Process Monitor has a local menu that is available from the browse window of the upper pane. To display the Process Monitor local menu, right-click on a highlighted entry in the upper pane.

The Process Monitor local menu contains the following options:

Stop

Stops processing the current track for the current contact.

Stop All Processes

Stops processing all tracks for all contacts.

Close When All Processes Are Done

Closes the Process Monitor when all tracks have finished processing.


Using a Filter or Group while Processing Tracks

You can use the Automated Events Processing function with a filter or group to process a specific subset of the contact database. To use a filter or group during Automated Events Processing, activate the desired filter or group.

Note: GoldMine uses the last contact record that has been manipulated, so be sure to select File|Automated Processes|Execute Processes immediately after selecting and activating the desired filter or group. When you select Go, GoldMine processes only tracks attached to those contact records that match the filter or are members of the group.


Setting up an Automated Process

You can add, delete, or modify Automated Processes from the Automated Processes Setup dialog box.

To set up Automated Processes:

From the Main Menu, select File|Automated Processes|Set up Processes.

The Automated Processes Setup dialog box contains the following options:

Process

Name of the Automated Process. To select a different track, select a track from the drop-down list.

Properties

Displays the Process Properties dialog box, from which you can define settings for the Automated Process record.

Maintain

Displays the Processes Listing dialog box, from which Automated Processes can be added or deleted. You can also change the descriptive name of an Automated Process from this dialog box.

The center portion of the Automated Processes Setup dialog box contains a browse listing of the events defined for the track highlighted in the Process field. The browse listing contains one record for each event defined in the track. The following information is displayed for each event:

Seq

Sequence number for each event. The type of each event (preemptive or sequential) is displayed to the left of the sequence number.

Event

Descriptive name assigned to each event.

Trigger

Type of trigger condition assigned to each event.

Action

Type of action assigned to each event.

The Automated Processes Setup dialog box contains the following command buttons:

New

Displays the Event Properties dialog box, from which you can add an event to the track.

Delete

Deletes the highlighted event.

Properties

Displays the Event Properties dialog box, from which you can modify settings for an event.

Close

Closes the Automated Processes Setup dialog box.


Defining Process Properties

To add a track, or modify an existing track, you must define settings for the track.

To define settings for a track:

From the Automated Processes Setup dialog box, select Properties.

Note: You can also define settings for a track from the Processes Listing dialog box by selecting Properties.

The Process Properties dialog box contains the following options:

Process Name

Descriptive name assigned to each track that should indicate the function or purpose of the track.

Process Code

User-defined value assigned to each track. Tracks are arranged alphabetically by the Process Code value in both the Processes Listing browse display, and the Automated Processes Setup dialog box.

Allow only one attachment of this process per contact

Prevents multiple attachments of the same track to a contact’s record.

Execute this process immediately when attached by a user

Starts processing the track as soon as a user attaches the track to one or more contact records.

Execute this process only on complete scans

Prevents a track attached to a single contact record from being processed even if you select Execute this process immediately when attached by a user.

Restart this process automatically when it ends

Reattaches the track as soon as processing for the track is done.

Attach this process to all new contact records

GoldMine automatically attaches the track to each new contact record.

When done defining properties for the process, select OK. If you are defining a new process, the process name appears in the Process field of the Automated Processes Setup dialog box.


Maintaining Tracks

You can add and modify tracks from the Processes Listing dialog box. To display this dialog box, select File|Automated Processes|Set up Processes, then select Maintain.

The Processes Listing dialog box contains one record for each defined Automated Process. The following information is displayed for each track:

Code

User-defined value assigned to each track. Tracks are arranged alphabetically by the Code value in both the Processes Listing browse display, and the Automated Processes Setup dialog box.

Process Name

Descriptive name assigned to each track. The Process Name is usually assigned when the track is created, and should indicate the function or purpose of the track.

The Processes Listing dialog box includes the following buttons:

Properties

Edits the highlighted track. When this button is selected, the Process Profile dialog box appears, in which the Process Name and Code can be edited.

New

Adds a new track to the Processes Listing dialog box. When this button is selected, the Process Profile dialog box appears, in which the Process Name and Code can be entered.

Delete

Deletes the highlighted track. Any events that have been defined for the track are deleted as well.

Close

Closes the Processes Listing dialog box.


Attaching a New Track

The Add a New Track action is also used when the status of a contact record changes, so that a new track is attached based on the new status. For example, if a prospect purchases a product, a Customer Survey track can be attached to the contact record.

Selecting Add a New Track from the Perform Action field of the Event Properties dialog box allows you to attach a new track to the active contact record. To set up the Add a New Track action, select Options.

Highlight the track that you want to select.

When an Automated Processes event with an Add a New Track action is triggered, GoldMine attaches the selected track to the contact record.

To set GoldMine to immediately execute the track, select Process track immediately.


Removing a Track

Selecting Remove Track from the Perform Action field of the Event Properties dialog box allows you to remove the current track from the contact record. When a track is removed, the track events are no longer processed for the contact record.

When an Automated Processes event with a Remove Track action is triggered, GoldMine removes the contact record from the track. GoldMine automatically removes a track when the last event is processed.

Note: Use a Preemptive event with a Remove Track action to test if a desired outcome has occurred before a track is completed. For example, if the Automated Processes track is designed to result in a sale, a Preemptive event should be used to determine if a sale has already been made, and prevent the possibility of “selling past the close.”


Adding Events to a Track

Once a new track has been added to the Processes Listing dialog box, individual events can be added to the track.

Note: Before defining new events, make sure that you have selected the Automated Process to which you wish to add these events. The name of the Automated Process should appear in the Process field.

Once you select either New or Properties in the Automated Processes Setup dialog box, GoldMine displays the Event Properties dialog box, from which you can add or modify track events.

The Event Properties dialog box divides settings for an event into three sections: Event, Trigger, and Action.

Other Topics:

Defining an Event

Defining a Trigger

Specifying an Action


Defining an Event

You can define the basic attributes for the event in the Event section. The Event section contains the following options:

Event Description

Display a descriptive name of the track’s event on the Automated Processes Setup dialog box, as well as in the Next Event column on the Tracks tab of the contact record.

Note: Be sure to enter an Event Description appropriate for the type of event being added to the track. The entry in the Event Description field is also used for the activity Reference field when the event’s action is a Scheduled Activity, and for the history Reference field when the event action is a Create History action.

Sequential

Events that are processed in order of their sequence number; lower numbered events are processed before higher numbered events. Sequential events must be numbered between 100 and 999.

Preemptive

Like sequential events, preemptive event are processed in sequence number order. However, all preemptive events are processed before any sequential events are processed. Preemptive events are generally used to test for specific conditions each time a track is processed. For example, a preemptive event can be used to test if a prospect has purchased, and if so, remove the prospect from the current track. Preemptive events must be numbered from 1 to 99.

Sequence

Sequence number of the track event. All track events are processed in order of their sequence number. Sequential events must be numbered between 100 and 999. Preemptive events must be numbered from 1 to 99.


Defining a Trigger

Each Automated Process event performs a specific action based on a trigger. When tracks are processed, GoldMine evaluates the trigger of the current event for each track attached to a contact record. When triggered, the event’s action is performed, and processing continues with the next event. You can display a list of conditions by clicking on the arrow to the right of Trigger on. You can select one of the following trigger conditions for GoldMine’s Automated Processes:

Elapsed Days

Specifies a number of days (in the Elapsed Days field) that must pass before the action associated with an event can be executed. GoldMine begins counting days as soon as the event immediately prior to the current event is triggered. If an event is the first event of the track, GoldMine begins counting days as soon as the event is attached to a contact record.

Immediate

Sets GoldMine to immediately execute the action associated with the event. That is, when GoldMine encounters an event with an Immediate trigger, the action associated with the event is executed immediately. This allows you to set up a sequence of actions based on a single trigger.

Note: For Profile Record, History Activity, Scheduled Activity, and dBase condition, you can select Attempt to trigger only once to specify that GoldMine uses the supplemental record as a trigger only one time.

Profile Record

Specifies that the processing of an event’s action cannot be executed until a specified profile record, document link, other contact, or referral has been added to the contact record.

History Activity

Specifies that the processing of the event’s action cannot be executed until a specified history record has been saved for the contact record.

Scheduled Activity

Specifies that the processing of an event’s action cannot be executed until a selected activity type has been scheduled for the contact.

dBase Condition

Specifies that the event’s action can be executed only after a specified dBase expression is evaluated as true. To access the Expression Builder dialog box, from which you can select an existing expression or create an expression, select Options.

Trigger Filter

Specifies an additional dBase expression that is evaluated after any other trigger condition. You can use Trigger Filter with any of the other trigger conditions. When you select Trigger Filter, the event action is performed only when both the trigger condition has been met and the Trigger Filter is evaluated as true. Select Filter to access the Expression Builder dialog box, from which you can select an existing expression or create an expression that is evaluated after the primary trigger condition has been met.

Disabled

Turns off the trigger condition setting for the selected event.


Triggering on Scheduled Activities

To specify that an Automated Processes event’s action be performed when a specified type of calendar record has been created for the contact, select Scheduled Activity from the Trigger on section in the Event Properties dialog box.

To define settings for the Scheduled Activity trigger, select Options.

The Schedule Trigger dialog box contains the following options:

Activity Type

Six options allow you to specify the type of scheduled activity that will trigger the event’s action. Select Call Back, Message, Next Action, Appointment, Forecast Sale, or Other.

+/- Days

Specifies, in days, how recently the Scheduled Activity must have been scheduled on the calendar. For example, if you specify +3 for +/- Days, GoldMine will trigger the event only if a calendar activity is scheduled for completion within the next three days. Similarly, specifying -3 will cause the event to be triggered only if a calendar activity should have been completed within the last three days. The default value, zero, specifies that an activity on any date will trigger the event.

Activity

Specifies a particular activity code that must appear on the scheduled activity to trigger the event.

Reference Contains

Specifies a word or phrase that must appear in the Reference field of the scheduled activity to trigger the event.


Triggering on Profile Records

You can select Profile Record to perform an Automated Processes event’s action when a specified profile, linked document, other contact, or referral record has been created for the contact record. To select this event trigger from the Event Properties dialog box, select Profile Record in the Trigger on section. To define trigger conditions for the profile, select Options.

The Profile Trigger dialog box contains the following options:

Record Type

Selects one of four types of supplementary record that will trigger the event action. Selecting Profiles, Document Links, Other Contacts, or Referrals will specify which type of profile record triggers the event action.

Max Age

Specifies, in days, the maximum acceptable age of the record. For example, entering 7 in this field will cause the event to trigger only if a record of the specified type exists for the contact record, and the record was created within the past seven days. The default value, zero, specifies scanning of records of any age.

Profile

Specifies the name of the profile record to trigger the event action. This field is available only when the Record Type field has been set to Profile.

Keyword

Specifies a word or phrase to be searched for within the Reference field of the selected type of supplementary record. If a value is entered in this field, only a record that contains a matching value will trigger the event.


Triggering on History Records

You can select History Activity to perform an Automated Processes event’s action when a specified type of history record has been created for the contact. To select this type of event trigger, select History Activity from the Trigger on section in the Event Properties dialog box. To display additional information, select Options to display the History Trigger dialog box.

The History Trigger dialog box contains the following options:

Activity Type

Eight options allow you to specify the type of history record that will trigger the event’s action. Select Phone Calls, Messages, Next Actions, Appointments, Sales, Others, Forms, or To-dos.

Max Age

Specifies, in days, how recently the history record must have been created. For example, if you specify 10 for Max Age, GoldMine will trigger the event only if a history record of the specified type has been created within ten days of the date of this event being processed. The default value, zero, specifies that history records of any age will trigger the event.

Activity

Specifies a particular activity code that must appear on the history record to trigger the event.

Result

Specifies a particular result code that must appear in the history record to trigger the event.

Ref

Specifies a word or phrase that must appear in the Reference field of the history record to trigger the event.

Outcome

Three buttons allow you to specify whether only successfully completed (Successful), unsuccessfully completed (Unsuccessful), or either (Any Outcome), will trigger the event.


Specifying an Action

When an event has been triggered, GoldMine executes the action associated with the event. You can display a list of conditions by clicking on the arrow to the right of Perform Actions. You can select one of the following actions for GoldMine’s Automated Processes:

Print Form

Prints or faxes a merge form for the contact when the event is triggered.

E-mail Message

Generates and sends an Internet e-mail template to the contact when the event is triggered.

Print Report

Prints a report when the event is triggered.

Schedule Activity

Schedules a calendar activity for selected users when the event is triggered.

Create History

Adds a history record to the contact record when the event is triggered.

Create Profile

Adds a profile record to the contact record when the event is triggered.

Add to Group

Adds the contact to the specified group when the event is triggered.

Update Field

Updates one of the fields on the contact record with the result of an dBase expression when the event is triggered.

Remove Track

Removes the track from the contact record when the event is triggered.

Add a New Track

Attaches a new track to the contact record when the event is triggered.

Branch to Event

Directs GoldMine to proceed to a specified event. Selecting this option allows the flexibility of “rerouting” the track. For example, you could direct GoldMine to proceed to event 150, skipping over any unprocessed sequential events prior to 150.

Run Application

Starts an application when the event is triggered.


Triggering Form Output

The Print Form action allows you to specify that one of GoldMine’s merge forms be printed or faxed when the event is triggered. To specify the Print Form action for an event, select Print Form from the Perform Action drop-down list in the Event Properties dialog box. Select Options to select a merge form to print.

To select a form, highlight the desired form record in the browse window, select whether the form should be printed or faxed, from the Output Method section, and select OK.

When Print Form actions are executed, GoldMine prints or faxes the form using the DDE application that is associated with the selected form. If a link has not been installed in the application associated with the merge form, or GoldMine cannot load the application, the form will not be printed or faxed, and an error will occur.

For the latest information on installing DDE links to individual applications, see README.RTF.


Triggering a Report Printout

Select Print Report to specify that one of GoldMine’s reports be printed when the event is triggered. To associate a report printout with an Automated Process event, select Print Report from the Perform Action section of the Event Profile dialog box, then select Options to specify which report to print. The Select a Report dialog box appears.

To select a report, select the report’s owner from the User drop-down list, then select a report category, such as Contact Reports, Calendar Printouts, Analysis Reports, etc. Highlight the desired report in the browse window, then select OK. GoldMine generates the selected report on the default printer.

Other Topics:

Generating a Report


Scheduling an Activity by Triggered Event

You can select Schedule Activity to schedule a new calendar activity for a specified GoldMine user when the event is triggered. To specify a Scheduled Activity for an Automated Process event, select Schedule Activity from the Perform Action section in the Event Properties dialog box, then select Options.

The Schedule Action dialog box contains the following options:

Schedule Activity

Six options that specify the type of activity to be scheduled when the event is triggered. Select either Call Backs, Messages, Next Actions, Appointments, Forecast Sales, or Others.

User

Five options that specify the user for whom the activity will be scheduled.

Selecting Record owner schedules the activity for the user who is the record owner of the contact record. The record owner of the contact record can be viewed or changed by selecting Edit|Record Ownership when the desired contact record is active.

Selecting Assigned user schedules the activity for the user specified in the Assigned user field.

Note: If Record Owner is selected, and a contact record to which the track is attached has no record owner, then Assigned user is used. If Assigned User is blank, then the user who attached the track is used.

Selecting Attaching user schedules the activity for the user who attached the track to the contact record.

Selecting Logged user schedules the activity for the currently logged user (the user who executed the track).

Selecting User from field schedules the activity for the user that corresponds to the GoldMine field selected from the drop-down list located below the option.

Activity Details

Displays the Schedule window, from which you can schedule an activity.

Schedule x days into the future

Specifies how many days that GoldMine should wait before scheduling the activity.

The period can be based on one of the following:

•	From today: starts counting days from the current date.

•	From trigger date: starts counting days after the event is triggered. For example, if the date entry 5, and the event triggers on August 5, then the activity will be scheduled for August 10.

When an Automated Processes event with a Scheduled Activity action is triggered, GoldMine creates a calendar activity of the specified type of the selected user. The Reference field of the scheduled activity contains the text from the event’s Reference.


Creating a History Record by Event Trigger

You can select Create History from the Perform Action field to create a history record when the event is triggered. To set up the Create History action on an Automated Processes event, select Options.

The History Action dialog box contains the following options:

Activity Type

Eight options that specify the type of history record to be created when the event is triggered. Select Phone Calls, Messages, Next Actions, Appointments, Sales, Others, Forms, or To-dos.

User

Five options that specify the user for whom the history record will be created.

•	Record owner creates the history record for the user who is the record owner of the contact record. The record owner of the contact record can be viewed or changed by selecting Edit|Record Ownership when the desired contact record is active.

•	Assigned user creates the history record for the user specified in the User field of the activity record. To confirm the identity of the user, select Activity Details. The Complete dialog box will appear. The name of the assigned user appears in the User field.

Note: If Record Owner is selected, and a contact record to which the track is attached has no record owner, then Assigned user is used. If Assigned User is blank, then the user who attached the track is used.

•	Attaching user creates the history record for the user who attached the track to the contact record.

•	Logged user creates the history record for the currently logged user (the user who performed the track processing).

•	User from field creates the history record for the user that corresponds to the field selected from the drop-down list located below the option.

Activity Details

Displays the Complete dialog box, from which you can enter the values to complete the activity when triggered.

When an Automated Processes event with a Create History action is triggered, GoldMine will create a history record of the specified type for the selected user. The history record will be attached to the current contact record. The Reference field of the history record contains the text from the event’s Reference.


Updating a Field with an Expression Result

Selecting the Update Field action from the Perform Action field allows you to replace the value in a selected field on the contact record with the result of either an dBase expression, or a lookup replacement value. To set up the Update Field action for an Automated Processes event, select Options.

The Update a Field with an Expression dialog box contains the following options:

Select the field to update

Specifies the field in the contact record to be updated. Select a field from the drop-down list. In the Update with Expression field, enter an xBase expression with which to replace the field.

Look-up a replacement value in lookup.ini

Updates the selected field as specified in the LOOKUP.INI file.

Update with dBASE Expression

GoldMine evaluates the dBase expression, and replace the selected field in the contact record with the result.

When done, select OK.


Running an Application by Event Trigger

You can select Run Application from the Perform Action field to either start an application or perform a Dynamic Database Exchange (DDE) comand when the event is triggered. For example, using the Run Application action, each time a contact record is created, you can set up GoldMine to start a custom program that copies data to an accounting application. To set up the Run Application action on an Automated Processes event, select Options.


Analyzing User Performance

GoldMine provides several onscreen analysis reports that are designed to provide GoldMine users and management with information on their performance. This section discusses how to use GoldMine’s built-in statistics and analysis functions to display graphs and summary information on the data in GoldMine.

GoldMine can calculate statistics based on activities scheduled and completed by the currently logged user, all GoldMine users, or any selected GoldMine user(s).

You can use any of GoldMine’s analysis and graphing functions to make calculations on the activities of one user or to calculate statistics for a group of users.

Other Topics:

Using Wild Cards in Activity and Result Code Fields

Analyzing Forecasted Sales

Performing Quota Analysis

Analyzing Completed Activities

Performing Leads Analysis

Displaying Graphs of Activity Data


Using Wild Cards in Activity and Result Code Fields

When making an entry in the Activity Code or Result Code fields on an analysis screen, GoldMine recognizes the asterisk * character as a wild card. When placed in these fields, an asterisk tells GoldMine “this position can contain any character.” For example, if you enter S*S in the Activity Code field, GoldMine will calculate the analysis based on any activity code with S in the first and last positions of the Activity Code field. The second character in this field can be any character in the history or calendar records being analyzed. To calculate all activity codes that begin with S, enter S** in the Activity Code field.


Displaying Contact Record Statistics

Using GoldMine, you can track a variety of up-to-date statistics for any contact in the database. To access this statistical data, select the History tab of an open contact record, then right-click to display the local menu. Select Analyze to display the Contact Record Statistics dialog box that can give you information such as the amount of time you are dedicating to the contact, and the amount of sales generated by the contact.

The Contact Record Statistics dialog box provides the following information:

Summary

Displays the number of additional contact records, profile records and referral records, as well as information about the creation and updates to the record, and the record number of the contact record.

Scheduled Activities

Displays the number of appointments, calls, forecasted sales, next actions, and other actions currently scheduled for the contact.

Completed Activities

Displays the number of appointments, sales, forms, and other actions that have been completed for the contact.

Sales Analysis

Displays the total dollar amount spent by the contact over the past 30 days, 90 days, and 12 months, the total amount the contact has purchased, the average sale amount, and how much is currently forecasted for the contact.

Phone Calls Analysis

Displays a breakdown, by number and total duration, for each type of phone call activity completed for the contact.

Other Topics:

Analyzing User Performance


Analyzing Forecasted Sales

GoldMine allows you to derive an analysis summary of the forecasted sales activities in the database. To access this analytical data, select the Forecast tab of an open activity list and right-click to display the local menu. Select Analyze. The Forecasted Sales Analysis dialog box appears.

You can also access the Forecasted Sales Analysis dialog box from the Main Menu by selecting View|Analysis|Forecast Analysis.

The Forecasted Sales Analysis dialog box provides the following information about projected sales or cash flows for individuals, groups of individuals, or the entire organization:

Analyze Users

Displays the users who will be included in the analysis; your username will be displayed by default. To add or change the analyzed users, click Select User(s).

Select User(s)

Allows you to display the Select Users dialog box from which you can select GoldMine users for activity analysis.

Period

Displays forecasted sales statistics divided into several periods. The top portion of the analysis screen shows forecasted sales statistics by week, for the next four weeks. Total amounts for the four week period are displayed below the weekly section.

Below the weekly section, forecasted sales for the next four months are broken down by month. The Beyond line includes all forecasted sales scheduled to close after the next four months. Grand totals for the lower section are displayed at the bottom of the screen.

# of Sales

Displays the total number of forecasted sales activities scheduled on the calendar for the period.

Forecasted

Displays the total dollar amount of sales scheduled on the calendar for the period.

% Prob

Displays the average probability that a sale will close in this period. This value is calculated by averaging the values entered in the Probability field for all the Forecasted Sales activities scheduled in the period.

Potential

Displays the expected value (or weighted value) of sales that will be closed in this period. This value is determined by multiplying the total forecasted sales amount (Forecasted) by the average close probability (% Prob).

Analyze

Calculates the totals in the display.


Analyzing Completed Activities

Statistics that are based on a user’s completed activities are accessed through the Analyze option on the activity list’s Closed tab local menu. This screen displays completed activity information of an individual user, a group of users, or on a system-wide basis. The analysis of completed activities can provide useful insight into your performance or the performance of others in your organization.

You can also access the Completed Activities Analysis dialog box from the Main Menu by selecting View|Analysis|Statistical Analysis.

When either of these commands is selected, the Statistical Analysis of Completed Activities dialog box appears.

The Statistical Analysis of Completed Activities dialog box contains the following options:

Select User(s)

Displays a dialog box from which you can select GoldMine users for activity analysis. The list box below the button displays the users who will be included in the analysis; your username will be displayed by default.

From Date

Specifies the first date of completed activities to be analyzed.

To Date

Specifies the last date of completed activities to be analyzed.

Activity Cd

When an activity code is entered in this field, GoldMine includes only those completed activities that have the specified activity code to be analyzed. When the field is left blank, all completed activities are included.

For example, if you code your activities as billable or non-billable, you could enter the activity code for billable activities here and get an analysis of these activities only.

Result Cd

When a result code is entered in this field, GoldMine includes only those completed activities that have the specified result code to be analyzed. When the field is left blank, all completed activities are included.

Phone Calls Analysis

Total number of completed telephone calls of the specified type in the history file. Call-backs, outgoing calls, incoming calls and returned messages are shown, as well as the total duration of calls in each category. GoldMine displays the average duration of calls below the grand totals line for this section. Successful Calls shows the number and percentage of calls with a satisfactory outcome, while Unsuccessful shows the telephone calls that did not have a satisfactory outcome.

Activities Analysis

Total number of completed activities in the history file, including to-do actions, received messages, appointments and other activities.

Sales Analysis

Completed sales statistics. Closed Sales shows the total number of completed sales activities in the history file. The total value of each sale is printed on the right. % of Calls Closed compares the number of completed sales as a percentage of completed call activities. The average sales value per completed call activity is also displayed.

Analyze

Recalculates the totals in the display.


Displaying Graphs of Activity Data

GoldMine’s Graphical Analysis generates summary graphs of user activity data based on a variety of criteria. Data can be displayed as either a bar graph or a line graph and can represent all activity for a defined period of time or one of several defined types of activity. Graphs can also represent total activities or a comparison of all users, or selected users.

To generate a graph, select the View|Graphical Analysis option. The Graphical Analysis Options dialog box will appear.

The Graphical Analysis Options dialog box contains options that determine the time range and activities to be included in the graph.

Completed

Completed activities will be displayed in the graph.

Scheduled

Scheduled activities will be displayed in the graph.

Totals

Activity data for all specified users will be charted together on the graph.

Comparison

Activity data will be displayed for individual users as specified.

Bar Graph

Generates a bar graph. Bar graphs are generally used to compare different periods or users.

Line Graph

Generates a line graph. Line graphs are generally used to shows trends over time.

Select User(s)

Click on the Select User(s) button to access a list of users. If the Comparison option is selected under Graph Type and more than one user is selected, data for these users will be displayed on one graph with color-coded entries to differentiate between users.

All Activities

Scheduled or completed data for all activity types described below will be displayed in the graph.

Call Backs

The graph is generated for either completed or scheduled Call Backs, depending on whether Completed or Scheduled is selected under Graph Type.

Messages

The graph is generated for either completed or scheduled Messages, depending on whether Completed or Scheduled is selected under Graph Type.

Next Actions

The graph is generated for either completed or scheduled Next Actions, depending on whether Completed or Scheduled is selected under Graph Type.

Appointment

The graph is generated for either completed or scheduled appointments, depending on whether Completed or Scheduled is selected under Graph Type.

Sales

The graph is generated for either completed or scheduled sales, depending on whether Completed or Scheduled is selected under Graph Type.

Others

The graph is generated for either completed or scheduled other actions, depending on whether Completed or Scheduled is selected under Graph Type.

High End

Type a numeric value that corresponds to the uppermost number to be displayed on the vertical axis of the graph. For example, if experience shows that users rarely schedule more than 30 appointments per week, entering 30 in the High End field would generate a graph with a vertical axis that ends at 30. The default, zero (0), allows GoldMine to generate the high end value based on included data.

Low End

Type a numeric value that corresponds to the smallest number to be displayed on the vertical axis of the graph to be included in the graph display. For example, if experience shows that users have never scheduled fewer than five call backs per week, entering 5 in the Low End field would generate a graph with a vertical axis that starts at 5.0. The default is zero (0).

Activity Cd

Type an Activity Code to be used as the basis for graph data. Only activity records with this Activity Code will be included in the graph Wild cards can be used to select multiple activity codes. The default value for this field is blank, which will include all activity codes in the generated graph.

Result Cd

Type a Result Code to be used as the basis for graph data. Only activity records with this Result Code will be included in the graph. Wild cards can be used to select multiple activity codes. The default value for this field is blank, which will include all result codes in the generated graph. This field is available only if Completed is selected for Graph Type.

From Date

Place the beginning date from which data will be graphed. The default is the current date. This field is available only for a graph of completed activities; the ending date for scheduled activity graphs is always the current date.

To Date

Place the ending date to which data will be graphed. The default is the current date. This field is available only for a graph of scheduled activities; the beginning date for completed activity graphs is always the current date.

From Time

Place the beginning time of a range to be included in the graph. The default is 12:00 am. When combined with the default To Time entry of 12:00 am, the graph will display data for a 24-hour period. This field is not available when generating hourly graphs for completed activities.

To Time

Place the ending time of a range to be included in the graph. The default is 12:00 am. When combined with the default From Time entry of 12:00 am, the graph will display data for a 24-hour period. This field is not available when generating hourly graphs for scheduled activities.

Show Grid

Displays lines that represent the horizontal axis of the graph (default). To generate a graph without this grid, remove the check from the option.

Graphs

Generates a bar graph or line graph based on selections in the Graphical Analysis Option dialog box.

To print a graph, press [Print Screen] to save the graph to the Windows Clipboard. You can then use the Paste function to import the screen capture that includes the graph into another Windows application.

To return to the Graphical Analysis Options dialog box from the graph display, click on Options.

Options

Quits the Graphical Analysis Options dialog box and returns to the GoldMine work area.


Performing Quota Analysis

GoldMine can provide management with valuable information on the current status of sales efforts by analyzing how each member of the sales team is meeting quota for a specified period. This analysis uses data about the assigned quota, forecast sales, completed sales, and lost sales to derive either a percentage of quota, or a percentage of forecast sales attained by a salesperson. Because GoldMine analyzes data by period, a “track record” for each salesperson can be seen via listings over multiple periods. For example, if the analysis is performed for each month, user JOHNDOE will appear in the quota list three times by the end of a quarter.

To access quota statistics for the sales team, from the Main Menu, select View|Analysis|Quota Analysis. The Quota Listing dialog box appears.

The Quota Listing dialog box contains the following information and options:

User

Displays an entry for each user assigned a quota in the Quota Profile dialog box. A user will have an entry for each period that the user was assigned a quota.

Period

Displays the range of dates that comprises the quota period. By default, GoldMine defines a quota period as one month, but the period can be changed in the Quota Profile dialog box.

Quota

Displays the dollar amount of expected sales assigned to the user for the period.

Forecast

Displays the total dollar amount of sales scheduled on the calendar for the period.

Closed Sales

Displays the total dollar amount of sales recorded as Closed Sales when the forecasted sales activities are completed.

Lost Sales

Displays the total dollar amount of sales recorded as Lost Sales when the forecasted sales activities are completed.

Quota Period

By default, GoldMine sorts quota entries by the calendar period defined for quota assignments. When a user has entries for multiple quota periods, the listings will appear in chronological order; that is, the oldest quota assignment will appear first, and the most current quota assignment will appear last.

Salesperson

Sorts quota entries in alphabetical order by username. Multiple quota entries for a User will appear in chronological order.

Quota

By default, GoldMine uses the data in the Quota, Forecast, Closed Sales, and Lost Sales columns to calculate the percentage of quota achieved by the salesperson during the period. The percentage of successfully completed sales to assigned quota appears in the Closed Sales column, while the percentage of unsuccessful sales appears in the Lost Sales column.

Forecast

Calculates the percentage of forecast sales against sales already completed during the period. The percentage of successfully completed sales to forecasted sales appears in the Closed Sales column. The percentage of unsuccessful sales appears in the Lost Sales column.

New

Displays the Quota Profile, from which you can assign a quota to a specified user for a defined period.

Delete

Deletes the highlighted record for the salesperson.

Properties

Displays the Quota Profile, from which you can modify a previously assigned quota.

When finished, select Close.

Other Topics:

Quota Listing Local Menu

Assigning a Quota


Quota Listing Local Menu

To display the Quota Listing local menu, click with the right mouse button inside the browse window. The Quota Listing local menu contains the following commands:

Properties

Displays the Quota Profile, from which you can modify a previously assigned quota.

New

Displays the Quota Profile, from which you can assign a quota to a specified user for a defined period.

Delete.

Deletes the highlighted record for the salesperson.

Re-calculate.

Performs the computation again on the record highlighted in the Quota Listing browse window.


Assigning a Quota

To assign a quota to a user, from the Quota Listing dialog box, select New. To edit a previously defined quota, select the Properties button. The Quota Profile dialog box appears

The Quota Profile dialog box contains the following information and options:

User

By default, GoldMine will display the name of the currently logged user. To select a different user, click on the arrow to the right of the field.

The name of the selected salesperson will appear in the User column of the Quota Listing dialog box.

From Date

Starting date of the quota period. By default, GoldMine displayed the first date of the current month.

To Date

Ending date of the quota period. By default, GoldMine displays the last date of the current month.

Quota

Dollar amount of sales that the salesperson is expected to make during the quota period.

Forecast

Displays the total dollar amount of sales scheduled on the calendar for the period. This entry changes as the salesperson schedules forecast sales to close during the quota period.

Closed Sales

Displays the total dollar amount of sales completed successfully during the quota period. This entry changes as the salesperson completes sales during the quota period.

Lost Sales

Displays the total dollar amount of sales activities that are completed as lost, or unsuccessful, during the quota period. This entry changes if the salesperson completes sales as lost during the quota period. An uncompleted sale remains in the Forecast field.

Goals & Objectives

You can store up to 64,000 characters with of information related to the quota; for example, Sales by 12% over last period.

When finished, select Close to close the Quota Profile dialog box, and add the new or updated quota entry to the Quota Listing dialog box.


Performing Leads Analysis

You can use GoldMine to automate any sales process. GoldMine works as a tactical asset, enhancing the productivity of your sales force by arming your troops with a powerful weapon in the battle for greater sales and better customer relations.

In this way, GoldMine enables management to track valuable information on the current status of sales efforts, and on the effectiveness of various advertising and promotional efforts in generating inquiries and sales. Employed in this way, GoldMine becomes a strategic asset. GoldMine can provide timely and accurate information to help managers make better decisions on deploying their resources.

Using Leads Analysis, you can:

•	Generate a list of all the different values in any Contact1 or Contact2 field; typically, analysis is performed on values in the Source field.

•	Calculate a number of statistics for each unique value, such as the number of contact records (leads) that contain that unique Source field value.

The Source field can be used to determine the profitability of individual marketing sources or groups of campaigns. GoldMine can report the total number of leads generated from each seminar, advertisement or trade show in the Source field, the total sales volume generated from each source value, and the potential sales pending from each source value. You can then easily identify the most effective lead sources in terms of total leads or total sales volume generated.

Further, if you also know the cost of each lead, you can calculate the profit for each lead, easily locating the most profitable lead source. If, for example, this lead source is an advertisement, you have an excellent tool that helps you determine whether to run that ad again.

Once the analysis is complete, the Leads Analysis dialog box will contain one record entry for each unique value found in the selected field in the contact database. The Source column will contain the value as it appears in the field on the contact database.

To perform a leads analysis:

From the Main Menu, select View|Leads Analysis. The Open Leads Analysis File dialog box appears. Select a file, then select the Open button. The Leads Analysis dialog box appears.

The following statistics are calculated for each lead source:

Leads

Total number of contact records in the database with this value in the selected field.

Closed

Total number of contact records with this source that have at least one purchase, as recognized by the presence of a sales activity record in the history file.

Ratio

Percentage of closed sales based on number of leads.

Sales

Total dollar amount of sales generated by this lead source. This value is calculated by summing up all sales activity history records linked to the contact records with this source.

Potential

Total dollar amount of future sales activities scheduled on the calendar. This value is calculated by summing up all the Forecasted Sales calendar records linked to the contact records with this source.

Note: In the Cost, Profit, Cost/Lead, and Profit/Lead fields, you must manually enter the cost amount for each lead source. You can access the command for entering the cost of a lead from the Leads Analysis local menu.

Cost

Cost in dollars of the lead source. This field is used only if the lead analysis is performed on the Source field. For example, if the lead source is an advertisement, this value would indicate the amount spent to run the ad.

Profit

Amount of profit generated by this lead source. This value is calculated by subtracting the cost of the lead source from the sales value.

Cost/Lead

Cost per lead. This value is calculated by dividing the cost of the lead source by the number of leads generated from the source.

Profit/Lead

Profit per lead. This value is calculated by dividing the profit (sales – cost) of the lead source by the number of leads generated from the source.

The Leads Analysis dialog box contains the following buttons:

Analyze

Regenerates the leads analysis information for the current leads analysis database. You must select the field on which to base the analysis, and the range of dates to be scanned for calculation of statistics.

Sort

Allows you to select the ordering of the records in the Leads Analysis dialog box. The sorting options are discussed below.

View

Allows you to select which of the above statistics is displayed in the Leads Analysis dialog box.

Zoom

Displays complete information about the highlighted leads analysis record in the Leads Analysis Zoom dialog box.

Open File

Displays the Open Leads Analysis File dialog box, from which you can select a file, then select Open. The Leads Analysis dialog box appears.

Other Topics:

Leads Analysis Local Menu

Sorting Leads Analysis Information


Leads Analysis Local Menu

In addition to the buttons on the Leads Analysis dialog box, GoldMine allows you to access functions on the Leads Analysis local menu. To display the Leads Analysis local menu, right-click inside the browse window. The Leads Analysis local menu contains the following options:

New File

Allows you to create or select a new leads analysis file.

Analyze

Regenerates the leads analysis information for the current leads analysis database. You must select the field on which to base the analysis, and the range of dates to scan activities for calculation of the statistics.

Note: GoldMine starts the analysis process with the newest (most recent) contact record added to the database and proceeds backwards to the oldest contact record. This way, your most recent leads are analyzed first.

Sort

Allows you to select the ordering of the records in the Leads Analysis dialog box.

View

Allows you to select which of the above statistics is displayed in the Leads Analysis dialog box.

Zoom

Displays complete information about the highlighted leads analysis record.

Find

Allow you to locate a specific leads analysis record by entering the field’s value.

Delete

Allows you to delete Lead Analysis entries for sources with fewer than a specified number of leads. Use this option to remove sources that have generated so few leads that they are irrelevant to your analysis.

Cost

Allows you to modify the cost of the highlighted leads source record, or display a browse window containing leads source cost information.

Last Run

Displays the date the leads analysis information was analyzed.

Other Topics:

Sorting Leads Analysis Information


Sorting Leads Analysis Information

The Sort option in the Leads Analysis browse window allows you to select the arrangement of information in the window.

The Leads Analysis Sort Menu dialog box contains the following options:

Source

Arranges the entries in the browse window alphabetically by the name of the source. This is the default sort order.

Total Leads

Arranges the entries in the browse window by total number of leads generated, with the leads source having the greatest number of leads generated at the top.

Leads Closed

Arranges the entries in the browse window by the number of leads closed, with the leads source having the greatest number of leads closed at the top.

Closed Ratio

Arranges the entries in the browse window by the value in the Closed Ratio field, with the leads source having the highest Closed Ratio at the top.

Closed Sales

Arranges the entries in the browse window by the total amount of sales generated by the lead source, with the leads source that generated the most sales at the top.

Potential Sales

Arranges the entries in the browse window by the amount of potential sales, with the lead source having the most Potential Sales at the top.

Closed + Potential

Arranges the entries in the browse window by the total amount of closed and potential sales, with the lead source having the highest values at the top.

Cost Amount

Arranges the entries in the browse window by the cost of the lead source, with the most expensive source at the top.

Profit Amount

Arranges the entries in the browse window by the amount of profit generated by each leads source, with the most profitable lead source at the top.

Cost Per Lead

Arranges the entries in the browse window by the cost per lead generated, with the leads source having the highest cost per lead at the top of the list.

Sales per Lead

Arranges the entries in the browse window by the amount of sales generated per lead, with the lead source generating the most sales per lead at the top of the list.

Profit per Lead

Arranges the entries in the browse window by the amount of profit generated per lead, with the lead source generating the most profit per lead at the top of the list.


Importing and Exporting Data

When working with different applications, sometimes you will want to use data created in one application, such as database files created by dBase, with GoldMine, or you will want to use GoldMine data with another application, such as a spreadsheet. Reentering the information manually is impractical for large amounts of data. Instead, a simple procedure is needed to copy the data in a file format for a receiving application to read and use. Importing allows you to bring data from another application into GoldMine. Exporting allows you to copy GoldMine data into a file in a format that another application can incorporate and use.

You can use GoldMine’s import/export to:

•	Incorporate data into GoldMine from purchased mailing lists (import)

•	Add contacts from another program (import)

•	Capture data from a mainframe or an online data service (import)

•	Perform analysis, using a spreadsheet program (export)

•	Transfer data to or from your Sharp Wizard, Casio Boss or HP95/100 (import or export)

GoldMine provides an easy way to import and export records with the Import Wizard and the Export Wizard. Using these wizards, you can import or export data from CONTACT1.DBF, CONTACT2.DBF, and Email Address field data from CONTSUPP.DBF. You can work with data using a predefined profile, or set up your own profile. You can set up a profile even if you don’t have the data that you want to import or export. The newly created profile can be saved for future use.

Other Topics:

Working with Data Formats

Importing Data into GoldMine

Importing ZIP Codes into GoldMine

Exporting Data from GoldMine


Working with Data Formats

GoldMine can import data from, and export contact data to, a variety of file formats. Data purchased from mailing list houses, downloaded from an online database, or exported from another program can be imported directly into GoldMine. Contact data can also be exported for use with other programs, such as spreadsheets, databases and word processors. GoldMine supports three file formats:

•	DBF filexBase_Clipper_DBF_Format

•	ASCII (TXT) fileDelimited_ASCII_TXT_Format

•	SDF (fixed-length records)Fixed_Length_SDF_Format


xBase/Clipper (DBF) Format

To most easily identify this file type, check for a file name with a .DBF extension, such as CONTACT1.DBF. An xBase file identifies fields by name; for example, the Company field might be referenced as COMPANY, and the Contact field might be referenced as CONTACT. An xBase file stores field names internally. The GoldMine Import Wizard displays a listing of the fields in an xBase file.


Delimited ASCII (TXT) Format

The delimited ASCII format is the most commonly used file format. When viewed with a word processor or text editor, data saved in a delimited format might look like this:

“ABC Company",”John Smith",”123 Main Street",”Anytown",”CA",”97021”
“Joe’s Cleaners",”Joe Turner",”55 Third St.",”Burbank",”CA",”91502”
“Mr. T’s Ribs",””,”22543 Eton Ave.",”New York",”NY",”10027”

Each field in the file is surrounded by a delimiter, which is usually the double-quote character (“). Adjacent fields are separated by a field separator, which is usually a comma (,). Each record is terminated by a carriage-return/line-feed combination. Carriage return or line feed characters cannot be embedded within the data.

A blank field’s position in the record contains empty quotes, as shown in the second field in the third record. In the delimited ASCII format, fields are referred to by their position in the record. For example, in the above example, company name is field 1, contact name is field 2, etc.


Fixed Length (SDF) Format

Many report generators have the ability to suppress the output of titles, headings and page numbers, to print only the report detail lines. In addition, many mailing list companies supply mailing lists in the SDF format, which is commonly used by mainframe computers. This format is referred to as a fixed length format. A sample of this type of format would look like this:

ABC Company	John Smith	123 Main Street

Joe’s Cleaners	Joe Turner	55 First St.

Mr. T’s Ribs	22543 Eton Ave.

Each field has a fixed starting and ending position in the record. Regardless of the length of the fields before it, a particular field starts and ends in the same position in every record. Since each field is padded with spaces until the start of the next field, files employing this format are sometimes referred to as Space Delimited Files, or SDF files. Like the Delimited ASCII Format, each record is terminated by a carriage-return/line-feed combination.

Fields in the SDF format are referred to by starting and ending character positions. In the above example, the company name field occupies positions 1 through 16, contact name 17 through 28, and the address occupies positions 29 through 45.


Importing ZIP Codes into GoldMine

The ZIP Code Database is an add-on product used in conjunction with GoldMine.

With GoldMine and the ZIP Code Database, city and state names are automatically entered in the appropriate fields on the contact management screen when a valid ZIP code is entered in the Zip field. This reduces the amount of data entry necessary, minimizing data entry errors. The optional ZIP Code Database contains a compressed ZIP code data file; GoldMine is required to import this ZIP code data.

The volume of data contained in the ZIP code file is very large, and importing the entire ZIP code database can take several hours, depending on your computer’s speed. However, the data file need not be imported in its entirety since the data has been divided into 57 zones. You can import all ZIP codes in the USA, all ZIP codes in a specific time zone, or only the ZIP codes of individual states. The table below lists the zone codes, number of records in each zone, and the disk space required for each zone.

	Primary City		All Cities
Code	Description	Recs.	Size	Recs.	Size
US	Entire USA	42,667	4.7 MB	75,859	8.5 MB
EZ	Eastern Time Zone	8,862	2.1 MB	33,854	3.8 MB
CZ	Central Time Zone	16,383	1.8 MB	28,956	3.2 MB
MZ	Mountain Time Zone	2,827	315 K	5,199	580 K
PZ	Pacific Time Zone	4,549	510 K	7,782	865 K
New York (NY), the state with the most ZIP codes, requires 550K of disk space. Rhode Island (RI), the state with fewest ZIP codes requires 12K of disk space.

Note: Importing the ZIP codes to a network drive requires the exclusive use of the ZIP code database; therefore, no other user can be working in GoldMine. Note that the user performing the import must have the following network security rights in the GoldMine directory: Open, Create, Read, Write, Delete and Rename.

To import the ZIP code database for use with GoldMine, select Tools|Import ZIP Codes.

The ZIP Code Import dialog box contains the following options:

Import Zip Codes From

Type the letter of the drive containing the ZIP code data file. For example, if you are importing ZIP codes from a file on diskette, type the letter of the disk drive, such as A.

Zone or State to Import

Type the identification code of the state or ZIP code zone that you desire to import in the Zone or State to Import field. For example, to import ZIP codes for California, type CA.

Include Suburban Cities

Check this box to import all cities. To import only the primary city of each ZIP code, leave the check box blank.

Some ZIP codes include not only the primary city, but also suburban cities and towns. You can import all cities, or only the primary city of each ZIP code. If you import all city names, a situation can occur where a ZIP code has more than one matching city. If this is true for an entered ZIP code, GoldMine displays a dialog box allowing you to select the appropriate city.

Select Import to begin importing ZIP codes. During processing, the ZipCode Import status window appears. The ZipCode Import status window contains the following information:

Import Zone

ZIP code zone being imported.

File Size

Amount of disk space that will be consumed when the import is completed.

Build Size

Minimum amount of free disk space required to perform the import process. Because GoldMine builds a temporary file that is later deleted, the import process requires more free disk space than the resulting ZIP code database.

Prior to adding ZIP codes, the import process marks as deleted any ZIP codes present in the current ZIP code database that belong in the zone being imported. This ensures that the correct city and state are matched with each ZIP code in the database. The ZIP codes are then imported into the ZIP code database and the file is indexed.

Other Topics:

Importing Data to GoldMine


Importing Data to GoldMine
Importing Data into GoldMine

Importing allows you to bring data from other applications into GoldMine. Importing data is easy with GoldMine’s Import Wizard. A wizard provides a window-by-window procedure that simplifies a task. Using the Import Wizard, you can bring records into GoldMine according to criteria in a predefined profile, or you can define your own profile.

To import records into GoldMine:

From the Main Menu, select Tools|Import Records.

The GoldMine Import Wizard window prompts you to select from the following options:

Import a new file

Displays the Import a New File dialog box that identifies the import file. GoldMine formats the incoming data according to a profile that will be created as you define settings in the Import Wizard. You can save the new profile for future use.

Import a new file using an existing profile

Displays the Select File to Import dialog box in which you can select a predefined profile that GoldMine will use to format the incoming data.

DBF file

Specifies that the incoming data is in the dBASE file format. Fields in a dBASE file are referred to by field name; for example, the Company field might be referred to as COMPANY, and the Contact field might be referred to as CONTACT.

ASCII file

Specifies that the incoming data is in the delimited text file format. A delimited text file formats data with field delimiters, field separators, and record separators. In the delimited ASCII format, fields are referred to by their position in the record. For example, in the above example, company name is field 1, contact name is field 2, etc.

SDF file

Specifies that the incoming data is in the text file with fixed-length record format, which is commonly used by mainframe computers. Fields in the SDF format are referred to by starting and ending character positions.

When you have specified that you want to use a predefined profile or a new profile, and selected the data format for the file that you will import, select Next>.

Other Topics:

Importing a New File

Importing a File using an Existing Profile

Importing ZIP Codes into GoldMine

Importing Data from ACT! for Windows


Importing a New File

If you selected Import a new file in the GoldMine Import Wizard window, the Import a New file dialog box appears. The Import a New file dialog box allows you to enter the path and name of the file to import. Type the path and name of the file that you want to import, or, to find the file, select [image], which displays the Open dialog box.

Navigate through directories as needed, then highlight the file that you want to import. Select Open. In the Import a New file dialog box, below the prompt Enter the path and filename for the file to be imported, the field contains the name of the previously selected file.

Select Next> to continue to the Import File Profile dialog box.

Other Topics:

Importing a File using an Existing Profile

Importing ZIP Codes into GoldMine

Importing Data from ACT! for Windows


Importing a File using an Existing Profile

If you selected Import a file using an existing profile in the GoldMine Import Wizard window, the Select file to Import dialog box appears.

The Select File to Import dialog box contains the following options:

Enter the path and filename of the file to be imported

Type the path and name of the file that you want to import, or, to find the file, select [image], which displays the Open dialog box. In the Open dialog box, navigate through directories as needed, then highlight the file that you want to import. Select OK to enter the highlighted file name.

Select one of the following, predefined DBF Import Profiles

Specifies the predefined import profile that GoldMine will use to match fields from incoming data to fields in the contact database, and to format data. GoldMine provides profiles for commonly used applications, such as ACT!, Lotus Organizer, TeleMagic (.DBF), Maximizer (ASCII), and SaleMaker (.SDF). Depending on the file format selected, any previously saved user-defined profiles also appear in this window.

Note: To import data from ACT! 3.x, you can select either of the ACT! for Windows options. You must also run ACT! during the import process.

Delete Profile

Deletes the highlighted import profile.

When done, select Next>. If you are importing a file from ACT! for Windows 2.0, the Import ACT! Data dialog box appears.

Otherwise, the Import File Profile dialog box appears.

Other Topics:

Previewing the Import File


Importing Data from ACT! for Windows

GoldMine can automatically import all contact information, notes, history, and scheduled activity data from an ACT! for Windows 1.x, 2.x, or 3.x file. When you select one of the ACT! predefined import options from the Select File to Import dialog box, the Import ACT! Data dialog box appears.

Note: To import data from ACT! v3.x, you must have ACT! running during the import process.

To retain complete control over the import process for any version of ACT!, click Select field mappings (manual, contact data only). If you select this option, you can import only data from contact records. Select Next>.

To continue with the automatic ACT! import process, once you select the appropriate version of ACT!, select Next>.

The ACT! Import Options dialog box contains the following options:

Convert phone numbers to GoldMine’s phone format

When Windows is set for the English language, GoldMine changes telephone numbers as needed to the format (999) 999-9999. You can also manually format telephone numbers.

Extract the user from ACT field

Assigns calendar activities and history activities to the user designated in the ACT! record.

Default to me

Assigns calendar activities and history activities to the logged user in GoldMine who is performing the import.

Do not import duplicate records

Does not import any record in which GoldMine detects duplicate data in the Company, Contact, and any Phone fields.

Import all records to GoldMine

Will import all ACT! records, even those records in which GoldMine detects duplicate data in the Company, Contact, and any Phone fields.

When done, select Next>. The Ready to Import window appears. When you are ready to start importing ACT! data, select Next>. GoldMine displays a status window to show the progress of the import. If you are importing records from ACT! 3.0, the process may be slow because the import process relies on Dynamic Data Exchange (DDE), which runs slowly in ACT! 3.0.

 When done, the window will show detailed information about the import file.

When done viewing the import details, select OK to close the status window.

Other Topics:

Previewing the Import File


Previewing the Import File

In the Import File Profile dialog box, you can preview how GoldMine will import data from the selected file. The Import File Profile dialog box will differ slightly depending on the selected import file format. The figures shown in this section appears when importing dBASE (DBF) file formats.

The Import File Profile dialog box contains the following information and options:

Label Name (DBF or TXT)
Position (SDF)

Designation assigned to each field in the import file. An import label identifies each field in the import file so that the Import Wizard can correctly transfer the data into the corresponding GoldMine field.

To change the label name (for example, to match the GoldMine field label), select the label name, then right-click. Rename Label appears. Select Rename Label. The Import Label Definition dialog box appears, from which you can enter a new label name.

Field Name (DBF)
Position (TXT)
Range (SDF)

Name (DBF format), position (ASCII format that typically appears with a .TXT extension), or range (SDF) of the field in the contact database that GoldMine determines is a match for the incoming field identified in Label Name.

Preview Record

Displays actual data from the selected import file.

Convert OEM to ANSI

For international GoldMine users: changes OEM characters (European standard) into ANSI characters (US standard).

Options (TXT or SDF only)

Appears on the Import File Profile dialog box for ASCII or SDF import only: GoldMine displays the Import Profile Options dialog box appropriate for the selected file type.

Depending on your selection, you can set either ASCII import options, or SDF import options.

Previous

Displays the record listed before the currently displayed record.

Next

Displays the record listed after the currently displayed record.

When done, select Next>. The Field Mappings dialog box appears.

Other Topics:

Defining the Import File Structure


Setting ASCII Import Options

If you are importing ASCII data, and selected Options in the Import File Profile dialog box, the Import ASCII Profile Options dialog box appears.

The Import ASCII Profile Options dialog box contains the following options:

Field Separator

Specifies the field separator character for ASCII delimited import files. The default character is the comma (,).

Field Delimiter

Specifies the field delimiter character for ASCII delimited import files. The field delimiter surrounds each field. The default delimiter is the double-quote character (“).

Maximum Field Length

Specifies the uppermost size of any field in number of characters.

CR/LF

Specifies that either a carriage return character or line feed character appears before the start of each record and at the end of each record; that is, records are separated from each other by a carriage return or a line feed.

LF

Specifies that a line feed character appears before the start of each record and at the end of each record; that is, records are separated from each other by line feed characters only.

When done, select OK. The Import File Profile dialog box appears.


Setting SDF Import Options

If you are importing SDF data, and selected Options in the Import File Profile dialog box, the Import SDF Profile Options dialog box appears.

Depending on the file type selected, the Import SDF Profile Options dialog box contains the following options:

CR/LF

Specifies that either a carriage return character or line feed character appears before the start of each record and at the end of each record; that is, records are separated from each other by a carriage return or a line feed.

LF

Specifies that a line feed character appears before the start of each record and at the end of each record; that is, records are separated from each other by line feed characters only.

Record Structure

Displays a sample record from the import file. To define individual data fields in the import file, move the cursor to the desired position in the record, then insert or delete the field delimiter character as needed.

The number that appears after Position at the bottom of the window indicates the current cursor position in the sample import record without considering positions taken by previously set field delimiters. Use this information only in conjunction with the record definition sheet included with the import file.

If the sample record does not display sufficient information for correct field definitions, select OK to return to the Import File Profile. Select another record, select Options, then try to define individual data fields again.

When done, select OK. The Import File Profile dialog box appears.


Defining the Import File Structure

The Field Mappings dialog box allows you to set up a new import profile, or to modify a selected import profile.

The Field Mappings dialog box displays the Import Fields, GoldMine Field, and either any expression(s) applied to the field(s), or sample values from a record in the import file. The Field Mappings dialog box contains the following information and options:

Show Mappings

Displays the names of fields from the import file that are mapped to GoldMine fields. When this option is selected, this title appears in the Expression column.

Preview Result

Displays values in mapped fields from a sample record in the import data file. To select individual records in the import database to preview how the record will actually look when imported, select either Next or Previous.

Profile Options

Displays the Import Profile Options dialog box.

The Import Profile Options dialog box is available only for GoldMine’s indexed fields. To select a field, select an indexed field from the Select the match field to be used drop-down list. To automatically update fields based on LOOKUP.INI, make sure the checkbox in the lower portion of the dialog box is selected.

When you have selected the field, select OK to close the Import Match Field dialog box. When you select Next>, GoldMine displays the Record Matching Options dialog box, from which you can select an option that determines how GoldMine will treat records with the same value as the import field.

Map to GM

Translates data from a specified field in the import file into a form that corresponds to a specified GoldMine field. More than one import field can be selected for mapping into a GoldMine field. For example, you can map the Title field in the import file to both the Title field and the Dear field in the GoldMine contact database. See Import Expression Builder dialog box on the following page.

To map a field from the import file, highlight a field name listed in the Import Fields column, highlight a corresponding field listed in the GoldMine Field column, then select Map to GM. If Show Mappings is selected, the field name appears in the Expression column. If Preview Result is selected, the field value for the displayed record appears in the Preview Record column.

For example, if you highlight the Zip field in Import Fields, highlight the Zip field in GoldMine Field, then select Map to GM, GoldMine displays either Zip in the Expression column (Show Mappings), or an actual ZIP code, such as 90000, in the Preview Record column (Preview Result).

Properties

Displays the Import Expression Builder dialog box.

Remove

Deletes mapping for the highlighted field in the GoldMine Field column, and the corresponding expression, if any.

Previous

Available for Preview Result only: displays the record listed before the currently displayed record.

Next

Available for Preview Result only: displays the record listed after the currently displayed record.

When done, select Next>.

If you selected a field value from the Import Match field, the Record Matching Options dialog box appears.

If you did not select a field value from the Import Match field, the Save Profile dialog box appears.


Creating an Import Expression

The Import Expression Builder allows you to place a custom expression into a GoldMine field.

You can use the Import Expression Builder to create an expression that combines fields and applies functions that format the incoming data in a special way, such as removing extra spaces when combining data from two import fields into one GoldMine field.

The Import Expression Builder allows you to combine multiple import fields into one GoldMine field. GoldMine allows you to combine, or concatenate, several import fields into a single data item that can then be imported into a single GoldMine field. For example, if your import file has two fields for each contact’s full name, a first name field and a last name field, you can combine these two fields and place the result in GoldMine’s Contact field.

The Import Expression Builder dialog box contains the following options:

Enter expression

Import expressions are built by selecting one or more Import Fields from the Field Mappings dialog box, combining the fields, and applying the desired functions to alter the string of characters. The resulting data item is then imported into the destination GoldMine field as a single import item.

Create an expression by adding any formatting functions that you want applied to field values. Commonly used formatting functions include:

•	LTRIM(): removes leading spaces from the left side of a field value, which is useful to prevent extra spaces between items when joining fields together.

•	RTRIM(): removes trailing spaces from the right side of a field value, which is useful to prevent extra spaces between items when joining fields together.

•	Trim(): removes leading spaces and trailing spaces from a field value. For example, the expression trim(Firstname) + ” “ + trim(Lastname) will import the Firstname field and Lastname field from a data file into the GoldMine Contact field.

•	Substr(): specifies a range of characters from an import field. For example, if the expression substr(Company,3,4) is applied to Company, the result is mpan.

Instead of an expression, you can enter specific text in a selected field by placing the text within quotation marks (“). For example, “have a nice day” places the phrase have a nice day in the selected field.

None

Applies no formatting options to the combined fields; that is, the data in the specified fields appears as originally entered.

Convert to Proper case

Changes the first nonblank character after a space to upper-case, and the remaining characters to lower-case. For example, mARY jANE will change to Mary Jane.

Convert to Upper case

Ensures that data appears in upper-case characters. For example, Mary Jane will change to MARY JANE.

Convert to Lower case

Ensures that data appears in lower-case characters. For example, Mary Jane will change to mary jane.

Reverse digits only

Reverses only numbers of imported data. For example, GoldMine will reverse only the street number of 123 Main Street, so the address becomes 321 Main Street.

Reverse all characters

Reverses all alphanumeric characters of imported data. For example, GoldMine will reverse the name Sam to Mas. This option is helpful when working with foreign languages such as Hebrew and Arabic.

Once you have set up the format to apply to the import data, select OK to close the Import Expression Builder dialog box, and return to the Field Mappings dialog box.


Selecting an Option for Matching Records

If you selected a match field value from the Import Match Field dialog box, GoldMine will search the contact database for records with the same value as the import match field during the import process. You can specify how you want GoldMine to treat records marked as duplicates based on the selected match field. dialog box appears.

The Record Matching Options dialog box contains the following options:

Overwrite the existing GoldMine record

If a match is found, GoldMine updates the existing record with the information from the import record instead of adding a new record.

Add a new record to GoldMine

If a match is found, GoldMine adds a new record instead of updating the existing record with the information from the import record.

Do not import the record

If a match is found, GoldMine skips importing the record with matching information.

Ask me what to do

GoldMine prompts you for a decision whenever finding a match.

When done, select Next>. The Save Profile dialog box appears.


Saving an Import Profile

The Save Profile dialog box allows you to save your import settings as a profile that you can use in the future when importing data into GoldMine.

If you are either creating a new import profile, or if you are modifying a predefined import profile, and you want to use the new profile in the future, select Yes. If you select Yes, the Save Profile dialog box activates two options:

Profile Name

Type a descriptive name for the new import profile.

Save the import file with this profile

Keeps the profile name and import file name together, so that when using this profile to import data in the future, GoldMine looks for a new import file with the same file name on the same path.

When done, select Next>. The Ready To Import display appears.

When ready to start importing data, select Finish. To cancel the process at any time, select Cancel.


Exporting Data from GoldMine

Exporting allows you to copy data into a file in a format that the receiving application can understand. Exporting data is easy with GoldMine’s Export Wizard. A Wizard provides a window-by-window procedure that simplifies a task. Using the Export Wizard, you can create a data file from GoldMine records according to criteria in a predefined profile, or define your own profile. The currently selected contact record determines the contact database from which GoldMine will export.

GoldMine can export data in three formats:

•	DBF file

•	ASCII (TXT) file

•	SDF (fixed length) file

To export data from GoldMine:

From the Tools menu, select Export Records. The GoldMine Export Wizard window appears.

The GoldMine Export Wizard window contains the following options:

Export to a new file

Displays the Field Mappings window. GoldMine will export the data according to a profile that will be created as you define settings in the Export Wizard. You can save the new profile for future use.

Export to a new file using an existing profile

Displays the Select Export Profile dialog box from which you can select a predefined profile that GoldMine will use to format the data for export.

DBF file

Specifies that data will be exported in the dBASE file format. Fields in a dBASE file are referred to by field name; for example, the Company field might be referred to as COMPANY, and the Contact field might be referred to as CONTACT.

ASCII file

Specifies that data will be exported in the delimited text file format. A delimited text file formats data with field delimiters, field separators, and record separators. In the delimited ASCII format, fields are referred to by their position in the record. For example, in the above example, company name is field 1, contact name is field 2, etc.

SDF file

Specifies that data will be exported to a text file with fixed-length record format, which is commonly used by mainframe computers. Fields in the SDF format are referred to by starting and ending character positions.

Once you have specified whether you want to use a predefined profile or a new profile, and you have selected the data format for the new export file, select Next>.

If you are exporting to a new file, the Field Mappings window appears.

If not, you must select a profile to define the format for the exported data.


Exporting Data using an Existing Profile

If you selected Export to a file using an existing profile, the Select Export Profile window appears.

Select one of the following predefined Export Profiles

Specifies the predefined profiles for GoldMine to use to format data for export. The window displays all available profiles for the selected data format; that is for DBF, ASCII, or SDF data.

Delete Profile

Deletes the highlighted export profile.

When done, select Next>. The Field Mappings window appears.


Defining the Export File Structure

The Field Mappings dialog box allows you to set up a new export profile, or to modify a selected export profile.

The Field Mappings dialog box displays the GoldMine Fields, the export Field Name, and either any expression(s) applied to the field(s), or sample values from a record in the import file. The Field Mappings dialog box contains the following information and options:

Convert ANSI to OEM

For international GoldMine users: changes ANSI characters (US standard) to OEM characters (European standard).

Show Mappings

Displays the names of fields from the export file that are mapped to GoldMine fields. When this option is selected, this title appears in the Expression column.

Preview Result

Displays values in mapped fields from a sample record in the export data file. To preview individual records, select either Previous or Next.

Options (TXT or SDF only)

Appears on the Export File Profile dialog box for ASCII or SDF import only: GoldMine displays the Export Profile Options dialog box appropriate for the selected file type.

GoldMine Fields

Names of the fields in the GoldMine contact database.

Field Name (DBF)
Position (TXT)
Range (SDF)

Name (DBF format), position (ASCII), or range (SDF) of the field in the contact database that GoldMine determines is a match for the field identified in GoldMine Fields.

Expression Preview Record

If Show Mappings is selected, the Expression column displays one of the following:

•	Label that GoldMine exports to identify the field

•	Expression that GoldMine applies to data being exported from the GoldMine field

If Preview Result is selected, the Preview Record column displays actual data from the currently selected record.

Add Field

Includes a contact field listed in the GoldMine Fields column in the export profile. GoldMine allows you to combine, or concatenate, several GoldMine fields into a single data item for export. For example, the expression
trim(phone1) + “ “ + trim(ext1) will combine both the Phone1 field and the Ext1 field into a single data item and export that data.

To add field(s) from the GoldMine contact set, highlight one or more field names listed in the GoldMine Fields column, then select Add Field. The selected field(s) appears in alphabetical order in the Field Name column.

Edit Expr

Displays the Export Mapping Setting dialog box, in which you can create a custom field definition for the export data file.

Remove

Deletes mapping for the highlighted field in the Field Name column, and the corresponding expression, if any.

Previous

Available for Preview Result only: displays the record listed before the currently displayed record.

Next

Available for Preview Result only: displays the record listed after the currently displayed record.

When done, select Next>. The Get Filename dialog box appears. The Get Filename dialog box allows you to enter the path and name to which you want GoldMine to export the data.

If you want to create a profile only, and not export data, leave the field blank, and select Next>. The Save Profile display window.

If you want to export data, type the path and name of the file to which you want to export data, or, to overwrite an existing data file, select [image].

Navigate through directories as needed, then highlight the file that you want to overwrite with the export data. Select Open. In the Get Filename dialog box, the selected path and file name appears below the prompt Enter the path and filename for the file to be exported. GoldMine will overwrite the selected file when you select Finish to execute the export process according to the specifications defined by the Export Wizard.

Select Next> to continue to the Save Profile display window.

See also:

Creating a Custom Export Field Definition


Creating a Custom Export Field Definition

When you select Edit Expr from the Field Mappings dialog box of the Export Wizard, the Export Mapping Setting dialog box appears. You can create a custom field definition for the export data file from this dialog box.

The Export Mapping Setting dialog box contains the following options:

Field Name (DBF)

Position (ASCII)

Range (SDF)

For a DBF file, Field Name of the field that appears in the export file. When two fields have been combined, the resulting field name appears as the first field of the combination. You may want to change this field name to better represent the new field. For example, if you combine Phone1 and Ext1 to create a single Phone field, you might want to change the field name to Phone.

For an ASCII file, Position of the field that appears in the export file.

For an SDF file, Range of the field that appears in the export file.

Field Size

Available for DBF format and ASCII format only: Sets the maximum length of the field in the export file.

Enter expression

Export expressions are built by selecting one or more GoldMine Fields from the Field Mappings window, combining the fields, and/or applying the desired functions to alter the string of characters. The resulting data item is then exported into the destination export field as a single export item.

Create an expression by adding any formatting functions that you want applied to field values. Commonly used formatting functions include:

•	LTRIM(): removes leading spaces from the left side of a field value, which is useful to prevent extra spaces between items when joining fields together.

•	RTRIM(): removes trailing spaces from the right side of a field value, which is useful to prevent extra spaces between items when joining fields together.

•	Trim(): removes leading spaces and trailing spaces from a field value.

•	Substr(): specifies a range of characters from a field. For example, if the expression substr(Company,3,4) is applied to Company, the result is mpan.

Instead of an expression, you can enter specific text in a selected field by placing the text within quotation marks (“). For example, “have a nice day” places the phrase have a nice day in the selected field.

When you have specified formatting that you want applied to export data, select OK to close the Export Mapping Setting dialog box, and return to the Field Mappings window.


Setting Export Options

If you are exporting to an ASCII file, and selected Options in the Export File Profile dialog box, the Export Profile Options dialog box appears.

The Export Profile Options dialog box contains the following options:

Field Separator (ASCII only)

Specifies the field separator character for ASCII delimited files. The default character is the comma (,).

Field Delimiter (ASCII only)

Specifies the field delimiter character for ASCII delimited files. The field delimiter surrounds each field. The default delimiter is the double-quote character (“).

CR/LF

Specifies that either a carriage return character or line feed character appears before the start of each record and at the end of each record; that is, records are separated from each other by a carriage return or a line feed.

LF

Specifies that a line feed character appears before the start of each record and at the end of each record; that is, records are separated from each other by line feed characters only.

When done, select OK. The Export File Options dialog box closes.


Saving an Export Profile

The Save Profile dialog box allows you to save your export settings as a profile that you can use when exporting GoldMine data in the future.

If you are either creating a new export profile, or if you are modifying a predefined import profile, and you want to use the new profile in the future, select Yes. When Yes is selected, the Save Profile dialog box activates two options:

Profile Name

Type a descriptive name for the new export profile.

Save the export filename with this profile

Keeps the profile name and export file name together, so that when using this profile to export data in the future, the new export file will overwrite an old exported data file.

When done, select Next>. The Ready To Export display appears.

When ready to start exporting data, select Finish. To cancel the process at any time, select Cancel.


Making Global Changes to Contact Records

When working with a large number of records, making the same change to each record can be tedious and time-consuming. Globally replacing data can add or change information in a large database without requiring manual entry on each record. GoldMine’s Global Replace Wizard can automatically update one or more fields in your contact database. The wizard simplifies the replacement process by guiding you through the entire procedure.

Note: We strongly recommend that you back up data before performing a global replacement. There is no “undo” option for global changes. If a change is made by mmistake, you can only “correct” the error by restoring data from a backup.

To globally replace data in selected fields:

From the Main Menu, select Tools|Globally Replace Fields.

Note: Performing a global replacement with an active filter or group allows you to selectively update data in the contact database. When a filter or group is active, only records matching the filter or group are affected.

GoldMine’s Global Replace Wizard provides three different options for updating data in selected fields:

•	Replacing a field with a value

•	Updating a field using an advanced option

•	Exchanging the values of two fields

This process adds or replaces data in one or more fields with the values that you specify.

Note: Use any global replacement feature with caution: Replace a Field With a Value replaces the data in a specified GoldMine field with any value that you enter. GoldMine replaces the data in all records—unless a filter or group is active—regardless of whether data was previously present. For this reason, never perform a global replacement function on the Account Number field.


Replacing a Field with a Value

Using GoldMine’s Global Replace Wizard, you can update a field with a specific value. Entering a single value with the global replace can save a lot of time, as shown in the following scenario.

You have just entered leads from a recent mailing into a new contact set and forgot to enter information in the Source field. Source information needs to be entered into all the records in the database. Although the information could be entered manually into the Source field on each record, you can avoid editing all those records individually by selecting Replace a Field with a Value. By using this feature, you can set up GoldMine to enter the source information automatically in the field of each record.

To globally replace field entries with a value:

From the Main Menu, select Tools|Globally Replace Fields. The Global Replace Wizard appears. Select Replace a Field with a Value, then select Next>.

The Global Replace Wizard dialog box contains two fields:

Replace Field

Specifies the field to be updated; that is, the data in this field will be replaced by the value specified in the With Value field. To display a list of GoldMine fields that you can replace, click on the arrow to the right of the field.

With Value

Specifies the replacement value that will be placed in the Replace Field. GoldMine will replace the specified field in all contact records with the value in this field. For example, if the Replace Field is City, and the With Value entry is Long Beach, GoldMine will replace all City entries with Long Beach.

When done, select Next>.

The Global Replace Wizard dialog box allows you to check the field(s) and replacement value(s) before initiating the process. The Global Replace Wizard setup dialog box contains the following options:

Expand partial contact records

Expands partial records in the database into complete records if the field to be replaced is contained in the CONTACT2 file. If the field is contained in the CONTACT2 file, this option is selected by default. If you remove the check from Expand partial contact records, partial records are not expanded, and field values in these records are not updated.

Update linked fields (based on lookup.ini)

Changes values in linked fields according to the instructions in the [AutoUpdate] section of the LOOKUP.INI file. This option is available only if one or more selected fields include field(s) listed in LOOKUP.INI.

Remove

Deletes the highlighted global replacement entry.

You can globally replace more than one field at a time. To add another field and replacement value, select <Back, which returns to the Global Replace Wizard dialog box.

Note: If you have more than one replacement entry, Remove becomes active. You can delete any entry other than a single entry.

When done adding fields and values, select Next>. The Global Replace launch display appears. Select Finish. When the global replacement is finished, the currently selected contact record appears. To see the change(s), move through the records in your contact database.


Replacing a Field with Another Field

Using GoldMine’s Global Replace Wizard, you can update data in one field with data from another field in one of two ways:

•	Exchanging values of two specified fields on a contact record

•	Replacing the value of one field on a contact record with the value of another field

For example, John Doe has GoldMine’s User Defined field number 5 set up as Salesman, and he needs to sort and find his contacts by their regular salesman. To do so, John must move all the salesman’s names from User-Defined field 5 to the User-Defined KEY 3, which has an index. John can select Exchange the values of two fields to move the data from User-Defined field 5 to User-Defined KEY 3.

You can also select Exchange the values of two fields to trade the value of two fields. Suppose John Doe wants to use a User Defined Field as an indexed field, but all of his indexed fields are used. By selecting Exchange the values of two fields, John can replace the user field with the data from the indexed field, and replace the indexed field with the value in the user field.

To globally replace one field value with another field value, or to exchange the values of two fields:

From the Main Menu, select Tools|Globally Replace Fields. The Global Replace Wizard appears. Select Exchange the values of two fields, then select Next>.

The Global Replace Wizard dialog box contains the following options:

Exchange the values of both fields

Trades the value of one specified field with the value of a second specified field.

Replace value of the left field with the value of the right field

Inserts the value in the first specified field with the value in the second specified field. The second specified field remains unchanged.

Update this field

Specifies the field to replace or exchange. To display a list of GoldMine fields, click on the arrow to the right of the field.

With this field

Specifies the field that will either exchange data with the first field, or provide the replacement value. To display a list of GoldMine fields, click on the arrow to the right of the field.

Note: GoldMine converts the replacement data into the appropriate data type before copying the data into the selected replace field.

When done, select Next>.

The Global Replace Wizard dialog box allows you to check the field(s) and replacement value(s) before initiating the process. The Global Replace Wizard setup dialog box contains the following options:

Expand partial contact records

Expands partial records in the database into complete records if the field to be replaced is contained in the CONTACT2 file. If the field is contained in the CONTACT2 file, this option is selected by default. If you remove the check from Expand partial contact records, partial records are not expanded, and field values in these records are not updated.

Update linked fields (based on lookup.ini)

Changes values in linked fields according to the instructions in the [AutoUpdate] section of the LOOKUP.INI file. This option is available only if one or more selected fields include the field(s) listed in LOOKUP.INI.

Remove

Deletes the highlighted global replacement entry.

You can globally replace more than one field at a time. To add another field and replacement value, select <Back, which returns to the Global Replace Wizard dialog box.

Note: If you have more than one replacement entry, Remove becomes active. You can delete any entry other than a single entry.

When done adding fields and values, select Next>. The Global Replace launch display appears. Select Finish. When the global replacement is finished, the currently selected contact record appears. To see the change(s), move through the records in your contact database.


Replacing a Field with Advanced Options

For an experienced user, GoldMine provides three advanced global field replacement options:

•	Replacing an entire field with a value

•	Replacing field text only with a value

•	Evaluating the replacement value as a dBase expression

Using the Global Replace Wizard, you can combine multiple options in one operation.

To globally replace a field value using advanced options:

From the Main Menu, select Tools|Globally Replace Fields. The Global Replace Wizard appears. Select the Update a field using advanced options, then select Next>.

The Global Replace Wizard dialog box contains the following options:

Update Field

Specifies the field to replace with the selected advanced option. To display a list of GoldMine fields, click on the arrow to the right of the field.

Replace

Type the value to insert into the specified field. GoldMine replaces the specified field in all contact records with this value.

Replace the entire Field with Value

Removes any entry in the field, and inserts the Replace entry.

Replace text with Value

Removes text only from the field and inserts the value from this field. The list scrolls as you type the replacement value. No lookup list is available for this option.

Insert Value at position

Specifies the position, in character spaces, where the replacement value appears in the specified field.

Evaluate Value as dBase expression

Replaces the field with the result of the dBase expression entered in Replace.

(Convert to) Proper case

Converts characters in the field value to initial capitals. For example, if the field value is ACME PRODUCTS, the entry is converted to Acme Products.

(Convert to) Upper case

Converts all alphabet characters in the field value to capital letters. For example, if the field value is Acme Products, the entry is converted to ACME PRODUCTS.

(Convert to) Lower case

Converts all alphabet characters in the field value to lower-case letters. For example, if the field value is Acme Products, the entry is converted to acme products.

(Convert to) Phone format

Converts all telephone numbers in the replacement entry to the format that has been selected for the record. Telephone numbers in contact records set up for a USA format appear as (999)999-9999; telephone numbers in contact records set up for an international phone format have no formatting applied.

When done, select Next>.

The Global Replace Wizard dialog box allows you to check the field(s) and replacement value(s) before initiating the process. The Global Replace Wizard dialog box contains the following options:

Expand partial contact records

Expands partial records in the database into complete records if the field to be replaced is contained in the CONTACT2 file.

If the field is contained in the CONTACT2 file, this option is selected by default. If you remove the check from Expand partial contact records, partial records are not expanded, and field values in these records are not updated.

Update linked fields (based on lookup.ini

Changes values in linked fields according to the instructions in the [AutoUpdate] section of the LOOKUP.INI file. This option is available only if one or more selected fields include the field(s) listed in LOOKUP.INI.

Remove

Deletes the highlighted global replacement entry.

You can globally replace more than one field at a time. To add another field and replacement value, select <Back, which returns to the Global Replace Wizard dialog box.

Note: If you have more than one replacement entry, Remove becomes active. You can delete any entry other than a single entry.

When done adding fields and values, select Next>. The Global Replace launch display appears. Select Finish. When the global replacement is finished, the currently selected contact record appears. To see the change(s), move through the records in your contact database.


Replacing a Field with a dBASE Expression

Evaluate Value as dBase expression is a sophisticated feature that allows an experienced GoldMine user to replace a field with any combination of data.

Suppose the dBase data file that you want to import into GoldMine contains separate fields for the contact’s first name and last name. You should import both fields into GoldMine’s contact name field.

To do this, the data must first be imported into GoldMine so that each field from the source (input) database is represented in the GoldMine database. Assume the contact’s first name has been imported into the Contact field, and the contact’s last name has been imported into the Last field.

Once the data is successfully imported, select Evaluate Value as dBase expression to replace the Contact field with a combination of the Contact field and the Last Name field. In the Global Replace dialog box, select the Contact field as the Update Field; that is, the field to replace.

The expression chosen to replace the Contact field must copy the contact’s last name to the end of the first name field, which is already in the Contact field. To do so, you might incorrectly enter the following expression:

CONTACT1->CONTACT+CONTACT1->LASTNAME

The above expression does not work correctly since GoldMine stores data in a fixed-length format, which means data is packed with spaces to fill the entire field. The expression shown above adds the Last Name field to the end of the Contact field, and places the result in the Contact field. Since the Contact field is already completely filled with spaces, the Last Name field is attached to the end of the spaces. When the new data is copied back into the Contact field, any characters after the end of the field are truncated, or clipped off. The result will be that the Contact field will still contain only the contact’s first name.

The dBASE TRIM() function can be used to remove the trailing spaces from the Contact field, allowing the Last Name to be appended correctly to the end of the field. The appropriate expression is:

LTrim(Trim(CONTACT1->CONTACT)+ “ “ + CONTACT1->LASTNAME)

The TRIM() function removes the trailing spaces from the Contact field, allowing a “hard” space character and the Last Name value to be appended after the hard space. The LTRIM() function then removes that “hard” space in the unusual event that a contact has no first name. The resulting field, correctly linked and truncated, is then copied back into the Contact field.


Consolidating Duplicate Records

Users may accidentally create duplicate contact records in GoldMine. Over time, the number of duplicate contact records may be too great for manual deletion. GoldMine provides several methods to consolidate information and delete duplicate records:

•	Merge/Purge Wizard: simplifies the replacement process by guiding you through the entire procedure.

•	Merge Visible Records: updates the contact record with input focus by merging information in two contact records displayed in the GoldMine work area.

•	Merge Tagged Records: creates one contact record by merging information from all tagged records.

Working with the Merge/Purge Wizard

Using the Merge/Purge Wizard, you can select records based on a predefined profile, or define your own criteria. You can set up a custom merge/purge profile by defining the following criteria:

•	Contact record fields: select as many as you want GoldMine to use during the evaluation process to match records.

•	Method: select a criterion for each record match, which can be case-sensitive, case-insensitive, or Soundex.

•	Weight: select and assign a numeric weight to each criterion. When a record is evaluated, each match with a criterion earns the assigned weight value. If the total weight earned by matches between two records and the specified criteria equal the qualifying weight value, GoldMine selects the records as duplicates.

You can also select the method for disposing of duplicate records. You can either merge data from two duplicate records to create one updated record, or delete one of the duplicates according to a condition, such as deleting the older record. You can specify that GoldMine either process the merge/purge automatically, or display duplicate records for viewing or manual deletion.

Note: We highly recommend selecting Dry run: Only show duplicates—do not merge nor purge before actually performing a purge.

To consolidate duplicate contact records:

From the Main Menu, select Tools|Merge/Purge Records.

The GoldMine Merge/Purge Wizard offers two procedures:

Merge/Purge using a predefined profile

Displays the Select a Merge/Purge Profile dialog box, which contains a list of previously defined merge/purge profiles. Highlight the profile that you want to use to search for duplicate records.

Merge/Purge using new criterias

Allows you to set up weighted criteria for the current merge/purge. The settings can be used for one time only, or saved as a merge/purge profile for future use.

When you select the type of merge/purge you want to conduct, select Next>.

If you selected Merge/Purge using a predefined profile, you can select the profile from the Select a Merge/Purge Profile dialog box. You can also delete a previously defined profile by selecting Delete Profile. When you have selected a profile, select Next> to display the Merge/Purge Criteria Settings dialog box.

If you select Merge/Purge using new criteria, the Merge/Purge Criteria Settings dialog box is the next dialog box that appears.

Other Topics:

Selecting Criteria for the Merge/Purge

Merging Displayed Records

Merging Tagged Records


Selecting Criteria for the Merge/Purge

Note: If you have selected a profile, a dialog box with the previously defined criteria for the GoldMine fields, the selection methods, and the assigned weight values appears. These criteria cannot be changed or deleted.

The Merge/Purge Criteria Settings dialog box contains the following information:

Qualifying Weight

Minimum value that records must meet based on matching defined field and criteria values for GoldMine to select these records as duplicates. For example, if the Qualifying Weight value is 50, two records must match as many weighted criteria as needed to attain a weight value equal to or greater than 50 for selection as duplicates. If records have matched criteria with a total weight of 70, GoldMine selects the records. However, if records have only matched criteria that total 40, GoldMine does not select the records as duplicates.

The default value is 50. To change the value, either type a new value from 1–100 in the field, or click on the spin controls to the right of the field to increase or decrease the weight value.

GM Field

Name of the field on which GoldMine will search for a match.

Method

Type of match that the entry in GM Field must meet for selection. GoldMine can look for a match based on Soundex, an exact match, a first-word match, or a match of identical characters at the beginning of a term.

By default, GoldMine performs a case-insensitive search, which does not require entries in the comparison field to have the same upper- and lower-case characters. However, a case-sensitive option is available for all comparison methods except Soundex. The case-sensitive comparison option requires that entries have the same upper- and lower-case characters to be selected as matching. For example, in a case-sensitive search, president is not be selected as a match to President.

Weight

Numeric value assigned to the defined search criterion. If the entry in GM Field meets the condition, the record accrues this value. If the record accrues enough weight values from meeting individual conditions so that the sum is equal to or greater than the Qualifying Weight value, GoldMine selects the record.

To remove a criterion, highlight the criterion, then select Delete.

To add a criterion, select Add. The Merge/Purge Criteria Settings dialog box appears.

To edit a criterion, highlight the criterion, then select Properties. The Merge/Purge Criteria Settings dialog box appears.

Other Topics:

Defining Merge/Purge Settings


Defining Merge/Purge Settings

From the Merge/Purge Criteria Settings dialog box, you can set up a search for duplicate records by selecting the following items:

Compare the value of field

Selects the field from which GoldMine will compare values during the search. To select a field, click on the arrow to the right of the field to display a list of available GoldMine fields. Move the elevator bar or scroll through the list to highlight the field that you want to select, then click on the field name.

Soundex Value

Compares records for similar-sounding entries in the specified field. For example, prezadent and Presedint are selected as matches to President.

Note: To add a requirement that the first word entries have matching upper- and lower-case characters, also select Case sensitive comparison.

Exact Match

Compares records for the same entry in the specified field.

First Word

Compares records for the same initial word in the specified field, without regard to upper- and lower-case characters.

For example, if you have seen two records for a contact Xavier Babayova, but are not sure that the last name was spelled the same in both records, select the comparison field Contact, and comparison method First Word to search for an exact match on the contact’s first name, which is Xavier.

1st n-Characters

Compares records for the same characters for a user-specified number of characters, without regard to upper- and lower-case.

For example, if you select the City field, then set this option for the first three characters New, GoldMine will match records with city entries, such as Newbury Park, Newhall, and Newport Beach.

Case sensitive comparison

Check this box to require that compared field entries have the same upper- and lower-case characters to be selected. For example, president is not be selected as a match to President. This option is available for Exact Match, First Word, and 1st n-Characters conditions.

Weight to assign if the condition is satisfied

Associates a numeric value with the condition. If the entry in the comparison field meets the condition, the record accrues this value. If the record accrues enough weight values from meeting individual conditions so that the sum is equal to or greater than the Qualifying Weight value, GoldMine selects the record.

To assign a weight value, either type a numeric value from 1–100 in the field, or click on the spin controls to the right of the field.

When done, select OK. The Merge/Purge Criteria Settings dialog box appears. GoldMine displays the new condition in alphabetical order by field name in the criteria listing.

To continue, select Next>. The Merge Method dialog box appears.

Other Topics:

Selecting a Merge Method


Selecting a Merge Method

The Merge Method dialog box contains settings that determine how GoldMine treats records selected as duplicates. You must select a setting whether working with a predefined merge/purge profile or a new profile.

To determine the manner in which duplicates are treated, select one of the following options:

Keep the record that was Created First

Selects the contact record that was saved first. This date is determined by the entry logged in the Creation field of the Summary tab.

Keep the record that was Last Updated

Selects the contact record that was last changed. This date is determined by the entry logged in the Last Update field of the Summary tab.

Create Linked Additional Contacts in each record

GoldMine keeps both records, and creates additional contacts under the Contacts tab of the duplicate records, so that each contact is listed as an additional contact for the other record. For example, if GoldMine determines that Jon Smith and John Smyth are duplicate contacts, Jon Smith will be added as an additional contact in the John Smyth contact record. John Smyth will be added as an additional contact in the Jon Smith contact record.

Create Additional Contact of non-surviving record

The primary contact of the deleted duplicate record is stored as an additional contact in the survivng contact record. GoldMine stores the new additional contact in the Contacts tab of the surviving contact record.

Prompt me before merging records

Check this box for GoldMine to display duplicate records and offer options so the user can make individual decisions on each set of duplicate records. This option is available for any of the above four methods.

Dry run: Only show duplicates—do not merge nor purge

Check this box for GoldMine to display duplicate records without any options to select records for purging. At the end of the process, duplicate records remain in the contact database. This option is available for any of the above four methods.

If you select this merge option, GoldMine does not prompt you for a purge method, but displays the Save the Merge/Purge Profile dialog box.

Note: We highly recommend selecting Dry run: Only show duplicates—do not merge or purge before actually performing a purge.

When you have selected a merge/purge option, select Next>. Unless you are performing a dry run, the Purge Method dialog box appears.

Other Topics:

Selecting a Purge Method


Selecting a Purge Method

The Purge Method dialog box contains two options:

Delete the duplicate record

Allows GoldMine to automatically delete records that meet the qualifying weight as specified in the merge/purge profile.

Update a field with a value to indicate record deletion

Changes the specified field with a specified value—selecting this option does not purge duplicate records. When you select Next>, the Purge Method: Update Field Settings dialog box appears.

The Purge Method: Update Field Settings dialog box contains the following settings:

Update Field

Selects a field in the record(s) to receive an entry from the Value field.

To select which field to update, click on the arrow to the right of the field to display a list of available GoldMine fields. Move the elevator bar or scroll through the list to highlight the field that you want to select, then click on the field name.

Value

Type the value that you want to insert into the specified Update Field in duplicate records. If any record had an entry in the specified field, this data overwrites the existing value.

Merge Calendar, History, and ContSupp records

Check this box for GoldMine to move data to the surviving contact record(s) from the purged record. This option moves data from the following records:

•	Calendar

•	History

•	Additional contact

•	Referral

•	Profile

When done, select Next>.

If you are either creating a new merge/purge profile, or if you are modifying a predefined merge/purge profile, and you want to use the new profile in the future, select Yes. In the Profile Name field, type a name for the new profile, then select Next>. The Ready To Merge/Purge display appears.

Other Topics:

Starting the Merge/Purge Process


Starting the Merge/Purge Process

When you are ready to start consolidating duplicate records, select Finish. If you did not select Prompt me before merging records, GoldMine automatically consolidates duplicate records according to your specifications. When done, the Merge/Purge Options status window appears, showing the number of duplicate records processed according to the merge/purge profile settings. Select OK to clear the status window, and display the currently selected contact record.

If you select Prompt me before merging records, GoldMine displays duplicate records and allows you to select the record to save.

The Merge/Purge Options dialog box contains the following options:

Default Record

Keeps the contact record that meets the merge method criteria, and deletes the other duplicate record. For example, if the merge method is Keep the record that was Created First, the default record would be the record with the lowest record creation number, which would indicate that the record was created before the other record.

Skip/Ignore

Passes the currently displayed duplicate records, and displays the next pair of duplicate records. The passed records remain in the contact database.

Non-default Record

Keeps the record that does not meet the merge method, and deletes the contact record displayed on the left side of GoldMine’s work area.

Don’t ask me again

Check this box for GoldMine to automatically finish processing duplicate records according to the last specified merge/purge option without displaying another prompt.

When done, select OK. The Merge/Purge Options status window appears, showing the number of duplicate records processed according to the merge/purge profile settings. Select OK to clear the status window, and return to the currently selected contact record.


Merging Displayed Records

You can consolidate information from two displayed contact records into one contact record. GoldMine will update the contact record with input focus (that is, the currently active contact record), and delete the other contact record.

All contacts belonging to the background contact record will be deleted once the data is merged with the contact in the active contact record.

To merge displayed contact records:

From the Main Menu, select Tools|Merge Visible Records. The Merge/Purge Visible Contact Records dialog box appears.

When you have read the information and are ready to perform the merge/purge, select Yes. GoldMine automatically updates the contact record with input focus, and deletes the background record.

Other Topics:

Consolidating Duplicate Records

Merging Tagged Records


Merging Tagged Records

You can consolidate information from all tagged contact records into one contact record. GoldMine will update the first tagged contact record, and delete all other tagged contact records.

To merge displayed contact records:

From the Main Menu, select Tools|Merge Tagged Records. The Merge/Purge Tagged Contact Records dialog box appears.

When you have read the information and are ready to perform the merge/purge, select Yes. GoldMine automatically updates the contact record that you tagged first, and deletes all other tagged records.

Other Topics:

Tagging Records

Consolidating Duplicate Records

Merging Displayed Records


Methods of Deleting Records

Over time, you may need to delete old and/or unwanted information from your contact database. Two separate GoldMine features can delete information from either the current contact record, or all contact records in the database:

•	You can delete the active contact record

•	You can delete multiple contact records

Note: A deleted record is not physically erased from the database, but GoldMine does not display or work with the record. GoldMine “hides” deleted records, in much the same way as filtered records are hidden. GoldMine’s performance slows as the number of deleted records in the contact database increases.

Rebuild the database periodically to physically remove these deleted records, and release the disk space occupied by the deleted records.

Other Topics:

Deleting a Selected Contact Record

Deleting All Contact Records


Deleting a Selected Contact Record

You might want to remove an old contact record but keep the history records associated with the contact. Alternatively, you might want to update a contact record by deleting old history records and/or old activity records. Select Edit|Delete Record to work with information in a single contact record.

To delete either a currently active contact record or specific information from the contact record:

Select the contact record that you want to delete as the currently active record. From the Main Menu, select Edit|Delete Record.

The Delete Contact Record dialog box contains the following options:

Delete this contact record

Deletes the current contact record, including all its related additional contacts, profile entries, and referrals. History records for the contact are not deleted, but become unlinked activities.

Delete contact’s scheduled activities

Deletes all pending activities for the current contact.

Delete contact’s history records

Deletes all history of activities for the current contact record. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of a contact record affects the activity analysis statistics for all the users who have completed those activities.

Synchronize this record’s deletions

Allows deletions associated with this contact record to be synchronized with remote sites.

Delete

Deletes the specified information from the active contact record, or deletes the contact record.

Note: By default, Delete this contact record is selected. Since you can select more than one option, be sure to review which boxes are checked before you select Delete. After GoldMine performs the deletion, Edit|Undo is not available.

When done, GoldMine briefly displays information about the outcome of the deletion—that is, specifically what records were deleted with the contact record—on the right side of the status bar.

Other Topics:

Deleting All Contact Records


Deleting All Contact Records

At some time, you might need to update your contact database by deleting some or all calendar records, history records, and/or contact records. GoldMine’s Delete Wizard provides an easy method to delete multiple records with a built-in safeguard to reduce the possibility of an unintentional deletion.

To delete records from your contact database with the Delete Wizard:

From the Main Menu, select Tools|Delete Records.

The Delete Wizard dialog box contains the following options:

Delete old history records

Purges old history data from the contact database. Use this feature to purge the database of history records that are older than a predetermined cut-off date. You can delete all history records from the contact database, or activate a filter or group, then use this option to delete history records from the subset of records.

History records occupy the largest percentage of a contact database’s disk space. Removing old history records periodically can significantly reduce the amount of disk space used by contact sets.

Only users with Master-Rights can access this option.

Delete ALL contact records

Typically used with a filter or group to delete a subset of records from the contact database. Although this option can be used without a filter or group to initialize a database, using DOS commands to delete the subdirectory, then recreating the file using the File|Open File command is much faster.

Only users with Master-Rights can access this option.

Delete this contact record

Deletes the current contact record, including all associated additional contacts, profile entries, and referrals. History records for the contact are not deleted, but become unlinked activities.

When done, select Next>.

If you selected Delete old history records, the Delete Old History Records dialog box appears. Continue with Deleting Old History Records below.

If you selected Delete ALL contact records, the Delete ALL Contact Records dialog box appears. Continue with Deleting All Contact Records below.

If you selected Delete this contact record, the Delete This Contact Record dialog box appears. Continue with Deleting a Selected Contact Record below.

Deleting Old History Records

Once any user with Master-Rights selects Delete old history records from the Delete Wizard dialog box, the Delete Old History Records dialog box appears.

The Delete Old History Records dialog box contains the following options and information:

Enter the cutoff date

Deletes all history records created before the date entered in the field. The default entry is the current date.

You can either type a date into the field, or click [image] to advance or reverse the displayed date by one-day increments. To set the date graphically, press [F2] in the field to display a calendar.

Please type “Delete Old History Records”

Type the phrase Delete Old History Records in this field. This safeguard is designed to reduce the possibility of an unintentional deletion of history records. Next> becomes available only when the entire phrase is typed. The field is not case-sensitive.

Filter

Name of the activated filter, if any. GoldMine deletes history records only from members of the subset created by the filter.

When done, select Next>. The About to Delete Records dialog box appears. Select Finish to start deleting history records. GoldMine displays the progress and outcome of the deletion on the right side of the status bar.

Deleting All Contact Records

Typically, you will use Delete ALL contact records with a filter or group to delete a subset of records from the contact database. Once any user with Master-Rights selects Delete ALL contact records from the Delete Wizard dialog box, the Delete ALL Contact Records dialog box appears.

The Delete ALL Contact Records dialog box contains the following options and information:

Delete Contact’s History Records

Deletes all history of activities for all contact records. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of all contact records affects the activity analysis statistics for all users who have completed those activities.

Delete Contact’s Scheduled Activities

Deletes all scheduled activities for all contact records.

Please type “Delete ALL Contact Records”

Type the phrase Delete ALL Contact Records in this field. This safeguard is designed to reduce the possibility of an unintentional deletion of contact records. Next> become available only when the entire phrase is typed. The field is not case-sensitive.

Filter

Name of the activated filter, if any. GoldMine will delete history records only from members of the subset created by the filter.

You can select history records and/or scheduled activities for deletion. When done, select Next>. The About to Delete Records dialog box appears.

Select Finish to start deleting records. GoldMine displays the progress and outcome of the deletion on the right side of the status bar.

Deleting a Selected Contact Record

You can select Delete This Contact Record to delete a selected contact record and/or delete history records and pending activities associated with the contact record. Once you select Delete this contact record from the Delete Wizard dialog box, the Delete This Contact Record dialog box appears.

The Delete This Contact Record dialog box contains the following options:

Delete Contact’s History Records

Deletes all history of activities for all contact records. Since the same history file is used for viewing the Completed Activities history for a specific user, deleting the history of all contact records affects the activity analysis statistics for all users who have completed those activities.

Delete Contact’s Scheduled Activities

Deletes all scheduled activities for the selected contact record.

Synchronize deletions

Allows deletions associated with this contact record to be synchronized with remote sites.

You can select history records and/or scheduled activities for deletion. When done, select Finish. GoldMine briefly displays information about the outcome of the deletion—that is, specifically what records were deleted with the contact record—on the right side of the status bar.

Other Topics:

Deleting a Selected Contact Record


Managing Multiple Databases

GoldMine stores contact records in a contact set. When GoldMine is installed, a contact set called the Common contact set is created. Usually, all contact records are stored in this database. If desired, GoldMine allows you to create and maintain more than one contact set, and store information in one or more additional databases.

Note: Although the online Help refers to a contact set or a contact database, GoldMine’s databases are actually a collection of files. For simplicity, the data and index files that comprise a single contact database will be referred to as a contact set.

You might want to create additional contact sets for a number of reasons. For example, if you purchase a mailing list, you should enter all of this data into a second GoldMine contact set. After a mailing is generated from this contact set, you can selectively transfer contact records over to your main contact set, as contacts respond to the mailing. By keeping unqualified contacts in a second directory, your main contact directory remains compact and free of uninterested contacts.

Although contact records can be maintained in multiple contact sets, or databases, GoldMine still schedules and completes activities from a single calendar. Regardless of which contact set is active, your scheduled activities, as well as other calendar functions, remain intact.

When a calendar activity is completed, the history record is always added to the history file in the active contact database. If the calendar activity was originally linked to a contact record in another database, GoldMine will warn you that the wrong database is active. If you select to complete the activity anyway, the completed activity becomes an unlinked history record in the active database’s history file. In addition, the contact set from which the activity was originally scheduled will not be updated.

Note: The listed topics present information related to running GoldMine with a standard dBase license. If you have installed GoldMine with a client/server license, see the Client-Server Administrator’s Guide.

Other Topics:

Working with a Contact Database

Contact Files Local Menu


Working with a Contact Database

To view, add, edit, or delete different contact databases, select File|Open File. The Contact Files dialog box appears.

The Contact Files dialog box contains the following information and options:

File Description

Lists the descriptive names of all the contact databases that have been defined.

Access

Displays the owner of each contact set. Each contact database maintained with GoldMine has an owner. The owner can be an individual user, a user group, or (public). Only the owner of the contact set, or a member of the group that owns the contact database, can open the contact database.

The owner of a contact set defaults to (public), which allows all GoldMine users to access the database. When the Access field is set to a user group name, GoldMine considers all members of the user group to be owners of the contact database.

Users with Master-Rights can access all contact databases, regardless of their owner.

Database/Location

dBASE: Displays the drive and path of the directory that contains the contact database files and indexes.

SQL: Displays the type of server on which the data resides, the BDE database alias used, followed by the name of the user who created the contact set.

New

Allows you to create a contact database.

Attach

Displays the Contact File Profile dialog box.

Delete

This command deletes the highlighted contact set record. Note that while the linked record is deleted, the actual data files are not deleted.

Properties

Allows you to edit the File Description, Access, and Database/Location for the selected contact set.

Open File

Opens the highlighted contact set.

Close

Closes the Contact Files Listing dialog box.


Contact Files Local Menu

To display the Contact Files local menu, right-click inside the browse window. The Contact Files local menu contains the following commands:

Open

Accesses the selected contact set.

New Database

Displays the Database Wizard, from which you can create a contact set.

Attach Database

Allows you to link your GoldMine system to an existing contact set that does not appear in the Contact Files dialog box. That is, you can link to contact sets created by another GoldMine system, or restored from a backup. For example, if you are connecting your notebook computer to a GoldMine network system, you can temporarily use the contact sets on the server and transfer contacts to your notebook system. Conversely, you can also map to contact sets on your notebook if you wish to transfer contacts from the notebook to the file server.

Select this option to display the Contact File Profile dialog box, from which you can copy an existing contact set to an existing database.

To open the contact set, either select Open from the local menu, or select Open File from the Contact Files dialog box.

Maintain Database

Accesses the Maintenance Wizard, from which you can index and/or rebuild a contact set.

Delete

Removes the selected contact set from the Contact Files dialog box. This option does not remove a physical file.

Properties

Displays the Contact File Profile dialog box, from which you can modify settings for an existing contact set.


Opening a Contact Database

To open a different contact set from the Contact Files dialog box, either highlight the desired file, then select Open File, or double-click on the desired file.


Editing Properties for a Database File

To change the settings for a contact set, select Properties from the Contact Files dialog box.

The Contact File Profile dialog box contains the following options:

Description

Descriptive name for the database. Enter a name that describes the contact set, such as Comdex 95 Trade Show, or New Businesses Downtown.

File Code

Specifies a unique code that to identify the contact set among multiple files when GoldMine performs remote synchronization.

Path (Alias)

dBASE: Drive and path of the directory to hold the contact sets and indexes.

In the field, either type the location, or click [image] to search through directories on your system, The Browse for Folder dialog box appears, from which you can select a directory.

SQL: Displays the type of server on which the data resides, the BDE database alias used, followed by the name of the user who created the contact set.

Database Type

Displays the type of database, such as dBASE, MS-SQL, or Oracle. You cannot add or change an entry in this field.

Grant access to this file for

Displays the owner of the contact set. Each contact database maintained with GoldMine has an owner, which can be an individual user, a user group, or (public). Only the owner of the contact set, or a member of the group that owns the contact database, can open the contact database.

By default, the owner of a contact set is (public), which allows all GoldMine users to access the database. When the Access field is set to a user group name, GoldMine considers all members of the user group to be owners of the contact database.

Users with Master-Rights can access all contact databases, regardless of their owner.

Password

Requires a password entry to open the contact set. (SQL only)

Grant access from this GoldMine system only

Allows only the currently running GoldMine to open the database.

Select OK to enter the changes, and close the Contact File Profile dialog box. You must open the contact set from the Contact Files Listing dialog box before you can start entering data. Once you select a contact set, all GoldMine functions and commands act on the active contact set. Reports, importing and exporting, indexing and packing options affect, or are affected by, the currently selected contact database.

To create a database, work with GoldMine’s Database Wizard.


Creating a Database File

Using GoldMine’s Database Wizard, you can either:

•	Create a database for new data

•	Rehost, or copy and convert, an existing database on a different server

Creating a database: You can create a blank database structure that will store standard dBASE tables, an SQL database, or any database that OBDC drivers can access. Once created, you can later import data into the database.

Rehosting a database: You can host an existing GoldMine contact database or other files, such as calendar records, on a different server. This process does not affect the original database, but instead, copies and converts a file from one format type, such as dBASE, to another, such as MS-SQL. Rehosting a database enables an organization to support multiple platforms. For example, contact records can be stored in dBASE databases, while accounting files can be stored in an MS-SQL database.

The Create GoldMine Database Wizard can rehost either one or two databases:

•	Contact file database: contains all of the contact tables that appear in the Contact Files dialog box. When you rehost a contact file, GoldMine adds a contact file record to the Contact Files dialog box.

•	Other GoldMine files: includes the calendar, forms, InfoCenter, etc. When you any of these files, GoldMine does not add record(s) to the Contact Files dialog box.

To create a database, select either New from the Contact Files dialog box, or, from the Main Menu, select Tools|Create Databases. The Create GoldMine Database Wizard appears.

The first dialog box of the Create GoldMine Database Wizard contains the following options:

Please enter the description of the new file

Type a descriptive title for the contact set. When creating a database or rehosting a contact set, GoldMine uses this title when listing the file in the Contact Files dialog box. However, when you rehost other GoldMine files, such as the calendar, InfoCenter, etc., you can leave this field blank. GoldMine does not list these files in the Contact Files dialog box.

Database Type

Specifies the kind of contact set that you will create. The types available to your system will vary, depending on the ODBC drivers that are set up in the BDE. Select one of the following types:

DBASE	ORACLE	DB2
SYBASE	MSSQL	Microsoft Access Driver (*.mdb)
INTRBASE	INFORMIX	Microsoft Paradox Driver (*.db)
		SQL Server

When done, select Next>. The second dialog box of GoldMine’s Database Wizard appears.


Setting Database Options

After you finish selecting options on the first dialog box of the Create GoldMine Database Wizard, the second dialog box appears.

To create a contact set, select Create a new contact database.

dBASE: In the field below the option label, either type the path to the database directory, or click [image] to search through directories on your system, The Browse for Folder dialog box appears, from which you can select a directory.

SQL: If you are rehosting to an SQL server, a list of database aliases from the BDE appears, depending on the type of database that you selected from the first screen of the Database Wizard. GoldMine also displays a Password field in which to enter the password to access the SQL database. Although GoldMine will prompt the user for an entry, this password is required by the SQL database, not by GoldMine.

Host GoldMine files to another server

Select a server from the drop-down list to specify a location for the GoldMine program and other files, including the Calendar, InfoCenter™, forms, and other tables. Type a Password to access the server (SQL only).

Note: The first time that you rehost databases from dBASE to an SQL server, you will want to select both the contact file database and the database that contains the other GoldMine files so that all files are located on the SQL server.

However, subsequent rehosting will typically place specified contact files on other SQL servers. To rehost specified files, select Create a new contact database.

To specify whether or not you want to copy data from the open contact set into the new contact set, select from the following options:

Copy the data from the current files to the new databases

Copies data from the currently open contact database file to the newly created database. If necessary, GoldMine converts the data to the format appropriate for the database type specified on the first dialog box of the Database Wizard.

Create empty database files

Creates a database structure that can receive data at a later time.

When done, select Next>. The Database Access dialog box appears.


Setting Access Options

After you finish selecting options on the second dialog box of the Create GoldMine Database Wizard, the Database Access dialog box appears.

The Database Access dialog box contains the following options:

Allow access to

Grants access to only the selected user or user group. To select a user or user group, select a name from the drop-down list.

To grant access to all users, accept the default entry of (public).

Contact set code

Unique value given to each database that GoldMine uses to associate transfer data with the correct database(s). Using a contact set code allows remote synchronization of other databases, regardless of the name given locally to the database.

For example, an east coast branch office and a west coast branch office might have the same contact set. Each branch office wants to synchronize data from their local contact set with the other office. The east coast office named the contact set Industrial, while the west coast office named the same contact set Manufacturing. If each office assigns the same Contact set code value to the local copy of the database, the offices can synchronize data.

Allow database access only from this GoldMine installation

Allows only the currently running GoldMine (as determined by serial number) to log into the database. A GoldMine system with a different serial number cannot log into the database.

When done defining access rights to the database, select Next>.

If you are creating or rehosting a dBASE database, the Creating Database Files dialog box appears.

If you are creating or rehosting an SQL database, the Database Case-Sensitivity dialog box appears.


Setting Database Case-Sensitivity

SQL only

After you define access rights to a database that will be located on an SQL server, the Database Case-Sensitivity dialog box will appear.

Case-sensitivity determines the attention given to whether a term is written with upper-case characters, or lower-case characters; for example, A (upper-case), or a (lower-case). Most SQL servers are case-sensitive, so that the criteria for any search value is more discriminating than when searching a dBASE database, which regards upper-case characters and lower-case characters as the same. For example, if you conduct a search using a Company field entry of Goldmine as the search value, search results from an SQL server will probably not include records with Company entries of GOLDMINE or GoldMine.

However, you can set up GoldMine to conduct case-insensitive searches on an SQL server by automatically generating upper-shadow data for every field entry. An upper-shadow field mirrors each field entry in GoldMine with a shadow entry of all upper-case characters. These upper-shadow fields will not appear in GoldMine, but typically act to present both upper-case and lower-case characters for each character entry in a field. Therefore, GoldMine can retrieve records with a company entry of either GoldMine or GOLDMINE.

Note: Adding shadow fields typically increases the size of the database on an SQL server by 15%.

The Database Case-Sensitivity dialog box contains the Create case-insensitive databases using Shadows fields option. To add shadow fields to the new or rehosted database, make sure that this option is selected.

When finished, select Next>. The Creating Database Files dialog box will appear.


Starting to Create Database Files

Once you have finished defining options for the database, the Creating Database Files dialog box appears.

When ready to start the process, select Finish. If you are copying records as part of the process, creating a contact set can be a relatively time-consuming process, depending on the number of records being copied. To stop the process at any time, select Cancel.

GoldMine displays the Creating GoldMine Database Files status window to provide status information during the creation of the contact set.

Once GoldMine has finished creating the contact set, the Creating Databases Files status window closes.


Viewing the User Log

You can display a log that shows the activity in GoldMine by a selected user. From the Main Menu, select File|Configure GoldMine|Users File. The Users Master File dialog box appears. Highlight the user whose login activity you want to review, then select Properties. The [Username] Properties window appears. Select the Time Clock tab.

The Time Clock tab contains the following information:

Date

Date of the logged activity by the selected user.

Login

Time that the user logged into GoldMine.

Logout

Time that the user logged out of GoldMine.

Logged

Total amount of time that the user was logged into GoldMine, including any time logged away.

If GoldMine is set to Track each login in the Edit|Preferences|Login tab, this column shows the logged-in time for one work session.

If GoldMine is set to Track daily totals in the Edit|Preferences|Login tab, this column shows the cumulative login time for the entire date.

In

Total number of times that the users logged in to GoldMine.

If GoldMine is set to Track daily totals in the Edit|Preferences|Login tab, this column shows the number of times that the user logged into GoldMine each day.

If GoldMine is not set to Track each login, the value in this column is 1.

Keys

Number of keystrokes pressed by the user while working in GoldMine.

Clicks

Numbers of mouse clicks performed by the user while working in GoldMine.

CRC

Indicates whether or not the data in the user log has been modified outside of GoldMine. This column displays ok for every log entry that is free of tampering, that is, external modification.

When done viewing the Time Clock tab, select OK to close the [Username] Properties window.


Setting up Access Rights

GoldMine uses a powerful security and access control system. This security system has been designed to allow everyone within the organization to use GoldMine, regardless of the access needs of the user. By using this security system, system administrators can permit a wide range of activities within GoldMine, without risking accidental or intentional contamination of data.

GoldMine’s security system consists of a number of levels that work together to allow or inhibit access to data. Access can be controlled at the user account level, the database level, the record level, and the command or function level.

User and User Groups

The username and password is the first level of security. Each GoldMine user should have a unique username. When every GoldMine user has a unique username, the system administrator can assign each user the minimum amount of access necessary without restricting the functionality of the tasks being performed in GoldMine. This ensures that users cannot access any GoldMine functionality unnecessary to their job performance.

GoldMine users can be logically grouped according to the functions that they perform. GoldMine allows the system administrator to define up to 50 user groups that can contain any number of individual users. For example, all GoldMine users involved in selling can be assigned membership in a user group called SALES.

GoldMine Functions

The system administrator can permit or deny a user access to a variety of specific GoldMine functions. For example, the system administrator can selectively permit or deny access to specific GoldMine functions such as creating a new contact record, deleting contact records, or accessing another user’s calendar activities.

Menu Commands

In addition to granting access to specific GoldMine functions, the system administrator can determine which menu items appear to a user. By default, GoldMine displays all menu commands available to a user, as determined by whether or not the user has Master-Rights. Removing a menu command prevents GoldMine from displaying the command to the user.

Contact Databases

The system administrator can assign access rights to individual contact databases, and/or the currently active GoldMine system. Each contact database can be assigned public access, meaning that all GoldMine users can access (open) that contact database, or access can be restricted to an individual GoldMine user, or to a particular user group. When access is restricted to a user group, GoldMine allows only the users that are members of the group to access the contact database. Each contact database can have different access restrictions.

Fields Views

In addition to assigning access rights for a contact database, the system administrator can assign access rights to each user-defined field view that is attached to the contact database. Access to a particular field view can be public, meaning that all GoldMine users can display the field view, or access can be restricted to a particular user or user group. When access is restricted to a user group, GoldMine only allows the users that are members of the group to access the field view. Users who do not have access to a particular field view cannot see that field view listed on the Fields local menu.

Record Curtaining

Each contact record in the contact database is assigned an owner. By default, contact records are public, meaning that they are “owned” by all GoldMine users that have access to the contact database. However, a record can be assigned to a specific GoldMine user or to a user group. When ownership is assigned to a user group, GoldMine treats the contact record as if it were “owned” by all the users that are members of the group.

GoldMine “curtains,” or hides, data on contact records from users that are not owners of the record. With record curtaining, if a user tries to display a contact record that he or she does not own, the contact screen us partially or completely “curtained,” hiding the data from view.

Assigning Master-Rights

GoldMine recognizes a special type of user account called a Master-Rights account. Users with Master-Rights are permitted to access all portions of the system, and bypass all security features, except access to the Personal Rolodex or the PersonalBase of the InfoCenter of other users. Master-Rights users are the only users that are permitted to access the user files, and modify user’s access privileges. For this reason, few individuals within an organization should be granted Master-Rights. Naturally, the system administrator needs Master-Rights to assign access rights to other GoldMine users.

At least one Master-Rights account must be established, or you cannot add users to the GoldMine system.


Setting up GoldMine Users

Setting up GoldMine security begins with creating an access account for each individual who accesses GoldMine. Each user must have a unique username and password for the following reasons:

The username and password provide the first level of access control. Unless a valid username/password combination is entered on the opening screen, the user is not allowed to enter the system. This prevents unauthorized users from gaining any access to GoldMine’s data. In addition, GoldMine allows each user to customize the GoldMine operating environment to their liking, and these settings are restored each time the user logs in.

Other Topics:

Adding Users

Changing a User's Security Profile


Adding Users

User configurations are stored in the Users’ Master File. This file can be accessed from the Main Menu by selecting File|Configure GoldMine|Users File, but only by a user with Master-Rights on the GoldMine system. If you have Master-Rights, the Users Master File dialog box appears.

A user record with the following information is displayed for each GoldMine user:

Username

This field displays the name of the GoldMine user. It can be the first name only, the last name only, or a combination of the first and last names. The username can only contain the letters A– Z and the numbers 0–9, and cannot contain spaces. The username must begin with a letter. Also, because GoldMine creates some temporary files with the user’s name, the following usernames cannot be used: CON, LPT1, COM1, AUX, LPT2, COM2, PRN, LPT3, COM3, COM4, NUL.

User’s Full Name

Displays the full name of the user.

Master

Indicates whether or not the user has Master-Rights.

Logged

Indicates whether the user is currently logged into GoldMine. If this field indicates that a user is logged in, when in fact the user is not logged into GoldMine, the user has terminated GoldMine without exiting (such as by rebooting). Exiting GoldMine (or Windows 95 in general) in this manner can cause file corruption or data loss.

The buttons on the Users’ Master File dialog box allow you to add, edit, and delete GoldMine users.

Properties

Displays the [username] Properties window for the highlighted user record, from which you can make changes to the user record.

Preferences

Displays the Preferences window for the selected user record, from which you can make changes to user information or displays.

New

Displays a new [username] Properties window, from which you can add a user record to the Users’ Master File.

Delete

Deletes the highlighted user record from the browse window, and disables the user’s access to GoldMine. When you delete a user from the Users’ Master File, GoldMine deletes the corresponding username.INI file.


Changing a User's Security Profile

When either New or Properties is selected from the Users’ Master File, the [username] Properties window appears. You can select settings in the Properties window to modify the user’s security file information.

The [username] Profile tab contains the following options:

Username

If you are adding a GoldMine user, type the name of the GoldMine user. If you are editing an existing GoldMine user, this field displays the username of the user and cannot be edited.

The Username can be the first name only, the last name only, or a combination of the first and last names. The username can contain only the letters A through Z and the numbers 0 through 9, and cannot contain spaces. The username must begin with a letter. Also, because GoldMine creates some temporary files with the user’s name, the following usernames cannot be used: CON, LPT1, COM1, AUX, LPT2, COM2, PRN, LPT3, COM3, COM4, NUL.

Full Name

Enter or edit the user’s full name. GoldMine can add the user’s full name to the closing of a merged letter, so make sure that spelling and capitalization are correct.

Password

Enter or change the user’s password. If an entry is made in this field, GoldMine requires the user to enter his or her password on the GoldMine login screen before being given access to GoldMine. When this field is left blank, GoldMine does not require a password from the user.

Each user can change an assigned password from the Main Menu by selecting Edit|Preferences, then selecting Change Password in the Personal tab.

Master-Rights

Determines whether or not the user has unrestricted access to all parts of GoldMine. A user with Master-Rights has access to all aspects of the system, including all the options in the User Master File. Users with Master-Rights are the only users who can perform user and access control maintenance, and access all of the Configure GoldMine submenus. Typically, only the system administrator has Master-Rights.

Valid for days

Specifies the number of days a user’s password is valid. After the specified time has elapsed, GoldMine will require the user to change the old password before granting access to GoldMine. To disable this feature, enter 0.

Next change

Specifies the date that a user’s password will expire. When the date arrives, GoldMine will require the user to change the old password before granting access to GoldMine.

Ownership

Displays the New Record Ownership dialog box, from which you can specify the rights to display contact records.

Forced logout time

Automatically logs a user out of GoldMine after a certain time and period of inactivity. To use this feature, enter values in the Forced logout time and When idle for fields. GoldMine will automatically log the user out if the system time is later than the Forced logout time and the keyboard has been inactive for the specified idle minutes.

When idle for

Automatically logs a user out of GoldMine after a certain time and period of inactivity. To use this feature, enter values in the Forced logout time and When idle for fields. GoldMine will automatically log the user out if the system time is later than the Forced logout time and the keyboard has been inactive for the specified idle minutes.

GoldMine does not start counting idle minutes until all batch operations have been completed. You can use this feature to start a long process, like indexing or transferring records, and GoldMine will wait until the process is complete before counting idle minutes. When the idle time has expired, GoldMine automatically logs the user out.

Other topics:

Assigning Group Membership to a User

Controlling User Access

Granting Access to Menu Commands

Viewing the User Log


Working with User Groups

Using GoldMine, you can create groups of users to simplify the selection of multiple users. This feature allows you to grant access to contact sets, and assign record ownership to multiple GoldMine users. In addition, GoldMine allows an activity, such as an appointment, to be scheduled for a group. You can define up to fifty groups of users.

GoldMine allows you to use user groups in one of two ways. First, those GoldMine features that accept only one username, such as the Allow access to field for a contact set, also accepts a group name entry. GoldMine includes all of the defined user groups in the user list for such fields. A user group appears in this type of listing in lower-case, surrounded by parentheses. For example, the group SALES appears in a user list as (sales). When a group name is selected, GoldMine responds as if the field contains all of the members of the user group. This feature allows you to grant access to groups of users access to a particular contact set.

In addition, functions that allow you to select multiple users, such as Scheduling, contain a Select Users button that displays a dialog box from which users and user groups can be selected. When a user group is selected from this list box, GoldMine propagates the Selected Users portion of the dialog box with all of the usernames that are members of the group. You can then remove users. To select or remove users from the appropriate list boxes, double-click on the names of the users or user groups.

Other Topics:

Maintaining User Groups


Maintaining User Groups

To display the User Groups Setup dialog box, from the Main Menu, select File|Configure GoldMine|User Groups.

The User Groups Setup dialog box contains the following options:

User Groups

Contains one record for each user group defined in GoldMine. When a group is highlighted in this pane, a listing of the group’s members appears in the Group Members list box. GoldMine supports a maximum of 50 user groups.

Group Members

All of the members of the highlighted group appear in the User Groups list box. A group can contain any number of members.

Members Setup

Displays the Group Membership Setup dialog box, from which you can add and delete members from the group. You can also add a member to a group from the Membership tab of the [username] Properties window.

New

Allows you to create a group to add to the User Groups list box. You must enter a name for the new group. You can add up to 50 user groups.

Properties

Displays the User Group Properties dialog box, in which you can change the name of the highlighted group.

Delete

Allows you to delete the highlighted group.


Assigning Group Membership to a User

GoldMine allows you to maintain the list of groups for which a user is a member. To maintain the list of groups:

From the Main Menu, select File|Configure GoldMine|Users File. The Users’ Master File dialog box appears. Highlight the user whom you want to assign to a group, then select Properties. Select the Membership tab.

By double-clicking on a group record from the Excluded from list box, you can include the selected user in that user group. As each group is selected, the user group’s name record is moved from the Excluded from listing of the dialog box to the Member of Groups listing.

Likewise, to remove a user from a user group, double-click on the desired group in the Member of Groups listing. The group name returns to the Excluded from listing.


Controlling User Access

You can control a selected user’s access to various GoldMine features from the Access tab of the [username] Properties window. From the Main Menu, select File|Configure GoldMine|Users File. The Users’ Master File dialog box appears. Highlight the user to whom you want to assign access rights, then select Properties. Select the Access tab.

Options in the Access tab are grouped into three areas: Contact Record, Access to Others, and General Access. Each of these options is discussed below.

Controller Users’ Rights to Contact Records

Add New

Controls whether or not the user can add new contact records to the database. When this option is checked, the user can add new contact records by selecting File|New Record.

When this option is not checked, File|New Record is not available to the user.

Edit Fields

Controls whether or not the user can edit existing contact records. When this option is checked, the user can edit contact records including the Notes by either selecting an individual field, or by selecting Edit|Edit Contact.

When this option is not checked, GoldMine does not allow the fields or Notes of the contact record to be edited by the user.

Delete

Controls whether or not the user can delete contact records. When this option is checked, the user can delete contact records by selecting Edit|Delete Record|Delete this contact record, Edit|Delete Record|Delete contact’s scheduled activities, or Edit|Delete Record|Delete contact’s history records. GoldMine allows only Master-Rights users to select the global deletion commands.

When this option is not checked, GoldMine does not allow the user to select these commands.

Assign Owner

Controls whether or not the user can change the ownership of a contact record. When this option is checked, the user can change a contact record’s owner by selecting Edit|Record Ownership, but only if the user is the owner of the contact record, or the record ownership is (public). If the user is a member of the user group that owns the contact record, the user cannot change the owner. Only users with Master-Rights access can change the ownership of all contact records.

When this option is not checked, Edit|Record Ownership is not available to the user.

Edit Tab Folder

Controls a user’s access to supplementary records in GoldMine’s tab displays, such as the Contacts, Profiles, and Referrals displays. When this option is checked, the New, Properties, and Delete commands that appear on local menus of various tabs can be accessed by the user, subject to the additional limitations described above.

When this option is not checked, these commands are not available to the user.

Schedule Process

Controls whether or not the user can attach an Automated Process to a contact record. When this option is checked, the user can attach an Automated Process by selecting Schedule|Automated Process.

When this option is not checked, Schedule|Automated Process is not available to the user.

Controlling Access to Other Users’ Records

Calendar

Controls whether or not the user can access the calendar activities of other GoldMine users. When this option is checked, the user can access the menu options and dialog box controls that select those activities that are displayed in GoldMine’s activity list and calendar. In addition, the user can edit activities on the Pending display that are scheduled to other GoldMine users.

When this option is not checked, these menu options and controls are not available to the user. In addition, the user will not have access to edit options for activities that are scheduled for other GoldMine users.

History

Controls several features:

•	Access to the history records of other GoldMine users. When this option is checked, the user can view another user’s completed activities in the Closed tab or Filed tab of the Activity List by selecting User from the Activity List local menu.

•	Whether or not the user can edit or delete history records belonging to another user in the activity list Real Time tab, or in the History tab of the contact record. When this option is checked, the user can select Properties and Delete from the local menus.

•	Whether or not the user can build groups based on another user’s history. When this option is checked, the User field in the Build Group Based on Completed Activities dialog box can be used to select another user’s history.

•	Whether or not the user can select other users to be included in an analysis of completed activities. When this option is checked, the user can select other users for the analysis by selecting Select Users in the Completed Activities Analysis dialog box.

When this option is not checked, the above commands and menu options cannot be accessed by the user.

Forecast

Controls whether or not the user can select other users to be included in a forecasted sales analysis. When this option is checked, the user can select other users for the analysis by selecting Select Users in the Forecasted Sales Analysis dialog box.

When this option is not checked, Select Users in the Forecasted Sales Analysis dialog box is not available to the user.

Links

Controls whether or not the user can access other users’ Linked Documents. When this option is checked, the user can launch another user’s Linked Documents from the Links display.

When this option is not checked, linked documents that belong to another user can be viewed in the Links display, but GoldMine does not allow the user to launch the linked document, and the options on the Links local menu will not be available if the highlighted linked document belongs to another user.

Reports

Controls whether or not the user can access other users’ reports. When this option is checked, the user can select another user’s reports by selecting from the User list on the Reports Menu.

When this option is not checked, the user can select only the user’s own reports, or public reports via the User list in the Reports Menu.

Forms

Controls whether or not the user can access other users’ forms. When this option is checked, the user can select another user’s forms by selecting from the User list in the Merge Forms dialog box.

When this option is not checked, the User list in the Merge Forms dialog box is not available to the user.

Filters

Controls whether or not the user can access other users’ filters. When this option is checked, the user can select another user’s filters by selecting User in the Filters dialog box.

When this option is not checked, the user can select only the user’s own filters, or public filters via the User list in the Filters dialog box.

Groups

Controls whether or not the user can access other users’ groups. When this option is checked, the user can select other groups by clicking Select User in the Groups local menu.

When this option is not checked, the user can select only the user’s own groups, or public filters by clicking Select User in the Groups local menu.

Controlling General Access Rights

Build Groups

Controls whether or not the user can build groups. When this option is checked, the user can build groups by selecting Build a Group from the Groups local menu.

When this option is not checked, Build a Group is not available to the user.

Issue SQL Queries

Controls whether or not the user can send an SQL query to retrieve data.

When this option is not checked, the SQL Query tab does not appear in the user’s Filters and Groups window.

Toolbar settings

Controls whether or not the user can change display and editing options for GoldMine toolbars, such as showing quick help boxes next to icons. When this option is checked, the user can access Options in the Toolbar local menu by right-clicking on the GoldMine toolbar, and the user can select the Toolbar tab from the Preferences window.

When this option is not checked, Options in the Toolbar local menu is not available to the user; also, the user cannot select the Toolbar tab from the Preferences window.


Granting Access to Menu Commands

You can control a user’s access to various GoldMine menu commands. When you grant access to a menu command, the command appears on the user’s display. However, if you do not grant access rights to a menu option, the option does not appear on the user’s display.

From the File menu, select Configure GoldMine|Users File. The Users Master File dialog box appears. Highlight the user for whom you want to set access rights to menu commands, then select Properties. Select the Menu tab.

The rights defined in the Menu tab add a layer of access control beyond the set of rights determined by granting Master-Rights in the Profile tab. That is, you cannot grant rights to individual menu commands in the Menu tab that require Master-Rights.

The Menu tab contains a list of all Main Menu commands except for the Window and Help menus. To display the operations available under a command, click on [image] next to the command. To open all menus, select Expand.

Once you open the menu, component menus and operations appears in the same order as they appear when you work with the menu in GoldMine. The following figure shows the list of operations that appears when you open the Query menu entry.

The Menu tab uses the following symbols and conventions:

•	Colored tacks [image] indicate whether the user has access rights (green), or not (red).

•	Commands followed by an ellipses (...) indicate that GoldMine displays dialog boxes that provide further selection options before the command is activated.

•	Menu icons [image] indicate that you can expand the listed menu command to regulate access rights to component commands.

To remove a command from the selected user’s GoldMine display, click on [image].The tack changes from green to red. Conversely, click on [image] to reactivate a previously removed command.

To remove a submenu from the selected user’s GoldMine display, disable each component command as described above. That is, to remove the Synchronization command from the File menu, you must disable the three component options: Sync with another GoldMine Site, GoldSync Synchronization Manager, and Transfer between Contact Files.

Other Topics:

Saving a Custom Menu Template

Deleting a Custom Menu Template


Saving a Custom Menu Template

You can save your menu settings as a template that you can apply to other users. For example, you may want all of the users in the accounting department to have access rights to the same menu commands.

To save a set of menu settings, from the Menu tab, select Save.

Type a descriptive title for the template in the field, then select OK. The template title appears in alphabetical order in the Menu tab drop-down list.

Other Topics:

Deleting a Custom Menu Template


Deleting a Custom Menu Template

You can delete any previously saved menu template. You cannot delete menu items from the menu command listing.

To delete a selected menu template, from the Menu tab, select Delete. A prompt asks:

Delete this template: [template name]?

To delete the selected template, select Yes.


Controlling Access to a Contact Database

GoldMine allows you to control access to each contact database. Normally, each contact database is considered to be public, and available to all users. When desired, you can set access to a contact database so that only an individual user, or a user group, can access the database.

Access to each contact database is controlled by the Access field on the Contact File Profile dialog box. To display the Contact File Profile dialog box, select File|Open File, highlight the desired contact set in the Contact Files Listing dialog box, then select Properties.

The Contact File Profile dialog box contains the following options:

Description

Descriptive name for the contact set.

File Code

Unique value given to each database that GoldMine uses to associate transfer data with the correct database(s). Using a file code allows remote synchronization of other databases, regardless of the name given locally to the database.

For example, an east coast branch office and a west coast branch office might have the same contact set. Each branch office wants to synchronize data from their local contact set with the other office. The east coast office named the contact set Industrial, while the west coast office named the same contact set Manufacturing. If each office assigns the same Contact set code value to the local copy of the database, the offices can synchronize data.

Path (Alias)

Location of the contact set.

Database Type

Specifies the kind of contact set that you will open. The types available to your system will vary, depending on the ODBC drivers that are set up in the Borland Database Engine (BDE). GoldMine supports the following types of databases:

DBASE	ORACLE	DB2
SYBASE	MSSQL	Microsoft Access Driver (*.mdb)
INTRBASE	INFORMIX	Microsoft Paradox Driver (*.db)
		SQL Server
Grant access to this file for

Displays the owner of the contact set. Each contact database maintained with GoldMine has an owner, which can be an individual user, a user group, or (public). Only the owner of the contact set, or a member of the group that owns the contact set, can open the contact set.

By default, the owner of a contact set is (public), which allows all GoldMine users to access the file. When a user group name appears in the access field, GoldMine considers all members of the user group to be owners of the contact set.

The access control is only available to users with Master-Rights. Users with Master-Rights can access all contact sets, regardless of their owner.

Password

Entry to be required to open the database.

Grant access from this GoldMine system only

Restricts contact set access to this specific licensed copy of GoldMine.


Controlling Access to a Field View

GoldMine allows you to control access to each user-defined field view. GoldMine allows you to specify whether or not a particular field view is available in each contact database. You can also specify whether access to a field view is (public), or restricted to an individual GoldMine user or user group. By default, a field view is accessible in all contact databases, and access to the field view is public.

Access to a field view is controlled by settings on the View Profile dialog box. To display a field view’s View Profile dialog box, select the File|Configure GoldMine|Custom Views, highlight the desired field view in the Field Views dialog box, then select Properties.

The Custom View Profile dialog box contains the following options:

View Name

Name of the field view. This name appears in both the Custom Views dialog box and the Fields tab local menu to identify the field view.

Tab Name

Optional label name for a tab. The label can be up to 20 characters. Although you can create a tab name of 20 characters, only seven or eight characters actually appear on the tab.

Designating a tab name creates a custom tab for the field view. GoldMine reserves the third and fourth bank on the contact record tab bar for user-defined tabs.

User Access

To restrict access to the selected field view, select a user or user group who can access to the field view. To allow all GoldMine users to access the field view, leave the User Access field set to (public). If a user does not have access to a field view, that field view name does not appear on the Fields tab’s local menu. Master-Rights users have access to all field views.

This View is available in the current contact file

When each field view is created, access to the field view is enabled for all contact databases. However, by selectively disabling this check box in specific contact databases, you can prevent the field view from being accessed within that database. To disable access within a contact database, you must open that contact database and then select Properties in the Custom Views dialog box for the field view you wish to restrict.


Controlling Access to Contact Records

Record curtaining allows the system administrator to hide information on a contact record from those individuals who do not own the record. With record curtaining active, if a user tries to display a contact record that he does not own, either the lower portion or all of the contact record is “curtained,” hiding the data from view.

Record curtaining is controlled by the record Owner. Each contact record can be either “public” or “private.” When a new record is added to the database, ownership defaults to (public). Public records can be viewed by all GoldMine users.

Private records are records that have been assigned an owner, either an individual GoldMine user, or a user group. If you select complete record curtaining, private records can be viewed only by their owners, or by members of the owner user group. If you select partial curtaining, other users can see only the company, contact, and phone number for the private records.

To assign record ownership, from the Main Menu, select Edit|Record Ownership.

Access

Sets the owner of the contact record. This field can be set to an individual GoldMine user, a user group, or (public).

Record Curtaining

Controls the type of curtain that is displayed when the contact record is accessed by a user that does not own the record. When None is selected, the user can view the entire record. When Partial is selected, only the portion of the contact record above the address and key fields is visible. When Complete is selected, the entire record is curtained when accessed by a user that does not own the record.


Synchronizing Data between the Field and the Office

GoldMine’s remote synchronization is a process that can update one GoldMine system with new or changed information that has been entered in another GoldMine system. Using remote synchronization, remote GoldMine systems can also be updated with new information from other GoldMine systems.

Note: To synchronize, each GoldMine system must have a unique serial number. However, a user working on a GoldMine network can create a GoldMine sublicense to work on an undocked basis.

What is Remote Synchronization?

Remote synchronization is a process by which one GoldMine system exchanges information with another GoldMine system via network, wide area network (WAN), the Internet, or modem. Organizations that have employees working in distant offices and in the field can link their GoldMine systems to communicate effectively and remain dynamically connected.

During remote synchronization, changes to data made in one GoldMine contact database are compared to the data in another contact database. If each database is the same—or one is a subset of the other—data is updated based on the date and time of the latest change. When the retrieved data is more recent than the data in the contact database, the contact database information is updated with the retrieved information. In addition, filters can be applied to data to further narrow which changes are incorporated into the receiving contact database.

Typical Remote Synchronization Scenario

In most organizations, several departments track prospect and customer information. These departments are sometimes located at a distance from one another. For example, examine the different departments within the ABC Company that support product sales.

ABC Company is a typical medium-sized manufacturer employing about one hundred people. Like most companies, ABC Company has various departments to handle sales, order processing, customer service and support. Ideally, these departments work together to accomplish ABC’s goals.

Whenever a prospect calls to inquire about ABC’s products, the inside sales representative records key information about the contact, such as: name, address, telephone, how the prospect heard about the ABC Company, and the product(s) in which the prospect is interested.

The literature fulfillment department uses this information to send the requested product information to the prospect. Then the literature fulfillment department informs the outside sales representative that the information was sent on a specific date.

The outside representative assigned to the prospect’s territory generally follows up with a call to the customer a week or so after the product information was sent from the home office. Several subsequent qualifying sales calls are made to secure the sale of one of ABC’s products. During this period, the salesperson is responsible for updating ABC’s sales management on sales activity, including related calls and forecasts.

Once a sale is made, the accounting department generates an invoice that the shipping department uses to fill the customer’s order. When necessary, the collections department sends a delinquent letter to the customer to ensure payment for the ABC product.

Meanwhile, the customer service department records the date the merchandise was received by the customer and begins the warranty period. Then, when the customer requires support, the customer service department determines and notes the nature of the problem for future reference. If necessary, a follow-up support call is scheduled at the customer’s location.

ABC Company support calls are handled by field technicians. A field technician uses the customer information gathered by sales and customer service to locate a customer’s office and to determine the nature of the problem. When the problem has been corrected, the technician creates a support record for future reference, then prepares an invoice based on whether or not the product is within its warranty period.

Notice that several employees access the same customer information at the same time, and, in some cases, these individuals work in locations that do not allow direct access to the office. The remote staff, such as the outside sales representatives and field technicians, need access to the same information that is available to inside ABC Company staff. This distributed staff requires an effective means of communicating with each other about the company’s prospects and customers. To share critical account information, they must be able to transfer this contact data between the office staff and the mobile staff.

Remote synchronization is designed to enable remote or physically distant users to share account-based information. With remote synchronization, ABC Company can re-engineer the way information flows between departments and individuals, without regard to location. Using GoldMine and remote synchronization, changes made at the office are transferred to the remote sales and service GoldMine systems, and changes made at the remote systems are collected and transmitted to the office system. With GoldMine, ABC Company can coordinate sales and service efforts to increase overall efficiency. As shown in the following scenario, ABC Company operates more efficiently after GoldMine is installed:

All of the inside sales representatives use GoldMine for prospecting, contact tracking, messaging and time management. Requests for literature, product shipments, and other tasks are scheduled as GoldMine actions, which the literature fulfillment, shipping and customer service departments complete.

Each outside sales representative is equipped with a notebook PC using GoldMine. Like the inside sales representatives, the outside sales staff use GoldMine to manage accounts. They schedule literature requests, initiate orders, and exchange electronic messages with sales management and support personnel.

The customer service department uses GoldMine to track the history of calls made by a customer, including the nature of each support request. The customer database contains information, such as warranty expiration and product information. This department tracks most of the information necessary to resolve a customer’s problem right on the screen. When a service call is needed, the support representative can schedule that service call to be handled by one of the five field service technicians.

Service calls scheduled by the customer service department are sent to field technicians as GoldMine appointments, which are linked to a customer’s contact record. The contact record contains information, such as customer address, product model purchased, and nature of the problem.

With remote synchronization, ABC Company is able to transfer sales leads to outside salespeople, send support requests to service technicians, and collect follow-up reports from staff in the field. Without remote synchronization, this information would probably have to be printed, sent by facsimile to the remote location, and re-entered into GoldMine by the salesperson or service technician. Using remote synchronization, updated information can be sent automatically to ensure timely, accurate communications for any organization with mobile or distributed personnel.

Other Topics:

Understanding GoldMine's Remote Synchronization Process


Understanding GoldMine's Remote Synchronization Process

During remote synchronization, GoldMine creates a transfer set. This transfer set is a database of all the changes made to a GoldMine contact database during a specified time frame. The receiving GoldMine system uses the data in this transfer set to update the resident GoldMine system’s database. The receiving GoldMine system retains only data from the transfer set that is newer than the information contained in its own GoldMine database.

The transfer set does not contain every change ever made to a GoldMine database. Typically, the transfer set contains only changes made to the database since the date and time of the last remote synchronization.

What effect does incorporating the transfer set have on the GoldMine database of the retrieving system? Since the transfer set contains only those records from the originating GoldMine system’s database modified within a specified time frame, only those changed records will be updated on the GoldMine system that retrieves the transfer set. Therefore, if the two GoldMine systems contain changes made prior to the beginning date of the transfer set, those differences will remain in the respective databases after remote synchronization.


Synchronizing Data Files

Remote synchronization works by recording the last modification date and time of each field in the contact set. GoldMine tracks changes to information on the main contact screen, and all fields (including user-defined fields), tabs, and F2 lookups, on a field-by-field basis. This means that GoldMine stores the date and time of the last modification in all fields. Therefore, synchronizing updates all of your calendar, history, and supplemental data, such as additional contacts, profiles, referrals, and linked files.


How are Records Identified?

For remote synchronization to work, GoldMine must be able to positively identify a particular record in the contact database with the matching record in the transfer set. GoldMine uniquely identifies matching records by using the record ID.

The Account Number field can uniquely identify the entire contact record, including all of the additional contacts, calendar activities, and linked documents attached to it, but it cannot uniquely identify these attached records. Since each contact record can have many other records attached to it, the remote synchronization function must be able to positively identify a related record by the corresponding record in the transfer set. For accurate identification, GoldMine assigns a unique record ID number to each record.

Since every GoldMine record has a record ID to uniquely identify itself in the contact databases, the Account Number is not used by the synchronization process for record identification. It is possible for two records that contain identical data to be considered different records by GoldMine during the remote synchronization process. A record residing on a remote GoldMine system is considered a match to a record residing on another GoldMine system only if the creation of both records can be traced back to a single, common GoldMine system.

This concept is important to remember when initially setting up GoldMine systems for remote synchronization. If the GoldMine systems with which you want to synchronize already contain data, you must first consolidate all of these databases into one GoldMine database. Otherwise, GoldMine views the records in the various GoldMine systems as different records, even if they contain the same information. Changes to these different records are not synchronized.


What Happens during Remote Synchronization?

During remote synchronization, changes to data made in one GoldMine contact database are placed into a transfer set, and then sent to the remote system. The data from the transfer set is compared to the data of another contact database. When the data in the transfer set is more recent than the data in the contact database, the contact database information is updated with the information in the transfer set. Depending on which of GoldMine’s data structures is being updated, a single field, or an entire record can be copied from the transfer set into the contact database being synchronized.

Note that the synchronization process works one-way. To completely synchronize two databases, the process must be repeated in reverse. The GoldMine system that was just updated must create a transfer set to be used by the other GoldMine system.

The following is an example of what happens when fields on the main contact screen are modified.

Sam is a service technician for ABC Company. The day before a scheduled service call, Sam called XYZ Company to confirm the next day’s service call and was informed that the address in his database was incorrect. Sam entered the correct address.

That afternoon, while Cathy, the service dispatcher in the home office was reviewing the next day’s service schedule she came across the record for XYZ Company. Because this was the third service call in a month, Cathy changed the user defined field priority to “High.”

That evening, Sam synchronized his database with the home office. The next day, he reviewed the contact record in preparation for his departure to the customer site. He noted the new address. He also left fifteen minutes early, just to be sure he would get there on time, since a “High Priority” customer was waiting.


Retrieving the Transfer Set

The following section describes how each GoldMine data structure is handled during the retrieval of a remote synchronization transfer set.

Contact Records

Each contact record exported into the transfer set is matched with a contact record in the GoldMine contact database by account number. If a record with an account number that matches the account number of the record in the transfer set cannot be found, a new contact record is created in the contact database. The contact record in the transfer set, and all of the related records in the transfer set with the same account number, are copied into the new contact record.

If a matching contact record is found in the contact database, the last update date and time for each field on the contact record in the contact database is compared with the last update date and time of the corresponding field on the record in the transfer set. If the field in the transfer set contains more recent information, then that information is copied into the field in the contact record. New entries in the Notes field on the contact record in the transfer set are inserted into the appropriate position on the Notes field in the retrieving system. Existing note entries are not updated.

Supplementary Records

Each additional contact, profile, referral, linked document or archived note record exported into the transfer set is matched with a supplementary record in the contact database by record ID. If a record with the record ID that matches the record ID of the supplementary record in the transfer set cannot be located, a new supplementary record is created. The information from the supplementary record in the transfer set is copied into the record in the contact database.

If a matching contact record is found in the contact database, the transaction log entry for each field in the supplemental record in the contact database is compared with the transaction log entry of the corresponding field in the supplemental record in the transfer set. If the field in the transfer set contains more recent information, then that information is copied into the field in the record.

Calendar Records

Each Calendar record exported into the transfer set is matched with a Calendar record in the contact database by record ID. If a record with the record ID that matches the record ID of the Calendar record in the transfer set cannot be located, a new Calendar record is created. The information from the Calendar record in the transfer set is copied into the record in the contact database.

Each Calendar record in the transfer set is matched with a Calendar record in the contact database by record ID. If a matching Calendar record cannot be found, an attempt is made to locate a history record with a matching transfer number. If a matching history record cannot be located, a Calendar record is created, and the information from the Calendar record in the transfer set is copied into it.

If a matching calendar record is found in the Calendar file of the contact database, and the last update date and time of the record in the transfer set is more recent than the record in the contact database, GoldMine updates all of the fields on the record in the contact database with the information in the transfer set.

History Records

For each history record exported into the transfer set, a search is performed in the Calendar file for a record with the same record ID. GoldMine deletes any Calendar record with the same record ID. GoldMine deletes any calendar record with the same record ID. GoldMine then attempts to locate a history record in the contact database with a matching record ID. If a matching history record is not found, a new history record is created, and the information from the history record in the transfer set is copied into it. This process, called “autocompletion,” ensures that activities completed on a remote system cause a corresponding completion of an activity on the retrieving system.

If a matching history record is found, and the last update date and time of the record in the transfer set is more recent than the record in the contact database, GoldMine updates all of the fields on the record in the contact database with the information in the transfer set.

Other Topics:

Sending the Transfer Set


Sending the Transfer Set

Remote synchronization requires that a transfer set be created on one computer and retrieved by another computer. You might wonder how the transfer set is moved from the GoldMine system where it is created, to the GoldMine system where it will be retrieved. There are several ways to do this and the following section will describe the most common methods of transporting the transfer set.

SneakerNet

SneakerNet is probably the oldest and cheapest way to move files from one computer to another. No special hardware or software is required to use SneakerNet. However, the two computers involved in the transfer must be within walking distance from one another. To use SneakerNet, all you need to do is copy the files you want to move onto a floppy disk, and walk them over to the other computer.

If the two computers are too far way to make walking between them practical, you might want to experiment with MailNet, UPSNet, or FedExNet.

Although GoldMine’s remote synchronization functions allow you to create a transfer set directly on a floppy disk, you are responsible for ensuring that the transfer set is smaller then the capacity of the floppy disk.

If the remote GoldMine system can be connected to the host GoldMine system through a local area network, then remote synchronization can be performed using the host’s hard disk as a temporary storage area for the transfer set. This function is most often used to synchronize a remote notebook computer that is equipped with a “pocket” LAN adapter, and can log into the network.

Via Modem

If your computers are equipped with modems, you can send the transfer set from one GoldMine system to another through telephone lines using the Sync with another GoldMine Site command.

Internet (E-mail or Direct)

GoldMine can send a transfer set via the Internet by either of the following methods:

•	Direct connection by the sending and retrieving GoldMine systems to their Internet Service Providers (ISPs)

•	Attachment to Internet e-mail can be sent to any valid Internet address

GoldSync Gateway

All of the methods described above require manual creation and retrieval of the transfer set to complete the remote synchronization. With careful planning and implementation, synchronization can be automated to varying degrees using these other transport methods—but there is a better way. The GoldSync remote synchronization gateway is a value-added product for GoldMine that automates the process for synchronizing remote GoldMine systems over a network, WAN, Internet, or standard telephone lines. GoldSync has the capability of calling a remote GoldMine system, or waiting for a remote system to call, and automatically synchronizing both the remote and host GoldMine systems.

Using multiple GoldSync servers, gateways that support from 1–100 telephone lines can be implemented. Support for dedicated incoming, dedicated outgoing, or incoming/outgoing lines is included.

Remote GoldMine users need only set their systems for automatic synchronization, and at a predetermined time, their GoldMine systems will call the synchronization gateway, upload a transfer set, and/or download a transfer set from a host system, and then automatically disconnect. After disconnecting the telephone line, both the host system and the remote systems automatically retrieve each other’s transfer sets. If it is impractical for the remote user to call the gateway, the gateway can be set up to call the remote user.

Basic information on the operation of the GoldSync remote synchronization gateway is available from GoldMine Software (formerly ELAN Software). For setup and complete information, call your local GoldMine Solutions Partner.

Other Topics:

Synchronizing with a Remote Site


Using Filters with Remote Synchronization

When GoldMine creates a transfer set, a filter can be used to limit the records included in the transfer set. For example, review how ABC Company prepares transfer sets for its outside representatives:

ABC Company’s ten outside representatives are assigned to specific territories, based on the state in which the customer resides. Outside representatives only call on those customers in their territory, and have no need to access the contact records of customers outside their territory.

A filter expression is used to limit the contact records added to each outside representative’s transfer set to those records within his or her territory. A different filter is then applied to the database for each representative’s transfer set.

Applying this filter expression to the creation of the transfer set results in much smaller transfer sets for each outside representative. However, each representative requires his or her separate transfer set, so that ten separate transfer sets must be created to synchronize the outside sales staff.

To create a transfer set with a limit to a specific set of records, activate a filter on the contact database prior to creating the transfer set. GoldMine includes only those records that match the filter expression in the transfer set.


Copying Records between Contact Sets

If you operate more than one GoldMine system, and you have contact information stored in the contact sets on these systems, setting them up requires additional steps. Data in existing GoldMine contact sets must be consolidated prior to using remote synchronization.

If any duplicate contact information is shared by the contact sets that you want to synchronize, then you must consolidate all of the contact sets into a master contact set, and either delete or merge duplicate records using the Merge/Purge Wizard.

Typically, you will not want duplicate records in the resulting master contact set. If the contact sets are not combined, GoldMine considers the duplicate records on all the other systems to be different records. When the GoldMine systems containing these duplicate records are synchronized, each database received a copy of the other system’s duplicate record, rather than an update of the existing record.

The simplest method to consolidate several contact sets on a GoldMine system into a master contact set is to use GoldMine’s Transfer between Contact Sets command. This feature is designed to copy records from one GoldMine contact set to another contact set. For example, you can use Transfer between Contact Sets to consolidate records from a Client database and a Customer database into a single Contact database. Once you have copied each contact database into the new Contact database, you must create a contact set record for each directory in GoldMine’s Contact sets dialog box.

To create a contact set record:

From the Main Menu, select File|Open File. The Contact Files dialog box appears.

To create a contact set, select New in the Contact Files dialog box. GoldMine’s Database Wizard appears.

Once you have created a new contact set, you must open the file from which you want to copy or move records; that is, the source contact set. Open the contact set from the Contact Files dialog box. You can copy or move all of the contact records into the target contact set.

As is required for proper synchronization, the duplicated record shares the same account number and record IDs as the original record. Since the transferred records share the same account number as the original records, scheduled calendar activities are considered “linked” if either the original or destination contact sets are selected. However, a history record will only be placed in the active contact set.

Note: The Transfer Between Contact Sets feature synchronizes data, so that GoldMine updates data in an existing record rather than adding a duplicate record.

To copy or move records from existing contact sets:

From the Main Menu, select File|Synchronization|Transfer between Contact Files.

The Transfer Records Between Contact Sets dialog box contains the following options:

Select Target Contact Set

Selects the contact set that you have designated as the target contact set. GoldMine copies records from the currently open contact set into this contact set.

Transfer Method

Specifies either:

•	Copy Records: duplicates the record(s) to the designated target contact set. The duplicate records have the same account numbers as the original records, and all associated notes, history, additional contacts, profile, and referral records are also copied.

•	Move Records: moves the record(s) from the original contact set to the designated target file. Records are deleted from the original file.

Note: If you select Move Records, be sure to use GoldMine’s Maintenance Wizard to index and rebuild your files.

Record Selection

Select either:

•	This Record: copies or moves only the currently active contact record.

•	All (filtered) Records: copies or moves either all records, or those records selected by an active filter or group condition. Typically, you will want to copy all records into the contact set.

These options are typically selected to transfer only a subset of records to the new file, such as creating a database of contacts for a specific salesperson. Both Copy Records and Move Records can work with an active filter or group. If a filter or group is activated, only those records that match the filter, or which are members of the group, are transferred.

Go

Starts copying or moving records. The Process Monitor appears to show the status of the file transfer in progress.

Cancel

Closes the Transfer Records between Contact Sets dialog box without transferring records.

To stop the transfer at any time, you can select the transfer process in the Process Monitor, then select [image].

For each contact set that you want to merge into the master contact set, repeat the process of opening the contact set, then copy records into the master contact set.

Once all of the remote contact sets have been transferred into the master contact sets, you can begin deleting duplicate contact records in the master contact database. If there is a large number of duplicate records, or if you want to merge History or supplemental information from the duplicate records, use GoldMine’s Merge/Purge Wizard.


Synchronizing with a Remote Site

Using GoldMine 4.0, you can synchronize with another remote GoldMine system via modem, direct Internet connection, Internet e-mail, Wide Area Network (WAN) or Remote Access Server (RAS). GoldMine can call a remote GoldMine or GoldSync system, or wait for a remote GoldMine system to call, establish a connection, and perform the synchronization by transferring data across the selected carrier. You can also define settings “offline” to create a transfer set, or retrieve a transfer set. You can save settings in a profile for use in future synchronization sessions.

To use this feature, you must:

•	Install and properly configure a modem on the Preferences dialog box

•	Optionally set up Internet e-mail in GoldMine

•	Optionally subscribe to either a dynamic Internet Protocol (IP), or, for frequent synching via the Internet, a static address. A dynamic address is the standard type of address randomly assigned by an Internet Service Provider (ISP) to subscribers. A static IP address must be specially requested. To set up a static IP account, contact your ISP.

Using the GoldMine Synchronization Wizard, you can easily specify all of the settings needed to synchronize with another site. You can synchronize data in one direction to send a new lead to a salesperson while he is still on the phone. You can also synchronize bidirectionally to allow a traveling salesperson to exchange data with the home office.


Working with the Synchronization Wizard

Using the Synchronization Wizard, you can define the settings needed to create a transfer set, or immediately start a synchronization session.

To use the Synchronization Wizard:

From the Main Menu, select File|Synchronization|Sync with another GoldMine Site. GoldMine’s Synchronization Wizard appears.

The first dialog box of the Synchronization Wizard contains the following options:

Start a new session

Allows you to define settings for a synchronization session that you can save for future use, or use just once.

Sync using the settings of a Sync Profile

Synchronizes according to the settings already defined in a profile selected from the drop-down list in the first dialog box of the Wizard—see Use the following profile settings below.

Sync using the settings of a GoldSync Site

Synchronizes according to the settings already defined for the site selected from the drop-down list in the first dialog box of the Wizard—see Use the following site settings below. The site settings are defined in the GoldSync Manager.

Use the following profile settings

Specifies the synchronization profile to be used during the current session. This option is available only if you select Sync using the settings of a Sync Profile.

Use the following site settings

Specifies the synchronization profile to be used during the current session. This option is available only if you select Sync using the settings of a Sync Profile or Sync using the settings of a GoldSync Site.

Note: You can delete a synchronization profile selected from the drop-down list. To delete a selected profile, press Delete.

A prompt asks:

Delete sync profile [profile]

To delete the profile, select Yes.

If you selected either Sync using the settings of a Sync Profile or Sync using the settings of a GoldSync Site, you can select Finish to synchronize according to existing settings. The Process Monitor appears.

However, to check or change any existing settings, you can also continue through the GoldMine Synchronization Wizard.

Other Topics:

Defining Session Settings


Defining Session Settings

Once you select Start a new session, or want to change settings for either Sync using the settings of a Sync Profile or Sync using the settings of a GoldSync Site, the second dialog box of the GoldMine Synchronization Wizard appears.

The second Synchronization Wizard dialog box contains the following options:

Connect with remote via

To specify the connection mode, click on the arrow to the right of the field. A drop-down list appears, from which you can select a mode from the following:

•	Modem: transfers data across telephone lines.

•	Internet: sends the transfer set across the Internet to either an e-mail address, or an IP address.

•	Network: connects to the GoldMine or GoldSync system through the specified GoldMine directory of a system that is across a Local Area Network (LAN), Wide Area Network (WAN), or a Remote Access Server (RAS).

Wait for an incoming call

Sets GoldMine to wait for incoming connection from another GoldMine or GoldSync system. When the outside system calls, GoldMine accepts the connection, establishes a conversation with the remote system, and begins transferring data.

Call remote

Sets GoldMine to call the remote GoldMine or GoldSync system. If the remote system answers, GoldMine establishes a connection, and begins sending the transfer set.

Create a transfer set

Allows you to define the types of updated data to be placed in the transfer set and the location of the transfer set. GoldMine does not attempt to connect to another GoldMine or GoldSync system.

Retrieve a transfer set

Allows you to specify the location where GoldMine can find the transfer set, and the types of updated data to be retrieved from a transfer set. GoldMine does not attempt to connect to another GoldMine or GoldSync system.

When done, select Next>.

If you selected Wait for an incoming call, go to Setting Options to Receive a Call.

If you selected Call remote, go to Setting Options to Call a Remote System.

If you selected Create a transfer set, continue with Creating a Transfer Set.

If you selected Retrieve a transfer set, go to Retrieving a Transfer Set.


Creating a Transfer Set

If you select Create a transfer set from the first dialog box of the GoldMine Synchronization Wizard, the Create a Transfer Set dialog box appears.

The Create a Transfer Set dialog box contains the Path for the transfer set field that specifies the destination for the transfer set upon creation. You can type a path in the field, or select a path by either selecting a location from the drop-down list, or clicking [image] to browse through your system for a location.

If all other criteria for creating the transfer set have been defined, select Finish to start creating the transfer set. The Process Monitor displays the ongoing progress of transfer set creation and/or synchronization.

If you need to define other criteria, select Next>. The Transfer Set Send Options dialog box appears.


Retrieving a Transfer Set

If you select Retrieve a transfer set from the first dialog box of the GoldMine Synchronization Wizard, the Retrieve a Transfer Set dialog box appears.

The Retrieve a Transfer Set dialog box contains the Path for the transfer set field that specifies the location from which GoldMine can get the transfer set. You can type a path in the field, or select a path by either selecting a location from the drop-down list, or selecting [image] to browse through your system for a location.

If all other criteria for retrieving the transfer set have been defined, select Finish to start creating the transfer set. The Process Monitor displays the ongoing progress of transfer set creation and/or synchronization.

If you need to define other criteria, select Next>. The Transfer Set Send Options dialog box appears.


Setting Options to Receive a Call

If you selected Wait for an incoming call from the second dialog box of the GoldMine Synchronization Wizard, the Wait for an Incoming Call dialog box appears.

The Wait for an Incoming Call dialog box contains the following options:

Send changed data to remote

By default, GoldMine waits for another GoldMine or GoldSync system to call. When the other system calls, GoldMine answers the call, establishes a connection with the remote system, and begins transferring data.

You can set options for sending a transfer set.

Retrieve changed data from remote

GoldMine retrieves and processes a transfer set containing data from the remote GoldMine or GoldSync system.

You can set options for retrieving a transfer set.

Wait continuously for an incoming call

GoldMine waits for incoming calls. After a synchronization cycle, GoldMine resets, then wait for another call.

Optional connection password

Specifies a password to protect the system from unauthorized connection attempts. When a password is used, both the local and remote GoldMine systems must use the same password.

If all other criteria for creating the transfer set have been defined, select Finish to start creating the transfer set. The Process Monitor displays the ongoing progress of transfer set creation and/or synchronization.

If you need to define other criteria, select Next>. The Transfer Set Send Options dialog box appears.


Setting Options to Call a Remote System

If you selected Call remote from the second dialog box of the GoldMine Synchronization Wizard, the Call Remote by dialog box appears.

The Call Remote by dialog box contains the following options:

Send changed data to remote

GoldMine initiates the call, establishes a connection with the remote system, and begins transferring data.

You can set options for sending a transfer set.

Retrieve changed data from remote

GoldMine retrieves and processes a transfer set containing data from the remote GoldMine or GoldSync system.

You can set options for retrieving a transfer set.

Location where the remote may be called

Modem synchronization: telephone number that GoldMine must dial to reach the remote system.

Internet Protocol (IPaddress: GoldMine can synchronize to either a static IP address, or a dynamic IP address. A static IP address is not the standard dynamic address randomly assigned to subscribers. To set up a static IP account, contact your Internet Service Provider (ISP).

If the GoldMine system to be contacted has access to only a dynamic IP address, the user at the waiting GoldMine site must determine the address for the current connection, and inform the GoldSync user who will initiate synchronization. Windows 95 includes a program for determining a dynamic IP address during a connection.

To select a previously entered telephone number or IP address, click on the arrow to the right of the field. A drop-down list appears, from which you can select a value.

Optional connection password

Specifies a password to protect the system from unauthorized connection attempts. When a password is used, both the local and remote GoldMine systems must use the same password.

If all other criteria for creating the transfer set have been defined, select Finish to start creating the transfer set. The Process Monitor displays the ongoing progress of transfer set creation and/or synchronization.

If you need to define other criteria, select Next>. The Transfer Set Send Options dialog box appears.


Setting Transfer Set Send Options

You can define options for a transfer set to be sent from your GoldMine system if you selected any of the following connection methods from the second dialog box of the Synchronization Wizard:

•	Wait for an incoming call

•	Call remote

•	Create a transfer set

You define transfer set send options from the Transfer Set Send Options dialog box of the Synchronization Wizard.

The Transfer Set Send Options dialog box contains the following options:

Only the current record

Sends only the current contact record in the displayed contact record to the remote system.

All changed records since

Includes in the transfer set only those records modified after the date entered in the first field, and the time entered in the second field. Typically, the date and time that the last transfer occurred is entered in these fields, so this transfer set does not contain records that were included in the prior transfer set.

The date and time of the last export is stored by GoldMine, and these fields will automatically be filled the next time you select this option. For example, if the transfer was done on June 1, 1997, at 1:30 p.m., type this date and time in the All changed records since fields. This ensures that any changes made to the database since the data was consolidated will be included in the transfer set.

Records in the transfer set found at the location below

Path on your system in which the transfer set is to be saved. GoldMine creates the location if it does not already exist. If the location already exists, it should not contain any files.

GoldMine does not create a transfer set in the root directory of any drive. If you want to create a transfer set on a floppy disk, you must specify a subdirectory to store the files, such as A:\TRANSFER.

Use current active filter/group

Applies the filter or group that applies to the active contact record.

Filter

Displays the active filter expresion that GoldMine applies to data selected for the transfer set.

If you want to select a predefined filter, or create a filter expression to apply to data, click on the button. GoldMine displays the Expression Builder dialog box, from which you can create an expression.

Send Options

Displays the Send Options dialog box, from which you can select the types of records to include in the transfer set.

When done, select Next>. The Send Options dialog box appears.


Defining Send Options

When you select Send Options from the Transfer Set Send Options dialog box, the Send Options dialog box appears.

The Send Options dialog box contains the following options:

Contact sets

Selects one or more contact databases from which GoldMine can draw updated data to include in the transfer set. You can select multiple contact sets.

Database files

Specifies the database files to be included in the completed transfer set. When the transfer is completed, GoldMine will have created the specified files in the location designated by Records in the transfer set found at the location below in the Transfer Set Send Options dialog box.

Send record types

Specifies the record types that GoldMine must include in the transfer set based on the selected database file(s). To display record types that correspond to a database, highlight the database. For example, to select one or more record types corresponding to the CONTSUPP database file, in the Database Files pane, highlight Contsupp.

The Options pane displays checkboxes for Deleted records, Organization records, Additional records, Profile records, Extended profile headers, Referral records, Linked records, and Linked documents.

Each of these record types are unique to the CONTSUPP database file. If you then select Cal, you will see Deleted records and record types unique to the Cal database, such as Appointments, Call backs, etc.

Send deleted records is available for every database files.

By default, GoldMine selects all record types for all selected database files.

Send users’ calendar

Selects one or more users whose calendar activities should be included in the transfer set. To include the calendar activities of all users, select (all).

To avoid including any calendar activities, do not check any of the Users’ calendar records boxes.

Send records visible to user(s)

Includes only those records that can be displayed by the specified user. To include only records that can be displayed by all users, select (public).

When done specifying options for sending data, select OK to close the Send Options dialog box, and return to the Transfer Set Send Options dialog box..


Setting Transfer Set Retrieve Options

If you select either Retrieve a transfer set from the first dialog box of the Synchronization Wizard, or Retrieve changed data from remote from the Wait for an Incoming Call dialog box, GoldMine displays the Transfer Set Retrieve Options dialog box.

The Transfer Set Retrieve Options dialog box contains the following options:

Retrieve Options

Displays the Retrieve Options dialog box, from which you can select the types of records to take from the transfer set.

Note: The following options related to requests from the GoldSync server will only be accepted if allowed by the GoldSync server.

Request data from a GoldSync server

Allows your system to synchronize with a GoldSync system. If you select this setting, select from the following options:

I am picking up waiting transfer set.

I will wait on-line while GoldSync creates the transfer set.

I will pick up the transfer set later.

Retrieve record type

GoldMine retrieves and processes a transfer set containing data from the remote GoldMine or GoldSync system as specified from the following options:

All new or changed contact records: retrieves all contact records created or modified since the cutoff date. The default cutoff date is the date of the last synchronization.

Only contact records linked to my scheduled activities: retrieves only additions or changes to only records linked to activities on the user’s calendar.

This drop-down list is only available if you select either I will wait on-line while GoldSync creates the transfer set, or I will pick up the transfer set later.

If all other criteria for creating the transfer set have been defined, select Finish to start creating the transfer set. The Process Monitor displays the ongoing progress of transfer set creation and/or synchronization.

If you want to save the settings in a profile, select Next>. The Ready to Synchronize dialog box appears.

If you selected Call remote from the second dialog box of the GoldMine Synchronization Wizard, the Call Remote by dialog box appears.


Defining Retrieval Options

When you select Retrieve Options from the Transfer Set Retrieve Options dialog box, the Retrieve Options dialog box appears.

The Retrieve Options dialog box contains the following options:

Retrieve Filter

Displays the Retrieve Filter dialog box, from which you can select a filter to apply to data selected from the transfer set, or create a filter. Using a filter to select data from the transfer set slows the retrieval process.

Contact sets

Selects one or more contact sets from which GoldMine retrieves data from the transfer set. You can select multiple contact sets.

Database files

Specifies the database files to be retrieved from the transfer set.

Retrieve record types

Specifies the specific record types that GoldMine retrieves based on the selected database file(s). To display record types that correspond to a database, highlight the database. For example, to select one or more record types corresponding to the CONTSUPP database file, in the Database files pane, highlight Contsupp.

The Retrieve record types pane displays checkboxes for Deleted records, Organization records, Additional records, Profile records, Extended profile headers, Referral records, Linked records, and Linked documents.

Each of these record types are unique to the CONTSUPP database file. If you then select Cal, you will see Deleted records and record types unique to the Cal database, such as Appointments, Call backs, etc.

Send deleted records is available for every database file.

By default, GoldMine selects all record types for all selected database files.

Retrieve users’ calendar records

Selects one or more users whose calendar activities should be retrieved from the transfer set. To retrieve the calendar activities of all users, select (all).

To avoid retrieving any calendar activities, do not check any of the Users’ calendar records boxes.

Default contact set, if the incoming contact set is not specified

Specifies the contact set that GoldMine updates with the data from the incoming transfer set. By default, GoldMine updates the open contact set.

When done specifying options for retrieving data, select OK to return to the Transfer Set Retrieve Options dialog box.


Defining Options for Calling another System

If you selected Call remote from the second dialog box of the GoldMine Synchronization Wizard, the Call Remote dialog box appears after you define send options and retrieval options. If you have selected a synchronization profile, you can change the settings as needed.

The Call Remote dialog box contains the following options:

When do you want to call this remote site?

Specifies one of the following options:

•	Immediately

•	Wait until: GoldMine will call the remote system on the date entered in the first field, and at the time entered in the second field.

Call continuously every

Sets GoldMine to synchronize regularly with the specified site at the frequency and intervals specified by the Frequency and Sync Period options.

Frequency

Displays the Synchronization Frequency dialog box, from which you can define how often GoldMine will call the specified remote site.

Sync Period

Displays the Synchronization Period dialog box, from which you can define the day and time intervals at which GoldMine will attempt to synchronize with GoldSync.

If all other criteria for creating the transfer set have been defined, select Finish to start creating the transfer set. The Process Monitor displays the ongoing progress of transfer set creation and/or synchronization.

If you want to save the settings in a profile, select Next>. The Ready to Synchronize dialog box appears.

You can define frequency settings for remote synchronization.

You can define synchronization intervals for remote synchronization.


Defining Synchronization Frequency

When you select Frequency from the Call Remote by dialog box, the Synchronization Frequency dialog box appears.

The Synchronization Frequency dialog box contains three settings for Synchronize with this site every to define how often GoldMine will initiate a call to synchronize with the specified remote site:

•	day(s): number of days that GoldMine will wait after a successful synchronization before initiating synchronization. The default value is 1.

•	hour(s): number of hours that GoldMine will wait before initiating synchronization. The default value is 0.

•	minute(s): number of minutes that GoldMine will wait before initiating synchronization. The default value is 0.

When done defining the synchronization frequency, select OK to close the Synchronization Frequency dialog box, and return to the Call Remote by dialog box.


Defining Synchronization Intervals

When you select Sync Period from the Call Remote by dialog box, the Synchronization Period dialog box appears.

Note:	Sync Period defines dates and time settings for synchronizing with a GoldSync system only.

The Synchronization Period dialog box contains an option for each day of the week, such as Sunday, Monday, etc. By default, GoldMine selects every day option, as shown in the preceding figure.

Next to each day option are two time fields. The first time field sets the earliest time in the period during which your system can call GoldSync. The default time in this first field is 12:00 am.

The second field sets the last time in the period during which your system can call GoldSync. The default time in this second field is 11:59 pm.

When done, select OK to close the Synchronization Period dialog box, and return to the Q-Interval tab.


Saving Settings in a Profile

When you have completed selecting transfer set options in the Synchronization Wizard, the Ready to Synchronize dialog box appears.

The Ready to Synchronize dialog box contains the following options:

Log the details of the synchronization session

Displays information about the status of the current synchronization session in the Process Monitor.

Log the changes made to each record

Displays information about the changes made to each record that was synchronized in the GoldSync Manager.

To display this log, from the Main Menu, select Synchronization|GoldSync Synchronization Manager. Click on the drop-down list at the top left-hand side of the GoldSync Manager, then select Contact Files Log.

Would you like to save this synchronization profile?

•	No: uses the synchronization settings for the current session only.

•	Yes, save profile with the following name: saves the synchronization settings in a profile for future use. A synchronization profile provides a quick and convenient method for performing regular synchronization with a GoldMine or GoldSync system.

In the field below Yes, type a descriptive name for the synchronization profile. This field is available only if you select Yes. This name appears in the Use the following profile settings drop-down list that appears on the first dialog box of the Synchronization Wizard.

When you have finished with the profile settings, select Finish. The Process Monitor appears.


Monitoring the Synchronization Process

Once you have selected Finish, which is available from any Synchronization Wizard dialog box after the first dialog box, the Process Monitor appears.

The Process Monitor shows the progress of the current synchronization session. The upper pane shows the logged user who started the synchronization process and each major level of the process. The lower pane shows the processing of each component task, including the creation of the transfer set.

To stop the transfer at any time, you can select the transfer process in the Process Monitor, then select [image].

At the conclusion of the synchronization session, GoldMine disconnects from the telephone line (if synchronizing via modem or direct Internet connection), and closes the Process Monitor.


Copying the Contact Set to a Remote Site

A copy—or subset—of the master database can be distributed to each remote site. You can use any of the synchronization methods to transfer initial data to remote sites. Set the synchronization cutoff date to 01/01/80 to ensure that all data is sent in the first synchronization.


Running a Performance Test

GoldMine includes a basic performance test that allows you to gauge the relative performance of GoldMine on a particular computer. To start and stop the performance test, either select Tools|Performance from the Main Menu, or click [image] from the Tools toolbar. The performance test display will appear.

This performance test is an overall throughput measurement of the workstation’s CPU speed, video subsystem speed, and file input-output (I/O) speed. For this reason, you can see different results on the same computer, depending on the video mode (screen resolution), network speed (if applicable), and number of tasks running.


Backing up Data

Occasionally, you might encounter a problem while working in GoldMine that might cause data loss or data corruption. The problems may be internal or external to your system. The best way to ensure data availability in the event of data loss or corruption is a regular program of data backup.

Note: Performing regular data backups requires technical expertise. If a person with an intermediate knowledge of Windows is not available in your organization, contact a GoldMine Solutions Partner for assistance.

To maintain an optimal backup system, make a separate backup on each day for two weeks. That is, your backup system should include 10 individual backups. Two weeks of backups are recommended because data corruption may not be discovered for several days. Having only one or a few sets of backups would therefore also contain corrupted data.

Other Topics:

Selecting a Backup System

Selecting Files to Back up


Selecting a Backup System

Selecting the best hardware and software to perform backups can depend upon a variety of factors. No one backup system fits all needs. To select and set up a backup system that will meet the needs of your organization, contact a GoldMine Solutions Partner.

The most typical medium for archiving your backups is tape, but you can use diskettes. Each diskette will hold approximately 500 contact records. Allow at least two additional diskettes for “overhead” data, such as program files and setup data. For example, to back up a database with 2,000 contact records, you could use one tape or six diskettes. To maintain a proper backup archive would require two weeks of backups. Therefore, you would need either ten backup tapes, or 60 diskettes.

Label the diskettes so that their chronological position is clear. For example, you could label your tapes as Monday 1 (Monday of the first week), Monday 2 (Monday of the second week), Tuesday 1, Tuesday 2, etc.

For added security, consider keeping a backup in a deposit box of a bank. This backup would ensure data integrity in the event of physical destruction to your office, such as a fire. Be sure to periodically update the backup.

Other Topics:

Selecting Files to Back up


Selecting Files to Back up

You can develop your backup program to archive some or all of your GoldMine files as follows:

•	All contact data, setup data, and program files

•	Contact data and setup data

•	Contact data only

Note: We strongly recommend that you maintain regular backups of all GoldMine contact data, setup data, and program files.

The following table lists the files and typical locations (in a dBASE database) for a full backup of GoldMine contact data, setup data, and program files.

Full Backup

Location	File Specifications
\GoldMine\	*.EXE
\GoldMine\	*.DLL
\GoldMine\	*.D*
\GoldMine\Reports	*.FP
All other subdirectories of \GoldMine\	*.D*

The following table lists the files and typical locations (in a dBASE database) for an intermediate backup of GoldMine contact data, and setup data.

Intermediate Backup

Location	File Specifications
\GoldMine\	*.D*
\GoldMine\Reports	*.FP
All other subdirectories of \GoldMine\	*.D*
The following table lists the files and typical locations (in a dBASE database) for a minimal backup of only GoldMine contact data.

Minimal Backup

Location	File Specifications
\GoldMine\	*.D*
all other subdirectories of \GoldMine\	*.D*


Maintaining GoldMine

GoldMine provides a set of data management utilities designed to improve the performance of your GoldMine system, such as regenerating index files, and making global changes to your data. Many of these features, such as the rebuilding of data files, should be used only by the network administrator or system manager. If not used correctly, these operations can cause data loss.

Note: There are certain operations that allow only one user to access a data file at a time. These operations include indexing, packing and rebuilding of data files. Before these operations can proceed, GoldMine ensures that no other user is accessing the same data. Once the operation is in progress, GoldMine prevents any other user from accessing the data being modified.

Other Topics:

Indexing and Rebuilding Files

Packing and Rebuilding the Database

Preventing Corrupt Indexes

Running a Performance Test

Backing up Data

Upgrading your GoldMine or GoldSync License


Indexing and Rebuilding Files

GoldMine stores information in two types of files: data files and index files. Data files contain the information that is displayed for a contact record, the calendar, or any other part of GoldMine. Index files do not actually store contact or calendar information; instead, these files store special “pointer values” that allow GoldMine to quickly locate information in the data file, or to present the information in an alternate sequence, such as required when using a command from the Query menu.

Occasionally, index files in dBASE databases can become corrupt, causing any of the following problems:

•	Contact records that you know have been entered in GoldMine cannot be located

•	Calendar activities do not appear in the history file when completed

•	Lower portion of the contact information does not appear in a contact record, or the lower half of the contact screen contains another record’s contact information

•	Additional contacts, profiles, or referrals are missing from a contact record, or the contact record contains supplementary records that do not belong to the record

•	You cannot log into GoldMine with a valid username and password

•	Calendar or history records that appear in the browse window are not in date sequence

To prevent data loss when an index file becomes corrupt, GoldMine index files should be regenerated immediately. The GoldMine’s Maintenance Wizard guides you through the procedure to regenerate index files for the GoldMine database.

Note: In most cases, if you suspect an index file to be corrupt, or an index-related error message is displayed, you should log out other network users from GoldMine. GoldMine requires all network users to log out before the databases can be indexed. Most importantly, the other users can experience data loss if they continue to work with GoldMine without first reindexing the files.

To regenerate index files:

From the Main Menu, select Tools| Maintain Databases.

Depending on the size of your database, indexing the entire database can be time-consuming. Selecting specific file types to index reduces the total amount of processing time. GoldMine’s Maintenance Wizard contains the following file options:

Current Contact Files

Selects only the contact files in the currently open database for indexing and rebuilding.

Individual Files

Specifies which files in the GoldMine directory and/or in the currently open database that GoldMine will index and rebuild.

All Database Files

Selects all contact files in the currently open contact database for indexing and rebuilding.

Automatic Maintenance

Specifies that GoldMine automatically performs indexing and rebuilding as specified by selections made in the Wizard.

When done, select Next>.

If you select Current Contact Files, the Rebuild the Database dialog box appears.

If you select Individual Files, the Maintain Selected Files dialog box appears.

If you select All Database Files, the Index All Database Files dialog box appears.

If you select Automatic Maintenance, the Automatic Maintenance dialog box appears.


Selecting Files to Index

Once you select Individual Files, the Maintain Selected Files dialog box appears.

The Maintain Selected Files dialog box contains options for every file type in the contact database. Place a check in each box that corresponds to the file type(s) that you want to index, such as Contact1. To select all listed files, select Set All. To remove all checks from selected file types, select Reset All. You must select at least one file type to continue. That is, Next> becomes available when you check at least one file option.

When done, select Next>. The Rebuild the Database dialog box appears.


Indexing All Database Files

Once you select All Database Files, the Maintain All Database Files dialog box appears.

The Maintain All Database Files dialog box contains the following options:

Files in GoldMine Directory

Select all system files and data files in the GoldMine directory for indexing.

Current Contact Files

Selects only the contact sets in the currently open database for indexing.

All Contact Files

Selects all contact sets in all GoldMine contact databases for indexing.

You must select at least one index option to continue. That is, Next> becomes available when you check at least one index option.

When done, select Next>. The Rebuild the Database dialog box appears.


Setting up Automatic Indexing

Once you select Automated Maintenance, the Automated Maintenance dialog box appears. By specifying criteria from options in this dialog box, you can set up GoldMine to automatically perform indexing and/or rebuilding.

The Automated Maintenance dialog box contains the following options:

Logged User

Designates the system administrator, or other user with Master-Rights, responsible for the automatic indexing.

Start Time

Time that GoldMine will automatically start indexing the specified files. You can either type in a time (include am or pm), or press [F2] to display the clock, from which you can set the time.

Because GoldMine forces all network users to log out of GoldMine during indexing and rebuilding, you will want to index after regular business hours.

Maintain Files

Selects one or more of the following file types for GoldMine to automatically index and/or rebuild:

Calendar File	Sync Log Files	GoldMine Files
Current Contact Files	All Contact Files
Note: To best maintain dBASE files, pack the Calendar Files and Sync Log Files more often than the other files; on a busy network, you should pack these files once each week.

Frequency

Regularity with which GoldMine will index and/or pack the file(s). You can select from a range of very frequently (Every day), infrequently (Once a month), to Off.

Pack, rebuild and index

Sets GoldMine to both index and pack the selected files.

Index only

Sets GoldMine to only index the selected files.

When done, select Save. The Automated Maintenance dialog box closes. GoldMine will index and/or pack the selected file(s) at the specified time on the dates that fall according to the selected frequency.


Packing and Rebuilding the Database

When records are deleted from the contact database, they are not physically removed (from a dBASE database). Instead, GoldMine marks the record as deleted, then automatically skips the record in subsequent operations. As the number of deleted records increases, “dead space” increases between active records. When the database contains a substantial percentage (20% or more) of deleted records, the amount of time necessary to find a record, or move among records, increases.

Packing is the process of actually deleting records that were marked for deletion. This process is only necessary for a dBASE database. Periodically packing the GoldMine database files removes the “dead space” between records.

Note: In the unlikely event that your data files become corrupt, rebuilding the database might save the uncorrupted portions of the file, since rebuilding creates a new database and appends the undeleted records from the old database.

Rebuilding for either an SQL or dBASE database creates a new file structure, and copies data from the old files. If your system fails in the middle of packing, you can lose data. Data loss can also occur to a corrupted file. To prevent data loss, always back up files on your system before rebuilding the database.

In a network environment, no one can access the files being packed. If only the contact sets are being packed, users on the network can access other contact sets. If both the contact and system files are being packed, all users must log out of GoldMine until the packing is complete. If a user attempts to access data while GoldMine is packing, GoldMine displays a warning message indicating that the database is in use.

Regardless of which file-indexing option you selected from the initial Maintenance Wizard screen, you can select the pack and rebuild option. The Rebuild, Sort and Verify Database Files dialog box contains the following options:

Pack and Rebuild the database files

Creates fresh data files, then imports the records that remain after packing into these new data files.

GoldMine packs the same range of files selected for indexing from the initial Maintenance Wizard screen. For example, if you selected Current Contact Files, GoldMine first indexes the records from the currently open database, then packs and rebuilds only the currently open database.

Sort the database files

Orders the database files by the most-used indexes.

Verify the data and synchronization information

Checks to ensure that:

•	Data is readable.

•	All sync fields in the synchronization records of the database file(s) are populated, and there are no duplication of unique fields.

When done, select Next>. The About to Index launch window appears.


Starting to Rebuild the Database

A finish screen with a checkered flag is the last screen to appear before indexing and rebuilding starts. Since GoldMine needs exclusive use of the database when performing this operation, all network users must either exit GoldMine, or be forced to log out of GoldMine before this process can start. To ensure exclusive use, select Force all users to log out of GoldMine within x minutes. By default, GoldMine allows two minutes for logout. You can type another number in the field to designate a different number of minutes.

When you are ready to start processing, select Finish. Depending on the number of file types selected, indexing can be a relatively time-consuming process. Large databases can require an hour or more to index. Similarly, packing can also require a significant amount of time to process. During the index/pack process, GoldMine displays the GoldMine’s Maintenance Wizard status window that provides information about the ongoing status of the process. Once the index/rebuild process is done, GoldMine automatically logs in those users who were forced out to perform the maintenance, provided they have not closed the Down for Maintenance screen.


Preventing Corrupt Indexes

Corrupt indexes are usually caused when an index file is not updated after a data file has been changed. SQL databases almost never have occurrences of incex file corruption.

To reduce the occurrence of corrupt index files in GoldMine:

•	Never turn off your PC—or reboot—before completely exiting GoldMine. To exit to Windows, press [Alt]-[F4].

•	Network users should also log out of the file server before powering down the PC. Turning off the PC before logging out is the single most common cause of index file corruption.

•	Consider using a battery backup device. If power is lost, GoldMine could be interrupted while writing to a disk. This is almost certain to cause damage to index files, and possibly also to databases.

If you use GoldMine on a single-user PC, run SCANDISK.EXE occasionally, or a similar utility, to test the integrity of your disk drive. See your Windows or network operating system manual for details.


Upgrading your GoldMine or GoldSync License

As your company grows, you may need to change your GoldMine or GoldSync license. These changes may include:

•	Adding more GoldMine and/or GoldSync sites to your existing license

•	Generating a separate serial number to create a sublicense for those users who use GoldMine on an offsite PC

•	Updating your registration information with GoldMine Software Corporation

Using the GoldMine License Manager, you can easily and quickly perform any of these upgrades. Before working with the GoldMine License Manager, be sure to understand how to work with the GoldMine licensing system to meet the needs of your organization.

Other Topics:

GoldMine's Flexible Licensing System

Accessing the GoldMine License Manager

Adding to your GoldMine or GoldSync License

Upgrading your GoldMine or GoldSync License

Updating Registration Information

Updating your Copy of GoldMine


GoldMine's Flexible Licensing System

The GoldMine 4.0 product family offers the utmost in licensing flexibility for both small businesses and large enterprises. GoldMine 4.0 is sold to an organization with one serial number license, the Master License. The organization can then create sublicenses for each remote office, and for each remote user, changing the licensing configurations as required over time. The single distributed Master License serves as the authentication mechanism for easy and secure synchronization across the entire organization.

Features and Benefits

The following scenario illustrates the features and benefits of the Master License:

ABC Company has a headquarters in New York, which is a networked office of 30 users. ABC also has offices in Boston and Seattle with 10 users each. All 50 people in the organization have notebook PCs, and will synchronize from time to time.

ABC would purchase a 50-user GoldMine 4.0 license and a 50-user GoldSync 4.0 license. These licenses would be installed once, on the headquarters’ network, and serve as the primary Master License. Using the License Manager in GoldMine 4.0, ABC will create two Site Licenses of 10 users each: one Site License for Seattle, and one Site License for Boston. These sublicenses will be installed on the networks in those cities, and serve as Site Licenses of the original Master License. From the Master License, or any of the Site Licenses, ABC can then create sublicenses for each of the remote users' notebooks; that is, the Undocked License. All these licenses throughout the organization share the same GoldMine serial number.

This flexible licensing hierarchy not only simplifies GoldMine's licensing, but it also provides the Master and Site Licenses with the capability to control the security and content of each of their remote undocked users!

A GoldMine 4.0 license looks like the following example: C-0050-12345678

The first character denotes the license or sublicense type, C in this example. The first set of numbers denotes the license count, 50 users in this example. The last set of numbers denotes the serial number itself, 12345678. The Site License for the Boston office would be S-0010-12345678-BOSTON. The Undocked Sublicense for user JON would be U-0001-12345678-JON.

The GoldMine 4.0 License Manager shows all the remote sites controlled by the current license. The License Manager of the GoldMine system running in ABC’s headquarters in New York will show entries similar to:

C-0050-12345678

S-0010-12345678-BOSTON

S-0010-12345678-SEATLE

U-0001-12345678-JON

U-0001-12345678-JANE

The License Manager of the Site License in Boston will show:

S-0010-12345678-BOSTON

U-0001-12345678-MARK

U-0001-12345678-MARY

License Types

A Master License must be installed only on the organization’s primary network. Following are the Master License types available:

E-xxxx	GoldMine dBASE, client/server, GoldSync (xxxx users, and xxxx GoldSync sites)
C-xxxx	GoldMine dBASE, client/server (xxxx users)
D-xxxx	GoldMine dBASE (xxxx users)
G-xxxx	GoldSync (xxxx sites)
Following are sublicense types created by the Master License for remote sites and remote users of the organization:

U-0001	GoldMine (undocked user)
S-xxxx	GoldMine (xxxx users)
Y-xxxx	GoldSync (xxxx sites)
The database license type (client/server and/or dBASE) of all sublicenses is inherited from the Master License. If the Master License is for dBASE only, all sublicenses will also be dBASE only. The Master License is also inherited by all sublicenses to ensure that all the organization's sublicenses are authenticated before synchronization.

Creating a Sublicense

Creating a new sublicense is easy. From the License Manager, select either New Site or Undocked User. These options will produce the sublicenses to use when installing GoldMine on the remote site networks and undocked notebooks. When installing GoldMine on each of the remote computers, enter the appropriate sublicense number produced for each remote site by the Master License. Creating and installing the sublicenses correctly is important because they control the security of synchronization throughout the organization.

Increasing the Master License

Increasing the Master License is also easy. From the License Manager, select New License, then enter a new GoldMine or GoldSync serial number. Only the Master License can be increased; that is, Site Licenses and Undocked Licenses cannot be increased.

Converting a dBASE License to a client/server License

Converting a dBASE license to a client/server license requires a GoldMine client/server license with the same license count (or smaller) as the current dBASE license. The current “D” type license will be converted to a “C” license with the original serial number, and the client/server license count. Remote sites wishing to take advantage of the new client/server license will have to re-enter their site licensing information. GoldMine Software offers a discount to users converting existing dBASE licenses to client/server licenses.

Working with the License File

The license file, LICENSE.DBF, must exist only in the GoldMine “root” directory of each GoldMine installation. If the LICENSE.DBF file is deleted, GoldMine will prompt the user for a license number when he next logs in.

Do not delete and recreate the primary Master License file, since a new Master License file creates a new authentication seed that will be incompatible with all the existing sublicenses currently using the authentication seed from the original Master License file. If you recreate the Master License, you must regnerate all site and undocked licenses.

Customizing Installation for Remote Sites

During the GoldMine 4.0 installation, GoldMine looks for a special self-extracting .EXE to run before completing the installation. This self-extracting .EXE can be used to install specifically prepared data for each remote site, allowing an organization to completely customize the installation for each remote site, while still using the standard GoldMine installation.


Accessing the GoldMine License Manager

From the Main Menu, select File|Configure GoldMine|License Manager. The GoldMine License Manager appears.

An organization purchases GoldMine with a Master License serial number. This single license allows maximum flexibility for an organization in controlling the data integrity and security for each user. For example, a company might purchase a 50-user GoldMine license, and a 50-user GoldSync license. These licenses can be installed once on the network.

Once installed, the company can then create two 10-user sublicenses for the two branch offices from the Master License. Further, the company can create another type of sublicense for the notebook PCs of undocked users. Each license created from the Master License shares the same GoldMine serial number. Sharing the same serial number provides authentication for secure remote synchronization throughout the organization.

Other Topics:

Adding to your GoldMine or GoldSync License

Creating a Sublicense for a Remote Office

Removing a License


Adding to your GoldMine or GoldSync License

Using the GoldMine License Manager, you can:

•	Add or delete GoldMine or GoldSync licenses

•	Create sublicenses for either branch offices and/or users who work offsite

•	Convert a GoldMine dBASE license to a GoldMine client/server license

The GoldMine License Manager features the Licenses tab from which you start the process to update your GoldMine or GoldSync system. To add one Master License to another Master License, you must enter the serial number of the new license.

From the GoldMine License Manager, you can:

•	Add a GoldMine or GoldSync license—continue with Adding a License below

•	Add a site to a Master License

•	Add an undocked user to a license

•	Delete a GoldMine or GoldSync license or sublicense

Adding a License

To add either a GoldMine or GoldSync license from the GoldMine License Manager, select New License. The GoldMine License Upgrade dialog box will appear.

To continue with the upgrade process, select I AGREE.

In the segmented field, type the serial number of the GoldMine or GoldSync license to be added. By default, GoldMine automatically selects the Automatically register. To register at a later time, remove the check from this option.

When done, select OK.

GoldMine automatically adds the new license you specified to the previously installed license(s).

To close the GoldMine License Manager, select Close.


Creating a Sublicense for a Remote Office

An organization with multiple offices and users can create individual sublicenses for each site or user from the single Master License. A site sublicense will install that license on only one remote server. An undocked user sublicense will install that license on only one remote PC. However, you can create multiple, different site and undocked licenses up to the maximum permitted by the Master License.

To create a sublicense for a remote GoldMine office:

From the Licenses tab, select the New Site.

The Create a Site License dialog box contains the following options:

Distributed License Type

Generates a sublicense from your Master License for one of the following products:

•	GoldMine Site License

•	GoldSync Site License

Site Name

Name of the site of up to 12 characters and spaces, such as Los Angeles.

Number of Users

Total number of users included in the sublicense.

Create Site License

Displays the Create Sub-License for Remote Site dialog box, from which you can acknowledge your acceptance of licensing terms. When done, select I AGREE.

GoldMine will then display the new sublicense for the remote site in a field at the bottom of the dialog box. When done, select Close.

GoldMine automatically adds the sublicense to the Licenses tab browse window under previously installed license(s). A site sublicense serial number appears with S as the initial character.

You can add undocked users.

When done, select Close.


Creating a Sublicense for an Undocked User

GoldMine 4.0 enables any user to work with the same GoldMine license as either a docked, network user, or as an undocked, remote/mobile user. To work on an undocked basis, a user must have an undocked sublicense on his notebook. You can create an undocked sublicense from either the Master License, or from a site sublicense.

Once an undocked user sublicense has been created, the same individual can work with a notebook PC on a remote basis or connect—dock—the notebook to his PC in the office. That is, a single user who works with GoldMine on both a desktop PC and a notebook PC will not need two separate licenses.

Every user supported by the GoldMine license can have a sublicense to work on a remote PC, but GoldMine creates only one sublicense for each user. For example, on a five-user copy of GoldMine, a sublicense can be created for each of the five users.

When GoldMine creates an undocked user sublicense, the total license count is reduced by one; that is, only the same total number of users can log in concurrently as are allowed by the Master License, regardless of the number of undocked sublicenses. For example, on a five-user copy of GoldMine, if one undocked user logs in to GoldMine, only four other users can log in at the same time.

All undocked users can log in to GoldMine, as well as the total number of users that make up the difference in the total number allowed by the Master License. For example, on a five-user copy of GoldMine with three undocked users, those three undocked users plus two other users can log in to GoldMine.

To create a sublicense for an undocked GoldMine user:

From the Licenses tab, select Undock Users. The Create Undocked User Licenses dialog box appears.

To grant docking privileges to a user that appears in the list, place a check in the box corresponding to the user. Select Create Undocked License.

The Create Sub-License for Undocked User dialog box appears, from which you can acknowledge your acceptance of licensing terms. When done, select I AGREE.

GoldMine will then display the new sublicense for the selected user in a field at the bottom of the dialog box. When done, select Close.

You can create another undocked user sublicense, if needed. When done, select OK to close the Create Undocked User Licenses dialog box.


Removing a License

In a multi-license GoldMine or GoldSync system, you can delete one of the licenses if multiple licenses have been installed on a system. You can also delete a site sublicense or an undocked user sublicense. You cannot delete the primary license, that is, the Master License.

To remove a license from the Licenses tab of the GoldMine License Manager, highlight the license to be deleted, then select Remove License.

A prompt asks:

Are you sure that you want to remove this serial number license?

To remove the license, select Yes. To close the GoldMine License Manager, select Close.


Updating your Copy of GoldMine

Using the GoldMine License Manager, you can upgrade your copy of GoldMine 4.0 with the latest revision available. This service is free to all registered users.

Whenever you perform a NetUpdate, your registration information is automatically transmitted to GoldMine Software. However, you can also log in to update your registration information.

You can upgrade your copy of GoldMine by one of two Main Menu commands:

•	File|Configure GoldMine|License Manager: accesses the GoldMine License Manager window

•	Help|Net-Update: accesses the GoldMine Net-Update window

The tabs and options that you use to perform a Net-Update are the same from either window. The following discussion refers to the GoldMine License Manager.

To download the latest version of GoldMine 4.0 from the GoldMine License Manager:

From the GoldMine License Manager window, select the Net-Update tab. GoldMine displays the Net-Update tab.

The Net-Update tab contains the following options:

Net-Update Now

GoldMine automatically logs into the GoldMine Update Server, and downloads the latest version of GoldMine 4.0, as well as any other files needed to run the new version. To avoid overwriting your currently running copy, GoldMine downloads the file(s) into a subdirectory of your GoldMine files directory, GMUPDATE\SETUP\GOLDMINE.

You must connect to your ISP prior to selecting this option to successfully connect to the GoldMine Update Server.

Update registration information

Allows you to modify previously entered information in the Registration tab.

When you select Net-Update Now, GoldMine connects via the Internet to the GoldMine Update Server, and starts downloading the file(s). During the download process, GoldMine displays a status window.

When done, a prompt asks:

The file download is now complete. Would you like to update your GoldMine system now?

If you are downloading the update to a stand-alone system, continue with Installing the File Download on a Stand-Alone PC.

If you are downloading the update to a network, go to Installing the File Download on a Network.

Installing the File Download on a Stand-Alone PC

If you are running GoldMine on a stand-alone system, select Yes. GoldMine shuts down for the installation. You must finish updating your system.

Installing the File Download on a Network

You can either install the GoldMine update immediately, or wait until a later time to install the update.

Note: If you are running GoldMine on a network, all other users must exit GoldMine before you can update the GoldMine system.

To install the update immediately:

Select Update your GoldMine System Now. GoldMine shuts down during the installation.

If you are running GoldMine on a network with GOLDMINE .EXE files installed locally (as on a Windows NT 4.0 or Windows 95 network), you must update each workstation with the new files, which can be done automatically. You must finish updating your system.

To install the update at a later time:

To run the update, from the Windows Taskbar, select Start|Run. The Run dialog box will appear. In the Open field, type G:\GOLDMINE\GMUPDATE\GOLDMINE\GM4SETUP.EXE, substituting the letter name of the drive, if necessary.

Other Topics:

Updating Registration Information


Updating Registration Information

While you download the latest version of GoldMine 4.0, you can also change the registration information of your GoldMine license(s). This information is transmitted to GoldMine Software, as well as entered in the Registration tab and on the GoldMine banner display.

To change your registration information from the GoldMine License Manager:

From the Net-Update tab, select Update Registration Information. Select the Registration tab.

The Registration tab contains the following information:

Organization

Name of the company or other organization entered when GoldMine was installed.

Contact Name

Name of the individual to whom GoldMine is licensed.

E-mail address

Internet address of the individual entered in Contact Name. This address was entered at the time of registration, and may not be the same as the individual’s address as entered in the Internet tab of the Preferences window.

Phone/Fax

First field displays the voice Phone number for the Organization; second field displays the Fax number for the Organization.

Address

You can enter two lines of address data. Type two spaces after the first line entry to separate the first line entry from the second line entry.

City/State

First field displays the City entry for the Organization; second field displays the State entry for the Organization.

Zip/Country

First field displays the ZIP code entry for the Organization; second field displays the Country entry for the Organization.

When done reviewing and/or modifying your registration information, select the Net-Update tab. To both permanently enter the changes, and to start the process to download the latest version of GoldMine, select Net-Update Now.


Installing the Update to GoldMine 4.0 Locally

You can install the GoldMine 4.0 update on your local hard disk to increase response speed, and/or to reduce network traffic.

You can access the options for installing the update on your hard disk in the Install Locally tab. The Install Locally tab appears in the GoldMine License Manager after you successfully complete your first Net-Update process.

Note: For network installations in which the GoldMine .EXE files are run from a local drive instead of a network drive, you must update each workstation with the new files. You must install GoldMine on Windows NT 4.0 and Windows 95 networks in this way.

Network update installation:

To complete the update installation on a network, either:

•	Manually update GoldMine workstations by copying *.EXE and *.DLL from a system that installed the Net-Update to the GoldMine directory of each workstation.

or

•	Perform the following procedure at each workstation.

To install the update for GoldMine 4.0:

Start GoldMine. From the Main Menu, select Help|Net-Update. To access the GoldMine License Manager window from the Main Menu, select File|Configure GoldMine|License Manager. GoldMine displays the GoldMine Net-Update window.

To install the file(s), select the Install Locally tab.

The Install Locally tab contains the following options:

Install GoldMine in local path

Designates the path to the destination on your local system where GoldMine will copy program files from the network. You can either type a path, or click [image] to navigate through the directories on your system.

If you designate a path in this field, the database files remain on the network server.

Create a GoldMine shortcut on the Desktop

Adds to the desktop of your local system.

Automatically update the local GoldMine program files

Updates the GoldMine program files on your local hard drive when you install the new version on a network.

Install GoldMine Locally

Starts installing the update.

Network installation: To confirm that each workstation is running the same revision of GoldMine, from the GoldMine Main Menu, select Help|About.


Dynamic Data Exchange (DDE)

Dynamic Data Exchange (DDE) is the term for the Windows functionality that allows GoldMine to exchange commands and information with other applications. Using Dynamic Data Exchange (DDE), one application, referred to as the client application, can request information from, or send commands to, another application, referred to as the server application. The server application then processes the request from the client application. The server performs a task, such as updating data, or returning requested information to the client, such as an element of data maintained by the server application.

GoldMine is designed to act as both a DDE client as well as a DDE server. DDE topics included in the online Help describe using GoldMine as a DDE server. These online Help topics are provided for programmers who wish to interface their programs with GoldMine. If you are not familiar with working with DDE, this technical section will make little sense to you.

Other Topics:

Using DDE in GoldMine

Entering Application, Topic, and Item Names


Using DDE in GoldMine

The following descriptions introduce the variety of tasks that GoldMine can perform using DDE commands.

Merging Data into a Document

GoldMine uses DDE to communicate with your word processor. When you perform a merge, GoldMine uses DDE to send contact information to the word processor of the selected document template. The word processor receives this information from GoldMine and places the information from the contact record in appropriate places in the document and then prints the document.

GoldMine acts as a DDE client and a DDE server during the document merging process. First, GoldMine must send a DDE request to the word processor to request that the word processor open a particular document template. Once the document is open, the word processor will recognize that the document contains DDE linkage fields and will ask GoldMine for data to place in these fields. GoldMine, now acting as a DDE server, will return this information to the word processor, and the word processor will update its display with the information. Finally, the document can be printed.

This type of merging can also be performed with other Windows applications, such as spreadsheets (for example, Excel) or database programs (for example, Access).

Updating Database Information

DDE can also be used to update GoldMine’s databases from another application. For example, a magnetic card reader application that supports DDE can be interfaced with GoldMine in such a way that new contact records are automatically entered into the contact database. For example, whenever a trade show attendee’s badge is swiped through the reader, GoldMine is automatically updated.

Querying for Data

The DDE macros and other functions can query the GoldMine tables, and return the contents to the caller. The [DATASTREAM] command is a high-performance feature that can return large blocks of data very quickly.

Identifying Telephone Numbers Automatically

GoldMine’s DDE functionality can be used with CallerID or ANI equipment to automatically identify incoming telephone calls. GoldMine can display the contact record that matches the telephone number of the incoming call, saving the user time in looking up the caller.

Linking Contact Records to an Accounting Application

DDE applications can be created to automatically transfer prospect information to an accounting application when the prospect decides to purchase, saving data entry time and reducing errors.

Inserting Incoming Electronic Mail

DDE can be used to insert incoming electronic mail into GoldMine, allowing GoldMine users to remain linked with their external e-mail systems.

Other Topics:

Entering Application, Topic, and Item Names


Entering Application, Topic, and Item Names

To establish a DDE conversation with an application that supports DDE, you must know the application’s service name. GoldMine’s service name is GOLDMINE.

GoldMine supports two service topics:

•	SYSTEM: queries a DDE server on supported data formats—for more information, see your Microsoft DDE documentation.

•	DATA: accesses all of GoldMine’s DDE functions—topics in the “DDE Functions” [image] of the online Help describe functions used with this service topic.

Specific GoldMine DDE functions are accessed by passing a DDE item string to GoldMine. The item can be a macro, a command, or an expression.

DDE Parameters

Service	Topic	Item
GOLDMINE	SYSTEM	<item>
GOLDMINE	DATA	&<macro>
GOLDMINE	DATA	<expression>
GOLDMINE	DATA	[<function>]
Functions

GoldMine’s DDE functions can process a variety of tasks, including database query and manipulation. Commands are always passed surrounded by brackets.

Expressions

GoldMine can evaluate dBASE expressions by passing the expression as a DDE function call. For example, the expression

CONTACT1->CONTACT

will return the contact name of the current contact record displayed in the currently active contact record.

Macros

When a DDE item begins with an ampersand (&), GoldMine assumes that this item is a macro, and performs a lookup into an internal macro expansion table. If a match is found, GoldMine evaluates the macro, and returns the result.


Establishing a DDE Conversation

The following example illustrates using Visual Basic for Applications (VBA) to establish a DDE conversation.

ch = DDEInitiate("GOLDMINE","DATA")

The DDEINITIATE function is used to establish the DDE link. The first parameter is GoldMine’s service name, the second parameter is the service topic on which this DDE conversation is based. If the call is successful, a nonzero channel number will be returned to be used for all subsequent DDE requests to that channel. This channel number should not be confused with the work area pointer that GoldMine uses for many DDE functions.

If the DDEINITIATE function returns 0, the conversation could not be established.


Working with DDE Functions

GoldMine supports a variety of DDE functions, which are described in this section. Each function description includes calling format, description of operation, and an example of a Visual Basic for Applications (VBA) subroutine using the function.

Basically, the purpose of GoldMine’s DDE functions is to allow access to other files or functions. Three categories of DDE functions provide access to the following:

•	Data files

•	Records

•	Specialized functions

Depending on the type of application involved, you would typically select one of these three access methods. However, you can mix all three access methods within the same application. The function categories are described below.

Accessing Data Files

GoldMine provides a complete set of DDE functions that allow low-level access to the data files, including:

•	Append: adds a new, empty record to a GoldMine data file.

•	Close: release a previously OPENed file when processing is complete.

•	Filter: limits access to data in a GoldMine database by creating a subset of records based on expression criteria.

•	Move: positions the record pointer to a particular record in a data file.

•	Open: opens one of GoldMine’s data files for processing by another application.

•	Range: activates the index in a table, and set a range of values to limit the scope of data that GoldMine will search.

•	Read: queries a data file for the value of a field.

•	RecNo: used to determine either current record number position (dBASE), or the record ID (SQL).

•	Replace: changes the value in a particular field in one of GoldMine’s data files.

•	Search: performs a sequential search on a file.

•	Unlock: unlocks a record previously locked by a call to either APPEND or REPLACE.

These functions allow you to open particular data files, query the values of the fields in the records in the data files, add records to the files, and replace data in the records.

This suite of functions is typically used for database applications that need varied access to GoldMine data. To work successfully, these functions rely on a work area parameter, which allows you to open multiple data files concurrently, and manipulate each independently by referencing them by work area.

Accessing Contact Records

For specific applications that need access to GoldMine’s contact database at the logical level, the RECORDOBJ function is the preferred access method. Unlike the low level DDE functions, the RECORDOBJ function maintains all of the relationships between the various GoldMine files. This access method is most often used for document merging functions such as word processor mail merges, or placing information into a spreadsheet.

Accessing Specialized Functions

GoldMine provides a set of specialized functions for performing specific tasks, such as adding document links to the contact database, or sending GoldMine a CallerID message.

Other specialized functions include:

CalComplete: completes an activity from the Calendar.

CallerID: automatically displays the contact record of the caller.

DataStream: returns the data of ordered records from any GoldMine table using the most efficient method possible.

ExecIniImp: processes a Web import instruction file.

Expr: evaluates a dBASE expression and return the result as a string.

FormAddFields: adds merge fields to a form profile.

FormClearFields: opens an existing form profile, and deletes all associated fields.

FormCloseForm: closes an open form profile.

FormCreateFile: creates a dBASE III+ (DBF) file with all registered fields.

FormGetFieldName: returns the field name for an expression, macro, or a field.

FormNewFormNo: returns a new, unique FormNo value that can be used to register fields not attached to a GoldMine form.

FormQueryCreate: provides status information during an export by returning the number of records exported during the export process.

InsHistory: creates a history record in GoldMine.

LinkDoc: creates or updates a document link in GoldMine.

MsgBox: function displays a standard Windows message dialog box.

NewForm: returns a new, unique FormNo value that can be used to register fields not attached to a GoldMine form.

NewGroup: creates a empty group.

NewMember: adds a member to a group created with the NEW GROUP function.

PlayMacro: takes two parameters that identify the macro and assigns a wait state.

SendPage: allows you to create and send a message to the pager of a GoldMine user.

StatusMsg: displays a message in the GoldMine status bar.


Append

Syntax	[APPEND(<work area>)]

The APPEND function is used to add a new, empty record to a GoldMine data file. Before using APPEND, you must open a data file using the OPEN function. After executing the APPEND function, the record pointer is positioned at the new empty record, and the record is locked and ready to accept field replacements.

When a CONTACT1 record is appended, GoldMine automatically propagates the new record with the appropriate ACCOUNTNO and CREATEBY values. For all other records, you must replace the ACCOUNTNO field with the value from the CONTACT1 record with which the new record is to be linked. For records that require remote synchronization initialization, GoldMine will automatically propagate the value of the RECID field when these records are appended.

Parameters

The APPEND function accepts one parameter, the work area handle of the file to APPEND. The work area handle is returned by the OPEN file when the file is opened.

Return Value

dBASE: The APPEND function returns the record number of the new record, or 0 if the file could not be locked.

SQL: The APPEND function is used to determine the record ID.

Example

The following example demonstrates how to add a contact record in GoldMine via DDE.

Sub Main()

  Dim sQ

  Dim sWorkArea As String

  Dim lChannel As Long

  Dim sRet As String

  sQ = Chr(34)

  'Open a DDE channel

  lChannel = DDEInitiate("GoldMine", "Data")

  sWorkArea = DDERequest(lChannel, "[Open(Contact1)]")

  If sWorkArea <> "0" Then    'Database was opened

    'Append a new record to Contact1

    sRet = DDERequest(lChannel, "[Append(" + sWorkArea + ")]")

    If sRet <> "0" Then     'Record was Appended

      StatusBar = "New Record Added"

      'Replace Company name with "New Record"

      sRet = DDERequest(lChannel, "[Replace(" + sWorkArea + "," + sQ(34) + "Company" + sQ(34) + "," + sQ + "NewRecord" + sQ + ")]")

      If sRet = "1" Then

        StatusBar = "Replaced complete"

      Else

        StatusBar = "Replaced Failed"

      End If

      'Unlock and Close the record

      sRet = DDERequest(lChannel, "Unlock(" + sWorkArea + ")]")

      sRet = DDERequest(lChannel, "Close(" + sWorkArea + ")]")

    Else

      StatusBar = "Error Opening Contact1"

    End If

  End If

  'Terminate the DDE Channel

  DDETerminate (lChannel)

End Sub


CalComplete

Syntax	[CalComplete(<RecNo>,<ActvCode>,<ResultCode>,
<User>,<Ref>,<Notes>)]

The CalComplete DDE command is used to complete an activity from the Calendar.

Parameters

The CALCOMPLETE function takes up to six parameters. All parameters must be passed in quotation marks.

The first parameter is the record number of the calendar activity to be completed.

The second parameter is the Activity Code. This parameter is optional.

The third parameter is the Result Code. This parameter is optional.

The fourth parameter is the User. If this parameter is not specified, the User field defaults to the currently logged user.

The fifth parameter is the history Reference. This parameter is optional.

The sixth parameter is the Notes for the history record. This parameter is optional.

Return Value

The CALCOMPLETE function returns the record number of the new history record created.

Example

This example will open up the CAL file, read the current RecNo and complete the record to History.

Sub Main()

  Dim lChannel As Long

  Dim sRet As String

  Dim sRecNo As String

  Dim sHRecNo As String

  Dim sWorkArea As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sWorkArea = DDERequest(lChannel, "[Open(CAL)]")

  sRecNo = DDERequest(lChannel, "[RecNo(" + sQ + sWorkArea + sQ + ")]")

  sHRecNo = DDERequest(lChannel, "[CalComplete(" + sQ + sRecNo + sQ + ")]")

  MsgBox ("New History Record Number: " + sHRecNo)

  DDETerminate (lChannel)

End Sub


CallerID

Syntax	[CALLERID(<telephone>,<message>,<display dialog>)]

The CALLERID function is used to inform the GoldMine user that an incoming call has been identified by Automatic Number Identification (ANI) equipment attached to the telephone system. By using CALLERID, GoldMine can perform a lookup on the contact database and attempt to locate a contact record with a telephone number that matches the telephone number extracted by the ANI device.

With the CALLERID function, GoldMine can automatically display the contact record of the caller. A dialog box is displayed allowing the user to select an action. A CALLERID function parameter is used to specify the message in the dialog box.

Parameters

The CALLERID function accepts three parameters. The first parameter is the telephone number of the caller as captured by the ANI device. The calling application is responsible for formatting the telephone number that appears in the Phone1 field in GoldMine. Enclose this parameter in quotation marks (“).

The second parameter is the optional message to be displayed in the dialog box in GoldMine. Enclose this parameter in quotation marks (“).

The third parameter specifies whether or not the dialog box is displayed. This parameter is the sum of the required options. For example, to display the caller’s contact record in the current window if the record is found, or to display the Contact Listing if the caller’s phone number is not found, specify 6 (2+4) as the <display dialog> parameter.

The following table lists CALLERID valid parameter values.

Value	Description
0	Displays the dialog box (default when third parameter is not passed).
1	Dialog box is not displayed, and contact record is displayed in a new contact record.
2	Dialog box is not displayed, and contact record is displayed in the current contact record.
4	Displays the Contact Listing when GoldMine cannot find the contact’s telephone number. To activate this option, add this value to the third parameter value.
8	Restores input focus to the window that had input focus just before CALLERID is called—used by applications that control the entire interface.
Return Value

The following table lists values returned by the CALLERID function.

Return	Description
0	Error occurred
1	Contact record found
2	Contact record not found
Example

The following example demonstrates the CALLERID function.

Sub Main()

  Dim lChannel As Long

  Dim sRet As String

  Dim sPhone As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sPhone = InputBox("Enter Phone to Look Up. Format:(###)###-####")

  sRet = DDERequest(lChannel, "[CallerID(" + sQ + sPhone + sQ + ")]")

End Sub


Close

Syntax	[CLOSE(<work area>)]

The CLOSE function is used to release a previously OPENed file when processing is complete. A file must be CLOSEd when access is complete to release memory used by GoldMine to maintain database work areas.

Parameters

The CLOSE function accepts one parameter, the work area handle of the file to close. The work area handle is returned by the OPEN file when the file is opened.

Return Value

The CLOSE value returns 1 if the function was able to successfully close the work area, 0 if an invalid work area handle was passed.

Example

See the example in Append.


DataStream

Syntax	[DATASTREAM(<subcommand><parameter>)]

DataStream returns the data of ordered records from any GoldMine table using the most efficient method possible. The caller can specify the fields and expressions to return, as well as the range of records to return. A filter can optionally be applied to the data set.

The DataStream method allows for many useful applications. One group are that publish the contents of GoldMine data on the Internet by merging HTML templates with the data returned by  DataStream. Web pages can be created to display GoldMine data requested by a visitor. Based on the visitor’s selections, a company could dynamically present a variety of HTML pages, such as:

•	Addresses of its dealers in a particular city

•	Financial numbers stored in Contact2

•	Seating availability of upcoming conferences

With a fast Internet connection and a strong SQL server, the GoldMine client could simultaneously respond to dozens of requests.

Record Selection

The DataStream command consists of four subcommands. Each subcommand  each taking different parameters. Following are the subcommands, in the order in which they must be called:

 [DataStream("range", sTable, sTag, sTopLimit, sBotLimit, sFields, sFilter, sFDlm, sRDlm)]

 [DataStream("query", sSQL, sFDlm, sRDlm)]

 [DataStream("fetch", nRecords, iHandle)]

 [DataStream("close", iHandle)]

The “range” or “query” subcommands must be called first to request the data. The “range” and “query” subcommands return an integer handle, iHandle, which must be passed to the “fetch” and “close” subcommands.  You must use either “range” or “query”, not both.

[DataStream("range", sTable, sTag, sTopLimit, sBotLimit, sFields, sFilter, sFDlm, sRDlm)]

Parameters

The sTable, sTag, sTopLimit and sBotLimit parameters determine the range of records to scan, similar to the DDE SETRANGE command. The sFields parameter specifies the requested fields and expression to return.

The sField parameter passed to the "range" subcommand should consist of the field names and dBASE expressions to evaluate against each record in the data set. Each field must be terminated with the semicolon (;) character. dBASE expressions must be prefixed with the ampersand (&) character and terminated with a semicolon.

The other “range” parameters are optional.

Return Value

The “range” subcommand returns a range of records based on an index.

[DataStream("query", sSQL, sFDlm, sRDlm)]

The "query" subcommand sends the sSQL query for evaluation on the server.

Parameters

The SQL query can join multiple tables and return any number of fields. The optional sFilter parameter can specify a Boolean dBASE filter expression to apply to the data set (even on SQL tables), similar to the DDE SETFILTER command. The optional sFSep and sRSep parameters can override the return packet's default field and record delimiters of CR and LF.

[DataStream("fetch", nRecords, iHandle)]

The "fetch" subcommand returns a single packet string that contains the requested data from all records processed by the current "fetch" command, as specified by the second nRecords parameter. iHandle must be the value returned from "range" or "query". The "fetch" command can be issued multiple times, with positive and negative values, to scroll down or up the cursor. See Return Packet below.

[DataStream("close", iHandle)]

The "close" subcommand must be called when the operation is complete. Unclosed data streams will leak memory and leave the database connections needlessly open. Passing an iHandle of 0 closes all open DataStream objects (of all DDE conversations!).

Example 1

The following commands request the first 100 cities from the Lookup file, including the city name and record number (RecID under SQL):

 [DataStream("range", "lookup", "lookup", "CITY", "CITYZ", "Entry; &RecNo();")]

 [DataStream("fetch", 100, iHandle)]

 [DataStream("close", iHandle)]

Example 1

The following commands request the first 10 profiles of the current contact record, followed by a request for the next 50:

 [DataStream("range","contsupp","contspfd", sAccNo+"P", sAccNo+"P", "Contact;ContSupRef;")]

 [DataStream("fetch", 10, iHandle)]

 [DataStream("fetch", 50, iHandle)]

 [DataStream("close", iHandle)]

Return Packet

The "fetch" command returns a single packet string containing the data from all requested records. The packet includes a header record, followed by one record for each record evaluated by "fetch". Within each record in the packet, the fields are separated by a Field Delimiter, the carriage return character by default (13 or 0x0D). The records in the packet are separated by the Record Delimiter, the line feed character by default (10 or 0x0A). These delimiters are convenient when the requested data does not contain notes from blob fields. Otherwise, you must override the default delimiters by passing other delimiter values to the "range" and "query" commands. The characters 1 and 2 would probably make good delimiters for packets with notes.

The City Lookup example from above might return a packet of data similar to:

 3000-0004

 Boston|23

 London|393

 Los Angles|633

 New York|29

The packet header record consists of two sections. The first byte can be 0, 3 or 4. Zero indicates that more records are available, which could be fetched with another "fetch" command. A value of 3 indicates the end-of-file (EOF), and 4 indicates the beginning-of-file (BOF). The number following the dash indicates the total number of data records contained in the packet.

Packets should be designed to be 8K to 32K. DataStream takes about as much time to read three records as it does to read 30. For best performance, adjust the number to records requested by the "fetch" command to return 8K to 32K packets.

Performance

DataStream is the fastest way to read data from GoldMine tables. Used correctly, GoldMine's DataStream will return the data faster than most development environments would directly. Consider for the following advantages DataStream offers:

1. DataStream issues a single, efficient SQL query or dBASE seek to retrieve the records from the back-end database to the local client. On SQL databases, requests of a few hundred records could be sent from the server to the client with a single network transaction, thereby minimizing network traffic.

2. All fields and expressions are parsed initially by the "range" and "query" commands, then quickly evaluated against each record in the "fetch" command. Other DDE methods (and development environments) require that each field be parsed and evaluated each time the field’s data is read. This can save a significant amount of time when reading hundreds or thousands of records.

3. Only three DDE calls are required to read all the data. Using traditional record-by-record querying would require one DDE call for each field of each record (reading 10 fields from 50 records would require 500 DDE calls).

4. All the work to gather and format the data is done in fast and efficient C. The caller needs only to parse the resulting packet string.

The "range" and "query" commands execute equally fast on SQL databases. The "range" command executes must faster on dBASE tables than the "query" command does.

Example 3

The following DataStream command returns all e-mail addresses in the current contact file.

 [DataStream("range", "contsupp","contspfd","PINTERNET A","PINTERNET B","ContSupRef;")]

 [DataStream("fetch", 999, 1)]

 [DataStream("close", 1)]

To return only the e-mail addresses of people at GoldMine Software, add a filter to the "range" command:

[DataStream("range", "contsupp","contspfd","PINTERNET A","PINTERNET AZ", "ContSupRef;AccountNo;&Recno();", "'@goldminesw.com' $ lower(ContSupRef)")]

Example 4

The following DataStream returns all entries from all F2 lookups. The fields are delimited with a comma, and the records with the default LF. My P133 picks up all 847 lookup records (in a single 23K packet) from an MS SQL table in just 1.8 seconds. Dave's server will probably do a lot better on a good day.

 [DataStream("range", "lookup", "lookup", "A", "Z","FieldName;Entry;","",",")]

 [DataStream("fetch", 2000, 1)]

 [DataStream("close", 1)]

Example 5

The following DataStream returns the exact packet as the one above, but using an SQL query:

[DataStream("query", "select fieldname, entry from lookup where fieldname > 'A' order by fieldname, entry", "",",")]


ExecIniImp

Syntax	[EXECINIIMP(<filename>)]

GoldMine can send a DDE command to process a Web import instruction file. Using a DDE command allows other applications to create contact records in GoldMine. To start processing an instruction file via DDE, send the ExecIniImp(<filename>) command; for example, [ExecIniImp(“c:\goldmine\imp.ini”)].

Other Topics:

Capturing Web Data


Expr

Syntax	[EXPR(<expression>)]

The EXPR function is similar to the READ function in that it attempts to evaluate a dBASE expression and return the result as a string. The EXPR function, however, does not require you to open a specific data file using the OPEN function. The expression passed to the EXPR function is evaluated against the current operating state of GoldMine (usually, the currently displayed record), rather than the state of a specific work area. For this reason, you should be aware that differences between the return value can exist for the same expression passed to READ and EXPR.

Parameters

The EXPR function takes one parameter, the dBASE expression to be evaluated. GoldMine supports a subset of the dBASE dialect, so there is substantial flexibility in the application of this function. Enclose this parameter in quotation marks (“).

When referencing field names within an expression, you should always use an alias; otherwise GoldMine assumes CONTACT1 to be the default alias.

Return Value

The EXPR function returns a character string containing the value of the specified expression. If an error occurs, or the expression could not be evaluated, the EXPR function will return a null string.

Example

The following expression will return the number of characters in notes file of the current contact.

Sub Main()

  Dim lChannel As Long

  Dim sExpr As String

  Dim sRet As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sExpr = "Length(Contact1->Notes)"

  sRet = DDERequest(lChannel, "[EXPR(" + sQ + sExpr + sQ + ")]")

  MsgBox ("Notes Length = " + sRet + " characters")

End Sub


Filter

Syntax	[FILTER(<work area>,<expression>)]

The FILTER limits access to data in a GoldMine database by creating a subset of records based on expression criteria.

Parameters

The FILTER function takes two parameters. Enclose each parameter in quotation marks (“).

The first parameter is the work area handle of the file that you want to read. The OPEN function provides this value when the data file is opened.

The second parameter is a valid dBASE expression.

To remove the filter from the database, use a FILTER function with an empty string, such as [FILTER(<work area>,””)].

Example

The following example will scan the current contact's history for all activities completed by a specific user. It works by first setting the RANGE of history to a specific contact via the AccountNo. Once the range is set, the FILTER is applied to "see" only records for a specific user within that range.

Sub Main()

  Dim lChannel As Long

  Dim sRet As String

  Dim sWorkArea As String

  Dim sQ As String

  Dim sAccNo As String

  Dim sUser As String

  Dim bEOF As Boolean

  Dim Counter As Integer

  'Initialize some variables

  Counter = 0

  sQ = Chr(34)

  'Get user input

  sUser = InputBox("Enter a GoldMine username below.")

  'Uppercase and pad the username

  sUser = UCase(Left$(sUser + "     ", 8))

  'Start DDE Conversation with GoldMine

  lChannel = DDEInitiate("GoldMine", "Data")

  'Get the current AccountNo

  sAccNo = DDERequest(lChannel, "Contact1->AccountNo")

  'Open the ContHist file

  sWorkArea = DDERequest(lChannel, "[Open(CONTHIST)]")

  'If WorkArea is valid then do our thing

  If sWorkArea <> "0" Then

   'Set the hi/lo range to the AccountNo

   sRet = DDERequest(lChannel, "[Range(" + sQ + sWorkArea + sQ + "," + sQ + sAccNo + sQ + "," + sQ + sAccNo + sQ + ", 33)]")

   'Set the filter to only return matches where user is a match

   sRet = DDERequest(lChannel, "[Filter(" + sQ + sWorkArea + sQ + "," + sQ + "USERID='" + sUser + "'" + sQ + ")]")

   'Go to the Top record

   sRet = DDERequest(lChannel, "[Move(" + sQ + sWorkArea + sQ + ", TOP)]")

   'Determine if we have at least one match

   If sRet <> "1" Then 'no matches

    bEOF = True

   Else 'We have at least one match

    Do

     'Increment the counter

     Counter = Counter + 1

     'Go to the next record

     sRet = DDERequest(lChannel, "[Move(" + sQ + sWorkArea + sQ + ", SKIP)]")

     'Determine if we have run out of matching records

     If sRet <> "1" Then bEOF = True

    Loop Until bEOF = True 'Loop until no more matching records

   End If

   'Close WorkArea

   sRet = DDERequest(lChannel, "[Close(" + sQ + sWorkArea + sQ + ")]")

   'Display results

   MsgBox (Str$(Counter) + " history records for this contact have a User = '" + sUser + "'")

  End If

  'Close DDE channel

  DDETerminate (lChannel)

End Sub


FormAddFields

Syntax	[FORMADDFIELDS(<FormNo>,<Fields>)]

The FORMADDFIELDS function adds merge fields to a form profile.

Parameters

The FORMADDFIELDS function takes two parameters. Enclose each parameter in quotation marks (“).

The first parameter is the number of the form.

The second parameter is a string that lists fields, macros, and expressions; each item in the string is separated by a semicolon (;). GoldMine parses the string, checks for duplication, assigns names to the fields, then stores the items.

Example

The following example shows how to export a data file with GoldMine. It uses all of the Formxxxx functions, such as FORMADDFIELDS, FORMNEWFORM, FORMQUERYCREATE, FORMCLEARFIELDS, FORMCLOSEFORM, and FORMGETFIELDNAME.

Sub Main()

  Dim lChannel As Long

  Dim sRet As String

  Dim sFieldList As String

  Dim sFormNo As String

  Dim sFile As String

  Dim sNumRecs As String

  Dim sQ As String

  sQ = Chr(34)

  'Populate the field list

  sFieldList = "&Contact ; Phone1 ; Contact1->State ; SUBSTR(Company,1,5)"

  lChannel = DDEInitiate("GoldMine", "Data")

  'Get a new Form Number

  sFormNo = DDERequest(lChannel, "[FormNewFormNo()]")

  'Register the fields

  sRet = DDERequest(lChannel, "[FormAddFields(" + sQ + sFormNo + sQ + "," + sQ + sFieldList + sQ + ")]")

  'Display the field names as assigned by GoldMine

  MsgBox ("&Contact=" + FieldName(lChannel, sFormNo, "&Contact"))

  MsgBox ("Phone=" + FieldName(lChannel, sFormNo, "Phone1"))

  MsgBox ("Contact1->State=" + FieldName(lChannel, sFormNo, "Contact1->State"))

  MsgBox ("SUBSTR=" + FieldName(lChannel, sFormNo, "SUBSTR(Company,1,5)"))

  'Give the output file a name

  sFile = "C:\GMDATA.DBF"

  'Create the file

  sNumRecs = DDERequest(lChannel, "[FormCreateFile(" + sQ + sFormNo + sQ + "," + sQ + sFile + sQ + "," + sQ + "21" + sQ + ")]")

  While DDERequest(lChannel, "[FormQueryCreate(0)]") <> "-1"

   'wait until DBF is created

  Wend

  'Clear the fields since we will not use them again

  sRet = DDERequest(lChannel, "FormClearFields(" + sQ + sFormNo + sQ + ")]")

  'Close the file when done

  sRet = DDERequest(lChannel, "FormCloseForm()")

  MsgBox ("Records finished exporting to " + sFile)

End Sub

Function FieldName(lChannel As Long, sFormNo As String, sField As String) As String

 Dim sQ As String

 sQ = Chr(34)

 FieldName = DDERequest(lChannel, "[FormGetFieldName(" + sQ + sFormNo + sQ + "," + sQ + sField + sQ + ")]")

End Function


FormClearFields

Syntax	[FORMCLEARFIELDS(<FormNo>)]

The FORMCLEARFIELDS function opens an existing form profile, and deletes all associated fields.

Parameters

The FORMCLEARFIELDS function takes one parameter, the number of the form. Enclose this parameter in quotation marks (“).

Return Value

The FORMCLEARFIELDS function returns 1 if the profile is open, or 0 if an error occurs.

Example

See the example in FormAddFields.


FormCloseForm

Syntax	[FORMCLOSEFORM(<FormNo>)]

The FORMCLLOSEFORM function closes an open form profile.

Parameters

The FORMCLOSEFORM function takes one parameter, which is the number of the form. Enclose this parameter in quotation marks (“).

Example

See the example in FormAddFields.


FormCreateFile

Syntax	[FORMCREATEFILE(<FormNo>,<FileName>,<WhichRec>)]

The FORMCREATEFILE function creates a dBASE III+ (DBF) file with all registered fields. Any active filter or group that applies to the contact record is taken into account. FORMCREATEFILE can be used to export data via DDE.

Parameters

The FORMCREATEFILE function takes three parameters. Enclose all parameters in quotation marks (“).

The first parameter is the number of the form.

The second parameter is the name of the .DBF file to be created.

The third parameter indicates which records are to be exported. The WhichRec value is the sum of values for each available listed in the following table.

Value	Description
1	Primary
2	Secondary
4	All records
8	Forward to last
16	Return control to the calling program immediately after export has started
Examples of WhichRec Parameter

Current contact	1
All primary contacts	5 (1+4)
Forward to last of primary and additional contacts	11 (1+2+8)
Return Value

The FORMCREATEFILE function returns the total number of records in the output .DBF file.

Example

See the example in FormAddFields.


FormGetFieldName

Syntax	[FORMGETFIELDNAME(<FormNo>,<Field>)]

The FORMGETFIELDNAME function returns the field name for an expression, macro, or a field.

Parameters

The FORMGETFIELDNAME function takes two parameters. Enclose both parameters in quotation marks (“).

The first parameter is the number of the form.

The second parameter is the name of the field, macro, or expression to be associated with the file name.

Example

See the example in FormAddFields.


FormNewFormNo

Syntax	[FORMNEWFORMNO()]

Return Value

The FORMNEWFORMNO returns a new, unique FormNo value that can be used to register fields not attached to a GoldMine form. Enclose this parameter in quotation marks (“).

Example

See the example in FormAddFields.


FormQueryCreate

Syntax	[FORMQUERYCREATE(<FLAGS>)]

The FORMQUERYCREATE function provides status information during an export by returning the number of records exported during the export process.

Parameters

The FORMQUERYCREATE function takes one optional parameter. Enclose this parameter in quotation marks (“).

The following table lists values FORMQUERYCREATE parameters.

Value	Description
0	Export in progress (default)
1	Start process
2	Abort process
Return Value

The FORMQUERYCREATE function returns the number of records created while an export is in progress, or -1 when the record export process is completed.

Example

See the example in FormAddFields.


InsHistory

Syntax	[INSHISTORY(<accno>,<rectype>,<ref>, <notes>,<actv>,<rslt>,<user>)]

The INSHISTORY function is used to create a history record in GoldMine. The INSHISTORY function provides a higher level interface for creating these records than using OPEN, APPEND, and REPLACE.

Parameters

The INSHISTORY function takes up to seven parameters. All parameters must be passed in quotation marks. The first parameter is the account number of the contact record to which the new history record will be linked.

The second parameter is the record type to create. The following values can be used for the second parameter to InsHistory:

Value	Record Type
A	Appointment
T	To-do Action
S	Sales Potential
O	Other
L	Letter
M	Message
CC	Call Back
CM	Returned Message
CI	Incoming Call
CO	Outgoing Call

The third parameter is the History Reference.

The fourth parameter is the Notes for the history record. This parameter is optional.

The fifth parameter is the Activity Code. This parameter is optional.

The sixth parameter is the Result Code. This parameter is optional.

The seventh parameter is the User. If this parameter is not specified, the User field defaults to the currently logged user.

Return Value

The INSHISTORY function returns the record number of the new history record if the function was completed successfully. The function returns 0 if a new record could not be appended to the data file.

Example

The following example shows how to create a history (Incoming Call) record for the current contact.

Sub Main()

  Dim lChannel As Long

  Dim sAccountNo As String

  Dim sRecType As String

  Dim sRef As String

  Dim sRet As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sAccountNo = DDERequest(lChannel, "Contact1->AccountNo")

  sRecType = "CI"         'Incomming Call

  sRef = "New History"

  sRet = DDERequest(lChannel, "[InsHistory(" + sQ + sAccountNo + Chr$(34) + "," + Chr$(34) + sRecType + Chr$(34) + "," + Chr$(34) + sRef + sQ + ")]")

  If sRet = "0" Then

    StatusBar = "History not Created"

  End If

  DDETerminate (lChannel)

EndSub


LinkDoc

Syntax	[LINKDOC(<recno>,<filepath>,<title>,<owner><notes>)]

The LINKDOC function is used to create or update a document link in GoldMine. Document links allow you to launch directly into an application and load the application with a document, by clicking on the desired document listed in the contact’s Links windows. GoldMine maintains these links as records in the supplementary data file. The LINKDOC function provides a higher level interface to these records than can be obtained by using OPEN, APPEND, and REPLACE.

Parameters

The LINKDOC function takes up to four parameters. The first parameter is the record number of the link record to be updated. If a new link record is to be created, pass 0 as the first parameter.

Note: When GoldMine calls the mail merge macro, the record number of the linked document record is passed as the sixth parameter.

The second parameter is the fully qualified path and filename of the file to link. Keep in mind that a valid association must exist for the file’s extension if GoldMine is to automatically launch the file’s application. See “Installing GoldMine’s DDE Link” for information on creating a file association using Windows Explorer. Enclose this parameter in quotation marks (“).

The third parameter is the document title. Enclose this parameter in quotation marks (“).

The fourth parameter is the optional document Owner. If this field is not passed, the document owner defaults to the name of the currently logged GoldMine user.

Return Value

The LINKDOC function returns the new record number if the function was completed successfully. The function returns any empty string if a new record could not be appended to the data file, or an existing record could not be locked for update.

Example

The following example prompts the user for a filename and description, then creates a document link to the current contact.

Sub Main()

  Dim lChannel As Long

  Dim sDocPath As String

  Dim sTitle As String

  Dim sRet As String

  Dim sQ As String

  sQ = Chr$(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sDocPath = InputBox("Enter Full Path of Document to Link")

  sTitle = InputBox("Enter Title of Link")

  sRet = DDERequest(lChannel, "[LinkDoc( 0," + sQ + sDocPath + sQ + "," + sQ + sTitle + sQ + ")]")

  DDETerminate (lChannel)

End Sub


Move

Syntax	[MOVE(<work area>,<subfunction>,<scope>)]

The MOVE function will position the record pointer to a particular record in a data file. Before using MOVE, you must open a data file using the OPEN function.

Parameters

The MOVE function requires either two or three parameters. The first parameter is the work area handle of the file whose record pointer you want to position. The OPEN function provides this value when the data file is opened.

The second parameter is the name of the MOVE subfunction that you want to perform. Depending on the subfunction, a third parameter can be required. Table 40 lists the MOVE subfunctions and the requirements for the third parameter:

Valid MOVE Subfunctions

Subfunction	Description	3rd Parameter
TOP	Move to first logical record	Not required
BOTTOM	Move to last logical record	Not required
SKIP	Skip records	Optional, records to skip
GOTO	Goto a specific record	Record number
SEEK	Seek a specific record by key	Search key value
SETORDER	Select an index	Index tag number
Top

Positions the record pointer at the first logical record according to the current index order. For example, if the data file open in the selected work area is CONTACT1.DBF, and the index order is set to COMPANY, a call to TOP will result in the record pointer being positioned at a record with a company name, such as AAA Cleaners.

Bottom

Positions the record pointer at the last logical record according to the current index order. For example, if the data file open in the selected work area is CONTACT1.DBF, and the index order is set to COMPANY, a call to BOTTOM will result in the record pointer being positioned at a record with a company name, such as Z-best Bakery.

Skip

Moves the record pointer on a record by record basis. If SKIP is called without the third parameter, it will move the record pointer to the next logical record according to the current index order. If SKIP is called with a string numeric as the third parameter, the record pointer will be moved forward by the indicated number if the value is positive, or backwards if the value is negative. Negative numbers must be passed in quotation marks, for example “-1”.

Goto

Positions the record pointer at the record number specified by a string numeric passed as the third parameter.

Seek

Attempts to locate a record in the data file with an index key that matches the string passed as the third parameter. Partial key searches are allowed, and GoldMine will position the record pointer at the record with the key that most closely matches the passed value.

Setorder

Selects an active index for ordering and SEEKing the data file. If an invalid index is selected for the data file, none of the MOVE subfunctions will operate properly.

Return Value

The MOVE function can return several values.

MOVE Return Values

Return	Description
0	Error occurred
1	Record pointer successfully moved, or index selected
2	Exact match not found, pointer positioned at closest match
3	Record pointer positioned at end-of-file (EOF).
4	Record pointer positioned at beginning-of-file (BOF).

An error can be returned if an invalid work area handle is passed to the function, or if an invalid subfunction is passed, or if an out-of-range record number is passed, or if a nonnumeric value is passed as a third parameter when a numeric value is expected.

Example

The following example will open Contact1 and perform various MOVE operations and display the resulting contact name between MOVEs.

Sub Main()

  Dim lChannel As Long

  Dim sWorkArea As String

  Dim sRet As String

  Dim iX As Integer

  Dim sSeekVal As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sWorkArea = DDERequest(lChannel, "[Open(Contact1)]")

  'Goto Top of Database

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ",Top)]")

  MsgBox ("Top: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  'Skip forward 1 record

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ", SKIP)]")

  MsgBox ("SKIP: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  'Skip X record (x=5)

  iX = 5

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ",SKIP," + Str(iX) + ")]")

  MsgBox ("Skip 5: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  'Goto Bottom of Database

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ", Bottom)]")

  MsgBox ("Bottom: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  'Skip back 1 record (Note: the -1 must be enclosed in quotes)

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ", Skip, " + sQ + "-1" + sQ + ")]")

  MsgBox ("Skip -1: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  'Goto Record 10

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ", Goto, 10)]")

  MsgBox ("Goto: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  'Seek for a Company

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ",SetOrder, 16)]")

  sSeekVal = UCase(InputBox("Enter a Company to search for"))

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ",Top)]")

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ", Seek, " + sQ + sSeekVal + sQ + ")]")

  MsgBox ("Seek: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  ret = DDERequest(lChannel, "[Close(" + sWorkArea + ")]")

  DDETerminate (lChannel)

End Sub


MsgBox

Syntax	[MSGBOX(<message>,<style>)]

The MSGBOX function displays a standard Windows message dialog box.

Parameters

The MSGBOX function accepts two parameters. The first parameter is the message to display within the dialog box. Enclose this parameter in quotation marks (“).

The second parameter is the optional style of the message box. This value is the sum of the following options:

Value	Meaning
0	Display OK button only
1	Display OK and Cancel buttons
2	Display Abort, Retry, and Ignore buttons
3	Display Yes, No, and Cancel buttons
4	Display Yes and No buttons
5	Display Retry and Cancel buttons
16	Display Stop icon
32	Display Question Mark icon
48	Display Exclamation Mark icon
64	Display Information icon
0	First button is default
256	Second button is default
512	Third button is default
Return Value

The MSGBOX function returns the following values:

Return	Description
1	OK button selected
2	Cancel button selected
3	Abort button selected
4	Retry button selected
5	Ignore button selected
6	Yes button selected
7	No button selected
Example

The following example illustrates how to display a message box in GoldMine and return the result.

Sub Main()

  Dim lChannel As Long

  Dim sRet As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sRet = DDERequest(lChannel, "[MsgBox(" + sQ + "Press a Button, Any Button" + sQ + ", 4)]")

  If ret$ = "6" Then

    MsgBox ("Yes was pressed")

  Else

    MsgBox ("No was pressed")

  End If

  DDETerminate (lChannel)

End Sub


NewForm

Syntax	[NEWFORM(<apptype>,<filepath>,<title>,<macro>, <templatetype>,<flags>)]

The NEWFORM function adds a new merge template record into the Merge Forms window in GoldMine. This function is used primarily by the document merge link installation macro. However, this function can also be used to add additional merge templates from a user-written application.

Parameters

The NEWFORM parameter takes up to six parameters; the first three parameters are required, the last three parameters are optional.

The first parameter is the type of document to which the new form record will point. This value must be a valid Application Identifier, such as Word.Document.6, that corresponds to an entry in the Registration Database. Enclose this parameter in quotation marks (“).

The second parameter is the fully-qualified path and filename of the template file.

The third parameter is the title of the document as it should appear in the Merge Forms browse window. Enclose this parameter in quotation marks (“).

The fourth parameter is the name of an optional DDE function to be called after the template is loaded by the linked application. If this parameter is not specified, the default function is MAINMENU. Enclose this parameter in quotation marks (“).

The fifth parameter is the optional type of template. If this parameter is not specified, the template type is assumed to be Document. Enclose this parameter in quotation marks (“). GoldMine accepts the following values for this parameter:

Type	Description
0	Document
1	Spreadsheet
2	Other

The sixth parameter is a three-character field corresponding to the values of the Link To Doc, Save History and Allow Hot Link options on the Form Setup dialog box. To set (check) one of these options, 1 is passed; to reset (uncheck), 0 is passed. Enclose this parameter in quotation marks (“).

GoldMine accepts the following flag values:

Position	Description
0	Link To Doc check box
1	Save History check box
2	Allow Hot Link check box
Return Value

The NEWFORM function returns a form number.

Example

The following example shows how to create a merge form entry in GoldMine, using the currently active Word Document.

Public Sub Main()

  Dim sQ As String

  Dim lChannel As Long

  Dim iResult As Integer

  Dim sDocTitle As String

  Dim sFullName As String

  Dim sAppName As String

  Dim FSDlg As Dialog

  'GoldMine Is Not running.

  sQ = Chr(34)

  If Not (Tasks.Exists("GoldMine")) Then

    MsgBox Prompt:="GoldMine is NOT Running", Buttons:=vbCritical, Title:="Save As Merge Form"

    GoTo Bye

  End If

  lChannel = DDEInitiate("GoldMine", "Data")

  iResult = Dialogs(wdDialogFileSummaryInfo).Show

  If iResult = 0 Then

    GoTo Bye

  End If

  sDocTitle = sQ + Dialogs(wdDialogFileSummaryInfo).Title + sQ

  iResult = Dialogs(wdDialogFileSaveAs).Show

  If iResult = 0 Then

    GoTo Bye

  End If

  ActiveDocument.Save

  sFullName$ = sQ + ActiveDocument.FullName + sQ

  sAppName = sQ + "[GoldMineLink()]" + sQ

  FormNo$ = DDERequest(lChannel, "[NewForm(Word.Document.8," + sFullName$ + "," + sDocTitle$ + "," + sAppName + ")]")

  ActiveDocument.Saved = False

  ActiveDocument.SaveAs FileName:=sFullName$, FileFormat:=wdFormatTemplate

  StatusBar = "Document has been saved as a GoldMine Merge Form"

Bye:

  If lChannel Then

    DDETerminate lChannel

  End If

End Sub


NewGroup

Syntax	[NEWGROUP(<ref>,<code>,<user>)]

The NEWGROUP function is used to create a empty group. This function must be called prior to adding group members with the NEWMEMBER function.

Parameters

The NEWGROUP parameter takes up to three parameters; the first parameter is required, the last two parameters are optional.

The first parameter is the Reference for the new group. Enclose this parameter in quotation marks (“).

The second parameter is the optional sort Code for the group. This parameter must be passed in quotation marks if it contains any embedded spaces or delimiting marks.

The third parameter is the optional name of the user whose groups list the new group will be added. If this parameter is not passed, the new group will be added to the currently logged user’s list of groups. Enclose this parameter in quotation marks (“).

Return Value

The NEWGROUP function returns a value representing the GROUP NUMBER of the new group. Zero is returned if the group could not be added. The GROUP NUMBER value is used by the NEWMEMBER function to add members to the new group.

Example

The following example shows how to create a group called "New Group," and make the current contact a member of that group.

Sub Main()

  Dim lChannel As Long

  Dim sGroupNo As String

  Dim sAcountNo As String

  Dim sQ As String

  Dim sRet As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sGroupNo = DDERequest(lChannel, "[NewGroup(" + sQ + "New Group" + sQ + "," + sQ + "New" + sQ + ")]")

  If sGroupNo <> "0" Then

    sAccountNo = DDERequest(lChannel, "Contact1->AccountNo")

    sRet = DDERequest(lChannel, "[NewMember(" + sQ + sGroupNo + sQ + "," + sQ + sAccountNo + sQ + "," + sQ + "New Member" + sQ + "," + sQ + "Sort" + sQ + ")]")

    If sRet = "" Then

      StatusBar = "Error Creating New Member"

    Else

      StatusBar = "Group Created and Member Added. "

    End If

  Else

    StatusBar = "Error Creating New Group"

  End If

  DDETerminate (lChannel)

End Sub


NewMember

Syntax	[NEWMEMBER(<groupno>,<accno>,<ref>,<code>)]

The NEWMEMBER function is used to add a member to a group created with the NEW GROUP function.

Parameters

The NEWMEMBER function takes up to four parameters; the first two parameters are required.

The first parameter is the GROUP NUMBER of the group to which the member is added. This value is returned by the NewGroup function. Enclose this parameter in quotation marks (“).

The second parameter is the account number of the contact record to add to the group. Enclose this parameter in quotation marks (“).

The third parameter is the optional group member Reference. Enclose this parameter in quotation marks (“).

The fourth parameter is the optional group member sort Code. Group members are ordered alphabetically by the value in this field. Enclose this parameter in quotation marks (“).

Example

See the example in NewGroup.


Open

Syntax	[OPEN(<filename>)]

The OPEN function is used to open one of GoldMine’s data files for processing by another application. This function must be called prior to calling any of GoldMine’s DDE functions that work with an individual data file. It is not necessary to use this function when calling the RECORDOBJ function, because this function opens the necessary data files automatically.

Parameters

The OPEN function takes one parameter, the name of the file to open. The following values are valid for this parameter:

File	Description
CAL	Calendar activities file
CONTACT1	Primary contact information file
CONTACT2	Primary contact information file
CONTHIST	History records file
CONTSUPP	Supplementary records file
LOOKUP	Lookup file
Return Value

The OPEN function returns an integer value representing the handle to the file’s work area. This value is required for all subsequent access to the file. If the file could not be opened, or an invalid parameter is passed, the function will return 0.

Example

See the example in Append.


PlayMacro

Syntax	[PLAYMACRO(<Macro>,<wait>)]

A macro groups together a series of commands and/or keystrokes into a one-step operation. You can create a macro to automate a sequence of tasks that you perform frequently in GoldMine. For example, if you frequently print the same letter to send to all of your contacts, you can create a macro that will select the letter template and merge data about each contact into the template for each letter. You can set up a macro to access the Merge Forms dialog box, select the user who “owns” the template that you want to use, select a form from the list, select All contacts, then select both Primary and Additional so GoldMine will generate this letter to all primary and additional contacts.

Parameters

The PLAYMACRO function takes two parameters that identify the macro and assigns a wait state.

The first parameter identifies the macro. A macro can be identified by either:

•	Number for the currently logged user

•	Valid macro filename

Identifying a Macro by Number

Each user can create up to 100 macros from the GoldMine toolbar. Each macro can be assigned an optional numeric identification from 800–899. For example, you can assign 800 to identify your first macro, 801 to identify your second macro, etc.

Identifying a Macro by File Name

You can assign a file name to identify the macro, such as C:\GOLDMINE\MACROS\JOHN.801.

The second parameter assigns a wait state that determines GoldMine’s availability to process another macro or task while the current macro executes. To set GoldMine to wait for the currently executing macro to finish before starting another task, set the parameter to 1. For example, if you are setting up a sequence of macros to run tutorial lessons, you want GoldMine to wait for each lesson to finish before executing the next macro that will run the following lesson.

To allow GoldMine to perform background processing while the macro(s) execute, such as indexing, set the parameter to 0.

Return Value

The PLAYMACRO function returns an integer value based on the wait parameter, that is, GoldMine’s availability to process a task in addition to the currently running macro. If the wait parameter is 0 (GoldMine does not wait for the macro to finish to process another task), the PLAYMACRO function will always return 1. If the wait parameter is 1, (GoldMine will wait for the current macro to finish before processing another macro or task), the PLAYMACRO will return either 0 or 1 under the following conditions:

Return	Description
0	Error occurred during macro playback
1	Macro played successfully
Example

The following example shows how to play back a macro via DDE.

Note: To prevent unwanted macros from being executed, some parts of this example have been commented out.

Sub Main()

  Dim lChannel As Long

  Dim sRet As String

  Dim sQ As String

  sQ = Chr(34)

  'un comment the following line to execute

  'lChannel = DDEInitiate("GoldMine", "Data")

  'Play macro 800 for current user

  sRet = DDERequest(lChannel, "[PlayMacro(800,0)]")

  'Play Macro 802 for specified use (BILL)

  sRet = DDERequest(lChannel, "[EXPR(" + sQ + "C:\GOLDMINE\MACROS\BILL.802" + sQ + ")]")

End Sub

Note: You can also play a macro from the command line (DOS prompt). Executing a macro from the command line can be useful to run functions at night, such as indexing, running an Automated Process, or synchronizing with remote sites with a transfer set created via macro. You can either identify a macro by an identification number, like GMW4 /m:801, or by file name like GMW4 /m:c: \index.801. If necessary, the command line statement can start GoldMine, then, once started, run the macro.

Optional switches include:

/m: [macro]	Macro number to execute
/u:[username]	Provides the username entry to log in to GoldMine
/p:[password]	Provides the password entry to log in to GoldMine
If running the Plus! Pack with Windows 95, you can run a macro from the System Agent by placing a command line switch for GoldMine in the Program field of the Schedule a New Program dialog box that will run a macro. For example, to start GoldMine, log in John with his username and password, then run John’s first macro, place the following macro in the System Agent:

GMW4 /u:john /p:pswd /m:800


Range

Syntax	[RANGE(<work area>,<minimum>,<maximum>,<tag>)]

The RANGE function activates the index in a table, and set a range of values to limit the scope of data that GoldMine will search.

The first parameter is the work area handle of the file that you want to read. The OPEN function provides this value when the data file is opened.

The second parameter is the minimum value of the range. Enclose this parameter in quotation marks (“).

The third value is the maximum value of the range. Enclose this parameter in quotation marks (“).

The fourth value is the tag that corresponds to the index file.

Example

See the example in Filter.


Read

Syntax	[READ(<work area>,<field>)]

The READ function is used to query a data file for the value of a field. Before using READ, you must open a data file using the OPEN function. In addition, you will probably want to position the record pointer to the record you want to query by using the MOVE function.

Parameters

The READ function requires two parameters. The first parameter is the work area handle of the file that you want to read. The OPEN function provides this value when the data file is opened.

The second parameter is the name of the field in the data file whose value you want to query. You will normally pass only a single field name, such as CONTACT as the second parameter. However, if you pass a field expression, such as

“COMPANY + CONTACT”

GoldMine will attempt to evaluate the expression and return the value of the expression. When an expression is passed as the second parameter, it must be surrounded by quotation marks.

Return Value

The READ function returns a character string containing the value in the specified field, or the value of the specified expression. If an error occurs, the READ function will return a null string. The error could be caused by an invalid work area handle, an invalid field being passed, or an expression that GoldMine could not evaluate.

Example

See the example in Move.


RecNo

Syntax	[RECNO(<work area>)]

dBASE: used to determine current record number position.

SQL: used to determine the record ID.

Parameters

The RECNO function accepts one parameter, the work area handle of the file. The work area handle is returned by the OPEN file when the file is opened.

Return Value

The RECNO function returns the current record number position, 0 if an invalid work area handle was passed.

Example

The following example will get the current Contact1 RecNo and display it in GoldMine's status bar.

Sub Main()

  Dim lChannel As Long

  Dim sWorkArea As String

  Dim sRet As String

  Dim sRecNo As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "data")

  sWorkArea = DDERequest(lChannel, "[Open(Contact1)]")

  sRecNo = DDERequest(lChannel, "[RecNo(" + sWorkArea + ")]")

  sRet = DDERequest(lChannel, "[Close(" + sWorkArea + ")]")

  sRet = DDERequest(lChannel, "[StatusMsg(" + sQ + "RecNo=" + sRecNo + sQ + ")]")

  MsgBox ("GoldMine's status bar should now display the RecNo ")

End Sub


RecordObj

Syntax	[RECORDOBJ(<subfunction>,<scope>)]

The RECORDOBJ function is a specialized function designed to link DDE fields in a document application such as a word processor or spreadsheet. Using RECORDOBJ, an application can access the contact record in a high-level fashion, rather than opening the CONTACT1.DBF and CONTACT2.DBF files using OPEN.

Calling RECORDOBJ within a DDE program is equivalent to viewing and manipulating the contact record within GoldMine. The calling program can control the record pointer in the contact record much the same way a GoldMine user can move the record pointer. In fact, RECORDOBJ can be called in such a way as to create a minimized contact record in GoldMine’s work area display.

The primary differences between using OPEN, MOVE, and READ to access contact information and using RECORDOBJ are:

1.	Any filter or group that is active on a contact record in GoldMine is ignored when files are accessed using OPEN and MOVE. However, RECORDOBJ can work in conjunction with a filter or group. Any records that do not match the filter expression, or are not members of the group, are skipped.

2.	When using OPEN and MOVE, the only way to maintain the relationship between the CONTACT1.DBF and CONTACT2.DBF files is to manually reposition CONTACT2.DBF whenever the record pointer is moved in CONTACT1.DBF. When using RECORDOBJ, the relationship between CONTACT1.DBF and CONTACT2.DBF, and other contact information such as history, is automatically maintained.

3.	RECORDOBJ does not contain a method to read specific fields from the database. It is expected that the application will use DDE link fields or the EXPR function to query information from the database, and use RECORDOBJ function calls only to position the record pointer.

4.	When RECORDOBJ is used to move the record pointer, the contact record screen in GoldMine is updated, and a DDE Warm Link Advise message is sent to all DDE link fields, automatically updating these fields with the new contact information.

Parameters

The RECORDOBJ function requires either one or two parameters. The first parameter is the name of the RECORDOBJ subfunction that you want to perform. Depending on the subfunction, a second parameter can be required. The following table lists the RECORDOBJ subfunctions and the requirements of the second parameter:

Subfunction	Description	2nd Parameter
SETOBJECT	Create or select contact record	Optional object pointer
TOP	Move to first logical record	Not required
BOTTOM	Move to last logical record	Not required
SKIP	Skip records	Optional, recs to skip
SEEK	Seek a specific record by key	Search key value
SETORDER	Select an index	Index tag number
SETTITLE	Set the contact record title	Text of title
CLOSEWINDOW	Close the contact record	None
SETRECORD	Change the behavior of SKIP, TOP, and BOTTOM	Name of data structure to be queried
REFRESH	Repaint the contact record	Not required
GETRP	Return the point to the current contact record	Not required
Setobject

The SETOBJECT call must be called prior to calling any other RECORDOBJ subfunction to specify the contact record that subsequent RECORDOBJ calls will manipulate. If SETOBJECT is called without a second parameter, subsequent calls to RECORDOBJ will manipulate the currently active contact record. Note that the user can change the active contact record in GoldMine while the DDE conversation is active, but this will not affect the contact record that is linked to the RECORDOBJ function.

If SETOBJECT is called with a second parameter of 0, GoldMine will create a, minimized contact record in the work area display, and subsequent calls to RECORDOBJ will manipulate that contact record. If SETOBJECT is called with a second parameter of 1, GoldMine will create a, minimized contact record in the work area display, and copy any filter or group active on the last used contact record into the newly minimized contact record.

Finally, if RECORDOBJ is called with a specific pointer number, GoldMine will attempt to establish a link with that contact record. A client application can obtain this pointer only when utilizing GoldMine’s document merging feature, when GoldMine, acting as a DDE client, passes this long pointer as the seventh parameter.

Top

Positions the record pointer at the first logical record according to the current index order. For example, if the contact record index order is set to COMPANY, a call to TOP will result in the record pointer being positioned at a record with a company name such as “AAA Cleaners.” GoldMine will also update the contact record to display the new record.

Bottom

Positions the record pointer at the last logical record according to the current index order. For example, if the contact record index order is set to COMPANY, a call to BOTTOM will result in the record pointer being positioned at a record with a company name such as “Z-best Bakery.” GoldMine will also display the new record.

Skip

The SKIP subfunction moves the record pointer on a record by record basis. If SKIP is called without the second parameter, it will move the record pointer to the next logical record according to the current index order. If SKIP is called with a string numeric as the second parameter, the record pointer will be moved forward by the indicated number of records if the value is positive, or backwards if the value is negative. Negative numbers must be passed in quotation marks, for example “-1.” GoldMine will also update the display to show the new record.

The SKIP subfunction is sensitive to any filter or group that can be active on the contact record in GoldMine. For example, if the user applies a filter to the contact record in GoldMine, the SKIP subfunction will skip over any records that do not match the filter expression.

Goto

The GOTO subfunction positions the record pointer at the record number specified by a string numeric passed as the second parameter.

Seek

Attempts to locate a record in the data file with an index key that matches the string passed as the second parameter. Partial key searches are allowed, and GoldMine will position the record pointer at the record with the key that most closely matches the passed value. GoldMine will update the display to show the new record.

Setorder

Selects an active index for ordering and SEEKing the contact database. Only the twelve CONTACT1 indexes can be used for this subfunction.

Settitle

Changes the text in the title bar of the contact record’s window, and the text that is displayed below a minimized contact record. For example, a DDE application that merges contact records within a document can modify the contact record title to indicate the number of records that have been merged. Any text that is passed as the second parameter must be enclosed in quotation marks, and will be used as the new title’s text.

Closewindow

Closes the contact record when processing is complete. Issuing this call is equivalent to selecting Close from the contact record’s system menu.

Setrecord

Changes the behavior of the SKIP, TOP, and BOTTOM subfunctions to allow ancillary contact information (such as additional contacts) to be queried using the RECORDOBJ function. Normally, GoldMine assumes the CONTACT1.DBF data file to be the parent data file, and when the SKIP, TOP, or BOTTOM subfunction is called, the record pointer is repositioned in this data file. However, when accessing information in GoldMine’s tabs, the SKIP, TOP, and BOTTOM subfunctions must be able to reposition the record pointer in the data file that stores these items (CONTSUPP).

The SETRECORD subfunction accepts the name of the data structure being queried as the second parameter. Valid data structure names are listed below:

Data Structure Name	Description
CONTACTS	additional contacts
PROFILE	profile records
REFERRALS	referral records
LINKS	linked documents
PRIMARY	primary contacts

When SETRECORD is used, the behavior of the SKIP, TOP, and BOTTOM subfunctions changes. When TOP is called, GoldMine will position the record pointer in the supplementary data file so that the first record containing the selected information is the current record. For example, if SETRECORD is used to select CONTACTS, TOP will position the record pointer on the first additional contact record for the current contact. The record pointer in the primary information data file (CONTACT1.DBF) will not be moved, so the name of the current company will remain the same. BOTTOM behaves in a similar manner.

SKIP will position the record pointer in the supplementary file on the next record of the selected type. For example, if SETRECORD is used to select CONTACTS, SKIP will position the record pointer in the supplementary file on the next additional contact record for the current contact. The record pointer in the primary information data file (CONTACT1.DBF) will not be moved, unless the record pointer in the supplementary file was already positioned at the last record of the selected type; then GoldMine will reposition the record pointer in the primary information data file (CONTACT1.DBF) to the next contact record, and reset the record pointer in the supplementary file to the first supplemental record of the selected type. DDE macros are also sensitive to the setting of the SETRECORD subfunction.

Refresh

Repaints the contact record.

GetRP

Obtains a pointer of the currently selected contact record.

Return Value

All RECORDOBJ subfunctions return 1 if the function was completed successfully, or 0 if an internal error occurred.

Example

The following example will count the number of additional contacts for the current contact.

Sub Main()

  Dim lChannel As Long

  Dim sAccountNo As String

  Dim sRet As String

  Dim sANRT As String

  Dim iAddCount As Integer

  lChannel = DDEInitiate("GoldMine", "Data")

  sAccountNo = DDERequest(lChannel, "Contact1->AccountNo")

  sRet = DDERequest(lChannel, "[RecordObj(SetObject, 1)]")

  sRet = DDERequest(lChannel, "[RecordObj(SetRecord, Contacts)]")

  sRet = DDERequest(lChannel, "[RecordObj(Top)]")

  sANRT = DDERequest(lChannel, "Trim(ContSupp->AccountNo)+Trim(ContSupp->RecType)")

  iAddCount = 0

  While sANRT = sAccountNo + "C"

    iAddCount = iAddCount + 1

    sRet = DDERequest(lChannel, "[RecordObj(Skip)]")

    sANRT = DDERequest(lChannel, "Trim(ContSupp->AccountNo)+Trim(ContSupp->RecType)")

  Wend

  sRet = DDERequest(lChannel, "[RecordObj(CloseWindow)]")

  MsgBox (Str(iAddCount) + " Additional Contacts")

  DDETerminate (lChannel)

End Sub


Replace

Syntax	[REPLACE(<work area>,<field>,<value>,<append>)]

The REPLACE function is used to change the value in a particular field in one of GoldMine’s data files. Before using REPLACE, you must open a data file using the OPEN function. In addition, you will probably want to position the record pointer to the record you want to change by using either the MOVE function, or by adding a new record with the APPEND function.

After executing the REPLACE function, GoldMine will update the specified field with the new value, and update the appropriate remote synchronization data structures to indicate that the field was changed.

In a network environment, GoldMine automatically locks the record before performing the replacement. The record is not automatically unlocked, allowing for fast multiple field replacements. The record is automatically unlocked when a CLOSE, MOVE, or UNLOCK command is issued on the work area.

Parameters

The REPLACE function requires three parameters. The first parameter is the work area handle of the file in which you want to perform the replacement. The OPEN function provides this value when the data file is opened.

The second parameter is the name of the field to be replaced. The REPLACE function will fail if you attempt to replace a field that does not exist in the file open in the specified work area.

The third parameter is the value to replace. Note that this value must be enclosed in quotation marks. The replace value must be a string value. If the replacement field is a date or numeric field, GoldMine will convert the string data to the appropriate data type prior to performing the replacement.

The fourth parameter will add data instead of replacing data. Using this parameter, you can insert large amount of text into a notes field. To append instead of replace incoming data from the third parameter, pass 1 as the fourth parameter. You can set up a loop to feed notes in 256-byte segments to override the 256-byte limit for inbound DDE requests.

Return Value

The REPLACE function returns 1 if the field was replaced. If the field could not be replaced, 0 is returned. The failure can be caused by an invalid parameter, such as an invalid work area handle, or an invalid field name, or the failure can be caused if the record is already locked by another user.

Example

See the example in Append.


Search

Syntax	[SEARCH(<work area>,<expression>,<index>)]

The SEARCH function is used to perform a sequential search on a file. Unlike MOVE, SEARCH scans the table, one record at a time, looking for a record that satisfies the search condition. The search condition can be any dBASE expression that GoldMine understands, but is usually an expression that tests the value of one or more fields in the file. When a match is found, the record pointer is located at the matching record.

SEARCH starts with the record that immediately follows the current record (the next logical record according to the selected index order) and continues until a match is found or the end of file is encountered. Because of this, SEARCH can be called repeatedly to return a list of records that satisfy the search condition.

Parameters

The SEARCH function takes three parameters. The first parameter is the work area handle of the file you want to search. The OPEN function provides this value when the data file is opened.

The second parameter is the search expression, such as

“CITY=‘Los Angeles’”

Note that the expression must be surrounded by quotation marks, and any string literal characters with the expression must be surrounded by single quotes (‘).

The third parameter is the optional index order to use when searching the data file. When this parameter is not specified, the data file is searched by record number (physical) order. If an invalid index is selected for the data file, the SEARCH function will not operate properly.

Return Value

The SEARCH function can return several values.

Return	Description
0	Error occurred or match could not be found
>1	Match found; return value indicated current physical record number
An error can be returned if an invalid work area handle is passed to the function, or if an invalid search condition is passed.

Example

The following example will prompt the user for a city name, then display the contact name for the first matching record.

Sub Main()

  Dim lChannel As Long

  Dim sWorkArea As String

  Dim sRet As String

  Dim sSeekVal As String

  Dim sQ As String

  sQ = Chr(34)

  lChannel = DDEInitiate("GoldMine", "Data")

  sWorkArea = DDERequest(lChannel, "[Open(Contact1)]")

  'Search for a City

  sSeekVal = UCase(InputBox("Enter a City to search for"))

  sRet = DDERequest(lChannel, "[Move(" + sWorkArea + ",Top)]")

  sRet = DDERequest(lChannel, "[Search(" + sWorkArea + "," + sQ + "Upper(CITY)='" + sSeekVal + "'" + sQ + ")]")

  If sRet = "" Then

   MsgBox ("Search: No Match")

  Else

   MsgBox ("Search: Contact=" + DDERequest(lChannel, "[Read(" + sWorkArea + ", Contact)]"))

  End If

  ret = DDERequest(lChannel, "[Close(" + sWorkArea + ")]")

  DDETerminate (lChannel)

End Sub


SendPage

Syntax	[SENDPAGE(<Message>,<From>,<To>)]

The SENDPAGE function allows you to create and send a message to the pager of a GoldMine user. The function consists of the following components:

•	<Message> can consist of any text message that you create with this function to send to a pager; most pages can accept messages of 70–100 characters.

•	<From> includes the sender’s name as an optional “signature.”

•	<To> identifies an optional GoldMine user who will receive the pager message; information about the pager must be entered in the Edit|Preferences|Pager tab, such as ID code or PIN number, telephone number of the pager, and maximum message size in characters that the pager can accept.

Return Value

The SENDPAGE function can return one of two values.

Return	Description
0	Error occurred during the attempt to send the message to the pager
1	Pager message was transmitted successfully
Example

The following example sends the message “This is a pager message” from John Doe:

Sub Main()

  	Dim lChannel As Long

  	Dim sMsg As String

  	Dim sFrom As String

  	Dim sRet As String

  	Dim sQ As String

  	sQ = Chr(34)

  	lChannel = DDEInitiate("GoldMine", "Data")

  	sMsg = "This is a pager message"

  	sFrom = "Jon Doe"

sRet = DDERequest(lChannel, "[SendPage(" + sQ + sMsg + sQ + "," + sQ + sFrom + sQ + ")]")

End Sub


StatusMsg

Syntax	[STATUSMSG(<message>,<delay>)]

Displays a message in the GoldMine status bar.

Parameters

The STATUSMSG function takes two parameters. Enclose each parameter in quotation marks (“).

The first parameter is the message.

The second parameter is an optional delay, after which time the message is removed from the status bar.

Example

See the example in RecNo.


Unlock

Syntax	[UNLOCK(<work area>)]

Unlocks a record previously locked by a call to either APPEND or REPLACE. GoldMine does not specifically release a lock on a record until you call UNLOCK, allowing you to perform multiple field replacements quickly. Before using UNLOCK, you must open a data file using the OPEN function.

After calling UNLOCK, GoldMine will also update the remote synchronization data structures to indicate the date and time that the record was modified.

Parameters

The UNLOCK function accepts one parameter, the work area handle of the file to close. The work area handle is returned by the OPEN file when the file is opened.

Return Value

The UNLOCK function returns 1 if the record was unlocked, or 0 if an invalid work area handle was passed to the function.

Example

See the example in Append.

Other Topics:

DDE Macros

DDE Macros for Merge Forms


DDE Macros

To facilitate the use of DDEAUTO fields, GoldMine allows you to select a macro as the service item. Upon encountering a DDE service item that starts with an ampersand (&), GoldMine searches an internal table of macro names. If a match is found, the macro is processed and the result is returned, as if a DDE function or expression was used.

Most macros are sensitive to the setting of the RECORDOBJ function’s SETRECORD subfunction. This DDE function is primarily used to gain access to additional contacts and other supplementary information. When the SETRECORD type is set to PRIMARY, the following macros will return the value from the corresponding fields in the primary information portion of the contact record. When the SETRECORD type is set to CONTACTS (additional contacts), or another supplementary record type, the macros will return the value from the corresponding field in the supplementary file (CONTSUPP).

The following macros can be used as DDE service items:

&ADDRESS

Returns a string containing the values of both &ADDRESS1 and &ADDRESS2, separated by a carriage return and line feed character. If either &ADDRESS1 or &ADDRESS2 do not contain any data, a single line of data is returned, without the carriage return and line feed character.

This macro can be used to perform rudimentary blank line suppression within linked applications that do not support blank address line suppression internally.

The action of this macro string is similar to the action of the &ADDRESS macro. The &ADDRESS macro can be used to return an additional contact address by using the RECORDOBJ SETRECORD subfunction.

&ADDRESS1

Returns the first Address field from the currently active contact record. Typically, this value will be extracted from the Address1 field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to CONTACTS, then GoldMine returns the value from the Address1 field on the additional contact record, if a value is entered. When the Address1 field on the additional contact record is blank, then the &ADDRESS1 macro returns the value in the Address1 field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than CONTACTS, the &ADDRESS1 macro returns the value in Address1 field in primary display portion of the contact record.

&ADDRESS2

Returns the second Address field from the currently active contact record. Typically, this value will be extracted from the Address2 field in the primary display portion of the contact record; however, when the RECORDOBJ SETRECORD subfunction has been used to change the returned record type to ADDITIONAL, then GoldMine returns the value from the Address2 field on the additional contact record, if an entry exists in the Address2 field on the additional contact record. When the Address1 field on the additional contact record is blank, then the &ADDRESS2 macro returns the value in the Address2 field in the primary display portion of the contact record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY or ADDITIONAL, the &ADDRESS2 macro returns the value in Address2 field in the primary display portion of the contact record.

&BrowseRecNo

Returns the record number of the last selected record in a browse window.

&CalRefresh

Refreshes the graphical calendar display. Set up GoldMine to run this macro after adding calendar records using DDE.

&City

Returns the City field from the currently active contact record. The action of this macro string is similar to the action of the &ADDRESS1. The &City macro can be used to return an additional contact city by using the RECORDOBJ SETRECORD subfunction.

&CityStateZip

Returns a format string of text containing the City, State and Zip fields from the currently active contact record. This string is returned in the following format:

City, State Zip

The action of this macro string is similar to the action of the &ADDRESS1. The &CITYSTATEZIP macro can be used to return an additional contact city, state, and ZIP code by using the RECORDOBJ SETRECORD subfunction.

&CommonDir

Returns the path information for the directory where the contact sets are located.

&Contact

Returns a Contact name from the currently active contact record. Normally, this value will be extracted from the Contact field in the primary display portion of the contact record; however, the RECORDOBJ SETRECORD subfunction can be used to change the returned record type to additional contact, or another type of supplementary record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY, the &CONTACT macro returns the value in Contact field in CONTSUPP for the current supplementary record.

&Country

Returns the Country field from the active contact record. The action of this macro string is similar to the action of the &ADDRESS1. The &COUNTRY macro can be used to return an additional contact country by using the RECORDOBJ SETRECORD subfunction.

&Dial1

Returns the Phone1 entry from the active contact record. The returned phone number is formatted for dialing. GoldMine applies the same rules used to dial the phone via TAPI. If selected, LOOKUP.INI settings are applied to phone number selection.

&Dial2

Returns the Phone2 entry from the active contact record. For details, see &Dial1 above.

&Dial3

Returns the Phone3 entry from the active contact record. For details, see &Dial1 above.

&DialFax

Returns the FAX entry from the active contact record. For details, see &Dial1 above.

&EmailAddress

Returns the primary e-mail address for the currently selected contact.

&Fax

Returns the FAX number as it should be sent to an autodialer for automatic fax transmission.

&FirstName

Returns the first name of the current contact.

&FullAddress

Returns a string containing the complete address for the contact record, composed of values of &ADDRESS1, &ADDRESS2, &CITY, &STATE, and &ZIP.

The action of this macro string is similar to the action of the &ADDRESS1. The &FULLADDRESS macro can be used to return an additional contact address by using the RECORDOBJ SETRECORD subfunction.

&GoldDir

Returns path information for the directory in which GoldMine is installed.

&LicUsers

Returns the number of concurrent users allowed to log in to the installed copy of GoldMine.

&NameAddress

Returns a string containing the contact’s name, company, and complete address of the current contact record. Each address line is separated by a carriage return and line feed, and the entire string is formatted so that the string can be inserted directly into a merge template. If any of the address lines on the contact record is empty, that address line will be suppressed. This macro can be used to perform rudimentary blank line suppression within linked applications that do not support blank address line suppression internally.

The action of this macro string is similar to the action of the &ADDRESS macros, and the &NAMEADDRESS macro can be used to return an additional contact address by using the RECORDOBJ SETRECORD subfunction.

&NameTitleAddress

Returns a string containing the contact’s name, title, department, company, and complete address of the current contact record. Each line is separated by a carriage return and line feed, and the entire string is formatted so that the string can be inserted directly into a merge template. If any of the lines on the contact record is empty, that line will be suppressed. This macro can be used to perform rudimentary blank line suppression within linked applications that do not support blank address line suppression internally.

The action of this macro string is similar to the action of the &ADDRESS macros, and the &NAMETITLEADDRESS macro can be used to return an additional contact address by using the RECORDOBJ SETRECORD subfunction.

&NewRecID

Returns a unique record ID, which can be used when creating new records.

&Notes

Returns the Notes from the currently active contact record. Typically, this value will be extracted from the Notes field in the primary display portion of the contact record; however, the RECORDOBJ SETRECORD subfunction can be used to change the returned record type to additional contact, or another type of supplementary record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY, the &TITLE macro returns the value in Notes field in CONTSUPP for the current supplementary record.

&Phone

Returns a telephone number from the currently selected contact record.

The action of this macro string is similar to the action of the &ADDRESS1. The &PHONE macro can be used to return an additional contact telephone number by using the RECORDOBJ SETRECORD subfunction.

&RoTabPage

Returns the currently selected tab. Typically, this value will verify that the correct tab is selected when a user starts a custom application. Values between 1–9 represent tabs in the first row of tabs; for example, 1 represents the Summary tab. Values between 10–18 represent tabs in the second row, and 19–27 represent tabs in the third row.

The following example tests the selection of the fifth (Profiles) tab:

ch=DDEInitiate(“GoldMine”, “Data”)
If DDERequest$(Ch, “&RoTabPage”) <> “5” Then
MsgBox “You must select a profile record first”
End If

&SerialNo

Returns the serial number of the installed GoldMine program.

&ShutDown

Logs out the currently logged user, and quits GoldMine.

&State

Returns the State field from the currently active contact record. The action of this macro string is similar to the action of the &ADDRESS1. The &STATE macro can be used to return an additional contact state by using the RECORDOBJ SETRECORD subfunction.

&Title

Returns the Title from the currently active contact record. Normally, this value will be extracted from the Title field in the primary display portion of the contact record; however, the RECORDOBJ SETRECORD subfunction can be used to change the returned record type to additional contact, or another type of supplementary record. When the RECORDOBJ SETRECORD type is set to other than PRIMARY, the &TITLE macro returns the value in Title field in CONTSUPP for the current supplementary record.

&UserFullName

Returns the full name of the currently logged GoldMine user as the name appears in the FullName field in the Users Master File for the user.

&UserName

Returns the login name of the currently logged GoldMine user.

&Version

Returns the version number of the installed GoldMine program.

&ZIP

Returns the Zip field from the currently active contact record. The action of this macro string is similar to the action of the &ADDRESS1. The &ZIP macro can be used to return an additional contact ZIP code by using the RECORDOBJ SETRECORD subfunction.

Other Topics:

DDE Macros for Merge Forms


DDE Macros for Merge Forms

The following DDE macros are used primarily for creating DDE links to GoldMine through the Merge Forms function. The values returned by each of these macros is updated by GoldMine when a Merge Form is launched by selecting Edit, Link, Print or Fax from the Merge Forms dialog box.

&PARAM1 (filename)

Returns the path and filename of the document template associated with the merge form selected when Edit, Link, Print or Fax was selected. This value is obtained from the Template File field on the merge form’s Form Setting dialog box.

&PARAM2 (action)

Returns a value indicating whether the Edit, Link, Print or Fax button was selected to launch linked application.

Value	Description
1	Edit selected
2	Link selected
3	Print selected
4	Fax selected
&PARAM3 (range)

&PARAM3 returns a value corresponding to the setting of the Record Range options on the Merge Forms dialog box when the Edit, Link, Print, or Fax button was selected.

Value	Description
1	This contact selected
2	All contacts selected
3	Forward to last selected
&PARAM4 (scope)

Returns a value corresponding to the setting of the Primary and Additional check boxes on the Merge Forms dialog box when the Edit, Link, Print, or Fax button was selected.

Value	Description
1	Primary checked
2	Additional checked
3	Both Primary and Additional checked
&PARAM5 (flags)

Returns a value corresponding to the status of the Link to Doc, Save History, Allow Hot Link check boxes on the Merge Forms dialog box. In addition, the returned value also determines whether or not the form was merged as the result of an Automated Processes action.

&PARAM5 returns a seven-character string; each position of the string can contain either 0, indicating the item was not checked (or Automated Processes is not active), or 1, indicating the item was checked (or Automated Processes is active).

Position	Description
1	Link to Doc
2	Save History
3	Allow Hot Link
4	unused
5	unused
6	unused
7	Automated Processes status

&PARAM6 (LinkDoc record number)

Returns a value containing the record number of the last Linked Document supplementary record created as a result of launching a Merge Form. When you launch a merge form with Link to Doc selected, GoldMine creates a linked document record to hold the saved document. This value can be saved and used to update the link document record by passing the record number to the LinkDoc DDE function.

&PARAM7 (contact record pointer)

Returns a pointer to a minimized contact record that is created when Print or Fax are selected on the Merge Forms dialog box, and the Record Range is All Contacts or Forward to Last. This value can then be passed to the RecordObj function to further control a document merge from the linked application.


Database Structures

This section is written for programmers who wish to integrate their programs with GoldMine. If you are not familiar with database files, this technical section will make little sense to you.

Third-party developers are encouraged to integrate their products with GoldMine, thereby enhancing both products. If you design a commercial program that works with GoldMine, please let us know so we can include your program in our Enhancement Guide.

Individual topics in the online Help describe the file organization and structures of the databases under GoldMine in a dBASE IV format. SQL database structures are identical to dBASE structures. The database structures (field names, field types, field sizes), and index expressions are the same for dBASE and SQL. However, SQL databases do not use .DBF file extensions or .MDX index files.

Following are the database structures of most of GoldMine’s DBF files. This chapter does not include a discussion of every database. Security and system database files are not included in this section. You should not interface with these files. For an in-depth discussion on interfacing with GoldMine, please visit the GoldMine CompuServe forum (GO GOLDMINE), Web site (www.goldminesw.com), or our BBS.

Most of GoldMine’s files are stored in the GOLDMINE\GMBASE directory. These files include the executable file, .DLL files, and most database and index files. The contact sets (CONT*.*) are stored in a separate directory to allow GoldMine to handle multiple contact sets.

If your application writes to GoldMine’s data files, make sure that you open all of the associated index files.

Each database file is listed separately and includes its associated index files, database structure, and special notes.

Other Topics:

CAL.DBF

CONTACT1.DBF

CONTACT2.DBF

CONTGRPS.DBF

CONTHIST.DBF

CONTSUPP.DBF

INFOMINE.DBF

LOOKUP.DBF

MAILBOX.DBF

OPMGR.DBF

PERPHONE.DBF

RESOURCE.DBF

SPFILES.DBF


CAL.DBF

Directory:	GMBASE
Description:	Calendar file—contains scheduled activities
Index File:	CAL.MDX
CAL Indexes

Name	Key	ID
Cal	Rectype+userID+onDate+onTime	02
Calcont	AccountNo+rectype+onDate+onTime	03
Caldate	UserID+onDate+onTime	04
Calprob	Rectype+userID+Str(999-duration,3)	05
Calalarm	AlarmFlag+userID+onDate+alarmTime	06
Calrlink	lopRecID	07
Calrecid	recId	08
CAL Structure

Field Name	Type	Len	Description
USERID	String	8	User Name
ACCOUNTNO	String	20	Account Number of linked contact
ONDATE	Date	8	Activity date
ONTIME	String	5	Activity Time
ALARMFLAG	String	1	Alarm Flag
ALARMTIME	String	5	Alarm Time
ALARMDATE	Date	8	Alarm Date
ACTVCODE	String	3	Activity Code
RSVP	String	1	RSVP Notification
DURATION	Integer	3	Duration/Probability
RECTYPE	String	1	Record Type *
ACONFIRM	String	3	Meeting Confirmation
APPTUSER	String	10	Meeting Confirmation User
COMPANY	String	60	Company/Contact Name
REF	String	80	Reference
NUMBER1	Integer	8	Sales Potential
NOTES	Memo	1	Notes
LINKRECID	String	15	Linked Record ID
LDORECID	String	15	Reserved for future use
LOPRECID	String	15	Linked Opportunity Manager Record ID
CREATEBY	String	8	Created by User
CREATEON	Date	8	Creation Date
CREATEAT	String	6	Creation Time
LASTUSER	String	8	Last Modified By
LASTDATE	Date	8	Last Modified Date
LASTTIME	String	5	Last Modified Time
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID

* The RECTYPE field contains the Calendar’s activity type. The following values are possible contents of RECTYPE:

A	Appointment
C	Call Back
D	To-do
E	Event
M	Message
O	Other
Q	Queued e-mail
S	Sales potential
T	Next action


CONTACT1.DBF

Directory:	COMMON
Description:	Contact file—contains the main fields of contact records
Index File:	CONTACT1.MDX
CONTACT1 Indexes

Name	Key	ID
Contacc	AccountNo	15
Contcomp	company+accountNo	16
Contname	contact+accountNo	17
Contzip	zip+accountNo	18
Contcity	city+accountNo	19
Contkey1	key1+accountNo	20
Contkey2	key2+accountNo	21
Contkey3	key3+accountNo	22
Contkey4	key4+accountNo	23
Contkey5	key5+accountNo	24
Contlast	lastName+accountNo	25
Contphon	phone1+accountNo	26
Cn1Recid	recId	27
CONTACT1 Relations

Related File->Field	Contact1 Field
Contact2->AccountNo	Contact1->AccountNo
ContHist->AccountNo	Contact1->AccountNo
ContGrps->AccountNo	Contact1->AccountNo
ContSupp->AccountNo	Contact1->AccountNo
Cal->AccountNo	Contact1->AccountNo
CONTACT1 Structure

Field Name	Type	Len	Description
ACCOUNTNO	String	20	Account Number *
COMPANY	String	40	Company Name
CONTACT	String	40	Contact Name
LASTNAME	String	15	Contact’s Last Name
DEPARTMENT	String	30	Department
TITLE	String	30	Contact Title
SECR	String	20	Secretary
PHONE1	String	25	Phone 1
PHONE2	String	25	Phone 2
PHONE3	String	25	Phone 3
FAX	String	25	FAX
EXT1	String	6	Phone Extension 1
EXT2	String	6	Phone Extension 2
EXT3	String	6	FAX Extension used as EXT3 to maintain compatability with previous versions
EXT4	String	6	Phone Extension 3
ADDRESS1	String	40	Address 1
ADDRESS2	String	40	Address 2
CITY	String	26	City
STATE	String	3	State
ZIP	String	10	Zip Code
COUNTRY	String	20	Country
DEAR	String	20	Dear Salutation
SOURCE	String	20	Source (Lead)
KEY1	String	20	Key 1
KEY2	String	20	Key 2
KEY3	String	20	Key 3
KEY4	String	20	Key 4
KEY5	String	20	Key 5
STATUS	String	3	Internal Status
NOTES	Memo	10	Notes
CREATEBY	String	8	Creation User
OWNER	String	8	Record Owner
LASTUSER	String	8	Last Modified By
LASTDATE	Date	8	Last Modified Date
LASTTIME	String	6	Last Modified Time
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID

* The ACCOUNTNO field contains the following information:

Positions	Value

1–6	Date in YYMMDD format

7–11	Seconds since midnight

12–17	 	Characters 8–13 of RecID (the unique portion)

18–20	First three characters of the contact or company name


CONTACT2.DBF

Directory:	COMMON
Description:	Contact file—contains the additional fields of contact records. Each complete contact record has a record in this file; partial contact records do not.
Index File:	CONTACT2.MDX
CONTACT2 Index

Name	Key	ID
Contact2	accountNo	28
Cn2Recid	recId	29
CONTACT2 Structure

Field Name	Type	Len	Description
ACCOUNTNO	String	20	Account Number
CALLBACKON	Date	8	Call Back Date
CALLBACKAT	String	8	Call Back Time (unused compatability field)
CALLBKFREQ	Integer	3	Call Back Frequency
LASTCONTON	Date	8	Last Contact Date
LASTCONTAT	String	8	Last Contact Time
LASTATMPON	Date	8	Last Attempt Date
LASTATMPAT	String	8	Last Attempt Time
MEETDATEON	Date	8	Meeting Date
MEETTIMEAT	String	8	Meeting Time
COMMENTS	Date	65	Comments
MERGECODES	String	20
PREVRESULT	String	65	Previous Results
NEXTACTION	String	65	Next Action
ACTIONON	Date	8	Next Action Date
CLOSEDATE	Date	8	Expected Close Date
USERDEF01	String	10	User Defined 1
USERDEF02	String	10	User Defined 2
USERDEF03	String	10	User Defined 3
USERDEF04	String	10	User Defined 4
USERDEF05	String	10	User Defined 5
USERDEF06	String	10	User Defined 6
USERDEF07	String	10	User Defined 7
USERDEF08	String	10	User Defined 8
USERDEF09	String	10	User Defined 9
USERDEF10	String	10	User Defined 10
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID


CONTGRPS.DBF

Directory:	COMMON
Description:	Groups file—contains one record for each group header or group member
Index File:	CONTGRPS.MDX
CONTGRPS Indexes

Name	Key	ID
GroupNo	userID+code	37
GroupAcc	accountno+userID	38
GrPreCid	recId	39
CONTGRPS Structure (header records)

Field Name	Type	Len	Description
USERID	String	8	Group user
CODE	String	8	Group code
ACCOUNTNO	String	20	Header info *
REF	String	24	Group reference
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID

* The ACCOUNTNO field contains the following information when the CONTGRPS record is a group header record:

Positions	Value
1–8	“*M” + group number

15–20	Total members in group

The next available group number is stored in the CODE field in the first physical record in CONTGRPS.DBF.

CONTGRPS Structure (member records)

Field Name	Type	Len	Description
USER	String	8	Group number (from group header)
CODE	String	8	Member sort value
ACCOUNTNO	String	20	Linked contact accountno
REF	String	24	Member reference.


CONTHIST.DBF

Directory:	COMMON
Description:	Contact history file—contains a record for each completed activity
Index File:	CONTHIST.MDX
CONTHIST Indexes

Name	Key	ID
ContHist	accountNo+onDate	33
ContHusr	user+substr(rectype,1,1)+dtos(ondate)	34
CNHRLink	lopRecId	35
CnHRecid	recId	36
CONTHIST Structure

Field Name	Type	Len	Description
USERID	String	8	User
ACCOUNTNO	String	20	Account No.
SRECTYPE	String	1	First character of RecType
RECTYPE	String	10	Record Type *
ONDATE	Date	8	Action Date
ONTIME	String	5	Action Time
ACTVCODE	String	3	Activity Code
RESULTCODE	String	3	Result Code
DURATION	String	8	Duration
REF	String	65	Reference
NOTES	Memo	1	Notes
LINKRECID	String	15	Linked Record ID
LOPRECID	String	15	Linked Opp. Mgr. Record
CREATEBY	String	8	Creation User
CREATEON	Date	8	Creation Date
CREATEAT	String	6	Creation Time
LASTUSER	String	8	Last Modified By
LASTDATE	Date	8	Last Modified Date
LASTTIME	String	6	Last Modified Time
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID

* The RECTYPE field contains the completed activity’s type. The following values are possible contents of RECTYPE:

A	Appointment
C	Phone call
D	To-do
E	Event
L	Form
M	Sent message
O	Other
S	Sale
T	Next action
U	Unknown
CC	Call back
CI	Incoming call
CM	Returned message
CO	Outgoing call
MG	E-mail message
MI	Received e-mail
MO	Sent e-mail


CONTSUPP.DBF

Directory:	COMMON
Description:	Supplementary contact set—contains a record for each additional contact record, referral and profile record. The different record types are distinguished by the contents of the RECTYPE field. Different RECTYPEs may use each field for a different purpose.
Index File:	CONTSUPP.MDX
CONTSUPP Indexes

Name	Key	ID
ContSupp	accountNo+recType+contact	30
Contspfd	recType+contact+contSupRef	31
Cnsrecid	recId	32
CONTSUPP Structure

Field Name	Type	Len	Description
ACCOUNTNO	String	20	Account No.
RECTYPE	String	1	Record Type *
CONTACT	String	30	Contact Name/Profile
TITLE	String	20	Contact Title/Referral’s Account Number
CONTSUPREF	String	35	Reference
PHONE	String	20	Phone
EXT	String	6	Phone Extension
FAX	String	20	FAX number
LINKACCT	String	20	Linked Account
NOTES	Memo	1	Notes
ADDRESS1	String	40	additional contact Address 1
ADDRESS2	String	40	additional contact Address 2
CITY	String	30	additional contact City
STATE	String	20	additional contact State
ZIP	String	10	additional contact Zip
COUNTRY	String	20	additional contact Country
LINKEDDOC	Memo	1	Linked Document
LASTUSER	String	8	Last Modified By
LASTDATE	Date		Last Modified Date
LASTTIME	String	5	Last Modified Time
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID

* The RECTYPE field contains the record type. The following values are possible contents of RECTYPE:

C	Additional contact record
E	Automated Process attached event
H	Extended profile header
L	Linked document
O	Organizational chart
P	Profile record/extended profile record
R	Referral record

The RECTYPE value H can be linked to records with the RECTYPE value P. Assigning extended information settings to a profile (assigned to a tab, or extended fields used) creates an H record type to store the settings. The profile record stores a character string in the Phone field that matches the H record’s AccountNo field.


INFOMINE.DBF

Directory:	GMBASE
Description:	InfoCenter file—stores all data for the InfoCenter
Index File:	INFOMINE.MDX
INFOMINE Indexes

Name	Key	ID
infomine	rectype+tsection+topic	57
infosort	sortKey	58
infotran	recType+recID	59
infrecid	recId	60
INFOMINE Structure

Field Name	Type	Len	Description
ACCOUNTNO	String	20	Account No.
CREATEBY	String	8	Creation User
RECTYPE	String	10	Record Type
SORTKEY	String	20	Sort Key
TSECTION	String	80	Section
TOPIC	String	80	Topic
KEYWORDS	String	80	Keywords
OPTIONS	String	10	Options
OPTIONS1	String	20	Options1
OPTIONS2	String	20	Options2
LINKEDDOC	Memo	1	Linked Document
NOTES	Memo	10	Notes
USERREAD	String	8	Read Access
USERWRITE	String	8	Write Access
LASTUSER	String	8	Last Modified By
LASTDATE	Date		Last Modified Date
LASTTIME	String	5	Last Modified Time
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID


LOOKUP.DBF

Directory:	GMBASE
Description:	Lookup file—contains a record of each defined look-up entry
Index File:	LOOKUP.MDX
LOOKUP Indexes

Name	Key	ID
Lookup	fieldName+entry	0
lkurecid	recId	1
LOOKUP Structure

Field Name	Type	Len	Description
FIELDNAME	String	11	Field Name
LOOKUPSUPP	String	10	Lookup Options
ENTRY	String	30	Description
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID


MAILBOX.DBF

Directory:	GMBASE
Description:	E-mail Center mailbox file—stores all GoldMine e-mail
Index File:	MAILBOX.MDX
MAILBOX Indexes

Name	Key	ID
mboxlink	LinkRecId	77
mboxuser	userId+folder	78
mbxrecid	recId	79
MAILBOX Structure

Field Name	Type	Len	Description
LINKRECID	String	15	Linked Record ID
FLAGS	String	8	Flags*
USERID	String	8	User Name
FOLDER	String	20	Folder**
FOLDER2	String	20	Subfolder
ACCOUNTNO	String	20	Account No.
CREATEON	Date		Creation Date
MAILSIZE	String	8	Mail Size
MAILDATE	Date		Mail Date
MAILTIME	String	8	Mail Time
MAILREF	String	100	Reference
RFC822	Memo	10	Entire Mail Message
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID

* The FLAGS field is a String type, but actually stores a number. When the number is converted to binary, the following rules apply:

Bit	On	Off
1	Read	Not Read
2	In History	Not in History
3	Outbound	Inbound
** The FOLDER field contains the name of the folder in which mail is stored. GoldMine uses the following predefined folders:

X-GM-INBOX	-Inbox

X-GM-OUTBOX	-Outbox

X-GM-TEMPLATES	-Templates


OPMGR.DBF

Directory:	GMBASE
Description:	Opportunity Manager file—stores all data maintained in the Opportunity Manager
Index File:	OPMGR.MDX
OPMGR Indexes

Name	Key	ID
OpMgr	Upper (recType+userID+stage)	95
OpId	opId+recType	96
OpAccNo	acountNo+recType	97
OpRecID	recID	98
OPMGR Structure

Field Name	Type	Len	Description
OPID	String	15	Opportunity ID
RECTYPE	String	3	Record Type
ACCOUNTNO	String	20	Account No.
USERID	String	8	User Name
FLAGS	String	10	Flags
COMPANY	String	40	Company
CONTACT	String	40	Contact
NAME	String	50	Name
STATUS	String	50	Status
CYCLE	String	50	Cycle
STAGE	String	30	Stage
SOURCE	String	30	Source
F1	String	20
F2	String	20
F3	String	10
STARTDATE	Date		Start Date
CLOSEDDATE	Date		Close Date
CLOSEBY	Date		Close by
FORAMT	Float		For Amount
FORPROB	Float		Probability
CLOSEAMT	Float		Close Amount
NOTES	Memo	1	Notes
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID


PERPHONE.DBF

Directory:	GMBASE
Description:	Personal Rolodex file—contains a record of each entry in the user’s Rolodex
Index File:	PERPHONE.MDX
PERPHONE Indexes

Name	Key	ID
Perphone	recType+userID_contact	49
Pphrecid	recId	50
PERPHONE Structure

Field Name	Type	Len	Description
RECTYPE	String	1	Record Type
USERID	String	8	User Name
STATUS	String	2	Status
CONTACT	String	30	Contact Name
PHONE1	String	16	Phone Number
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID


RESOURCE.DBF

Directory:	GMBASE
Description:	Resources file—stores data regarding equipment, facilities, and other resources that you can schedule from the Resources’ Master File
Index File:	RESOURCE.MDX
RESOURCE Indexes

Name	Key	ID
resource	name	53
rscrecid	recid	54
RESOURCE Structure

Field Name	Type	Len	Description
NAME	String	8	Name
CODE	String	10	Code
RESDESC	String	40	Description
CUSTODIAN	String	40	Custodian
NOTES	Memo	1	Notes
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID


SPFILES.DBF

Directory:	GMBASE
Description:	Contact files directory—contains a record for each set of GoldMine’s contact sets
Index File:	SPFILES.MDX
SPFILES Indexes

Name	Key	ID
Spfiles	dirPath	43
Sflcode	dirCode	44
sflrecid	recId	45
SPFILES Structure

Field Name	Type	Len	Description
DIRNAME	String	35	Contact file desc
DIRPATH	String	100	Contact file path
USERID	String	8	Contact file user
DIRCODE	String	10	Contact Set Code
DBPASSWORD	String	36	Database Password
DRIVER	String	25	Database Driver
VISIBLETO	String	8	Visible to
RECID	String	15	Record ID


Troubleshooting Guide

While working in GoldMine, you may occasionally encounter a problem that generates an onscreen error message. These messages correspond to three types of errors:

•	Database errors: GoldMine maintains a special log that records errors that occur in an open database

•	System error: Depending on the error, GoldMine displays an error message that may or may not include a number

•	General Protection Fault (GPF): Although occurring during a GoldMine work session, this error is typically not caused by GoldMine

GoldMine identifies many errors that occur during a work session by a numeric error code. Whenever GoldMine displays an error message, write down the entire message. For example, if you see the message

DOS Error 3 - Out of Disk Space

write the entire message.

This chapter provides troubleshooting information for both system errors, and GPFs. The list of system errors contains the message or symptom of the problem, probable cause(s) of the problem, and action(s) that you can take to resolve each problem.

If you cannot solve the problem and call GoldMine Software for assistance, the technical support representative can use the information to determine further action.

Other Topics:

Viewing the Database Error Log

System Errors

General Protection Faults


Viewing the Database Error Log

Using GoldMine 4.0, you view details on any errors that occur in an open dBASE or SQL database. You can use this information to troubleshoot and correct the problem.

To view information about a database error:

From the Main Menu, select Tools|Database Error Log.

The Database Error Log contains two panes of information. The upper pane is a browse window that contains the following information:

Time/Date

Time and date that the database error occurred.

User

User name of the individual that performed actions that triggered the database error.

Error Description

Brief description of the error. The information that appears in this column also appears as the first line of the detailed error description that appears in the lower pane of the Database Error Log.

Object

Location and name of the database.

To view detailed information about a database error, highlight an error entry in the browse window. The lower pane displays details on the selected error. Move the elevator bar to the right of the pane to scroll through the detailed information.

When done viewing the error(s), you can either select Delete to remove the selected error entry, or select Close to close the Database Error Log.


System Errors

Symptom

DOS Error 3 - Out of Disk Space (installation error)

Probable Cause

Installing to a boot drive (the disk with COMMAND.COM) with insufficient free disk space.

Action

Free at least 8 Meg of disk space on the drive to which you are installing GoldMine.

Symptom

Insufficient Memory to Run Application (error during or after installation)

Probable Cause

Indicates that either the system does not have enough memory to start GoldMine, or that GMW4.EXE or a GoldMine DLL has been corrupted.

Action

1. In Windows Explorer, select Help|About to check that at least 3,000Kb physical memory is free. If not, close applications to free 3,000Kb memory.

2. Replace the .EXE and .DLL files in the directory to which GoldMine is being installed, or from which GoldMine currently runs.

Symptom

Failure to open a file.

Probable Cause

Index file (.MDX) has become damaged, or a database file (.DBF) has become corrupted.

Action

Damaged index file: reindex with the Maintenance Wizard

Corrupted database file: restore the damaged file(s) from backup.

Symptom

Synchronization does not work because modems cannot communicate.

Probable Cause

Modems are trying to connect at either a nonstandard baud rate, or at an incompatible baud rate.

Action

Select a baud rate that is slower than the fastest baud rate of the modem. For example, if the modem is capable of 14,400 bps, set the speed to 9,600 bps. Set the baud rates at one of the following:

•	1,200

•	2,400

•	9,600

•	19,200

•	38,400

•	57,600

For a 14,400 bps modem, open a port at 19,200 to correct communications problems.

Symptom

Errors when compressing or decompressing transfer sets.

Probable Cause

Unable to perform compression functions on transfer sets.

Action

Make sure that all path settings include a drive letter, including paths to the .INI file, GoldMine synchronization dialog path, and GoldSync’s path settings in the site record.

Symptom

MAPI Resolve Error #14

Probable Cause

GoldMine cannot find the user’s MSMAIL username.

Action

When planning to link with MSMAIL, assign GoldMine usernames that are exactly the same as the usernames that appear in the MS Mail Address list. This username may not necessarily be the same as the actual mailbox name. For example, if the MS Mail Address list name is Smith,Joe, then best name compatibility will result if the user is assigned a GoldMine username of either Joe, Smith, JoeSmi, etc..

To change the username that GoldMine uses when linking to MSMail, select Edit|Preferences|Misc. After the prompt MS Mail username if not the same as the GoldMinå user, type the name.


Symptom

Load Segment Failure

Probable Cause

Another application is using memory that Windows 95 is trying to use, or the application did not release memory correctly; that is, Windows 95 cannot use memory that appears to be free, low system memory, or bad system memory.

Action

1. Quit any running programs. Start Windows 95 with no programs running. If the error does not occur again, start each program that was running when the error occurred to determine which program may have caused the error. If the problem occurs again, continue troubleshooting with numbers 2–3.

2. In Windows Explorer, select Help|About to check that at least 3,000Kb physical memory is free. If not, close applications and then reboot Windows 95 to free memory.

3. Run a diagnostic that checks memory, such as QAPlus or CHECKIT. Replace failed memory. See General Protection Faults.


General Protection Faults

General Protection Faults (GPF) in Windows 95 can be very difficult to diagnose. While the error might occur only with GoldMine, the cause of the error is typically not GoldMine. Users with extensive technical experience can use the following guidelines to isolate and correct the problem. If you do not have extensive technical experience, contact your system administrator or an experienced computer consultant to perform these diagnostics for you. If you do not have a system administrator or experienced computer consultant, contact the GoldMine Software sales department to find a GoldMine Solutions Partner near you.

Note: GoldMine Software technical support will provide support only to the extent of determining whether GoldMine is causing the error. If the cause of the problem is not GoldMine or a damaged GoldMine data file, then technical support can provide a referral to a GoldMine Solutions Partner. A Solutions Partner can provide help on-site to diagnose what is causing the error.

A GPF error that occurs during the pack and rebuild process is typically caused by a damaged data file.

GPF is caused by. . .	. . .take this action
Corrupt Index	From the Windows 95 Desktop, start GoldMine. If you can access the Main Menu, select Tools|Index Files|All Database Files to reindex. To best maintain GoldMine, reindex all files on a weekly basis.
Disk Compression	If possible, do not use disk compression software with GoldMine. If you must, place GoldMine in an uncompressed partition of your hard drive, and place other software applications in the compressed partition. Contact the vendor of the compression software for more information.
Cross-linked or Truncated Files	Run the SCANDISK diagnostic to test your hard disk.
Incompatible or Conflicting Video Driver	Some video drivers supplied with Windows 95 can cause GoldMine data, such as dates and times, to appear dimmed or “greyed out,” as well as cause GPF errors. To change your video driver to the standard VGA driver: From the Start menu, select Settings|Control Panel. From the Control Panel, select the Display icon, which accesses the Display Properties window. Select the Settings tab, then select Change Display Type.  In the Select Device dialog box, to the right of the Adapter Type field, select Change, then select the Show all devices options. Scroll through the Manufacturers pane to select Standard Adapter Type. In the Models pane, select Standard Display Adapter (VGA). Apply the selection. If changing the video driver as described corrects the problem, contact the manufacturer of your video card for an updated video driver.
Low Memory	1. Quit any running programs. Start Windows 95 with no programs running. If the error does not occur again, start each program that was running when the error occurred to determine which program may have caused the error. If the problem occurs again, continue troubleshooting with numbers 2–3. 2. In Windows Explorer, select Help|About to check that at least 3,000Kb physical memory is free. If not, close applications and then reboot Windows 95 to free memory.  3. Run a diagnostic that checks memory, such as CHECKIT or QAPlus. Replace failed memory.
Out of Disk Space	Stand-alone To check disk space: At the DOS prompt, type SCANDISK, then press [Enter] to display the bytes available on the hard disk. To run GoldMine, you must have at least 5Meg available. Network Ask your system administrator or computer consultant to check the amount of free disk space in the volume containing GoldMine.
TSR or Device Driver Conflicts with Another Program	Start, or boot, your computer from a standard boot floppy diskette that contains a CONFIG.SYS file with only FILES, BUFFERS, and HIMEM settings, and an AUTOEXEC.BAT file that loads only essential network drivers. If not available, ask your system administrator or computer consultant for help in making a standard boot disk.
Windows is using an Incorrect .DLL File	An error can result if Windows uses a .DLL file with the same name as one of GoldMine’s .DLL files. The following .DLL files should be found in the GoldMine directory only:
	DUNZIP32.DLL	DZIP32.DLL	GMDB32.DLL
	GMRE32.DLL	GMTB32.DLL
	Check for these .DLL files in the WINDOWS directory, the WINDOWS\SYSTEM directory, and all directories in the path. If you find any of these files in a directory other than the GoldMine directory, copy the files to a floppy diskette, then delete the files from the hard disk.
Corrupted RAM or Hardware Problem	Test RAM and hardware with a hardware diagnostic software, such as CHECKIT or QAPlus.
Corrupted Windows Files	Reinstall Windows to a temporary directory using different installation disks than were used to install Windows previously. Once Windows is installed to the temporary directory, start Windows from this directory. From the Start menu, select Run. From the Run window, in the Open field, type C:\GOLDMINE\GMW4.EXE, then press [Enter].
Corrupted GoldMine Program File	Install GoldMine to a different directory than where you are currently running GoldMine. For example, create a TEMP directory, then install GoldMine. Copy .DLL files and .EXE files to your existing GoldMine directory.


Troubleshooting Modem Initialization and Reset Problems

The error message Unable to Initialize or Reset Modem appears when GoldMine cannot initialize or reset the modem. The following list shows probable causes and corrective actions for modem initialization or reset problems.

Probable Cause

Incorrect COM port setting for the modem.

Action

Use the Windows 95 accessory program HyperTerminal to test the COM port and dialing settings:

1. Select Start, select Programs, then select the Accessories program group. Select HyperTerminal. Click on any HyperTerminal session, which is represented by a folder with the extension .HT, such as COMPUSERVE.HT. The Phone Number dialog box appears. Select Cancel, which will close the dialog box, but leave the HyperTerminal window open.

2. COM port setting: To check the COM port setting, type AT, then press [Enter]. The displayed response should be OK.

Type ATZ, then press [Enter]. The displayed response should be OK.

If the response is not OK, select another COM port for the modem in the Windows 95 Control Panel by clicking on the Modems icon, then select the modem listed in the General tab, and selecting Properties. When done changing settings in the Control Panel, test again.

3. Dialing: To test dialing, type ATDT, then press [Enter]. You should hear a dial tone. To hang up, type ATH, then press [Enter].

If you do not hear a dial tone, you can change the dial settings for the modem in the Windows 95 Control Panel by clicking on the Modems icon, then by selecting the modem listed in the General tab, and changing the speaker volume. When done changing the settings in the Control Panel, test again.

Probable Cause

Modem hardware problems.

Action

Test calling out with a known good modem.

Probable Cause

Installing a communications application has replaced Windows COMM.DRV. Using a nonstandard COMM.DRV can cause incompatibility.

Action

In the [Boot] section of Windows SYSTEM.INI, change the line COMM.DRV= to COMM.DRV=COMM.DRV.

Probable Cause

Incorrect modem settings in Windows Control Panel.

Action

From the Windows Task Bar, select Start, then select Settings. Open the Control Panel, then select the Modem icon. The Modems Properties window appears.

Select Properties.

Select the Connection tab. Check for the following settings:

Data Bits=8
Parity=none
Stop Bits=1

Select Advanced. The Advanced Connection Settings window appears. Make sure that Use flow control is selected, and that Select Hardware (RTS/CTS) is selected.


Troubleshooting Damaged Files

An index error message appears when GoldMine cannot open a file because of one of the following problems:

•	Index file (.MDX) has become damaged

•	Database file (.DBF) has become corrupted

The error message names the file that GoldMine cannot open. For example, the error message

F:\APPS\GOLDMINE\Forms.mdx index file is missing.
Would you like to re-index this file?

indicates that GoldMine cannot open the file Forms.mdx located in the directory F:\APPS\GOLDMINE. When the error message appears, write down the entire message, including path and file name information. In this example, knowing the file name of the damaged index will enable you to save time by reindexing only the necessary file.

Other Topics:

Reindexing Damaged Files

Correcting Chronic Index Errors

Restoring Damaged Database Files


Reindexing Damaged Files

An index file serves as a pointer to allow GoldMine to quickly locate information in a data file, or present the information in the data file in an alternate sequence. Therefore, a damaged index file has no effect on data.

An index file can become damaged from any of the following causes:

•	Rebooting or turning off computers before quitting GoldMine

•	Hardware problems, such as bad sectors on a hard disk, or corrupted memory

•	Heavy use

To correct damaged index files:

From the error message, select Yes. GoldMine displays the Maintain Selected Files dialog box of the Maintain Files Wizard. By default, GoldMine will select the damaged file for reindexing.

If you cannot access the Main Menu, close the error message, then exit Windows. Restart Windows 95, then open GoldMine. At the login banner display, enter your username and password if required, then press [Ctrl] and select OK on the banner display. GoldMine displays a list of contact sets available for your system. Select the contact set that appeared in the error message, then select Index.

Other Topics:

Correcting Chronic Index Errors

Restoring Damaged Database Files


Correcting Chronic Index Errors

If index errors recur on a regular basis, your system may have a hardware or environment problem. One possible cause can be the version of Windows 95 that is running on a PC or workstation. Indexing errors have been linked to VREDIR.VXD, which is shipped with Windows 95 version 4.00.950B.

You can determine what version of Windows 95 is running on a system by selecting Settings|Control Panel|System. To check the version of VREDIR.VXD, note the file size of VREDIR.VXD in the Windows\System directory. The following table lists the acceptable sizes and dates for this file.

Filename	Date	Size	Version	Usable	Source
vredir.vxd	07/11/95	138Kb	4.00.950	yes	Windows 95 Version A (cab 12)
vredir.vxd	11/07/95	138Kb	4.00.955	yes	ftp://ftp.microsoft.com/Softlib/MSLFILES/VREDRUPD.EXE
vredir.vxd	12/31/95	138Kb	4.00.955	yes	Windows 95 Service Pack 1
vredir.vxd	08/24/96	154Kb	4.00.1111	NO	Windows 95 Version B (OSR2) (cab 19)
vredir.vxd	11/14/96	138Kb	4.00.954	yes
vredir.vxd	07/25/97	158Kb	4.10.1546	NO	Windows 98 Beta Build 1546
vredir.vxd	09/04/97	158Kb	4.10.1581	yes	Windows 98 Beta Build 1581
vredir.vxd	09/11/97	154Kb	4.00.1116	yes	ftp://ftp.microsoft.com/Softlib/MSLFILES/VRDRUPD.EXE

Each workstation on the network must use one of the files marked with yes in the Usable column of the above table. If you have a file marked with NO in the Usable column, you can get an update that will not cause the indexing problem. You can either copy this file from a workstation using 4.00.950 or 4.00950A Windows 95, or download the latest VREDIR.VXD from the Microsoft Web site at the following address: www.microsoft.com/kb/softlib/mslfiles/VREDRUPD.EXE

By accessing the address listed above, you will automatically start to download a self-extracting program file that contains an update VREDIR.VXD file. Be sure to extract VREDRUPD.EXE on all systems with the problematic VREDIR.VXD.

Other Topics:

General Protection Faults


Restoring Damaged Database Files

Once corrupted, a database file must be replaced, or overwritten. To restore a database file, restore the file from backup as follows:

If this file is corrupted. . .	. . .restore these files from backup
CAL	CAL.DBF, CAL.DBT
CONTACT1	CONTACT1.DBF, CONTACT1.DBT
CONTACT2	CONTACT2.DBF, CONTACT2.DBT
CONTHIST	CONTHIST.DBF, CONTHIST.DBT
CONTSUPP	CONTSUPP, CONTSUPP.DBT
INFOMINE	INFOMINE.DBF, INFOMINE.DBT
filename	restore filename.DBF and filename.DBT if the files exist
After you restore the file(s), reindex GoldMine’s database files. To reindex, select Tools|Index Files.

If you do not have backup files, contact a GoldMine Solutions Partner for assistance.

A corrupted database file can indicate an underlying environment problem.


About GoldMine

GoldMine Software Corporation
(formerly ELAN Software Corporation)
© 1997	Software and Manual
All Rights Reserved

United States of America
17383 Sunset Boulevard, Suite 301
Pacific Palisades, California 90272

Voice:	310-454-6800
FAX:	310-454-4848
Support:	310-459-1222
FAX:	310-459-8222
BBS:	310-459-3443
CompuServe:	GO GOLDMINE
Internet:	http://www.goldminesw.com

Trade Secrets and Proprietary Notice: This software contains valuable trade secrets and proprietary information of GoldMine Software Corporation, formerly ELAN Software Corporation. No part of this software may be reproduced or transmitted in any form or by any means, electronic, mechanical or otherwise without written permission from GoldMine Software Corporation.

This software and manual are protected by all applicable copyright laws. The details of permitted use of this product are set forth in the License Agreement.

Other topics:

GoldMine Software Corporation Support Services


License Agreement

Important

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

Ownership

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

Grant of License

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

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

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

Restrictions

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

Termination

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

Rights

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

Limited Warranty

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

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

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

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

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

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

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


GoldMine Software Corporation Support Services

From sources of online services to expert telephone support, GoldMine Software offers many avenues of technical assistance to meet your needs. There are various options for free 24-hour, seven-day a week support, and options for  premium phone support during the following Pacific Time hours:

Monday through Thursday

8:00 a.m.–5:00 p.m.

Friday

8:00 a.m.–4:15 p.m.

Other Topics:

24-hour/7-day FREE Support Options

Premium Support Options

Other Sources of Support


24-hour/7-day FREE Support Options

GoldMine Software provides four sources of free support for GoldSync users:

•	Internet Web Site

•	GoldMine forum on CompuServe

•	Electronic Bulletin Board System (BBS)

•	FactsBack Document Service

Other Topics:

Premium Support Options

Other Sources of Support


World Wide Web Home Page

The GoldMine Software Corporation World Wide Web page is located at http://www.goldminesw.com. This resource offers: GoldMine Software product information, in-depth technical documents covering procedural instructions and troubleshooting, utility programs and enhancements for GoldMine, and a Web messaging forum where users can post technical issues for response by other users and GoldMine Technical Support staff.


GoldMine Forum on CompuServe

CompuServe is an electronic, online information service available by subscription. CompuServe members can access information about GoldMine and GoldSync, and participate in online discussions of GoldMine features and functionality. Registered GoldMine users can download updates for GoldMine, as well as the same utility programs and enhancements available on the Web site.

CompuServe subscribers can access the GoldMine Software product forum with the command GO GOLDMINE. For details on gaining security access to download GoldMine and GoldSync product updates from CompuServe, get FactsBack #320.


Electronic Bulletin Board System (BBS)

Using a modem, a user can log into the GoldMine Bulletin Board System (BBS) to access information provided by GoldMine Software Technical Support staff, other GoldMine and GoldSync users, and developers of third-party add-on products. To gain security access to download GoldMine product updates, please call Technical Support at 310-459-1222.

New users of the BBS have access to the technical documentation and any files available on the web site without special security on the BBS. The telephone number for the BBS is 310-459-3443. For details about calling our BBS, Windows 95 users should see FactsBack #382, and Windows 3.1 users should see FactsBack #383.

Other Topics:

FactsBack Document Service

World Wide Web Home Page

GoldMine Forum on CompuServe


FactsBack Document Service

The FactsBack Document Service is a library of technical documents that covers a wide range of topics, including troubleshooting error messages and walk-throughs of commonly used GoldMine and GoldSync functions. You can access the FactsBack service through our World Wide Web page, the BBS, CompuServe, or by calling 310-459-1222, Ext. 3, using a fax machine with a handset. FactsBack #998 is the index of all FactsBack documents.


Premium Support Options

In addition to the unlimited support described above, GoldMine Software offers a variety of additional types of support on a limited or premium basis. The following sections describe each type of support.

Telephone/Fax Support is tracked by issue number. To ensure that your technical issues are thoroughly and completely resolved, all support is handled on a per-issue basis through our automated Issue Tracking System. The Issue Tracking System will prompt you for information, then give you an issue number and transfer you to the first available technician. Please make note of your issue number as you must provide the number if you need to call back on the same issue.

GoldMine 4.0 Free Telephone Support Incidents

Your purchase of GoldMine includes a number of complementary incidents to get you up and running smoothly. Single-user systems offer three free technical incidents, five-user systems offer five technical incidents, and 10-user and greater systems offer seven free technical incidents. Sites with 25 or more users should contact GoldMine Software for information about our Maintenance Plans. GoldMine Software offers telephone technical support Monday through Thursday from 8:00 a.m. to 5 p.m., and on Friday from 8:00 a.m. to 4:15 p.m. (Pacific Time). You can reach Technical Support by calling 310-459-1222.

GoldSync 4.0 Free Telephone Support Incidents

GoldSync 4.0 is licensed and supported as a stand-alone package, even though it shares components with GoldMine. GoldSync three-site systems include two technical incidents, five sites include three technical incidents, 10-site and greater systems include five free technical incidents. GoldSync technical support is intended to troubleshoot specific anomalies, and cannot be used as a substitute for proper installation and setup by a GoldSync Certified Technician. You can reach Technical Support by calling 310-459-1222. For best results, your GoldSync Certified Technician should be at your site when calling Technical Support.

Sometimes you may have a few general questions. Rather than handling each question as a separate technical incident (causing you to use up several incidents in one quick call), we will answer a few, general “quick” questions and treat them as a single issue for up to 10 minutes of technician time.

GoldMine 4.0 Support by Fax

Support by fax is provided for most faxes as one technical incident per fax. Be sure to include your GoldMine serial number and company information with your faxed question. We will fax the answer back to you within two business days. Where extensive research is required, or where technician time may exceed 10 minutes, more than one technical incident may be required. If so, we will notify you in advance. You can fax Technical Support at 310-459-8222.

Should you require additional assistance beyond your complementary issues, or wish to have your call expedited for a significantly reduced wait time, GoldMine Software offers two premium support plans:

•	Pay-per-incident

•	Pay-per-minute

GoldMine 4.0 Premium Support: Pay-per-Incident

You may pay by VISA, MasterCard, or American Express. Pay-per-Incident is the recommended plan for all but the simplest issues. You pay a fixed price, even if an extended period of time and/or several calls is required to resolve the issue. General issues (merge forms, customizing fields and views, scheduling, etc) are $35.

Some aspects of GoldMine (Automated Processes™, reports, and remote synchronization) require more complex analysis and troubleshooting. Telephone consultation is not recommended for these issues. Instead, these issues are best handled by one of our Solutions Partners. Should you elect to consult GoldMine Technical Support about these functions, the technical incident is viewed as requiring more complex and time-consuming troubleshooting. For this reason, incidents regarding automated processes are charged at $55, and synchronization and reports issues are charged at $95.

Sometimes, issues in one of these areas may be simple and may take 10 minutes or less to resolve or you may have “quick questions” that can be answered in 10 minutes. In these cases, the issue will be charged $35, the same fee as a general issue.

To minimize your wait, all premium support calls are expedited ahead of other Technical Support calls. You can reach the premium support service by calling toll-free at 888-995-8324. International callers can reach the same service by calling 310-459-1222 (long-distance charges may apply).

Pay by Check: If you prefer to pay by check rather than using a credit card, you can prepay for a block of technical incidents. Such technical incident blocks must be prepaid before you can access premium support. For details, please call GoldMine Software Product Support at 310-454-6800.

GoldMine Premium Support: Pay-per-Minute

You may pay by VISA, MasterCard, or American Express. You are charged $2 per minute for time spent on the phone with a technician, and for any time that the technician spends researching the issue. You will not be charged for any time spent on hold, unless the technician is actively working on your issue while you are holding.

For most issues, we recommend using Pay-per-Incident support over Pay-per-Minute. While we will make every reasonable effort to resolve the issue, some issues may not be resolved, or may take an extended amount of time to resolve. With Pay-per-Incident, you pay a fixed price, even if it takes an extended period of time and/or several calls to resolve the issue. With Pay-per-Minute, you are paying for the time spent for our best reasonable attempt to resolve an issue.

All premium support calls are expedited ahead of other technical support calls so that your wait time is minimal. You can reach this service by calling toll-free to 888-995-8324. International callers can access the same service by calling 310-459-1222 (long-distance charges may apply).

Other Topics:

24-hour/7-day FREE Support Options

Other Sources of Support


Other Sources of Support

In addition to using support resources offered by GoldMine Software, GoldMine Solutions Partners and GoldMine Authorized Trainers can assist your organization with installing, maintaining, and running GoldMine and GoldSync. While Technical Support does not provide training or “walkthroughs” of GoldMine features, GoldMine Solutions Partners are available to provide these services

Local GoldMine Solutions Partner

GoldMine Solutions Partners are GoldMine-certified computer consultants. They offer technical support, systems analysis, training, and consulting in GoldMine. They can come to the site and offer support beyond that which can be accomplished over the phone. In addition, they can help to analyze a company’s GoldMine needs and customize GoldMine to best meet the needs of the company. For details, visit the GoldMine Web site, check the Enhancement Guide included in the GoldMine software package, or call the Sales Department at GoldMine Software at 800-654-3526.

GoldMine Authorized Trainers

GoldMine Authorized Trainers can provide on-site training to meet a variety of organizational needs. For details, visit the GoldMine Web site, check the Enhancement Guide included in the GoldMine software package, or call the Sales Department at GoldMine Software at 800-654-3526.

Other Topics:

24-hour/7-day FREE Support Options

Other Sources of Support


Main Menu

The Main Menu offers the first level of commands. Like most Windows applications, GoldMine organizes commands in pull-down menus. These menu commands define all of the operations related to a given user, contact record, Activity List, or Calendar.


Title Bar

GoldMine's title bar typically displays the software name and the version number, such as GoldMine 4.0.


Work Area

The work area displays open contact record(s), the Calendar, Activity List, and any other opened windows. Although you can open, position, and size multiple contact records in the work area, only one contact record can be active at a time.


Toolbar

The toolbar provides a quick way to execute commands without going through the Main Menu. You must have a mouse to use the toolbar.


Status Line

The status line appears at the bottom of the GoldMine window, and contains information about the currently open contact database, time and date, currently logged user, status of [Caps Lock] and [Num Lock].


Converting Notes written in GoldMine for DOS

You can replace garbage characters—primarily rectangles—that appear when GoldMine 4.0 displays notes written in GoldMine for DOS. To clean up notes written in GoldMine for DOS, from the Main Menu, select Tools|Clean up DOS Notes. The Clean up DOS GoldMine Notes dialog box appears.

Note: Working with this conversion will not affect the appearance of the notes in GoldMine for DOS.

To start the conversion, select Go.


Resizing a Contact Record

You can change the size and viewing area of the active contact record. To resize, from the Main Menu, select Edit|Record View|Resize.

You can also resize a record by positioning the mouse over one of the record’s borders, holding down the left mouse button, then dragging the border until the record has the desired display area. Release the mouse button.


Specifying Record Ownership

Access rights and record curtaining for the active contact record can be viewed or changed by selecting Edit|Record Ownership, or by selecting Ownership from the Profile tab of the [user] Properties window.

Record curtaining is controlled by the record Owner. Each contact record can be either “public” or “private.” Private records are records that have been assigned an owner, either an individual GoldMine user, or a user group.

Applying record curtaining allows you to curtains, or hide, data on contact records from users that are not owners of the record. With record curtaining, if a user tries to display a contact record that he or she does not own, the contact screen us partially or completely “curtained,” hiding the data from view.

The Record Ownership dialog box contains the following options:

Allow access to

Records can be viewed by all GoldMine users. When a new record is added to the database, ownership defaults to (public).

None

All information is available for display.

Partial

Owners and/or members of the owner’s user group can view all information in private records. Other users can see only the company, contact, and phone number for the private records

Complete

Owners and/or members of the owner’s user group can view all information in private records. Other users cannot view the records.


Sending Queued E-mail

If your PC can automatically connect to your Internet provider, GoldMine can connect to your Internet provider, then send any queued e-mail messages. You can continue working during the transfer because GoldMine sends and retrieves your messages as a background process.

To initiate the one-step send/retrieve process, from the Main Menu, select E-mail|Send Queued E-mail. If your PC is not currently connected to the Internet, GoldMine will dial your Internet provider, send your mail password, and log in. GoldMine will send all queued mail is sent, displaying a minimized dialog box at the lower right side of the work area.

Other Topics:

Sending E-mail via the Internet

Retrieving E-mail from the Internet

Sending and Retrieving E-mail Automatically


Viewing Details for a Completed Activity

Displays additional information on the highlighted history record, such as the company, contact name, activity and result codes of the activity. The user who completed the activity, and the date and time the activity was completed, as well as the last update user, date and time are displayed.

If notes were saved with the history record, they are also displayed on this screen. Select Notes to enlarge the notes screen.

The date, time and user who scheduled the activity, and the date, time and user who completed the activity are also displayed in the Completed Activity Zoom dialog box. This information allows you to see who authorized the activity and who actually performed the action.

To display Zoom data for the previous history record, click on Prev. To display Zoom data for the next history record, click on Next.


Viewing Details for a Scheduled Activity

Select Zoom from the local menu to displays the Scheduled Activity Zoom dialog box containing all the information on the highlighted activity. In addition, you can view the next activity on the Activity List by selecting Next, or view the previous activity on the display by selecting Prev. If the local menu option Sync Record is checked, the linked contact record displays the contact record linked to the activity displayed in the Scheduled Activity Zoom screen.


Defining Options for Internet E-mail

When you select the More Options button from the Internet tab of the Preferences window, GoldMine displays the Internet Preferences window, from which you can define settings for the following:

•	Composing e-mail messagesDefining_Options_for_Composing_E_mail

•	Retrieving messages from the InternetSpecifying_Conditions_for_Retrieving_E_mail_from_the_Internet

•	Adding Internet accountsAdding_Internet_Accounts_to_GoldMine

•	Configuring the E-mail Center


Undo

Cancels the effect of the last-taken action. For example, if you delete a block of text, then select Edit|Undo from the Main Menu, GoldMine restores the deleted block of text.


Cut

Removes text from the current location, and copies the text to Window’s Clipboard. This command is available only when a text block is selected.

Other topics:

Copy

Paste


Copy

Copies selected text to Windows’ Clipboard, and leaves the original text in place. This command is available only when a text block is selected.

Other topics:

Cut

Paste


Paste

Places text that has been placed on Windows’ Clipboard by either the Cut or Copy command in the specified location. This command is available only when text is available in Windows’ Clipboard.

Other topics:

Cut

Copy


Working with the Expression Builder

You can use the Expression Builder to either create a filter, or modify an existing filter.

The Expression Builder contains the following options:

Filters

To work with an existing filter, select a filter from the drop-down list. To display the filters of a different user, see Owner below.

Owner

To display the filters of a different user, select a user from the drop-down list. By default, GoldMine or GoldSync displays the filters of the currently logged user.

GoldMine or GoldSync displays the currently selected filter expression in the large pane in the lower left side of the dialog box. You can select how you want to display the expression by selecting one of the following Show options:

Show in English

Displays the filter expression in English. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression appears as State is Equal to “CA”.

Show in XBase

Displays the filter expression as a dBASE expression. For example, if the filter expression is set up to select records of contacts located in California, the entry in Filter Expression appears as upper(contact1->state)=“CA”.

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

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

•	Field name

•	Operator

•	Value

Other Topics:

Finishing the Filter Expression


Defining E-mail Options

When you select the Options button from the Create Internet E-mail dialog box, the E-mail Options window appears. The E-mail Options window contains three folders:

•	Delivery: defines security and timing for message delivery

•	Mail Merge: defines the conditions for merging data and selecting recipients

•	File in History: defines how you want the message recorded after delivery


What is Remote Synchronization?

Remote synchronization is a process by which one GoldMine system exchanges information with another GoldMine system. Basic remote synchronization allows a one-to-one exchange of data between GoldMine databases. Organizations that have employees working in offices and in the field can use their GoldMine systems to communicate effectively and remain dynamically connected.

During remote synchronization, records changed in one GoldMine contact database are compared to records in another contact database. If each database is the same—or one is a subset of the other—data will be updated based on the date and time of the latest change. When the incoming data is more recent than the data in the retrieving contact database, the database is updated with the retrieved information. Filters can be applied to data to further narrow which changes will be incorporated into the retrieving contact database.

Note: When setting up existing GoldMine systems to synchronize, you must consolidate the individual databases in all systems into one GoldMine database. GoldMine assigns each record unique numbers for identification, and uses this identification when updating a contact database. That is, GoldMine considers a record from a remote GoldMine system as a match for a record on the retrieving system only if both records can be traced back to a single, common GoldMine system by these numbers.

If records cannot be identified as originating from the same GoldMine system, GoldMine views the records from various systems as different, even if they contain the same data. Changes to these records will not be synchronized.


Typical Remote Synchronization Scenario

In most organizations, several departments track prospect and customer information. These departments are sometimes located at a distance from one another. For example, examine the different departments within the ABC Company that support the sale of their products.

The ABC Company is a typical medium-sized manufacturer employing about one hundred people. Like most companies, the ABC Company has various departments to handle sales, order processing, customer service and support. Ideally, these departments work together to accomplish ABC’s goals.

Whenever a prospect calls to inquire about ABC’s products, the inside sales representative records key information about the contact, such as: name, address, telephone, how the prospect heard about the ABC Company, and in which products the prospect is interested.

The literature fulfillment department uses this information to send the requested product information to the prospect. Then the literature fulfillment department informs the outside sales representative that the information was sent on a specific date.

The outside representative assigned to the prospect’s territory generally follows up with a call to the customer a week or so after the product information was sent from the home office. Several subsequent qualifying sales calls are made to secure the sale of one of ABC’s products. During this period, the salesperson is responsible for updating ABC’s sales management on sales activity, including related calls and forecasts.

Once a sale is made, the accounting department generates an invoice that the shipping department uses to fill the customer’s order. When necessary, the collections department sends a delinquent letter to the customer to ensure payment for the ABC product.

Meanwhile, the customer service department records the date the merchandise was received by the customer and begins the warranty period. Then, when the customer requires support, the customer service department determines and notes the nature of the problem for future reference. If necessary, a follow-up support call is scheduled at the customer’s location.

ABC Company support calls are handled by field technicians. A field technician uses the customer information gathered by sales and customer service to locate a customer’s office and determine the nature of the problem. When the problem has been corrected, a technician creates a support record for future reference, then prepares an invoice based on whether or not the product is within its warranty period.

Notice that several employees access the same customer information at the same time, and, in some cases, these individuals work in locations that do not permit them direct access to the office. The remote staff, such as the outside sales representatives and field technicians, need access to the same information that is available to inside ABC Company staff. This distributed staff requires an effective means of communicating with each other about the company’s prospects and customers. To share critical account information, they must be able to transfer this contact data between the office staff and the mobile staff.

Remote synchronization is designed to enable remote or physically distant users to share account-based information. With remote synchronization, the ABC Company can re-engineer the way information flows between departments and individuals, without regard to location. Using GoldMine and remote synchronization, changes made at the office are transferred to the remote sales and service GoldMine systems, and changes made at the remote systems are collected and transmitted to the office system. With GoldMine, the ABC Company can coordinate sales and service efforts to increase overall efficiency. We will examine ABC Company again after GoldMine is installed:

All of the inside sales representatives use GoldMine for prospecting, contact tracking, messaging and time management. Requests for literature, product shipments, and other tasks are scheduled as GoldMine actions, which the literature fulfillment, shipping and customer service departments complete.

Each outside sales representative is equipped with a notebook PC using GoldMine. Like the inside sales representatives, the outside sales staff use GoldMine to manage accounts. They schedule literature requests, initiate orders and exchange electronic messages with sales management and support personnel.

The customer service department uses GoldMine to track the history of calls made by a customer, including the nature of each support request. The customer database contains information, such as warranty expiration and product information. This department tracks most of the information necessary to resolve a customer problem right on the screen. When a service call is needed, the support representative can schedule that service call to be handled by one of the five field service technicians.

Service calls scheduled by the customer service department are sent to field technicians as GoldMine appointments, which are linked to a customer’s contact record. The contact record contains information, such as customer address, product model purchased, and nature of the problem.

With remote synchronization, the ABC Company is able to transfer sales leads to outside salespeople, send service requests to service technicians, and collect follow-up reports from those in the field. Without remote synchronization, this information would probably have to be printed, sent by facsimile to the remote location, and manually re-entered into GoldMine by the salesperson or service technician. Using remote synchronization, updated information can be sent automatically to ensure timely, accurate communication for any organization with mobile or distributed personnel.


Understanding GoldMine's Remote Synchronization Process

During remote synchronization, GoldMine creates a transfer set. This transfer set is a file of all the changes made to a GoldMine contact database during a specified time frame. The retrieving GoldMine system uses the data in this transfer set to update that resident GoldMine system’s database. The retrieving GoldMine system retains only data from the transfer set that is more recent than the information resident in its own GoldMine database.

The transfer set does not contain every change ever made to a GoldMine database. Included records start with the most recently made changes and go back only far enough to include all changes made to the database since the last remote synchronization was performed.

What effect does incorporating the transfer set have on the retrieving GoldMine system’s database? Since the transfer set contains only those records from the originating GoldMine system’s database modified within a specified time frame, only those changed records will be updated on the GoldMine system that retrieves the transfer set. Therefore, if the sending GoldMine system contains changes made prior to the beginning date of the transfer set, those differences will remain in that system’s database after remote synchronization.

Other Topics:

What is GoldSync?

GoldSync System Components

GoldSync System Requirements

GoldSync Terminology

Configuring GoldSync to Create Transfer Sets for Pickup


What is GoldSync?

GoldSync is an enhancement to GoldMine 4.0 that automates remote synchronization for any configuration that involves more than three GoldMine systems. GoldSync remote synchronization offers a variety of significant operating benefits, including multilevel security and easy operation for the remote user, as well as strategic advances over GoldMine’s basic one-to-one remote synchronization.

GoldSync simultaneously updates multiple remote GoldMine systems with information that has been added or changed in other GoldMine systems. Messages and Calendar updates can be sent automatically and simultaneously to as many users as are configured for the remote synchronization session.

Typically, a remote user sets up the GoldMine system to dial, at a specified time, the PC in the office that acts as the GoldSync server. Once connected, the GoldMine system will upload a transfer set, download a transfer set from the server, and then disconnect.

If the remote system is unable to dial into GoldSync, the host GoldSync system can be set up to dial the remote system. Once the host server retrieves a transfer set from the remote system, and the remote system retrieves a transfer set from the host server, each system incorporates the updates automatically.

GoldSync offers enhanced security to control user access to information. The system administrator can define incoming/outgoing communications rights for the server and each remote site, as well as the types of information the remote system may access or send. Four levels of security are available to ensure that only authorized users access critical company information:

•	Settings to identify the remote system name and license serial number.

•	Optional password settings for server access.

•	Settings to determine whether a server will accept or not accept inbound calls from a specified remote system, and, if so, what types of information the specified remote system can request.

•	Data encryption of transfer sets.

Other Topics:

GoldSync System Components

GoldSync System Requirements

GoldSync Terminology


GoldSync System Requirements

You need at least one dedicated PC to operate as a combination GoldSync server and administrative console. That server can continue to handle remote synchronization requests while allowing the system administrator to set up remote sites and processes.

Alternatively, a separate workstation on the network can serve as the administrative console, that is, perform GoldSync administrative functions. The administrative functions can be executed on an as-needed basis.

The following table lists hardware and software requirements for a GoldSync server.

Server Requirements

Hardware/ Software	Recommended Requirements
CPU	Pentium 133
RAM	32 Meg
Modem	33.6 BPS 100% Hayes-compatible error-correcting modem
Windows	Windows 95
The following table lists hardware and software requirements for the GoldSync administrative console.

Administrative Console Requirements

Hardware/ Software	Minimum Requirements	Recommended Requirements
CPU	80386	Pentium 133 MHz
RAM	8 Meg	32 Meg
Windows	Windows 95	Windows 95/NT 4.0


GoldSync System Components

As shown in the following figure, the GoldSync system consists of the following components:

•	One or more GoldSync servers performing processes

•	Administrative console

Other Topics:

What is GoldSync?

GoldSync System Requirements

GoldSync Terminology


Server

Any PC that runs GoldSync to administer synchronization activities acts as a GoldSync server. One server running GoldSync can perform multiple processing duties. For example, if a dedicated PC running GoldSync is equipped with three modems, that server can process up to ten remote synchronization sessions at the same time. Multiple GoldSync servers can accommodate gateways that support from one to 1,000 telephone lines; each telephone line can support incoming, outgoing, or bidirectional calls. All servers can run on one installed copy of GoldSync.

Other Topics:

Process

Administrative Console

GoldSync System Requirements

GoldSync Terminology


Process

Typically, a dedicated PC will be required to function as the GoldSync server. Each GoldSync server can simultaneously support multiple remote synchronization sessions. Each process can only generate tasks according to the synchronization method and connection method defined for the session. You can run several processes for different connection methods.

When the demands of synchronization grow beyond the capabilities of one server, you can add GoldSync servers to the network. When multiple GoldSync servers are running, they will automatically become aware of each other, and cooperate to share the processing load.

Other Topics:

Server

Administrative Console

GoldSync System Requirements

GoldSync Terminology


Administrative Console

GoldSync administrative functions can be performed from a separate workstation on the network. This administrative console can execute functions on an as-needed basis.

However, one of the GoldSync servers can double as an administrative console. That server can continue to handle remote synchronization sessions while allowing the system administrator to set up remote sites and processes.

Other Topics:

Server

Process

GoldSync System Requirements

GoldSync Terminology


GoldSync Terminology

The following concepts are fundamental to understanding the process of synchronizing with GoldSync:

•	Remote site

•	Client privileges

•	Cutoff date/time

•	Queue options

•	Queue connection methods

•	Synchronization methods

•	Intervals for queue processing

•	Periods for synchronization

Other Topics:

GoldSync System Components

GoldSync System Requirements


Remote Site

Any GoldMine or GoldSync system that acts as a client to the GoldSync server during a synchronization session. GoldSync identifies each remote site by assigned name and serial number. The actual location and number of users at the remote site are irrelevant.


Client Privileges

GoldSync determines the types of calling activities that a remote system may perform with the server, as well as the types of GoldMine information that the remote system may request from the server to ensure data security at the server. For example, GoldSync will support an incoming call from a remote system only if set up to accept calls from that remote system.


Cutoff Date/Time

GoldSync sets a cutoff date and time deadline. Only additions or changes made to records after this deadline are included in a transfer set. GoldSync automatically resets the cutoff deadline for a transfer set based on the last connection with the remote system. Therefore, when a user calls to synchronize data, GoldSync will send a transfer set that includes only additions or changes made to records since the user last synchronized. Typically, a user prefers to receive only new or updated records, but other dates/times can be entered manually for different cutoff settings.


Queue Options

GoldSync initiates the data transfers between the GoldSync server and the remote system. Data can be transferred as follows:

•	Server retrieves data from the remote system, but does not send data.

•	Server sends data to the remote system, but does not retrieve data.

•	Server both sends and retrieves data from the remote system.

•	Server continually processes local data and data retrieved from remote systems to create updated transfer sets for retrieval by remote systems at regular intervals, such as hourly.


Queue Connection Methods

GoldSync can administer data transfer between the server or the remote system by one of four transport methods:

•	Server and the remote system can call each other over standard telephone lines.

•	Server and the remote system can exchange transfer sets by either a Wide Area Network (WAN) or Remote Access Server (RAS).

•	Server and remote system send and retrieve transfer sets via the Internet either directly in real time, or as attachments to e-mail.

•	Server and remote system can place the data in common directories that the PCs share.


Synchronization Methods

Because the information needs of individual GoldMine users often differ, GoldSync offers two types of synchronization methods:

•	Contact record synchronization method: creates transfer sets based on changes to either all contact records—information is contact-driven (contact records)—or only those records that meet specified criteria as defined in a filter expression.

•	User’s schedule synchronization method: creates transfer sets based on changes to only those records attached to a user’s schedule—information is activity-driven (calendar records).

The contact record synchronization method creates a transfer set of all contact records that have been added or changed for a specified date and time. This method is useful for individuals who work with prospects or customers. An account representative or sales associate might need all contact records that have been added or changed for a specified cutoff date and time, or all contact records that also meet specified criteria as defined in a filter expression. GoldMine-to-GoldMine synchronization uses uses the contact record synchronization method.

The user’s schedule synchronization method creates a transfer set of only those contact records associated with new or modified calendar activities scheduled for the requesting user. This method is useful for users who need information contained in a contact record only when related to a scheduled activity. For example, if an account representative in the field is pursuing particular accounts, that representative might synchronize during the day to receive only messages and related records. If the user’s schedule synchronization method has been selected for the user, GoldSync would create a transfer set that contains the representative’s messages, calendar activities, and contact records attached to those messages and activities.


Intervals for Queue Processing

GoldSync automates the synchronization process to allow “set-and-forget” operation. GoldSync directs a server to wait for a specified period of time after either a successful attempt at synchronization with a remote system, or an unsuccessful attempt before initiating communications again.


Periods for Synchronization

GoldSync controls the day(s) of the week and the time span during which synchronization will occur. For example, by defining the synchronization period, GoldSync can control on what days, such as Monday, Tuesday, etc., and during what time period, such as from 11:00 p.m. through 1:00 a.m., that each remote site can synchronize with the GoldSync server. This allows greater control of system resources.


Planning your GoldSync Implementation

Careful planning is a key prerequisite to developing a successful GoldSync configuration. To design a GoldSync system tailored to your organization, you must analyze current information needs, resources, and any logistic challenges presented by geography, time zones, or other factors. GoldSync can accommodate a variety of configurations. As synchronization needs change with organizational growth, additional servers and remote systems can be added to an existing GoldSync system.

This section describes a variety of scenarios that illustrate hypothetical GoldSync configurations. The scenarios are organized in groups based on whether GoldSync or the remote site initiates synchronization:

•	GoldSync receives incoming calls from remote sites

•	GoldSync initiates remote synchronization to remote sites

•	GoldSync initiates and receives incoming calls

Each scenario includes hardware and telecommunications system requirements. To show the variations possible within any configuration, some scenarios present both a basic configuration and an optimized configuration.


Scenario One:GoldMine Site Calling a GoldSync Server

A user can run GoldSync to maintain current GoldMine information on any PC used for business, regardless of the location of the PC. With equipment already available in most companies, a user can run GoldSync on a standalone desktop PC at the office to update a PC at home, as shown in the following scenario.

Bob runs a small catering business located in the downtown business district. He uses GoldMine to maintain client records and schedule catering bookings. Bob also carries a notebook PC that he takes in the field and keeps at home. Because Bob performs many functions in his company, he must have current information available both in the office and when he visits clients.

Before Bob leaves the office at the end of each day, he runs GoldSync on the desktop PC. Later in the evening, he uses GoldMine on his notebook at home to dial the office PC, and request updates from GoldSync. Once synchronization is completed, Bob will have updated both his schedule and contact records on the notebook with information from the office PC. In addition, if he makes changes at home later that evening, Bob can use GoldMine to send a transfer set containing updates made on the notebook to the office PC.

The following table lists the hardware and telecommunications requirements for this GoldSync scenario.

Scenario One System Requirements

Hardware/ Telecommunications	Number Required
Server	1
Remote PCs	at least 1
Modems	GoldSync server: 1 remote PC: 1
Telephone line	1 available to each calling system

You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.

Scenario One Optimization: Synchronizing via Internet E-mail

GoldSync can send and retrieve transfer sets with remote sites via Internet e-mail. This method provides a highly cost-effective method of exchanging data. The only additional requirement to perform remote synchronization via Internet e-mail is to get an account with an Internet Service Provider (ISP) that has true Internet e-mail access for each GoldMine and GoldSync system that will send and retrieve transfer sets. That is, the ISP must support Post Office Protocol version 3 (POP3 and Simple Mail Transport Protocol (SMTP) to synchronize via the Internet with GoldMine or GoldSync.

You must configure Windows 95 dial-up networking to connect to your ISP. For more information about configuring GoldSync settings to access an Internet e-mail account, see GoldMine’s online Help

To synchronize via Internet e-mail, GoldSync will typically create a new transfer set once daily, which the server will then send to the remote site at the specified Internet mail address. GoldSync can connect to the ISP at a specified interval to check for transfer sets sent by remote sites.

The following scenario illustrates the advantages of synchronizing via Internet
e-mail.

The following scenario illustrates the convenience, and cost-effectiveness of synchronizing daily via Internet e-mail.

Once Bob got an Internet account, he found that e-mail was the most cost-effective method of transferring data and messages when he was out of the office. So when Bob was invited to be the featured speaker at the annual Brotherhood of Caterers Convention in Las Vegas, he decided to set up GoldSync to send and retrieve transfer sets via Internet e-mail. Before he leaves for the convention, Bob configured GoldSync to call the ISP several times each night to check for waiting messages.

Bob’s downtown catering business has become so successful that he has hired Sally as an account representative. Bob asked Sally to keep the data updated on GoldMine, and at the close of business every day, to run GoldSync on the office PC every night. When he returns to his hotel room after dinner, Bob uses his notebook PC to call the telephone number to a local server for his ISP, then sends his transfer set to the e-mail address of the office PC.

Each evening, GoldSync connects to the Internet mail server at the specified intervals. When available, GoldSync retrieves the transfer set from Bob.

GoldSync decompresses the transfer set from Bob, and creates a new transfer set with the updates to send to Bob’s Internet e-mail address. Bob can connect to his mail server later in the evening, or the next morning to retrieve his transfer set from GoldSync.

The following table lists the hardware and telecommunications requirements for Bob. to synchronize with GoldSync via Internet e-mail.

Scenario One Optimization System Requirements—Synchronizing via Internet E-mail

Hardware/ Telecommunications	Number Required
Dedicated server	1
Remote PCs	at least 1
Modems	GoldSync server: 1 remote PC: 1
Telephone lines	1 available to each calling system
ISP accounts	1 assigned  to each system
You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.


Scenario Two:Multiple GoldMine Sites Calling a GoldSync Server

Multiple users can perform remote synchronization with GoldSync from any location to update their GoldMine records. A standalone desktop PC at the office can act as the GoldSync server to transfer data to users at home or in the field, as shown in the following scenario. The server will check the site name and serial number of each remote system requesting information to ensure both the security of data maintained in the server, and that each remote site receives the correct data.

Note: To synchronize using GoldMine or GoldSync, you must have correct GoldMine licensing for all systems. That is, each GoldMine system must have a valid serial number license or sublicense.

Bob’s downtown catering business has become so successful that he has hired Sally as an account representative. During the day, both Bob and Sally use the office PC to run GoldMine to maintain client records and schedule bookings. Like Bob, Sally carries a notebook PC that she takes in the field and keeps at home. Because resources are limited, only Bob enters new bookings on the GoldMine calendar.

Before he leaves the office at the end of each day, Bob runs GoldSync on the desktop PC. Later in the evening, he runs GoldMine on his notebook at home to dial the office PC and request updates for all contact records and calendar records from GoldSync. Once the transfer is completed, Bob has updated both his schedule and contact records on the notebook. In addition, if he has made changes at home after hours, Bob uses GoldSync to send back a transfer set containing updates made on the notebook to the office PC.

Later that evening, Sally dials the office PC to request updated data. GoldSync checks the unique site name and serial number assigned to Sally’s notebook before creating a transfer set. This check protects the security of the data and also ensures that Sally can send and receive appropriate types of information. Sally can send new contact records and changes to existing bookings. However, because Sally must submit potential new bookings to Bob for approval and entry into the calendar, GoldSync will not import any new activities from Sally into the calendar. The transfer set received by Sally will include updates made during the day and updates sent by Bob when he synchronized earlier in the evening.

The following table lists the hardware and telecommunications requirements for this GoldSync scenario.f

Scenario Two System Requirements

Hardware/ Telecommunications	Number Required
Server	1
Remote site PCs	2
Modems	1 available to each calling system
Telephone line	1 assigned  to each system
You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.


Scenario Three:Multiple GoldMine Sites Simultaneously Calling a GoldSync Server

One GoldSync server can support multiple telephone lines. The lines can be any combination of dedicated incoming, dedicated outgoing, or incoming/outgoing. Each remote site can communicate via one telephone line so that multiple, simultaneous sessions can occur, as shown in the following scenario.

Smith & Doe is a small publishing company located in California. The sales, order processing, and customer support departments use GoldMine to maintain records, send messages, and schedule activities.

The corporate office is located in the business district, but some employees are located in other areas. Three account representatives, Julia, Michael, and Rick, work with distributors and independent bookstores throughout the region. Smith & Doe needs a cost-effective solution for these representatives to send orders and record updates to the office, as well as to receive messages, changes to contact records made at the office, and changes to individual calendar activities. In addition, the shipping department works in a warehouse that is located in a different part of the city. The shipping department needs to receive orders from the office and relay information about inventory.

Smith & Doe has installed GoldSync to increase the efficiency of company operations, both within the corporate office and offsite. To ensure that orders are received and shipped as quickly as possible, Smith & Doe runs GoldSync on a server connected to four telephone lines. The server is a dedicated PC used only to run GoldSync and perform remote synchronization.

Each account representative runs GoldMine on a notebook to send new or changed orders. The warehouse supervisor runs GoldSync to retrieve new and changed orders. Because the server is connected to four telephone lines, Julia, Michael, and Rick—the three representatives—and the warehouse supervisor can send and retrieve data simultaneously. If multiple, simultaneous synchronization is not anticipated, the server can use fewer modems. Each remote PC can be assigned specific dialing and access rights to ensure the integrity of the company’s data, and to ensure that each employee receives the appropriate types of information.

The following table lists the hardware and telecommunications items that Smith & Doe needs to use GoldSync to perform simultaneous remote synchronization with multiple users.

Scenario Three System Requirements

Hardware/ Telecommunications	Number Required
Server	1
Remote PCs	4
Modems	GoldSync server: up to 4 remote PCs: 1 each
Telephone lines	4

You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.

Scenario Three Optimization: Continuously Processing Data Updates

A server running GoldSync can set up one process to handle multiple simultaneous synchronization tasks. While dedicating one process to phone calls, an additional process can continually process retrieved data, and create transfer sets during a specified period. By continually creating transfer sets, remote users do not have to wait a full day or week for their next scheduled synchronization to receive data sent by other remote users. This ensures that regardless of when a user synchronizes, he can get updates from other users within a period as short as an hour. The advantage of continuous data processing is shown in the following scenario.

Smith & Doe finds that business is growing after the publication of a best-selling book. Six new account representatives are hired during a corporate expansion. Linda and Gary were hired to join the staff of the three senior representatives, Julia, Michael, and Rick, at the West Coast corporate office. Then the company hired Chris and Steven, who were assigned to work out of the Northeastern regional office. Finally, Thom and Franklin were hired to work out of the South Central regional office.

Smith & Doe policy requires that offsite employees perform remote synchronization at midnight. Soon after adding offices and staff members, the company encountered a problem—after any single synchronization, individuals did not receive the same updates. Depending on the location of the remote site, some users would end up receiving updates that were one day “behind” information received by other users.

Chris and Steven, who synchronized at midnight Eastern Time, indicated that they did not receive updates to data or messages from either the South Central office or the corporate office until the next night. Instead, Chris and Steven encountered a one-cycle delay in retrieved updates and messages.

Thom and Franklin did receive same-day updates from the Northeastern regional office and their own South Central regional office, but because they synchronized at midnight Central Time, they did not get same-day updates from the corporate office. They also encountered a one-cycle delay in data retrieved from the West Coast.

Smith & Doe solved the one-cycle delay problem by setting up GoldSync to continuously process transfer sets, as shown in the following figure.

Each server set up one process to continuously process data, and transfer sets were created every hour for each remote site. These transfer sets were held for later pickup by the remote site. Chris, Steven, Thom, and Franklin were then able to use their notebook PCs to call the server in their regional offices at any time, then they could pick up transfer sets that were no older than one hour. Each transfer set would contain the types of data set up in GoldSync as appropriate for the specific user.

The following table lists the hardware and telecommunications requirements for the Smith & Doe corporate office to use GoldSync to both continuously process transfer sets and simultaneously synchronize with multiple remote users.

Scenario Three Optimization: Corporate Office System Requirements

Hardware/ Telecommunications	Number Required
File server	1
GoldSync servers	1
Remote site PCs	6
Modems	GoldSync server: up to 3 remote PCs: 1 each
Telephone lines	3
The following table lists the hardware and telecommunications requirements for the Smith & Doe regional offices to use GoldSync to perform both continuous processing and simultaneous remote synchronization with multiple users.

Scenario Three Optimization: Regional Office System Requirements

Hardware/ Telecommunications	Number Required
File server	1
GoldSync server	1
Remote site PCs	3
Modems	GoldSync server: 3 remote PCs: 1 each
Telephone lines	3
You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.


Scenario Four:GoldMine Sites Calling GoldSync via Direct Internet Connection

Using a direct Internet connection, GoldSync can synchronize with a remote site in real time, similar to synchronizing over telephone lines. In the following scenario, GoldSync will wait for a remote GoldMine system to call, establish a connection, and synchronize by transferring data across the Internet. The most significant advantage of calling via the Internet is savings on telephone costs. By using an Internet connection instead of calling over telephone lines, the calling system can dial a local telephone number to an Internet Service Provider (ISP).

To perform synchronization via the Internet, the receiving GoldSync server will typically subscribe to a static Internet Protocol (IPaddress. This is not the standard dynamic address randomly assigned to subscribers. To set up a static IP account, contact your ISP.

Note:	GoldSync and GoldMine systems can synchronize using a dynamic IP address, although this process requires user intervention. GoldSync servers that will regularly receive calls from GoldMine sites via direct Internet connection should have a static address.

You must configure Windows 95 dial-up networking to connect to your ISP.

The following scenario illustrates the convenience and cost-effectiveness of synchronizing via direct Internet connection.

After acquiring the publishing rights to the most popular western region magazine, WestMetro, Smith & Doe finds that demand is increasing for many of their book titles. The three senior west coast account representatives, Julia, Michael, and Rick, are traveling extensively to promote the company’s full line of publications to distributors and independent book retailers throughout the west coast states.

Due to the rapid growth of the company, each representative needs frequent updates more urgently than ever. However, Smith & Doe wants to keep communications costs low, especially for data exchange. The IS Manager, Robert, decides that synchronizing via direct Internet connection is an effective method to control telephone costs while meeting the need for frequent updates. He sets up accounts with an ISP that provides local access numbers in many cities throughout the region so that the account representatives can dial a local number to synchronize.

Because the account representatives can dial local numbers to access their Internet providers, they can send transfer sets at any time during the day at minimal cost, even from their hotel rooms.

When a call comes in to the static address, GoldSync accepts the incoming call, and retrieves the transfer set(s). While retrieving the transfer set(s), GoldSync will simultaneously prepare a transfer set(s) to send to the calling site(s). Julia, Michael, and Rick now have updated information as quickly as synchronizing via modem, but at far less cost, regardless of when they synchronize.

The following table lists the hardware and telecommunications requirements for Smith & Doe to use GoldSync to synchronize via direct Internet connection.

Scenario Four System Requirements

Hardware/ Telecommunications	Number Required
Dedicated server	1
Remote PCs	at least 1
Modems	GoldSync server: 1 remote PCs: 1 each
Telephone lines	1 available to each calling system
ISP accounts	1 assigned  to each GoldMine site GoldSync server: static IP address
You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.


Scenario Five:GoldSync Calling Remote GoldMine Sites

GoldSync can dial out to initialize synchronization with remote GoldMine sites or other GoldSync servers. As shown in the following scenario, this configuration might be more likely when GoldSync synchronizes with fixed sites.

Diamond National Bank has established a headquarters office in the Long Beach bank, and several dozen branch offices throughout Southern California. To ensure consistent daily updates at each office, the MIS director has configured GoldSync to call the branches at night to synchronize. By calling after hours, the headquarters office can take advantage of low system demand, as well as save telephone charges when calling those offices outside of the local calling area.

Every night, GoldSync at the headquarters office prepares a transfer set to send to each of the branch offices. Each of the remote sites configures the GoldMine system to wait for an incoming call. GoldSync will dial each remote site at a defined time, then send a transfer set.

At the same time that GoldSync is sending the transfer set, the remote GoldMine system prepares a transfer set for GoldSync to retrieve. This “dual-action” synchronization can reduce the amount of time and telephone charges required.

When GoldSync has finished sending the transfer set to the remote GoldMine system, and retrieving a transfer set from the remote GoldMine system, the call is ended. GoldSync and each GoldMine site decompress the transfer sets after the call has terminated. In the morning, the Diamond National Bank headquarters office and each branch office will have fully updated contact files.

The following table lists the hardware and telecommunications requirements for Diamond National Bank to use GoldSync to initiate synchronization via modem with each branch office.

Scenario Five System Requirements

Hardware/ Telecommunications	Number Required
Dedicated server	1
Remote PCs	at least 1 per branch
Modems	GoldSync server: 1 remote PC to synchronize: 1
Telephone lines	1 available to each calling system
You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.


Scenario Six:GoldSync Calling GoldMine via Direct Internet Connection

Using a direct Internet connection, GoldSync can synchronize with a remote site in real time, similar to synchronizing over telephone lines. In the following scenario, GoldSync will call a remote GoldMine site, establish a connection, and synchronize by transferring data across the Internet. The most significant advantage of calling via the Internet is savings on telephone costs. By using an Internet connection instead of calling over telephone lines, the calling system can dial a local telephone number to an Internet Service Provider (ISP).

You must configure Windows 95 dial-up networking to connect to your ISP. For more information about configuring GoldSync settings to access an IP account, see GoldMine’s online Help. If a receiving GoldSync or GoldMine site has access to only a dynamic Internet Protocol (IP) address, the user at the receiving site must determine the address for the current connection, and inform the user who will be initiating synchronization. Windows 95 includes a program for determining a dynamic IP address during a connection.

The following scenario illustrates the convenience and cost-effectiveness of synchronizing via direct Internet connection.

Lucky Products is an import-export company that specializes in buying unusual items from the Far East for resale to retail stores throughout the country. Lucky Products stations a team of buyers in major cities in Asia to search for exotic items. To best tailor demand from the retail stores to the items purchased, the headquarters office in Los Angeles needs daily updates on the activities of the buyers. The buyers need information on what types of items are in demand from the retail stores, as well as messages from other buyers and the headquarters office.

The president of Lucky Products believes that daily updates are essential, but the CFO is concerned about the high cost of frequent overseas telephone calls. Some of the buyers complain that they cannot get adequate information over the telephone.

The IS Manager suggests that the company set up GoldSync to synchronize via direct Internet connection. Many of the major cities in Asia, such as Tokyo, Hong Kong, and Seoul, have Internet access. Using GoldSync to synchronize via direct Internet connection allows all parties to connect to a local Internet Service Provider (ISP). Therefore, the cost is the same to call at any time, so that time zone differences are less critical.

At the time that the overseas buyer is scheduled to synchronize, the buyer finds his IP address using a program available in Windows 95. The buyer sends the IP address for the current connection via e-mail to the contact at the headquarters office.

The buyer remains connected to the Internet to “keep” the address until GoldSync calls. While GoldSync is sending a transfer set to the remote site, GoldMine prepares a transfer set to send to GoldSync. Processing a transfer set simultaneously enhances the efficiency and cost-effectiveness of synchronization.

When synchronization is finished, the remote GoldMine site can decompress the transfer set. The buyer then has updates from headquarters at a fraction of the cost of synchronizing via modem.

The following table lists the hardware and telecommunications requirements for Lucky Products to use GoldSync to synchronize via direct Internet connection.

Scenario Six System Requirements

Hardware/ Telecommunications	Number Required
Dedicated server	1
Remote PCs	at least 1
Modems	GoldSync server: 1 remote PCs: 1 each
Telephone lines	1 available to each calling system
ISP accounts	1 assigned  to each GoldMine site GoldSync server: static IP address
You can use a sample configuration of GoldSync screens for GoldSync to accept calls from a GoldMine remote site as the basis for your own configuration.


Scenario Seven:GoldSync-to-GoldSync Synchronization via WAN

GoldSync can perform remote synchronization using a Wide Area Network (WAN) or Remote Access Server (RAS), as shown in the following scenario.

Intercity Advertising develops public relations and advertising campaigns for companies throughout Texas, specializing in electronic media campaigns in the Dallas and Houston markets. To get the best results for their clients, the agency has set up offices in Dallas and Houston. Within each office, Intercity Advertising runs GoldMine on individual PCs that communicate over a LAN to maintain a current client database, and to update records on production and media purchases for each campaign. When the agency added GoldSync to their system, the Dallas office ran GoldSync each night to send and retrieve transfer sets with the Houston office.

Over time, the number of clients and campaigns grew, so that a nightly synchronization was no longer adequate to keep the Dallas and Houston offices updated with information about prospects and especially about media purchases. The agency first solved the demand for more frequent updates by dedicating one task in each office’s GoldSync server to continuously process transfer sets. However, this solution eventually proved inadequate, as the volume of client contacts, commercial production, and media purchases continued to increase rapidly.

Intercity Advertising developed a GoldSync configuration that enabled the agency to frequently update information at both offices in a cost-effective setup. The Dallas office and the Houston office each dedicated one GoldSync server to only sending and retrieving transfer sets to the other office across the WAN.

Each server would need to set up one process to perform the two-way, continuous synchronization:

•	Calling GoldSync performs queue-processing

•	Answering GoldSync is set to accept incoming calls

In this scenario, the Dallas office sets up GoldSync to initiate synchronization with the GoldSync server in the Houston office. The Dallas server creates transfers sets, then connects to the Houston server. The Houston server waits for a call from Dallas, then performs a two-way synchronization.

The following table lists the hardware and telecommunications requirements for each office of Intercity Advertising to use GoldSync to perform continuous remote synchronization via WAN.

Scenario Seven System Requirements

Hardware/ Telecommunications	Number Required in each office
File server	1
GoldSync server	1
Modems	none
Telephone lines	none


Accessing the GoldSync Manager

To start the GoldSync Synchronization Manager, you must have GoldMine 4.0 installed and running:

From the Main Menu, select File|Synchronization|GoldSync Synchronization Manager. The GoldSync Manager appears. By default, GoldMine displays a list of sites.

The GoldSync Manager is a one-stop point of access to all GoldSync displays. From the GoldSync Manager, you can access displays and functionality for the following:

•	Sites: set up, view, and maintain individual remote site settings or groups of sites.

•	Processes: select a predefined process, or set up and maintain custom synchronization processes.

•	Logs: select the type of log display that provides the connection or file information that you need.

Before you can synchronize with GoldSync, you must add synchronizing sytems, or sites, and select processes, which define the conditions of each synchronization session.

Configuring Remote Sites

Administrating the GoldSync Manager involves maintaining sites, maintaining and initiating processes, and maintaining the GoldSync system periodically.

Other Topics:

Working with Sites

Working with Processes

Displaying the Sync Logs


Deleting a Site

Over time, changes to a company may need to delete one or more sites from GoldSync.

To delete a site:

In the GoldSync Manager browse window, select the remote site that must be removed. Select Delete.

A warning prompt asks:

Delete this site?

To delete the site, select Yes.


Working with Sites

The first step in setting up a GoldSync system is to define calling and access rights for each remote system, or site, that will communicate with the server. The maximum number of sites that can be set up is limited only by your site license agreement.

GoldSync offers multiple levels of enhanced data security by:

•	Checking the site name and license serial number of a remote site prior to synchronizing

•	Requiring entry of a password from the remote site

•	Setting options to control the variety of access rights and data type requests from a remote site

•	Encrypting the transfer set

GoldSync provides security access by checking the site name and license serial number of a connecting system. During site setup, the site administrator can enhance system security by setting additional parameters for each site’s calling and access rights. For example, one site may be allowed only to receive calls from the server, while another site may both send and retrieve to specified directories or files in the server.

To ensure data security at the GoldSync server, any functionality available to the remote site must be specified in GoldSync. If an option is selected in GoldSync, then the server accepts a request made in the corresponding field of the site’s GoldMine display. For example, if GoldSync is set to accept an override telephone number entry from the remote site, then the remote user can enter a telephone number in GoldMine, and the server will dial this number instead of the number originally entered in GoldSync.

To view or work with site settings, you must access the Sites display of the GoldSync Manager. Check the drop-down field on the upper-right side of the dialog box to ensure that you are viewing the Sites display, or a tab corresponding to a group of sites that you want to view.

The GoldSync Manager/Sites dialog box contains the following information and options:

Site ID

GoldMine license serial number for the remote site. GoldSync accepts only valid, unique serial numbers.

Site Name

Descriptive name for the remote site.

Section

Designation that identifies the site as part of a group. Grouping on a section value can be used as a means of working with a subset of sites, based on any relevant criteria, such as geographic location.

Site Codes

User-defined site identification that identifies which sites are included in a process. GoldSync uses site codes only for queue processing. A process acts only on sites that have a matching site code entered in this field. That is, one of the site code entries in the Site tab of the Site Properties window must match one of the codes entered in the Site code(s) to process field in the Process tab of the Sync Process Properties window. For example, if a process is set up to include all sites with the site code MIS, and two sites identified as MIS and EC are listed in the Site tab, the process includes the MIS site but excludes the EC site.

LastSync

Last date of automated data transfer.

NextSync

Date of the next scheduled data transfer.

New

Displays the Site Properties window, from which you can add a site.

Delete

Removes a site.

Properties

Displays the Site Properties window, from which you can modify an existing site.

To select the order by which sites can be listed for viewing, click on the column heading by which you want to sort. For example, if you want to list sites by ascending serial number, select ID; if you want to list sites in alphabetical order by site name, select Name.

Other Topics:

Sites Local Menu

Overview to Site Setup


Sites Local Menu

To display the Sites local menu, right-click in the browse window. To enable menu options for an existing site entry, select the site entry before right-clicking to display the local menu.

The Sites local menu contains the following options:

New

Displays the Site Properties window, from which you can add a site.

Delete

Removes a site.

Properties

Displays the Site Properties window, from which you can modify an existing site.


Overview to Site Setup

Each system must be set up in the GoldSync Manager to define the calling and access rights for the site. GoldSync determines which functions are available to each remote site. If any calling and access function is not enabled in the GoldSync Manager, the remote site can select the function in GoldMine, but will not receive support for that function.

To add or edit a remote site from the GoldSync Manager/Sites dialog box:

To add a site, select New. To make changes to a site, select Properties. Starting with the Site tab, you will define a variety of settings for the site, including:

•	Entering Basic Information about a Site

•	Defining Synchronization Settings

•	Defining Synchronization Privileges

•	Defining Options for Queue Processing

•	Defining Connection Settings for Queue Processing

•	Defining the Schedule for Queue Processing

Other Topics:

Deleting a Site

Setting up GoldSync Configurations


Entering Basic Information about a Site

Each system must be set up in the GoldSync Manager to define the calling and access rights for the site. GoldSync determines which functions are available to each remote site. If any calling and access function is not enabled in the GoldSync Manager, the remote site can select the function in GoldMine, but will not receive support for that function.

To add or edit a remote site from the GoldSync Manager/Sites dialog box:

To add a site, select New. To make changes to a site, select Properties.

By default, GoldSync displays the Site tab. Because the preceding figure shows the Site Properties window that appears for defining a new site, the first display includes only the Site tab.

The Site tab contains the following options:

Site type

Specifies the remote system as one of the following:

•	Undocked User

•	Remote Site

•	Another License

This field is not available when you modify an existing site record.

User name

or

Remote site

or

Remote serial no, User/Site name

Specifies the value(s) that GoldSync will use to identify the remote site. Depending on the option selected for the Site type field, the ID will consist of one of the following:

•	User name: designates the GoldMine user name that GoldSync will use to identify the undocked system. This field label appears only if the selected Site type is Undocked User.

•	Remote site: designates the GoldMine license serial number for the remote site. GoldSync accepts only unique, eight-digit serial numbers. This field label appears only if the selected Site type is Remote Site.

•	Remote serial no.: designates the GoldMine license serial number for the remote site. GoldSync accepts only unique, eight-digit serial numbers.

User/Site name: designates the GoldMine user name or site name that GoldSync will use to identify the system. If the remote system is the primary Enterprise license, you can leave this field blank. However, if the remote system is an undocked system, you must place an entry in this field.

Remote serial no. and User/Site name appear only if the selected Site type is Another License.

The above field(s) are not available when you modify an existing site record.

Site name

Descriptive name for the remote site of up to 45 characters.

Site code(s)

User-defined site identification that identifies which sites are included in a process. GoldSync uses site codes only for queue processing. A process acts only on sites that have a matching site code entered in this field. That is, one of the site code entries in this tab must match one of the codes entered in the Site code(s) to process field in the Process tab of the Sync Process Properties window. For example, if a process is set up to include all sites with the site code MIS, and two sites identified as MIS and EC are listed in the Site tab, the process includes the MIS site but excludes the EC site.

The Site code(s) to process field in the Process tab of the Sync Process Properties window accepts a maximum of 20 characters. To set up a process that includes multiple sites, enter very brief Site codes for each site.

Site section

Value that can be assigned to create a group of sites. You can use a group to view a subset of sites. When you add a Site section value to the F2 lookup, GoldSync automatically creates a folder for the section under the Sites folder. For example, you can group sites by geographic location, such as North, South, East, and West. If you select the folder for West, you can view all sites that have a Site section entry of West.

Password

Optional alphanumeric code of up to eight characters that, if defined, the remote user must enter to access the GoldSync server. The field may be left blank to bypass this security option.

Note: To set up a site, you must select one or both of the following options:

Accept incoming call from this site

Directs the server to accept calls from the remote site. If this box is checked, the Site Properties window displays three tabs: Site, Settings, and Privileges.

Be sure to leave this box blank to prevent the remote site from accessing the server.

Perform automated Queue-Processing for this site

Directs the server to continuously process transfer sets.

A server can continually process data to create updated transfer sets and also accept incoming calls from remote sites. The first process can work in the background to create transfer sets for each remote site during a specified period, such as one hour, then place the transfer set into the site’s directory for later pickup. The second process can receive incoming calls from remote sites.

When a remote site calls, the server can send a transfer set that is no older than the specified time period, such as one hour.

If this box is checked, the Site Properties window displays the following tabs: Site, Settings, Q-Options, Q-Connection, and Q-Interval.

Note: Accept incoming call from this site and Perform automated Queue-Processing for this site work independently of each other. For example, a call to the server from a remote site does not update the Cut Off date and time in the Settings tab.

Therefore, to disable a remote site, remove the checks from both the Accept incoming call from this site checkbox and the Perform automated Queue-Processing for this site checkbox.

When done defining or modifying the site, either select OK to close the Site Properties window, or select the Settings tab to define settings for send, retrieval, and cut off options.


Defining Synchronization Settings

From the Site Properties window, select the Settings tab. The Settings tab contains the following options:

Send Options

Displays the Send Options dialog box, from which you can specify the database files and record types to include in the transfer set.

Retrieve Options

Displays the Retrieve Options dialog box, from which you can specify the database files and record types to include in the transfer set.

Ignore cutoff time (send all records)

Includes all new or changed contact records in the transfer set, regardless of when the changes were made.

ALL contact records cut off

Sets the date and time deadline after which those contact records that have been added or changed will be included in the transfer set. GoldSync automatically updates a cutoff after synchronizing with a remote site.

The first field displays the date cutoff. The date format depends on the standard selected. If you need to change the date entry, you can type a new date in the field, click [image], or press [F2] to display the graphical calendar.

The second field displays the time cutoff. The time format is HH:MM. If you need to change the time entry, you can type a new time in the field, click [image], or press [F2] to display the graphical clock.

Activity-linked records cut off

Creates a transfer set that contains records linked to the calendar activities of one or more users selected from the Users’ calendar records list of the Send Options dialog box. Only those contact records related to those users’ new or changed scheduled activities are included in the transfer set. You can apply a filter if additional conditions are needed to select records that meet specific criteria.

When finished defining or modifying the site, either select OK to close the Site Properties window, or select one of the following tabs to continue defining synchronization settings for the remote site:

•	Privileges tab: to finish setting up a site for which GoldSync will Accept incoming calls from this site (also available if combined with Perform automated Queue-Processing for this site)

•	Q-Options tab: to continue setting up a site for which GoldSync will only Perform automated Queue-Processing for this site


Defining Send Options

When you select Send Options from either the Transfer Set Send Options dialog box (GoldMine), or the Settings tab of the Site Properties window (GoldSync), the Send Options dialog box appears.

The Send Options dialog box contains the following options:

Send Filters (GoldSync only)

Displays the Send Filters dialog box, from which you can specify a Send Filter to applys to data selected for the transfer set. You can also specify a Delete Filter to remove the remote site’s records for an old territory; use this feature to realign the sales territory for a remote site.

Contact sets

Selects one or more contact databases from which GoldMine can draw updated data to include in the transfer set. You can select multiple contact sets.

Database files

Specifies the database files to be included in the completed transfer set. When the transfer is completed, GoldMine will have created the specified files in the location designated by Records in the transfer set found at the location below in the Transfer Set Send Options dialog box.

Send record types

Specifies the record types that GoldMine must include in the transfer set based on the selected database file(s). To display record types that correspond to a database, highlight the database. For example, to select one or more record types corresponding to the CONTSUPP database file, in the Database Files pane, highlight Contsupp.

The Options pane displays checkboxes for Deleted records, Organization records, Additional records, Profile records, Extended profile headers, Referral records, Linked records, and Linked documents.

Each of these record types are unique to the CONTSUPP database file. If you then select Cal, you will see Deleted records and record types unique to the Cal database, such as Appointments, Call backs, etc.

Send deleted records is available for every database files.

By default, GoldMine selects all record types for all selected database files.

Send users’ calendar

Selects one or more users whose calendar activities should be included in the transfer set. To include the calendar activities of all users, select (all).

To include no calendar activities, do not check any of the Users’ calendar records boxes.

Send records visible to user(s)

Includes only those records that can be displayed by the specified user. To include only records that can be displayed by all users, select (public).

Undocked User Options

If you define the Site type as Undocked User in the Site tab of the Site Properties window, you can increase access rights and enhance security for the remote user by selecting one or both of the following options:

•	Sync security: allows you to change access rights in GoldMine for a remote undocked user

•	Sync password: allows you to change the login password in GoldMine for a remote undocked user

When done specifying options for sending data, select OK.

Other Topics:

Selecting Send and Delete Filters

Defining Retrieval Options


Selecting Send and Delete Filters

When you select Send Filters from the Send Options dialog box, the Send Filters dialog box appears. From this dialog box, you can select a filter to apply to records going into a transfer set. You can also select a filter to delete records at the remote site; this feature is very useful to remove old territory records when realigning sales territories.

Send Filter

Displays the Expression Builder dialog box, from which you can select an existing filter, modify an existing filter, or build a filter. GoldSync applies this filter to select records to send to the site(s).

Delete Filter

Displays the Expression Builder dialog box, from which you can select an existing filter, modify an existing filter, or build a filter. GoldSync applies this filter to delete old territory records of the remote site. The Delete filter will synchronize only once.

Once selected or defined in the Expression Builder dialog box, GoldSync displays the filter(s) in the pane below Send Filter and/or Delete Filter.

When done specifying filter(s), select OK.

See also:

Working with the Expression Builder


Defining Retrieval Options

When you select Retrieve Options from the Settings tab, the Retrieve Options dialog box appears.

The Retrieve Options dialog box contains the following options:

Retrieve Filter

Displays the Retrieve Filter dialog box, from which you can either specify a Retrieve Filter to apply to data retrieved from the transfer set.

Contact sets

Selects one or more contact databases from which GoldMine draws updated data to include in the transfer set. You can select multiple database files.

Database files

Specifies the database files that will be included in the completed transfer set. When the transfer is completed, GoldMine will have created the specified files in the location designated in Records in the transfer set found at the location below field of the Transfer Set Send Options dialog box. Table 13 lists the supported database files.

Retrieve record types

Specifies the record types for GoldMine to either create or update based on the selected database file(s). To display record types that correspond to a database, highlight the database. For example, to select one or more record types corresponding to the CONTSUPP database file, in the Database Files pane, highlight Contsupp. As shown in the preceding figure, the Options pane displays checkboxes for Send deleted records, and Organization records, Additional records, Profile records, Extended profile headers, Referral records, Linked records, and Linked documents. Each of these record types are unique to the CONTSUPP database file. If you then select Cal, you will see Send deleted records and record types unique to the Cal database, such as Appointments, Call backs, etc.

Send deleted records is available for every database file.

By default, GoldMine selects all record types for all selected database files.

Retrieve users’ calendar

Selects one or more users whose Calendar activities should be included in the transfer set. To include the scheduled activities of all users, select (all).

To avoid including any calendar activities, do not check any of the Users’ calendar records boxes.

If an incoming contact set is NOT defined in this system, retrieve the data into the following Contact set

Specifies the contact database that GoldMine updates with the data from the incoming transfer set if there is no contact database with a matching File Code. The File Code is a unique code that identifies the contact database among multiple files during remote synchronization.

When done, select OK to close the Retrieve Options dialog box, and return to the Settings tab.

Other Topics:

Selecting a Filter for Retrieved Records

Defining Send Options


Selecting a Filter for Retrieved Records

You can specify a filter for GoldSync to apply when retrieving records. Applying a filter can enhance security, but will also slow the retrieval process.

To either select an existing filter or define a new filter, select Retrieve Filter. The Expression Builder dialog box appears. When done, select OK.

Once you have specified a filter, GoldSync displays the filter expression in the pane below the Retrieve Filter button.


Defining Synchronization Privileges

You can define access and data transfer privileges for the site in the Privileges tab. This tab is available only if you select Accept incoming call from this site from the Site tab.

GoldSync controls calling and access rights for each remote site. These client request rights are specified in the Privileges tab. Although all GoldSync options appear to be available on the remote user’s GoldMine Transfer Set Retrieve Options display in the Synchronization Wizard, GoldSync processes only those requests that have been selected in the Privileges tab for the remote user.

From the Site Properties window, select the Privileges tab.

The Privileges tab contains the following options:

Allow site to pick up waiting transfer set

Directs the server to accept a request from the remote site for a previously created transfer set. That is, the remote site can log in to the server to retrieve a transfer set that the server has created and is holding for the remote site. By default, GoldSync selects this option.

Allow site to override the default retrieve filter

Allow the remote site to apply a filter to override a GoldSync filter for selecting data to be included in the transfer set sent from GoldMine to GoldSync. The remote site must select Override GoldSync server’s retrieve filter, and can impose a filter created in GoldMine.

Send data from GoldMine to this site

Directs the server to send a transfer set upon request from the calling remote site. By default, GoldSync selects this option.

To specify which data types are included in the transfer set, accept the default selection or remove the check from ALL new or changed contact records, and/or Only contact records linked to activities—see below.

You can specify which record types are included in the transfer set.

ALL new or changed contact records

Creates a transfer set that includes all contact records that have been added or changed after the cutoff date/time until the time of the call. You can apply a filter if additional conditions are needed to select records that meet specific criteria.

Only contact records linked to activities

Creates a transfer set that contains records linked to activities on the user’s Calendar. Only those contact records related to the user’s scheduled activities are included in the transfer set. You can apply a filter if additional conditions are needed to select records that meet specific criteria.

When done defining access and data retrieval privileges, either select OK to close the Site Properties window, or select one of the Q tabs if you also selected Perform automated Queue-Processing for this site from the Site tab, and need to define one or more of the settings in the set of three queue processing-related tab.

You can next define a variety of settings, including:

•	Queue processing options for synchronization when GoldSync initiates a call

•	Options for connecting with the site

•	Schedule for queue processing


Defining Options for Queue Processing

When you select the Q-Options tab in the Site Properties window, the Q-Options tab appears.

The Q-Options tab contains the following options:

Send

Select one of the following to specify the record types that GoldSync includes in the transfer set:

•	ALL new or changed contact records: GoldSync will create a transfer set that includes all contact records that have been added or changed after the cutoff date/time until the time of the call. If additional conditions are needed to select only records that meet specific criteria, a filter may be applied. By default, GoldSync will select this option.

•	Only contact records linked to activities: GoldSync will create a transfer set that contains records linked to activities on the user’s Calendar. Only those contact records related to the user’s scheduled activities are included in the transfer set. If additional conditions are needed to select only records that meet specific criteria, a filter may be applied.

Retrieve data sent from this site into GoldMine

Directs the server to retrieve a transfer set upon from the calling remote site.

GoldSync Request Options

Displays the GoldSync Request Options dialog box, from which you can specify the method of retrieval and types of data to be included in the transfer set.

GoldSync processes only those requests that have been selected for the remote user.

When done, either select OK to close the Site Properties window, or select one of the remaining Q tabs to continue defining properties for queue processing.

Other Topics:

Defining Connection Settings for Queue Processing

Defining the Schedule for Queue Processing


Requesting Data from a GoldSync Server

If you select GoldSync Request Options from the Q-Options tab, GoldMine displays the GoldSync Request Options dialog box. You can define options for retrieving data from a remote GoldSync server.

The GoldSync Request Options dialog box contains the following options:

Note: The following options related to requests from the GoldSync server will only be accepted if allowed by the GoldSync server.

The first drop-down list contains options for retrieving a transfer set. Select one of the following options:

•	I am picking up waiting transfer set.

•	I will wait on-line while GoldSync creates the transfer set.

Retrieve record type

GoldMine retrieves and processes a transfer set containing data from the remote GoldMine or GoldSync system as specified from the following options:

•	ALL new or changed contact records: retrieves all contact records created or modified since the cutoff date. The default cutoff date is the date of the last synchronization.

•	Only contact records linked to scheduled activities: retrieves additions or changes to only records linked to activities on the user’s calendar.

This drop-down list is available only if you select I will wait on-line while GoldSync creates the transfer set.

When done, select OK to close the GoldSync Request Options dialog box


Defining Connection Settings for Queue Processing

You can define connection settings for the site from the Q-Connection tab.

From the Site Properties window, select the Q-Connection tab. The Q-Connection tab contains the following options:

Connect using

Communication carrier that GoldSync uses to synchronize with the remote site. By default, GoldSync displays Modem. To specify a different mode, select one of the following from the drop-down list:

•	Network—see Network path

•	Internet (Direct)—see IP address

•	Internet (Email)—see Internet address

•	Shared Paths—see Shared paths

Phone number

Telephone number at which GoldSync server can receive a call. This option is available if you select Modem from Connect using.

IP address

Internet Provider (IP) address assigned to the GoldSync server by an Internet Service Provider (ISP). This option is available if you select Internet (Direct) from Connect using.

Typically, an ISP randomly assigns an address to a subscriber. The server must use a static, or constant, IP address to successfully synchronize via direct Internet connection. Contact your Internet Provider for information about obtaining a static IP address.

Network path

Path on the network to the location from which GoldSync retrieves a transfer set from the remote site, and leaves a transfer set for the remote site to retrieve. This option is available if you select Network from Connect using.

To navigate through your system to find the location that you want to select, click [image]. The Browse for Folder dialog box appears, from which you can select a directory or other system location.

Internet address

Internet e-mail return address to the remote site. This entry should be the same as the entry in Your return address field of the remote site’s GoldMine Edit|Preferences|Internet tab.

A valid Internet address typically combines an Internet user name, and the server name, as shown in the following example.

Internet user name

johndoe@somewhere.comserver name

This option is available if you select Internet (Email) from Connect using.

Shared paths

Destinations for two transfer sets in a GoldSync -to-GoldSync synchronization via WAN:

•	Location in which your GoldSync system leaves a transfer set for another GoldSync system to retrieve.

•	Location from which your GoldSync system retrieves a transfer set from another GoldSync system.

This option is available if you select Shared Paths from Connect using.

To designate each of these locations, click Select Paths. The Shared Paths dialog box appears.

When done, either select OK to close the Site Properties window, or select the Q-Interval tab to define the schedule for queue processing.


Designating Shared Paths

When you click Select Paths in the Q-Connection tab, the Shared Paths dialog box appears.

The Shared Paths dialog box contains the following options:

Location in which your GoldSync system leaves a transfer set for another GoldSync system to retrieve. For example, if your system is identified as GSW-1, and the remote GoldSync system is identified as GSW-2, you might place your outbound transfer sets for GSW-2 in x:\forgsw2\.

To navigate through your system to find the location that you want to select, click [image]. The Browse for Folder dialog box appears, from which you can select a directory or other system location.

Location from which your GoldSync system retrieves a transfer set from another GoldSync system. For example, if your system is identified as GSW-1, and the remote GoldSync system is identified as GSW-2, you might retrieve inbound transfer sets from GSW-2 in x:\forgsw1\.

To navigate through your system to find the location that you want to select, click [image]. The Browse for Folder dialog box appears, from which you can select a directory or other system location.

When done, select OK to close the Shared Paths dialog box, and return to the Q-Connection tab.


Defining the Schedule for Queue Processing

When you select the Q-Interval tab in the Site Properties window, the Q-Interval tab appears.

The Q-Interval tab contains the following options:

Queue synchronization frequency

Period of time for GoldSync to wait after a successful attempt at synchronization with the remote site before initiating communications again. This period of time is known as the synchronization interval: By default, GoldSync initiates synchronization once a day at the synchronization time indicated in the time field of Next sync time—see below.

The entry appears in DD:HH:MM format, where DD represents the number of days in the interval period, HH represents the hour in military time, and MM represents the minutes after the hour. For example, to process the site’s records every 30 minutes, type 00:00:30 in the field.

To select a frequency other than the default schedule of once a day, click [image]. The Synchronization Frequency dialog box appears, from which you can specify an interval for GoldSync to initiate synchronization.

Sync Period

Displays the Synchronization Period dialog box, from which you can define the day and time intervals at which GoldSync will attempt to synchronize with the remote site.

If an error occurred, try again in

Period of time for GoldSync to wait after an unsuccessful attempt at synchronization with the remote site before initiating communications again. This period of time is known as the fail interval. The entry appears in DD:HH:MM format, where DD represents the number of days in the interval period, HH represents the hour in military time (24-hour clock), and MM represents the minutes after the hour. By default, GoldSync sets the fail interval at ten minutes.

If an attempt at synchronization fails, GoldSync tries to connect with the site three times. After the third failed retry, GoldSync sets a new synchronization time based on the time entered in Next sync time—see below.

To select a fail interval other than the default value of ten minutes, click [image]. The Synchronization Frequency dialog box appears, from which you can specify a fail interval.

Next sync time

Schedule for the date and time of the next outgoing call. The first field shows the date. The second field shows the time. By default, GoldSync updates these fields after each synchronization.

If necessary, you can type a new entry in either of the fields, click [image], or select the date or time graphically by right-clicking in the field to display the graphical calendar (date field), or graphical clock (time field).

When done, select OK to close the Site Properties window.


Defining Synchronization Frequency

When you select Frequency from the Call Remote by dialog box, the Synchronization Frequency dialog box appears.

The Synchronization Frequency dialog box contains three settings for Synchronize with this site every to define how often GoldMine initiates a call to synchronize with the specified remote site:

•	day(s): number of days that GoldMine waits before initiating synchronization. The default value is 1.

•	hour(s): number of hours that GoldMine waits before initiating synchronization. The default value is 0.

•	minute(s): number of minutes that GoldMine waits before initiating synchronization. The default value is 0.

When done, select OK to close the Synchronization Frequency dialog box, and return to the Q-Interval tab.


Defining Synchronization Intervals

When you select Sync Period from the Call Remote by dialog box (GoldMine), Sync Period from the Q-Interval tab of the Site Properties window (GoldSync), or  Sync Active Period from the Process tab of the Sync Process Properties window (GoldSync), the Synchronization Period dialog box appears.

The Synchronization Period dialog box contains an option for each day of the week, such as Sunday, Monday, etc. By default, GoldMine selects every day option.

Next to each day option are two time fields. The first time field sets the earliest time in the period during which your system can call GoldSync. The default time in this first field is 12:00 am.

The second field sets the last time in the period during which your system can call GoldSync. The default time in this second field is 11:59 pm.

When done defining the synchronization period, select OK to close the Synchronization Period dialog box, and return to the Call Remote by dialog box.


Synchronizing from a Remote Site

A remote user can select options that determine some aspects of a GoldSync synchronization session, such as the synchronization method—that is, the types of records to be included in the transfer set—and the method of retrieval. Any functionality available to the remote site must be specified in GoldSync. If the corresponding option is selected in GoldSync, then the server accepts the request made by the remote site.

To transfer data with GoldSync, the remote PC must have a modem installed and configured properly in the GoldMine  Preferences dialog box. The remote user must also set up the GoldMine Synchornization Wizard to synchronize with GoldSync.

Other Topics:

Relationship between GoldSync Server and GoldMine Site


Relationship between GoldSync Server and GoldMine Site

GoldSync controls calling and access rights for each remote site. Although all GoldSync options appear to be available on the remote user’s GoldMine Request from GoldSync Server display, GoldSync processes only those requests that have been selected for the remote user.

The following table lists the GoldSync fields that directly control GoldMine options available to a remote user, and provides references to the field descriptions in both programs. The following figure illustrates which GoldSync fields determine the availability of specific functionality in GoldMine.

Relationship between GoldSync and GoldMine Fields

GoldSync field that controls…		...the functionality of this GoldMine option
Accept incoming call from this site		Call remote
Allow site to pick up waiting set		• I am picking up waiting transfer set • I will wait on-line while GoldSync creates the transfer set. • I will pick up the transfer set later.
Retrieve data sent by this site		Send changed data to remote
Send data from GoldMine to this site		Retrieve changed data from remote
ALL new or changed contact records		All new or changed contact records
Only contact records linked to activities		Only contact records linked to my scheduled activities
Allow site to override the default retrieve filter		Override GoldSync server’s retrieve filter
Other Topics:

Synchronizing from a Remote Site


Setting up Processes

GoldSync is designed for use by companies or agencies who need automated communications of data with PCs located in remote sites. Transferring data involves packaging data in a format appropriate for sending, and determining the mode of delivery. There are several commonly used methods of data transfer. Data can be transferred by placing file(s) on a floppy disk, leaving file(s) in an accessible area of a LAN/WAN, or using a modem to transfer data over either telephone lines or the Internet.

Setting up a remote site identifies the callers, conditions of data transfer, and access rights. Setting up a process configures the communications parameters of the server, and how the server performs synchronization, that is, whether GoldSync answers calls from a remote, calls the remote, or both makes and answers calls. A process record automatically sets up separate processes for each site that will synchronize.

A GoldSync server supervises each telephone line used for remote synchronization. Typically, a dedicated PC is required to execute each GoldSync server. A process administers multiple processes, or remote synchronization sessions, because each GoldSync server can support multiple processes at a time.

To perform more multiple simultaneous remote synchronization sessions, add GoldSync servers to the network as needed. When multiple GoldSync servers are running, they automatically become aware of each other, and cooperate to share the processing load.

Other Topics:

Working with Processes


Working with Processes

To view or work with processes, you must access the Processes display of the GoldSync Manager. To access the Processes display:

From the Main Menu, select File|Synchronization|GoldSync Synchronization Manager. The GoldSync Manager appears. By default, GoldMine displays a list of sites.

To work with a process, click on the arrow to the right of the field to display the drop-down list. Select Processes.

When working with processes, the browse window in the GoldSync Manager dialog box displays different information than when you work with sites.

The GoldSync Manager/Processes dialog box contains the following information and options:

Process Name

Descriptive name for the process.

Site Codes

Identifies which sites are authorized to communicate with the modem. The field accepts up to 20 alphanumeric characters.

Multiple sites can be entered into this window. To enter multiple sites, place a space between each site code typed in this field.

Process ID

Code of up to 15 characters that identifies a process in the server. GoldSync records the Process ID in the synchronization logs to identify which process handled the synchronization session.

Machine ID

Environment variable of up to ten characters assigned to the server that GoldSync uses to identify the physical PC. Each process on the server must contain a Machine ID entry that matches this code.

Auto-Start

Indicates that the Auto-start this process was selected from the Process tab of the Sync Process Properties window. Auto-start this process restarts a process automatically if GoldSync has experienced an interruption, such as a power failure.

New

Displays the Sync Process Properties window, from which you can add a site.

Delete

Removes a process.

Properties

Displays the Sync Process Properties window, from which you can modify an existing site.

Sync Agent

Automates startup and running of the selected process ast the day(s) and time(s) designated in Synchronization Period dialog box. Once you select this button, the Process Monitor appears in the background of the work area.

Start

Starts the selected process. The Process Monitor appears, listing each component task as processed.

Stop

Stops the selected process immediately.

Other Topics:

Processes Local Menu

Entering Basic Information about a Process

Defining Process Functions


Processes Local Menu

To display the Processes local menu for a selected site, right-click in the browse window.

The Processes local menu contains the following options:

Start

Starts the selected process. The Process Monitor appears, listing each component task as processed.

Stop

Stops the selected process immediately.

New

Displays the Sync Process Properties window, from which you can add a site.

Delete

Removes a process.

Properties

Displays the Sync Process Properties window, from which you can modify an existing site.


Entering Basic Information about a Process

Each process must be set up in the GoldSync Manager to define the server, sites, and mode of communications for the synchronization.

To add a process to the server configuration, select New.

To change a configuration for an existing process, highlight the process in the browse window of the GoldSync Manager/Processes dialog box. Once the record is highlighted, double-click on the process.

The Sync Process Properties window appears. When editing a process, the Sync Process Properties window will contain the previously entered settings.

By default, GoldSync displays the Process tab. The Process tab contains the following settings:

Machine ID

Environment variable of up to ten characters that GoldSync uses to identify the server. The server must have a Machine ID entry that matches this code to run the process.

Process ID

Identification code of up to 15 characters assigned to a modem in the server. You must enter a value in this field to define a process.

Process name

Descriptive name for the process of up to 40 characters. Typically, this name indicates whether or not GoldSync will initiate the call, and the mode of communication. For example, Incoming Call via Modem indicates that GoldSync waits to receive a call, and then synchronizes over standard telephone lines.

Note: Each of the following log options creates records of over 100 bytes each. Maintaining these logs will take a large amount of disk space. Therefore, select the log options primarily for troubleshooting or debugging.

Log Sync Details

Displays details about each action that occurs on the server during a process, including any errors.

Log Record Changes

Creates a log record for each retrieved record.

Auto-Start this process

Restarts the process automatically if GoldSync has experienced an interruption, such as a power failure.

Sync Active Period

Displays the Synchronization Period dialog box, from which you can set day and time options for synchronization.

To finish creating a site, select the Functions tab to set up the mode of synchronization and method of connection for the process.

Other Topics:

Defining Process Functions


Defining Process Functions

When you select the Functions tab in the Sync Process Properties window, the Functions tab appears.

The Functions tab contains the following options:

Function

Select one of the following options to define which system initiates synchronization:

•	Perform Queue-Processing: GoldSync initiates synchronization.

•	Wait for Incoming Call: GoldSync waits for a remote system to initiate synchronization.

Site code(s) to process

Identifies which sites are processed. GoldSync processes only sites that have a matching site code entered in the Site codes field of the Site tab. That is, one of the site code entries in the Site tab must match one of the codes entered in this Site code(s) to process field. For example, if a process is set up to include all sites with the site code MIS, and two sites identified as MIS and EC are listed in the Site tab, the process includes the MIS site, but excludes the EC site.

Multiple sites can be entered into this window. Separate each site code with a space. Applies only to processes that perform queue processing.

Connect using

Specifies the mode of synchronization from the following options:

•	Modem

•	Network

•	Internet (Direct)

•	Internet (E-mail)

•	Shared Paths

IP address

Internet Protocol (IP) address: static Internet Protocol (IP) address. Typically, this is not the standard dynamic address randomly assigned to subscribers. However, to use a dynamic IP address, you can run the Windows 95 program WINIPCFG to display the dynamic IP address for your current Internet connection. You can call the site that place the call to relay the IP address information.

Note: To run WINIPCFG: from the Windows 95 Taskbar, select Start|Run to display the Run dialog box. After the prompt, type WINIPCFG. The IP Configuration dialog box will appear. The IP Address field contains the dynamic IP address for your current Internet connection.

This optionis available only for an Internet (Direct) connection made by an incoming call to GoldSync.

Maximum number of concurrent site processing

Number of the peak anticipated load of sites that will synchronize at the same time. This field accepts values up to 10.

This option is available for any type of connection except Modem.

Select the modems which this process can use

Selects one or more modems that GoldSync uses for the process.

This option is available only if Modem is the selected type of connection.

When done, select OK to close the Sync Process Properties window. If you created a process, the process appears in the GoldSync Manager/Processes dialog box.


Deleting a Process

To delete a process:

From the GoldSync Manager/Processes dialog box, select a process, then either select Delete from the GoldSync Manager/Processes dialog box, or right-click to display the local menu, from which you can select Delete.

A warning prompt asks:

Delete this process?

To delete the process, select Yes.

Other Topics:

Starting a Process


Starting a Process

After setting up sites and processes, you must initialize each process so that GoldSync can perform synchronization according to the settings entered in the site and process records. You can set GoldSync to run multiple processes simultaneously.

To start a process:

From the GoldSync Manager, highlight the first process that you want to initialize.

To start a selected process, either select Start, or right-click to display the local menu, then select Start. The Process Monitor appears.

Other Topics:

Stopping a Process


Working with the Process Monitor

When you select either Sync Agent from the GoldSync Manager, or start a process, the Process Monitor appears.

The Process Monitor shows the progress of the current synchronization session. The upper pane shows the logged user who started the synchronization process and each major level of the process. The lower pane shows the processing of each component task, including the creation of the transfer set, as shown in the preceding figure.

If you specified a Log option in the Process tab in the Sync Process Properties window, the Process Monitor displays a list of synchronization activity for the selected process(es). The log can display either a summary of activities or details. The Detail log requires more disk space to maintain, so this log type is typically used for troubleshooting only.

The Process Monitor contains a toolbar with the following icons:

	Stop selected process		Toggle log display
	Copy logs to Windows’ Clipboard		Clear logs
By clicking on the title bar of the GoldSync Manager, you can place the Process Monitor in the background to initialize another process. You can continue to start each process in the same way until all required processes are initialized. The Process Monitor adds each initialized process to the list by number, as shown in the following figure.

You can adjust the level of detail displayed in the upper pane to check on the status of individual tasks. A process that contains details available for display shows [image] next to the icon. Click [image] to display process information. Each task is numbered.

Other Topics:

Process Monitor Local Menu


Process Monitor Local Menu

To display the Process Monitor local menu, right-click in the upper pane of the window. The Process Monitor local menu contains the following options:

Stop

Stops the selected process. Once stopped, the process does not continue running, but must be reactivated to enable future synchronization.

Stop All Processes

Stops all currently running processes.

Close When All Processes Are Done

Closes the Process Monitor window when all processes have finished.


Stopping a Process

Stopping a process stops all action indefinitely. Once stopped, the process does not continue running. The process must be reactivated to enable future synchronization.

GoldSync has two methods of stopping a process:

•	Stopping one selected process

•	Stopping all processes

To stop a process selected from the Process Monitor:

From the Process Monitor, select either Stop, or select the local menu option Stop.

The process must be reactivated to enable future synchronization.

To stop all processes:

From the Process Monitor, select the local menu option Stop All Processes. A prompt asks:

Do you wish to stop ALL processes?

To stop the processes, Process Monitor, select Yes.

Each process must be reactivated to enable future synchronization.

Other Topics:

Starting a Process


Displaying the Sync Logs

GoldSync puts information about communications activities in four synchronization logs, or sync logs. Displaying one of these sync logs provides details about either calling activity or server activity during the synchronization process. The entries are ordered by task. Deleting the activity records on a routine basis will save disk space and help to maintain processing efficiency.

Each sync log provides different information about GoldSync activities:

•	Connection Logs contain records that detail each call’s activity.

•	Detailed logs contain records that detail each action performed for each active process. This log also includes errors that occur during processing.

•	Contact Files Logs contain records from the ContTLog file. This log records all changes made to the contact set files.

•	GoldMine Files Logs contain records from the GMTLog file. This log records all changes made to all GoldMine files except those recorded in the Contact Files Logs.

To view a log, you must access the Sync Logs display of the GoldSync Manager. To access the Sync Logs display:

From the Main Menu, select File|Synchronization|GoldSync Synchronization Manager. The GoldSync Manager appears. By default, GoldMine displays a list of sites.

To view a log, click on the arrow to the right of the field to display the drop-down list. From the Sync Logs tab, select the type of log that you want to view.

Other Topics:

Displaying the Connection Logs

Displaying the Detailed Logs

Displaying the Contact Files Logs

Displaying the GoldMine Files Logs

Purging Log Entries


Displaying the Connection Logs

The Connection Logs dialog box contains records that detail each call’s activity.

To view the Connection Logs dialog box from the GoldSync Manager drop-down list, select Connection Logs.

The Connection Logs dialog box lists activity data in six columns:

Machine ID

Environment variable assigned to the server in the process setup that GoldSync uses to identify the physical PC.

Process ID

Code that identifies a process in the server.

Task

ID for the specific component task included in the process.

Site ID

GoldSync serial number for the server.

Time

Date in MM/DD format and time in HH:MM format that the activity occurred.

Reference

Brief description of the activity; for example, “Compressing transfer set.”

When done viewing the Connection Logs dialog box, either select another folder from the GoldSync Manager drop-down list, or click [image] to close the GoldSync Manager.

Other Topics:

Displaying the Detailed Logs

Displaying the Contact Files Logs

Displaying the GoldMine Files Logs

Purging Log Entries


Displaying the Detailed Logs

The Detailed Logs dialog box contain records that detail each action performed for each active process. This log also includes errors that occur during processing.

To view the Detailed Logs dialog box, from the GoldSync Manager drop-down list, select Detailed Logs.

The Detailed Logs dialog box lists activity data in six columns:

Machine ID

Environment variable assigned to the server in the process setup that GoldSync uses to identify the physical PC.

Process ID

Code that identifies a process in the server.

Task

ID for the specific component task included in the process.

Site ID

GoldSync serial number for the server.

Time

Date in MM/DD format and time in HH:MM format that the activity occurred.

Reference

Brief description of the activity; for example, Compressing transfer set.

When done viewing the Detailed Logs dialog box, either select another folder from the GoldSync Manager drop-down list, or click [image] to close the GoldSync Manager.

Other Topics:

Displaying the Connection Logs

Displaying the Contact Files Logs

Displaying the GoldMine Files Logs

Purging Log Entries


Displaying the Contact Files Logs

The Contact Files Logs dialog box contains records from the ContTLog file. This log records all changes made to the contact set files.

To view the Contact Files Logs dialog box, from the GoldSync Manager drop-down list, select Contact Files Logs.

The Contact Files Logs dialog box lists activity data in five columns:

Sync Stamp

Date and time that the record was added to the contact database.

Log Stamp

Date and time that GoldSync recorded the activity.

Table

Contact file involved or affected by the activity.

Field Name

GoldMine field involved or affected by the activity.

User ID

GoldMine user name that GoldSync uses to identify the undocked system. This field label appears only if the selected Site type is Undocked User.

When done viewing the Contact Files Logs dialog box, either select another folder from the GoldSync Manager drop-down list, or click [image] to close the GoldSync Manager.

Other Topics:

Displaying the Connection Logs

Displaying the Detailed Logs

Displaying the GoldMine Files Logs

Purging Log Entries


Displaying the GoldMine Files Logs

The GoldMine Files Logs dialog box contains records from the GMTLog file. This log records all changes made to GoldMine files except those recorded in the Contact Files Logs.

To view the GoldMine Files Logs dialog box, from the GoldSync Manager drop-down list, select GoldMine Files Logs.

The GoldMine Files Logs dialog box lists activity data in five columns:

Sync Stamp

Date and time that the activity occurred during processing.

Log Stamp

Date and time that GoldSync recorded the activity.

Table

GoldMine system file involved or affected by the activity.

Field Name

GoldMine field involved or affected by the activity.

User ID

GoldMine user name that GoldSync uses to identify the undocked system. This field label appears only if the selected Site type is Undocked User.

When done viewing the GoldMine Files Logs dialog box, either select another folder from the GoldSync Manager drop-down list, or click [image] to close the GoldSync Manager.

Other Topics:

Displaying the Connection Logs

Displaying the Detailed Logs

Displaying the Contact Files Logs

Purging Log Entries


Purging Log Entries

Maintaining logs can consume significant disk space. You will want to periodically purge old logs to reduce the storage space required.

To delete old entries from one or more GoldSync logs:

From the GoldSync Manager, select the log type that you want to purge from the Sync Logs section of the drop-down list. For example, if you want to purge the Contact Files Logs, select Contact Files Logs from the drop-down list. If you want to purge old entries in all logs, you can select any log type.

You can delete log entries by either:

•	Selecting Delete.

•	In the log browse window, right-clicking to display the local menu, then selecting Purge Logs.

The Delete Logs dialog box appears. The Delete Logs dialog box contains the following options:

Log Types

Select one or more of the following:

•	Contact Files Logs

•	GoldMine Files Logs

•	Sync Logs: purges entries from both the Connection Logs and Detailed Logs

Cutoff Date

Cutoff date for deleting records; that is, GoldSync purges all records created before the date entry in this field. To change the date, either type a date in the field, or press [F2] to display a calendar, from which you can select a date.

When done, select OK to start deleting records. During the purge process, GoldSync displays the Process Monitor. When done, GoldSync closes the Process Monitor.


Appendix:Setting up GoldSync Configurations
Setting up GoldSync Configurations

Most GoldSync operations involve synchronization via:

•	Modem

•	Internet

•	WAN/RAS

•	Shared directories

Note: GoldSync can make transfer sets prior to performing remote synchronization. To enable GoldSync to make transfer sets in advance, you must set up an additional configuration.


Configuring GoldMine-to-GoldSync Remote Synchronization via Modem

In this configuration, each remote site initiates a call. To configure remote synchronization in which the GoldMine remote site(s) call the GoldSync server, define options in the the GoldSync Site Properties window as shown in the following figure for each remote site to be included in the process.

Site Properties window settings to set up GoldMine calling GoldSync via Modem

Site tab

Once you have defined the configuration(s) for the remote site(s), select the second process listed in the GoldSync Manager/Processes dialog box, which is titled Incoming Call via Modem. When you select this process, the Process tab of the Sync Process Properties window looks similar to the following figure.

When you select Incoming Call via Modem, the Functions tab of the Sync Process Properties window looks similar to the following figure.

Other Topics:

Configuring GoldSync-to-GoldMine Remote Synchronization via Modem


Configuring GoldSync-to-GoldMine Remote Synchronization via Modem

In this configuration, the server initiates a call. To configure remote synchronization in which the GoldMine remote site(s) call the GoldSync server, define options in the the GoldSync Site Properties window as shown in the following figure for each remote site to be included in the process.

Site Properties window settings to set up GoldSync calling GoldMine via Modem

Site tab

Once you have defined the configuration(s) for the remote site(s), select Queue-Processing via Modem process from the GoldSync Manager/Processes dialog box. When you select this process, the Process tab of the Sync Process Properties window looks similar to the following figure.

When you select Perform Automatic Queue-Processing for this site, the Functions tab of the Sync Process Properties window looks similar to the following figure.

Other Topics:

Configuring GoldMine-to-GoldSync Remote Synchronization via Modem


Configuring GoldMine-to-GoldSync Remote Synchronization via Internet E-mail

To perform remote synchronization via Internet e-mail, each GoldMine and GoldSync system must have an account with an Internet Service Provider (ISP) that has true Internet e-mail access. You must configure Windows 95 dial-up networking to connect to your ISP. That is, the ISP must support Post Office Protocol version 3 (POP3) and Simple Mail Transport Protocol (SMTP to synchronize via the Internet with GoldMine or GoldSync.

For details on configuring GoldSync settings to access an Internet e-mail account, see GoldMine’s online Help.

In this configuration, the server and the remote sites initiate calls to pick up waiting transfer sets from the Internet mail server.

To configure remote synchronization via Internet e-mail, set up the GoldSync Privileges tab of the Site Properties window as shown in the following figure for each remote site to be included in the process.

Site Properties window settings to set up Synchronization via Internet E-mail

Site tab

Once you select Queue-Processing via Internet (Email), the Process tab of the Sync Process Properties window looks similar to the following figure.

When you select Queue-Processing via Internet (Email), the Functions tab of the Sync Process Properties window looks similar to the following figure.


Configuring GoldSync-to-GoldMine Remote Synchronization via Direct Internet Connection
Configuring GoldMine-to-GoldSync Remote Synchronization via Direct Internet Connection

Using a direct Internet connection, a remote GoldMine site can synchronize with GoldSync in real time. The most significant advantage of calling via the Internet is savings on telephone costs. By using an Internet connection instead of calling over telephone lines, the remote site can dial a local telephone number to an Internet Service Provider (ISP).

You must configure Windows 95 dial-up networking to connect to your ISP. For more information about configuring GoldSync settings to access an IP account, see GoldMine’s online Help. GoldMine can synchronize to either a static Internet Protocol (IP) address, or a dynamic IP address. If GoldSync has access to only a dynamic IP address, the user at the GoldSync site must determine the address for the current connection, and inform the GoldMine user who will be initiating synchronization. Windows 95 includes a program for determining a dynamic IP address during a connection.

In this configuration, the remote GoldMine sites initiate calls to send and retrieve transfer sets using a direct Internet connection instead of a direct telephone line connection.

To configure remote synchronization via direct Internet connection, define options in the the GoldSync Site Properties window as shown in the following figure for each remote site to be included in the process.

Site Properties window settings to set up GoldMine calling GoldSync via Direct Internet Connection

Site tab

Once you have defined the configuration(s) for the remote site(s), select Incoming Call via Internet (Direct) process from the GoldSync Manager/Processes dialog box. When you select this process, the Process tab of the Sync Process Properties window looks similar to the following figure.

When you select Incoming Call via Internet (Direct), the Functions tab of the Sync Process Properties window looks similar to the following figure.


Configuring GoldSync-to-GoldMine Remote Synchronization via Direct Internet Connection

Using a direct Internet connection, GoldSync can synchronize with remote GoldMine sites in real time. The most significant advantage of calling via the Internet is savings on telephone costs. By using an Internet connection instead of calling over telephone lines, GoldSync can dial a local telephone number to an Internet Service Provider (ISP).

You must configure Windows 95 dial-up networking to connect to your ISP. For more information about configuring GoldSync settings to access an IP account, see GoldMine’s online Help. GoldSync can synchronize to either a static Internet Protocol (IP) address, or a dynamic IP address. If GoldSync has access to only a dynamic IP address, the user at the remote GoldMine site must determine the address for the current connection, and inform the GoldSync user who will be initiating synchronization. Windows 95 includes a program for determining a dynamic IP address during a connection.

In this configuration, GoldSync initiates calls to send and retrieve transfer sets using a direct Internet connection instead of a direct telephone line connection.

To configure remote synchronization via direct Internet connection, set up the GoldSync Privileges tab of the Site Properties window as shown in the following figure for each remote site to be included in the process.

Site Properties window settings to set up GoldSync calling GoldMine via Direct Internet Connection

Site tab

Once you have defined the configuration(s) for the remote site(s), select Queue-Processing via Internet (Direct) process from the GoldSync Manager/Processes dialog box. When you select this process, the Process tab of the Sync Process Properties window looks similar to the following figure.

When you select Queue-Processing via Internet (Direct), the Functions tab of the Sync Process Properties window looks similar to the following figure.


Configuring GoldSync-to-GoldMine Remote Synchronization via WAN/RAS

GoldSync can synchronize over a Wide Area Network (WAN) or Remote Access Server (RAS).

In this configuration, the GoldMine remote site must initiate the call, while GoldSync must remain in “answer mode.” The following figure shows a GoldMine remote site calling the GoldSync server to synchronize via WAN/RAS.

To configure remote synchronization in which the GoldMine remote site calls the GoldSync server via WAN/RAS, define options in the the GoldSync Site Properties window as shown in the following figure for each remote site to be included in the process.

Site Properties window settings to set up GoldMine calling GoldSync via WAN/RAS

Site tab

Once you have defined the configuration for the remote site(s), select Incoming Call via WAN/RAS from the GoldSync Manager/Processes dialog box. When you select this process, the Process tab of the Sync Process Properties window looks similar to the following figure.

When you select Incoming Call via WAN/RAS, the Functions tab of the Sync Process Properties window looks similar to the following figure.


Configuring GoldSync-to-GoldSync Remote Synchronizationvia Shared Directories

In a GoldSync-to-GoldSync configuration for remote synchronization via shared directories, the servers do not make calls. Instead of calling to retrieve a transfer set, each server places the outgoing transfer set in a specified directory. The retrieving server retrieves the transfer set from that directory.

To set up remote synchronization between GoldSync servers via shared directories, you must set up the GoldSync Q-Connection tab of the Site Properties window for the GSW-1 server and the GSW-2 server. In this configuration, there is neither a calling server nor an answering server. Both servers initiate actions to place and retrieve transfer sets from shared directories.

To configure remote synchronization via shared directories, define options in the the GoldSync Site Properties window as shown in the following figure for each GoldSync system.

Site Properties window settings to set up GoldSync calling GoldSync via Shared Directories

Site tab

Click Select Paths to display the Shared Paths dialog box, as shown in the above figure. The destinations for the outgoing transfer set and the incoming transfer set for each server can be set up as shown in the following figures.

The following figure shows the setup to designate path statements for GSW-1 to synchronize with GSW-2 via shared directories.

The following figure shows the setup to designate path statements for GSW-2 to synchronize with GSW-1 via shared directories.


Configuring GoldSync to Create Transfer Sets for Pickup

GoldSync can make transfer sets prior to performing remote synchronization. To enable GoldSync to make transfer sets in advance, you must set up an additional configuration.

To configure GoldSync to create transfer sets in advance, set up the Site Properties window as shown in the following figure.

Site Properties window settings to set up GoldSync to Create Transfer Sets for Pickup

Site tab

Once you have defined the configuration in the Site Properties window, select Queue-Processing via Shared Paths process from the GoldSync Manager/Processes dialog box. When you select this process, the Process tab of the Sync Process Properties window looks similar to the following figure.

When you select Queue-Processing via Shared Paths, the Functions tab of the Sync Process Properties window looks similar to the following figure.


Creating a Lookup Entry

When you select either New or Edit from any F2 lookup list, the F2 Entry dialog box will appear. To designate a name for the entry, after the Enter the F2 value prompt, type the title for the entry. The title can be a maximum of 30 alphanumeric characters.

When done typing the title for the F2 entry, select OK to close the F2 Entry dialog box, and return to the F2 lookup list.


Selecting a User

To view the records of a different user in the activity list, click on the arrow to the right of the User Name field in the Select a User dialog box. A drop-down list will appear, from which you can select the GoldMine user whose activities you want to view. When the desired user name appears, select OK to close the Select a User dialog box, and return to the activity list display.


Adding or Editing a Group Member Profile

When you select either New Member or Properties from the Members local menu of the Groups folder, the Group Member Profile dialog box will appear.

The Group Member Profile dialog box contains two options:

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

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

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

Reference

Designates a shorthand identification of the group members by a selected attribute. You can type a value in the field. For example, to indicate that members of this group were generated on a specific date. you might type an entry that includes the date, such as Added 09/21/95.

You can also create an identification for group members by selecting an xBase expression from the Group Reference lookup window associated with the Reference field, then places that selected value in the Reference field for the group’s members.

To add the contact record displayed in the active contact record to the group, leave this field blank.

Sort

Specifies a value by which GoldMine will order group members. For example, you can type a field name, such as City, in the Sort field for GoldMine to list group members in alphabetical order by the entry in the City field of each included contact record.

To add the contact record displayed in the active contact record to the group, leave this field blank.

When done, select OK to close the Group Member Profile dialog box, and return to the Groups folder.


Adding or Editing a Leads Analysis Profile

When you select either New or Properties in the Open Leads Analysis File, the Leads Analysis Profile dialog box appears.

The Leads Analysis Profile dialog box contains the following options:

Description

Name of the leads analysis file that will appear in the File Description column of the Open Leads Analysis dialog box.

File Name

Name of the file.

Create New Leads File

Creates a file for the new lead. If you want to save the leads analysis to an existing analysis file, remove the check from this option.

When done, select OK to enter the profile, and return to the Open Leads Analysis dialog box.

Other Topics:

Performing Leads Analysis

Sorting Leads Analysis Information


Tiling Windows

Arranges open windows next to each other so that each is visible, like placing tiles on a flat surface.

Other Topics:

Cascading Windows

Arranging Icons


Cascading Windows

Overlays open windows on top of each other so that the title bar of each is visible.

Other Topics:

Tiling Windows

Arranging Icons


Arranging Icons

Arranges icons of any minimized task status windows so that each icon is visible.

Other Topics:

Tiling Windows

Cascading Windows


Closing All Windows

Removes all open or minimized windows from the work area.

Other Topics:

Tiling Windows

Cascading Windows

Arranging Icons


Displaying Toolbars

Click on the option to display or hide the selected toolbar(s). When a check appears in front of Tool Bar, all selected GoldMine toolbar(s) will appear. When a check does not appear in front of the Tool Bar option, all GoldMine toolbar(s) are hidden.


Displaying the Status Bar

Click on the option to display or hide the status bar at the bottom of the GoldMine work area. When a check appears in front of Status Bar, the status bar will appear. When a check does not appear in front of the Status Bar option, the status bar is hidden.


Toggling between Contacts

You can bring an open contact record to the front by selecting the record from the Window menu. The selected record has input focus, that is, becomes the active contact record.


Logging into GoldMine

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

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

Username

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

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

Password

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

When done, either select OK, or press [Enter] to start GoldMine.

Other Topics:

Logging Away from GoldMine


Help Topics

Online help for GoldMine that presents topics in a format similar to the Reference Manual. You can look up topics in a hierarchical Contents, look up a topic by an entry in the Index, or Find a topic by key word(s) or phrases.


How Do I

Online help for GoldMine that contains procedures for frequently performed tasks.


Quitting GoldMine

Select Exit to quit GoldMine.


Tech Support Screen

The Tech Support Screen is one of two sample field views designed to meet typical contact management needs. This view is available in the Fields folder, and contains seven predefined user fields related to product support.


End User Screen

The End User Screen is one of two sample field views designed to meet typical contact management needs. This view is available in the Fields folder, and contains nine predefined user fields related to sales.


Displaying a Contact by Record Number

To display a specific contact by number assigned by GoldMine when the record is created, type the number in the Goto Record field of the Enter a record number dialog box. Select OK. GoldMine displays the record with that number.

You can check the record number for a record—and the total number of records in the contact database—in the Summary folder.


Elevator Bar

Allows you to scroll through the list for a selection. You can click on scroll arrows on the top and bottom of the elevator bar to move incrementally through lines of data entries. The elevator bar also allows you to move the elevator box to view the entire contents of the window by "pushing" the data up or down. Once released, the elevator box snaps back to position in the middle of the elevator bar.


Elevator Box

"Pushes" data up or down in a browse window. Once released, the elevator box snaps back to position in the middle of the elevator bar.


Browse Window

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

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


Current Record

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