GoldMine Premium Edition
Administrator Guide
Table Of Contents
FrontRange Solutions Inc ................................................................................................................ 1
Worldwide Headquarters ............................................................................................................. 1
For information about GoldMine®, HEAT®, and FrontRange products: ..................................... 1
Copyright...................................................................................................................................... 1
Trademark Information................................................................................................................. 2
Welcome.......................................................................................................................................... 5
Welcome to GoldMine® Premium Edition ................................................................................... 5
What's New Overview .................................................................................................................. 5
Administration .................................................................................................................................. 7
Setting Up User Groups, Users, and Resources ......................................................................... 7
Understanding Users and Security Access.............................................................................. 7
User Groups ............................................................................................................................. 7
Users ........................................................................................................................................ 8
.INI Files and Macros ............................................................................................................. 10
Resources .............................................................................................................................. 13
Customizing Contact Records ................................................................................................... 14
Custom Screens and User-Defined Fields............................................................................. 14
HTML Displays in the GM+View Tab ..................................................................................... 20
Record Ownership.................................................................................................................. 20
Record Types Administration Center ..................................................................................... 20
Opportunity/Project Managers Properties .............................................................................. 22
Modifying and Creating Reports ................................................................................................ 23
About Reporting ..................................................................................................................... 23
Creating Reports .................................................................................................................... 23
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GoldMine Premium Edition Administrator Guide
Cloning Reports...................................................................................................................... 24
Report Formatting .................................................................................................................. 25
Answer Wizard Reports.......................................................................................................... 34
Configuring the Telemarketing Tools......................................................................................... 36
About Telemarketing Scripts .................................................................................................. 36
Telemarketing Scripts............................................................................................................. 37
Phone Dialer........................................................................................................................... 37
Auto-dialer Settings ................................................................................................................ 38
Creating Automated Processes ................................................................................................. 39
About Automated Processes.................................................................................................. 39
Designing Automated Processes ........................................................................................... 39
Automated Processes Center ................................................................................................ 41
Automated Process Wizard.................................................................................................... 43
Track Attachments to Contacts .............................................................................................. 47
Processing Tracks.................................................................................................................. 48
Managing with Server Agents .................................................................................................... 50
About the Server Agents Administrator.................................................................................. 50
Starting the Server Agents ..................................................................................................... 51
Managing Databases ................................................................................................................. 51
About Managing Information .................................................................................................. 51
Understanding GoldMine Databases ..................................................................................... 51
GoldMine’s Data Files ............................................................................................................ 54
Database Management .......................................................................................................... 64
Database Maintenance .......................................................................................................... 79
Importing and Exporting Data................................................................................................. 83
iv
Table Of Contents
Lookup.ini Basics ................................................................................................................... 94
Firebird ................................................................................................................................. 102
Using GoldSync ....................................................................................................................... 104
About GoldSync ................................................................................................................... 104
GoldSync Key Terms and Concepts .................................................................................... 105
GoldSync Implementation Considerations ........................................................................... 106
Planning a GoldSync System............................................................................................... 107
Configuring Send Options .................................................................................................... 110
GoldSync .............................................................................................................................. 111
One-button Synchronization................................................................................................. 117
Synchronization Wizard........................................................................................................ 119
WebImporting........................................................................................................................... 121
About WebImporting............................................................................................................. 121
Using the WebImport Wizard ............................................................................................... 121
Using WebImport Profiles..................................................................................................... 122
Creating Web Forms ............................................................................................................ 122
Creating Server Scripts ........................................................................................................ 129
Formatting WebImport Files ................................................................................................. 131
Importing Contacts with WebImporting ................................................................................ 135
Requiring Passwords on WebImport Files ........................................................................... 136
Updating GoldMine Fields with WebImport Data ................................................................. 136
Setting Up SoftPhone .............................................................................................................. 137
SoftPhone Set Up Requirements ......................................................................................... 137
Configuring SoftPhone ......................................................................................................... 138
Plug-Ins .................................................................................................................................... 139
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GoldMine Premium Edition Administrator Guide
About GoldMine Plug-ins...................................................................................................... 139
ActiveX Controls................................................................................................................... 139
HTML Integrations................................................................................................................ 140
HTML.................................................................................................................................... 140
ActiveX ................................................................................................................................. 142
Plug-in Security .................................................................................................................... 143
Security................................................................................................................................. 144
Troubleshooting ....................................................................................................................... 144
Troubleshooting iCalendar Integration ................................................................................. 144
Troubleshooting Other Errors............................................................................................... 146
Using the Date/Time Stamp Conversion Utility .................................................................... 149
Viewing System Logs ........................................................................................................... 150
Troubleshooting SoftPhone.................................................................................................. 150
Synchronization .................................................................................................................... 150
Licensing .................................................................................................................................. 157
About Licensing.................................................................................................................... 157
Master License ..................................................................................................................... 159
Using Net-Update................................................................................................................. 159
Using the License Manager.................................................................................................. 159
About Sub-licenses .............................................................................................................. 160
Creating Site Licenses ......................................................................................................... 161
Creating Undocked User Licenses....................................................................................... 162
Creating GoldSync Licenses ................................................................................................ 162
Updating Undocked Users ................................................................................................... 163
Installing GoldMine on Local Workstations .......................................................................... 163
vi
Table Of Contents
Removing Licenses .............................................................................................................. 164
Integration ................................................................................................................................ 164
Integrating with HEAT .......................................................................................................... 164
Integrating with .NET............................................................................................................ 167
Glossary....................................................................................................................................... 169
Index ............................................................................................................................................ 177
vii
FrontRange Solutions Inc
FrontRange Solutions is the leading provider of service management and CRM
applications designed specifically for the small- to medium-sized enterprise and
distributed enterprise markets. The FrontRange suite of business solutions, including
award-winning GoldMine® and HEAT® software, is designed to provide integrated
applications that drive customer loyalty, employee productivity and sales effectiveness,
and build extraordinary relationships.
FrontRange Solutions is headquartered in California with offices in Colorado, United Kingdom,
Germany, South Africa, Australia, Singapore, and China. For international locale information,
refer to the Global Sites area of the FrontRange Solutions Web site.
Worldwide Headquarters
5675 Gibralter Drive
Pleasanton, CA 94588 USA
Phone: 1.800.776.7889
For information about GoldMine®, HEAT®, and FrontRange
products:
www.frontrange.com
Copyright
Copyright © 2007 FrontRange Solutions USA Inc. All Rights Reserved.
Microsoft® SQL Server™ is Copyright © 2005, Microsoft Corporation. All rights reserved.
This software includes software developed by the Apache Software Foundation
(http://www.apache.org/).
This program includes Firebird SQL Database Engine v1.5. Firebird SQL Database Engine v1.5
was developed by Inprise Corporation, now called Borland Software Corporation Copyright ©
2001-2005. All Rights Reserved. The Firebird SQL Database is distributed on an "AS IS"
basis, WITHOUT WARRANTY OF ANY KIND, either express or implied.
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You may obtain the source code and source code license for Firebird online at
http://www.firebirdsql.org/.
The executable version of the Firebird SQL Database Engine v 1.5 which is distributed in
conjunction with GoldMine software by FrontRange Solution is made available according
to the terms of the FrontRange license agreement located in the GoldMine installer and in
the product documentation. This license and its obligations are only offered by
FrontRange and not by Interprise Corporation, Borland Software Corporation or any other
contributor to the source code of Firebird SQL Database Engine v 1.5.
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GoldMine Premium Edition Administrator Guide
For FBExport see http://fbexport.sf.net.
The Sentry Spelling-Checker Engine Copyright © 1994-2003 Wintertree Software Inc.
You may record phone calls through the use of the Licensed Software. The law on recording
phone calls varies from country to country and state to state. FrontRange recommends that you
inform the other party or parties to your phone call that you are recording their conversation.
However, it is your responsibility to comply with all applicable laws and regulations in your use of
the Licensed Software. You agree to abide by all applicable communication, privacy and similar
rules, directives and other laws in your use of the Licensed Software. In no event will FrontRange
be liable for any action or inaction on your part which leads to or causes you to break the law.
USE OF THIS SOFTWARE AND ITS RELATED USER DOCUMENTATION IS SUBJECT TO
THE TERMS AND CONDITIONS OF THE APPLICABLE END-USER LICENSE AGREEMENT
(EULA), A COPY OF WHICH IS FOUND IN THE USER DOCUMENTATION. YOU MUST
AGREE TO THE TERMS AND CONDITIONS OF THE EULA IN ORDER TO USE THIS
SOFTWARE. IF YOU DO NOT AGREE TO THE TERMS AND CONDITIONS OF THE EULA,
PROMPTLY RETURN THE UNUSED SOFTWARE IN ITS UNOPENED CD PACKAGE TO THE
PLACE FROM WHICH YOU OBTAINED IT FOR A REFUND.
WARNING: The software described in this manual and its related user documentation are
protected by copyright law. In no event, shall any part of the related user documentation be
copied, reproduced, distributed, transmitted, stored in a retrieval system, or translated into any
language, without the express written permission of FrontRange Solutions USA Inc.
Contact FrontRange Solutions at our Web site: www.frontrange.com
(Dec. 2007) (GMPE 8.0)
Trademark Information
FrontRange Trademark Information
The following are trademarks or registered trademarks of FrontRange Solutions Inc. and/or its
affiliates in the United States and/or other countries:
FrontRange Solutions®, GoldMine®, GoldSync®, GoldMine® Answer Wizard™, GoldMine® Management Intelligence™,
GoldMine® Manager’s Console™, iGoldMine™, HEAT®, HEAT® Service & Support™, HEAT® PowerDesk™, iHEAT™, HEAT®
Self Service™, HEAT® Manager’s Console™, HEAT® Answer Wizard™, HEAT® Quick Start Wizard™, InfoCenter®, Automated
Processes™, First Level Support®, GoldMine® CustomerIQ®, HEAT® CustomerIQ®, CustomerIQ® and other FrontRange
products and brands.
Other Trademark Information
The following are trademarks or registered trademarks of their respective owners or companies:
TRADEMARK OR REGISTERED
TRADEMARK
ACT!®
Adobe®, Acrobat® and Reader®
Apple®, Mac® OS, and Macintosh®
2
COMPANY
CRM Division of Best Software Inc.
Adobe Systems Inc.
Apple Computer, Inc.
FrontRange Solutions Inc
Avaya®
Beyond Gold™
Borland® Interbase®
Calyx®
Cisco®
Citrix®
Corel®
Crystal Reports®
dBASE®
dbCams+™
Fast™, Folio®, NXT®, LivePublish®,
GetSmart™
Firebird®
Genesys®
Genesis 2000®
GlobalCall®
GoldBox ©
GraphOn® and GO-Global®
Great Plains®
Hewlett Packard®
IBM®, Lotus® and Lotus Organizer®
InaPlex™ and Inaport™
Intel®, Pentium® and Dialogic®
Intuit®, QuickBooks®, QuickBooks Pro®
ITIL®
KNOWLIX™
LANDesk®
Linux®
Maximizer Enterprise™
Microsoft®, Active Directory®, Microsoft® SQL
Server™, ActiveX®, Outlook®, Windows®,
Windows NT®,Visual FoxPro®, Microsoft
Exchange Server®, and Microsoft®.NET™
Netcensus®
Netilla®
Netscape® and Netscape Navigator®
Novell®, Netware® and Groupwise®
OmniRush™ (formerly FaxRush®)
Oracle®
Palm®, MyPalm™, Palm Powered™,
Palm.Net®, Palm OS®, and PalmPak®
Pink Elephant™
Red Hat®
RightFax®
Rolodex®
Sage Line™
SaleMaker®
SAP®
Scansoft® and SpeechPearl®
SPARC®
Sun®, Java™ and Solaris®
Sybase®
Symantec®, PCAnywhere® and WinFax®
UNIX®
VNC™
Voxpoint®
Visor®
Zetafax®
Avaya, Inc.
Computerese
Borland International Inc.
Calyx Software
Cisco Technology, Inc.
Citrix Systems, Inc.
Corel Corporation
Business Objects S.A.
dBASE Inc.
Financial Computer Support, Inc.
Fast Search and Transfer SAS
FirebirdSQL Foundation Incorporated (Australia)
Genesys Telecommunications Laboratories, Inc.
Genesis 2000, Inc.
IDT Corporation
copyright of Redstone SoftBase Company
GraphOn Corporation
Great Plains Software Inc.
Hewlett Packard Company
IBM Corporation
InaPlex Limited
Intel Corporation
Intuit Inc.
The Office of Government Commerce
Peregrine Systems Inc.
LanDESK Group Ltd.
Linus Torvalds
Multiactive Software
Microsoft Corporation
Tally Systems Corporation
Netilla Networks, Inc.
Netscape Communications Corp.
Novell, Inc.
Z-Firm LLC
Oracle Corporation
Palm, Inc.
Pink Elephant Inc.
Red Hat, Inc.
Captaris, Inc.
Rolodex Corp.
The Sage Group plc
SaleMaker Corp.
SAP Aktiengesellschaft Corporation
Scansoft, Inc.
SPARC International Inc.
Sun Microsystems, Inc.
Sybase, Inc.
Symantec Corporation
UNIX System Laboratories, Inc.
AT&T Laboratories Cambridge
Cayo Communications, Inc.
Handspring, Inc.
Equisys PLC Company
Other products and brands are registered trademarks or trademarks of their respective owners or
companies.
3
Welcome
Welcome to GoldMine® Premium Edition
GoldMine is a powerful tool designed to automate and manage your day-to-day business
activities. Maintain business relationships, manage time, establish and achieve goals more easily
than ever before with new features and enhancements in GoldMine Premium Edition.
GoldMine automates key areas of daily business activity:
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Client/contact management
Time and task management
Document and e-mail management
Sales management
Service Management
What's New in GoldMine Premium Edition?
Using GoldMine Online Help
For additional support, please visit: http://forums.frontrange.com/ and
http://support.frontrange.com.
What's New Overview
GoldMine supports a variety of business processes with improved efficiency and automated
administration. New features and enhancements make GoldMine Premium Edition more powerful
and easy to use than ever.
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New User Interface: GoldMine Premium Edition has been designed with a sleek,
modern look and feel. Navigation, automation, and communication are now more
streamlined and uniform, for improved workflow efficiency and ease-of-use.
Customer Service Module (Service Center): GoldMine Premium Edition includes a
Customer Service Center module for tracking, resolving, and reporting customer service
cases for GoldMine contacts.
Tabbed View: Quicker navigation between open windows is now possible in GoldMine
Premium Edition, thanks to a new tabbed view that utilizes available screen space more
effectively. To enter the tabbed view, simply maximize any open window in the GoldMine
workspace.
Auto-complete capability has been added, improving speed and accuracy during such
tasks as entering field data, or adding recipients to e-mail messages.
Tip of the day offers helpful information about various features in GoldMine each time
you open the application.
What's New in Version 8.0.2
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Microsoft Windows Vista Support: Install GoldMine on Microsoft's latest operating
system. For more information, please refer to the GoldMine Premium Edition Installation
Guide.
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GoldMine Premium Edition Administrator Guide
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Microsoft Office 2007 Support: GoldMine Plus for Microsoft Office, now part of the
standard GoldMine installation, supports Microsoft Word and Excel 2007.
New Postal Code Import QuickStart Wizard: Add over 42,000 United States Postal
Codes to your database with one click using this new QuickStart Wizard.
Firebird Native Driver: The Firebird Native Driver is now used for the most timeintensive operations, providing a 400% performance improvement for the slowest
operations when using Firebird databases. Underlying code changes provide additional
40% performance improvements when using MSSQL databases as well.
Administration
Setting Up User Groups, Users, and Resources
Understanding Users and Security Access
GoldMine’s security is based on user groups and users, which must be set up to make the
security effective.
Each GoldMine user should have a unique user name and password. This is the first level of
security. The GoldMine administrator assigns each user the minimum level of necessary access
without restricting the functionality related to the user’s job performance.
Define user groups according to the function users perform. User and user group security access
applies to:
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GoldMine Functions: The administrator can permit or deny access to GoldMine
functions. For example, permit or deny a user or user group the ability to create new
Contact Records, delete records, or access other users’ Calendars.
Menu Commands, Toolbar, and Taskbar Settings: Remove menu items from the
user’s menu customizing the selection of available menu options and customize toolbars
and the Taskbar.
Contact Databases: Assign user groups access to databases. If a database is assigned
to a user or user group, only members of the group can open the database in GoldMine.
Each database can have different access restrictions.
Screens and Fields: Restrict access rights to user-defined screens attached to particular
contact databases. If a screen is public, all GoldMine users may view the information. If
access is set to a user group, only members of the group may see the screen.
Record Ownership: Each Contact Record is assigned an owner. The default owner is
public; however, assign a record or group of records to a user or user group. If a record is
owned by a group, each group member is treated as the owner of the record. Ownership
determines whether a user who is not an owner can read all or part of the Contact
Record or whether a user can edit the record.
The GoldMine administrator can also restrict access to such items as the Org Chart, InfoCenter
entries, and the ability to launch HEAT from GoldMine Premium Edition.
Users with Master Rights can access all parts of the system and bypass all the security settings
except for the user’s:
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Personal Contacts
PersonalBase files in the InfoCenter
Encrypted e-mail
Master Rights users are the only users permitted to access and modify user settings. GoldMine
administrators should have Master Rights.
User Groups
Creating User Groups
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GoldMine Premium Edition Administrator Guide
Logically group users according to functions they perform. User group names store in the Lookup
table; user group members are encrypted in the User.dbt table.
1. Select Tools>>User Groups. The User Groups Setup dialog box appears.
2. Click New.
3. Type the User Group's name in the text box, and click OK. The user group displays in
the User Groups box.
4. To add users, click Members Setup. The Group Membership Setup dialog box
appears.
5. To add individual users or all members of an existing group to the Group Members box,
double-click the user in the User List, or the group in the Group List, to add users to the
Group Members list.
6. Click OK.
7. After creating groups and adding members, click Close.
Users
About User Properties
Control a user's security access in GoldMine through the User Properties.
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Profile Tab: Defines security, automatic record ownership, and forced log-out for a user.
Membership Tab: Assigns or removes a user from a group.
Access Tab: Sets general security to control user access to GoldMine features.
Menu Tab: Configures menu options available to the user.
Time Clock Tab: Displays a log showing the user’s activity in GoldMine.
Best practices for a GoldMine administrator: create one or several ideal users to reflect basic
settings applicable to many users. For example, you may have two prototype users: Sales Staff
and Supervisor. Each of these user types has different rights and menus in GoldMine. Allow the
Sales Staff to add and edit new contacts but not to delete contacts or view other’s calendars. The
Supervisor can add and delete contacts and view anyone’s calendar. After the ideal user or users
are created, clone the user’s settings for each actual user with the same rights.
About User Preferences
Define GoldMine settings unique to you. GoldMine saves User Preference settings in your user’s
initialization file (username.ini).
Note: While User Preferences let users customize their work environment, many GoldMine
administrators configure these settings for users and then restrict their ability to change the
preferences.
Tip for Administrators: To restrict the user's access to the User Preferences dialog box, select
Tools>>Users' Settings. Select a user from the list, and click Properties, then select Menu.
Choose available main menu items for the selected user and click Save. Menu layouts can be
saved for instant recall for any user.
User Preferences Tabs
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Personal: Change your password and add personal information.
Administration
Record: Control the appearance of Contact records, tab displays, and zip code
validation.
Calendar: Determine calender appearance and functions.
Schedule: Set parameters for scheduling and working with activities.
Alarms: Configure GoldMine alarms.
Lookup: Set display options for Contact records and the Contact Search Center.
Email: Configure settings for your e-mail server, login information, and rules to apply
when sending and receiving e-mail.
Telephony: Control settings for your computer's modem and dialing options and
SoftPhone advanced settings in GoldMine.
Pager: Identify your pager's telephone number and PIN number.
Login: Determine the locations of the GoldMine default databases and system files, and
other system settings. This tab is available only to users with Master Rights.
Speller: Specify GoldMine spell checking options.
System: Set date and time settings. Select classic navigation and taskbar settings, and
specify an Outlook username, if different than your GoldMine username.
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Setting the User Profile
Use the Profile tab to create and set basic user information such as a user name, initial security,
and force log out.
1.
2.
3.
4.
5.
6.
7.
Select Tools>>Users' Settings. The Users' Master File dialog box appears.
Click New to create a new user, or select an existing user and click Properties.
The user's Properties dialog box appears. Click the Profile tab.
Type the Username (up to 8 characters; must begin with a letter).
Type the user's Full Name.
In the Security area configure these settings:
ƒ Master Rights: Select to give the user unrestricted access to all of GoldMine.
ƒ Password: Type the password assigned to the user. You must provide the user
name and password you created so the user can log into GoldMine.
ƒ Valid for days: In the drop-down list, select the number of days the user’s
password is valid, or accept the default (Always).
ƒ Next change: If you change the Valid for days field, select the date the password
becomes invalid and the user cannot launch GoldMine.
ƒ Ownership: Displays the New Record Ownership dialog box. Ownership lets
you specify whether the new Contact Records the user adds to the database are
public records or owned by a specific user or user group.
In the Forced log out area:
ƒ Forced log out time: Select the time of day to automatically log the user out of
GoldMine.
Note: This is useful for making your system available for nightly maintenance, without
forcing users to log out during the business day.
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When idle for: Select the period of inactivity for users before they are
automatically logged out of GoldMine.
Tip: For an administrator, the Force log out options are important in managing a limited
number of licenses. Also, many maintenance functions can be performed only if all users
are logged out of GoldMine.
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GoldMine Premium Edition Administrator Guide
Note: In order to activate forced logout, set both Forced log out time and When idle for
parameters.
8.
Click OK to save the user's Profile settings without configuring the detailed user security
settings, or click the Membership tab to continue configuring the user’s properties.
Cloning User Settings
After creating an ideal user with settings applying to many users, clone the user's Properties. All
security settings in the User Properties apply to the new user except the Username, Full Name,
and Password on the Profile tab.
1. Select Tools>>Users' Settings.
2. Right-click the user whose settings to clone and select Clone.
3. The New User Properties dialog box appears. Type Username, Full Name, and
Password; select the other Profile settings. Membership, Access, and Menu settings
apply to the new user.
4. Change the individual User Properties as needed.
5. Click OK.
Updating Undocked Users
Caution: Do not allow undocked users to synchronize with an updated GoldMine system until
that undocked user has updated to the same version the updated site is using.
To update undocked users after performing a NetUpdate on the main GoldMine system, locate
the gmsetup.exe file. Depending on how undocked users communicate with the network and
GoldMine system and on the connection speed, send the gmsetup.exe file to the undocked user
by putting it on CD, posting it on an FTP site, e-mailing it, or placing it on an accessible network
drive.
Include directions on executing the gmsetup.exe file and what undocked users should expect
after the upgrade.
After the undocked users update to the same version of GoldMine, they can use NetUpdate to
sync with the master site.
To perform the update, click Net-Update Now and follow the prompts. To change the registration
information, select Update Registration Information.
.INI Files and Macros
About the Username.ini and Username.tbi
GoldMine contains .ini files (initialization files) that define program and user parameters. Each
GoldMine user has a username.ini and username.tbi (the user’s login name followed by the file
extension; for instance, if the user’s login is JohnS then the user’s .ini file is johns.ini). The
username.ini stores preferences and is in the GoldMine directory. The username.tbi file stores the
user’s taskbar settings.
Username.ini
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Administration
This file controls user settings not set from interface menus. GoldMine generates some default
username.ini settings.
(View default Username.ini settings)
Section
[Internet]
[GoldMine]
Command
ShowPreview=
Options
0 -- Preview off
1 -- Preview on
BodySizeLimitKB=
Size in KB
AutoFillAddlAddress=
1 -- Auto-fill
selected by default
AutoFillEmailAddr=
1 -- Auto-fill
selected by default
Notes
E-mail Center Preview
settings can be toggled
on/off. Right-click an
object in the tree pane
and select Show
Preview.
Increase the amount of
a e-mail message
previewed in the E-mail
pane.
When creating an
additional contact on the
Contacts tab, use the
primary contact's
address information to
automatically populate
the address fields.
Auto-fills new e-mail
addresses with the
@<domain.name> of
the selected primary email address.
Add or modify command statements to username.ini to customize:
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Access to macros of another user
Title bar display
Modem and dialing settings
Configurations for messaging activities
GoldMine updates most of the settings in the username.ini when settings in preferences, toolbars,
and other user areas of GoldMine are changed. Manually add or change the settings by editing
the file with a text editor.
GoldMine organizes settings in this format:
[Section]
Setting=x
where the section name always appears in brackets, setting is the specified setting, and
(x) represents the value of the designated setting. Be sure to place each new command
in the correct section of Username.ini. However, the order of statements within a section
does not affect proper execution.
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GoldMine Premium Edition Administrator Guide
(View GoldMine section options)
Setting
Followup=
Option
1
SyncActiveObj=
1
SyncGroupObj=
1
PubForm=
PubFilter=
ROTabs=
1
1
1
ROTitle=
1
MacFile=
2
Description
Instructs GoldMine to automatically select the
Schedule a follow-up check box when completing an
activity.
Syncs the current contact record object with the
highlighted activity in the activity list.
Syncs the contact record object as the contact if a
group listing is changed.
Show (public) user forms in the merge forms menu.
Show (public) user filters in the filters menu.
Lets you change labels on the tabs. Type new labels
in the order the tabs display on the screen with
commas separating the labels and no spaces. For
example, Summary,Notes,Fields.
Displays the contact name in the record object title
bar.
Uses the macros of the user specified.
To change settings, open the Username.ini file:
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From Windows Explorer, double-click username.ini; the file opens in Notepad.
From a text editor (such as Notepad), select File>>Open. Navigate to the GoldMine
directory and select username.ini.
To customize the file with command statements, see:
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Setting E-mail Preview Text Amounts
Setting E-mail Preview On or Off
Setting Keep or Clear on Tagged Records
Setting Calendar Publishing Output to XML
Note: For best results, backup your .ini file before adding or changing any settings, and change
only settings exactly as described in the online Help topics or contact Technical Support.
Username.tbi
Copy entire taskbars or just task groups from one user to another. The taskbar has one section,
called [gmbar]. If you delete the username.tbi, you must log back into GoldMine as the user to
recreate the file; however, it only has global task groups. You must copy or manually create the
task groups.
Recording Macros
1. With Macro buttons activated in the Global Toolbar, click Record. The macro is ready to
record. Also start the recording process by typing CTRL+SHIFT+HOME.
12
Administration
Tip: Record a macro using keystrokes rather than mouse-clicks. To use the GoldMine
menus, type ALT+Underlined letter of menu item. Use the arrow keys to navigate the
menu options.
2.
Begin the steps to record. When finished, click Stop on the Global Toolbar or press
CTRL+SHIFT+END. The Define Macro Button dialog box appears.
3.
In the Status Bar Description text box, type a description of the macro to serve as the
button name and pop-up text.
4.
The Optional Hot Key is optional. Type the hot keys you are assigning to the macro; for
example, to use ALT+9 as the hot key, hold down the ALT key and the 9 key. The Optional Hot
Key box displays Alt+9.
Important: Define hot keys carefully. SHIFT and a letter runs the macro every time it is
typed. For example, using SHIFT+ g as your hot key, and then trying to type a company or
contact name that begins with G in a new Contact record, the capital letter will not work. In
other areas, such as the Contact Search Center, it runs the macro rather than searching for
contacts beginning with capital G.
6.
From the Playback drop-down list, select the playback speed for the macro. Select Full
Speed to launch or run the macro quickly, or Recorded Speed to run the macro at the speed it
was recorded.
Adding GoldMine User's Macros
Create macros to speed or ease workflow. Add other user's macros to you taskbar by:
1. Right-click on the GoldMine taskbar; select Add New Item. The Taskbar Group Item
Selection dialog box appears.
2. Select GoldMine Users’ Macro from the Item Type drop-down list.
3. Select the user who created the macro from the User drop-down list. Highlight the macro
to add to the taskbar.
4. Browse to an icon file. The options display in the area below. Select an icon.
5. Click OK to add the item to the taskbar.
Resources
Creating Resources
1. Select Tools>>Configure>>Company Resources. The Resources’ Master File
appears.
2. Click New. The Resources Profile dialog box appears.
3. Type the Resource Name and Profile.
4. Type or select the Code.
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Resource Name
The Resource Name is limited to eight characters.
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Code
The Code is customizable and is a good way to group resources by type or location.
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5.
6.
Select the Custodian, or leave as (public).
Click OK.
Customizing Contact Records
Custom Screens and User-Defined Fields
User-Defined Fields vs. Details
The GoldMine administrator must decide what type of field (user-defined or detail) is most
appropriate for the information being recorded.
When setting up a field as a Detail or user-defined field, consider:
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Details allow unlimited multiple entries without the need for the repetitive creation of fields
and Lookup Tables.
Unlike creating a new user-defined field, adding a new Detail does not allocate field
space to every record in the database; therefore, less time is required to perform system
maintenance.
All Details are indexed for fast searching and browsing.
User-defined fields can be updated using the Lookup.ini.
User-defined fields can be date, numeric, or character and allow for complex filtering.
Filters can be built on user-defined fields only.
Groups can be built on Detail.
About Custom Fields and Screens
Apply several levels of customization to Contact records. When creating custom screens and
fields, you have greater flexibility in the information stored in GoldMine.
Customize GoldMine by:
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Creating custom screens
Creating custom fields
Changing field labels
Customized field typing
Custom Screens
Custom screens let you group related custom fields together. Create up to 20 custom screens,
each with up to 250 fields. Custom screen information is stored in the Fields5 table.
Custom Fields
Custom fields, also called user-defined fields, make GoldMine an adaptable program, able to
meet the needs of a broad range of businesses. Information about user-defined fields are stored
in the Contact2, ContuDef, and Fields5 table.
(User-defined Fields vs. Details)
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Administration
GoldMine on a Firebird database can store a maximum of 32k (SQL is 8k) for the combined
length of user-defined fields in a record. GoldMine on an SQL database can store 1024 fields. For
additional information, consult the knowledge base at support.frontrange.com.
The system administrator determines each field’s type. Fields can store the following:
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Character field type: Alphanumeric data. A character field can also contain a dBASE
expression that calculates field values or displays text.
Numeric field type: Numeric data; required for the field to calculate values related to
other numeric fields.
Date field type: Contains dates.
When creating user-defined fields, plan your implementation: what is the field type, what data is
going into the field, will it be a calculating field, and will it be associated with other fields in a
custom screen? Are you on Firebird or SQL?
To create a field, select Tools>>Configure>>Custom Fields. The list of 10 user-defined fields
and other user-defined fields appear. The mechanism is the same for creating one field as for
creating many fields; it makes the repeated creation of fields easier by not returning to the screen
designer after the one field is created.
Field Labels
Field properties determine the field's label in GoldMine. When changing labels on fields (whether
primary fields or user-defined fields) you have a limit of 15 characters for the label. To change the
label, right-click its name and select Properties. The Field Properties dialog box appears.
Field Typing
Use field typing to customize the look of field labels and values. The customization may include
changing the label or data color in a field based on the value in that field or in another field, hide
labels and values, assign a generic field use name to a field that may have different labels and
values.
Customizing Primary Fields
Primary fields are in the upper pane of the Contact record. Many fields are indexed fields. You
can modify the field labels and data display with colors or other expressions using the fields
properties to create custom field typing.
Note: Whenever a form of DDE is used, the external application extracts data based on the hardcoded Field Name, irrespective of the Field Label.
Save different modifications to primary fields as primary fields views.
The Contact1 table stores primary field data.
1. Right-click on the field and select Properties. The Field Properties dialog box appears.
2. Modify field properties using the Field Properties dialog box.
Adding Fields to Screens
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After creating fields and screens, place these types of fields on the screens:
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Fields: Hold data.
Expression fields: Display titles, messages, or mathematical calculations based on
other fields.
Use the Screen Designer to place the fields on screens. Only users with Master Rights can
access the Screen Designer. The Screen Designer lets you click and drag fields in the display.
Only unindexed fields can be dragged from the upper panes to the Fields tab area.
Important: If asked to rebuild the database, review Help topics regarding rebuilding and
maintaining Firebird and SQL.
1. Select the Fields tab and right-click in the area under the tab. Select the screen to which
you are adding the field. The selected custom screen becomes active under the Fields
tab.
2. Right-click and select Screen Design. The GoldMine Screen Designer toolbar appears
with a grid-like background in the Contact record.
Note: Changing the field order position of Company, Contact, Phone1, or any of the Key 1–
5 fields can cause problems–especially with synchronization and querying the database.
3.
4.
Click New on the design toolbar. The Place Field dialog box appears.
From the Field drop-down list, select the field to place on the screen.
Note: Click New Field to create a new field without accessing
Tools>>Configure>>Custom Fields.
5.
Click OK. The field box appears in the upper left corner of the Fields tab. Drag and drop
the field in the desired location on the Field Screen.
Note: When working with Row and Column entries, do not delete indexed fields from the
primary Contact Record display or move indexed fields to custom user screens. Moving or
deleting indexed fields can reduce GoldMine’s ability to find records based on these fields
when using search commands from the Lookup menu.
6.
Double-click the field. The Field Properties dialog box appears.
7.
Make changes to the Profile, Color, Layout, and Security tabs and click OK. The field is
placed on the screen with an n/a in the data area.
8.
Log out and back into GoldMine to see the field. Select to File>>Exit and then relaunch
GoldMine.
Editing Field Properties
Field Properties determine the field type, label and data appearance, field location, label and data
field size, and field security.
1. Right-click the field label and select Properties. The Field Properties dialog box
appears.
2. Configure settings on these tabs:
ƒ Profile: Field label and field data options.
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3.
Color: Colors displaying on the Contact record for the field label and field data.
Layout: Field size, position, and tab order.
Security: Fields requiring data, users having read and update rights to the field,
and options to update the log on the History tab.
Click OK after configuring the Field Properties.
Adding Expression Fields to Screens
Use expressions to create titles or text messages on screen or to create calculated fields.
Calculated fields have no value; they only display a value, so reporting or filtering cannot take
place on the field. If filtering or reporting is required, create a field and use the Lookup.ini to
calculate its value. The Lookup.ini returns a value.
1. Select the Fields tab and right-click in the area under the tab. Select the screen to which
you are adding the field. The selected custom screen becomes active under the Fields
tab.
2. Right-click and select Screen Design. The GoldMine Screen Designer toolbar appears
with a grid-like background in the Contact record.
3. Click New on the design toolbar. The Place Field dialog box appears.
4. From the Field drop-down list; select -- dBASE Expression --.
5. Click OK. The field box appears in the upper left corner of the Fields tab. Drag and drop
the field in the desired location on the Field Screen.
6. Double-click the field. The Field Properties dialog box appears.
7. In the Field Label area on the Type tab, select either:
ƒ Global Label: Designate the Global Label that applies to all databases. With
Expression fields, the Local Label is not an option.
ƒ Expression: Type text in quotes or type a field expression.
Examples:
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8.
field.
To create a text expression label, type "Total:" in the Field Label area Expression
box. GoldMine displays Total: as the field label
To create a field expression label, type Contact1->Company in the Expression box.
GoldMine displays the first 15 characters of the company name as the field label.
If you use Expression as a field label, type the Label Reference label for the expression
9.
In the Field Data area, select Expression and type the expression that displays the field
value.
Example: For two numeric fields, called USUM1 and USUM2, create a calculation expression to
add them together. For example, Contact2->USUM1+Contact2->USUM2. Remember, you cannot
report on the total value. If you create a complex expression, test it using the dBASE Expression
Tester.
Adding Detail Records
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Define a new Detail record to track basic information on topics meaningful to your business.
Detail records add to the Detail Lookup list. Every Detail created also has its own Reference
Lookup list.
1. Right-click under the Details tab and select New, or select Contact>>Add a Detail. The
Detail Properties dialog box appears.
2.
From the Detail tab>>Detail field, select a predefined value from the Detail F2 Lookup
list.
3.
In the Reference field, type or select a value from the Reference F2 Lookup.
4.
If entering an e-mail address, select Primary Address for this address to be the default.
5.
In the Notes field, type additional information (up to 64,000 characters). Notes are unique
to each detail record.
6.
Add further information by selecting the Info tab, or click OK.
Note: On the Info tab, update up to eight fields. Customize the field labels through the
Setup tab. Each field can be controlled by the F2 Lookup, requiring users to input
consistent information.
Creating Details Information Fields
Master rights users can customize 8 fields on the Details tab. The extended detail fields must be
character-based, not numeric or date fields. If searched, they are searched as a character string.
The seventh and eighth fields do not display on the user-defined Details tab.
Example: A company records the details of the type of cars customers drive. The information to
record is make, model, engine size, color, number of doors, fuel type, and so on.
1. In the Detail Properties dialog box, select a detail to customize.
2. Select the Setup tab.
3. In each text box, type a field label to apply to each field.
Note: The number to the right of the text box is the fixed field length. Neither the format,
order, nor length can be changed. Therefore, carefully consider, based on the length of the
field, where to store each piece of information.
Tip: To use only a few of the fields, hide a field by typing at least two asterisks (**) rather
than a name in the field label text box.
4.
Use the Tab Name text box to convert this Detail into a separate tab. The new tab
appears on the tab bar. Details entered on the new tab are recorded on the standard Details tab.
Be careful when deleting details that have been converted into custom detail tabs.
Tips:
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Tab Name
The Tab Name should not exceed six to eight characters, depending on the
letters used, and should not contain any spaces.
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Administration
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Shortcut Keys
If you want to access the new tab with a shortcut key, type the tab name with an &
before the letter you want to use. For example, type &Hobby if you want to use
Ctrl+H as the shortcut keys.
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Tab Order
GoldMine orders the tabs alphabetically. If you want to order tabs differently,
place a number at the beginning of the tab name. The number does not appear
on the tab, but determines the position of the title in the bank. For example, if you
want the Hobbies tab to appear before the Automobile tab, type 1Hobbies in the
Tab Name field.
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Deleting Custom Detail Tabs
5.
Select Save Tab column positions to save modifications made to the new and the
standard Details tab.
6.
Click OK.
Creating F2 Lookup Entries
Before or after setting security options on the F2 Lookup tables, create entries for the table.
1. Right-click on the field to create lookup entries for. The Field Lookup dialog box
appears.
2. Click New. The F2 Entry dialog box appears.
3. In the Enter the F2 value text box, type the new entry. Use a method to designate
special handling of field values:
ƒ To place multiple entries in a field, with new entry after the existing entry, type a
semi-colon (;) at the end of the entry. This appends the entry after existing data
in the field, separated by a comma. This way, multiple entries can be placed in a
field. When the entry does not end with a semi-colon, it overwrites data already
appearing in the field.
ƒ To place a coded entry that has descriptive information in the lookup list, type
two slashes (//) after the entry, then the description. The entry for the field it is
treated like a comment, and displays the text in the field.
Example:
0001//Shops & Retail
0002//Shipping
Selecting one of these places the numeric option into the field. To require multiple and
coded entry, place these in this order: code, semicolon, forward slashes, and description:
0001;//Shops & Retail
0002;//Shipping
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To add the results of a dBASE expression to a field, type a ~ followed by the expression.
For example, ~dtoc(date()) in the F2 Lookup list enters the current date in the field.
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4.
Click OK. The entry adds to the F2 Lookup list.
HTML Displays in the GM+View Tab
About the GM+View Tab
Create a customizable information page using HTML capabilities. Display images, linked
documents, or inserted GoldMine fields. Create several templates, set default templates, and
then create rules controlling what template displays for contacts meeting the rules.
The tab uses Internet Explorer 6 or 7; the local menu and HTML design options are IE-based.
Settings in the IE menu (View>>Text Size) control font size.
Information in the tab stores in the Mailbox table and synchronizes to remote users. Users with
Master Rights can create or edit a template by selecting Web>>Setup GM+View. The GM+View
Tab Settings dialog box appears.
Views on this tab are a key component of the record-typing used in the Record Type
Administration Center. If record type rules are activated, right-click in the tab area and select
another view; or, to reactivate the rules, right-click in the tab area and select Rules-Based
Selection.
Record Ownership
About Record Ownership
Contact Records are owned by everyone (public), by a user, or by user groups. Ownership is
used to determine security on Contact Records. Consider the following when setting record
ownership:
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Records owned by (public) can be viewed and edited by all users.
Note: Viewing and editing security can be set on individual fields.
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Record Ownership is used when record curtaining is applied.
Note: Ownership is stored in the Owner field in the Contact1 table.
Ownership can be set when you:
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Create a Contact Record
Configure Record Ownership
Record Types Administration Center
Using the Record Types Administration Center
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Administration
Use this Center to create and manage Contact Record customizations. Record typing is powerful
and dynamic, letting you customize the type of Contact Record GoldMine users see and combine,
within one database, what may appear to be disparate types of Contact Records.
To access the Record Types Administration Center, select Tools>>Configure>>Record Types.
(View...)
Enhanced logic simplifies working with data records. Users can perform searches for record types
instead of field names, enabling them to find information without identifying a field name. Logical
pick lists display field names for the record type.
Use the Record Types Administration Center to create Record Types based on combinations of
different Primary Field Views, Custom Screens, and GM+Views, and apply them in GoldMine
based on your user-defined Record Type Rules. The full record type combination (Primary Field
View, Custom Screens, and GM+View) is an "entity."
Examples:
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A manufacturing company uses GoldMine to track suppliers and customers. They
use record typing to create a Supplier record type and a Customer record type.
Realtors use GoldMine to maintain information about properties, sellers, buyers, and
real estate financing sources. They use record typing to create customized record
types for each category they work with.
Part of the Record Typing is determining New Record Creation Options to specify fields displayed
to a user who is creating a record based on a record type. Available fields are limited to fields
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GoldMine Premium Edition Administrator Guide
included in the selected record type and are only available when the field value-based record type
rules are activated.
Note: The New Record Creation Options, once configured, let you create new records based on
record types. Select File>>New>>New Default Record Type. A customized dialog box appears.
Also create and apply Record Type Rules to govern what record type displays based on a field
value-based or dBase expression-based rule, or to disable the rules. Rules can be as simple as
when the value in the Acct. Type field is Property display the Property record type; when the
value is Buyer, display the Buyer record type; or when the value is Seller, display the Seller
Record type.
Opportunity/Project Managers Properties
Customizing the Opportunity and Project Managers Properties
Opportunity and Project share the same table, fields, and user-defined fields. Modify the field
labels or reorder and hide tabs of an opportunity listed in the Manager.
1. Select Go To>>Opportunities, or click Opportunities on the Navigation Pane. The
Opportunity Manager dialog box appears. (To customize Project Manager,select Go
To>>Projects, or click Projects on the Navigation Pane).
2. Select a listed opportunity.
. The
3. From the toolbar, click Configure Opportunity/Project Manager
Opportunity/Project Customization Properties dialog box appears.
4. Click the Fields tab. Select from these options:
ƒ New: Create a new user-defined field on the Opportunity/Project Properties
dialog box.
ƒ Edit: Edit a user-defined field.
ƒ Delete: Delete a user-defined field.
ƒ Move Up: Reposition the selected field above other fields.
ƒ Move Down: Reposition the selected field below other fields.
5.
6.
22
Click the Labels tab. Follow instructions on dialog box.
Click the Tabs tab. Select from these options:
Administration
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For each tab title listed, clear the associated checkbox to hide tab from view.
Move Up: Reposition the selected tab above other tabs.
Move Down: Reposition the selected tab below other tabs.
Reset: Return the tabs to default order.
7.
Click the Options tab. Select the checkbox to prompt users to choose whether they will
create a new Project or Opportunity manually or using the appropriate wizard.
8.
Click OK.
9.
From the toolbar, click Properties. The Opportunity/Project Properties dialog box
appears. Review your modifications.
Modifying and Creating Reports
About Reporting
GoldMine provides analysis reports for reviewing metrics. For example, calculate statistics based
on activities scheduled and completed by GoldMine users.
Select from over 200 standard GoldMine reports or design a custom report tailored to meet your
organization's needs. If using GoldMine with an E-license, you can use Answer Wizard reports.
A report can include data from these database tables:
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Contact1: Main area of the Contact Record and the Summary and Notes tabs.
Contact2: Fields tab and user-defined fields.
ContSupp: Contacts, Details, Referrals, and Links.
Cal: Calendar and Pending tab.
ContHist: History tab.
OpMgr: Opportunity Manager.
Cases: Service Center
Special fields can include:
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Dialog: Prompts users to input data used within the report.
Calculations: Calculates the total or performs other mathematical operations.
Macros: Places multiple fields in the report. Macros are like those used within
GoldMine/Microsoft Word templates. For a list of available report Macros, see GoldMine
Report Macros.
Creating Reports
Create GoldMine Reports from a blank template or clone the template closest to your desired
results and edit it. Creating a report from a blank template is not recommended for beginners, but
cloning reports and editing reports is.
1. Select Go To>>Reports>>Report Center. The Reports Center appears.
or right-click inside the report name tree-view pane and
2. Click the New Report button
select New. The Report Properties dialog box appears.
3. When creating a report, click the Profile tab:
ƒ Report Description: The name to display in the Report Center.
ƒ Owner: Select the report owner in the drop-down list.
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GoldMine Premium Edition Administrator Guide
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Notes: Type extra details about the report and report variables.
Report Filename: Type or select the file name of the report template. The
reports store in the Reports folder of the main GoldMine directory. Report
templates should end with the extension .fp. For example, MyReport.fp.
Important: If you do not give the report a unique file name at this stage of the process, it
does not save.
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Default Printer: Select one:
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Selected Printer: The device designated in the Output to section of the Reports Menu
Layout Printer: The special printer selected in GoldMine’s layout mode
4.
Click OK on the Profile tab to return to the Reports Center. The new report is now listed
in the report list.
5.
Highlight the new report and click the Layout button
A blank template appears.
or right-click and select Layout.
6.
Use the Report Layout local menu and the Layout toolbar to format your GoldMine
Report. See Editing Reports.
Cloning Reports
Identifying an existing report that is closest to meeting your needs and then cloning it is the most
efficient way to create new GoldMine reports. We recommend you clone existing reports before
modifying them so you always have a clean copy available for future edits.
1. Select Go To>>Reports>>Report Center. The Reports Center appears.
2. Select the user whose report you are cloning in the User drop-down list. Select (public) if
the report is publicly owned.
or right-click the report
3. Select the report to clone and click the Clone Report button
name tree-view pane and select Clone. The Report Properties dialog box appears.
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Administration
4. Select the Profile tab and configure:
ƒ Report Description: When cloning a report, the description defaults to Copy of
<report name>. Type a new and unique name for the report to replace the
default.
ƒ Owner: Select the report owner in the drop-down list.
ƒ Notes: Type extra details about the report and the report variables.
ƒ Report Filename: Type a new, unique name for the report template. Reports
store in the Reports folder of the main GoldMine directory. Report templates
should end with the extension .fp.
Important: If you do not give the report a unique file name at this stage of the process, it
does not save.
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Default Printer: Select one:
ƒ Selected Printer: The device designated in the Output to section of the Reports
Menu
ƒ Layout Printer: The special printer selected in GoldMine’s layout mode.
5.
Click OK on the Profile tab to return to the Reports Center. The new report is now listed
in the report list.
6.
Highlight the new report and click the Layout button
The report layout appears.
or right-click and select Layout.
7.
Use the Report Layout local menu and Layout toolbar to format your GoldMine Report.
See Editing Reports in the online Help.
Report Formatting
About Report Filters
Report filters determine what information to include when the report is run. Report filters are
composed with the same notation as other filters in GoldMine.
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There are three ways filters can be applied to reports:
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Active GoldMine filters or groups
Global Report filters
Section filters
GoldMine filters and Global filters to determine which Contact Records are included in a report.
Section filters specify what information is in the section the filter applies to. Different sections of
reports can have different filters, including macro filters.
Inserting Report Fields
Insert several types of fields into a GoldMine report. After inserting, edit the fields.
1. Right-click on the report template. The layout local menu appears.
2. Select Insert. Insert these types of fields:
ƒ Label: A text field to act as a field label.
ƒ Section: A section in the report.
ƒ Data Field: A macro field or a field from the database.
ƒ Expression Field: A calculation field in the report.
ƒ System Field: A predefined system field, such as a record count.
ƒ Dialog Field: An interactive field in the report that requires a response from the
user.
ƒ Line: A line into the report.
ƒ Picture from Clipboard: The .bmp that is in the clipboard.
ƒ Picture from Disk File: A .bmp from a saved location.
Inserting System Fields in Reports
1. Right-click the report template and select Insert>>System Field. The System Field
Selection dialog box appears.
2. Select the field to insert.
3. Click OK. The field appears as a movable box in the report template. Drag the box to the
desired location and left-click to place it. System Fields are usually placed in the report
Header or Footer.
Inserting Sections in Reports
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Administration
1. Right-click the report template and select Insert>>Section. The New Section window
appears. The window displays sections available for inclusion. Detail and Sort sections
are numbered from 1 to 9 and are only available for inclusion in numeric order.
2. Select the section to insert in the Section Name area.
3. Click OK.
4. Edit sections after inserting them.
Inserting Data Fields in Reports
1. Right-click on the report template and select Insert>>Data Field. The Select a Field
dialog box appears.
2. From the Database Name drop-down list, select one:
ƒ Macros: Composite fields similar to those used when setting up a
GoldMine/Word template. These fields include blank line suppression.
ƒ Contact1: A list of available fields from the Contact1 database showing fields
from the primary contact area of GoldMine.
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Contact2: A list of available fields from the Contact2 database including information from
the Summary tab and all user-defined fields.
ContHist: Information available from the ContHist table containing details shown on the
History tab of a Contact Record.
ContSupp: Information available from the ContSupp table holding the contents of the
Contacts, Details, Referrals, and Links tabs.
Cal: Information available from the Cal table containing the calendar details shown on the
Pending tab.
OpMgr: Fields available from the Opportunity Manager database OpMgr.
OpMgrFld: Additional fields available from the Opportunity Manager database applicable
to New Opportunity templates.
3.
After selecting a table, select the field from the Field Name drop-down list. Fields
available in the Field Name list are determined by the selected Database Name.
4.
Click OK. The field appears as a movable box in the report template. Use the mouse to
drag the box to the desired location and left-click to place it.
5.
Double-click the field to edit Field Properties.
Inserting Dialog Fields in Reports
Create Dialog Fields before inserting them into your report.
1. Right-click the report template and select Insert>>Dialog Field. The Select Dialog Field
dialog box appears.
2. Select the field to insert.
3. Click OK. The field appears as a movable box in the report template. Use the mouse to
drag the box to the desired location and left-click to place it.
4. Double-click the field box to change the parameters. For instance, change the True and
False indicators on a Logical dialog box.
Inserting Expression Fields in Reports
Use expression fields to insert calculations in reports. Expressions can perform mathematical
functions or derive statistical information from numeric fields, such as averages, percentages, or
the number of days between two dates. Calculation fields are usually found in analysis and
calendar reports, but they can be added to any type of report.
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1. Right-click a report template and select Insert>>Expression Field. The Enter Field
Name dialog box appears.
2. Type a descriptive name for the field. Do not use spaces.
3. Click OK. The CALC->FieldName expression dialog box appears.
4. In the Expression text box, type the calculation expression, including the tables you are
drawing from. For example, Contact2->Usum1+Contact2->Usum2 adds the sum of
Usum1 and Usum2 to the report.
Use the buttons to add expression elements:
ƒ System Field: Inserts a system field in the expression.
ƒ Dialog Field: Inserts a dialog field in the expression.
ƒ Data Field: Launches the Select a Field dialog box to select a field or macro to
insert in the expression.
ƒ Operator: Launches the Select an Operator dialog box to select an operator
such as <, >, =, .AND., etc.
ƒ Function: Launches the Select a Function dialog box. Select a predefined
arguments that returns a predefined type value.
ƒ Calc Field: Inserts a predefined calculation field in the expression.
5.
Click OK.
Inserting Labels in Reports
1. Right-click the report template and select Insert>>Label. An edit box appears. Drag the
edit box to the desired location and click to place.
2. The box shows the word "Label." Double-click the label box and the Text Field
Parameters dialog box appears.
Note: Labels appear on the report regardless of whether the field contains data.
3.
In the Text text box, type the words to appear in the label.
4.
In the Text Position area, select the Horizontal and Vertical placement of the text within
the label box.
5.
Click Outline to create an outline of the text field and set the Line Properties.
6.
Click Background to create a background color and type within the label box.
7.
Click Font to select the text font.
8.
Click OK to save and close the text parameters.
Inserting Lines in Reports
Lines provide structure to your report.
1. Right-click on the report template and select Insert>>Line. A field square appears; drag
it to the desired location and click to place.
2. The line appears in your report with editing tabs on the box. Drag the editing tabs until the
line is the desired length.
3. Double-click on the line to open the Line Style and Color dialog box.
4. In the Line Angle area, select the direction for the line to run.
5. In the Line Style area, select the style of line.
6. Type the Line Width in millimeters.
7. Click Line Color to open a Color dialog box. Select a line color.
8. Click Outline to open the Line Properties dialog box, controlling lines around the line
field box (not the line itself).
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9. Click Background to create a background color.
10. Click OK to save and close.
Inserting Pictures in Reports
Insert .bmp graphics (from the clipboard or a saved file) into GoldMine Reports.
1. Right-click the report templates and select Insert>>Picture from Clipboard for a .bmp
file on the clipboard; or Picture from Disk File to browse to a stored .bmp file.
2. A data box appears on the template. Drag the box to the desired location and click to
place the picture.
3. To add an outline to the picture, click the picture to display the editing box around it; then
right-click on the picture and select Edit>>Outlines. The Line Properties dialog box
appears.
Editing Report Parameters
Set report margins, rulers, date format, and print defaults with the report parameters.
1. Right-click on the report template and select Report Settings>>Options. The Report
Parameters dialog box appears.
2. In the Margins area, type the Left, Right, Top, and Bottom margins in inches.
3. In the Ruler Selection area, determine if a ruler displays and whether it appears in
inches or centimeters:
ƒ Hide: No ruler displays on the template window.
ƒ Inches: Each section displays a ruler calibrated in inches.
ƒ Centimeters: Each section displays a ruler calibrated in centimeters.
4.
In the Default Date Format area, select MM/DD/YY to display dates as month/day/year,
or DD/MM/YY to display day/month/year.
5.
Select Print trial records when output to printer prior to running a report. Use this
option to run a test printing and adjust paper feed through the printer before sending the records.
6.
Select Print report header before the page header to print report headers added
before printing the page header.
7.
Click OK.
Editing Report Layouts
The reports layout window displays a report's existing labels, fields, and sections for editing. Edit
the report parameters, pages, filters, and break fields. Within the report layout, add, remove, or
change parts of the report.
Tip: Before changing standard GoldMine reports, clone the report to preserve original settings.
To edit a field, label, or section, right-click on it and select Edit. Available options depend on the
type of item you are editing.
Tip: When editing, the default report layout displays XXXX instead of field names. To display the
field names and facilitate editing, right-click and select Edit>>Show Field Names. The fields
names display in the layout window.
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To quickly edit Reports, use the GoldMine Reports Shortcut Keys and the Layout local menu or
the Layout toolbar.
Customize the GoldMine Reports by:
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Cloning a Template
Creating a New Template
Refine the reports by:
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Editing Report Parameters
Editing Report Pages
Inserting Sections
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Inserting Fields
Editing Fields
These settings also determine the information and the order it displays in the report:
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Filters: Determines the information included in the report; apply filters on a global level or
to a report section.
Break Fields: Manages the grouping of report information.
Editing Report Sections
Example of Formatting Sections
The Contact Profile (Detailed) report example shows report template divided into 17 sections,
each one holding different information. By default, the information displays as rows of Xs, plain
text labels, and dates.
To display the field names instead of the Xs, right-click and select Edit>>Show Field Names.
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Page Header: Company and Contact Name fields from the Contact1 database. Also
displays a line dividing the header from following sections.
Sort 1 Header: Contact name, address details, and telephone numbers as macros. It
also displays the five key fields and the first 10 user-defined fields along with the local
label names. The final information shown is that drawn from the Summary tab.
Sort 2 Header: Title bar information for displaying additional contacts within the report. If
additional contacts exist, this section defines where they are displayed.
Sort 3 Header: Sort 2 Header, but displays Details.
Sort 4 Header: Sort 2 Header, but displays Referrals.
Sort 5 Header: Sort 2 Header, but displays Pending Activities.
Sort 6 Header: Sort 2 Header, but displays History Activities.
Sort 7 Header: Sort 2 Header, but displays Linked Documents.
Detail 1 Section: Information defined in Sort 2 Header listing all additional contacts.
Detail 2 Section: Information defined in Sort 3 Header listing all profiles.
Detail 3 Section: Information defined in Sort 4 Header listing all referrals.
Detail 4 Section: Information defined in Sort 5 Header listing all pending calendar
activities.
Detail 5 Section: Information defined in Sort 6 Header listing completed history activities.
Detail 6 Section: Information defined in Sort 7 Header listing all linked documents.
Sort 1 Footer: Section for notes from the Notes tab. With no criteria for determining
whether notes exist, this section prints in every report.
Page Footer: System information such as the date the report was printed, by which user,
and the page number.
When running this report, the page header and footer and Sort 1 Header and Footer have no filter
and therefore always display. The other sections use filters. If the data for the section exists, the
section displays in the report.
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Title bars for the optional sections display in sort headers while the actual information displays in
detail sections.
1. Click on the header, detail, or footer section. An editing box appears around the section.
2. Right-click and select Edit:
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Delete: Deletes the section.
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Outlines: Accesses the Line Properties dialog box. Select lines that outline the section.
Also select the line size and color.
Background: Accesses the Item Background dialog box. Select the color and type of
section background.
Filter: Accesses the Section Selection Criteria dialog box. Create a filter to specify
section contents.
Show Field Names: Toggles the template display from XXXX to field names.
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3.
To edit using the Sort # Header or Detail # Section dialog boxes, double-click the
section title. Select from:
ƒ Compress Space Before the First Item: Compresses space between the
beginning of the section and the object at the top of the section.
ƒ Compress Space After the Last Item: Removes space after the last object of
the section to allow for large word-wrapped fields.
ƒ Advance Page Before Printing the Section: Advances to the next page before
the beginning of the section.
ƒ Advance Page After Printing the Section: Advances to the next page after
printing the section.
ƒ Reprint Titles on Every Page: Prints titles on every page (available for sort
sections only).
ƒ Number of Records Across the Page: Specifies the number of records that can
be placed across the report template. This option is useful for printing labels and
is available for Detail Sections only.
ƒ Filter: Accesses the Section Selection Criteria dialog box. Create a filter to
specify section contents.
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Outlines: Accesses the Line Properties dialog box. Select the lines that outline the
section. Select the line size and color.
Break Field: Accesses the Break Field for Section dialog box. Edit a break field to
manage the grouping of multiple entries (available for Sort Header sections).
Background: Accesses the Item Background dialog box. Select the color and type of
section background.
Editing Break Fields in Reports
1. Double-click the Sort Header section title. The Sort # Header dialog box appears.
2. Click Break Fields. The Break Field Section dialog box appears.
3. Click Data Field; the Select a Field dialog box appears. You can construct a simple
break field. For example, Contact1->AccountNo (see About Report Break Fields) and can
also use macros for break fields, for example, &Sort2&Suppfile="csp" to define the break
field for Sort 2 Header. See the &Suppfile Chart.
&Suppfile Chart:
TABLE
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CHARACTERS 1 AND 2
CHARACTER 3
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Calendar -- ca
&suppfile="cax"
Where x =
a : appointment
c : call back
t : next action
d : to-dos
m : E-mail
s : forecasted sale
o : other action
ContSupp -- cs
&suppfile="csx"
Where x =
c : additional
contacts
p : details
r : referrals
l : linked documents
o : organizational
chart
ContHist -- ch
&suppfile="chx"
Where x =
a : appointment
c : call
t : next action
d : to-dos
m : message
s : completed sale
o : other action
Note: Generally, only data fields from the database file specified by the macro are used
within that section of the report.
Example of Break Fields in a Report:
Select the contact report Contact Profile (Detailed) and display the layout. By double-clicking
each section title in turn and clicking the Break Field button, it is possible to see the break field of
each section.
Many of these sections cannot utilize a break field; others use the &suppfile macro.
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Page Header: No break field available.
Sort 1 Header: Contact1 and contact2 information. Break field: Contact1->AccountNo.
This is the primary break field—it groups together all information for one Contact record
on a report before moving onto a report for the next Contact record.
Sort 2 Header: Labels and header information—no data fields. Break field:
&sort2&suppfile=”csc”. This break field first groups together everything alphabetically
according to the contents of the &sort2 field and then groups together all additional
contacts for the current Contact record.
Sort 3 Header: Labels and header information—no data fields. Break field:
&sort3&suppfile=”csp”. This break field first groups together everything alphabetically
according to the contents of the &sort3 field and then groups together all details for the
current Contact record.
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Sort 4 Header: Labels and header information—no data fields. Break field:
&sort4&suppfile=”csr”. This break field first groups together everything alphabetically
according to the contents of the &sort4 field even though this is not defined and then
groups together all referrals for the current Contact record.
Sort 5 Header: Labels and header information—no data fields. Break field:
&sort5&suppfile=”ca”. This break field first groups together everything alphabetically
according to the contents of the &sort5 field even though this is not defined and then
groups together all scheduled activities for the current Contact record.
Sort 6 Header: Labels and header information—no data fields. Break field:
&sort6&suppfile=”ch”. This break field first groups together everything alphabetically
according to the contents of the &sort6 field even though this is not defined, and then
groups together all completed activities for the current Contact record.
Sort 7 Header: Labels and header information—no data fields. Break field:
&sort7&suppfile=”csl”. This break field first groups together everything alphabetically
according to the contents of the &sort7 field even though this is not defined and then
groups together all linked documents for the current Contact record.
Detail 1-6 Section: No break fields available.
Sort 1 Footer: No break field available.
Page Footer: No break field available.
If break fields did not appear in the sort headers for multiple information sections, only the first
piece of information for that category would be included. Multiple instances of the same type of
information such as details would be omitted, as the report would move to the next section and/or
Contact record.
4.
Click Calculation Field and the Comp_XXX dialog box appears. A section break field
can be a calculated field that lets you generate complex sort breaks. The expression dialog box
contains these options:
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System Field: Inserts a system field in the expression.
Dialog Field: Inserts a dialog field in the expression.
Data Field: Launches the Select a Field dialog box where you select a field or macro to
insert in the expression.
Operator: Launches the Select an Operator dialog box where you select an operator
such as <, >, =, .AND., etc.
Function: Launches the Select a Function dialog box. Select a predefined argument
that return sa value of a predefined type.
Calc Field: Inserts a predefined calculation field in the expression.
Answer Wizard Reports
About Answer Wizard Reports
Important: Information about using the Console is available from the Help menu in the
application.
Answer Wizard is a reporting tool letting users run detailed reports about company issues and
trends. When selecting a report from the Answer Wizard tree, the wizard prompts you to answer
questions related to the output of your report, such as content parameters and printing options.
Answer Wizard may prompt you to answer report-specific questions, such as date and time
ranges, priorities, and so on. The wizard then runs these specifications against information in
your database and returns the results.
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If using GoldMine with a SQL database, Answer Wizard reports provide a quicker way to produce
reports based on GoldMine data. Select from a variety of predefined Answer Wizard reports. The
Answer Wizard is installed when you select Management Intelligence during a custom installation
of GoldMine using an E-license.
Note: Also install Crystal Reports and create your own reports. The Crystal Reports installation
file is on your GoldMine Premium Edition CD-ROM.
The Answer Wizard provides independent online Help for configuring and using it.
Select from these report categories:
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Account/Contact Information
Personal and Team Calendars
Past Activities
Sales Analysis
Other Analysis
Note: In a network environment, Answer Wizard must be installed locally (on the computer of
those individuals using the reports).
To launch the Answer Wizard, click Start on the Window taskbar and select
Programs>>GoldMine>>Answer Wizard.
Using Answer Wizard
Important: Information about using the Console is available from the Help menu in the
application.
1. Click Start on the Windows taskbar and select Programs>>GoldMine>>Answer
Wizard. The Answer Wizard appears.
2. If necessary, click Preferences to configure database settings and login information.
3. Expand the tree and select the report you are running. Click Next to work through the
wizard.
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Configuring the Telemarketing Tools
About Telemarketing Scripts
Using GoldMine’s branching scripts, a user can gather information by working through a series of
interactive questions. Branching scripts organize questions in a flowchart-type format.
Use scripts to automate a variety of tasks such as guiding telemarketers through sales calls,
collecting survey information, and training new salespeople.
Branching scripts are GoldMine’s version of online questionnaires. With a branching script,
telemarketers can deliver structured information to a prospect and, based on the prospect’s
response, work through a predefined dialog of related information.
Additional information can be designed to answer the customer’s anticipated inquiries or provide
requested information, so an accurate response to the customer’s needs is readily available.
Each script question can contain an unlimited number of possible answers, and each answer can
branch out to a different question. A script can contain up to 99 questions.
While the script is being executed, information on the prospect’s responses can be saved in the
Notes field of the active contact record or placed directly into one of the fields of the contact’s
record. Once this data is entered, filter expressions can be used to select contacts who
responded similarly to script questions.
Getting Started
Before attempting to enter a branching script in GoldMine, map the entire script structure on
paper. This strategy can be helpful in creating a branching script:
1. Decide what questions to ask and the possible responses. List questions with all the
related responses directly below them. Draw lines connecting each response to the
appropriate follow-up question. Note each question can have several response lines
leading to it. However, no response should have more than one line leading from it (each
response can only branch to one question).
2. Number each question. Try to select a numbering scheme that keeps questions in a
natural sequence. If there are sub-branches within the script, you will have to jump
numbers. A good rule to follow is to number the questions in a way that no answer leads
to a lower-valued question. Number questions in intervals of 5 or 10 so additional
questions can be inserted later in the script without having to change the numbering
scheme.
3. When all the questions are numbered, follow each question back to the preceding
answer, and enter the question number next to the response. These numbers are the
Goto values entered into GoldMine.
4. Determine if any questions should be omitted from the dialog. Mark them on the
worksheet.
5. To store the text of a selected response in a field, enter the name of the field to be used
next to the question number on the worksheet. Most fields in the contact record can be
used to store script responses.
Now you are ready to enter the script in GoldMine.
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Telemarketing Scripts
Creating Telemarketing Scripts
1. Select Go To>>Sales Scripts. The Telemarketing Script dialog box appears.
2. Click Maintain Scripts. The Branching Scripts Listing dialog box appears.
Using Telemarketing Scripts
Use telemarketing scripts to construct structured dialogs with customers.
1. Select Go To>>Sales Scripts. The Telemarketing Script dialog box appears.
Note: All the responses you log while using the script are applied to the current Contact
Record.
2.
Select the script in the Script drop-down list and begin asking questions. Update fields as
needed.
Phone Dialer
Calling Contacts with GoldMine
With the Telephony tab settings properly configured, use GoldMine to dial telephone numbers.
Calling Primary Contacts
To call primary contacts, select Actions>>Call Contact and then select from:
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Dial Phone 1, Phone 2, and Phone 3: Dials the selected phone number from the
primary Contact Record. The Phone Dialer dialog box appears.
Dial Fax: Dials the fax number.
Redial the Last Number: Dials the last number called. The Phone Dialer dialog box
appears.
Manual dial: Starts the timer.
Incoming Call: Starts the timer.
Calling Additional Contacts
To call an additional contact, right-click the Contacts tab and select Options>>Dial. The Phone
Dialer dialog box appears.
Calling Personal Contacts
To call a contact in your personal contacts, select Go To>>My Contacts. Click Dial. The Phone
Dialer dialog box appears.
Setting Preferences for the Telephony Tab
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Configure special modem and dialing settings to use with GoldMine's auto-dialer feature. You
must have a TAPI modem locally installed and working on your computer before you can
successfully configure the modem settings.
1. Select Tools>>Options. The User's Preferences dialog box appears.
2. Select Telephony.
3. In the Modem Settings area, configure these settings:
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TAPI Line: Select the TAPI settings in the drop-down list that match your computer's
Phone Dialer TAPI settings.
Dialing Properties: Displays the Phone And Modem Options dialog box.
Line Properties: Displays the modem Connection Preferences dialog box.
Note: Consult your Windows and modem documentation for configuration details.
4.
In the Dial Number Formatting area, configure:
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Let TAPI format phone numbers: Allows TAPI to add numbers required for dialing a
phone number such as international access and country codes.
Dial numbers as entered: Dials the numbers as they are formatted in GoldMine.
Local Area Code: The area code you are dialing from.
Dial Prefix: A number sequence accessing a special line or service.
Dial Suffix: A number sequence after the telephone number to access a special line or
service.
Hang up after: x sec.: Specifies the number of seconds before GoldMine tries to
reconnect.
5.
In the SoftPhone area, enter the local extension number and set SoftPhone as the
default. Click the SIP Settings button to access the SoftPhone/SIP Settings window to change
your settings.
6.
Click OK to save the settings and close the dialog box.
Auto-dialer Settings
Customizing Auto-dialer Settings
With the advent of multiple area codes in metropolitan areas and telephone dialing capabilities in
computers, GoldMine developed a method for differentiating between local and long distance
calls, letting GoldMine users dial the phone using the modem in a computer without entering
special dialing codes.
A user-created, configuration settings file called predial.ini that is placed in the GoldMine folder
handles the differentiation between local and long-distance calls. The file consists of four
sections: [City], [Prefix], [Suffix], and [PBX]. Each section is scanned in the listed order until a
match is found. This terminates the search, and GoldMine uses the values found to dial the
phone ignoring settings in lower sections of the predial.ini. The exception is the [Suffix] section;
GoldMine checks this section for a match, thus terminating the search when a match is found.
Set auto-dialer to recognize differing telephone number types, prefixes, and suffixes by creating
an Exception List in a predial.ini file. An exception list provides a set of conditions GoldMine
checks when processing telephone numbers formatted for North America. For example, you may
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need to set up your auto-dialer to recognize different types of telephone numbers, such as local
and long distance. Upon finding a match to specified conditions, GoldMine processes telephone
numbers according to the formatting entered for the condition.
Note: See Technical Document 387, “Using and Setting up GoldMine’s PREDIAL.INI for Special
Dialing Needs” at support.frontrange.com.
Creating Automated Processes
About Automated Processes
Automate routine tasks by setting up a series of predefined actions to perform on contacts in the
database including:
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Administrative and tracking duties
Generating direct mail
Validating data
Example: Print introductory letters to new contacts whenever a Contact Record is created. After
printing the letter, the Automated Process can schedule a follow-up activity (such as a call back)
on the calendar or a GoldMine user.
Designing Automated Processes
Automated process components:
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Tracks: A sequence of two or more events used as the step-by-step instructions
GoldMine evaluates to perform a defined series of activities. Also known as an
Automated Process. Link several events to form a track.
Events: Step-by-step instructions contained in an Automated Process, or track,
GoldMine evaluates to perform a series of activities. An event consists of a trigger and an
action. An Automated Process consists of a sequence of one or more events.
Events within each track perform an action when triggered by a condition.
Use the Automated Processes Center to create and edit tracks and events and to execute
tracks.
Manage tracks attached to contacts on each record with the Tracks tab.
Use menu options available when selecting Tools>>Automated Processes to Execute
Processes and Manage Processes.
Designing Automated Processes
Before creating Automated Processes, draw the idea for the process, then use the Automated
Process Wizard to create it.
Preemptive and Sequential Events
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When each event is created, it is assigned a preemptive or sequential number. GoldMine
evaluates preemptive events first and then sequential events.
When creating preemptive events you generally set the condition to eliminate the scanned record
rather than confirm this process is appropriate. For example, a sales rep and territory is
designated in the Sales Rep and Territory fields, then remove this track from the record;
otherwise populate these two fields with the defined criteria.
Preemptive events are numbered from 0 to 99. GoldMine processes all of the preemptive events
of a track first before moving on to sequential events. If the Preemptive event “if” statements is:
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True: Perform the action and go to the next event.
False: Do not perform the action but still go to the next event.
Preemptive events should be numbered 5, 10, 15, and so on. Keep space between the events to
insert additional events.
Sequential events perform actions such as printing a letter, sending an e-mail, or scheduling a
call. They are numbered from 100 to 999. Sequential events should be numbered 100, 110, 120,
and so on to add other events between existing events.
After completing all preemptive events, GoldMine runs the first sequential event and processes
sequential events. If the statement is:
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True: Perform the action and go to the next sequential event.
False: Do not perform the action and do not proceed to the next sequential event.
Once GoldMine completes the sequential events, it processes the next track for the Contact
Record, or if there is no track to process, GoldMine goes to the next Contact Record.
When creating an Automated Process, define the track, then allocate the events, triggers, and
actions to the track.
Example of the planning to do:
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Administration
Automated Processes Center
The Automated Processes Center Main Window contains up to four elements. Click on the
toolbar or one of the panes for more information
When a Track is selected:
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When an Event is selected:
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Automated Process Wizard
Creating Events
Events are the triggered actions that take place in a specific order. Each Automated Process, or
track, can have up to 900 sequential events and 100 preemptive events. Create or edit events
using:
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Automated Process Event Wizard: Available when right-clicking and select New.
Event Properties dialog box: Available while creating or editing an Automated Process.
Creating Triggers
Each Automated Process event is processed based on a trigger. The trigger evaluates and, if the
criteria is met, the event's action is performed and processing continues to the next event. Select
one of these from the drop-down list and configure the associated settings:
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Elapsed Days
Specify the number of days that must pass before the action is executed. GoldMine
begins counting days as soon as the event immediately prior to the current event is
triggered. If an event is the first event of the track, GoldMine begins counting days as
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soon as the event is attached to a Contact Record. You can also select Trigger Filter
and click Filter. The Expression Builder dialog box appears.
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Immediate
Sets GoldMine to immediately execute the action associated with the event. This allows
you to set up a sequence of actions based on a single trigger. You can also select
Trigger Filter and click Filter. The Expression Builder dialog box appears.
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Detail Record
Specifies that the processing of an event’s action cannot be executed until a specified
detail record, document link, other contact, or referral has been added to the Contact
Record. Configure the following settings:
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Click Options to configure the Detail Trigger dialog box.
Select Attempt trigger only once to branch to the next event whether or not the
current event is triggered. If the current event is triggered, GoldMine executes the
corresponding action, then continues to the trigger of the next event. However, if
the event is not triggered, GoldMine skips the event, and continues to the trigger
of the next event. For example, a track might include two events: Send a gift to
contacts who make purchases over a specified dollar amount and print a thankyou letter to a contact who makes any purchase. Selecting Attempt to trigger
only once enables GoldMine to print the thank-you letter for all purchases,
regardless of the dollar amount.
Select Trigger Filter and then click Filter. The Expression Builder dialog box
appears, allowing you to specify additional conditions based on a dBASE
expression.
History Activity
Specifies that the processing of the event’s action cannot be executed until a specified
history record has been saved for the Contact Record. Configure the following settings:
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Click Options to configure the History Trigger dialog box.
Select Attempt trigger only once to branch to the next event whether or not the
current event is triggered. If the current event is triggered, GoldMine executes the
corresponding action, then continues to the trigger of the next event. However, if
the event is not triggered, GoldMine skips the event, and continues to the trigger
of the next event. For example, a track might include two events: Send a gift to
contacts who make purchases over a specified dollar amount and print a thankyou letter to a contact who makes any purchase. Selecting Attempt to trigger
only once enables GoldMine to print the thank-you letter for all purchases,
regardless of the dollar amount.
Select Trigger Filter and then click Filter. The Expression Builder dialog box
appears, allowing you to specify additional conditions based on a dBASE
expression.
Scheduled Activity
Administration
Specifies that the processing of an event’s action cannot be executed until a selected
activity type has been scheduled for the contact. Configure the following settings:
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Click Options to configure the Schedule Activity dialog box.
Select Attempt trigger only once to branch to the next event whether or not the
current event is triggered. If the current event is triggered, GoldMine executes the
corresponding action, then continues to the trigger of the next event. However, if
the event is not triggered, GoldMine skips the event, and continues to the trigger
of the next event. For example, a track might include two events: Send a gift to
contacts who make purchases over a specified dollar amount and print a thankyou letter to a contact who makes any purchase. Selecting Attempt to trigger
only once enables GoldMine to print the thank-you letter for all purchases,
regardless of the dollar amount.
Select Trigger Filter and then click Filter. The Expression Builder dialog box
appears, allowing you to specify additional conditions based on a dBASE
expression.
Opportunity
Specifies that the processing of the event’s action cannot be executed until a specified
opportunity record has been recorded for the Contact Record. Configure the following
settings:
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Click Options to configure the Opportunity Trigger dialog box.
Select Attempt trigger only once to branch to the next event whether or not the
current event is triggered. If the current event is triggered, GoldMine executes the
corresponding action, then continues to the trigger of the next event. However, if
the event is not triggered, GoldMine skips the event, and continues to the trigger
of the next event. For example, a track might include two events: Send a gift to
contacts who make purchases over a specified dollar amount and print a thankyou letter to a contact who makes any purchase. Selecting Attempt to trigger
only once enables GoldMine to print the thank-you letter for all purchases,
regardless of the dollar amount.
Select Trigger Filter and then click Filter. The Expression Builder dialog box
appears, allowing you to specify additional conditions based on a dBASE
expression.
Project
Specifies that the processing of the event’s action cannot be executed until a specified
project record has been recorded for the Contact Record. Configure the following
settings:
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Click Options to configure the Project Trigger dialog box.
Select Attempt trigger only once to branch to the next event whether or not the
current event is triggered. If the current event is triggered, GoldMine executes the
corresponding action, then continues to the trigger of the next event. However, if
the event is not triggered, GoldMine skips the event, and continues to the trigger
of the next event. For example, a track might include two events: Send a gift to
contacts who make purchases over a specified dollar amount and print a thankyou letter to a contact who makes any purchase. Selecting Attempt to trigger
only once enables GoldMine to print the thank-you letter for all purchases,
regardless of the dollar amount.
Select Trigger Filter and then click Filter. The Expression Builder dialog box
appears, allowing you to specify additional conditions based on a dBASE
expression.
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GoldMine Premium Edition Administrator Guide
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dBase Condition
Specifies that the event’s action can be executed only after a specified dBase expression
is evaluated as true. To access the Expression Builder dialog box, from which you can
select an existing expression or create an expression, select Options. Configure the
following settings:
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Click Options to configure the dBASE Expression Builder dialog box.
Select Attempt trigger only once to branch to the next event whether or not the
current event is triggered. If the current event is triggered, GoldMine executes the
corresponding action, then continues to the trigger of the next event. However, if
the event is not triggered, GoldMine skips the event, and continues to the trigger
of the next event. For example, a track might include two events: Send a gift to
contacts who make purchases over a specified dollar amount and print a thankyou letter to a contact who makes any purchase. Selecting Attempt to trigger
only once enables GoldMine to print the thank-you letter for all purchases,
regardless of the dollar amount.
Select Trigger Filter and then click Filter. The Expression Builder dialog box
appears, allowing you to specify additional conditions based on a dBASE
expression.
Disabled
Turns off the trigger condition setting for the selected event.
Creating Actions
Each Automated Process event has a triggered action. The trigger is evaluated and if the criteria
is met, the event's action is performed. Select one of these actions from the drop-down list, then
click Options to configure the associated settings:
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Print Form
E-mail message
Print Report
Schedule Activity
Create History
Create Detail
Add to Group
Update Field
Remove Track
Add a New Track
Branch to Event
Run Application
Creating Tracks
Create, clone, or modify Automated Process Tracks with the GoldMine Automated Processes
Wizard.
Note: Planning is key. Take time to determine what you want to accomplish, how the triggers and
actions work together for each preemptive or sequential event, and how the series of events, the
track, will fit together.
46
Administration
1. Select Tools>>Automated Processes>>Manage Processes. The Automated
Processes Center appears.
2. From the drop-down list, select the User who owns this Automated Process.
3. Right-click Automated Processes in the left pane and select New, or click the New
4.
5.
6.
7.
8.
Automated Process button
. The Welcome to the Automated Process Wizard
dialog box appears.
In the Process Name text box, type a descriptive name.
Type or select the Process Code from the F2 Lookup list.
Select the Owner. By default, the user name selected in the Automated Process Center
displays.
Click Next. The GoldMine Automated Process Wizard: Options dialog box appears.
Select:
ƒ Allow only one attachment of this process per contact: Prevents multiple
attachment of the same track to a contact’s record.
Note: If two duplicate contact records are merged that already have automated processes
attached, both processes will be attached to the merged contact record, regardless of whether
the above checkbox was selected.
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Execute this process immediately upon attachment: Starts processing the track as
soon as a user attaches the track to one or more contact records.
Execute this process only when scanning a group of contacts: Prevents GoldMine
from executing a track attached to a single contact record. This option is useful to restrict
track execution to a specific system. Example: if a print action requires a designated
workstation printer, selecting this option and Execute this process immediately upon
attachment prevents the printing track from running from any other workstation.
Restart this process each time that it ends: Reattaches the track as soon as the
processing of the track completes.
Allow users to attach this process: Permits other users to select and attach the track.
Attach this process to all new contact records: Automatically attaches the track to
each new contact record. Apply only to one Automated Process (can only be applied to
one Automated Process).
9.
Click Next. The GoldMine Automated Process Wizard: Events dialog box appears.
The dialog box displays the Seq (Sequence), Event, Trigger, and Action for each event. While
creating a new track, the display is empty.
10.
Select from:
ƒ New: A blank Event Properties dialog box appears. Lets you create an event.
ƒ Delete: Deletes the selected.
ƒ Edit: The Event Properties dialog box displays the selected event's settings.
Edit and save.
11.
Click OK. The GoldMine Automated Process Wizard: Events dialog box appears.
12.
Click New to add another event, or when you finish adding events, click Next. The Finish
dialog box appears.
13.
Click Finish. For the Automated Process to work, attach the track and process the track.
Track Attachments to Contacts
Attaching Tracks to a Contact
Before an Automated Process can be executed, the track must be attached to selected Contact
Records. One record can have multiple tracks assigned to it. GoldMine stores the attached tracks
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GoldMine Premium Edition Administrator Guide
on the Tracks tab. Build tracks in the Automated Processes Center, then manually attach a track
to a record.
Attaching Tracks to a Single Contact Record:
1. Right-click in the Tracks tab and select Attach a Process. The Attach an Automated
Process dialog box appears.
2. Select the track to add from the Code and Process Name list.
3. Select Attaching User from the drop-down list.
4. Click OK to attach the track and continue.
Attaching Tracks to Multiple Contact Records:
1. Select Tools>>Automated Processes>>Execute Processes. The Automated
Processes Execution dialog box appears.
2. Select either:
ƒ Scan current contact: GoldMine processes only the active contact, then returns
to an idle mode.
ƒ Scan a group of contacts: Select ALL Contact Records! or a filter or group as
the basis for selecting contacts. GoldMine processes the contacts in the filter or
group, then returns to idle mode.
3.
GoldMine scans to evaluate and execute attached tracks. In the Scan Method area,
select from:
ƒ Scan once: Executes the track as you attach it.
ƒ Scan continuously: Scans the database continuously as configured in the
Server Agents Administrator.
ƒ Do not scan: Attaches the track, but does not evaluate it for execution (available
only when selecting Attach Track to selected contacts).
4.
5.
Select Attach Track to selected contacts.
Select the track to be attached from the drop-down list.
6.
Click Process. The Process Monitor appears, tracking the attachments and the events
triggered.
Processing Tracks
Executing Tracks
Execute a track for a single contact, a group of records based on a filter or group, or for all
contacts. Execute a track manually whenever necessary, or set GoldMine to scan the database
continuously, or use the Automated Process Server Agent.
1. Select Tools>>Automated Processes>>Execute Processes. The Automated
Processes Execution dialog box appears.
48
Administration
2. Select one:
ƒ Scan current contact: GoldMine processes only the active contact, then returns
to an idle mode.
ƒ Scan a group of contacts: Select ALL Contact Records, or select a filter or
group from the drop-down list.
3.
In the Scan Method area, select one:
ƒ Scan once: GoldMine scans the contact database, or the contacts selected by a
filter or group, and processes all tracks. When complete, it returns to an idle
mode, unless you have the Automated Processes Server Agent running. If
running, the Automated Process scans again in the timeframe designated.
ƒ Scan continuously: GoldMine scans the contact database and processes all
tracks, then repeats the process continuously. This allows you to set up a
workstation on the network that continuously scans for triggered events and
immediately performs the event actions. It can be interrupted by selecting Stop in
the GoldMine Process Monitor dialog box.
Note: The option Do not scan is available only when you select Attach Track to
selected contacts, which lets you attach tracks without scanning the database for tracks
to execute.
4.
In the Options area, configure:
ƒ Max Events: Maximum number of events (up to 99,999) to be processed during
this scan.
Tip: To control the number of letters printed at one time, set the Max Contact to process
only 25 records per day, or queue the print job to print manually or in off hours using the
Print/Fax Server Agent.
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Max Contact: Maximum number of contact records (up to 99,999) evaluated.
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GoldMine Premium Edition Administrator Guide
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Start Time: Sets a time to start processing the track. Use this option to take
advantage of periods of lower demand to run the process. To set the time using
the graphical clock, press F2.
5.
Click Process. The Process Monitor appears, displaying the number of contacts scanned
and triggered.
Configuring Automated Processes in the Server Agents Administrator
Use the Server Agents Administrator to execute Automated Processes on the days and times
specified.
1. Select Tools>>Services>>Manage Server Agents. The Server Agents Administrator
dialog box appears.
2. Click the Automated Process tab.
3. If letting only one user execute processes using the Server Agent, select the user in the
User's Settings area drop-down list.
4. Select Apply to other users to enable the Select Users button and let other users use
the Server Agent capability. Click Select Users to select one or more users or user
groups.
5. In the Active Period area, select the days of the week the agent will be active.
6. Type or select the active time period for each day using the right-facing arrows to access
a list of times in thirty minute increments.
Note: Because times are set on a daily basis, the earliest time is 12:00 A.M. and the latest
is 11:59 P.M. The latest time cannot be 12:00 A.M. When setting the times, consider the full
range of Server Agents you are running and what activities can take place after regular
business hours. Depending on the process being executed, you may find it takes up too
many system resources. If so, limit the processing to non-business hours.
7.
In the Frequency area, type or select the number of day(s), hour(s), minute(s)
GoldMine waits before initiating the operation.
Note: The minimum amount of time is 5 minutes.
8.
Click OK.
Note: You must start the Server Agents to begin processing.
Managing with Server Agents
About the Server Agents Administrator
Use the Server Agents Administrator to process these operations on a recurring basis:
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Sending and retrieving e-mail from the Internet through GoldMine
Synchronizing with GoldSync
Synchronizing with Microsoft Outlook
Printing and faxing correspondence
Running Automated Processes
Publishing Calendar information
Administration
Server Agents are configured around a user or user group, active time periods, and frequency.
They work with other configurable parts of GoldMine and must be started for the processes to
work.
Starting the Server Agents
Start the Server Agents for the settings you configured in the Server Agents Administrator to take
effect.
1. Select Tools>>Services>>Start Server Agents.
2. The Process Monitor appears displaying information about the Server Agents running.
The agents continue to run until you click the stop processes button on the Process
Monitor.
Managing Databases
About Managing Information
GoldMine's extensive feature set lets you share data between GoldMine and other applications,
to globally replace field data, and to monitor running processes.
Maintaining the data in your GoldMine database ensures the highest performance for your
system and the most effective use of information. GoldMine is equipped with many features to
help maintain your system.
Understanding GoldMine Databases
About the GoldMine Architecture
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The GoldMine File System
GoldMine stores information in one or more databases in which related records are logically
organized. Storing information in a database provides advantages such as a common point of
access for multiple users, applications, and data security.
Network applications managing information typically organize shared data in a relational
database structure, supervised by a Database Management System (DBMS). The DBMS
supervises maintenance of and access to the database. It has a database engine that defines the
database structure, stores data, and responds to requests by retrieving data from the stored
locations. The DBMS can organize data in one large database that stores all system data or in
multiple unique databases in the same system.
Information systems today facilitate quick and reliable data management and retrieval using the
relational database. At the most basic level, a relational database consists of tables organizing
data in columns and rows. The cell at any column/row can contain only one value. Columns and
rows work together to define the type of information a cell contains.
GoldMine, acting as a DBMS, uses a number of different files to store various elements of the
data it collects:
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In GoldMine Standard, the default installation places the GoldMine files, Contact files,
and System files in folders under the main GoldMine folder.
In a GoldMine Corporate Edition installation, the shared database files and Contact files
are hosted on the server database while licensing and user files remain local to the
GoldMine folder.
In a network environment, you can run workstations from the executable on the server. You can
also install GoldMine's executable files locally to a workstation if the data files are centrally
located and accessible to all GoldMine users. The physical configuration of GoldMine on the hard
drive is important. The main GoldMine executables should always be one level deep in a
directory structure. The path to GoldMine should be x:\GoldMine, where x is the network drive
where GoldMine is installed. Installing by using Universal Naming Convention (UNC) paths, the
server path should be \\server\GoldMine\GoldMine or \\server\sharename\GoldMine.
File Server and Client/Server Architecture
Networks require configuration that manages shared data stored in a central location. Users need
a way of accessing information from the central file(s), and the organization needs a way of
protecting data integrity and controlling traffic to maintain the availability of shared resources.
These needs are met using file server and client/server architecture.
Client/Server Architecture
GoldMine Premium Edition utilizes a client/server architecture:
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The client/server uses network resources more efficiently to reduce network traffic and
respond to requests for data while maintaining data security.
The client/server architecture effectively divides the functions of the DBMS between the
client and the server.
The server acts as the database engine maintaining and administering access to the
data.
Administration
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When the server receives a request from a client, the server scans the database for data
on the server and returns only the requested piece rather than a whole block.
Processing occurs at the server, so the server sends back the data in final form as the
response to the query.
Structured Query Language (SQL) is the tool enabling the application user interface to
communicate with the server database engine.
GoldMine Files and File Locations
The GoldMine tables, also known as GoldMine files for legacy purposes, GoldMine database, or
GMBase, are tables storing shared database information. Although you may have multiple
Contact Sets, you should only have one set of GoldMine files. Knowing the contents of these files
is invaluable when creating reports or troubleshooting GoldMine.
Note: For information on creating custom fields in GoldMine databases hosted to SQL Server,
consult Technical Document 527, "Working With Custom Fields in MS SQL."
Locations of the GoldMine files:
GoldMine
Files
GMBase
Contact Files
System Files
Common
GoldMine
Login Tab
(Edit
Preferences)
GoldMine
database
Default contact
database
GoldMine
home directory
GM.ini
Commands
GoldDir=
CommonDir=
SysDir=
Undocked
user default
folders
(See a List of GoldMine Tables)
ODBC Database Manager
Several GoldMine functions, especially the GoldMine Premium Edition Answer Wizard and
integration with HEAT, use Open Database Connectivity (ODBC). When GoldMine is installed, it
creates default data sources in the ODBC Data Source Administrator.
To verify or change the ODBC settings, select Start>>Settings>>Control Panel. Select Data
Sources (ODBC) or Administrative Tools>>Data Sources, depending upon your operating
system, and double-click to launch the ODBC Data Source Administrator. Click the System
DSN tab. The default data source is GM Sales_Mktg. Click Configure to change or verify the
settings or Add to add a data source using the wizard. Verify these settings:
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Name of the data source.
Description of the data source.
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GoldMine Premium Edition Administrator Guide
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The name of the server where the SQL Server is located.
SQL Server authentication.
The SQL login and password.
Default database you are creating the data source for.
Click Finish and Test Data Source to test your connection.
GoldMine’s Data Files
GoldMine Table Structure
GoldMine tables and Contact tables make up the GoldMine database, which consists of data
organized in columns and rows. Cells at any column/row can contain only one value. Columns
and rows work together to define the type of information a cell can contain.
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Columns: Each column contains values providing information of one type such as
Company, City, or State, and each column represents a field. One column, or a
combination of columns, is the unique index (the unique value each record can be
identified by).
Rows: Each row contains one record consisting of a set of column values. A table can
contain as few as 0 rows or an unlimited number of rows. SQL Server can retrieve data
from tables by working with relationships represented by common data values between
tables. A common data value is a value that is the same between multiple tables. For
example, both a Contact1 table and a Cal table contain AccountNo values. The shared
value creates the relationship between the records in the 2 tables.
GoldMine Tables
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54
Cal table contains a record for each scheduled activity. Different record types are
distinguished by the RecType. Each record type may use the same field for differing
purposes. The Cal table is part of the GoldMine files.
Field Name
USERID
ACCOUNTNO
ONDATE
ONTIME
ENDDATE
ALARMFLAG
ALARMTIME
ALARMDATE
ACTVCODE
RSVP
DURATION
RECTYPE
ACONFIRM
APPTUSER
STATUS
Type
String
String
Date
String
Date
String
String
String
String
String
Integer
String
String
String
String
Length
8
20
8
5
8
1
5
8
3
1
3
1
3
10
4
DIRCODE
String
10
Description
User Name
Account number of linked contact
Activity date
Activity time
Ending date of scheduled activity
Alarm flag
Alarm time
Alarm date
Activity code
RSVP notification
Duration/Probability
Record type
Meeting confirmation
Meeting confirmation user
First character is flag, second
character=1 if notes exist
Contact Set code of the contact file
Administration
NUMBER1
NUMBER2
COMPANY
REF
NOTES
LINKRECID
LDOCRECID
LOPRECID
CREATEBY
CREATEON
CREATEAT
LASTUSER
LASTDATE
LASTTIME
RECID
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Integer
Integer
String
String
Memo
String
String
String
String
Date
String
String
String
Date
String
8
8
60
80
1
15
15
15
8
8
6
8
8
8
15
Sales potential
Units of a forecasted sale
Company/Contact name
Reference
Notes
Linked record ID
Reserved for future use
Linked Opportunity Manager record ID
Created by user
Creation date
Creation time
Last modified by
Last modified date
Last modified time
Record ID
Fields5 stores the location and tab order of every field within the Fields tab and the field
position and tab order of the primary contact fields.
Filters holds all filters created in the system.
Forms stores the merge form template properties added to the merge forms system.
FormsFld
FormsQue
GMTLog, with the ContTlog table, controls the synchronization process. The Primary
Tlog holds the synchronization time stamp for the tables in the GoldMine files, such as
Cal, Filters, and others.
GSLogs
GSServer
GSSites
InfoMine stores data from the InfoCenter. The InfoCenter is part of the GoldMine files.
Field Name
ACCOUNTNO
CREATEBY
RECTYPE
SORTKEY
TSECTION
TOPIC
KEYWORDS
OPTIONS
OPTIONS1
OPTIONS2
LINKEDDOC
NOTES
USERREAD
USERWRITE
LASTUSER
LASTDATE
LASTTIME
RECID
Type
String
String
String
String
String
String
String
String
String
String
Memo
Memo
String
String
String
Date
String
String
Len
20
8
10
20
100
80
80
10
20
20
1
1
8
8
8
8
5
15
Description
Account number
Creation user
Record type
Sort key
Section
Topic
Keywords
Options
Options 1
Options 2
Linked document
Notes
Read access
Write access
Last modified by
Last modified date
Last modified time
Record ID
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GoldMine Premium Edition Administrator Guide
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ImpExp stores the Import/Export profiles used to export and import data.
LeadDbfs holds leads analysis definitions set from the View>>Analysis menu.
Lookup contains each F2 Lookup entry. The Lookup table is part of the GoldMine files.
Field Name
FIELDNAME
LOOKUPSUPP
ENTRY
RECID
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Type
String
String
String
String
Len
11
10
40
15
Description
Field name
Lookup Options
Description
Record ID
Mailbox stores all GoldMine e-mail. The Mailbox is part of the GoldMine files. The history
display of messages pulls information from here. If an e-mail message has an
attachment, it stores in the \goldmine\mailbox\attach folder by default.
Field Name
LINKRECID
FLAGS
Type
String
String
Len
15
8
Description
Linked Record ID
Flags
The Flags field stores numeric values
specifying the following:
USERID
FOLDER
String
String
8
20
Value
1
2
On
Read
In History
3
4
Outbound
Attachments
Off
Not read
Not in
History
Inbound
No
attachments
User name
Folder
The Folder field contains the name of the
folder in which the mail is stored. GoldMine
uses the following predefined folders:
FOLDER2
ACCOUNTNO
CREATEON
MAILSIZE
56
String
String
Date
String
20
20
8
8
X-GMINBOX
X-GMOUTBOX
X-GMTEMPLATES
Subfolder
Account number
Creation date
Mail size
Inbox
Outbox
Templates
Administration
MAILDATE
MAILTIME
MAILREF
RFC822
RECID
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Mail date
Mail time
Linked contact name and subject line
Mail message
Record ID
Type
String
String
String
String
String
String
String
String
String
String
String
String
String
String
String
Date
Date
Date
Float
Integer
Float
memo
String
Len
15
3
20
8
10
40
40
50
50
50
30
30
20
20
10
8
8
8
10
4
10
1
15
Description
Opportunity ID
Record Type
Account number
User name
Flags
Company
Contact
Opportunity name
Status
Cycle
Stage
Source
Start date
Close date
Close by
For amount
Probability
Close amount
Notes
Record ID
OpMrgFld
PerPhone serves as personal contacts, containing names and phone numbers. The
PerPhone table is part of the GoldMine files.
Field
name
RECTYPE
USERID
STATUS
CONTACT
PHONE1
RECID
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8
8
100
1
15
The OpMgr table contains the data in the Opportunity and Project Managers. The OpMgr
table is part of the GoldMine files.
Field Name
OPID
RECTYPE
ACCOUNTNO
USERID
FLAGS
COMPANY
CONTACT
NAME
STATUS
CYCLE
STAGE
SOURCE
F1
F2
F3
STARTDATE
CLOSEDDATE
CLOSEBY
FORAMT
FORPROB
CLOSEAMT
NOTES
RECID
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Date
String
String
Memo
String
Type
Len
Description
String
String
String
String
String
String
1
8
2
30
16
15
Record type
User name
International or U. S. phone format
Contact name
Phone number
Record ID
Report32 holds the report definitions and settings appearing in the Reports Menu dialog
box.
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ResItems contains the resource(s) you created, such as equipment, facilities, and other
resources scheduled from the Resources' Master File. The ResItems table is part of the
GoldMine files.
Field Name
NAME
CODE
RESDESC
CUSTODIAN
NOTES
RECID
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Type
String
String
String
String
Memo
String
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Description
Name
Code
Description
Custodian
Notes
Record ID
Scripts holds telemarketing branching scripts.
SPFiles is the directory of the GoldMine Contact Set databases. The SPFiles table is part
of the GoldMine files.
Field Name
DIRNAM
DIRPTH
USERID
DIRCODE
DBPASSWORD
DRIVER
RECID
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Len
8
10
40
8
1
15
Type
String
String
String
String
String
String
String
Len
35
100
8
10
36
25
15
Description
Contact file description
Contact file path
Contact file user
Contact Set code
Database password
Database driver
Record ID
SysLog is a global table used by all databases and processes. It records errors occurring
when using the database tables. This table can be deleted if a user is running out of disk
space and the old tables are no longer needed for troubleshooting. The system creates a
new log.
Tracks holds the Automated Processes track definitions.
UserLog
Contact Tables
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Contact1 contains the main contact fields, such as name, company, address, and the
Key1 through Key5 tables. The Contact1 table is part of the Contact files.
Field Name
ACCOUNTNO
COMPANY
CONTACT
LASTNAME
DEPARTMENT
TITLE
SECR
PHONE1
PHONE2
PHONE3
FAX
58
Type
String
String
String
String
String
String
String
String
String
String
String
Len
20
40
40
15
35
35
20
25
25
25
25
Description
Account number
Company name
Contact name
Contact's last name
Department
Contact title
Secretary
Phone 1
Phone 2
Phone 3
Fax number
Administration
EXT1
EXT2
EXT3
String
String
String
6
6
6
EXT4
ADDRESS1
ADDRESS2
ADDRESS3
CITY
STATE
ZIP
COUNTRY
DEAR
SOURCE
KEY1
KEY2
KEY3
KEY4
KEY5
STATUS
String
String
String
String
String
String
String
String
String
String
String
String
String
String
String
String
6
40
40
40
30
20
10
20
20
20
20
20
20
20
20
3
Phone extension 1
Phone extension 2
Fax extension is EXT3 to maintain
compatibility with previous versions
Phone extension 3
Address 1
Address 2
Address 3
City
State
Zip code
Country
Dear (Salutation)
Lead source
Key 1
Key 2
Key 3
Key 4
Key 5
Internal status
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NOTES
MERGECODES
CREATEBY
CREATEON
CREATEAT
LASTUSER
LASTDATE
LASTTIME
RECID
Memo
String
String
Date
String
String
Date
String
String
20
8
8
8
8
8
6
15
Position 1 tracks the type of phone
number. If the first character is U,
the USA-style phone format is
used.
Position 2 tracks curtaining level
(0=None, 1=partial, 2=full, 3=semipartial)
Position 3 indicates a record alert if
the value is 1.
Notes
Merge codes for contact
Creation user
Creation date
Creation time
Last modified by
Last modified date
Last modified time
Record ID
Primary Fields Stored in the Contact1 Table
Field Name
Field Label
COMPANY
COMPANY
CONTACT
CONTACT
DEPT
DEPT
TITLE
TITLE
SOURCE
SOURCE
LAST
LAST
DEAR
DEAR
Indexed Field
Yes
Yes
No
No
No
Yes
No
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SECR
ADDRESS1
ADDRESS2
ADDRESS3
CITY
STATE
ZIP
COUNTRY
MERGECODES
PHONE1
EXT1
PHONE2
EXT2
PHONE3
EXT3
FAX
EXT4
KEY1
KEY2
KEY3
KEY4
KEY5
ASST
ADDRESS1
[not displayed]
[not displayed]
CITY
STATE
ZIP
COUNTRY
MERGECODES
PHONE1
EXT
PHONE2
EXT
PHONE3
EXT
FAX
EXT
CONTACT TYPE
INDUSTRY
INTEREST
ACCOUNT MNGR
OPEN
No
No
No
No
Yes
Yes
Yes
Yes
No
Yes
No
No
No
No
No
No
No
Yes
Yes
Yes
Yes
Yes
Note: The AccountNo and the RecId fields are also indexed fields.
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Contact2 contains additional fields associated with the Contact Record, primarily the
user-defined fields. The Contact2 table is part of the Contact files. The fields listed below
are added during installation. Add fields to this table beginning with U.
Field Name
ACCOUNTNO
CALLBACKON
CALLBACKAT
CALLBKFREQ
LASTCONTON
LASTCONTAT
LASTATMPON
LASTATMPAT
MEETDATEON
MEETTIMEAT
COMMENTS
PREVRESULT
NEXTACTION
ACTIONON
CLOSEDATE
USERDEF01
USERDEF02
USERDEF03
60
Type
String
Date
String
Smallint
Date
String
Date
String
Date
String
String
String
String
Date
Date
String
String
String
Len
20
8
8
3
8
8
8
8
8
8
65
65
65
8
8
10
10
10
Description
Account number
Call back date
Call back time (unused compatibility field)
Call back frequency
Last contact date
Last contact time
Last attempt date
Last attempt time
Meeting date
Meeting time
Comments
Previous results
Next action
Next action date
Expected close date
User-defined 1
User-defined 2
User-defined 3
Administration
USERDEF04
USERDEF05
USERDEF06
USERDEF07
USERDEF08
USERDEF09
USERDEF10
USERDEF11
USERDEF12
USERDEF13
USERDEF14
USERDEF15
USERDEF16
RECID
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String
String
String
String
String
String
String
String
String
String
String
String
String
String
10
10
10
10
10
10
10
10
10
10
10
10
10
15
User-defined 4
User-defined 5
User-defined 6
User-defined 7
User-defined 8
User-defined 9
User-defined 10
User-defined 11
User-defined 12
User-defined 13
User-defined 14
User-defined 15
User-defined 16
Record ID
ContSupp is the Supplementary Contact table, which contains a record for each
additional contact, referral, and detail record. The different record types are distinguished
by the contents of the RecType field. The different RecTypes may use each field for a
different purpose.
Field Name
ACCOUNTNO
RECTYPE
CONTACT
TITLE
CONTSUPREF
Type
String
String
String
String
String
Len
20
1
30
35
35
DEAR
PHONE
EXT
FAX
LINKACCT
NOTES
ADDRESS1
ADDRESS2
CITY
String
String
String
String
String
Memo
String
String
String
20
20
6
20
20
1
40
40
30
STATE
ZIP
COUNTRY
MERGECODES
STATUS
String
String
String
String
String
20
10
20
20
4
LINKEDDOC
LASTUSER
LASTDATE
LASTTIME
RECID
Memo
String
Date
String
String
10
8
8
5
15
Description
Account number
Record type
Contact name/Detail
Contact's title/Referral's account number
Reference/Detail header name and Detail
tab name/Detail field 1
Dear (salutation)
Phone
Phone extension/Detail field 5
Fax number
Linked account/Detail field 2
Notes/Detail header field labels
Additional contact address/Detail field 7
Additional contact address 2/Detail field 8
Additional contact city/Detail user, date,
and time
Additional contact state/Detail field 6
Additional contact zip/Detail field 4
Additional contact country/Detail field 3
Merge codes
First character is a flag, second
character=1 if note exists
Linked document
Last modified by
Last modified date
Last modified time
Record ID
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ContHist contains records of completed activities. The ContHist table is part of the
Contact files.
Field Name
USERID
ACCOUNTNO
SRECTYPE
RECTYPE
ONDATE
ONTIME
ACTVCODE
STATUS
Type
String
String
String
Sting
Date
String
String
String
Len
8
20
1
10
8
5
3
2
DURATION
UNITS
REF
NOTES
LINKRECID
LOPRECID
CREATEBY
CREATEON
CREATEAT
LASTUSER
LASTDATE
LASTTIME
RECID
String
String
String
Memo
String
String
String
Date
String
String
String
String
String
8
8
65
1
15
15
8
8
8
8
8
6
15
Description
User
Account number
First character of RecType
Record type
Action date
Action time
Activity code
First character is flag, second equals 1 if
notes exist.
Duration
Forecasted sale units
Reference
Notes
Linked record ID
Linked Opportunity Manager record
Creation user
Creation date
Creation time
Last modified by
Last modified date
Last modified time
Record ID
ContGrps contains the header defining each group and the members of the groups.
ContGrps table is part of the Contact files.
Header Records
Field Name
Type
Len
Description
USERID
String
15
Group user
CODE
String
8
Group code
ACCOUNTNO
String
20
Header information
Positions
1-8
15-20
REF
String
24
Group reference
RECID
String
15
Record ID/Group number
Type
String
Len
15
Description
Group number (from group header)
Member Records
Field Name
USERID
62
Value
"*M"
Total members in
group
Administration
CODE
ACCOUNTNO
REF
RECID
String
String
String
String
8
20
24
15
Member sort value
Linked contact account number
Member reference
Record ID
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ContUdef is a file specific to each database created within GoldMine. It stores name,
type, and length of user-defined fields for the database and drives the rebuilding process
by recreating the GoldMine database and working with the Fields5 table.
ƒ
ContTlog tables hold synchronization information for the contact set. Each contact
database has its own ContTlog table. When a change is made to a contact database file
(not calendar file), an entry is made in the Tlog tables with the field information and date
and time of the change. When synchronization occurs, the Tlog tables determine what
information transfers.
Note: The Tlog tables, for example, ContTlog and GMTlog, track (to the millisecond) the
date and time of every change to the database to provide greater reliability. The Tlog keeps
track of the field-level changes made to tables in the GoldMine database. Each Tlog record
consists of two time stamps. LogStamp contains the date and time the record was changed,
while SyncStamp contains the date and time the record was last synchronized.
Rectypes
Rectypes are codes identifying different types of records within the Cal, ContSupp, OpMgr, and
ContHist tables in the database.
Calendar Rectypes
Appointment
A
Phone call
C
To-do
D
Event
E
Literature Request
F
Form
L
Sent message
M
Other Action
O
Queued e-mail
Q
Forecasted Sale
S
ContSupp Rectypes
Additional contact
C
Automated Process
E
Linked document
L
Organizational structure
O
Detail
P
Extended Detail header
H
Referral
R
Next Action
T
OpMgr Rectypes
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O
OC
PC
PK
Opportunity
Influencer
Contact
Task
ContHist
The Rectypes in ContHist are created by combining letters and by placing the letters in
one of four positions.
1st
A
C
C
C
C
D
M
L
M
M
M
S
T
U
2nd
3rd
4th
C
I
M
O
G
I
O
U
R
P
B
Definition
Appointment
Call back
Incoming call
Return message
Outgoing call
To-Do
When message is scheduled (Phone,
GoldMine, or Internet message
Form (letter)
GoldMine e-mail message
Incoming Internet e-mail
Outgoing Internet e-mail
Completed sales
Next action
Unknown
Unsuccessful
RSVP
Private
Both RSVP and Private
Database Management
About Creating Databases
Use the Databases Wizard to create a database for new data or rehost an existing database to a
new database. You can create or rehost the Contact files and/or the GoldMine files.
The Contact files contain all the tables related to the Contact records; when you create a new
database, the database name is added to the Contact Set Databases dialog box. The GoldMine
files contain the shared tables such as Calendar, Filters, Mailbox. When you create a new
database of any of these files, GoldMine does not add the database name to the Contact Set
Databases dialog box.
Rehosting creates a new database, but copies or converts data from the old database to the new
one without affecting the original database. The rehosting process converts dBASE to Firebird or
SQL, letting an organization support multiple platforms.
Opening Databases
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Administration
GoldMine lets you have more than one Contact Set database. For example, departments within
your company may use different databases.
1. Select Tools>>Databases>>Open Database. The Contact Set Databases dialog box
appears.
2. Highlight the database to open and click Open. The new database opens with database
name in the lower left corner of the GoldMine status bar.
About Creating Databases
Use the Databases Wizard to create a database for new data or rehost an existing database to a
new database. You can create or rehost the Contact files and/or the GoldMine files.
The Contact files contain all the tables related to the Contact records; when you create a new
database, the database name is added to the Contact Set Databases dialog box. The GoldMine
files contain the shared tables such as Calendar, Filters, Mailbox. When you create a new
database of any of these files, GoldMine does not add the database name to the Contact Set
Databases dialog box.
Rehosting creates a new database, but copies or converts data from the old database to the new
one without affecting the original database. The rehosting process converts dBASE to Firebird or
SQL, letting an organization support multiple platforms.
Attaching Databases
Attach an existing database to make it available in GoldMine. Then tell GoldMine where the
database is located, who the owner is, and, if necessary, the SQL login information.
1. Select File>>Open Database. The Contact Set Databases dialog box appears.
2. Click Attach. The Contact Set Profile dialog box appears.
3. Update the fields as needed. See Defining Contact Set Profiles for a description of
each field.
4. Click OK.
Using the Databases Wizard
Use the Databases Wizard to create a new database or contact set. The new database can be
created as either a copy of the currently active database, or as an empty database containing
the same fields as the currently active database. You can also copy data from a dBASE
database.
Select Tools>>Databases>>New Database. The Welcome to the Databases Wizard
dialog box appears.
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GoldMine Premium Edition Administrator Guide
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Select the check boxes corresponding to the type of data you will create or copy.
Contact set tables: Select this option to create or rehost a new Contact Set.
Common GoldMine tables: Select to create or rehost the shared GoldMine files. Select
this option only if you are rehosting from dBASE to SQL or creating a complete copy of
the entire database.
Note: For this example, both contact set and common GoldMine tables are selected.
Click Next. The following dialog appears:
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Administration
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To create a new alias or database, click the Alias Manager button. The Database Alias
Manager dialog appears. After creating your new alias or database, the Databases
Wizard will reappear.
If you chose to create or copy contact set tables in the previous step of the Wizard,
select the database alias for the new contact set from the drop-down menu, then enter a
description for it in the text field below.
If you chose to create or copy common GoldMine tables in the previous step of the
Wizard, select the database alias for the new GoldMine tables from the drop-down menu.
Click Next. The following dialog appears:
ƒ
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ƒ
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Select the data source for your new database using the radio buttons
Create blank tables: (no data, except for a few system records): Select to create an
empty database. Click Next, or go to Select individual tables to rehost below to
individually select the tables for your new database.
Copy data from the currently active database: Select to copy records from the
currently active database into the new database. Click Next, or go to Select individual
tables to rehost below to individually select the tables for your new database.
Copy data from 6.x dBASE tables: Select to open a dialog for defining paths to
external dBASE data.
Advanced Settings:
ƒ Select individual tables to rehost: Select this check box to choose individual
tables to rehost in your new database. Click Next. The Rehost Selected Tables
dialog appears.
Once dBASE and Rehosting processes are completed, or if these optional steps are not
selected, the Database Access dialog appears
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GoldMine Premium Edition Administrator Guide
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From the Allow access to drop-down list, accept the default (public). This grants access
to all users and groups. To select a user or user group, select a name in the drop-down
list.
In the Contact set code text box, type a unique value (such as, GM7_P). GoldMine uses
this to associate synchronized data with the correct database, regardless of its local
name.
Example: An East Coast branch office and a West Coast branch office might have the
same Contact Set. Each branch office wants to synchronize data from their local Contact
Set with the other office. The East Coast office names the Contact Set "Industrial"; the West
Coast office names the same contact set "Manufacturing". As long as each office assigns
the same Contact set code value to the local copy of the database, the offices can
synchronize data.
ƒ
Clear the Allow database access only from this GoldMine installation check box.
Note: Selecting this check box allows only the currently active GoldMine system (as
determined by serial number) to log into the database. A GoldMine system with a different
serial number cannot log into the database.
Click Next. The Creating Database Files dialog box appears.
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Administration
Click Finish. The status dialog box appears. When complete, a message appears asking if
you want to open this new database now.
Click No.
Important: If you are creating a Firebird database and receive an error message (ODBC drivers
are not present), install the ODBC driver first, then copy the FBclient32.dll to the GoldMine
installation directory.
Copying Data from a dBASE Database
If, for example, you purchase a leads list and it is in a dBASE database, use the Databases
Wizard to copy the data into your GoldMine database.
1. Select Tools>>Databases>>New Database. The Welcome to the Databases Wizard
dialog box appears.
2. Type a description in the Please enter the description of the new file text box (such as,
Leads_05).
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GoldMine Premium Edition Administrator Guide
3.
4.
Select the Copy data from a dBASE database check box.
Click Next. The Create GoldMine Database dialog box appears.
5.
Browse to the:
ƒ
ƒ
ƒ
6.
7.
8.
70
Common Path: the location of the dBASE contact set files.
GoldDir Path: the location of dBASE calendar files.
SysDir: the location of dBASE system files.
Click Next. The Create GoldMine Database dialog box appears.
Click Alias Manager. The Database Alias Manager dialog box appears.
Click New Database. The Edit Alias dialog appears.
Administration
9.
Complete the form:
ƒ
ƒ
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In the Alias Name text box, type GM7_Leads.
From the Server Type drop-down list, select MSSQL (MSSQL and Firebird are
available).
In the Host text box, type the name of the computer hosting the database.
In the Database text box, type GM7_Leads.
In the Owner text box, type dbo (typical for MSSQL aliases).
In the Login text box, type the username for the database (such as, sa).
In the Password text box, clear the asterisks and type the password for the database
(such as, sa).
10.
Click New Database to register the alias. It notifies you if the alias was created
successfully.
11.
Click OK. The Database Connections Manager dialog box reappears.
12.
Click OK. The Create GoldMine Database dialog box reappears.
13.
Select the Create a new contact database check box to create a new Contact Set.
14.
From the drop-down list, select GM7_Leads, the alias just created.
15.
Accept the default Rehost individual tables.
16.
Click Next. The Rehost Selected Tables dialog box appears.
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GoldMine Premium Edition Administrator Guide
17.
Click Set All.
18.
Click Next. The Database Access dialog box appears.
19.
From the Allow access to drop-down list, accept the default (public). This grants access
to all users and groups.
20.
In the Contact set code text box, type a unique value (such as, GM7_L).
21.
Clear the Allow database access only from this GoldMine installation check box.
22.
Click Next. The Creating Database Files dialog box appears.
23.
Click Finish. The status dialog box appears. When complete, a message appears asking
if you want to open this new database now.
24.
Click No.
Creating SQL Databases
Creating a new SQL database is a three-stage process. Create the:
ƒ
ƒ
ƒ
SQL database shell
Alias
Database in GoldMine
Note: Follow the steps below to initiate the process, or use the Database Wizard. For detailed
information, see your Microsoft SQL documentation.
1. From the Windows Start menu, select Programs>>Microsoft SQL Server>>SQL
Server Manager Studio.
2. Expand the files under the Console Root to locate the correct server. Expand the server
to locate Databases.
3. Right-click Databases and select New Database. The Database Properties dialog box
appears.
4. In the Name text box, type the database name.
5. Click OK. The new database now appears in the database list.
6. Next, create an alias for the database in the Database Connections Manager.
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Administration
Cleaning Up DOS Notes
You can replace garbage characters—primarily rectangles—that appear when GoldMine displays
notes written in GoldMine for DOS.
Note: Working with this conversion does not affect the appearance of notes in GoldMine for DOS.
1. Select File>>Import and Export>>Clean up DOS Notes. The Clean up DOS GoldMine
Notes dialog box appears.
2. To start the conversion, click Go.
Using the Global Replace Wizard
The Global Replace Wizard helps you replace the value of a field in the Contact Record.
Important: Before beginning a global replace, back up the GoldMine databases.
If using a global replace to operate on a subset of data, first build that subset with a filter or group
you can then select during the process.
ƒ
ƒ
Users without Master Rights cannot replace the Owner or Status fields.
Apply global updates only to Contact1 and Contact2 fields.
1. Select Tools>>Global Replace Wizard. The Global Replace Wizard dialog box
appears.
2. Select one option:
ƒ Replace a Field with a value
ƒ Update a field using advanced options
ƒ Exchange the value of two fields
Globally Replacing Fields with a Value
Use the Replace a Field with a Value option in the Global Replace Wizard to change the value
of a field with another value.
1. Select Tools>>Data Management>>Global Replace. The Global Replace Wizard
appears.
2. Select Replace a Field with a Value, then click Next.
3. Select a Replace Field in the drop-down list. This specifies the field to be updated. The
data in this field will be replaced by the value specified in the With Value field. Select the
GoldMine fields in the drop-down list.
4. Type or select from the F2 Lookup list the With Value to insert in the selected field. This
Option specifies the replacement value that will be placed in the Replace Field. GoldMine
will replace the specified field in all contact records with the value in this field. For
example, if the Replace Field is City, and the With Value entry is Long Beach, GoldMine
will replace all City entries with Long Beach.
5. Click Next.
6. Check the fields and replacement values before initiating the process:
ƒ Expand partial contact records: Expands partial contact records in the
database into complete records if the field to be replaced is contained in the
Contact2.dbf file. If the field is contained in Contact2.dbf, this option is selected
by default. If you clear the Expand partial contact records option, partial records
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GoldMine Premium Edition Administrator Guide
are not expanded, and field values in these records are not updated. However,
when additional entries require more space, GoldMine converts a partial record
to a complete record. Clearing Expand partial contact records prevents GoldMine
from automatically converting partial records during a global replacement.
ƒ
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Update linked fields (based on lookup.ini): Changes values in linked fields according
to the instructions in the [AutoUpdate] section of the Lookup.ini file. This option is
available only if one or more selected fields include fields listed in Lookup.ini.
Log updates in history: Records global changes to fields in the following System Logs:
Process Monitor Logs: Displays the date, time, user, and number of records affected by
the global replacement
Contact Files Logs: Displays the date, time, user, field name, and the value inserted by
the global replacement
Note: This option appears only if you selected Log updates in history for each field from
the Field Label dialog box which you can access by pressing CTRL and double-clicking
the field label.
7.
You can globally replace more than one field at a time. To add another field and
replacement value, click Back, .
Note: If you have more than one replacement entry, Remove becomes active. You can
delete any entry other than a single entry.
8.
Click Remove to delete the highlighted global replacement entry.
9.
Click Next. The Global Replace Wizard displays a list of available filters and groups to
apply to limit the records updated by the global replacement. The filter or group does not have to
be activated prior to selection.
10.
Select the filter or group to apply in the drop-down list, then click Next. The final Global
Replace dialog box appears.
11.
Click Finish.
Merging, Purging, and Deleting Records
About Merging and Purging
Users may accidentally create duplicate contact records in GoldMine that, over time, may be too
great for manual deletion. GoldMine provides several methods for consolidating information and
deleting duplicate records:
ƒ
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Merge/Purge Wizard: Simplifies the replacement process by guiding you through the
entire procedure.
Merge Visible Records: Updates the contact record with input focus by merging
information in two contact records displayed in GoldMine’s work area.
Merge Tagged Records: Creates one contact record by merging information from all
tagged records.
Caution: Merging and purging permanently changes the database. We recommend backing up
the database first.
Using the Merge/Purge Wizard
74
Administration
Use the Merge/Purge Wizard to select records based on a predefined profile or define your own
criteria. Set up a custom merge/purge profile by defining:
ƒ
ƒ
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Contact record fields: Select as many as you want GoldMine to use during the
evaluation process to match records.
Method: Select a criterion for each record match which can be case sensitive, case
insensitive, Soundex, or first n characters.
Weight: Select and assign a numeric weight to each criterion. When a record is
evaluated, each match with a criterion accrues the assigned weight value. If the total
weight earned by matches between two records and the specified criteria equal or
exceed the qualifying weight value, GoldMine selects the records as duplicates.
You can also select the method for disposing of duplicate records. Merge data from two duplicate
records to create one updated record, or delete one of the duplicates according to a condition
such as deleting the older record. Specify GoldMine process the merge/purge automatically, or
display duplicate records for viewing or manual deletion.
Caution: Merging and purging permanently changes the database. We recommend you back it
up before performing a merge/purge.
Note: We highly recommend selecting Prompt me before merging records and Dry run: Only
show duplicates—do not merge nor purge before actually performing a purge.
1. Select Tools>>Data Management>>Merge/Purge Records. The GoldMine
Merge/Purge Wizard appears.
2. Select one procedure:
ƒ Merge/Purge using a predefined profile: Displays the Select a Merge/Purge
Profile dialog box containing a list of previously defined merge/purge profiles.
Highlight the profile to use to search for duplicate records.
ƒ Merge/Purge using new criteria: Set up weighted criteria for the current
merge/purge. The settings can be used one time only or saved as a merge/purge
profile for future use.
3.
Click Next.
4.
If you selected Merge/Purge using a predefined profile, select the profile from the
Select a Merge/Purge Profile dialog box. You can also delete a previously defined profile by
selecting Delete Profile. After selecting a profile, click Next. The Select a Filter/Group dialog
box appears.
5.
If you select Merge/Purge using new criteria, the Select a Filter/Group dialog box
appears.
Selecting the Merge and Purge Methods
The Merge Method and Purge Method dialog boxes contain settings that determine how
GoldMine treats records selected as duplicates.
1. The Merge Method dialog box appears after selecting merge/purge criteria.
2. Select one merge method:
ƒ Keep the record that was Created First: Selects the Contact Record saved
first. The date is determined by the entry logged in the Creation field of the
Summary tab.
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GoldMine Premium Edition Administrator Guide
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Keep the record that was Last Updated: Selects the Contact Record changed
last. The date is determined by the entry logged in the Last Update field of the
Summary tab.
Create Linked Additional Contacts in each record: GoldMine keeps both
records and creates additional contacts in the Contacts tab of the duplicate
records. For example, if GoldMine determines Jon Smith and John Smyth are
duplicate contacts, Jon Smith is added as an additional contact in the John
Smyth contact record. John Smyth is added as an additional contact in the Jon
Smith contact record.
Note: Selecting Create Linked Additional Contacts does not prompt you for a purge
method, but displays the Save the Merge/Purge Profile dialog box.
3.
Select one:
ƒ Create Additional Contact of non-surviving record: The primary contact of
the deleted duplicate record is stored as an additional contact in the surviving
contact record. GoldMine stores the new additional contact in the Contacts tab of
the surviving Contact Record.
ƒ Prompt me before merging records: Check this box for GoldMine to display
duplicate records and offer options so the user can make individual decisions on
each set of duplicate records.
ƒ Dry run: Only show duplicates—do not merge nor purge: Check this box for
GoldMine to display duplicate records without any options to select records for
purging. At the end of the process, duplicate records remain in the contact
database.
Note: If you select Dry run, GoldMine does not prompt you for a purge method, but
displays the Save the Merge/Purge Profile dialog box.
IMPORTANT: We highly recommend selecting Prompt me before merge records and Dry
run: Only show duplicates—do not merge or purge before actually performing a purge.
4.
After selecting a merge/purge option, click Next. Unless creating linked additional
contacts or performing a dry run, the Purge Method dialog box appears.
5.
Select one option:
ƒ Delete the duplicate record: GoldMine automatically deletes records meeting
the qualifying weight specified in the merge/purge profile.
ƒ Update a field with a value to indicate record deletion: Changes the specified
field with a specified value—selecting this option does not purge duplicate
records.
Tip: Selecting Update a field with a value to indicate record deletion is the safest way
to merge/purge records. This option performs the merge based on your criteria and then
marks the non-surviving record but leaves it in your database. Review the records and
delete based on the value with which the specified field is updated.
6.
Click Next. The Purge Method: Update Field Settings dialog box appears:
ƒ Update Field: Select the field in the drop-down list.
ƒ Value: Type the value you are updating the field with to indicate deletion. If any
record had an entry in the specified field, this data overwrites the existing value.
7.
Select Merge Calendar, History, and ContSupp records to move this data to the
surviving Contact Record from the purged record. This option moves data from these records:
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8.
Calendar
History
Additional contact
Referral
Detail
Click Next. The Save the Merge/Purge Profile dialog box appears.
Merging Visible Contacts
You can merge two or more visible contact records. The active Contact Record is updated with
information from the other record. The non-active contact is deleted.
1. Select Window>>New Contact Window. A second contact window opens.
2. Display the second record you are merging. Make the record you are keeping in the
database the active Contact Record.
3. Select Tools>>Data Management>>Merge/Purge Records>>Merge Visible Records.
The Merge/Purge Visible Contact Records dialog box appears.
4. The dialog box reminds you that the active Contact Record will survive. Information from
the other records will be consolidated on the surviving record, and the other records will
be deleted.
5. Click Yes.
Merging Tagged Records
You can consolidate information from all tagged contact records into one contact record.
IMPORTANT: GoldMine updates the first tagged contact record and deletes all other tagged
contact records.
1. Tag the records to merge.
2. Select Tools>>Merge/Purge Records>>Merge Tagged Records. The Merge/Purge
Tagged Contact Records dialog box appears.
3. The dialog box reminds you that the first record tagged will be the surviving record with
data from the other records consolidated on that one record. Once consolidated, the
other records are deleted.
4. Click Yes.
Using the Delete Wizard
To update your contact database by deleting some or all Calendar records, history records,
and/or Contact Records, use GoldMine’s Delete Wizard to reduce the possibility of an
unintentional deletion.
Note: Only users with Master Rights can access the Delete Wizard.
1. Select Tools>>Data Management>>Delete Records. The Delete Wizard appears.
2. Select one delete option:
ƒ Delete old history records: Purges old history data from the contact database.
Delete all history records from the contact database, or activate a filter or group,
then use this option to delete history records from the subset of records.
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Note: Removing old history records periodically can significantly reduce the amount of
disk space used by contact sets.
Delete ALL (filtered) contact records: Deletes a subset of records from the
contact database based on a filter or group.
2. Click Next. If you selected Delete old history records or Delete ALL, the select
filter/group dialog box appears.
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About Territory Realignment
Use GoldMine to reassign large groups of contacts and scheduled activities from one user to
another. Use the Territory Realignment Wizard to manage dynamic sales territories, assign
existing contacts to a new sales representative based on user-defined criteria, or change the
contact base for a sales representative reassigned to a different territory. Then select settings for
synchronization, updating the databases of sales representatives working in the field.
Use the Territory Realignment Wizard to:
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Assign a set of existing contacts to users based on a filter or group
Reassign activities from one user to another user
Globally update fields relevant to a territory realignment
Set up synchronization to update the databases of remote users affected by the
realignment
Important: We strongly recommend you back up data before performing territory realignment.
Note: To reassign contacts and scheduled activities, build a filter or group containing the contacts
associated with the sales territory to be realigned. If no filter or group exists, create one now.
By default, GoldMine tracks and stores the filtered records included in the last synchronization
session’s transfer set for a remote site based on the Territory Realignment. By performing this
filter qualification process, GoldMine automatically includes records with changes affecting
Territory Realignment in the current synchronization session. This ensures the remote sites
update on the next synchronization.
Using Copy/Move Records
Move a single record or a group of contact records to another database. The Copy/Move options
within GoldMine let you do this while maintaining synchronization integrity. Copy/Move is a
synchronization process. To copy or move only some of the records, build the appropriate filter or
group first.
Important: Back up your database before moving data.
For example, move contacts into an archive database, or copy records from a leads database to
a customer database once the lead becomes a customer.
1. Select Tools>>Data Management>>Copy/Move Records. The Copy/Move Records
Between Contact Sets dialog box appears.
2. From the Select Target Contact Set drop-down list, select the destination database. The
records copy or move from the open database.
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3. In the Record Selection area, select either:
ƒ Current Record: Copies or moves the active contact record.
ƒ Group of Contact Records: Copies or moves all records in the filter or group
selected from the drop-down list.
4.
In the Transfer Method area, select either:
ƒ Copy Records: Creates a duplicate of the records in the target contact set. The
duplicate records have the same account numbers as the original records, and
all associated notes, history, additional contacts, detail, and referral records also
copy.
ƒ Move Records: Moves records from the current Contact Set to the target file.
Records delete from the original file.
Tip: We recommend using the copy feature only. Copy and verify the data in the new
contact set, and delete the data in the originating data set.
5.
If you selected Move Records, select Sync Deletions to mark moved records as deleted.
Selecting this option marks the Tlogs for the records as deleted and GoldMine does not recognize
attempts by another GoldMine system to resynchronize the records.
6.
Click Details to read a description of the Sync Deletions option.
7.
Click Go. The Copy/Move begins. The Process Monitor displays progress in the
process.
Database Maintenance
About Maintaining Databases
GoldMine includes a database Maintenance Wizard that generates indexes, rebuilds and packs
the data, and sorts and verifies the database. Indexing ensures data integrity and quick access to
the data in indexed fields. Rebuilding and packing creates fresh data files and builds tables, and
then repacks the database, minus the deleted records. Sorting the database orders database files
by the most-used indexes. Verifying data ensures it is readable, that the fields in the
synchronization records are populated and readable, and that unique fields are not duplicated.
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Indexing Databases
Rebuilding and Packing Databases
Sorting and Verifying Databases
Important: Only the GoldMine administrator should use the maintenance features. If not used
correctly, these operations can cause data loss.
Warning: Before maintaining the database, always do a full backup of your database. This
guarantees you can restore the database if something interrupts the process. For example, a
power outage or network failure during the process could cause data loss.
Only one user should be logged into the GoldMine system during maintenance operations. Before
the maintenance begins, GoldMine ensures no other user is accessing that data. Once the
operation is in progress, GoldMine prevents other users from accessing the system by renaming
the License.bin to License.bix. When maintenance is completed, the license renames back to
License.bin.
To monitor what database maintenance has been initiated, view the Maintenance Logs.
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Backing Up Databases
If you encounter a problem while working in GoldMine that causes data loss or data corruption,
the problem may be internal or external to your system. Ensure data availability in the event of
data loss or corruption using a regular program of data backup.
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Backing Up SQL Databases
Backing Up Firebird Databases
To maintain an optimal backup system, make a separate backup on each day for a 2-week cycle.
That is, your backup system should include 10 to 14 individual backups. Two weeks of backups
are recommended because data corruption may not be discovered for several days. Only 1 or 2
backups may contain corrupted data. Use tape or diskettes as a backup medium.
For added security and recovery, keep a backup in secure offsite location (a bank deposit).
Ensure you periodically update the backup.
Note: Maintain regular backups of GoldMine contact data, setup data, and program files. To back
up contact data in GoldMine on an MSSQL database, use a utility designed to back up SQL data.
Indexing Databases
Whether you are using Firebird or SQL, indexes may become lost or corrupt.
Note on Preventing Corrupt Indexes
1. Select Tools>>Databases>>Maintain Databases. The Welcome to the GoldMine
Maintenance Wizard dialog box appears.
Note: Depending on the size of your database, indexing the entire database can be timeconsuming. Select All Database Files if you are indexing the entire database. To index a
particular table, select Individual Files.
2.
Select:
ƒ Current Contact Set Files: Indexes only the contact files/tables in the currently
open contact database. If you select Current Contact Set Files, the Rebuild, Sort
and Verify Database Files dialog box appears.
ƒ Individual Files: Specifies which files/tables in the GoldMine directory and in the
open database that GoldMine indexes. If you select Individual Files, the Maintain
Selected Tables dialog box appears.
ƒ All Database Files: Indexes and rebuilds contact files/tables in the open contact
database, and those contained in the GoldMine system directory. If you select All
Database Files, the Maintain All Database Files dialog box appears.
Note: Select Automatic Maintenance to configure GoldMine to automatically perform
indexing and rebuilding. The Automatic Maintenance dialog box appears.
3.
4.
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Click Next.
Based on previous selection:
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If Individual Files, from the Maintain Selected Tables dialog box, select the table or
tables to be indexed. Click Next.
If All Database Files, from the Maintain All Database Files dialog box, select Files in
GoldMine Directory and Current Contact Set Files. Select All Contact Set Files to
index other contact databases. Click Next.
5.
The Rebuild, Sort and Verify Database Files dialog box appears. To perform a simple
indexing, do not select the options. Click Next.
6.
From the GoldMine Maintenance Wizard dialog box, select Force all users to exit
GoldMine within x minutes. Set the number of minutes. A message is sent to the currently
logged in users telling them the GoldMine Administrator is performing maintenance, to complete
their work, and close GoldMine.
7.
Click Finish. GoldMine deletes the current indexes for the selected table or tables, and
creates new ones.
Restoring SQL Databases
To use the SQL restore utility, find the SQL Server Enterprise Manager and right-click the
database name. Select All Tasks>>Restore Database. The SQL Server Restore dialog box
appears. Select the backup file to restore and click OK. The Restore Progress window shows
the restoration process status.
Sorting and Verifying Databases
Sort reorders records in the tables based on the most-used indexes. Verify checks data for
readability. It checks to see if all fields in the synchronization records of the database files are
populated and for any duplication of unique fields.
Important: Always back up your database before maintaining GoldMine.
1. Select Tools>>Databases>>Maintain Databases. The Welcome to the GoldMine
Maintenance Wizard dialog box appears.
2. Select:
ƒ Current Contact Set Files: Includes currently open contact files. Does not
include GoldMine files, such as Calendar, Lookup, or Mailbox.
ƒ Individual Files: Lets you select individual tables from both the currently open
contact files and the GoldMine files.
ƒ All Database Files: Lets you select GoldMine files, current Contact Set, or all
contact sets.
ƒ Automatic Maintenance: Lets you configure automatic maintenance options
(regular maintenance without user intervention).
3.
Click Next. The dialog box that appears varies based on previous selection (each box
eventually opens the Rebuild, Sort and Verify Database Files dialog box).
4.
Select Rebuild and Pack the database files. If using GoldMine with a SQL database, a
warning message appears reminding you SQL tables do not need rebuilt.
5.
If appropriate, select Sort the database files
6.
If appropriate, select Verify the data and synchronization information.
7.
Click Next.
8.
From the GoldMine Maintenance Wizard dialog box, select Force all users to exit
GoldMine within x minutes. Set the number of minutes. A message is sent to the currently
logged in users telling them the GoldMine Administrator is performing maintenance, to complete
their work, and close GoldMine.
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9.
Click Finish.
Using the GoldMine Maintenance Wizard
Configure these maintenance options:
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Indexing: Ensures data integrity and quick access to the data in indexed fields.
Rebuilding and Packing: Creates fresh data files and builds tables, then repacks the
database minus deleted records.
Sorting and Verifying: Sort reorders records in the tables based on the most-used
indexes. Verify checks data for readability. It checks to see if all fields in the
synchronization records of the database files are populated and for any duplication of
unique fields.
Important: Always back up your database before maintaining GoldMine.
1. Select Tools>>Databases>>Maintain Databases. The Welcome to the GoldMine
Maintenance Wizard dialog box appears.
2. Select:
ƒ Current Contact Set Files: Includes currently open contact files. Does not
include GoldMine files, such as Calendar, Lookup, or Mailbox.
ƒ Individual Files: Lets you select individual tables from open contact files and
GoldMine files.
ƒ All Database Files: Lets you select GoldMine files, current Contact Set, or all
contact sets.
ƒ Automatic Maintenance: Lets you configure automatic maintenance options
(regular maintenance without user intervention).
3.
Click Next. The dialog box that appears varies based on previous selection (each box
eventually opens the Rebuild, Sort and Verify Database Files dialog box).
Setting Up Automatic Maintenance
Configure GoldMine to automatically maintain the database based on specified criteria.
1. Select Tools>>Databases>>Maintain Databases. The Welcome to the GoldMine
Maintenance Wizard dialog box appears.
2. Select Automatic Maintenance.
3. Click Next. The Automatic Maintenance dialog box appears.
4. Select the Logged User (designates the user with Master Rights responsible).
Note: The Logged User must be logged into GoldMine at the specified start time and day
for the automatic maintenance to run.
4.
Type or select the Start Time. Click the right arrow to access the F2 graphical clock.
Note: Because GoldMine forces all network users to log out of GoldMine during indexing
and rebuilding, index after regular business hours.
5.
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In the Maintain Files box, select a file to maintain.
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Note: Maintain Calendar File and Sync Log Files often (rebuild and pack weekly).
6.
7.
Select the Frequency.
Select:
ƒ Pack, rebuild and index: Indexes, rebuilds, and packs the selected files.
ƒ Index only: Only indexes the selected files. Available only for the GoldMine
Files, Current Contact Set, All Contact Sets, and System Logs.
8.
9.
Select Save.
View the Maintenance Logs to verify the process has run successfully.
Important: If you maintain a SQL database with the Wizard, you must reset table permissions.
Be aware you may lose data in the Contact2 table if you have more than 233 user-defined fields.
Viewing System Logs
GoldMine records system activity for a variety of operations in System Logs. To view a system
log, select Go To>>Logs>>GoldMine Logs. The left pane displays the log types and the right
pane displays the details. To see details, expand the log type until you locate the day to view.
Select the day; details appear in the right pane.
The System Logs window displays these log types:
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Process Monitor Logs: Activities recorded in the GoldMine Process Monitor.
Maintenance Logs: Dates and outcomes of database maintenance procedures.
Users' Login Logs: Users' login activity.
Sync Wizard Logs: Dates and details for GoldMine synchronization.
GoldSync Logs: Details about GoldSync synchronization.
Contact Files Logs: Changes made to the Contact Set files.
GoldMine Files Logs: Changes made to GoldMine files.
Error Logs: Details of errors.
Use the logs for troubleshooting. To prevent performance problems, periodically purge the logs.
Importing and Exporting Data
About Importing Data
GoldMine provides several ways to import data. Use the GoldMine Import Wizard to import data
from other applications into GoldMine using predefined profiles or by creating your own profiles
using the wizard. A predefined utility is included for importing from ACT!.
Import data into GoldMine from these database sources:
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DBF file
ASCII file
SDF file
SQL file
GoldMine also provides a wizard for importing data from an XML file.
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About Exporting Data
The exporting process copies data into a formatted file the receiving application understands. The
Export Wizard provides simplifies the task. Using the Export Wizard, create a data file from
GoldMine records according to criteria in a predefined profile, or define your own profile.
GoldMine can export from the current database in three formats:
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DBF file
ASCII (TXT) file
SDF (fixed length) file
Also export data to an XML file.
Considerations for Importing and Exporting Data
When importing and exporting data:
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Only fields in the Contact1 and Contact2 tables and the primary e-mail and Web site
Details are available for standard import or export. The XML import and export lets you
import or export the full database.
Merge information and check for duplicates while importing.
Save import and export profiles to facilitate the process. A profile is predefined field
mappings and specifics of data file locations.
GoldMine supports the importing and exporting of calendar, history, and supplemental
contact information when using the predefined ACT! import profile or XML.
When importing or exporting, all fields are referenced by their GoldMine field names, which may
differ from their label name. Once created, the field name never changes, though the label may
be changed by the user.
For example, the field Key1 located in the Contact1 table is commonly labeled Contact Type. This
means the field would be listed as Key1 and not as Contact Type in the lists of GoldMine fields in
the import and export wizards. This is important because you may not recognize the field name
as the field you wish to use.
Note: If your import requirements include calendar, supplemental contact information, or history
records, use third-party utilities to import. Several products designed to work with GoldMine are
GoldBox Utilities, Inaport, CRMSwitch, and Beyond Gold. As third-party products, they are not
supported by FrontRange Solutions technical support.
Data Preparation
Before importing, establish the source file and destination file components. Do not start the
importing procedure until you create necessary fields in GoldMine.
Taking the source file, create a list of all of the field names and lengths, then manually match the
GoldMine field and its length. If the fields do not exist or are not long enough, make structural
changes to the fields before proceeding. The data should be in ASCII, SDF, SQL, or DBF format
for importing.
Caution: Failure to save the file correctly could result in loss of data.
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Using the Import Wizard
1. Select File>>Import and Export>>>>Import Contact Records. The Welcome to
GoldMine's Import Wizard dialog box appears.
2. Select one option:
ƒ Import a new file: Incoming data formats according to the profile you define in
the Import Wizard. You can save the profile for future use.
ƒ Import a new file using an existing profile: If importing:
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DBF, ASCII, or SDF, select a profile you created on the Select File to Import dialog box.
DBF, select an ACT profile or one you created.
ASCII or SDF, select a profile you created.
from SQL, the Select SQL Table to Import dialog box appears.
3.
Select one option for the file type to import.
ƒ DBF file: Incoming data is in dBASE file format. Fields in a dBASE file are
referred to by field name, for example, the Company field might be referred to as
COMPANY, and the Contact field might be referred to as CONTACT.
ƒ ASCII file: Incoming data is in delimited text file format. A delimited text file
formats data with field delimiters, field separators, and record separators. In the
delimited ASCII format, fields are referred to by their position in the record.
ƒ SDF file: Incoming data is in a text file with fixed-length record format which is
commonly used by mainframe computers. Fields in the SDF format are referred
to by starting and ending character positions.
ƒ SQL file: Incoming data is from an SQL table.
4.
Click Next. The dialog box that appears depends on the options you selected:
ƒ Import an new file from DBF, ASCII, or SDF, the Import a New File dialog box
appears.
ƒ Import a new file from SQL, the Import a New SQL Table dialog box appears.
ƒ Import a new file using an existing profile from DBF, ASCII, or SDF, the
Select File to Import dialog box appears.
ƒ Import a new file using an existing profile from SQL, the Select SQL Table to
Import dialog box appears.
Using the Export Wizard
1. Select File>>Import and Export>>>>Export Contact Records. The Welcome to the
GoldMine Export Wizard dialog box appears.
2. Select one export option:
ƒ Export to a new file: GoldMine exports the data according to the settings
defined in the Export Wizard. You can save the new settings for future use.
ƒ Export to a new file using an existing profile: Displays the Select Export
Profile dialog box where you select a predefined profile GoldMine will use to
format the data for export.
3.
Select the file type to exporting into:
ƒ DBF file: Specifies data will export in the dBASE file format. Fields in a dBASE
file are referred to by field name; for example, the Company field is called
COMPANY, and the Contact field is called CONTACT.
ƒ ASCII (TXT) file: Specifies data will export in the delimited text file format. A
delimited text file formats data with field delimiters, field separators, and record
separators. In the delimited ASCII format, fields are referred to by their position in
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4.
the record. For example, company name is field 1, contact name is field 2, and
so on.
SDF (fixed length) file: Specifies data will export to a text file with fixed-length
record format which is commonly used by mainframe computers. Fields in the
SDF format are referred to by starting and ending character positions.
Click Next. If you selected:
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Export to a new file, the Select Filter/Group dialog box appears.
ƒ Export to a new file using an existing profile, the Select Export Profile dialog
box appears.
Importing and Exporting XML Files
About Importing and Exporting XML
Import and export GoldMine contact data to or from an Extensible Markup Language (XML)
format. XML is a meta language used to facilitate the easy exchange of data between systems
using different applications. Importing or exporting your GoldMine data as an XML file helps you
share information with different applications, such as contact management systems, that support
XML.
Like HTML, XML uses tags (words bracketed by < and >) and attributes (name = "value").
However, XML provides more flexibility when interpreting the tags and values. For example,
HTML specifically defines the meaning of each tag and attribute as well as the appearance of the
tagged text when displayed in a browser; XML uses tags only as data delimiters, leaving the
interpretation to the receiving application.
Note: When exchanging data with other GoldMine systems, be sure to synchronize with
GoldMine instead of sharing exported data. Synchronization provides features unavailable when
you export data as an XML file, including cutoff dates to limit the date range of data and the
capability to exchange updates to additional contact data and calendar data.
Use the GoldMine XML Import Wizard to import data from an XML file. The wizard takes you
through the process and lets you save the settings in a profile to reuse.
Use the GoldMine XML Export Wizard to export your contact data as an XML file. The wizard
guides you through the procedure. All the data you export is placed in one file that the recipient
can import and use as a"key" to map the imported data into the recipient’s database.
Exporting to XML
Export GoldMine contact data to Extensible Markup Language (XML) format. XML is a meta
language is used to facilitate the exchange of data between systems using different applications.
Exporting your GoldMine data as a .xml file helps you share information with recipients using a
different contact management application supporting XML. Data exported is placed in one file the
recipient can import and use as a "key" to map the imported data into the recipient’s database.
(View part of a sample XML export)
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Note: When exchanging data with other GoldMine users, synchronize with GoldMine instead of
sharing exported data. Synchronization provides features unavailable when you export data as an
XML file, including cutoff dates to limit the date range of data as well as the capability to
exchange updates to additional contact data and calendar data.
1. Select File>>Import and Export>>>>Export GoldMine Data to an XML File. The
GoldMine XML Export Wizard appears.
ƒ Export to a new XML file: Displays the Select GoldMine Data for Export
dialog box. GoldMine exports the data according to a profile created as you
define settings in the GoldMine XML Export Wizard. You can save the new
profile for future use.
ƒ Export to a new XML file using an existing profile: Displays the Select
Profile dialog box to select a predefined profile GoldMine will use to format the
data for export.
2.
Make a selection and click Next to advance to the Select GoldMine Data for Export
dialog box (new .xml file) or Select Profile dialog box (select an existing profile).
Importing XML
GoldMine can import contact data and user activities from an XML file. The GoldMine XML
schema dictates how data is arranged within the XML file in order for GoldMine to recognize
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contacts, calendar activities, and other data when importing into GoldMine. The XML file you
importing into GoldMine must conform to the GoldMine XML schema for the field mapping to
work. You can use XSL Transformations (XSLT) to transform XML source documents to
GoldMine-compliant XML documents.
Note: For more about XSLT, see www.w3.org/TR/xslt
Create an XML transformation sheet converting the XML file to match the GoldMine schema.
Then import the data into GoldMine.
Example: Your XML source schema has the contact’s first name in one field and the last name in
another field. Because the GoldMine schema requires the first and last names to be in the same
field, you must create a transformation sheet merging the two fields in your source XML file. Once
your source file matches the GoldMine schema, you can import the XML data into GoldMine.
Tips:
To view the GoldMine schema, export your GoldMine data to an XML file and include the
schema. Open the file in Internet Explorer and view the schema.
To create a transformation sheet and transform the data, use Notepad or an XML transformation
utility.
Example of the first few lines of a GoldMine schema:
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1. Select File>>Import and Export>>>>Import GoldMine Data from an XML File. The
GoldMine XML Import Wizard appears.
2. Select one option in the GoldMine XML Import Wizard:
ƒ Import a new file: Displays the Import a New File dialog box. GoldMine imports
the data according to a profile created as you define settings in the GoldMine
XML Import Wizard.
ƒ Import a new file using an existing profile: Displays the Select File to Import
dialog box to select a predefined profile GoldMine will use to format the data you
import from.
3.
Click Next to advance to the Import a New File dialog box or the Select File to Import
dialog box.
Importing from Other Applications
Importing Data from ACT!
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GoldMine offers an import wizard to help convert ACT! data to GoldMine. Select an import
method based on the ACT! version you are importing from.
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If importing from ACT! 6.x , select File>>Import and Export>>Convert from ACT! 6.0.
The Welcome to the ACT! Import Wizard! appears.
If importing from ACT! 2000 or ACT! 4 and lower, select File>>Import and
Export>>Import Contact Records. The Welcome to GoldMine's Import Wizard
appears.
Using the Outlook Conversion Wizard
The Outlook Conversion Wizard provides an easy way to convert your Outlook files (Contacts,
Calendar, Tasks, and E-mail folders) to GoldMine. This is useful when moving information from
Outlook to GoldMine as your business contact management system. The conversion wizard is an
import feature and is not to be used in lieu of Outlook synchronization.
Note: Outlook contact and calendar notes with rich text formatting and embedded URLs import
into GoldMine as plain text.
1. Select File>>Import and Export>>>>Convert from Outlook. The Outlook Conversion
Wizard dialog box appears.
2. Click Next. The Import Options dialog box appears.
ƒ Apply GoldMine's Formatting to phone numbers being imported: Converts
the Outlook format—commonly (719) 555-5555) to GoldMine—commonly
(719)555-5555.
ƒ Select the username...: Select the user in the drop-down list who will become
the owner of the records and who the calendar and history activities will be
assigned to.
ƒ Select one duplicate checking option:
ƒ Do not import duplicate records: Does not import any records where the
company, contact, and phone fields in Outlook match a GoldMine record.
ƒ Import all record to GoldMine: Imports all selected records into GoldMine
without checking for duplicate records.
4.
Click Next. The Contact Folder(s) dialog box appears.
ƒ To select Contact folders to import, click Add. The Select Folder dialog box
appears. Select a contact folder to import and click OK. Repeat the process for
each contact folder to import.
ƒ Click Remove to delete a highlighted folder on the Contact Folder(s) dialog box.
ƒ If not importing any contact folders, click Next without adding folders to the
Folder list.
5.
Click Next. The Calendar Folder(s) dialog box appears.
ƒ To select Calendar folders to import, click Add. The Select Folder dialog box
appears. Select a calendar folder to import and click OK. Repeat the process for
each calendar folder to import.
ƒ Click Remove to delete a highlighted folder on the Calendar Folder(s) dialog box.
ƒ If not importing any calendar folders, click Next without adding folders to the
Folder list.
6.
Click Next. The Calendar Options dialog box appears.
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To set the date range of calendar records you are importing, select number of days,
months, years before today for the Starting date, and the number of day, month, or year
before today for Ending date.
7.
Click Next. The Task Folder(s) dialog box appears.
ƒ To select Task folders to import, click Add. The Select Folder dialog box
appears. Select a task folder to import and click OK. Repeat the process for each
task folder to import.
ƒ Click Remove to delete a highlighted folder on the Task Folder(s) dialog box.
ƒ If not importing any task folders, click Next without adding folders to the Folder
list.
8.
Click Next. The E-mail Folder(s) dialog box appears.
ƒ To select E-mail folders to import, click Add. The Select Folder dialog box
appears. Select an e-mail folder to import and click OK. Repeat the process for
each e-mail folder to import.
Note: Imported e-mail folders and Inbox messages are categorized and filed in the Email Center in a separate Outlook Import folder.
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9.
10.
11.
Click Remove to delete a highlighted folder on the E-mail Folder(s) dialog box.
If not importing any e-mail folders, click Next without adding folders to the Folder
list.
Click Next. The Ready to Import dialog box appears.
Click Back to change any settings.
Click Finish.
Exporting to GoldMine From Microsoft Excel
Once GoldMine Plus for Microsoft Office is installed, data can be exported from Microsoft
Excel to your GoldMine database using new menu options in Excel.
GoldMine Plus for Office adds an export feature to the GoldMine menu in Excel. Use this menu
option to map Excel columns to GoldMine fields and initiate the export process.
Important! Backup your database before beginning.
Note: Before proceeding with the export, verify that phone numbers are formatted consistently
and make changes as needed. The format of the phone numbers in your Excel spreadsheet must
be the same for the Excel ODBC to interpret the numbers correctly. If formats are inconsistent,
the ODBC driver interprets all the values in the column as null and you lose phone number data
during the export process. For example, you cannot have one phone number that is 1235557894
and another that is 777-555-1236. Before exporting to GoldMine, specify one format and update
all phone numbers in your spreadsheet to match the selected format. When the phone number
format is consistent, begin exporting to GoldMine.
1. Launch GoldMine.
2. Open the Excel spreadsheet you are exporting to GoldMine.
3. Select the cells you are exporting to GoldMine and specify the Named Range. In Excel,
select Insert>>Name>>Define. The Define Name dialog box appears. See Excel Help
for details.
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Note: To perform this function in Microsoft Office 2007, select the cells to export to GoldMine,
right-click on the selected cell range and select Name a Range from the drop-down menu. You
may also select the Formulas tab, then select Define Name>>Define Name... from the Defined
Names sub-menu.
4.
In the Names text box, type the desired name of the range.
Note: The first row of the selected range must contain only header data.
5.
Select either Workbook or Sheet from the Scope drop-down menu.
6.
Select GoldMine>>Export Data to GoldMine. The Export Data to GoldMine dialog box
appears.
7.
The Welcome to the GoldMine Plus for Microsoft Excel Export Wizard! appears.
8.
Click Next. The field mapping dialog box appears.
9.
To map columns to GoldMine fields, highlight the column in the Excel Fields list and
then highlight the GoldMine field to map the column to. Click Add Mapping. Your selection is
added to the Mapped Fields list (for example, Column1<=>C1.Company).
10.
Continue to map desired fields. When finished, click Next. The GoldMine is now Ready
to export your Excel data! dialog box appears.
11.
Click Finish. When the import process completes, a dialog box appears, indicating the
number of records imported into GoldMine.
Importing and Exporting iCalendar Files
Importing iCalendar Files
1. Select File>>Import and Export>>Import from an iCalendar file. The Windows Open
dialog box appears.
2. Locate the iCalendar (*.ics) files to import and click Open. The Import from an
iCalendar file dialog box appears.
3. To import a single iCalendar activity, select the activity and click Import.
Note: When importing iCalendar files from Lotus Notes, GoldMine schedules activities
without assigned participants , or "invitees," as unlinked. Identify this situation whenever the
Organizer entry is UNKNOWN.
4.
To import all activities, click Import All.
5.
As each activity is processed, the Attach imported activity to contact dialog box
appears. Select one option:
ƒ Find an existing contact and then link this activity.
ƒ Find an existing contact, create a new additional contact and link to it.
ƒ Create a new contact and then link this activity.
ƒ Do not link this activity to any contact
6.
7.
Click OK. Depending on the option selected, different windows and dialog boxes appear.
Click Close.
Exporting iCalendar Files
Export iCalendar files so users of iCalendar-enabled applications, such as Microsoft Outlook or
Lotus Notes can import activities from your iCalendar file to their calendars.
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1. Select File>>Import and Export>>>>Export to an iCalendar file. The Export to an
iCalendar file dialog box appears.
2. In the Select based on Contact(s)/User(s) area, select one:
ƒ Activities based on Contact(s): Exports activities scheduled for the current
Contact Record, or for records based on the selected filter.
Select from:
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Current Contact record: Exports the information for the current record.
Filters/Groups: Exports information based on the filter or group selected in the
drop-down list.
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Activities based on the User(s): Exports activities scheduled for selected users.
Select the any or all users' activities to export.
3.
In the Selection Criteria area, select the activity types to export.
4.
To narrow the export to a range of dates, select Date range and select the From and To
dates on the F2 graphical calendar.
5.
Click Export. The Windows Save As dialog box appears.
6.
Locate the folder to save the files to and type the File Name. Verify the Save as type is
iCalendar format (*.ics).
7.
Click Save. The GoldMine Process Monitor appears displaying the progress of the
export.
WebImporting
About WebImporting
Set up Internet Web sites to collect contact information from interested visitors. Use the data in
GoldMine by creating a Web form that includes instructions for handling the data.
Once information is submitted, a Web server script can format the data into an Internet e-mail
message which can then be sent to a designated recipient. When retrieving the e-mail
message, GoldMine recognizes the import instructions and creates a Contact Record with data
captured from the Web page. Or, if a WebImport contact duplicates an existing contact, update
selected fields.
Combining the WebImport feature with GoldMine’s Automated Processes can automate
capturing and responding to leads. Initiate Automated Processes automatically and send e-mail
messages to GoldMine users alerting them of the incoming contact data.
(Using the WebImport Wizard)
An advanced knowledge of gateway scripts is not needed to implement the GoldMine WebImport
feature. Begin by contacting your Web administrator and providing him or her with the sample
HTML and Perl script. Writing and modifying scripts requires some programming expertise not
covered in this material. Many sources for getting started with Common Gateway Interface (CGI)
scripts are available on the Internet and in bookstores.
Note: FrontRange Solutions’ technical support cannot provide support for creating or maintaining
HTML code or CGI scripts.
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Lookup.ini Basics
About the Lookup.ini
Lookup.ini does not exist in GoldMine until you create it using a text editor. It writes as a standard
configuration file, similar to the Win.ini and System.ini files and stores in the GoldMine directory.
Lookup.ini performs functions based on a trigger and resulting action:
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Update a Contact1 or Contact2 field based on an entry in another Contact1 or Contact2
field.
Update Contact1 or Contact2 field based on an expression.
Launch an external application based on an expression or the occurrence of a specified
field entry.
Apply an activity color code to calendar activities based on either an activity type, an
activity code, or both.
Launch an external application when a new record is created.
Note: If the Lookup.ini script updates a field based on updates to another field, the update of the
second field does not follow the update access security for the second field set in the Field
Properties dialog box. Example: use a Lookup.ini to update Key2 based on updates to Key1.
The user has update rights to Key1, but not to Key2 – but can update Key1 and the Lookup.ini
updates Key2.
Lookup.ini includes:
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[AutoUpdate]: Specifies trigger fields (fields that create an update if modified) and the
resulting field to be updated. The second section comprises the specific instructions and
parameters used when updating the GoldMine field.
[OnNewRun] and [OnEditRun]: Determines the external application to launch when a
new record is created (a contact record or a supplemental file record adding a new
calendar activity).
[CalClrCode]: Specifies the color to assign to the activity being scheduled.
Examples:
Entering Data in One Field Updates Another
A company requires that the Salesperson field, USalesRep, automatically update
[AutoUpdate] when the GoldMine user typing data populates the City field.
The Lookup.ini is headed [AutoUpdate]. It is where the trigger and update fields are
defined in the format: Trigger field=Update field.
There is no need to prefix field names with a database (Contact1->City) because no two
fields in the Contact1 or Contact2 data files (except AccountNo) have the same field name.
This example is automatically updating field data.
[AutoUpdate]
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City=USalesRep
When the trigger field (City) is updated, the Lookup.ini evaluates the subroutine of the same
update field name (USalesRep). The result of this evaluation determines what is entered into
the USalesRep field.
In this example, the subroutine (USalesRep) contains a reference to the trigger field (City)
and a list of potential values that could be contained within the City field (Seattle, Aspen,
Kansas City).
[USalesRep]
Lookup1=Contact1->City
Seattle=Janice Parks
Aspen=Danny Davis
Kansas City=Ken Linden
If a match is found, for example, the City field contains Seattle, Lookup.ini populates the
USalesRep field with Janice Parks (Seattle=Janice Parks).
For every possible entry in the City field, a Lookup must be listed if it is to update another
field.
Checking a Sequence of Fields to Update Field
A company requires the Salesperson field (USalesRep) automatically update when the
GoldMine user entering data populates the City field. If no city is matched, the State field (or
other geographic boundary) must be evaluated so a second attempt is made at populating
the Salesperson field.
Apply a second Lookup command. If GoldMine cannot match the City field with one of the
listed values, it moves on to the next Lookup, which in this case is State. If required, a
maximum of 9 different Lookups can be defined.
[AutoUpdate]
City=USalesRep
[USalesRep]
Lookup1=Contact1->City
Seattle=Janice Parks
Aspen=Danny Davis
Kansas City=Ken Linden
Lookup2=Contact1->State
WA=Janice Parks
CO=Danny Davis
MO=Ken Linden
If the City field does not contain Seattle, Aspen, or KansasCity, the State field is evaluated.
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If the State returns a value of CO, the USalesRep field populates with Danny Davis. Set
every parameter to update the field correctly.
If no Match is Found
A company requires the Salesperson field (USalesRep) automatically update [AutoUpdate]
when the GoldMine user typing data populates the City field. If no state is entered or if an
erroneous entry is made, the Salesperson field updates with Unallocated.
The Lookup.ini can update a field with a set entry if no matches are found. The otherwise
statement is included after all Lookups 1-9 are listed.
If the City field does not contain Seattle, Aspen, or KansasCity, USalesRep populates with
Unallocated.
[AutoUpdate]
City=USalesRep
[USalesRep]
Lookup1=Contact1->City
Seattle=Janice Parks
Aspen=Danny Davis
Kansas City=Ken Linden
Otherwise=Unallocated
Updating Two Fields from One Trigger Field
A company requires the Salesperson field (USalesRep) and the Region field (URegion)
populate when the City field populates.
The trigger field launches two subroutines rather than one. Note the [AutoUpdate] section
containing a reference to both fields, separated by a comma, and the existence of two
separate subroutines.
The order of referencing is important if one field must be updated first because its new value
affects the entry in the second field.
If updating both the City and the Salesperson field affected the update of the Region, the
USalesRep section must be referenced first under [AutoUpdate].
If updating the Region and the City would affect the Salesperson, the URegion field must
be referenced first in the [AutoUpdate] section. If the fields are to be updated independently,
either can be referenced first.
[AutoUpdate]
City=USalesRep, URegion
[USalesRep]
Lookup1=Contact1->City
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Seattle=Janice Parks
Aspen=Danny Davis
Kansas City=Ken Linden
[URegion]
Lookup1=Contact1->City
Seattle=Northwest
Aspen=Mountain
Kansas City=Midwest
If the Field to Update is Pre-Populated
GoldMine does not automatically overwrite an existing value in a field to be updated unless it
specified to do so. The OverWrite statement is a toggle statement (On/Off or True/False). If:
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Overwrite=0: Existing values in the update field are not overwritten.
Overwrite=1: Existing values in the update field are overwritten.
The statement is placed at the end of the subroutine.
[AutoUpdate]
City=USalesRep
[USalesRep]
Lookup1=Contact1->City
Seattle=Janice Parks
Aspen=Danny Davis
Kansas City=Ken Linden
Otherwise=Unallocated
OverWrite=1
Update a Field Based on an Expression
The Lookup.ini, by way of expression, returns an actual value to a field that can be used like
every other field within GoldMine. The [AutoUpdate] section contains a trigger field and a
reference to a subsection to execute.
The subroutine contains an expression rather than a list of returned values from a Lookup1;
however, the subroutine must be written in a standard way, and therefore a dummy Lookup1
must be inserted—although it is set to not return any values—so the Otherwise command is
invoked.
Use the expression with the Otherwise command, but prefix it with an ampersand (&).
The Calculation of Numeric Fields
A Company has quarterly sales figures (USales Qtr1-USalesQtr4) for each customer. It
requires a Total (UTotal) field summing business quarters one through four and returns a
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value.
The [AutoUpdate] section includes four trigger fields: Usales Qtr1-4. When any one of
these fields updates, the Lookup.ini runs the subroutine UTotal.
The Lookup1 command looks in a placeholder field. In the example, Contact1->Company
is referenced. No values are listed under Lookup1; therefore, no match is found. The
Lookup.ini progresses to the Otherwise command.
[AutoUpdate]
UsalesQtr1=UTotal
UsalesQtr2=UTotal
UsalesQtr3=UTotal
UsalesQtr4=UTotal
[UTotal]
Lookup1=Contact->Company
Otherwise=&(Contact2->UsalesQtr1+Contact2
->UsalesQtr2+Contact2->UsalesQtr3+
Contact2-> UsalesQtr4)
Overwrite=1
Calculation Fields Using Decimal Places
For the Lookup.ini to calculate a value that includes a decimal place, each field referenced
when calculating must contain the same amount of decimal places whether needed.
The Otherwise command must include a String statement (STR) in order to calculate to x
decimal places.
[AutoUpdate]
UsalesQtr1=UTotal
UsalesQtr2=UTotal
UsalesQtr3=UTotal
UsalesQtr4=UTotal
[UTotal]
Lookup1=Contact->Company
Otherwise=&STR(Contact2->UsalesQtr1+Contact2->UsalesQtr2+Contact2>UsalesQtr3+Contact2->UsalesQtr4,2,10)
Overwrite=1
The Otherwise statement ends in 2,10 where 2 indicates the number of decimal places and
10 the length of the field.
Averaging Blank and Filled Fields Using Hypothesis Values
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If the Otherwise command holds an expression that calculates the sum of the contents of all
fields, then divides the total by the number of fields, those empty fields (set to zero) are also
included.
Otherwise=&((Contact2>Ufield1+Contact2->Ufield2+Contact2>Ufield3)/3)
If the field values were:
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10, 20 and 30, the Lookup.ini returns a value of 20 (60 divided by 3).
10, 20 and 0, the Lookup.ini returns a value of 10 (30 divided by 3).
Inclusion of the blank or zero fields may be inappropriate. In our example the final calculation
should be divided by 2 not 3, resulting in an average of 15.
True/False fields calculate using an if statement followed by the value indicating whether the
value is true, then are suffixed with a value to replace if true, and then a value to replace if
false:
(iif(field=value,true[x],false[y]))
The expression otherwise=&(iif (contact2 ->ufield1=0,0,1)) states the value in Ufield1
should equal 0. If it does (true), the count field populates with 0. If the field is not equal to 0
(it contains either a higher or lower value), the count field populates with 1 for false (not true).
Each field evaluated must have its own count field.
The Utotal section then calculates the sum of all counter fields and uses that figure to divide
the total of the fields Ufield1-Ufield3.
The programming standard of 0 = false and 1 = true has no bearing in this example.
[AutoUpdate]
UField1=ucount1, utotal
UField2=ucount2, utotal
UField3=ucount3, utotal
utotal=utotal
[ucount1]
Lookup1=contact1->company
otherwise=&(iif(contact2->ufield1=0,0,1))
Overwrite=1
[ucount2]
Lookup1=contact1->company
otherwise=&(iif(contact2->ufield2=0,0,1))
Overwrite=1
[ucount3]
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Lookup1=contact1->company
otherwise=&(iif(contact2->ufield3=0,0,1))
Overwrite=1
[UTOTAL]
Lookup1=contact1->company
otherwise=&((contact2->ufield1+contact2> ufield2+contact2>ufield3)/(contact2> ucount1+contact2->ucount2->+contact2> ucount3))
Overwrite=1
Update a Field with an Expression Dialog Box
View
1. From the drop-down list, select the field to update.
2. Select Look-up a replacement value in the Lookup.ini if you have an existing
subsection in the Lookup.ini that updates this field.
3. Select Update with dBASE Expression and type a dBASE expression in the text box.
Example, "Updated 5/15/2003".
4. Click OK.
Using Calendar Color Codes
Lookup.ini can assign colors to activity types (such as calls and appointments) and activity
codes. The Activity type (RecType) must be specified with the activity code (optional) and the
color to be assigned. These details store under a section in Lookup.ini called [CalClrCode].
The RecType field is held in the Calendar and History databases and defines the type of activity
record in those databases.
Calendar RecTypes
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Rec
Type
A
Description
Appointment
Rec
Type
C
T
Next Action
D
To-Do
M
Message
S
Forecasted
Sale
O
Other
E
Event
Calendar Color Codes
Code
Color
Code
Description
Call Back
Color
0
Bright
Blue
8
Gray
1
Bright
Purple
9
Red
2
Bright
Red
10
Green
3
Bright
Cyan
11
Yellow
4
Bright
Green
12
Blue
5
Bright
Yellow
13
Purple
6
Cyan
14
Dark
Gray
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7
White
15
Black
Example: Appointments are bright green (A=4). Calls are bright purple (C=1). Appointments with
an activity code of HOT are bright yellow (A-HOT=5). Calls with an activity code of CCA are
bright red (C-CCA=2).
[CalClrCode]
A-Hot=5
C-CCA=2
A=4
C=1
Firebird
About Firebird
Firebird is an open source relational database offering many ANSI SQL-99 features. It runs on
Windows, Linux, and a variety of Unix platforms. It offers excellent concurrency, high
performance, and powerful language support for stored procedures and triggers.
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This database management system is now an option for GoldMine users and provides
you with a more robust solution to database needs and performance. Previous systems
limited customization and integration, were prone to corruption, and structure changes
were difficult to introduce.
The switch to Firebird also lets you use the Microsoft technology ActiveX Data Objects
(ADO). ADO enables programmatic access to database, supports multiple databases,
and requires MDAC 2.6.
You selected Firebird as a database choice during installation. If you accepted the
defaults during installation, the data base name is GoldMine.FDB (all Firebird databases
have this extension) and it is located in Program Files>>GoldMine>>GoldMine>>Data.
The username is SYSDBA and the password is masterkey. The password can be
changed after installation.
GoldMine lets you migrate data from your previous dBASE system, so valuable
information is not lost. See the GoldMine Installation Guide or support.frontrange.com
for steps about migration.
See www.ibphoenix.com and www.firebirdsql.org for additional information.
Administration
Firebird comes with an ISQL command line tool. There are also free tools to help you
administrate, such as those available from FlameRobin, FeniSQL, and IBExpert. The Firebird
Quick Start Guide provides essential details and is available online, including from
www.firebirdsql.org.
See also: Changing the Firebird Password.
Changing the Firebird Password
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We recommend that, following installation of Firebird, you change the Firebird Server default
username and password.
Obtain Downloads
Obtain the Firebird installation files, ODBC driver, and installation documentation online at
http://www.firebirdsql.org/.
Requirements
We recommend you use SuperServer on Windows.
Changing the Default Username and Password
Note: Refer to http://www.firebirdsql.org/ for detailed information.
The SYSDBA user has all privileges on the server. Depending on version, OS, and architecture,
the installation program will either:
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Install the SYSDBA user with the password masterkey (actually, masterke; characters
after the eighth are ignored).
Ask you to enter a password during installation.
Generate a random SYSDBA password and store that in /opt/firebird/SYSDBA.password.
If your server is exposed to the Internet at all and the password is masterkey, you should change
it immediately using the gsec command-line utility. Firebird comes with a command-line tool
called gsec that is used to manipulate user accounts.
Important: With some Firebird installations, you can only run gsec if you are logged into the
operating system as Superuser (root on Linux) or as the user the Firebird server process runs
under. On Windows server platforms, you typically need to be in the Power User group or higher
to run gsec successfully.
If you have enough privileges but invoking gsec results in a message like Unavailable database
- unable to open database, you are either running Windows Classic Server and you did not
provide a correct -database argument (see below), or the server may not be running at all. In that
case, test your installation and fix the problem.
Example: Change the SYSDBA password to icuryy4me
1. Open a command shell on your server and navigate to the directory where the commandline utilities are located. Refer to the Firebird installation components table to find this
location.
2. Type the following command (except if running Windows Classic Server):
gsec -user sysdba -password masterkey
If using Windows Classic Server, you must specify the full network location of the security
database:
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gsec -user sysdba -password masterkey -database
"localhost:C:\Program Files\Firebird\Firebird_1_5\security.fdb"
(adapt the path if necessary)
On Linux, type ./gsec rather than gsec to avoid not finding or launching the improper gsec.
Note: Paths and file names are case-sensitive on all platforms except Windows; passwords
are always case-sensitive.
Look for the shell prompt for the gsec utility:
GSEC>
3.
Type this command:
modify sysdba -pw icuryy4me
4.
Press Enter. The new password icuryy4me is now encrypted and saved and masterkey
is no longer valid.
5.
Quit the gsec shell:
quit
Note: Because Firebird ignores all characters in a password past the eighth character, icuryy4m
will work, as will icuryy4monkeys.
Administrative Tools
The Firebird kit does not come with a GUI admin tool. It does have a set of command-line tools —
executable programs located in the bin subdirectory of your Firebird installation.
The range of excellent GUI tools available for use with a Windows client machine is too numerous
to describe here. A few GUI tools written in Borland Kylix, for use on Linux client machines, are
also in various stages of completion.
Using GoldSync
About GoldSync
GoldSync provides unattended and automated remote synchronization for 2 or more GoldMine
systems. GoldSync remote synchronization includes multilevel security and administrative
controls and enhanced flexibility over GoldMine’s one-to-one remote synchronization.
(GoldSync Key Terms and Concepts)
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GoldSync licenses are included with GoldMine Premium Edition and can be added to your
GoldMine Personal Edition D-license. Contact your Solutions Partner for details.
GoldSync can simultaneously update multiple GoldMine systems with added or changed
information in other GoldMine systems. Messages and Calendar updates can be sent to as many
users as are configured for the synchronization.
Although most users are not responsible for configuring or maintaining GoldSync, they may be
required to synchronize their GoldMine with a GoldSync server. If so, they can use the GoldMine
Synchronization Wizard to set up and run a GoldSync profile with settings provided by their
GoldSync administrator.
GoldSync administrators choose connection methods, session intervals, and the
sending/retrieving data options that work best for their remote-to-host scenarios.
Tip: To maximize potential for success, we recommend that a certified GoldSync administrator
perform administrative duties.
(Planning a GoldSync System)
Systems using GoldSync to synchronize enjoy the added convenience of One-button Sync with
GoldSync Server synchronization. Users can employ click-and-go synchronization using a profile
defined by the GoldSync administrator. In some cases, users can install GoldMine and the Onebutton synchronization profile in one operation.
GoldSync Key Terms and Concepts
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Host Site: The GoldMine system accepting incoming connections from one or more
remote sites. The site running GoldSync with the Master license typically is called as the
host site.
Remote Site: A GoldMine system initiating a connection to the host site. A remote site
typically is an undocked user or branch office with a sublicense.
Site Group: A group of remote sites sharing common configuration settings. These
settings define which data synchronizes, who sends/receives the data, how often the
data synchronizes, and the method of data transport.
Site Group Members: The individual sites belonging to a site group. While the site group
members inherit properties of the site group, an individual site group member can also
have its own unique settings.
Site Code: An identifier limiting connected and initiated processes and nonconnected
processes to only those sites with matching site codes. The site code is assigned to both
the process and the site(s).
GoldSync Server: Any network computer GoldMine is installed on and where
synchronization processes run. More than one GoldSync Server on a network is allowed.
A GoldSync Server is a host site or a remote site depending upon whether it accepts or
initiates connections.
Processes: The synchronization tasks performed on a GoldSync Server. Processes
pack, send, and retrieve the data. Each process can initiate multiple tasks.
Transfer Set: A file comprising all the changes made in a GoldMine database during a
specified time frame, including new Contact records and updates to existing Contact
Records. Transfer sets can include changes down to the field level for each type of
information stored.
Note: The transfer set does not contain all historical changes made to a GoldMine
database. It includes records starting with the most recent and spans only to include
database changes since a specified cutoff date.
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Contact Set: A database of Contact Records.
File Code: A unique identifier used to distinguish one Contact Set from another. File
Codes are defined in the main GoldMine application. (Select File>>Open Database,
select the Contact File, and click Properties.) When the File Code is set, the Contact
Set is available for selection in the Synchronization Wizard and the GoldSync
Administration Center. The remote system must have a matching File Code.
RecID: The unique identifier for every record in GoldMine. This value is compared during
synchronization to determine if there is a matching record in the respective databases if it
is a first-time synchronization or if there are no logs.
GoldSync Administration Center: The command center where synchronization settings
are configured. The GoldSync Administration Center lets you administer multiple sites
and automate the processing of transfer sets and connection management.
After the system administrator configures GoldSync, no further operator intervention is
required. the GoldSync Administration Center handles dialing, redialing, and information
transfers for remote GoldMine sites.
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GoldSync Synchronization Wizard: The tool used by remote sites to manually define
configuration settings and initiate synchronization sessions with the host site.
One-button Synchronization: Lets remote users synchronize with GoldSync with a
single click. The administrator sets up a one-button sync profile for the remote user in the
GoldSync Administration Center.
GoldSync Implementation Considerations
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To understand how to make synchronization part of your business process, analyze:
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The anticipated number of records in the database.
The volume of changes you expect to make to the data.
Whether the entire database or a filtered subset of data is to be synchronized with remote
sites.
The number of remote sites.
Whether the sync model is dynamic (several synchronizes per site per day) or static
(once per week for reporting and data archive purposes).
The expected future growth of the overall implementation (additional records/databases,
users, remote sites).
To understand the technology issues, consider:
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Bandwidth currently available between potential remote sites and all synchronization
servers.
Future plans for enhancing bandwidth (for example, VPN, corporate WAN, and so on).
Firewall and network security may limit synchronization options.
Personnel resources available to administer and maintain synchronization.
Planning a GoldSync System
Analyze information needs, resources, and challenges presented by geography, time zones, or
other factors. GoldSync accommodates a variety of configurations.
First, map a diagram of the GoldSync setup to show requirements for accomplishing business
goals and providing a reference during final implementation.
Determine individual needs of the different remote sites. In the sample diagram, the Chicago
office creates three site licenses with the appropriate number of seats. Sydney and Johannesburg
need at least one GoldSync license each to synchronize with Chicago. Los Angeles needs one
GoldSync license for synchronizing with Chicago and two more GoldSync licenses to create two
remote sites for Heidi and Bill, who synchronize with Los Angeles; and Los Angeles,
Johannesburg, and Sydney synchronize with Chicago.
Planning Variables:
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The GoldSync administrator must identify variables to evaluate when installing GoldSync.
Because the amount of data and load an organization may require of GoldSync varies, no simple
way exists to determine if a computer’s configuration or network infrastructure effectively serves
GoldSync’s processing requirements. GoldSync’s requirements change as variables change.
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Operating System: The GoldSync server performs a considerable amount of intensive
processing, so the GoldSync administrator must ensure the system acting as the
GoldSync server can consistently sustain the demands of heavy load processing. Select
a system that is stable, reliable, and scalable. We strongly recommend administrators
install and deploy GoldSync on Windows 2003 Server.
The key benefit of determining the differences is to understand how this variable affects
planning for the SQL Server implementation with GoldSync. Also, different operating system
versions offer varying levels of support for memory and processing capabilities.
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Microsoft SQL Server: Microsoft SQL Server 2005 is the only SQL Server currently
supported by GoldMine Premium Edition. Understanding how SQL Server is configured
and managed is critical to GoldSync’s successful deployment.
Memory Usage: Microsoft SQL Server 2005 requires more RAM than earlier versions
because the redesigned query optimizer using hash and merge takes more in-memory
processing.
The more memory available, the better caching capability SQL Server has for loading the
database into memory, and for performing queries in memory.
Operating systems may impose limits on the amount of memory any application can use.
Administrators must know key differences between various versions and editions of the
Windows NT-based systems to effectively determine what memory capabilities are available
to SQL Server.
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Disk I/O Subsystem Performance Can Affect SQL Server’s Performance: Because
SQL Server tries to cache as much information as it can into memory, at some point,
available RAM will likely be insufficient to hold all the information—especially when
running queries on large databases. Consequently, virtual memory is used, which may
result in decreased performance.
I/O performance becomes critical in sustaining heavy read/write activities. The physical disk
subsystem must provide the database server with sufficient I/O processing power for the
database server to run without disk queuing.
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SQL Server Profiler and SQL Server Performance Monitor: Tools such as SQL
Profiler and SQL Server Performance Monitor can help administrators with performance
tuning. SQL Server Profiler provides detailed information about activity occurring on the
database server. Its logs are useful when troubleshooting SQL error messages and
symptoms with applications issuing queries on the databases hosted to SQL.
Resources, Data, and Load: These variables can have a significant impact on
GoldSync’s functionality and performance. They have an interdependent relationship,
making it difficult to plan a GoldSync implementation without accounting for all three.
Note: After determining the amount of data and load the GoldSync Server must process,
determine the hardware requirements. Look at the organization’s infrastructure to determine
the limitations it may impose on the overall GoldSync implementation.
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Selecting a GoldSync System Server: Depending upon the amount of data and load,
the GoldSync server may need to perform intensive processing. We recommend a
dedicated GoldSync Server.
Systems serving as SQL Servers and acting as servers for other applications or systems
running resource-intensive applications are not good candidates for GoldSync Servers.
Although GoldSync functions on systems meeting minimum requirements, we
recommend—especially when running multiple sites—administrators deploy GoldSync on
systems using at least a Windows 2003 operating system with at least 256 MB of RAM and
with a processing power of a Pentium II-350. A safe guideline is to install as much memory
as the computer can hold, especially in the case of single-processor computers.
The overall load the GoldSync server processes influences GoldSync’s performance. The
more data GoldSync processes through concurrent tasks, the more processing power it
requires from the computer it runs on.
The location of the GoldMine executable GoldSync uses has no observed bearing on
GoldSync’s performance. To simplify management and troubleshooting, we recommend
administrators run the same executable for GoldSync while the main GoldMine server is
running.
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Setting Maximum Simultaneous Synchronization Sessions: Hardware components
such as processor speed, memory, and disk subsystem available, affect the number of
simultaneous synchronization sessions the GoldSync server can handle.
FrontRange recommends no more than 10 simultaneous synchronization sessions per
GoldSync server. This applies to connected and nonconnected sync methods and can
fluctuate due to dependency on variables such as the amount of data each site needs to
process and the processing power of the GoldSync and SQL Servers.
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Determining the Need to Use Multiple GoldSync Servers: Process more than 10 sites
concurrently by setting up multiple GoldSync Servers. This procedure is synonymous to
load balancing, where application tasks are distributed to multiple systems to increase
and leverage the computing power that cannot be realized through a single, dedicated
GoldSync Server.
You may not realize any potential load-balancing benefits if conflicting limitations from the
SQL Server’s capability exist. The number of simultaneous GoldSync processes is always
physically constrained by the SQL Server. See Microsoft’s SQL Server documentation on
Performance Tuning.
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Setting the Synchronization Period: Schedule a time when the GoldSync server can
handle processes. By assigning a time for sites to synchronize, the administrator is
assured the server can handle the processing load without needing to physically monitor
the system.
Administrators can access GoldSync’s Process Properties to use the Sync Period setting on
the group member’s properties.
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Selecting a Synchronization Connection Method: FrontRange recommends
administrators implement the IP to IP/Network method because:
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1. Configuration is simple. Administrators specify the address (numeric or name) of the
GoldSync computer the remote is connecting to.
2. It works well with common network security options—especially firewalls. GoldSync
uses 5993 as its default port where the network administrator can configure a port on
its firewall to receive and send packets of data securely. This method offers the
flexibility of assigning another port number to receive the GoldSync connection.
3. It is the most reliable transport method when using the TCP/IP protocol. The TCP/IP
protocol guarantees the retransmission of dropped packets—typically due to network
problems. Additionally, it ensures each packet received has the same content as when
it was sent. (If a bit changes or drops for some reason, the protocol detects this and
retransmits the packet.)
4. IP to IP/Network is easier to troubleshoot. A Telnet procedure is usually the only tool
needed to confirm a problem with the IP to IP/Network method.
Example: With e-mail synchronization, there is no way to verify a transfer set was
retrieved by a remote site with the e-mail sync method because e-mail synchronization is
a nonconnected procedure. GoldSync updates the cutoff date for the next
synchronization session after successfully creating a transfer set even if the remote site
fails to retrieve that transfer set. This may leave gaps in the remote’s data in a situation
where a transfer set was not successfully retrieved due to a condition external to
GoldSync/GoldMine.
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Designing a Plan to Reduce Processing Time: When using a connected method for
synchronization, reduce processing time by:
Creating transfer sets in advance.
Using filters and groups to limit the amount of data in the transfer set.
Using multiprocessor systems. GoldSync takes advantage of the high-performance
computing power Windows NT-based technology provides.
Configuring Send Options
Use the Send Options dialog box to determine what data to include in the transfer set.
1. In the Send Record Types area, specify record types to include in the transfer set.
Note: Selecting a record type in the send options includes it in the transfer set; however,
this does not guarantee the data will be retrieved at the retrieving site.
2.
In the Send users' calendar area, select one or more users whose calendar activities
should be included in the transfer set. To include the calendar activities of all users, select (all).
Notes: For the user name(s) to be made available in the drop-down list of the remote's
calendar, the user names(s) must be synchronized with the Users database. Add user
names in the Users Master File.
History items are treated as user calendar items, and are only synchronized between users
when user calendars are synchronized.
3.
Select your Encryption level in the drop-down list. All transfer sets are encrypted at 128
or 32 bits.
4.
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Click Next. The Send Contact-related Options dialog box appears.
Administration
GoldSync
Using the GoldSync Administration Center
To start the GoldSync Administration Center, you must have GoldMine installed, running, and
licensed with the correct licenses (E-license, S- and Y-licenses, D- and G-licenses). Systems with
U-licenses do not have access to the GoldSync Administration Center.
The GoldSync Administration Center is the point of access for the site groups, sites, servers, and
processes servers perform as defined for each site group.
(View...)
1. Select Tools>>Synchronize>>GoldSync Administration Center. The GoldSync
Administration Center window appears.
2. Configure or edit these settings using the wizards:
ƒ Site Group Wizard: Creates a site group with the connection method and
transfer set you select.
ƒ Site Group Member Wizard: Adds members to the newly created site group.
ƒ Server Wizard: Adds servers synchronizing with remote sites.
ƒ Process Wizard: Defines the processes performed for the site.
3.
After configuring various aspects of the GoldSync Administration Center, use the toolbar,
the Site local menu, and the Servers local menu to manage and edit the functions.
4.
For synchronization to work automatically, you must start the processes. Expand
Servers, the server name, and the server process. Highlight the process to start, right-click, and
select Start to initiate the selected process or AutoStart On for GoldSync to run automatically
during the times designated in the Server Agents Administrator.
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Note: You must start the processes in the GoldSync Administration Center of the computer
running the synchronization processes.
5.
GoldSync can be also be run as a service.
Creating Sites
Sites are Site Group Members. They commonly have the same communication method and
similar settings in the Site Group. Customize site send and retrieve options and filters.
There are two ways to create sites in the GoldSync Administration Center: after you create the
Site Group or from the local menu.
1. In the GoldSync Administration Center, right-click a site group folder and select New.
The New Site Group Member dialog box appears.
2. Select one of these options:
ƒ Undocked User: Select the undocked user from the drop-down list. The list
includes undocked users created in the License Manager. If the undocked user
does not exist, click Create Undocked User(s)/Sub-License.
ƒ Sub-License: Select the site from the drop-down list. The list includes sites
created in the License Manager. If the site does not exist, click Create Undocked
User(s)/Sub-License.
ƒ Other License: Type the license serial number in the text boxes.
3.
Click OK. The Welcome to the GoldSync Site Wizard dialog box appears.
4.
Type a name for the site.
5.
Select Allow this site to synchronize to make the site active for synchronization after
configuring it.
6.
Click Next. The Site Group dialog box appears.
7.
To make the site belong to a different group, select the Site Group from the drop-down
list.
8.
Click Next. The Cutoff Date/Time dialog box appears.
9.
Select Ignore cutoff time (send all records) to send records. This option is available if
you selected ALL changed contact records on the Send Contact-related Options dialog box.
10.
Select ALL contact records' cutoff date and time to include new and changed data
from the cutoff date you type or select from the F2 Lookup graphical calendar and clock. This
option is available if you select ALL changed contact records or All filtered records and userscheduled activities' records on the Send Contact-related Options dialog box.
11.
Select Contact records linked to Activities cutoff date and time to include new and
changed data linked to activities scheduled from the cutoff date and time. This option is available
if you select Contact records linked to the 'Send users' calendar list or All filtered records
and user-scheduled activities' records on the Send Contact-related Options dialog box.
12.
Select the Deletion-Filter from the drop-down list. This option applies the deletion filter
for a single synchronization and then clears the filter selection.
Note: When deleting a record on the remote site through a deletion filter, the deletion is not
recorded as a change in the database. This prevents the deletion from synchronizing back
to the host and lets the record synchronize back to the remote, if necessary.
13.
Click Next. The Override Options dialog box appears, unless configuring a shared
directory site (in this case, the Next Synchronization Options dialog box appears).
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Creating Site Groups
Use the Site Group Wizard to set up site groups (the first step in configuring GoldSync).
Configuration options you set for the group are inherited by each group member you add to the
group. Using the Site Group Wizard, set the connection method, synchronization method and
intervals, and the method by which transfer set data communicates between the remote site and
the server and vice versa.
1. Select Tools>>Synchronize>>GoldSync Administration. The GoldSync
Administration Center appears.
2. Right-click on Site Groups and select New. The Welcome to the Site Group Wizard
dialog box appears.
3. Type a descriptive name for the site group and click Next. The Synchronization Method
dialog box appears.
4. Select either:
ƒ In the Connected Methods (IP to IP/Network) area, select an option:
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Accept an incoming connection: The server accepts the initial request for data via
modem, Internet direct, or network.
Initiate an outgoing connection at set intervals: The server transfers data at a
specified time. The interval is set by the user.
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5.
In the Non-connected Methods (Internet: E-mail, Shared Directories) area,
select an option. Data transfer occurs without an active connection between the
GoldSync Administration Center and the remote sites, using an Internet e-mail
account or shared directory to transfer information:
Send and retrieve transfer sets via E-mail: The transfer set creates in advance and
transfers by e-mail.
Synchronize with another GoldSync server via shared directories: Uses defined
paths to directories for depositing and retrieving transfer sets.
Click Next. The General Options dialog box appears.
Creating Servers
A GoldSync Server is any computer handling the synchronization processes. It can be any
computer on the network running a network copy of GoldMine.
For example, your main GoldMine Server may not have a modem. Rather than installing a
modem, assign another computer on the network that does have a modem as the GoldSync
Server. Each GoldSync Server assumes the computer name as the server name.
You can designate more than one computer on your network as a GoldSync Server. Have one
server for IP/Network synchronization and one for e-mail synchronization.
Note: The GoldSync Server computers must have proper resources for the processes they are
running.
Tip: Because GoldSync is resource-intensive, we recommend dedicating a server to executing
GoldSync processes, especially when many users are synchronizing throughout the day.
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Creating transfers for multiple users and managing multiple connections uses a significant
amount of the system's memory, processor, and hard disk capacity.
1. In the GoldSync Administration Center, right-click on Servers and select New. The
Welcome to the Server Wizard dialog box appears.
2. Type or browse to the name of the server to make a GoldSync Server.
3. Click Next. The available processes dialog box appears.
4. Select the processes to assign to the server.
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IP to IP/Network: Accepts incoming remote connections
IP to IP/Network: Initiates remote connections.
E-mail: Scans for incoming transfer sets.
E-mail: Sends outgoing transfer sets.
Shared Paths: Creates/retrieves transfer sets created in advance.
5. Click Next. The Finish dialog box appears.
6. Click Finish and the Welcome to the Process Wizard dialog box appears; or right-click
on the server name and select New. The Welcome to the Process Wizard dialog box
appears.
Creating Server Processes
Use the Process Wizard to configure processes you are running on the GoldSync Server.
1. In the GoldSync Administration Center, right-click on the server name and select New
from the local menu. The New Process dialog box appears.
2. Select the Server and the Process Type from the drop-down lists.
3. Click OK. The Welcome to the Process Wizard dialog box appears.
4. The Welcome to the Process Wizard dialog box displays the Server Name and the
Process Type you are configuring. (If you are continuing from the Server Wizard, you
start on this dialog box.)
5. The Process Name displays the process you are configuring. Click Next.
ƒ If configuring IP to IP/Network or Shared Directories, the Number of
Connections dialog box appears.
ƒ If configuring E-mail: Scan for incoming transfer sets, the Incoming E-mail
Settings dialog box appears.
ƒ If configuring E-mail: Sends outgoing transfer sets, the Outgoing E-mail
Settings dialog box appears.
Configuring the Retrieve a Transfer Set Options
If you select Retrieve a transfer set on the connection method dialog box, then set the options
on the Retrieve a Transfer Set dialog box.
1. In the Path for the transfer set to be retrieved text box, type or browse to the location
to place the retrieved transfer set.
2. Select Unpack transfer set only - do not retrieve records to decompress the transfer
set, and place the transfer set in the directory designated in Path for the transfer set.
GoldMine also decrypts the transfer set (with a password value if entered in Optional
transfer set password below). GoldMine will not retrieve the data into a Contact Set.
Note: Beginning with GoldMine 7.0, an unpacked transfer set is no longer a .dbf file, but an
EBML file instead. This is a binary format similar to text-based XML, but with much better
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performance. FrontRange Support has tools to decode the EBML files into a text form,
should troubleshooting become necessary.
3.
Select Delete transfer set after unpacking or retrieval to delete the transfer set after
unpacking or retrieving the records into the designated Contact Set.
4.
Type the Optional transfer set password in the text box to specify a password and
protect the system from unauthorized connection attempts. When a password is used, both the
local and remote systems must use the same password.
5.
Click Next. The Retrieve Options dialog box appears.
Configuring the Retrieve Contact Set Options
Select which multiple contact sets to synchronize.
1. In the Please specify which contact sets you wish to retrieve from the remote site
area, select the contact sets to retrieve.
2. In the Default Contact Set area, select the Contact Set in the drop-down list. This is the
Contact Set to retrieve data into if there is no matching file code from the incoming
transfer set.
3. Click Next. If you selected:
ƒ Answer an incoming connection on the connection method dialog box, the
Ready to Synchronize dialog box appears.
ƒ Connect to remote, the Connect/Send E-mail to Remote dialog box appears.
Configuring the Transfer Set Creation Method
Use the Transfer Set Creation Method dialog box to determine if the transfer set is created
while the remote site is connected or to have the transfer set created in advance for the remote
site to pick up.
1. Select an option:
ƒ Generate transfer set while site group member waits online: When the
remote sites initiate synchronization, they wait online while the transfer set is built
and sent to them.
ƒ Generate transfer set in advance for site group member(s) to pick up: Your
system generates the transfer set in advance and stores it in a shared directory.
When the remote sites initiate synchronization, they stay online long enough for
to send the transfer to them.
2.
Click Next. The Send Options dialog box appears.
Configuring the Retrieve Contact Set Options
Select which multiple contact sets to synchronize.
1. In the Please specify which contact sets you wish to retrieve from the remote site
area, select the contact sets to retrieve.
2. In the Default Contact Set area, select the Contact Set in the drop-down list. This is the
Contact Set to retrieve data into if there is no matching file code from the incoming
transfer set.
3. Click Next. If you selected:
ƒ Answer an incoming connection on the connection method dialog box, the
Ready to Synchronize dialog box appears.
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Connect to remote, the Connect/Send E-mail to Remote dialog box appears.
Configuring the General Options (Site Groups)
In the General Options set the send and retrieve, password, and log information.
1. Select Send changed data to site group’s members to let GoldSync accept a request
from a remote site to create a transfer set.
2. Select Retrieve changed data from site group’s members to let GoldSync retrieve a
transfer set from the remote site.
3. Type an Optional connection password requiring remote users to enter a password
when connecting to the server.
4. In the Log Options area, select from:
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Log the details of each synchronization session: Records Process Monitor
information in the GoldMine system logs.
Log the transfer set details for the records sent/retrieved: Records changes made to
synchronized records.
Note: If information is stored for every synchronization session, the log information
storage file could grow very large. Unless you are troubleshooting a sync issue, we
recommend disabling log options.
5.
Click Next.
ƒ If you selected Accept an incoming remote connection and Send changed
data, the Transfer Set Creation Method dialog box appears.
ƒ If you selected another synchronization methods, and selected Send changed
data, the Send Options dialog box appears.
ƒ If you selected only Retrieve changed data, the Retrieve Options dialog box
appears.
Configuring the General Options (Sites)
Depending on the selections made on the Override Options dialog box, configure the General
Options as needed.
1. Select Send changed data to this site to send changed data from this site to the remote
site.
2. Select Retrieve changed date from this site to retrieve changed date from the remote
site to this site.
3. Type the Optional connection password. The local and remote GoldMine sites must
use the same password.
4. Select Log the details of each synchronization session to record the Process Monitor
information in the GoldMine system logs.
5. Select Log the transfer set details for the records retrieved to record changes made
to synchronized records.
Note: If information is stored for every synchronization session, the log information storage
file could grow very large. Unless you are troubleshooting a sync issue, we recommend
disabling log options.
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6.
Click Next. Depending on the selections made in the Override Options dialog box, one
of these dialog boxes appears:
ƒ Finish: Click Finish to complete the process and return to the GoldSync
Administration Center.
ƒ Send Options
ƒ Send Contact-related Options
ƒ Send Filter Options
ƒ Retrieve Contact Set Options
ƒ Retrieve Options
Configuring Send Contact-Related Options
After configuring the Send Options, use the Send Contact-related Options dialog box to
evaluate records and send all new or changed contact records, send records based on whether
they are linked to the names in the Send Users' calendars area of the Send Options dialog box,
or all filtered records and records linked to selected users' activities.
1. In the upper drop-down list select one option:
ƒ Only the current contact record: (Available only in the Synchronization
Wizard). Includes all the data, without regard to a cutoff date, for the active
Contact Record only.
ƒ All changed contact records: Includes all new or changed records since the
cutoff date in the transfer set.
ƒ Contact records linked to the 'Send user's calendar' list: Includes all new or
changed records linked to the users selected in the users' calendar send options
and then evaluates those records for changes since the cutoff date.
ƒ All filtered records and user scheduled activity records: Includes records
that meet your filter criteria and those that do not fit the filter but have scheduled
appointments linked to users selected in the Send users' calendar list.
2.
In the Please select contact sets you wish to send to the remote site area, select the
Contact Set or sets to include in the transfer set.
Note: When synchronizing multiple databases, they should have file codes. The database
codes should be same on the remote and on the main site.
3.
Click Next. If you selected:
ƒ Only the current contact record, the Retrieve Options dialog box appears.
ƒ All changed contact records, Contact records linked to the 'Send user's
calendar' list, or All filtered records and user scheduled activity records, the
Send Filter Options dialog box appears.
One-button Synchronization
About One-Button Synchronization
When enabled on the remote GoldMine system, one-button synchronization gives the undocked,
remote user a single-step synchronize process. Because the remote user cannot modify
synchronization settings, the organization increases data security and enhances control of
information access for each synchronizing remote system. One-button synchronization lets the
GoldSync administrator:
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Create one-button synchronization profiles for each remote system running one-button
synchronization.
E-mail the one-button synchronization profiles to remote, undocked users.
Create an undocked installer to install GoldMine on the remote system with the onebutton synchronization profile (new GoldMine user).
Once created and sent, the remote user can:
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Retrieve the one-button synchronization profile.
Retrieve the undocked installer file.
Synchronize using one-button synchronization.
Creating One-Button Synchronization Profiles
Use the One-button Sync Profile Wizard option after creating site group members or from the
GoldSync Administration Center Sites local menu. One-button synchronization profiles include
the Instant Sync option to remind undocked users to synchronize when it detects a network
connection.
1. In the GoldSync Administration Center, highlight the site, right-click and select New Onebutton Sync Profile. The Welcome to the GoldSync Site One-button Sync Profile
Wizard dialog box appears.
2. Type the descriptive name of the profile in the text box. Click Next. The Connection
Method dialog box appears.
3. Select a connection method:
ƒ Connect to remote using IP to IP/Network method.
ƒ Send a transfer set to remote by E-mail.
4.
Click Next. The Connect/Send E-mail to Remote dialog box appears for Connect to
remote using IP to IP/Network or Send transfer set to remote by E-mail.
Retrieving One-Button Synchronization Installation Files
As a remote user, when you receive the Undocked Installer package, install GoldMine by running
the installer, named username.exe for the remote/undocked user.
The Undocked Installer package installs GoldMine using the undocked user license for your site,
copies the data and files selected by the GoldSync administrator, and sets up the configured
synchronization profile.
1. Locate the file sent to you on a zip disk or CD-ROM, using FTP, or e-mailed as an
attachment. The file is named username.exe, where username is your GoldMine user
name.
2. Open the file. It extracts the necessary files to the folder defined by the system’s
Windows Temp variable, usually C:\Windows\Temp.
3. After files are extracted, the Undocked Installer installs GoldMine and imports the data.
Retrieving One-Button Synchronization Profiles
When the GoldSync administrator creates or makes changes to your One-Button Synchronization
Profile, he can e-mail you the profile. One-button synchronization profiles include the Instant Sync
option to remind undocked users to synchronize when it detects a network connection.
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1. In the GoldMine E-mail Center, double-click on the e-mail message with the subject line
of One-button Sync Profile.
2. A GoldMine message box appears, indicating the message has a sync profile attached.
Click Yes.
3. The profile installs. The One-button Sync with GoldSync Server menu option becomes
active. Use One-button Sync with the GoldSync Server.
Synchronizing Using One-Button Synchronization
The GoldSync administrator configures one-button synchronization profiles and sends them to
remote users. Once installed, the profile streamlines your remote, undocked user synchronization
process.
1. Select Tools>>Synchronize>>One-button sync with GoldSync Server. The Onebutton Synchronization dialog box appears, indicating the GoldSync administrator has
configured your system for One-button Synchronization.
2. Click Sync. The Process Monitor appears, indicating synchronization status.
Synchronization Wizard
Using the Synchronization Wizard
Define a variety of data and communication options to synchronize with a remote GoldMine or
GoldSync system. Define the settings needed to create a transfer set or immediately start a
synchronization session.
1. Select Tools>>Synchronize>>Synchronization Wizard. The GoldMine
Synchronization Wizard dialog box appears.
2. Select one option:
ƒ Start a new session: Define settings for a synchronization session. Use these
settings once or save for future use.
ƒ Sync using the settings of a Sync Profile: Synchronizes according to the
settings already defined in a profile selected in the drop-down list.
ƒ Sync using the settings of a GoldSync Site: Synchronizes according to the
previously defined settings for the site selected in the drop-down list. The site
settings are defined in the GoldSync Administration Center. GoldMine uses only
the send and retrieve options for the selected site configuration.
ƒ Use the following profile/site settings: Specifies the synchronization profile to
use during the current session. This option is available only if you select Sync
using the settings of a Sync Profile or Sync using the settings of a GoldSync Site.
Note: You can delete a synchronization profile selected in the drop-down list.
3.
If you selected Sync using the settings of a Sync Profile or the settings of a GoldSync
Site, click Finish to synchronize according to existing settings. The GoldMine Process Monitor
appears.
4.
To verify or change existing settings, click Next to continue to the connection method
dialog box.
About the GoldMine Process Monitor
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The GoldMine Process Monitor launches automatically when executing or running processes
within GoldMine, including synchronization, Automated Processes, importing and exporting, or
merging and purging.
Once opened, the Process Monitor can float anywhere on the GoldMine screen, or it can be
"docked" to any of the four sides of the GoldMine screen. The window may also be resized to
maximize available workspace. For best results, dock the Process Monitor to the bottom of the
GoldMine screen.
The upper pane displays processes running and general status, while the lower pane displays the
status of the component tasks.
Use the toolbar or the local menu to manage process options.
The Process Monitor uses color codes, assigned to text or the background, to indicate process
status.
Color
Black text on default
background
Blue text on default
background
Black text on yellow
background
White text on red
background
Green text on default
background
Meaning
Operation normal
Notice
Warning
Error
Task successfully
completed
Configuring GoldSync in the Server Agents Administrator
Use the Server Agents Administrator to process GoldSync sites on the days and times specified.
1. Select Tools>>Services>>Manage Server Agents. The Server Agents Administrator
dialog box appears.
2. Click the GoldSync tab.
3. If allowing only one user to publish his or her calendar using the Server Agent, select the
user in the drop-down list in the User's Settings area.
4. To allow other users to use the Server Agent capability, select Apply to other users to
enable the Select Users button. Click Select Users to select one or more users or user
groups.
5. In the Active Period area, select the days of the week the agent will be active.
6. Type or select the active time period for each day using the right-facing arrows to access
a list of times in thirty minute increments.
Note: Because the times are set on a daily basis, the earliest time is 12:00 A.M. and the
latest is 11:59 P.M. The latest time cannot be 12:00 A.M. When setting the times, consider
the full range of Server Agents you are running and what activities can take place after
regular business hours. For example, GoldSync can draw upon many network resources
and configure GoldSync to run after regular business hours to keep other processes running
smoothly.
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7.
Click OK.
Note: You must start the Server Agents to begin processing.
WebImporting
About WebImporting
Set up Internet Web sites to collect contact information from interested visitors. Use the data in
GoldMine by creating a Web form that includes instructions for handling the data.
Once information is submitted, a Web server script can format the data into an Internet e-mail
message which can then be sent to a designated recipient. When retrieving the e-mail
message, GoldMine recognizes the import instructions and creates a Contact Record with data
captured from the Web page. Or, if a WebImport contact duplicates an existing contact, update
selected fields.
Combining the WebImport feature with GoldMine’s Automated Processes can automate
capturing and responding to leads. Initiate Automated Processes automatically and send e-mail
messages to GoldMine users alerting them of the incoming contact data.
(Using the WebImport Wizard)
An advanced knowledge of gateway scripts is not needed to implement the GoldMine WebImport
feature. Begin by contacting your Web administrator and providing him or her with the sample
HTML and Perl script. Writing and modifying scripts requires some programming expertise not
covered in this material. Many sources for getting started with Common Gateway Interface (CGI)
scripts are available on the Internet and in bookstores.
Note: FrontRange Solutions’ technical support cannot provide support for creating or maintaining
HTML code or CGI scripts.
Using the WebImport Wizard
The WebImport Wizard creates the HTML form and script to process the contact information input
by visitors on a Web site. You do not need to type the code and can create the forms in PERL,
ASP, and PHP. Because all activities are driven off the Web server, Internet access is necessary.
The Web form captures the data, and the script formats it into an Internet e-mail message which
can then be sent to a designated recipient. When retrieving the e-mail message, GoldMine
recognizes the import instructions and creates a Contact Record with all the data captured from
the Web page or updates selected fields if a WebImport contact is a duplicate of an existing
contact.
Attach an Automated Process to a new or duplicate contact. Automated Processes can be
initiated automatically, and e-mail messages sent to GoldMine users alerting them of the
incoming contact data.
Once the form and script are e-mailed to the designated recipient, the Web administrator can
place the HTML form page and the script source code on the WebImport server(s).
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To use the WebImport Wizard, select Go To>>Campaigns, click the Campaigns button in the
Navigation Pane, then click Configure WebImport on the toolbar, Alternately, select
Web>>Setup Web Import and click New.
Set an authorization password, then create, edit, rename, and delete WebImport Profiles in the
WebImport Profiles dialog box.
Using WebImport Profiles
After creating a WebImport form and script using the WebImport Wizard, edit, rename, and delete
WebImport profiles with these options on the WebImport Profiles dialog box:
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New: Create a new import form and script.
Edit: Edit an existing import form and script.
Rename: Type a new name for the campaign.
Delete: Removes the selected WebImport profile.
More>>: Users with Master rights have these settings available:
Optional Web Import authorization password: Protect the WebImport process with
passwords so only authorized incoming instruction files may be imported. This prevents
unauthorized persons from sending e-mail messages and inundating a GoldMine system
with unwanted data.
Fields to be Updated by WebImport: Type I Want To Allow Fields To Be Updated By
WebImport in the text box to let visitors to your Web site update their information in your
GoldMine database.
Fields that can be updated: Select the fields to be updated by the WebImport.
Creating Web Forms
The Web form is an HTML document for collecting information. Users type text and make choices
from check boxes, radio buttons, and selection lists. Design forms meeting customer
requirements by combining these input types; use or modify the sample HTML form below. The
name of fields in your form must be identical to the names in your GoldMine databases.
How Forms Work
A Web form works with a script on a server to process submitted information. When a person fills
out a form and clicks Submit, the browser sends (or posts) information in the form to the script or
application running on the server for processing. The script processes the information passed
from the browser to the server. The processed information can be sent back to the server, or, as
with GoldMine's WebImport feature, sent by e-mail to a designated recipient.
Example of an HTML file using a form:
<!----The following is an example of an HTML file using a form---->
<HTML>
<HEAD><TITLE>FrontRange Solutions Inc. - Online
Registration</TITLE></HEAD>
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<BODY BGCOLOR="#008080" Text="#FFFFFF" LINK="#000000" VLINK="#FF8900">
<BASEFONT SIZE=3>
<!----This is where the table layout begins---->
<TABLE BORDER=3>
<TR>
<TD><FONT SIZE=+3>FrontRange Solutions Inc.</FONT></TD>
</TR>
<TR><TD><FONT SIZE=+2>Online Registration Form</FONT></TD>
</TR>
</TABLE>
<!----This is where the table layout ends---->
<P>
<B>
<CENTER>To register your copy of GoldMine, please fill out the
following form.</CENTER>
<CENTER>Your registration number is located on the registration
card.</CENTER>
<HR>
<!-----This is where the form layout begins---->
<!----The line below references the PERL script---->
<FORM METHOD=POST ACTION="http://www.frontrange.com/cgi/webimp.pl">
<!----The line below references an HTML page, created separately, that
will appear once the message has been sent---->
<INPUT TYPE="hidden" Name="thankURL" value="thankyou.htm">
<!----Replace "yourname@yourname.com" in the line below with the E-Mail
address where you want to receive the results of this form---->
<INPUT TYPE="hidden" NAME="email_to"value= "yourname@yourdomain.com">
<DT>GoldMine Serial Number
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<DD>
<INPUT NAME="cs1_Rectype" TYPE="hidden"
VALUE="P">
<INPUT NAME="cs1_Contact" TYPE="hidden" VALUE=
Number">
"Serial
<INPUT NAME="cs1_ContSupRef" TYPE="text" SIZE="15" MAXLENGTH="15">
<BR>
<DT>Number of Licenses
<SELECT NAME="Key1">
<OPTION VALUE="Gold 01/Single user">Single user
<OPTION VALUE="Gold 05 Net">5 user Network
<OPTION VALUE="Gold 10 Net">10 user Network
<OPTION VALUE="Gold 10-25 Net">10 - 25 user Network
<OPTION VALUE="Gold 25-50 Net">25 - 50 user Network
<OPTION VALUE="Gold 51+ Net">51+ user Network
<OPTION VALUE="Gold Net Unknown">Not Sure
<OPTION SELECTED>Choose One
</SELECT>
<P>
<DT>Date of Purchase
<INPUT NAME="cs1_Country" TYPE="text" SIZE="35" MAXLENGTH="35"
VALUE="MM/DD/YY">
<P>
<DT>Place of Purchase
<INPUT NAME="cs2_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs2_Contact" TYPE="hidden" VALUE="Place of Purchase">
<INPUT NAME="cs2_ContSupRef" TYPE="text" SIZE="35" MAXLENGTH="35"
VALUE="">
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<HR>
Ms. <INPUT TYPE="radio" NAME="Dear" VALUE="Ms.">
Mr. <INPUT TYPE="radio" NAME="Dear" VALUE="Mr.">
<DT>Name
<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="CONTACT">
<DT>Title
<DD><INPUT SIZE="30" MAXLENGTH="30" NAME="TITLE">
<DT>Company Name
<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="COMPANY">
<DT>E-Mail Address
<DD>
<INPUT NAME="cs3_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs3_Contact" TYPE="hidden" VALUE="Internet Address">
<INPUT NAME="cs3_ContSupRef" TYPE="text" SIZE="30" MAXLENGTH="30">
<DT>Address1
<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="Address1">
<DT>Address2
<DD><INPUT SIZE="40" MAXLENGTH="40" NAME="Address2">
<DT>City
<DD><INPUT SIZE="26" MAXLENGTH="26" NAME="City">
<DT>State/Province
<DD><INPUT SIZE="3" MAXLENGTH="3" NAME="State">
<DT>Country
<DD><INPUT SIZE="20" MAXLENGTH="20" NAME="Country">
<DT>Zip/Postal Code
<DD><INPUT SIZE="10" MAXLENGTH="10" NAME="Zip">
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<DT>Telephone Number (WITH AREA CODE)
<DD><INPUT SIZE="30" MAXLENGTH="30" NAME="Phone1" VALUE="(xxx)xxxxxxx">
<DT>Fax Number (WITH AREA CODE)
<DD><INPUT SIZE="30" MAXLENGTH="30" NAME="Fax" VALUE="(xxx)xxx-xxxx">
<HR>
<DT>Contact Manager/PIM, if any, prior to purchasing GoldMine
<SELECT NAME="userdef05">
<OPTION VALUE="ACT!">Act!
<OPTION VALUE="TeleMagic">TeleMagic
<OPTION VALUE="Janna Contact">Janna Contact
<OPTION VALUE="Ecco">Ecco
<OPTION VALUE="Lotus Organizer">Lotus Organizer
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>
<P>
Computer Type:<BR>
<INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Desk top">Desktop
<INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Laptop/NOTEbook">
Laptop/NOTEbook
<INPUT TYPE="radio" NAME="cs5_ContSupRef" VALUE="Desktop &
Laptop/NOTEbook"> Both
<INPUT NAME="cs5_Rectype" TYPE="hidden" VALUE="P">
<INPUT NAME="cs5_Contact" TYPE="hidden" VALUE="Computer Type">
<P>
<DT>Network Operating System
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<SELECT NAME="userdef07">
<OPTION VALUE="LAN Man">LAN Manager
<OPTION VALUE="Novell">Novell
<OPTION VALUE="OS/2">OS/2
<OPTION VALUE="Pathworks">Pathworks
<OPTION VALUE="Win4WrkGrp">Windows 3.11 for Workgroups
<OPTION VALUE="Windows 98">Window 98
<OPTION VALUE="Windows NT">Windows NT
<OPTION VALUE="Windows NT 4.0">Windows NT 4.0
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>
<P>
Primary Business at your company:
<SELECT NAME="Key3">
<OPTION VALUE="Advertising">Advertising
<OPTION VALUE="Real Estate">Real Estate
<OPTION VALUE="Banking/Finance">Banking/Finance
<OPTION VALUE="Medical">Medical
<OPTION VALUE="Telecommunications">Telecommunications
<OPTION VALUE="Government">Government
<OPTION VALUE="Aerospace">Aerospace
<OPTION VALUE="Insurance">Insurance
<OPTION VALUE="Computer">Computer
<OPTION VALUE="Manufacturing">Manufacturing
<OPTION VALUE="Legal">Legal
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<OPTION VALUE="Entertainment">Entertainment
<OPTION VALUE="Electronics">Electronics
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>
<P>
<DT>Where did you learn about GoldMine?
<SELECT NAME="Source">
<OPTION VALUE="Advertising">Advertising
<OPTION VALUE="Acquaintance">Acquaintance
<OPTION VALUE="Demo Disk">Demo Disk
<OPTION VALUE="Trade Show">Trade Show
<OPTION VALUE="Magazine Review">Magazine Review
<OPTION VALUE="Reseller">Reseller
<OPTION VALUE="Literature">Literature
<OPTION VALUE="Other">Other
<OPTION SELECTED>Choose One
</SELECT>
<P>
<DT>Comments
<TEXTAREA NAME="NOTEs" ROWS=4 COLS=72></TEXTAREA>
<P>
</DL>
<INPUT TYPE="submit" VALUE="Register">
<INPUT TYPE="reset" VALUE="Reset Form">
</FORM>
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<!----This is where the form layout ends---->
<B>
</BODY>
</HTML>
Creating Server Scripts
The Common Gateway Interface (CGI) is the specified standard for communication between
HTTP servers (Web servers) and server-side gateway programs. The CGI specifications define
how data passes from the server to gateway programs, and vice versa.
Gateway programs can be compiled programs written in languages such as C, C++ or Pascal, or
they can be executable scripts written in languages such as Perl, TCL, ASP, and other various
shell programs. Most gateway programs are Perl scripts; they are easy to write and modify and
are transportable between computers.
Sample PERL Gateway Script for GoldMine WebImport
#!/usr/local/bin/perl
# check for the POST method
if ($ENV{‘REQUEST_METHOD’} eq ‘POST’)
{
# How many bytes are we supposed to receive?
read(STDIN, $buffer, $ENV{‘CONTENT_LENGTH’});
# make a list of keyword/value pairs
@pairs = split(/&/, $buffer);
# cycle through each pair and decipher the values foreach $pair
(@pairs)
{
# get the name/value pair strings
($name, $value) = split(/=/, $pair);
# translate "+" to a space
$value =~ tr/+/ /;
# decipher ASCI hexidecimal escaped characters, if any
$value =~ s/%([a-fA-F0-9][a-fA-F0-9])/pack("C", hex($1))/eg;
# find profile/contsupp field names that begin with cs*_
if ($name =~ /cs\d_/)
#add the profile/contsupp pair to a list keyed on the name of the
variable
{$csarry{$name} = $value;}
else {
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#add the basic field data pair to a list keyed on the name of the
variable
$contents{$name} = $value
}
}
}
($mon,$day,$year) = split(m>>/>>,‘/bin/date +%B/%e/%Y‘);
$date = "$mon $day, $year";
$to = $contents{‘email_to’};
&mailto;
&thankyou;
###############
## subroutines from here on down!
###############
sub thankyou {
print "Location: http://www.frontrange.com/thankyou.htm\n\n";
exit;
}
sub mailto {
open (MAIL, ">>/usr/lib/sendmail -t") >>>>die "can’t open pipe to
sendmail \n";
print MAIL "Content-Type: application/x-gm-impdata\n";
print MAIL "To: $to\n";
print MAIL "From: $csarry{‘cs2_ContSupRef’}\n";
print MAIL "Subject: datafromgoldform.pl\n";
print MAIL "\n\n";
print MAIL "\[Instructions\]\n";
print MAIL "SaveThis=Web Import File\n";
print MAIL "DupCheck1=Contact\n";
print MAIL "\n";
print MAIL "OnNewSendEmail=Bart,NEW,Prospect requesting information
\n";
print MAIL "OnDupSendEmail=Natalie,,Duplicate Record \n”;
print MAIL "\n";
print MAIL "OnNewAttachTrack=WEB Lead\n";
print MAIL "\n";
# The following is an example of testing a field for a value
#print MAIL "Below a message will be printed if the CITY is
Torrance\n\n";
if ($contents{CITY} eq "Torrance") {
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print MAIL "OnAnySendEmail=John,WCC,This one is from Torrance\n";
}
print MAIL "\n";
#print MAIL "Run=c:\goldmine\webimp.exe\n";
print MAIL "\n";
print MAIL "\n";
print MAIL "\[Data\]\n";
# print out general fields and values
foreach $name (sort keys %contents) {
next if $contents{$name} eq "";
print MAIL "$name = $contents{$name}\n";
}
print MAIL "\n";
print MAIL "\[ContSupp\]\n";
# print out profile/contsupp fields and values
foreach $name (sort keys %csarry) {
next if $csarry{$name} eq "";
print MAIL "$name = $csarry{$name}\n";
}
print MAIL "\n";
print MAIL "\n";
print MAIL "\n";
print MAIL "\n\n";
close (MAIL);
}
Formatting WebImport Files
The incoming import file contains contact data and instructions. It must conform to a specific
format, similar to .ini files. Three major import file sections:
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[Instructions]: Define import instructions. These instructions allow duplicate checking,
sending e-mail messages to GoldMine users, attaching Automated Processes, and
running external applications to further process the incoming contact data. GoldMine can
check if the contact already exists by considering the DupCheck#= instructions. The first
duplicate checking instruction usually must be based on one of the indexed fields,
Contact, Company, Phone1, City, State, Country, Zip, AccountNo, Key1, Key2, Key3,
Key4, or Key5. Additional DupCheck#= instructions can be specified to test more than
one field to determine if the incoming contact data is a duplicate.
Example:
DupCheck1=Contact
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DupCheck2=Company
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[Data]: Defines contact data. Format each entry as fieldname=value; for example,
City=Long Beach. The filename should be the actual field name in the Contact1 or
Contact2 files. A special email=field can be used to insert the contact’s e-mail address.
[ContSupp]: Allows addition of detail records. The fields of each record must have a
prefix of cs#_, and must appear consecutively. For example, the fields of the first
ContSupp record would have the prefix cs1_, while the fields of a second record would
have a prefix of cs2_. Add a maximum of 8 ContSupp records.
Checking for Duplicate ContSupp Data
GoldMine can check for duplicate records based on ContSupp data by specifying the ContSupp
record prefix; for example, CS1. When GoldMine identifies a duplicate record, but notices the
contact name does not match the existing name, an additional contact is created with the
incoming data under the existing Contact record. GoldMine also adds ContSupp records that do
not already exist.
Checking for Duplicate E-Mail Addresses
Configure GoldMine to check for duplicate records based on an e-mail address. Run this check
without including a check based on indexed fields. To check for duplicate e-mail addresses,
include the statement:
DupCheck=Email
Using Commands to Automatically Perform Operations
E-Mail
Send e-mail messages to GoldMine users alerting them of newly created contact records. Send a
separate e-mail message based on whether the contact is new [OnNewSendGMEmail=], or
already exists on file [OnDupSendGMEmail=]. Designate a user as the message recipient,
followed by an optional activity code, then an optional reference. Send multiple e-mail messages
by appending consecutive numbers to the send e-mail instructions; for example,
OnNewSendGMEmail1=, OnNewSendGMEmail2=, and so on.
Automated Processes
Attach Automated Processes to the contact to initiate an automated response. Initiate letters,
faxes, e-mail, and other activities to automate responding to the captured leads. Attach a
separate Automated Process based on whether the contact is new [OnNewAttachTrack=], or
already exists on file [OnDupAttachTrack=]. You must specify the track name, followed by an
optional attaching user. For faster processing, also specify the internal track number instead of
the track name. Attach multiple Automated Processes by appending consecutive numbers to the
attach track instruction; for example, OnNewAttachTrack1=, OnNewAttachTrack2=, and so on.
Launch an External Application
To launch an external application for further processing of the incoming data, use the
Run=<exefile> instruction. This command allows flexibility, since custom programs can be written
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to perform a variety of tasks. GoldMine saves import instructions to a file, and passes that file
name as a parameter to the launched application.
Extracting Import Instructions and Data
Since the import instructions are similar to .ini files, use Windows API GetPrivateProfileString to
extract the import instructions and data. The ImportData=0 instruction prevents GoldMine from
importing any new data, and lets the custom application append the data.
The SaveThis=<reference> instruction saves the instruction file to the notes of a new history
record. Specify any history reference; for example, SaveThis=Web import file.
Protect the WebImport process with passwords to allow importation of only authorized incoming
instruction files.
GoldMine can also process an import instruction file by sending a DDE command. Using a DDE
command lets other applications create Contact records in GoldMine. To start processing an
instruction file through DDE, send the ExecIniImp (<filename>) command; for example,
ExecIniImp(i.C:\GoldMine\ imp.ini)].
Example 1:
Since GoldMine stores Web site addresses as detail records (called Web Site), import these
addresses using the following syntax:
[ContSupp]
cs1_RecType=P
cs1_Contact=Web Site
cs1_ConSupRef=http://www.web.site.com
cs_Address1=notes (optional)
Example 2 (correct format for an import instruction file):
[Instructions]
DupCheck1=Contact
OnNewSendGMEmail=JOHN, NEW, Prospect requesting information
[Data]
Company=Global Corp.
Contact=John Doe
Phone1=555/333-1234
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email=jdoe@global.com
[ContSupp]
cs1_RecType=P
cs1_Contact=Serial Number
cs1_ContSupRef=10000002
cs1_Address1=This is a test....
The following example shows a short instruction file containing the
password “Doodle”:
[Instructions]
Password=Doodle
DupCheck1=Contact
OnNewSendGMEmail=JOHN, NEW, Prospect requesting information
[Data]
Company=Global Corp.
Contact=John Doe
Phone1=555/333-1234
email=jdoe@global.com
Example 3 (an import instruction file containing all possible instructions:)
[Instructions]
DupCheck1=Contact
DupCheck2=userDef05
DupCheck3=cs1
OnNewSendGMEmail=JOHN, NEW, Prospect requesting information
OnDupSendGMEmail=AMI,,Repeated request...
OnNewAttachTrack=Web Lead
OnDupAttachTrack=100067,JOHN
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Run=c:\goldmine\webimp.exe
SaveThis=Web import file
;ImportData=0
Password=Verify
[Data]
Company=Global Corp.
Contact=John Doe
Phone1=555/333-1234
Address1=1401 West Baker Street
City=Garden Grove
State=CA
Zip=90220
Source=Web Page
email=jdoe@global.com
[ContSupp]
cs1_RecType=P
cs1_Contact=Serial Number
cs1_ContSupRef=10001001
cs1_Address1=This is a test...
cs2_RecType=C
cs2_Contact=Jane Adams
cs2_Title=Beta Program Manager
Also require a password on your WebImport Files.
Importing Contacts with WebImporting
GoldMine's Internet e-mail reader identifies data retrieved from the WebImport Gateway.
GoldMine looks at the header of every e-mail message for handling instructions.
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Example of special header information:
Content-Type: application/x-gm-impdata
When an e-mail message containing WebImport information is retrieved, GoldMine handles the
message. Alternatively, an incoming message can trigger the WebImport with this To: line entry:
{$GM-WebImport$}
Format the WebImport files
Requiring Passwords on WebImport Files
Web Import processes are protected with passwords to allow importation of only authorized
incoming instruction files. This prevents unauthorized persons from sending e-mail messages and
inundating a GoldMine system with unwanted data. A password is always required to use Web
Import. The incoming instruction file will not be processed if it does not contain a password or if it
contains an invalid password.
The Web Import authorization password is set at the top of the Web Import Profiles dialog. A
password must be set before the Web Import functions are made available.
Updating GoldMine Fields with WebImport Data
If a contact already in your database fills out a Web form, set the WebImport to update specified
Contact1 and Contact2 fields instead of creating duplicate records. Also enable WebImport to
update e-mail addresses and append Notes.
With these settings, GoldMine updates only the specified fields and discards changes to fields not
included in the list.
The e-mail address is added only if it differs from the existing addresses. It is added as the new
primary address and the others save as alternative addresses.
Warnings: Accepting changes from a WebImport may cause data integrity problems.
We recommend observing these additional security precautions when enabling WebImport
overrides:
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Do not accept WebImport e-mails from an unknown e-mail address.
Limit access to the WebImport e-mail account to one user, the GoldMine
administrator with Master Rights.
Protect your WebImport files with a password and monitor the WebImport passwords
regularly for changes.
Back up GoldMine data daily if running daily WebImports.
Enabling Field Updates with WebImporting
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1. Using a text editor, such as Windows Notepad, open the GM.ini.
2. Add this section and lines:
[WebImportOverwrite]
IAgree=I Want To Allow Fields To Be Updated By WebImport
Fields=<list the contact1 and contact2 fields that can be
updated, separated by a comma>
Example: Fields=Key1,Fax,UData
3.
Select File>>Save and close the text editor.
Note: The Accountno or Recid fields can never be overwritten using the GoldMine WebImport.
Setting Up SoftPhone
SoftPhone Set Up Requirements
The following table lists the hardware and softphone components required to run SoftPhone
within GoldMine. For instructions on setting up SoftPhone with GoldMine, see Configuring
SoftPhone.
To control calls, Softphone uses Session Initiation Protocol (SIP). To send and receive voiceover IP, Softphone uses Real-time transport protocol (RTP).
Components
Hardware
Workstation/Server
Operating System
Description
The PC running SoftPhone must have at least
one audio device installed (such as an audio
card or a USB headset). Softphone will not
start without an instance of an audio device or
audio card.
• Windows XP, SP2 or higher if using
Windows 2003 server. 128MB system
memory is recommended. Intel®
Pentium® 166 MHz or higher CPU
(Pentium II or higher recommended).
64 MB RAM. (128 is recommended)
SIP Gateway
An SIP Gateway server, such as
VEGASTREAM VoIP Gateway
SIP Server
An SIP Server, such as IPCC SIP Server
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VoIP Services
Such as, Broadvoice and Vonage
RTP Data Ports
42100 and higher.
Configuring SoftPhone
Set up SoftPhone within GoldMine.
1. Select Tools>>Options. The User's preferences window appears.
2. Click the Telephony tab.
3. In the Dial Number Formatting area, click the Let TAPI format phone numbers
checkbox.
This will reduce data entry mistakes as all entries will be formatted in TAPI (Telephony
Application Program Interface) format.
4.
In the SoftPhone (SIP Client) area, do the following:
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In the Local Ext field, enter the user's phone extension number.
Click the Use SoftPhone by default checkbox. This ensures SoftPhone is your default
telephony device.
Click the Advanced button.
The SoftPhone/SIP Settings window appears.
5.
In the SoftPhone/SIP Settings window, enter the required information into the following
fields:
ƒ SIP Server Address: Enter the IP address of your primary SIP server. Obtain
this information from your SIP administrator or your service provider.
ƒ SIP Server Port: Enter the port number of your primary SIP registrar. The
default port number is 5060. SoftPhone attempts to bind with this port first. If it
is not available, the next port it attempted, and so on. Obtain this information
from your SIP administrator or your service provider.
ƒ Register with Registrar: Select this checkbox if you want the proxy server to
register with the SIP registrar. To find out whether you need to set this option or
not, see your SIP administrator or your service provider.
ƒ Registrar Address: Enter the IP address of your primary SIP registrar. Obtain
this information from your SIP administrator or your service provider.
ƒ Registrar Port: Enter the port number of your primary SIP registrar. Obtain this
information from your SIP administrator or your service provider.
ƒ Username: Enter the user name as defined by the service provider for your dial
plan.
This option may not be necessary if your system does not require a login.
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Password: Enter password as defined by the by the service provider for your dial plan.
Administration
This option may not be necessary if your system does not require a login.
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8.
Local SIP Port: The SIP port number specific to the SoftPhone as specified in the dial
plan. This information can be obtained either from your SIP administrator or your service
provider.
To access an outside line, dial: Enter, if required, a prefix, such as "1" to access outside
lines.
Enter the following optional information:
ƒ Automatically "Complete a Call" when an outgoing call ends: Presents the
Complete an Outgoing Call dialog box in GoldMine which allows the user to
enter and review information about the call such as notes Opportunity information
and schedule follow-up calls.
ƒ Automatically "Complete a Call" when an incoming call ends: Presents a
dialog box in GoldMine which allows the user to enter information about the call. .
Plug-Ins
About GoldMine Plug-ins
GoldMine contains a mechanism to support ActiveX controls and HTML-based integrations as if
they were part of GoldMine. The structures allow for rapid integration, ease-of-use, and security.
To begin, create an Active X control or an HTML file/web site for integration, then set up security.
ActiveX Controls
ActiveX structure provides the most control and can be created with these programming
languages: C++, Delphi, Visual Basic, and .NET. When used with other GoldMine APIs, ActiveX
is powerful.
Within the ActiveX support, 4 methods can be implemented in your control for stronger interaction
with GoldMine. These functions are not necessary to implement:
public void GMOnStart(long hWnd)T
This is the only function that passes a parameter. The parameter is the HWND (window
handle) of the container window in GoldMine. Use the Windows API SendMessage() call to
control what happens to the container (for implementing a Close button—since the control is
late bound in GoldMine, and cannot expose events).
public void GMOnActivate()
This function tells you when the user has given your control’s container focus in GoldMine.
public void GMLostFocus()
This function is called whenever the user gives focus to another object when your control
had focus.
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public void GMOnDestruct()
This function is called when the window is just about to close; it provides the opportunity to
clean up.
See Plug-in Description File
HTML Integrations
The HTML attempts to call a JavaScript or VBScript function named like the last 3 ActiveX
methods, meaning exactly the same thing. The GMOnStart() function is not supported in HTML:
function GMOnActivate();
function GMLostFocus();
function GMOnDestruct();
See Plug-in Description File
Plug-in Description File
The plug-in description file is a well-formed XML file describing the plug-in. The extension for the
file is .GME (GoldMine Extension).
HTML
Structure for the HTML plug-in
<PlugInDefs>
<PlugInDef>
<URL>http://gmail.google.com/gmail</URL>
<QueryString>q=&lt;&lt;&amp;Address1&gt;&gt;,
&lt;&lt;&amp;City&gt;&gt;, &lt;&lt;&amp;State&gt;&gt;,
&lt;&lt;&amp;Zip&gt;&gt;</QueryString>
<Description>
<Language Locale="1033" IsDefault="1">
<Name>G-Mail</Name>
<Publisher>Google</Publisher>
<Description>Launches Google's Gmail Service</Description>
<Menu>Launch GMAIL</Menu>
</Language>
<Language Locale="4000">
<Name>eegay ale-may</Name>
<Publisher>oogle-Gay</Publisher>
<Description>aunches-Lay oogle-Gay’s eegay ale-may UrviceSay</Description>
<Menu>aunch-Lay eegay ale-may</Menu>
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</Language>
</Description>
<OnDemand>1</OnDemand>
<Startup>1</Startup>
<MultipleInstance>0</MultipleInstance>
<Modal>0</Modal>
<DefaultPos>
<top>50</top>
<left>50</left>
</DefaultPos>
<DefaultSize>
<width>800</width>
<height>600</height>
</DefaultSize>
<Visible>1</Visible>
</PlugInDef>
</PlugInDefs>
HTML plug-in details
The root node must be PlugInDefs and as the name implies, multiple plug-ins can be installed
under one definition file. For each plug-in, there is a PlugInDef. The child nodes for PlugInDef are:
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URL: The URL for the HTML file or Web site must be http://, https:// or file://.
QueryString: The querystring to be tacked on to the end of the URL. Can contain
GoldMine field macros that will be evaluated on launch of the plug-in. The macro
wrapping structure is <<field>>, like <<&Contact>> or <<Contact1->AccountNo>>.
Note: You must XMLEncode the macros as shown in the structure above.
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Description: The values here describe the item to the user and can contain multiple
languages to describe the file, using the locale code associated with the target language.
One language structure must be marked as IsDefault and is used in case the target
language is not supported by the plug-in. Use XML entities in place of extended
characters. For example, Ñ would be &#209;.
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Name: Dialog name used for security.
Publisher: Your company name. Creates a sub menu under the Plug-ins menu.
Description: Used in the Help>>About Plug-ins button.
Menu: The text the user sees for a menu item.
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OnDemand: Determines if the plug-in is added to the plug-ins menu. 1 = True, 0 = False.
If false, the item is started up with GoldMine.
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StartUp: Determines if the item is started up with GoldMine. This is for situations where
you want it to start, but if the user closes the window you want them to be able to access
the plug-in via a menu. 1 = startup with GoldMine, 0= don’t start with GoldMine.
MultipleInstance: Determines if multiple instances of the plug-in are allowed. 1 = allow
multiple instances, 0 = false. When false, if the user chooses the menu item for that plugin, GoldMine will bring that window to the front and give it focus. non-OnDemand, Modal,
and non-visible plug-ins are automatically single instance.
Modal: Determines if any action can occur outside of the window in GoldMine. 1= Modal,
0 = Modeless. Startup/non-OnDemand items cannot be modal. Modal items are strictly
single instance.
DefaultPos: The coordinates where your dialog first appears. This is only used the first
time the plug-in is run and is ignored for Modal plug-ins, which automatically center in
relation to the GoldMine window.
DefaultSize: Describes the height and width of the dialog box for first time use or for
modal windows, which cannot be resized.
Visible: Determines if the user can see the window. Not recommended for HTML-based
plug-ins.
ActiveX
Structure for the ActiveX plug-in
<PlugInDefs>
<PlugInDef>
<ProgID>myApp.ClassInstance</ProgID>
<Installer>myAppInstaller.exe</Installer>
<Description>
<Language Locale="1033" IsDefault="1">
<Name>G-Mail</Name>
<Publisher>Google</Publisher>
<Description>Launches Google's Gmail Service</Description>
<Menu>Launch GMAIL</Menu>
</Language>
<Language Locale="4000">
<Name>eegay ale-may</Name>
<Publisher>oogle-Gay</Publisher>
<Description>aunches-Lay oogle-Gay’s eegay ale-may UrviceSay</Description>
<Menu>aunch-Lay eegay ale-may</Menu>
</Language>
</Description>
<OnDemand>1</OnDemand>
<Startup>1</Startup>
<MultipleInstance>0</MultipleInstance>
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<Modal>0</Modal>
<DefaultPos>
<top>50</top>
<left>50</left>
</DefaultPos>
<DefaultSize>
<width>800</width>
<height>600</height>
</DefaultSize>
<Visible>1</Visible>
</PlugInDef>
</PlugInDefs>
ActiveX plug-in details
Although it is very similar to the HTML plug-in description, there are 2 primary differences, the
ProgID and Installer nodes instead of the URL and QueryString nodes.
The ProgID is the ProgID for your ActiveX control and the Installer is the installer name for the
application. The Installer should be sitting in a folder named Installers under the plug-in directory.
Plug-in Security
Using GM.ini or the User.ini, a user or administrator can block the use of plug-ins altogether,
block individual plug-ins, and add user-specific directory for more plug-ins.
GM.INI has precedence over the user INI file. Two methods are available:
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Optimistic:
[PlugIns]
allow_by_default=1
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Pessimistic:
[PlugIns]
deny_by_default=1
allow_by_default=0 is the same as deny_by_default=1 and vice versa. If the keys are missing,
the method is assumed to be Optimistic.
If Optimistic, you only need to add blocked plug-ins to the INI files. If Pessimistic, you must give
a plug-in permission to run.
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To block with Optimistic:
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[PlugIns]
allow_by_default=1 or deny_by_default=0
EVIL_PLUGIN=0
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To allow a plug-in with Pessimistic:
[PlugIns]
deny_by_default=1 or allow_by_default=0
GOOD_PLUGIN=1
Adding a Local Plug-in Directory
By default, the plug-in directory is under SysDir/Plug-ins. For server installs, this means that all
users have the plug-ins under that folder. If users want to add their own local plug-in directory,
they could add it to the user INI:
[PlugIns]
LocalPath=c:\personal\GMPlugIns
The user still gets the global level programs (assuming they are not blocked) so ensure there is
no duplication.
Security
The ShowActvForCurtained setting in [GoldMine] section of the GM.ini file lets you specify
whether or not the calendar shows activities linked to completely curtained contacts. Set this field
to 1 if you want the calendar to show activities linked to completely curtained contacts. For
example: [GoldMine]
ShowActvForCurtained=1
Warning: Storing this setting in GM.ini means that GM.ini must be read-only for all except
administrators/masters. This weakens GoldMine security.
Troubleshooting
Troubleshooting iCalendar Integration
General iCalendar Information
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iCalendar supports plain text messages; therefore, the notes in updated messages
display the notes in HTML source code.
Error message when importing iCalendar records: Unable to parse the iCalendar
message! You get this message if the Attendee field is blank in the iCalendar record.
This includes creating the event in Outlook with blank attendees, saving it as an
iCalendar (.ICS) file, and importing it into GoldMine. GoldMine honors the iCal standard
Administration
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that requires as least one attendee. Imported iCalendar records must have at least one
attendee.
If your system time zone settings are not configured to automatically adjust the clock for
daylight savings changes, the scheduled time for an iCalendar meeting request retrieved
by GoldMine is not correct. Ensure all computers are set to adjust for daylight savings
changes.
Outlook
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If the Outlook organizer sends a meeting request to a GoldMine user and the GoldMine
user sends a counter-proposal or deletes the meeting request, the Outlook organizer
receives an iCalendar message indicating the meeting request was updated or declined.
The message does not have any options of Accept, Tentative, Decline or remove the
original meeting request from the Outlook calendar.
Outlook XP organizers on Exchange (not POP3) have the above button options, but
receive the message, "As meeting organizer, you do not need to respond to the meeting."
Clicking OK to the message does not update the Outlook calendar record.
Outlook XP organizers on Exchange (not POP3) can schedule meetings with GoldMine
recipients; however, when the recipient sends a reply, the messages are not available in
the iCalendar e-mail retrieved by the Outlook organizer. If the Outlook organizer is using
Internet POP3, the iCalendar messages are retrieved.
The notes from Outlook XP recipients on Exchange (not POP3) display in the online
preview but are not available once the message is in the Inbox of the GoldMine
organizer. If the recipients are using Internet POP3, the notes are included.
A meeting request for a recurring event scheduled to occur every 2 years is not
recognized as an iCalendar message by Outlook. Outlook users in workgroup mode are
not affected.
Outlook does not properly schedule weekly and monthly recurring meeting requests
through iCalendar if the Outlook XP is not configured to use iCalendar as the default for
scheduling recurring events. Select When sending meeting requests over the
Internet, use iCalendar format in the calendar advanced options.
If you do not have the above options selected and are using Outlook with a POP3
account, GoldMine does not recognize the meeting request as an iCalendar message
and the message will not have the iCalendar buttons.
Lotus
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Lotus Notes does not support counter-proposals by recipients. If the organizer of a
meeting request is a Lotus Notes user sending a meeting request to a GoldMine recipient
and the recipient proposes a new date and time, the Lotus Notes user receives a
message that the new meeting notice was been auto-processed; however, the date and
time in the Lotus Notes calendar are not updated.
Lotus Notes does not accept recurring meeting requests from GoldMine organizers. If a
GoldMine organizer sends an iCalendar recurring meeting request to a Lotus Notes user,
Lotus Notes is unable to process the notice, and if the Lotus Notes user sends the
prompted message back to the organizer, the GoldMine organizer receives an iCalendar
message that the message cannot be displayed.
Lotus calendar items scheduled without any "invitees" get scheduled in GoldMine
'unlinked' when imported as an iCalendar file. Note that when selecting the item from the
GoldMine Import from an iCalendar file window, the Organizer is listed as "unknown".
If you open the Lotus exported iCalendar file with Notepad, note the items scheduled
unlinked contain the line: ORGANIZER:MAILTO:Unknown (if the e-mail address is listed
as the organizer, GoldMine will link the Lotus calendar item to the contact record that
owns this address).
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Troubleshooting Other Errors
Problem
Disk Compression
Cross-Linked or
Truncated Files
Corrupted
GoldMine
Program File
Low Memory
Out of Disk Space
Incompatible or
Conflicting Video
Driver
Recommendations
If possible, do not use disk compression software with GoldMine. If
you must, place GoldMine in an uncompressed partition of your hard
drive, and place other software applications in the compressed
partition. Contact the vendor of the compression software for more
information.
Run the ScanDisk diagnostic program to test your hard disk.
Install GoldMine into a directory other than the existing location; for
example, c:\Temp\ and copy the .dll and .exe files in to the GoldMine
directory. Ensure users are not logged on to GoldMine at the time.
Quit running programs. Start Windows with no programs running.
Open Windows explorer and right-click the GoldMine directory and
Properties. On the General tab, used space, should be at least 32
MB.
Some video drivers supplied with Windows can cause GoldMine data
such as dates and times to appear dimmed and cause IPF errors. To
change your video driver to the standard VGA driver in Windows:
1. Open the Control Panel.
2. Double-click the Display icon. The Display Properties dialog
box appears.
3. Click the Settings tab. Select Change Display Type.
4. In the Select Device dialog box, select Change and Show
all devices.
5. Scroll through the Manufacturers pane to select Standard
Adapter Type.
6. In the Models pane, select Standard Display Adapter
(VGA).
Low Memory
Apply the selection. If changing the video driver corrects the problem,
contact the manufacturer of your video card for an updated video
driver.
A low memory/low disk space error message may be due to an
overloaded mailbox because an e-mail message did not have a stop
bit.
Quit all running programs and start Windows.
If the error does not occur again, start each program that was running
when the error occurred to determine which program may have
caused the error. If the problem occurs again, continue
troubleshooting.
In Windows Explorer, select Help>>About to check that at least 16
MB of physical memory is free. If not, close applications and then
reboot Windows to free memory.
Over Inflated
History File
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Run a diagnostic that checks memory. Replace failed memory.
Zip the history file and unzip it to reset the end-of-file marker.
Administration
TSR or Device
Driver Conflicts
with Another
Program
Corrupted RAM or
Hardware
Problem
Windows is Using
an Incorrect .DLL
File
Start or boot your computer from a standard boot floppy diskette that
contains a Config.sys file with only Files, Buffers, and HiMem settings
and an AutoExec.bat file that loads only essential network drivers. If
unavailable, ask your system administrator or computer consultant for
help in making a standard boot disk.
Test RAM and hardware with a hardware diagnostic software.
An error can result if Windows uses a .dll file with the same name as
one of GoldMine’s .dll files. Only these .dll files should be found in the
GoldMine directory:
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DunZip32.dll
DZip32.dll
GMDB32.dll
GMNU32.dll
GMRE32.dll
GMTB32.dll
INETWH32.dll
PMSDK16.dll
Check for these .dll files in the Windows\System directory and all
directories contained in the path environment variable. If you find any
in a directory other than the GoldMine directory, copy them to a disk,
and delete the files from the hard disk.
Microsoft
WordBasic
Errors
Error 102
Description
The template does not
have a link between
GoldMine and Word. This
may occur if a user edits a
template from the Merge
Forms dialog box but
saves the merged text
document as a Word
template, which would not
save the necessary DDE
field codes. Make sure
both Word and GoldMine
are running to see if the
template was updated.
Correction
1. From Word, select File>>Open.
2. The Open dialog box appears.
Ensure Files of type shows
Document Templates (*.dot).
3. Select the template file in the
browse window. Click Open.
4. Change the active contact in
GoldMine. Check that the recipient’s
name in the template changes
accordingly.
ƒ If so: From Word’s main
menu select
GoldMine>>Save as
GoldMine Form.
ƒ If not: From Word’s main
menu select
GoldMine>>Update
GoldMine Form.
5.
The Summary Info dialog box
appears. Complete the entries and click OK.
Error 124
Appears when opening a
From Word’s main menu, select
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Error 124
Error 502
Error 1535
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template for the first time.
The template was not
updated.
Appears for a template
used successfully. A failure
of the DDE link occurred
between GoldMine and
Word.
Appears during a Mail
Merge. Communications
link between Word and
GoldMine fails, or
GoldMine is too slow to
respond to Word’s request
for data. If a filter is
activated with selection
criteria that selects a small
percentage of the
database, GoldMine may
need time to perform the
search and selection
process. The time required
for selecting records that
match the filter criteria
might cause Word to “time
out.”
During a multiple mail
merge, the template’s DDE
codes were changed and
saved.
GoldMine>>Update GoldMine Form.
Reinstall the link.
Instead of using a filter for a small
percentage of records in the database,
speed processing time for the merge by
either:
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Building a group based on the filter
and using the group to perform the
mail merge.
Setting limits on the filter to speed
selection time, if possible.
Replace DDE links (also known as field
codes).
1. With the template open in Word,
from the main menu select
Edit>>Select All.
2. The field codes appear as
highlighted text. Right-click field
codes (highlighted text) to display a
local menu.
3. Select Toggle Field Codes. To
ensure you correct the error,
replace all the field codes in the
template.
4. Select the entire field code. From
the main menu select Insert
>>GoldMine Field.
5. The Insert GoldMine Field dialog
box appears. Select the field code
that originally was selected for the
field. Click OK.
6. Repeat selecting and replacing field
codes until all field codes are
replaced.
7. From the main menu select
GoldMine>>Update GoldMine
Form. The Summary Info dialog
box appears.
Administration
8. Complete entries and click OK.
Using the Date/Time Stamp Conversion Utility
You may need to view date and time stamps in a regular date format. The utility converts the
seven-character SyncStamp, LogStamp, or the first seven digits of the RecID to a standard date
and time format; or it converts a standard date format to a stamp format.
Tip: Use this utility while troubleshooting synchronization issues to verify the date and time in the
Tlogs of unpacked transfer sets and compare the information to that in the database.
1. Select Tools>>Synchronize>>GoldSync Administration Center. The GoldSync
Administration Center window appears.
2. Right-click the Site Group and Server area and select Date/Time Stamp Conversion.
The Date/Time Stamp Conversion dialog box appears.
3. In the Conversion Method area, select one:
ƒ Date and Time --> Sync Stamp: Converts the date you select from the F2
Lookup calendar and the time from the F2 Lookup graphical clock to a date
stamp format.
ƒ Sync Stamp --> Date and Time: Converts a date stamp to a standard date and
time format.
4.
After selecting the date and time or typing the sync stamp, click Convert. The conversion
displays in the Results area with your initial input on the left and the conversion to the right of the
arrow. The results box displays multiple results so you can track the time stamps you are
researching.
5.
Click Cancel to close the dialog box.
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Viewing System Logs
GoldMine records system activity for a variety of operations in System Logs. To view a system
log, select Go To>>Logs>>GoldMine Logs. The left pane displays the log types and the right
pane displays the details. To see details, expand the log type until you locate the day to view.
Select the day; details appear in the right pane.
The System Logs window displays these log types:
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Process Monitor Logs: Activities recorded in the GoldMine Process Monitor.
Maintenance Logs: Dates and outcomes of database maintenance procedures.
Users' Login Logs: Users' login activity.
Sync Wizard Logs: Dates and details for GoldMine synchronization.
GoldSync Logs: Details about GoldSync synchronization.
Contact Files Logs: Changes made to the Contact Set files.
GoldMine Files Logs: Changes made to GoldMine files.
Error Logs: Details of errors.
Use the logs for troubleshooting. To prevent performance problems, periodically purge the logs.
Troubleshooting SoftPhone
To capture a snapshot of network activity, you may want to try a network protocol analyzer such
as Ethereal (http://www.ethereal.com). This will allow you to capture your network activity and
send it to FrontRange support.
Synchronization
Troubleshooting Synchronization
Evaluate the three basic phases to determine where the process is failing:
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Creation of the transfer set
Transmission of the transfer set from the sender to the receiver
Retrieval of data from the incoming transfer set
Testing each phase may help narrow the failure to a particular stage. For example, to test the
creation of the transfer set, create it manually. To test the transmission of the transfer set, send it
to the recipient using another transmission method. To test the retrieval of the data, unpack but
do not retrieve the transfer set. When you view the contents, are the records you expected to
receive in the transfer set?
Troubleshooting tools for synchronization include the Sync Spy and the Sync Retrieval Logs.
Issues Icons
The GoldSync Administration Center helps users identify sites improperly configured or those
with no associated process configured by displaying an alert icon for the site, known as Issues
icons.
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Administration
Site Group or Site Group Member Issue Icon: Indicates an issue exists with
the Site Group or Site Group Member configuration. The Tool Tip provides a
summary of how to configure the site group or site group member appropriately.
Sync Log Error Icon: Indicates an issue exists with the sync session for the site
group member highlighted in the GoldSync Component pane. Enable log details
for the site for information on the error. Double-click the sync session and
GoldSync separates the error message from the other logs for easy identification.
Tip: Search for common error messages on our Knowledgebase at support.frontrange.com.
This database is continuously updated with possible resolutions to error messages.
Troubleshooting Synchronization Customizations
Issue: User-Defined Field Values Not Being Retrieved
This issue often occurs when a user on one system creates custom fields and starts entering data
into those fields before synchronizing the field changes to the remote. When customizations and
Contact2 data are included in the same synchronization session, GoldMine retrieves the userdefined fields, and the Process Monitor displays the message ***The Contact2 file structure
has changed. The file will be rebuilt when all processes are done***. GoldMine continues
retrieving the remaining data from the transfer set including the Contact2 information.
However, the new fields are not yet added to the Contact2 table, and there is no place to put the
new data. When finished synchronizing, GoldMine prompts the user to rebuild and add the fields
to Contact2, but by then it is too late to retrieve the data for those fields.
To prevent this type of issue from occurring, ensure remote users have retrieved the field
modifications before synchronizing the data.
To synchronize customizations to remote computers:
1. Synchronize just the customizations.
2. Synchronize the data.
After creating new fields, create a transfer set of the customizations without the data. This
transfer set should be sent to all remote users and retrieved by those users prior to retrieving
Contact2 data. If the user is not prompted to rebuild after retrieving the transfer set, make sure
fields and user-defined fields are selected in the Retrieve Options. In this case, the transfer set
must be retrieved again with these options selected.
If you encounter a situation where synchronizing both field changes and the Contact2 information
in the same synchronization session was attempted, set the cutoff date back and synchronize the
Contact1 and Contact2 information again. It may be necessary to purge the Tlogs on the remote
site prior to re-synchronizing the primary contact information. For a new system, this step is fine.
Warning: For existing systems, think twice before purging Tlogs—especially on the server—
because purging usually causes more problems than it solves.
After a purge, changes made to system fields in the primary Contact record do not sync. This
usually happens because most GoldMine systems have the same RecID for these fields. The
user sets the cutoff date to 1/1/1980 and all changes are sent as zztemp, the RecID exists in the
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retrieval, and no changes are retrieved. The sending system must send updates. Purging Tlogs
also causes this problem because all updates were purged.
Troubleshooting Transfer Set Creation
Symptom
Changed records are not
included in the transfer set.
Probable Causes
The record selection
options are not set to
include the missing records.
For example, the cutoff
date may be set to after
changes were made to the
records, or the applied filter
does not include the
records.
Transfer set is not created
successfully.
Linked documents are
excluded from the transfer
set when running GoldSync
as a Service.
GoldSync is not configured
correctly to generate the
appropriate transfer set.
The logon for the GoldSync
Service in the Services
management window is
configured as a Local
System account.
Action
Edit the Site Group or Site
override options to include
the missing data. For
example, set the cutoff
date back; or test the filter
outside of GoldSync and
verify the records are
included.
Also, turn on the logging
options in the
Synchronization Wizard,
Site Group, or Site override
options. The logs display a
record count for the
process and display the
results in the GoldSync or
Sync Wizard logs.
Edit the synchronization
configuration to include the
missing databases.
Change the logon for the
GoldSync Services in the
Services management
window from Local System
account to This account.
Configure the This account
login with a user who has
full access to the GoldSync
computer and the shared
mapped drives and UNC
locations where linked
documents are stored.
Troubleshooting Transfer Set Retrieval
Use the Sync Retrieval Logs as a troubleshooting tool.
Symptom
Remote Site did not
successfully retrieve the
transfer set.
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Probable Causes
Transfer set decryption
failed because the sending
system and the retrieving
system are:
ƒ Using different
versions of
Action
Install the latest version of
GoldMine on the system
running an older version.
Administration
GoldMine.
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Using different
passwords.
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Using different
RecID formats.
Transfer set decompression
failed because:
ƒ Retrieving system
is using multiple or
outdated versions
of dzip32.dll and
dunzipt32.dll.
Compression and
decompression errors
ƒ
GoldSync cannot
locate dzip32.dll or
dunzip32.dll.
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A Tlog record
indicates the record
was not updated
because it was
deleted.
Incompatible versions or
multiple copies of dzip32.dll
and dunzip32.dll.
Check the password
entered in the
Synchronization Wizard
and the GoldSync Site
options.
Verify the RecID formats on
the two systems are in the
same format. To check the
RecID, select Help>>About.
The About GoldMine dialog
box appears. Click System.
The CAL LangDriver and
Contact1 LangDriver should
be set to DB437USO (New
RecID).
Delete the multiple
instances of the files exist
outside of GoldMine and
verify the date is
10/31/1999.
Check the path for the
system files against the
actual location of files. They
should be located in the
GoldMine directory.
Check the ContTLogs table
or the GMTLog table
corresponding to the
records that are not
updating on the retrieving
system. Tlogs with zzzDel
indicate that the record was
deleted.
Check:
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Is the GM.ini using
mapped drives
instead of UNC
paths?
Is the system
running only one
copy of dzip32.dll
and dunzip32.dll,
and are they
located in the
GoldMine
directory?
Is the system using
the same versions
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of the dzip32.dll
and dunzip32.dll as
the system that
sent the transfer
set?
Troubleshooting Transfer Set Transmission
Symptom
Probable Causes
Action
Transfer set is not sent to
the receiving system.
Failed to connect to the
remote.
Check the Process Monitor
for details about the
connection. If no
connection was
established, check the
settings in the GoldSync
Administration Center or
the Sync Wizard.
The transmission system,
such as network
connectivity or Internet
server, is not operating.
POP3/SMTP servers are
not working.
Tlogs and the Synchronization Process
Transfer logs (Tlogs) contain a copy of the unique RecID value of any record modified, added, or
deleted in a GoldMine system. They also record the date and time of these changes to the
GoldMine data.
The date and time stamps in the Tlog files are critical to synchronization. Consider these basic
steps of every synchronization process:
1. The transfer set creation process examines the Tlog files to determine which records to
include in the transfer set.
ƒ Tlog records with SYNCSTAMP values more recent than the cutoff date are
included, provided they are not excluded by a filter or other user setting.
ƒ The RecID method includes records not having Tlog entries.
2.
The transfer set is created.
ƒ It includes the Tlog records for the data synchronized and the data itself.
ƒ Special Tlog records are created in the transfer set with a zzTemp stamp are
created for data included by the RecID method.
3.
The transfer set is exchanged with another GoldMine system.
4.
The remote system retrieving the transfer set evaluates data in the transfer set against
data already in that system.
ƒ Records in the Tlog files are matched based on their FRecID values.
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The LogStamp values of matching Tlog records are compared to determine
which copy of the record is more current.
The most current copy of the record is kept. The data and the corresponding Tlog
are imported/retained at the retrieving system.
zzTemp stamped records are retrieved only if a copy of the record does not
already exist on the retrieving system or if no Tlogs exist.
Note: Each step relies on the Tlog files to function properly; it is critical these files be maintained
and backed up regularly.
Using the Sync Spy
When synchronizing records you may need to use the Sync Spy to check the records updating in
the sync logs. Use Sync Spy to view the sync stamp, log stamp, field name, and user.
Note: With Sync Spy you determine if there is a sync stamp for the field and whether you set the
cutoff date back far enough.
The Sync Spy window contains an upper and lower pane. The upper pane is summary
information for the active Contact Record. The lower pane reflects the information stored in the
Contact file Tlogs (ContTlog). This log file holds synchronization information for the contact set.
Each contact database has its own ContTlog file.
1. Select Tools>>Synchronize>>Sync Spy. The Sync Spy window opens.
2. On the Contact Record for which you are checking the updates, click the field in question.
ƒ Database: Name of the database you are currently evaluating.
ƒ Sync Stamp: The date and time when the field was synchronized from the
remote site and the date and time the field was modified by a user local to this
system.
Note: On the transfer set creation side, the Sync Stamp is used with the cut-off date and
time to determine if the field-level change should be included in the transfer set.
ƒ
Log Stamp: The date and time when the field was modified by a user local to the system
the Sync Spy is run on.
Note: On the retrieval system, the Log Stamp is used to compare which system has the
latest change.
ƒ
Field Name: Field modified in the selected database.
Note: Curtained fields are viewable in the Sync Spy. If this is a security concern for your
organization, disable the Sync Spy option for non-Master Rights users you do not want
viewing the fields. Select Tools>>User Settings. Highlight the user and click Properties.
Click the Menu tab and expand Tools. Disable the Sync Spy menu option for the user.
ƒ
User: User who made the modification to the field. Also shows if the modification was
made by a remote or local user. If the name includes a ~ (tilde) character, it indicates the
field was updated locally.
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3.
To select a database for the Sync Spy to display if values for the tab are stored in more
than one database, select the Database in the drop-down list. For example, the Fields tab
information is stored in Contact2. Select Contact2 from the drop-down list to view the values.
4.
To view field values stored in another database, click the tab containing the values to
view.
5.
To display data in the Sync Spy for another contact, click the Contact Record and scroll
through the database.
6.
Use the local menu to access Find and Output options.
Viewing the GoldMine Files Logs
The GoldMine Files Logs display records from the GMTLog. It contains changes to the Cal,
Contudef, and Mailbox files.
1. Select Go To>>Logs>>GoldMine Logs. The System Logs window appears.
2. Expand GoldMine Files Logs. Select a table and then select Today, Yesterday, This
Week, year, month, or day.
3. The right pane displays:
ƒ Sync Stamp: Date and time the record last synchronized.
ƒ Log Stamp: Date and time the record was changed.
ƒ User: Name of the user who created or modified the record.
ƒ Current Field Value: Entry in the Field Name field of the ContTLog.
ƒ RecID: Record number uniquely identifying the record. The first 7 characters
represent the creation date and time.
ƒ Company: Entry in the company field of the Contact Record.
ƒ Contact: Entry in the Contact field of the Contact Record.
Viewing the GoldSync Logs
The GoldSync Logs display synchronization activity executed through the GoldSync
Administration Center.
1. Select Go To>>Logs>>GoldMine Logs. The System Logs window appears.
2. Expand the GoldSync Logs. Select year, month, and day back to the purge date.
3. The recorded logs display in the right pane.
SQL Deadlock with E-mail Forwarding Rules
There are three sets of e-mail rules:
1. Global Primary-A first set of e-mail rules that execute before any others.
2. Private-A set of personal e-mail rules that execute after the global primary e-mail rules.
3. Global Secondary-A third set of e-mail rules that execute after the private e-mail rules.
When setting up your e-mail rules, be careful to avoid logical errors. For example, problems may
occur if you set up two rules to trigger the following within the same category:
Rule 1-Send rule: If private, forward to UserA.
Rule 2-Send Rule: If UserA, Mark as Private.
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If a loop occurs, your mailbox fills up and the server might crash. It can also cause a lock on the
mailbox and/or history table. Such loops are not caused by a GoldMine bug; they are normal and
logical results of the configuration.
Licensing
About Licensing
GoldMine has a fully scalable licensing structure to meet the needs of individuals and
organizations. As your business matures and GoldMine expands, your organization can change
the licensing configurations.
General Information
The single, distributed Master License serves as the authentication mechanism for secure
synchronization across the entire organization, and the License Manager keeps track of your
licensing configurations.
Most organizations generally buy one license—a Master License with X number of seats. These
seats can then be parsed to users in various combinations of sub-licenses. For example, an
organization can create Site sub-licenses for their remote office(s) and Undocked sub-licenses for
individual remote (mobile) users. One seat should always be set aside for administrators.
License Types
Master License: This is the primary license. It determines what database types are supported by
the master site as well as its synchronization capabilities. It is a precursor to executing any sublicenses which stem from it.
GoldSync and Outlook Integration licenses are issued concurrent with the E or D license.
The licensing serial number schema for Master licenses has been changed for the 7.0.4 release,
but remains the same for sub-licenses. See License Serial Number.
Sub-licenses: To issue one of these, install GoldMine with a Master License on your
organization’s primary network. This ensures all sub-licenses maintain security and are
authenticated properly during synchronization.
The Undocked license (a special sub-license) is for remote users and can only be licensed for a
single user. It can be sub-licensed from the main GoldMine system or from a Site sub-license.
Increases: Previous increases for Corporate Edition, Standard Edition, and GoldSync (J, R, and
N), are now facilitated by obtaining a new E, D, or G license (which account for the increase and
the Master license count).
G
Corporate Edition
License
GoldSync License
O
GoldMine Outlook
E
Master Licenses
Supports SQL Server and Firebird databases. Includes
GoldSync.
GoldSync seat purchased separately and can be added to
E-Licenses.
Outlook integration purchased separately for an E-License.
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Integration Services
License
U
S
Y
Undocked License
Site License
GoldSync License
Sublicenses
Single sub-license for a remote GoldMine user.
Multiple-user sub-license for a remote office.
GoldSync sub-license for a remote office.
License Serial Number
License type: Alpha-prefix denotes the type of Master license.
Number of users: First 4 numbers indicate the license count or seats available in the license.
The license count determines the number of users who can log on to GoldMine at one time but
does not limit the total number of named users.
Version: A 2-digit version number.
HDA number: Your 6-digit HDA number.
Serial number: 15-character (alphanumeric) serial number uniquely identifying the license for an
organization. It is used for registration and support and identifies all sub-licenses as part of the
same organization. Collected in 3 groups of 5 characters during licensing.
Key code: 15-character (alphanumeric) key code is a computer-generated check used by
GoldMine to verify the license’s validity. Collected in 3 groups of 5 characters during licensing.
Note: The key code is required during installation. Keep the license number and key code in a
safe place in the event it becomes necessary to reinstall the software.
License Manager
Initial licensing information is collected during installation. Subsequent changes and related
management functions are handled through the License Manager.
From the GoldMine File menu, select Configure>>License Manager.
The central text box lists all installed licenses and any sub-licenses created from this location.
Status is displayed along the right side. Buttons along the bottom allow you to add a New
License, add a New Site, add an Undocked User, Remove License, or View License.
The database support of the Master License is inherited by the site sub-licenses distributed
throughout the organization. GoldSync Synchronization capabilities can be distributed separately
to sub-licenses.
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Administration
Important: Licensing information is stored in the license file, License.bin, created at the time you
register. This file must exist only in the GoldMine root directory of each GoldMine installation.
Master License
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A GoldMine Corporate Edition Master License begins with the alpha-prefix E (Example:
E-0050-111111).
The E-license is usually a multi-user license for a server installation of GoldMine but may
be a single-user license for a stand-alone computer.
An E-license includes a GoldSync license for each purchased GoldMine seat.
Remote site sub-licenses (S- and Y-licenses) and Undocked sub-licenses (U-licenses)
are created from the E-license.
Type the E-license number and key code you received when you purchased the
software.
If you type an E-license serial number into the text boxes, the GoldSync text box area
remains unavailable because GoldSync is included. However, it must be purchased
separately with a D-License, so while typing the serial number in the text boxes, the
GoldSync area becomes available. Type your G-license information at that time, or later
using License Manager. You do not need to type the G-License number to proceed with
licensing GoldMine.
Using Net-Update
If you have an existing GoldMine license and have purchased an upgrade, or if you participate in
the Upgrade Protection Program (UPP), use Net-Update to upgrade to the latest version.
Note: If multiple users synchronize with GoldMine, all GoldMine systems must run the same
version of GoldMine.
Net-Update transmits your registration information to FrontRange Solutions, or log in
frontrange.com to manually update this information.
1. Ensure your ISP is successfully connected.
2.
Access Net-Update via:
ƒ Tools>>Configure>>License Manager (Net-Update Tab)
ƒ Help>>Update GoldMine
3.
Select Net-Update Now. The FrontRange Solutions NetUpdate System for Product
Registration and Product Updates Web page appears.
Note: If you are using License Manager, select the Update registration information check
box to update with the information in the Registration tab if appropriate.
4.
Use Net-Update to register GoldMine, update your version of GoldMine, or view options
to upgrade your GoldMine system.
Using the License Manager
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Purchase GoldMine with a Master License serial number to provide maximum flexibility for an
organization in controlling the data integrity and security for each user.
Example: Purchase a 50-user GoldMine license and a 50-user GoldSync license. Install once on
the network. Then, create two 10-user sublicenses for the 2 branch offices from the Master
License. Then, create undocked sublicenses for the notebook PCs of undocked users. Each
license created from the Master License shares the same GoldMine serial number to provide
authentication, ensuring secure remote synchronization throughout the organization.
Select Tools>>Configure>>License Manager. The GoldMine License Manager dialog box
appears.
Note: Also display License Manager from the Undocked Users/Sites dialog box of the
GoldSync Site Wizard. Select Undock Users/Create Sub-License.
Master License
Total users/dist: Total available GoldMine E- or D-Licenses and the number of licenses
distributed (S or U).
GoldSync Sites: Total number of GoldSync G-Licenses and the number of licenses
already distributed (Y).
Authentication: The code randomly generated upon installation and used by GoldMine
to verify sublicenses were created from the same Master License during synchronization.
Reinstalling the Master License generates a new authentication number and renders all
sublicenses incompatible.
Databases: Database types supported by the current license (Firebird or SQL Server).
ƒ
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Distributed Licenses
Undocked Users: Number of Undocked license numbers created.
Remote Users/loc: Remote users and total number of sites where these users are
distributed.
GoldSync Sites/loc: GoldSync sublicenses and the number of sites for these licenses.
ƒ
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Note: A maximum of 16 licenses can be combined within the License Manager.
Tasks
ƒ
ƒ
ƒ
ƒ
ƒ
Create New Site sublicenses for branch offices (Master Rights required).
Create Undocked User licenses for remote users working offsite (Master Rights
required).
Remove a license (Master Right required).
Upgrade your copy of GoldMine with the latest version using Net-Update.
Install GoldMine to a local workstation.
About Sub-licenses
With multiple offices and users, create sub-licenses for each site or user from the Master License.
A site sub-license installs that license on only one remote server. An undocked user sublicense
installs that license on one remote computer. However, create multiple site licenses and
undocked licenses up to the maximum permitted by the Master License.
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Administration
Site License
A Site License is a multiple-user sub-license for a remote office and is designated with the alphaprefix “S.” Have an S-license for each user at the remote site.
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ƒ
When creating any sublicense, note the entire license number created by GoldMine. The
sub-license includes additional information needed when typing the license number on
the remote computer and displays in its entirety during the creation process.
A GoldSync License (Y-license) is required only if you are using an S-license and want to
synchronize using GoldSync. You should have one Y-license to synchronize with the
Master License and additional Y-licenses for Undocked users synchronizing with your
site.
Y licenses are not entered in the Enter GoldMine Serial Number dialog box. Only S
licenses are entered during registration (the GoldSync Section remains disabled).
Clicking Next displays an ALERT: Suggested Action(s)! if you attempt to enter Y licenses
in the Enter GoldMine Serial Number dialog box.
If this installation of GoldMine includes its own GoldSync sites, you may enter the
applicable Y-type sub-licenses to properly configure synchronization for this system.
Tip: Highlight the complete serial number in GoldMine, copy it (CTRL+C) and paste it
(CTRL+V) into Notepad.
Undocked License
Undocked licenses are sub-licenses created from a Master License or a Site license and are
designated by the letter “U.” This license type is created for users who work with GoldMine at
another location, on a laptop, or on a workstation disconnected from the server copy of GoldMine.
Type the U-license, Key Code, and Site Code created in the License Manager.
Creating Site Licenses
1. Select Tools>>Configure>>License Manager. The GoldMine License Manager dialog
box appears.
2. Select the Licenses tab and click New Site. The Create a Site License dialog box
appears.
3. From the Distributed License Type area, select GoldMine Site License. Instructions
for creating the GoldSync License follow.
4.
Type the Site Name. The name of the site should have no more than 12 characters and
spaces, such as Los Angeles.
5.
Type the Number of Users who will need seats at the site. This will be the total number
of users included in the sublicense.
6.
Click Create Site Sub-License. The Sub-License for Remote Site [site name] dialog
box appears. Select I AGREE if you accept the licensing terms.
7.
GoldMine displays the new sublicense for the remote site, beginning with the letter S, in
the field at the bottom of the dialog box. Make a copy of this number; you need it when licensing
the site. When finished, select Close.
Note: A unique sublicense number is needed for each remote computer installation. Send
the remote site number to the remote location. The GoldMine administrator at the remote
site can then type the license number during the GoldMine installation.
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8.
To complete the process, click OK in the Create a Site License dialog box.
9.
GoldMine adds the sublicense to the Licenses tab browse window under previously
installed license(s). The first character of a site sublicense serial number is S.
10.
To synchronize between the remote site and the Master License site, you need at least
one GoldSync License.
Creating Undocked User Licenses
GoldMine has a sub-license for an individual user called an Undocked License (U-License). This
license type is created for users who work primarily with GoldMine at a remote location on a
laptop, notebook, or home office computer but who may also need to log on to the network
occasionally. Consider:
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Creating an undocked user decreases the available users of the network site (Master
License or Site License) by one; however, when an undocked user logs on to the site
from which they were sub-licensed, they do not take up an additional seat.
Every user supported by the GoldMine license can have an Undocked license to work on
a remote computer. For example, on a 5-user GoldMine system, 5 Undocked licenses
can be created. This is in contrast to creating an “S” sub-license which requires one seat
to remain available from the Master License.
All undocked users, as well as the total number of users that make up the difference in
the total number allowed by the Master License can log on to GoldMine. For example, on
a 5-user GoldMine system with 3 undocked users, 3 undocked users plus 2 other users
can log on to GoldMine.
If you undock all users, only those users will be able to log in. If you have not assigned
master rights to any of those undocked users, GoldMine administration cannot take
place.
When used in combination with GoldSync, administrators can synchronize security
settings to undocked users including new passwords, menu items, and preferences in
addition to data.
To work on an undocked basis, users must have an Undocked license on their laptop.
Create an Undocked license from the Master License or a Site license.
1. From the GoldMine main menu, select Tools>>Configure>>License Manager. The
License Manager appears.
2. Click the Licenses tab and Undock Users. The Create Undocked User Licenses
dialog box appears.
3. Select the check box next to the user you want to create a sub-license for, and click
Create Undocked License. The Sub-Licenses dialog box appears.
4. Review the information and click I Agree. The sub-license number for a remote user or
an undocked user appears in the Sub-license for Remote Site [Name of Site] dialog
box.
Write the sub-license number down or copy it to Windows Notepad. The sub-license number is
needed for each remote computer installation. Send the remote site license number to the remote
user who can type the license number during the GoldMine installation.
Creating GoldSync Licenses
1. From The GoldMine License Manager, select the Licenses tab and click New Site. The
Create a Site License dialog box appears.
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Administration
2. In the Distributed License Type area, select GoldSync Site License.
3. Type the Site Name (no more than 12 characters and spaces).
4. Type the Number of Users who will need GoldSync licenses at the site (the total number
of users included in the GoldSync sublicense). The site needs at least one GoldSync
license to synchronize with the Master License.
5. Click Create Site License. The Sub-License for Remote Site [site name] dialog box
appears.
6. Select I AGREE.
7. The new GoldSync sublicense for the remote site displays. Copy of this number,
beginning with the letter Y; you need it when licensing the site.
Note: A unique sublicense number is needed for each remote computer installation. Send
the remote site number to the remote location. The GoldMine administrator at the remote
site can then type the license number during the GoldMine installation.
8.
9.
10.
Click Close.
Select OK in the Create a Site License dialog box.
GoldMine adds the sublicense to the Licenses tab under previously installed license(s).
Updating Undocked Users
Caution: Do not allow undocked users to synchronize with an updated GoldMine system until
that undocked user has updated to the same version the updated site is using.
To update undocked users after performing a NetUpdate on the main GoldMine system, locate
the gmsetup.exe file. Depending on how undocked users communicate with the network and
GoldMine system and on the connection speed, send the gmsetup.exe file to the undocked user
by putting it on CD, posting it on an FTP site, e-mailing it, or placing it on an accessible network
drive.
Include directions on executing the gmsetup.exe file and what undocked users should expect
after the upgrade.
After the undocked users update to the same version of GoldMine, they can use NetUpdate to
sync with the master site.
To perform the update, click Net-Update Now and follow the prompts. To change the registration
information, select Update Registration Information.
Installing GoldMine on Local Workstations
Install GoldMine .exes and .dlls on the hard disk drive of your local workstation to increase
response time and reduce network traffic by approximately 3-5%.
Note: If you install GoldMine locally on workstation disk drives, update each workstation
whenever you update the server installation of GoldMine.
This option is available after performing a Net-Update on the server installation of GoldMine.
From the server, copy the gm7setup.exe file to the Setup\GoldMine folder relative to the
GoldMine root directory. C:\Program Files\GoldMine\Setup\GoldMine is the default location of
this folder.
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1. From the local workstation, select File>>Configure>>License Manager. The GoldMine
License Manager dialog box appears.
2. Select the Install Locally tab.
3. From this tab, browse to identify the local GoldMine folder.
4. Select Create a GoldMine shortcut on the Desktop.
5. Select Automatically update the local GoldMine program files. This updates the local
instance whenever the server instance is updated.
6. Click Install GoldMine Locally to install the .exes and .dlls on the local hard disk drive.
7. Confirm the workstation is running the same version as the server, by selecting
Help>>About>>System. You should be using a local GoldMine EXE file, but the System
Files, GoldMine Files, and Contact Files should be the network files, not local files.
Removing Licenses
In a multi-license GoldMine installation, it may be necessary to delete sublicenses such as site
licenses, undocked user licenses, or GoldSync licenses. You cannot delete E, D, or G-Licenses.
Only users with Master Rights can delete licenses.
1. Select Tools>>Configure>>License manager. The GoldMine License Manager dialog
box appears.
2. From the Licenses tab, select the sublicense to delete and click Remove License.
3. Click Yes.
Integration
Integrating with HEAT
About Integrating with HEAT
If using GoldMine with an E-License on an SQL database, integrate with HEAT to:
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Launch HEAT Call Logging from GoldMine and access the database.
View call ticket information on the Tickets tab in GoldMine (the services and support
relationship with the customer).
Transfer ticket information to the GoldMine Details tab using the Ticket Transfer Utility to
synchronize information with remote users without access to the HEAT database.
You cannot transfer data to the Details tab unless you are running GoldMine on an SQL
database.
GoldMine users with Master Rights can change the database and login using HEAT/HEAT
PowerDesk Options.
From HEAT, users can validate from GoldMine's Contact1 table and use the Customer window to
view the primary contact information from the Contact Record, additional contacts, SalesPending, and Sales-History .
See HEAT Administrator Module online Help for complete instructions.
Advantages of a HEAT Integration
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Administration
Primarily, the advantage of integrating HEAT and GoldMine Premium Edition is that a single
customer record exists and is shared by both applications:
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HEAT users can view and modify certain GoldMine Premium Edition customer
information: HEAT Call Logging users can view a GoldMine customer’s phone number,
address, e-mail address, and so on. GoldMine can also be integrated to display a list of
associated contacts for the selected Contact1 customer.
HEAT users can view a customer’s Sales-Pending information: HEAT Call Logging
users can view a list of scheduled sales activities for a GoldMine Premium Edition
customer.
HEAT users can view a customer’s Sales-History information: HEAT Call Logging
users can view a list of prior sales activities for a GoldMine Premium Edition customer.
GoldMine Premium Edition users can view Call Logging Information: GoldMine
users can view call history information including information in the Detail, Journal, and
Assignment tabs.
Note: The Ticket Transfer feature expands Call Logging information viewing in GoldMine
Premium Edition by letting Call Record data transfer to the ContSupp table. From there, it
can be displayed in the GoldMine Details tab and synchronized to remote, undocked users.
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HEAT and GoldMine Premium Edition users can send internal e-mail messages to
each other: HEAT and GoldMine users can communicate about customers through email.
HEAT and GoldMine Premium Edition users can post alerts to each other: HEAT
and GoldMine users can alert each other about key customer issues.
How the HEAT Integration Works
HEAT and GoldMine Premium Edition communicate by sharing information in their database
tables. When integrated, an external link is created from HEAT to two GoldMine database tables:
the Contact1 table, and the ContSupp table. The external link is a two-way link used to view and
modify data. This lets data flow in both directions between the databases and the applications
themselves.
The Contact1 Table
The Contact1 table stores information for GoldMine Premium Edition customers such as phone
numbers, addresses, fax numbers, and so on.
HEAT displays Contact1 table information using the Contact1 Customer Type in Call Logging.
Information displays in the customer profile (often called the Customer window). Call Logging
users can view customer information.
Note: Information about pending sales and sales history also displays in the Customer window
using the Sales-Pending and Sales-History tabs. This information is read-only.
Call Record information displayed in the GoldMine Premium Edition Tickets tab is not actually
stored in a GoldMine record. Rather, it is stored in the HEAT database and dynamically viewed
by GoldMine Premium Edition users. In comparison, information displayed in the GoldMine
Premium Edition Details tab is stored in the ContSupp table. Information is transferred here using
the Sales & Marketing Ticket Transfer feature.
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The ContSupp Table
The ContSupp table stores information about a GoldMine Premium Edition customer’s additional
contacts and e-mail addresses for all contacts. Additional contacts display in the Contact tab in
the Customer window.
Note: The e-mail addresses that autofill in the Contact1 Profile and Subset forms in HEAT Call
Logging cannot be modified.
Launching HEAT from GoldMine
If using GoldMine with an E-License and you configured HEAT integration, launch HEAT from
GoldMine.
1. Select File>>Login to HEAT.
2. Call Logging appears.
Ticket Transfer Utility with HEAT Integration
If using GoldMine with an E-License on an SQL database and you integrate with HEAT, the
processes work together as shown.
1. Data flows two-way between the databases and the applications using ODBC between
the HEAT database and the HEAT modules. It flows between the GoldMine SQL
database and the GoldMine application by way of the ActiveX Data Objects (ADO).
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2. Contact information is validated from the GoldMine SQL database through the Contact1
and ContSupp tables and flows to the HEAT application. This allows HEAT users to view
GoldMine customer information and additional contacts.
3. Call Records created in HEAT flow to the Tickets tab in the GoldMine application by DDE
and ODBC.
4. View GoldMine Pending and History activities in HEAT Call Logging (read-only). Data
flows from the GoldMine database to the HEAT application by ADO.
5. GoldMine contact information and the additional contacts (Contact1 and ContSupp
tables), which are created or updated in the HEAT application, are sent to the GoldMine
database using ADO to transport.
6. The SPFiles table in the GoldMine database stores data that ADO can validate in the
HEAT Administrator module.
7. A Call Record is created and stored in the HEAT database. The Ticket Transfer Utility
converts these Call Records into detail records on the GoldMine Details tab. The data
flows from the HEAT database to the Ticket Transfer Utility by ODBC and then to the
GoldMine database by ODBC.
8. Alert data flows between GoldMine and HEAT Call Logging. Enable both HEAT and
GoldMine to assign and display the other application’s alerts.
Integrating with .NET
Integrating with .NET
The new API integrates with GoldMine by providing an XML-based programming interface and
COM server. It is compatible with Microsoft .NET development tools (VB.NET and C#). The XML
wrapper provides access to functions from the non-XML capable API available of previous
GoldMine versions.
Also, user-interface integration tools let developers interact. For instance, replace DDE with
COM, to gain:
ƒ
ƒ
ƒ
ƒ
ƒ
ƒ
Implementation of current technology instead of DDE.
Compatibility with COM-capable development tools.
Compatibility with .NET applications.
Ability to grow into a full UI API.
Ability to rewrite the Excel/Word link.
Easier implementation of an XML-based interface.
The COM server implements the relevant DDE functions. An application that previously used
DDE can communicate to GoldMine using this interface.
The description has 2 parts:
ƒ
ƒ
The XML API
The UI API to run
The XML API and the UI API use the same basic schema to perform actions:
<GMAPI call="CallName"><dataname="DataName">XXXXXX</data>...</GMAPI>
Eventually, this will evolve into a “retro-written” XML-schema and DTD for the full APIs.
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The XML API wraps the existing GM API into a simpler interface. Low-level functions performing
actions needed by the non-XML API programmer are hidden. Failures are self-documented (no
return messages).
Suggested Prerequisites:
ƒ
ƒ
Using the interfaces (developers and Technology partners): A working
knowledge of COM and XML (or ability to build well-formed XML strings).
End users: A working knowledge of the standard function calls for the older
gmx32.dll version of the GoldMine API.
See the Open Developer section of our support Web site at http://support.frontrange.com or
our Partner section of the Web site to become a Technology Partner.
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Glossary
#
.gmb: (The file extension for a backup file created by the Back-Up Wizard)
.ics: (iCalendar file extension)
A
AccountNo: (The Account Number field uniquely identifies a contact record and is the common
field value that links the Contact1 table to Contact2, Cal, ContSupp, ContHist, and
OpMgr)
Action: (The Automated Process action is the activity performed when triggered)
Activities: (Activities are time-specific or event-based actions linked to contacts; for example
calls, appointments, letters, or other types of activities, such as To Do tasks or events
that are assigned to users)
Activity list: (A window that displays task or event information. The Activity List displays eleven
categories of information in a set of tabs)
Additional Contact: (Individual associated with the primary contact, such as an administrative
assistant. GoldMine stores this information in the Contacts tab of the primary contact’s
record)
Alphanumeric characters: (Letters A - Z and numeric digits)
Attachment: (A file, for example, a Word document, created outside of GoldMine and attached to
GoldMine as a linked document, InfoCenter attachment, or e-mail attachment)
Auto-updating: (Allows you complete or delete many activities or resources)
B
Bcc: (Blind Carbon Copy. A copy of a message, usually e-mail, is sent to a recipient that the
main recipients cannot see)
BDE: (Borland Database Engine. Serves as a connector between GoldMine and the databases)
Break fields: (Break fields manage the grouping of information, determining how multiple entry
information, such as Details, Calendar, and History, is displayed in a report template. The
break field ensures that all the details or calendar entries are grouped together before
moving on to the next contact record. Break fields can only be used in Sort Headers)
C
Calculated field: (Field containing a mathematical expression rather than data)
Cc: (Carbon Copy. Used in e-mail messages, memos, and letters)
Character string: (Any series of alphanumeric characters (including spaces) that are treated as
a group)
Cloning: (The process of copying a user or report settings and configurations in order to quickly
create a new user or report)
CommonDir: (Used in the GM.ini, the CommonDir specifies the location of your default contact
files)
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Contact files: (The tables storing a database's contact information. Also referred to as Common
files. The CommonDir line in the GM.ini points to the default contact files)
Contact record: (Standard unit of information in GoldMine. GoldMine’s contact record
incorporates standard information, such as name, company, phone, and address, and
also serves as the basis for all scheduled work in GoldMine, acting as the central link
between GoldMine’s Calendar and History by maintaining all past and pending events
related to the individual contact records in the GoldMine database)
Contact set: (Database consisting of the contact information: Contact1, Contact2, ContSupp,
ContHist, ContGrps, ContUdef, Conttlog, and sometimes Lookup. GoldMine allows you to
have more than one contact set)
Contact tabs: (Set of tabs located below the main Contact Record containing information
associated with the contact, including additional contacts, pending, and history
information)
Contacts tab: (Additional contacts associated with the Contact Record)
Curtaining: See Record curtaining
Custodian: (The person responsible for the resource)
D
Database: (A collection of data fields and related tables storing information that facilitates access
and retrieval)
Details tab: (Structured, user-defined information associated with each Contact Record)
Dialog field: (A field created to open a dialog box and prompt the user for parameters to include
in the report)
Digital ID: (Digital signature and encryption keys sent with e-mail messages)
E
Entity: (Used to refer to a single record type. Consists of a customized combination of primary
fields views, custom screens, and GM+Views)
Event: (Step-by-step instructions contained in an Automated Process, or track, that GoldMine
must evaluate to perform a specified series of activities. An event consists of a trigger
and an action. An Automated Process consists of a sequence of one or more events)
F
F2 Lookup: (Special type of browse window that can be customized to contain frequently used or
code-specific entries. Security options can control F2 lookups to ensure user input and
allow standardization of data)
Field typing: (Customizing field labels and colors using direct data or dBASE expressions)
Fields tab: (Displays user-defined fields grouped together in user-defined screens)
File code: (The unique 3-character identification assigned to each Contact Set, enabling
synchronization and backing up)
Filter: (Sort condition used to select a subset of records from the entire database)
Force log out: (Forces users out at a particular time or when inactive for a period of time)
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Glossary
Free/busy times: (Free and busy calendar times published to file, ftp, or http locations and made
available to other users)
G
GM.ini: (A file located in the GoldMine directory containing commands for general GoldMine
operation. The most important are the SysDir, GoldDir, and CommonDir)
GM+View tab: (User-defined HTML template-based views)
gmb: (The .gmb file extension for a backup file created by the Back-Up Wizard)
GoldDir: (Used in the GM.ini, the GoldDir specifies the location of your GoldMine files (also
called your GMBase files))
GoldMine Business Contact Manager: (An installation of GoldMine using a D-License and a
dBASE database)
GoldMine Business Contact Manager Corporate Edition: (An installation of GoldMine using
an E-License and an optional SQL database. Includes GoldSync)
GoldMine e-mail: (E-mail message to another GoldMine user or user group)
GoldMine files: (The tables storing other database information. Also referred to as GMBase files.
The GoldDir line in the GM.ini points to the shared GoldMine files)
GoldMine link to Excel: (Creates a link between GoldMine and Excel, allowing you to add
GoldMine fields to Excel or export data from Excel to GoldMine)
GoldMine link to Word: (Creates a link between GoldMine and Word, allowing you to add
GoldMine fields to a Word document or template)
GoldSync Server: (A computer that handles the synchronization processes)
GoldSync Service: (Runs the GoldSync application in the background without requiring a user to
launch GoldMine)
Group: (Fixed set of contact records that meet an initial set of conditions. Once selected,
member records subsequently have instantaneous access to the subset. Alternate
method to filters of maintaining a subset of data)
H
History tab: (Completed activities associated with the Contact Record)
HTML: (HyperText Markup Language. The authoring language used to define the structure and
layout of a Web document by using a variety of tags and attributes)
Hyperlink: (An element in an electronic document that links to another place in the same
document or to an entirely different document. Click on the hyperlink to follow the link)
I
IIS: (Internet Information Services)
InfoCenter: (A resource used to maintain and display any type of information useful to an
organization or an individual. The InfoCenter can archive information in a variety of
formats, such as graphics, multimedia files, and program applications. Any of this
information can be linked to a Contact Record)
Installing locally: (Installing GoldMine .exes and .dlls on a local workstation in a network
environment)
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Instant sync: (Automatically reminds undocked users to synchronize whenever a connection
GoldSync is detected)
Internet e-mail: (E-mail message to customers using you POP3 e-mail account)
K
Keyboard shortcuts: See Shortcut keys
Keyword: (One or more words that succinctly describe a document's contents)
KnowledgeBase: (Information created by, for, and about an organization and available to
multiple users)
L
Linked activities: (Scheduled activities linked to a contact record)
Links tab: (Documents, programs, and other files linked to the Contact Record)
Local menu: (Also known as a shortcut menu, the local menu provides quick access to a set of
commands affecting only the current browse window, tab, or pane)
LogStamp: (Contains the time and date that the record was last changed)
M
Macros: (A series of commands and/or keystrokes that launches or runs a action)
Maintaining: (Process to improve performance by regenerating indexes, packing and rebuilding
tables, and sorting and verifying data. The maintenance of the database should be
performed by the system administrator or manager)
Members tab: (Lists the contact Groups of which the Contact Record is a member)
Merge codes: (Three-character codes used as the basis for e-mail and document merging for
mass mailings)
N
Net-Update: (Process of updating GoldMine over the Internet)
Notes tab: (Free text notes associated with each Contact Record)
O
ODBC: (Open Database Connectivity)
Operator: (Specifies the value a field must have to be included in a record selection criteria.
Examples of operators include the following: equal to, greater than, lesser than or equal
to)
Opportunity: (Involves a group working as a team with multiple organizations and contacts to
successfully close a complex sale)
Opptys tab: (Displays the Opportunities associated with the Contact Record)
Organization Chart: (Graphically displays contact information and organizational relationships in
a tree structure)
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Glossary
P
Packing: (The process of actually deleting records that were marked for deletion. This process is
only necessary for a dBASE database. Periodically packing the database files removes
the “dead space” between records)
Pending tab: (Activities scheduled for the Contact Record)
Personal Base: (Information useful to an individual user that only the logged-in user can view
and update)
Primary contact: (The name of the contact on the Contact record)
Primary fields views: (Primary field views are customized views of the primary fields. Primary
fields are those in the upper four panes of a Contact Record and are Contact1 fields)
Project: (Involves a group working as a team to complete a long-term project that involves
multiple component tasks)
Projects tab: (Displays the Projects associated with the Contact Record)
R
Rebuilding: (Creates a new file structure (or table), and copies data, record-by-record, from the
old files/tables to the new ones)
Record curtaining: (A Contact record can be curtained so that a user who does not own the
record cannot view the record or can view only part of the record)
Record types: (Customized combination of primary fields views, custom screens, and
GM+Views. Configured in the Record Types Administration Center)
Record Types Administration Center: (Allows you to create many Record Types based on
combinations of your different Primary Field Views, Custom Screens, and GM+Views and
to apply them based on your user-defined Record Type Rules)
Record typing: (Customized combinations of Primary Fields Views, Custom Screens, and
GM+Views)
Rectype: (A record type code identifying different types of records within the database)
Referrals tab: (Internal referrals within the Contact Set)
Rehost: (Rehosting data is the process where one database is copied or converted to a new
database)
Reports Center: (Provides easy visual access to several reporting options available within
GoldMine)
Required field: (A field requiring data)
Resources: (Resources that are commonly requested include conference rooms, projectors,
demonstration products, company vehicles)
Rich Site Summary: (See RSS)
RSS: (Rich Site Summary -- a simple XML format designed for sharing Web Headlines)
S
Screen design toolbar: (Used when you are designing your primary fields or Fields tab screens)
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Seq: (Sequence ordered number for each event in an Automated Process. The sequence
number begins with either P for a Preemptive event or S for a Sequential event. Each
event is processed in order based on the sequence number)
Shortcut keys: (Shortcut keys are keyboard keys or key combinations that invoke a particular
command)
Shortcut menu: See Local Menu
Site code: (Matches a synchronization process to a site)
Sort Header: (A section in a report that holds the labels, filters, and break filters for the section or
for the corresponding detail section)
Sort order: (The order that Contact records are displayed based on a specified field. The sort
order for the database is determined by the Sort Order you select in the Contact Listing
window. If a filter or group is active, the Sort Field you selected takes precedence)
Sorting: (Orders the records in the files/tables by the most-used indexes)
Summary tab: (Displays activity information about the current Contact Record)
Synchronization: (GoldMine’s remote synchronization is a process that can update one
GoldMine system with new or changed information that has been entered in another
GoldMine system)
SyncStamp: (Contains the time and date when the record was last successfully retrieved during
synchronization)
SysDir: (Used in the GM.ini, it specifies the location of gmw6.exe)
T
Task group: (A group of task items on the GoldMine Taskbar)
Task item: (An item on a taskbar that launches an action)
Taskbar: (Frequently used GoldMine Menu commands and macros, links to documents and files,
and a quick step for launching applications and websites)
Tickets tab: (Displays tickets from HEAT Call Logging when GoldMine/HEAT integration is
installed)
Tlogs: (The general name for the two types of logs: ContTlog and GMTlog. They track date and
time stamps for changes to fields and the synchronization of the data)
Track: (A sequence of two or more events, which are the step-by-step instructions that GoldMine
evaluates to perform a defined series of activities. Also known as an Automated
Process.)
Tracks tab: (Lists the Automated Process tracks attached to the Contact Record)
Transfer set: (A database of all the changes made to Contact Records during a specified time
frame. The database with the changes is sent to other GoldMine locations and retrieved,
updating that database with the new information)
Transformation sheet: (A language for transforming XML documents into other XML
documents)
Trigger: (A predefined condition in an Automated Process event that, when the condition is true,
causes GoldMine to execute an action)
U
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Glossary
Unlinked activities: (Scheduled activities that are linked to a user but not to a contact)
URL: (Abbreviation of Uniform Resource Locator, the global address of documents and other
resources on the World Wide Web)
User groups: (Users can be logically grouped according the functions that they perform)
User Preferences: (Various settings that control how GoldMine looks and acts for each user)
User Properties: (These settings define a user's security and access in GoldMine)
UserID: (Field that contains the name of the user an activity is assigned to. UserID is based on
the GoldMine username)
Username: (Use this name to log into GoldMine. Identifies the user's activities)
Username.ini: (An initialization file located in the GoldMine directory that stores user's individual
settings)
Username.tbi: (Stores the user's taskbar settings)
V
Verifying: (Ensures that the data is readable and that all sync fields in the synchronization
records of the database file(s) are populated, and no unique fields are duplicated)
W
WYSIWYG: (What You See Is What You Get. Pronounced wizzy-wig. A WYSIWYG display
allows you to see on the screen exactly what will appear when the document is printed)
X
XML: (Acronym for Extensible Markup Language. XML is a universal format that uses tags for
exchanging structured documents and data on the Internet)
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Index
Triggers.............................................. 43
.
.NET Integration.......................................167
Designing .............................................. 40
A
Server Agents Administrator ................. 50
ACT!
Tracks
Attaching............................................ 47
Importing versions..................................89
Executing ........................................... 48
Actions
Creating..................................................46
Tracks.................................................... 46
ActiveX Controls ......................................139
Triggers ................................................. 43
Adding
Details records .......................................17
Answer Wizard
Automated Processes............................... 39
Automatic Maintenance ............................ 82
Automating Routine Tasks........................ 39
Launching...............................................36
B
Using ......................................................36
Backing Up................................................ 80
Answer Wizard...........................................35
C
Architecture................................................51
Calendar
Attaching..............................................47, 65
RecTypes .............................................. 63
Auto-dialer settings....................................39
Calendar Color Codes ............................ 100
Automated Processes
Calling Contacts........................................ 37
Actions ...................................................46
Cloning
Center ....................................................41
Reports.................................................. 25
Creating
User Settings......................................... 10
Actions................................................46
Events.................................................43
Tracks.................................................46
Communicating with Contacts
Calling ................................................... 37
Configuring
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General Options (Sites) .......................116
Auto-dialer settings ............................... 39
Send Contact-Related Options ............117
Primary fields......................................... 15
Send Options .......................................110
Properties .............................................. 22
Contact files
Location..................................................53
D
Data Fields
Inserting in reports ................................ 27
Contact Record Tabs
GM+View ...............................................20
Databases
Attaching ............................................... 65
ContHist Table
Creating..................................... 64, 65, 72
RecTypes ...............................................63
Opening................................................. 64
ContSupp Table
RecTypes ...............................................63
Converting
Date/Time Conversion ............................ 148
Deleting
Contact Records ................................... 77
Outlook...................................................90
Copyright .....................................................1
Details Tab
Adding ................................................... 17
Creating
Databases ........................................64, 65
Creating Fields ...................................... 18
Licenses ...............................................161
Dialog Fields ............................................. 28
One-Button Synchronization
DOS Notes................................................ 73
Profile ...............................................118
Duplicate records .............................. 74, 131
Opportunities..........................................37
E
PERL script ..........................................129
Editing
Web forms............................................122
Custom Screens
Adding fields...........................................15
Customizing
178
Field Properties ..................................... 16
Reports...................................... 30, 31, 33
Events
Creating................................................. 43
Index
Architecture ........................................... 51
Examples
PERL script ..........................................129
Files....................................................... 53
Web form..............................................122
Link
Excel .................................................. 91
Excel
Exporting ................................................91
GoldSync
Executing Tracks .......................................48
About ................................................... 104
Exporting
Administration Center.......................... 111
Considerations .......................................84
Implementation considerations ........... 106
Excel to GoldMine..................................91
Key terms ............................................ 105
Export Wizard.........................................85
Planning .............................................. 107
iCalendar Files .......................................92
Server Agents Administrator ............... 120
XML........................................................86
Exporting....................................................84
H
HEAT Call Logging
Exporting....................................................85
Launching............................................ 166
Expressions
Ticket Transfer Utility .......................... 166
Adding fields...........................................17
HEAT Call Logging ................................. 164
Inserting fields in reports........................28
HEAT Call Logging ................................. 166
HEAT Integration
F
How it works ........................................ 165
FBclient32.dll .............................................65
Fields
Adding ....................................................15
HEAT Integration .................................... 164
HTML
In GM+View........................................... 20
Replacing Values ...................................73
Integrations.......................................... 140
G
Global Replacing .......................................73
I
GoldMine
iCalendar................................................. 144
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Locally ................................................. 163
Importing
ACT! .......................................................89
L
Considerations .......................................84
Labels
iCalendar Files .......................................92
Import Wizard.........................................85
Inserting in reports ................................ 29
Launching
Outlook...................................................90
Answer Wizard ...................................... 36
Wizards ............................................85, 87
HEAT................................................... 166
XML........................................................87
License Manager .................................... 159
Importing....................................................83
Licenses
Indexing .....................................................80
Creating Sublicenses .......................... 161
Information
License Manager................................. 159
Managing ...............................................51
ini Settings
Username.ini ..........................................10
Inserting Report Elements
Data fields ..............................................27
Dialog fields............................................28
Expression fields....................................28
Fields......................................................26
Labels.....................................................29
Lines.......................................................29
Pictures ..................................................29
Removing ............................................ 164
Licenses.................................................. 156
Licensing
License Manager................................. 159
Lines
Inserting in reports ................................ 29
Locations
Database files........................................ 53
Logging in
HEAT................................................... 166
Logs
Sections .................................................27
GoldMine Files .................................... 155
System fields..........................................27
GoldSync............................................. 156
Installing
180
Lookup
Index
Retrieving profiles ............................... 118
.ini...........................................................94
Synchronizing...................................... 119
M
Macros
Creating..................................................12
One-Button Synchronization................... 117
OpMgr Table
RecTypes .............................................. 63
Maintaining
Automatic Maintenance .........................82
Outlook
Backing up .............................................80
Converting ............................................. 90
Indexing..................................................80
Importing ............................................... 90
Maintenance Wizard ..............................82
Outlook Conversion Wizard ...................... 90
Sorting and Verifying..............................81
Ownership
see Record Ownership.......................... 20
Maintaining ................................................79
Merging
P
Tagged records ......................................77
PERL Script ............................................ 129
Visible contacts ......................................77
Plug-ins
Merging and Purging
About ................................................... 139
Wizard ....................................................74
ActiveX Controls.................................. 139
Merging and Purging .................................74
Adding a Local Plug-in Directory......... 144
N
Description File.................................... 140
NetUpdate................................................159
HTML Integrations............................... 140
O
Security ............................................... 143
ODBC Database Manager.........................53
One-Button Synchronization
Creating profile.....................................118
Instant sync ..........................................118
Process
Monitor ................................................ 120
Purging
See Merging and Purging ..................... 74
Retrieving installation files ...................118
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R
Retrieve Transfer Set.............................. 114
Record
Retrieving................................................ 118
Curtaining
Running
Tracks.................................................... 48
About ..................................................20
Fields ................................................154
S
Record Ownership..............................20
Scripts
Types
Record Types Administration Center
GM+Views ......................................20
see Telemarketing Scripts............... 36, 37
SDF file ..................................................... 83
Security
Record Types Administration Center .20
Understanding ......................................... 7
RecTypes...................................................63
Users ....................................................... 8
Removing
Licenses ...............................................164
Reports
Selecting ................................................... 75
Server
Creating............................................... 113
About......................................................23
Processes............................................ 114
Answer Wizard .......................................35
Scripts ................................................. 129
Break Fields ...........................................33
Creating..................................................23
Editing ....................................................30
Server Agents
see Server Agents Administrator .......... 50
Server Agents Administrator
Filters .....................................................26
Automated Processes ........................... 50
Sections .................................................31
GoldSync............................................. 120
Resources
Creating..................................................13
Restoring ...................................................81
Retrieve Contact Set ...............................115
182
Starting .................................................. 51
Server Agents Administrator..................... 50
Site
Configuring .......................................... 116
Index
Creating Groups...................................113
Telemarketing Scripts ......................... 36, 37
Groups .................................................116
Territory Realignment ............................... 78
License.................................................161
Ticket Transfer Utility .............................. 166
Sites .....................................................112
Tlogs ....................................................... 154
SQL
Tracks
Restoring................................................81
Attaching ............................................... 47
Starting ......................................................51
Creating................................................. 46
Sub-licences
Executing............................................... 48
Creating................................................161
Transfer Sets
Creation Method.................................. 115
Undocked .............................................161
Synchronizing
Triggers
Creating................................................. 43
Copying and Moving Records................78
GoldSync Administration Center..........111
Troubleshooting
One-button synchronization .........117, 119
Other errors ......................................... 146
Synchronization Wizard .......................119
Synchronization customizations.......... 150
Troubleshooting .......... 150, 151, 152, 153
Viewing logs ................................ 155, 156
Troubleshooting customizations ..........150
U
With GoldSync .....................................104
Undocked Users
System
Updating ........................................ 10, 163
Files........................................................53
Undocked Users ..................................... 161
Logs ...............................................83, 149
Update a Field with an Expression Dialog
Box ...................................................... 100
T
User
Table structure...........................................53
Groups..................................................... 7
Tagging
User Defined Fields .................................. 14
Merging tagged records .........................77
Username.ini............................................. 10
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Users
WebImporting
Preferences..............................................8
Profiles ................................................ 122
Properties.......................................8, 9, 10
Wizard ................................................. 121
Territory Realignment ............................78
WebImporting.................................... 93, 121
Understanding..........................................7
WebImporting.......................................... 122
Using
WebImporting.......................................... 129
GoldSync Administration Center..........111
WebImporting.......................................... 135
License Manager .................................159
WebImporting.......................................... 136
Net-Update...........................................159
WebImporting.......................................... 136
W
What's New ................................................. 5
Web Form ................................................122
Wizards
Import .................................................... 85
WebImport
Maintenance.......................................... 82
see WebImporting 93, 121, 122, 129, 135,
136
Workstations ........................................... 163
WebImport .................................................93
X
WebImport ...............................................121
XML........................................................... 86
WebImport ...............................................135
184