Using How Do I?

How Do I? is designed for use as an “on-the-job” aid. First-time users of GoldMine might refer to the guide most frequently, but any user who is trying a GoldMine feature for the first time will find the step-by-step instructions helpful. While the User’s Guide assumes familiarity with basic Windows 95 terminology, each section is designed in a modular approach to minimize references to other sections and to help you get your work done quickly and successfully.

After installation, GoldMine opens the Common File database. A Demo File database is also available. To practice procedures in the User’s Guide, use the sample data in the Demo database file.

To open the Demo File, from the Main Menu, select File|Open File. The Contact Files Listing dialog box appears. To open the Demo file, highlight the Demo File entry in the browse window, then select Open File.


Welcome to GoldMine

What’s Missing in your Workday?

As the information age spills onto your desktop, think of the events that define your workday. You probably spend most of your time on business contacts—making calls, following up with letters, recording what you said and when you said it. Whether you’re a salesperson calling on potential customers, an attorney handling a large caseload of clients, or a buyer maintaining stock levels with multiple, competing vendors, the ever-expanding demands of relationship- and information-tracking comprise a constant in your professional life.

Imagine yourself in the typical sales scenario:

An unfamiliar customer calls to check the status of his request for literature. You pull up his name in your database to establish the product/service division in which the customer is interested. Next, you check your word processor’s files for a document with the customer’s initials. Then you search your own calendar to see what, if any, upcoming activity is scheduled with regard to this particular customer. Meanwhile, as the customer waits impatiently on the phone, he mentions that he has just spoken to one of your associates. You then check your e-mail system to see if anyone sent you a message regarding this customer. After a few moments, you’re forced to tell the customer you’ll have to call him back regarding the specifics and status of his information request.

The information you need may be stored somewhere, but what’s missing is the critical ability to retrieve it quickly. There is no single source to which you can go to access all the information pertaining to this contact. Even if you’ve upgraded from your cumbersome paper filing system to one that is PC-based—replacing your Rolodex® with a database, exchanging the office correspondence and client file-drawers with a word processor, and substituting a scheduling software program for your calendar—you’re still left with an inherently flawed solution.

These systems force you to go from place to place to keep track of your contacts, and create an atmosphere of inefficiency and redundancy. Further, there is still no mechanism to directly link all the communications and activities back to the contact.

This is especially true in organizations where contact information is accessed and/or shared by many individuals. Here, productivity is significantly reduced as users are forced to switch back and forth between database applications, e-mail systems and word processor files to track a contact’s historical activity, statistical data, notes, or scheduled work.

Without a central source to tie together a contact’s related information, there is no way to effectively access and share data.

Answer: Contact Management-based Groupware

While tracking of all your contact information and related history is important, effectively managing this information is just as vital. To benefit from the various notes dashed on business cards and desk calendars, you must be able to relate them directly back to the contact. If you work closely with others, this information must be shared and communicated readily and easily.

GoldMine was developed as a workgroup contact manager to address these very issues. The program was conceived and designed to pull together both the contact information and the users of that information. In most organizations, particularly those geared toward sales, it’s necessary to track not only the contacts, but their histories and pending activities as well. Customer service, sales, MIS, management and accounting must all be able to communicate internally about their prospects, clients and vendors. GoldMine integrates these previously separate departmental entities into efficient, team-based workgroups by relating all communications and activities back to the contact.

Now, when you or anyone in your organization speaks with a prospect or an established customer, all of that contact’s related information can be easily retrieved by pulling up his GoldMine contact record. Contact information can be recorded in detail. You’ll be able to track what was said, the date and time it was said, and the individual in your organization responsible for saying it. By logically centralizing recorded communications and activities about a given contact, all the GoldMine users that have “touched” that contact’s record are linked. This process generates electronic “history files” for your contacts, establishing a more organized and productive way of conducting business to better serve your customers.

Next Step: Automating your Sales Efforts

GoldMine’s mission is to provide a powerful, comprehensively integrated, office automation solution. Unlike other Personal Information Managers (PIMs) and Contact Management Systems, GoldMine recognizes that organizations driven by sales depend on various activities that are directly or indirectly tied to the selling process. From telemarketers to marketing and management, contacts and their information are constantly being tracked and/or supported by those within your company.

The advantages of using GoldMine to coordinate and automate office activities is shown in the following scenario.

An incoming prospect call is handled by a customer service representative. Using GoldMine, the representative creates a contact record for the prospect. They then enter basic information such as company name, address and phone number, with preliminary qualifying information such as customer type, product interest and sales level. While on the phone, the representative also fulfills the caller’s request for general literature by faxing directly from GoldMine. After scheduling a demonstration diskette to be mailed out by the product fulfillment department, the representative schedules a follow-up call for the appropriate salesperson via GoldMine.

Since all the employees are a part of GoldMine’s network, the scheduled call for the new prospect automatically appears on the salesperson’s GoldMine calendar. Every day, each employee checks his or her calendar for any pending work or communications. Noting the scheduled call-back, the salesperson can pull up the prospect’s record directly from the calendar. During the conversation, the salesperson responds to the prospect’s product questions. Under the contact’s Notes tab, the salesperson can record that while the prospect currently wants a stand-alone installation; his firm plans to standardize on a network system.

Having successfully completed the call, the salesperson clears the call-back from his calendar, thereby generating a historical event tied directly to the prospect’s record. Using GoldMine, a standard follow-up letter is generated and merged with the prospect’s address to be mailed.

Several days later, the prospect receives the demo that was previously scheduled to the product fulfillment department by customer service. The prospect calls technical support for a walk-through with the demo. The receptionist takes the call and sends a phone message linked from the prospect’s record for the next available technician. The technician, working from a common support calendar in GoldMine, pulls up the prospect’s record and notes the initial stand-alone application. The technician calls the prospect to answer his questions, pointedly explaining that single user sites can easily be upgraded to a network. After the call, the technician sends an e-mail message in GoldMine to the prospect’s salesperson indicating the results of the conversation.

Based on this information, the salesperson schedules a forecasted sale in GoldMine, and calls the prospect to close this sale. After collecting the necessary payment information, such as credit card number, expiration date, shipping address and disk format, the salesperson schedules this order to the shipping department’s GoldMine calendar.

By establishing links between these previously disparate departments or mobile users, GoldMine can facilitate, track and manage the communications for your entire organization. Using tools such as task delegation, sales forecasting and contact management, various issues and concerns are processed easily and effectively.

Other Topics:

Using How Do I?

Understanding GoldMine's Database

Automating the Corporate Network


Understanding GoldMine's Database

By learning about GoldMine’s underlying file structures and how they interact and function, you’ll be able to better understand and apply the unique advantages and benefits of GoldMine. Other systems generally support only one type of data that may be stored, accessed, sorted and sometimes outputted for mailing projects. Often, organizations must maintain multiple databases to track information on prospects, clients, vendors and others. Additionally, information that is constantly changing or being updated, such as call- or appointment-related data, has to be tracked in other calendar-based or PIM systems.

Each time you, or any user in your organization, add a contact to GoldMine’s database, a contact record is created. This contact record is the standard unit of information, the basic building block from which all other information is generated. Each contact record is like an individual index card—similar to those that make up a traditional Rolodex®. Each contact record incorporates all the standard Rolodex® information, such as name, company, phone and address. Each of these different line items on the Rolodex® card translates to a corresponding Field on the contact record. While GoldMine is based on this simple model, the amount of detail you can store and track is virtually unlimited. GoldMine maintains information according to your needs and requirements.

The contact record is also the basis for most scheduled work in GoldMine. The contact record acts as the central link between GoldMine’s calendar and history—it contains all past and pending events related to the individual contact records in your GoldMine database. These events are defined as activities. These activities range from messages and calls, to appointments and to-dos. They define work routines for you and other GoldMine users.

Activities that you schedule for a future date and time are stored as records in GoldMine’s calendar file. The model here is similar to a traditional day planner. Once appointments are kept, calls are made or messages are received, they’re removed from the calendar file, and stored as completed activity records in the history file. This file is similar to a physician’s patient medical file.

Each activity record, whether it’s still pending on the calendar or completed in the history file, is directly linked to both a GoldMine user, and a specific contact record. Whenever you pull up a contact record, you can view general contact information, such as the phone number or address. You can also view a chronological log of all completed activities related to a contact—the contact’s history; or you can view a listing of what needs to be done for a contact—the contact’s pending activities. With this relational structure, GoldMine ties all the basic elements of your contact relationships together. For each contact with whom you have a relationship, you can track historical data, pending work and general contact information.

Other Topics:

Automating the Corporate Network


Automating the Corporate Network

GoldMine’s contact management and sales force automation tools can increase productivity and promote communication for individuals or for any size and type of organization. However, larger organizations with extensive, multi-site networks and/or numerous remote users, may need to take extra efforts. Organizations with MIS departments should take measured steps before implementing the system. To fully capture the potential benefits of GoldMine in such an organization, we suggest that you perform the following:

•	Define information needs

•	Assign roles for the implementation

•	Win support from your entire organization

•	Provide training

Defining Information Needs

Prior to installing and using GoldMine, you should clearly define the sales and marketing information needs of your organization. Whether you’re the only user or one of multiple users, it’s critical to determine your information requirements. Call upon a Solutions Partner or form an internal task force that includes representatives from groups within the organization that are essential to accomplishing this goal. By employing the Solutions Partner and/or task force to define your needs, you can pre-determine how GoldMine can best meet those needs.

Assigning Roles

Once your organization has carefully established its information requirements, select project coordinators or managers and technical staff to implement these requirements in the installation, setup and design of GoldMine.

Winning Support

Ensure that GoldMine is introduced to, and supported by, all the potential users of the information. Even if your automation project originates from a single group, the effect of workgroup-based information and communication management will be felt throughout the organization. Other groups whose functions will rely on the information and input provided by any individual group must have a stake in developing and maintaining the system.

Providing Effective Training

After spending a great deal of your time, energy and resources on finding a system, defining your needs and implementing the new technology, be sure to invest the necessary resources to provide training and support. A Solutions Partner can be an invaluable resource. The more skilled you and your work force are at using GoldMine, the more effective this tool will be. For a list of Authorized Solutions Partners, visit the GoldMine Software Corporation Web Site on the Internet at http://www.goldminesw.com/html/partners.htm.

Once the system is up and running, users should provide continued input on GoldMine’s effectiveness based on their daily use of the system.

Other Topics:

Understanding GoldMine's Database


GoldMine's Contact Screen

GoldMine’s contact screen consists of five components: title bar, Main Menu, toolbar(s),  a work area on which you can display one or more objects, and the status line.


title bar

Main Menu

toolbar

work area

status line


Using Menus and Commands

GoldMine’s menus allow you to perform the commands related to maintaining your contacts, schedule, information needs, and communications. You can access all of GoldMine’s features from three types of menus: the Main Menu, the toolbar, and the local menu.

Using the 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.

Each of the ten menus contains a set of commands. Some of these commands feature submenus or additional displays.

Menu items followed by ellipses (...) display additional dialog boxes to provide further items from which the command can be activated.

Menu items followed by [image] display submenus that list more command options.

If a menu item is dimmed, you cannot execute the item. There are three possible reasons why you cannot activate a command item:

•	Dimmed item does not apply to the current selection

•	You must activate a different command item before you can select the dimmed menu item

•	Security restrictions based on your user name or user group prevent your access to the dimmed item

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

The following steps illustrate how to display the Calendar using a mouse:

1. Point to the View command on the Main Menu at the top of GoldMine’s contact screen.

2. Click View. The View drop-down menu appears.

3. Click Calendar. The Calendar appears.

To execute Main Menu commands from the keyboard:

1. Press [Alt].

2. Press [V], which corresponds to the underlined letter of the View menu command.

3. Press either [C], or [down]-arrow] for the Calendar command.

Other Topics:

Using Local Menus

Using the Toolbar

Viewing the Status Line


Using Local Menus

In GoldMine, many dialog boxes contain browse windows. Each browse window provides a local menu, which offers additional, specialized commands. Local menu commands affect only the entries or information in that browse window. In general, if you can edit or view an entry in a display, you can access a local menu for the entry.

To work with a local menu, try the following:

1. In any contact record, select the Contacts tab.

2. In the Contacts browse window, right-click for the local menu. The local menu appears at your current mouse pointer location.

Depending on the browse window selected, each local menu contains a unique set of commands. For example, the Contacts tab’s local menu contains the following commands:

•	Dial initializes and dials your modem to call the telephone number of the additional contact

•	Swap with Primary switches an additional contact with the primary contact in the active contact record

•	Create New Record creates a new contact record with the selected additional contact as the primary contact

•	Goto Record displays the contact record created for an additional contact

•	New creates an additional contact to be associated with this contact record

•	Delete removes an additional contact from the Contacts tab

•	Properties modifies or updates information for an additional contact

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

You can access any tab folder in the contact record by pressing a hot-key combination of [Ctrl] plus the first letter of the tab’s name. For example, to select the Contacts tab, press [Ctrl]- [C]. The only exception is the Profile tab, which you access by pressing [Ctrl]-[O].

You can also access a tab using the keyboard by pressing [left-arrow] and [right-arrow].

To access a local menu using the keyboard, either the browse window, or an entry listed in the browse window must have input focus; that is, the item must be selected. You can then press [spacebar] for the local menu.

Other Topics:

Using Menus and Commands

Using the Toolbar

Viewing the Status Line


Using the 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.

GoldMine provides eight toolbars:

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

•	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

•	Standard: frequently used commands

•	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

To execute a command from the toolbar, click the toolbar icon. If you point to an icon without clicking, you can display a flyout title for the icon. A description also appears on right side of the status bar.

Other Topics:

Using Menus and Commands

Using Local Menus

Viewing the Status Line


Working with GoldMine's Displays

As you use GoldMine to manage and automate your work day, you will work with three basic displays:

•	Contact record: contains information on your contacts and acts as the basic working unit of information in GoldMine

•	Activity List: contains task or event information categorized in a set of tab folders

•	Calendar: graphically displays scheduled task and event information equivalent to information in the Activity List

GoldMine displays various types of information in dialog boxes called objects. In general, GoldMine maintains contact-related information in the contact record, user(s) activity information appears in the activity list and the calendar. Additional displays, such as the contact groups, personal Rolodex, scripts, and the InfoCenter, organize other commonly accessed information. As the need arises, you can use the personal Rolodex as a quick source for name and telephone information, the Contact Listing to find contacts, and scripts to elicit information in a consistent way.

Using Windows’ Multiple Document Interface or MDI functionality, GoldMine allows you to view multiple “windows” of information onscreen at one time. While you can display multiple windows onscreen at any time, only one can be selected, or active. An active window has a title bar with a different color than other items in the work area. The active window is the focus of all keyboard or mouse input, that is, the active object has the input focus of the system.

You can move, resize, minimize, and close any object. All of GoldMine’s objects maintain a control or system menu. The control menu is always located at the top, left corner of the object.

The control menu also lists any applicable keyboard commands that you can perform on the objects. For example, in the above figure, the control menu lists two keyboard commands, [Ctrl]-[F4] to Close the contact record, and [Ctrl]-[F6] to display the Next window.

In the right corner of the dialog box, three icons allow you to minimize, maximize, or close an object with a mouse. You can restore a minimized object by either selecting Restore from the control menu, or by double-clicking the control menu icon. Minimized objects appear as “condensed” title bars in the lower portion of GoldMine’s work area, as shown in the following example.

To display more information in a tab folder, you can expand any contact record or Activity List. To expand an object beyond normal size, double-click on the title bar. To return an expanded object to normal size, double-click on the title bar.

Other Topics:

Browse Windows


Browse Windows

Many dialog boxes in GoldMine contain browse windows, which are lists of entries, such as names, calendar events, reports, etc. 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 find a selection. You can drag the elevator box up or down in the elevator bar to navigate through the listed entries. When you release the mouse button, the browse window will remain at the position to which you scrolled. However, the elevator box will snap back to the middle of the elevator bar. Scroll arrows allow you to move incrementally through the listings for a selection.

To scroll through records using the keyboard, select an entry in the list, then press [up-arrow] or [down-arrow].

The highlighted record is called the active record. To select another record, either press [up-arrow] or [down-arrow] to move the highlight bar, or position the mouse pointer on the record, then click to select the record.

All of GoldMine’s fields have browse windows that can be customized, except the following:

•	Date and time fields throughout GoldMine

•	Ten primary fields in the contact record: Company, Contact, Last (name), Asst., Address (both), Phone1–3, and FAX

•	Ten fields in the Summary tab of the contact record: Next Step, Next Action, Appointment, Call Back, Forecast, Last Contact, Last Attempt, Last Update, Creation, and Record fields


Selecting Entries from an F2 Lookup

An F2 lookup is a special type of browse window that pops up from a field when you press [F2]. F2 lookups can be customized to contain frequently used or code-specific entries designed to track your business’ critical information. Security options can be set for the F2 lookups to validate user input and allow for standardization of your data.

To demonstrate accessing an F2 lookup, the following steps illustrate how to access the Title lookup in a contact record:

1. Position the cursor in the Title field of a contact record.

2. Right-click, or press [F2].

3. To select a predefined title entry, highlight the entry that you want by either clicking on the entry, or pressing your arrow keys to move the highlight to the entry.

4. To select the title and close the Title lookup, either click Select, or press [Enter].


Working with F2 Lookup Entries

You can add, modify, and delete values in an F2 lookup. To add new values, from the F2 lookup, either select New, or press [Insert]. The F2 Entry dialog box appears. Type the value that you want to add to the lookup, then either select OK, or press [Enter].

You can place multiple values in a single field by any of the following methods:

•	Type a semicolon (;) after the entry to append the new value after existing data in the field. GoldMine inserts a comma between entries.

•	Type a percentage sign (%) after the entry to append the new value before existing data in the field. GoldMine does not insert a comma between entries.

Note: Selecting an F2 entry without a semicolon or percentage sign will overwrite any existing data in the field.

To remove values from an F2 lookup, either select Delete, or press [Delete]. A prompt asks you Delete the selected F2 record? To complete the deletion, select Yes.

To change an entry in an F2 lookup, highlight an entry, then select Edit. The F2 Entry dialog box appears. Change the value as needed, then either select OK, or press [Enter].

You can perform the same functions from a local menu. To access the local menu in the F2 lookup, right-click, then select Edit, New, or Delete.

To display the local menu from the keyboard, press [spacebar].

Defining Rules for F2 Lookup Window Entries

If you have proper security rights, you can also define the options that regulate all F2 lookup entries, ensuring consistent and standardized data entry.

1. From the F2 lookup, either select Setup, or right-click for the local menu and select Setup.

By selecting the various settings, you can control the type of data entered by your system’s users. Entering standardized data can get the best results from GoldMine’s analysis and reporting features.

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

For example, SLS//Sales displays only the code SLS, as shown in the following example:

However, SLS Sales displays the code SLS and the descriptive title Sales, as shown in the following example:

The Demo File database contains predefined entries have been included for many of the F2 lookups. You can add to, modify, and delete these entries.

3.  When done, select OK to apply the settings to the specific F2 lookup.


Setting Time with the Graphical Clock

You can set time from a graphical clock.

1. In any time field, either press [F2] or right-click in a time field.

2. Click on the interval marks at the perimeter of the clock to change 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.

3. To select morning hours, select the radio button corresponding to am. To select afternoon or evening hours, click on the radio button corresponding to pm (default).

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

To set time from the keyboard, by press [up-arrow] or [down-arrow] in a time field. GoldMine changes the time entry by five-minute increments.

Other Topics:

Setting a Date with the Graphical Calendar


Setting a Date with the Graphical Calendar

You can select a date from a graphical calendar.

1. In any date field, either press [F2] or right-click in a date field.

2. To change the Calendar display to preceding or later dates, select Month and Year. For example, select [image] under the Month label to advance to the Calendar display to the month following the currently displayed Calendar. To return to the current date, select Today.

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

To set a date from the keyboard, by press [up-arrow] or [down-arrow] in a time field. GoldMine changes the date entry by one-day increments.

Other Topics:

Setting Time with the Graphical Clock


Contact Records

The starting point of your work in GoldMine is building a set of contact records. The contact record provides you with information on one or more contacts, and acts as the basic working unit of information in GoldMine. GoldMine displays contact information in a window called the contact record. The following figure shows a typical contact record.

Whenever you start GoldMine, the last active contact record appears in the work area. Although you can open, position, and size multiple contact records in GoldMine’s work area, only one contact record can be active at a time.

Note: The active contact record is the subject of all mouse actions and/or keystrokes; that is, the contact record has the input focus.

The contact record is divided into upper and lower portions. The upper portion contains primary contact information. The lower portion contains a full range of additional information.

The upper portion always contains the following primary contact information (starting at the top, left corner):

•	Company and name

•	Primary address

•	Primary telephone numbers

•	Five user-defined fields to store detailed contact information

The lower portion of the contact record consists of a series of tabbed folders. Nine tabs appear in the first bank of tabs. Four more labeled tabs appear in the second bank.

Note: To access the second bank of tabs, click the tab to the right of the first bank—this tab appears to be in a second row, and has a blue outline. You can toggle between the first and second banks of tabs by clicking on these tabs.

The display in the lower portion changes based on the selected tab. Using these tabbed folders, you can track and display an extensive variety and amount of information on your contacts. To increase the display area of any tab, click the bar that separates the upper portion and the lower portion, drag the bar vertically to the new position, then release the mouse button.

Other Topics:

Editing Fields in the Contact Record


Editing Fields in the Contact Record

Modify one or more fields in a contact record as follows:

1. Click in the field on the contact record that you want to modify, such as Company, then click to place the cursor in the field

or

from the Edit menu, select Edit Contact, then navigate to the field that you want to change.

To select Edit|Edit Contact from the keyboard, press the hot-key combination [Ctrl]-[Enter].

2. Place a value in the field in one of the following ways:

•	Type a value

•	Press [F2] to display a lookup, from which you can select a value

3. To move to the next field, reposition the pointer, then click to display the cursor

or

press [Tab] to advance from field to field. You can also press [down-arrow] or [up-arrow] to move between fields.

Throughout GoldMine, the standard convention for moving from field to field with a keyboard is to press [Tab]. Do not press [Enter] to navigate through any window or dialog box. Pressing [Enter] in GoldMine completes a process or ends the edit mode.

4. Once you’ve reached the next field to be modified, either type a value in the field, or select a value from an F2 lookup as described in step 2.

5. When done editing, press [Enter].

Other Topics:

Selecting Entries from an F2 Lookup


Viewing the Status Line

The status line appears at the bottom of the GoldMine window, and contains the following information:

•	Currently open contact database

•	Time and date

•	Currently logged user

•	Status of [Caps Lock] and [Num Lock]

The following figure shows the status line display.

The status line also displays brief descriptions of GoldMine’s menu commands. when you highlight them, or, in the case of the toolbar, when you point to the icon.


Viewing Online Help

2. From the Main Menu, point to the Help menu and click. A drop-down list of options appears. Two options provide information about GoldMine:

•	Help topics: provides the most complete information about GoldMine in a format similar to the GoldMine Reference Manual

•	How Do I: provides step-by-step procedures on commonly used GoldMine features

2. To select the help information that you want to access, select the option in the drop-down list.

You can also access online help from the Misc. toolbar as follows:

•	To access Help topics, click on

•	To access How Do I, click on

To access the Help menu from the keyboard, press [Alt]-[H]. Then select either Help Topics or How Do I by either pressing [down-arrow] to highlight the item and pressing [Enter], or by pressing the underlined hot-key for the item. For example, to access How Do I from the Help menu, press [O].

To access context-sensitive help for a Main Menu option or a dialog box, press [F1].

In Windows 95, online Help topics are organized in a hierarchical system of subjects and topic pages.

3. To open a subject category, highlight [image], then either click Open, or double-click on the closed book icon. When open, the book’s icon changes to [image], and individual topics appears.

4. To display a topic, highlight [image], then either click Display, or double-click on the topic page icon. The topic information appears.

a. To “jump” to a related topic within the topic display, click on any green-colored text.

b. To return to the previously displayed topic, select Back above the topic display. To return to the Contents tab, select Help Topics.

5. To print a topic, select Print, which is available from either the topic display, or the listed topics in the Contents tab. The Print dialog box appears, from which you can set options for generating the document, then print the document.

6. To close online Help, select Cancel.


Exiting GoldMine

1. From the Main Menu, select File. A drop-down list of options appears.

2. To quit GoldMine, select Exit.

You can also quit GoldMine from the Misc. toolbar by clicking on [image].

To exit GoldMine using the keyboard, press [Alt]-[F] to access the File menu from the Main Menu, then press [Enter] to select the Exit command.

You can also press [Alt]-[F4] to exit GoldMine.


Working with Contacts

Information about contacts falls into two general categories:

•	Contact information: fixed data about your contacts, such as name, address, product interest, industry or project affiliation.

•	Activity information: related, time-specific or event-based data about your contacts, such as calls, appointments, letters or tasks.

Contact information can be broken down further into the arbitrary categories of statistical data and freeform data. Statistical data can range from basic contact data, such as name and address, to category-specific details that can be used to establish target markets or customer-base profiles. Freeform data is typically more personal and less quantitative. For example, noting a contact’s preference for morning meetings over afternoon meetings would be considered freeform data.

The processes performed in GoldMine with the mouse and keyboard parallel those previously performed with Rolodex®, generic paper filing, and all those yellow “stickies.” Instead of generating paper records and files on your contacts, you’ll create organized, efficient, and fully expandable electronic files to track this information.

Other Topics:

Creating a Contact Record


Creating a Contact Record

1. From the Main Menu, select File, then select New Record. To create a contact from either the Basic toolbar or the Record toolbar, select [image].

When you select a menu with keystrokes, GoldMine highlights the first option by default.

The cursor appears in the Company field of the Add a New Record dialog box.

2. In the Company field, type the name of the contact’s company; for example, Acme Products.

3. To advance to the Contact field, either press [Tab], or reposition the mouse pointer in the Contact field, then click to bring up the cursor.

4. Type the full name of the contact; for example, W. E. Coyote, then advance to the Phone Number field.

5. Type a ten-digit telephone number, such as 6025551234 in this field. You do not need to include the separators for area code or prefix.

If necessary, type the number for a telephone extension in the Ext. field. Be sure to select International Format when you enter telephone numbers for other countries. International Format enters the telephone number without the formatting used for U.S. and Canadian telephone numbers.

Note: The International Format check box is a type of toggle option. A toggle option either activates or deactivates a function.

To activate any toggle option in GoldMine using the keyboard, either

•	Press [Tab] to advance to the option, then press [spacebar]

or

•	Press [Alt] plus the underlined letter of the option

For example, to advance to International Format, press [Alt]-[I], then press [spacebar] to select, or activate, the toggle option. A check mark appears in International Format check box.

To deactivate a toggle option, press [spacebar]. The check disappears from the box.

6. To add an Internet e-mail address for the contact, type the address in the E-mail Address field; for example, coyote@acme.com. GoldMine stores the address in the Profiles tab.

7. Select the New Record creation method option.

8. Select the Current Window view method.

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

9. Select OK. GoldMine creates a contact record with a unique account number.

Other Topics:

Working with Contacts

Adding Basic Information to a Contact Record


Adding Basic Information to a Contact Record

1. In the Dept field, either type a department name in the field, or select a department value, such as Sales, from the F2 lookup.

To move to the part of the F2 lookup that has the value that you want to select, click on the scroll arrows of the elevator bar. When the value you want appears, double-click on the value.

To scroll through entries in the F2 lookup, press [down-arrow] and [up-arrow]. If the F2 lookup contains many entries, you can move quickly to the location of a value by pressing the key corresponding to the first letter of the term. For example, to advance to the location of Marketing, press [M]. When the value you want is highlighted, press [Enter].

Note: When data is entered into the Contact field, GoldMine automatically updates the Last field. You must manually enter subsequent changes to the Last field.

2. In the Title field, either type a job title, such as Vice President, or select from the F2 lookup.

3. In the Dear field, type the salutation that you want to use for the contact in letters and documents, such as Mr., Mrs., Dr., etc.

4. In the Source field, either type the source of your introduction or connection to the contact, or select from the F2 lookup. For example, if you met a contact at the Comdex trade show in 1995, type Comdex 95.

Note: GoldMine tracks and analyzes information in the Source field to provide users with strategic data on the origin of leads, providing information on the effectiveness and profitability of marketing and advertising efforts. Source field data can be also used to track associations or relationships of your contacts.

5. Press [Tab] to advance past the Asst field to the first Address field. Type the street address, such as 3900 Central Ave. If the address includes additional information, such as Suite 510, press [Tab] to advance to the second address field, then type the additional information.

Note:The following step applies to GoldMine configurations with the default ZIP code validation option, Show window of cities. To change the ZIP code validation setting, select Edit|Preferences, then select the Record tab. Select one of the options listed in the ZIP Code Validation section.

6. In the Zip field, type the ZIP code, such as 85000.

7. In the City field, type the full name of the city.

8. In the State field, type the two-letter abbreviation for the state or province.

9. When done, select OK to add this ZIP code to your database. In the future, whenever you type this ZIP code in the Zip field of a contact record, GoldMine automatically generates the City and State entries for the contact record.

If you need to add another telephone number for the contact, continue with step 10.

If not, go to step 13.

Note: You can add city and state names automatically if you use GoldMine’s ZIP Code Database in conjunction with GoldMine. For more information about purchasing this value-added product, contact a Solutions Partner.

10. Advance to the Phone2 field. Type the area code and seven-digit telephone number for the contact’s main telephone number. Do not include separators. For example, to enter the telephone number (602) 555-1997, type 6025551997. GoldMine automatically formats the entry.

11. Press [Tab] to advance to the Ext field. Type an optional extension of up to six digits.

12. Repeat steps 10–11 as needed to enter telephone numbers and extensions in the Phone3 field, and the corresponding Ext field.

13. Press [Tab] to advance to the FAX field. Type the telephone number for the contact’s FAX line. Do not include separators. For example, to enter the FAX number (602) 555-4321, type 6025554321. GoldMine automatically formats the entry.

14. Press [Tab] to advance to the Contact Type field. To save the new contact record, press [Esc].

Other Topics:

Adding Details to a Contact Record


Adding Details to a Contact Record

Using GoldMine’s tab folders, you can add a full range of information about a contact. You can also track in-depth details about the organization, and other contacts within the organization.

Note: For easier viewing, you can expand the contact record to full window size. Select [image] on the right side of the title bar.

When you create a contact record, the name entered in the upper portion of the contact record is the primary contact. When you communicate with a contact in an organization, you typically meet and/or work with others in the organization. You can use the Contacts tab to keep information about the additional contacts at the same organization with whom you interact on a less frequent basis than the primary contact.

To associate an additional contact with a contact record:

1. In the lower portion of the contact record, select the Contacts tab.

To access the Contacts tab using the keyboard, press [Ctrl]-[C].

2. Within the Contacts tab browse window, right-click for the local menu.

3. Select New.

4. In the Contact field, type the full name of the additional contact.

To advance from field to field using the keyboard, press [Alt] plus the underlined letter in the field name. For example, press [Alt]-[L] to advance to the Title field.

5. In the Title field, either type a job title in the field, such as Regional Manager, or select from the F2 lookup.

6. In the Reference field, then either type a description in the field, such as West Coast, or select a reference entry from the F2 lookup.

7. In the Phone field, type a telephone number, including area code, if necessary. Do not include separators.

If necessary, type the number for a telephone extension in the Ext. field.

8. In the Address field, type the street address in the first Address field. If necessary, press [Tab] to advance to the second line of the Address field, then type additional address information, such as a suite number. To finish the address, type the appropriate information in the City field, State field, and ZIP field.

9. When done, either select OK, or press [Enter]. The Contact dialog box closes, and the new additional contact appears in the Contacts tab. If the Contacts tab contains previously entered contacts, GoldMine places the new contact in alphabetical order among the listed additional contacts.

Other Topics:

Entering Notes


Entering Notes

Using GoldMine, you can create a freeform note about anything in the active contact record.

1. From the Main Menu, select Edit, then select Insert a Note. To insert freeform text into the Notes tab from either the Basic toolbar or the Record toolbar, select [image].

GoldMine opens the Notes tab, and stamp the user name of the current user, date, and time at the top of the tab.

To insert freeform text into the Notes tab using the keyboard, press [Ctrl]-[I].

2. Type any text that you want to add to the contact record. When your text reaches the end of the line, GoldMine wraps text to the next line as you continue to type.

3. When done, press [Esc]. A prompt asks

Save Changes to Notes?

4. To save the text entry, select Yes.

You can also save a note entry by clicking with the left mouse button outside the Notes tab.

Note: GoldMine automatically displays the amount of notes text in bytes on the status line whenever you save an entry. Although the Notes tab can hold up to 64,000 keyboard characters, only a fraction of this total can be displayed at a time. To read through the entire text, click on the scroll arrows on the elevator bar located to the right of the tab.


Accessing Information in Tab Folders

The contact record can contain a full range of information that is categorized in tab folders. After you install GoldMine, the contact record has a tab bar that contains three banks of tabs, as shown in the following figure.

The first two banks of tabs contain GoldMine’s standard tab folders. To access the second bank of tabs, either:

•	Click the first partial tab that appears at the right of the tab bar

or

•	Press the hot-key combination to access a tab on either the first or second bank. For example, the hot-key combination for the Members tab is [Ctrl]-[M].

In addition to the tab folders for Contacts and Notes, the contact record can display information in nine other standard folders. The Summary folder provides detailed information (if available) on activities for the selected contact record, such as Prev Result, Next Step, Next Action, Appointment, Call Back, Forecast, Last Contact, Last Attempt, Last Update, Creation, and Record. GoldMine automatically generates the information in these fields whenever an activity is scheduled or completed.

Note: You can enter up to 65 characters of text in the Comments line.

•	Fields: displays up to 20 field views, and 999 customizable fields. Upon installation, GoldMine provides two standard screens. Each screen can hold additional detailed information for the selected contact record.

•	End User Screen contains nine predefined user fields

•	Tech Support Screen contains seven predefined user fields

•	Profile: displays an unlimited number of fields to hold supplemental information for the selected contact record. Profile fields offer the following advantages for data management:

•	Unlike the fields in the upper portion of the contact record, the ten predefined user fields in the Fields folder, and additional custom user fields—which are all global—profile fields can be attached on an “as-needed” basis to individual contact records. For example, if you create a profile to track a customer’s credit card number, you may never need to set up a credit card profile field for every contact in your database; some of your contacts may be on C.O.D. or net terms. A profile can be created to hold specific information for only those contacts who have purchased with their credit card.

•	Unlike the Dept, Title, Source, Dear, Asst, Address, State, Country, Phone2, Phone3 and FAX fields on primary contact screen, and the custom user fields in the Fields tab, profile fields are indexed, which enables GoldMine to perform instantaneous searches. Therefore, storing data that might be used frequently to search for contacts in profile fields will allow faster searches.

•	Profile fields can also be used as the basis on which to create an “ad hoc” database that does not require rebuilding.

•	Referral: displays bidirectional record attachments that associate a given contact record with one or more other contact records in the open contact database. These referrals may be used to automate and track the distribution of an organization’s leads or related records. This tab displays date, referral, reference and user information for the association(s) pertaining to the given contact.

•	Pending displays date, time, user, and reference information for all the upcoming or scheduled activities that are related to this contact record.

•	History: displays date, activity, user, and reference information for all the completed activities that are related to this contact record.

•	Links: lists all available documents or applications currently associated to this contact record. Using the commands available in the Links folder, you can link additional, existing documents or applications on your system directly with the contact record. In the Links folder, each entry includes information about the document, type, file, date and user.

The second bank of tabs includes the following folders:

•	Members: displays the groups to which the contact belongs. Groups are a way of creating subsets of records from a very large database. For instructions on creating a group, see “Building a Group” on page.

•	Tracks: displays Automated Process tracks assigned to the contact record. A track consists of one or more events, which are step-by-step instructions GoldMine must evaluate to perform a specified series of activities. For instructions on setting up and assigning an Automated Process, see “Handling Workflow with Automated Processes™” in the online Help file or the GoldMine Reference Manual.

•	Opptys: displays sales opportunities to which the contact is linked.

•	Projects: displays long-term projects to which the contact is linked.


Editing a Contact Record

To add or change information in a contact record:

1. From the Main Menu, select Edit, then select Edit Contact. The cursor appears in the last field accessed. For example, if you pressed [Esc] at the Contact field, when you select Edit|Edit Contact, the cursor appears in the Contact field.

2. To move to any field, either press [Tab], or click in the field that you want to edit. Do not press [Enter] to navigate through fields.

3. To change values, either type a new entry, or press [F2] to display the F2 lookup, from which you can select an entry.

4. To edit values in an open tab folder, either press [Tab] to advance from field to field, or click in the field that you want to edit. For example, if the Fields tab is open, press [Tab] to advance to a field, where you can type a value. If the tab is not open, select the tab.

Other Topics:

Accessing Information in Tab Folders


Viewing Multiple Contact Records

1. From the Main Menu, select View, then select Record. GoldMine displays the next record in the contact file in front of the originally displayed record. The second record becomes the active record.

You can also display another contact record from either the Basic toolbar or the Record toolbar by clicking on [image].

Note: When you open a contact record, GoldMine displays the next contact record in the sequence based on your last Query or Sort Order selection. For example, if you chose Last as the query method to find the contact record for Sample, GoldMine displays the contact record that alphabetically follows Sample, such as Sampler or Sanyo.

2. To replace the contact currently displayed in the just-opened contact record with the contact that you need, from the Main Menu, select Query. Select the query option most appropriate for finding the contact that you want to view, such as Contact. The Contact Listing appears.

3. In the Find Value field, type the contact’s full name.

4. To bring the contact record to the front of the screen display, press [Enter].

5. To organize all open windows, from the Main Menu, select Window, then select one of the following options:

•	Tile arranges records so all are displayed like tiles in a mosaic

•	Cascade arranges records like a stack of cards so only one record is completely visible, but the title bars of the open records are visible

6. To select a different onscreen record as active, click on any portion of the record. When records are displayed in the Cascade mode, GoldMine places the selected record on top of all other displayed records.

To move between windows in the work area using the keyboard, press [Ctrl]-[Tab].

Other Topics:

Searching for Contacts


Searching for Contacts

Trying to find a record by paging through the database one record at a time would be inefficient and time-consuming in a large database. With any database that contains more than a few dozen records, users need quick and easy retrieval methods. GoldMine provides several methods to locate a record quickly.

Using GoldMine, you can locate a record by searching based on:

•	Primary contact informationSearching_by_Name_Company_and_Other_Basic_Information

•	Any field entrySearching_for_any_Entry

•	ProfileSearching_for_a_Profile

•	Location of the record in the databaseFinding_a_Contact_by_Record_Location_in_the_Database


Searching by Name, Company, and Other Basic Information

You can retrieve a contact record by searching for a value in one of the fields that contains primary contact information, as described on page. GoldMine maintains a special type of table, or index, for many of these fields. By looking for the index value, GoldMine can retrieve the contact record almost instantly.

You can use the Contact Listing to search through the database for contact records.

1. From the Main Menu, select Query, then select one of the first five options on the Query menu to search for a contact record based on a specified value in one of the following fields:

•	Company

•	Contact

•	Last (name)

•	Phone1

•	Indexed Fields: Zip, City, Account No, or one of five Key fields

You can also display the Contact Listing by double-clicking on the label (not the entered value) of many primary information fields in the contact record.

Note: GoldMine’s search is not case-sensitive. Upper- and lower-case letters are treated the same.

2. To specify a search value, type an entry in the Find Value field, such as the company name Acme Products. By default, the value entered in the active contact record appears.

If GoldMine displays the contact record for which you performed the search, you are done.

If not, continue.

3. To specify a different field on which you want GoldMine to perform a search, select a field from the Sort Order drop-down list.

4. To enlarge the Contact Listing to display details, including additional search criteria as well as search results, select Expand.

5. To change the information displayed in the third column of the Contact Listing browse window, select a field from the 3rd Column drop-down list. By default, Phone1 field information appears in the third column.

Note: To change the width of the third column in the Contact Listing browse window, position the mouse pointer on the border of the column at the heading level. The mouse changes to a double-arrow crosshair shape. You can then move the column border to the left or right.

GoldMine restores the original column dimensions when you close the Contact Listing.

6. To specify whether GoldMine will perform the search based on primary contacts or additional contacts in the database, select one of the following options:

•	Primary Contacts (default)

•	Other Contacts

7. To specify that GoldMine not change the 3rd Column entry automatically to match the Sort Order entry, remove the check from Sync 3rd Column w/Sort. By default, GoldMine changes the 3rd Column entry automatically to match the Sort Order entry.

8. To specify that GoldMine does not automatically display the last active contact record to match the selected record in the Contact Listing browse window, remove the check from Sync Record Window.

As you type a partial or complete search value in the Find Value field of the Contact Listing, GoldMine updates the Contact Listing display; the record with the search field that matches the Find Value is highlighted.

If no record matches the entered search value exactly, GoldMine displays the record with the closest match.


Searching for any Entry

The fastest method to locate a contact record is to conduct a search based on primary contact information as described in the previous section. However, you can find a record based on information contained in any GoldMine field.

1. From the Main Menu, select Query|Search, then select one of the following options from the Search menu:

•	Primary fields: searches all fields in the upper portion of the contact record. These fields are members of the CONTACT1.DBF.

•	View Fields: searches all fields in the Summary and Field Views. These fields are members of the CONTACT2.DBF.

•	Notes: searches the Notes field in all contact records.

•	All Fields: searches every field.

Once you select a field type option, GoldMine displays a search dialog box.

Note: GoldMine’s search is not case-sensitive. Upper- and lower-case letters are treated the same.

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

GoldMine starts searching for the partial or complete value through the field types you selected.

When a match is found, GoldMine adds the record to an internal list of matches.

3. 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 changes the search window to display the results.

4. To move through the contact records that contain a match to the Search String value, click Prev or Next.


Searching for a Profile

You can perform a search based on any type of information that you routinely store in a contact record. For example, you may want to record birth date information about each contact so that you can send birthday cards each year.

1. From the Main Menu, select Query|Profile Records.

2. In the Profile field, either type the profile category, such as Computer, on which you want to conduct a search, or select from the F2 lookup.

3. In the Reference field, either type the item or attribute on which you want to conduct a search, or select from the F2 lookup. By default, the first value listed in the Reference lookup appears in the field. For example, with the Profile type Computer, you might want to find contacts who own desktop computers. GoldMine displays the next record in the database that contains the Profile type and Reference value.

4. To call the telephone number of the displayed contact record using GoldMine’s autodialer, select Dial.

5. To move through records in the contact file that match the selected profile values, select Previous and Next as necessary.

6. To list the records that have the specified profile record, select Lookup.

7. To display the contact record that corresponds to the highlighted Profile Ref. entry, select View. In the above figure, selecting View displays the record for Acme Products.

8. To edit the profile that corresponds to the highlighted Profile Ref. entry, select Properties.

9. To remove the profile that corresponds to the highlighted Profile Ref. entry, select Delete.

10. When done, select Cancel to close the Contacts with a Profile of [specified profile] dialog box, and return to the Find a contact based on a profile dialog box.


Finding a Contact by Record Location in the Database

You can also perform a search for a contact by navigating through the contact database. For example, if you want to view a contact record that you created before you received a telephone call, but you cannot recall the name of the contact, you can find the record quickly by cycling through the last-viewed records in the database.

1. From the Main Menu, select Query|Goto, then select one of the following options to navigate to a record at a specific location in the database:

•	Next Record

•	Previous Record

•	Top Record

•	Bottom Record

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

2. To navigate through contact records in reverse order as you have displayed them during the current work session—that is, the last record displayed, the record before the last displayed, etc., select Goto|Cycle Last Viewed Records.

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

3. To select a record by numbered position in the contact database, select Goto|Go to Record Number.

When you create a contact record, GoldMine assigns a sequential number to the record. The contact record keeps the assigned number until the database is rebuilt as part of system maintenance. To view the current number of a record, select the Summary tab.

4. To move to a record, type the number of the record in the Goto Record field, then select OK. By default, the number of the active record appears in this field.


Managing your Time

The second category of contact information is activity information—detailed, time-specific, or event-based data, such as calls, appointments, or letters.

Activity information is always associated directly to specific GoldMine users, but may not always be related to the contacts in GoldMine. Every contact record in GoldMine contains tab folders for pending and/or completed activity information. Since most user activities relate to contacts, GoldMine links activities to the contacts’ records by default. However, users can schedule activities that are not linked to a contact, such as a monthly staff meeting.

GoldMine defines both linked and unlinked activities as a user’s tasks or work. You can enter detailed information about upcoming tasks, or for tasks that have been performed. These activities can be used to delegate work, plan personal calendars, or establish routine operations. GoldMine displays all the activities that make up your daily schedule in an activity list. The Activity List displays all information regarding pending or completed activities for a user.

You can use the Activity List to view and manage your own activities, and, if you have been granted appropriate access rights, you can also view and manage the activities of other GoldMine users. Like the contact record, the Activity List contains tab folders that organize activity information into categories.

Other Topics:

Scheduling calls

Viewing scheduled activities, calendar, and completed activities

Completing scheduled and unscheduled calls or other activities


Scheduling a Call

1. From the Main Menu, select Schedule|Call.

You can also schedule an activity from either the Basic toolbar or the Schedule toolbar by selecting [image].

The Schedule a Call window appears. By default, GoldMine displays the Schedule tab. The name of the primary contact in the active contact record appears in the Contact field.

2. To schedule a call for an additional contact associated with the active contact record, either type the person’s name in the Contact field, or select from a drop-down list.

3. In the Code field, either type a three-character activity code, or select from the F2 lookup.

4. To associate a color to the activity for display in the Calendar, select a color from the Color drop-down list. By default, GoldMine assigns blue to every scheduled activity.

5. In the Reference field, either type a description of the call, or select from the F2 lookup.

6. In the Notes field, type any freeform information about the call.

7. In the Date field, either type the date on which you want to schedule the call, or select a date from the graphical calendar.

To change the information in any date or time field, position the cursor in the field, then click [image]. The date changes by one-day increments. The time changes by five-minute increments.

8. In the Time field, either type the time that you (or the specified user) makes the call, or specifies the time from the graphical clock.

If not otherwise specified, GoldMine assigns a.m. to the time entry. To change the entry to afternoon or evening, type p (for p.m.) after the entry.

To change the time by five-minute increments in the Time field using your keyboard, press [up-arrow] to advance the time, or [down-arrow] to set back the time.

9. In the Duration field, type the anticipated length of the call.

By default, GoldMine sets the duration in the value that seems logical for the numeric value entered in the first field. For example, if you type 10, GoldMine sets the duration in Minutes, but if you type 2, GoldMine sets the duration in Hours. To change the time increment, select either Min or Hr from the drop-down list. GoldMine automatically blocks off the specified time on your Calendar.

Note: If GoldMine detects a conflict, a Scheduling Conflict dialog box appears. GoldMine even alerts you of a conflict without a scheduled Duration if two activities are scheduled to start at the same time. The Scheduling Conflict dialog box lists the activity previously scheduled for this time. You then have the option to Ignore the previous activity and schedule the current activity, or to reschedule for another time by selecting OK.

10. To change the type of activity that actually occurred, select the activity type from the Activity drop-down list. For example, if you scheduled an appointment with the contact, but interacted by telephone, you can change the displayed entry Appoint. to Call Back.

11. To activate the pop-up alarm for this call, check Alarm. By default, GoldMine displays an alarm ten minutes before the time an activity is scheduled. To change the alarm time, type a different time in the field to the right of the option.

The default alarm period can be changed in the Alarms tab of the Preferences window.

12. To schedule a call that is not associated with the active contact record, such as scheduling a call to a friend on his birthday, remove the check from Link. By default, GoldMine checks the Link box to link a call to the active contact record.

By removing the check from Link, the scheduled call appears only in your user’s Calendar. Once completed, GoldMine records the call only in the Closed tab of your Activity List.

13. When done, select Schedule to complete the scheduling of this call.

Other Topics:

Completing a Scheduled Call

Completing Calls

Completing a Message


Setting up a To-Do List

You can keep a list of activities that do not have a specific deadline for completion. For these activities, a prioritized to-do list might work better than trying to schedule the activity.

1. From the Schedule menu, select To-do.

2. In the To-do field, type a description for the to-do activity, such as Visit competitors’ Web sites.

3. In the Notes field, type any free-form information that you want to add.

4. In the Priority field, type a number from 1–9 that determines the rank order of the activity on the to-do list.

5. In the Code field, either type a three-character code, or select from the F2 lookup.

6. To schedule a to-do that is associated with the active contact record, check Link. By default, GoldMine does not link a to-do to the contact record. If you leave Link blank, the to-do action appears only in your user’s Calendar. Once completed, GoldMine records the activity only in Closed tab of your Activity List.

7. When done, select OK to add the activity to your to-do list.


Viewing Activities

GoldMine presents activity information in three displays:

•	Activity List displays all or selected activities for a use

•	Calendar displays the same information as the Activity List, but in a graphical format

•	Pending tab of the contact record: displays all activities related to the active contact record


Viewing the Activity List

To illustrate how to view information in the Activity List, the following steps refer to the Open tab. You can access information in all Activity List tabs in a similar manner.

1. From the Main Menu, select View|Activity List. GoldMine displays an Activity List.

GoldMine categorizes activity information in the following eleven tab folders.

•	Open lists all or specified pending activities for a user with available information about activity, code, date, time, contact, and reference for a specified date range. By default, the Open tab appears when you display the Activity List for the first time. Thereafter, the last-displayed tab appears when you access the Activity List.

•	E-mail lists pending GoldMine and Internet e-mail with available information about sender, code, date, time, contact, and reference information for a specified date range.

•	Out-Box lists Internet e-mail messages that have been created, but not yet sent to the receiver(s) with available information about date that the e-mail will be sent, receiver(s), and subject.

•	Calls lists pending scheduled calls with available information about date, time, contact, code, and reference information for a specified date range.

•	Appts lists pending scheduled appointments with available information about date, time, duration, contact, code, and reference for a specified date range.

•	Forecast lists pending sales with information about close date, percentage/probability, forecast, product, and contact for a specified sort order.

•	Actions lists pending next actions and other actions with available information about code, reference, date, time, and contact for a specified date range.

•	To-do displays a list of pending to-do activities with available information about priority, code, and to-do reference.

•	Closed lists available information about date, contact, result code and reference for a specified type of activity that has been completed.

•	Filed lists all available information about sender, code, date, time, contact (receiver), and subject for both GoldMine e-mail and Internet e-mail that has been sent. This tab is similar to the Closed tab, but lists only information about completed e-mail.

•	RealTime lists all completed activities with available information about activity, user, date, time and reference information for all dates and users as logged in real time.

To access a tab using the keyboard, press the hot-key combination of [Ctrl] plus the underlined letter in the tab folder. For example, the hot-key combination for the Actions tab is [Ctrl]-[N].

2. Select the Open tab, if necessary.

3. To apply a date range other than the current date, right-click for the local menu.

4. From the local menu, select Date Range.

5. Select All Dates, then select OK. The Activity Date Range dialog box closes, and the Open tab displays all of your upcoming activities, even those activities that are not linked to a contact.

In addition to Date range, the local menu for the Open tab contains the following options:

•	Zoom displays additional information for a highlighted activity.

•	Read allows you to view a selected e-mail message (dimmed otherwise).

•	View displays a submenu from which you can select whether you want:

Detailed View displays additional information in the lower part of the browse window.

Sync Record displays the contact record that corresponds to a selected activity.

Contact determines whether the Contact column of the browse window displays the name of the contact, or the contact’s organization.

•	Activities selects the specific types activities you can view.

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

•	Forward reschedules all listed activities for a later date, or to another user.

•	Complete allows you to record the outcome of a highlighted activity, clears the activity from the Calendar, and places the activity in the history file.

•	Reply responds to the GoldMine user who originally scheduled a highlighted activity, and completes the activity.

•	Link links a highlighted activity to the active contact record.

•	Delete removes a highlighted activity from the Calendar without recording the activity in the history file.

•	Properties alters or updates a highlighted activity.

Each tab folder on the Activity List has a local menu. Depending on the selected tab, available options may include Date Range, Activities, User, Complete, Reply, Edit, Delete, Zoom, Detailed View, Sync Record, Forward, Analyze, Sort and Monitor are available.

6. To display details about an activity, highlight the activity.

7. Display the local menu, then select Zoom.

To view details about other activities listed in the browse window without closing the Scheduled Activity Zoom dialog box, either select <<Previous or Next>>, or click [image] to the left of the buttons.

8. To close the Zoom dialog box, select Close.

9. You can display a contact record that corresponds to an activity by either of the following methods:

•	To display a contact record on top of the Activity List, double-click on the activity entry.

•	To display the contact record behind the Activity List, highlight the activity entry, right-click for the local menu, then select Sync Record.

10. To close the Activity List, select [image] at the right side of the title bar.

To close the Activity List using the keyboard, press [Ctrl]-[F4].


Viewing your Calendar

The Calendar uses a graphical format to display the same information as in the Activity List. Using the Calendar, you can see your schedule at a glance to determine your availability for meetings and work. You can also use the Calendar to add, reschedule, edit, and complete activities, as well as see the contact record associated with any activity.

1. From the Main Menu, select View|Calendar. By default, GoldMine displays the Day tab on the current date.

To display the Calendar from either the Basic toolbar or the Schedule toolbar, select [image].

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

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

To access a Calendar tab using the keyboard, press [Tab] to advance through the tabs, or press [Shift]-[Tab] to move back through the tabs.

4. To advance or move back through Calendar dates, click the VCR controls at the top left corner of the Calendar tab. The increment of time associated with each VCR control button differs depending on the tab selected. For example, in the Day tab, each mouse click navigates forward and back by one day; in the Week tab, each mouse click navigates forward and back by one week.

5. In the User field, you can change the user whose Calendar is displayed if you have proper security rights. By default, this field displays the currently logged user. Select a name from the User drop-down list.

6. To display only specified activity types, right-click for the local menu. Select Activities.

Remove the check(s) corresponding to the activity types that you do not want displayed in the Calendar. By default, GoldMine displays all activity types.

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

Other Topics:

Working with the Calendar

Scheduling Activities with the Calendar


Viewing Activities for a Selected Contact

The Activity List and Calendar allow you to view all of your activities, regardless of the associated contacts. You can view the activities associated with a single contact in the Pending tab of the contact’s record.

1. To find the record of the contact with the scheduled activities that you want to view, from the Main Menu, select Query|Contact.

2. Type the name of the contact that you want to find. Press [Enter] to display the contact’s record.

3. From the contact’s tab bar, select the Pending tab.

The Pending tab lists all upcoming activities scheduled by you or any GoldMine user that are related to the primary contact and/or additional contacts associated with the contact record.


Working with the Calendar

You can schedule activities from the Day, Week, Month, Year, and Planner tabs. You can also display and schedule activities in the Outline tab, which presents activities in a hierarchical format that differs in appearance from the five other Calendar tabs.

Teams can enhance workgroup productivity by using the Planner tab and the Peg Board tab.

You can use the Peg Board tab to inform others of your current work status and location.

Other Topics:

Scheduling Activities with the Calendar

Scheduling Activities from the Contact Listing

Scheduling an Activity


Scheduling Activities with the Calendar

1. To schedule an activity from the Day tab, right-click in the time slot at which you want to schedule the activity. Select Schedule. From the submenu of activity types, select the activity that you want to schedule, such as Call or Appointment. The Schedule window appears, from which you can set up the activity.

When two or more activities are scheduled at either the same time 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 first displays the activity scheduled at the earlier time.

2. To change information about a scheduled activity, highlight the activity or date in the Calendar. Although GoldMine does not display details in the Year tab, the date is highlighted.

To change information about an activity from the Day tab, Week tab, or Month tab, go to step 4.

To access an activity from the Year tab, double-click on the date on which the activity is scheduled. The Day tab appears. Continue with step 3.

3. Once the Day tab for the selected date appears, highlight the activity that you want to edit.

4. Right-click on the activity for the local menu. The local menu for the Day tab, Week tab, or Month tab contains the following options:

•	Zoom displays details about the selected activity (Day tab and Week tab only).

•	Schedule allows you to schedule a new activity in the selected time slot.

•	Today displays the calendar for the current date.

•	Go To Date displays the calendar for the specified date.

•	Activities allows you to select which activity types appear in the Calendar.

•	User allows you to work with the activities of another GoldMine user.

•	Options allows you to Sync Record, Go To Record, Show Work Days Only, and set Calendar display Preferences. The Month display also includes Show Totals, which displays the number of activity types scheduled for each date in the month; that is, you can now choose between displaying either activity details, or activity totals per date.

•	Complete clears an activity from the Calendar.

•	Reply allows you to respond to the GoldMine user who scheduled an activity.

•	Delete removes an activity from the Calendar.

•	Properties allows you to edit or update an activity.

5. Select Properties. The scheduling dialog box for the selected activity, such as Appointment, appears.

You can also activate Properties by double-clicking on the activity.

6. Make the changes that are needed to update the activity record, such as changing the time or date.

7. Select OK to close the scheduling dialog box.

In the Day tab and the Week tab, you can change the date and/or time of an activity by dragging the activity to the new date and/or time.

Other Topics:

Scheduling an Activity

Scheduling Activities from the Contact Listing


Scheduling Activities from the Contact Listing

You can use the Contact Listing and Calendar together to schedule an activity. You can schedule an activity by dragging a contact from 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.

1. From the Main Menu, select View|Calendar. By default, GoldMine displays the Day tab for the current date. If you want to work with another Calendar display, such as the Week tab, click the corresponding tab. Select the date you want.

2. To find the record of the contact with the scheduled activities that you want to view, from the Main Menu, select Query|Contact.

3. In the Contact Listing, type the name of the contact that you want to find. The specified contact appears in the Contact Listing browse window.

4. Click on the contact for whom you want to schedule an activity, then drag the cursor to the Calendar. As the cursor moves, a small graphical character of a man appears beside the cursor.

5. Drop the contact onto the Calendar.

6. By default, GoldMine selects Appt. as the activity type. To schedule another activity type, select an entry from the Activity drop-down list.

Other Topics:

Scheduling an Activity

Scheduling Activities with the Calendar


Working with the 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.

1. To open the month in which you want to schedule an activity, click [image].

2. Click [image] that appears next to the date that you want to select.

3. Right-click for the local menu. Select Schedule. From the submenu of activity types, select the activity that you want to schedule, such as Call or Appointment. The Schedule window appears, from which you can set up the activity.

4. To change information about a scheduled activity, highlight the activity or date in the outline Calendar.

You can change the date of an activity by dragging the activity to the new date.

5. Select Properties. The scheduling dialog box for the selected activity, such as Appointment, appears.

6. Make the changes that are needed to update the activity record, such as changing the time or date.

7. Select OK to close the scheduling dialog box.

Other Topics:

Working with the Calendar


Completing Calls

Using GoldMine, you can complete two types of calls:

•	Scheduled callsCompleting_a_Scheduled_Call

•	Unscheduled calls, such as an incoming call

You can use GoldMine to dial a telephone call for you.


Completing a Scheduled Call

1. To display the contact record linked to the activity you wish to complete, from the Main Menu, select either:

•	Query|Contact from which you can search for the contact record. Select the Pending tab to display scheduled activities.

•	View|Activity List from which you can display Open activities.

2. To complete a call, highlight the activity, then right-click for the local menu. Select Complete. GoldMine displays the Complete an Activity dialog box. For this procedure, the figure illustrates completing a scheduled call.

You can also access the Complete an Activity dialog box from the Main Menu by selecting an activity from the Complete menu, such as Complete|Scheduled Call.

Note: When more than one activity is pending for a contact record, GoldMine displays the Complete Activity for Company dialog box, from which you can select the activity.

3. To identify a different contact, in the Contact field, either type the name of the person with whom you spoke during the call, or select a name from the Contact drop-down list.

4. To indicate that a different type of activity actually occurred, select an entry from the Activity drop-down list. For example, if you scheduled a call with the contact, but you met with him instead, you can change the displayed entry Call Back to Appt.

5. Since GoldMine displays information in the Reference field and the Code field, advance to the Result field, and either type a three-character code, or press [F2] to select from the F2 lookup.

6. To change the date on which you complete the call, either type the date in the Date field, or press [F2] to display graphical calendar. By default, GoldMine displays the current date in this field.

7. In the Duration field, either type the length of time required to complete the activity in the format HH:MM:SS, or press [F2] to an F2 lookup from which you can select an entry.

8. In the Success section, select either Successful Contact or Unsuccessful Contact.

Determining whether or not a contact has been successful can be related to departmental standards or subjective criteria. For example, a technical support representative might consider leaving a detailed message in the voice mail of a contact as successful because the requested information has been conveyed. However, a telephone salesperson might consider reaching the voice mail of a prospect as an unsuccessful call.

9. In the Notes field, type any freeform information.

10. To schedule a subsequent activity related to the completed activity, such as a call, select Schedule a Follow-up, then select the activity type to schedule from the corresponding drop-down list. The Schedule window appears.

11. When done, select OK to complete the activity. GoldMine removes the activity from the Pending tab, and places a record in the History tab of the contact record.


Recording a Call

GoldMine’s Complete menu includes both Incoming Call and Outgoing Call to provide the flexibility of recording unscheduled call activity. The following procedure shows how to complete an incoming call.

1. To locate the caller’s contact record, from the Main Menu, select Query|Contact. The Contact Listing appears. In the Find Value field, type the contact’s name. Press [Enter] to display the contact’s record.

2. From the Main Menu, select Complete|Incoming Call. By default, the cursor appears in the Reference field.

During an activity, such as a call, you can select [image] from either the Basic toolbar or the Record toolbar to set GoldMine’s timer to record the duration of the activity.

During an activity, you can record activity duration from the Main Menu. Select either Edit|Timer|Start Timer, or Edit|Dial Phone|Incoming Call. To stop the timer, from the Main Menu, select Edit|Timer|Stop Timer.

3. To change the name of the contact identified as the caller, in the Contact field, either type the name of the person with whom this activity was completed, or select another name from the Contact drop-down list.

In steps 4–5, you can either leave the Activity field and Result field blank, or enter codes. We have set up sample default entries throughout GoldMine to give you an idea of how coding will help you quantify and categorize your activities. Assigning codes to activities helps you generate reports to determine and gauge how much of your time is spent with certain clients, projects, or types of activities.

4. In the Reference field, type a description of the call, or select from the F2 lookup.

5. In the Activity field, either type a three-character code, or select from the F2 lookup.

6. In the Result field, either type a three-character code, or select from the F2 lookup.

7. To change the date on which you received the call, in the Date field either type the date, or press [F2] to display the graphical calendar. By default, GoldMine displays the current date in this field.

8. In the Duration field, either type the length of time required to complete the activity in the format HH:MM:SS, or select an entry from the F2 lookup. You can copy the entry from the timer in the status bar.

9. In the Success section, select either Successful Contact or Unsuccessful Contact.

Determining whether or not a contact has been successful can be related to departmental standards and or subjective criteria. For example, a technical support representative might consider leaving a detailed message in the voice mail of a contact as successful because the requested information has been conveyed. However, a telephone salesperson might consider reaching the voice mail of a prospect as an unsuccessful call.

10. In the Notes field, type any free-form information.

11. To schedule a subsequent activity related to the completed call, such as an appointment, select Schedule a Follow-up, then select an activity type from the corresponding drop-down list. The Schedule window appears.

12. When done, select OK to complete the activity.


Auto-dialing a Telephone Number

Using GoldMine’s auto-dialer, you can perform hands-free dialing to a specified telephone number in the contact record. To use this feature, you must have a modem installed in your PC, set up in Windows 95, and configured in the Modem tab of the Preferences window.

1. In the Pending tab of the active contact record, highlight the call that you want to complete if more than one call is scheduled.

2. From the Main Menu, select Edit|Dial Phone. A submenu appears.

3. Select a telephone number option, such as Phone1. When you select a telephone number, GoldMine starts to dial the specified number from the contact record.

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.

GoldMine also starts the timer, which can be seen in the status bar at the bottom of the work area.

4. To set GoldMine to complete the connection and wait for you to select Pick up before closing the modem port, select Complete a call. Otherwise, be sure to pick up the handset before the modem completes dialing.

5. To take control of the call, select Pick up. The Complete a Call Back dialog box appears.

Other Topics:

Completing Calls


Sending and Receiving Internet E-mail

You can send and receive e-mail via the Internet while you work in GoldMine. To access the Internet, you must have an account with a service provider that has true Internet mail access, such as Netcom. The Internet access provided by most commercial online services, such as CompuServe and Microsoft Network, will not work with the GoldMine Internet e-mail feature. You must configure Windows 95 dial-up networking to connect to your Internet service provider.

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.

Other Topics:

Setting up Internet E-mail

Sending Internet E-mail

Working with the E-mail Center

Reading your E-mail


Setting up Internet E-mail

Before you can send e-mail via the Internet, you must define your mail server, login information, and other rules for sending and retrieving e-mail from the Internet.

1. From the Main Menu, select Edit|Preferences.

2. Select the Internet tab.

3. In the POP3 server field, 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 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.

4. In the Username field, type the name that you use to log into your Internet mail server. Type only your user account name, as shown in the above figure, not your entire mail address.

5. In the Password field, type the term used to log into your Internet mail server. When you type the password into the field, each character appears as asterisks (*).

6. To define additional settings for composing and retrieving messages, and setting up additional Internet accounts, select More Options. The Internet Preferences window appears.

You can:

•	Define settings for composing messages

•	Define rules for retrieving your e-mail

•	Set up other Internet accounts

•	Configure the E-mail Center

7. In the SMTP server field, 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 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.

8. In the Your return address field, type your Internet address. Typically, this address combines your Internet user name and your server name, as shown in the following example.

9. To set GoldMine to automatically dial your Internet provider when you send and/or retrieve Internet e-mail, select Use Dial-up networking. If you subscribe to more than one Internet provider, specify the provider that you want GoldMine to dial by selecting an Internet provider name from the drop-down list.

10. To automatically terminate the telephone line connection when GoldMine finishes sending and/or retrieving Internet e-mail, select Hang up when done.

11. When done, select OK.

Other Topics:

Selecting Options for Composing E-mail

Defining E-mail Retrieval Rules

Setting up Additional Internet Accounts

Configuring the E-mail Center


Defining More Options for Internet E-mail

To define additional settings for composing and retrieving messages, and setting up additional Internet accounts, select More Options. The Internet Preferences window appears.

You can define settings for composing messages

You can define rules for retrieving your e-mail

You can set up other Internet accounts

Other Topics:

Setting up Internet E-mail

Selecting Options for Composing E-mail

Defining E-mail Retrieval Rules

Setting up Additional Internet Accounts

Configuring the E-mail Center


Selecting 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.

1. Select More Options from the Internet tab.

2. To list all e-mail templates saved to (public) in the E-mail Templates dialog box, select Show public templates.

3. To automatically add your signature file to all messages, select Use Signature File. Type the path and name of your signature file in the field below the option label, or select [image] to browse through your system for your signature file.

4. To automatically apply Quoted-Printable (QP) Encoding to your messages, select Allow QP Encoding by default. Using QP 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.

5. To send a MIME-encoded message to a CompuServe address, select Allow MIME to Compuserve. Although CompuServe does not support MIME, some subscribers can decode a MIME message.

6. To be able to send a message encoded with either Base64-encoded or UUEncoded data, select an entry from the Default Attachment Encoding drop-down list.

7. To copy the entire text of the original message in your reply, select Complete original message. If selected, GoldMine will mark the quoted text with the characters entered in Use line quote style with prefix.

8. To mark lines quoted from the original message when you copy those lines into your reply, select Use line quote style with prefix. You can type characters in the field. By default, GoldMine will use >>.

9. To copy the entire text of the original message in your reply, select Quote Entire Message by default. GoldMine will mark the quoted text with the characters entered in Use line quote style with prefix.

10. When done, select OK.

Other Topics:

Defining E-mail Retrieval Rules

Setting up Additional Internet Accounts

Configuring the E-mail Center


Defining E-mail Retrieval Rules

You can specify which e-mail messages that you want GoldMine to retrieve from your Internet mail server. These settings can ensure that you receive important mail on a timely basis, but reduce the amount of unwanted e-mail.

1. Select More Options from the Internet tab.

2. Select the Retrieval tab.

3. To remove messages from your Internet server upon retrieval, select Delete retrieved mail from server.

4. To display the first retrieved message in the Read E-mail dialog box after all messages are retrieved, select Open ‘Read E-mail’ dialog on retrieval.

5. To date incoming mail according to the date sent, as indicated in the header information of the message, select Use date from mail header. Selecting this option ensures that your e-mail will be posted in true chronological order on your Calendar.

Note: If you do not retrieve e-mail frequently, you may not want to select Use date from mail header. 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.

6. To set GoldMine to scan the Internet mail server for e-mail messages with UUEncoded attachments, select Scan mail for UUEncoded data.

Note: Selecting Scan mail for UUEncoded data does not affect retrieval of MIME-encoded files.

7. To display a specified number of lines from a selected message in the E-mail Center, select Preview x lines of the message, where x represents a number of lines. By default, GoldMine will display 15 lines if you select this option.

8. To set GoldMine to automatically connect with your POP3 mail server at the specified interval, select Retrieve mail every x minutes, where x represents a number of minutes. By default, GoldMine retrieves your e-mail from the Internet every 15 minutes if you select this option. To set a different interval, type a value in minutes in the field to the right of the option.

You must select this option to define any other e-mail retrieval rules.

9. Once you select Retrieve mail every x minutes, you can define the conditions by which GoldMine skips messages waiting on the server by selecting one or more of the following options:

•	Skip read mail (recommended): if you have not selected Delete retrieved mail from server, GoldMine retrieves only unread mail from the server.

•	Skip mail larger than x KB: GoldMine retrieves only messages that are equal to or smaller than the kilobyte value in this field. By default, GoldMine skips messages larger than 1024 KB if you select this option.

•	Skip messages from contacts not on file: GoldMine retrieves only messages from those contacts who have Internet address entries in their profiles.

•	Skip based on expression: GoldMine does not retrieve any message from a sending contact if the contact record contains a value that meets the specified condition. To apply a condition, select Define.

10. To designate a destination for retrieved e-mail attachments, type the entire path information in Attachments directory. To search for the path, select [image], which will display the Browse for Folder dialog box.

11. When done, select OK.

Other Topics:

Selecting Options for Composing E-mail

Setting up Additional Internet Accounts

Configuring the E-mail Center


Setting up Additional Internet Accounts

You can add or edit additional Internet accounts for sending e-mail from GoldMine. You can also work with options in this tab to establish a nonstandard authentication protocol for your primary account.

1. Select More Options from the Internet tab.

2. Select the Accounts tab.

3. To add another account, define each of the following fields:

•	POP3 server—see step 3

•	Username—see step 4

•	Password—see step 5

•	SMTP server—see step 7

•	Your return address—see step 8

4. To identify your account and password to the POP3 server, select 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.

5. When done defining the settings for the Internet account, select Add. Each account will appear in the large pane in the lower portion of the Accounts tab.

6. To remove an Internet account, select the entry, then select Delete.

7. To select a different account as your primary Internet account, select the entry, then select Set Default.

8. To prevent GoldMine from displaying your Internet accounts in the E-mail Center, remove the check from Show all accounts in the E-mail Center. By default, GoldMine adds each Internet account as a an Online subfolder in the E-mail Center. Selecting this option allows you to check each Internet account from one location in GoldMine.

9. When done, select OK.

Other Topics:

Selecting Options for Composing E-mail

Defining E-mail Retrieval Rules

Configuring the E-mail Center


Configuring the E-mail Center

You can configure the E-mail Center from the E-mail Center tab of the Internet Preferences window.

To work with settings for the E-mail Center:

1. Select More Options from the Internet tab.

2. Select the E-mail Center tab.

3. To place deleted mail in the trash can of the E-mail Center, select Use trash can for deleted mail. GoldMine holds the mail in  until you select Empty trash can from the local menu.

4. To automatically delete any messages placed in the trash can  when you close the E-mail Center, select Empty trash when closing E-mail Center.

5. To display a warning prompt for you to confirm that you want to delete messages placed in the trash can, select Confirm before deleting from trash can.

6. To set the level of detail to be displayed in the header of each e-mail message, select one of the following Header display options:

•	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.

7. When done defining your Internet accounts, either select another tab to continue defining options, or select OK to close the Internet Preferences window.

Other Topics:

Selecting Options for Composing E-mail

Defining E-mail Retrieval Rules

Setting up Additional Internet Accounts


Sending Internet E-mail

To send e-mail from the Internet, you must have an account with a service provider that has true Internet mail access, such as Netcom. The Internet access provided by most commercial online services, such as CompuServe and Microsoft Network, will not work with the GoldMine Internet e-mail feature. You must configure Windows 95 dial-up networking to connect to your Internet service provider.

1. From the Main Menu, select E-mail|Send Internet E-mail to display the Create Internet E-mail dialog box. GoldMine automatically enters the following routing information:

•	From field: your Internet account name and address as entered in the Return address field of the Preferences|Internet tab

•	To field: name and Internet address of the active contact record, if available

Note: GoldMine only uses an Internet address saved as a profile record with the name Internet Address that contains the contact’s e-mail address in the profile’s Reference.

2. If necessary, type an Internet account name and address in the To field.

Note: For a contact with multiple addresses, you can identify the address that you add as the primary address, or the address you plan to use most frequently. To designate a primary e-mail address, access the Profiles tab of the contact record, display the Profiles local menu, then select Properties. GoldMine displays the Internet Address window. In the Properties tab, select Primary address. You can only designate one Internet Address entry as the primary address.

To advance between fields using the keyboard, press [Tab].

When you advance to the next field, if the Internet address has not been previously entered, a prompt asks

Do you want to add this address to the contact?

To save the address, select Yes. The new record appears in the Profiles tab as Internet Address for future use.

3. To send a carbon copy to a contact, select cc. GoldMine displays the Contact Listing, from which you can select a contact. The cc contact(s) appear 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).

4. To send a blind carbon copy to a contact, select bcc. When you select bcc, GoldMine displays the Contact Listing, from which you can select a contact. Once selected, the bcc contact(s) appear 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: 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 To 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.

5. In the Subject field, type the title of your e-mail, such as Project Specifications.

6. To attach a file to the e-mail message select Attach. The Open dialog box appears, from which you can specify a path and file name for one or more files that you want to send with the e-mail. GoldMine supports Multipurpose Internet Mail Extensions (MIME), so you can attach any kind of file, such as graphics or video, as long as the system of the recipient also supports MIME. You can attach multiple files to a single e-mail message. The path and file name of the attached file(s) appears in the Attached field.

7. To add text to your message, position the cursor in the large pane in the middle of the Create Internet E-mail Message dialog box. The Attached field closes, and an editing toolbar appears.

8. Type a message in the open pane.

If you want to save your message as a template, see Creating an E-mail Template.

If you want to check the spelling in the message, continue with step 9.

If not, go to step 10.

9. To check the spelling of your message, position the cursor at the beginning of the text, then select. GoldMine displays any word not found in the standard dictionary.

You can either accept the word that appears in the Change To field, or click one of the following buttons to

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

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

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

•	Add a frequently used word

To quit during the spell-check, select Exit. Otherwise, when GoldMine finishes scanning through the document, a message displays the word count of the message.

10. When done, select [image] to save the text.

11. To prevent GoldMine from creating a record in the History tab of the contact record once the e-mail is sent, remove the check from File in history. By default, GoldMine creates a record in the History tab of the active contact record.

12. To send the message to a recipient whose system does not support MIME, remove the check from Send as MIME. When this option is turned off, GoldMine sends the message as a text file.

13. To send the e-mail in rich text format (.RTF), which allows more sophisticated formatting, such as selected fonts, select Rich text. 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.

If you want to send the message as currently set up, select Send.

If you want to define settings for the timing of delivery, merge settings for the message, and/or how the message is recorded, go to step 15.

14. Select Options.

If you want to set options to determine the timing and security of message delivery, continue with step 15.

If you want to define merge settings for the e-mail message, go to step 16.

If you want to specify how the message is recorded after delivery, go to step 17.

15. To select delivery settings for the e-mail, work with options in the Delivery tab:

a. To define when the e-mail is sent to the Internet address, select one of the following options:

•	Send E-mail now: sends the message immediately to the selected contact(s).

•	Queue E-mail for sending: holds the message(s) for delivery on a specified date and time. You can also associate an activity code to categorize the message. Each field is identified in the following figure.

Note: GoldMine stores queued message(s) in the Out-Box tab of your Activity List. When you select this option, Send changes to Queue in the Create Internet E-mail dialog box.

b. To receive an e-mail mail acknowledgment from the recipient upon delivery of the e-mail message, select Request a return receipt. You will receive a return receipt if the receiving e-mail server supports the return-receipt feature.

c. To print a message before sending the e-mail to the recipient(s), select Print messages. When you select this option, Send in the Create Internet E-mail dialog button changes to Print in the Create Internet E-mail dialog box.

d. To require recipients to enter a password before accessing the e-mail message, select Encrypt the message with a password. Type a value of up to eight alphanumeric characters in the corresponding field. This option applies only to recipients who are GoldMine users.

e. When done, select OK to close the E-mail Options dialog box, and return to the Create Internet E-mail dialog box.

If you want to send the message as currently set up, select Send.

If you want to integrate information from GoldMine into your message, go to step 16.

If you want to specify how the sent message is recorded in history, go to step 17.

16. To define settings for merging data into an e-mail, from the E-mail Options window, select the E-mail Merge tab.

GoldMine merges data either from all contacts, or those contacts selected on the basis of an active filter or group. You can select from options in the E-mail Merge tab to further define how data will be merged.

a. To merge information into the current e-mail, select Merge an E-mail to ALL (filtered) contacts, which merges data into a selected e-mail template (see step 7) for all qualifying contact records. You must select this option to access any other option in the E-mail Merge tab.

b. To set GoldMine to prompt you for confirmation before sending the message to each qualifying contact, select Confirm each contact.

c. To merge information into a message written in the Create Internet E-mail dialog box, select E-mail the composed message. Select this option for a message intended only for one-time delivery.

d. To select a previously created template, select a title from the drop-down list below E-mail a merged template. To select the templates of another user, select a name from the second drop-down list. By default, the name of the currently logged user appears in this field.

e. When done, select OK to close the E-mail Options dialog box, and return to the Create Internet E-mail dialog box.

If you want to send the message as currently set up, select Send.

If you want to specify how the message will be recorded in the contact’s history, continue with step 17.

17. To specify how you want the message(s) recorded after delivery, from the E-mail Options window, select the File in History tab.

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.

a. To prevent GoldMine from creating a record in the History tab of the contact records when you send the e-mail, remove the check from Create a history record. By default, GoldMine creates a record in the History tab of the contact record. This option posts information about the e-mail, such as the subject and date sent, but does not include the full text of the e-mail.

b. To prevent GoldMine from saving the message text with the history record, remove the check from Save the message body in history. By default, GoldMine creates a history record that includes the message text.

c. To categorize the history record with an activity code, type the code in the Activity field.

d. To categorize the history record with a result code, type the code in the Result field.

e. To include a descriptive reference with the history record, type a description in the Reference field.

f. When done, select OK to return to the Create Internet E-mail dialog box.

18. When done, select Send.

Other Topics:

Creating an E-mail Template

Working with E-mail Templates

Deleting an E-mail Template


Creating an E-mail Template

You can save a message for future use as a template that contains boilerplate text. Using GoldMine, you can creating a template at the same time that you create your original message.

Most of the steps for creating a template are the same as for creating a message for one-time sending.

1. In the Create Internet Mail dialog box, type a descriptive title for the template in the Subject field.

2. Complete the message that you want to use as the boilerplate text.

3. Select Template.

4. To save the message as a template, select Save message as a new template.

5. To automatically use the template whenever you create an Internet e-mail message, select Default.

6. When done, select OK to return to the Create Internet E-mail dialog box.

Other Topics:

Working with E-mail Templates

Deleting an E-mail Template


Working with E-mail Templates

You can use an existing template as the basis of an Internet e-mail message, or modify an existing template.

Note: If you want to save a new message under the name of an existing template, complete the message that you want to use as the boilerplate text before continuing with this procedure.

1. In the Create Internet Mail dialog box, select Template.

2. To select one of your own templates, select a template from the E-mail Templates drop-down list. If you want to select the template of another user, select a name from the Templates of User drop-down list. The templates of that user will then be available from E-mail Templates.

If you want to edit an existing template, continue with step 3.

If you want to use the template as is for your message, go to step 5.

3. To modify the template selected in step 2, select Edit selected E-mail template, then select OK to return to the Create Internet Mail dialog box. The message appears in the text pane.

a. Modify the message.

b. Select Template.

c. To save the message with the selected template name, select Save message to selected template.

4. To automatically use the template whenever you create an Internet e-mail message, select Default.

5. When done, select OK to return to the Create Internet E-mail dialog box.


Deleting an E-mail Template

1. In the Create Internet Mail dialog box, select Template. The E-mail Template dialog box appears.

2. To select one of your own templates, select a template from the E-mail Templates drop-down list. If you want to select the template of another user, select a name from the Templates of User drop-down list. The templates of that user will then be available from E-mail Templates.

3. To remove a template, select Delete Template. A prompt asks:

Delete the selected template record?

Select Yes.

4. When done, select OK to return to the Create Internet E-mail dialog box.

Other Topics:

Creating an E-mail Template

Working with E-mail Templates


Retrieving E-mail from the Internet

To retrieve e-mail from the Internet, you must have an account with a service provider that has true Internet mail access, such as Netcom. The Internet access provided by most commercial online services, such as CompuServe and Microsoft Network, will not work with the GoldMine Internet e-mail feature. You must configure Windows 95 dial-up networking to connect to your Internet service provider.

Before you start the following procedure, 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 Start, then select Programs|Accessories|Dial-Up Networking. 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 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 automatically dial to your Internet service provider when you retrieve Internet e-mail as described on the following pages.

1. From the Main Menu, select E-mail|Get Waiting E-mail.

If you have set up a password to access your Internet mail server in the Internet tab of the Edit|Preferences window, go to step 3.

If not, continue with step 2.

2. After the prompt Please enter your mailbox password, type the password to access your Internet mail server.

Note: Typically, this password is the same as the password you use to access your Internet service provider, but the password to the mail server may be different for some providers.

Select OK. Once your password is sent—whether automatically from your setting in the Internet tab as described above, or by manual entry as shown in the previous figure—the E-mail Center appears. All retrieved messages are listed in a waiting queue.

As shown in the above figure, the E-mail Center displays the beginning lines of an e-mail message. You can move the separator to display more lines of text. By default, GoldMine previews up to 15 lines of a message.

3. To retrieve a selected message from the server, select [image] from the E-mail toolbar: To retrieve all messages, select [image]. GoldMine displays the messages in the Read E-mail dialog box.

4. To delete a message from the server, select [image] from the E-mail toolbar. To delete all messages, select [image].

5. When done, select [image] to close the E-mail Center.

Note: If configured, GoldMine automatically retrieves 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:

Working with the E-mail Center


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.

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.

Other Topics:

Getting Around the E-mail Center

Working with Message Folders

Viewing Incoming E-mail

Sending E-mail from the Outbox


Getting Around the E-mail Center

For a tour of E-Mail Center displays and features, you can perform the steps in the following “walk-through” procedure.

1. From the Main Menu, select E-mail|E-mail Center.

As shown in the above figure, the E-mail Center consists of three windows, and has a special toolbar to help you perform most available operations.

•	E-mail Center tree

•	E-mail Center message listing browse window

•	Text display

2. To display your Internet accounts, click [image] next to [image]. To connect to your Internet provider, click on [image].

3. To view messages that you have retrieved from the e-mail server, click on either your [image], or a [image]. When created, [image] can contain secondary folders. appears next to [image] to indicate the availability of secondary folders.

4. To view a list of messages that you have queued to send from your Outbox, click on [image].

5. To view messages that you have sent, click on a [image] folder. When created, [image] can contain secondary folders.  appears next to [image] to indicate the availability of secondary folders.

6. To preview the contents of a retrieved message, select the name of the sender in the upper-right pane. The text will appear in the lower-right pane. By default, GoldMine previews up to 15 lines of a message.

7. When done, select [image] to close the E-mail Center.

Before using the E-mail Center to send or retrieve mail, you will want to set up your message folders to store incoming and outgoing e-mail.

Other Topics:

Viewing Incoming E-mail

Sending E-mail from the Outbox


Working with Message Folders

Using the E-mail Center tree in the left pane of the E-mail Center, you can store your messages in any organizational hierarchy that best fits your needs. As your needs change, you can either rename existing folders, or delete folders.

To set up message folders, continue with Adding a Message Folder.

To remove one or more folders, scroll to Deleting Message Folders.

Adding a Message Folder

You can work with the E-mail Center tree 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].

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 add an unlimited number of folders to the secondary level.

1. To add a folder to the tree, position the cursor in the hierarchy where you want to add the folder. You can create a two-tiered hierarchy for each folder category, as shown in the following example.

Then you can either:

•	Right-click for the local menu, then select Create Folder

•	Click [image] in the E-mail Center toolbar

2. In the single field of the New folder dialog box, type a title for the folder. The title can contain up to 51 alphanumeric characters, punctuation, and spaces.

3. When you have done typing the title for the folder, select OK to close the New folder dialog box, and return to the E-mail Center. The new folder appears in the designated position.

Deleting Message Folders

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 secondary folders.

To delete a selected folder, you can either:

•	Right-click for the local menu, then select Delete Folder

•	Select [image] in the E-mail Center toolbar

The selected folder disappears.

Other Topics:

Viewing Incoming E-mail

Sending E-mail from the Outbox


Viewing Incoming E-mail

1. From the Main Menu, select E-mail|E-mail Center.

2. To connect to your Internet mail server, double-click on [image]. GoldMine connects to the mail server you specified in the Internet folder of the Preferences window, and displays 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:

GoldMine identifies unread messages by displaying [image] next to the name of the message sender.

3. To view the body of a message, select the entry in the From column. The text appears in the lower-right pane, as shown in the above figure.

4. To display the sender’s record if the message is linked to the contact record, right-click for the local menu, then select Goto Contact.

You can also display the message in the Read E-mail dialog box, from which you can respond to the message and/or select a method of completing the message.

5. To reply to the message, select [image] from the E-mail Center toolbar. The Create Internet E-mail dialog box appears, from which you can compose and send a message to the sender of the incoming e-mail.

6. To store a selected message, drag the message entry to either [image], or any existing folder. Typically, you will want to move new messages to [image] so that you can reply to 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 folder. When you place a message in any folder other than the Online, In-Box, or queued folders, GoldMine places the message in the Filed folder of the E-mail Center. Whichever you select, GoldMine displays the selected message in the Read E-mail dialog box.

Once you have selected and opened the message, GoldMine displays [image] next to the name of the sender.

7. To forward the message to another GoldMine user or a contact, select [image] from the E-mail Center toolbar. GoldMine displays the Forward E-mail dialog box, from which you can select other recipients for the message.

8. To delete a selected message, select [image] from the E-mail Center toolbar.


Sending E-mail from the Outbox

The E-Mail Center stores queued e-mail messages in [image]. You can send a single message, or multiple messages from [image].

1. From the Main Menu, select E-mail|E-mail Center to display the E-mail Center dialog box.

2. To display queued messages, click [image].

3. To select one message, select the name of the recipient in the upper pane browse window.

4. To make changes to the selected message, select [image] from the E-mail Center toolbar.

5. To send the selected message(s), select [image] from the E-mail Center toolbar. To send all messages, select [image] from the E-mail Center toolbar.

6. To make the contact record of the recipient of a selected message the active record, select Goto Contact from the local menu.

7. To delete a selected message, select [image] from the E-mail Center toolbar.


Reading your E-mail

Once you retrieve your e-mail, you will want to read and respond to the message(s). Reading your e-mail offline, or when not connected to a service provider, can be cost-effective as well as convenient. Once you read an e-mail message, you can reply, and/or complete e-mail from the same dialog box.

1. From the Main Menu, select E-mail|E-mail Center. GoldMine opens the E-mail Center.

Note: To display the contact record of the message highlighted in the browse window, double-click on the message listing.

2. To read an e-mail message, highlight the message, then right-click for the local menu.

3. Select Read.

4. To dispose of the message, select one of the following options:

•	File It: removes the e-mail from the E-mail folder without replying or completing. GoldMine places the e-mail in the E-mail Center and 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: GoldMine displays the corresponding dialog box from which you can create and send e-mail. For example, if you select Reply 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.

5. To close the Read E-mail dialog box, select Cancel.


Managing Sales

You can use GoldMine’s forecasted sales feature to record the basic elements of every anticipated and actual sale that you make. Sales teams can use GoldMine’s Opportunity Manager to coordinate complex sales with multiple contacts, issues, and activities. Managers can use GoldMine to generate an analysis summary of all forecasted sales activities in the database.

This chapter contains procedures for the following:

•	Forecasting a sale

•	Completing a forecasted sale

•	Managing opportunities

•	Assigning quotas

•	Analyzing quota performance


Scheduling a Forecasted Sale

1. From the Main Menu, select Schedule, then select Forecasted Sale.

2. To associate the sale with a different contact, either type a name in the Contact field, or select an additional contact from the drop-down list. By default, GoldMine displays the primary contact of the active contact record.

To advance between fields using the keyboard, press [Tab].

3. To add the forecasted sale to an opportunity or project, select an entry from the Opportunity/Project drop-down list.

To create an opportunity or project from the Forecasted Sale dialog box, select New. The New Opportunity dialog box appears.

4. In the Product field, either type the name of a product or service being sold, or select from the F2 lookup.

5. In the Units field, type the number of products that you anticipate will be sold.

6. In the Price field, type the cost of each unit.

7. In the Amount field, type the cost of buying all of the Units. For example, for a sale of 10 paper weights priced at $5 per paper weight, the Amount entry appears as 50. If each paper weight 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.

8. In the Code field, either type a three-character activity code, select from the F2 lookup.

9. In the Probability field, either type the probability that this sale will close, or select from the F2 lookup.

10. In the Sale Date field, press [F2] to display a graphical calendar of the current month. Select the date that you expect the sale to close. Instead of using the graphical calendar, you can also enter a date by either typing the date or by clicking [image] to scroll through dates by increments of one day.

11. To prevent GoldMine from associating, or linking, the activity to the active contact record, remove the check from Link. By default, GoldMine attaches the activity to the contact record.

12. To activate the pop-up alarm for this forecasted sale, check Alarm. In the field to the right of the option, type the time before the sale is scheduled that you want the alarm to appear. In the second field, GoldMine displays the current date. To change the date, press [F2] to display the graphical calendar.

You can change this time period in the Alarms tab of the Preferences window.

13. In the Notes field, type any freeform information.

14. When done, select OK to schedule the forecasted sale.

Other Topics:

Completing a Forecasted Sale


Completing a Forecasted Sale

1. From the Main Menu, select View|Activity List.

2. Select the Forecast tab. This browse window lists all of your forecasted sales.

3. In the browse window, highlight the forecasted sale that you will complete.

4. Right-click for the local menu.

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

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

•	View displays a selected forecasted sale’s linked contact record’s summary information in the bottom third of the Activity List.

•	User selects the GoldMine user(s) whose forecasted sales appears.

•	Analyze displays the Forecasted Sales Analysis dialog box that contains information about potential sales based on scheduled forecasts for the logged user.

•	Sort arranges forecasted sales by close date or by probability.

•	Complete records the close of a highlighted forecasted sale.

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

•	Link links a highlighted forecasted sale to the active contact record.

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

•	Delete removes a highlighted forecasted sale.

•	Properties changes or updates information about the highlighted forecasted sale.

5. To associate the sale with a different contact, either type a name in the Contact field, or select an additional contact from the drop-down list.

6. In the Result field, either type a three-character code, or select from the F2 lookup.

7. In the Date field, either type a date, or select a date from the graphical calendar. Typically, the Date field contains the expected close date originally scheduled for the sale. Otherwise, the Date field always contains the current date.

8. In the Sale Amt field, confirm that the amount is correct.

9. In the Success section, select either Closed Sale or Lost Sale to indicate the outcome of the forecasted sale.

10. In the Notes field, type any free-form information.

11. To complete the forecasted sale, select OK.


Viewing the Opportunity/Project Manager

Using GoldMine, you can track and manage complex sales and projects.

Complex sale: involves multiple people 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.

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 all 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.

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 view information in the Opportunity/Project Manager:

1. 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.

2.	 To select a different view, from the View drop-down list, select either Opportunity or Project.

The Opportunity/Project Manager consists of two major portions: an upper portion that displays information about a selected opportunity or project, and a lower portion that consists of a set of tabs.

3. To sort opportunities 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.

4. To view detailed information about a selected opportunity or project, select the corresponding tab in the lower portion of the Opportunity/Project Manager.

The Opportunity/Project Manager contains tabs that display the following information:

•	Tasks: component tasks that comprise the opportunity or project.

•	Details: custom information in user-defined fields associated with the opportunity or project.

•	Influencers/Contacts: individuals who affect or participate in the decision-making process.

•	Team: members working together to capture the opportunity or to complete the project.

•	Competitors: (opportunities only) organizations and products that are also pursuing, or are competitive for, the opportunity.

•	Issues: concerns related to the organizations, products, or the purchaser(s) that may affect the opportunity or project.

•	Forecast: (opportunities only) individual sales that comprise the opportunity.

•	Pending: Scheduled activities related to the opportunity or project.

•	History: Scheduled or unscheduled activities that have been completed to capture the opportunity.

•	Tracks: Automated Processes that have been attached to the opportunity or project.

5. When done viewing information, click on [image] at the right side of the title bar to close the Opportunity/Project Manager.

Other Topics:

Creating a Sales Opportunity or Project

Adding an Opportunity

Adding a Project

Editing Basic Information about an Opportunity or Project

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Creating a Sales Opportunity or Project

You can create an opportunity to provide your sales team with an extensive set of information about the multiple contacts, issues, and activities involved in the sale. By creating the opportunity before the start of the sales cycle, each team member can have a shared resource to track the progress of the sale. During the sales cycle, each participating team member can add or modify the information as needed.

You can create an opportunity or project, or select an existing template.

Other Topics:

Adding an Opportunity

Adding a Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Adding an Opportunity

1. To add an opportunity to the Opportunity Manager, right-click in the browse window for the local menu.

2. Select New to display the New Opportunity dialog box.

3. From the drop-down list below Please select a pre-defined template, you can select a template that automatically enters routine information. To leave all fields blank in the current opportunity, accept the default (none).

4. To designate the contact record to which the opportunity will be linked, either:

•	Select Link to another contact record: Displays the Contact Listing, from which you can select a contact to link with the selected opportunity

•	Accept the default entry, Link to [company]: Links the opportunity to the 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 appears as Link to [Acme Products].

5. To designate a different contact, select a name from the Contact drop-down list. By default, GoldMine displays the primary contact of the active contact record.

6. When done, select OK.

7. In the Opportunity field, type a descriptive name for the opportunity.

To advance between fields using the keyboard, press [Tab].

8. To identify the target organization by a name other than the name that appears in the contact record selected in step 4, type a name in the Company field. By default, the Company name of the linked contact record appears in this field.

9. To designate an account manager, you can either accept the user name that appears in the Manager field, or select a different user from the available drop-down list. By default, your user name appears in this field.

10. To classify the opportunity by an activity code, you can either type a three-character value in the Code field, or select from the F2 lookup.

11. To indicate the current outlook for the opportunity, you can either type a value or description in the Status field, or select from the F2 lookup. For example, if the project is stalled due to the review cycle for the RFP, the Status entry might be Postponed.

12. To specify the phase in the process to capture the opportunity, either click on scroll arrows to move through the list of stages in the Stage field, or select from the F2 lookup.

13. To designate a Source of the opportunity, either type the name of the source, such as Referral, or select from the F2 lookup.

14. In the Forecast field, type the total dollar amount projected to be generated by the opportunity.

15. In the Probability field, type the percentage that represents the likelihood of the opportunity being captured. Once you enter a value in the Probability field, GoldMine generates a weighted amount of probable sales for each user in the Potential field.

16. To designate another date as the start date for work to start, either type a date in the Start Date field, or select a date from the graphical calendar. By default, GoldMine displays the current date in this field.

17. In the Close by field, either type a deadline date to close the opportunity, or select a date from the graphical calendar. By default, GoldMine displays the current date in this field. If you change the Close by date, GoldMine automatically updates the Actual Close entry to match the date in the Close by field.

If you want to add free-form information about the opportunity, continue with step 18.

If not, go to step 19.

18. To add free-form information about the opportunity, select the Notes tab. Type any additional information in the large pane.

19. To close the Opportunity Properties window, select OK.

Other Topics:

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Adding a Project

1. To add a project to the Project Manager, right-click in the browse window for the local menu.

2. Select New to display the New Project dialog box.

3. From the drop-down list below Please select a pre-defined template, you can select a template that automatically enters routine information. To leave all fields blank in the current project, accept the default (none).

4. To designate the contact record to which the project will be linked, either:

•	Select Link to another contact record: Displays the Contact Listing, from which you can select a contact to link with the project.

•	Accept the default entry, Link to [company]: Links the opportunity to the 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 appears as Link to [Acme Products].

5. To designate a different contact, select a name from the Contact drop-down list. By default, GoldMine displays the primary contact of the active contact record.

6. When done, select OK.

7. In the Project field, type a descriptive name for the project.

To advance between fields using the keyboard, press [Tab].

8. To identify the target organization by a name other than the name that appears in the contact record selected in step 4, type a name in the Company field. By default, the Company name of the linked contact record appears in this field.

9. To designate a manager, you can either accept the user name that appears in the Manager field, or select a different user from the available drop-down list. By default, your user name appears in this field.

10. To classify the project by an activity code, you can either type a three-character value in the Code field, or select from the F2 lookup.

11. To indicate the current outlook for the project, you can either type a value or description in the Status field, or select from the F2 lookup. For example, if the project is stalled due to the review cycle for the RFP, the Status entry might be Postponed.

12. To specify the phase in the process to capture the opportunity, either click on scroll arrows to move through the list of stages in the Stage field, or select from the F2 lookup.

13. To designate a Source of the opportunity, either type the name of the source, such as Referral, or select from the F2 lookup.

14. To designate a date as the start date for work to start, either type a date in the Start Date field, or select a date from the graphical calendar. By default, GoldMine displays the current date in this field.

15. In the End Date field, either type a deadline date for completion of the project, or select a date from the graphical calendar. By default, GoldMine displays the current date in this field. If you change the End Date date, GoldMine automatically updates the Actual Close entry to match the date in the End Date field.

If you want to add free-form information about the project, continue with step 16.

If not, go to step 17.

16. To add free-form information about the opportunity, select the Notes tab. Type any additional information in the large pane.

17. To close the Project Properties window, select OK.

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting 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.

1. To component tasks for the opportunity or project, select the Tasks tab.

2. To add a task, right-click for the local menu, then select New. The Task dialog box appears.

3. In the Reference field, type a descriptive name for the task, such as survey subdivision.

4. To indicate the current outlook for the task, you can either type a value or description in the Status field, or select from the F2 lookup.

5.	In the Start Date field, either type a date on which work will start on the task, or select a date from the graphical calendar. By default, GoldMine displays the current date in this field.

6. In the User field, you can select a name from the drop-down list. By default, GoldMine assigns (public).

7. In the Color field, select a color to be associated with the task in the gantt chart-style calendar that appears in the right half of the Tasks tab. By default, GoldMine assigns blue.

8. In the End Date field, either type a deadline date on which work must be completed on the task, or select a date from the graphical calendar. By default, GoldMine displays the current date in this field.

9. In the Priority field, type a rank-order for the task within the entire set of tasks.

10. In the %Done field, type the percentage of work completed on the task.

11. In the Notes field, type any free-form information about the task.

12. When done, select OK to close the Task dialog box.

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


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.

1. To display details for the opportunity or project, select the Details tab.

2. To add a detail record, right-click for the local menu, then select New. The Detail Properties dialog box appears.

3.	 In the Field Name field, type the name of the custom field that you will use to track detailed information for the opportunity or project.

4. In the Value field, type an entry to be associated with the custom field.

5. In the File Name field, type the path and file name of the file to be linked to the detail record. To search through your system for the path and file name, click [image].

6. To prevent GoldMine from automatically updating the display when the linked file is modified, remove the check from Allow File to Synchronize.

7. To close the Project Properties window, select OK.

Other Topics:

Tracking Tasks

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting 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.

In a project, these individuals are known as contacts. To succeed, you must have key information about each of these influential contacts.

1. To display information about influencers in the Opportunity Manager, select the Influencers tab.

To display information about contacts in the Project Manager, select the Contacts tab.

2. To add an influencer or contact, right-click for the local menu, then select either New Linked Contact, or New Unlinked Contact.

To edit a selected influencer, select Properties.

If you selected either New Unlinked Contact or Properties, the Influencer dialog box appears. Go to step 4.

If you selected New Linked Contact, the Contact Listing appears. Continue with step 3.

3. To link the opportunity to a contact, select a contact from the Contact Listing. When you have selected a contact, double-click on the entry in the Contact Listing browse window.

If you are working with an influencer whom is linked to a contact record, GoldMine displays information in the Company field, Contact field, and Title field, as available in the record. Go to step 7.

If you are working with an unlinked contact, you must provide the entries for the Company field, Contact field, and Title field. Continue with step 4.

4. In the Company field, type the name of the organization for which the influencer/contact works or is otherwise affiliated.

To advance between fields using the keyboard, press [Tab].

5. In the Contact field, type the full name of the influencer/contact.

6. In the Title field, either type the job title or the influencer/contact, such as Vice President, or select from the F2 lookup.

7. In the Role field, specify the specific contribution that the influencer/contact is likely make to the decision-making process.

8. (Opportunity Manager only) In the Response Mode field, specify the perceived attitude of the influencer 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 entries in the F2 lookup for this field include Even Keel (Not Receptive to Sale) to receptive Growth (Receptive to Sale).

9. In the Notes field, type any free-form information about the influencer/contact.

10. When done, select OK to close the Influencer dialog box.

Other Topics:

Adding an Opportunity

Adding a Project

Tracking Tasks

Tracking Detailed Information

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Tracking Team Members

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.

1. To display information about individual team members in the Opportunity/Project Manager, select the Team tab.

2. To add a team member, right-click for the local menu, then select New. To make changes to information about a selected team member, select Properties. The Team dialog box appears.

3. In the Member field, type the full name of the team member.

To advance between fields using the keyboard, press [Tab].

4. In the Title field, either type the job title of the team member, such as Sales Manager, or select from the F2 lookup.

5. In the Role field, either type the kind of contribution that the team member is expected to make to the decision-making process, such as write RFP, or select a role from the F2 lookup.

6. In the Notes field, type any free-form information about the team member.

7. When done adding or editing information about the team member, select OK to close the Team dialog box.

Other Topics:

Adding an Opportunity

Adding a Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Tracking the Competition

(Opportunity Manager only)

To successfully present your organization and product(s), you must typically “position” yourself among a field of competitors.

1. To display information about rival companies in the Opportunity Manager, select the Competitors tab.

2. To add a competitor, select either New Linked Contact, or New Unlinked Contact. To edit a selected competitor, select Properties.

If you selected either New Unlinked Contact or Properties, the Competitor dialog box appears. To add an unlinked competitor, go to step 4. To edit an existing competitor, go to step 6.

If you selected New Linked Contact, the Contact Listing appears. Continue with step 3.

3. To link the opportunity to a contact, select a contact from the Contact Listing. When you have selected a contact, double-click on the entry in the Contact Listing browse window.

If you are working with a competitor that is linked to a contact record, GoldMine displays information in the Competitor field, and the Contact field. Go to step 6.

If you are working with an unlinked contact, you must provide the entries for the Competitor field, and the Contact field.

4. In the Competitor field, type the name of the competing organization.

To advance between fields using the keyboard, press [Tab].

5. In the Contact field, type the full name of the primary individual working on the same opportunity for the competing company.

6. In the Rating field, type a numeric value to compare the quality of the competitor’s product/service to the product/service that you are offering. 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).

7. In the Status field, either type a description to indicate the current acceptance by the target client of your competitor’s product or service, or select from the F2 lookup. For example, if the target company started with Brand X software, 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.

8. In the Product field, type the name of the competing goods or service.

9. In the Strengths field, type a brief description of the most attractive feature(s) of the competing company or the product.

10. In the Weaknesses field, type a brief description of the most undesirable feature(s) of the competing company and/or product.

11. In the Notes field, type any free-form information about the competitor and/or product.

12. When done adding or editing information about the competitor, select OK to close the Competitor dialog box.

Other Topics:

Adding an Opportunity

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking Issues

Tracking Forecasted Sales

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Tracking Issues

As your team pursues the opportunity or works on the project, you will become aware of issues that affect the outcome. For example, a company might be especially interested in the remote synchronization feature offered by competing 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.

1. To track information about issues in the Opportunity/Project Manager, select the Issues tab.

2. To add an issue, right-click for the local menu, then select New. To edit an issue, select Properties from the local menu.

3. In the Issue field, either type a brief description of the issue that your team must address, or select a previously defined issue from the F2 lookup.

To advance between fields using the keyboard, press [Tab].

4. To indicate the current outlook for issue, you can either type an entry in the Status field, or select from the F2 lookup..

5. In the Priority field, specify a rank-order of the issue. Typically, you will want to assign numbers in ascending order, so that more important issues have smaller, or lower, numbers.

6. To specify a date for the issue record other than the current date, you can either type a date in the Date field, or select a date from the graphical calendar.

7. To assign a team member to work on resolving the issue, you can select a user from the User drop-down list. Although typically, you will select a user who is a team member, this drop-down list includes all GoldMine users.

8. In the Notes field, type any free-form information about issue.

9. When done adding or editing information about the issue, select OK to close the Issue dialog box.

Other Topics:

Adding an Opportunity

Adding a Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Forecasted Sales

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Tracking Forecasted Sales

(Opportunity Manager only)

A largescale opportunity might involve multiple component sales. For example, an office technology 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.

1. To display forecasted sales for the selected opportunity in the Opportunity Manager, select the Forecast tab.

2. 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. The Schedule a Forecasted Sale dialog box appears.

3. To view the details about a selected forecasted sale, right-click for the local menu, then select Zoom. The Scheduled Activity Zoom dialog box displays all the information about the selected forecasted sale. If you select Sync Record from the local menu, the linked contact record displays the contact record linked to the activity displayed in the Scheduled Activity Zoom dialog box.

4. To control the information display, right-click for the local menu, then select View. You can select one or more of the following display options:

•	Detailed View: Shows details of the selected activity are displayed in the lower portion of the Activity List.

•	Sync Record: Shows the contact record linked to the selected activity in the Activity List.

•	Show Contact: Shows the name of the contact in the Contact column of the browse window.

•	Show Company: Shows the name of the company in the Contact column of the browse window.

5. To display the activities of a different GoldMine user, right-click for the local menu, then select User.

6. To display an analysis dialog box, from which you can view statistics on the potential or actual performance of selected users, right-click for the local menu, then select Analyze.

7. To order the forecasted sale entries in the Forecast tab, right-click for the local menu, then select Sort. You can sort entries by one of the following options:

•	by Close Date

•	by Probability

8. To forward the sales that currently appear in the Forecast tab to another date, or to another user, right-click for the local menu, then select Forward.

9. To complete the sale, right-click for the local menu, then select Complete.

10. To specify how to handle the sale record once the sale is completed, right-click for the local menu, then select Reply.

11. To link the forecasted sale to a different contact, right-click for the local menu, then select Link.

12. To remove the selected forecasted sale, right-click for the local menu, then select Delete.

13. To edit a selected forecasted sale, right-click for the local menu, then select Properties.

Other Topics:

Adding an Opportunity

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Tracking Pending Activities Associated with an Opportunity or Project

A largescale opportunity or project typically involves many activities performed by different team members. 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.

1. To display scheduled activities for the selected opportunity or project, select the Pending tab in the Opportunity/Project Manager.

2. To add an activity to a highlighted opportunity, from the Main Menu, select Schedule and the activity type, such as Call, Next Action, Appointment, or Other Action.

You can execute a variety of command options on a selected opportunity from the Pending local menu. Although fewer, the options available in the Pending local menu are similar to the Forecast local menu.

Other Topics:

Adding an Opportunity

Adding a Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Tracking Completed Activities Associated with an 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.

1. To display completed activities for the selected opportunity, select the History tab in the Opportunity/Project Manager.

2. You can execute a variety of command options on a selected opportunity from the History local menu. Although fewer, the options available in the History local menu are similar to the Forecast local menu.

Other Topics:

Adding an Opportunity

Adding a Project

Tracking Tasks

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Working with Automated Processes
Working with Automated Processes™

An opportunity or project that involves multiple contacts and/or multiple component tasks or sales typically takes a medium to longer length cycle to complete. You can use GoldMine’s Automated Processes™ within the Opportunity/Project Manager to perform repetitive tasks required in such cycles. 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. For more information about GoldMine’s Automated Processes, see “Automated Processes™” in the online Help.

Note: An Automated Process is also known as a track. Therefore, tracks assigned to each opportunity are stored in the Tracks tab of the Opportunity Manager. To display Automated Processes attached to the selected opportunity, select the Tracks tab.

1. To add a track, right-click for the local menu, then select Attach Process. The Attach an Automated Process dialog box appears, from which you can select a previously defined track to apply to the opportunity.

2. To delete a selected track from the Tracks tab, right-click for the local menu, then select Remove Process.

3. To process a selected track, right-click for the local menu, then select Scan Processes. The Automated Events Processing dialog box appears, from which you can select a scan method, then start processing the selected track.

Other Topics:

Adding an Opportunity

Adding a Project

Tracking Tasks

Tracking Detailed Information

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Other Topics:

Tracking Detailed Information

Tracking Decision-Makers

Tracking Team Members

Tracking the Competition

Tracking Issues

Tracking Forecasted Sales

Tracking Pending Activities Associated with an Opportunity or Project

Tracking Completed Activities Associated with an Opportunity or Project

Editing Basic Information about an Opportunity or Project

Working with Automated Processes

Creating an Opportunity or Project Template

Selecting an Opportunity or Project Template


Creating an Opportunity or Project Template

You can create an opportunity template to automatically enter information that routinely appears for every opportunity, such as Opportunity, Acct. Manager, and activity Code.

1. To create a template, click on the arrow to the right of the Level field. A drop-down list appears. Select (Templates). GoldMine displays any existing templates in the Opportunity/Project Listing browse window.

3. Right-click for the local menu, then select New. By default, GoldMine displays the Info tab.

4. Complete the fields in the Info tab as needed to create either an opportunity template, or a project template. Because a template may be used for the indeterminate future, the date options that are defined for an opportunity or project record do not apply when creating a template. To estimate a duration for an opportunity or project, continue with step 5.

5. In the Number of days to close field, specify the number of days projected from start to finish for the opportunity or project.

6. To add free-form information to a template, select the Notes tab.

7. To close the Opportunity/Project Template Properties window, select OK.

Other Topics:

Selecting an Opportunity or Project Template


Selecting an Opportunity or Project Template

You can use an opportunity or project template to automatically enter information that routinely appears for every opportunity, such as Opportunity, Acct. Manager, and activity Code.

To select a template from the Opportunity/Project Manager:

1. From the Main Menu, select View|Opportunity Manager. If necessary, from the View drop-down list, select either Opportunity or Project.

2. Right-click in the Opportunity/Project Manager browse window (upper pane). From the local menu, select New. If you are working from the Opportunity Manager, the New Opportunity dialog box appears. If you are working from the Project Manager, the New Project dialog box appears.

3. Select an entry from the drop-down list below Please select a pre-defined template.

4. To designate the contact record to which the opportunity will be linked, either:

•	Select Link to another contact record to display the Contact Listing, from which you can select a contact to link with the selected opportunity or project.

•	Accept the default entry, Link to [company] to link the opportunity or project to the 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 appears as Link to [Acme Products].

5. To designate a different contact, select a name from the Contact drop-down list. By default, GoldMine displays the primary contact of the active contact record.

6. When done, select OK. If you are working with an opportunity, the Opportunity Properties window appears. If you are working with a project, the Project Properties window appears.

Other Topics:

Adding an Opportunity

Adding a Project


Editing Basic Information about 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:

Selecting an Opportunity or Project Template

Adding an Opportunity

Adding a Project


Analyzing Forecasted Sales

GoldMine allows you to derive an analysis summary of the forecasted sales activities for one or more users and/or user groups.

1. From the Main Menu, select View|Analysis|Forecast Analysis to display the Forecasted Sales Analysis dialog box.

You can also access the Forecasted Sales Analysis dialog box from the Main Menu by selecting View|Activity List, which displays your Activity List. Select the Forecast tab, right-click for the local menu, then select Analyze.

The Forecasted Sales Analysis dialog box displays statistics for the current four-week period, four-month period, and a general future forecast for any sales projected outside the previous two periods.

If you want to select a different user or user group, or add multiple users, for the analysis, continue with step 2.

If not, go to step 5.

2. To select a different user or user group, or to add multiple users or user groups, click on Select Users.

3. To add a user to the analysis, double-click on the user name in the User List. To add a user group, double-click on the group name in the Group List.

To remove a user or user group from the analysis, double-click on the user name or group name listed in the Selected Users list.

4. When satisfied with the selected users and/or user groups, select OK.

5. To calculate the statistics for the selected user(s), select Analyze.

6. When done, select Close.

Other Topics:

Working with Quotas


Working with Quotas

The quota analysis uses data about the assigned quota, forecasted sales, completed and lost sales to derive either a percentage of quota, or a percentage of forecasted sales attained by a salesperson. Because GoldMine analyzes data by period, a “track record” for each salesperson can be seen via listings over multiple time periods.

1. From the Main Menu, select View|Analysis|Quota Analysis to display the Quota Listing dialog box.

If you want to assign a quota to a specified user, continue with step 2.

If you want to modify a quota already assigned to a specified user, go to step 3.

If you want to sort quota listings, go to step 11.

If you want to delete an assigned quota, go to step 13.

If you want to view assigned quotas only, go to step 15.

2. To assign a quota to a specified user for a defined period, select New. You can also assign a new profile from the local menu by selecting New.

To edit an assigned quota, highlight the entry that you want to modify, then select Properties. You can also edit an existing profile from the local menu by selecting Properties.

Note: The following steps will describe how to assign a new quota to a selected user. If you are editing an assigned quota, all existing data for the selected user, such as dates of the time period and dollar amount of the quota, appears in the Quota Profile dialog box. Make only those changes necessary to update the quota.

3. To assign the quota to a different user, click on the arrow to the right of the User field. A drop-down list appears from which you can select a user. By default, the name of the currently logged user appears in this field when assigning a new quota; the name of the selected user appears when editing an existing quota.

4. In the From Date field, either type the starting date of the quota period, or select a date from the graphical calendar. By default, the first date of the current month appears.

5. In the To Date field, either type the ending date of the quota period, or select a date from the graphical calendar. By default, the last date of the current month appears.

6. In the Quota field, type the dollar amount of sales expected of the user during the quota period.

Note: GoldMine automatically generates the dollar amounts in the Forecast field, Closed Sales field, and the Lost Sales field as the user schedules and completes related forecasted sales activities.

7. To add any notes about the quota, type the text in the Goals & Objectives field.

8. When you have done specifying quota criteria for the selected user, select OK. The new or modified quota appears in the order determined by the option you selected in the Sort by section, as described in step 10.

9. To recalculate the statistics for a selected quota entry, right-click in the browse window for the local menu. Select Re-calculate.

10. To sort quota entries in alphabetical order by user name, select User in the Sort by section. If a user has multiple quota entries, GoldMine lists the entries in chronological order. By default, GoldMine sorts quota entries by Quota Period.

11. To calculate the percentage of forecasted sales against sales completed during the period, select Forecast in the Percentage of section. The default Quota calculates the percentage of quota achieved during the period.

If you want to delete a selected quota entry, continue with step 12.

If not, go to step 14.

12. To delete an assigned quota, highlight the entry, then select Delete.

A prompt asks:

USERNAME,
Delete the selected Quota record?

13. Select Yes.

14. When done viewing or working with quotas, select Close.

Other Topics:

Analyzing Forecasted Sales


Printing and Faxing

Correspondence is a regular function of working with contacts. Printed correspondence can be anything from a basic, follow-up letter to a detailed proposal or a legal contract. GoldMine’s print merge capabilities allow you to print or fax correspondence, such as letters and memos, or create envelopes and mailing labels for one contact, a group of contacts, or all contacts. In addition to text-based documents, such as quotations, order confirmations, or memos, GoldMine also supports print merging to spreadsheet applications and database managers.

Using GoldMine, you can maintain a complete history of the forms created, printed, or faxed to a contact through the print merge feature. Additionally, you can link any “form” or file type to a contact record. By attaching a file to a GoldMine contact record, you can launch the application, and load the linked file with a single operation.

GoldMine relies on Dynamic Data Exchange (DDE) to perform merge form operations. DDE is based on message transfers. Within Windows, all actions are based on messages and their responses. Using DDE messaging, two Windows applications can “talk” to one another. One Windows application responds to the request of another application by sending (exchanging) data. GoldMine acts as both a DDE client and server application, able to both request and receive commands and information from other applications. Through this process, data in GoldMine is merged with other DDE-enabled Windows applications. For detailed information on GoldMine’s DDE functionality, see “Dynamic Data Exchange (DDE)” in the GoldMine Reference Manual or the online Help file.

Other Topics:

Installing the Link to Microsoft Word

Editing a linked document

Creating a template

Faxing a document

Linking a file by either drag-and-drop or from the Links tab


Installing the Link to Microsoft Word

Before you can merge a document, you must install GoldMine’s DDE link to Microsoft Word. The GoldMine 4.0 DDE link supports Microsoft Word versions 6.0a,6.0c, 7.x (Word 95), and 8.x (Word 97).

Note: If you are upgrading over a previous version of GoldMine, you must upgrade your Word DDE link as well.

If you selected either the Typical or Compact option when installing GoldMine, GoldMine installs with approximately 20 mail merge form templates. Each user can customize any of these templates. The GoldMine installation will install all standard merge forms to the \GOLDMINE\TEMPLATE directory. When you open the Merge Forms dialog box for the first time, you can launch any of the (public) merge forms.

If you selected custom install and did not elect to install the mail merge form templates, you can run the GoldMine installation again, and select only this option.

To install the Word DDE link, you must have the FoxPro/dBASE ODBC drivers installed in Word. You can run a check to ensure that these drivers have been installed.

If the drivers have not been installed, you must install them before you can install the Word DDE link. You can install the ODBC drivers for Word 95 and/or Word 97.

For details about DDE, see the online Help. If you are upgrading over a previous version of GoldMine, you must upgrade your Word DDE Link as well.

Faxing

If you will use RightFax or Winfax in conjunction with the GoldMine link, your fax application must be installed prior to the installation of the GoldMine link. If you install the fax application after you install the link, you must install the link again. For further instructions for RightFax users, see “RightFax Users” in the GoldMine 4.x-Word 95 or 97 Link.

Methods of Installing the Word DDE Link

You can GoldMine’s Word DDE link by one of the following methods:

•	Automatic installation: Select this method if you installed the mail merge form templates during the GoldMine installation. This method automatically detects which version of Microsoft Word is installed on your system

or

•	Manual installation: Select this method if you did not install the mail merge form templates during the GoldMine installation, and you want to merge with only the templates you create

Other Topics:

Verifying ODBC Driver Installation

Automatic Installation Method for Linking to Word

Manual Installation Method for Linking to Word


Verifying ODBC Driver Installation

To install the Word DDE link, you must have the FoxPro/dBASE ODBC drivers installed in Word. For details about DDE, see the online Help. If you are upgrading over a previous version of GoldMine, you must upgrade your Word DDE Link as well.

1. To verify your ODBC drivers are installed, from Word’s Main Menu, select Tools|Mail Merge. The Mail Merge Helper appears.

2. Select Create|Form Letters. A prompt asks where you want to create the form letters.

3. Select New Main Document. The Mail Merge Helper appears over a blank document.

4. Select Get Data|Open Data Source. The Open Data Source dialog box appears.

5. In the Files of type: drop-down list, look for dBase Files (*.dbf) and MS FoxPro Files (*.dbf). If those entries appear in the list, the ODBC drivers are installed. Once you have verified that your ODBC drivers are installed, close the Open Data Source dialog box and the Mail Merge Helper dialog box.

If you do not see the ODBC drivers in the list, you must install these drivers before you can install GoldMine’s DDE link to Word. You can install drivers for Word 95 and/or Word 97.

Other Topics:

Installing FoxPro/dBase ODBC Drivers in Word 95

Installing FoxPro/dBase ODBC Drivers in Word 97

Installing the Link to Microsoft Word


Installing FoxPro/dBase ODBC Drivers in Word 95

To install the Word DDE link, you must have the FoxPro/dBASE ODBC drivers installed in Word.

1. Run Microsoft Office Setup (using the MS-Office CD-ROM, type SETUP.EXE in Windows’ Run window, which is accessed from the Start button on the status bar).

2. Select Add/Remove.

3. Select Converters, Filters, and Data Access.

4. Select Change Option.

5. Select Data Access.

6. Select Change Option.

7. Select dBase and Microsoft FoxPro Drivers.

8. Select OK.

9. Select OK.

10. Select Continue.

Other Topics:

Installing FoxPro/dBase ODBC Drivers in Word 97

Installing the Link to Microsoft Word


Installing FoxPro/dBase ODBC Drivers in Word 97

To install the Word DDE link, you must have the FoxPro/dBASE ODBC drivers installed in Word.

1. Run Microsoft Office Setup (using the MS-Office CD-ROM, type SETUP.EXE in Windows’ Run window, which is accessed from the Start button on the status bar).

2. Select Add/Remove.

3. Select Data Access.

4. Select Change Option.

5. Select Database Drivers.

6. Select Change Option.

7. Select dBase and Microsoft FoxPro Drivers.

8. Select OK.

9. Select OK.

10. Select Continue.

Other Topics:

Installing FoxPro/dBase ODBC Drivers in Word 95

Installing the Link to Microsoft Word


Automatic Installation Method for Linking to Word

Install GoldMine’s DDE link to Word if with this method if you installed the mail merge form templates during the GoldMine installation. This method automatically detects which version of Microsoft Word is installed on your system.

Important! Before continuing, make sure that only one copy of Word is running

1. Start GoldMine, then from GoldMine’s Main Menu, select File|Merge Forms. The Merge Forms dialog box appears. To access the Merge Forms dialog box from either the Basic toolbar or the Standard toolbar, select [image].

2. Highlight a template form from the list, then select Link. If your GoldMine DDE link to Word is not installed already, GoldMine asks:

Your GoldMine to Microsoft Word link has not been installed yet. Would you like to install the Word link now?

3. Select Yes.

GoldMine will automatically detect which version of Microsoft Word is installed on your system, launch Word, then prompt you to select the Install GoldMine Link button. If you have two versions of Microsoft Word installed on your system, GoldMine tries to install the link to Word 97 first. For example, if you have both Word 95 and Word 97 installed, GoldMine installs the link to Word 97 by default. You can install the link to Word 95 manually at a later time.

Note: Depending on your settings in Windows 95, Word might display the Macro Virus Protection Warning dialog box. To close this dialog box, and continue installing the link to Word, select Enable Macros.

4. Read the “GoldMine 4.x -Word 97 (or Word 95) Link” document completely. This document contains installation instructions for RightFax users and additional installation information for new versions of the link.

5. Select Install GoldMine Link.

Note: To remove the link to Word, make sure there are no other copies of Word running, select Uninstall GoldMine Link. Once the link is removed, GoldMine displays the message

GoldMine Link Uninstalled

 Select OK to close the message window.

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

Note: GoldMine requires WinFax 7.01 or later. To identify which version of WinFax PRO is running on your system, select Help|About from the WinFax PRO Main Menu. To use Delrina WinFax PRO, you must also have Microsoft Word version 6.0c or later installed with the WinFax PRO printer driver.

Your fax application must be installed prior to installing the GoldMine Link. If you are not using any fax software you can select WinFax, and continue with the rest of the installation.

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

Other Topics:

Updating Previously Created Merge Forms for Use with Word 95

Updating Previously Created Merge Forms for Use with Word 97


Manual Installation Method for Linking to Word

Install GoldMine’s DDE link to Word if with this method if you did not install the mail merge form templates during the GoldMine installation, and you want to merge with only the templates you create.

Important! Before continuing, make sure that only one copy of Word is running

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

2.	Continuing in Word, select File|Open. The Open dialog box appears. Change to the GoldMine directory.

3.	To install the link to Word 95, highlight Gm4w6.doc, then select Open.

To install the link to Word 97, highlight Gm4w8.doc, then select Open.

Note: Depending on your settings in Windows 95, Word might display the Macro Virus Protection Warning dialog box. To close this dialog box, and continue installing the link to Word, select Enable Macros.

The link installation file appears. For Word 95, the title is “GoldMine 4.x-Word 95 Link.” For Word 97, the title is “GoldMine 4.x-Word 97 Link.”

4.	Select Install GoldMine Link.

Note: To remove the link to Word, make sure there are no other copies of Word running, select Uninstall GoldMine Link. Once the link is removed, GoldMine displays the message

GoldMine Link Uninstalled

 Select OK to close the message window.

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

Note: GoldMine requires WinFax 7.01 or later. To identify which version of WinFax PRO is running on your system, select Help|About from the WinFax PRO Main Menu. To use Delrina WinFax PRO, you must also have Microsoft Word version 6.0c or later installed with the WinFax PRO printer driver.

Your fax application must be installed prior to installing the GoldMine Link. If you are not using any fax software you can select WinFax, and continue with the rest of the installation.

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

Other Topics:

Updating Previously Created Merge Forms for Use with Word 95

Updating Previously Created Merge Forms for Use with Word 97

Creating a Template


Updating Previously Created Merge Forms for Use with Word 95

Before you can use template forms created in Word under a previous version of GoldMine’s link with Word, you must convert the documents to work with the GoldMine 4.0 link.

Note: You must install GoldMine’s link to Word before converting existing templates.

1.	Make sure that both GoldMine and Word are running.

2.	From GoldMine’s Main Menu, select File|Merge Forms. To access the Merge Forms dialog box from either the Basic toolbar or the Standard toolbar, select [image].

3.	In the browse window, highlight the template form that you want to convert. Right-click for the local menu, then select Properties.

4.	Write the path and filename of the merge form that appears in the Template Filename field. When done, select OK to close the Form Template Properties dialog box.

5.	In the browse window of the Merge Forms dialog box, highlight the old template entry, then right-click for the Merge Forms local menu. Select Delete.

A prompt asks:

Delete this form record?

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

7.	In Word, from the Main Menu, select File|Open to display the Open dialog box. Navigate to the destination that you wrote down, then select the name of the template file.

8.	Select Open to display the template.

9.	From the Main Menu, select File|Save As GoldMine Template to display the Summary Info dialog box.

10.	Select OK to save the new template, and close the Summary Info dialog box. The Save As dialog box appears.

11.	Select Save.

Other Topics:

Updating Previously Created Merge Forms for Use with Word 97

Creating a Template


Updating Previously Created Merge Forms for Use with Word 97

Before you can use template forms created in Word under a previous version of GoldMine’s link, you must convert the documents to work with Word 97 link.

Note: You must install GoldMine’s link to Word before converting existing templates.

1.	Make sure that both GoldMine and Word are running.

2.	From GoldMine’s Main Menu, select File|Merge Forms. To access the Merge Forms dialog box from either the Basic toolbar or the Standard toolbar, select [image].

3.	In the browse window, highlight the template form that you want to convert. Right-click for the local menu, then select Properties.

4.	Right-click in the App Identifier field. The Field Lookup list appears.

5.	Click on Select to select the Word.Document.8 entry.

6.	In the Form Properties dialog box, right-click in the DDE Command field. The Field Lookup list appears.

7.	Click on Select to select the [GoldMine Link()] entry.

8.	In the Form Properties dialog box, select Edit. Word starts and loads the template.

9.	From the Main Menu, select File|Save As GoldMine Template.

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

11. Select Save.

12. In GoldMine, from the Main Menu, select File|Merge Forms to display the Merge Forms dialog box.

13.	Highlight the old template entry, then right-click for the Merge Forms local menu. Select Delete.

A prompt asks:

Delete this form record?

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

Note: The process of updating templates for Word 97 moves all the templates from the default template directory, such as the GoldMine directory. To use the templates in GoldMine, you must first copy the templates from the Office 95 Template directory to the default directory.

Other topics:

Updating Previously Created Merge Forms for Use with Word 95

Creating a Template


Creating a Template

To create forms for repeated use, you must create a boilerplate, or template. A template is the structure that holds basic document information, such as the text body and selected contact information merge fields. GoldMine provides a set of standard template forms, but you will probably want to add your own special template forms.

You can create an unlimited number of templates to manage all your contact-based correspondence. You set up the templates in a separate, or target application, such as a word processor or spreadsheet.

A target application, such as Word, allows you to insert GoldMine fields into documents or templates. Word allows you to place a GoldMine field anywhere on the text display, and to apply formatting attributes to the field data as desired.

This procedure illustrates how to set up a template in Word 97 that contains the date, contact address block, and salutation as would appear in a typical business letter. The procedure for other word processing applications is similar.

1. Start both GoldMine and Word, if necessary.

2. From the Main Menu in Word, select File|New.

3. Select Template, then select OK. A blank template appears.

4. Position the cursor where you want to place the date line of the letter.

5. To place a date in the form, from the Main Menu, select Insert|Field.

6. In the Categories window, select Date and Time.

7. In the Field Names window, select Date, then select OK. The date field appears at the cursor position in the format is { DATE \* MERGEFORMAT }.

Note: If the current date appears where you placed the date field, change the display setting in Word. From the Main Menu, select Tools|Options. The Options dialog box appears. In the Show section, check the box next to Field Codes, then select OK.

8. To add an address block for a contact, move the cursor to the position where you want to start the address block for the contact; typically, you press [Enter] three times to advance by three lines from the date field.

9. From the Main Menu, select Insert|GoldMine Field.

Note: GoldMine Field should appear at the bottom of the Insert menu. If GoldMine Field does not appear in the Insert menu, you must install the GoldMine link to Word.

10. To add the name of your contact, either type &Contact, or click on &Contact, then select OK. The Contact field appears at the cursor position in the template.

11. To advance to the next line, press [Enter].

12. From the Main Menu, select Insert|GoldMine Field to display the Insert GoldMine DDE Field dialog box, as shown in the above figure.

13. To add the organization of your contact, either type &Company, or click on &Company from the listed fields, then select OK. The Company field appears at the cursor position in the template.

14. To advance to the next line, press [Enter].

15. From the Main Menu, select Insert|GoldMine Field to display the Insert GoldMine DDE Field dialog box, as shown in the above figure.

16. To add the street address of your contact, either type &Address1, or click on &Address1 from the listed fields, then select OK. The Company field appears at the cursor position in the template.

17. To advance to the next line, press [Enter].

18. From the Main Menu, select Insert|GoldMine Field to display the Insert GoldMine DDE Field dialog box.

19. To add the city, state, and ZIP code of your contact, either type &CityStateZip, or click on &CityStateZip from the listed fields, then select OK. The CityStateZip field appears at the cursor position in the template.

20. To advance to the salutation line, press [Enter] three times.

21. Type Dear.

22. From the Main Menu, select Insert|GoldMine Field to display the Insert GoldMine DDE Field dialog box.

23. To add a salutation to your contact, scroll through the list of field names to select CONTACT1->Dear from the listed fields, then select OK. The salutation field appears in the format
{DDEAuto GoldMine Data CONTACT1->DEAR \*MERGEFORMAT \t}.

In the finished letter, the name entered for the Dear field of the contact record appears at this position.

24. From the Main Menu, select File|Save as GoldMine Template.

25. In the File name field, type a name for the template, then select Save. Word saves the template and closes.


Adding a Scanned Signature to a Form

You can insert your signature into a template form created with Word.

Setting up the Signature File

To use a scanned signature in a form created with Word, you must designate the path and file name for the signature file in the GM.INI file. GM.INI is a special text file known as an initialization file in which you can add or change entries that customize GoldMine features. For more information about .INI files used in GoldMine, see Appendix I in the GoldMine Reference Manual.

To use a signature file, you must have:

•	Signature bitmap file saved as username.BMP; for example, JOHNDOE.BMP. To be used successfully, the file must be saved in the .BMP format.

•	Entry in the GM.INI file that designates the path and file name for the signature file.

To add the path statement to GM.INI for a scanned signature file:

1. Open GM.INI by either of the following methods:

•	From Windows Explorer, double-click on GM.INI. Windows starts Notepad, and opens the GM.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 GM.INI, then select Open.

2. Under the [GoldMine] section of GM.INI, enter the following statement:

SigDir=drive:\directory\

where drive:\directory\ represents the path to the username.BMP signature file. The following example shows the format for adding the signature file entry to a GM.INI file.

Example:

[GoldMine]
GoldDir=C:\GOLDMINE\
CommonDir=C:\GOLDMINE\COMMON\
SigDir=C:\GOLDMINE\SIG\

Once you enter the path statement in GM.INI, continue with Inserting the Signature File into a Form to place your signature file in a document.

Inserting the Signature File into a Form

Note: To use a scanned signature in a form created with Word, you must use a .BMP file saved with your GoldMine user name as username.BMP, and designate the path to the signature file in GM.INI as described in the previous section, Setting up the Signature File.

You can add a signature file to a form created only with Word. To add your signature file to a form:

1. Start both GoldMine and Word, if necessary.

2. From the Main Menu in Word, select File|Open to display the Open dialog box.

3. Navigate to the directory that contains the template file, then select the .DOT template file.

4. Highlight the file that you want, then select Open. Word displays the template.

5. Position the cursor on the line on which you want to place the signature file.

6. From the Main Menu, select Insert|GoldMine Field.

7. From the list of fields, select Signature.

8. To insert the signature file, select OK.

Other Topics:

Printing a Document


Printing a Document

A template becomes a printable document when merged with contact information, such as a contact’s name and address.

1. From the Main Menu, select File|Merge Forms.

2. In the browse window, highlight the name of the form that you want to print.

3. To list the forms of another user in the browse window, select a user from the Forms of User drop-down list. By default, this field displays the currently logged user.

4. To change the category of forms listed in the browse window, select a form type from the following options:

•	Documents

•	Spreadsheets

•	Others

5. To launch your word processor, such as Word, and start printing, select Print.

Other Topics:

Creating a Template

Faxing a Document


Faxing a Document

To fax directly from GoldMine, you must have one of the following applications installed on your system:

•	Delrina WinFax PRO 7.01 or later. To identify which version of WinFax PRO is running on your system, select Help|About from the WinFax PRO Main Menu. 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.

1. From the Main Menu, select File| Merge Forms.

2. In the browse window, highlight the name of the form that you want to fax.

3. To list the forms of another user in the browse window, select a user from the Forms of User drop-down list. By default, this field displays the currently logged user.

4. To change the category of forms listed in the browse window, select a form type from the following options:

•	Documents

•	Spreadsheets

•	Others

5. To start faxing, select FAX.

Other Topics:

Printing a Document


Linking a File from the Links Folder

You can easily link a document from the local menu in the Links tab.

1. To link a file to a contact record, from the Main Menu, select Query|Contact. The Contact Listing appears. In the Find Value field, type the contact’s name.

2. Select the Links tab.

3. In the browse window of the Links tab, right-click for the local menu.

4. Select New.

5. In the Document Name field, type a descriptive name of up to 30 alphanumeric characters for the linked document.

6. To select a user as the “owner” of the document, select a user from the Document Owner drop-down list. By default, GoldMine designates a linked document as (public).

7. In the Notes field, type any free-form information.

8. In the File Name field, type the path and file name of the file that you want to link to the contact record. To navigate through drives and/or directories in your system to find a file, select [image].

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

9. To exclude the linked document from a transfer set for remote synchronization, select Synchronize. By default, GoldMine includes the linked document in a transfer set.

10. When done, select OK to close the Linked Document dialog box. The linked document appears in the Links tab of the contact record.

Other Topics:

Linking a File by Drag-and-Drop


Linking a File by Drag-and-Drop

You can easily link a document by dragging and dropping files directly from the Windows 95 Explorer into GoldMine.

1. To link a file to a contact record, from the Main Menu, select Query|Contact to display the Contact Listing. In the Find Value field, type the contact’s name.

2. To view both applications, reduce the window size of GoldMine by clicking on [image] at the right side of the title bar.

3. To start Windows Explorer, click on Start in the Windows 95 status bar, then select Programs. Typically, Windows Explorer appears in the pop-up list of folders and files. Click on the Windows Explorer icon.

4. To find the file that you want to link to the contact record, navigate through the tree in Windows Explorer as necessary.

5. Click on the file in Windows Explorer that you want to link to the contact record, and drag the file icon from Windows Explorer to the contact record in GoldMine.

6. In the Document Name field, type a descriptive name of up to 30 alphanumeric characters for the linked document.

7. To select a user as the “owner” of the document, select a user from the Document Owner drop-down list. By default, GoldMine designates a linked document as (public).

8. In the Notes field, type any free-form information.

9. Press [Tab] to advance past the File Name field. When you link a file by drag-and-drop, GoldMine automatically enters the path and file name in this field.

10. To exclude the linked document from a transfer set for remote synchronization, select Synchronize. By default, GoldMine includes the linked document in a transfer set.

11. When done, select OK to close the Linked Document dialog box. The linked document appears in the Links tab of the contact record.

Other Topics:

Linking a File from the Links Folder


Editing a Linked Document

1. To edit a linked file in a contact record, from the Main Menu, select Query|Contact. The Contact Listing appears. In the Find Value field, type the contact’s name.

2. Select the Links tab.

3. To access the document that you want to edit, either double-click on the listed file, or right-click for the local menu, then select Launch. GoldMine starts the application in which the file was created, and load the document.

4. Make the necessary changes. When done, from the Main Menu, select File|Exit. A prompt asks

Do you want to save changes to filename.doc?

5. To save the modified file, select Yes. Windows 95 saves the file, and closes the application.

Other Topics:

Linking a File by Drag-and-Drop

Linking a File from the Links Folder


Generating Reports

Using GoldMine’s powerful reporting feature, you can generate any type of business report—and more—from the data in your contact databases. The report feature consists of two components:

•	Report generator

•	Form designer

Other Topics:

Printing Canned Reports

Working with the Reports Menu

Designing Custom Reports


Printing Canned Reports

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 over fifty standard report templates to meet most business reporting and printing needs. You can also create custom reports.

GoldMine offers five categories of standard reports in the Reports Menu:

•	Contact Reports: 25 reports that present contact and activity data to meet a variety of needs, such as phone lists and completed activity logs.

•	Calendar Printouts: eight reports that present scheduled activity data in graphical formats, such as monthly calendars and Daytimer® pages.

•	Analysis Reports: seven reports that present statistical information similar to the analyses available from the View menu, such as phone call statistics and quota analyses.

•	Labels and Envelopes: 13 layouts that print selected data in formats that conform to various Avery label types and envelope dimensions.

•	Other Reports: six miscellaneous reports that present a variety of useful information, such as organizing information from your personal Rolodex entries and a listing of available merge forms.

You can either print your report or display the report onscreen. You can select pages to print from an onscreen display. If you want to use a different printer than the Windows default printer for a specific report, you can select a different printing device from a list of installed printers.

Other Topics:

Working with the Reports Menu

Designing Custom Reports

Printing a Report


Designing Custom Reports

If you have special reporting needs that require customized layouts, GoldMine’s form designer features comprehensive functionality that a developer can use to create customized reports and documents. GoldMine’s form designer can be used to produce a custom report from a blank template, or from cloning and modifying one of the standard GoldMine templates. GoldMine’s graphic interface makes report design a straightforward, what-you-see-is-what-you-get (WYSIWYG) process. For more information about the form designer, see “Creating Custom Reports” in the GoldMine Reference Manual.


Working with the Reports Menu

The heart of GoldMine’s reporting feature is the Reports Menu, from which you can access all of the major functionality. Accessing the Reports Menu is the first step to performing any task relating to generating a report.

1. From the Main Menu, select File|Print Reports.

To access the report generator from either the Basic toolbar or the Standard toolbar, select [image].

The Reports Menu contains options that allow you to specify:

•	Which data is printed in the report

•	Sort conditions to control the order that records appear in the report

•	Report titles and other report file information

•	Output destinations for the report

2. In the Reports Categories section, highlight the name of the report type that you want to generate, such as Contact Reports.

3. In the Report Description section, select the specific report that you want to generate, such as Contact Profile (Detail).

4. To view the reports of a user other than the currently logged user, select a name from the User drop-down list. By default, (public) appears in this field.

You can define the sort order for data in the report.

You can change properties of the report, such as the report title.

You can define the output device before generating the report.

You can select the types of data to include in your contact/analysis report, or your calendar report.

Other Topics:

Printing a Report


Selecting Data for a Contact Report or an Analysis Report

You can configure your report to include specific types of:

•	Activities

•	Linked data

•	Records, such as those for users, activity codes, and date ranges

You can produce one report with the specific data, or save the settings for all future runs of the report.

The options available to select data for either contact reports or analysis reports are the same.

1. From the Reports Menu, in the Reports Categories section, select either Contact Reports or Analysis Reports.

2. In the Report Description section, select the specific report that you want to generate, such as Contact Profile (detailed).

3. In the Contacts section, select the type of contact record(s) that you want to use in the report from the following options:

•	All

•	Current: includes data from the active contact record only

•	Filter or Group: includes only contact records that either meet filter criteria, or that are members of an activated group

4. Select Options.

5. In the History Data section, remove the check from any option that corresponds to a type of history data that you do not want to include in the report. By default, all data types are selected. Data types include the following:

•	Phone Calls: includes Scheduled Call, Returned Message, Outgoing Call, and Incoming Call data

•	Messages: includes Phone Message, E-mail Message, and MS Mail Message

•	Next Actions

•	Appointments

•	Sales

•	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

•	Events

•	To-dos

If no items are checked under History Data, or no data exists for any of the checked data types, GoldMine suppresses the History section of the report, and continues with the next section for which data is available.

6. To select a specific user or user group whose history records will appear in the History section of the report, select a user or user group from the User drop-down list. By default, (all) appears in this field.

7. To set the beginning date of a range during which a history record must have been completed for the record to be included in the History section of the report, either type a date in the Date field, or select a date from the graphical calendar. The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range includes all history records.

8. To set the ending date of a range during which a history record must have been completed for the record to be included in the History section of the report, either type a date in the To field, or select a date from the graphical calendar. The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range includes all history records.

9. To specify that history records must contain a specific activity code to be included in the History section of the report, type a code in the Actv field.

10. To specify that history records must contain a specific result code to be included in the History section of the report, type a code in the Result field.

11. In the Linked Data section, select one or more options to include the corresponding data in the report:

•	Other Contacts

•	Document Links

•	Profiles

•	Referrals

•	Organizations

12. In the Calendar Data section, remove the check from any option that corresponds to a type of activity data that you do not want to include in the report. By default, GoldMine will include all data types. Data types include the following:

•	Appointments

•	Call Backs

•	Messages: includes Phone Message, E-mail Message, and MS Mail Message

•	Next Actions

•	Sales: lists Forecast Sales data

•	Others: includes Other Action data

•	Events

•	To-dos

If no items are checked under Calendar Data, or no data exists for any of the checked data types, GoldMine suppresses the Scheduled Activity section of the report, and continues with the next section for which data is available.

13. To select a specific user or user group whose calendar records will be included under the Scheduled Activity section of the report, select a user or user group from the User drop-down list. By default, (all) appears in this field.

14. To set the beginning date of a range during which an activity must have been scheduled for data to be included in the Scheduled Activity section of the report, either type a date in the Date field, or select a date from the graphical calendar. The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range includes all calendar records.

15. To set the ending date of a range during which an activity must have been scheduled for data to be included in the Scheduled Activity section of the report, either type a date in the To field, or select a date from the graphical calendar. The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range includes all calendar records.

16. To specify that calendar records must contain a specific activity code to be included in the Scheduled Activity section of the report, type a code in the Actv field.

17. To save the data selection settings for future printings of the selected report, select Save Settings. Do not select this button for a one-time only run of the report.

18. To close the Contact Report Options dialog box, select OK.

Other Topics:

Selecting Data for a Calendar Report

Sorting Report Data

Printing a Report


Selecting Data for a Calendar Report

You can configure your report to include specific types of:

•	Activities

•	Linked data

•	Records, such as those for users, activity codes, and date ranges

You can produce one report with the specific data, or save the settings for all future runs of the report.

1. From the Reports Menu, in the Reports Categories section, select Calendar Printouts.

2. In the Report Description section, select the specific report that you want to generate, such as Activities Monthly.

3. In the Contacts section, select the type of contact record(s) that you want to use in the report from the following options:

•	All

•	Current: includes only data from the active contact record

•	Filter or Group: includes data from only contact records in the selected database that meet the criteria applied by an active filter or group

4. Select Options.

5. To select a specific user or user group whose calendar records will appear in the Scheduled Activity section of the report, select a user or user group from the User drop-down list. By default, (all) appears in this field.

6. To set the beginning date of a range during which an activity must have been scheduled for data to be included in the Scheduled Activity section of the report, either type a date in the Date field, or select a date from the graphical calendar. The default entry is 01/01/00. When combined with the default To date of 12/31/99, the resulting date range includes all calendar records.

7. To set the ending date of a range during which an activity must have been scheduled for data to be included in the Scheduled Activity section of the report, either type a date in the To field, or select a date from the graphical calendar. The default entry is 12/31/99. When combined with the default Date entry of 01/01/00, the resulting date range includes all calendar records.

8. To set the beginning time of a period during which an activity must have been scheduled for data to be included in the Scheduled Activities section of the report, either type a time in the Time field, or select a time from the graphical clock.

9. To set the ending time of a period during which an activity must have been scheduled for data to be included in the Scheduled Activities section of the report, either type a time in the To field, or select a time from the graphical calendar.

10. In the Include Activities section, remove the check from any option that corresponds to a type of activity data that you do not want to include in the report. By default, all activity types are selected. Data types include:

•	Appointments

•	Call Backs

•	Messages: includes Phone Message, E-mail Message, and MS Mail Message

•	Next Actions

•	Forecast Sales

•	Others: includes Other Action data

•	Events

If no items are checked under Include Activities, or no data exists for any of the checked data types, GoldMine suppresses the Scheduled Activity section of the report, and continues with the next section for which data is available.

11. In the Detail Text section, remove the check from any activity type that you want to exclude from the report. By default, details appear for all of the following options:

•	Activity Type

•	Activity Code

•	Time

•	Duration

•	Reference

•	Contact

•	Phone

12. In the Page Layout section, select a calendar format from the following options:

•	Weekly

•	Monthly

•	Daily (fixed): prints all hourly slots from 7:00 a.m.–7:00 p.m., even if no 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.

13. To save the data selection settings for future printings of the selected report, select Save Settings. Do not select this button for a one-time only run of the report.

14. To close the Calendar Report Options dialog box, select OK.

Other Topics:

Selecting Data for a Contact Report or an Analysis Report

Sorting Report Data

Printing a Report


Sorting Report Data

Sorting allows you to arrange report 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 the report will list all records alphabetically by company name. If you select the Zip field as the first sort field, then all printed records are ordered by ZIP code as specified.

Note: Sorts is available for Contact Reports, Analysis Reports, and Other Reports. This option is not available for Calendar Printouts or Labels & Envelopes.

GoldMine allows three levels of sorting. For example, if Company is selected as the Primary Sort, and the Secondary Sort is Contact, then the reports orders all records by company name in the report. However, two records with the same company name are then ordered alphabetically by contact name.

When a field is selected for Tertiary Sort, records are ordered by the third sort field only when the values of 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, the report orders records 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: To run a report properly, you must define a Primary Sort, 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 dims, indicating that GoldMine will sort records by the natural order of record entry.

1. From the Reports Menu, select Sorts.

2. Make sure that Primary Sort is selected, then complete the Primary Sort definition by selecting the Sort1 Database and Field Name. To specify a range of records, specify a Start at value and/or an End at value.

Note: 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 selects 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 04/01/96, the report orders records by the selected field from April 1, 1996 to the current date.

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 GoldMine will sort all records in ascending order.

3. To specify Secondary Sort (second-level) parameters, select the database and the field on 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.

4. To specify Tertiary Sort (third-level) parameters, select the database and the field on 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.

5. To save the sort settings for future printings of the selected report, select Save as Defaults. Do not select this button for a one-time only run of the report.

6. To close the Report Sorting Options dialog box, select OK.

Other Topics:

Selecting Data for a Contact Report or an Analysis Report

Selecting Data for a Calendar Report

Sorting Report Data

Printing a Report


Changing a Report Profile

You can view and/or change information about a standard or custom report file.

1. From the Reports Menu, highlight a report, then select Properties.

2. To change the name of the report that appears in the Reports Menu, type a new name for the report in the Report description field.

3. To assign update rights for the report to a different user, select a user from the Owner drop-down list. To allow all users editing rights, select (public).

Note: You can assign update rights if allowed by the configuration in the Users’ Master File. For details, see the GoldMine Reference Manual.

4. In the Notes field, type any free-form information related to the report that might help other users.

5. To select the device that GoldMine will automatically use to print the report unless otherwise specified, select one of the following Default Printer options:

•	Selected printer: sends reports to either the Window (monitor), or the Printer as designated in the Output to section of the Reports Menu

•	Layout printer: special printer selected while working in the layout mode of GoldMine’s form designer

6. To associate the report with a different file name, type a valid file name of up to eight alphanumeric characters in the Report Filename field, such as REPORT25. You do not need to add an extension, as GoldMine automatically adds an .FP extension. To locate a file, select [image], then navigate through the drive(s) and directories on your system as needed.

7. To clone the report template using a new file name, select Duplicate Current Report Layout.

8. To close the Report Profile dialog box, select OK.


Printing a Report

1. From the Reports Menu, select the device to which you want GoldMine to send your report from one of the following:

•	Window (monitor)

•	Printer

2. To send the report to the selected output device, select Print.

If you selected Printer, go to Sending the Report to a Printer.

If you selected Window, continue with Displaying the Report Onscreen.

Displaying the Report Onscreen

If you selected Window from the Reports Menu, the report appears onscreen the same as if printed on paper by the selected printer. To check which printer is selected in GoldMine, from the Main Menu, select File|Printer Setup. The printer selected affects the screen display because each printer driver has unique definitions for kerning, that is, spacing.

A special Print Preview toolbar can help you to perform a variety of functions while the report appears onscreen. This toolbar appears under the main GoldMine toolbar.

The Print Preview toolbar contains the following icons:

	Cancels the preview and return to the main contact screen		Displays the Reports Menu from which a report can be selected
	Displays the Save the Report to a Disk File dialog box, from which you can save the report with current records		Returns to the layout mode
	Previews the template with current records		Displays the Print Pages dialog box, from which a page range to be printed can be specified
	Displays the Print Setup dialog box, from which print and page setup options can be specified		Displays the first page of the report
	Displays the previous page of the report		Displays the next page of the report
	Displays the last page of the report		Displays 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, as shown above, and a full-page view, select [image] from the Preview toolbar.

Sending the Report to a Printer

If you selected Printer from the Reports Menu, 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.

Note: If you want to print only part of the report, such as a specific page or a specified range of pages, select Window from the Reports Menu. When you select Printer, GoldMine prints the entire report.

To stop sending the report to the printer at any time, select Cancel. Otherwise, the Printing in Progress status window closes when GoldMine finishes sending the report to the printer.


Working with Sets of Contacts

As your contact database grows, you will typically want to create subsets, or categories, of contacts based on criteria that you define. For example, you might want to send a brochure for a new product to only those contacts located in a test market.

Using GoldMine, you can create subsets of contacts by working with one of the following methods:

•	Tagging records

•	Creating a filter

•	Creating a group


Tagging Records

Sometimes, you might want to create a subset of contact records for temporary use during one work session. The easiest way to create a set on-the-fly is by tagging records. You can tag, or select, multiple contact records from the Activity List, or the Contact Listing. The following procedure will describe tagging records from the Contact Listing.

1. To tag a record from the Contact Listing, 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]

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.

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

2. To remove the tag from one record, display the Contact Listing, then 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]

3. To remove all tags, either close the Contact Listing, or exit GoldMine.

Other Topics:

Creating a Filter

Building a Group


Creating a Filter

Once you have a large number of records in your contact database, you can organize them into different subsets. Creating a subset based on selected criteria allows you to “categorize” records to be used as subjects of special activities. 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.

This section contains information and instructions for creating a subset based on a filter. GoldMine’s filter expressions are actually xBase/Clipper expressions that might seem foreign to users without programming experience. However, GoldMine contains a filter generator that builds a filter expression for you based on menu and browse window choices.

Other Topics:

Using Boolean Expressions

Building a Filter

Activating a Filter


Using Boolean Expressions

GoldMine’s filters are based on Boolean expressions. Boolean expressions are logical statements that have one of two possible outcomes: true or false. For example, the statement “The sky is clear” is either true or false. Based on weather conditions, the sky can either be clear or not clear. If the sky is clear, the expression is true. However, if the sky is not clear, the expression is false.

Whenever you activate a filter, the entire contents of the database are evaluated based on the Boolean expression you design. Those contact records that match the Boolean expression are selected. The records that do not match are filtered out.

Consider the following example:

For the purpose of a specific project or campaign, you decide that you want to create a group of your corporate clients located in Los Angeles. To do so, you create the following expression:

City is equal to “Los Angeles”

A Boolean expression consists of two parts: operators and operands. The operands act as the data to be evaluated, while the operator determines the mode of comparison that establishes whether the statement is true or false in a particular instance. As shown in the above example, the operands are City and Los Angeles, and is equal to is the operator.

When this filter is active, pressing [Page Up] and [Page Up] displays only those contact records in the database that are evaluated as true for this statement. The filter evaluates each contact record. If the record does not meet the condition(s) of the statement, GoldMine continues to the next record and repeats the process to find a contact record that does meet the specified condition(s). GoldMine then displays this record. In effect, the filter shrinks the full database to present a subset composed entirely of contacts with addresses in Los Angeles.

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


Building a Filter

1. From the Main Menu, select Query|Filters.

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

2. Select New. GoldMine displays the New Filter window. By default, the Properties tab appears.

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

4. In the Owner field, you can change the user who controls the filter expression, if necessary. By default, this field displays the currently logged user. Click on the arrow to the right of the Owner field. A drop-down list appears, from which you can select a different user.

5. Select the Build tab.

6. In the Field name field, select a field for GoldMine to search for the specified condition, such as Phone1.

7. In the Operator field, select an operator, such as Equal to.

8. In the Value field, type a comparison value to which each record will be compared. In the above figure, the Value entry (310) is the area code that must be entered in the Phone1 field of a record for a contact to be selected. The comparison value is not case-sensitive.

9. To connect the Field name, Operator, and Value components together into a filter expression, select Insert Condition. The condition appears in the expression window.

10. To change the language in which the expression appears, select either Show in English, or Show in XBase. By default, a filter appears in English.

Note: You can build a complex filter expression by connecting simple filter expressions with logical conjunctions, such as AND and OR.

11. To increase the speed by which GoldMine can select records, select the Optimize tab.

The Optimize tab contains options to limit the range of records for GoldMine to search. Optimization creates a first “subset” before the filter is applied. In a large database, optimizing the filter can produce search results more quickly.

12. To specify the field on which the database is ordered alphabetically when the limit is active, select a field from the Sort Order drop-down list. For example, when the Sort Order field is City, GoldMine orders the database alphabetically by city names when the filter is active.

13. To specify the first valid record to which the filter can be applied, type a value in the Beginning Limit field. For example, if records will be arranged alphabetically by City when the filter is active, and Los Angeles is entered in the Beginning Limit field, any contact records with City field values that are “higher” than Los Angeles—that is, come before Los Angeles in alphabetical order, such as Indianapolis—are not be selected by the filter.

14. To specify the last valid record to which the filter can be applied, type a value in the Ending Limit field. For example, if records will be arranged alphabetically by City when the filter is active, and New York is entered in the Ending Limit field, any contact records with City field values that are “lower” than New York—that is, come after New York in alphabetical order, such as Seattle—will not be selected by the filter.

15. When done, select OK to close the New Filter window, and return to the Filters and Groups window.

Before you can use the new filter, you must start, or activate, the filter.


Previewing a Filter

Before activating a filter, you can preview the records of the active filter to decide if you want to use the filter. If necessary, you can then expand your selection criteria and narrow the search by adding expressions, or by applying a different filter.

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

2. To update the display in the Preview tab to show records added to the contact database that match the condition(s) defined by the filter expression, select Search All.

If the search produces a larger set of contact records than desired, you can select Drill Down, or apply a second filter, to the set already selected. Continue with step 3.

If you are satisfied with the set of contact records that appear in the Preview tab, go to step 4.

3. You can narrow the set of selected records as follows:

a. Select Build Filter to work in the Expression Builder dialog box, which allows you to either select an existing filter, or to build a filter. When you have selected or created the filter that you want to apply, select OK to close the Expression Builder dialog box, and return to the Preview tab.

b. To create a new subset of records from the original subset, select Drill Down. GoldMine will select records based on the filter created or selected in step 3a from the original subset. 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.

4. To save the filter as defined, select Save. Saving a filter is optional; you can use a filter on a one-time basis. The actual records selected by the filter might differ each time the filter is activated, depending on changes to your contact database.


Building a Group

GoldMine provides two methods for managing data subsets: filters and groups. A group is a fixed set of records that meets a specified set of conditions. Once a group is created, access to the member records is instantaneous.

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:

How Does a Group Differ from a Filter?

Adding a Group

Activating a Group


How Does a Group Differ from a Filter?

Working with groups can be more efficient than applying a filter. Each time that you activate a filter, GoldMine searches through the database for records that meet the criteria. However, once a group is created, membership is fixed so that you can work with the members immediately.

Groups offer other advantages:

•	Groups process information much faster than filters because the record evaluation is performed only once, when the record is added to the group.

•	Groups offer membership stability because each contact record must be specifically added to the group. Once added, the contact record remains in the group until removed. However, a selected filter automatically displays any new contact records 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. You can create multiple, overlapping categories of contact records.

•	Groups offer sorting to arrange records in your contact database in any desired order.

Other Topics:

Adding a Group

Activating a Group


Adding a Group

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

To access the Groups tab from either the Basic toolbar or the Standard toolbar, select [image].

2. To display the local menu, right-click within the Group browse window located in the upper portion of the Groups tab. Select New Group.

3. In the Group Name field, type a descriptive name for the group.

4. To assign an optional identification code to the group, either type a value of up to eight alphanumeric characters, such as RESELLER, in the Code field, or press [F2] to select from the F2 lookup.

5. To designate a different user as the owner of the group, select a user from the User drop-down list. By default, this field displays the currently logged user.

6. To create a group without adding members, remove the check from Build a Group. By default, GoldMine will display the Group Building Wizard, so that you can add contact records to the group.

7. To include group data and calendar records in transfer sets for synchronization, select Synchronize group. By default, GoldMine will not set up synchronization updating for the group. The result is that GoldMine builds and deletes the group faster.

8. Select OK. If you accepted the default selection of Build the Group, the Group Building Wizard appears. Continue with step 9.

9. In the opening screen of the Group Building Wizard, select the method by which you want to build your group from the following options, then select Next>. Continue with the step noted with the option:

•	Filter or expression—go to step 10

•	Previewed records—go to step 11

•	Tagged records—go to step 12

•	Scheduled calendar activities—go to step 13

•	Completed history activities—go to step 14

•	Supplemental contact data—go to step 15

•	Search result—go to step 16

10. After you select Filter or expression, select one of the following options:

•	Build on a Filter: adds members to a group based on an existing filter—perform steps 10a and 10c

•	Build on an Expression: adds members to a group based on an expression that you create—perform steps 10b and 10c

a. To build a group based on an existing filter, select Build on a Filter. To select a filter, select an entry from the drop-down list.

To display the groups created by a different user, select a user from the Owner drop-down list. By default, this field contains the name of the currently logged user.

b. To build a group based on an expression that you create, select Build on an Expression. You can either type the expression in the window below the option, or select Build Filter to display the Expression Builder dialog box, which allows you to build a filter.

c. Select Next>. The Optional Settings dialog box appears. Go to step 17.

11. When you select Previewed records, GoldMine automatically adds members from the currently active or previewed filter, and the Optional Settings dialog box appears. If you have not activated or previewed a filter, GoldMine dims this option. Go to step 17.

Note: To view the records selected on the basis of the active filter before building your group, from the Main Menu, select Query|Filters, then select the Preview tab.

12. When you select Tagged records, GoldMine automatically adds members to the group based on records that you have selected, or tagged, from the Contact Listing, Group Members listing browse window, or the Activity List. Select Next>, and the Optional Settings dialog box appears. To enable Tagged records, you must select the records as described in the following note. If you have not tagged records, this option appears dimmed. Go to step 17.

13. Once you select Scheduled calendar activities, you can build a group on a variety of activity types.

a. To build the group based on the calendar activities of a different user or user group, select a user or user group from the User drop-down list. By default, this field contains the name of the currently logged user.

b. In the From Date field, either type a date, or select a date from the graphical calendar. GoldMine adds contact records to the group that have calendar activities scheduled on or after this date. The default is the current date.

c. In the To Date field, either type a date, or select a date from the graphical calendar. GoldMine adds contact records to the group that have calendar activities scheduled on or before this date. The default is the current date.

Note: When you enter a date in both the From Date field and the To Date field, GoldMine adds only contact records with activities scheduled in the specified date range.

d. To specify that GoldMine search for only one type of activity, select one of the radio buttons in the Activity Type section. By default, GoldMine searches for all activities when adding contact records to the group.

e. Select Next>. The Optional Settings dialog box appears. Go to step 17.

14. Once you select Completed history activities, you can build the group on a variety of completed activity types.

a. To build the group based on the completed activities of a different user, select a user from the User drop-down list. By default, this field contains the name of the currently logged user.

b. In the From Date field, either type a date, or select a date from the graphical calendar. GoldMine adds contact records to the group that have history activities scheduled on or after this date. The default is the current date.

c. In the To Date field, either type a date, or select a date from the graphical calendar. GoldMine adds contact records to the group that have history activities scheduled on or before this date. The default is the current date.

Note: When you enter dates in both the From Date field and the To Date field, GoldMine adds only contact records with history activities in the specified date range.

d. To add only contact records that have a specified activity code, type the code value in the Activity field. To include history records with any activity code, leave this field blank.

e. To add only contact records with completed activities that have a specified result code, type the code value in the Result field. To include history records with any result code, leave this field blank.

f. To specify that GoldMine search for only one type of activity, select one of the radio buttons in the Activity Type section. By default, GoldMine searches for all activities when adding contact records to the group.

g. Select Next>. The Optional Settings dialog box appears. Go to step 17.

15. Once you select Supplemental contact data, you can build the group on one of four record types.

a. Select the type of supplemental record on which you want to build the group from the following options:

•	Profiles

•	Other Contacts

•	Document Links

•	Referrals

If you select Profiles, continue with step 15b.

If not, continue with 15c.

b. To specify the name of the profile on which GoldMine builds the group, either type the name of the profile, or select a profile from the F2 lookup.

c. To specify a word or phrase for GoldMine to search in the Reference field of the selected type of supplementary record, either type a word or phrase in the Keyword field, or select a term from the F2 lookup. If you place an entry in this field, GoldMine adds only contact records with profiles that contain the specified Reference value.

d. Select Next>. The Optional Settings dialog box appears. Go to step 17.

16. When you select Search result, GoldMine will automatically add members to the group based on a search, and the Optional Settings dialog box appears. To enable Search result, you must perform a search, and leave the Search window open. If you have not performed a search and left the Search window open, GoldMine dims this option. Continue with step 17.

Note: To build a group based on search results, select Query|Search 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.

17. You can define additional settings for GoldMine to use when adding members to your group.

a. To specify a field by which GoldMine can sort group members, select a field from the Sort field drop-down list.

b. To specify a value to be placed in the group Reference field in the Groups tab of the Filters and Groups window, either type a value in the Reference field, or select from the F2 lookup. You can also place information from a group member’s contact record, or an activity’s history record, in the group Reference field by enclosing the field name in braces. For example, {CONTACT1->COMPANY} places the company name for each group member in the Reference field.

c. To select a filter to apply to the contact database as the basis for selecting group members, type a valid xBase expression in the Filter Expr field.

Note: Filter Expr is not available if you select Filter or expression to build a group.

d. Select Next>.

18. To start building the group, select Finish.

Other Topics:

Activating a Group


Producing Mass Mailings

When you have an announcement that you want to send to a large number of contacts, you can use GoldMine to generate a mass mailing. By merging your contact data with “boilerplate” text,” you can quickly create a personalized message for a virtually unlimited number of recipients. You can generate the mass mailing for all of your contacts, or select a set of contacts by activating a filter or group.

Other Topics:

Activating a filter

Releasing a filter

Activating a group

Releasing a group

Generating correspondence from a template form


Activating a Filter

You can select, or activate, an existing filter condition to work with a set of contacts that GoldMine selects on the basis of a condition..

Activating a filter will affect the following GoldMine functions:

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

•	Merge Form commands

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

•	Global Replace commands

•	Synchronization commands

•	Export Data commands

1. From the Main Menu, select Query|Filters.

2. Highlight the filter that you want to activate, then select Activate.

While the filter is active, the name of the filter appears in the title bar of each selected 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 searches the database to find a record that matches the filter expression.

Other Topics:

Releasing a Filter


Releasing a Filter

Once a filter is activated, you must release, or deactivate, the filter before you can return to working with the entire contact database.

1. From the Main Menu, select Query|Filters.

2. Select Release.

3. To close the Filters and Groups window, click on [image] at the right side of the title bar.

Other Topics:

Activating a Filter


Activating a Group

Once you build a group, you can select, or activate, the group to work with a fixed set of contacts that meets user-defined criteria.

Selecting a group affects 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

•	Globally Replace Fields wizard

•	Synchronization commands

•	Export Records wizard

1. From the Main Menu, select View|Contact Group.

2. Highlight the group that you want to activate, then select Activate.

While the group is active, the name of the group appears in the title bar of each member contact record.

Other Topics:

Releasing a Group


Releasing a Group

Once a group is activated, you must release, or deactivate, the group before you can return to working with the entire contact database.

1. From the Main Menu, select View|Contact Groups.

2. Select Release.

3. To close the Filters and Groups window, click [image] at the right side of the title bar.

Other Topics:

Activating a Group


Generating a Mass Mailing

You can work with any merge form available in GoldMine to generate a mass mailing for all contacts, or you can produce a targeted mass mailing to any size and type of audience by working with a filter or group. To generate a targeted mass mailing, be sure to activate a filter or group.

1. From the Main Menu, select View|Contact Groups.

To access the Groups tab from either the Basic toolbar or the Standard toolbar, select [image].

2. In the upper browse window, select the group containing the contacts that you want to receive the letter.

3. To activate the group, select Activate. GoldMine automatically minimizes the Filters and Groups window.

4. From the Main Menu, select File|Merge Forms.

To access the Merge Forms dialog box from either the Basic toolbar or the Standard toolbar, select [image].

5. In the browse window, highlight the name of the form that you want to print.

Note: If you want to change the form, follow the procedure in Creating a Template before proceeding.

6. To list the forms of a different user or user group in the browse window, select a user from the Forms of User drop-down list. By default, this field displays the currently logged user.

7. To change the category of forms listed in the browse window, select a form type from the following options:

•	Documents

•	Spreadsheets

•	Others

8. In the Record Range section, select All contacts to print a document for each of the contacts in the selected group. You can further select recipients from Primary and/or all Additional contacts.

Note: To print documents for additional contacts, you must select the Contacts tab in the active contact record.

9. To launch your word processor, such as Word, load the merged document(s), and print the document(s), select Print.


Taking a Phone Message

You can easily take a telephone message for another staff member using GoldMine.

1. From the Main Menu, select E-mail|Send Phone Message.

2. To identify an additional contact as the caller, either type the name of the person in the From Contact field, or select an additional contact from the drop-down list. By default, GoldMine displays the primary contact of the active contact record.

3. To designate the recipient of the message, select from the To User drop-down list. By default, this field displays the currently logged user.

4. In the Message field, you can specify a message by performing one of the following:

•	Type text in the field

•	Press [F2] in the field to display an F2 lookup of predefined entries from which you can select, edit, or define a message

•	Click on the spin controls to the right of the field to scroll through predefined messages

•	Check one or more of the message options, such as Returned your call, listed below the field

5. In the Activity Code field, either type a three-character code, or select from the F2 lookup.

6. In the Notes field, type any free-form text.

7. To activate the pop-up alarm for this call, select Alarm. By default, GoldMine displays an alarm ten minutes before the time an activity is scheduled. You can accept the default time, or type a different time in the field to the right of the option. The default alarm period for can be changed in the Alarms tab of the Preferences window.

8. To limit viewing of activity code, reference, and notes about the phone message to the user who recorded the message, the recipient, and any specially authorized users, select Private. While other users can view information about the type of activity, date, and user in the Pending tab of the contact record(s), the Reference column indicates that the user who took the message designated the record as private.

9. To set GoldMine to notify you when the message is received by the recipient, check RSVP. GoldMine lists the RSVP on your Activity List with a result code to show the outcome of the message.

10. To take a phone message that is not related to the active contact record, such as recording a personal call, remove the check from Link. By default, GoldMine checks the Link box to link an activity to the contact record.

11. To complete the message, select OK.


Sending GoldMine E-mail

GoldMine e-mail is a convenient way to communicate with other GoldMine users about contact-related and other issues. You can also send e-mail via the Internet either to other GoldMine users or contacts.

1. From the Main Menu, select E-mail|Send GoldMine E-mail.

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

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

If not, go to step 5.

3. To select additional users and/or user groups, select cc:.

4. Select either of the following options:

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

•	Send Blind E-mail: sends an e-mail message but no distribution list to “nonblind” e-mail users or user groups.

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

5. In the Activity field, either type a three-character code, or select from the F2 lookup.

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

7. To associate the e-mail message with an additional contact, either type the name of the person in the Contact field, or select an additional contact from the drop-down list. By default, GoldMine displays the primary contact of the active contact record.

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

9. To activate the pop-up alarm for this call, check Alarm. By default, GoldMine displays an alarm ten minutes before the time an activity is scheduled. You can accept the default time, or type a different time in the field to the right of the option. The default alarm period can be changed in the Alarms tab of the Preferences window.

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

11. To attach a file to the message, select Attach. The Open dialog box appears, from which you can navigate through drives and directories on your system to select a file as an attachment.

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

The editing toolbar provides a quick way to save and print a message, as well as to apply text block manipulation and formatting. To display a flyout title box next to any icon, move the mouse over the icon.

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

If not, go to step 14.

13. To check the spelling of your message, position the cursor at the beginning of the text, then select [image]. GoldMine displays any word not found in the standard dictionary.

You can accept the word that appears in the Change To field, or click on one of the following buttons to

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

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

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

•	Add a frequently used word

To quit during the spell-check, select Exit. Otherwise, when GoldMine finishes scanning through the document, a message appears to display the end of the check, and the word count of the message.

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

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

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

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

18. To receive notification when the message is received by the recipient, check RSVP. GoldMine lists the RSVP on your Activity List with a result code to show the outcome of the e-mail message.

19. To send the e-mail message(s)—or to place the e-mail in a queue until the send date designated in the Date field, select Send.

Other Topics:

Reading your E-mail


Responding to a Message

To respond to a message using GoldMine, you can either:

•	Reply to a message, which allows you to send a response directly to the sender

•	Complete a message, which allows you to record the outcome of your response to the message in the same way as completing any activity in GoldMine


Replying to a Message

When you reply to a message, you send a response directly to the sender, and you also specify how to dispose of the message that you received.

1. To display the contact record that contains the pending activities that you want to review, from the Main Menu, select Query|Contact to display the Contact Listing. Type the name of the contact whose record you want to display.

2. Select the Pending tab.

3. Select the message to which you want to reply, then right-click for the local menu.

4. Select Reply.

5. To dispose of the message once you reply, select one of the following options:

•	File in history: places the message in the History tab of the related contact record.

•	Delete the activity: removes the e-mail message.

•	Retain in In-Box: leaves the e-mail message in the Pending tab.

•	Carry over notes: Copies the text of the original message into your reply. You can select this option in combination with any of the preceding options.

6. When you have selected an option for disposing the original message, select Reply.

Other Topics:

Completing a Message


Completing a Message

You can complete a received message, such as a telephone message or GoldMine e-mail, in the same way as you would complete any activity.

1. To display the contact record that contains the message that you want to complete, from the Main Menu, select Query|Contact to display the Contact Listing. Type the name of the contact whose record you want to display.

2.  To locate the message, perform one of the following:

•	Select the Pending tab, then highlight the message that you want to complete. Right-click for the local menu, then select Complete. Go to step 5.

•	From the Main Menu, select Complete|Returned Message. When multiple activities are pending, the Complete Activity dialog box lists all activities for the contact, regardless of type. Continue with step 3.

To access the Complete Activity dialog box from either the Basic toolbar or the Schedule toolbar, select [image].

3. Select the message that you want to complete.

4. Select OK.

When you select the message that you want to complete, GoldMine displays a Complete dialog box. The title bar differs according to the selected activity type. The following figure shows the title bar that appears when you select a message for completion.

5. To specify that the activity was completed with a contact other than the contact who was originally identified as the subject of the message, either type the name of the person in the Contact field, or select a name from the Contact drop-down list.

6. To limit viewing of code, reference, and any notes about the message to the user who completed the message, and any specially authorized users, select Private. While other users can view information about the activity type, date, and user in the Pending tab of the contact record(s), the Reference column indicates that the user who completed the message designated the information as private.

7. In the Reference field, type a description of the message, or select from the F2 lookup.

8. In the Code field, either type a three-character code, or select from the F2 lookup.

9. In the Result field, either type a three-character code, or select from the F2 lookup.

10. In the Date field, either type a date, or select from the graphical calendar. By default, the current date appears in the Date field.

11. In the Duration field, either type the number of minutes used for the activity, or select a previously defined interval, such as 90 minutes, from the F2 lookup.

12. In the Success section, select Unsuccessful Contact, if necessary. By default, GoldMine selects Successful Contact.

13. In the Notes field, type any free-form data.

14. To schedule a subsequent activity related to the completed message, such as a call, select Schedule a Follow-up, then select an activity type from the drop-down list. The Schedule window appears.

15. To complete the message, select OK.


Scheduling an Activity

You can schedule seven types of activities in GoldMine. The procedure for four of the activity types—calls, next actions, appointments, and other actions—is the same. However, scheduling an appointment might involve handling a greater number of factors, such as multiple participants, facilities, and equipment, than scheduling a telephone call to a contact.

1. From the Main Menu, select Schedule; then select an activity type, such as Next Action, Appointment, Other Action, or Event.

To schedule an activity from the Schedule toolbar, select one of the following icons:

	Schedule an appointment (also on the Basic toolbar)		Schedule a call (also on the Basic toolbar)
	Schedule a next action (also on the Basic toolbar)
The Schedule window appears.By default, GoldMine displays the Schedule tab.

The Schedule window contains a series of tabs, or dialog boxes, that allow you to specify settings related to the activity:

•	Schedule: defines basic information related to the activity, including contact, activity type, and date/time information (default view)

•	Users : designates which GoldMine users are included in the scheduled activity

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

By default, GoldMine displays the Schedule tab in the Schedule window. The name of the primary contact in the active contact record appears in the Contact field.

2. To schedule an activity for a different contact, either type the name in the Contact field, or select a name from the Contact drop-down list. By default, GoldMine displays the primary contact of the active contact record.

3. In the Code field, either type a three-character code, or select from the F2 lookup.

4. To assign a color to the selected user other than the default blue, select a color from the Color drop-down list. This color identifies the user in the Planner tab display.

5. In the Reference field, either type a description of the activity, or select from the F2 lookup.

6. In the Notes field, type any free-form information.

7.	 To specify an activity type, select one of the following from the Activity drop-down list:

•	Call

•	Action

•	Appt.

•	Other

8. To add the scheduled activity to an opportunity or project, select an entry from the Opportunity/Project drop-down list.

To create an opportunity or project from the Schedule tab, select New. The New Opportunity dialog box appears.

9. To designate another user as the owner of the record, select a user from the Primary User drop-down list. By default, this field displays the currently logged user. The “owner” of a record has full access and editing rights, and can control whether other users can view details about the record, as described in step 10.

10. In the Date field, either type the date on which you want to schedule the activity, or select a date from the graphical calendar.

11. In the Time field, either type the time at which the activity will begin, or select a time from a graphical clock.

To change the information in any date or time dialog box, position the cursor in the field, then click on the spin controls. The date changes by one-day increments. The time changes by five-minute increments.

To change the time by increments of five minutes in the Time field using your keyboard, press [up-arrow] to advance the time, or [down-arrow] to set back the time.

12. In the Duration field, type the number of minutes to be scheduled for the activity. GoldMine automatically blocks off that time on your (or the specified user’s) Calendar.

Note: If GoldMine detects a conflict, a Scheduling Conflict dialog box appears. GoldMine even alerts you of a conflict without a scheduled Duration if two activities are scheduled to start at the same time. The Scheduling Conflict dialog box will list the activity previously scheduled for this time. You then have the option either to Ignore the previous activity and schedule the current activity, or to reschedule for another time by selecting OK.

13. To activate the pop-up alarm for this call, check Alarm. 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 both fields blank.

14. To limit viewing of code, reference, and any notes about the activity to the user who “created” the activity, the recipient, and users with Master-Rights, check Private. While other users can view information about the activity type, date, and user in the Pending tab of the contact record(s), the Reference column indicates that the creating user designated the activity as private.

15. To track when, and if, activities scheduled for other users are completed.

16. To schedule an activity that is not related to the active contact record, such as scheduling an appointment with your car mechanic, remove the check from Link. By default, GoldMine checks the Link box to link an activity to the contact record.

By removing the check from Link, the scheduled activity appears only in your user’s Calendar (or the Calendar of the user named in User). Once completed, GoldMine records the activity only in Closed tab of your Activity List.

17. To send an e-mail message to any participating user(s), select Notify. If the activity is scheduled for the current date, selecting Notify sets GoldMine to alarm the user(s).

18. When done, either select Schedule to complete scheduling this activity, or select another tab in the Schedule window to set up other arrangements for the activity.

Other Topics:

Selecting Users

Reserving Resources

Scanning for Available Time

Scheduling Recurring Activities

Scheduling for Groups of Contacts

Scheduling a Call

Scheduling a Forecasted Sale

Scheduling Activities from the Contact Listing

Scheduling Activities with the Calendar


Selecting Users

The Users tab in the Schedule window allows users to delegate tasks to other networked or distributed system users.

1. In the Schedule window, select the Users tab.

2. To designate a different user, select a user from the Primary User drop-down list. By default, this field displays the currently logged user.

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

4. To send blind e-mail to the additional users or user groups selected in step 3, click on the Send Blind E-mail check box.

5. When done, either select Schedule to complete scheduling this activity, or select another tab in the Schedule window to set up other arrangements for the activity.

Other Topics:

Reserving Resources

Scanning for Available Time

Scheduling Recurring Activities

Scheduling for Groups of Contacts

Scheduling a Call

Scheduling a Forecasted Sale

Scheduling Activities from the Contact Listing

Scheduling Activities with the Calendar


Reserving Resources

A user with Master-Rights can assign equipment and supplies to a pool of resources. Once set up, any user can reserve resources for an activity.

1. In the Schedule window, click on the Resources tab.

2. To select an item, either double-click on the item listed in the Resource List, or highlight an item, then click on <<Select. To reserve multiple items, press [Ctrl], then click on each item that you want to reserve, then click <<Select. The item(s) appears in the Selected Resources list.

3. To cancel the reservation of an item, either double-click on the item listed in the Selected Resources list, or highlight an item, then click on Remove>>. To cancel the reservation of multiple items, press [Ctrl], then click on each item that you want to remove, then select Remove>>. The item(s) appears in the Resource List.

4. When done, either select Schedule to complete scheduling this activity, or select another tab in the Schedule window to set up other arrangements for the activity.

Other Topics:

Selecting Users

Scanning for Available Time

Scheduling Recurring Activities

Scheduling for Groups of Contacts

Scheduling a Call

Scheduling a Forecasted Sale

Scheduling Activities from the Contact Listing

Scheduling Activities with the Calendar


Scanning for Available Time

GoldMine locates available meeting times by scanning each participant’s Calendar and blocking off unavailable times. When the scanning process is completed, any unblocked time becomes available for the meeting. At this time, GoldMine displays the available times for selection.

1. In the Schedule window, select the Available Time tab.

2. In the Duration field, type the number of either minutes or hours to be scheduled for the meeting. GoldMine attempts to match the logical increment—that is, Minutes or Hours—to your entry. If necessary, select either Min or Hr from the time increment drop-down list. GoldMine scans each participant’s Calendar for available times that are at least as long as the duration of the meeting.

You can also select a previously defined duration interval, such as 90 minutes, from the F2 lookup.

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

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

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

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

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

8. Select one or more of the following activity types for GoldMine to scan:

•	Appointments

•	Call Backs

•	Next Actions

•	Other Actions

If a type of activity is not checked, GoldMine ignores occurrences of that activity on the user’s Calendar.

9. To start the scanning process, click on Scan. When done scanning, the open blocks of time shared by all users appears in the Available Time pane.

10. To select a time slot, click on one of the listed blocks that appear in the Available Time pane.

11. When done, either select Schedule to complete scheduling this activity, or select another tab in the Schedule window to set up other arrangements for the activity.

Other Topics:

Selecting Users

Checking the Schedules of Others

Reserving Resources

Scheduling Recurring Activities

Scheduling for Groups of Contacts

Scheduling a Call

Scheduling a Forecasted Sale

Scheduling Activities from the Contact Listing

Scheduling Activities with the Calendar


Scheduling Recurring Activities

1. In the Schedule window, select the Recurring tab.

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

3. In the Fixed Frequency section, select how often the recurring activity is to appear on the Calendar. Several typical intervals can be selected, such as Daily or Weekly. You can also set the number of days between activities by selecting Every x Days, and typing a number in the corresponding field. If you want to exclude Saturday and Sunday from the fixed frequency calculation, check the Skip Weekends check box.

4. In the Monthly Occurrence section, select a specific day—as opposed to a date—of the month on which the activity should fall. You can select the First, Second, Third or Last week of the month, as well as the specific day of the week on which the activity should be scheduled.

5. When done, either select Schedule to complete scheduling this activity, or select another tab in the Schedule window to set up other arrangements for the activity.

Other Topics:

Selecting Users

Checking the Schedules of Others

Reserving Resources

Scanning for Available Time

Scheduling for Groups of Contacts

Scheduling a Call

Scheduling a Forecasted Sale

Scheduling Activities from the Contact Listing

Scheduling Activities with the Calendar


Scheduling for Groups of Contacts

You can schedule the same activity for any number of contacts. The contacts can be either part of an active group, or selected on the basis of criteria in an active filter.

1. In the Schedule window, select the Group Schedule tab.

2. Select Schedule to a group of contacts.

3. In the Start Date field, either type the date on which you want to begin scheduling activities, or select a date from the graphical calendar.

4. To “roll over” activities—that is, begin scheduling activities for the following day when the goal for the day has been achieved—select Span across multiple days. The daily goal is set in Activities per Day.

5. To exclude scheduling any activity on weekend days, select Skip weekends.

6. To set a number of activities per day that must be accomplished before GoldMine spans activities over multiple days, type a number in the Activities per Day field.

7. To set a time range during which activities can be scheduled, set a Start Time, then press [Tab] to move to the End Time field, in which you can set the time at which the activities must stop.

8. When done, click on Schedule. GoldMine distributes the activities evenly among users in the group.

Other Topics:

Selecting Users

Reserving Resources

Scanning for Available Time

Scheduling Recurring Activities

Scheduling a Call

Scheduling a Forecasted Sale

Scheduling Activities from the Contact Listing

Scheduling Activities with the Calendar


Completing an Activity

Use the following procedure to complete a scheduled call, next action, appointment, or other action.

1. To display the contact record related to the activity that you want to complete, from the Main Menu, select Query|Contact. The Contact Listing appears. Type the name of the contact whose record you want to display.

2. Select Complete, then select the type of activity you wish to complete.

If multiple scheduled activities are pending, the Complete Activity dialog box appears, listing all activities for the active contact, regardless of type.

Note: Using the Main Menu, you can also display the Complete Activity dialog box by selecting Complete|Pending Activities.

Select the activity that you want to complete, then select OK to display the Complete dialog box. You can also complete an activity in the contact record from the Pending tab by highlighting the record that you want to complete, then right-clicking in the browse window for the local menu. Select Complete.

3. To complete the activity for a different contact, either type the name in the Contact field, or select a name from the Contact drop-down list.

4. To change the type of activity that actually occurred, select a type from the Code drop-down list. For example, if you scheduled an appointment with the contact, but conducted the interaction with a telephone call, you can change the displayed entry Appoint. to Call Back.

5. To limit the display of code, reference, and notes about the sale to the user who “created” the activity, the recipient, and any specially authorized users, select the Private. While other users can view information about the sale, date, and user in the History tab of the contact record(s), the Reference column indicates that the user who closed the sale designated the information as private.

6. In the Reference field, type a description of the activity, or select from the F2 lookup.

7. In the Code field, either type a three-character activity code, or select from the F2 lookup.

8. In the Result field, either type a three-character code, or select from the F2 lookup.

9. In the Date field, either type a date, or select a date from the graphical calendar. By default, the current date appears in the Date field.

10. In the Duration field, either type the number of minutes used for the activity, or select a previously defined interval, such as 90 minutes, from the F2 lookup.

11. In the Success section, select Unsuccessful Contact, if necessary. By default, GoldMine selects Successful Contact.

12. In the Notes field, type any free-form data.

13. To schedule a subsequent activity related to the completed activity, such as a call, select Schedule a Follow-up, then select an activity from the drop-down list. The Schedule window appears.

14. To complete the activity, select OK.


Checking the Schedules of Others

You can check the schedule(s) of one or more GoldMine users by displaying the Planner tab. 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.

1. From the Main Menu, select View|Calendar. By default, GoldMine displays the Day tab.

To display the Calendar from the either the Basic toolbar or Schedule toolbar, select [image].

2. Select the Planner tab.

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.

3. To schedule an activity or modify 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

or

•	Right-click for the local menu (schedule a new activity only)

4. To display the activities for multiple GoldMine users, select Users.

5. To add a user to the Planner tab display, double-click on the user name in the User List. To add a user group to the Planner tab display, double-click on the group name in the Group List.

To remove a user or user group from the Planner tab display, double-click on the user name or group name listed in the Selected Users list.

6. When you have selected all the users or user groups that you want to view, 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.

GoldMine assigns a unique color to each user or user group. You can assign the color(s) to users from the Schedule tab.

Other Topics:

Scheduling Recurring Activities


Tracking User Activity

The Peg Board tracks the login status and activity of individual users and system availability. For individual users, GoldMine tracks login/logout times, total logged time, and activity as determined by keystrokes and mouse use. When they need to leave their desks, users can “log away,” posting their location and expected time of return.

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.

1. From the Main Menu, select the View|Calendar. By default, GoldMine displays the Day tab.

You can also display the Calendar from either the Basic toolbar or the Schedule toolbar by clicking on [image].

2. Select the Peg Board tab.

As shown in the previous figure, each user’s work status is identified in two ways:

•	“Tacks” indicate whether the other user(s) are 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—see step 5. For example, a user might post a note indicating that he is out for lunch, and will return at 1:00 p.m.

•	Blue bars indicate the length of time that a user has been inactive in GoldMine, as determined by an absence of mouse clicks or keystrokes.

3. To post information about your location and expected time of return, right-click for the local menu. Select Log Away.

a. In the My whereabouts field, type your planned destination, select a location from the F2 lookup, or 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

b. In the I’ll be back at section, enter the time you expect to return in the upper field by one of the following methods:

•	Type the time.

•	Select a time from the graphical clock.

•	Click on one of the radio button options to the right side of the section to select one of the “standard” time periods, such as 5 min, 1 hr, etc.

c. In the I’ll be back at section, enter the date you expect to return in the lower field by one of the following methods:

•	Type the date.

•	Select a date from the graphical calendar.

•	Click on Tomorrow to change the date from the current date to the following date.

By default, GoldMine displays the current date.

4. When done, click on one of the following buttons to close the I’m away from my desk… dialog box, and post the log away information in the Peg Board tab:

•	Logout option: logs you out of GoldMine

•	Wait for me: minimizes GoldMine, and requires your password to return

5. To update the onscreen display, right-click in the Peg Board tab for the local menu, then select Refresh. By default, GoldMine updates the display at one-minute intervals.

Note: You can disable the periodic update feature by entering the following statement in the [GoldMine] section of username.INI:

UpdatePegboard=0

6. Specify users to be included in the Peg Board tab display as follows:

a. Right-click in the Peg Board tab for the local menu, then select User(s).

b. Double-click on the user name in the User List. To add a user group to the Peg Board tab display, double-click on the group name in the Group List.

To remove a user or user group from the Peg Board tab display, double-click on the user name or group name listed in the Selected Users list.

c. When you have selected all the users or user groups that you want to view, select OK to close the Select Users dialog box. GoldMine updates the Peg Board display with the selected users.


Sharing Information with the InfoCenter
Sharing Information with the InfoCenter™

GoldMine’s InfoCenter™ provides a resource for maintaining any type of information useful to your entire organization, or you as an individual. The InfoCenter can archive a variety of information, including graphics, multimedia files, and program applications.

You can keep the InfoCenter open while you work in GoldMine, using this “desktop” reference whenever needed. The InfoCenter consists of three 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.

The KnowledgeBase and PersonalBase have the same structure and function in the same way. 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:

Getting Around the InfoCenter

Searching the InfoCenter

Creating an InfoCenter Book

Making Changes to the KnowledgeBase


Getting Around the InfoCenter
Getting Around the InfoCenter™

For a tour of InfoCenter displays and features, you can perform the steps in the following “walk-through” procedure.

1. From the Main Menu, select View|InfoCenter.

To access the InfoCenter from either the Basic toolbar or the Standard toolbar, select [image].

As shown in the following figure, a tab is associated with each InfoCenter resource. By default, GoldMine opens the KnowledgeBase tab. The KnowledgeBase and PersonalBase have the same structure and function in the same way. The following figures show the KnowledgeBase.

When you first install GoldMine for Windows 95, the KnowledgeBase contains one book, or highest-level entry, titled “Welcome to GoldMine.”

2. To display the contents of a book, either click once on [image], or double-click on [image]. When open, the book’s icon changes to [image]. You can add subsidiary levels of [image] and [image]. Each book can contain up to three levels of subsidiary [image].

3. To perform a search of the KnowledgeBase and PersonalBase, select Search. You can also perform a search from the KnowledgeBase local menu by selecting Search.

4. To attach a file to a node, select Properties.

5. To load an application that created an attached file, and open the file, double-click on the icon to the left of the path and file name. The icon and entry to the right of [image] appears only if a file is attached to the selected node. You can also load an attached file from the KnowledgeBase local menu by selecting Launch.

6. To create a new section or topic, select New. You can also create a new section or topic from the KnowledgeBase local menu by selecting New.

7. To modify attributes of a selected node, such as the name, title, and keywords, select Properties. You can also modify a section or topic from the KnowledgeBase local menu by selecting Properties.

8. You can access the following InfoCenter functions exclusively from the InfoCenter local menu. To display the local menu, right-click on the book, folder, or page node on which you want to perform the function.

a. To print or fax topic text that appears in the right pane of the KnowledgeBase, select Print/Fax.

b. To perform any of four utilities, select Options, then select one of the following:

•	Import: allows you to select a KnowledgeBase file from another GoldMine system, and to place that file in the selected section or topic. When the imported file contains records that already exist in the KnowledgeBase, GoldMine updates existing records by the imported records if the imported records are newer. GoldMine appends imported records that do not currently exist in the KnowledgeBase.

•	Export: allows you to create an export file from a KnowledgeBase topic in one of three formats: as KnowledgeBase file for another system that supports the KnowledgeBase, as an .RTF text file, or a .TXT text file. If you select a section, GoldMine exports all subsidiary files contained in the section.

•	Delete Section: deletes the selected node.

•	Sync Contacts: sets GoldMine to automatically display the linked contact record behind the InfoCenter whenever you select the topic.

c. To attach the active contact record to the selected topic, select Link Contact. To display the contact record attached by Link Contact, select Show Contact.

d. To remove a selected node, select Delete.

9. To view recently added entries in the KnowledgeBase, select the What’s new? tab.

The What’s new? tab lists all topics entered into the KnowledgeBase in reverse chronological order. A user can view every topic for which read access rights have been granted.

10. To view a topic, click on [image] in the left pane of the display area.

11. You can access the following What’s new? functions exclusively from the What’s new? local menu. To display the local menu, right-click on [image] on which you want to perform the function.

a. To print or fax topic text that appears in the right pane of the What’s new? tab, select Print/Fax.

b. To set GoldMine to automatically display the linked contact record whenever you select the topic, select Sync Contacts.

c. To attach the active contact record to the selected topic, select Link Contact. To display the contact record attached by Link Contact, select Show Contact.

12. To close the InfoCenter from any tab, select [image] at the right side of the title bar. To minimize the InfoCenter to clear space in the work area, select [image] at the right side of the title bar.

Other Topics:

Searching the InfoCenter

Creating an InfoCenter Book

Making Changes to the KnowledgeBase


Searching the InfoCenter
Searching the InfoCenter™

GoldMine provides a variety of options for searching through nodes in the InfoCenter. In this section, the figures illustrate searching the KnowledgeBase, but all three resources in the InfoCenter have the same search capabilities.

1. To perform a search while working in the KnowledgeBase, select Search at the bottom of the InfoCenter display. You can also display the Search dialog box by selecting Search from the local menu of any resource in the InfoCenter.

2. In the Search For field, either type the partial or complete term that you want to use as the basis of your search, or select a previously searched term from the drop-down list.

3. In the Search Scope section, select the range of entries that you want GoldMine to search from the following options:

•	Entire contents

•	Selected node (name of selected node appears as the option—in the previous figure, the selected node is Welcome to GoldMine)

•	Last topic found: searches only topics found in a previous search for the entered term, which allows you to narrow a search that retrieved many entries

4. At the bottom of the Search Scope section, define how closely a value must match the term entered in the Search For field by selecting one or both of the following options:

•	Match whole words only: considers the term in the Search For field as a unit so that an exact match must be made to the entire value.

•	Match case: requires that the term has the same upper-case and lower-case characters as the term in the Search For field.

5. In the Search Area section, specify the InfoCenter areas for GoldMine to search for topics that match the Search For entry by selecting one or more of the following:

•	Keywords

•	Topic name

•	Section name

•	File names of attached files

•	Topic text

6. To start the search, select Search. During the search, the Search for term (where term represents the Search For entry) 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 closes, and the Search Results tab appears.

The Search Results tab includes a tab that remains available throughout your work session in the InfoCenter, so that you can easily refer to the retrieved nodes.

7. To open a topic, click on [image].

8. You can access the following functions exclusively from the Search Results local menu. To display the local menu, right-click on the [image] on which you want to perform the function.

a. To print or fax topic text that appears in the right pane of the Search Results tab, select Print/Fax.

b. Sync Contacts: sets GoldMine to automatically display the linked contact record whenever you select the topic.

c. To attach the active contact record to the selected topic, select Link Contact. To display the contact record attached by Link Contact, select Show Contact.

9. To close the InfoCenter, select [image] in the right side of the title bar. To minimize the InfoCenter, select [image] in the right side of the title bar.

Other Topics:

Getting Around the InfoCenter

Creating an InfoCenter Book

Making Changes to the KnowledgeBase


Creating an InfoCenter Book
Creating an InfoCenter™ Book

The following procedure provides instructions for creating a book in the KnowledgeBase. The procedure for creating books, folders, and topics is the same for both the KnowledgeBase and the PersonalBase, except that you do not define access rights in the PersonalBase since only the logged user can access the PersonalBase.

1. From the Main Menu, select View|InfoCenter.

To access the InfoCenter from either the Basic toolbar or the Standard toolbar, select

2. Select New. You can also display the New Topic Properties tab from the local menu by selecting New.

3. In the Topic field, either type a descriptive title for the topic, or select a title from the F2 lookup. This title appears as a lower-level topic in the hierarchy. As you start with the book, the Topic title appears as a topic page under the book. You must type a value in this field to create a new section.

4. To designate terms by which GoldMine can perform a search for the topic, either type one or more terms related to the topic in the Keywords field, or select a term from the F2 lookup.

5. In the Section field, type a descriptive name for the book. If any other entry appears in the field, overwrite the entry with the new name to create a first-level book. As you develop lower levels in the book for component sections and topic pages, the section titles show the position of the topic in the hierarchy. You must type a value in this field to create a new section.

If you want to link a file to the book, continue with step 6.

If you want to set access rights, go to step 7.

If you want to bypass linking a file and setting access rights, go to step 8.

6. To link a file to the book, select the Attached File tab.

Note: You can also link a file from either the Windows Explorer or appropriate system icon on your desktop by the drag-and-drop method of attaching a file to a topic or section in the InfoCenter.

a. In the Attached file field, type the name of the file that you want to link to the book. You can link any type of file supported by your system, including text files, graphics files, sounds files, etc.

To navigate through the drive(s) and directories on your system to find the file, select [image].

b. To include the linked file with the InfoCenter record in a transfer set for remote synchronization, select Synchronize the file. Otherwise, GoldMine only includes the InfoCenter record in the transfer set.

If you want to set access rights, go to step 7.

If you want to bypass linking a file and setting access rights, go to step 8.

7. To set access rights to the book, select the Access tab. The access settings apply to all subsidiary levels in the book; that is, if you limit access to a book to JOHN, only JOHN can access the book or any topics contained in the book.

The Access tab does not appear in the Properties window of any PersonalBase topic because access is limited to one user.

a. To assign read-only access to a single user or user group, select a user or user group from the Read Access drop-down list.

b. To assign update rights to a single user or user group, select a user or user group from the Update Access drop-down list.

8. When done, select OK. The New Topic Properties window closes, and the new nodes appears in the KnowledgeBase.

9. To add text to the book, position the cursor in the lower pane on the right side of the InfoCenter. An editing toolbar replaces the Topic field.

The editing toolbar provides a quick way to save and print a topic, as well as to apply text block manipulation and formatting. To display a flyout title box next to any icon, move the mouse over the icon.

10. Type the text that you want to use to describe the topic. Apply formatting, such as bold and italics, to the text by highlighting the text block, then selecting the appropriate icon from the editing toolbar.

If you want to check the spelling, continue with step 11.

If not, go to step 12.

11. To check the spelling in your topic, position the cursor at the beginning of the text, then select [image]. GoldMine displays any word not found in the standard dictionary.

You can accept the word that appears in the Change To field, or click on one of the following buttons to

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

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

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

•	Add a frequently used word

To quit during the spell-check, select Exit. Otherwise, when GoldMine finishes scanning through the document, a message shows that the check is complete and displays a word count of the message.

12. When done, select [image] to save the text.

13. To create a new topic, highlight the node in the KnowledgeBase to which you want to add a subsidiary level, then select New.

14. To designate a new topic, type a descriptive name in the Topic field, as shown in the preceding figure.

To place the new topic in the proper location in the KnowledgeBase, type the names of all sections above the current topic from highest to lowest, separating each level with a semicolon (;). In the example shown in the figures, the book is “Customer Service,” and the original topic page is “Telephone Policies.” To place the new topic “Request for brochure” under “Telephone Policies,” in the Section field, type Customer Service;Telephone Policies. This hierarchy appears in the KnowledgeBase as shown in the following example.

The KnowledgeBase and PersonalBase supports a book with up to three subsidiary levels of folders.

15. To finish setting up the topic, repeat steps 6–14.

16. Continue adding folders and topics until you have completed the book.

Other Topics:

Getting Around the InfoCenter

Searching the InfoCenter

Making Changes to the KnowledgeBase


Making Changes to 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 refers to the KnowledgeBase, the structure and functionality is the same for the PersonalBase.

Other Topics:

Getting Around the InfoCenter

Searching the InfoCenter

Creating an InfoCenter Book


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

•	Use Properties 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.

1. In the left pane of the KnowledgeBase, select the topic that you want to move.

2. Select Properties at the bottom of the InfoCenter window display. GoldMine displays Topic tab in the Topic Properties window. You can also display the Topic Properties window from the local menu by selecting Properties.

3. In the Section field, type the name of the destination for the topic. 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 shown in the following example.

4. When done, select OK. The topic appears in the new location.

Other Topics:

Changing a Node Name

Changing a File Link to a Node

Changing Access Rights to a Topic

Deleting a Node


Changing a Node Name

You can change any level node in the hierarchy without leaving the KnowledgeBase hierarchy. This convenient method helps to ensure that all related nodes have unique names.

Note: For topics only, you can use Properties|Topic to change a topic name—see “Creating a Topic.”

1. 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.

2. To change the node name, reposition the cursor and type over the name, or you can display the Node Edit local menu, from which you can perform the following functions:

•	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 remains in the left pane of the InfoCenter display window.

•	Select All: selects the entire node name.

GoldMine moves 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 re-enter the InfoCenter.

Other Topics:

Moving a Topic

Changing a File Link to a Node

Changing Access Rights to a Topic

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 [image]. When you remove a linked file and do not enter a replacement, GoldMine dims the [image] for that node.

1. Select the topic to which you want to link a file, then select Properties at the bottom of the InfoCenter. Depending on the node selected, either the Section Properties or the Topic Properties window appears.

2. In the Properties window, select the Attached File tab. You can also display the Attached File tab by selecting Properties from the local menu. In the Properties window, select the Attached File tab.

3. To link a new file or different file to the node, type the name of the new file that you want to link to the section in the Attached File field. 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, select [image] to display the Open dialog box.

If you do not want a file linked to the section or topic, delete the entry in this field. When the node is selected, the file name no longer appears at the bottom of the InfoCenter window.

4. To display the selected file in the lower pane on the right side of the display area, select View file in right panel. This option functions only if the application that created the selected file supports this feature.

5. To include the linked file with the InfoCenter record in a transfer set for remote synchronization, select Synchronize the file. Otherwise, GoldMine only includes the InfoCenter record in the transfer set. For information about remote synchronization, see “Synchronizing Data between the Field and the Office” in the GoldMine Reference Manual.

6. When done, either select OK, 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.

1. Select the section or topic node for which you want to set access rights, then select Properties at the bottom of the InfoCenter. Depending on the node selected, either the Section Properties or Topic Properties window appears.

2. In the Properties window, select the Access tab.

3. To grant the selected user or user group read-only access to the topic, select a user or user group from the Read access drop-down list. The default group or user is (public), which grants read access to all GoldMine users.

4. To grant the selected user or user group update access to the topic, select a user or user group from the Update access drop-down list. The default group or user is (public), which grants update access to all GoldMine users.

5. When done, select OK.

Other Topics:

Moving a Topic

Changing a Node Name

Changing a File Link to a Node

Deleting a Node


Deleting a Node

A user with Master-Rights can remove any level node in the KnowledgeBase.

Deleting a section removes all items within the section. For example, if you delete a section folder, GoldMine also removes all subsidiary topics.

1. Select the node in the left pane. You can either press [Delete], or right-click for the KnowledgeBase local menu, then select Delete.

If the node to be deleted is a page, a prompt asks:

USERNAME,
Delete this topic entry?

If the node to be deleted is a section, a prompt asks:

USERNAME,
Delete this section and all of its topic entries?

to indicate the scope of a section deletion.

2. Select Yes to remove the node.

3. If done with your work in the InfoCenter, select [image] to close.

Other Topics:

Moving a Topic

Changing a Node Name

Changing a File Link to a Node

Changing Access Rights to a Topic


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].


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.


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.


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.


Active Record

One of the records within the browse window will be highlighted. The highlighted record is referred to as the active 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.